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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
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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
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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.
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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.
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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)
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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)
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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.
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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
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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
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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
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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
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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
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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
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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
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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'
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. . of Sales
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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
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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
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137
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El Segundo, California
RFP #17-03 Recreation Management Software
Presented by:
Will Spicer, Senior Regional Sales Manager
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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, -
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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
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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.
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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
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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
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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
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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
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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
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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.
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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.
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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.
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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.
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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."
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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.
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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.
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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!
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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
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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.
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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.
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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.
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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.
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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
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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
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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.
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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.
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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.
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