2007 OCT 02 - CC PACKETH F R I T
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AGENDA
EL SEGUNDO CITY COUNCIL
'f•
COUNCIL CHAMBERS - 350 Main Street
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The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the
jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications 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, OCTOBER 2, 2007 - 5:00 P.M.
Next Resolution # 4524
Next Ordinance # 1409
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:
The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government
Code Section §54960, et seg.) for the purposes of conferring with the City's Real Property Negotiator; and /or
conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows:
'.' t)1
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) -
-2 - matters
1. City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279
2. Lafayette vs. City of El Segundo LASC No. YC054912
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.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matters
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -1- matters
1. Labor Negotiator: Jeff Stewart, City Manager
Represented Employees: City Employees Association (CEA)
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter
SPECIAL MATTERS: -0- matter
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AGENDA
EL SEGUNDO CITY COUNCIL
z COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the
jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications 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, OCTOBER 2, 2007 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Pastor Brandon Cash, Oceanside Christian Fellowship
PLEDGE OF ALLEGIANCE — Council Member Carl Jacobson
Next Resolution # 4524
Next Ordinance # 1409
003
PRESENTATIONS -
(a) Proclamation declaring October 7
in El Segundo.
(b) Proclamation in recognition of all
Recognition Month.
ROLL CALL
- 13, 2007 as the observance of Fire Prevention Week
our volunteers and proclaiming October as Volunteer
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 shaii 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 to hold a public hearing and possibly adopt a
Resolution approving the Sanitary Sewer Management Plan (SSMP) as required by
the State Water Resources Control Board (SWRCB) Order No. 2006- 0003 - Statewide
General Waste Discharge Requirements (WDR) for sanitary sewer systems. (Fiscal
Impact = None)
Recommendation - (1) Open Public Hearing; (2) Take testimonial and documentary
evidence; (3) Consider the evidence; (4) Adopt Resolution; (5) Alternatively, discuss and
take other action related to this item.
4 004
C. UNFINISHED BUSINESS
2. Consideration and possible action regarding the approval of Contract Change
Orders in conjunction with construction of the Douglas Street Gap Closure Project
and an amendment to the existing Professional Services Agreement with Caltrop
Corporation for continued construction management services for the project.
(Fiscal Impact: $677,614.96, Change Order plus Amendment to Agreement)
Recommendation — (1) Authorize the Director of Public Works to execute Change Order
Numbers 5, 25 & 26 to the existing Public Works Agreement with SEMA Construction,
Inc. in the total amount of $427,614.96; (2) Authorize the City Manager to execute an
amendment to the existing Professional Services Agreement with Caltrop Corporation in
the amount of $250,000 in a form as approved by the City Attorney; (3) Alternatively,
discuss and take other action related to this item.
3. Consideration and possible action to amend the professional services agreement
with RRM Design Group (City Contract # 3679) in the amount of $114,144 to provide
architectural design services that will make the new Fire Station 2 comply with the
Leadership in Energy and Environmental Design (LEED) Green Building Rating
SystemTM. (Fiscal Impact: $114,144)
Recommendation — (1) Authorize the City Manager to execute an amendment to the
professional services agreement with RRM Design Group in the amount of $114,144 in a
form as approved by the City Attorney; and (2) Alternatively, discuss and take other action
related to this item.
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
4. Consideration and possible action regarding Campus El Segundo Athletic Fields at
2201 E. Mariposa Avenue and their operations and availability for use by the
public. (Fiscal Impact: Unknown)
Recommendation — (1) Direct staff regarding Campus El Segundo Athletic Fields
operations and their availability for use by the public; (2) Alternatively, discuss and take
other action related to this item.
5. Consideration and possible action regarding setting a date for interviewing
candidates for one position on the Investment Advisory Committee, one position
on the El Segundo Community Cable Committee and two positions on the Capital
Improvement Program Advisory Committee.
Recommendation — (1) Set date for interviews of candidates for 6:00 p.m., Wednesday,
November 7, 2007; (2) Alternatively, discuss and take other action related to this item.
5 005
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 2561680 to 2561919 on Register No. 24 in the total amount of
$4,526,337.62 and Wire Transfers from 9/7/2007 through 9/20/2007 in the total
amount of $1,571,389.96.
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 September 18, 2007.
Recommendation — Approval.
8. Consideration and possible action regarding approval of a three year Labor
Agreement between the City of El Segundo and the California Teamsters Public,
Professional and Medical Employees Union, Local 911 (Police Support Services
Employees Association Bargaining Unit). (Fiscal Impact: $235,000 over three
years)
Recommendation — (1) Approve the Labor Agreement; (2) Adopt Resolution approving
Memorandum of Understanding; (3) Adopt Resolution establishing new salary ranges for
Police Services Officer 1 /11; (4) Approve proposed class specifications for Police Service
Officer 1 /I1; (5) Alternatively, discuss and take other action related to this item.
9. Consideration and possible action regarding second reading of Ordinance No.
1408 amending the El Segundo Municipal Code to delete Administrative Services
Department and the position of Director of Administrative Services and to add
Finance Department and Human Resources Department and the positions of
Director of Finance and Director of Human Resources. (Fiscal Impact: $30,019)
Recommendation — (1) Second reading by title and adoption of Ordinance No. 1408; (2)
Alternatively, discuss and take other action related to this item.
10. Consideration and possible action to extend the City's agreement with Cassidy and
Associates through September 30, 2008 for the provision of legislative advocacy
services in Washington, D.C. (Fiscal Impact: $160,000 for FY 2007 -2008)
Recommendation — (1) Authorize the Mayor to execute the attached agreement with
Cassidy and Associates; (2) Alternatively, discuss and take other action related to this
item.
6 COG
CALL ITEMS FROM CONSENT AGENDA
F. NEW BUSINESS
11. Consideration and possible action regarding a Memorandum of Understanding
(MOU) between the City of El Segundo's Library Services Department and the El
Segundo Unified School District for continued services to four school libraries.
(Fiscal Impact: $213,000)
Recommendation — (1) Approve a Memorandum of Understanding for Library Services
between the City and the El Segundo Unified School District for a three year term; (2)
Alternatively, discuss and take other action related to this item.
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
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 -
7 () Q1
Mayor McDowell —
12. Consideration and possible action regarding approval to sponsor and waive fees
per Municipal Code Section 8 -8 -7 D 1 for South Bay Astronomical Society's "Star
Party" on Saturday, October 20, 2007, at the Hilltop Park parking structure at 401
Maryland. (Fiscal Impact: $550.00)
Recommendation — (1) Approve City sponsorship and waiver of fees per Municipal Code
Section 8 -8 -7 D for the South Bay Astronomical Society "Star Party" on Saturday, October
20, 2007; 2) Alternatively, discuss and take other action related to this item.
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30
minute limit total) Individuals who have receive value of $50 or more to communicate to the City Council on
behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to
addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all
comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The
Council will respond to comments after Public Communications is closed.
MEMORIALS —
CLOSED SESSION
The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government
Code Section §54960, et se q.) for the purposes of conferring with the City's Real Property Negotiator; and /or
conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT
POSTED:
DATE: September 26, 2007
TIME: 1:20 p.m.
NAME: ,J / /f
( )O8
rortamatt"On 4Citp of el oegunbo, California
WHEREAS, home fires killed 3,245 people in the I'niled States in 2006 - roughly nine people every
day; and
WHEREAS, residents who have planned and practiced a home lire escape plan are more prepared and
will therefore be more likely to survive a lire; and
WHEREAS, the 2007 fire Prevention \Veek theme, "It's fire Prevention \Veek- Practice Your
Escape Plan ", effectively serves to remind us all of the simple actions we can take to stay
safer from fire during l=ire Irevention Meek and year- round; and
WHEREAS, The El Segundo Dire Department, which is dedicated to the safety of life and property
from the devastating effects of fires and other emergencies, is joined by our community
in its fire safety efforts.
NOW, THEREFORE, the Mayor and Members of the City Council of the City of la Segundo,
California, in commemoration of the great Chicago l=ire of 1871, which killed 250 persons, left
100,000 homeless, and destroyed more that 17,400 buildings, and in order to raise the awareness in the
community of the importance of practicing fire prevention and fire safety to avoid needless loss of
property and life, do hereby proclaim the week of October 7 through October 13, 2007 as
FIRE PREVENTION WEEK
FURTHER, The ,Mayor and Members of the City Council join F=ire Chief Kevin Smith in imriting the
1=1 Segundo community to observe Fire Prevention \Veel: by practicing fire prevention and fire safety
year -round and heeding the message "It's Dire Prevention Week- Practice Your Escape Plan ".
. / / „�,; . /.;iii . / /'i,,,•,ii
rortamatt"011 Citp of Q11 *egunbo, California
WHEREAS, Two hundred years ago, volunteers played a unique role in the founding of our country
and in the drafting of our Constitution, and volunteers have continued to be involved
through the years in every aspect of the building of our country; and
WHEREAS, Today, over 90 million outstanding citizens, from every age group, from vouth to senior
citizens, and from every wall of life, give selflessly of themselves to others through
volunteer work, thus exemplifying the spirit of caring and compassion for others which is a
vital part of our national character; and
WHEREAS, \X'e are facing an era of changing priorities on the national, state and local levels in which
resources are becoming more scarce in the face of growing and changing needs; and
WHEREAS, It is fitting for all citizens to take pride in our volunteer heritage and to give special
recognition to the volunteers and volunteer programs in our community.
NOW, THEREFORE, the \Iayor and the ,'Members of the City Council of the City of El 'Segundo,
California, do hereby proclaim the month of October as VOLUNTEER RECOGNITION MONTH
in the City of E1 Segundo in honor of those who, imbued with the spirit of goodwill, offer freely their
services to the community.
M
C► 0
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business
AGENDA DESCRIPTION:
Consideration and possible action to hold a public hearing and possibly adopt a Resolution
approving the Sanitary Sewer Management Plan (SSMP) as required by the State Water
Resources Control Board (SWRCB) Order No. 2006 - 0003 - Statewide General Waste
Discharge Requirements (WDR) for sanitary sewer systems. (Fiscal Impact = None)
RECOMMENDED COUNCIL ACTION:
(1) Open Public Hearing; (2) Take testimonial and documentary evidence; (3) Consider the
evidence; (4) Adopt Resolution; and (5) Alternatively, discuss and take other action related
to this item.
BACKGROUND & DISCUSSION:
To provide a consistent, statewide regulatory approach to address sanitary sewer overflows,
the State Water Resources Control Board adopted Statewide General Waste Discharge
Requirements (WDRs) for sanitary sewer systems on May 2, 2006. Water Quality Order No.
2006 -0003 requires that all public agencies who own or operate sanitary sewer systems
develop and implement a sewer system management plan (SSMP). The mandatory elements
of the SSMP include the following:
1. Goal
2. Organization
3. Legal Authority
4. Operation and Maintenance Program
5. Design and Performance Provisions
6. Overflow Emergency Response Plan
7. Fats, Oils and Grease (FOG) Control Program
8. System Evaluation and Capacity Assurance Plan
9. Monitoring, Measurement and Program Modifications
10. SSMP Program Audits
11. Communication Program
(Background and Discussion continued on following page)
ATTACHED SUPPORTING DOCUMENTS:
(1) Resolution
(2) SSMP Development Plan and Schedule
(3) State Water Resources Control Board Order No. 2006 - 0003 -DW Q
FISCAL IMPACT:
Operating Budget:
N/A
Amount Requested:
None
Account Number:
N/A
Project Phase: Design
Appropriation Required: None
ORIGI ATED BY: DATE:
yip /o
S eve Fi on,, Director of Public Works
REV[
Jeff Vewart, City Manager
DATE: (116 111
Oil
1
BACKGROUND & DISCUSSION Continued:
While many of the elements above are currently being performed by staff, the information has
not been compiled into a single document as required by Water Quality Order No. 2006 -0003.
To date, staff has completed the first two elements of the Sewer System Management Plan
and is working towards completing the remaining elements within the required time frame.
The State Water Resources Control Board requires that public agencies obtain their governing
board's approval of the SSMP Development Plan and Schedule and the Final SSMP at a
public hearing before the SSMP can be certified as complete by the State Water Resources
Control Board. Staff is asking for approval of the attached Development Plan and Schedule at
this time and will return at a future council meeting for approval of the final Sewer System
Management Plan.
012
RESOLUTION NO.
A RESOLUTION RECOMMENDING APPROVING THE SANITARY
SEWER MANAGEMENT PLAN (SSMP) DEVELOPMENT PLAN AS
REQUIRED BY STATE WATER RESOURCES CONTROL BOARD
(SWRCB) ORDER NO. 2006 - 0003 - STATEWIDE GENERAL WASTE
DISCHARGE REQUIREMENTS (WDR) FOR SANITARY SEWER
SYSTEMS.
The City Council of the city of El Segundo does resolve as follows:
SECTION 1: The City Council finds that:
A. On May 2, 2006 the State Water Resources Control Board (SWRCB)
adopted Order No. 2006 -0003- Statewide General Waste Discharge
Requirements (WDR) for Sanitary Sewer Systems;
B. The purpose of the WDR is to develop a regulatory mechanism to provide
a consistent statewide approach for reducing sanitary sewer overflows
(SSOs);
C. The WDR requires the City to prepare a Sanitary Sewer Management
Plan (SSMP) with 11 separate elements;
D. A SSMP Development Plan and Schedule is required by the Order, which
establishes the City's schedule for completion of the required SSMP;
E. The City Council has reviewed the attached SSMP Development Plan and
Schedule prepared by staff.
SECTION 2: The City Council approves the SSMP Development Plan and Schedule
attached as Exhibit "A," and incorporated by reference, to comply with State Water
Resources Control Board (SWRCB) Order No. 2006 -0003- Statewide General Waste
Discharge Requirements (WDR) for Sanitary Sewer Systems. The City Manager, or
designee, is to take all appropriate actions to implement the intent of this Resolution
including, without limitation, executing documents required by the SWRCB relating to
the SSMP.
013
SECTION 3: This Resolution will remain effective until superseded by a subsequent
resolution.
SECTION 4: This Resolution will take effect immediately upon adoption.
PASSED AND ADOPTED this 2nd day of October, 2007.
Kelly McDowell, Mayor
City of El Segundo
APPROVED AX)
Mark D. Hen Wy,
By:
Kall H. Berger, As§g#ant City Attorney
ATTEST:
STATE OF CALIFORN� )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
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 of said City, and attested to by the City Clerk of said City, all at a
regular meeting of said Council held on the 2nd day of October 2007, and the same was
so passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cindy Mortesen, City Clerk
P1Planning & Building Safety\CMP \CMP 05- 06\2006- 07- 05.CMP resolution.doc
U4
EXHIBIT "A"
City of El Segundo
Sewer System Management Plan Development Plan and Schedule
Page 1 of 2
Required
Sections
Description of Activities to Achieve Desired Goals
Completion
Target
Completion
Date
Date
Date
Develop SSMP Plan and
Prepare the SSMP development plan schedule
11!0212007
1010212007
Schedule
Section 1 - Goals
Define the goals of the SSMP
11/0212007
10102/2007
a) Identify the name of the responsible or authorized representative as
11/0212007
10/02/2007
described in section J of the Order.
b) Identify the administrative and maintenance positions responsible for
Section 2 - Organization
implementing specific measures in the SSMP program, including lines of
Structure
authority by organization chart.
c) Identify the chain of communication for reporting SSOs, from receipt of a
complaint or other information, to reporting the SSOs to the State and
Regional Water Board and other agencies such as the County Health
Department and the Office of Emergency Services.
Identify all legal authorities possessed by the City of El Segundo to :
05/02/2009
04/02/2009
a) Prevent illicit discharges into the City sanitary sewer system;
b) Require that sewers and connections be properly designed and constructed;
Section 3 - Legal Authority
c) Ensure access for maintenance, inspection, or repairs of mainline sewers;
d) Limit the discharge of fats, oil, and grease (FOG) and other debris that may
cause blockages, and
e Enforce any violation of its sewer ordinances.
Identify procedures in place or to be implemented for the following:
05/02/2009
04102/2009
a) Maintaining an up -to -date map of the sewer system;
b) Providing routine preventative operation and maintenance by staff and
contractors, including a system for scheduling more frequent cleaning and
maintenance at known problem areas;
Section 4 - Operation and
c) Providing a system to document scheduled and conducted activities;
Maintenance Program
d) Identifying and prioritizing system deficiencies and implementing short and
long term rehabilitation actions;
e) Providing training to staff on a regular basis and requiring contractors to be
appropriately trained; and
f) Providing equipment and replacement part inventories; including
identification of critical replacement parts.
Identify the following:
08/02/2009
07/02/2009
a) Design and construction standards and specifications for the installation of
Section 5 - Design and
new sanitary sewer systems, pump stations, and other appurtenances; and
Performance Provision
for the rehabilitation and repair of existing sanitary sewer systems; and
b) Procedures and standards for inspecting and testing the installation of new
sewers, pumps, and other appurtenances and for rehabilitation and repair
projects.
Develop or affirm the existence of an overflow response plan that includes the following:
05/02/2009
04/02/2009
a) Proper and timely notification procedures of SSOs to primary responders;
b) Procedure to ensure timely and appropriate response and containment of
SSOs;
c) Procedures to ensure prompt notification of SSOs to appropriate regulatory
Section 6 - Overflow
agencies and other potentially affected entities;
Emergency Response
d) Procedures to ensure that staff and contractors are aware of and follow the
Plan
plan and are appropriately trained;
e) Procedures to address emergency operations, such as traffic and crowd
control and other necessary response activities; and
f) A program to ensure that all reasonable steps are taken to contain and
prevent the discharge of untreated and partially treated wastewater to waters
of the United States and to minimize or correct any adverse impact on the
environment resulting from the SSOs.
Page 1 of 2
EXHIBIT "A"
City of El Segundo
Sewer System Management Plan Development Plan and Schedule
Page 2 of 2 0 j 6
Required
Sections
Description of Activities to Achieve Desired Goals
Completion
Target
Completion
Date
Date
Date
Develop new or identify existing FOG control Program that includes:
0510212009
04/0212009
a) An implementation plan and schedule for a public education outreach
program that promotes proper disposal of FOG;
b) A plan and schedule for the disposal of FOG generated within the sanitary
sewer system service area;
c) Legal authority to prohibit discharges to system and measures to prevent
SSOs caused by FOG;
Section 7 - Fats, Oil, and
d) Requirements to install grease removal devices and design standards for the
Grease Control
removal devices, including record keeping and reporting requirements;
e) Authority to inspect grease producing facilities, enforcement authorities and
whether the City has sufficient staff to inspect and enforce the FOG
ordinance;
f) Identify sections of the sewer systems subject to grease blockages and
establish cleaning maintenance schedule for each section; and
g) Source control measures for all sources of FOG discharge to the sewer
systems.
Develop or affirm the existence of a Capital Improvement Plan (CIP) that includes the
08/02!2009
07/02/2009
following:
a) Steps to evaluate portions of the sewer system which are experiencing or
contributing to SSOs caused by hydraulic deficiencies;
Section 8 - System
b) Short and long term CIP to address identified hydraulic deficiencies including
Evaluation and Capacity
prioritization, alternative analysis, and schedule. The CIP may include
Assurance Plan
increases in pipe size, plastic lining of sewers, infiltration /inflow reduction,
and upgrading of pumping systems for redundancy, reliability, and
emergency storage; and
c A schedule of completion for deficiencies identified in the CIP.
Develop or identify existing system to do the following:
08/02/2009
07/02/2009
a) Maintain relevant information that can be used to establish and prioritize
appropriate SSMP activities;
Section 9 - Monitoring,
b) Monitor the implementation and where appropriate, measure the
Measurement, and
effectiveness of each element of the SSMP;
Program Modification
c) Assess the success of the preventative maintenance program;
d) Update program elements as appropriate, based on monitoring or
performance evaluations; and
e Identify and illustrate SS O trends, including frequency, location and volume.
Section 10 - SSMP
Develop an internal SSMP periodic audit system that focuses on evaluating the
08/02/2009
0710212009
Program Audits
effectiveness and deficiencies of the SSMP and steps to correct them.
Develop or identify effective means of communicating with the public on the
08/02/2009
07102/2009
Section 11 -
development, implementation, and performance of the SSMP. The communication
Communication Program
system shall be open to public input in the development and implementation of the
SSMP.
Complete Final SSMP
Prepare SSMP incorporating comments where appropriate, and submit to Administration
08/02/2009
07/02/2009
fora royal and to the SWRCB and RWQCB as required.
Page 2 of 2 0 j 6
STATE WATER RESOURCES CONTROL BOARD
ORDER NO. 2006 - 0003 -DWQ
STATEWIDE GENERAL WASTE DISCHARGE REQUIREMENTS
FOR
SANITARY SEWER SYSTEMS
The State Water Resources Control Board, hereinafter referred to as "State
Water Board ". finds that:
All federal and state agencies, municipalities, counties, districts, and other public
entities that own or operate sanitary sewer systems greater than one mile in
length that collect and /or convey untreated or partially treated wastewater to a
publicly owned treatment facility in the State of California are required to comply
with the terms of this Order. Such entities are hereinafter referred to as
"Enrollees ".
2. Sanitary sewer overflows (SSOs) are overflows from sanitary sewer systems of
domestic wastewater, as well as industrial and commercial wastewater,
depending on the pattern of land uses in the area served by the sanitary sewer
system. SSOs often contain high levels of suspended solids, pathogenic
organisms, toxic pollutants, nutrients, oxygen- demanding organic compounds, oil
and grease and other pollutants. SSOs may cause a public nuisance,
particularly when raw untreated wastewater is discharged to areas with high
public exposure, such as streets or surface waters used for drinking, fishing, or
body contact recreation. SSOs may pollute surface or ground waters, threaten
public health, adversely affect aquatic life, and impair the recreational use and
aesthetic enjoyment of surface waters.
3. Sanitary sewer systems experience periodic failures resulting in discharges that
may affect waters of the state. There are many factors (including factors related
to geology, design, construction methods and materials, age of the system,
population growth, and system operation and maintenance), which affect the
likelihood of an SSO. A proactive approach that requires Enrollees to ensure a
system -wide operation, maintenance, and management plan is in place will
reduce the number and frequency of SSOs within the state. This approach will in
turn decrease the risk to human health and the environment caused by SSOs.
4. Major causes of SSOs include: grease blockages, root blockages, sewer line
flood damage, manhole structure failures, vandalism, pump station mechanical
failures, power outages, excessive storm or ground water inflow /infiltration,
debris blockages, sanitary sewer system age and construction material failures,
lack of proper operation and maintenance, insufficient capacity and contractor -
caused damages. Many SSOs are preventable with adequate and appropriate
facilities, source control measures and operation and maintenance of the sanitary
sewer system.
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SEWER SYSTEM MANAGEMENT PLANS
5. To facilitate proper funding and management of sanitary sewer systems, each
Enrollee must develop and implement a system - specific Sewer System
Management Plan (SSMP). To be effective, SSMPs must include provisions to
provide proper and efficient management, operation, and maintenance of
sanitary sewer systems, while taking into consideration risk management and
cost benefit analysis. Additionally, an SSMP must contain a spill response plan
that establishes standard procedures for immediate response to an SSO in a
manner designed to minimize water quality impacts and potential nuisance
conditions.
6. Many local public agencies in California have already developed SSMPs and
implemented measures to reduce SSOs. These entities can build upon their
existing efforts to establish a comprehensive SSMP consistent with this Order.
Others, however, still require technical assistance and, in some cases, funding to
improve sanitary sewer system operation and maintenance in order to reduce
SSOs.
7. SSMP certification by technically qualified and experienced persons can provide
a useful and cost - effective means for ensuring that SSMPs are developed and
implemented appropriately.
8. It is the State Water Board's intent to gather additional information on the causes
and sources of SSOs to augment existing information and to determine the full
extent of SSOs and consequent public health and /or environmental impacts
occurring in the State.
9. Both uniform SSO reporting and a centralized statewide electronic database are
needed to collect information to allow the State Water Board and Regional Water
Quality Control Boards (Regional Water Boards) to effectively analyze the extent
of SSOs statewide and their potential impacts on beneficial uses and public
health. The monitoring and reporting program required by this Order and the
attached Monitoring and Reporting Program No. 2006 - 0003 -DWQ, are necessary
to assure compliance with these waste discharge requirements (WDRs).
10. Information regarding SSOs must be provided to Regional Water Boards and
other regulatory agencies in a timely manner and be made available to the public
in a complete, concise, and timely fashion.
11. Some Regional Water Boards have issued WDRs or WDRs that serve as
National Pollution Discharge Elimination System (NPDES) permits to sanitary
sewer system owners /operators within their jurisdictions. This Order establishes
minimum requirements to prevent SSOs. Although it is the State Water Board's
intent that this Order be the primary regulatory mechanism for sanitary sewer
systems statewide, Regional Water Boards may issue more stringent or more
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prescriptive WDRs for sanitary sewer systems. Upon issuance or reissuance of
a Regional Water Board's WDRs for a system subject to this Order, the Regional
Water Board shall coordinate its requirements with stated requirements within
this Order, to identify requirements that are more stringent, to remove
requirements that are less stringent than this Order, and to provide consistency
in reporting.
REGULATORY CONSIDERATIONS
12. California Water Code section 13263 provides that the State Water Board may
prescribe general WDRs for a category of discharges if the State Water Board
finds or determines that:
• The discharges are produced by the same or similar operations;
• The discharges involve the same or similar types of waste;
• The discharges require the same or similar treatment standards; and
• The discharges are more appropriately regulated under general discharge
requirements than individual discharge requirements.
This Order establishes requirements for a class of operations, facilities, and
discharges that are similar throughout the state.
13. The issuance of general WDRs to the Enrollees will:
a) Reduce the administrative burden of issuing individual WDRs to each
Enrollee;
b) Provide for a unified statewide approach for the reporting and database
tracking of SSOs;
c) Establish consistent and uniform requirements for SSMP development
and implementation;
d) Provide statewide consistency in reporting; and
e) Facilitate consistent enforcement for violations.
14. The beneficial uses of surface waters that can be impaired by SSOs include, but
are not limited to, aquatic life, drinking water supply, body contact and non -
contact recreation, and aesthetics. The beneficial uses of ground water that can
be impaired include, but are not limited to, drinking water and agricultural supply.
Surface and ground waters throughout the state support these uses to varying
degrees.
15. The implementation of requirements set forth in this Order will ensure the
reasonable protection of past, present, and probable future beneficial uses of
water and the prevention of nuisance. The requirements implement the water
quality control plans (Basin Plans) for each region and take into account the
environmental characteristics of hydrographic units within the state. Additionally,
the State Water Board has considered water quality conditions that could
reasonably be achieved through the coordinated control of all factors that affect
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water quality in the area, costs associated with compliance with these
requirements, the need for developing housing within California, and the need to
develop and use recycled water.
16. The Federal Clean Water Act largely prohibits any discharge of pollutants from a
point source to waters of the United States except as authorized under an
NPDES permit. In general, any point source discharge of sewage effluent to
waters of the United States must comply with technology- based, secondary
treatment standards, at a minimum, and any more stringent requirements
necessary to meet applicable water quality standards and other requirements.
Hence, the unpermitted discharge of wastewater from a sanitary sewer system to
waters of the United States is illegal under the Clean Water Act. In addition,
many Basin Plans adopted by the Regional Water Boards contain discharge
prohibitions that apply to the discharge of untreated or partially treated
wastewater. Finally, the California Water Code generally prohibits the discharge
of waste to land prior to the filing of any required report of waste discharge and
the subsequent issuance of either WDRs or a waiver of WDRs.
17. California Water Code section 13263 requires a water board to, after any
necessary hearing, prescribe requirements as to the nature of any proposed
discharge, existing discharge, or material change in an existing discharge. The
requirements shall, among other things, take into consideration the need to
prevent nuisance.
18. California Water Code section 13050, subdivision (m), defines nuisance as
anything which meets all of the following requirements:
a. Is injurious to health, or is indecent or offensive to the senses, or an
obstruction to the free use of property, so as to interfere with the
comfortable enjoyment of life or property.
b. Affects at the same time an entire community or neighborhood, or any
considerable number of persons, although the extent of the annoyance or
damage inflicted upon individuals may be unequal.
c. Occurs during, or as a result of, the treatment or disposal of wastes.
19. This Order is consistent with State Water Board Resolution No. 68 -16 (Statement
of Policy with Respect to Maintaining High Quality of Waters in California) in that
the Order imposes conditions to prevent impacts to water quality, does not allow
the degradation of water quality, will not unreasonably affect beneficial uses of
water, and will not result in water quality less than prescribed in State Water
Board or Regional Water Board plans and policies.
20. The action to adopt this General Order is exempt from the California
Environmental Quality Act (Public Resources Code §21000 et seq.) because it is
an action taken by a regulatory agency to assure the protection of the
environment and the regulatory process involves procedures for protection of the
environment. (Cal. Code Regs., tit. 14, §15308). In addition, the action to adopt
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this Order is exempt from CEQA pursuant to Cal.Code Regs., title 14, §15301 to
the extent that it applies to existing sanitary sewer collection systems that
constitute "existing facilities" as that term is used in Section 15301, and §15302,
to the extent that it results in the repair or replacement of existing systems
involving negligible or no expansion of capacity.
21. The Fact Sheet, which is incorporated by reference in the Order, contains
supplemental information that was also considered in establishing these
requirements.
22. The State Water Board has notified all affected public agencies and all known
interested persons of the intent to prescribe general WDRs that require Enrollees
to develop SSMPs and to report all SSOs.
23.The State Water Board conducted a public hearing on February 8, 2006, to
receive oral and written comments on the draft order. The State Water Board
received and considered, at its May 2, 2006, meeting, additional public
comments on substantial changes made to the proposed general WDRs
following the February 8, 2006, public hearing. The State Water Board has
considered all comments pertaining to the proposed general WDRs.
IT IS HEREBY ORDERED, that pursuant to California Water Code section 13263, the
Enrollees, their agents, successors, and assigns, in order to meet the provisions
contained in Division 7 of the California Water Code and regulations adopted
hereunder, shall comply with the following:
A. DEFINITIONS
Sanitary sewer overflow (SSO) - Any overflow, spill, release, discharge or
diversion of untreated or partially treated wastewater from a sanitary sewer
system. SSOs include:
(i) Overflows or releases of untreated or partially treated wastewater that
reach waters of the United States;
(ii) Overflows or releases of untreated or partially treated wastewater that do
not reach waters of the United States; and
(iii) Wastewater backups into buildings and on private property that are
caused by blockages or flow conditions within the publicly owned portion
of a sanitary sewer system.
2. Sanitary sewer system — Any system of pipes, pump stations, sewer lines, or
other conveyances, upstream of a wastewater treatment plant headworks used
to collect and convey wastewater to the publicly owned treatment facility.
Temporary storage and conveyance facilities (such as vaults, temporary piping,
construction trenches, wet wells, impoundments, tanks, etc.) are considered to
be part of the sanitary sewer system, and discharges into these temporary
storage facilities are not considered to be SSOs.
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For purposes of this Order, sanitary sewer systems include only those systems
owned by public agencies that are comprised of more than one mile of pipes or
sewer lines.
3. Enrollee - A federal or state agency, municipality, county, district, and other
public entity that owns or operates a sanitary sewer system, as defined in the
general WDRs, and that has submitted a complete and approved application for
coverage under this Order.
4. SSO Reporting System — Online spill reporting system that is hosted,
controlled, and maintained by the State Water Board. The web address for this
site is http: / /ciwgs.waterboards.ca.gov. This online database is maintained on a
secure site and is controlled by unique usernames and passwords.
5. Untreated or partially treated wastewater — Any volume of waste discharged
from the sanitary sewer system upstream of a wastewater treatment plant
headworks.
6. Satellite collection system — The portion, if any, of a sanitary sewer system
owned or operated by a different public agency than the agency that owns and
operates the wastewater treatment facility to which the sanitary sewer system is
tributary.
7. Nuisance - California Water Code section 13050, subdivision (m), defines
nuisance as anything which meets all of the following requirements:
a. Is injurious to health, or is indecent or offensive to the senses, or an
obstruction to the free use of property, so as to interfere with the
comfortable enjoyment of life or property.
b. Affects at the same time an entire community or neighborhood, or any
considerable number of persons, although the extent of the annoyance or
damage inflicted upon individuals may be unequal.
c. Occurs during, or as a result of, the treatment or disposal of wastes.
B. APPLICATION REQUIREMENTS
Deadlines for Application — All public agencies that currently own or operate
sanitary sewer systems within the State of California must apply for coverage
under the general WDRs within six (6) months of the date of adoption of the
general WDRs. Additionally, public agencies that acquire or assume
responsibility for operating sanitary sewer systems after the date of adoption of
this Order must apply for coverage under the general WDRs at least three (3)
months prior to operation of those facilities.
2. Applications under the general WDRs — In order to apply for coverage pursuant
to the general WDRs, a legally authorized representative for each agency must
submit a complete application package. Within sixty (60) days of adoption of the
general WDRs, State Water Board staff will send specific instructions on how to
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apply for coverage under the general WDRs to all known public agencies that
own sanitary sewer systems. Agencies that do not receive notice may obtain
applications and instructions online on the Water Board's website.
3. Coverage under the general WDRs — Permit coverage will be in effect once a
complete application package has been submitted and approved by the State
Water Board's Division of Water Quality.
C. PROHIBITIONS
1. Any SSO that results in a discharge of untreated or partially treated wastewater
to waters of the United States is prohibited.
2. Any SSO that results in a discharge of untreated or partially treated wastewater
that creates a nuisance as defined in California Water Code Section 13050(m) is
prohibited.
D. PROVISIONS
1. The Enrollee must comply with all conditions of this Order. Any noncompliance
with this Order constitutes a violation of the California Water Code and is
grounds for enforcement action.
2. It is the intent of the State Water Board that sanitary sewer systems be regulated
in a manner consistent with the general WDRs. Nothing in the general WDRs
shall be:
(i) Interpreted or applied in a manner inconsistent with the Federal Clean
Water Act, or supersede a more specific or more stringent state or
federal requirement in an existing permit, regulation, or
administrative /judicial order or Consent Decree;
(ii) Interpreted or applied to authorize an SSO that is illegal under either the
Clean Water Act, an applicable Basin Plan prohibition or water quality
standard, or the California Water Code;
(iii) Interpreted or applied to prohibit a Regional Water Board from issuing an
individual NPDES permit or WDR, superseding this general WDR, for a
sanitary sewer system, authorized under the Clean Water Act or
California Water Code; or
(iv) Interpreted or applied to supersede any more specific or more stringent
WDRs or enforcement order issued by a Regional Water Board.
3. The Enrollee shall take all feasible steps to eliminate SSOs. In the event that an
SSO does occur, the Enrollee shall take all feasible steps to contain and mitigate
the impacts of an SSO.
4. In the event of an SSO, the Enrollee shall take all feasible steps to prevent
untreated or partially treated wastewater from discharging from storm drains into
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flood control channels or waters of the United States by blocking the storm
drainage system and by removing the wastewater from the storm drains.
5. All SSOs must be reported in accordance with Section G of the general WDRs.
6. In any enforcement action, the State and /or Regional Water Boards will consider
the appropriate factors under the duly adopted State Water Board Enforcement
Policy. And, consistent with the Enforcement Policy, the State and /or Regional
Water Boards must consider the Enrollee's efforts to contain, control, and
mitigate SSOs when considering the California Water Code Section 13327
factors. In assessing these factors, the State and /or Regional Water Boards will
also consider whether:
(i) The Enrollee has complied with the requirements of this Order, including
requirements for reporting and developing and implementing a SSMP;
(ii) The Enrollee can identify the cause or likely cause of the discharge event;
(iii) There were no feasible alternatives to the discharge, such as temporary
storage or retention of untreated wastewater, reduction of inflow and
infiltration, use of adequate backup equipment, collecting and hauling of
untreated wastewater to a treatment facility, or an increase in the
capacity of the system as necessary to contain the design storm event
identified in the SSMP. It is inappropriate to consider the lack of feasible
alternatives, if the Enrollee does not implement a periodic or continuing
process to identify and correct problems.
(iv) The discharge was exceptional, unintentional, temporary, and caused by
factors beyond the reasonable control of the Enrollee;
(v) The discharge could have been prevented by the exercise of reasonable
control described in a certified SSMP for:
• Proper management, operation and maintenance;
• Adequate treatment facilities, sanitary sewer system facilities,
and /or components with an appropriate design capacity, to
reasonably prevent SSOs (e.g., adequately enlarging treatment or
collection facilities to accommodate growth, infiltration and inflow
(1 /1), etc.);
• Preventive maintenance (including cleaning and fats, oils, and
grease (FOG) control);
• Installation of adequate backup equipment; and
• Inflow and infiltration prevention and control to the extent
practicable.
(vi)The sanitary sewer system design capacity is appropriate to reasonably
prevent SSOs.
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(vii) The Enrollee took all reasonable steps to stop and mitigate the impact of
the discharge as soon as possible.
7. When a sanitary sewer overflow occurs, the Enrollee shall take all feasible steps
and necessary remedial actions to 1) control or limit the volume of untreated or
partially treated wastewater discharged, 2) terminate the discharge, and 3)
recover as much of the wastewater discharged as possible for proper disposal,
including any wash down water.
The Enrollee shall implement all remedial actions to the extent they may be
applicable to the discharge and not inconsistent with an emergency response
plan, including the following:
(i) Interception and rerouting of untreated or partially treated wastewater
flows around the wastewater line failure;
(ii) Vacuum truck recovery of sanitary sewer overflows and wash down
water;
(iii) Cleanup of debris at the overflow site;
(iv) System modifications to prevent another SSO at the same location;
(v) Adequate sampling to determine the nature and impact of the release;
and
(vi) Adequate public notification to protect the public from exposure to the
SSO.
8. The Enrollee shall properly, manage, operate, and maintain all parts of the
sanitary sewer system owned or operated by the Enrollee, and shall ensure that
the system operators (including employees, contractors, or other agents) are
adequately trained and possess adequate knowledge, skills, and abilities.
9. The Enrollee shall allocate adequate resources for the operation, maintenance,
and repair of its sanitary sewer system, by establishing a proper rate structure,
accounting mechanisms, and auditing procedures to ensure an adequate
measure of revenues and expenditures. These procedures must be in
compliance with applicable laws and regulations and comply with generally
acceptable accounting practices.
10. The Enrollee shall provide adequate capacity to convey base flows and peak
flows, including flows related to wet weather events. Capacity shall meet or
exceed the design criteria as defined in the Enrollee's System Evaluation and
Capacity Assurance Plan for all parts of the sanitary sewer system owned or
operated by the Enrollee.
11. The Enrollee shall develop and implement a written Sewer System Management
Plan (SSMP) and make it available to the State and /or Regional Water Board
upon request. A copy of this document must be publicly available at the
Enrollee's office and /or available on the Internet. This SSMP must be approved
by the Enrollee's governing board at a public meeting.
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12. In accordance with the California Business and Professions Code sections 6735,
7835, and 7835.1, all engineering and geologic evaluations and judgments shall
be performed by or under the direction of registered professionals competent and
proficient in the fields pertinent to the required activities. Specific elements of the
SSMP that require professional evaluation and judgments shall be prepared by
or under the direction of appropriately qualified professionals, and shall bear the
professional(s)' signature and stamp.
13. The mandatory elements of the SSMP are specified below. However, if the
Enrollee believes that any element of this section is not appropriate or applicable
to the Enrollee's sanitary sewer system, the SSMP program does not need to
address that element. The Enrollee must justify why that element is not
applicable. The SSMP must be approved by the deadlines listed in the SSMP
Time Schedule below.
Sewer System Management Plan (SSMP)
(i) Goal: The goal of the SSMP is to provide a plan and schedule to properly
manage, operate, and maintain all parts of the sanitary sewer system.
This will help reduce and prevent SSOs, as well as mitigate any SSOs
that do occur.
(ii) Organization: The SSMP must identify:
(a) The name of the responsible or authorized representative as
described in Section J of this Order.
(b) The names and telephone numbers for management,
administrative, and maintenance positions responsible for
implementing specific measures in the SSMP program. The
SSMP must identify lines of authority through an organization chart
or similar document with a narrative explanation; and
(c) The chain of communication for reporting SSOs, from receipt of a
complaint or other information, including the person responsible for
reporting SSOs to the State and Regional Water Board and other
agencies if applicable (such as County Health Officer, County
Environmental Health Agency, Regional Water Board, and /or State
Office of Emergency Services (OES)).
(iii) Legal Authority: Each Enrollee must demonstrate, through sanitary
sewer system use ordinances, service agreements, or other legally
binding procedures, that it possesses the necessary legal authority to:
(a) Prevent illicit discharges into its sanitary sewer system
(examples may include 1 /I, stormwater, chemical dumping,
unauthorized debris and cut roots, etc.);
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(b) Require that sewers and connections be properly designed
and constructed;
(c) Ensure access for maintenance, inspection, or repairs for
portions of the lateral owned or maintained by the Public
Agency;
(d) Limit the discharge of fats, oils, and grease and other debris
that may cause blockages, and
(e) Enforce any violation of its sewer ordinances.
(iv) Operation and Maintenance Program. The SSMP must include those
elements listed below that are appropriate and applicable to the
Enrollee's system:
(a) Maintain an up -to -date map of the sanitary sewer system,
showing all gravity line segments and manholes, pumping
facilities, pressure pipes and valves, and applicable stormwater
conveyance facilities;
(b) Describe routine preventive operation and maintenance activities
by staff and contractors, including a system for scheduling regular
maintenance and cleaning of the sanitary sewer system with more
frequent cleaning and maintenance targeted at known problem
areas. The Preventative Maintenance (PM) program should have
a system to document scheduled and conducted activities, such
as work orders;
(c) Develop a rehabilitation and replacement plan to identify and
prioritize system deficiencies and implement short-term and long-
term rehabilitation actions to address each deficiency. The
program should include regular visual and TV inspections of
manholes and sewer pipes, and a system for ranking the
condition of sewer pipes and scheduling rehabilitation.
Rehabilitation and replacement should focus on sewer pipes that
are at risk of collapse or prone to more frequent blockages due to
pipe defects. Finally, the rehabilitation and replacement plan
should include a capital improvement plan that addresses proper
management and protection of the infrastructure assets. The plan
shall include a time schedule for implementing the short- and
long -term plans plus a schedule for developing the funds needed
for the capital improvement plan;
(d) Provide training on a regular basis for staff in sanitary sewer
system operations and maintenance, and require contractors to
be appropriately trained; and
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(e) Provide equipment and replacement part inventories, including
identification of critical replacement parts.
(v) Design and Performance Provisions:
(a) Design and construction standards and specifications for the
installation of new sanitary sewer systems, pump stations and other
appurtenances; and for the rehabilitation and repair of existing
sanitary sewer systems; and
(b) Procedures and standards for inspecting and testing the installation
of new sewers, pumps, and other appurtenances and for
rehabilitation and repair projects.
(vi) Overflow Emergency Response Plan - Each Enrollee shall develop and
implement an overflow emergency response plan that identifies
measures to protect public health and the environment. At a minimum,
this plan must include the following:
(a) Proper notification procedures so that the primary responders and
regulatory agencies are informed of all SSOs in a timely manner;
(b) A program to ensure an appropriate response to all overflows;
(c) Procedures to ensure prompt notification to appropriate regulatory
agencies and other potentially affected entities (e.g. health
agencies, Regional Water Boards, water suppliers, etc.) of all SSOs
that potentially affect public health or reach the waters of the State
in accordance with the MRP. All SSOs shall be reported in
accordance with this MRP, the California Water Code, other State
Law, and other applicable Regional Water Board WDRs or NPDES
permit requirements. The SSMP should identify the officials who
will receive immediate notification;
(d) Procedures to ensure that appropriate staff and contractor
personnel are aware of and follow the Emergency Response Plan
and are appropriately trained;
(e) Procedures to address emergency operations, such as traffic and
crowd control and other necessary response activities; and
(f) A program to ensure that all reasonable steps are taken to contain
and prevent the discharge of untreated and partially treated
wastewater to waters of the United States and to minimize or
correct any adverse impact on the environment resulting from the
SSOs, including such accelerated or additional monitoring as may
be necessary to determine the nature and impact of the discharge.
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(vii) FOG Control Program: Each Enrollee shall evaluate its service area to
determine whether a FOG control program is needed. If an Enrollee
determines that a FOG program is not needed, the Enrollee must provide
justification for why it is not needed. If FOG is found to be a problem, the
Enrollee must prepare and implement a FOG source control program to
reduce the amount of these substances discharged to the sanitary sewer
system. This plan shall include the following as appropriate:
(a) An implementation plan and schedule for a public education
outreach program that promotes proper disposal of FOG;
(b) A plan and schedule for the disposal of FOG generated within the
sanitary sewer system service area. This may include a list of
acceptable disposal facilities and /or additional facilities needed to
adequately dispose of FOG generated within a sanitary sewer
system service area;
(c) The legal authority to prohibit discharges to the system and
identify measures to prevent SSOs and blockages caused by
FOG;
(d) Requirements to install grease removal devices (such as traps or
interceptors), design standards for the removal devices,
maintenance requirements, BMP requirements, record keeping
and reporting requirements;
(e) Authority to inspect grease producing facilities, enforcement
authorities, and whether the Enrollee has sufficient staff to inspect
and enforce the FOG ordinance;
(f) An identification of sanitary sewer system sections subject to
FOG blockages and establishment of a cleaning maintenance
schedule for each section; and
(g) Development and implementation of source control measures for
all sources of FOG discharged to the sanitary sewer system for
each section identified in (f) above.
(viii) System Evaluation and Capacity Assurance Plan: The Enrollee shall
prepare and implement a capital improvement plan (CIP) that will
provide hydraulic capacity of key sanitary sewer system elements for
dry weather peak flow conditions, as well as the appropriate design
storm or wet weather event. At a minimum, the plan must include:
(a) Evaluation: Actions needed to evaluate those portions of the
sanitary sewer system that are experiencing or contributing to an
SSO discharge caused by hydraulic deficiency. The evaluation
must provide estimates of peak flows (including flows from SSOs
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that escape from the system) associated with conditions similar to
those causing overflow events, estimates of the capacity of key
system components, hydraulic deficiencies (including components
of the system with limiting capacity) and the major sources that
contribute to the peak flows associated with overflow events;
(b) Design Criteria: Where design criteria do not exist or are
deficient, undertake the evaluation identified in (a) above to
establish appropriate design criteria; and
(c) Capacity Enhancement Measures: The steps needed to
establish a short- and long -term CIP to address identified
hydraulic deficiencies, including prioritization, alternatives
analysis, and schedules. The CIP may include increases in pipe
size, 1/1 reduction programs, increases and redundancy in
pumping capacity, and storage facilities. The CIP shall include an
implementation schedule and shall identify sources of funding.
(d) Schedule: The Enrollee shall develop a schedule of completion
dates for all portions of the capital improvement program
developed in (a) -(c) above. This schedule shall be reviewed and
updated consistent with the SSMP review and update
requirements as described in Section D. 14.
(ix) Monitoring, Measurement, and Program Modifications: The Enrollee
shall:
(a) Maintain relevant information that can be used to
establish and prioritize appropriate SSMP activities;
(b) Monitor the implementation and, where appropriate,
measure the effectiveness of each element of the
SSMP;
(c) Assess the success of the preventative maintenance
program;
(d) Update program elements, as appropriate, based on
monitoring or performance evaluations; and
(e) Identify and illustrate SSO trends, including:
frequency, location, and volume.
(x) SSMP Program Audits - As part of the SSMP, the Enrollee shall
conduct periodic internal audits, appropriate to the size of the system
and the number of SSOs. At a minimum, these audits must occur every
two years and a report must be prepared and kept on file. This audit
shall focus on evaluating the effectiveness of the SSMP and the
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Enrollee's compliance with the SSMP requirements identified in this
subsection (D.13), including identification of any deficiencies in the
SSMP and steps to correct them.
(xi) Communication Program — The Enrollee shall communicate on a
regular basis with the public on the development, implementation, and
performance of its SSMP. The communication system shall provide the
public the opportunity to provide input to the Enrollee as the program is
developed and implemented.
The Enrollee shall also create a plan of communication with systems that
are tributary and /or satellite to the Enrollee's sanitary sewer system.
14. Both the SSMP and the Enrollee's program to implement the SSMP must be
certified by the Enrollee to be in compliance with the requirements set forth
above and must be presented to the Enrollee's governing board for approval at a
public meeting. The Enrollee shall certify that the SSMP, and subparts thereof,
are in compliance with the general WDRs within the time frames identified in the
time schedule provided in subsection D.15, below.
In order to complete this certification, the Enrollee's authorized representative
must complete the certification portion in the Online SSO Database
Questionnaire by checking the appropriate milestone box, printing and signing
the automated form, and sending the form to:
State Water Resources Control Board
Division of Water Quality
Attn: SSO Program Manager
P.O. Box 100
Sacramento, CA 95812
The SSMP must be updated every five (5) years, and must include any
significant program changes. Re- certification by the governing board of the
Enrollee is required in accordance with D.14 when significant updates to the
SSMP are made. To complete the re- certification process, the Enrollee shall
enter the data in the Online SSO Database and mail the form to the State Water
Board, as described above.
15. The Enrollee shall comply with these requirements according to the following
schedule. This time schedule does not supersede existing requirements or time
schedules associated with other permits or regulatory requirements.
State Water Resources Control Board Order No. 2006 - 0003 -DWQ Page 16 of 20
Statewide General WDR For Wastewater Collection Agencies 512106
Sewer System Management Plan Time Schedule
Task and
Completion Date
Associated Section
Population >
Population
Population
Population <
100,000
between 100,000
between 10,000
2,500
and 10,000
and 2,500
Application for Permit
Coverage
6 months after WDRs Adoption
Section C
Reporting Program
6 months after WDRs Adoption
Section G
SSMP Development
9 months after
12 months afte
15 months after
18 months after
Plan and Schedule
No specific Section
WDRs Adoption 2
z
WDRs Adoption
WDRs
Ado tion2
WDRs
Ado tion2
Goals and
Organization Structure
12 months after WDRs Adoption
18 months after WDRs Adoption
Section D 13 i 8 ii
Overflow Emergency
Response Program
Section D 13 vi
Legal Authority
Section D 13 iii
24 months after
WDRs Adoption
30 months afte i
WDRs Adoption
36 months after
WDRs
Adoption2
39 months after
WDRs
Adoption2
Operation and
Maintenance Program
Section D 13 iv
Grease Control
Program
Section D 13 vii
Design and
Performance
Section D 13 v
System Evaluation and
Capacity Assurance
Plan
36 months after
39 months after
48 months after
51 months after
Section D 13 viii
WDRs Adoption
WDRs Adoption
WDRs Adoption
WDRs Adoption
Final SSMP,
incorporating all of the
SSMP requirements
Section D 13
0 3 �
State Water Resources Control Board Order No. 2006 - 0003 -DWQ Page 17 of 20
Statewide General WDR For Wastewater Collection Agencies 512106
In the event that by July 1, 2006 the Executive Director is able to execute a
memorandum of agreement (MOA) with the California Water Environment
Association (CWEA) or discharger representatives outlining a strategy and time
schedule for CWEA or another entity to provide statewide training on the adopted
monitoring program, SSO database electronic reporting, and SSMP development,
consistent with this Order, then the schedule of Reporting Program Section G shall
be replaced with the following schedule:
Reporting Program
Section G
Regional Boards 4, 8,
8 months after WDRs Adoption
and 9
Regional Boards 1, 2,
12 months after WDRs Adoption
and 3
Regional Boards 5, 6,
16 months after WDRs Adoption
and 7
If this MOU is not executed by July 1, 2006, the reporting program time schedule will
remain six (6) months for all regions and agency size categories.
2. In the event that the Executive Director executes the MOA identified in note 1 by
July 1, 2006, then the deadline for this task shall be extended by six (6) months.
The time schedule identified in the MOA must be consistent with the extended time
schedule provided by this note. If the MOA is not executed by July 1, 2006, the six
(6) month time extension will not be granted.
E. WDRs and SSMP AVAILABILITY
1. A copy of the general WDRs and the certified SSMP shall be maintained at
appropriate locations (such as the Enrollee's offices, facilities, and /or Internet
homepage) and shall be available to sanitary sewer system operating and
maintenance personnel at all times.
F. ENTRY AND INSPECTION
1. The Enrollee shall allow the State or Regional Water Boards or their authorized
representative, upon presentation of credentials and other documents as may be
required by law, to:
a. Enter upon the Enrollee's premises where a regulated facility or activity
is located or conducted, or where records are kept under the
conditions of this Order;
b. Have access to and copy, at reasonable times, any records that must
be kept under the conditions of this Order;
033
State Water Resources Control Board Order No. 2006 - 0003 -DWQ Page 18 of 20
Statewide General WDR For Wastewater Collection Agencies 512106
c. Inspect at reasonable times any facilities, equipment (including
monitoring and control equipment), practices, or operations regulated
or required under this Order; and
d. Sample or monitor at reasonable times, for the purposes of assuring
compliance with this Order or as otherwise authorized by the California
Water Code, any substances or parameters at any location.
G. GENERAL MONITORING AND REPORTING REQUIREMENTS
The Enrollee shall furnish to the State or Regional Water Board, within a
reasonable time, any information that the State or Regional Water Board may
request to determine whether cause exists for modifying, revoking and reissuing,
or terminating this Order. The Enrollee shall also furnish to the Executive
Director of the State Water Board or Executive Officer of the applicable Regional
Water Board, upon request, copies of records required to be kept by this Order.
2. The Enrollee shall comply with the attached Monitoring and Reporting Program
No. 2006 -0003 and future revisions thereto, as specified by the Executive
Director. Monitoring results shall be reported at the intervals specified in
Monitoring and Reporting Program No. 2006 -0003. Unless superseded by a
specific enforcement Order for a specific Enrollee, these reporting requirements
are intended to replace other mandatory routine written reports associated with
SSOs.
3. All Enrollees must obtain SSO Database accounts and receive a "Username"
and "Password" by registering through the California Integrated Water Quality
System (CIWQS). These accounts will allow controlled and secure entry into the
SSO Database. Additionally, within 30days of receiving an account and prior to
recording spills into the SSO Database, all Enrollees must complete the
"Collection System Questionnaire ", which collects pertinent information regarding
a Enrollee's collection system. The "Collection System Questionnaire" must be
updated at least every 12 months.
4. Pursuant to Health and Safety Code section 5411.5, any person who, without
regard to intent or negligence, causes or permits any untreated wastewater or
other waste to be discharged in or on any waters of the State, or discharged in or
deposited where it is, or probably will be, discharged in or on any surface waters
of the State, as soon as that person has knowledge of the discharge, shall
immediately notify the local health officer of the discharge. Discharges of
untreated or partially treated wastewater to storm drains and drainage channels,
whether man -made or natural or concrete - lined, shall be reported as required
above.
Any SSO greater than 1,000 gallons discharged in or on any waters of the State,
or discharged in or deposited where it is, or probably will be, discharged in or on
any surface waters of the State shall also be reported to the Office of Emergency
Services pursuant to California Water Code section 13271.
034
State Water Resources Control Board Order No. 2006 - 0003 -DWQ Page 19 of 20
Statewide General WDR For Wastewater Collection Agencies 512106
H. CHANGE IN OWNERSHIP
This Order is not transferable to any person or party, except after notice to the
Executive Director. The Enrollee shall submit this notice in writing at least 30
days in advance of any proposed transfer. The notice must include a written
agreement between the existing and new Enrollee containing a specific date for
the transfer of this Order's responsibility and coverage between the existing
Enrollee and the new Enrollee. This agreement shall include an
acknowledgement that the existing Enrollee is liable for violations up to the
transfer date and that the new Enrollee is liable from the transfer date forward.
I. INCOMPLETE REPORTS
1. If an Enrollee becomes aware that it failed to submit any relevant facts in any
report required under this Order, the Enrollee shall promptly submit such facts or
information by formally amending the report in the Online SSO Database.
J. REPORT DECLARATION
1. All applications, reports, or information shall be signed and certified as follows:
(i) All reports required by this Order and other information required by the
State or Regional Water Board shall be signed and certified by a person
designated, for a municipality, state, federal or other public agency, as
either a principal executive officer or ranking elected official, or by a duly
authorized representative of that person, as described in paragraph (ii) of
this provision. (For purposes of electronic reporting, an electronic
signature and accompanying certification, which is in compliance with the
Online SSO database procedures, meet this certification requirement.)
(ii) An individual is a duly authorized representative only if
(a) The authorization is made in writing by a person described in
paragraph (i) of this provision; and
(b) The authorization specifies either an individual or a position having
responsibility for the overall operation of the regulated facility or
activity.
K. CIVIL MONETARY REMEDIES FOR DISCHARGE VIOLATIONS
1. The California Water Code provides various enforcement options, including civil
monetary remedies, for violations of this Order.
2. The California Water Code also provides that any person failing or refusing to
furnish technical or monitoring program reports, as required under this Order, or
(135
State Water Resources Control Board Order No. 2006 - 0003 -DWQ Page 20 of 20
Statewide General WDR For Wastewater Collection Agencies 512106
falsifying any information provided in the technical or monitoring reports is
subject to civil monetary penalties.
L. SEVERABILITY
1. The provisions of this Order are severable, and if any provision of this Order, or
the application of any provision of this Order to any circumstance, is held invalid,
the application of such provision to other circumstances, and the remainder of
this Order, shall not be affected thereby.
2. This order does not convey any property rights of any sort or any exclusive
privileges. The requirements prescribed herein do not authorize the commission
of any act causing injury to persons or property, nor protect the Enrollee from
liability under federal, state or local laws, nor create a vested right for the
Enrollee to continue the waste discharge.
CERTIFICATION
The undersigned Clerk to the State Water Board does hereby certify that the foregoing
is a full, true, and correct copy of general WDRs duly and regularly adopted at a
meeting of the State Water Resources Control Board held on May 2, 2006.
AYE: Tam M. Doduc
Gerald D. Secundy
NO: Arthur G. Baggett
ABSENT: None
ABSTAIN: None
Song Her
Clerk to the Board
0 3 G
STATE WATER RESOURCES CONTROL BOARD
MONITORING AND REPORTING PROGRAM NO. 2006 - 0003 -DWQ
STATEWIDE GENERAL WASTE DISCHARGE REQUIREMENTS
FOR
SANITARY SEWER SYSTEMS
This Monitoring and Reporting Program (MRP) establishes monitoring, record keeping,
reporting and public notification requirements for Order No. 2006 - 2003 -DWQ,
"Statewide General Waste Discharge Requirements for Sanitary Sewer Systems."
Revisions to this MRP may be made at any time by the Executive Director, and may
include a reduction or increase in the monitoring and reporting.
A. SANITARY SEWER OVERFLOW REPORTING
SSO Categories
Category 1 - All discharges of sewage resulting from a failure in the Enrollee's
sanitary sewer system that:
A. Equal or exceed 1000 gallons, or
B. Result in a discharge to a drainage channel and /or surface water; or
C. Discharge to a storm drainpipe that was not fully captured and returned to
the sanitary sewer system.
2. Category 2 — All other discharges of sewage resulting from a failure in the
Enrollee's sanitary sewer system.
3. Private Lateral Sewage Discharges — Sewage discharges that are caused by
blockages or other problems within a privately owned lateral.
SSO Reporting Timeframes
4. Category 1 SSOs — All SSOs that meet the above criteria for Category 1 SSOs
must be reported as soon as: (1) the Enrollee has knowledge of the discharge,
(2) reporting is possible, and (3) reporting can be provided without substantially
impeding cleanup or other emergency measures. Initial reporting of Category 1
SSOs must be reported to the Online SSO System as soon as possible but no
later than 3 business days after the Enrollee is made aware of the SSO.
Minimum information that must be contained in the 3 -day report must include all
information identified in section 9 below, except for item 9.K. A final certified
report must be completed through the Online SSO System, within 15 calendar
days of the conclusion of SSO response and remediation. Additional information
may be added to the certified report, in the form of an attachment, at any time.
The above reporting requirements do not preclude other emergency notification
requirements and timeframes mandated by other regulatory agencies (local
037
Monitoring and Reporting Program No. 2006 - 0003 -DWQ Page 2 of 5
Statewide General WDRs for Sanitary Sewer Systems 5/2/2006
County Health Officers, local Director of Environmental Health, Regional Water
Boards, or Office of Emergency Services (OES)) or State law.
5. Category 2 SSOs — All SSOs that meet the above criteria for Category 2 SSOs
must be reported to the Online SSO Database within 30 days after the end of the
calendar month in which the SSO occurs (e.g. all SSOs occurring in the month of
January must be entered into the database by March 1st).
6. Private Lateral Sewage Discharges — All sewage discharges that meet the above
criteria for Private Lateral sewage discharges may be reported to the Online SSO
Database based upon the Enrollee's discretion. If a Private Lateral sewage
discharge is recorded in the SSO Database, the Enrollee must identify the
sewage discharge as occurring and caused by a private lateral, and a
responsible party (other than the Enrollee) should be identified, if known.
7. If there are no SSOs during the calendar month, the Enrollee will provide, within
30 days after the end of each calendar month, a statement through the Online
SSO Database certifying that there were no SSOs for the designated month.
8. In the event that the SSO Online Database is not available, the enrollee must fax
all required information to the appropriate Regional Water Board office in
accordance with the time schedules identified above. In such event, the Enrollee
must also enter all required information into the Online SSO Database as soon
as practical.
Mandatory Information to be Included in SSO Online Reportinq
All Enrollees must obtain SSO Database accounts and receive a "Username" and
"Password" by registering through the California Integrated Water Quality System
(CIWQS). These accounts will allow controlled and secure entry into the SSO
Database. Additionally, within thirty (30) days of receiving an account and prior to
recording SSOs into the SSO Database, all Enrollees must complete the "Collection
System Questionnaire ", which collects pertinent information regarding an Enrollee's
collection system. The "Collection System Questionnaire" must be updated at least
every 12 months.
At a minimum, the following mandatory information must be included prior to finalizing
and certifying an SSO report for each category of SSO:
9. Category 2 SSOs:
A. Location of SSO by entering GPS coordinates;
B. Applicable Regional Water Board, i.e. identify the region in which the
SSO occurred;
C. County where SSO occurred;
D. Whether or not the SSO entered a drainage channel and /or surface
water;
E. Whether or not the SSO was discharged to a storm drain pipe that
was not fully captured and returned to the sanitary sewer system;
038
Monitoring and Reporting Program No. 2006 - 0003 -DWQ Page 3 of 5
Statewide General WDRs for Sanitary Sewer Systems 5/2/2006
F. Estimated SSO volume in gallons;
G. SSO source (manhole, cleanout, etc.);
H. SSO cause (mainline blockage, roots, etc.);
I. Time of SSO notification or discovery;
J. Estimated operator arrival time;
K. SSO destination;
L. Estimated SSO end time; and
M. SSO Certification. Upon SSO Certification, the SSO Database will
issue a Final SSO Identification (ID) Number.
10. Private Lateral Sewage Discharges:
A. All information listed above (if applicable and known), as well as;
B. Identification of sewage discharge as a private lateral sewage
discharge; and
C. Responsible party contact information (if known).
11. Category 1 SSOs:
A. All information listed for Category 2 SSOs, as well as;
B. Estimated SSO volume that reached surface water, drainage
channel, or not recovered from a storm drain;
C. Estimated SSO amount recovered;
D. Response and corrective action taken;
E. If samples were taken, identify which regulatory agencies received
sample results (if applicable). If no samples were taken, NA must
be selected.
F. Parameters that samples were analyzed for (if applicable);
G. Identification of whether or not health warnings were posted;
H. Beaches impacted (if applicable). If no beach was impacted, NA
must be selected;
I. Whether or not there is an ongoing investigation;
J. Steps taken or planned to reduce, eliminate, and prevent
reoccurrence of the overflow and a schedule of major milestones for
those steps;
K. OES control number (if applicable);
L. Date OES was called (if applicable);
M. Time OES was called (if applicable);
N. Identification of whether or not County Health Officers were called;
O. Date County Health Officer was called (if applicable); and
P. Time County Health Officer was called (if applicable).
Reporting to Other Regulatory Agencies
These reporting requirements do not preclude an Enrollee from reporting SSOs to other
regulatory agencies pursuant to California state law. These reporting requirements do
not replace other Regional Water Board telephone reporting requirements for SSOs.
03 t)
Monitoring and Reporting Program No. 2006 - 0003 -DWQ Page 4 of 5
Statewide General WDRs for Sanitary Sewer Systems 5/2/2006
The Enrollee shall report SSOs to OES, in accordance with California Water
Code Section 13271.
Office of Emergency Services
Phone (800) 852 -7550
2. The Enrollee shall report SSOs to County Health officials in accordance with
California Health and Safety Code Section 5410 et seq.
3. The SSO database will automatically generate an e-mail notification with
customized information about the SSO upon initial reporting of the SSO and final
certification for all Category 1 SSOs. E -mails will be sent to the appropriate
County Health Officer and /or Environmental Health Department if the county
desires this information, and the appropriate Regional Water Board.
B. Record Keeping
Individual SSO records shall be maintained by the Enrollee for a minimum of five
years from the date of the SSO. This period may be extended when requested
by a Regional Water Board Executive Officer.
3. All records shall be made available for review upon State or Regional Water
Board staffs request.
4. All monitoring instruments and devices that are used by the Enrollee to fulfill the
prescribed monitoring and reporting program shall be properly maintained and
calibrated as necessary to ensure their continued accuracy;
5. The Enrollee shall retain records of all SSOs, such as, but not limited to and
when applicable:
a. Record of Certified report, as submitted to the online SSO database;
b. All original recordings for continuous monitoring instrumentation;
C. Service call records and complaint logs of calls received by the Enrollee;
d. SSO calls;
e. SSO records;
f. Steps that have been and will be taken to prevent the SSO from recurring
and a schedule to implement those steps.
g. Work orders, work completed, and any other maintenance records from
the previous 5 years which are associated with responses and
investigations of system problems related to SSOs;
h. A list and description of complaints from customers or others from the
previous 5 years; and
i. Documentation of performance and implementation measures for the
previous 5 years.
6. If water quality samples are required by an environmental or health regulatory
agency or State law, or if voluntary monitoring is conducted by the Enrollee or its
agent(s), as a result of any SSO, records of monitoring information shall include:
11It(�
Monitoring and Reporting Program No. 2006 - 0003 -DWQ Page 5 of 5
Statewide General WDRs for Sanitary Sewer Systems 5/2/2006
a. The date, exact place, and time of sampling or measurements;
b. The individual(s) who performed the sampling or measurements;
C. The date(s) analyses were performed;
d. The individual(s) who performed the analyses;
e. The analytical technique or method used; and,
f. The results of such analyses.
C. Certification
1. All final reports must be certified by an authorized person as required by
Provision J of the Order.
2. Registration of authorized individuals, who may certify reports, will be in
accordance with the CIWQS' protocols for reporting.
Monitoring and Reporting Program No. 2006 -0003 will become effective on the date of
adoption by the State Water Board.
CERTIFICATION
The undersigned Clerk to the Board does hereby certify that the foregoing is a full, true,
and correct copy of a resolution duly and regularly adopted at a meeting of the State
Water Board held on May 2, 2006.
Song Her
Clerk to the Board
(Al
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business
AGENDA DESCRIPTION:
Consideration and possible action regarding the approval of Contract Change Orders in
conjunction with construction of the Douglas Street Gap Closure Project and an amendment to
the existing Professional Services Agreement with Caltrop Corporation for continued
construction management services for the project. (Fiscal Impact = $677,614.96, Change
Orders plus Amendment to Agreement)
RECOMMENDED COUNCIL ACTION:
Recommendation - (1) Authorize the Director of Public Works to execute Change Order
Numbers 5, 25 & 26 to the existing Public Works Agreement with SEMA Construction, Inc. in
the total amount of $427,614.96; (2) Authorize the City Manager to execute an amendment to
the existing Professional Services Agreement with Caltrop Corporation in the amount of
$250,000 in a form as approved by the City Attorney; and, (3) Alternatively discuss and take
other action related to this item.
BACKGROUND & DISCUSSION:
On June 21, 2005, the City entered into a Public Works Agreement in the amount of
$19,239,025 with SEMA Construction, Inc. for construction of the Douglas Street Gap Closure
Project. City Council also authorized a construction contingency in the amount of 10% of the
contract amount ($1,923,903) for additional work required due to potential unforeseen
conditions.
(Please see "Background and Discussion" on following page)
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT:
Capital Improvement Program:
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
ORIGINATED
Steve
REVIE
rt. C
$7,804,403.00 (contingency)
$677,614.96
301 - 400 - 8203 -8949
Construction
No
ctor of Public Works
DATE:
712 r v7
DATE: G,A64,.1
u4
2
BACKGROUND & DISCUSSION: (continued) Page 2 of 6
Status
Construction has been underway since November 28, 2005. Below is a status of the
completion of the main elements of the project. The attached map provides a graphical
depiction of project status.
Item of Work
% Complete
Edison Electrical System
90%
Oil Line relocations Shell /Crimson
100%
ExxonMobil
100%
Pacific Pipeline
100%
AT &T Relocation
100%
Storm Drains
90%
City Water Mains
100%
County Water Main
100%
Excavation for roadway
90%
Retaining Walls for Roadway
70%
Pedestrian Bride
100%
Railroad Bride
100%
Shoofly
100%
Transit Center Parking Lot
90%
Traffic Signal
50%
Street Lighting
50%
AT&T Relocation Status
AT &T completed pulling and splicing operations on September 10, 2007. This conflict has
now been cleared and work on the west side can proceed with no obstructions. The overall
project completion date was affected by this delay; however, the contractor made significant
progress in September. The contractor now believes the project can be significantly complete
and open for traffic in February 2008, ahead of our previous estimate.
0 4 :�
BACKGROUND & DISCUSSION: (continued) Page 3 of 6
Payment and Grant Reimbursement status
Metropolitan Transportation $9,233,000 $8,897,747.00
Authority MTA Grant
Federal Transit Administration $2,079,661 $1,148,302.00
(FTA) Grant
Total 1 $10,046,049.00
Approval of Change Orders
As the work progresses, unforeseen conditions may require the contractor to perform work at
additional cost under a change order. Also, if a more efficient way to construct the project is
identified, cost savings can be accomplished through credit change orders.
On June 20, 2006, City Council approved Change Order Numbers 2, 3, 6 & 8 in the total
amount of $71,490.76 and on November 8, 2006, Council approved Change Order Numbers
1, 11, 13 and 14 in the amount of $156, 860.81. On February 20, 2007, Change Order
Numbers 10, 15, 16 and 17 were approved by City Council in the amount of $283,936.56 and
on June 19, 2007, Change Orders 10 -1, 18, 19, 20, 21, & 22 were approved in the amount of
$390,675.00, and Change Orders 4, 23 & 24 were approved in the amount of $422, 700.00.
Since that time, additional change orders have been encountered. It is recommended that
Council authorize the Director of Public Works to execute change order Numbers 5, 25 & 26 in
the amount of $427,614.96 as described below. The change order numbers are referenced by
the Construction Engineer's numbering system and are not in sequence. As issues are
encountered during construction, change order numbers are assigned to each issue such that
any additional costs can be tracked separately. Staff has deemed Change Order Numbers 1,
2, 3, 4, 5, 6, 8, 10, 10 -1, 11, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26 & 27 to be
valid and negotiated change order costs with the contractor. Change Orders 7, 9 and 12 are
still issues that may or may not result in formal contract change orders to be considered by
Council.
BACKGROUND & DISCUSSION: (continued) Page 4 of 6
Contract Change Order No. 5 $ 10.000.00
1 his chance order accomDllshes the tollowina chances:
Survey — The original contract included surveying as needed to $ 10,000.00
construct the project as shown on the plans. This change order
would compensate the contractor for additional surveying required
to accommodate design changes as follows:
Transit Center Parking Lot — Revision to improve drainage.
• Douglas Centerline Profile - Revision to relocate low point to
avoid conflict with drainage structure. Revision to change
profile to avoid relocation of communications vault.
• 24" Water Main — Restake water main grade due to plan
errors.
• Southwest Right -of -Way - Identify right -of -way line and
restake construction at southwest side of project due to
identified right -of -way constraint.
Total Change for Change Order No. 5 $10,000.00
Contract Change Order No. 25 $ 69,714.96
I his Change order accomplishes the tollowin Changes:
Asphalt cost escalation change — Per Change Order No. 6, the $ 69,714.96
City was shielded from all cost escalation claims except asphalt
concrete. Sema Construction's subcontract for asphalt concrete
expired on September 30, 2007 and due to delays on the project
much of the paving work is not yet complete. A total of 5335 tons
of asphalt are to be placed on the project and 2,856 tons will be
placed after September 30th. The subcontractor, Sully Miller
Contracting Company, has indicated they cannot extend the
original bid price beyond September 30, 2007 due to aggregate
and oil price escalations experienced in the industry. Due to the
delay on the project, it is the subcontractor's prerogative to
request a price escalation which would be passed through to the
City. The requested escalation of $24.41 per ton would yield a
total cost increase of $69,714.96. As provided in the Public
Contracts Code, if the subcontractor will not perform the work at
the original bid price, they may be replaced with another
subcontractor. To mitigate this escalation, staff considered
replacement of the original subcontractor and solicited prices from
other asphalt paving companies. The quotes received were
significantly higher the escalated price offered by Sully Miller. It is
recommended that the price escalation be granted.
Total Change for Change Order No. 25 $69,714.96
04-5
BACKGROUND & DISCUSSION: (continued) Page 5 of 6
Contract Change Order No. 26 $347,900 maximum
This change order accomplishes the following changes:
Contract Time Extension, AT&T Delays — The original contract
required the contractor to complete the project within 400 working
142 additional
days, or about 18 months. Construction began in November 2005
contract
and, accounting for rain days, should have been completed by
working days
July 5, 2007. Previously, City Council approved a change order
granting 89 delay days to the contractor due to Shell /Crimson oil
$347,900.00
line and Edison delays which extended the contract working days
maximum
to November 15, 2007. Now that AT &T facilities have been
payment
cleared, the extent of delay attributable to AT &T conflicts can be
assessed. The impact of the delay is assessed by delaying the
critical path schedule the full duration of the delay. Doing so
requires adding 142 working days to the contract. During the
delay, the contractor elected to perform significant amounts of
work out of sequence which will reduce the actual delay. With the
significant progress experienced recently, it is estimated that the
project will be complete and open to traffic in February 2008,
reducing the actual delay attributable to AT &T to approximately 75
days only. The previously established overhead cost of $2,450
per day would apply during this delay and would result in
compensation to the contractor in an amount dependent on the
actual number of delay days. The maximum compensation would
be 142 days X $2,450 = $347,900. It is expected, however, that
the work will be complete using only 75 days which would amount
to $183,750 in delay compensation. This delay is directly
attributable to AT &T inaction and these delay costs will be
withheld from payments to AT &T for the relocation of their
facilities.
Total Change for Change Order No. 27
$347,900
maximum
Additional Contract Costs Due to Actual Quantities Placed vs. Bid Quantities
When construction contracts are awarded, the contract amount is based on unit prices and
estimated quantities. Actual quantities typically vary from the original estimate. Actual
measured quantities will yield a net increase to the contract in the amount of approximately
$500,000. Upon completion of the project, a full accounting of measured quantities will be
submitted for Council review along with a final change order to establish the final contract
amount based on measured quantities.
Caltrop Amendment
On April 5, 2005, the City entered into a professional services agreement with Caltrop
Corporation in the amount of $1,765,475 to provide construction management, inspection and
quality assurance testing for the project. Additionally, the original design firm, Parsons, is
provided for construction design services as a subconsultant to the agreement. On March 7,
C! if 6
BACKGROUND & DISCUSSION: (continued) Page 6 of 6
2006, City Council approved a $60,000 increment to the agreement to be funded by developer
contributions for inspection of public improvements constructed in conjunction with the Plaza
El Segundo Development. The original contract called for four Caltrop staff to provide full -time
service. As the project proceeded and delays were encountered, the level of Caltrop staffing
was reduced in an attempt to spread the budget through the actual project period. Even with
those efforts, Caltrop's budget will be exhausted in early October 2007. An amendment to
Caltrop's agreement is necessary to provide addition budget to the agreement to keep them on
the project through completion. It is recommended that an additional $250,000 be added to
the agreement with Caltrop bringing the total contract amount to $2,075,475. A portion of this
amendment is directly attributable to AT&T delays and will be withheld from payments to AT&T
for relocation of their facilities.
Balance of Continaency
City Council authorized a 10% contingency ($1,923,903) to cover additional work discovered
during construction. The following indicates the balance of available contingency funding:
Amount provided by Council on June 25, 2005
$1,923,903.00
-Contingency
Additional Funding Provided through previous MTA funding amendment
$5,880,500.00
Total Contingency Funding
$7,804,403.00
Cost of previous Change Orders (1, 2, 3, 4, 6, 1, 10,10-1,11, 13, 14, 15, 16, 17,18, 19, 20, 21,
22, 23 & 24
$1,325,663.13
Cost of Change Orders 5, 25 & 26
$427,614.96
Estimate of actual quantities to be constructed per plan
difference from bid quantiW
$500,000
Sub -Total Change Orders to date plus actual quantity differential
IZ253 278.09
Additional Right -of -Way acquisition costs above initial eminent domain court deposits.
$393,000 in 601 Hawaii parking lot work included in Change Order No. 4
$1,061,540.00
Non - Contract construction costs (MTA purchases)
$25,703.52
Caltrop Amendment for additional construction management
$250,000
Total Additional Costs
$3,590,521.61
Remaining fund balance
$4,213,881.39
Additional Channe Orders
Additional change orders have been encountered and are currently being negotiated. These
change orders will be submitted for Council consideration in the future. Staff continues to work
with the contractor and the construction manager to mitigate additional costs and to identify
and implement measures to reduce costs.
0117
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business
AGENDA DESCRIPTION:
Consideration and possible action to amend the professional services agreement with RRM
Design Group (City Contract # 3679) in the amount of $114,144 to provide architectural design
services that will make the new Fire Station 2 comply with the Leadership in Energy and
Environmental Design (LEED) Green Building Rating SystemTM. Fiscal Impact: $114,144
RECOMMENDED COUNCIL ACTION:
(1) Authorize the City Manager to execute an amendment to the professional services
agreement with RRM Design Group in the amount of $114,144 in a form as approved by the
City Attorney; and (2) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
In December, 2006 staff executed a professional services agreement with RRM Design Group
to provide the architectural design services required to prepare plans and specifications for as
well as oversee the construction of a replacement Station 2. In summary the services to be
provided are as follows: project management and pre- design; program refinement and site
analysis; building and site schematic design; design development; construction documents;
bidding assistance; construction administration; and record drawings.
Staff recommends that the professional services agreement be amended to include additional
architectural design services that will ensure that the new Fire Station 2 complies with the
Leadership in Energy and Environmental Design (LEED) Green Building Rating SysternTM.
Continued next page
ATTACHED SUPPORTING DOCUMENTS:
LEED Certification Additional Services Document
FISCAL IMPACT:
Capital Improvement Program: $7,750,000 (Public Safety)
Amount Requested: $114,144
Account Number: 301 - 400 - 8201 -8999
Project Phase: Design
Appropriation Required: X Yes No
ORIGINATED BY:
Kevin S. Smith, Firq Chief
REVIEWED
Jeff,St v arY, City Manager
DATE:
September 21, 2007
DATE: 0/06 G
W,
048
BACKGROUND & DISCUSSION continued:
The Leadership in Energy and Environmental Design (LEED) Green Building Rating SystemTM
is the nationally accepted benchmark for the design, construction, and operation of high
performance green buildings. LEED gives building owners and operators the tools they need
to have an immediate and measurable impact on their buildings' performance. LEED
promotes a whole - building approach to sustainability by recognizing performance in five key
areas of human and environmental health: sustainable site development, water savings,
energy efficiency, materials selection, and indoor environmental quality.
A project is a viable candidate for LEED certification if it can meet all prerequisites and
achieve the minimum number of points to earn the "Certified" level of LEED project
certification. To earn certification, a building project must meet certain prerequisites and
performance benchmarks ( "credits ") within each category. Projects are awarded Certified,
Silver, Gold, or Platinum certification depending on the number of credits they achieve. This
comprehensive approach is the reason LEED - certified buildings have reduced operating costs,
healthier and more productive occupants, and conserve our natural resources.
LEED certification provides independent, third -party verification that a building project meets
the highest performance standards.
LEED- certified buildings:
• have lower operating costs and increased asset value
• are healthy and comfortable for their occupants
• reduce waste sent to landfills
• conserve energy and water
• reduce harmful greenhouse gas emissions
• demonstrate an owner's commitment to environmental stewardship and social
responsibility
Staff recommends that the City target the LEED "Certified" level for Fire Station 2. The
architect indicates that attaining this certification will increase the overall costs of the fire
station project as follows:
Construction Documents:
$51,092
Fundamental Commissioning:
$18,040
Construction Administration:
$40,012
Additional Reimbursable Expenses:
$5,000
Construction:
$350,000 estimated
Total estimated cost of LEED Certification: $464,144
Additionally, staff recommends that the City consider incorporating a solar energy photo
voltaic system into the project to generate electricity. The architect estimates that the
system would cost $100,000 and it would pay for itself in 7 -10 years by producing
electricity that is sold back to the electrical distribution system.
049
rrm _ group iii
creating environments people enjoy'
RRM Design Group September 18, 2007
232 Avenida Fabricante, Ste. 112 ! City of El Segundo Fire Department
San Clemente, CA 92672 ) 314 Main Street
P: (949) 361 -7950 El Segundo, CA 90245
F: (949) 361 -7955 Att: Fire Chief Kevin Smith
www.rrmdesign.com r
Re: LEED Certification Additional Services
Dear Kevin,
Per our discussions the City of El Segundo is desirous to pursue LEED certification for their new
Fire Station No. 2 project. Per our meeting with the Fire Department and the City Manager the
intent will be to achieve a Certification status for the project. The total points achieved for
Certification status will be between 26 and 32 points including all prerequisites, achieving two
(2) minimum points under the required Energy Performance credit 1 and prerequisite 1 for
fundamental commissioning.
The selected construction contractor for the project will be responsible to complete LEED
requirements to achieve the appropriate accreditation is not a failure on the part of the Design
Team.
We would request an additional fee of $109,144 to be broken down to the following Tasks:
• Construction Documents (Task E.1): $51.092
• Fundamental Commissioning (Task E.2): $181040
• Construction Administration (Task G.1): $40,012
An additional $5,000 for additional reimbursable expenses is anticipated on top of the
additional Design and Construction phases.
Exclusions:
• Enhanced Commissioning (EA Credit 3)
• Registration fees for the US Green Building Council
Sincerely,
RRM DESIGN G P
C05 Rubio Me ina
Project Manager
Cc:
Enclosure(s) / Attachment(s)
COMMUNITY I CIVIC & PUBLIC SAFETY I RECREATION I EDUCATION I URBAN
ARCHITECTS I ENGINEERS I EXHIBIT DESIGNERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS
A Cahto-3 Corr,(-00(1 1 V.ctnr Mor?1)o1 -1y, A,111.1 •1 t -C 11090 1 1,—, N, f —fl, PE 93689S, LS -6276 1 left Eerbcr, LA -2844 _
CIJO
ni
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Reports of Committees, Commissions and Boards
AGENDA DESCRIPTION:
Consideration and possible action regarding Campus El Segundo Athletic Fields at 2201 E.
Mariposa Avenue and their operations and availability for use by the public. (Fiscal Impact:
Unknown)
RECOMMENDED COUNCIL ACTION:
(1). Direct staff regarding Campus El Segundo Athletic Field operations and their availability
for use by the public; (2). Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
At the El Segundo Recreation and Parks Commission meeting of September 19, 2007, the
Commission reviewed the operations of Campus El Segundo Athletic Fields with the intent to
make a recommendation to City Council pertaining to the use and availability of the facility to
the public.
Several options were presented and discussed. The Commission voted 3 to 0
(Commissioners Bundy and Topar absent) to keep the facility closed unless there is a
scheduled reservation and to then provide staff supervision.
ATTACHED SUPPORTING DOCUMENTS:
Attachment # 1: September 19, 2007 Recreation and Parks Commission Report
FISCAL IMPACT: Unknown
Operating Budget:
Account Number:
Amount Requested:
Project Phase:
Appropriation Required:
ORIGINATED:
Richard
Jeff art, Citv Man
_Yes X No
on and Parks Director
DATE:
?/Z 67
DATE: `? �2 ��� `►
0
1
0 5,4
EL SEGUNDO RECREATION AND PARKS COMMISSION
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION:
ATTACHMENT # 1
MEETING DATE: September 19, 2007
AGENDA HEADING: New Business
Consideration and possible action regarding Campus El Segundo Athletic Fields at 2201 E.
Mariposa Avenue, their operations and availability for use by the public. (Fiscal Impact:
Unknown)
RECOMMENDED COMMISSION ACTION:
(1). Make a recommendation to City Council regarding Campus El Segundo Athletic Fields
operations and availability for use by the public; (2). Alternatively, discuss and take other
action related to this item.
BACKGROUND & DISCUSSION:
The new Campus El Segundo Athletic Fields are open and available for public use. For safety
and security reasons the facility is fenced and gated. Fees and charges for use have been
approved by City Council. Until recommendations are made by the Recreation and Parks
Commission, and decided by City Council, staff is currently operating under the guideline that
the facility remains locked, but is opened whenever a reservation for use is scheduled.
Staff are seeking a recommendation from the Recreation and Parks Commission regarding
the issue of whether the fields and facility should be open to the public during all park
operational hours or whether the fields should be controlled and use by the public
restricted. This recommendation will go before City Council at a future Council meeting.
(continued on next page... )
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Unknown
Operating Budget: --
Account Number: —
Amount Requested: - --
Project Phase: ---
Appropriation Required: _Yes X No
ORIGINATED: DATE:
Judy Andoe, Recreation Superintendent
REVIEWED BY: DATE:
Richard Brunette, Recreation and Parks Director
2 0519-
BACKGROUND & DISCUSSION: (continued from previous page)
RECREATION AMENITIES AND CONTROLLED OR RESTRICTED PUBLIC USEAGE
City parks and /or open green spaces are generally open to the public and available for
passive and limited, individual and /or organized group use according to City municipal
codes that include park hours of operation.
However, it is an industry standard for municipal recreation and parks agencies to institute
"controlled use" policies for recreation amenities when use by the public is in some way
restricted. In general, it is customary that the more an amenity is used, and if the need for
the amenity by the community exceeds availability, the more controlled the amenity is and
the need for allocation policies and procedures of the amenity becomes necessary.
Several factors are taken into consideration when determining how to control usage of
recreation facilities. Some of these factors include: construction and maintenance costs of
recreation amenities; the potential for vandalism, misuse, and damage; the safety and
security concerns for patrons; risk management issues; specialized facilities requiring
specialized rules; and staff knowledge of user groups are among the significant factors
taken into consideration.
The need to remove groups from athletic fields when they do not have reservations
(permits) or permission for use is an issue many communities face. It is generally harder
for City staff to keep non - permitted groups off fields when the fields are not fenced and
securable. Once a group is on a field, it is also often difficult to remove a group from the
field. So, generally speaking, when fields are fenced and gated and access is limited, and
when use is controlled and permitted, it makes it easier for staff to control use of the fields.
If the amenity is a high -use amenity, maintenance issues are involved, often requiring
restricted and controlled use. Use is controlled to ensure a facility is not overused.
Overuse results in deteriorated facilities, which then require maintenance or repairs, which
can be costly. If significantly overused, for renovation and repair the facility often has to be
closed to all use, which then further impacts availability of like- facilities in the community.
Another factor with controlled use is that if users of the facility are required to have permits
to use the facility, the facility users are known. In the event vandalism or damage occurs
during their use time, there is recourse to recover costs for the vandalism or damage.
Controlled use of a recreation amenity is often implemented when there is something
unique to a recreation amenity requiring special "use rules ". Specialized use rules do apply
to synthetic turf fields that differ from normal turf fields. A benefit of controlling use to
individuals and groups who reserve the facility is that these specialized use rules are
provided at the time reservations are made.
PLANNED HOURS OF OPERATION AND SUPERVISION OF CAMPUS EL SEGUNDO
Recreation and Parks Department staff have planned on Campus El Segundo Athletic
Field hours of operation being normal athletic field operational hours of 8 a.m. to
10 p.m., 7 days a week.
3 053
Recreation and Parks Department staff anticipated heavy reservation and scheduled use
of the Campus El Segundo Athletic Fields. Staff planned on providing on -site, supervision
staff a majority of the time during scheduled use, and therefore proposed a FY '07 -08
budget for 10 hours a day of part-time Recreation Division staff for this purpose.
Supplemented by off -site, roving part-time Recreation staff, as well as by having cameras
placed at the facility, staff hoped to provide adequate supervision of the facility.
Providing on -site facility supervision staff whenever reservations and scheduled use takes
place provides various functions. On -site supervision staff ensure: groups using the facility
have reservations and permits for use as required by City Municipal Code; that groups with
reservations are not kept off fields by groups that do not have reservations; act as a
deterrent to vandalism and damage; ensure users abide by facility use rules; and in case of
emergencies, on -site supervision staff can contact paramedics and /or police immediately,
as well as complete appropriate accident or incident reporting forms.
Supervision staff could be provided 8 a.m. to 10 p.m., 7 days a week, by adjusting roving
supervision staff hours and re- allocating them to the Campus El Segundo Athletic Fields.
PROCEDURES FOR RESERVING THE FIELDS AND OBTAINING A RESERVATION
Resident and non - resident individuals or groups can request a reservation permit for use of
Campus El Segundo Athletic Fields and by contacting appropriate Recreation and Parks
Department staff. Reservation times are allocated to prospective users who have
requested time according to the City's "Athletic Field and Facility Use and Allocation
Policy." The majority of available field time is booked and reserved by multiple youth and
adult sports organizations at the Department's bi- annual field allocation meetings which are
held in January and July. Use time left open and available after these field allocations are
completed are made on a case -by -case basis. Fees for use of the fields were recently
approved by the City Council.
OPTIONS FOR PUBLIC USE OF CAMPUS EL SEGUNDO ATHLETIC FIELDS
Staff are requesting a recommendation from the Recreation and Parks Commission
regarding the availability of the facility to the public. A variety of options include:
Option 1: Open the facility to use from 8 a.m. -10 p.m., 7 days a week, and provide on -site
staff supervision from 8 a.m. -10 p.m.
Option 2: Open the facility to use from 8 a.m. -10 p.m., 7 days a week, and provide on -site
staff supervision only during reserved and scheduled use time.
Option 3: Keep the facility closed unless there is a scheduled reservation and provide staff
supervision.
O tp ion 4: Some combination of the aforementioned and identified options.
4 C54
TO THE EL SEGUNDO CITY COUNCIL MEETING: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Committees, Commissions & Boards
AGENDA DESCRIPTION: Consideration and possible action regarding setting a date for
interviewing candidates for one position on the Investment Advisory Committee, one position
on the El Segundo Community Cable Advisory Committee and two positions on the Capital
Improvement Program Advisory Committee.
RECOMMENDED COUNCIL ACTION: (1) Set date for interviews of candidates for 6:00 p.m.,
Wednesday, November 7, 2007; (2) Alternatively, discuss and take other action related to
this item.
BACKGROUND & DISCUSSION:
To apply to any CCB, potential candidates should contact City Hall at 310- 524 -2302, for an
application. The deadline for filing applications is 48 hours prior to the posted interview date.
Applications may also be picked up from the Administrative Offices at City Hall, the Library,
the City's website or, upon request, will be mailed to interested persons.
ATTACHED SUPPORTING DOCUMENTS: None.
M
Jeff
Assistant
Date:
9Ia410-7
055
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CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
917/2007 THROUGH 9/20/2007
Date
Payee
Amount
Description
8/23/2007
Ohno Construction
262,303.34
Retention (not included in prior memo)
9/7/2007
Federal Reserve
200.00
Employee I Bonds
9/7/2007
State of CA
1,301.54
Child support withholdings
9/10/2007
Nationwide Retirement
30,023.62
457 contributions
9/10/2007
Nationwide Retirement
47,080.43
401 contributions
9/10/2007
West Basin
912,891.58
H2O payment
9/10/2007
Health Comp
3,441.48
Weekly claims 9/7
9/20/2007
Employment Development
44,681.27
State Taxes
9/20/2007
IRS
214,587.71
Federal Taxes
9/20/2007
La Salle
43,725.00
ABAG Payment
8/23/2007
Workers Comp Activity
(17,376.17)
Adjustment to 8/23 memo
9/7- 9/20/07
Workers Comp Activity
28,530.16
SCRMA checks issued
DATE OF RATIFICATION: 10/2107
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
1, 571, 389.96
1,571,389.96
/ o
Dat
ct
Dat
G
D
e City Treasurer's Office of the City of El Segundo.
057
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 18, 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 -
Absent
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. - NONE
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) items were a threat of
litigation regarding the Henry Radio Claim No. 07 -48 and Siegel Claim No. 07 -43.
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)) — 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): -2- potential cases
(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
7
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 1
058
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -2- matters
1. Labor Negotiator: Jeff Stewart, City Manager
Represented Employees: City Employees Association (CEA)
2. Labor Negotiator: Jeff Stewart, City Manager
Represented Employees: Police Support Services Employees Association (PSSEA)
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
SEPTEMBER 18, 2007
PAGE NO. 2
059
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 18, 2007 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor McDowell at 7:00 p.m.
INVOCATION — Pastor John Svendsen, First Baptist Church
PLEDGE OF ALLEGIANCE — Council Member Bill Fisher
PRESENTATIONS —
Presentation by NextG Networks, Inc. regarding installation of aerial and underground fiber
optic facilities on various streets and installation of cellular antennae on existing power
poles at seven locations citywide to enhance cellular service.
ITEM NO. 1 PULLED BY THE CITY MANAGER
ROLL CALL
Mayor McDowell -
Present
Mayor Pro Tern Busch -
Present
Council Member Boulgarides -
Absent
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.
Jenny Davies, PTA President, Encouraged the Council and citizens to join PTA.
Johnna Woods, resident, requested community support in the effort to raise funds to find a cure for
NF -2. Sponsoring organizations such as the Children's Tumor Foundation and NF Inc. California
are holding a fundraiser on September 29, 2007 at 9 a.m., in Westchester Park, Walk for a Cure,
"TEAM JAMIE" Also announced the Outback Steak House will sponsor a dinner to benefit Jamie
on November 3, 2007.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO 3
h
Liz Garnholz, resident, spoke regarding item number 28, adoption of an Ordinance for job
classification and salary changes for various positions and the re- organization of Administrative
Services Department. She also spoke on airport matters.
Tom Babbit, resident, spoke in opposition of a sign between old and new Imperial Highway
warning pilots not to fly over El Segundo.
Dave Burns, resident, spoke regarding airport noise, and questioned whether the noise level
studies are still accurate. He requests a new noise study be conducted, and possible
reorganization of the RSI program zones. Requested Council agendize a report and update of the
RSI Program.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the Agenda by title only
MOTION by Council Member Jacobson, SECONDED by Mayor ProTem Busch to read all
ordinances and resolutions on the Agenda by title only. MOTION PASSED BY
UNANIMOUS VOTE. 4/0. COUNCIL MEMBER BOULGARIDES ABSENT.
B. SPECIAL ORDERS OF BUSINESS
Consideration and possible action (Continued Public Hearing) regarding the Fiscal Year
007 -2008 Budget (including all City revenues and Expenditures), Five -Year Capital
Improvements Plan and Adoption of Resolutions approving Appropriation Limit, Preliminary
Budget as amended, and Capital Improvement Plans as amended. (Copies of the Fiscal
Year 2007 -2008 Preliminary Budget can be found in the Library, City Clerk's Office, and on
the City's website.) (Fiscal Impact: $105,080,316 in total appropriations; $95,124,800 in total
estimated revenues and prior year designations of $9,955,516).
Mayor McDowell stated this is the time and place hereto fixed for a continued public hearing
regarding the Fiscal Year 2007 -2008 Preliminary Budget and Five -Year Capital Improvements
Plan including discussion and possible direction regarding all City revenues and expenditures.
Clerk Mortesen stated that proper notice was completed and no written communication had been
received by City Clerk's Office.
Deborah Cullen, Interim Administrative Services Director, gave a presentation.
Liz Garnholz, resident, requested a copy of the change list for appropriations and revenue.
MOTION by Council Member Jacobson, SECONDED by Council Member Fisher to close the
public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER
BOULGARIDES ABSENT.
Mark Hensley, City Attorney, read by title only:
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18.2007
PAGE NO. 4
061
RESOLUTION NO. 4520
A RESOLUTION ADOPTING AN OPERATING BUDGET AND FIVE YEAR CAPITAL
IMPROVEMENT PROGRAM FOR FISCAL YEAR 2007 -2008.
MOTION by Council Member Fisher, SECONDED by Mayor ProTem Busch to adopt Resolution
No. 4520 approving and adopting the Fiscal Year 2007 -2008 Operating Budget and the Five -year
Capital Improvement Budget and incorporate "Exhibit A Fiscal Year 2007 -2008 Change List of
Budget Revisions in all Funds" into the adopted budget and deposit any Fiscal Year 2006 -2007
General Fund savings into the Economic Uncertainty Fund in fiscal year 2007 -2008 once the
Fiscal Year 2006 -2007 audit is complete. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0.
COUNCIL MEMBER BOULGARIDES ABSENT.
RESOLUTION NO. 4521
A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL SETTING ITS
APPROPRIATIONS LIMIT FOR FISCAL YEAR 2007 -2008 IN ACCORDANCE WITH
ARTICLE XIIIB OF THE CALIFORNIA CONSTITUTION.
MOTION by Council Member Jacobson, SECONDED by Council Member Fisher to adopt
Resolution No. 4521 approving and adopting the Appropriations Limit for Fiscal Year 2007 -2008,
as presented. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER
BOULGARIDES ABSENT.
MOTION by Council Member Fisher, SECONDED by Mayor Pro Tern Busch to approve and adopt
GASB45 funding recommendation and approve and adopt funding recommendation for Athletic
Field turf replacement. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL
MEMBER BOULGARIDES ABSENT.
C. UNFINISHED BUSINESS
2. Consideration and possible action regarding the Conceptual Design documents for Fire
Station 2 as submitted by RRM Design Group. (Fiscal Impact: None)
Kevin Smith, Fire Chief, gave a report.
MOTION by Mayor McDowell SECONDED by Mayor Pro Tern Busch to receive and file overview
of the Conceptual Design documents submitted by RRM Design Group and direct staff to continue
to work with the architect in the development of Construction Documents for the fire station as
designed. Focus on environmental issues during design and construction, and operations of the
building. MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0. COUNCIL MEMBER
BOULGARIDES ABSENT.
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO 5
062
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously. If a
call for discussion of an item is made, the item(s) will be considered individually under the next
heading of business.
3. Approved Warrant Numbers 2561436 to 2561679 on Register No. 23 in the total amount of
$1,115,355.35 and Wire Transfers from 08/24/2007 through 09/06/2007 in the total amount
of $1,270,468.07. Authorized staff to release. Ratified: Payroll and Employee Benefit
checks; checks released early due to contracts or agreement; emergency disbursements
and /or adjustments and wire transfers.
4. Approved Regular City Council Meeting Minutes of September 4, 2007.
5. Approved the annual renewal of the Library Department's blanket purchase orders over
$10,000. Authorized the City Manager to extend ongoing service agreements with Baker &
Taylor Information Services, for supplying books and other library materials and issuance of
blanket purchase order, not to exceed $83,700; Authorized the City Manager to extend
ongoing service agreements with OCLC Inc., for online cataloging services and issuance of
blanket purchase order not to exceed $15,000; Authorized the City Manager to extend
ongoing service agreements with EBSCO Subscription Services, for supplying periodical
materials and issuance of blanket purchase order not to exceed $14,000; Authorized the
City Manager to amend /extend Contract #2235J to Innovative Interfaces, Inc. for library
computer system maintenance and issuance of blanket purchase order not to exceed
$26,000.
6. Approved blanket purchase orders for on going service agreements for FY 07 -08 in excess
of $10,000 for the Fire Department. Authorized the El Segundo Fire Department to
piggyback on the City of Arcadia Bound Tree Medical, Inc. ( "Bound Tree ") Bid #PA05 -02
and authorized issuance of a blanket purchase order to Bound Tree for FY 2007 -2008 for
medical and pharmaceutical supplies; Authorized the issuance of a blanket purchase order
for FY 2007 -2008 to UCLA Center for Pre - Hospital Care for continuing education,
defibrillation training and AED program oversight.
7. Pursuant to El Segundo Municipal Code Sec. 1 -7 -10, waived the bidding process and
approved the purchase of one Police Service Canine through Adlerhorst International for the
El Segundo Police Department Special Operations Division. (Fiscal Impact not to exceed
$19,000 in Asset Forfeiture Contingency funds)
8. Approved annual on -going service agreements and issuance of blanket purchase orders for
FY 07 -08 in excess of $10,000 for the Police Department. Authorized the City Manager to
execute a one -year contract with the West Covina Service Group for Computer Aided
Dispatching /Records Management System, Mobile Data Computer maintenance and
operations, not to exceed $73,725; Authorized the City Manager to execute a one -year
contract with NICE Systems, Inc. for maintenance for the systems used by the
Communications Center to record all telephone and public safety radio transmissions, not to
exceed $11,500; Authorized the City Manager to execute a one -year contract with Motorola
for two way radio repair and maintenance of the Communication Center's radio assets and
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 6
063
infrastructure, not to exceed $75,000; Authorized the City Manager to execute a one -year
contract with Oce for copier /printer services, not to exceed $14,004; Authorized the City
Manager to extend the existing standard Professional Services Agreement with Reach Out
Against Drugs (R.O.A.D.) to help fund the R.O.A.D. program, not to exceed $10,000;
Authorized the City Manager to execute a one -year contract with the Prevention of Cruelty
to Animals Los Angeles for animal sheltering services, not to exceed $27,000; Authorized
the City Manager to execute a one -year contract with Enforcement Technology Inc. for
processing of parking citations /collections, not to exceed $77,000; Authorized the City
Manager to execute a one -year contract with Wellness Solutions, Inc. for a physical trainer
to provide direction in the areas of fitness, nutrition and prevention of work related injuries
and rehabilitation, not to exceed $105,000.
9. Approved annual on -going agreements, individual contractor instructor agreements and
issuance of blanket purchase orders for FY 2007 -08 in excess of $10,000 for the Recreation
and Parks Department. Authorized the City Manager to execute standard individual
Contract Instructor Agreements, Modified Professional Service Agreements, License
Agreements and issuance of blanket purchase orders to instructors; Authorized the
issuance of a purchase order (year 3 of 5) to Studio Printing for publication of the quarterly
"Inside El Segundo /Recreation and Parks Brochure ", not to exceed $39,700 for FY 2007-
08; Authorized the issuance of a purchase order (year 1 of 3 of optional second three (3)
year contract term RFP #04 -04, approved by City Council on 5/4/04) to Screenworks Screen
Printing for silk screening services for staff and league uniforms, not to exceed $11,700;
Authorized the issuance of a blanket purchase order to Lane Donovan Partners, LLC
(Contract #3399) for management services of The Lakes at El Segundo municipal golf
course, for an amount not to exceed $108,000; Authorized the City Manager to enter into a
contract for professional services, as approved to form by the City Attorney with South Bay
Youth Project for youth counseling services and the City's membership contribution fee, not
to exceed $33,500; Authorized the issuance of a blanket purchase order to Great Scott Tree
Service (Contract #3476) for tree trimming services in the City of El Segundo, for an amount
not to exceed $100,000; Authorized the issuance of a blanket purchase order to Bell
Custodial Services (Contract #3413) for custodial services provided at Recreation Park;
Teen, Joslyn, Clubhouse and Checkout Centers; Urho Saari Swim Stadium and Outdoor
Pools; and Campus El Segundo Fields; for an amount not to exceed $70,000; Authorized
the issuance of a blanket purchase order to Tru -Green (Contract #3421) for landscaping
services provided throughout the City, for an amount not to exceed $185,000.
10. Approved ongoing service agreements, amendments and issuance of blanket purchase
orders for Fiscal Year 07 -08 in excess of $10,000 for the City Manager's Office. Authorized
the City Manager to execute a contract and /or purchase order with Tyler Technologies for
maintenance of the existing Eden finance system, as approved to form by the City Attorney,
not to exceed $27,100; Authorized the City Manager to execute a contract and /or purchase
order with Decision Management Company (DMC) for maintenance of the existing Questys
document imaging system, as approved to form by the City Attorney, not to exceed $11,700;
Authorized the City Manager to execute a contract and /or purchase order with Active.com
(formerly Class Software Solutions, LTD) for software licensing, maintenance /updates, and
training, as approved to form by the City Attorney, not to exceed $13,500; Authorized the
City Manager to execute a contract and /or purchase order with Progressive Solutions for
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO 7
064
Business License System maintenance, as approved to form by the City Attorney, not to
exceed $20,000; Authorized the City Manager to execute a contract and /or purchase order
with Prosum, Inc. for Information Systems consulting services, as approved to form by the
City Attorney, not to exceed $10,000; Authorized the City Manager to execute a contract
and /or purchase order with Granicus for providing streaming video services for Council
meetings, as approved to form by the City Attorney, for an amount not to exceed $16,500;
Authorized the City Manager to execute a contract and /or purchase order with Websense
for providing web filtering services Internet access, as approved to form by the City
Attorney, for an amount not to exceed $13,100; Authorized the City Manager to execute a
contract and /or purchase order with Shannon David, Inc. for a business recruitment
marketing, promotion and advertising program, as approved to form by the City Attorney, for
an amount not to exceed $150,000.
11. Approved on -going agreements and blanket purchase orders for FY 2007 -2008 in excess of
$10,000 and waived the formal bidding process and authorized the continued purchase of
gasoline and diesel fuel for City vehicles and equipment through the use of spot market
purchasing for the Public Works Department. Authorized staff to continue to purchase
gasoline and diesel fuel for City vehicles and equipment through the use of spot market
purchasing in an amount not to exceed $250,000; Authorized the Public Works Department
to piggyback onto the City of Manhattan Beach, RFP No. 678 -06 with Napa Auto Parts, and
issuance of a blanket purchase order for purchase of automotive, after - market parts for
vehicle and equipment maintenance, not to exceed $25,000; Authorized the Public Works
Department to piggyback onto the State of California, Western States Contracting Alliance
Master Agreement #7066, and issuance of a blanket purchase order to W.W. Grainger, Inc.
for purchase of industrial supplies, materials and equipment needed for maintenance and
repair of City facilities such as plumbing supplies, electrical materials and paint, not to
exceed $25,000; Authorized the Public Works Department to piggyback onto the Long
Beach Water Department, Agreement No. Wd -2664 with S & J Supply Company, Inc. for the
purchase of waterworks supplies for the City's water system, and issuance of a blanket
purchase order in the amount of $30,000; Authorized the issuance of blanket purchase
order to Metron Farnier in an amount not to exceed $50,000 for the purchase of single jet
water meters for the City's water system; Authorized the City Manager to enter into a
professional services agreement in a form as approved by the City Attorney, with American
Business Software for software support and custom programming for the utility billing
system for water and wastewater services in an amount not to exceed $13,600; Authorized
the City Manager to enter into a professional services agreement in a form as approved by
the City Attorney, with Dataprose for utility billing processing services for water and
wastewater services in an amount not to exceed $30,000.
12. Accepted the project for replacement of playground equipment in Recreation Park (300 E.
Pine Avenue) and Candy Cane Park (100 Whiting Street). Approved Capital Improvement
Project. Project No. PW 07 -01. (Final Contract Amount: $355,965.16) Approved Change
Order No. One in the amount of $7,092; Accepted the work as complete; Authorized the City
Clerk to file a Notice of Completion in the County Recorder's Office.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 8
G65
13. Accepted the project for reconstruction of Virginia Street between Sycamore Avenue and
Maple Avenue. Approved Capital Improvement Project. Project No. PW 07 -04. (Final
Contract Amount: $92,774.18) Accepted the work as complete; Authorized the City Clerk to
file a Notice of Completion in the County Recorder's Office.
14. Accepted the project for the El Segundo Library Children's Area Water Damage Restoration
Project (111 Mariposa Avenue). Approved Capital Improvement Project. Project No. PW 07-
03 (Final Contract Amount: $59,000) Accepted the work as complete; Authorized the City
Clerk to file a Notice of Completion in the County Recorder's Office.
15. Amended existing professional services Agreement No. 3361 with MRH Structural
Engineers for building plan review services. Total amount not exceed $250,000 for Fiscal
Year 2007 -2008. Expenditures are partially offset by revenue collected for plan review
services paid by developer. Approved a budget appropriation of $250,000 for building plan
review services. Authorized City Manager to execute a Second Amendment to the
Professional Services Agreement with MRH Structural Engineers, in a form approved by the
City Attorney to increase the amount in the agreement and purchase order by $250,000 for
plan review services.
16. Approved a budget appropriation and a Fourth Amendment to a Professional Services
Agreement No. 3570 with Willdan to provide planning consulting services for the Planning
and Building Safety Department through September 30, 2008 for Fiscal Year 2007 -2008.
Approved a budget appropriation for $251,950 to provide planning consulting services;
Authorized the City Manager to execute the Fourth Amendment to the Professional Services
Agreement, in a form approved by the City Attorney, to increase the amount in the
agreement and purchase order by $251,950 and to extend the term for one year for
planning consulting services.
17. Approved budget appropriation and a First Amendment to a Professional Services
Agreement No. 3707 with John L. Hunter and Associates, Inc. for $20,000 to provide
stormwater plan check services and implementation support of the City's Standard Urban
Water Mitigation Plan (SUSWMP) Ordinance No. 1329 for the Planning and Building Safety
Department and to extend the term through September 30, 2008 for Fiscal Year 2007 -2008.
Approved a budget appropriation for $20,000. Authorized the City Manager to execute a
First Amendment to a Professional Services Agreement with John L. Hunter and
Associates, Inc. to provide stormwater plan review services and implementation support of
the City's Standard Urban Water Mitigation Plan (SUSWMP) Ordinance No. 1329 and to
extend the term for one year through September 30, 2008.
18. Approved a budget appropriation of $25,000 and a Professional Services Agreement with
Data Microlmaging Company (DMC) for $25,000 to provide microfiche services for the
Planning and Building Safety Department through September 30, 2008 for Fiscal Year
2007 -2008. Authorized the City Manager to execute a standard Professional Services
Agreement with Data Microlmaging Company as to form approved by the City Attorney.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 9
Ur � r,
bt)
19. Approved First Amendment to the Professional Services Agreement, No. 3602, to
implement the Community Development Block Grand (CDBG) General Administration
Project between the City of El Segundo and Tina Gall, for an amount not to exceed
$17,650. Contract period: October 1, 2007 through September 30, 2008 with an option to
amend to extend through September 30, 2009. (Fiscal Impact: $17,650) Authorized the City
Manager to execute said Amendment Number one to Professional Services Agreement
Number 3602.
20. Approved Professional Services Agreement to implement the Senior In -Home Care Project
between the City of El Segundo and Always Right Home Care for an amount not to exceed
$15,000. Contract period: October 1, 2007 through September 30, 2008 with an option for
annual renewal for up to two additional years. (Fiscal Impact: $15,000) Authorized the City
Manager to execute Professional Services Agreement as to form by the City Attorney.
21. Approved Professional Services Agreement to implement the Home Delivered Meals
Program between the City of El Segundo and St. Vincent Meals on Wheels, for an amount
not exceed $25,000 (plus client donations). Contract period: October 1, 2007 through
September 30, 2008 with an option for annual review and renewal not to exceed a total of
three years, through September 30, 2010. Authorized the City Manager to execute
Professional Services Agreement as to form by the City Attorney.
22. Approved First Amendment to the Professional Services Agreement, Number 3603, to
implement the Community Development Block Grant (CDBG) Juvenile Diversion Project
between the City of El Segundo and City of Redondo Beach (which operates the South Bay
Youth Project) for an amount not to exceed $13,500. Contract period: October 1, 2007
through September 30, 2008 with an option to amend /extend through September 30, 2009.
Authorized the City Manager to execute said Amendment Number 1 to Professional
Services Agreement in a form approved by the City Attorney.
23. Approved Amendment Number 2 to the Professional Services Agreement, Number 3630, to
implement the Community Development Block Grant (CDBG) Minor Home Repair Project
between the City of El Segundo and LDM Associates, Inc., for an amount not to exceed
$7,000 for the current fiscal year. Contract period: October 1, 2007 through September 30,
2008 with an option to amend /extend through September 30, 2009. (Fiscal Impact: FY
2006 -2007 $9,000; FY 2007 -2008 $7,000; total $16,000). Authorized the City Manager to
execute said Amendment Number 2 to Professional Services Agreement Number 3630.
24. Approved budget appropriation and a Third Amendment to a Professional Services
Agreement between JAS Pacific, Inc. and the City of El Segundo for building inspection
services in conjunction with the Residential Sound Insulation (RSI) Program through
September 30, 2008. (Fiscal Impact: $114,400) Authorized the City Manager to execute a
Third Amendment to the Professional Services Agreement with JAS Pacific, Inc., in a form
approved by the City Attorney, to increase the amount in the agreement and purchase order
by $114,400 and to extend the contract term through September 30, 2008 (Fiscal Year
2007 -2008) for building inspection services.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 10
t�U 1
25. Approved on -going service agreements and amendments and issuance of blanket purchase
orders for FY 2007 -2008 in excess of $10,000 for the Administrative Services Department.
Authorized the City Manager to execute a standard Professional Services Agreement, as
approved by the City Attorney with US Healthworks Medical Group, Prof. Corp. for pre-
employment physical examinations and related medical testing and protocols and issuance
of a blanket purchase order (not to exceed $15,000) and occupational injury and illness
treatment (not to exceed $30,000), with a combined total not to exceed $45,000 Authorized
the City Manager to execute a standard Professional Services Agreement, as approved to
form by the City Attorney with Westchester Medical Group/ Center for Heart and Health for
employee fitness for duty examinations (not to exceed $60,000) and executive physical
examinations (not to exceed $10,000), with a combined total not to exceed $70,000.
Authorized the City Manager to amend /extend contract #3416, for ongoing service
agreements, as approved by the City Attorney with Maureen Sassoon for providing
Occupational and Environmental Health and Safety Consulting Services and issuance of a
blanket purchase order, not to exceed $15,000.
26. Approved Amendment No. 2 to the contract with Jenkins & Hogin, LLP increasing the hourly
rates and retainer amount for City Attorney services. (Potential fiscal impact approximately
$13,000).
27. PULLED FOR DISCUSSION BY MAYOR MCDOWELL
MOTION by Council Member Fisher, SECONDED by Council Member Jacobson to approve
Consent Agenda Item Numbers 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22,
23, 24, 25, and 26. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER
BOULGARIDES ABSENT.
CALL ITEMS FROM CONSENT AGENDA
27. Consideration and possible action regarding an extension to the City's current agreement
with MWW Group for services related to the City's efforts regarding Los Angeles
International Airport. (Fiscal Impact: $96,000)
MOTION by Mayor McDowell, SECONDED by Mayor Pro Tern Busch to approve extension to the
City's current agreement with MWW Group for services related to the City's efforts regarding Los
Angeles International Airport. (Fiscal Impact: $96,000) Authorized the Mayor to execute the
consultant agreement with the MWW Group. MOTION PASSED BY UNANIMOUS VOICE VOTE.
410. COUNCIL MEMBER BOULGARIDES ABSENT.
F. NEW BUSINESS
28. Consideration and possible action regarding adoption of two Resolutions and introduction of
an Ordinance for 1) implementation of job classification and salary range changes in the
2007 -2008 Fiscal Year Operating Budget and 2) amending the El Segundo Municipal Code
to delete Administrative Services Department and Director of Administrative Services and to
add Finance Department and Human Resources Department and Director of Finance and
Director of Human Resources. (Fiscal Impact: $270,655)
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 11
(-b8
City Manager, Jeff Stewart gave a brief report.
Mark Hensley, City Attorney, read by title only:
RESOLUTION NO. 4522
A RESOLUTION ESTABLISHING BASIC MONTHLY SALARY RANGES FOR THE JOB
CLASSIFICATIONS OF BUILDING SAFETY MANAGER, DIRECTOR OF FINANCE, DIRECTOR
OF HUMAN RESOURCES, GIS SPECIALIST, PURCHASING AGENT, SENIOR MANAGEMENT
ANALYST AND PRINCIPAL PLANNER.
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Fisher to adopt Resolution
No. 4522 establishing basic monthly salary ranges for the job classifications of Building Safety
Manager, Director of Finance, Director of Human Resources, Fiscal Services Manager, GIS
Analyst, Principal Planner, Purchasing Agent and Senior Management Analyst. MOTION PASSED
BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER BOULGARIDES ABSENT.
RESOLUTION NO. 4523
A RESOLUTION ESTABLISHING NEW HOURLY PAY RATES FOR THE CITY'S
UNREPRESENTED PART -TIME TEMPORARY JOB CLASSIFICATIONS
MOTION by Mayor ProTem Busch, SECONDED by Council Member Fisher to adopt Resolution
No. 4523 establishing new hourly pay rates for the City's unrepresented, part-time, temporary job
classifications. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. COUNCIL MEMBER
BOULGARIDES ABSENT.
Mark Hensley, City Attorney, read by title only:
ORDINANCE NO. 1408
AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE
§§ 1 -6 -3 AND §§ 1 -6 -5 REGARDING CITY DEPARTMENTS AND
DEPARTMENT DIRECTORS.
Mayor Pro Tern Busch introduced the Ordinance. Second reading and adoption of Ordinance
scheduled for October 2, 2007.
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO 12
069
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fisher —
29. Consideration and possible action regarding a status report on LAX related signage on
Clutter's Bluff, located on City -owned property on the hill adjacent to the south side of
Imperial Avenue between Main Street and Sheldon Street. (Fiscal Impact: None)
Council Member Fisher requested this item be tabled.
Council Member Jacobson — NONE
Council Member Boulgarides — ABSENT
Mayor Pro Tern Busch — Announced the Richmond Street Fair, Saturday, September 21, 9 am to 5
pm.
Mayor McDowell — Spoke regarding the increased noise from the airport due to the FAA rulings
bringing the landings and takeoffs closer to El Segundo. He stated that when the reconstruction
project was complete, it might reduce the use of the outbound runway and the increased noise.
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.
Liz Garnholz, resident, requested the number to call on alternate Fridays, and weekends when City
Hall was closed. She also spoke on airport noise.
MEMORIALS — Loren Hillard, 101 year old resident.
CLOSED SESSION - NONE
ADJOURNMENT at 8:25 p.m.
Cindy Mortesen, City Clerk
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 18, 2007
PAGE NO. 13
G10
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of a three year Labor Agreement
between the City of El Segundo and the California Teamsters Public, Professional and Medical
Employees Union, Local 911 (Police Support Services Employees Association Bargaining
Unit) Fiscal Impact: $235,000 over three years.
RECOMMENDED COUNCIL ACTION:
1) Approve the Labor Agreement.
2) Adopt Resolution approving Memorandum of Understanding.
3) Adopt Resolution establishing new salary ranges for Police Service Officer 1 /11.
4) Approve proposed class specifications for Police Service Officer 1 /I1.
5) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
In July 2007, staff and representatives of the Union and bargaining unit began meeting and
conferring, pursuant to Sections 3500 et. Seq. of the California Government Code, for the
purpose of obtaining a labor agreement. Following seven meetings between the parties
agreement was reached during the week of September 17, 2007.
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1) Labor Agreement.
2) Resolution approving Memorandum of Understanding.
3) Resolution establishing new salary ranges.
4) Class specifications.
5) Tentative Agreement.
FISCAL IMPACT: $ 235,000 over three years
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required: Yes X No
ORIGINATED BY: DATE: September 17, 2007
Robert Hyland,Interim Di or of Human Resources
City Manager
DATE: � / ,Z (1ZI
Agenda 561
8
071
BACKGROUND & DISCUSSION:
Significant agreements in the three year Memorandum of Understanding include the
following:
Year 1 of the Contract
1) 5% salary increase for all bargaining unit members.
2) An additional 4% increase for Police Assistant 1 /11, in recognition of the elimination of
Female Inmate Differential Pay.
3) Establishment of Police Service Officer 1 /11 class series, with all incumbents at the
Police Service Officer II level trained in and required to perform animal control related
duties, and reclassification of two incumbents to Police Service Officer 11.
4) Increases in 15 year and 20 year longevity pay, and eligibility for longevity pay to
include employee's total years of law enforcement experience.
5) Agreement to provide PERS Section 21548 "Pre- Retirement Optional Settlement 2
Death Benefit" for bargaining unit members.
6) Martin Luther King Jr. Day added to bargaining unit Holidays.
7) 8 hour increase in Holiday Pay for all shift personnel.
8) Option to cash in accrued compensatory time once per calendar year.
9) Formalization of the current Communication Training Officer Program and inclusion in
the Police Department's General Order Manual (GOM).
10) Updating of the Jury Duty Policy, to provide for administrative procedures and
maximum of two weeks of paid Jury Duty.
11) Agreement that the maximum future City contribution for active employees and retiree
medical insurance will be $1600 per month.
Year 2 of the Contract
1) 3% to 6% COLA, based on CPI.
2) Effective January 1, 2009, 50% - 50% sharing of PERS medical cost increases by the
City and the Union.
Year 3 of the Contract
1) 3% to 6% COLA, based on CPI
The new Memorandum of Understanding reflects agreement on five additional non - economic
management objectives resulting in new and /or revised language.
The fiscal impact of the three year agreement is $235,000 and includes cost savings from the
equal sharing of medical cost increases in the second and third year of the agreement. 0'12
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF EL SEGUNDO
AND
THE CALIFORNIA TEAMSTERS, PUBLIC, PROFESSIONAL AND MEDICAL
EMPLOYEES UNION, LOCAL 911 (POLICE SUPPORT SERVICES EMPLOYEES
BARGAINING UNIT)
ARTICLE / SECTION NUMBER ............................................ ............................... PAGE
Article 1 - General Provisions
1.01
Preamble ......................................................................... ...............................
3
1.02
Conclusions and Term of Agreement ............................... ............................... 3
1.03
Implementation of Agreement .......................................... ...............................
3
1.04
Recognition ..................................................................... ...............................
3
1.05
Management Rights ........................................................ ...............................
4
1.06
Union Membership .......................................................... ...............................
4
1.07
Organizational Security .................................................... ...............................
4
1.08
Savings ........................................................................... ...............................
5
1.09
No Strike ......................................................................... ...............................
5
1.10
Non - Discrimination .......................................................... ...............................
5
1.11
Steward's Time ............................................................... ...............................
5
1.12
Union Administrative Time .............................................. ...............................
5
1.13
Grievance Procedure ...................................................... ...............................
6
1.14
Layoff Procedure ............................................................ ...............................
8
1.15
Personnel Policies .......................................................... ...............................
10
Article 2 - Salaries and Benefits
2.01 Salary Increase .............................................................. ............................... 11
2.02
Overtime /Compensatory Time .......................................... .............................11
2.03
Family Emergency Care Sick Leave Utilization ................. .............................12
2.04
Uniform Allowance and Replacement ............................... .............................12
2.05
Wellness Program .......................................................... ...............................
13
2.06
Employee Group Insurance Program ............................. ...............................
13
2.07
Retirement ..................................................................... ...............................
14
2.08
Differential Pay .............................................................. ...............................
15
2.09
Computer Purchase Program ........................................ ...............................
16
2.10
Sick Leave ..................................................................... ...............................
16
2.11
Flexible Spending Account ............................................. ...............................
17
2.12
Bereavement Leave /Emergency Leave ......................... ...............................
17
2.13
Step Advancement ........................................................ ...............................
18
2.14
Minimum Service with City of El Segundo to Receive
Pay for a Designated Percentage of Accumulated Sick Leave ......................21
2.15
Worker's Compensation Provisions ............................... ...............................
21
2.16
Holidays ........................................................................... .............................21
2.17
Life Insurance ................................................................ ...............................
22
07
2.18 Vacation ........................................................................ ............................... 22
2.19
Vacation Time Accumulation and Sale ........................... ...............................
23
2.20
Vacation Time Accrual - For Temporary Industrial Disability .........................
23
2.21
Long Term Disability Plan ................................................. .............................23
26
2.22
Direct Deposit ................................................................ ...............................
23
2.23
Promotional Examinations ................................................ .............................23
27
2.24
Standby Duty ................................................................. ...............................
24
2.25
Educational Incentive Pay .............................................. ...............................
24
2.26
Longevity Pay ..................................................... .............................25
28
2.27
Training Pay ....................................................... .............................25
28
Article 3 - Other Provisions
3.01
Drug Free Workplace Statement and Substance Abuse Policy ....................
25
3.02
Smoking Policy ............................................................. ...............................
25
3.03
Education Reimbursement ............................................ ...............................
26
3.04
Catastrophic Leave Bank .............................................. ...............................
26
3.05
Temporary Service in Higher Classification ................... ...............................
27
3.06
Promotions .................................................................... ...............................
27
3.07
Termination Pay ............................................................ ...............................
28
3.08
Jury Duty ....................................................................... ...............................
28
3.09
Physical Examinations ................................................... ...............................
28
3.10
Joint Labor Management Team ..................................... ...............................
29
3.11
Disciplinary Action - Authority to Take ........................... ...............................
29
3.12
Policies ............................................................. .............................29
Appendix A - Bargaining Unit Classifications
Appendix B - Smoking Policy
Appendix C - Drug Free Workplace Statement and Substance Abuse Policy
Appendix D - Catastrophic Leave Bank Policy
Appendix E — Side Letter Agreement
2
0711
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF EL SEGUNDO
AND
THE CALIFORNIA TEAMSTERS, PUBLIC, PROFESSIONAL AND MEDICAL
EMPLOYEES UNION, LOCAL 911 (POLICE SUPPORT SERVICES EMPLOYEES
BARGAINING UNIT)
ARTICLE 1 - GENERAL PROVISIONS
Article 1.01 Preamble
This Memorandum of Understanding (hereinafter "MOU" or "Agreement ") is made and
entered into between the CALIFORNIA TEAMSTERS, PUBLIC, PROFESSIONAL AND
MEDICAL EMPLOYEES UNION, LOCAL 911 (POLICE SUPPORT SERVICES
EMPLOYEES BARGAINING UNIT), hereinafter referred to as "Union ", and the
management representatives of the El Segundo City Council, hereinafter referred to as
the "City ", pursuant to the California Government Code Section 3500 et. seq.
Article 1.02 Conclusions and Term of Agreement
The parties have met and conferred in good faith regarding wages, hours and other
terms and conditions of employment and the benefits contained herein are given in
consideration for the various provisions contained herein which may be a change in the
prior employment practices of the City. Further, it is mutually agreed that this
Memorandum of Understanding shall commence on October 1, 2007 and end
September 30, 2010.
This Memorandum of Understanding contains all of the covenants, stipulations and
provisions agreed upon by the parties regarding terms and conditions of employment.
Therefore, for the life of this Agreement, neither parry shall be compelled to meet and
confer with the other party concerning any mandatory meet and confer issue which is
covered by this Agreement.
Article 1.03 Implementation of Agreement
This MOU shall be jointly presented to the El Segundo City Council for implementation
along with all the ordinances, resolutions and such other additional actions as may be
necessary to implement the provisions of this MOU. If the City Council fails to adopt
the necessary ordinances and resolutions to implement the provisions of this MOU, the
parties agree to meet and confer.
Article 1.04 Recognition
The City hereby confirms its recognition of the Union as the exclusive representative of
employees in the Police Department Support Services representation unit, and agrees
0115
to meet and confer with the Union on all matters relating to the scope of representation
pertaining to the said employees as authorized by the law. The appropriate unit
represented by the Union is generally described as all full time permanent Police
Department Support Services non -sworn shift schedule employees. This recognition of
the Union shall not be subject to challenge except as provided under the provisions of
the City's Employer - Employee Organization Relations Resolution #3208. The list of
classes within the bargaining unit is attached to this MOU as Appendix A.
Article 1.05 Management Rights
Except as limited by the specific and express terms of this MOU, the City hereby retains
and reserves unto itself all rights, powers, authority, duties and responsibilities
confirmed on and vested in it by the laws and the Constitution of the State of California
and /or United States of America.
The management and direction of the work force of the City is vested exclusively in the
City and nothing in this MOU is intended to circumscribe or modify the existing rights of
the City to direct the work of its employees; hire, promote, demote, transfer, assign and
retain employees in positions within the City, subject to the rules and regulations of the
City, discipline employees for proper cause; maintain the efficiency of governmental
operations; relieve employees from duties because of lack of work; take action as may
be necessary to carry out the City's mission and services in emergencies; and to
determine the methods, means and personnel by which the operations are to be carried
out, including the right to contract or subcontract any services performed by the City
and require overtime work by City employees.
Article 1.06 Union Membership
The City agrees to:
1. Provide official dues deductions for all employees who subscribe to Union
membership;
2. Provide official payroll deductions for approved Union insurance and
welfare plans, not to exceed five programs;
3. Provide the Union with a list of newly hired employees in the
representation unit monthly.
Article 1.07 Organizational Security
Upon approval of this Agreement by the El Segundo City Council, all unit employees
who voluntarily became members of Union and those unit employees who voluntarily
become members of Union during the term of this agreement shall remain members
until the expiration of the agreement. Notwithstanding the above, employees may
terminate their Union membership within forty -five (45) calendar days prior to the
agreement expiration date. Effective May 1, 2003, a Letter of Agreement between the
California Teamsters Local 911 /Police Support Services Bargaining Unit and the City of
El Segundo regarding implementation of Agency Shop provisions was signed by
representatives of the City and the Union. The Union shall indemnify and hold
harmless the City and its Council individually and collectively from any legal costs
076
4
and /or damages arising from claims, demands, or liability by reason of litigation arising
from this article. The Union agrees to pay the City all legal fees and legal costs
incurred in defending the City or its officers, employers, or agents against any court
action or administrative action challenging the legality or constitutionality of the
provisions of this article or its implementation.
Article 1.08 Savincis
If any provision or the application of any provision of this MOU as implemented should
be rendered or declared invalid by a final court action or decree or preemptive
legislation, the remaining sections of this MOU shall remain in full force and effect for
the duration of said MOU.
Article 1.09 No- Strike
The Union agrees that during the term of this MOU their members employed by the City
of El Segundo will not strike, or engage in any work stoppage or slow down, engage in
a concerted failure to report for duty, or fail to perform their duties in whole or in part for
the purposes of inducing, influencing or coercing a change in conditions, or
compensation, or the rights privileges or obligations of employment.
The Union also agrees that their members employed by the City of El Segundo will not
refuse to cross a picket line in the performance of their normal and customary duties
nor attempt to influence, either directly, or indirectly, the employees to honor an existing
picket line in the performance of their normal and customary duties as employees.
Article 1.10 Non - Discrimination
The Union and the City recognize and agree to protect the rights of all employees to
join and /or participate in protected Union activities or to refrain from joining or
participating in protected activities in accordance with Government Code Sections 3550
and 3511.
The City and the Union agree that they shall not illegally discriminate against any
employee because of race, color, sex, age, national origin, political or religious opinions
or affiliations and shall act affirmatively to accomplish equal employment opportunities
for all employees. The City and the Union shall reopen any provision of this Agreement
for the purpose of complying with any final order of the Federal or State agency or court
of competent jurisdiction requiring a modification or change in any provision or
provisions of this Agreement in compliance with State or Federal anti - discrimination
laws.
Article 1.11 Steward's Time
Upon timely request and for suitable reasons, the City Manager may authorize release
of the Union Steward or his /her authorized representative from normal duties to assist
in personnel matters involving Union members.
6-7
Article 1.12 Union Administrative Time
Union officers and board members will be allowed up to a total of 72 hours as a group
per year of administrative leave to attend Union and labor relations seminars or to
attend contract negotiation meetings with representatives of the City, when on a
scheduled day off /vacation day. All or part of these hours may be used for other
conferences or seminars with the approval of the City Manager.
Article 1.13 Grievance Procedure
The Union may grieve on behalf of an individual, group of employees or the Union as a
whole.
DEFINITION OF TERMS
A. Grievance - A grievance is an allegation of a violation,
misinterpretation or misapplication of a specific written
departmental or agency rule or regulation or a specific provision of
this MOU. A grievance is distinct from an appeal of discipline
which is covered by the Personnel Rules and Regulations (Rule 15
and 16).
B. Grievant - A grievant is an employee or group of employees
adversely affected by an act of omission of the agency.
b. Steps within the Grievance Procedures will be completed
within (10) ten working days.
C. Day - A day is a working day.
D. Immediate Supervisor - The first level supervisor of the grievant.
2. TIME LIMITS
A. Compliance and Flexibility - With the written consent of both
parties, the time limitation for any step may be extended or
shortened.
B. Calculation of Time Limits - Time limits for the appeal provided at
each level shall begin the day following receipt of a written decision
or appeal by the parties.
C. Failure to Meet Timeliness - Failure at any level of this procedure to
communicate the decision on a grievance by the City within the
specified time limits shall permit lodging an appeal at the next level
of the procedure within the time allotted had the decision been
given. If the grievance is not processed by the grievant or grievant
in accordance with the time limits, the decision last made by the
City shall be deemed final. 0 78
51
3. PROCEDURE
Grievances will be processed following the procedures set forth below.
A. Level I - Within ten (10) days of the date the employee reasonably
knew or should have known of the incident giving rise to the
grievance, the employee should make an effort to resolve the
grievance with the employee's immediate supervisor. The
supervisor shall hold discussions and attempt to resolve the
grievance within ten (10) days.
B. Level II - In the event such efforts do not produce a mutually
satisfactory resolution, the employee or employees aggrieved must
reduce their grievance to writing and file it with the immediate
supervisor. Under no circumstances shall the formal written
grievance be filed more than ten (10) days from the date the
employee knew or should have known of the incident giving rise to
the grievance.
Procedure for Filing a Grievance
In filing a grievance, the employee should set forth the following
information:
a. The specific section of the Memorandum of Understanding,
departmental or agency rules or regulations allegedly
violated, misinterpreted or misapplied.
b. The specific act or omission which gave rise to the alleged
violation, misinterpretation or misapplication.
C. The date or dates on which the violation, misinterpretation or
misapplication occurred.
d. What documents, witnesses or other evidence supports the
grievant's position.
e. The remedy requested.
C. Level III - If the grievance is not resolved by the immediate
supervisor, the grievant may present the grievance in writing to the
department head within ten (10) days. The department head will
respond in writing within ten (10) days.
D. Level IV - If the grievance is not resolved by the department head,
the grievant may present the grievance in writing to the City
Manager within ten (10) days. The City Manager or designee will
conduct an informal hearing and render a decision. Each party 0 7 j
shall have the right to present witnesses and evidence at the
hearing. The conclusions and findings of this hearing shall be final.
4. MATTERS EXCLUDED FROM THE GRIEVANCE PROCEDURE
A. The grievance procedure is not intended to be used for the purpose
of resolving complaints, requests or changes in wages, hours or
working conditions.
B. The procedure is not intended to be used to challenge the content
of employee evaluations or performance reviews.
C. The procedure is not intended to be used to challenge the merits of
a reclassification, lay -off, transfer, denial of reinstatement, or denial
of a step or merit increase.
D. The procedure is not intended to be used in cases of reduction in
pay, demotion, suspensions or a termination which are subject to
the formal appeal process outlined in Ordinance 586 and the
Personnel Rules and Regulations.
5. CONFERENCES
Grievant(s) and City representatives, upon request, shall have the right to
a conference at any level of the grievance procedure.
6. WRITTEN MATERIAL
Copies of written material which may be used for disciplinary purposes
shall be provided to the employee prior to placement in their official
personnel file. The employee shall have the right to rebut any such
document and have the rebuttal attached to the document prior to it
becoming a permanent part of the employee's personnel file.
Article 1.14 Layoff Procedure
Grounds for Layoff - Whenever, in the judgment of the City Council, it
becomes necessary to reduce the workforce because of a lack of funds,
lack of work or reorganization, an employee may be laid off, reduced in
classification or displaced by another employee. Such layoff, reduction or
displacement shall result from action of the City Manager or his designee.
Such action shall not entitle the laid off, reduced or displaced employee
to a right of appeal. The City Manager shall recommend to the City
Council each classification to be affected by any such change.
2. Notice to Employees - The City shall notify the Union thirty (30) days prior
to the implementation of layoffs, to provide for adequate time to meet and
Aso
confer regarding the impact. An employee filling a full time position shall
be given fourteen (14) calendar days prior notice of lay off. Employees
transferred, reduced or displaced shall be given five (5) calendar days
notice. The City Council may approve a reduction in the notice
requirements, if so recommended by the City Manager.
3. At -Will Employees - The City Manager retains the right to layoff or alter
the work assignment of the following employees at any time without notice
or right of appeal: emergency employees, temporary or seasonal
employees, part-time employees, original probationary employees,
promotional probationary employees and employees designated as at -will.
The promotional probationary employee shall revert to his /her previously
held classification and position without loss of seniority.
4. Procedures for Layoff - A permanent employee in a classification affected
by a reduction in force shall be laid off based on seniority in City service,
that is the employee with the least City service shall be laid off first,
followed by the employee with the second least City service, etc.
Seniority shall be determined by hire date.
5. Breaking Ties - In cases where two or more employees have the same
date of hire (i.e. equal seniority), retention points for job performance shall
be credited on the basis of the average of the overall evaluation ratings for
the last three (3) years in a classification, provided the last rating had
been filed at least thirty (30) days prior to the date of the layoff notice.
Retention points are as follows:
"Unsatisfactory" Rating -
0 points
"Improvement needed" Rating -
6 points
"Satisfactory" Rating -
12 points
"Exceeds expectations" Rating -
18 points
"Outstanding" Rating -
24 points
In the event of a tie in seniority, the employee with the lowest average of
retention points shall be laid off first. In the event that one or more of the
affected employees do not have a sufficient number of performance
evaluations on file, ties shall be broken by a coin toss.
6. Reduction to a Vacant Position - An employee designated for layoff as a
result of abolition of a position or classification may be offered
appointment to a vacant position in a lower classification, if the employee
is qualified by education and /or experience for such position. If there is
more than one qualified employee to be offered such appointment(s), the
offer(s) shall be based on seniority, with the employee with the highest
seniority offered the position first, then the next highest, etc. If the
employees have the same seniority, then the procedure for breaking ties
set forth above shall apply. An employee accepting such appointment
shall be placed on the step for the lower classification most closely
corresponding, but in no case higher, than the salary step of his /her
(!81
previously held position, and the employee will be assigned a new salary
anniversary date on the effective date of the appointment.
7. Displacement Rights - An employee designated for layoff as a result of
abolition of a position or classification may displace ( "bump ") an employee
in a lower classification in which the employee has prior service, provided
the laid off person has greater seniority than the employee in the lower
classification
An employee who is bumped shall be laid off in the same manner as
employee whose position or classification is abolished.
8. Salary Placement - An employee who is assigned to a lower classification
as a result of a displacement (bump) shall be placed on the step of the
salary range of the new classification which is closest to the compensation
of the employee in the previous classification, but in no case higher, and
the employee will be assigned a new salary anniversary date on the
effective date of the appointment. The employee shall, however, retain
seniority while his /her name remains on reemployment list or lists.
9. Re- Employment List - The names of permanent employees who have
been laid off under this section (including employees who have bumped
down) shall be placed, in order of seniority from highest to lowest, on a
reemployment list for their classification or any lower classification for
which the employee is qualified by education and /or experience. Persons
on such lists shall retain eligibility for appointment therefrom for a period
of three years from the date their names were placed on the list. As a
vacancy within a classification or lower related classification becomes
available, the name appearing at the top of the list shall be offered the
opportunity to fill the vacancy. The name of an individual selected from
the list to fill the vacancy who refuses the re- employment offer shall be
permanently removed from the re- employment list without right of appeal.
Laid -off employees do not earn seniority credit or benefits while on the re-
employment list.
10. Rights on Re- Employment - If a person is reemployed by the City within
three years, the employee's seniority, sick leave and vacation accrual
rates shall be reinstated. Any accumulated sick leave and /or vacation
earnings shall also be reinstated to the extent that the employee did not
receive compensation for such earnings at the time of lay off. Upon
reemployment, employees will be placed on the same salary step held at
the time of lay off.
Article 1.15 Personnel Policies
Overtime Distribution - The City shall assign overtime work as equitably as
possible among all qualified employees in the same classification in the
same organizational unit. Such overtime work shall to the extent possible
be assigned on the basis of volunteers. In the assignment of overtime
10
under this provision, however, management may consider special skills
required to perform particular work.
2. Good Friday - Employees shall be entitled to use vacation time for leaves
with pay on Good Friday provided such absences are scheduled and
approved by the City.
ARTICLE 2 - SALARIES AND BENEFITS
Article 2.01 Salary Increase
1. Effective on September 29, 2007, the base salary within each step of the
salary ranges shall be increased by 5.0%
2. Effective on September 29, 2007, the base salary within each step of the
Police Assistant 1 /II salary ranges shall be increased by an additional
4.0 %, in recognition of the elimination of Female Inmate Differential Pay.
3. Effective the pay period including October 1, 2008, the base salary within
each step of the salary ranges shall be increased by a cost -of- living
adjustment (COLA) based on a minimum increase of 3% and a maximum
increase of 6 %. The COLA will be based on the average Consumer Price
Index (CPI -U) in the Los Angeles- Riverside - Orange County geographic
area for the nine month period from December, 2007 to August, 2008.
4. Effective the pay period including October 1, 2009, the base salary within
each step of the salary ranges will be increased by a cost -of- living
adjustment (COLA) based on a minimum increase of 3% and a maximum
increase of 6 %. This COLA will be based on the average Consumer Price
Index (CPI -U) in the Los Angeles- Riverside - Orange County geographic
area for the nine month period from December, 2008 to August, 2009.
Article 2.02 Overtime /Compensatory Time
1. Overtime Calculation - An employee who is required to work more than
forty (40) hours during any given work week shall be compensated at the
rate of one and one -half times his /her regular rate of pay. The City, for
purposes of calculating overtime pay, will include holiday, sick leave,
compensatory time, and pre - approved vacation leave, as time worked.
2. Compensatory Time - Employees may substitute compensatory time for
overtime pay if approved by their Department Head as follows:
A. The employee can maintain up to eighty (80) hours of accrued
compensatory overtime at any one time, and carry over unused
time from year to year.
083
11
B. The employee may use compensatory time in conjunction with
normal vacation time with prior approval of their Department Head.
C. The employee can use up to forty (40) hours of compensatory time
at any one time.
3. Cash in of Compensatory Time — Employees may cash in accrued
compensatory time, once per calendar year, at the employee's current
base rate of pay, by notifying the payroll division of their intent to do so no
later than November 201h. Payment to the employee will be made on or
about the 10th of December.
4. Recall Minimum Hours - Employees who are required to return to work at
a time other than their scheduled work day shall be compensated for a
minimum of four (4) hours work.
Article 2.03 Family Emergency Care Sick Leave Utilization
The City shall comply with the Federal and State regulations of the Family and Medical
Leave Act. Affected employees shall be entitled to utilize six (6) days of accumulated
sick leave per calendar year for providing immediate family medical necessity - related
care. "Immediate family" shall be defined as including children, parents, siblings,
grandparents of the employee, the employee's spouse or significant other. Utilization of
said sick leave shall be contingent upon the employee making application for sick leave
use and providing his /her department head with documentation evidencing that the sick
leave is to be distributed because of an immediate family member receiving medical
attention by any type of health care provider.
Article 2.04 Uniform Allowance and Replacement
The City shall pay uniform, clothing, safety and personnel equipment allowance as
follows:
A. Police Service Officer 1 /II, Police Assistants 1 /II, Supervising Dispatchers
and Communications Dispatcher 1 /11, $240 per year or equivalent per
month of active duty.
B. Newly appointed Police Service Officers 1 /11 shall be provided with a
uniform advance of $110, at the time of appointment.
C. The City reserves the right to provide uniforms in lieu of the allowances
provided for herein.
Affected employees occupying the classifications of Police Service Officer 1 /II, Police
Assistant 1 /II, Communications Dispatcher 1 /II and Supervising Dispatcher, shall have
unserviceable uniforms replaced by the City by means of the replacement policies and
procedures applicable to sworn uniformed City police personnel. Said replacement
policy shall be in addition to any uniform maintenance allowance paid to affected
employees.
C;B,t
12
Article 2.05 Wellness Program
The parties shall create during the term of this Agreement a joint labor- management
"wellness committee ", the purpose of which shall be to inform and educate unit
members as to manners in which individual lifestyles can be adjusted to promote health
and fitness. Any and all recommendations of the committee shall be advisory only and
the composition of the committee shall be as agreed upon by the parties in accord with
future organizational meetings to be coordinated by representatives of management
and labor.
Article 2.06 Employee Group Insurance Programs
Medical
A. Effective January 1991, the City will contract with the California
PERS for the Public Employees' Medical and Hospital Care
Program for medical insurance.
B. Effective January 1, 2005 the City's contribution for medical and
mental health-insurance will be equal to the premium cost of full
family coverage for the average of the HMO's available to all PERS
covered employees in Los Angeles County or $807 /month,
whichever is higher. (This amount will be known as the "2005
formula ".) Effective January 1, 2006, the City shall pay for 80% of
the increased premium which exceeds the formula set forth above.
Employees shall be responsible for the remaining 20 %.
Effective January 1, 2005, employees may opt out of insurance and
receive $250 /month in cash. The opt out benefit is only available
so long as the city's insurance rate is not adversely affected by the
"opt out ". The employee must provide verification of alternative
coverage in order to opt out and is responsible for the tax
consequences of the cash payment. The cash benefit is not
subject to PERS retirement credit.
C. Effective January 1, 2009, and thereafter, the City's contribution
towards medical and mental health insurance will be determined by
the average of the Kaiser and Blue Shield HMO family coverage
rate (or for the average of the HMO's available to all PERS covered
employees in Los Angeles County). Any increase in medical costs
based on this average, above the rate in effect on January 1, 2008
($926.20), will be shared 50% by the City and 50% by the
employee.
D. Effective upon City participation in the Public Employees' Medical
and Hospital Care Program the City will initiate a future retiree
health insurance contribution program for retirees who participate
in the Public Employees' Medical and Hospital; Care Program. The
program will provide for the following maximum contributions:
13
Year of Retirement
1991
1992
1993
1994
1995
Amount of Monthly Contribution
* $16.00
" 25% of City Contribution made for
employee with coverage which is the
same as that of the retiree.
50% "
75% "
100% "
'Should the contribution listed be less than $75.00 the retiree shall
receive $75.00.
Employees must have a minimum of five (5) years of service with
the City in order to be eligible for paid retiree medical insurance.
E. Alternative Medical Plans - During the term of this agreement, the
City may reopen the contract in order to consider alternatives to the
PERS medical plans. The City agrees that it will only propose
plans that provide for a cost - effective, comprehensive medical
package for employees and their families (ie., provides comparable
benefits to current plans, including portability (ie., benefits for
retirees)). There will be no change in insurance plans prior to
January 2006 without agreement of the parties.
F. Effective October 1, 2007, the maximum future City contribution for
medical insurance, for both active employees and retirees, shall be
$1600 per month.
2. Dental
During the term of this agreement, the City will pay the premium for City
contracted dental insurance for employees and eligible dependents. The
City's aggregate contribution for current dental, optical and life insurance
shall be capped at $135.00 per employee per month.
3. Optical
During the term of this agreement, the City will pay the premium for City
contracted optical insurance for employees and eligible dependents. The
City's aggregate contribution for current dental, optical and life insurance
shall be capped at $135.00 per employee per month.
Article 2.07 Retirement
The City shall provide as deferred compensation a set dollar amount to be
paid toward the employee's contribution to the Public Employees'
Retirement System. The dollar amount to be paid as deferred
08E
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compensation for the term of this agreement shall be an amount equal to
seven percent (7 %) of the sum of the Total earnings less than $133.33
per month. Total earnings less deferred pay equals base pay. The City
agrees to pay on behalf of the employees covered under this agreement
the member contribution on shift differential, uniform allowance and
uniform replacement when such benefits are includable as additional
compensation for PERS purposes.
2. Effective January 1, 1992 the City's contract with the California Public
Employees' Retirement System was amended to add Section 20024.2,
One -Year Final Compensation.
3. The City has amended its contract with the Public Employees' Retirement
System (PERS) to provide eligible employees with the benefits of the 2%
at age 55 (Modified) retirement plan in accordance with Government Code
Section 21354.
4. The City will take all of the necessary administrative steps, as
expeditiously as possible, to amend the contract between the Board of
Administration, California Public Employees' Retirement System and the
City Council, City of El Segundo to provide Section 21548, "Pre -
Retirement Optional Settlement 2 Death Benefit" for bargaining unit
members (local miscellaneous members).
Article 2.08 Differential Pay
Shift Differential — Effective on the first day of the pay period in which
ratification occurs, employees shall be entitled to shift differential pay of
5% for swing shift and 8% for graveyard for the total number of hours
worked during any shift when a minimum of four (4) hours of an
employee's shift occurs during the swing shift (shift begins on or after
1000 hrs.) or graveyard shift(shift begins on or after 1800 hrs.), as
applicable. Effective January 1, 2005, employees may not work the same
bid shift for more than 18 months.
Animal Control Differential - Effective October 15, 2000, Police Service
Officers who are specifically assigned to perform "animal control" duties
during a shift, who perform "animal control" duties on an emergency basis
during a specific shift, or who perform "animal control" duties during a
specific shift when no employee is specifically assigned to perform
"animal control" duties shall receive differential pay in the amount of
twenty dollars and twenty -six cents ($20.26) for each specific shift in
which they meet any of these qualifications. (See Appendix E for side
letter.) Animal Control Differential Pay does not apply to a Police Service
Officer Il.
15
Article 2.09 Computer Purchase Program
1. Contingent upon the City determining that sufficient funds exist for said
purpose, provision to each affected employee of a maximum $4000.00
cumulative interest free loan for an initial purchase of personal computer
hardware, software and ergonomic - related furniture and equipment. An
employee with an outstanding balance on a prior computer loan as of July
1, 1998 will have that amount currently due from the previous loan
subtracted from the amount the employee can borrow interest free under
this program.
2. Subsequent loans or amounts in excess of the above maximum interest
free loan, would be at an interest rate of 3 %. All loans would include a 35-
month repayment term.
3. Anti -virus software shall be required as a prerequisite in granting
requested loans
4. The City's determination in this regard is not subject to administrative or
judicial appeal. Loans shall be repaid through payroll deductions over a
three year period. Outstanding loan balances must be paid off at the time
an employee separates from City service and the City shall be authorized
to recover any loan balance by making deductions from the employee's
final check.
5. The City would retain title, as security, to any equipment purchased with
funds from the above described loans, until such time as the loan is fully
paid off. The City is to be notified of any exchange or updating of
equipment.
Article 2.10 Sick Leave
Sick Leave Accumulation - Employees shall receive one (1) eight (8) hour
day accumulation for each month's service not to exceed a maximum of
600 hours. Current employees with more than 600 hours of accumulated
sick leave will be allowed to utilize that amount as their personal sick
leave cap throughout the remainder of their service with the City.
2. Sick Leave Payment Upon Separation - Affected employees having a
minimum of 5 years of service will be paid for 50% of their unused sick
leave upon death or termination. Employees shall receive 80% of their
unused sick leave upon a service or disability retirement.
3. Sick Leave - Payment of One -Half of Accrual - On the first day of
December of each year, employees who maintain a balance of 600 hours
of sick leave accrual shall be paid for seventy percent (70 %) of sick leave
accumulated and not used during the preceding twelve -month period.
Payment shall be made on or before December 10th.
..
4. Sick Leave Accrued - Pavment on Termination Prior to December 1 st -
Employees who terminate prior to the first day of December while
maintaining a balance of more than 600 hours of sick leave shall also be
paid seventy percent (70 %) of their unused accrued sick leave
accumulated since the preceding December 1st.
5. Sick Leave Certification - Any employee taking sick leave shall, upon his
or her return to work, sign a statement certifying the reasons for such sick
leave. Employees absent forty or more consecutive hours must submit a
statement from a doctor that the employee was under his care and is able
to return to work. Upon the recommendation of a Department Director or
his /her designee the City Manager or the Director of Human Resources
may, before allowing such leave or before permitting an employee to
return to work, require submission of a doctor's certificate for any
absence. Any employee who makes a false claim to sick leave or who
refuses to cooperate in an investigation by the City of his or her claim
shall be subject to disciplinary action.
In addition to the above, after an employee has used seventy -two (72)
hours or more of sick leave during the employee's 12 -month annual
performance evaluation period, the employee's department head may
require, for each sick leave absence thereafter during the year, that the
employee provide a statement from a doctor verifying that the employee
was under a doctor's care during the absence and that the employee is
now able to return to work. In accordance with Labor Code Section 234
use of family sick leave will not be included when determining whether an
employee has exceeded the 72 hour threshold set forth above.
6. Sick Leave Requests - Requests for sick leave benefits will not
unreasonably be denied. Employees agree not to abuse the use of sick
leave.
Article 2.11 Flexible Spending Account
The City will implement a Flexible Spending Account pursuant to the terms and
conditions of this plan no later than January 31, 1989.
Article 2.12 Bereavement Leave /Emergency Leave
A. Bereavement Leave - Employees shall be entitled to twenty -four (24)
hours of bereavement leave with pay per incident which shall be
increased to forty (40) hours per incident in those circumstances where
travel to a funeral or other memorial proceeding is 500 or more miles one
way as measured from the El Segundo City Hall. Additionally, the
definition of the "immediate family" whose funeral or memorial proceeding
qualifies for the use of bereavement leave, shall include the children,
parents, siblings, grandparents of the employee, the employee's spouse
or significant other.
08.9
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2. Personal Emergencies - Employees, upon request, shall be entitled to
utilize vacation, Personal Leave Day /Floating Holiday or accumulated
compensatory time off for bona fide and substantiated personal
emergencies, i.e. serious illness of immediate family members, and cases
of extreme and unusual hardships of an emergency nature. In certain
circumstances, notification requirements may be waived.
Article 2.13 Step Advancement
1. Step Advancement Basic Salary Schedule - The advancement of a new
employee from Step A shall be on the new employee's anniversary date
which is established as the day immediately following satisfactory
completion of his or her first six months' service; Steps B, C, and D
contemplate one year's service in each of such classification subject to
the limitation of Section F below and the advancements therefrom shall be
on the anniversary date of the employee; Step E contemplates continued
service in such classification until further advancement is indicated by
reason of longevity.
Notwithstanding the above, a supervisor may recommend to the
department head that an employee receive an accelerated advancement
of part or all of the next salary step B, C, D, or E (excluding Longevity Pay
Steps), based on exemplary job performance. If the department head
concurs, he /she shall submit a written report on the prescribed form to the
Director of Human Resources citing specific examples of work performed
by the employee that consistently exceeds expectations and warrants
approval of part or all of the next salary step prior to the employee's
anniversary date. The Director of Human Resources shall submit the
request along with a recommendation for action by the City Manager.
Recommended accelerated salary increases shall be in whole
percentages ranging from 1 -5 %. An employee may receive more than
one salary step advancement, but in most cases the total granted shall
not exceed 5% in a twelve (12) month period. The accelerated salary
advancement(s) shall not change the affected employee's anniversary
date. In no case shall an employee receive compensation that exceeds
the E -step of their respective salary range.
2. Class Series Classifications - Notwithstanding the provisions of Section A,
the following classes:
Police Assistant 1/11
Communications Dispatcher 1 /11
Police Service Officer 1 /11
The classifications listed above shall be described as class series
classifications and shall be paid at either of two different salary range
levels assigned to each class.
In each of these classes, entry level may be made at two different work 0190
performance, skill, and assigned responsibility levels corresponding to the
two different salary range levels. When entry is made at Level I, the
employee shall progress through steps of the range assigned to that level
in the manner described in Section 1, except as noted below. When entry
is made at Level II, the employee shall advance through the steps of the
range assigned to that level in the same manner as described in Section
1.
Every person employed at Level I shall be eligible to advance to Level II
without regard to the number of other employees at either of the levels or
budget limitations. To assure the latter, class series positions shall be
budgeted at Level II in all cases. Merit considerations, as clarified by the
factors listed below, shall be the exclusive basis for advancement to Level
II.
When a person is employed at Level I, such employee may be advanced
to Level II upon a determination by the Department Head and approval of
the Director of Human Resources that the employee's work performance,
skill development, and demonstrated ability to perform higher level duties
causes his /her assignment to Level II to be appropriate. No employee
shall be advanced to Level II without such an evaluation.
In making the determination to advance to Level II according to the above -
noted factors, such determination shall not be made simply by subjective
evaluation but shall be upon a finding that the employee's work
performance meets specific criteria developing from the following factors,
among others deemed appropriate:
Length of service at Level I;
Acquisition of specialized skills required of the position;
Achievement of specific job - related goals and objectives during a
specified period of time;
Increased ability to work without close supervision;
Ability to exercise increased individual judgment;
Ability to provide leadership and guidance to less experienced
employees;
Ability to understand and properly apply departmental rules;
Ability to produce work which is acceptable both in terms of quality
and quantity and which represents at least the average level of
work produced by other Level II employees.
Specific criteria for advancement within a class series shall be prepared
jointly by each Department Head and the Director of Human Resources. U 91
19
Such criteria shall be approved by the City Manager. No employee shall
be advanced form Level I to Level II except upon recommendation of the
Department Head and approval of the City Manager.
Whenever an employee is moved from Level I to Level II, such employee
shall be compensated at the lowest rate of compensation provided for in
the higher Level II salary range which exceeds by not less than five
percent the rate of compensation received by said employee at the time of
assignment to Level II, unless otherwise ordered by the City Council.
While occupying a position assigned to a class series classification, an
employee shall serve only one probation period.
3. Longevity Pay - Employees to whom this Chapter applies who are eligible
to receive longevity pay shall receive longevity pay based upon an overall
rating of "standard" or higher as determined by the employee's
performance evaluation. If the employee fails to qualify for longevity pay
because of failure to have attained a "standard" or higher rating, and the
employee's overall performance subsequently improves to at least a
"standard" level, the longevity pay increase shall be granted upon the
issuance of a satisfactory performance report.
4. Step Advancement - Anniversary Date - An employee advanced from any
range to another range of the Basic Salary Schedule shall receive a new
anniversary date which is the date of the change. If the employees
anniversary date falls in the first week of the pay period, the effective date
of the increase will be the first day of that pay period; if the effective date
falls on the second week of the pay period, the effective date of the
increase will be the first day of the following pay period. Other changes in
salary, unless specifically directed by the Council, shall not change the
anniversary date, except for promotions made in accordance with the
Personnel Merit System Ordinance or the Personnel Rules and
Regulations. The City Council reserves the right, at any time, and in its
sole discretion, to change the range number assigned to any officer or
employee and to determine the particular step in any range number which
is to be thereafter assigned to any such officer or employee, subject to
meet and confer with the Union. Notwithstanding the above, an employee
in a classification under Section B shall not be assigned a new
anniversary date when he /she is advanced from Level I to Level II in that
same classification.
5. Increases on Merit - Basic Salary Schedule - An employee shall be
eligible for advancement to a higher step on the basis of service time as
described in Section A and satisfactory performance of duties. An
employee will be presumed to merit an increase unless his or her
Department Head, with the concurrence of the Director of Human
Resources notifies the employee in writing no later than the end of the pay
period which begins after said employee's anniversary date that the
increase should be withheld, stating reasons. The reasons shall be
provided to the employee in writing. If the employee's performance ,
20
subsequently improves to a satisfactory level, the step increase will be granted
and the date of increase will become the employee's anniversary date.
Article 2.14 Minimum Service with City of El Segundo to Receive Pay for a
Designated Percentage of Accumulated Sick Leave
Employees who retire must have been employed for a minimum of five (5) years with
the City of El Segundo in a classification covered by this Agreement in order to receive
pay for unused sick leave balance.
Article 2.15 Workers' Compensation Provisions
Permanent employees who are members of the Public Employees' Retirement System
and who receive injuries that are compensable under the California Workers'
Compensation Laws (other than those to whom the provisions of Section 4850 of the
Labor Code apply) shall be entitled to receive:
1. Seventy -five percent of the employee's regular salary for any so- called
waiting period provided for in the Workers' Compensation Laws.
2. Thereafter, for a period of up to one year, or until earlier retirement on
disability pension or a finding of permanent and stationary disability by a
medical doctor, the difference between seventy -five percent of the
employee's regular monthly salary and the amount of any temporary
disability payments under the California Workers' Compensation Laws.
Such payment shall cease when the employee receives a permanent
disability award or is physically able to return to work.
3. These payments shall be provided without deductions for State or Federal
Income Taxes, to the extent allowable by the Internal Revenue Service.
Article 2.16 Holidays
1. Holiday Schedule - The following Days shall be considered as holidays for
City employees:
January 1s'
The third Monday in January (Martin Luther King Jr. Day)
The third Monday in February (President's Day)
The last Monday in May (Memorial Day)
July 4th
The first Monday in September (Labor Day)
November 11th (Veteran's Day)
Thanksgiving Day
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The Friday after Thanksgiving
December 24th
December 25th
December 31 st
2. Holiday Pay — Police Assistant 1 /II, Police Service Officers 1 /II, Supervising
Dispatchers and Communications Dispatchers 1 /II who regularly are
required to work on holidays, shall be paid for one hundred and four (104)
hours in lieu of holidays on or about the 10t�' of December.
Article 2.17 Life Insurance
The City will provide a $20,000 Life Insurance policy for each employee.
Article 2.18 Vacation
Employees shall receive either:
ORIGINAL ACCRUAL SCHEDULE
Twelve working days per year with full salary for the first seven years of
continuous service with the City.
2. Seventeen working days per year with full salary after seven years and
until the completion of fourteen years of continuous service.
3. Twenty -two working days per year with full salary after fourteen years of
continuous service.
OR
ALTERNATIVE ACCRUAL SCHEDULE
Twelve days per year from commencement of the first year of service t
through and including completion of the fifth year of service.
2. Fifteen days per year upon commencement of the sixth year of service
through and including completion of the tenth year of service.
3. Eighteen days per year upon commencement of the eleventh year of
service through and including completion of the fifteenth year of service.
4. Twenty -two days per year upon commencement of the sixteenth year of
service and for all years of service thereafter.
An employee desiring to participate in the "alternative" accrual schedule shall so
advise Human Resources Department in writing of their election, no later than
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October 19, 1994. Failure to advise of an election to accrue vacation pursuant to
the alternative schedule shall result in the employee continuing to accrue
vacation on the "original" schedule. An election to accrue vacation on the
alternative schedule or maintenance of accrual pursuant to the original schedule,
shall be irrevocable.
For this article, the term "day" shall be the equivalent of eight hours. Vacation time
shall accrue on a monthly basis. Vacation leaves may be taken only after an employee
has completed one year's continuous service.
Article 2.19 Vacation Time Accumulation and Sale
Vacation time shall be accumulated from date of last continuous permanent
employment. All vacation shall be taken at such times as are agreeable to the head of
the department and approved by the City Manager. Earned vacations shall not be
accumulated for a longer period than for two years' service.
Each calendar year, an employee may sell back his /her accumulated vacation up to a
maximum of the annual vacation accrual, to which they are entitled by length of service.
Each employee may sell back vacation once per calendar year and only during the first
two -weeks of December.
Article 2.20 Vacation Time Accrual - For Temporary Industrial Disability
Notwithstanding the provisions of Article 2.19, employees on temporary industrial
disability may accrue vacation time for longer than two years.
Article 2.21 Long Term Disability Plan
The City will add all unit members to its currently existing Long Term Disability Plan.
Article 2.22 Direct Deposit
It is agreed between the City and Union that it is in the mutual interest of the City and its
employees that all covered employees utilize the currently available direct deposit
system. Employees who do not desire to utilize direct deposit shall make their wishes
known in writing to the City's Director of Human Resources, together with a statement
of their reasons therefore. Requests for exceptions to this direct deposit policy shall not
be unreasonably denied.
Article 2.23 Promotional Examinations
For the purpose of interpreting Section 2.28.080(6) of the El Segundo Municipal Code,
entitled "Examinations ", the City agrees that a sufficient number" shall be three (3)
eligible, quantified applicants who have indicated an interest in a particular promotion in
writing to the Director of Human Resources
Examinations may be specified by the Personnel Officer, as promotional only, as open
only, or as both open and promotional.
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Article 2.24 Standby Duty
1. Standby duty is the time that employees, who have been released from
duty, are specifically required by their supervisor to be available for return
to duty when required by the City. During standby, employees are not
required to remain at their City work station or any other specified location.
Standby duty employees are free to engage in personal business and
activities. However, standby duty requires that employees:
A. Be ready to respond immediately.
B. Be reachable by paging device or telephone. The City may, in its'
discretion, provide a paging device, e.g., a beeper, to an assigned
standby duty employee.
C. Be able to report to work within one (1) hour of notification.
D. Refrain from activities which might impair their ability to perform
assigned duties. This includes, but is not limited to, abstaining
from the consumption of any alcoholic beverage and the use of any
illegal drug or incapacitating medication.
E. Respond to any call back during the assigned standby duty.
2. As with any City equipment, any paging device assigned to an employee
is the responsibility of the standby employee during standby assignment.
The employee is liable for loss or damage to the paging device, which is
caused by the employee's negligence or intentional acts.
3. Failure of an employee to comply with the provisions of standby duty may
subject the employee to discipline, up to and including termination of
employment with the City.
4. For each assigned period of standby duty employees shall be provided
two (2) hours of pay per day.
5. Employees recalled to duty shall receive a minimum of four (4) hours of
recall pay.
6. An employee who uses sick leave or vacation leave during a standby
period, occurring on or after, October 15, 2000, shall not be provided any
form of compensation for the standby period, unless the employee's
department head approves, in writing, the provision of the normal standby
period compensation.
Article 2.25 Educational Incentive Pay
Eligible employees shall be entitled to receive educational incentive pay. The f� „
v 9 f,
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educational incentive shall be equal to two and one -half percent (2.5 %) for Associate
degrees and five percent (5 %) for Bachelor's degrees. The incentive is paid on the
employee's base salary and shall be paid at the same times and in the same manner
as base salary. Educational incentive pay is not reported as compensation to PERS.
Eligibility for educational incentive pay is limited to those employees who (a) are
working in a job classification that does not require a bachelor's degree or higher
degree to qualify for the classification and (b) were awarded such degree in one of the
majors which had been approved by the Police Chief, in writing, prior to admission of
the specific employee into that major.
Article 2.26 Longevity Pay
Effective October 1, 2007, employees shall be entitled to the following longevity pay
based on full -time, job related law enforcement experience:
a. Completion of 5 years of service - 1.5% above base pay
b. Completion of 10 years of service - 3.0% above base pay
C. Completion of 15 years of service - 7.0% above base pay
d. Completion of 20 years of service - 8.75% above base pay
Article 2.27 Training Pay
The Department agrees to use one of three budgeted Communication Training Officer
designations to fund future training pay (4.5% while assigned training responsibilities)
for Police Service Officers and Police Assistants. The Union agrees that
Communication Training Officers will accept additional training related duties and
additional duties in the absence of a Supervising Dispatcher. Training related duties are
limited to updating: the training manual, training forms, training tests, training
guidelines, and training evaluations. Collateral duties will include maintaining the
dispatch center information books; and in the absence of a supervisor: issuing the Daily
Activity Log, and contacting a supervisor when an employee calls in sick or is otherwise
unable to attend their scheduled work assignment.
Effective October 1, 2007, the maximum lenth of time an employee currently
designated as a Communication Training Officer can retain the training pay, without
reapplying for the assignment, is eighteen (18) months.
ARTICLE 3 - OTHER PROVISIONS
Article 3.01 Drug -Free Workplace Statement and Substance Abuse Policy
The parties have met and conferred in good faith regarding the adoption of a Drug -Free
Workplace Statement and Substance Abuse Policy and the same shall be implemented
concurrent with the adoption of this MOU.
Article 3.02 Smoking Policy
The parties have met and conferred in good faith regarding the adoption of a non-
smoking policy and the same shall be implemented concurrent with the adoption of this
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MOU. (Appendix 8 of the MOU)
Article 3.03 Education Reimbursement
1. Reimbursement Procedures - Permanent employees may participate in
the City's Educational Reimbursement Program.
2. Repayment Upon Termination - Employees who participate in the
Educational Reimbursement Program will be required to sign the following
agreement:
" I certify that I have successfully completed the course(s), receiving a
grade of "C" or better. A copy verifying this grade is attached. I agree to
refund the City or have deducted from my final paycheck any educational
reimbursement funds received under this program if I should leave the
City's employ, voluntarily or through termination with cause, within one
year after completion of the course work for which I am to receive
reimbursement. The amount of refund shall be determined in accordance
with following schedule:
When Depart
Percentage
1 month after course completion
100%
2 months
100%
3 months
90%
4 months
80%
5 months
70%
6 months
60%
7 months
50%
8 months
40%
9 months
30%
10 months
20%
11 months
10%
12 months
0%
3. Eligible employees may receive no more than one thousand seven
hundred fifty dollars ($1,750.00) per calendar year under this program.
Article 3.04 Catastrophic Leave Bank
The City shall institute a catastrophic leave bank as follows:
Purpose - To establish a program whereby City employees may donate
accumulated time to a catastrophic sick leave bank to be used by
permanent, part-time and full -time employees who are incapacitated due
to a catastrophic illness or injury.
2. Definition - A catastrophic illness or injury is a chronic or long term health
W
M
condition that is incurable or so serious that, if not treated, it would likely
result in a long period of incapacity.
3. Procedures
A. There is established a joint - employer /employee committee
composed of an individual from each recognized employee
organization and a representative of City Administration charged
with administering the Catastrophic Leave Bank.
B. Employees may transfer sick leave, vacation or compensatory
leave to the Catastrophic Leave Bank to be donated to an
employee who is experiencing catastrophic illness and has
exhausted all personal sick leave. Such a transfer can be made on
July 1 of each year on forms provided by the City of El Segundo.
The employee to receive the donation will sign the "Request to
Receive Donation" form allowing publication and distribution of
information regarding his /her situation.
C. Sick leave, vacation and compensatory time leave donations will be
made in increments of no less than one day. These will be hour for
hour donations.
D. Employees must hold a minimum of one hundred and twenty (120)
hours of accumulated illness /injury leave after a donation has been
made.
E. The donation of time is irrevocable. Should the recipient employee
not use all of the donated time for the catastrophic illness or injury,
any balance will remain in the Catastrophic Leave Bank to be
administered by the committee and utilized for the next
catastrophic leave situation.
Article 3.05 Temporary Service in a Hiciher Classification
When an employee is qualified for and is required for an appreciable period of time to
serve temporarily in and have the responsibility for work in a higher class or position,
when approved by the City Manager, such employee, while so assigned, shall receive
the entrance salary rate of that class or whatever step thereof that is not less than five
percent above his or her present rate, whichever is higher. For the purpose of this
section, "applicable period of time" is defined as ten consecutive working days (eight
working days if on four -ten plan) or longer.
Article 3.06 Promotions
In all cases where an employee promoted to a classification in for which a higher rate of
compensation is provided, then such employee so promoted shall enter into such
higher classification at the lowest rate of compensation provided for such higher
classification which exceeds by not less than five percent the base rate of
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compensation, excluding special assignment pay, received by said employee is such
given classification at the time of such promotion, unless otherwise ordered by the City
Council. All supervisors shall be paid a base rate not less than the next higher base
rate than any of their subordinates. In the event that a supervisor is paid a base rate of
pay equal to or lower than one of his regularly assigned subordinate's base rate, the
supervisor's base rate shall be advanced to a step in his /her salary range which is next
higher than any subordinate's base pay exclusive of longevity pay, educational
incentive pay, and special assignment pay.
Article 3.07 Termination Pay
Upon termination of employment during a pay period, pay shall be prorated and paid for
each day worked in said pay period and the terminal salary warrant shall include
accrued vacation pay to the time of termination.
Article 3.08 Jury Duty
Employees shall be entitled to a leave of absence for jury duty subject to compliance
with all of the following conditions.
A. The employee must provide written notice of the expected jury duty
to his or her supervisor as soon as possible, but in no case later
than 14 days before the beginning of jury duty.
B. During the first two weeks of jury duty, an employee shall be
entitled to receive his or her regular compensation.
C. For any portion of jury duty that extends beyond the first two
weeks, such extended jury duty period shall be without pay.
D. Any compensation for the first two weeks of jury duty, except travel
reimbursement pay, must be deposited with the Director of Human
Resources.
E. While on jury duty, the employee must report to work during any
portion of a day that the employee is relieved of jury duty for three
or more consecutive hours.
F. The employee must provide documentation of his or her daily
attendance on jury duty.
Article 3.09 Physical Examinations
The City will allow up to two (2) days of accumulated sick leave per year to be used for
purposes of physical examinations, subject to submission of a doctor's verification. The
City further agrees that requests for sick leave benefits will not unreasonably be denied.
1 n
Article 3.10 Joint Labor Management Team
Pursuant to the meet - and - confer process for 1997 -98, it was agreed upon that
representatives of the City and the Union shall create joint labor management teams to
foster improved communication and productivity.
Article 3.11 Disciplinary Action -Authority to Take
Modify Personnel Rule 14.4 to include the following:
Prior to making a final decision to take disciplinary action involving
suspension, demotion, dismissal or reduction in pay, the City Manager
shall give written notice of the proposed action to the concerned
employee. The notice shall include a statement of reasons that a
disciplinary action is being proposed and shall include a copy of the
charges being considered by the City Manager. Except when of a
confidential nature, the supporting documentation will be provided with the
written notice to the employee. A written notice delivered to the
employee's last known address shall constitute adequate notice.
Article 3.12 Policies
The parties have agreed upon the following policies:
1. Occupational Injury and Illness Policy, dated June 23, 2004.
2. Communications Training Officer Program Policy.
3. El Segundo Public Safety Communications Center Overtime Policy
101
29
For the California Teamsters, Public,
Professional and Medical Employees
Union, Local 911 (Police Support
Services Employees Bargaining Unit):
Michelle B umenthal, Steward
Larry Harrington, Steward
T�Avl,q
Susan Yonaomino, Steward
Chester Mor asini,
Teamsters' Business Representative
Date
30
For the City:
Bob Hyland,
Interim Director of Human Resources
Max P ps,
Police Ca
Date
102
APPENDIX A
BARGAINING UNIT CLASSIFICATIONS
Communications Dispatcher 1 /II
Supervising Dispatcher
Police Assistant 1 /II
Police Service Officer 1 /II
31 103
Appendix B
HUMAN RESOURCES
DIRECTIVE TITLE: City Smoking Policy
Directive Policy /Procedure:
Date: October 5, 1994
Initiator: Bob Hyland
It is a policy of the City of El Segundo to prohibit smoking in City buildings, by the public and City
employees, and, in all areas where it is felt that smoking will significantly infringe upon the rights of others,
affecting both their health, safety and their ability to be productive.
This policy recognizes the health hazards of breathing "second hand" smoke, as reported by many
reputable researchers, including the Surgeon General of the United States.
In accordance with Chapter 6.24 (Ordinance No. 1140) of the El Segundo Municipal Code, the
following shall be strictly adhered to:
Smoking shall be prohibited in all areas of City buildings, including the City Council
Chamber, reception areas, lobbies, conference and meeting rooms, restrooms,
lounges and lunchrooms, locker rooms and computer rooms.
Smoking shall also be prohibited in any City -owned or City- operated vehicle.
All entrances to City buildings and all areas of City buildings which are regularly occupied by the
public, shall be marked with signs reading: "Thank You for Not Smoking ", "No Smoking ", or the
international sign for No Smoking. City vehicles will be similarly marked.
There shall be no ashtrays in City buildings.
Ashtrays located outside of City buildings shall be placed sufficiently away from entrances so that
second hand smoke does not enter the building.
Enforcement of the provisions of this policy will be the responsibility of the Director of Human
Resources /Risk Management, supported by City Department Heads or their designate.
Violations of the policy by City employees will result in appropriate progressive discipline.
32
1 04
APPENDIX E
Side Letter Agreement to the 2007 — 2010 Memorandum of Understanding
between the City of El Segundo and the El Segundo Police Support
Services Employees Association
This side letter memorializes an agreement reached between the City of El Segundo
and the El Segundo Police Support Services bargaining unit represented by California
Teamsters Local 911 to reflect an agreement regarding the terms and conditions of
employment for members of the bargaining unit. All other terms and conditions of the
2007 - 2010 Memorandum of Understanding shall remain in full force and effect.
The parties agree to the following:
1) Any reference to animal control duties in the Police Service Officer I class
specification does not apply to the following personnel: Julio Martinez,
Dean Sumi, Paul Saldana or Jan Mitsuda. However, if any of the listed
personnel choose to perform animal control duties this side letter agreement
would not preclude them from doing so. Nor does it preclude any of the listed
personnel from promoting to the Police Service Officer II classification once
they have met the minimum qualifications.
2) The City agrees to continue the Police Department's current practice of not
scheduling employees in the job classification of Police Assistant 1 /II to work
on Thanksgiving Day or Christmas Day. This practice is subject to the
emergency and /or operational needs of the Department.
For the El Segundo
Police Support Services
Em p es Associatio
L-0,1
Date: ? - .2 L/,- r7-�L
For the City
of El Segundo
105
RESOLUTION NO.
A RESOLUTION ESTABLISHING NEW SALARY
RANGES FOR THE JOB CLASSIFICATIONS OF POLICE SERVICE OFFICER I AND POLICE
SERVICE OFFICER 11
BE IT RESOLVED by the Council of the City of El Segundo as follows:
Section 1: The City Council approves the following basic monthly salary range for the
job classification of Police Service Officer I:
STEP A STEP B STEP C STEP D STEP E
Range 22ps 3289.47 3456.00 3630.96 3814.78 4007.90
Section 2: The City Council approves the following basic monthly salary range for the
job classification of Police Service Officer Il:
STEP A STEP B STEP C STEP D STEP E
Range 26ps 3630.96 3814.78 4007.90 4210.80 4423.97
PASSED, APPROVED AND ADOPTED this 2 "d day of October, 2007.
Kelly McDowell, Mayor
ATTEST:
Cindy Mortesen, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
Mark Hensley, City Attorney
iU�i
RESOLUTION NO
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EL SEGUNDO, CALIFORNIA, APPROVING THE MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY OF EL SEGUNDO,
CALIFORNIA AND THE CALIFORNIA TEAMSTERS PUBLIC,
PROFESSIONAL AND MEDICAL EMPLOYEES UNION, LOCAL 911
(POLICE SUPPORT SERVICES EMPLOYEES
BARGAINING UNIT)
Be it resolved by the Council of the City of El Segundo as follows:
Section 1: The City Council finds as follows:
A. The City has met and conferred in good faith with representatives of the
California Teamsters, Public, Professional and Medical Employees Union, Local 911
(Police Support Services Employees Bargaining Unit); and
B. Discussions which have taken place in the meet and confer process have
resulted in a mutually agreeable Memorandum of Understanding between the
City of El Segundo and the bargaining unit;
Section 2: Staff is authorized to implement all terms and conditions of the Memorandum of
Understanding (entitled "Agreement ") between the City and the California Teamsters, Public,
Professional and Medical Employees Union, Local 911 (Police Support Services Employees
Bargaining Unit). A copy of the agreement is attached as Exhibit "A" and incorporated by
reference.
Section 3: The City Clerk is directed to certify the adoption of this Resolution; record this
Resolution in the book of the City's original resolutions; and make a minute of the adoption of
the Resolution in the City Council's records and the minutes of this meeting.
PASSED AND ADOPTED this 2 "d day of October , 2007.
Kelly McDowell,
Mayor
�U7
City of El Segundo, CA
Job Description
Job Code:
POLICE SERVICE OFFICER I
Definition: Under general supervision, performs duty assignments including jail
operations, animal control, traffic control and parking enforcement; and provides
office /clerical - related support to the unit.
Essential Functions: Essential functions, as defined under the Americans with
Disabilities Act, may include the following duties and responsibilities, knowledge, skills
and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE
ONLY, and is not a comprehensive listing of all functions and tasks performed by
positions in this class.
Characteristic Duties and RestaonsibiIities:
Books prisoners, including fingerprinting and searching, removing and tagging personal
property, and assigning jail cells according to a prisoner classification system; prepares
booking and charge forms; conducts jail checks and inspects facilities for security,
cleanliness and maintenance; maintains custody of prisoners including movement within
the jail facilities; oversees inmate visitations; prepares prisoners' court packages.
Orders and stocks designated jail food and other supplies; documents inmate
misconduct and medical emergencies /services; prepares and serves meals; cleans
cells.
Receives requests from the public at the counter and over the telephone; provides
information regarding policies, procedures, regulations and services; receives reports
from crime victims; enters and retrieves data regarding inmates and property; receives
bail payments and issues receipts; releases found property and impounded vehicles.
Patrols the City in a light truck observing for violations or responding to incidents;
captures both domestic and wild animals using equipment and methods appropriate for
animal abatement and control; picks up dead animals; issues citations, issues licenses
while assigned to Animal Control duty; warnings and /or legal notices.
Controls or directs traffic as needed; writes parking citations and tags abandoned
vehicles for impound; makes court appearances as required; drives vehicles to and from
City facilities.
Sorts, files, copies and distributes records to appropriate personnel; provide copies of
police reports to the public and other agencies; types correspondence, bulletins, lists
and forms; prepares reports, schedules, records, logs and other materials for use
9/2007
Police Service Officer
internally and /or by external agencies; answers incoming phone calls regarding general
police business, routes calls and takes or transmits radio and telephone messages.
Knowledge. Skills and Other Characteristics:
Knowledge of animal control activities, methods and practices.
Knowledge of jail operations and state and county laws regarding jail standards and
operation.
Knowledge of parking laws and related enforcement.
Knowledge of general office practices, procedures and equipment operation.
Skill interpreting, applying and explaining rules, policies and procedures.
Skill following oral and written instructions and procedures.
Skill receiving the public in person and over the telephone.
Skill dealing with arrestees /inmates whose behavior is aggressive or unruly.
Skill carrying out a variety of animal control program responsibilities.
Skill communicating effectively orally and in writing.
Skill establishing and maintaining effective working relationships with other department
staff, other City employees and the public.
Working Conditions:
Regular physical contact with arrestees and inmates.
Regular exposure to bodily fluids, potentially infectious diseases, lice, etc.
Animal control activities may require lifting of up to 75 pounds, running, climbing fences
and crawling under houses.
Licensing /Certification Requirements:
A valid California drivers license.
Positions require successful completion of a three -week jail operations course and
certification by the Department of Corrections.
Minimum Qualifications:
Graduation from high school or GED and one (1) year of experience dealing with the
public, or an equivalent combination of education and experience.
2 9/2007
City of El Segundo, CA Job Description
Job Code:
POLICE SERVICE OFFICER II
Definition: Under limited supervision, performs specialized duty assignments
including jail operations, handle animal control incidents and enforcement of animal
control laws, court liaison, community service duties, wide range of traffic control and
parking enforcement; and provides office /clerical - related support to the unit.
Essential Functions: Essential functions, as defined under the Americans with
Disabilities Act, may include the following duties and responsibilities, knowledge, skills
and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE
ONLY, and is not a comprehensive listing of all functions and tasks performed by
positions in this class.
Characteristic Duties and Responsibilities:
Books prisoners, including fingerprinting and searching, removing and tagging personal
property, and assigning jail cells according to a prisoner classification system; prepares
booking and charge forms; conducts jail checks and inspects facilities for security,
cleanliness and maintenance; maintains custody of prisoners including movement within
the jail facilities; oversees inmate visitations; prepares prisoners' court packages;
prepares monthly reports on jail operations; maintains jail policy and procedure manual;
assists with scheduling of personnel; assists with outside inspections of facility.
Orders and stocks designated jail food and other supplies; documents inmate
misconduct and medical emergencies /services; prepares and serves meals; cleans
cells.
Receives requests from the public at the counter and over the telephone; provides
information regarding policies, procedures, regulations and services; receives and
completes limited reports from crime victims; enters and retrieves data regarding
inmates and property; receives bail payments and issues receipts; releases found
property and impounded vehicles.
Patrols the City in a light truck or animal control vehicle observing and citing for
violations or responding and handling animal control incidents; captures both domestic
and wild animals using equipment and methods appropriate for animal abatement and
control; picks up dead animals; issues citations, issues licenses while assigned to
Animal Control duty; warnings and /or legal notices. Write complete and accurate
reports to document incidents for court filings or for administrative hearings.
Performs a variety of court liaison related duties; files cases with the District Attorney's
Office; transports persons in custody to court; tracks citations; receives, issues and
tracks court subpoenas.
9/2007 i 1 0
Police Service Officer II
Patrols the City in parking enforcement vehicle and controls or directs traffic as needed;
writes parking citations and tags abandoned vehicles for impound; makes court
appearances as required; drives vehicles to and from City facilities.
Sorts, files, copies and distributes records to appropriate personnel; provide copies of
police reports to the public and other agencies; prepares and types correspondence,
bulletins, lists and forms; prepares and types reports, schedules, records, logs and
other materials for use internally and /or by external agencies; answers incoming phone
calls regarding general police business and responds to questions without direct
supervision, routes calls and takes or transmits radio and telephone messages.
Participates in training new personnel.
Knowledge, Skills and Other Characteristics:
Enhanced knowledge of animal control activities, methods and practices.
Knowledge of jail operations and state and county laws regarding jail standards and
operation.
Enhanced knowledge of parking laws and related enforcement.
Knowledge and ability to file criminal cases with District Attorney.
Knowledge of prisoner transportation procedures within the police department and court
system.
Enhanced knowledge of Investigative Division procedures.
Knowledge of general office practices, procedures and equipment operation.
Skill interpreting, applying and explaining rules, policies and procedures.
Skill following oral and written instructions and procedures.
Skill receiving the public in person and over the telephone.
Skill dealing with arrestees /inmates whose behavior is aggressive or unruly.
Skill carrying out a variety of animal control program responsibilities, including capturing
and transporting animals.
Skill carrying out a variety of court liaison program responsibilities, including
transporting and dealing with prisoners.
Skill driving assigned jail transportation vehicle.
Skill communicating effectively orally and in writing.
Skill establishing and maintaining effective working relationships with other department
staff, other City employees and the public.
Skill driving assigned parking enforcement vehicles.
Working Conditions:
Regular physical contact with arrestees and inmates.
Regular exposure to bodily fluids, potentially infectious diseases, lice, etc.
Animal control activities may require lifting of up to 75 pounds, running, climbing fences
and crawling under houses.
ill
2 9/2007
Police Service Officer II
Licensing /Certification Requirements:
A valid California drivers license.
Positions require successful completion of a three -week jail operations course and
certification by the Department of Corrections.
Completion of two -week animal control course.
Completion of 832 P.C. Laws of arrest course.
Minimum Qualifications:
Graduation from high school or GED and two (2) year of experience as a Police Service
Officer I or an equivalent combination of education and experience.
9/2007 112
Not Contract Language
Tentative Agreement between the City of El Segundo ( "City ") and the California
Teamsters Public, Professional and Medical Employees Union, Local 911 (Police
Support Services Employees Bargaining Unit) ( "Union ")
The City and the Union agree to the following:
Term
October 1, 2007 — September 30, 2010
2. Base Salary Increases
• October 1, 2007 — 5%
• October 1, 2008 — 3% to 6% COLA, based on Los Angeles- Riverside - Orange
County CPI (CPI -U), nine month average
• October 1, 2009 — 3% to 6% COLA, based on Los Angeles- Riverside - Orange
County CPI (CPI -U), nine month average
3. Police Service Officer
• Establish Police Service Officer I and Police Service Officer II class series, with
incumbents at the Police Service Officer II level trained in and expected to
perform animal control related duties.
• Police Service Officer II salary range 10% higher than Police Service Officer I
salary range.
• Reclassify two incumbents to Police Service Officer II, effective 10/01/2007.
• Current Police Service Officer's only to receive Animal Control Pay Differential
until promoted to Police Service Officer II.
4. Provide shift differential pay for both scheduled and non - scheduled (voluntary,
mandatory, overtime) shift work assignments. Shift differentials will be calculated on the
employee's base rate of pay.
5. Martin Luther King, Jr. Day added as official City Holiday (third Monday in January.)
6. Holiday Leave Pay for Police Service Officers 1 /II, Dispatchers 1 /II and Supervising
Dispatcher increased from 96 to 104 hours. Police Assistants 1 /II shall be paid 104 hours
in lieu of Holidays.
7. Employee option to cash in accumulated compensatory time once per calendar year
(November of each year, with payment on or about December 10.)
8. City to contract with PERS to provide Section 21548, "Pre- Retirement Optional
Settlement 2 Death Benefit."
9. Longevity Pay
• Include prior full -time job related law enforcement experience for purposes
of longevity pay eligibility.
• Increase 15 year longevity pay from 5% to 7 %, effective October 1, 2007.
• Increase 20 year longevity pay from 6.75% to 8.75 %, effective October 1, 2007.
113
is
10. Police Assistant 1 /11
■ Additional October 1, 2007 base salary increase of 4.0% to replace current
Female Inmate Differential Pay.
11. Revision of MOU Article 1. 12, "Union Administrative Time," to include attendance at
contract negotiations meetings while unit member is on vacation /scheduled day off.
12. Effective October 1, 2007 the City and the Union agree that the maximum future
City contribution for medical insurance (active employee and retiree) will be $1600 per
month.
13. Medical Insurance Cost Increases
■ 50% - 50% sharing of medical insurance cost increases by the City and the
Union, effective January 1, 2009.
■ Baseline for cost sharing, January 1, 2008 City contribution ($926.20).
■ Continuation of current formula averaging family coverage cost for PERS HMO's
available to unit members in Los Angeles County.
14. Delete MOU Article 1. 16, requiring that the bargaining unit share in the cost of
disciplinary hearings conducted before the Los Angeles County Civil Service
Commission.
15. Add language to MOU Article 2.23, "Promotional Examinations," confirming that
the City reserves the right to conduct concurrent "open" and "closed- promotional" testing
processes and to establish both open and /or closed promotional employment eligibility
lists.
16. Clarify the City's Smoking Policy by adding the policy to Appendix B of the
Memorandum of Understanding.
17. Update MOU Article 3.08, "Jury Duty," establishing administrative procedures and a
maximum of two weeks paid jury duty.
18. Revise MOU Article 2.10 (5), "Sick Leave Certification," to provide that upon the
recommendation of a Department Director or his /her designee, the City Manager or the
Director of Human Resources may, before allowing such leave or before permitting am
employee to return to work, require submission of a doctor's certificate for any absence.
19. Formalize the current Communication Training Officer program in the Police
Department's General Order Manual (GOM) by establishing selection criteria, length of
assignments and related parameters for employee participation.
For the Union
alt ?C/ - _7A
Chester Mordasini,
Business Representative
Date ;_
For the City
Bob Hyland,
Interim Dire for of H man Resources
Z LL
Date `
114
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action regarding second reading of Ordinance No. 1408 amending
the El Segundo Municipal Code to delete Administrative Services Department and the position
of Director of Administrative Services and to add Finance Department and Human Resources
Department and the positions of Director of Finance and Director of Human Resources.
(Fiscal Impact $30,019)
RECOMMENDED COUNCIL ACTION:
1) Second reading by title only and adoption of Ordinance No. 1408;
2) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
Following the May, 2007 resignation of the Director of Administrative Services staff conducted
a review of the functions and services provided by the Administrative Services Department and
determined that a revised organizational structure would better serve the current needs of the
City; on September 18, 2007 Council approved and adopted the 2007 -2008 Fiscal Year
Operating Budget which contained the proposed reorganization of the Administrative Services
Department. The fiscal impact of the reorganization is $30,019.
Accordingly, amending Chapter 6 of the El Segundo Municipal Code is required in order to
delete Administrative Services Department and the Director of Administrative Services and
add Finance Department and Human Resources Department and Director of Finance and
Director of Human Resources.
ATTACHED SUPPORTING DOCUMENTS:
1) Ordinance No. 1408 amending the El Segundo Municipal Code.
FISCAL IMPACT: $30,019
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required: Yes X No
ORIGINATED BY: DATE: September 19, 2007
Robert Hyland,.ln rim Director of H esources
REVIEWED
DATE: I 1
JeWrc, City Manager Agenda 562
115
ORDINANCE NO. 1408
AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE
§§ 1 -6 -3 AND 1 -6 -5 REGARDING CITY DEPARTMENTS AND
DEPARTMENT DIRECTORS.
The City Council of the City of El Segundo does ordain as follows:
SECTION 1: The City Council finds as follows:
A. The El Segundo Municipal Code ( "ESMC ") provides that the City
Council may from time to time by Ordinance designate departments,
appointive officers, or employees of the City;
B. It is in the best interest of the City to list all existing City departments in
the Municipal Code and officers excluded from the Personnel Merit
System; and
C. It is in the best interest of the City to delete the Administrative Services
Department and the Director of Administrative Services and to add
Finance Department and Human Resources Department and Director of
Finance and Director of Human Resources.
SECTION 2: ESMC § 1 -6 -3 is amended in its entirety to read as follows:
"Sec 1 -6 -3. CITY DEPARTMENTS
Effective October 1, 2007, the organization of city government consists of the
following departments:
City Administration
Finance Department
Fire Department
Human Resources Department
Library Services Department
Planning and Building Safety Department
Police Department
Public Works Department
Recreation and Parks Department
SECTION 3: ESMC § 1 -6 -5 is amended in its entirety to read as follows:
"Sec. 1 -6 -5: DEPARTMENT HEADS
1
.11
For the purpose of this chapter and for the purpose of initiative Ordinance 586 and
for the purpose of ordinances expanding the coverage of initiative Ordinance 586,
and not by way of limitation, effective October 1, 2007, the term "Department Head"
includes:
Assistant City Manager
Chief of Police
City Manager
Director of Finance
Director of Human Resources
Director of Library Services
Director of Planning and Building Safety
Director of Public Works
Director of Recreation and Parks
Fire Chief
SECTION 4: Repeal of any provision of the ESMC herein will not affect any penalty,
forfeiture, or liability incurred before, or preclude prosecution and imposition of
penalties for any violation occurring before, this Ordinance's effective date. Any
such repealed part will remain in full force and effect for sustaining action or
prosecuting violations occurring before the effective date of this Ordinance.
SECTION 5: If any part of this Ordinance or its application is deemed invalid by a court
of competent jurisdiction, the city council intends that such invalidity will not
affect the effectiveness of the remaining provisions or applications and, to this
end, the provisions of this Ordinance are severable.
SECTION 6: The City Clerk is directed to certify the passage and adoption of this
Ordinance; cause it to be entered into the City of El Segundo's book of original
ordinances, make a note of the passage and adoption in the records of this
meeting, and, within fifteen (15) days after the passage and adoption of this
Ordinance, cause it to be published or posted in accordance with California law.
SECTION 7: This Ordinance will become effective on the thirty-first (31st) day following
its passage and adoption.
PASSED AND ADOPTED this
2007.
2
day of
Kelly McDowell, Mayor
1 � r�
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
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
Ordinance No. was duly introduced by said City Council at a regular meeting held
on the day of 2007, and 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 day of , 2007, and the same was
so passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cindy Mortesen, City Clerk
3 � 1
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to extend the City's agreement with Cassidy and Associates
through September 30, 2008 for the provision of legislative advocacy services in Washington,
D. C. (Fiscal Impact: ($160,000 for FY 2007 -2008)
RECOMMENDED COUNCIL ACTION:
1) Authorize the Mayor to execute the attached agreement with Cassidy Associates; 2)
Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
Over the past several years, Cassidy and Associates has been extremely successful in
obtaining federal funding on behalf of the City for a variety of infrastructure projects ranging
from the implementation of the City's Sewer Master Plan to the Douglas Street Gap Closure
project. In total, Cassidy reports that it has obtained nearly $10 million in funding for such
projects.
Cassidy has proved to be an effective advocate for the City over the past several years. In
addition to its success in obtaining federal funding for various transportation and wastewater
projects, Cassidy's staff has proven to be effective in working with the FAA and other federal
agencies. It should be noted, however, the federal earmark process is changing, and the
likelihood of obtaining significant project funding may diminish over the next few years. Over
the past year, Cassidy has been successfully in obtaining $200,000 in transportation fund,
which is a smaller amount than staff anticipated at the outset of the last fiscal year. Staff is
recommending an extension of the agreement with Cassidy for one more year, but will keep a
watchful eye on the federal earmark process and other available federal funds. If approved,
the agreement calls for Cassidy's rates to remain at $13,333 /month, or $160,000 annually.
ATTACHED SUPPORTING DOCUMENTS:
1) Memorandum from Cassidy and Associates outlining a proposed work plan for FY 2007-
2008.
FISCAL IMPACT: N/A
Operating Budget: $ 180,000
Amount Requested: $160,000
Account Number: 001 -400- 2901 -6407
Appropriation Required: _Yes X No
MW
AGREEMENT
FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into this 2nd day of October,
2007, between the CITY OF EL SEGUNDO, a municipal corporation, hereinafter
referred to as "City" and Cassidy & Associates hereinafter referred to as
"Consultant ". This Agreement shall be in full force and effect through September
30, 2008, unless extended by mutual agreement of City and Consultant. In
consideration of the mutual covenants and conditions set forth herein, the parties
agree as follows:
1. SCOPE OF SERVICES. Consultant agrees to perform the services
set forth in Exhibit "A" "SCOPE OF SERVICES" and made a part hereof.
Consultant represents and warrants that it has the qualifications,
experience and facilities to properly perform said services in a thorough,
competent and professional manner and shall, at all times during the term
of this Agreement, have in full force and effect, all licenses required of it by
law, including, but not limited to, a valid El Segundo Business License.
Consultants shall begin its services under this Agreement on October 1,
2007. Consultant shall complete each of the services set forth in Exhibit A
to the City's satisfaction. If the City is not satisfied with any such services,
the Consultant shall work on such matter until the City approves of the
service. Further, Consultant shall complete the services set forth in
Exhibit A strictly according to the schedule provided therein.
Additionally, Consultant shall provide the services specified in Exhibit A in
compliance with the following conditions: All work performed by
Consultant shall be directed through the City Manager or designee; all
work requested of Consultant by the City shall be directed by the City
Manager or designee; consultant shall submit periodic reports of work
product and progress on stated goals outlined in Exhibit A to the City
Manager not less frequently than once each month.
2. STATUS OF CONSULTANT. Consultant is and shall at all times
remain as to the City a wholly independent contractor. The personnel
performing the services under this Agreement on behalf of Consultant
shall at all times be under Consultant's exclusive direction and control.
Neither City nor any of its officers, employees or agents shall have control
over the conduct of Consultant or any of Consultant's officers, employees
or agents, except as set forth in this Agreement. Consultant shall not at
any time or in any manner represent that it or any of its officers,
employees or agents are in any manner officers, employees or agents of
the City. Consultant shall not incur or have the power to incur any debt,
obligation or liability whatever against City, or bind City in any manner.
Consultant shall not disseminate any information or reports gathered or
,n
1 40
created pursuant to this Agreement without the prior written approval of
City except information or reports required by government agencies to
enable Consultant to perform its duties under this Agreement.
3. CONSULTANT'S KNOWLEDGE OF APPLICABLE LAWS.
Consultant shall keep itself informed of applicable local, state and federal
laws and regulations which may affect those employed by it or in any way
affect the performance of its services pursuant to this Agreement.
Consultant shall observe and comply with all such laws and regulations
affecting its employees. City and its officers and employees, shall not be
liable at law or in equity as a result of any failure of Consultant to comply
with this section. Without limiting the foregoing, Consultant shall not
expend any funds in violation of: California Constitution, Article 16, Section
6; Government Code, Section 81000 et. seq. ( "Political Reform Act "); or
any other federal or state law governing the expenditure of public funds.
Consultant shall be solely responsible for submittal of all documents,
forms and other information that may be required by all applicable
agencies as a result Contractor's performing the services specified in this
Agreement.
4. PERSONNEL. Consultant shall make every reasonable effort to
maintain the stability and continuity of Consultant's staff assigned to
perform the services hereunder and shall obtain the approval of the City
Manager of all proposed staff members performing services under this
Agreement prior to any such performance.
5. COMPENSATION AND METHOD OF PAYMENT. Compensation
to the Consultant shall be paid as a fixed monthly retainer not to exceed
thirteen thousand three hundred and thirty -three dollars ($13,333) per
month. Payments shall be made in approximately thirty (30) days after
receipt of each invoice as to all non - disputed fees. If the City disputes any
of consultant's fees it shall give written notice to Consultant in 30 days of
receipt of an invoice of any disputed fees set forth on the invoice.
6. ADDITIONAL SERVICES OF CONSULTANT. Consultant shall not
be compensated for any services rendered in connection with its
performance of this Agreement which are in addition to those set forth
herein or listed in Exhibit "A ", unless such additional services are
authorized in advance and in writing by the City Manager. Consultant
shall be compensated for any additional services in the amounts and in
the manner as agreed to by City Manager and Consultant at the time
City's written authorization is given to Consultant for the performance of
said services.
7. ASSIGNMENT. All services required hereunder shall be performed
by Consultant, its employees or personnel under direct contract with
i21
Consultant. Consultant shall not assign to any subcontractor the
performance of this Agreement, nor any part thereof, nor any monies due
hereunder, without the prior written consent of City Manager.
8. FACILITIES AND RECORDS. City agrees to provide: suitably
equipped and furnished office space, public counter, telephone, and use
of copying equipment and necessary office supplies for Consultant's on-
site staff, if any. Consultant shall maintain complete and accurate records
with respect to sales, costs, expenses, receipts and other such information
required by City that relate to the performance of services under this
Agreement. Consultant shall maintain adequate records of services
provided in sufficient detail to permit an evaluation of services. All such
records shall be maintained in accordance with generally accepted
accounting principles and shall be clearly identified and readily accessible.
Consultant shall provide free access to the representatives of City or its
designees at reasonable times to such books and records, shall give City
the right to examine and audit said books and records, shall permit City to
make transcripts therefrom as necessary, and shall allow inspection of all
work, data, documents, proceedings and activities related to this
Agreement. Such records, together with supporting documents, shall be
maintained for a period of three (3) years after receipt of final payment.
9. TERMINATION OF AGREEMENT. This Agreement shall expire on
September 30, 2008, unless extended by mutual agreement of City and
Consultant. The City upon 30 days written notice or 120 days by
contractor written notice may terminate with or without cause this
Agreement. In the event of such termination, Consultant shall be
compensated for non - disputed fees under the terms of this Agreement up
to the date of termination.
10. COOPERATION BY CITY. All public information, data, reports,
records, and maps as are existing and available to City as public records,
and which are necessary for carrying out the work as outlined in the
Scope of Services, shall be furnished to Consultant in every reasonable
way to facilitate, without undue delay, the work to be performed under this
Agreement.
11. OWNERSHIP OF DOCUMENTS. Upon satisfactory completion of,
or in the event of termination, suspension or abandonment of, this
Agreement, all original maps, models, designs, drawings, photographs,
studies, surveys, reports, data, notes, computer files, files and other
documents prepared in the course of providing the services to be
performed pursuant to this Agreement shall, become the sole property of
City. With respect to computer files, Consultant shall make available to
the City, upon reasonable written request by the City, the necessary
122
computer software and hardware for purposes of accessing, compiling,
transferring and printing computer files.
12. RELEASE OF INFORMATION /CONFLICTS OF INTEREST.
A. All information gained by Consultant in performance of this
Agreement shall be considered confidential and shall not be released by
Consultant without City's prior written authorization excepting that
information which is a public record and subject to disclosure pursuant to
the California Public Records Act, Government Code. 6250, et seg.
Consultant, its officers, employees, agents or subcontractors, shall not
without written authorization from the City Manager or unless requested by
the City Attorney, voluntarily provide declarations, letters of support,
testimony at depositions, response to interrogatories or other information
concerning the work performed under this Agreement or relating to any
project or property located within the City. Response to a subpoena or
court order shall not be considered "voluntary" provided Consultant gives
City notice of such court order or subpoena.
If Consultant or any of its officers, employees, consultants or
subcontractors does voluntarily provide information in violation of this
Agreement, City has the right to reimbursement and indemnity from
Consultant for any damages caused by Consultant's conduct, including
the City's attorney's fees.
Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons,
complaint, subpoena, notice of deposition, request for documents,
interrogatories, request for admissions or other discovery request, court
order or subpoena from any party regarding this Agreement and the work
performed thereunder or with respect to any project or property located
within the City. City retains the right, but has no obligation, to represent
Consultant and /or be present at any deposition, hearing or similar
proceeding. Consultant agrees to cooperate fully with City and to provide
City with the opportunity to review any response to discovery requests
provided by Consultant. However, City's right to review any such
response does not imply or mean the right by City to control, direct, or
rewrite said response.
B. Consultant covenants that neither they nor any officer or
principal of their firm has any interest in, or shall they acquire
any interest, directly or indirectly which will conflict in any
manner or degree with the performance of their services
hereunder. Consultant further covenants that in the
performance of this Agreement, no person having such
interest shall be employed by them as an officer, employee,
agent, or subcontractor without the express written consent
of the City Manager.
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13. DEFAULT. In the event that Consultant is in default of any
provision of this Agreement, City shall have no obligation or duty to
continue compensating Consultant for any work performed after the date
of default and can terminate this Agreement immediately by written notice
to the Consultant.
14. INDEMNIFICATION. Consultant agrees to the following:
A. Indemnification for Professional Services. Consultant will save
harmless and indemnify, including, without limitation, City's defense costs
(including reasonable attorney's fees), from and against any and all suits,
actions, or claims, of any character whatever, brought for, or on account
of, any injuries or damages sustained by any person or property resulting
or arising from any negligent or wrongful act, error or omission by
Consultant or any of Consultant's officers, agents, employees, or
representatives, in the performance of this Agreement.
B. Indemnification for other Damages. Consultant indemnifies and
holds City harmless from and against any claim, action, damages, costs
(including, without limitation, attorney's fees), injuries, or liability, arising
out of this Agreement, or its performance. Should City be named in any
suit, or should any claim be brought against it by suit or otherwise,
whether the same be groundless or not, arising out of this Agreement, or
its performance, Consultant will defend City (at City's request and with
counsel satisfactory to City) and will indemnify CITY for any judgment
rendered against it or any sums paid out in settlement or otherwise.
C. For purposes of this section "City" includes City's officers, officials,
employees, agents, representatives, and certified volunteers.
D. It is expressly understood and agreed that the foregoing provisions
will survive termination of this Agreement.
E. The requirements as to the types and limits of insurance coverage
to be maintained by Consultant as required by this Agreement, and any
approval of said insurance by City, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
Consultant pursuant to this Agreement, including, without limitation, to the
provisions concerning indemnification.
F. Consultant represents it is skilled in the professional calling
necessary to perform the services and duties agreed to hereunder by
Consultant, and City relies upon the skills and knowledge of Consultant.
Consultant shall perform such services and duties consistent with the
standards generally recognized as being employed by professionals
performing similar service in the State of California.
JL
G. Consultant is an independent contractor and shall have no authority
to bind City nor to create or incur any obligation on behalf of or liability
against City, whether by contract or otherwise, unless such authority is
expressly conferred under this agreement or is otherwise expressly
conferred in writing by City.
CONSULTANT HAS READ THIS SECTION 14 IN ITS ENTIRETY
AND KNOWINGLY AND WILLINGLY ACCEPTS THE
OBLIGATIONS CONTAINED HEREIN.
15. INSURANCE.
A. Insurance Requirements. Consultant shall provide and
maintain insurance acceptable to the City Attorney in full force and effect
throughout the term of this Agreement, against claims for injuries to
persons or damages to property which may arise from or in connection
with the performance of the work hereunder by Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers
with a current A.M. Best's rating of no less than A:VII. Consultant shall
provide the following scope and limits of insurance:
(a) Minimum Scope of Insurance. Coverage shall be at
least as broad as:
(i) Insurance Services Office form Commercial
General Liability coverage (Occurrence Form
CG 0001).
(ii) Insurance Services Office form number CA
0001 (Ed. 1/87) covering Automobile Liability,
including code 1 "any auto" and endorsement
CA 0025, or equivalent forms subject to the
written approval of the City.
(iii) Workers' Compensation insurance as required
by the Labor Code of State of California and
Employer's Liability insurance and covering all
persons providing services on behalf of the
Consultant and all risks to such persons under
this Agreement. (Not needed if Self- employed
with no employees.)
(iv) Errors and omissions liability insurance
appropriate to the Consultant's profession.
(b) Minimum Limits of Insurance. Consultant shall
maintain limits of insurance no less than:
(i) General Liability: $1,000,000 per occurrence for
bodily injury, personal injury and property damage. If
Commercial General Liability Insurance or other form
with a general aggregate limit is used, either the
i25
general aggregate limit shall apply separately to the
activities related to this Agreement or the general
aggregate limit shall be twice the required occurrence
limit.
(ii) Automobile Liability: Including owned, non -
owned and hired vehicles for bodily injury and
property damage with (See cover letter (page
1) for actual dollar level Requirements):
U At least $1,000,000 per occurrence.
U $100,000 - $300,000 per occurrence.
As required by State Statutes. A copy
of your current policy must be submitted
naming yourself and or your company.
iii) Workers' Compensation and Emolover's
Liability: Workers' Compensation as required
by the Labor Code of the State of California
and Employers Liability limits of $1,000,000 per
accident.
(iv) Errors and Omissions or Malpractice or
Professional Liability: At least $1,000,000
per occurrence.
B. Other Provisions. Insurance policies required by this
Agreement shall contain the following provisions:
(a) All Policies. Each insurance policy required by this
paragraph 15 shall be endorsed and state the coverage shall
not be suspended, voided, canceled by the insurer or either
party to this Agreement, reduced in coverage or in limits
except after 30 days' prior written notice by Certified mail,
return receipt requested, has been given to the City.
(b) General Liability and Automobile Liability
Coverages.
(i) City, its officers, officials, and employees and
volunteers are to be covered as additional insureds as
respects: liability arising out of activities Consultant
performs, products and completed operations of
Consultant; premises owned, occupied or used by
Consultant, or automobiles owned, leased or hired or
borrowed by Consultant. The coverage shall contain
no special limitations on the scope of protection
afforded to City, its officers, officials, or employees.
i26
(ii) Consultant's insurance coverage shall be
primary insurance as respect to City, its officers,
officials, employees and volunteers. Any insurance or
self insurance maintained by City, its officers, officials,
employees or volunteers shall apply in excess of, and
not contribute with, Consultant's insurance.
(iii) Consultant's insurance shall apply separately
to each insured against whom claim is made or suit is
brought, except with respect to the limits of the
insurer's liability.
(v) Any failure to comply with the reporting or other
provisions of the policies including breaches of
warranties shall not affect coverage provided to
the City, its officers, officials, employees or
volunteers.
(c) Workers' Compensation and Employer's Liability
Coverage. Unless the City Manager otherwise agrees in
writing, the insurer shall agree to waive all rights of
subrogation against City, its officers, officials, employees
and agents for losses arising from work performed by
Consultant for City.
C. Other Requirements. Consultant agrees to deposit with
City, at or before the effective date of this contract,
certificates of insurance necessary to satisfy City that the
insurance provisions of this contract have been complied
with. The City Attorney may require that Consultant furnish
City with copies of original endorsements effecting coverage
required by this Section. The certificates and endorsements
are to be signed by a person authorized by that insurer to
bind coverage on its behalf. City reserves the right to
inspect complete, certified copies of all required insurance
policies, at any time.
(a) Consultant shall furnish certificates and
endorsements from each subcontractor identical to those
Consultant provides.
(b) Any deductibles or self- insured retentions must be
declared to and approved by City. At the option of the City,
either the insurer shall reduce or eliminate such deductibles
or self- insured retentions as respects the City, its officers,
officials, employees and volunteers; or the Consultant shall
procure a bond guaranteeing payment of losses and related
investigations, claim administration, defense expenses and
claims.
;) rl
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(c) The procuring of such required policy or policies of
insurance shall not be construed to limit Consultant's liability
hereunder nor to fulfill the indemnification provisions and
requirements of this Agreement.
16. ENTIRE AGREEMENT. This Agreement is the complete, final,
entire and exclusive expression of the Agreement between the parties
hereto and supersedes any and all other agreements, either oral or in
writing, between the parties with respect to the subject matter herein.
Each party to this Agreement acknowledges that no representations by
any party which are not embodied herein and that no other agreement,
statement, or promise not contained in this Agreement shall be valid and
binding.
17. GOVERNING LAW. The City and Consultant understand and
agree that the laws of the State of California shall govern the rights,
obligations, duties and liabilities of the parties to this Agreement and also
govern the interpretation of this Agreement. Any litigation concerning this
Agreement shall take place in the Los Angeles County Superior Court.
18. ASSIGNMENT OR SUBSTITUTION. City has an interest in the
qualifications of and capability of the persons and entities who will fulfill
the duties and obligations imposed upon Consultant by this Agreement. In
recognition of that interest, neither any complete nor partial assignment of
this Agreement may be made by Consultant nor changed, substituted for,
deleted, or added to without the prior written consent of City. Any
attempted assignment or substitution shall be ineffective, null, and void,
and constitute a material breach of this Agreement entitling City to any
and all remedies at law or in equity, including summary termination of this
Agreement.
18. MODIFICATION OF AGREEMENT. The terms of this Agreement
can only be modified in writing approved by the City Council and the
Consultant. The parties agree that this requirement for written
modifications cannot be waived and any attempted waiver shall be void.
20. AUTHORITY TO EXECUTE. The person or persons executing this
Agreement on behalf of Consultant warrants and represents that
he /she /they has /have the authority to execute this Agreement on behalf of
his /her /their corporation and warrants and represents that he /she /they
has /have the authority to bind Consultant to the performance of its
obligations hereunder.
21. NOTICES. Notices shall be given pursuant to this Agreement by
personal service on the party to be notified, or by written notice upon such
party deposited in the custody of the United States Postal Service
addressed as follows:
Cam:
Jeff Stewart
City of El Segundo
350 Main Street
El Segundo, California 90245 -3895
Telephone (310) 524 -2301
Facsimile (310) 322 -7137
Consultant:
Gerry Warburg
Cassidy & Associates
700 Thirteenth Street N.W., Suite 400
Washington D.C. 20005 -5917
The notices shall be deemed to have been given as of the date of
personal service, or three (3) days after the date of deposit of the same in
the custody of the United States Postal Service.
22. SEVERABILITY. The invalidity in whole or in part of any provision
of this Agreement shall not void or affect the validity of the other provisions
of this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement
to be executed the day and year first above written.
Company Name: Cassidy & Associates
Title
CITY OF EL SEGUNDO
Mayor
ATTEST:
Cindy Mortesen
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley
City Attorney
CASSIDY & ASSOCIATES
700 THIRTEENTH STREET, N.W., SUITE 400
WASHINGTON, D.C. 20005 -5917
MEMORANDUM
Tel. (202) 347 -0773
Fax. (202) 347 -0785
www.cassidy.com
September 14, 2007
TO: Jeff Stewart
City Manager
E1 Segundo
FROM: Gerry Warburg and Christine O'Connor
Cassidy & Associates
RE: City of E1 Segundo Priorities in Washington DC
INTRODUCTION
It is our privilege and pleasure to carry forward our work supporting
your staff as federal government relations advocates for the City of E1
Segundo in Washington D.C. This memorandum will serve to briefly
summarize past, present and future work plans, summarizing results and
goals. We would welcome the opportunity to address any questions or
suggestions members of the City Council or staff might have. We look
forward to the continued opportunity to serve the taxpayers and
citizens of E1 Segundo in the year ahead.
PAST ACCOMPLISHMENTS
Our work in Washington has focused on a series of
infrastructure and funding issues crucial to E1 Segundo citizens. Some
have been primarily regulatory and policy in nature —such as the
continued struggle to shape city, state and federal policy towards the
i3 U
proposed renovation and expansion of Los Angeles International Airport,
or the effort to discourage the Base Closure Commission from acting to
shut Los Angeles Air Force Base. Others have been primarily budqet
opportunities, such as our successful efforts to help our Congressional
delegation secure federal funds totaling nearly $10 million for E1
Segundo, funds available in a highly competitive process of lobbying
for earmarks for infrastructure improvements. Here, we have advanced
successful City efforts to secure funds for projects as diverse as the
Douglas Street Gap Closure or the Smoky Hollow sewage renovation. We
have succeeded in helping the City win numerous funding grants to
support such projects, while ensuring bipartisan support, sympathy and
understanding for the challenges confronting our City officials.
CURRENT EFFORTS
Our work in Washington in recent months has focused primarily
on the effort to secure funding in the Fiscal Year 2008 Transportation
(and Related Agencies) Appropriations measure. These funds will be
dedicated in E1 Segundo primarily to the completion of the Park Place
Extension. To date, we have secured an additional $250,000 in the
House - passed version of this measure. The Senate has completed its
action on the bill just this week, and we are working to hold and —if
possible —grow this amount in the upcoming House- Senate conference. In
addition, we have been working with City officials on LAX- related
issues, residual LA AFB matters, grant release for sewage and
transportation projects, as well as the development of other possible
federal funding opportunities —for instance, in the area of emergency
response preparedness.
LOOKING FORWARD
Congress has made a series of efforts to improve its budget
and appropriations process— reforms we applaud and efforts we believe
will only enhance the competitiveness of worthy initiatives which enjoy
local elected officials' support, such as those we have carried for E1
Segundo. The rules are changing. Simply put, we have worked hard to
stay ahead of the curve and ensure we help our elected Federal
representatives to secure a fair share of tax dollars to return home
for the common good. We will recommend to City leaders that we once
again pursue federal transportation funding assistance next year, but
are also pressing City staff to develop possible federal funding
partnership opportunities in the areas of emergency preparedness and
water improvements.
CONCLUSION
We appreciate the confidence placed in us by City staff and officials.
We welcome the spirit of teamwork and candor that mark both our
brainstorming sessions and our systematic, cooperative follow through.
We look forward to continued success working together to advance your
public interests in the twelve months ahead.
1 � �
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION:
Consideration and possible action regarding a Memorandum of Understanding (MOU)
between the City of El Segundo's Library Services Department and the El Segundo Unified
School District for continued services to four school libraries. (Fiscal Impact $213,000)
RECOMMENDED COUNCIL ACTION:
Recommendation: (1) Approve a Memorandum of Understanding for Library services between
the City and the El Segundo Unified School District for a three year term; (2) Alternatively,
discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
The City's Library Services Department has provided administrative functions to the School
District libraries since December 3, 1991, through a "Library System Affiliation Agreement ". On
January 18, 1994, the agreement was renewed with an additional "Definition Table" to further
delineate the terms of each party's responsibilities. In subsequent years, the agreement has
been renewed without changes since 1995.
Between the years 1999 -2003, all three school libraries were modernized and re- furbished by
the School District, plus an elementary school library was added at the Richmond Street
School to bring the total libraries being administered by the City Library to four school libraries.
(The other schools are Center Street School Elementary, the Middle School, and the High
School.) Three part-time school clerks were hired by the City for the Richmond St. School
Library and significant fund - raising was done by the PTA and the Friends of the Library to
create a core collection of books and materials at the Richmond School.
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1. MOU document.
FISCAL IMPACT:
Operating Budget: $213,000
Amount Requested: None
Account Number: 6103 -4102; 6103 -5507; 6103 -6214
Project Phase: MOU Agreement for continued services
Appropriation Required: _Yes x No (Approved in Library's Budget FY 2007108)
ORIGINATED BY: DATE: �b�-5—�
�
Cllr .&.A /
Services Director
REVIEWE C / / - - DATE:
Jeff rt City Manager `
X33
Staff Report: October 2, 2007 Page 2
Background and Discussion (continued)
Re- classifications for the school library clerks to Library Assistant level duties were approved
for FY 2007/08. This allowed City staff to provide higher levels of support to students and
teachers in finding appropriate materials for homework assignments and book reports,
instructing students in the use of library resources and performing storytimes to the lower
grade levels, K -4.
Therefore, because of these recent changes in services to the school libraries since the 1994
"Affiliation" document, staff is now recommending a MOU for Library Services which better
states the current level of operation and services in all four school libraries. Many of the
continued administrative duties by the City and responsibilities between the two parties have
been carried over to the MOU from the renewed "Affiliation Agreements" of 1994 -2002. The
changes include the new classifications of the part-time staff from Clerks to Library Assistants,
the addition of the Richmond Street School, and further definitions of City /School technology
support and library facility functions to reflect the advances in modern library practices.
A three (3) year agreement is recommended at this time with renewal options at the end of this
period, and a termination clause by either party of ninety (90) days.
X34
MOU BETWEEN
THE CITY OF EL SEGUNDO AND
THE EL SEGUNDO UNIFIED SCHOOL DISRICT
FOR
LIBRARY SERVICES
THIS MEMORANDUM OF UNDERSTANDING ( "MOU ") is made and entered into
this 2nd day of OCTOBER, 2007, by and between the CITY OF EL SEGUNDO, a municipal
corporation and general law city existing under the laws of California ( "CITY "), and EL
SEGUNDO UNIFIED SCHOOL DISTRICT, a public school district organized pursuant to
provisions of the California Education Code ( "DISTRICT ").
ARTICLE 1. RECITALS.
The Parties enter into this MOU with reference to the following facts, objectives, and
understandings:
Section 1.01 CITY views the four existing school branch libraries and their materials as
important extensions to the public library's services;
Section 1.02 CITY invested considerable resources into the administration and operation of this
library system since December 3, 1991; and,
Section 1.03 CITY and DISTRICT seek to continue a mutually beneficial agreement whereby
the respective library facilities of the CITY and DISTRICT would be affiliated.
ARTICLE 11. DEFINITIONS
Unless the contrary is stated or clearly appears from the context, the following definitions govern
the construction of words and phrases used in this MOU:
Section 2.01 "All library related capital improvements " means remodeling or expansion of the
facilities.
Section 2.02 "Building maintenance and janitorial services /supplies" means regular repairs and
maintenance on all four school library facilities so that the sites are kept safe, and good working
condition; and, that there is a regularly scheduled cleaning of all sites including floors,
bathrooms, furniture, shelves, and trash removal. The DISTRICT will provide all janitorial
supplies.
Section 2.03 "Centralized... cataloging" means that for each book or material item,
bibliographic information will be entered at the public library on their Online Computer Library
Center (OCLC) database to obtain proper classification and standardized subject cataloging. This
database information is then downloaded into a shared automated system between CITY and
Page 1 of 6
DISTRICT.
Section 2.04 "Centralized ordering" means CITY will order all materials for each school
library site, and will coordinate with DISTRICT regarding school district purchase order numbers
and accounts from which orders will be placed.
Section 2.05 "Centralized... processing" means mean that after cataloging, CITY staff will
adhere date due slips, property stamp, Dewey Decimal classification label, barcode, and book
jacket all school library materials and send them in the delivery system to the appropriate library
when completed.
Section 2.06 "Computer hardware and software programs" means CITY will provide at each
school site two dedicated computers with a shared automated system downloaded for staff to
circulate materials, and will provide two dedicated computers for students to access the same
shared online catalog.
Section 2.07 "Coordinate materials purchased" means CITY will coordinate with DISTRICT
for purchasing books and materials for all the school libraries to reduce costs and prevent
duplication of titles when possible.
Section 2.08 "Provide library staff' means:
A. Two (2) -part -time Library Assistants at each of the Center Street, Richmond Street, and
Middle School Libraries;
B. One (1)- part-time Library Assistant at the Nigh School Library; and,
C. CITY will oversee and coordinate program needs, evaluation, implementation and review
with each school site Principal and DISTRICT's Librarian.
ARTICLE III. PARTIES' RESPONSIBILITIES
Section 3.01 CITY'S RESPONSIBILITIES. CITY agrees to generally be responsible for:
A. Administrative Functions:
1. Coordinate materials purchased for the school libraries by both DISTRICT and CITY;
2. Provide library staff to meet the needs of the library services at each school site as
determined by CITY in consultation with DISTRICT; and,
Provide supervision, scheduling, hiring and evaluation of CITY personnel assigned to
DISTRICT libraries;
B. Establish policies and procedures at each school for:
Page 2 of 6
IJ I
1. Circulation of all materials and the collection of fines and fees;
2. Use of all library space within the facility including staff work areas, study rooms,
shelving units, storage cabinets, equipment, and the main area of the library;
3. Scheduling class visits;
4. Hours of operation;
5. CITY and DISTRICT agree that it is in the public's best interest that each library facility
be operated exclusively for library functions. Accordingly, DISTRICT representatives
cannot, without mutual consent of both parties and prior notice, use library facilities for
purposes other than library uses including, without limitation, administrative, faculty,
testing, counseling purposes, or other activities which close the libraries during normal
school hours and limit access to information resources. In addition, DISTRICT's
representatives cannot lease, license, or otherwise grant permission to persons to use
library facilities without CITY's express written permission and supervision. DISTRICT
AND CITY representatives will jointly prepare policies and procedures to implement
this subsection,
C. Centralized ordering, cataloging, and processing, of collection materials; and,
D. Computer hardware equipment and software programs for the circulation of school
library materials; and, for the shared access to the school library collections through
CITY's online public catalog system.
Section 3.02 DISTRICT'S RESPONSIBILITIES. DISTRICT agrees to generally be
responsible for:
A. All library related capital improvements;
B. Providing furniture, fixtures, equipment, and consumable supplies related to library
operations and services;
C. Paying for all computers, printers, servers, cables, wireless equipment, and
telecommunication costs, except for CITY's technology responsibilies;
D. Building maintenance and janitorial services /supplies;
E. A delivery system for transporting books, materials, documents, and correspondence
between the four school libraries and main public library; and,
F. Retaining an employee qualified to oversee the daily operations, collection development,
student instruction, and supervision of the High School library and the other school
Page 3 of 6
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an employee qualified to assist the District Librarian.
Section 3.03 JOINT ACCESS TO COLLECTIONS. CITY and DISTRICT will have equal
access to the collections of the other for the benefit of their respective library users.
ARTICLE IV. TERM
Section 4.01 TERM
This MOU becomes effective upon the date of its full execution and continues thereafter for a
period of three (3) years. Upon the term expiring, DISTRICT and CITY may, by mutual
agreement, extend this MOU for a similar or different period of time.
ARTICLE IV. TERMINATION
Either party may terminate this MOU by providing the other party with ninety (90) days advance
written notice.
ARTICLE V. INDEMNIFICATION
Section 5.01 INDEMNIFICATION
A. Each Party releases every other Party to this MOU from all liability to itself, its
officials, officers, employees, agents, and volunteers, for any claims, damage, or
demands for personal injury, death, or property damage, arising from or related to
this MOU.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this MOU.
ARTICLE VI. MISCELLANEOUS PROVISIONS
Section 6.01 ASSIGNMENT. The Parties understand that their status as public entities are
primary inducements for each to enter into this MOU. For this reason, the Parties agree that they
will not assign or transfer any portion of or interest in this MOU. Any attempt to assign or
transfer any portion of this MOU will be void.
Section 6.02 SEVERABILITY. If any portion of this MOU is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this MOU will continue in full force and effect.
Page 4 of 6 1. 1
Section 6.03 SUCCESSORS. All the terms, conditions and covenants of this MOU will inure
to the benefit of and be binding upon the Parties' successors and assigns. The provisions of this
Section will not be deemed as a waiver of any of the conditions against assignment.
Section 6.04 NOTICES. All notices provided for herein will be in writing. Any notice
permitted or required to be served upon party may be served upon that party at:
For CITY: City of El Segundo
City Manager's Office
350 Main Street
El Segundo, CA 90245
For DISTRICT: El Segundo Unified School District
Superintendent's Office
641 Sheldon Street
El Segundo, CA 90245
Section 6.05 GOVERNING LAW. This MOU was executed in and will be construed in
accordance with the laws of the state of California and exclusive venue for any action involving
this MOU will be in Los Angeles County.
Section 6.06 HEADINGS. The headings contained herein are for convenience in reference and
are not intended to define or limit the scope of any provisions of this MOU.
Section 6.07 RULES OF CONSTRUCTION. This MOU has not been drafted or prepared by
either party hereto, the same being a fully negotiated MOU. Thus, the parties expressly agree
that any rule of construction regarding interpretation in favor of one or the other party by reason
of the party drafting the MOU will not apply.
Section 6.08 ACCEPTANCE OF FACSIMILE SIGNATURES /COUNTERPARTS.
A. The Parties agree that agreements ancillary to this MOU, and related documents to be
entered into in connection with this MOU will be considered signed when the signature of
a party is delivered by facsimile transmission. Such facsimile signature will be treated in
all respects as having the same effect as an original signature.
B. This MOU may be executed in any number or counterparts, each of which will be an
original, but all of which together will constitute one instrument executed on the same
date.
Page 5 of 6 ;
IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF EL SEGUNDO,
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
Karl H. Berger,
Assistant City Attorney
EL SEGUNDO UNIFIED SCHOOL DISTRICT
Dr. Geoff Yantz
Superintendent
Page 6 of 6
EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Mayor McDowell
AGENDA DESCRIPTION:
Consideration and possible action regarding approval to sponsor and waive fees per municipal
code section 8 -8 -7 D 1 for the South Bay Astronomical Society's "Star Party" on Saturday,
October 20, 2007, at the Hilltop Park parking structure at 401 Maryland (Fiscal Impact: $550.)
RECOMMENDED COUNCIL ACTION:
1). Approve City sponsorship and waiver of fees per municipal code section 8 -8 -7 D 1 for the
South Bay Astronomical Society "Star Party ", on Saturday, October 20, 2007; 2). Alternatively
discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
A recent astronomy lecture hosted by the City of El Segundo Library generated an offer from
Elliot Silverstein and members of the South Bay Astronomical Society (SBAS) to provide a
"Star Party" for El Segundo to promote astronomy enthusiasm and education. The SBAS
consists of volunteer astronomers who provide educational and informative opportunities to
communities and individuals throughout the South Bay.
The proposed "Star Party" is a hands -on evening of astronomy at which Society members set
up telescopes in an open area and invite community members to "star gaze ". The proposed
event would be on Saturday, October 20, from approximately 6 -10 p.m. on the Hilltop Park
parking structure. Closure of the parking lot to public parking is required for the event. Off -site
parking at the El Segundo Middle School can be coordinated along with shuttle service. Lights
would be off on the parking structure. Public Works Department staff would clean the parking
lot. Recreation and Parks Department staff would coordinate the shuttle, as well as assist with
coordinating and promoting the event. A $550 cost for Public Works and Recreation staff time
would be incurred.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: $ 550
Operating Budget:
Account Number:
Amount Requested:
Project Phase:
Appropriation Required
Public Works Dept / Recreation and Parks Dept
001 -400- 2601 -4103 and 001 -400 -5201 -4102
$ 550
_Yes X No
ORIGINATED: DATE:
K a( I
May
Kelly Dowell, or ,
it, City Manager
DATE:
12
1 i 4y