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2017 Aug 15 - CC PACKET AGENDA RSEGUR 0 EL SEOUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street -G[N T l' NMI Il L• t�n• uu 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. MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 15, 2017 — 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: 1 1 Consideration and possible action to interview candidates of the Library Board of Trustees. (Fiscal Impact: None) Recommendation — 1) Interview candidates; 2) Announce appointments at the City Council meeting on September 5, 2017, if any; 3) Alternatively, discuss and take other possible action related to this item. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sem.) 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- matters 1. Finder vs. City of EI Segundo, LASC Case No. BC621078 2. Exotic Reef vs. City of EI Segundo, LASC Case No. BC612264 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -2- matters. Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -1- matters. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matters 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): -3- matters 1. Employee Organizations: Police Management Association; Supervisory and Professional Employees Association; City Employees Association. Agency Designated Representative: Labor Negotiator, Irma Rodriquez Moisa and City Manager, Greg Carpenter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters 3 3 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Committees, Commissions and Boards AGENDA DESCRIPTION: Consideration and possible action to interview candidates of the Library Board of Trustees. (Fiscal Impact: $None) RECOMMENDED COUNCIL ACTION: 1. Interview candidates; 2. Announce appointments at the City Council meeting on September 5, 2017, if any; 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: None Amount Budgeted: $None Additional Appropriation: N/A Account Number(s): STRATEGIC PLAN: Goal: 1 Enhance Customer Service Engagement Objective: 1(b) The City engages in regular, intentional information gathering ORIGINATED BY: Mishia Jennings, Executive Assistant ljy REVIEWED BY: U APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Library Board of Trustees—two positions available Candidate Applying to: CCBs 1. Sara Whelan(5:00 pm) Library Board of Trustees (Incumbent) 2. Penny Armstrong (5:10 pm) Library Board of Trustees (Incumbent) 3. Kristie Sherrill (5:20 pm) Library Board of Trustees 4. Elizabeth Wilson(5:30 pm) Library Board of Trustees 5. Elizabeth Kennedy(5:40 pm) Library Board of Trustees 4 >go& - AGENDA ILSIG U N Bi I," 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, AUGUST 15, 2017 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Pastor Brandon Cash, Oceanside Christian Fellowship PLEDGE OF ALLEGIANCE — Council Member Pirsztuk PRESENTATIONS 4 5 a) Presentation of Investment Portfolio Report—Treasury Department ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only, — 5 minute limit per person, 30 minute limit total) Individuals who have received value of$50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of$250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. CITY COUNCIL COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval. B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS 1. Consideration and possible action regarding Approval of Environmental Assessment No. EA-1161 and adoption of an Ordinance (Zone Text Amendment No. ZTA 16-05) to amend various sections of the EI Segundo Municipal Code (ESMC) Title 15 (Zoning) making numerous corrections and general edits ("Clean-up"). Adopting this Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. (Applicant: City of EI Segundo). (Fiscal Impact: None) Recommendation — 1) Waive second reading and adopt Ordinance Nos. 1551 , 1552, 1553, and 1554 for Environmental Assessment No. EA-1161 and Zone Text Amendment No. ZTA 16-05 regarding amendments to various sections of the Zoning Code; 2) Alternatively, discuss and take other possible action related to this item. 5 6 2. Consideration and possible action related to a status update on items in the due diligence period of the ground lease agreement between CenterCal and the City with regard to the potential development of a Top Golf facility on the City's golf course ("The Lakes"). Additionally, to provide direction to staff with respect to potential amendments to the Lease, including but not limited to golf `and youth groups' use of the facility and other use of the facility by the City, the Chevron deed restriction, lighting at the golf course, and extension of the due diligence period. (Fiscal Impact: None) Recommendation — 1) Receive and file update and provide direction regarding potential lease amendments; 2) Alternatively, discuss and take other possible action related to this item. D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 3. Consideration and possible action to receive and file an annual report of the Recreation and Parks Commission. (Fiscal Impact: None) Recommendation — 1) City Council to receive and file an annual report of the Recreation and Parks Commission; 2) Alternatively, discuss and take other possible action related to this item. 4. Consideration and possible action to receive and file an annual report of the Arts Advisory and Culture Committee. (Fiscal Impact: None) Recommendation — 1) City Council to receive and file an annual report of the Arts Advisory and Culture Committee; 2) Alternatively, discuss and take other possible action related to this item. E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 5. Warrant Numbers 3017469 through 3017683 on Register No. 21 in the total amount of $1,009,756.14 and Wire Transfers from 7/24/17 through 8/6/17 in the total amount of $1,113,422.02. 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 7 6. Consideration and possible action to accept as complete the Water Meter Replacement Project in Commercial Areas, Project No. PW16-04. (Fiscal Impact: $933,394.52) Recommendation — 1) Accept the work as complete; 2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3) Alternatively, discuss and take other possible action related to this item. 7. Consideration and possible action to accept as complete the Police Department Men's Locker Room Improvements, Project No. PW 15-10. (Fiscal Impact: $55,758.00) Recommendation — 1) Accept the work as complete; 2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3) Alternatively, discuss and take other possible action related to this item. 8. Consideration and possible action to adopt a resolution awarding a public works contract to Cinbad Industry, Inc. for the balance of Fire Station 1 Kitchen Improvements, Project No. PW 17-06; and authorizing the City Manager to execute the contract without the need for additional bidding. (Fiscal Impact: No additional impact due to change in contractor; project previously approved for $138.270.00) Recommendation — 1) Adopt a resolution awarding a contract for the balance of the Fire Station 1 Kitchen Improvements Project (Project No. PW 17-06) to Cinbad Industry, Inc.; 2) Authorize the City Manager to execute an agreement that assigns the current Public Works Contract with Ayus and Co., Inc. (Contract No. 5274) to Cinbad Industry, Inc., and finalize payment in the amount of $12,800 for completed work and tender the remaining contract to Cinbad Industry, Inc. in the amount of $112,900; 3) Alternatively, discuss and take other possible action related to this item. 9. Consideration and possible action to adopt a Resolution approving Plans and Specifications for Construction of American with Disabilities Act (ADA) Sidewalk Ramps for the Community Development Block Grant Project (CDBG Project 601848-17). Project No. PW 17-21. (Fiscal Impact: $100,000.00 in CDBG grant funds) Recommendation — 1) Adopt attached resolution approving Plans and Specification for the Construction of American with Disabilities Act (ADA) Sidewalk Ramps for the Community Development Block Grant Project (CDBG Project 601848-17), Project No. PW 17-21; 2) Alternatively, discuss and take other possible action related to this item. 7 8 10.Consideration and possible action to 1) award a standard Public Works Contract to All American Asphalt for the East of Sepulveda Boulevard Pavement Rehabilitation Project, Project No. PW17-27; and, 2) award a standard Public Works Professional Services Agreement to AKM Consulting Engineers for construction inspection services. (Fiscal Impact: $1,000,000.00) Recommendation — 1) Authorize the City Manager to execute a standard Public Works Contract, in a form approved by the City Attorney, with All American Asphalt, in the amount of $792,770.00 and approved an additional $150,265.00 for construction-related contingencies; 2) Authorize the City Manager to execute a standard Public Works Professional Services Agreement in a form as approved by the City Attorney with AKM Consulting Engineers in the amount of $46,965.00 for construction inspection and testing, and approve an additional $10,000.00 for related contingencies; 3) Alternatively, discuss and take other possible action related to this item. 11.Consideration and possible action to authorize the City Manager to execute a Professional Services Agreement with CivicPlus to purchase, install and implement recreation management software for online program registration, facility booking, and administration related to programs and services offered through the Recreation and Parks Department. (Fiscal Impact: Not to exceed $35,000) Recommendation — 1) Authorize the City Manager to execute a Professional Services Agreement with CivicPlus to purchase, install and implement recreation management software; 2) Alternatively, discuss and take other possible action related to this item. 12.Consideration and possible action to extend the provisional appointment for the position of Recreation Supervisor for a 30-day period. (Fiscal Impact: None) Recommendation — 1) Approve the 30-day extension for the provisional appointment of Acting Recreation Supervisor per EI Segundo Municipal Code Section 1-6-13(c); and/or 3) Alternatively, discuss and take other possible action related to this item. 13.Consideration and possible action to authorize the City Manager to increase the contract amounts by $41,000 with JLee Engineering by offsetting Hayer Consultants, Inc.'s contract along with reallocating Professional and Technical budget from Planning Division. (Fiscal Impact: $0) 8 9 Recommendation — 1) Authorize the City Manager to amend the existing agreements with the following consultants: J Lee Engineering, and Hayer Consultants, Inc. to increase/decrease the respective contract amounts; 2) Alternatively, discuss and take other possible action related to this item. 14.Consideration and possible action for appropriation and payment of $26,250.00 to the South Bay Regional Public Communications Authority (SBRPCA) for Fire Department Medical Director Consultant Services. (Fiscal Impact: $26,250 annually; $78,750 over the three-year term of the contract) Recommendation — 1) Waive the bidding process and authorize the City Manager to authorize appropriations, in a form approved by the City Attorney, with South Bay Regional Public Communications Authority for Fire Department Medical Director Consultant Services; 2) Pursuant to EI Segundo City Code §1-7- 15, appropriate the funds to contractual services line item for Medical Director Consultant Services; 3) Authorize a blanket purchase order for South Bay Regional Public Communications Authority to enable the Fire Department to receive the services provided by Marc R. Cohen, Medical Director, not to exceed $26,250 annually; 4) Alternatively, discuss and take other possible action related to this item. 15.Consideration and possible action regarding 1) Approval of a revised Class Specification for the position of Executive Assistant. (Fiscal Impact: None) Recommendation — 1) Approve the proposed revised Class Specification for Executive Assistant; 2) Alternatively, discuss and take other possible action related to this item. F. NEW BUSINESS 16.Consideration and possible action regarding first reading and introduction of ordinance which sets forth an expedited, streamlined permitting process for electric vehicle charging stations as required by state law. (Fiscal Impact: None) Recommendation — 1) Introduce ordinance which sets forth an expedited, streamlined permitting process for electric vehicle charging stations; 2) Schedule second reading and adoption of the Ordinance for September 5, 2017; 3) Alternatively, discuss and take other possible action related to this item. 17.Informational report on the quarterly update for the Strategic Work Plan and the Key Performance Indicators (KPIs) through the month of July 2017. (Fiscal Impact: none) 9 10 Recommendation — 1) Receive and file an informational report on the quarterly update for the Strategic Work Plan; 2) Receive and file an informational report on KPIs through July; and/or 3) Alternatively, discuss and take other possible 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 Brann — Council Member Pirsztuk — Council Member Dugan — Mayor Pro Tem Boyles — Mayor Fuentes — 18.Consideration and possible action to appoint an alternate Council Member to the City/School Affairs Subcommittee Board. (Fiscal Impact: None) Recommendation — 1) Appoint an alternate City Council Member; 2) Alternatively, discuss and take other possible action related to this item. PUBLIC COMMUNICATIONS — (Related to City Business OnIV — 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. 10 11 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 spec.) 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: AJ� -+ �-r �- TIME: A.M . NAME: t 11 12 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Presentation AGENDA DESCRIPTION: Presentation of Investment Portfolio Report (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Receive and File 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Investment Portfolio Report—June, 2017 FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 5 Champion Economic Development& Fiscal Sustainability Objective: 3 The City will maintain a stable, efficient, and transparent financial environment ORIGINATED BY: Dino Marsocci, Deputy City Treasurer II REVIEWED BY: Crista Binder,Treasur APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The Treasury Department presents the June, 2017 Investment Portfolio Report which provides a status of Treasury Investment activities and related economic indicators. This report will be created and submitted to Council on a quarterly basis. The report will also be posted to the City's web site under the Treasury Department. 13 IES ua el'l ce al 44z &&/ Yw,e,wrwc , Date:August 15, 2017 From: Office of the City Treasurer To: EI Segundo City Council RE: Investment Portfolio Report—As of June 30, 2017 Introduction: This report will serve as a summary for the City of EI Segundo's Treasury Department investment reporting, compliance, investment environment and future plans; as well as subsidiary schedules which will support the Portfolio Summary and provide additional analysis of our investments. Investment 5umrnarv: The investments as of June 30, 2017 are as follows: June Portfolio Summary Market Securitv Tvr)e Cost Market value % of Total Government 21,758,732.50 21,660,166.95 24.16% Corp. Bonds 4,437,471.02 4,416,149.14 4.93% CD's 11,557,938.75 11,559,875.86 12.89% Union Bank Trust 37,754,142.27 37,636,191.95 41.98% Plaza Bank CBD 5,000,000.00 5,000,000.00 5.58% LAIF Immediate 25,984,487.00 25,984,487.00 28.98% LAW Sr. Housing 1,097,336.83 1,097,336.83 1.22% LAIF-LAWA 10,481,351.16 10,481,351.16 11.69% LAW Subtotal 37,563,174.99 37,563,174.99 41.90% Total Invested 80,317,317.26 801199,366.94 89.46% Trust Acct. Cash 10,151.38 10,151.38 0.01% Chase Bank-Cash 9,442,761.58 9,442,761.58 10.53% Total Portfolio 89,770,230.22 89,652,279.90 100.00% Page 1 14 The portfolio Breakdown by Short Term (< 1 year)and Long Term is: Short Term Long Term Total Portfolio Value (Market) $ 52,962,036 $ 27,247,482 $ 80,209,518 Effective Yield 0.981% 1.622% 1.199% Average Wtd. Maturity 30 Days 2.81 Years 1.01 Years Benchmark Yield 1.03% 1.55% 1.24% "Benchmark value is the Interpolated Treasury Yield to the Portfolio's Avg.Weighted Maturity The interest income received during the period was: Month Invested Cost Interest Received %Yield April 84,891,775 94,367.73 1.33% May 84,842,670 54,796.76 0.78% June 80,317,317 56,670.60 0.85% Avg/Total * 83,350,588 205,835.09 0.99% 'Note:the monthly fluctuation is because interest on most bonds is paid semi-annua ly,with LAIF paid quarterly,and some investments paid monthly Compliance: It is the intention of the City Treasurer's office to ensure that our investments are in compliance with the maturity time limits and percentage allocation limits with all of our investments. The City is currently in compliance as demonstrated below: Partial List of Allowable Investment Instruments for Local Agencies Ma)dmum City of EI In Maximum Minimum Quality Investment Type Maturity Specified % of Requirements Segundo Compliance Portfolio Investments Y/N Local Agency 5 years None None 0.00% Y Bonds U. S Treasury o Obligations 5 years None None 0.00/o Y US Agency 5 years None None 24-16% Y Obligations Negotiable Certificates of 5 years 30% None 12.89% Y Deposit Medium Term 5 years 15% "A" Rating 4.93% Y Notes Collateralized Bank Deposits 5 years None None 5.58% Y Local Agency Investment Fund N/A None None 41-909/o Y (LAIF) Investrient Type. Medium Term Notes-As of: June 30, 2017 Ma)amum Minimum City of EI In Investment Type Issuer Specified%of Quality Actual g VALUE Segundo Compliance MARKET Portfolio Requirements Rating Investments YIN Medium Term Notes TOTAL 15% "A" Rating 4.93% Y 4,416,149 Medium Term Notes BANK OF NEW YORK MELLON 3% "A"Rating A 0.56% Y 504,155 Medium Term Notes CATERPILLAR FINANCIAL SVCS 3% "A"Rating A 0.56% Y 499,650 Medium Term Notes WALT DISNEY CO 3% "A"Rating A+ 1.11% Y 998.185 Medium Term Notes GENERAL ELECTRIC CAP CORP 3% "A"Rating AA- 0.56% Y 500.305 Medium Term Notes HSBC USA, INC. 3% "A"Ratinq A 0.55% Y 489,365 Medium Term Notes IBM CORPORATION 3% "A"Rating A+ 0.48% Y 429,354 Medium Term Notes NEW YORK LIFE GLOBAL 3% "A"Rating AA+ 0.55% Y 497,330 Medium Term Notes TOYOTA 3% "A" Rating AA- 0.56% Y 497.805 Page 12 15 City of EI Segundo-Treasury Department Continuing Education Tracking -As of June 30, 2017 YTD Reouirement Hours Excess/(Deficit) Notes Treasurer 5.00 21.70 16.70 GIOA-March; CMTA-April 2017 I Deputy City Treasurer II 5.00 23.20 18.20 GIOA-March; CMTA-April 2017 Deputy City Treasurer 1 5.00 10.00 5.00 CMTA Training -January, 2017 Investment Environment: During the second quarter of 2017,short term rates up to two years increased significantly, ending much higher than they were at the beginning of the quarter. As of July 31st,the rates up to five years have decreased slightly from where they were at June 30th. The FOMC raised the Federal Funds Rate at the June meeting to 1.00-1.25%, and at this time it is difficult to tell if the Fed may raise rates one to two more times during 2017.The current expectation is for gradual increases, but this could change depending on the current economic data. The graphs and charts below show some of the key interest rates on items we invest in. As rates are expected to rise over the next few years,we want to time our investments to take advantage of the increases as they occur. US Treasury Bonds Yield Curve as of 6/30/17 2.50 2.00 1.8 1.93 41 X 1.50 A'S 1.50 °C 1. 1.27 d E de 1.00 1.0 1.03 .91 0.84 .76 0.50 i 0.00 1 Mo 3 Mo 6 Mo 1 Yr 2 Yr 3 Yr 5 Yr t 3/31/2017 f—6/30/2017 Page 3 16 Composite Bond Rates (as of 7/3/17) US Treasury Bonds Rates Maturitv Yield Yesterdav Last Week Last Month 3 Month 0.77 0.76 0.75 0.66 6 Month 0.92 0.92 0.92 0.73 2 Year 1.23 1.25 1.25 1.21 3 Year 1.42 1.44 1.46 1.47 5 Year 1.79 1.82 1.84 1.89 Source:htto:llfinance.vahoo.com/bonds/composite bond rates Cash Flow Analvsis: The chart below shows the historical cash flow for the last 12 months. We can see that the majority of our funds are received in the second quarter of the fiscal year,January thru March, primarily due to Business License Renewals and the annual Chevron Payment. We also receive Sales and UUT taxes during the first few months of the year as well. Our investments will be purchased with the liquidity relative to our cash flow needs. Rolling 12 Month Cash Flow Analysis ~ Total Receipts Total Disbursements 18,000,000 16,000,000 14,000,000 12,000,000 Mir- 0,000,000 o E 8,000,000 ` 6,000,000 _ 4,000,000 2,000,000 0 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Page 14 17 This chart shows the net change in Cash as related to the Cash Flow Analysis above. Some of the larger disbursements occur in the third and fourth quarters of the fiscal year. During Q-3, March to June, we have a significant payment to CalPERS for our Other Post-Employment Benefits, and in Q-4,July-September, a payment to ICRMA for our citywide insurance premiums, and a large infrastructure payment for roadwork which was completed several years ago. We have added the prior year to highlight the changes that have occurred this year. For 2017,the Chevron payment was received in April, accounting for the variance between April of 2016 and April of 2017. June of 2016 had RSI receipts of$2.6 million more than 2017 and Business License had additional one time receipts totaling$863,000. There were also three pay periods in June of 2017, plus$985,000 in Public Works projects paid in 2017. Rolling 12 Month Net Change in Cash FY-2015/2016 12,000,000 -. -FY-2016/2017 10,000,000 ri 8,000,000 6,000,000 - 4,000,000 2,000,000 0 (2,000,000) (4,000,000) (6,000,000) JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Additional Economic Indicators: Economic Proiections from Sentember Meetina The Economic Indicators presented below are key items that the Federal Reserve will look at in deciding whether or not to change interest rates going forward. The GDP, or Gross Domestic Product, represents the market value of all goods and services produced by the economy during the period measured, including personal consumption, government purchases, private inventories, paid-in construction costs and the foreign trade balance (exports are added, imports are subtracted). This is a key indicator the Federal Reserve will look at when deciding on interest rate changes. The target level for GDP is in the 2.5%to 3.5% range. The Unemployment Rate shows the percentage of the labor force that is unemployed but seeking work. The target level for Unemployment is around 5.6%. Page 15 18 The PCE Inflation is the Personal Consumption Expenditures rate of inflation. This index is essentially a measure of goods and services targeted toward individuals and consumed by individuals. The long term inflation target is around 2% per year. Core PCE Inflation excludes items such as food and energy due to the nature of their potential price swings. Fed Economic Projections(central tendencies as of June 2017) Variable 2017 2018 2019 Longer run Change in real GDP 2.1-2.2 1.8-2.2 1.8-2.0 1.8-2.0 March projection 2.0-2.2 1.8-2.3 1.8-2.0 1.8 -2.0 Unemployment rate 4.2-4.3 4.0-4.3 4.1-4.4 4.5-4.8 March projection 4.5-4.6 4.3 -4.6 4.3 -4.7 4.7-5.0 PCE inflation 1.6-1.7 1.8-2.0 2.0-2.1 2.0 March projection 1.8-2.0 1.9-2.0 2.0-2.1 2.0 Core PCE inflation4 1.6-1.7 1.8-2.0 2.0-2.1 March projection 1.8-1.9 1.9-2.0 2.0-2.1 Memo: Projected appropriate policy path Federal funds rate 1.1-1.6 1.9-2.6 2.6-3.1 2.8-3.0 March projection 1.4-1.6 2.1-2.9 2.6-3.3 2.8-3.0 UnemDlovment 5- 4.75- 4.5- 4.25- 01/16 .75-4.5- 4.25- 01116 03116 05116 07116 09116 11116 01117 03117 05117 Month Source:http:lldata.bls.aovlc¢i-bfn/survevmost?bls Page 16 19 Inflation: Inflation Rates by Month —4--2016 -411w-2017 3.0 2.5 2.0 1.5 1.0 . 0.5 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Average Inflation Rates by Year 4.5 4.0 3.5 3.0 2.5 2.0 1.5 1.0 0.5 (0.5) (1.0) 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 Source:http://www.usinflationcalculator.com/inflation/current-inflation-rates/ Page 17 20 Retail Trade & Food Services, ex Auto, US Total —2016-2017 380,000 Seasonally Adjusted Sales, Millions of$) 375,000 - 370,000 - 365,000 -- 360,000 - - — 355,000 — 350,000 345,000 340,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Source: United States Census Bureau-http://www.census.gov/retail/index.html Investment 5trateav: It is the City and City Treasurer's policy to invest funds in accordance with the Investment Policy and to meet all legal requirements regarding the safeguarding of funds. In the past we maintained a higher cash balance at the bank in order to offset our bank fees since our Earnings Credit rate was higher than the LAIF rate. Now that the LAIF interest rate exceeds our Earnings Credit rate we have lowered our bank balance and invested more short term funds in LAIF. We will now pay bank fees but earn more interest income, and will continue to monitor our cash flow needs in order to determine which investments will maximize return while providing the proper level of liquidity. The Liquidity Schedule provides an overview of when our current investments are due to mature. We will plan our future investments to coordinate with these maturities in order to ensure a liquidity balance to our portfolio. The Investments by Security Type schedule provides an additional breakdown of how our funds are presently allocated. The Portfolio Summary for the month is included as an attachment to this report. Additional Notes: The City has funds of$1,095,336.83 which belong to the EI Segundo Senior Citizens Housing Fund and is now shown as its own LAIF balance. There are also LAWA RSI (Los Angeles World Airports Residential Sound Insulation)funds of $10,481,351.16 included in the City's LAIF balances. The applicable interest for these accounts is posted quarterly in the same manner as the regular City LAIF interest posting. Page 18 21 In October, 2016 we deposited$5,000,000 into a Collateralized Bank Deposits account at Plaza Bank. This is a special account structure set up for Government funds and backed by a Federal Home Loan Bank of San Francisco Irrevocable Letter of Credit. The interest rate is above that of LAIF,and the funds,while intended for a 1 year deposit,are available if needed. Page 19 22 City of EI Segundo Investment Advisory Committee Liquidity Schedule As of: June 30, 2017 Cumulative %of Total %of Total Item Availabilitv Par Value Cumulative BHI lnces Assets Assets Cash in Bank Chase Immediate 9,442,761.58 Union Bank-Trust Account Immediate 10,151.38 Cash in Bank-Total $9,452,912.96 $9,452,912.96 10.52% 10.52% L.A.I.F. (State of California) LAIF Immediate $25,984,487,00 $35,437,399.96 39.45% 28.93% Cash Immediate $35,437,399.96 L.A.I.F. - Senior Housing Fund LAIF Immediate 1,097,336.83 $36,534,736.79 40.67% 1.22% L.A.I.F. - LAWA(Restricted) LAIF Immediate 10,481,351.16 $47,016,087.95 52.34% 11.67% Plaza Bank CBD 5,000,000.00 $52,016,087.95 57.91% 5.57% Portfolio Investments: <30 Days $0.00 $52,016,087.95 57.91% 0.00% 31 to 90 Days $2,244,000.00 $54,260,087.95 60.41% 2.50% 91 to 180 Days $5,909,000.00 $60,169,087.95 66.99% 6.58% 181 to 365 Days $2,245,000.00 $62,414,087.95 69.49% 2.50% 1 to 2 Years $8,225,000.00 $70,639,087.95 78.64% 9.16% 2 to 3 Years $6,783,000.00 $77,422,087.95 86.19% 7.55% 3 to 4 Years $7,430,000.00 $84,852,087.95 94.47% 8.27% 4 to 5 Years $4,970,000.00 $89,822,087.95 100.00% 5.53% Subtotal $54,384.687.99 Grand Total $89,822,087.95 100.00% Investment Portfolio subtotal $80.379,326.37 Investments by Maturity Date ■Market Value $30,000,000.00 $25,000,000.00 — $20,000,000.00 $15,000,000.00 — $10,000,000.00 $5,000,000.00 — — — — $0.00 • r > awe awe p4' X51 p �y G o<j Da v41 o' a01 yyatO Baa baa 5 Page 10 23 City of EI Segundo Investment Advisory Committee Investments by Security Type As of: June 30, 2017 Cumulative % of Total % of Total Item Availability Market Value Cumulative Balances Assets Assets Cash in Bank Chase Immediate 9,442,761.58 Union Bank- Trust Account Immediate 10,151.38 Cash in Bank- Total $9,452,912.96 $9,452,912.96 10.54% 10.54% L.A.I.F. (State of California) LAW Immediate $25,984,487.00 $35,437,399.96 39.53% 28.98% Cash Immediate $35,437,399.96 L.A.I.F. - Senior Housing Fund LAIF Immediate 1,097,336.83 $36,534,736.79 40.75% 1.22% L.A.I.F. - LAWA (Restricted) LAIF Immediate 10,481,351.16 $47,016,087.95 52.44% 11.69% Plaza Bank CBD 5,000,000.00 $52,016,087.95 58.02% 5.58% Portfolio Investments: CD's 11,559,875.86 $63,575,963.81 70.91% 12.89% Godt Obligations 21,660,166.95 $85,236,130.76 95.07% 24.16% Bonds 4,416,149.14 $89,652,279.90 100.00% 4.93% Subtotal $54,214,879.94 Grand Total $89,652,279.90 100.00% Investment Portfolio subtotal $80,209,518.32 Investments by Security Type $4,416,149 $9,452,91..3 f Cash Immediate ■ LAIF Immediate $21,660,167 LAIF.-Senior Housing LAIF-LAWA $25,984,487 Plaza Bank CBD CD's 11.559,876 Gov't Obligations Bonds $1.0,481,351. $1,097,337 $5,000,000 Page 11 24 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action regarding Approval of Environmental Assessment No.EA-1161 and adoption of an Ordinance (Zone Text Amendment No. ZTA 16-05)to amend various sections of the El Segundo Municipal Code (SSMC) Title 15 (Zoning) making numerous corrections and general edits ("Clean-up"). Adopting this Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. (Applicant: City of El Segundo). RECOMMENDED COUNCIL ACTION: 1. Waive second reading and adopt Ordinance Nos. 1551, 1552, 1553, and 1554 for Environmental Assessment No. EA-1161 and Zone Text Amendment No. ZTA 16-05 regarding amendments to various sections of the Zoning Code; 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Ordinance No. 1551 2. Ordinance No. 1552 3. Ordinance No. 1553 4. Ordinance No. 1554 FISCAL IMPACT:None. Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 1(a). Provide unparalleled service to internal and external customers Objective: City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Activity: Amend zoning code in response to emerging issues discovered by staff and customers PREPARED BY: Paul Samaras, Principal Planner 40�, REVIEWED BY: Gregg McClain, Planning Manager Sam Lee,Planning and BuildinSafety Director APPROVED BY: Greg Carpenter,City 1VManager BACKGROUND AND DISCUSSION: On July 5,2017,the City Council introduced an Ordinance amending various sections of the City's Zoning Code, making numerous corrections and general edits. 25 On July 18,2017,staff informed the Council that several Council members had conflicts of interest with provisions of the ordinance that affect zoning districts in or near which they reside and/or own property or businesses. Staff recommended that the City Council continue the item, to give staff time to split the ordinance into multiple ordinances that isolate the provisions with which individual council members have conflicts, so as to allow the maximum number of council members to vote on the provisions that do not pose any conflicts. The City Council continued the item and directed staff to split the ordinance as recommended. Staff has since split to ordinance into four separate ordinances presented here for its consideration. The Council may waive second reading and adopt the Ordinances. If the Ordinances are adopted by the City Council at its August 15, 2017 meeting, the effective date of the Ordinances will be September 14, 2017, which is thirty (30) days from the adoption date. 26 ORDINANCE NO. 1551 AN ORDINANCE AMENDING VARIOUS SECTIONS EL SEGUNDO MUNICIPAL CODE (ESMC) TITLE 15 (ZONING CODE). (ZONE TEXT AMENDMENT NO. 16-05) The City Council of the city of EI Segundo does ordain as follows: SECTION 1: The Council finds and declares as follows- A. On June 23, 2016, the City initiated the process to amend various sections of ESMC Title 15 (Zoning Code). B. 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); C. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the application before the Planning Commission for June 8, 2017; D. On June 8, 2017, the Planning Commission held a public hearing to receive public testimony and other evidence regarding the application including, without limitation, information provided to the Planning Commission by city staff; and, adopted Resolution No. 2819 recommending that the City Council approve the proposed project; E. On July 5, 2017, the City Council held a public hearing and considered the information provided by City staff and public testimony regarding this Ordinance; and F. This Ordinance and its findings are made based upon the entire administrative record including, without limitation, testimony and evidence presented to the City Council at its July 5, 2017 hearing and the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings and Conclusions. The City Council finds that implementing the proposed ordinance would result in the following: A. Add and clarify the definitions of: animal hospital, director, retail sales, personal services, fitness center, lot coverage, medical office, general office, research and development; Page 1 of 39 27 B. Clarify provisions regarding building height exceptions, fencing, and encroachments into yards; C. Require a visibility clearance area at the intersections of streets with alleys; D. Modify the equipment screening requirements; E. Modify the landscaping requirements to allow encroachment of parking spaces into required non-street fronting landscaped setbacks; I. Add daycare centers to the permitted uses in the C-3, CO, MU-N, MU-S, and M-1 zones; J. Remove video arcades from the uses subject an administrative use permit and a conditional use permit in the C-3, CO, MU-N, and MU-S zones; K. Add animal hospitals to the permitted uses in the C-3 and M-1 zones, and the uses subject to a conditional use permit in the MM zone; L. Add fitness centers to the permitted uses in the C-3, CO, MU-N, MU-S, and M-1 zones; M. Add car rental agencies to the uses subject to a conditional use permit in the C-3 zone; N. Add indoor dog daycare to the permitted uses in the M-1 zone; O. Add animal boarding and outdoor dog daycare to the use subject to a conditional use permit in the M-1 zone; P. Add studios for film and photography (production studios) to the permitted uses in the MM zone; Q. Updated and standardized use terminology in various nonresidential zones; R. Modify the off street parking regulations to allow the director to approve covenants for more off-site parking spaces; S. Modify the parking area development standards to: clarify the acceptable paving materials and update the lighting requirements in parking areas, reduce the maximum depth for tandem parking from 3 to 2 spaces, and reduce the minimum required width for curb-cuts and driveways; T. Modify the minimum parking requirements for daycare centers and reduce the parking requirements for guest spaces in multi-family developments; and V. Clarify and correct various zoning code sections. Page 2 of 39 28 SECTION 3: General Plan Findings. As required under Government Code Section 65860, the ESMC amendments proposed by the Ordinance are consistent with the EI Segundo General Plan as follows: B. The proposed ordinance is consistent with Goal LU4 of the General Plan Land Use Element in that it will permit new commercial uses, such as animal hospitals, daycare centers, and fitness centers, which will promote a mixed- use environment in existing commercial areas. C. The proposed ordinance is consistent with Objective LU4-4 of the General Land Use Element in that it will permit new uses in existing commercial and industrial areas, such as animal hospitals, daycare centers, fitness centers, car rental agencies, production studios, and animal daycare and boarding, which have the potential to maximize economic benefit, reduce traffic impacts, and encourage pedestrian environments. D. The proposed ordinance is consistent with Objective ED1-2 of the General Plan Economic Development Element in that would permit several new uses in existing commercial and industrial areas, which promotes the diversification of the City's retail and commercial base. E. The proposed ordinance is consistent with Policy C1-1.9 of the General Plan Circulation Element in that it will help provide more efficient access to nonresidential properties by reducing the minimum required width of curb- cuts and driveways. SECTION 4: Zone Text Amendment Findings. In accordance with ESMC Chapter 15-26 (Amendments), and based on the findings set forth in Section 2, the proposed ordinance is consistent with and necessary to carry out the purpose of the ESMC as follows: A. The ordinance is consistent with the purpose of the ESMC, which is to serve the public health, safety, and general welfare and to provide the economic and social advantages resulting from an orderly planned use of land resources. B. The ordinance is necessary to facilitate the development process and ensure the orderly development of buildings, parking areas, landscaping, and the location of uses in the City. The intent of the ordinance is to clarify definitions of terms, the permitted uses, and the development standards in various zones, which will facilitate and expedite the development process and provide economic and social benefits resulting from the orderly planned use of land resources. SECTION 5: Environmental Assessment. Pursuant to the provisions of the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. ("CEQA"), Page 3 of 39 29 and the regulations promulgated thereunder(14 California Code of Regulations §§ 15000, et seq., the "State CEQA Guidelines"), the proposed ordinance is exempt from further review, because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory standards or findings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the environment. In addition, any environmental impacts associated with this ordinance are adequately addressed in the General Plan FEIR. Accordingly, this ordinance is consistent with the General Plan FEIR and is exempt from further environmental review requirements under the California Environmental Quality Act. Furthermore, this ordinance constitutes a component of the EI Segundo Municipal Code which the Planning Commission determined to be consistent with the FEIR for the City of EI Segundo General Plan on December 1, 1992. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. § 15168(c)(2). SECTION 6: Section 15-1-6 is amended to read as follows: "The following words and phrases, when used in this title, shall have the meanings respectively ascribed to them in this chapter: AMENITIES: Facilities which enhance the operation of a use and make it more attractive to present and future uses. ANIMAL HOSPITAL: A place where animals or pets are given medical or surgical treatment and are cared for during the time of such treatment. COMMERCIAL- Financial Institutions: Banks and trust companies, credit agencies, credit unions, investment companies, lending and thrift institutions, securities/commodity contract brokers and dealers, security and commodity exchanges, vehicle finance (equity) leasing agencies. Financial institutions do not include check cashing or payday loan facilities. Retail Sales: Alcohol sales (off site), building material stores, convenience stores, general retail stores, and warehouse retail showrooms. General Retail Stores: General retail stores include sales, without limitation, of appliances, art gallery, artists' supplies, bakeries (retail only), bicycles, books and periodicals, cameras and photographic supplies, clothing and accessories, computer and computer equipment, electronics, department stores, drug and discount stores, collectible items sales, curio, gift and souvenir shops, dry goods, fabric and sewing supplies, florists and houseplant stores (indoor), furniture and home furnishings, grocery stores, hardware, hobby materials, household and kitchen goods, jewelry, luggage and leather goods, Page 4 of 39 30 musical instruments, parts and accessories, newsstands, orthopedic supplies, pet stores, pet suppiv stores, pharmacies, religious goods, small wares, specialty shops, sporting goods and equipment, stationery, and toys and games. Retail Services: Personal services and business and consumer support services. Business And Consumer Support Services: Business and consumer support services include, without limitation, establishments primarily providing consumers and businesses with services, including maintenance, repair and service, testing, rental, as well as the following: business equipment repair services (except vehicle repair, see definition of Vehicle Sales And Services: Maintenance/Repair), computer related services (rental, repair), copying, quick printing, and blueprinting services, equipment rental businesses within buildings, film processing laboratories, heavy equipment repair services where repair occurs on the client site, household appliance and equipment repair services, janitorial and maid services, mail advertising services (reproduction and shipping), photocopying and photofinishing, protective services (other than office related), window cleaning. Personal Services: Personal services include, without limitation, barbershops and beauty salons, clothing rental, dry cleaning pick up stores with limited equipment, hair, nail, facial, and personal care, laundromats (self-service laundries), massage-eestabl+sh_Rl-_Rts; photo development, shoe repair shops, tailors, tanning salons. DIRECTOR: The Citv's Director of Planninq and Buildinq Safetv. FITNESS CENTER: A fitness center (also known as a fitness club, health club and commonly referred to as a gvm) is a place which houses exercise equipment for the purpose of physical exercise. LOT COVERAGE: A. A covered floor area included within and measured from the outside of the exterior walls of a building, including, but not limited to, dwelling units, lobby area, and elevators; and B. An area not provided with surrounding exterior walls, if located under a roof or other covering, including, but not limited to, areas covered by stairways and walkways which provide ingress and egress. Private balconies and decks (not providing required ingress and egress) that are five feet (5') or less in width as measured from the exterior building wall shall not be included in computing lot coverage. Any portion of private balconies and decks that extends more than five feet (5') from the building wall shall be included in lot coverage. Page 5 of 39 31 C. Uncovered decks and patios, which are 30 inches or more in heiaht are also included in lot coveraae. OFFICE, MEDICAL-DENTAL: A building or group of buildings designed for the use of, and occupied and used by, physicians, chiropractors, acupuncturists, phvsical therapists, and dentists and others engaged professionally in such healing arts for humans beinqs as are recognized by the laws of the state, including such accessory uses as the installation and use of therapeutic equipment, X-ray equipment or laboratories, chemical, biochemical, and biological laboratories used as direct accessories to the medical-dental professions; dental laboratories including facilities for the making of dentures on prescription; and pharmacies limited to the retail dispensing of pharmaceuticals and sickroom supplies (but not room or orthopedic equipment); provided there shall be no exterior display windows or signs pertaining to such accessory uses other than a directory sign. OFFICES, GENERAL: Offices maintained and used as a place of business conducted by persons whose business activity consists principally of services to the person as distinguished from the handling of commodities. This does not include medical-dental offices. General offices include, but are not limited to, the following: A. Administrative/Business: Establishments providing direct services to consumers, such as credit, lending, and trust agencies,) data processing services, detective agencies, employment, insurance agencies, real estate offices, stenographic, secretarial and word processing services, government offices and educational institution offices, union offices and utility company offices. RESEARCH AND DEVELOPMENT: A process of experimentation, whereby a phvsical product, such as a biological, chemical, electrical, magnetic, mechanical and/or optical component is designed, manufactured, tested, and refined. This process does not include uses/activities that do not lead to the development of a phvsical product, such as computer modeling, computer software development. soils and other materials testina laboratories, or medical laboratories. This process does not include the general or mass production of the product. SECTION 7: ESMC Section 15-2-3 (Exceptions to building height) is amended to read as follows: "Penthouses or roof structures for the housing of elevators, stairways, mechanical or similar equipment required to operate and maintain a building, fire or parapet walls, open- work guardrails, skylights, towers, flagpoles, chimneys, smokestacks, radio, television masts, radar and other similar structures may be erected above the height limits prescribed in this title. Non-permanent accessories, such as furniture, barbeques, or Page 6 of 39 32 umbrellas placed on a roof deck may be erected up to a maximum eight feet above the heiaht limits prescribed in this title. No such penthouse, structure or accessory is , but no-penthow/3 or not o4e.weturo, or any cther spate 3bove4he-heig4t4fait prescr+bod for tho :ono in whioh tho buUing io 133C�Gd ah0 0-allowed for the purpose of providing additional floor space. Any such structures in residential zones shall be for noncommercial purposes only." SECTION 8: ESMC Section 15-2-4 (Height restrictions for walls, fences and hedges) is amended to read as follows: "15-2-4: HEIGHT RESTRICTIONS FOR WALLS;—FENGES--AND !EDGES:-AND FENCES: A. Generally: In any R zone, a wall, fcn2c, cr hedgo forty two inohoo ('12") or fence 42 inches in height may be located and maintained on any part of a lot. On an interior or corner lot, a wall-, fenoo, or hedgeor fence not more than six feet(6' -in height may be located anywhere on the lot to the rear of the rear line of the required front yard. On a reversed corner lot, a wall, fonoo, or hodgeor fence not more than six feet{64 in height may be maintained anywhere on the lot to the rear of the rear line of the required front yard except within the required triangular open area at the rear constituting a part of the required side yard of the street side. The provisions of sections 15-2-6 and 15-2- 11 of this chapter shall apply to walls, fon000, and hodgocand fences adjacent to corners and driveways. Wall, faRGe ad hodgeand fence heights in nonresidential zones shall be subject to the approval of the dDirector of oommunky, -_Naonomis-a-nd d eve In p ria e rpt-s e;�,es. B. Retaining Walls: 1. Where a retaining wall protects a cut slope below the natural grade, as depicted in figure 1 in subsection E of this section, the retaining wall may be topped by a fence;--wall, cr h"reor wall of a height equal to that which would otherwise be permitted at that location. This does not apply to retaining walls which protect a fill slope. 2. Where a retaining wall contains a fill and is not located in any required setback, as depicted in figure 2 in subsection E of this section, the height of the retaining wall built to retain the fill shall beis considered as contributing to the permissible height of a fence, viaff cr N,-Agoor wail. A pf-etestive fie if required by the California Residential Code, an open work fence or guardrail, not more than forty eight inr, (48"342 inches in height, may be erected on top of a retaining wall. An "open work fence" means a fence in which the component solid portions are evenly distributed, vertically oriented, and constitute not more than twenty five percent (25%) of the total surface area of the fence. Page 7 of 39 33 3. A retaining wall located in any required setback, as depicted in figure 3 in subsection E of this section, may retain a maximum of three feet (3) of fill. The height of the retaining wall built to retain the fill is considered as contributing to the permissible height of a fence or wall. In a required side or rear setback, if required by the California Residential Code, an AR--open work fence or quardrail, not more than f eight inohoc (48") 2 inches in height, may be erected on top of a retaining wall on Bode y -G roar setba .U. However, the maximum height of the fence and/or wall abGve the fWincludinq a required openwork fence or guardrail shafl-beis limited to s* fee six feet, six inches. In a required front setback, a six inch (&" wall or fence may be erected on top of a wall which retains a maximum of three feet(34. No open work fence, above the maximum forty two42-inch (4 21 total height, shall beis allowed in the front setback. C. Exceptions: The provisions of this section shall not apply to fences required by state law to surround and enclose public utility installations or to chainlink fences enclosing school grounds and public playgrounds. D. Adjustments: A wall—, fflnoo, or hodgc or fence up to eight feet(&} in height may be allowed in residential zones subject to the approval of an adjustment, pursuant to chapter 24 of this title. A variance is required for a wall, fonoo, or hrodge or fence in a residential zone which exceeds eight feet (g} in height. E. Figures And Diagrams: Page 8 of 39 34 47 MAX IN FRONT YARD SETBACK RETANI NO WALL SS MAX OPEN WORK FENCE Tff MAX TO THE REM OF FRONTYARD SETBACK COMAMMO FILL OUTSIDE SETBACKS -r M1 -Ir RUNNING WALL HOLDING CUT F% -Mr EARTH EXISTING EARTH FIGURE 1 FIGURE 2 RETAI NI NO WNL SMICE WORK FENCE RETAINING WALL CONTAINING FAMM L CONTAO FLL IN SETBACKS IN SETBACKS �'!'OPEN VMFIK ICE TEOUO FENCE AIAX COAVYrFO I}7t7D CE'MAX 17-0'WLIB7€a HEKNlF BEHIND FRONT VARD SETBACK ILL 8E511ND FROM YARD SETWKall t FILA f FILL I MAX RETAINING S'MAX RETAIYINO EXISTING EARTH FIGURE 3A EXISTING EATTH FIGURE 3B II SECTION 9: ESMC Section 15-2-6 is hereby amended to read as follows: "15-2-6: CORNER AND ALLEY CLEARANCE: For the purpose of safe visibility, all corner lots, and reversed corner lots must maintain a triangular area, described as follows: one angle must be formed by the front and side property lines, and the sides of this angle must be fi#eon foot (15')15 feet in length, measured along the front and side property lines; the third side of this triangle must be a straight line connecting the two (24 other lines at their endpoints. Within the area- 33mpri3ing thic triang!s� no tro`-,,3,fc/=G, --Nh-.ubc, retaining,T-"�Ldin�en� ctr6, res or othor phyc�oal obrfruotionc mu& bled to oahc_o� thirty inohoc (39") in h--ig#t from &.r&---t gmder unleso it io --true wWoh is trimmed to provide st minims;m of twer et (12') cf=;.bility from otroot grsdo smdor th❑ ocnopy omatod b3 the bronohe� Lots located at the intersection of a public street and an allev must maintain a triangular area. described as follows: one anqle must be formed by the property lines abutting the street and the alley, and the sides of this angle must be five feet in lenqth. The third side of this triangle must be a straiqht line connecting the two other lines at their endpoints. Alonq allevs that are more than 15 feet wide, this Page 9 of 39 35 triangle must be located only on the lot to the right of the allev as seen from a vehicle exitinq the allev to enter the adiacent street. Within the area comprisinq these triangles, no trees, fences, shrubs, retaining walls, buildinqs and structures, or other phvsical obstructions may exceed 30 inches in height from street grade, unless it is a tree which is trimmed to provide a minimum of 12 feet of visibility from street c#rade under the canopv created by the branches. FIGURE 1- CORNER DRIVEWAY AND ALLEY VISIBILITY STREET .\ DRIVEWAY _ APPROACH SIDEWALK + �� ..r e / \ DRIVEWAY 'e R R 16 BY 15'CORNER VISIBILITY IV BY 1V DRIVEWAY VISIBILITY 5'BY VALLEY VISIBILITY TRIANGLE. TRIANGLE(ESMC 15-2.6). TRIANGLE(ESMC 15-2-11). FOR ALLEYS 15'OR GREATER REQUIRED ONLY ON THE RIGHT SIDE OF THROUGH TRAFFIC (ESMC 15-2-6). n SECTION 10: ESMC Section 15-2-7 (Open Space Areas and Encroachments) is amended to read as follows: "B. Residential Zones: In residential zoning districts: 1. A porte-cochere (open carport) may be placed over a driveway in the front twenty20 feet(20' of one side yard setback, outside of the front yard setback, or attached to the front twe-* 0 feet(2-0' of one dwelling unit closest to the front lot line, provided the structure is not more than one story in height; is unenclosed on three (3) sides; and is entirely open except for the necessary supporting columns and architectural features. 2. Mechanical equipment, such as pool heaters, water heaters, and air conditioners not wider than eight feet (&� measured in the general direction of the wall of which it is a part, and adequately soundproofed, may project two feet (2') into required side and rear yards, provided the required yard cannot be reduced to less than three feet(34. Page 10 of 39 36 3. Detached arbors, pergolas, or trellises that partially cover a walkwav and do not exceed eiqht feet in overall heiqht, six feet in width, and five feet in length may have a zero setback in the front and streetside yards. However, the structures must comply with the requirements of Sections 15-2-6 (Corner Clearance) and 15-2-11 (Driveway Visibility) of this Code. 4. Uncovered porches, platforms and landinqs which do not exceed 12 inches in height above finished grade may have a zero setback in non-street frontinq side and rear yards. SECTION 11: ESMC Section 15-2-8 (Screening) is amended to read as follows: "€aeilitipment od.lEauivment must be screened in the following manner: A. Electrical Lines; Cables: All electrical, telephone, cable television and similar service wires and cables which provide direct service to the property being developed, within the exterior boundary lines of such property, shaElmust be installed underground. Risers on poles and buildings are permitted and shaRmust be provided by the developer or owner onto the pole which provides service to said property. Utility service poles may be placed on the rear of the property to be developed only for the purpose of terminating underground facilities. The developer or owner is responsible for complying with the requirements of this section and shafimust make the necessary arrangements with the utility companies for the installation of such facilities. B. Equipment; TrcRsferPiefs-- -Appurtenancoo cnd—associatedqu+pmen and appurtenances such as, but not limited to, surface mounted transformers, pedestal mounted terminal boxes and meter cabinets, sprinkler manifolds and concealed ducts in an underground system may be placed above ground, provided suGh app::r!ranC\n:A,a wn� a�.ccictcd cgvipmer#that they are located in a fuliv enclosed structure or are screened from public view to the satisfaction of the Directoror are locatod in a fully onc4esod otru!3turc. Screening must sufficiently obstruct view of said equipment from public rights-of-wav surrounding the equipment location. Screeninq material may include masonry, metal, wood, vinyl or similar durable material. Screeninq may be up to 30 percent open on the vertical surface, for example, perforated, lattice, louvered, and stacked. Chain link fencinq may not be used for screeninq equipment. All vent pipes and similar devices which are attached to thea building &hal-lmust be painted to match the building. C. Rooftop Installation: Mechanical equipment installed on rooftops sha44 e-painted-tea ms`ah th3 bs d+ng-andmust be screened from public view.. to the satisfaction of the Director. Screeninq must sufficiently obstruct the view of said equipment from public riqhts-of-wav surrounding the equipment location. Screeninq material may include masonry, metal, wood, vinvl or similar durable material. Screening Page 11 of 39 37 material and colors must be compatible with the buildina on which the equipment is located. Screeninq may be up to 30 percent open on the vertical surface, for example, perforated, lattice, louvered, and stacked. Chain link fencing may not be used for screening eauipment. The-46ght of 3sid oareep�ng shall-be4lae-mea-xir44m-#-hc-ie+ght of quipmont. D. Storage Areas: Stora eaG, inoluding th�� for oartono, oontsincro and tr--ch. , L\hall bo provided-loll outdoor storage areas, including those for cartons, containers and trash, shallmust be Dppropris�oly screened from public view to the satisfaction of the Director.a"etermirrad by tho dirootor of oommanity, wencmio and dovoloprnemrt sewIGes. Screeninq must sufficiently obstruct view of said eauipment from Public rights-of-way surrounding the storage area location. Screeninq material may include masonry, metal, wood, vinyl or similar durable material. Chain link fencing may not be used for screening of storage areas. Page 12 of 39 38 FIGURE 1- SCREENING +� SIDEWALIClbR PUBLIC WAY `♦` STREET ; � �- �2]TYP. q` Q +SID<WK COPUBLIC WAY AA i 0+-{—r—"—-wuwr a wr":wry mm ■ EQUIPMENT 3 3 U U + BUILDING D � a �+ Q w O • p}! O PLAN EQUIPMENT 1 •� LINE OF SIGHT L------------------------------i�-- + • BUILDINGV + STREET ELEVATION SIDEWALK OR PUBLIC WAY Page 13 of 39 39 SECTION 12: Section 15-2-14(B) (General Provisions - Landscaping) is amended as follows: "B. Components: To achieve these purposes, the landscape criteria is divided into the following components: 3. Property Perimeter: All required setback areas shaft- &4utly--la-rid-soaped-4nsteding pormanent irrigction-syste must be landscaped as required by chapter 15A of this Title. In addition, the The landscaping shallmust incorporate the theme utilized for the public rights of way and one shade tree shaRmust be provided for every twe-nty-five—feex)25 feet of street frontage. The following encroachments are permitted into the landscaped setback areas: ia, Parking mays-enoroach into tho Isndec3ped-se#Scc.Ic vp to a msximum of fifty pefGent (50%) of tho req-u4od oott ook aroa, providod s miNmum lanti soaped aa*aolc of fiVO fort. (5') i3 maintalne4 Parking spaces may encroach into a required street-facinq setback up to a maximum of 50 percent of the required setback area, provided a minimum landscaped setback of 5 feet is maintained. Parkinq spaces may encroach into a required interior side and rear setback up to the interior side or rear property line, provided that the interior side and rear property line does not abut a public or private street. b. "Architectural landscape features", as defined in section 15-1-6 of this title, may encroach into the landscaped setback area up to a maximum of eig#ty5-0 percent (80%) of the required setback area, provided a minimum landscaped setback of f+ve5 feet(54 is maintained. The features may cover a maximum of twenty five25 percent (25%) of the total area of the setback, and be a maximum of twe4y20 feet R-9� in height. Encroachments which exceed any of these standards, or which contain an open roof covering or side walls with greater than twe-nty20 percent (24%)component solid portions, requires the approval of an adjustment, as provided in chapter 24 of this title. A combination of soft and hard landscape materials may be installed, provided the use of such materials will form a cohesive, attractive and functional design. Such design is to be integrated with and, if appropriate, physically connected to that provided for the building and VUA areas. SECTION 13: Section 15-5C-2 (General Commercial (C-3) zone permitted uses) is amended to read as follows: "The following uses are permitted in the C-3 zone: Page 14 of 39 40 A. Animal Hospitals. B. Davcare Centers. C. Fitness Centers. AD. General offices not exceeding five thci.v_nd-(5,000) square feet. BE. Hotels and motels. GF. Medical-dental offices and facilities. GG. Public uses, including, but not limited to, fire and police stations, post offices and libraries. €H. Recreational facilities (public and commercial). F-I. Restaurants and cafes. GL. Retail uses (excluding off site alcohol sales). HK. Other similar uses approved by the dDirector of community, vcc nemic Pnd development crarvices, as provided by chapter 22 of this title." SECTION 14: Section 15-5C-4 (General Commercial (C-3) zone uses subject to administrative use permit) is amended to read as follows: "A. The off site sale of alcohol at retail establishments. B. The on site sale and consumption of alcohol at restaurants, drive-through restaurants, and delicatessens. C-.Vidoo orood (Z) or fcwe�-idoo or sroade-maohinoo. GC. Other similar uses approved by the dDirector of community, orrnncmio snd dev,_\'opm-_Nnt oowic/ja, as provided by chapter 22 of this title." SECTION 25: Section 15-5C-5 (General Commercial (C-3) zone uses subject to conditional use permit) is amended to read as follows: "The following uses shall be allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title. A. Car rental agencies. Page 15 of 39 41 AB. Drive-through restaurants, except properties located west of Sepulveda Boulevard where drive-through restaurants are prohibited; €C. Freight forwarding. GD. Helicopter landing facilities subject to the provisions of section 15-2-13 of this title. OE. On site sale and consumption of alcohol at bars. U. Qutdccr dining, axempting "ofoc, va4449e��irR4Ar &� r"ta-aranto ani Priv` thFGUgh r—w Toro -_utdocor dining oo..prises fiwoR+., noroont (20%) or loon costal alining aroa of tho roctourant or drip fGuryg"�s}�ant, but not eXGeeding +te t nd�9) sg��rs f&,3* 'Vf flQerare -.Outdoor dininq areas for restaurants, except cafes, that are larqer than 200 square feet. €G. Service stations, if a five hundred-feat-(599 500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. G--. Vdeo arGades l.vith fcvr ('1) or mors vidw cr arcade machines- H. Other similar uses approved by the dDirector of community, eaonomio and development se vices, as provided by chapter 22 of this title." SECTION 15: Section 15-5D-2 (Corporate Office (CO) zone permitted uses) is amended to read as follows: The following uses are permitted in the CO zone; A. Daycare centers. B. Fitness centers. AC. General offices. €D. Medical-dental offices. OE. Public uses, including, but not limited to, fire and police stations, post offices and libraries. OF. Recreational facilities (public and private). €G. Research and development uses, located east of Sepulveda Boulevard only. H. Restaurants and cafes. Page 16 of 39 42 GI. Other similar uses approved by the dDirector of-community, gnomic-and devolapmcnt ccrv+ces, as provided by chapter 22 of this title." SECTION 16: Section 15-5D-4 (Corporate Office (CO) zone uses subject to administrative use permit) is amended to read as follows: "A. The off site sale of alcohol at limited support service retail establishments as an accessory use. B. The on site sale and consumption of alcohol at restaurants, drive-through restaurants, and delicatessens. t -44dco aroade-s-with throe I�3'-^ar fewer v deo or s'r9c4e" r,aG4w4ee,, OC. Other similar uses approved by the dDirector of-mmrn6 nits economic--and deveaoprrront corvionc, as provided by chapter 22 of this title." SECTION 17: Section 15-5D-5 (Corporate Office (CO) zone uses subject to conditional use permit) is amended to read as follows: The following uses shall be allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Drive-through restaurants, except properties located west of Sepulveda Boulevard where drive-through restaurants are prohibited. B. Freight forwarding. C. Helicopter landing facilities subject to the provisions of section 15-2-13 of this title. D. Hotels and motels, except properties located west of Sepulveda and east of Aviation Boulevards where hotels and motels are prohibited. E. Museums. F. On site sale and consumption of alcohol at bars. G. Outdoor dininS, ,cac\rnpting cafes;-outdoor dining-at-rv3tc6!rsnto end drive threugh fe-staurant3 whore, or dining compricvcc Uvep y pefGe-;t (230%) or I000 of the tato 4n+ng-aroa of the FestaEar-&Rt cr &ivu ±hf4ugh rcJ,,cvront, but not oxceedin� laundred-(299ysqusro fovt of floor crou.Outdoor dining areas for restaurants, except cafes, that are larqer than 200 square feet. H. Service stations, if a fivo hundrod foot (600')500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. Page 17 of 39 43 aroad-,\3 with four (' ) or marc video orar-E;ade4nas#4pe-': JI. Other similar uses approved by the planning and bu€Iding--safety dDirector, as provided by chapter 22 of this title." SECTION 18: Section 15-5E-2 (Urban Mixed Use North (MU-N) zone permitted uses) is amended to read as follows: "The following uses are permitted in the MU-N zone: A. 9"in000 aorvioc estab4 -hmer to !�oh ao oleGtroniG w ter-facilities and addro2cing-ser*iuGesData Centers. B. Davcare centers. €C. General offices of ooxinne-Fs�, f;naRGial 9r4pA-,l-�st-r-ia-1--est-abl;shme ,ts C. Engineering, induotriai doaign, oonauftafion and othor offices.- D. Financial institutions. E. Fitness centers. €F. Hotels and motels. 1=G. Medical-dental offices or facilities. GH. Motion picture/television production facilities (excluding outdoor facilities). I. Research and Development. #J. Restaurants and cafes. fK. Retail (excluding off site alcohol sales) and wholesale sales and service. J. Soiontifio rc& aroh and montal dv> elopmenlaberater-es. L. Other similar uses approved by the dDirector cf r{�nnirg andr�ilcling-safety as provided by chapter 22 of this title." SECTION 19: Section 15-5E-4 (Urban Mixed Use North (MU-N) uses subject to administrative use permit) is amended to read as follows: "A. Light industrial uses. Page 18 of 39 44 B. The off site sale of alcohol at retail establishments. C. The on site sale and consumption of alcohol at restaurants, drive-through restaurants, and delicatessens. D--Vid©c arcades-with throo (3) or fower vidao ar arcade-machiiRes €D. Other similar uses approved by the dDirector of planning and building-safety, as provided by chapter 22 of this title." SECTION 20: Section 15-5E-5 (Urban Mixed Use North (MU-N) uses subject to conditional use permit) is amended to read as follows: "The following uses are allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Assembly halls. B. Catering services and flight kitchens. C. Drive-through restaurants. D. Helicopter landing facilities subject to the provisions of section 15-2-13 of this title. E. Hospitals. F. Motion picture/television production facilities (outdoor facilities only). G. On site sale and consumption of alcohol at bars. H. QutrlrieF dining ©emptinS ,afoc, outdoor dining at r-_,ut&rrantc srdAf-ivc throug14 restauranto where-eutdeor dining ocm-prisesU en�-_\roont ('�°/&)-9�e-&s-of44e-4Gtal d+*q arca of tho roatouront-er-d4ve4*-Gugh rootaurant, but not oxceedingAw© hundred (200) oquaro faot of floor area.Outdoor dining areas for restaurants, except cafes, that are larqer than 200 square feet. I. Parking facilities, including park and ride lots. J. Recreational facilities (public and commercial). K. Service stations, if a fiva hundrod foot (600')500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. L. Vidoo aroadoo with four (4)-Gr-FAG;e - e-G-9r-areacle mach4ies-. Page 19 of 39 45 ML. Other similar uses approved by the dDirector cf planning 2nd building saf3ty, as provided by chapter 22 of this title." SECTION 21: Section 15-5F-2 (Urban Mixed Use South (MU-S) zone permitted uses) is amended to read as follows: "The following uses are permitted in the MU-S zone: A. Business e, i2e i�Lf.,G Wishmentc cwch as elotronio oomputw. faoilitie _and addroor.ng ter,•AsesData centers. B. Daycare centers. B. Engineering, induotria), dooign, oonnultation and rfhor 3ffioo3. C. Financial institutions. D. Fitness centers. OE. General officeo ofcrrm -/mial, fin2n, 3ici or indu3tricl ootGblishments. €F. Hotels and motels. F-G. Massage establishments that meet the requirements of title 4, chanter 10 of this code, in addition to all other requirements imposed by law. GH. Medical-dental offices or facilities. loll. Motion picture/television production facilities (excluding outdoor facilities). J. Research and development. 4<K. Restaurants and cafes. JL. Retail (excluding off site alcohol sales) and wholesale sales and service. K—. SGjeRtmfrG researrha d exp e ental lopmont laboratorio3. LM. Other similar uses approved by the dDirector of plsnning end buiUng oc-fety, as provided by chapter 22 of this title." SECTION 22: Section 15-5F-4 (Urban Mixed Use South (MU-S) uses subject to administrative use permit) is amended to read as follows: "A. Light industrial uses. Page 20 of 39 46 B. The off site sale of alcohol at retail establishments. C. The on site sale and consumption of alcohol at restaurants, drive-through restaurants, and delicatessens. 0-. Vidoo aronde-s-with4h-r-e;a-(?,) 43rf,-weF4dee--9F aFGado maohines; €D. Other similar uses approved by the dDirector of-planning and-bui1dieg-safety, as provided by chapter 22 of this title." SECTION 23: Section 15-5F-5 (Urban Mixed Use South (MU-S) uses subject to conditional use permit) is amended to read as follows: "The following uses are allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Assembly halls. B. Catering services and flight kitchens. C. Drive-through restaurants. D. Freight forwarding. E. Helicopter landing facilities subject to the provisions of section 15-2-13 of this title. F. Hospitals. G. Motion picture/television production facilities (outdoor facilities only). H. On site sale and consumption of alcohol at bars. I. r-Nutdoor �injng, oxompting onfoo, outdoor dining-at_re-staarsnto and drivo thr3&,gh rootauranto vrhere-outdoor dining oomprices-4wenty po oont (20%) c�r l000 of-theWtal dining area of the Featcurant or drNa thr--aegh raotourant, but not m=edi"rrgUo # t+ndre4-RQ0) oaa,aro foot of4kee,�.Outdoor dining areas for restaurants, except cafes, that are larger than 200 square feet. J. Parking facilities, including park and ride lots. K. Recreational facilities (public and commercial). L. Service stations, if a fa-ve-hundrod foot (690')500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. Page 21 of 39 47 M. Viccc Prcci!cz Frith fever ('I) or more-vidoo or arcstdo maohinoG.- �M. Other similar uses approved by the dDirector e€-pla4rting and bNilding sRfcty, as provided by chapter 22 of this title." SECTION 24: Section 15-6A-2 (Light Industrial (M-1) zone permitted uses) is amended to read as follows: The following uses are permitted in the M-1 zone: A. Animal hospitals. B. Davcare centers. C. Doci daycare (Indoor). AD. Emergency shelters. B--Fibergia--o produoto, oontinuoas f t-laminotion of. E. Fitness centers. GF. General offices cn� ca:c"\1ichrr.,ont for rc✓ocroh, pr-Gfe-saionol and toohpisat serV'Ges GG. General storage, warehousing and ministorage. €H. High and medium bay labs. I. Light manufacturing uses and related offices. G—. Ma-nufaoturing and-as-seply of elootriool opplicnwo, clootrinnio inotrume4*,and devi3oo, r&lios-,and-phGneg-rpl49, including-tho monufooturing of zmcll tools--and parto oa'-\h ao ocifs;GGnder-x/--rc, trrncfcrxnorc, srysta-"oldero, coo. 4 Manufa ing of olean4n^ agents, waxoa and finishes: I, 11GnNf3o�ring of outivey, hsr�wsro, and hand toolo and "an-u#aau-�in-g, prc�ocaoing and pocks-ging of pharmcceuticals, drugs,4G4et62,2 :ir.d sosmetico, except. ooGp—. a4J. Public facilities, including, but not limited to, fire and police facilities, post offices, and libraries. Page 22 of 39 48 L-K. Public utilities, including, but not limited to, power substations and telephone exchanges. ML. Recreation facilities (public and private). M. Research and development. N. Restaurants and cafes. O. Other similar uses approved by the dDirector cf oommunity, 0GGAeAa4is and develop ant norviooc, as provided by chapter 22 of this title." SECTION 25: Section 15-6A-5 (Light Industrial (M-1) zone uses subject to conditional use permit) is amended to read as follows: "The following uses shall be allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Animal boardinq. AB. Any use permitted in the MU, CO, C-3, C-2 and C-RS zones, except residential uses and sexually oriented businesses. C. Dom daycare (outdoor). -BD. Drive-through restaurants. GE. Freight forwarding, transfer, trucking yards or terminals. OF. Helicopter landing facilities subject to the provisions of section 15-2-13 of this title. €G. Outdoor dining, orcompting oafoc, outdoor dining at roctaummtc and drivo through —resta ro��"�QA tdeor di ing-sem,prjses�� oroont (20%) or-loo❑ of the--fetal dining vreR cf thfi ��taurcnt 3r-ive4I4r-Gufit_nt, ba` nete*-Geed-irng4we hufldrod (296) oq&,\aro foot of floor area Outdoor dining areas for restaurants, except cafes, that are larger than 200 square feet. l=H. Service stations, if a fives hundro� foot (150T)500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. GI. Other similar uses approved by the dDirector.of ✓)mirunity—, eco€ernio and development-&ervices, as provided by chapter 22 of this title." Page 23 of 39 49 SECTION 26: Section 15-6D-2 (Medium Manufacturing (MM) zone permitted uses) is amended to read as follows: "The following uses are permitted in the MM zone: A. Art studios (production space only). B. General and/or multimedia related offices, up to f9een thou.\)arA+15-0993 15,000 square feet per site, except for mixed use projects of thirty thouaand (3J,000) 30,000 square feet or more, in which the size may be greater. Q General offices in conjunction with any other permitted use as long as the office does not occupy in excess of si oroont (59°x) 60 percent of the total building square footage. D. General storage and warehousinq. OE. Light assembly and processing. €F. Light industrial. FG. Manufacturing. GH. Mixed use projects including commercial, office and light industrial uses. In mixed use projects of thj#y thoucand (M,000) 30,000 square feet or more where the light industrial uses make up at least f+#t"e-r-cent (601/r,) 50 percent of the total project's square footage. #I. Parking structures and parking lots. U Public facilities, public utilities. JK. Research and development. KL. Restaurants and cafes without drive-through facilities. LM. Retail sales for wholesale outlets. N. Studios for film and photographv [production studios]. N1. VV&roho6ming and diotribution. NO. Other similar uses approved by the dDirector of planning and buikUng-safeW, as provided by chapter 22 of this title." Page 24 of 39 50 SECTION 27: Section 15-6D-3 (Medium Manufacturing (MM) zone permitted accessory uses) is amended to read as follows: A. Any use customarily incidental to a permitted use. B. Cafes. C. Employee recreation facilities and play areas. D. Open storage incidental to a principal use. E. Retail sales and services. F. Single caretaker units at the ratio of one per legal building site or business establishment whichever is larger, ao Ionry�Vo (2) on cito parking ._/paces-tee pffwWod for 000h dwellinS unit. G. Other similar uses approved by the dDirector of planning --md building ocf*, as provided by chapter 22 of this title. SECTION 28: Section 15-6D-5 (Medium Manufacturing (MM) zone uses subject to conditional use permit) is amended to read as follows: "The following uses shall be allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Animal hospitals. AB. Automobile service uses, if a three hundred foot (300') minimum distance from any residentially zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. €C. Freight forwarding. SD. 06t er dinin ezempting oafoc, outdoor�g at rcot&urants-and drMo thr,--,4h fes#a-uFaRt&a;crc outdoor dining oompriooc twe ity-poroont (20%) or lorry of the4etal dining arm of tho rootaura GF-44W through roatxirant, but nct aim cedie hundred (200) cquarc-foot of flexr srrr.Outdoor dining areas for restaurants, except cafes, that are larger than 200 sauare feet. OE. Service stations, if a five-hundfed-foot (600')500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. €F. Other similar uses approved by the dDirector of oommunity, cooneri;�s-a-nd deveopmont cr3,rvi000, as provided by chapter 22 of this title." Page 25 of 39 51 SECTION 29: Subsection 15-15-3(H) is amended to read as follows: "H. Off Site Parking: 1. Applicability: The dDirector cf planning--and-building ^vf-y may approve off site parking locations within the city for nonresidential uses to meet the parking requirements of this chapter. Such off site parking locations must be secured with a covenant, approved by the city attorney, and recorded in the county recorder's office before the city issues building permits. The off site parking spaces used to satisfy the parking requirements for a different site must be surplus to the required parking spaces required for uses of the off site location. Alternatively, the planning commission may approve a reduction of required parking spaces as provided in this chapter. 2. Director Review: The dDirector of plann4ng and budding oafoty may review off site parking covenants for a maximum of 20tvvvcnty ('10) parking spaces or 20twent-y percent (20%) of the required number of parking spaces, whichever is iessmore. The parking covenant may include such conditions as the dDirector of-p4anning and building safety may lawfully impose. 3. Planning Commission Review: The planning commission must review all off site parking covenants for more tha44wenty (30) psrkieg spaces than the Director is authorized to ap rp ove. The parking covenant may include such conditions as the planning commission may lawfully impose. 4. Off Site Parking Findings Of Approval: Requests for off site parking must meet the following requirements: a. The off site parking must be located so that it will adequately serve the use for which it is intended. In making this determination, the following factors, among other things, must be considered. (1) Proximity of the off site parking facilities (i.e., 750 feet is a reasonable maximum walking distance for high turnover uses such as retail sales, services and restaurants); (2) Ease of pedestrian access to the off site parking facilities; (3) Provisions for transportation to and from the off site parking facility (e.g., shuttle or valet services); (4) The type of use the off site parking facilities are intended to serve {i.o., off cite pafing) may not ba cpp4:Gprirata fof-14igh turnovor s;000 cuoh ao retail sales and sewiGes).,, Page 26 of 39 52 SECTION 30: Section 15-15-5 (Off-Street Parking Development Standards) is amended to read as follows: B. Driveway And Parking Area Paving And Surfacing: All permanent on site parking, loading, vehicle storage and vehicle sales areas must be paved with approved concrete or asphaltic concrete. On site parking areas to be used for not longer than one year must be surfaced and maintained with an impervious material acceptable to the dDirector of planning and-building safety so as to eliminate dust and mud. All on site parking areas must be graded and drained so as to dispose of all surface water in accordance with the applicable stormwater regulations. The dDirector of punning and building-safety may at his discretion, approve alternative paving material such as decorative concrete, permeable concrete, grasscrete, brick, or similar material of equivalent durability. The dDirector of planning and building cafes may approve administrative adjustments from the driveway and parking area paving standards for non-standard roadbed construction and alternative roadwav surfaces (such as drivable reinforced turf>r as provided in chapter 24, "Adjustments", of this title. D. Parking Space Location 2. Nonresidential Spaces a. Encroachment: Parking spaces may encroach into a required street-facing setback up to a maximum of fifty percent (50%) of the required setback area, provided a minimum landscaped setback of five feet (5') is maintained. €o-r ppepeeities within fixed Use SGu "T-(-"AU S) zono, parking .pa000 mcy-be lOsated-inParkinq spaces may encroach into a required interior side and rear setbacks up to the interior side or rear property line, provided that the interior side and rear property line does not abut a public or private street-Of driveway. b. Minimum Landscaped Setback: Parking spaces that back up directly into a driveway entrance must maintain a minimum landscaped setback of twenty feet (20') from any street facing property line. c. Access By Alley: Where vehicular access is provided by an alley, parking may intrude into the required rear yard; provided, however, the amount of setback intruded upon must be replaced by increasing the other required yards on site by an equivalent amount. Page 27 of 39 53 G. Lighting: 1. All roq°uirod parking aroao must bo ille;n4^ -:4h c minimum Icva! Cf maintainod 1.26 foot candlon-Gf Iih#-der-i;g-all-hGUFP a#eper-at+ea- 21. Lights provided to illuminate any parking area or vehicle sales areas as permitted by this code must be arranged so as to direct the light away from any premises upon which a residential dwelling unit is located. 32. Parking area light standards located within fifty-#ems (5Q')50 feet of a property line must not exceed twonty fivo foot (25')25 feet in height. 43. The dDirector of pk nning-and building oafbty may approve administrative adjustments from the lighting standards as provided in chapter 24, "Adjustments", of this title. K. Tandem Spaces Permitted: All tandem parking spaces, where allowed, must be clearly outlined on the surface of the parking facility. Tandem Spaces Permitted Percentage Of Percentage Of Total Total Required Required Spaces In Maximum Use Spaces Smoky Hollow Depth Single-family and 100 n/a 2 spaces' two-family dwellings Multiple-family Prohibited2 Prohibited2 n/a residential Retail uses and Prohibited 30 ,32 spaces services Industrial uses3 20 85 32 spaces Offices 20 85 l 32 spaces Restaurants F Prohibited F 10 'r32 spaces Notes: 1. Tandem spaces for single- and two-family dwellings must be assigned to the same unit. 2. Tandem parking is permitted for multiple-family residential developments involving density bonuses, pursuant to Government Code section 65915. 3. Includes manufacturing, warehousing, and research and development uses. Page 28 of 39 54 The dDirector ef-planningand building fety may approve tandem parking and/or administrative adjustments to the tandem parking standards as provided in chapter 24, "Adjustments", of this title, subject to conditions. The conditions may include recording of a covenant agreement, requiring a parking attendant, requiring valet service, and other operational conditions. The dDirector r of planning and building safety also approve tandem parking in excess of the above limits for permitted temporary uses and/or special events." O. Driveway And Curb Cuts: All curb cuts and driveways must lead directly to required parking. Curb cuts not leading to parking, must be removed whenever new buildings are constructed or additions are made to existing buildings. The location and design of all driveway entrances and exits must comply with the standards listed below. The goal of these standards is to: 1) preserve on street parking spaces, 2) improve traffic safety, and 3) improve on site vehicle circulation. 1. Driveway Aand Curb Cut Width: Gurb--Gllt-Widthl- Df4veway-Wid#i Zone- Minim, M}C-ffi LH-i-i- Mif1#il+ m- Maximum R—"-nd R 2 lots Icscc4han 1 n� 20 1 n� 20 feet 59 feed wide- i east 50 19 feet 25 feet 10 feet- I 28 feet feet wide- L7 2 c9wOnn 12 er feeler meet_ 30 feet12 feet 30 feet parl4ing-spaces-Gr- ;e-way drive aisle ,- c-crrn� 0 2 20 deet- 30 feet- 20 feet 30 feet seer-UG-way drove a0sle N<mmsidentjal 20 feet I30#fit- 20 feet 3$#2et_ Curb Cut Width' Drivewav Width (in feetL (in feet) Zone Minimum Maximum Minimum Maximum Page 29 of 39 55 -- -[ ——-- ---- --- R-1 and R-2 - lots less 10 20 10 20 than 50 feet wide R-1 and R-2 - lots at least 10 25 10 28 50 feet wide R-3 - servinq 12 or fewer 12 30 12 30 parking soaces or one- way R-3 - serving 13 or more 18 30 18 30 parkins soaces or two- way ._.. ._...... .... _ Nonresidential — one-wav d 12 30 12 f 30 Nonresidential — two-wav 18 �30 18 30 Note: 1. Curb cut width excludes the width of aprons. 2. Curb Cut Locations: Minimum Minimum Distance Minimum Distance Distance Between Curb Cuts From Curb Cuts From Curb Cuts On The Same To Street To Property Zone Property Corners Lines Residential 24 feet 20 feet 5 feet Nonresidential 24 feet 50 feet 5 feet -.IE Page 30 of 39 56 FIGURE 8 - CURB CUT AND DRIVEWAY LOCATIONS 20'MIN.DISTANCE 10'MIN.&28'MAX. 24'MIN. 10'MIN.&28 MAX. (RESIDENTIAL) R1&R2 DISTANCE R1&R2 50'MIN.DISTANCE 12'MIN.&30'MAX. 18'MIN.&30'MAX (COMMERCIAL) R3&COMMERCIALu� '— R3&COMMERCIAL— ONE WAY TWO WAY X APPROACH �r . � yyy " ADRIVEY PPRO CH SIDEWALK 4 � f a d d 4 C d i v A N DRIVEWAY DRIVEWAY< d d C d Q v •• R R 3. Adjustment Approval: The dDirector of planning-and-bt4dinS =u oty-may approve administrative adjustments to the driveway and curb cut standards as provided in chapter 24, "Adjustments", of this title. SECTION 31: Section 15-15-6(A) (Automobile Spaces Required) is amended as follows: A. Automobile Spaces Required: Number Of Parking Spaces Use Required I Commercial: Animal care: Animal boarding, kennels 1 space for each 300 square feet of office/retail area, plus 1 space per 1,000 square feet of storage and animal area including outdoor play area Animal daycare and training 1 space for each 300 square feet of j (no overnight stay) office/retail area, plus 1 space per 1,000 Page 31 of 39 57 square feet of storage and animal area, including outdoor area Veterinary hospital 1 space for each 300 square feet Fitness centers, gyms, health �1 space for each 150 square feet clubs i Hotels, motels, auto courts, bed r1 space for each of the first 100 rooms, and breakfast inns, motor lodges, or sleeping units; and tourist courts 3/4 space for each of the next 100 rooms, or sleeping units; and 1/2 space for each room above 200 rooms, or sleeping units Landscape nurseries 1 space for each 300 square feet of interior floor area, plus 1 space for each 1,000 square feet of exterior storage and display area Medical/dental offices and 1 space for each 200 square feet clinics Retail sales 1 space for each 300 square feet for the ----- --- - --- — first 25,000 square feet Retail services: Business and consumer 1 space for each 350 square feet for the _ support services second 25,000 square feet square feet for the I 1 space for each 400 s� Financial institutions P q area in excess of 50,000 square feet { F[Personal services q a General offices (including up to 500 square feet of accessory eating establishments) Eating and drinking establishments: Cafes: Which equal 20 percent or lessFS pace for each 300 square feet of the gross floor area of a multi-tenant shopping center, wM■r0wdwffd6__& Page 32 of 39 58 office development or the commercial portion of a mixed use development Any portion of a cafe or any 1 space for each 75 square feet, cumulative floor area of including outdoor areas if outdoor dining multiple cafes which exceed 20 area exceeds 200 square feet percent of a multi-tenant shopping center, office development, or the commercial portion of a mixed use development Fast food and drive-through 1 space for each 75 square foot area, restaurants, bars, and cocktail including outdoor dining areas. (Parking lounges for outdoor dining areas is required only for the portion that exceeds 200 square feet or 20 percent of the indoor dining area, whichever is less.) Minimum of 3 spaces regardless of size Food to go uses ! 1 space for each 300 square feet, with a minimum of 3 spaces Full service restaurants 1 space for each 75 square feet of dining area, including outdoor dining areas (parking for outdoor dining areas is required only for the portion that exceeds 200 square feet or 20 percent of the indoor dining area, whichever is less), and 1 space for each 250 square feet of nondining areas. Minimum of 3 spaces regardless of size Group care: Daycare (adult and children) 1 for every 7 adults/children, plus 1 space for each emolovee and faculty member Hospitals 11/2 spaces for each bed Senior communities, rest homes, 1 space for each 2 beds convalescent homes Page 33 of 39 59 Industrial uses: 'C Data centers space for each 3,500 square feet Heavy industrial: Extraction of raw materials and 1 space for each 500 square feet for the refining first 50,000 square feet Factories 1 space for each 1,000 square feet for Generating stations the area in excess of 50,000 square feet Heavy manufacturing ght industrial: High and medium bay labs 1 space for each 500 square feet for the Light assembly and first 50,000 square feet processing 1 space for each 1,000 square feet for the area in excess of 50,000 square Light manufacturing feet Research and development (includes office with on site testing facilities) Wholesaling 1 space for each 300 square feet of office and/or showroom area, plus parking as required for storage/warehouse areas Ministorage, personal storage 5 spaces minimum, plus 1 space per 50 storage units or 5,000 square feet Warehousing and storage related uses: Fi eight forwarding 1 space for each 1,000 square feet for General storage the first 20,000 square feet Transfer, trucking yards or 1 space for each 2,000 square feet for terminals the second 20,000 square feet Warehouses and storage 1 space for each 4,000 square feet for buildings Page 34 of 39 60 Warehousing and distribution the area in excess of 40,000 square feet Public assembly: i Assembly hall: F '-J-1-With fixed seats 1 space for every 4 seats Without fixed seats 1 space for every 35 square feet of floor I area used for assembly purposes Recreational uses: —A ArGadoo primary: ►mac (mor i 1 spsco for--ea4" &"gN,&rn foot 3 gamooloo np,_,tcru) Batting cages 2 spaces for each cage Billiard parlors/pool halls - primary space for each 100 square feet use (more than 2 tables) Bowling alleys 4 spaces for each lane, plus parking for other uses Residential uses: Caretaker units 1 space for each unit Live/work units 2 spaces for each unit plus 1 space per 350 square feet of commercial/work area Lodging houses, rooming houses, 1 space for each guestroom and guesthouses { Multiple-family dwellings 2 6paGes for e-aoh unit plus `'��-vis;te; spaees-#er the firms 2 _5 dinn I Inits and 2 vicitcr-pa1� for _-4�ch QQVi4iQRW 2 unite (c,g., 3 _ 5 anito = 2 ver spae--,Q vnito = 4, 0 _ 11 vniis-m5-, 12 _ 1`1 unito = E, oto.)2 spaces per unit, plus 1 visitor space for every 3 units (3-5 units = 1 visitor space, 8-8 units - 2 visitor spaces, etc.) Page 35 of 39 61 Single-family and two-family 2 spaces for each unit and 1 additional dwellings space for dwelling units exceeding 3,500 square feet of gross floor area Schools - educational institutions: i Preschool, elementary through 1 space for each 1 classroom, plus 1 junior high level space for each employee and faculty member High school level 7 spaces per classroom plus auditorium or stadium parking requirements Adult level, college, business and j 1 space for every 50 square feet of trade gross floor area or 1 space for every 3 i fixed seats - whichever is greater; or, as modified by a parking demand study Vehicle related services': Car washes: Automated, and/or accessory 2 space minimum, plus queuing space to service/gas station for 3 vehicles ahead of each wash I lane Full service 10 spaces minimum or 1.5 spaces per 1,000 square feet, whichever is greater, plus 3 space queuing lane ahead of each wash lane Self-service f 1 space minimum per washing stall Service stations 3 spaces minimum or 1 space per 300 square feet of office/retail area, whichever is greater Vehicle maintenance/repair, 2 spaces for each service stall plus 2 accessories installation, and body spaces for office shops Additionally, a parking plan must be submitted for automobile service uses that include limited automobile sales. The plan must demonstrate that the area for the display of automobiles for sale will not encroach into required setbacks, parking spaces, driveways, .MMIZ7 Page 36 of 39 62 IIdrive aisles, vehicle back up areas, landscaping, and any other required use areas as required by this code Note: 1. Repair bays, washing stalls, vacuum stalls, and fuel pump spaces do not count toward required parking. SECTION 32. Subsection 15-15A-4(B) is amended to read as follows: "B. The Landscape Documentation Package must include a "Certificate of CorapletionCompliance" that has been prepared by an appropriately licensed professional stating that the landscape design and water use calculations were prepared by or under the supervision of the licensed professional and are certified to comply with the Water Conservation in Landscaping Act." SECTION 33: Subsection 15-15A-14(B) is amended to read as follows: "B. Items Submitted For Review: The following items must be submitted for review to request a certificate of oomplioncecompletion: 1. Landscape Certificate of Completion form. 2. Soil Management Report. 3. Irrigation Scheduling Parameters. 4. Irrigation audit report, Irrigation Survey, or Irrigation Water Use Analysis report. 5. Landscape and Irrigation Maintenance schedule." SECTION 34: CONSTRUCTION. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 35: ENFORCEABILITY. Repeal of any provision of the ESMC does 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 36: VALIDITY OF PREVIOUS CODE SECTIONS. If this entire Ordinance or its application is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the ESMC or other city ordinance by this Ordinance will be rendered void and cause such previous ESMC provision or other the city ordinance to remain in full force and effect for all purposes. SECTION 37: SEVERABILITY. If any part of this Ordinance or its application is deemed Page 37 of 39 63 invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 38; The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of EI 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. Page 38 of 39 64 SECTION 39: This Ordinance will go into effect and be in full force and effect on the thirty-first (31st) day after its passage and adoption. PASSED AND ADOPTED this__day of 12017- Suzanne 2017.Suzanne Fuentes, Mayor APPROVED AS TO FORM; By: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES } SS CITY OF EL SEGUNDO } I, Tracy Weaver, City Clerk of the City of EI 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 2017, 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 , 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 39 of 39 65 ORDINANCE NO. 1552 AN ORDINANCE AMENDING VARIOUS SECTIONS EL SEGUNDO MUNICIPAL CODE (ESMC) TITLE 15 (ZONING CODE). (ZONE TEXT AMENDMENT NO. 16-05) The City Council of the city of EI Segundo does ordain as follows: SECTION 1: The Council finds and declares as follows: A. On June 23, 2016, the City initiated the process to amend various sections of ESMC Title 15 (Zoning Code). B. 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); C. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the application before the Planning Commission for June 8, 2017; D. On June 8, 2017, the Planning Commission held a public hearing to receive public testimony and other evidence regarding the application including, without limitation, information provided to the Planning Commission by city staff; and, adopted Resolution No. 2819 recommending that the City Council approve the proposed project; E. On July 5, 2017, the City Council held a public hearing and considered the information provided by City staff and public testimony regarding this Ordinance; and F. This Ordinance and its findings are made based upon the entire administrative record including, without limitation, testimony and evidence presented to the City Council at its July 5, 2017 hearing and the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings and Conclusions. The City Council finds that implementing the proposed ordinance would result in the following: A. Add daycare centers to the permitted uses in the CRS and C-2 zones; Page 1 of 9 66 B. Remove video arcades from the uses subject an administrative use permit and a conditional use permit in the CRS and C-2 zones; C. Add animal hospitals to the permitted uses in the C-2 zone; D. Add fitness centers to the permitted uses in the C-2 zone; E. Add car rental agencies to the uses subject to a conditional use permit in the C-2 zone; F. Add studios for film and photography (production studios) to the permitted uses in the SB zone; SECTION 3: General Plan Findings. As required under Government Code Section 65860, the ESMC amendments proposed by the Ordinance are consistent with the EI Segundo General Plan as follows: A. The proposed ordinance is consistent with Goal LU4 of the General Plan Land Use Element in that it will permit new commercial uses, such as animal hospitals, daycare centers, and fitness centers, which will promote a mixed- use environment in existing commercial areas. B. The proposed ordinance is consistent with Objective LU4-4 of the General Land Use Element in that it will permit new uses in existing commercial and industrial areas, such as animal hospitals, daycare centers, fitness centers, car rental agencies, and production studios, which have the potential to maximize economic benefit, reduce traffic impacts, and encourage pedestrian environments. C. The proposed ordinance is consistent with Objective ED1-2 of the General Plan Economic Development Element in that would permit several new uses in existing commercial and industrial areas, which promotes the diversification of the City's retail and commercial base. SECTION 4: Zone Text Amendment Findings. In accordance with ESMC Chapter 15-26 (Amendments), and based on the findings set forth in Section 2, the proposed ordinance is consistent with and necessary to carry out the purpose of the ESMC as follows: A. The ordinance is consistent with the purpose of the ESMC, which is to serve the public health, safety, and general welfare and to provide the economic and social advantages resulting from an orderly planned use of land resources. B. The ordinance is necessary to facilitate the development process and ensure the orderly development of buildings, parking areas, landscaping, and the location of uses in the City. The intent of the ordinance is to clarify definitions of terms, the permitted uses, and the development standards in Page 2of9 67 various zones, which will facilitate and expedite the development process and provide economic and social benefits resulting from the orderly planned use of land resources. SECTION 5: Environmental Assessment. Pursuant to the provisions of the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. ("CEQA"), and the regulations promulgated thereunder(14 California Code of Regulations §§ 15000, et seq., the "State CEQA Guidelines"), the proposed ordinance is exempt from further review, because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory standards or findings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the environment. In addition, any environmental impacts associated with this ordinance are adequately addressed in the General Plan FEIR. Accordingly, this ordinance is consistent with the General Plan FEIR and is exempt from further environmental review requirements under the California Environmental Quality Act. Furthermore, this ordinance constitutes a component of the EI Segundo Municipal Code which the Planning Commission determined to be consistent with the FEIR for the City of EI Segundo General Plan on December 1, 1992. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. § 15168(c)(2). SECTION 6: Section 15-5A-2 (Downtown Commercial (C-RS) zone permitted uses) is amended to read as follows: "The following uses are permitted in the C-RS zone: A. Billiard-pool rooms and bowling alleys. B. Financial institutions. C. Daycare centers. GD. General offices. DE. Government buildings (including offices, police and fire stations, parking and related buildings). €F. Medical-dental offices. G. Restaurants, delicatessens, and cafes (excluding dancing and entertainment). GH. Retail uses providing sales (excluding off site alcohol sales) and services. MI. Schools. Page 3 of 9 68 U Other similar uses approved by the dDirector of planning-ani building safety, as provided by chapter 22 of this title." SECTION 7: Section 15-5A-4 (Downtown Commercial (C-RS) zone uses subject to administrative use permit) is amended to read as follows: "A. The off site sale of alcohol at retail establishments. B. The on site sale and consumption of alcohol at restaurants, drive-through restaurants, and delicatessens. C. Vidoo 3r-ades-with thrw (3}vr-�-v;lec cr crcade moohinco. OC. Other similar uses approved by the dDirector of-plannipg-and-bLu4diflg-safety, as provided by chapter 22 of this title." SECTION 8: Section 15-5A-5 (Downtown Commercial (C-RS) zone uses subject to conditional use permit) is amended to read as follows: "The following uses are allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Assembly halls. B. On site sale and consumption of alcohol at bars. C. Outdoor dining, exempting oafoc, ",td or dining &t .sost-,uraRt&-end drivo through restaurants who.s oufdeer dining camprise i onty porron+ (30%) or loco of tfi.3 tctW dining aroa cf tho �3tat4faRt ar driva through rootaurant, but not oncoo ling twe hup&ed (200) square-foot of floor ar✓a.Outdoor dining areas for restaurants, except cafes, that are larqer than 200 square feet. D. Service stations, if a five-hundred foot (500') 500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. E. Vidoo aro"Aosw44-fewF(4) ar-more- &e or arood❑ moohine,& E. Other similar uses as approved by the dDirector of-planing--ani, building safety, as provided by chapter 22 of this title." SECTION 9: Section 15-513-2 (Neighborhood Commercial (C-2) zone permitted uses) is amended to read as follows: "The following uses are permitted in the C-2 zone: Page 4 of 9 69 A. Animal Hospitals. B. Davcare Centers. C. Fitness Centers. AD. General and medical-dental offices. BE. N&ig#ber-hood servio-oo, inclsAing, but nate+ osut�VOraor-shGp&and markets. Services C. Noighborhood oorving a^mmoroial s:sa, inolNding, but not limitod to, rataU cafes -eff site e alGohol oaL�. OF. Public uses, including, but not limited to, fire and police stations, post offices and libraries. €G. Recreational facilities (public and private). H. Restaurants and cafes. I. Retail Sales. GJ. Other similar uses approved by the dDirector of oommNnity, ec,non* arrd devolopmcnt 3orviocc, as provided by chapter 22 of this title." SECTION 10: Section 15-513-4 (Neighborhood Commercial (C-2) zone uses subject to administrative use permit) is amended to read as follows: "A. The off site sale of alcohol at retail establishments. B. The on site sale and consumption of alcohol at restaurants, drive-through restaurants, and delicatessens. G VAdca arocdes with th= (3) or(ower-ldeo--Qr sro&do msahinesr DC. Other similar uses approved by the dDirector o#-pommun ty, cxgonomio and development DcMoes, as provided by chapter 22 of this title." SECTION 11: Section 15-513-5 (Neighborhood Commercial (C-2) zone uses subject to conditional use permit) is amended to read as follows: "The following uses shall be allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title. A. Bed and breakfast inns. Page 5 of 9 70 B. Car rental agencies. €C. On site sale and consumption of alcohol at bars. SD. O�;tdoor dinisg, ors:mpting oofrr, or dinng at roat3Urants and drivo throSJh rootouranto whoro ovtdoor �ininr cempr« ,a te oont (.209X;) or l000 of tho totsi diRinS sruvi. of tho rootaurant or d6vo through rootaarant, _Kut not-exeee ng4wo hw drod (200) oqucro foot V flcor aron.Outdoor dining areas for restaurants. except cafes, that are larger than 200 square feet. OE. Service stations, if a five h} foot (500`) 500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. E. Vidoo sroado& vAth four (1) or more4doc or sroadc msohines F. Other similar uses approved by the dDirector of oommanity, 000ncmic snd de-yelopment rcrnes, as provided by chapter 22 of this title." SECTION 12: Section 15-6C-2 (Small Business (SB) zone permitted uses) is amended to read as follows: "The following uses are permitted in the SB zone: A. Art studios (production space only). B. General and/or multimedia related offices, up to 15,000#if,03n thousand (16,000) square feet per site. C. General offices in conjunction with any other permitted use as long as the office use does not occupy in excess of 40" percent (40%) of the total building square footage. D. General storage and warehousina. OE. Light industrial uses. €F. Manufacturing. 1=G. Public facilities and utilities. GH. Research and development. #I. Restaurants and cafes without drive-through facilities. Page 6 of 9 71 '. '"T Warehousing and dictribution J. Studios for film and Photouraahv (production studios). JK. Other similar uses approved by the dDirector of planr4ng and building onfoty, as provided by chapter 22 of this title." SECTION 13: Section 15-6C-3 (Small Business (SB) zone permitted accessory uses) is amended to read as follows: "A. Any use customarily incidental to a permitted use. B. Cafes. C. Employee recreation facilities and play areas. D. Open storage incidental to a principal use. E. Parking structures and surface parking lots. F. Permitted wholesale sales and services ("will call" types of businesses). G. Retail sales and services. H. Single caretaker units at the ratio of one per legal building site or business establishment whichever is larger, au long ao two (2) an isito psrtcing opere pr-evWed far aaah dweNring unit. I. Other similar uses approved by the dDirector of plenning &n� bv iWing safety, as provided by chapter 22 of this title." SECTION 14: Section 15-6C-5 (Small Business (SB) zone uses subject to conditional use permit) is amended to read as follows: "The following uses shall be allowed subject to obtaining a conditional use permit, as provided by chapter 23 of this title: A. Automobile service uses, if a three hundred foot (300') minimum distance from any residentially zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. B. Freight forwarding. C. r vt&cr dining, oxe ing aafoc, outdoo-r�:-ig at route u raRts-and-d4wthrough raotaw-^ whem outdeor dining oomprioo❑ twepAy-Wc/int (20%) cr less of tho total dk in"rec of tho r3Qtaurent or driva thr--,,�,gh rcat�:rsnt, but nct exoeedi we Page 7of9 72 #ufldr---d (2W) cgwre-foot of floor area_Outdoor dining areas for restaurants. except cafes, that are larger than 200 square feet. D. Service stations, if a f vo hurArad foot (600')500-foot minimum distance from any residential zoned property is provided. This distance criteria does not apply to properties east of Sepulveda Boulevard. E. Other similar uses approved by the dDirector of-commvnity, "-VR0FRic-aand dovolopmont otrviees, as provided by chapter 22 of this title." SECTION 15: CONSTRUCTION. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 16: ENFORCEABILITY. Repeal of any provision of the ESMC does 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 17: VALIDITY OF PREVIOUS CODE SECTIONS. If this entire Ordinance or its application is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the ESMC or other city ordinance by this Ordinance will be rendered void and cause such previous ESMC provision or other the city ordinance to remain in full force and effect for all purposes. SECTION 18: 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. SECTION 19: The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of EI 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. Page 8 of 9 73 SECTION 20: This Ordinance will go into effect and be in full force and effect on the thirty-first (31st) day after its passage and adoption. PASSED AND ADOPTED this day of 2017. Suzanne Fuentes, Mayor APPROVED AS TO FORM: By: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI 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 2017, 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 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 9 of 9 74 ORDINANCE NO. 1553 AN ORDINANCE AMENDING VARIOUS SECTIONS EL SEGUNDO MUNICIPAL CODE (ESMC) TITLE 15 (ZONING CODE). (ZONE TEXT AMENDMENT NO. 16-05) The City Council of the city of EI Segundo does ordain as follows: SECTION 1: The Council finds and declares as follows: A. On June 23, 2016, the City initiated the process to amend various sections of ESMC Title 15 (Zoning Code). B. 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); C. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the application before the Planning Commission for June 8, 2017; D. On June 8, 2017, the Planning Commission held a public hearing to receive public testimony and other evidence regarding the application including, without limitation, information provided to the Planning Commission by city staff; and, adopted Resolution No. 2819 recommending that the City Council approve the proposed project; E. On July 5, 2017, the City Council held a public hearing and considered the information provided by City staff and public testimony regarding this Ordinance; and F. This Ordinance and its findings are made based upon the entire administrative record including, without limitation, testimony and evidence presented to the City Council at its July 5, 2017 hearing and the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings and Conclusions. The City Council finds that implementing the proposed ordinance would result in the following: A. Clarify the front yard setback requirements in the R-3 zone; Page 1 of 6 75 B. Clarify the required open space and landscape area dimensions in the R-3 zone; and C. Modify ESMC chapter 15-24 to allow the director to approve adjustments to the required open space dimensions and minimum landscape area in required open space in the R-3 zone. SECTION 3: General Plan Findings. As required under Government Code Section 65860, the ESMC amendments proposed by the Ordinance are consistent with the EI Segundo General Plan as follows: A. The proposed ordinance is consistent with Objectives LU3-2 and LU3-3 of the General Plan Land Use Element in that it would permit flexibility in the design of multi-family developments, by clarifying the permitted encroachments in the front yard and permitting adjustments to the size and dimensions of open space areas and landscaping on lots in the R-3 zone. F. The proposed ordinance is consistent with Policy C3-1.9 of the General Plan Circulation Element in that it will maintain a minimum stacking distance of 20 feet at the entrances of multi-family residential developments. SECTION 4: Zone Text Amendment Findings. In accordance with ESMC Chapter 15-26 (Amendments), and based on the findings set forth in Section 2, the proposed ordinance is consistent with and necessary to carry out the purpose of the ESMC as follows: A. The ordinance is consistent with the purpose of the ESMC, which is to serve the public health, safety, and general welfare and to provide the economic and social advantages resulting from an orderly planned use of land resources. B. The ordinance is necessary to facilitate the development process and ensure the orderly development of buildings, parking areas, landscaping, and the location of uses in the City. The intent of the ordinance is to clarify definitions of terms, the permitted uses, and the development standards in various zones, which will facilitate and expedite the development process and provide economic and social benefits resulting from the orderly planned use of land resources. SECTION 5: Environmental Assessment. Pursuant to the provisions of the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. ("CEQA"), and the regulations promulgated thereunder(14 California Code of Regulations §§ 15000, et seq., the "State CEQA Guidelines"), the proposed ordinance is exempt from further review, because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory standards or findings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the Page 2 of 6 76 environment. In addition, any environmental impacts associated with this ordinance are adequately addressed in the General Plan FEIR. Accordingly, this ordinance is consistent with the General Plan FEIR and is exempt from further environmental review requirements under the California Environmental Quality Act. Furthermore, this ordinance constitutes a component of the EI Segundo Municipal Code which the Planning Commission determined to be consistent with the FEIR for the City of EI Segundo General Plan on December 1, 1992. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. § 15168(c)(2). SECTION 6: Subsection 15-4C-5(D) (R-3 zone Setbacks) is amended to read as follows'- "D. ollows:"D. Setbacks: AAdin"r atruoturo may onGreaoh�u.,p to two foot (2') intc a roqui� f-cl; pf��, that an equivalent �'�'rr`o ill !(baG!(c frr.m the ro�red ' -�yj,aFd. -4 his enGreashmcnt ohatt--n- to allawed in sny yard adja✓unt to u zinglo fami', a4 tee. 1. Front Yard: Structures must maintain a minimum setback of 15 feet. Entry pates for vehicular access must maintain a minimum setback of 20 feet.An-,a-ver-age-of twenty foo+ �'0') oholl be--prov+de�, but in ns-rase-ohall it be le66 than fifteen foo+ (16') &hGId vphicul3r a0000c ho through tho front yard and coR#o#ed-by an ontry gate-,-a r ims:m of twe-Rt-y-feet (20') che,ll b -p4�evidod for a vohiJra to Jcm-vrwi!y-mop outol e tho gatod aroa prior to ontoring tho projeet: SECTION 7: Subsection 15-4C-5(I) (R-3 zone Open Space and Recreation requirements) is amended to read as follows: "I. Open Space And Recreation Requirements: The following minimum open space and recreational facilities s#a-4must be provided: Private Common Number Open Space per Open Space per Recreational Of Units unit unit Facilities per unit 4 or lessfewer 50 square 150 square units feet/unit feet)unit-- i 5 - 9 snits 50 square 200 square feet/unit feetluit 10 - 20 units 50 square 250 square feet/unit feet/Vnit 21 - 59 units and 50 square 250 square 50 square above feet/m# feetleei-t feet4M Page 3 of 6 77 50 and up 11-7-Q orvpre foot/unit 750 square 60 rrauarc fc0±/,:nit feet/ureit All required open space and recreational facilities shall-beare in addition to the required front and street side setbacks. Interior side and rear setbacks may be considered as required open spaces and recreation facilities. Landaoapool arono arc Gar-s+dared so opcn spathy, aro phyaioaO.ly or vioaa*,a000--cb,lo to tho A landaaapod aro; m=t b3 a minimam of fivo foot (6') in bot44ength and width in erdar to bo oGuMed as opon opase- All required common open space must: a) be Physically or visually accessible to the residents, b) be a minimum of 5 feet in both length and width, and c) include a minimum of 50 percent of softscape landscaping. Adiustments: The Director may approve adiustments from the minimum open space dimensions and landscaping percentage standards as provided in chapter 24, "Adiustments", of this title." SECTION 8: Subsection 15-4C-6(B) (R-3 zone Landscaping) is amended to read as follows: "B. Those setback areas fronting upon a public street must incorporate a combination of Softscape and Hardscape in the landscape, except for those portions devoted to vehicular parking. At Ioaot ftly p3rc/3nt (50%J, of th---ra^,��^mmen e".-. opaoo moot in3ls,:lc Softoocpo landsoaping. In addition, those portions of the property which abut a different zoning classification must be landscaped with trees and shrubs to provide an effective buffer from adjoining property. SECTION 9: Section 15-24-1 (Adjustments) is amended to read as follows: "15-24-1: GRANTING: Whenever a strict interpretation of the provisions of this title or its application to any specific case or situation pertaining to the following items would result in the unreasonable deprivation of the use or enjoyment of property, an adjustment or an administrative adjustment may be granted, subject to the following restrictions. Adjustments may be granted to allow: A. A fence, wall, or hedge up to a maximum height of eight foot4' 8 feet. B. Architectural landscape features which exceed the standards set forth in section 15-2- 14 of this title. C. Signs which exceed the standards set forth in chapter 18 of this title. Page 4 of 6 78 D. Noise permits which exceed the standards set forth in section 7-2-11 of this code. E. Parking and loading space standards as set forth in chapter 15 of this title. F. Reduction of retention of a minimum of fifty poroont (EQ%)50 percent of exterior perimeter wall height and/or deviation from development standards for life safety purposes. G. Deviation from development standards for reasonable access accommodations. H. Dimensions of required open space and size of required landscapinq area within required open space in the Multi-family residential (R-3) zone as set forth in section 15-4C-5 of this title." SECTION 10: CONSTRUCTION. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 11: ENFORCEABILITY. Repeal of any provision of the ESMC does 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 12: VALIDITY OF PREVIOUS CODE SECTIONS. If this entire Ordinance or its application is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the ESMC or other city ordinance by this Ordinance will be rendered void and cause such previous ESMC provision or other the city ordinance to remain in full force and effect for all purposes. SECTION 13: 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. SECTION 14: 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. Page 5 of 6 79 SECTION 15: This Ordinance will go into effect and be in full force and effect on the thirty-first (31st) day after its passage and adoption. PASSED AND ADOPTED this day of , 2017. Suzanne Fuentes, Mayor APPROVED AS TO FORM: By: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI 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 2017, 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 , 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 6 of 6 80 ORDINANCE NO. 1554 AN ORDINANCE AMENDING VARIOUS SECTIONS EL SEGUNDO MUNICIPAL CODE (ESMC) TITLE 15 (ZONING CODE). (ZONE TEXT AMENDMENT NO. 16-05) The City Council of the city of EI Segundo does ordain as follows: SECTION 1: The Council finds and declares as follows: A. On June 23, 2016, the City initiated the process to amend various sections of ESMC Title 15 (Zoning Code). B. 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); C. The Planning and Building Safety Department completed its review and scheduled a public hearing regarding the application before the Planning Commission for June 8, 2017; D. On June 8, 2017, the Planning Commission held a public hearing to receive public testimony and other evidence regarding the application including, without limitation, information provided to the Planning Commission by city staff; and, adopted Resolution No. 2819 recommending that the City Council approve the proposed project; E. On July 5, 2017, the City Council held a public hearing and considered the information provided by City staff and public testimony regarding this Ordinance; and F. This Ordinance and its findings are made based upon the entire administrative record including, without limitation, testimony and evidence presented to the City Council at its July 5, 2017 hearing and the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings and Conclusions. The City Council finds that implementing the proposed ordinance would result in the following: F. Modify the R-2 zone development standards to allow encroachments of porches, decks and related covers into the required front yard setback; Page 1 of 4 81 SECTION 3: General Plan Findings. As required under Government Code Section 65860, the ESMC amendments proposed by the Ordinance are consistent with the EI Segundo General Plan as follows: A. The proposed ordinance is consistent with Objectives LU3-2 and LU3-3 of the General Plan Land Use Element. It would permit flexibility in the design of two-family developments in the R-2 zone while maintaining its character, by permitting porches, decks and patio covers in the front yard. SECTION 4: Zone Text Amendment Findings. In accordance with ESMC Chapter 15-26 (Amendments), and based on the findings set forth in Section 2, the proposed ordinance is consistent with and necessary to carry out the purpose of the ESMC as follows: A. The ordinance is consistent with the purpose of the ESMC, which is to serve the public health, safety, and general welfare and to provide the economic and social advantages resulting from an orderly planned use of land resources. B. The ordinance is necessary to facilitate the development process and ensure the orderly development of buildings, parking areas, landscaping, and the location of uses in the City. The intent of the ordinance is to clarify definitions of terms, the permitted uses, and the development standards in various zones, which will facilitate and expedite the development process and provide economic and social benefits resulting from the orderly planned use of land resources. SECTION 5: Environmental Assessment. Pursuant to the provisions of the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. ("CEQA"), and the regulations promulgated thereunder(14 California Code of Regulations §§ 15000, et seq., the "State CEQA Guidelines"), the proposed ordinance is exempt from further review, because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory standards or findings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the environment. In addition, any environmental impacts associated with this ordinance are adequately addressed in the General Plan FEIR. Accordingly, this ordinance is consistent with the General Plan FEIR and is exempt from further environmental review requirements under the California Environmental Quality Act. Furthermore, this ordinance constitutes a component of the EI Segundo Municipal Code which the Planning Commission determined to be consistent with the FEIR for the City of EI Segundo General Plan on December 1, 1992. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. § 15168(c)(2). SECTION 6: Subsection 15-413-6(D)(1) (R-2 zone front and rear yard setbacks) is amended to read as follows: Page 2 of 4 82 1. Front And Rear Yard: The combined total of setbacks for the front and rear yard s#aflmust be at least #44y feet�3G�)30 feet, with no front yard setback less than twenty foot (30')20 feet and no rear yard setback less than fivo foot (5')5 feet. a) Encroachments. The followinq structures may encroach in the required front yard setback: i) Porches or verandas not fully enclosed on 3 sides (railings and/or columns permitted): ii) Raised decks not qreater than 2 feet above grade constructed in coniunction with a lattice cover not areater than 10 feet above arade: iii) Lattice patio covers not greater than 10 feet above g rade; These structures may encroach up to 6 feet into the required setback for 50 percent of the building width. not to exceed 20 feet." SECTION 7: CONSTRUCTION. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 8: ENFORCEABILITY. Repeal of any provision of the ESMC does 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: VALIDITY OF PREVIOUS CODE SECTIONS. If this entire Ordinance or its application is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the ESMC or other city ordinance by this Ordinance will be rendered void and cause such previous ESMC provision or other the city ordinance to remain in full force and effect for all purposes. 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. SECTION 11: The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of EI 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. Page 3 of 4 83 SECTION 12: This Ordinance will go into effect and be in full force and effect on the thirty-first (31 st) day after its passage and adoption. PASSED AND ADOPTED this _ day of 12017. Suzanne Fuentes, Mayor APPROVED AS TO FORM: By: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI 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 2017, 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 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 4 of 4 84 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action related to a status update on items in the due diligence period of the ground lease agreement between CenterCal and the City with regard to the potential development of a Top Golf facility on the City's golf course ("The Lakes"). Additionally, to provide direction to staff with respect to potential amendments to the Lease, including but not limited to golf`and youth groups' use of the facility and other use of the facility by the City, the Chevron deed restriction, lighting at the golf course, and extension of the due diligence period. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Receive and file update and provide direction regarding potential lease amendments; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: N/A ORIGINATED BY: Mark Hensley, City Attorney REVIEWED BY: Meredith Petit, Director of Recreation and Park APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The purpose of this agenda item is to provide the Council with an update regarding the satisfaction of the due diligence conditions (conditions which must be satisfied before the Lease becomes effective) and seek Council direction regarding some potential revisions to the Lease. This is not a meeting that is appropriate for Council to express thoughts on whether the proposed project should be approved or denied. Such a decision will be made by the Council at a publicly noticed hearing which will likely take place in September. The Council at a Special Meeting held on August 1, 2017, directed staff to come forward with this staff report. As amended,the Due Diligence and Ground Lease Agreement between the City and ES CenterCal, LLC sets forth thirteen conditions precedent that must be completed before the premises is turned over to CenterCal and the basic term of the Lease begins. Below is a summary of each condition and an update on its status: 85 1. CenterCal files an application for all required project land use entitlements (for example, zoning change and environmental review) and the Council approves or denies such in its sole discretion. Status: The applicant has filed the required application. The Planning Commission has held a public meeting and has recommended that the Council approve the entitlements. The Council will consider the entitlements at a public hearing in September. 2. CenterCal has prepared, and City has approved, final building plans for the golf course improvements and the premises improvements as described in the Lease. Status: Plans and specifications have been submitted by CenterCal and are in process of being reviewed by the City's Department of Planning, Building & Safety. It is recommended that the final golf course and clubhouse design be utilized to update/revise Exhibit D to the Lease to more accurately reflect the final approved design of the project. 3. CenterCal to enter into construction contracts for construction of the golf course improvements. Status: CenterCal has stated it has bid the project and is ready to enter into construction contracts if the project entitlements are approved by the City. 4. CenterCal to enter into a sublease of the premises with Topgolf El Segundo that requires Topgolf to operate the premises for at least seven years. Status: As of August 8, 2017, CenterCal reports that the sublease is drafted and is very close to being finalized. CenterCal expects it will be executed during the week of August 7 or August 14. 5. CenterCal to deliver written notice to the City that it desires to have the Lease become effective (the "Due Diligence Acceptance Notice"). Status: This notice cannot be provided until and unless the City approves the related entitlements and all other due diligence/conditions precedent are satisfied. If all those things occur, staff expects the Due Diligence Acceptance Notice will be provided. 6. CenterCal to receive written confirmation from Chevron approving of the proposed premises improvements and the proposed use of the premises as contemplated by the Lease. The Chevron approval must be in recordable form and may not impose any obligations on the City or on the property, but may place obligations on CenterCal and the premises during the term of the Lease. Status: CenterCal has stated that it has been in negotiations with Chevron and states that Chevron has agreed in principle to the proposed premises improvements and the proposed use of the premises as contemplated by the Lease. CenterCal states a written document in recordable form has been prepared and is nearly complete. CenterCal does not believe that Chevron will execute the document before the potential second read of the ordinance for the 86 project entitlements. Accordingly, to ensure that the document is in a form acceptable to the City,it is recommended that the Lease be amended to provide as an attachment the exact form of the document to be executed. CenterCal believes Chevron will agree to execute the document if the City approves the project entitlements. 7. City to determine, in its discretion, that the CenterCal Guarantor has sufficient financial strength to guarantee the construction of the golf course improvements, that Topgolf International, Inc. (TGI) has sufficient financial strength to guarantee construction of the premises improvements, and TGI Subsidiary Guarantor has sufficient financial strength to guarantee the operation of the premises during the operating period and to guarantee rent payments as required by the Lease. Status: Completed. An outside financial consultant worked with the City with this item and it was completed numerous months ago. 8. CenterCal, TGI, and TGI Subsidiary Guarantor to execute their respective guarantees. Status: Staff expects these guarantees will be timely executed and delivered if the project entitlements are approved. The forms of the guarantees are attached to the Lease so there is nothing for the parties to negotiate with respect to this item. 9. CenterCal and City to enter into an irrevocable license that grants CenterCal ingress and egress to and from the existing parking lot on the premises and the right to use 70 parking spaces on the lot and provides that up to 30 of the 70 spaces will be marked with signs to indicate that are for the exclusive use of golf course patrons during the golf course's hours of operation. Status: CenterCal is drafting the license and stated it will have it to the City in the next few days and staff expects to complete it the week of August 7, 2017. Expected to be finalized and executed the week of August 14, 2017. 10. CenterCal and City to have entered into an access agreement granting CenterCal the right to access the golf course to construct the golf course improvements. Status: CenterCal is drafting the agreement and expects it will deliver to the City in the next few days and staff expects to be complete the agreement the week of August 7, 2017. Expected to be finalized and signed the week of August 14, 2017. 11. CenterCal to prepare, at its expense, the legal descriptions for the "Premises" (the Top Golf facility) and the golf course. Status: CenterCal states that it has completed the descriptions and has promised to deliver them to staff. 12. CenterCal and City to have agreed upon the value of the subject property prior to the end of the due diligence period. Status: City is in the process of retaining an appraiser to provide the valuation. 87 13. If Topgolf received all necessary permits and approvals to commence construction of the Topgolf facility, CenterCal will deposit $400,000 into an escrow account and enter into an escrow agreement with City for the purpose of funding a portion of the cost to purchase and install lights on the golf course. Status: This item will be completed if the project entitlements are approved. Staff recommends that the Lease provide for CenterCal to install the lights if the due diligence conditions are satisfied. It is recognized that the lighting improvements may cost more than $400,000 staff is recommending that the City agree to be responsible for the additional expense to the extent such is the result of the bidding for the improvements and/or there are cost overruns due to unforeseen conditions on the property. If the Council is in agreement with this change, the Lease will need to be amended to reflect such. While some of the conditions and issues above were discussed at the Special Council Meeting, there are additional issues that were discussed at that meeting that Council needs to provide direction to staff for purposes of amending the Lease. First,the Subcommittee is recommending that rather than have Top Golf operate the driving range professionals and youth group activities on the facility, that the City will operate such programs. Top Golf is offering use of its facilities for these uses on the following dates and times: Monday-Thursday: 10 hitting bays 8am-4pm and 4 hitting bays 4-7pm Friday: 6 hitting bays 8am-2pm and 3 hitting bays 2-6pm Saturday/Sunday: 4 hitting bays 8am-12pm and 3 hitting bays 12-4pm *Additional usage outside of the above limits and times can be reserved at a rate of 50% hourly rate. The City will employ or designate a staff member to act as a facilitator between the City and Top Golf for purposes of managing the City's use of the Top Golf facility during these times. The City and Top Golf would like to make these changes to the Lease, and additionally provide a provision that would allow for the parties to meet and discuss from time to time how the programs are operating and jointly determine if the Lease needs to be amended if it is decided that changing the operation of these programs would be in both parties' best interests. Additionally,while the Lease provided that two golf professionals would be paid by Top Golf during the construction period of the facility, CenterCal and Top Golf are requesting elimination of this provision of the Lease as a result of the changes in management of the golf programs and instruction by the City. Another revision that will need to be made to the Lease is the expiration of the due diligence period. The due diligence period currently expires on September 30, 2017. Should the Council approve the land use entitlements,the entitlements will not take effect until after 30 days following the potential second reading of the Ordinance approving such. The Mayor will not be present at the second meeting in September and wants to be in attendance if there is a second read and vote on the Ordinance.Accordingly,the potential second read of the Ordinance may not take place until October 3. Staff is recommending that the expiration of the due diligence period be December 31, 2017, to ensure there is sufficient time for CenterCal to complete the due diligence conditions. If 88 CenterCal completes the conditions before this expiration date then the project can move forward sooner. Finally,the City Attorney's Office has drafted language regarding the security concerns raised by Council Member Brann. In short, two El Segundo officers will provide security on Friday and Saturday evening when the Top Golf facility opens. The Police Chief will have the authority to increase or decrease the number of officers or increase or decrease the days that security is provided based upon the number of security related issues that arise at the facility. The City Attorney's Office is providing this language to CenterCal for its review but it is understood by staff that CenterCal has agreed to this change to the Lease. 89 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15,2017 AGENDA ITEM STATEMENT AGENDA HEADING: Reports of Committees, Commissions and Boards AGENDA DESCRIPTION: Consideration and possible action to receive and file an annual report of the Recreation and Parks Commission. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. City Council to receive and file an annual report of the Recreation and Parks Commission; or, 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Annual Report of the Recreation and Parks Commission FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: lb El Segundo's engagement with the community ensures excellence Objective: 1 The City engages in regular, intentional information gathering PREPARED BY: Meredith Petit, Director of Recreation and Parks REVIEWED BY: Meredith Petit, Director of Recre tion and Parks APPROVED BY: Greg Carpenter, City Manager, BACKGROUND & DISCUSSION: The Recreation and Parks Commission is comprised of five members who are appointed by City Council. The Commission acts as an advisory capacity to the City Council in all matters pertaining to parks,recreation,parkways and street trees,as well as the El Segundo TV Division.The Commission is comprised of five members appointed by City Council for staggered four-year terms. The report reflects on the activities of the Recreation and Parks Commission over the past year and identifies the top priorities for the future. The current members of the Recreation and Parks Commission are: Bob Motta, Chair Lee Davis, Vice Chair Dave Lubs Rich Pierce Alex Farfan 90 Recreation & Parks Commission —Annual Report to City Council Commission Uncomine Priorities 281712018 (1) Aquatics Center Opening • Opening in early Summer 2018 • Resource Allocation and Staffing • Program Assessment • Joint Use Agreements in place (2) Golf Course Operations and Programming Model • Set program goals • Assist in RFP for course operations (3) Program Review and Assessment • EI Segundo N and Recreation Divisions ■ Set program goals • Review participation data • Provide programs where gaps exist • Enhance inter-generational programming (4) Investment in Parks • Assess condition and facility needs Plunge Renovation • Develop funding plan for future improvements (5) Community Engagement&Outreach • Community Education on Urban Forest • Sponsorship and Advertising Opportunities (6) Technology Utilization • Successful implementation of recreation management software • Review of EI Segundo N capabilities and possible enhancements 91 Commission Year in Review 2016/2017 Continued representation on Youth Sports Council,Aquatics Subcommittee, and Golf Course Subcommittee Continued to support youth sports organizations and recreational programming for all populations Celebrated the City's Centennial through events, merchandise and branding Participated in the selection of the turf replacement product for the Campus EI Segundo Athletic Fields Continued to support and uphold tree policies for proper maintenance and removal, risk management, and tree replacement Established, maintained and recognized many sponsors and community partners,including Chevron, Bill Ruanne/Remax, ROAD, Mattel,Scot Nicol Realty,Tree Musketeers, Herald Publications, Rotary Club, Kiwanis Club,Woman's Club, Blue Butterfly, Kumon,Verch Insurance, Sammy's Woodfired Pizza, and Los Angeles D-Fenders Honored many community members by adding Bob Motta and Debbie Bundy to the Friends of Recreation and Parks Appreciation Wall as well as approved and assisted in the placement of memorial benches for former Mayors Floyd Carr and Richard Van Vranken 92 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA ITEM STATEMENT AGENDA HEADING: Reports of Committees, Commissions and Boards AGENDA DESCRIPTION: Consideration and possible action to receive and file an annual reports of the Arts Advisory and Culture Committee. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. City Council to receive and file an annual report of the Arts Advisory and Culture Committee; or, 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: lb El Segundo's engagement with the community ensures excellence Objective: 1 The City engages in regular, intentional information gathering PREPARED BY: Arecia Yee, Recreation Superintendent REVIEWED BY: Meredith Petit, Director of Recreation and Parks APPROVED BY: Greg Carpenter, City Manager, BACKGROUND & DISCUSSION: The Arts and Culture Advisory Committee is comprised of seven members who are appointed by City Council.Two City Council Members are also appointed to the committee. The members are committed to three-year terms. The Board was established in 2016 and is an advisory group to City Council. Their main focus is to advocate for El Segundo's public beautification through arts,cultural education,while also encouraging economic development and tourism through the arts. The report consists of the Arts and Culture Advisory Committee's mission and vision and the plan for this year's accomplishments, current needs, and future goals. Current members of the Arts Advisory and Culture Committee are: Sally Martin, Vice Chair Dolores McAllister, Member Jay Beynon, Member Council Member Dr, Don Brann, Member Brian Mitchell, Member Council Member Carol Pirsztuk, Member Eva Sweeney, Member The Board currently has two vacancies. 4 93 1 EL SEGUNDO ARTS AND CULTURE ADVISORY COMMITTEE ANNUAL REPORT 2016/2017 VISION • We are the canvas. MISSION STATEMENT ■ Listen.Create.Promote. STRATEGIES/OVERALL GOALS • Ideas come from ideas: Foster a creative environment that helps make El Segundo a culturally rich community and great place to live and work. • Create a cultural plan for El Segundo to become a California Cultural District. Connect with artists,co-creators and makers to get things done. • Help identify space,time and resources for our city's creatives and makers. • Bring art and design to the city's public spaces: City Hall,ESPD,ESFD,schools, parks and plazas, street signs,etc. Create inspiring workplaces. Reinvent rules to become the helper,not an obstacle. • Inventory the city's cultural assets and events including: performances, festivals,public art, buildings of architectural significance, and businesses or artists engaged in creative endeavors. • Develop methods for informing the public about those creative assets, i.e. calendar of events,PR campaign,and advertising. • Introduce a Percent for Art program for El Segundo real estate development so funds can be generated for use in the city's creative endeavors • Attract creative types to live,work and practice their craft in El Segundo. Create a manageable and flexible scope of arts and cultural ideas to implement. Produce our work. • Get people talking and interested in the Arts. • Help people to really love their city. 94 2 br tA—irmv GOALS 1.Create By-Laws 2. Develop plan for R ding -i.e.Percent for Art,Visitor Hospitality Tax etc. 3. Commission of art in public space,ie.FS Civic Plaza 4. P4 granuning and Beautification of Public Spaces - Permanent or temporary art installations - Civic Plaza - Schools - Fire Station doors 5. ES Artist Database -Registry of all artists,creators,makers,performers,cultural groups -Networking events -Directory for booking,commissions,etc. -Include architectural and historic buildings and places 6. Promotion -i.e Walking tours of art and architecture 7, Ensure arts &culture facilities meet current and future needs -Be a catalyst for invention, sustainability,prosperity,peace -Inspire other cities to create better places to live and work 8. Arts and Events Calendar -For residents and visitors, all ages and demographics -Online -Printed, handouts -App - Promote business, destination 9. Integrate with other committees:tech,environmental,EDAC,etc. UPCOMING EXCITEMENT El Segundo Herald Article 95 N w W F- N U W d' r 0 N r 0 w M W � ~ W F Q Y 0 W LL 2 Q U N R f► W w w 11/ F z LL' f7 O E U Q Q � U O Z O O j w w w O :3 D :3 CL Q U U U LL W W W O H U U U W z a O O O Z 11� , z p 0 LL zm 6 a U � W¢ J ~o o A W F- O Fes-- vi }Z o 0 0 L o m mr10 C, mo w H� O D) uDN O • O moo oo cc O C9 al NAND ' m V ONN O V O >a m v v o m (n c at nom z > N N O m M m m } H c F m 0 m $ m n wm c0 vm5m O zw O m > > on m co LL p W w p z U w z r L ~ w w L c F= oO z ¢ a z m w c m m E'w n a N w ii Emcom $ C) zzzaZZY Umzw F u7 � � O >E, zO 0 F mr U z >w0 p F a m H of r p ¢FQzUa¢wsZm aFF-az w w¢z>jp F m a m mL c� m m z Z W W U K K Q O m ULL' w w Z Z o a U W w a F F F- z ° m m O c� Z .2 g i`�DX XMoaaw�¢ ai rnwwrwzz zz¢��» w w Z W Q�wm ZZZOF c� pp K� �FQF}-K W aF�> 3 c `o c 7 LL F p LL W z J F z z W z a U TL J w(A m U g J J W J w O m m y O L O J N¢¢O D F 0 0 r z LL LL 0 F W Op w} K p a¢ W w n N `m N m m t UU' —LL aU¢fq— (� Op O Z gaLLwUF p o:¢ coaamamF_-o!wU��-ww p m E E" LL, LL F O W a o_U W W a U a 0_2j LL w F¢J W F LL D-J Y w w D) F > m L mi N N m m c gQ¢(oI Oo �D- ¢ na UFtgJ 7m m F-D_0 F m > nN m W F W w0ix o>- pF-wRdmm¢Zaa¢ 00¢Ow x0 N m m o y v= c.- W E C9Ffn a¢Ua 0.¢==FALL UJa¢U LL33c9w�3o:'u5wo � c c Y - o n L .cc — U y J V E C umi m C m t` � m � N 0� J .0. C m JO O m V m C n l0 N m m o n V(D W O• N V N/O r c0 W O N m N N�l N m N m N m ro n C V O_ m T E m L N 1 voi �toi toD too nor n n m E p U U m W N p m m m m m O m nc m L J Q0 m 0 T m y m >i co, moa a mm > mo >. (D cC L m E U C_ J C U1T m O C U OIN E y O LU w 0 CD N �V O Q O w N U m.y m m vml m N m v m ce Uarnn mEXz `o mo EcE vm 3 0QLL 0)o� E m O 0 0 Ea l x WQ Y K O LL o LL OO m > u o w F 2 w Q w Qm, ��z LLI F O $ o` O n $ u " If Z F- cn U — LL U LL ¢ m 2 LL O 96 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 7/24/17 THROUGH 8/6/17 Date Payee Description 7/28/2017 Manufacturers &Traders 23,576.82 457 payment Vantagepoint 7/28/2017 Manufacturers &Traders 527.31 IRA payment Vantagepoint 7/28/2017 Nationwide NRS EFT 34,194.18 EFT 457 payment 7/28/2017 State of CA EFT 2,072.03 EFT Child support payment 7/28/2017 Health Comp 828.93 Weekly claims 7/31/2017 IRS 262,296.42 Federal 941 Deposit 7/31/2017 Employment Development 52,129.15 State PIT Withholding 7/31/2017 Employment Development 3,560.75 State SDI payment 7/31/2017 CA Infrastructure Bank 428,348.03 Semi Annual Infrastructure payment 8/2/2017 Cal Pers 5,027.58 EFT Retirement Safety-Fire-PEPRA New 25020 8/2/2017 Cal Pers 4,548.52 EFT Retirement Safety-Police-PEPRA New 25021 8/2/2017 Cal Pers 20,488.69 EFT Retirement Misc- PEPRA New 26013 8/2/2017 Cal Pers 52,546.31 EFT Retirement Misc- Classic 27 8/2/2017 Cal Pers 71,981.03 EFT Retirement Safety Police Classic- 1st Tier 28 8/2/2017 Cal Pers 54,349.19 EFT Retirement Safety Fire- Classic 30168 8/2/2017 Cal Pers 3,729.77 EFT Retirement Sfty Police Classic-2nd Tier 30169 8/4/2017 Health Comp 713.58 Weekly claims 8/4/2017 California EDD 14,059.00 Quarterly Unemployment payment Q2-17 8/3/2017 Lane Donovan Golf Ptr 23,769.35 Payroll Transfer 7/17/17-7/23/17 Workers Comp Activity 28,557.37 SCRMA checks issued 7/24/17-7/30/17 Workers Comp Activity 26,118.01 SCRMA checks issued 7/17/17-7/23/17 Liability Trust-Claims 0.00 Claim checks issued 7/24/17-7/30/17 Liability Trust-Claims 0.00 Claim checks issued 7/17/17-7/23/17 Retiree Health Insurance 0.00 Health Reimbursment checks issued 7/24/17-7/30/17 Retiree Health Insurance 0.00 Health Reimbursment checks issued 1,113,422.02 DATE OF RATIFICATION: 8/3/17 TOTAL PAYMENTS BY WIRE: 1,113,422.02 Certified as to the accuracy of the wire transfers by: Deputy City Treasurer 1I Date Dlrec of na a Date 0 -2 -1,7 City Man er Date Information on actual expenditures is available in the City Treasurer's Office of the City of EI Segundo. PACity Treasurer\Wire Transfers\Wire Transfers 10-01-16 to 9-30-17 9/9/2017 1/1 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to accept as complete the Water Meter Replacement Project in Commercial Areas., Project No. PW16-04. (Fiscal Impact: $933,394.52) RECOMMENDED COUNCIL ACTION: 1. Accept the work as complete; 2. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $1,186,088.00 Additional Appropriation: N/A Account Number(s): 501-400-7103-8461 (Water Enterprise Fund) STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City. ORIGINATED BY: Arianne Bola, Senior Associate Engineer A6 REVIEWED BY: Ken Berkman, Public Works Director or— fog- K6 APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The Public Works Department began its first phase of the Automatic Meter Readers (AMR) Meter(also commonly referred to as smart meter) Conversion Program last November 2016. The program involved replacement of 546 aging water meters with new smart meters throughout the City's commercial sector, primarily located east of Sepulveda and within the Smoky Hollow areas. Over the next several years, staff will implement two additional phases to complete the City's entire AMR meter conversion. Funds for this effort were incorporated into the City's latest 5-year water rate study such that it can be completed within the remaining 3-year timeframe. The new meters communicate with a radio sensor-equipped vehicle, allowing the meter reader to drive down the city street to collect consumption information without accessing properties. This project will improve consistency and make reading more efficient, thereby providing the meter reader more time for meter maintenance and repairs on the larger water system. Other benefits of the new metering system include: 1. Quicker leak detection for customers 2. More accurate billing 98 3. Reduced meter reading costs 4. Improve City's sustainability(conservation, greenhouse gas reduction) 5. More efficient customer service On September 6, 2016, City Council awarded a standard public works contract to Kana Subsurface Engineering for $1,031,381.00, and approved an additional $154,707.00 for construction-related contingencies. Construction began on November 30, 2016 and was successfully completed on July 17, 2017. Significant savings were achieved for the project as some of the meter and piping conditions were better than anticipated after being exposed during excavation, and the costs associated with repairing such items were reduced. The remaining fund will be disencumbered and returned to the Water Fund for future water infrastructure project. Staff respectfully recommends that City Council accept the work performed by Kana Subsurface Engineering as complete and authorize the City Clerk to file a Notice of Completion with the County Recorder's office. Accounting Summary: $1,031,381.00 Kana Subsurface Engineering Contract Amount +$912.00 Advertising for Bids in Newspaper —$97.986.48 Chance Order(meter and piping conditions repair cost adiustment) $ 933,394.52 Total Funds Spent $1,186,088.00 Amount Budgeted for the project -$933394.52 Total Funds Spent $252,693.48 Unspent Budgeted Amount Returned to Water Enterprise Fund 99 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street EI Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Water Meter Replacement In Commercial Areas Project Project No. : PW 16-04 Contract No. 5194 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: 1. The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of EI Segundo 3. The full address of the owner is: City Hall, 350 Main Street, EI Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Facilities 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on July 17, 2017. The work done was: Water Meter Replacement. 6. On August 15, 2017, City Council of the City of EI Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7 The name of the Contractor for such work of improvement was: Kana Subsurface Engineering 8. The property on which said work of improvement was completed is in the City of EI Segundo, County of Los Angeles, State of California, and is described as follows: Water meter replacement at various locations on sidewalks and streets in the City of EI Segundo 9. The street address of said property is: EI Segundo, CA 90245 Dated: Ken Berkman Public Works Director VERT FI CA TION I, the undersigned, say: I am the Director of Public Works/City Engineer of the City EI Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on 2017 at EI Segundo, California. 90245 Ken Berkman Public Works Director 100 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to accept as complete the Police Department Men's Locker Room Improvements, Project No. PW 15-10. (Fiscal Impact: $55,758.00) RECOMMENDED COUNCIL ACTION: 1. Accept the work as complete. 2. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Included in the adopted budget Amount Budgeted: $65,858 Additional Appropriation: N/A Account Number(s): 301-400-8201-8708 STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City Goal: 3 Develop as a Choice Employer& Workforce Objective: 4 The City has an inspired, engaged workforce ORIGINATED BY: Orlando Rodriguez, Senior Civil Engineer DIV- REVIEWED BY: Ken Berkman, Public Works Director OR Fcw- K$ APPROVED BY: Greg Carpenter, City Manager AL BACKGROUND AND DISCUSSION: On February 7, 2017, City Council awarded a Public Works contract to Corral Construction & Development Inc. for improvements to the PD men's locker room in the amount of$58,998 and authorized an additional $5,900 for construction related contingencies. Construction began on June 12, 2017, and was completed by the contractor on July 10, 2017. A final inspection for Corral Construction & Development's work has been performed and it was 101 determined that the project was completed per the plans and specifications and to the satisfaction of the Public Works Department. Significant savings were achieved for the project as the underlying wall and floor elements flagged for potential repairs during initial job walk turned out to be in excellent conditions once exposed and the costs associated with repairing such items were reduced. The remaining $10,100.00 (project savings plus unspent contingency) will be disencumbered and returned to the Police Department Upgrades account for future projects. Staff respectfully recommends that City Council accept the work performed by Corral Construction & Development Inc. as complete and authorize the City Clerk to file a Notice of Completion with the County Recorder's Office. Accounting Summary: $58,998.00 Corral Construction& Development Inc. Contract Amount + $960.00 Advertising for Bids in Newspaper —$4.200 Chanme Order (repair cost adiustment) $ 55,758.00 Total Funds Spent $65,858.00 Budgeted Amount (Contract+ Contingency+Advertising) -$55,758.00 Total Funds Spent $10,100 Unspent Budgeted Amount Returned to PD Upgrades Account 102 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street EI Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Police Department Men's Locker Room Improvements Project Project No. : PW 15-10 Contract No. 5278 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: 1. The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of EI Segundo 3. The full address of the owner is: City Hall, 350 Main Street, EI Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Facilities 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on July 10, 2017. The work done was: Locker Room Improvements 6. On August 15, 2017, City Council of the City of EI Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7. The name of the Contractor for such work of improvement was: Corral Construction & Development Inc. 8. The property on which said work of improvement was completed is in the City of EI Segundo, County of Los Angeles, State of California, and is described as follows: Improvements (remodel) of the men's locker room at the Police Department in the City of EI Segundo. 9. The street address of said property is: 348 Main Street, EI Segundo, CA 90245 Dated- Ken Berkman Public Works Director VERIFICATION I, the undersigned, say: I am the Director of Public Works/City Engineer of the City EI Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on 2017 at EI Segundo, California. Ken Berkman Public Works Director 103 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to adopt a resolution awarding a public works contract to Cinbad Industry, Inc. for the balance of Fire Station 1 Kitchen Improvements, Project No. PW 17-06; and authorizing the City Manager to execute the contract without the need for additional bidding. (Fiscal Impact: No additional impact due to change in contractor; project previously approved for $138,270.00) RECOMMENDED COUNCIL ACTION: 1. Adopt a resolution awarding a contract for the balance of the Fire Station 1 Kitchen Improvements Project (Project No. PW 17-06) to Cinbad Industry, Inc.; 2. Authorize the City Manager to execute an agreement that assigns the current Public Works Contract with Ayus and Co., Inc. (Contract No. 5274)to Cinbad Industry, Inc., and finalize payment in the amount of $12,800 for completed work and tender the remaining contract to Cinbad Industry, Inc. in the amount of$112,900; 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Letter from Ayus & Co., Inc. dated 6/14/2017. 2. Proposed Resolution FISCAL IMPACT: Included in the adopted budget Amount Budgeted: $138,270 Additional Appropriation: N/A Account Number(s): $100,700 from 301-400-8201-8707 (Fire Department Upgrades) $25,000 from 001-400-3203-4101 (Paramedic Salaries Full Time) $12,570 from 405-400-0000-6215 (Facilities Repairs& Maintenance) STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City Goal: 3 Develop as a Choice Employer& Workforce Objective: 4 The City has an inspired, engaged workforce 104 ORIGINATED BY: Cheryl Ebert, Senior Civil Engineer L� REVIEWED BY: Ken Berkman, Public Works Director o2 pov- Kg Chris Donovan, Fire Chiefe,Q APPROVED BY: Greg Carpenter, City Manager. BACKGROUND AND DISCUSSION: Kitchen improvements were identified as one of the top priorities among various Fire Department upgrades. The funding for this project was included in the adopted FY 2015-16 budget and was carried over to the FY 2016-17 budget as part of the ongoing projects. On February 7, 2017, City Council awarded the Fire Station Kitchen Improvement Project (Project)to the lowest responsible and responsive bidder,Ayus and Co.,Inc. (Ayus),in the amount of$125,700.00, and authorize an additional $12,570.00 for construction related contingencies. Construction of the Project started on May 11, 2017. Within one month of commencing the work (after the demolition phase) it became clear that the Contractor would not be able to perform the work as specified. Ayus wishes to tender the remaining contract in the amount of$112,900 to another contractor,Cinbad Industry,Inc. (Cinbad),who is currently performing the Police Kitchen Improvement Project. Public works projects are generally subject to bidding requirements per state law. However, bidding for public works projects is not required when it would not be in the public interest. This is often referred to as the "no competitive advantage" exemption to public bidding. (Graydon v. Pasadena Redev. Agency (1980) 104 Cal.App.3d 631.) Staff are of the opinion that it re-starting the bidding process for the balance of this Project would result in no competitive advantage to the City for the following reasons: 1. Cinbad has agreed to assume the contract based on the bid submitted by Ayus, so that advertising for competitive bids for the balance of the project would not produce an advantage; 2. Cinbad is currently performing similar work on another City facility and was selected as the lowest responsible bidder for that contract as a result of another public bidding process; 3. The kitchen in Fire Station#1 has been in a state of uncompleted construction since May and Fire Department personnel have been displaced, which is adversely impacting their ability to work effectively and respond to emergencies in a timely manner. Staff believe it is in the best interest of the City to complete the Fire Station #1 Kitchen Project as soon as possible and have the Fire personnel move back to the Fire Station#1; 4. Seeking new bids for the Project would cost the City both time and money, resulting in an unnecessary delay to the Project. 105 For the foregoing reasons, Staff recommend City Council adopt the proposed resolution, which finds that there is no competitive advantage to soliciting new bids for the balance of the project, and authorizes the City Manager to enter into an agreement with Cinbad Industry, Inc. in a form approved by the City Attorney which assigns the standard Public Works Contract with Ayus and Co., Inc. Staff also recommend that the City Council finalize payment in the amount of$12,800 for completed work and tender the remaining contract to Cinbad Industry, Inc. in the amount of $112,900. The previously approved amount of$12,570.00 for construction related contingencies will remain. If approved, construction will continue in August 2017 and be completed in October 2017. In the alternative, the City Council may direct staff to conduct a competitive bidding process for the balance of the project, so that the Council would award a new contract to the successful bidder at a later date. The soonest a new bidder can be selected per the competitive bidding process is approximately 2-3 months, with construction starting 1-2 months after the Contractor is selected. 106 Ayus Co, Inc DBE - 42425 SBE - 1789725 CSLB - 1011804 (B - C8 - C36) 1511 N.Kenmore Ave,Los Angeles,Ca 90027 P.323.474.4040 F.323.879.4848 E.avusandco@)ernail.com Re: EI Segundo Kitchen Improvement PW 17-06 Per our mutual agreement,The City of EI Segundo will terminate contract PW17-06 for convenience and will release Ayus &Co, Inc from the contractual obligation of PW17-06 without cause and to exonerate performance and material bond.The product warranty will be limited to work completed and paid for by the City of EI Segundo. Baba Osiname, 6.14.17 President Ayus & Co, Inc Lifan Xu City Engineer City of EI Segundo 107 Ayus Co, Inc DBE - 42425 SBE - 1789725 CSLB - 1011804 (B - C8 - C36) 1511 N. Kenmore Ave, Los Aneeles,Ca 90027 P.323.474.4040 F.323.879.4848 E.avusandco@email.com Re: EI Segundo Kitchen Improvement PW 17-06 Per mutual agreement City of EI Segundo and Ayus &Co, Inc agree that no onsite or offsite work is to be conducted on PW 17-06 pending the mutual termination and exoneration of performance and material bond. Baba Osiname, 6.14.17 President Ayus & Co, Inc Lifan Xu City Engineer City of EI Segundo 108 RESOLUTION NO. A RESOLUTION AWARDING A CONTRACT FOR THE BALANCE OF THE FIRE STATION #1 KITCHEN IMPROVEMENT PROJECT (PROJECT NO. PW 17-06) AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH CINBAD INDUSTRY, INC. WITHOUT THE NEED FOR ADDITIONAL BIDDING The City Council of the City of EI Segundo does resolve as follows: SECTION 1: Recitals: A. On January 5, 2017, the City advertised bids for the Fire Station #1 Kitchen Improvement Project (Project No. PW 17-06) (hereafter, "Project"); the City received four (4) bids and it was determined that Ayus & Co. Inc., was the lowest responsible bidder; B. On February 7, 2017, the City Council awarded a public works contract (Agreement No. 5274) to Ayus & Co., Inc., and a Notice to Proceed was issued on May 11, 2017; C. Between May 11, 2017 and June 14, 2017, Ayus & Co. Inc. commenced work on the Project; however, on June 14, 2017, Ayus & Co., Inc. advised the City that it needed to surrender the balance of the contract; D. Another contractor, Cinbad Industry, Inc., that is currently performing similar work on the Police Department has agreed to assume the contract between the City and Ayus & Co., Inc.; E. The purpose of bidding requirements is to guard against favoritism, improvidence, extravagance, fraud and corruption, to prevent waste of public funds, and to obtain the best economic result for the public; F. The City complied with the Public Contract Code's bidding requirements and awarded the contract to Ayus & Co., Inc., as a result of the competitive process. The City Council finds that soliciting new bids for the balance of the Project would be unavailing or would not produce an advantage, and the advertisement for competitive bid would thus be undesirable and impractical for the following reasons: 1. The new contractor has agreed to assume the contract based on the bid submitted by Ayus & Co., Inc., so that advertising for competitive bids for the balance of the Project would not produce an advantage; 109 2. Cinbad Industry, Inc., is already performing work on another City facility (that contract having been awarded act as a result of another competitive bid process); 3. The kitchen in Fire Station #1 has been in a state of uncompleted construction since May 11, 2017 and Fire Department personnel have been displaced which is adversely impacting their ability to work effectively and respond to emergencies in a timely manner. Accordingly, the City Council finds that the Project must be completed as quickly as possible, and advertising for competitive bids for the balance of the Project would be undesirable; 4. Seeking new bids for the Project would cost the City both time and money, resulting in an unnecessary delay to the Project. G. In foregoing additional bidding for the Project, the City Council takes note of the analysis and decisions set forth in Graydon v. Pasadena Redevelopment Agency (1980) Cal.App.3d 631; Hodgeman v. City of San Diego (1942) 53 Cal. App.2nd 610; Orange County Water Dist. v. Bennett (1958) 156 Cal. App.2nd 745; and Los Angeles G&E Corp. v. City of Los Angeles (1922) 188 Cal. 307. SECTION 2: Authorization. Based on the foregoing findings, the City Council authorizes the City Manager to execute a contract with Cinbad Industry, Inc. by which it will assume Agreement No. 5274 for construction of the balance of the Project, in a form approved by the City Attorney. The City Manager is further authorized to take any administrative actions necessary to implement this resolution. SECTION 3: To the extent any other resolution pertaining to the award of contract for the Project is in conflict with this resolution, such resolution is superseded in its entirety. SECTION 4: If any part of this Resolution 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 Resolution are severable. SECTION 5: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution in the book of the City's original resolutions, and make a minute of the adoption of the Resolution in the City Council's records and minutes of this meeting. SECTION 6: This Resolution will become effective immediately upon adoption and remain effective unless superseded by a subsequent resolution. PASSED, APPROVED AND ADOPTED this 15th day of August, 2017. -2- 110 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 EI 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 15th day of August, 2017, 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 -3- 111 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to adopt a Resolution approving Plans and Specifications for Construction of American with Disabilities Act (ADA) Sidewalk Ramps for the Community Development Block Grant Project (CDBG Project 601848- 17). Project No. PW 17-21 (Fiscal Impact: $100,000.00 in CDBG grant funds) RECOMMENDED COUNCIL ACTION: 1. Adopt attached resolution approving Plans and Specification for the Construction of American with Disabilities Act (ADA) Sidewalk Ramps for the Community Development Block Grant Project (CDBG Project 601848-17), Project No. PW 17- 21; or, 2. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Resolution Location Map FISCAL IMPACT: $100,000 in anticipated Community Development Block Grant funding Amount Budgeted: None this Fiscal Year Additional Appropriation:N/A Account Number(s): 111-400-2781-8441 CDBG Capital Projects ($100,000 proposed for FY17/18 Budget) STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City. ORIGINATED BY: Floriza Rivera, Principal Civil Engineer—_ REVIEWED BY: Ken Berkman, Public Works Director oR FoR K.g APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Each year, the City of El Segundo applies for Community Development Block Grant (CDBG) Federal funding from the Community Development Commission (CDC) of the County of Los Angeles. This funding is available for community development projects that meet national objectives to benefit low- and moderate-income individuals, address slums or blight and/or meet a particular urgent community development need. The City's specific ADA Ramp Installation Project meets this funding criteria and proposes installation of new, or removal/replacement of non-compliant existing, curb ramps to current standards at 20 locations within the City. Staff 112 also identified 19 other alternative locations in case the chosen locations can't be constructed in accordance with federal guidelines due to physical constrains. As with many federally funded projects, the City will pay for all construction costs and receive reimbursement once the applicable project documents have been approved by the CDC administrators. Funding for this year's project is approximately $100,000. The City has been actively identifying and pursuing grant funding for priority residential locations. Last year, the City utilized CDBG funds for the construction of 22 new ADA ramps. Staff respectfully recommends that City Council adopt the attached resolution approving the plans and specifications for the project and authorize advertising for bids. Staff estimates the following timeline for the project: Advertise for bids September 2017 Award by City Council November 2017 Construction Start January 2018 Construction End February 2018 113 RESOLUTION NO. A RESOLUTION APPROVING THE DESIGN AND PLANS FOR THE CONSTRUCTION OF AMERICANS WITH DISABILITIES ACT (ADA) RAMPS FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT PROJECT (CDBG PROJECT 601848-17) PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT PAYMENT ACCOUNT. The City Council of the City of EI Segundo does resolve as follows: SECTION 1: The City Council finds and declares as follows: A. The City Engineer prepared specifications and plans requesting Construction of Americans with Disabilities Act (ADA) Ramps for the Community Development Block Grant Project (CDBG Project 601848-17) (the "Project"), Project No.PW-21. These plans are complete. Bidding for construction of the Project may begin; B. The City Council wishes to obtain the immunities set forth in Government Code § 830.6 with regard to the plans and construction of the Project. SECTION 2: Design Immunity; Authorization. A. The design and plans for the Project are determined to be consistent with the City's standards and are approved. B. The design approval set forth in this Resolution occurred before actual work on the Project construction commenced. C. The approval granted by this Resolution conforms with the City's General Plan. D. The City Engineer, or designee, is authorized to act on the City's behalf in approving any alterations or modifications of the design and plans approved by this Resolution. E. The approval and authorization granted by this Resolution is intended to avail the City of the immunities set forth in Government Code § 830.6. SECTION 3: Project Payment Account. For purposes of the Contract Documents administering the Project, the City Council directs the City Manager, or designee, to establish a fund containing sufficient monies from the current fiscal year budget to pay for the Project ("Project Payment Account") following receipt of construction bids. The Project Payment Account will be the sole source of funds available for the Contract Sum, as defined in the Contract Document administering the Project. Resolution No. Page 1 of 2 114 SECTION 4: The City Clerk is directed to certify the adoption of this Resolution. SECTION 5: This Resolution will become effective immediately upon adoption. PASSED AND ADOPTED this 15th day of August, 2017. Suzanne Fuentes, Mayor APPROVED AS TO FORM: Mark D. Hensley, City Attorney By: David H. King, Assistant City Attorney Resolution No. Page 2 of 2 115 CITY MAP Construction of ADA Ramps o CDBG Proj ect No.: 601848-17 Ui �o City of Ll Segundo g N 0 N o LU W Q z i O n i a > > < < z > > a < >¢ oo¢ z w w Q Q O Q > > w > } K Y f a ¢ aa z s w s w a a w o w w LJ w D w SEPULVEDA BLVD. w w w w w w w SEPULVEDA BLVD. > INDIANA CT, INDIANA ST, a ILLINOIS CT. a ILLINOIS ST. WASHINGTON ST. WASHINGTON ST. 117 KANSAS ST. r-I CALIFORNIA ST. Q CALIFORNIA ST. m OREGON ST. w @8 NEVADA ST. Z CENTER ST. CENTER ST. w J w BUNGALOW DR. Q BUNGALOW pR,� w MARYLAND ST. MARYLAND ST. r-I Q1 MCCARTHY Ci, LOMITA ST, LOMITA ST. I/ SIERRA PL, SIERRA ST. rF PENN ST. G SHELDON ST. w SHELDON ST. CYPRESS ST. .. ARENA ST. m M If1 Lu EUCALYPTUS DR, EUCALYPTUS DR. < Q m STANDARD ST. PEPPER ST. MAIN ST. n n MAIN ST. rI CEDAR ST. Q RICHMOND ST. Y�l CONCORD PL. �4 Q CONCORD ST, Q VIRGINIA ST. Q �4 (V n VIRGINIA ST. Q +� �..: Q ryWHITINGST, kD Q o m eAYpNH6 ST. Q LOMA VISTA ST. O LOMA VISTA S7. r-{ - w > > w r-I VALLEY ST. z z in Q r m HnLCREST ST. 3 3 a � 3 HILLCREST S7• REDWOOD AVE. YUCCA ST. 3 •. O 3 > a DUNE ST.' a > Q f g a s < a Y a 3 uj F o o a > a z 0 o a 3 a u a ; f 3 3 3 116 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to 1) award a standard Public Works Contract to All American Asphalt for the East of Sepulveda Boulevard Pavement Rehabilitation Project, Project No. PW17-27; and, 2) award a standard Public Works Professional Services Agreement to AKM Consulting Engineers for construction inspection services. (Fiscal Impact: $1,000,000.00) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a standard Public Works Contract, in a form approved by the City Attorney, with All American Asphalt, in the amount of $792,770.00 and approved an additional $150,265.00 for construction-related contingencies. 2. Authorize the City Manager to execute a standard Public Works Professional Services Agreement in a form as approved by the City Attorney with AKM Consulting Engineers in the amount of $46,965.00 for construction inspection and testing, and approve an additional $10,000.00 for related contingencies. 3. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Location Map FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $1,000,000.00 Additional Appropriation: N/A Account Number(s): $600,000 from 106-400-8203-8357 (State Gas Tax) $400,000 from 301-400-8203-8952 (Streets Rehab.) STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City ORIGINATED BY: Arianne Bola, Senior Associate Engineer �tS REVIEWED BY: Ken Berkman, Public Warks Di ector ovz FW V� APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On July 18, 2017, the City Council adopted plans and specifications for Pavement Resurfacing of the following streets and authorized staff to advertise for receipt of construction bids: 10 117 • Alaska Ave. —between Douglas St. and Aviation Blvd. • Hawaii St. —between Alaska Ave. and Aviation Blvd. • Coral Circle—street loop adjacent to Douglas St. ■ Allied Way—between Hughes Way and E. Park Place. ■ Selby St. —between Imperial Hwy and Walnut St. • Hughes Way—between Sepulveda Blvd. and east end of Hughes Way. • Utah Ave. —between Douglas St. and Aviation Blvd. • Walnut Ave. —between Sepulveda Blvd. and Selby St. This project will consist of the removal and replacement of the top two inches of the roadway surface, manhole and valve adjustments, traffic loops restoration, and striping. On August 8, 2017, the City Clerk received and opened Five (5) bids as follows: 1. All American Asphalt $792,770.00 2. Palp, Inc. DBA Excel Paving Co. $812,372.00 3. Sully-Miller Contracting Co. $823,321.00 4. Hardy & Harper, Inc. $848,000.00 5. Griffith Co. $848,975.00 The lowest responsible bidder was All American Asphalt, whose bid is below the engineering cost estimate of$1,000,000.00. Staff checked the Contractor's license status and references, and found them to have satisfactorily completed similar projects for other public agencies, and was satisfied with work they have done in the past for the City. Staff has contracted with AKM Consulting Engineers for inspection and testing services on several similar projects and has found them to be highly competent and professional at providing daily oversight and construction inspection. Staff has also verified that AKM's rates are typical of the market for this type of inspection work. This work was identified and approved in FY 2016/17 Budget as part of the Capital Improvement Program and will advance our ultimate goal to achieve an overall weighted average PCI of 73 by fiscal year 2021. Staff therefore respectfully recommends that City Council: 1) Authorize the City Manager to execute a standard Public Works Contract, in a form approved by the City Attorney, with All American Asphalt in the amount of$792,770.00 and approve an additional $150,265.00 for construction-related contingencies. 2) Authorize the City Manager to execute a standard Public Works Professional Services Agreement in a form as approved by the City Attorney with AKM Consulting Engineers in the amount of $46,965.00 for construction inspection and testing, and approve an additional $10,000.00 for related contingencies. Construction is anticipated to commence in late September and be completed in October 2017. 118 OAM NO'LV,',V ] 7 � _ 31�aio lvaoo ,s 1S HSVN O i W a a 4, AVM a311v W Q� A813S !� ¢ !I -.. - _-W.._ ... `.. 4A19 V43A1f1d3S . iwa 71 CL O 25 2 t _1L ' C�[� cam[ i JI-i J ti L =� ��F o 1S Ni06 _ [ � LLUUii LL 119 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to execute a Professional Services Agreement with CivicPlus to purchase, install and implement recreation management software for online program registration, facility booking, and administration related to programs and services offered through the Recreation and Parks Department. (Fiscal Impact: Not to exceed$35,000) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a Professional Services Agreement with CivicPlus to purchase, install and implement recreation management software; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. CivicPlus Response to Request for Proposal FISCAL IMPACT: Not to exceed $35,000; Included in Equipment Replacement Fund Amount Budgeted: $60,000 Additional Appropriation: N/A Account Number(s): 601-400-2505-8108 STRATEGIC PLAN: Goal: la El Segundo provides unparalleled service to internal and external customers Objective: 2 City services are convenient, efficient and user-friendly for all residents, businesses and visitors Goal: 4b El Segundo's technology supports effective, efficient,and proactive operations Objective: 2 The City has an effective structure to meet the technology needs of the City and its constituents Objective: 3 The City invests in systems as necessary in order to add citizen value, provide access to information that is easily available, engage residents in civic participation, and provide mass notification ORIGINATED BY: Meredith Petit, Director of Recreation and Parks tq REVIEWED BY: Brian Evanski, Police Captain APPROVED BY: Greg Carpenter, City Manager 120 BACKGROUND AND DISCUSSION: The City of El Segundo Recreation and Parks Department offers a full range of recreation services to customers that include, but are not limited to, class registration, sports field booking, park and facility rental, special events and a variety of community activities. The City's current activity registration software,CLASS,announced that there would be no support provided after November 2017. Therefore,the Department has been researching and reviewing various software systems for several months. The City released a Request for Proposals for new recreation management software on May 31, 2017, and two qualified responses were received by the deadline on June 20, 2017, from CivicPlus (CivicRec) and PerfectMind. The purpose of the Recreation Management Software Replacement project is to update the City of El Segundo's Recreation and Parks records management, offer more online services to customers, improve marketing capability and create a more user-friendly environment to benefit our customer users groups as well as employees. The new software should provide a mobile-friendly user experience that caters to the needs of current and future customers. It is the City's desire for the new software to modernize workflow and processes to increase revenue and decrease costs and administrative efforts. To that end, the Department consulted with the Finance and I.S. Departments and identified many mandatory and desirable features and functions of the new software,including activity registration (both on-site and online), facility rentals, sports league management, memberships, financial reporting, point-of-sale compatibility, mobile access, and more. The vendor shall implement the software, provide support, train City employees, and provide ongoing maintenance. The system needs to provide accurate record keeping for classes, activities, financial data, and customer information. It is the Department's desire to offer our customers a system that caters to the fast- paced and technologically-savvy lifestyle that has developed in recent years, including mobile features and functions such as text message alerts, activity registration and calendar items that can be synced with the users' scheduling applications. Annually, the Department processes transactions totaling approximately $1,150,000 through on- site and online transactions, with anticipation of increasing annual transactions by 30% to over $1,500,000 with the expanded aquatics programing in 2018 and as much as a 50% increase to $1,725,000 over the next five years. Current annual registration activity averages about 6,000 participants enrolled in over 850 activities and over 6,000 membership cards issued. The Department currently has four on-site registration locations and a fifth one (the new Aquatics Center) opening within the next year. There are approximately six full-time employees who have full administrative access to the recreation management software and up to 50 part-time employees requiring access to utilize the software system in order to register customers into activities and provide other daily operational assistance. Evaluation and Selection: Throughout the RFP process, the City's Technology Committee has been participating in various capacities. After a Department presentation to the entire committee, a subcommittee was formed to help draft and review the RFP document. A separate subcommittee was formed to help evaluate the implementation and data migration needs. Between the two subcommittees, various members 121 with a high degree of technical knowledge have participated in viewing product demonstrations, learning the functions(and limitations)of the current software system,crafting interview questions for potential vendors, evaluating the proposals, and making recommendations for specific necessary criteria. Staff completed follow-up phone calls with each vendor with pending questions as well as several reference checks from other cities currently utilizing each software system. After much deliberation and considering factors such as the mandatory functions such as efficient activity registration and facility scheduling, compatibility with other software systems within the City, compatibility with existing hardware, ability to meet the expressed targeted timeline, technical support, financial reporting, and cost, staff recommends the City select CivicRec to service the needs of the Recreation and Parks Department. It was evident that CivicRec is a more proven, and more affordable, software system that was developed from the ground up specifically to meet the needs of municipal parks and recreation departments. Some of CivicRec's current clients in Southern California include the cities of. • Alhambra . Beverly Hills • Santa Clarita Anaheim • Laguna Beach • Temecula • Arcadia • Ontario CivicRec Features: While the implementation of CivicRec will enhance operations for the Recreation and Parks Department, the software will provide significant improvements for external users. In addition to performing real-time,web-based activity registrations,community members can expect to perform increased functions such as personal account set up and management, real-time review of facility availability, completion and submittal of forms online, printing of receipts, and personal scheduling options. For the City, highly preferred features in CivicRec's recreation management software include: • Global security standards to meet Payment Card Industry requirements • Financial reports and cash drawer functions compatible with City's financial system • Customer database management and reporting • Contract instructor management • Management of facility reservations and set up needs • League scheduling • Point of Sale • Electronic tickets with barcodes for scanning • Detailed reporting capabilities • Provision of software updates, solutions, and full-version releases without charge • Provision of 24-hour customer and support service without charge • Reduction of time and expense for support by City's Information Systems staff • Integration with social media networks for marketing and communication • Messaging and announcement capabilities via text and email • Ability to import activity dates to mobile device calendar 122 Implementation, Training and Annual Fees: In the first year, implementation and training costs are projected to not exceed $35,000 for CivicRec that includes project management, data migration, training for base software and specialty modules, and establishment of a credit card processing gateway. An initial scoping meeting will be held with CivicRec to determine the most appropriate project development and implementation plan. Additional funds of up to $25,000 may be used to hire a third-party I.T. Project Manager to assist the City during the implementation process.Total Year 1 costs are expected to not exceed$60,000, and funds have been appropriately allocated in the Equipment Replacement Fund. Currently Annual fees are based upon the number of transactions within and,based on our current transaction level, are estimated at$14,250 for Year 2, which is within the existing operating budget. The targeted implementation timeline is as follows: Contract awarded by City Council August 15, 2017 Contract Execution Process August 16-September 14, 2017 Analysis/Design Work Begins (estimated) September 18, 2017 Implementation, Testing and Training September 18-December 10, 2017 Go Live On or around December 11, 2017 Staff recommends entering into a Professional Services Agreement with CivicRec in a form approved by the City Attorney, not to exceed $35,000. 123 El Segundo, California RFP #97-03 Recreation Management Software Presented by.- Will y:Will Spicer, Senior Regional Sales Mari r & Mini" / qW 0mom ; R dINIk— CP CIVICPLUS'! CIVICREC Powered by lc'. ' 302 South 4th Street,Suite 500 Manhattan,Kansas 66502 Cr, June 20, 2017 888-228-2233 Maria L. Cerritos, Purchasing Agent Office of the City Clerk City Hall 350 Main Street, Room 5 EI Segundo, CA 90245-3813 RE: Recreation Management Software Dear Ms. Cerritos and Selection Committee: How do you meet citizens' expectations of instant access to information with outdated technology and limited resources? As your partner, CivicPlus can help. Our company is passionate about our mission to help make local government better. We know we aren't just providing software;we are helping build a trusted and long-term relationship between you and your citizens through our innovative technology. Collaborating with you throughout the process ensures we deliver the solution that is right for EI Segundo. We know that every community is unique, and recreation departments have different services and goals.We tailor our solutions to meet your specific needs. With CivicPlus as your partner,you'll receive unlimited user licenses, access to all CivicRec modules, ongoing software updates and 24/7/365 support with secure hosting. By implementing the CivicRec Recreation Management System (RMS),your staff will have an easy-to-use suite of cloud- based tools that will simplify the way your department works while creating a mobile friendly and engaging experience for your citizens. For a more holistic community facility approach at your new Aquatics Center and other fields and facilities, we can provide various types of memberships based on residential address, pre-paid "punch card" options for drop-in visits, and access control. An EI Segundo Parks and Recreation Department and CivicPlus partnership will save you time and money with a solution for your community to find what they need,when they need it.With your new Aquatics Center, it is obvious that you are working diligently to revolutionize and upgrade your community to a higher standard of living.We look forward to being a part of another big step in this process. Sincerely, f SeniorWill Spicer '• • • r �• spicer@civicplus.com Direct Line 785-323-4772 125 2 . Table of Contents 1 3. EXECUTIVE SUMMARY 2 4. CIVICPLUS EXPERIENCE AND BACKGROUND 4 5. STRUCTURE OF THE ORGANIZATION 8 6. REFERENCES 11 7. FINANCIAL STATEMENT 13 8. SCHEDULE NARRATIVE AND TIMELINE 18 9. STATEMENT OF COMPLIANCE 20 10. RESPONSES TO THE SCOPE OF SERVICES 33 11.TECHNICAL AND FUNCTIONAL CAPABILITIES SCORE SHEET 73 12, PROPOSAL FEE 3 . Executive Summary Ca Dear Ms. Cerritos and Selection Committee: CivicRec is a hosted,web-based application specifically designed to meet the needs of recreation and park districts and municipal recreation departments. Our system is a Software as a Service(SaaS)solution that is ready to go off- the-shelf. We would like to offer EI Segundo the opportunity to access a CivicRec sandbox environment so the City can experience the product during the software evaluation process.The sandbox will mirror the production environment and will include all CivicRec capabilities. It's important that the City understand exactly what you're getting prior to signing up.We can also offer the assistance of a CivicRec Solution Consultant during this period to ensure you are getting the most out of the sandbox. CivicRec has been developed exclusively for parks and recreation departments. It was not designed for another industry and altered to meet your needs.We have the focused vision and strategic direction to specifically cater to the functionality EI Segundo needs most. Our solution is a fully mature product; it is not a "framework" or"toolkit" or "vaporware".We have a track record of not only supporting our product, but also evolving it, so it consistently stays at the forefront of design, usability, and capability. Please compare the CivicRec solution to other products out there so you get a sense of not only what it does, but also how it feels. We can get you up and going quickly with our proven implementation process in an average of 12 weeks. In order to keep our products fresh, CivicRec encourages our clients to submit product enhancement requests through an online ticket tracking system. We regularly accept and incorporate client feedback,which benefits our entire user base,at no cost.All customers on the CivicRec system receive the entire system with no user licenses to purchase or update. There is no limit to concurrent users.All modules and software updates(product enhancements)are available to all clients, all the time, at no additional cost.You will always have brand new software! We propose the following software capabilities to EI Segundo, including, but not limited to the following: • Account Management 0 League Management ■ Facility Reservations(Rentals and Internal 0 Mobile Public and Staff Experience Bookings) N General Admission Ticketing ■ Activity Registration K Financial Accounting/ Reporting • Membership Management ■ Mail/SMS Blasts • Point of Sale/ Inventory Management i Surveys CivicRec software is ready for immediate use by our clients. In addition, multiple product enhancements are released every year to continually develop and improve the product as a top priority.We want both our customers, and our customers' customers(the public),to experience a product that feels clean, is powerful, is actively managed, and is well-supported. Sincerely, - _41 f SpicerWill Tim' ._ . . of Sales . . Authorized to Bind 3,417 7Direct Line 785-321 127 4 . CivicPlus Experience and Background 20+ 200+ 2, 500+ i 20+years of experience 200+employees,many who More than 2,500 local with a focus to help have experience in local government clients across local governments. government organizations. Canada and the U.S. 55k+ 60 M + ,: Over 55,000 internal admin More than 60 million online users visitors(and'couriting!) GovTech 100 5-time Inc. 5000 Honoree www.govtech.com/100 4. CivicPlus Experience and Background CivicRec strives to provide recreation departments and their customers (the public)with a modern, intuitive CivicPlus Communities interface that is powerful, well-managed, and actively supported. Parks and Recreation has been our sole focus for the past ten years. Our parks and recreation software has been implemented using hundreds of best practice product suggestions • - " �' from numerous districts and departments from across the country. CivicRec is a fully mature product that has not been adapted from some other industry.There is no f software or hardware for the City to install because our y f solution is web-based, hosted and PCI compliant. .k• " We provide a monthly release. Our solution is a SaaS solution and there are no additional upgrade fees.All software updates are available to all clients, every month. Ultimately, CivicPlus is a company that's about amazing people doing amazing things. CivicPlus continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our clients,their 55,000+ internal users and the 60 million online visitors (and counting!). A dedicated, highly qualified project team will assist you throughout the development process to ensure your project's success and your complete satisfaction. Our implementations are fast(-12 weeks) but can be accelerated, if desired. CivicPlus has multiple clients in progress in different phases of development at any given time. CivicPlus' proven development process, and not assigning your team until contract signing, ensure our clients have an available and dedicated team throughout their project. CivicPlus has a team of dedicated account managers to help you implement the tools needed to successfully meet the level of community engagement that you desire. Upon website Go Live, you will have a dedicated member of this team to help you keep up on new CivicPlus products and optimize your site.This specialized team member can provide you with further information on how to engage your citizens, utilizing the tools that CivicPlus has put into place on your new website. Our support personnel are ready to answer your staff members' questions and ensure their confidence in using our site.When you choose CivicPlus, our knowledgeable staff is available from 7 a.m.to 7 p.m. (CST)to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day. Our pricing model is very simple, and we do not charge extra fees for support or maintenance. 3 129 { the Uc,�u�e o 0C9 CivicPlus History and Organization CivicPlus'focus to help local governments work better and engage their citizens through their web environment began as Icon Enterprises in 1994 in Manhattan, Kansas by the Owner,Ward Morgan. Icon Enterprises became a Kansas Corporation in 1998. In 2016,the company was renamed CivicPlus, Inc.We are still headquartered in this vibrant university town where our team of over 200 professionals develop and deliver superior web technology, human resources efficiency and emergency mass notification solutions for our clients. We've steadily grown over the last 20+ years and have honed our skills working with municipal organizations across the US and Canada -helping them streamline their daily work and better inform and connect their communities. CivicRec, a CivicPlus company, has 10+years of experience and is designed specifically to meet the needs of municipal parks and recreation departments. MorganWard Chairman of the Board Brian .- President ManagerTim Grant • Manager of Account Director of Sales Administration • (Specific training and (Specific team members will be consulting specialists will (your account manger will Will Spicer assigned after contract signing) be assigned after contract be assigned after contract Senior Regional Sales signing) signing) Manager Primary point of contact during development Facilitate content Initial contact consulting Ongoing client assistance Contract finalization Project development after Go Live Timelines/Milestone Facilitate GCMS staff training +m a n a1RWW 1i II i�' li�ll�ll�l Zach Myers Assistant Manager• . •• • • Manager• Services ContentDevelopmentSupport (Specific team members will be (Specific training and consulting assigned after contract signing) specialists will be assigned after (Specific team members will be contract signing) assigned after contract signing) Quality Control Specialists Creative design development Troubleshooting&Issue Content Developers Look&Style consultation Resolution 5 131 Key Personnel CP From project management to development to training and support, a dedicated project team will assist you throughout the entire process to ensure your project's success and your complete satisfaction. Our expert project leaders will coordinate your needs with qualified specialists who will work directly with you throughout your project and beyond. Your individual, dedicated team members will be determined just prior to Kick-Off so we can be sure they will be available to begin your project immediately and work directly with you throughout the entire process.The time needed to deliver a successful project by your project manager and art director with be determined once final scope has been defined.This process helps ensure we deliver the attention and effort you need and deserve to create a website that achieves your vision of success.Your website will be designed, developed and hosted by CivicPlus trained professionals. No aspects of the project will be outsourced or subcontracted. Landon Schenck—General Manager of CivicRec Landon has over 20 years of software development experience, including developing the CivicRec software from the ground up. Landon manages CivicRec product strategy and overall vision for CivicRec and also continues to personally engage with larger customers during their implementation process. Education Resume 15+Years of Experience BBA in Management Information Software Developer IT Consulting Systems General Manager of Recreation Product Design&Development Software Custom Software Development Adam Block—Manager of Project Administration Adam leads our project management team.This team oversees inter-departmental and client interactions assuring that your project will be developed in a timely manner by professional experts. i Education Resume 15+Years of Experience BS in Business Administration Lead Project Manager Project Management Management Financial Services Business Management Economics Team Building Customer Service Jim Flynn—Chief Systems Architect Jim coordinates and manages our in-house experts on the technical aspects of your project development. His team will develop the solution so it delivers the functionality and integration you need. Jim also leads our hosting and security services to ensure your new product is safe,maintained,and remains updated. Education Resume 18+Years of Experience BA in Computer Information System Architect Cyber Security Systems Information Technology Director Network Infrastructure System and Software Architecture b 132 Jim Steffensmeier—Manager of Training and Consulting cp From consulting services to data migration to technical specifications,our training and consulting department will assist you in understanding your new recreation management software and obtaining the skills you need to use it. He will coordinate his team of professionals to deliver the consulting and training services you need to achieve success. Education Resume 10+Years of Experience MA in Education/Adult Education Training Customer Service &Training Consulting Best Practices&Website BS in Psychology Optimization AA in Business Management US Army Veteran Sumre Amerin— Manager of Account Management Upon Go Live, Sumre will assign an account manager to your project.Your dedicated account manager stays current on new CivicPlus products and will continue to optimize your solution.This specialized team member will provide you with information on how to better engage your citizens utilizing the tools that CivicPlus has put into place. Resume Resume 10+Years of Experience BS in Integrated Services Performance Management Leadership Consultant Customer Service Sales Manager Project Management Process Improvement Constance Huseth— Manager of Client Support Constance Huseth manages the technical support team for all CivicPlus products.Upon launch of your new CivicPlus website, any technical questions or issues you may encounter may be reported to your CivicPlus Technical Support Team.This specialized team operates on a 3 tier,product specific,escalation process to report technical issues to the products development team and works hand-in-hand with our Help Center to continually improve online assistance content and best practices information Education Resume 5+Years of Experience BA English,Communication Technical Support Specialist Technical Support Documentation and Business Management Communications Manager Team Building Customer Service COMPANY&CONTACT INFORMATION I Will Spicer 302 S.4th Street, Suite 500 Contact Information Senior Regional Sales Manager Primary Office Manhattan, KS 66502 Spicer®civicplus.com Toll Free 888-228-2233 Direct Line 785-323-4772 Fax 785-587-8951 Legal Name CivicPlus, Inc. Company Founder Ward Morgan, Owner/Chairman of the Board i Incorporated In State of Kansas Date Incorporated June 1998 GSA Contract#GS-35F-0124U Company Website www.civicplus.com Purchasing Vehicles TIPS/TAPS Contract#2092613 i Interlocal Purchasing 133 6 . References Included are just a few examples of other government entities, similar in size and sc_ope�;:.which have utilized CivicRec. Contact our clients and {,et.,tEhem tell you about their experiences working with the product, our process and how we met their expectations. Client References CP California Users CivicRec is fast approaching 300 total installations nationwide, with approximately 150 implemented in the last three years.As a privately held firm, providing complete lists of municipal agencies for which the respondent has conducted a Complete Delivery of a Municipal Parks and Recreation Management Software System within the past three years could be detrimental to our business.We have included a confidential list of a portion of our government partners in California. Please note that not all parties listed have agreed to be contacted for reference, but EI Segundo may be able to explore partner sites to see how CivicEngage is utilized from municipality to municipality.We have included references who have agreed to field questions on the following page. IN Big Bear Valley Recreation and Park District, Big ■ Del Norte County Recreation, Crescent City Bear Lake ■ Easton Archery Center of Excellence, Chula Vista st City of Alhambra -Community Services Department 0 Easton Van Nuys Archery Center,Van Nuys ■ City of Anaheim ■ Elings Park, Santa Barbara City of Arcadia ■ Joshua Tree Recreation and Park District City of Beverly Hills ■ Kensington Community Council ■ City of Cyprus ■ LA Mavericks, Agoura Hills ■ City of Kerman Recreation &Community Services ■ Monterey Peninsula Regional Park District, Monterey M City of La Mirada Community Services ■ Mountain House Community Services District City of Laguna Beach ■ Rim of The World Recreation and Park District, ■ City of Lake Elsinore Rimforest ■ City of Martinez ■ Sacramento County Regional Parks • City of Ontario Recreation &Community Services ■ Tehachapi Valley Recreation and Park District N City of Pittsburg ■ Town of Moraga M City of Porterville Parks & Leisure Services ■ Tuolumne County Recreation Department, Sonora ■ City of Santa Clarita m Union City ■ City of Temecula ■ Valley Wide Recreation & Park District, San Jacinto ■ Crafton Hills College,Yucaipa ■ Wasco Recreation and Parks District 9 135 Client References C;) ONTARIO RECREATION & COMMUNITY SERVICES, CALIFORNIA 303 East B St. Ontario, CA 91764 Agency Phone:909-395-2000 �] Implementation Date: October 2013 �t C I Fy C}F ON T Project Scope: Product, Module, and Services provided by 4,, P A� Vendor Registration, Facilities, POS, Memberships. Ontario used RecWare and opted out of ActiveNET. Contact: Robyn Hockenhull, Senior Supervisor Contact Phone:909-395-2368 Contact Email: rhockenhull@ci.ontario.ca.us LAGUNA BEACH COMMUNITY SERVICES, CALIFORNIA 505 Forest Ave. Laguna Beach, CA 92651 Agency Phone: 949-497-3311 Implementation Date: November 2015 Pity P" Project Scope: Product, Module, and Services provided by rY _ �� ^4•,�� Vendor Registration, Facilities, and Permitting. Laguna Beach run programs, operates a large community center, and issues a high number of facility permits for film production crews and weddings. Contact:Adam Gufarotti, Recreation Supervisor Contact Phone: 949-497-0304 Contact Email: agufarotti@lagunabeachcity.net ARCADIA RECREATION & COMMUNITY SERVICES, CALIFORNIA 240 West Huntington Dr. Arcadia, CA 91066 Agency Phone: 626-574-5400 Implementation Date: November 2015 Project Scope: Product, Module, and Services provided by Vendor Registration, Facilities, and Memberships.Arcadia transitioned to CivicRec to take advantage of the option to utilize multiple merchant options within one CivicRec account. This allows them to keep their senior center credit card receipts separate from recreation. Contact: Brie Houghton, Recreation Coordinator Contact Phone:626-821-4368 Contact Email: bhoughton.arcadiaca.gov 10 136 PCL XL Error Subsystem : I / O Error : I n p u t R e a d E r r o r Operator : E n d P a g e Position : 61845 137 is El Segundo, California RFP #17-03 Recreation Management Software Presented by: Will Spicer, Senior Regional Sales Manager 4 AL r � q All 40 I CP 4 l , r CIVICPLLJ � CIVICRE Pomred by 302 South 4th Street,Suite 500 Manhattan,Kansas 66502 CP June 20, 2017 888-228-2233 Maria L. Cerritos, Purchasing Agent Office of the City Clerk City Hall 350 Main Street, Room 5 EI Segundo, CA 90245-3813 RE: Recreation Management Software Dear Ms. Cerritos and Selection Committee: How do you meet citizens' expectations of instant access to information with outdated technology and limited resources? As your partner, CivicPlus can help. Our company is passionate about our mission to help make local government better. We know we aren't just providing software; we are helping build a trusted and long-term relationship between you and your citizens through our innovative technology. Collaborating with you throughout the process ensures we deliver the solution that is right for EI Segundo. We know that every community is unique, and recreation departments have different services and goals.We tailor our solutions to meet your specific needs.With CivicPlus as your partner,you'll receive unlimited user licenses, access to all CivicRec modules, ongoing software updates and 24/7/365 support with secure hosting. By implementing the CivicRec Recreation Management System (RMS),your staff will have an easy-to-use suite of cloud- based tools that will simplify the way your department works while creating a mobile friendly and engaging experience for your citizens. For a more holistic community facility approach at your new Aquatics Center and other fields and facilities, we can provide various types of memberships based on residential address, pre-paid "punch card" options for drop-in visits, and access control. An EI Segundo Parks and Recreation Department and CivicPlus partnership will save you time and money with a solution for your community to find what they need,when they need it.With your new Aquatics Center, it is obvious that you are working diligently to revolutionize and upgrade your community to a higher standard of living.We look forward to being a part of another big step in this process. Sincerely, - .f Will fl / Spicer SeniorRegional - Manager Tim Grant - • • • - • Authorized to Bind Direct - 785-323-4772 139 .i v 2 . Table of Contents 1 3. EXECUTIVE SUMMARY 2 4. CIVICP'LUS EXPERIENCE AND BACKGROUND 4 5. STRUCTURE OF THE ORGANIZATION 8 6. REFERENCES 11 7. FINANCIAL STATEMENT 13 8. SCHEDULE NARRATIVE AND TIMELINE 18 9. STATEMENT OF COMPLIANCE 4 4( 20 10. RESPONSES TO THE SCOPE OF SERVICES 33 11. TECHNICAL AND FUNCTIONAL CAPABILITIES SCORE SHEET 73 12. PROPOSAL FEE 'a a 3 . Executive Summary CP Dear Ms. Cerritos and Selection Committee: CivicRec is a hosted,web-based application specifically designed to meet the needs of recreation and park districts and municipal recreation departments. Our system is a Software as a Service (SaaS)solution that is ready to go off- the-shelf. We would like to offer EI Segundo the opportunity to access a CivicRec sandbox environment so the City can experience the product during the software evaluation process.The sandbox will mirror the production environment and will include all CivicRec capabilities. It's important that the City understand exactly what you're getting prior to signing up.We can also offer the assistance of a CivicRec Solution Consultant during this period to ensure you are getting the most out of the sandbox. CivicRec has been developed exclusively for parks and recreation departments. It was not designed for another industry and altered to meet your needs.We have the focused vision and strategic direction to specifically cater to the functionality EI Segundo needs most. Our solution is a fully mature product; it is not a "framework" or "toolkit" or "vaporware".We have a track record of not only supporting our product, but also evolving it, so it consistently stays at the forefront of design, usability, and capability. Please compare the CivicRec solution to other products out there so you get a sense of not only what it does, but also how it feels. We can get you up and going quickly with our proven implementation process in an average of 12 weeks. In order to keep our products fresh, CivicRec encourages our clients to submit product enhancement requests through an online ticket tracking system.We regularly accept and incorporate client feedback, which benefits our entire user base, at no cost.All customers on the CivicRec system receive the entire system with no user licenses to purchase or update. There is no limit to concurrent users.All modules and software updates (product enhancements)are available to all clients, all the time, at no additional cost.You will always have brand new software! We propose the following software capabilities to EI Segundo, including, but not limited to the following: • Account Management ■ League Management • Facility Reservations(Rentals and Internal • Mobile Public and Staff Experience Bookings) M General Admission Ticketing is Activity Registration ■ Financial Accounting/ Reporting ■ Membership Management ■ Mail/SMS Blasts • Point of Sale/ Inventory Management ■ Surveys CivicRec software is ready for immediate use by our clients. In addition, multiple product enhancements are released every year to continually develop and improve the product as a top priority.We want both our customers, and our customers' customers (the public),to experience a product that feels clean, is powerful, is actively managed, and is well-supported. Sincerely, - ,f r s �`iY •� � ��llu,r:,f lir SIICC'lol O! ��i 1("` 141 4 . CivicPlus Experience and Background I f 20+ 200+ k 21500+ 20+years of experience 200+employees,many who More than 2,500 local with a focus to help have experience in local government clients across local governments. government organizations. Canada and the U.S. 55k+ 60M + I Over 55,000 internal admin More than 60 million online users visitors(and counting!) 1 G *Tech 100 5-time Inc. 5000 Honoree ±2LL._qovteqh.com/1 00 4. CivicPlus Experience and Backgrounds CivicRec strives to provide recreation departments and their customers (the public)with a modern, intuitive CivicPlus Communities interface that is powerful, well-managed, and actively supported. Parks and Recreation has been our sole focus for the past ten years. Our parks and recreation software has been implemented using hundreds of best practice product suggestions from numerous districts and departments from across the country. CivicRec is a fully mature product that has not been adapted from some other industry. There is no software or hardware for the City to install because our ; solution is web-based, hosted and PCI compliant. =b• We provide a monthly release. Our solution is a SaaS solution and there are no additional upgrade fees. All software updates are available to all clients, every month. Ultimately, CivicPlus is a company that's about amazing people doing amazing things. CivicPlus continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our clients, their 55,000+ internal users and the 60 million online visitors (and counting!). A dedicated, highly qualified project team will assist you throughout the development process to ensure your project's success and your complete satisfaction. Our implementations are fast(-12 weeks)but can be accelerated, if desired. CivicPlus has multiple clients in progress in different phases of development at any given time. CivicPlus' proven development process, and not assigning your team until contract signing, ensure our clients have an available and dedicated team throughout their project. CivicPlus has a team of dedicated account managers to help you implement the tools needed to successfully meet the level of community engagement that you desire. Upon website Go Live, you will have a dedicated member of this team to help you keep up on new CivicPlus products and optimize your site.This specialized team member can provide you with further information on how to engage your citizens, utilizing the tools that CivicPlus has put into place on your new website. Our support personnel are ready to answer your staff members' questions and ensure their confidence in using our site. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m.to 7 p.m. (CST)to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day. Our pricing model is very simple, and we do not charge extra fees for support or maintenance. 3 143 5 . Structure of the Organization r CivicHus History and Organization e� CivicPlus'focus to help local governments work better and engage their citizens through their web environment began as Icon Enterprises in 1994 in Manhattan, Kansas by the Owner,Ward Morgan. Icon Enterprises became a Kansas Corporation in 1998. In 2016,the company was renamed CivicPlus, Inc.We are still headquartered in this vibrant university town where our team of over 200 professionals develop and deliver superior web technology, human resources efficiency and emergency mass notification solutions for our clients. We've steadily grown over the last 20+years and have honed our skills working with municipal organizations across the US and Canada-helping them streamline their daily work and better inform and connect their communities. CivicRec, a CivicPlus company, has 10+years of experience and is designed specifically to meet the needs of municipal parks and recreation departments. MorganWard Chairman of - Board Brian .- President P,01.'ai1 I>iw k lin, Sir°iii nr,inai_t�r -Tim Grant `;C�i`i. Director. anag- . ��i�.n�icer of llalnn�q,t;+>>J �� , ..•.� 01111) Admi istration (Specific training and (Specific team members will be consulting specialists will (your account manger will Will Spicer assigned after contract signing) be assigned after contract be assigned after contract Senior Regional Sales signing) signing) Manager Primary point of contact during development Facilitate content Initial contact consulting Ongoing client assistance Contract finalization Project development after Go Live Timelines/Milestone Facilitate GCMS staff training of (Specific team members will be (Specific training and consulting assigned after contract signing) specialists will be assigned after (Specific team members will be contract signing) assigned after contract signing) Quality Control Specialists Creative design Troubleshooting&Issue development Content Developers Look&Style consultation Resolution 5 145 Key Personnel C;p From project management to development to training and support, a dedicated project team will assist you throughout the entire process to ensure your project's success and your complete satisfaction. Our expert project leaders will coordinate your needs with qualified specialists who will work directly with you throughout your project and beyond. Your individual, dedicated team members will be determined just prior to Kick-Off so we can be sure they will be available to begin your project immediately and work directly with you throughout the entire process.The time needed to deliver a successful project by your project manager and art director with be determined once final scope has been defined.This process helps ensure we deliver the attention and effort you need and deserve to create a website that achieves your vision of success.Your website will be designed, developed and hosted by CivicPlus trained professionals. No aspects of the project will be outsourced or subcontracted. Landon Schenck—General Manager of CivicRec Landon has over 20 years of software development experience, including developing the CivicRec software from the ground up. Landon manages CivicRec product strategy and overall vision for CivicRec and also continues to personally engage with larger customers during their implementation process. Education Resume 15+Years of Experience BBA in Management Information Software Developer IT Consulting Systems General Manager of Recreation Product Design&Development Software Custom Software Development Adam Block—Manager of Project Administration Adam leads our project management team.This team oversees inter-departmental and client interactions assuring that your project will be developed in a timely manner by professional experts. Education Resume 15+Years of Experience BS in Business Administration Lead Project Manager Project Management Management Financial Services Business Management Economics Team Building Customer Service Jim Flynn—Chief Systems Architect Jim coordinates and manages our in-house experts on the technical aspects of your project development. His team will develop the solution so it delivers the functionality and integration you need. Jim also leads our hosting and security services to ensure your new product is safe,maintained, and remains updated. Education Resume 18+Years of Experience BA in Computer Information System Architect Cyber Security Systems Information Technology Director Network Infrastructure System and Software Architecture b 146 Jim Steffensmeier—Manager of Training and Consulting C;p From consulting services to data migration to technical specifications,our training and consulting department will assist you in understanding your new recreation management software and obtaining the ` r skills you need to use it. He will coordinate his team of professionals to deliver the consulting and training r ,+' services you need to achieve success. Education Resume 10+Years of Experience MA in Education/Adult Education Training Customer Service &Training Consulting Best Practices&Website BS in Psychology Optimization AA in Business Management US Army Veteran Sumre Amerin—Manager of Account Management Upon Go Live, Sumre will assign an account manager to your project.Your dedicated account manager ;tet stays current on new CivicPlus products and will continue to optimize your solution.This specialized team member will provide you with information on how to better engage your citizens utilizing the tools that �:. CivicPlus has put into place. Resume Resume 10+Years of Experience BS in Integrated Services Performance Management Leadership Consultant Customer Service Sales Manager Project Management Process Improvement Constance Huseth—Manager of Client Support Constance Huseth manages the technical support team for all CivicPlus products.Upon launch of your new CivicPlus website,any technical questions or issues you may encounter may be reported to your CivicPlus Technical Support Team.This specialized team operates on a 3 tier,product specific,escalation process to report technical issues to the products development team and works hand-in-hand with our Help Center to continually improve online assistance content and best practices information Education Resume 5+Years of Experience BA English,Communication Technical Support Specialist Technical Support Documentation and Business Management Communications Manager Team Building Customer Service COMPANY&CONTACT INFORMATION Will Spicer 302 S.4th Street, Suite 500 Contact Information Senior Regional Sales Manager Primary Office Manhattan, KS 66502 spicer@civicplus.com Toll Free 888-228-2233 Direct Line 785-323-4772 Fax 785-587-8951 Ward Morgan, Legal Name CivicPlus, Inc. ! Company Founder Owner/Chairman of the Board Incorporated In State of Kansas Date Incorporated June 1998 I GSA Contract#GS-35F-0124U Company Website www.civicplus.com Purchasing Vehicles TIPS/TAPS Contract#2092613 Interlocal Purchasing 7 147 6 . References Included are just a few examples of other government i entities, similar in size and scope, which have utilized CivicRec. Contact our clients and let them tell you about their experiences working with��the: produ,et.,.ourr,process and how we met,itjlq'6 ' ''' pettations. Client References CP California Users CivicRec is fast approaching 300 total installations nationwide,with approximately 150 implemented in the last three years.As a privately held firm, providing complete lists of municipal agencies for which the respondent has conducted a Complete Delivery of a Municipal Parks and Recreation Management Software System within the past three years could be detrimental to our business. We have included a confidential list of a portion of our government partners in California, Please note that not all parties listed have agreed to be contacted for reference, but EI Segundo may be able to explore partner sites to see how CivicEngage is utilized from municipality to municipality.We have included references who have agreed to field questions on the following page. ■ Big Bear Valley Recreation and Park District, Big ■ Del Norte County Recreation,Crescent City Bear Lake Easton Archery Center of Excellence, Chula Vista ■ City of Alhambra-Community Services Department ■ Easton Van Nuys Archery Center,Van Nuys ■ City of Anaheim ■ Elings Park, Santa Barbara ■ City of Arcadia ■ Joshua Tree Recreation and Park District ■ City of Beverly Hills Kensington Community Council ■ City of Cyprus ■ LA Mavericks,Agoura Hills ■ City of Kerman Recreation &Community Services Monterey Peninsula Regional Park District, Monterey ■ City of La Mirada Community Services Mountain House Community Services District ■ City of Laguna Beach Rim of The World Recreation and Park District, ■ City of Lake Elsinore Rimforest A City of Martinez ■ Sacramento County Regional Parks W City of Ontario Recreation &Community Services ■ Tehachapi Valley Recreation and Park District ■ City of Pittsburg ■ Town of Moraga ■ City of Porterville Parks & Leisure Services ■ Tuolumne County Recreation Department, Sonora ■ City of Santa Clarita ■ Union City ■ City of Temecula ■ Valley Wide Recreation & Park District, San Jacinto ■ Crafton Hills College,Yucaipa ■ Wasco Recreation and Parks District 9 149 Client References C;p ONTARIO RECREATION & COMMUNITY SERVICES, CALIFORNIA 303 East B St. Ontario, CA 91764 Agency Phone:909-395-2000 �T Implementation Date: October 2013 CITY OF O I V T Project Scope: Product, Module, and Services provided by ray Vendor Registration, Facilities, POS, Memberships. Ontario used RecWare and opted out of ActiveNET. Contact: Robyn Hockenhull, Senior Supervisor Contact Phone: 909-395-2368 Contact Email: rhockenhull@ci.ontario.ca.us LAGUNA BEACH COMMUNITY SERVICES, CALIFORNIA 505 Forest Ave. Laguna Beach, CA 92651 Agency Phone: 949-497-3311 Implementation Date: November 2015 Project Scope: Product, Module, and Services provided by BEACHVendor Registration, Facilities, and Permitting. Laguna Beach run programs, operates a large community center, and issues a high number of facility permits for film production crews and weddings. Contact: Adam Gufarotti, Recreation Supervisor Contact Phone: 949-497-0304 Contact Email: agufarotti@lagunabeachcity.net ARCADIA RECREATION & COMMUNITY SERVICES, CALIFORNIA 240 West Huntington Dr. Arcadia, CA 91066 Agency Phone: 626-574-5400 Implementation Date: November 2015 Project Scope: Product, Module, and Services provided by Vendor Registration, Facilities, and Memberships.Arcadia transitioned to CivicRec to take advantage of the option to utilize multiple merchant options within one CivicRec account. This allows them to keep their senior center credit card receipts separate from recreation. Contact: Brie Houghton, Recreation Coordinator Contact Phone:626-821-4368 Contact Email: bhoughton.arcadiaca.gov 10 150 7 . Financial Statement CivicPlus is a privately held firm and does not publish a public annual report to include in this section. With that being said, on the following page, we have attached a document from our bank stating our good financial standing. We will be more than happy to provide addit onal financial documents, including internal financial statements, at the appropriate time. As a private company, such information, if released to our competitors, would be detrir ental to our firm and will therefore only be provided 1'on the understanding that it would be treated as confidential and not disclosed beyond EI Segundo. Thank you for your understanding. IV StateBank 1010 WESTL40P PLACE 1785 587 d D00 MANHATTAN,KS GOS02 December 13, 2016 CivicPius Inc. 302 S. 4th Street, STE 500 Manhattan, KS 66502 Re: CivicPfus To Whom It May Concern-. Kansas State Bank of Manhattan is pleased to provide a Bank, "Letter of Recommendation" for our valued customers, CivicP us, Inc. In addition to deposit accounts, we currently extend credit facilities to CivicPlus, Inc. aggregating in the low-seven proportions. All deposit and credit facilities have been handled in a very satisfactory manner. The company's reported financial position is sound and supportive of current and "future" credit extensions. We enjoy a strong working relationship with Civic Plus, Inc. and are pleased to call them a valued customer. If you have any questions or require additional information, (with Civic Plus Inc approval), please do not hesitate to contact us- Sincerely, Lowell L. Kohlmeier Executive Vice President LLKlamd JUNCTION , S . Schedule Narrative and Timeline A dedicated project team will assist you throughout our proven development process to ensure the CivicRec solution achieves your vision of success and delivers you complete satisfaction - guaranteed. Provided is an illustrative development timeline for EI Segundo. Our average implementation timeframe is 12 weeks. If the City has implementation, training, or integration needs that require a longer timeframe, we're happy to adjust accordingly. No two customers have the exact same schedule. Considerations like "all-in" versus a "scaled rollout" approach, not to mention the City's own scheduling needs, will factor into the final implementation schedule. CivicRec can begin Project Initiation as soon as contract signature is complete. Project Schedule CP Schedule The key challenges experienced most frequently during the website redesign, development, and implementation process are timeline adjustments. Modifications to a project timeline can occur for a number of reasons to include, but are not limited to, a change in the scope of work or failure to return necessary paperwork to the project manager.These challenges are overcome by communication with the client and revision of the project schedule so that it is agreeable for both parties. We are confident that we can meet your goal of implementing the new system by December 1, 2017 as long as the contract is signed by the expected date and all deliverables are completed on time. SAMPLE PROJECT SCHEDULE: 12 WEEKS (ACTUAL SCHEDULE MAY VARY) PROJECT INITIATION .WK-OFF MEETING Meeting to discuss CivicRec production process and detail items to be submitted by you CITY DELIVERABLES rUE (IF APPLICABLE) CMITR7ATION Submit data for import: GL Codes, Facilities,Activities, On-site and web-based Configuration Training GIS Residency, Locations ACTION:CIVICPLUS • DEVELOPMENT CivicPlus will import facilities&GL Codes(if applicable), integrate with necessary gateways,set up public page TRAININGFACILITIES/ACTIVITIES On-site and web-based Front Line Training CITY DELIVERABLES DUE CIVICPLUS ACTIOPORTS Submit final set of appropriate deliverable items.This CivicPlus will import remaining provided information is the final day to submit items to ensure the system from client that is required post training such as future goes live on time.This is also the final chance to facility reservations, memberships/existing users, submit payment gateway information if it hasn't been resident addresses, account balances &credits submitted yet. SYSTEM PREPARATION FOR LAUNCH GO LIVE &SIGN OFF Project check in meeting to discuss preparation for New CivicRec product goes live,client introduced to Go-Live; Introduce to Account Manager(if available), go Account Manager over items that were imported, verify payment gateway, and public page setup. 14 154 Project Approach CP APPROACH A Project Manager will be assigned to EI Segundo to ensure that milestones are met,status calls are conducted, issues/considerations are addressed, and that you have a painless startup process.The Project Manager utilizes phase checklists as well as a detailed Project Plans to facilitate project activities and track milestones.The Project Plan will outline the type of activity,the purpose of the activity, the resources required for the activity, and any associated documents specific to the activity. A Solution Consultant will also be available to work with the City on implementation activities.The Solution Consultant is available to offer guidance and best practice solutions to the City. Our Solution Consultant(s) have years of experience and have assisted hundreds of clients in configuring their systems. They are often able to share tips and advice on how to make CivicRec work better for the City and for its public. EXAMPLE PROJECT PLAN The following Project Plan for the Kick-off Phase is provided as a sample.We will be able to disclose a complete and more detailed project plan upon selection as a finalist. ACTIVITY PURPOSE RESOURCES DOCUMENTS Task Communicate tasks necessary in CivicRec PM CivicRec: Kick-off preparation for Kick-off Checklist — Meeting/ 0 Introduce Project Teams CivicRec PM Call ■ Define Roles Client PM ■ Review Statement of Work Meeting/ ■ Review Draft Project Timeline CivicRec PM CivicRec: Project Call ■ Establish On-Site Training Dates Client PM Plan DATA MIGRATION Upon request, CivicRec can convert content from your current database, including accounts with credits, accounts with balances,future bookings, and active memberships.We have a number of custom developed scripts and libraries that we leverage for data imports.The amount of effort is dependent upon the type of data (e.g., user data imports are typically straightforward,yet historical transactions are often time consuming to import).After a more detailed discussion with the City,we can recommend options for extracting and saving data from your current database. 15 155 Project Approach CP INTEGRATION DEVELOPMENT There are several integration capabilities that EI Segundo may choose to leverage: ■ CivicRec can provide integration to your selected payment gateway(for credit card processing). ■ Additionally,we can also produce a GL extract compatible with your financial system.We have interfaced with a number of different systems and are confident that we can produce a file compatible with yours. N Finally, you may opt to have CivicRec integrate with its GIS system for purposes of local resident determination. TRAINING PLAN We recommend a train-the-user approach in most cases with hands-on training for participants. Users learn the system much more quickly when they're entering actual data during the training sessions. CivicRec offers web-based training as well as on-site training. Up to two (2) days of on-site with an additional eight(8) hours of web-based training is estimated for this project.The specific training plan will be customized to meet your specific needs.We typically break training up by our modules (Registration, POS, Rentals, Reporting, etc.). Sometimes a client may instead ask for training according to job role, which can easily be done. Classes with more than 20 users tend to lose their effectiveness.We will also make sure any of your last minute questions are answered before Go Live. Note:We do not offer system administrator training as a separate item as it is included as part of our system development and implementation. SYSTEM TESTING / ISSUE RESOLUTION CivicRec is ready to go off-the-shelf. In some situations, our clients have asked for either software enhancements or for custom code specific to their needs. If customizations are requested(note: an additional fee may apply),then we will work with you to fully understand your requirements prior to beginning work. If the City wishes to test the custom code changes,then we will provide a testing environment in which you can review the new functionality and provide sign-off prior to moving the code to production. TRANSITION TO PRODUCTION During the 12-week implementation period, EI Segundo and CivicRec will work together to import and/ or configure production data, develop and test integration to third party systems, and complete system training with your lead and frontline staff.The City will also have begun your marketing promotion for the new site and online registration. After front line training is complete, CivicRec will complete a final data import(if required) and the City will ensure the site is fully configured and ready for launch. Once you have indicated a Go for launch, you will place a new link on your site which will redirect your customers to CivicRec. During this time, CivicRec is available to be on site with you or can be available remotely for immediate assistance should the City desire. 16 156 Your Role CivicRec will work with a single Point of Contact from EI Segundo. The City should consider the following roles for a successful implementation team. ROLE RESPONSIBILITIES Project Executive Provides focus and guidance for the overall project. Helps to prioritize key objectives, assists with issue escalation, and acts as project champion. Project Manager Works closely with the CivicRec Project Manager to facilitate the execution of project activities and logistics. Organizes training for recreation staff, front desk,supervisors, and managers. Lead Staff Activity managers and facility managers within parks and recreation who will be doing the primary configuration and setup within the CivicRec system. Frontline Staff Acts as end users of the system and will participate in end user training sessions. Information Coordinates with CivicRec on the GIS data export and other data migration Technology requirements. i Finance Coordinates the payment gateway integration,financial accounting extract, and works with CivicRec to properly configure the General Ledger setup. I Marketing Identifies and communicates rollout and adoption process both internally and to the public. 17 157 E E 9 . Statement of Com I it� E 9e Statement of Compliance CivicPlus will comply with the City of EI Segundo's Insurance Requirements and Professional Services agreement with the following exceptions: ■ In regards to the Insurance Requirements, CivicPlus would provide notice to our clients as soon as possible if a cancellation notification,for any reason, is received from our insurance company.Our insurer cannot guarantee 30 days notice. ■ Strike 4 of the Professional Services Agreement and replace with, "CONSULTANT reserves the right to negotiate invoicing terms if awarded." ■ For 16B of the Professional Services Agreement,we ask for 60 days' notice for termination instead of 30. ■ On 38 of the Professional Services Agreement, add sentence, "Notwithstanding the foregoing, CONSULTANT shall not be liable for any delays or failure to deliver caused in whole or in part by the CITY." 19 159 10. Responses to the Scope of Services Cp 1. Work and meet with staff to refine the project scope, purpose, uses and goals of the recreation management software to ensure that the system will be both accurate and appropriate to the Department's needs. Review project schedule and answer any questions pertaining to the successful implementation of the system. We look forward to meeting with you to refine the project scope, purpose, uses and goals. During the Kick-Off meeting, your dedicated project manager will review the project schedule and answer any questions pertaining to the successful implementation of the system. If you would like more in depth meetings for this,we can provide consulting for an additional cost. See page 76 for further details about our optional consulting. 2. Meet with staff and conduct interviews as needed to gain an understanding of the Department's processes and operations. We will meet with Departments to make sure we are able to successfully implement CivicRec, but for more thorough interviews and understanding, consulting would be the best option. We have included information about our optional consulting on page 76 of this proposal. 3. Install and/or implement recreation management software (both cloud based and on-site hosted systems will be considered. Confirm whether the proposed recreation management software is hosted on-site or off-site. We will work with you to install and implement CivicRec. Our solution is cloud-based and hosted off- site. 4. Work with Information Services Department to determine proper integration methods with other City software programs such as the existing cashiering system and hardware compatibility and integration. CivicRec has provided integrations with a broad range of existing programs. We welcome the opportunity to meet with you for a more detailed planning and scoping session to help determine project details and applicable service fees for custom development.Additional service fees may apply. 5. Confirm whether the proposed software has the ability to integrate with cashiering software of the City's choice(i.e.Tyler Cashiering); list names of all cashiering system and hardware compatibility and integration. We regularly provide integrations with a broad range of existing programs and we welcome the opportunity to review and scope in more detail once we've learned more about the City's preferred software of choice.We look forward to discussing the cashiering systems we can integrate with. CivicRec is a fully-hosted, SaaS solution, ready for "off the shelf" use and does not require any additional hardware other than an internet connect to function appropriately. 21 161 6. Identify hardware requirements and associated costs needed to interface with the software. ca Determine whether the City's existing equipment is usable with the proposed solution. CivicRec is a fully-hosted, SaaS solution, ready for "off the shelf" use and does not require any additional hardware other than an internet connection to function appropriately. 7. Work with Finance Department to determine proper integration with Eden financial software for seamless accounting procedures and integration with existing credit card merchant services vendor. Describe the integration process between the proposed software and Eden Financial software. CivicRec has provided integrations with a broad range of existing accounting systems and will gladly take requests for integrations not currently in use and make sure they're available for future use. Additional service fees apply.We look forward to meeting with you to discuss the integration process. 8. Confirm whether your company has the ability to integrate with outside credit card merchant services of the City's choice (i.e. Open Edge); list names of all merchant services with which the proposed recreation management software can integrate. CivicRec has multiple credit card processing options. CivicRec can serve as the merchant of record for credit card processing.Alternatively, we can integrate with other merchant providers, including Open Edge, if a client desires to use its own merchant account.We also can provide a reference to our well- integrated processing partners if a client desires to use a different merchant provider, but needs to shop for a new one. Below is a list of merchants we currently work with: * Open Edge- EMV/Chip Reader integrations available ■ Authorize.net Braintree Payments ■ Elavon/Converge- EMV/Chip Reader integrations available 9. Work with Department of Recreation and Parks to determine data migration needs and provide services to migrate identified data sets from existing software system. Upon request, CivicRec can convert content from your current database, including accounts with credits, accounts with balances,future bookings, and active memberships.We have a number of custom developed scripts and libraries that we leverage for data imports.The amount of effort is dependent upon the type of data (e.g., user data imports are typically straightforward, yet historical transactions are often time consuming to import).After a more detailed discussion with the City, we can recommend options for extracting and saving data from your current database. 10. Work with Department of Recreation and Parks to set up accurate activity and facility rental data, including resident and non-resident fees, class titles, categories, descriptions, prerequisites, and other details associated with each offering. Propose a solution and timeline for this task. CivicRec will work with the Department of Recreation and Parks to set up accurate activity and facility rental data during implementation. For further details on our implementation process see pages 13 to 17 of this proposal. 22 162 11. Work with Department in developing multiple memberships based on residential address of C' customer. Describe membership capabilities of the proposed software and address the City's need for multiple memberships with various eligibility criteria including age and residency. Describe access control mechanisms for membership-related activities (i.e. admission to a swimming pool facility). Customer Management in CivicRec is particularly easy.Associate photos and avatars with users for use on membership cards and system profiles. Staff can see a history of all of the account's transactions. Leave credit/debit cards on file for future and recurring payments. Perform other functions like sending invoices, merging accounts, and more. Easily sell memberships and punch cards,take photos of members, print cards or associate barcode key tags, and check people into a facility. CivicRec will even help you auto-bill your members to ensure everyone stays paid and current. 12. Describe the mobile platforms available with the proposed software including, but not limited to, view-ability on mobile devices (i.e. dashboard), ability to register for classes/activities via a smartphone or tablet, mobile friendly calendars, ability to view account history, etc. When users register through CivicRec,they get the same great experience on their phone/tablet that they're used to experiencing on their desktops.The mobile experience supports all the same waivers, prompts, discounts, and add-ons that the desktop version does. We always try to adhere to industry standards to ensure access by all customer populations. ■ Mobile Responsive ■ No constant app update or installation ■ Social networking integration ■ QR Code Support 13. Describe the capabilities of the proposed software to interface with security systems and access control to secured gate entryways, if any. CivicRec has provided integrations with a broad range of existing systems and will gladly take requests for integrations not currently in use and make sure they're available for future use.Additional service fees apply. Further scoping is necessary to determine what is required. 14. Describe the capabilities of the proposed software for issuing tickets to events and processes for utilizing lottery-based activity registration. Easily generate tickets for events either through our desktop or our mobile experience. Public users receive additional pages, along with their receipt, that contain their tickets.Those tickets can then be printed and scanned into our mobile check-in or desktop check-in screens. Public users may also prefer to simply show the ticket code on their phone display instead of printing. 23 163 15. Describe the various methods in which the software communicates with the customer such as text Ci messaging, email notification, receipt notes, etc. In what ways can the administrator select target markets to send notifications? There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button.The People Finder report is a particularly handy report that allows for mailings based on several different filters. SMS messaging has recently been introduced to facilitate those particularly time-sensitive notifications like cancellations. 16. Administer a comprehensive set of tests of various use cases to ensure proper functionality prior to full transition. All deployments flow through a formalized development process that includes code check-in, unit and functional testing, and deployment. 17. Provide sufficient training for at least 25 employees to use all functions of the system. In your proposed solution, we have included sufficient training for at least 25 employees to use all functions of the system. 18. Provide ongoing technical support and software maintenance. We have provided details about our support and maintenance in this section on pages 30-32. 19. The system will provide accurate record keeping for classes,facilities, activities,financial data, and customer information, and will need to meet the performance requirements contained in this Request for Proposal. CivicRec provides accurate record keeping abilities for all of the above.The system will meet EI Segundo's performance requirements. On pages 25-29, is further information about CivicRec's Features and Functionality. 24 164 Additional Scope of Services Information `P CivicRec understands EI Segundo is seeking a fully hosted RMS to provide your staff and customers with the greatest service in the industry.The City wants to provide its citizens with excellent customer service both in person and online with the use of a RMS that controls daily recreation program administration and registration,facility and field reservations, payment processing, and reporting. We will provide you with an integrated,web-based and hosted application recreation management system that is comprehensive, efficient, and modern. In addition, CivicRec is fully scalable to allow for future growth and is easily deployed to all functional areas of the City. Modules FACILITY RESERVATIONS (ONLINE AND IN-HOUSE) All facility functions in CivicRec are completely integrated. Generate and email complex permits, schedule programs,take in-house and online reservations, and schedule leagues and meetings-all without fear of double bookings! Grid views and map based bookings also make campsite reservations a breeze. K A master calendar gives client staff a quick and easy way to view facility availability ■ Rentals or admin reservations • Reservations for scheduled activities such as head-to-head league games ■ Waivers, prompts, and forms R Recurring bookings 4 , ■ Quickly adjust rentals ■ Easy refundable deposit tracking 4 ' S�MSUNG ��w, ti+ I 165 Additional Scope of Services Information E ACTIVITY REGISTRATION (ONLINE AND IN-HOUSE) Your staff can quickly create programs, indicate flexible pricing, attach waivers and prompts, and assign instructors with the Activity Registration module. Easily take registrations in-house or p allow your public to register on the device of their . choice, including mobile. Our software utilizes ' load balanced servers and can be scaled to r accommodate any volume. ■ Register multiple household members at once f _ ■ Merchant account integration ■ Branded receipts = Resident/non-resident determination ■ Receipts and permits emailed after checkout ■ Online registration page styled to match department website • In-house Staff(with permissions) can alter ■ Social networking integration fees, pro-rate, and leave balances ■ In-house payments can be spread across ■ Pay balances online multiple payment types ■ Volunteer Management ■ Registrations accepted securely through the web 1 26 166 Additional Scope of Services Information Ca MEMBERSHIP MANAGEMENT Customer Management in CivicRec is particularly easy.Associate photos and avatars with users for use on membership cards and system profiles. Staff can see a history of all of the account's transactions. Leave credit/debit cards on file for future and - recurring payments. Perform other functions like sending invoices, merging �f accounts, and more. pEasily sell memberships and punch cards,take photos of members, print cards or associate barcode key tags, and check people into a facility. CivicRec will even help you auto-bill your members to ensure everyone stays paid and current. POINT OF SALE CivicRec's Point-of-Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and reserve facilities—all in the same cart! It even plugs right in with your cash drawers, barcode readers, receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item are available at each of your locations. ■ Manage product categories ■ Tax can be included in the price or tacked onto total • Flexible pricing ■ Inventory management i Touch screen friendly ■ Cash drawer and receipt printer interface • Single checkout experience with program registrations and facility rentals ■ Multi-level tax support 27 167 Additional Scope of Services Information CP LEAGUE MANAGEMENT Athletics staff can easily create leagues, draft players, assess skills, and generate schedules. Public facing "Scores and Schedules" pages can be linked to directly from your website so that your public always has up to date information about their leagues. Including an exciting "Parent/Player Portal" that will make it even easier for participants to follow their leagues. ■ Team or individual signup • Assessments • Auto-scheduling with drag-and-drop adjustments • Drag-and-drop drafting • Enter in game results .� ■ Schedules, scores, and standings available by link from your website a G TICKETING Easily generate tickets for events either through our desktop or 40 4+4 �G'k SO R qo� our mobile experience. Public users receive additional pages, �� gflo o� oye along with their receipt,that contain their tickets.Those tickets can then be printed and scanned into our mobile check-in or desktop check-in screens. Public users may also 41iW prefer to simply show the ticket code on their phone display instead of printing. ;d �' 40 Additional Functionality EMAIL/SMS BLASTS There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button.The People Finder report is a particularly handy report that allows for mailings based on several different filters. SMS messaging has recently been introduced to facilitate those particularly time-sensitive notifications like cancellations. MERCHANT OPTIONS/CREDIT CARD PROCESSING CivicRec has multiple credit card processing options. CivicRec can serve as the merchant of record for credit card processing.Alternatively,we can integrate with other merchant providers if a client desires to use its own merchant account. We also can provide a reference to our well-integrated processing partners if a client desires to use a different merchant provider, but needs to shop for a new one. 28 168 Additional Scope of Services Information MOBILE FOR YOUR PUBLIC AND YOUR STAFF When users register through CivicRec,they get the same great experience on their phone/tablet that they're used to experiencing on their desktops.The mobile experience supports all the same waivers, prompts, discounts, and add-ons that the desktop * +1 version does.We always try to adhere to industry standards to ensure access by all customer populations. { ■ Mobile Responsive ■ No constant app update or installation ■ Social networking integration • QR Code Support SURVEYS Participants will automatically receive post-program surveys requesting feedback on your programs, organization, instructors, and processes.This information is captured and is presented back to staff to assist in determining how well your programming is being received. REPORTING /FINANCIAL ACCOUNTING CivicRec has a very powerful reporting engine.There are dozens of standard reports in CivicRec. However, staff can basically take any report and customize it to their liking. Filters can be added and/or removed. Fields can be added and/or removed. Reports can be sorted, saved, emailed, exported, or scheduled for regular delivery to any email address. CivicRec will gladly take any reasonable reporting request from a client and ensure that it is made available as requested. ■ Over 100 canned reports ■ Completely customizable filters and report fields • Export to Excel • Quick email capabilities for displayed reports E Custom report saving for future use ■ Scheduled reports for email delivery to any email address at any time 29 169 Technical Support CP ------ .... .......... - --- "I'd have to say my favorite part of CivicRec is the service. Sometimes I encounter something I just can't figure out and CivicRec is always there with a solution. They respond quickly and thoroughly." Client review from Capterra www.capterra.com/parks-and-recreation-software/ Support CivicRec is an internet-based,fully hosted software solution.We will handle all of the server-side maintenance, backups, replication, PCI compliance, fixes, patches, and software upgrades.All maintenance, hosting, and product upgrades are included at no additional cost within the annual maintenance and support fee. CivicRec processes standard support requests from 7am-7pm Eastern, Monday-Friday(excluding holidays). Emergency support is offered 24/7. CivicRec will provide a toll free number and online chat support, as well as an online support system for users to submit software issues or requested enhancements. For emergencies, users may either call CivicRec or enter an emergency ticket into the system. Emergency tickets include any CivicRec issue that is causing a disruption to your ability to use our system (i.e.,the website is down).These issues are addressed immediately.Additionally, CivicRec is available to be on site with you when needed (travel expenses may be incurred). CivicRec also maintains a product Help Center where users can review articles, User Guides, FAQs, and can get tips on best practices.The Help Center is also where we store Release Notes and our community for enhancement suggestions. 30 170 CP Hardware Customers may opt for a variety of hardware peripherals to enhance the CivicRec experience. CivicRec can be integrated with magnetic stripe readers, barcode readers,thermal printers, cash drawers and more.While CivicRec does not directly provide hardware, we are happy to assist with procurement and implementation. Release / Upgrade Schedule CivicRec currently utilizes a monthly release schedule.You can expect to receive an average of one new feature per month. We also try to release a new major module quarterly. If bugs are identified, those are "hotfixed" into production and do not await our standard release dates. CivicRec is an SaaS solution and all customers are on the same code base. Product enhancements are provided on an ongoing basis to our clients at no additional charge. Many, if not most, of these enhancements originated from a customer enhancement request that was applied to the base product and made available to all CivicRec customers. System changes are communicated via our website (users will see a notice upon login). For major changes that may require additional staff training (e.g., a brand new module is being released), we will notify EI Segundo in advance and schedule the rollout with you as appropriate. We base our roadmap on requests from our customers as well as on our own internal product goals.We maintain a roadmap request system that allows for customers to request changes and to up/down vote ideas that are under consideration. PCI Compliance For credit card security, CivicRec maintains PCI compliance through an Approved Scanning Vendor (ControlScan).We are scanned monthly and provided a quarterly certificate of compliance. Our customers are provided a copy of that certificate for use in their own PCI Compliance. We also try—when possible—to take CivicRec(and you) completely out of PCI scope by leveraging "hosted" payment pages when available. Many payment gateways have payment forms that can be embedded within CivicRec(or that the browser can be redirected to)that ensure card data never touches the CivicRec servers. Instead,the card data is keyed directly into the payment gateway's form, and CivicRec simply receives a notification that the payment was successfully made. 31 171 Hosting & Security Ca Data Center / Security CivicRec utilizes industry standards, insurance requirements, and PCI requirements to ensure that CivicRec is only accessed in the manner it's intended to be accessed and by people who are authorized to do so. Methods include: ■ Physical security at our Tier III data centers(Codero,TeIX, and Rackspace) ■ Server firewalls ■ Anti-virus scanning ■ IP logging and filtering ■ Application security monitoring All data centers provide a network operation center with 24/7/365 monitoring of the data center environment, system availability, and performance.The data centers are SSAE 16 compliant. For User Security, CivicRec will assist the City in configuring user levels and assigning users to those groups.Thousands of permissions can then be configured on a group by group basis. Most permissions apply on individual pages, but some also apply to specific functions within a page (buttons,fields, etc). CivicRec will guide you through this process as part of Training & Implementation. Disaster Recovery / Redundancy CivicRec has policies and procedures in place to ensure continuity and disaster recovery. We utilize local, replicated servers to ensure that copies of data, software, and files are always available and up to date. These servers can be rolled over in the event of hardware failure or other local issues. In addition,we have a process that encrypts backups once each day and sends them off-site for purposes of disaster recovery. This process ensures that we can reconstitute our entire product and underlying data structure with limited downtime and loss of data...even in the event of catastrophe. Data Backup and Archive The City can export data as needed in the standard reporting tool. If you have elevated data retention requirements, CivicRec can have a scoping session with the City to address those. Professional Services fees may apply to custom configurations/capabilities. 32 172 11 . Technical and Functional Capabilities Score Sheet (TECHNICAL Item#ISolution Requirements I Code Number (Comments Respond for ALL Systems(ON-SITE or HOSTED) As long as the City requests enhancements that benefit the Application can be modified and enhanced to meet the City's rest of our customers,and those enhancements can be 1 business requirements while still maintaining vendor support. 1 developed on our own schedule,there is typically not a charge.If the City has custom needs or scheduling that must be met,those requests will be subject to additional fees. CivicRec has a group-based permission process.During our 2 Granularity exists in user security(i.e.page,table,field level). 3 formal implementation process,CivicRec will work with the City to establish those user groups and properly assign permissions to them. 3 User configurable menus,fields and screens. 1 Menus and screens are currently driven by user role and are not customizable by individual user. 4 (Multiple security/limited view levels that include group,role- 3 Dashboards are currently comprised of functional links that are based or user access(view,modify,report). driven by the logged-in user's permissions. CivicRec has a very powerful reporting engine.There are dozens of standard reports in CivicRec.However,staff can (basically take any report and customize it to their liking.Filters 5 Ability for users to execute standard reports. 3 can be added and/or removed.Fields can be added and/or removed.Reports can be sorted,saved,emailed,exported,or !scheduled for regular delivery to any email address.CivicRec will gladly take any reasonable reporting request from the Client and ensure that it is made available as requested. 6 Ability to import/export data in a variety of formats e.g.Excel, 3 Reports can be exported to excel,csv;scheduled,emailed XML. and saved as custom favorites. CivicRec is currently developing Active Directory integration. 7 User access can be integrated with Microsoft Active Directory 1 This feature will be made available to the City once it is for City of EI Segundo employees. released.Professional service fees may apply for Active Directory implementation. 8 (Does your product integrate with Microsoft Office e.g.export 3 'Standard integrations with Excel and Outlook -to Excel and Word I Respond if proposed solution is on-site I 9 Support of Micro Soft Operating Systems N/A N/A 10 (Number of virtual services required I N/A N/A 174 TECHNICAL(continued) Item# :Solution Requirements Code Number Comments ] 11 Operatin S stems with version numbers N/A N/A 12 Recommended drive race requirements N/A N/A ] 13 Recommended RAM GB) N/A N/A 14 Recommended number of processors needed N/A N/A 15 Pre-requisite Configuration and Software to be installed is on N/A N/A operating system,if any 16 Relational Database Management System N/A N/A 17 Estimated Database Size Requirements N/A N/A �r 18 Specific Database Configuration requirements,if any N/A N/A 19 Support for 2012 Windows with 2008 SQL Server and 2016 N/A N/A Windows with 2016 SQL I 20 Compatible for VMware Virtual Servers N/A N/A Answer if proposed solution is hosted by a vendor 21 The company has a published standard Service Level 3 We can provide our SLA in the service agreement. II Agreement. 22 Your environment single or multi-tenant.Please provide detail 3 We offer both single and multi-tenant options. ,r, 1 in comments. M For groups on multi-tenant,we use logical segregation of client data via unique identifiers(customer ID)associated with 23 You can ensure separation of client data in a multi-tenant 3 all client data.We also offer single-tenant for our larger clients environment. that have a need for dedicated hardware.Single tenant involves more up front and reoccurring costs to run and manage the appropriate hardware. CivicRec utilizes third party server services.Physical security at ,our Tier 3 data centers(Codero,TeIX,and Rackspace).All 24 Company has a Primary data center,Provide location in 3 Data Centers provide a network operation center with comments. 7/24/365 monitoring of the data center environment,system availability,and performance.The Data Centers are SSAE 16 compliant. 175 TECHNICAL(continued) I Item# Solution Requirements Code Number Comments CivicRec's utilizes U.S.based data centers across 4 different states.CivicRec uses centers in Atlanta,Phoenix,and Chicago. 25 Company has a Secondary data center.Provide location in 3 All Data Centers provide a network operation center with comments. 7/24/365 monitoring of the data center environment,system availability,and performance.The Data Centers are Tier 3, SSAE 16 compliant. Data centers are accessible.Please provide by whom in 'We utilize datacenters in Atlanta(Telx),Phoenix(Codero),and 26 2 Chicago(Rackspace).Phoenix and Chicago are not set up for comments. -visitors.The Atlanta center can accept visitors. Most important activities are logged in the system.If the City 27 Activities are logged for auditing. 3 identifies opportunities for additional logging,we are happy [ to add. 28 Intrusions are prevented.Provide how in comments. 3 We adhere to all industry standards(including PCI)to prevent I unauthorized access. f ACTIVITY RECORDS REQUIREMENT Item# Solution Requirements Code Number Comments o In addition to many of the fields listed that are a standard part of the activity setup,custom text may be entered for activities, 1 Activity data fields are to include all of the following elements: 3 including a Catalog Description with text to appear in a Class Catalog or Activity Guide,"Notes"to appear on the customer's receipt,and"Notes"which are for internal staff use only. a Course Number 3 All of the mentioned attributes are supported in the CivicRec .ActiviManagement module. b Course name 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. 1 3 All of the mentioned attributes are supported in the CivicRec Il c Season(Trimester) ActiviManagement module. E d Category 3 All of le mentioned attributes are supported in the CivicRec IIII Activity Management module. e Sub-Category 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. f Instructor 3 All of the mentioned attributes are supported in the CivicRec ,Activity Management module. 176 JACT.IVITY RECORDS REQUIREMENT(continued) Item# Solution Requirements Code Number --Comments All of the mentioned attributes are supported in the CivicRec g Location 3 ,Activity Management module. h Staff Supervisor 3 All of the mentioned attributes are supported in the CivicRec .Activity Management module. All of the mentioned attributes are supported in the CivicRec i Activity Status 3 Activity Management module. Start and End Date 3 :All of the mentioned attributes are supported in the CivicRec Activi� Management module. k Start Date and time for resident,non-resident and member 3 All of the mentioned attributes are supported in the CivicRec resident registration Activity.Management module. I Minimum and maximum age by year 3 All of the mentioned attributes are supported in the CivicRec Activ' t Management module. m Minimum and maximum age by month 3 411 of the mentioned attributes are supported in the CivicRec :Activit Management module. n Minimum and maximum enrollment levels 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. All of the mentioned attributes are supported in the CivicRec o (Prerequisite activity 3 M 1 ,Activity Management module. l p 'Text areas for notes and necessary information 3 All of the mentioned attributes are supported in the CivicRec l Activity Management module. q Calculation and storage of all session dates,times,and hours 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. r Multiple activity fees per activity by defined criteria 3 All of the mentioned attributes are supported in the CivicRec ,Activity Management module. All of the mentioned attributes are supported in the CivicRec s Class Descriptions for Parent and Child activities 3 Activity Management module. t Scholarship Information/Option 3 All of the mentioned attributes are supported in the CivicRec { Activity Management module. I 2 Activities and Courses can be defined by seasons 3 411 of the mentioned attributes are supported in the CivicRec ,Activity Management module. 3 Assign user-defined categories and sub-categories to 3 All of the mentioned attributes are supported in the CivicRec recreation activities. Activity Management module. 4 Indicate level of proficiency necessary for participation in 3 All of the mentioned attributes are supported in the CivicRec (recreation activities. Activity Management module. 177 JACTIVITY RECORDS REQUIREMENT(continued) I Item# Solution Requirements Code Number "Comments The Activity Registration functional area will automatically calculate all activity session meeting dates for the activity,and 5 Assign a location including building and room in which a 3 callow facilities to be scheduled and reserved at the same time recreational activity will meet. that new activities are entered.Scheduling and reservations .are to be performed without requiring duplicate data entry or (requiring any switching between programs 'Waitlists can be viewed by staff.Staff can enroll participants -from the Waitlist report.Public users can also track their own b Track clients waiting for a specific class or activity(wait lists) 3 -waitlist positions through their public facing dashboard. Enrollment is not automatic,but staff have the discretion to enroll the first(or any other person)from the waitlist. y Ability to provide priority registration for returning clients to 1 Returning registrant preferences are not currently supported the same activity in different seasons(trimesters)/sessions. but are on the product roadmap. CivicRec has a"duplicate"option for classes and facilities.We co 8 Provide the ability to batch roll over programs. 3 also have a rollover function that can be used en masse as well. 9 ,Assign the time of day and day of the week recreational 3 Classes are built using the Activities Module.The schedule can activities are to meet, The set with time and day options as described. +Waitlists can be viewed by staff.Staff can enroll participants Automatically indicate next client on the wait list of over from the Waitlist report.Public users can also track their own 10 :subscribed classes in the event of a cancellation or refund 3 waitlist positions through their public facing dashboard. request by another client. Enrollment is not automatic,but staff have the discretion to enroll the first(or any other person)from the waitlist. 11 Maintain a description of all classes/activities offered. 3 Classes are built using the Activities Module.The schedule can be set with time and day options as described. When the waitlist option is enabled,the system will show 12 The system will denote each activity that has a waiting list for 3 maximum number of participants and allow users to add easy identification when viewing an activity list. participants to the waitlist via a graphic button that indicates waitlist enrollment is available. 178 ACTIVITY RECORDS REQUIREMENT (continued) Item#•Solution Requirements Code Number Comments .Allow the transfer of clients from one section,class or activity Users with proper permissions are able to easily transfer 13 3 (participants from one activity to another.Any price differences to another with similar or different fees. between the two activities will be taken care of automatically, 14 Provide the capability to manually override/adjust class roster 3 lUsers with proper permissions are able to adjust class roster limits. limits easily using the settings in the Activities Module. The activities can be set up with minimum registration limits as Identify activities that do not meet minimum registration limits (part of the standard options.If the activity does not meet 15 and provide a mechanism to easily cancel the activity from the 3 minimum registration limits,users with proper permissions can same screen. -cancel the activity easily from the same screen. CivicRec's system allows for easy online registration for clients Provide an online or POS"instant"registration allowing for and staff users.The cloud-based system updates registrations 16 real time client registration and confirmation/receipt emailing 3 instantly and will generate custom receipts to be printed or or printing. emailed as described.The system's mobile capabilities for registration are also highly regarded by our clients. M M The software will automatically calculate all session meeting 17 dates and generate a complete list of all dates,total session 3 meetings and total session hours. There are several ways to gather information from residents lincluding use of prompts which ask residents to answer questions specified by the City.There is also a freeform notes Special notes;prompts;may assigned to individual field that will allow users to enter information.Resident 18 ,activities,a special enrollmentt notes screen will automatically 3 responses to prompts and items entered in the notes field will appear during any enrollment in this activity. 'be displayed on the transaction receipt,which is accessible to residents and staff.Prompt responses may also be accessed through the Reports Module .A participant can be enrolled in multiple activities without CivicRec has a cart concept where customer or staff member 19 having to reselect or re-input the participant's name each 3 can add multiple reservations,class registrations etc in the time. cart and check out in one transaction when finished. 179 ACTIVITY RECORDS REQUIREMENT (continued_) Item#Solution Requirements Code Number Comments 'The order of items in the catalog is determined by staff during ;setup.When a user views an activity within the catalog,they A browse list of activities in alphabetical order would display have several options in which to browse the information and 20 multiple field information from the courses. 3 can use a wildcard text search.Once a selected activity is retrieved,all pertinent information that has been entered by staff will be displayed including key information like time, date,location,number of participants registered,and cost. 21 'The software must support the batch advance of participants 3 CivicRec supports the functionality as described. 'to the next age and/or grade level as a function of the system. System allows new enrollment,refunds,adjustments, 22 scholarships,transfers,wait list entries,credits(refundable and 3 CivicRec supports the functionality as described non-refundable)and voids. The software must accommodate skip days assigned to Complex schedules can be generated for programs and can 23 individual activities in addition to the skip days assigned 3 include recurring dates,extra dates,and skip dates.These globally. schedules are communicated to the end user when they are o C) browsing the programs. Allow the transfer of clients from one section,class or activity lUsers with proper permissions are able to easily transfer 24 to another with similar or different fees. 3 participants from one activity to another.Any price differences between the two activities will be taken care of automatically. ,Software allows for"retiring"of enrollment data and rosters at 'the end of a season to allow for easy setup of the software to 25 handle the upcoming season.Retired data is stored in a 3 CivicRec supports the functionality as described. (historical file,and is accessible for marketing purpose. QRetiring should not be done automatically). Software will allow for registration of participants into activities offered in multiple seasons at the same time,such as 26 registration in both late Summer and early Fall programs. 3 CivicRec supports the functionality as described. Software does not require one season to be closed before starting another allowing simultaneous operation of multiple seasons. 180 JACTIVITY RECORDS REQUIREMENT (continued) I Item# Solution Requirements Code Number Comments CivicRec's system allows for easy online registration for clients Software operates simultaneously with and shares data with and staff users.The cloud-based system updates registrations 27 :the Internet registration module to allow customers to register 3 instantly and will generate custom receipts to be printed or -themselves into activities via the web. emailed as described.The system's mobile capabilities for registration are also highly regarded by our clients. 'When interfacing with league scheduling,the activity 28 registration module can accept enrollments into team sports 2 Team and Individual league registrations are allowed.Staff activities and automatically add players onto a league need to create times and assign individual registrants to them. scheduling team roster. System includes a designated function that is specific to group Group enrollment functions don't exist yet,but they are on the 29 or mass registration,allowing a large number to be registered 2 product roadmap.The City will have access to that capability quickly. .as soon as it's available at no additional charge. 30 System tracks all of the following instructor information: 3 a Instructor Last Name 3 b Instructor First Name 3 c Address 3 d Phone number(s) 3 1 e Indication of whether phone numbers can be released to 3 J students f Instructor ID number 3 I g Instructors skills 3 I h Instructor's attributes;i.e.:certificates,awards,etc. 3 i IDefault type of payment,including fixed fee,percentage,or 3 variable fee 'Link to instructor professional services agreement in ,All of the mentioned attributes are supported in the CivicRec (Document Management System. 3 Activity Management module. 31 System will be able to track multiple waivers per registration, 3 111 including: I a 'Waiver of Liability 3 Photo Release Waiver,Scanned copies of waivers,or b 'verification of electronic signature for online waivers,can be 3 attached to each registration.Waiver status can be modified after the registration is completed. 181 (ACTIVITY RECORDS REQUIREMENT(continued) Item# 'Solution Requirements Code Number Comments System will be capable of capturing data via custom forms(i.e. We have a concept called"Prompts" in CivicRec which allows 32 child information forms for camp programs,etc.).Custom 3 staff to capture any additional information it wishes from forms can be developed by system administrators. registrants and renters. 1PARTICIPANT/CLIENT RECORDS I Item# 'Solution Requirements Code Number Comments I 1 'Participant Data Includes the Following(at minimum) 3 a iFirst name 3 Standard Client Record Field b 'Last name 3 Standard Client Record Field c Middle Initial 3 Standard Client Record Field I d Address 3 Standard Client Record Field e Multiple fields for phone numbers including area code 3 Standard Client Record Field f Birthdate and auto-calculated age 3 We can take regular extracts from the GIS system for purposes Residency status integrated with city GIS to automatically of determining local residency.We can also set up a live link to g validate entry 3 the GIS system(from the account creation screen)to ensure that real-time information is being used for determining local residency. h Gender 3 Standard Client Record Field L Participant ID number 3 Standard Client Record Field j Family or household ID number 3 :Standard Client Record Field k (Denotation of primary contact 3 'Standard Client Record Field l I +Customer balance 3 Standard Client Record Field m Customer/Account Type 3 Standard Client Record Field f n 'Text notes 3 Standard Client Record Field o Email address 3 Standard Client Record Field Ip Participant photograph 3 You have the option of capturing photograph for all members I! q Email Communication Opt-Out 3 Standard Client Record Field 2 Software allows search on multiple fields including the use of 3 wildcard character(s). I 3 Track participant records by individual,organization and 3 household. 182 PARTICIPANT/CLIENT RECORDS (continued) Item# Solution Requirements Code Number Comments 'We can take regular extracts from the GIS system for purposes Software is able to use GIS or other mapping tool to verify a of determining local residency.We can also set up a live link to 4 customer's residency status. 3 the GIS system(from the account creation screen)to ensure that real-time information is being used for determining local residency. Waivers,including acceptance date,are tracked in each user's 5 System should have waivers with date range of when waiver 3 profile.Staff will know exactly what waivers have been agreed has expired. to,when they were agreed to,by whom were they agreed to, and what the exact verbiage was on the date of agreement. Waivers,Receipts,Photos,etc.are all tracked in CivicRec.For document upload of sensitive Protected Health Information 6 (Maintain participant liability waiver/release history. 3 (PHI)and Personally Identifying Information(PII)we are looking at integrations with services like Dropbox and Google Drive for document storage. y (Maintain participant history of classes and check against any 3 (prerequisites for registration v Waivers,Receipts,Photos,etc.are all tracked in CivicRec.For document upload of sensitive Protected Health Information 8 Maintain participant photo waiver/release history. 3 •(PHI)and Personally Identifying Information(PII)we are looking at integrations with services like Dropbox and Google Drive for document storage. 'Waivers,Receipts,Photos,etc.are all tracked in CivicRec.For Maintain a participant history file with relevant medical history document upload of sensitive Protected Health Information 9 information within the HIPPA laws. 0 (PHI)and Personally Identifying Information(PII)we are looking at integrations with services like Dropbox and Google Drive for document storage. I 10 Provide additional fields for recording demographic 3 information on participants. 11 Maintain a participant history file with emergency contact 3 including name,telephone number,and relation to client. 12 Search for participants through use of barcode/magnetic 3 stripe scan from ID card. 13 Allow storage of multiple addresses for a client. 3 183 PARTICIPANT/CLIENT RECORDS (continued) I Item# Solution Requirements Code Number Comments 14 Support categorization of participant addresses(i.e.mailing 3 1 addresses,mother's address,work address,etc.) 15 Allow special discounts for frequent or special category 3 CivicRec supports both Family Discounts as well as Multi-Class participants. Discounts. 16 Ability to apply payment to someone else's account.Third- 3 party payment. 17 Ability for client to create account online in real time. 3 DESKTOP PUBLISHING/ACTIVITY PUBLISHING Item#:Solution Requirements Code Number Comments Software will export activity data into a file for use with a You have the ability to export catalog data to In-Design to 1 desktop publishing program for the production of an activity 3 create brochures and other marketing material. iguide,course catalog,or activity flyers. 2 !Provide the ability to export email addresses by account type 3 Email addresses can be exported from the CivicRec system (family,business,league contact),including: using a variety of different filtering options. a (Email Address 3 This is a standard field that can be included on any report within the system. E b Last Name 3 This is a standard field that can be included on any report f within the system. c First Name 3 This is a standard field that can be included on any report within the system. d Account ID Number 3 This is a standard field that can be included on any report within the system. 3 The export should be able to be filtered by any type of data 3 'Yes.any standard field can be included on any report within captured in the system. 'the system. (FINANCIAL PROCESSING I Item# Solution Requirements Code Number Comments Account flags are supported and can be used for both positive 1 Flag accounts with problems,(i.e.missing records,balances 3 reasons("Birth Certificate on File"or"City Employee")and due,etc.) negative reasons("Bad Check").Flags can be configured to prevent access to the system by the user. 184 FINANCIAL PROCESSING (continued)` Item#'Solution Requirements Code Number Comments IMultiple transactions can be combined to a single receipt, CivicRec allows for a single transaction to contain activities 2 such as combining a new enrollment,a refund,and a transfer 3 Qclasses,memberships,tickets,etc.),facility rentals,and POS onto a single receipt to meet overall Active Class POS needs. items. CivicRec's receipt templating system allows for different style 3 Allows for multiple customization of receipt format.Different 3 receipts to be generated depending upon where the sites have different receipt formatting needs, transaction takes place.The City can completely customize those templates. 4 Software allows designated fields to be mandatory to fill out. 3 The City will be able to designate which fields are required in the User profile. 5 Provide the ability to reprint current receipts,and to easily 3 -search historical receipts and reprint them. 6 Provide the ability to email receipts. 3 Software must support the assignment of multiple fees for Add-ons and discounts can each be assigned to different GL's 7 each activity and the ability to assign each fee to a different 3 than the base fee for the activity.In addition,the base fee can revenue account. be split across multiple GL codes also. $ Software can interface to and automatically trigger a cash 3 drawer. 9 Software can maintain an audit log of automatic and manual 2 !Logging of manual cash drawer operations would need to be cash drawer operations. added. 10 :Software will produce customer invoices. 3 :Software automatically calculates the cost of activities as 11 (participants enroll including calculating pro-rated fees for 3 Prorating discounts automatically reduce fees if classes have missed sessions if needed.These fees may be overridden with occurred prior to the registration. (proper security/authorization. f Software allows deposit to be accepted for activities,including 11I 12 partial payment at the time of enrollment and later collection 3 Partial payments and payment plans are supported of the remaining balance. If a partial payment is received,software will allow and Ill 13 automatically create a payment plan for the customer. 3 Partial payments and payment plans are supported. Payment plan can be manually overridden. ` Interface with accounts receivable and the general ledger CivicRec can produce a general ledger extract file that will I 14 system to allow data exchange in both directions. 1 work with the City's financial accounting system.(Additional fees apply for one-time development.) 185 FINANCIAL PROCESSING (continued) l Item# 'Solution Requirements Code Number Comments f A customer account management and accounts receivable 15 :system is included to track customer balances and provide 3 reports for all payments coming due. 16 Individual instructor's pay calculations methods can be 3 Instructor pay can currently be configured on a per-class,per- 'entered for one or more instructors per activity. (hour,or on a fixed-fee basis. 17 Payment methods include: 3 a Percent of revenue collected 2 Instructor pay can currently be configured on a per-class,per- 'hour,or on a fixed-fee basis. b Fixed contract fee 3 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. c 'Variable fee 2 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. I d Hourly pay 3 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. e Any combination of the above 2 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. Software will produce instructor payment reports,showing 18 total of all payments due,payments made to date and balance 3 owed. Calculations will be performed automatically,as necessary,by Reports can be run to determine instructor pay,but we do not 19 determining the payment type,number of students enrolled, 2 currently produce or track instructor checks. etc. 20 Prompt the user when over-or underpayment occurs. 3 Under and overpayments are not allowed under normal checkout circumstances. System will track and record deposits from activities, Deposits are tracked and can be reported on.In addition, 21 memberships,rentals and leagues. 3 there is an "Unrefunded Deposits"screen that will allow staff to view all Facility Rental Deposits that are due for processing. 'There are various methods of configuring recurring billing including membership payments,payment plans,and 22 (Prepare periodic billing for rentals with balances. 3 deferred payments on programs and rentals.There is an elegant"A/R Tool"that will allow staff to manage the balance due/invoice process. 186 FINANCIAL PROCESSING (continued) I Item#Solution Requirements Code Number Comments While CivicRec is able to provide merchant services if needed, CivicRec acknowledges many of these functions depend on 23 Integrated credit card processing with EMV standards. 3 the City's Merchant of Choice.We welcome the opportunity to review and scope in more detail once we've learned more about the City's preferred Merchant of Choice. 24 Print client payment history. 3 [ 25 Allow billings to be split between individuals and/or group. 3 IBillings can be split between payers-including 3rd party 1 payers, Payers may be individuals or organizations. Allow for refund processing of activity registrations,rental ]Refunds can be processed within the system to any valid 26 3 (refund payment type-including Credit/Debit cards if the league,memberships,and deposits. .original charge came through the CivicRec system. Allow both refundable and non-refundable credits on client's 'Credits can be tracked in household accounts,and those 27 account. 3 credits are kept separate from non-standard credits like scholarships. CivicRec has a scholarship allocation and tracking process that allows scholarship money to be funded and allocated to 28 Able to create,generate and track scholarships,family 3 individuals or households.Those individuals or households can discounts,variable discounts,etc. then use the allocated scholarship money in the office or from home as long as they are signing up for a qualifying activity. 'The software must allow for entry of rental charge data into a facility rental price list.The price list will be used automatically 29 to price charge new reservations,including hourly charges and 3 All of the mentioned pricing options are supported in the deposits.New charges include fees for deposits,rental, CivicRec system. customer type,facility use type,scaled fees,group size, date/time of use,and appropriate facility charges. 30 Software must track revenue by room/facility or other user- 3 Revenue reports can be run by Location(Park or Complex)or defined subset. by individual Facility(rooms,fields,pavilions,etc.). Facility rental prices list allows unique charges for each facility 31 and variable charges based on customer types such as 3 All of the mentioned pricing variables are supported in the resident,nonresident,profit,non-profit.Software will allow CivicRec system. entry of multiple customer types. 187 FINANCIAL PROCESSING (continued) Item# 'Solution Requirements Code Number Comments Facility rental prices list entries to include identification and Deposits are tracked and can be reported on.In addition, 32 (handling of deposits.The system will automatically generate a 3 'there is an "Unrefunded Deposits"screen that will allow staff (list of deposits to be refunded unless withheld for damage or -to view all Facility Rental Deposits that are due for processing. other reasons. 35 System is independent of the payment processor, 3 CivicRec can be integrated to the City's own payment (processor. 36 System is able to apply multiple GL accounts to any POS, 3 Multiple GL's can be assigned to single programs,facilities,or activity,rental,membership or league. POS items. Set up of an unearned/deferred revenue account is optional CivicRec can defer revenue across fiscal year or it can defer 37 within the system should the City decide to immediately 3 revenue for all future services.Unearned Revenue reports exist that show how the revenue will be recognized on the recognize revenue. activation date. 38 System should be configurable to limit the number of users 3 GL Configuration screens can be restricted by permissions. who can flag GL accounts as taxable or non-taxable. A history of all transactions is maintained(even voided ones) 39 Auditors should be able to trace every transaction back to its 3 so that auditors and staff can easily see the origin of each v source within the system. transaction. System should have a method for converting outstanding 40 balances from the old system to the new(unearned revenue, 3 receivables outstanding,NSFs,credit card in process,etc.) IIt is possible to give Reporting-only access to CivicRec.In 41 Ability for Accounting and/or Treasury divisions within Finance 3 iaddition,our Report Scheduling capabilities make it possible to have read-only access to account/master data setup. to Push info to those groups by way of regularly scheduled reports. 188 FINANCIAL PROCESSING (continued) Item# Solution Requirements Code Number Comments Invoice search fields include but are not limited to:dollar 'System will not meet requirement and will require amount,customer number/account,customer name,account modification(s).Testing and production of modifications will type,account number,street address,invoice date, 42 1 �be in place prior to implementation date;however,the transactional group(a configurable field for the purpose of customer will assume a cost above the basic system cost for distinguishing functional groups within the City).Ability to future updates. configure those invoice search fields by transactional group. 'Override auditing when a completed transaction needs to be imodified.A report that details all overrides over a user- Overrides are supported but are not currently logged 43 defined period of time(by user,terminal,date transaction 2 -separately.This logging could be added to our existing audit overridden).Optional configuration to require high security process. f level users to override transactions. I 46 'Check endorsement,receipt,credit card swiping devices, 0 Check dipping capabilities are currently not supported. +credit card"dipping"functionality. CivicRec is compatible.Many of these functions depend on the City's Merchant of Choice.We welcome the opportunity to review and scope in more detail once we've learned more v Software is compatible with new EMV terminal chip and about the City's preferred Merchant of Choice.EMV is 47 spin/chip and sign technology. 3 currently supported through the following:Merchant:Open Edge,Gateway:PayPros;Merchant:Elavon,Gateway: Converge/Nova,Outside of the listed providers,EMV integration would require additional information for final scoping and price. 189 FINANCIAL PROCESSING (continued) Item# Solution Requirements Code Number Comments For credit card security,CivicRec maintains PCI compliance through an Approved Scanning Vendor(ControlScan).We are scanned monthly and provided a quarterly certificate of compliance.Our customers are provided a copy of that certificate for use in their own PCI Compliance.We also try— CVV or PIN credit card data is not retained once a transaction when possible—to take CivicRec(and you)completely out of 48 is complete. 3 PCI scope by leveraging"hosted"payment pages when available.Many payment gateways have payment forms that can be embedded within CivicRec(or that the browser can be redirected to)that ensure card data never touches the CivicRec servers.Instead,the card data is keyed directly into the payment gateway's form,and CivicRec simply receives a notification that the payment was successfully made. For credit card security,CivicRec maintains PCI compliance Ln through an Approved Scanning Vendor(ControlScan).We are scanned monthly and provided a quarterly certificate of compliance.Our customers are provided a copy of that certificate for use in their own PCI Compliance.We also try— when possible—to take CivicRec(and you)completely out of 49 Define system PCI compliance solution. PCI scope by leveraging"hosted"payment pages when available.Many payment gateways have payment forms that can be embedded within CivicRec(or that the browser can be redirected to)that ensure card data never touches the CivicRec servers.Instead,the card data is keyed directly into the payment gateway's form,and CivicRec simply receives a notification that the payment was successfully made. 190 [FINANCIAL PROCESSING (continued) [I Item#Solution Requirements Code Number Comments I 50 Software is compatible with printers capable of franking 0 Check franking is not currently supported. checks with"Electronically Represented". I The system can issue refunds electronically for any type of Refunds can be processed within the system to any valid III 51 payment that originated with the system(permits,utilities, 3 refund payment type-including Credit/Debit cards if the deposits,etc.) original charge came through the CivicRec system. �If a refund is issued electronically,the system knows if the (Expired credit cards are typically indicated by a real-time .credit card used for the original payment has expired. (return code from the merchant provider.Some merchant 52 ,Approved staff can go into the system to provide options to 3 (providers(e.g.OpenEdge)even have decline minimizing change refund type from original payment type to alternate capabilities which will map the refund to the cardholders newly refund type for credit cards only and tracks reason for change received card. (Le.Card cancelled,stolen,disabled w/comments). Sensitive customer data(bank card,bank account number, 53 customer's name and other identifying information)can be 3 CivicRec adheres to PCI data retention requirements. protected by restricting access to the data. For one-time transactions,the 16 digit credit card number and Full card numbers are never retained as specified by PCI n 54 expiration date will be retained for 30 days.Only the last 4 N/A digits of the credit card number will be retained after 30 days. requirements. System may still record transactions when the network is down CivicRec does not currently have an offline processing mode. 55 and upload transactions and confirm valid bank cards once the 0 Live internet connections are required. network is backup. 56 System shall accommodate cash basis,modified-accrual,and 3 All of the listed accounting methods are supported. other accounting methods,.. ;System should incorporate Generally Accepted Accounting 57 Principles(GAAP),as it relates to Governmental Standards,in 3 CivicRec tries to adhere to all GAAP accounting principles. .all modules.This includes,but is not limited to,internal controls,audit trail,revenue tracking,etc. System will allow sale of"debit cards"that can be preloaded 58 'for a dollar value that can be used for any offerings in our 3 'User Credit purchases and Gift Cards are supported in Parks organization.(i.e.zip tour,membership,tennis,program CivicRec. activity,etc.) 191 FINANCIAL PROCESSING (continued) I Item# Solution Requirements Code Number Comments 59 Software is compatible with printers capable of endorsing 0 Check endorsing capabilities are not currently supported. checks. System must be able to process payments for goods and Payments can be taken for virtually everything in CivicRec.If 60 services that were not originated within the system. 3 the item is not a program or a facility rental,it can usually be rung up as a POS item, 1 61 (High security level users are able to run end of day deposit 3 :Permissioned users can run many different types of financial !reports for each terminal. reports from the Reporting module. FACILITY RESERVATIONS I Item#.'Requirements Code Number Comments 1 :Facility data fields are,at a minimum,to include all of the 3 'Following elements: I a Facility Code/ID 3 Standard Facility Setup Field I b Facility Name 3 Standard Facility Setup Field ] c Center/Complex 3 Standard Facility Setup Field d .Address 3 Standard Facility Setup Field ] ] e Day and evening phone 3 Standard Facility Setup Field I N I f Staff supervisor 3 Standard Facility Setup Field I g Facility type 3 Standard Facility Setup Field h Area default usage type(hourly or daily) 3 Standard Facility Setup Field i Opening and closing times Overlapping facilities and facility 3 (Standard Facility Setup Field attributes I j 'Text facility notes 3 Standard Facility Setup Field k (Facility and field"skip dates" 3 Standard Facility Setup Field ] 1 (Default Use permit disclaimer 3 Standard Facility Setup Field I m Custom contract form to use 3 Standard Facility Setup Field n Minimum reservation time,in minutes 3 Standard Facility Setup Field o !Denotation of whether facility is open 24 hours per day 3 Standard Facility Setup Field p Alternate contact information(telephone number(s)) 3 Standard Facility Setup Field q Closure information(holidays,maintenance,etc.) 3 Standard Facility Setup Field Software allows entry and management of multiple centers, 12 facility types,and facilities.Software can search for facilities 3 based on any one or combination of parameters. 192 IFACILITY RESERVATIONS (continued) I Item#Requirements Code Number Comments The software will automatically accept field and facility reservations as new league schedules are created,without requiring any duplicate or additional entry.Software will also 13 allow the League Scheduling module to access field and 3 facility reservation data so that it will create new schedules and "schedule around"any field dates and times already reserved or already in use. The software must accommodate individual skip days for each 14 3 ,Center and Facility in addition to those days assigned globally. 15 Software able to provide security level restriction for booking 3 facilities. Software allows for user definable periodic retirement of old 'There really isn't a need to archive any data.We keep it live 16 reservation data.Retired data is stored permanently in a 3 sand accessible for staff indefinitely.That data does not clog historical file,and is accessible for marketing purposes. reports though as reports and views are filtered by date .anyway. Software will allow reservations to be processed for up to 1 Ln 17 year in the future. 3 18 The software allows for the tracking of equipment inventory 3 -CivicRec's POS should serve this need for the City within each facility,center,and across facilities and centers. 'You can allow facility reservations to be made in a number of 19 Facility reservations may be entered by the staff person that 3 ways.By staff that has the correct permissions,by the public has access to that center or facility. after approval is made by staff,or by the public with automatic approval. 20 Any staff with the appropriate access,may enter a facility 3 reservation. 21 Software to produce a facility statistics report with,at a 3 minimum,all of the following elements: [ a Center name 3 I b Facility type 3 I c Facility name 3 II d Total days available 3 e Total hours available 3 I f Total days reserved 3 193 FACILITY RESERVATIONS (continued) Item#'R;equirements Code Number Comments g Total hours reserved 3 I h 'Usage percentage by day 3 i Usage percentage by hour 3 1 Revenue by usage type 3 m ,Attendance by resident/non-resident 3 Software allows for default charges to be entered for facility 22 types and customer types.Charges can also be designated for 3 individual facilities. 23 Software enables all of the following: 3 a Entry of new reservations 3 b Generation of permit contracts 3 c Generation of payment receipts 3 d Prevention of facility double booking 3 e Generation of custom set-up forms 3 Software allows multiple facilities to be rented by a single 24 customer in one step,without requiring multiple permits or 3 duplicate data entry. Ln ,Software provides a user-configurable on-screen scheduling 25 calendar,which displays existing reservations and allows 3 "point and click"selection(via mouse)of new dates and times to reserve. On-screen scheduling calendar is user-configurable by view by 26 day,by week,or by month at a glance.Time increments in the 3 !Scheduling calendar may be set as low as 15 minute increments up to 2 hour increments. 27 Software handles 24 hours,overnight,and multiple day 3 reservations. Software allows searching for unique keywords within specific 28 facilities,such as searching meeting rooms by also being able 3 to specify that the desired room must have a sink,television, etc. 29 Software will search and display for multi-day or multi-facility 3 'There are various views within CivicRec that staff can use to reservations. 'view rental availability. 194 FACILITY RESERVATIONS (continued) Item#Requirements Code Number Comments The software will allow attachment of one or more user- definable Condition of Use text boxes along with each 30 reservation that is processed.The disclaimer text will appear 3 on permit contracts which are produced.Registration form should include signature line. Software to allow entry and storage of standard set-up instructions,which can be individually stored and customized 33 for each type of facility.When a reservation is processed,the 3 software will allow attachment of standard setup instructions, and also allow entry of specialized or custom set-up instructions. 34 Software to notify a user or participant if there is a conflict with 3 l the time attempted to reserve. 35 'Software must produce reservation permit contracts on 3 l demand or printed in batches. 36 Software allows reservation permit contracts to be emailed as 3 PDF files and/or downloaded. "' LO Software allows reservation inquiry by person's name or facility Ill 37 name,and provides printed reports or on-screen review of all 3 reservations. i 38 Software produces a reservation master report,including all of 3 the following options and data elements: a All reservations for a specific center 3 b All reservations for a specific facility;meeting room or ball 3 field c All reservations for a specific date range 3 [. d All reservations for a specific customer 3 e Combinations of the above 3 Software produces graphical usage calendars,in monthly, weekly,and daily format.These calendars can be printed or viewed on-screen.Usage calendars should include 39 reservations,activities,leagues,and administrative bookings. 3 Calendar print outs should include but are not limited to dates,times,balance,attendance,contact information and room specifics. 195 FACILITY RESERVATIONS (continued) Item# 'Requirements Code Number Comments :Software to produce a facility event set-up report for the 40 'maintenance staff,which includes all facility use for a selected 3 date range,and includes set-up instructions. 41 'Software allows existing permit contracts to be recalled for 3 editing and changes. System should allow for accounting separation of damage 'The deposit would be called an'Addon"in CivicRec.Addons 44 deposit and down payments.The two are often handled 3 and Discounts are separate line items and they can also be differently and it would be easier to track. associated to different GL codes. 45 Software is integrated with Musco Control Link lighting control 1 ;system. 46 Software allows existing permit contracts to be sorted by 3 event date or chronologically. GENERAL Item# Requirements Code Number Comments Proposed software is currently installed and operating at other 1 customer locations in the United States with the proposed 3 modules and configurations. Ln Ln Facility reservation software will generate league scheduling 2 based on existing field usage and reservations to ensure there 3 are no conflicts. All software modules may operate independently but have the 3 ability to share common data for participants,and companies 3 with the other software modules. 4 Ability to generate Ad-hoc reports through use of queries on 3 the fields of the screen. CivicRec does not print documentation or training materials. However,we do maintain an online help portal that customers 5 'A printed user manual must be provided with the software in 3 can search,browse,or print from as they wish.We also have a addition to online context sensitive help, series of documents that are part of our standard project plan that our implementation specialist will share throughout the process. Software allows entry of global skip days,such as Christmas 6 day.These skip days will apply to all software modules but 3 may be overridden manually with proper security/authorization. 196 GENERAL(continued) [Item# Requirements Code Number Comments Software offers security features to grant/deny access to 7 :software functions for each user to the menu level.System 3 (provides user definable security supporting the restriction of access to system functions at the screen and function level. System provides test and or training environment to sample 10 data to demonstrate the functions available and aid in learning 3 -the new system. Software can operate individually,or operate simultaneously CivicRec was designed to be a multi-user system.It is a light 11 and share data with"companion"software modules providing 3 :application and is optimized to serve thousands of concurrent an integrated solution. users.CivicRec is all-inclusive and modules are fully integrated. LEAGUE SCHEDULING `Item# Requirements Code Number Comments The software must accommodate individual skip days for each 1 league schedules in addition to those skip days defined 3 globally. LO l 2 Software to track categories,such as softball,and allow 3 I multiple schedules to be.produced for each category. 'Software to track team data,including team name,manager 3 Iname and address,and any time restrictions when teams 3 cannot play. 4 'Software must be capable of creating schedules without 3 relying-on pre-existing scheduling templates. Software must be able to read data on existing fields reservations,and create new schedules around any times currently reserved.If a time is reserved the software must 5 3 attempt to schedule the next available time that day or the next game day if the time exceeds the hours of operation for the facility. After a schedule is produced,the software will automatically 6 create field reservations in the facility reservation module 3 without duplicate data entry. 197 (LEAGUE SCHEDULING (continued) Item#Requirements Code Number Comments Software must be capable of producing schedules based upon 7 a user-specified number of round robins and a user-specified 3 number of weeks. Software must allow the user to specify the number of times 8 per week a team will play up to the maximum number 3 identified game days per week.The software will then use this information in scheduling the league. Software must use time restrictions entered for each team to prevent automatic scheduling of games during these 9 restricted time slots.However,the system must include a 3 mechanism for manually overriding these restrictions with proper security/authorization. Software allows the user definition of multiple time-slots for 10 each play day of the week,such as 6,7,8 and 9 PM on 3 Monday evenings. !Software is capable of automatically scheduling dissimilar CO 11 times on different and multiple days of the week,such as only 3 Ln r 7pm on Mondays,but also 1,2,3 or 4 pm on Saturdays. 12 !Software is capable of automatically scheduling double 3 Ik (headers. I13 Software can create schedules for as few as 3 and up to 99 3 II teams. If double headers have been specified,the software allows the 14 user to choose whether or not to schedule the double headers 3 back to back. 15 Software automatically balances schedules,and offers the 3 following balancing methods: a Balance time slots evenly for each team. 3 b Balance time slots evenly for each team,with no time slot 3 gaps.Balance sites/fields assignments evenly. c Balance sites/fields assignments evenly,with no time slot 3 gaps. d Balance sites and time slots evenly for each tearn- 3 198 LEAGUE SCHEDULING (continued) I Item#'Requirements Code Number Comments 16 Software is capable of creating schedules using a single field 3 or multiple fields. 'When automatically creating a schedule,the software can 17 identify conflicts that cannot be resolved by the system.The 3 user can then be permitted to manually resolve the scheduling conflicts. The software includes an on-screen customization feature, which displays the entire schedule and all pairings,and allows Our schedule allows for drag and drop editing.The"slot" 18 the user to make changes to existing schedules.If changes are 3 nature of the user interface ensures that games or fields will made,the software must automatically detect and prevent not be double scheduled. corruption of the schedules such as double scheduling of games and double scheduling of fields. The software allows scheduling of umpires/referees 'We do not currently have a referee/umpire scheduling 19 automatically but make it possible for the user with the 1 ,component.This would need to be added. appropriate access to manually override any assignments. l ,Our current scheduler is algorithm based.We are also addingLn 20 Software uses an algorithm-based scheduling method. 3 -template-based scheduling so that staff can re-use tried-and- true schedules for future leagues. 21 Software.produces all of the following reports: 3 a Numbered pairing.schedule 3 b 'Team name pairing schedule 3 c Individual team schedule 3 d Game distribution report 3 e Site distribution report 3 f Time distribution report 3 g Team vs.Team distribution report 3 h League ranking report 3 f League box scores report 3 22 Software tracks scores and standings,allowing entry of scores 3 after games have been completed. 23 The software accommodates scheduling track and field 1 More information would be needed on the requirements of events. Track and Field scheduling. 199 LEAGUE SCHEDULING (continued) I Item# Requirements Code Number Comments 24 Activities can be designated as team sports,such as soccer. 3 When identified as a team sport activity,the software will: a Automatically track player and team names during the 3 enrollment process b Track the maximum number of players per team and prevent 3 over-enrollment c Automatically assign players to teams if desired by staff 3 d (Produce activity rosters that are sorted in order by teams and 3 joIaye rs e Allow manual override of team assignments 3 f Allow players to be transferred between teams 3 g ,Ask for T-shirt Size 3 25 Software has a mechanism to generate suspensions for teams 3 or individuals. Software allows user-definable scoring methods in addition to Custom User Fields would allow for this functionality as o 26 'the standard scoring methods.An example would be 3 needed. •'awarding points for sportsmanship. System allows for referees,coaches and team members to 27 access information about their team,league,practice and 3 game schedules,playoffs,etc. 28 System allows for online display of team,league,practice,and 3 game schedules,playoffs,standings,etc. MAILING LISTS Item# Re�j uirements Code Number Comments 1 Software supports the creation and tracking of an unlimited 3 This would be created through the reporting module. number of mailing lists. 2 Mailing labels and email lists can be produced for any 3 individual or combination of rosters. 3 Mailing labels and email lists can be produced for all or 3 groups of instructors. 4 Mailing labels and email lists can be generated to capture: 3 a Participants 3 I b !Specific city or combination 3 200 MAILING LISTS (continued) Item# Requirements Code Number Comments c 'Specific zip code or combination 3 d Resident or non-resident status 3 f Age 3 g !User Group 3 h Season 3 i Gender 3 j Specific activity or combination 3 k Last registration date 3 1 Activity wait list status 3 m Combinations of above 3 'The system provides a mechanism for individuals to opt out 5 'from all mailing lists,while still retaining an email address in 3 the system. a Last Name 3 b First Name 3 j. c Email Address 3 _ d Participant ID Number 3 f Mailing List Name 3 This would be a report name g User-definable field(s) 3 h Export is compatible with Constant Contact or other export 3 Export to excel or csv for import to desired system. tool. I Mailing list functionality(i.e.ability to access email !II 8 functionality,etc.)must be able to be restricted based on user 3 security permissions. IMASTER RECORDS I Item#Requirements Code Number Comments 1 IMaintain a master listing of all facilities available for class 3 .activities including a description,address and directions. 2 IMaintain a master list of all rooms within a facility including 3 +occupancy limits and description of room. 1 3Maintain a master listing of instructor profiles including 3 ,address,telephone,and certifications/qualifications. 4 Maintain a master listing of all participants and family account 3 information. 201 IMASTER RECORDS (continued) Item# Requirements Code Number Comments 5 Maintain a master listing of all leagues and teams. 3 b Maintain a master listing of all memberships. 3 f 7 Maintain a master listing of classes/activities including detailed 3 l descriptions. 8 ,Ability to revise notes,comment,etc.for each activity by 3 season(quarter). Ability to update/revise master listings seasonally(by 9 trimester)for any circumstances related to that season 3 (trimester). (MEMBERSHIP I Item#'IRequirements Code Number "Comments Membership data fields,at a minimum,are to include all of 3 the following elements: a IMembership package number 3 b IMembership package name 3 c 'Variety of membership package fees 3 N d IDiscount 3 `O e Maximum number of uses 3 I f Daily pass ID 3 9 Package Description 3 Software allows memberships to be renewed using the 2 same/prior pass numbers.Software supports use of existing 3 membership cards and barcodes without re-issue,front desk or online. 1 3 'When card is scanned it records the visit and brings up a 3 picture of the cardholder,so identity can be verified. 4 Software shows credits and refunds of memberships. 3 5 Software handles sales of daily passes 3 6 Software allows pass numbers to be assigned to a customer 3 {either at the time of sale or at a later time. 7 Software allows multiple memberships on a single card. 3 8 Software supports use of bar code scanning. 3 1 9 :Software supports manual keyboard input member 3 information in case of scanner failure. 202 MEMBERSHIP(continued) I Item# Requirements Code Number ,Comments Software is compatible with creating membership cards with 10 barcodes,using equipment that is either in place or optionally 3 available. 11 Software is capable of interfacing with identification card 3 (production systems. When the bar code reader scans a membership card,it 12 automatically verifies the card to be valid and updates the 3 imember's attendance record. 13 !Software produces a visual and audio warning if a scanned 3 membership card is invalid. Software supports single membership for family on multiple 14 cards.For each member their visit would be recorded 3 regardless of the card used against the single membership. 15 Membership cards can be stored electronically on mobile 3 devices and scanned directly from a mobile phone or tablet. , 16 Individuals can obtain multiple memberships 3 17 Membership eligibility can be determined by physical 3 addresses using uploaded GIS data POINT OF SALE I Item# (Requirements Code Number Comments Software has the ability to calculate and track customer 1 3 Ibalances,.accept customer payments on account. 2 !Software has the ability to post adjustments to a customer's 3 account balance. 'Software allows collection of payments by cash,check,credit Ill 3 icard,gift certificate,or from account if the customer has a 3 credit balance. 4 Ability to make purchase at online POS without creating an 3 account.Access for non-client transactions;i.e.:donations Incomplete payments can be accepted including"split" 5 payments with part from different tender,part from account, 3 etc. 203 {POINT OF SALE (continued) I Item#Requirements Code Number Comments 6 System is able to apply multiple GL account to any POS 3 button. System is able to configure shortcut/function keys on screen 7 that map to specific transaction types and business rule for 1 processing. Shortcut keys are not currently supported in POS. System allows online payment of services;currently due and 6 advance payment,24/7/365;(utility billings;misc.rentals,etc.) 3 and payments posted the interfaced system as a completed transaction. POS functionality will include mobile application integration !More clarification is needed on this one.Mobile POS is 9 and interface with systems such as Tyler Cashiering as well as 1 supported.Interfacing with EMV devices via mobile may not have EMV standards, lbe possible.This depends on the City's chosen merchant provider. 10 Credit card reader allows customer to enter their email 3 'This is built into the CivicRec system and does not need to be address if they prefer to have their receipt emailed to them. a component of the merchant system. 'System has the ability to map long GL codes to"Speedy 11 Codes"that allow user to enter a shortcut code that represent 3 All GL code lookups have autocomplete capabilities.As the a single,full GL code. user types,it will narrow down GL choices. 12 POS buttons and associated functionality are configurable per 3 f terminal and other functional groupings. I 13 Software allows offline transaction when network is down,to 0 automatically upload when network is back up. 14 POS register compatible with zero clients and VMware View 3 We've tested our system previously in VDI environments Virtual Desktops, without issue. 15 Software is compatible with all USB Receipt Printers and Cash 3 Drawers. Software is compatible with systems like Tyler Cashiering !It's possible that interfaces with Tyler Cashiering can be 16 shopping cart and credit card merchant and other cashiering 1 developed.However,some of the functions of Tyler Cashiering overlap with the Shopping Cart functionality that programs. CivicRec provides. 17 :software can integrate with other cashiering systems. 3 204 ION SCREEN VIEWING Item# Requirements Code Number Comments 1 Provide on-screen viewing for historical record of client 3 registrations and financial information. 2 Provide on-screen viewing of course descriptions. 3 3 Provide on-screen viewing of instructor profile information, 3 4 Provide on-screen viewing of multiple activities 3 simultaneously. l 5 Provide on-screen viewing of historical record of any 3 transaction previously generated. 6 Provide on-screen view of participation reports/statistics. 3 y Provide on-screen viewing of reports,including financial 3 reports. 8 Ability to query on screen and view results. 3 9 Provide on-screen viewing of transaction receipt records. 3 II. 10 Provide on-screen viewing of class/activity rosters 3 1 11 User definable sort order for online viewing of class/activity 3 lists. "' IDuring enrollment,the receipt number is displayed on screen 12 for recording on customer's check even if the receipt is not 3 printed. All reports may be printed and/or viewed on-screen.If viewed 13 on-screen,a zoom feature is provided to enable closer 3 examination of the report. Software allows inquiry by participant's name,and on screen 14 review of all registered activities current and historic and the 3 current balance of the participant's account. REPORTS/PRINTING Item# Requirements Code Number Comments 1 Software produces enrollment receipts either on demand or in 3 printed batches. 2 Print instructor profiles. 3 3 (Print equipment lists: 1 It's not clear what type of equipment this refers to,but it's 111 likely a report would need to be developed for this. 4 (Print all standard reports saved in the system. 3 All reports can be printed and saved- 205 REPORTS/PRINTING (continued) Item#'Requirements Code Number Comments 5 Print special instructions and comments. 2 Clarification is needed on this. 6 Print ad-hoc on-screen query results. 3 7 Print wait list reports. 3 8 Print activity attendance sheets. 3 9 Print client payment history. 3 . 10 Print facility location descriptions. 3 11 Print program schedules by day,week or month. 3 System includes a built-in financial report engine common to 12 all modules that allows the export of financial data to an 3 external accounting system at least once per day. 13 Provide for customized agency logos to be printed on forms 3 without the use of pre-printed forms. I 14 Print or view activity/section rosters. 3 I 15 Print or view activity program descriptions. 3 I 16 Software is able to produce receipt printing based on user 3 defined criteria. 17 Able to print receipts and reports on plain/standard paper, 3 ° 20 :software is able to produce batch printing of client mailing 3 (lists based on user defined criteria. J 21 (User definition of titles/footers on forms 3 'We have an activity data export that shows all of this info, 22 Print program,league,facility and membership fee matrices. 1 however a true matrix style format would need to be developed. Software produces net revenue reports,including a summary 23 -or detail format,and sorted by facility,center,or revenue 3 account. 24 Software allows rosters to be sorted and printed by a variety of 3 queries from data fields. Software produces attendance sheets that include actual 25 session meeting date(s)and a capability to sign in and sign 3 out. 26 Softwarewill Produce and print wait list confirmations. 3 Text to include on receipts,vouchers,and wait list 27 confirmations is user definable. 3 206 IREPORTS/PRINTING (continued) I Item#'Requirements Code Number Comments 1 28 Software will produce and print all the following"End of Day" 3 reports: a Net Revenue by summary,by revenue account 3 b Receipt payment report,listing all receipts processed, 3 payment type,and totals c Payment distribution summary,showing all payment 3 distributions d Account transfer report,showing funds flow among revenue 3 Ill accounts e Financial summary for"at a glance"executive review 3 I 29 Software produces monthly and yearly reports similar to the 3 End of Day reports. Daily,monthly,and yearly reports can be specified by date 30 range,starting and ending receipt numbers and starting and 3 ending gift certificate numbers,etc. Software produces summary and detail income,expense,and 31 net revenue reports.Each of these reports can be sorted by 3 ^� activity,location,season(quarter/trimester),category (pro�ram area)or revenue account. 32 Software produces refund report,showing all refunds for a 3 I specified date range. 33 Software produces reports of all deposits coming.due. 3 Software produces registration trend reports by user-defined 34 icriteria(i.e.5-year registration trend data for summer day 3 camps for a specific date). 35 'Software produces all of the following activity reports:Master 3 report listing all activities,descriptions,dates,times,etc. I36 Report listing all activities and all text descriptions,notes,etc. 3 'The Activity Data report is perfect for this. a Under minimum enrollment report 3 b Over Maximum enrollment report 3 c Full activity report 3 d .Activity totals and statistics(registered,attended,historical 3 comparisons) 207 (REPORTS/PRINTING (continued) I Item#'Requirements Code Number Comments I e (Facility usage by activities and sessions report 3 f Participants by school,age,area,city,zip code,etc. 3 g (Resident and non-resident participation 3 We are happy to produce this report if the City will provide a h (Duplicated and unduplicated participation 2 :sample. i Online vs front desk registration 3 Reports can be filtered for online registrations or by park 1 registrations. l� 37 Print cash transaction report and receipts. 3 38 'Print refund vouchers. 1 Refund Voucher reports can be run,but the vouchers themselves cannot currently be printed. 39 .Print over/under payment report. 3 I� 40 Print general ledger summary. 3 41 'Compile and report statistics on types of and number of 3 {ll participants/clients. jI 42 -Compile and report statistics on the number of registrants. 3 00 j 43 Compile and report statistics on the number and types of 3 III activities per session. 44 Display statistics using graphics representations(i.e.,pie 2 All CivicRec reports can be exported to Excel.The City can charts,bar graphs), then leverage the those types of tools in Microsoft Office. 45 Software produces reports,by activity,for income,expenses, and net revenues. I 46 (Facilities module allows re ortin�rain-out occurrences. 1 Rain out reporting does not currently exist. I 47 Software will produce all o the following membership 3 package reports: 1 a (Basic report on packages,showing package ID,name and 3 II sales level b 'Text report on each package,showing package description 3 111 c Sales report by package,including income,refund and net 3 revenue totals. d 'Voucher report by package,including refund information 3 48 Software produces reports of membership rosters of each 3 membership packages. 208 REPORTS/PRINTING (continued) I Item#'Requirements Code Number Comments 49 :Software produces renewal and non-renewal reports. 3 rI 50 'Software produces membership usage reports. 3 l 51 :software produces population and demographics reports. 2 Specific reports will need to be identified,but the capability 1111 exists for printing demographic based reports. I 52 :Software produces daily activity report. 3 fI 53 ;Software produces credit card expiration report. 3 I 54 ,Software produces income reports by membership package. 3 There are several different revenue reports that can show income by package. .Software allows end users and/or system administrators(via 55 role based permissions)to create custom reports for use by 3 defined system users. We are happy to review reports with the City if chosen for a 56 Provide a sample of every report the system produces. 3 demo.There are too many individual reports to include in our proposal. 57 Compile and report statistics on the revenue generated within 3 a given time period by site,program,GL account,etc. System has a scheduler that allows reports and exports to be II 58 scheduled automatically and emailed to one or more 3 individual or group email accounts. 59 Detailed report about transaction history over a user-defined 3 time period. 60 Graphical display of busy and slow times of the day,by 1 terminal. 'This view/report would need to be produced. 61 Software produces a refund report showing all refunds for a 3 specified date range,center,or facility. 62 Users can export the reports they are authorized to use to 3 ll (Excel and CSV. (Receipts can be printed from the computer to a standard 63 (printer(8.5 x 11 paper)in lieu of a specific receipt printing 3 device. I Software to allow for management of and produce reports for 1II 64 all overlapping facilities,such as soccer field grassy area that 3 overlaps the outfield area of a ball field. 209 REPORTS/PRINTING (continued) Item# Requirements Code Number Comments 65 Software to produce reports of all centers,facility types,and 3 individual facilities. 66 Software will produce an instructor payment history report. 3 67 Reports are viewable on mobile devices 3 JWEB ACCESS Item# Requirements Code Number Comments Web access registration must perform all functions as an 1 -operator assisted registration.This includes but is not limited 3 'to the following: a Enforcement of all constraints 3 b Gathering information required for specific activities 3 Interfaces with other modules for automatic update of c information based on the function performed. 3 d Creation of client account 3 e Completion of transaction with option to print waivers, 3 0 confirmations and receipts Software must utilize the information contained in the activity II{ 2 records to dynamically populate web pages for use in web- 3 based activity registration. Software must be capable of displaying an activity and its 3 corresponding description through direct entry of the activity 3 number or by use of a hyperlink menu system. The software must dynamically utilize a hyperlink menu system Hyperlink menu system is not needed.When viewing activities, 4 based on the activities and categories in the activity N/A information is displayed on screen without being taken off the registration system. registration screen. a Location 3 b Date 3 c 'Time 3 d (Participant Age 3 e (Program Cost 3 I f (Keyword 3 (Keyword searches must query entire parent and child activity 3 g title and description,and not be character limited. 210 IWEB ACCESS (continued) Item#Requirements Code Number Comments 7 The software must include search analytics,allowing system 3 The City may choose to embed its own Google Analytics code administrators to evaluate commonly used search terminology on the public facing page. I 8 The software should be capable of recording a campaign 1 code. Campaign code tracking would need to be added, The software must allow system administrators to edit style In addition,we have staff who will ensure that your public 9 :sheets and templates. 3 facing page is kept up to date to match your City(or Department's)website. 10 ,The software must allow dynamic display of images associated 3 with Courses and facilities. .All dynamically created pages must be capable of easily incorporating user defined information while maintaining their No need to create HTML webpages.Activity data entered into 11 dynamic nature.Example:Changing the standard heading, N/A the system is made available for registrations/reservations, title,or footer information while the page content is modules are integrated. dynamically generated. 12 The software must be capable of handling an unlimited 3 number of simultaneous internet connections. r` 13 The software must be capable of simultaneous participant 3 re istration on different internet connections. i 14 T�e software must accept and verify credit card payments. 3 15 The system must utilize secure connections for accepting and 3 transmitting all participant information. The software must provide the same functionality and security +CivicRec supports the current and prior releases of IE/Edge, 16 when accessed from any of the current versions of Microsoft 3 'Chrome,Firefox,and Safari, Internet Explorer,Google Chrome,or Firefox. The software must dynamically generate web pages and/or No need to create HTML webpages.activity data entered into 17 'activity calendar based on information contained in the facility 3 the system is made available for registrations/reservations, 'scheduling records. modules are integrated. The software must process facility booking application and 18 mark the facility occupied pending approval/denial of the 3 responsible staff member. `The system must allow facilities,courses,memberships, 19 leagues,etc.,to be marked unavailable for web access or 3 booking. 211 WEB ACCESS (continued) Item# Requirements Code Number Comments 'The software must provide internal mechanisms for 20 protections against unauthorized access to website 3 information. The software must allow the inclusion of user generated web No need to create HTML webpages.activity data entered into 21 3 the system is made available for registrations/reservations, pages. modules are integrated. {CivicRec is certified as PCI SAQ-D(Service Provider) 22 Software must meet PCI requirements. 3 compliant. 23 Software must allow non-client account POS transactions. 3 'There are several integration capabilities that the City may choose to leverage:CivicRec can provide integration to the City's selected payment gateway(for credit card processing). 24 Software must interface with current City's financial system. 1 Additionally,we can also produce a GL extract compatible -with the City's financial system.We have interfaced with a number of different systems and are confident that we can produce a file compatible with yours.Service fees apply N n Software must display class enrolment counts and status.Max 25 class size,min class size,currently enrolled,available slots and 3 waiting list status. 26POS register compatible with zero clients and VMware View N/A Cloud based software,this is not needed I 'Virtual Desktops. 212 12 . Proposal Fee Should EI Segundo require additional functionality that is not included in the scope of this proposal, the City will receive a separate cost proposal `to include the new scope. Investment Proposal All quotes ar- estimates and presented dollars. Pricing is valid for 61 days from / 2017. GvicRec reserves the right to adjust pricing after a final scoping session. "A" Year 1 Investment (including Year 1 Maintenance & Support) $25,000 Project Development & Implementation p CivicRec Recreation Management Software ■ Up to 45 Hours of Project Development, including: Project Management System Development/Data Migration ■ Merchant Set-Up with CivicRec ■ Up to Two (2) Days of On-Site End User Training with up to Eight(8) Hours of Additional Web-Based End User Training Year 2 Investment $141250 Annual Maintenance & Support Software maintenance,full access to support staff 24/7, daily backups, replication,fixes, patches,product enhancements, etc. (Credit card processing is not included.) Year 3 & Beyond •Annual Maintenance & Support Beginning Year 3 of your contract,the annual maintenance&support will be re-evaluated and determined based on the prior year transaction volume. CivicRec as Merchant Provider As your merchant provider, CivicRec will collect and disburse all credit card monies.A Percentage +Transaction Fee (3% + $0.30 per transaction) applies.This is separate from the annual maintenance and support fee. 74 214 Optional Services cp Additional Development Needs Beyond 45 Hours $150/hour Additional development work, including project management, system development, or integration,will be scoped, estimated, and agreed upon prior to starting any work. Additional Web-Based Training $150/hour On-Site Training (2 Day Minimum) $2,000/day Set-up with a Merchant Provider of the City's Choosing Quote Upon Request Consulting Services Quote Upon Request Please see next page for details. 75 215 Optional Consulting Services Ca The following is a package of recommended consulting services. Based on our experience with similar entities, EI Segundo can benefit from one-on-one consultations to ensure a project that captures all of the City's needs and requirements smoothly.We can provide additional information and a more in depth schedule after speaking with you to determine EI Segundo's needs. KICK-OFF AND ALIGNMENT CONSULTING Takes place during the Project Initiation Phase Your CivicPlus Solution Consultant will visit with the City's Project Manager and stakeholders to align goals and expectations and set the project in motion. • Establish Goals and Milestones for Project—The consultant will meet with the City's Project Administrators to align project expectations, establish project goals and set the timeline for the project and training. ■ Stakeholder Buy-In—The consultant will present to key stakeholders to detail the project and expectations, explain the timeline, goals and milestones, and give a preview of the CivicRec RMS. PROGRAM OVERVIEW AND OPTIMIZATION CONSULTING Takes place during Implementation Phase 1 During these two days on-site, your Solution Consultant will work with the City stakeholders to create standards and define outcomes for lead training. • Administration Setup—The consultant will create user accounts and review tools and modules with administrators. ■ Activities Optimization—The consultant will document current critical services and activities processes and discuss how to digitally implement or improve existing processes. ■ CivicRec standards document—Your consultant will work with the City to develop a Spokane-specific Data Entry Style Guide for formatting to be followed by lead staff during catalog build-out. CONSULTATIVE SITE AND CONTENT REVIEW Takes place during Implementation Phase 2 Your consultant will conduct a review of your system setup and catalog to ensure that information is presented logically for citizens. 0 Feedback Report—Consultant will produce a report of feedback on the overall public and staff user experience for your system and catalog. ON-SITE GO-LIVE Takes place during Implementation Phase 5 Your project executive, project manager, and consultant will be on-site the day before and day of system launch to assist with issue resolution. ■ Go-Live Assistance—CivicRec staff will be on-site to assist with DNS propagation, redirects and additional support as needed to ensure a smooth launch of your new CivicRec system.You're now a member of the CivicPlus family! 76 216 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to extend the provisional appointment for the position of Recreation Supervisor for a 30-day period. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Approve the 30-day extension for the provisional appointment of Acting Recreation Supervisor per El Segundo Municipal Code Section 1-6-13(c); and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. El Segundo Municipal Code Section 1-6-13(c) FISCAL IMPACT: Included in Adopted FY 16/17 Budget Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): 001-400-5203-4101 STRATEGIC PLAN: Goal: 3a El Segundo is a City employer of choice and consistently hires for the future Objective: 3 The City has a comprehensive, intentional plan for staff development, training and succession ORIGINATED BY: Meredith Petit, Director of Recreation and Parks REVIEWED BY: Meredith Petit, Director of Recreation and Parks APPROVED BY: Greg Carpenter, City Manager., BACKGROUND AND DISCUSSION: Over the past several months, three full-time positions within the Recreation Division in the Recreation and Parks Department have become vacant, one Recreation Superintendent and two Recreation Supervisors. The Recreation Superintendent position was filled and assumed in mid- March. To ensure continuity in services, daily operations and oversight, the Department made appointments to Acting assignments. One such position,the Recreation Supervisor position in the Cultural Arts programs at the George E. Gordon Clubhouse, responsible for class registration processes, daily deposits, youth drama, recreation classes and summer day camps, has yet to be permanently filled. The Recreation Supervisor recruitment was successful and the successful applicant is scheduled to begin work around the first week of September. 12 217 Recreation Coordinator Shaunna Hunter has been assigned this provisional position, effective November 28, 2017. In accordance with El Segundo Municipal Code Section 1-6-13(c),no person shall be employed by the City under provisional appointment for more than six (6) months in any fiscal year, or May 28, 2017 in this case. The Code further states the provisional appointment may be extended for not more than thirty(30)days with Council approval. City Council approved a 30- day extension through July 28, 2017, at the July 5, 2017 City Council meeting. At this time, staff is requesting authorization for an additional thirty (30) day extension through August 28, 2017. 218 El Segundo, California City Code 1-6-13: APPOINTMENT IN CLASSIFIED SERVICE: C. Provisional Appointment: In the absence of appropriate employment lists, a provisional appointment may be made of a person meeting the qualifications established for the classification. Any employment list shall be established within six (6) months, for any permanent position filled by provisional appointment. No person shall be employed by the City under provisional appointment for a total of more than six (6) months in any fiscal year except that the City Manager may, with approval of the City Council, extend the period of any provisional appointment for not more than thirty (30) days by any one action. 219 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to increase the contract amounts by$41,000 with JLee Engineering by offsetting Hayer Consultants,Inc.'s contract along with reallocating Professional and Technical budget from Planning Division(Fiscal Impact: $0) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to amend the existing agreements with the following consultants: J Lee Engineering, and Hayer Consultants, Inc. to increase/decrease the respective contract amounts; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): PBS —Building Safety#001-400-2403-6214 STRATEGIC PLAN: Goal: 1(a). El Segundo provides unparalleled service to internal and external customers Objective: City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Activity: Authorize the City Manager to amend the existing agreements. ORIGINATED BY: Lukas Quach, Building Safety Manager REVIEWED BY: Sam Lee, Planning and Building Safety Directo APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The approved budget for the Planning and Building Safety Department for Fiscal Year 2016/17 includes a total of$1,103,599 for employee salaries and benefits for the Building Safety Division. 13 220 Building Safety Division The Building Safety Division's 2016/17 budget includes the following positions where cost savings have been identified: Development Services Coordinator(2 positions), Senior Plan Check Engineer, Plan Check Engineer, Building Inspector 11, and MEP Plan Reviewer, Unfortunately, we have yet been able to be fill these positions. As a result, the City has had to rely on consultant services. J. Lee Engineering, JAS Pacific, and Hayer Consultants, Inc. who are currently under contract with the City to provide plan check, inspection and license permit specialist consulting services and can provide the City with the necessary services until the positions are filled. Current Consultants for Building Safety Division Currently, the City utilizes consultants to perform certain services for Building Safety Division: JAS Pacific: JAS Pacific provides plan check and inspection consulting services for the Building Safety Division. The City has utilized JAS Pacific since 2007. The current contract amount is for $235,000. These services are utilized when workload exceeds the level that would preclude City staff from meeting customer service expectations. J Lee Engineering Inc.: J. Lee Engineering provides plan check and inspection consulting services for the Building Safety Division. The City has utilized J. Lee Engineering since 2008. The current contract amount is for $375,000. Currently, the following J Lee Engineering, Inc. employees / contractors assist the City: Ed Alexanian (Plan reviewer), Christopher Wang(Plan reviewer),Jack Snyder(Mechanical and Plumbing plan reviewer), and Mostafa Kashe (electrical reviewer), These services are utilized when workload exceeds the level that would preclude City staff from meeting customer service expectations. • Haver Consultants, Inc.: Hayer provides code enforcement, plan check and inspection consulting services for the Building Safety Division. The City has utilized Hayer Consultants since 2015. The current contract amount is for $65,000. These services are utilized when workload exceeds the level that would preclude City staff from meeting customer service expectations. However, due to Hayer's inability to provide the Building Safety Division with qualified consultants (MEP plan reviewer and inspector) more plans have been routed to Ree Engineering for review, thereby altering the anticipated services required from each consultant. As such, the contracts with these consultants are proposed to be amended (see table below), in order to account for the change in services. City staff is recommending that the existing contracts for the above-referenced consultants be amended to cover the City's immediate needs in the City's Building Safety Division. A summary of staff's recommended adjustments are as follows: 221 Consultants Services Current Recommended Total contract increases/decreases to Contract Amount amount current contract with recommended (4/4/17) amount increases JAS Pacific Plan check $235,000 $0 $235,000 and staffing Mee Engineering, Plan check $375,000 $41,000 $416,000 Inc. and staffing Hayer Consultants, Inspection $65,000 -$22,500 $42,500 Inc. staffing Planning Division -$18,500 (Professional (amount of reallocated Technical Services) from Planning) Total Impact on $0 General Fund RECOMMENDATION Accordingly, staff recommends that the City Council authorize the City Manager to amend the existing agreements with the above consultants. If approved by the City Council, staff will prepare amendments with the above-referenced consultants, in a form approved by the City Attorney. If approved, all of the amendments would take effect on or about August 15, 2017. 222 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Appropriation and payment of $26,250.00 to the South Bay Regional Public Communications Authority (SBRPCA) for Fire Department Medical Director Consultant Services (Fiscal Impact: $26,250 annually; $78,750 over the three-year term of the contract). RECOMMENDED COUNCIL ACTION: 1. Waive the bidding process and authorize the City Manager to authorize appropriations, in a form approved by the City Attorney, with South Bay Regional Public Communications Authority for Fire Department Medical Director Consultant Services; 2. Pursuant to El Segundo City Code §1-7-15, appropriate the funds to contractual services line item for Medical Director Consultant Services; 3. Authorize a blanket purchase order for South Bay Regional Public Communications Authority to enable the Fire Department to receive the services provided by Marc R. Cohen, Medical Director, not to exceed $26,250 annually; 4. Alternately, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Los Angeles County Emergency Medical Services Agency Mandate 2. Medical Director Consulting Services Agreement FISCAL IMPACT: $78,750.00 Amount Budgeted: $26,250.00 Additional Appropriation: None Account Number(s): 001-400-3203-6214 Professional/Technical Services STRATEGIC PLAN: Goal: 2 Support Community Safety &Preparedness Objective: 1 El Segundo is a safe and prepared city ORIGINATED BY: Chris Donovan, Fire Chief 60 REVIEWED BY: Chris Donovan, Fire Chief ob APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The Los Angeles County Emergency Medical Services Agency (EMSA) imposed in 2016 a mandate requiring the El Segundo Fire Department to hire a Medical Director. The main determination from the EMSA surrounded medical malpractice and liability concerns of the County Medical Director who at the time was issuing class one narcotics to most fire departments 14 223 within the County, including the El Segundo Fire Department, for use by the paramedics as part of the approved scope of practice for treating injured and ill patients. Shifting the liability from the County Physician to a Fire Department Physician was the order given to all fire departments within Los Angeles County. Due to the high cost for such services, a meeting was held between the Cities of El Segundo, Manhattan Beach and Hermosa Beach to share the services of a Medical Director. The goal was to get quality medical director services, beyond the class one narcotics purchase, at a competitive cost. It was further determined that the best path forward was to have the South Bay Regional Communications Center(RCC) enter into an agreement with a Medical Director who would serve all three cities and to then bill for said services through normal dispatch service invoicing. RCC, in addition to all three cities, agreed that Marc Cohen, M.D. would be an excellent choice for the position, as Dr. Cohen was the Medical Director for Torrance Fire and worked in the emergency room at Little Company of Mary, a hospital that El Segundo Paramedics routinely transported patients. Dr. Cohen is a well-respected medical doctor and has a vested interest in patient care throughout the South Bay. The original contract amount for all three cities was within the City Manager's procurement authority of $25,000. Events out of our control have changed this annual cost as the City of Hermosa Fire Department is in the process of consolidation with the Los Angeles County Fire Department with a transition date of December 2017. The previous contract stipulated that if the number of participating cities dropped from three to two, a slight increase would occur. Staff anticipates the consolidation will occur and as such has received an invoice from RCC identifying the increase to the annual cost for the two remaining participating cities interested in maintaining Medical Director Services, starting in December 2017 (the current costs will remain in effect until the consolidation occurs and if the consolidation effort fails there will be no increase). The suggested increase still puts the annual medical director fees below market costs and the services provided by Dr. Marc Cohen thus far have been excellent. Staff recommends we continue the contract,through RCC,with Dr. Cohen and further acknowledges that this annual cost will become a regular on-going expense for the fire department. 224 Fire Department August 13, 2016 Elected Officials: Marianne Gausche-Hill, MD, Medical Director Suzanne Fuentes, Mayor Cathy Chidester,Director Drew Boyles, Mayor Pro Tem Michael Dugan, John Telmos/ Program Manager Council 40,Member Caro10100 Pioneer Blvd., Suite 200 Council Member Dr.Don Brann, Santa Fe Springs, CA 90670 Council Member Tracy Waver, City Clerk CrlstaBinder, Dr. Marianne Gausche-Hill, Cathy Chidester, and John Telmos: City Treasurer Appointed Officials: In order to comply with the County of Los Angeles, Department of Health Greg Carpenter, Services (LACoDHS) mandate to have a Medical Director, the El Segundo Fire City Manager Mark D.Hensley, Department has entered into a three year agreement with Dr. Marc Cohen. As City Attorney of August 5, 2016, Dr. Cohen will serve as our Medical Director. Department Directors: Joseph Ullio, The El Segundo Fire Department will still need to utilize the Los Angeles Finance Chris Donovan, County Pharmacy Narcotics supply, through December 31, 2016. Fire Chief Martha Dijkstra, Human Resources Debra Brighton, If you have any questions regarding this matter, please feel free to contact me Library Services Sam Lee, Planning and at (310) ,524-2228. Building Safety Mitch Tavern, Police Chief Stephanie Katsoulas, Public Works Meredith Petit, Recreation&Parks ,�.� an Cooke. Battalion Chief FMS Director www.jel egandox %uw.elsen nd a bu Bei rt"s.rt mi 314 Main Street, El Segundo, California 90245.3813 Phone(310) 524-2395 FAX(310)414.0929 225 DEPARTMENT OF HEALTH SERVICES COUNTY OF LOS ANGELES SUBJECT: DRUG AUTHORIZING PHYSICIAN FOR PROVIDER AGENCIES REFERENCE NO. 410 PURPOSE: To provide an orientation for physicians who agree to authorize the purchase of drugs, medical devices and-contrailed substances for a paramedic provider agency. AUTHORITY: Health & Safety Code 1797, et seq. Title 22, California Code of Regulations, Section 100159(a)(1), 100145(c) DEFINITION: ..Drug Authorizin FhyLs cian: A physician who utilizes their rrjeaical JicEnse and Dru�; ErYfucker_nerl�tAdfflinisrrat'en_,'UEyrtI.('lurr-berto �uichase�:o'r_u 9', 1h66ic,UW&� ices anu controllea � �l��ae�ce� 1Lr an apptuve IViJ' ic��i6 aciaPrcy� in ILu � t�es �;KlrJrlt, . l'rrl;� ivre i5 N1iIr7drily Vlmiteu--Tu dl(1 �,urCrFa�es artid tfi � 'airJ rout requi.f~�d'.tu,i.r7 >rottrid, r..r'ruvio f`Ay ticry f'JV�(Ifl;'UV P�I�th�till.� Provider Agency Medical Director: A physician designated by an approved EMS Provider :Agencyto.;provide medical oversight of field care and who meets the criteria ou_tlie_ed in ReferenceANo. 411. A Provider Agency Medical Director may also agree`to.act a_ s a Drug :Authorizing:Physician:i ,Controlled Drugs: A controlled substance is any drug defined in the categories of the Controlled,_Substances Act of 1970 including opium and its derivatives, hallucinogens, ,depressants, and stimulants. In Los Angeles County, the provider agency controlled drugs are. ,:outlined in_Reference No. 702, Controlled Drugs Carried.on ALS Units, PRINCIPLES: 1. Provider agencies may obtain confrol R&ubstances from a physician who agrees_to authorize the procurement of controlled subst ces under their DEA 2_ ;Drug Authorizing Physicians understand sWsign Reference 410.1 to ;acknowledge in writing that they are responsible for purchasing, storing, and distributing controlled drugs for the provider agency in accordance with, �efecence No�.Z02,GControlled,Drugs� ,Carried on AL S U_nits.' 3. The controlled drugs purchased by the Drug Authorizing Physician are restricted to those listed in Ref. No, 703 ALS Unit Inventory, POLICY: I. Procedure to Become a Drug Authorizing Physician for Provider Agencies EFFECTIVE: 12-1-09 PAGE 1 OF 3 REVISED: 12-15-14 SUPERSEDES: 12-1- APPROVED: p6EM �� .�I��,400'A�ge . Director Agency Medical Dire, 226 SUBJECT: DRUG AUTHORIZING PHYSICIAN FOR REFERENCE NO. 410 PROVIDER AGENCIES A. The provider agency shall submit a letter, on departmental letterhead, of intent to purchase drugs, medical devices, and controlled drugs under a Drug Authorizing Physician to include: 1. The name of the physician who will assume this responsibility. 2. The proposed date of the changeover from the EMS Agency Medical Director to the Drug,Authorizing Physician. 3. A signed Confirmation of Agreement to Purchase Drugs and Medical Supplies (Ref. No. 410.1). 4. A narcotic policy revised to indicate how controlled drugs will be purchased and stored under the Drug Authorizing Physician in accordance with Federal and State regulations. 5. The name, address, and telephone number of the.key contact for the controlled substance supplier. B. The following must take place prior to the change from the EMS Agency Medical Director to the Drug Authorizing Physician: 1. The Drug Authorizing Physician shall meet with the EMS Agency Medical Director. 2, The provider agency shall return any drugs previously obtained at a County Hospital pharmacy to the issuing pharmacy. 3. EMS Agency staff will conduct a site visit to assess controlled drug storage and security. ll. Procedure for Returning Controlled Substances Previously Issued by a County Hospital Pharmacy: A. The provider agency shall fax the controlled drug logs showing the current inventory levels to the Prehospital Care Section of the EMS Agency at (562) 946-6594. B. EMS Agency staff will review the logs and contact the issuing pharmacy to arrange a mutually agreed-upon date and time for the provider agency to return the drugs. C. Once the logs are reviewed and validated, EMS Agency staff will give the provider agency the documentation needed to return the controlled substances. This authorization will also serve as notification to the County pharmacy to delete the provider agency from the list of those approved to obtain controlled substances. PAGE 2W3 SUBJECT: DRUG AUTHORIZING PHYSICIAN FOR REFERENCE NO. 410 PROVIDER AGENCIES D. The provider agency will return the drugs to the issuing pharmacy along with any blue copies of the EMS Report Form needed to account for drugs not in inventory due to administration in the field. CROSS REFERENCES: Prehospital Care Manual: Ref. No. 410.1, Drug Authorizing Physician Confirmation of Agreement Form Ref. No. 411, Provider Agency Medical Director Ref. No. 702, Controlled Drugs Carried on ALS Units Ref. No. 703, ALS Unit Inventory PAGE 3 DEPARTMENT OF HEALTH SERVICES COUNTY OF LOS ANGELES SUBJECT: "PRDVIDER AGE1+ & MEDICAL DIRECTOR) REFERENCE NO. 411 PURPOSE: To describe the role and responsibilities of Medical Directors of approved Los Angeles County Emergency Medical Services (EMS) Provider Agencies. DEFINITION: Vr1inpluf 1't li ed�cal Director: Rph an di.��. fi1 p ravedEl�ES'Pravid � ►'1 '�:Iovi dt 60vice anti �uofalnate (tae rneoical as'ed .;dl feld calf! h'� oeffndb ❑y Fri }r`ft�1i6tiy ElvIS kyefty`.GqtASid6 I•teajobFY ibridations fdr (he Pt6Vider Agency Medical Director: 1. Board certified by the American Board of Emergency Medicine. 2. Engaged in the clinical practice of emergency medicine. 3. Knowledgeable on the current policies, procedures, and protocols of the Los Angeles County EMS Agency. 4. Attend an EMS system orientation provided by the EMS Agency and participate in a field care observation (ride-along) with the sponsoring agency. 5. Attend Medical Advisory Council Meetings (quarterly). PRINCIPLE: Medical Directors enhance the quality of prehospital care by providing medical expertise in EMS and serve as a liaison between the EMS Agency Medical Director, hospitals, and other Provider Agency Medical Directors to ensure the delivery of safe and effective medical care. F O E*A1VD'RESPCENSI6E I'fit�-`fir THE PROM-i71=R AGENC'Y'ME51_CAL b[Rrffdi I. Medical Direction and Supervision of Patient Care A. Advises the provider agency in planning and evaluating the delivery of prehospital medical care by EMTs and paramedics. B, Reviews and approves the medical content of all EMS training performed by the provider agency and ensures compliance with continuing education requirements of the State and local EMS Agency. C. Reviews and approves the medical components of the provider agency's dispatch system. D. Assists in the development of procedures to optimize patient care. EFFECTIVE: 02-01-1994 PAGE 1 OF 3 REVISED: 07-01-13 SUPERSEDES: 06-15-10 APPROVED: enc r 229 [Director, MSA9 Y Medical Dir elor r EMS A c SUBJECT: PROVIDER AGENCY MEDICAL DIRECTOR REFERENCE NO. 411 E. Reviews and recommends to the EMS Agency Medical Director any new medical monitoring devices under consideration and ensures compliance with State and local regulation. F. Evaluates compliance with the legal documentation requirements of patient care. G. Participates in direct observation of field responses as needed. Medical direction during a direct field observation may be provided by the Provider Agency Medical Director in lieu of the base hospital under the following conditions: 1. The Provider Agency Medical Director must be concurrently working as a base hospital physician in Los Angeles County. 2. The EMTs, paramedics, and Provider Agency Medical Director on scene must be currently employed by, or contracted with, the same provider agency. 3. If base contact has already been established, the Provider Agency Medical Director may assume medical direction of patient care. The base hospital shall be informed that the Provider Agency Medical Director is on scene. They are not required to accompany the patient to the hospital. 4. EMS personnel shall document the involvement of the Provider Agency Medical Director on the EMS Report Form when orders are given 5. The receiving hospital shall be notified of all patients whose field care is directed by a Provider Agency Medical Director. H. Participates as needed with appropriate EMS committees and the local medical community. I. Ensures provider agency compliance with Los Angeles County EMS Agency controlled substance policies and procedures. II. Audit and Evaluation of Patient Care A. Assists the provider agency in the development and implementation of a continuous quality improvement program to ensure the provision of quality medical care. Provides recommendations for training and operational changes based on quality improvement results. B. Evaluates the adherence of provider agency medical personnel to medical policies, procedures and protocols of the Los Angeles County EMS Agency. C. Coordinates delivery and evaluation of patient care with base and receiving hospitals. PAGE 2OF3 230 SUBJECT: PROVIDER AGENCY MEDICAL DIRECTOR REFERENCE NO. 411 III. Investigation of Medical Care Issues A. Reviews incidents with unusual or adverse patient outcomes, inadequate performance of EMS personnel, and complaints related to the delivery of medical care. B. Evaluates medical performance, gathers appropriate facts and, as needed, forwards those facts in writing to the Los Angeles County EMS Agency Medical Director. C. Ensures that appropriate actions are taken on cases with patient care issues with adverse outcomes, e.g., training, counseling, etc. CROSS REFERENCE: Prehospital Care Mal-Wal: Reference No. 214, Base Hospital and Provider Agency Reporting Responsibilities Reference No. 414, Registered Nurse/Respiratory Specialty Care Transport Provider Reference No. 816, Physician at the Scene Reference No. 701, Supply and Resupply of Designated EMS Provider Units/Vehicles Reference No. 702, Controlled Drugs Carried on ALS Units PAGE 3 OF 3 231 CONSULTING SERVICES AGREEMENT MEDICAL DIRECTOR THIS AGREEMENT is made as of August 5, 2016 by and between the South Bay Regional Public Communications Authority (hereinafter referred to as "Authority") and Marc Cohen, an individual ("Consultant") on the other hand. RECITALS A. The Authority requires medical director administrative services, which generally consist of the review and provision of input into the development of all of its member cities' fire departments' operational policies and procedures that impact patient care. B. Consultant represents that he is fully qualified to perform such consulting services by virtue of his experience, training, education and expertise. NOW, THEREFORE, in consideration of performance by the parties of the covenants and conditions herein contained, the parties hereto agree as follows: 1. Consultant's Services. A. Scope of Services. The nature and scope of the specific services to be performed by Consultant are as described in Exhibit "A," Scope of Services. B. Level of Services/Time of Performance. The level of and time of the specific services to be performed by Consultant are as set forth in Exhibit "A." C. Activity Tracking Form. Prior to provision of services pursuant to this Agreement, Authority and Consultant shall agree upon a method to track the Medical Director's activities. This may be accomplished using an electronic or web-based application, a hard copy form, or log. 2. Term of Agreement. This Agreement shall take effect August 4, 2016, and shall continue for a term of three years until, 2019, unless earlier terminated pursuant to the provisions herein. Contract will renew on July 1 st of each year. 3. Compensation. As compensation for the Consultant's services hereunder, the Authority shall pay the Consultant the flat rate sum of $90,000.00 annually, payable in monthly installments at 1/12th of the flat rate sum. The Authority shall make payment not later than the fifth day of the month following provision of services. The cost for EI Segundo, Hermosa Beach, and Manhattan Beach (the Cities) for Medical Director services is $30,000 each annually. There shall be a $5,000 discount per city as long as each of the Cities participates in the services. If only two cities participate, the annual discount rate per city shall be $2,500. If only one city participates, the annual cost shall be negotiable. If any additional cities contract with the RCC in the future, they may participate in the Page 1 of 9 8/05/16 232 Medical Director services. The cost to any new agency will be negotiated depending on the size and scope of their department(s). 4. The Authorities' Representative. Unless`otherwise designated in writing, the Fire Chiefs of Manhattan Beach, Hermosa Beach and EI Segundo shall serve as the Authority's representatives for the administration of the project. As used in this Agreement, "Authority's fire departments" means the Cities of EI Segundo, Manhattan Beach, and Hermosa Beach Fire Departments. All activities performed by the Consultant shall be coordinated with these chiefs. 5. Addresses. The Authority: Ralph Mailloux SBRPCA Executive Director 4440 W. Broadway Hawthorne, CA 90250 City of Hermosa Beach Attn: Fire Chief 1315 Valley Drive Hermosa Beach, CA 90254 City of Manhattan Beach Attn: Fire Chief 40015 th Street Manhattan Beach, CA 90266 City of EI Segundo Attn: Fire Chief 314 Main Street EI Segundo, CA 90245 Consultant: Marc R. Cohen MD Name Marc Cohen Address 346 Manhattan Ave City, St Zip Hermosa Beach CA 90254 Page 2 of 9 8/05/16 233 6. Status as Independent Contractor. A. Consultant is, and shall at all times remain as to the Authority, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of the Authority or otherwise act on behalf of the Authority as an agent. Neither The Authority nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the Authority. B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold the Authority harmless from any and all taxes, assessments, penalties, and interest asserted against the Authority by reason of the independent contractor relationship created by this Agreement. In the event the Authority is audited by any Federal or State agency regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between the Authority and Consultant, Consultant agrees to reimburse the Authority for all costs, including accounting and attorney fees, arising out of such audit and any appeals relating thereto. C. Consultant shall fully comply with the workers' compensation law regarding Consultant and Consultant's employees. Consultant further agrees to indemnify and hold the Authority harmless from any failure of Consultant to comply with applicable workers' compensation laws. The Authority shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to the Authority from Consultant as a result of Consultant's failure to promptly pay to the Authority any reimbursement or indemnification arising under this Section 6. D. Consultant shall, at Consultant's sole cost and expense, fully secure and comply with all Federal, State and local governmental permit or licensing requirements, including but not limited to the Authority. Consultant further agrees to indemnify and hold the Authority harmless from any failure of Consultant to comply with the requirements in Section 6. Additionally, the Authority shall have the right to offset against the amount of any fees due Consultant under this Agreement for any amount or penalty levied against the Authority for Consultant's failure to comply with Section 6. 7. Standard of Performance. Consultant shall perform all work at the standard of care and skill ordinarily exercised by members of the profession under similar conditions. Page 3 of 9 8/05/16 234 8. Indemnification. A. Consultant shall indemnify, defend with counsel approved by the Authority, and hold harmless the Authority, the Cities and their fire departments, their officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation attorney fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant 's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of the Authority's passive negligence, but excepting such loss or damage caused by the sole active negligence or willful misconduct of the Authority. Should the Authority in its sole discretion find Consultant's legal counsel unacceptable, Consultant shall reimburse the Authority for its costs of defense, including without limitation attorney fees, expert fees and all other costs and fees of litigation. Consultant shall promptly pay any final judgment rendered against the Authority, the Cities, or their officers, officials, employees and volunteers covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as permitted by the law of the State of California and shall survive termination of this Agreement. B. Insurance Requirements Not Limiting. The Authority does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by the Authority, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section 8 shall apply regardless of whether or not any insurance policies are determined to be applicable to the liabilities, tax, assessment, penalty or interest asserted against City. C. Survival of Terms. Consultant's indemnifications and obligations under this Section 8 shall survive the expiration or termination of this Agreement. 9. Insurance. Consultant shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the Authority: (1) a policy or policies of broad-form comprehensive general liability insurance with minimum limits of $1,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Consultant, its officers, employees, agents, and independent contractors in performance of services under this Agreement; (2) property damage insurance with a minimum limit of $500,000.00; (3) automotive liability insurance, with minimum combined single limit coverage of $500,000.00; (4) professional liability insurance (errors and omissions) to cover or partially cover damages that may be the result of errors, omissions, or negligent acts of Consultant, in an amount of not less than $1,000,000 per occurrence and at least $1,000,000 aggregate; and (5) workers' compensation insurance with a minimum limit of $500,000.00, or the amount required by law, whichever is greater. (A letter from consultant stating that there is no staff, and will not be Page 4 of 9 8/05/16 235 staff, waives the workers' compensation insurance requirement). The Authority, the Authority's fire departments, its officers, employees, attorneys, and volunteers shall be named as additional insured on the policy(ies) as to comprehensive general liability, property damage, and automotive liability. The policy(ies) as to comprehensive general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the Authority shall be excess insurance only. A. All insurance policies shall provide that the insurance coverage shall not be non-renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving the Authority thirty (30) days' prior written notice thereof. Consultant agrees not to cancel, reduce or otherwise modify the insurance coverage. B. All policies of insurance shall cover the obligations of Consultant pursuant to the terms of this Agreement; shall be issued by an insurance company authorized to do business in the State of California, or approved in writing by the Authority; and shall be placed with a current A.M. Best's rating of no less that A VII. C. Consultant shall submit to The Authority: (1) insurance certificates indicating compliance with the minimum workers' compensation insurance requirements above; and (2) insurance policy endorsements indicating compliance with all other minimum insurance requirements above, not less than one (1) day prior to beginning of performance under this Agreement. Endorsements shall be executed on The Authority's appropriate standard forms entitled "Additional Insured Endorsement," or a substantially similar form, to which the Authority has agreed in writing. D. Self-Insured Retention/Deductibles. All policies required by this Agreement shall allow the Authority, as additional insured, to satisfy the self-insured retention ("SIR") and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the Authority's Attorney and Finance Director. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should the Authority pay the SIR or deductible on Consultant's behalf upon the Consultant's failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, the Authority may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by the Authority due to the breach. Page 5 of 9 8/05/16 236 E. Indemnity Requirements Not Limiting. Procurement of insurance by Consultant shall not be construed as a limitation of Consultant's liability or as full performance of Consultant's duty to indemnify City under Section 8 of this Agreement. 10. Confidentiality. Consultant in the course of its duties may have access to confidential data of the Authority's fire departments, private individuals, or employees of the Authority's fire departments. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by the Authority's fire departments. The Authority's fire departments shall grant such authorization if law requires disclosure. All the Authority's fire departments' data shall be returned to the Authority's fire departments upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. 11. Ownership of Materials. All materials provided by Consultant in the performance of this Agreement shall be and remain the property of the Authority's fire departments without restriction or limitation upon its use or dissemination by The Authority. Consultant may, however, make and retain such copies of the documents and materials, as Consultant may desire. 12. Conflict of Interest. A. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement. B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of hardware or software to the Authority as a result of the performance of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. 13. Termination. Either party may terminate this Agreement with or without cause upon ninety (90) days' written notice to the other party. The effective date of termination shall be upon the date specified in the notice of termination or, in the event no date is specified, upon the fifteenth (15th) day following delivery of the notice. In the event of such termination, the Authority agrees to pay Consultant for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Consultant shall discontinue performing services. Page 6 of 9 8/05/16 237 14. Personnel. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. Consultant shall perform all of the services required under this Agreement or under it supervision, and all personnel engaged in the work shall be qualified to perform such services. Consultant reserves the right to determine the assignment of its own employees to the performance of Consultant's services under this Agreement, but the Authority's' fire departments reserve the right, for good cause, to require Consultant to exclude any employee from performing services on the Authority's fire departments' premises. 15. Non-Discrimination and Equal Employment Opportunity. A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and shall comply with all rules and regulations of the Authority's fire departments relating thereto. Such nondiscrimination shall include, but not be limited to, the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. B. Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of Consultant, state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. C. Consultant shall cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement, except contracts or subcontracts for standard commercial supplies or raw materials. 16. Assignment. Consultant shall not assign or transfer any interest in this Agreement, nor the performance of any of Consultant's obligations hereunder, without the prior written consent of the Authority's fire departments. Any attempt by Consultant to so assign this Agreement or any rights, duties, or obligations arising hereunder, shall be void and of no effect. 17. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the Federal, State, and local governments. 18. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by the Authority of any payment to Consultant constitute or be construed as a waiver by the Authority of any breach of covenant, or any Page 7 of 9 8/05/16 238 default which may then exist on the part of Consultant. The making of any such payment by the Authority shall in no way impair or prejudice any right or remedy available to the Authority with regard to such breach or default. 19. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including attorney fees and costs, including costs of expert witnesses and consultants. 20. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, shall be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. In the event the parties are unable to mutually agree upon the mediator to be selected hereunder, the Authority shall select such a neutral, third party mediation service and the Authority's decision shall be final. The parties agree to utilize their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that referral of any such dispute or controversy, and mutual good faith efforts to resolve the same thereby, shall be conditions precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy. 21. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may from time to time designate in writing pursuant to the provisions of this section. 22. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a superior or Federal court with geographic jurisdiction over the Authority. 23. Counterparts. This Agreement may be executed in any number of counterparts, each of who shall be deemed to be the original, all of which together shall constitute one and the same instrument. 24. Entire Agreement. This Agreement, and any other documents incorporated herein by specific reference, represents the entire and integrated agreement Page 8 of 9 8/05/16 239 between Consultant and the Authority. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing specifically referring to this Agreement, and signed by the parties. Amendments on behalf of the Authority shall only be valid if signed by the Executive Director of the Authority. 25. Exhibits. All exhibits referred to in this Agreement are incorporated herein by this reference. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above. "The Authority" ATTEST: By: cX A&�f Ralph Mailloux SBRPCA Executive Director "CONSULTANT' By: I�wG ► �� I'�� Page 9 of 9 8/05/16 240 Professional Services Agreement for Fire Department Medical Director Submitted to: South Bay Regional Public Communications Authority By: Marc R. Cohen, MD A-1 241 Summary As required by upcoming Los Angeles County Emergency Medical Services Agency regulation changes, all fire departments in Los Angeles county will need to procure the services of a Fire Department Medical Director. An agency Medical Director will be required for the provision of Emergency Medical Services (EMS) rendered by firefighter paramedics and Emergency Medical Technicians (EMTs). I have experience as the Medical Director for the Torrance Fire Department and am qualified to provide this service to other departments. The cost of services of the Medical Director would be $75,000 per year over a three year period. Discussion Medical Directors enhance the overall quality of prehospital care by providing medical expertise in EMS. There is a specific need for the Fire Departments of Manhattan Beach, Hermosa Beach, and El Segundo to retain a Medical Director in order to meet County regulations and guidelines. as of July 1, 2016, all Los Angeles County EMS Provider Agencies must have a Medical Director. Per DHS Reference 411 (httn://file.lacountv.gov/dhslcrosl 206202.pdf), a Provider Agency Medical Director must: • be board certified in Emergency Medicine • be engaged in the clinical practice of emergency medicine • be familiar with polices, procedures, and protocols of the Los Angeles County EMS Agency • attend EMS system orientation provided by the LACEMS Agency • attend 50% of LACEMS Medical Council meetings I meet each of these requirements. I have worked in the South Bay at Harbor-UCLA Medical Center, Little Company of Mary, and other local hospitals for over 15 years and have been board certified since 2003. I am a base station physician, a Provider Agency Medical Director, a member of the LA County EMS Agency Medical Advisory Committee; I have previously been a base station director. A-2 242 Fire Department Medical Director Scope of Work The Medical Director is responsible for: 1. Acting as liaison to the county and state EMS agencies, advocating for the department while keeping it current with policy change. 2. Serving as Drug Authorizing Physician for each affiliated fire department, utilizing his/her medical license and DEA number to purchase drugs, medical devices, and controlled substances. 3. Overseeing the purchasing, storing, and distributing controlled drugs for the provider agency in accordance with County of Los Angeles' Department of Health Services Reference No. 702, Controlled Drugs Carried on ALS Units. 4. Assisting the agency in maintaining written controlled drug policies and for providing input into disciplinary actions that have controlled drug implications. 5. Routinely meeting with the medical community to ensure that the practices of the agency and its personnel are satisfactorily meeting their needs relative to the handling pharmaceuticals and controlled drugs. 6. Developing and maintaining standard policies and procedures to provide optimal prehospital patient care to the local community. 7. Working with the paramedic educator to provide training and continuing education. 8. Oversight of quality assurance and quality improvement programs. 9. Development and oversight of vaccine administration program for firefighters and paramedics. 10. Monitoring annual equipment fit testing. Per Reference 411, the specific role and responsibilities of the Medical Director include the following: 1. Medical Direction and Supervision of Patient Care, including: A. Advises the provider agency in planning and evaluating the delivery of prehospital medical care by EMTs and paramedics. B. Reviews and approves the medical content of all EMS training performed by the provider agency and ensures compliance with continuing education requirements of the State and local EMS agency. A-3 243 C. Reviews and approves the medical components of the provider agency's dispatch system. D. Assists in the development of procedures to optimize patient care. E. Reviews and recommends to the EMS Agency Medical Director any new medical monitoring devices under consideration and ensures compliance with State and local regulation. F. Evaluates compliance with the legal documentation requirements of patient care. G. Participates in direct observation of field responses as needed. H. Participates as needed with appropriate EMS committees and the local medical community. I. Ensures provider agency compliance with controlled substance documentation requirements. 2. Auditing and Evaluation of Patient Care A. Assists the provider agency in the development and implementation of a continuous quality improvement program to ensure the provision of quality medical care. Provides recommendations for training and operational changes based on quality improvement results. B. Evaluates the adherence of provider agency medical personnel to medical policies, procedures and protocols of the Los Angeles County EMS Agency. C. Coordinates delivery and evaluation of patient care with base and receiving hospitals. 3. Investigation of Medical Care Issues A. Reviews incidents with unusual or adverse patient outcomes, inadequate performance B. Evaluates medical performance, gathers appropriate facts and, as needed, forwards those facts in writing to the Los Angeles County EMS Agency Medical Director. C. Ensures that appropriate actions are taken on cases with patient care issues with adverse outcomes, e.g., training, counseling, etc. A-4 244 Budget Total Budget: $75,000 per year over 3 years, for a total of$225,000. Each individual department would bear one third of the cost. Conclusion Establishing an Fire Department Medical Director will improve the quality of paramedic care delivered to the entire South Bay community. Upcoming regulatory changes mandate the use of a Director to provide oversight, quality improvement, and access to medications. I have experience as a Medical Director and have worked with beach cities fire personnel in the emergency room and administratively for many years. I look forward to the opportunity to assist the departments in the future. If you have any questions, please contact me at (310) 908-6460, emsdoc911(u,hotniail.com, or 346 Manhattan Avenue, Hermosa Beach, CA 90254. Marc R. Cohen, MD March 8, 2016 A-5 245 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15,2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding 1) Approval of a revised Class Specification for the position of Executive Assistant (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Approve the proposed revised Class Specification for Executive Assistant. 4. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Current Class Specification for Executive Assistant 2. Revised Class Specification for Executive Assistant FISCAL IMPACT: None STRATEGIC PLAN: Goal: C. Develop as a Choice Employer and Workplace Objective: Improve the hiring process in order to efficiently fill vacant positions. ORIGINATED BY: Leslie Campbell, Human Resources Analyst/C REVIEWED BY: Lynn Lindberg, Director of Human Resources APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: In anticipation of a recruitment, testing and selection process to fill the current vacancy for an Executive Assistant in the Police Department, staff has determined the need to revise the class specification to more accurately reflect the position's duties, responsibilities,requirements and Departments where utilized. A review of the classification specification revealed that updates needed to be made to accurately reflect the definition, essential job functions and qualifications of an Executive Assistant. If the proposed changes are approved, it is anticipated that recruiting efforts will begin as soon as possible, and the position will be filled prior to the end of the current fiscal year. 15 246 City of EI Segundo, CA Job Description Job Code: 103 EXECUTIVE ASSISTANT Definition: Under general supervision, performs advanced-level administrative, office and management support duties for the City Manager and/or City Council requiring exercise of initiative, and independent judgment and decision making. Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. Characteristic Duties and Responsibilities: Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities: Works closely with and prepares materials for City officials on highly sensitive and confidential matters; provides information to others requiring in-depth knowledge of City activities, business and policies; responds to or refers inquiries for services to appropriate resources; receives and evaluates customer complaints directed to high level City officials and recommends and/or initiates an appropriate course of action; tracks, monitors and provides follow up on complaints and their resolution with City management and City Council. Performs administrative/secretarial duties for the City Manager and/or City Council; assists in the operation of an office; maintains complex filing systems; receives and reviews incoming correspondence, researches and drafts appropriate responses as delegated or directs to appropriate department for investigation and response; independently prepares a variety of correspondence and selected reports for review/signature on behalf of an administrative supervisor; initiates, researches, writes and finalizes a variety of written materials for accuracy, completeness and conformance with applicable rules and regulations. Prepares meeting agendas, documents, reports and minutes according to accepted City and State requirements; plans and implements routine and special meetings and trips for City officials; attends staff and City Council meetings; maintains calendars and schedules, and coordinates appointments, meetings and a variety of official events for the City Manager and/or City Council with City officials, local government and business, and members of the public. Maintains records of departmental expenditures; assists in preparation of and monitors budgets; reviews, prepares and may authorize purchase requisitions and payment of invoices; orders supplies and equipment; collects and compiles statistical, financial and other information for special or periodic reports. Monitors and tracks legislative activity and actions and keeps City officials informed; prepares various communications on behalf of the City in response to legislative activities. PSPC (continued on reverse side) 09100 247 Executive Assistant Knowledqe, Skills and Other Characteristics: Knowledge of principles and practices of office administration. Knowledge of basic budgeting procedures and financial record keeping. Knowledge of policies, practices, procedures and terminology of City operations. Knowledge of a variety of computer software, including word processing, database and spreadsheet applications. Skill in English composition, grammar and punctuation. Skill in composing letters and preparing a variety of reports, using appropriate format and computer software. Skill in preparing statistical reports. Skill in bookkeeping practices and procedures. Skill in following oral and written instructions and procedures. Skill in presenting ideas and concepts orally and in writing. Skill in effectively resolving disputes. Skill in effectively managing multiple priorities in a high volume work environment. Skill in utilizing public relations techniques in responding to inquiries and complaints. Skill in working with a diverse group of individuals. Skill in establishing and maintaining effective working relationships with other City employees and the public. Minimum Qualifications: Graduation from high school or GED and five (5) years progressively responsible secretarial/office administrative experience providing assistance to an administrative official or an equivalent combination of education and experience. PSPC 2 09/00 248 City of EI Segundo,CA Job Description Job Code: 103 EXECUTIVE ASSISTANT Definition: Under general supervision, performs advanced-level administrative, office •.. Formatted:Font:12 pt - - - ----- ...... ... ..... and management support duties for the City Manager, aad/er City Council or other executive management as assioned requiring exercise of initiative, and independent judgment and decision making. Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. Characteristic Duties and Resoonsibilities: Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities: Works closely with and prepares materials for Citv Manager, City offisw"fficials or executive management on highly sensitive and confidential matters; provides information to others requiring in-depth knowledge of City activities, business and policies; responds to or refers inquiries for services to appropriate resources; receives and evaluates customer complaints directed to high level City e#ials-•Qf€icials or executive management and recommends and/or initiates an appropriate course of action; tracks, monitors and provides follow up on complaints and their resolution with City management and City Council. Performs administrative/secretarial duties for the City Manager and/or City Council or executive management;; assists in the operation of an office; maintains complex filing systems; receives and reviews incoming correspondence, researches and drafts appropriate responses as delegated or directs to appropriate department for investigation and response; independently prepares a variety of correspondence and selected reports for review/signature on behalf of an administrative supervisor; initiates, researches, writes and finalizes a variety of written materials for accuracy, completeness and conformance with applicable rules and regulations. Prepares meeting agendas, documents, reports and minutes according to accepted City and State requirements; plans and implements routine and special meetings and trips fGF City attends staff and City Council meetings as assigned; maintains calendars and schedules, and coordinates appointments, meetings and a variety of official events for the City mar^�"�^r of —fecal garment and u6ness,an �^�*,'^�r�^f•��^ �l+s as assigned. PSPC (continued on reverse side) 0M 08/17 249 Executive Assistant Maintains records of departmental expenditures; assists in preparation of and monitors budgets; reviews, prepares and may authorize purchase requisitions and payment of invoices; orders supplies and equipment; collects and compiles statistical, financial and other information for special or periodic reports. Additional duties as required depending on assignment: Monitors and tracks legislative activity and actions and keeps Citv Manager. City officials or executive manaaement informed; prepares various communications on behalf of the City in response to legislative activities. Knowledue, Skills and Other Characteristics: Knowledge of principles and practices of office administration. Knowledge of basic budgeting procedures and financial record keeping. Knowledge of policies, practices, procedures and terminology of City operations. Knowledge of a variety of computer software, includingword PFesessinq Microsoft Office,and database and-spreadsheet applications. Skill in English composition, grammar and punctuation. Skill in composing letters and preparing a variety of reports, using appropriate format and computer software. Skill in preparing statistical reports. Skill in bookkeeping practices and procedures. Skill in following oral and written instructions and procedures. Skill in presenting ideas and concepts orally and in writing. Skill in effectively resolving disputes. Skill in effectively managing multiple priorities in a high volume work environment. Skill in utilizing public relations techniques in responding to inquiries and complaints. Skill in working with a diverse group of individuals. Skill in establishing and maintaining effective working relationships with other City employees and the public. Minimum Qualifications: Graduation from high school or GED and five (5) years progressively responsible secretarial/office administrative experience providing assistance to an administrative official or senior management or an equivalent combination of related education and experience. Equlvalenr,.v Reauirements: Formatted:Font:12 pt,Underline •Formatted:Font 12 pt PSPc 2 09!8008117 250 Executive Assistant Minimum of three (3) vears related exoerierice as described above; and four (4) vears related education from an accredited college or university. PSPc 2 09!0008117 251 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action regarding first reading and introduction of ordinance which sets forth an expedited, streamlined permitting process for electric vehicle charging stations as required by state law. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Introduce ordinance which sets forth an expedited, streamlined permitting process for electric vehicle charging stations. 2. Schedule second reading and adoption of the Ordinance for September 5,2017 and/or 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Proposed Ordinance FISCAL IMPACT: N/A Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 1(a). El Segundo provides unparalleled service to internal and external customers Objective: City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Activity: Amend building code to provide expedited process for electric vehicle charging stations, as required by state law. ORIGINATED BY: Lukas Quach, Building Safety Manager REVIEWED BY: Sam Lee, Director of Planning Building Safet APPROVED BY: Greg Carpenter, City Manager. BACKGROUND AND DISCUSSION: Background Assembly Bill 1236, which was adopted in 2015 and amended Government Code Section 65850.7 requires cities with a population of less than 200,000 residents to establish procedures for expedited, streamlined processes for permitting of electric vehicle charging stations. Accordingly, the City must adopt an ordinance for the expedited, streamlined process on or before September 30, 2017, and must adopt a checklist of requirements with which a permit application for an electric vehicle charging station will be eligible for expedited review. 16 1 252 This process includes the establishment of a checklist containing objective requirements for the installation of an electric vehicle charging station and a process for electronic submittal of permit applications. The content of the checklist requires the permit applicant to check the features of the existing electrical service such as rating in amperes, system voltage, connected or calculated load, spare capacity in amperes, voltage and ampere rating of the electric vehicle supply equipment, circuit rating of the electric vehicle supply equipment, location of the electric vehicle supply equipment, if ventilation is/or is not required, and clearances of the charging equipment to comply with all applicable building and fire safety laws. The checklist also assists the applicant in confirming that the location of the electric vehicle supply equipment will comply with any vehicle clearance requirements in the City's Zoning Ordinance. Section 65850.7 requires that the City's checklist may be based on the "Plug-In Electric Vehicle Infrastructure Permitting Checklist" of the "Zero-Emission Vehicles in California: Community Readiness Guidebook" of the Governor's Office of Planning and Research. Next Steps Concurrent with Council's consideration of the ordinance, staff is taking the measures to meet all requirements of Assembly Bill 1236 by September 30, 2017. This includes finalizing the application checklist in conjunction with the "Plug-In Electric Vehicle Infrastructure Permitting Checklist" of the "Zero-Emission Vehicles in California: Community Readiness Guidebook", measures for electrical compliance, and standard items for fire prevention safety. Building and Fire inspection staff are also developing procedures for expedient and thorough inspection of the electric vehicle charging stations. Recommendation Staff recommends that City Council introduce the attached proposed ordinance, given state law's requirement that local agencies adopt such an ordinance to create an expedited, streamlined permitting process for electric vehicle charging stations on or before September 30, 2017. If introduced by the City Council, staff also request the Council schedule second reading of the ordinance for the Council's regularly scheduled meeting on September 5, 2017. 2 253 ORDINANCE NO. AN ORDINANCE AMENDING TITLE 13 OF THE EL SEGUNDO MUNICIPAL CODE BY ADDING CHAPTER 21 TITLED "PERMIT PROCESS FOR ELECTRIC VEHICLE CHARGING STATIONS." The City Council of the city of EI Segundo does ordain as follows: SECTION 1. The City Council finds and declares as follows: A. Government Code § 65850.7 provides that the implementation of consistent statewide standards to achieve the timely and cost-effective installation of electric vehicle charging stations is a matter of statewide concern. B. California law requires cities with populations of less than 200,000 to adopt an expedited, streamlined electric vehicle charging station permitting process that complies with Government Code § 65850.7 on or before September 30, 2017. C. The City Council desires to increase the statewide deployment of electric vehicle charging stations, remove obstacles to and minimize the costs of permitting for electric vehicle charging stations, improve the state and City's ability to reach its clean energy goals, and generate jobs, while protecting public health and safety. SECTION 2. A new chapter 21 titled "Permit Process for Electric Vehicle Charging Stations," is added to Title 13 of the EI Segundo Municipal Code to read as follows: "CHAPTER 21: PERMIT PROCESS FOR ELECTRIC VEHICLE CHARGING STATIONS 13-21-1. Purpose. 13-21-2. Definitions. 13-21-3. Applicability. 13-21-4. Electric Vehicle Charging Station Requirements. 13-21-5. Application and Documents. 13-21-6. Permit Review Requirements; Appeals. 13-21-7. Fees. 13-21-1. Purpose. This Chapter is adopted to provide an expedited, streamlined permitting process for Electric Vehicle Charging Stations, as defined, that will encourage the timely and cost-effective installation of such stations, in compliance with Government Code § 65850.7. This Chapter is intended to achieve these goals while protecting public health and safety. 254 13-21-2. Definitions. Unless the contrary is stated or clearly appears from the context, the following definitions will govern the construction of the words and phrases used in this Chapter: "Building Official" or "Official" means the City's building official or designee. "Electric Vehicle Charging Station" or "Charging Station" means an electric vehicle supply equipment station, of any level, that delivers electricity from a source outside an electric vehicle into a plug-in electric vehicle and is designed and built in compliance with 24 California Code of Regulations §§ 625.1, et seq., as it reads on the effective date of this Chapter, or as it may be amended. "Nonconforming Charging Station" means any Charging Station that was lawfully established and in compliance with all applicable laws at the time it was installed, but which, due to enactment of this Chapter, no longer complies with all the applicable regulations and standards of the zone in which the property is located. "Specific, adverse impact" means a significant, quantifiable, direct, and unavoidable impact, based on objective, identified, and written public health or safety standards, policies, or conditions as they existed on the date the City found the Electric Vehicle Charging Station application complete. 13-21-3. Applicability. A. Except for any Charging Station located on publicly-owned property, this Chapter applies to the permitting of all Charging Stations in the City. B. Unless modified after the effective date of this Chapter, a Nonconforming Charging Station is exempt from this Chapter. The routine operation and maintenance of such Nonconforming Charging Station, or like-kind replacements, do not require a permit. 13-21-4. Electric Vehicle Charging Station Requirements. A. All Electric Vehicle Charging Stations must meet all applicable health and safety standards and requirements, as set forth in federal, state, county, and municipal codes and regulations. B. Electric Vehicle Charging Stations must meet all applicable safety and performance standards established by applicable law including, without limitation, the Society of Automotive Engineers, the National Electrical Manufacturers Association, and accredited testing laboratories such as Underwriters Laboratories and, where applicable, rules of the Public Utilities Commission regarding safety and reliability. Page 2 of 5 255 13-21-5. Application and Documents. A. All documents required for the submission of a Charging Station application will be made available on the City's website and at City Hall. B. Applicants may submit the required permit application and documents by submitting them either via electronic mail or the Internet or by delivering them to the Planning and Building Department. An applicant's electronic signature will be accepted on all forms, applications, and other documents in lieu of a wet signature. C. The Building Official, or designee, will adopt a checklist of all requirements with which the Charging Stations must comply to be eligible for expedited review. The electric vehicle permit process, standard(s) and checklist(s) must substantially conform to recommendations for permitting of the "Zero-Emission Vehicles in California: Community Readiness Guidebook" published by the Office of Planning and Research, including the checklist and standards contained in the "Plug-In Electric Vehicle Infrastructure Permitting Checklist." D. If the Building Official deems the application incomplete, a written correction notice detailing all deficiencies in the application and any additional information or documentation required to be eligible for expedited permit issuance must be sent to the applicant within 10 days after submission of the application. 13-21-6. Permit Review Requirements; Appeals. A. Review of an Electric Vehicle Charging Station Permit application is limited to whether the application meets local, state, and federal health and safety requirements, and whether the Charging Station poses any specific, adverse impact on public health or safety. If the application meets the requirements of the approved checklist and standards, and the proposed Charging Station does not pose any specific, adverse impact upon public health or safety, the Building Official must approve the application and issue any required, nondiscretionary permits. B. If the Building Official determines, based on the application, that the proposed Charging Station could have a specific, adverse impact upon the public health and safety, the Building Official may require an "Electric Vehicle Charging Station Use Permit." The permit may include conditions designed to mitigate the specific, adverse impact upon health and safety at the lowest possible cost. C. The Building Official must notify an applicant whether the application has been approved and that a nondiscretionary permit will be issued, or, alternatively, whether the applicant must obtain an Electric Vehicle Charging Station Use Permit, within 30 days after the submission of a complete application. Page 3 of 5 256 D. An application for an Electric Vehicle Charging Station can only be denied if the Building Official finds that (1) the proposed installation would have a specific, adverse impact upon public health or safety, and (2)there is no feasible method to satisfactorily mitigate or avoid the adverse impact. These findings must be presented in writing, must include the basis for the rejection of the potential feasible alternative for preventing the adverse impact, and must be based upon substantial evidence in the record. E. A feasible method to satisfactorily mitigate or avoid the specific, adverse impact may include, but is not limited to, any cost-effective method, condition, or mitigation imposed by the City on a prior successful application for an Electric Vehicle Charging Station Use Permit, where the proposed Charging Station is similarly situated to the Charging Station in that prior successful application. F. Any decision by the Building Official made pursuant to this Chapter may be appealed to the Board of Appeals in accordance with the California Building Code, as adopted and amended by Title 13, Chapter 1 of this Code. 13-21-7. Fees. The applicant must pay to the City an application fee. Such fee will be fixed and established by the City Council from time to time by resolution." SECTION 3. Environmental Review. The Ordinance is exempt from additional review under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§ 15000, et seq.) because it establishes rules and procedures in compliance with recently- enacted State law; does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, the Ordinance does not constitute a "project" that requires environmental review (see specifically CEQA Guidelines § 15378(b)(2, 5). In addition, because the Ordinance is proposed, in part, for protection of the environment, it is exempt from further review under CEQA Guidelines § 15308. SECTION 4. Construction. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 5. 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. SECTION 6. The City Clerk, or her duly appointed deputy, is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of EI Page 4 of 5 257 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 7. This Ordinance will take effect on the 31st day following its final passage and adoption. PASSED AND ADOPTED this __day of 12017, Suzanne Fuentes, Mayor APPROVED AS TO FORM: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI 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 2017, 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 , 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 5 of 5 258 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15,2017 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Informational report on the quarterly update for the Strategic Work Plan and the Key Performance Indicators (KPIs) through the month of July 2017. (Fiscal Impact: none) RECOMMENDED COUNCIL ACTION: 1. Receive and file an informational report on the quarterly update for the Strategic Work Plan. 2. Receive and file an informational report on KPIs through July. 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Exhibit A—Fiscal Year 2016-17 Strategic Work Plan quarterly update 2. Exhibit B - Key Performance Indicator results for the month of July 2017 3. Exhibit C—ESPD Performance Metrics STRATEGIC PLAN: Goal: 5(b) Champion Economic Development and Fiscal Sustainability: El Segundo approaches its work in a financially disciplined and responsible way Objective: 2 The City will maintain a stable, efficient, and transparent financial environment FISCAL IMPACT: $ (0) Amount Budgeted: $0 Additional Appropriation: N/A PREPARED BY: Joseph Lillio, Finance Director APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: The Mayor and City Council, the City Manager, and City staff worked diligently to develop a three- year Strategic Plan. The mission, "Provide a great place to live, work and visit," serves as the foundation for the City's five major goals. These goals are: 1. Enhance Customer Service and Engagement; 2. Support Community Safety and Preparedness; 3. Develop as a Choice Employer and Workforce; 4. Develop Quality Infrastructure and Technology; and 5. Champion Economic Development and Fiscal Sustainability. 1 -7 259 The strategic plan features a framework that can be adjusted based on the current needs of the community. The goals,objectives, activities, and key performance indicators(KPIs)will be reviewed annually and Council can modify these if necessary. Also, on a quarterly basis the City will provide updates on the progress and performance of the work plan, as well as monthly updates on the KPIs. As such, the plan may be modified to ensure that stated goals are aligned with the needs of the community. This is the second quarterly report updating City Council on the strategic work plan progress. The July KPIs will be presented as well,providing two quarters of KPI reporting. The quarterly reporting of the work plan status and reporting on the City-wide performance indicators is part of the approved strategic plan and falls under the Strategic Goals 1 and 5. The City's quarterly strategic work plan update includes a status column that delineates whether there is compliance with each activity. Green - Current compliance with stated activity: City is on target to fully implement or has already implemented the stated activity. Yellow Current non--compliance with stated activity: City activity is not fully implemented as identified in the Strategic Plan but the estimated date to achieve full implementation has been delayed. Red : Current non-compliance and cannot comply with stated activity: City activity is not currently attainable as identified in the Strategic Plan and staff recommends suspending attempts to pursue implementation at this time. This may necessitate a change in the activity in the future. 260 Exhibit A Enhance Customer Service and Engagement Goal 1(a): EI Segundo provides unparalleled service to internal and external customers Objective Activity Responsible Resources Projected Milestones Party Required FY 2016-17 I status (Comment 1) City Cross-training and cross HR Develop training plan&survey City-wide vacant his project has not been started at communication positions filled this time. operations are unified and • Enhance collaborative capacity Develop approach Pending IS Director and IS vacancies integrated Is IS fully staffed Citywide(e.g.,teleconferencing) to be filled Use,Develop and train • Build a business center for the Finalize design for one-stop development team and customers P&BS PW&Dev support business center and West Conference Room Recommendation from staff& Replace,streamline and Internal Working TC optimize website with mobile app IS Group(WG)&Tech Delayed until FY 17-18 and robust intranet Committee(TC) Council approve vendor 2) City services Initiate the design are convenient, efficient and user- friendly for all • Provide online business Research options IS Support&TC/WG ech Comm&staff have researched residents and input options transactions for residents and businesses business community -E-file and Online Plan Check,online permitting(all business areas), Planning& Finance Online business license renewal, The online T.O.T.reporting& new application process,& Upgrade(supplement) payment remittance went live May payments.Online T.O.T.reporting additional funding software 2017.All other options are in and payment remittance progress of being reviewed. • Provide auser-friendly digital City activity is not currently file cabinet for public to access City Clerk IS support Plan attainable.The City Clerk's Office is online requesting at this item be deferred to a subsequent FY. • Provide GIS software access to On track to discuss implementation basic property information and P&BS IS support&funding N/A plan options w/new IS Director& relevant documents Tech Committee in FY 2017-18 • Create a citizens'training Develop curriculum and begin PD Funding Implemented August academy Academy Investigate extended hours nalysis complete Replace Adult Stations(16) In proposed FY 17-18 budget • Expand Library hours,search LibraryIS support access,programs,etc. pp Install Encore enhancement Implemented July 2017 2) City services are Expand Adult Summer convenient,efficient Reading Program,Drop-In Implemented Summer 2017 and user-friendly for lobby presentation,art all residents and exhibits businesses • Expand Parks&Rec programs Expand summer day camp to(a)meet the customer demand Parks&Rec Funding and year round recreation Implemented Summer 2017 of affordable,safe,and fun classes programs for youth Implement Centennial via committee of business, • Implement year-long festivities and Volunteers,sponsors elected and community Implemented;activities ongoing celebration of the City's Centennial Parks&Rec members PT salaries Enhance Media Services Implemented ■ Amend codes in response to issues discovered by staff and P&BS Complete 4-6 amendments Implemented;ongoing customers Solicit department feedback ■ o conduct in FY 17-18 Identify areas of internal to clarify service expectations service improvement from HR Support staff in HR Human Resources Develop employee survey Research begun Enhance Customer Service and Engagement Goal 1(b): EI Segundo's engagement with the community ensures excellences—it understands and exceeds customer expectation Responsible Resources Projected Milestones Objective Activity Party Required FY 2016-17 I status (Comment 3) The City is transparent • Report Citywide performance Develop tracking systems City Manager Department support Implemented Spring 2017 regarding services indicators and performance Begin quarterly reports • Assess customer satisfaction via: 4) The City r, Annual resident and City Manager Develop Development underway engages in business surveys regular, Post service or event intentional questionnaires information gathering Refine the budget and Personal outreach City Manager& throughout year Finance Department support strategic planning process to To be developeded in FY 17-18 incorporate community voices • Provide inter-departmental Director of Still to be developed;targeting FY 17- tours and brief overview of Quarterly or bi-annual Parks/Rec 18 services provided 5) City Citywide PD to assist Develop Social Media Policy communication is ' Expand use of social media as communication tool Notifypublic of surveys and comprehensive City Manager y Implemented and integrated meetings via social media Launch bi-monthly newsletter to Expand use of E-newsletters as disseminate service updates, City Manager Implemented communication tool milestones achieved,pending goals Support Community Safety and Preparedness Goal 2: EI Segundo is a safe and prepared city Responsible Resources Projected Milestones Objective Activity Party Required FY 2016-17 Status Comment Study Fire Dept. Based on available funding,seek Additional funding& administrative work demands Fire support to conduct standard of HR review +deployment and work cover study for deployment analysis demands Replace Public Safety Fire&PD equipment per standards and Implemented end-of-life demands • Ensure equipment,systems and staffing remain up to date with standards and local needs (e.g.,high-density construction and increased service demands, Concurrent with RCC& Upgrade Dispatch(CAD)& Completion anticipated in late FY 17- changed crime rates,State laws Pp IS support Records Management 18 1) The City has a and funding) proactive approach to Plan to restructure PD Complete risk and crime that is outcome focused Analysis of equipment Contingent on staffing Completed replacement fund Finance Department input Update Depreciation Schedule In progress HR City Manager support, Add Emergency Services Implemented staff in HR Coordinator position • Institute proactive plans to EmergencyDepartment input& Update plans,continue mitigate hazards within the City Services support,community inspections,professionals list, In progress;update plans completed Coordinator with community involvement (ESC) involvement program outline Support Community Safety and Preparedness • Ensure redundancies are in Evaluate equipment, place PW,Fire,PD support personnel and systems; In progress Emergency upgrade as appropriate Services Coordinator (ESC) Expand disaster personnel via Citywide cross-training In progress program • Prepare via planning,training Department input& and mock activities support 1) The City has a Update evacuation plans In progress proactive approach to P&BS,Fire & risk and crime that is PD outcome focused Drills,training,exercises Conducting EOC drill in October 2017 City Attorney Adopt drone ordinance o be researched and developed in FY 17-18 Fire/PD support Update code to align with Implemented • Ensure ordinances are high risk of seismic activity current with new/emergiP&BS,Fire,&ng PD risks List critical Geo fence locales o Be Developed in FY 17-18 Fire support Develop a list-emergency o Be Developed in FY 17-18 operations requiring TFRs • Inform owners re retro-fit for P&BS Add voluntary seismic retrofit earthquakes standards to code 2) Proactive communication and community Use social media to keep Implementation of Enhance mass notifications engagement community&staff informed& PD Implemented social media policy via social media engaged Develop as a Choice Employer and Work Force Goal 3(a): EI Segundo is a City employer of choice and consistently hires for the future Responsible Projected Milestones Objective Activity Resources Required Parties FY 2016-17 I status (Comment • Institute a wellness program to Department support Work plan calls for research into 1) The City has enhance wellbeing and morale N/A implementing this program to begin a strong culture of Funds for a consultant in FY 17-18. customer service, employee retention,and Institute a formal Employee Department support Deferred to 2017-18 due to HR Staff internal feedback Recognition Program N/A Shortage at this time HR Staff Prioritize vacancies so staff 2) The City can focus efforts on most Implemented provides a critical positions competitive HR staff to handle the • Ensure process excellence to environment and attract qualified applicants Survey applicants high recruitment and Due to limited staff resources,defer nimble hiring/on- selection workload to subsequent strategic plan boarding process for its employees Hire staff dedicated to Implemented recruitment and selection • Train employees to effectively HR Lead Funds for a consultant Consultant assessments 3) The City has and efficiently perform their jobs a comprehensive, intentional plan for staff development, Develop employees so they are to progress in the Staff to oversee Analyze,propose P/T training and prepared p g ress HR Lead/ program classification updates succession organization Department • Develop employees to be able Heads to fill critical vacancies from within Develop Quality Infrastructure & Technology Goal 4(a): EI Segundo's physical infrastructure supports an appealing, safe, and effective City Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 I Status (Comment • Regularly assess Citywide facility needs meet safety standards and best practices Funding for Citywide Identify and develop list of PW Research on project underway Facility Assessment projects(see schedule) • Identify funding and commit to future infrastructure needs Aquatic Center In progress 1) The City Coordinate multi-agency CIP PW(construction) Little league miracle field Deferred for budget approval in FY optimizes its 17-18 or subsequent year physical resources Top Golf/The Lakes In progress Parks&Rec Replace synthetic turf at PW support In progress • Maintain park equipment and Campus EI Segundo fixtures to meet safety standards and best practices Council approval/funds Playground resurface&shade Partially implemented;shade structures structures pending funding source Routine pruning,removal of • Enhance trimming schedule to undesirable and hazardous mitigate risk Increased funding street trees,and planting Ongoing approved species Develop Quality Infrastructure & Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations 2) The City has Fire Support • Improve efficiency and an integrated TC input Implement Automated effectiveness of staffing and leave Implementation to begin in FY 17-18 focus on Staffing Technology for Safety gY technolo replacement,with safety focus Council approval/funds is Research options for EDEN& Department input building and vehicle research to begin in FY 17-18 maintenance tracking 3) The City has an effective structure to meet Use the full potential of Implement online policy the technology software to ensure software needs of the City Limited IS Support & compliance with laws and and its Fire TC input best management practices Implementation to begin in FY 17-18 constituents regarding personnel supervision and policy administration Develop Quality Infrastructure & Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 Status Comment Each department will set paperless goals • Use mobile app to allow residents to easily report ROW IS PW support Evaluate apps available research to begin in FY 17-18 problems and issues IS support&TC input Implement paperless payroll Implemented in February 2017; Public Safety pending • Implement paperless:Payroll, Finance Replace printing direct Purchasing&A/P Server space deposit paystubs with secure Implemented email • Scan historical documents P&BS Dependent on funding Evaluate options&TC review research to begin in FY 17-18 • Develop an updated and user friendly website that is easily navigated;communicating City's ability to meet citizen and IS Delayed until FY 17-18 business service expectations; 4) The City attracts new business;and is invests in systems feature-rich as necessary in order to add Funding citizen value, Public access online catalog, provide access to Expand Libraryaccess to IS support word processing,EBook, Research underway;implementation information that Internet Library music,downloadable apps Convert reference into Wi-Fi argeted for FY 17-18 is easily available, TC input engage residents stations in civic participation,and provide mass notification ■ Agenda Management Deferred until FY 18-19 or City Clerk All Departments Research,present and select System(s) subsequent fiscal year • Replace Online classes& Parks&Rec IS support Research options,discuss with Research underway;implementation reservations system(CLASS) TC,make selection argeted for FY 17-18 Funding • Plan and implement self- Explore cost/funding,TC Library IS support Complete checkout review Wi-Fi in all critical City Fiber Optic Network IS TC review facilities project in Data Center PD Additional budget may Radios,license plate readers, Requested as budget priority for FY Citywide camera system, • Purchase equipment and IS be required Fiber E of Sepulveda 17 18 systems PD Depends on CAD/RMS Monitor CAD Upgrade Project to begin in FY 17-18 IS Champion Economic Development & Fiscal Sustainability Goal 5(a): EI Segundo promotes community engagement and economic vitality Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 Status Comment • Advocate and promote local arts Parks&Rec Committee mission&vision Implemented Recommend business development opportunities to Implemented in EDAC work plan Council Guide resource identification Lo achieve goals,EDAC work Implemented July 2017 plan • Promote business attraction and retention Proactively attract new businesses,and high-quality jobs through exhibiting at Ongoing conventions and trade shows Meet with businesses regarding challenges, ongoing assistance programs, 1) Implement a resources comprehensive economic Annual event to recognize development economic development strategy to ensure achievements,honor and On target for Sept 2017 the City acknowledge local businesses, encourages a and provide a networking vibrant business opportunity climate that is 'Use events strategically Ec.Dev. accessible,user- Manager friendly and Annual regional brokers' welcoming to all event to build awareness and residents, showcase real estate Implemented businesses and opportunities in the City to visitors real estate professionals Digital Campaign;Print Underway-performance reviewed Campaign;Outdoor monthly Develop micro-sites to promote local hotels,retailers Pending new web-site development. Planned for FY17 18. and restaurants Distribute monthly SOAR e- •Actively communicate,advertise newsletter to business and engage in Public Relations leaders,real estate brokers, Ongoing and regional economic development influencers Guide,Brochures,& Promotional Items to Implemented promote B2B review Highlight competitive advantages,newsworthy Ongoing stories Goal 5(b): EI Segundo approaches its work in a financially disciplined and responsible way Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 1 status 1comment 2) The City will •Annual adoption of a structurally Present plan to Council On target maintain a balanced budget structurally Finance City Manager& balanced budget •Develop revenue streams and Department Support Review FY 17-18 Strategic with appropriate reserve fund to keep infrastructure Plan(Spring 2017),Budget On target reserve levels advancing (Feb-Aug) •Review and refine the budget/ -Develop and issue RFP for Implemented strategic plan process City-wide fee study 3) The City will Department Support maintain a stable, •Develop a master fee schedule -Present master fee schedule Underway efficient,and and cost recovery policy Finance to Council for approval transparent financial •Review of Business License Tax environment Necessary vacant -Conduct study on business •Annual review of financial policies positions filled license structure Staff has begun research Exhibit B - 2nd Quarter Average Key Performance Indicators Enhance Customer Service and Engagement Goal 1(a): EI Segundo provides unparalleled service to internal and external customers Objective Activity KPIs 1st Quarter Average 2nd Quarter Average Cross-training and cross-communication 1) City operations are unified and integrated Enhance collaborative capacity Citywide I (e.g.,teleconferencing) Build a business center for the 3 Month Average: development team and customers 3-month average: Building:46.3 plan checks-8.1 days to Building:36.3 plan checks-12.9 days to review review Electrical:13.3 plan checks-13.8 days to Electrical:13 plan checks-15.1 days to review review Average workdays to Mechanical:10 Mechanical: 10.3 plan checks-11.5 days process plan check reviews& plan checks-16.8 days to review to review 2) City services are the number of plan checks Plumbing:5.3 plan checks-12.8 days to convenient,efficient and per FTE(P&BS) Plumbing:6 plan checks-12.2 days to review user-friendly for all residents Replace,streamline and optimize website review and businesses with mobile app and robust intranet Grading:1 plan check-13 days to review Grading:.6 plan checks-16 days to review Monthly average of 65 total plan checks& Monthly Average of 75 total plan checks& an average of 8 FTEs=8.1 per FTE an average of 8 FTEs =9.4 per FTE 2nd Quarter Average Key Performance Indicators Enhance Customer Service and Engagement Goal 1(a): EI Segundo provides unparalleled service to internal and external customers Objective Activity KPIs 1st Quarter Average 2nd Quarter Average Provide online business transactions for residents and business community Average workdays to E file and Online Plan Check,online process film permits& Monthly average of 4 permits reviewed Monthly average of 2 permits reviewed permitting(all business areas),Online the number of film for an average of 48 hours turnaround for an average of 32 hours turnaround business license renewal,new application permits per FTE(Finance) process,payments. Online T.O.T.reporting and payment remittance Provide a user-friendly digital file cabinet for public to access online 2) City services are Provide GIs software access to basic Monthly report on convenient,efficient and property information and relevant Resident/Business N/A-To be developed N/A-To be developed(in progress) user-friendly for all residents documents satisfaction survey s(CM) and businesses Create a citizens'training academy Expand Library hours,search access, programs,etc. Turnaround time to process all City contracts Monthly average of 7.1 days to process an Expand Parks&Rec programs to(a)meet &the number of average of 23 agreements, Monthly average of 5.6 days to process an the customer demand of affordable,safe, contracts processed per by.75 FTE average of 22.3 agreements,by.75 FTE and fun programs for youth FTE(City Clerk) Implement year-long festivities and Employee celebration of the City's Centennial satisfaction survey s N/A-To be developed N/A-To be developed Amend codes in response to issues (H.R.)(to be discovered by staff and customers developed) 21 Page 2nd Quarter Average Key Performance Indicators Enhance Customer Service and Engagement Goal 1(b): EI Segundo's engagement with the community ensures excellences— it understands and exceeds customer expectation Objective Activity KPIs 1st Quarter Average 2nd Quarter Average 3) The City is Quarterly status report transparent regarding Report Citywide performance indicators to City Council on the Reported on May 16 to City Council To be reported on August 15 to City Council services and performance strategic work plan (Finance) Assess customer satisfaction via Monthly report on Annual resident and business Resident/Business surveys satisfaction surveys N/A-To be developed N/A-To be developed Post service or event questionnaires (Finance) 4) The City engages in regular,intentional information gathering Number of Library card holders,library visitors, Monthly average of:19,291 card holders; Monthly average of:19,184 card holders; Personal outreach throughout year number of circulation of 14,673 visitors; 13,915 Circualtion of 14,417 Visitors; 13,451 Circulation of materials,&attendance Materials;Attendance at Programs-440 materials;attendance at Programs-857 at programs(Library) Quarter Results(April-June): Enrollment in Park/Rec Class Enrollment=2,049 Provide inter-departmental tours and programs&General Special Events=5 brief overview of services provided Fund cost per attendee Home Delivered Meals=1,465 (Rec/Park) Aauatics Programs(direct program costs onlvl: 5) City communication Expand use of social media as Lap Swim-2,207 attendees @ a cost of$25.39/attendee is comprehensive and communication tool Swimnastics-685 attendees@ a cost of$3.92/attendee integrated Recreation Swim-3,276 attendees@ a cost of$4.29/attendee Event attendance & Transportation Services(Direct Program costs onlv): General Fund cost per Dial-A-Ride-1,386 riders @ a cost of$6.84/rider Expand use of E-newsletters as attendee(Rec/Park) communication tool Lunchtime Shuttle-1,351 riders @ a cost of$3.12/rider Doctor Dial-A-Ride-26 riders@a cost of$54.23/rider Beach Shuttle-1,069 riders@a cost of$8.28/rider 31 Page 2nd Quarter Average Key Performance Indicators Support Community Safety and Preparedness Goal 2: EI Segundo is a safe and prepared city Objective Activity KPIs 1st Quarter Average 2nd Quarter Average Monthly report on Reported monthly Reported monthly(See Exhibit C) Crime Statistics(P.D.) Ensure equipment,systems and staffing Monthly report on Monthly average:127 calls with an Monthly average: 170 calls with an remain up to date with standards and Priority 1 response calls, average response time of 4 minutes 7 average response time of 4 minutes 12 local needs(e.g.,high-density times&number of seconds staffed with 24 FTEs=5.3 calls seconds staffed with 24 FTEs=7.1 calls construction and increased service Priority 1 responses per per FTE Monthly average of all per FTE Monthly average of demands,changed crime rates,State FTE. Compared to laws and funding) average of all RCC RCC agencies(benchmark):1,657 calls all RCC agencies(benchmark): 1,905 with an average response time of 5 calls with an average response time of 5 member agencies minutes 30 seconds minutes 37 seconds (Benchmark)(P.D.) Institute proactive plans to mitigate hazards within the City with community involvement Number of CERT 28 Members Trained year-to-date,28 1 The Cit has a proactive 28 Members Trained year-to-date,zero for Y p members trained during the 1st quarter,&60 total labor approach to risk and crime Ensure redundancies are in place the 2nd quarter,&60 total labor hours of pp annually&the number hours of training conducted by FD Staff that is outcome focused of labor hours by staff training conducted by FD Staff (F.D.) (Next CERT Class to be held in Sept/Oct) (Next CERT Class to be held in Sept/Oct) Prepare via planning,training and mock Monthly Average EMS Calls: Monthly Average EMS Calls: activities Average total response Avg.time Dispatch to Arrive on scene Avg.time Dispatch to Arrive on scene 4 minutes 13 seconds 5 minutes 0 seconds time for Fire&EMS calls and the number of FTEs Fire Calls: Fire Calls: responding per call(FD) Avg.time Dispatch to Arrive on scene Avg.time Dispatch to Arrive on scene 5 minutes 17 seconds 5 minutes 40 seconds 41 Page 2nd Quarter Average Key Performance Indicators Inform owners re retro-fit for 2) Proactive earthquakes Citizen surveys& communication and N/A-To be developed N/A-To be developed community engagement questionnaires(CM) Use social media to keep community& staff informed&engaged Develop as a Choice Employer and Work Force Goal 3(a): EI Segundo is a City employer of choice and consistently hires for the future Objective Activity KPIs 1st Quarter Average 2nd Quarter Average Average time to fill full- A total of 11 full-time recruitments filled A total of 18 full-time recruitments filled Institute a wellness program to enhance time recruitments&the 1) The City has a during the 1st quarter,averaging 96 days during the 2nd quarter,averaging 86 days wellbeing and morale number of recruitments strong culture of filled per recruitment per recruitment;24 P/T positions filled customer service, employee retention,and internal feedback Number of vacancies Average of 33 vacancies per month Average of 36 vacancies per month Institute a formal Employee Recognition (H.R.) Program Quarterly turnover Monthly average of 1.6 FTEs&2 PTEs Monthly average of 1 FTE and 3 PTEs (H.R.) 2) The City provides a Applicant surveys& competitive environment the total number of Ensure process excellence to attract and nimble hiring/on qualified applicants surveys received per N/A-To be developed N/A-To be developed boarding process for its recruitment(H.R.) (to employees be developed) Train employees to effectively and 3) The City has a efficiently perform their jobs comprehensive, Develop employees so they are prepared Number of internal intentional plan for staff Average of 1 per month Average of 1 per month development,training to progress in the organization promotions(H.R.) and succession Develop employees to be able to fill critical vacancies from within 51 Page 2nd Quarter Average Key Performance Indicators Develop as a Choice Employer and Work Force Goal 3(b): The EI Segundo workforce is inspired, world-class, engaged —increasing stability and innovation Objective Activity KPIs 1st Quarter Average 2nd Quarter Average 4) The City has a Each department will develop plans for culture of innovation, advancing these items trust and efficiency Annual Employee 5) City Staff enjoy satisfaction surveys N/A-To be developed N/A-To be developed mastery,autonomy and Department leaders as a group will (H.R.)(to be developed) purpose in their work— develop plans for reinforcing these items pride Develop Quality Infrastructure & Technology Goal 4(a): EI Segundo's physical infrastructure supports an appealing, safe, and effective City Objective Activity KPIs 1st Quarter Average 2nd Quarter Average Regularly assess Citywide facility needs meet safety standards and best practices Quarterly report on 1) The City optimizes its status of capital Verbal presentation provided by Director Verbal presentation to be presented by physical resources Identify funding and commit to future improvement plan of PW on May 16 Director of PW on Aug.31 infrastructure needs implementation(PW) Coordinate multi-agency CIP Maintain park equipment and fixtures to Monthly report on meet safety standards and best practices number of potholes& Monthly average:40.3 Potholes;10 Skim 1) The City optimizes its sidewalk repairs Monthly average:243 Potholes,23 patches/overlays;103 Sidewalk Sidewalk Grinding/AC Repairs,21 skim physical resources completed &the Grinds/Hot Mix;3 Remove/replace patches,1.3 Digouts-158 labor hours Enhance trimming schedule to mitigate number of labor hours Ashphalt-280 labor hours risk spent per repair(PW) 61 Page 2nd Quarter Average Key Performance Indicators Develop Quality Infrastructure & Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations Objective I Activity I KPIs I 1st Quarter Average I 2nd Quarter Average 2) The City has an Improve efficiency and effectiveness of Status update of IS integrated focus on staffing and leave replacement,with safety master plan Under Technology Committee review Under Technology Committee review technology focus implementation(IS) 3) The City has an Number of online Average monthly Water bills:485 online Average monthly Water Bills:530 online transactions conducted effective structure to payments made payments made meet the technology Use the full potential of software from residents, needs of the City and its businesses and Employees:319 online timesheets Employees:314 online timesheets employees(City constituents submitted submitted wide/Finance to report) Develop Quality Infrastructure & Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations Objective I Activity I KPIs I 1st Quarter Average 2nd Quarter Average Implementation of current and efficient technology solutions within the business Monthly analytical operations of the City analysis of City website traffic:number of visitors 4) The City invests in Scan historical documents (hits),what webpage was systems as necessary in most viewed,and how Develop an updated and user friendly many inquiries were order to add citizen value, Monthly Average:247 IS tickets issued,219 website that is easily navigated; made from community Monthly Average:296 IS tickets issued, provide access to via web tools IS- 273 Closed Tickets,&335 hours spent Closed tickets,&246 Hours spent resolving communicating City's ability to meet ( p information that is easily tickets available,engage residents citizen and business service expectations; pending implementation resolving tickets. in civic participation,and attracts new business;and is feature-rich of new website) provide mass notification Monthly reporting of Total IS tickets,closed Purchase equipment and systems tickets,and hours spent resolving tickets 71 Page 2nd Quarter Average Key Performance Indicators Champion Economic Development & Fiscal Sustainability Goal 5(a): EI Segundo promotes community engagement and economic vitality Objective Activity KPIs 1st Quarter Average 2nd Quarter Average 1) Implement a Advocate and promote local arts Tracking of economic comprehensive Promote business attraction and indicators and tax economic development retention revenue annually(Econ N/A part of annual report N/A part of annual report strategy to ensure the Use events strategically Dev) City encourages a vibrant business climate that is Business accessible,user-friendly Actively communicate,advertise and retention/attraction/satis and welcoming to all N/A-To be developed N/A-To be developed engage in Public Relations faction surveys(Econ Dev residents,businesses and -to be developed) visitors Champion Economic Develo ment & Fiscal Sustainabilit Goal 5(b): EI Segundo approaches its work in a financially disciplined and responsible way Objective Activity KPIs 1st Quarter Average 2nd Quarter Average 2) The City will Annual adoption of a structurally balanced maintain a structurally budget Monthly OpenGov status reports on budget In compliance-Each month has been In compliance-Each month has been balanced budget with Develop revenue streams and reserve fund versus actuals(accessed uploaded uploaded appropriate reserve to keep infrastructure advancing via City website)(Finance levels Review and refine the budget/strategic Quarterly status report to plan process City Council on the Quarterly report presented to City Council Quarterly report to be presented to City Develop a comprehensive master fee strategic work plan on May 16 Council on Aug. 15 3) The City will schedule and cost recovery policy to support progress(Finance) maintain a stable, City needs efficient,and Annual percent of costs transparent financial Review of Business License Tax recovered for services N/A-To be developed N/A-To be developed environment provided(Finance) Quarterly investment Annual review of financial policies policy compliance Fully in compliance Fully in compliance (Treasury) 81 Page ESPD Performance Metrics Exhibit C - Monthly Report- June 2017 CRIME TYPE #of Crimes Percent Change From EI Segundo Previous Year(YTD) Culy Gar Haw HBch MBch Ing PV RBch Torr Homicide 0 0% 0 1 0 0 Rape 0 0% 0 0 0 2 Robbery 2 -41% 24 21 0 7 Aggravated Assault 1 9% 16 26 0 7 Burglary 11 7% 32 31 11 8 Theft/Larceny 47 -16% 60 105 53 40 Vehicle Theft 4 2% 26 36 4 5 Arson 0 0% 2 1 0 0 Total Part 1 65 -10% 160 221 68 69 PRIORITY TYPE #of Calls Response Times All RCC Agencies--#of Calls/Response Times EI Segundo (Dispatch to Onscene) (Dispatch to Onscene) Priority E 4 4:16 104 calls/4:02 minutes Priority 1 176 4:21 1907 calls/5:43 minutes Total 180 4:21 2011 calls/5:38 minutes TOTAL CALLS FOR SERVICE--3.055 TOTAL FULL TIME OFFICERS IN PATROL--25 POSITION RECRUITMENT&HIRING Entry- Police Officer Received 202 applications, 46 showed up for PT test, 27 took PelletB and only 9 passed out of 27. Pre-Service/Lateral 3 Pre-service applicants tested and failed the written test. Oral exam with external board on 7/17/17. The top 3 will go to a 2nd internal board in the beginning of Police Service Officer August. Out of 3 candidates, 2 were DQ'ed and working on the last of the 3. In backgrounds with that applicant Police Assistant (Duran). Police Cadet 11 applications received,the oral exam will be in end of July/early August. PT/PSO Applicant Daniel is in backgrounds,waiting on LAPD for employee records. IS Developer 0 IS Specialist 0 DATE SPECIAL ENFORCEMENT, EDUCATION & MEETINGS,AUDITS&INSPECTIONS 6/1/2017 The Department attended an event hosted by the Rotary Club to honor Officer of the Year, Chris Jenkins 6/2/2017 Staff attended the Ice Cream Social Event at Center Street School, serving ice cream, interacting with public 6/5/2017-6/6/2017 Special enforcement and public education campaign regarding stop sign violations throughout city streets 6/8/2017 Crime Prevention staff attended Neighborhood Watch Meeting on Mariposa Street 6/10/2017 Special Enforcement on Alcoholic Beverage Control laws by ESPD in ES and Manhattan Beach 6/13/2017 Crime Prevention staff attended Neighborhood Watch Meeting on McCarthy Court 6/22/2017 Department hosted the Security Industry Breakfast Meeting-Guest: Chevron Senior Representative 6/29/2017 Department hosted a Coffee With A Cop Event at Blue Butterfly on Main Street P:SUPER:ESPD MONTHLY METRICS EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA STATEMENT AGENDA HEADING: Mayor Fuentes AGENDA DESCRIPTION: Consideration and possible action to appoint an alternate Council Member to the City/School Affairs Subcommittee Board. (Fiscal Impact: $None) RECOMMENDED COUNCIL ACTION: 1. Appoint an alternate City Council Member; 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: None Amount Budgeted: $None Additional Appropriation: N/A Account Number(s): STRATEGIC PLAN: Goal: 1 Enhance Customer Service Engagement Objective: 1(b) The City engages in regular, intentional information gathering ORIGINATED BY: Mishia Jennings, Executive Assistant "I REVIEWED BY: OA APPROVED BY: Greg Carpenter, City Manager. BACKGROUND AND DISCUSSION: There are two delegates currently serving on the City/School Affairs Subcommittee, an alternate is necessary to when one or both City Council Members are not able to attend. 18 262