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2012 Dec 04 - 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, December 4, 2012 — 5:00 PM 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. SPECIAL ORDER OF BUSINESS: CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation, and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a) -1- matter 1. City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- matter. Initiation of litigation pursuant to Government Code §54956.9(c): -2- 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): -0- matters CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters 2 2 AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet, are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, December 4. 2012 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — John Svendsen, Pastor — First Baptist Church PLEDGE OF ALLEGIANCE — Council Member Fellhauer PRESENTATIONS a) Proclamation — Karl Jacobs, El Segundo Police Department's RSVP of the Year. b) Proclamation — Candy Cane Lane opens December 8, 2012. c) Proclamation — Annual Holiday Parade December 9, 2012 d) Commendation — El Segundo Community Christmas Dinner December 25, 2012. e) Presentation — Megan Berry from Muscular Dystrophy Association, regarding Fill- the -Boot campaign. ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval. B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) ll 4 C. UNFINISHED BUSINESS Consideration and possible action to 1) adopt an ordinance approving an amendment to the contract between the California Public Employees' Retirement System (CaIPERS) and the City of El Segundo to provide Government Code § 20475 (Different Level of Benefits for the 2% @ 60 formula) for Local Miscellaneous Members entering into membership after the effective date of the Contract; 2) adopt an urgency ordinance amending the contract between the City and CalPERS; 3) take such additional, related, action that may be desirable. (Fiscal Impact: None for Fiscal Year 2012/13) Recommendation — 1) Waive Second Reading and Adoption of the Ordinance; 2) Adopt the Urgency Ordinance; 3) Alternatively, discuss and take other action related to this item. 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. 2. Warrant Numbers 2590283 to 2590471on Register No. 4 in the total amount of $1,347,196.21 and Wire Transfers from 11/0812012 through 11/22/2012 in the total amount of $2,663,806.55. Recommendation — Approve Warrant Demand Register and release. Ratify Payroll and Employee Benefit checks; checks to contracts or agreement; emergency disbursements and /or wire transfers. authorize staff to released early due adjustments; and 3. Regular City Council Meeting Minutes of November 20, 2012. Recommendation — Approval. 5 4. Consideration and possible action to amend a standard Public Works Contract with Shawnan for additional road rehabilitation work on Aviation Boulevard from El Segundo Boulevard to Rosecrans Avenue. Street Project No. PW 12 -02. (Fiscal Impact: To Be Determined) Recommendation — 1) Authorize the City Manager to execute a Public Works contract amendment with Shawnan in a form as approved by the City Attorney for an amount to be presented at the City Council Meeting; 2) Authorize the City Manager to amend the Professional Services Agreement with APA Engineering, Inc. in a form approved by the City Attorney for additional construction inspection services in the amount not to exceed $20,000; 3) Authorize the transfer of Gas Tax funds for an amount to be presented at the City Council Meeting to cover any additional construction and inspection services costs not covered by Proposition C; 4) Alternatively, discuss and take other action related to this item. 5. Consideration and possible action to waive bid requirements per El Segundo Municipal Code ( "ESMC ") § 1 -7 -10 and authorize the City Manager, or designee, to purchase the Laserfiche document management system from Complete Paperless Solutions. (Fiscal Impact: $42,000.00) Recommendation — 1) Pursuant to ESMC § 1 -7 -10, waive bidding requirements and authorize the purchase of the Laserfiche document management solution for $42,000.00; 2) Alternatively, discuss and take other action related to this item. 6. Consideration and possible action regarding a request from the El Segundo PTA Council to increase the City's in -kind donation from $3,500.00 to $6,173.00 for their PTA Run for Education event to be held on March 23, 2013. (Fiscal Impact: Additional $2,673.00) Recommendation — 1) Deny the request from the El Segundo PTA Council for additional staffing and resources; 21) Alternatively, discuss and take other action related to this item. F. NEW BUSINESS 7. Consideration and possible action regarding filling the vacancy in the elected office of City Treasurer based upon the former Treasurer Chris Powell's resignation from that office on November, 26, 2012 (Fiscal Impact: Unknown at this time) Recommendation — 1) Discuss potential options and /or potentially take action to fill the vacant City Treasurer position by either appointing a person to fill the position for the remainder of the term (April 2016) or holding a special election in June; 2) Alternatively, discuss and take other action related to this item. I"1 51 G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY I. REPORTS — CITY CLERK 8. Consideration and possible action regarding Council consensus to cancel the January 2, 2013 City Council Meeting (Fiscal Impact: None) Recommendation — 1) Approve cancellation of the January 2, 2013 City Meeting; 2) Alternatively, discuss and take other action related to this item J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer - Council Member Atkinson — Council Member Fisher — Mayor Pro Tern Fuentes — Mayor Jacobson — Council 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 $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. MEMORIALS — Barbara Jean Jennings 7 CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and /or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED: DATE: c�r►r'�j v. 2 .?! TIME: I R I r r DAME: 8 M i rortamatt011 Citp of OR be$unbo, California WHEREAS, the goal of the El Segundo Police Department's Retired Senior Volunteer Program ( "RSVP ") is to supplement and assist both the Field Operations and the Administrative Services Bureau in their efforts to better serve the citizens of the City of El Segundo; and WHEREAS, RSVP members are the "eyes and the ears" of the Police Department and, as representatives of the City and the Police Department, must maintain an image at all times that parallels the professionalism of the El Segundo Police Department; and WHEREAS, Karl Jacobs has been an El Segundo Police Department RSVP since June 16, 2009, working not only the assigned hours, but contributing additional hours for special events such as the El Segundo Little League Parade, the Tree Musketeers' Arbor Day, the Elderfest and the 4' of July in the park. In addition, Karl assists the Crime Prevention Unit with many other functions. Noticing citizens did not properly post their handicap placard, he suggested a handout that could be placed in vehicles call "How to Properly Display a Handicap Placard "; and WHEREAS, Karl Jacobs never fails to come to work with an eagerness to help with any request, and makes invaluable contributions to the RSVP program and to our community with enthusiasm and support; and WHEREAS, Karl Jacobshas been selected by the City of El Segundo as the recipient of the El Segundo Police Department's Ri )F ofthe Year award n recognition of the 15 volunteer hours he has given to the El Segundo Police Department's Retired Senior Volunteer Program. NOW, THEREFORE, on this 4' day of December, 2012, the Mayor and Members of the City Council of the City of El Segundo, California, hereby commend Karl Jacobs for his invaluable contributions to the Retired Senior Volunteer Program, and invite all citizens in recognizing him as the El Segundo Police Department's "RSVPofthe Year.` Mayor Cadjaco6son Mayor Pro Tem Suzanne Fuentes Counci(Wem6er (Biff Fisher Counci(Wem6er Dave Atkinson Counci[Wem6erWarie Felfhauer rortamatt"On Citp of V begunbo, California WHEREAS, Great and wonderful events are many times the inspiration of one person, like Ken Bailey, whose simple idea, that a decorated tree be placed at the end of the cul -de -sac on the 1200 Block of East Acacia in celebration of a neighborhood Christmas 1949, is over 60 years later an annual holiday tradition in El Segundo, worthy of national media coverage, and known as Candy Cane Lane, and WHEREAS, Candy Cane Lane features Santa Claus arriving on top of a horn - blowing El Segundo fire truck to light the beautifully decorated homes on Candy Cane Lane as he makes his way into a snow - covered Christmas Village situated at the end of the cul -de -sac, where he then climbs on his sleigh from which he sends good cheer each year for 16 nights this year to hundreds of boys and girls, residents and tourists; and WHEREAS, Magnolia trees are brightly decorated and artificial snow is supplied by the City. The El Segundo Community Band plays and property owners dress up their homes for all the oohs and aahs and the tradition of Candy Cane Lane. A few good merry men of Candy Cane Lane, like Tom Lindsay, have given their merry Ho, Ho, Ho's, year after year, in the same Santa suit donated by Chevron. A big thanks to Spring Cleaners for generously making sure Santa's suit is sparkling and mended for the season and South Bay Vital Signs for creating a Joyful entrance sign. The RSVPs and El Segundo High School volunteers make sure the crowds maneuver down the Lane in a safe and orderly fashion; and toys are donated by Mattel and given to the children; and WHEREAS, Least we forget, we herein list the names of the folks that are synonymous with Candy Cane Lane, . Bruemmer's, Brunnenkant's, Doukakis', Eyre's, Hart's, Ho's, Hudspeth's, Kehl's, Leach's, Manumaleuna's, McEwan's, Mitchell's, Moore's, Mortesen's, Odle's, Phillips', Sanchez's, Schlendering "s, Steinberg s, Stosser%Szeto's, T'urnbull's, Walters', Warwick's, Wong's, and Woods'. NOW, THEREFORE, on this 4�' day of December, 2012, the Mayor and Members of the City Council of the City of El Segundo, California, proclaim the 1200 Block of Acacia Avenue as CANDY CANE LANEfrom December 8, 2012 at 7:00 p.m., through December 23, 2012, and invite the young and young at heart to experience the wonders of this El Segundo holiday tradition., Mayor Cadjacobson Mayor Pro Tem Suzanne Fuentes Councd Wem6er (Biff Fisher CouncdWem6er (DaveA tkinson CouncifMemberMarie Feffhauer 10 rortamatt"On Citp of Q11 *eguubo, - California WHEREAS, The El Segundo Chamber of Commerce has given El Segundo the Annual Holiday Parade for the past 49 years, a tradition which both celebrates El Segundo and calls forth the Holiday Season; and WHEREAS, The parade, to be held Sunday, December 9, 2012 from 1:00 p.m. to 3:00 p.m., with a theme of Let it Snow, will assemble on the corner of Imperial Avenue and Main, and continue down Main Street, disbanding at El Segundo Boulevard; and WHEREAS, The parade will start with the Grand Marshall, end with the traditional Grand Finale - the Chevron Fire Truck, bringing Santa Claus through downtown El Segundo, and in between the crowds will be treated to a few surprises; and WHEREAS, The community is invited to other holiday festivities on Thursday, December 61h, beginning at 3:00 p.m. with Santa's Village at City Hall Plaza, the Farmer's Market and Holiday Craft Fair on Main Street, and the Annual Tree Lighting Celebration in the Plaza from 4:00 p.m. to 5:30 p.m., followed by the Chamber of Commerce Holiday Mixer held at Citizens Business Bank. NOW, THEREFORE, the Mayor and Members of the City Council of the City of El Segundo, California, do hereby proclaim Sunday, December 9, 2012, as the 49th Annual El Segundo Holiday Parade, and invite the community to all the traditional El Segundo holiday events and wish the Chamber of Commerce many more years of marching down Main Street. G�" 00 G Mayor Cadjaco6son Mayor Pro Z'em Suzanne Fuentes Counci(911em6er Bill Fisher Counci[Wem6er (Dave Atkinson CouncifWem6er Marie Feffhauer 11 ommenbattfoll City of (ft *equnbo, California WHEREAS, The El Segundo Community Christmas Dinner was conceived by El Segundo resident Bill Coffman in 1983; Bill solicited the help of local businesses, residents and organizations to fund, cook and serve a traditional Christmas dinner that brought people together to share the holiday spirit; and WHEREAS, The El Segundo Community Christmas Dinner has become a hometown tradition that has served the community for 29 years. The last 24 Christmas dinners have been served at the Joslyn Center; and WHEREAS, The Annual Christmas Dinner will be provided this season with the generous donations of food and preparation by KJ's Diner and Restaurant, other food donations from Paul Martin's Grille and the Doubletree Hotel, floral arrangements provided by Natural Simplicity, and the time and effort of Mark and Marcia Marion, individual volunteers along with the support of the Recreation & Parks Department Outreach Office; and WHEREAS, The El Segundo Community Christmas Dinner will be held at 12:00 p.m. on December 25th at the Recreation & Parks Department's Joslyn Center, for the benefit of all those in the community who wish to participate in fellowship and share in some Christmas cheer. NOW, THEREFORE, on this 4th day of December, 2012, the Mayor and Members of the City Council of the City of El Segundo, California, do hereby commend and thank all sponsors, supporters and volunteers, for their unselfish community service in keeping this hometown holiday tradition alive in El Segundo. Wayor Cadjaco6son Mayor Tro rIem Suzanne Fuentes Counci[Wem6er oid isher Counci[Wem6er Dave Atkinson Counci(Wem6er Marie Feffhauer 12 Presentation Megan Berry from Muscular Dystrophy Association Fill- the -Boot campaign. 13 EL SEGUNDO CITY COUNCIL MEETING DATE: December 4, 2012 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action to 1) adopt an ordinance approving an amendment to the contract between the California Public Employees' Retirement System (CalPERS) and the City of El Segundo to provide Government Code § 20475 (Different Level of Benefits for the 2% @ 60 formula) for Local Miscellaneous Members entering into membership after the effective date of the Contract; 2) adopt an urgency ordinance amending the contract between the City and CalPERS; 3) take such additional, related, action that may be desirable. (Fiscal Impact: None for Fiscal Year 2012/13). RECOMMENDED COUNCIL ACTION: 1. Waive Second Reading and Adoption of the Ordinance 2. Adopt the Urgency Ordinance 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Ordinance approving CalPERS Contract Amendment (Exhibit "A ") 2. Urgency Ordinance approving CalPERS Contract Amendment (Exhibit "A ") FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Deborah Cullen, Director of Finance/Human Resources REVIEWED BY: APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The City of El Segundo contracts with the California Public Employees' Retirement System (CalPERS) in order to provide pension benefits to City employees. Agency benefits provided are based upon the City Council's contract with the CalPERS Board of Administration. Contract amendments complying with all applicable PERS laws and regulations can be made to modify benefits. Currently, Memoranda of Understanding (MOU's) have been negotiated with all represented miscellaneous employee units to provide a Two -Tier retirement formula for miscellaneous employees. There are various steps and legal requirements to implement a contract amendment with CalPERS, including the passage and adoption of an Ordinance authorizing the contract amendment, an approved Resolution of Intention specifying the proposed changes to the contract, and compliance with all applicable Government Code provisions and CalPERS timelines. 14 Two -Tier Retirement Formula for Miscellaneous Ca1PERS Members Government Code § 21353 (2% @ 60); Government Code § 20475 (Different Level of Benefits) The Ca1PERS retirement formula for Miscellaneous employees is currently 2% @ 55. The current MOU's for the City Employees' Association (CEA), the Police Support Services Association (PSSEA), and the Supervisory and Professional Employees' Association (SPEA) include provisions to implement a second tier retirement formula of 2% @ 60, in accordance with Government Code §21353, for employees hired on or after the date of the contract amendment with PERS. Per Government Code §20475, a second tier of benefits with a lower benefit formula can only apply to new hires after the effective date of the contract. Additionally, this new retirement formula will apply to unrepresented positions in the Management/Confidential group, as well as Executives. The 2% @ 60 formula will only be applicable to new hires who are lateral transfers from other PERS agencies. Due to AB340, the Public Employees' Pension Reform Act of 2013 (PEPRA), all new hires after January 1, 2013 who are not current Ca1PERS Members will be hired under the 2% @ 62 retirement formula. Timeline and Requirements Government Code § 20741 requires a twenty (20) day period between the adoption of the Resolution of Intention and the Second Reading and Adoption of the Ordinance. Additionally, based upon PEPRA, which will take effect January 1, 2013, Ca1PERS is requiring that all previously negotiated Two -Tier formulas be implemented prior to December 31, 2012. The Resolution of Intention was adopted at the Council Meeting of November 6, 2012. The Ordinance is scheduled for second reading and adoption at the today's meeting. At this time, staff is recommending that the City Council also adopt an urgency ordinance in order to ensure that the CalPERS contract amendment becomes effective before the January 1, 2013 deadline. Disclosure of the Cost of this Contract Amendment/Fiscal Impact Government Code § 7507 Government Code §7507 requires that the future annual costs or benefit change of the proposed contract be made public at least two weeks before adopting a final ordinance. These costs were initially made public at the City Council Meeting of November 6, 2012. There will be no immediate rate impact from this amendment. Decreases in the employer rate will occur as employees are hired into the Second Tier. Any decreases in the employer miscellaneous rate are based upon the impact of hiring employees into the second level of benefits (2% @ 60) for Local Miscellaneous Employees. The employer rate reduction will occur gradually, beginning on July 1, 2015, if there are second tier employees hired on or before June 30, 2013. Due to the annual actuarial valuation process that Ca1PERS uses, impacts to employer contribution rates take effect two years following the end of the fiscal year in which changes occur. -2- 15 ORDINANCE NO. 1472 AN ORDINANCE APPROVING AN AMENDMENT TO AN AGREEMENT WITH THE CALIFORNIA PUBLIC EMPLOYEES RETIREMENT SYSTEM. The City Council of the City of El Segundo does ordain as follows SECTION 1: The City Council finds and determines as follows: A. On September 12, 2012, the Governor signed Assembly Bill 340 which, among other things, implemented the California Public Employees' Pension Reform Act of 2013 (the "Act "); B. The Act will become effective on January 1, 2013. Upon BECOMING effective, the Act will make numerous changes to the California Public Employees Retirement System ( "PERS "); C. The City Council believes that it is necessary to make certain changes to the City's agreement with the California Public Employees Retirement System before January 1, 2013; D. On November 6, 2012, the City Council adopted Resolution No. 4799 in conformance with Government Code § 20469 regarding its intention to amend the Agreement with the California Public Employee Retirement System ( "PERS "); E. Resolution No. 4799 stated the City's intent to amend its PERS Agreement ( "Amendment ") by implementing a second tier rcfircmcnf fnrmidn of 70/ n An in nrrrnrrianra %igifh fZnuarnmanf Code § 21353, for employees hired on or after the date of the contract amendment with PERS.; F. More than twenty (20) days passed since the City Council adopted Resolution No. 4799; G. It is in the public interest to adopt this ordinance for the purpose of protecting the public health, safety, and welfare including, without limitation, the well -being of City employees and retirees. SECTION 2: The Amendment attached as Exhibit "A," and incorporated by Page 1 of 3 16 reference, is approved. The City Manager, or designee, is authorized to execute the Amendment and all ancillary documents required to implement the Amendment. SECTION 3: If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 4: The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. SECTION 5: This Ordinance will become effective thirty (30) days after its adoption. PASSED AND ADOPTED this 4th day of December, 2012. Carl Jacobson, Mayor Page 2 of 3 17 ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES } SS CITY OF EL SEGUNDO 1, Tracy Weaver, City Cleric of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. 1472 was duly introduced by said City Council at a regular meeting held on the 6h day of November 2012„ and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the 4th day of December 2012, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney LE Karl H. Berger, Assistant City Attorney Page 3 of 3 18 CAPERS California Public Employees' Retirement System ffiIBIT A EXHIBIT AMENDMENT TO CONTRACT Between the Board of Administration California Public Employees' Retirement System and the City Council City of El Segundo The Board of Administration, California Public Employees' Retirement System, hereinafter referred to as Board, and the governing body of the above public agency, hereinafter referred to as Public Agency, having entered into a contract effective October 1, 1943, and witnessed August 25, 1943, and as amended effective November 1, 1947, August 1, 1949, July 1, 1950, November 1, 1955, September 1, 1958, March 9, 1959, November 7, 1964, October 19, 1968, December 11, 1971, July 20, 1974, July 19, 1975, January 3, 1976, July 16, 1977, June 3, 1978, February 6, 1982, April 3, 1982. January 1. 1992. June 27. 1992- May 15, 1-993_ .lanuary R 1QCIA _Inniianr 10 1996, April 4, 1997, October 13, 1997, October 7, 2000, December 18, 2000, May 19, 2001, July 2, 2004, April 12, 2008, May 9, 2009, October 3, 2009, October 23, 2010 and October 6, 2012 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: A. Paragraphs 1 through 15 are hereby stricken from said contract as executed effective October 6, 2012, and hereby replaced by the following paragraphs numbered 1 through 16 inclusive: 19 All words and terms used herein which are defined in the Public Employees' Retirement Law shall have the meaning as defined therein unless otherwise specifically provided. "Normal retirement age" shall mean age 55 for local miscellaneous members entering membership in the miscellaneous classification on or prior to the effective date of this amendment to contract, age 60 for local miscellaneous members entering membership for the first time in the miscellaneous classification after the effective date of this amendment to contract, age 50 for local police members entering membership in the police classification on or prior to October 6, 2012, age 55 for local fire members and for those local police members entering membership for the first time in the police classification after October 6, 2012. -- 2. Public Agency shall participate in the Public Employees' Retirement System from and after October 1, 1943 making its employees as hereinafter provided, members of said System subject to all provisions of the Public Employees' Retirement Law except such as apply only on election of a contracting agency and are not provided for herein and to all amendments to said Law hereafter enacted except those, which by express provisions thereof, apply only on the election of a contracting agency. 3. Public Agency agrees to indemnify, defend and hold harmless the California Public Employees' Retirement System (CaIPERS) and its trustees, agents and employees, the CaIPERS Board of Administration, and the California Public Employees' Retirement Fund from any claims, demands, actions, losses, liabilities, damages, judgments, expenses and costs, including but not limited to interest, penalties and attorneys fees that may arise as a result of any of the following: (a) Public Agency's election to provide retirement benefits, r �.. _r__ a11:_ J_u�___i li3A ry �. r•: .v:ci:Y.:nv vii iq.vi �i ilv ' UNI ZIUL ILHU, U.ti U11HU VlU Li1"11 the retirement benefits, provisions or formulas provided under the Public Agency's prior non - CaIPERS retirement program. (b) Public Agency's election to amend this Contract to provide retirement benefits, provisions or formulas that are different than existing retirement benefits, provisions or formulas. (c) Public Agency's agreement with a third party other than CaIPERS to provide retirement benefits, provisions, or formulas that are different than the retirement benefits, provisions or formulas provided under this Contract and provided for under the California Public Employees' Retirement Law. 20 (d) Public Agency's election to file for bankruptcy under Chapter 9 (commencing with section 901) of Title 11 of the United States Bankruptcy Code and /or Public Agency's election to reject this Contract with the CaIPERS Board of Administration pursuant to section 365, of Title 11, of the United States Bankruptcy Code or any similar provision of law. (e) Public Agency's election to assign this Contract without the prior written consent of the CaIPERS' Board of Administration. (f) The termination of this Contract either voluntarily by request of Public Agency or involuntarily pursuant to the Public Employees' Retirement Law. (g) Changes sponsored by Public Agency in existing retirement benefits, provisions or formulas made as a result of amendments, additions or deletions to California statute or to the California Constitution. 4. Employees of Public Agency in the following classes shall become members of said Retirement System except such in each such class as are excluded by law or this agreement: a. Local Fire Fighters (herein referred to as local safety members); b. Local Police Officers (herein referred to as local safety members); C. Employees other than local safety members (herein referred to as local miscellaneous members). 5. In addition to the classes of employees excluded from membership by Quid °ctIIt Lave, th G IVIIVVVIIIy ulaa�t;!s ui employees shall not Decome members of said Retirement System: NO ADDITIONAL EXCLUSIONS 6. Prior to January 1, 1975, those members who were hired by Public Agency on a temporary and /or seasonal basis not to exceed 6 months were excluded from PERS membership by contract. Government Code Section 20336 superseded this contract provision by providing that any such temporary and /or seasonal employees are excluded from PERS membership subsequent to January 1, 1975. Legislation repealed and replaced said Section with Government Code Section 20305 effective July 1, 1994. 21 7 The percentage of final compensation to be provided for each year of credited prior and current service as a local miscellaneous member entering membership in the miscellaneous classification on or prior to the effective date of this amendment to contract shall be determined in accordance with Section 21354 of said Retirement Law subject to the reduction provided therein for service on and after July 1, 1956, the effective date of Social Security coverage, for members whose service has been included in Federal Social Security (2% at age 55 Full and Modified). 8. The percentage of final compensation to be provided for each year of credited current service as a local miscellaneous member entering membership for the first time in the miscellaneous classification after the effective date of this amendment to contract shall be determined in accordance with Section 21353 of said Retirement Law subject to the reduction provided therein for Federal Social Security (2% at age 60 Modified). 9. The percentage of final compensation to be provided for each year of credited prior and current service as a local fire member shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 10. The percentage of final compensation to be provided for each year of credited prior and current service as a local police member entering membership in the police classification on or prior to October 6, 2012 shall be determined in accordance with Section 21362.2 of said Retirement Law (3% at age 50 Full). 11. The percentage of final compensation to be provided for each year of credited current service as a local police member entering membership for thy* first tlrne the nNic_e class* -f; - -- -� -- -��� � nno!', . _„ . _ • %'• , .., ..n:: uiw� ° wC"aiu�i v, LCJ I G JI IIQII f.:C determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 12. Public Agency elected and elects to be subject to the following optional provisions: a. Sections 21624 and 21626 (Post - Retirement Survivor Allowance) for local safety members only. b. Section 21571 (Basic Level of 1959 Survivor Benefits) for local miscellaneous members only. C. Section 21222.1 (One -Time 5% Increase - 1970). Legislation repealed said Section effective January 1, 1980. d. Section 21222.2 (One -Time 5% Increase - 1971). Legislation repealed said Section effective January 1, 1980. `% e. Section 21024 (Military Service Credit as Public Service). €. Section 20042 (One -Year Final Compensation). g. Section 21574 (Fourth Level of 1959 Survivor Benefits) for local safety members only. h. Section 21548 (Pre - Retirement Option 2W Death Benefit), Section 20903 (Two Years Additional Service Credit). j. Section 20516 (Employees Sharing Cost of Additional Benefits): Section 21353.1 (3% @ 55 Full and Modified formula) for local fire members. The employee cost sharing contributions are 3 %. The maximum employee cost sharing contribution is the normal cost plus the increase in the accrued liability due to the benefit improvement amortized over 20 years. In no event shall the employee cost sharing contribution attributable to the unfunded liability remain in effect beyond May 19, 2021. Thereafter, in any given contribution year, the maximum employee cost sharing contribution cannot exceed 2.591 % of payroll. k. Section 20475 (Different Level of Benefits). Section 21363.1 (3% @ 55 Full formula) is applicable to local police members entering membership for the first time in the police classification after October 6, 2012, k4 -/v �g4 vii VviuuffleU urnnula) is applicable to local miscellaneous members entering membership for the first time in the miscellaenous classification after the effective date of this amendment to contract. 13. Public Agency shall contribute to said Retirement System the contributions determined by actuarial valuations of prior and future service liability with respect to local miscellaneous members and local safety members of said Retirement System. 14. Public Agency shall also contribute to said Retirement System as follows: a. Contributions required per covered member on account of the 1959 Survivor Benefits provided under Section 21574 of said Retirement Law. (Subject to annual change.) In addition, all assets and liabilities of Public Agency and its employees shall be pooled in a single account, based on term insurance rates, for survivors of all local safety members. 23 b. A reasonable amount, as fixed by the Board, payable in one installment within 60 days of date of contract to cover the costs of administering said System as it affects the employees of Public Agency, not including the costs of special valuations or of the periodic investigation and valuations required by law. C. A reasonable amount, as fixed by the Board, payable in one installment as the occasions arise, to cover the costs of special valuations on account of employees of Public Agency, and costs of the periodic investigation and valuations required by law. 15. Contributions required of Public Agency and its employees shall be subject to adjustment by Board on account of amendments to the Public Employees' Retirement Law, and on account of the experience under the Retirement System as determined by the periodic investigation and valuation required by said Retirement Law. 16. Contributions required of Public Agency and its employees shall be paid by Public Agency to the Retirement System within fifteen days after the end of the period to which said contributions refer or as may be prescribed by Board regulation. If more or less than the correct amount of contributions is paid for any period, proper adjustment shall be made in connection with subsequent remittances. Adjustments on account of errors in contributions required of any employee may be made by direct payments between the employee and the Board. B. This amendment shall be effective on the day of BOARD OF ADMINISTRATION CITY COUNCIL PUBLIC EMPLOYEES' RETIREMENT SYSTEM CITY OF EL SEGUNDO BY BY KAREN DE FRANK, CHIEF PRESIDING OFFICER CUSTOMER ACCOUNT SERVICES DIVISION PUBLIC EMPLOYEES' RETIREMENT SYSTEM Witness Date Attest: Clerk AMENDMENT CaIPERS ID #2657082556 PERS- CON -702A 24 ORDINANCE NO. 1474 AN URGENCY ORDINANCE ADOPTED IN ACCORDANCE WITH GOVERNMENT CODE § 36937(B) APPROVING AN AMENDMENT TO AN AGREEMENT WITH THE CALIFORNIA PUBLIC EMPLOYEES RETIREMENT SYSTEM. The City Council of the City of El Segundo does ordain as follows: SECTION 1: The City Council finds and determines as follows: A. On September 12, 2012, the Governor signed Assembly Bill 340 which, among other things, implemented the California Public Employees' Pension Reform Act of 2013 (the "Act "); B_ The Act will become effective on January 1, 2013. Upon BECOMING effective, the Act will make numerous changes to the California Public Employees Retirement System ( "PERS "); C. The City Council believes that it is necessary to make certain changes to the City's agreement with the California Public Employees Retirement System before January 1, 2013; D. On November 6, 2012, the City Council adopted Resolution No. 4799 in conformance with Government Code § 20469 regarding its intention to amend the Agreement with the California Public Employee Retirement System ( "PERS "); E. Resolution No. 4799 stated the City's intent to amend its PERS Agreement ( "Amendment ") by implementing a second tier retiretirement �.. .L. ..f X70% n Qr) in �r•nrarr��nnc teri +h i_nvcrnmon+ ell 11e1IL 1VrII ula o AL. /U Lw vv, 111 GwaJaJl aAUIIva.. VVILII vvra.a nIIvlla Code § 21353, for employees hired on or after the date of the contract amendment with PERS.; F. More than twenty (20) days passed since the City Council adopted Resolution No. 4799; G. It is in the public interest to adopt this ordinance for the purpose of protecting the public health, safety, and welfare including, without limitation, the well -being of City employees and retirees; H. In accordance with Government Code § 36937(b), the City Council Page 1 of 3 25 finds that this Ordinance should be adopted on an urgency basis to preserve the public welfare. Failure to amend the PERS Agreement immediately would imperil the retirement opportunities of miscellaneous employees and, in addition, could affect the City's ability to pay for the continued service of employees seeking retirement benefits. Taking immediate steps to protect the public welfare from such impacts is in the public interest. SECTION 2: The Amendment attached as Exhibit 'A" and incorporated by reference, is approved. The City Manager, or designee, is authorized to execute the Amendment and all ancillary documents required to implement the Amendment. SECTION 3: If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 4: The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. SECTION 5: This Ordinance will become effective immediately upon adoption pursuant to Government Code § 36937(b) for the immediate preservation of the public peace, health, safety, and welfare. Accordingly, this Ordinance is adopted by a four - fifths vote. PASSED AND ADOPTED this 4th day of December, 2012. Carl Jacobson, Mayor Page 2 of 3 `l ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Urgency Ordinance No. 1474 was duly passed and adapted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the 4`h day of December, 2012, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney Karl H. Berger, Assistant City Attorney Page 3 of 3 27 A- %,i�', CaIPE k_7 California Public Employees' Retirement System ffiIBIT A EXHIBIT AMENDMENT TO CONTRACT Between the Board of Administration California Public Employees' Retirement System and the City Council City of E1 Segundo The Board of Administration, California Public Employees' Retirement System, hereinafter referred to as Board, and the governing body of the above public agency, hereinafter referred to as Public Agency, having entered into a contract effective October 1, 1943, and witnessed August 25, 1943, and as amended effective November 1, 1947, August 1, 1949, July 1, 1950, November 1, 1955, September 1, 1958, March 9, 1959, November 7, 1964, October 19, 1968, December 11, 1971, July 20, 1974, July 19, 1975, January 3, 1976, July 16, 1977, June 3, 1978, February 6, 1982, April 3, 1982. January 1, 1992; June 27: 1992 Mav 15= 1993 Annuary R- laaa _ mminni 1996, April 4, 1997, October 13, 1997, October 7, 2000, December 18, 2- 000, May 19, 2001, July 2, 2004, April 12, 2008, May 9, 2009, October 3, 2009, October 23, 2010 and October 6, 2012 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: A. Paragraphs 1 through 15 are hereby stricken from said contract as executed effective October 6, 2012, and hereby replaced by the following paragraphs numbered 1 through 16 inclusive: W. All words and terms used herein which are defined in the Public Employees' Retirement Law shall have the meaning as defined therein unless otherwise specifically provided. "Normal retirement age" shall mean age 55 for local miscellaneous members entering membership in the miscellaneous classification on or prior to the effective date of this amendment to contract, age 60 for local miscellaneous members entering membership for the first time in the miscellaneous classification after the effective date of this amendment to contract, age 50 for local police members entering membership in the police classification on or prior to October 6, 2012, age 55 for local fire members and for those local police members entering membership for the first time in the police classification after October 6, 2012. 2. Public Agency shall participate in the Public Employees' Retirement System from and after October 1, 1943 making its employees as hereinafter provided, members of said System subject to all provisions of the Public Employees' Retirement Law except such as apply only on election of a contracting agency and are not provided for herein and to all amendments to said Law hereafter enacted except those, which by express provisions thereof, apply only on the election of a contracting agency. 3. Public Agency agrees to indemnify, defend and hold harmless the California Public Employees' Retirement System (CaIPERS) and its trustees, agents and employees, the CaIPERS Board of Administration, and the California Public Employees' Retirement Fund from any claims, demands, actions, losses, liabilities, damages, judgments, expenses and costs, including but not limited to interest, penalties and attorneys fees that may arise as a result of any of the following: (a) Public Agency's election to provide retirement benefits, provisions or formulas under this C nntract that are different than the retirement benefits, provisions or formulas provided under the Public Agency's prior non - CaIPERS retirement program. (b) Public Agency's election to amend this Contract to provide retirement benefits, provisions or formulas that are different than existing retirement benefits, provisions or formulas. (c) Public Agency's agreement with a third party other than CaIPERS to provide retirement benefits, provisions, or formulas that are different than the retirement benefits, provisions or formulas provided under this Contract and provided for under the California Public Employees' Retirement Law. 29 (d) Public Agency's election to file for bankruptcy under Chapter 9 (commencing with section 901) of Title 11 of the United States Bankruptcy Code and /or Public Agency's election to reject this Contract with the CalPERS Board of Administration pursuant to section 365, of Title 11, of the United States Bankruptcy Code or any similar provision of law. (e) Public Agency's election to assign this Contract without the prior written consent of the CaIPERS' Board of Administration. (f) The termination of this Contract either voluntarily by request of Public Agency or involuntarily pursuant to the Public Employees' Retirement Law. (g) Changes sponsored by Public Agency in existing retirement benefits, provisions or formulas made as a result of amendments, additions or deletions to California statute or to the California Constitution. 4, Employees of Public Agency in the following classes shall become members of said Retirement System except such in each such class as are excluded by law or this agreement: a. Local Fire Fighters (herein referred to as local safety members); b. Local Police Officers (herein referred to as local safety members); C. Employees other than local safety members (herein referred to as local miscellaneous members). 5. In addition to the classes of employees excluded from membership by said Retirement Law, the following classes of employees shall not become members of said Retirement System: NO ADDITIONAL EXCLUSIONS 6, Prior to January 1, 1975, those members who were hired by Public Agency on a temporary and /or seasonal basis not to exceed 6 months were excluded from PERS membership by contract. Government Code Section 20336 superseded this contract provision by providing that any such temporary and /or seasonal employees are excluded from PERS membership subsequent to January 1, 1975. Legislation repealed and replaced said Section with Government Code Section 20305 effective July 1, 1994. 30 7. The percentage of final compensation to be provided for each year of credited prior and current service as a local miscellaneous member entering membership in the miscellaneous classification on or prior to the effective date of this amendment to contract shall be determined in accordance with Section 21354 of said Retirement Law subject to the reduction provided therein for service on and after July 1, 1956, the effective date of Social Security coverage, for members whose service has been included in Federal Social Security (2% at age 55 Full and Modified). 8. The percentage of final compensation to be provided for each year of credited current service as a local miscellaneous member entering membership for the first time in the miscellaneous classification after the effective date of this amendment to contract shall be determined in accordance with Section 21353 of said Retirement Law subject to the reduction provided therein for Federal Social Security (2% at age 60 Modified). 9. The percentage of final compensation to be provided for each year of credited prior and current service as a local fire member shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 10. The percentage of final compensation to be provided for each year of credited prior and current service as a local police member entering membership in the police classification on or prior to October 6, 2012 shall be determined in accordance with Section 21362.2 of said Retirement Law (3% at age 50 Full). 11. The percentage of final compensation to be provided for each year of credited current service as a local police member entering membership for the first time in the police classification after October 6, 2(112 shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 12. Public Agency elected and elects to be subject to the following optional provisions: a. Sections 21624 and 21626 (Post- Retirement Survivor Allowance) for local safety members only. b. Section 21571 (Basic Level of 1959 Survivor Benefits) for local miscellaneous members only. C. Section 21222.1 (One -Time 5% Increase - 1970). Legislation repealed said Section effective January 1, 1980. d. Section 21222.2 (One -Time 5% Increase - 1971). Legislation repealed said Section effective January 1, 1980. 31 e. Section 21024 (Military Service Credit as Public Service). f. Section 20042 (One -Year Final Compensation). g. Section 21574 (Fourth Level of 1959 Survivor Benefits) for local safety members only. h. Section 21548 (Pre- Retirement Option 2W Death Benefit). Section 20903 (Two Years Additional Service Credit). j. Section 20516 (Employees Sharing Cost of Additional Benefits): Section 21353.1 (3% @ 55 Full and Modified formula) for local fire members. The employee cost sharing contributions are 3 %. The maximum employee cost sharing contribution is the normal cost plus the increase in the accrued liability due to the benefit improvement amortized over 20 years. In no event shall the employee cost sharing contribution attributable to the unfunded liability remain in effect beyond May 19, 2021. Thereafter, in any given contribution year, the maximum employee cost sharing contribution cannot exceed 2.591 % of payroll. k. Section 20475 (Different Level of Benefits). Section 21363.1 (3% @ 55 Full formula) is applicable to local police members entering membership for the first time in the police classification after October 6, 2012. Section 21353 (2% @ 60 Modified formula) is applicable to local miscellaneous members entering membership for the first time in the miscellaenous classification after the effective date of this amendment to contract. 13. Public Agency shall contribute to said Retirement System the contributions determined by actuarial valuations of prior and future service liability with respect to local miscellaneous members and local safety members of said Retirement System. 14. Public Agency shall also contribute to said Retirement System as follows- a. Contributions required per covered member on account of the 1959 Survivor Benefits provided under Section 21574 of said Retirement Law. (Subject to annual change.) In addition, all assets and liabilities of Public Agency and its employees shall be pooled in a single account, based on term insurance rates, for survivors of all local safety members. 32 b. A reasonable amount, as fixed by the Board, payable in one installment within 60 days of date of contract to cover the costs of administering said System as it affects the employees of Public Agency, not including the costs of special valuations or of the periodic investigation and valuations required by law. C. A reasonable amount, as fixed by the Board, payable in one installment as the occasions arise, to cover the costs of special valuations on account of employees of Public Agency, and costs of the periodic investigation and valuations required by law. 15. Contributions required of Public Agency and its employees shall be subject to adjustment by Board on account of amendments to the Public Employees' Retirement Law, and on account of the experience under the Retirement System as determined by the periodic investigation and valuation required by said Retirement Law. 16. Contributions required of Public Agency and its employees shall be paid by Public Agency to the Retirement System within fifteen days after the end of the period to which said contributions refer or as may be prescribed by Board regulation. If more or less than the correct amount of contributions is paid for any period, proper adjustment shall be made in connection with subsequent remittances. Adjustments on account of errors in contributions required of any employee may be made by direct payments between the employee and the Board. B. This amendment shall be effective on the day of BOARD OF ADMINISTRATION CITY COUNCIL PUBLIC EMPLOYEES' RETIREMENT SYSTEM CITY OF EL SEGUNDO F'-M r:3M KAREN DE FRANK, CHIEF PRESIDING OFFICER CUSTOMER ACCOUNT SERVICES DIVISION PUBLIC EMPLOYEES' RETIREMENT SYSTEM Witness Date Attest: Clerk AMENDMENT CaIPERS ID #2657082556 PERS- CON -702A 33 N a LL 0 N 6 0 a LL LL O p w Z 2 O LL p p T Z m 7 O rn J W ¢ (A � J O W LL Oz F ¢ U Q N m r�F» m m m 01 NO rn NC7OO m N u6 4) m 0 0 0 O l0 m L7 � r • r N r • � � � � • • • • r O r • � N O r a m (O N � N f 0 N O m O T (O O r N m n O O• N V V N N O m 0 trJ N 7 r V O Oi �Li N V Z w LL w a W rL Z U H f LL Z U w p a O ¢ W > ¢ Z } U F O a < Z O F W Z > > S ? w O 02.2 ¢ Z Z Z d W Z p a U U H U 7 Y U F m W p Q W Z > W O p N w Z H Z Q li J Z M zZ¢w000riN�m F -I U W Z O S p m Z Z m Q LL LL m ¢ �>w wl7¢- m vai ran >z c¢7 �' z >¢zwl=i lOia <azQ¢v ¢ F IWL F O w W¢ <? p F W p O Q Q w fWA ¢= O a W W Q U m li ¢ W¢> ¢¢} Z J H M ~ ~~ Z O< Z Z Z a J¢ F U J m J W J LL a� w¢¢ m O o O LL ¢ w w?rrG¢ H w I W 0 W a d p W w¢ ¢ d a W¢< J w W O a J Y Q W W n O ¢ F m J ¢ Z¢¢rn rn X00 ga¢¢g rna U �m I-aaF OU O F Q¢ OU a a¢ S W w J¢ U? 1¢i U W J�¢ W W O -1. W N ' N N N N Lh NO trl W p m .-- m 0 0 0 0 0 O 0 0 0 0 p) O - - - r - r - - - N m m °rn N W 2 2 C7 J aQ o� W v en Y U W U D O Sy l J 3 W Q L w Q m C m F _ m U m � m N m e O m C m j o V mE'maa ¢ o aci E E m E y rn m co n d C U m c m �.- m j O C U L � m _O. m `m E o E t io m a H 2 m m L N No C dN N m m C m Y- m _ate O a m 0 E g _� O C m c N U s O m ¢ 5? ._ m L m m 3 +r m E 0 U U m W N p O ✓X 0a 0 o m m m m o o -° m c m m M U) O N m O U �n E W �v��m u W_4' J m O•rj Z m w m v d N m m` m m 'm `m ¢ a E o �U n u o n n m n pF c>. U m t¢ m m U m m a 03 U m o x a0_ o G_ U LL O o O a O w Z a W U m W Z LL W ¢ O Cmi a O II �5 II II $ Q U) U _ LL U ¢ LL ¢ W = LL O J 3 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 11/08/12 THROUGH 11/22/12 Date 11/8/2012 11/8/2012 11/9/2012 11/9/2012 11/9/2012 11/9/2012 11/9/2012 11/9/2012 11/9/2012 11/13/2012 11/13/2012 11/13/2012 11/13/2012 1111412012 11/20/2012 11/21/2012 11/21/2012 11/21/2012 11/21/2012 11/23/2012 11/23/2012 11/23/2012 11/23/2012 11/23/2012 11/23/2012 11/23/2012 11/23/2012 11/23/2012 11/9- 11/23/12 Payee Amount Description State of CA EFT (2,014.24) EFT Child support payment State of CA EFT 3,630.01 EFT Child support payment Nationwide NRS EFT 2,145.66 EFT 401a payment Nationwide NRS EFT 37,715.61 EFT 457 payment US Bank - Trust Acct 7,094.56 PARS payment Manufacturers & Traders 817.31 IRA payment Vantagepoint Manufacturers & Traders 4,741.07 401 payment Vantagepoint Manufacturers & Traders 19,919.63 457 payment Vantagepoint South Bay Credit Union 15,525.38 Payroll credit union deduction pmt Health Comp 1,463.00 Weekly claims West Basin 1,857,692.24 H2O payment Cal Pers 100,324.99 EFT Retirement Misc Cal Pers 226,740.33 EFT Retirement Safety Lane Donovan Golf Ptr 22,141.90 Payroll Transfer Health Comp 168.34 Weekly claims State of CA EFT 3,630.01 EFT Child support payment Employment Development 44,968.84 State Taxes Employment Development 3,191.57 State Taxes IRS 201,149.09 Federal Taxes Unum 274.20 LTD State of CA EFT 3,630.01 EFT Child support payment Nationwide NRS EFT 2,145.66 EFT 401a payment Nationwide NRS EFT 49,288.98 EFT 457 payment Manufacturers & Traders 817.31 IRA payment Vantagepoint Manufacturers & Traders 4,681.34 401 payment Vantagepoint Manufacturers & Traders 20,104.73 457 payment Vantagepoint South Bay Credit Union 15,125.38 Payroll credit union deduction pmt US Bank - Trust Acct 7,094.56 PARS payment Workers Comp Activity 9,599.08 SCRMA checks issued DATE OF RATIFICATION: 12/0-4,11112 TOTAL PAYMENTS BY WIDE: Certified as to the accuracy of the wire transfers by: Deputy City Treasurer 2,663,806.55 I i ,; Date I I, I !2tL - Date / 1 7// 2. Date 2,663,806.55 on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. 35 P:\CityTreasurer\Wire Transfers\2012 \Wire 2012 4th quarter \Wire Transfers 11 -22 -12 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, November 20, 2012 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER — Mayor Jacobson at 5:00 PM ROLL CALL Mayor Jacobson - Present Mayor Pro Tern Fuentes - Present Council Member Fisher - Present Council Member Atkinson - Present Council Member Fellhauer - Present PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. Mayor Jacobson announced that Council would be meeting in closed session pursuant to the items listed on the agenda. SPECIAL ORDER OF BUSINESS: CLOSED SESSION: The City Council moved into closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section A54057 (Personnel); and /or conferring With the City's I nhor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a) -1- matter City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- matter. Initiation of litigation pursuant to Government Code §54956.9(c): -2- matter. MINUTES OF THE REGULAR CITY COUNCIL MEETING November 20, 2012 PAGE NO. 1 3 DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) —0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matters CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956,$): -0- matters Council recessed at 6:50 p.m. MINUTES OF THE REGULAR CITY COUNCIL MEETING November 20, 2012 PAGE NO. 2 37 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, November 20, 2012 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Jacobson at 7:00 PM INVOCATION — Tracy Weaver, City Clerk PLEDGE OF ALLEGIANCE — Council Member Atkinson PRESENTATIONS a). Presentation by Mayor Jacobson recognizing Mattel, Inc., as the sponsor for the annual Holiday Tree Lighting event with a plaque. Deborah Dicochea from Mattel, Inc. accepted the plaque. b). Presentation by Sue Carter, Past President of the Friends of the Library, discussed a fundraising campaign to convert the El Segundo Herald on microfilm to digital access on the Library's webpage. C) Presentation by Cory Zelman, Transportation Planning Manager and Project Manager for the Airport Metro Connector for The Los Angeles County Metropolitan Transportation Authority, on examining ways to connect the growing Metro Rail system to LAX. ROLL CALL Mayor Jacobson - Present Mayor Pro Tem Fuentes - Present Council member Fi zher - Present Council Member Atkinson - Present Council Member Fellhauer - 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. Linda Cohen announced the Winter Wonderland Event will take place Dec. 1, 2012 from 2:00 pm — 8:00 pm on the El Segundo High School Quad. MINUTES OF THE REGULAR CITY COUNCIL MEETING November 20, 2012 PAGE NO, 3 A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Mayor Pro Tern Fuentes, SECONDED by Council Member Fellhauer 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. Approved Warrant Numbers 2590099 to 2590282 on Register No. 3 in the total amount of $562,462.49 and Wire Transfers from 10/26/12 through 11/08/12 in the total amount of $1,287,265.14. 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 November 6, 2012 and Special Meeting Minutes of October 30, 2012. 3. Approved the Amendment to extend Median Landscape Maintenance Agreement No. 2513 between the City of El Segundo and the City of Manhattan Beach for a 10 -year period and authorized the City Manager to execute the Amendment on behalf of the City of El Segundo. (Fi.ral Imnart: included in nrinnterl hiiirlget) 4. Adopted Resolution No. 4800 approving plans and specifications rehabilitating Aviation Boulevard from El Segundo Boulevard to Rosecrans Avenue. (Fiscal Impact: $0) MOTION by Council Member Fellhauer, SECONDED by Council Member Fisher to approve Consent Agenda items 1, 2, 3, and 4. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MINUTES OF THE REGULAR CITY COUNCIL MEETING November 20, 2012 PAGE NO. 4 39 F. NEW BUSINESS 5. Presentation regarding the El Segundo South Campus Specific Plan Project. Applicant: Raytheon Corporation. (Fiscal Impact: N /A) Received and filed a presentation by Sam Lee, Director of Building and Safety, concerning Raytheon Corporation and the El Segundo South Campus Specific Plan Project. 6. Consideration and possible action to adopt an urgency ordinance deleting the ten minute parking restriction on food trucks based upon changes in the California Vehicle Code and direct staff to return to Council within the next ninety to one hundred eight days with a proposed new ordinance that would regulate parking for food trucks. (Fiscal Impact: None) MOTION by Council Member Fellhauer, SECONDED by Mayor Pro Tem Fuentes to adopt Urgency Ordinance No. 1473, amending E.S.M.C. Section 8- 5 -163A, deleting the ten minute parking restriction on food trucks based upon changes in the California Vehicle Code and directed staff to return to Council within the next ninety to one hundred eight days with a proposed new ordinance that would regulate parking for food trucks. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 G. REPORTS — CITY MANAGER — Wished the Council and all City Employees a Happy Thanksgiving. H. REPORTS — CITY ATTORNEY - None REPORTS — CITY CLERK - None �I REPORTS — CITY TREASURER — Gave a Review and unrdate on the Treasury —r Office. K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer - None Council Member Atkinson — None Council Member Fisher — Wished everyone a Happy Thanksgiving Mayor Pro Tem Fuentes — Thanked all Veteran's for their service to our country, attended the LAEDC Awards, thanked Sue Carter for her presentation and efforts with Friends of the Library and wished everyone a Happy Thanksgiving. MINUTES OF THE REGULAR CITY COUNCIL MEETING November 20, 2012 PAGE NO. 5 40 Mayor Jacobson — Thanked Mattel, Inc. for sponsoring the Community Mixer this month and mentioned that Citizen's Bank will host the Holiday Mixer following the Tree Lighting Event in December. 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 — Barbara Jennings ADJOURNMENT at 7:51 PM Tracy Weaver, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING November 20, 2012 PAGE NO. 6 41 EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to amend a standard Public Works Contract with Shawnan for additional road rehabilitation work on Aviation Boulevard from El Segundo Boulevard to Rosecrans Ave. Street Project No. PW 12 -02 (Fiscal Impact: To be Determined) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a Public Works contact amendment with Shawnan in a form as approved by the City Attorney for an amount to be presented at the City Council meeting; 2. Authorize the City Manager to amend the Professional Services Agreement with APA Engineering, Inc in a form approved by the City Attorney for additional construction inspection services in the amount not to exceed $20,000; 3. Authorize the transfer of Gas Tax funds for an amount to be presented at the City Council meeting to cover any additional construction and inspection services costs not covered by Proposition C; or 4. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Location Map FISCAL IMPACT: Budget Adjustment Required Amount Budgeted: $340,000.00 Additional Appropriation: $TBD from Prop C and Gas Tax Fund Account Number(s): 301 - 400 - 8203 -8358 (Capital Projects: Aviation Blvd.) 106 -400- ORIGINATED BY: Arianne Bola, Associate Engineer 1 REVIEWED BY: Stephanie Katsouleas, Public Wbarks Director` - APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On October 2, 2012, City Council awarded a standard Public Works contract to Shawnan for the rehabilitation of Aviation Blvd. between 116th Street and El Segundo Blvd. (Phase 1) using a pavement overlay treatment process. The rehabilitation of this segment of Aviation Blvd. is scheduled to begin the week of December 3rd and is being performed in partnership with the County of Los Angeles using Proposition C funding. Because the original bid received for this project was 25% less than budgeted, there is approximately $50,000 of Prop C funds still 1 44 available for much needed additional pavement restoration on Aviation Blvd, between El Segundo Blvd. and Rosecrans Ave (Phase 2). Public Works also has a FY 12/13 Prop C allocation of $120,000 that it can allocate toward this extra work. Staff proposed to City Council on November 20, 2012 using the remaining Prop C funds, which will expire in February, to implement Phase 2. At that time, Council adopted plans and specifications for the additional restoration work. Shawnan has been provided plans for the additional work and preparing a quote for the City to consider. Because there will be no additional mobilization costs if the work is approved in a timely manner, staff expects the average cost for Phase 2 will be slightly less than Phase 1. Shawnan has stated that it can complete the additional work by the February grant deadline and will honor the same unit pricing as that stated it its bid. Shawnan's new quote was not yet available at the time this staff report was submitted, so staff will provide the actual amount for consideration at the City Council meeting. Our objective is to have the contractor schedule the work using the most efficient means possible and thus providing approval at the December 4 meeting is desirable in lieu of waiting until December 18. Lastly, staff has confirmed that Gas Tax funds are available to make up the difference not covered by current and expiring Prop C funds and requests that City Council approve the transfer of necessary Gas Tax funds for this project. Please note that, in addition to annual slurry seals and sidewalk repairs, Gas Tax funds are allocated to the highest priority major arterial street repairs in El Segundo, of which Aviation Blvd. qualifies for consideration. 2 43 r' i i 'I OAl9NOUVIAV'j _ l �q {�l as sV��noa N �I� � _ 4 s ;w +� o f t� 1 Cl ui R-1 Z 4f 1 z z C �� asaaarr�� z W FM UUJ L y 1 jJjI��IIIn �- 0, �� r 1,L 9 FU asNrnv��® V V W O cl Jf �� L E8 "� B� CL o � r=` B ®�BE� a Co w zN D[]LH®Et�®� ° - w =L .LLI o o Fill] O 2� 11 1 1� O 44 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: Consideration and possible action to waive Code ( "ESMC ") § 1 -7 -10 and authorize th e Laserfiche document management system Impact: $42,000) RECOMMENDED COUNCIL ACTION: MEETING DATE: December 4, 2012 AGENDA HEADING: Consent Agenda bid requirements per El Segundo Municipal City Manager, or designee, to purchase the from Complete Paperless Solutions. (Fiscal (1) Pursuant to ESMC § 1 -7 -10, waive bidding requirements and authorize the purchase of the Laserfiche document management solution for $42,000. (2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Laserfiche products quote by Complete Paperless Solutions (CPS) FISCAL IMPACT: Budget Adjustment Required Amount Budgeted: $27,000 Additional Appropriation: Yes $15,000 Account Number(s): 001 - 400 - 2505 -6217 Software Maintenance ORIGINATED BY: Brian Evanski, Captain REVIEWED BY: Mitch Tavera, Chief of Police APPROVED BY: Greg Carpenter, City Manage BACKGROUND AND DISCUSSION: In 2001, Staff acquired and implemented a document imaging software system from Questys Solutions. Since inception, the City maintained a service and maintenance contract with Questys. In October 2011, the city experienced a file server crash which required the restoration of all data, including the document image files utilized by Questys. Although other system files were restored, Questys is unable to resolve the problems that resulted in the need for restoration. Problems remain despite numerous attempts to solve the issues (including the City's purchase and installation of a new platform). At this point, it does not appear that it is in the City's best interest to continue its relationship with the Questys system. Staff researched imaging system options and determined that the Laserfiche document management solution will best meet the City's needs as Laserfiche is being utilized in more than thirty cities throughout California. Staff further determined that Complete Paperless Solutions (CPS) will best meet the City's needs as the provider for the Laserfiche solution as CPS has 5 45 demonstrated success with the conversion and decoding process of various system files to the Laserfiche format. Additionally, annual software maintenance costs will be reduced in excess of $11,040 for the Laserfiche solution provided by CPS. Because the current system has proven to be unreliable despite numerous attempts to correct with the vendor, Staff recommends that we replace the Questys imaging system with the Laserfiche document management solution from Complete Paperless Solutions. The acquisition and implementation of the Laserfiche product may be funded by utilizing the monies identified in the 2012/2013 budget for maintenance of the current system. 46 =r �t Complete Paperless Solutions 4025 E. La Palma Ave. Ste. 201 Anaheim, CA 92807 (866)661 -2425 Larry Klingaman City of El Segundo 350 Main Street El Segundo, CA 90245 USA Quote 11/05/2012 1254 Date Product/Service_� Description Quantity Rate Amount 11/05/2012!MSE10 Laserfiche Avante Server SQL Express 1 1,500.00 1,500.00 11/05/2012 MSA10 Laserfiche Add. DB for SQL Express 1 1,000.00 1,000.00 11/05/2012 MNF05 ;Laserfiche named Full User with Snapshot 10 500.00 5,000.00 and Email 11/05/2012 MWAX Laserfiche WebAccess 1 1,000.00 1,000.00 11 /05/2012 MATX Laserfiche Advanced Audit Trail 1 1,000.00 1,000.00 11/05/2012 MDP Laserfiche Web Distribution Portal 1 7,995.00 7,995.00 11 /05/2012 :MCQ01 Laserfiche Quick Fields 1 j 595.00 595.00 11/05/2012 MCQC3 Laserfiche Zone OCR- Validation Pak 1 { 2,695.00 2,695.00 11/05/2012 MCQC4 LF Bar Code - Valid. Pk 1 1,695.00 1,695.00 11/05/2012 MCQ14 Laserfiche Quick Fields Agent 1 9,995.00 9,995.00 11/05/2012 Affinity DNA10R Affinity 10 User License 1 1,500.00 1,500.00 11/05/2012 MSE10B Laserfiche LSAP Avante Server for SQL 1 300.00 300.00 Express 11/05/2012 MSA10B Laserfiche LSAP for add. DB for SQL ! 200.00 200.00 Express 11/05/2012 MNF05B Laserfiche LSAP Named Full User with 10 100.00 1,000.00 Snapshot and Email 11/05/2012 MWAXB Laserfiche LSAP for WebAccess 1 200.00 200.00 11/05/2012 MATXB Laserfiche LSAP Advanced Audit Trail 1 200.00 200.00 11/05/2012 MDPB Laserfiche LSAP for Web Distribution 1 1,600.00 1,600.00 Portal 11/05/2012 MCQ01 B Laserfiche LSAP Quick Fields 1 120.00 120.00 11/05/2012 MCQC3B Laserfiche LSAP Zone OCR Validation Pak 1 560.00 560.00 11/05/2012 MCQC4B Laserfiche LSAP Bar Code Validation Pak 1 340.00 340.00 11/05/2012 MCQ14B Laserfiche LSAP Quick Fields Agent 1 2,000.00 2,000.00 11/05/2012 Affinity105 Affinity Support for 10 Users license 1 1 750.00 750.00 Continue to the next page. Tax ID: 27- 0926551 Please Make Checks Payable to: Complete Paperless Solutions 47 Page 2 of 2 I. - .. - - 1- . . • - AnIount 11/05/2012 Professional CPS Professional Services 4 1,200.00' 4,800.00 Services - Project Mgmt - Installation - Design - Training 11/05/2012 Professional CPS Professional Services: Questys 3 1,200.00 3,600.00 Services conversion Workflow Design not included. Appropria Accepted By Accepted Date Tax ID: 27- 0926551 Please Make Checks Payable to: Complete Paperless Solutions SubTotal $49,645.00 Discount $ 7,646.00 Total ••• 11 48 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: December 4, 2012 AGENDA HEADING: New Business Consideration and possible action regarding a request from the El Segundo PTA Council to increase the City's in -kind donation from $3,500.00 to $6,173.00 for their PTA Run for Education event to be held on March 23, 2013. (Fiscal Impact: Additional $2,673.00) RECOMMENDED COUNCIL ACTION: 1. Deny the request from the El Segundo PTA Council for additional staffing and resources; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Request from the El Segundo PTA Council 2. Cost Chart for additional requested in -kind services 3. Race route for 5K, 10K, and Kids Run FISCAL IMPACT: $2,673.00 (Estimated) Amount Budgeted: $3,500.00 Additional Appropriation: $2,673.00 Account Number(s): 001 - 300 - 0000 -3879 (R &P Reservation Revenues) 001 - 400 -5102 -4103 (Parks Salaries Overtime) 001 - 400 -5102 -6206 (Parks Contract Services) 001 - 400 - 5201 -4102 (Recreation Part-Time Salaries) 001- 400 - 3104 -4103 (Police Salaries Overtime) 001 - 400 - 4202 -4103 (Public Works Salaries Overtime) PREPARED BY: Bob Cummings, Director of Recreation and Parks REVIEWED BY: APPROVED BY: Greg Carpenter, City Manager, BACKGROUND & DISCUSSION: During Public Communications at the City Council meeting on November 5, 2012, PTA Run for Education Chairperson Carlos Donohue requested that the City consider providing in -kind services in an amount greater than was previously approved, to assist in the planned expansion of the event. The PTA is planning to expand the event from a 5K race course to include a 10K race course and expanded Expo. The expansion requires the City to provide additional traffic control from the Public Works and Police Departments, as well as a variety of equipment, coordination, and use of City property. The estimated amount above the originally approved $3,500.00 associated with the smaller - scale event is $2,673.00. The additional services the PTA is requesting to be waived include the following: 6 49 • Library Park Reservation fees o $125.00 for use of Library Park from 6:00 am — 1:00 pm • Additional road closure signage for the IOK portion of the race route o Additional cost of $1,100.00 from the Public Works Department • Additional Police Department staff for traffic control o Additional cost of $713.00 from the Police Department • Banner across Sepulveda — The PTA would like to be included under the City's permit with Cal Trans for hanging banners across Sepulveda. The PTA will hire a contractor to hang the banner. o The banner permit from Cal Trans costs the City $495.00 per year • Use of the City's Showmobile o There is not an established fee for use of the City's Showmobile. The estimated value to have the Showmobile towed to event sites is estimated at $100.00 round trip. Additional associated fees include $392.00 for staff to be on site for the duration of the event. • Use of the City's parking lots at Mariposa & Main Streets, City Employee parking lot at Holly & Standard Streets, and the City parking structure on Grand Avenue between Main & Richmond Streets. o There are currently no established fees for use of City parking lots. • Use of two (2) City shuttles and staff to transport attendees to the starting line. o There are currently no established fees for use of City Shuttles. Staff for two (2) shuttles for six (6) hours and estimated gas charges are $243.00. • Use of City tables (12), chairs (80), and tents (15) o There are currently no established fees for use of City equipment. PTA Run for Education organizers have offered to pick -up and return these items; therefore, the $201.00 staff time for delivery of these items will not apply. Resources for this year have been allocated for minimal levels of non - profit and City sponsored event support. The additional level of support the El Segundo PTA Council is requesting is nearly double what was approved in the budget and is more consistent with the level of support for events that are planned, budgeted and operated by the City. 50 rage l o! L Day, Jackie From: Carlos Donahue [carlos@esrun4edueation.com] Sent: Saturday, November 10, 2012 9:28 PM To: Day, Jackie; Carpenter, Greg Subject: El Segundo Run For Education Greg /Jackie, OK, so I have compiled a list of items. I'll be sending in additional paperwork shortly to Jackie but in the meantime the items below represent everything I could think of. For the 2013 El Segundo Run For Education there are a number of improvements we will be rolling out with some elements requiring approval or guidance from the City. Our larger Expo will be very similar to the Hometown Fair except everything will be fitness, youth, or community focused. Items Unchanged: • We will seek approval to host a 5K Run/Walk (Route is unchanged from previous years). • We will seek approval to use Library Park and surrounding perimeter streets. • We will seek approval for Park Event to run from 7:00am to 12:00 noon. • We will seek approval to hang a banner across Main street in front of the high school. • We will seek approval to use amplified sound at Library Park during the event. • We will seek approval to have a water station at Center Street Elementary. • We will provide volunteers to distribute No Parking flyers to all residents along the route, man intersections the day of the event, distribute water /aid at water stations, as well as assist with all clean up at stations and Library Park. • We will seek approval to have food and game booths located on Richmond Street. • We will seek approval to have sponsor booths located in Library Park. New Items: We will seek approval to hang a 2nd banner across Sepulveda Blvd. using current banner poles. We will seek approval for iicw Ivii ioute. Route was designed in coiiaboration with ESPD and is a modified version of the 5K. (Note: The 5K and IOK will be ran in unison. Utilizing the double loop format for the 10K, they should both end at roughly the same time.) . We will seek approval to use Park and Ree's Showtruck for event staging. . We will seek to work with the City to designate parking to be utilized by event attendees. • We will seek approval to allow Park and Rec to provide Shuttles to transport attendees from designated parking to and from the event at Library Park. • We will seek approval to have a 2nd waterfaid station located by Grand and Sheldon to accommodate the 10K runners. • We will seek approval to have temporary Aorta- potties located at Library Park and at each of the two water /aid stations along the race route. • We will seek approval to utilize inflatables slides on Richmond Street. • We will seek approval for Park and Rec to possibly loan miscellaneous folding chairs, tables, benches etc. for use at the Expo's food area. (currently use ESHS equipment but might need more.) a_ ,thy i'? 51 rage 2 of 2 We will seek approval to have Park and Rec, Police, and Fire at event promoting their activities. We will seek approval to have City Council members and/or Mayor attend event in official capacity, participate in opening ceremonies, and aid in the presentation of medals /trophies to overall top three finishers (male and female). While we are not aware of any restrictions or City budget implications we have invited the El Segundo Firefighters Association to host a pancake breakfast at Library Park. This would be identical to the current annual pancake breakfast they host in the Fall at the Fire Station with ESFA keeping all proceeds for their designated charity. Understood they man this with off -duty volunteers, have the majority of their material donated by local restaurants and hotels, with the only expense being rental of the grill and cost of propane. We have yet to hear back but would look to proceed with another group if the FD passes. As always, while we would greatly appreciate as many fees as possible waived we are happy to negotiate a compromise that would benefit both groups. Not everything is a must have and we can certainly hold off on some for next year or find alternative sources. Regards, Carlos Carlos Donahue I Race Director El Segundo Run For Education - March 23rd 2013 p: 31 0487 -7292 e: carlos@esrun4education . com http a /www.esru n 4education.cgm t tt p:l fwww .facebook.comlesrun4etlucaiion El Segundo PTA Council - Run For Education - 50 i (c)(3) Non - Profit - Tax ID: 23- 7024342 11/20/2012 52 FY 12113 Budget for ESUSD In -Kind Services Description Amount In -Kind contributions $ 798,120 Cash contribution Total $ 250,040 $ 1,048,120 FY 12/13 Approved In -Kind Services for Run far Edou Minn Pwanf Descri tfon Amount Public Works Department and Police Department $ 3,504 Total $ 3,500 Additional items NOT Budgeted in FY 12113 for Run for Education Event (Need Council aooroval to waive feasl Descri ption Amount Public Works Department $ 1,100 Police De artment $ 713 Library Park Use $ 125 1 Staff for showmobile 6 hours ea) Tow truck for showmobile $ $ 392 100 2 Staff for 2 shuttles (6 hours ea.) $ 243 Additional amount to be waived $ 2,673 53 2011 Run for Education 5km - El Segundo, CA - Certification CA11024RS Certificate effective from march 8, 2011 to December3l, 2027 Course measured and map drawn by Ron Scardera 5TWT RAVISH, i E. MAPLF AV r: I- -SE &UWbo -PINE r�.Z.! fn Z IL3' frN i.SH POLE Map not [a Scale E. u1QLNiJT 4V rt r n a m � Z y � Y 14 V v/',Jt:' /.4,d �en4ejr 7 k 13c4hrd m SGI�i I Far I'"1 r �r n, E M RlPDsA R✓ C4 M _ F-. GRQASp A✓ Start...., on Main St, 92'11" north of the traffic tight pole that's on the NE corner at Palm Ave w Mile 1... on Center St, L side, at pole #4481422E, the 2nd wood pole north of Grand Av on the east side of Center St. Mile 2.. on Center St, t_ side, just south of Maple Ave, at the north edge of driveway to 757. Mile 3... on Main St, L side, 28 yards south of Oak Ave. Finfsh .. on Main St, at the banner pole in front of El Segundo HS, 187 south of the manhole. a Z 54 2013 El Segundo Run for Education 10krn • El Segundo, CA • USATF Certificate CA12109RS CerFrrrrate effective from IVnvember 14. 2012 to December 31, 202 Course measured November 6, 2012 and map drawn by Ron Scardera IG 3� 'Sk'rIJN�� FINISH POLE F-. GRAND AV Ma � -TURN °e t1_1 rau f Iu � �ure�R rJ- x- UJA�KIIN IriQ'�~f' LW 'J POLE �. a �— q0 Jr- . 6RA r) 0 sir 1 Start..... on Main St, 921 V north of the traffic light pole that's on the NE corner at Palm Ave_ Mile 1 --- on Center St, E side, at pole #14481422E, the first wood pole north of Grand Av on the east side of Center St. Mile 2 .. on Center St, W side, just south of Maple Ave, at the north edge of driveway to 757. Mile 3.. on Main St, E side, 28 yards south of Oak Ave. Mile 4 . on Grand Av, N side, 12 yards east of Maryland St U -turn .. on Center St, even with power pole #784240E and 40' WO the N crosswalk line at Grand Av. Mile 5... on Center St, W side, at the north stop line N side of Palm Av. Mile 6... on Maple Av, S side, just east, of Main St middle of driveway for 774 - 776 Maple Av. Finish on Main St, at the banner (role in front of El Segundo HS, 16W south of the manhole. C �S 55 11/20,112 El Segundo, CA - Google Maps Goosle Address EI Segundo, CA +�G Get Googte Maps on your phone AM f = Tex t the word "GMAP5 "to 466453 W Palm Ave coop 3 zoo � EI Segirrx7+s Hio School Library Park m 0 Richmond Street El Segundo Eleroewsry School f* -PL**c Library ve n W Manposa Ave E Mariposa Ave St Andrew cal" Church c . Et Segundo z� Woman, Chrb M J a A a n CL EL N Cn r� Q 1 ij U) V I W mine Ave E Pine Ave E Pint z woo zaa a C Maln Street ai 'Cafe Poursq+ +nre � Church EIPAP m SegunAo 3 Farm Sinnd 4 .� n � � Chet N Haines e „ W Hotly Ave W 1 S[uft Pete Holly Ave Ava E Holly Ave x�a O a d ro rp 4 EL d 3 Q a Beech P EI Segundn Lire Qepl E Grand Ave 02012 Goode � ltwemys A,y� 39 Alawo C41 r t 124 m G :arx Map dRa 4Q%Z rsity, GoO44 3 K;ds rLVI +L/ r n AI`Gwnd po0 is4uA0 �Ur �K - -Vrn C4fOU^d Po,'A�- - ,tom q Vn f'I'V C "`A 31, Aal`rj s,J,�C+ 56 EL SEGUNDO CITY COUNCIL MEETING DATE: December 4, 2012 AGENDA STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action regarding filling the vacancy in the elected office of the City Treasurer based upon former Treasurer Chris Powell's resignation from that office on November 26, 2012. (Fiscal Impact: Unknown at this time) RECOMMENDED COUNCIL ACTION: 1) Discuss potential options and/or potentially take action to fill the vacant City Treasurer position by either appointing a person to fill the position for the remainder of the term (April 2016) or holding a special election in June. 2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Potential Budget Adjustment Required Amount Budgeted: $0.00 ORIGINATED BY: Mark Hensley, City Attorney %A -D APPROVED BY: Greg Carpenter, City Manager-7 BACKGROUND AND DISCUSSION: On November 26, 2012 the City Clerk's office received a letter of resignation from former Treasurer Chris Powell. Pursuant to Government Code §§ 1750(e) and 1770(c), the resignation creates a vacancy in the elected office of the City Treasurer. The term of office for the vacant position . ends In April 2016. Government Code § 36512 provides that, within 60 days of November 26th, the City Council may (1) appoint an eligible elector to fill the vacancy or (2) call for a special election for the voters to fill the vacancy. The special election must take place not sooner than 114 days after calling for the election. The City does not have an estimate at this time as to what the County will charge the City for calling a special election but it is estimated that such cost could well exceed $100,000. The City Attorney's Office and Clerk's Office are reviewing whether the election qualifies for a vote by mail only process which could substantially reduce the costs of the election. The 60 day deadline for taking action to either appoint or call for a special election is January 25, 2013. The next special election that is more than 114 days from the time period within which the Council has to make a decision is June 4, 2013. 5-7 If the City Council chooses to appoint a person to the vacated office, the City Council could implement an application process or simply vote on persons nominated by Council Members. Any person selected by the City Council must be an eligible elector, i.e., a person must be a City resident and be eligible to vote. A person appointed to office would serge for the remainder of the term (April 2016). Please note that a vote to appoint an individual to the City Council is a majority of the quorum. Accordingly, if only three Council Members are present to vote, two affirmative votes will appoint.1 Martin v. Ballenger (1938) 25 Cal.App.2d 435. 58 EL SEGUNDO CITY COUNCIL MEETING DATE: December 4, 2012 AGENDA STATEMENT AGENDA HEADING: City Clerk AGENDA DESCRIPTION: Consideration and possible action regarding Council consensus to cancel the January 2, 2013 City Council Meeting (Fiscal Impact: None) I: 4 Wti) I-WEX"011 0 (1) Approve cancellation of the January 2, 2013 City Council Meeting; (2) Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL EVIPACT: None Amount Budgeted: $ Additional Appropriation: N/A Account Number(s): ORIGINATED BY: Tracy Weaver, City Clerk REVIEWED BY: y� APPROVED BY: Greg Carpenter, City Manager./ BACKGROUND AND DISCUSSION: The first regular 2013 City Council meeting is scheduled for Wednesday, January 2, 2013. Because City Hall will be closed for certain established holidays and because of the additional meeting workload and scheduled travel plans, it would be difficult to meet legal noticing requirements and to properly prepare for the meeting. Traditionally, the first City Council meeting of the new year has been cancelled and therefore it is requested that Council consider cancelling the January 2, 2013 meeting. EV