2011 JUL 19 - CC PACKETAGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JULY 19, 2011 — 5:00 P.M.
Next Resolution # 4726
Next Ordinance # 1462
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.
0 ul
SPECIAL ORDER OF BUSINESS:
Interviews of Candidates for the Planning Commission, Library Board of
Trustees, Environmental Committee, and the Capital Improvement Program
Advisory Committee. Note Interviews will commence at approximately 6:00 p.m.
and will take place in the West Conference Room.
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; as follows:
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 Case No. BS094279
2. NSA Construction vs. City of El Segundo, LASC Case No. BC438182
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -0-
Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) -0- matter
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -5-
matters
1. Represented Group: Police Support Services Employees Association (PSSEA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
2 UU�
2. Represented Group: City Employees Association (CEA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
3. Represented Group: Firefighters Association (FFA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
4. Represented Group: Police Officers Association (POA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
5. Represented Group: Police Managers Association (PMA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0-
matters
003
3
AGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet, are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JULY 19, 2011 - 7:00 P.M.
Next Resolution # 4726
Next Ordinance # 1462
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Pastor Rob McKenna, El Segundo Foursquare Church
PLEDGE OF ALLEGIANCE — Mayor Pro Tern Bill Fisher
4
004
PRESENTATIONS
(a) Presentation of a check by West Basin Municipal Water District to the El
Segundo Kiwanis Club for their participation in this year's Free High - Efficiency
Toilet Distribution Event.
(b) Presentation by the South Bay Cities Council of Governments and the South Bay
Environmental Services Center recognizing the City for obtaining the "South Bay
Energy Leader Program Achievement of Silver Status."
(c) Proclamation proclaiming July 28, 2011 as Broadway In The Park Day and invite
the community to partake in this joyous event.
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.
1. Consideration and possible action to approve or deny a request by Nickel
Productions to allow a beer and wine festival to be located on the 300 block
of Main Street and El Segundo City Hall Plaza on Saturday, October 8, 2011,
which will serve as a charitable platform to raise funds and support for the
El Segundo Education Foundation.
Recommendation — (1) Approve or deny request by Nickel Productions; (2)
Alternatively, discuss and take other action related to this item.
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 (PUBLIC HEARING)
C. UNFINISHED BUSINESS
005
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
2. Consideration and possible action regarding (1) the appointment of a member
of the City Council to serve on the City's Disaster Council for a period of one
year; (2) the appointment of a member of the City Council to the South Bay
Cities Council of Governments; and (3) announce the appointments to the
Planning Commission, Library Board of Trustees, Environmental Committee,
and Capital Improvement Program Advisory Committee (CIPAC). (Fiscal
Impact: None)
Recommendation — (1) Appoint a member of the City Council to serve as a member
of the Disaster Council for a period of one year; (2) Appoint a member of the City
Council to serve as a member of the South Bay Cities Council of Governments, and
(3) Announce the appointees to the Planning Commission, Library Board of
Trustees, Environmental Committee, and Capital Improvement Program Advisory
Committee (CIPAC); (4) Alternatively, discuss and take other action related to this
item.
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for
discussion of an item is made, the item(s) will be considered individually under the next heading of
business.
3. Warrant Numbers 2582834 to 2583178 on Register No. 18 in the total amount of
$871,068.26 and Wire Transfers from 06/09111 through 06/23/11 in the total
amount of $1,937,402.73 and Warrant Numbers 2583179 to 258361 on Register
No. 19 in the total amount of $343,820.56 and Wire Transfers from 06/24/11
through 07/0711 in the total amount of $8,538,148.97.
Recommendation — Approve Warrant Demand Registers and authorize staff to
release. Ratify Payroll and Employee Benefit checks; checks released early due to
contracts or agreement; emergency disbursements and /or adjustments; and wire
transfers.
4. Regular City Council Meeting Minutes of June 21, 2011.
Recommendation — Approval.
5. Consideration and possible action regarding acceptance of the Cleaning and
Closed Circuit Television (CCTV) inspection of sewer lines citywide (Aviation
Boulevard to Rosecrans Avenue to Imperial Highway) Project No.: PW 10 -02.
(Fiscal Impact: $205,466.18)
Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to
file a Notice of Completion in the County Recorder's Office; (3) Alternatively, discuss
and take other action related to this item.
00
0
6. Consideration and possible action to award a contract to Trueline for
Recreation Park racquetball courts refurbishment (339 Sheldon Street).
Project No PW 11-08. (Fiscal impact: $28,700-00)
Recommendation — (1) Authorize the City Manager to execute a standard Public
Works Contract in a form as approved by the City Attorney with Trueline in the
amount of $28,700.00; (2) Alternatively, discuss and take other action related to this
item.
7. Consideration and possible action regarding approval of a license agreement
to award the lease of 953 acre feet of the City of El Segundo ground water
rights to City of Manhattan Beach. (Fiscal Impact: $101,018.00 Revenue to the
Water Enterprise Funds)
Recommendation — (1) Authorize the City Manager to execute the water right license
and agreement; (2) Alternatively, discuss and take other action related to this item.
8. Consideration and possible action authorizing the City Manager to apply for
and accept a non - matching grant of $30,000.00 in funding from the California
Environmental Protection Agency (CaIEPA) to implement an electronic
information collection and reporting system for hazardous materials pursuant
to Assembly Bill 2286. The legislation requires the electronic collection of
virtual chemical data through a California Environmental Reporting System
(CERS) and provides grants to Certified Unified Program Agencies (CUPA) to
manage data for emergency responders or exchanged through a public
access website. There is no match requirement for the grant, however, the
City's system must be operational by January 2013. (Fiscal Impact: $30,000.00)
Recommendation — (1) Authorize the City Manager to apply for and accept a non -
matching grant of $30,000.00 in funds from CaIEPA to implement an electronic
hazardous materials reporting system by January 2013; (2) Alternatively, discuss
and take other action related to this item.
9. Consideration and possible action to authorize the City Manager to execute a
professional service agreement with the West Covina Service Group (WCSG)
in the amount of $57,000.00 to allow continued access to El Segundo data
located on their Records Management System (RMS) hardware through July
31, 2014 (Fiscal Impact: $57,000-00)
Recommendation — (1) Authorize the City Manager to execute a professional service
agreement with WCSG in the amount not to exceed $57,000; (2) Alternatively,
discuss and take other action related to this item.
10. Consideration and possible action to receive and file a correction to the
calculations for the amendment to the 5 -year contract with Nationwide
Environmental Services for Street Sweeping services performed citywide.
(Fiscal Impact: $25,568.00)
Recommendation — (1) Receive and file this staff report itemizing the corrected
calculations for the amendment to the 5 -year contract with Nationwide
Environmental Services for street sweeping services; (2) Alternatively, discuss and
take other action related to this item.
7
11. Consideration and possible action to approve Amendment No. 4 to extend the
residential solid waste collection contract for a period of up to 6 months (while
the City completes its current request for proposal services) between the City
of El Segundo and Consolidated Disposal Services, LLC. (Fiscal Impact:
$300,000-00)
Recommendation — (1) Authorize the City Manager to execute Amendment No. 4
with Consolidated Disposal Services, LLC in a form approved by the City Attorney;
(2) Alternatively, discuss and take other action related to this item.
12. Consideration and possible action regarding approval of a full time
Administrative Specialist position in the Water Division of the Department of
Public Works (Fiscal Impact: $81,800-00)
Recommendation — (1) Approve a full time Administrative Specialist position in the
Water Division of the Department of Public Works; (2) Alternatively, discuss and take
other action related to this item.
CALL ITEMS FROM CONSENT AGENDA
F. NEW BUSINESS
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
I. REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fuentes —
Council Member Brann —
Council Member Jacobson —
Mayor Pro Tern Fisher —
8 0 v$
Mayor Busch —
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: 7 -14 -11
TIME: 7:45 a.m.
NAME: Cathy Domann
9 0 0 ;q
PRESENTATIONS
(a) Presentation of a check by West Basin Municipal Water District to the El
Segundo Kiwanis Club for their participation in this year's Free High -
Efficiency Toilet Distribution Event.
O 1 0
PRESENTATIONS
(b) Presentation by the South Bay Cities Council of Governments and the
South Bay Environmental Services Center recognizing the City for
obtaining the "South Bay Energy Leader Program Achievement of Silver
Status."
Oil
roclamatian �p�� ° "°°°�.`" "`�i.
WHEREAS, the year was 1912 when the sleepy town of River City, Iowa changed forever by a
music man — a salesman name Harold Hill, who brought the joy of music to people
young and old. His light touched many, and awakened a sense of community in those
stubborn Iowans they had never experienced before; and
WHEREAS, Now, ninety -nine years later, the great community of El Segundo revives the spirit of
River City and brings the joy of music to our own citizens; and
WHEREAS, from July 28th — 31st, Broadway In The Park presents, Meredith Wilson's "The Music
Man" in Recreation Park. Featuring such memorable songs as "Wells Fargo Wagon,"
"Till There Was You," and "Seventy -Six Trombones ". This is a Broadway classic that's
perfect for the whole family. And in a special celebration of our community, members
of the El Segundo Concert and School Band will appear on stage to play in the
patriotic finale; and
WHEREAS, Broadway In The Park is a four -day themed event that features a classic Broadway
musical performed outdoors, community pre -show showcasing local arts groups, and
picnics under the stars. The festival is themed like a turn -of- the - century town square,
with popcorn lights, roaming barbershop quartets in costume, and Victorian -era d6cor;
and
WHEREAS, Broadway In The Park proudly debuts Charity Partners, a program that dedicates each
night of the festival to a local charity, raising money and awareness for their cause;
and
WHEREAS, The City of El Segundo would like to recognize this year's Charity Partners: El
Segundo Education Foundation, El Segundo Community and School Band, El
Segundo Auxiliary of L.A. Children's Hospital and Tree Musketeers.
NOW, THEREFORE, on this 19th day of July, 2011, the Mayor and Members of the City Council of the
City of El Segundo, California, hereby proclaim July 28, 2011 as Broadway In The Park Day and
invite the community to partake in this joyous event.
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1. Consideration and possible action to approve or deny a request by
Nickel Productions to allow a beer and wine festival to be located on
the 300 block of Main Street and El Segundo City Hall Plaza on
Saturday, October 8, 2011, which will serve as a charitable platform
to raise funds and support for the El Segundo Education Foundation.
Recommendation — (1) Approve or deny request by Nickel Productions;
(2) Alternatively, discuss and take other action related to this item.
1
01',
.1
EL SEGUNDO CITY COUNCIL MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Committees, Commissions and Boards
AGENDA DESCRIPTION:
Consideration and possible action regarding (1) the appointment of a member of the City Council
to serve on the City's Disaster Council for a period of one year; (2) the appointment of a member
of the City Council to the South Bay Cities Council of Governments; and (3) announce the
appointments to the Planning Commission, Library Board of Trustees, Environmental
Committee and Capital Improvement Program Advisory Committee (CIPAC).
(Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Appoint a member of the City Council to serve as a member of the Disaster Council for a
period of one year;
2. Appoint a member of the City Council to serve as a member of the South Bay Cities Council
of Governments;
3. Announce the appointees to the Planning Commission, Library Board of Trustees,
Environmental Committee and Capital Improvement Program Advisory Committee
(CIPAQ
4. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
City of El Segundo Municipal Code Section 2 -2 -4
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $ None
Additional Appropriation: N/A
Account Number(s):
ORIGINATED BY: Mishia Jennings, Executive Assistant O
REVIEWED BY: Mark Hensley, City Attorney
APPROVED BY: Doug Willmore, City Manager tA/4,j
BACKGROUND AND DISCUSSION:
The City Council took action in 2006 to reactivate the City's Disaster Council in order to oversee
the City's emergency preparedness functions. During that time, the City Council amended the
Municipal Code to provide that the Mayor and one member of the City Council shall serve as
members of the Disaster Council. The Municipal Code state that the Council Member serving on
the Disaster Council shall be appointed by the Mayor and serve for a period of one year. Council
Member Brann is the current Council representative serving on the Disaster Council, and his term
expired on May 4, 2011.
014 2
Second, Mayor will reassign a Council Member to represent the City on the South Bay Cities
Council of Governments.
Committee /Commission and Board
Planning Commission
Library Board of Trustees
Environmental Committee
CIPAC
# of Openings
1
2
2
1
Appointee(s)
Term Expires)
06/30/2015
06/30/2014
06/30/2015
10/30/2014
015
2 -2 -3
2 -2 -3 EXPENDITURES: Any expendi-
tures made in connection with
emergency activities, including mutual aid
activities, shall be deemed conclusively to
be for the direct protection and benefit of
the inhabitants and property of the city.
(Ord 917, 1 -4 -1977)
2 -2 -4 DISASTER COUNCIL:
A. Creation: The city disaster council is
hereby created
B Composition The city disaster council
created under the provisions of the
preceding subsection shall consist of
the following
1 The mayor, who shall be chairman,
2 The city manager, who shall be
director of emergency services and
vice chairman,
3 The assistant director, appointed by
the city manager with the advice and
consent of the city council who, under
the supervision of the director, shall
develop emergency plans and orga-
nize the emergency services program
of the city, and shall have such other
duties as may be assigned by the
director;
4 Such deputy directors and chiefs of
emergency services as are provided
for in the current emergency plan of
the city, adopted pursuant to this
chapter, (Ord. 917, 1 -4 -1977)
5. Such representatives of the school
district, civic, business, labor, veter-
ans, professional or other organiza-
tions having an official emergency
responsibility, as may be appointed by
December 2005
2 -2 -5
the director with the advice and con-
sent of the city council;
6 A council member appointed by the
mayor to serve for a period of one
year on a rotating basis (Ord 1388,
11 -1 -2005)
C Meetings: The disaster council shall
meet upon the call of the chairman, or
in his absence from the city or inability
to call the meeting, upon the call of
the vice chairman
D Powers And Duties it shall be the
duty of the city disaster council and it
is hereby empowered to review and
recommend for adoption by the city
council, emergency and mutual aid
plans and agreements and such ordi-
nances and resolutions and rules and
regulations as are necessary to imple-
ment the plans and agreements (Ord
917, 1 -4 -1977)
2 -2 -5 DIRECTOR OF EMERGENCY
SERVICES:
A Office Created: There is hereby creat-
ed the office of director of emergency
services The officer shall be the city
manager
B. Powers And Duties: The director of
emergency services is hereby empow-
ered
1 To request the city council to pro-
claim the existence or threatened
existence of a "local emergency" and
the termination thereof, if the city
council is in session, or to issue the
proclamation if the city council is not
in session, subject to confirmation by
the city council within seven (7) days
City of El Segundo
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CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
6/24/11 THROUGH 07/07/11
Date
Payee
Amount
Description
6/24/2010
Unum
83.11
LTD
6/24/2010
State of CA EFT
1,277.98
EFT Child support payment
6/24/2010
Nationwide EFT
62,196.82
EFT 457 payment
6/24/2010
UB
3,973.22
PARS payment
6/24/2010
Manufacturers & Traders
6,365.02
401 payment Vantagepoint
6/24/2010
Manufacturers & Traders
21,372.07
457 payment Vantagepoint
6/24/2010
Manufacturers & Traders
192.31
IRA payment Vantagepoint
6/29/2011
Cal Pers
282,805.09
Retirement
6/29/2011
Health Comp
2,886.78
Weekly claims
6/30/2011
Lane Donovan Golf Ptr
22,055.27
Payroll Transfer
7/1/2011
Cal Pers
7,391,375.00
PERS prepay 2011 -2012 employer portion
7/6/2011
Cal Pers
447,902.21
Health
7/7/2011
Employment Development
47,042.45
State Taxes
7/7/2011
Employment Development
4,197.23
State Taxes
7/7/2011
IRS
210,336.21
Federal Taxes
6/24 - 7/7/11
Workers Comp Activity
34,088.20
SCRMA checks issued
8,538,148.97
DATE OF RATIFICATION: 07/19/11
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
Deputy City Treasurer Date
7/71//
erector of Financ Date
—7 1//
City manager Date
8,538,148.97
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
018
P: \City Treasurer \Wire Transfers\2011 \Wire 2011 3rd Qtr \Wire Transfers 07- 07.xls
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CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
6/10/11 THROUGH 06/23/11
Date
6/10/2011
6/10/2011
6/10/2011
6/10/2011
6/10/2011
6/10/2011
6/15/2011
6/15/2011
6/15/2011
6/20/2011
6/22/2011
6/23/2011
6/23/2011
6/23/2011
6/9- 6/23/11
Payee Amount
Description
State of CA EFT
1,277.98
EFT Child support payment
Nationwide EFT
36,052.12
EFT 457 payment
UB
3,886.09
PARS payment
Manufacturers & Traders
21,623.74
457 payment Vantagepoint
Manufacturers & Traders
192.31
IRA payment Vantagepoint
West Basin
1,241,998.50
H2O payment
Cal Pers
279,760.49
Retirement
Health Comp
2,883.24
Weekly claims
Lane Donovan Golf Ptr
22,338.78
Payroll Transfer
La Salle
43,725.00
ABAG
Health Comp
1,403.18
Weekly claims
Employment Development
48,740.00
State Taxes
Employment Development
4,247.36
State Taxes
IRS
203,804.67
Federal Taxes
Workers Comp Activity
25,469.27
SCRMA checks issued
1, 937, 402.73
DATE OF RATIFICATION: 07/05/11
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
Deputy lCity Tre urer Date
Director of Fipance Date
94A) A),L ' & 12,611
City Manager Date
1,937,402.73
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
P: \City Treasurer \Wire Transfers \2011 \Wire 2011 2nd Qtr \Wire Transfers 06- 23.xls USG
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 21, 2011 — 5:00 P.M.
5:00 P.M. SESSION
CALL TO ORDER — Deputy City Clerk Domann adjourned the meeting due to lack of
quorum to 7:00 p.m.
ROLL CALL
Mayor Busch
- Absent
Mayor Pro Tern Fisher
- Absent
Council Member Brann
- Absent
Council Member Fuentes
- Absent
Council Member Jacobson
- Absent
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.
SPECIAL ORDER OF BUSINESS:
CLOSED SESSION:
The City Council moved into a closed session pursuant to applicable law, including the
Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring
with the City's Real Property Negotiator; and /or conferring with the City Attorney on
potential and /or existing litigation; and /or discussing matters covered under Government
Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators;
as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(a) -2- matters
City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279
NSA Construction vs. City of El Segundo, LASC Case No. BC438182
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -0-
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) -0- matter
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 1
021
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-5-
matters
Represented Group: Police Support Services Employees Association (PSSEA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
Represented Group: City Employees Association (CEA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
Represented Group: Firefighters Association (FFA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
Represented Group: Police Officers Association (POA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
Represented Group: Police Managers Association (PMA)
Negotiators: Doug Willmore, City Manager
Deborah Cullen, Finance Director
Richard Kreisler
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0-
matters
Council recessed at 6:50 p.m.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 2
U2
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, JUNE 21, 2011 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor Busch at 7:00 p.m.
INVOCATION — City Clerk, Cindy Mortesen
PLEDGE OF ALLEGIANCE — Council Member Suzanne Fuentes
PRESENTATIONS
(a) Mayor Busch presented a Proclamation proclaiming the month of July 2011
"Relay for Life ".
(b) Sindee Pickens, Children's Services Manager, gave a presentation on the
Library's Summer Reading Program..
ROLL CALL
Mayor Busch
- Present
Mayor Pro Tem Fisher
- Present
Council Member Brann
- Present
Council Member Fuentes
- 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.
Alex Uyleman, United States Postal Service, gave a presentation and spoke regarding
Contract Postal Units in private businesses.
Carol Olita, Asian American Drug Abuse Program, spoke about tobacco sales to minors
and the permit ordinance El Segundo adopted.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 3
0 2
Marc Rener, Resident; spoke regarding the warrants and payments to the State,
Federal Government, and Cal PERS. He also spoke regarding Mattel signage, waiving
of fees, and grants from the County.
George Barks, former Hermosa Beach Council Member, spoke about shared services
with the other beach cities.
Pastor Lee Carlile, United Methodist Church, gave a brief invocation.
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 Council Member Brann, to
read all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
C. UNFINISHED BUSINESS
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
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.
1. Approved Warrant Numbers 2582670 to 2582833 on Register No. 17 in the total
amount of $446,344.38 and Wire Transfers from 05/26/11 through 06/09/11 in
the total amount of $1,124,764.92. 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.
2. Approved Regular City Council Meeting Minutes of June 7, 2011, Special
Meeting Minutes of June 8, 2011, and Special Meeting Minutes of June 9, 2011.
3. PULLED FOR DISCUSSION BY COUNCIL MEMBER FUENTES
4. PULLED FOR DISCUSSION BY COUNCIL MEMBER BRANN
5. PULLED FOR DISCUSSION BY COUNCIL MEMBER JACOBSON
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 4
024
6. Approved a request from Mattel, Inc. to allow two temporary five hundred four
(504) square -foot "Special Event Signs" on the south side of the parking structure
located at 333 Continental Boulevard. Applicant: Mattel, Inc. for approximately
three months beginning August 27, 2011 and ending October 22, 2011. (Fiscal
Impact: None)
7. Adopted Plans and Specifications for rehabilitation of Lairport Street from
Mariposa Avenue to Maple Avenue. Approved Capital Improvement Project.
Project No.: PW 10 -04 (Fiscal Impact: $175,000) Authorized staff to advertise the
project for receipt of construction bids.
MOTION by Mayor Pro Tern Fisher, SECONDED by Council Member Jacobson to
adopt Consent Agenda Items 1, 2, 6, and 7. MOTION PASSED BY UNANIMOUS
VOICE VOTE. 5/0
CALL ITEMS FROM CONSENT AGENDA
3. Receive & file report on Proposition A grant opportunity from Los Angeles County
Regional Park and Open Space District (RPOSD) in the amount of $150,000 to
be used for park projects including development and rehabilitation. (Fiscal
Impact: None)
MOTION by Council Member Fuentes, SECONDED by Mayor Pro Tern Fisher to
receive & file report on Proposition A grant opportunity from Los Angeles County
Regional Park and Open Space District (RPOSD) in the amount of $150,000 to be used
for park projects including development and rehabilitation. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
4. Consideration and possible action regarding second reading by title only and
adoption of Ordinance No. 1461 amending the El Segundo Municipal Code § 1-
6-4 Regarding Employment Exclusions from Civil Service. (Fiscal Impact:
Included in Adopted Budget)
MOTION by Council Member Fuentes, SECONDED by Mayor Pro Tern Fisher to adopt
Ordinance No. 1461 amending the El Segundo Municipal Code § 1 -6 -4 regarding
Employment Exclusions from Civil Service. MOTION PASSED BY THE FOLLOWING
VOICE VOTE. AYES: MAYOR BUSCH, MAYOR PRO TEM FISHER, COUNCIL
MEMBERS JACOBSON AND FUENTES; NOES: COUNCIL MEMBER BRANN. 4/1
5. Consideration and possible action to approve a request from El Segundo AYSO
Region 92 to waive reservation fees to host a soccer camp during the week of
Monday, July 25, through Friday, July 29, 2011 at Campus El Segundo as
recommended by the Recreation and Parks Commission. (Fiscal Impact: Loss of
$1,500.00 from Reservation Revenue)
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 5
02
MOTION by Council Member Jacobson, SECONDED by Mayor Busch to approve a
request from El Segundo AYSO Region 92 to waive reservation fees to host a soccer
camp during the week of Monday, July 25, through Friday, July 29, 2011 at Campus El
Segundo as recommended by the Recreation and Parks Commission. MOTION
PASSED BY UNANIMOUS VOICE VOTE. 5/0
F. NEW BUSINESS
REPORTS — CITY MANAGER - NONE
REPORTS — CITY ATTORNEY - NONE
REPORTS — CITY CLERK — Reminder that the July 5, 2011 meeting was canceled and
the next regular meeting would be July 19, 2011.
REPORTS — CITY TREASURER — Reported on the finances of the City.
REPORTS — CITY COUNCIL MEMBERS
Council Member Fuentes — Wished a Happy 4th of July to all.
Council Member Brann — Spoke regarding the concert in Library Park last Sunday.
Council Member Jacobson — Spoke regarding the Education Foundation Car Show.
Mayor Pro Tern Fisher — Wished everyone a Happy 4th of July.
Mayor Busch — Spoke regarding the Beach clean -up.
8. Consideration and possible action to approve in concept the operation of a beer
and wine festival to be held at El Segundo Recreation Park with proceeds to
benefit El Segundo schools and continued operation of El Segundo community
gardens. If approved, details of the event including the exact location, hours of
operation, containment, management and overall operation specifics would be
presented to the Recreation and Parks Commission before returning to City
Council for further consideration and final approval. (Fiscal Impact: TBD)
John McCullough, Nickel Productions, gave a presentation.
MOTION by Mayor Busch, SECONDED by Mayor Pro Tern Fisher to approve the
concept of the operation of a beer and wine festival to be held at the Lakes at El
Segundo pending approval from the Recreation and Parks Department and the
Recreation and Park Commission, with proceeds to benefit El Segundo schools and
continued operation of El Segundo community gardens. MOTION PASSED BY THE
FOLLOWING VOICE VOTE. AYES: MAYOR BUSCH, MAYOR PRO TEM FISHER,
COUNCIL MEMBERS BRANN AND FUENTES; NOES: COUNCIL MEMBER
JACOBSON. 4/1
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 6
0 2 C
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.
Ron Swanson, Resident; wished a happy 4th of July to all. Stated he supports the wine
and beer festival.
Mike Rotolo, President of the Chamber of Commerce, supports the beer and wine
festival. Suggested the City Hall Plaza as a possible venue.
Marc Rener, Resident; spoke regarding the beer and wine festival and perception.
George Barks spoke regarding a signature event being very good for the City and he
felt that the beer and wine festival would be a worthwhile event for El Segundo.
Scot Nichol, Resident; supports the beer and wine festival and felt that the event would
be a good fit for El Segundo.
MEMORIALS — None
CELEBRATIONS — In celebration of the birth Dallas Brooklyn Carpenter, born April 18,
2011, weighing in at 8 Ibs 4 oz and 19 inches long. Baby Dallas is welcomed by a big
sister, Bo, and the proud parents, Brian and Karrie Carpenter. The proud grandparents
are Tom and Bonnie Curtis, June Carpenter and the late Dave Carpenter all of El
Segundo.
CLOSED SESSION - Recessed to Close Session at 8:42 p.m.
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et seq.) for the purposes of
conferring with the City's Real Property Negotiator; and /or conferring with the City
Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor
Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT at 11:10 p.m.
Cindy Mortesen, City Clerk
MINUTES OF THE REGULAR CITY COUNCIL MEETING
JUNE 21, 2011
PAGE NO. 7
"2l
EL SEGUNDO CITY COUNCIL MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding acceptance of the Cleaning and Closed
Circuit Television (CCTV) inspection of sewer lines citywide (Aviation Boulevard to
Rosecrans Avenue to Imperial Highway) Project No.: PW 10 -02. (Fiscal Impact:
$205,466.18)
RECOMMENDED COUNCIL ACTION:
1. Accept the work as complete.
2. Authorize the City Clerk to file a Notice of Completion in the County Recorder's
Office.
3. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT: Included in Adopted Budget
Amount Requested: $0
Additional Appropriation: No
Account Number(s): 502- 400 - 8204 -8654
ORIGINATED BY: Maryam M. Jonas, Principal Engineer "►
REVIEWED BY: Stephanie Katsouleas, Public Works Directo
APPROVED BY: Doug Willmore, City Manager W -.
BACKGROUND AND DISCUSSION:
On June 15, 2010, the City Council awarded a contract to Advanced Sewer Technologies, Inc., in
the amount of $167,023.65 for the cleaning and closed circuit television inspection (CCTV) of
sewer mains west of Sepulveda Boulevard, between El Segundo Boulevard and Imperial
Avenue. On November 2, 2010, the City Council approved an amendment adding CCTV
inspection of sanitary sewer mains east of Sepulveda Boulevard between Rosecrans Avenue and
Imperial Highway. This amendment increased the Advanced Sewer Technologies contract by
$49,247.46.
The CCTV of the sewer mains is now complete. The data obtained from this contract is being
analyzed by staff to prioritize projects for the rehabilitation of the sanitary sewer mains. The final
contract amount based on the measured quantities is $205,466.18. This project was funded from
the El Segundo Sewer Enterprise Funds.
028
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Cleaning and Closed Circuit Television (CCTV) Inspection of Sewer Lines
Project No.: PW 10 -02
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Utility Improvements
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on May 24, 2011. The work done was: CCTV inspection of sewer mains
6. On July 19, 2011, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: Advanced Sewer Technologies, Inc.,
The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows: Public
utility
9. The street address of said property is: Citywide
Dated:
Stephanie Katsouleas
Public Works Director
VERIFICATION
I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on , 2011 at El Segundo, California.
Stephanie Katsouleas
Public Works Director
Notice of Completions \PW 08 -06
U29
EL SEGUNDO CITY COUNCIL MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to award a contract to Trueline for Recreation Park
racquetball courts refurbishment (339 Sheldon Street). Project No. PW 11 -08. (Fiscal
Impact: $28,700)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute a standard Public Works Contract in a
form as approved by the City Attorney with Trueline in the amount of
$28,700.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
FISCAL IMPACT: Included in Adopted Budget
Amount Requested: $31,570
Additional Appropriation: No
Account Number(s): 405- 400 - 0000 -6215
ORIGINATED BY: Maryam M. Jonas, Principal Engineer
REVIEWED BY: Stephanie Katsouleas, Public Works Direct
APPROVED BY: Doug Willmore, City Manager Nn.-J
BACKGROUND AND DISCUSSION:
On April 5, 2011, the City Council adopted plans and specifications for multiple maintenance
projects which included refurbishment of two racquetball courts at Recreation Park and
authorized staff to advertise the project for competitive bids. On June 21, 2011, the City Clerk
received and opened a bid from Trueline in the amount of $28,700.
Although only one bid was received for this project, staff recommends awarding the contract to
Trueline in lieu of going back out to bid. Trueline is a well known contractor with expertise in
sports facilities and recreation fields' rehabilitation. They have completed similar projects for the
City in the past and their cost proposal is less than the estimated cost for the refurbishment of the
two racquetball courts. The total amount ($31,570) requested includes the bid amount of $28,700
plus an additional 10% contingency for potential change orders. Funding for this project is
available through the Facilities Maintenance account (405 account).
1#1
USG
EL SEGUNDO CITY COUNCIL MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of a license agreement to award the
lease of 953 acre feet of the City of El Segundo ground water rights to City of Manhattan
Beach.
(Fiscal Impact: $101,018 Revenue to the Water Enterprise Funds)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute the water right license and agreement, in a
form approvedby the City Attorney.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Proposed Water Right License and Agreement
FISCAL IMPACT: None
Amount Requested: $
Additional Appropriation: No
Account Number(s):
ORIGINATED BY: Maryam M. Jonas, Principal Engineer ' �1
REVIEWED BY: Stephanie Katsouleas, Public Works Director v
APPROVED BY: Doug Willmore, City Manager 44^o %l
BACKGROUND AND DISCUSSION:
The City of El Segundo could pump up to 953 acre feet of its adjudicated ground water
production rights in the West Coast Basin during each water year which starts July 1 to the
following June 30 of that year. Any portion of the adjudicated ground water rights that is not
used during the water year is lost. Presently, the City does not have any wells and therefore can
not utilize the rights to pump. The City selects to lease its rights to the highest responsible
bidder.
On May 10, 2011, staff issued a request for sealed bids for the lease of the ground water for the
water year 2011 -2012. The Bid from City of Manhattan Beach is the only one received at the rate
of $106 per acre foot. Staff recommends leasing the City's water year rights to Manhattan Beach.
The City will realize $101,018 in revenue to the City's water enterprise funds for fiscal year
2011 -2012.
031
Bid Proposal
RFP No. 11 -02
(Type or print the full name of the bidder as given on West Coast Basin Watermaster Records)
hereby submit the following bid lease during the 2011 -12 water basin year, water
production rights owned by the City of El Segundo in the West Coast Basin: (Maximum
Amount of Lease — 953 Acre Feet).
Quantity: *
Price:
] :� ) Acre Feet $ EI CAP Per Acre Foot
Total Amount of Lease:
*Bids will be accepted in increments of 10 acre feet with a minimum of 100 acre feet.
The City reserves the right to award to successful bidders less than the number of acre
feet upon which they have bid and rejecte any or all bids without cause. A bidder may
submi
Signer
Print t
Title:
Addre
Date: Q �t L Phone: o�
Full name of thq designee or Assignee to ape r in lease Agreement:
l
Corporation incorporated in the State of
Individual Partnership of the following parties:
Individual dba
This bid form shall be returned to: Office of City Clerk
City of El Segundo
350 Main St.
El Segundo CA 90245
• Bid Receipt Deadline time: 4:OOpm, June 9, 2011.Bids will be publicly opened at
4:00pm on said day in the City Clerk's office.
03�
WATER RIGHT LICENSE AND AGREEMENT
(West Coast Basin)
For valuable consideration, the City of El Segundo hereby grants to the City of Manhattan Beach a license to
extract 953 acre -feet of licensor's Adjudicated Right allocated to licensor (or predecessors in interest) pursuant to
Judgment dated August 19, 1961, and entered in Los Angeles Superior Court Case No. 506806 entitled "California
Water Service Company, et al. vs. City of Compton, et al." during the period commencing July 1, 2011 and
continuing to and including June 30, 2012 for the amount of $101,018.
Said License is granted, subject to the following conditions:
(1) Licensee shall exercise said right and extract the same on behalf of the City of El Segundo during the
period above specified and put the same to beneficial use and licensee shall not be the exercise
hereunder of said right acquire any right to extract water independent of the rights of licensor.
(2) Licensee shall pay assessments levied on the pumping of said ground water by the Central and West Basin
Water Replenishment District.
(3) Licensee shall notify the District and Watermaster that said pumping was done pursuant to this license
and provide the Watermaster with a copy of the document.
(4) Licensee shall note in any recording of water production for the period of agreement that said pumping
was done pursuant to this license.
(5) Licensee's Adjudicated Right shall be increased by the amount hereby licensed when computing carryover
or allowable over extraction as provided by Paragraph V in said Judgment.
(6) Licensee acquires hereunder pumping rights only and should be responsible to provide the means and
location to effect said pumping itself and shall bear the cost of said pumping.
The City of El Segundo warrants that it has 953 acre -ft of Adjudicated Right and it has not pumped and will not
pump or permit or license any other person to pump any part of said 954 acre -ft during the period of July 1, 2011
through June 30, 2012.
Licensor: CITY OF EL SEGUNDO
By:
Title:
ATTESTED:
Cindy Mortensen
City Clerk (SEAL)
APPROVED AS TO FORM:
City Attorney
Licensee:
By:
Title:
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
Date:
033
EL SEGUNDO CITY COUNCIL MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action authorizing the City Manager to apply for and accept a non-
matching grant of $30,000.00 in funding from the California Environmental Protection Agency
(CaIEPA) to implement an electronic information collection and reporting system for hazardous
materials pursuant to Assembly Bill 2286. The legislation requires the electronic collection of
virtual chemical data through a California Environmental Reporting System (CERS) and
provides grants to Certified Unified Program Agencies (CUPA) to manage data for emergency
responders or exchanged through a public access website. There is no match requirement for the
grant, however, the City's system must be operational by January 2013. (Fiscal Impact:
$30,000.00)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to apply for and accept a non - matching grant of
$30,000.00 in funds from CaIEPA to implement an electronic hazardous materials
reporting system by January 2013.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Completed Grant Application Form
2. Electronic Reporting Transition Plan
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $N /A
Additional Appropriation: No
Account Number(s): N/A
ORIGINATED BY: Steve Tsumura, Environmental Safety Mana
REVIEWED BY: Kevin S. Smith, Fire Chief APPROVED BY: Doug Willmore, City Managiow"
BACKGROUND AND DISCUSSION:
In 2008, Assembly Bill 2286 was promulgated and requires CUPA agencies to collect and
transmit data electronically by January 2013 through the State data exchange portal or a City
portal using a data management system for the collection and retrieval of hazardous materials
information for emergency response or inspections. Regulated businesses will be able to
transmit required information electronically and allows public access to certain information
about chemicals in the community.
034
The transition to E- Reporting is funded by regulated businesses through a 3 -year service charge
process, which provides funding for grants and software development. The Cities of Palo Alto,
Santa Clara and Santa Rosa are currently utilizing full e- reporting in their communities. It is
anticipated new data management software will be necessary to collect and organize data, as well
as additional training for smaller businesses, that may not have access to a computer. Any
software selected must be approved by the State and capable of collecting and sending data
through the State portal.
035
e IMP eruLMET 1
GRANT APPLICATION FORM
1. Entity Information:
Unified Program Agency Name: City of El Segundo Fire Department
2. Grant Amount: $30,000.00
a. Advanced payment Requested: $0.00
(Up to 25% of the grant is authorized to be paid in advance on approval of the grant.)
3. Scope of Work
In order to become compliant with AB 2286, which requires the Unified Program related information
exchange between the UPA and Cal /EPA, El Segundo Fire Department (ESFD) will need to upgrade to
new data management system software that is compatible with the California Environmental Reporting
System (CERS) to file electronically to the State. In order for the regulated businesses to file
electronically, ESFD will need to provide outreach and training to regulated businesses on the Statewide
CERS system and the City's own electronic portal through Garrison Digital Health Department (DHD).
Awarded Grant funds will be used to procure a new data management system, receive training from
Garrison Enterprises, Inc. and to train regulated businesses on CERS. In addition, existing documents will
be digitally saved for attachment onto new electronic files created by Garrison Enterprises.
4. Work Plan
Period of Performance: January 1, 2010 through March 31, 2013
New Hardware
a) Assess hardware for mobile field inspections and data entry
b) Determine minimum hardware requirements for new software
c) Evaluate the need for printer
d) Develop a plan to procure hardware through IT Department
e) Prepare budget for City approval
f) Purchase hardware
Page 1 of 3
036
Procure New Software
a) Review qualified software vendors
b) Identify costs of comparable systems
c) Evaluate recurring operation and maintenance costs
d) Determine required mechanism for procurement
e) Develop City Manager /Council agenda item
D Enter into contractual agreement with vendor
III. Electronic file transition from hardcopy archive files
a) Identify qualified vendors
b) Evaluate cost to convert paper files to electronic media
c) Select qualified vendor
d) Develop City Manager /Council agenda item
e) Enter into contractual agreement with vendor
IV. Business Outreach
a) Notify businesses of AB 2286
b) Develop a training program to introduce City and State portals
c) Determine business needs for additional assistance.
V. Training
a) UPA Staff on new software
1. Evaluate capabilities of new software
2. identify whether new software meets data management requirements
3. Prepare training manual for new employees
b) Regulated Businesses on CERS /DHD
1. Develop training module for business
2. Identify businesses to be contacted
3. Prepare training documents for handouts
4. Provide training to businesses
Page 2 of 3
03
5. Projected Budget:
Fiscal Year
09110
Fiscal Year
10111
Fiscal Year
11112
Fiscal Year
12113
Program Costs
$500.00
$1,000.00
$2,000.00
$500.00
Personnel Services*
$
$
$
$
Operating Expenses
$0.00
$0.00
$0.00
$0.00
Travel Expenses
$0.00
$500.00
$500.00
$0.00
Supplies /Materials
$0.00
$11,000.00
$14,000.00
$0.00
Equipment/Software
$0.00
$0.00
$0.00
$0.00
Professional /Consultant Services
$500.00
$12,500.00
$26,608.00
$500.00
FISCAL YEAR TOTAL
$30. 000.00
TOTAL
*Indirect costs may not exceed 35% of grant allotment (Personnel Services include providing and
receiving training, contract administration, file organization for scanning, in -house data coordination and
consultant coordination.
CERTIFICATION
I certify under penalty of perjury that the information I have entered on this application is true and complete to the
best of my knowledge and that I am an employee of the applicant authorized to submit the application of behalf
of the application. I further understand that any false, incomplete, or incorrect statements may result in the
disqualification of this application. By signing this application, I waive any and all rights to privacy and
confidentiality of the proposal on behalf of the applicant, to the extent provided in this program.
Applicant Signature
Printed Name of Applicant
Date
Page 3 of 3
038
ATTACHMENT 2
ELECTRONIC REPORTING TRANSITION PLAN
Unified Program Agency Name: El Segundo Fire Department
TRANSITION PLAN REPRESENTATIVE
Name of Project Director, Title: Steve Tsumura, Environmental Safety Manager
Street Address: 314 Main Street
City, Zip: El Segundo, 90245
Phone: (310) 524 -2242
Fax: (310) 414 -0929
E -mail: stsumura - elsegundo.org
1. General Description of Transition Plan
The City of El Segundo Unified Program Agency (UPA) will transition from our current
data collection system of over 300 businesses to electronic reporting as mandated by
Assembly Bill 2286. The City of El Segundo will achieve this goal in part by transitioning
from our current data collection methods to using the DHD system from Garrison
Enterprises for our local data management and e- reporting functions.
In 1998, the City of El Segundo began using CUPA DMS, as its data management
system, which was originally developed by the City of San Rafael for their CUPA
Program. The programmer has since retired from the City of San Rafael and Marin
County, with no software upgrades planned for CUPA DMS. The software is no longer
adequate to meet Assembly Bill 2286 requirements, and will need to be replaced with
new software, such as Garrison Enterprises.
Garrison's DHD system provides a completely web -based local data management system
enabling our agency to collect data digitally in the field and report the required information
electronically to the CERS system. Garrison Enterprises will also provide the UPA with
the required functionality to automate the exchange of data between their local DHD
system and the CERS system. Businesses will be asked to use the Garrison Enterprises
portal developed for the City of El Segundo to complete and submit required documents
Page 1 of 11 01 32
or update existing reports annually. In addition, Businesses may also use the State
CERS portal after Garrison completes the City's portal. Training will be provided to the
Business community in the summer of 2012 or upon completion of the City's portal.
As part of our implementation with Garrison Enterprises, they will convert any data
contained in our current databases (CUPA DMS) into our new DHD system as part of the
initial application setup. Initial data conversion from existing systems is a service that
comes standard with Garrison's DHD system implementation, so no additional costs
considerations outside of our contract with Garrison Enterprises will be needed for data
conversion from electronic formats into our new DHD system. El Segundo UPA will also
collect existing paper attachments in active files, such as site plans and contingency
plans using DHD's attachment manager tool and will integrate data using the current
State -wide contract for scanning and capturing hardcopy files, if available.
For initial data conversion from our existing database, Garrison Enterprises will provide
data conversion and ensure data validation. El Segundo UPA will work with Garrison to
ensure correct data mapping from our current system into our new DHD system.
Garrison Enterprises runs data validation scripts after a conversion is done and will make
those available to our agency to test against as well. Initial paper -based data conversion
will be validated through visual inspection of files to determine whether page numbers are
correct and will verify that designated file numbers are associated with each address.
For ongoing data collection /submission, El Segundo UPA will use the DHD system as a
clearinghouse where data will be accessed and validated by our staff. Incoming data —
whether via the interface with CERS and via Garrison's local public portal — will be
directed into an approval queue" in our DHD system, where staff will review the
submittal, validate the data, and set the submittal status.
a) Review Submittal — Ensure all data elements are addressed, as applicable. If data
is missing, staff will contact relevant Business and will collect data for entry into
DHD.
b) Validate Data — Review previous submittals and determine whether there are
significant changes. In addition, requires inspection of facilities that have
extremely hazardous substances.
c) Set Submittal Status — Upon review and validation, the business submittal will be
approved for data transmittal to the State. Any errors in either the review or
validation process will result in the return of submissions back to the company for
correction or completion.
El Segundo UPA will use a combination of the CERS system and Garrison's local public
portal. We will encourage all Businesses to use Garrison's local public portal to register
X14 0
Page 2 of 11
and submit their data. However, we expect that multi - jurisdictional- businesses (MJB's)
will elect to submit their data directly through the CERS system.
Also, for agency related data, we will use the DHD system to collect information in the
field using Tablet PCs. Garrison Enterprises provides an offline version of the DHD
system as a standard feature. We will utilize the offline version of our DHD system for
ongoing data entry in the field and synchronize with our live DHD system on a daily basis.
Upon completion of the Garrison Enterprises DHD implementation for the El Segundo
UPA, a business outreach program will be implemented, which will include:
a) Business Workshop — The El Segundo Library will be used to hold workshops for
businesses and will be offered at least twice to ensure businesses are trained in
the use of the DHD software and what is required to be reported. After the initial
training, individuals may come to the Fire Station for one -on -one training as well.
b) Website Posting — The City website will be used to inform the Business community
of training, new developments and availability of electronic reporting through DHD
and CERS.
c) Newspaper Article — The El Segundo Herald is the local newspaper and will be
requested to feature a story on the new electronic data reporting through DHD and
CERS.
2. Needs Assessment
El Segundo UPA recognizes that converting its business- to -CUPA reporting system from
paper /hardcopy to electronic will require an assessment of the resources needed to
implement the new system. We understand the critical needs that our agency must
address in order to ensure a successful conversion to electronic reporting to the CERS
system. The needs and the plan to address them are listed below:
a) Transferring the data from UPA hardcopy documents to CERS.
Hardcopy information from active file data and documents will be transferred to
CERS through electronic scanning and downloading data into DHD through an
"Attachment Management Tool" offered through DHD. Specific numerical files will
be established for each address to ensure files can be tied and searched by either
file number or address.
041
Page 3 of 11
b) Getting "non- computer" businesses to report electronically.
Businesses that can not submit electronically will be offered to use the Fire
Department's front desk computer for data entry and retrieval, if necessary. This
will allow staff to assist the business during data entry and to evaluate the
accuracy of the information with the business before submission. Alternatively,
staff will enter the initial data themselves, and then have the owner validate the
data before acceptance.
c) Building or acquiring a data management system or upgrading and expanding an
existing system so that it can upload /download or exchange UP information with
CERS. (i.e., local interface; portal).
El Segundo UPA will use the DHD system from Garrison Enterprises as our local
data management system. Currently, we use CUPA DMS to manage our data
locally. We will transition from our current method to use Garrison's DHD system
for our local data management. The DHD system provides the required
functionality to exchange UP information with CERS.
d) Data management system maintenance after initial implementation.
El Segundo UPA is contracting for system maintenance and technical support from
Garrison Enterprises. Garrison will provide ongoing maintenance of our DHD
system after the initial implementation as covered by our annual maintenance
agreement with them.
e) Procedural changes for regulatory staff to manage electronic data.
Our staff will be trained on our DHD system as part of Garrison's implementation
process. The data submitted via CERS and /or Garrison's local public portal will be
delivered into an approval queue in our DHD system for our staff to review and
approve. Once the business data is fully accepted and approved in our DHD
approval queue process, the clean approved data will be sent to CERS via the
data exchange process. Any business submitting data through CERS or Garrison
portals will have incorrect or incomplete data fields sent back to the business for
correction prior to official acceptance of the data.
f) UPA computer access for business community to local portal or CERS.
Garrison Enterprises provides a public portal where the business community can
create and account and log in via the Internet to update their information. The
04�
Page 4 of 11
public portal provided by Garrison will be available to the local business community
from any Internet access in the world. Those businesses without computer access
will be offered to use the Fire Department's front desk computer for data entry and
review during normal business hours Monday through Thursday. The business will
need to establish an identity code to only have access to its information, and will
not have access to other fields or businesses.
g) CERS and /or local system training for UPA staff.
Training on our DHD system will be provided by Garrison Enterprises as part of the
initial system implementation. Garrison's standard training practices will allow staff
training and to quickly learn the system and perform required activities. In addition,
Garrison will provide User Guides which can be accessed from the DHD system as
a refresher. In regard to CERS training, the Environmental Safety Manager will
continually be trained in CERS at the CUPA Conference and various meetings.
There is no other staff in the Environmental Safety Division.
To ensure CUPA staff understand and are aware of the capabilities of DHD
software, training will be provided by the Environmental Safety Manager to any
employee requesting further information on the capabilities of the Garrison DHD
software.
h) CERS and /or local system training for the business community.
Through train - the - trainer method, El Segundo UPA will be able to provide training
to our business community on the use of Garrison's local public portal. Garrison
Enterprises will provide initial training for El Segundo UPA on the use of our local
public portal. Subsequently, we will be able to provide training to the local
business community. Each August, Businesses in El Segundo are invited to
attend a 4 -hour training session on hazardous materials and waste, which will now
include a 2 -hour section on CERS and use of the Garrison system for data
collection and entry. An additional training session will be scheduled a few months
later in December.
i) Support from the state.
The State provides support in the following areas:
1) Grant funding for one -time purchase of data management software is a
major portion of support provided by the State to El Segundo UPA. The
software allows for the gathering of data and preparation of reports using
Page 5 of 11 043
pre- formatted programs and templates which address State and municipal
reporting requirements. In addition, archive data will be scanned and
saved in each digital address file for review or enforcement purposes.
2) The CERS program within CalEPA provides guidance on data
requirements and maintains the CERS portal for those businesses wanting
to use this mechanism for reporting. Various technical meetings, guidance,
fact sheets and coordination with other agencies support the El Segundo
UPA.
j) Computer Availability for CERS Data Entry
With the additional need for electronic entry of data, an additional computer will be
necessary for business access and use for annual updates. It is anticipated a new
computer will be purchased for business use, and will be permanently stationed at
Fire Station 1 for businesses to use, when necessary. The computer will be
connected to the City's network, and will have access to CERS, Garrison DHD and
other environmental programs or websites.
3. Collecting, Submitting, and Storing Unified Program Related Information
El Segundo UPA plans to use Garrison's DHD system to receive data from businesses
either through CERS or the DHD portal for El Segundo UPA. Data that is collected will be
used for State and Federal reporting requirements, and electronically stored for review,
enforcement or audits. The following capabilities of the DHD system are identified:
a) DHD can collect data from CERS and store local UPA information specified in the
title 27 data dictionary.
b) DHD can collect locally required non -title 27 related UPA information. El Segundo
UPA will use Garrison's DHD system as its data management system to collect
data locally. We will use our DHD system to exchange data with CERS
automatically. The DHD system is capable of meeting all the requirements for the
integration with CERS.
c) El Segundo UPA will use Garrison's DHD system for collecting, submitting, and
storing UP related information. The DHD system is a 100% web -based system,
which will allow us to access the data in real -time from any Internet connection.
For field usage, we will use the standard offline version of Garrison's DHD system,
Page 6 of 11
044
which synchronizes the data back to our live DHD system when an Internet
connection is regained.
4. Management of Data Changes /Updates
Businesses will use the local public portal provided by Garrison Enterprises to enter and
change information. However, while the majority of businesses will use Garrison's local
public portal, we do anticipate that large multi - jurisdictional businesses will still elect to
use CERS. In those cases, the MJB's information will be updated within CERS and sent
down to our DHD system for validation and approval by our staff.
In addition, El Segundo UPA will approve business information changes within our DHD
system. All information updated by businesses — whether via CERS or via Garrison's
local public portal — will enter an approval queue in our DHD system for data validation by
our staff. By using a consistent, single location for data validation and approval, we will
be able to easily accommodate for local businesses submitting via Garrison's local portal
and MJB's submitting via CERS.
To ensure data quality, El Segundo UPA is planning to use our DHD system's data
validation tools and approval queue.
5. Inspection /Enforcement
El Segundo UPA will continue to use paper -based inspection reports to collect inspection
and enforcement information. The inspection and enforcement information will be
recorded into our DHD system upon the inspector's return to the El Segundo UPA office.
Once the El Segundo UPA establishes the use of field tablets, access to our DHD system
and CERS will be through a wireless connection, such as an air card. El Segundo UPA
field staff will then have access to previous and current business information while out in
the field via our DHD system. Additionally, the field version of our DHD system provides
access to previous inspections, investigations, and other relevant data.
Once established, El Segundo UPA will maintain wireless Internet connectivity for our
field staff. As such, we can allow the businesses to access their CERS account (or
Garrison portal account) through our mobile tablets. We can provide the businesses on-
the -spot assistance in entering regulatory information; however, the business will
physically make the changes to their data not the inspector. Any changes made during
such interaction will still go through the same data validation process as described earlier.
As described above, El Segundo UPA field staff will provide any necessary guidance and
assistance to businesses that need help making changes to regulatory information. The
business will still be responsible for physically making the changes directly into their
Garrison portal account. The changes will go through the routine validation process from
that point.
Page 7 of 11 ( - i4:� 15
Finally, El Segundo UPA understands that CERS does not provide scheduling capability.
We will use our DHD system to schedule routine and follow -up inspections in accordance
with state and local laws and regulations.
6. Billing /Invoicing
El Segundo UPA understands that CERS does not provide for billing or invoicing of
businesses. Garrison's DHD system includes a financial component as part of the
standard package. El Segundo UPA will handle all billing and invoicing directly within our
DHD system or existing City system of invoicing through "Quickbooks" or Eden. In
addition, we recognize that some information from CERS may need to be imported into
our DHD system for billing /invoicing or permitting purposes. Any information needed from
CERS for billing /invoicing or permitting purposes will be brought down to our local DHD
system through the data exchange process.
7. Training
El Segundo CUPA expects that our staff will require training for Garrison's DHD system,
Garrison's local public portal, and the CERS system. For our new DHD system, El
Segundo UPA's management, inspection staff, and administrative personnel will be
trained by Garrison Enterprises. Garrison will provide training to our agency staff using
step -by -step detail that will allow us to quickly learn the system and perform our daily
activities. For CERS training, the Environmental Safety Manager will provide training to
all CUPA staff based on previous CaIEPA training at the CUPA Conference and Forum
Board Meetings. In addition, a request for the CaIEPA PowerPoint presentation for CERS
will assist in providing consistent information to all staff.
For Garrison's public portal for businesses, our El Segundo UPA staff will be trained by
Garrison Enterprises representatives, similarly to the training on our actual DHD system.
We will acquire the necessary expertise on the use of Garrison's public portal, which will
allow us to provide training for our businesses.
Because many of the businesses in El Segundo consist of one large employer, it is
anticipated aerospace companies, computer companies and refinery representatives will
represent the majority of businesses, with only a handful of small business owners. The
initial training will be in August 2012 and includes two -hours of presentations,
question /answer and live demonstration. Businesses will be offered an opportunity to try
the system during the presentation, and will be provided individual training while
demonstrating the business interface system. Another similar training will be offered in
December 2012 for those businesses that were not able to attend the initial session or
require further assistance in the implementation of CERS. In addition, business
Page 8 of 11
+14f;
representatives can also come to the Fire Station for one -on -one training or data entry of
their inventory.
8. Help System
Upon receiving a business request for assistance, El Segundo UPA will first contact the
business by phone and identify a specific issue. Once the issue is determined, El
Segundo UPA will answer specific questions and guide the business through the data
entry requirements. If the questions can not be answered over the phone, staff will meet
with the business at its location and assist the business with data entry.
With regard to our portal, the login page to El Segundo UPA's local public portal provided
by Garrison Enterprises will provide necessary instruction to businesses on its use and its
relationship to CERS. Garrison provides this as a standard feature to its client agencies.
As part of the standard implementation for CUPA's, Garrison will work with its client
agencies to establish the specific instructions and explanations. This will be commonly
agreed upon language to be used on the public portal login page for all of Garrison's
client agencies.
To ensure the public has information on electronic transmission requirements, El
Segundo UPA will have CERS contact information and links to its website on the El
Segundo Fire Department, Environmental Safety Division website. A section for
frequently asked questions, instructions on how to register a business with CERS, and
phone numbers for further information will also be provided.
9. Service Contract and Grant (fiscal)
El Segundo UPA will apply for an electronic reporting grant using the State provided
application. The funds will be used to cover the initial costs of implementing electronic
reporting. . The fund distribution allocated for El Segundo City Fire Department is
$40,200.00.
El Segundo UPA funds will be used as fellows (figures are approximations as costs may
fluctuate):
Grant Funds:
• Hardware (new computers - wireless) - $3,000.00
• Software Vendor Contract (Garrison) - $22,000.00
• Business Outreach - $500.00
• Training (Businesses) - $500.00
• Personnel Services - $4,000.00
Page 9 of 11 f 14
(includes: staff time to provide training, meetings, contract procurement, CERS
data collection, consultation with businesses, data collection, sorting files for
scanning indexing, and reporting.)
Service Contract Funds:
■ Data Capture (contractor costs to convert current paper documents to electronic
files): $10,108.00
Total Grant Funds: $30,000
Total Service Contract Funds: $10,108.00
El Segundo UPA will fund ongoing costs through annual permit fees and the use of
Administrative Enforcement Order (AEO) penalties collected from Class I violations.
Approximately $50,000 is available to fund inspection and enforcement related annual
renewal costs for Garrison Digital Health Department software.
10. Ongoing Support and Maintenance
The additional ongoing costs of implementing electronic reporting include the ongoing
support and maintenance cost of Garrison's DHD system, staff and business community
training, and workload increases.
Garrison's DHD system uses a firm fixed price structure, allowing El Segundo UPA to
reliably budget for the ongoing maintenance costs of the system, without concern of user
license seats or usage charges.
The annual budget for the renewal of operation and maintenance costs will be itemized in
the Environmental Safety Division budget as a line item and will be covered by grant
funds the first year. Subsequent budget years will include the operation and maintenance
costs through contract account number 001 - 400 - 3205 -6206.
11. Electronic Reporting Conversion Plan Tracking
El Segundo UPA will submit our Electronic Reporting Transition Plan and grant
application to Cal /EPA on or about April, 15, ?011. Quarterly, as stated in the Grant
Agreement, El Segundo UPA will submit a status report and invoice to Cal /EPA. The
following table denotes the list of milestones that will be tracked and reported to Cal /EPA.
Estimated /Actual Start date of the CUPA Electronic January 2010
Page 10 of 11 4
Reporting Conversion Plan
Date CUPA Select Preferred Data Exchange Methodology
Aril 2011
Date Electronic Reporting Conversion Plan & Grant
Application Submitted
March 2011
Date Cal /EPA Awards Grant
June 2011
Date Transfer of existing data from UPA system to CERS
Complete
Janua 2012
Date Authorized Business Electronic Submission
March 2012
Date CERS Data Exchange operational: Business data
July 2012
Date CERS Data Exchange operational: Inspection &
Enforcement Data
September
2012
Date CUPA Electronic Reporting Conversion Process
Complete (including PAs
November
2012
** NOTE: Garrison Enterprises will discuss directly with each local agency any milestone
dates above which will be impacted by the implementation of the DHD system.
12. SIB 2286 Grant Application Process
El Segundo UPA plans to submit its final Electronic Reporting Conversion Plan and grant
application upon review and recommendations from CaIEPA on the draft Electronic
Reporting Conversion Plan and draft grant application. There are no participating
agencies associated with El Segundo UPA. The El Segundo City Council must consider
entering into a contract with CaIEPA prior to contractor selection.
All proposals, estimates and bids must be reviewed by our Finance Department and
approved for contract or submitted with a Request for Proposal. Upon selection of a
qualified data management software company, the City Council and City Manager will
review and discuss qualifications for consideration by Council. Upon selection, the
contract can be awarded.
Page 11 of 11
ii4 9
EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: July 19, 2011
AGENDA HEADING: Consent Agenda
Consideration and possible action to authorize the City Manager to execute a professional
service agreement with the West Covina Service Group (WCSG) in the amount of
$57,000 to allow continued access to El Segundo data located on their Records
Management System (RMS) hardware through July 31, 2014. (Fiscal Impact: $57,000)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute a professional service agreement with WCSG
in the amount not to exceed $57,000.
2. Alternatively discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $90,000
Additional Appropriation: N/A
Account Number(s): 001- 400 - 3107 -6206
ORIGINATED BY: Scott Doukakis, Lieutenant
REVIEWED BY: Mitch Tavera, Chief of Police
APPROVED BY: Doug Willmore, City Manager
BACKGROUND AND DISCUSSION:
Since July of 1997, the West Covina Service Group (WCSG) was the Police Department's data
software vendor. In December 2010, the contract with the WCSG for Computer Aided Dispatch
(CAD), Records Management System (RMS) and Mobile Data Computer (MDC) system ended
with the transition of public safety dispatch services to the South Bay Regional Communications
Authority (RCC). Since that time, WCSG has continued to allow access to data through their
RMS while a modified professional service agreement was negotiated.
It is essential that El Segundo maintain continued access to the WCSG RMS data in order to
retrieve El Segundo police records, case closure information, evidence dispositions and tracking
information, and statistical data. Staff recommends maintaining access to El Segundo's archived
data for an additional three years. Staff will then evaluate the necessity for additional access.
Since the transition in 2010, police records data is collected, stored and accessed via RCC's
Tiburon system. Staff evaluated converting the data from the WCSG to the Tiburon system
however the project was both time intensive and cost prohibitive.
()56
Funding for this professional service agreement would come from RCC transition costs that were
set aside in the equipment replacement budget. Staff therefore recommends the City execute a
three year agreement with the WCSG in the amount of $57,000.
051
EL SEGUNDO CITY COUNCIL
MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to Receive and File a correction to the calculations for
the amendment to the 5 -year contract with Nationwide Environmental Services for Street
Sweeping services performed citywide. (Fiscal Impact: $25,568.00)
RECOMMENDED COUNCIL ACTION:
Receive and file this staff report itemizing the corrected calculations for the
amendment to the 5 -year contract with Nationwide Environmental Services for street
sweeping services
2. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Corrected Contract Amendment
FISCAL IMPACT: Budget Adjustment Required
Amount Budgeted: $713,644.40
Additional Appropriation: Yes $25,568.00
Account Number(s): 001 - 400 - 4201 -6206
ORIGINATED BY: Stephanie Katsouleas, Public Works Director
REVIEWED BY:
APPROVED BY: Douglas Willmore, City Manager
BACKGROUND AND DISCUSSION:
At its May 17, 2011 City Council meeting, City Council approved an amendment to the City's
contract with Nationwide Environmental Services for street sweeping services allowing for an
annual 3% escalation over the term of the 5 -year contract. The monthly base rates presented in
that staff report and its corresponding amendment were actually 5% increases rather than 3%
increases, for a 5 -year total of $769,376. This staff report corrects the monthly amounts
downward to reflect the actual 3% increase approved by City Council for a corrected 5 -year total
of $739,232 as follows:
Year
Annual Base Rate
2009/10
$139,237.62
2010/11
$143,414.81
2011/12
$147,717.25
2012/13
$152,148.77
2013/14
$156,713.24
3% Monthly Base Rate
$11,603.14
$11,951.23
$12,309.77
$12,679.06
$13,059.44
10
() 52
The staff report also identified the total fiscal impact of the contract amendment as $17,476.00
over the five year contract, neglecting to account for the annual compounding effect of the 3%
increase. The actual fiscal impact over five years is $43,044, or $25,568 more than that
identified in the Fiscal Impact section of the staff report.
() 5
FOURTH AMENDMENT TO
AGREEMENT NO. 3168 BETWEEN
THE CITY OF EL SEGUNDO AND
NATIONWIDE ENVIRONMENTAL SERVICES
THIS FOURTH AMENDMENT ( "Amendment ") is made and entered into this first day of June,
2011, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation
existing under the laws of California ( "CITY "), and NATIONWIDE ENVIRONMENTAL
SERVICES, INC. a California Corporation ( "CONTRACTOR ").
1. Section IA: Consideration of Monthly Payment of Agreement No. 3168 ( "Agreement "),
executed by parties on July 1, 2003 is amended to increase the base monthly amount on an annual
basis by 3% as follows:
i. For the first year of the term (2009/10): The base monthly payment = $11,603.14
ii. For the second year of the term (2010/11): The base monthly payment = $11,951.23
iii. For the third year of the term (2011/12): The base monthly payment = $12,309.77
iv. For the fourth year of the term (2012/13): The base monthly payment = $12,679.06
V. For the fifth year of the term (2013/14): The base monthly payment = $13,059.44
2. The term of this contract will remain in effect through September 30, 2014. The City may
exercise an option to renew this Agreement for an additional five (5) years for a total of (10) years.
The City must notify Contractor of exercising such option thirty (30) days before the initial term
expires.
3. This Amendment may be executed in any number or counterparts, each of which will be an
original, but all of which together constitutes one instrument executed on the same date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement No.
3898 remain the same.
[SIGNATURES ON NEXT PAGE]
U�4
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL SEGUNDO
Doug Willmore
City Manager
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
LO-A
Karl H. Berger, Assistant City Attorney
Taxpayer ID No.
(.J 5J
EL SEGUNDO CITY COUNCIL MEETING DATE: July 19, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to approve Amendment No. 4 to extend the residential
solid waste collection contract for a period of up to 6 months (while the City completes
its current request for proposal services) between the City of El Segundo and
Consolidated Disposal Services, LLC. (Fiscal Impact: $300,000.00)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute Amendment No. 4 with Consolidated
Disposal Services, LLC in a form approved by the City Attorney.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Amendment No. 4
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $
Additional Appropriation: No
Account Number(s): 001 - 400 - 4206 -6206
ORIGINATED BY: Stephanie Katsouleas 24---
REVIEWED BY: Stephanie Katsouleas
APPROVED BY: Doug Willmore, City Manager
BACKGROUND AND DISCUSSION:
In 2006, the City of El Segundo approved a five (5) year contract extension with Consolidated
Disposal Services, LLC for residential and municipal solid waste collection. That contract will
expire on July 31, 2011. However, City staff does not anticipate that a new three (3) or seven
(7) year waste hauling contract will become effective until February 1, 2012 pending the
outcome of the trash collection Request for Proposals (RFP) process currently underway. To
cover this six month gap, City staff proposed and Consolidated agreed to extend its current waste
hauling contract and terms for an additional six (6) months, though January 31, 2012, at the
existing service level and rates.
Staff recommends that City Council approve the attached contract agreement extending
Consolidated's contract for six (6) months. This extension does not require a budget amendment
as trash collection services are already included in the 2010/11 adopted budget and 2011/2012
proposed budget.
1 1
ii5F
FOURTH AMENDMENT TO
AGREEMENT NOS. 2280, 2410, AND 2410C BETWEEN
THE CITY OF EL SEGUNDO AND
CONSOLIDATED DISPOSAL SERVICES, LLC
THIS FOURTH AMENDMENT ( "Amendment ") is made and entered into this first
day of August 2011, by and between the CITY OF EL SEGUNDO, a general law city and
municipal corporation existing under the laws of California ( "CITY "), CONSOLIDATED
DISPOSAL SERVICE, LLC, a Delaware limited liability company ( "CONSOLIDATED "),
and REPUBLIC SERVICES, INC., a Delaware Corporation ( "GUARANTOR ").
1. RECITALS. The Parties enter into this Agreement with reference to the following
facts, objectives, and understandings:
A. In May 2011, CITY issued a request for proposals ( "RFP ") for solid waste
services.
B. During the time within which CITY will consider proposals submitted in
response to the RFP, CITY and CONSOLIDATED wish for CONSOLIDATED to
continue its services.
C. Accordingly, this Amendment is intended to clarify the parties' relationship
during this time period.
D. CITY would not enter into this Agreement unless GUARANTOR guarantees
each and every obligation of CONSOLIDATED in this Amendment.
2, Term. Unless terminated earlier pursuant to their terms and conditions, the terms for
the RESIDENTIAL AGREEMENT and CITY FACILITIES AGREEMENT (collectively,
"Agreements ") are extended from August 1, 2011 through January 31, 2012. CITY may
renew the terms for the Agreements on a month -to -month basis not to exceed six (6)
months upon written notification to CONSOLIDATED submitted not later than fifteen (15)
days before January 31, 2012.
3. Rates. CONSOLIDATED must perform the services set forth in the Agreements to
CITY's satisfaction (collectively, "Solid Waste Services "). In consideration for
CONSOLIDATED performing the Solid Waste Services, CITY agrees to pay
CONSOLIDATED forty -eight thousand one hundred dollars ($48,100.00)., monthly, plus
the amounts for those "Additional Services" as set forth in Section 4 of the Third
Amendment."
4. Guarantee. GUARANTOR agrees to guarantee the performance of CONSOLIDATED
with respect to each and every duty and obligation CONSOLIDATED has under the
Agreements, their Amendments, and this Third Amendment.
5. Consistency. In interpreting this Amendment and resolving any ambiguities or conflict
between this Amendment and the Agreements, the main body of this Fourth Amendment
takes precedence over the Agreements and their Amendments; this Fourth Amendment
057
supersedes any conflicting provisions. However, any interpretation and resolution of
ambiguities will be interpreted broadly in favor of preserving the uniformity and
effectiveness of the Agreements and their Amendments. Any inconsistency between the
Agreements, and their Amendments, will be resolved in the following order:
A. This Fourth Amendment;
B. The Third Amendment;
C. The First and Second Amendments to the Agreements;
D. The Agreements; and
E. CONSOLIDATED's proposals beginning with its proposal dated March 30,
2006 as explained by the Staff Report for the June 7, 2006 City Council meeting.
6. Counterparts. This Amendment may be executed in any number or counterparts, each
of which will be an original, but all of which together constitutes one instrument executed
on the same date.
7. Rules of Construction. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as
a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or
against either Party.
8. Authority. Each of the undersigned represent and warrant that he /she has the
authority to execute this Amendment.
9. Complete Agreement. Except as modified by this Amendment, all other terms and
conditions of the Agreements, as amended, remain the same.
IN WITNESS WHEREOF the parties hereto have executed this Amendment the
day and year first hereinabove written.
CITY OF EL SEGUNDO CONSOLIDATED
Eric Busch,
Mayor
[NAME]
[TITLE]
2
i i5S
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
By:
Karl H. Berger, Assistant City Attorney
GUARANTOR
[NAME]
[TITLE]
[NAME]
[TITLE]
Taxpayer ID No.
3 059
EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: July 19, 2011
AGENDA HEADING: Consent
Consideration and possible action regarding approval of a full time Administrative
Specialist position in the Water Division of the Department of Public Works (Fiscal
Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Approve a full time Administrative Specialist position in the Water Division of the
Department of Public Works.
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Administrative Specialist Job Description
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $42,750
Additional Appropriation: No
Account Number(s): 501- 400 - 7102 -4102 4_11 ORIGINATED BY: Stephanie Katsouleas, Public Works Director _
REVIEWED BY: Deborah Cullen, Human Resources Director
APPROVED BY: Doug Willmore, City Manager
BACKGROUND AND DISCUSSION:
The Department of Public Works' Water Division has ten (10) full time employees who oversee
and conduct a variety of activities related to water supply and distribution. In addition to field
activities, Division staff also evaluate and maintain inventory, conduct purchasing, manage
account files, coordinate new account ons and offs with the Finance Department, conduct
account billing history investigations and provide customer service to both walk -in and phone
customers. However, these tasks are administrative in nature and lay outside the job
responsibilities of the current supervisor and water maintenance workers who perform these
activities.
Since transferring billing functions to the Finance Department nearly two years ago, the Division
has had a part-time employee to help Water Division staff manage its administrative tasks.
However, it has become clear during the past two years that the part time position is not
sufficient to meet the workload and customer service demands, and thus a full time position is
necessary. Additionally, the Water Division anticipates that it will soon begin transitioning
many of its commercial meters from a manual read -based system to an automatic read system.
Coordination of this effort will require dedicated administrative support to Water Division staff.
12
060
The Department of Public Works feels that dedicated administrative support is critical to Water
Division operations and thus recommends that a new Administrative Specialist position be
approved by City Council. The position would be represented by the City Employee's
Association (CEA) bargaining group.
Please note that this position will be supported through the Water Enterprise Fund and hence
general fund monies will not be utilized or impacted. If approved, staff will work with the
Human Resources Department to begin the recruitment process.
() 61
City of El Segundo, CA Job Description
Job Code: 121
ADMINISTRATIVE SPECIALIST
Definition: Under general supervision, performs a full range of office and/or administrative
support work requiring the application of specialized technical - related/administrative knowledge
and the exercise of initiative, independent judgment and decision making.
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:
Positions in this classification typically perform a full range of duties at a level of complexity
represented by the following types of responsibilities:
Performs administrative /secretarial duties for a department and/or program area; independently
prepares correspondence and selected reports for review /signature and on behalf of
administrative superior; independently prepares, reviews and checks documents, records, and
forms for accuracy, completeness and conformance with applicable rules and regulations;
prepares and/or assists in the preparation of notices, applications, resolutions and other
documents.
Represents a department and/or program area to the public; receives and evaluates citizen
complaints and initiates appropriate course of action; provides information to others requiring in-
depth knowledge of work unit /department programs and operations; provides information to
others requiring interpretation and/or enforcement of department and City policies.
Maintains records of departmental expenditures; assists in preparation of department budget;
reviews, prepares and may authorize purchase requisitions and payment of invoices; orders
supplies and equipment; collects and compiles statistical, financial and other information for
special or periodic reports.
Assists in the operation of an office; maintains complex filing systems; verifies /calculates cash
receipts for bank deposits.
Provides training and guidance to support staff.
PSPC 1 10/99 (16 n
Administrative Specialist
Knowled a Skills and Other Characteristics:
Knowledge of principles and practices of office administration.
Knowledge of basic budgeting procedures and financial record keeping.
Knowledge of policies, practices, procedures and terminology of assigned function.
Knowledge of standard office practices and procedures.
Knowledge of a variety of computer software, including word processing, database and
spreadsheet applications.
Skill training and providing guidance to others.
Skill in English composition, grammar and punctuation.
Skill composing letters and preparing a variety of reports, using appropriate format and computer
software.
Skill in math and spreadsheets.
Skill in bookkeeping practices and procedures.
Skill following oral and written instructions and procedures.
Skill operating typical office equipment, including personal computer and standard office
computer programs.
Skill presenting ideas and concepts orally and in writing.
Skill utilizing public relations techniques in responding to inquiries and complaints.
Skill establishing and maintaining effective working relationships with other department staff,
other City employees and the public.
Working. Conditions:
Typical office environment.
Licensing /Certification Requirements:
None.
Minimum Qualifications:
Graduation from high school or GED and three (3) years increasingly responsible
secretarial /office administrative experience, or an equivalent combination of education and
experience.
10/99
PSPC 2 () 63