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2003 SEP 16 CC PACKETAGENDA 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. During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda. During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council. 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 second Public Communications portion of 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). Other members of the public may comment on these items only during this second Public Communications portion of the Agenda. 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, 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, SEPTEMBER 16, 2003 — 5:00 P.M. Next Resolution #4325 Next Ordinance #1367 5:00 P.M. SESSION CALL TO ORDER ROLL CALL CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) 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: 001 CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) — 4 matters. 1. Bressi v. City of El Segundo, LASC No. BC288292 2. Bressi v City of El Segundo, LASC No. BC288293 3. Korach v. City of El Segundo, WCAB Case No. 0088645 4. Elliott v. City of El Segundo, WCAB Case No. 0276182 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None. CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6) — 3 matters 1. Labor Negotiators: Bruce Barsook and Mary Strenn, City Manager Bargaining Units: Police Officers' Association and Firefighters' Association 2. Labor Negotiator: Mary Strenn, City Manager Bargaining Units: Supervisory and Professional Employees Association 3. Labor Negotiator: Mary Strenn, City Manager Bargaining Unit: Police Management Association CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter SPECIAL MATTERS — None. 2 0 UP' AGENDA 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 During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council. 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 second Public Communications portion of 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). Other members of the public may comment on these items only during this second Public Communications portion of the Agenda. 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, 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, SEPTEMBER 16, 2003 — 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Fr. Jim Anguiano of St. Anthony Catholic Church PLEDGE OF ALLEGIANCE — Councilmember Kelly McDowell Next Resolution # 4325 Next Ordinance # 1367 PRESENTATIONS - (a) Proclamation presented to the El Redondo Chapter National Society Daughters of the American Revolution in observance of Constitution Week, September 17 -23, 2003. (b) Recognition of the designation of Chief Fire Officer (CFO) bestowed upon Fire Chief Norman G. Angelo by the Commission on Chief Fire Officer Designation. ROLL CALL PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation - Approval. B. SPECIAL ORDERS OF BUSINESS 1. Consideration and possible action (continued Public Hearing) regarding the FY 2003 -2004 Preliminary Budget and Five -Year Capital Improvements Plan and Adoption of Resolutions approving Appropriations Limit, Preliminary Budget as amended, and Capital Improvement Plan as amended. Copies of the 2003 -2004 Preliminary Budget can be found in the Library, City Clerk's office, and the City's website. Recommendation - (1) Open Public Hearing; (2) Close Public Hearing; (3) Review the attached schedules detailing the proposed changes to date to the FY 2003 -2004 Operating Budget and the Five -Year Capital Improvement Budget; (4) Adopt the Resolution approving and adopting the FY 2003 -2004 Operating Budget and the Five - Year Capital Improvement Budget; (5) Adopt the Resolution approving and adopting the Appropriations Limit for FY 2003 -2004, as presented; (6) Adopt the Resolution amending the Appropriations Limit for FY 2002 -2003; (7) Alternatively, discuss and take other action related to this item. 4 C. UNFINISHED BUSINESS 2. Consideration and possible action on the completion of grant funded capital project, the Low Power AM Radio Station, which was funded by a grant from the State of California Office of Traffic Safety (OTS) and CalTrans. There will be a five - minute overview presentation on the project. Fiscal Impact — none. Recommendation — (1) Receive and file report; (2) Authorize activation of the radio station and begin regular programmed broadcasting; (3) Authorize the Public Works Department to coordinate the installation of two (2) alert beacons on State Highway 1 (Sepulveda Blvd) in coordination with the State of California Department of Transportation (Caltrans); (4) Alternatively, discuss and take other action related to this item. D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 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. Warrant Numbers 2535769 to 2536014 on Register No. 23 in the total amount of $1,737,996.09 and Wire Transfers from 8122/2003 through 9/4/2003 in the total amount of $364,768.04. Recommendation — Approve Warrant Demand Register and authorize staff to release. Ratify: Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 4. City Council Meeting Minutes of September 2, 2003. Recommendation — Approval. 5. Consideration and possible action regarding the extension of an existing contract with NOROC for professional services on the City's network and other technology projects. Fiscal Impact $60,000. Recommendation — (1) Authorize the City Manager to extend the Professional Services Agreement No. 3105 with NOROC in an amount not to exceed $60,000 for FY 2003- 2004; (2) Alternatively, discuss and take other action related to this item. 5 005 6. Consideration and possible action regarding executing a standard Professional Services Agreement with Vertex Communications, Inc. for support services on the City's telephone system. Fiscal Impact $11,000. Recommendation — (1) Authorize the City Manager to execute a standard Professional Services Agreement with Vertex Communications, Inc. in an amount not to exceed $11,000 for FY 2003 -2004; (2) Alternatively, discuss and take other action related to this item. 7. Consideration and possible action regarding Agreement between Team One Advertising Agency (Team One) and the City of El Segundo for services related to the planning, execution and placement of advertising for the City's economic development effort. Total cost not to exceed $50,000 for fiscal year 2003 -2004. Recommendation — (1) Approve entering into an Agreement between Team One Advertising and the City of El Segundo; (2) Authorize the City Manager to execute Agreement and amendments to Agreement in a form approved by the City Attorney; (3) Alternatively, discuss and take other action related to this item. 8. Consideration and possible action regarding the approval of a one year contract with Data Micro Imaging Company (DMC) to provide microfilm services to the Community, Economic and Development Services Department. Total cost not to exceed $20,000 for fiscal year 2003 -2004. Recommendation — (1) Authorize the City Manager to execute agreement approved to form by City Attorney; (2) Alternatively, discuss and take other action related to this item. 9. Consideration and possible action regarding the approval of the second one -year extension to the City's current contract with MRH Structural Engineers for providing architectural, structural, energy, electrical, mechanical, plumbing, and grading plan review services on an as- needed basis. Total cost not to exceed $110,200. Recommendation — (1) Authorize the City Manager to exercise the contract option to extend the contract for an additional year; (2) Alternatively, discuss and take other action related to this item. 6 0 U 'k6 10. Consideration and possible action regarding adoption of plans and specifications for the Installation of Americans with Disabilities Act (ADA) Compatible Automated Doors at the City Library and the Recreation Park Joslyn Center — Project No. PW 03 -04 — CDBG Project No. 600445 -02, Approved Capital Improvement Program. (Estimated Cost $40,000) Recommendation — (1) Approve plans and specifications; (2) Authorize staff to advertise the project for receipt of bids; (3) Alternatively, discuss and take other action related to this item. 11. Consideration and possible action to approve of Tract Map No. 53820 (320 and 328 East Imperial Avenue). No fiscal impact. Recommendation — (1) Approve Tract Map No. 53820; (2) Alternatively, discuss and take other action related to this item. 12. Consideration and possible action to authorize an additional $182,000 for right -of- way certification services by the Los Angeles County Department of Public Works (County) for the Douglas Street Underpass Project - Approved Capital Improvement Program. Estimated Cost $182,000. Recommendation — (1) Approve an additional $182,000 for the County Department of Public Works; (2) Alternatively, discuss and take other action related to this item. 13. Consideration and possible action regarding the issuance of a blanket purchase order to UCLA to provide continuing education for Emergency Medical Technicians (EMTs) and defibrillation training. Fiscal Impact not to exceed $26,000. Recommendation — (1) Authorize the City Manager to execute a one -year extension as provided for in the agreement with UCLA; (2) Authorize issuance of a blanket purchase order to UCLA Center for Prehospital Care for FY 2003 -2004 for continuing education and defibrillation training; (2) Alternatively, discuss and take other action related to this item. 14. Consideration and possible action regarding a proposal by the Fire Department to continue to purchase medical supplies from single source vendor, Bound Tree Medical (formerly PMX Medical). Fiscal Impact not to exceed $25,000. Recommendation — (1) Authorize the El Segundo Fire Department to piggyback on the City of Santa Clara 2003 bid; (2) Authorize issuance of a blanket purchase order to Bound Tree Medical for FY 2003 -2004 for medical supplies; (3) Alternatively, discuss and take other action related to this item. 7 0 i) 15. Consideration and possible action regarding a third extension of contract for the quarterly publication of Inside El Segundo and Recreation and Parks Department brochure. Recommendation — (1) Authorize the City Manager to sign the one -year extension option of our four -year contract with Studio Printing; (2) Authorize the Purchasing Agent to issue annual Blanket Purchase Orders for printing services, contingent upon annual budget appropriations by the City Council; (3) Alternatively, discuss and take other action related to this item. 16. Consideration and possible action regarding Contract Amendment for Custodial Services with Coastal Cleaning for the Library and Recreation & Parks Departments. Fiscal Impact not to exceed $82,890. Recommendation — (1) Authorize the City Manager to extend the final year option from October 1, 2003 through September 30, 2004 with Coastal Cleaning in the amount of $82,890; (2) Alternatively, discuss and take other action related to this item. 17. Consideration and possible action regarding a one -year option for landscape maintenance services with U.S. Landscape, Inc. Recommendation — (1) Authorize the City Manager to exercise a one -year option from October 1, 2003 through September 30, 2004 with U.S. Landscape, Inc. in an amount not to exceed $188,000; (2) Alternatively, discuss and take other action related to this item. 18. Consideration and possible action regarding approval instructors and vendors who are anticipated to be paid over services in support of Recreation and Parks Department prop Recommendation — (1) Authorize City Manager to execute Services Agreement for contractors; (2) Alternatively, discuss related to this item. CALL ITEMS FROM CONSENT AGENDA of on -site contract $10,000 for providing ]rams. standard Professional and take other action 008 F. NEW BUSINESS 19. Consideration and possible action to appoint a City Council ad hoc subcommittee to discuss local emergency facilities and trauma centers and the issues experienced by local residents. Recommendation — (1) Authorize the City Council to appoint two (2) members of the City Council to an ad hoc subcommittee to discuss paramedic transport issues; (2) Specify that the subcommittee shall sunset no later than ninety -days after its formation; (3) Alternatively, discuss and take other action related to this item. G. REPORTS — CITY MANAGER — NONE H. REPORTS — CITY ATTORNEY — NONE I. REPORTS —CITY CLERK — NONE J. REPORTS — CITY TREASURER — NONE K. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Council Member Gaines — Council Member Wernick — Mayor Pro Tern Jacobs — Mayor Gordon — PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive 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. MEMORIALS — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et se q.) 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. 9 009 REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED- DATE DATE " // //o 3 TIME- ' //o,4 M NAME. 10 0 1 () EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action (Continued Public Hearing) regarding the FY 2003 -2004 Preliminary Budget and Five -Year Capital Improvements Plan and Adoption of Resolutions approving Appropriations Limit, Preliminary Budget as amended, and Capital Improvement Plan as amended. Copies of the 2003 -2004 Preliminary Budget can be found in the Library, City Clerk's office, and the City's website. RECOMMENDED COUNCIL ACTION: 1) Open Public Hearing. 2) Close Public Hearing. 3) Review the attached schedules detailing the proposed changes to date to the FY 2003- 2004 Operating Budget and the Five -Year Capital Improvement Budget. 4) Adopt the Resolution approving and adopting the FY 2003 -2004 Operating Budget and the five -year Capital Improvement Budget. 5) Adopt the Resolution approving and adopting the Appropriations Limit for FY 2003 -2004, as presented. 6) Adopt the Resolution amending the Appropriations Limit for FY 2002 -2003. 7) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: Continued on following Pages ATTACHED SUPPORTING DOCUMENTS: 1. Schedule of Revisions to the FY 2003 -2004 Preliminary Budget to date 2. Resolution approving and adopting the Operating and Five -Year Capital Improvement Budget for FY 2003 -2004 3. Resolution approving and adopting the Appropriation Limit for FY 2003 -2004 4. Resolution amending the Appropriations Limit for FY 2002 -2003 FISCAL IMPACT: Operating And Capital Budget: $91,743,400 Amount Requested: Account Number: Project Phase: Adopt FY 2003 -2004 Operating Budget Appropriation Required: X Yes _ No ORIGINATED BY: DATE: Brd't M. Plumlee, Director Administrative Services REVIEWED BY: DATE: Mary enn, City Manager 3 011 BACKGROUND & DISCUSSION: On August 5, 2003 the FY 2003 -2004 Preliminary Budget was submitted to the City Council, and the Chair of the Capital Improvement Project Advisory Committee (CIPAC) presented the FY 2003 -2004 Five -Year Capital Improvement Projects. On August 19, 2003 the City Council conducted a Budget Workshop to review the FY 2003 -2004 Operating and Five -Year Capital Improvement Budget. At its meeting on September 2, 2003, the City Council conducted a Public Hearing on the FY 2003 -2004 Operating Budget and the Five -Year Capital Improvement Project Budget. Based on the workshop, the CIPAC presentation and the Public Hearing, City Council directed staff to make revisions to the FY 2003 -2004 Preliminary Operating and Five -Year Capital Improvement Budget. These revisions are attached to this report and have been included in the final budget to be adopted. Capital Improvement Project The FY 2003 -2004 Capital Improvement Projects total $23,106,500 consisting of $9,708,150 in General Fund capital improvement projects, $8,372,300 in Infrastructure Replacement fund projects, and an additional $5,026,050 in projects paid for out of other funds such as the Resident Sound Insulation Program. General Fund Capital Improvement and Infrastructure Replacement Projects included in the budget consist of $840,000 in projects recommended by the CIPAC; $19,038,400 that were previously funded; and $3,228,100 in City Council and staff- recommended projects. To fund a portion of these projects the City is using $19,038,400 from dollars set aside in prior years, or designated funds reserves, from the capital improvement, infrastructure replacement and special revenue funds. General Fund The General Fund, which accounts for the majority of the City's general operations (all department expenditures), continues to remain at appropriate reserve levels. In July 2001 the City Council approved the fund balance policy, since that time the General Fund unreserved, undesignated fund balance has grown from $11.5 million in FY 1999 -2000 to an estimated $12.5 million at the end of FY 2002 -2003. This represents 27% of the total FY 2003 -2004 General Fund Budget. Personnel and new programs The Fiscal Year 2003 -2004 budget contains $167,100 in new programs, $261,500 in capital outlays, and a reduction of $1,429,050 in personnel changes (savings) resulting from freezing, reclassifying, or eliminating vacant positions. Included in the 2003 -2004 budget is funding for new programs such as additional funding for aquatic facility improvements, the replacement of playground equipment, development of the El Segundo skateboard park, and sewer main repair. A Fiscal Year 2003 -2004 budget summary detailing all personnel changes and new programs has been provided in a memorandum to the City Council. A1? Budaet Revenues revisions between Preliminary and Adopted A total net decrease of $985,000 in estimated revenue has been made since the workshop and public hearing. The summary of changes includes a $385,000 decrease in property tax revenue based on revised County estimates for fiscal year 2003 -2004; a $850,000 decrease in sales tax projections due to slower than first anticipated sales growth; an increase in Motor Vehicle in Lieu fees of $300,000; and a $50,000 increase in fines and forfeitures related to a proposed change in police service fees. Also, due to a decrease in the number of maintenance projects to be completed in fiscal year 2003 -2004 the transfer amount from the General Fund to the Facilities Maintenance Fund is reduced by $100,000. A spreadsheet with the details of the changes is attached to this report. Budget expenditure revisions A total decrease of $1,088,100 in appropriations has been made since the workshop and the public hearing. This consists of $885,500 in General Fund revisions; $46,800 in Associated Recreation fund revisions; $100,000 in Facilities Maintenance fund revision; and $56,300 in revision to all other funds. A spreadsheet with the details of the changes is attached to this report. Gann limit Article XIIIB of the California State Constitution, commonly referred to as the GANN Appropriations Limit, was adopted by California voters in 1980 and placed limits on the amount of proceeds of taxes that State and local agencies can appropriate and spend each year. Based upon the California Constitution and applicable law, staff has presented the City Council with an Appropriations Limit for fiscal year 2003 -2004 as adjusted by the factors identified in the attached Resolution. The Appropriations Limit for fiscal year 2003 -2004 will be $76,311,132. The Appropriation Limit for fiscal year 2002 -2003 will be revised to $63,231,056 based on a correction in the assessed valuation used to calculate the limit. This revision has no fiscal impact. Proposed fee or tax rate revisions No increases in tax rates are included in the FY 2003 -2004 Preliminary Budget. The budget does include $50,000 in new revenues related proposed Police Service Fees. In the near future, the Police Department will bring forward a proposal outlining these new police service fees. The Water Fund and sewer service revenues currently assume a 15% rate increase. In the coming year, a committee of Council members and staff will be formed to evaluate the current water and sewer rate structure as well as findings from the water and sewer rate study. Recommendations from the committee will be presented to the City Council in 2003 -2004. The revised FY 2003 -2004 budget is balanced. Total appropriations for all funds are $91,743,400, and this matches with estimated revenues of $71,625,500 and prior year designated fund reserves of $20,117,900. This budget as presented contains General Fund appropriations inclusive of transfers of $45,224,800 and this matches with estimated revenues inclusive of transfers of $45,224,800. 013 CITY OF EL SEGUNDO BUDGET REVISIONS FISCAL YEAR 2003/04 PRELIMINARY BUDGET Facilities Maintenance Fund Reduction of the Transfer from the General Fund 0000 -9001 (100,000) (100,000) Prior Year Designated Fund Reserves 20,117,900 Total Revised Estimated Revenues inclusive of Transfer In $ 91,743,400 9/9/03 1 2s PM 014 FISCAL YEAR 2003 -04 BUDGET Account Inc (Dec) Balance Preliminary Estimated Revenues inclusive of Transfers In $ 72,610,500 ADJUSTMENTS: General Fund Property Taxes Decreased based on revised estimates from the Los Angeles County 0000 -31xx (385,000) (385,000) Sales Taxes Decrease based on revised estimates from MBIA 0000 -3202 (850,000) (850,000) Intergovernment Revenue Increase Motor Vehicle In Lieu passed on revised State estimates 0000 -3701 300,000 300,000 Charges for Services Revised Police Service Fees (Pending Approval from the Cin Council) 0000-380' , 50.000 50,000 Facilities Maintenance Fund Reduction of the Transfer from the General Fund 0000 -9001 (100,000) (100,000) Prior Year Designated Fund Reserves 20,117,900 Total Revised Estimated Revenues inclusive of Transfer In $ 91,743,400 9/9/03 1 2s PM 014 CITY OF EL SEGUNDO BUDGET REVISIONS FISCAL YEAR 2003/04 PRELIMINARY BUDGET FISCAL YEAR 2003 -04 BUDGET Account Inc (Dec) Balance Preliminary Budget Appropriations inclusive of Transfers Out $ 92,831,500 ADJUSTMENTS: General Fund: Transfers Out Reduce Transfer Out to the Facilities Maintenance Fund 0000 -9301 (100,000) (100,000) Administrative Services Reclassify contract cost from operating supplies to contract services 2501 -5204 (6,500) 2504 -6206 6,500 Anticipated additional savings in postage 2501 -6253 (3,500) (3,500) Non Department Reduction in Liability insurance Charge do to a reduction of estimated long -term claims liability 2901 -6211 (88,200) Reduction in required lobbyist services for Transportation & Infrastructure 2901 -6406 (20.000) (108.200) Fire Department Additional Savings in Equipment Replacement Charges 3202 -6207 (161,300) Correction to Fire Department Salaries in Suppression and Paramedic various (43,050) (204,350) Community, Economic and Development Services Reclassification of funds from Parking Garage Lease Payment to Advertising 2401 -6222 (97,000) 2401 -6201 53,000 (44,000) Library Department Additional anticipated salary savings 6101 -4101 (3,000) (3,000) All Departments Correction to Workers' Compensation rates assessed to each department various (421,950) (421,950) Associdied Recreation Correct Contract Class expenditures to match anticipated revenues 5209 -6206 (46,800) (46,800) Facilities Maintenance Savings related to postponement of various maintenance projects to future years 0000 -6215 (100,000) (100,000) Various Funds Correction to Workers' Compensation rates assessed to all funds various (56,300) (56,300) Total Revised City Appropriations - All Funds inclusive of Transfers Out $ 91,743,400 9/9101 2 20 PM 015 RESOLUTION NO. A RESOLUTION ADOPTING AN OPERATING BUDGET AND FIVE YEAR CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEAR 2003/2004. BE IT RESOLVED by the Council of the city of El Segundo as follows: SECTION 1: The City Council finds as follows: A. The Council received and considered the proposed City Budget for Fiscal Year 2003 -2004 as presented by the City Manager pursuant to El Segundo Municipal Code ( "ESMC ") § 1- 5A7(k); B. The Council also received and considered the Preliminary Capital Improvement Program ( "CIP ") for Fiscal Years 2003 -2008 presented by the Capital Improvement Program Advisory Committee; C. The Council also contemplated public testimony and other evidence gathered from public hearings held on September 2 and September 16, 2003; D. Based upon the record before it, the Council believes that it is in the public interest for the proposed City Budget and CIP to be adopted as set forth below. SECTION 2: The City's Budget for Fiscal Years ( "FY ") 2003 -2004 and the CIP for FY 2003 -2008 are adopted by this Resolution as set forth in the attached Exhibits which are incorporated by reference. True and correct copies of the Budget and CIP will be on file with the City Clerk for public inspection. SECTION 3: The City Manager, or designee, is authorized to approve budgetary transfers of funds less than $10,000 within City Departments needed to provide service levels consistent with the categories of expenditures listed in the Budget. Any such transfers will be reported to the City Council. Budgetary transfers between categories, departments, or funds that are $10,000 or more require City Council approval. SECTION 4: The Budget is intended to provide a financial plan to implement City projects and for routine operations. Nothing in the Budget, the CIP, or this Resolution should be construed to give purchasing authority to the City Manager, or designee, that exceeds that set forth in the ESMC or any other applicable law. SECTION 5: At the end of the fiscal year, unexpended appropriations in the Budget will be carried forward to the next fiscal year as needed to underwrite the expense of outstanding purchase commitments and programs. Page 1 of 2 016 SECTION 6: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting. SECTION 7: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this _ day of 12003. Mike Gordon, Mayor STATE OF CALIFORNIA COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, 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 the day of , 2003, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Cindy Mortesen, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney Un Karl H. Berger Assistant City Attorney Page 2 of 2 017 RESOLUTION NO. A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL SETTING ITS APPROPRIATIONS LIMIT FOR FISCAL YEAR 2003 -2004 IN ACCORDANCE WITH ARTICLE XIIIB OF THE CALIFORNIA CONSTITUTION. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Article XIIIB of the California Constitution requires the City to set its Appropriations Limit on an annual basis. B. The City's Appropriations Limit may be adjusted annually based upon inflation and population growth. C. The City Council may choose the method of calculating adjustments to the City's Appropriations Limit on an annual basis. For inflation, pursuant to Article XIIIB, § 8(e)(2), adjustments to the Appropriations Limit may be calculated using either the percentage change in per capita personal income from the preceding year or the percentage change in the local assessment roll from the preceding year because of local nonresidential new construction. For population growth, pursuant to Government Code § 7901(b), the City may either use the percentage growth either in its jurisdiction or from the surrounding county. D. Based upon the California Constitution and applicable law, the City's Administrative Services Department has presented the City Council with a proposed Appropriations Limit as adjusted by the factors identified in this Resolution. SECTION 2: Pursuant to Article XIIIB of the California Constitution, and those Government Code sections adopted pursuant to Article XIIIB, § 8(f), the City Council chooses to adjust the City's Appropriations Limit by calculating inflation using the percentage change in the City's assessment roll from the preceding year because of local nonresidential new construction and calculating population growth by using the percentage change in population in Los Angeles County. SECTION 3: As a result of the adjustments made to the City's Appropriations Limit, the City Council sets the Appropriations Limit for fiscal year 2003 -2004 at $76,311,132. SECTION 4: The City Clerk is directed to certify the passage and adoption of this Resolution; enter same in the book of original Resolutions; and make a Minute of its adoption in the City's records and in the Minutes of the meeting when it was adopted. Page 1 of 2 C, 18 SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this day of , 2003. Mike Gordon, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) 1, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the Cite 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 the day of , 2003, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Cindy Mortesen, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney LN Karl H. Berger Assistant City Attorney Page 2 of 2 010 RESOLUTION NO. A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL AMENDING THE CITY'S APPROPRIATIONS LIMIT ESTABLISHED BY RESOLUTION NO. 4273 AND ADOPTED SEPTEMBER 17, 2003. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Article XIIIB of the California Constitution requires the City to set its Appropriations Limit on an annual basis. B. The City's Appropriations Limit may be adjusted annually based upon inflation and population growth. C. The City Council may choose the method of calculating adjustments to the City's Appropriations Limit on an annual basis. For inflation, pursuant to Article XIIIB, § 8(e)(2), adjustments to the Appropriations Limit may be calculated using either the percentage change in per capita personal income from the preceding year or the percentage change in the local assessment roll from the preceding year because of local nonresidential new construction. For population growth, pursuant to Government Code § 7901(b), the City may either use the percentage growth either in its jurisdiction or from the surrounding county. D. On September 17, 2002 the City Council adopted Resolution No. 4273 which set the Appropriations Limit for fiscal year 2002/2003 at $140,551,214 E. It is in the public interest for the City to correct previous inaccuracies whenever practicable in order to preserve the public welfare. Accordingly, based upon the California Constitution and applicable law, the City's Administrative Services Department has presented the City Council with a revised Appropriations Limit for fiscal year 2002/2003 as adjusted by the factors identified in this Resolution. SECTION 2: Pursuant to Article XIIIB of the California Constitution, and those Government Code sections adopted pursuant to Article XIIIB, § 8(f), the City Council chooses to revise the City's Appropriations Limit for fiscal year 2002/2003. SECTION 3: As a result of the adjustments made to the City's Appropriations Limit, the City Council sets the Appropriations Limit for fiscal year 2002/2003 at $63,231,056. 0 �2 0 SECTION 4: Section 1 of Resolution No. 4273 is revised to read as follows: "The appropriation limit for the City of El Segundo for FY 2002/2003 is $62,231,056." SECTION 5: Unless amended by this Resolution, all other provisions of Resolution No. 4273 will remain in full force and effect. SECTION 6: The City Clerk is directed to certify the passage and adoption of this Resolution; enter same in the book of original Resolutions; and make a Minute of its adoption in the City's records and in the Minutes of the meeting when it was adopted. SECTION 7: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this day of Mike Gordon, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO , 2003. I, Cindy Mortesen, City Clerk of the City of El Segundo, California, 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 the day of , 2003, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Cindy Mortesen, City Clerk APPROVED AS TO FORM: 021 Mark D. Hensley, City Attorney Im Karl H. Berger Assistant City Attorney EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action on the completion of a grant funded capital project, the Low Power AM Radio Station, which was funded by a grant from the State of California Office of Traffic Safety (OTS) and CalTrans. There will be a five - minute overview presentation on the project. Fiscal Impact: None RECOMMENDED COUNCIL ACTION: 1) Receive and file report; 2) Authorize activation of the radio station and begin regular programmed broadcasting; 3) Authorize the Public Works Department to coordinate the installation of 2 alert beacons on State Highway 1 (Sepulveda Blvd) in coordination with the State of California Department of Transportation (Caltrans); 4) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On May 31, 2001, the City of El Segundo was awarded grant funding in the amount of $23,000.00 for a low power AM radio station. On November 7, 2001, the City Council approved in -kind funding of $5,000.00 to support costs for labor, installation and other costs needed to complete the AM radio project, bringing the total of project funding to $28,000.00. On November 19, 2002, the Council authorized the City Manager to implement a Professional (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: Executive Summary — Final Report to the Office of Traffic Safety Operational Policy and Procedures FISCAL IMPACT: Operating Budget: None Amount Requested: None Account Number: N/A Project Phase: N/A Appropriation Required: _Yes X No ORIGINATED BY: DATE: orm n elo Fire C 9 , REVIEWED BY: Mary St n, City Manager 9- /0--a-3 DATE: � �_' °� 2 023 BACKGROUND & DISCUSSION (Continued): Services Agreement with the Information Station Specialists (ISS) to install the station. Between January and March 2003, the site of the radio station, located at 400 Lomita was prepared by the General Services Department for electrical and phone services. In April 2003, the radio station installation began and was completed on May 20, 2003. The station began a 3 -week test phase through June 19, 2003, which included troubleshooting, test message programming, and installation of shielding to reduce the potential of interference. In addition, staff conducted several tests of the Emergency Override Message (EOM) function. The Fire Department's Environmental Safety personnel following a detailed instruction card and conducted an emergency programming function. The emergency programming took less than 3 minutes to access, record, and implement emergency messaging. Staff found the programming to be a simple process when using the programming card. The system is now certified and stands ready for routine broadcast. On July 29, 2003, the final project report and Executive Summary (see attached) was submitted to the California Office of Traffic Safety. The final report included the final reimbursement claims totaling $22,633.00. Total project cost summary: Expendable Property: $15,149.58 (radio station), plus $7,484.08 (installation, antenna, certification, and licensure) Total - $22,633.00 City contribution of $5,000.00 went to site preparation and purchase of signage. Total overall cost: $27,633.36 of $28,000.00 approved. 024 EXECUTIVE SUMMARY Low Power Am Radio Station El Segundo, CALIFORNIA "E1 Segundo Community Alert Project" Project Number: EM0231 PROGRAM AREA Emergency Medical Services TYPE OF JURISDICTION Incorporated City TARGETED POPULATION General Population PROBLEM IDENTIFICATION PROJECT CHARACTERISTICS Safe Community Project Equipment Community Education JURISDICTION SIZE 16,864 (evening) 90,000 (day) The City of El Segundo had limited means to provide timely and immediate notification of emergencies and dangerous road conditions to motorists and the community. The city is a densely populated area situated between the Los Angeles International Airport, the Hyperion Sanitation facility, 2 power plants, and an oil refinery with 3 major highways (105, 405 and State Hwy 1). The city responds to several hazardous materials situations each year, and experiences a number of road closures due to short and long -term construction projects. In addition, the energy crisis and subsequent power failures have disrupted controlled intersections, increasing risk to motorists, bicyclists, and pedestrians. The impact on roads and traffic from the closure of the Los Angeles International Airport due to terrorism threats, evacuations, and alerts can place 50,000 or more vehicles and pedestrians onto State Highway 1 and the Sepulveda corridor in matter of minutes with no advanced warning. The city conducts several special events each year, resulting in the temporary closure of residential and business thoroughfares The city had no way to alert motorists and the community of these closures and to direct them to other open areas, except by direct contact with public safety personnel and fixed signage. GOALS AND OBJECTIVES The main goals of the El Segundo Fire Department Low Power AM Radio Project are: ❑ To decrease pedestrian deaths and injuries by collisions overall by 50% from the 2000 base total of 2 to 1 in one year after installation of the radio system ❑ To decrease collisions overall by 10% from the 200 base year total of 77 to 70. The main objectives achieved in the Project are: 1. To increase the awareness of motorists related to road conditions, hazards (speed, pedestrians, haz -mat conditions) through the use of pre- recorded traffic safety messages broadcast from the low power radio station — this objective was met on May 20, 2003. 2. To provide a mechanism to immediately alert motorists and community of emergent & hazardous conditions, and provide emergency evacuation routing information to motorists. 3. To provide a method to ease traffic congestion and provide direction to motorists through information, coordination, detours for motorists in road construction areas, and areas where public safety officials are working in long -term incidents (greater than 2 hours). 4. To provide emergency information to motorists in periods of blackouts at key intersections by May 31, 2003. -1- 025 5 To establish licensing through FCC for low power radio station by October 1, 2003. 6. To identify 5 key locations for signage in coordination with the Director of Public Works by May 31, 2003. 7 To install a complete radio system and complete related tests by May 31, 2003. 8 To initiated a public awareness campaign (through Community Cable, schools, newspapers, and brochures) emphasizing the radio system's objectives in improving awareness through traffic safety messaging. 9. To establish and implement activation policies and procedures by May 31, 2003. 10. To activate the system and provide services by May 31, 2003. 11 To develop pre- recorded emergency information, evacuation, traffic safety messages, and public education materials for the radio system by May 31, 2003. STRATEGIES AND ACTIVITIES The City of El Segundo sought a creative solution by partnering with the Office of Traffic Safety and California Department of Transportation (Caltrans) to improve information to motorists and the community. The density of traffic required a reliable and timely source of information for motorists. RESULTS The project started in the midst of an energy crisis and increased demand for emergency public information The result of the terrorist attacks of September 11, 2001 significantly increased the need to provide emergency information when the local airport was evacuated. In addition, a large -scale downtown improvement project (six block area) provided the city with a resource to educate the public and provide information to motorists that will increase their awareness and allow them to brace for increased pedestrian traffic in special events and to take alternative actions based on closures and detours established throughout the project. The efforts of the El Segundo Fire Department resulted in • Increased awareness of pedestrians during special events. The use of low power radio system and the placement of signage in the area of special events (weekly Farmer's Market) promote a safe environment for the entire community. • Improved coordination of traffic during long -term construction projects. • Increased safety for pedestrians, especially children and the elderly during a variety of situations (special events, road closures, and arrival and departure from schools). • Alerting motorists of the rules of the road and to be alert for pedestrians in uncontrolled intersections. • Alerting motorists of the potential for sudden energy blackouts and to be alert and aware of other motorists entering uncontrolled intersections. FUNDING Section 402- $23,00000 Local- $5,00000 Total: $28,000.00 CONTACT: David Burns El Segundo Fire Department 314 Main Street El Segundo, CA 90245 (310) 524 -2252 (office) (310) 414 -0929 (fax) • Alerting motorists of critical actions to take during hazardous chemical releases to reduce injury and exposure to unsafe or unhealthy environments. • Increasing the safety of its public safety personnel — by alerting motorists of long -term road closures (four or more hours) and providing warning to be alert for emergency personnel and their vehicles in the area of such incidents. -2- c 026 LOW POWER AM RADIO STATION WPWA 745 —1040 AM (KHz) Background: POLICY AND PROCEDURE Revised (September 10, 2003) The Low Power AM Radio system was funded by a grant project called "Project ESCAPE" — the El Segundo Community Alert ProjEct. This system was obtained under a grant pilot project from the California Office of Traffic Safety and CalTrans. The radio system's primary function, as outlined within the grant proposal submitted by the Office of Emergency Services is to promote road information, traffic and public safety information. The secondary use will to be to assist in providing public information and emergency warning to the public in any emergent incident with an Incident Commander on scene. The guidelines for implementation and use of the radio system in the City of El Segundo was developed in accordance with the low power AM radio station users group, which is chaired by the City's Emergency Services Coordinator. Each department is assigned a representative for the user's group: Emergency Services Coordinator — Project Director City Manager's Office ❑ Assistant City Manager or designee Administrative Services ❑ Information Systems Manager ❑ Information Systems Specialist Community, Economic and Development Services ❑ CEDS Director or designee Fire Department ❑ Administrative Battalion Chief or designee Library Department ❑ Library Director Community Cable ❑ Community Cable Manager ❑ Program Specialist ❑ Computer Graphic Designer Police Department ❑ Captain — Operations Division or designee ❑ Captain — Administrative Services Division or designee ❑ Lieutenant - Dispatch Division Commander or designee ❑ Dispatch Supervisor or designee ❑ Sergeant - Administration ❑ Sergeant — Traffic Division Public Works ❑ Director of Public Works ❑ General Services Manager ❑ Water Supervisor Recreation & Parks ❑ Recreation & Parks Director or designee 1)27 H \Radio StationTOLICY AND PROCEDURE - FFNAL 09102003 doc LOW POWER AM RADIO STATION WPWA 745 — 1040 AM (KHz) Oversiaht• POLICY AND PROCEDURE Revised (September 10, 2003) It should be noted; this system requires little direct supervision due to the message programming and digital storage capability, and use of playlists. The City's Emergency Services Coordinator (ESC) will have oversight of the low power AM radio system. The ESC will provide day -to -day coordination and programming of the system in coordination with the following departments: • Administration — City Manager • Police Department — Traffic Division, Communications, and Patrol Division's. • Fire Department — Administration, Suppression and Environmental Safety Division's. • Public Works — Public Works Director and General Services Division. • Administrative Services — Information Systems • Recreation and Parks — Community Cable Manager. Succession of Responsibility (day -to -day) The Emergency Services Coordinator will have primary oversight of the radio station. Basic responsibilities shall include monitoring the messages at least once per week (generally Thursday or Friday) to ensure each message is up to date and appropriate for airing. If a message is not being aired properly (incorrect instructions, outdated message, etc.), the department responsible for creating and airing the message shall be alerted to correct the error. The message may be deleted or removed from the playlist if necessary using the programming instruction manual. If the Emergency Services Coordinator is not available, the following staff shall be responsible for monitoring the radio station to ensure broadcast quality: 1. Administrative Battalion Chief 2. Community Cable Manager 3. Computer Graphics Designer When to use: The low power AM radio station (1040 AM) is a low- wattage radio transmitter used to alert motorists of traffic hazards, road conditions, and safety messages. It can also be programmed for special events, long- term construction projects, road detours, and other information of importance to the community. In an emergency or disaster, special event or in case of abnormal traffic or road conditions, the message can be amended to provide new information. The City's Emergency Operations Plan (AM Radio Annex) will include detailed instructions on when and how to use the system. System Limitations: Atmospheric conditions, weather, power output, tall buildings, overpasses, vehicle manufacturing characteristics, and electrical power lines can affect the signal and reception. Proeramming (Day to Dav): Programming, messaging, and activation will be done in coordination with the following departments that have a demonstrated need to provide broadcasts for scheduled road closures, detours, and to provide safety information to the public: 1. Police Department — traffic and safety messages (pre- recorded). 2. Fire Department — prevention and safety messages (pre- recorded). 3. Public Works — road construction, potential delays, closures, detours, etc. 4. Library (Community Cable Program Manager) 028 H \Radio Station\POLICY AND PROCEDURE - FINAL 09102003 doc LOW POWER AM RADIO STATION WPWA 745 —1040 AM (KRz) POLICY AND PROCEDURE Revised (September 10, 2003) Reminder: Federal statutes prohibit recorded messages with content associated with commercial advertising, including the use of company /corporate names. music (including background music), and anything related to for profit, political statements, endorsements, or inference of political activity, etc Interruptions: An interruption is defined as any situation where normal (scheduled) broadcasting is being conducted, and that regular programming is overridden to provide emergency news and information, or live broadcasting of scheduled events (public meetings). When normal programming is interrupted, the ESC will be alerted. The ESC will be provided with the following information via e-mail or page: 1. The nature of the interruption (road closure, shelter -in- place, etc.) 2. The Incident Commander 3. The anticipated length of the broadcast (hours, days, etc.) 4. When the event that caused the interruption is anticipated to be over. The ESC will monitor broadcasts to ensure quality control and messaging systems are working properly, in accordance with FCC rules and regulations, and to ensure the interrupted programming is turned off when it is no longer needed. The ESC will follow up with the Incident Commander to ensure the system has been restored to normal operations after demobilization occurs. Inspection• The ESC will conduct a system test and inspection quarterly to ensure the system is working properly. At a minimum, the system will be inspected at least twice each year. Programming Interruptions (Emergency Override Message - EOM) The radio system may be interrupted when an emergency exists either by manual activation or automated activation from digitally encoded messages using the Emergency Alert System (EAS), National Weather Service (NWS) or NOAA alert system (amber alerts, and weather advisories). To utilize a manual program interruption, an Emergency Override Message (EOM) may be recorded from the scene of the emergency. The following departments have the authority to direct interruption of system programming and record emergency news and information for priority broadcast: I . City Manager or Assistant City Manager — Administration 2. Police Department — authorized list (TBD) 3. Fire Department — authorized list (TBD) 4. Public Works — authorized list (TBD) Users, following the programming directions, and being issued an emergency - programming card, may record a message or interrupt the system using any phone, and the password and/or manual entry systems. When the incident is over, demobilization procedures will include returning the radio system to normal programming following the instruction on the card — the emergency message will be deleted to ensure no misinformation occurs. The basic minimum standard for traffic related program interruptions (traffic events; collisions, investigations, closures and detours) is 4 or more hours. These situations are deemed eligible for program interruption under this policy. An Incident Commander (IC) may waive this standard if in the IC's judgment, the interruption in necessary to provide for public and/or motorist safety. When the policy is waived, the IC will take full responsibility for interrupting the station programming, recording a warning message, and returning the system to normal operations. 029 H \Radio StationTOL[CY AND PROCEDURE - F1NAL 09102003 doe LOW POWER AM RADIO STATION POLICY AND PROCEDURE WPWA 745 —1040 AM (KHz) Revised (September 10, 2003) Emergency Override Messaging is based on a priority list. Each playlist is assigned a priority by default. All messages below Priority 8 are considered emergency functions. Emergency Override Messages are assigned Priority 2 or Playlist 2. Live Programming is defaulted as Priority 1 and uses no playlist. Playlists are currently assigned as follows: Priority Level Playlist Name: Playlist Number Priority 1 Live Programming No Playlist Priority 2 Emergency Override Playlist *Playlist 2 Priority 3 Emergency 3 *Playlist 3 Priority 4 Emergency 4 *Playlist 4 Priority 5 Emergency 5 *Playlist 5 Priority 6 EAS Weather Alert *Playlist 6 w -_ 'ate, - Priority 8 General (daily) Playlist *Playlist 8 Priority 9 El Segundo Police *Playlist 9 Priority 10 Public Works Department *Playlist 10 Priority 1 1 El Segundo Fire Department *Playlist 11 Priority 12 Library/Community Cable *Playlist 12 Priority 13 Recreation & Parks *Playlist 13 Priority 14 City Administration *Playlist 14 *Playlist content is an attachment, which can be amended Emergencies: The system may be interrupted when any of the following conditions exist or at the discretion of a designated Incident Commander: 1. Large -scale structure fires (major fires) 2. Environmental Hazard — chemical release, spills, shelter in place, evacuation, or emergency instructions. 3. Police action — road closures, evacuations, major incident scene coordination or investigations. 4. Amber Alerts — as directed by the Police Department, and NWS/EAS Station defaults. 5. Earthquakes (moderate scale — felt) or with damage (South Bay Area). 6. Aviation Emergency (Plane Crash). 7. Parades 8. Special Events — walk -a- thons, fairs, races, etc. 9. Any situation that is in the best interests of public /community safety Situations that may cause automatic interruption due to Emergency Alert System (EAS) features built into the system: 1. Tsunami Warning/Alerts issued by the Tsunami Warning Center (NOAA or EAS). 2. Weather emergencies and warnings (NWS /EAS) 3. Amber Alerts (NWS/EAS /County of Los Angeles) The interruption will occur only for the length of the broadcast. The control point is the Los Angeles County Sheriff's Department (EAS Coordinator) through digital messaging. 030 H \Radio Station\POLICY AND PROCEDURE - FINAL 09102003 doc LOW POWER AM RADIO STATION WPWA 745 —1040 AM (KHz) Messaeinz StoraEe: POLICY AND PROCEDURE Revised (September 10, 2003) The AM Radio Station has the capacity to store up to a maximum of 14.3 minutes of recorded messages. Each message is stored in a library storage system. Up to 250 pre- recorded messages can be stored in the library and used for a variety of programs and scenarios. Messages are stored in "playlists." Each playlist is assigned a variety of messages from the master message list, which is numbered from 1 to 250. Each message varies in length, but no more than 14.3 minutes can be pre- recorded at any time. The ESC will work with the Library Department (Community Cable) to record professionally scripted messages. The voice of the system in most circumstances be a narrator assigned to Community Cable programming whenever possible to ensure consistency. Message playlist library example (Public Works): PLAYLIST 10 1 ESPD MSG 1, MSG 3 to MSG 6, MSG 121 to 129 Message # Assignment Message Narrative You're listening to the City of El Segundo Community Alert System 1 STATION ID & Broadcasting is approved by the Federal Communications Commission on CALL SIGN 1040 AM with call sign of WPWA 745 This system was designed to provide Traffic Safety Messaging and 3 Emergency News & Info Emergency News & Information to the El Segundo community 4 In the Event In the event of an emergency, please tune your AM radio to 1040 AM This system was funded by a grant provided by the California Office of Traffic 5 Grant Notice Safety, and the California Department of Transportation This system is operated by the El Segundo Fire Department's Emergency 6 Operation Services Division If you have any questions about the operation of this station, please call the Emergency Services Coordinator at 310 524 -2252 121 PLAYLIST 9 - PUBLIC WORKS The Main Street Improvement Project has initiated in May and will be continue through to December 2003 122 PLAYLIST 9 - PUBLIC WORKS The following Roads and Intersections will be affected 123 PLAYLIST 9 - PUBLIC WORKS Main Street from Palm to El Segundo Blvd has been reduced to 2 lanes with no pa rkin on Main Street at any time 124 PLAYLIST 9 - PUBLIC WORKS Be alert and aware of construction workers and pedestrians - reduce your speed, anticipate for sudden stops All intersections along the downtown Main Street Improvement Project area 125 PLAYLIST 9 - PUBLIC WORKS are 4 -way stops Be alert and aware of other vehicles at intersections and lease observe the right-of-way 126 PLAYLIST 9 - PUBLIC WORKS Be alert for emergency vehicles and personnel - pull to the right and allow emergency vehicles to pass 127 PLAYLIST 9 - PUBLIC WORKS Do you have questions about the Main Street Improvement Project? Please call 1- 866 - ELSEGUNDO or 310 - 524 -2377 From 8 am to 5 pm, please be especially alert for children and adults crossing 128 PLAYLIST 9 - PUBLIC WORKS Main Street Please show courtesy and patience while driving in the construction area 129 PLAYLIST 9 - PUBLIC WORKS This area available for messaging) 031 H \Radio Station\POLICY AND PROCEDURE - FINAL 09102003 doc LOW POWER AM RADIO STATION WPWA 745 —1040 AM (KHz) POLICY AND PROCEDURE Revised (September 10, 2003) Restricted Use (FCC POLICY STATEMENT 91 -217 (EFFECTIVE 1, 1991). The Low Power Am Radio Station is NOT be used in any manner, at any time, for commercial broadcasts, endorsements, commercial messages, or in any manner to promote private enterprise or business for any purpose, or any form of political activity or promotion of elected officials, boards, and committee's. Music must not be broadcast under the terms of the FCC license as well. Violations are subject to fines and other penalties. Partial Excerpt of Standards for Assessing FCC Fines for Violations: Violations: Construction and/or operation without license $8,000.00 Exceeding power limits $5,000.00 Exceeding authorized antenna height $6,000.00 Using unauthorized frequency $5,000.00 Construction or operation at unauthorized location $4,000.00 Misrepresentation $8,000.00 Failure to prescribe to lighting and marking $8,000.00 Unauthorized use or loss of substantial control $8,000.00 Violations of rules relating to distress and safety frequencies $8,000.00 Failure to permit inspection $7,500.00 Violation of operators services requirements $7,500.00 Malicious interference $7,500.00 Failure to respond to Commission communications $7,000.00 Unauthorized emissions $7,000.00 Miscellaneous violations $500.00 0.J 1) H URadio Station \POLICY AND PROCEDURE - FINAL 09102003 doc ❑ z 0 LL z m N W J W a �r J W r LL OZ Z� U � 3 N U n e O N t 0 a a U- 0 W Q o to o W m v) m n to m to U) m m O ' m f0 n 1A f0 N ' 0 n l n N N O N f0 (O O Q N n 2Cr))LO(o nvv�i mmn tto m N m V w n 0 C) m m W .- .D W Z LL x w p LLJ Z U a ~ p p Z LL OJ K c z LL w U fZ ¢LL pi Z p0 Z W oigppiRpzm k2� to w cW�iiN p hG p U a a W g Z i- H d U i $ z>> j Z W W YY[JU�� p�8 {lI Q m U 1 WU W p )- prLL�LLCwFmyNNZzaN 0>jZLL a dZ KU la z zQ Z -F M O ww -f H rj LL Q v4 W LL� C Z J F Z Z d U � K W N O I J J W K U C7 a� p Q U Q y O F� N�� ff ~//�� �= U i w p p � M LL 0 w d d =Q W W U' d W Fa' Q J_ m LL a J K W W y W Fa- y 0 K¢ O N p 0 CO d w U Q Jp 7 aagg F- C7�rnda Udd3xxf -S U`�U?LL 3Ou0i 'm" W 0 0 O O O O - - - .- - - .- - W � N O m n N 0 ¢Z �\ Lu A � Z yCy yy } U i `° Y 02 s o > m o o m m m o v c o y m E E m y S m o a ° a° N m a m � L E y m° y m W T 'o aci N W W 3 UIc1I r m Z « ILp F m C W w �N E p > d y E E m ? E m E c c ❑ U�dmc� 2 LL C'1� O v m 11 U W LL W � 033 3 K O C W J n K W F = W O O R O N C F J V t W d _t O �= o F o u > 0 N > O N > O N v x U O lu x U O v x U N O F O > O > O O > _ p O m F � r � m o c'1 \O 0 ¢Z �\ Lu A � Z yCy yy } U i `° Y 02 s o > m o o m m m o v c o y m E E m y S m o a ° a° N m a m � L E y m° y m W T 'o aci N W W 3 UIc1I r m Z « ILp F m C W w �N E p > d y E E m ? E m E c c ❑ U�dmc� 2 LL C'1� O v m 11 U W LL W � 033 � m m y v of Z Yl � m C F � m o c � v m � m a d E y m U L7 ❑ � y d mCm O m F Em N ffi fi C C m N y D C m O « a U p U C a 0 41 E V m ❑ 0 � L ID T ii � W G $ `o m C W a ut o u ) c Z m w ¢� E`o U `a m y m c O O U J ami d c U ✓mi a LL LL O £ A O C O U z y q W w Z OU ID U) — LL U LL 0 ¢Z �\ Lu A � Z yCy yy } U i `° Y 02 s o > m o o m m m o v c o y m E E m y S m o a ° a° N m a m � L E y m° y m W T 'o aci N W W 3 UIc1I r m Z « ILp F m C W w �N E p > d y E E m ? E m E c c ❑ U�dmc� 2 LL C'1� O v m 11 U W LL W � 033 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 8/22/2003 THROUGH 9/4/2003 Date Payee Amount Description 8/28/03 Employment Development 39,691.33 State Taxes PR 5 8/28/03 IRS 188,933.73 Federal Taxes PR 5 8/28/03 PGC El Segundo LLC 8,43744 Golf Course Payroll Transfer 8/28/03 Health Comp 3,35448 Weekly claims 8/22 9/2/03 US Bank 98,062.50 ABAG golf course payment 9/3/03 Federal Reserve 5000 Employee Savings Bonds EE 9/3/03 Federal Reserve 25000 Employee Savings Bonds 1 9/3/03 Health Comp 2,294.13 Weekly claims 8/29 8/22- 9/4/03 Workers Comp Activity 23,694.43 SCRMA checks issued 364,768.04 DATE OF RATIFICATION: 9/16/03 TOTAL PAYMENTS BY WIRE: 364,768.04 Certified as to the accuracy of the wire transfers by: Deputy Treas er Date irec or cf Administrative Service Date �e Ci Man ge Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. 034 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 2, 2003 — 5:00 P.M. 5:00 P.M. SESSION CALL TO ORDER — Mayor Gordon at 5:00 p.m. ROLL CALL Mayor Gordon - Mayor ProTem Jacobs - Council Member Gaines - Council Member McDowell - Council Member Wernick - NEW BUSINESS Present — Arrived at 5:03 p.m. Present Absent Present Present 1. Appointment of Labor Negotiator. Recommend action is to appoint the City Manager, Mary Strenn, as the City's Labor Negotiator for the Police Management Association. MOVED by Council Member Wernick, SECONDED by Council Member McDowell to appoint the City Manager, Mary Strenn, as the City's Labor Negotiator for the Police Management Association. MOTION PASSED BY UNANIMOUS VOICE VOTE. 3/0. MAYOR GORDON AND COUNCIL MEMBER GAINES ABSENT. CLOSED SESSION: The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) — 4 matters. Bressi v. City of El Segundo, LASC No. BC288292 Bressi v. City of El Segundo, LASC No. BC288293 Korach v. City of El Segundo, WCAB Case No. 0088645 Elliott v. City of El Segundo, WCAB Case No. 0276182 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None. MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO. 14 035 CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6) — 3 matters 1. Labor Negotiators: Bruce Barsook and Mary Strenn, City Manager Bargaining Units: Police Officers' Association and Firefighters' Association Labor Negotiator: Mary Strenn, City Manager Bargaining Unit: Supervisory and Professional Employees Association Labor Negotiator: Mary Strenn Bargaining Unit: Police Management Association CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter SPECIAL MATTERS — None. MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO 2 0 3i REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 2, 2003 — 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Gordon at 7:00 p.m. INVOCATION — Fr. David Bowser of St. Michael, the Archangel Episcopal Church PLEDGE OF ALLEGIANCE — Mayor Pro Tern Sandra Jacobs PRESENTATIONS — (a) Mayor Pro Tern Jacobs presented a Proclamation proclaiming September 20, 2003 as the 2003 "American Heart Walk LA South" day in El Segundo and inviting the public to participate in this 5K walk at Mattel Headquarters in El Segundo, to raise money to save lives through research and community education. (b) Observance of a "Moment of Silence" in remembrance of the events of September 11, 2001. ROLL CALL Mayor Gordon - Present Mayor ProTem Jacobs - Present Council Member Gaines - Absent Council Member McDowell- Present Council Member Wernick - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. Liz Garnholz, resident, requested information on Consent Agenda Number 6 and number 8. John McCarty, resident, spoke regarding the proposed LAX Master Plan Alternative D and MagLev Lines. Anne Marie D'Agostino, resident, spoke regarding the funding for Urho Sarri Swim Stadium, and stated the support of the aquatic community for the vision of the Council for the Aquatic Plan. Julie Potter, resident, spoke regarding the presentation by Shute, Mihaly & Weinberger. She also requested information on items 6, 7, 8 and 12. MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO 3 0 37 Marion Fine, resident, thanked the Council and City Staff for their help and cooperation in dealing with a recent problem. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOVED by Council Member Wernick, SECONDED by Council Member McDowell to read all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER GAINES ABSENT. B. SPECIAL ORDERS OF BUSINESS 1. Consideration and possible action (Public Hearing) regarding the FY 2003 -2004 Preliminary Budget and Five -Year Capital Improvement Plan. Mayor Gordon stated this is the time and place hereto fixed for a public hearing on the FY 2003 -2004 Preliminary Budget and Five -Year Capital Improvements Plan. He asked if proper notice of the hearing was done in a timely manner and if any written correspondence had been received. Clerk Mortesen stated that proper notice was completed and no written communications had been received. Liz Garnholz, resident, requested information on the maintenance budget for the swim stadium. MOVED by Council Member McDowell, SECONDED by Mayor ProTem Jacobs to continue the public hearing to September 16, 2003 regular meeting. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER GAINES ABSENT. UNFINISHED BUSINESS 2. Consideration and possible action on a presentation by the MWW Group, Shute, Mihaly & Weinberger and Urban Dimensions on work related to the City's efforts regarding the Los Angeles International Airport (LAX) Master Plan. Clem Shute, Shute Mihaly & Weinberger, Denny Zane, Urban Dimensions, and Harvey Englander, MWW Group, gave presentations. Council consensus to receive and file. D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 3. Consideration and possible action regarding the setting of a date and time for interviewing candidates to the various Committees, Commissions and Boards. MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO 4 038 Council consensus to set interviews of candidates to the Planning Commission, Senior Citizen Housing Corporation Board, Investment Advisory Committee, Capital Improvement Program Advisory Committee (CIPAC), Community Cable Advisory Committee and LAXMAC for 6:00 p.m., Wednesday, October 8, 2003. 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. 4. Approved warrant Numbers 2535497 to 2535768 on Register No. 22 in the total amount of $1,187,896.15 and Wire Transfers from 8/8/03 through 8/21/03 in the total amount of $1,073,439.22. Authorized staff to release. Ratified: Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 5. Approved City Council Meeting Minutes of August 19, 2003. 6. PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK 7 Adopted Ordinance No. 1365 approving construction of nine townhouse -style condominium "live /work" units with: (1) a variance request to allow access to the site from Grand Avenue; (2) a Zone Text Amendment, which would allow a 15 foot front yard setback on lots with a depth of less than 140 feet in the MDR Zone and a definition of a "live /work" use; (3) a subdivision request to allow the construction of nine townhouse -style "live /work" units through Vesting Tentative Tract Map No. 54134; and (4) a Smoky Hollow Site Plan request that would activate of the Medium Density Residential Zone for the property. 8. PULLED FOR DISCUSSION BY COUNCL MEMBER WERNICK 9. PULLED FOR DISCUSSION BY MAYOR PROTEM JACOBS 10. Approved the annual renewal of the Library Department's blanket purchase orders for four vendors, Baker & Taylor Information Services, OCLC Inc., Ebsco Subscription Services, and Innovative Interfaces, Inc. (Fifth Amendment to Contract No. 2235) for FY 2003 -2004 for supplying library materials, online cataloging services and system maintenance. 11. Approved Contract No. 3228 with Gartner Inc. for consulting support to respond to a Request for Proposal issued by the City of Redondo Beach to provide dispatching services. Fiscal Impact not to exceed $30,000 in asset forfeiture funds. Authorized the City Manager to execute a contract in a form approved by the City Attorney. 12. Waived the formal bidding process and approved the purchase of 34 digital /analog portable UHF handheld portables, 17 VHF handheld portables, and 11 VHF mobile radios and equipment using funds from the FEMA Assistance to Firefighters Grant, MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO. 5 039 Equipment Replacement Funds and accrued Developers Fees. The total cost is approximately $195,000 using grant, equipment replacement and Fire Department funds in a 90 % -10% share. 13. Approved request by the El Segundo Police Officers and Firefighters Associations for City support to close Eucalyptus Avenue, from Grand to Holly, during the Pancake Breakfast honoring the victims of September 11, 2001 and waived any City fees. MOVED by Mayor ProTem Jacobs, SECONDED by Council Member McDowell to approve consent items 4, 5, 7, 10, 11, 12 and 13. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER GAINES ABSENT. COUNCIL MEMBER MCDOWELL NOT PARTICIPATING ON ITEM NO. 8 DUE TO A POTENTIAL CONFLICT. CALL ITEMS FROM CONSENT AGENDA 6. Consideration and possible action regarding rescinding Resolution No. 4268 pertaining to the current Conflict of Interest Code, and adopting Resolution No. 4324 approving a new Conflict of Interest Code. MOVED by Council Member Wernick, SECONDED by Council Member McDowell to rescind Resolution No. 4268 pertaining to the current Conflict of Interest Code, and adopt Resolution No. 4324 approving a new Conflict of Interest Code. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER GAINES ABSENT. 8. Consideration and possible action regarding adopting an ordinance to allow the City of Hawthorne to include Area A and B of the Los Angeles Air Force Base ( LAAFB) into Hawthorne Redevelopment Agency (RDA) District No. 2 as part of the financing mechanisms for the LAAFB modernization project. MOVED by Mayor Gordon, SECONDED by Mayor ProTem Jacobs to adopt Ordinance No. 1366, allowing the City of Hawthorne to include Area A and B of the Los Angeles Air Force Base ( LAAFB) into Hawthorne Redevelopment Agency (RDA) District No. 2 as part of the financing mechanisms for the LAAFB modernization project. MOTION PASSED BY THE FOLLOWING VOTE: AYES: MAYOR GORDON, MAYOR PRO TEM JACOBS, COUNCIL MEMBER MCDOWELL; NOES: COUNCIL MEMBER WERNICK; ABSENT: COUNCIL MEMBER GAINES. 3/1 9. Approve deferring the annual Infrastructure Replacement transfer of $500,000 until the completion of the 2002 -2003 annual audit and suspend the transfer if necessary to balance the FY 2002 -2003 General Fund budget. MOVED by Council Member Wernick, SECONDED by Mayor ProTem Jacobs to return to Council with this item after the completion of the 2002 -2003 annual audit before the decision to defer the transfer is made. MOTION PASSED BY THE FOLLOWING VOICE VOTE: AYES: MAYOR GORDON, MAYOR PROTEM JACOBS, COUNCIL MEMBERS MCDOWELL AND WERNICK; ABSENT: COUNCIL MEMBER GAINES. 4/0 MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO. 6 040 F. NEW BUSINESS — G. REPORTS — CITY MANAGER — NONE H. REPORTS — CITY ATTORNEY — NONE REPORTS — CITY CLERK — NONE J. REPORTS — CITY TREASURER — NONE K. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Thanked and commended staff regarding the work done on the Air Force Base funding project. Council Member Wernick — Reported on the Park Vista anniversary party. Requested a report on RFK. Agendize for the next meeting the possible appointment of a sub - committee to deal with the administrators of the Hospital. Requested a progress report from Public Works on the Main Street improvements. Mayor Pro Tern Jacobs — Reported on the American Heart Walk, September 20, 2003. Mayor Gordon — None PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive 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. Marion Fine, resident, discussed the fence that is being constructed around the Hyperion. Dan Erhler, Chamber of Commerce, spoke regarding the Public Utilities Commission and the 310 area code split. Peggy Tyrrell, resident, spoke regarding the behavior of the Council. John McCarty, resident, spoke regarding consultants and LAX. Julie Potter, resident, spoke regarding procedures for formal bidding and consultants. Joe Brandin, resident, spoke regarding the decision - making process and ethics. MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO 7 041 MEMORIALS — Richard Williams, long time Recreation and Parks employee, Mavis Austin, retired Recreation Supervisor, Jarlath Curran, Vladimire Cetl, and Ella Walsh, all parents of City Employees. CLOSED SESSION - NONE ADJOURNMENT at 8:55 p.m. Cindy Mortesen, City Clerk MINUTES OF THE CITY COUNCIL MEETING SEPTEMBER 2, 2003 PAGE NO 8 04 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding the extension an existing contract with NOROC for professional services on the City's network and other technology projects. Fiscal Impact: $60,000. RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to extend the Professional Services Agreement number 3105 with NOROC in an amount not to exceed $60,000 for FY 2003- 2004. 2. Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The City has in the past, used the services of NOROC for network consulting and most recently to help with streaming video and network upgrades at Recreation Park. Staff would like to have him assist with ongoing budgeted technology projects in FY 2003 -2004. Norm Thorn, NOROC's principal consultant, has considerable experience with and knowledge of the City's technical systems. This saves staff time in managing NOROC's services. Mr. Thorn has a number of certifications in the areas of management, security communications, construction and technology. In addition, the fees for NOROC's services compare very favorably with other firms. ATTACHED SUPPORTING DOCUMENTS: Exhibit A Scope of Work FISCAL IMPACT: Operating Budget: $60,000 Amount Requested: $60,000 Account Number: 001 -400- 2505 -6214 Project Phase: NA Appropriation Required: X Yes _ No ORIG NATED BY: DATE: Bret M. Plumlee, Director of Administrative Services REVIEWED BY: DATE: Ma renn, City Manager y/91/03 5 043 Exhibit A Scope of Services Norman R. Thorn dba NOROC proposes to provide consulting services to the City of El Segundo to perform the tasks listed below and other network administrative tasks, at an hourly rate of $75 per hour. The total amount of this agreement will not exceed $60,000. 1. Provide consulting services for the migration from Microsoft Windows NT to Microsoft Windows 2000 Server on all of the City's servers. 2. Provide consulting services for the selection, installation, and configuration of high- speed network switches. 3. Develop and assist with the implementation of an internal City intranet. 4. Provide consulting services for resolving other technical issues that may arise during the course of completing the previous tasks. 044 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding executing a standard Professional Services Agreement with Vertex Communications, Inc. for support services on the City's telephone system. Fiscal Impact: $11,000 RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a standard Professional Services Agreement with Vertex Communications, Inc. in an amount not to exceed $11,000 for FY 2003 -2004. 2. Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: When the telephone system was first installed three years ago, the City used SBC, formerly Pac Bell, to provide hardware and software support of the system. This vendor has not provided sufficient service for the City, and for the past six months, staff has used the services of Vertex Communications, Inc. to provide support. Staff is recommending that Vertex Communications, Inc. continue to be the City's primary telephone support vendor in FY 2003- 2004. The technicians from Vertex are very knowledgeable of the City's telephone system since they were involved in the original installation. As a result, much staff time is saved in explaining the tasks to be accomplished. Also, Vertex does the required work at about one third the cost of SBC. It is anticipated that the cost for their services will exceed $10,000 this fiscal year. ATTACHED SUPPORTING DOCUMENTS: Exhibit A Scope of Work FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required $11,000 $11,000 001 -400- 2505 -6214 and 001 -400- 2505 -6254 NA X Yes _ No ORIGINATED BY: DATE: Bret M. Plumlee, Director of Administrative Services REVIEWED BY: DATE: Mary enn, City Manager �3 6 0,45 Exhibit A Scope of Services Vertex Communications, Inc. proposes to provide Telephone support services to the City of El Segundo to perform "adds, moves, changes, and repair tasks, at an hourly rate of $65 per hour. The total amount of this agreement will not exceed $11,000. 0 40 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding Agreement between Team One Advertising Agency (Team One) and the City of El Segundo for services related to the planning, execution and placement of advertising for the City's economic development effort. Total cost not to exceed $50,000 for fiscal year 2003 -04. RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve entering into an Agreement between Team One Advertising and the City of El Segundo; (2) Authorize City Manager to execute Agreement and amendments to Agreement in a form approved by the City Attorney; (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Team One, located at 1960 Grand Avenue in El Segundo, has provided comprehensive advertising services in support of the City's economic development effort since 1994. The current agreement expires on September 30, 2003. The Economic Development Advisory Council (EDAC) met on July 9, 2003 to review a new marketing campaign including the possibility that it might be necessary to reduce the scale of the program given the current revenue shortfall being experienced by the City. In the interim, revenues have continued to decrease and per earlier City Council direction, the majority of the marketing funds have been reallocated to pay the annual lease obligation for the City's portion of the new parking garage. As a result, the contract amount will be reduced and a majority of the funds used to purchase advertising, most likely on a quarterly basis, in a publication such as the Los Angeles Business Journal. The maximum amount of the agreement for fiscal year 2003 -4 is $50,000. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT Operating Budget: $147,000 (FY 03 -04) Amount Requested: $50,000 Account Number: 001 -400- 2401 -6201 Project Phase: N/A Appropriation Required: None ORIGINATED BY: DATE: 03 Jam(es�en, Director, Dept. of Community, Economic and Development Services REVIEWED BY: Mary Stren , City Manager DATE: r 7 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the approval of a one year contract with Data Micro Imaging Company (DMC) to provide microfilm services to the Community, Economic and Development Services Department. Total cost not to exceed $ 20,000 for fiscal year 2003 - 2004. RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute agreement approved to form by City Attorney; or 2. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Documents such as blue - prints, permits, and planning related documents are required to be filed in permanent records. Each year the department retains approximately 1500 sets of blue - prints which require a large amount of space to store. In order to save on limited storage space, the documents are kept on microfilm. The process to convert blue - prints to microfilm involves large expensive equipment which does not make it practical or feasible for the City to provide this service in- house. Therefore, it is more cost effective and saves valuable space to use an outside vendor for this service. The cost of this service is offset by Plan Retention Fees that are collected at the time of permit issuance. During the 2000 -2001 fiscal year staff contacted three vendors for proposals. DMC was selected based on cost and reference checks regarding the quality of service provided. City Council approved a contract with DMC for services on September 18, 2001 for one year and again on September 17, 2002 for another additional year. DMC has performed at a high level and met all requirements of their initial contract. The department has continuing amounts of documents that require microfilming. Because the cost of service has not changed since September 2001, staff recommends continuing contracting with DMC for one additional year. ATTACHED SUPPORTING DOCUMENTS: Exhibit A, Scope of Services; and Exhibit B, Schedule of Fees FISCAL IMPACT: Operating Budget: $150,200 Amount Requested: $20,000 Account Number: 001 - 400 - 2403 -6214 Project Phase: N/A Appropriation Required: Yes X No IORIGINATFD RY- neTF- Hansen, Director of Community, Economic and lent Services Department RtVKWED BY: DATE: A ,' 9�3 Mary Strenn, City Manager EXHIBIT A Scope of Services CONTRACTOR shall perform to City, microfiche of plans, permits, and any other documents as needed. Process begins with a pre - production batch of documents. This batch is used to set up processes from document pick up to delivery back to the City. During this pre- production run, CONTRACTOR will interact heavily with the City to ensure that CONTRACTOR has set the exact requirements that will ensure total satisfaction for the City. Once accomplished, these "production" specifications will not be changed except as agreed to by the City. The typical steps involved in any conversion project include: 1. CONTRACTOR will pick up pre - production batch as scheduled by City. 2. Documents will be prepared and processed according to work instructions developed with the City. 3. Precision microfilming to Kodak Image Guard microfilm will commence. 4. Indexing of files based upon derived search criteria. 5. Visual Quality Control & Image enhancement as needed. 6. Microfilm duplicates will be accomplished as needed. 7. Delivery of jacketed microfilm and source documents (if desired) back to City if desired. 8. Thirty day follow -up meeting to ensure customer satisfaction. 9. CONTRACTOR shall provide a 5 day turn around or as determined by City. CONTRACTOR shall view documents and data security with the utmost of care and regard. The handling, movement, scanning and security of all City hard copy or computer files is done under the direct supervision of CONTRACTOR management and in keeping with quality procedures. In specific: 1. CONTRACTOR agrees to hold confidential all financial, regulatory, business operations and other information pertaining to City and its clients during the term of contract and beyond. No information will be shared with any person or entity without written permission of the City. 2. Handling of documents will consist of moving files from City to CONTRACTOR secured production facility in Burbank. All CONTRACTOR service vans have security locking systems and all drivers receive appropriate security training. Driver will verify box and transmittal lists upon pick up. Files will be returned to the customer in substantially the same condition as received. 3. All customer files are logged and tracked throughout the process. CONTRACTOR to work with City should any special security or control procedures be desired. l� 0 4 :� The handling, movement, scanning and security of all customer hard copy or computer files is done under the direct supervision of CONTRACTOR management and in keeping with quality procedures. In specific: 1. CONTRACTOR shall provide its own employee operators to perform all duties necessary to successfully film documents and index images. 2. CONTRACTOR will follow work instructions as provided by the City to include loading new documents into microfiche jackets and /or providing new jackets as required. 3. Contractor to work with City as necessary to ensure the successful completion and implementation of projects. This will require cooperation between CONTRACTOR operators, staff, City employees, consultants, vendors, and system administrators. 4. CONTRACTOR will schedule monthly meetings with appropriate users and technical staff to insure mutual understanding of the goals of the users with respect to image quality and system performance. 5. CONTRACTOR will film City files as received. We will verify filmed images, provide quality control checks to each document filmed. -19- 05o EXHIBIT B Fees City agrees to compensate Contractor for its services at a rate stated below. The total compensation to be paid by City to Contractor shall not exceed $ 20,000. Billing Contractor shall bill City on a monthly basis. File Disassembly (if required): Prepare documents for scanning: remove paperclips, staples, fasteners, etc. Per hour $14.00 Typical 1000 pages per hour rate. Precision filming, source docs: 1. Production filming of source documents Per page $0.035 2. Microfiche jackets: Per jacket $0.350 3. Diazo duplicate fiche Per jacket $0.350 Precision filming, drawings: "A" Size or 8.5" x 11" _ $ 0.35 each 100 - 249 List "B" Size or 11" X 17" _ $ 0.55 each 250 - 999 3% discount "C" Size or 17" x 22" _ $ 0.60 each 1,000 - 9,999 5% discount "D" Size or 24" x 36" _ $ 0.70 each 10,000 - 49,000 8% discount "E" Size or 36" x 42" _ $ 0.80 each 50,000+ 10% discount Document Indexing for storage & retrieval: Per Record $0.150 Indexing and data entry for management of fiche and retrieval data Pick up and delivery: per trip $30.00 CONTRACTOR shall provide a 5 day turn around. A pre - production lot will be run to determine actual production requirements. -20- 051 Copy flow services: CONTRACTOR to provide paper copies from microfilm, maximum output size is 18" X 24 ". Per lot $25.00 Per document $1.25 Per drawing $7.50 Actual prices will be based Proposal excludes taxes. upon actual number of pages processed and delivered. -21- 052 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the approval of the second one -year extension to the City's current contract with MRH Structural Engineers for providing architectural, structural, energy, electrical, mechanical, plumbing, and grading plan review services on an as- needed basis. Total cost not to exceed $ 110,200. RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to exercise the contract option to extend the contract for an additional year; or 2. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On September 18, 2001 the City Council approved a year to year contract, not to exceed three years, with MRH to perform plan review services for the Building Safety Division on an as- needed basis. City Council approved the first one year extension on September 17, 2002. Staff recommends extending the contract for a final third year based on their satisfactory performance of the past two years. This service is included in the department's budget for FY 2003 -2004. The cost of using an outside consultant is offset by the plan check fees that are collected from the applicant to perform the related plan review. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: $150,200 Amount Requested: $110,200 Account Number: 001 - 400 - 2403 -6214 Project Phase: N/A Appropriation Required: —Yes X No ORIGINATED BY: DATE: J�mes P. Hansen, Director of Community, Economic and Development Services BY: DATE: A9//3 Ma rY Strenn Ci tY Manager 9 53 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding adoption of plans and specifications for the Installation of Americans with Disabilities Act (ADA) Compatible Automated Doors at the City Library and the Recreation Park Joslyn Center — Project No. PW 03 -04 — CDBG Project No. 600445 -02 — Approved Capital Improvement Program — (estimated cost = $40,000). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve plans and specifications; (2) Authorize staff to advertise the project for receipt of bids; (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The existing main doors to the Joslyn Center and City Library will be replaced to meet ADA standards. The project includes installing entrance doors at the Joslyn Center and at the Library, which may require possible removal, realignment and re- installation of door assemblies, floor systems and mechanical systems to accommodate the installations. The installation of Americans with Disabilities Act (ADA) Compatible Automated Doors at the City Library and the Recreation Park Joslyn Center is included in the adopted fiscal year 2002- 2003 CIP. The installation of ADA compatible doors at the Joslyn Center was recommended in the Recreation and Parks Department Audit Implementation Plan approved by the City Council in October 2002. ATTACHED SUPPORTING DOCUMENTS: Location map. FISCAL IMPACT: Operating Budget: $40,000 Amount Requested: $40,000 Account Number: 111 - 400 - 2781 -8498 (CDBG funds) Project Phase: Adoption of Plans and Specifications Appropriation Required: No ORIGINATED BY: DATE: September 9, 2003 Andres Santamaria, Director of Public Works REVIEWED BY: DATE: Mary Strenn, Ci y M ager 9�0/ 3 20030916 – Adoption of Plans and Specs for ADA Compatible 10 Automated Doors at the Library and Joslyn Center – PW 03-04 0 Cf ll `1 5EVIONIa bNl1 = ®l X a w 1 w 19 w M _- Q U.1 W S INWOmI11V 0 a LLJ w W C\1 is —III S VNVIONI SION 1,111 v m 1S NOiDNIHSVM r '1S SV SN VA Cl) —. IS VINUOd11VO C Q 1S NO031:10 1s VOVA3N y W O s� 7 1S M31N30 'aa 1A01VJNn8 L y 1S ONVI.IUTY4 a F- Z LU U V) w _, w LD Z a I I U) 0 J LL N I O i U 0 0 � J >Q U wl CL O Z �I fV W •--• �-1 �I *—� > Q lVl N3NIlN0� � W-f6\ (3iVA18d) �. 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'1S VINNOdIlV3 0 Q 1S 1.S N093a0 VOVA3N = y N a 'a 1S N31N30 M •aa IS A10lVONne ONVIAidYN 1: N lS 1S 1S Vllwol Vab31S NN3d i �, N 0 r J 1S 1s NOOl3HS VN3aV () Ell ].S OkiVQNV1S NIVw 1S 0N004H01d is OHOONO3 o� t 3 'o I �\ is VINM HIA 1S 9NI11HM IS V1SIA VnD'l --i O � z m I I I is 1S383llIH o� t 3 'o I �\ EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: September 16, 2003 AGENDA HEADING: Consent Agenda Consideration and possible action to approve Tract Map No. 53820 (320 and 328 East Imperial Avenue). (No fiscal impact). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve Tract Map No. 53820; (2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: Tract Map No. 53820 provides for adjusting the common boundary between the two (2) properties at 320 and 328 East Imperial Avenue for construction of seven (7) condominiums on each property. The environmental assessment for this project was previously approved by the City Planning Commission on May 23, 2002. ATTACHED SUPPORTING DOCUMENTS: Tract Map No. 53820. FISCAL IMPACT: None Capital Improvement Program: Amount Requested: Account Number: Project Phase: Appropriation Required: ORIGINATED BY: DATE: September 9, 2003 Andres Santamaria, Director of Public Works REVIEWED BY: DATE: Mary Strenn, Ci ?AZ ger U 20030916 - Approve Tract Map No 53820 — 320 and 328 East Imperial Avenue 11 056 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: September 16, 2003 AGENDA HEADING: Consent Agenda Consideration and possible action to authorize an additional $182,000 for right -of -way certification services by the Los Angeles County Department of Public Works (County) for the Douglas Street Underpass Project. - Approved Capital Improvement Program - (estimated cost = $182,000). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve an additional $182,000 for the County Department of Public Works; (2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: (Background and discussion begins on the next page.........) ATTACHED SUPPORTING DOCUMENTS: 1. Status report by the County dated August 27, 2003. 2. Right -of -way map. FISCAL IMPACT: Capital Improvement Program: Amount Requested: Account Number: Project Phase: Appropriation Required: $1,497,392 $ 182,000 301 - 400 - 8203 -8949 Right -of -Way certification No ORIGINATED BY: DATE: September 9, 2003 r Andres Santamaria, Director of Public Works REVIEWED BY: DATE: Mary Strenn, City M age `��oJ 20030916 — Authorize Additional $182,000 for Right -of -Way 12 Acquisition Services by the LACDPW for Douglas Street Project 05$ BACKGROUND & DISCUSSION The City had previously authorized $175,000 for the County to provide right -of -way certification services for the Douglas Street Gap Closure Project. This certification will assure the grant agencies that all right -of -way needed for the project has been acquired, all utility relocations and easements are obtained and the project construction can begin. Caltrans approval of the project advertisement is predicated upon the right -of -way certification by February 2004 as required by the federal grant funding requirements. Attached is a status report by the County on the progress made towards the right -of -way certification. The County has estimated that an additional $182,000 is required to compensate the County for its expenditures to date and estimated future expenditures to complete the certification process. This increase in the County's cost is due to the increase of number of parcels (from the originally estimated 10 parcels to 23 parcels), and legal descriptions and documents for several easements required from private property owners for relocated utility lines. As noted in the County's report, the County has started making formal offers to property owners subsequent to City acceptance of their appraisal report. 20030916 — Authorize Additional $182,000 for Right -0f -Way Acquisition Services by the LACDPW for Douglas Street Project 05� JAiNIES A NOYES, Director August 27, 2003 COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS "To Ennch Lives Through Effective and Caring Service" Mr. Bellur Devaraj City of El Segundo 350 Main Street El Segundo, CA 90245 -3895 Dear Mr. Devaraj: 900 SOUTH FREMONT AVENUE ALHAMBRA, CALIFORMA Q1803 -1331 Telephone (626)458 -5100 www ladpw or-, RECEIVED SEP 2 - 2003 PUBLIC WORKS ENGINEERING ADDRESS ALL CORRESPONDENCE TO P O BOX 1460 ALHAMBRA, CALIFORNIA 91802 -1460 IN REPLY PLEASE REFER TO FILE MP-8 DOUGLAS STREET GAP CLOSURE AND GRADE SEPARATION PROJECT STATUS REPORT AND REQUEST FOR ADDITIONAL FUNDS This letter is an update of our right of way acquisition activities and highlights the outstanding right of way issues and project schedule for the above - referenced project. In addition, this letter outlines the level of responsibility for the City of El Segundo (City) and County of Los Angeles (County). Protect Schedule The City asserts it must award the contract for the construction of this project by May 2004, in order to secure Federal funding. To accomplish this, the City has requested the County to acquire and certify the right of way by the end of January 2004. Due to the number of unresolved right of way issues, which are explained in detail herein, the City's certification deadline is in some jeopardy. In order to complete the certification, the following activities must be completed: 1. All right of way acquired in accordance with Federal Guidelines 2. Agreements with the utility companies in place 3. Signed certification maps 4. Signed construction plans This is the status of our activities to date: • Appraisal Report The appraisal report was approved by the City on August 6, 2003. The report included the permanent and temporary rights to be acquired in favor of the City for the project. However, the report did not include compensation to the owners 060 Mr. Bellur Devaraj August 27, 2003 Page 2 for the rights required for the relocation of Southern California Edison Company (SCE) facilities. Upon receipt of the map(s) identifying the location and square footage of the SCE easements, Valuation Section will prepare an addendum to the appraisal report. We have asked Parsons to provide us with this information as soon as possible. • Legal Description and Certification Maps We have prepared all of the legal descriptions required for document preparation with the exception of the areas required for the SCE's utility relocation. The Right of Way Certification Map (Cert Map) is 75 percent complete, but cannot be finalize until we have received the information regarding SCE easement areas and the Permit areas (required for driveway reconstruction work). We are awaiting the following information to complete our work: 1. Parsons to provide us with the information to plot the Permit areas 2. SCE /Parsons to provide information to plot the SCE easements We must receive this information by September 11, 2003, to allow us to attempt to meet the January 4, 2004, right of way certification deadline. • Title Reports and Documents We have prepared the Condemnation Title Reports and all the documents required to make our offers and begin negotiations with the property owners. These documents include Deeds, Consents, Subordination Agreements and Partial Reconveyances. However, we have been informed by Metropolitan Transportation Authority (MTA) and SCE that they will prepare the necessary acquisition documents for the acquisition of the proposed right of way within their respective properties. Shell Oil Company will also prepare the documents to acquire the rights for the relocation of their pipeline into CT Realty property. The executed documents, when received, will be reviewed by our Title Section and approved as to title. The documents will then be transmitted to the City for acceptance. If the City has not passed a Resolution authorizing someone other than the Mayor to accept the Deeds, we recommend the City begin this process. Upon receipt of the accepted Deeds and other signed documents necessary to provide the City with clear title, they will be recorded and title will be updated to one day after recording to ensure nothing has recorded against the property since the original Title Report. 061 Mr. Bellur Devaraj August 27, 2003 Page 3 • Acquisition and Certification The County is prepared to mail the offers to the property owners on August 28, 2003 (note that a separate offer letter will be sent to Park Place and CT Realty to acquire the SCE easements). If we do not receive a response to our offer within 15 days, we will contact the owners again and schedule a meeting, if necessary, to discuss their concerns or answer any questions they have. We will keep the City apprised of the status of our negotiations. Payments to Property Owners When the documents are sent to the City for acceptance, we will request the City to prepare checks to pay each property owner. The checks will be sent to the property owners after the documents have been recorded. Certification of Right of Way Ms. Farron Chavarria of our office provided the City and Parsons with a copy of the Certification of Right of Way form to be completed for this project. The County will complete Section 1 of the form. The remaining certification form must be completed by the City. Both the City and the County will sign the Certification for this project. Other items to be resolved: • Utility Relocations Southern California Edison Company As part of this project, some of SCE's facilities will be relocated onto private properties owned by Park Place and CT Realty Corp. The relocation would require acquiring rights (permanent and temporary) from each respective property owner. Originally, SCE intended to negotiate directly with the property owners to acquire these rights; however, we recommend the County acquire the rights, due to the Federal Guidelines requirements, to avoid jeopardizing the City's Federal funds for this project. We have informed both SCE and Parsons of this process and have asked that they provide us with maps and documents as soon as possible. 0 6" Mr. Bellur Devaraj August 27, 2003 Page 4 Agreements All Agreements between the City and utility companies must be fully executed prior to Certification of Right of Way. • City of E1 Segundo "Set Aside" The City of El Segundo is required to set aside portions of its Transit Center Property for Douglas Street road right of way. The City Council action for the set aside is required prior to our Certification of Right of Way. This is to accommodate the utility companies relocating their facilities within the set aside portion of Douglas Street right of way. If the City does not set aside the right of way, separate agreements with the utility companies will be required. • Construction and Maintenance Agreement Between BNSF, MTA, and City This Agreement must be executed prior to Certification of Right of Way The County is committed to assisting the City to meet its goal for completing this project. Due to the uncertainties that may arise during our negotiations, we strongly encourage the City to consider acquisition of all the property rights via eminent domain process to ensure the timely certification of this proiect. We are willing to meet with City Counsel to discuss this alternative. Close coordination between the City, Parson, the County and utility companies is essential to make the Douglas Street Gap Closure and Grade Separation a successful project. We recommend monthly meetings to assure that commitments can and will be met and that the City play an active role coordinating efforts of all the parties involved in the project to ensure the timely delivery of the outstanding information required to complete this project. Additional Funding To date, the County has completed a number of the tasks for this project. We informed you in our June 2003 meeting, the scope of work for this project has changed and increased a number of times which has resulted in project cost increase. Based on the latest information available, following are the outstanding acquisition tasks that must be completed in order to meet the certification data of January 2004: • Prepare an addendum to the appraisal report for the SCE easements 06 Mr. Bellur Devaraj August 27, 2003 Page 5 • Plot additional right of way and finalize certification map • Submit offers and negotiate with property owners, process documents between the County and City, certify the right of way • Review and record executed documents and update title reports • Right of way acquisition coordination To date, the project cost breakdown is as follow: County Expenditure $282,000 City Authorized Funding - $175,000 Outstanding Balance $107,000 Estimate to Complete .+$ 75,000 Final Authorization $182,000 We request that the City authorize the County for final expenditure of $182,000 for any outstanding balance and completion of the project. Please advise us when the City has approved the funds. We are committed to satisfying our obligations for this project. questions, please call Mr. Armond Ghazarian at (626) 458 -7048. Very truly yours, JAMES A. NOYES Director of Public W rks �J EG KELLEY, Assistant Dei y Director a pp & Property Management Division AG:sl MP -81L agm2 If you have any 064 S � Qtl I N W U 2 �I a � o 02 2 OL r N I O 0 6 T 2 cr Q �. Ln N •" • co N cn / 3� - - -- - — - -- -- �, - - - LOL cr - a m N Lpi N / W O I Z W =li Vih r S. N Q, 9�\ ' Q N co LLJ � �2C / 6B 7 L �1 O p � I O! N 2 0 U I N Q � /•. m LL llJ� aW = a I� I I N I I - -- OL I O ---- --- - -- N 2 -BLE l l NE q ppfiCEL O N I, M• LY I O N I N / H O I Q � / N N � / N �• �0 N N Q Q 2 'O,V p �}• �� pfd � � O ku � v N W W cm J �1 cm r O V� I n.l r Z N 6 EL SEGUNDO CITY COUNCIL MEETING DATE: SEPTEMBER 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding the issuance of a blanket purchase order to UCLA to provide continuing education for Emergency Medical Technicians (EMTs) and defibrillation training. Fiscal Impact: Not to exceed $26,000. RECOMMENDED COUNCIL ACTION: (1) Authorize City Manager to execute a one year extension as provided for in the agreement with UCLA; (2) Authorize issuance of a blanket purchase order to UCLA Center for Prehospital Care for FY 2003 -2004 for continuing education and defibrillation training; (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The current Agreement for Services between UCLA and the City of El Segundo has two one -year extensions incorporated into it. The Fire Department would like to recommend continuing the Agreement, which provides continuing educational services by Evelyn Riley, M.Ed., R.N., M.I.C.N. who has provided excellent educational services to the El Segundo Fire Department for over six (6) years. In addition, the Fire Department has four (4) automatic external defibrillators (AEDs) in service which require that personnel who operate this equipment must be trained and certified as Emergency Medical Technician — Defibrillaton (EMT -D). Through the current Agreement, UCLA agrees to provide one Educator (Evelyn Riley) to the El Segundo Fire Department to conduct continuing education in prehospital and emergency medicine to maintain certification and licensure as EMT -Basic or EMT - Paramedic (collectively referred to as "CE" Programs "), primary education to obtain licensure as an EMT - Defibrillation ( "EMT -D ") Provider, and provide quality improvement services to maintain or enhance the quality of patient care (referred to as "QI Services "). We respectfully request continuation of this Agreement and the issuance of a blanket purchase order to ensure continued training for FY 2003 -2004. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: Yes Amount Requested: $26,000 Account Number: 001 - 400 - 3202 -6223 and 001 - 400 - 3203 -6214 Project Phase: N/A Appropriation Required: _Yes X No ORIGINATED BY: DATE: September 8, 2003 Norm Angelo, Fire Chief REVIEWED BY: DATE: Mary St nn, City Manager � - X66 13 EL SEGUNDO CITY COUNCIL MEETING DATE: SEPTEMBER 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding a proposal by the Fire Department to continue to purchase medical supplies from single source vendor, Bound Tree Medical (formerly PMX Medical). Fiscal Impact: Not to exceed $25,000. RECOMMENDED COUNCIL ACTION: (1) Authorize the El Segundo Fire Department to piggyback on the City of Santa Clara 2003 bid; (2) Authorize issuance of a blanket purchase order to Bound Tree Medical for FY 2003- 2004 for medical supplies; (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The El Segundo Fire Department has been purchasing and storing medical supplies since 1998, as mandated by the County of Los Angeles, Department of Health Services. Since 1998, the Fire Department has been utilizing an opportunity to "piggyback" their ordering of supplies from Bound Tree Medical with the City of Santa Clara to take advantage of 2003 pricing and terms. Bound Tree Medical has been consistently delivering high quality medical supplies within five days after orders are placed. In addition to favorable pricing and timely deliveries, Bound Tree also offers a 3% discount for invoices paid within 30 days. Therefore, the Fire Department is recommending that we continue to purchase our medical supplies from Bound Tree Medical for the 2003 -2004 fiscal year. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: Yes Amount Requested: $25,000 Account Number: 001 - 400 - 3203 -5204 Project Phase: N/A Appropriation Required: _Yes X No ORIGINATED BY: DATE: September 10, 2003 Norm Angelo, Fire REVIEWED BY: ief Mary trenn, City Manager — OD DATE: 14 0 67 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding third extension of contract for the quarterly publication of Inside El Segundo and Recreation and Parks Department Brochure. RECOMMENDED COUNCIL ACTION: Authorize the City Manager to sign the one -year extension option of our four- year contract with Studio Printing. 2. Authorize the Purchasing Agent to issue annual Blanket Purchase Orders for printing services, contingent upon annual budget appropriations by the City Council. 3. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION Studio Printing received the contract for printing the quarterly brochure in September 2001 with the option for four (4) consecutive years of extensions. Last year the Inside El Segundo publication was added to the contract. This years request is to continue as last year with the incorporation of both publications in one, making this the third (3) year of the four (4) year option to extend the contract. Studio Printing continues to produce this brochure successfully for the City, working cooperatively with staff to meet our stringent time constraints and producing a quality product. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: FY 03/04 Amount Requested: $37,670 Account Number: 001 - 400 - 5201 -6205 Project Phase: Appropriation Required: _Yes x No A- HAN:11 J `" Stacia Mancini, Director of Recreation and Parks REVIEWED BY: DATE: Mary Stre , City Manager V�jv 15 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding Contract Amendment for Custodial Services with Coastal Cleaning for the Library and Recreation & Parks Departments. Fiscal Impact: Not to exceed $82,890. RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to extend the final year option from October 1, 2003 through September 30, 2004 with Coastal Cleaning in the amount of $82,890; 2. Alternatively, discuss and take other action regarding this item. BACKGROUND & DISCUSSION: Coastal Cleaning Service performs contract custodial maintenance services for the Department of Recreation & Parks and the Library Department. The contract began in 2000 with a total contract length of four (4) years. This is the final year and will have the Cable Studio as an addition. ATTACHED SUPPORTING DOCUMENTS: Fifth Amendment to Contract #2763 Exhibit "A" adding the Cable Studio FISCAL IMPACT: Operating Budget: $286,000 (Recreation & Parks Maintenance — Contractual Services) $22,000 (Library Administration — Contractual Services) $2,800 (Cable Division — Professional & Technical Amount Requested: $82,890 Account Number: 001 - 400 - 5102 -6206 ($59,000); 001 - 400 -6101 -6206 ($21,550) 001 - 400 - 6601 -6214 ($2,340) Project Phase: Appropriation Required: _Yes X No UIRIU11NATED: DATE: a ( Debra Brighton, Library Director Qkua4i+�f L. 11 9%0� W Stacia Mancini, Recreation & Parks Director REVIEWED BY: DATE: Mary Streriri, 9/' 16 069 FIFTH AMENDMENT TO AGREEMENT NO. 2763 BETWEEN THE CITY OF EL SEGUNDO AND COASTAL CLEANING SERVICES THIS FIFTH AMENDMENT ( "Amendment ") is made and entered into this 16th day of September, 2003, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY ") and COASTAL CLEANING SERVICES (CONTRACTOR). 1. Pursuant to Agreement No. 2763 ( "Agreement "), executed by the parties on or about March 8, 2000, and subsequently amended, the term of the agreement is extended until September 30, 2004. 2. Consultant agrees to perform the additional services in attached Exhibit which is incorporated by reference. 3. Compensation for these services is listed in attached Exhibit "A," which is incorporated by reference. 4. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitute one instrument executed on the same date. 5. Except as modified by this Amendment, all other terms and conditions of Agreement No. 2763 remain the same. CITY OF EL SEGUNDO COASTAL CLEANING SERVICES a general law city Mary Strenn, City Manager ATTEST: Cindy Mortesen, City Clerk APPROVED Mark D. HA By:/ ` Karl H. Be er Assistanr Citv h 070 EXHIBIT A August 23, 2003 Debra Brighton City of El Segundo Library-El Segundo Community Cable Dear Debra As a follow up to our conversation and at your request here is the proposal for the property listed below. Proposed Labor: Weekly service - Provide office cleaning , trash removal , vacuum carpets and moping of tile floor. Location: El Segundo Community Cable - E.S.H.S. location. Cost: S 195 dollars per month Sincerely Alex Abad Approved By: ebra righton, Director Library & Cable Services 07 I E Est, _,7._i_i'tr,�__- t • Fl a"nJ- CA 90245 =fh- 1(J _ __ • ra • 3 I1-'-322 -006. EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: September 16, 2003 AGENDA HEADING: Consent Consideration and possible action regarding a one -year option for landscape maintenance services with U.S. Landscape, Inc. RECOMMENDED COUNCIL ACTION: (1) Authorize the City Manager to exercise a one year option from October 1, 2003 through September 30, 2004 with U.S. Landscape, Inc. in an amount not to exceed $188,000. (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: U. S. Landscape performs contract landscape maintenance services for the department. The contract began in October 2000 and has a total contract length of four (4) years. The company has performed their responsibilities under the contract, and has accepted additional work with the completion Freedom Park, Independence Park, Sepulveda Boulevard Median and the Golf Course frontage and auxiliary parking lot in 2002 and 2003. Funds for this additional service are included in the FY 03 -04 budget. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: $286,000 Amount Requested: $188,000 Account Number: 001 - 400 - 5102 -6206 Project Phase: Appropriation Required: _Yes x No ORIGINATED: DATE: Stacia Mancini, Recreation and Parks Director REVIEWED BY: DATE: Mary Strenn, Manager '1Ol 3 17 072 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding approval of on -site contract instructors and vendors who are anticipated to be paid over $10,000 for providing services in support of Recreation and Parks Department programs. RECOMMENDED COUNCIL ACTION: 1. Authorize City Manager to execute standard Professional Services Agreement for contractors. 2. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Annual review of contractors over $10,000 who will continue to provide year -round program instruction to various sections within the Recreation Division, allowing the City to offer more of a variety in class opportunities to the members of the community. The contract class instructors are revenue offset. ATTACHED SUPPORTING DOCUMENTS: List of contract instructors and vendors. FISCAL IMPACT: Operating Budget: 108 -400- 5208 -6214 = $20,600 / 108 - 400 -5209 -6206 = $288,400 / 108- 400 - 5210 -6206 = $35,600 / 108 -400- 5211 -6206 = $40,000 Amount Requested: 191,100 (see breakdown by account below) Account Number: 108 -400- 5208 -6214 = $20,000 / 108 -400- 5209 -6206 = $160,000 / 108-400-5210-6206=$3,000 1108-400-5211-6206=$8,100 Project Phase: Appropriation Required: _Yes X No ORIGINATED: DATE: 4 -�j' " V�r_ 3 Stacia Mancini, Director Recreation and Parks REVIEWED BY: DATE: Mary Strenn, City ?ager V Recreation and Parks Department Contract Instructors and Vendors — over $10,000 Heather Bell Wanda Borgerding Madeline Burke Victoria Elia Robin Ford Diane Graner - Gallas Jamie Sanchez Kimberly Shultz Shane Wilson Bell Event Services Marco Espindola Aki Tanaka Claire Roche Youth Gymnastics $10,000. Musical Fun for Tots $28,000. Misc. Youth Classes $10,000. Adult Yoga $11,000. Parent & Me, Kids Club $16,500. Masters Swim Team $18,600. Tennis Program (all levels) $20,000. Youth Swim Team /Instructor $14,100. Youth Swim Team /Instructor $17,700. Sound: Drama /Special Events $11,100. Farmers Market/Special Events $10,000. Farmers Market Manager $10,000. Youth Dance Instructor $14,100. 074 EL SEGUNDO CITY COUNCIL MEETING DATE: September 16, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to appoint a City Council ad hoc subcommittee to discuss local emergency facilities and trauma centers and the issues experienced by local residents. RECOMMENDED COUNCIL ACTION: 1) Authorize the City Council to appoint two members of the City Council to an ad hoc subcommittee to discuss paramedic transport issues; 2) Specify that the subcommittee shall sunset no later than ninety -days after its formation; 3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: At the regular City Council meeting of September 2, 2003, the City Council requested staff to place an item on next available City Council agenda allowing the Council to take action regarding the creation of ad hoc subcommittee for the purpose of discussing the guidelines, legal restrictions, procedures and issues experienced by local residents in transporting emergency medical cases to Robert F. Kennedy Medical Center in Hawthorne. Staff support will be provided by the Police Chief and Fire Chief. Staff recommends that the Committee "sunset" and discontinue activity no more than ninety days after its formation. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: None Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: _Yes X No Mary Str n, City Manager %�3 &01 07 :j