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2019 Feb 19 - CC PACKET - PART II (ITEMS 3 - 21) EL SEGUNDO CITY COUNCIL MEETING DATE: February 19, 2019 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action to adopt a resolution to impose solid waste collection and disposal fees on one and two unit residential properties. The City conducted a Proposition 218 property protest process regarding the proposed fees and the Council held a public hearing on the proposed solid waste collection and disposal fees on November 6,2018,and continued its deliberations to this Council Meeting. (Fiscal Impact: $48,837.60 per year if the City imposes a monthly$20.00 per unit fee and $775,200 per year if no fee is imposed) RECOMMENDED COUNCIL ACTION: 1. Consideration and possible action to adopt a resolution to impose solid waste collection and disposal fees on one and two unit residential properties; and/or, 2. Alternatively, discuss and take other possible action related to this item ATTACHED SUPPORTING DOCUMENTS: Resolution FISCAL IMPACT: N/A Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: N/A Objective: N/A PREPARED BY: City Attorney's office ` APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On November 6, 2018, the City Council held a public hearing regarding the potential adoption of solid waste collection and disposal rates for one and two unit residential properties. The maximum proposed rate was $20.00 per unit which can be adjusted by the consumers price index ("CPI") annually. The Council closed the public hearing and adopted a resolution which recited the results of the Proposition 218 protest process which declared that 2,912 one and two bedroom properties existed in the City, and that 1,096 property owners properly completed protest ballots that were received by the City prior to the close of the public hearing. The Council continued the deliberation on the potential adoption of rates for these one and two unit properties until this Council Meeting as staff anticipated presenting, and is presenting for Council's consideration the solid waste agreement with EDCO, which Council directed be prepared at its January 15, 2019 Council Meeting. 428 The EDCO agreement provides for an initial monthly per unit charge of $21.26. With 3,230 eligible residential units, if the Council adopts the maximum allowable monthly rate of$20.00 per unit, the City will be responsible for paying the difference of$1.26 per unit for an approximate $48,837.60 per year in total cost to the City. EDCO will have the right to increase its rates annually by the CPI. The attached resolution also provides the City the right to make a CPI adjustment annually to the rate imposed by the City. 429 RESOLUTION NO. A RESOLUTION ADOPTING NEW FEES FOR COLLECTION AND DISPOSAL OF SOLID WASTE (TRASH) FEES FOR ONE AND TWO UNIT RESIDENTIAL PROPERTIES BE IT RESOLVED by the Council of the City of EI Segundo as follows: SECTION 1: The City Council finds as follows: A. The City conducted a Proposition 218 (California Constitution Article XIIID) process to allow property owners of one and two unit residential units to protest a potential solid waste collection and disposal fee of up to $20.00 per month per unit which may be increased annually up to the amount of increase of the Consumer Price Index for the Los Angeles- Long Beach-Anaheim area ("CPI"). B. On November 6, 2018, the Council conducted a public hearing and closed the public hearing which also concluded the time period in which property owners could submit protest ballots pursuant to Proposition 218. A majority of the property owner did not submit protests to the proposed solid waste collection and disposal fees and the Council now has the authority to impose the fees in amount up to $20.00 per unit; SECTION 2: The City Council hereby approves, adopts and imposes a solid waste collection and disposal fee of $20.00 per unit for all one two unit residential properties in the City which shall be increased annually by the amount of the CPI. SECTION 3: This Resolution is exempt from review under the California Environmental Quality Act (Cal. Pub. Res. Code §§ 21000, et seq.; "CEQA") and CEQA Guidelines (14 Cal. Code Regs. §§ 15000, et seq.). This Resolution, therefore, is categorically exempt from further CEQA review under § 15273 of the CEQA Guidelines. SECTION 4: This Resolution will become effective immediately upon adoption but the fee shall not be imposed until May 1, 2019, and will remain effective unless repealed or superseded. SECTION 5: The City Clerk will certify to the passage and adoption of this Resolution; will enter the same in the book of original Resolutions of said City; and will make a minute of the passage and adoption thereof in the record of proceedings of the City Council of said City, in the minutes of the meeting at which the same is passed and adopted. 430 PASSED AND ADOPTED this 19th day of February, 2019. Drew Boyles, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 5th day of February 2019, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 431 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action regarding 1) Introduction of an Ordinance authorizing an amendment to the contract between the City Council of the City of El Segundo and the Board of Administration of the California Public Employees' Retirement System (CalPERS); 2) Adoption of a Resolution of Intention to approve an Amendment to the Contract between the Board of Administration of CalPERS and the El Segundo City Council to provide Section 20516(Employee Sharing Additional cost) of 3% for classic local police members in El Segundo Police Officer's Association as per POA MOU 2018-2021, and 3%for classic local fire members in the El Segundo Firefighters' Association on the basis described in the Resolution of Intention adopted by the City Council of the City of El Segundo, as per FFA MOU 2018-2021; and 3) Approval for Staff to administer the required Employee Election. Fiscal Impact: none RECOMMENDED COUNCIL ACTION: 1. Introduce by title only and waive first reading of proposed Ordinance No. XX; 2. Schedule adoption of the ordinance at the Council's March 19, 2019 regularly scheduled meeting due to the 20-day period after the adoption of the resolution of intention required by Government Code § 20471; 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Proposed Ordinance 2. Proposed Resolution of Intention 3. CalPERS Exhibit"A"—Amendment to Contract FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Leslie Campbell, Human Resources Analystc5 4 REVIEWED BY: David Serrano, Director of Human Resources APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The City of El Segundo contracts with the California Public Employees Retirement System (CalPERS).in order to provide pension benefits to City employees. Agency benefits provided are based upon the City Council's contract with the CalPERS Board of Administration and any 4 432 contract changes must be supported by negotiated Memoranda of Understanding(MOU's) with represented employees (or formal action by City Council for non-represented employees). In November 2018, the City Council adopted and ratified the Memorandum of Understanding (MOU) between the City and the El Segundo Firefighters' Association(FFA)that included a provision for a 3% Employer Cost-Sharing arrangement under Government Code 20516(Employee Sharing Additional Cost); in addition the City Council also adopted and ratified the Memorandum of Understanding (MOU)between the City and the El Segundo Police Officers Association (POA). Per the MOU, both the FFA members and POA members agreed to pick up an additional 3% of the Employee Sharing Additional Cost(for a total pick-up of 12%by the POA and FFA members). Under the Public Employee's Pension Reform Act (PEPRA) of 2013, allows for employer cost- sharing contract amendments to apply per employee group (e.g. FFA only), rather than to all members of the same Retirement class (e.g. safety or miscellaneous). Since the adoption of the MOU's, City staff has been in discussion with CalPERS on implemention of this contract amendment. CalPERS has recently informed Staff that a formal contract amendment must be executed at the present time in order to include the employee sharing additional cost into the contract between the City and CalPERS. Timeline and Requirements under Government Code S 20471 and 20474. Contract amendments complying with all applicable PERS laws and regulations can be made to modify benefits. Contract amendments must be negotiated with the applicable bargaining unit(s). This contract amendment process has various timeline and legal requirements, which include passage and adoption of an Ordinance authorizing the contract amendment, an approved Resolution of Intention specifying the proposed changes to the contract, an employee election to implement cessation of the cost-sharing provision, and certification of compliance with all applicable Government Code provisions. Government Code § 20471 requires a twenty (20) day period between the adoption of the Resolution of Intention and the Second Reading and Adoption of the Ordinance. Government Code § 20474 requires a secret ballot election by affected employees whenever the contract is amended to provide a benefit that changes the employees' rate of contribution(in between the first and second reading of the Ordinance). Staff recommends that the Human Resources Department administer the employee election in conjunction with the City Clerk's Office. Each employee eligible to participate in the election will be provided an official ballot and a memorandum indicating that the election is required by CalPERS law and will have an opportunity to submit their secret ballot in a sealed envelope in person at the City Clerk's office by U.S. mail, or interoffice mail. If the Resolution of Intention is approved at the Council Meeting of February 19th, and the employee election confirms implementation of the MOU agreed upon terms (Employee Sharing Additional Cost), the Ordinance will be agendized for Final Reading and Adoption at the March 19, 2019 meeting. 433 At the March 19, 2019 meeting, staff will also likely present to Council an urgency ordinance for its consideration and approval to allow the Ordinance and Contract Amendment to take effect immediately. If the urgency ordinance is passed and adopted on March 19th,the Contract Amendment can take effect beginning of the next payroll period, March 30, 2019. Disclosure of Benefit Chance under Government Code 75071Fiscal Imoact Government Code § 7507 requires that the future annual costs or any changes to benefits of a proposed contract be made public at least two weeks prior to the adoption of the final ordinance. While the City is not required to obtain an actuarial valuation for the current action, this proposed benefit change is being made public by way of this staff report and the Resolution of Intention to be adopted. Furthermore, since the Associations have adopted MOU provisions requiring the Employee Sharing Additional Cost,the members of the POA and FFA have agreed to pick-up additional CalPERS costs. 434 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY COUNCIL OF THE CITY OF EL SEGUNDO AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM. The City Council of the City of EI Segundo does ordain as follows: SECTION 1. That an amendment to the contract between the City Council of the City of EI Segundo and the Board of Administration, California Public Employees' Retirement System is hereby authorized, empowered, and directed to execute said amendment for and on behalf of said Agency. A copy of the amendment is attached to this ordinance as Exhibit A and incorporated herein by this reference. SECTION 2. The Mayor of the EI Segundo City Council is hereby authorized, empowered, and directed to execute said amendment for and on behalf of said Agency. SECTION 3. 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 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 4. Effective Date. This Ordinance will become effective on the 31st day following its passage and adoption. PASSED AND ADOPTED this day of 2019. Drew Boyles, Mayor 1 435 ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) 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 . 2019, 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 2019, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 2 436 RESOLUTION NO. RESOLUTION OF INTENTION TO APPROVE AN AMENDMENT TO CONTRACT BETWEEN THE BOARD OF ADMINISTRATION CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM AND THE CITY COUNCIL CITY OF EL SEGUNDO SECTION 1: Recitals: A. The Public Employees' Retirement Law permits the participation of public agencies and their employees in the Public Employees' Retirement System by the execution of a contract and sets forth the procedure by which said public agencies may elect to subject themselves and their employees to amendments to said Law; and B. One of the steps in the procedures to amend this contract is the adoption by the governing body of the public agency of a resolution giving notices of its intention to approve an amendment to said contract, which resolution shall contain a summary of the change proposed in said contract; and C. The following is a statement of the proposed change: To provide Section 20516 (Employees Sharing Additional Cost) of an additional 3% for classic local police members in the EI Segundo Police Officers' Association (for total of 12%), and an additional 3%for classic local fire members in the EI Segundo Firefighters' Association (for a total of 12%). SECTION 2: BE IT RESOLVED that the governing body of the above agency does hereby give notice of intention to approve an amendment to the contract between said public agency and the Board of Administration of the Public Employees' Retirement System, a copy of said amendment being attached hereto, as Exhibit "A" and by this reference made a part hereof. PASSED AND ADOPTED this 19th day of February, 2019. By: Drew Boyles, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing 437 Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 19th day of February 2019, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 438 Ca1PERS EXHIBIT California Public Employees' Retirement System AMENDMENT TO CONTRACT Between the Board of Administration California Public Employees Retirement System and the City Council City of E1 Segundo The Board of Administration, California Public Employees' Retirement System, hereinafter referred to as Board, and the governing body of the above public agency, hereinafter referred to as Public Agency, having entered into a contract effective October 1, 1943, and witnessed August 25, 1943, and as amended effective November 1, 1947, August 1, 1949, July 1, 1950, November 1, 1955, September 1, 1958, March 9, 1959, November 7, 1964, October 19, 1968, December 11, 1971, July 20, 1974, July 19, 1975, January 3, 1976, July 16, 1977, June 3, 1978, February 6, 1982, April 3, 1982, January 1, 1992, June 27, 1992, May 15, 1993, January 8, 1994, January 19, 1996, April 4, 1997, October 13, 1997, October 7, 2000, December 18, 2000, May 19, 2001, July 2, 2004, April 12, 2008, May 9, 2009, October 3, 2009, October 23, 2010, October 6, 2012, December 30, 2012, December 13, 2014 and January 9, 2016 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: A. Paragraphs 1 through 18 are hereby stricken from said contract as executed effective January 9, 2016, and hereby replaced by the following paragraphs numbered 1 through 18 inclusive: 439 PLEASE DO NOT SIGN "EXHIBIT ONLY" 1. All words and terms used herein which are defined in the Public Employees' Retirement Law shall have the meaning as defined therein unless otherwise specifically provided. "Normal retirement age" shall mean age 55 for classic local miscellaneous members entering membership in the miscellaneous classification on or prior to December 30, 2012, age 60 for classic local miscellaneous members entering membership for the first time in the miscellaneous classification after December 30, 2012, age 62 for new local miscellaneous members, age 50 for classic local police members entering membership in the police classification on or prior to October 6, 2012, age 55 for classic local fire members and for those classic local police members entering membership for the first time in the police classification after October 6, 2012 and age 57 for new local safety members. 2. Public Agency shall participate in the Public Employees' Retirement System from and after October 1, 1943 making its employees as hereinafter provided, members of said System subject to all provisions of the Public Employees' Retirement Law except such as apply only on election of a contracting agency and are not provided for herein and to all amendments to said Law hereafter enacted except those, which by express provisions thereof, apply only on the election of a contracting agency. 3. Public Agency agrees to indemnify, defend and hold harmless the California Public Employees' Retirement System (CaIPERS) and its trustees, agents and employees, the CaIPERS Board of Administration, and the California Public Employees' Retirement Fund from any claims, demands, actions, losses, liabilities, damages, judgments, expenses and costs, including but not limited to interest, penalties and attorney fees that may arise as a result of any of the following: (a) Public Agency's election to provide retirement benefits, provisions or formulas under this Contract that are different than the retirement benefits, provisions or formulas provided under the Public Agency's prior non-CaIPERS retirement program. (b) Any dispute, disagreement, claim, or proceeding (including without limitation arbitration, administrative hearing, or litigation) between Public Agency and its employees (or their representatives) which relates to Public Agency's election to amend this Contract to provide retirement benefits, provisions or formulas that are different than such employees' existing retirement benefits, provisions or formulas. (c) Public Agency's agreement with a third party other than CaIPERS to provide retirement benefits, provisions, or formulas that are different than the retirement benefits, provisions or formulas provided under this Contract and provided for under the California Public Employees' Retirement Law. 440 PLEASt UU NU I WUN "tAHN I UINLY" 4. Employees of Public Agency in the following classes shall become members of said Retirement System except such in each such class as are excluded by law or this agreement: a. Local Fire Fighters (herein referred to as local safety members); b. Local Police Officers (herein referred to as local safety members); C. Employees other than local safety members (herein referred to as local miscellaneous members). 5. In addition to the classes of employees excluded from membership by said Retirement Law, the following classes of employees shall not become members of said Retirement System: NO ADDITIONAL EXCLUSIONS 6. Prior to January 1, 1975, those members who were hired by Public Agency on a temporary and/or seasonal basis not to exceed 6 months were excluded from PERS membership by contract. Government Code Section 20336 superseded this contract provision by providing that any such temporary and/or seasonal employees are excluded from PERS membership subsequent to January 1, 1975. Legislation repealed and replaced said Section with Government Code Section 20305 effective July 1, 1994. 7. The percentage of final compensation to be provided for each year of credited prior and current service as a classic local miscellaneous member entering membership in the miscellaneous classification on or prior to December 30, 2012 shall be determined in accordance with Section 21354 of said Retirement Law subject to the reduction provided therein for service on and after July 1, 1956, the effective date of Social Security coverage, for members whose service has been included in Federal Social Security (2% at age 55 Full and Modified). 8. The percentage of final compensation to be provided for each year of credited current service as a classic local miscellaneous member entering membership for the first time with this agency in the miscellaneous classification after December 30, 2012 shall be determined in accordance with Section 21353 of said Retirement Law subject to the reduction provided therein for Federal Social Security (2% at age 60 Modified). 9. The percentage of final compensation to be provided for each year of credited prior and current service as a new local miscellaneous member shall be determined in accordance with Section 7522.20 of said Retirement Law (2% at age 62 Supplemental to Federal Social Security). 10. The percentage of final compensation to be provided for each year of credited prior and current service as a classic local fire member shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 441 PLEASE DO NOT SIGN "EXHIBIT ONLY" 11. The percentage of final compensation to be provided for each year of credited prior and current service as a classic local police member entering membership in the police classification on or prior to October 6, 2012 shall be determined in accordance with Section 21362.2 of said Retirement Law (3% at age 50 Full). 12. The percentage of final compensation to be provided for each year of credited current service as a classic local police member entering membership for the first time with this agency in the police classification after October 6, 2012 shall be determined in accordance with Section 21363.1 of said Retirement Law (3% at age 55 Full). 13. The percentage of final compensation to be provided for each year of credited prior and current service as a new local safety member shall be determined in accordance with Section 7522.25(d) of said Retirement Law (2.7% at age 57, Full). 14. Public Agency elected and elects to be subject to the following optional provisions: a. Sections 21624 and 21626 (Post-Retirement Survivor Allowance) for local safety members only. b. Section 21571 (Basic Level of 1959 Survivor Benefits) for local miscellaneous members only. C. Section 21222.1 (One-Time 5% Increase - 1970). Legislation repealed said Section effective January 1, 1980. d. Section 21222.2 (One-Time 5% Increase - 1971). Legislation repealed said Section effective January 1, 1980. e. Section 21024 (Military Service Credit as Public Service). f. Section 20042 (One-Year Final Compensation) for classic members only. g. Section 21574 (Fourth Level of 1959 Survivor Benefits) for local safety members only. h. Section 21548 (Pre-Retirement Option 2W Death Benefit). i. Section 20903 (Two Years Additional Service Credit). j. Section 20516 (Employees Sharing Cost of Additional Benefits): Section 21363.1 (3% @ 55 Full and Modified formula) for classic local fire members from and after October 6, 2012 and until December 13, 2014. 442 PLEASE DO NOT SIGN "EXHIBIT ONLY" The employee cost sharing contributions are 3%. The maximum employee cost sharing contribution is the normal cost plus the increase in the accrued liability due to the benefit improvement amortized over 20 years. In no event shall the employee cost sharing contribution attributable to the unfunded liability remain in effect beyond May 19, 2021. Thereafter, in any given contribution year, the maximum employee cost sharing contribution cannot exceed 2.591% of payroll. k. Section 20475 (Different Level of Benefits): Section 21363.1 (3% @ 55 Full formula) is applicable to classic local police members entering membership for the first time with this agency in the police classification after October 6, 2012. Section 21353 (2% @ 60 Modified formula) is applicable to classic local miscellaneous members entering membership for the first time with this agency in the miscellaneous classification after December 30, 2012. I. Section 20516 (Employees Sharing Additional Cost): From and after December 13, 2014 and until January 9, 2016, 3% for classic local fire members in the Supervisory and Professional Employees Association, and the Unrepresented Fire Management Group. From and after the effective date of this amendment to contract, 3% for classic local police members in the EI Segundo Police Officers' Association; From and after the effective date of this amendment to contract, 3% for classic local fire members in the EI Segundo Firefighters' Association. The portion of the employer's contribution that the member agrees to contribute from his or her compensation, over and above the member's normal contribution ("Cost Sharing Percentage"), shall not exceed the Employer Normal Cost Rate, as that rate is defined in the CalPERS Actuarial Valuation for the relevant fiscal year. If the Cost Sharing Percentage will exceed the relevant Employer Normal Cost Rate, the Cost Sharing Percentage shall automatically be reduced to an amount equal to, and not to exceed, the Employer Normal Cost Rate for the relevant fiscal year. 15. Public Agency shall contribute to said Retirement System the contributions determined by actuarial valuations of prior and future service liability with respect to local miscellaneous members and local safety members of said Retirement System. 16. Public Agency shall also contribute to said Retirement System as follows: 443 a. Contributions required per covered member on account of the 1959 Survivor Benefits provided under Section 21574 of said Retirement Law. (Subject to annual change.) In addition, all assets and liabilities of Public Agency and its employees shall be pooled in a single account, based on term insurance rates, for survivors of all local safety members. b. A reasonable amount, as, fixed by the Board, payable in one installment within 60 days of date of contract to cover the costs of administering said System as it affects the employees of Public Agency, not including the costs of special valuations or of the periodic investigation and valuations required by law. C. A reasonable amount, as fixed by the Board, payable in one installment as the occasions arise, to cover the costs of special valuations on account of employees of Public Agency, and costs of the periodic investigation and valuations required by law. 17. Contributions required of Public Agency and its employees shall be subject to adjustment by Board on account of amendments to the Public Employees' Retirement Law, and on account of the experience under the Retirement System as determined by the periodic investigation and valuation required by said Retirement Law. 18. Contributions required of Public Agency and its employees shall be paid by Public Agency to the Retirement System within fifteen days after the end of the period to which said contributions refer or as may be prescribed by Board regulation. If more or less than the correct amount of contributions is paid for any period, proper adjustment shall be made in connection with subsequent remittances. Adjustments on account of errors in contrib tions required of any employee may be made by direct payments betw the employee and the Board. B. This amendment sly e effective on the day of � Q BOARD OF ADMINIST ION CITY COUNCIL PUBLIC EMPLOYEE ` TIREMENT SYSTEM CITY OF EL SEGUNDO BY '� BY Yr ARNITA PAIGE, CF PRESIDING OFFICE PENSION CONTIG T5 AND PREFUNDING PROGRAMS DI ION Cli� PUBLIC EMP ES' RETIREMENT SYSTEM Witness Date Attest: 4? Q t. . Clerk 4�i AMENDMENT CaIPERS ID#2657682556 PERS-CON-702A 444 CITY OF EL SEGUNDO WARRANTS TOTALS BY FUND 3024663 3024757 DATE OF APPROVAL: AS OF y0sr,—, ayl 1 r f 1 Gj REGISTER#lic 9000743 - 9000743 r `�--t-�- 001 GENERALFUND 318,315.41 104 TRAFFIC SAFETY FUND - 106 STATE GAS TAX FUND 2,912.00 108 ASSOCIATED RECREATION ACTIVITIES FUND - 109 ASSET FORFEITURE FUND 1,560.40 111 COMM.DEVEL.BLOCK GRANT - 112 PROP"A"TRANSPORTATION - 114 PROP"C"TRANSPORTATION - 115 AIR QUALITY INVESTMENT PROGRAM 116 HOME SOUND INSTALLATION FUND - 117 HYPERION MITIGATION FUND 456.28 118 TDA ARTICLE 3-SB 821 BIKEWAY FUND - 119 MTA GRANT - 121 FEMA 120 C.O.P.S.FUND - 122 L.A.W.A.FUND - 123 PSAF PROPERTY TAX PUBLIC SAFETY - 202 ASSESSMENT DISTRICT#73; - 301 CAPITAL IMPROVEMENT FUND 30,709.30 302 INFRASTRUCTURE REPLACEMENT FUND - 405 FACILITIES MAINTENANCE 501 WATER UTILITY FUND 40,960.34 502 WASTEWATER FUND 2,380.77 503 GOLF COURSE FUND - 601 EQUIPMENT REPLACEMENT 13,512.30 602 LIABILITY INSURANCE 2,948.17 603 WORKERS COMP.RESERVEIINSURANCE - 701 RETIRED EMP.INSURANCE - 702 EXPENDABLE TRUST FUND-DEVELOPER FEES 7,574.00 703 EXPENDABLE TRUST FUND-OTHER 621.20 708 OUTSIDE SERVICES TRUST - TOTAL WARRANTS $ 423,192.57 STATE OF CALIFORNIA COUNTY OF LOS ANGELES Information on actual expenditures is available in the Director of Finance's office in the City of EI Segundo. I certify as to the accuracy of the Demands and the availability of fund for payment thereof. For Approval:Regular checks held for City council authorization to release. CODES: VOID CHECKS DUE TQ ALIGNMENT: N/A R= Computer generated checks for all non-emergencylurgency payments for materials,supplies and services in support of City Operations VOID CHECKS DUE TO INCORRECT CHECK DATE: For Ratification: A= Payroll and Employee Benefit checks VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR: B-F= Computer generated Early Release disbursements andlor adjustments approved by the City Manager Such as:payments for utility services,petty cash and employee travel expense NOTES reimbursements,various refunds,contract employee services consistent with current contractual agreements,instances where prompt payment discounts can be obtained or late payment penalties can be avoided or when a situation arises that the City Manager approves H- Handwritten arty Rel o dis FINANCE DIRECTOR samenta andlor adjustments approved by the City Manager ur - CITY MANAGER DATE: '1.� '-1 0 f('j DATE: / CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 1/28/19 THROUGH 2/3/19 Date Payee Descrij2tion 1/28/2019 IRS 270,998.43 Federal 941 Deposit 1/28/2019 Employment Development 59,537.91 State PIT Withholding 1/28/2019 Employment Development 4,267.18 State SDI payment 1/28/2019 Health Comp 30.00 Weekly claims 1/29/2019 Unum 129.90 Long Term Care Premium 1/29/2019 Nationwide NRS EFT 30,648.63 EFT 457 payment 1/31/2019 CA Infrastructure Bank 97,880.76 Semi Annual Infrastructure payment 2/1/2019 IRS 2,706.17 Federal 941 Deposit 1/21/19-1/27/19 Workers Comp Activity 11,189.17 SCRMA checks issued 1/21/19-1/27/19 Liability Trust-Claims 1,568.00 Claim checks issued 1/21/19-1/27/19 Retiree Health Insurance 0.00 Health Reimbursment checks issued 478,956.15 DATE OF RATIFICATION: 2/4/19 TOTAL PAYMENTS BY WIRE: 478,956.15 Certified as to the accuracy of the wire transfers by: Deputy City Treasur r I1 Date Direct f ina Date City Ma ger Date Information on actual expenditures is available in the City Treasurer's Office of the City of EI Segundo. P:\CityTreasurer\WireTransfers\Wire Transfers 10-01-18 to 9-30-19 2/419 1/1 CITY OF EL SEGUNDO WARRANTS TOTALS BY FUND 3024758 - 3024873 DATE OF APPROVAL: AS OF 2/19119 REGISTER#9 U 9000782 9000820 001 GENERAL FUND 269,515.62 104 TRAFFIC SAFETY FUND - 106 STATE GAS TAX FUND - 106 ASSOCIATED RECREATION ACTIVITIES FUND - 109 ASSET FORFEITURE FUND 6,21636 111 COMM DEVEL.BLOCK GRANT - 112 PROP"A"TRANSPORTATION 9000 114 PROP"C"TRANSPORTATION 115 AIR QUALITY INVESTMENT PROGRAM - 116 HOME SOUND INSTALLATION FUND 117 HYPERION MITIGATION FUND 118 TDA ARTICLE 3-SS 821 BIKEWAY FUND - 119 MTA GRANT 121 FEMA 120 C.O.P.S FUND - 122 L.A.W.A.FUND 123 PSAF PROPERTY TAX PUBLIC SAFETY - 202 ASSESSMENT DISTRICT#73 - 301 CAPITAL IMPROVEMENT FUND 69,153.80 302 INFRASTRUCTURE REPLACEMENT FUND - 405 FACILITIES MAINTENANCE - 501 WATER UTILITY FUND 873.89 502 WASTEWATER FUND 1,815.26 503 GOLF COURSE FUND 15,324.00 601 EQUIPMENT REPLACEMENT 6,618.71 602 LIABILITY INSURANCE 3,692.65 603 WORKERS COMP.RESERVE/INSURANCE - 701 RETIRED EMP,INSURANCE - 702 EXPENDABLE TRUST FUND-DEVELOPER FEES 26,367.86 703 EXPENDABLE TRUST FUND-OTHER - 708 OUTSIDE SERVICES TRUST - TOTAL WARRANTS $ 417,377.32 1,, STATE OF CALIFORNIA COUNTY OF LOS ANGELES Information on actual expenditures is available in the Director of Finance's office in the City of EI Segundo. I certify as to the accuracy of the Demands and the availability of fund for payment thereof. For Approval:Regular checks held for City council authorization to release. CODES: VOID CHECKS DUE TQ ALIGNMENT: R= Computer generated checks for all non-emergency/urgency payments for materials,supplies and NIA services in support of City Operations For Ratification: VOID CHECKS DUE TO INCORRECT CHECK DATE: A= Payroll and Employee Benefit checks VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR: B-F= Computer generated Early Release disbursements and/or adjustments approved by the City Manager, Such as payments for utility services,petty cash and employee travel expense NOTES T f, reimbursements,various refunds,contract employee services consistent with current contractual 1�r agreements,instances where prompt payment discounts can be obtained or late payment penalties can be avoided or when a sdualien arises that the City Manager approves. H= Handwraten arty Relo so disburser_ nonis andlor adjustments approved by the City Manager FINANCE DIRECTOR `TIYAp"i"-3� � ` .�-�C O, CITY MANAGER C 40?"- /e DATE: L �l ^ft'] 1 DATE: �y p`J 1N� 1-3- I CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 2/4/19 THROUGH 2/10/19 Date Payee Description 2/7/2019 Cal Pers 79,311.00 2019 Replacement Benefit Contributions 2/7/2019 Cal Pers 4,831.44 2019 Replacement Benefit Contributions 2/7/2019 State of CA EFT 1,452.91 EFT Child support payment 2/8/2019 Cal Pers 507,057.68 EFT Health Insurance Payment 2/8/2019 Manufacturers &Traders 24,435.85 457 payment Vantagepoint 2/8/2019 Manufacturers &Traders 800.00 IRA payment Vantagepoint 1/28/19-2/3/19 Workers Comp Activity 187,277.64 SCRMA checks issued 1/28/19-2/3/19 Liability Trust- Claims 0.00 Claim checks issued 1/28/19-2/3/19 Retiree Health Insurance 18,968.57 Health Reimbursment checks issued 824,135.09 DATE OF RATIFICATION: 2/8/19 TOTAL PAYMENTS BY WIRE: 824,135.09 Certified as to the accuracy of the wire transfers by: Deputy City Treasure-II Da e 1�09� J�� i,�yjj Dire or of finance Date - r I G City Manager �,0, �' erg t s��,•,�}�f Date Information on actual expenditures is available in the City Treasurer's Office of the City of EI Segundo. 4PACity Treasurer\Wire Transfers\Wire Transfers 10-01-18 to 9-30-19 2/8/20"19 1/1 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL AND EL SEGUNDO UNIFIED SCHOOL DISTRICT WEDNESDAY, JANUARY 23, 2019 ALOFT HOTEL — TACTIC ROOM 1 ST FLOOR 475 PACIFIC COAST HIGHWAY, EL SEGUNDO CA 90245 2:00 PM (TEAM BUILDING SESSION) 2:00 P.M. SESSION CALL TO ORDER — Mayor Boyles at 2:10 PM PLEDGE OF ALLEGIANCE — Council Member Nicol ROLL CALL Citv Council Mayor Boyles Mayor Pro Tem Pirsztuk Council Member Nicol Council Member Pimentel City Clerk Weaver Citv Staff City Manager Greg Carpenter Deputy City Manager Barbara Voss Melissa McCollum — Library Director Meredith Petit— Recreation and Parks Director School Board Members President Nancy Cobb Vice President Dr. Jeanie Nishime-Bauer Clerk Tracey Miller-Zarneke Member Emilee Layne Member Paulette Caudill ESUSD Staff Superintendent Melissa Moore Executive Director (Educational Services) Marisa Janicek PUBLIC COMMUNICATIONS — (Related to City Business Only) — 5 minute limit per person, 30 minute limit total) None SPECIAL ORDERS OF BUSINESS: Tracy Weaver, City Clerk, reminded those in attendance the meeting was strictly a team building exercise and that City and School Board business could not be discussed. MINUTES OF THE SPECIAL JOINT COUNCIL MEETING JANUARY 23,2019 PAGE NO. 1 449 6 1. Team Building Session between the City and School District leadership to improve understanding of key organization objectives, improve communications between the organizations and improve future service delivery. Team Building exercise/presentation lead by Jamie Douraghy, Life Work Integration, between the City of EI Segundo and the EI Segundo Unified School District. A collaborative discussion regarding the Strength Finder survey (taken by each attendee prior to the meeting), CliftonStrengths, administered by Gallup. ADJOURNMENT at 4:00 PM Tracy Weaver, City Clerk MINUTES OF THE SPECIAL JOINT COUNCIL MEETING JANUARY 23,2019 PAGE NO.2 450 MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 5, 2019 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER — Mayor Boyles at 5:03 PM ROLL CALL Mayor Boyles Present Mayor Pro Tem Pirsztuk Present Council Member Brann Present Council Member Pimentel Present Council Member Nicol Present PUBLIC COMMUNICATION — (Related to City Business Only— 5 minute limit per person, 30 minute limit total) None David Serrano, Human Resources Director, introduced Sylvana Tamura, Sr. Analyst. Ms. Tamura is a recent hire in the Human Resources Department. SPECIAL ORDER OF BUSINESS: Mayor Boyles announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d)(1): -2- matters 1. Galloway v. City of EI Segundo, Los Angeles Superior Court Case No. BC709378 2. City Employees Association v. City of EI Segundo, Public Employment Relations Board CONFERENCE WITH LEGAL COUNSEL —ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -1- matters. MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO. 1 451 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 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -6- matters 1. Employee Organizations: Police Management Association; Police Support Services Employees Association; Supervisory, Professional Employees Association; City Employee Association; and Executive and Management/Confidential Employees (unrepresented groups). Agency Designated Representative: Irma Moisa Rodriquez, City Manager, Greg Carpenter and Human Resources Director. Adjourned at 6:55 PM MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.2 452 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 5 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER— Mayor Boyles at 7:01 PM INVOCATION — Pastor Wes Harding, The Bridge PLEDGE OF ALLEGIANCE — Council Member Pimentel PRESENTATIONS a) Commendation read by Council Member Brann, commending Sue Carter on her years of service to the Friends of the EI Segundo Library Community Room. A dedication to Sue Carter will be held on Saturday, February 16, 2019 at the Library beginning at 1:00 PM. ROLL CALL Mayor Boyles Present Mayor Pro Tem Pirsztuk Present Council Member Brann Present Council Member Pimentel Present Council Member Nicol Present PUBLIC COMMUNICATIONS — (Related to City Business Only— 1 minute limit per person, 30 minute limit total) Mayor Boyles reduced the time to 1 minute from 5 minutes. Danielle Soto, Senior Public Information Specialists, Legal & Public Affairs with South Coast AQMD reported on the recent lightning strike incident that occurred at the Chevron Refinery. Erik Albertson, resident, commented on item #F11, regarding the Aquatics Center. Evelyn Colt, resident, commented on item #F11, regarding the Aquatics Center. Van Parker, resident, commented on item #F11, regarding the Aquatics Center. Scott Moller, resident, commented on item #F11, regarding the Aquatics Center. Myra Montes, resident, commented on item #F11, regarding the Aquatics Center. Eric Bittner, resident, commented on item #F11, regarding the Aquatics Center. Eric Healy, Trojan Water Polo Club Director, commented on item #F11, regarding the Aquatics Center. Lee Davis, resident, commented on item #F11, regarding the Aquatics Center. Robyn Arnold, resident, commented on item #F11, regarding the Aquatics Center. Lance Giroux, resident, commented on item #F11, regarding the Aquatics Center. Alex Heck, resident, commented on item #F11, regarding the Aquatics Center. Rainey Smith, non-resident and ESHS PE teacher, commented on item #F11, regarding the Aquatics Center. Kirk Frye, President of South Bay United Water Polo Club, commented on item #F11, regarding the Aquatics Center. MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.3 453 Chris Brennan, Manhattan Beach resident, commented on item #F11, regarding the Aquatics Center. Stuart Carol, resident, commented on item #F11, regarding the Aquatics Center. Will Kerker, resident, commented on item #F11, regarding the Aquatics Center. Bridget Rome/Jill Moller, resident, commented on item #F11, regarding the Aquatics Center. Danny Gonzales, resident, commented on item #F11, regarding the Aquatics Center. Bonnie Kerker, resident, commented on item #F11, regarding the Aquatics Center. Mason Jager, resident, commented on item #F11, regarding the Aquatics Center. Casey Cole, resident, commented on item #1711, regarding the Aquatics Center. Monique Shelton, resident, commented on item #1711, regarding the Aquatics Center. Danny Reimi, resident, commented on item #1711, regarding the Aquatics Center. Kathy Nielsen, resident, commented on item #F11, regarding the Aquatics Center. Kai Albertson, resident, commented on item #F11, regarding the Aquatics Center. Jay Mortensen, Alpha Aquatics Board President, commented on item #F11, regarding the Aquatics Center. Alec Campbell, non-resident, commented on item #F11, regarding the Aquatics Center. Dave Williamson, resident, commented on item #F11, regarding the Aquatics Center. Clay Evans, resident, commented on item #F11, regarding the Aquatics Center. Paige Parker, resident, commented on item #F11, regarding the Aquatics Center. Andre Acostiano, resident, commented on item #1711, regarding the Aquatics Center. Ryan Quinn, resident, commented on item #K15, regarding a stop sign at Walnut and Sheldon. Cathy Dragone, resident, commented on item #K15, regarding a stop sign at Walnut and Sheldon. Tim Hughes, resident, commented on item #K15, regarding a stop sign at Walnut and Sheldon. Sheri Hughes, resident, commented on item #K15, regarding a stop sign at Walnut and Sheldon. 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. Council Member Pimentel excused himself due to possible conflict of interest. David King, Assistant City Attorney, commented on item and asked the audience to keep comments and applauding to themselves. MOTION by Council Member Brann, SECONDED by Council Member Nicol to read all ordinances and resolutions on the agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 (Pimentel left dais) MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.4 454 MAYOR BOYLES MOVED ITEM#F11 TO #1 ON THE AGENDA — TIME CONSIDERATION 11.Approve the proposed fee schedule for the City of EI Segundo —Wiseburn Unified School District Aquatics Center (2240 E. Grand Avenue) to establish user group categories and long-term rental rates at a discounted rate from the previously-approved hourly rental rates and approve the selection of Alpha Aquatics, Beach Cities Swimming, SCAQ, and Tower 26, as primary long-term user groups of the facility for an initial term of one-year (Fiscal Impact: Estimated Annual Revenue $340,000) Greg Carpenter, City Manager, introduced the item. Meredith Petit, Recreation and Parks Director, gave a presentation and answered questions. Council Discussion MOTION by Mayor Boyles, SECONDED by Mayor Pro Tem Pirsztuk directing staff to make recommendations on pool usage based on the following five (5) criteria; 1) Current and future resident composition, 2) Prioritize programs with greatest number of participants during peak times, 3) Diversity of programs, 4) Adding off Peak pricing and 5) Minimize financial impact. MOTION DID NOT PASS. 2/2 Yes Boyles Pirsztuk No Brann Nicol. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Continued Council Discussion Amended Motion MOTION by Mayor Boyles, SECONDED by Council Member Brann directing staff to make recommendations on pool usage/user groups based on the following five (5) criteria; 1) Current and future resident composition, 2) Prioritize programs with greatest number of participants during peak times, 3) Diversity of programs, 4) Adding off Peak pricing and 5) Minimize financial impact. In addition, Alpha Aquatics will be guaranteed pool time during peak hours and South Bay United Water Polo Team will be guaranteed hours during off peak hours. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Council consensus directing staff to begin working with user groups willing to pay peak pricing and begin allocating peak hours. The direction excludes non-peak pricing at this time. David King, Assistant City Attorney, read by title only: RESOLUTION NO. 5127 A RESOLUTION ADOPTING NEW FEES FOR THE EL SEGUNDO-WISEBURN AQUATICS CENTER MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.5 455 MOTION by Mayor Boyles, SECONDED by Mayor Pro Tem Pirsztuk to adopt Resolution No. 5127 and directed staff to return to the next Council meeting with off peak pricing considerations. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Recessed at 9:14 PM Reconvened at 9:26 PM Council Member Pimentel returned to the dais B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS 1. Consideration and possible action regarding a discussion on the City's accomplishments made towards addressing the California Public Employees Retirement System (CaIPERS) rising annual costs and long-term liabilities. (Fiscal Impact: None) Greg Carpenter, City Manager, introduced the item. Joe Lillio, Finance Director, gave a presentation and answered Council questions. Council Discussion Council consensus to receive and file the report. D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 2. Consideration and possible action to adopt a Resolution adopting the revised Technology Committee Bylaws. (Fiscal Impact: None) Greg Carpenter, City Manager, introduced the item. Charles Mallory, Information Systems Director answered Council questions. MOTION by Mayor Boyles, SECONDED by Mayor Pro Tem Pirsztuk approving Resolution No. 5126. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 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. MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.6 456 3. Approve Warrant Numbers 3024396 through 3024504 and 9000700 through 9000737 on Register No. 8a in the total amount of$599,701.88 and Wire Transfers from 1/7/19 through 1/13/19 in the total amount of$2,726,939.40. Warrant Numbers 3024505 through 3024623 and 9000738 through 9000740 on Register No. 8b in the total amount of $367,203.60 and Wire Transfers from 1/14/19 through 1/20/19 in the total amount of$436,097.39. Warrant Numbers 3024624 through 3024682 and 9000741 through 9000742 on Register No. 8c in the total amount of$126,018.22 and Wire Transfers from 1/21/19 through 1/27/19 in the total amount of $309,880.33. Ratified Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and/or adjustments; and wire transfers. 4. Approve Regular City Council Meeting Minutes of January 15, 2019. 5. Waive second reading and adopt Ordinance No. 1580 for Environmental Assessment No. EA-1231 and Zone Text Amendment No. ZTA 18-05 to amend Article A of Chapter 7 of Title 15 of the EI Segundo Municipal Code related to the Medium Density Residential (MDR) overlay zone. This amendment will preserve the existing overlay while making important updates to bring it into compliance with the new Smoky Hollow Specific Plan. (Fiscal Impact: None) 6. Waive second reading and adopt Ordinance No. 1579 for Environmental Assessment No. EA-1232 and Zone Text Amendment No. ZTA 18-06 to allow massage establishments as a conditionally permitted use in the Commercial Center (C-4) zone. (Applicant: City of EI Segundo) Address: Citywide (Fiscal Impact: None) 7. Receive and file this report without objecting to the issuance of the alcohol permits for two new restaurants to serve beer and wine (BBCM), and serve beer, wine, and distilled spirits (Chin Chin) for on-site consumption. The restaurants are located within the Urban Mixed Use South Zone at 2041 Rosecrans Avenue, Suites 120 and 140. EA 1234 AUP 18-05 and EA 1235 AUP 18-06. Applicant: Wonton Group, LLC. (Fiscal Impact: None) 8. Accept as complete the FY 17/18 Pavement Rehabilitation Project, authorize the City Clerk to file a Notice of Completion with the County Recorder's Office, authorize to increase the construction related contingencies from $105,000 to $112,384.37 and authorize to transfer $57,752.13 from the Sewer Enterprises fund account #502-400-8204-8647 to #106-400-8203-8943 (State Gas Tax Fund). Project No. PW 18-18. (Fiscal Impact: $1,201,026.37) 9. Accept as complete the Police Department Floor Replacement and authorize the City Clerk to file a Notice of Completion with the County Recorder's Office. Project No. PW 18-02. (Fiscal Impact: $251,549.50) MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5, 2019 PAGE NO. 7 457 10.Continue the deliberation on the potential adoption of solid waste collection and disposal fees for one and two unit residential properties to the regular scheduled City Council meeting of February 19, 2019. Council will also consider approving a franchise agreement with EDCO to provide solid waste collection and disposal services for these properties. The Council held a public hearing on the proposed solid waste collection and disposal rates on November 6, 2018, and continued its deliberations to this February 5, 2019 Council Meeting. (Fiscal Impact: None) MOTION by Mayor Pro Tem Pirsztuk, SECONDED by Mayor Boyles approving Consent Agenda items 3, 4, 5, 6, 7, 8, 9, and 10. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 F. NEW BUSINESS MOVED TO THE REGULAR CITY COUNCIL MEETING OF FEBRUARY 19, 2019. 12.Consideration and possible action to receive and file a presentation on the City's second annual customer satisfaction survey results that were conducted with residents and businesses which were based on the Net Promoter Score methodology and part of the City's strategic work plan. (Fiscal Impact: $20,000.00) 13.Consideration and possible action to receive and file a report on the 2018 year- end crime summary as well as Police Department efforts to reduce crime and address quality of life issues. (Fiscal Impact: N/A) Greg Carpenter, City Manager, introduced the item. Bill Whalen, Police Chief, gave a presentation. Council discussion Council consensus to receive and file the report. MOVED TO THE REGULAR CITY COUNCIL MEETING OF FEBRUARY 19, 2019. 14.Consideration and possible action to receive and file results for the first and second quarter customer service transaction point survey conducted at various customer service areas/departments within the City, explore discussion of evaluating the current effectiveness of the transaction point survey, and recommendations for potential restructure of the process during the Fiscal Year 2019-20 Strategic Planning and Budgeting sessions. (Fiscal Impact: $0) G. REPORTS — CITY MANAGER - Passed H. REPORTS — CITY ATTORNEY — Passed MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.8 458 I. REPORTS — CITY CLERK — Passed J. REPORTS — CITY TREASURER — Not present K. REPORTS — CITY COUNCIL MEMBERS Council Member Pimentel — Passed Council Member Nicol — Shout out to celebrating his 10th Wedding Anniversary/ Council Member Brann — Passed Mayor Pro Tem Pirsztuk — Passed Mayor Boyles — 15.Consideration and possible action to direct staff to provide analysis and recommendations regarding the possible installation of Stop Signs on Walnut Avenue at Sheldon Street (Fiscal Impact: None) Mayor Boyles introduced the item. Council Discussion MOTION by Council Member Nicol, SECONDED by Mayor Pro Tem Pirsztuk to place a stop sign at the corner of Walnut Ave and Sheldon Ave. Motion failed, no vote. David King, Assistant City Attorney, commented on the item and reminded Council the item as read, is to direct staff to provide analysis if needed, not voting on placing a stop sign at this time. MOTION by Mayor Boyles, SECONDED by Mayor Pro Tem Pirsztuk directing staff to provide a detailed analysis and recommendations regarding the possible installation of Stop signs on Walnut Avenue at Sheldon Street. MOTION PASSED BY UNANIMOUS VOICE VOTE. 3/2 Yes Boyles Pimentel Pirsztuk No Brann Nicol PUBLIC COMMUNICATIONS — (Related to City Business Only— 5 minute limit per person, 30 minute limit total) None MEMORIALS — None ADJOURNMENT at 11:15 PM Tracy Weaver, City Clerk MINUTES OF THE REGULAR COUNCIL MEETING FEBRUARY 5,2019 PAGE NO.9 459 EL SEGUNDO CITY COUNCIL MEETING DATE: Feburary 19,2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a standard Public Works Contract to Corral Construction & Development for the Fire Station #1 Chiefs' Living Quarters Improvements Project, Project No. PW 18-01. (Fiscal Impact: $79,680.00) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a standard Public Works Contract, in a form approved by the City Attorney, with Corral Construction & Development in the amount of$66,400.00, for the Fire Station #1 Chiefs' Living Quarters Improvements Project, Project No. PW 18-01; authorize an additional $13,280 for construction related contingencies; 2. Authorize to transfer $14,680 from the Eucalyptus Storm Drain Abandonment account (301-400-8205-8313) and $20,000 from Police Dept. Upgrades account(301- 400-8201-8708) to the project account for shortfall in the project budget; or, 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included In the FY2017/18 Budget Amount Budgeted: $45,000 Additional Appropriation: No. Account Number(s): 301-400-8201-8413 (Fire Small Bathroom Remodel) Transferring $14,680 from 301-400-8205-8313 (Eucalyptus Storm Drain Abandonment) Transferring $20,000 from 301-400-8201-8708 (PD upgrades) 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: Cheryl Ebert, Senior Civil Engineer REVIEWED BY: Ken Berkman, Public Works Director CA APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The (Fire and Battalion) Chiefs' living quarters in Fire Station #1 have not been upgraded since the facility was constructed in the 1980's. Due to recurring plumbing issues and the deteriorating condition of bathrooms, this project was identified as a priority and is one of the last projects to be constructed as part of the recent fire station facility upgrades. 460 The project scope of work consists of: • Modifying and improving three bedrooms and two bathrooms. One of the bedrooms will be converted to an office for new staff by closing off one of the doors to the existing Jack-and-Jill bathroom, and the bedrooms/office will receive new carpeting. • In both bathrooms: o Remove existing sinks,toilets,mirrors, flooring and wall tiles. o Install new shower tiles, floor tiles, and wall tiles. o Install new sink, countertops, and plumbing fixtures. o Install new lighting, upgrade electrical outlets,and upgrade ceiling fan grilles. o Paint walls and install miscellaneous appurtenances as needed. On November 20, 2018, Council adopted the plans and specifications for the Fire Station #1 Chiefs' Living Quarters Improvements Project, Project No. PW 18-01, and authorized staff to advertise for construction bids. On January 8, 2019,the City Clerk received and opened five(5)bids as follows: 1. Pro Team Plumbing $70,000 2. Corral Construction&Development $66,400 3. Meyers Construction Co. $62,330 4. Cinbad Industry, Inc. $79,999 5. G2K Construction $69,500 The bid submitted by Meyers Construction Co. was determined to be non-responsive based on the following reasons: 1. Meyers Construction Co. did not submit with the bid proposal forms acknowledging receipt of Addendum#1 and Addendum Q. 2. Meyers Construction Co. submitted a personal check in lieu of a City-required certified check. The lowest responsive and responsible bidder for the project is Corral Construction & Development. Staff checked the Contractor's references and license status and determined that they have satisfactorily completed similar projects for other public agencies and their license is in good standing. Staff respectfully recommends City Council authorize the City Manager to execute a standard Public Works Contract in a form approved by the City Attorney with Corral Construction & Development in the amount of$66,400, authorize an additional $13,280 for construction related contingencies, and transfer $14,680 from the Eucalyptus Storm Drain Abandonment account(301-400-8205-8313) and $20,000 from Police Dept. Upgrades account (301-400-8201-8708) to the project account for shortfall in the project budget. Both the Eucalyptus Storm Drain Abandonment project and the PD Flooring project were completed earlier this year and have surplus funding available for use. With Council's approval, construction is estimated to occur from April to July, 2019. 461 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19, 2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a standard Public Works Contract to R.E. Schultz for the Holly Valley Playground Project, Project No. PW 18-33. (Fiscal Impact: $148,794) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a standard Public Works Contract in a form approved by the City Attorney with R.E. Schultz in the amount of$135,294 for the Holly Valley Playground Project, Project No. PW 18-33, and authorize an additional $13,500 for construction related contingencies; or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included In the Adopted FY2017-18 and 18/19 Budgets Amount Budgeted: $175,000 Additional Appropriation: None. Account Number(s): 301-400-8202-8420 (Park Facilities Upgrades) 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: Cheryl Ebert, Senior Civil Engineer - - REVIEWED BY: Ken Berkman, Public Works Director Meredith Petit, Recreation and -1, rks Director APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The Holly Valley Park playground is a recreational area that mainly accommodates the local community near the site. The existing playground's play structure is old, outdated, and worn and has become difficult for staff to maintain; and much of the equipment is no longer manufactured, making repairs and replacement infeasible. On December 18, 2018, Council adopted the plans and specifications for the Holly Valley Playground Project, Project No. PW 18-33, and authorized staff to advertise for construction bids. 462 On January 29, 2019, the City Clerk received and opened five (5) bids as follows: Base Bid Alternate Bid 1. NR Development Inc. $157,500 $4,200 2. NoHo Constructors $144,060 $24,000 3. R.E. Schultz $127,294 $8,000 4. Pacific Tennis Courts, Inc. $169,169 $11,520 5. MJS Construction Inc. $133,400 $43160 The alternate bid is for a 3-ft chain link fence around the playground. Staff recommends including the chain link fence in the project as it fits within the budget, is a desirable feature at the playground site, and keeps the children within the boundaries of the playground. Staff reviewed R.E. Schultz's bid package and deemed the contractor as the lowest responsive and responsible bidder. Staff also checked R.E. Schultz's references and license status and determined that they have satisfactorily completed similar projects for other public agencies and their license is in good standing. Staff respectfully recommends City Council authorize the City Manager to execute a standard Public Works Contract in a form approved by the City Attorney with R.E. Schultz in the amount of$135,294 and authorize an additional $13,500 for construction related contingencies. With approval, the project is expected to commence in April and be completed in July, 2019. 463 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action to accept a new Rescue Ambulance from Braun Northwest in a sum not to exceed $213,389.22 following a local grant from Chevron USA and to refurbish an existing Rescue Ambulance from Braun Northwest for a sum not to exceed $135,000 utilizing designated strike team reimbursement funds. (Fiscal Impact: Not to exceed $135,000) RECOMMENDED COUNCIL ACTION: 1) Authorize the City Manager, in a form approved by the City Attorney, to accept a new 2019 Braun Northwest Ambulance from Chevron USA in conformance with a local grant totaling $213,289.22 2) Authorize the City Manager, in a form approved by the City Attorney, to refurbish an existing Rescue Ambulance from Braun Northwest for a sum not to exceed$135,000. 3) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1) Braun Northwest Interlocal Proposal for one (1) 2019 North Star Type I Ambulance 2) Braun Northwest Budgetary Proposal for one (1) remount/refurbish North Star Type I Module Vehicle #2527-1 FISCAL IMPACT: Amount Budgeted: $135,000.00 Additional Appropriation: $0 Account Number(s): 601-400-3202-8105 STRATEGIC PLAN: Goal: 2 El Segundo is a safe and prepared City Objective: 1 The City has a proactive approach to risk and crime that is outcome focused and are prepared to respond appropriately when called upon with positive outcomes. ORIGINATED BY: Carol Lynn Urner, Senior Management Analyst REVIEWED BY: Chris Donovan, Fire Chief C'-&— APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION The El Segundo Fire Department ambulance transport program is one of the most valuable resources afforded the residents, workers and visitors who become ill or injured and is an integral part of the pre-hospital Emergency Medical Service (EMS) system. The ability to assess,treat and transport patients to local hospitals is critical and the 24-hour availability of two (2) 464 ambulances is of paramount importance for optimal performance. On December 24, 2018 the system was challenged as all three of the El Segundo ambulances were out of service for various mechanical reasons. The department was placed in a unique situation with the recent vehicle fire of Rescue Ambulance 31 (RA31), however there were two ambulance units available for service (RA32 and Reserve RA33). On December 12, 2018 RA32 was taken out of service for mechanical repairs. Using an existing shared apparatus agreement within Area G, the City of Manhattan Beach agreed to lend Reserve RA 21 for our use while repairs were made to our ambulance. Then on December 24, 2018 RA33 went out of service for several days, leaving only Manhattan Beach's Reserve RA21 as our only transport ambulance. If not for the Area G shared apparatus agreement, we would most likely rely on the services of a private ambulance company with extended response times to scene; not the level of service that is expected for our community. In response to these events staff began working with Braun Northwest to determine costs to purchase a new rescue ambulance, as well as costs to refurbish the existing custom box from the ambulance that caught fire and remount on a new chassis. In addition, while working with Braun Northwest, discussions with Chevron USA continued related to the local grant that was used to purchase a new fire engine. Following several meetings with Chevron and Braun Northwest, an agreement was reached whereby Chevron would purchase one (1) new rescue ambulance from Braun Northwest, using the El Segundo specifications as a continuation of the local grant, and the City could then purchase the refurbished, remounted ambulance using designed strike team reimbursement funds (this plan would have no impact on the general fund, as the grant from Chevron has no match and the funds from strike team reimbursements can only be used for fire department apparatus/equipment). Of significance to this new purchase plan is the type of chassis that the two ambulances would be built upon. After lengthy discussions with the ambulance manufacturer, Braun Northwest, it was determined that most agencies that purchased the "clean diesel" chassis were not going back to that model. According to Braun Northwest, the clean diesel emission system, using a selective catalyst reductions (SCR) with the use of diesel exhaust fluid (DEF), encountered routine problems. El Segundo Fire was no different as each ambulance routinely needed to go into a manual regeneration mode whereby the ambulance was not operable and ran at a high idle while the diesel particles in the catalyst exhaust system were burned off. The clean diesel system is premised on routine highway driving and long distances, allowing the burn-off process to occur automatically often times with the vehicle operator not event know the regeneration process was occurring. But because of start and stop driving over short distances, ambulances were not reaching the automated process and a manual override was required. Daily one or both of the El Segundo ambulances would go into the manual regeneration mode which placed the unit out of service for nearly 30 minutes while burning additional fuel and utilizing large amounts of the DEF fluid that had to be purchased. The trend in ambulance purchasing is leaning back to gas powered engines that meet California emissions standards and that is what staff recommends with the purchase of the two new ambulance chassis. The lead time for the purchase and manufacturing is significant, as we look to get our ambulance fleet back up to a normalized state of readiness. The new ambulance purchase will take nine (9) months to build, while the refurbished unit will take three (3) months once the manufacturer has possession of the rescue ambulance that was involved in the vehicle fire (there is no established 465 time line as the third party vendor that the City hired is working with Ford and the local dealership to conduct a comprehensive cause and origin investigation; delays seem to be coming from the two outside sources). Once the comprehensive fire investigation is complete RA31 will be shipped to Braun Northwest for refurbishing and remounting, with those costs included in the budgetary proposal. Staff is seeking City Council support to accept the Chevron grant of a new rescue ambulance and allow the expenditure of designated strike team reimbursement funds to refurbish and remount the existing customized box. It is anticipated that with this purchase plan the department will have two (2) new front rescue ambulances and one (1) reserve ambulance that is less than three years old, securing a solid position in meeting the 24-hour availability of two rescue ambulances. 466 Mpn11ft AFMIEL Ank 1 tANh6 Aff Awlkh� i IR AM AN = AAamplu ; Euvwx"em 150 North Star Drive / PO Box 1204/ Chehalis, WA 98532 / 360.748.0195 /800.245.6303 / fax 360.748.0256 INTERLOCAL PROPOSAL JANUARY 9th,2019 EL SEGUNDO FIRE DEPARTMENT ATTN: FIRE CHIEF, CHRIS DONOVAN 350 MAIN STREET,ROOM 5 EL SEGUNDO, CA 90245-3813 RE:ONE(1)2019 NORTH STAR TYPE I AMBULANCE BRAUN NORTHWEST IS PLEASED TO OFFER THE FOLLOWING PROPOSAL WINCH IS BASED UPON THE OPEN CITY OF EL SEGUNDO BID DATED 10/27/16 WHICH IS AVAILABLE FOR INTERLOCAL PURCHASE BY OTHER AGENCIES: ONE(1)2019 NORTH STAR 172-1 AMBULANCE ON A 2019 FORD F-450 4X2 AMBULANCE PREP GAS CHASSIS BASED UPON ENCLOSED"AS BUII,T"VEHICLE#2527-1 SPECIFICATIONS DATED 9/5/17 AND DRAWINGS DATED 10/18/17 WITH FOLLOWING CHANGE: • Utilize 2019 Ford F-450 4x2 Gas chassis BASE BID PRICE CITY OF EL SEGUNDO ....................................................$186,604.00 CHANGES TO SPECIFICATIONS ...............................................................$ 8.272.00 TOTAL F.O.B.EL SEGUNDO,CA ............................................................... 4 {] * Sales tax not included F.O.B.: EL SEGUNDO, CALIFORNIA. DELIVERY: APPROXIMATELY TWO HUNDRED SEVENTY(270)DAYS ARO. TERMS: NINETY PERCENT(90%)PAYMENT DUE UPON RECEIPT OF VEHICLE. BALANCE DUE IN THIRTY(30)DAYS. *Price above includes travel charges for 2 people flying out of Los Angeles,CA to Portland,OR and back,for pre-build and for final inspection. (Note: This bid is contingent on use of customer's Government Ford Fleet Identification Number.) Failure to secure a FTN will increase the price by the amount of the GPC chassis discount. Braun Northwest,Inc.is a Washington dealer(0991-A)with insurance information available upon request. Respectfully Submitted by: We agree to accept the above proposal: BRALN NORTHWEST,INC. EL SEGUNDO FIRE DEPARTMENT Im cCallum,V.P.Sales Signature Date c4miIq Printed Name Title TWsel Enclosures: Specifications,drawings EMERGENCY VEHICLES www.braunnw.cnm 467 ��wmuuk� A 1 Nik Aww Ank 1a A� MIF AALAIVIIII luvwlncw 150 North Star Drive/ PO Box 1204/ Chehalis, WA 98532/ 360.748,0195/800.245.6303 / fax 360.748.0256 BUDGETARY PROPOSAL JANUARY 9;'',2019 EL SEGUNDO FIRE DEPARTMENT ATTN: FIRE CHIEF CHRIS DONOVAN 350 MAIN STREET,ROOM 5 EL SEGUNDO, CA 90245-3813 RE: REMOUNT/REFURBISH NORTH STAR TYPE I MODULE VEHICLE#2527-1 BRAUN NORTHWEST IS PLEASED TO OFFER THE FOLLOWING PROPOSAL: REMOUNT/REFURBISH ONE(1)2017 MODULE VEHICLE#2527-1 ONTO A 2019 FORD F-450 4$2 AMBULANCE PREP GAS CHASSIS WITH SPECIFICATIONS TO FOLLOW. TOTAL F.O.B.EL SEGUNDO,CA.................................................................... 5114.1y1.Uilk Sales tax not included F.O.B.: EL SEGUDNO, CALIFORNIA DELIVERY: REMOUNT/REFURBISH TO BE COMPLETED WITHIN NINETY(90)DAYS AFTER RECEIPT OF NEW CHASSIS AND EXISTING VEHICLE. START OF PROCESS TO BE SCHEDULED BASED UPON NEW CHASSIS DELIVERY AND AGENCY'S OPERATIONAL SCHEDULE. TERMS: NINETY PERCENT(90%)PAYMENT DUE UPON RECEIPT OF VEHICLE. BALANCE DUE IN THIRTY(30)DAYS. It is understood that the used chassis is not road legal due to the transfer of such items as lights and mud flaps to new chassis. 'Transportation of used chassis remains the responsibility of agency unless chassis is traded-in. Any parts or pieces not transferred to the new chassis or reused,unless specifically noted,shall be included in trade-in value of chassis to reduce overall cost of this project. *Price above includes pick up charges for the vehicle,and travel charges for 2 people from Los Angeles, CA to Portland,OR and back,for pre-build and for final inspection. Braun Northwest,Inc. is a Washington dealer(0991-4)with insurance information available upon request. (Note:This bid is contingent on use of customer's Government Ford Fleet Identification Number.) Failure to secure a FlN will increase the price by the amount of the GPC chassis discount. Respectfully Submitted by: BRAUN NO T`HWEST,INC. t Tami cCallum,V.P.Sales TM/sel EMERGENCY VEHICLES www.braunrimcom 468 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19, 2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to execute a 5 year agreement with Kyocera Document Solutions to replace and service the City's multi-function printer fleet as well as implement PaperCut MF print control software. (Fiscal Impact: $516,454.00) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a 5 year agreement with Kyocera Document Solutions, in a form approved by the City Attorney, to replace the City's current multi-function printer fleet; 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Kyocera Document Solutions Proposal 2. PaperCutMF Software overview FISCAL IMPACT: $51,000 for FY 2018-19 (7 months) & $516,454.00 over 5 years of the contract Amount Budgeted: $51,000 remaining for FY 18-19 Account Number(s): 001-400-XXXX-6260 (Various Departments) Additional Appropriation: N/A STRATEGIC PLAN: Goal: 1A EI Segundo Provides unparalleled service to internal and external customers. Objective: I. City operations are unified and integrated II. City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Goal: 4A. EI Segundo's physical infrastructure supports and appealing, safe and effective community Objective: IID. Regularly assess Citywide facility needs meet safety standards and best practices Goal: 4B EI Segundo's technology supports effective, efficient, and proactive operations. Objective: IA. Successfully implement new technology as prioritized in the Technology Master Plan IID. Use the full potential of software IIE. Implement paperless goals 10 469 ORIGINATED BY: Shantae Duren, Information Systems Adminis Specialist D0 REVIEWED BY: Charles Mallory, Information Systems Dire APPROVED BY: Greg Carpenter, City Manager Q& BACKGROUND AND DISCUSSION: In April, 2013 the City of El Segundo entered into a 60 month lease agreement with Kyocera Document Solutions for a fleet of 24 multi-function printers (MFPs) with a $1 buy out at the end of the contract term. Upon the completion of the last in May, 2018 the City owned the fleet of MFPs and has continued to use these devices over the last 10 months,making the machines 6 years old. The lifespan of a MFP is considered to be 5 years; therefore the City is currently using out- of-date devices, which has had a negative impact on the daily productivity and efficiency of City staff in multiple locations. City staff has experienced issues such as slowness,paper jams,and the overall poor performance of their copiers due to that age of the machines. Replacing the City's MFP fleet with new machines and increased technology will ensure staff efficiency by improving all printing capabilities, all copier features, and reducing the amount of down-time caused when the out of date MFPs require service. The Information Systems Department received proposals from 4 vendors offering 4 different MFP model options. After an extensive review and price comparison, it was determined that entering into a new 60 month lease agreement with Kyocera Document solutions is the best option for the City. The new agreement will feature a number of benefits including a new MFP fleet that is 2 generations more advanced than the current fleet, an additional MFP at no extra cost to serve as a backup to the Police Records Department to insure their work will not be impacted by any potential servicing needs, and a $25,000 buy back payment for the 24 end of life machines the City now owns. Additionally the lease agreement will include a monthly print allowance of 75,000 black and white prints and 70,000 color prints which will help reduce the City's cost of printing.Kyocera has also lowered their per-print cost for any printing overages that the City may experience. The lease will also include all toner, parts, labor, and maintenance. The previous 60 month lease with Kyocera was not a direct lease which made it problematic when there were issues that needed to be resolved. The new lease will be directly through Kyocera which will allow for adjustments to the fleet as needed. We have been assured that if there are any reoccurring/unresolved issues with a device, Kyocera will now be able to replace the problem unit. In alignment with the City's strategic plan to implement paperless goals,the Information Systems department has set a goal to reduce the City's print volume by 5% and lessen our impact on the environment through the replacement of our MFP fleet and the implementation of a print management software called PaperCut MF. PaperCut MF will allow the system administrators to have full access to administration and configuration via a familiar web interface. PaperCut MF offers: • User directory integration and automatic user account creation • Secure print release and Find-Me printing • Administrator dashboard with real-time status updates • Print Archiving: Review job content visually • Optional client and account billing • Ability to encourage responsible use via popup notifications. 470 PaperCut MF includes over 80 one-click reports available for online viewing, printing or export. These reports can address areas ranging from detailed page logs to summaries by user,department, device or environmental impact. Administrators will also be able to apply print policies that intercept printing requests at the print server to control jobs according to policies that encourage or enforce good print behavior. The software also provides the capability to display popups to ask end users to confirm single sided output, automatically delete print jobs with incorrect paper sizes or suggest an alternative printer when a device is offline. PaperCut allows for both the administrators and end users to track their own activity in real-time, which will contribute to mindful printing practices. Entering into a new lease agreement with Kyocera for a new MFP fleet and the implementation of the PaperCut MF software is estimated to save the City approximately $6,000 or 6% a year. Additionally the Information Systems Department will work with Kyocera prior to the installation to insure that all units are properly sized for each Department's needs. This gives the opportunity to reduce cost by removing any unnecessary finishing features, or reducing MFP sizing where possible. To ensure customer satisfaction Kyocera will schedule quarterly meeting with staff to discuss the fleet's performance and evaluate the City's printing practices. If during a quarterly review it is determined that the print allowance included in the lease is higher than necessary,the City will have the option to reduce the print allowance and in return reduce the monthly lease payments. In conclusion the Department believes the overall efficiency and productivity of the City's staff will be increased by entering into a new 60 month service agreement with Kyocera Document Solutions. Not only will the departments be provided with a brand new MFP fleet, but the City will also save cost on printing and begin working towards its paperless goals by utilizing the PaperCut MF software. Staff recommends authorizing the City Manager to execute a 5 year agreement with Kyocera Document Solutions in the amount of$516,454.00 to replace and service the City's multi-function printer fleet as well as implement PaperCut MF print management software. 471 19 KHOIERBDocument Solutions ORANGE COUNTY • SAN DIEGO • LOS ANGELES INLAND EMPIRE • PHOENIX • TUCSON PROPOSAL & INVESTMENT PLAN City of EI Segundo _...••■I� KYOCERA. A TOTAL DOCUMENT SOLUTIONS PROVIDER -- FOR YOUR OEE.ICE. .- 5 .. The contents of this proposal are confidential trade secret information and intended forth e use of City of EI Segundo only. The contents herein may not be reproduced without the specific written permission of KYOCERA Document Solutions. This is a proposal only and informative in nature.Actual contract terms and conditions,as well as final pricing,may change,and will be submitted upon your request. Pricing based upon customer accenting delivery on or before March 15,2019., BY: Sara Hashimi DATE: 1/11/2019 Phone 800.996.9591 Fax 949-580-2141 www.kyoceracabranch.com 472 19 KYO[ERaDocument Solutions ORANGE COUNTY • SAN DIED O • LOS ANGELES • INLAND EMPIRE • PHOENIX • TUCSON PROPOSED SOLUTION : COMPLETE REFRESH Copiers CITY MODELDESCRIPTION 7 TASKalfa 3552ci 35 PPM C LO_ _Copier, Printer, Scanner& Fax 10 TASKalfa 4052ci 40 PPM C LO. Copier, Printer, Scanner& Fax 1 TASKalfa 6052ci 60 PPM C LO Copier, Printer, Scanner& Fax 1 TASKalfa 7052ci 70 PPM C 1-0-- Copier, Printer, Scanner& Fax 1 TASKalfa 8052ci 80 PPM C LOQ Copier, Printer, Scanner& Fax Desktop Copiers MODELCITY . . • 3 Ecosys 3655idn 57 PPM B/W Desktop Copier, Printer, Fax& C LO Scanner Phone 800.996.9591 • Fax 949-580-2141 www,kyoceracabranch.com 473 CC KYOEER2CIlocument Solutions ORANGE COUNTY • SAN DIEGO • LOS ANGELES • INLAND EMPIRE • PHOENIX • TUCSON Document Management Program Pricing . 0 Month Lease $6,490 L� Card Reader Pricing for 23 Devices* — 60 Month Lease $192 *Contingent upon compatibility Auto Store Renewal to work with Cleo System $142 All-inclusive service agreement which includes the following ColorMonthly Black Monthly Black I Volume Color . Overages Overages 75,000 70,000 .005 :042 End of 2018 promo! ! Additional copier for the Records Dept. to use as a back up for FREE! MODELCITY . • . 1 TASKalfa 7551ci 75 PPM C OPI Copier, Printer&Scanner Payment Includes: • Buyback 24 machines/return to KDS West • Trade in check for$25,000 ■ Replace 23 MFP's with newer technology ■ Installation of KYOCERA FLEET SERVICES SOFTWARE • Delivery, Installation and Training for new devices • All Toner, Parts, Labor, Maintenance, etc. ■ ALL you pay for is PAPER & STAPLESI l Phone 800.996.9591 Fax 949-580-2141 www.kyoceracabranch.com 474 CC KYOURaDocument Solutions ORANGE COUNTY • SAN DIEGO • LOS ANGELES • INL4ND EMPIRE • PHOENV • TUCSON PaperCut Quote PaperCut Solution Purchase Price: $14,100 DESCRIPTION Purchase Price PaperCut Solution with Support for first year $2,305 PaperCut Solution with Support for year 1 & 2 $4,158 PaperCut Solution with Support for year 1-3 $5,187 PaperCut Solution with Support for year 1-4 $6,337 PaperCut Solution with Support for all 5 years $6,914 End of 2018 promotional pricing listed below (20% off): DESCRIPTION Purchase Price PaperCut Solution with Support for first year $1,844 PaperCut Solution with Support for year 1 & 2 $3,327 PaperCut Solution with Support for year 1-3 $4,150 PaperCut Solution with Support for year 1-4 $5,070 PaperCut Solution with Support for all 5 years $5,531 Payment Includes: 400 user licenses • Up to 25 MFP licenses Kyocera professional services support for installation Phone 800.996.9591 Fax 949-580-2141 www.kyoceracabranch.com 475 le KYOEERaDocument Solutions ORANGE COUNTY • SAN DIEGO • LOS ANGELES • INLAND EMPIRE - PHOENIX • TUCSON ADVANTAGES ❖ Replacing existing printers & copiers with 23 Brand New Devices!! Complete Refresh! ❖ Same low cost per page for ENTIRE FLEET! ❖ Standardizing your equipment throughout the fleet: ✓ Copiers all have the same COLOR Touch Panels ✓ One Driver for the entire product line ❖ New fleet will consist of (8) different models and only (8) different toner types! ✓ Reduces storage space for toners ❖ Right sizing your fleet to meet your company's needs ❖ One Company, One Invoice and One Service Provider for all your Document Management needs ✓ Reduce multiple different contracts into one ❖ Kyocera Fleet Services Software - Remote Monitoring of your entire fleet: ✓ Meter Reads ✓ Toner Levels ✓ Service Alerts ❖ One Fixed Cost vs. Variable Hidden Costs associated with Printers & Copiers ❖ Kyocera's Ecosys Technology helps your company become more GREEN EFFICIENT! Our technology helps reduce the waste associated with printing! Phone 800.996.9591 Fax 949-580-2141 www.kyoceracabranch.com 476 19 KY01ERaDocument Solutions ORANGE COUNTY • SAN DIEGO • LOS ANGELES • INLAND EMPIRE • PHOENIX • TUCSON PERFORMANCE ASSURANCE Emergency Response Guarantee When you contact our Customer Response Center, certified service engineers will attempt to respond to your emergency service calls at your location within three business hours. In no event will our average response time, measured over ninety days, exceed four(4) business hours. Up-Time Guarantee No piece of equipment covered by this agreement will experience less than 95% uptime for any two consecutive quarters. In the event that equipment availability is less than guaranteed, PROBLEM UNIT WILL BE REPLACED WITH SAME OR EQUIVILANT UNIT, AT NO ADDITIONAL COST TO CUSTOMER. Qualified Downtime Calculations begin at the time KMA receives the emergency service call and continues until the service call is completed by a KMA technician and the piece of equipment is properly operational. Recognized Business Hours Is Monday through Friday from 8:00 a.m. until 5:00 p.m. excluding published KDS holidays. An annual list of KDS holidays will be provided upon request. Loaner Equipment We will deliver and install similar or upgraded equipment for your use at no added cost in the remote event that we are unable to repair the equipment within 48 hours until the original equipment is repaired. Obsolescence Assurance If we determine that the equipment cannot be economically serviced (both parties agree to a time period no longer than six months)we will give you (7) days written notice and replace the equipment at no added cost, with other equipment of similar capacity and features. Use Maintenance and Repair If a move of the equipment is necessary, it may only be moved to a new location within the service boundaries of Kyocera Document Solutions West, LLC. If the equipment is moved within the service boundaries of Kyocera Document Solutions West, LLC, no additional charge per impression will be added. Phone 800.996.9591 Fax 949-580-2141 www.kyoceracabranch.com 477 PaperCutMF Complete controlover copy, PaperCut MF is . simple, low cost • a e application that - • take control • manage your printers, copiers • multi-function •- Eliminate waste,encourage responsible behavior and make users and Track all MFDs/Printers departments accountable for their print usage. Secure Print Release PaperCut MF includes embedded software that runs on your copier/ MFD to enable tracking,control and secure print release directly from Control and Report Use the device's panel, Recover Costs PaperCut MF is suitable for sites of any size,with a cross-platform Enforce Print Policy and vendor-neutral approach to technology and device support. PaperCut's solutions are currently in use in over 50,000 sites worldwide Minimize Waste and translated into 20 languages,making PaperCut MF a product you Enable BYOD Printing can trust with a high return-on-investment. _ iriaa a mewu.+. �zwce runcnein x., 0 `_ ,.....� ..w ..-.,. 0 n w sales(a papercut.com ©2017 Papercut Software International Pty Ltd.All rights reserved. www.papercut.com 478 PaperCut MF is regarded as the simplest system of its type to PaperCut MF provides'but of the box"browser-based deploy and manage.System administrators have full access to administration access from any network location enabling administration and configuration via a familiar web interface. centralized management of every user and device.Web It offers: technologies make cross-platform support easy as there is 11, User directory(eg.Active Directory and others) no need for additional software to be installed and no web integration and automatic user account creation server configuration. ltSecure print release and Find-Me printing A key feature of the administration interface is the dashboard tab—an easy-to-read single page view of the printing / Administrator dashboard with real-time status updates environment for administrators.The Dashboard page utilizes llt,, Print Archiving:Review job content visually a number of gadgets to present key real time information E Optional client and account billing such as system activity and status updates,along with trend 10, information and statistics from past activity such as number Ability to encourage responsible use via of pages printed and environmental impact measures. popup notifications Color print Kh .• Consider minting in grayscale to reduce costs Prmt)oo Carails Do[umeraname-ko-i—rri:Jia:�.�i:'�tONi,"•.ilA i{';t�ty.,,r; }y Pnnter laptop-damien�Global Print Queue Pages 1 Cost 50.50 1( e This print job is color and costs$OSO.You can save money by printing the fob in grayscale. ,,,a• L- Do you want to prim this tob? Print Cancel _ �.......-mow.• . '.. Advanced scripting can be used to define and finely tune your printing policy,and support your organization in _ eliminating waste and changing user behavior. With PaperCut you can: PaperCut includes over 80 one-click reports available for 01, online viewing,printing or export.Reports address all areas Automatically route largejobs to detected high ranging from detailed page logs to summaries by user, volume printers department,device or environmental impact Administrators It- Discourage printing of emails via popup print can create ad-hoc reports by applying filter conditions and policy warnings reports can be emailed to specified people on a regular Convertjobs to grayscale and duplex schedule. b Discourage or disable color printing by user group More information is at www.papercut-com/tour/report/ 10, Least cost routing(suggest more cost effective devices based on conditions) 10- Allow free printing(e.g.during class times) 10 Define action byjob attribute,user/group,period of day,device feature/type. 479 J PaperCut's Find-Me printing feature enables users to print to PaperCut administrators can utilise these features to ensure a global virtual queue,Jobs are paused and only printed when users are answerable to their printing. the user releases thejob at any compatible MFD/printer: PaperCut's Print Archiving empowers approved OImproved document security and convenience. administrators to browse and review the content of print Reduce IT administrators need to manage multiple print activity within their environment Alongside the powerful drivers and queues for both workstations and notebooks, tracking and reporting functionality built into PaperCut, this gives system administrators a wide range of auditing 10, Find-Me printing minimizes waste and has been functions. shown to reduce printing output by up to 20%in busy office environments. Watermarking can automatically add a username or other metadata to the Support for multiple release methods ranging from auto bottom of every page e.g,to indicate a release on authentication to active releasejob-by-fob. the document owner.Watermarking may include a unique digital signature which allows you to track document ff origin to enhance security and o °°I encourage responsible printing. .,:)Iv- ;mobile and BYOD print-inn 0 Managing printing is getting hard!As more and more mobile devices enter the market,people's desire to print from these continues to increase.PaperCut has a range of simple solutions to allow users to print from whatever BYOD or mobile device at their disposal.No matter the operating R system,their location,the file format or the brand of printer :.1`?i1=L �'_i. �� our solutions can manage it. Today's MFDs are smarter.They have touch screens and the Our latest offering Mobility Print allows users to quickly ability to run software directly on the device's panel.PaperCut discover and print to any printer,without requiring any leverages this technology to bring new features to each assistance.It takes away the complexities when working device. across different platforms and devices,while still providing the One of the key features is user authentication—only allowing benefits of PaperCut's standard print charging/accounting/ device access to authorized users,At the quota process. simplest level users can authenticate with network username and password via an onscreen keyboard.In addition many environments will implement ID card authentication.Card numbers can be extracted from your network's user directory or a database(e.g.door access control system),alternatively users can self-associate their card on first-use. Card types include magnetic stripe,proximity(HID,Mifare& Legic)and bar codes,and PaperCut supports many brands of "� . USB card readers including RFldeas,Elatec and OmniKey.Off the shelf standard USB and network card readers are available from leading suppliers.PaperCut have a global network of a o hardware experts(Authorized Solutions Centers)should you require technical assistance,advice or onsite support of both software and hardware. 480 Users can operate in either credit or debit,with defined PaperCut MF comes with a simple to implement voucher account rules including how and how often an account system for purchasing additional print credit.Administrators is credited.Use network groups to define how additional can print out a batch of single-use cards with a pre-defined quota/credit is assigned.Use network groups to define value.Users redeem cards by entering the card's unique how additional quota/credit is assigned-,for example,allow code on a web page. a specific group of users to accumulate their quota while others operate on a"use it or lose it"basis. Give end users the ability to make payments into their PaperCut account using payment gateways.Payment End users have access to a set of web tools to track their gateways allow third party systems to connect to PaperCut own activity in real-time,query their account balances,and in a supported manner.Common gateways include view their transactions—withouttheneed for intervention leading providers like PayPal and Authorize.Net which from administrators.The end user interface is fully allow real-time online payments via credit card.PaperCut customizable,so you can design a look and feel to match also supports closed or internal payment systems such your website or intranet pages, as a main college funds account.Hardware gateways are available to support a range of cash loaders,self-service kiosks and bill and coin boxes.For hardware,please refer to a PaperCut MF Authorized Solution Center. Summary Add Credit using PayPal v--. Activity . .. w. �. a ... Environmental Impact •'�— """ " r' End users can easily manage their account balances and add credit via online and onsite methods salesl7a papercut.com ©2017 Papercut Software International Pty Ltd,All rights reserved. 481 PaperCutMF PaperCutTop 10 Reasons to use PaperCut MF - easy way to automatically monitorand manage copying • printing in yourorganization, giving you controlover your • r environmental impact. - • - printjobs on - print server • analyzes applying rules to enforce • print policies. 1 Cut Waste and Your Carbon Footprint Encourage responsible printing with PaperCut MF quotas and print policies,cutting paper and toner costs and power usage.At-a-glance More benefits reporting on CO2 and carbon emissions—by CO2 volume or by tree— of PaperCut shows the impact. 2 Apply Print Policies Enterprise-Wide Control costs With PaperCut MF,printing requests are intercepted at the print w Lh simple account,bill server to controljobs according to policies that encourage or enforce or charge for every copy good behavior.Usejob filtering to advanced scripting(JavaScript)to print,scan and fax implement policies and improve device utilization. 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IML via login,account code 4 Enable Find-Me/Secure Print Release orlD/access card PaperCut MF protects confidential documents and slashes the volume Enforce of unclaimed printouts by ensuring users release printjobs at the point responsible use using of printing.With Find-Me printing,users queue printjobs to a virtual rules,limns and auto- queue,and then release them for printing on a specific device.Secure notifications Print Release requires user authentication before printing,ensuring that only authorized users can print and collect sensitive documents. PaperCut MF can also be configured to require print approval,ensuring managers,teachers or SysAdmins authorize the printing of anyjob. sales(5)pa pe rcut.co m ©2017 Papercut Software International Pty Ltd.All rights reserved www.papercut.com 482 Top 10 Reasons to use PaperCut MF 5 Monitor and Report on Usage Real-time monitoring and reports address all areas of print/copy/fax/ PaperCut is used scan management,ranging from detailed page logs to summaries by by more than 50,000 user,department,device or environmental impact.PaperCut MF offers more than 50 reports out of the box,in PDF,HTML or Microsoft Excel organizations in 100+ (.csv)format.Access reports from any web browser,or schedule them to Countries to Cut Costs be automatically generated and emailed.You can set up reports to use your own header,and create reports with custom data by specifying date and environmental ranges,filtering and sorting by the data available. impact. 6 Deploy Simply _ An installation wizard installs server software and then proceeds to = "� automatically detect printers and multi-function devices on your network. and filtering services-and Create users and groups automatically from directory services including :- - • ; , . =r Active Directory,Open Directory,Novell eDirectory of LDAP,Install wizards r,_.• _ ;._ . 7� help you define user access rights,page costs and quotas.Client software is optional and can be run directly off server share avoiding the need to install/deploy locally. PaperCut MF integrates with printers and multi-function devices from all _ _.�),r a-s,, Y r-,Ils. major vendors. Tony Ayre, Administer Centrally, Manage Easily IT Manager, PaperCut MF provides browser-based administration access from any Minehead Middle School network location,providing advanced administration and configuration options in an intuative user interface. End users have access to a set of web tools to track their own activity in real-time,query their account balances,view transactions,and transfer credit to other users. Integrate with Your Intranet and Other Systems A customizable web interface ensures you can easily integrate with your intranet site,and a fully documented API and scripting interface let you integrate PaperCut MF with other IT systems. Ci Scale Up Effortlessly Modern software design and architecture provides scalability for networks of all sizes,from five to 500,000 users.Regardless of the number of servers and end users on your network,PaperCut MFwill meet your needs. 0 Maximize Uptime and Availability PaperCut MF delivers a robust approach to maintaining service by clustering at the print spooler,application server and database (for cluster-aware databases),as well as automatic fail-over protection against single points of failure. sales2papercut.com ©2017 Papercut Software International Pty ltd All rights reserved. 483 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19, 2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to approve the El Segundo Senior Housing Board Corporation (Park Vista) proposed annual budget for calendar year 2019. (Fiscal Impact: None to the General Fund) RECOMMENDED COUNCIL ACTION: 1. Approve the 2019 Park Vista Annual Budget; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Park Vista 2019 Budget Detail FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 5b 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. ORIGINATED BY: Arecia Hester, Recreation Superintendent REVIEWED BY: Meredith Petit, Director of Recr ation and Parks APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On January 23, 2019, the El Segundo Senior Housing Board approved the 2019 Annual Budget for the Park Vista Senior Housing apartments located at 615 East Holly Avenue at a special meeting for the El Segundo Senior Citizen Housing Board Corporation. The budget reflects some slight increases. The increase in Operating Expense is due to an anticipated increases for maintenance, utility fees and services. The increased Net Operating Income is due to the completion of the loan payment as well as rent increases. 2018 2019 Variance Increase/Decrease Operating Income $637,500 $729,180 $91,680 14.4% Operating Expense $448.200 $480,540 $32,340 7.2% Loan Payment $0 $0 $0 0% Net Operating Income $189,300 $248.640 $59,340 31.3% 484 Budget Detail Cadman Group Properties: Park Vista-615 E. Holly Avenue EI Segundo, CA 90245 Period Range: Jan 2019 to Dec 2019 Consolidate: No Account Name Jan 2019 Feb 2019 Mar 2019 Apr 2019 May 2019 Jun 2019 Jul 2019 Aug 2019 Sep 2019 Oct 2019 Nov 2019 Dec 2019 Total Percent Park Vista-615 E.Holly Avenue EI Segundo,CA 90245-Fiscal 2018 Budget Income RENT Rent Income 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 58,900.00 706,800.00 96.93 Parking 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450.00 1,450,00 17,400.00 2.39 Income RENT 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 60,350.00 724,200.00 99.32 Laundry 415.00 415.00 415.00 415.00 415.00 415.00 415.00 415.00 415.00 415.00 415.00 415.00 4,980.00 0.68 Income Total Budgeted 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 729,180.00 100.00 Income Expense Fire Service 335.00 335.00 335.00 335.00 335.00 335.00 335.00 335.00 335:00 335.00 335.00 335.00 4,020.00 0.84 Maintenance 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00 96,000.00 19.98 Elevator 850.00 850.00 850.00 850.00 850.00 850.00 850.00 850.00 850.00 850.00 850.00 850.00 10,200.00 2.12 service Gardening 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 1,350.00 16,200.00 3.37 Management 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 14,500.00 174,000.00 36.21 Fees Pest Control 291.74 291.66 291.66 291.66 291.66 291.66 291.66 291.66 291.66 291.66 291.66 291.66 3,500.00 0.73 Insurance- 0.00 0.00 19,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 19,000.00 3.95 Property Licenses and 35.00 35.00 35,00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 420.00 0.09 Permits Electricity 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 1,500.00 18,000.00 3.75 Gas 950.00 950.00 950.00 950.00 950.00 950.00 950.00 950.00 950.00 950.00 950.00 950.00 11,400.00 2.37 Water 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 3,750.00 45,000.00 9.36 Telephone/ 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 12,000.00 2.50 Internet Oo Cable/ 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 4,300.00 51,600.00 10.74 07 Television Office Supplies 300.00 300.00 300.00 300.00 300.00 300.00 300.00 300.00 300.00 300.00 300.00 300.00 3,600.00 0.75 Uniforms 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 600.00 0.12 Created on 01/22/2019 Page 1 Budget Detail Account Name Jan 2019 Feb 2019 Mar 2019 Apr 2019 May 2019 Jun 2019 Jul 2019 Aug 2019 Sep 2019 Oct 2019 Nov 2019 Dec 2019 Total Percent Advertising& 625.00 625.00 625.00 625.00 625.00 625.00 625.00 625.00 625.00 625.00 625.00 625.00 7,500.00 1.56 Promotion Entertainment 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 1,800.00 0.37 Bank Service 6.25 6.25 6.25 6.25 6.25 6.25 6.25 6.25 6.25 6.25 6.25 6.25 75.00 0.02 Fees Postage 10.49 10.41 10.41 10.41 10.41 10.41 10.41 10.41 10.41 10.41 10.41 10.41 125.00 0.03 Professional 458.37 458.33 458.33 458.33 458.33 458.33 458.33 458.33 458.33 458.33 458.33 458.33 5,500.00 1.14 Fees Total Budgeted 38,461.85 38,461.65 57,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 480,540.00 100.00 Expense Total Budgeted 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 60,765.00 729,180.00 100.00 Income Total Budgeted 38,461.85 38,461.65 57,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 38,461.65 480,540.00 100.00 Expense Net Operating 22,303.15 22,303.35 3,303.35 22,303.35 22,303.35 22,303.35 22,303.35 22,303.35 22,303.35 22,303.35 22,303.35 22,303.35 248,640.00 100.00 Income Other Income Interest on 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 600.00 100.00 Bank Accounts Total Budgeted 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 600.00 100.00 Other Income Do O) Created on 01/22/2019 Page 2 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19, 2019 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to approve the proposed fee schedule for the City of El Segundo— Wiseburn Unified School District Aquatics Center(2240 E. Grand Avenue)to include off-peak hourly rental rates titled "Non-Prime Time" for user groups that are categorized as a non-profit organization renting swimming pool lanes before the hours of 3:00pm or after 8:00pm on weekdays or before 12:00pm on weekend days. (Fiscal Impact:None) RECOMMENDED COUNCIL ACTION: (1) Approve a resolution to adopt the proposed fee schedule to establish discounted rental rates for non-profit renters before 3:00pm and after 8:00pm on weekdays and before 12:00pm on weekends; and, (2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: (1) Proposed fee chart FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: None Account Number(s): N/A 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. ORIGINATED BY: Meredith Petit, Director of Recreation and Parks REVIEWED BY: Meredith Petit, Director of Recreation and Parks APPROVED BY: Greg Carpenter, City Managed' BACKGROUND & DISCUSSION: On February 5, 2019, the City Council approved an expanded fee schedule for hourly rental rates at the City of El Segundo—Wiseburn Unified School District Aquatics Center, located at 2240 E. Grand Avenue, to include user group categories of For-Profit, Non-Profit, and Alternate Use. Furthermore, the fee schedule adjusted the hourly rates based on the term of agreement with a user group,providing for a discount for ongoing renters who utilize the facility and average of ten or more hours per week. To provide further discounts to non-profit groups who desire to utilize the facility during times of the day that the facility would not otherwise be fully maximized, the City Council directed staff to establish a third rate.The proposed off-peak,or"Non-Prime Time"rental rates follow the same pattern of discount of$5 off per lane per hour for short-course lanes and $10 off per lane per hour for long- course lanes. The complete schedule of fees is recommended as follows (table on next page): 12 487 Short Term Rental Long Term Rental Non-Prime Time City of EI Segundo Wiseburn Unified Hourly Rate Hourly Rate Hourly Rate School District Aquatics Center Before 3pm or After 8pm weekdays and Before 12pm (<10hrs/week) (! 10hrs/week) weekends Competition Pool Short Course- For Profit $25 $20 n/a Long Course- For Profit $45 $35 n/a Short Course- Non-Profit $20 $15 $10 Long Course- Non-Profit $40 $30 $20 Half Pool -Alternate Use (Non-Profit) $85 $65 n/a Full Pool -Alternate Use (Non-Profit) $200 $150 n/a Teaching Pool For Profit $25 $20 n/a Non-Profit $15 $10 n/a Full Pool - For Profit $100 $80 n/a Full Pool - Non-Profit $500 $40 n/a If approved, fees will be effective immediately. 488 RESOLUTION NO. A RESOLUTION ADOPTING NEW FEES FOR THE EL SEGUNDO-WISEBURN AQUATICS CENTER BE IT RESOLVED by the Council of the City of EI Segundo as follows: SECTION 1: The City Council finds as follows: A. The City Council may establish fees for the use of park property and facilities pursuant to state law (Gov. Code § 37112); B. Fees and charges imposed for entrance to or use, rental or lease of governmental property are excepted from the definition of "tax" under Proposition 26 and may be adopted by the City Council (Cal. Const. art. XI I IC, § 1(e)(4)); C. In addition, EI Segundo Municipal Code (ESMC) § 9-8-6 allows to fees for the use of park property and facilities to be established by City Council resolution; D. Based on the recommendation of the City Manager and the Director of Recreation and Parks, the City Council believes that it is in the public interest to establish the recommended fees. SECTION 2: The City Council approves and adopts the fees attached as Exhibit "A" and incorporated into this Resolution as if fully set forth. Such fees will be incorporated into the City's fee schedule. SECTION 3: This Resolution is exempt from review under the California Environmental Quality Act (Cal. Pub. Res. Code §§ 21000, et seq.; "CEQK) and CEQA Guidelines (14 Cal. Code Regs. §§ 15000, et seq.) because it establishes, modifies, structures, restructures, and approves rates and charges for meeting operating expenses; purchasing supplies, equipment, and materials; meeting financial requirements; and obtaining funds for capital projects needed to maintain service within existing service areas. This Resolution, therefore, is categorically exempt from further CEQA review under § 15273 of the CEQA Guidelines. SECTION 4: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. SECTION 5: The City Clerk will certify to the passage and adoption of this Resolution; will enter the same in the book of original Resolutions of said City; and will make a minute of the passage and adoption thereof in the record of proceedings of the City Council of said City, in the minutes of the meeting at which the same is passed and adopted. 489 PASSED AND ADOPTED this 19th day of February, 2019. Drew Boyles, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 19th day of February 2019, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Tracy Weaver, City Clerk APPROVED AS TO FORM- Mark D. Hensley, City Attorney 490 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action to receive an informational report on the use of the professional and technical services for the Department of Planning and Building Safety for the first quarter of the Fiscal Year(FY) 2018-19. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Receive and file an informational report on the Department of Planning and Building Safety use of professional and technical services for the first quarter of FY 2018-2019. 2. Alternatively, discuss and take other possible action related to this item. FISCAL IMPACT: None Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 5(b) El Segundo Approaches its work in a fiscally strategic and responsible way. ORIGINATED BY: Lukas Quach, Building Safety Manager and Gregg McClain, Planning Manager o&17 REVIEWED BY: Sam Lee, Planning and Building afety Directo APPROVED BY: Greg Carpenter, City Manager2�_ BACKGROUND During the council meeting regarding the budget for Fiscal Year 2018-2019, the City Council requested that staff returns with a quarterly report on the use of the Professional and Technical Services Fund. BUILDING SAFETY DIVISION The Building Safety Division is responsible for ensuring public safety,health and welfare through enforcement of building codes, city standards, and state and federal regulations that govern building design, construction, maintenance, repair, removal, demolition and occupancy. The Building Safety Staff provide permitting, plan check, inspection, and code enforcement services for construction in the city. The staff assist customers to achieve compliance with the many disciplines of construction such as grading, storm-water/LID, soils/geology, architectural (life safety), structural, energy conservation, disabled access, mechanical, electrical, plumbing, and Cal-green requirements. -13 491 The Building Safety Division is comprised of four functional sections that work together to receive and coordinate plans: review and approve design; collect fees and issue permits; enforce compliance through inspection; and ensure maintenance through code compliance enforcement. The staff strives at all times to achieve the highest professional standards and to provide exceptional personalized service that is streamlined, timely, and cooperative. The construction industry is intrinsically cyclical. The workload that it creates for the City tends to move in peaks and valleys. This poses a challenge for the department to structure its staffing level, as the level is service is expected to remain consistent there will be times of over or understaffing. Furthermore, the Building Safety Staff is small, with only one or two employees in each section. Submittal of one big project can overload the schedule. Additionally, the myriad of building disciplines that is required to be reviewed and enforced makes it impossible for a small staff to have adequate depth and breadth of knowledge to properly ensure compliance. In bigger jurisdictions, most of the many disciplines involved have their own divisions or bureaus with numerous subject matter experts. To mitigate this challenge, the Department's strategy has been to staff full time employees(FTE) to the base level of demand and utilize the technical and professional services of consultants to meet the sporadic demand for increased workload. The employment of this strategy has the benefit of not incurring the long term PERS liability associated with FTE while meeting the time and quality expectations of our customers. For the first quarter of FY 2018-2019, the Building Safety Division utilized the following consultants to provide permitting, plan review, and inspection services to maintain a consistent customer service level due to work load fluctuation as well unfilled staff positions. • JAS Pacific: JAS Pacific provides code enforcement,plan check and inspection consulting services for the Building Safety Division. The City has utilized JAS Pacific since 2008. For Q1 FY18-19, the Department paid JAS $24,433 for the services of a Permit Tech. • J Lee Eneineerini2 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. For Q FY 18-19, J Lee Engineering, Inc. was compensated with total of$60,325 for the services of a Permit Tech, an as-needed Building Inspector, and offsite plan review. • Haver Consultants,Inc.: Hayer provides plan check and inspection consulting services for the Building Safety Division. The City has utilized Hayer Consultants since 2015. The Department paid Hayer Consultants $26,905 for providing the onsite service of an MEP plan check engineer. Building Division Consultant Services - Q1 FY 2018-2019 Service Provided Consultants FY 18-19 Q1 Building Inspector Kee Engineering $ 14,980 $ 4,980 13% Licensed Permit Specialist AS Pacific $ 24,433 Licensed Permit Specialist Ree Engineering $ 10,706 $35,139 31% Plan review (Accelerated) JLee Engineering $ 25,872 Plan review (On-site MEP) Hayer Consultants $ 26,905 Plan review (regular) Ree Engineering $ 8,767 $ 61,544 55% $ 111,663 100% 492 The total revenue generated by Building Division for the Q1 of FY 2018-2019 was close to $1 million. The total expenditure for professional and technical services was $111,663, which is 44 percent of the total budget of$255,000 for Professional and Technical Services for FY 2018-2019. Three-quarters of this expenditure ($84,048) can be covered by the salary savings from vacant positions. When categorized by functions, the percentage of the Q1 FY 2018-2019 professional and technical services payment for plan review, permitting, and inspection are 55, 31, and 13 percent respectively. ' Building Division Metrics - Q1 FY 2017-2018 vs. Q1 FY 2018-2019 Q1 FY 17-18 Q1 FY 18-19 Total Q1 Revenue $893,797 $981,546 Number of Permits 418 425 Number of Plan checks 324 311 Number of Inspections 1780 1650 Professional/Technical Services expenditures $190,138 $111,663 Building Division Salary Saving- Q1 FY 2018-2019 Unfilled Positions Q1 FY 18-19 Salary Savings from Quarterly Salary Vacancies Savings Sr. Plan Check Engineer $ 166,636 $ 41,659 MEP Plan Reviewer $ 106,263 $ 26,566 License/Permit Specialist 1* $ 82,287 $ 6,329 License/Permit Specialist II* $ 82,287 $ 9,494 $ 84,048 Note: *License/Permit Specialist I was filled on10/29/2018. License/Permit Specialist ll was filled on 11/13/2018. Salary Saving was prorated accordingly. Going forward, consultant services for permit tech staffing is no longer needed with the recent hiring of two Permit Specialists as FTE in October/November. The goal of being less dependent on consultants for staffing is already being realized. The number of FTE has steadily increased from 3 in 2017 to 7 with the recent additions (see below table). The Division still has the Senior Plan Check Engineer and MEP Plan Reviewer positions to fill. With help from the Human Resources Department, staff has been actively recruiting for a Senior Plan Check Engineer. Several rounds of recruitment have not been successful. The MEP Plan Reviewer position is a new position and needs to be created and formalized by Human Resources. Management is committed to filling these positions as soon as possible. 493 Department-Full Time Employee Staffing(not including Administrative staff) 2015 2016 2017 2018 Planning FTE 2 4 5 5 Vacancy 4 2 1 1 Building FTE 3 5 5 7 Vacancy 5 4 4 2 Total PBS FTE 5 9 10 12 Vacancy 9 6 5 3 Building 12/14/2015 Building Manager hired 9/12/2016 Code Enforcement Officer hired 3/31/2017 Building Inspector retired. 9/11/2017 Building Inspector hired. 3/26/2018 Plan Check Engineer hired. 10/29/2018 License Permit Specialist II hired. 11/13/2018 License Permit Specialist I hired. Planning 2015 Assistant Planner hired 6/29/2016 Planning Manager hired 9/6/2016 Principal Planner hired 7/31/2017 Planning Tech hired. 2/23/2018 Planning Assistant resigned 11/11/2018 Planning Assistant promoted Positions for Recruitment -Senior Plan Check Engineer - Plan Examiner(Mechanical, Electrical, Plumbing) PLANNING DIVISION Similar to the Building Safety Division, the workload of applications handled by Planning fluctuates over time. Unlike with Building Safety, however, variation in planning application volume is expressed over a period of months or years and is correlated to the relative health of the economy. Over the past several years the Planning Division reduced the number of consultants standing in for full time staff from five to zero as of October of 2018. Two consulting firms are currently under contract to provide basic planning services on specific projects that are funded by applicant reimbursement agreements. These have no impact on the General Fund. Similarly,there are four CEQA consultants currently paid through applicant-funded reimbursement agreements and one consultant is providing housing analysis. Also similar to the situation with Building Safety,the field of planning is now populated by subject matter experts that are infeasible for a small department to keep on staff. This is especially the case when dealing with CEQA as challenges to development permits typically focus on the technical studies related to environmental impact reports and other CEQA documentation. These specialists 494 include general CEQA consultants that can assemble the necessary team of traffic, greenhouse gases, noise, storm water, historic resources, biology, and air quality experts,just to name some of the subject matter experts needed to conduct an environmental impact report. Although most of our high-level CEQA work is funded through reimbursement agreements, there are many times, especially in preliminary stages before a formal application is made, that the Planning Staff will consult with CEQA experts. Therefore it is desirable to have one or two CEQA consultants under contract and to have sufficient funding for that purpose. In addition to general CEQA consultants, the City has found it helpful in the past to have on-call contracts with traffic engineering firms. This allows Staff to use expert advice when dealing with small-scale applications that are not feasible to process with reimbursement agreements.These can include modification to previously approved entitlements, for example. As a result of the Smoky Hollow Specific Plan's EIR, there will be a need for similar services from historians, biologists, and archaeologists in the future. There is also increased awareness that the new public benefits plan required for certain developments in Smoky Hollow will necessitate the use of an economic analyst. This will ensure that the staff and the City Council will have the benefit of economic expertise on our side of negotiations without the need to create a City Economist position. Most of the Planning Division's professional services budget is used for public services associated with the Community Development Block Grant (CDBG) program. The City's share of CDBG is a small portion of the allocation to Los Angeles County and amounts to about $50,000 per year. Not more than 15 percent of those funds ($7,500) can be used for qualified public services,which is quite inadequate to make much of an impact. Over the years the City has instead opted to fund certain public services from the General Fund(Planning professional/technical budget) so that the full CDBG allocation can be used for other programs. The City uses about$44,000 for these public service projects each year to provide home care, meals and healthcare to qualified residents. 495 Planning Divisions Consultant Services, Q1 FY 2018-2019 Subiect Matter Exuerts (Planning Professional/Technical Budget) Consultant Contract Scope Q1 Expenditures Tina Gall CDBG($15,000) $3,638 SHSP Admin. (finished) $150 Always Right Home Care Public Services ($19,000) $8,064 St. Vincent Meals on Wheels Public Services ($23,000) $8,064 South Bay Children's Health Public Services ($12,000) $3,784 KOA Traffic &Parking (finished) $9,570 (from GP Maintenance Fund) Avvlicant-Funded City-Administered Reimbursed Consultants Consultant Contract Scope Projects CSG Planning *Nash Street Exchange Planning *Raytheon phases 2-4 Planning •Beach Cities Media Campus Michael Baker International Housing •540 Imperial Planning (shifted to staff) *Mattel Planning (finished) •Boeing expansion Kimley Horn CEQA *The Lakes Specific Plan ESA CEQA ■Mattel Rincon CEQA •Segundo House Hotel MIG Planning& CEQA (finished) ■Smoky Hollow Specific Plan Eco Terra CEQA @Beach Cities Media Campus 496 EL SEGUNDO CITY COUNCIL MEETING DATE: February 18,2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding 1) Adoption of Resolution for City-paid Medical Contributions for the El Segundo Police Officers' Association pursuant to Government Code 22892(a). Current Fiscal Impact: $1,263,600.00. RECOMMENDED COUNCIL ACTION: 1. Approve the attached resolution. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Current Resolution 5024 2. Proposed Resolution FISCAL IMPACT: $1,263,600.00 STRATEGIC PLAN: Goal: Develop as a partner with CalPERS and implementing mandated current information and language necessary for contribution changes to the Public Employees' Medical and Hospital Care Act. Objective: Adopt resolution to reflect a change in the contribution amount change under the Public Employees Medical and Hospital Care act, which reflects the new Memorandum of Understanding for members of the El Segundo Police Officers' Association. ORIGINATED BY: Leslie Campbell, Human Resources Analyst REVIEWED BY: David Serrano, Director of Hum Resources /C�`'� ©`�N"e J�� ° APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The City and Police Officers' Association adopted a Memorandum of Understanding on November 20, 2018, which includes an increase in the City-paid medical contribution amount under the Public Employees Medical and Hospital Care Act (PEMHCA), from $1,425.00 to $1,500.00 per month during the first year of the MOU term. During the second year of the MOU Term,the City and Association agreed to increase medical coverage from $1,500.00 per month to $1,575.00 per month. Finally, in the third year of the MOU,the City and Association agreed to increase the medical contribution from $1,575.00 per month to $1,650.00 per month. In November, when City ratified the MOU, City Council approved City Resolution 4943,which 14 provided the requisite increases. Staff mailed the resolution to CalPERS. However, CalPERS rejected the resolution as it did not meet current CalPERS requirements. Consequently, CalPERS provided the City with a template resolution indicating the new language changes and requirements 497 from Ca1PERS. Additionally, Ca1PERS has requested the City adopt a separate resolution each year the medical contribution is scheduled to increase per the MOU. The City is required to submit a new resolution reflecting the medical contribution change to Ca1PERS. There are currently 45 active and 16 retired annuitants who are receiving this benefit, with a reserve of an additional 5 employees to be hired in 2019. The new resolution incorporates updated language required by CalPERS. Further,the staff will return each year during the term of the MOU to seek adoption of a revised resolution supporting the medical premium contribution. It is recommended the City 1)revoke Resolution 5024; and 2) adopt the revised resolution attached regarding the City-paid contributions per the MOU. 498 RESOLUTION NO.5024 A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT FOR THE EL SEGUNDO POLICE OFFICERS'ASSOCIATION. The City Council of the City of El Segundo does resolve as follows: SECTION 1: The City Council finds as follows: A. Government Code § 22892(a) provides that a local agency contracting under the Public Employees' Medical and Hospital Care Act shall fix the amount of the employer's contribution at an amount not less than the amount required under Section 22892 (b)(1)of the Act, and B. The City of El Segundo,hereinafter referred to as Public Agency is local agency contracting under the Act for participation by members of the El Segundo Police Officers'Association. SECTION 2: The Employer's contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of his/her family members, in a health benefits plan tip to a maximum of$1,425.02 per month, plus administrative fees and Contingency Reserve Fund Assessments. SECTION 3: The City of EI Segundo has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above. SECTION 4: The City Clerk is directed to certify the Passage and Adoption of this Resolution; enter same in the Book of Original Resolutions; and make a Minute of its adoption in the City's records and in the Minutes of the meeting when it was adopted. SECTION 5: Under Government Code § 22892,this Resolution will become effective February 21',2017 and will remain effective unless repealed or superseded. Resolution No.5024 was PASSED,APPROVED,AND ADOPTED this 21 st day of February,2017. �a gAu kow uza a Fuentes, Mayor ATTEST- CityMyVWea1v City Clerk APPROVED AS TO FORM: e--� -0 :Vr-n4 Mark IJ. Hensley, City A torney 499 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I,Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five;that the foregoing Resolution No. 5024 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 21"day of February, 2017, and the same was so passed and adopted by the following vote: AYES: Mayor Pro Tem Boyles, Council Member Brann, and Council Member Pirsztuk NOES: Mayor Fuentes, Council Member Dugan ABSENT: None ABSTAIN: None NOT PARTICIPATING: None WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 215 day of February, 2017. T>acy,,Weaver, City Clei-k J of flit: City of El Se�undoj Califortid (SEAL) 500 RESOLUTION NO. FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION SECTION 1: Recitals: (1) City of EI Segundo is a contracting agency under Government Code Section 22920 and subject to the Public Employees' Medical and Hospital Care Act (the "Act") for participation by members of 002 Police Officers Association; and (2) Government Code Section 22892(a) provides that a contracting agency subject to act shall fix the amount of the employer contribution by resolution; and (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act. SECTION 2: BE IT RESOLVED by the Council of the City of EI Segundo as follows: (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members, in a health benefits plan up to a maximum of$1,500.00 per month, plus administrative fees and Contingency Reserve Fund assessments; and be it further (b) City of EI Segundo has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further (c) That the participation of the employees and annuitants of City of EI Segundo shall be subject to determination of its status as an "agency or instrumentality of the state or political subdivision of a State" that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that City of EI Segundo would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CalPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. 501 (d) That the executive body appoint and direct, and it does hereby appoint and direct the City Clerk to file with the Board a verified copy of this resolution, and to perform on behalf of City of EI Segundo all functions required of it under the Act. PASSED AND ADOPTED this 19th day of February, 2019, Drew Boyles, Mayor STATE OF CALIFORNIA } COUNTY OF LOS ANGELES } SS CITY OF EL SEGUNDO } I, Tracy Weaver, City Clerk of the City of EI Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 19th day of February 2019, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN- ATTEST: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 502 EL SEGUNDO CITY COUNCIL MEETING DATE: February 18,2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding 1) Revocation of Resolution 4943 2) Adoption of Resolution for City-paid Medical Contributions for the El Segundo Firefighters Association pursuant to Government Code 22892(a). Current Fiscal Impact: $982,800.00 RECOMMENDED COUNCIL ACTION: 1. Approve the attached resolution. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Current Resolution 4943 3. Proposed Resolution FISCAL IMPACT: $982,000.00 STRATEGIC PLAN: Goal: C. Develop as a partner with Ca1PERS and implementing mandated current information and language necessary for contribution changes to the Public Employees' Medical and Hospital Care Act. Objective: Adopt resolution to reflect a change in the contribution amount change under the Public Employees Medical and Hospital Care act, which reflects the new Memorandum of Understanding for Firefighter employees and annuitants. ORIGINATED BY: Leslie Campbell, Human Resources Analyst REVIEWED BY: David Serrano, Director of Hu a Resources APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The City and Firefighter's Association (FFA) adopted a Memorandum of Understanding (MOU) on November 20, 2018, which includes an increase in the City-paid medical contribution amount under the Public Employees Medical and Hospital Care Act (PEMHCA), from $1,425.00 to $1,500.00 per month during the first year of the MOU term. During the second year of the MOU Term, the City and Association agreed to increase medical coverage from $1,500.00 per month to $1,575.00 per month. Finally, in the third year of the MOU the City and Association agreed to increase the medical contribution from $1,575.00 per month to $1,650.00 per month. In November, when City ratified the MOU, City Council approved City Resolution 4943, which provided the requisite increases. Staff mailed the resolution to CalPERS. However, Ca1PERS 15 rejected the Resolution as it did not meet current Ca1PERS requirements. Consequently, Ca1PERS provided the City with a template resolution indicating the new language changes and requirements 503 from Ca1PERS. Additionally, CalPERS has requested the City adopt a separate resolution each year the medical contribution is scheduled to increase per the MOU. The City is required to submit a new resolution reflecting the medical contribution change to Ca1PERS. There are currently 39 active and 17 retired annuitants who are receiving this benefit, with a reserve of an additional 5 employees to be hired in 2019. The new resolution incorporates updated language required by Ca1PERS when submitting a resolution. Further, the staff will return each year during the term of the MOU to seek adoption of a revised Resolution supporting the medical premium contribution for each year of the MOU. It is recommended the City: 1) revoke Resolution 4943; and, 2) adopt the revised resolution attached regarding the employer paid medical contributions per the MOU. 504 RESOLUTION NO. 4943 A RESOLUTION FIXING THE EMPLOYER'S CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES'MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION. WHEREAS, (1) City of El Segundo is a contracting agency under Government Code Section 22920 and subject to the Public Employees' Medical and Hospital Care Act (the "Act") for participation by members of the El Segundo Firefighters' Association and WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and WHEREAS, (3) Government Code Section 22892(b)provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b)of the Act; and RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members, in a health benefits plan or plans up to a maximum of$1,425.02 per month,plus administrative fees and Contingency Reserve Fund assessments; and be it further RESOLVED, (b) City of El Segundo has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of City of El Segundo shall be subject to determination of its status as an"agency or instrumentality of the state or political subdivision of a State"that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that City of El Segundo would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations,CalPERS may be obligated,and reserves the right to terminate the health coverage of all participants of the employer. RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct,the City Clerk to file with the Board a verified copy of this resolution, and to perform on behalf of City of El Segundo all functions required of it under the Act. 1. 505 Resolution No.4943,Adopted at a regular meeting of the said Council at El Segundo,this 171"day of November,2015. au" Suzanne Fuentes Mayor ATTEST: Tracy thea er, City Clerk! APPROVED AS TO FORM: By:�)—) Mark D. Hensley., City "Orney 2. 506 CERTIFICATION STATE OF CALIFORNIA COUNTY OF LOS ANGELES CITY OF EL SEGUNDO I,Tracy Weaver, City Clerk of the City of El Segundo, California,do hereby certify that the whole number of members of the City Council of said City is five;that the foregoing Resolution No.4943 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 17'1'day of November,2015, and the same was so passed and adopted by the following vote: AYES: Mayor Fuentes,Mayor Pro Tem Jacobson, Council Member Atkinson, Council Member Fellhauer, Council Member Dugan NOES: ABSENT: ABSTAIN: NOT PARTICIPATING: WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 25th day of November, 2015. -T y Weaver, i1x0erk of the City of El Segundo, California 3. 507 RESOLUTION NO. FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION SECTION 1: Recitals: (1) City of EI Segundo is a contracting agency under Government Code Section 22920 and subject to the Public Employees' Medical and Hospital Care Act (the "Act") for participation by members of 004 Firefighters Association; and (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act. SECTION 2: BE IT RESOLVED by the Council of the City of EI Segundo as follows: (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members, in a health benefits plan up to a maximum of $1,500.00 per month, plus administrative fees and Contingency Reserve Fund assessments; and be it further (b) City of EI Segundo has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further (c) That the participation of the employees and annuitants of City of EI Segundo shall be subject to determination of its status as an "agency or instrumentality of the state or political subdivision of a State" that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that City of EI Segundo would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CaIPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. (d) That the executive body appoint and direct, and it does hereby appoint and direct, the City Clerk to file with the Board a verified copy of this resolution, and to perform on behalf of City of EI Segundo all functions required of it under the Act. CHANGE-BY GROUP, EQUAL,1 FIXED(REV. 1/2018) 508 PASSED AND ADOPTED this 19th day of February, 2019. Drew Boyles, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 19th day of February 2019, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney CHANGE-BY GROUP, EQUAL, 1 FIXED(REV. 1/2018) 509 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding a request to allow the sale and consumption of beer wine,and distilled spirits at a new hotel (AC Hotel by Marriott). The Hotel is within the Corporate Campus Specific Plan(CCSP) at 2130 East Maple Avenue. EA-1237 and AUP 18-08. The project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to 14 California Code of Regulations §1 5301 as a Class 1 categorical exemption(Existing Facilities). (Fiscal Impact:None) Applicant: Amarjit Shokeen on behalf of Welcome El Segundo, LLC. RECOMMENDED COUNCIL ACTION: 1. Receive and file this report without objecting to the issuance of a Type 47 ABC License for a new Hotel at 2130 East Maple Avenue; and/or 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Crime and Arrest Statistics by Reporting Districts (RD) for June- December 2018 2. Police Reporting Districts Map 3. Administrative Use Permit approval letter and conditions, dated January 15, 2019 4. Planning Commission Staff Report, dated January 24, 2019 FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal 5: Promotes economic growth and vitality for businesses and the community. Objective: Encourages a vibrant business climate that is accessible, user-friendly and welcoming to all residents and visitors. PREPARED BY: Maria Baldenegro, Assistant Planner[n� ORIGINATED BY: Gregg McClain, Planning Manager 1 REVIEWED BY: Sam Lee, Planning and Buildin Safety Directo APPROVED BY: Greg Carpenter, City Manager On January 15, 2019, the Director of Planning and Building Safety Department granted approval for the onsite sale and onsite consumption of beer, wine and distilled spirits at a new Hotel (AC Hotel by Marriott). The Director approved alcohol service for all 180 rooms of the hotel, a gift 16 510 shop, three conference rooms, two restaurants with bars, and for the outdoor dining areas on the ground and 6th floor. The conditions, findings of approval, and environmental assessment are provided in the attached Director's approval letter. The Planning Commission Received and Filed the Director's decision on January 24, 2019. Pursuant to City Council direction from 1995, this matter is brought to the Council's attention at this time. Analysis According to the most recent Crime and Arrest statistics report prepared by the Police Department, the proposed alcohol service (Type 47 ABC License) for a new Hotel is located in Reporting District (RD) 307. Based on the June—December 2018 data reported by the Police Department, the district had a total of 6 Part I & II crimes and 2 felony/misdemeanor arrests. This rate is 58% lower than the City's average. The Police Department and the Planning and Building Safety Department do not object to the issuance of the alcohol permit for the new restaurant. The ground floor restaurant and outdoor dining area at the hotel is 5,045 square feet, and the 6th floor contains a rooftop bar/lounge area that is 2,409 square feet. The proposed hours for alcohol service at the hotel are 10:00 am to 2:00 am, seven days a week. The project site is located in the Corporate Campus Specific Plan(CCSP). Hotels and Restaurants are permitted uses in the CCSP in accordance with section V(A). On-site sale and on-site consumption of alcohol at a new hotel and a new restaurant requires an Administrative Use Permit in accordance with section V(C)(1)in the CCSP. As noted above,this permit was approved by the Director of Planning and Building Safety and confirmed by the Planning Commission. The ABC license review process is separate from the City's AUP process. ABC is responsible for running a complete background check on all alcohol license applicants, as well as conducting site inspections, before issuing any type of alcohol license. The City reviews compatibility of the alcohol service on a particular site. Environmental Review The project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to 14 California Code of Regulations § 15301 as a Class 1 categorical exemption (Existing Facilities). Conclusion Staff recommends that the Council receive and file this report without objecting to the issuance of a new alcohol permit for the site, or alternatively discuss and take another action related to this item. 511 CLQ_ SEGS .9MDO P011-HC E IDEPAP%jr ENT REPORTED PERIOD: JULY— DECEMBER 2018 PART I &II CRIM :S AND ARRESTS BY REPORTING DISTRICT sRD REPORTING PART I&II FELONY/MISD TOTAL AVE AGE BY RD DISTRICT CRIMES ARRESTS PERCENTAGE +/- 101 27 16 43 +126% 102 18 -7 25 +32% 103 5 0 5 -74% 104 14 5 19 0% 105 13 7 20 +5% 106 2 3 5 -74% 107 37 11 48 +153% 108 55 17 72 +279% 109 2 1 3 -84% 110 2 3 5 -74% 111 34 7 41 +116% 112 16 5 21 +11% 113 38 11 49 +158% 114 1 1 2 -89% 115 10 4 14 -26% 116 3 2 5 -74% 201 7 3 10 -47% 202 14 5 19 0% 203 9 0 9 -53% 204 6 5 11 -42% 205 24 W- 6 30 +58% 206 10 2 12 -37% 207 31 IM 10 _ 41 +116% 208 18 3 21 +11% 209 21 _43 24 +26% 210 27 10 37 +95% 211 24 9 33 +74% 212 16 3 19 0% 213 7 1 8 -58% 301 14 6 20 +5% 302 7 3 10 -47% 303 5 1 6 -68% 304 2 1 3 -84% 305 14 4 18 -5% 306 6 2 8 -58% 307 13 2 15 -21% 308 34 11 45 +137% 309 6 4 10 -47% 310 3 2 5 -74% 311 11 5 16 -16% 312 11 4 15 -21% 313 2 2 4 -79% 314 0 0 0 0% 315 6 4 10 -4761. 316 4 2 6 -68% _ 317 15 2 16 -16% 318 53 12 65 +242% 319 26 9 35 +84% 320 7 2 9 -53% 321 1 1 2 -89% 322 2 0 2 -89% 323 4 2 6 -68% TOTALS 737 241 977 Number of Reporting Districts=52 Average#of Part I&II Crimes per Reporting District=14 Average#of Felony/Misdemeanor Part I&II Crime Arrests per Reporting District=5 Average#of Crimes and Arrests per Reporting District=19 (Results from 07/0112018 throu h 12/31/2018) High Crime Area per B&P Code Section 23958.4=>20% RECORDS/EJ PAGE 1/22/2019 512 EL SEGUNDO POLICE DEPARTMENT HIGH CRIME AREA MAP EL SEGUNDO POLICE DEPARTMENT I-165 `��.�p IA fi�lPtr�al IMPERIAL I-iD$ �pp�"' IMPER L t-%W :.,.V .H.'•'I 11.wERN1 '^"^ Imperial ACACIA ACACIA 2d5 m i g 101 102 103 201 202 2p4� X WALNUT „4^, __N WALNUT .! SY MO yz. T�-J^ a 5YCAMCViE 301 m� 3 fSl MCA 4 T06 IR E = AfAPL•!•AVE CA7� PALM OAS 205 U 206 P14LM 0 304 a 307 303 .f..S.M - T06 _ ELM 808 g 0 306 gni, S 1D9 � aoz � HARIPOSl AVE-- �� I� � Roth c Z ua� PINE cQi PINE 210 ' 107 IiDLLvI 108 2080 ri°- 208 348 309 310 G 1 GRANi1 z � �__. � s RAND AVE a r 314 y PR�MSLI7 u J 1,•.� G1ypN 1 713 1 EL6 y li 212 311 37 II 313 EEL 51TeGV6 J' I:=_ � EL BEOUN00"EL SEGUNna BLVD EEL SEGLIN L EI SeiIiJo� m 213 ' py 316 m_322 $23 o z-' 317 r 321 CtlRAL d 116 N E5 Q" VTAH 114 IILS AKA W N E 318 �a PL 3�'A i P of V 314 ` S 116 ROSECRAN5.AVE P g CITY OF EL SEGUNDO `- r; RECORDS/EJ PAGEI 1/22/2019 513 E�sEGu�oo Planning & Building Safety Department •IM caiii[■5t1t• January 15, 2019 Amarjit Shokeen Welcome EI Segundo, LLC 222 N. Pacific Coast Highway, Suite 2250 EI Segundo, CA, 90245 RE: Environmental Assessment 1237 and Administrative Use Permit No. AUP 18-08 Address: 2130 East Maple Avenue, El Segundo, CA 90245 Dear Mr. Shokeen: Your request for an Administrative Use Permit allowing the on-site sale of beer, wine and distilled spirits for on-site consumption (Type 47 ABC License) at a new Hotel (AC Hotel by Marriott) is approved and subject to the conditions of approval in the attached Exhibit A. The associated environmental determination and findings supporting the decision are described in Exhibit B. Please note that this letter does not constitute the City's final decision in this matter. This determination is scheduled to be "received and filed" by the Planning Commission at its January 24, 2019, meeting. Please attend the meeting to answer any questions during the public hearing. Any Planning Commissioner may request that this permit be discussed and a decision be made by the Commission instead of"received and filed." Should you have any questions, please contact Assistant Planner Maria Baldenegro at (310) 524-2341. I or Planning and Building Safety 514 Exhibit A CONDITIONS OF APPROVAL In addition to all applicable provisions of the El Segundo Municipal Code ("ESMC"), Amarjit Shokeen on behalf of Welcome El Segundo, LLC ("Applicant") agrees that it will comply with the following provisions as conditions for the City of EI Segundo's approval of Administrative Use Permit No. 18-08 ("Project Conditions"): 1. The hours of operation for the onsite sale and onsite consumption of alcohol at a new hotel is limited to 10:00 am to 2:00 am, seven days a week. Alcohol will be sold and consumed in all 180 rooms, a gift shop on the ground floor, a ground floor restaurant with an outdoor dining area,three conference rooms on the 6th floor, a rooftop terrace with an outdoor bar, and an indoor lounge area with a bar on the 6th floor. Food service must be available during the hours alcohol is sold in any of the public areas wihin the hotel. Any change to the hours of operation or the hours that alcohol may be served is subject to review and approval by the Director of Planning and Building Safety. 2. Any subsequent modification to the floor areas where alcohol service is approved must be referred to the Director of Planning and Building Safety for the approval and a determination regarding the need for Planning Commission review of the proposed modification. 3. The Planning and Building Safety Department and the Police Department must be notified of any change of ownership of the approved use in writing within 10 days of the completion of the change of ownership. A change in project ownership may be cause to schedule a hearing before the Planning Commission regarding the status of the administrative use permit. 4. The applicant must obtain and maintain all licenses required by the Alcoholic Beverage Control Act (Business & Professions Code Section 23300). 5. The applicant must comply with all regulations of the Alcoholic Beverage Control Act and the regulations promulgated by the Alcoholic Beverage Control Board including the regulations set forth in 4 Cal. Code of Regs. §§ 55, et seq. 6. All employees tasked to sell alcoholic beverages must provide evidence that they have either: a. Obtained an ABC-issued certificate for completion of the LEAD (Leadership and Education in Alcohol and Drugs) program; or, b. Completed an accepted equivalent training offered by the ABC, district office to ensure proper distribution of beer, wine, and distilled spirits to adults of legal age. 515 c. If a prospective employee designated to sell alcoholic beverages does not have LEAD or equivalent training, then, the applicant must, within 15 days of this decision, confirm with the Planning and Building Safety Department that a date is scheduled with the local ABC district office to complete the LEAD course. d. Within 30 days of taking LEAD or equivalent course, employees or their employer must deliver each required certificate showing completion to the Police Department. 7. The hotel and restaurant operations must comply with ESMC Chapter 7-2 regulating noise and vibration. 8. The licensee must have readily identifiable personnel to monitor and control the behavior of customers inside the building premises. Staff must monitor activity immediately adjacent to the property under the establishment's control to ensure the areas are generally free of nuisances. 9. If complaints are received regarding excessive noise, or other nuisances associated with the sale of beer, wine and distilled spirits, the City may, at its discretion take action to review the Administrative Use Permit, and revoke the permit. 10. There must be no exterior advertising of any kind or type indicating the availability of specific alcoholic beverage products. 11. The building must not be occupied by more persons than allowed by the California Building Code, as adopted by the ESMC. 12. The building and any outdoor seating must comply with the California Building and Fire Code requirements, as adopted by the ESMC. 13. Amarjit Shokeen on behalf of Welcome EI Segundo, LLC agrees to indemnify and hold the City harmless from and against any claim, action, damages, costs (including, without limitation, attorney fees), injuries, or liability, arising from the City's approval of Environmental Assessment 1237 or Administrative Use Permit 18-08. Should the City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of the City approval of Environmental Assessment 1237 or Administrative Use Permit 18-08 the Applicant agrees to defend the City(at the City's request and with counsel satisfactory to the City) and will indemnify the City for any judgment rendered against it or any sums paid out in settlement or otherwise. For purposes of this section, "the City" includes the City of EI Segundo's elected officials, appointed officials, officers, and employees. 3 516 14. Amarjit Shokeen on behalf of Welcome EI Segundo, LLC must acknowledge receipt and acceptance of the project conditions by executing the acknowledgement below. These Conditions are binding upon Amarjit Shokeen on behalf of Welcome EI Segundo, LLC and all successors and assigns to the property at 2130 East Maple Avenue, EI Segundo, CA 90245 until superseded by Approval Letter or rescinded. Amarjit Shokeen, on behalf of Applicant (Welcome EI Segundo, LLC) 4 517 Exhibit B Environmental Determination and Required Findings Environmental Assessment 1237: After considering the above facts and findings, the Director finds this project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to 14 California Code of Regulations §15301 as a Class 1 categorical exemption (Existing Facilities). Administrative Use Permit 18-08: The following are the facts in support of each finding for this decision: Finding 1: There is compatibility of the particular use on the particular site in relationship to other existing and potential uses within the general area in which the use is proposed to be located. 1. The project site is located in the Corporate Campus Specific Plan (CCSP) zone. This zoning district allows office, light industrial, retail, restaurants, hotels with conference rooms, medical/dental office, day care uses, public facilities, and recreational facilities. The hotel is currently under construction and is ituated in a environment that includes office, research and development, retail, a sports center, a soccer field, hotels, parking, and other restaurants uses. The proposed alcohol service for the site is compatible with the existing adjacent uses in this area and hotel and restaurant uses are permitted in this zoning district. Finding 2: The proposed use is consistent and compatible with the purpose of the Zone in which the site is located. 1. The property is in the Corporate Campus Specific Plan (CCSP) zone and the EI Segundo General Plan land use designation is Corporate Campus. This land use designation permits a mix of office, research and development, light industrial/manufacturing, laboratories, restaurants, technology related telecommunications and web hosting facilities, hotels, restaurants, retail, service, recreational, public service uses (fire station), and recreational uses (soccer field and athletic sports facility for the Lakers). The proposed alcohol sales as an ancillary use are consistent with this purpose. Finding 3: The proposed location and use, and the conditions under which the use would be operated or maintained will not be detrimental to the public health, safety, or welfare, or materially injurious to properties or improvements in the vicinity. 1. The request is for a new Type 47 ABC license, which allows the sale and consumption of beer, wine and distilled spirits at a hotel which includes a full service restaurant, and the consumption of alcohol is unlikely to cause the establishment to be a nuisance. The proposed alcohol service for the 100 hotel 5 518 rooms,the ground floor restaurant/bar with outdoor dining, three conference rooms on the 6t"floor, and a roof top terrace with a lounge is a desireable amenity for the public convenience and welfare as they are in a commercial area that permits hotels and restaurants by right. There is no live entertainment and the sale of alcohol will be incidental to the hotel and food service at the new AC Hotel by Marriott. Finding 4: Potential impacts that could be generated by the proposed use, such as noise, smoke, dust, fumes, vibration, odors, traffic, and hazards have been recognized and mitigated. 1. The consumption of alcohol will not create any new impacts that would not be normally associated with the operation of a hotel or a restaurant, which are permitted uses. 2. Condition 5 of this letter mandates that operations comply with ESMC Section 7- 2-1 regulating noise and vibration. No live music, entertainment, or dancing has been proposed. Finding 5: The State Department of Alcoholic Beverage Control has issued or will issue a license to sell beer, wine and distilled spirits to the Applicant. 1. The Applicant must obtain a Type 47 License from the State of California Department of Alcoholic Beverage Control for the on-site sale and on-site consumption of beer, wine, and distilled spirits. 6 519 ' � �� ' r�1— -:-' ,,`r ham••�� .RA►r -'T�'t-• - •F"- - AR av- �� te,a 4 ;-'} ♦ F c• -� �}� -.a •��eC ir1. r�� _ �,r` h•� ,� ,mak.+ � _ _ '':�:. - � ,� ^!.lea' y �� '��•,�,�. �l 1•.!11, �� rCa�� " , •�F .,� - _ � :>„ i� L.I •�� I .•a•�:�r��'/ r^.=sly-,�;��„ t�_ 10 I! -.c -r�r• ��f•"ct`JJ � � - � �-.�� •�'� :�� •/S-. �'�' `�,-'- ..R� !-%moi fr r:l-. } �! 4 _- -. c; �:. yip'• � -� � ....5� - t r:�._ - -�: .- - -.� _ '+.-.�_�-�-•-.:�r•-=�t�s _Y_ ��.-v'e,rJ"-''°6i?'��.'�.L.�:�:{�- - - - -c-.r��_...� ,, .gyp..,,�- �^.��.�. A16. Am17, .11e - :S - f _ r if W-V T-T A.r f. 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L E7[I.O[REIMRiKl��l 4•VM cm Iijt� FLR ROOM COUNT 1 A 1�• ..�.�._ -` �.._, �• _1.`.--' `,j 1 rI{, 1^ -'J • 1{a ,u A-110 P011 DL%=MX ti/ 1—I iii;E11IE ••_44f''--_IT•,.-_._��11 T�-}�.._.�..�.� 1[ 14 �M 1llI`�tl 1-1.12 Ea Do flM T -- �C ( 111 0100IiID RM =�� I p' c„nPr+iac�/f L- - - - .r KEY NOTES tw- -- _ -}: j 1!111�j -- =,�•„�' j j a".®E a "�a.-.... r v �_- =� I r I 1 I I•�I I I I l l l •i, 'I I 'I I I I i I! 1 1 1 1 �• a�-..E.....,-1""�„ CAMPUS SQUARE WEPT(PR ATE]STR j j °a xr •I v,r I lu.n•� 1ri• � a•�c• �r.x-�..m�.�y.�---..�_ E3 PLAN S FIRST FLOOR PLAN�=��; I 1 I RF I I I �I LEGEND roe Aem ra sr-N' i +r-a• I ar-rs• � Ir-#' ' Ir-a' i Ir-N• i Ir_q• i Ir-ur i ,rr i v-ar i rr-x• i Ir••� i-'ki x-� j .�' , t o m eAea.�pv .o Comm em..] H +`� F�„F_ T�'j��;,y■— -:��dyup mawv-ammasmlrsm.al ....,,.., Fj ll� � •I 4S' J G � � ..2 - II� �� r-- •® `y c-+ Q. uW.lum-1¢Cora.moo[sm ru ,....., �I •t� *' ®* ' �T +�e,T.r ..�----._.�._._ —Q.0 mo-TmwAmte]mu[ AC HOTEL 'a BY MARRIOTT 1._._._w._._..-. .—•--------_._ .—•�., �I ® ,�tamnrPWa7a) amscamul�wu �l - !1 .. �tT- . ]: v' ■ •+roc r.rre ens mx.:a»�m w r.-i l-J y�i—_ 1 �? --�-/ s 1 �„_f y-•• �:SJ�� ---••�r�� ® moomu.sa,a.mevraeo, ..-.., •! 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Inca 9Arn]ol OT®Mum Ire WnOV1r Comm 2 ^��+ a IK lmaui Ia s12m1I r. i• I ! io,T 2 n �_[a + TE7 •1[IYE+CL r2,gnlyeq aAC 1ArrTT,r R �.J �� RF •T11A 1i011NR axcEo �Mr9nm 6TH FLR ROOM COUNT i n Toto s¢WAG 1W Nx q/II t T m AG Cor fool"—Sm A-1 1I mP[VAtllS N.w F 7 W A-112 2a![ ]21AY 12 Tout W W LpNf 'p- 6 U lr/ar/ 0 �a p 6TH FLOOR PLAN a A-2.6 6TH FLOOR PLAN',:, . 1 R EL SEGUNDO PLANNING COMMISSION MEETING DATE: January 24, 2019 AGENDA STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding approval of Environmental Assessment 1237 and Administrative Use Permit No. AUP 18-08 for the sale and consumption of beer, wine, and distilled spirits (Type 47 ABC License) at a new 180-room Hotel (AC Hotel by Marriott). The project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA)pursuant to 14 California Code of Regulations §15301 as a Class 1 categorical exemption (Existing Facilities). Address: 2130 East Maple Avenue. Applicant: Amarjit Shokeen on behalf of Welcome El Segundo, LLC RECOMMENDED PLANNING COMMISSION ACTION: 1. Receive and file this report regarding the Director's approval of an Administrative Use Permit for the sale and consumption of beer, wine and distilled spirits at 2130 East Maple Avenue; or 2. Alternatively, any Planning Commissioner may request that a decision on the application be made by the Planning Commission instead of received and filed. ATTACHED SUPPORTING DOCUMENTS: Approval letter dated January 15, 2019 ORIGINATED BY: Maria Baldenegro, Assistant Planner REVIEWED BY: Gregg McClain,Planning Manager APPROVED BY: Sam Lee,Director of Planning and Building Safety On January 15,2019,the Director of Planning and Building Safety granted approval for the onsite sale and onsite consumption of beer, wine and distilled spirits at a new Hotel (AC Hotel by Marriott). The Director approved alcohol service for all 180 rooms of the hotel, a gift shop,three conference rooms, two restaurants with bars, and for the outdoor dining areas on the ground and 61h floor. The conditions, findings of approval, and environmental assessment are provided in the attached approval letter. As such, staff believes that the project is appropriate for the location and will not operate in a way that will create unwanted impacts, and so recommends that the Commission receive and file this report. 1 524 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to waive the formal bidding process and approve a five-year contract with Vigilant Solutions to purchase and install twenty-six (26) fixed Automated License Plate Recognition (ALPR) cameras and (8) mobile ALPR's to be mounted on (2) marked police vehicles using funds from the City's General Fund and Asset Forfeiture. (Fiscal Impact:$597,364) RECOMMENDED COUNCIL ACTION: 1. Pursuant to El Segundo Municipal Code Section 1-7-9, waive the formal bidding process and allow for a direct purchase of an Automated License Plate Recognition camera system; 2. Authorize the City Manager to execute a contract, in a form approved by the City Attorney's office, with Vigilant Solutions for an ALPR system; and/or 3. Alternatively,,discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Vendor quotes (4)—Vigilant Solutions Map of proposed ALPR locations Non-Competitive Procurement Request FISCAL IMPACT: $597,364 Amount Budgeted: $0 Additional Appropriation: $375,000 from 301 Fund balance to account: 301-400-8207-8514 Account Number(s): 301-400-8207-8514 (General Fund- $375,000) 109-400-3105-6214 (Asset Forfeiture - $186,364) 109-400-3105-6241 (Asset Forfeiture - $36,000) STRATEGIC PLAN: Goal: 2. Support Community Safety and Preparedness Objectives: 1. El Segundo is a safe and prepared City. ORIGINATED BY: Raymond Garcia, Lieutenant /GLS3�D REVIEWED BY: Bill Whalen, Chief of Police APPROVED BY: Greg Carpenter, City Manager 17 525 BACKGROUND AND DISCUSSION: The presence of community cameras in public areas has been a growing trend in the United States. Video cameras alone can generate an overwhelming amount of evidence for investigators to review; however, a combination of cameras and automated license plate recognition (ALPR) technology has proven to be an efficient way for law enforcement to generate investigative leads and locate suspects. In 2006, the El Segundo City Council approved funding for the Police Department to equip two patrol units with ALPR cameras manufactured by PIPS Technologies. When functional, these mobile units provided vital investigative leads, were instrumental in locating stolen vehicles and assisted in apprehending numerous criminals, many with violent criminal records. This system, although limited in scope, proved instrumental in our enforcement efforts. Due to the rigors of over a decade of field service, the PIPS ALPR's became unserviceable and the software used in the system became unsupported. The entire system reached end of life, necessitating the identification and implementation of a new system. Fixed ALPR's scan the license plates of vehicles coming in and out of our community and mobile units will scan license plates throughout the City while the patrol units are in service. The plate information will then automatically be checked against a database for existing unresolved violations,wants/warrants, etc. ALPR's also allow our department to search for the license plates of suspicious vehicles (based on descriptions) in certain locations at specified time frames. High definition video cameras directed at the roadways can help to identify additional characteristics of a suspect vehicle, such as make, model, color and identifying features. Arrest statistics show the majority of offenders who commit burglaries, thefts and other property crimes in El Segundo, are not residents of El Segundo and they typically travel by vehicle into our City. Installation of ALPR's at strategic locations for ingress/egress can potentially expedite the identification and apprehension of criminals, helping to preserve and enhance safety within our community and reduce crime. During the process of identifying an ALPR vendor, staff learned that Vigilant Solutions is being used extensively in the region by agencies such as: The California Highway Patrol, Los Angeles County Sheriff's Department (Rolling Hills and Rolling Hills Estates), the Long Beach, Hawthorne, Gardena, Manhattan Beach and Torrance Police Department. These are all neighboring agencies from which to draw and share local data. The ability to share data in real time is a key feature of an ALPR system. Based on this regional deployment, staff is recommending this vendor as a sole-source purchase. This will enable our department to utilize and operate on the same ALPR platform as neighboring agencies to have the ability to share data for the highest probability of relevant data. A purchase of supplies valued at over $50,000 is subject to formal bidding requirements (ESMC § 1-7-6, as amended by Ordinance No. 1564 adopted by the City Council on December 19, 2017). The City Council can waive such bidding requirements if the Council finds it to be in the City's best interests to award the contract directly (ESMC § 1-7-9). The Council can also waive the 526 bidding requirements if the supplies are available from only one vendor (i.e., the vendor is the "sole source"). Staff worked with Vigilant Solutions to identify suitable locations within the City of El Segundo for the deployment of ALPR cameras(Pacific Coast Highway was excluded because the California Department of Transportation owns the signals and prohibits the installation of cameras on their signal poles). The following locations were identified: • Grand Avenue and Kansas Street(east and westbound) ■ El Segundo Boulevard and Illinois Street (east and westbound) • El Segundo Boulevard and Continental Street (eastbound only) • El Segundo Boulevard and Isis Street(westbound only) ■ Rosecrans Avenue and Douglas Street (westbound only) ■ Main Street and Imperial Avenue (north and southbound *power infrastructure needed*) • Imperial Avenue and California Street (north and southbound *power infrastructure/pole needed*) Following this extensive research, and with Technology Committee recommendation, the City Council approved the purchase a regional ALPR system by Vigilant Solutions in the amount of $375,000 on August 31, 2017. In addition, a total five year maintenance support fee of$36,000 was approved but not budgeted. The total amount authorized was $411,000 to be utilized in the Fiscal Year (FY) 2017/2018 budget. This represented Phase 1 of an intended three phase plan to keep the City of El Segundo secure. This phase included cameras west of Pacific Coast Highway that would surround the residential areas. Following this implementation, staff was going to recommend expanding the program as follows: Phase 2—Commercial area east of Pacific Coast Highway Phase 3 —Mobile cameras mounted to patrol units Prior to returning to the City Council with a request for Vigilant contract approval, staff needed to ensure the suitability of each intersection needing the installation of a camera. During this assessment, staff learned the City of Los Angeles owns and maintains the traffic signals upon which the cameras would be affixed at the intersection of Main/Imperial Hwy. As this was a key intersection for the success of the program, staff entered lengthy discussions with the City of Los Angeles. At various levels, staff was repeatedly denied permission to use the traffic signals. Ultimately, in 2018 staff obtained permission to use the traffic signals but were told the electrical power to the traffic signals could not be accessed. This required staff to work with Southern California Edison to obtain a proposal to provide power to the ALPR cameras. Staff received this proposal in February 2019, and is ready to move forward with the implementation. The intent behind the timeline of the program was to demonstrate effectiveness with Phase 1 as a basis for recommending Phases 2 and 3. Due to unforeseen delays, Phase 1 was not able to be implemented when expected. Since the initial research into this project, neighboring cities to El Segundo have gone live with Vigilant ALPR cameras and have reported significant success in apprehending criminals travelling throughout their City. During 2018, the City of El Segundo experienced an increase in crime largely in the areas east of Pacific Coast Highway. Staff believes the Vigilant ALPR system can provide a significant benefit in apprehending these criminals and 527 therefore, recommends the full implementation of the program without delay. With City Council approval, the program completion is estimated in the summer of 2019. The cost breakdown is as follows: All Fixed ALPR's east and west of PCH(Excludes Main&Imperial): $399,464 Main Street and Imperial Avenue(Separated due to infrastructure issues): $64,265 Mobile ALPR's for police vehicles: $41,808 Electrical Infrastructure funding for Main and Imperial(estimate/no quote) $40,000 Estimated Tax @ 9.5% $51,827 Total $597.344 RECOMMENDATION The original $375,000 allocated towards this program in the FY 17/18 was unencumbered and returned to the general fund at the close of FY 17/18. Due to oversight,this money was not carried over for this project in FY18/19. Staff is recommending the $375,000 be reallocated towards this project. Staff recommends the expenditure of an additional $222,364 from asset forfeiture that will fully fund an ALPR system (all three phases) for the entire City El Segundo. The true all- inclusive cost for the proposed Vigilant ALPR system/contract is $557,364 (tax and annual maintenance included). The additional $40,000 is contingency funding to cover costs associated with infrastructure modifications to equal the total of$597,364 requested. Alternatively,the City Council can discuss and take other actions related to this matter. 528 VIGILANT 5 D L U T 1 D N S Quote For: EI Segundo Police Department Fixed Project with IDP Subscription, 5 Year Plan Quoted By: Vigilant Solutions, LLC Greg Mills Date: 2-13-19 Be Smart. Be Safe. Be Vigilant. 529 Vigilant Stealth LLC Be smart. Be safe. 1152 Stealth Street NYVIGILANT Livermore, California 94551 Be Vigilant. V1 r t i r I n N . (P) 858.287-0067 Attention: EI Sequndo Police Department Date I 2/13/2019 Project Name: Fixed Proiect with IDP Subscription Quote Number: GSM-0981-01 PROJECT QUOTATION We at Vigilant Solutions are pleased to quote the following systems for the above referenced project: Qty Item# Description (5) VS-IDP-01 Investigative Data Platform-Annual Subscription for 51 to 100 Sworn-State and Local • Commercial LPR Data access- For 51 to 100 Sworn o Access to all Vigilant commercially acquired national vehicle location data o Unlimited use by authorized agency personnel to complete suite of LEARN data analytics o Includes full use of hosted/managed LPR server account via LEARN • FaceSearch with Vigilant Image Gallery Access For 51 to 100 Sworn o Access to all agency/shared images and Vigilant Image Gallery o Unlimited use by authorized agency personnel to all FaceSearch tools o Image gallery of up to 5,000 images (4) Fixed Camera LPR Vigilant Fixed LPR Camera with Integrated Smart Processor SYS-1 Hardware: (2)VSF-075-H-RE • Integrated (Internal)solid state DSP Smart processor units- No moving parts o Plug-N-Play IP based camera with Power Over Ethernet(POE) • Includes field installed J-Box • 75mm LPR Camera(s)with IR and Color video o Includes RAM mounting bracket Software: • Direct connect to Vigilant's nationally hosted LEARN LPR data server o Includes CarDetector LPR software for local server hosting • LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including data analytics (3) Fixed Camera LPR Vigilant Fixed LPR Camera with Integrated Smart Processor SYS-2 Hardware: (3)VSF-075-H-RE . Integrated (Internal)solid state DSP Smart processor units-No moving parts o Plug-N-Play IP based camera with Power Over Ethernet(POE) • Includes field installed J-Box • 75mm LPR Camera(s)with IR and Color video o Includes RAM mounting bracket Software: • Direct connect to Vigilant's nationally hosted LEARN LPR data server o Includes CarDetector LPR software for local server hosting • LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including data analytics Page I of 3 530 (1) Fixed Camera LPR Vigilant Fixed LPR Camera with Integrated Smart Processor SYS-3 Hardware: (4)VSF-075-H-RE • Integrated (Internal)solid state DSP Smart processor units-No moving parts o Plug-N-Play IP based camera with Power Over Ethernet(POE) • Includes field installed J-Box • 75mm LPR Camera(s)with IR and Color video o Includes RAM mounting bracket Software: • Direct connect to Vigilant's nationally hosted LEARN LPR data server o Includes CarDetector LPR software for local server hosting • LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including data analytics (21) VS-FX-UNI-POLE- Fixed LPR Camera Bracket WALL-BRKT_REV_B • Pole or Wall Mount-UPR ARM ASSY POLE&WALL MOUNT BLK REV B (8) BCAE1 F2-V Four Camera Reaper Communications Box with cellular router and Verizon Modem -two cable glands • Complete communications and power management solution for up to four(4) Reaper fixed cameras • Includes power management and voltage protection for all components, as well as a router for cellular communications between the cameras and the agency's LEARN account • Includes Verizon modem • Private Wi-fi access point for administrative access to cameras • Integrated GPS with integrated NTP server for accurate time stamps on all detections • Enclosed in a vented NEMA 3R enclosure with fan for cooling • Operational temperature spec-20C to 50C ambient • Two cable glands;one for power,one 3/4"for CAT5 (8) REAPER-CAM-CBL- Reaper SD Camera Cable REVB-30FT . 30FT cable for Reaper SD cameras (12) REAPER-CAM-CBL- Reaper SD Camera Cable REVB-60FT • 60FT cable for SD Reaper cameras (1) Installation Installation of Vigilant Equipment at 8 locations • See corresponding site surveys. (1) TAS-UL Target Alert Service-LPR Alert Delivery Software-Unlimited User • Real Time LPR notification and mapping software sends LPR alerts to any in-network PC • Send Alerts over any communication protocol including LAN,WAN, internet wireless, etc. • Server Client software compatible with all Vigilant CDFS applications (1) SSU-LN-COM Vigilant Start Up&Configuration of Hosted/Managed Server Account • New client account setup • Required for all hosted/managed client accounts (21) SSU-SYS-COM Vigilant System Start Up&Commissioning of'in Field'LPR system •Vigilant technician to visit customer site • Includes system start up,configuration and commissioning of LPR system •Applies to mobile(1 System)and fixed (1 Camera)LPR systems Page 2 of 3 531 (1) VS-TRNG Vigilant End User Training for LPR Systems • End user training for Vigilant products o Covers all client purchased applications o Includes classroom and field operation training • Vigilant certified technician to visit site and perform one training class (1) VS-TRVL-01 Vigilant Travel via Client Site Visit •Vigilant certified technician to visit client site • Includes all travel costs for onsite support services (21) VS-SHP-02 Vigilant Shipping&Handling Charges • Applies to each fixed camera LPR System • Shipping Method is FOB Shipping (5) VSBSCSVC-02 Vigilant LPR Basic Service Package for Hosted/Managed LPR Deployments • Managed/hosted server account services by Vigilant o Includes access to all LEARN or Client Portal and CarDetector software updates • Priced per camera per year for 15-30 total camera units • Requires new/existing Enterprise Service Agreement(ESA) (21) CDFS-4HWW Fixed Camera LPR System-Extended Hardware Warranty-Year 2 through 5 • Fixed LPR System LPR hardware component replacement warranty • Applies to 1-Channel hardware system kit • Valid for 4 years from standard warranty expiration Subtotal Price(Excluding sales tax) $399,464.00 Quote Notes: 1. All prices are quoted in USD and will remain firm and in effect until 12/31/2018. 2. Orders requiring immediate shipment may be subject to a 15% QuickShip fee. 3. No permits, start-up, installation, and or service included in this proposal unless explicitly stated above. 4. Software is manufactured under strict Vigilant Solutions standard. 5. Compliance to local codes neither guaranteed nor implied. 6. All orders subject to credit acceptance by Vigilant Solutions management. 7. This Quote is provided per our conversation &details given by you—not in accordance to any written specification. 8. This Quote does not include anything outside the above stated bill of materials. 9. Quote assumes 120 constant power is easily accessible. 10.Quote assumes network is easily accessible or Sims cards will be furnished by customer. 11.Work performed between 8-5 M-F. 12.Price assumes there is available conduit space to run cables and conductors. 13.Price assumes the attached Traffic Control Drawing is acceptable. Any additional drawings required will be additional and quoted upon request. 14.Permits and any related costs are the responsibility of the customer. 15.Tax not included. Quoted by: Greg Mills - 858-287-0067 - greg.mills@vigilantsolutions.com Total Price (Excluding sales tax) $399,464.00 Page 3 of 3 532 VI ILANT 9 0 L U T 1 0 N 9 Quote For: EI Segundo Police Department Fixed Project with IDP Subscription Quoted By: Vigilant Solutions, LLC Greg Mills Date: 2-13-19 Be Smart. Be Safe. Be Vigilant. 533 Vigilant Solutions, LLC 1152 Stealth Street Be smart. Be safe. NY VIGILANT Livermore, California 94551 Be Vigilant. (P)925-398-2079 (F)925-398-2113 Attention: Ray Garcia Date 02-13-19 Project Name: I IDP and Fixed 5 Year Plan Quote Number: GSM-0981-03 Qty Item# Description (8) Fixed Camera LPR Vigilant Fixed LPR Camera with Integrated Smart Processor SYS-1 . Integrated(Internal)solid state DSP Smart processor units- No moving parts (8)VSF-075-H-RE o Plug-N-Play IP based camera with Power Over Ethernet(POE) • Includes field installed J-Box • 75mm LPR Camera(s)with IR and Color video o Includes RAM mounting bracket ■ Direct connect to Vigilant's nationally hosted LEARN LPR data server o Includes CarDetector LPR software for local server hosting • LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including data analytics (5) VS-IDP-01 Investigative Data Platform -Annual Subscription for 51 to 100 Sworn -State and Local ■ Commercial LPR Data access-For 51 to 100 Sworn o Access to all Vigilant commercially acquired national vehicle location data o Unlimited use by authorized agency personnel to complete suite of LEARN data analytics o Includes full use of hosted/managed LPR server account via LEARN • FaceSearch with Vigilant Image Gallery Access For 51 to 100 Sworn o Access to all agency/shared images and Vigilant Image Gallery o Unlimited use by authorized agency personnel to all FaceSearch tools o Image gallery of up to 5,000 images (8) VS-FX-UNI-POLE- Fixed LPR Camera Bracket WALL-BRKT_REV_B Pole or Wall Mount-UPR ARM ASSY POLE&WALL MOUNT BLK REV B UPR ARM ASSY POLE&WALL MOUNT BLK Page 1 of 3 534 (4) BCAE1 F2-V Four Camera Reaper Communications Box with cellular router and Verizon Modem -two cable glands • Complete communications and power management solution for up to four(4) Reaper fixed cameras • Includes power management and voltage protection for all components, as well as a router for cellular communications between the cameras and the agency's LEARN account • Includes Verizon modem • Private Wi-fi access point for administrative access to cameras Integrated GPS with integrated NTP server for accurate time stamps on all detections • Enclosed in a vented NEMA 3R enclosure with fan for cooling ■ Operational temperature spec-20C to 50C ambient • Two cable glands;one for power,one 3/4"for CATS e Four Camera Reaper Communications Box with cellular router and Verizon Modem-two cable glands (4) REAPER-CAM-CBL- Reaper SD Camera Cable REVB-30FT . 30FT cable for Reaper SD cameras REAPER SD CAMERA CBL 30FT REVB (4) REAPER-CAM-CBL- Reaper SD Camera Cable REVB-60FT . 60FT cable for SD Reaper cameras • REAPER SD CAMERA CBL 60FT REVB (1) Installation Installation of Vigilant Equipment at 4 locations See corresponding site surveys. (1) TAS-UL Target Alert Service -LPR Alert Delivery Software -Unlimited User • Real Time LPR notification and mapping software sends LPR alerts to any in-network PC ■ Send Alerts over any communication protocol including LAN,WAN, internet wireless, etc. • Server Client software compatible with all Vigilant CDFS applications (1) SSU-LN-COM Vigilant Start Up&Configuration of Hosted/Managed Server Account New client account setup Required for all hosted/managed client accounts (8) SSU-SYS-COM Vigilant System Start Up&Commissioning of'in Field' LPR system Vigilant technician to visit customer site • Includes system start up,configuration and commissioning of LPR system • Applies to mobile(1 System)and fixed(1 Camera)LPR systems (1) VS-TRNG Vigilant End User Training for LPR Systems End user training for Vigilant products o Covers all client purchased applications o Includes classroom and field operation training Vigilant certified technician to visit site and perform one training class Page 2 of 3 535 (1) VS-TRVL-01 Vigilant Travel via Client Site Visit Vigilant certified technician to visit client site • Includes all travel costs for onsite support services (5) VSBSCSVC-02 Vigilant LPR Basic Service Package for Hosted/Managed LPR Deployments • Managed/hosted server account services by Vigilant o Includes access to all LEARN or Client Portal and CarDetector software updates • Priced per camera per year for 15-30 total camera units ■ Requires new/existing Enterprise Service Agreement(ESA) (8) VS-SHP-02 Vigilant Shipping & Handling Charges Applies to each fixed camera LPR System Shipping Method is FOB Shipping (8) CDFS-4HWW Fixed Camera LPR System -Extended Hardware Warranty-Year 2 through 5 • Fixed LPR System LPR hardware component replacement warranty • Applies to 1-Channel hardware system kit • Valid for 4 years from standard warranty expiration Subtotal Price(Excluding sales tax) I $191,397.00 Quote Notes: 1. All prices are quoted in USD and will remain firm and in effect for 60 days. 2. Orders requiring immediate shipment may be subject to a 15%QuickShip fee. 3. No permits, start-up, installation, and or service included in this proposal unless explicitly stated above. 4. Software is manufactured under strict Vigilant Solutions standard. 5. Compliance to local codes neither guaranteed nor implied. 6. All orders subject to credit acceptance by Vigilant Solutions management. 7. This Quote is provided per our conversation &details given by you—not in accordance to any written specification. 8. This Quote does not include anything outside the above stated bill of materials. 9. Quote assumes 120 constant power is easily accessible. 10.Quote assumes network is easily accessible or Sims cards will be furnished by customer. 11.Work performed between 8-5 M-F. 12.Price assumes there is available conduit space to run cables and conductors. 13.Price assumes the attached Traffic Control Drawing is acceptable. Any additional drawings required will be additional and quoted upon request. 14.Permits and any related costs are the responsibility of the customer. 15.Tax not included. Quoted by: Greg Mills - 858-287-0067 - greg.mills@vigilantsolutions.com Total Price (Excluding sales tax) I $191,397.00 Page 3 of 3 536 VI I LANT 5 L Ll T ! ❑ N S Quote For: El Segundo Police Department BUDGETARY Fixed Camera Project Quoted By: Vigilant Solutions, LLC Daniel Ramsden Date: 2-13-19 Be Smart. Be Safe. Be Vigilant. 537 Vigilant Solutions, LLC Be smart. Be safe. 1152 Stealth Street \-VlolyloILANT Livermore, California 94551B@ VI ilantU T I a N I. (P)925-398-2079 (F)925-398-2113 Attention: I EI Segundo Police Department I Date 2/13/2019 f Project Name: BUDGETARY Fixed Camera Project Quote Number: I DAR-0019-01 PROJECT QUOTATION We at Vigilant Solutions are pleased to quote the following systems for the above referenced project: Qty Item# Description (1) Fixed Camera LPR Vigilant Fixed LPR Camera with Integrated Smart Processor SYS-1 Hardware: (3)VSF-075-H-RE . Integrated (Internal)solid state DSP Smart processor units-No moving parts o Plug-N-Play IP based camera with Power Over Ethernet(POE) • Includes field installed J-Box • 75mm LPR Camera(s)with IR and Color video o Includes RAM mounting bracket Software: • Direct connect to Vigilant's nationally hosted LEARN LPR data server o Includes CarDetector LPR software for local server hosting • LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including data analytics (1) Fixed Camera LPR Vigilant Fixed LPR Camera with Integrated Smart Processor SYS-2 Hardware: (2)VSF-075-H-RE • Integrated(Internal)solid state DSP Smart processor units-No moving parts o Plug-N-Play IP based camera with Power Over Ethernet(POE) • Includes field installed J-Box • 75mm LPR Camera(s)with IR and Color video o Includes RAM mounting bracket Software: • Direct connect to Vigilant's nationally hosted LEARN LPR data server o Includes CarDetector LPR software for local server hosting • LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including data analytics (2) BCAE1 F2-V Four Camera Reaper Communications Box with cellular router and Verizon Modem -two cable glands • Complete communications and power management solution for up to four(4) Reaper fixed cameras • Includes power management and voltage protection for all components, as well as a router for cellular communications between the cameras and the agency's LEARN account • Includes Verizon modem • Private Wi-fi access point for administrative access to cameras • Integrated GPS with integrated NTP server for accurate time stamps on all detections • Enclosed in a vented NEMA 3R enclosure with fan for cooling • Operational temperature spec-20C to 50C ambient • Two cable glands;one for power,one 3/4"for CAT5 Page 1 of 2 538 f (5) VS-FX-UNI-POLE- Fixed LPR Camera Bracket WALL-BRKT REV B • Pole or Wall Mount-UPR ARM ASSY POLE&WALL MOUNT BLK REV B (2) REAPER-CAM-CBL- Reaper SD Camera Cable REVB-30FT • 30FT cable for Reaper SD cameras (3) REAPER-CAM-CBL- Reaper SD Camera Cable REVB-60FT • 60FT cable for SD Reaper cameras (1) Installation Installation of 1 2-Camera Fixed Intersection&1 3-Camera Fixed Intersection (5) SSU-SYS-COM Vigilant System Start Up&Commissioning of'in Field'LPR system • Vigilant technician to visit customer site • Includes system start up,configuration and commissioning of LPR system •Applies to mobile(1 System)and fixed (1 Camera)LPR systems (1) VSBSCSVC-03 Vigilant LPR Basic Service Package for Hosted/Managed LPR Deployments • Managed/hosted server account services by Vigilant o Includes access to all LEARN or Client Portal and CarDetector software updates • Priced per camera per year for 31-60 total camera units • Requires new/existing Enterprise Service Agreement(ESA) (1) TAS-UL Target Alert Service-LPR Alert Delivery Software-Unlimited User • Real Time LPR notification and mapping software sends LPR alerts to any in-network PC • Send Alerts over any communication protocol including LAN,WAN,internet wireless, etc. • Server Client software compatible with all Vigilant CDFS applications (5) VS-SHP-02 Vigilant Shipping&Handling Charges • Applies to each fixed camera LPR System • Shipping Method is FOB Shipping Subtotal Price(Excluding sales tax) $64,165.00 Quote Notes: 1. All prices are quoted in USD and will remain firm and in effect for 60 days. 2. No permits, start-up, installation, and or service included in this proposal unless explicitly stated above. 3. Software is manufactured under strict Vigilant Solutions standard. 4. Compliance to local codes neither guaranteed nor implied. 5. All orders subject to credit acceptance by Vigilant Solutions management. 6. This Quote is provided per our conversation &details given by you - not in accordance to any written specification. 7. This Quote does not include anything outside the above stated bill of materials. 8. Quote assumes 120 constant power is easily accessible. 9. Quote assumes network is easily accessible or Sims cards will be furnished by customer. 10.Work performed between 8-5 M-F. 11.Price assumes there is available conduit space to run cables and conductors. 12.Price assumes the attached Traffic Control Drawing is acceptable. Any additional drawing required will be additional and quoted upon request. 13.Permits and any related costs are the responsibility of the customer. Quoted by: Daniel Ramsden - 925-398-2079 - daniel.rmsden@vigilantsolutions.com Total Price (Excluding sales tax) $64,165.00 Page 2 of 2 539 VI 1 LANT S 0 L U T 1 0 N S Quote For: EI Segundo Police Department 2 4-Camera Mobile Quoted By: Vigilant Solutions, LLC Daniel Ramsden Date: 2-13-19 Be Smart. Be Safe. Be Vigilant. 540 Vigilant Solutions, LLC Be smart. Be safe. 1152 Stealth Street VIGILANT Livermore, California 94551 Be Vigilant. 1 r ' '-, r" " (P)925-398-2079 (F)925-398-2113 Y ' Attention EI Segundo Police Department Date 12/13/2019 Proiect Name: 2 4-Camera Mobile I Quote Number: DAR-0020-01 PROJECT QUOTATION We at Vigilant Solutions are pleased to quote the following systems for the above referenced project: Qty Item# Description (2) Mobile LPR SYS-1 Mobile LPR 4-Camera System w/Integrated Processor CDM-4-1123RE Hardware: • Qty=2 Combination IR/Color LPR Cameras- 16mm lens package • Qty=1 Combination IR/Color LPR Camera-25mm lens package • Qty=1 Combination IR/Color LPR Camera-35mm lens package • Cameras w/integrated solid state DSPs(No moving parts) • Wiring harness w/ignition control (Direct to Battery) o Single point power connection • Field installed GPS receiver for MDC(USB Connect) Software: • CarDetector Mobile LPR software application for MDC unit o LPR vehicle license plate scanning/real time alerting o Full suite of LPR tools including video tool set (2) USB-CABLE- USB CABLE EXTENDER 6FT EXTENDER-61FT • USB Cable Extender for GPS Units (2) VS-LBB-02-E LPR Camera Mounting Brackets-Light Bar Mounting Style-Complete Set • LPR Camera Mounting Bracket-Rooftop under light bar • Compatible with most Whalen, Code3,TOMAR, Federal Signal,Arjent S2 Light Bars • Mounts up to four(4)LPR cameras (1) Installation Installation of 2 4-Camera Mobile Systems (1) VSBSCSVC-03 Vigilant LPR Basic Service Package for Hosted/Managed LPR Deployments • Managed/hosted server account services by Vigilant o Includes access to all LEARN or Client Portal and CarDetector software updates • Priced per camera per year for 31-60 total camera units • Requires new/existing Enterprise Service Agreement(ESA) (2) SSU-SYS-COM Vigilant System Start Up&Commissioning of'In Field'LPR system • Vigilant technician to visit customer site • Includes system start up,configuration and commissioning of LPR system • Applies to mobile(1 System)and fixed (1 Camera)LPR systems (2) VS-SHP-01 Vigilant Shipping&Handling Charges • Applies to each Mobile LPR System • Shipping Method is FOB Shipping Page 1 of 2 541 (1) I Tax [ Tax 9.5%on hardware Subtotal Price $41,807.62 Quote Notes: 1. All prices are quoted in USD and will remain firm and in effect for 60 days. 2. Orders requiring immediate shipment may be subject to a 15%QuickShip fee. 3. All hardware components to have standard One (1)year hardware warranty. 4. This Quote does not include anything outside the above stated bill of materials. 5. 1 year of hosting and warranty included, up to 5 years available up front. 6. Will require ESA contract. 7. Brackets need to be confirmed. 8. Tax included. Quoted by: Daniel Ramsden - 925-398-2079 - daniel.ramsden@vigilantsolutions.com Total Price $41,807.62 Page 2 of 2 542 FrdL•o Cargo a' at ... ..... I-- earn All 57I171h�a ff//ffes�// g,F re9h; 1f{ I J(JAL) Da Ya Cargo �_ K Y'J'Imf""'•a YV Im Oe nai Ave Im[y nal Ar. Deg F•an. �. ��E�Imy:iuF'fItTY Y1'imuel xvey y, N 1 0 _ �nlYrr!F.rf( J Boeing "tv Dr - - �. Jy'fP '.b'4cac�.0 A.4 r E Ac uCil Aa _ . 1V.Y drain A.m < '� E`Ivalnul Ave = 'h'+t61h S[ ? 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I Tie Lalms Z S > Coupe - m 'N 134(h Sl p Juan Cabrnb Elamenlaq V;13411,PI o • License Plate Reader Camera 6clronl y Wiseburn & _ Ulan Avc " IN 1351h SI c 4' Cebnlb/Berrrett Rosecrans Blvd and Douglas Street 773'1 n I y Ebmenbry Selrool 1-1,10, p• W136th Sl £ u' Glen � 5 H,:ff'f,o� v aeuu Avr r��L uv 137th St Imperial Avenue and Main Street = ,k,t 2 W 137th PI EI Segundo Blvd and Illinois Street Plea EI ,.�" S1'� V 138111 SI Segues *a „ W 139th PI+ a �+■ Imperial Ave and California Street Qac° '' s' - 13'11'$1 F '.V 1401h$I EI Segundo Blvd and Continental Blvd 4 `/lI/ 4,4,5($t 4 _ 1 --- Grand Ave and Kansas St n 4 VV 142m P' II+ 1 142nd St R--a-Ave F�RairerA�.,re� W.Rgs rar z "IBr I'I z EI Segundo Blvd and Isis Ave I1,SI = g 75th F! a P ,V arkvleAVe m Miles J1 00.075.15 0.3 0.45 0.6 W NON-COMPETITIVE PROCUREMENT REQUEST Date: 2-13-19 Vendor/Brand Name: Vigilant Solutions Requisition #: Estimated Dollar $597,364 Amount: When a request is made for a non-competitive purchase and the specifications limit the bidding to one source and/or one brand or trade name, the requesting department must complete the following. The form should be authorized by the next highest signature authority for the dollar value of the purchase. Also, please include a description of the good(s) or service(s) requested. I. Please check one of the following: 1. ® SOLE SOURCE: Goods or services are available from one source only. What are the unique performance features of the product/brand requested that are not available in any other product/brand? For services: What unique qualifications, rights, licenses, etc. does this vendor possess? Vigilant ALPR's are deployed regionally in an effort to share data to locate and apprehend criminals operating in the local area. This regional approach will enhance community safety and has already received support from the Technology Committee and City Council. 2. ❑ SOLE BRAND: Various sources can supply the specified model and brand and competitive bids will be solicited for the requested brand only. Why are the unique performance features REQUIRED (not merely preferred), and how would your requirement be inhibited without this particular good/service? 3.,X STANDARDIZATION REQUEST: The City requires the item(s) to standardize parts, design, quality, etc... If justification is based on matching with existing equipment, list the quantity, manufacturer, brand, and model of the existing equipment, and why the matching is required. 4. ❑ NON-COMPETITIVE RECOMMENDATION: Examples include time constraints, pre- qualified suppliers/contractors, and quality/reliable performance history. What are the special reasons, circumstances, or conditions that make a competitive purchase unfeasible and outside of the City's policies and procedures? I am aware of City of EI Segundo's policy for competitive bidding and the established criteria for a new Competitive Purchase Request. Requestor: 0-. /Z,i 2-1319 Director: a-13`�`t i4Date Date Supervisor: z-13 1 q Finance: DateDate Manager: City Mgr.: z �G ,r•� , .2 --13_0 Date �ytir G��,� Lary yid] Date 544 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19, 2019 AGENDA STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action to receive and file a report regarding the Fiscal Year 2018-19 First Quarter Financial Review. (Fiscal Impact: none) RECOMMENDED COUNCIL ACTION: (1) Receive and File FY 2018-19 1St Quarter Financial Review. (2) Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: N/A FISCAL IMPACT: None Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): None 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 ORIGINATED BY: Juliana Demers, Revenue Manager &Dave Davis, Finance Manager REVIEWED BY: Joseph Lillio, Director of Finance Vi— APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: First Quarter Financial Revie►v Fiscal Year 2018-19 Staff has reviewed all revenues and expenditures for the first quarter of FY 2018-19, with an emphasis on the General Fund, to determine if all sources and uses are on target with the originally adopted budget. As we review the first quarter results, the City continues to experience steady economic growth, as well as financial challenges related to funding 1 1 � 545 infrastructure and rising Ca1PERS pension costs. Overall, the economy is showing signs of steady growth statewide. While we are projecting moderate growth in many City revenues, the concentration of revenues coming from the business and industry sector creates a higher level of volatility in our core tax revenues that is difficult to forecast. These core revenues will be closely observed during the next quarter and staff will be able to better estimate the performance to budget at the mid-year review. General Fund Revenues The following is a list of major General Fund revenues and the performance of each source through the first quarter: Table 1: General Fund Revenues 1St Quarter Prior Year Current ,, / 18 Revenue Source Actual �/Actual ' �� d'et / ThroughThrough t / � � � _ I / t Received 1213112 Property Tax $3,048,495 $3,271,387 $8,057,164 41% Sales & Use Tax 1,138,623 287,940 11,900,000 3% Franchise Tax 1,529 2,113 3,900,000 0% Transient Occupancy(TOT) 1,163,358 1,085,750 14,500,000 7% Real Property Transfer Tax 432,725 32,434 400,000 8% Gas UUT 351,093 264,234 1,700,000 16% Water UUT 61,053 102,481 250,000 41% Telecommunications UUT 242,320 90,154 960,000 9% Cogeneration Electric UUT 81,061 94,424 925,000 10% Electric Utility Tax 472,199 512,464 2,100,000 24% Tax Resolution Agreement 0 0 5,800,000 0% Business License 1,350,293 1,352,654 11,800,000 11% License & Permits 277,755 526,176 1,668,388 32% Fines & Forfeitures 113,135 52,128 317,700 16% Use of Money and Property 87,686 40,294 824,000 5% Intergovernmental 3,086 0 1,849,347 0% Charges for Services 1,130,769 938,552 5,393,625 17% Other Revenues 441,917 314,499 2,120,400 15% Total General Fund 10,397,097 8,967,684 74,465,624 14% Revenues,Net of Transfers Transfers In 0 0 0 N/A Total General Fund Revenues $10,397,097 $8,967,684 $74,465,624 14% 2 546 Sales & Use Tax is the City's second largest source of General Fund revenue. Sales tax revenues have been declining for the last few years due to the increased volume in ecommerce transactions and the inability to fully capture the taxation of these transactions. In addition to this national trend of consumers transitioning to ecommerce, the California Department of Tax and Fee Administration (CDTFA) has replaced its reporting system which caused a series of delays impacting the allocation to the local agencies' revenues. The delay issues have been mostly resolved and we should see a more proportional revenue reporting for the 2"a quarter report. There will be a catch-up payment that CDTFA owes the City for first quarter sales tax receipts that will be issued to the City in January. This delayed payment to the City should bring the Sales Tax revenue back in-line with the budget projections. FY 2017-18 1 St Quarter $1,138,623 FY 2017-18 Adopted Budget I $12,250,144 FY 2018-19 1"Quarter � $ 287,940 FY 2018-19 Adopted Budget $11,900,000 Business License Tax is the City's third largest General Fund revenue source, accounting for 16% of its total estimated revenues. The majority of this revenue stream is collected in December, January and February. Business License Tax receipts for the first quarter are similar to the same period last year when the City implemented the Business License renewal process. It is anticipated that the revenue will be on target with budget. This revenue stream will be closely watched and updated during mid-year review. FY 2017-18 1St Quarter $1,350,293 FY 2017-18 Adopted Budget $11,545,000 i FY 2018-19 1St Quart 1 $1,352,654 FY 2018-19 Adopted Budget $11,800,000 Property Tax is $222,892 higher than the same period last year and is anticipated to come in as budgeted. The bulk of property tax revenue is received from the County in four large payments that occur in December, January, March and April of each year. FY 2017-18 1St Quarter I $3,048,495 I FY 2017-18 Adopted Budget $7,423,646 FY 2018-19 1St Quarter $3,271,387 FY 2018-19 Adopted Budget $8,057,164 Transient Occupancy Tax (TOT) is the largest General Fund revenue source, accounting this year for 19% of total estimated revenues. This revenue has steadily increased over the last several years as the economy improves due to new hotels coming online, increased occupancy rates, an increase in room rates and most notably the passage of Measure B in 2016 which changed the T.O.T. rate from 8% to 12%. At this time TOT revenue for the current quarter is trending with budget. Staff will continue to monitor and report any changes due to the economic conditions at mid-year and review the scheduled opening dates for any new hotels. FY 2017-18 1St Quarter $1,163,358 FY 2017-18 Adopted Budget I $11,000,000 FY 2018-19 1St Quarter I $1,085,750 FY 2018-19 Adopted Budget $14 500 000 p g � , 3 547 Charges for Services includes Zoning and Planning fees, Plan Check fees, Plan Retention fees, Energy Plan Check fees, Planning Service fees and Paramedic Transport and have a combined first quarter revenue of$938,552, or 17% of budget received. At this time Charges for Services is projected to be in line with budget. Staff will continue to monitor and report any changes due to the economic conditions. FY 2017-1$ 1St Quarter $1,130,769 FY 201 /-1h Adopted guciget T 4,7�7,2QQ FY 2018-19 Actual $ 938,552 FY 2018-19 Adopted Budget $5,393,625 Franchise Tax is another one of the City's major revenue sources that is always impacted by the price of natural gas, its consumption demand, the price of electricity and its demand. The annual payments from Southern California Edison and The Gas Co are received in April of each year. The Gas Co. payment is calculated using the average price of natural gas for the prior calendar year. FY 2017-18 1St Quarter $1,529 N'Y 2017-I S Adopted Badget $2,900,000 FY 2018-19 1"Quarter J 12,113 FY 2018-19 Adopted Budget $3,900,000 Utility User's Tax (UUT) The City has received 20% of the total budgeted UUT during the first quarter of FY 2018-19. This revenue is tracking in line with the anticipated budget at this time. Staff will continue to closely monitor this category and provide an update during mid-year review. FY 2017-18 P Quarter $1,126,665 f FY 2017-18 Adopted Budget $4,810,000 _ FY 2018-19 1"Quarter $ 969,333 FY 2018-19 Adopted Budget $5,010,000 Cogenerated Electric Utility User's Tax is 16% or $13,362 higher than the same period last year. This revenue source is trending at the anticipated budget. The Short Run Avoided Cost (SRAC) rate is obtained from Southern California Edison and impacts the amount of cogenerated tax paid to the City. This rate is used to calculate a fair price for energy produced by cogenerating plants. Staff will continue to closely monitor this category and provide an update during mid-year review. FY 2017-18 1St Quarter __$81,061 FY 2017-18 Adoptedrjudgel " S 9 5,000 J FY 2018-19 1St Quarter $94,424 FY 2018-19 Adopted Budget $ 925,0oo -1 License and Permits includes animal licensing, various building permits, and street permits. The City recorded revenues of $526,176, or 32% of budget received. This revenue stream is somewhat seasonal and is trending higher than anticipated due to higher the anticipated revenues in street permits, electrical permits, and building permits. This revenue usually ticks upward in the spring and summer. If this trend occurs, the revenues will more than likely exceed the adopted budget. Staff will continue to closely monitor this category and provide an update during mid-year review. 4 548 FY 2017-18 1St Quarter $277,755 FY 2017-18 Adopted Budget $1,599,400 � FY 2018-19 1St Quarter $526,176 FY 2018-19 Adopted Budget $1,668,388 Table 2—General Fund Expenditures hi• Dc parinrent—Current Year Compared to Prior Year Revenue oActual I i City Council $58,279 $54,991 $288,541 19% City Treasurer 74,108 58,217 312,273 19% City Clerk 100,349 100,408 513,901 20% City Manager 253,893 321,169 1,893,414 17% City Attorney $84,620 106,771 611,250 17% Finance 487,561 406,033 2,331,337 17% Information Systems 148,954 435,985 2,059,988 21% Human Resources 138,242 160,809 1,004,459 16% Police 4,584,460 5,931,205 21,746,192 27% Fire 3,299,380 4,308,553 15,964,187 27% Planning& Building Safety 543,750 540,931 2,830,338 19% Public Works 1,220,247 1,375,450 8,507,761 16% Recreation & Parks 1,055,102 1,424,385 7,272,244 20% Library 563,264 641,584 2,345,526 27% Nondepartmental 1,451,350 3,357,541 8,251,373 41% Total General Fund 14,063,559 19,224,032 75,932,784 25% Expenditures, Net of Transfers Transfers Out 2,804,000 - 3,130,000 -% Total General Fund $16,867,559 $19,224,032 $79,062,784 24% Expenditures First quarter Comparison —FY 2018 v. FY 2019 In comparing between the first quarter of the year between current and the prior year, the major differences are due to the following: - Police department expenditures increased $1.3 million or 29% over the same period last year. The increase is due to having some of the vacant positions filled compared to last year, as well as an increase in salaries and benefits that became effective November 24, 2018 under the new Police Officers' Association MOU. - Fire department expenditures increased $1.0 million or 31% over the same period last year. The increase is due to having some of the vacant positions filled compared to last year, as well as an increase in salaries and benefits that became effective November 24, 2018 - Nondepartmental increased $1.9 million or 131% over the same period last year. The increase is due to the Council's strategic actions of proactively addressing the City's growing pension liability and making an additional payment of $1.5 million towards the Ca1PERS unfunded liabilities, as well as a $1 million contribution to the section 115 pension trust. - Recreation & Parks increased $369k or 35% over the same period last year. The increase 5 549 was due to increases related to the new Aquatics center at Wiseburn and the new programs associated with this. There was also an increase in funding equipment replacement of assets for the aging parks. Information services increased $287k or 193% over the same period last year. The increase was due to increases in professional services related to the implementation of the IS master plan and many of the new technology related initiatives that are being implemented. The Public Works department expenditures increased $155k or 13% over the same period last year. This is due to an increase in salaries and benefits due to vacant positions being filled compared to last year. Finance decreased by $81,528, or 17%, compared to the prior year. This is due to a current 25%vacancy rate. Recruitments have commenced for several of the vacant positions. Treasury has decreased by $15,891, or 22%, compared to the prior year. This is due to a vacant position that was filled last year. The vacancy was filled in December 2018. In summary, General Fund expenditures are tracking in line with the adopted budget. There are still many vacant positions in various departments that may result in budgetary savings by fiscal year-end. Estimated Revenues and Expenditures for Enterprise Funds, Water Utility Enterprise Fund Revenues in the Water Utility Fund are on track with the budget projection and the difference from last year's same period is due to timing issues in revenue recording for the specific period. The prior year recorded a large payment from the City's single largest commercial water customer at the end of December and in early January for the current fiscal year. There are three pending large capital projects: water main improvements, water valve replacements and the Indiana water main totaling $2.5 million. Expenses are on track with budget. Revenues: FY 2017-18 1st Quarter Revenues $5,400,566 1 FY 2018-19 1st Quarter Revenues $7,812,423 1 j FY 2018-19 Adopted Budget $30,668,000 1 Expenditures: FY 2017-18 11t Quarter Expenses $7,833,491 FY 2018-19 1"Quarter Expenses $7,811,571 FY 2018-19 Adopted Budget $30,645,150 Sewer Utility Enterprise Fund Revenues in the Sewer Utility Fund are $570,429 higher than the same period last year with 25.6% of budget received. The increase in this revenue is primarily due to a developer contribution of $375,000 towards the sewer fund capital needs. The remaining difference of 6 550 $195,429 is a receipt of funds timing issue. Revenue is expected to be on target with the budget. There are two large capital projects: annual sewer infrastructure improvements and the sewer pump station rehabilitation totaling $1 million. Expenses are on track with budget. Revenues _ ` FY 2017-18 1St Quarter Revenues $948,854 � FY 2018-19 1St Quarter Revenues $1,519,283 FY 2018-19 Adopted Budget $3,810,000 Expenditures FY 2017-18 1St Quarter Expenses $845,387 FY 2018-19 1St Quarter Expenses $1,634,897 1 FY 2018-19 Adopted Budget $5,110,042 The Golf Course Fund is currently at 22% of revenue budget received at $319,794. Revenue at the Golf Course typically increases in the spring and summer but most likely this fund will end the year close to the adopted revenue budget of $1,453,699. Expenditures of $417,219 are at 25% of budget, which will see an increase in the spring and summer. As a result, the expenditures will be on track to meet the adopted budget of $1,692,814. Staff will continue to monitor the Golf Course Fund and any developments that will impact its future operations. Discussion on Debt Service Fund The Debt Service Fund records the City's facility lease activity for the Douglas Street Gap Closure. On September 1, 2005, the City entered into a facility lease agreement with the California Infrastructure and Economic Development Bank (CIEDB) whereby CIEDB issued bonds in the amount of$10,000,000 to finance the Douglas Street Gap Closure Project. The City will make lease payments over a 30-year period, which began on February 1, 2006. The interest rate on the bonds is 2.87% per annum. Payments on the lease obligation are due February 1 and August 1 of each year. The debt service fund is on target to meet the revenue and expenditure budgets. Conclusion The current year General Fund expenditures are trending with the adopted budget. Year-to-date spending as of December 31 st is 24% of the adopted budget. General Fund revenues at first quarter review are tracking lower than the same period last year and staff is currently estimating most of the General Fund revenues to trend with the adopted budget. Staff will continue monitoring revenues and expenditures and will report any changes to the budget estimates during the mid-year review which will occur in the second meeting of April. 7 551 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to receive and file a presentation on the City's second annual customer satisfaction survey results that were conducted with residents and businesses which were based on the Net Promoter Score methodology and part of the City's strategic work plan. (Fiscal Impact $20,000) RECOMMENDED COUNCIL ACTION: 1. City Council receive and file a presentation on the City's second annual customer satisfaction survey. 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Residential Survey Presentation 2. Business Survey Presentation 3. Residential Survey Report 4. Business Survey Report FISCAL IMPACT: Amount Budgeted: $20,000 Additional Appropriation: N/A Account Number(s): 001-400-2501-6214 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 PREPARED BY: Juliana Demers, Revenue Manager REVIEWED BY: Joseph Lillio, Director of Finan e'0. APPROVED BY: Greg Carpenter, City Manager BACKGROUND: During the FY 2016-17 strategic planning sessions, City Council gave staff direction to look into conducting a citizen and business satisfaction survey and align the survey with the concept of the Net Promoter Score (NPS). In continuation to the effort, the same direction was given during FY 552 2017-18 strategic planning session. The goal is to create benchmarks for the City as the survey effort continues to be incorporated on an annual basis. The Survey Methodology: The NPS provides the core measurement for customer experience. In order to calculate the City's NPS, the survey will use the answer to a key question, using a 0-10 scale. The NPS question for the residential survey was: On a scale of 0 to 10, where 10 is very likely, 5 is neutral and 0 is very unlikely, based on your personal experiences, how likely would you recommend the City of El Segundo to a friend or family member considering moving to the area? The NPS question for the business survey was: On a scale of 0 to 10, where 10 is very likely, 5 is neutral and 0 is very unlikely, based on your companies experiences, how likely would you recommend the City of El Segundo to a business associate or colleague? Respondents are grouped as follows: • Promoters (score 9-10) are loyal enthusiasts who will keep engaging and refer others, fueling possible growth. • Passives (score 7-8) are satisfied but unenthusiastic customers who are vulnerable to alternative offerings. • Detractors (score 0-6) are unhappy customers who can damage your brand and impede growth through negative word-of-mouth. Subtracting the percentage of Detractors from the percentage of Promoters yields the Net Promoter Score, which can range from a low of-100 (if every customer is a Detractor)to a high of 100 (if every customer is a Promoter). Web surveys were conducted with the businesses and in addition to web surveys residents who opted out or did not provide emails received paper surveys. Purpose and Obiectives for the Residential Survev This study was conducted primarily to assess customer satisfaction with City of El Segundo's public services. The study was designed to survey City of El Segundo's residents. Specific objectives included the following: • Assess customer satisfaction with multiple attributes. • Measure City of El Segundo's image and general reputation. • Record customer opinions as to how City of El Segundo can serve them better. • Assess the extent of customer loyalty based on the Net Promoter process. • Provide a framework to build an integrated Customer Satisfaction. Results and Kev Findings in the Residential Survev Last year's survey results identified the following as the top three areas of concern for our residents: 553 1. Condition of City Infrastructure: street, sidewalks and public facilities 2. Responsiveness and Overall Vision of City Council 3. Water and Sewer Billing Department Customer Service Listed below are some of the actions the city has taken to address these concerns: 1. Condition of City Infrastructure: street,sidewalks and public facilities • Completed the City of El Segundo—Wiseburn Unified School District Aquatics Center, scheduled to open in December 2018 • Worked with LAX to repave Imperial Avenue + Renovations are underway at the El Segundo Public Library + Currently in year 3 of a 5-year paving program to improve pavement conditions citywide • Completed 1,161 sidewalk repairs and filled 1,370 potholes + Resurfaced 500,000 SF, or about 7 lane-miles, of roadway in fiscal year 17/18 • Renovated landscaping throughout downtown planters(and enhanced ongoing maintenance) • Installed a new picnic shelter at Recreation Park with six new concrete picnic tables 2. Responsiveness and Overall Vision of City Council ■ City Council facilitated public strategic planning meetings to develop mission,vision & goals • Mayor Boyles provided video updates on social media after City Council meetings and established office hours to facilitate public communications • Re-engaged in the process to evaluate options for the future of the Lakes golf course • Approved the formation of an enhanced Citywide communications program • Continued to grow engagement in the City E-Newsletter with 17,182 users and visits from in 61 countries and 1,142 cities globally 3. Water and Sewer Billing Department Customer Service • Plan to launch an e-payment platform in 2019 that will be mobile friendly and have improved functionality • Improved process efficiencies and increased communication channels available to address customer concerns and questions in a timely manner When comparing the results of the 2017 survey with this year's results,the numbers hardly changed. Last year the city earned a NPS of 59% and this year it was 58%. The percentage of Detractors increased by 1 %this year. Also, there was a 25% increase in respondents to this year's survey over the prior year. These are remarkable accomplishments. Despite the specific improvements listed above, the same areas continue to represent zones of an Issue & Opportunity due to their mean scores coming in below 4.00. • Responsiveness and overall vision of City Council • Water and Sewer Billing Department Customer Service (complaint handling &responsiveness) • Condition of City Infrastructure: streets, sidewalks and public facilities In this year's responses, detractors were most concerned about the cost of living and taxes. To a lesser extent Detractors are concerned about noise pollution and the airport and the desire for a more resident friendly environment. In last year responses, Detractors were most concerned with 554 effective use of money, improvement of infrastructure, and the desire among some to slow down growth. In addition to asking the NPS question, the survey also asked more specific questions soliciting resident perceptions on particular areas of City operations: Police, Fire, Recreation&Parks, Library services, City infrastructure, Utility Billing, and City Council. These questions were scored on a response scale of. Very Dissatisfied (1), Dissatisfied(2),Neutral (3), Satisfied(4) or Very Satisfied (5). The following areas are viewed as modest strengths by the majority of Residents: (4.00 to 4.33) • Availability & Responsiveness of Police Department- greater than 4.33 • Responsiveness, knowledge and competency of Fire & Paramedic services - greater than 4.33 • Quality of Recreation and Parks Program offered • Maintenance and upkeep of Recreation and Parks facilities • Resources and services provided by the Public Library Purpose and Obiectives for the Business Survev This study was conducted primarily to assess customer satisfaction with the City of El Segundo's products and services. The study was designed to survey a cross section of City of El Segundo's customers; however, concentrating on key or target accounts. This survey and its measures are benchmarked to the Malcolm Baldrige National Quality Award. Specific objectives included the following: • Assess customer satisfaction with multiple attributes. • Measure City of El Segundo's image and general reputation. • Assess the distinctive competence of the City overall. • Record customer opinions as to how the City can serve them better. • Assess the extent of customer loyalty. • Provide a framework to build an integrated Customer Satisfaction and Value Measurement System. Results and Kev Findings in the Business Survev Last year's survey results identified the following as the top three areas of concern for our businesses: 1. Enhance Business Development and Attraction 2. Improve Customer Service in the Planning and Building and Safety Department 3. Update City Zoning Policies Listed below are some of the actions the city has taken to address these concerns: 1. Enhance Business Development and Attraction ■ Re-engaged in the process to evaluate options for the future of the Lakes golf course ■ Launched two websites to attract new businesses and visitors, and to increase revenues for our existing businesses: I)estitiationE[Seauiido.com and ElSegyundoBusiness.com 555 • Formed a downtown committee • Upgraded landscaping (and enhanced ongoing maintenance),power washed sidewalks and installed string lighting ■ Plans are underway to install ambient lighting throughout downtown and a "parklet" for additional outdoor seating ■ Implemented a marketing and public relations campaign to increase tourism and attract more businesses to the city 2. Improve Customer Service in the Planning and Building and Safety Department • Recruited and filled two key vacant positions at the customer service counter • Developing a new, mobile (smart phone) friendly, city-wide permit system (including a paperless plan review)to improve efficiency and customer's overall experience ■ Installed customer survey kiosks in various areas of the city, including the planning and building safety counter 3. Update City Zoning Policies • Updated zoning codes to respond to customer needs, including: ■ Corporate Office (CO) zone update to allow service uses • New way to measure building height that simplifies the calculations ■ New zoning interpretation to allow mechanical car lifts in commercial and industrial zones as an alternative way to increase parking supply Updated the Smoky Hollow Specific Plan to streamline approval processes and open the area to contemporary uses such as creative offices As a result,the City's business Net Promoter Score has improved by 15 points for a 47% increase this year; from 32%in the first year to 47%this year. A Net Promoter Score of 47%is very respectable given that secondary research suggests that cities using NPS will score in the range of 23%to 28%. Despite the improved NPS,this year's survey indicates the same areas which represent an Issue& Opportunity due to their mean scores coming in below 4.00: • Business Development and Attraction policies • Responsiveness, knowledge and competency of working with the Planning and Building Safety Department for plan checks, permits or inspection services • City Zoning Policies The primary issue among Detractors is staff responsiveness. Business Friendly which was the number one issue has become the second most important issue since last year's survey. In addition, the same areas are continued to be viewed as modest strengths by the majority of businesses: • Business License Renewal Process • Responsiveness, knowledge and competency of Fire Department & Field Inspection services • Availability &Responsiveness of Police Department 556 The City executive team will develop a plan to address the areas in the residential and business surveys that have a mean score below 4.0 and are considered NPS detractors or areas of"issues and opportunities". The executive staff will present the plan of action to the City Council at a subsequent Council meeting and incorporate these actions into the FY 2019-20 strategic work plan. 557 w. 7 AA I � Quality Solutions,Building Foundations for Excellence - { w i Ow Customer Satisfaction Survey report For City of E1 Segundo ® residents E LSEGUNDO Reporting Period. December 2015 .O.1 4*40 U7 00 ResicicnlSalisfar�iun5un�� SUIS Quality 501LItions,Inc. Parc I E lunoCi'* tyof -IIIY uallt Solutions Inc. � Executive Summary (cont.) 3ttiillti Key Findings Methodology Web surveys were conducted with Residents within the City of El Segundo. Respondents were selected from the master survey list supplied by City of El Segundo. A final sample of customers was obtained. We sent 1269 invitations, 221 were undeliverable for a total of 1048 sent out. We had a 24% response rate or 248 total responses. Mail surveys were also sent out from the City of El Segundo offices. A total of 319 residents responded via mail. A total. of 557 residents responded to some portion of the survey. There were 542 responses to the Net Promoter Score question. It is very important to note we received feedback from 347 residents last year meaning we received over 55% more respondent feedback than last year! Results The city should be delighted 60% of the respondents have seen improvements in the last year! As we have discussed in the past, Net Promoter Score is a tool to measure customer loyalty and the predictive indicators for customer defection. In case study after case study, companies with higher NPS scores generally are more profitable than their competition. A Net Promoter Score of 57% is very respectable given that secondary research suggests that cities using NPS will score in the range of 23 to 28%. The NPS score did declined by 2% from last year which is negligible. When coripannor the results of the 2017 survey with this years results, the numbers hardly changed. Last year the city earned a 59% NPS. The percentage of Promoters declined by 2% whereas the percent of passive increased by 2% this year. This is still a remarkable accomplishment given the more than 55% increase in respondents to this year's survey. Targeted action plans should also be developed for select companies who make up the Detractor Residents. cn The detailed responses will be provided as part of this report in a separate file. City Managers are encouraged to Q0 examine this raw feedback in more detail. Resident Satisfaction Survey 2018 Quality Solutions,Inca Page 2 Ci* tyof El IIII Ouality Solutions, Inc! btilklttig foundations for Exccllcncc Executive Summary (cont.) Key Findings The following areas are viewed as modest strengths by the majority of Residents: (4.00 to 4.33) • Availability & Responsiveness of Police Department- Mean Score 4.37 • Responsiveness, knowledge and competency of Fire & Paramedic services — Mean Score 4.48 • Quality of Recreation and Parks Program offered — Mean Score 4.10 • Maintenance and upkeep of Recreation and Parks facilities- Mean Score 4.15 • Resources and services provided by the Public Library- Mean Score 4.14 Ideally we would like all of these scores to rise to above 4.33, which would most likely occur if some of the NPS issues with individual Residents were addressed. There are three areas which represent an Issue & Opportunity due to their mean scores coming in below 4.00) Responsiveness and overall vision of City Council • Water and Sewer Billing Department Customer Service (complaint handling & responsiveness) • Condition of City Infrastructure: streets, sidewalks and public facilities Detractors were most concerned cost of living and taxes. To a lesser extent Detractors are concerned about noise pollution and the airport and the desire for a more resident friendly 01 environment. 0 Resident Satisfaction Survey 2018 Quality Solutions,Inc. Page 3 Cityo � �11 o IMOuah�� Solutions Inc."leu Idi �o(in��ari��n� fol I�:xc,ll�n�� Measuring your Net Promoter ScoreTM Promoters are your customers who are so enthusiastic about your company or brand that they buy more r. than the average customer and delight in referring your business to their friends, peers, and colleagues. These customers give you a rating of 9 or 10. Customers who give you a rating of 7 or 8 are Passive customers. They may become Promoters if you improve your product, service or overall customer experience, but for now they do not factor into the Net Promoter Score. Detractors feel mistreated, abused, and hurt. Their experience is going to drive them to cut back what they purchase from you and switch to your competition. They are also not shy about sharing with others their plight and warning current and potential customers to stay away from your company. Detractors are customers who give ratings of 6 or lower.Your Net Promoter Score is calculated by subtracting the percentage of Detractors from Promoters to get an overall NPS as number as shown below: %of Promoters-% of Detractors=Net Promoter Score(NPS) Example: Promoters=56% Detractors Promoters Passives =36% 0 1 2 3 a s 6 9 10 , Detractors =8% Not at all Neutral Extremely Net Promoter Score: 56% -8% =48% likely likely NPS Methodology We begin with the ultimate question. "How likely would you be to recommend this company to a friend or colleague?" Respondents are asked to respond using a 0 to 10 scale where 5 is neutral. An effective Net Promoter process is not simply based on asking customers a single question and ending the survey. It is important to understand why each respondent gave you the score they did. Understanding what needs to be improved (or specific actions taken)to raise your score to a 9 or 10 gives you actionable information which can be targeted for corrective action or process improvement. Understanding why a customer gave you a 9 or 10 helps you to better understand your core competencies. Our qualitative analysis of follow-up comments from Promoter, Passives, and Detractors is the key to increasing customer loyalty and profitable growth. cn rn Resident Satisfaction Survey 2018 Quality Solutions,Inc. Page 4 C 0 It of Segundounlit Solutions Inc.° htlltdHig l oundanoii, for Lx«ll(:nc,. City of El Segundo - Resident i00% j Net Promoter Score 90% Promoters 68% - 11% Detractors = NPS of 57% 80% A Net Promoter Score of 57% is very respectable given that secondary research suggests that cities using NPS will score in the range of 23 to 70% 28%. When comparing the results of the 2017 survey with this years results, 60% Pmmoters the numbers hardly changed. Last year the city earned a 59% NPS. The Passives percentage of Detractors declined by 1 % this year. $O% Detractors NPS City of El Segundo needs to develop plans to address some of the concerns of the Resident Detractors (Those giving scores of 6 or less). 40% Cost of living and taxes appears to be the primary driver among the Distractors. 30% 21% Some effort should also be made to address some of the concerns of 20% the Passives (scores of 7 & 8). The comments of the individual Detractors and Passives provide 10% specific guidance. 0% Each comment should be reviewed independently. NPS is a customer City of II Segundo-Residents centric process; meaning that action plans address individual customer concerns. It is important that each of these Residents are contacted for rn follow-up and attempts made to address their concerns. N Resident Satisfaction Survey 2018 Quality Solutions,Inc. Page 5 CI* tyo El Segunlit Solutions, Inc.® ntmetnr CA IMMent4 21% p20% F 0. O a+ C a 15% a a 12% 10% 8% 7% 6% 6% 6% 6% 5% 5% 6% 5% 4� 3% 2x i% 2% Too exPenSivellnf t eocttaus�sc�pPTe de tfri lnfrns�ra�tmu`h nson2 1,an -1r Mer"I Cern$ Laws S pirp Mo,e SPe encos of C,tyaratK ePLIe]nlPT° etrl�5a4 t711:n4 h�p Smallasiamansioas parks ninerstty�o lisrbnb parkin& Respoll p�ppe police UeP sustain�Ui1'►i5 nV er gFOartr These areas represent significant opporhiiiities for improvement among Detractors. Individual comments follow for Passive and Detractors. w Resident Satisfaction Survey 2018 Qtiality Solutions,Inc.' Page 6 .ddombl. Ci* tyof SegundoII� Quality Solutions, Inc.® BUlkiln, Foundations for Excellence Satisfaction Data Summary Fxhibit 2.1 - Resident Respondents Satisfaction City of El Importance Segundo Attribute Residents n= 5:i7 557 Responsiveness and overall vision of City Council 0.48 3.55 Availability&Responsiveness of Police Department 0.40 4.37 Water and Sewer Billing Department Customer Service(complaint handling& responsiveness) 0.36 3.70 Responsiveness,knowledge and competency of Fire&Paramedic services 0.35 4.48 Quality of Recreation and Parks Program offered 0.34 4.10 Maintenance and upkeep of Recreation and Parks facilities 0.32 4.15 Condition of City Infrastruction:streets,sidewalks and public facilities 0.30 3.71 Resources and services provided by the Public Library 0.29 I 4.14 Strengths: Availability&Responsiveness of Police Department Responsiveness,knowledge and competency of Fire&Paramedic services Quality of Recreation and Parks Program offered Maintenance and upkeep of Recreation and Parks facilities Resources and services provided by the Public Library Issues&Opportunities: Responsiveness and overall vision of City Council Water and Sewer Billing Department Customer Service(complaint handling &responsiveness) Condition of City Infrastruction:streets,sidewalks and public facilities Resident Satisfaction Survey 2018 Quality Solutions,Inc.' -Page 7 ualit Solutions Inca It of El .� l3ullduiv I-ounaarions ror r✓xccllc� City of E1 Segundo Exhibit 2.2-AR Resident Respondents "How has the city improved overthe last year?" 5W/6 45'/. 40'/. 35'/. 25'/. 20'/6 i i 15'/. 10'/0 5'/. 0 W/. CP Significant Decline SliiightDecfive No Improvement/About SomeImpovement Si�ai(iramtImprovement C.n die Same Resident Satisfaction Survey 2018 Quality solutions,Inc. -Page 8 It o E un Orality Solutions, Inca Building Foundations For Esccllencc Comparing last year to this year No. of participants 355 557 57% increase in participation 2% decline yet 60% of respondents said there Net Promoter Score 59% 57% was improvement in city services from last year Primary Issue Improve public works and Too Expensive / High Taxes Infrastructure declined Among Detractors infrastructure 21% 21% to 6% this year! Attribute with Responsiveness, Knowledge Responsiveness, Knowledge Highest Score and Competency of Fire and and Competency of Fire and Paramedic services 4.59 Paramedic services 4.48 Attribute with Responsiveness and overall Responsiveness and overall Increase by .26 or 8% lowest score vision of city council 3.29 vision of city council 3.55 improvement over last year Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 9 ti; ( ,ality Solutions, Inc. :.� U-- Building Foundations for Customer Satisfaction Survey Report For City of El Segundo v Businesses �l SEGUNO- UL D Reporting Period: December 2018 0) 4 QnSilICSS Customer Satisfaction Survey 2018 Quality SOILM011S,I11C. Page 1 Eu t n QBuddino,uality Solutions, Inc.0 tc3undaciu:>> For E xrtilcjzc,. IN Executive Summary (cont.) Key Findings Methodology Web surveys were conducted with businesses within City of El Segundo. Respondents were selected from the master survey list supplied by City of El Segundo. A final sample of customers was obtained. We sent 3,581 invitations, 108 were undeliverable for a total of 3,473 sent out. We had a 9% response rate or 325 total responses. We did receive more responses than last year though the response rate was slightly lower. This is not surprising given the fact the survey was done closer to the holidays this year. Results As we have discussed in the past, Net Promoter Score is a tool to measure customer loyalty and the predictive indicators for customer defection. In case study after case study, companies with higher NPS scores generally are more profitable than their competition. City of El Segundo's NPS score is 47%. This is a respectable score given the fact that secondary research indicates scores are typically lower for public institutions. When compared with the private sector the score is much lower than the best companies who range between 60 and 75%. More importantly the NPS score rose from 32% last year to 47% this year!! Targeted action plans should also be developed for select companies who make up the Detractor businesses. The detailed responses will be provided as part of this report in a separate file. City Managers are encouraged to examine this raw feedback in more detail. 00 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc. Page 2 40� IIIIQualitySolutions Inc.° Ct o1 ESeuno13 . da u�n u11du1� l ounts for 1✓xcc l lcnc� Executive Summary (cont.) Key Findings The following areas are viewed as modest strengths by the majority of businesses: (4.00 to 4.33) • Business License Renewal Process • Responsiveness, knowledge and competency of Fire Department & Field Inspection services • Availability & Responsiveness of Police Department Ideally, we would like these scores to rise to above 4.33, which would most likely occur if some of the NPS issues with individual businesses were addressed. There are three areas which represent an Issue & Opportunity due to their mean scores comping in below 4.00) Responsiveness, knowledge and competency of working With the Planning and Building Safety Department for plan checks, permits or inspection services Business Development and Attraction policies City Zoning Policies The primary issue among Detractors is staff responsiveness. Business Friendly has become the second most important issue since last year's survey. The real issue for the city is to get to the root causes of each individual concern among the Detractors and to a lesser extent the Passives. cn rn Business Customer Satisfaction Survey 2018 Quality Solutions,Inc. Page 3 C 0 ityofESegundoQualitySolutions, Inc." ---- l"uticltn_, l rnund.uion, 10: l_\c, Lcncc Measuring your Net Promoter Score Promoters are your customers who are so enthusiastic about your company or brand that they buy more than the average customer and delight in referring your business to their friends, peers, and colleagues. These customers give you a rating of 9 or 10. c F Customers who give you a rating of 7 or 8 are Passive customers. They may become Promoters if you improve your product, service or overall customer experience, but for now they do not factor into the Net Promoter Score. i Detractors feel mistreated, abused, and hurt. Their experience is going to drive them to cut back what F � they purchase from you and switch to your competition. They are also not shy about sharing with others their plight and warning current and potential customers to stay away from your company. Detractors are customers who give ratings of 6 or lower. - Your Net Promoter Score is calculated by subtracting the percentage of Detractors from Promoters to get an overall NPS as number as shown below: %of Promoters-% of Detractors= Net Promoter Score(NPS) Example: Promoters=56% Detractors Promoters Passives = 36% o 2 3 a s s g 10 Detractors =8% Not at all Neutral Extremely Net Promoter Score: 56% -8% =48% likely - likely NPS Methodology We begin with the ultimate question. "How likely would you be to recommend this company to a friend or colleague?" Respondents are asked to respond using a 0 to 10 scale where 5 is neutral. An effective Net Promoter process is not simply based on asking customers a single question and ending the survey. It is important to understand why each respondent gave you the score they did. Understanding what needs to be improved (or specific actions taken)to raise your score to a 9 or 10 gives you actionable information which can be targeted for corrective action or process improvement. Understanding why a customer gave you a 9 or 10 helps you to better understand your core competencies. Our qualitative analysis of follow-up comments from Promoter, Passives, and Detractors is the key to increasing customer loyalty and profitable growth. cn v 0 Page 4 Customer Satisfaction Survey 2018 Quality Solutions,Inc. Ci* ty of El SQuality Solutions, Inc.® 13utldin� l ,,u3zai�ltIc�� for Esc llcncc °o% City of El Segundo - Business Net Promoter Score 9O% Promoters 62% - 15% Detractors = NPS of 47% A Net Promoter Score of 47% is very respectable given that 8o% secondary research suggests that cities using NPS will score in the range of 23 to 28%. The NPS score of 47% represents a 15% 70% increase in one year! City of El Segundo needs to develop plans to address some of bo% the concerns of the Business Detractors (Those giving scores of Promoters 6 or less). Passives 50% Detractors This process of gaining more Promoters is not an academic NPS exercise, it directly correlates to customer's purchase/repurchase 40% intentions. Loyal customers/businesses are more likely to purchase other products and services from you. This will relate to greater business activity and development within the community. 30% 23% Lastly, their referrals are not simply to colleagues outside of their business it can be from within. This leads to the transfer of 20% businesses to El Segundo. There are 36 comments among the detractors. Each comment io% should be reviewed independently. NPS is a customer centric process; meaning that action plans address individual customer 0% _ concerns. It is important that each of these businesses are � City of El Segundo-Businesses contacted for follow-up and attempts made to address their concerns. Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 5 It Y 'o E un ualit Solutions, Inc.® I3L11k111�,- 1'OL111Ciat1011S tor t'.\Ce11C:11CC Detractor(:t]mmenIs 35% 30% o � 0 o 20% a 15% 15% 15% 11% 10% 8% nnsivene'S ' gtaff resp 5,"'e5s�,uld►�ga4ety��ey comment5 CWY B�ness Reten�on CW Stag Dov,town Maintenane pa�ngguq&,,%Dept lieside�ral p1anninS ap�nning 8 "blicworks an These areas represent significant opportunities for improvement among Detractors. Individual comments follow for Passive and Detractors. cn N Customer Satisfaction Survey 2018 Quality Solutions,Inc." Page 6 Cityof El Segundo Quality' �� aSolutions, Inc Bulid i 11 Foundations for Excellence Satisfaction Data Summary Exhibit 2.1 - Respondents Satisfaction City of El Importance Segundo Attribute Businesses n= 323 323 Responsiveness,knowledge and competency of working with the Planning and Building Safety Department for plan checks,permits or inspection services 0.47 3.66 Business Development and Attraction policies 0.46 3.69 City Zoning Policies 0.44 3.52 Business License Renewal Process 0.34 4.24 Responsiveness,knowledge and competency of Fire Department&Field Inspection services 0.33 4.27 Availability&Responsiveness of Police Department 0.28 4.25 Strengths: Business License Renewal Process Responsiveness,knowledge and competency of Fire Department&Field Inspection services Availability&Responsiveness of Police Department Issues&Opportunities: Responsiveness,knowledge and competency of working with the Planning and Building Safety Department for plan checks,permits or inspection services Business Development and Attraction policies v City Zoning Policies W Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.® Page 7 1to Euo ITII O-LiBuiLlino-ality Solutions, Inc. Foundations for Escelle,lcc City of El Segundo Exhibit 2-2-Al Business Respondents "How has the city improved overthe last year?" 45'/• 4O e -W/. 25'/. 19A 10'/. 0'/. Signifw=t Dee me Sight DeAme No LMgMWCMead/A600t Some I Ul the Same v Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 8 Solutions Inc.® Ct o1 E uno eQualitygBulb{lith Foundations for Exccllcncc Comparing last year to this year Comme61% increase in No. of participants 202 325 participation ! Net Promoter Score 32% 47% 15% improvement over last year!!! Primary Issue Among More Business Friendly Staff Responsiveness Business /0 Detractors 30 23% Friendly cut More in half to 15%!! Responsiveness, Attribute with Highest Availability & knowledge and Responsiveness of competency of fire Score Police Dept 4.24 dept & field inspection services 4.24 Attribute with lowest City Zoning Policies City Zoning Policies score 3.49 3.52 U1 Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 9 Ouality Solutions Inc. i ■ Foundattom for7 Customer Satisfaction Surrey Report For City of El Segundo — Residents ELSEGUNUI Deporting Period: December 2018 r ��u a■rl f.31 Resident Satisfaction Survey 2018 Quality SOIL1tlollS, 1110. Paye I .tea CI* ty El ul] o ualit Solutions, Incao �. Y Buildinaatlon:, Foreword This report presents the findings from a Net Promoter/Customer Experience Survey commissioned by City of El Segundo. � �li �®Itz��, ��. designed the survey. Data collection, analysis, interpretation, and reporting were also performed by QU-4 7 S®IUdOOS, .W. Qu,q t7 S®ludans Zpa provides customer Satisfaction Measurement and Management Systems and consultation services for companies seeking a competitive advantage through the practical application of value added management and continuous improvement strategies. It further provides Business Process Redesign, Quality Management Systems development, and consulting services to assist Residents to improve their customer satisfaction, operational performance and financial results. This study was managed by John D. Dickey, President, � �1i �®lr� ��, ��. and implemented through the assistance of the staff of (?g4Kt7 SQjgtlaqg, .jqc. The assistance and cooperation from everyone from City of El Segundo has been greatly appreciated. cn 4 Resident Satisfaction Survey 2018 Quality Solutions,lnc:' Page 2 lin Qtiality Solutions, Incait o11111116111k' 1 oundatlons for Exccllencc Executive Summary Purpose and Objectives This study was conducted primarily to assess customer satisfaction with City of El Segundo's public services. The study was designed to survey City of El Segundo's residents. Specific objectives included the following: • Assess customer satisfaction with multiple attributes. • Measure City of El Segundo's image and general reputation. • Record customer opinions as to how City of El Segundo can serve them better. • Assess the extent of customer loyalty based on the Net Promoter process. • Provide a framework to build an integrated Customer Satisfaction. 00 Resident Satisfaction Survey 2018 Quality Solutions,Inc." Page 3 1 E ull Quality Solutions, Inc." C ' ty o li�3ildin« foundations For Excellence zn Executive Summa cont. Key Findings Methodology Web surveys were conducted with Residents within the City of El Segundo. Respondents were selected from the master survey list supplied by City of El Segundo. A final sample of customers was obtained. We sent 1,269 invitations, 221 were undeliverable for a total of 1.,048 sent out. We had a 24% response rate or 248 total responses. Mail surveys were also sent out from City of El Segundo offices. A total of 289 residents responded via mail. A total of 537 residents responded to some portion of the survey. There were 522 responses to the Net Promoter Score question. It is very important to note we received feedback from 347 residents last year, meaning we received over 25% more respondent feedback than last year! Results As we have discussed in the past, Net Promoter Score is a tool to measure customer loyalty and the predictive indicators for customer defection. In case study after case study, companies with higher NPS scores generally are more profitable than their competition. City of El Segundo's NPS score is 58%. This is a respectable score given the fact that secondary research indicates scores are typically lower for public institutions. When compared with the private sector, the score is not much lower than the best companies who range between 60 and 75%. When comparing the results of the 2017 survey with this years results, the numbers hardly changed. Last year the city earned a 59% NPS. The percentage of Detractors declined by 1 % this year. This is still a remarkable accomplishment given the 25% increase in respondents to this year's survey. Targeted action plans should also be developed for select companies who make up the Detractor Residents. The detailed responses will be provided as part of this report in a separate file. City Managers are encouraged to 4 examine this raw feedback in more detail. Resident Satisfaction Survey 2018 Quality Solutions,lnc.' Page 4 " QtialitySolutions Inc." of City e un oLLI11d]rI ; . it o E ul7 IIII Quality Solutions, Inc. Buildim, foundations For E.xrcllcncc Executive Summary (cont.) Questionnaire Design The questionnaire was designed to meet the research objectives described earlier in this report. Selection of specific items, wording and scale construction was performed following discussions with City of El Segundo executives. The final version of the survey instrument was approved by City of El Segundo before it was administered to a representative sample of customers. A copy of the survey form can be found in the Appendices. Data from the survey was coded and analyzed without direct linkage to individual respondents to further ensure anonymity of the respondents. Data Collection All customers on the master list were invited by email to participate in a web survey. A mail survey was also conducted for those residents without email addresses. Customer Satisfaction Measurement Customer satisfaction was measured for specific product and service attributes, ranging from City Zoning Policies to Availability & Responsiveness of Police Department. The complete list cn of attributes appears in the survey form. Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 6 Ci* ty ' .:i�i u Solutions, Inc.® ,o Ee uno Quality BUildin 1-oundations for Exccllcilcc Executive Summaty (cont.) Satisfaction was then assessed by asking respondents to rate, on a 5-point scale, how satisfied they were with City of El Segundo on each attribute. Measurement Scales: — Satisfaction Scale: 5 = very satisfied, 4 = satisfied, 3 = neutral, 2 = dissatisfied, 1 = very dissatisfied Mean scores were analyzed. A mean score of 4.00 or greater is viewed as a strength. • A mean score of 3.75 or less is viewed as an opportunity for improvement. 01 00 N Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 7 Ci* ty El Quality Solutions, Inc."� __ 13uil1,li11'� l (7Tj8 CrS..Q d8A4CdG0 X018 FO° (717 ®f.91 SORU-0CIO -,R0si*R t-9 Causes Requirements for Date step to be Key Status-Comments- Key Action Item & Contributing to Improvement—Steps Completed Performance Results Process Owner Current Level of & by Whom Indicators and Performance Goals cn 00 W Resident Satisfaction Survey 2018 Quality Soltitions,lnc.�' Page 8 C 0 It of El Segagells.� Qtiality Solutions, Inc.® r BLl1Ii{Ing Foundations for Excellencc Measuring your Net Promoter Score"m t Promoters are your customers who are so enthusiastic about your company or brand that they buy more than the average customer and delight in referring your business to their friends,peers,and colleagues_ 4 V These customers give you a raft of 9 or 10_Customers who give you a rating of 7 or 8 are Passive customers- They may become Promoters if you ' improve your product,service or overall customer experience,but for now they do not factor into the Net Promre oter Sco _ Detractors feet mistreated,abused,and hurt_ Their experience is going to drive them to cut back what they purchase from you and switch to your competition. They are also not shy about sharing with others e their plight and warning current and potential customers to stay away from your company_Detractors are customers who gine ratings of 6 or kwer- Your Net Promoter Score is calculated by subtracting the percentage of Detractors from Promoters to get an overall NPS as number as sham below %of Promoters-%of Detractors=Net Promoter Score:(NPS) Example: Promoters=56% Detractors Promoters Passives=36% 0 2 3 d 5 G 9 10 Detractors=8% Not at all Neutral Extremely Net Promoter Score_ 56%-8%=48% likely likely NPS Methodology We begin with the uttimate question. "How likely would you be to recommend this company to a friend or colleague?" Respondents are asked to respond using a D to lO scale where 5 is neutraL M effective Net Promoter process is not simply based on asking customers a single question and ending the survey- It is important to understand why each respondent gave you the score they did- Understanding what needs to be improved(or specific actions taken)to raise your score to a 9 or 10 gives you actionable information which can be targeted for corrective action or process improvement Understanding why a customer gave you a 9 or 10 helps you to better understand your core competencies_ Our qualitative analysis of follow-up comments from Promoter,Passives,and Detractors is the key to increasing customer loyalty and profitable growth_ kin 00 Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 9 un o " Quality Solutions Inc.® City of � y , Build'iig foundations for Exccllcncc 100% _ City of El Segundo - Resident Net Promoter Score 90% Promoters 68% - 10% Detractors = NPS of 58% 0 °% A Net Promoter Score of 58% is very respectable given that secondary research suggests that cities using NPS will score in the range of 23 to 70% 28%. When comparing the results of the 2017 survey with this years results, 6o% �Promoters the numbers hardly changed. Last year the city earned a 59% NPS. Passives The percentage of Detractors declined by 1 % this year. 50% Detractors City of EI Segundo needs to develop plans to address some of the -NPS concerns of the Resident Detractors (those giving scores of 6 or less). 40% Cost of living and taxes appears to be the primary driver among the Distractors. 30% Some effort should also be made to address some of the concerns of 22% the Passives (scores of 7 & 8). 20 The comments of the individual Detractors and Passives provide specific guidance. io% Each comment should be reviewed independently. NPS is a customer °� centric process; meaning that action plans address individual customer City of F1 Segundo-Residents concerns. It is important that each of these Residents are contacted for Cn follow-up and attempts made to address their concerns. o, Resident Satisfaction Survey 2018 Quality Solutions,Inc." Page 10 City of E1QualitySolutions, Inc.@ Bu11d1iig Foundations for Etccllcncc Loyalty Drivers Responsiveness and overall vision of City Council 5.00 Resources and services provided by the Public Library $.00 Availability&Responsiveness of Police Department Condition of City Infrastruction: streets,sidewalks and public Responsiveness,knowledge and competency of Fire& facilities 1' G Paramedic services Maintenance and upkeep of Recreation and Parks facilities ater and Sewer Billing Department Customer Service (complaint handling&responsiveness) Quality of Recreation and Parks Program offered C31 Cb CA Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 11 C 0 ity of El SegQuality Solutions, Inc.® Buik{iti,-, Foundations for Eacellencc. Detractor Commexits 30% 25% 0 20 F w 0 C d 15% — a 2o% 10% 8% 7% '7% 6% 5% - 5% 5% 5% 5% - 4 A, 3% 2% 2% 2% 0% .__ Too el : aes Yllu nactucl'pno'laice i�epagrtuasm�te�ernesaslilsintY,e1e, �ti,Isn� ansions pazscan* b orxpensiVeOTtlMi'a vn 19 1ce 1, DiveTsitYNo bnb ArponendtoX me�a ,ISS � nMlsll p ' ubf s siVeplc YaT nS These areas represent significant opportunities for improvement among Detractors. 01 Individual comments follow for Passive and Detractors. CO v Resident Satisfaction Survey 2018 Quality Solutions,Inc: Page 12 City El S IIIIQugiySolutions, Inc. tao% Building I:omid:iti,)ilti for Exc Jlcticc Loyalty Drivers 90% 80% I ']O% ResponsivenessanQ_ A,,,,,,A doverall vision of City Council Resources and services provided by the Public Lbitity&Responsiveness of Police Department 6o% �Promoters Passives Condition of City Infmstruction:streets,sidewalks and publicResponsiveness,knowledge and competency of Fire& 50% � Detractors facilities Paramedic services —NPS 40% Maintenance and upkeep ofRecreation and Parks faand Sewer Billing Department Customer Service (complaint handling&responsiveness) 30% Detractor Comments Quality of Recreation and Parks Program offered 22% 30% 20 to% II so% e 20% 1 t:' e 0 O% ts% City of F1 Segundo-Residents a io% ro% 1� S% 7% '7% CitV of El 6% Segundo 59b 596 596 596 5%' ao Residents3% 2% 2% 2% o% Net Promoter Score ttaees pil>CT llunan -idly Zoo eoS;�N ttr' 1�or�senttr-it °c5t 1 ijc r ei Ihdr'�°11 s��mao5ioos parks D.retsi4Noobob ParlOn% �y� as 00 II i1 1 tteIX' �Mr ottCR��4t4tlritl�ltt�'o�2L� W Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 42 El euo Quality Solutions, Inc.® It o � . _Y1 u i ding;Foundations for Lxcenencc Satisfaction Data Summary Exhibit 2.1 - Resident Respondents Satisfaction City of El Importance Segundo Attribute Residents _ n= 537 537 Responsiveness and overall vision of City Council 0.48 3.57 Availability&Responsiveness of Police Department 0.41 4.37 Responsiveness,knowledge and competency of Fire&Paramedic services 0.35 4.48 Water and Sewer Billing Department Customer Service(complaint handling& responsiveness) 0.35 3.71 Quality of Recreation and Parks Program offered 0.33 4.10 Maintenance and upkeep of Recreation and Parks facilities 0.30 4.16 Condition of City Infrastruction:streets,sidewalks and public facilities 0.29 3.72 Resources and services provided by the Public Library 0.27 4.14 Strengths: Availability&Responsiveness of Police Department Responsiveness,knowledge and competency of Fire&Paramedic services Quality of Recreation and Parks Program offered Maintenance and upkeep of Recreation and Parks facilities Resources and services provided by the Public Library Issues&Opportunities: Responsiveness and overall vision of City Council Water and Sewer Billing Department Customer Service(complaint handling Cn &responsiveness) coCondition of City Infrastruction:streets,sidewalks and public facilities Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 43 City oE un oQuality Solutions, Inca kAi i Mi 1111 Foundations for Excellence City of El Segundo Exhibit 2.2-All Resident Respondents "How has the city improved over the last year?" 50% 45% I 40% 35% 30% 20% 15% y.- 10% �� .•tet 5% r 0% U1 Significant Decline Slight Decline No Improvement/About Some Improvement Significant Improvement Cfl the Same O Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 44 l o u17 IIII Quality Solutions, Inca BuiIcl€ily Foundations for Exccllciuc L MIN EL 3fGUNJOI Cin a scale of 0 to 10_%+,here 10 is Veryr Likely. 5 is Neutral and 0 is Very Unlikely. based on your coinpanVs experiences, how likely are to you recommend the City of EI Segundo to a friend or family member considering moving to the area's 4 1 2 3 4 5 6 7 8 9 10 Unlikely 0 0 0 0 0 0 0 0 0 (D 0 VeIY Likely What has the City of EI Segundo done to eam your Io}salty"? .f cn co Resident Satisfaction Survey 2018 Quality Solutions,Inca Page 49 1 of Quality Solutions, Inca BL►il.,i;, . A[& El-SEGUNDO On a scale of 0 to 10, ,.here '10 is!ler:Ukely, 5 is Neural and 0 is Very Unlikely, based on YOU r company's experiences, how likely are to you recommend the City of EI Segundo to a friend or family meml3er considering rnaving to the area? 0 1 2 3 4 5 6 7 8 9 10 Unlike y 0 0 0 0 0 0 0 0 0 0 a Ve,-Y Likely What shouId the city improve upon in order to eam a higher score? cn co N Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 50 City of El SegQuality Solutions, Inca Building 1-ou1111Mlt}r:•, for ENC ]lCnrc: f�5E��1H For the attributes bcicrx.we will use a scale of Very Satisfied,Satisfied,Neutral,Dissatisfied, and Very Dissatisfied. Based on your coropxry s exKmnce,how satisfied are you with the following? Very Very Dissatisfied Dissatisfied Neutral Satisfied Satisfied Maintenance and upkeep of Recreation and Warks O O O O O fadities Quaity of Recreation and O O O O O Parks Program offered Resources and services provided by fie Pudic O O O O O Lbhrary Responsioerress,knimfadgr and eon+p ency of Fire& O O O O O Paramedic services Availability and Respomi•.*ness of Police O O O O O Depmmieit Condition of city Infrastruction.streets, O O O O O sidexralks and pudic facilities Water and Sewer Billing Department cuswmer O O O O O Service(mmpUni h_YKNo j &re5poris�) Responsieenessand overall O O O O O vision of City Cocnd Hom nes the C;tv impry"mt,Are last 1'Eno No tti dcm Sw kroA+„w+- smw ray+ calk■ nw Ae.*V.sm. tnpw.n.+ O O O O O Cn CO w Resident Satisfaction Survey 2018 Quality Solutions,Inc.' Page 51 4 1~ Quality Solutions, -JI Building r • . all Customer Satisfaction Survey Report For City of El Segundo — BusinessesELSEUUHDD Reporting Period: December 2018 •.),r Cr B LIS IneSS Customer S8t1Sft1C I l On Survey 2018 Quality SOILItions,Inc. Parc I l o E L1Y1 0 - LLL uy alit Solutions, Inc.® t3u1[dlng Foundations for hlccllciuc Foreword This report presents the findings from a Net Promoter / Customer Experience Survey commissioned by City of El Segundo. QUA&7S®lutioas, -Inc. designed the survey. Data collection, analysis, interpretation, and reporting were also performed by QU4Kt7 S®lUdG48, 144. QU4Kt7 S®jjjt1Gqq, Iqc. provides customer Satisfaction Measurement and Management Systems and consultation services for companies seeking a competitive advantage through the practical application of value added management and continuous improvement strategies. It further provides Business Process Redesign, Quality Management Systems development, and consulting services to assist businesses to improve their customer satisfaction, operational performance and financial results. , This study was managed by John D. Dickey, President, Qg4&7 Saludoas, roc. and implemented through the assistance of the staff of QU4Kt7S®jjjtjGgq, -Iqc• The assistance and cooperation from everyone from City of El Segundo has been greatly appreciated. cn CO U1 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 2 .ILIIQualitySolutions Inc.® l� � E un o , 11inkiing Foundations for Ex,cllcncc Executive Summary Purpose and Objectives This study was conducted primarily to assess customer satisfaction with City of El Segundo's products, sales and service. The study was designed to survey a cross section of City of El Segundo's customers; however, concentrating on key or target accounts. This survey and its measures are benchmarked to the Malcolm Baldrige National Quality Award. Specific objectives included the following: • Assess customer satisfaction with multiple attributes. • Measure City of El Segundo's image and general reputation. ■ Assess the distinctive competence of City of El Segundo. • Record customer opinions as to how City of El Segundo can serve them better. • Assess the extent of customer loyalty. • Provide a framework to build an integrated Customer Satisfaction and Value Measurement System. c� CD rn Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 3 City of El Seglg I Qiahty Solutions, Inca 1.}a. uilIAIM4 foundations for Ex1-cllcncc Executive Summary (cant.) Key Findings Methodology Web surveys were conducted with businesses within City.of El Segundo. Respondents were selected from the master survey list supplied by City of El Segundo. A final sample of customers was obtained. We sent 31,581 invitations, 108 were undeliverable for a total of 35473 sent out. We had a 9% response rate or 325 total responses. We did receive more responses than last year though the response rate was slightly lower. This is not surprising given the fact the survey was done closer to the holidays this year. Results As we have discussed in the past, Net Promoter Score is a tool to measure customer loyalty and the predictive indicators for customer defection. In case study after case study, companies with higher NPS scores generally are more profitable than their competition. City of El Segundo's NPS score is 47%. This is a respectable score given the fact that secondary research indicates scores are typically lower for public institutions. When compared with the private sector the score is much lower than the best companies who range between 60 and 75%. More importantly the NPS score rose from 32% last year to 47% this year!! Targeted action plans should also be developed for select companies who make up the Detractor businesses. The detailed responses will be provided as part of this report in a separate file. City Managers are Cn encouraged to examine this raw feedback in more detail. Business Customer Satisfaction Survey 2018 Quality Solutions,lnc.�' Page 4 City 1lSolutions, Inc.®Quality , Building foundations for Excellence Executive Summary cont. Key Findings The following areas are viewed as modest strengths by the majority of businesses: (4.00 to 4.33) • Business License Renewal Process • Responsiveness, knowledge and competency of Fire Department & Field Inspection services • Availability & Responsiveness of Police Department Ideally, we would like these scores to rise to above 4.33, which % ould most likely occur if some of the NPS issues with individual businesses were addressed. There are three areas which represent an Issue & Opportunity due to their mean scores comping in below 4.00) Responsiveness, knowledge and competency of working with the Planning and Building Safety Department for plan checks, permits or inspection services ® Business Development and Attraction policies City Zoning Policies The primary issue among Detractors is staff responsiveness. Business Friendly has become the second most important issue since last year's survey. The real issue for the city is to get to the root causes of each individual concern among the Detractors and to a lesser extent the Passives. al 00 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 5 City of El Sey l . Quality Solutions, Inc.® Building foundations for Exccllcncc Executive Summary (cont.) Questionnaire Design The questionnaire was designed to meet the research objectives described earlier in this report. Selection of specific items, wording, and scale construction was performed following discussions with City of El Segundo executives. The final version of the survey instrument was approved by City of El Segundo before it was administered to a representative sample of customers. A copy of the survey form can be found in the Appendices. Data from the survey was coded and analyzed without direct linkage to individual respondents to further ensure anonymity of the respondents. Data Collection All customers on the master list were invited by email to participate in a web survey. Customer Satisfaction Measurement Customer satisfaction was measured for specific product and service attributes, ranging from City Zoning Policies to Availability & Responsiveness of Police Department. The complete list of attributes appears in the survey form. Cn Business Customer Satisfaction Survey 2018 Quality Solutions,Inc." Page 6 -,; -I �_, Solutions, Ilzc.It oE euroQuality . Bulb dig 1 0titzd.ttl03t+ 60r L:.r'cvlLii,t Executive Summary (cont.) Satisfaction was then assessed by asking respondents to rate, on a 5-point scale, how satisfied they were with City of El Segundo on each attribute. Measurement Scales: — Satisfaction Scale: 5 = very satisfied, 4 = satisfied, 3 = neutral, 2 = dissatisfied, 1 = very dissatisfied • Mean scores were analyzed. A mean score of 4.00 or greater is viewed as a strength. • A mean score of 3.75 or less is viewed as an opportunity for improvement. 0 0 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 7 Ci" tyof El �� ! ' _ Qiality SolutionsInc.° , Building Foundations for Esccllcncc F'Or (7*7 ®f-9l S'09TJ-4d® _-HUSiO08508 Causes Requirements for Date step to be Key Status-Comments- Key Action Item & Contributing to Improvement—Steps Completed Performance Results Process Owner Current Level of & by Whom Indicators and Performance Goals M 0 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 8 1 o El IIII .uality Solutions, Inc.® Buil{ail, I'C)L117C{aC1C�.ii For Et,-cllc17, Measuring your Net Promoter Score'" Promoters are your customers who are so enthusiastic about your company or brand that they buy more than the average customer and delight in referring your business to their friends,peers,and colleagues_ ¢ i These customers give you a rating of 9 or 10_ Customers who gine you a rating of 7 or 8 are Passive customers_ They may become Promoters if you � improve your product,service or overall customer experience,but for now they do not factor into the Net Promoter Score_ Detractors feel mistreated,abused,and hurt_ Their experience is going to drive them to cut back what they purchase from you and switch to your competition_ They are also not shy about sharing with others their plight and warning current and potential customers to stay away from your company_Detractors �'�y are customers who give ratings of 6 or lower_ Your Net Promoter Score is calculated by subtracting the percentage of Detractors from Promoters to get an overall NPS as number as sham below_ %of Promoters-%of Detractors=Net Promoter Score(NPS) Example: Promoters=56% Detractors Fro irEo lers Passives=36% 2 3 d 5 8 9 11 Detractors=8% Not at all NeuUM 6XMwely Net Promoter Scam_ 56%-8%=48% likely Rely NPS Methodology We begin with the ultimate question_"How likely would you be to recommend this company to a friend or colleague". Respondents are asked to respond using a 0 to 10 scale where 5 is neutral. M effective Net Promoter process is not simply based on asking customers a single question and ending the survey. It is important to understand why each respondent gave you the score they did_ Understanding what needs to be improved(or specific actions taken)to rase your score to a 9 or 10 gives you actionable infornnation which can be targeted for corrective action or process improvement. Understanding why a customer gave you a 9 or 10 helps you to better understand your core competencies_ Our qualitative analysis of folow-up comments from Promoter,Passives,and Detractors is the key to increasing customer loyalty and profitable growth_ 0) 0 N Customer Satisfaction Survey 2018 Quality Solutions,Inc. Page 9 mob,. City of El SeIIIIQuality Solutions Inc. Building Foundations for Ex�cllciu_c l00% City of El Segundo - Business Net Promoter Score 90% Promoters 62% - 15% Detractors = NPS of 47% A Net Promoter Score of 47% is very respectable given that 80% secondary research suggests that cities using NPS will score in the range of 23 to 28%. The NPS score of 47% represents a 15% 70% increase in one year! City of El Segundo needs to develop plans to address some of 6o% the concerns of the Business Detractors (Those giving scores of � Promoters Passives 6 or less). 50% Detractors This process of gaining more Promoters is not an academic —�e—NPS exercise, it directly correlates to customer's purchase/repurchase 40% intentions. Loyal customers/businesses are more likely to purchase other products and services from you. This will relate to greater business activity and development within the community. 30% 23% Lastly, their referrals are not simply to colleagues outside of their business it can be from within. This leads to the transfer of 20% businesses to El Segundo. There are 36 comments among the detractors. Each comment io% should be reviewed independently. NPS is a customer centric process; meaning that action plans address individual customer of concerns. It is important that each of these businesses are City of El Segundo-Businesses contacted for follow-up and attempts made to address their CD W concerns. Customer Satisfaction Survey 2018 Quality Solutions,Inc. Page 10 City of El " QualitySolutions, Inc." BiiIl(iti111 FOU rid aCions tO1 j=.1CClIC11C(: Loyalty Drivers Responsiveness,knowledge and competency of working with the Planning and Building Safety Department for plan checks, permits or inspection services 5.00 4.00 Availability&Responsiveness of Police Department _ ,170 Business Development and Attraction policies .00 1.0 Responsiveness,knowledge and competency of Fire Department&Field Inspection services City Zoning Policies Business License Renewal Process 0 Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 11 C 0 El IIIIQuality : 1 Solutions, Inc Bu k itl i i 1' Foundations for Excellence Detractor Comments 40% 35% 30% o FO 25% 0 d 20% A4 15% 15% i5% 11% -1 i7i o% at Sp°ns yng Fp la �gafetyS,S,ir,ejCO nenks City B,sin"Yet"don City Staff Do``Y't° 'Maintenance party&BuildiuSDept gesidentia1 Flan nninS publicWoTI*andpla These areas represent significant opportunities for improvement among Detractors. Individual comments follow for Passive and Detractors. rn 0 Cn Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 12 1CtyEl FMy ualit Solutions Inc. l00% . Building FOLInd{iuoii5s For Lxc llci,c(: 1 Loyalty Drivers 90% Responsiveness,knowledge and competency of working with 8o% the Planning and Building Safety Departmentfor plan checks, permits or inspection services 5.00 70% x.00 Availability&Responsiveness of Police Department- .O0 Business Development and Attraction policies 00 6o% �Promoters I. Passives 50% Detractors Responsiveness,knowledge and competency of Fire 1 —NPS Department&Fieldlnspection services City Zoning Policies 40% Business License Renewal Process 30% 23% Detractor Comments 20% 4 % - - - - - - - - - - - - 10% 30%' .9 e e O% C City of E1 Segundo-Businesses 20% N 15% 15% ts% City of El Segundo — u% I to% Businesses Net Promoter Score 0% - �- SpnnSti< Filen gSafety DeptomCoucil setnbn CY Stat owntown audpxm eP t$ ;neg1c O Dashboard , , , Re CY) sidential 1. Pnblicwnrl� Customer Satisfaction Survey 2018 Quality Solutions,Inc:' Pa ga 27 City �El SegQuality Solutions, Inc BLII kiI ng Foundations for Exceilenct. Satisfaction Data Summary Exhibit 2.1 - respondents Satisfaction City of El Importance Segundo Attribute Businesses _ n= 323 323 Responsiveness,knowledge and competency of working with the Planning and Building Safetv Department for plan checks,permits or inspection services 0.47 3.66 Business Development and Attraction policies 0.46 3.69 City Zoning Policies 0.44 3.52 Business License Renewal Process 0.34 4.24 Responsiveness,knowledge and competency of Fire Department&Field Inspection services 0.33 4.27 Availability&Responsiveness of Police Department 0.28 4.25 Strengths: Business License Renewal Process Responsiveness,knowledge and competency of Fire Department&Field Inspection services Availability&Responsiveness of Police Department Issues&Opportunities: Responsiveness,knowledge and competency of working with the Planning and Building Safety Department for plan checks,permits or inspection services 0) Business Development and Attraction policies 0 City Zoning Policies Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 28 Cl* ty of El Segundo - ILII Quality Solutions, Inc.0 BlIddlll" Foundations For Excellcticc City of El Segundo Exhibit 2.2-All Business Respondents "How has the city improved over the last year?" 45% 40% 35% 30% 25% 1 20% i 15% 10% 5% 0% Significant Decline Slight Decline No Improvement/About Some Improvement Significant Improvement the Same O 00 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 29 "' City Quality Solutions, Inc. BBI i Id i iig Foundations for Excellence SISU r.11 I►t. On a scale of 0 to 10. where 10 is Very Likely. 5 is Neutral and 0 is Very Unlikely. based on your company's experiences, how likely are to you recommend the City of El Segundo to a business associate or Colleague? 0 1 2 3 4 5 6 7 8 9 10 Very 0 Q a 0 0 (j) 0 0 0 0 0 Very Unlikely Likely What should the city improve upon in order to earn a higher score? rn 0 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc! Page 44 El � Quality Solutions, Inc."It o , f o L3EI�iii i; Foundations for f. E�SIG On a scale of 0 to 10,where 10 is Very Likely, 5 is Neutral and 0 is Very Unlikely, based on your company's experiences, how likely are to you recommend the City of El Segundo to a business associate or colleague? 0 1 2 3 4 5 6 7 8 9 10 Unlikely r 0 0 D a 0 0 a 0 0 (j) a VerLikey What has the City of EI Segundo done to earn your loyalty? Ne 0) 0 Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.` Page 45 It o un L� Quality SolutionsInc. , BBI UM,-, Foundations for h xccllcncc EL SEGUN u For the attrbutes below.we wo use a scale of very Satisfied,Satisfied.Neutral.Dissatisfied_ and very Dissatisfied. Based on your company's experience.how satisfied are you with the follow rig? Very Very Dissatisfied Dissatisfied Neutral Satisfied Satisfied Responsiveness,knowledge and competency of working with the Planning and O O O O O Building Safety Department for plan checks,permits,or mspec#ion services City Zoning policies O O O O O Business Development acrd O O O O O Attraction policies Availability& Responsiveness of Police O O O O O Department Responsiveness,knowledge and competency of Fire O O O O O Department&Field Inspection services Business License Renewal O O O O O Process Business Customer Satisfaction Survey 2018 Quality Solutions,I11C: Page 46 i��l� QualitySolutions, Inc.® It o E un o - . _. f ll1S1d111�f roundations for Exccllcllcc E�s�cuH� Or a T. P�•-k, Based on your scores above,what should the city focus their attention on most and why? L U How has the city improved over the last year? No Significant Slight Improvement- Some Significant Decline Decline About the Same Improvement Improvement 0 0 0 0 0 Where have we significantly declined in terms of service? rn N Business Customer Satisfaction Survey 2018 Quality Solutions,Inc.' Page 47 EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to receive and file results for the first and second quarter transaction point survey, explore discussion of evaluating the current effectiveness of the transaction point survey, and recommendations for potential restructure of the process during the Fiscal Year 2019-20 Strategic Planning and Budgeting sessions. (Fiscal Impact: $0) RECOMMENDED COUNCIL ACTION: 1. Receive and file results for the first and second quarter transaction point survey 2. Consider possible action to explore reevaluating the current transaction point survey structure during the Fiscal Year 2019-20 Strategic Planning and Budgeting sessions. 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Transaction Point Survey Results from Quality Solutions for the period of July 1,2018 through December 31, 2018 STRATEGIC PLAN: Goal: lb El Segundo's engagement with the community ensures excellences — it understands and exceeds customer expectations Objective: 2 The City engages in regular, intentional information gathering FISCAL IMPACT: $ (0) Amount Budgeted: $0 Additional Appropriation: N/A PREPARED BY: Juliana Demers, Revenue Manager REVIEWED BY: Joseph Lillio, Finance Director' APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: Following FY 16-17 strategic planning session, City Council asked staff to look into adding an additional customer satisfaction survey method to compliment the annual net promoter score survey. Staff looked into adding a transactional based survey at key customer service desks within the City. The survey would require feedback following an in person transaction completed in a City facility. The Transaction Point Survey was aligned in concept with the Annual Business and Residential survey by utilizing the Net Promoter Score to measure customer experience. 20 613 Taking in consideration the time factor of each respondent, the transaction point survey is a very brief survey which allows for customized feedback in case there is a dissatisfied in person experience. The survey launched July 1, 2018 and the communication outreach process included a Facebook, website, and LinkedIn posting in addition to the staff solicitation at the time of the encounter with the customer. The survey is offered onsite through iPads stationed at various City-wide service counters: • Four iPads are at the Planning and Building, Public Works, Business License transaction counters at City Hall • Two iPads are located at the Library, one at each floor The survey consisted of four questions: 1. What department did you visit today? (Dropdown menu: Business Tax, Water, Planning, Building and Public Works, Library) 2. What was the reason for you visit? (Based on the answer for question 1, each department will have a drop down menu(limited to six (6) options): a. Business License ❑ Apply/renew/pay for business tax ❑ Apply for a Film Permit ❑ Public Records Request ❑ Request Information related to City Services ❑ Trash/Recycle Questions b. Water ❑ Pay Bill ❑ Start/Stop Service ❑ Change/update mailing Address ❑ Inquiry about a high bill ❑ Report a Leak ❑ Pay for a Red Tag or Shut Off c. Planning& Building ❑ Apply for Building Permits ❑ Apply for discretionary planning Permits ❑ Check the zoning of a property ❑ Review Plans ❑ Ask about code requirement/Report code violation ❑ Apply for Special Events Permit ❑ Public Works ❑ Encroachment Permits ❑ Drawings, utility placement plans ❑ Inspections 614 ❑ Traffic Committee reports ❑ Temporary water meters ❑ Fire flow check d. Library ❑ Check out/return/extend library material ❑ Register/renew library card ❑ Paying Fines and fees ❑ Purchasing DVDs ordered from the cable office ❑ Request/receiving receipt for donated materials ❑ Library Event 3. Where you able to complete your transaction? ❑ Yes ❑ No 4. Based on your recent experience, how satisfied were you with the service provided? Scale: 5 Very Satisfied 4 Satisfied 3 Neutral 2 Less than Satisfied 1 Not Satisfied at All If rated 3 or under from question 4: 5. Based on your score above, please tell us why you were not satisfied or very satisfied with our performance. (Open ended question) RESULTS: During the first six months of the surveys (Julyl, 2018 —December 31, 2018)the respective counters processed approximately 15,000 transactions and less than 1% of the customers served participated in the survey(total of 142 customers). The highest participation was at the Library with 97 respondents (almost 70% of the entire group of respondents). Despite the communication efforts with customers,the survey results demonstrate that not many people are willing to spend the extra time to complete the survey in-person. In addition, with the implementation of several efficiencies and customer service conveniences such as online business license transactions and increased subscription to online utility billing, staff noticed a decline in over the counter transactions which also has an impact on this survey outcome. In doing research from other agencies and businesses who have successfully implemented the same type of surveys, staff would like to explore more efficient alternatives for the transaction point survey such as"pop-up windows" during or after online transactions and follow up email with survey link. 615 The contract for the current in-person transaction point survey expires June 30, 2019. 616 Opal'ty Solutions, Inc." I SIGUNoo fee r r i A Transactional QuarterCity of El Segundo First b ' i Conducted by Quality Solutions , Inc . P.O. Box 40147 Cleveland, OH 44140 (440) 933-9946 Cityof El SegundoQualit Solutions Inc.°y Business Tax Business Tax-Apply for Film Permit 5 July 4 n August September 3 2 1 1 i °' 0 a a n 0 a n o 0 o 0 00 0 Very Satisfied Satisfied Neutral Not Satisfied Ci ty of El Segundo ualit Solutions Inca y Business Tax Business Tax-Apply/Renew/Pay for Business Tax 10 10 9 July 8 August September 7 6 5 4 3 2 1 t 1 °' 0 0 0 0 0 0 0 0 0 QO0 Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo Quay lit Solutions Inc.° Business Tax Business Tax-Request I nformation Related to City Services 5 q July 0 August September 3 2 1 1 O � d 0- --0 0 0 Q 0 0 N -' O p Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo 1Quality Solutions Inc.® Library Library- Check Out/Return/Extend Library Material 20 20 J 18 July 16 +.a August 14 September 12 10 10 8 6 5 4 4 2 2 _ 0 0 Very Satisfied Satisfied Neutral Not Satisfied City o f El Segundo Quality Solutions Inc , Library Library- Library Event z = July T:August September 1 rn N 0 N Very Satisfied Satisfied Neutral Not Satisfied Qualit Solutons Inc.of El Segundo i ® Library Library- Paying Fines and Fees 3 3 2 July August September 1 N W 0 Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo11(�ualitySolutions Inc. Library Library- Register/Renew Library Card 5 4 July U August September 3 2 1 � 3 Q Very Satisfied Satisfied Neutral Not Satisfied Cityof El Segundo VIIIQualitySolutions Inc: , Planning and Building Planning& Building-Apply for Building Permit a 4 3 July E August September 2 CJ1 0 0 0 0 0 0 0" . 0 Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo ISolutions Inc.® Qyality Planning and Building Planning& Building-Apply for Special Events Permit 5 4 _July R August September 3 2 1 1 0 Very Satisfied Satisfied Neutral Not Satisfied City of El SegundoQuality Solutions Inc ." Planning and Building Planning& Building-Review Plans 5 July 4 August September 3 2 2 i 1 I 0 0 0 0 0 0 0 0 0 0 0 N Very Satisfied Satisfied Neutral Not Satisfied v Cityof El SegundoQualitySolutions Inc.® , Public Works Public Works-Apply for Encroachment Permits 5 4 July T August September 3 2 z I 0 0 0 0 0 0 0 Q 0 00 U — - Very Satisfied Satisfied Neutral Not Satisfied Cityof El Segundo Solutions Inc.® Qtiality , Public Works Public Works-Pay for Temporary Water Meters 5 4 -July August September 3 2 1 1 cD 0 Very Satisfied Satisfied Neutral Not Satisfied City of El SegundoQualitySolutions Inc: Public Works Public Works-Submit a Traffic Committee Request 5 e July 4 •August September 3 2 1 O 0 Very Satisfied Satisfied Neutral Not Satisfied City lit of El Segundo uaSolutions Inc.® y Public Works Public Works-Substructure Research 5 4 July August September 3 2 1 3 CO 0 Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo Qyality Solutions Inc.® Water Water- Pay Bill 6 6 July 5 e August September .4 3 2 1 o N Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo QualitySolutions Inc. Water Water- Change/Update Mailing Address 5 4 July " August September 3 2 1 1 0 0 0 0 0 0 0 0 0 0 ❑ 0 Very Satisfied Satisfied Neutral Not Satisfied W City of El Segundo ] _ - ualit Solutions Inc.° _ _ _ y Based on your score, please tell us what we need to do in order to earn a higher score. Satisfaction with Service: Provided Response to eStian Month Com leted IM artment Visited Neutral Allow the parent to check out books for their child under the chills Hbraa account. July Library Communicate. September Planning and Building Make faster. September Public Works None qualified personnel. July Planning and Building _ d7 W Quality Solutions, Inc. FLS-FGU Secondff- City of El Segundo • 2019 Conducted by Quality Solutions , Inc . P.O. Box 40147 Cleveland, OH 44140 , (440) 933-9946 W Cn City of El SegundoQualitySolutions Inc.® Business Tax Business Tax-Request Information Related to City Services 5 q October November December 3 2 1 IL °' o CA) a) Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo QualitySolutions Inca' Library Library-Check Out/Return/Extend Library Material 12 11 10 ■October ■November December 8 7 6 4 -q: 2 z 3 0 f 1 v v 4 o Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo �- QualitySolutions Inc.® Library Library- Library Event 13 13 12 11 10 '-October 9 M November December 8 7 6 5 4 3 2 z 1 t. ❑ 1 1 0 0 0 e ❑ a 0 0 W Very Satisfied Satisfied Neutral Not Satisfied 00 City of El Segundo -i Quality Solutions, Inc Library Library- Paying Fines and Fees 3 2 -=October November December 1 a ° ° a ID 0', o W Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo ! E QLialitySolutions Inc. Library Library-Register/Renew Library Card 5 4 October P November December 3 2 1 1 0 0 0� 0 0 1apt 0 a7 - 0 C) Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo i_' Q ualit Solutions Inc.® y Planning and Building Planning& Building-Apply for Building Permit 3 a October 2 ■November December 1 i i� i o Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo Quality Solutions In c. Planning and Building Planning& Building-Ask about Code Requirement/Report Code Violation 5 4 October November December 3 2 1 I 1 p� 0 N Very Satisfied Satisfied Neutral Not Satisfied City of El Segundo Solutions IncQuality Planning and Building Planning& Building-Review Plans 5 October 4 LI November December 3 2 1 1 0 0 0 0 0 0 0 0 0 6 f] L a a 0 07 Very Satisfied Satisfied Neutral Not Satisfied W City of El Segundoualit Solutions Inc. y Based on your score, please tell us what we need to do in order to earn a higher score. Satisfaction with Service Provided Response to Question Month Completed Department Visited Neutral Make the libraryquieter and have the bathrooms less smelly. _ October Library Settle the library. October Library Have someone available to tell you what is going on at the desk and return phone calls. October Planning and Building 0) EL SEGUNDO CITY COUNCIL MEETING DATE: February 19,2019 AGENDA STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to present the El Segundo Police Department reorganization plan. Additionally, consideration and possible action to upgrade a Police Assistant I/II position to Management Analyst I/II; a Police Officer position to Police Sergeant; and, convert the part- time contract Crime Analyst to a full-time City of El Segundo Crime Analyst position. (Fiscal Impact: $102,877.00). RECOMMENDED COUNCIL ACTION: 1. Receive and file report; and, 2. Upgrade a Police Officer position to a Police Sergeant position; and, 3. Upgrade a Police Assistant I/II position to a Management Analyst I/II position 4. Eliminate the part-time contracted Crime Analyst position and create a full-time Crime Prevention/Analyst position; or, 5. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Organizational Chart FISCAL IMPACT: $102,877.00 Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 1 Enhance Customer Service,Engagement, and Communications Objective: 1 El Segundo provides unparalleled service to internal and external customers. Objective: 1B El Segundo's engagement with the community ensures excellence. Goal: 2 Support Community Safety and Preparedness Objective: 1 El Segundo is a safe and prepared City. Goal: 3 Develop as a Choice Employer and Workforce Objective: 1 El Segundo is a City employer of choice and consistently hiring for the future, with a workforce that is inspired, world-class and engaged, demonstrating increasing stability and innovation. ORIGINATED BY: Bill Whalen, Chief of Polis REVIEWED BY: Bill Whalen, Chief of Police APPROVED BY: Greg Carpenter, City Manager 21 645 BACKGROUND AND DISCUSSION: The El Segundo Police Department (ESPD) is a full service police department with 100 allocated positions. Under the leadership of the Chief of Police, the Department is currently divided into two bureaus each led by a Captain. The Operations Bureau includes the Investigative, Patrol, and Special Operations Division. The Administrative Bureau includes the Records and Professional Standards Division, as well as responsibility for the budget that resides at the Captain level. Upon arriving at the ESPD over 1 % years ago, the Chief of Police has conducted an extensive review of the Police Department operations. Focus groups comprised of both non-sworn and sworn employees were formed to review various aspects of the organization. Outside subject matter experts were also contracted to conduct internal reviews. Following this exhaustive and extensive assessment, the Police Department staff have developed a revised organizational structure that staff believes will accomplish the goal of maintaining a safe and secure community will remaining an employer of choice. The reorganization maintains the two bureau model each led by a Police Captain who are executive level law enforcement leaders. The renamed Support Services Bureau will have oversight over the Records Division, Professional Standards/Training Division, Investigative Division, and Community Engagement Division. Additionally,the Recruitment Team and Management Analyst (pending City Council approval) will report to the Captain. The Operations Bureau will have oversight over the Crime Analyst Position, Special Operations Division, and Patrol Division. It's important to note this new organizational structure is a vision of the future with a full complement of 62 sworn police officers. Devising the plan in this manner was important so as new officers were hired there would be a clear plan for filling the various vacant positions. As of February 16, 2019, the framework of the structure was put into place. The individual positions within the structure have been prioritized, with some filled now and the remainder being filled as available staffing permits. Staff believes this new organizational structure will produce the following outcomes: 1. Create a patrol-centered, community and crime focused organization Patrol planning will be an organizational focal point. This involves a team approach to policing between the Patrol Sergeant and their respective officers utilizing contemporary crime analysis coupled with their own intimate knowledge of the City to provide a robust patrol effort to reduce crime and improve the quality of life in El Segundo. By removing and reassigning some ancillary duties from the Patrol Watch Commander they will be able to provide expanded and dedicated patrol coverage. This will provide for enhanced accountability with their subordinates and they will serve as a conduit of information for the remainder of command staff allowing the entire organization to be tactically engaged. Having the Crime Analyst report to the Operations Bureau Captain will ensure timely and actionable information is generated for the entire Operations Bureau. Traffic safety is and will remain a priority for the ESPD. Under this new organizational model,the Special Operations Division will increase from a current allocation of two motors to a total of four. This will greatly enhance the ESPD to respond to traffic complaints as well as expand the deployment of Motorcycle Officers on a daily basis. 2 646 Additionally, there will be renewed efforts on behalf of the Patrol Watch Commanders to educate the community on the Geographic Policing Model currently being used by the ESPD. Our unique community is divided into the East and West Geographic Area, divided by Pacific Coast Highway. A Lieutenant Watch Commander has functional responsibility over an area and serves as the ESPD representative for that area. 2. Optimize span of control at the Bureau level and below This plan provides for a more optimal span of control that will allow the Captain to be more engaged in the activities of their subordinates. This ensures accountability up and down the chain of command. Staff made every attempt to optimize span of control at the Division level while also taking into consideration work load of each divisional assignment. 3. Provide for more robust and enhanced training that will better prepare ESPD Officers for contemporary law enforcement challenges Currently, ESPD Officers meet mandated training requirements through largely a decentralized model. By centralizing the Training Division, overseen by a newly created Training Sergeant (pending City Council approval) we will be able to identify and train to contemporary trends in law enforcement. The internal cadre of instructors will be expanded; thereby, increasing opportunities for current employees. Quarterly block trainings will be implemented that will allow teams to train together, increasing/enhancing capabilities. The increasing legislative oversight of law enforcement operations, coupled with community expectations, require a regular and ongoing review/analysis of training needs that will be accomplished by creating this division. 4. Increased community outreach and engagement This organizational structure will create the Community Engagement Division, led by a lieutenant. The purpose of this Division is to group together those work groups who are primarily responsible for community engagement/communication. This will provide for increased responsiveness and a better strategic communication effort. Crime Prevention and Crime Enforcement go hand in hand. The alignment of our Crime Prevention Officer in the same Division as our Community Lead Officers will increase each of their respective capabilities. 5. Expand the recruitment/retention efforts This organizational structure creates a recruitment team with a Police Sergeant and Police Officer assigned. Working with the contract Human Resources Analyst and our contract marketing firm this team will be the point persons on attracting high quality applicants to serve the City of El Segundo. This plan will aid retention efforts by providing for a significant number of specialty and collateral assignments for both officers and sergeants. If the ESPD is to be an employer of choice, it is imperative ample opportunities exist for employees to grow and develop. The ESPD has made recruiting Lateral Police Officers a priority. Specialty and collateral 3 647 assignments are necessary to draw experienced police officers to a smaller organization. Additionally,the expanded positions will allow the ESPD to more surgically attack crime and quality of life issues. Participating in task forces allows the ESPD to take advantage of regional resources for a more exponential response to crime and quality of life issues. There are nine newly created or increased officer assignments, which are: Recruiting Officer, Training Officer, Regional Auto Theft Detective, LA IMPACT Detective, HIDTA Detective, Community Lead Officer, Motor Officer, Beach Patrol, Harbor/Coastline Patrol, and UAV (drone)team. There is one newly created or increased sergeant positions,which is the Training Sergeant (pending City Council approval). There is one newly created non-sworn position, which is the Management Analyst I/II (pending City Council approval). RECOMMENDATIONS Staff recommends the City Council receive and file this report. Additionally, for successful implantation of the reorganization, staff is recommending the following position upgrades/additions: 1. Upgrade a Police Assistant I/II to a Management Analyst I/II This position within the organizational structure will report to the Support Services Captain. The position will provide budgetary support, contract administration, internal KPI analysis/audit, grant management, and other duties commensurate with the duties of a Management Analyst position. The Police Department is currently fully staffed at the Police Assistant I/II position with a complement of six. Within the next 12 months approximately three vacancies are expected in this classification. Staff is recommending the authorization of the Management Analyst position and moving forward with the recruitment. There is sufficient salary savings in the police department budget to absorb the costs,pending a vacancy at the Police Assistant I/II position at which time the position will be eliminated. 2. Upgrade a Police Officer to a Police Sergeant As mentioned above, the new organizational structure creates a training team led by a Police Sergeant. Having a properly trained police department is essential to mitigate risk and liability, and provide for the safety of the employees. Leading a team of this nature is consistent with the duties performed by a police sergeant. There isn't a surplus of available sergeants, necessitating the conversion of a vacant Police Officer position. While the request is to approve this position now, due to vacancies the position would likely not be filled until next fiscal year. 3. Eliminate the part-time contracted Crime Analyst position and create a full-time City of EI Segundo Crime Prevention/Analyst position In the Fiscal year 17/18 budget, City Council approved the hiring of a part-time contract crime analyst for a contracted amount of$65,520. This position has been filled since May 2018. Since being filled this position has exponentially improved the ability of ESPD to stay abreast of crime trends. Our Crime Analyst has performed spatial and temporal analysis that has led to the arrests of several suspects victimizing our community. The Crime Analyst routinely collaborates with the other Crime Analysts throughout the South Bay to identify significant 4 648 criminal enterprises. Staff is requesting this position be upgraded to full-time. Due to PERS rules,there is no benefit to having this position contracted since the City of El Segundo would be obligated to pay PERS benefits regardless if the position was a long term(in excess of 1,000 hours annually) contract or a City of El Segundo employee. This is a position that takes a significant amount of time to learn and be fully functional with. Staff believes there is tremendous benefit in having this position as a full-time City of El Segundo employee and not a contractor. The fully-burdened cost of this position is $114,871.44, which represents an increase of$49,351.44 over the approved contracted amount. Additions/Upgrades Cost Police Assistant I/II to Management Analyst I/II $39,959.00 f Police Officer to Police Sergeant $38,377.00 Crime Prevention/Analyst $114,871.00 SUBTOTAL $193,207.00 Regional Auto Theft Task Force Reimbursement -$90,330.00 TOTAL $102,877.00 This entire amount can be funded with salary savings in the Fiscal Year 2018/2019 budget. 5 649 Chief of Police A ssstant SUPPORT SERVICES Support Services JCaptain Bermudez) i Recruitment Support Services Community Records Team u. (Lieutenant Engagement Leyman) (Lieutenant Kim) Records Recrui Professional Community Standards Investigations Special Projects Engagement Supervisor Ser g sergeant Police Assistants Recruitm Detective Special Projects Community (5) officer sRRetnt Sergeant Sergeant/IA Lead officers(4) HR Analyst Training Officer Detectives(5) SRO(2) Police Assistant Task Force Crime Officers(3) Prevention(i) _ *Converted position that requires City Court Liaison social Council Approval Property officer Police Service Media/GPA Officer /RSVP Range/Facilities O O Chief of Police I Executive Optain Operations OPERATIONS j Assistant Capt Mendoza) I 1 I I Patrol Patrol Patrol Contract Crime Lieutenant Lieutenant-- Lieutenant— Analyst (Lieutenant West Division i East D€nision Garcia) (TBD) (TBD) Special ppf5rgea Jail/Naloxone/ ptSerea'nt Operations Sergeant AED/FTS (x) trnl f7ffirers Animal Services Police Assistant Motors(4) Cadets{35} eCial Events Police Service Patrol Officers {1i} Officer(5) (10) G i Police Service Officer(1) Ll