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2008 AUG 06 - CC PACKET SPCAUGUST 612008 CITY COUNCIL AGENDA PACKET SPECIAL Mayor Kelly McDowell Mayor Pro Tern Eric Busch Council Member Dr. Don Brann Council Member Bill Fisher Council Member Carl Jacobson Cindy Mortesen Ralph Lanphere Cathy Domann Jack Wayt Susie Mcllroy /Mishia Jennings Bill Crowe Mark D. Hensley Karl Berger Bob Hyland Deborah Cullen Stephanie Katsouleas Gary Chicots * Kimberly Christensen Sam Lee * James O'Neill * Debra Brighton Richard Brunette * David Cummings * Kevin Smith * Fire Station #2 Public Copy Public Copy Master Copy Jerry A. Saunders Geoff Yantz * Jennifer Evans Andrea Sudano Liz Garnholz Janet M. Oliphant - City Clerk - City Treasurer - Deputy City Clerk - Interim City Manager - Executive Assistants to City Manager /Council - Assistant City Manager - City Attorney - Assistant City Attorney - Human Resources Director - Finance Director - Interim Public Works Director - Planning & Building Safety Director - Planning Manager - Building Safety Manager/ Building Official - RSI Program Manager - Library Services Director - Recreation & Parks Director - Police Chief - Fire Chief - City Clerk Library Vault MAILING - Continental Development Corp. - ESUSD Superintendent - Beach Reporter - Daily Breeze - (Agenda Only) - (Agenda Only) * Email notification of Agenda Packet posted to the City of El Segundo Website. AGENDA EL SEGUNDO CITY COUNCIL EMERGENCY OPERATIONS CENTER (EOC) In Police Building 348 Main Street, El Segundo, CA 90245 The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting. 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. 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. SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL WEDNESDAY, AUGUST 6, 2008 EMERGENCY OPERATIONS CENTER (EOC) in Police Building 348 Main Street, El Segundo, CA 90245 8:00 A.M. - 11 :00 A.M 8:00 A.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. (AA SPECIAL ORDERS OF BUSINESS: A. Strategic Planning Session regarding the City of El Segundo's Operating Budget for Fiscal Year 2008 -2009. The purpose of the session is to provide the Council with preliminary budget information and to receive preliminary Council direction as it relates to revenue, expenditure, new programs, capital outlays and budget preparation issues. Final decisions regarding the budget are expected to be made at a public hearing scheduled for a regular City Council Meeting held in September. 1. Consideration and possible action regarding a staff presentation of the assumptions made in preparing the FY 2008/2009 City Budget, including an estimate of the revenues and expenditures, the assumptions made in presenting a balanced budget. Recommendation: 1) Council to provide preliminary direction to staff regarding recommended changes to the 2008 -2009 Preliminary Budget; 2) Alternatively, discuss and take other action related to this item. 2. Consideration and possible action regarding detailed summaries of all department budgets included in the FY 2008 -2009 Preliminary Budget including detailed descriptions of the recommendations stated in the budget overview. Recommendation: 1) Council to provide preliminary direction to staff regarding recommended changes to the 2008 -2009 Preliminary Budget; 2) Alternatively, discuss and take other action related to this item. 3. Consideration and possible action regarding staff recommendations for proposed new programs included in the FY 2008 -2009 Preliminary Budget as specified in "Attachment A ". Recommendation: 1) Council to provide preliminary direction to staff regarding recommended changes to the 2008 -2009 Preliminary Budget; 2) Alternatively, discuss and take other action related to this item. 4. Consideration and possible action regarding staff recommendations for all personnel reclassification changes and new hire requests included in the FY 2008 -2009 Preliminary Budget as detailed in "Attachment B ". Recommendation: 1) Council to provide preliminary direction to staff regarding recommended changes to the 2008 -2009 Preliminary Budget; 2) Alternatively, discuss and take other action related to this item. 5. Consideration and possible action to provide $720,000 in the FY 2008 -2009 Preliminary Budget to fund programs recommended by the Capital Improvement Program Advisory Committee (CIPAC) (See "Attachment C "). Recommendation: 1) Authorize staff to include $720,000 in the FY 2008 -2009 Preliminary Budget to fund projects recommended by the Capital Improvement Advisory Committee (CIPAC); 2) Alternatively, discuss and take other action related to this item. 6. Consideration and possible action to provide $288,000 in the FY 2008 -2009 Preliminary Budget to fund technology projects recommended by the Executive Technology Review Committee (See "Attachment D "). Recommendation: 1) Authorize staff to include $288,000 in the FY 2008 -2009 Preliminary Budget to fund technology projects recommended by the Executive Technology Review Committee (ETRC); 2) Alternatively, discuss and take other action related to this item. 7. Consideration and possible action to provide continued financial assistance to the El Segundo Unified School District in the amount of $250,000 annually. In addition, consider approval of an additional $277,000 requested by ESUSD (See "Attachment E" Recommendation: 1) Authorize staff to include $250,000 in the FY 2008 -2009 Preliminary Budget to fund existing ESUED obligations. 2) Council to provide preliminary direction and approval of authorizing $277,000 of additional funding as requested by ESUED; 3) Alternatively, discuss and take other action related to this item. 8. Consideration and possible action to amend resolution pertaining to the City's Per Diem policy for travel expenses related to City employees (See "Attachment F "). Recommendation: 1) Direction and possible approval by Council to amend existing Per Diem policy for travel expense related to City employees from $36 per day to $64 per day per based IRS publication (1542) rates for the Los Angeles area. ; 2) Alternatively, discuss and take other action related to this item. 9. Consideration and possible action to receive and file the proposed fees base on the comprehensive Fee Study by Revenue and Cost Specialists. (See "Attachment G "). Recommendation: 1) Receive and file.; 2) Alternatively, discuss and take other action related to this item. 10. Consideration and possible action regarding approval to initiate feasibility and design study of Aquatics Facility in the amount of $300,000. (See "Attachment H "). Recommendation: 1) Authorize staff to include $300,000 in the FY 2008 -2009 Preliminary Budget to fund a new Aquatics Facility; 2) Alternatively, discuss and take other action related to this item. 11. Consideration and possible action to receive and file the request to increase the City's Life Line income threshold for low income families qualifying for City water and sewer services. (See "Attachment I "). Recommendation: 1) Receive and file.; 2) Alternatively, discuss and take other action related to this item. 12. Consideration and possible action to fund $700,000 for City Hall improvements to include Council Chambers, Human Resource, West Conference Room. (See "Attachment X). Recommendation: 1) Authorize staff to include $700,000 in preliminary budget to make improvements to City Hall; 2) Alternatively, discuss and take other action related to this item. 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C O i6 C O id N El d ATTACHMENT C EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action regarding a presentation of a summary of projects recommended by the Capital Improvement Program Advisory Committee ( CIPAC) for inclusion in the Fiscal Year 2008 -2009 Capital Improvement Program. (Fiscal Impact = $3,197,000 in recommended projects). RECOMMENDED COUNCIL ACTION: (1) Receive staff's presentation of CIPAC recommendations; (2) Authorize staff to include recommended changes to the FY 2008 -2009 Preliminary Budget; and (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: CIPAC's recommendations were submitted for City Council consideration on July 15, 2008. The following table indicates funding available and projects recommended by CIPAC for inclusion in the FY 2008 -2009 Capital Improvement Program (CIP). ATTACHED SUPPORTING DOCUMENTS: CIPAC Chart FISCAL IMPACT: Operating Budget: NA Capital Improvement Program: $3,197,000 as indicated in table Amount Requested: NA Account Number: NA Project Phase: NA Appropriation Required: © Yes _No ORIGINATED BY: DATE: DtbnA,�_P $/� /08 Deborah Cullen, Director of Finance ",''�• ' : DATE: $1¢/08 ack Wavt. In im City MannnPr 5 W �l l z 0 a 0 z W M rng o� °O U O W N Q z ao U z 0 LL F- U W 0 IY CL co 0 N } LL L. 0 O m w� W E E V 0 U Q CL Al V J H a J ti a 71 O d I � � n ATTACHMENT D EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action regarding a presentation of a summary of projects recommended by the Executive Technology Review Committee (ETRC) for inclusion in the Fiscal Year 2008 -2009 Budget. (Fiscal Impact $287,965 General Fund) RECOMMENDED COUNCIL ACTION: (1) Authorize staff to include recommended changes to the FY 2008 -2009 Preliminary Budget; and, (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The Executive Technology Review Committee met and reviewed the proposed projects. The projects were ranked and recommended by the committee. (See Attachment) ATTACHED SUPPORTING DOCUMENTS: ETRC Chart FISCAL IMPACT: Operating Budget: $ Capital Improvement Program: NA Amount Requested: $287,965 Account Number: 001- 400 - 2505 -8108 Project Phase: NA Appropriation Required: © Yes _No ORIGINATTE` DBY: DATE: Deborah Cullen, Director of Finance DATE: ck Wayt, Interifn C y Manager CITY OF EL SEGUNDO PROPOSED TECHNOLOGY PROJECTS FY 2008 -2009 Item ETRC Other Additional SQL Licenses $ 35,700 Portable Dispatch Computers 9,379 Phone System Expansion 9,270 PC Reservation System 5,000 13,821 Virtualization 26,650 Wiring of Planning Area 38,600 Wiring of Council Chambers 24,655 Questys Scanning for Business License 14,000 Questys Authoring Licenses 6,661 Aerial Photos 12,000 Wireless to new Fire Station #2 32,475 Muni System Mods 17,000 Time Management System 40,000 Council Tablets (5 Only) 16,575 $ 87,965 13, 821 ATTACHMENT E EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration of possible action regarding an extension of the Funding Agreement extending financial assistance to the El Segundo Unified School District (ESUSD) for the purpose of school facilities and programs. (Fiscal Impact: $527,000) RECOMMENDED COUNCIL ACTION: (1) Approve a one -year extension to the Funding Agreement for $250,000 with the El Segundo Unified School District (ESUSD) in a form approved by the City Attorney; (2) Consider approval of an additional $277,000 request by ESUSD; 3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The City entered into a Funding Agreement with the El Segundo Unified School District on June 19, 2001 to provide annual payments to the District beginning October 1, 2001 and for four years thereafter, in the amount of $250,000. The timetable for the City's commitment was for a period not to exceed five years and for an amount not to exceed $250,000 per year. A one -year extension to the Funding Agreement was approved by the City Council on July 17, 2007. Staff is recommending a one -year extension of the Funding agreement in the amount of $250,000 and in a form approved by the City Attorney. In addition to the recommended $250,000 payment, the District has requested an additional $277,000 for the following: - $45,000 For crossing guards at Richmond Street, Center Street, El Segundo Middle School - $23,000 to cover the Consolidated Waste solid waste disposal contract - $59,000 to support custodial services and the transfer of materials between libraries - $150,000 to offset the cost of TruGreen for landscape maintenance ATTACHED SUPPORTING DOCUMENTS: 1. Original Funding Agreement No. 2983 and First Amendment 2. Second Amendment to Funding Agreement 3. ESUSD Request Letter FISCAL IMPACT: $527,000 Operating Budget: $250,000 Amount Requested: $527,000 Account Number: 001- 400 - 2901 -6405 Project Phase: Appropriation Required: X Yes No ORIGINATED BY: DATE: PAI.,-sIfIa8 Bill Crowe, Assistant City Manager R Wayt, In City Manager DATE: 8/¢/ p Y 7 PIL 1 eft 11� FUNDING AGREEMENT This Funding Agreement ( "Agreement ") is made this 19 day of June 2001, between the City of El Segundo ( "City ") and the El Segundo Unified School District ( "District "). RECITALS WHEREAS the City is desirous of providing funds to District for purposes of funding student services as well as maintenance of District facilities that are not being funded by other sources; WHEREAS such services benefit the youth of El Segundo by providing such youth with vital services that will lessen the need for City services such as police and park and recreation services and will result in better educated youth in the City; WHEREAS the City believes that the District's educational services play a critical role in providing the City with future citizens that will dedicate their time and knowledge to the community and thereby increase the quality of life in the City of El Segundo; NOW THEREFORE, the City and District do hereby agree, covenant and warrant as follows: Section 1. Funding of District Services. The City shall on or before October 1, 2001 and on or before October 1, for each of the next four years thereafter, pay the District $250,000. The District shall use such funds. for providing student cen_ lices ;lnd rnnaintenanr.e of facilities that serve the needs of the students of the District and are not being funded by other sources. In the event that the City determines that it is not in the City's best interest to make any of the $250,000 payments, the City can terminate its obligation to make such payments by giving the District 30 days advance written notice of its intent to cancel its payment obligation hereunder. Section 2. Entire Agreement. This Agreement represents the entire understanding of the City and the District with respect to the subject matter hereof and all prior written and oral agreements regarding the subject matter hereof are superseded by this Agreement. Section 3. Modifications This Agreement can only be modified in a writing approved by the City Council and the District Board. This Agreement is hereby approved as of the date first written above. DISTRICT: President, D;, trict Board ATTEST: Board Seer Approved as to Form: CITY: A411iz-----O� - Mayor Mike Gordon r C' dy Mo se , Cit Clerk Mark D. Hens e , City Attorney FIRST AMENDMENT TO AGREEMENT NO. 2893 BETWEEN EL SEGUNDO UNIFIED SCHOOL DISTRICT AND THE CITY OF EL SEGUNDO THIS FIRST AMENDMENT ( "Amendment ") to Agreement No. 2893 is made and entered into this 17th day of July 2007, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY "), and EL SEGUNDO UNIFIED SCHOOL DISTRICT. 1. Pursuant to Section 3 of Agreement No. 2893 ( "Agreement "), executed by the parties on or about June 19, 2001 and subsequently amended, the term of the agreement is extended until September 30, 2008. 2. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitute one instrument executed on the same date. 5. Except as modified by this Amendment, all other terms and conditions of Agreement No. 2893 remain the same. CITY OF EL SE UNDO EL SEGUNDO UNIFIED SCHOOL DISTRICT By- Je .'Stewart Board Approved: ctober 2 2007 y Manager ATTEST: L q.-, Cindy Mortesen, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: Karl H. Berger, Assistant City Attorney E>>ELUNpO El Segundo Unified School District 0 641 SHELDON STREET - EL SEGUNDO, CALIFORNIA 90245 i (310) 615 -2650 - FAX (310) 640 -8272 FO JfftooE SUPERINTENDENT BOARD OF EDUCATION GEOFF YANTZ, Ed.D. ANN M. COLES ROBIN K. FUNK TAMMY R. TAGAMI•REEVES May 27, 2008 WILLIAM J. WATKINS, Ed.D. LISA C. WILKIN Dear Mr. Wayt, Over the years, the El Segundo Unified School District has taken pride in providing students and community with the highest quality education designed to graduate productive, compassionate citizens equipped to meet the needs of a competitive global society. ESUSD has dedicated its resources and funding to this mission, and feels that the synergy created between ESUSD and the City is directly responsible for the many awards bestowed upon its schools. El Segundo High School was recognized as a California Distinguished School in 2007, as well as making the list of Newsweek magazine's top high schools in the nation, placing ESHS in the top 6 %. Most recently, both Center Street and Richmond Street garnered the coveted "California Distinguished School Award," a rarity among an elite group of elementary schools statewide. Of California's 5,710 public elementary schools, just 840 met the Academic Progress Index and Annually Yearly Progress qualification standards. Of those 840 schools, a mere 327 earned the honor by scoring 7.7 or higher on a scale of 8.0 on the application; both Richmond Street and Center Street scored 7.9. To have schools recognized for this level of excellence is a sign that the investment the City has made in its students is paying off handsomely. The community can also take pride in the many intangible rewards derived from creating an environment in which El Segundo students grow up to make contributions to their families, friends, and society. While ESUSD educators are unerring in their commitment to providing the highest quality education, California currently faces a grave financial situation — a budget deficit of over $18 billion over the next 12 months. As proposed, California Public Schools will experience a significant reduction in funding. In response, the Board of Education has made over 1 million dollars in cuts to programs and services to achieve a balanced budget for the 2008 -2009 school year. As the district has always embraced fiscal responsibility, ESUSD recognizes the pressing need to take steps to maintain our solvency in the coming years. As such, ESUSD will continue to pursue strategies for generating on -going revenue as well as minimize expenses. Most recently the district has taken the following steps: • Maximized enrollment at Arena /Virtual Academy, ESMS and ESHS to offset the loss of enrollment at the elementary schools. To the degree possible, we filled empty elementary seats with permit students. • Energy conservation efforts have resulted in a 16.5% reduction in cost for electricity over 2007- 2008 projections equating to an approximate savings of $95,000. • Entered into a lease agreement for a portion of the property located at 210 Penn Street for an annual revenue of $44,000. .�e�c�,ecl /.alr/�orsaru�ir� �3�'ur��lGy aric�tJ�o co/runu2i� ufrflrz/z O�J,Ii�Lrvn �e�rss2! /ems ellurro,� /yleirC<z�fu��ua�� e�uca�'e� /rucCiuo, coin a3J�o/er%le cadr�„e/i�. da /need 4 el11ae�&We<t a�r��c�a��sociedr� i✓Z, d,% 21a/ �ertPu/f. • Appointed a 7/11 Surplus Property Committee to maximize real property assets (Spring 2008). • Increased a variety of fees /tuition for the 2008 -2009 school year. • Implemented a variety of on -going efficiencies to optimize human and instructional resources to reduce on -going costs. The City of El Segundo has historically been extremely supportive of the schools through its in -kind and monetary contributions. I bring this to your attention because not just the students, but all residents of the City of El Segundo will be impacted by these cuts. The excellent relationship between the City and the school district has fulfilled needs common needs of residents, while allowing students to benefit by the joint use of school district and city buildings, athletic fields and the public library system. To preserve this level of service I ask that you consider appropriating an additional $277,000 to the El Segundo Unified School District to offset the cost of the following: • $45,000 for crossing guards at Richmond Street, Center Street, and El Segundo Middle School • $23,000 to cover the Consolidated Waste solid waste disposal contract. • $59,000 to support custodial services and the transfer of materials between libraries • $150,000 to offset the cost of TruGreen for landscape maintenance The collaboration between the Clty of El Segundo and the El Segundo Unified School District has forged public institutions in which we all take great pride. In that continuing spirit, 1 thank you In advance for your timely consideration and support. Sincerely, Geoff Yant , Ed� Superintendent Cc: Board of Education ATTACHMENT F EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action regarding a resolution amending the City of El Segundo flat rate Per Diem policy for travel expense related to City employees on business. The revised rate would be based on the meals and incidental expenses (M &IE) rates established for the Los Angeles area by the IRS Publication 1542. The rate will be revised on an annual basis upon adoption of the change in policy. RECOMMENDED COUNCIL ACTION: 1) Adopt the required Resolution. 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The per diem rate for employees has not been increased since approximately 1996, when it was revised at $36.00 per day. The per diem rate for meals and incidental expenses for the Los Angeles area is currently set at $64.00 per day by IRS Publication 1542. Based upon the amount of Travel and Conference requests submitted in the current budget year, increasing the per diem amount would cost an additional $8,000 in the next budget year. ATTACHED SUPPORTING DOCUMENTS: Exhibit A — IRS Publication 1542 FISCAL IMPACT: $8,000 Operating Budget: Not applicable Amount Requested: $8,000 Account Number: Not applicable Project Phase: Appropriation Required: X Yes , No ORIGINATED BY: DATE: shf/o& Deborah Cullen, Finance Director 0 N E DATE: 8/4 /Dg ck Wayt, Inte ' y Manager s, (f 1�' Publication 1542 (3/2008), Per Diem Rates Publication 1542 - Main Contents Table of Contents • How To Use Per Diem Rate Tables • The Two Substantiation Methods • Transition Rules • Per Diem Rate Tables • How To Get Tax Help • Taxpayer Advocacy Panel (TAP). • Low Income Taxpayer Clinics (LITCs). How To Use Per Diem Rate Tables This section contains information about the per diem rate substantiation methods available and the choice of rates you must make for the last 3 months of the year. The Two Substantiation Methods The tables in this publication reflect the high -low substantiation method and the regular federal per diem rate method. High -low method. The first two tables in this publication list the localities that are treated under the high - low substantiation method as high -cost localities for all or part of the year. Table 1 lists the localities that are eligible for $246 ($58 meals and incidental expenses (M &IE)) per diem, effective October 1, 2006. For travel on or after October 1, 2006, all other localities within CONUS are eligible for $148 ($45 M &IE) per diem under the high -low method. Table 2 lists the localities that are eligible for $237 ($58 M &IE) per diem, effective October 1, 2007. For travel on or after October 1, 2007, the per diem for all other localities increases to $152 ($45 M &IE). Regular federal per diem rate method. Tables 3 and 4 give the regular federal per diem rates published by the General Services Administration (GSA). Both tables include the separate rate for meals and incidental expenses (M &IE) for each locality. The rates listed in Table 3 are effective October 1, 2006; those in Table 4 are effective October 1, 2007. The standard rate for all locations within CONUS not specifically listed in Table 3 is $99 ($60 for lodging and $39 for M &IE). For Table 4, this rate is $109 ($70 for lodging and $39 for M &IE). Transition Rules The transition period covers the last 3 months of the calendar year, from the time that new rates are effective (generally October 1) through December 31. During this period, you generally may change to the new rates or finish out the year with the rates you had been using. High -low method. If you use the high -low substantiation method for an employee, when new rates become effective (generally October 1) you can either continue with the rates you used for the first part of the year or change to the new rates. However, you must continue using the high -low method for that employee for the rest of the calendar year (through December 31). Also, you must use the same rates for all employees reimbursed under the high -low method during that calendar year. For example, Employee A travels extensively during March and April of 2008, and you determine A's travel allowance (reimbursement) using the high -low method (Table 2). Employee A does not travel again until November 2008. For A's November trip and any others during the remainder of 2008, you may continue using the same set of rates (Table 2) or change to the new rates that generally will be effective in October. Assume that two of your other employees, 6 and C, are also reimbursed under the high -low method —your choice of rates must also apply to them. For Employee A's travel on or after January 1, 2009, you must use the rates in effect for 2009, but may either continue with the high -low method or choose the regular federal per diem rate method. The choice of method stays in effect for the entire 2009 calendar year. The new rates and localities for the high -low method are included each year in a revenue procedure that is Page t of / rl ` I�► http: / /www.ii-s.gov /publications /p 1542 /ar02.html 7/23/2008 Publication 1542 (3/2008), Per Diem Rates generally published in mid- to late- September. You can find the revenue procedure in the weekly Internal Revenue Bulletin (IRB) on the Internet at www.irs.gov/irb. Federal per diem rate method. New CONUS per diem rates become effective on October 1 of each year, and remain in effect through September 30 of the following year. Employees being reimbursed under the per diem rate method during the first 9 months of a year (January 1- September 30) must continue under the same method through the end of that calendar year (December 31). However, for travel by these employees from October 1 through December 31, you can choose to continue using the same per diem rates or use the new rates. Your choice applies to all employees reimbursed under the per diem rate method during that calendar year. Just as for the high -low method, you must continue using the same method for an employee for the entire calendar year. For example, Employees P and 0 attend an industry conference in February 2008 and you reimburse their expenses using the per diem rate method (Table 4). Employee P attends other conferences in July (reimbursed using Table 4) and December 2008, while Employee 0's only other travel occurs in October 2008. When determining O's travel allowance for the October travel, you must decide whether to continue with the old (Table 4) rates, or adopt the new ones effective October 1, 2008. Your choice of rates will also apply to Employee P's December travel. Both employees must continue being reimbursed under the per diem rate method for travel through December 31, 2008. You can choose a new method for either or both employees; this choice will become effective on January 1, 2009. The new federal CONUS per diem rates are published each year, generally early in September, on the Internet at www.gsa.gov. A]' Per diem rates for localities listed in Table 4 may change at any time during the rest of 2007 or 2008. To be sure you have the most current rate, check the IRS website ( www.irs.gov) for an updated Publication 1542, the other Internet website listed earlier under Per diem rates on the Internet , or call the IRS at 1- 800 -829- 1040. Per Diem Rate Tables Table 1. Localities Eligible for $246 ($58 MWE) Per Diem Amount Under the High -Low Substantiation Method (Effective October 1, 2006 - September 30, 2007) 12 Note: The standard ( "low ") rate of $148 ($103 for lodging and $45 for M &IE) applies to all locations within the continental United States ( CONUS) not specifically listed below or encompassed by the boundary definition of a listed point. Page 2 of / http: / /www.irs.gOV /publications /p 1542 /ai•02.html 7/23/2008 1d 4 1 Effective Per Diem Locality Date of County and/or Other $246 State Key City Defined Location Rate AZ Phoenix, Scottsdale Maricopa 1/1 -3/31 CA San Francisco San Francisco All year Santa Barbara Santa Barbara 7/1 -8/31 Santa Monica City limits of Santa All year Monica 1/1 -3/31 South Lake Tahoe El Dorado 1211 - 12/31 1/1 -4/30 CO Aspen Pitkin 1211 - 12/31 1/1 -4/30 Crested Butte, Gunnison Gunnison 1211 - 12/31 1/1 -3/31 Steamboat Springs Routt 1211 - 12/31 1/1 -4/30 Telluride San Miguel 10/1 - 12/31 1/1 -3/31 Vail Eagle 12/1 - 12/31 Washinqton, DC (also the Page 2 of / http: / /www.irs.gOV /publications /p 1542 /ai•02.html 7/23/2008 1d 4 1 Publication 1542 (3/2008), Per Diem Rates Table 1. (Effective October 1, 2006 - September 30, 2007) (Continued) cities of Alexandria, Fairfax, Per Diem Locality Date of and Falls Church, and the County and/or Other DC counties of Arlington and Defined Location All year Fairfax, in Virginia; and the NY counties of Montgomery and Nassau All year Prince George's in Maryland) FL IFort Lauderdale Broward 1/1 -3/31 Fort Walton Beach, Okaloosa, Walton 6/1 - 7/31 DeFuniak Springs Brooklyn, the Bronx, and All year Key West Monroe All year Miami Miami -Dade 1/1 -3/31 Naples Collier 2/1 -3/31 PA Philadelphia Palm Beach (also the All year RI Jamestown, Middletown, cities of Boca Raton, 3/1 - 11/30 Newport Delray Beach, Jupiter, Palm Beach Palm Beach Gardens, 2/1 -3/31 Palm Beach Shores, 1/1 -3/31 UT Park City Singer Island, and West 1211 - Palm Beach) 12/31 Stuart Martin 2/1 -3/31 IL Chicago Cook, Lake All year counties of Arlington and Orleans, St. Bernard, 1/1 -5/31 LA New Orleans Jefferson, and 10/1 - WA Seattle lKing Plaquemines Parishes 12/31 MA Boston, Cambridge Suffolk; City of All year Cambridge Martha's Vineyard Dukes 6/1 -8/31 Nantucket Nantucket 6/1 - 11/30 MD Counties of Montgomery and All ear y Prince George's Baltimore Baltimore City All year Cambridge, St. Michaels Dorchester, Talbot 5/1 -8/31 Ocean City Worcester 6/1 -9/30 Table 1. (Effective October 1, 2006 - September 30, 2007) (Continued) Transition rule. A payor who uses the high -low substantiation method high -cost localities published in the Page 3 of / http://www.irs.gOV/pLiblications/pl542/ai-02.htjiil 7/23/2008 Effective Per Diem Locality Date of County and/or Other State Key City Defined Location $246 Rate Floral Park, Garden City, NY Glen Cove, Great Neck, Nassau All year Roslyn Lake Placid Essex 7/1 -8/31 Boroughs of Manhattan, Manhattan Brooklyn, the Bronx, and All year Staten Island Queens Queens All year Saratoga Springs, Schenectady Saratoga, Schenectady 711 -8/31 PA Philadelphia Philadelphia All year RI Jamestown, Middletown, Newport 3/1 - 11/30 Newport Providence Providence All year 1/1 -3/31 UT Park City Summit 1211 - 12/31 Cities of Alexandria, Falls VA Church, and Fairfax; All year counties of Arlington and Fairfax WA Seattle lKing JAII year Transition rule. A payor who uses the high -low substantiation method high -cost localities published in the Page 3 of / http://www.irs.gOV/pLiblications/pl542/ai-02.htjiil 7/23/2008 Publication 1542 (3/2008), Per Diem Rates in Table 1 for an employee revenue procedure that supersedes during the first 9 months of Revenue Procedure 2006 -41, as long as calendar year 2007 those rates and localities are used must continue to use the high- consistently during this period for all low substantiation method for employees reimbursed under this the remainder method. See Transition Rules under of calendar year 2007 for that How To Use Per Diem Rate Tables for employee. For travel on or after an example. October 1, 2007, and before City limits of Sedona January 1, 2006, the payor may 2 Revenue Procedure 2006 -41 in continue to use the rates and Internal Revenue Bulletin No. 2006 -43 high -cost localities published in and Announcement 2006 -96 in Internal Table 1 or the updated rates Revenue Bulletin No. 2006 -50. and Table 2. Localities Eligible for $237 ($58 M &IE) Per Diem Amount Under the High -Low Substantiation Method (Effective October 1, 2007)' 2 Note: The standard ('low ") rate of $152 ($107 for lodging and $45 for M &IE) applies to all locations within the continental United States (CONUS) not specifically listed below or encompassed by the boundary definition of a listed point. Page 4 of l http: / /www.irs.gov /publications /p 1542 /ar02.html 7/23/2008 Cl! 23 Effective Per Diem Locality Date of $237 County and/or Other State Key City Defined Location Rate AZ Phoenix, Scottsdale Maricopa 1/1 -3/31 Sedona City limits of Sedona 3/1 -4/30 CA Napa Napa All year Palm Springs Riverside 1/1 -4/30 San Diego San Diego All year San Francisco San Francisco All year Santa Barbara Santa Barbara All year Santa Monica City limits of Santa All year Monica 1/1 -3/31 South Lake Tahoe El Dorado 1211 - 12/31 Yosemite National Park Mariposa All year 1/1 -4/30 CO Aspen Pitkin 1211 - 12/31 1/1 -3/31 Crested Butte, Gunnison Gunnison 1211 - 12/31 1/1 -3/31 Silverthorne, Breckenridge Summit 12/1 - 12/31 1/1 -2129 Steamboat Springs Routt 1211 - 12/31 1/1 -3/31 Telluride San Miguel 10/1 - 12/31 Vail Eagle All year Washington, DC (also the cities of Alexandria, Fairfax, and Falls Church, and the DC counties of Arlington and All year Fairfax, in Virginia; and the counties of Montgomery and Prince George's in Maryland) 1/1 -4130 FL Fort Lauderdale Broward 10/1 - 12/31 Fort Walton Beach, DeFuniak Okaloosa, Walton 6/1 7/31 Springs Key West Monroe All year Page 4 of l http: / /www.irs.gov /publications /p 1542 /ar02.html 7/23/2008 Cl! 23 Publication 1542 (3/2008), Per Diem Rates Table 2. (Effective October 1, 2007) (Continued) Effective Per Diem Locality 1/1 -2/29 Miami Miami -Dade 10/1 - Key City Defined Location $237 Rate 12/31 Conway Naples Collier 2/1 - 3/31 Incline Village, Crystal Bay, Washoe Palm Beach (also the Reno, Sparks cities of Boca Raton, Floral Park, Garden City, Delray Beach, Jupiter, NY Glen Cove, Great Neck, Palm Beach Palm Beach Gardens, 1/1 -3/31 Roslyn Palm Beach Shores, Boroughs of Manhattan, Singer Island, and West Manhattan Brooklyn, the Bronx, and Palm Beach) Stuart Martin 211 -3/31 IL lChicago Cook, Lake All year MA Boston, Cambridge Suffolk; City of Cambridge All year Schenectady Martha's Vineyard Dukes 7/1 -8/31 Tarrytown, White Plains, Nantucket Nantucket All year MD Counties of Montgomery and All y ear All ear Philadelphia Prince George's All year RI Jamestown, Middletown, Baltimore City All year Newport Cambridge, St. Michaels iDorchester, Talbot 4/1 -8/31 Providence Ocean City lWorcester 6/1 -8/31 Table 2. (Effective October 1, 2007) (Continued) ' Transition rule. A payor who uses the high -low substantiation method in Table 2 for an employee during the first 9 months of calendar year 2008 must continue to use the high - low substantiation method for the remainder of calendar vear 2008 for that high -cost localities published in the revenue procedure that supersedes Revenue Procedure 2007 -63, as long as those rates and localities are used consistently during this period for all employees reimbursed under this method. See Transition Rules under How To Use Per Diem Rate Tables for Page 5 of / � I t.'q http: / /www.ii-s.gov /publications /p 1542 /ar02.htinl 7/23/2008 Effective Per Diem Locality Date of County and /or Other State Key City Defined Location $237 Rate NH Conway Carroll 7/1 -8/31 NV Incline Village, Crystal Bay, Washoe 6/1 -8/31 Reno, Sparks Floral Park, Garden City, NY Glen Cove, Great Neck, Nassau All year Roslyn Boroughs of Manhattan, Manhattan Brooklyn, the Bronx, and All year Staten Island Queens Queens All year Saratoga Springs, Saratoga, Schenectady 711 -8/31 Schenectady Tarrytown, White Plains, Westchester All year New Rochelle, Yonkers PA Philadelphia Philadelphia All year RI Jamestown, Middletown, Newport 2/1 -11/30 Newport Providence Providence All year LIT Park City Summit 1/1 -3/31 Cities of Alexandria, Falls VA Church, and Fairfax; All year counties of Arlington and Fairfax Loudon County Loudon All year Virginia Beach City of Virginia Beach 6/1 -8/31 WA Seattle King All year WI Lake Geneva Walworth 6/1 -9/30 ' Transition rule. A payor who uses the high -low substantiation method in Table 2 for an employee during the first 9 months of calendar year 2008 must continue to use the high - low substantiation method for the remainder of calendar vear 2008 for that high -cost localities published in the revenue procedure that supersedes Revenue Procedure 2007 -63, as long as those rates and localities are used consistently during this period for all employees reimbursed under this method. See Transition Rules under How To Use Per Diem Rate Tables for Page 5 of / � I t.'q http: / /www.ii-s.gov /publications /p 1542 /ar02.htinl 7/23/2008 Publication 1542 (3/2008), Per Diem Rates employee. For travel on or after an example. October 1, 2008, and before January 1, 2009, the payor may 2 Revenue Procedure 2007 -63 in continue to use the rates and Internal Revenue Bulletin No. 2007 -42. high -cost localities published in Table 2 or the updated rates and Table 3. Maximum Federal Per Diem Rates (Effective October 1, 2006 - September 30, 2007)' Note: The standard rate of $99 ($60 for lodging and $39 for M &IE) applies to all locations within the continental United States ( CONUS) not specifically listed below or encompassed by the boundary definition of a listed point. However, the standard CONUS rate applies to all locations within CONUS, including those defined below, for certain relocation allowances. (See parts 302 -2, 302 -4, and 302 -5 of 41 CFR.) Per Diem Locality Computing Maximum Rate County Maximum and/or Maximum Other M &IE Per Diem Defined Effective Lodging State Key City 2 Location 3.4 Dates Rate Rate Rate AL Birmingham Jefferson, Shelby All year $80 $44 $124 Gulf Shores Baldwin 1/1 -5/31 6/1 -7/31 88 107 39 39 127 146 8/1 - 12/31 88 39 127 Huntsville Madison, Limestone All year 71 44 115 Montgomery Montgomery All year 731 39 1 112 AR Hot Springs Garland All year 87 49 136 Little Rock Pulaski All year 76 54 130 Grand Coconino AZ Canyon, (except city limits of 1/1 -2/28 65 44 109 Flagstaff Sedona) 3/1 - 10/31 11/1 12/31 81 65 44 44 125 109 Kayenta Navajo All year 71 54 125 Phoenix, Scottsdale Maricopa 111 -3/31 4/1 -5/31 6/1 -8/31, 141 109 741 59 59 59 200 168 133 9/1 12/31 103 59 162 City of Sedona Sedona that falls within 1/1 2/28 107 64 171 Yavapaiand Coconino Counties 3/1 -5/31 118 64 182 12 12 /31 107 64 171 Sierra Vista Co-ch—ise All year 66 39 105 Tucson Pima 1/1 -3/311 119 49 168 4/1 - 12/31 83 49 132 Yuma Yuma All year 71 1 39 110 Antioch, Brentwood, CA Concord, Lafayette, Contra Costa All year 104 49 153 Martinez, Pleasant Hill, Richmond, Page 6 of 7 http: / /www.irs.gov /publications /p 1542 /ar02.html 7/23/2008 CIO, Publication 1542 (3/2008), Per Diem Rates Page 7 of 7 0%6 http://www.ii-s.gov/publications/pi 542/ar02.htm] 7/23/2008 San Ramon, Walnut Creek Bakersfield, Delano (Naval Weapons Center and Kern All year 70 44 114 Ordnance Test Station, China Lake) Barstow, San Ontario, Bernardino All year 87 59 146 Vlctorville Benicia, Dixon, Fairfield, Solano All year 87 44 131 Vacaville, Vallejo Brawley, Calexico, El Centro, Imperial All year 75 39 114 Imperial Chico, Oroville Butte All year 68 39 107 Clearlake Lake JAII year 65 44 109 Death Valley Inyo All year 76 49 125 Fresno Fresno All year 79 54 133 Los Angeles, Orange, Los Angeles Ventura; All year 110 64 174 Edwards AFB Page 7 of 7 0%6 http://www.ii-s.gov/publications/pi 542/ar02.htm] 7/23/2008 ATTACHMENT G EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: August 6, 2008 AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action to receive and file potential new fees (Planning, Building, Plan Check, and Public Works Fees) base on results of the Cost Allocation and Fee Study conducted by Revenue and Cost Specialist, LLC. (Fiscal Impact: TBD) RECOMMENDED COUNCIL 1. Receive and file. 2. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: At the May 6, 2008 City Council meeting Revenue and Cost Specialists was awarded the contract to perform a Cost Allocation and Fee Study for the City of El Segundo. The City had not initiated a Fee Study in several years and it is important that the City periodically review its fee structure to insure that the fees are appropriate for the services that the City provides. Revenue and Cost Specialists have concluded their extensive costing study, which included meetings with representatives of all Departments. Based on their findings, the Council is requested to consider recommendations for possible increases in identified fees. ATTACHED SUPPORTING DOCUMENTS: N/A FISCAL IMPACT: Operating Budget: N/A Amount Requested: N/A Account Number: N/A Project Phase: N/A Appropriation Required: _ Yes X No ORIGINATED BY: DATE: ?) - ialq-l� Deborah Cullen, Director of Finance iC ATTACHMENT H EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action regarding the approval of funds to design a new or renovated Aquatics Facility based on the results of the upcoming feasibility study. (Fiscal Impact: $300,000.) RECOMMENDED COUNCIL ACTION: 1) Consider approval of funds to design a new or renovated Aquatics Facility based on the upcoming feasibility study; 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On July 15, 2008, City Council approved funding to conduct a feasibility study for the construction and /or renovation of an aquatics facility to meet the community's aquatics needs as identified in the August 2005 Aquatic Master Plan. That report, which will identify potential site locations and possible pool configurations, is expected to be completed in early 2009. Following its completion, staff will present the report to City Council and host a series of community meetings regarding its findings. Should Council decide to ultimately move forward with construction and /or renovation of an aquatics facility, staff is proposing that $300,000 be earmarked for design purposes. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: $300,000 Operating Budget: Amount Requested: $300,000 Account Number: 001- 400 -4101 -6214 Project Phase: Appropriation Required: ® Yes _ No ORIGINATED BY: DATE: r hanie Ka souleas, Dire or of Public Works 08/04/08 REVIEWW BY: A Tnte^ G fy Manager i DATE: 6/4f/ 0 10 ATTACHMENT I EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action to receive and file the proposed increases to the City's "life line" income threshold for low income families who qualify for City water and sewer services (Fiscal Impact: $unknown) RECOMMENDED COUNCIL ACTION: (1) Receive and file. BACKGROUND & DISCUSSION: Currently, residents who qualify for life line financial assistance for City water and sewer services must meet the following household size and income requirements: $17,950 for 1 -2 persons $20,500 for 3 persons $23,100 for 4 persons $25,650 for 5 persons $2,050 for each additional person Residents who meet the above income guidelines qualify for a water rate reduction of about 15.7% for the first 4000 cubic ft/month used and a 50% reduction of their total sewer fees. Water use above 4000 cubic ft is charged at the fully loaded rate. This income structure has been effective since 1995, when City Council adopted Resolution 3922. (Background and discussion continued on the next page) ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: $unknown Operating Budget: $0 Capital Improvement Program: N/A Amount Requested: $0 Account Number: N/A Project Phase: N/A Appropriation Required: No DATE: VXT Stephanie Katsouleas, Public Works Director — 08/04/08 DATE: 9/0 B BACKGROUND & DISCUSSION: (continued) Currently, 27 residential households have applied for and now receive life line financial assistance. Based on usage patterns, the cost to the City to provide life line discounts is about $43 per household per year for water service and about $70 per household per year for sewer service, or approximately $3000 annually for all qualifying households combined. The largest life line discount provided is for the first 1000 cubic feet of water used, which is 50% less than the fully loaded rate. The next 3000 cubic feet receive only a 4% discount, and there is no discount for any water usage over 4000 cubic feet. Bi- monthly sewer fees, which are derived from individual water usage, are discounted at 50% irrespective of volume. The current bi- monthly rate structure is as follows: - . 0 - 1000 ft . - $0.6964 .. . - . • - $1.3927 1001 — 4000 ft $1.3328 $1.3927 4001 — 10,000 ft $1.5321 $1.5321 10,001 — 20,000 ft $1.6087 $1.6087 20,001 and reater ft $1.6857 $1.6857 Staff proposes raising the income threshold such that El Segundo's qualifying criteria are on par with income thresholds recently revised and adopted by several local municipalities and agencies, including Southern California Edison, the Los Angeles Department of Water and Power, City of Santa Monica, and The Gas Co. Newly proposed income guidelines are as follows: $30,500 for 1 -2 persons $35,800 for 3 persons $43,200 for 4 persons $50,600 for 5 persons $58,000 for 6 persons $7,400 for each additional person The proposed changes to the City's life line program would affect only the qualifying income threshold and not the water usage rate structure identified above. At this time, City staff does not have sufficient information to estimate how many additional households would qualify for and choose to participate in the life line assistance program, but it is anticipated that the participation rate would double at a minimum. ATTACHMENT J EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2008 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action regarding funding for capital improvement projects for City Hall. (Fiscal Impact: $700,000) RECOMMENDED COUNCIL ACTION: 1. Authorize funding from Economic Uncertainty Fund to perform improvements to City Hall facilities. 2. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: City Hall is in need of numerous improvements to make the current facilities more useful, efficient, and safer. Areas identified for capital improvements are Council Chambers, Human Resources and West Conference room. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: Operating Budget: $0 Amount Requested: $700,000 Account Number: 301- 400 -8201 -8475 Project Phase: N/A Appropriation Required: X Yes _ No Deborah Cullen; Director of Finance 08/04/08 12 T, N J. 1.