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2015 Nov 03 - CC PACKETAGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, NOVEMEBER 03, 2015 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATION — (Related to-City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. SPECIAL ORDER OF BUSINESS: CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(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. 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 2 2 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 3 3 AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet, are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, NOVEMBER 03, 2015 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Pastor Wes Harding, The Bridge PLEDGE OF ALLEGIANCE — Council Member Dugan PRESENTATIONS a) Proclamation — Annual Spark of Love program November 16, 2015 through December 17, 2015. b) Proclamation — SUPER CPR SATURDAY, November 7, 2015. ROLL CALL PUBLIC COMMUNICATIONS — (elated 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 to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval. B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) Consideration and possible action to modify Condition No. 5L in Resolution No. 4415 and Ordinance No. 1382, as amended by Resolution No. 4542 and Ordinance No. 1417, regarding fencing requirements for the Plaza El Segundo and The Point development project. Applicant: Street Retail Inc. (Fiscal Impact: None) Recommendation — 1) Open the Public Hearing; 2) Discussion; 3) Adopt a Resolution approving Environmental Assessment No. EA -1122 to modify Condition No. 5L for the Plaza El Segundo and The Point development project; 4) Introduce, and waive first reading, of an Ordinance for Environmental Assessment No. EA -1122 to modify Condition No. 5L for the Plaza El Segundo and The Point development project; 5) Schedule second reading and adoption of Ordinance on November 17, 2015; and /or 6) Alternatively, discuss and take other possible related action to this item. 5 C. UNFINISHED BUSINESS 2. Consideration and possible action regarding the results of the Information Technology Strategic Plan ( "ITSP ") completed by NexLevel Information Technology, Inc. _(Fiscal Impact: $0) Recommendation — 1) Review and adopt the Information Technology Strategic Plan; 2) Direct staff to follow the identified recommendations and staff proposals; 3) Alternatively, discuss and take other action related to this item. 3. Consideration and possible action to: 1) review the proposed lighting designs for the Richmond St. Rehabilitation Arterial Improvement Project between El Segundo Blvd. and Holly St., 2) provide direction to staff on possible revisions and 3) direct staff to proceed with preparation of construction plans and specifications. Fiscal Impact: $800,000.00 Recommendation — 1) Review the proposed lighting designs for the Richmond St. Rehabilitation Arterial Improvement Project; 2) Provide direction to staff on possible revisions to the proposed design; 3) Direct staff to proceed with the preparation of construction plans and specifications inclusive of any design changes; or 4) Alternatively, discuss and take other action related to this item. D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 4 Environmental Committee Status Report (Fiscal Impact: $0) Recommendation - 1) Receive and file; 2) action related to this item E. CONSENT AGENDA Alternatively discuss and take other 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. 5. Warrant Numbers 3008163 through 3008395 on Register No. 2 in the total amount of $1,026,805.58 and Wire Transfers from 10/05/15 through 10/18/15 in the total amount of $3,081,097.21. 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. 6. Special Meeting Minutes of October Recommendation — Approval. �:1 7. 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. 8. Consideration and possible action to authorize the City Manager to execute a professional services agreement with Prosum Technology Services in the amount not -to- exceed $50,000 to provide helpdesk and technical support for the Information Systems division. fiscal Impact: $50,000.00) _ Recommendation — 1) Authorize the City Manager to execute a professional services agreement with Prosum Technology Services in the amount not -to- exceed $50,000 to provide helpdesk and technical support for the Information Systems division; 2) Alternatively, discuss and take other action related to this item. 9. Consideration and possible action regarding freezing the Public Agency Retirement System (PARS) Supplemental Retirement Plan for eligible members of the El Segundo Supervisory and Professional Employees Bargaining Unit. (Fiscal Impact: FY 2015 -16: $118,000) Recommendation — 1) Approve the amended PARS Plan Document; 2) Adopt the Resolution freezing the Public Agency Retirement System (PARS); 3) Approve the Side Letter between the City of El Segundo and the El Segundo Supervisory and Professional Employees' Association; 4) Alternatively, discuss and take other action related to this item. 10. Consideration and possible action to authorize the City Manager to execute an agreement, in a form approved by the City Attorney, with MV Cheng & Associates to (1) continue to provide professional, technical, and consulting support as the City's Interim Finance Director; and (2) provide support personnel /consultants at various levels as needed in the Finance Department, with the proposed term of the agreement to be from October 1, 2015 to September 30, 2016, with a total amount of the agreement not to exceed $450,000 (FISCAL IMPACT: $450,000.00) Recommendation — 1) Authorize the City Manager to execute an agreement with MV Cheng & Associates in an amount not to exceed $450,000; 2) Alternatively, discuss and take other action related to this item. 7 F. NEW BUSINESS 11. Consideration and possible action regarding 1) Introduction of an Ordinance; 2) Adoption of a Resolution of Intention to approve an Amendment to the Contract between the Board of Administration of the California Public Employees' Retirement System (CaIPERS) and the El Segundo City Council to cease contributions under Government Code Section 20516(a) (3% Employer Cost Sharing of Additional Benefits) applicable to unrepresented fire classifications and the represented classification in the Supervisory and Professional Employees' Association; 3) Approval of a Side Letter between the City and the Supervisory and Professional Employees' Association; and 4) Approval for Staff to administer the required Employee Election. (Fiscal Impact: FY 2015 -16: $118,000) Recommendation — 1) Introduce and waive the First Reading of the Ordinance; 2) Adopt the Resolution of Intention; 3) Approve the Side Letter between the City and Professional Employees' Association (SPEA); 4) Approve Staff to administer the Employee Election; 5) Alternatively, discuss and take other action related to this item. G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY I. REPORTS — CITY CLERK J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member 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: /a TIME: 6-1 'Al NAME:�f 6t rortamatt"011 Citp of (el beguubo, (California WHEREAS, In an effort to provide for children who otherwise might not experience the joy of the holiday season, the City of El Segundo Fire Department along with other Southland fire agencies, has participated in the Spark ol'Love program for the past twenty three years and has been a collection site for toys and food items donated during the holidays; and WHEREAS, The ever upward spiraling cost of living burdens disadvantaged and displaced families who may not be able to give gifts during the holiday season without help from the Sark of Love program; and WHEREAS, The true holiday spirit is reflected in unselfish giving and our thoughts and hearts go out to those less fortunate than ourselves; and WHEREAS, In the past, with the help of civic - minded citizens who live and work in our community, hundreds of toys plus food items have been collected and distributed to children and families in El Segundo and other South Bay cities. NOW, THEREFORE, the Mayor and Members of the City Council of the City of El Segundo, California, do hereby proclaim November 16, 2015 through December 17, 2015 as the i Love TOY DRIVE The community is encouraged to support this holiday program by contributing toys and non - perishable foods to the El Segundo Fire Department, Fire Station No. 1 at 314 Main Street, during the period of November 16 through December 17, 2015. 91layor Suzanne Fuentes Wayor Ito rIem Carflacobson Counci[Wem6erDaveAtkinson Counci[WemberMarie Telfhauer Counci(Wem6erWichaeCDugan 10 rortamatt"011 QCitp of el begunbo, California WHEREAS, Over 70 percent of Americans may feel helpless to act during a cardiac emergency because they either do not know how to administer CPR or their training has significantly lapsed; and WHEREAS, 88 percent of cardiac emergencies happen in the home; and WHEREAS, nearly 326,000 out -of- hospital cardiac arrest occur annually; and WHEREAS, about 90 percent of victims of a cardiac arrest die, often because bystanders do not know how to start CPR; and WHEREAS, the El Segundo Fire Department and the American Red Cross have historically provided exemplary emergency medical care and training, and continue this tradition with Super CPR Saturday; and WHEREAS, El Segundo High School provides a critical element for Super CPR Saturday by allowing use of the school's facilities that accommodates the training of approximately 300 people; and WHEREAS, Super CPR Saturday receives generous financial and in -kind support from our corporate sponsors (Chevron, NRG, Continental Development Corporation, Teledyne Controls, Raytheon, Rinaldi's, McDonalds and Doubletree Hotel) that enables this valuable community event to be held. NOW, THEREFORE, the Mayor and Members of the City Council of the City of El Segundo, California, hereby proclaim Saturday, November 7, 2015, as "SUPER CPR SATURDAY'; and encourage participation in CPR training. GVV 0 ti ,_ G WayorSuzanne Fuentes Wayor fro Tem Carflaco6son Counci(Wem6er 1DaveAtkinson Counci(Wem6erWarie F'effhauer Counci[WemberJKichaefIDugan Is EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA STATEMENT AGENDA HEADING: Special Order of Business - Public Hearing /:T"DR 17:111 *91:71 w 0111em Consideration and possible action to modify Condition No. 5L in Resolution No. 4415 and Ordinance No. 1382, as amended by Resolution No. 4542 and Ordinance No. 1417, regarding fencing requirements for the Plaza El Segundo and The Point development project. Applicant: Street Retail Inc. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Open the Public Hearing; 2. Discussion; 3. Adopt a Resolution approving Environmental Assessment No. EA -1122 to modify Condition No. 5L for the Plaza El Segundo and The Point development project; 4. Introduce, and waive first reading, of an Ordinance for Environmental Assessment No. EA -1122 to modify Condition No. 5L for the Plaza El Segundo and The Point development project; 5. Schedule second reading and adoption of Ordinance on November 17, 2015; and/or 6. Alternatively, discuss and take other possible related action to this item. Ov_W_I ITO"Vol IM111 "13171 i0enal lIK110- 1 WN &I 1. Planning Commission Staff Report, dated September 24, 2015 and Planning Commission Resolution No. 2783 with conditions of approval. 2. Draft Resolution 3. Draft Ordinance 4. Project Plan. FISCAL IMPACT: Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A r, ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager f REVIEWED BY: Sam Lee, Director of Planning ni Building Safety APPROVED BY: Greg Carpenter, City Manager, BACKGROUND AND DISCUSSION: Background In 2005, the City Council approved the Plaza El Segundo development project. That project was later amended in 2008 and 2013. Phase I (Plaza El Segundo) is constructed and began operation in 2007. Phase 113 (The Point) is in the final stages of construction and is partly operational with some retail shops and restaurants open as of the end of July 2015. 1 12 Street Retail, Inc. has filed an application for Environmental Assessment No. EA -1122 to modify Condition No. 5L regarding requirements for fencing along The Point's north property line abutting the railroad tracks. T)i enrncci nn The existing condition requires a combination of a fence constructed of six -foot high wrought iron or steel tubing and a six -foot high solid wall along the north property line of The Point. Under the existing conditions, chain link fencing is prohibited as permanent fencing anywhere on the site. The purpose of the existing condition was to provide aesthetically attractive fencing for safety and security along the southern property line of Plaza El Segundo north of the rail lines and along the northern property line of The Point (south of the rail lines) that also provided transparency for the safety of the rail lines. The applicant is requesting to allow a six -foot tall vinyl -clad chain link fence along the first 200 feet of the north property line east of the Sepulveda Boulevard right -of- way and a six -foot tall steel chain link fence along the remainder of the same property line. The fence would be topped along its entire length with a three- strand 1.5 -foot tall barbed wire. The reason for the request is to: a) improve public safety by discouraging trespassing onto the train tracks and access to approaching trains; and b) to improve security by providing a tall physical barrier and deterrent to visitors in The Point's parking areas. Existing language "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tentative Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way and along the northern property line of Lot 19 of Vesting Tentative Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way. A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director. A combination of a fence constructed of 6 -foot high wrought iron or steel tubing and a six -foot high solid wall compatible with the fence and wall materials on the portion of the site north of the Union Pacific Railroad right -of -way must be constructed along the northern property line of Project Site Phase 1B for those portions east of the eastern edge of the Sepulveda Boulevard right -of -way with screening of the right -of -way with the use of landscaping, that includes without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director excepting those areas closest to Sepulveda Boulevard prohibited by Union Pacific Railroad for visibility and safety reasons." Proposed language "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way 6+e-"i4her-a pr-epefty line of Lot 19 of Vesting fight Tenwive Traet Map No, 061630 fop a4 least a leng4h of 200 feet from the eastem edge 0 Sepulveda Boulevafd ef way. A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P 13 P.B.S. Director. A ._..1..ination ef., fe., eenstr of 6 fee4 high ... Fought ii!on e e'er, and a six H mpatib-le with. the-fenee and wall materials on the peffieff-ef4he site liefdi-�e Union Pa ., Railroad f ght of-way Pa us! be earls*. _ to &i@ 4'3i3 -- - _ -- -do- -- - =� -- Sepulveda Beulevafd fight of way with of the right of way e ef!andseaping d inelude's- without limiatin, vines, hedges ,,,a er t,eeg is i1, emee _ r4;. �h v ; fie Railroad f . A six -foot high chain link fence or other material aestlict call compatible with existing, fencing or walls in the Project Area must be constructed along the northern property line of Project Site Phase 1B abutting the Burlington Northern Santa Fe Railroad right -of -way to the satisfaction of the P.B.S. Director. Additionally, screening of the right-of-way with the use of landscaping, i nel ud ing, without limitation, vines, hedges and/or trees is required to the satisfaction of the P.B.S. Director. An eighteen -inch high, three- strand barbed wire fence may be placed upon the top of the chain link fence for the entire length of this fence (approximately 1,690 feel)." The proposed language only affects the portion of fencing along the northern boundary of The Point. This modification will allow the applicant to retain an existing chain link fence along the north property line of The Point, while giving the Planning and Building Safety Director oversight of the design and screening of the fence, particularly the portion of the fence most visible from Sepulveda Boulevard. The proposed fencing will be green vinyl clad chain link so that it blends in with the landscaping in the planters in front of the fencing. PLANNING COMMISSION: On September 24, 2015, the Planning Commission held a public hearing on the proposed modification to Condition No. 5L for the Plaza El Segundo and The Point development project. The attached September 24, 2015 Planning Commission staff report includes a Project Description and Analysis /Justification for the proposed condition modification. The Planning Commission received public testimony from the applicant. After receiving testimony and documentary information, the Commission adopted Resolution No. 2736, recommending the City Council approve Environmental Assessment No. 1122, readopt the Statement of Overriding Considerations as required by CEQA, and modify condition of approval No. 5L for the Plaza El Segundo and The Point Development Project. RECOMMENDATION: Staff recommends that the Council adopt the draft Resolution approving Environmental Assessment No. EA -1122 with a re- adoption of the Statement of Overriding Considerations, and modifications to condition of approval No 51,; and introduce, and waive first reading of, the attached proposed Ordinance. 3 14 EL SEGUNDO PLANNING COMMISSION MEETING DATE: September 24, 2015 AGENDA STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to modify Condition No. 5L regarding fencing in Resolution No. 4415 and Ordinance No. 1382, as amended by Resolution No. 4542 and Ordinance No. 1417 for the Plaza El Segundo and The Point development project. RECOMMENDED PLANNING COMMISSION ACTION: It is recommended that the Planning Commission open the public hearing, receive testimony, consider the evidence, and then adopt Resolution No. 2783 recommending City Council approval of Environmental Assessment No. EA- 1122 to modify Condition No. 5L for the Plaza El Segundo and The Point development project. ATTACHED SUPPORTING DOCUMENTS: 1. Draft Planning Commission Resolution No, 2783 2. Excerpts from City Council Resolution No. 4415 3. Excerpts from Ordinance No. 1382 4. Excerpts from City Council Resolution No. 4542 5. Excerpts from Ordinance No. 1417 6. Plans ORIGINATED BY: Paul Samaras, Principal Planner REVIEWED BY: Kimberly Christensen, AICP, Planning Manager APPROVED BY: Sam Lee, Director of Planning and Building Safe INTRODUCTION: In 2005, the City Council approved the Plaza El Segundo development project. That project was later amended in 2008 and 2013. Phase lA (Plaza El Segundo) is constructed and began operation in 2007. Phase 1B (The Point) is in the final stages of construction and is partly operational with some retail shops and restaurants open as of the end of July 2015, Street Retail, Inc. has filed an application for Environmental Assessment No. EA -1122 to modify Condition No. 5L regarding requirements for fencing along The Point's north property line abutting the railroad tracks. The existing condition requires a combination of a fence constructed of six -foot high wrought iron or steel tubing and a six -foot high solid wall along the north property line of The Point. Under the existing conditions, chain link fencing is prohibited as permanent fencing anywhere on the site. The applicant is requesting to allow a six -foot tall vinyl -clad chain link fence along the first 200 feet of the north property line east of the Sepulveda Boulevard right - of -way and a six -foot tall steel chain link fence along the remainder of the same property line. The fence would be topped along its entire length with a three- strand 1.5 -foot tall barbed wire. 15 BACKGROUND AND DISCUSSION: I. Backiwountl The project site is located in the Commercial Center (C -4) Zone on northeast corner of Sepulveda Boulevard and Rosecrans Avenue. The uses surrounding the project site are summarized in the following table: TABLE 1 SURROUNDING LAND USES Direction Land Use Zone Plaza El Segundo Phase IA, self- Commercial Center (C -4) and North i storage, warehouse, light Light Industrial (M -1) industrial office, entertainment, light Urban Mixed -Use North (MU- East industrial N) South retail, office Manhattan Beach West oil refinery Heavy Industrial (M -2) II. Discussion Site Description The Point is Phase 1B of the Plaza El Segundo shopping center development project. The property is at the northeast corner of Sepulveda Boulevard and Rosecrans Avenue and it is separate from the existing Plaza El Segundo development to the north by the Burlington Northern Santa Fe Railroad (BNSF) and Union Pacific Railroad tracks and some vacant/undeveloped land. The Point property is approximately 13.05 gross acres in size and development on the site (in the final stages of construction) consists of four commercial retail and office buildings and three retail kiosks, totaling approximately 119,613 gross square feet. The location subject to the current request is the north property line of The Point and the fencing which separates The Point from the tracks. Project Description The proposed request involves the fencing along the north property line of The Point. The subject property line is approximately 1,690 feet long. Conditions of approval 5L and 5M in Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 state: 2 16 Condition No. 5L "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tentative Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way and along the northern property line of Lot 19 of Vesting Tentative Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right - of -way. A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and/or trees to the satisfaction of the P.B.S. Director. A combination of a fence constructed of 6 -foot high wrought iron or steel tubing and a six -foot high solid wall compatible with the fence and wall materials on the portion of the site north of the Union Pacific Railroad right -of -way must be constructed along the northern property line of Project Site Phase 1B for those portions east of the eastern edge of the Sepulveda Boulevard right -of -way with screening of the right -of -way with the use of landscaping, that includes without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director excepting those areas closest to Sepulveda Boulevard prohibited by Union Pacific Railroad for visibility and safety reasons." Condition No. 5M "Chain -link fences are not permitted except as described above, and as temporary construction fencing." The applicant requests to amend condition No. 5L to read as follows: Condition No. 5L "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way aleng--the-- ihsrtheiii prepert5, line ef Lot 19 a." 1.1esting Tentative T-Faet Map Ne. 061630 fer- at least ici rte t 4em -twhe -e ricri A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director. A oembination efe-fe ee oonst €ted of 6 -foe# io _aaffi . "' inn „ h.. ., �t +o,ls p —,_ h of the U,,;at, n a,.ff;$ aA„ t•„ ,.s Rn of way must be eensti=u_ated al—eng--ffi -� Prejm..t Site Phase 1B f fliese-pef4iens east of the eastern edge -E)f th epulved Betilevar-d right of way with sereening ef the right of way YAth e--of - � -+ie -r l,w rielandsair�g, , .e� he ems -a-nd p4rees A six -foot hiph chain link fence or other material aesthetically compatible with 3 17 existing fencing or walls in the Project Area must be constructed along the northern property line of Project Site Phase 1 B abutting the Burlington Northern Santa Pe Railroad right-of-way to the satisfaction of the P.B.S. Director. Additionally. screening of the ri hg t -of -way with the use of landscNing, including, without limitation, vines, hedges and/or trees is required to the satisfaction of the P.B.S. Director. An eighteen -inch high, three - strand barbed wire fence may be placed upon the top of the chain link fence for the entire length of this fence (approximately 1,690 feetL". Justification Safety. The applicant and the adjacent property owner (Chevron) suggest that the currently required solid wall would obscure the BNSF tracks, which would allow pedestrians to trespass without detection. In addition, the wall would reduce the visibility of approaching trains for cars and pedestrians traveling along Sepulveda Boulevard. Therefore, a chain link fence would improve public safety by increasing visibility of the train tracks. Restrictions on construction. The required solid wall would require excavation to install foundations to support its weight and potential wind load. The area of this excavation is subject to a No Further Action Letter issued by the Los Angeles Regional Water Quality Control Board, and associated deed restrictions. New excavations would likely require notifications, environmental monitoring and possible additional remediation, mitigation and clean -up activities. As a result, construction of the required solid wall would impose a burden on the applicant in terms of cost and time. Barbed wire. The applicant requests on behalf of the adjacent property owner (Chevron) to allow (not require) 1.5 feet of barbed wire on top of the chain link fence. The adjacent owner of the tracks, Chevron, believes that the six -foot high chain link fence on its own is not a sufficient deterrent to visitors at The Point who may attempt to climb the fence to trespass onto the BNSF railroad right -of -way where trains traverse past the site with Chevron products. Trespassers would be in danger from approaching trains and other conditions inhospitable to pedestrians. Chevron believes that the barbed wire is needed to act as a physical barrier and visual deterrent to visitors in The Point's parking areas. Visual and aesthetic impact. The north property line of The Point extends approximately 1,690 feet. In order to complete the construction on the site, the applicant completed grading and installed retaining walls that raised the grade level along and to the south of the subject property line by as much as 12 feet. As a result, the grade in the parking area along the north property line is higher than the grade at the property line for a substantial portion of the 1,690 -foot length of the north property line. Therefore, the proposed seven -foot chain link fence will be less visible from the parking area at The Point. The chain link fence will be more visible from the north and west. However, to the north, it faces the train tracks, undeveloped land, and the rear of commercial buildings at Plaza El Segundo. To the west, the proposed fence would be visible to passing vehicles and pedestrians along Sepulveda Boulevard, and to vehicles entering and exiting the subject site. To mitigate the visual impact of 4 18 this section of the proposed fence (approximately 200 feet), staff proposes to give the Planning and Building Safety Director flexibility to consider and approve alternative types of fencing/walls for that section of the fence. Alternative fencing/wall types can include, without limitation, steel tubing, wrought iron, and/or decorative masonry, which would be aesthetically compatible with existing fencing /walls and buildings at The Point and Plaza El Segundo, and would also address the security concerns of the two property owners. In addition, the existing condition as well as the proposed modified language also allow the Planning and Building Safety Director the same discretion for the remainder of the fencing along the northern boundary of The Point. In conclusion, with the added language that gives the Planning and Building Safety Director oversight of the fencing materials, staff believes the proposed modification would not have a substantial aesthetic impact on the surrounding properties and rights -of -way. Zoning Conformance The applicant's request conforms to the Zoning Code. Although walls and fences in the Commercial Center (C -4) Zone must generally be a minimum six foot (6') high masonry wall for those yards abutting residential and industrial zones, The Point property does not abut residential or industrial zones (ESMC § 15- 5G- 6(H)). In addition, the heights of walls, fences and hedges in nonresidential zones are subject to the approval of the Planning and Building Safety Director (ESMC § 15 -2 -4). The proposed fence would be seven and a half feet (7.5'), which is consistent with the ESMC provisions regarding fence heights in nonresidential zones. General Plan Consistency The General Plan Land Use designation for the site is Commercial Center and is consistent with the current zoning designation which is Commercial Center (C -4). The project is consistent with the General Plan Goals, Policies, and Objectives as specified in draft Resolution No. 2783 (Exhibit A). III. Inter - Departmental Comments The application and plans were circulated to all City Departments for review. The comments received for the project have been incorporated in the conditions of approval for the project. IV. Environmental Review The proposed condition modification is consistent with the Program/Project Environmental Impact Report, entitled Sepulveda/Rosecrans Site Rezoning and Plaza El Segundo Development Final Environmental Impact Report (State Clearinghouse No. 2003121037), which the City prepared as the Lead Agency. The FEIR analyzed the environmental impacts of the development project, including, without limitation, aesthetic impacts. The FEIR was certified by the City Council on March 15, 2005 and the Statement of Overriding Considerations was adopted as Section V of City Council Resolution No. 4415. None of the elements set forth in Public Resources Code § 21166 or CEQA Guidelines § 15162 and 15168(c)(2) exists since the proposed changes the types of walls /fencing would not result in a new significant impact to the environment or require new mitigation measures. Accordingly, it is recommended that the Planning Commission, and IN subsequently the City Council, find that no subsequent or supplemental Environmental Impact Report, Mitigated Negative Declaration or Addendum is required to be prepared before adopting the draft Ordinance approving the proposed amendment. V. Recommendation Planning staff recommends that the Planning Commission review the facts as contained within this report and adopt Resolution No. 2783 recommending City Council approval of Environmental Assessment No. EA -1122 to modify Condition No. 5L for the Plaza El Segundo and The Point development project as proposed by Planning staff. PA\Planning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1101- 1125\EA- 1122\EA 1122 - PC Report,docx 0 20 RESOLUTION NO. 2783 A RESOLUTION RECOMMENDING APPROVAL OF A MODIFICATION TO CONDITION NO. 5L OF RESOLUTION NO. 4415 AND ORDINANCE NO. 1382 AS AMENDED BY RESOLUTION NO. 4542 AND ORDINANCE NO. 1417 REGARDING FENCING REQUIREMENTS FOR THE PLAZA EL SEGUNDO (AND "THE POINT ") DEVELOPMENT PROJECT The Planning Commission of the City of El Segundo does resolve as follows: SECTION 1: The Planning Commission finds and declares that: A. On March 15, 2005, the City Council approved a development known as Plaza El Segundo. Approvals for that development were subsequently amended to allow for different types of uses including, among others, Health Clubs and Fitness Center (2007); Health /Skin Care and automobile sale uses (2008); fast food restaurants, banks, dance /music studios (2009); and medical and dental offices (2010); B. On September 17, 2013, the City Council adopted Resolution No. 4838 and Ordinance No. 1481 approving a modification and expansion to Plaza El Segundo called "The Point" on Plaza El Segundo Project Site Phase 1B, which consists of 13.05 gross acres south of the Union Pacific Railroad tracks; C. On July 22, 2015, Street Retail, Inc. filed an application for an Environmental Assessment (EA -1122) to modify condition No. 5L of Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 regarding fencing requirements for the Plaza El Segundo (and "The Point ") development project; D. The application from Street Retail, Inc. was reviewed by the City's Planning and Building Safety Department for, in part, consistency with the General Plan and conformity with the El Segundo Municipal Code ( "ESMC "); E. In addition, the City reviewed the project's environmental impacts under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA "), the regulations promulgated thereunder (14 Cal. Code of Regulations § §15000, et seq., the "CEQA Guidelines "), and the City's Environmental Guidelines (City Council Resolution No. 3805, adopted March 16, 1993); F. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the project before the Planning Commission for September 24, 2015; -I- 21 G. On September 24, 2015, the Commission opened a public hearing to receive public testimony and other evidence regarding the applications including, without limitation, information provided to the Commission by City Staff, public testimony, and representatives of Street Retail, Inc.; H. This Resolution and its findings are made based upon the testimony and evidence presented to the Commission at its September 24, 2015 public hearing including, without limitation, the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings. The Commission finds that the following facts exist: A. Condition No. 5L as currently adopted states that: "A combination of a fence constructed of 6 -foot high wrought iron or steel tubing and a six -foot high solid wall compatible with the fence and wall materials on the portion of the site north of the Union Pacific Railroad right -of -way must be constructed along the northern property line of Project Site Phase 1 B for those portions east of the eastern edge of the Sepulveda Boulevard right -of -way with screening of the right -of -way with the use of landscaping, that includes without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director excepting those areas closest to Sepulveda Boulevard prohibited by Union Pacific Railroad for visibility and safety reasons." B. The proposed modification would amend Condition No. 5L to allow a six - foot high chain link fence along the northern property line of Project Site Phase 1B with screening of right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees. In addition, the modification would allow a 1.5 -foot high three - strand barbed wire fence to be placed on top of the chain link fence. C. The proposed chain link and barbed wire fence would discourage trespassing and improve visibility of approaching trains to pedestrian and vehicular traffic along Sepulveda Boulevard. D. The required solid wall would require excavation to install foundations to support its weight and potential wind load. The area of this excavation is subject to a No Further Action Letter issued by the Los Angeles Regional Water Quality Control Board, and associated deed restrictions. New excavations would likely require notifications, environmental monitoring and possible additional remediation, mitigation and clean -up activities. As a result, construction of the required solid wall would impose a burden on the applicant in terms of cost and time. E. The north property line of The Point extends approximately 1,690 feet and is located at a grade that varies, but is lower by as much as 12 feet than the -2- 22 grade at the adjacent parking lot at The Point. Therefore, the proposed seven -foot fence will be less visible from the parking area at The Point. SECTION 3: Environmental Assessment. The Planning Commission makes the following environmental findings: A. The proposed condition modification is consistent with the Program /Project Environmental Impact Report, entitled Sepulveda /Rosecrans Site Rezoning and Plaza El Segundo Development Final Environmental Impact Report (State Clearinghouse No. 2003121037), which the City prepared as the Lead Agency. The FEIR analyzed the environmental impacts of the development project, including, without limitation, aesthetic impacts. The FEIR was certified by the City Council on March 15, 2005 and the Statement of Overriding Considerations was adopted as Section V of City Council Resolution No. 4415. None of the elements set forth in Public Resources Code § 21166 or CEQA Guidelines § 15162 and 15168(c)(2) exists since the proposed changes the types of walls /fencing would not result in a new significant impact to the environment or require new mitigation measures. Accordingly, it is recommended that the Planning Commission, and subsequently the City Council, find that no subsequent or supplemental Environmental Impact Report, Mitigated Negative Declaration or Addendum is required to be prepared before adopting the draft Ordinance approving the proposed amendment. SECTION 4: General Plan. The proposed modification is a minor change to the approved Plaza El Segundo and The Point development project. Therefore, it conforms with the General Plan as discussed in adopted Resolution No. 4415 and Ordinance No. 1382, as amended by Resolution No. 4542 and Ordinance No. 1417, and subsequently amended by Resolution No. 4838 and Ordinance No. 1481. SECTION 5: Recommendations. The Planning Commission recommends that the City Council approve a modification to Condition 5L of Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 to read as follows: "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -ways along th�o ern pfGperty line of 1 of 1O of \ es n�ntatiti�4 T-ra�ntt Map No..061fi -.. for at 'east�� f 2_0 feet fFGFA- 4ie. -ea . edge- �1 e Sre,flveda Roul�e Fight `of- -w A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director. A- cembipat+er­af-a-#en, e c^ORstFUste"f 6- fe€�#— i�igk�— wr- oht- -i rarr— �sfz..�;- Ab+eed-- a— sF•x�$ #-1� +g ",� —s ^' —wolf -3- 23 eonff�afibla with f e fen e� nnr) w ll rn facials nn f�'+p�g�n of the site noFth plG"`YyT[I'I- ZTT�'1 . CT{' PG'- QTIT.�iP'C[ITTIICfSGTTGiT.7 PTr•'Y7'T °" F` n of the k lnign D_+?n_ifi_G lFea d right of way must be ronstrilcted along the �n rfh t Phase 1 for these pnrfioA oast of the iZ,- r�£'�t'� --I iF�'e ��- R�'r$j+��t--c�f�- —r 1=] T-y,-- cT- TP,,.. I.s,.�Zn�,- rsc�,r -v r,.a i�.. eastem edge of tho.'C.'rarr4uWe4ia.43oWeYaFd right of way with GGFeening of the Fight of way with he use of la dseapi,ng that includes writhe limitation FF'' r e irin,pppp �p p �r�J� rifi�far• tic. rlira f r Y7 nees hedges�and/A �e P.B.S. S irpnt"' excepting _ these areas ..laws+ to Sepulveda BorrleyaFd prohibited _by Ll_nie-n —nofn Rai[Fea for i- s �ility and safety - Feassns. —A sip: -foot high chain link fence or other material aesthetically compatible with existing fencing, or walls in the Project. Area must be constructed along the northern propeM line of Project Site Phase I B abutting the Burlington Northern Santa Fe Railroad right -of -way to the satisfaction of the P.B.S. Director. Additionally, screening of the right-of-way With the use of landscaping, including., without limitation, vines, hedges and/or trees is required to the satisfaction of the P.B.S. Director. An eighteen -inch high, three - strand barbed wire fence may be placed upon the top of the chailt link fence for the entire length of this fence (approximately 1,690 feet SECTION 6: Reliance on Record. Each and every one of the findings and determinations in this Resolution are based on the competent and substantial evidence, both oral and written, contained in the entire record relating to the project. The findings and determinations constitute the independent findings and determinations of the Planning Commission in all respects and are fully and completely supported by substantial evidence in the record as a whole. SECTION 7: Limitations. The Planning Commission's analysis and evaluation of the project is based on the best information currently available. It is inevitable that in evaluating a project that absolute and perfect knowledge of all possible aspects of the project will not exist. One of the major limitations on analysis of the project is the Planning Commission's lack of knowledge of future events. In all instances, best efforts have been made to form accurate assumptions. Somewhat related to this are the limitations on the City's ability to solve what are in effect regional, state, and national problems and issues. The City must work within the political framework within which it exists and with the limitations inherent in that framework. SECTION 8: Summaries of Information. All summaries of information in the findings, which precede this section, are based on the substantial evidence in the record. The absence of any particular fact from any such summary is not an indication that a particular finding is not based in part on that fact. SECTION 9: This Resolution will remain effective until superseded by a subsequent resolution. SECTION 16: According to the El Segundo Municipal Code, a copy of this Resolution shall be mailed to Street Retail, Inc. and PES Partners, LLC, and to any other person requesting a copy. -4- 24 SECTION 11: This Resolution is the Planning Commission's final decision and will become effective immediately upon adoption. PASSED, APPROVED AND ADOPTED this 24th day of September 2015. ATTEST. Sam Lee, Secretary APPROVED AS TO FORM: Mark D. Hensley, City Attorney Ryan Baldino, Chairperson City of El Segundo Planning Commission David King, Assistant City Attorney Baldino Newman Nicol Nisley Wingate PAPlanning & Building Safety\0 Planning - Old \PROJECTS (Planning) \1101- 1125 \EA - 1122 \EA -1122 PC Reso 09242015.docx -5- 25 RESOLUTION NO. A RESOLUTION APPROVING ENVIRONMENTAL ASSESSMENT NO. EA -1122 AND MODIFICATIONS TO CONDITION OF APPROVAL NO. 5L FOR THE PLAZA EL SEGUNDO AND THE POINT DEVELOPMENT PROJECT. The City Council of the City of El Segundo does resolve as follows: SECTION 1. The City Council finds and declares that: A. On March 15, 2005, the City Council approved a development known as Plaza El Segundo. Approvals for that development were subsequently amended to allow for different types of uses including, among others, Health Clubs and Fitness Center (2007); Health /Skin Care and automobile sale uses (2008); fast food restaurants, banks, dance /music studios (2009); and medical and dental offices (2010); B. On September 17, 2013, the City Council adopted Resolution No. 4838 and Ordinance No. 1481 approving a modification and expansion to Plaza El Segundo called "The Point" on Plaza El Segundo Project Site Phase 1B, which consists of 13.05 gross acres south of the Union Pacific Railroad tracks; C. On July 22, 2015, Street Retail, Inc. filed an application for an Environmental Assessment (EA -1122) to modify condition No. 5L of Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 regarding fencing requirements for the Plaza El Segundo (and "The Point ") development project; D. The application from Street Retail, Inc. was reviewed by the City's Planning and Building Safety Department for, in part, consistency with the General Plan and conformity with the El Segundo Municipal Code ( "ESMC "); E. In addition, the City reviewed the project's environmental impacts under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA "), the regulations promulgated thereunder (14 Cal. Code of Regulations § §15000, et seq., the "CEQA Guidelines "), and the City's Environmental Guidelines (City Council Resolution No. 3805, adopted March 16, 1993); F. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the project before the Planning Commission for September 24, 2015; -I- 26 G. On September 24, 2015, the Planning Commission opened a public hearing to receive public testimony and other evidence regarding the applications including, without limitation, information provided to the Commission by City Staff, public testimony, and representatives of Street Retail, Inc. Following the public hearing, the Planning Commission adopted Resolution No. 2783 recommending that the City Council approve the project; H. On November 3, 2015, the City Council held a duly advertised public hearing in the Council Chamber of the El Segundo City Hall, 350 Main Street to receive public testimony and other evidence regarding the applications including, without limitation, information provided to the Council by City Staff, public testimony, and representatives of Street Retail, Inc.; This Resolution and its findings are made based upon the testimony and evidence presented to the City Council at its November 3, 2015 public hearing including, without limitation, the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings and Conclusions. The City Council finds that the following facts exist and makes associated conclusions: A. Condition No. 5L as currently adopted states that: "A combination of a fence constructed of 6 -foot high wrought iron or steel tubing and a six -foot high solid wall compatible with the fence and wall materials on the portion of the site north of the Union Pacific Railroad right -of -way must be constructed along the northern property line of Project Site Phase 1B for those portions east of the eastern edge of the Sepulveda Boulevard right - of -way with screening of the right -of -way with the use of landscaping, that includes without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director excepting those areas closest to Sepulveda Boulevard prohibited by Union Pacific Railroad for visibility and safety reasons." B. The proposed modification would amend Condition No. 5L to allow a six - foot high chain link fence along the northern property line of Project Site Phase 1B with screening of right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director. In addition, the modification would allow a 1.5 -foot high three - strand barbed wire fence to be placed on top of the chain link fence. C. The proposed chain link and barbed wire fence would discourage trespassing and improve visibility of approaching trains to pedestrian and vehicular traffic along Sepulveda Boulevard. -2- 27 D. The required solid wall would require excavation to install foundations to support its weight and potential wind load. The area of this excavation is subject to a No Further Action Letter issued by the Los Angeles Regional Water Quality Control Board, and associated deed restrictions. New excavations would likely require notifications, environmental monitoring and possible additional remediation, mitigation and clean -up activities. As a result, construction of the required solid wall would impose a burden on the applicant in terms of cost and time. E. The north property line of The Point extends approximately 1,690 feet and is located at a grade that varies, but is lower by as much as 12 feet than the grade at the adjacent parking lot at The Point. Therefore, the proposed seven -foot fence will be less visible from the parking area at The Point. SECTION 3: Environmental Assessment. The City Council makes the following environmental findings; A. The City Council certified a Final EIR (FEIR) on March 1, 2005 for the Plaza El Segundo project. B. The proposed condition modification is consistent with the Program /Project Environmental Impact Report, entitled Sepulveda /Rosecrans Site Rezoning and Plaza El Segundo Development Final Environmental Impact Report (State Clearinghouse No. 2003121037), which the City prepared as the Lead Agency. The FEIR analyzed the environmental impacts of the development project, including, without limitation, aesthetic impacts. The FEIR was certified by the City Council on March 15, 2005 and the Statement of Overriding Considerations was adopted as Section V of City Council Resolution No. 4415. None of the elements set forth in Public Resources Code § 21166 or CEQA Guidelines § 15162 and 15168(c)(2) exists since the proposed changes the types of walls /fencing would not result in a new significant impact to the environment or require new mitigation measures. C. No subsequent or supplemental Environmental Impact Report, Mitigated Negative Declaration or Addendum is required to be prepared before adopting the draft Ordinance approving the proposed modification. SECTION 4: General Plan. The proposed modification is a minor change to the approved Plaza El Segundo and The Point development project. Therefore, it conforms with the General Plan as discussed in adopted Resolution No. 4415 and Ordinance No. 1382, as amended by Resolution No. 4542 and Ordinance No. 1417, and subsequently amended by Resolution No. 4838 and Ordinance No. 1481. -3- 28 SECTION 5: Approvals. The City Council hereby approves a modification to Condition of Approval No. 5L of Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 regarding fencing requirements for the Plaza El Segundo (and "The Point ") development project. Condition of Approval No. 5L is amended to read as follows: "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way. A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right - of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director. A six -foot high chain link fence or other material aesthetically compatible with existing fencing or walls in the Project Area must be constructed along the northern property line of Project Site Phase 1 B abutting the Burlington Northern Santa Fe Railroad right -of -way to the satisfaction of the P.B.S. Director. Additionally, screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees is required to the satisfaction of the P.B.S. Director. An eighteen -inch high, three - strand barbed wire fence may be placed upon the top of the chain link fence for the entire length of this fence (approximately 1,690 feet)." SECTION 6: Reliance on Record. Each and every one of the findings and determinations in this Resolution are based on the competent and substantial evidence, both oral and written, contained in the entire record relating to the project. The findings and determinations constitute the independent findings and determinations of the City Council in all respects and are fully and completely supported by substantial evidence in the record as a whole. SECTION 7: Limitations. The City Council's analysis and evaluation of the project is based on the best information currently available. It is inevitable that in evaluating a project that absolute and perfect knowledge of all possible aspects of the project will not exist. One of the major limitations on analysis of the project is the City Council's lack of knowledge of future events. In all instances, best efforts have been made to form accurate assumptions. Somewhat related to this are the limitations on the City's ability to solve what are in effect regional, state, and national problems and issues. The City must work within the political framework within which it exists and with the limitations inherent in that framework. SECTION 8: Summaries of Information. All summaries of information in the findings, which precede this section, are based on the substantial evidence in the record. The absence of any particular fact from any such summary is not an indication that a particular finding is not based in part on that fact. 10 29 SECTION 9: This Resolution will remain effective until superseded by a subsequent resolution. SECTION 10: According to the El Segundo Municipal Code, a copy of this Resolution shall be mailed to Street Retail, Inc., and to any other person requesting a copy. SECTION 11: This Resolution is the City Council's final decision and will become effective immediately upon adoption. PASSED, APPROVED AND ADOPTED this day of Suzanne Fuentes, Mayor ATTEST: STATE OF CALIFORNIA } COUNTY OF LOS ANGELES } SS CITY OF EL SEGUNDO } 2015. I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed, approved and adopted by said City Council at a regular meeting held on the day of 2015, approved and signed by the Mayor, and attested to by the City Clerk, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: MARK D. HENSLEY, City Attorney David King, Assistant City Attorney PAPlanning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1101- 1125 \EA - 1122 \City Council\EA 1122 - CC Reso.docx -5- 30 ORDINANCE NO. AN ORDINANCE APPROVING ENVIRONMENTAL ASSESSMENT NO. EA -1122 AND MODIFICATIONS TO CONDITION OF APPROVAL NO. 5L FOR THE PLAZA EL SEGUNDO AND THE POINT DEVELOPMENT PROJECT. The City Council of the City of El Segundo does ordain as follows: SECTION 1: The City Council finds and declares that: A. On March 15, 2005, the City Council approved a development known as Plaza El Segundo. Approvals for that development were subsequently amended to allow for different types of uses including, among others, Health Clubs and Fitness Center (2007); Health /Skin Care and automobile sale uses (2008); fast food restaurants, banks, dance /music studios (2009); and medical and dental offices (2010); B. On September 17, 2013, the City Council adopted Resolution No. 4838 and Ordinance No. 1481 approving a modification and expansion to Plaza El Segundo called "The Point" on Plaza El Segundo Project Site Phase 1B, which consists of 13.05 gross acres south of the Union Pacific Railroad tracks; C. On July 22, 2015, Street Retail, Inc. filed an application for an Environmental Assessment (EA -1122) to modify condition No. 5L of Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 regarding fencing requirements for the Plaza El Segundo (and "The Point ") development project; D. The application from Street Retail, Inc. was reviewed by the City's Planning and Building Safety Department for, in part, consistency with the General Plan and conformity with the El Segundo Municipal Code ( "ESMC "); E. In addition, the City reviewed the project's environmental impacts under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA "), the regulations promulgated thereunder (14 Cal. Code of Regulations § §15000, et seq., the "CEQA Guidelines "), and the City's Environmental Guidelines (City Council Resolution No. 3805, adopted March 16, 1993); F. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the project before the Planning Commission for September 24, 2015; 31 G. On September 24, 2015, the Planning Commission opened a public hearing to receive public testimony and other evidence regarding the applications including, without limitation, information provided to the Commission by City Staff, public testimony, and representatives of Street Retail, Inc. Following the public hearing, the Planning Commission adopted Resolution No. 2783 recommending that the City Council approve the project; H. On November 3, 2015, the City Council held a duly advertised public hearing in the Council Chamber of the El Segundo City Hall, 350 Main Street to receive public testimony and other evidence regarding the applications including, without limitation, information provided to the Council by City Staff, public testimony, and representatives of Street Retail, Inc.; This Ordinance and its findings are made based upon the testimony and evidence presented to the City Council at its November 3, 2015 public hearing including, without limitation, the staff report submitted by the Planning and Building Safety Department. SECTION 2: Environmental Assessment. The City Council makes the following environmental findings: A. The City Council certified a Final EIR (FEIR) on March 1, 2005 for the Plaza El Segundo project. B. The proposed condition modification is consistent with the Program /Project Environmental Impact Report, entitled Sepulveda /Rosecrans Site Rezoning and Plaza El Segundo Development Final Environmental Impact Report (State Clearinghouse No. 2003121037), which the City prepared as the Lead Agency. The FEIR analyzed the environmental impacts of the development project, including, without limitation, aesthetic impacts. The FEIR was certified by the City Council on March 15, 2005 and the Statement of Overriding Considerations was adopted as Section V of City Council Resolution No. 4415. None of the elements set forth in Public Resources Code § 21166 or CEQA Guidelines § 15162 and 15168(c)(2) exists since the proposed changes the types of walls /fencing would not result in a new significant impact to the environment or require new mitigation measures. C. No subsequent or supplemental Environmental Impact Report, Mitigated Negative Declaration or Addendum is required to be prepared before adopting the draft Ordinance approving the proposed modification. VA 32 SECTION 3: Factual Findings and declares that the factual findings No adopted on forth. Conclusions. The City Council and conclusions set forth in 2015, are incorporated as finds and Resolution if fully set SECTION 4: Approvals. The City Council hereby approves a modification to Condition of Approval No. 5L of Resolution No. 4415 and Ordinance No. 1382 as amended by Resolution No. 4542 and Ordinance No. 1417 regarding fencing requirements for the Plaza El Segundo (and "The Point ") development project. Condition of Approval No. 5L is amended to read as follows: "A six -foot high solid wall must be constructed along the southern property line of Lot 15 of Vesting Tract Map No. 061630 for at least a length of 200 feet from the eastern edge of the Sepulveda Boulevard right -of -way. A six -foot high wall or a fence constructed of vinyl chain link or other material must be constructed along the remaining property lines of the Project Area abutting the Union Pacific Railroad right -of -way with screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees to the satisfaction of the P.B.S. Director. A six -foot high chain link fence or other material aesthetically compatible with existing fencing or walls in the Project Area must be constructed along the northern property line of Project Site Phase 1B abutting the Burlington Northern Santa Fe Railroad right -of -way to the satisfaction of the P.B.S. Director. Additionally, screening of the right -of -way with the use of landscaping, including, without limitation, vines, hedges and /or trees is required to the satisfaction of the P.B.S. Director. An eighteen -inch high, three - strand barbed wire fence may be placed upon the top of the chain link fence for the entire length of this fence (approximately 1,690 feet)." SECTION 5: Reliance on Record. Each and every one of the findings and determinations in this Ordinance are based on the competent and substantial evidence, both oral and written, contained in the entire record relating to the project. The findings and determinations constitute the independent findings and determinations of the City Council in all respects and are fully and completely supported by substantial evidence in the record as a whole. SECTION 6: Limitations. The City Council's analysis and evaluation of the Project is based on the best information currently available. It is inevitable that in evaluating a project that absolute and perfect knowledge of all possible aspects of the project will not exist. One of the major limitations on analysis of the project is the City Council's knowledge of future events. In all instances, best efforts have been made to form accurate assumptions. Somewhat related to this are the limitations on the City's ability to solve what are in effect regional, state, and 3 33 national problems and issues. The City must work within the political framework within which it exists and with the limitations inherent in that framework. SECTION 7: Summaries of Information. All summaries of information in the findings which precede this section, are based on the substantial evidence in the record. The absence of any particular fact from any such summary is not an indication that a particular finding, is not based in part on that fact. SECTION 8: Effectiveness of SSMC. Repeal or amendment of any provision of the ESMC will not affect any penalty, forfeiture, or liability incurred before or preclude prosecution and imposition of penalties for any violation occurring before this Ordinance's effective date. Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of this Ordinance. SECTION 9: Memorialization. The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. SECTION 10- Severability. If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. 4 34 SECTION 11: Effective Date. This Ordinance will become effective on the thirty - first (31st) day following its passage and adoption. PASSED, APPROVED AND ADOPTED this day of 2015. Suzanne Fuentes, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of 2015, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2015, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney David King, Assistant City Attorney PAPlanning & Building Safety \0 Planning - Old \PROJECTS (Planning) \1101 - 1125 \EA - 1122 \City Council \EA 1122 -CC Ordinance.docx 5 35 rIf ILA w f °_. 1NIOd 3H1 s Z�;i y' .�!• [�'�' O 00555 �1"I a EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: November 3, 2015 AGENDA HEADING: Unfinished Business Consideration and possible action regarding the results of the Information Technology Strategic Plan ( "ITSP ") completed by Nexlevel Information Technology, Inc. (Fiscal Impact: $0) RECOMMENDED COUNCIL ACTION: (1) Review and adopt the Information Technology Strategic Plan; (2) Direct staff to follow the identified recommendations and staff proposals; (3) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: NexLevel ITSP FISCAL IMPACT: None Amount Budgeted: $0 Additional Appropriation: N/A $0 Account Number(s): ORIGINATED BY: Larry Klingaman, Information Systems Manages' REVIEWED BY: Mitch Ta.vera, Chief of Police APPROVED BY: Greg Carpenter, City Manager y BACKGROUND AND DISCUSSION: At the February 17, 2015 City Council meeting, staff received approval to obtain the services of NexLevel Information Technology, Inc. to perform a review of the Information Systems functions for the City. Staff tasked Nexlevel with the following objectives: 1. Summarize the current organizational capabilities 2. Determine the current and future technology needs to fulfill City objectives 3. Recommend a road map to reach the desired state To accomplish the tasks, NexLevel performed the following activities: 1. Interviewed the relevant stakeholders from each department 2. Compiled the Information Systems Assessment report 3. Created a recommended project portfolio listing 4. Facilitated a city -wide project prioritization workshop 37 NexLevel incorporated the work products from these activities as the foundation for the development of the 3 -Year IT Strategic Plan. The recommendations in the IT Strategic Plan and the accompanying project listing will serve as the compass for the City to follow in the upcoming years. The plan is intended to be a living document, updated and adjusted continually as the needs of the City change. A summary of the challenges and recommendations of the plan follow below. NexLevel ITSP identified challenges: + Siloed organizations, separate information systems, and separate repositories of information inhibit the City's ability to respond to public expectations for expanded access to information and services. • The lack of expertise in high -value areas such as project and vendor management will continue to be a limiting factor in the future. • The location of the IS Division within a user department is not an ideal arrangement for making IS services widely available to the City or for holding the IS Division accountable to the City -wide user base. NexLevel ITSP recommendations (Pages 14 -16): + The City should implement a formal approach to information technology governance to ensure that IT priorities stay aligned with the City's business goals and priorities. Due to the individual nature of each organization, NexLevel does not specify a specific structure. • The City should reconsider its approach to the management and delivery of information technology services by outsourcing services such as network and infrastructure support to allow staff to focus on business process analysis and project management. + The City should develop and adopt a plan for community engagement and eGovernment to address implementation of websites, mobile services, and social media. Due to the individual nature of each organization, NexLevel does not specify a specific structure. • City IS should plan for the further adoption of IT Best Practices in areas such as change and configuration management, creation and maintenance of a knowledgebase, and greater transparency and collaboration with user groups. ■ The City should develop, adopt, and implement an industry standard NIST - conformant cyber security framework to secure the city against both internal and external threats such as viruses, malware, and disgruntled employees. ■ The City should consider an alternative reporting relationship in the long -term. If feasible, having the IS Division report to an Assistant City Manager is preferable to hold the IS Division accountable to the City -wide user base. 38 In order to accomplish the recommendations of the NexLevel ITSP, staff proposes the following changes: • Reconvene the Executive Technology Review Committee bi- annually to establish priorities, policies, and procedures and form ad -hoc inter - departmental workgroups to manage enterprise applications. • Outsource some utility functions to contractors to allow staff to focus on value providing services such as business process analysis and project management. • Work with HR to re -class existing positions to better represent the needs of the organization by aligning the IT Division with the value and utility functions. C, [rm (I\Hv'Jo3 . 7ml) • Discuss options for future organizational change related to the optimal location and management responsibility for the Citywide Information Division. 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C �+ fp L � y �,, fp '00 U C C �� O y U_ L y 4i 00 .2 ? o � c o 00 3 a �` a s 5 E � o o v a 0c � c c o o �° c �° aC o axi � o a r v '^ � u ar 'c • aA = o y v •- rt c a v a u� v rp v � f0 vi � a Q� vi a=i '� v �� I m o rcp > v°{ O f0 � c�� o v � y� o c a u v �` O p +� � m rp � 3M c a o �� Q O fp rp O E V� O- vi � J 7 rp N ` H O fp � d � � +� O d � w � �' � E � C � � J t0 �' C E O pJ y •G1 C aci �_ ai � •+-� c o� v° c o o c a c e E >�� u� w O u v O y O }� O � c 'p � E � CC LL ° � 'c o � ro 2 ro d ro 'C a � 'C � •° p,,,l � '+-, y a$ 2 f0 " 83 , c� v �, a c c d � c_ c c a c a rry71i � c c c e O C rup ax am E �+ rp ry u m �' E E U D m o O� m O m � a a am vhf t0Jn w vhf volt v01i 0 0 0 0 0 0 a a a a a a o c u E N O d o �p � d0 a O c c j ei t� aJ � a a c � Z' � 2' 'a Z' C a u .� �+ J +�'+ AN E C a C H N W C O m 0 V E H °' � � a � O a=i � � � y ° o. ° 0010 o a�i � � o � c m E �� c a p v u� o X g ° � v v � ,o o m c y �` A d a p W Q fp O fp 7 rp Ip j C �� � a � 3 'u 4J � rp LL d 4l y 7 L .G rCp '^ � o� u � � p ,o E ° c rp C O ° ro v� 3 � a a v r° o� .!Y r �� ��� 0°JC v f0 � r p a� •> � � v u c v� p c � c� Op � U C O` rp "O ++ Ol J U Gal � c o4o' r � � c °. 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U udi v'", ° w� o v -0-3 N c� � o. do a ai c V > ° 7 L+ > ap w N c � C f0 v �o � � aci r c N E m r a"i a .` �o °+�' '^ c '� f E E o '" •o c � m� E� •`- v L � c � L ` acr c � � � a r '-^ c � X � E a M � oo � $ o y LA O p N O •E 4+ GJ w y N .p u° v C � 'C +O•, � E e o>u � a a�i � �' � ° y L' r i, m o' °u � -o � u u ; 'o- > �+ O. vi to v a � `o m �_ aci �; oa ��++ aci � x W c " a o '�° v*'i o. 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C L c E � � 3 88 EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action to: 1) review the proposed lighting designs for the Richmond St. Rehabilitation Arterial Improvement Project between El Segundo Blvd. and Holly St., 2) provide direction to staff on possible revisions and 3) direct staff to proceed with preparation of construction plans and specifications. (Fiscal Impact: $800,000) RECOMMENDED COUNCIL ACTION: 1. Review the proposed lighting designs for the Richmond St. Rehabilitation Arterial Improvement Project; 2. Provide direction to staff on possible revisions to the proposed design; 3. Direct staff to proceed with the preparation of construction plans and specifications inclusive of any design changes; or 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Draft Landscaping and Lighting Design Plans FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $800,000 Additional Appropriation: No Account Number(s): 301- 400 - 8203 -8703 (Capital Improvement Program) l ORIGINATED BY: Stephanie Katsouleas, Public Works Director-1 REVIEWED BY: Greg Carpenter, City Manager i APPROVED BY: Greg Carpenter, City Manager.. BACKGROUND AND DISCUSSION: On October 6, staff presented a draft landscape and lighting plan for the 100, 200 and 300 blocks of Richmond Street. The tree palate selection, which included planting Strawberry Trees and Palm Trees in alternating arrangements, was approved by City Council that evening. However, approval of the lighting plan was deferred pending review and testing of a proposed solar light fixture. As you may recall, four lighting configurations were presented on October 6, 2015, which included: • Replacing the existing eight (8) marbelite street lights, • Adding four (4) additional marbelite street lights for a total of twelve (12) • Installing twenty -four (24) solar pedestrian lighting as stand -alone fixtures • Installing fifteen (15) combination pedestrian/street lights (ruled out due to cost) All options include using LED technology. Staff also reported that those in attendance at the community meeting held on September 22, 2015 overwhelmingly preferred the pedestrian lights over traditional street lights, although the subcommittee had concerns about which lighting option to choose and the associated cost for each option. Since October 6th, several actions have taken place: • The solar light fixture provided by the manufacturer and present at the Council meeting was subsequently installed adjacent to the Old Town Music Theater. Multiple evening evaluations confirm that it adequately illuminates at dusk and remains on until dawn, or approximately 6:30 am. The light is very white in hue and appears to maintain its brightness throughout the night given the testing performed to date. Degradation in light brightness does not appear to be significant, if any, by the early morning hours. • The manufacturer shipped a second light fixture that included a new type of LED light with a wanner hue. The fixture arrived on Monday, October 26th and has been installed near the existing light on Richmond St. for comparison between the two lumen outputs and hue. • The performance and quality of the two solar lights is still in review due to the recent release of the alternative light bulb made by the manufacturer. Results will be presented to City Council at the November 3, 2015 meeting. • The subcommittee is continuing to explore other wired (non- solar) pedestrian light fixtures that could represent the uniqueness of Richmond Street, with emphasis on style, cost and long term durability. Additional details will be presented to City Council at the meeting. To adequately plan for all possible lighting options both now and in the future, staff recommended that the consultant include installation of electrical conduit as part of the plans and specifications for all three blocks. Should City Council ultimately approve the solar lighting option, then the line item bid for energizing the conduit can be eliminated. Staff is seeking guidance from City Council on how to proceed with the lighting selection phase. Options are as follows: Select Fixture Type Marbelite Street Lights -8or12 28 Pedestrian Lights; and 3 Marbelites Solar Victorian Imperial 11 Wired Style to be Determined If City Council chooses to install eight (8) or twelve (12) marbelite poles, then staff has all the information it needs to finalize the design and locations for installation, and prepare documents for construction bidding accordingly. However, if City Council chooses to install 28 pedestrian light fixtures throughout the three blocks of Richmond St., then staff is seeking direction on whether to move forward with the solar lights or whether to continue to explore other wired pedestrian street light options. Because the conduit design is proceeding, City Council has more time to explore all pedestrian and street lighting options without delaying the bid timing and construction schedule. The following summary provides an overview of the identified pros and cons of the two pedestrian light options. mic Solar Light Wired Lir Pro Lights are off the grid, saving on electrical The performance of the fixture is not cost over the duration of installation. weather dependent and thus will maintain Technology is rapidly evolving and is the same level of brightness throughout the expected to continue improving over the night. There are a large variety of expected life of the product. If damaged, j choices /styles available at many price individual components (e.g., a single head) ! points. A larger variety of LED light hues is can be replaced without having to replace available. Electrical power can support the entire fixture. Poles can be purchased brighter light bulbs than solar lights. separately. Fixtures have dusk to dawn Fixtures may have dusk to dawn settings. settings. It's easy to make field adjustments without affecting other infrastructure. Long term durability of the lights and future Electrical bills add to monthly cost. Con light degradation are unknown due to the Depending on the fixture type, damage newness of this type of light. Lithium Ion may require replacing the entire unit rather batteries will have to be changed than a single component. Field periodically as they lose their ability to hold adjustments are not as easy once the light a charge over time. Multiple days of cloudy has been installed. Lights will not be weather will affect the longevity of night Edison -owned and thus maintenance and light output. Limited choice in styles for the replacement costs are city obligations. price point and desired brightness. Overall brightness is limited to what can be powered by the battery. Lights will not be Edison -owned and thus maintenance and replacement costs are city obligations. The table on the following page recaps the general estimated cost of replacing the existing marbelite poles as well as the cost of the solar lights under consideration. For easy comparison of the products themselves, the cost for conduit has been eliminated from the estimates provided. Staff is recommending that conduit be installed regardless of the option chosen to preserve the right to use it at some future date. o Lr) v o c o -° o v a T a, o v a) w E O a; o � o o a° u C a) ra on o_0 u 3 E ao Sao � o v } v.x CU N a)�� c} u cu o y v L= w -= v V, o- o O O > O ON O v u -0 N �� w 3 pcp m Q a) +� co O O a) + L ro N-5 O O Y O +� c c U T m V) U T O m 3 E a o E — 0 O O ° L OA ro r' u a E a) }; ° a �p a 'n �p a �X O c T c OD 6 u bO to E c O a) c E w c O ON CL c O a O c= O t Q w O Q -tn a I s Q� Vf m U O u m O a) (mO Z (n }/ 4- L V7 m "c a) -- u L ° Q) V) () '_ 4' H Q) _ O O O }. 3 O 3 a) "O .°_ ° m > u to 'O > m� a) - v • E � ! c 3 E U _ v o� � a) Cu c O a) V W m w W E c L i i s to c �... c O E 'O c d0 o c n O I '� c +� pO c +� Y Q C: l - c Q Q Ln LO a) (O In J C U c 'ro c io C C (c0 C �' _ E o ate) to O ?� E a a) L ut v a a) O o Q Q in O v> Q Q- Or '� N � a1 a) a U N N OOC a in .� "�6 u T c >� -0 j ° Y - ' 3 c � Vi c c o on > t'Jo ii o v- v a +,•� x - co u_ t a, a O ro 3 o a v E +� u a) ao . 3 x a) on on ro > +� + cu -D c o m a) -� Tao o v o c w c v m bo° - to N N N c a) v 3 .f6 c v L O L °- r-+ v W v1 a1 +"I J a) v° E v on _0 �o _ c x -° a) t O _0 n E E_° c n v c c' n - v° o v o o E E t v t E a, .o af°i _ a W L v > a L a) O O as -O OA O c -0 L W a o O o— co O +� a a U u n m a— o s 0 O O O O O O 06 06 06 c 3 O -tn -Ln if� E E E L O 7 :3 L E E E o a o a G G G fT3 V V) a) VI Z c O O u 0 o _ o 00 NO p U u c tD _ Z J 7 Q 00 a U m tNi� v^ni N u t/} 00 3 o •°-° v o N n c c " +' v ro _ u _ v O �, a, �+ E o�� .� L ° c fB L ° - E c Z E > - C a) N g c"no N O Ln� a) o 'L u O c � c u 0 0 N a1 'I! OLn 00 N c ._ U— to N N c •- U oC ro ns N co n O co_ 3 .. Z a) L¢ a) a) L CL O a) a "O 'O a +-+ 0 a) L a) J� a) L () a1 X O� W a, a �, a1 -p O ro co a ,_ ,� q c Z N o .a c E ._ 0 CU E c v) a t, O O 71 .3 a) T U 0 Cd cn O U � • ,Ui R$ � N a) � 3 0 x y O 4, obn c O U O O U cn V) a) a) � O 1 0�..I �I .0 a) 8 c�.n.I c.d i•-I O O O O � •O � �U-I Next Steps Pending direction and approve from City Council, staff anticipates the following timeline to complete the project: 2015 November: Approved landscaping and lighting selection and design Finalize construction documents November: Submit final draft plans to the city November - December: Plan review and corrections provided; final plans approved by City December Release bids 411V January Bids Due February Award Project; Execute Contracts Conduct outreach regarding construction timing and impacts March — May Active Construction (after the rainy season) June Punch list and Completion 3nN]IAV _ — JkIIOH w z a O V o� { IL af a C/) — z z oz A v o :2 o Ld E is o O �,. -. • N LL. r W W fl O CI l J ! z iq M M W w F- w W 2 d W w �r m H s o Z W _ Y � D W- w ,, W N CL W �- p O a co CL f� a 0 0 CL a o OF A ,o£ o x x J z, zo U O L L rT' � �I F Z L 3nN3AV GN`d 10 d :i nNIAV ia l -' N MI N`d JJ �inNIAV a 3 O inN:IAb -- - �3U . b G N V 10 to a M LL O U w J Q U N ° C) x 0- a O O N O O d � II f ✓✓ LI W W f w J Q U N ° C) x 0- a O O N O O d � II w 0 w O W IL N N O W a a CL O O oc w IL a 1-1 NI�NNb�Jd Z O UrK cn rK Q ~ Z z — Z �O J U W �O O Z Z� a z J f U Z d 7 O (D c I [ L 1 2 2 O ( ^w a Z f C L/� L d f ✓✓ LI W W f W W W 2 2 J Z Q � � Q Q a m � m � Zy _ W W Y � � W W N N W IL 1-1 NI�NNb�Jd Z O UrK cn rK Q ~ Z z — Z �O J U W �O O Z Z� a z J f U Z d 7 O (D c I [ L 1 2 2 O ( ^w a Z f C L/� L d EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA STATEMENT AGENDA HEADING: Reports CCCBs AGENDA DESCRIPTION: Environmental Committee Status Report (Fiscal Impact: $0) RECOMMENDED COUNCIL ACTION: 1) Receive and file; 2) Alternatively discuss and take other action related to this item ATTACHED SUPPORTING DOCUMENTS: Positioning Statement of the Environmental Committee FISCAL IMPACT: N/A Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Tracey Miller - Zarneke, Environmental Committee C9119ait&O REVIEWED BY: Larry Klingaman, Environmental Committee Chair UZO APPROVED BY: BACKGROUND AND DISCUSSION: After a two -year hiatus, the Environmental Committee was relaunched in April 2015. The newly reestablished committee would like to introduce its members, present its positioning statement, and invite partnership from City Council, businesses and residents in the effort to make El Segundo a more sustainable community. Recent accomplishments include review and expansion of water conservation notices for the public; review of SBCCOG Climate Action Plan Overview and Green Building Challenge; outreach for potential SEED Award candidates (two entities were awarded in El Segundo); meetings with Surfrider Foundation and West Basin Municipal Water District. A detailed Environmental Committee work plan is in progress, delineating specific action items to implement the mission and vision of the committee. Simultaneously, revisions to "ES Green" webpage are also in progress. I.7 90 CITY OF EL SEGUNDO ENVIRONMENTAL COMMITTEE VISION, MISSION AND SCOPE OF WORK Vision: To create and maintain a sustainable community. Mission: To improve social, economic and environmental well -being by fostering partnerships through education, guidance and outreach. Current Points of Sustainability to Address • Urban Planning and Development • Transportation • Air Quality • Water Conservation • Energy Conservation • Hazardous Waste • Solid Waste Perspectives to Consider for All Points of5ustainability •Civic Responsibility •Business Responsibility •Resident Responsibility Courses of Action for Committee •Provide guidance to City Council, city departments (develop procurement policy, resolutions) •Provide education and outreach to public (develop sense of ownership, investment by individuals doing their part; create sharing economy opportunities) •Seek balance among three points of civic values: SOCIAL CONCERNS ENVIRONMENTAL ECONOMIC CONCERNS CONCERNS Commfttee Members (as of October Z[}15] Larry Klingaman, Chair Tracey Miller- Zarneke, Co -Chair Lesli Kendall Corrie Chitlik [Open seat] 91 N LU W H N U W R' w O N M O LU W m m W O Z O Q a 0 a LL O W H ¢ Z O� 0> Z 0 U L J W ¢ U) F W LL }O} Z U� rn 0 M M t0 M 001 N R � t00 N a0D r N N Cl! 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U oZ o 0 w W W 0 0 0 x Y Y L) w w x x x U U U O O O no MIMIRMOM", 19 &I'sak 92 J G 5 W W O Z ` cu a n c w w c U w N N N E « C N X C � N w p U N > > U w 0 N O L « E a '� `o >, w .Q� w w ° m > c v C d y 0 0 Y aV; > m « c c a E LL F a c 0 m 4 C N o w a w U N V U C (p N 0 f.1 .422 o �awv0 °m om M. N m ,O N d w w L a1 > N 0 N N w G °c c a N w E N m' E c w J ww C aM j C fLj w a X c U d act TENva w l6 E w 0 w U V O m w w m o w act v a C y d w = O 0 .w. 8' OT w .. j > N C 0 w , Y N a J a � L VI y 0 j C w 1. W M$ W w o U y E! w w 4 w rnU S c ZU'�W 1° U N w :: ww �Z `o m ac°� o mama ma v p 0 €2' m o1 oy m 0mEme m QOSU Y Uv, a U2�'m`� x w o d' LL O o > O O m n to W II U Z ui j H a Q II II LL II 2 O !n U U O O _ LL U w LL Q m 2 IL Q O 92 J G 5 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 10/5/15 THROUGH 10/18/15 Date Payee Description 10/9/2015 West Basin 2,126,377.19 H2O payment 10/9/2015 Health Comp 29.00 Weekly claims 10/9/2015 Manufacturers & Traders 31,264.24 457 payment Vantagepoint 10/9/2015 Manufacturers & Traders 477.31 ROTH IRA payment Vantagepoint 10/9/2015 US Bank - Trust Acct 5,311.17 PARS payment 10/9/2015 South Bay Credit Union 12,500.38 Payroll credit union deduction pmt 10/9/2015 State of CA EFT 853.45 EFT Child support payment 10/9/2015 Nationwide NRS EFT 29,435.34 EFT 457 payment 10/13/2015 IRS 325,946.77 Federal 941 Deposit 10/13/2015 Employment Development 3,236.05 State SDI payment 10/13/2015 Employment Development 81,634.23 State PIT Withholding 10/14/2015 Cal Pers 97,705.43 EFT Retirement Misc 10/14/2015 Cal Pers 293,159.13 EFT Retirement Safety 10/14/2015 Cal Pers 1,655.39 EFT Retirement Safety - Police 10/14/2015 Cal Pers 17,885.29 EFT Retirement Misc 10/16/2015 Health Comp 952.99 Weekly claims 10/15/2015 Lane Donovan Golf Ptr 20,864.32 Payroll Transfer 10/5/15- 10/11/15 Workers Comp Activity 13,501.27 SCRMA checks issued 10/12/15- 10/18/15 Workers Comp Activity 14,332.18 SCRMA checks issued 10/5/15- 10/11/15 Liability Trust - Claims 3,976.08 Claim checks issued 10/12/15- 10/18/15 Liability Trust - Claims 0.00 Claim checks issued 3, 081, 097.21 DATE OF RATIFICATION: 10/19/15 TOTAL PAYMENTS BY WIRE: 3,081,097.21 Certified as to the accuracy of the wire transfers by: Deputy City Treace II Date Director q inatce City (o _1� -0 Date eo - & -/s Date Informati66 on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. PACity Treasurer \Wire Transfers \Wire Transfers 10 -01 -15 to 9 -30 -16 10/19/2M5 1/1 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 94 w EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: 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 (`SSMC ")§ 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 (`SSMC ")§ 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 Wor REVIEWED BY: Gregg Kovacevich, Assistant City Attorney APPROVED BY: Greg Carpenter, City Manager Yk BACKGROUND AND DISCUSSION: After reaching out to more than eight (8) deck repair and construction companies, staff has been unable to secure a contractor to complete the drain and deck repairs due to various insurance issues. Therefore, staff has moved forward with selecting the alternative option of raising the headers and reinstalling the sliding glass doors in the three northern units. This approach will create a larger elevation threshold between the sliding glass doors and adjacent balcony, which should prevent water from seeping into the unit during rain events. We are in the process of getting quotes for the work and estimate that we can quickly implement this plan without encountering the insurance issues associated with the drain installation and waterproofing. 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. 95 EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to execute a professional services agreement with Prosum Technology Services in the amount not -to- exceed $50,000 to provide helpdesk and technical support for the Information Systems division. (Fiscal Impact: $50,000) RECOMMENDED COUNCIL ACTION: (1) Authorize the City Manager to execute a professional services agreement with Prosum Technology Services in the amount not -to- exceed $50,000 to provide helpdesk and technical support for the Information Systems division. (2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Scope of Work FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $50,000 Additional Appropriation: No Account Number(s): 001 - 400 - 2505 -4XXX Salary Savings ORIGINATED BY: Larry Klingaman, Information S s ems Manager REVIEWED BY: Mitch Tavera, Chief of Police ih APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Information Systems staff currently has two unfilled positions. With these vacancies, the existing Network Assistant is receiving more work than she can accomplish. Staff would like to use the salary savings from these unfilled positions to hire a contractor to augment our workforce on a temporary basis. Staff already has a working relationship with Prosum Technology Services, a local El Segundo company that we would like to continue. Prosum Technology Services has been providing a contractor for a short period of time, and the individual has been working out very well. Staff would like to enter into a longer agreement with Prosum Technology Services for 1,000 additional hours at $50.00 per hour. Staff recommends authorizing the City Manager to execute a professional services agreement with Prosum Technology Services in the amount not -to- exceed $50,000 to provide additional helpdesk and technical support for the Information Systems Division. 96 City of El Segundo Technical Support Statement of Work 10/20/15 Carafe) P R 0 S Um This addendum is incorporated into the Master Services Agreement dated June 25, 2013 between City of El Segundo and Prosum, Inc. Pr©surn Technology Services 2201 Park Place, Suite 102 El Segundo, CA 90245 © 2015 Prosum CONFIDENTIAL All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, recording, or any information storage and retrieval system, without permission from Prosum. 97 Contents 1. OVERVIEW ................................................................................................................ ............................ 3 2. PROSUM PROFILE ........................................................................................ ......................................... 3 3. APPROACH AND SCOPE ............................................... ......................................................................... 4 4. ASSUMPTIONS ..................................................................................................................... ..... . .......... 4 5. TEAM MEMBERS ................................................................................................................................... S 6. SCHEDULE AND COST ........................................................................................................... ................ 5 7. Change Order ........................................................................................................................................ S 8. ACCEPTANCE ........................ ....................................................... ....................................................... 6 2 October 10, 2015 PR 0 SUUM 98 1. OVERVIEW City of El Segundo has requested Prosum's assistance in providing a Technical Support resource on a Time & Material basis for a 180 day (26 weeks) consulting engagement under the fully executed IT Services Agreement executed between City of El Segundo and Prosum, with the effective date of agreement 11/5/15. This following Statement of Work, made in accordance with the terms of the IT Services Agreement, outlines the scope and estimated costs associated with this resource. 2. PROSUM PROFILE Prosum, Inc. (Prosum) is a technology services company that builds lasting partnerships by giving our clients a competitive advantage in their marketplace through a unique combination of Business Consulting, Technology Solutions, Outsourcing and Resource Staffing. Prosum brings years of experience in providing enterprise infrastructure and managed support services utilizing proven and emerging Microsoft technologies as well as proven experience in delivering project based solutions on time and on budget. Prosum's consulting approach is based on the realization that business processes and their supporting applications and systems can only be fully understood, implemented, supported and improved by understanding their interdependencies. Our holistic approach is driven by understanding and aligning our clients': Business Vision and Strategy IT Vision and Strategy Technical, Enterprise, and Business Architectures Service Orientated Operations At a high - level, the approach is driven by an understanding of how the technical architecture supports the IT services provided to the business. This ensures that all IT service requirements are addressed in a comprehensive and well - planned manner allowing for efficient tactical day -to -day support along with long -term strategic direction for Information Technology as a whole. 3 October 10, 2015 r.f.f.J) P R 0 S U M 99 3. APPROACH AND SCOPE Prosum will provide a Technical Support Resource who will work in collaboration with City of El Segundo's team. City of El Segundo will provide the resource with direction on an ongoing basis and will clearly define for him /his role relative to the other members of the City of El Segundo IT team. It is anticipated that the Prosum resources will be engaged in, but not limited to, the following activities: • Provide customer support and technical issue resolution via e-mail, phone and other electronic medium • Provide customer support and technical issue resolution in person as needed • Identify and correct or advise on product issues in client computer systems. Perform timely escalation of support related issues to various departments for further analysis and resolution • Perform other duties as requested and within areas of expertise 14. ASSUMPTIONS This statement of work was based on the following assumptions. • The content of this document is based on a description of desired duties and responsibilities provided by City of El Segundo, as well as discussions between Prosum and City of El Segundo in August 2015. • City of El Segundo will assign a Manager to provide direction to the Prosum resource regarding prioritization and scheduling of duties. • City of El Segundo I will provide workspace for Prosum project staff, and access to internet, telephones, copier, fax, conference rooms, and printing facilities. • Prosum resource will have access to client documentation. This documentation may include organization, planning, and technical architecture material, and any other existing documentation deemed appropriate for the support. • City of El Segundo will provide Prosum project personnel with access to relevant external and internal systems, as Prosum may require. This includes system access information such as login information, Internet accessibility, and other interfacing systems. • The Prosum resources will be working in the City of El Segundo offices in El Segundo, California. 4 October 10, 2015 �X.f.) PR05Um 100 5. TEAM MEMBER The following roles will be provided by Prosum and required for this engagement. Y Technical Support Consultant 6. SCHEDULE AND COST It is expected that the resource will be engaged for the following period: Position T &M Rate No. of Start Date Estimated Extended Hours End Date Technical $50 /hour 1,000 hours 11/5/15 5/5/16 $50,000 Support (26 weeks) NTE TOTAL: $50,000.00 Prosum bills on a Time & Material basis, and the Not -To- Exceed (NTE) value above is based on information gathered to date. It is expected that this resources will work an average of 40 hours per week during this period at an hourly rate of $50 per hour. Actual hours worked will be determined by requests and direction from the primary City of El Segundo contact. The duration of this SOW is expected for 26 weeks and based on 40 hour weeks for a total cost of $50,000. Prosum will only invoice for the actual number of hours worked. City of El Segundo may terminate this agreement for convenience or cause with 1 day advanced notice. City of El Segundo also has the ability to extend this resource beyond NTE Total of $50,000 and 1,000 hours with 1 day advanced notice. 7. Change Order Once the Statement of Work has been signed, any modifications to the scope described herein will require a change order. A change order will define new requirements and may impact on delivery time and cost; however, Prosum will be diligent to minimize such delivery and cost impact to City of El Segundo as a result of such new requirements. 5 October 10, 2015 (OX.) P R 0 S U M 101 8. ACCEPTANCE This document will be deemed accepted upon receipt of a signed copy thereof. Contents of this document supersede all other documents related to the services described herein. If this document correctly states our agreement, please sign below and return to Prosum. Agreed and accepted, City of El Segundo Authorized Officer Prosum Authorized Officer Name: Name: Signature: Title: Date: October 10, 2015 Signature: Title: Date: 102 EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding freezing the Public Agency Retirement System (PARS) Supplemental Retirement Plan for eligible members of the El Segundo Supervisory and Professional Employees Bargaining Unit. Fiscal Impact FY 2015 -16: $118,000 RECOMMENDED COUNCIL ACTION: 1. Approve the amended PARS Plan Document 2. Adopt the Resolution freezing the Public Agency Retirement System (PARS) 3. Approve the Side Letter between the City of El Segundo and the El Segundo Supervisory and Professional Employees' Association 4. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. PARS Supplemental Retirement Plan Document (Redline) 2. Resolution 3. Side Letter between the City of El Segundo and the El Segundo Supervisory and Professional Employees Association FISCAL IMPACT: $ 118,000 (FY 2015 -16) Amount Budgeted: $118,000 Additional Appropriation: N/A Account Number(s): w PREPARED BY: Martha A. Dijks ra, Human Resources Director REVIEWED BY: Greg Carpenter, City Manager APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: At its meeting on September 19, 2006, Council approved a three year Memorandum of Understanding (MOU) between the City of El Segundo and the California Teamsters Public, Professional and Medical Employees Union, Local 911, Supervisory and Professional Employees' Bargaining Unit (SPEA). Part of the Agreement included contracting with the Public Agency Retirement System (PARS) during Year 3 of the contract to provide the .5 @55 retirement enhancement formula as a supplement to the City's 2 % @55 PERS formula. Eligible SPEA members included those who met the following criteria: 1) were at least 55 years of age, 2) completed 15 years of continuous service with the City of El Segundo and 3) retired from the City of El Segundo. The Plan was established through Council action on August 5, 2008. Since this is a defined benefit plan, an actuarial valuation must be conducted every two years to determine the future annual costs. At the time the Plan was implemented, the cost of the Supplemental Retirement Program was shared between the City, as the employer, and the covered employees. The MOU agreement required 9 103 employees to contribute one percent (1 %) of their total annual pay via payroll deduction and the City would provide for the remaining funds necessary to meet the actuary's recommended funding level. During negotiations for a successor MOU in 2012, the City negotiated that 100% of the Plan costs, including future increases, would be borne by employees participating in the Plan. Consequently, employee contributions rose from 1 % to 5.2% effective November 26, 2012, and from 5.2% to 7.2% on January 22, 2014. Furthermore, as part of the 2012 negotiations, the City closed this Plan effective October 1, 2012 meaning no new employees would receive this benefit. Effective January 1, 2013, the California Public Employees' Pension Reform Act of 2013 (PEPRA) prohibited offering supplemental defined benefit plans, such as the one offered through PARS, to M employees. As a result, the participant pool has dwindled and will continue to do so as employees leave the unit due to separation from the City or appointment to a classification in another employee group. Over time, this will result in fewer employees shouldering the cost of this benefit, which is expected to rise based on the actuarial reports. During the January 21, 2014 Council meeting, several SPEA representatives spoke before Council to express their concern about the rising costs of this Plan and the fact that these costs would be the sole responsibility of the remaining Plan participants. After some discussion, Council directed City staff to work with SPEA and explore the various options related to terminating the Plan. Since then, City staff and SPEA representatives have diligently worked together to come up with a solution that is agreeable to the employees as well as the City. Due to the legal and financial complexities associated with this type of supplemental plan, City staff consulted with a number of subject matter experts including PARS Administrators, our Actuary John Bartel, and special ERISA legal counsel.I After an extensive amount of research and discussion, the City and SPEA have reached mutual agreement to freeze the PARS Plan. City staff, SPEA, and legal counsel believe that freezing is the best approach to ceasing the Plan. Freezing the Plan means that all employees in the Plan are frozen with respect to 1) the number of years of service and 2) the highest level of compensation. The employees will no longer accrue any further service credit even if they continue working after the Plan is frozen. Additionally, salary increases after the freeze date will not increase their retirement benefit calculation. Once the employee becomes eligible for retirement at the age of 55, their benefit will be calculated based on the years of service with the City and their salary at the time of the freeze. Freezing the Plan benefits the City; future liability is limited since service credit and salaries have been capped; employees benefit because they will no longer be responsible for funding the Plan. The City has obtained signed Release Agreements from each individual participant, so there is 100% agreement to move forward with the Plan Freeze. The Releases identify today's date, November 3, 2015, as the effective date of the freeze and October 31, 2015, as the start of the pay period in which participants will no longer have any obligations to fund the Plan. The latest actuarial valuation report as of June 30, 2014 shows that the actuarially determined contribution for Fiscal Year 2015 -2016 is $118,000, an amount which has been budgeted. Although the City will now be responsible for paying and funding the Plan, it will be at a much lower rate given the limits placed on the service credit and compensation. The City is still required to conduct actuarial valuations on the Plan every two years, so the next report will reflect the City's obligation for Fiscal 1 The Employee Retirement Income Security Act of 1974 (ERISA) is a federal law that sets minimum standards for most voluntarily established pension and health plans. 104 Years 2017 -18 and 2018 -19. Attached to this Report is a redlined PARS Plan Document prepared by special ERISA legal counsel. If approved by Council, the Document will be executed by the Director of Finance who is the designated City PARS Plan Administrator (Resolution No. 4562). Also attached is the signed Side Letter of Agreement between the City and SPEA, with a copy of the Release Agreement signed by Plan participants, and a Resolution authorizing the amendment and restatement of the City's PARS Plan. 105 THE CITY OF EL SEGUNDO PUBLIC AGENCY RETIREMENT SYSTEM (PARS) RETIREMENT ENHANCEMENT PLAN �� ar.Zr�ii ►�i n>Ar�iTi�i (As Amended and Restated Effective [ , 20151) M 1.615177.6 106 TABLE OF CONTENTS INTRODUCTION ARTICLE I PARTICIPATION 1.1 Eligibility for Participation. 1.2 Z- - ,4bility ki wa s ARTICLE II CONTRIBUTIONS 2.1 Amount of Employee Contribution 2.2 Pick Up of Mandatory Contributions 2.3 Administrative Expenses 2A A1110WIL oi' Grnploycr Contributions ARTICLE III BENEFITS 3.1 Retirement Benefits 3.2 ('oiiiiiiciic.enzent of Retirement Benefits .a3 Survivor Continuance Benefit 343.4 Pre - Retirement Disability Benefit 3:43.5 Pre- Retirement Death Benefit 343.0 Deferred Retirement Benefit 3.6 Will! r0A'A! [enefit 3.7 Certain Returns of Mandatory Employee Contributions Picked Up by the E gr 3j Designation of Beneficiary ARTICLE IV VESTING 4.1 Full Vesting-7 Upon the Freeze Date 42 Normal Vesting Schedule 4� ! "till o- PaFtia14.3 4. -34.4 Attainment of Normal Retirement Ate 4.44.5 Effect of Vesting, ,' `n �,�°-!m'"rd •i 1615'17? [, Page I 7tT wi-•Jl f�s1'Sf efZ. 34 35- 5 46 6 46 46 44, 47 7_ -57 1 V in non Termination 7 of the Pla 4EIigibility 10 71.0 107 TABLE OF CONTENTS (continued) Page I1il [al it DWA ARTICLE VI ADMINISTRATION AND AMENDMENT OF PLAN 6.1 D ' DistributiqR$, N24 5.1 Normal Form of Benefit $] 5.2 Optional Forms of Benefit 812 5.3 6imitaiiew, 9E1ection of Lump Sum Return of Mandatory Member Contributions 13 5.4 Time -s aymctnt9-fDi -s1ributiom 14 5.5 Required Distributions and Distribution Deadlines 14 -6 Cash Out of Small Benefits 1722 5 7.1 4-7 i5.7 Direct Re1110 ,ers; WRollover Option 23 ARTICLE VI ADMINISTRATION AND AMENDMENT OF PLAN 6.1 Member's Rights Not Subject To Execution N24 6.2 Rules and Regulations 2024 6.3 Amendment and Termination 22-25 6.4 Nfilitar rr4ee 22ReempJpyeaVeterans, 2_6 6,.5 No Duplication of Benefits 26 ARTICLE VII ANNUAL BENEFIT LIMITATIONS 7.1 Definitions and Application 2327 7.2 Annual Limitation on Benefits X28 ARTICLE VIII DEFINITIONS 8.1 Definitions 2432 41615171 4,1 1615.177.5. 11 108 INTRODUCTION - 4wWHEREAS, the City of El Segundo (the "Employee') latipreviously adopted tliisthe tax - qualified governmental defined benefit plan , the City of El Segundo Public Agency Retirement System Retirement Enhancement Plan (the "Plan") for the benefit of its eligible employees to provide supplemental retirement benefits to eligible employees of the Employer in addition to the benefits employees will receive from the California Public Employees' Retirement System ( "CalPERS ").; WHEREAS, the City is an employer authorized under California Government Code Article 1.5, Sections 53215 through 53224 to establish a pension trust; WHEREAS, it is intended that t4isthe Plan and the I nisarust established to hold the assets of the Plan (the "Trust ") shall be qualified under Section 401(a) and tax - exempt under Section 501(a) of the Internal Revenue Code of 1986, tog+etlief -wi +h any amendments thef -et"as amended (the "Code "); WHEREAS, it is t lt4�intended that ihw. i flan and the •Trust-est -a isIied: !?�tetmdef shall meet the requirements of a pension trust under California Government Code ( =Ae!") Sections 53215 - 53224, or their successor sections (the "Aet"). WHEREAS, the Plan is a governmental plan within the meaning of Section 414(d) of the Code and Section 3(32) of the Employee Retirement Income Security Act of 1974, as amended; WHEREAS, at any time prior to the satisfaction of all liabilities with respect to Members embers of the Plan and them Bffllefieiaries anderbene, tic irtrieti, the parstinn. the this 01-M-1-1 assets shall not be used for, or diverted to, purposes other than the exclusive benefit of of the members or their ' enefiei riesbeneficiaries, as prescribed in Section 401(a)(2) of the Code7; = 1- 41615177 6 1 109 it iS iilteHdt �,i + { the Plan .atisf: the n 1:e,...,ornme l'_.. wth and Tax Relief Ree r,E,i,i:,,tion A e (..,.....j ;Yr- 1'ri�E?wn as "`i✓�ciz�-'-.R ""-)jt1RFi4�- #fit} i�%f }t°A�mi- Act 1' ` '{an i-f fiExeting -the FGTRA�—' !A—amendmentq ape heFeby inade c.il eti as �.trr the dates, �d b t 10 slat. of PI t. , tl .ant can J' - -c: ic. �rrir5r, icy rrc;i=rc tv' . WHEREAS, the City and the California Teamsters, Public, Professional and Medical Employees Union, 911 desirc to amend the Plan to cease further accruals ender the Plan and to cease Plan members' obligations to make picked tap contributions under the Plan; and WHEREAS, the City will continue to make contributions to the Plan to fund benefits accrued under the Plan; NOW THEREFORE, Die-_ Plan is hereby amended_ and _reatat sl_, effectiye -as _pf 1 1, 2015 to provide as follows: 41614177441615177.6 2 110 ARTICLE I PARTICIPATION 1.1 E i ij itx for PartiCpatLoa AnPrior to the Freeze Date, an Employee iswas eligible to participate in tulle Plan if he/ or she iswas (1) a full -time miscellaneous Employee of the Employer, wpr -esen d by the August , .. 8:(2) included in a. supervisory and professional employees' unit of employees covered by the collective bargaining agreement between the Employer and the Union on or after August 5, 2008, and (3) hired by the Employer and /or appointed by the Employer to a position included in a supervisory and professional employees' unit of employees covered by the collective. bargaining agreement between the Employer and the Union prior to October 1, 2012. No Employee was eligible to, participate in the Plan prior to the original effective date of the Plan, October 1, 2008. 1.2 44WW "t)° for rzf nefits.Cessatiou of Participation ri�r�ssxr3s3., (o) has eeimpleted at least fikeen (15) yeHi . s eP Rill time eontintkaus Sinvir-e NY-th the m4pei- -At. 9fi Cdvp a @Yttd'arcr - Iii- 2Y7�L? i �-ay -wrier 1 V t461M ., '"6' j 177.141615 t77.6 3 111 R.Li LS 11 f.. _.!14ii�lli. r, 7U --- WHvitr 'r Tiff�1 e0lriscrca'. if t F: t d ,.f the •�Fini ..Fi- trrzcrr -tin kn+p4 i'�tt' meets i r6 Y nicer the An p}gyzr, Will be O e.d e I 414 011e (1) Veff Of Part- e6pation F'.,, ,1 „,.4,., ihie1, 'he [ niplayee is ple. ,�i ly tl,e f...,r+l yew No Employee will be eligible to participate in the flan commencing on or after the Freeze D , and, effective as of Freeze Date, no Employee shall accrue any further benefits under the -Plan. E 112 ARTICLE II CONTRIBUTIONS 2.1 Amount_ o#' Employee Contribution. Commencing October 1- -2-(=.-44 n 4t +yes shad 11, 2008 until November 3, 201.2, an Employee was required to contribute a percentage equal to one percent (1 %) of his, or her Compensation to the Plan each year at such times and in the manner established by the Employer. Commencing November 3, 2012 until the first payroll period beginning after January 1, 2014, an Employee was required to contribute a percentage equal to five and two tenths (5.20 %) of his or her Compensation to the Plan each year at such times and in the manner established by the Employer and as further agreed to between, the Employer and the Supervisory and Professional Employees' Association of the City of El Segundo. Commencing with the first payroll period_ beginning after January 1, 2014, . until the first payroll period beginning after the Freeze Date, 2015, an Employee shall contribute a percentage I jequal to seven and two tenths percent (7.20 %) of his or her Compensation to the Plan each year at such times and in the manner established by the Employer and as further agreed to between the Employer and the Supervisory Professional Employees' Association of the City of El Segundo. Effective commencing with the first payroll period beginning after the Freeze Date, 2015, an Employee shall no longer be required to contribute any portion of his or her Compensation to the Plan. 2.2 rick_Vp of Manda, or _Contributions In accordance with Section 414(h) of the Code, the mandatory Employee contributions required under Section 2.1 shall be picked up by the Employer. - m I 0. 1 11615177.6 5 113 2.3 Astm.inist_rat.ive Expenses In accordance with Section 53217 of the Act, the Employer may make contributions to the Trust sufficient to defray all or part of the expenses of administering the Plan or may pay such expenses directly. 2.4 Amount of Employer Contributions The Employcr Contribution amounts shall be determined by an actuarial study performed r.least cvcry o 2 years- =long as the Plan exists. Effiective comment ng- with_the.,frst payroll period_ .beginning after _ the: Freeze_D-ate. the_ Employer wit be exclusively ,liable for f_uudiug ho_ Plan. 0 645 -P -7441 615,177.6 6 114 ARTICLE III BENEFITS 3.1 Retirement _Renefits. The henel4-- ,hall be ^ id 'r '`'° A•, -i iiil- -�4rn�efBefieF4t t+iitiSubject to Sections 3,7 and 6,5, a Member who has a Nonforfeitable Interest in his or her Retirement Benefit pursuant to Article IV shall be entitled to a Retirement Benefit that shall commence effective as of the Member's Annuity Starting Date, The monthly amount of the Retirement Benefit payable as a single life_ annuity for the life of the Member .(the normal form, of .payment under the Plan) shall be an amount equal to one - twelfth (1/12) of the difference between (11) and (2) described below: (1) The Member's Benefit Service, times the Member's Final Pay, times 2.500 %. (2) The Member's Benefit Service, times the Member's Final Pay, times the CalPERS k" t iAge Factor. 3.2 Commencement of Retirement Benefits. Subject to Section 5.3, in any case, a Member's Nonforfeitable Interest in his or her Retirement Benefits payable under the Plan shall commence as of the Employee's Annuity Starting Date, 3.3 Survivor Conti nuance -Benefit, - No Survivor Continuance Benefit shall be provided unless the Member elects to have the benefit paid in an Optional Form of Benefit. 3.4 3 .pre- Retirement Disabl Benefit.. No Pre - Retirement Disability Benefits shall be provided under; I, �,Lhe Plan. i4k4 -;477 14 1615177.6 7 ISM 3.5 3 4 Pre - Retirement 1peafh_Reneritt. Subject to Sections 3.7 and 6.5, Pre - Retirement Death Benefits shall be provided for those Employees who die while actively employed with the Employer after attaining age fifty -five (55) and completing at least fifteen (15) years of full -time continuous service with the Employer. The Retirement Benefit shall be paid to an eligible 4�i+,­,,eSpouse or registered domestic partner assuming that the t�aF ieifxmiMember's retirement occurred on the date of death and that the f�WMember had elected the Joint and 100% Survivor Continuous Benefit. 3.6 _3.s Deferred__Retirement B_e_nefit, No Deferred Retirement Benefits shall be provided under l €1}sthe Plan. 3.7 Certain - Returns of_1V_1<andatory Employee Contributions Picked Up by the Employer. 3-.6 Wthdrawalln lieu of a Retirement BeneM."IIff eipants who tefeninate rm0aww -w -or are termi1m1 under Section 3..1, a Member who incurs a Termination of Employment, whether voluntarily, involuntarily, by death, disability or in any other manner : -md- do of et Wi iettu .4.. Of S -17C i1ie'1�ib4e4f FGECei Nre'flie ketifeffie7Tl He ReA47 at a time when the Actuarial Equivalent of his or her Employee contributions made to the Plan pursuant to Section 2.1 (as adjusted for interest as provided hereunder) is greater than the Actuarial Equivalent of his or her Nonforfeitable Interest in his or her Retirement Benefit payable under Section 3,1, will receive one hundred percent (100 %) of his, or her Employee contributions made to the Plan pursuant to Section 2.1 plus four and one - quarter percent (4.25 %) interest per year. Subject to Section 5.7, the distribution of mandatory employee contributions shall be made as soon as reasonably practicable after the Member has incurred a Termination of Employment, 1 41615177.'41615177.6 g 116 3.8 3.7 Desiguntlo_n_of$ko�Airy (a) Each Member shall have the right to designate a Beneficiary to receive the death benefits, if any, that are payable to a Beneficiary from dil -.the Plan. Such designation does not permit the Member to change a person identified under another provision of the Plan as being eligible to receive a benefit. Such designation must be evidenced by a written instrument filed with the Employer, on a form prescribed by the Employer, and signed by the Member. (b) The Beneficiary for a married Member shall be the Member's speuseSpouse at the date of death, unless the written consent of such sp Spouse is provided upon a form acceptable to the Employer. Each such designation for death benefits must be evidenced by a written instrument filed with the Employer, on a form prescribed by the Employer, and signed by the Member. If no such designation is on file with the Employer at the time of the death of the Member, or if for any reason at the sole discretion of the Employer, such designation is defective, then the -pt hki�,,,Spouse of such Member shall be conclusively deemed to be the Beneficiary designated to receive such benefit. (c) The signature of the Member's spetiseSpouse shall be required on a designation of beneficiary form or an application for a benefit under the Plan if the M. 40w eSpouse is not the beneficiary, unless the Member declares in writing that one of the following conditions exists: (1) The Member is not married; (2) The Member does not know, and has taken all reasonable steps to determine the whereabouts of the Fpoi eSpouse; (3) The spouseSpouse is incapable of executing the acknowledgment because of an incapacitating mental or physical condition; (4) The Member and spouseSpouse have executed a marriage settlement agreement that makes the community property laws inapplicable to the marriage; or 4 x7- 141615177,6 6 "m (5) The current .I aow,-,•,- Spouse has no identifiable community property interest in the benefits. (d) For purposes of this Section 3,; -3.8 only, all references in this Section X3.8 to the term "marriage" shall also include the term "registered domestic partnership ". All references to the term "married" shall also include "registered domestic partnership" and all references in this Section } 3.8 to the term "st*mseSpouse" shall also ill linclude the term "registered domestic partner." The inclusion of "registered domestic partner" in the definition of "spotre5pouse" shall not apply for the pf_Irposes of Sections -5;3-;--x,5.5. 53 and 7.2 of flikilie. Plan. (e) I416'���,77441615177,6 10 118 ARTICLE IV VESTING 4.1 Full Vesting Upon the Freeze Date. Notwithstanding any other provision of the Plan, effective as of the Freeze Date, each Member's Nonforfeitable. Interest in his or her Retirement Benefit accrued as of the Freeze Date, to the extent not theretofore forfeited or paid, shall be. one hundred percent (100% o.). 4.2 Normal Vesting Schedule. A Member will he fully vest have_a one hundred percent (100 %) Nonforfeitable Interest in his/ or her Retirement Benefit upon f-S ,1i l .'.the date on which the Member has completed at least fifteen (15) Years of Participation Service. 4.3 4.2 li••'� r inFVesting Up -on of the Plan or Complete Discontinuance of Employer Contributions. Notwithstanding the vesting schedule, upon the complete discontinuance of Employer contributions to the Plan or upon any 4111 •= lmt4:.d. complete termination of the Plan, the Member's Nonforfeitable Interest in his or her Retirement Benefit shall beee - accrued to the date of such complete discontinuance or complete termination of the Plan, shall be one hundred percent (100 %)e1. 4.4 4.-3-Attainment of Normal Retirement -AgeEligibilityt A Member shall he fit ly rdhave a one hundred percent (100 %) Nonforfeitable Interest in hiss or her Retirement Benefit upon his or her attainment of Normal Retirement 4 .a fi11.1i'liRg B11 . enis esiablisl,ed in -,S)eefion 1.2.Eligibility. -444W7,44 1615 177.6 11 im 4.5 4.4 l".ffect «l' Vesting,. Vesting shall entitle a Member to payment during his.or. her lifetime of the Retirement Benefit at the times and upon the conditions specified herein, and shall entitle the Member's survivor or Beneficiary to any death benefits provided herein, Any Linpaid Retirement Benefits f w,e th Hl der the NO nUl Forna a f B. ,fit.Upon. a Membef'.� Termination of Employment for any reason, his or her Forfeitable Interest in his or her Retirement Benefit shall be forfeited. A Member shall at all times have a fully nonforfeitable interest in his or her Employee contributions trade pursuant to Section 2.1 and picked up by the Employer pursuant to Section.2.2. 1 4161517 :16151 -77-§ 12 120 ARTICLE V DISTRIBUTIONS 5.1 Normal Form of Benefit, Unless the Member elects an dal -ke+mtsptional [-orm ofBenefi benefit under Section 5.2, and subject to Sections 5.3 and 5.6, payments to a Member of a Retirement Benefit shall be made in the form of monthly payments commencing pursuant to Section 1.3as- of the Member's Annuity Starting Date and ending on the first day of the month in which the Member's death occurs, in the amount specified in Section 3.1. The Retirement Benefit shall be subject to an annual compounding cost -of- living adjustment effective on the anniversary date of commencement of the Retirement Benefit. The amount of such cost of living adjustment shall be two percent (2 %) per year, provided that the payment for any year shall not exceed the payment that would have resulted from the cumulative application since the date of benefit commencement (on an annually- compounded basis) of the lesser of (i) a two percent (2 %) annual increase, or (ii) an annual increase equal to the increase in the Consumer Price Index for All Urban Consumers issued by the Bureau of Labor Statistics. For avoidance of doubt, if the application of the foregoing proviso causes the increase to the payment in any year to be less than two percent (2 %), then the increase to the payment in any subsequent year may be greater than two percent (2 %). Furthermore, in no circumstances shall the amount of the payment be decreased. This form of payment shall be the "Normal Form of Benefit." 5.2 Optional Forms of Benefit. In lieu of the Normal Form of Benefit, a Member may elect a-an optional form of benefit payment ofspecified in this Section 5.2 that is the Actuarial &ttt' tw-- -eEquivalent of the Normal Form of Benefit as follows: (a) Joipt and 100% Survivor Condom nee. Under this form of payment: A 1615177441615177,6 4 13 `n (1) The Member receives a reduced monthly benefit, and if the Member predeceases the Beneficiary, the Beneficiary will receive a monthly payment for the life of the Beneficiary equal to one hundred percent (100 %) of such reduced monthly benefit; provided, however, that if the Beneficiary is not the spotseSpouse of the Pat4ieipantMember, this form of payment shall be available only to the extent permitted pursuant to Section 5.2('�'� )(4)(A).5.5. (2) If the Beneficiary predeceases the Member, the Member's reduced monthly payment will not increase. (3) The Member's designation of a Beneficiary shall become irrevocable upon the Member's retirement if electing this form of payment. (b) Joint and 100% Survivor with Pop -U -p_ Provision. Under this form of payment: (1) The Member receives a reduced monthly benefit, and if the Member predeceases the Beneficiary, the Beneficiary will receive a monthly payment for the life of the Beneficiary equal to one hundred percent - (100 %) of such reduced monthly benefit; provided, however, that if the Beneficiary is not the -seSpouse of the Pat4ieipantMember, this form of payment shall be available only to the extent permitted pursuant to Section .5.5. The benefit shall terminate as of the first day following the Beneficiary's death. (2) If the Beneficiary predeceases the Member, the Member's reduced monthly payment shall increase to the amount of the Normal Form of Benefit. (3) The Member's designation of a Beneficiary shall become irrevocable upon the Member's retirement if elee4f the Member elects this form of payment. (4) R4444-* , W 16 1 5177 6 14 122 5.3 itations section of Lump Spin Return of Mandatory Member Contributions. In lieu of the Normal Form of Benefit, a Member may elect to receive one hundred percent (100 %) of his or her Employee . contributions made to the Plan pursuant to Section 2.1 plus four, and one - quarter percent (4.25 %0) interest per year. Subject to Section 53, the distribution of mandatory employee contributions shall be made as soon as reasonably practicable after the Member has incurred a Termination of Employment. To the. extent that a Member receives a lump sum payment pursuant to this Section_ 5.3, such lump sum payment shall be conclusively deemed to be equal to the actuarial equivalent of the Member's Normal Form of Benefit. 5.4 Time of Payment of Distributions. Subject to Sections 5.5 and 5.6,. Retirement Benefits payable under_ Section 5.1 or Section 5.2 shall commence as of the Employee's Annuity Starting Date. 5.5 Required Distributions and Distribution Deadlines. (a) 161 theoa ° a r,eo z ru, .x... - i° 70 !P-, distfibuti e ' eh Membei as described Section 53(h) beloN - Compliance with Section 401(a)(9). All distributions_ under the Plan will be made in accordance with the requirements of section 401(a)(9) of the Code and the Final_ Section 401(a)(9) Regulations_ with, respect to governmental plans (within the meaning of section 414(d) of the Code). The provisions of the Plan reflecting section 401(a)(9) of the Code override any distribution options in the Plan inconsistent with section 401_(a)(9) of the Code. Notwithstanding any other provision of the Plan, all benefits payable under the Plan P615177.1 16151776 15 123 shall be distributed, or commence to be distributed, in compliance with the following provisions of this Section 5.5. (b)� �ti4ltcrreEliiiee�# mini +irtrnristrilrkicxt�aic�t� i`; +; ,e =54Err lenrla ar — b�gis l ire al er 3ef �v l cr 31, -20 tlw— fotlewivit� rule,,- *aU-Ftp ,Atequired Distributions for Certain Persons Who are 70 %z or Older. A Member's Nonforfeitable Interest in his or her Plan benefit must be distributed, beginning not later than the Member's Required Beginning Date, over the life of the Member, or the joint lives of the Member and his or her Section 401(a)(9) Beneficiary, or over a period not extending beyond the life expectancy of the Member or the joint and last survivor expectancy of the Member and his or her Section 401(a)(9) Beneficiary. The distribution required to be made on or before the Member's Required Beginning Date shall be the distribution required for his or her first Distribution Calendar Year. The minimum required distribution_ for other Distribution Calendar Years, including the required minimum distribution for the Distribution Calendar Year in which the Member's Required Beginning Date occurs must be made on or before December 31 of that Distribution Calendar Year. In the case of a benefit payable in a form other than a single sum or an annuity purchased from an insurance company, the amount that must be distributed for a Distribution Calendar Year is an amount equal to the payment that is required for one payment interval as specified in paragraphs (b), (c) and (d) of this Section 5.5. (c) Amount Required to be Distributed .by Required Beginning Date in the Case of Annuity Payments From the Plan. The amount that must be distributed on or before the Member's Required Beginning Date (or, if the Member dies before his or her Required Beginning Date, the date distributions are required to begin under Section 5.5(e)) is the payment that is required for one payment interval. The second payment need not be made until the end of I44&1 1615177.6 16 124 the next payment interval even if that payment interval ends in the next calendar year. Payment intervals are the periods for which payments are received, e.g., bi- monthly, monthly, semi- annually, or annually. All of the Member's benefit accruals as of the last day of the first Distribution Calendar Year will be included in the calculation of the amount of the annuity payments for payment intervals ending on or after the Member's Required Beginning Date. Any additional benefits accruing to the Member in a calendar year after the first Distribution Calendar Year will be distributed beginning with the first payment interval ending in the calendar year immediately following the calendar year in which such amount accrues. (d) Requirements For Annuity Distributions, That Commence During Member's Lifetime. (1) A-11 d+ „a L C that this •. 4Li 5.3 shall not he eonsidered to aliAll, - Nle - be kenefie:ary ay - r i t ibtttifrt r el rl .. h .. .fit not- Life theiv:e pry }icl— il— €lte— l�Izrl :Joint Annuities Where the Section 401(Q)(9) Beneficiary Is Not the Member's Spouse. If the Member's interest is being distributed in the form of a joint and survivor annuity for the joint lives of the Member and a nonspouse Section 40t(a)(9) Beneficiary, annuity payments to be made on or after the Member's Required Beginning Date to the Section 401(,x)(9) Beneficiary after the Member's death must not exceed the, "applicable percentage" of the annuity payment for such period that would have been .payable to the Member determined by using the methodology and the_ table set_ forth in Q &A- 2(c)(1)- and (2) of Section 1.401(a)(9) -6 of 1 11615177441.615177 6 17 125 the Regulations. If the form of distribution combines a joint and survivor annuity for the joint lives of the Member and a nonspouse Beneficiary and a period certain annuity, the requirement in the preceding sentence will apply to annuity payments to be made to the Section 401(a)(9) Beneficiary after the. expiration of the period certain. (2) 1 ifi»nd- Mafiiier- &i3Jstr+buti*tiPeriod Certain Annuities. Unless the Member's Spouse is the sole Section 401(a)(9) Beneficiary and the form of distribution is a period certain and no life annuity, the period certain for an annuity distribution commencing during the Member's lifetime may not exceed the Applicable Distribution Period for the Member under the Uniform Lifetime Table set forth in Section 1,401(a)(9) -9 of the Regulations for the calendar year that contains the Annuity Starting Date. If the Annuity Starting Date precedes the year in which the Member reaches age 70, the Applicable Distribution Period for the Member is the distribution period for age 70 under the Uniform Lifetime Table set forth in Section 1,40.1(a)(9) -9 of the Treasury Regulations plus the excess of 70 over the age of the Member as of the Member's birthday in the year that contains the Annuity Starting Date, -If the Member's Spouse is the Member's sole Section 401(a)(9) Beneficiary and the form of distribution is a period certain and no life annuity, the period certain may not exceed the longer of the Member's Applicable Distribution Period, as determined hereunder, or the joint life and last survivor expectancy of the Member and the Member's Spouse as determined under the Joint and Last Survivor Table set forth in Section 1.401 (a)(9)-9 of the Regulations, using the Member's and Spouse's attained ages as of the Member's and Spouse's birthdays in the calendar year that contains the Annuity Starting Date. 416!A1:7 16151776 18 126 (e) Requirements For Minimum Distributions Where Member Dies Before Date Distributions Begin. (1) Member Survived by Section 401(a)(9) Beneficiary. If the Member dies before the date distribution of his or her interest begins and there is a Section 401(a)(9) Beneficiary,, the Member's entire nonforfeitable interest will-be distributed, beginning no later than the time described in Section 5.5_(e), over the life of the Section 401(a)(9) Beneficiary or over a period certain not exceeding: Seetion .unless the Annuity Starting Date is before the first Distribution Calendar Year — (I) if the Section 401(a)(9) Beneficiary is not the Member's Spouse, the life expectancy of the Section 401(a)(9)_ Beneficiary determined using the Section 401(a)(9-) Beneficiary's age as of the Section 401(a)(9) Beneficiary's birthday in the calendar year immediately following the calendar year of the Member's death. In subsequent calendar years, the distribution period is reduced by one for each calendar year that has elapsed after the calendar year immediately following the Member's death. (II) if the sole Section 401(a)(9) Beneficiary is the Member's Spouse, such Spouse's life expectancy using such Spouse's birthday for each Distribution Calendar Year after the calendar year of the Member's death up_ through the calendar year of such Spouse's death._ For calendar -116151 -7'> 1- 11615177.6 19 127 years after the calendar year of such Spouse's death, the Applicable Distribution Period is the life expectancy of such Spouse using the age of such Spouse as of such Spouse's birthday in the calendar year of such Spouse's death, reduced by one for each calendar year that has elapsed after the calendar year of such Spouse's death. (B) if the Annuity Starting Date is before the first Distribution Calendar Year, the life expectancy of the Section 401(a)(9) Beneficiary determined using the Section 401(a)(9) Beneficiary's age as of the Section 401(a)(9) Beneficiary's birthday in the calendar year that contains the Annuity Starting Date. (2) No Section 401(a)(9) Beneficiary. If the Member dies before the date distributions begin and there is no Section 401(a)(9) Beneficiary as of September 30 of the year following the year of the Member's death, distribution of the Member's entire nonforfeitable interest in his or her Plan benefit will be completed by December 31 of the calendar year containing the fifth anniversary of the Member's death. (3) Death of Surviving Spouse Before Distributions to Surviving Spouse Begin. If the Member dies before the date distribution of his or her nonforfeitable interest in his or her Plan benefit begins, the Member's surviving Spouse is the Member's sole Section 401(a)(9) Beneficiary, and the surviving Spouse dies before distributions to the surviving Spouse begin, this paragraph (d) will apply as if the surviving Spouse were the Member, except that the time by which distributions must begin will be determined without regard to Section 5.5(e)(1). 44-G M44-441615177 6 20 128 (f) (B) if theDlstribution Deadline for Death Benefit When Member Dies Before His or Her Distributions Begin. If a Member dies before distr-ih of ^.,^ be ,:.i, ilieFithe date of distribution_ when the Member's nonforfeitable_ interest in his or her Plan benefit begins, the Member's entire nonforfeitable interest in his. ox her Plan benefit will be distributed, or begin to be distributed, to the Member's Section 401(a)(9) Beneficiary no later than as follows: ( 1) t t +-If the Member's surviving s}eSpouse is the Member's sole d s,4go+edSection 401(a)(9) Beneficiary, then distributions to the surviving spouseSpouse will begin by December 31 of the calendar year immediately following the calendar year in which the Member c?i�dattained age 70%2, or by December 31 of the calendar year in which the Member would have attained age 70- 412.'/2, if later. (2) (11*lf the Member's surviving SPONWSPOUSC is not the Member's sole designated °°f°f=__^:•; Section 401(a)(9) Beneficiary and the payment of Plan death benefits to the Section 401(a)(9) Beneficiary, will not be in the form of a single sum or a commercial annuity, then distributions to the pies -, rated Section 401(x)(9) Beneficiary will begin by December 31 of the calendar year immediately following the calendar year in which the Member died. (3) If the Member's surviving Spouse is the Member's sole Section 401(a)(9) Beneficiary, and the payment of a Plan death benefit to the Section 401(a)(9) Beneficiary will be in the form of a single sum, then the Member's entire nonforfeitable interest in his or her Plan benefit will be distributed_ by December 31 of the calendar year containing the fifth anniversary of the Member's death. (4) (411-}-If there is no desigffaWSeetion 40.1(x)(9) Beneficiary as of September 30 of the calendar year following the calendar year of the Member's death, then the '"4'':7:7'416151776 21 129 Member's entire nonforfeitable interest in his or her Plan benefit will be distributed by December 31 of the calendar year containing the fifth anniversary of the Member's death. (5) 1 A > If the Member's surviving spetrseSpouse is the Member's sole designated Section 401(a)(9) Beneficiary and the surviving spettseSpouse dies after the Member but before distributions to the surviving spetseSpouse begin, this Section 5. ='"� �b)(-2)(135.5(e), other than Section 5:35.5(be)(2)(13)(I1), will apply as if the surviving spouseSpouse were the Member. For purposes of this Section 5."3()(2)(a5.5(e) and Section 05.5(d), distributions are considered to begin on the Member's Required Beginning Date (or, if Section 5- 35.5(be)( -.'ii I � )i I 1 -1) applies, the date distributions are required to begin to the surviving speaseSpouse under Section 5-�.35.5(be)('"�1)). If annuity payments irrevocably commence to the Member before the Member's Required Beginning Date (or to the Member's surviving sjp�*Fi-,Spouse before the date distributions are required to begin to the surviving speuseSpouse under Section 5�5.5(be)(2)(B)(11)), the date distributions are considered to begin is the date distributions actually commence. +E'° • ^ °' 11.—• n swim; e e*- nipaf M it s 1)r Distribution of Death Benefit When Member Dies On or After His or Her Required Beginning Date. If a Member dies on or after his or her Required Beginning Date, as of he - ;r-st thisi•i' -• tion ^alma^•- e fl I - l RaTT �" i" S e ct i on 401/Il (9 �r�r��r�s�a�n+�s +�w� rsrr TT �nu<• �n�rr; �srs�rearr� ra�rrG�w�rwc� r� n ! � e■F� ) 'iT�fr.-eu ndF.- will be made . _ ia- 4he Cooke -And the "k-easu"', Reg" ---� ^' ^• the Member's Plan benefit must be distributed to his or 1 ,1 141 T'' T1 774, '1'/. � Y 1 V_ 1 s 1/ 7 V 22 130 her Section 401(a)(9) Beneficiary at least as rapidly as the method of payment of minimum required distributions being used as of the date of the Member's death. ') l ietr+tttaEi of A natmt t be �)rr�13��tetN ;Eat l; "r'ti :r� (h) Limitations on Death Benefits, Benefits _payable under the Plan shall not be provided in any form that would cause. a Member's death benefit to be more than incidental. Any distribution required to satisfy the incidental benefit requirement shall be considered a required distribution for purposes of section 401(a)(9) of the Code. (i) A) General Annuity Requirements. If the Member's nonforfeitable interest in his or her Plan benefit is paid in the form of annuity distributions under the Plan, payments under the annuity will satisfy the following requirements: (1) +, E � the annuity distributions will be paid in periodic payments made at uniform intervals not longer than one year; (2) 0 1 � the distribution period will be over a life (or lives) or over a period certain not longer than the period described in Seetions 5.3(b -)( Section 5.5(c) or 5.5(3d); (3) 5.2 4., ieh a benefit is nilnble) the Fixed t period , ,ill noi be eliaiig.. d e die period eer-tain is shorter —err- the - a i+iw­ 1141 It-. upon commencement of payments over a period, subsequent changes to the period must be in accordance with the requirements of section 401(a)(9) of the Code and-the Regulations thereunder; (4) +(lam }payments will either be non - increasing or increase only as follows: (A) 4 + ) by an annual percentage increase that does not exceed the annual percentage increase in a ivi�+gconsumer price index that is based on prices of all items (or all items excluding food and energy) and issued by the 4464-574 -.� 16 15 17 7 6 23 131 Bureau of Labor Statistics for a 12 -month period ending in the year during which the increase occurs or the prior year; (B) by a percentage increase that occurs at specified times and does not exceed the cumulative total of annual percentage increases in an eligible cost -of- living index as defined. in Q &A -14(b) of Regulation section 1.401(a)(4) -6 since the Annuity Starting Date, or if later, the date of the most recent percentage increase; (however, in cases providing such a cumulative increase, an actuarial increase may not be provided to reflect the fact that increases were not provided in the interim years); (C) # it ► to the extent of the reduction in the amount of the Member's payments to provide for a survivor benefit upon death, but only if the Section 401(a)(9) Beneficiary whose life was being used to determine the distribution period described in Section - i- 4(b)( ,15.5(c) dies or is no longer the Member's Beneficiary pursuant to a tp iked dome,k Felation.._o�.dei' within flit, o:teataing of Seedon 414(p) of the r'e ^ ~Qualified Domestic Relations Order; (D) 4 4to pay increased benefits that result from a Plan amendment.; (B) The 811 that must he er=s- the-- piFir`alea 416151 -77- 441615177 6 24 132 t �se�e> nlre�r�w.w>tl�e�sr:al����e�r.�. �n�l�lrr�>!�s�an.�l�essa rt �str r� ra ! MM, rann a+n HFilili 4s-R fii%yfnei -A intervals elldilig Oil OF a! F4iie Member's required (G) Any I.l:t:.._,a! benefits, aecruing to the PyIefinbv., yeaf after the P ...t l:reFibut"inn .. �_ yea.._. „1l be dust. ibute d l Avid' the Ai-s! a rtc. -rrrrc r�isa- crrs-r ` try flie c'ci7le.ti i 11M. -HUM, 41615177.1.41615 UT6 25 ■ 133 er:.»d F....,., ....fit' diSkibution .,,..., »..,..,...... dUFi.... the :. , „ taf L .. e? :e::.1 rhe— applic le �itrcl }ki j38F1f�f>i Fif-E �' 4�k'Ii = ll+if� Eii 1 lilfFi i'!r kil`edffie T 1,1. ,i. F 111 iH C . tio., f A1atJ. :tffSt C1. e� 9RS kar applicable distribution period for die Member i-s-1he dist AT .:�t....';ti_i,:..r -iH the year flia!:•...,r..:.'. II. ­,"eft .., � Member-'s spouse is the sale desk ,,,..re.l Be.,ef eia..., and nl »e 4',, -.,. of rl: str; i,..f .ti.. :. ",x 1 p E FH riz, scl Pzr Ei;- -fi+3e —t=el l o u! p?l -feed k4ix4 # i-- pG''F1c,t`ifi- uccc%FN-i-rl+L'ir W!-I' dtI.,e in rl, i, ..,1 - s irl're benefit 'e .mac: N2. Win. tr.` .�.�.:..... -,. �L�ll7�Sfr*iT�lFil1',tt. d:..}..:f...r.,.J begifining no laic, the time ,,lese.•:l.ed in Seeti....., S.3ff. \!2104lll'r 1615177 6 Worn 134 ptndl e,+ e etd tm4e, File ben E ww-K-emen E ft}... be4;a +1,a- firs-1 MM the Mef.d.er's rd.i of Ar if die L.e ine f : r the first B.e..ed:ei.,.,., de+e.,..,:f,e..Y , g }{,e Ben ..iafy's e. of the Be. Ae -!.,. _ 1*! Rirmi SITSl1l l7ETTfR}!�!Rff!'��!!�"754�1171R +l.�R•.:".i+l iJdll JlS.l9lRl!'lif.1�P3.Yl1 +Yf L \DJL"3�[±9'll�_1<S�S�« PSLWZI�= .1.113 ilhsel Wtia-i lY.- �i..l1'��I�Ya �YJ tY.l,�aw,f�l�.f 11lY.Yf lf_ w. iYY.ri,Y - 14Y.1.6.lfIL: yI.Ml�i'+li'9fl�lf ll�Y.r -�RYU •ILII'i!\ltRl,j� Dube! ✓ 1 of !hl TI I'M "rRdses+• �IFYt47� 1414]5177.6 (G) 1�'i7's-ihe Me'mbe,r .Tiies v+e'-kr ---- --tt r OPNS OF he Fite n+ -fl -e ►4e r' —sum' ivira } yet - -E��e- -Meet- ber ,� le wF�-k that the time by Will be 27 135 1� V7 Definitions �A4 fie +gn to l e i ry =11 — iAdiviiiHal ig .,,.� e- Bene�iafy -under S@c4ion 3. �n 4lw— P-a- n- a&if� -i +s n�'ic ac tigfi£�tci- p�c�ic Cl t��i{fidei =;e4 Eiras ` de --antl -,ems ian 1.1101 (o)r_n1_i �r ^Ten ...- -Ft'Elti£lrj RegWatioils, (-i�'� •�i 5t�il"iiE�il3� -{:' Pr"1 @ #l+E��' Rik- E•& I��Nci�l�� #t��i�-1-i-- E�firTli�- 1�Fi�l� ,J ,,�,� t'nn A a' ..-'l. +' 1. distribution- is-requ r°i1C77'°�CTf.7TI -Iti TOfis 4+G° 'ITi , the first rlmst ;h.iti$ii ri$l�H� - i'ii��R�£'.It..�� .dia ely ....oeeding the oa- le`Fldar yk.'iN` *Htaift,, he Member's R #'quiied Bc'gFilflkig l�rs�`'tE —rF3f #:+..;Milo,, beginning alto._ �Il'`m6,....•s death, the first dkis- mbuiion cala.. ln.. R!lR7R!! !RlSi!C @I! �91'w The date et forth iii 'Se-k—n (E) to allow a Section 401(a)(9) Beneficiary to convert the survivor portion of a joint and survivor annuity into a single sum distribution upon the Member's death; or (F) to the extent increases are allowed for annuity payments under annuity contracts purchased from insurance companies or for annuity payments from a. qualified trust in accordance with Q &As 14(c)_ and 14(d), respectively, of Regulation section 1.401(a)(9) -6. 44-&14+74-W 1615177.6 28 136 (j) Requirements in the Case of a Commercial Annuity. If a Member's Nonforfeitable Interest in his or her Plan benefit is distributed in the form of an annuity purchased from an insurance company, distributions under the annuity contract will be made in accordance with the requirements -of section 401(a)(9_) of the Code and. Regulations. (k) Compliance with Section 401(a)(9). All distributions under the Plan will be made in accordance with the requirements of section 401(a)(9) of the Code and the Final Section 401(a)(9) Regulations. The provisions of the Plan reflecting section 401(a)(9) of the Code override any distribution options in the Plan inconsistent with section 401(a)(9) of the Code. 5.6 5-4Cash Out_of Small Benefits. if theSubject to Sections 3.7 and 6.5,, if upon a Member's Termination of Employment, the present value of Actuarial HqiiiyaleneeEquivalent of a Member's Nonforfeitable Interest in his or her Normal Retirement Benefit is less than $:i- .- 00(0,000 (determined utilizing the actuarial assumptions specified in the definition of Actuarial Equivalent), such benefit shall be paid as a single cash lump sum in lieu of any other benefits hereunder. 5,15 Aetwir-hil valenee. Aewar-i tti len eeh l l - sac- Eicici'i i 1 s rl °ccr- s�arrrb' moriality assumption based on the .. 5.7 5-A-Direct_D^'vzrs,Rollover Option. RfI5 . . . ;V the Plan to the contrary that lllTtYi 44&1 i 177 1 16151776 29 i A f 137 kniployee's SE!Fvi,v}fi -. st—wwice" -•E nd did" IF limp use wha4s4he- a4emate-pa ee ta�tr: + a of}s def : s d�f feed �i�rf- {� c�, lie (' to he lfAert si cis -'the ?spetise ar 1;arfile ti�lE�fSL' C°7 rr Bvrzc @{tt'�rdireeet Trusteee tH tfustee ira lrerr4fw 4fie Ets eligible rollover c`rtions under e0ion 5.6. such ts- ansl'er shaliH -4e- iEfdt- 4is�r "s rciairi - 'Femef}t.- pie n de-wribed in Sect ioff, *1t7 }f the CE)de Or aw- im-lividual re the distfibution 0!1 be Lratl 1, ol, Sue He fc Leh- in,4vLi4taa4--Fe4reeiien# account sh ttl� A tt sfatf tt- ire rk iti iAt3� , r t *:. .I n� r � �r t 1-E e F le-- eligible (44 PeAlikions Aii L, F life &Cpeetanoy) of the than annuaky) made for- th-e li.- distributee of the joint lives (or joifit per-iod-of €eii -years or- entwe: (ii) any di tfibut-ion to the required tif rd seet-ion '191(a)(9) of gate —Eede, (iii) any haFds#i-p-- d-istFibbit+e , � distribution tl,..t t dih ur�.fyo_fds. —Mined _:f4.., it ...-1 t. the i +` e--i�Fi"�ff?S5"Frtvrn -nc�wc •err+ err• i t� ^iecc ic1{�[i1�3�3icrfz me . . in-a-dimvcFr , which. ll-nfi; i- Vd�}ft il-a ;i 'eS-1#3 al j weam t COF .,t.. 9 i..rff ed. -1fl if ii it�. 4I644-P-7-141615177,6 30 138 �!££!'cci�cccTk F the poi- lion i1liicl, is iiieludl­4 11..1 �ica, ;r'xEHFH -EkZk f f lF3F1 w'Fliisli ilk rollover FAt-"*4_�Hient Pia il l -- a E�t�r t�i } T� tile Code, a lea '�R, deser:b . :l -•ccscxi. 44Nly— I-f — the ` AEI" kstfibk'r rce- suck3fi4' S--�-FirE"Fi3Errrs�� ti AC"i�f the !`'. -,.-ice 'ai. `•-• PT'S' `.w�'ST�f7':TT � �Ll.S1a1�l�Yfi.ILiYi 4lf.yf! Yl.,.;LhYYR1�_ fff.ae n el- a ied in See(ion 4 111(p) ef'tlsaf! ode. A rlo.ee! rolk,f e- i paymen! by the Plan to the eligible Fe6anment .-.lan-slpeemlied byflic- A Distributee has the right to direct that any portion of his or her Eligible Rollover Distribution will be directly paid in a Direct Rollover to an Eligible_ Retirement Plan specified by him or her that will accept the Eligible Rollover Distribution. "' " T, �� 7..1. M1 1615177.6 31 139 ARTICLE VI ADMINISTRATION AND AMENDMENT OF PLAN 6.1 Member's Rights. N.ot_Subject To Execution. The right of a Member to a benefit under di the Plan is not assignable and is not subject to execution or any other process whatsoever, except to the extent permitted by the Code of Civil Procedure and the Family Code of the State of California. Any payment hereunder required under the California Family Code to a person other than the Member must not alter the form or amount of benefits hereunder, except that to the extent provided in a valid court order, aiAa payment that is the Actuarial Equivalent paymen the Member's Nonforfeitable Interest in the Member's Retirement Benefit payable in the Normal Form may be made to the spouseSpouse or child of a- Be�c -iar, the Member pursuant to a q> &lil le l :!i } iesiti .,�. OM.5 +-def —Gis ti-1e14*e&4 e Sect on n 14 "Qualified Domestic Relations order prior to the Member's retirement. 6.2 Rules and-Regulations. The Employer has full discretionary authority to supervise and control the operation of 0,i .the Plan in accordance with its terms and may make rules and regulations for the administration of the Plan that are not inconsistent with the terms and provisions hereof. The Employer shall determine any questions arising in connection with the interpretation, application or administration of the Plan (including any question of fact relating to age, employment, compensation or eligibility of Employees) and its decisions or actions in respect thereof shall be conclusive and binding upon any and all persons and parties. The Employer shall have all powers necessary to accomplish its purposes, including, but not by way of limitation, the following: (a) To determine all questions relating to the eligibility of Employees to participate; (b) To construe and interpret the terms and provisions of the Plan; 1 .11615��.,517 -Y -M16151776 32 140 (c) To compute, certify to, and direct the Trustee with regard to the amount and kind of benefits payable to the Members and their Beneficiaries; (d) To authorize all disbursements by the Trustee from the Trust; (e) To maintain all records that may be necessary for the administration of the Plan other than those maintained by the Trustee; and (f) To appoint a Plan Administrator or, any other agent, and to delegate to them or to the Trustee such powers and duties in connection with the administration of the Plan as it may from time to time prescribe, and to designate each such administrator or agent as a fiduciary with regard to matters delegated to him. With respect to management and control of investments, the Employer shall have the power to direct the Trustee in writing with respect to the investment of the Trust assets or any part thereof Where investment authority, management and control of Trust assets have been delegated to the Trustee by the Employer, the Trustee shall be a fiduciary with respect to the investment, management and control of the Trust assets contributed by the Employer and Members with full discretion in the exercise of such investment, management and control. Where investment authority, management and control of Trust assets is not specifically delegated to the Trustee, the Trustee shall be subject to the direction of the Employer. Expenses and fees in connection with the administration of the Plan and the Trust shall be paid from the Trust assets to the fullest extent permitted by law, unless the Employer determines otherwise. To the extent determined by the Employer or its delegate, elections and consents made by means of electronic media shall be permissible if made according to the relevant provisions of Treasury Regulation Section 1.401 (a) -21. 44-64 - 54-7?, 1615 177 6 33 in 6.3 Amendment and Termination. The Employer shall have the right to amend, modify or terminate Oip.444aii at any iiniethe Plan at any time. An amendment to the Plan shall not apply to persons who have incurred Terminations of Employment unless the amendment expressly provides otherwise. For the avoidance of doubt, this amendment and restatement effective as of the Freeze Date shall not apply to persons who have theretofore, incurred Terminations of Employment or whose benefits have theretofore been paid or forfeited. In the event of the complete E iseont PH wineeterm ination of t-Iri -•the Plan, the entire interest of each Member affected thereby shall immediately become 100% vested. All benefits hereunder shall be payable solely from the assets of the Trust. After all liabilities of =i,i the Plan to Members and their Beneficiaries have been satisfied, any residual assets of =:,.the Plan shall be used for such purposes as determined by the Employer, including a distribution of the assets to the general funds of the Employer. 6.4 Nlilitnr�y Sete Reemployed Veterans. Fffe�eetiAxq --- 2 11-)1)4 imdi i-�ik. tafldiii <,The requirements of the Uniformed Services Employment and Reemployment Rights Act of 1994 will be complied with in the operation of the Plan in the manner permitted under Section 414(u) of the Code. Notwithstanding any provision of ".-th4 Plan to the servic-e tbenefit accruals under the Plan and Benefit Service with respect to a person who has engaged in qualified military service will be credited or provided in accordance with Section 414(u) of the Code. 4 16'x,- �,-r7.141615177 6 34 142 6.5 No Duplication of Benefits. A Member will not_bg- entitled to receive both a return of contrib Lit ions- under, Section 3.7 Md.- Retirement Benefits under .the. -_ Plan. Accordingly. _ifa.__Mec - re�c�ygs --a- return of contributions under Section 17 he or she will not be entitled to also receive retirement Benefits under the Plan, and, likewise. if a Member rgU v s retirement Benefits under h, Plan he or she wiLnot also be entitled to receive a return of contributions under Section 3.7. wblr }-iI Tr #416151715 35 143 ARTICLE VII ANNUAL BENEFIT LIMITATIONS 7.1 De_fin.ifi send_ Appli.catjon. As used in this Article VII, the following terms shall have the meanings specified below. ( 1les' ``t;=rE'f -wise ' f1 EzE1 - .1 ... • , 1. 6, ltii[3ti 014i+S 7 c u 11 lll�r ri aizirr'rapply to t ;,Y.:, ,,.,,,, y ..,...•- = !AffiliaE., o Pnny" R d to be mea . ..I "b z��crrc w ef- fof-*kif' of -r`rci ,SecE"1's ell 4(1•"nd (e), - pFe..ided, rici:'r' the-- &4eFH!I la!i ,fl ktildef toii 4 111(b) a d r,,� . of theft -,+Ae• shall made - w.,+=� -plr-ase -mo t#wv -54-weir - s*bst-ittite, ' A ! - -I(b)- alld (e) 4the Code "Annual Benefit" means a benefit payable annually in the form of a straight life annuity (with no ancillary benefits) under a plan to which Employees do not contribute and under which no rollover contributions are made, or to which assets have been transferred from a qualified plan that was not maintained by the Employer. If the benefit is payable in a form other than a straight life annuity, such form must be adjusted actuarially to be the equivalent of a straight life annuity before applying the limitations of Section 7.2(a). The actuarial adjustment to the equivalent of a straight life annuity will apply to all Plan benefits except as set forth herein. The actuarial adjustment for benefits paid in a form to which Code Section 417(e)(3) does not apply shall be equal to the greater of (x) or (y), where (x) is an adjustment based on 5% and the mortality table specified in Section Treasury Regulation Section 1.417(e)- 1(d)(2) for that annuity starting date, and (y) is the annual amount of the straight life annuity commencing on the same annuity starting date as the form of benefit payable to the Member, based on the factors specified in the Plan to adjust the applicable form of benefits. The actuarial adjustment for benefits paid in a form to 444 =1'! ,A' "16151776 36 144 which Code Section 417(e)(3) applies shall be equal to the greatest of (xx), (yy) or (zz), where (xx) is an adjustment based on 5.5% and the mortality table specified in Section Treasury Regulation Section 1.417(e) -1 (d)(2) for that annuity starting date, (yy) is the annual amount of the straight life annuity commencing on the same annuity starting date as the form of benefit payable to the Member, based on the factors specified in the Plan to adjust the applicable form of benefits, and (zz) is an adjustment based on the applicable interest rate for the distribution under Regulation Section 1.417(e)- 1(d)(3) and the mortality table specified in Section Treasury Regulation Section 1.417(e)- 1(d)(2) for that annuity starting date, divided by 1.05. No actuarial adjustment is required for the following: qualified joint and survivor annuity benefits, preretirement disability benefits, pre- retirement death benefits, post - retirement medical benefits, and the value of an automatic benefit increase feature made in accordance with applicable Treasury Regulations. r;t pllY} :m e1:H­ - ­ .­1 ­ "Limitation Year" means a twelve- consecutive month period ending on the Anniversary Date. If the Limitation Year is amended to a different twelve- consecutive month period, the new Limitation Year must begin on a date within the Limitation Year in which the amendment is made. "Related Plan" means any other defined benefit plan (as defined in Section 415(k) of the Code) maintained by the Employer. "Year of Participation" means the Employee shall be credited with a Year of Participation for each year in which the Employee has met the requirements of Section 1.2(a). An Employee who is permanently and totally disabled within the meaning of Section 415(c)(3)(C)(i) of the Code for an accrual computation period shall receive a Year of Participation with respect to that period. In addition, for an Employee to receive a Year of Participation for an accrual 4 1615 177441615177.6 37 145 computation period, the Plan must be established no later than the last day of such accrual computation period. In no event will more than one Year of Participation be credited for any 12 -month period. 7.2 Annual Urnitat�'t_o4�on_Benefits. Notwithstanding any other provision of the Plan: (a) No benefit shall be payable to a Member in excess of the benefit permitted to be paid under section 415 of the Code and Regulations issued thereunder with respect to governmental plans (within the meaning of section 414(d) of the Code), the terms of which are incorporated by reference and shall supersede any inconsistent provision of the Plan. (b) (a}The Annual Benefit payable with respect to a Member under the Plan for any Limitation Year shall not exceed an amount equal to $160,000, or such other dollar limitation determined for the Limitation Year by automatically adjusting the $160,000 limitation by the cost of living adjustment factor prescribed by the Secretary of the Treasury under Section 415(d) of the Code in such manner as the Secretary shall prescribe. The new dollar limitation shall apply to Limitation Years ending within the calendar year of the date of the adjustment. Cost of living adjustments to the dollar limitation occurring after severance from employment are taken into account. (c) ( 1,1 If the Member has less than ten Years of Participation with the Employer, the limitation in Section 7.2(ab) shall be reduced by multiplying it by a fraction, the numerator of which is the Member's full and partial Years of Participation, and the denominator of which is ten. To the extent provided in Treasury Regulations or in other guidance issued by the Internal Revenue Service, the preceding sentence shall be applied separately with respect to each change in the benefit structure of the Plan. The reduction provided in this paragraph does not apply to payments made to the Member if his payments commence after he has become disabled (within 4-4&I-514,L44 1615 177 6 38 146 the meaning of Code Section 415(b)(2)( }I)), and does not apply to payments made on account of the Member's death. (d) (-c}If the Annual Benefit of a Member begins prior to age 62, the limitation under Section 7.2(a) applicable to the Member at such earlier age is an Annual Benefit payable in the form of a straight life annuity beginning at the earlier age that is the actuarial equivalent of the limitation applicable to the Member at age 62 (adjusted under subsection 7.2(bc) above, if required). The limitation applicable at an age prior to age 62 is determined as the lesser of (x) the actuarial equivalent (at such age) of the limitation computed using the interest rate and mortality table (or other tabular factor) specified in the Plan for early retirement calculations and (y) the actuarial equivalent (at such age) of the limitation computed using a five percent interest rate and the applicable mortality table specified in Section 415(b)(2)(E) of the Code. Any decrease in the limitation determined in accordance with this subsection 7.2(sd) shall not reflect a mortality decrement if benefits are not forfeited upon the death of the Member. If any benefits are forfeited upon death, the full mortality decrement is taken into account. The reduction in this Section ,27.2(sd) shall not apply for a Member who is a "qualified participant," as defined in Code Section 415(b)(2)(H). (e) WIT the Annual Benefit of a Member begins after age 65, the limitation under Section 7.2(a) applicable to the Member at such later age is an Annual Benefit payable in the form of a straight life annuity beginning at the later age that is the actuarial equivalent of the limitation applicable to the Member at age 65 (adjusted under subsection 7.2(bc) above, if required). The limitation applicable at an age after age 65 is determined as the lesser of (x) the actuarial equivalent (at such age) of the limitation computed using the interest rate and mortality table (or other tabular factor) specified in the Plan for early retirement calculations and (y) the 441 ?4?- 4416,151776 39 147 actuarial equivalent (at such age) of the limitation computed using a five percent interest rate and the applicable mortality table specified in Section 415(b)(2)(E) of the Code. For these purposes, mortality between age 65 and the age at which benefits commence shall be ignored. (f) i,. t Pursuant to Treasury Regulation Section 1.415(b)- l(a)(7)(iii), the rate of a Member's accrual shall not be limited by this Article VII (but at all times the annual benefit payable to the Member is subject to the limits set forth in this Article VII). (g) (4)-The limitation in Section 7.2( b) is deemed satisfied if the Annual Benefit payable to a Member is not more than $1,000 multiplied by the Member's number of years of service or parts thereof (not to exceed ten) with the Employer, and the Employer (or a predecessor employer) has not at any time maintained a defined contribution plan in which such Member participated. If the Employer maintains one or more defined benefit plans, in addition to 1hi:,-(he Plan, covering an Employee who is also a Member in 1! 1, the Plan, the sum of the Annual Benefits of all the plans will be treated as a single benefit for the purposes of applying the limitations of Section 7.2(a). For purposes of the preceding sentence, Annual Benefits under a "qualified governmental excess benefit arrangement," as described in Section 415(m)(3) of the Code, shall be disregarded. If the Annual Benefits exceed, in the aggregate, the limitations of Section 7.2(ab), the Normal Retirement Benefits under < the Plan will be reduced (but not below zero) until the sum of the benefits of the Related Plan(s) satisfy the limitations. 1"ie ease i- ,gin - in i id Nyho- -.ya. a AAemb,, F in Olio r.. n .e de�ii'`•`Jscd nc'nelial �3iElfi 4' +rsn ciicz�il�iit �,.,., r..,lrl, 4:...,1 _tl.a.,­f' *1w first Limitaile fl- eaf—b 331,19-861 the appiiL atlEm iir'he lim #iif C r1, !• Ca. nrrrr:r' Seeioon 2 shall . ••�4- CT�T.D'C�,L7'[L fCRi'i4l'I ,"II� d • Srsr.ltion 7"(n) for s+.fr, �w [.r�}y�t.ir_�.. rv� �9 e��Yasi. r 11 1, � ««. i ..n. ��+jST�- �C7L�'}�7xK1�1 [Clii[�rCiTR3Gti'- 7TT7�S7Gii' V .. Bei-i-41 i The + a w .,g d 16',� 15,-1774416 15177. 6 40 148 sentence .liar. only if r leli del "eneAt p its of ceefi.,., deter-mined 1 Year beginning e =r�iwy 1, 1987, when expresseEiits -- n—aa F- •"Icra�rcberlrefil within the -mc iog- of Seeti o,, 41_5(b)(2) of the a I,,,r.Fnbef!s'tw"t A-eeatetl Benefit, t-le4k4{ewing s the te1�r�� tt1 c n� litiems � 1 R[144-ii) ara± ��a ac#j ;tfiate erFe� May 5,4496: (h) tt} If a Member makes one or more contributions to the Plan to purchase "permissive service credit," as defined in Section 415(n)(3) of the Code, then the limitations of this Article VII shall be treated as met only if either (i) the limitations provided in Gode Section 415(b) of the Code are met, determined by treating the accrued benefit derived from such contributions as an annual benefit for purposes of'. Section 415(b) of the Code, or (ii) the requirements of d ode Section 415(c) of the Code are met, determined by treating all such contributions as annual additions for purposes of 1 1.Jv Section 415(c) of the Code. 61�, -�-r-' ��.141615177.6 41 149 ARTICLE VIII DEFINITIONS 8.1 Definitions,_ Whenever the following terms are used in the Plan, with the first letter capitalized, they shall have the meanings specified below. "Act" means California Government Code. "Actuarial Equivalent" means equality_ in value of the aggregate amounts expected to be received under different forms of payment based upon the same mortality and interest rate assumptions, The _mortality and interest rate assumptions used in computing the values of benefits payable in annuity optional forms of payment shall be: (a) the mortality assumption. 1983 Group Annuity Mortality (GAM) table (b) the interest rate assumption: six percent (6 %) per annum. Any lump sum payment pursuant to Section 5.3 shall be conclusively deemed to be equal to the Actuarial Equivalent of the Member's Normal Form of Benefit. "Applicable Distribution Period" means as follows: Distributions During the Member's Life., For Distribution Calendar Years up to and including the Distribution Calendar Year that includes the Member's death, the "Applicable Distribution Period" is the Member's life expectancy determined using the Uniform Lifetime Table in Regulation section 1.401(a)(9) -9 for the Member's age as of his or her birthday in the relevant_ Distribution Calendar Year. However, if the Member's sole Section 401(a)(9) Beneficiary for the entire Distribution Calendar Year is his or her Spouse, for distributions during the Member's lifetime, his or her "Applicable Distribution Period" shall not be less than the joint life expectancy of the Member and his or her Spouse using the Member and his or her Spouse's F- �44:;,441615177 6 42 150 attained ages as of the Member and his or her Spouse's birthdays in the Distribution Calendar Year. Distributions after the Member's Death. If a Member dies on or after his or her Required Beginning Date, the "Applicable Distribution Period"_ for Distribution Calendar Years after the Distribution Calendar Year containing the Member's date of death is the longer of the remaining life expectancy of his or her Section 401(a)(9) Beneficiary (if any) determined in accordance with the Final Section 401(a)(9) Regulations (calculated by using the age of the Section 401(a)(9) Beneficiary in the year following the year of the Member's death, reduced by one for each subsequent year) or the remaining life expectancy of the Member determined in accordance with the Final Section 401(a)(9) Regulations (calculated by using the age of the Member in the year of death, reduced by one for each subsequent year). However, if the Member's surviving Spouse is the Member's sole_ Section 401(a)(9) Beneficiary, the remaining life expectancy of the surviving Spouse is calculated for each Distribution Calendar Year after the year of the Member's death using the surviving Spouse's age as the surviving Spouse's birthday in that year; and for Distribution Calendar Years after the year of the surviving Spouse's death, the remaining life expectancy of the surviving Spouse is calculated using the age of the surviving Spouse as of the surviving Spouse's birthday in the calendar year of the surviving Spouse's death, reduced by one for each subsequent calendar year. "Anniversary Date" means July �:1. "Annuity Starting Date" means the first day of the month after the Employee has (1) incurred a Termination of Employment, (2) filed a claim for Retirement Benefits under the Plan and (3) retired within the meaning of CalPERS. Notwithstanding the foregoing, a Member's ., -r1 s C 1 z6 , . s r.F_� _ 141615177,6 7. 5 43 IN Annuity Starting Date cannot be before the first day of the month coincident with or next following the date on which the Member has attained the age of 55. "Beneficiary" means the person, persons, trust or trusts designated by a Member, or, in the absence of a designation, entitled by will or the laws of descent and distribution, to receive the benefit specified under tli-sthe Plan if the Member dies and means the Member's executor or administrator if no other beneficiary is designated and able to act under the circumstances . "Benefit Service" means all CaIPERS credited service for actual years of service performed with the Employer as of the Member's separation of employment with the Employer, excluding any purchased service credit through CaIPERS. No Employee will earn any Benefit Service for periods commencing on or after the Freeze Date.I "CaIPERS" means the California Public Employees' Retirement System. qualified defined benefit plan_ established and maintained under the California Government Code. "CaIPERS Compensation" means compensation taken into account for purposes of CaIPERS under the California Government Code. "CaIPERS Age Factor" means an age factor determined by the Member's age at retirement based on the following CaIPERS "2% at 55 local miscellaneous" factors: AGE AT RETIREMENT AGE FACTOR AGE AT RETIREMENT AGE FACTOR 55 2.000% 60 2.262% 56 2.052% 61 2.314 % 57 2.104% 62 2.366% 58 2.156 % 63 1 2.418% 59 2.210% 64+ 1 2.418% "Code" means the Internal Revenue Code of 1986, as amended from time to time. "Compensation" means, fi�i- iai_a,, Years begin. ing , ilte.. 31, 2001 er 90 days aft +- iu l} rrtH�t�l the i fial- legislature sf,,' � Ml:ef jabluary 1, 2#3 2 11-C -0 E -s� 6+ 1 1615 1 77.6 44 152 A all CalPERS d t d H ,,Compensation for that portion of the Plan Year during which the Employee was a Member, paid in cash by the Employer to the Member for personal services. Compeniation in W • ,1iUS}-(in- ,stti 6- �- -I1-I- I-- be- e#isl•ega•ded. seetion shall - �ee6w for- �s� the Pk — Y'.'k gins+ +g- -a i4—t fir-- widiiff- :melrcalendaF year. Foi- a °4.roart Pla Year the Gei+Ve*sftti•on Ii - s,a6eii4i &ir E11p. e-alerRM,- yeaF ill .,h iCh the 1218H v begins multiplied by �1-- ��;- �1- i•� -i�i�w l"*!!se�;±s�a ... .... .... ,_.:_ :. :,...��.__..a�s`►si"r�n��ns��nr " Ft#eetive lla-t " FiiEjiit,, , ..4 ..,. r.s1,o».,.:ro ; ..l,E .a ! 1..� a;.. fsea b 1 ^illno iii 1 ".* .. r� Ia .1, C e ..l o _ i.lo.l 6 z E —7- cc 4ii tls l? r >f ## #14# 4'€'s} 171t3rki#5 �ii�l l$ !'t' =1're* weet, 1 S 85 d b .ter "Direct Rollover" means a payment from the Plan to an Eligible Retirement Plan specified by the Distributee. "Distributee" means a Member. In addition, the Member's surviving Spouse and the Member's Spouse or former. Spouse who is the alternate payee under a Qualified Domestic Relations Order, are Distributees_ with regard to the interest of the Spouse or former Spouse. Further, effective January 1, 2009, a. Section 401(a)(9) Beneficiary designated by the Member is a Distributee with regard -to the interest of the Section 401(a)(9) Beneficiary. "Distribution Calendar Year" means a calendar year for which a minimum, distribution is required to be made to a Member . under section. 404(a)(9)_ of the Co& and the Regulations. :0121 IN 45 153 thereunder. if a Member's Required Beginning Date is April 1 of the calendar year following the calendar year in which he or she attains age 70 %Z, the Member's first Distribution Calendar Year is the calendar year in which he or she attains age 70%2. If a Member's Required Beginning Date is April 1 of the calendar year following the calendar year in which he or she incurs a Separation From Service, the Member's first Distribution Calendar Year is the calendar year in which he or she incurs a Termination of Employment. "Eligible Retirement Plan" means in the case of a Member, the Member's surviving Spouse, or the Member's current or former Spouse who is an alternate payee under a Qualified Domestic Relations Order, (a) an individual retirement account described in section 408(a) of the Code, (b) an individual retirement annuity described in section 408(b) of the Code (other than an endowment contract), (c) an annuity plan described in section 403(a) of the Code, (d) a qualified plan described in section 401(a) of the Code that is a defined contribution plan that accepts the Distributee's Eligible Rollover Distribution, (e) an eligible_ deferred compensation plan described in section 457(b) of the Code that is maintained by an eligible employer described in section 457(e)(1)(A) of the Code (but only if the plan agrees to separately account for amounts rolled into such plan), (f) an annuity contract described in section 403(b) of the Code, or (g) effective January 1, 2008, a Roth IRA described in section 408A of the Code. "Eligible Retirement Plan" means. effective January 1. 2009, in the case of a Section 401(a)(9) Beneficiary designated by the Member (a) an individual retirement account described in section 408(a) of the Code, (b) an individual retirement annuity described in section 408(b) of the Code (other than an endowment contract) or (c) a Roth IRA described in section 408A of the Code that is established for the purposes of receiving the distribution on behalf'of the Section 401(a)(9) Beneficiary. 446 -J,44-441615177 6 ., 154 "Eligible Rollover Distribution" means any distribution of all or any portion of the balance to the credit of the Distributee, except that an Eligible Rollover Distribution does not include: (a) any distribution that is one of a series of substantially equal periodic payments (not less frequently than annually) made for the life (or life expectancy) of the Distributee or the joint lives (or joint life expectancies) of the Distributee and the Distributee's Beneficiary, or for a specified period of ten years or more; (b) any distribution to the extent the distribution is required under section_ 401(a)(9) of the Code; and (c) the portion of any distribution that is not includable in gross income unless the Eligible Retirement Plan to which the distribution is transferred (1) is a qualified trust described in section 401(a) of the Code which is exempt from tax under section 501(a) of the Code or an annuity contract described in section 403(b) of the Code and such trust or contract provides for separate accounting of the amounts so transferred, including separate accounting for the portion of such distribution which is not includable in gross income or (2) is an individual retirement account described in section 408(a) of the Code or an individual retirement annuity described in section 408(b) of the Code (other than an endowment contract). "Employee" means an employee of the Employer. "Employer" means the City of El Segundo that has adopted this n-lai, California. "Final Pay" means the highest annual — subject to CalPERS deidu, t►tmsCompensation paid to an Employee during any twelve consecutive months of employment with the Employer, including i ,loyer- Paid --I ► bff ( .)w6bukk -w "-4 ), if- applica contributions made by the Employee pursuant to Section 2.1 and picked up by the Employer pursuant to Section 2.2, if applicable. "Final Pay" shall not include any CalPERS Compensation paid to the Member while he or she is not eligible to participate in the Plan under Article I. CalPERS Compensation paid after the Freeze Date will not be taken into account when ,11615 1" 77.' 41615177 6 47 155 computing Final Pay. Final Pay in excess of $200,000.00 (as such amount is adjusted by the Secretary of the Treasury for increases in the cost of living pursuant to Section 401(a)(17) of the Code will be disregarded. The cost -of- living adjustment in effect for a calendar year applies to compensation for the Plan Year that begins within such calendar year. If the Plan Year is ever less than twelve (12) months, the $200,000.00 limitation (as such amount is adjusted by the Secretary of the Treasury for increases in the cost of living) will be prorated by multiplying the limitation by a fraction, the numerator of which is the number of months in the Plan Year, and the denominator of which is twelve (12). 14ffeligii;FI", fn " as d heft f%331tGiil3i Errcii s c is E'rrs�lriliarn •lge4 d rk., ,Employer, r e� E! 1, 1 ti "Final Section 401(a)(9) Regulations" means the final Regulations issued under section 401(a)(9) of the Code. "Forfeitable Interest" means a Member's forfeitable interest in his or her Retirement Benefit determined in accordance with the applicable vesting provisions of the Plan. A Member has a Forfeitable Interest in his or her Retirement Benefit to the extent that he or she does not have a Nonforfeitable Interest in his or her Retirement Benefit determined in accordance with the applicable vesting provisions of the Plan. "Freeze Date" means , 2015. "Member" means an kniployta"-14tole to reeeive benefits ..,,rle t!•; a current or former Employee who has an undistributed accrued benefit under the Plan. "Nonforfeitable Interest" means a Member's forfeitable interest in his or her Retirement Benefit determined in accordance with the applicable vesting provisions of the Plan. A Member has a Forfeitable Interest in his or her Retirement Benefit to the extent that he or she does not have a Nonforfeitable Interest in his or her Retirement Benefit determined in accordance with the applicable vesting provisions of the Plan. ^ ' 6'5' 77 141615177 6 48 156 "Normal Form of Benefit" is the form of benefit described in Section 5.1. "Normal Retirement .�►#, "— +3;en; F -cgG - �v!y t e (62 and Fn ei l ng the . nts of seetion Eligibility" means the date on which the Member has both attained the age of 55 and completed 15 years of full -time continuous service, in each_ case, prior to his or her Termination of Employment; provided that (a)_ immediately prior to his or her Termination of Employment the Member satisfied the conditions specified in Section 1. 1, (b) the Member has applied for benefits under the Plan and (c) the Member concurrently retires under PARS. "Plan" means teethe City of El Segundo PARS'Public Agency Retirement System Retirement Enhancement Plan. "Plan Administrator" means the individual or position designated by the Employer to act on behalf of the Employer in matters relating to :17.1 the Plan. If no designation is made, the Employer shall be the Plan Administrator. If a Plan Administrator has been appointed the word "Employer" as used in ;�o,,dhe Plan shall mean Plan Administrator unless the context indicates a different meaning is intended. "Plan Year" means the consecutive twelvemonth period beginning on July 11 and ending on June 30. «I4l +ie --Aiiey­ m - kla ou h 53224 to re tablish a pelisieH vust. Qualified Domestic Relations Order" means an order which the Plan Administrator determines is a qualified domestic relations order within the meaning of section 414(p) of the Code. "Regulations" means the regulations adopted or proposed by the Department of Treasury from time to time pursuant to the Code. "Required Beginning Date" means April 1 following the later of the calendar year in which, the Member's Termination of Employment occurs or the calendar year in which the Member attains age 70 %z. "Retirement Benefits" means the benefits (if any)- payable to the Member following +mot er rertt -a le t si Am ale 11 I-.-under Section 3.01. '''6'� 77.'41615 1776 ►,. 157 "Section 401(a)(9) Beneficiary" means an individual who is a Member's Beneficiary on the date of the Member's death and (unless the Beneficiary dies after the date of the Member's death and before September 30 of the following calendar year without disclaiming benefits under the Plan) who remains a Beneficiary as of September 30 of the calendar year following the calendar year of the Member's death. If the Member's Beneficiary is a trust, an individual beneficiary of the trust may be a Section 401(a)(9) Beneficiary of the Member if the requirements of Regulation Section 1.401(a)(9) -4 are satisfied. "Spouse" means the person to whom the Member is married under applicable state or i local law (but, effective on and after September 16, 2013, - ignoring any limitations or restrictions that do not recognize a valid marriage performed in another jurisdiction based solely on the gender of the Member and /or the person to= whom the Member is married, in accordance with guidance issued by the Internal Revenue Service in Revenue Ruling 2013 -17 and subsequent applicable guidance). "Termination of Employment" means the complete severance of the Member's employment relationship with the Employer. "Trust" means the trust established as pan 4 the - r LAAic Ageney ire- flellt T-FU;t to hold the assets of the Plan. "Trustee" means the trustee of the Trust. "- i,st4,d— +tom k al—1 ,..I:,� of ally ,... , ,� ..+,.;..r..l �� }�. i�£'f3n.r the ic7nrr r�rm N-le ik et-.Union" means California Teamsters Public, Professional and Medical Employees ` Union, 911. l116151774416151776 50 158 4164447-T-141615177 6 i • ShOrel ir • _ mm WAN slim b • wool dal LEUp 51 159 "Year of Participation Service" means the sum of (1) the Member's Benefit Service earned through the Freeze Date (which includes service prior to the establishment of the Plan) plus (2) for the period after the Freeze Date, the Benefit Service the Employee would have earned after the Freeze Date had the Plan not been frozen as of the Freeze Date. 41(4i 17` 11 16 15177,6 52 160 I_N WIT_ NESS WHEREOF, The City of El Segundo 1'.- 1R-,- ,hereby adopts this amendment and restatement of the City of El Segundo Public Agency Retirement System Retirement Enhancement Plan is fl 14— pwd-t4k4ive )eetebe - , 2AW.effective I J. 2015, except to the extent that an earlier effective date is required by law. By: Title: Date. rissl�a ffie 1n �14S !;Br a- Ietler of 1?eterm6m. n The elsion to 4,r. :t the Fo Pla r, the Ms .Let d by the Plan- tier in i Furls -- fie -k)w. .-. plea';e -'HbMit the Plan te t T•r.[c"r'ii v"i -:rr this ? ci•4o +rL � ? S - c}f- i- :tr cc= urr " ciir Please rf(-Wi4e4It--4+4F'-W4ffg-+f+' t r ed r [-I' 1 41611'77'416151776 53 161 RESOLUTION NO. A RESOLUTION AUTHORIZING AMENDMENT AND RESTATEMENT OF THE CITY OF EL SEGUNDO PUBLIC AGENCY RETIREMENT SYSTEM RETIREMENT ENHANCEMENT PLAN The City Council of the City of El Segundo does resolve as follows: Section 1: That effective November 3, 2015, the City of El Segundo (the "City') hereby adopts the amendment and restatement of the City of El Segundo Public Agency Retirement System Retirement Enhancement Plan (the "Plan") as set forth in that certain instrument entitled "City of El Segundo Public Agency Retirement System Retirement Enhancement Plan (As Amended and Restated Effective October 31, 2015)" (the "Amendment and Restatement' ); and Section 2: That the proper officials of the City are hereby authorized and directed to (i) execute the Amendment and Restatement, (ii) do all things as may be necessary or appropriate to make the Amendment and Restatement effective, (iii) execute any amendments as may be required by the Internal Revenue Service in order to obtain a favorable determination that the Amendment and Restatement does not adversely affect the qualified and exempt status of the Plan and its related trust under Sections 401(a) and 501(a) of the Internal Revenue Code of 1986, as amended, and (iv) to otherwise carry out the intents and purposes of these resolutions. Section 3: The City Clerk is directed to certify the Passage and Adoption of this Resolution, enter same in the Book of Original Resolutions, and make a Minute of its adoption in the City's records and in the Minutes of the meeting when it was adopted. Section 4: The Resolution will become effective immediately upon adoption, and will remain effective unless repealed or superseded. PASSED AND ADOPTED this 3rd day of November , 2015. Suzanne Fuentes Mayor 162 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the 3rd day of November, 2015, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: NOT PARTICIPATING: WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this day of . 2015. Tracy Weaver, City Clerk of the City of El Segundo, California (SEAL) APPROVED AS TO FORM: Mark D. Hensley, City Attorney In Karl H. Berger Assistant City Attorney 163 Side Letter of Agreement Public Agency Retirement System Retirement Enhancement Plan ( "PARS" ) The City and California Teamsters Public, Professional and Medical Employees Union, 911 ( "Teamsters ") agree that it is in the best interest of the City and the PARS participants to cease future accruals under the current PARS Plan and to relinquish PARS participants of their obligations to make future mandatory contributions to fund the current PARS Plan. To effectuate the above changes, the City and Teamsters agree to the following: 1) To place on the November 3, 2015 City Council Agenda an item to adopt the attached "The City of E1 Segundo Public Agency Retirement System (PARS) Retirement Enhancement Platt (as Amended and Restated Effective October 31, 2015)" ( "Plan Amendment ") (Exhibit 1, attached and incorporated herein by reference, is a "redtine" version of the Plan Amendment). 2) Each current PARS participant shall execute the attached "Release Agreement" (Exhibit 2, attached and incorporated herein by reference). 3) In the event Paragraph Nos. 1 and 2 are satisfied, the "Plan Freeze" shall take effect with the pay period beginning October 31, 2015. ,� 4 C i? C rpentes C. ty Manager r T� n:sters. Loca1-9 11 164 RELEASE AGREEMENT I, __ , have participated in the City of El Segundo Public Agency Retirement System Retirement Enhancement Plan (the "Plan ") and have been making collectively bargained mandatory contributions to fund the Plan. The City of El Segundo (the "City "), the California Teamsters Public, Professional and Medical Employees Union, 911 and I agree that it is in the best interest of the City and the Plan members, including me, to cease future accruals under the Plan and to relinquish Plan members of their obligations to make future mandatory contributions to fund the Plan. I understand and agree that the Plan will be amended effective , 2015 so that I will accrue no further benefits under the Plan (the "Plan Freeze "). I understand that this means that the amount of my Plan benefit will not grow after the date of the Plan Freeze. I understand that if a return of my mandatory employee contributions is more valuable than my retirement benefit under the Plan, the only benefit to which I would be entitled under the Plan would be a return of my mandatory contributions, plus interest at a rate of four and one - quarter percent (4.25 %), payable in the form of a lump sum immediately upon my termination of employment with the City. I also understand that effective with my first payroll period starting on or after 2015, the City will amend the Plan so that Plan members (including me) will no longer have any obligations to make additional contributions to fund the Plan. I agree and assert that the relinquishment of my obligation to make mandatory contributions to fund the Plan in the future is more valuable to me than any additional benefits that I may have earned in the future had there been no Plan Freeze. I understand and agree that presently I have no vested interest in my retirement benefit under the Plan other than the right to return a refund of my mandatory employee contributions plus interest at a rate of four and one - quarter percent (4.25 %) payable in a lump sum immediately upon my termination of employment with the City. I understand that effective at the date of the Plan Freeze the City will amend the Plan to provide that I will have a fully vested interest in my retirement benefit under the Plan. I understand and agree that even if I do not automatically receive a refund of my mandatory employee contributions under the existing provisions of the Plan, then, under the terms of the Plan Freeze amendment I will have the right to voluntarily elect to receive a refund of my mandatory employee contributions, plus interest at a rate of four and one - quarter percent (4.25 %), payable in the form of a lump sum immediately upon my termination of employment with the City if I prefer that payment option instead of an annuity. If I do elect a lump sum, I acknowledge that the value of the lump sum is at least as valuable as any annuity form of payment under the Plan and I understand that I will not be entitled to any further benefit under the Plan. I understand and agree that even though the Plan will be amended to cease further benefit accruals under the Plan, the Plan is not being terminated at the date of the Plan Freeze so there is not a legally permitted immediate distribution event under the Plan. I agree and understand that under rules of the Internal Revenue Service it is not possible for me to receive a benefit from the Plan before my termination of employment with the City. I understand and agree that if I elect to receive a benefit under the Plan in the form of an annuity, as with the current provisions of the Plan, I will not be able to receive the annuity until I have incurred a termination of employment with the City, attained the age of 55, elected commencement of benefits under the Plan and concurrently retired under the California Public Employees' Retirement System qualified defined benefit plan. 56160426.4 165 Page 2 of 2 I understand and agree that the City may not amend the Plan to effect the Plan Freeze unless all active Plan members voluntarily elect to sign this same form of release agreement. I understand and agree that if the City does not amend the Plan to effect the Plan Freeze due to a lack of consensus among active Plan members, then, in that event, my release agreement will become automatically void and will be returned to me. For good and valuable consideration, the receipt and sufficiency of which I acknowledge, I hereby knowingly and voluntarily release and forever discharge, both jointly and severally, the City Council and each of its members, the City, its directors, employees, officials, representatives, agents, employees, independent contractors, attorneys, predecessors, successors, assigns, insurers and their respective directors, officers, shareholders, partners, representatives, agents, employees, independent contractors, attorneys, members, predecessors, successors, assigns, insurers, both past and present, known or unknown (each a "Released Party "), from any and all actions, causes of action, suits, proceedings, contracts, debts, dues, sums of money, accounts, damages, judgments, claims and /or demands whatsoever of every name and nature, in law or in equity, whether known or unknown to me, which I ever had, now have or may or might in the future have against any Released Party relating to the Plan Freeze. I agree and acknowledge that the consideration provided by the City is in addition to that which I would have been entitled otherwise under the Plan and is sufficient to cause me to enter into this Release Agreement (the "Release "). I further agree that I will not institute or permit to be instituted on my behalf any claim, proceeding or suit with respect to any matter released herein or with respect to any claim challenging the validity of the Plan Freeze. I acknowledge that I have had an opportunity to consult with an attorney prior to executing this Release. I understand that anyone who succeeds to my rights and responsibilities, such as my heirs or the executor of my estate, shall also be bound by the terms of this Release. This Release shall be interpreted and construed in accordance with and shall be governed by the laws of the State of California. I acknowledge that (i) I have carefully read this Release, (ii) I fully understand the provisions and their final and binding effect, (iii) the only promises made to me to sign this Release are those stated herein and (iv) I am signing this Release knowingly and voluntarily. After having the opportunity to consider this Release as stated above, I hereby accept the terms and conditions stated in it. 166 EL SEGUNDO CITY COUNCIL MEETING DATE: November 3, 2015 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to execute an agreement, in a form approved by the City Attorney, with MV Cheng & Associates to (1) continue to provide professional, technical, and consulting support as the City's Interim Finance Director; and (2) provide support personnel /consultants at various levels as needed in the Finance Department, with the proposed term of the agreement to be from October 1, 2015 to September 30, 2016, with a total amount of the agreement not to exceed $450,000. RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute an agreement with MV Cheng & Associates in an amount not to exceed $450,000; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Proposal for Services / Scope of Work prepared by MV Cheng & Associates. FISCAL IMPACT: Amount Budgeted: $450,000 to be from cost savings of vacant positions Additional Appropriation: None Account Number(s): various PREPARED BY: City Manager's Office & City Attorney's Offiy REVIEWED BY: Greg Carpenter, City Manager APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: On May 28, 2015, the City's Finance Director resigned from the position. Recognizing the immediate needs of a Finance Director to help guide the City through the budget processes, the City Manager reached out to MV Cheng & Associates to ask Misty Cheng to join the City Executive team as Interim Finance Director. Ms. Cheng has twenty years of experience in both private and public sector and has served as the Acting/Interim Finance Director in a number of cities. The City Manager entered into the Professional Services Agreement with MV Cheng & Associates on May 26, 2015 in the amount not to exceed $25,000 until September 30, 2015. On July 7, 2015, the City Council approved an amendment to the agreement with MV Cheng & Associates increasing the amount, not to exceed by $100,000, to bring the total agreement amount to $125,000. The amendment also extended the term of the agreement to December 31, 2015. In the past six months, the following employees in the Finance Department have either retired or resigned, leaving the department with very little staff: • Fiscal Services Manager - resigned April 30, 2015 • Finance Director - resigned May 28, 2015 • Accounting Supervisor- retired July 25, 2015 • Acting Fiscal Services Manager - resigned August 27, 2015 • Purchasing Agent- retired September 9, 2015 • Revenue Manager- retired September 29, 2015 • Accounting Supervisor - resigned October 15, 2015 In light of the many vacant positions, the following contract personnel from MV Cheng & Associates have been brought in to assist with daily accounting operations: • Misty V. Cheng has been brought in to serve as the Interim Finance Director to perform a variety of managerial level duties such as overseeing the budget process and council strategic planning sessions, provide review and supervision to finance staff, work in conjunction with human resources, city /labor attorneys, city manager on a variety of issues, oversee the annual audit, handle risk management claims. She has 20 years of government finance experience. • Ruby Carrillo Quincey has been brought in to serve as the Interim Fiscal Services Manager to finalize the budget document, reconcile funds /accounts, prepare audit schedules for the annual audit, provide review and supervision to finance staff. She has 20 years of government finance experience. • Linda Golden has been brought in to serve as the temporary Payroll Technician, assisting with payroll processes, cash receipt data entry and filing. She has 20 years of government finance experience. • Jessica Chung has been brought in to serve as the temporary Senior Accountant to prepare the bank reconciliations which have not been done by City staff since February 2015. She has 15 years of government finance experience. • David Cunanan has been brought in to serve as an Accounting Apprentice to assist the Interim Fiscal Services Manager with lower level accounting work. The five contract personnel from MV Cheng & Associates, four of which currently work less than 40 hours per week, are working alongside the remaining City Finance Department employees, to help fill the void of the seven former employees who have retired or resigned in the past 6 months. With the year -end audit preparations underway, it will be necessary to bring in more contract personnel to assist with the audit preparations and/or daily accounting functions while the recruitments for the vacant positions are underway. Currently, the following job openings are being advertised; Revenue Manager, Accounting Manager, Accounting Supervisor. The Purchasing Agent job opening is advertised internally within City Hall. The Finance Director job opening has closed. The City expects to fill these vacant positions with the most qualified candidates. Should the City not be able to fill any or all of the vacant positions, having an agreement in place with MV Cheng & Associates ensures that the accounting work will be completed. With regard to the requested amount of the contract, the amount is estimated to cover the staffing needs of the Finance Department for the upcoming fiscal year, should the City not fill any of the critical accounting positions needed for daily accounting and year end audit preparation functions. If the positions are filled over the next few months, however, it is not expected that the contract amount will be used entirely. The amount of the contract will be covered by the salary and benefit savings from the departure of five city positions. There is no additional appropriation needed from fund balance. As demonstrated by the following calculation, the estimated cost for the current contract staff who are working at the City for the next 12 months, based on the estimated number of hours needed for each position, would be $569,280: Finance Director $110 x 4 weeks x 30 hours x 12 mths = $158,400 Fiscal Services Mgr $95 x 4 weeks x 40 hours x 12 mths = $182,400 Senior Accountant $75 x 4 weeks x 40 hours x 12 mths = $144,000 Payroll Technician $35 x 4 weeks x 32 hours x 12mths = $535760 Accounting Apprentice $20 x 4 weeks x 32 hours x 12 mths = $30,720 Total $569,280 Because staff expects that the City will fill its vacant positions and the contract staffing levels will not be needed for the entire fiscal year, staff are only requesting the total amount of $450,000. These rates are competitive with respect to other municipal staffing agencies. The hourly rates of MV Cheng & Associates are also comparable to the fully burdened hourly rate of an equivalent level of employee. While professional service agreements typically go through a request for proposal process, given the immediate need to fill multiple positions in the Finance Department, staff recommends that the City Council waive the request for proposal process. If approved by the City Council, staff will prepare an agreement with MV Cheng & Associates, in a form approved by the City Attorney. V XV CIII+ NG & t$S(X1ATES Munieipal Value Consultants October 28, 2015 City of E Segundo 350 Main St. El Segundo, CA 90245 Dear Sir: Please accept this letter as MV Cheng & Associates Inc.'s proposal to your request for accounting services for the City of El Segundo. My firm, MV Cheng & Associates Inc., operates as an incorporated business within the State of California, with my associates being sub - contractors of the firm. Having 20 years of experience in municipal auditing, accounting, and finance in several cities, large and small, has allowed me to be able to lend my expertise as a finance director to cities in need of financial help. I have served as Director of Finance and Director of Finance and Administrative Services for several cities. Currently, I serve as the Interim Finance Director for the City of El Segundo. In addition to the cities I serve personally, my sub- contractors have worked in several cities on short and long term assignments ranging from Account Clerk, Accountant, Senior Accountant, and Accounting Manager as well as serving on a long term basis as contract staff. Myself, as well as all of my sub - contractors are former employees of municipal government agencies. We bring a wealth of knowledge and expertise to our city clients, with a level of professionalism and understanding of the culture of the political and city office environments. With respect to the accounting services requested, I will be presenting four candidates. Below is a brief synopsis of each and their rates. Please refer to the resumes attached for more details. • Finance Director $110 per hour -Misty V. Cheng -20 years of municipal experience ranging from auditor, accountant, finance director • Fiscal Services Manager $95 per hour -Ruby Carrillo Quincey -20 years of municipal experience ranging as auditor, accounting manager, assistant finance director • Senior Accountant $75 per hour - Jessica Chung -15 years of municipal experience ranging from auditor, accountant • Payroll Technician $35 per hour -Linda Golden -20 years of municipal experience ranging from payroll specialist, payroll technician • Accounting Apprentice $20 per hour -David Cunanan - College graduate, majored in accounting MV Cheng & Associates Inc., is a unique firm in that it employs predominantly only former city /special district employees to work as sub - contractors in various cities on either a temporary /interim basis to long term contract staff. We bring a wealth of municipal knowledge and expertise in financial accounting that only city employees possess, yet we are consultants that can fill a void or bring change and improvement to a city's finance department. Some of the sub - contractors are retired, some are in between full time positions. Should a sub - contractor find a potential full -time position with the City, no additional fee would be charged to convert the sub - contractor to be an employee of the City after expiration of the contract between the City and MV Cheng & Associates Inc. The goal of MV Cheng & Associates Inc. is not to make a huge profit, but to help cities with their needs in the finance department at competitive rates. Thus, MV Cheng & Associates Inc. are Municipal Value Consultants! Thank you for taking the time to consider my proposal for accounting assistance for your City. Should you have any further questions, please do not hesitate to contact me at (925) 963 -9996 or email me at: mvcheng @att.net Sincerely, Misty V. Cheng President & CEO PROPOSED HOURLY RATES FOR MV CHENG & ASSOCIATES PROPOSED HOURLY RATES: Finance Director $110 Fiscal Services /Accounting Manager $95 Revenue Manager $85 Purchasing Manager $85 Senior Accountant $75 Accountant $65 Junior Accountant $40 Account/Payroll Technician $35 Account Clerk/Specialist $30 Accounting Apprentice $20 111�'C If CHENO & .00CUTES Municipal Value Consullanis LIST OF CLIENTS SERVED All Temporary, Interim and Contract Staff Positions City of Milbrae- Accounting Manager, Senior Accountant, Senior Accountant, September 2015 - Present City of Lynwood- Senior Accountant, August 2015 - Present City of El Segundo- Finance Director, Fiscal Services Manager, Senior Accountant, Payroll Technician, Accounting Apprentice, May 2015 — Present Beach Cities Health District - Finance Director, February — May 2015 City of Perris - Accounting Supervisor, April 2015- Present Finance Director, July 2011 — January 2013 City of Sierra Madre - Finance Director, August 2014 -April 2015 City of South Gate - Finance Director, September 2014 - January 2015 City of Rancho Palos Verdes - Accounting Manager, February — May 2015 City of Pasadena - Purchasing Manager, Accounts Payable Manager, Senior Budget Analyst, Deputy Controller, February 2015 — Present City of Bell- Junior Accountant, June —July 2014, February —May 2015 City of Wildomar, Account Technician, July 2012 - Present Finance Director /Controller, September 2008 -April 2014 City of Los Alamitos- Accountant, March 2014 — December 2014 City of Pico Rivera, Senior Accountant, March 2014- January 2015 Accountant, March - August 2014 City of Colton, Finance Director, November 2013 — March 2014 City of Glendora, Accounting Manager, October 2013 — September 2014 City of Redlands, Accountant, February 2013 City of San Gabriel, Accountant, Junior Accountant, December 2012 —May 2014 City of La Puente, Accountant, November 2012 — January 2013 City of West Hollywood, Accountant, April 2012 —Jan 2013 City of Indian Wells, Budget Analyst, March -April 2012 Central Basin Municipal Water District, Accountant, January-July 2012 Wildomar Cemetery District, Controller, Mar. 2011 — April 2014 City of Inglewood, Special Advisor to City Administrator, October 2009 —April 2010 City of Menifee, Finance Director, October 2008 — September 2009 MISTY V. CHENG Education: California State University, Northridge, CA Master of Public Administration Saint Mary's College of California, Moraga, CA Bachelor of Science Degree Major: Accounting, Minor: Business Administration Experience: September 2008 - MV Cheng & Associates — Pasadena, CA Present President & CEO City of El Segundo, May 2015 - present Interim Finance Director • Oversee and manage day to day operations of the finance department including general accounting, accounts payable, accounts receivable, payroll, business license, filming, utility billing, risk management • Responsible for preparation of annual budget Beach Cities Health District, February — May 2015 Interim Finance Director • Oversee and manage day to day operations of the finance department including general accounting, accounts payable, accounts receivable, payroll • Responsible for preparation of annual budget City of Sierra Madre, Aug. 2014 — April 2015 Interim Finance Director • Oversee and manage day to day operations of the finance department including general accounting, accounts payable, payroll, preparation of ROPS • Responsible for audit preparation and completion of CAFR City of South Gate, Sept. 2014 — Jan. 2015 Interim Finance Director • Oversee and manage day to day operations of the finance, purchasing, information technology divisions • Responsible for completion of CAFR • Member of the City's negotiating team for bargaining unit contracts City of Colton, Nov. 2013 — Mar. 2014 Interim Finance Director • Oversee and manage day to day operations of the finance department • Evaluate financial internal controls city wide • Responsible for completion of CAFR City of Wildomar, Dec. 2009 — Apr. 2014 Controller • Responsible for providing 3 subcontractors to City for part time account clerks and accountant • Prepare monthly bank reconciliations, perform audit preparation, prepare CAFR, prepare internal control policies, all general ledger functions, biennial budget • Oversee and manage day to day operations of the finance department and mentor /develop staff • Provide oversight of contract Information Technology staff • Responsible for implementation to new accounting software package (EDEN) • Responsible for restructuring health benefits plan, new employee orientation, benefits administration Wildomar Cemetery District, Mar. 2011 —Apr. 2014 Controller • Prepare weekly cash receipts, accounts payable, journal entries, monthly bank reconciliations, all general ledger functions • Perform audit preparation City of Perris, July 2011 — January 2013 Interim Finance Director • Oversee staff of 9 employees on day to day operations including accounts payable, accounts receivable /cash receipts, utility billing, payroll for approximately 70 employees, general accounting, internal controls, audit preparation, grants • Prepared all necessary documents for RDA ABIx 26 and 27, oversight of due diligence reviews • Prepare annual budget, CIP budget, annual audit • Oversight of LMD and CFD annexations /formations, bond issuance • Responsible for investment of city funds • Successfully launched the CSUN MPA cohort program in Perris City of Inglewood, Oct. 2009 — April 2010 Special Advisor to the City Administrator • Directed the preparation for 2 years of delinquent audits and oversaw and managed day to day operations of the finance dept • Assisted in developing and mentoring staff City of Menifee, Oct. 2008 — Sept. 2009 Finance Director Responsible for entire accounting system including accounts payable, cash receipts, payroll, developer accounts, preparation of treasurer's reports, monthly bank reconciliation, budget, prepare internal policies, audit preparation Responsible for implementation to new accounting software package (EDEN) Responsible for human resources function such as new employee orientation, benefits administration, created personnel files, implemented PERS retirement program, 457 deferred compensation and health benefits City of Wildomar, Sept. 2008- Mar. 2009 Finance Director /City Treasurer • Responsible for entire accounting system including accounts payable, cash receipts, payroll, preparation of treasurer's reports, monthly bank reconciliation, budget, preparation of internal policies, oversaw animal shelter JPA project November 2004- City of Bell Gardens August 2008 Director of Finance and Administrative Services • Supervised and managed 3 divisions: Finance, Personnel /Risk Management and Information Systems • Oversaw staff of 10 employees on day to day operations including accounts payable, accounts receivable /cash receipts, payroll for approximately 200 employees, general accounting, internal controls, CDBG financial reconciliation and reporting • Prepared annual budget of $38 million (GF $24 million), annual financial audit preparation, financial compliance with regulatory agencies, participated in long term debt financing • Directed the implementation of the upgrade to the new EDEN systems accounting software • Oversaw staff of 2 employees in human resources, risk management and information technology • Oversaw recruitment process, participate in union contract negotiations, disciplinary/grievance process, • Performed department reorganization, union decertification • Served as City Treasurer, Hearing Officer, Purchasing Officer August 2003- Self Employed — Brentwood, CA November 2004 Government Finance Consultant City of Bell Gardens, Aug. 2004 - Nov. 2004 • Assisted in audit preparation and provided general accounting services • Responsible for oversight and preparation of compliance reports (public safety MOE, SLESF report, Form C for MTA projects, state controller's report, annual investment policy, monthly treasurer's report) City of Yucaipa, Aug. 2003 — Oct. 2004 • Supervised and managed finance department employees, responsible for tracking developer (engineering /planning) deposit accounts, CIP projects, prepared month end bank reconciliation, implemented and converted to a new accounting software package (EDEN) City of Claremont, Mar. -April 2004 + Directed the implementation and conversion to a new accounting software system (EDEN), prepared month end bank reconciliations City of Benicia, Aug. 2003 — Jan. 2004 Provided accounting services, audit preparation, prepared special reports (appropriations limit, quarterly investment reports, public safety MOE, fuel tax returns, TDA claim reviews) August 2002- City of Rio Vista — Rio Vista, CA July 2003 Director of Finance Supervised and managed finance and transit staff on day to day operations including accounts payable, accounts receivable, developer receivable /payables, utility billing, payroll, all G/L functions Supervised and managed the implementation and conversion to a new accounting software package (EDEN) Responsible for audit preparation, implementation of internal controls, budget preparation Provided oversight for information technology systems October 2000- City of Oakley — Oakley, CA August 2002 Accountant II Supervised and managed finance staff and reviewed all accounts payable, payroll, and developer receivable /payables Responsible for the entire accounting system, investing /banking transactions, pension contribution reporting, year end close, interim/final audit preparation, implementation and conversion to a new accounting software package (EDEN) Performed day to day operations including the month end bank reconciliation, monthly reconciliation and interfacing permits module to general ledger, preparation of all journal entries, quarterly investment reports, update of annual investment policy, preparation of financial status reports for COPS grant. January 2000- City of Brentwood — Brentwood, CA October 2000 Accountant II Performed day to day operations including preparing journal entries, reconciling general ledger accounts to subsidiary ledgers, balancing daily cash, approving accounts payable disbursements, preparing monthly departmental revenue /expense reports, preparing a policy and procedures manual, performed internal audits of cash collection for various departments and implemented cash procedures for the new city pool site. June 1998- Vavrinek, Trine, Day & Co., LLP - Pleasanton, CA January 2000 Senior Accountant • Managed and provided oversight of municipal and special district audits. • Performed a variety of audit procedures and preparation of annual financial reports for municipal, special district, school district and community college district clients June 1997- Maze & Associates - Walnut Creek, CA Feb. 1998 Associate • Performed a variety of audit procedures for municipal and non - profit clients. Professional Affiliations: • City of Moreno Valley - Utility Commissioner Chair since July 2014 • Member of CSMFO, GFOA, CMTA • Guest Lecturer for California State University, Northridge, Master of Public Administration courses • Former Board Treasurer and Compliance Officer of Clinico /SNIP LA 2008- 2013 (non - profit organization with 3 spay /neuter clinics in L.A. County) • Member of City Club LA RUBY CARRILLO, CPA PROFESSIONAL EXPERIENCE Contract Work City of Santa Barbara January 2015 — Present Serve as Interim Accounting Manager. Perform the typical duties of the Accounting Manager position, including quarterly financial analysis and review of City funds and preparation of written reports to board and committees. Assist in updating payroll and fixed assets data related to the implementation of new financial software (Mums), including updating City policies and procedures. City of Bell (Seasonal- Interim and Year -end Audits) December 2013 — Present Complete interim and year -end closing processes in preparation of audits for fiscal years 2012 -13, 2013 -14 and 2014 -15. Responsibilities include preparing general ledger reconciliations, journal entries, audit schedules, and communicating with auditors. Assist in special projects related to the implementation of new financial software (Springbrook). Prepared general ledger reconciliations, audit schedules and other documents related to the dissolution of the Redevelopment Agency, and establishment of the Successor Agency. City of Ventura December 2013 — April 2014 Served as Interim Assistant Finance Director /Accounting Manager. Supervised accounting staff and the typical functions of an accounting department. Participated extensively in the implementation of financial reporting software (Caseware), and the completion of the CAFR including the MD &A, financial statements and note disclosures. City of Santa Barbara (Seasonal- Year -end Audits) August 2013 — December 2014 Provided assistance during the year -end closing process in preparation of audits for fiscal years 2012 -13 and 2013 -14. Performed general ledger reconciliations, journal entries, audit schedules, and GASB 34 adjustments. Prepared the CAFR including the MD &A, financial statements and note disclosures. Lance, Soll & Lunghard, LLP March 2013 — June 2013 Completed the year -end closing process for fiscal years 2010 -11 and 2011 -12 for the City of Bell. Responsibilities included preparing general ledger reconciliations, journal entries, audit schedules, and communicating with independent auditors. Recommended changes to policies and procedures to improve internal controls in accordance with the State Controller's Office findings and recommendations. Accounting Manager City of Santa Barbara August 2011— October 2012 Researched current laws, accounting standards, and local regulations to determine the impact on the City's budget and financial reporting. Planned, organized, and supervised professional and clerical staff that performed accounting, accounts payable and receivable, payroll, and utility billing. Prepared interim financial reports and other written reports regarding financial issues, and presented information to management, committees and boards. Participated extensively in the year -end closing process in preparation of the annual audit. Prepared the City's comprehensive annual financial report (CAFR) that included the MD &A, financial statements and note disclosures. Assisted departments during the budget process with financial analysis and multi -year forecasting. Participated extensively in the preparation of audit schedules and other documents related to the dissolution of the Redevelopment Agency, and establishment of the Successor Agency. Assistant Finance Director City of Upland December 2001— March 2011 Responsible for managing the typical functions of a finance department. Planned, organized, and supervised professional and clerical staff in accounting, accounts payable, accounts receivable, payroll, budget, and grant accounting. Planned and participated in the year -end closing process and preparation of the annual financial statements. Coordinated the preparation of the annual and mid- year budgets including; revenue forecasting and expenditure projections, and analyzing fund balance reserves. Managed the City's investment portfolio that included analyzing investment options and performing transactions with brokers and financial institutions. Assisted in the administration of debt financing including analysis of options and recommendation of debt issuance. Served as project leader in transitioning to new service providers for banking, auditing, and operational audits. Prepared written reports to management, committees, and boards. Senior Auditor /Accounting Manager Vavrinek, Trine, Day & Company March 2000 — December 2001 Performed annual financial audits of cities and other governmental agencies. Applied auditing procedures, analyzed general ledgers, and prepared financial statements and other compliance reports. Provided recommendations to governmental agencies for the improvement of policies and procedures related to financial operations and internal controls. Supervised senior and staff auditors. Finance Manager City of La Puente February 1998 — March 2000 Prepared bank reconciliations, journal entries, and audit schedules. Prepared various regulatory reports submitted to county, state, and federal agencies. Assisted in the administration, compliance and financial reporting of all City grants. Participated in the calculation, analysis, and preparation of the City's cost allocation plan and user fees. EDUCATION/CERTIFICATION Certified Public Accountant — October 2002 California State Board of Accountancy Master of Science in Accountancy — June 2007 California State University, Fullerton Bachelor of Science in Accounting — June 1997 California State Polytechnic University, Pomona 2 David Cunanan D.C. Objective Employment that provides a firsthand look into the financial aspect of the various industries, utilizes the tact that I've developed through interaction in my past work experiences, and allows me to contribute my strong work ethic towards an organization that challenges and develops my capabilities in an environment of mutual respect. Education CALIFORNIA STATE UNIVERSITY, LOS ANGELES 99 QTR UNITS I GPA 3.75 • Graduated Magna Cum Laude with degree in Business Administration: Accounting. SPRING 2015 Related coursework: Intermediate Financial Accounting, Accounting Information Systems, and Management. Recipient of the Deloitte Alumni, Accounting Society, Kaplan CPA Review scholarships in 2014 and 2015. GLENDALE COMMUNITY COLLEGE I AA 136 SEM UNITS I GPA 3.29 SPRING 2013 Major: Business Administration Related coursework: Financial and Managerial Accounting, Computer Information Systems, Business Law, and Business Communications. Experience CVS PHARMACY I LOSS PREVENTION /CASHIER 116-36 HOURS PER WEEK FEB 2010 - NOV 2013 Worked with the Regional Loss Prevention Manager to present strategies for shrink reduction at the regional meeting. Efficiently performed many functions within the store (i.e., customer service, inventory counts, training, and task allocation among employees). Reviewed and edited notes of weekly employee performance reviews for supervisors. CATHEDRAL HIGH SCHOOL BOOKSTORE I TREASURER /CASHIER JUN 2005 - JUN 2008 Tracked inventory levels, costs, and logistics throughout the school year. Oversaw sales preparation and managed the sales team during peak business days. Activities /Memberships BETA ALPHA PSI, CSULA I MEMBER SPR 2014 - CURRENT • Acquired the skills needed to build and maintain relationships in a professional and casual environment. Contribute a member's perspective during the decision - making process of officer meetings. Perform community service through various organizations (i.e. Union Rescue Mission and LA Food Bank) • Contributed to the Financial Literacy team that competed in the Beta Alpha Psi, Western Regional Conference 2015. ACCOUNTING SOCIETY, CSULA I MEMBER WIN 2014 - SPR 2015 Provide alternate ideas for workshops during officer meetings, increasing the value of weekly meetings. Established a good understanding of proper communication for new members when networking. Achieved "Loyal Member" status in spring 2014 for going above the minimum requirements for membership (i.e. Participation in club events, interaction with incoming new members, and collaboration with club officers). GCC BOXING CLUB I TREASURER /TRAINER FAL 2012 - SUM 2013 • Obtained school funding to support club activities through participation in student government meetings. Increased membership of the club by 35% through promotion in prime locations throughout the campus. Supervised the training of our members in compliance with the organization's liability waiver. Linda D.Goiden PROFESSIONAL SUMMARY Highly qualified Payroll Technician with 20 years of extensive knowledge of government and private payroll procedures and policies. SKILLS Process payrolls from time sheets to W2's Maintain /transmit direct deposit, taxes, 401 k, 457 Federal/ Multi State Tax preparation Created and update payroll manual Able to work independently or as a team Handle multiple projects, assignments & deadlines Accruals, wage increases EXPERIENCE SOFTWARE Eden & Munis /Tyler Technologies SageAbra PeopleSoft/Calif. State Controllers System Millennium 3 Ceridian Tax System Zurich Payroll & Tax System Pay Choice Payroll /Account Technician 08115 -present temp City of El Segundo, El Segundo, Ca. (Eden Tyler Technologies Software) • Bi- Weekly payroll 250 + employees; calculate & input time sheets; handle employees payroll issues; enter daily cash receipts, performed data entry of annual budget into EDEN, filing. (MV Cheng & Associates) Payroll Technician 03/13 -9/14 temp City of South Gate, South Gate, Ca. (Eden Tyler Technologies Software) • Bi- Weekly payroll 400 + employees; process new hires, deductions & garnishments; calculate & input time sheets; check printing & distribution; handle employees payroll issues; Federal & State Tax filing. Maintain/ transmit deduction & benefits. (IntelliBridge Partners) Payroll Specialist 10/12-2/13 temp Netpay - Payroll Inc. /Torrance, Ca ( Pay Choice Software) • Process Weekly, Bi- Weekly, Semi - Monthly & Monthly payroll for 150 clients; process new hire, deductions & garnishments; research & analyze federal & state tax inquires; handled 30 -50 calls per day on payroll issues. Payroll Administrator 04/12 - 08/12 temp LCT Management Inc. / THOMAS PROPERTIES, Torrance, Ca. ( SageAbra Software) • Semi - Monthly payroll for 60 employees; process new hires, deductions, garnishment, benefits & Workers' Comp file: calculate & input time sheets; upload GL file; handle all employee payroll issues; Federal & State Tax filing. (FORTIS Resource Partners Inc.) Payroll Technician II 06/11 - 2/12 temp Calif. State University Dominguez Hills /Carson, Ca. ( PeopleSoft HR/ Calif. State Controllers Program PIMS) • Monthly payroll for 1200 employees; review & input time sheets, new hires, deductions, accruals & garnishments; process disability payments & final settlement payments; back -up front desk & phones. Bookkeeping Naja's Place, Redondo Beach, Ca. • Enter Accounts Payable to Quick Books Payroll Technician 06/06-11/10 part time City of Redondo Beach /Redondo Beach Ca. (Munis Software) • Biweekly payroll for 700 employees; review & input time sheets; update & maintain all employees personal information, deductions, accruals & garnishments; handle all employees payroll issues; Federal & State Tax filing. Transmit benefit payments and maintain. Education Skyline College, San Bruno, Ca. / Business, Accounting & Advertising West High School, Torrance Ca. JESSICA CHUNG, CPA Relevant Experience • Provided accounting and consulting service for the City of San Gabriel and City of West Hollywood. • Conducted join audit with Thompson, Cobb, Bazilio & Associates, PC for LACMTA prop A and Prop C audit for three consecutive years 2009, 2010, and 2011, and other audits. • Conducted incurred cost audit of various City Center construction projects during the year 2007 through 2010 for MGM Mirage. We performed the audit to ensure the costs billed to MGM Mirage by various contractors were adequate and properly supported in accordance to various contract agreements and regulations • Provided accounting and consulting service for the City of Wildomar. • Contracted to the City of Inglewood through Macia Gini & O'Connell LLP to provide accounting and consulting services to the Finance Department for the City's multiple years' audit preparation. Prepared various schedules and related adjusting journal entries to record investment interest income, interest expenditure and interest payable for City's bond accounts, bond issues and related bond issuing cost. Reconciled all the bank accounts for the City and assisted in preparing City's Comprehensive Annual Financial Report. Contracted to the City of Bell Gardens to provide accounting and consulting services to the Finance Department in assisting the finance director in various areas in the accounting department. Preparing various schedules and related adjusting journal entries for the financial audit. Reconciled revenue and expenses accounts to ensure all revenue received was properly accounted for and used for the CDBG program (the Community Development Block Grant). Coordinated with the independent auditor during the CDBG audit. Reconciled and Recorded journal entries for bond issued and related bond issuing cost. Reviewed cash receipt and various general entries prepared by the accounting manager. Reconciled all the bank accounts for the City and the Redevelopment Commission. Reconciled various construction project funds related to the Los Jardines Shopping Center, the Village Square Project, the Senior Housing of 72 units plus Community Center, and the Ford Park Sports Complex. Provided the accounting and consulting services to Culver City. Assisted the accounting manager in various areas such as reconciling cash in fiscal agent accounts and recorded related journal entries. Participated in financial audits of the cities of Fullerton, Pomona, Monrovia, Stanton, La Mirada, Fountain Valley, Monterey Park, Palos Verdes Estates, Escondido, and Bell Gardens. JESSICA (Continued) • Participated in financial audits for governmental and non - profit agencies including Orange County Fire Authority, Yorba Linda Water District, California Avocado Commission, West San Gabriel Valley Consortium. • Planned and in charged of financial audits for Metro Cities Fire Authority and Orange County Hazardous Material Emergency Response Authority, and Health Care audit for the Roque Center. • Planned and in charged of the Cash & Investment Agreed Upon Procedures of California Avocado Commission, Gross Revenue Agreed Upon Procedures of American Golf Corporation, and Air Quality Improvement Trust Fund audit for the City of Fullerton. • Performed analytical and daily processing in most areas of accounting while provided accounting assistance to various cities: • Contracted to the City of Carson to assist the accounting manager to calculate the Arbitrage for CIP projects, calculate auto benefit for employees, and to reconcile various grant accounts. • Contracted to the City of Fullerton to assist the accounting manager for various projects: audited check registers and payrolls, prepared year end general entries for utility billing, accrued water, sanitation and trash revenue, allocated indirect overhead expenses to CDBG & RDA funds, and prepare year end fixed assets schedule. o Contracted to the City of Glendora to assist the Finance Director for year -end and month -end adjustments. Generated GASB 34 fixed assets infrastructure reports and made the year end conversion journal entries. o Prepared financial statements and footnotes for various audits. • Prepared production cost analysis including product profitability, production efficiency for managerial decision - making for various clients. • Generated job order costing report & calculated standard factory overhead rates and variable rates for various clients. Compared actual unit cost & standard unit cost for product variance analysis. Prepared cost allocation schedule based on actual hour spending. • Provided accounting and tax service for various clients in different industries, e.g. medical clinics, restaurants, manufacturers, distributors, retailers, high technology and consulting firms. Education Bachelor of Science in Accounting California State Polytechnic University, Pomona EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: November 3, 2015 AGENDA HEADING: New Business Consideration and possible action regarding 1) Introduction of an Ordinance; 2) Adoption of a Resolution of Intention to approve an Amendment to the Contract between the Board of Administration of the California Public Employees' Retirement System (Ca1PERS) and the El Segundo City Council to cease contributions under Government Code Section 20516(a) (3% Employer Cost Sharing of Additional Benefits) applicable to unrepresented fire classifications and the represented classification in the Supervisory and Professional Employees' Association; 3) Approval of a Side Letter between the City and the Supervisory and Professional Employees' Association; and 4) Approval for Staff to administer the required Employee Election (Fiscal Impact: $14,900 Savings for Fiscal Year 2015 -16). RECOMMENDED COUNCIL ACTION: 1. Introduce and waive the First Reading of the Ordinance 2. Adopt the Resolution of Intention 3. Approve the Side Letter between the City and Supervisory and Professional Employees' Association (SPEA) 4. Approve Staff to administer the Employee Election 5. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Ordinance 2. Resolution of Intention 3. Side Letter 4. Ca1PERS Exhibit — Amendment to Contract FISCAL IMPACT: Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Martha i stra, Director of Human Resources REVIEWED BY: Martha Dijkstra erector of Human Resources APPROVED BY: Greg CarpentV&ty Manager BACKGROUND AND DISCUSSION: The City of El Segundo contracts with the California Public Employees' Retirement System (Ca1PERS) in order to provide pension benefits to City employees. Agency benefits provided are based upon the City Council's contract with the Ca1PERS Board of Administration and any contract changes must be supported by negotiated Memoranda of Understanding (MOD's) with represented employees or formal action by City Council for non - represented employees. 1 1 168 In 2011, the MOU between the City and the El Segundo Firefighters' Association (FFA) included a provision for a 3% Employer Cost - Sharing arrangement under Government Code 20516(a). At the time, Ca1PERS regulations required us to apply GC Section 20516(a) to ALL local Fire Members, which included all FFA members, Fire Management (Battalion Chiefs and Fire Chief) and the SPEA member covered under local fire benefits (Environmental Safety Manager). This requirement changed with the passage of the Public Employees' Pension Reform Act (PEPRA) of 2013, which allowed agencies to execute contract amendments for Employer Cost - Sharing based on employee groups, (e.g. FFA only) rather than all members of the same Retirement class, (e.g. all Local Fire). As a result, the cost - sharing provision was removed in 2014 from the City's contract with PERS for FFA members only to comply with their MOD's sunset provision, but remained in place for Environmental Safety Manager, Battalion Chief, and Fire Chief. Currently, the Battalion Chiefs and Fire Chief contribute 9% toward their retirement by paying 6% of their PERS Member Share + 3% Employer Cost - Sharing. The City continues to pay the remaining 3% (as EPMC) and reports it to PERS as Special Compensation. The current MOU between the City and SPEA requires the Environmental Safety Manager to pay 5% of the PERS Member Share + 3% Employer Cost - Sharing. The City continues to pay the remaining 4% (as EPMC) and reports it to PERS as Special Compensation. Council has expressed its desire to remove the Employer Cost - Sharing provision from the City's contract with PERS altogether and instead increase the PERS Member Share to the full 9 %, thereby reducing the City's EPMC to 0 %. While Council has the ability to make this change for Battalion Chief and Fire Chief, benefit changes to Environmental Safety Manager must be negotiated with SPEA. However, SPEA has agreed, via the signed Side Letter, to remove this classification from the City's contract with PERS. The City will engage in further salary and benefit changes related to Environmental Safety Manager as part of the successor SPEA MOU negotiations. It should be noted that Environmental Safety Manager has been vacant since November 2014 and there are no immediate plans to fill it, so there is no impact to the City or SPEA by removing this class from the PERS contract. Staff will present Council with Resolutions for adoption to increase the PERS Member Share to the full 9% (reducing the City's payment to 0 %) for the unrepresented employees once the contract amendment process is underway. Staff's intent will be to implement the 9% PERS Member Share concurrent with the cessation of the 3% Employer Cost - Sharing which is currently estimated to take effect on January 9, 2016 (the first pay period following the effective date of the Ordinance). Timeline and Requirements under Government Code � 20471 and 20474 Contract amendments complying with all applicable PERS laws and regulations can be made to modify benefits. Contract amendments must be negotiated with the applicable bargaining unit(s). This contract amendment process has various timeline and legal requirements, which include passage and adoption of an Ordinance authorizing the contract amendment, an approved Resolution of Intention specifying the proposed changes to the contract, an employee election to implement cessation of the cost - sharing provision, and certification of compliance with all applicable Government Code provisions. Government Code § 20471 requires a twenty (20) day period between the adoption of the Resolution of Intention and the Second Reading and Adoption of the Ordinance. Government Code § 20474 requires a secret ballot election by affected employees whenever the contract is amended to provide a benefit that changes the employees' rate of contribution (in -2- 169 between the first and second reading of the Ordinance). Staff recommends that the Human Resources Department administer the employee election in conjunction with the City Clerk's Office. Each employee eligible to participate in the election will be mailed an official ballot and a memorandum indicating that the election is required by CalPERS law and will have an opportunity to submit their secret ballot in a sealed envelope in person at the City Clerk's Office, by US mail, or interoffice mail. If the Resolution of Intention is approved at the Council Meeting of November 3rd, and the employee election confirms terminating the Employer Cost Sharing provision, the Ordinance will be agendized for Final Reading and Adoption at the December 1, 2015 meeting. If approved, the Ordinance will become effective on the 31St day following passage and adoption. The Contract Amendment can take effect the beginning of the first payroll period following the effective date of the ordinance. Disclosure of Benefit Change under Government Code 7507 /Fiscal ImRq t Government Code §7507 requires that the future annual costs or any changes to benefits of a proposed contract be made public at least two weeks prior to the adoption of the final ordinance. While the City is not required to obtain an actuarial valuation for the current action, this proposed benefit change is being made public by way of this staff report and the Resolution of Intention to be adopted. It is estimated that the fiscal impact resulting from removing the Cost - Sharing provision for the fire classifications is a savings of $14,900 in Fiscal Year 2015 -16. The savings is the result of the City no longer paying and reporting the value of the three percent (3 %) EPMC to Ca1PERS. -3- 170 ORDINANCE NO. AN ORDINANCE AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY COUNCIL OF THE CITY OF EL SEGUNDO AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM. The City Council of the City of El Segundo does ordain as follows: Section 1: The Attached Exhibit A, an amendment to the contract between the City Council of the City of El Segundo and the Board of Administration, California Public Employees' Retirement System, is approved and the Mayor is authorized to execute the agreement. Section 2: The City Clerk is directed to certify passage and adoption of this Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. Section 3: This Ordinance will become effective on the thirty -first (31St) day following its passage and adoption. PASSED AND ADOPTED this day of , 2015. Suzanne Fuentes, Mayor `n CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of 2015, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2015, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this day of 2015. Tracy Weaver, City Clerk of the City of El Segundo, California (SEAL) APPROVED AS TO FORM: Mark D. Hensley, City Attorney Karl H. Berger Assistant City Attorney 172 RESOLUTION OF INTENTION TO APPROVE AN AMENDMENT TO CONTRACT BETWEEN THE BOARD OF ADMINISTRATION CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM CITY COUNCIL CITY OF EL SEGUNDO WHEREAS, the Public Employees' Retirement Law permits the participation of public agencies and their employees in the Public Employees' Retirement System by the execution of a contract, and sets forth the procedure by which said public agencies may elect to subject themselves and their employees to amendments to said Law; and WHEREAS, one of the steps in the procedures to amend this contract is the adoption by the governing body of the public agency of a resolution giving notice of its intention to approve an amendment to said contract, which resolution shall contain a summary of the change proposed in said contract; and WHEREAS, the following is a statement of the proposed change: To end Section 20516 (Employees Sharing Additional Cost) of 3% for classic local fire members in the Supervisory and Professional Employees Association, and the Unrepresented Fire Management Group. NOW, THEREFORE, BE IT RESOLVED that the governing body of the above agency does hereby give notice of intention to approve an amendment to the contract between said public agency and the Board of Administration of the Public Employees' Retirement System, a copy of said amendment being attached hereto, as an "Exhibit" and by this reference made a part hereof. IN Date adopted and approved (Amendment) CaIPERS ID# 2657082556 CON -302 (Rev. 4/96) Presiding Officer Title 173 SIDE LETTER TO 2012 -2014 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF EL SEGUNDO ( "CITY ") AND THE SUPERVISORY AND PROFESSIONAL EMPLOYEES ASSOCIATION ( "SPEA ") This side letter memorializes an agreement between the City of El Segundo ( "City ") and the El Segundo Supervisory and Professional Employees Association ( "SPEA ") to reflect agreed upon amendments to the 2012 -2014 Memorandum of Understanding ( "MOU ") entered into between the City and SPEA. All other terms and conditions of the existing MOU shall remain in full force and effect. The City and the SPEA agree that this side letter agreement shall be incorporated into all future Memoranda of Understanding between both parties, unless modified or removed in writing by mutual agreement of the parties. Whereas the parties met and conferred on Article IV, Retirement, Section 1(f), while negotiating a successor Memorandum of Understanding in 2012; Whereas the City informed SPEA that it wishes to amend its contract with the California Public Employees Retirement Association (CaIPERS) to remove the cost sharing provision under Government Code Section 20516(a) (Employees Sharing Cost of Additional Benefits) for local fire members; Whereas the one local fire safety classification represented by the SPEA, Environmental Safety Manager, will be one of the classifications affected by this contract amendment; Whereas removal of this cost sharing provision will result in this classification no longer paying a portion of the statutorily required employer contribution equal to three percent (3 %) of compensation effective upon the first day of the payroll period following the effective date of the final action of the governing body; Therefore the parties agree to remove the local fire safety classification of Environmental Safety Manager from the cost sharing provision [Government Code Section 20516(a)) as part of the City's PERS contract amendment. Supervisory an Professional Employees Assoc. By: Masa Alkire, SPEA President City of El Segundo By: Greg Car rater, lity Manager 174 aIPE EXHIBIT California Public Employees' Retirement System AM ND TO CONTRACT Between the Board of Administration California Public Employees' Retirement System and the City Council City of E1 Segundo Q-A The Board of Administration, California Public Employees' Retirement System, hereinafter referred to as Board, and the governing body of the above public agency, hereinafter referred to as Public Agency, having entered into a contract effective October 1, 1943, and witnessed August 25, 1943, and as amended effective November 1, 1947, August 1, 1949, July 1, 1950, November 1, 1955, September 1, 1958, March 9, 1959, November 7, 1964, October 19, 1968, December 11, 1971, July 20, 1974, July 19, 1975, January 3, 1976, July 16, 1977, June 3, 1978, February 6, 1982, April 3, 1982, January 1, 1992, June 27, 1992, May 15, 1993, January 8, 1994, January 19, 1996, April 4, 1997, October 13, 1997, October 7, 2000, December 18, 2000, May 19, 2001, July 2, 2004, April 12, 2008, May 9, 2009, October 3, 2009, October 23, 2010, October 6, 2012, December 30, 2012 and December 13, 2014 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: A. Paragraphs 1 through 16 are hereby stricken from said contract as executed effective December 13, 2014, and hereby replaced by the following paragraphs numbered 1 through 18 inclusive: 175 PLEASE DO NOT SIGN "EXHIBIT ONLY" All words and terms used herein which are defined in the Public Employees' Retirement Law shall have the meaning as defined therein unless otherwise specifically provided. "Normal retirement age" shall mean age 55 for classic local miscellaneous members entering membership in the miscellaneous classification on or prior to December 30, 2012, age 60 for classic local miscellaneous members entering membership for the first time in the miscellaneous classification after December 30, 2012, age 62 for new local miscellaneous members, age 50 for classic local police members entering membership in the police classification on or prior to October 6, 2012, age 55 for classic local fire members and for those classic local police members entering membership for the first time in the police classification after October 6, 2012 and age 57 for new local safety members. 2. Public Agency shall participate in the Public Employees' Retirement System from and after October 1, 1943 making its employees as hereinafter provided, members of said System subject to all provisions of the Public Employees' Retirement Law except such as apply only on election of a contracting agency and are not provided for herein and to all amendments to said Law hereafter enacted except those, which by express provisions thereof, apply only on the election of a contracting agency. 3. Public Agency agrees to indemnify, defend and hold harmless the California Public Employees' Retirement System (Ca1PERS) and its trustees, agents and employees, the CalPERS Board of Administration, and the California Public Employees' Retirement Fund from any claims, demands, actions, losses, liabilities, damages, judgments, expenses and costs, including but not limited to interest, penalties and attorney fees that may arise as a result of any of the following: (a) Public Agency's election to provide retirement benefits, provisions or formulas under this Contract that are different than the retirement benefits, provisions or formulas provided under the Public Agency's prior non- CalPERS retirement program. (b) Any dispute, disagreement, claim, or proceeding (including without limitation arbitration, administrative hearing, or litigation) between Public Agency and its employees (or their representatives) which relates to Public Agency's election to amend this Contract to provide retirement benefits, provisions or formulas that are different than such employees' existing retirement benefits, provisions or formulas. 176 PLEASE DO NOT SIGN "EXHIBIT ONLY" (c) Public Agency's agreement with a third party other than CalPERS to provide retirement benefits, provisions, or formulas that are different than the retirement benefits, provisions or formulas provided under this Contract and provided for under the California Public Employees' Retirement Law. 4. Employees of Public Agency in the following classes shall become members of said Retirement System except such in each such class as are excluded by law or this agreement: a. Local Fire Fighters (herein referred to as local safety members); b. Local Police Officers (herein referred to as local safety members); C. Employees other than local safety members (herein referred to as local miscellaneous members). 5. In addition to the classes of employees excluded from membership by said Retirement Law, the following classes of employees shall not become members of said Retirement System: NO ADDITIONAL EXCLUSIONS 6. Prior to January 1, 1975, those members who were hired by Public Agency on a temporary and/or seasonal basis not to exceed 6 months were excluded from PERS membership by contract. Government Code Section 20336 superseded this contract provision by providing that any such temporary and/or seasonal employees are excluded from PERS membership subsequent to January 1, 1975. Legislation repealed and replaced said Section with Government Code Section 20305 effective July 1, 1994. 7. The percentage of final compensation to be provided for each year of credited prior and current service as a classic local miscellaneous member entering membership in the miscellaneous classification on or prior to December 30, 2012 shall be determined in accordance with Section 21354 of said Retirement Law subject to the reduction provided therein for service on and after July 1, 1956, the effective date of Social Security coverage, for members whose service has been included in Federal Social Security (2% at age 55 Full and Modified). 8. The percentage of final compensation to be provided for each year of credited current service as a classic local miscellaneous member entering membership for the first time with this agency in the miscellaneous classification after December 30, 2012 shall be determined in accordance with Section 21353 of said Retirement Law subject to the reduction provided therein for Federal Social Security (2% at age 60 Modified). 177 PLEASE DO NOT SIGN "EXHIBIT ONLY" 9. The percentage of final compensation to be provided for each year of credited prior and current service as a new local miscellaneous member shall be determined in accordance with Section 7522.20 of said Retirement Law (2% at age 62 Supplemental to Federal Social Security). 10. The percentage of final compensation to be provided for each year of credited prior and current service as a classic local fire member shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 11. The percentage of final compensation to be provided for each year of credited prior and current service as a classic local police member entering membership in the police classification on or prior to October 6, 2012 shall be determined in accordance with Section 21362.2 of said Retirement Law (3% at age 50 Full). 12. The percentage of final compensation to be provided for each year of credited current service as a classic local police member entering membership for the first time with this agency in the police classification after October 6, 2012 shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 13. The percentage of final compensation to be provided for each year of credited prior and current service as a new local safety member shall be determined in accordance with Section 7522.25(d) of said Retirement Law (2.7% at age 57, Full). 14. Public Agency elected and elects to be subject to the following optional provisions: a. Sections 21624 and 21626 (Post - Retirement Survivor Allowance) for local safety members only. b. Section 21571 (Basic Level of 1959 Survivor Benefits) for local miscellaneous members only. C. Section 21222.1 (One -Time 5% Increase - 1970). Legislation repealed said Section effective January 1, 1980. d. Section 21222.2 (One -Time 5% Increase - 1971). Legislation repealed said Section effective January 1, 1980. e. Section 21024 (Military Service Credit as Public Service). f. Section 20042 (One -Year Final Compensation) for classic members only. g. Section 21574 (Fourth Level of 1959 Survivor Benefits) for local safety members only. 178 PLEASE DO NOT SIGN "EXHIBIT ONLY" h. Section 21548 (Pre- Retirement Option 2W Death Benefit). i. Section 20903 (Two Years Additional Service Credit). j. Section 20516 (Employees Sharing Cost of Additional Benefits): Section 21363.1 (3% @ 55 Full and Modified formula) for classic local fire members from and after October 6, 2012 and until December 13, 2014. The employee cost sharing contributions are 3 %. The maximum employee cost sharing contribution is the normal cost plus the increase in the accrued liability due to the benefit improvement amortized over 20 years. In no event shall the employee cost sharing contribution attributable to the unfunded liability remain in effect beyond May 19, 2021. Thereafter, in any given contribution year, the maximum employee cost sharing contribution cannot exceed 2.591% of payroll. k. Section 20475 (Different Level of Benefits): Section 21363.1 (3% @ 55 Full formula) is applicable to classic local police members entering membership for the first time with this agency in the police classification after October 6, 2012. Section 21353 (2% @ 60 Modified formula) is applicable to classic local miscellaneous members entering membership for the first time with this agency in the miscellaneous classification after December 30, 2012. Section 20516 (Employees Sharing Additional Cost):. From and after December 13, 2014 and until the effective date of this amendment to contract, 3% for classic local fire members in the Supervisory and Professional Employees Association, and the Unrepresented Fire Management Group. 15. Public Agency shall contribute to said Retirement System the contributions determined by actuarial valuations of prior and future service liability with respect to local miscellaneous members and local safety members of said Retirement System. 16. Public Agency shall also contribute to said Retirement System as follows: a. Contributions required per covered member on account of the 1959 Survivor Benefits provided under Section 21574 of said Retirement Law. (Subject to annual change.) In addition, all assets and liabilities of Public Agency and its employees shall be pooled in a single account, based on tens insurance rates, for survivors of all local safety members. 179 b. A reasonable amount, as fixed by the Board, payable in one installment within 60 days of date of contract to cover the costs of administering said System as it affects the employees of Public Agency, not including the costs of special valuations or of the periodic investigation and valuations required by law. C. A reasonable amount, as fixed by the Board, payable in one installment as the occasions arise, to cover the costs of special valuations on account of employees of Public Agency, and costs of the periodic investigation and valuations required by law. 17. Contributions required of Public Agency and its employees shall be subject to adjustment by Board on account of amendments to the Public Employees' Retirement Law, and on account of the experience under the Retirement System as determined by the periodic investigation and valuation required by said Retirement Law. 18. Contributions required of Public Agency and its employees shall be paid by Public Agency to the Retirement System within fifteen days after the end of the period to which said contributions refer or as may be prescribed by Board regulation. If more or less than the correct amount of contributions is paid for any period, proper adjustment shall be made in connection with subsequent remittances. Adjustments on account of errors in contributions required of any employee may be made by direct payments between the employee and the Board. B. This amendment shall be effective on the day of BOARD OF ADMINISTRATION CITY COL1@L ,�v PUBLIC EMPLOYEES' RETIREMENT SYSTEM CITY OFD' SEGUNDO BY BY RENEE OSTRANDER, CHIEF P DING OFFIC EMPLOYER ACCOUNT MANAGEMENT DIVISION`" PUBLIC EMPLOYEES' RETIREMENT SYSTEM Witness Dat Attest: Clerk AMENDMENT CaIPERS ID #2657082556 PERS- CON -702A 180