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2007 DEC 18 - CC PACKETP. 0 HF.R /T 'Of-/_2001 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. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet, are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday) The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted 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, DECEMBER 18, 2007 - 5:00 P.M. Next Resolution # 4534 Next Ordinance # 1416 5:00 P.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. CLOSED SESSION: i The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; andlor conferring with the City Attorney on potential andlor existing litigation: andlor discussing matters covered under Government Code Section §54957 (Personnel); andlor conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) - -1- matters 1. City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279 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): -0- matters CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter SPECIAL MATTERS: -0- matter 2 t U2 J HeBjT q r• Ni Wilo"r 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. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet, are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.eSsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and/or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2-.00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted 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, DECEMBER 18, 2007 - 7:00 P.M. Next Resolution # 4534 Next Ordinance # 1416 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Pastor Justin Beck, Calvary Chapel PLEDGE OF ALLEGIANCE — Mayor Pro Tern Eric Busch 3 �t)3 PRESENTATIONS - (a) Commendation presented to Chris Sherrill and Cindy Mortesen accepting on behalf of the sponsors, supporters and volunteers of the El Segundo Community Christmas Dinner to be held at 1:00 p.m. on Christmas Day at the Joslyn Center at Recreation & Parks. (b) Proclamation urging shoppers to forgo single -use plastic and paper bags in favor of reusable tote bags and recognize December 20, 2007 as "A Day Without A Bag ". 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 (Public Hearing) on the proposed projects and budgets for the 2008 -2009 Community Development Block Grant (CDBG) Program Year. Estimated CDBG budget allocation for Program Year 2008 -2009 is approximately $90,260. Recommendation - (1) Open public hearing and take testimony; (2) Close public hearing and discuss item; (3) Adopt the new 2008 -2009 CDBG project and budget; (4) Authorize the City Manager to execute the contracts, as to form approved by the City Attorney, with the Los Angeles Community Development Commission and with all sub - recipients receiving CDBG funds; and (5) Alternatively discuss and take other action related to this item. 004 4 2. Consideration and possible action (Public Hearing) regarding the adoption of an amendment to the 2007 -2008 Community Development Block Grant (CDBG) Program to add a new CDBG project, effective January 1, 2008 through June 30, 2009 entitled, "American with Disabilities Act (ADA) Compliance — Sidewalk Improvement Project — Phase II ", using unspent, unallocated CDBG funds totaling approximately $86,840. Recommendation — (1) Open public hearing and take testimony; (2) Close public hearing and discuss item; (3) Adopt the new 2008 -2009 CDBG Project, American with Disabilities Act (ADA) Compliance — Sidewalk Improvement Project — Phase II and approve a budget of $86,840 using unspent, unallocated CDBG funds; (4) Authorize the City Manager to execute the contracts, as to form approved by the City Attorney, with the Los Angeles Community Development Commission and with all sub - recipients receiving CDBG funds; and (5) Alternatively discuss and take other action related to this item. C. UNFINISHED BUSINESS 3. Consideration and possible action regarding the selection of Wyle Laboratories, Inc. for Design & Testing Services and Labor Compliance Services related to the Residential Sound Insulation (RSI) Program. (Fiscal Impact: None) Recommendation — (1) Authorize staff to negotiate pricing of both contracts; (2) Alternatively discuss and take other action related to this item. 4. Consideration and possible action regarding the proposal to install two City of El Segundo Athletic Fields monument signs located at the northeast corner of the intersection of Nash Street and Mariposa Avenue. (Fiscal Impact: None) Recommendation — (1) Approve the proposed City of El Segundo Athletic Fields monument sign design and the location of the two proposed signs near the intersection of Nash Street and Mariposa Avenue; (2) Alternatively, discuss and take other action related to this item. D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 5. Consideration and possible action regarding the 2007 Annual Report and 2008 Budget by the Senior Citizen Housing Corporation Board to City Council. Presentation to be made by Senior Citizen Housing Board representatives. Fiscal Impact: None) Recommendation — (1) Receive and File the 2007 Annual Report and approve the 2008 Budget from the Senior Citizen Housing Corporation Board; (2) Alternatively discuss and take other action related to this item. 005 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. 6. Warrant Numbers 2563101 to 2563111 on Register No. 5 in the total amount of $2,265,097.89 and Wire Transfers from 11122/2007 through 12/6/2007 in the total amount of $1,143,012.92. 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. 7. _Regular City Council Meeting Minutes of December 4, 2007. Recommendation — Approval. 8. Consideration and possible action regarding the annual Resolutions updating the employer's contribution under the Public Employees' Medical and Hospital Care Act. The City is required to file annual Resolutions reflecting changes in the City's contribution for employees and annuitants. These Resolutions cover the following groups; Police Officers' Association, Fire Association, Police Managers' Association, Supervisory and Professional Association, City Employees' Association and Police Support Services. (Fiscal Impact: None) Recommendation — (1) Adopt the required Resolutions; (2) Alternatively discuss and take other action related to this item. 9. Consideration and possible action regarding a request from the Los Angeles County Fire Department Lifeguard Operations for use of Urho Saari Swim Stadium (The Plunge) at 219 W. Mariposa Avenue on January 11, 2008, and for a fee waiver per Municipal Code Section 8 -8 -7 (D) (1). (Fiscal Impact: $290) Recommendation — (1) Approve the use request and waiver of use fees per El Segundo Municipal Code Section 8 -8 -7 (D) (1); (2) Alternatively discuss and take other action related to this item. 10. Consideration and possible action regarding acceptance of the Rehabilitation on the westbound lanes of Rosecrans Avenue from Douglas Street to Sepulveda Boulevard. Approved Capital Improvement Project. Project No. PW 07 -08. (Final Contract Amount: $185,497.94) Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; (3) Alternatively, discuss and take other action related to this item. I` 6 l U� 11. Consideration and possible action regarding acceptance of the project to install new custom cabinets at Camp Eucalyptus (641 California Street). Project No. PW 05 -08 (Final Contract Amount: $17,882.00) Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; (3) Alternatively, discuss and take other action related to this item. 12. Consideration and possible action to replace the City's copiers and fax machines with El Segundo based Xerox Corporation providing multi - functional devices which will scan, copy, email, print and fax documents. (No Fiscal Impact) Recommendation — (1) Authorize the City Manager to execute an agreement in a form approved by the City Attorney to replace copier and fax equipment piggybacking on County of Los Angeles Contract #42669, for a five -year period with Xerox Corporation; (2) Alternatively, discuss and take other action related to this item. 13. Consideration and possible action to retain Alliance Resource Consulting to conduct an executive search for the position of Director of Public Works. (Fiscal Impact: Not to exceed $22,500) Recommendation — (1) Authorize the City Manager to execute a professional services agreement, in a form approved by the City Attorney, with Alliance Resource Consulting in an amount not to exceed $22,500; (2) Alternatively, discuss and take other action related to this item. 14. Consideration and possible action regarding adoption of Plans and Specifications for the Surface Refurbishment (painting) of the Park Vista Senior Apartments (615 E. Holly Avenue), the Lakes Golf Course (400 S. Sepulveda Boulevard) and the El Segundo Police Department Jail (348 Main Street). Project No: PW 07 -12. (Fiscal Impact: $100,000) Recommendation — (1) Approve Plans and Specifications; (2) Authorize staff to advertise the project for the receipt of construction bids; (3) Alternatively, discuss and take other action related to this item. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY � CJUi I. REPORTS — CITY CLERK J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Fisher - Council Member Jacobson — Council Member Boulgarides — Mayor Pro Tern Busch - Mayor McDowell — 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 seq.) for the purposes of conferring with the City's Real Property Negotiator,- and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT G, U 8 8 POSTED: DATE: 191 lalo!2 TIME: a: I�12 `f1 NAME: i��� (c, CVi r Dme aOn City of cal *rgunao, California WHEREAS, The El Segundo Community Christmas Dinner was conceived by El Segundo resident Bill Coffman in 1983; Bill solicited the help of local businesses, residents and organizations to fund, cook and serve a traditional Christmas dinner that brought people together to share the holiday spirit. WHEREAS, The El Segundo Community Christmas Dinner has become a hometown tradition that has served the community for 24 years. The last 19 Christmas dinners have been served at the Joslyn Center. WfIFRFAS, The Community Dinner has received monetary donations from, El Segundo Kiwanis Club, Continental Development Corporation and Mattel; the turkeys and trimmings are provided by the Stevens family of the Stick & Stein Restaurant; lJoliday music by DJ and MC, Tony Barthel. Once again Chris Sherrill and Cindy Mortesen will organize the El Segundo Community Christmas Dinner to be held at 1:00 p.m. on December 25`� at the Recreation & Parks Joslyn Center, for the benefit of all those in the community who wish to participate in fellowship and share in some Christmas cheer. NOW, THEREFORE, on this 18`h day of December, 2007, the Mayor and Members of the City Council of the City of El Segundo, California, do hereby commend and thank all sponsors, supporters and volunteers, for their unselfish community service in keeping this hometown holiday tradition alive in El Segundo. �lti roctamatt"On Citp of (Et *cgunao, catifornia WIIEREAS, Each year, approximately 6 billion plastic carryout bags are used in I.os Angeles County; and WHEREAS, in the United States, less than 5 percent of plastic bags are recycled; and WIIEREAS, the indiscriminate littering of plastic bags is an increasing blight problem. Plastic bags create significant litter problems for Southern California streets, beaches, and the marine environment; and WHEREAS, over 1 million seabirds, 100,000 marine animals, and countless fish die annually through ingestion of and entanglement of marine debris, including plastic bags; and WHEREAS, each year, the State of California spends approximately $25 million to landfill discarded plastic bags; and WI IFREAS, the City of F•1 Segundo has set solid waste reduction and recycling goals, and is considering joining other municipalities in taLing action against the unchecLed proliferation of plastic bags; and WIIFRFAS, reusable bags contribute towards environmental sustainability over single -use plastic and paper carryout bags; WiIEREAS, Heal the Bay and its community partners are urging shoppers to forgo single -use plastic and paper bags in favor of reusable tote bags to recognize A Day Without A Bag. NOW, THEREFORE, on this 18`6 day of December 2007, the Mayor and Members of the City Council of the City of El Segundo, California, do hereby recognize December 20, 2007 as "A Day Without A Bag" in El Segundo. �, /7!!�!7 • JIP aJ %„v / l�! •_ /�. /. /J�f..C/ ��!i,it,� /(`il. �l /,,. % /i�i�n2,C�� Ci-i EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Special Order of Business - Public Hearing AGENDA DESCRIPTION: Consideration and possible action (Public Hearing) on the proposed projects and budget for the 2008 -2009 Community Development Block Grant (CDBG) Program Year. Estimated CDBG budget allocation for Program Year 2008 -2009 is approximately $90,260. RECOMMENDED COUNCIL ACTION: 1. Open public hearing and take testimony; 2. Close public hearing and discuss item; 3. Adopt the new 2008 -2009 CDBG projects and budget; 4. Authorize the City Manager to execute the contracts, as to form approved by the City Attorney, with the Los Angeles County Community Development Commission, and with all sub - recipients receiving CDBG funds; and /or, 5. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Each year, Community Development Block Grant (CDBG) funds are allocated to cities by the Federal Housing and Urban Development Department (HUD) and administered through the Los Angeles County Community Development Commission (CDC). Participating cities receive funding based upon the total number of cities participating in the County's program, and a City's commitment to provide housing, economic, social service, and community development opportunities that principally benefit persons of low and moderate income levels. (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: $90,260 Operating Budget: CDBG Amount Requested: $90,260 CDBG 08 -09 Account Number: CDBG- Fund 111 Project Phase: N/A Appropriation Required: X Yes `No CDBG FY 2008 -2009 (El Segundo FY's 2007 -2008 & 2008 -2009) ORIGINATED BY: DATE: Ga Chicots REVIEWED Jeff of Planning and Building S ity Manager DATE: (I /It (t1 1 STAFF REPORT Page 2 BACKGROUND & DISCUSSION: (cont.) Since 1986, the City of El Segundo has annually participated in the Los Angeles Urban County's CDBG Program. In order to continue its participation in the upcoming 2008 -2009 program year, which begins on July 1, 2008, and ends on June 30, 2009, the City of El Se- gundo must prepare and submit its proposed CDBG project descriptions to the Los Angeles County Community Development Commission by February 1, 2008, for review and approval. Pursuant to Federal requirements, notice of this public hearing was posted in public buildings within the City. Federal requirements also mandate that as part of the hearing, the Council and public be informed of the range of eligible housing and community development activities that may be funded under the CDBG program. Interested persons may obtain a copy of the Federal eligibility guidelines, available at the City of El Segundo's Department of Planning and Building Safety, during regular business hours. Proposed CDBG Proiects and Budgets The proposed 2008 -2009 CDBG allocation for the City of El Segundo is approximately $90,260. This is a planning estimate only; the Los Angeles County Community Development Commission (CDC) will not receive the final appropriation from HUD until Spring 2008. The City's final CDBG allocation may be more or less than the planning estimate. Generally, how- ever, the final allocation is within 10% of the estimate provided. There will be little or no change in CDBG funding levels from last year. Proposed CDBG Proiects and Budgets for 2008 -2009 The following CDBG projects and budgets are proposed for 2008 -2009. The CDBG Program allows for a 15% allocation towards public service activities and a 10% allocation for General Administration. Fifteen percent of the City's annual CDBG allocation for 2008 -2009 equals approximately $13,500. Ten percent of the City's 2008 -2009 allocation is $9,026. Staff recommends that the CDBG- funded Minor Home Repair Project be discontinued for FY 2008 -2009. Historically, this project has experienced difficulty in qualifying prospective El Se- gundo residents based on the eligibility criteria established by HUD. Since 2000, on average, this program has annually issued one minor home repair loan and /or grant; an amount that falls short of the minimum annual objective of completing two to four grants /loans. Further- more, the cost of administering this project is disproportionate to the direct benefit delivered to recipients. Program marketing, loan application review and processing, and construction management requires considerable staff time; significantly greater than the resulting one Minor Home Repair project completed annually. With the recent success of the CDBG- funded installation of approximately 40 handicapped - access concrete ramps project, and with an additional 60 curbs throughout the City requiring replacement, staff proposes allocating a greater proportion of its FY 2008 -2009 CDBG funds towards this project; serving more residents and increasing the efficiency and effectiveness of the City's federal funds. STAFF REPORT Page 3 BACKGROUND & DISCUSSION: (cont.) Effective October 1, 2008, proceeds from the exchange of the City's unallocated CDBG funds approved and adopted in past year City budgets will have been spent and will not be available in FY 2008 -2009 to supplement costs (totaling approximately $59,000) associated with Senior In -Home Care, Home Delivered Meals, and a portion of CDBG General Administration. Fur- thermore, no participating cities under the Los Angeles County's CDBG Program are currently interested in exchanging CDBG funds. Thus, in order for the City of El Segundo to continue Senior In -Home Care, Home Delivered Meals, and a portion of CDBG General Administration at existing service levels, a General Fund appropriation of approximately $59,000 will be re- quested during the City's next budget cycle for FY 2008 -2009. Both Home Delivered Meals and Senior In -Home Care have been serving El Segundo elderly and severely disabled residents for more than 15 years. Each program serves approximately 30 -35 clients daily. Services are delivered throughout the City to homeowners, apartment dwellers and residents of Park Vista. Of the total number of Senior In -Home Care clients, ap- proximately 63% are residents of Park Vista; for Home Delivered Meals, approximately 16% reside in Park Vista. A complete list of the proposed CDBG 2008 -2009 projects and budgets are: Total Budget CDBG Allocation General Fund Juvenile Diversion (Public Service) $13,500 $13,500 0 Under a continuing pubic service agreement with the South Bay Youth project, a community- based, non - profit organization, approximately 300 counseling service hours are provided annually by licensed family therapists to approximately 15 to 20 El Segundo at -risk youth. Total Budget CDBG Allocation General Fund American with $67,734 $67,734 $0 Disabilities Act Construction of Handicapped Access Concrete Ramps at Various City Inter - (ADA) Handi- sections capped Access Concrete Ramps Total Budget CDBG Allocation General Fund* Administration $17,750 $9,026 $8,724 (max. 10 %) *Appropriation to be requested during City FY 2008 -09 budget cycle P \Planning & Budding Safety\CDBGWnnual Budget CC Reports\2007 12 18 CDBG 2008 -09 ccmtg doc t1t EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Special Order of Business - Public Hearing AGENDA DESCRIPTION: Consideration and possible action (Public Hearing) regarding the adoption of an amendment to the 2007 -2008 Community Development Block Grant (CDBG) Program to add a new CDBG project, effective January 1, 2008 through June 30, 2009 entitled, "American with Disabilities Act (ADA) Compliance - Sidewalk Improvement Project- Phase II ", using unspent, unallocated CDBG funds totaling approximately $86,840. RECOMMENDED COUNCIL ACTION: 1. Open public hearing and take testimony; 2. Close public hearing and discuss item; 3. Adopt a new 2007 -2008 CDBG Project, American with Disabilities Act (ADA) Compliance - Sidewalk Improvement Project - Phase II and approve a budget of $86,840 using unspent, unallocated CDBG funds; 4. Authorize the City Manager to execute the contracts, as to form approved by the City Attorney, with the Los Angeles County Community Development Commission, and with all sub - recipients receiving CDBG funds; and /or, 5. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The City of El Segundo annually receives funds from the Los Angeles Urban County Community Development Block Grant (CDBG) Program. Due to CDBG Program regulations, the City has had limited opportunity to qualify eligible projects. The City currently has approximately $86,840 in prior year unspent, unallocated CDBG funds. Failure to spend these unallocated CDBG funds may result in the recapture of these funds by the County. (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: None. FISCAL IMPACT: Operating Budget: $ 86,840 Amount Requested: $ 86,840 Account Number: 111 -400- 2781 -8499 Project Phase: N/A Appropriation Required: X Yes _ No ORIGINA b BY: Gary Chi rt, City Manager nning and Building Safety DATE: 12-" 1 Z -U-7 DATE: �y G, l .i 2 STAFF REPORT Page 2 BACKGROUND & DISCUSSION: (cont.) Unprogrammed, unspent, CDBG funds held by the Los Angeles County Community Development Commission (CDC) for the City's future use on qualifying CDBG projects will be used to support this proposed CDBG activity. Currently, the CDC maintains an unallocated fund balance for the City of approximately $86,840. With approval from the CDC, the City may use these funds for re- programming into eligible CDBG projects. Removal of architectural barriers to improve mobility and accessibility of senior adults and severely handicapped persons is an example of an eligible project under the CDBG Program. More specifically, removing existing concrete curbs with steep grades and installing wheelchair accessible concrete ramps to ease access at public intersections is eligible under the CDBG Program. Recently completed in November 2007 and as part of the City's 2006 -2007 annual contract for curb, gutter, handicap access ramps and sidewalk improvements, CDBG funds totaling $90,282 supported the installation of forty -one (41) new handicap access ramps at various city intersections. P:\Planning & Building Safet\ACDBG \SIDEWALK IMPROVEMENT 20062007\2007.12.18 ccmtg ADA sideNalk imp.Phase Il.doc 016 EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action regarding the selection of Wyle Laboratories, Inc. for Design & Testing Services and Labor Compliance Services related to the Residential Sound Insulation (RSI) Program. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1) Authorize staff to negotiate pricing of both contracts; and 4) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Federal Aviation Administration (FAA) regulations require consultants utilized for consultant services related to the City's Residential Sound Insulation Program to be selected based on qualifications, not cost, and prices to be negotiated after selection. At its meeting of April 3, 2007, the City Council authorized staff to draft and advertise a Request for Qualifications (RFQ) for Design and Testing Services and Labor Compliance Services related to the Residential Sound Insulation Program. On September 11, 2007 the City Clerk's Office received Statements of Qualifications (SOQs) from five (5) consulting firms for Design and Testing Services, and three (3) consulting firms for Labor Compliance Monitoring Services. (Please see attached page marked 'Background and Discussion') ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: $ Amount Requested: $ Account Number: 116 -400- 0000 -6214 Appropriation Required: _ Yes X No � -4 James S. ill, 0 Pro g r m Coordinator RE VIEWE DATE: I f!ti Jeff w , City Manager o17 Background and Discussion (con't): A review committee comprised of the RSI Program Manager, Assistant City Manger and the Director of Planning and Building Safety met with all firms for oral presentations and interviews on November 27, 2007 and has ranked the firms as follows: Design and Testing Services 1. Wyle Laboratories, Inc. 2. The Jones Payne Group, Inc. 3. THC 4. Corlett, Skaer & DeVoto Architects 5. Carla Kell -Smith and Associates Labor Compliance Monitoring Services 1. Wyle Laboratories, Inc. 2. Corlett, Skaer & DeVoto Architects 3. THC 4. Carla Kell -Smith and Associates The RSI Program has been operating with two consultants — The Jones Payne Group, Inc. has been providing Design and Testing Services, while Wyle Laboratories, Inc. has been providing the Labor Compliance Monitoring Services. Based on the written Statements of Qualifications, oral presentations and interviews, staff is recommending the selection of Wyle Laboratories, Inc. for both the Design and Testing Services and the Labor Compliance Monitoring Services. Should the City Council provide direction to proceed, pricing will be negotiated in accordance with the Federal Aviation Administration (FAA) guidelines. With new contracts in place, the RSI Program expects to proceed at an expected rate of treating approximately 300 homes annually. Completed designs for homes will be bundled into Groups of approximately 25 homes each for construction contracts. i. 18 EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action regarding the proposal to install two City of El Segundo Athletic Fields monument signs located at the northeast corner of the intersection of Nash Street and Mariposa Avenue. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1) Approve the proposed City of El Segundo Athletic Fields monument sign design and the location of the two proposed signs near the intersection of Nash Street and Mariposa Avenue; 2) Alternatively, discuss and take other action related to this item. BACKGROUND $ DISCUSSION: At the December 4, 2007 City Council meeting, Thomas Properties Group (TPG) requested that the City Council review and approve the proposed design and location of two monument signs that would be placed at the northeast corner of Nash Street and Mariposa Avenue. The two freestanding monument signs would serve to identify the City's new Athletic Fields. After discussing several design and locational considerations, the City Council requested that TPG revise the sign design in order to conform with current City Identity Style Guidelines, as well as, resize and center lettering. TPG has revised their signage designs to incorporate the requested changes and has presented two updated designs for City Council consideration. (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: Revised Elevation Drawings and Plan Views FISCAL IMPACT: None Operating Budget: N/A Amount Requested: N/A Account Number: N/A Project Phase: N/A Appropriation Required: _ Yes X No ORIGINATE Y: DATE: December 12, 2007 Bill Crowe, Assistant City Man REVIEWE Manager DATE. ��%1-) L 1:� 0 STAFF REPORT: December 18, 2007 BACKGROUND & DISCUSSION: (cont.) Page 2 The two revised sign designs incorporate the City seal, the blue and green Campus El Segundo logo and lettering, and the wording "Athletic Fields" in gray lettering (see attached sign elevation drawings). The size and height of the lettering has been modified per City Council request to ensure that the lettering for Campus El Segundo and El Segundo have equal visual weight and that typeface used to spell out El Segundo incorporates the current City Identity Style Guidelines. The two options attached depict different methods of achieving the Council's stated goals. One option aligns the City seal with the Campus El Segundo seal the other option centers a somewhat smaller City seal under the city lettering. Each sign is located equidistant between the athletic fields' perimeter fence and the property line on both street frontages. The distance from the property line to the perimeter fence is only 3 feet. Therefore, the location of the sign precludes compliance with the 5 -foot setback requirements specified in the Corporate Campus Specific Plan which is the same standard in the El Segundo Municipal Code. The face of the sign would be located 18 inches behind the property line. Also pursuant to Council request, the sign would also exceed the current standards for corner visibility, as stated in the Corporate Campus Specific Plan (and El Segundo Municipal Code) by being located approximately 20 feet from the intersection of the two property lines along Nash Street and Mariposa Avenue. The precise distance from the corner would be determined at the time of plan check based upon meeting the 20 -foot corner visibility requested by the City Council, visual and physical clearance from any obstructions and utilities, and alignment with the perimeter fence panels. 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An031 li a�uai C�1 �t J EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Committees, Commissions & Boards AGENDA DESCRIPTION: Consideration and possible action regarding the 2007 Annual Report and 2008 Budget by the Senior Citizen Housing Corporation Board to City Council. Presentation to be made by Senior Citizen Housing Board representatives. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1). Receive and File the 2007 Annual Report and Approve the 2008 Budget from the Senior Citizen Housing Corporation Board; 2). Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: City Council has requested that City of El Segundo Committees, Commissions and Boards give an Annual Report updating the Council on their accomplishments over the past year. The Board's 2008 budget was developed by the Senior Citizen Housing Board together with Park Vista's management company The Cadman Group. The current fiscal year concludes December 31, 2007 and a 2008 budget was approved at the Senior Housing Corporation Board regular meeting on November 28, 2007. It is designed so the Park Vista Complex can meet its anticipated expenses, as well as deposit reserve funds for needed capital improvements, deferred maintenance and emergency expenditures. (continued on next page... ) ATTACHED SUPPORTING DOCUMENTS: ATTACHMENTS: 1. 2008 Senior Citizen Housing Corp. Board Budget FISCAL IMPACT: None Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: _Yes X No ORIGINATED: I �.�- ,C . EI Se undo REVIEWED B Housing Board rt, City Ma DATE: 12/Wo7 DATE: (Z h-1,/-.1 W 1 6123 BACKGROUND & DISCUSSION (....continued from previous page): After the November 28, 2007 Board meeting budget approval, City staff determined that the 1988 City loan and interest payments had been incorrectly identified in the budget and included monthly payments for all of 2008 when the loan would actually be paid off in October 2008. Attachment 1 reflects the budget with the loan and interest paid off as of October 2008. Capital improvements being planned in 2008 include carpeting and painting of Park Vista interior common areas. These projects are not identified as line item expenditures reflected in the budget as presented in Attachment #1. City Public Works Department staff is in the process of working on both of these capital improvement projects, which are expected to approximate costs of $90,000. The following are Fiscal Year 2007 Board accomplishments: Annual inspections were performed of all units by the management company and a Board representative, resulting in replacement of appliances in 8 units. 2. The Board, with City Council approval, extended the management contract with the Cadman Group to continue management and operation of Park Vista for an additional three years. 3. Due to service issues, the contract with the Kone elevator company was terminated and a new contract entered into with the Thyssen -Krupp elevator company. 4. Replacement and repair of iron fencing on the west side of the Park Vista facility was completed. 5. Pressure washing in both underground garages and of the Park Vista common area decking was completed. The following are accomplishments proposed for Fiscal Year 2008: 1. Painting of Park Vista common areas is being planned for. 2. Carpeting of Park Vista common areas is being planned for. 3. The Board will continue to assess the budget and use of reserves for necessary Park Vista projects. 4. The Board will continue to hold monthly meetings and maintain a complete Board with upcoming 2008 Council appointments to the Board. X41 ATTACHMENT # 1 2008 Park Vista Operating Budget from the City of El Segundo Senior Citizen Housing Corporation Board Management Fee 34.650.00 33.000 00 2,75000 34.650 00 Payroll Expenses 3 025 2007 Estimated Annual Based on Actual 2007 Budget Jan1 -Sept 30, 07 2007 Monthly 2008 Budget Ordinary Income /Expense Income Defaulted Security Deposit 000 000 0.00 0.00 Garage Rent 16.612 50 16.892 04 1.40767 16,892 04 Laundry income 4,43667 4.24952 354.13 4.20000 Maintenance Charges 50000 338.85 2824 10000 Rent Income 511.629 96 526.189 11 43.849 09 549.672.00 ' Total Income 533.179 13 547.669 52 45,639 13 570.864.04 Expense Administrative Expenses Office Supplies 1.71423 490.21 4085 51472 Stenographer 2.40000 2.00000 16667 2,40000 Total Administrative Expenses 4,114.23 2.490.21 20752 2.914.72 Advertising 12000 000 000 120.00 Bank Service Charges 000 1300 1 08 0.00 Contributions 150 00 000 000 000 Stipend to Resident Activity 50000 35000 2917 50000 " Manager Rent Free Unit 15,214.50 18,000.00 1.500.00 18.900 00 Automobile Expense 000 000 0.00 000 Elevator Service 10.422 75 9.45901 788.25 8.00000 Fire Alarm /Prevention 3.00000 2.32661 193.88 3.00000 Insurance 15.997 19 11.924 00 99367 12.520.20 Loan Interest 18.259.79 8.81520 73460 2.17373 Loan Payment 151.733.88 151.733 88 12.644.49 113.800 19 Deposit to WAMU account 9,30000 9,30000 775.00 9.30000 Landscape Maintenance 7,15100 9.31500 776.25 9.78075 Maintenance Building Repairs 2.80000 2,79200 23267 2.931 60 Building Supplies 5,70000 3.66688 30557 3.850.22 Carpet 3 Vinyl 9.87394 4.717.31 39311 6.000.00 Cleaning 300.00 5.480.75 45673 5,75479 Computer Repairs 210.00 0.00 000 21000 Gate Repairs 38981 84700 7058 931 70 Janitorial Supplies 15000 0.00 000 150.00 Painting 3.52800 1,02375 85.31 1.07494 Plumbing 2.62644 4,619.35 384.95 5,081 29 Replacements 10.000 00 4,81965 40164 8.00000 Pressure Wash Quarterly 99000 990.00 8250 990.00 Total Maintenance 36.568 19 28.956 69 2.413.06 34,974 53 Management Fee 34.650.00 33.000 00 2,75000 34.650 00 Payroll Expenses 3 025 Employee Benefits Employer Payroll Taxes Janitorial Pay Maintenance Pay On -Site Manager Pay Workers Compensation Total Payroll Expenses Pest Control Postage and Delivery Professional Fees Legal Fees, Audit Fees Total Professional Fees Telephone Uniforms Utilities Cable Gas and Electric Water Total Utilities Total Expense Net Ordinary Income Other Income /Expense Other Income Interest Income Other Income Total Other Income Net Other Income Net Income 4.29000 3.36000 28000 3,69600 9.626 17 10.559.76 87998 11,615 74 11.478 60 16.791 60 1,39930 17.631 18 33.351 33 28.330.08 2,36084 29.746 58 25.286 26 23.347.20 1.94560 24.514 56 000 3,60888 30074 3.789.32 84.032 36 85.997.52 7,16646 90.993 38 759.15 552.00 4600 57960 6900 232.54 1938 24417 3.00000 3,33000 27750 3.00000 3.00000 3.33000 27750 3.00000 3,59967 3.504.39 29203 3.67961 1.39322 1,81626 151 36 1.90707 000 25.281 71 24.355.77 2,02965 26.791 35 33.970 51 27.422.85 2.285.24 30.165 14 16.091 00 14.369 35 1.19745 15.806 29 75.343 22 66.147.97 5.51233 72.762 77 475.319.15 447.031.74 37,252.65 421556 56 57.859 98 100.637 78 8.386.48 147.307 48 6.90478 10.736 69 894.72 11.273.52 10000 100.00 833 10000 7.00478 10.836 69 90306 11.373.52 14.009.56 21,673.38 1.806 12 22.747 05 71,869.54 122,311.16 10,192.60 170,054.53 Based on new 2008 rents as per the 2004 Council- ' approved Long Term Financial Plan for Park Vista " Building Activities Based on monthly service contract & minor replacements ARR} Based on new deposit for 2008 • }RR♦ Based on monthly service contract & extras Based on carpet cleaning & power washing. Based on quarterly service contract Gas & Electric increased budget amt by 10% 4 G I-. G o/ §� W, ) \� \ it, § u j k � § / A Em \ }\� } [ Z2 \ /§ J+ 2 / d / Ir t k / o ) § \/ ! §!Lu k`f\ \ \ =u w/ §\ )� Lu I » 3 !• u §� I at Ir S2 0 k k u 2« e m / � \ G� \ \ § \ � m�- ° » - §� `� w o�-! ! ( { /�k f � = 77[§ # E$%! „± rItl7 �{ \!� k - u Z k \k�U) { :LcuU JEE !2 ¥% E 'u {�| \7 f 3�0 %o �# {( \0 ca §�i } E u ® ° |!) \ g {2 r E E t E OL a;vE: f § : u ' u & c : / k (��( k� k \ z \� \ \- \y � \ \ §( » §\; \&! -MIS z ww$�zn D .r - 220(9! 'rwI9!2 ` 3 <= 0m j, 0a it »\2 §k!k §( \�§\ \[\ #§fig= \!l,m » ;guc �2 RP#�Q�� , . =±oI'm woo ) ° »`I000 4 } } §SEZ ® ^ ® \\)m § %(� §J#e� G \ZZ ) »9i § ; ±u� »!! ;l�w Ir t k / o ) § \/ ! §!Lu k`f\ \ \ =u w/ §\ )� Lu I » 3 !• u §� I at Ir S2 0 k k u 2« e m / � \ G� \ \ § \ � m�- ° » - §� `� w o�-! ! ( { /�k f � = 77[§ # E$%! „± rItl7 �{ \!� k - u Z k \k�U) { :LcuU JEE !2 ¥% E 'u {�| \7 f 3�0 %o �# {( \0 ca §�i } E u ® ° |!) \ g {2 r E E t E OL a;vE: f § : u ' u & c : / k (��( CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 11/2212007 THROUGH 12/6/2007 Date Payee Amount Description 11/2312007 Federal Reserve 150.00 Employee I Bonds 11/23/2007 OHNO Construction Co 20.624.58 Retention 11/29/2007 Healthcomp 65186 Weekly claims 11/29/2007 Pitney Bowes Reserve 2.00000 Library Postage 11/29/2007 Employment Development 49.044 40 State Taxes 11/29'2007 IRS 223,212.04 Federal Taxes 11130!2007 State of CA 1,522.16 Child support withholdings 12/312007 Federal Reserve 50.00 Employee I Bonds 12/3/2007 Federal Reserve 200.00 Employee I Bonds 12/3'2007 Nationwide Retirement 27,987.25 457 contributions 12/5/2007 Employment Development 29,440.04 State Taxes 12/5/2007 IRS 121,940.41 Federal Taxes 12/512007 Unum Provident 410.70 LTD insurance 12/5/2007 Cal Pers 265,889.17 Retirement 12/5/2007 Cal Pers 361,890.54 Health 121512007 Lane Donovan Golf Ptr 19,011.20 Lakes payroll 11/22- 12/6/07 Workers Comp Activity 18,986.57 SCRMA checks issued 1,143,012.92 DATE OF RATIFICATION: 12!18/07 TOTAL PAYMENTS BY WIRE: Certified as to the accuracy of the wire transfers by: Deput4 Treasu er 1Z /o o 7 Date --2- /Z�a - Date (1 (1 u'\ Date 1,143,012.92 Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. 0 8 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, DECEMBER 4, 2007 - 5:00 P.M. 5:00 P.M. SESSION CALL TO ORDER — Mayor McDowell at 5:00 p.m. ROLL CALL Mayor McDowell - Present Mayor Pro Tern Busch - Present Council Member Boulgarides - Present Council Member Fisher - Present Council Member Jacobson - Present PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. Mark Hensley, City Attorney, announced that Council would be meeting in closed session pursuant to items identified on the agenda and Government Code §54956.9(b) item was a threat of litigation regarding Cortes Claim 07 -58. 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)) — -2- matters City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279 Solomon vs. City of El Segundo, LASC No. BC372401 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -1- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) - -1- matters 1. City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279 MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4, 2007 7 PAGE NO 1 LA.� 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): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matters CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter SPECIAL MATTERS: -0- matter Council recessed at 6:50 p.m. MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4, 2007 PAGE NO 2 U�U REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, DECEMBER 4, 2007 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor McDowell at 7:00 p.m. INVOCATION — Father Robert Victory, St. Anthony's Catholic Church PLEDGE OF ALLEGIANCE — Council Member Carl Jacobson PRESENTATIONS — a. Council Member Jacobson presented a Proclamation proclaiming December, 2007 the month of Lighting Up the Community and invite the residents of EI Segundo to warmly welcome the member of the Kiwanis Club as they judge the 2007 Lighting up the Community program. b. Council Member Fisher presented a Proclamation to proclaiming the 1200 Block of Acacia Avenue as CANDY CANE LANE from December 8, 2007 at 7:00 p.m., through December 23, 2007, and invite the young and young at heart to experience the wonders of this El Segundo holiday tradition C, Mayor ProTem Busch presented a Proclamation to proclaiming Sunday, December 9, 2007, as the 44th Annual El Segundo Holiday Parade, invite the community to all the traditional El Segundo holiday events and wish the Chamber of Commerce many more years of marching down Main Street. ROLL CALL Mayor McDowell - Present Mayor Pro Tem Busch - Present Council Member Boulgarides - Present Council Member Fisher - Present Council Member Jacobson - 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 Garnholtz, resident, requested clarification on Consent items 6 and 8. MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4. 2007 PAGE NO 3 �- J 1 A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Council Member Boulgarides, SECONDED by Council Member Fisher to read all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY UNANIMOUS VOTE. 510. B. SPECIAL ORDERS OF BUSINESS C. UNFINISHED BUSINESS Consideration and possible action regarding the approval of Contract Change Orders in conjunction with construction of the Douglas Street Gap Closure Project. (Fiscal Impact: $422,482.00) City Manager Jeff Stewart gave a brief report. Dan Garcia, Assistant City Engineer, responded to questions. MOTION by Council Member Boulgarides, SECONDED by Mayor ProTem Busch to authorize the Director of Public Works to execute Change Order numbers 27, 28, 29, 30 & 31 to the existing Public Works Agreement with SEMA Construction, Inc. in the total amount of $422,482.00. MOTION PASSED BY UNANIMOUS VOICE VOTE. 510 D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 2. Consideration and possible action regarding the positions on Committee, Commissions and Boards ( "CCBs ") that will expire in the year 2008. Council Consensus to direct staff to open the recruitment process for the positions on the CCBs, as listed. 3. Consideration and possible action regarding a recommendation by the Aviation Safety and Noise Abatement Committee (ASNAC) to appoint two new members to the Commission. MOTION by Council Member Jacobson, SECONDED by Mayor ProTem Busch to approve the nomination of Kathleen Umbenhaur and Suzanne Fuentes to the Aviation Safety and Noise Abatement Committee (ASNAC). MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 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. MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4. 2007 PAGE NO. 4 4. Approved Warrant Numbers 2562839 to 2563100 on Register No. 4 in the total amount of $2,417,860.60 and Wire Transfers from 11/09/2007 through 11/21/2007 in the total amount of $1,626,945.56. Authorize staff to release. Ratified: Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfer. 5. Approved Regular City Council Meeting Minutes of November 20, 2007. 6. Approved the conveyance of an easement prepared by Thomas Properties Group, Inc. (TPG) and located near Nash Street and Mariposa Avenue in a form approved by the City Attorney to the Southern California Gas Company (SCG) to construct and maintain their facilities. (Fiscal Impact: None) Authorized the City Manager execute and record such easement. 7. Approved and accepted Mar Ventures, Inc. final Vesting Tract Map No. 68231, a 14.01 - acre, 8 lot subdivision property bounded by Atwood Way, Nash Street, Douglas Street and Maple Avenue. (Fiscal Impact: None) Authorized the City Engineer and City Clerk to sign and record said map. 8. PULLED FOR DISCUSSION BY MAYOR PRO TEM BUSCH 9. PULLED FOR DISCUSSION BY COUNCIL MEMBER BOULGARIDES MOTION by Council Member Jacobson, SECONDED by Council Member Boulgarides to approve Consent Agenda Item Numbers 4, 5, 6, and 7. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 CALL ITEMS FROM CONSENT AGENDA 8. Consideration and possible action to accept the work as complete on the Athletic Facility Project at 2201 East Mariposa Avenue Approved Capital Improvement Project. Project No. PW 06 -13. (Final Contract Amount = $5,341,010.30) Approve Change Order No. 4 in the amount of $31,799.08. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. MOTION by Mayor ProTem Busch SECONDED by Council Member Boulgarides to accept the work as complete on the Athletic Facility Project at 2201 East Mariposa Avenue approved Capital Improvement Project. Project No. PW 06 -13. (Final Contract Amount = $5,341,010.30) Approve Change Order No. 4 in the amount of $31,799.08. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 9. Consideration and possible action to approve the proposed City of El Segundo Athletic Field monument sign design and location of the two proposed signs approximately at the intersection of Nash Street and Mariposa Avenue. MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4. 2007 PAGE NO 5 U J MOTION by Council Member Boulgarides, to amend the signs as follows: Campus El Segundo, Athletic Field, (centered and bigger); City of El Segundo increase the font with Seal and follow the same design that is being used at our monument signs at Sepulveda and El Segundo. Use a uniform font. MOTION FAILED. MOTION by Council Member Fisher, to amend the signs as follows: Campus El Segundo with the font reduced, Athletic Field with font reduced in size, center City of El Segundo increase the font with Seal, follow the same design that is being used at our monument signs at Sepulveda and El Segundo. Use the standardize font. MOTION FAILED. Council consensus for Staff to return with some drawings incorporating the following suggested changes: reduce size of "Athletic Field ", "City of El Segundo" should be larger — at least the same size as "Campus El Segundo "; use City logo; font for "City of El Segundo" should be the same as other signage; all should be centered. Council Member Jacobson requested sign be set back further than the 15 feet setback from corner if possible. F, NEW BUSINESS G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY - Announced that in Closed Session Council unanimously rejected the claim of Cortes filed on November 19, 2007. REPORTS — CITY CLERK 10. Consideration and possible action regarding Council consensus to cancel the January 2, 2008 City Council Meeting MOTION by Council Member Boulgarides, SECONDED by Mayor ProTem Busch to approve cancellation of the January 2, 2008 meeting. MOTION PASSED BY UNANIMOUS VOICE VOTE REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Fisher - Council Member Jacobson — Council Member Boulgarides — Requested an AED be placed at the new Athletic facilities. Announced that air quality figures should be available in February. Mayor Pro Tern Busch — Attended the grand opening of the Center Street School Science Center. Mayor McDowell — Spoke regarding the new Center Street School Science Center. MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4. 2007 PAGE NO. 6 Cs4 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. - NONE MEMORIALS — Paul Mclroy, former El Segundo resident. CLOSED SESSION — NONE ADJOURNMENT at 7:47 p.m. Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING December 4. 2007 PAGE NO 7 E_: ,i a EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding the annual Resolutions updating the employer's contribution under the Public Employees' Medical and Hospital Care Act. The City is required to file annual Resolutions reflecting changes in the City's contribution for employees and annuitants. These Resolutions cover the following groups; Police Officers' Association, Fire Association, Police Managers' Association, supervisory and Professional Association, City Employees' Association and Police Support Services. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1) Adopt the required Resolutions. 2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The current Memorandum of Understanding contract provisions with the City's Police Officers' Association, Firefighters' Associations and Police Managers' Association provide that the City's contribution is based on the average dollar increase in the premiums for HMO's available to all PERS covered employees in the Southern California area. In the 2008 calendar year, the maximum City contribution based on this calculation for medical coverage will be $956.00 /month per employee. The current Memorandum of Understanding contract provisions with the City's Supervisory and Professional Employees' Association, the El Segundo City Employees' Association and the El Segundo Police Support Services Association provide that the City's contribution is based on the City's contribution in 2006 plus 80% of the increase of the premium based on the average dollar increase in the premiums for HMOs available to all PERS covered employees in the Southern California area. In the 2008 calendar year the maximum City contribution based on this calculation for medical coverage will be $926.20 per month per employee. The City's maximum contribution for the annuitants of these groups is the same as for active, represented employees. ATTACHED SUPPORTING DOCUMENTS: Proposed Resolutions. FISCAL IMPACT: None Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: _Yes x No ORIGINATED: DATE: +Deborah Cull( REVIEWED B74 Jeff i. Dirdctor of F ity Manager }11.,107 DATE: R / (VU agenda513 E;.�U RESOLUTION NO. A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT FOR THE EL SEGUNDO SUPERVISORY AND PROFESSIONAL EMPLOYEES' ASSOCIATION BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act must fix the amount of the employer's contribution at an amount not less than the amount required under § 22892(b) of the Act, and B. Government Code § 22892(c) provides that a contracting agency may fix the amount of the employer's contribution for employees and the employer's contribution for annuitants at different amounts provided that the monthly contribution for annuitants be annually increased by an amount not less than 5 percent of the monthly contribution for employees, until such time as the amounts are equal; and C. The City of El Segundo ( "employer ") is a local agency contracting under the Act for participation by members of the El Segundo Supervisory and Professional Employees' Association. SECTION 2: The employer's contribution for each employee is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $926.20 per month effective January 1, 2008. SECTION 3: The employer's contribution for each annuitant is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $926.20 per month effective January 1, 2008. 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. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED, APPROVED AND ADOPTED this 4th day of December, 2007 1. Kelly McDowell, Mayor of the City of EI Segundo ATTEST: I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor and attested to by the City Clerk, all at a regular meeting of said Council held on the 4 day of December, 2007, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Cindy Mortesen, City Clerk 2. APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney 6 38 RESOLUTION NO. A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT FOR THE EL SEGUNDO POLICE OFFICERS' ASSOCIATION. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act must fix the amount of the employer's contribution at an amount not less than the amount required under § 22892(b) of the Act, and B. Government Code § 22892(c) provides that a contracting agency may fix the amount of the employer's contribution for employees and the employer's contribution for annuitants at different amounts provided that the monthly contribution for annuitants be annually increased by an amount not less than 5 percent of the monthly contribution for employees, until such time as the amounts are equal; and C. The City of El Segundo ( "employer ") is a local agency contracting under the Act for participation by members of the El Segundo Police Officers' Association. SECTION 2: The employer's contribution for each employee is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $956.00 per month effective January 1, 2008. SECTION 3: The employer's contribution for each annuitant is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $956.00 per month effective January 1, 2008. 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. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED, APPROVED AND ADOPTED this 4h day of December, 2007 1. Kelly McDowell, Mayor of the City of El Segundo 0 3 .i ATTEST: I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor ihand attested to by the City Clerk, all at a regular meeting of said Council held on the 4 day of December, 2007, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT. ABSTAIN: Cindy Mortesen, City Clerk 2. APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney L. -.t0 RESOLUTION NO. A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT FOR THE EL SEGUNDO POLICE MANAGERS' ASSOCIATION. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act must fix the amount of the employer's contribution at an amount not less than the amount required under § 22892(b) of the Act, and B. Government Code § 22892(c) provides that a contracting agency may fix the amount of the employer's contribution for employees and the employer's contribution for annuitants at different amounts provided that the monthly contribution for annuitants be annually increased by an amount not less than 5 percent of the monthly contribution for employees, until such time as the amounts are equal; and C. The City of El Segundo ( "employer ") is a local agency contracting under the Act for participation by members of the El Segundo Police Managers' Association. SECTION 2: The employer's contribution for each employee is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $956.00per month effective January 1, 2008. SECTION 3: The employer's contribution for each annuitant is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $956.00per month effective January 1, 2008. 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. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED, APPROVED AND ADOPTED this 4th day of December, 2007 1. Kelly McDowell, Mayor of the City of El Segundo AI ATTEST I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor fhand attested to by the City Clerk, all at a regular meeting of said Council held on the 4 day of December, 2007, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Cindy Mortesen, City Clerk 2. APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney RESOLUTION NO. A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT FOR THE EL SEGUNDO POLICE SUPPORT SERVICES ASSOCIATION BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act must fix the amount of the employer's contribution at an amount not less than the amount required under § 22892(b) of the Act, and B. Government Code § 22892(c) provides that a contracting agency may fix the amount of the employer's contribution for employees and the employer's contribution for annuitants at different amounts provided that the monthly contribution for annuitants be annually increased by an amount not less than 5 percent of the monthly contribution for employees, until such time as the amounts are equal; and C. The City of El Segundo ( "employer ") is a local agency contracting under the Act for participation by members of the El Segundo Police Support Services Association. SECTION 2: The employer's contribution for each employee is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $926.20per month effective January 1, 2008. SECTION 3: The employer's contribution for each annuitant is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $926.20 per month effective January 1, 2008. 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. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED, APPROVED AND ADOPTED this 4th day of December, 2007 1. Kelly McDowell, Mayor of the City of El Segundo G43 ATTEST. I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor and attested to by the City Clerk, all at a regular meeting of said Council held on the 4 day of December, 2007, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT. ABSTAIN: Cindy Mortesen, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney 2. L' 4 1 RESOLUTION NO. A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT FOR THE EL SEGUNDO FIREFIGHTERS' ASSOCIATION. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act must fix the amount of the employer's contribution at an amount not less than the amount required under § 22892(b) of the Act, and B. Government Code § 22892(c) provides that a contracting agency may fix the amount of the employer's contribution for employees and the employer's contribution for annuitants at different amounts provided that the monthly contribution for annuitants be annually increased by an amount not less than 5 percent of the monthly contribution for employees, until such time as the amounts are equal; and C. The City of El Segundo ( "employer ") is a local agency contracting under the Act for participation by members of the El Segundo Fire Fighters' Association. SECTION 2: The employer's contribution for each employee is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $956.00 per month effective January 1, 2008. SECTION 3: The employer's contribution for each annuitant is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $956.00per month effective January 1, 2008. 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. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED, APPROVED AND ADOPTED this 4th day of December, 2007 1. Kelly McDowell, Mayor of the City of El Segundo G 4 5 ATTEST: I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the 4th day of December, 2007, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT. ABSTAIN: Cindy Mortesen, City Cle 2. APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney RESOLUTION NO. A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICALAND HOSPITAL CARE ACT FOR THE EL SEGUNDO CITY EMPLOYEES' ASSOCIATION BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act must fix the amount of the employer's contribution at an amount not less than the amount required under § 22892(b) of the Act, and B. Government Code § 22892(c) provides that a contracting agency may fix the amount of the employer's contribution for employees and the employer's contribution for annuitants at different amounts provided that the monthly contribution for annuitants be annually increased by an amount not less than 5 percent of the monthly contribution for employees, until such time as the amounts are equal; and C. The City of El Segundo ( "employer ") is a local agency contracting under the Act for participation by members of the El Segundo City Employees' Association. SECTION 2: The employer's contribution for each employee is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $926.20 per month effective January 1, 2008. SECTION 3: The employer's contribution for each annuitant is the amount necessary to pay the full cost of his /her enrollment, including the enrollment of his /her family members, in a health benefits plan up to a maximum of $926.20 per month effective January 1, 2008. 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. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED, APPROVED AND ADOPTED this 4th day of December, 2007 1. Kelly McDowell, Mayor of City of El Segundo f �4i ATTEST: I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor fthand attested to by the City Clerk, all at a regular meeting of said Council held on the 4 day of December, 2007, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Cindy Mortesen, City Clerk 2. APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding a request from the Los Angeles County Fire Department Lifeguard Operations for use of Urho Saari Swim Stadium (The Plunge) at 219 W. Mariposa Avenue on January 11, 2008, and for a fee waiver per Municipal Code Section 8 -8 -7 (D) (1). (Fiscal Impact: $290) RECOMMENDED COUNCIL ACTION: 1). Approve the use request and waiver of use fees per El Segundo Municipal Code Section 8- 8-7 (D) (1): 2). Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The Los Angeles County Fire Department Lifeguard Operations has requested the use of the City of El Segundo's Urho Saari Swim Stadium (The Plunge) to hold a Lifeguard Winter Training on Friday, January 11, 2008, from 7:30 a.m. to 9 a.m. No more than 40 participants, including swimmers and timers, are expected to attend the training. The County is also requesting the City of El Segundo waive established applicable user fees of $290. City staff have been informed by the requestor that several layers of permanent County Lifeguard staff and supervisory staff must annually swim a 550 yard graded swim test and that the request to use The Plunge in El Segundo is due to many factors including proximity to County Lifeguards main office in north Manhattan Beach, The Plunge being an indoor pool, and many County staff have had positive training experiences at The Plunge. The County will ask other agencies in the local area too for pool time for upcoming 2008 testing. The Plunge aquatic programs activities will not be impacted during the time requested by the County and maintenance scheduled during this use time can be restructured to accommodate the use. ATTACHED SUPPORTING DOCUMENTS: Attachments: 1. Request from LA County for use of Urho Saari Swim Stadium FISCAL IMPACT: $290 Operating Budget: - -- Account Number: 001 - 400 - 5202 -4102 Amount Requested: - -- Project Phase: - -- Appropriation Required: _Yes X No ORIGIN /2/'5-0 7 and Brun ~,Recreation and Parks Director DATE: /L//Y/ � Jeff WaV, City Manager November 13, 2007 To Whom It May Concern, ATTACHMENT # 1 COUNTY OF LOS ANGELES FIRE DEPARTMENT LIFEGUARD OPERATIONS I am writing to request the use of the URHO SAARI swimming pool on Friday, January 11th, from 0800 -0900. We expect no more than 40 participants for our annual Permanent Lifeguard winter training. Training Staff will arrive to the pool at 0730 and the entire event will conclude by 0900 sharp. If you have any questions, please contact me any time. Sincerely, Ni,kkL h- uOtsoo- Nikki Hudson Los Angeles County Fire Department Ocean Lifeguard Specialist Training Coordinator 310- 939 -7210 Nhudson @lacofd.org Na ij J V L EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding acceptance of the Rehabilitation on the westbound lanes of Rosecrans Avenue from Douglas Street to Sepulveda Boulevard. Approved Capital Improvement Project. Project No.: PW 07 -08. (Final Contract Amount = $185,497.94) RECOMMENDED COUNCIL ACTION: Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; and (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On July 17, 2007, the City Council awarded a contract to All American Asphalt in the amount of $226,863.00 for the rehabilitation on the westbound lanes of Rosecrans Avenue from Douglas Street to Sepulveda Boulevard project. (Background and discussion continued on the next page.......) ATTACHED SUPPORTING DOCUMENTS: Notice of Completion Location Map FISCAL IMPACT: Operating Budget: Capital Improvement Program: Amount Requested: Account Number: Project Phase: Appropriation Required: $226,863.00 $185,497.94 106 - 400 - 8203 -8608 $ 35,000.00 114 - 400 -8203 -8808 $100,000.00 702 - 400 - 8141 -8646 $ 50,497.94 Accept the work as complete No ORIGINATED B DATE: Dan arcia, Assista t ity ngineer REVIEWED,B'S': rt, City Man r DATE: (LI()- ll 10 '.51 BACKGROUND AND DISCUSSION (Continued) The final contract amount of $185,497.94 represents actual measured quantities at the completion of the job. The total cost to the City is $86,231.80 which is funded by Gas Tax and Proposition C funds. A private sector contribution for one half of the project costs plus the additional striping on Market place is $99,266.14. All work has now been completed to the satisfaction of the City and staff recommends acceptance of the project. J Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Rehabilitation on the westbound lanes of Rosecrans Avenue from Douglas Street to Sepulveda Boulevard. Project No.: PW 07 -08 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: 1. The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of El Segundo 3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Street 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on November 27, 2007. The work done was: Slurry Sealing of Streets 6. On December 18, 2007, City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7. The name of the Contractor for such work of improvement was: All American Asphalt 8 The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows: Public Street. 9. The street address of said property is: westbound lanes of Rosecrans Avenue from Douglas Street to Sepulveda Boulevard. Dated: Daniel Garcia Assistant City Engineer VERIFICATION I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2007 at El Segundo, California. Daniel Garcia Assistant City Engineer Notice of Completions%PW 07 -11 053 � m ° �m zc C. � == | / �i x=° ION BLVD POW SSEPtJLVEDABLvD ' ! / — L;' � v �J '4 EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding acceptance of the project to install new custom cabinets at Camp Eucalyptus (641 California Street). Project No.: PW 05 -08. (Final Contract Amount = $17,882.00) RECOMMENDED COUNCIL ACTION: Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; and (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On July 17, 2007, the City Council awarded a contract to C.C. Layne and Sons, Inc. in the amount of $17,882.00 for the installation of new custom cabinets at Camp Eucalyptus. All work has now been completed to the satisfaction of the City and staff recommends acceptance of the project. ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: Dan Garcia, Assistant C REVIEWED,. . JefySrewart, City Manager sneer Camp Eucalyptus Trust Account $17,882.00 703 - 400 - 0000 -5101 Accept the work as complete No DATE: DATE: ( ), It z /G� 11 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Installation of new custom cabinets at Camp Eucalyptus Project No.: PW 05 -08 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of El Segundo 3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Building 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on November 20, 2007. The work done was: Repair of water damage at the El Segundo Library Children's area. 6. On December 18, 2007, City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. The name of the Contractor for such work of improvement was. C.C. Layne and Sons, Inc. 8. The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows: Public Building. 9. The street address of said property is: 641 California Street. Dated: Daniel Garcia, Assistant City Engineer VERIFICATION I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on Notice of CompletionslPW 07 -03 2007 at El Segundo, California. Daniel Garcia, Assistant City Engineer VJU EL SEGUNDO CITY COUNCIL MEETING DATE: DECEMBER 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: CONSENT AGENDA DESCRIPTION: Consideration and possible action to replace the City's copiers and fax machines with El Segundo based Xerox Corporation providing multi - functional devices which will scan, copy, email, print, and fax documents. (No fiscal impact) RECOMMENDED COUNCIL ACTION: (1) Authorize the City Manager to execute an agreement in a form approved by the City Attorney to replace copier and fax equipment by piggybacking the County of Los Angeles Contract #42669 for a five -year period with Xerox Corporation; (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The City currently has 20 analog or digital copiers of which 16 are on a month -to -month rental program from multiple vendors. The four remaining machines are on five -year contracts with Xerox Corporation (City Hall receptionist area and Human Resources Dept.) and Oce of North America (Police Records and City Clerk's office.) Additionally, there are approximately 66 black and white, color laser or ink jet printers in service, many of which utilize the City's network resources and 18 fax machines citywide. (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: Xerox Corporation Proposal FISCAL IMPACT: None Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: $137,700 $98,200 Citywide existing Residential Sound Wastewater Funds supplies.) Approval No departmental operating budgets (General Fund, Insulation, Equipment Replacement, Water and for copiers, printers, print charges, and operating ORIGINATED BY: DATE: orah Cullen EVIEWE usb� - Finance Director rt, City Manager DATE: / Z /,q /G I 12 BACKGROUND & DISCUSSION (Continued) Due to the advancing age of the City's copiers, printers, and fax machines, Information Systems and Purchasing staff began testing and analyzing technology for multi - functional devices (copy, print, scan, email, and fax) from all of the major manufacturers to determine which company's equipment operated best on the City's network infrastructure and provided the best overall user interface for City staff. After going through the on -site evaluation process staff narrowed down the list of vendors to Xerox and Sharp. After additionally analysis and testing of the various products it was determined that Xerox would be the best fit for the City. Xerox provided a no cost evaluation of the City, its enterprise environment, and the products being utilized, and based on this evaluation a recommendation was submitted to the City. Xerox provided the City with County of Los Angeles piggyback pricing which they further discounted. This fixed five -year program includes software upgrades, maintenance and all supplies except paper. Consolidating the copier, fax and printer machines with multi - functional devices will help streamline the City processes and utility energy costs will be reduced. The City will also be instituting a Shared Volume Plan, which pools the volume across the entire City network of multi - functional devices on a quarterly basis similar to sharing cell phone minutes. The software will provide management reports detailing conservation efforts such as double -sided printing and scanning. The result of these efforts will significantly reduce costly overage charges. In addition, the quarterly volume reports will enable staff to monitor the equipment ensuring device placement is optimized. As requests for maintenance and support services are received by the City help desk, it will immediately contact Xerox to dispatch its experts. Outsourcing the supplies and servicing of the City's document technology to Xerox will eliminate the local support provided by the City's IT personnel enabling them to focus on their core competencies. Along with the benefits to the IT staff, the Xerox solution will help the City reduce document - related costs substantially by optimizing device placement and utilization. Highlights of the benefits to the City: 1. Environment Impact Xerox provides a free recycling program for its consumable supplies. The used supply items are returned to Xerox in the same packaging that new supplies are received. Xerox even provides shipping labels at no cost to the City. These supply items are them remanufactured and reused by Xerox. Xerox equipment is also Energy Star 4.0 compliant. This efficiency can provide up to a 50% energy saving over the City's current Sharp copiers. Additional energy savings can come from the removal of existing printers and fax machines and shifting the workload to the new Xerox networked multifunctional equipment. 4 058 BACKGROUND & DISCUSSION (Continued) 2. Financial Impact This solution will not cost the City more than it is currently spending through existing equipment operations budgets and the pricing is fixed for the five -year term of the contract. There will be savings through the Equipment Replacement Fund due to equipment (printers and fax's) no longer being replaced or future budget allocations necessary. The solution includes all supplies except paper and staples. 3. Security Impact The Xerox solution will provide a secure printing, copying, scanning and faxing environment for the City. City employees will be provided with their City ID cards which they will use to log on to the equipment. The City will have an audit trail of documents that are printed, faxed, copied and scanned by employees. Xerox devices also have the highest level of security in the industry, and are certified by the U.S. Government. The City's current Sharp copiers do not meet this standard. 4. Productivity Impact The multifunction office equipment is designed to handle multiple tasks at the same time. This will provide the City's employees state of the art equipment to get their work done in a more efficient manner. Tasks such as faxing will be handled in a paperless fashion and scanning documents to a digital format for storage and retrieval will become much easier. The Xerox equipment has a common look and feel, so that City employees will feel comfortable using equipment outside of their own area. Each department's new Xerox equipment will be much faster and more productive than the current equipment. XEROX. Technology I Document Management I Consulting Services Proposal for:: The City of El Segundo ................. .. ...............................................:.............................................. ............................... . . . Prepared by: West Interian October 31, 2007 02001 Xerox Cbrpbrabbn Xerox and an Xerox products mentioned n T4 publication are trademarks of Xerox Corporation till non -Xerox trademarks and copyrights remain Me property of Me.r owners The contents of Ta proposal are cons -dered to be Xerox pmale data and are provded for ere exdusrve use of a designated customer The contents here.n may not be reproduced w thou) the spec ?ic written pMmSSron of Xerox Corporation This proposar s for informational purposes onry and does _ not constitute a contract or an Offer to contract Should you end Ih -s proposal of -nteresl we would be bleased to submit contract lerms uU Proposal For The City of El Segundo WorkCentre 7655/7665/7675 Advantages • Productivity - Well- suited to the demands of a multiple user environment • Installation and Deployment - Easy installation; central distribution of print and scan drivers • Easy to Use and Manage - intuitive, consistent user interface; Extensible Interface Platform (EIP) • Reliability - Designed and built for demanding use and backed by a quality organization • Versatility - Can grow with changing demands • Finishing - Can provide the distribution -ready documents that you require • Security - Able to keep your confidential information safe • Cost Control - Can monitor and control cost of printing Product Overview: WorkCentre® 7665 The WorkCentre 7655/7665/7675 is an advanced multifunction system that copies /prints at a rated speed of up to 65 /50ppm color /black -and- white. The WorkCentre 7655/7665/7675 brings powerful productivity to any office. Modular design and upgradeable configurations enable The City of El Segundo to purchase a copier only and then incrementally upgrade to a fully featured advanced multifunction system as The City of El Segundo's needs grow. Xerox designed the system as a departmental color device to meet monchrome needs without sacrificing color performance. Product Highlights ■ Modular and upgradeable - Start with a copier - Add network printing and scanning - Upgrade to an integrated system that includes Scan to PC Desktop and scan to PDF, network file server, document management system, e-mail, and fax - Add throughput and finishing options and customized network accounting solutions • Improved scan export compression (MRC, JBIG2) - Reduces traffic on the network and speeds documents to their destination • Media support - Accepts a wide range of paper and specialty media in weights up to 110 lb cover, and custom sizes up to 13 x 19 ". • Large paper capacity - 3,260 sheets plus an optional 2,000 -sheet high capacity feeder • Choice of three finishers - Advanced Finisher - Offers 50 -sheet multi - position stapling and hole punching - Professional Finisher with Booklet Maker - Provides saddle- Awards stitched booklet making, v -fold, stapling, and hole punching for Buyers Laboratory Inc. selected folding for professional looking distribution -ready output the WorkCentre 765517665 - Light Production Finisher - Features include optional folding, "Picks of the Year" as wire -cut stapler, booklet maker, and post - process interposer. Outstanding Segment 4 Business Color MFPs, Fall 2006. Optional C and Z folding is available, with support for Letter, Ledger, A4, and A3 paper sizes. In its 2007 Color Copier Guide, ■ Security features - Include Secure Print, submitted for Common Better Buys for Business Criteria Certification, Secure Access, Encrypted Disk, Image awarded an "Editor's Choice" designation to the WorkCentre Overwrite, Embedded Fax, Device Access Password Protection, IPv6 7655/7665. Xerox Confldential October, 2007 2 b\ Proposal For The City of El Segundo network routing and 802.1 x security protocols, IP Address Restriction (IP Filtering), Secure Scan, Secure Device Administration Xerox Confidential October, 2007 3 Proposal For The City of El Segundo Speed Dual Cycle Bass Device lMernory Paper Handling Paper input Sandard Optional Finishing options Security Accourding Copy First page -out time Output resolution Hard drive Copy features Print Processor, PDL Support Connectivity Output resolution Hard dnve Pnnl features 512 M8 Duplex Automatic Doct ind Fafldsr. 250 sheets Trays 1 -2: 500 sheets each. Sae Custom sizes up to 11 x 17,n A3 Tray 3: 870 sheets Size 85 x 11 in , A4 Tray 4:1.140 sheets. Size 85 x 11 in /A4 Bypass Tray (Tray S): 250 sheets Sae Custom sizes up to 13 x 19 in.1 SF(A1 Total 3.260 sheets Fax Secunty Secure Pnnt. Audit Log. Secure Workflows. 802.1 x SNMP V3. Network Authentication Device Access Password Protection IP Filtering Disk Image Overvme imemal Aud4ron Xerox Standard Accounting (Copy Pnnt Scan, Fax. EmaU. Addiboref Job Based ACmumxtg Options aiaxable As fast as 5 5 seconds black - an0-wh4e 18 9 seconds color 2400 x 2400 dpi 40 GB (minimum) Automatic two—sided auto reduction and enlargement (251.- 400 10). auto paper select auto tray switching mued -sized originals booklet creation. image quality enhancements Build Job. took copying! two -sided book copying auto color selection. transparencies booklet creation, mull-up. invert image covers annotation and Bates stamping (with color capability) inserts and tab copying sample set and job Storage heavy-wMht paper 18 GFV Athion' 1 PCL 5C PCL 6 emulabou. PostScnpt 3 language support. PDF v1.5 111100 Base -TX Ethemet 2400 x 2400 dpi 80 GB (min mum) Delay. Sample and Secure Print. simultaneous rip, receae. Program Ahead. queue -process and transmit. Bi-directional print drivers. Pape-fevel programming Tab priming. Embedded Web Setwi for remote controPmonnor /setup Job monitoring at device and at desktop Fax Fax options Walk -up Fax (one-line and nvo -line options). LAN Fax Internet Fax. Network Server Fax Scan Scan speed (,win DADF) 80 ppm black- and -white 150 ppm color Scan options Network scanning Scan to email. Scan to PC Desktop Scan to Mailbox. Scan to searchable POF and XPS 011wr Options Foreign Device Interface. Xerox Copier Assistant. USB 2.0. Xerox Secure Access Und ed ID System Xerox paper and specialty media Unrivaled service and support Xerox oflers a broad portfolio of dig tally optimized paper and specialty media Behind every Xerox products a large customer support network that s unrivaled in mAng it easy for you to maximize the capabumes of your WorkGentre 7655 t 7665 f the industry and available when you need it Xerox service professionals use leading- 7675 device You'll nave me hex burry to create a vanery of applications. such as cus- edge technologies to keep you up and running. They re even linked to the engineers tomized newsletters. posters brochures labels ID cards and durable documents who designed your product so you can be confident when you choose Xerox ° •rr • C&US CE XC. aIAD' CMP:aA -UA A• f1pK tiro• Cr - -f.n .. vrJ...n. .r a =i L�,ruo V a '; —, Stan t..• rwi,s , C ,—.a oafrm.�. a 4r,7a C:ADODArvx .. v.. un.r„ 5--k �•.f0e,+u�1 :� "V•,,�K naf...Yar tl br'i in D[( �• J �.).'r b uJyrw. d �+. ..�� DAOU•: A: wr Cu[p4. S1Yr l.Yxn• x[W,t r,p.,..riv,I.C\ ••u .1•�f•n.ncC 0.11'�wY V. �.'- ,non. iM f u!Rr.r 5'Ap Qv ]r •fa'O .�.•� :fl.•.t. M . JOI rYaa:rnr •:.ope 6•. .nrpn� In. •�.xG�S�+ ✓•u .r0 roy„[r irya�w.o VS �a.i,..�• ... r�rrr,••w�. �rnay Sr�.[n inr JC.uua.N nl.n �W m.. t «u•y n.[�r r,a�...' wigti'atr f�...�u.n.m. Croy. ,r m n�f0.r lix• a M fT,lOnnV^ n• �rin�aly r� l•.1' J na r • .^ �n [n�npr .nr , n.0.f ' 1' Xerox Confidential October, 2007 4 `,63 PRODUCT SPECIFICATIONS WorkCentreo 7655/7665/7675 _ T s Convenience - -- Stapler rr M Offset Caren t e r Trdy _ j Hrgn•Caparrre —�-- pie Advanced Proless,onal trgntProducton finisher W feeder Base Unit e • Fmrsner e -S F,n,sner i ,m optanarfolder Speed Dual Cycle Bass Device lMernory Paper Handling Paper input Sandard Optional Finishing options Security Accourding Copy First page -out time Output resolution Hard drive Copy features Print Processor, PDL Support Connectivity Output resolution Hard dnve Pnnl features 512 M8 Duplex Automatic Doct ind Fafldsr. 250 sheets Trays 1 -2: 500 sheets each. Sae Custom sizes up to 11 x 17,n A3 Tray 3: 870 sheets Size 85 x 11 in , A4 Tray 4:1.140 sheets. Size 85 x 11 in /A4 Bypass Tray (Tray S): 250 sheets Sae Custom sizes up to 13 x 19 in.1 SF(A1 Total 3.260 sheets Fax Secunty Secure Pnnt. Audit Log. Secure Workflows. 802.1 x SNMP V3. Network Authentication Device Access Password Protection IP Filtering Disk Image Overvme imemal Aud4ron Xerox Standard Accounting (Copy Pnnt Scan, Fax. EmaU. Addiboref Job Based ACmumxtg Options aiaxable As fast as 5 5 seconds black - an0-wh4e 18 9 seconds color 2400 x 2400 dpi 40 GB (minimum) Automatic two—sided auto reduction and enlargement (251.- 400 10). auto paper select auto tray switching mued -sized originals booklet creation. image quality enhancements Build Job. took copying! two -sided book copying auto color selection. transparencies booklet creation, mull-up. invert image covers annotation and Bates stamping (with color capability) inserts and tab copying sample set and job Storage heavy-wMht paper 18 GFV Athion' 1 PCL 5C PCL 6 emulabou. PostScnpt 3 language support. PDF v1.5 111100 Base -TX Ethemet 2400 x 2400 dpi 80 GB (min mum) Delay. Sample and Secure Print. simultaneous rip, receae. Program Ahead. queue -process and transmit. Bi-directional print drivers. Pape-fevel programming Tab priming. Embedded Web Setwi for remote controPmonnor /setup Job monitoring at device and at desktop Fax Fax options Walk -up Fax (one-line and nvo -line options). LAN Fax Internet Fax. Network Server Fax Scan Scan speed (,win DADF) 80 ppm black- and -white 150 ppm color Scan options Network scanning Scan to email. Scan to PC Desktop Scan to Mailbox. Scan to searchable POF and XPS 011wr Options Foreign Device Interface. Xerox Copier Assistant. USB 2.0. Xerox Secure Access Und ed ID System Xerox paper and specialty media Unrivaled service and support Xerox oflers a broad portfolio of dig tally optimized paper and specialty media Behind every Xerox products a large customer support network that s unrivaled in mAng it easy for you to maximize the capabumes of your WorkGentre 7655 t 7665 f the industry and available when you need it Xerox service professionals use leading- 7675 device You'll nave me hex burry to create a vanery of applications. such as cus- edge technologies to keep you up and running. They re even linked to the engineers tomized newsletters. posters brochures labels ID cards and durable documents who designed your product so you can be confident when you choose Xerox ° •rr • C&US CE XC. aIAD' CMP:aA -UA A• f1pK tiro• Cr - -f.n .. vrJ...n. .r a =i L�,ruo V a '; —, Stan t..• rwi,s , C ,—.a oafrm.�. a 4r,7a C:ADODArvx .. v.. un.r„ 5--k �•.f0e,+u�1 :� "V•,,�K naf...Yar tl br'i in D[( �• J �.).'r b uJyrw. d �+. ..�� DAOU•: A: wr Cu[p4. S1Yr l.Yxn• x[W,t r,p.,..riv,I.C\ ••u .1•�f•n.ncC 0.11'�wY V. �.'- ,non. iM f u!Rr.r 5'Ap Qv ]r •fa'O .�.•� :fl.•.t. M . JOI rYaa:rnr •:.ope 6•. .nrpn� In. •�.xG�S�+ ✓•u .r0 roy„[r irya�w.o VS �a.i,..�• ... r�rrr,••w�. �rnay Sr�.[n inr JC.uua.N nl.n �W m.. t «u•y n.[�r r,a�...' wigti'atr f�...�u.n.m. Croy. ,r m n�f0.r lix• a M fT,lOnnV^ n• �rin�aly r� l•.1' J na r • .^ �n [n�npr .nr , n.0.f ' 1' Xerox Confidential October, 2007 4 `,63 Proposal For The City of El Segundo l A Pm a !! — I The Color Capable Value Proposition • Affordable color, same as black - and -white running costs • Saves money by consolidating assets and controlling color costs ✓ Provides the same features available on black -and- white multi- function devices ... plus color when you need it WorkCentre 7328/7335/7345 Beats the Competitionl ✓ Productivity Product Overview: WorkCentre® 7328/7335/7345 The WorkCentre 7328/7335/7345 are workgroup multifunction products that deliver black - and -white printing and affordable color capabilities for small -to- midsize businesses or enterprise workgroups. Product Highlights ■ Productivity - Fast print and copy output in color at up to 35 ppm and 45 ppm in black- and -white supports heavy workloads - Large color touch screen interface provides easy access to all advanced features so you get your job done fast - Xerox Extensible Interface Platform'`" (EIP) allows document - related software applications to be accessed on the user interface to improve workflow and minimize time at the device - No waiting at the device because users can simultaneously print, fax, and scan or copy ■ Color - Image quality - 1200 x 1200 dpi print resolution - Emulsion Aggregation (EA) High Grade Toner produces better image quality and increased toner yield - Can achieve greater cost control of all printing, copying, faxing, and scanning jobs with Xerox Standard Accounting - Limit color access to specific users or groups via password/PIN ■ Security - Easy ID card -swipe solution with Xerox Secure Access Unified ID System"4 provides quick access to functions that need to be secured or tracked within your current security infrastructure - Encrypted hard drive secures all copy, print, fax, or e-mail jobs stored on it - Safe e-mail and fax transmissions with encryption and password- ✓ Easy to install and Deploy protected PDFs ✓ Ease to Use and Manage - Follow -You'll Printing feature lets users submit jobs to a secure print queue for printing on any available networked device after ✓ Reliability user authentication. ✓ Versatility ■ Software Solutions ✓ Security - The WorkCentre combined with innovative software solutions ✓ Cost Control from Xerox and Xerox Business Partners can help contain costs, share knowledge, accelerate workflow, integrate paper and electronic documents, and manage and distribute documents effectively. Xerox Confldential October, 2007 5 64 Proposal For The City of El Segundo Xerox Confidential October, 2007 6 !165 Proposal For The City of El Segundo PRODUCT SPECIFICATIONS WorkCentreo 7328/7335/7345 400d Duplex a„ro,nar,r Duerr Clde — — - - 80,O001maget / Mon dA - - 130,0001mag" / month - Device_Msnrory Document feeder Paper H-WNM Paper Input Standaro Duplex Aulomabe Doeurnernl Feeder. 75 sheets (based on 80 gsin paper) Bypass Tray: 100 sneets Sire 413 x 5 83 in to 12 x 18 In / 105 x 148 min to SRA3 Base unit with Optional TBne Tav OOw (TdO Z.18libnW: Adds ttlree 52OSheet paper tt4t Sias: 55 x 72 6L tD 11 x 17 in. / 139.7 x 182 mm 1D A3- One 520 Sneer one SOl of toy tuff one 1410D sheet tray Slzi 8.5 x 11 h / A4 Paper output Standard Paper Tray Optional Ob Fb&m IAOD* et BbCkar, 50.911101 rt i ft nitlfirt eta" Higlr�apaCty _ het1M1lieW Fbifilli shW s0dw arld Ol -d1eN tbp bV. and hole_"td>, 9adae- stitdl_boofdet mtli er, Vfdd -- Tandem Trav Option Fax security. Secure Print Image overwrite secunry Password Protected PDF Encrypted D sk Drive and Email and Print Channel via SSL/TLS Encryption. Secure Access Accounting Trer Tray Office hrrrsner Affianced Process dna, Copy ic—a' I Option Office Fmrsrter F +rtr,1t2/ Copy resolution • • 1 1 it 400d Up b28 bl - md-WM10 i 25 opm i p.1D 1te ! 36 mm cdor Duerr Clde — — - - 80,O001maget / Mon dA - - 130,0001mag" / month - Device_Msnrory 1 GB minimum plus 40 GB hard orive - - - - - Paper H-WNM Paper Input Standaro Duplex Aulomabe Doeurnernl Feeder. 75 sheets (based on 80 gsin paper) Bypass Tray: 100 sneets Sire 413 x 5 83 in to 12 x 18 In / 105 x 148 min to SRA3 Iraj 1: 520 sheets Sae 5 5 x 7 2 In to 11 x 17 in / 139 7 x 182 mm to A3 Optional TBne Tav OOw (TdO Z.18libnW: Adds ttlree 52OSheet paper tt4t Sias: 55 x 72 6L tD 11 x 17 in. / 139.7 x 182 mm 1D A3- ftVQW@ y %SON * (T*l 3.10 9 fly Adds one 520-s M paper tray, Site: 5.5 x 72 in. to 11 x 17 in. ! 139.7 x 182 mm to A3. one SOl of toy tuff one 1410D sheet tray Slzi 8.5 x 11 h / A4 Paper output Standard 400-sneet offsetting Center Catch Tray (200 sheets w the Finisher option) Optional Ob Fb&m IAOD* et BbCkar, 50.911101 rt i ft nitlfirt eta" AIrM09ill 011111te 3,0003ttept 9tebtolr and 50Dst1eet bD tray, 5Qi11e1t mdtipoelBen s4pluq 1u10 tttyl pte I) het1M1lieW Fbifilli shW s0dw arld Ol -d1eN tbp bV. and hole_"td>, 9adae- stitdl_boofdet mtli er, Vfdd -- Seeurity Fax security. Secure Print Image overwrite secunry Password Protected PDF Encrypted D sk Drive and Email and Print Channel via SSL/TLS Encryption. Secure Access Accounting Auddron - Xerox Standard Accounting - Copy Print Fax. Scan Network Accounting (Business Partners). _Color Access for copy and print via Active Directory - - -5 Copy First page out tine - - - -- - - AS fast as 57 9eoords Dkdc�rld'v+TtRe 175 searlds rx11a - - Copy resolution 600 x 600 dpi - Copy features Automatic two-sided Coot touch screen Interface Electronic pre- cohahon. Automatic fray selection. Build Job. NegatrveMluror Image Automatic booklet creation Multi -up Auto RE. Mixed sae originals Covers Insertion. Sample set. Book copying Store and recall pb programming. Annotation. Auto color selection. Area designation Poster mode Watermarks. Conlon photo mode Print Processor PDL 667 MHz / Aoobe PostScript 3 XPS HP -GL2 PCL 5c / PCL 6 emulators Connectivity 101 0OBase -TX Ethemet 1OBase2 1 OBase5 (via adapter) OSB Ltional). Wifeless Ethernet 80211 b Ivia third -party adapters) Print resolution 600x 600 api 600 x 600 x 8 dp,.1200 x 1200 dpi Print features Automatic I.vo••sided. Secure Print Delay print Sample set, Booklet creation. Cover selection. Paper selection by attribute. Mult -up. Watermarks - - T - Banner sheets Fit to new paper sae Transparency Interleave Output tray selection. Store and recall driver settings Fax Optional Fax features Scan Ootionai Scan features OINK Opth)m r r'1 Total satisfaction, guaranteed = � � , The exclusive Xerox Total Satisfaction Guarantee. recognized as unique in the Industry. guarantees your sairstaction I Mac � If Yo u are not totally satisfied with Yo ur Xerox equipment. Xerox vAll. at your request. replace It witno t C r ge ra;'xE4 . ;P3W;T,e)pl4 , c�.v.., a. I.. ne.v,. w,I .-Y dv4'pr Y. ✓xCr or . sm •,�.. �.. ea:•: v.;jP I(;.�c0[un0•r �. w::•1,11 , a���.nu'nr ctrl ryl yr'f ;4 •IH A•'. "'S"'Or L'a >WSR I )r..I. <p.:r,C"ad ^9n: L t,:p sG 114> :,'..:n.. In . "a.11. um.o$I ..r. 1. M.•fc •n,i:. Vii .:. n;:l .,x•n r. .Lr P,.,.a'. u'rY Ip c -• .'; - � . .. C xJ'1a.:�r - •ti'r :4Y�:y.aGl..1, Vlvo x[ROx(pit,�:. Dl. +i - u.cw r- I,lAAil >W'.. .,,r.'.'nr'i•" ... G':ou.'.n'. ta. P W. l[< 1 -- Jr +.i I.4- narlvr -IMl '. Xerox Confidential October, 2007 7 �)6' Proposal For The City of El Segundo 1M Value Proposition ✓ Easy to install, use, manage, and maintain ✓ Affordable - Priced Like a printer; priced for all workgroups; run costs are better than desktop all -in- ones; copier -only choice available ✓ Best -in -class features; complete integration of all features and functions; Xerox WorkCentre 4150 vs. the Competition • Fax Forward to E -mail • Job Queue Management via front panel and via Web browser • Print Around • Full 8.5 x 14 in. platen glass • Two -sided printing standard • Smaller file size for scanned documents • PC Fax integrated into print driver, no separate driver • Two -sided printing standard • Finishing features • Easy access to paper jams • 1200 dpi at full print engine speed Product Overview: WorkCentre 4150 The WorkCentre 4150 is a robust, reliable, and cost effective monochrome, multifunction system that meets small and workgroup office requirements as well as the enterprise with copy, print, fax, scan, and e-mail features. The scalability of the 45 ppm WorkCentre 4150 allows it to fit the needs of a small business or workgroup as a tabletop unit as well as the demands of the enterprise with its remote management capabilities. Xerox offers the 4150 in four configurations: ■ 4150 - Digital copier only version ■ 4150s - Copy /print /scan to e-mail ■ 4150x - Copy /print/scan to e- mail /fax ■ 4150xf - Copy /print/scan to e- mail /fax /50 sheet finisher The 4150xf model received a "Pick of the Year" award from Buyers Laboratory Inc. in 2006. The 4150 s /x/xf models received a 2007 Editor's Choice award from Better Buys for Business. Product Highlights • Productivity - Overall: Job Queue Management; Print Around; Load Paper While Run; Paper Selection and Validation; Copy: Fast first - copy- out -time, touch - screen user interface, ID Card Copy; Print: automatic two -sided printing; Scan (MFP models): Scan to E -mail (standard), Network Scanning (optional), FreeFlow® SMARTsend'" (optional), Nuance PaperPorto (standard), Nuance®OmniPageo (standard); Fax (standard on x /xf models): Up to 33.6Kbps, up to 200 speed dial entries, 199 broadcast groups and destinations • Deployment - Easy to install; easy to deploy • Ease of Use and Management - Consistent user interface, bi- directional drivers; accessible advanced features from front panel; integrates seamlessly into virtually any network environment; third party management integration; Xerox Office Services for managing document output and asset infrastructure in the office. • Reliability - Engineered to minimize user intervention and downtime; certified network reliability • Versatility - Variety of configuration options; optional finisher optional offers 50 -sheet stapling and 500 -sheet stacking; upgradeable; Xerox business partner solutions • Security - Analog fax and network isolation, authentication, encrypted e-mail, secure print; optional, advanced security features available include: Audit Logging, Disk Image Overwrite, Fax Forward to E -mail, Print Channel Encryption, Secure Data Protocols Xerox Confidential October, 2007 8 ;,61 Proposal For The City of El Segundo ■ Cost Control - Includes utilities for tracking and managing costs: Device Auditron, Xerox Standard Accounting (XSA), and third party enablement for accounting Xerox Confidential October, 2007 9 • • Proposal For The City of El Segundo PRODUCT SPECIFICATIONS WorkCentre 4150 :1 I r-1 CONFIGURATIONS 440tilLentre 4151 ffrifIlLeriffe 4150s n r Speed Up to 45 ppm letter / A4) Duty Cycle Up to 200 000 pages / month Paper Handling Pacer Input Duplex Automatic Doeumenl Feeder. 50 sheets Bypass Tray: 1 OD sheets Sue 3 86 x 5.83 in to 8 5 x 14 in / A6 to A4 (105 x 148 5 mm to 279 x 356 mm) Tray 1: 500 sheets. Sue 4 x 6 in to 8 5 x 14 in / B5 to A4 (176 x 250 mm to 279 x 356 mm) Additional Trays Optional Tray 2: 500 sheets - _ 1'ay3:500stM1E Optional 1q 4: SODSIuels - - Paper Output -- 500 sheets automatic rwo-sded Finishing Optional FTalebC 5Q•s" single poplbn staping Copy First- Page -Out Time As fast as 5 seconds Copy Resolution 600 x 600 dpi Copy Features Automatic two-sided. Collation. Reduce/Enlarge. Book Copying. Mixed-Size Originals. Edge Erase. Booklet Creation Covers Transparency Separators lil it) Card Copy Print First-Page Out Time NA As fast as 8 seconds Print Resolution NA 600 x 600 dpi. 1200 interpolated Memory (standard / maxi NA 256 MB / 384 MB plus 40 GB Hard Drive Processor r PDL NA 400 MHz/ PCL 5e. PCL 6. compatbie with PostScript' 3"' Connectivity NA 1Gn00 BaseT Ethernet (Win va 3rd parry) Pr nt Features NA Automatic two- sided. Watermark. Secure prim. Delayed print. Sampe set. Cover selection. Paper selection by attribute. Toner saver. N -Up. Minor image. Negative Image. Image rotation Saved settings. Booklet creation. Fit to new paper size. Collation Sean - - Scan Destinations NA Scan to Email, Optional Network Scanning. SMARTsend . Xem Business Pa trw Solutions Scan Features NA PDE JPEG. TIFF. Mu1G -page TIFi. Nuarrc>4` PaperPort SE 10-0,a—rid Om*aW 4 0. Color Scanrsrq Scan Speed: up to 45 Ipm BAM Miler). 43 rpm EVW (A4) Security NA Secure Email via SSL. Newyork ANhenW on (SM8. secure LDAP and Kerberos) Fax Optional T Embedded Fax (33.61taps wtth JBIG Wiripression), Optional: Server Fax Fax Features Optional Malbmc Polling. Saco* Fax Color in Irarsmission Accounting Standard Imemal Audition tracks copy and fax. Xerox Standard Accounting optional New o Accounting Kit and Xerox Business Patter Solutions Other Options Foreign Device Interface. 256 MB Memory Upgrade (adds additional 128 MB). Network Scanning. Cabinet. Image Overwrite. Server Fax Enablemem Device Management Centreware Internet Services. CentreWare Web. NDPS and HP Openview Media Handling Bypass Tray 16-53 lb bond 160200 qsm Tray 1 2 3.4 16x32 b bond / 60 -120 qsm Duplex Automatic Document Feeder 12 -32 lb bond / 50 -120 qsm Media Types Paper. envelopes labels transparencies Operating Environment Temperature' Maximum Range 50' -90'F / 10' -32'C. Recommended Range 61•- 86•F/16' -30'C Humidify. Maximum Range 20-80%. Recommended Range 30 - 70 °e Electrical Power 110 -127 VAC 60 Hz and 220 -240 VAC. 50 Hz Power Consumption Average 748 waits Power Saver Mode 32 5 watts ENERGY STAR Compliant Dimensions (WxDxH) Without Finisher. 24 5 x 19 x 24 in. / 622 x 483 x 610 mm. With Finisher 395x19x24in / 1003 x 483 x 610 mm Weight Without Finisher 110 Ito / 50 kg. With Fnisner 13214 160 kg S I' *Del Ywd �n accordance win 401EC +9752 Y -Nd inn wary baud on image area ooverape and Drni moue - "Y -ero win vary doWding on ph run length mach SO arq Dr,enutwo Agency Approvals UL CE Semko upp les Starter Toner - average 10.000 standard pages' Standard Toner - average 20.000 ME& standard pages' Drum Cartridge - approx 55.000 pages" o. CyD X"not rpin,i iMN' w:r.. •SMV•Mr�.n N nf nL'. rAs -•Y nM Y 1' ... .ta J ! vI. :4yri..-, r_r. of I—. M J Mef'eM 4J.P ;n,.' M •.wnl t'.>sn1' . mono:7 a •.•• Srf1n: aR4'1•. ova al' ti . -a"., c, ,.'i :nnio]ri [ Y i.v iro :n >•T.f Ns3- �+n/•.'�•MM 4(lut nYY'w rr(o�.;rY 0�/.. -C ry fnye: IrrU�K111�.Y ^nJ-nf -wined .w !/.^ i't :.Mir rt �n...y ...n!^a4t .l Xerox Confidential October, 2007 10 J0i Proposal For The City of El Segundo Xerox Confidential Proposed System Costs System Item All Xerox Products Qty: 15 2-7665 6-7345 6-7328 1 -4150 Proposed 60 Month Lease Base Maintenance #t of Copies included Excess Copy Charge B & W All Color on 7665 & 7345 All Color on 7328 SmartSend Professional for all devices Streem Center 4 Port System — Equitrac Solution Maintenance for the term of the contract. This pricing is fixed for the 5 year term and is a Fair Market Value Lease. It includes all supplies except paper and staples and does not include tax. $4,562.96 Included 115,600 pooled $00.0085 $00.089 250 free color prints per machine per month $00.079 $280.73 $929.52 $719.50 With the pricing being fixed for five years it will be easier for the City to budget for this expense. The Fair Market Value Lease is the most flexible acquisition method Xerox offers. Moving is this direction will enable the City to benefit from the latest technology which is aimed at allowing employees to get their work done faster and smarter. This pricing is the last and final pricing. It is good only for order and installation in 2007. October, 2007 I 7 n Proposal For The City of El Segundo Cost Comparison: Present vs. Proposed Cost Item Present Costs Proposed Costs Monthly Copier Costs $6,022 $6,838.65 includes HR & Mailroom. Est. Monthly Printer Supply $1200 Included in Costs agreement. Monthly Amortized Printer $343 No longer Replacement Expense required Monthly Amortized Fax $916 No longer Replacement Expense required Monthly Telephone Line $440 No longer Expense from fax machines. required Tax Included $56419 Final Cost Comparison $8,921 $7,402.84 plus color prints Equitrac Add On $778.48 Including tax Xerox Total Satisfaction Guarantee (TSG) If you are not totally satisfied with any Xerox equipment ordered under this Agreement, Xerox will, at your request, replace it without charge Xerox Confidential October, 2007 12 L Proposal For The City of El Segundo with an identical model or, at the option of Xerox, with a machine with comparable features and capabilities. This guarantee will be effective for 3 years following initial Equipment delivery, unless the equipment is financed by Xerox for more than 3 years, in which event it will be effective during the entire term of Xerox financing (except for certain previously- installed models which receive coverage for one year). This guarantee applies only to equipment which has been continuously maintained by Xerox or its authorized representatives under a Xerox express warranty or Xerox Maintenance agreement. Applicable in the United States only. Comprehensive Maintenance Programs Xerox offers a variety of comprehensive maintenance plans and service options to protect your investment in the (product name). Our objective is to ensure maximum operability for your business. Rest assured that Xerox —one of the largest service providers in the nation — provides the maintenance you need to meet your operational requirements. Our Full Service Maintenance Agreement offers you the following features and benefits: Feature Attribute Benefits Service when you ■ On Call, Online, On -Site Around the clock expert need it, the way you 0 Available 24 hours a day, support need it 365 days a year ■ Certified support centers, Live and personal ■ First- and second -level technical support with one call Highly Skilled ■ Dedicated to your account Maximizing Performance Customer Service for personal attention and Reliability Engineers . industry, network and manufacturer - certified ■ Instant access to global knowledge sharing database of technical solutions and innovations State of the Art ■ Wireless laptops deliver Maximizing Technology information at the point of Responsiveness and need Uptime ■ Remote call dispatching Xerox Confidential October, 2007 13 7? Proposal For The City of El Segundo Xerox Confidential 073 Feature Attribute Benefits speeds response time ■ Radio service networks for instant team communication and support Product Software ■ The latest software Maximizing Availability upgrades and Productivity ■ Patches and support ■ Diagnostic software October, 2007 14 EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to retain Alliance Resource Consulting to conduct an executive search for the position of Director of Public Works (Fiscal Impact: not to exceed $22,500) RECOMMENDED COUNCIL ACTION: 1) Authorize the City Manager to execute a professional services agreement, in a form approved by the City Attorney, with Alliance Resource Consulting in an amount not to exceed $22,500.00; 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The Director of Public Works position has been vacant since last month. After looking into the local "market" for eligible candidates, the Human Resources Department has determined that it will be necessary to conduct an extensive search for a suitable candidate to fill the position. Accordingly, staff is recommending that the City retain a professional recruitment services firm to conduct the necessary search. Over the years, the City has utilized several different firms for that kind of work. Recently, Bob Murray and Associates and Alliance Resource Consulting have performed successful searches for department head positions in El Segundo. Staff has attached proposals from both firms for the City Council's review. In terms of cost, the proposals are very close. The cost of retaining either firm would not exceed $24,000 dollars. Both firms are experienced, and have access to the talent pool necessary to fill the Director of Public Works position. (Please see attached page marked "Background and Discussion" ATTACHED SUPPORTING DOCUMENTS: Proposals from Alliance Resource Consulting and Bob Murray & Associates. FISCAL IMPACT: $22,500 Operating Budget: Amount Requested: $22,500 Account Number: 001 -400- 2101 -6214 ($11,000); 001 - 400 - 2506 -6201 ($5,750); 001 - 400 -2101 -6214 ($5,750) Project Phase: Appropriation Required: _Yes X No r. Citv Manager : Uecemuer 1 3 Background and Discussion (con't): Staff is recommending that the City Council authorize the retention of Alliance Resource Consulting to complete the necessary search. Alliance has just completed a search for the Director of Public Works position in another local jurisdiction and has developed extensive recent contacts in the field. Additionally, the firm is based in Long Beach and would be accessible as needed by the City Manager and Human Resources staff. Alliance estimates that it will make final recommendations to the City Manager within 90 days of commencing the search. Due to the holidays, the search would not commence until the first week in January. The work plan includes the publication of ads in Western City, Jobs Available and other trade publications tailored to the profession. If approved by the City Council, the cost of the search would not exceed $22,500. cJ '15 EXECUTIVE RECRUITMENT SERVICES DI RECTOR OF PUBLIC WORKS CITY OF EL SEGUNDO, CA COPYRIGHT 2006 ALLIANCE RESOURCE CONSULTING. LLC All RIGHTS RESERVED. TABLE OF CONTENTS FIRM QUALIFICATIONS .................... ..............................1 ADVANTAGES IN UTILIZING OUR SERVICES ..... 4 THE RECRUITMENT PROCESS ...... ..............................6 OUR CLIENT'S ROLE ......................... .............................10 TIMEFRAME .......................................... .............................I1 PROFESSIONAL FEES AND EXPENSES ....................12 APPENDIX A - PUBLIC WORKS /UTILITIES SEARCHES CONDUCTED BY ALLIANCE RESOURCE CONSULTING APPENDIX B - LOS ANGELES CLIENTS OF ALLIANCE RESOURCE CONSULTING APPENDIX C - BIOGRAPHIES APPENDIX D - REFERENCES iirlw l' 1 FIRM QUALIFICATIONS Alliance Resource Consulting is committed to providing our clients with the highest caliber of service in the industry. Our team of dedicated professionals utilizes state -of- the -art technology in conducting a search. In 2004, Alliance Resource Consulting acquired the national executive recruiting practice of MAXIMUS. With a sizeable staff, Alliance Resource Consulting is able to provide the best possible service to our clients. We believe we are exceptionally well qualified to assist you. We have extensive experience recruiting engineering executives, as well as experience in the South Bay area and Los Angeles County. Currently, we are recruiting the City Engineer for the City of Lawndale (CA), the Senior Engineer — Sanitation for the Coachella Valley Water District (CA), the Civil Engineer for the Elsinore Valley Municipal Water District (CA), and the Director of Public Works for the City of Signal Hill (CA). In the six to nine months, we recruited the Chief Engineer for the Transportation Corridor Agencies, the Assistant General Manager for the Elsinore Valley Municipal Water District (CA), the Assistant General Manager for the Rancho California Water District (CA), the Director of Utilities for the City of Newport Beach (CA), and the Senior Engineer for the South Coast Water District (CA). In the last year, we have recruited the Deputy Commissioner of Wastewater Treatment and Collection for the City of Atlanta (GA), the Senior Engineer for the Elsinore Valley Municipal Water District (CA), the Deputy Director of Water Operations for the City of San Jose (CA), the Public Utilities Manager for the City of Charlottesville (VA), and the Director of Public Works for the City of Los Alamitos (CA). In the two years, we recruited the Deputy Director (Waste Water Operations) and Deputy Director (Watershed Protection) for the Environmental Services Department of the City of San Jose (CA), the Assistant General Manager for the Rancho California Water District (CA), and the General Manager for the Tuolumne Utilities District (CA), the Project Engineer (Construction), and the Project Design Engineer and Project Construction Engineer for the Metropolitan Nashville Airport Authority (TN). We have also recently recruited the Chief of Public Works & Transportation for the City of Boston (MA), the Public Works Director for the City of La Canada - Flintridge (CA), the Director of Environmental Services /City Engineer for the City of Lynwood (CA), the Director of Public Works for the City of Rialto (CA), and the Water Resources Director for Washoe County (NV). Lists of relevant experience are included in Appendices A and B. I will be responsible for this assignment and will be assisted by Gisela McLean. To accomplish this assignment, we will use the full resources of the firm. Biographies of key consultants can be found in Appendix C, and references can be found in Appendix D. Our ability to carry out the work required is heavily dependent on our past experience in providing similar services to others, and we expect to continue such work in the future. We will, however, preserve the confidential nature of any information received from you or developed during the work in accordance with our established professional standards. We assure you that we will devote our best efforts to carrying out the work required. The results obtained, our recommendations and any written material we provide will be our best judgment based on the information available to us and our liability, if any, shall not be greater than the amount paid to us for the services rendered. If selected, we would be pleased to provide you with our firm's Professional Services Agreement. 67 J ADVANTAGES IN UTILIZING OUR SERVICES Relative to your present search requirements, we believe the principal advantages in using our firm and what may differentiate us from others are: ➢ Our specialization in public sector executive search on a nationwide basis; ➢ Our proactive recruitment of candidates who may not be seeking new employment and would not normally respond to routine advertising, or who may come from non - traditional sources; ➢ Our extensive experience recruiting water and engineering executives; ➢ Our ability to capitalize on an established network of the most respected executives in the nation; ➢ Our track record of success in placing senior level executives in particularly sensitive and highly responsible /accountable positions; ➢ The quality of our work — indicative of this is the fact that most of our clients have utilized our services on more than one occasion, and many have hired our consultants from 5 -to -25 times; ➢ Our familiarity with the City of El Segundo from numerous searches conducted there, and our proximity to you with an office in Long Beach; ➢ Our team is skilled in the latest techniques to identify prospective candidates and, as a search progresses, to assist in gathering background information on leading candidates; ➢ Our experience in recruiting and placing candidates from private sector companies into public sector organizations; ➢ Our proven ability to identify and recommend qualified female and minority candidates; x.80 ➢ Our ability to conduct your assignment in a timely and complete manner; ➢ Our reputation among clients and candidates for communication (e.g., acknowledgment of resumes, regular reports to the client, face -to -face interviews with candidates); and ➢ The thoroughness of our documented reference and background checks. We do not merely ask for "five work related references." Rather, we request very specific references from candidates and, where feasible, gather newspaper articles via the Internet. 4 THE fUCR-UlTMENT PROCESS Our objective is always to find the best qualified candidates. We believe that, although notices in professional journals may be helpful, many of the best candidates must be sought out and their interest encouraged. Our general familiarity with the City, knowledge of the field and our relationships with professional organizations make us well qualified to assist you. Our clients have found that we are able to: ➢ Build consensus among those involved in the hiring process. ➢ Develop the appropriate specifications for a position. ➢ Encourage the interest of top -level people who would otherwise be reluctant to respond to an advertisement. ➢ Preserve the confidentiality of inquiries. ➢ Save a considerable amount of time for client staff in developing and responding to candidates. ➢ Independently and objectively assess the qualifications and suitability of candidates for the particular position for which we are recruiting. If our proposal is accepted, we will do the following: Organization and Position Analysis We will interview the appropriate individuals to determine views of the position and expectations regarding desirable training, experience and personal characteristics of candidates. We will also gather /review relevant information about the City and the Department, such as budgets, organization charts, etc. s Once our findings have been summarized, we will submit a Recruitment Profile with the desired qualifications and characteristics for your approval. The Recruitment Profile that will be sent to potential candidates will include information about the City and the Department, the job and the criteria established by you. Sample Recruitment Profiles are enclosed. Recruitment Once you have approved the Recruitment Profile, we will actively seek out individuals with superior qualifications and invite and encourage their interest. Announcements can be placed on -line and in professional journals. However, we will rely heavily on our own experience, contacts and file data. As a matter of corporate policy, we will not discriminate against any applicant for employment on the basis of race, religion, creed, age, color, marital status, sex, sexual preference, disabilities, medical condition, veteran status or national origin. A substantial percentage of the placements made by our firm have been minority or female candidates. Frequent communication with our clients is a hallmark of our firm. While consultants will provide regular updates on the progress of your search, you will also be able to access up- to- date'real time' information regarding your search from our secure website. Preliminary Screening We will review, acknowledge and evaluate all resumes received. Preliminary screening will be based upon criteria contained in the Recruitment Profile, information contained in the resumes submitted to us, and our knowledge of the people and organizations in which they work. Telephone screening will be conducted with the most promising candidates to gain a better understanding of their backgrounds. v� v J Progress Reporting Upon completion of our preliminary screening, we will assemble and submit a progress report of the leading candidates to you. This report will include summary resumes, supplemental information, and the original resumes of those candidates we believe to be best qualified for the position. Supplemental information on a candidate typically includes: the size of the organization for which the person works, reporting relationships, budget responsibility, the number of people supervised, related experience and reasons for interest in the position. Any other specific information will be dictated by the criteria set forth in the Recruitment Profile. The purpose of our progress report is two -fold. It allows you an opportunity to review the candidates prior to the conclusion of the search and allows us to receive feedback on the caliber of the candidates recruited. In this way, you will not be surprised by the candidates, as you will have seen their qualifications prior to the final interviews. Of course, we are flexible and may consider other individuals as final candidates who are subsequently identified and were not included in the progress report. Candidate Evaluation We will interview (either in person or via video - conference) those candidates whose qualifications most closely match the criteria established by you. We will examine their qualifications and achievements in view of the selection criteria. Additionally, we will verify degrees and certifications and gather newspaper articles via the Internet. As part of our process in evaluating candidates, we make telephone reference checks. In conducting these references, it is our practice to speak directly with individuals who are, or have been, in a position to evaluate the candidate's performance on the job. These references and our evaluations provide you with a frank, objective appraisal of the candidates. We will conduct preliminary references on candidates to be interviewed, and will finalize these for the top one or two candidates. Final Reporting/Client Interviews We will assist you in scheduling final candidates for interview with your organization, and will send the candidates packets of information which we obtain from you (e.g., information about the organization and the geographic area, budgets, etc.). We will prepare a brief written report for those candidates most nearly meeting your specifications, and will provide you with interviewing /selection tips, suggested interview questions, and rating forms for your use. Candidates will not be ranked, for we believe it will then be a matter of chemistry between you and the candidates. We will conduct a "briefing session" immediately preceding your interviews to make sure that the process flows smoothly, and will assist you in a "debriefing" immediately following the interviews. Once we finalize references on the top one or two candidates, and conduct credit /criminal /civil litigation /motor vehicle record checks through an outside service, we will provide you with a detailed, supplemental written report. Special Assistance Our efforts do not conclude with presentation of the final report. We are committed to you until a successful placement is made. Services that are routinely provided include: ➢ Arranging the schedule of interviews and the associated logistics for final candidates; ➢ Advising on starting salary, fringe benefits, relocation trends and employment packages; ➢ Acting as a liaison between client and candidate in discussing offers and counter offers; ➢ Conducting a final round of reference checking with current employers (if not previously done for reasons of confidentiality); and ➢ Notifying unsuccessful candidates, who were not recommended for interview, of the decision. '�SJ OUR CLIENT'S ROLE The client has a very important role in the recruitment process. While we may identify and recommend qualified candidates, it is the client who must make the decision about which candidate to hire. In order to insure that the best candidates are available from which to choose, our clients should be willing to do the following: ➢ Clearly inform us about matters relevant to the search that you wish to keep confidential (e.g., salary, personnel issues, and other privileged information); ➢ Supply us with the names of people you have previously interviewed/ considered for this position; ➢ Forward to us copies of the resumes you receive, to avoid duplication of effort; ➢ Provide feedback to Alliance Resource Consulting regarding the information and recommendations provided by us; ➢ Promptly decide upon and follow up in scheduling interviews with the most promising candidates; and ➢ Assist in providing information to candidates that will enable them to make their career decisions. By doing the above, we will maximize the likelihood of mutual success. Finally, please be reminded that the United States Immigration Reform and Control Act of 1986 requires that all employers verify an employee's eligibility to work in the United States. Since Alliance Resource Consulting cannot serve as your agent in this matter, your hiring process should include this verification procedure. 9 l% fI TIME FRAME The following is a typical schedule to conduct a thorough recruitment. However, we would be pleased to modify this to meet your needs: 15' week Meet with the appropriate individuals to gather background information. 2 ^d to 41h week Develop and obtain approval for the Recruitment Profile. Develop a list of potential candidates to target. Prepare and place advertisements, if desired. 51h to 81h week Active recruitment — solicit, receive and acknowledge resumes. 91h week Evaluate resumes and gather supplemental information. 101h week Submit progress report and meet with you to review leading candidates. 11'h to 121h week Verify degrees and certifications, conduct preliminary references and interview the best qualified candidates. 131h week Submit final report and initiate the interview process with you. Following Interviews Finalize references, conduct credit /criminal /civil litigation /motor vehicle record checks, and assist with negotiations. 10 PROFESSIONAL FEES AND EXPENSES Our budget provides for unlimited meetings with the client, with the three major meetings being: one to develop the Recruitment Profile, one to present our Progress Report, and one to attend interviews of final candidates. We propose a fixed fee of $16,000 for the work outlined above. In addition, we are reimbursed for expenses such as for advertising, travel, interviewing, sourcing, support services, background checks and other related items, as well as allocated costs such as telephone, postage and photocopying. These expenses will not exceed $6,500 for a statewide recruitment and $7,500 for a regional -wide recruitment without written authorization from you. Please note that this amount for expenses does not include reimbursement of candidates who travel to be interviewed by you. Unless you notify us to the contrary, we will assume that you will handle these reimbursements directly. We will submit three equal monthly invoices for fees, plus an amount for expenses, due and payable upon receipt. Our first billing is due upon your authorization to proceed. Though we are committed to working with you until a placement is made, our fees and expenses are not contingent upon our success in placing a candidate with your organization. Additionally, in the event that more than one executive is hired in connection with work performed by us (i.e., for another position within your organization), a negotiated fee will be due for each additional executive hired. You may discontinue this assignment at any time by written notification. In the unlikely event that this occurs, you will be billed for all expenses incurred to the date of the cancellation, and for professional fees based upon the time elapsed from the commencement of the assignment to the date of cancellation. If a cancellation occurs within the first 30 days of the assignment, following either verbal or written authorization to proceed, one -third of the professional fee will be due. If a cancellation occurs 11 ().88 thereafter, the fee beyond the first one -third will be prorated based upon the number of calendar days which have elapsed. If a cancellation occurs after 90 days, all professional fees will be due in full. 12 ('8�i APPENDix-A PUBLIC WORKS /UTILITIES SEARCHES CONDUCTED BY ALLIANCE RESOURCE CONSULTING* PUBLIC WORKS Alameda County, CA Director of Public Works Alpharetta, GA, City of Director of Public Works /City Boulder, CO, City of Engineer Alpharetta, GA, City of Deputy Director of Public Works Antioch, CA, City of Public Works Deputy Director Bakersfield, CA, City of Director of Public Works Belmont, CA, City of Public Works Director Blaine, CA, City of Assistant Public Works Director Blaine, CA, City of Assistant to Public Works Appendix —1 of 13 I ( V Director Boulder, CO, City of Public Works Director Boulder, CO, City of Assistant Director of Public Works Brighton, CO, City of Public Works Director Brookfield, WI, City of Public Works Director Burbank, CA, City of General Manager, Public Service Department Camarillo, CA, City of Public Services Director Carson, CA, City of Public Works Director Cleburne, TX, City of Assistant Public Works Director Contra Costa County, CA Public Works Director Costa Mesa, CA, City of Public Services Director Cypress, CA, City of Public Works Director Appendix —1 of 13 I ( V District of Columbia Dublin San Ramon Services District, CA El Paso, TX, City of E1 Segundo, CA, City of Evanston, IL, City of Fort Wayne, IN, City of Fresno, CA, City of Glendale, CA, City of Greenwood Village, CO, City of Industry, CA, City of Irvine, CA, City of King City, CA, City of La Quinta, CA, City of Lakeland, FL, City of Lakewood, CA, City of Las Vegas, NV, City of Lincoln, CA, City of Los Alamitos, CA, City of Los Alamos County, NM Los Angeles County, CA Los Angeles County, CA Lynchburg, VA, City of Lynchburg, VA, City of Marinette, WI, City of Metropolitan Government of Nashville and Davidson County, TN Metropolitan Govemment of Nashville and Davidson County, TN Milwaukie, OR, City of Director of Public Works General Manager Director of Public Works Director of Public Works Director of Public Works Associate Director of Public Works and Utilities Public Works Director Director of Public Works Public Works Director Assistant Director of Public Works Public Works Director" Public Works Director Public Works Dir. /City Engineer Public Works Director Director of Public Works Public Works Deputy Director Public Works Director Public Works Dir. /City Engineer Public Works Director Assistant Chief of Information Technology, Public Works Systems Development Specialist, Public Works Director of Public Works Director of Streets Public Works Director Public Works Director Pavement Manager (Administrative Services Manager) Public Works Director Appendix -1 of 13 0 9 Monterey County, CA Mountain View, CA, City of Mountain View, CA, City of Naperville, IL, City of North Miami Beach, FL, City of Palo Alto, CA, City of Pasadena, CA, City of Pasadena, CA, City of Pasadena, CA, City of Pima County, AZ Pleasanton, CA, City of Pleasanton, CA, City of Poway, CA, City of Poway, CA, City of Rancho Palos Verdes, CA, City of Salinas, CA, City of San Antonio, TX, City of San Jose, CA, City of San Luis Obispo, CA, City of Santa Clara Valley Transportation Authority, CA Santa Cruz, CA, City of Solano County, CA South Gate, CA, City of St. Charles, MO, City of Stanislaus County, CA Sunnyvale, CA, City of Sunnyvale, CA, City of Sunnyvale, CA, City of Tucson, AZ, City of Director of Public Works Public Works Director Public Works Deputy Director Public Works Dir. /City Engineer Public Works Director Assistant Director of Public Works Public Works and Transportation Director Assistant Director of Public Works Director of Capital Projects Director of Transportation and Flood Control District Public Works Deputy Director Street Superintendent Public Services Director Deputy Dir. of Public Services Director of Public Works Public Works Director Assistant Public Works Director Deputy Director of Public Works Public Works Director Deputy Director, Highway Program Public Works Director Director of Transportation (Acting Title: Public Works Director) Director of Public Works Director of Public Works Deputy Director of Public Works Director of Public Works Assistant Director of Public Works /City Engineer Field Services Superintendent Transportation Director Appendix -3 of 13 J -. BOB MURRAY & AssociATEs EXP[RT! IN EX[CIJTIVC 89AIICH A PROPOSAL TO CONDUCT AN EXECUTIVE RECRUITMENT FOR A Director of Public Works ON BEHALF OF THE City of El Segundo 1(,77 I.UlLk.t R(,.lJ, "Llm 202 ROIL I dlL, (.A 95661 (')1G) 784.90 H0 (91(.) 7fS4 1995 faa applt (ti;b J nn rret a Dui a.m 09 3 TABLE OF CONTENTS OUR UNDERSTANDING OF THE CITY OF EL SEGUNDO.............................................. ............................... 2 PROFESSIONAL QUALIFICATIONS .. ..............................3 THE RECRUITMENT PROCESS ......... ..............................5 till l' I Di \ I I.( wI \c, I I II ( \ \1 )11) \ I 1 INOl 11.f ......... ..............................5 Z Am I It i l,l\c, (: \\I I' \i(.,\ \\1) RI ( Iwi I \II \ I lW( )( l I, 'm ............5 till 1' 31tI c KI rr1\t, c: \\1)II)\II .. .............................. ..............................5 (. \\1)Il) \ I I> ................................ ..............................5 ................................... ..............................6 1'I I I' 6 I'l w Ic. RI (.(ml) �I \It( I I ................................. ..............................6 111' — RI ( ( iii` ll \1) \ I I( \ ......................................... ..............................6 toll.\\; .......................................... ..............................6 DI.I \II I:l) RI 'l I K1.\(:1 (.I ............6 SiI T' I(1Nl1 (,OII \ rl()\ � . ............................................. ..............................7 . I I I' 11 (,( )\11'1 I I I .11)\u\i,l It \ I I\ f .\�;I I.\\c 1 ..... ..............................7 BUDGET AND 'TIMING ....................... ............................... 8 PIZ( )1 1 ->1( )\ \I H I \\I) I . \I'I \,I . ........................... ..............................8 l1\11\( . ...................................................................... ............................... 8 VALUE ADDED SERVICES ................... ..............................9 REFERENCES...................................... ............................... 10 OUR UNDERSTANDING OF THE CITY OF EL SEGUNDO The City of E1 Segundo is a dynamic organization with tremendous opportunities for the next Director of Public Works. Bob Murray & Associates will be able to attract many high caliber candidates who are looking to work in a community like yours with a city population count of 17,000 residents with daytime population exceeding 80,000. A small coastline community, El Segundo is renowned for its small town intimacy as well as a thriving business environment that caters to some of the region's most prestigious corporations. El Segundo prides itself on its excellent schools, quality recreation programs, safe neighborhoods and unparalleled city services. It is also a haven for business, with 13 Fortune 500 companies and a diverse mix of aerospace firms, high -tech businesses, professional service outfits, fine restaurants and retailers. In addition, your ideal location between the Los Angeles and the South Bay beach communities will make the Director of Public Works opportunity extremely attractive to prospective candidates. We have reviewed your website and understand that the City of El Segundo's Public Works Department provides a wide array of municipal services which include engineering, street services, street maintenance, traffic safety, solid waste & recycling, equipment maintenance, building maintenance, storm drainage, and water and wastewater. ( In nt I.I c iiitcic PROFESSIONAL QUALIFICATIONS With respect to the Director of Public Works recruitment, Bob Murray and Associates offers the following expertise: i Bob Murray & Associates has an unmatched record of success in recruiting local government and special district professionals. With over 25 years of experience, we have conducted hundreds of searches for municipal and special district executives, including many Public Works Directors. Currently, we are conducting recruitments on behalf of the Califorrua cities of Modesto (Deputy Director of Public Works), Needles (Utilities Manager /City Engineer), and Redlands (Public Works Director), as well as the City of Roseburg, OR (Public Works Director). Our recent experience includes the Director of Public Works recruitments for the California cities of Belmont, Galt, Fresno, Half Moon Bay, Huntington Beach, Inglewood, Lathrop (Assistant Public Works Director), Los Banos, Pico Rivera (Public Works Director /City Engineer), Pomona (Public Works Director and Deputy Public Works Director /Assistant City Engineer), San Carlos (Assistant Director of Public Works), San Jose (Deput), Director of Public Works — Airport), Santa Cruz, Stockton (Deputy Public Works Director), Upland, and the Town of Tiburon (Public Works Director /Town Engineer), in addition to Tehama County, CA; Clark County, NV; Chandler, AZ; Grants Pass, OR; and Maple Valley, WA. We also conducted the Public Services Director recruitment for Morro Bay and the Public Utilities Director recruitment for Aurora, CO. Previous Public Works Director recruitments we have conducted in the past three years include the Cabforrua cities of Fremont, Mountain View, Oceanside, Pasadena, Pleasanton, Sunnyvale, and Phoenix, AZ. Our knowledge of outstanding candidates and extensive network of contacts in the public works field will ensure that the City of El Segundo has an outstanding group of finalists from which to select your new Director of Public Works. ,w In addition, our experience conducting recruitments for engineering professionals will be a valuable asset, as we understand the Director of Public Works will be overseeing engineering activities for their division. Currently we are conducting the searches for the California cities of Bakersfield (Civil Engineers), Needles (City Engineer /Utilities Manager), and Stockton (Senior Civil Engineer), as well the City of Reno, NV (Deputy Director of Community Development — Land Development Engineering), and Bureau Veritas (Division Manager — Northern California Municipal Engineering). Our recent experience includes those recruitments for the California Cities of Chino Hills (City Engineer), Oceanside (City Development Engineer and City Traffic Engineer), Pomona (Deputy Public Works Director /Assistant City Engineer), Stockton (Engineering Manager/ Assistant Director of Municipal Utilities Department and Senior Civil Engineers), and Tracy (Engineers); and the City of Reno, NV (Deputy Director of Engineering), in addition to the Central Contra Costa Sanitary District (Collection Operations Systems Division Manager), Nevada County, CA (Principal Civil Engineer), Clark County, NV (Airport Engineer — McCarran Airport), Dublin San Ramon Services District (Senior Principal Engineer & Senior Civil Engineer), Reclamation District 1000 (District Engineer), and San Luis Obispo County (Pro)ect Manager — Nacimiento Water Project). J2LnII „ 0, 9,;,*:), i Bob Murray & Associates is familiar with the City of El Segundo and the community it serves as we recently completed your Director of Planning & Building. In addition, we also conducted your Parks & Recreation Director recruitment. Our knowledge of the community and the opportunities it faces will be an asset when conducting the Director of Public Works recruitment. 4 In addition, we are familiar with Los Angeles County and the surrounding region. We have conducted recruitments on behalf of the cities of Baldwin Park (Finance Director & Police Chief), Beverly Hills (City Planner, Deputy City Manager — Public Affairs and Director of Community Development), Claremont (City Manager), Culver City (Police Chief), Glendora (Police Chief), Inglewood (Accounting Manager and Public Works Director), Irwindale (City Manager and Police Chief), Lancaster (City Manager, Assistant City Manager & Finance Director), Long Beach (Manager of Community Recreation Services), Los Angeles (Police Chief), Lynwood (Director of Recreation & Community Services and Assistant Director), Monrovia (City Manager, Fire Chief & Police Chief), Pasadena (Assistant City Manager, Police Chief, and others), Pico Rivera (City Manager and Public Works Director /City Engineer), Pomona (Assistant City Manager, Community Services Director, Deputy Public Works Director, Human Resources Director and Public Works Director), San Fernando (Police Chief), Santa Clarita (Director of Parks, Recreation & Community Services, Recreation Superintendent, and Transit Manager,), Santa Monica (Director of Finance), Walnut (City Manager), Whittier (Police Chief & Director of Parks), as well as on behalf of the Los Angeles World Airports (Airport Police Chief, Director of Airport Safety Services, Assistant Police Chief and Assistant to the Police Chief), the Port of Los Angeles (Director of Economic Development), the Port of Long Beach (Director of Security & Managing Director of Finance and Adnunistrauon), the Housing Authority of the City of Los Angeles (Executive Director, Human Resources Director, Section 8 Director, and Chief Financial Officer), the Los Angeles Convention Center (General Manager), Palmdale Water District (Finance and Services Manager and Duman Resources Director), Walnut Valley Water District (General Manager), and the West Basin Municipal Water District (Communications Manager). Our knowledge of the region, its issues and its outstanding quality of life will be an asset in presenting this opporturury to prospective candidates. i Bob Murray and Associates' experience designing and conducting successful recruitment processes on behalf of cities, counties and special districts is unmatched in the field. Our process is specifically designed to meet your needs. We have developed and carried out numerous recruitment processes involving a wide variety of interests both inside and outside the organization. Should the City so desire, we can develop a process that provides a forum for the participation of members of the Ciry Council, Department Heads, staff and representatives of the community, as appropriate, in both the development of the candidate profile, as well as the selection process. Our expertise includes designing interview strategies that involve these groups in the process, while ensuring that the City Council is able to make the final selection. In addition, we can facilitate the discussion among these groups that leads to a consensus concerning the ideal candidate. Bob Murray and Associates also has extensive experience conducting Assessment Centers for various municipal agencies. Our knowledge of how to develop an effective process that is suited specifically to the needs of the City is unsurpassed. 4 1A �'cgUlldO 4 THE RECRUITMENT PROCESS Bob Murray and Associates' unique and client oriented approach to executive search will ensure that the City of El Segundo has quality candidates from which to select the new Director of Public Works. Outlined below are the key steps in our recruitment process. STEP 1 DEVELOPING THE CANDIDATE PROFILE Our understanding of the City of El Segundo's needs will be key to a successful search. We will work with the City Manager to learn as much as possible about the organization's expectations for a new Director of Public Works. We want to learn the values and culture of the organization, as well as understand the current issues, challenges and opportunities that face the City of El Segundo. We also want to know the City Manager's expectations regarding the knowledge, skills and abilities sought in the ideal candidate and will work with the City to identify expectations regarding education and experience. Additionally, we want to discuss expectations regarding compensation and other items necessary to complete the successful appointment of the ideal candidate. The profile we develop together at this stage will drive subsequent recruitment efforts. STEP 2 ADVERTISING CAMPAIGN AND RECRUITNIEN7r BROCHURE After gaining an understanding of the Ciry of El Segundo's needs, we will design an effective advertising campaign appropriate for the Director of Public Works recruitment. We will focus on professional journals that are specifically suited to the Director of Public Works search. For the Director of Public Works search, we would specifically recommend placing advertisements with the American Public Works Association, the American Society of Civil Engineers, and the League of California Cities /Western City Magazine. We will also develop a professional recruitment brochure on the Ciry Manager's behalf that will discuss the community, organization, position and compensation in detail. Once completed, we will mail the profile to an extensive audience, making them aware of the exciting opportunity with the City of El Segundo. S'T'EP 3 R(.CRIATING CANDIDATES After cross - referencing the profile of the ideal candidate with our database of over 1,000 candidates nationwide and contacts in the field, we will conduct an aggressive outreach effort, including making personal calls to prospective applicants, designed to identify and recruit outstanding candidates. We recognize that the best candidate is often not looking for a new job and this is the person we actively seek to convince to become a candidate. Aggressively marketing the Director of Public Works position to prospective candidates will be essential to the success of the search. STEP 4 SCREENING CANDIDATES Following the closing date for the recruitment, we will screen the resumes we have received. We will use the criteria established in our initial meetings as a basis upon which to narrow the field of candidates. q1 A STEPS PERSONAL INTERVIEWS We will conduct personal interviews with the top 10 to 12 candidates with the goal of determining which candidates have the greatest potential to succeed in your organization. During the interviews we will explore each candidate's background and experience as it relates to the Director of Public Works position. In addition, we will discuss the candidate's motivation for applying for the position and make an assessment of his /her knowledge, skills and abilities. We will devote specific attention to establishing the likelihood of the candidate's acceptance of the position if an offer of employment is made. STEP G PUBLIC RECORD SEARCH Following the interviews, we will conduct a review of published articles for each candidate. Various sources will be consulted including Lexis- NexisT"i, a newspaper/ magazine search engine, Google, and local papers for the community's in which the candidates have worked. This alerts us to any further detailed inquiries we may need to make at this tune. STEP 7 RECOMMENDATION Based on the information gathered through meetings with your organization, and personal interviews with candidates, we will recommend a limited number of candidates for your further consideration. We will prepare a detailed written report on each candidate that focuses on the results of our interviews and public record searches. We will make specific recommendations, but the final determination of those to be considered will be up to you. STEP 8 FINAL INTFRVIEWS Our years of experience will be invaluable as we help you develop an interview process that objectively assesses the qualifications of each candidate. We will adopt an approach that fits your needs, whether it is a traditional interview, multiple interview panel or assessment center process. We will provide you with suggested interview questions and rating forms and will be present at the interview/ assessment center to facilitate the process. Our expertise lies in facilitating the discussion that can bring about a consensus regarding the final candidates. We xviii work closely with your staff to coordinate and schedule interviews and candidate travel. Our goal is to ensure that each candidate has a very positive experience, as the manner in which the entire process is conducted will have an effect on the candidates' perception of your organization. STEP 9 BACKGROUND CHECKS /DETAILED REFERENCE CHECKS Based on final interviews we will conduct credit, criminal, civil litigation and motor vehicle record checks for the top one to three candidates. In addition, those candidates will be the subjects of detailed, confidential reference checks. In order to gain an accurate and honest appraisal of the candidates' strengths and weaknesses, we will talk candidly with people who have direct knowledge of their work and management style. We will ask candidates to forward the names of their supervisors, subordinates and peers for the past several years. Additionally, we make a point of speaking confidentially to individuals who we know have insight into a candidate's abilities, but who may not be on lus /her preferred list of contacts. At this stage in the recruitment we will also verify candidates' degrees. '.�9i STEP 10 NLGOTIAT IONS We recognize the critical importance of successful negotiations and can serve as your representative during this process. We know what other orgaruzations have done to put deals together with great candidates and will be available to advise you regarding current approaches to difficult issues such as housing and relocation. We will represent your interests and advise you regarding salary, benefits and employment agreements with the goal of putting together a deal that results in the appointment of your chosen candidate. Most often we can turn a very difficult aspect of the recruitment into one that is viewed positively by both you and the candidate. STEP 11 COMPLETE ADAI1NISTRATIVE ASSISTANCE Throughout the recruitment we will provide the City Manager with updates on the status of the search. We will also take care of all administrative details on your behalf. Candidates will receive personal letters advising them of their status at each critical point in the recruitment. In addition, we will respond to inquiries about the status of their candidacy within twenty-four hours. Every administrauve detail will receive our attention. Often, candidates judge our clients based on how well these details are handled. (.tt� cat I.I :�c�,>Ztucln BUDGET AND TIMING PROFESSIONAL FF.F. AND EXPENSES The consulting fee for conducting the Director of Public Works recruitment on behalf of the City of El Segundo is $17,500 plus expenses. Services provided for the fee consist of all steps outlined in this proposal including three (3) days of meetings on site. The City of El Segundo will be responsible for reimbursing expenses Bob Murray and Associates incurs on your behalf. We estimate expenses for this project to not exceed $6,500. Actual expense costs are related to a regional recruitment versus a nationwide recruitment. Reimbursable expenses include such items as the cost of travel, clerical support, placement of ads, credit, criminal and civil checks, education verification, as well as newspaper searches. In addition, postage, photocopying, and telephone charges will be allocated. TITLING We are prepared to start work on this assignment immediately and anticipate that we will be prepared to make our recommendation regarding finalists within seventy five to ninety days from the start of the search. i a1 I II ► ] >Cglllido !.y8 REFERENCES Clients and candidates are the best testament to our ability to conduct quality searches. Clients for whom Bob Murray and Associates has recently conducted searches are listed below. CLIENT: City of Galt, CA POSITION: Public Works Director REFERENCE: Mr. Ted Anderson, City Manager, (209) 366 -7100 CLIENT. • City of Upland, CA POSITION: Fire Chief, Public Works Director, and Redevelopment Director REFERENCE: Mr. Robb Quincey, City Manager, (909) 931 -4106 CLIENT.- City of Needles, CA POSITION: City Engineer /Utilities Manager, City Manager, and City Planner REFERENCE: Mr. Richard D. Rowe, City Manager, (760) 326 -2113 CLIENT. • City of Pomona, CA POSITION. Public Works Director, Deputy Public Works Director /Assistant City Engineer, Assistant City Manager, Community Services Director, and Human Resources Director REFERENCE: Mr. Douglas Dunlap, City Manager, (909) 620 -2051 CLIENT. City of San Carlos, CA POSITION: Assistant Director of Public Works /Assistant City Engineer & Commutury Development Director REFERENCE: Mr. Mark Weiss, City Manager, (650) 802 -4228 CLIENT. • City of Lathrop, CA POSITION: Assistant Public Works Director, City Manager, City Attorney, and Utility and Street Maintenance Supervisor REFERENCE: Ms. Kristy Sayles, Mayor, (209) 941 -7220 or Ms. Yvonne Quiring, City Manager, (209) 941 -7224 I'.�tc lu r `) q EL SEGUNDO CITY COUNCIL MEETING DATE: December 18, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding adoption of plans and specifications for the Surface Refurbishment (painting) of the Park Vista Senior Apartments (615 E. Holly Avenue), the Lakes Golf Course (400 S. Sepulveda Boulevard) and the El Segundo Police Department Jail (348 Main Street). Project No: PW 07 -12 (Fiscal Impact: _ $100,000) RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve Plans and Specifications; (2) Authorize staff to advertise the project for the receipt of construction bids; and /or (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The Park Vista Senior Apartments are owned and maintained by the City of El Segundo. Presently, this facility is managed by the Cadman Group, Inc. (Background and discussion continued on the next page......) ATTACHED SUPPORTING DOCUMENTS: Location Map FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: $100,000 Park Vista Operating Budget ($50,000) 405 - 400 - 0000 -6215 ($40,000) 501 - 400 - 5301 -8104 ($10,000) Adopt Plans and Specifications yes, golf course bond refinancing O=C)C�2. : DATE: 1z -z D an Garcia, Ass,,ett City eer REVIEWED Jeff Manager DATE: 4h-LA I ��o 1 4 BACKGROUND & DISCUSSION: (continued) The Park Vista Senior Housing Board approved the painting project at their meeting of August 29, 2007. The project includes painting of the hallway walls and ceilings (1 st — 5th floor) and other common areas including the game room and exercise room. This project is funded by the Park Vista Senior Housing operating budget. (Estimated cost = $50,000) The painting of the El Segundo Police Department Jail includes interior rooms in the Jail Area, metal bars, doors, ceilings, and walls, beds, booking area, bathrooms and kitchen. This project is included in the 2006 -2007 approved facility maintenance projects. (Estimated cost = $40,000) The Lake Golf Course is a City facility and is leased to Lane Donavon. This project includes the painting of the restaurant, the shop, the banquet room and the hall ways walls only. The funding is provided by the golf course bond refinancing. (Estimated cost = $10,000) 101 �l