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2015 Oct 20 - CC PACKET SPCSPECIAL MEETING EL SEOUNDO CITY COUNCIL EOC (POLICE 'DEPARTMENT) - 348 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. SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 20, 2015 - 4:00 PM (NOTE: REGULAR SPM SESSION WILL BEGINAT 4PMAND TAKE PLACE AT THE POLICE DEPARTMENT IN THE EOQ 4:00 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: 1. Consideration and Possible action to interview candidates for the Environmental Committee, Economic Development Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees. (Fiscal Impact: None) Recommendation — 1) Interview candidates; 2) Announce appointments at the 7:00 p.m., October 20, 2015 City Council meeting, if any; and /or 3) Alternatively, discuss and take other action related to this item. 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(d)(1): -2- matter 1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279 2. Penuelas vs. City of El Segundo, LASC Case No. BC523072 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -1- matter. Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -2- matters. 2 E DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -8- matters 1. Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; City Employees Association; Executive Management Group (Unrepresented Group); Management/Confidential Group (Unrepresented Group) Agency Designated Representative: Steve Filarsky and City Manager CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters K3 3 EL SEGUNDO CITY COUNCIL MEETING DATE: October 20, 2015 AGENDA STATEMENT AGENDA HEADING: Committees, Commissions and Boards AGENDA DESCRIPTION: Consideration and Possible action to interview candidates for the Environmental Committee, Economic Development Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Interview candidates. 2. Announce appointments at the 7:00 p.m., October 20, 2015 City Council meeting, if any 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Application of candidates FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $ None Additional Appropriation: N/A Account Number(s): ORIGINATED BY: Mishia Jennings, Executive Assistant DAI REVIEWED BY: APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: *Environmental Committee — two positions *Community Cable — four positions *CIPAC — three positions *EDAC — four positions *Investment Advisory — one position *Library Board of Trustees — One position Candidate Applying to: CCBs 1. Tyler Leisher — 4:00 Community Cable Advisory Committee — 1St and only choice 2. Brian Mitchell — 4:10 Community Cable Advisory Committee — 1St and only choice 3. Sally Martin — 4:15 Community Cable Advisory Committee — 1St and only choice 4. Jung Kim — 4:20 Environmental Committee — 2nd choice Interviewed for EDAC not appointed 5. Michael Van Kleeck 4:30 Investment Advisory Committee 1" choice, EDAC 2nd choice, CIPAC Yd choice 6. Matthew Robinson 4:30 Investment Advisory Committee — I' and only choice 7. Shar Franklin— 4:30 EDAC —1St and only choice 8. Spencer Bauer — 4:30 EDAC — Is' and only choice 9. Sharon Jones — 4:45 EDAC — 1" and only choice 10. Andrew Streiber 5:00 EDAC — 1" and only choice 11. Mike Rotolo 5:00 CIPAC — 1St and only choice 12. Vandad Espahbodi EDAC — 1St and only choice (703) 297 -8129 13. Corrie Chitlik — Phone Environmental Committee — 1St and only choice 424 241 -8959 14. Richard Cortez Interviewed 8/4/15 (See memo) EDAC, CIPAC or Investment Advisor 15. Eric Karl Interviewed 8/4/15 See memo) EDAC or CIPAC 16. 1 CITY COUNCIL PACKET October 20, 2015 - 4 :00 I'M INTERVIEWS of CANDIDATES Environmental Committee, Economic Development Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees Distribution: • Mayor Suzanne Fuentes • Mayor Pro Tem Carl Jacobson • Council Member Dave Atkinson • Council Member Marie Fellhauer • Council Member Mike Dugan • City Clerk Tracy Weaver • City Treasurer Crista Binder • Greg Carpenter, City Manager • Mark Hensley, City Attorney • Misty Cheng, Interim Director of Finance • Martha Dijkstra, Human Resources • Brek Slover, Interim Fire Chief • Mitch Tavera, Police Chief • Debra Brighton, Director of Library Services • Sam Lee, Director of Planning and Building Safety Stephanie Katsouleas, Director of Public Works • Meredith Petit, Director of Recreation and Parks Mona Shilling, Deputy City Clerk • Mishia Jennings, Executive Assistant • Mickie Tagle, Executive Assistant • Public Copy AGENDA EL SEGUNDO CITE'' 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, OCTOBER 20, 2015 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Pastor Eric Jay, St. John's Lutheran Church PLEDGE OF ALLEGIANCE — Council Member Atkinson L! 6i PRESENTATIONS a) Proclamation — Tree Musketeers — Make a Difference Day, October 24, 2015. b) Presentation — LAEDC — Finalist for the 2015 Most Business Friendly City in L.A. County. c) Presentation — West Basin — Proposed Desalination Plant Environmental Notice of Preparation. 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. CITY COUNCIL COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS Consideration of a motion Agenda by title only. Recommendation — Approval. to read all ordinances and resolutions on the B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS E C: 1. Consideration and possible action to announce the appointments to the Environmental Committee, Economic Develop Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees. (Fiscal Impact: None) Recommendation — 1) 1. Announce the appointees to the Environmental Committee, Economic Develop Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees, if any; 2) Alternatively, discuss and take other action related to this item. E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 2. Warrant Numbers 3007992 through 3008162 on Register No.1 in the total amount of $2,491,671.55 and Wire Transfers from 9/14/2015 through 10/04/2015 in the total amount of $2,135,512.42. Recommendation — Approve Warrant Demand Register and authorize staff to release. Ratify Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 3. Special City Council Meeting Minutes of September 29, 2015 and Regular City Council Meeting Minutes of October 6, 2015. Recommendation — Approval. 4. Consideration and possible action to receive and file this report regarding emergency work to repair dwelling units at the Park Vista Senior Housing Facility due to water intrusion without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A-4. Fiscal Impact: $50,000.00 Recommendation — 1) Receive and file this report regarding emergency work to repair dwelling units at the Park Vista Senior Housing Facility due to water intrusion without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1- 7A-4 2) Alternatively, discuss and take other action related to this item. 7 5. Consideration and possible action regarding adoption of a resolution authorizing the annual destruction of identified records in accordance with the provisions of Section 34090 of the Government Code of the State of California. Fiscal Impact: Not to exceed $1,000.00) Recommendation — 1) Adopt a resolution authorizing the destruction of certain records; 2) Alternatively, discuss and take other action related to this item. 6. Consideration and possible action to adopt a Resolution approving Plans and Specifications for Construction of American with Disabilities Act (ADA) Sidewalk Ramps (CDBG Project). Project No. PW 15 -24. (Fiscal Impact: $60,000.00 in CDBG grant funds_ Recommendation — 1) Adopt attached resolution approving Plans and Specification for the Construction of American with Disabilities Act (ADA) Sidewalk Ramps (CDBG Project); 2) Authorize staff to advertise the project for receipt of construction bids; 3) Alternatively, discuss and take other action related to this item. 7. Consideration and possible action to accept as complete the Community Development Block Grant (CDBG) Project 601711 -14, "Installation of American with Disabilities Act (ADA) Sidewalk Ramp Project." Project No. PW 14 -09. (Fiscal Impact: $41,288.50 in CDBG grant reimbursement funds Recommendation — 1) Accept the work as complete; 2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3) Alternatively, discuss and take other action related to this item. 8. Consideration and possible action to participate in the County of Los Angeles Countywide Comprehensive Park and Recreation Needs Assessment and enter into a Funding Agreement to accept a $2,500 stipend for expenses related to facilitating community engagement activities. (Fiscal Impact: $2,500 Revenue) Recommendation — 1) Approve the request to participate in the Countywide Needs Assessment and enter into a Funding Agreement to accept a $2,500 stipend; 2) Alternatively, discuss and take other action related to this item. F. NEW BUSINESS G. REPORTS — CITY MANAGER 7 FZ H. REPORTS — CITY ATTORNEY REPORTS — CITY CLERK J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer — Council Member Atkinson — Council Member Dugan — Mayor Pro Tern Jacobson — Mayor Fuentes — PUBLIC COMMUNICATIONS — (Related _to_City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. MEMORIALS — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et 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: TIME: R. 39 t?,4 NAME:~ 10 ' City of QTY beguttbu, California WHEREAS, Make a Difference Day is the nation's largest national day of community service where citizens are encouraged to get involved with their favorite local non -profit organizations; and WHEREAS, Volunteers from around the country will unite in a common mission to improve the lives of others on Make a Difference Day, Saturday, October 24, 2015; and WHEREAS, El Segundo is the birth place of the youth environmental movement as a result of local children taking action to protect the environment in their community; and WHEREAS, Tree Musketeers cares for more than 1,800 local trees in and around El Segundo; and WHEREAS, Tree Musketeers sets to engage the El Segundo community to preserve the environment; and WHEREAS, "Trees to the Sea" on Imperial Highway fortifies the green pollution barrier between El Segundo and LAX. NOW, THEREFORE, the Mayor and the Members of the City Council of the City of El Segundo, California hereby proclaim October 24, 2015 as MAKE A DFFERENCE DAY in El Segundo and urge citizens tall and small to gather on Imperial Avenue at Main Street at 9:30 a.m. to volunteer and help care for the Trees to the Sea. WayorSuzanne Fuentes Mayor (Pro Zem Carfjaco6son CouncifWem6er 1DaveAtkinson CounciCWemderWarie Feffhauer Councd9Yember Wichaef Dugan 11 Presentation LAEDC Finalist for the 2015 Most Business Friendly City in L.A. County 12 Presentation West Basin Proposed Desalination Plant Environmental Notice of Preparation. 13 EL SEGUNDO CITY COUNCIL MEETING DATE: October 20, 2015 AGENDA STATEMENT AGENDA HEADING: Committees, Commissions and Boards AGENDA DESCRIPTION: Consideration and possible action to announce the appointments to the Environmental Committee, Economic Develop Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Announce the appointees to the Environmental Committee, Economic Develop Advisory Council, Community Cable Advisory Committee, Investment Advisory Committee, Capital Improvement Program Advisory Committee and Library Board of Trustees, if any; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $ None Additional Appropriation: N/A Account Number(s): ORIGINATED BY: Mishia Jennings, Executive Assistant'u - - REVIEWED BY: APPROVED BY: Greg Carpenter, City Manager Ai BACKGROUND AND DISCUSSION: Committee /Commission and Board Number of Appointee(s) Term Expiration Openings Environmental Committee 2 June 30, 2019 — Full Term June 30, 2018 — Partial Term EDAC 4 No Term Expiration Community Cable Advisory Committee 4 October 31 2016 — Partial Term October 31, 2017 — Partial Term October 31, 2018 — Partial Term October 31, 2019 — Full Term Investment Advisory Committee 1 August 30, 2019 — Full Term {CIPAC _ 3 November 30, 2017 — Partial Term November 30, 2019 — Full Term November 30, 2019 — Full Term Library Board of Trustees 1 June 30, 2016 — Partial Term 1 14 rc m LL O 6 O °d aO O O SLL w JyJ WO LL y 0 3 i7 NONI� ON i it S � W Q W s l Q� � N N 17 CD fG fV Y < 0� 10 20 H 0 i 23 W UY W Z V F 1 ca Y CL II 11 LL II a m x i z 2 M D 15 .g s U. w () LL On Li W �U LL U K LL F 1 ca Y CL II 11 LL II a m x i z 2 M D 15 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 9/14/15 THROUGH 10/04/15 Date _ Payee Descri #inrr 9/14/2015 IRS 257,191.24 Federal 941 Deposit 9/14/2015 Employment Development 3,274.49 State SDI payment 9/14/2015 Employment Development 56,196.45 State PIT Withholding 9/16/2015 Cal Pers 99,047.35 EFT Retirement Misc 9/16/2015 Cal Pers 281,856.02 EFT Retirement Safety 9/16/2015 Cal Pers 3,078.18 EFT Retirement Safety- Police 9/16/2015 Cal Pers 17,879.77 EFT Retirement Misc 9/18/2015 Health Comp 3,932.61 Weekly claims 9/25/2015 Health Comp 1,834.81 Weekly claims 9/25/2015 Manufacturers & Traders 22,485.72 457 payment Vantagepoint 9/25/2015 Manufacturers & Traders 477.31 ROTH IRA payment Vantagepoint 9125/2015 US Bank - Trust Acct 5,354.20 PARS payment 9/25/2015 South Bay Credit Union 12,500.38 Payroll credit union deduction pmt 9/25/2015 State of CA EFT 853.45 EFT Child support payment 9/28/2015 Nationwide NRS EFT 47,708.83 EFT 457 payment 9/28/2015 IRS 253,644.57 Federal 941 Deposit 9/28/2015 Employment Development 3,574.20 State SDI payment 9/28/2015 Employment Development 54,921.73 State PIT Withholding 9/28/2015 Unum 193.50 Long Term Care Premium 9/29/2015 Cal Pers 473,862.83 EFT Health Payment 9/30/2015 Cal Pers 97,782.82 EFT Retirement Misc 9/30/2015 Cal Pers 292,094.63 EFT Retirement Safety 9/30/2015 Cal Pers 2,030.49 EFT Retirement Safety - Police 9/30/2015 Cal Pers 17,943.93 EFT Retirement Misc 10/2/2015 Health Comp 2,304.84 Weekly claims 9/17/2015 Lane Donovan Golf Ptr 20,292.51 Payroll Transfer 10/1/2015 Lane Donovan Golf Ptr 24,108.02 Payroll Transfer 9/12/15- 9/18/15 Workers Comp Activity 18,116.56 SCRMA checks issued 9/19/15- 9/25/15 Workers Comp Activity 12,195.35 SCRMA checks issued 9/26/15- 9/30/15 Workers Comp Activity 2,124.60 SCRMA checks issued 10/1/15- 10/4115 Workers Comp Activity 34,352.48 SCRMA checks issued 9/12/15- 9/18/15 Liability Trust - Claims 0.00 Claim checks issued 9/19/15- 9/25/15 Liability Trust - Claims 0.00 Claim checks issued 9/26/15- 9/30/15 Liability Trust - Claims 12,298.55 Claim checks issued 10/1/15 - 10/4/15 Liability Trust - Claims 0.00 Claim checks issued 2,135, 512.42 DATE OF RATIFICATION: 10/06/15 TOTAL PAYMENTS BY WIRE: 2,135,512.42 Certified as to the accuracy of the wire transfers by: Date It'll-1s Date /Lo -2- /S Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. PA01ty TreasureAfte TransferslWire Transfers 10.01 -14 to 9 -30 -15 10/6/201 1/1 REVISED SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 29, 2015 - 6:30 P.M. 6:30 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 6:30 PM INVOCATION — Tracy Weaver, City Clerk PLEDGE OF ALLEGIANCE — Council Member Marie Fellhauer ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Chris Miller, resident, commented on the Richmond Street Improvement Plan. Craig Kessler, commented on item #133 (Top Golf). Ron Swanson, resident, supports item #133 (Top Golf). Josh Alpert, resident, commented on item #B3 (Top Golf). Sherry Kramer, on behalf of Richard Lundquist, Continental Development Corporation, reaffirming support of item #B3 (Top Golf). William Davenport, CEO Top Golf, thanked the Council for their work on the Top Golf project and attended the meeting to answer questions if needed. CITY COUNCIL COMMENTS — (Related to Public Communications) Council commented on Public communication. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Mayor Pro Tern Jacobson, 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 A. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) 17 Consideration and possible action (Continued Public Hearing) regarding the Fiscal Year 2015 -2016 Budget (including all City Revenues and Expenditures), and Adoption of Resolution approving the 2015 -2016 Final Operating and Capital Improvement Budget and the 2015 -2016 Appropriations Limit. Copies of the Fiscal Year 2015 -2016 Preliminary Budget can be found in the Library, City Clerk's office, and on the City's website. (Fiscal Impact: Total Revenues of $123,101,930, Total Expenditures of $133,442,662; General Fund Revenues of $63,238,130, Expenditures of $64,377,060) Mayor Fuentes stated this was the time and place to continue the public hearing regarding the Fiscal Year 2015 -2016 Budget (including all City Revenues and Expenditures), and Adoption of Resolution approving the 2015 -2016 Final Operating and Capital Improvement Budget and the 2015 -2016 Appropriations Limit. City Clerk Weaver stated that proper notice had been given in a timely manner and that written communication had not been received in the City Clerk's office. Mayor Fuentes stated the continued Public Hearing is now open. Greg Carpenter, City Manager, introduced the item. Misty Cheng, Acting Finance Director, gave a presentation. Mayor Fuentes announced the Public Hearing is now open for public comment. MOTION by Council Member Fellhauer, SECONDED by Mayor Pro Tern Jacobson to close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Council Discussion Mark Hensley, City Attorney, read the resolution by title only: RESOLUTION NO. 4933 A RESOLUTION ADOPTING THE 2015 -2016 FINAL OPERATING AND CAPITAL IMPROVEMENT BUDGET AND THE 2015 -2016 APPROPRIATIONS LIMIT FOR THE CITY OF EL SEGUNDO MOTION by Council Member Atkinson, SECONDED by Council Member Fellhauer to approve Resolution No. 4933, approving the 2015 -2016 Final Operating and Capital Improvement Budget and the 2015 -2016 Appropriations Limit. MOTION PASSED BY VOICE VOTE. 4/1 YES: Atkinson, Dugan, Fellhauer, Fuentes NO: Jacobson B. UNFINISHED BUSINESS 2 MR OPENED ITEMS B2 AND B3 CONSECTIVELY 2. [CONTINUED ITEM #C2 FROM SEPTEMBER 15, 2015 CITY COUNCIL MEETING] Rescission of Brown Act Commitment - In Accordance with Government Code Section 54960.2 (e), consideration and possible action to rescind the commitment made by the City Council on November 5, 2013, not to hold further closed session meetings regarding real property negotiations with regard to ESCenterCal, LLC's ( "CenterCal ") proposal to enter into a Due Diligence and Ground Lease Agreement ( "Agreement ") to lease the driving range portion of the Lakes Golf Course from the City for the purpose of developing a Top Golf facility. 3. [CONTINUED ITEM #C3 FROM SEPTEMBER 15, 2015 CITY COUNCIL MEETING] Consideration and possible action to approve a Due Diligence and Ground Lease Agreement and Reimbursement Agreement with ES CenterCal LLC ( "ES CenterCal ") to lease the driving range portion of The Lakes Golf Course for the purpose of developing the TopGolf facility consisting of a driving range, restaurant, bar and lounge and event facilities. (Fiscal Impact: See attached report from ProForma Advisors) Greg Carpenter, City Manager, introduced the items. Mark Hensley, City Attorney, presented the Due Diligence and Ground Lease Agreement and Reimbursement Agreement with ES CenterCal LLC to Council. Council discussion Zach Shore, Vice President of Real Estate, Top Golf, answered Council questions. MOTION by Council Member Atkinson, SECONDED by Council Member Fellhauer to approve and authorize the Mayor to execute the Due Diligence and Ground Lease Agreement No. 4924 -1 through 4924-11C subject to ES CenterCal entering into a reimbursement agreement with the City, authorize the City Manager to enter into a Reimbursement Agreement No. 4924 -2 that requires ES CenterCal to pay the cost and fees associated with the various due diligence and land use entitlement costs and authorize the City Manager to execute a Professional Service Agreement No. 4924 -3 for CEQA review services related to the Due Diligence and Ground Lease Agreement approved as form by the City Attorney in an amount not to exceed $257,500.00. MOTION PASSED BY VOICE VOTE. 3/2 YES: Atkinson, Fellhauer, Jacobson NO: Dugan, Fuentes C. CONSENT AGENDA 3 WE 4. Consideration and possible action to revise the final contract amounts for Projects 14 -12 (the City's Residential Sound Insulation Program's Group 56) and 14 -14 (the City's Residential Sound Insulation Program's Group 58). (Final Contract Amounts of: $922,038.18 and $652,646.26 respectively, less any liquidated damages determined to be appropriate) Greg Carpenter, City Manager, introduced the item. Council discussion MOTION by Mayor Pro Tem Jacobson, SECONDED by Council Member Dugan to revise the contract amount for Project 14 -12 (Group 56 of the RSI Program) and revise the contract amount for Project 14 -14 (Group 58 of the RSI Program). MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 ADJOURNMENT at 7:21 PM Tracy Weaver, City Clerk WE SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL MONDAY, OCTOBER 5, 2015 — 6:00 PM CALL TO ORDER — Mayor Fuentes at 6:00 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) None CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8- matters Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; City Employees Association; Executive Management Group (Unrepresented Group); Management/Confidential Group (Unrepresented Group) Agency Designated Representative: Steve Filarsky and City Manager Adjourned at 7:20 PM Tracy Weaver, City Clerk 21 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 6, 2015 — 5:00 PM 5:00 P.M. SESSION Adjourned to 5:30 PM — Due to lack of quorum CALL TO ORDER — Mayor Fuentes at 5:30 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total). None SPECIAL ORDER OF BUSINESS: Mayor Fuentes announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d)(1): -3- matter 1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279 2. Penuelas vs. City of El Segundo, LASC Case No. BC523072 3. O'Leary v. City of El Segundo WCB /EAMS Nos. ADJ8702179 and 918053 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -1- matter. 22 Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -5- matters. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8- matters Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; City Employees Association; Executive Management Group (Unrepresented Group); Management/Confidential Group (Unrepresented Group) Agency Designated Representative: Steve Filarsky and City Manager CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters Adjourned at 6:50 PM 2 23 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 6, 2015 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 7:00 PM INVOCATION — Pastor Mark Stepp, Oceanside Christian Fellowship PLEDGE OF ALLEGIANCE — Mayor Pro Tern Jacobson PRESENTATIONS a) Mayor Fuentes honored the volunteers and Shawn Green, Alison Dobay Dobney and Elizabeth Tran announced the City of El Segundo's Volunteers who provide community service throughout the year. A reception preceded the meeting in the Civic Center Quad. b) Proclamation read by Mayor Fuentes, presented to Acting Fire Chief Slover, proclaiming October 4 — 10, 2015 as Fire Prevention Week. ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Fernando Aguilar, Tree Musketeers Youth Manager, invited the residents of El Segundo to attend "Make a Difference Day" to be held on October 24, 2015 from 9:30 — 11:30 am. Wendy Vitalitch, resident, commented on item #C1. Gail Church, Tree Musketeers Executive Director, commented on item #C1. CITY COUNCIL COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. 24 MOTION by Mayor Pro Tern Jacobson, 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 Consideration and possible action to 1) review the proposed landscaping and lighting designs for the Richmond St. Rehabilitation Arterial Improvement Project revisions and 3) direct staff to proceed with preparation of construction plans and specifications. (Fiscal Impact: $800,000.00) Greg Carpenter, City Manager, introduced the item. Stephanie Katsouleas, Public Works Director, gave a presentation and answered Council's questions. Nathaniel Behura, Transportation & Energy Solutions, Inc., answered Council's questions concerning possible lighting for the Richmond Street project. Council Discussion MOTION by Council Member Fellhauer, SECONDED by Council Member Atkinson directing staff to proceed with the preparation of construction plans and specifications inclusive of any design changes and review all lighting options. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/1 YES: Atkinson, Fellhauer, Jacobson, Fuentes NO: Dugan 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. Approve Warrant Numbers 3007694 through 3007991 on Register No. 24 in the total amount of $1,724,463.70 and Wire Transfers from 8/31/2015 through 9/13/2015 in the total amount of $3,275,022.79. 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. 3. Approve the Regular City Council Meeting Minutes of September 15, 2015. M 25 4. Receive and file this report regarding emergency work to repair dwelling units at the Park Vista Senior Housing Facility due to water intrusion without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ("SSMC") §§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $50,000.00) 5. Approve a Second Amendment no. 3500A to Agreement #3500 with CBS Decaux Street Furniture, LLC for bus shelter advertising. (Fiscal Impact: $419,480.00 Estimated Revenue) 6. Approve the request from SteelWave, the owner of property at 2030 East Maple Avenue, to install a temporary banner exceeding 500 square feet in size on a street - facing fence for the purpose of marketing the currently vacant building to potential tenants for a period not to exceed 3 months. (Modified). Applicant: SteelWave. (Fiscal Impact: N /A) 7. Approve the Fire Department Mutual Apparatus and Equipment Loan Agreement no. 4925 between the cities of El Segundo, Redondo Beach, Hermosa Beach, and Manhattan Beach and authorize the Mayor to sign the Agreement. (Fiscal Impact: None) 8. Receive and file this report regarding the extension of Park Place between Nash St. and Sepulveda Blvd. and authorize the Mayor to sign resolution no. 4934 in support of applying for $36,850,000 million from the Measure R South Bay Highway Program (SBHP) for the development of plans and specifications and construction costs for the roadway. (Fiscal Impact: potential receipt of grant funding, match requirement undetermined) 9. Waive the bidding process to purchase one (1) Honda Civic hybrid vehicle overdue for use by the Public Works Inspector using equipment replacement and Air Quality Management District (AQMD) funds and authorize the City Manager to execute an agreement no. 4926, in a form approved by the City Attorney, to purchase the Honda Civic hybrid vehicle. (Fiscal Impact: $28,130 grant fund expenditure.) 10. Approve the ongoing professional service agreements and blanket purchase orders for FY 2015 -2016 in excess of $25,000 for various departments; and possible action to waive the formal bidding process and authorize the continued purchase of various goods and services as described below. (Fiscal Impact: Included in the FY 15 -16 Budget: General Fund $1,886,670 including $5,000 Library Developer Fees; Asset Forfeiture Fund $13,000; Prop A Fund $30,000; Water Enterprise Fund $154,000; Wastewater (Sewer) Enterprise Fund $28,000; Golf Course Enterprise Fund $96,000; Workers' Compensation 5 26 Fund $97,749; Public Works Full Time Salary Accounts General Fund, Water & Wastewater Enterprise Funds $200,000). Recommendation — (1) Authorize the City Manager to execute an amendment no 4095E to Agreement No. 4095 with High Point Strategies, LLC for City's advisors and advocate regarding issues relating to LAWA, LAX, FAA, MTA and other Los Angeles agencies, in a form approved by the City Attorney to (1) extend the term of the agreement to September 30, 2016; (2) authorize payment for services up to $75,000 (General Fund); and (3) take such additional, related, action that may be desirable. (2) Authorize the City Manager to execute an amendment no. 4242E to Agreement No. 4242 with Willdan Homeland Solutions for consulting services related to City's Emergency Management program, in a form approved by the City Attorney to (1) extend the term of the agreement to September 30, 2016; (2) authorize payment for services up to $60,530 (General Fund); and (3) take such additional, related, action that may be desirable. (3) Authorize the City Manager to extend ongoing service agreements with Baker & Taylor Information Services for supplying books and other library materials, and issuance of blanket purchase order not to exceed $88,800 in FY 2015- 2016 (General Fund and Library Developer Fees). (4) Authorize the City Manager to extend contract #4729 to Innovative Interfaces, Inc., for library computer network system maintenance, amendment no. 4727C and issuance of blanket purchase order not to exceed $28,500 (General Fund) (5) Authorize the City Manager to extend ongoing service agreements with J. Lee Engineering provides plan check and inspection consulting services for the Building and Safety Division, amendment no. 37901 not to exceed $140,000 in FY 2015 -2016 (General Fund). (6) Authorize the City Manager to extend ongoing service agreement with JAS to provide plan check and inspection consulting services for the Building and Safety Division, amendment no. 4695B not to exceed $63,200 in FY 2015 -2016 (General Fund). (7) Authorize the City Manager to extend ongoing service agreement with Scanning Service Corp. to provide service of scanning plans, permits & microfilm to digital for Laserfiche document imaging system for the Building and Safety Division, amendment no. 5987E, not to exceed $23,000 and Planning Division not to exceed $20,000 in FY 2015 -2016 for a combined total amount of $43,000 (General Fund). 27 (8) Authorize the City Manager to extend ongoing service agreement with Pacific Municipal Consultants (PMC) to provide professional planning consulting and interim staffing services for the City's Planning Division, amendment no. 47228, not to exceed $58,000 in FY 2015 -2016 (General Fund). (9) Authorize the City Manager to extend ongoing service agreement with Tierra West Advisor's Inc. to provide professional planning consulting and interim staffing services for the City's Planning Division, amendment no. 4787A not to exceed $45,000 in FY 2015 -2016 (General Fund). (10) Authorize the City Manager to extend ongoing service agreements with Westchester Medical Group /Center for Heart and Health to provide annual safety employees fitness for duty and executive physical examinations, amendment no. 3912G not to exceed $60,000 in FY 2015 -2016 (General Fund). (11) Authorize the City Manager to extend ongoing service agreement with York Risk Services Group to administer workers' compensation claims, amendment no. 3882E not to exceed $97,749 in calendar year 2015 -2016 (Workers' Compensation Fund). (12) Authorize the El Segundo Fire Department to waive the bidding process per El Segundo Municipal Code §1 -7 -10 to purchase medical and pharmaceutical supplies, and piggyback on the City of El Cajon's Bound Tree Medical, Inc. ( "Bound Tree ") Bid #005 -12, and authorize issuance of a blanket purchase order to Bound Tree for medical and pharmaceutical supplies not to exceed $32,000 in FY 2015 -2016 (General Fund). (13) Authorize the City Manager to amend the contract with All Cities Management Company for one -year to provide crossing guard services for the El Segundo School District, amendment no. 4687A not to exceed $89,640 in FY 2015 -2016 (General Fund). (14) Authorize all El Segundo City Departments to waive the bidding process per El Segundo Municipal Code § 1 -7 -10 to purchase office supplies, related products and off -site office services, and piggyback on The Cooperative Purchasing Network (TCPN) Contract # R5023 awarded to Office Depot, and authorize issuance of a citywide open purchase order to Office Depot for office supplies, related products and off -site office services under the agreement not to exceed $75,000 in FY 2015 -2016 (General Fund). (15) Authorize all El Segundo City Departments to waive the bidding process per El Segundo Municipal Code § 1 -7 -10 to purchase City -wide advertising and authorize issuance of a citywide open purchase order to El Segundo Herald. Off -site services include Public Hearing notices, Request for Proposal notices, Department advertising and publishing, printing and distribution of the 7 WR Recreation and Parks brochures not to exceed $70,000 in FY 2015 -2016 (General Fund). (16) Authorize the issuance of a blanket purchase order to Hinderliter De Llamas & Associates (Agreement #3313) to provide professional services related to sales and use tax for an amount not to exceed $81,000 in FY 2015- 2016 (General Fund). (17) Authorize the issuance of a blanket purchase order to Lane Donovan Partners, LLC (Agreement #3399) to provide management services for The Lakes Golf Course for an amount not to exceed $96,000 in FY 2015 -2016 (Golf Course Enterprise Fund). (18) Authorize the City Manager to extend Agreement # 4096 with TruGreen Landcare in a form approved by the City Attorney, amendment no. 4096E and issuance of a blanket purchase order to provide weekly landscape services for an amount not to exceed $172,000 in FY 2015 -2016 (General Fund). (19) Authorize the City Manager to issue a blanket purchase order for Agreement # 4699 with West Coast Arborist to provide tree maintenance services for amount not to exceed $175,000 in FY 2015 -2016, with individual services billed based on the scope of work requested. (General Fund). (20) Authorize staff to continue to purchase gasoline and diesel fuel for City vehicles and equipment through the use of spot market purchasing in an amount not to exceed $315,000 in FY 2015 -2016 (General Fund = $250,000; Asset Forfeiture Fund = $13,000; Prop "A" Fund = $30,000; Water Enterprise Fund = $9,000; Wastewater (sewer) Enterprise Fund = $13,000). (21) Authorize the issuance of a blanket purchase order to Metron Farnier & Actaris in an amount not to exceed $130,000 in total for the purchase of single jet water meters for the City's water system in FY 2015 -2016 (Water Enterprise Fund). (22) Authorize the issuance of a blanket purchase order to Blue Diamond Materials, a division of Sully Miller Contracting Company in an amount not to exceed $30,000 for the purchase of asphalt paving materials for Street Maintenance Division projects in FY 2015 -2016 (General Fund). (23) Authorize the issuance of a blanket purchase order to DataProse (Agreement # 3227) to provide Water and Sewer divisions utility bill print and mail services for an amount not to exceed $30,000 in FY 2015 -2016 (Water & Wastewater (sewer) Enterprise Funds). (24) Authorize the City Manager to extend the ongoing professional service Agreement # 4269 with Aerotek, amendment no. 42911 for providing temporary N. WE staffing service for the Public Works Department not to exceed $200,000 in FY 2015 -2016, amendment no. 4269J (General Fund, Water & Wastewater (sewer) Enterprise Funds). (25) Authorize the City Manager to execute a one -year contract no. 4923 with the Society for the Prevention of Cruelty to Animals Los Angeles for animal sheltering services, not to exceed $28,200 in FY 2015 -2016 (General Fund), (26) Authorize the City Manager to execute a one -year contract with Duncan Solutions (formerly Enforcement Technology Inc.) for processing of parking citations /collections, amendment no. 4689A, not to exceed $77,000 in FY 2015- 2016 (General Fund). (27) Authorize the issuance of a blanket purchase order to San Diego Police Equipment Co., Inc. (SDPECI) and Dooley Enterprises, for the purchase of CCI -Speer and Federal ammunition, not to exceed $67,000 in FY 2015 -2016 (General Fund). (28) Authorize the City Manager to execute a one -year contract amendment and /or purchase order with Tyler Technologies for annual software licensing, maintenance, and support not to exceed $43,800 in FY 2015 -2016 (General Fund). (29) Authorize the City Manager to execute a one -year contract and /or blanket purchase order with Active Network for annual licensing, maintenance and support not to exceed $34,000 in FY 2015 -2016 (General Fund). (30) Alternatively, discuss and take other action related to this item. MOTION by Council Member Fellhauer, SECONDED by Council Member Dugan to approve Consent Agenda items 2, 3, 4, 5, 6 (with modifications), 7, 8, 9, and 10. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 F. NEW BUSINESS G. REPORTS — CITY MANAGER - None H. REPORTS — CITY ATTORNEY - None REPORTS — CITY CLERK - None REPORTS — CITY TREASURER — Not Present K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer — None E WE Council Member Atkinson — Thanked the City's volunteers. Council Member Dugan — None Mayor Pro Tern Jacobson — Thanked the City's volunteers. Mayor Fuentes — Attended ribbon cuttings for Pilates on Main and Art Space, attended the Los Angeles Economic Development Corporation's Innovation Week, attended a Manufacturing Day Event at Northrop Grumman and gave an accommodation for continuing Manufacturing in El Segundo and attended Starburst Accelerator's launch hosted by Boeing. 11. Consideration and possible action to select a Centennial Celebration subcommittee. (Fiscal Impact: None) Council Discussion Consensus by Council to approve Mayor Fuentes and Council Member Fellhauer to the Centennial Celebration subcommittee. PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total). Gail Church, Tree Musketeers Executive Director, provided clarification a few items concerning item #C1. Dr. Anthony Mendez, resident, spoke concerning the proposed solar lighting for the Richmond Street Project. ANNOUNCEMENT — Mayor Fuentes announced the birth of Klaus Uli Fellhauer. ADJOURNMENT at 8:38 PM Tracy Weaver, City Clerk 10 31 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: October 20, 2015 AGENDA HEADING: Consent Agenda Consideration and possible action to receive and file this report regarding emergency work to repair dwelling units at the Park Vista Senior Housing Facility due to water intrusion without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ")§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $50,000.00) RECOMMENDED COUNCIL ACTION: (1) Receive and file this report regarding emergency work to repair dwelling units at the Park Vista Senior Housing Facility due to water intrusion without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ")§ 1 -7 -12 and 1 -7A -4. (2) Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $50,000.00 Additional Appropriation: No Account Number(s): 405- 400 - 0000 -6215 (Facilities Maintenance: Repairs and Maintenance) ORIGINATED BY: Stephanie Katsouleas, Director of Public Works e,__ REVIEWED BY: Gregg Kovacevich, Assistant City Attorney APPROVED BY: Greg Carpenter, City Manager, BACKGROUND AND DISCUSSION: The contractor who has tentatively been awarded this deck repair project is still trying to secure the proper insurance and endorsements required by the City of El Segundo. His current company as well as several other insurance companies he's contacted do not offer the required level of insurance, while other vendors simply do not provide coverage to smaller companies such as his. One company he recently contacted is in the process of determining whether they can meet the City's requirements given his business size, but have indicated that the insurance premium will be significant. The bond requirements have been met. As a recap, the work includes installing six (6) new drains and applying new elastomeric deck coating on the balconies of three (3) units for an estimated $38,000 plus contingency. The work is expected to be completed before the onset of the rainy season this fall. 32 Public Contracts Code § 22050 (c) requires that the City Council receive updates at every regularly scheduled meeting until the emergency repair is completed. Therefore, staff recommends that City Council receive and file this report on the status of the emergency repair to address the water intrusion issues at Park Vista Senior Housing Facility. 33 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: October 20, 2015 AGENDA HEADING: Consent Agenda Consideration and possible action regarding adoption of a resolution authorizing the annual destruction of identified records in accordance with the provisions of Section 34090 of the Government Code of the State of California. (Fiscal Impact: Not to exceed $1,000) RECOMMENDED COUNCIL ACTION: 1. Adopt Resolution authorizing the destruction of certain records; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Resolution with Attachments FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $1,000 Additional Appropriation: N/A Account Number(s): 001400 -1301 -6214 (Professional - Technical) ORIGINATED BY: Mona Shilling, Deputy City Clerk II (Actin, REVIEWED BY: Tracy Weaver, City Clerk APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Each year various Departments need to transition older documents to storage or destruction and make space for new records. By reviewing the older records and inventorying the current ones, available storage space is used more efficiently. Documents from the following departments are proposed to be destroyed in accordance with Government Code Section 34090: Planning and Building Safety Recreation and Parks Fire Library Police Treasury City Clerk All listed records on the attached Resolution meet the required retention schedule adopted by City Council, Resolution No. 4291/4471/4487, and the City Attorney has given approval for the destruction of these records. 15 RESOLUTION NO. A RESOLUTION AUTHORIZING THE DESTRUCTION OF PUBLIC RECORDS IN ACCORDANCE WITH THE CALIFORNIA GOVERNMENT CODE. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Certain documents from the Planning and Building Safety, Recreation and Parks, Fire, Library, Police, Treasury and City Clerk departments are proposed to be destroyed in accord with Government Code § 34090; B. The City Attorney gave written approval for the destruction of these records pursuant to Government Code § 34090; C. Based upon the documents presented to it for destruction, it does not appear to the City Council that these records need be retained and are occupying valuable storage space. SECTION 2: Pursuant to Government Code § 34090, the City Council approves the destruction of the records referred to in attached Exhibit "A," which is incorporated by reference, and authorizes the City Clerk to dispose of the records in any lawful manner. SECTION 3: Upon destroying these documents, the City Clerk is directed to complete a certificate verifying the destruction of these records and file the certificate with the City's official records. SFCTION 4: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. [SIGNATURES ON NEXT PAGE] RESOLUTION NO. _ PASSED AND ADOPTED this 20th day of October 2015. Suzanne Fuentes, Mayor ATTEST: Tracy Weaver City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: David King Assistant City Attorney EXHIBIT A CITY OF EL SEGUNDO RECORDS MANAGEMENT RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed: Records Description Special Event Permits StartDate 1/2012 End Date -- 12/2012 Box 9 1 _ 1 Retention Period 2 years Dept PBS Temporary Use Permits 1/2011 12/2011 2 years PBS Amplified Sound Permit 1/2012 12/2012 1 2 years PBS Amplified Sound Permit 1/2011 12/2011 1 2 years PBS APPROVED(FOR DESTRUCTION: A 7ED FOR DESTRUCTION: City Attorney 0-h-� //-S- Date/ Iof�� - Date I HEREBY CERTIFY that the items listed above were approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk Date CITY OF EL SEGUNDO RECORDS MANAGEMENT RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed: Records Date End Date Box # Retention Period Dept Description Recreation Class Spring Spring 1-30 CU + 2 yrs Rec & Parks Registrations 2005 2012 On Site Recreation Class Summer 2012 279775515 CU + 2 yrs Rec & Parks Registrations In Storage Recreation Class Spring 2012 279775516 CU + 2 yrs Rec & Parks Registrations Fall 2012 In Storage Recreation Class Fall 2011 27975517 CU + 2 yrs Rec & Parks Registrations In Storage Recreation Class Fall 2010 279775518 CU + 2 yrs Rec & Parks Registrations In Storage Winter 2010 Recreation Class 279775519 CU + 2 yrs Rec & Parks Registrations In Storage Recreation Class Spring 2011 279775520 CU + 2 yrs Rec & Parks Registrations In Storage AP PRO ED F R DES RUC ION: Department Head 14 Date APPROVED FOR DESTRUCTION: �i (C / fof- 0/13—j/ S7 City Nuorney Date I HEREBY CERTIFY that the items listed above were approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk Date CITY OF EL SEGUNDO RECORDS MANAGEMENT RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed: Records Date End Date Box 9 Retention Dept Description Period Deposit Summary 4/1/11 6/30/11 31 AU + 4 yrs Rec & Parks On Site Deposit Summary 1/16/08 7/10/08 279775507 AU + 4 yrs Rec & Parks In Storage Deposit Summary 7/11/08 2/01/09 279775502 AU + 4 yrs Rec & Parks In Storage Deposit Summary 2/2/09 7/30/09 279775503 AU + 4 yrs Rec & Parks In Storage Deposit Summary 7/31/09 2/4/10 279775504 i AU + 4 yrs Rec & Parks In Storage Deposit Summary 2/5/10 8/10/10 279775505 AU + 4 yrs Rec & Parks In Storage Deposit Summary 8/11/10 4/6/11 279775508 AU + 4 yrs Rec & Parks In Storage APPROVED FOR DESTR TION: Z")�OL 2 Depa ment Head APPROVED FOR DESTRUCTION: N 4 L(z� FP(— City Attorney q /z/ c-<- Date L -0 Date I HEREBY CERTIFY that the items listed above were approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk Date CITY OF EL SEGUNDO RECORDS MANAGEMENT RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed: Records Description Dispatch Summaries StartDate Jan.2007 End Date Jun.2007 Box # 1 -2015 Retention Period CL +7 Dept FIRE Dispatch Printouts Jan. 2007 Jun. 2007 1 -2015 CL +7 FIRE EMS Reports Jan. 2007 Jun. 2007 1 -2015 CL +7 FIRE Dispatch Summaries July 2007 Dec. 2007 2 -2015 CL +7 FIRE Dispatch Printouts July 2007 Dec. 2007 2 -2015 CL +7 FIRE FIRE EMS Reports July 2007 Dec. 2007 2 -2015 CL +7 Invoice /PO 2006 2007 3 -2015 AU +4 FIRE Invoice /PO 2006 2007 4 -2015 AU +4 FIRE Billing (Fire Prev.) Jan. 2009 Dec. 2009 5 -2015 AU +2 FIRE Routing Sheets Jan. 2011 Dec. 2011 5 -2015 CU +2 FIRE ICRMA — FEMA Pre - Disaster Mitigation Competitive Grant Pro ram 2/9/2004 N/A 5 -2015 CL +5 FIRE Target Capabilities List 9/2007 N/A 5 -2015 S +2 FIRE Invoice /P.O. 2007 2008 6 -2015 AU +4 FIRE Invoice /P.O. 2008 2009 7 -2015 AU +4 FIRE Invoice /P.O. 2008 2009 8 -2015 AU +4 FIRE Invoice /P.O. 2009 2010 9 -2015 AU +4 / FIRE Public Request 2008 2012 10 -2015 CL +2 FIRE Vacation Buybacks 1997 2003 10 -2015 AU +4 FIRE Staff Meeting 1994 2007 10 -2015 S +2 FIRE Minutes (2008 -2012 electronic copy only) Budget Prep & 1995 2000 11 -2015 CU +2 FIRE Misc. Fire Prevention 2009 2012 12 -2015 AU +2 FIRE Invoices Fire Prevention 2009 2012 13 -2015 AU +2 FIRE Invoices Routing Sheets 1995 2012 14 -2015 CU +2 FIRE Accident Reports 1980 1994 15 -2015 CL +2 FIRE Transfer Bulletins 1981 2003 15 -2015 S +2 FIRE Budget (Department 1994 1997 15 -2015 S FIRE reference copy) Fire Prev. New 2010 2011 16 -2015 CL +3 FIRE Construction and Fire Life Safety Reports Agenda Items 1991 2012 17 -2015 CU +2 FIRE Adopted 2000 2007 19 -2015 S FIRE Operating Budget (Department reference copy) Budget Historical 1998 2002 20 -2015 S FIRE (Department reference copy) APPROVED FOR DESTRUCTION: L—'F9 q-0 Department Head Date APPROVED FOR DESTRUCTION: P � City Attorney Date I HEREBY CERTIFY that the items listed above were approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk Date CITY OF EL SEGUNDO RECORDS MANAGEMENT RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed: Recar[�s lescri firm Start Date I?ntl' )x # Retention Period Uc�partment MISC LIBRARY ADMIN RECORDS /REPORTS: Duplicate copy of Budget Book: (Yr 2005 -06, 2006 -07, 2007 -08) & Prelim Budget (Yr 2009 -2010) 2005 2008 1 4/7 yrs Library Expenditure Detail Report (Finance) 2008 2010 1 2 Friends of the Library Book Sales Reports 2009 2010 1 2 " Material Collection Dev (IFR) Report 2007 2010 2 2 " Meeting Room A plications 2010 2011 2 2 " Metropolitan Cooperative Library (MCLS) Correspondence/Invoice/Report 2000 2009 2 4/7 yrs " Baker & Taylor Correspondence 2001 2009 2 2 yrs " Purchase Orders 2006 2008 3 " INVOICES: AT &T 2010 2011 " Affordable Library Products 2010 2011 " Abdo Publishing Co. 2008 2010 " American Computer Supplies 2002 2005 " Arrowhead Water 2003 2011 " Baker & Taylor 2010 2011 " EBSCO 2009 2010 " Gale 2003 2011 " Gaylord 2007 2010 " Liberty City 2007 2011 " QBI 2010 2011 " Quill 2006 2011 " Random House 2010 2011 " Recorded Books 2010 2011 " Rosen Publications 2010 2011 " Thomson West 2004 2010 " Vital Signs 2003 2011 " APPROVED FOR DESTRUCTION: Department Head APPROVED FOR DESTRUCTION: u �-v City Attorney Date l !TLl- � Date I HEREBY CERTIFY that the items listed above were approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk Date CITY OF EL SEGUNDO RECORDS MANAGEMENT RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291): Records Description Start Date End Date Box 9 Retention Dept Period TRAFFIC CITATIONS 01/01/2010 12/31/2010 1 2 YEARS POLICE (MOVERS) TRAFFIC CITATIONS 01/01/2011 12/31/2011 1 2 YEARS POLICE (MOVERS) IMPOUNDED /STORED VEHICLE NON- 01/01/2009 12/31/2010 1 2 YEARS POLICE CRIMINAL REPORTS RECORDS CHECKS/ BACKGROUND CHECKS 01/01/2011 12/31/2011 1 2 YEARS POLICE FOR OTHER AGENCIES/ CLEARANCE LETTERS MISCELLANEOUS CORRESPONDENCE, 01/01/2009 12/31/2011 1 2 YEARS POLICE LETTERS. CRIME REPORTS, _ INCLUDING INCIDENTS, 2 YEARS LOST & FOUND 01/01/2010 12/31/2010 1 (NO LONGER POLICE PROPERTY, NEEDED) FIELD INTERVIEW 2 YEARS CARDS /SRF ENTRIES 01/01/2011 12/31/2011 1 (NO LONGER POLICE NEEDED) CANCEL CRIME REPORTS MISCELLANEOUS INCIDENTS REPORTS VANDALISM REPORTS TRAFFIC COLLISION 1 OF 2 4 YEARS REPORTS (NON- FATAL) 01/01/2010 12/31/2010 2 OF 2 (NO LONGER POLICE FRAUD, FORGERY, NEEDED) PETTY THEFT, DRUG OFFENSES (MARIJUANA) SIMPLE ASSAULT REPORTS CRIME REPORTS INDEX FROM TO YEAR 1 OF 3 2 YEARS CARDS FROM 1965 TO 2 OF 3 (NO LONGER POLICE 1989 (TOTAL OF 8,823) YEAR 1965 1989 30173 NEEDED) UNIFORM CRIME REPORTING 2008 2010 1 5 YEARS POLICE STATISTICAL REPORTS TIMESHEETS ALL OF (PERSONNEL) FROM YEAR 2005 YEAR 2005 TO 2008. CAD DISPATCH RECORDINGS AUDIO 2007 TAPES ALL OF 1 OF 2 YEAR 2008 2 OF 1 2010 rowtW111 9W 180 DAYS (NO LONGER POLICE POLICE DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION: e merit head Date Tracy Weaver, City Clerk Date I HEREBY CERTIFY that the items listed above are approved for destruction in accordance with City policies and procedures: — 2� -� 1 c b/1 I-1 City Attorney D' po Authorization Date CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02, Amended 06/07/06 by Resolution 4471): Records Description UUT & Water Start Date 06/01/06 End Date 09/30/07 Box 279774874 Retention Period 7 years Dept Treasury UUT & Paramedics 06/06/06 09/30/07 279774873 7 years Treasury Parking Citation & Paramedics 10/01/06 09/30/07 279774872 7 years Treasury Bank Statement —Union Bank 10/01/06 09/30/07 615403763 7 years Treasur Worker Compensation Backup 10/01/06 09/30/07 615403761 7 years Treasury Bank Deposit — Library 10/01/06 09/30/07 615403757 7 years Treasury Bank Deposit — Rec & Park 10/01/06 09/30/07 615403759 7 years Treasury Bank Deposit — City Hall 10/01/07 01/31/08 615403754 7 years Treasury Bank Deposit — City Hall 02/01/08 1 05/31/08 615403755 7 Xears Treasury APPROVED FOR DESTRUCTION: apartment Head APPROVED FOR DESTRUCTION: City Attorney \©1'-k \�T ate \ Date I HEREBY CERTIFY that the items listed above are approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk NAMISODestructionWert of Destruction 2015- 07.doc Date CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02, Amended 06/07/06 by Resolution 4471): Records Description Start End Box Retention Dept Date Date Period City Council Agenda Packets 01/06/ 07/20/04 6/2015 1 CU +2 City Clerk 04 City Council Agenda Packets 08/03/ 12/21/04 6/20152 CU +2 City Clerk 04 Bids and RFP Submittals 2004 2004 6/20153 CU +2 City Clerk Bids and RFP Submittals 2004 2004 6/20154 CU +2 City Clerk Bids and RFP Submittals 2003 2003 6/20155 CU +2 City Clerk Bids and RFP Submittals 2003 2003 6/20156 CU +2 City Clerk Bids and RFP Submittals 2003 2003 6/2015 7A CU +2 City Clerk Bids and RFP Submittals 2003 2003 6/2015 7B CU +2 City Clerk Bids and RFP Submittals 2004 2004 6/2015 8 CU +2 City Clerk Bids and RFP Submittals 2005 2005 6/20159 CU +2 City Clerk Bids and RFP Submittals 2005 2005 6/2015 10 CU +2 City Clerk Bids and RFP Submittals 2005 2005 6/2015 11 CU +2 City Clerk Completed/Expired Contracts 2001 2004 1 6/2015 12 CL +2 City Clerk 2010 Election Rosters /Index 2010 2010 6/2015 13 E +5 City Clerk 2011 General Correspondence/ 2011 2011 6/2015 14 CL +2 City Clerk 2011PRAR General Municipal Election — 2014 2014 6/201415 E +.5 City Clerk April 8, 2014 - Extra Spoiled 6/2015 16 unused ballots /Stubs from 6/2015 17 unused Ballots /Spoiled Gray 6/2015 18 Ballot Envelopes 6/2015 19 6/201520 6/201521 6/201522 General Municipal Election — 2014 2014 6/201523 E +.5 City Clerk April 8, 2014 - Extra Unused 6/201524 ballots — Vote by Mail 6/201525 Envelopes 6/201526 P: \City C lerk \Destruction_Retention\2015 \2015 CERTIFICATION OF DESTRUCTION FORM - CITY CLERK.doc Records Description Start End Box # Retention Dept. Date Date Period General Municipal Election — 2014 2014 6/201527 E +.5 City Clerk April 8, 2014 — Extra election ballot supplies: yellow ballot envelopes, white ballot envelopes, gray ballot envelopes, unused voter ballots General Municipal Election — 2014 2014 6/201528 E +.5 April 8, 2014 — Turned in 6/201529 Election Ballots 6/201530 6/201531 General Municipal Election — 2014 2014 6/201532 April 8, 2014 — Sealed Counted Ballots APPROVED FOR DESTRUCTION: i t alt Head APPROVED FOR DESTRUCTION: City Attorne /v • /-a - 16— Date l o r- /s7 Date I HEREBY CERTIFY that the items listed above are approved for destruction on in accordance with City policies and procedures: Tracy Weaver, City Clerk Date P: \City Cl erk\ Destruction_Retention\2015\2015 CERTIFICATION OF DESTRUCTION FORM - CITY CLERK.doc DOCUMENTS FOR DESTRUCTION 6/2015 BOX 1 Agenda Packets 01/06/04 01/20/04 02/03/04 02/17/04 03/03/04 03/16/04 04/06/04 04/20/04 05/04/04 05/18/04 06/01/04 SPECIAL 06/01/04 06/15/04 07/06/04 07/15/04 07/20/04 DOCUMENTS FOR DESTRUCTION 6/2015 BOX 2 Agenda Packets 08/03/04 08/17/04 SPECIAL 08/17/04 08/18/04 09/07/04 09/21/04 09/28/04 09/29/04 10/05/04 10/19/04 33/03/04 11/16/04 12/07/04 12/21/04 DOCUMENTS FOR DESTRUCTION 6/2015 BOX 3 Bids and RFP's RSI 04 -01 Bid Group 4 — Residential Sound Insulation RFP 04 -02 High Rise Inspection Services RFP 04 -03 Rec Park Staff, League, Camp Shirts and Hats RFP 04 -04 Reissued -Staff & Award Apparel, RP RFP 04 -05 Park Vista Housing Management RFP 04 -06 Aquatic Master Plan Development RFP 04 -07 Janitorial Services DOCUMENTS FOR DESTRUCTION 6/2015 BOX 4 Bids and RFP's RFP 03 -05 Douglas Street Project Construction Management RFP 04 -08 Green Waste Hauling and Recycling RFP 03 -10 Workers Compensation Claims Administration RFP 04 -09 Landscape Maintenance Services RFP 04 -10 Cable Television Consultant Services RFP 04 -11 Residential Sound Insulation Program Group 5 RFP 04 -12 Business Recruitment Campaign RFP 04 -13 Light Pole Banner DOCUMENTS FOR DESTRUCTION 6/2015 BOX 5 Bids and RFP's PW 03 -01 Reconstruction of Storm Water Pump Station No. 16 PW 03 -02 Construct Sanitary Sewer Siphon & Remove Pump Station No. 12 PW 03 -03 Reconstruction of Storm Water Pump Station No. 16 PW 03 -05 Park Vista Senior Housing Exterior Painting PW 03 -04 ADA Automatic Doors at Joslyn, Library, City Hall East PW 03 -07 Curb and Gutter, Sidewalk and other Minor Improvements DOCUMENTS FOR DESTRUCTION 6/2015 BOX 6 Bids and RFP's PW 03 -09 Library Interior PW 03 -10 Street Lighting Conduits PW 03 -11 Lining of Sanitary Sewer Access Structures PW 003 -14 Chlorination System at City Plunge PW 03 -15 Sycamore Avenue Street Improvements DOCUMENTS FOR DESTRUCTION 6/2015 BOX 7A Bids and RFP's PW 03 -16 Community Center — Plans DOCUMENTS FOR DESTRUCTION 6/2015 BOX 7B Bids and RFP's PW 03 -16 Community Center PW 03 -17 Pavement Rehabilitation El Segundo Blvd. PW 03 -16 Community Center Re -bid DOCUMENTS FOR DESTRUCTION 6/2015 BOX 8 Bids and RFP's PW 04 -02 El Segundo Skateboard Park PW 04 -03 Installation of Heritage Stones PW 04 -06 Replacement of Water Lines PW 04 -08 Clubhouse Asbestos /Lead Abatement PW 04 -09 Replacement of Playground Equipment Holly /Kansas Park PW 04 -11 PCC Curb and Gutter PW 05 -13 1 -24 -06 PW 05 -12 12 -20 -05 PW 05 -11 4 -10 -05 PW 05 -10 4 -19 -05 PW 05 -09 5 -17 -05 PW 05 -08 10 -04 -05 PW 05 -05 3 -15 -05 PW 05 -04 2 -9 -05 PW 05 -03 3 -8 -05 PW 05 -02 3 -8 -05 PW 05 -01 5 -26 -07 DOCUMENTS FOR DESTRUCTION 6/2015 BOX 9 Install ADA Doors City Hall & PD Rehabilitation of Continental Blvd Golf Course Tee Improvements Golf Course Turf Underground Fuel Storage System Repairs Phase 11 Install cabinets at Camp Eucalyptus VOID Clubhouse Roof Repairs w /Annual Maintenance Clubhouse HVAC Refurbishment w /Annual Maintenance Clubhouse Interior Painting Clubhouse Plumbing Refurbishment Plunge Steel Roof Truss Repair DOCUMENTS FOR DESTRUCTION 6/2015 BOX 10 RSI 05 -14 10 -18 -05 Residential Sound Insulation Program Group 8 RFP 05 -13 9 -20 -05 Design Services Driving Range at Lakes Golf Course RFQ 05 -15 10 -25 -05 Professional Auction Services RFP 05 -16 12 -13 -05 Athletic Field Complex Development Services RFP 05 -12 9 -23 -05 2005 Urban Water Management Plan Update RFP 05 -11 9 -23 -05 Engineering & Traffic Survey — NO BIDS RSI 05 -09 8 -2 -05 Residential Sound Insulation Program Group 7 RFP 05 -10 7 -7 -05 RFP 05 -08 RFP 05 -07 5 -31 -05 RFP 05 -06 4 -8 -05 RFP 05 -04 4 -5 -05 RFP 05 -03 3 -15 -05 RFP 05 -02 3 -8 -05 RSI 05 -01 2 -15 -05 DOCUMENTS FOR DESTRUCTION 6/2015 BOX 11 Traffic Congestion Mitigation Fee Update HVAC Maintenance for City Buildings — CANCELLED Residential Sound Insulation Program Group 6 Telemetry System Tree Maintenance Quarterly Rec Park Brochure 4th of July Fireworks — NO BIDS RSI Construction Bid Group 5 Rebid 6/2015 BOX 12 Completed/Expired Contracts 3247 9 -30 -04 Individual Contract Instructor Agreement Wanda Borgerding 3248 9 -30 -04 Individual Contract Instructor Agreement Heather Bell 3251 9 -30 -04 Individual Contract Instructor Agreement Kimberly Shultz 3254 3 -12 -04 License Agreement Culver City — PD Range Use 3278 2 -8 -05 Shannon Executive Search 3296 9 -30 -04 Nicks' Independent Contract Sports Officials CO -ED Softball 3304 8 -31 -04 Instructor Agreement Erin Murphy 3305 1 -20 -05 Marcus Lubba, Instructor Contract 3320 12 -12 -05 Tremco, Inc. Library Roof Maintenance 3321 9 -30 -04 AGC LLC — Golf Course Operation and Maintenance 3322 9 -30 -04 AGC LLC — Golf Course Concession 3323 1 -20 -05 Fieldman, Rolapp & Associates 3325 4 -6 -04 Advanced Fuel Filteration Systems — Emergency Repair 3334 9 -7 -04 TCTH Screenworks 3337 12 -31 -04 All Area Plumbing 3338 9 -30 -04 MWW 3242 9 -30 -04 Individual Contract Instructor Agreement Madeline Burke 3240 9 -30 -04 Yoga Instructor Victoria Elia 3233 9 -30 -04 Howard Riley Co — Waterproof Maint Racquetball Courts 3214 8 -23 -04 Flo - Systems — flow tests on sewage systems 3212 6 -3 -04 Cvil Works — Rehab El Segundo Blvd 3169 5 -20 -04 Cora Constructors — Reconstruction of Pump Station 16 3160 3 -8 -04 S.H.E. Construction — Roof Structure for Storage Bins 3158 3 -17 -04 Sequel Contractors Inc. Downtown Specific Plan Improvements 3125 8 -31 -04 C & C Automotive Distributors — parts 3093 8 -5 -04 Exxon Agreement — VOID See 3306 3089 1 -29 -04 Uniforms Inc. — Fire Dept 3040 2 -4 -04 Exel Paving Sepulveda Blvd Intersection/Signal Improvements 3027 6 -30 -04 Oldtimers Foundation — Delivered Meals Program 2990 9 -14 -04 AKM Consulting Engineers 2958 8 -17 -04 Pacific Sewer Maintenance — root control 2954 9 -30 -04 Verne Simon — professional services 2945 9 -30 -03 Cassidy & Associates — consultant LAX Master Plan 2936 9 -14 -04 Advanced Applied Engineering — professional services 2923 10 -21 -04 Lawrence R. Moss Assoc — Downtown Specific Plan 2905 7 -12 -04 CSUDH Foundation — Community Center Needs Assessment 2884 7 -10 -01 The Horoizon Group — Apraisal 2788 10 -30 -04 West Coast Arborists — tree maint 3182 6 -30 -04 Southview Home Care Services — in -home services 2682 6 -30 -02 MAX Commuter Bus Service 2681 7 -1 -01 MOU Capital Reserve Fund — Prop A & C 6/2015 BOX 13 2010 Election Rosters /Index 6/2015 BOX 14 2011 General Correspondence Files 2011 Public Records Requests DOCUMENTS FOR DESTRUCTION 6/2015 BOX 15 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 16 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 17 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 18 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 19 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 20 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 21 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 22 General Municipal - April 8, 2014 Election Items Extras Spoiled unused ballots Stubs from unused Ballots Spoiled Gray Ballot Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 23 General Municipal - April 8, 2014 Election Items Extra Unused ballots - Voter by mail Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 24 Unused ballots - Voter by mail Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 25 Unused ballots - Voter by mail Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 26 Unused ballots - Voter by mail Envelopes DOCUMENTS FOR DESTRUCTION 6/2015 BOX 27 Extra election ballot supplies — + yellow ballot envelopes ■ white ballot envelopes • gray ballot envelopes • unused voter ballots DOCUMENTS FOR DESTRUCTION 6/2015 BOX 28 April 8, 2014 Election Items 04/08/2014 Turned in Election Ballots DOCUMENTS FOR DESTRUCTION 6/2015 BOX 29 04/08/2014 Turned in Election Ballots DOCUMENTS FOR DESTRUCTION 6/2015 BOX 30 04/08/2014 Turned in Election Ballots DOCUMENTS FOR DESTRUCTION 6/2015 BOX 31 04/08/2014 Turned in Election Ballots DOCUMENTS FOR DESTRUCTION 6/2015 BOX 32 April 8, 2014 Election Items Box with 10 small boxes inside containing counted ballots. Boxes are all sealed. EL SEGUNDO CITY COUNCIL MEETING DATE: October 20, 2015 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to adopt a Resolution approving Plans and Specifications for Construction of American with Disabilities Act (ADA) Sidewalk Ramps (CDBG Project). Project No. PW 15 -24 (Fiscal Impact: $60,000.00 in CDBG grant funds) RECOMMENDED COUNCIL ACTION: Adopt attached resolution approving Plans and Specification for the construction of American with Disabilities Act (ADA) Sidewalk Ramps (CDBG Project). 2. Authorize staff to advertise the project for receipt of construction bids. 3. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Resolution FISCAL IMPACT: $60,000 in anticipated grant funding Amount Budgeted: $60,000.00 Additional Appropriation: No Account Number(s): 111 -400- 2781 -8441 (Community Development Block Grant: Capital Projects) ORIGINATED BY: Cheryl Ebert, Senior Civil Engineer rJ �+ REVIEWED BY: Stephanie Katsouleas, Public W s Director IV APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Each year, the City of El Segundo applies for Community Development Block Grant (CDBG) fund (federal fund) from the Community Development Commission of the County of Los Angeles (CDC). This funding is available for community development projects that meet national objectives that benefit low and moderate income persons, address slums or blight and/or meet a particular urgent community development need. The City's specific ADA Ramp Installation Project, which consists of installation of new curb ramps at nine (9) locations within the City, meets these funding criteria. An additional eight (8) locations are included as an alternate bid pending available funding (see attached location map). Funding for this year's project is approximately $60,000. As with many federally funded projects, the City will pay for all construction costs and receive reimbursement once the applicable project documents have been approved by the CDC. Staff recommends that City Council adopt the plans and specifications for the installation of ADA ramps, approve the attached resolution, and authorize the project for receipt of construction bids. 35 RESOLUTION NO. A RESOLUTION APPROVING THE DESIGN AND PLANS FOR THE CONSTRUCTION OF ADA RAMPS (CDBG PROJECT) PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT PAYMENT ACCOUNT. The City Council of the City of El Segundo does resolve as follows: SECTION 1: The City Council finds and declares as follows: A. The City Engineer prepared specifications and plans requesting Construction of ADA Ramps (CDBG Project) (the "Project "). These plans are complete. Bidding for construction of the Project may begin; B. The City Council wishes to obtain the immunities set forth in Government Code § 830.6 with regard to the plans and construction of the Project. SECTION 2: Design Immunity; Authorization. A. The design and plans for the Project are determined to be consistent with the City's standards and are approved. B. The design approval set forth in this Resolution occurred before actual work on the Project construction commenced. C. The approval granted by this Resolution conforms with the City's General Plan. D. The City Engineer, or designee, is authorized to act on the City's behalf in approving any alterations or modifications of the design and plans approved by this Resolution. E. The approval and authorization granted by this Resolution is intended to avail the City of the immunities set forth in Government Code § 830.6. SECTION 3: Project Payment Account. For purposes of the Contract Documents administering the Project, the City Council directs the City Manager, or designee, to establish a fund containing sufficient monies from the current fiscal year budget to pay for the Project ( "Project Payment Account ") following receipt of construction bids. The Project Payment Account will be the sole source of funds available for the Contract Sum, as defined in the Contract Document administering the Project. SECTION 4: The City Clerk is directed to certify the adoption of this Resolution. Resolution No. Page 1 of 2 36 SECTION 5: This Resolution will become effective immediately upon adoption. PASSED AND ADOPTED this 20th day of October, 2015. APPROVED AS TO FORM: Mark D. Hensley, City Attorney Karl H. Berger, Assistant City Attorney Suzanne Fuentes, Mayor Resolution No. Page 2 of 2 37 CITY MAP Construction of ADA I tamps CDBG Proj ert No.: 601718 -15 City WHO 9rµunllD SEPULVEDA BLVD, W W W yj, r'� Ijl 1� INDIANA CT. F 4'v�C1 ILUNOIS Ci, L / a WASHINGTON ST. CALIFORNIA ST. In ®r JJJ � R r CENTER ST. s1-�lU I BUNGALOW DR, I1 MARYLAND ST. MCCARTHY CT. SHELDON ST. CYPRESS ST. EUCALYPTUS DR. PEPPER ST. MAIN ST. CEDAR ST. CONCORD PL VIRGINIA ST. LOMA VISTA ST. LOMITA ST. G 'a BAYONNE ST. M SIERRA PL. VALLEY ST. HILLCREST ST a 0 O s � o � 3 W L W W SEPULVEDA BLVD. INDIANA ST. ILUNOIS ST. WASHINGTON ST. KANSAS ST. 1AAAVIh!ID *T. CALIFORNIA ST. L j W a HIUaLESrsT. m OREGON ST, LLJ 3 REDWOOD AVE. SIERRA ST. YUCJ:A ST. ; CL LU i CENTER ST. SI J hBUNGALOW DR. DUNE ST. ARENA ST. m W EUCALYPTUS DR. l.i) O co STANDARD ST ZR 3 = 3 3 3 RICHMOND ST. VALLEY ST. HILLCREST ST a 0 O s � o � 3 W L W W SEPULVEDA BLVD. INDIANA ST. ILUNOIS ST. WASHINGTON ST. f�A KANSAS ST. 1AAAVIh!ID *T. CALIFORNIA ST. L j m OREGON ST, LLJ LOMITA ST. SIERRA ST. NEVADA ST. z CL LU CENTER ST. SI J hBUNGALOW DR. Q ARENA ST. f�A - 1AAAVIh!ID *T. L j Lia ia' LOMITA ST. SIERRA ST. PENN ST. SHELDON ST. ARENA ST. m W EUCALYPTUS DR. l.i) Q co STANDARD ST MAIN ST. RICHMOND ST. CONCORD ST. VIRGINIA ST. WHITING ST. i gLOMA x VISTA ST. ul 3 3 -1!!�- Z- �0 N m w0 CO EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: October 20, 2015 AGENDA HEADING: Consent Agenda Consideration and possible action to accept as complete the Community Development Block Grant (CDBG) Project 601711 -14, "Installation of American with Disabilities Act (ADA) Sidewalk Ramp Project." Project No. PW 14 -09 (Fiscal Impact: $41,288.50 in CDBG grant reimbursement funds). RECOMMENDED COUNCIL ACTION: 1. Accept the work as complete. 2. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. 3. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $41,288.50 Additional Appropriation: No Account Number(s): 111 - 400 - 2781 -8499 (Community Development Block Grant: Capital Projects) ORIGINATED BY: Cheryl Ebert, Senior Civil Engineer REVIEWED BY: Stephanie Katsouleas, Public Works Directo l-2 APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On April 21, 2015, City Council approved a contract for Project No. PW 14 -09, ADA Ramp Installation Project, CDBG Project 601711 -14 with Rojas Construction to construct six (6) ADA ramps at various intersections throughout the city. Due to the base bid amount, the City was able to add four (4) additional locations for a combined total of ten (10) ADA ramps for installation. The contractor began demolition on July 13, 2015 and completed all work on August 27, 2015. A final inspection for Rojas Construction's work has been performed and it was determined that the project was completed per the plans and specifications and to the satisfaction of the Public Works Department. The final project costs are as follows: Original Base Bid (six items) $21,000 Alternate Bid (four additional items) + $20,000 Change Order + $288.50 Total Final Project Cost $41,288.50 WE Staff recommends that City Council accept the work performed by Rojas Construction as complete and authorize the City Clerk to file a Notice of Completion with the County Recorder's Office. E Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: ADA Ramp Installation Project, CDBG Project No. 601711 -14 Project No.: PW 14 -09 Contract No. 4840 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: 1. The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of El Segundo 3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Facilities 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on August 31, 2015. The work done was: Ten (10) ADA Ramps 6. On October 20, 2015, City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7. The name of the Contractor for such work of improvement was: Rojas Construction 8 The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows: Ten (10) ADA Ramps at various locations 9. The street address of said property is: Various locations, El Segundo, CA 90245 Dated: Stephanie Katsouleas Public Works Director VERIFICATION I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on _ , 2015 at El Segundo, California. Stephanie Katsouleas Public Works Director 41 EL SEGUNDO CITY COUNCIL MEETING DATE: October 20, 2015 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to participate in the County of Los Angeles Countywide Comprehensive Park and Recreation Needs Assessment and enter into a Funding Agreement to accept a $2,500 stipend for expenses related to facilitating community engagement activities. (Fiscal Impact: $2,500 Revenue) RECOMMENDED COUNCIL ACTION: 1. Approve the request to participate in the Countywide Needs Assessment and enter into a Funding Agreement to accept a $2,500 stipend; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Request letter on behalf of the County of Los Angeles 2. Funding Agreement for Community Engagement Activities Related to the Countywide Parks Needs Assessment FISCAL IMPACT: $2,500 Revenue Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): PREPARED BY: Meredith Petit, Recreation & Parks Director REVIEWED BY: Meredith Petit, Recreation & Parks Director APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: The County of Los Angeles has initiated a Countywide Comprehensive Park and Recreation Needs Assessment to determine the need for parks and other recreation facilities in cities and unincorporated communities throughout Los Angeles County. The assessment will consider the need for new parks as well as improvements to existing parks. Using a community -led outreach process, geographic information system (GIS) -based spatial analysis, and online data management technologies, the final product will identify geographic areas with the greatest need for new parks and improvements to existing parks, and will also identify, prioritize, and outline costs for specific park projects in every part of the County. The City of El Segundo Recreation and Parks Department has been participating thus far to help provide information about our existing parks and park needs in El Segundo. The next step is to identify the highest priority of park and recreation projects for El Segundo, using feedback from the residents and elected officials. To reimburse expenses related to these activities the County of Los Angeles is offering a stipend of $2,500 to assist cities in community engagement efforts. The attached agreement must be approved and executed to receive these funds. A Over the past several years, the City of El Segundo parks have greatly benefited from grant funds generated and allocated by the County of Los Angeles. By participating in this study, the County will have much - needed valuable information that will help in determining future funding programs for the cities within the County. 43 Q PLACEWORKS May 7, 2015 Meredith Petit Director of Recreation & Parks City of El Segundo 350 Main St. El Segundo, CA 90245 Subject: Countywide Comprehensive Park and Recreation Needs Assessment Dear Meredith: The County of Los Angeles is initiating a Countywide Comprehensive Park and Recreation Needs Assessment to determine the need for parks and other recreation facilities in cities and unincorporated communities throughout Los Angeles County. The assessment will consider the need for new parks as well as improvements to existing parks. On behalf of the County of Los Angeles, I would like to invite you to participate in the development of the Park Needs Assessment. The Park Needs Assessment began in March and will continue through May 2016. It will involve a comprehensive analysis of the current assets, needs, and opportunities within the County's cities and unincorporated areas. Using a community -led outreach process, geographic information system (GIS)- based spatial analysis, and online data management technologies, the final product will identify geographic areas with the greatest need for new parks and improvements to existing parks, and will also identify, prioritize, and outline costs for specific park projects in every part of the County. PlaceWorks, an independent consulting firm, will lead the Assessment on behalf of the County of Los Angeles. We have convened a 40- member Steering Committee to oversee the project, as well as a Technical Advisory Committee to provide input on technical aspects of the project. El Segundo is represented on the Steering Committee in the form of a representative from the South Bay Council of Government, in addition to five representatives from your supervisorial district, The Park Needs Assessment is intended to be a "from the ground up" effort, with input taken from every individual city in the County. Therefore, your primary role on the project will be to help us to verify information about existing parks and park needs in El Segundo, and (more importantly) to supply a list confirmed by your City Council of the highest priority park and recreation projects in El Segundo. With this in mind, we request that El Segundo participate in the Park Needs Assessment in the following specific ways: 1. Provide a contact person (potentially from your Parks Department, GIS Department or Community Development Department) with whom we can coordinate regarding the project. 2. Provide data on parks within El Segundo using an online web portal. The data you provide will be analyzed at a Planning Area level across the county. 3. Participate in appropriate public outreach within El Segundo beginning in early 2016. The outreach effort may be led by El Segundo, or by a community -based organization of your choice. PlaceWorks will conduct a training session for staff leading the outreach effort, prepare an outreach toolkit, and provide a stipend of $2,500 per planning area for the outreach work. 950 S. Flower Street, Suite 120 1 Los Angeles, California 90015 1 213 62 3.1443 1 PlaceWorks cof1, Q PLACEWORKS 4. Provide a prioritized listof park and recreation improvements within El Segundo. This listshould be approved by your City Council, and may come from the public outreach process described above and /or from an existing document such as your General Plan or a Park Master Plan. We hope you will join us in this effort and would like to schedule a meeting with you in the next few weeks to confirm your participation and answer any questions you may have regarding the Assessment. Please contact C.C. LaGrange by phone at 714.966.9220 or email at clagrange @placeworks.com to designate your staff representative and arrange for a meeting. In the meantime, please visit the Park Needs Assessment online at www.LACountyParkNeeds.org for additional information and feel free to call us with any questions. Again, please respond to C.C. LaGrange at 714.966.9220 or clagrange @placeworks.com regarding your interest in participating in this exciting and meaningful process. Sincerely, David Early, AICP, LEED AP Principal May 7, 2015 1 Paag 2 FUNDING AGREEMENT FOR COMMUNITY ENGAGEMENT ACTIVITIES RELATED TO THE COUNTYWIDE PARKS NEEDS ASSESSMENT CITY OF EL SEGUNDO THIS FUNDING AGREEMENT ( "Agreement ") is made and entered into this day of 2015 by LOS ANGELES COUNTY, body corporate and politic ( "County ") and CITY OF EL SEGUNDO a body corporate and politic ( "City "). WITNESSETH: WHEREAS, the County Board of Supervisors adopted a motion dated February 3, 2015 authorizing the Director of the County Department of Parks and Recreation to execute this Agreement with the City to fund costs for community engagement activities ( "Community Engagement ") related to the countywide parks needs assessment effort upon approval as to form by County Counsel. WHEREAS, the County is willing to provide the City with funding to assist the City in its efforts to engage the residents of the study area(s) listed on Exhibit A attached hereto (each, a "Study Area ") to identify and prioritize park projects within such Study Area (s). WHEREAS, the City, with funding assistance from County, intends to implement a community engagement plan attached thereto as Exhibit B ( "Community Engagement Plan ") within the Study Area(s). WHEREAS, County intends to provide funds to the City in the amount of $2,500 ( "Engagement Funds ") per Study Area and pursuant to California Government Code Section 26227 County may fund projects that are necessary to meet the social needs of the County. NOW, THEREFORE, in consideration of the mutual promises, covenants and conditions set forth herein, the parties hereto agree as follows: A. Approved Funding and Costs. County hereby grants to the City the Engagement Funds in the amount of $2,500 ($2,500 per Study Area) to support the City's Community Engagement. B. Agreement Term. This Agreement will remain in force until completion of the Community Engagement by the City, or as mutually agreed by the City and the County. C. Indemnity 1. City agrees to indemnify defend and hold harmless County, its agents, special districts, elected officials, officers and employees, from and against any and all liability, expense, including defense costs and legal fees, and claims for damages of any nature whatsoever, including, but not limited to bodily injury, death, personal injury, or property damage arising from or connected with City's operations or services hereunder, including any workers' compensation suits, Federal Fair Labor Standards Act wage or hour law violations, liability, or expense, arising from or connected with services performed by or on behalf of City by any person pursuant to this Agreement. 2. County agrees to indemnify, defend and hold harmless City, its officers, directors, or employees, from and against any and all liability, expense (including reasonable outside attorney fees) resulting from the willful negligent acts or omissions of County, its agents, officers, or employees in connection with this Agreement. HOA 1 184451.3 M D. Financial Records 1. The City agrees to use a generally accepted accounting system and to maintain satisfactory financial accounts, documents, and records of this expenditure of Engagement Funds and to make them available to County for auditing and inspection at reasonable times for the purpose of verifying appropriateness and validity of expenditures of Engagement Funds under the terms of this Agreement. The City also agrees to retain such financial accounts, documents, and records for five (5) years following termination of this Agreement. 2. The City, within thirty (30) days of notification from County of its audit findings, may dispute the audit findings in writing to County and provide County with records and /or documentation to support the expenditure claims. County shall review this documentation and make a final determination as to the validity of the expenditures. E. Notices and Approvals All notices and approvals shall be directed to and made by the following representatives of the parties: To the Department: Parks and Recreation Attn: Norma E. Garcia, Deputy Director Planning & Development Agency 510 South Vermont Avenue Los Angeles, CA 90020 To City: Name: Address: F. Severability /Effective Date /Governing Law /Counterparts /Nondiscrimination If any provision of this Agreement, or the application thereof, is held to be invalid, that invalidity shall not affect other provisions or applications of the Agreement that can be given effect without the invalid provision or application, and to this end the provisions of the Agreement are severable. The effective date of this Agreement shall be the date that the Agreement is executed by the Department's Director. This Agreement will be be governed by and construed in accordance with California laws. This Agreement may be executed in counterparts, each of which shall be deemed an original. The City shall not discriminate against any person on the basis of race, color, sex, sexual orientation, age, religious belief, national origin, marital status, physical or mental handicap, medical condition, or place of residence in the use of the Engagement Funds paid to the City pursuant to this Agreement. G. Independent Status. This Agreement is not intended and shall not be construed to create the relationship of agent, servant, employee, partnership, joint venture or association as between County and City. City understands and agrees to bear the sole responsibility and liability for furnishing Workers' Compensation benefits to any person for injuries arising from or connected with services performed on behalf of City pursuant to this Agreement. H. Compliance with Law HaA.11 84451 3 III 47 City's completion of the Project shall conform to and abide by all County ordinances and all State and Federal laws and regulations insofar as the same or any of them are applicable; and where permits and /or licenses are required for City's work, the same must be first obtained from the regulatory agency having jurisdiction thereover. IN WITNESS WHEREOF, the City has executed this Agreement, or caused it to be duly executed by its authorized representative, and the County by order of its Board of Supervisors, has delegated to the Director of Parks and Recreation, or his designee, the authority to execute this Agreement on its behalf on the date and year written below. CITY By: Name: Title: APPROVED AS TO FORM FOR THE CITY: A Name: Title: COUNTY OF LOS ANGELES By: Norma E. Garcia Deputy Director APPROVED AS TO FORM FOR THE COUNTY: MARY C. WICKHAM Interim County Counsel go Claudia Gutierrez, Deputy County Counsel f:r9LmI1.01rb 1R3 Date Date Date EXHIBIT A CITY: EL SEGUNDO STUDY AREA: 02230 ($2,500) M EXHIBIT B Community Engagement Plan (See attached) WE W e all need Study Area: 2230 , 60 PARKS Community Engagement Plan A Community Engagement Meeting must be held in each Study Area between December 1, 2015 and February 15, 2016. The meeting can be run by city staff or by a community -based organization of your choice. The meeting facilitator must attend one of three trainings. At the training, facilitators will receive all information needed to hold the meeting. To offset the cost of the Community Engagement Meeting, a $2,500 stipend is available for each Study Area. Please answer the questions below and return this form to Rita Robinson robinson@parks.lacounty.gov by October 15, 2015 Please tell us about your community engagement meeting: Date: 01/12/2015 Time: 6:00 PM Location: City of El Sequndo Council Chambers El Parking provided El Accessible by public transportation What translation services (if any) will be provided? Languages: None Who will be facilitating your community engagement event(s)? I]City Staff ❑Community -Based Organization. Name of CBO: Please provide the contact information for the primary facilitator and any secondary facilitator (if applicable) that will be attending the mandatory training. You may have a maximum of 2 people. Name: Jesse Bobbett Name: Title: Recreation Superintendent Title: Address: 339 Sheldon Street - Joslyn Center Address: Phone: ibobbett @elsequndo.orq Phone: Email: ibobbett @elsequndo.orq Email: Please rank your preference for a mandatory facilitator training date. Space is limited at each training and spaces will be reserved based on the timely return of this form. 1 Monday -- November 16, 2015 10:00am- 12:00pm Roy Anderson Recreation Center 2 Tuesday -- November 17, 2015 6:30pm- 8:30pm Los Angeles County Arboretum 3 Saturday -- November 21, 2015 10:00am- 12:00pm San Fernando Park Please describe how you will promote your engagement meeting (select all that apply): ❑✓ Publicly posted notice ❑✓ Canvassing ❑Mailers []Television/ Radio E]Website ❑Other OSocial Media Please describe your attendance goal (# of attendees): 25 -30 Please provide any additional details related to your action plan for engaging the community: The list of prioritized parks projects generated at the community engagement meeting is due to the County by February 29, 2016. 51