HomeMy WebLinkAbout06/24/14
Important Information about Real Estate Signs in Hermosa Beach
SBAOR has learned that Hermosa Beach city officials are stepping up enforcement of signage laws. A
number of Open House and lead‐in signs have recently been confiscated from areas where we
understand that signs have been placed in the past. In fact, we are told that over the weekend of May 3‐
4, 2014 nearly two dozen signs were taken by code enforcement.
Our conversations this week with city officials indicate that Hermosa Beach has added new code
enforcement resources and is enforcing existing codes more rigorously. We have expressed concerns to
the City and we plan to work closely with the City Council and code enforcement officials in order to
remedy the current situation.
Please read carefully this document of Frequently Asked Questions and share it with REALTORS® in your
offices and in your community. If you have any questions, please call SBAOR Government Affairs at
(310)326‐3010 ext. 715.
Has the city passed a new law on signs? Why is there more enforcement now?
The City of Hermosa Beach has passed no new signage laws leading up to the increased enforcement.
Rather, the City is using new resources to enforce existing signage laws only. Signs are not permitted on
any public property; this includes sidewalks, medians, and the Greenbelt which runs in parallel between
Ardmore Ave. and Valley Dr. While this has been the case for some time, the City has not always had
sufficient resources to enforce it.
Are only real estate signs being confiscated?
No. Code enforcement officials tell SBAOR that all signs – including REALTOR® signs – are being subject
to enforcement and are being removed if found to be illegally placed.
I believe that my sign has been confiscated. How can I get it back? Will there be a fine?
Go to the Department of Code Enforcement at Hermosa Beach City Hall, 1315 Valley Dr. You should
show your business card to claim your signs. While the City has the authority to impose fines up to $100,
we understand that officials are in an “education” period and are not currently imposing fines.
Where are my signs permitted and not permitted in the city?
Signs are not permitted on public property and public rights‐of‐way, including sidewalks and medians.
They are permitted on your listing and also on any private property as long as you secure that property
owner’s permission. Code enforcement has assured SBAOR that they will not confiscate signs from
private property. The Hermosa Beach Municipal Code discusses signage here (HBMC Chapter 17.50
"Signs"). If you believe that your sign was confiscated from private property, then contact Code
Enforcement at (310)318‐0235 or SBAOR Government Affairs at (310)326‐3010.
If I cannot place my signs on certain sidewalks and on the Greenbelt, then there is no practical place
to put them and I cannot market my listing. What I can do?
SBAOR has heard from REALTORS® like you who tell us that it is impractical or impossible in many areas
of the City to put Open House or lead‐in signs on any place other than public property. It is important to
REALTORS® and to SBAOR that your listings find qualified buyers in the most efficient and effective
manner possible while preserving the community’s quality of life. In the way that other cities in
California permit limited placement of signs on some parts of public property, so too we plan to
approach the leaders of Hermosa Beach in order to craft a solution that is it fit for all parties involved.
How can I get more information about real estate signs in Hermosa Beach?
You may contact David Kissinger at SBAOR Government Affairs at (310)326‐3010 ext 725 or
david@southbayaor.com. Watch this space for more updates as they become available. In addition, you
may review information available at the Hermosa Beach website, and in particular in the Department of
Code Enforcement or by calling (310)318‐0235.
From: F.O. Huebscher [mailto:fred@politicalscientists.com]
Sent: Monday, June 23, 2014 3:08 PM
To: Nanette Barragan; Michael DiVirgilio; Peter Tucker; Carolyn Petty; Hany Fangary; Tom Bakaly; Ann
Yang; Elaine Doerfling
Subject: Item 2(a) on the City Council Agenda of June 24, 2014
Dear City Manager Bakaly and Councilmembers,
I am writing to you about Item 2(a) on the City Council Agenda of June 24,
2014.
I have a few questions:
1. Will doubling the salary of the City Clerk for six months this year have
a PERS impact?
2. What will be the additional cost to the City in PERS contributions if
the increased salary is approved?
3. What will be the projected annual cost of future retirement benefits
for Ms. Doerfling because of this higher salary?
4. It is my understanding that PERS retirement pension payments are
based upon the highest one year salary of the retiree, is this true?
5. If so, would increasing Ms. Doerfling's salary this year make 2014 her
highest one year salary as an employee of the City?
6. And if this would be her highest one year salary would her PERS
retirement benefit thus be paid based on 2014 with the doubled
salary?
In the past, I have written in to ask about the status of council meeting
minutes that were months behind. Ms. Doerfling has indicated on at least
two occasions that she was ill (see attached memos) and thus behind in
keeping the City Council Minutes current. I also believe at a recent budget
session, Ms. Doerfling indicated that she could use help. When someone
asks for assistance the natural course of action should be to hire another
person to assist or pay a current employee overtime to assist, not double the
person's hours and pay. Providing assistance to Ms. Doerfling especially
given her health would seem like the better approach.
--
Fred Huebscher
310-374-0568
www.politicalscientists.com
06/04/2014
Check Register
CITY OF HERMOSA BEACH
1
8:39:31AM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
73968 6/4/2014 05125 GHASSEMI PETTY CASH, MARIA 1141-04079 Petty Cash Replenishment
001-1101-4305 131.94
001-1203-4300 44.37
001-2101-4317 142.02
001-2101-4305 23.54
001-2101-4313 30.00
001-2101-4314 28.14
001-4101-4305 30.33
001-4201-4305 11.95
001-4201-4317 50.00
001-4202-4317 173.49
001-4601-4305 29.29
001-4601-4328 89.56
160-3102-4201 22.53
715-1206-4305 106.55
715-3302-4311 1.70
001-1201-4317 85.85
Total : 1,001.26
Bank total : 1,001.26 1 Vouchers for bank code :boa
1,001.26Total vouchers :Vouchers in this report 1
1Page:
06/04/2014
Check Register
CITY OF HERMOSA BEACH
2
8:39:31AM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
"I hereby certify that the demands or claims covered by the
checks listed on pages 1 to 2 inclusive,
of the check register for 6-4-14 are accurate
funds are available for payment, and are in conformance to
the budget."
By
Finance Director
Date: 6-17-14
2Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
1
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
1465 6/5/2014 14008 YORK SCRMA 006022014 W/Comp Claims - 5/30/14
705-1217-4324 24,276.84
Total : 24,276.84
73969 6/5/2014 06290 AIR SOURCE INDUSTRIES INC 615810 Oxygen Refill/ Mar 14
001-2201-4309 396.60
Total : 396.60
73970 6/5/2014 06827 ALL CITY MANAGEMENT 35073 Crossing Guard Service/ 4-13 - 4-26-14
001-2102-4201 4,790.50
Total : 4,790.50
73971 6/5/2014 18540 ALPHABET SIGNS INC 52351 Repair Marquee - 2nd Story Theatre
001-4601-4302 123.20
Total : 123.20
73972 6/5/2014 08741 ANGULO, ANSELMO 2014/4 Polygraph/ Franco
001-2101-4201 150.00
2014/5 Polygraph/ S. Moucheron
001-2101-4201 150.00
Total : 300.00
73973 6/5/2014 13609 ARROYO, ERIC 367 Background Investigations/ Apr 14
001-2101-4201 800.00
Total : 800.00
73974 6/5/2014 13361 AT AND T MOBILITY 287247228942 Cell Phone Usage -PD & CSO Apr 14
001-2101-4304 567.79
001-3302-4304 301.65
Total : 869.44
73975 6/5/2014 16660 ATHENS SERVICES 4040180314-1 CITYWIDE SWEEPING & CLEANING/MAR 14
001-3104-4201 12,024.23
001-3301-4201 6,494.01
001-3304-4201 1,675.33
001-6101-4201 1,330.49
1Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
2
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
73975 6/5/2014 (Continued)16660 ATHENS SERVICES
4040180414-1 CITYWIDE SWEEPING & CLEANING/APR 14
001-3104-4201 12,024.23
001-3301-4201 6,494.01
001-3304-4201 1,675.33
001-6101-4201 1,330.49
Total : 43,048.12
73976 6/5/2014 08909 CARPET SPECTRUM 042814 Floor Tile Repair - Men's Bathroom/14th
122-8631-4201 952.00
A042814 Floor Repair - Womens's Restroom/14th St
122-8631-4201 866.00
Total : 1,818.00
73977 6/5/2014 00634 CHEVRON AND TEXACO CARD SER 41217122 Gas Card Purchases/ Apr 14
715-2101-4310 526.43
Total : 526.43
73978 6/5/2014 13701 CURRAN, GERARD 050114 Install Pipes & Vents/14th St
122-8631-4201 975.00
050514 Pipe & Toilet Replaceent/14th St
122-8631-4201 985.00
Total : 1,960.00
73979 6/5/2014 00642 DAILY BREEZE, THE 10505299 ROP Ad - Aviaiton PCH
001-8143-4201 440.00
162185 Public Review Ad- Oil Project
001-2109 2,813.00
Total : 3,253.00
73980 6/5/2014 13010 DEPT OF MOTOR VEHICLES 3306419 Vehicle Code Book
001-2101-4305 107.65
Total : 107.65
73981 6/5/2014 00181 EASY READER ER140410006 Legal Ads/General Plan - Apr 14
001-1121-4323 425.00
Total : 425.00
2Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
3
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
73982 6/5/2014 01397 EMPLOYMENT DEVELOPMENT DEPT L1209909568 Unemployment Claims/ 3rd Quarter
705-1215-4186 6,936.00
Total : 6,936.00
73983 6/5/2014 10668 EXXON MOBIL FLEET GECC 36481727 Gas Card Purchases/ Mar 14
715-2101-4310 5,632.90
715-2201-4310 233.22
715-4202-4310 205.46
715-6101-4310 593.18
715-3302-4310 2,327.59
715-3104-4310 462.40
715-4601-4310 172.96
715-2601-4310 682.56
715-3102-4310 122.37
001-1250 135.11
Total : 10,567.75
73984 6/5/2014 18537 GAUNT, RICK 001-00424162 Refund Business License # 01121157
001-3115 4.00
Total : 4.00
73985 6/5/2014 00427 GFOA 0121001 Annual Membership Dues/ V Copeland
001-1202-4201 190.00
Total : 190.00
73986 6/5/2014 10836 GRAINGER 9421734493 IEGEA Power Relay- 12VDC
715-2101-4311 75.10
Total : 75.10
73987 6/5/2014 05595 HORIZON COACH LINES 88081 Transportation/Gardens of the World
145-3409-4201 816.64
Total : 816.64
73988 6/5/2014 05356 JOHN L HUNTER AND ASSOC INC HBBCR0214 BEV CONTAINER RECYCLE PROG ADMIN/FEB 14
150-3102-4201 308.00
Total : 308.00
73989 6/5/2014 18438 KATIE CASEY PUBLIC RELATIONS 000025 General PR & Communications - Apr 14
3Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
4
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
73989 6/5/2014 (Continued)18438 KATIE CASEY PUBLIC RELATIONS
705-1209-4201 2,956.50
000026 Oil Project PR - Apr 14
001-2109 1,625.25
Total : 4,581.75
73990 6/5/2014 13632 KINLEY, JON CHBGCD1214 GREASE TRAP & NPDES INSPECTIONS/ FEB 14
001-4201-4201 2,925.00
Total : 2,925.00
73991 6/5/2014 00151 LA CO SHERIFFS DEPARTMENT 143776WC Prisoner Meals/ Mar 14
001-2101-4306 149.80
Total : 149.80
73992 6/5/2014 02175 LIEBERT CASSIDY WHITMORE 178560 Legal, RE: Personnel Matter/ Mar 14
001-1203-4201 50.00
178561 Legal, RE: Personnel Matter/ Mar 14
001-1203-4201 3,998.10
Total : 4,048.10
73993 6/5/2014 18122 MARINE RESEARCH SPECIALISTS 514-5014-11 EIR Serv - Oil Project/ apr 14
001-2109 51,288.20
Total : 51,288.20
73994 6/5/2014 18541 MOHLMAN, PAUL 200086642 Refund Cite # 200086642
001-3302 53.00
Total : 53.00
73995 6/5/2014 17007 ORTLEY TRANSPORTATION 3313 Afterschool Shuttle 5-27 - 6-6-14
145-3411-4201 2,070.00
Total : 2,070.00
73996 6/5/2014 17096 PCR SERVICES CORPORATION 14-1148 Historical Rprt-1221 Hermosa Ave/ Feb 14
001-4101-4201 83.50
Total : 83.50
73997 6/5/2014 13838 PITNEY BOWES INC 41593260205 Postage
001-1208-4305 2,148.36
4Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
5
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 2,148.36 73997 6/5/2014 13838 PITNEY BOWES INC
73998 6/5/2014 17964 ROMA DESIGN GROUP 140501 STRATEGIC PLAN-ECON DEV CIV CTR/FEB-APR
001-8609-4201 25,575.16
Total : 25,575.16
73999 6/5/2014 18539 ROSE BRAND WIPERS INC 80385 Curtain for Community Theatre
001-4601-4201 6,493.20
Total : 6,493.20
74000 6/5/2014 00146 SPARKLETTS 4472788 050114 Drinking Water - Apr 14
001-4601-4305 120.76
Total : 120.76
74001 6/5/2014 18538 TACTICAL MEDICAL SOLUTIONS INC 19926 Trauma Medical Kits/Active Shooter
001-2101-4350 3,487.56
Total : 3,487.56
74002 6/5/2014 15277 TIME WARNER CABLE 0241673 Internet/Broadband - CR/ Mar 14
715-1206-4201 114.01
241681 Internet/Broadband - CR/ Apr 14
715-1206-4201 92.02
8448300300241699 Internet/Broadband - City Hall/Apr 14
715-1206-4201 45.01
Total : 251.04
74003 6/5/2014 14148 UPS 23R146194 Express Mail - PD/ Apr - May 14
001-2101-4314 7.85
001-2101-4305 15.92
Total : 23.77
74004 6/5/2014 03209 VERIZON WIRELESS LA 9723601161 Blue Check Devices - PD/ Apr 14
153-2106-4201 134.80
9723601163 Cell Phone Usage - CM/ Apr 14
001-1201-4304 109.17
Total : 243.97
74005 6/5/2014 16727 VIDACARE 111601 Medical Supplies - Needle Set
5Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
6
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74005 6/5/2014 (Continued)16727 VIDACARE
001-2201-4309 1,142.55
Total : 1,142.55
148597 5/27/2014 00170 SOUTHERN CALIFORNIA GAS CO 01100457009 Gas Bill/ 4-10 to 5-9-14
001-4204-4303 48.03
Total : 48.03
149667 5/27/2014 00170 SOUTHERN CALIFORNIA GAS CO 09790459003 Gas Bill/ 4-10 to 5-9-14
001-4204-4303 110.04
Total : 110.04
149718 5/27/2014 00170 SOUTHERN CALIFORNIA GAS CO 10210459003 Gas Bill/ 4-10 to 5-9-14
001-4204-4303 46.94
Total : 46.94
150155 5/27/2014 00170 SOUTHERN CALIFORNIA GAS CO 13910446007 Gas Bill/ 4-10 to 5-9-14
001-4204-4303 18.64
Total : 18.64
150190 5/27/2014 00170 SOUTHERN CALIFORNIA GAS CO 14120446001 Gas Bill/ 4-10 to 5-9-14
001-4204-4303 29.53
Total : 29.53
943572 5/27/2014 00170 SOUTHERN CALIFORNIA GAS CO 11540469001 Gas Bill/ 4-9 to 5-8-14
001-4204-4303 44.73
Total : 44.73
6052014 6/5/2014 00243 HERMOSA BEACH PAYROLL ACCOUNT 053114 PAYROLL 5/16/14 TO 5/31/14
6Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
7
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
6052014 6/5/2014 (Continued)00243 HERMOSA BEACH PAYROLL ACCOUNT
001-1103 648,893.64
105-1103 5,383.60
115-1103 2,675.04
117-1103 2,412.71
125-1103 668.73
145-1103 102.92
147-1103 891.71
150-1103 222.90
152-1103 112.81
160-1103 8,406.39
705-1103 3,780.62
715-1103 8,813.28
Total : 682,364.35
Bank total : 888,940.25 45 Vouchers for bank code :boa
888,940.25Total vouchers :Vouchers in this report 45
7Page:
06/05/2014
Check Register
CITY OF HERMOSA BEACH
8
5:44:07PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
"I hereby certify that the demands or claims covered by the
checks listed on pages 1 to 8 inclusive,
of the check register for 6-5-14 are accurate
funds are available for payment, and are in conformance to
the budget."
By
Finance Director
Date: 6-17-14
8Page:
06/12/2014
Check Register
CITY OF HERMOSA BEACH
1
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74006 6/12/2014 18547 PETTY CASH 04136 Petty Cash Replenishment/ Jun 14
001-1203-4201 1,050.00
Total : 1,050.00
74007 6/12/2014 00321 A T AND T 310 796-6526 991 3 Circuit Billing - May 14
001-2101-4304 108.79
331 254-6071 301 5 Circuit Billing - May 14
001-2101-4304 56.99
333 267-6155 686 9 Circuit Billing - May 14
001-2101-4304 186.16
333 267-6160 767 0 Circuit Billing - May 14
001-2101-4304 58.76
333 267-6161 416 3 Circuit Billing - May 14
001-2101-4304 58.76
333 267-6164 193 5 Circuit Billing - May 14
001-2101-4304 50.12
333 267-6165 717 0 Circuit Billing - May 14
001-2101-4304 50.12
Total : 569.70
74008 6/12/2014 06290 AIR SOURCE INDUSTRIES INC 618128 Oxygen Refill / Apr 14
001-2201-4309 396.60
Total : 396.60
74009 6/12/2014 17965 AMGRAPH GROUP, INC 21915 Install & Remove Flags/ Memorial Day
001-1101-4319 1,506.00
Total : 1,506.00
74010 6/12/2014 05179 AT AND T 0193608382001 Long Dist Charges/ Apr 14
1Page:
06/12/2014
Check Register
CITY OF HERMOSA BEACH
2
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74010 6/12/2014 (Continued)05179 AT AND T
001-1121-4304 0.04
001-1132-4304 0.01
001-1141-4304 0.03
001-1201-4304 0.23
001-1202-4304 0.15
001-1203-4304 0.05
001-1208-4304 0.10
001-2101-4304 7.58
001-2201-4304 0.44
001-4101-4304 0.19
001-4201-4304 0.10
001-4601-4304 0.27
001-1204-4304 0.28
001-3302-4304 0.11
715-1206-4304 0.07
001-4202-4304 0.20
Total : 9.85
74011 6/12/2014 16510 AT AND T 5309455 Long Dist Charges/ Feb 14
715-1206-4304 1.44
001-1121-4304 1.03
001-1132-4304 0.24
001-1141-4304 0.69
001-1201-4304 5.24
001-1202-4304 3.40
001-1203-4304 1.09
001-1208-4304 0.09
001-2101-4304 24.48
001-2201-4304 10.86
001-4101-4304 4.11
001-4201-4304 2.91
001-4202-4304 4.94
001-4204-4321 0.09
001-4601-4304 5.77
001-1204-4304 6.44
001-3302-4304 2.58
2Page:
06/12/2014
Check Register
CITY OF HERMOSA BEACH
3
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74011 6/12/2014 (Continued)16510 AT AND T
5397510 Long Dist Charges/ Mar 14
001-1121-4304 0.77
001-1132-4304 0.17
001-1141-4304 0.50
001-1201-4304 3.84
001-1202-4304 2.48
001-1203-4304 0.79
001-1208-4304 0.06
001-2101-4304 18.01
001-2201-4304 7.73
001-4101-4304 2.94
001-4201-4304 2.28
001-4202-4304 3.79
001-4204-4321 0.09
001-4601-4304 4.15
001-1204-4304 4.69
001-3302-4304 1.85
715-1206-4304 1.03
Total : 130.57
74012 6/12/2014 13361 AT AND T MOBILITY 287016141723 Cell Phone Usage - Apr 14
001-4202-4304 453.44
287247228942 Cell Phone Usage - PD & CSO/ May 14
001-2101-4304 581.35
001-3302-4304 301.65
Total : 1,336.44
74013 6/12/2014 16660 ATHENS SERVICES 404010912-2 Pressure Washing - Comm Ctr/ Oct 12
001-2024 97.22
4040180712-2 4th of July Cleanup/ Jul 12
001-2024 7,571.31
4040181112-2 Pressure Washing/ Nov 12
001-2024 388.88
Total : 8,057.41
74014 6/12/2014 17271 BARROWS, PATRICK 04000 Instructor Pymt # 19614, 17
3Page:
06/12/2014
Check Register
CITY OF HERMOSA BEACH
4
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74014 6/12/2014 (Continued)17271 BARROWS, PATRICK
001-4601-4221 654.50
Total : 654.50
74015 6/12/2014 16371 BEACH GIRL PROPERTIES LLC 112 Parking Meters - 70 14th Street/ May 14
001-3842 650.00
Total : 650.00
74016 6/12/2014 12562 BEACH REPORTER, THE 5102875 Legal Ads - General Plan Mtg/ Apr 14
001-1121-4323 880.00
Total : 880.00
74017 6/12/2014 18517 BROWN, ELMITA 03811 Citation Refund/ # 1612006425
001-3302 96.00
Total : 96.00
74018 6/12/2014 18526 BUBICA, ALEXANDRIA 03822 Citation Refund/ # 200036656
001-3302 48.00
Total : 48.00
74019 6/12/2014 18525 BUTLER, LISA 03821 Citation Refund/ # 200064582
001-3302 53.00
Total : 53.00
74020 6/12/2014 00016 CALIFORNIA WATER SERVICE 4286211111 Water Usage - Apr 14
105-2601-4303 3,185.53
001-6101-4303 16,418.85
001-4204-4303 907.04
001-3304-4303 190.83
Total : 20,702.25
74021 6/12/2014 13079 CLARION HOTEL MANSION INN TR352 Lodging - S. Mayer
001-1201-4317 117.48
Total : 117.48
74022 6/12/2014 18070 COME LAND MAINTENANCE CO INC 78958 JANITORIAL SERVICES/ APR 14
001-4204-4201 8,385.00
4Page:
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Check Register
CITY OF HERMOSA BEACH
5
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 8,385.00 74022 6/12/2014 18070 COME LAND MAINTENANCE CO INC
74023 6/12/2014 02823 CRAWFORD, JAMES TR356 Meal Ticket Reimb- Nat'l Fire Academy
001-2201-4317 167.32
Total : 167.32
74024 6/12/2014 18401 CRYSTAL LIGHTING CORP 9759 LED Lights/ Pier Plaza
001-8656-4201 4,378.00
9760 Light Pole & Base/ Valley Park
105-2601-4309 420.00
Total : 4,798.00
74025 6/12/2014 16298 CSDS, INC 8689-1 Software Maint Agreement - GPS
160-3102-4201 530.00
Total : 530.00
74026 6/12/2014 16796 DDL TRAFFIC, INC 3297 Opticom Signal Test
001-2201-4201 825.00
Total : 825.00
74027 6/12/2014 00364 DEPARTMENT OF JUSTICE 030739 Fingerprinting - Apr 14
001-1203-4251 352.00
001-2101-4251 264.00
Total : 616.00
74028 6/12/2014 00122 DUNCAN PARKING TECHNOLOGIES CSBAP000001 Cites Issued & Online Pymts/ Apr 14
001-1204-4201 4,868.46
DSC00020276 Cites Issued & Online Pymts/ Mar 14
001-1204-4201 4,918.60
Total : 9,787.06
74029 6/12/2014 00181 EASY READER 893744 Legal Ads/ Apr 14
001-1121-4323 1,556.13
Total : 1,556.13
74030 6/12/2014 01397 EMPLOYMENT DEVELOPMENT DEPT 93203396 Unemployment Claims/ 2nd Qtr
705-1215-4186 1,892.43
5Page:
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Check Register
CITY OF HERMOSA BEACH
6
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 1,892.43 74030 6/12/2014 01397 EMPLOYMENT DEVELOPMENT DEPT
74031 6/12/2014 15059 EVANS, MARLIN 04002 Instructor Pymt # 19587,89 19622
001-4601-4221 1,015.00
Total : 1,015.00
74032 6/12/2014 18522 EVIDON, JULIE 03817 Citation Refund/ # 200043917
001-3302 48.00
Total : 48.00
74033 6/12/2014 17824 EXSEL PROMOTIONS INC 8516 Recognition Plaques/ Awards Dinner
001-1203-4201 513.06
Total : 513.06
74034 6/12/2014 10668 EXXON MOBIL FLEET GECC 36813898 Gas Card Purchases/ Apr 14
715-2101-4310 5,835.23
715-2201-4310 219.30
715-4202-4310 199.72
715-6101-4310 533.33
715-3302-4310 2,144.35
715-3104-4310 658.20
715-4601-4310 112.52
715-2601-4310 318.08
001-1250 141.64
Total : 10,162.37
74035 6/12/2014 16932 FAMILY THEATRE INC 04068 Instructor Pymt # 19503
001-4601-4221 77.00
Total : 77.00
74036 6/12/2014 06344 FIRST CALL STAFFING SERVICES 0709-142781 Temp Services/ Week ending 5-18-14
001-4202-4112 912.00
0709-142897 Temp Services/ Week ending 5-25-14
001-4601-4112 912.00
Total : 1,824.00
74037 6/12/2014 14204 HARTZOG AND CRABILL INC 14-0177 TRAFFIC ENGINEERING SERVICES/ FEB 14
001-3104-4201 160.00
6Page:
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CITY OF HERMOSA BEACH
7
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 160.00 74037 6/12/2014 14204 HARTZOG AND CRABILL INC
74038 6/12/2014 18518 HEIDNER, MICHAEL 03813 Citation Refund/ # 1812021244
001-3302 48.00
Total : 48.00
74039 6/12/2014 18546 HENAO, WILLIAM 251873 Regis Refund-Co-ed Softball League
001-2111 465.00
Total : 465.00
74040 6/12/2014 05595 HORIZON COACH LINES 88151 Transportation/ Palm Springs Follies
145-3409-4201 1,202.04
Total : 1,202.04
74041 6/12/2014 10820 JENKINS AND HOGIN LLP 22429 Legal, RE: General/ Apr 14
001-1131-4201 20,002.77
22430 Legal, RE: E & B Oil/ Apr 14
001-2109 11,275.25
22431 Legal, RE: Land Use/ Apr 14
001-1131-4201 1,944.80
22432 Legal, RE: Prosecution Services/ Apr 14
001-1132-4201 27,060.00
22433 Legal, RE: Undersea Fiber Optic/ Apr 14
001-1131-4201 3,690.00
Total : 63,972.82
74042 6/12/2014 13840 JOHN M CRUIKSHANK 000012455 ENGINEERING SER - PIER REPAIRS/ APR 14
122-8659-4201 278.00
Total : 278.00
74043 6/12/2014 18132 JOHNSON, LESLIE 03999 Instructor Pymt # 19472-75, 19477-79
001-4601-4221 7,392.00
Total : 7,392.00
74044 6/12/2014 12162 JOL DESIGN 4914 Valley Park Day Camp T-shirts/ Deposit
001-4601-4201 1,186.74
7Page:
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CITY OF HERMOSA BEACH
8
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74044 6/12/2014 (Continued)12162 JOL DESIGN
5514 Valley Park Day Camp Hats - Deposit
001-4601-4201 87.35
Total : 1,274.09
74045 6/12/2014 00151 LA CO SHERIFFS DEPARTMENT 144244WC Prisoner Meals/ Apr 14
001-2101-4306 171.20
Total : 171.20
74046 6/12/2014 18516 LANG, SHIBO 03810 Citation Refund/ # 200072271
001-3302 53.00
Total : 53.00
74047 6/12/2014 11065 LAOLAGI, ROSE 04005 Instructor Pymt # 19598
001-4601-4221 227.50
Total : 227.50
74048 6/12/2014 00317 LEAGUE OF CALIFORNIA CITIES TR 362 Regis/ S. Margolin-Mayer-Econ Dev Conf
001-1201-4317 50.00
Total : 50.00
74049 6/12/2014 18544 LEONARD, LISA 252285 Damage Deposit Refund # 101300
001-2111 250.00
Total : 250.00
74050 6/12/2014 18274 MAGNUM VENTURE PARTNERS 04001 Instructor Pymt # 19654,58 60
001-4601-4221 1,274.00
Total : 1,274.00
74051 6/12/2014 18071 MERCHANTS LANDSCAPE SERVICES 42595 LANDSCAPE MAINT/ APR 14
001-6101-4201 15,590.00
42596 LANDSCAPE MAINT/ APR 14
105-2601-4201 3,306.00
Total : 18,896.00
74052 6/12/2014 17431 MICROSOFT CORPORATION E070007K1U Office 365 Hosted Email/ May 14
715-1206-4201 6.00
8Page:
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9
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74052 6/12/2014 (Continued)17431 MICROSOFT CORPORATION
E070007KNJ Office 365 Hosted Email/ May 14
715-1206-4201 260.00
E070009HL1 Office 365 Hosted Email/ Jun 14
715-1206-4201 234.00
E070009LQO Office 365 Hosted Email/ Jun 14
715-1206-4201 395.50
Total : 895.50
74053 6/12/2014 18545 MIRKOVICH, JULIA 252338 Damge Deposit Refund # 101942
001-2111 500.00
Total : 500.00
74054 6/12/2014 18519 NOYOLA, RICH 03814 Citation Refund/ # 200045884
001-3302 53.00
Total : 53.00
74055 6/12/2014 13114 OFFICE DEPOT 704926174001 Office Supplies/ Apr 14
001-4601-4305 84.14
704926236001 Office Supplies/ Apr 14
001-4601-4305 11.94
706461672001 Office Supplies/ Apr 14
001-1208-4305 117.56
Total : 213.64
74056 6/12/2014 08914 QUICK CRETE PRODUCTS CORP.0097825 Memorial Bench - Alan Fleming
001-6101-5401 1,205.54
0097826 Memorial Bench - John Tylka
001-6101-5402 1,205.54
0097827 Memorial Bench - Kathe Robbs
001-6101-5402 1,205.54
Total : 3,616.62
74057 6/12/2014 18521 RADKE, ROBERT 64394 Refund Cite # 1412001415
001-3302 53.00
Total : 53.00
9Page:
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Check Register
CITY OF HERMOSA BEACH
10
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74058 6/12/2014 18223 RAIMI AND ASSOCIATES INC 14-802 GEN & COASTAL PLAN UPDATE/ MAR 14
150-4104-4201 78,410.83
Total : 78,410.83
74059 6/12/2014 18530 RALPH ANDERSON ASSOCIATES 11471 Class & Comp Study/ Mar - May 14
001-1203-4201 8,500.00
Total : 8,500.00
74060 6/12/2014 08837 REDONDO BEACH, CITY OF 20507 Annual TMDL Monitoring
160-3102-4251 5,785.02
Total : 5,785.02
74061 6/12/2014 18524 RHODES, GARY 03819 Citation Refund/ # 200053613
001-3302 53.00
Total : 53.00
74062 6/12/2014 17781 RNL INTERPLAN INC 348501 Conceptual Drawings-Yard Relocate/Apr 14
001-2109 18,123.75
Total : 18,123.75
74063 6/12/2014 16921 ROUND STAR WEST LLC 04004 Instructor Pymt # 19460,19517,13
001-4601-4221 1,324.40
Total : 1,324.40
74064 6/12/2014 18523 RUBASKY, BRANDEN 03818 Citation Refund/ # 200057747
001-3302 53.00
Total : 53.00
74065 6/12/2014 03726 RUSHER AIR CONDITIONING 202278 AC Maint - City Hall/ Feb 14
001-4204-4201 637.52
Total : 637.52
74066 6/12/2014 17817 SANTA MONICA UCLA MED CENTER 1138961600 SART Exam/ # 1138961600
001-2101-4201 730.00
Total : 730.00
74067 6/12/2014 03353 SBCU VISA 041514 CC Lodging - 4 Officers/Motorcylce Update
001-2101-4312 755.28
10Page:
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11
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74067 6/12/2014 (Continued)03353 SBCU VISA
043014 Finance Charge/ Credit Card
001-2101-4201 18.57
043014a cc Finance Charge/ Credit Card
001-1101-4201 52.11
043014b CC Finance Charge/ Credit Card
001-2201-4201 12.96
043014c CC Finance Charge/ Credit Card
001-2101-4201 14.78
1832422cc Drill Base Plate
001-3104-4309 391.32
22518492 SURVEY PLAN SUBSCRIPTION - PD
001-2101-4305 204.00
2684599CC Tuit/ D. Garkow - Computer Investigation
001-2101-4312 99.00
28cc Refreshments - Closed Session
001-1101-4305 110.00
4cc Lunch - Economic Development
001-1101-4305 53.33
52908 Refreshments - Study Session
001-1101-4305 83.35
693cc 6 Books
001-1101-4305 82.15
BG1VVC-6642 Computer Cart - PD
001-2101-5401 469.41
Total : 2,346.26
74068 6/12/2014 18520 SCHMITZ, AARON 03815 Citation Refund/ # 200043176
001-3302 38.00
Total : 38.00
74069 6/12/2014 18543 SILVIOS 100 LLC 04141 Catering - Awards Dinner
001-1203-4201 1,467.96
052714 Employee Recognition Dinner
001-1203-4300 3,680.64
11Page:
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Check Register
CITY OF HERMOSA BEACH
12
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
(Continued)Total : 5,148.60 74069 6/12/2014 18543 SILVIOS 100 LLC
74070 6/12/2014 08812 SOUTH BAY REGIONAL PUBLIC COMM 08812 Radio Maint
001-2101-4307 134.75
181 Earpiece's / Tait Radios
001-2201-5401 976.48
186 Radio Maint - PD
001-2101-4307 95.22
Total : 1,206.45
74071 6/12/2014 18210 STANTEC CONSULTING 792336 DESIGN PLAN & SPEC-PCH IMPROVE/ APR 14
147-8160-4201 1,165.50
Total : 1,165.50
74072 6/12/2014 14019 SUNSTATE EQUIPMENT COMPANY 5750497-002 Equip Rental/ 20KW Generator
001-8651-4201 1,236.47
Total : 1,236.47
74073 6/12/2014 18456 SURFSIDE RESTORATION AND WATER 3699b PARKING STRUCTURE REPAIRS/ MAR 14
001-8663-4201 1,140.75
3706 PARKING STRUCTURE REPAIRS/ MAY 14
001-8663-4201 6,376.50
Total : 7,517.25
74074 6/12/2014 18117 TAPACLO, ERIC A 201 RUCKER HOSE COUPLINGS
001-2201-5402 3,318.55
Total : 3,318.55
74075 6/12/2014 15277 TIME WARNER CABLE 8448300300241673 Internet/Broadband - CR/ May 14
715-1206-4201 80.00
8448300300241681 Internet/Broadband - Yard/ May 14
715-1206-4201 179.57
8448300300241699 Internet/Broadband - City Hall/ May 14
715-1206-4201 40.00
Total : 299.57
74076 6/12/2014 00123 TRIANGLE HARDWARE 019246 Hardware Supplies/ May 14
12Page:
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13
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74076 6/12/2014 (Continued)00123 TRIANGLE HARDWARE
105-2601-4309 278.20
019247 Hardware Supplies/ May 14
105-2601-4309 291.36
019249 Hardware Supplies/ May 14
105-2601-4309 256.68
19248 Hardware Supplies/ May 14
001-3104-4309 296.53
19250 Hardware Supplies/ May 14
105-2601-4309 293.10
19283 Hardware Supplies/ May 14
001-6101-4309 141.53
19284 Hardware Supplies/ May 14
001-3104-4309 251.29
19285 Hardware Supplies/ May 14
715-4206-4309 37.45
19287 Hardware Supplies/ May 14
001-3104-4309 67.07
19288 Hardware Supplies/ May 14
715-4202-4311 141.39
19289 Hardware Supplies/ May 14
001-4204-4309 176.29
19290 Hardware Supplies/ May 14
105-2601-4309 238.37
19310 Hardware Supplies/ May 14
105-2601-4309 173.31
Total : 2,642.57
74077 6/12/2014 18389 UNIFORM DEPOT INC 450 Uniforms/ A Lopez
001-2101-4314 1,062.25
Total : 1,062.25
74078 6/12/2014 09672 VCA COAST ANIMAL HOSPITAL 27538123 Vet Services - K9 Officer/ Keef
170-2105-4201 336.24
Total : 336.24
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14
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
74079 6/12/2014 00015 VERIZON CALIFORNIA 00015 Phone Charges - May 14
001-1203-4304 14.34
001-1141-4304 36.24
310 197-3683 Phone Charges - Apr 14
715-1206-4304 231.00
001-4204-4321 191.72
001-2101-4304 812.52
001-4601-4304 89.64
001-4202-4304 133.26
001-4201-4304 138.31
001-3304-4304 55.32
001-1204-4304 42.10
001-3302-4304 68.87
Total : 1,813.32
74080 6/12/2014 16294 VISION INTERNET PROVIDERS INC 27070 WEB HOSTING/ APR 14
715-1206-4201 200.00
27314 WEB HOSTING/ MAY 14
715-1206-4201 200.00
Total : 400.00
74081 6/12/2014 17675 WISE INC 1097034-01 Rotary Hammer Kit
160-3102-4309 756.94
1097039-02 Latex Gloves & Safety Glasses
160-3102-4309 518.40
Total : 1,275.34
74082 6/12/2014 17569 ZGRAY SPORTS LLC 04003 Instructor Pymt # 19464 & 19511
001-4601-4221 800.80
Total : 800.80
6122014 6/12/2014 14008 YORK SCRMA 06122014 W/COMP CLAIMS 5/31/14 TO 6/6/14
705-1217-4324 11,757.80
Total : 11,757.80
Bank total : 335,482.07 78 Vouchers for bank code :boa
14Page:
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15
6:12:06PM
Page:vchlist
Bank code :boa
Voucher Date Vendor Invoice Description/Account Amount
335,482.07Total vouchers :Vouchers in this report 78
"I hereby certify that the demands or claims covered by the
checks listed on pages 1 to 15 inclusive,
of the check register for 6-12-14 are accurate
funds are available for payment, and are in conformance to
the budget."
By
Finance Director
Date: 6-17-14
15Page:
June 19, 2014
Honorable Mayor and Members Regular Meeting of
of the Hermosa Beach City Council June 24, 2014
TENTATIVE FUTURE AGENDA ITEMS
JULY 8, 2014
PRESENTATIONS
AES CORPORATION POWER PLANT UPDATE - CITY OF REDONDO BEACH REPRESENTATIVE
CONSENT CALENDAR
Groundwater Monitoring Wells – Sea Level Rise Public Works Director
PUBLIC HEARINGS
Final EIR Community Development Director
MUNICIPAL MATTERS
E&B’s Proposed Oil Drilling and Production Project Update Community Development Director
AES/Redondo Beach Power Plant Policy Direction Community Development Director
City of Redondo Beach Harbor Dr. / Herondo St. Improvement Project Public Works Director
JULY 22, 2014
CONSENT CALENDAR
Recommendation to receive and file the action minutes of the Emergency Preparedness Advisory
Commission meeting of May 5, 2014
Fire Chief
Recommendation to receive and file the action minutes of the Planning Commission meeting of
July 15, 2014
Community Development Director
MUNICIPAL MATTERS
E&B’s Proposed Oil Drilling and Production Project Update Community Development Director
Oil Project:
Development Agreement
EIR Certification
Ballot Measure
Community Development Director
Free Parking and Demand Pricing Downtown Management Analyst
AUGUST 12, 2014 – NO MEETING
AUGUST 26, 2014
MUNICIPAL MATTERS
E&B’s Proposed Oil Drilling and Production Project Update Community Development Director
Policy review regarding 50/50 rule Community Development Director
Events Policy Direction Assistant to the City Manager
2
PENDING ITEMS
Consideration of reduction of business license fee request from Carol G. Weiss, Ph.D. Finance Director
Green Zone Recommendations and the Installation of Silver and Green Meters Downtown Police Chief
Procurement Policies – RFP City Manager
Ethics Policy City Manager & Finance Director
Contract Public Information and Communications Plan City Manager
SCE Update City Manager
SEPTEMBER 2014
Citywide Service Level/Performance Benchmark System Report Finance Director
AES Resolution, Intervener, Future Development on the Site Community Development Director
Communications Plan and Direction City Manager
Living Streets Update Report Public Works Director
Public Safety Service and Staffing: Quarterly Report Police Chief / Fire Chief
Event Policy Discussion City Manager
Public Information and Communications Plan Adoption City Manager
Cypress Avenue – Direction on Zoning Changes for Manufacturing Uses Community Development Director
Update on Direction for Schools Strategy and Specific Actions: Support for Top Quality Schools City Manager
Strategic Plan – Quarterly Update City Manager
Fee Discussion – EV Chargers Public Works Director
Priority Based Budgeting Report Finance Director
Downtown Action Plan Community Development Director
OCTOBER 2014
Carbon Neutral Municipality – Economic Comparison and Solar Report – Early Actions and Overall
Direction
City Manager
Carbon Neutral Municipality:
A. SCE Street Light Energy Efficiency: Update Report
B. Municipal GHG Emissions Inventory: Update Report (SBCCOG)
Community Development Director
Carbon Neutral Community Policy, Direction on Plan Development Community Development Director
NOVEMBER 2014
Compensation Study and Policy Direction Assistant to the City Manager
National Citizen Survey Overview Assistant to the City Manager
DECEMBER 2014
Comprehensive City Facilities Master Plan – Award Contract Public Works Director
Carbon Neutral Municipality:
A. Final SCAG Report: Setting Target, Action Plan, Funding – Employee Commute
Program
B. Net Zero Carbon Policy for City Facilities and Service Delivery Analysis
C. Renewable Energy Policy for City Facilities and Service Delivery
Community Development Director
Strategic Plan – Quarterly Update City Manager
JANUARY 2015
None
FEBRUARY 2015
Employee Salaries/Benefits Funding Assistant to the City Manager
PARKS, RECREATION AND COMMUNITY RESOURCES ADVISORY COMMISSION
MINUTES OF THE JUNE 3RD, 2014 MEETING
The meeting was called to order by Commissioner Raymond.
Pledge of Allegiance
Roll Call
Present:
Commissioners Laura Raymond, Robert Rosenfeld, Jani Lange, Dylan Lauzon, and Jessica Guheen
Assistant to the City Manager Diane Strickfaden
Acting Senior Recreation Supervisor Lisa Nichols
Approval of Minutes: December April 1st, 2014
Motion by Commissioner Lauzon to approve the Minutes of April 1st, 2014. Commissioner Rosenfeld seconded the
motion. All Ayes.
Public Comment
No Public Comment.
Correspondence
A. Supplemental Petition from Kawni Gilroy re: South Park Field Usage
B. Supplemental E-mails re: South Park Field Usage
Presentation by Ed Almanza, Environmental Consultant, on Oil Project Draft Environmental Impact Report in Relation to
Parks and Recreation
Mr. Almanza presented the draft Environmental Impact Report as it relates to parks and recreation areas. Locations
discussed during the presentation included the Green Belt, Clark Field and South Park due to their close proximity to
the project location. Possible impacts discussed included relative risks of safety that are associated with any drilling
project, odors, toxic air emissions, affected air quality, higher noise levels from drilling, trucks, construction, demolition,
visual impacts and traffic due to trucks. The final Environmental Impact Report, which includes responses to all
comments made during the public review period, will go to the Planning Commission for a recommendation to City
Council.
Motion by Commissioner Raymond recommending the Planning Commission not approve the proposed EIR due to
environmental impact to adjacent parks. Commissioner Guheen Seconded the motion. Motion passed with four Ayes.
Commissioner Lauzon opposed.
Matters for Commission Consideration
A. Discussion of Contract Sports League at South Park
Commissioner Guheen recused herself due to her proximity to the discussed location.
Strickfaden presented the Staff Report including a discussion of the Commission’s Field Use Policy previously adopted.
Commissioner Raymond opened up for Public Comment.
Contract Sports League Director, Dennis Hrboka, provided history on the Flag Football League based on his 15 years of
involvement. He stated that the condition of the field, such as the missing patches of grass, has always been an issue
and The Flag Football League is five on five teams using half of the field and the problem area resides outside of their
designated playing area as well. Commissioner Rosenfeld questioned the need for cleats. Hrboka replied that cleats
are needed for safety reasons due to the condition of the field.
Commissioner Rosenfeld asked the total revenue brought in to the City from the league. It is 30% of all revenue
collected, equaling to $3,000-$4,000 a year, which covers maintenance. Hrboka noted that this was the first year the
field has been closed for maintenance.
Commissioner Lauzon asked the length of a season, and Hrboka answered it is ten weeks with one week of playoffs.
There are about 3 seasons a year.
Jessica Guheen, Hermosa Beach resident, who has lived next to South Park for 8 years, added the league has 3
seasons a year. She acknowledged benefits of the league such as revenue to the City and the diversity of programs it
helps the City offer. However there are issues including foul language, trash, traffic, and an overabundance of space
taken, not just half the of the field. Issues such as these could be tied to other City contracted leagues or unpermitted
leagues due these issues happening outside of the time allotted for the City’s Flag Football League on Saturdays as
well. Commissioner Lauzon agreed that he has noticed more than half of the field is used Saturdays, but agrees that in
relation to this league, the mission of Parks and Recreation is being filled. Commissioner Rosenfeld agreed with
Commissioner Lauzon, adding that the issue needs to be resolved between the two parties.
Commissioner Raymond asked what leagues were grandfathered in due to direction given by Commission on limiting
the field use at South Park. Nichols answered that all three current users; USYVL, Beach Cities Sports, and the Flag
Football League are grandfathered. Strickfaden clarified the date this direction was given and that no additional users
have been added since.
Commissioner Raymond asked if the non-contracted leagues could be approached and Strickfaden answered that a
Code Enforcement Officer could be assigned this duty.
The Commission agreed to uphold their existing field use policy allowing the three grandfathered leagues to play at
South Park. Matter is received and filed.
Staff Report(s)
A. March and April Activity Reports
See Activity Report.
Note: Total Revenue Reports have not been included due to all revenues not being posted and updated into the
Financial System at the time these reports were created.
B. Senior Activity Center Update
See Senior Center Calendar.
Commissioner’s Reports
Community Garden/South Park Project – Commissioner Rosenfeld and Commissioner Lauzon
Commissioner Lauzon highlighted a recent event held at the Community Garden on Organic Gardening and
Composting. Funds are still being raised to assist in making the garden a permanent fixture.
Commissioner Lauzon asked for an update on the South Park Project. Strickfaden shared that City Council has
approved the concept design and the construction documents are being created. Once ready, a notice will be done
inviting bids. The City is likely fully budgeting for Phase 1 of the project as part of the 5 Year CIP, which includes
infrastructure and 30-40% of playground elements this year.
Friends of the Parks – Commissioner Rosenfeld and Commissioner Lauzon
Commissioner Lauzon announced the upcoming Friends of the Parks meeting, that the Movie in Park will most likely be
moved to September this year and plans are still being made to hold the annual Pumpkins in the Park event in
October.
Pet Waste Task Force – Commissioner Guheen
Commissioner Guheen did research with Cities similar to Hermosa Beach on how they have resolved issues regarding
pet waste, Their approaches have been limited to five key areas; education, policy, signage, enforcement and
citizenship. Once this study is done, Hermosa Beach will be rated against the other cities and a recommendation can
be made to City Council.
Hermosa Arts Foundation – Commissioner Guheen
Commissioner Guheen is still seeking contact with the Hermosa Arts Foundation.
Historical Society/Museum – Commissioner Raymond and Commissioner Lange
Commissioner Lange announced that a new president has been appointed, Norm Rosen. The museum has a new
exhibit coming up on the Hermosa Beach Iron Man event.
Surfer’s Walk of Fame – Commissioner Lange
No Update.
Items Requested by Commissioners
Seaview Parkette Waste Issue – Commissioner Lange and Commissioner Guheen
Strickfaden presented the e-mails sent from residents regarding cat waste found in the sand at Seaview Parkette. A
short-term solution is cleaning the sand more frequently. The issue has been shared with Public Works. A long-term
solution would be changing out the sand to wood-chips or another type of ground. Commissioner Guheen shared the
information she learned on how other Cities handle the issue. Not only is more frequent cleaning of the sand needed,
but also for residents to call the necessary City Departments for enforcement.
Other Matters
Commissioner Guheen asked the Capital Improvement Budget be shared at the next Commission meeting.
Strickfaden shared an update regarding the Special Events Calendar. Approval of the calendar was postponed to the
City Council Meeting on June 10th. The Special Events Policy in general will be discussed in August/September and
Commissioners are encouraged to attend that City Council Meeting. Commissioner Raymond asked about the Fiesta
Hermosa, requesting that a public forum be created for it at a Parks, Recreation, and Community Resources Advisory
Commission Meeting once their contract is up for renewal.
Public Comment
None.
Motion by Commissioner Lauzon to adjourn the meeting. Commissioner Guheen seconded the motion. All Ayes.
1
Accela, Inc. Resources Library and Informational Materials
Accela Automation Informational Video
http://www.accela.com/company/resource-library/video/say-goodbye-to-paper
Resource Library Page
http://www.accela.com/company/resource-library/video
Planning and Zoning Informational Materials
http://www.accela.com/company/resource-library/video/planning-and-zoning
Supplemental from H. Longacre to the June 24, 2014 Regular 7-PM Council Meeting for Agenda Item 2-J
Page 1 of 2
Supplemental To Consent Item 2 - J
City Manager's Office and City Clerk, This is supplemental correspondence for Consent Item 2-J
of the June 24, 2010 regular 7-PM City Council meeting agenda. Please advance a copy to
those listed, and also include as supplemental material at the meeting for the public and press,
and with the agenda materials on the Internet. Thank You.
June 23, 2014
To: Councilmembers (Peter Tucker, Michael DiVirgilio, Nanette Barragan, Carolyn Petty,
Hany Fangary), City Clerk, City Manager, Assistant to City Manager,
Finance Director, Community Development Director, Public Works Director,
Police Chief, Fire Chief, and contract-City Attorney.
From: Howard Longacre, a Hermosa Beach Resident
Re: Questions seeking clarification as to whether the Accela software is near the end of its life
cycle and whether the software is actually still fully supported by a company with programmers
knowledgeable with its code, and which company is fully capable of providing updates and
improvements, especially with respect to security flaws as they become known.
Honorable Councilmembers, and others:
The Agenda for consent Item 2-J states;
2-(j) RECOMMENDATION TO WAIVE FORMAL BIDDING IN ACCORDANCE WITH
MUNICIPAL CODE SECTION 3.12.070 AS THIS COMMODITY CAN ONLY BE OBTAINED
FROM THE VENDOR; AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT
WITH ACCELA, INC. FOR IMPLEMENTATION OF ACCELA AUTOMATION SOFTWARE IN
THE AMOUNT OF $539,908, AND TO ENTER INTO A SUBSCRIPTION MAINTENANCE
AGREEMENT; AND APPROPRIATE $77,200 FROM THE EQUIPMENT REPLACEMENT FUND
FOR SUBSCRIPTION/MAINTENANCE AND UPGRADES. Memorandum from Community
Development Director Ken Robertson dated June 10, 2014.
Staff report
Once again this item should not be on the 'Consent' calendar. These major items need to be
Municipal Items. I would hope and expect that all 5 council members would desire to pull this
consent item 2-J. Further it seems odd that it is up for approval before the Budget of 2014/2015
has had its Public Hearing and adoption, i.e. Public Hearing items 5-B and 5-C of this same
meeting.
During the Council's 2014-2015 budget review meetings, held prior to this June 24 meeting,
some discussion concerned the purchase of this particular Accela software package and its
expense of $539,908. I believe Councilwoman Petty indicated that the Accela software was
essentially obsolete, and no longer supported. It is not clear whether this was her view or
whether she has information that needs to be brought forward to substantiate her statements.
Supplemental from H. Longacre to the June 24, 2014 Regular 7-PM Council Meeting for Agenda Item 2-J
Page 2 of 2
Notwithstanding the information in the staff report, it certainly would be wise for all concerned to
fully understand more clearly and precisely, whether the "Accela" software is still fully supported
by a software company that is intimately knowledgeable with its programming code, and having
the ability to issue updates, bug fixes, improvements, and any necessary tweaks the City may
require. Is there to be an indemnification policy to assure this?
As it is my understanding that this software will allow significant additional functionality for staff
and residents to obtain information, and or perform functions online, and also be maintaining its
data base(s) offsite in the so-called "cloud", then certainly the program should be fully
supported, as "hacking" is something that the City would need to be very concerned. Servicing
of the installed software and offsite data base(s) "software holes" or "leaks" should be a major
concern. You are dealing with essentially a black box and one of your main concerns should be
the human expertise that this program comes with, and notwithstanding that cities such as
Santa Monica are using it today.
I cannot imagine buying such a major and expensive piece of software, one the staff will need to
learn to use, without having it being fully supported by software professionals, not merely a
sales and marketing team.
Make sure you have answered all the questions as to how this program is being supported
today, and will be well into the future. Again, it would see that you need some kind of
indemnification as such.
Also be sure to know how expensive it will be to extract/transfer all of the City's data when next
another program by a different company comes along.
It certainly would seem that once you buy into this Accela program, you will very much be at the
mercy of whatever this company wants to charge you, I.e. that they will be in the driver's seat.
--- end of supplemental ---
Agreement No. _________
CONTRACT FOR PROFESSIONAL SERVICES TO
IMPLEMENT ACCELA AUTOMATION
BETWEEN THE CITY OF HERMOSA BEACH AND ACCELA, INC.
This AGREEMENT is entered into this day of , 2014, by and between
the City of Hermosa Beach, a general law city a municipal corporation (“CITY”) and
Accela, Inc., a California corporation (“CONSULTANT” or “CONTRACTOR”).
R E C I T A L S
A. The City desires to obtain professional services to implement “Accela
Automation” Software to provide the City with information systems for
managing permitting, inspections and enforcement, integration with GIS, asset
management (service and maintenance requests) and citizen access to services
and information.
B. The City does not have the personnel able and/or available to perform the
services required under this agreement and therefore, the City desires to contract
for consulting services to accomplish this work.
C. The Consultant warrants to the City that it has the qualifications, experience and
facilities to perform properly and timely its services under this Agreement and
as defined in Exhibit A of this Agreement.
D. The City desires to contract with the Consultant to perform the services as
described in Exhibit A of this Agreement.
NOW, THEREFORE, based on the foregoing recitals, the City and the Consultant
agree as follows:
1. CONSIDERATION AND COMPENSATION
A. As partial consideration, CONSULTANT agrees to perform the work listed in
the SCOPE OF SERVICES, attached as EXHIBIT A.
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement.
C. As additional consideration, CITY agrees to pay CONSULTANT an amount up
to $540,000 for CONSULTANT’s services, unless otherwise specified by
written amendment to this Agreement.
D. No additional compensation shall be paid for any other expenses incurred,
unless first approved by the City Manager or his/her designee.
Page 2 of 12
E. CONSULTANT shall submit to CITY, by not later than the 10th day of each
month, its invoice for services itemizing the fees and costs incurred during the
previous month. CITY shall pay CONSULTANT all uncontested amounts set
forth in CONSULTANT’s invoice within 30 days after it is received.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform the services and activities set forth in the SCOPE
OF SERVICE attached hereto as Exhibit A and incorporated herein by this
reference.
B. Except as herein otherwise expressly specified to be furnished by CITY,
CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies and
materials, necessary to perform and complete its work and provide the
professional services required of CONSULTANT by this Agreement.
C. CITY agrees to provide CONSULTANT with appropriate access to CITY’s
facilities, personnel, data systems, and other resources as necessary to perform
the services and activities set forth herein.
3. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit an invoice to CITY which lists the reimbursable costs, the specific
tasks performed, and, for work that includes deliverables, the percentage of the task completed
during the billing period in accordance with the schedule of compensation incorporated in
“Exhibit A.”
4. TIME OF PERFORMANCE. The services of the CONTRACTOR are to commence
upon receipt of a notice to proceed from the CITY and shall continue until all authorized work is
completed to the CITY’s reasonable satisfaction, in accordance with the scope of work and
schedule incorporated in “Exhibit A,” unless extended in writing by the Parties. CITY
acknowledges that the implementation process described in this Agreement is cooperative in
nature and that CITY must complete its designated tasks in a timely manner in order for Accela
to proceed with and complete the Professional Services. CITY delays during the implementation
period may have adverse collateral effects on CONSULTANT’s overall work schedule.
Although CONSULTANT will use its best efforts to immediately resume work following such a
delay, CITY acknowledges that schedules for the Professional Services may be delayed by more
than the number of days delayed by CITY. CITY agrees that if additional time is required to
complete the Professional Services because of CITY delays, such time will be charged to CITY
at CONSULTANT’s rates as established in Exhibit A.
5. FAMILIARITY WITH WORK. By executing this Agreement, CONSULTANT
represents that CONSULTANT has (a) thoroughly investigated and considered the scope of
services to be performed; (b) carefully considered how the services should be performed; and (c)
understands the facilities, difficulties, and restrictions attending performance of the services
under this Agreement.
Page 3 of 12
6. KEY PERSONNEL. CONSULTANT’s key person assigned to perform work under this
Agreement is Connie Ingram, Project Manager. CONSULTANT shall not assign another person
to be in charge of the work contemplated by this Agreement without the prior written notice to
and authorization of the City. CONSULTANT shall replace the individual with a person of
comparable, or superior, background and experience.
7. TERM OF AGREEMENT. The term of this Agreement shall commence upon execution
by both parties and shall expire on June 30, 2016, unless earlier termination occurs under Section
11 of this Agreement, or this Agreement is extended in writing in advance by both parties.
8. CHANGES. CITY may request changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
10. PERMITS AND LICENSES. CONTRACTOR will obtain and maintain during the term
of this Agreement all necessary permits, licenses, and certificates that may be required in
connection with the performance of services under this Agreement.
11. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause. Notice of termination shall be in writing.
B. CONSULTANT may terminate this Agreement. Notice will be in writing at least
30 days before the effective termination date.
C. In the event of such termination, the CONTRACTOR shall cease services as of
the date of termination, and all finished or unfinished documents, data, drawings,
maps, and other materials provided to CONSULTANT by CITY shall remain
CITY’s property, and CONSULTANT will receive just and equitable
compensation for any work satisfactorily completed up to the effective date of
notice of termination. See Paragraph 34 for additional details.
D. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
12. INDEMNIFICATION.
A. CONSULTANT shall indemnify, defend, and hold harmless CITY, its officers,
officials, employees and volunteers from and against all liability, loss, damage,
expense, cost (including without limitation reasonable attorneys’ fees, expert fees
and all other costs and fees of litigation) of every nature arising out of or in
connection with CONSULTANT's performance of work hereunder or its failure
Page 4 of 12
to comply with any of its obligations contained in this AGREEMENT, to the
degree determined by agreement of the parties or in a final or non-appealable
judgment to be proportionate to its liability. The CONSULTANT shall promptly
pay any final judgment rendered against the CITY (and its officers, officials,
employees and volunteers) covered by this indemnity obligation. It is expressly
understood and agreed that the foregoing provisions are intended to be as broad
and inclusive as is permitted by the laws of the State of California and will
survive termination of this Agreement.
B. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 17, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification. CONSULTANT provides no warranty whatsoever
for any third-party hardware or software products. Third-party applications which
utilize or rely upon the Professional Services may be adversely affected by
remedial or other actions performed pursuant to this Agreement; CONSULTANT
bears no liability for and has no obligation to remedy such effects. Except as set
forth herein, CONSULTANT provides all Professional Services “as is” without
express or implied warranty of any kind regarding the character, function,
capabilities, or appropriateness of such services or deliverables. Indemnification
resulting from claims brought by third parties shall have no limit. Claims or legal
actions between CITY and CONSULTANT arising out of the duties and
obligations set forth in the Agreement shall be limited as follows. To the extent
not offset by its insurance coverage and to the maximum extent permitted by
applicable laws, in no event will CONSULTANT’s cumulative liability for any
general, incidental, special, compensatory, or punitive damages whatsoever
suffered by CITY exceed the fees paid to CONSULTANT by CITY during the
term of this agreement, even if CONSULTANT or its agents have been advised of
the possibility of such damages.
13. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s
written approval are prohibited and will be null and void.
14. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
Page 5 of 12
15. AUDIT OF RECORDS.
A. CONSULTANT agrees that CITY, or designee, has the right to review, obtain,
and copy all records pertaining to the performance of this Agreement.
CONSULTANT agrees to provide CITY, or designee, with any relevant
information requested and will permit CITY, or designee, access to its premises,
upon reasonable notice, during normal business hours for the purpose of
interviewing employees and inspecting and copying such books, records,
accounts, and other material that may be relevant to a matter under investigation
for the purpose of determining compliance with this Agreement. CONSULTANT
further agrees to maintain such records for a period of three (3) years following
final payment under this Agreement.
B. CONSULTANT will keep all books, records, accounts and documents pertaining
to this Agreement separate from other activities unrelated to this Agreement.
16. CORRECTIVE MEASURES. As provided in the Scope of Work, CONSULTANT will
notify CITY of those implementation services subject to testing. For a period not to exceed
thirty (30) calendar days in duration, or as may otherwise may be agreed upon by the parties and
described in the Scope of Work (“Test Period”), CITY may evaluate the operation of the
implemented Accela software deliverables (“Deliverables”) in a test environment or using test
data. If CITY reasonably determines that its operational use of the Deliverables is substantially
impaired by one or more material errors in the Deliverables, it will so notify CONSULTANT in
writing prior to the completion of the Test Periods (“Adverse Notification”), specifying in
sufficient detail the nature of the error(s). Upon receipt of an Adverse Notification,
CONSULTANT will correct any City-identified and reproducible material errors in the
Deliverables within a reasonable time and CITY may retest the Deliverables for as many as
fifteen (15) additional calendar days. Acceptance will be deemed to occur when a) Customer
notifies Contractor that the Deliverables have successfully completed Customer’s testing; b) the
Test Period or subsequent retesting period(s) are completed without an Adverse Notification be
received by Vendor from Customer; or c) Customer uses the Deliverables in a “live”
environment to perform its customary governmental, administrative, or business activities,
whichever first occurs (“Acceptance Date”). CONSULTANT shall also provide support pursuant
to Subscription Services agreement as separately executed by the Parties.
17. INSURANCE REQUIREMENTS.
A. The CONSULTANT, at the CONSULTANT’s own cost and expense, shall
procure and maintain, for the duration of the contract, the following insurance
policies:
1. Workers Compensation Insurance as required by law. The Consultant shall
require all subcontractors similarly to provide such compensation
insurance for their respective employees. Any notice of cancellation or
non-renewal of all Workers’ Compensation policies must be received by
the CITY at least thirty (30) days prior to such change. The insurer shall
agree to waive all rights of subrogation against the CITY, its officers,
agents, employees, and volunteers for losses arising from work performed
Page 6 of 12
by the CONTRACTOR for City.
2. General Liability Coverage. The CONSULTANT shall maintain
commercial general liability insurance in an amount of not less than one
million dollars ($1,000,000) per occurrence for bodily injury, personal
injury, and property damage. If a commercial general liability insurance
form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed
under this Agreement or the general aggregate limit shall be at least twice
the required occurrence limit.
3. Automobile Liability Coverage. The CONSULTANT shall maintain
automobile liability insurance covering bodily injury and property damage
for all activities of the CONSULTANT arising out of or in connection
with the work to be performed under this Agreement, including coverage
for owned, hired, and non-owned vehicles, in an amount of not less than
one million dollars ($1,000,000) combined single limit for each
occurrence.
4. Professional Liability Coverage. The CONSULTANT shall maintain
professional errors and omissions liability insurance for protection against
claims alleging negligent acts, errors, or omissions which may arise from
the CONSULTANT’S operations under this Agreement, whether such
operations be by the CONSULTANT or by its employees, subcontractors,
or subconsultants. The amount of this insurance shall not be less than one
million dollars ($1,000,000) on a claims-made annual aggregate basis, or a
combined single-limit-per-occurrence basis. When coverage is provided
on a “claims made basis,” CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the
policy that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during
the time this Agreement was in effect.
B. Endorsements. Each general liability, automobile liability and professional
liability insurance policy shall be issued by a financially responsible insurance
company or companies admitted and authorized to do business in the State of
California, or which is approved in writing by City, and shall be endorsed as
follows. CONSULTANT also agrees to require all contractors, and
subcontractors to do likewise.
1. “The CITY, its elected or appointed officers, officials, employees, agents,
and volunteers are to be covered as additional insureds with respect to
liability arising out of work performed by or on behalf of the
CONSULTANT, including materials, parts, or equipment furnished in
connection with such work or operations.”
Page 7 of 12
2. This policy shall be considered primary insurance as respects the CITY, its
elected or appointed officers, officials, employees, agents, and volunteers.
Any insurance maintained by the CITY, including any self-insured
retention the CITY may have, shall be considered excess insurance only
and shall not contribute with this policy.
3. This insurance shall act for each insured and additional insured as though
a separate policy had been written for each, except with respect to the
limits of liability of the insuring company.
4. The insurer waives all rights of subrogation against the CITY, its elected
or appointed officers, officials, employees, or agents.
5. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its elected or appointed officers,
officials, employees, agents, or volunteers.
6. The insurance provided by this policy shall not be suspended, voided,
canceled, or reduced in coverage or in limits except after thirty (30) days
written notice has been received by the CITY.
C. CONSULTANT agrees to provide immediate notice to CITY of any claim or loss
against Contractor arising out of the work performed under this agreement. CITY
assumes no obligation or liability by such notice, but has the right (but not the
duty) to monitor the handling of any such claim or claims if they are likely to
involve CITY.
D. Any deductibles or self-insured retentions must be declared to the CITY.
E. The CONSULTANT shall provide certificates of insurance with original
endorsements to the CITY as evidence of the insurance coverage required herein.
Certificates of such insurance shall be filed with the CITY on or before
commencement of performance of this Agreement. Current certification of
insurance shall be kept on file with the CITY at all times during the term of this
Agreement.
F. Failure on the part of the CONSULTANT to procure or maintain required
insurance shall constitute a material breach of contract under which the CITY
may terminate this Agreement pursuant to Section 11 above.
G. The commercial general and automobile liability policies required by this
Agreement shall allow City, as additional insured, to satisfy the self-insured
retention (“SIR”) and/or deductible of the policy in lieu of the Consultant (as the
named insured) should Consultant fail to pay the SIR or deductible requirements.
The amount of the SIR or deductible shall be subject to the approval of the City
Attorney and the Finance Director. Consultant understands and agrees that
satisfaction of this requirement is an express condition precedent to the
effectiveness of this Agreement. Failure by Consultant as primary insured to pay
Page 8 of 12
its SIR or deductible constitutes a material breach of this Agreement. Should City
pay the SIR or deductible on Consultant’s behalf upon the Consultant’s failure or
refusal to do so in order to secure defense and indemnification as an additional
insured under the policy, City may include such amounts as damages in any
action against Consultant for breach of this Agreement in addition to any other
damages incurred by City due to the breach.
18. USE OF OTHER CONSULTANTS. CONSULTANT must obtain CITY’s prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must include approval of the proposed consultant.
19. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. The acceptance by
the CONSULTANT of the final payment made under this Agreement shall operate as and be a
release of the CITY from all claims and liabilities for compensation to the CONSULTANT for
anything done, furnished or relating to the CONSULTANT’S work or services. Acceptance of
payment shall be any negotiation of the CITY’S check or the failure to make a written extra
compensation claim within ten (10) calendar days of the receipt of that check. However,
approval or payment by the CITY shall not constitute, nor be deemed, a release of the
responsibility and liability of the CONSULTANT, its employees, sub-consultants and agents for
the accuracy and competency of the information provided and/or work performed; nor shall such
approval or payment be deemed to be an assumption of such responsibility or liability by the
CITY for any defect or error in the work prepared by the Consultant, its employees, sub-
consultants and agents.
20. CORRECTIONS. In addition to the above indemnification obligations, the
CONSULTANT shall correct, at its expense, all errors in the work which may be disclosed
during the City’s review of the Consultant’s report or plans pursuant to Section 11 above.
21. NON-APPROPRIATION OF FUNDS. Payments to be made to CONSULTANT by
CITY for services preformed within the current fiscal year are within the current fiscal budget
and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient
funds for payment of CONSULTANT’S services beyond the current fiscal year, the Agreement
shall cover payment for CONSULTANT’S services only to the conclusion of the last fiscal year
in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion
of such fiscal year.
22. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
CITY CONSULTANT
City of Hermosa Beach
1315 Valley Drive
Hermosa Beach, CA 90254
ATTN: Tom Bakaly, City Manager
Accela, Inc.
2633 Camino Ramon, Suite 500
San Ramon, CA 94583
ATTN: Contracts Administration
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
Page 9 of 12
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph. Courtesy copies of
notices may be sent via electronic mail, provided that the original notice is deposited in the U.S.
mail or personally delivered as specified in this Section.
23. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT’s bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
24. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or
CITY’s obligations under this Agreement.
25. INTERPRETATION. This Agreement was drafted in, and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action involving
this agreement will be in Los Angeles County.
26. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written.
27. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
28. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment
with signatures of all parties to this Agreement. CITY’s city manager, or designee, may execute
any such amendment on behalf of CITY.
29. ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree
that this Contract, agreements ancillary to this Contract, and related documents to be entered into
in connection with this Contract will be considered signed when the signature of a party is
delivered by facsimile transmission or scanned and delivered via electronic mail. Such facsimile
or electronic mail copies will be treated in all respects as having the same effect as an original
signature.
30. FORCE MAJEURE. Should performance of this Agreement be impossible due to fire,
flood, explosion, war, embargo, government action, civil or military authority, the natural
Page 10 of 12
elements, or other similar causes beyond the Parties’ control, then the Agreement will
immediately terminate without obligation of either party to the other.
31. TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be
provided.
32. ATTORNEY’S FEES. The parties hereto acknowledge and agree that each will bear his
or its own costs, expenses and attorneys' fees arising out of and/or connected with the
negotiation, drafting and execution of the Agreement, and all matters arising out of or connected
therewith except that, in the event any action is brought by any party hereto to enforce this
Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and
costs in addition to all other relief to which that party or those parties may be entitled.
33. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public agency.
34. OWNERSHIP OF DOCUMENTS. It is understood and agreed that the City shall own all
documents and other work product, except documents and work product that constitute
derivative works, provided to Consultant by City. All reports and other documents, except those
that constitute derivative works, produced by Consultant for the City under this Agreement shall
be the sole and exclusive property of the City. The City shall have the sole right to use such
materials in its discretion and without further compensation to the Consultant, but any re-use of
such documents by the City on any other project without prior written consent of the Consultant
shall be at the sole risk of the City. All design, bid documents, software, and other material
furnished to the City by Consultant during the course of this project comprise derivative works
from Consultant’s pre-existing intellectual property and shall remain the property of Consultant.
35. CONFIDENTIALITY. Definitions “Disclosing Party” and “Recipient” refer
respectively to the party which discloses information and the party to which information is
disclosed in a given exchange. Either Accela or Customer may be deemed Disclosing Party or
Recipient depending on the circumstances of a particular communication or transfer of
information. “Confidential Information” means all disclosed information relating in whole or in
part to non-public data, proprietary data compilations, computer source codes, compiled or
object codes, scripted programming statements, byte codes, or data codes, entity-relation or
workflow diagrams, financial records or information, client records or information,
organizational or personnel information, business plans, or works-in-progress, even where such
works, when completed, would not necessarily comprise Confidential Information. The
foregoing listing is not intended by the Parties to be comprehensive, and any information which
Disclosing Party marks or otherwise designates as “Confidential” or “Proprietary” will be
deemed and treated as Confidential Information, except to the extent that disclosure is required
under the California Public Records Act. Information which qualifies as “Confidential
Information” may be presented to Recipient in oral, written, graphic, and/or machine-readable
Page 11 of 12
formats. Regardless of presentation format, such information will be deemed and treated as
Confidential Information, except to the extent that disclosure is required under the California
Public Records Act. Notwithstanding, the following specific classes of information are not
“Confidential Information” within the meaning of this Section:
a) information which is in Recipient’s possession prior to disclosure by Disclosing Party;
b) information which is available to Recipient from a third party without violation of this
Agreement or Disclosing Party’s intellectual property rights;
c) information which is in the public domain at the time of disclosure by Disclosing Party, or
which enters the public domain from a source other than Recipient after disclosure by Disclosing
Party;
d) information which is subpoenaed by governmental or judicial authority; and
e) information subject to disclosure pursuant to a state’s public records laws.
The obligations described in this Section commence on the effective date and will continue until
two (2) years following any termination or expiration of this Agreement (“Confidentiality
Term”). During the Confidentiality Term, Recipient will protect the confidentiality of
Confidential Information using the same degree of care that it uses to protect its own information
of similar importance, but will in any case use no less than a reasonable degree of care to protect
Confidential Information. Recipient will not directly or indirectly disclose Confidential
Information or any part thereof to any third party without Disclosing Party’s advance express
written authorization to do so. Recipient may disclose Confidential Information only to its
employees or agents under its control and direction in the normal course of its business and only
on a need-to-know basis. Notwithstanding anything to the contrary in this Agreement, the
parties acknowledge that CITY is subject to the requirements of the California Public Records
Act. CITY shall promptly notify CONSULTANT of receipt of a public records request under the
California Public Records Act which may require disclosure of Confidential Information,
providing Consultant an opportunity to object to such disclosure in a court of law prior to its
release. In responding to a request for Confidential Information, Recipient will cooperate with
Disclosing Party, in a timely fashion and in a manner not inconsistent with applicable laws, to
protect the Confidential Information to the fullest extent possible. To the extent that CITY and
CONSULTANT disagree as to the application of the law, CONSULTANT share bear all costs
associated with obtaining a judicial determination.
During the term of this Agreement, including the term of any amendment hereto, Consultant may
publicly disclose its ongoing business relationship with City. Such disclosures may indicate
City's identity and the Accela product(s) and services provided or contracted to be provided to
City. These disclosures may include press releases or other communications to media, display on
Consultant web sites, or use in other marketing activities, but will not include non-public
information or indicate City's express endorsement of Consultants products or services without
City's prior written authorization.
36. Alternate Terms Disclaimed. The parties expressly disclaim any alternate terms and
conditions accompanying drafts and/or purchase orders issued by City.
37. DISCLOSURE REQUIRED. (City and Consultant initials required at one of the
following paragraphs)
Page 12 of 12
By their respective initials next to this paragraph, City and Consultant hereby acknowledge that
Consultant is a “consultant” for the purposes of the California Political Reform Act because
Consultant’s duties would require him or her to make one or more of the governmental decisions
set forth in Fair Political Practices Commission Regulation 18701(a)(2) or otherwise serves in a
staff capacity for which disclosure would otherwise be required were Consultant employed by
the City. Consultant hereby acknowledges his or her assuming-office, annual, and leaving-office
financial reporting obligations under the California Political Reform Act and the City’s Conflict
of Interest Code and agrees to comply with those obligations at his or her expense. Prior to
consultant commencing services hereunder, the City’s Manager shall prepare and deliver to
consultant a memorandum detailing the extent of Consultant’s disclosure obligations in
accordance with the City’s Conflict of Interest Code.
City Initials ______
Consultant Initials ______
OR
By their initials next to this paragraph, City and Consultant hereby acknowledge that Consultant
is not a “consultant” for the purpose of the California Political Reform Act because Consultant’s
duties and responsibilities are not within the scope of the definition of consultant in Fair Political
Practice Commission Regulation 18701(a)(2)(A) and is otherwise not serving in staff capacity in
accordance with the City’s Conflict of Interest Code.
City Initials ______
Consultant Initials ______
IN WITNESS WHEREOF the parties hereto have executed this contract the day and
year first hereinabove written.
CITY OF HERMOSA BEACH CONSULTANT
Michael DiVirgilio, Mayor By: TITLE
ATTEST:
Elaine Doerfling, City Clerk Taxpayer ID No.
APPROVED AS TO FORM:
Michael Jenkins , City Attorney
Statement of Work
2012 Accela Inc. Page 1 of 40
Statement of Work
City of Hermosa Beach, CA
Version 7.0
June 16, 2014
THE LEADING PROVIDER OF
GOVERNMENT ENTERPRISE MANAGEMENT SOLUTIONS
Statement of Work
2012 Accela Inc. Page 2 of 40
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................................................. 2
OVERVIEW ................................................................................................................................................................................................ 5
SERVICES DESCRIPTION ........................................................................................................................................................................ 5
PURPOSE ............................................................................................................................................................................................. 5
PROJECT TIMELINE ............................................................................................................................................................................... 5
PROJECT MANAGEMENT ........................................................................................................................................................................ 5
CRITICAL SUCCESS FACTORS ................................................................................................................................................................ 6
PROJECT ASSUMPTIONS ........................................................................................................................................................................ 7
WORK DESCRIPTION ............................................................................................................................................................................. 7
STAGE 1 - INITITATION ..................................................................................................................................................................... 7
DELIVERABLE 1: PROJECT INITIATION ..................................................................................................................................................... 7
DELIVERABLE 2: ACCELA AUTOMATION SETUP – DEV AND TEST ............................................................................................................... 8
STAGE 2 – TO-BE ANALYSIS ............................................................................................................................................................. 9
DELIVERABLE 3: TO-BE ANALYSIS SESSIONS ........................................................................................................................................ 10
DELIVERABLE 4: TO-BE ANALYSIS DOCUMENT(S) ................................................................................................................................. 11
STAGE 3 – SOLUTION FOUNDATION .................................................................................................................................................... 11
DELIVERABLE 5: ACCELA AUTOMATION SOLUTION FOUNDATION ............................................................................................................. 11
STAGE 4 – BUILD ............................................................................................................................................................................. 12
DELIVERABLE 6: HISTORICAL DATA CONVERSION ANALYSIS .................................................................................................................. 13
DELIVERABLE 7: STANDARD ADDRESS, PARCEL AND OWNERSHIP (APO) DATA CONVERSION ................................................................... 13
DELIVERABLE 8: STANDARD LICENSED PROFESSIONAL DATA CONVERSION ............................................................................................ 14
DELIVERABLE 9: HISTORICAL DATA CONVERSION DEVELOPMENT ............................................................................................................ 15
SYSTEM INTERFACES .......................................................................................................................................................................... 15
DELIVERABLE 10: EVENT MANAGEMENT SCRIPTING............................................................................................................................... 15
DELIVERABLE 11: REPORT SPECIFICATIONS ......................................................................................................................................... 17
DELIVERABLE 12: REPORT DEVELOPMENT............................................................................................................................................ 18
DELIVERABLE 13: ACCELA GIS CONFIGURATION ................................................................................................................................... 18
DELIVERABLE 14: ACCELA CITIZEN ACCESS CONFIGURATION ................................................................................................................ 19
DELIVERABLE 15: ACCELA MOBILE OFFICE CONFIGURATION ................................................................................................................. 20
DELIVERABLE 16: V360 USER EXPERIENCE.......................................................................................................................................... 20
STAGE 5 – READINESS .................................................................................................................................................................. 22
DELIVERABLE 17: ACCELA AUTOMATION SETUP – PRODUCTION ............................................................................................................ 22
DELIVERABLE 18: ADMINISTRATIVE AND TECHNICAL TRAINING ............................................................................................................... 22
DELIVERABLE 19: DAILY USER TRAINING .............................................................................................................................................. 23
DELIVERABLE 20: USER ACCEPTANCE TESTING (UAT) ......................................................................................................................... 24
STAGE 6 - DEPLOY ......................................................................................................................................................................... 25
DELIVERABLE 21: PRODUCTION SUPPORT ............................................................................................................................................ 25
DELIVERABLE 22: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC ........................................................................................... 25
PROJECT RESOURCES AND LOCATION OF WORK .................................................................................................................................. 27
WORK LOCATION ................................................................................................................................................................................ 27
AGENCY RESOURCES .......................................................................................................................................................................... 27
ACCELA RESOURCES .......................................................................................................................................................................... 28
PAYMENT SCHEDULE ........................................................................................................................................................................... 30
EXPENSES .......................................................................................................................................................................................... 31
ACCEPTANCE ...................................................................................................................................................................................... 31
TERMS ............................................................................................................................................................................................... 31
Statement of Work
2012 Accela Inc. Page 3 of 40
APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY ........................................................................................................... 32
IMPLEMENTATION LIFE CYCLE .............................................................................................................................................................. 32
INITIATION ........................................................................................................................................................................................... 32
TO-BE ANALYSIS................................................................................................................................................................................. 32
SOLUTION FOUNDATION ...................................................................................................................................................................... 33
BUILD ................................................................................................................................................................................................. 33
READINESS ......................................................................................................................................................................................... 33
DEPLOY .............................................................................................................................................................................................. 33
APPENDIX B – STANDARD PROJECT ASSUMPTIONS ...................................................................................................................... 34
PROJECT MANAGEMENT AND ADMINISTRATION ..................................................................................................................................... 34
PROJECT SCHEDULE ........................................................................................................................................................................... 35
TECHNOLOGY–INFRASTRUCTURE ......................................................................................................................................................... 35
TRAINING ............................................................................................................................................................................................ 36
CONVERSION AND INTERFACES ............................................................................................................................................................ 36
STANDARD DOCUMENT MIGRATION ...................................................................................................................................................... 38
TESTING ............................................................................................................................................................................................. 38
PRICING ASSUMPTIONS ....................................................................................................................................................................... 38
APPENDIX C – DELIVERABLES ACCEPTANCE FORM....................................................................................................................... 40
Statement of Work
2012 Accela Inc. Page 4 of 40
DOCUMENT CONTROL
Date Author Version Change Reference
03/20/2013 IK Consulting, LLC 1.0
04/04/13 IK Consulting, LLC 2.0 Modifications during conference call
04/15/13 Woolpert 3.0 Additions of Asset Management Language
04/25/13 IK Consulting, LLC
& Accela, Inc
4.0 Additional modifications to incorporate Land with Asset
Management
1/28/14 IK Consulting, LLC 5.0 Removal of Asset Management, Separately
03/30/14 IK Consulting, LLC 6.0 Fire Modification to 70/30 implementation percentage
6/16/14 Cindy Sullivan 7.0 Pricing Review
Statement of Work
2012 Accela Inc. Page 5 of 40
OVERVIEW
Congratulations on your selection of Accela, Inc. and their enterprise suite of industry leading software. The
implementation of Accela products is designed specifically to meet the specific requirements and budget defined by
Hermosa Beach, CA (“Agency”). Accela will utilize a best practice Implementation Methodology, based on previous
client interactions and industry knowledge, to promote a successful project that will meet the Agency’s objectives. The
following Statement of Work will detail how Accela Services will implement the software you have purchased, including
the major milestones and deliverables that will ensure your success.
Accela is committed to providing a superior software solution, and deployment of the software, for the current and
future needs of the Agency. Accela will work with Agency staff to optimize Accela’s portfolio of software, best
practices, and customer experience to enable the Agency to successfully deploy its Accela Automation software and
meet its functionality, timing and cost requirements. This Statement of Work (“SOW”) dated January 28, 2014 sets
forth a scope and definition of the consulting/professional services, work and/or project (collectively, the “Services”) to
be provided by Accela (“Accela”) to Agency.
SERVICES DESCRIPTION
PURPOSE
The purpose of this document is to detail the specific activities, deliverables, roles and responsibilities, and
acceptance criteria that comprise the implementation of Accela Automation Land Management, Accela GIS, Accela
Mobile Office and Accela Citizen Access, for the Agency. Accela will provide professional services for implementation
of the above modules and will add services per the Work Description section below. The following Agency
departments comprise the organization scope of the Land Management implementation described herein:
Community Development (functional areas include: Building and Planning)
Public Works Department (specifically those items currently in Permits Plus).
Fire Department.
PROJECT TIMELINE
The term of this project is eighteen (18) months and one phase.
Any delays (eg, Change in staff level/availability, missed deadlines) in the Project Timeline which by mutual
agreement were created by the Agency will result in an increase in the duration of the project will require a Change
Order to reimburse Accela for the additional costs associated with the delay, including but not limited to additional
hours for project management, deliverable development and review.
Upon execution of this SOW, the parties will collaborate to determine a start date for Services to be rendered. Upon
initiation of these Services, the Accela Project Manager will work with the Agency to collaboratively define a baseline
project schedule. Given the fact that project schedules are working documents that change over the course of the
project, the Accela Project Manager will work closely with Agency to update, monitor, agree, and communicate any
modifications.
PROJECT MANAGEMENT
Accela will provide a full time project manager for services throughout the implementation in order to plan and monitor
execution of the project in accordance with deliverables outlined in the Statement of Work. To support the
implementation of the Accela Automation software at the Agency, Accela will provide Project Management services
throughout the project. Generally these services include the following:
Project plan management using Microsoft Project,
Project document management using Microsoft SharePoint,
Statement of Work
2012 Accela Inc. Page 6 of 40
Issue log management and escalation,
Status reporting,
Change order management,
Project workspace management,
Resource management,
Executive project oversight and quality assurance.
By mutual agreement, some project management tasks may be shared between the Accela Project Manager and the
Agency Project Manager.
CRITICAL SUCCESS FACTORS
In order to successfully execute the services described herein, there are several critical success factors for the project
that must be closely monitored and managed by the stakeholders. These factors are critical in setting expectations
between the Agency and Accela, identifying and monitoring project risks, and promoting strong project
communication.
Knowledge Transfer – While Accela cannot guarantee specific expertise for Agency staff as a result of
participating in the project, Accela will make all reasonable efforts to transfer knowledge to the Agency. It is
critical that Agency personnel participate in the analysis, configuration and deployment of Accela Automation
in order to transfer knowledge to the Agency. Once Post Production assistance tasks are completed by
Accela Services, the Agency assumes all day-to-day operations of Accela Automation outside of the Support
and Maintenance Agreement. The Service and Maintenance Agreement do not cover any Agency
manipulation of implemented scripts, reports, interfaces and adapters. Key knowledge transfer areas include:
Configuration
Scripting
Batch scripts
Interfaces
Event Management Scripts
Reports and Forms
Dedicated Agency Participation – Accela fully understands that Agency staff members have daily
responsibilities that will compete with the amount of time that can be dedicated to the Accela Automation
implementation project. However, it is critical that the Agency acknowledges that its staff must be actively
involved throughout the entire duration of Services as defined in the Project Plan. Accela will communicate
insufficient participation of Agency and Accela resources through Project Status Reports with real and
potential impacts to the project timeline. Accela will work the project sponsors and department leaders to
determine appropriate team member involvement. This could run from full-time during early analysis
meetings to part-time during the technical implementation phase.
Deliverable Acceptance Process - Implementation services for the above products are formalized through
the deliverables defined in this document. Upon completion of each deliverable according to the acceptance
criteria defined herein, Accela will provide the Agency with a Deliverable Acceptance Form to formalize
acceptance and completion. The Deliverable Acceptance Form is subsequently signed by the appropriate
Agency contact, as defined in the Project Charter, and faxed/scanned/emailed or hand delivered to Accela.
Please refer to Appendix C to view a sample Deliverable Acceptance Form. Accela respectfully requests
prompt attention to the processing of all Deliverable Acceptance Forms, as adherence to this timely process
directly impacts the ability to complete the project in the desired timeframe. In order to prevent delays in the
project schedule, for all Deliverables where no response time is specifically identified in the SOW, a three (3)
business day acceptance period is assumed.
Statement of Work
2012 Accela Inc. Page 7 of 40
Accela Implementation Methodology – Accela’s successful, proven, implementation methodology is crucial
to the projects success. Accela’s Automation software and customer base is a niche market and as such the
implementation methodology may differ from other consulting firms and software packages. It is imperative
to project success that the Agency is willing to adhere/adopt to the Accela Implementation Methodology.
PROJECT ASSUMPTIONS
Accela understands the importance of the timely and successful implementation of the Agency project. We have
extensive experience working collaboratively with clients to achieve their objectives on systems integration projects,
both within Agency and around the country.
One of the major contributors to our mutual success is to clearly define and agree upon the responsibilities, scope and
assumptions of the project from the start, a number of which are included within your request or have been mutually
discussed. Within this section, we have reiterated some of these key points as well as identified additional
clarifications that we believe are critical to a successful, on-time project. The Project timeline and associated pricing
are based and dependent upon these assumptions.
Accela is committed to promptly devoting senior resources to any discussions regarding our assumptions such that
they may be concluded in an expeditious manner consistent with the anticipated project timeline. We have a proven
track record of creatively and efficiently working with our clients to achieve mutually acceptable terms for complex
projects such as this and we are confident that, if given the opportunity, we would be able to do so here. PLEASE
REFER TO APPENDIX B FOR SPECIFIC PARAMETERS RELATED TO ACCELA’S STANDARD PROJECT
ASSUMPTIONS.
WORK DESCRIPTION
The following section describes the specific activities and tasks that will be executed to meet the business objectives
and business requirements of the Agency. In support of the implementation effort as described above, Accela will
provide the following detailed implementation services. For each deliverable, a description is provided as well as
criteria for acceptance of the deliverable.
STAGE 1 - INITITATION
DELIVERABLE 1: PROJECT INITIATION
Project initiation is an opportunity to ensure the project starts in a well-organized, structured fashion while re-
confirming the Agency and Accela expectations regarding the implementation. This Deliverable is comprised of
project planning activities, core project management documents and templates and the first on-site meeting conducted
between the Agency and Accela after the signing of the Statement of Work.
In conjunction with the Agency representatives, Accela will perform the following tasks:
Finalize staffing for the project teams. Guidelines and recommendations for the Agency project staffing are
addressed in the Project Staffing section of this document.
Conduct a formal onsite Kickoff meeting. The objective of this meeting is to review the purpose of the project
and discuss the project scope, roles and responsibilities, deliverables, and timeline.
Establish Communication Plan and project logistics including escalation, status reporting, issue/risk
management, work locations, etc.
Establish schedule of Steering Committee meetings.
Review and agree on Project Status Report Template format.
Finalize and document formal deliverable signoff procedures, identify team members that will be responsible
for signoff from the Agency and Accela.
Review infrastructure requirements and preparation (with designated Agency technical staff).
Statement of Work
2012 Accela Inc. Page 8 of 40
Finalize an integrated project plan that includes resource allocation for all tasks (in cooperation with the
Agency Project Manager).
Develop a Project Charter that defines how the project will be governed, including a detailed escalation plan.
Create a project Sharepoint site and load all standard, current documentation.
The Project Kickoff Meeting includes a formal presentation by the project team to review project objectives,
methodology, timeline, roles and responsibilities, risks, and other key project elements with project stakeholders.
In terms of specific output, the following will be executed for this deliverable:
Project Charter (MS Word).
Baseline Project Plan (MS Project).
Project Status Report Template (MS Word).
Project Kickoff Presentation (MS PowerPoint).
Project Sharepoint Site.
Project Kickoff Meeting.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Coordinate project planning activities.
Communicate the Accela Implementation Methodology that will be used by Accela to deliver Services.
Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation
deliverables with input from appropriate Agency resources.
Agency Responsibilities:
Identify and set expectations with key resources and subject matter experts for ongoing participation in the
project.
Provide timely and appropriate responses to Accela’s requests for project planning input and meeting
logistics requests.
Provide meeting facilities for Project Kickoff and other onsite activities.
Include Project Sponsor in Project Kickoff Meeting.
Acceptance Criteria:
Review and acceptance of the Project Status Report Template
Review and acceptance of the Baseline Project Plan
Review and acceptance of the Project Charter
Completion of the Project Kickoff Meeting
DELIVERABLE 2: ACCELA AUTOMATION SETUP – DEV AND TEST
During the System Setup step of this project, Accela’s technical staff will work with the Agency IT staff to ensure that
the components for hardware, software, database, network, and Internet are in place for the development and testing
environments. Accela technical staff will validate the proper installation and configuration of the Accela Automation
environment.
In terms of specific output, the following will be executed for this deliverable:
Installation of the Accela Automation software, development and test environments.
Demonstration of an operational Accela Automation computing environment.
Installation documentation (Adobe PDF).
Statement of Work
2012 Accela Inc. Page 9 of 40
Specifically, Accela will perform the following tasks within the support environment:
Perform a remote system check of the installation.
Install Accela software.
Demonstrate that the Accela Automation applications are operational.
Provide documentation of the Agency installation.
Configure Accela Automation to use SQL Server Reporting Services.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Consult with Agency resources to provide technical input and answer technical questions related to the
installation requirements for Accela Automation.
Deliver and install the Accela Automation software.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
Make available the appropriate Agency key IT users to participate in any hardware, software, environment,
and infrastructure meetings.
Arrange for the availability of appropriate people for the system installation, setup, testing, and quality
assurance throughout the setup process.
Acceptance Criteria:
Confirmation of ability to log into the Accela Automation software that has been installed on Agency
hardware.
STAGE 2 – TO-BE ANALYSIS
To-Be Analysis is comprised of the activities required to define the Accela Automation Solution Foundation for the
Agency. The key output of this deliverable is To-Be Analysis Document(s), which serve as a ‘blueprint’ for design and
the baseline configuration efforts throughout the implementation project and establishes the benchmarks for testing
and acceptance at the conclusion of the project.
The To-Be Analysis Document(s) include detailed information on the Agency’s business processes to be configured in
the Accela Automation Solution Foundation, including the following topics:
Organization and departments Standard Comments
Record Types Workflow
Inspections Email Notification
Status Values Intake Forms
User Defined Fields Dropdown List Values
Fees Conditions
Statement of Work
2012 Accela Inc. Page 10 of 40
The To-Be Analysis Sessions and To-Be Analysis Document(s) do not include detailed information related to the
following deliverables as they are dependent on the completion of the Solution Foundation milestone.
Deliverable 10: Event Management Scripting Assistance
Deliverable 11: Report Specifications
Deliverable 12: Report Development
Deliverable 16: V360 User Experience
The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the
To-Be Analysis Documents for the purpose of approval and sign-off on the deliverable. Accela will build prototypes of
one Building process, which will be used during the review sessions to demonstrate the proposed functionality.
Prototyping is intended to demonstrate selected aspects of Accela Automation functionality to assist in understanding
how it will operate for the Agency.
DELIVERABLE 3: TO-BE ANALYSIS SESSIONS
In order to develop the content for the To-Be Analysis Document(s), Accela will work closely with designated Agency
personnel and will conduct analysis sessions to capture the “to-be” required business processes.
In conjunction with the Agency representatives, Accela will perform the following tasks:
Review and understand existing business processes intended for migration into Accela Automation.
Review the developed business process as a basis for configuration in Accela Automation’s workflow tool.
Assist the Agency in streamlining existing business processes for fit into Accela Automation.
Collect employee names and associated roles and identify user group setups.
Review the collected document intake requirements, forms, and data fields for each process.
Review the collected document output requirements (documents/letters/reports).
Review the collected document fees, fee schedules, and collection procedures for each process.
Review the collected document all required inspections and inspection result options for each type.
Accela’s Project Manager will coordinate and schedule the Analysis Sessions in conjunction with the Agency Project
Manager and according to the agreed upon Project Plan. In terms of specific output, the following will be executed for
this deliverable:
To-Be Analysis data gathering activities, including workshops, interviews, and web conferencing
sessions for up to 23 Record types.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Interview staff in order to understand existing business processes.
Conduct to-be analysis sessions to capture the required business processes to be automated within the
system.
Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Make available the appropriate Agency key users and content experts to provide required information,
participate in the configuration analysis and verify the accuracy of the documented workflows, input/output
formats, and data elements.
Provide any existing business process documentation, including process flows; fee schedules; commonly
used applications, reports and forms; and other relevant information.
Statement of Work
2012 Accela Inc. Page 11 of 40
Schedule participants and meeting locations for analysis activities.
Acceptance Criteria:
Completion of To-Be Analysis Session for the Building and Planning processes.
DELIVERABLE 4: TO-BE ANALYSIS DOCUMENT(S)
To-Be Analysis Document(s) will be developed by Accela based on the information gathered in Deliverable 3: To-Be
Analysis Sessions. This document(s) will serve as the ‘blueprint’ for the Building, Planning, Public Works and Fire
processes throughout the implementation project. Upon completion of the document(s), Accela will conduct a formal
review with Agency for the purpose of approval and sign-off on the deliverable. To facilitate the approval process,
Accela will configure prototypes of the solution for 1 mutually agreed upon To-Be process, which will be used during
the review sessions to demonstrate the proposed functionality. Prototyping is intended to demonstrate selected
aspects of Accela Automation functionality to assist in understanding how it will operate for the Agency.
In terms of specific output, the following will be executed for this deliverable:
To-Be Analysis Document(s) (Adobe PDF) for up to 23 Record types.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Interview staff as necessary in order to understand existing business processes.
Build selected prototypes to demonstrate proposed functionality.
Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
Prepare and complete To-Be Analysis Document(s) capturing the Agency’s business processes to be
included in the Solution Foundation.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Schedule participants and meeting locations for To-Be Analysis Document(s) review activities.
Review and provide feedback on To-Be Analysis Document(s).
Acceptance Criteria:
Review To-Be Analysis Document(s) and validate that the content accurately reflects the business processes
data that will be included in the Accela Automation Solution Foundation.
Agency will have 15 business days to conduct initial review of the To-Be Analysis Document(s). If no
changes or comments are requested within the 15 days, the To-Be Analysis Document(s) is considered
approved by the Agency. Upon delivery of initial feedback, Accela will complete the necessary changes and
updates. The second and final review will have 7 business days for acceptance.
STAGE 3 – SOLUTION FOUNDATION
Accela will provide professional services to develop the Accela Automation Solution Foundation in accordance with
requirements established and agreed upon during the execution of the tasks that comprise Stage 2 – To-Be Analysis.
Accela will produce a detailed, technical Solution Foundation Document(s) that represents the entire foundation of the
system, for each module. This document will be delivered for review with the completed solution.
DELIVERABLE 5: ACCELA AUTOMATION SOLUTION FOUNDATION
Statement of Work
2012 Accela Inc. Page 12 of 40
Accela will provide professional services to develop the Solution Foundation of the Accela Automation product in
accordance with requirements established and documented in Deliverable 4: To-Be Analysis Document(s).
In terms of specific output, the following will be executed for this deliverable:
Completed Foundation of Accela Automation Solution to support the To-Be Business Processes for up
to 23 (Twenty-Three) Record types
Accela Automation Solution Foundation Document
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Configure the foundational components as defined in the To-Be Analysis Document(s).
Agency Responsibilities
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate Agency key users and content experts to participate in creating the system in
an effort to learn about the system (knowledge transfer).
Work with Accela to verify that the system meets the foundational requirements documented in the To-Be
Analysis Document(s).
The Agency will test the system for purposes of validating the configuration.
Acceptance Criteria:
Review and approve that the Accela Automation Solution Foundation meets the requirements documented in
the approved To-Be Analysis Document(s).
Agency will have 15 business days to conduct initial review of the Solution Foundation. If no changes or
comments are requested within the 15 days, the milestone is considered approved by the Agency. Upon
delivery of initial feedback, Accela will complete the necessary changes and updates. The second and final
review will have 7 business days for acceptance.
STAGE 4 – BUILD
The Build stage includes data conversions, development of interfaces, development of Accela Event Manager Scripts
and custom report development. It comprises all of the additional critical activities outside of solution foundation that
has been configured for the Agency. Similar to the Configuration Stage, it is critical that appropriate agency
representatives are involved in each step of the process to ensure success.
Data conversion of historic/legacy data from Agency systems is a critical activity for the success of this project. The
Accela team is highly experienced in planning for and executing these activities and will work closely with Agency staff
to ensure a successful transition of data. Specifically, the Accela team will work with Agency to understand the data
sources, how they are used, where their data will be stored in Accela Automation and the quality of that data. Often
multiple sources store and manage similar information and decisions need to be made about the authoritative source.
It is also common to find that data sources have not had strong controls and the accuracy is questionable or there is
missing data. There are techniques and tools that Accela may recommend to understand the current state of Agency
data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis,
mapping of historical/legacy data sources may begin with Accela’s mapping tool and conversion iterations performed
as outlined in the Project Plan. Accela provides release notes during these conversion tests to verify data is being
transferred correctly (e.g., number of records and expected values in fields).
Accela will lead the conversion effort and specifically assist in the following areas: data mapping, script development
for conversion, assistance in data testing and validation, and with the planning and execution of the final data
Statement of Work
2012 Accela Inc. Page 13 of 40
conversion. For conversions, it is expected and anticipated that the Agency will provide resources knowledgeable
with the historical data to facilitate in the data migration/conversion effort.
The required data mapping effort will be a conducted by Agency personnel with assistance from the Accela. Once the
data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps.
Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela
Automation database. PLEASE REFER TO APPENDIX B FOR SPECIFIC ASSUMPTIONS AND PARAMETERS
RELATED TO ACCELA ’S CONVERSION APPROACH.
DELIVERABLE 6: HISTORICAL DATA CONVERSION ANALYSIS
Upon receipt of Agency’s Permits Plus data, Accela will create a Data Conversion Mapping Document detailing the
data conversion process, mutually agreed upon requirements and mapping of Agency’s historical data into Accela
Automation Land Management.
In terms of specific output, the following will be executed for this deliverable:
Land Management Historical Data Conversion Specifications Document
Accela Responsibilities:
Work with the Agency to define and document historical data elements that are required for the conversion.
Assist Agency to complete data mapping.
Complete the Data Conversion Specifications Document.
Agency Responsibilities:
Provide historical data in acceptable formats.
Work with Accela in data mapping for conversion.
Review and sign-off on completed Data Conversion Mapping document.
Acceptance Criteria:
The Historical Data Conversion Specifications document identifies historical data elements that will be
converted into Accela Automation as well as document special consideration (ex. merging data sources,
phasing, etc.)
Acceptance Review Period:
Ten (10) business days total.
DELIVERABLE 7: STANDARD ADDRESS, PARCEL AND OWNERSHIP (APO) DATA
CONVERSION
This Deliverable includes conversion of Agency Address, Parcel, and Ownership (APO) data to Accela Automation.
Accela leverages a standardized data conversion process for APO data sets and will deliver the standard APO
specifications and file templates to be used by the Agency in preparing the data for conversion. The Agency will
identify a source for data to update the address, parcel and owner information within the Agency. Data must be
provided in Accela’s standard format, and Accela and Agency business and technical experts will work together to
map the source data to the Accela database. After Agency staff signs off on the conversion specification document,
the Accela conversion team will develop the conversion program that will populate the Accela system with the
appropriate data.
In terms of specific output, the following will be executed for this deliverable:
Statement of Work
2012 Accela Inc. Page 14 of 40
APO Data Conversion Specifications Document (MS Word/MS Excel).
Migrated APO data into Accela Automation testing database environment.
Accela Responsibilities:
Provide standard APO conversion documentation and support.
Migrate data provided by the Agency into the Agency’s AA testing database environment.
Agency Responsibilities:
Identify data accuracy / quality issues and resolve them (data scrubbing).
Provide APO data in the format(s) specified by the standard APO documentation.
Allocate the time for qualified business and technical experts for the Accela-led data-mapping sessions that
are critical to the project success.
Assist in the data-mapping process.
Load data from original source(s) into the Accela standard staging tables.
Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is
converted successfully according to the data-mapping document.
Acceptance Criteria:
Review and acceptance of the APO Data Conversion Specifications document.
Confirmation that APO data has been converted to Accela Automation testing environment according to the
standard APO data specifications.
Acceptance Review Period:
Fifteen (15) business days total
DELIVERABLE 8: STANDARD LICENSED PROFESSIONAL DATA CONVERSION
Accela will provide a program to convert licensed professional data from the Agencies existing Permits Plus CAED
File to the Accela Automation licensed professional tables. Data will be provided in Accela’s standard format. After
Agency staff signs off on the conversion specification document, the Accela conversion team will configure the
conversion that will populate the Accela system with the appropriate data.
In terms of specific output, the following will be executed for this deliverable:
Licensed Professional Data Conversion Specifications Document (MS Word/MS Excel).
Migrated Licensed Professional data into Accela Automation testing database environment.
Accela Responsibilities:
Provide standard Licensed Professional conversion documentation and support.
Migrate data provided by the Agency into the Agency’s AA testing database environment.
Agency Responsibilities:
Identify data accuracy / quality issues and resolve them (data scrubbing).
Provide Licensed Professional data in the format(s) specified by the standard Licensed Professional
documentation.
Allocate the time for qualified business and technical experts for the Accela-led data-mapping sessions that
are critical to the project success.
Assist in the data-mapping process.
Load data from original source(s) into the Accela standard staging tables.
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2012 Accela Inc. Page 15 of 40
Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is
converted successfully according to the data-mapping document.
Acceptance Criteria:
Review and acceptance of the Licensed Professional Data Conversion Specifications document.
Confirmation that Licensed Professional data has been converted to Accela Automation testing environment
according to the standard Licensed Professional data specifications.
Acceptance Review Period:
Fifteen (15) business days total.
DELIVERABLE 9: HISTORICAL DATA CONVERSION DEVELOPMENT
Upon Agency approval of the Historical Data Conversion Specifications document, (Deliverable 6), Accela will provide
a program(s) to migrate appropriate historical data into Accela Automation. Upon receipt of the conversion from
Accela, the Agency DBA will load the data into the Test environment for validation. A maximum of 120 hours have
been allocated for deliverables 6 and 9. As part of deliverable 9, Accela will provide the Agency with training on the
Data Mapping Tool and assist the Agency in using the tool in support of the conversion effort.
In terms of specific output, the following will be executed for this deliverable:
Migrated historical data into Accela Automation Land Management testing database environment.
Accela Responsibilities:
Provide a program to migrate historical data into the Agency’s AA test database environment.
Each data conversion will include up to three (3) conversion loads for client testing
Validate the successful completion of the migration of historical data into the Agency’s test environment.
Agency Responsibilities:
Providing the legacy data source in an accepted format
Assist in the execution of the data conversion program and provide access to environments as needed
Provide resources to validate the conversion statistics and the quality of the data converted into Accela
Automation
Acceptance Criteria:
Historical data has been converted to Accela Automation testing environment according to the Data
Conversion Mapping document.
Acceptance Review Period:
Ten (10) business days total.
SYSTEM INTERFACES
No system interfaces are defined or in scope for this project.
DELIVERABLE 10: EVENT MANAGEMENT SCRIPTING
During the configuration analysis phase of the implementation project, Accela will identify opportunities to supplement
the Accela Automation base functionality via Event Manager Script Engine (EMSE) script development. Accela will
work with key Agency project stakeholders to identify the business rules/processes to be automated. A maximum of
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2012 Accela Inc. Page 16 of 40
fifty-eight (58) services hours will be devoted to EMSE script requirement specification for Land Management,
EMSE script development, and EMSE script development consultation and knowledge transfer. Accela will work with
Agency to identify desired EMSE functionality, and subsequently will help prioritize the scripting needs to determine
which scripts will be developed by Accela, and which scripts can be developed by the Agency. The scripts developed
by Accela can be used as models whereby agency staff can develop and modify additional EMSE scripts as needed.
Representative examples of business processes that could be automated by a script listed below. Note that the below
list is an example list only and not a list of the actual script(s) that will be developed for the project.
Cancel application submittal based on proximity alert (Accela GIS)
o Use Case: Do not allow a casino to be located within 1 mile of a school;
Closing workflows based on inspection results
o Use Case: Final Inspection is complete, update workflow;
Automatic assessment of complex fee calculations
o Use Case: Auto fee calculation, assessment, and invoicing upon application submittal;
Increment a date based on workflow status change
o Use Case: Expiration on Permit is made current every time a workflow is updated;
Preventing inspections based on various criteria
o Use Case: Depending on workflow / application status, do not allow an inspection to take place.
Prior to the development of a script, the Agency will approve a design specification document that will be created
jointly by the Agency and Accela. The approved document will be used as a basis for determining completion and
approval of the deliverable.
In terms of specific output, the following will be executed for this deliverable:
Prioritized list of desired Land Management EMSE scripts (MS Excel/Word).
EMSE script specifications for scripts to be developed by Accela (MS Excel/Word).
Demonstrated operability of scripts in staging/test environment per the design document specifications.
Accela Responsibilities:
Work with Agency staff to identify potential uses of EMSE scripting.
Assist with development of list of desired EMSE functionality.
Aid the Agency in prioritizing which scripts will be developed by Accela.
Develop EMSE scripts based on the specifications.
Demonstrate functionality of scripts per specifications.
Agency Responsibilities:
Allocate the time for qualified business and technical experts for the script requirements sessions that are
critical to the project success.
Identify resources that will learn EMSE scripting tolls and approaches for ongoing maintenance.
Prioritize desired EMSE functionality to determine which scripts Accela will develop.
Provide timely and appropriate responses to Accela’s request for information.
Verify the Event Script Specification meets the intended business requirement.
Allocate the time for qualified personnel to test the script for acceptance.
Ensure that the data populates successfully according to the script requirements document.
Acceptance Criteria:
Review and acceptance of design document with written sign-off from the Agency.
Demonstrate a developed script within the system.
Statement of Work
2012 Accela Inc. Page 17 of 40
Reports
Reports are defined as anything that can be printed from the system, including but not limited to, reports, forms,
documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The
Configuration Document will define the reports and documents that are required by the Agency to effectively use
Accela Automation. These reports will be broken down by level of effort and identified in the configuration document. It
is expected that, after the appropriate training on the database and the selected report writing tool is completed,
Agency personnel will be able to handle additional and future report requirements. Reports are classified by level of
effort: high, medium, and low. High is defined as a report containing significant calculation and/or extensive detail and
number of fields – for example a financial statistical report or complex permit. The majority of reports require a
‘medium’ level of effort, which is defined as a report displaying non-calculated and minimal calculated data fields.
Reports with a low level of effort are typically letters or notices that contain contact information and basic application
data.
These reports can be developed using the integral Accela Report Writer included with Accela Automation, Microsoft
Report Service (SRS) or Crystal Reports XI Server at the Agency’s discretion. These custom reports, whether
developed with Accela AdHoc Report Writer, SRS or Crystal Reports, will be deployed in the Report Manager for use
within Accela Automation.
DELIVERABLE 11: REPORT SPECIFICATIONS
Accela will develop documents/letters/reports from those identified by the Agency as required for the new Land
Management system.
Accela and Agency have agreed that Accela will develop Land Management reports based on the following
breakdown:
Two (2) of High Complexity
Seventeen (17) of Medium Complexity
Seven (7) of Low Complexity
Prior to the development of a report the Agency will approve report design specification documents that will be created
jointly by the Agency and Accela. The approved documents will be used as a basis for determining completion and
approval of the reports. Development of each report cannot begin until agreement on each specification is complete.
A proven strategy that combines the use of the Accela Automation Quick Queries, custom reports developed by
Accela that include run-time parameters to allow similar reports to be combined, and the development of other reports
by the Agency after training, can ensure that all required reporting requirements are met.
In terms of specific output, the following will be executed for this deliverable:
List of identified Land Management reports that Accela will develop
Report Specifications Documents for each of the identified Land Management reports
Accela Responsibilities:
Assist in determining level of effort for reports to assist with prioritization.
Develop report specifications.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate key users and content experts to participate in the report specification.
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2012 Accela Inc. Page 18 of 40
Provide information and data in the formats specified by Accela that will be needed for agreement on the
Deliverable.
Acceptance Criteria:
Agreement on prioritized list of reports that will be developed by Accela.
Review and approval of individual Report Specifications documents. The Agency will not unreasonably
withhold acceptance if the Agency requests changes to the reports specifications after the initial signoff of the
specification by the Agency.
Agency will have 10 business days to review the Report Specification Documents. If no changes or
comments are requested within the 10 days, the Report Specification Documents are considered approved
by the Agency.
DELIVERABLE 12: REPORT DEVELOPMENT
Accela will develop custom documents/letters/reports per the specifications developed and approved in Deliverable
11, Report Specifications. Changes to the report specifications after approval can negatively impact project progress
and the overall schedule. Therefore, changes to the report specifications after approval requires an analysis by
Accela to determine the level of effort required, and if a change order would be required to complete the work.
In terms of specific output, the following will be executed for this deliverable:
A total of twenty-six (26) Land Management documents/letters/custom reports per the Report
Specification Documents
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Develop reports per specifications.
Assist in the validation of the reports in test environment.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate key users and content experts to participate in the report development and
validation activities.
Request change order if changes to specifications are required.
Acceptance Criteria:
Confirmation of report accuracy in test environment per Report Specifications.
DELIVERABLE 13: ACCELA GIS CONFIGURATION
Accela will install and configure Accela GIS to link and leverage existing Agency GIS information, including assistance
with establishing the map service to be used in conjunction with Accela GIS. The following are the main objectives
being pursued through the implementation of the Accela GIS:
Look up permit information and parcel information from the Permitting system.
View selection, location, and associated GIS information.
Select one or more parcels and add new applications to the permit system.
During GIS installation, Accela’s technical staff will work with Agency IT staff to ensure that the components for
hardware, software, database, network, and Internet are in place for the Accela GIS dev and production environments.
Accela technical staff will validate the proper installation and configuration of the Accela GIS environment.
In terms of specific output, the following will be executed for this deliverable:
Statement of Work
2012 Accela Inc. Page 19 of 40
Accela GIS installed on Agency server(s).
Demonstration of operational system.
Accela Responsibilities:
Install Accela software and perform quality assurance checks on the configuration and performance based on
acceptance criteria mutually developed by Accela and the Agency.
Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus
communicating with the Accela Automation system.
Agency Responsibilities:
Arrange for the availability of appropriate staff for the system installation, setup, testing, and quality
assurance throughout the setup process.
Order and procure necessary hardware, non-Accela systems software, and networking infrastructure as
specified by Accela.
Provide people and physical resources based on the dates outlined in the project schedule.
Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
Provide Accela with network access for remote installation and testing.
Provide information and data in the formats specified by Accela that will be needed for the GIS
implementation.
Acceptance Criteria:
Demonstration of operating Accela GIS in test environment.
DELIVERABLE 14: ACCELA CITIZEN ACCESS CONFIGURATION
This deliverable includes installation, setup, analysis, configuration and online merchant account setup assistance for
the Accela Citizen Access (ACA) software on the Test site for Building business processes. Subsequently, Accela will
work with the Agency representatives to assess and implement Accela Citizen Access to extend certain aspects of the
internal Accela Automation configuration for use by the general public.
Features available for configuration include:
Permit Research
Permit Application and Issuance
Inspection Request Entry
Inspection Results Research
Status tracking
In terms of specific output, the following will be executed for this deliverable:
Accela Citizen Access Configuration Specifications Document (MS Word)
Configuration of three (3) unique processes for online submittal
Accela Responsibilities:
Setup Accela Citizen Access in Dev and Prod environments.
Work with the Agency to determine which services to expose to the public via Accela Citizen Access.
Create configuration specification for Accela Citizen Access based on analysis with the Agency.
Configure the Online Record types defined in the System Configuration Document in Accela Citizen Access.
Statement of Work
2012 Accela Inc. Page 20 of 40
Agency Responsibilities:
Obtain a merchant account, and deploy an internet-enabled payment engine.
Validate that the configuration specification for Accela Citizen Access meets Agency requirements based on
details from the Configuration phase of the project.
Perform testing of all Online Record types for purposes of validating the configuration.
Acceptance Criteria:
Accela Citizen Access Configuration Analysis Document provides details of all configuration elements based
on Accela Automation back office configuration.
The base configuration of Accela Citizen Access is configured as documented in the approved Accela Citizen
Access Configuration Specification Document.
Demonstration of the operational Accela Citizen Access functionality per the specification document(s).
Acceptance Review Period:
Ten (10) business days.
DELIVERABLE 15: ACCELA MOBILE OFFICE CONFIGURATION
Accela will install setup and configure the Accela Mobile Office application. As part of this deliverable Accela will
perform the configuration tasks required to ensure Accela Mobile Office interfaces with Accela Automation in both a
dev and production environment. Using Accela Mobile Office, an Agency inspector can perform activities such as:
Result inspections/investigations in either store/forward or wireless mode
Lookup addresses and parcels and view corresponding activities
Analysis activities with the Agency will result in a Mobile Office Configuration Specifications Document. Subsequently,
Accela’s staff will extend base configuration of Accela Mobile Office per the Mobile Office Configuration Specifications
Document.
In terms of specific output, the following will be executed for this deliverable:
Accela Mobile Office Configuration Specifications Document (MS Word)
Demonstration of operational system per Accela Mobile Office Configuration Specifications document
Accela Responsibilities:
Create configuration specifications for Accela Mobile Office based on analysis with the Agency.
Configure Accela Mobile Office based on approved specifications document.
Acceptance Criteria:
The base configuration of Accela Mobile Office in the Test environment is configured as documented in the
Accela Mobile Office Configuration Specifications document.
Acceptance Review Period:
Ten (10) business days total.
DELIVERABLE 16: V360 USER EXPERIENCE
V360 User Experience is comprised of the fine-tuning of the User Interface (“look and feel”) of the system, usability
and security. This portion is completed prior to User Acceptance Testing to provide a more refined view of the system
and assistance with system acceptance for new users. Accela will use the completed configuration and standard,
Statement of Work
2012 Accela Inc. Page 21 of 40
best practice V360 User Interface as a starting point for analysis and documentation of desired look and feel of Accela
Automation V360 user interface.
In conjunction with the Agency representatives, Accela will perform the following tasks:
Review and update the required portlets for each major user group.
Review and update the required fields, field order and field names of each major portlet.
Provide recommendations and seek input on required Quick Queries in order to define a default list.
Provide recommendations and seek input on required Smart Charts (Dashboards) in order to define a default
list.
Accela will use the V360 User Console configuration document template, and the appropriate content within that
document to capture the Agency’s desired V360 User Experience to be configured, utilizing up to seventy (70) hours
of assistance. Accela’s Project Manager will coordinate the compilation of the information collected during the
Analysis into the document, including detailed settings related to the following topics:
User Consoles Form Filters
ASI Form Layout APO Template Form Layout
Quick Queries Smart Charts
My Navigation Go To Menu’s
The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the
document for the purpose of approval and sign-off on the deliverable. Accela will configure the application to meet the
requirements of the document upon approval.
In terms of specific output, the following will be executed for this deliverable:
Analysis activities, including a workshop, interviews, and web conferencing sessions.
V360 User Console Configuration Document(s) (MS Word).
Up to 100 Hours of Configuration of V360 User Experience per the V360 User Console Configuration
Document
Accela Responsibilities:
Conduct sessions to capture the required look and feel functionality of the Accela Automation system.
Conduct meetings via email, web conferencing, phone, and in person to gather and validate analysis input.
Prepare and complete V360 User Console Configuration Document.
Build the user experience components as documented in the V360 User Console Configuration Document.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate Agency key users and content experts to participate in the user experience
analysis and verify the accuracy of the documented user experience elements.
Schedule participants and meeting locations for analysis activities.
Acceptance Criteria:
V360 User Console configuration document.
Demonstration of the configured V360 experience.
Agency will have 10 business days to review the V360 User Console configuration document. If no changes
or comments are requested within the 10 days, the V360 User Console configuration document and
milestone is considered approved by the Agency.
Statement of Work
2012 Accela Inc. Page 22 of 40
STAGE 5 – READINESS
DELIVERABLE 17: ACCELA AUTOMATION SETUP – PRODUCTION
Accela’s technical staff will work with the Agency IT staff to ensure that the components for hardware, software,
database, network, and Internet are in place for the production environment. Accela technical staff will validate the
proper installation and configuration of the Accela Automation environment.
In terms of specific output, the following will be executed for this deliverable:
Installation of the Production Accela Automation environment.
Demonstration of an operational Accela Automation computing environment.
Updated Installation documentation (MS Word and Adobe pdf).
Specifically, Accela will perform the following tasks within the support environment:
Perform a remote system check of the installation.
Install Accela software.
Demonstrate that the Accela Automation applications are operational in the Agency computing environment.
Provide documentation of the Agency installation.
Configure Accela Automation to use Crystal Reports.
Accela Responsibilities:
Consult with Agency resources to provide technical input and answer technical questions related to the
installation requirements for Accela Automation.
Deliver and install the Accela Automation software on the Agency server.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
Acceptance Criteria:
Confirmation of ability to log into the Accela Automation software that has been installed on Agency computer
systems.
Demonstrate core Accela Automation system is operational in the Agency environment.
DELIVERABLE 18: ADMINISTRATIVE AND TECHNICAL TRAINING
Accela will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its
Accela Automation configuration. Our aim at Accela is to educate Agency resources on all aspects of Accela
Automation in an effort to ensure the Agency is self-sufficient. This allows the Agency to best react to changing
requirements and ongoing maintenance, which can allow the Agency to be proactive and significantly reduce system
maintenance costs over time.
In addition to a comprehensive administrator training course that spans three days, Accela will also train Agency users
on the administration and use of the system. Specifically, the following courses will be provided to the Agency.
Accela Automation Core Team Overview,
Accela Automation Administrator & V360Training
Accela Data Mapping Tool
Reports Schema and Training,
Accela Mobile Office Admin Training,
Accela Citizen Access Admin and User Training,
Statement of Work
2012 Accela Inc. Page 23 of 40
Accela GIS Admin and User Training.
In terms of specific output, the following will be executed for this deliverable:
Two-day Accela Overview Core Training course,
Accela Data Mapping Tool – ½ day training and advisement
Three-day Accela Automation Administrator Training course,
Two-day V360 Training
Two-day Reports Schema and Training course,
Half-day (4 hours) Mobile Office Administrator Training course,
One-day Accela Citizen Access Technical Training course,
Half-day (4 hours) Accela GIS Technical Training course
Accela Responsibilities:
Coordinate with the Agency to define training schedule and logistics.
Deliver training per the specific requirements listed above.
Agency Responsibilities:
Select and prepare the power-users who will be participating in the training and subsequently training end
users.
Arrange the time and qualified people for the training who are critical to the project success.
Provide suitable Agency facilities to accommodate various training classes.
Ensure that users are proficient in using PC’s in a Windows environment as a prerequisite for the course.
Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course.
Acceptance Criteria:
Execution of listed training courses
DELIVERABLE 19: DAILY USER TRAINING
This Deliverable includes the Delivery by Accela to Agency of either two (2) of the 4 day of Daily User Train the
Trainer Training course or four (4) of the 1.5 Day Daily User Training; to be determined at time of training schedules
based on current customer need at that time. Accela best practices have proven that class sizes no larger than 12
participants are more successful with students who meet the pre-requisites of the course. The Accela Trainer has the
right to modify the class size to ensure successful instruction with Agency agreement.
End User Training should be coupled with the Agency delivering supplementary user training to its staff using the core
Use Cases documented in each System Configuration Document. Accela recommends that Agency adopt the “80/20
rule” for training, focusing the majority of their training on the 80% of what the Agency normally does operationally.
The recommended supplementary training conducted by the Agency can utilize business experts from each area to
train on all aspects of their configuration. Accela will deliver current training documentation in a format that can be
used to customize the documentation. Documents delivered by Accela to the Agency will be valid for the release that
the Agency is trained. Documents delivered by Accela may not be shared with any other agency or Company per the
Non-Disclosure Agreement.
In terms of specific output, the following will be executed for this deliverable:
Either Two (2) Four-day Daily User Train the Trainer Training Class OR
Four (4) One and a half-day Daily User Training Classes.
Accela Responsibilities:
Coordinate with the Agency to define training schedule and logistics.
Statement of Work
2012 Accela Inc. Page 24 of 40
Provide 4 Days of Daily User Train the Trainer Training.
Agency Responsibilities:
Select and prepare the power-users who will be participating in the training and subsequently training end
users.
Arrange the time and qualified people for the training who are critical to the project success.
Provide suitable Agency facilities to accommodate various training classes.
Ensure that users are proficient in using PC’s in a Windows environment as a prerequisite for the course.
Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course.
Acceptance Criteria:
Execution of listed training courses.
DELIVERABLE 20: USER ACCEPTANCE TESTING (UAT)
This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the Land
Management solution meets the requirements as documented in all the deliverables. Accela will assist the Agency in
the testing and validation of the solution and its readiness to be migrated to production for active use and will assist in
transferring the solution and any required data from Support to Production.
Accela will provide support for training, oversight, answering questions and addressing issues discovered in User
Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort
to ensure that the system is operating per signed specifications and ready for the move to production. The testing
effort will require a significant time investment by the Agency, and coordination of resources is critical. At this point in
the implementation process, the Agency should test individual components of functionality of the solution (i.e.,
functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Automation solution are
operating properly (i.e., integration testing).
Accela will provide assistance to the Agency as needed by providing User Acceptance Testing (UAT) support and
facilitating completion of UAT. Accela will address and rectify issues discovered during the UAT process as Agency
staff executes testing activities. Accela will work with the Agency to develop a test plan and deliver sample test
scripts, as well as an issue log to track the progress of testing. It should be noted that Accela will plan for a total of 2
months to complete this deliverable.
If the Agency does not devote adequate time and staffing to UAT in order to completely test the solution, Accela may
opt to postpone go-live at the Agency’s expense. Accela will work diligently with Agency to ensure this does not occur
and provide several opportunities for the Agency to add additional staff and time to this effort before recommending a
postponement or delay.
In terms of specific output, the following will be executed for this deliverable:
Resolution of configuration issues resulting from Agency End User Testing.
Fully-tested Land Management system that is ready to move to a production environment.
Accela Responsibilities:
Provide recommendations on testing strategy and best practices.
Lead the Agency in up to 2 months of User Acceptance testing effort and the validation of the system
configuration and its readiness to be migrated to production for active use.
Resolution of issues as a result of User Acceptance Testing activities.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
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2012 Accela Inc. Page 25 of 40
Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Develop the User Acceptance test scripts.
Utilize the use cases documented in each Configuration Document Deliverable as the basis for the
acceptance of this Deliverable.
Acceptance Criteria:
Completion of up to 6 weeks of UAT.
STAGE 6 - DEPLOY
DELIVERABLE 21: PRODUCTION SUPPORT
Production date is defined as the official date in which Accela Automation moves from the test environment to
production for daily Agency usage. This date will be agreed to by both Accela and the Agency at project inception. It
may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, Accela will
assist in final data conversions, system validation, staff preparation assistance and training, and coordination of
deployment.
In terms of specific output, the following will be executed for this deliverable:
Deployment support prior to moving to Production.
Accela Automation used in production environment for Agency daily use.
Accela Responsibilities:
Provide on-site resources to support the move to Production effort.
With assistance from the Agency, lead the effort to transfer the system configuration and any required data
from Support to Production.
Assist in the development of a Pre-Production checklist that details the critical tasks that must be
accomplished prior to moving to Production.
Agency Responsibilities:
Provide technical and functional user support for pre and post Production Planning, execution, and
monitoring.
Provide timely and appropriate responses to Accela’s request for information.
Assist in the development of a Pre-Production checklist that details the critical tasks that must be
accomplished prior to moving to Production.
Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Acceptance Criteria:
Deployment support prior to moving to Production.
Production system is first used by the Agency for daily use.
DELIVERABLE 22: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC
This deliverable is comprised of the post- Production support assistance that Accela will provide to address issues and
provide consultative advice immediately following the move to Production for daily use. Accela will provide support for
one (1) month immediately following deployment (go-live). At the end of the support period, a formal meeting will be
scheduled with the Agency, Accela Services Team, and Accela CRC for the purpose of transitioning support of the
Agency to Accela CRC.
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2012 Accela Inc. Page 26 of 40
Accela will work with the Agency to identify and address issues identified during this period using a Post Production
Issues List. This list will be comprised of issues related to the defined deliverables listed in this SOW, which will be
addressed by Accela, as well as any other issues which will be addressed by the Agency. Examples of issues the
Agency is responsible for include training issues, functional changes beyond the scope of this Statement of Work,
cosmetic changes, and procedures related to the use of Accela Automation. Specifically, Accela will not be
developing or creating additional reports, conversions, record types and workflow processes that were not included in
the scope of this project.
In terms of specific output, the following will be executed for this deliverable:
One (1) month of Post Deployment Support.
Finalized Post Production Issues List.
Transition of Agency from Services team to Customer Resource Center for ongoing support.
Accela Responsibilities:
Provide post-production support for Accela developed configuration and components.
Assist with the identification of issues for the Post Production Issues List.
Assist with issues that may arise related to the deliverables in this SOW.
Transfer ongoing support of the client to the CRC to address any post Production issues that require
remediation.
Agency Responsibilities:
Provide technical and functional user support for post-production support and monitoring.
Develop and maintain a Post Production Issues List.
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Acceptance Criteria:
Execution of one (1) month post-Production support.
Official transfer from the Accela Services project team to the Customer Resource Center (CRC).
Statement of Work
2012 Accela Inc. Page 27 of 40
PROJECT RESOURCES AND LOCATION OF WORK
WORK LOCATION
Services contracted under this SOW may be performed remotely and/or at the Agency’s on-site facilities as deemed
appropriate and reasonable for the successful completion of the Services detailed herein.
AGENCY RESOURCES
Agency must fill the appropriate roles with the appropriate personnel to work together with the Accela Engagement
Team for these Services and that Agency will make available additional resources as needed for the Services to be
successful. Agency roles can be filled by the same person. In addition, Agency will provide all necessary technical
resources to make appropriate modifications within any Agency systems wishing to integrate with any Accela systems.
These resources must be proficient in Agency coding/development environment and tools, to make the required
changes to their software to enable integration and must be available during the timeframe of these Services.
Agency roles include Sponsor, Project Manager, Technology Manager, and Business Lead(s) for each
Division/department being implemented, Super User trainers, and others as appropriate.
Agency Resources Description
Project Sponsor
Responsibilities include:
Ultimate responsibility for the success of the project,
Creating an environment that promotes project buy-in,
Driving the project through all levels of the agency,
High-level oversight throughout the duration of the project,
Serving as the primary escalation point to address project issues in a timely
manner.
Project Manager
Responsibilities include:
Overall administration, coordination, communication, and decision- making
associated with the implementation;
Planning, scheduling, coordinating and tracking the implementation with
Accela and across departments within the agency;
Ensuring that the project team stays focused, tasks are completed on
schedule, and that the project stays on track.
Division/Departmental
Business Leads
A user representative for each affected department must be appointed to facilitate
analysis and configuration and serve as a decision-making entity for that group.
These critical appointments may well determine the success of the implementation for
their respective areas. Responsibilities include:
Attending requirements workshop sessions;
Willing and able to gather data and make decisions about business
processes;
Assist in the creation of specifications for reports, interfaces & conversions
Review and test the system configuration;
Participating in the implementation of the Accela Automation solution.
Statement of Work
2012 Accela Inc. Page 28 of 40
Division/Departmental
Subject Matter Expert
(SME)
Responsibilities include:
Being trained on the Accela Automation system at a System Administration
level;
Being fully engaged in the Business Analysis and system configuration
activities;
Assist internal efforts towards the creation of reports, interfaces &
conversions;
Assist in the review and testing of the system configuration;
Actively participate in the full implementation of the Accela Automation
solution.
Technical Lead
Responsibilities include:
Primary responsibility for the technical environment during the software
implementation;
Ensure that servers, databases, network, desktops, printers, are available for
system implementation and meet minimum standards;
Work with Accela technical personnel during implementation;
Maintain test and production databases;
Perform day-to-day maintenance of the system and install maintenance
releases;
Act as the primary technical resource for troubleshooting problems;
·Establish and maintain backup, archival, and other customary maintenance
and housekeeping activities.
ACCELA RESOURCES
Accela will assign key Professional Services resources for this engagement with Agency. These individuals are well
versed in the Accela Automation application, and are well qualified to lead this effort. Accela’s Project Manager shall
assume full responsibility for the coordination of this team and its interaction with key Agency resources assigned to
the effort. The main roles are as follows:
Accela Resources Description
Project Executive
The Project Executive oversees the project’s progress/direction and works with the
Project Manager to ensure efficiency, consistency and quality in delivery of Accela
implementations. The Project Executive actively participates in a project
director/executive role. The Project Executive will meet with Agency Executives
monthly or upon request throughout the duration of the project.
Project Manager
The Accela Project Manager is responsible for the overall project management and
works directly with the client throughout all aspects of Accela implementations: from
the initial scoping, planning, staffing to delivery. The Project Manager undertakes the
project administration tasks including:
Project plan management,
Change order management,
Issue log management and escalation,
Statement of Work
2012 Accela Inc. Page 29 of 40
Status reporting,
Project workspace management,
Resources management,
Work plan management,
Meetings management,
Project review with Project Executive.
In addition, the Project Manager will actively participate in leading the System
Configuration Analysis sessions and will be responsible for the creation of the System
Configuration Document.
Senior Implementation
Consultant
The Senior Implementation Consultant assigned to the project will have major
experience in the business process as well as the product functionality and is
responsible for:
Business analysis activities: Mapping the client’s business processes and
requirements to the functionality of Accela’s products and the creation of
solution design,
Leading system configuration activities,
Providing training/mentoring to agency staff,
Recommend industry best practices to agency to enhance business
processes,
Guide agency on how best to configure the system based on past
experiences and software expertise.
Implementation Consultant
Implementation Consultant resources support the project and typically focus on the
following tasks.
The configuration of the system to match the System Configuration
document.
Build activities within the project, such as conversion data mapping, creation
of reports and interface specification.
Technical Consultant
Accela Technical Consultants are involved in all areas that require knowledge of
server-side considerations and Accela add-on products such as:
Application installation and setup (Accela Automation, Accela GIS, Accela
Mobile Office, and Accela Citizen Access),
Report definition and creation,
Event Manager Script definition and programming,
Database Conversions and data mapping assistance,
Interface specifications and development.
Training Consultant Training Consultants are responsible for Accela Training classes with assistance from
Implementation consultants, depending on the nature of the specific project.
Statement of Work
2012 Accela Inc. Page 30 of 40
PAYMENT SCHEDULE
The table below represents the Services payments to be made during the project. Progress Payments will commence
30 days after on site kick-off meeting, and occur monthly.
Progress Payment Schedule
Description Payment Amount Payment Date
Progress Payment 1 $29,792.00 Upon Contract Signing
Progress Payment 2 $14,896.00 1 Month after kickoff
Progress Payment 3 $14,896.00 2 Months after kick-off
Progress Payment 4 $14,896.00 3 Months after kick-off
Progress Payment 5 $14,896.00 4 Months after kick-off
Progress Payment 6 $14,896.00 5 Months after kick-off
Progress Payment 7 $14,896.00 6 Months after kick-off
Progress Payment 8 $14,896.00 7 Months after kick-off
Progress Payment 9 $14,896.00 8 Months after kick-off
Progress Payment 10 $14,896.00 9 Months after kick-off
Progress Payment 11 $14,896.00 10 Months after kick-off
Progress Payment 12 $14,896.00 11 Months after kick-off
Progress Payment 13 $14,896.00 12 Months after kick-off
Progress Payment 14 $14,896.00 13 Months after kick-off
Progress Payment 15 $14,896.00 14 Months after kick-off
Progress Payment 16 $14,896.00 15 Months after kick-off
Progress Payment 17 $14,896.00 16 Months after kick-off
Progress Payment 18 $29,792.00 Final Acceptance
Total $297,920.00
Statement of Work
2012 Accela Inc. Page 31 of 40
Monthly Project Management Payment Schedule
Description Payment Amount Payment Date
Project Management Payment 1 $1,813.39 1 Month after kickoff
Project Management Payment 2 $1,813.33 2 Months after kickoff
Project Management Payment 3 $1,813.33 3 Months after kick-off
Project Management Payment 4 $1,813.33 4 Months after kick-off
Project Management Payment 5 $1,813.33 5 Months after kick-off
Project Management Payment 6 $1,813.33 6 Months after kick-off
Project Management Payment 7 $1,813.33 7 Months after kick-off
Project Management Payment 8 $1,813.33 8 Months after kick-off
Project Management Payment 9 $1,813.33 9 Months after kick-off
Project Management Payment 10 $1,813.33 10 Months after kick-off
Project Management Payment 11 $1,813.33 11 Months after kick-off
Project Management Payment 12 $1,813.33 12 Months after kick-off
Project Management Payment 13 $1,813.33 13 Months after kick-off
Project Management Payment 14 $1,813.33 14 Months after kick-off
Project Management Payment 15 $1,813.33 15 Months after kick-off
Project Management Payment 16 $1,813.33 16 Months after kick-off
Project Management Payment 17 $1,813.33 17 Months after kick-off
Project Management Payment 18 $1,813.33 18 Months after kick-off
Sub-Total $32,640.00
Total
Project Sub-total $330,560.00
Travel Expenses Estimate $36,000.00
Total $366,560.00
EXPENSES
Out-of-pocket travel and lodging expenses incurred by Accela resources in the performance of this Statement of Work
will be reimbursed by Agency as incurred, in accordance with the Services Agreement between Accela and the
Agency. Out-of-pocket travel and living expenses include but are not limited to all travel, airfare, transportation,
lodging, parking, wireless internet connectivity, and meals.
ACCEPTANCE
The Services contracted for in this Statement of Work will be considered Accepted when all Deliverables defined in the
Work Description Section have been accepted by Agency as defined for each Deliverable. Additionally, transition to
Accela’s Customer Service Center, CRC has been completed. The live system has been handed over to the CRC
and the transfer of knowledge from the Project Team to the CRC has also been completed. All training has concluded
and project documentation has been handed over to the CRC.
TERMS
The pricing and terms of this proposal are valid until June 30, 2014. If this Statement of Work is accepted after this
date all pricing and terms may not be valid.
Statement of Work
2012 Accela Inc. Page 32 of 40
APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY
Accela will deliver its Services to the Agency by employing the methodology detailed in this section. This is a proven
methodology that guides the project from inception to deployment, thereby increasing the chances of successfully
implementing Accela software products. Project delivery through execution of this Implementation Life Cycle is
described below.
IMPLEMENTATION LIFE CYCLE
Thorough execution of these six stages ensures that Accela customers receive high-quality services throughout the
project engagement.
As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in
parallel as appropriate to avoid unnecessary project delays. Each stage has pre-defined objectives, tasks and
associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available
deliverables will be delivered through the services defined for the project. Employing this deliverables-based
approach ensures that Accela and the Agency understand the composition and ‘downstream’ impact of each project
deliverable to ensure the project is delivered with quality and in a timely manner.
INITIATION
Initiation represents the first stage in the lifecycle. During the Initiation stage, project contracts and the SOW
are finalized, project scope and objectives are reviewed, and project planning activities and deliverables are
completed. In terms of specific deliverables, common output from the Initiation Phase is as follows:
Project Charter,
Baseline Project Plan,
Project Status Report Template,
Project Sharepoint Site pre-loaded with baseline documentation,
Project Initiation Meeting.
TO-BE ANALYSIS
Analysis is the second stage in the lifecycle. During the Analysis stage, Accela reviews existing agency
documentation, interviews agency staff, and conducts workshops to understand the “To-Be” vision of the
Agency that can be executed with the aid of Accela Automation. It is during this Phase that Accela gains a
deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a
deeper understanding of the methodology and Accela Automation capabilities. A key output of this Phase is
the To-Be Analysis Document(s) which serve as the ‘foundation’ for configuration of Accela Automation to
support germane elements of the Agency “To-Be” vision. Supplementing the To-Be Analysis Document(s)
are all other configuration specifications documents related to data conversion, interfaces, reports, and event
scripts.
Statement of Work
2012 Accela Inc. Page 33 of 40
SOLUTION FOUNDATION
Solution Foundation is the third stage in the lifecycle. It begins upon completion of Stage 2 and should be
completed prior to the next stage, Build. During the Solution Foundation stage, Accela Automation will be
built to match the to-be processes agreed to in the Analysis stage. Essential to this effort is the configuration
of the Record (Case, Application, and Permit types) that were agreed to during the Analysis phase.
Configuration of in-scope record types is comprised of, but not limited to:
User-defined fields (Application-Specific Information and Task-Specific Information),
Workflows and statuses,
Fee structures and rules,
Inspection data.
BUILD
Build serves as the fourth stage in the lifecycle, and execution of this stage overlaps Configuration, but ends
after Configuration is complete. During the Build stage, all defined elements during the Analysis stage
beyond the Solution Foundation will be implemented. This includes conversions, event scripts, interfaces
and reports. In terms of specific deliverables, common output from the Build Phase is as follows:
Event Script Development,
Report Specifications and Development,
Data Conversion Specifications and Development,
Interface Specifications and Development.
READINESS
Readiness is the fifth stage in the lifecycle. During the Readiness stage Accela Automation is fully tested,
errors are identified, documented and corrected. Additionally, the solution is prepared for deployment. In
addition, system administrators and end users are trained so that all appropriate agency staff members are
prepared to use and maintain the software once the move to production occurs. In terms of specific
deliverables, common output from the Readiness Phase is as follows:
User Acceptance Testing,
End-User Training.
DEPLOY
Deploy is the sixth and final stage in the lifecycle. During the Deploy stage the applications are moved to
production; all requisite pre-production activities are identified, tracked and completed, and post-production
analysis and review is completed. Upon moving to production, the Accela Automation applications are
transitioned to the Accela Customer Resource Center (‘CRC”) for ongoing support. A formal transition will
occur between the Services team and the CRC that instructs the agency on available communication
channels (telephone, email, and online tracking system) and use of the Accela knowledge base. Lastly, all
documented issues or enhancement requests will be transitioned from the Services team to the Customer
Resource Center. In terms of specific deliverables, common output from the Deploy Phase is as follows:
Pre-Production Checklist Development, Tracking and Execution,
Move to Production,
Post Production Analysis,
Formal Transition to the CRC for Ongoing Support
Statement of Work
2012 Accela Inc. Page 34 of 40
APPENDIX B – STANDARD PROJECT ASSUMPTIONS
Following the assumptions is a summary of the anticipated project risks, impacts and mitigation strategies that we
documented based on our understanding of the project and our prior experience on similar initiatives.
The information in this section is organized into the following categories:
Project Management and Administration
Project Schedule
Technology – Infrastructure
Training
Conversion and Interfaces
Testing
Pricing
PROJECT MANAGEMENT AND ADMINISTRATION
1. Accela will be utilizing IK Consulting, LLC, as the main services partner for work related to this SOW, as specified
within the Deliverables section of this document.
2. Agency and Accela will review their responsibilities before work begins to ensure that Services can be
satisfactorily completed.
3. Agency shall provide the necessary tools, accounts, and permissions that will enable Accela to access the
Agency’s internal network for the purpose of remote installation and testing. This access must be provided
through industry standard tools such as Virtual Private Network (VPN). Failure to provide this access in a timely
fashion will result in a project delay. Such a delay will result in a Change Order.
4. Agency will be responsible for all coordination, scheduling, meeting minute documentation and management and
resolution of action items. Accela will provide Agency information and data required for all meetings for follow up
with Agency.
5. Agency agrees during the Initiation Phase of the project to assign a single designated approver for each major
project deliverable. The designated approver will be responsible for overseeing and/or directly participating in the
design and development, as well as the approval, of the deliverable. Agency may make changes to designated
approvers with written notification to Accela a minimum of one month before a deliverable is due.
6. Accela may perform work off-site.
7. When the project team works on-site at an Agency facility, suitable workspace will be provided and equipped with
appropriately functional and usable desktop workstations, phones, network access to and connectivity with all
systems, networks, and data as necessary to perform the project.
8. All decisions regarding project change orders and other project issues will be documented in writing using an
issue management process mutually agreed upon by the Agency and Accela. For each issue, the project team in
conjunction will describe the issue, various options and a proposed recommendation in writing for consideration.
Work will not commence until approved through the established changed control process for the project.
9. Accela personnel will attend Agency executive steering committee meetings as needed.
10. Agency will respond to requests for information, data, and clarifications and make Project related decisions within
3 working days in order to prevent excessive delays or repeated delays that may impact the project schedule.
11. Accela will need access to (Agency/Department) subject matter experts to assist in identifying business rules,
resolving process discrepancies, and answering questions. These subject matter experts will, in turn, solicit input
from appropriate Agency management on any areas where policy or procedure is undefined.
12. Agency has committed to the involvement of key resources and subject matter experts for ongoing participation
in all project activities as defined in the project plan associated with this SOW.
13. Accela will provide the Agency with a Weekly Status Report that outlines the tasks completed during the prior
week, the upcoming tasks that need to be completed during the following week, the resources needed to
Statement of Work
2012 Accela Inc. Page 35 of 40
complete the tasks, a current version of the project plan, and a listing of any issues that may be placing the
project at risk (e.g., issues that may delay the project or jeopardize one or more of the production dates).
PROJECT SCHEDULE
1. Schedule changes resulting from Agency business decisions and/or Agency staff availability that adjust the
delivery of Project Team services beyond the agreed upon Project scope and timeline will likely impact the overall
Project schedule and related fees. Such issues will be managed through the established change control
procedure, as necessary.
2. Accela's project schedule and task estimates account for staff as per its proposal response and its understanding
of the scope. As part of requirements validations, scope may be clarified, increased or reduced which may result
in staff and associated schedule and cost changes.
3. Agency will maintain primary responsibility for the scheduling of Agency employees and facilities in support of
project activities.
4. The project schedule is managed using Microsoft Project. Should any tasks slip behind schedule ten (10)
business days, Accela and Agency will escalate according to the Communication Plan in the Project Charter.
TECHNOLOGY–INFRASTRUCTURE
1. Agency will provide Accela with access to its equipment, systems, and personnel to the extent needed to
complete the defined Services.
2. Accela will implement the most current version of Accela Automation at the time of the installation. New versions
of Accela software released during the implementation are considered out of scope.
3. Agency will provide Accela with access to its equipment, systems, and personnel to the extent needed to
complete the defined Services, including, but not limited to, internet access, access to Accela servers, VPN
access to the Agency network, and admin rights to all Accela servers (as needed).
4. Agency will provide/purchase/acquire the appropriate hardware, software and infrastructure assets to support all
required Accela software products in both support/testing and production environments as defined in the project
schedule.
5. Agency is responsible for proper site preparation, hardware, software, and network configuration in accordance
with Accela specifications.
6. The Agency will host and operate the system environment. This includes all necessary system and database
backup and recovery services.
7. The Agency will be responsible to ensure and certify that the new application will not adversely affect any existing
systems in a shared environment (if applicable).
8. The Agency will be responsible for performing all necessary activities related to the current Agency applications,
data, network and infrastructure, including PCs and associated peripheral devices, hardware, operating software,
database management systems, network, and system security, to support the Project. These activities include
infrastructure installation, support and enhancement necessary to support the project, legacy system shutdown,
legacy system modification, and interface development in the legacy system, legacy data extraction and cleansing
and legacy system support.
9. The Agency or any concerned agency will be responsible for making the necessary modifications to Agency or
3rd Party systems to make an interface available to Accela.
10. The Agency will provide the acquisition, installation, configuration, upgrading and other related hardware/software
component related activities of all relevant user workstations, laptops and mobile computing devices.
11. The Agency will be responsible for confirming that any proposed hardware and software meet agency and other
Agency standards (if applicable).
12. The Agency will provide necessary network support, communications, modifications, and administration including
but not limited to:
a. The Agency will ensure that the system environments (to include electrical, network, HVAC, floor space)
are available to support the Project, as needed to maintain the Project schedule. Delays attributable to
the environments not being available that have a scope or schedule impact will be managed through the
established change process.
Statement of Work
2012 Accela Inc. Page 36 of 40
13. The Agency will certify through approval of deliverables that all systems and components comply with any
applicable laws, regulations, standards, and statute, including Security Certification and Accreditation (C&A) and
ADA compliance.
14. The Agency will provide Accela with necessary access to the associated Agency systems to meet requirements
including, but not limited to interfaces, subject matter experts and relevant documentation.
15. Agency will provide necessary network support, communications, modifications, and administration.
16. Accela software will be installed on Customer provided backend Server Platforms specifically Windows Servers,
and Microsoft SQL Server Database, in two separate environments (Test and Production).
17. For use with Accela Citizen Access, Agency will provide/purchase/acquire an online merchant account and all
related hardware required by the merchant account provider for the handling of credit cards and/or checks.
TRAINING
1. In support of the training effort, the Agency will:
a. Identify all trainers and engage them with the project team as early as possible in the schedule in order
to develop their knowledge of the system.
b. Be responsible for the costs associated with any recommended external training as identified and
confirmed in the Training Plan.
2. Our proposed project price is based on Train-the-Trainer (TTT) delivery.
3. Accela will train up to 14 people per training class provided.
4. The Agency will help plan, prepare for and assist in delivering the train-the-trainer sessions. As necessary, the
Agency will provide the setup of individual training user IDs and appropriate role-based responsibilities. The
Agency will provide test scripts, processes and policies to the project team in a timeframe that supports the
training content development schedule. The Agency will provide and/or otherwise enter training environment data
and will be responsible for maintaining the training environment, including refreshing the training database per a
refresh master schedule.
5. The Agency is solely responsible for making designated trainees (trainers) available for training per the project
schedule. If any designated trainee is not available to participate in scheduled training, Accela is not responsible
for making alternative arrangements for missed training.
6. The Agency will provide all hardware, software and supporting equipment required for delivery all training. The
Agency will provide appropriate classroom facilities and training environments when required.
7. The Agency will be responsible for all end user training including training logistics, training scheduling, and the
printing of training materials. The Agency will confirm the total number of training rooms needed for the project
duration after the approval by the Agency of the draft training strategy.
CONVERSION AND INTERFACES
1. The proposed project plan includes data conversion/migration activities as part of the project scope. To facilitate
the completion of these tasks, the Agency will provide access to the legacy systems and databases and
appropriate subject matter experts or system owners to aid in the conversion process.
2. For the data conversion/migration effort, the Agency is responsible for the business data quality assessment
and/or data cleansing as well as extraction of the data from legacy systems in a format to be specified by the
project team. The Agency will provide resources to accurately assess the quality of data in legacy systems and
databases to be converted and take mutually acceptable measures to improve the quality of that data to meet
project requirements. If the quality of the data shifts the delivery of project team services beyond the agreed upon
project scope and timeline, it may affect the overall project schedule and related fees. Such impacts would be
managed through the established change control procedure.
3. Accela understands the complexity and level of detail inherent in conversion activities and provides this
information in an effort to address common questions and misconceptions. Any conversion activities not included
in this Standard Project Assumptions section are considered out of scope, and can be addressed through a
change order for Accela services, or can potentially be executed by the Agency, depending on the nature of the
tasks and the skills required.
Statement of Work
2012 Accela Inc. Page 37 of 40
4. The standard historical data conversion includes converting transactional tables, current APO and Professional
License data.
5. Extensive quality assurance of historical data by the Agency is recommended to verify accurate transfer of data.
Accela will perform unit testing of the conversion program and perform spot checks of the data within AA to rule
out data corruption.
6. A complete core configuration must be completed prior to data conversion as it is heavily dependent upon
configuration. In particular:
a. Record types must be configured and work flow must be established for each Record type prior to
conversion,
b. Configuration of application specific information must exist,
c. Agency sign off on data maps is required prior to executing the first conversion run.
7. The Agency and Accela will jointly develop specifications for required interfaces to legacy Agency and external
systems. Agency will certify all interfaces prior to the start of User Acceptance Testing. The Agency staff will
develop the legacy portion of the interface, create test data, perform tests on each interface, and approve the final
version for moving into production. Other Agency interface responsibilities include:
a. Data transformation, as necessary, to meet the requirements defined in the project solution design
documents.
b. Stabilization of the target legacy interface applications.
c. Coordinating development of any external interfaces per the baseline project schedule.
d. Developing/maintaining a test environment for target legacy interface applications.
e. Taking corrective action based on test results for legacy environment within two business days.
8. Conversion of transactional tables, Address/Parcel/Owner (APO) data, Professional License data is executed “As-
is” into Accela Automation. “As-is” means no data transformation (unless the Accela Data Mapping tool enables
the data transformation) and also means the mapping will be field-to-field, such that a single field is mapped to a
single field. “As-is” means the data will look in AA as it appears in the legacy system.
9. Database Formats for historical conversions that utilize the data mapping tool, data must be provided in either an
MS SQL Server or Oracle database. Accela will lead the effort to supply the historical data in the appropriate
format. (Note that APO and Licensed Professional data can be provided in Oracle, MS-SQL Server, MS Access,
or pipe delimited flat file because these two conversions do not utilize the data mapping tool).
10. Conditions of approvals can be mapped to workflow using the Data Mapping Tool and are standard provided they
correlate and are configured to a work flow item in AA. Conditions of lock/hold/notice are standard.
11. The data conversion includes converting documents to ADS in AA provided the client provides the documents in a
structure Accela requires. The documents will be converted to ADS and written/stored in a file system, not a
database. See Standard Document Migration for additional details.
12. The following are the standard data concatenation/translation rules:
a. Record level concatenation (e.g. Fielda & “ and “ & Fieldb),
b. Type casting with defaulting (e.g. convert a string to a date or number if translation is possible,
c. Null checked on required fields,
d. Add two numbers (e.g. NumberA + NumberB),
e. Translate legacy items that fit into the predefined translation tables,
f. Eliminate duplicated records.
13. The Agency requires an interface to Accela Automation Inspection scheduling and status features will be
leveraged to the public through an interface to Selectron IVR. While Accela has an existing relationship with
Selectron that allows Selectron IVR to be integrated with Accela Automation for inspection scheduling and
tracking purposes, the responsibility for the maintenance of the interface becomes the responsibility of Selectron
and the Agency.
14. Accela will train Agency staff to map data as needed. Data can be mapped using the Accela Data Mapping tool,
an Accela implementation tool used to map legacy data into Accela Automation. The standard allows for certain
types of mappings. For example, a legacy ‘yes/no’ field that would map to an AA yes/no field is allowed for within
the standard. Another example the tool allows is mapping a legacy ‘1 or 0’ to a checkbox field in AA.
15. The Agency or any concerned agency will be responsible for making the necessary modifications to their systems
to make an interface available to Accela.
Statement of Work
2012 Accela Inc. Page 38 of 40
16. The purpose of all interfaces will be strictly limited to an exchange of data.
STANDARD DOCUMENT MIGRATION
The standard document migration is for clients who will be utilizing the Accela Document Service (ADS). The ADS
system can store files associated to an application and/or parcel. In order for the file to be associated to an
application or Parcel record the data must be loaded prior to running the standard migration tool. All files must be in
the pre-defined format as described below and on a windows based machine.
To use the Document Migration Tool the files that need to be loaded into ADS must be in a pre-defined format. To
create the required structure follow the below steps:
Create the root repository on the server/computer where you want to store the files that need migrated. For
purposes of this document, it is assumed that the repository is at C:\AccelaDocuments\
Under the C:\AccelaDocuments folder there will be a folder for each application/parcel record that has a file
that needs to be associated to it. The name of the folder must be either the application or parcel number.
All files to be associated to the application or parcel record will be placed in the folder. For example, for the
application number of BLDG07-00001 There will be a folder created at “C:\AccelaDocuments\BLDG07-
00001” located in this folder will be all files that need to be linked to the application number of BLDG07-
00001.
The Standard Document Migration tool will load the appropriate table in Accela Automation and ADS
databases.
TESTING
1. Accela will be responsible for unit test and support the remaining testing processes and phases, correcting any
defects based upon expected functionality captured in the approved Design.
2. Agency will develop the Acceptance Test Plan in collaboration with their staff/departments. The Agency will be
responsible for executing the Test Scripts and validating and loading all required test data into the Test
Environment necessary for test execution.
3. The Agency is responsible for developing, within the framework of the agreed upon Test Plan and Scripts, all test
datasets and related database content to support Integration, System and User Acceptance Testing.
4. Accela will provide a sample User Acceptance Test Plan.
PRICING ASSUMPTIONS
Our fixed-fee price is based on the scope, approach, resource estimates, deliverables and assumptions defined in this
task order. The level of effort included in our pricing was estimated based on the information available and discussion
with Agency on roles and responsibilities. As the project detailed design progresses, Accela will work with Agency to
further define and estimate at a detailed level customizations/extensions and other custom coded components as well
as prioritize work in these areas. Should Agency require customizations/extensions and other custom coded
components, revised resource and cost estimates will be made. Any resulting scope changes will be managed
through the established change control procedure for the project.
1. Agency accepts best practices templates as basis for system configuration (workflow process, workflow tasks,
workflow task statuses, smart-choices, renewal info, application statuses, Accela Citizen Access record types,
and inspections) with some modifications allowed to address customer-specific nomenclature, application specific
information, fee schedules, conditions, and Accela Citizen Access text.
2. Twenty-Three(23) unique Land Management business processes (this includes distinct combinations of workflow
processes, inspections, fee schedules, and application intake process) are included for the record type
configuration. Additional need for more business processes configuration will be the responsibility of the
Customer. Accela will train Customer resources adequately so this can be accomplished by the Customer.
3. Up to Fifty-Eight (58) hours of custom Land Management Event Manager Scripts will be designed and
configured. Event Manager Scripts are useful when a solution via base configuration cannot be achieved, as
custom scripts extend the base functional capabilities of Accela Automation software.
Statement of Work
2012 Accela Inc. Page 39 of 40
4. Accela will train Agency Staff to understand the Accela Database structure so the Agency can develop reports
beyond the proposed Twenty-Six (26). The Agency resource should already possess a working skill and
proficiency with ANSI SQL and T-SQL, Microsoft SQL Server Reporting Services reporting tools and report
develop techniques. Accela does not provide training in either of these noted areas of proficiency.
Statement of Work
2012 Accela Inc. Page 40 of 40
APPENDIX C – DELIVERABLES ACCEPTANCE FORM
Date:
Agency Name:
Approving Agency Manager:
Accela Manager:
Project Name / Code:
Contract / Agreement #:
Agency agrees that Accela has successfully completed the following Deliverables:
Deliverable #
Source /
Reference
Details
Service
Agreement
Agency agrees that Accela has successfully completed the Deliverables described above in accordance with the
terms of the related Contract/Agreement.
Agency Name
Signature
Title
Date
Sign and fax this document to:
Accela, Inc.
Connie Ingram
IK Consulting, LLC
Tel: (520) 891-5319
Fax: (520) 721-8634
Email this document as an
attachment to:
connie.ingram@ikcpartners.com OR
Please acknowledge acceptance by:
A B
APPROVALS:
Statement of Work
2013 Accela Inc. Page 1
Statement of Work
City of Hermosa Beach
Asset Management
Version 1.3
6/14/2014
THE LEADING PROVIDER OF
GOVERNMENT ENTERPRISE MANAGEMENT SOLUTIONS
Statement of Work
2013 Accela Inc. Page 2
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................................................. 2
DOCUMENT CONTROL ............................................................................................................................................................................ 4
OVERVIEW ................................................................................................................................................................................................ 5
SERVICES DESCRIPTION ........................................................................................................................................................................ 5
PURPOSE ............................................................................................................................................................................................. 5
PROJECT TIMELINE ............................................................................................................................................................................... 5
PROJECT MANAGEMENT ........................................................................................................................................................................ 5
CRITICAL SUCCESS FACTORS ................................................................................................................................................................ 6
PROJECT ASSUMPTIONS ........................................................................................................................................................................ 7
WORK DESCRIPTION ............................................................................................................................................................................. 8
STAGE 1 - INITIATION ........................................................................................................................................................................... 8
DELIVERABLE 1: PROJECT INITIATION ..................................................................................................................................................... 8
DELIVERABLE 2: ACCELA AUTOMATION SETUP – CLOUD SUPPORT ......................................................................................................... 10
STAGE 2 – TO-BE ANALYSIS .............................................................................................................................................................. 10
DELIVERABLE 3: ENTERPRISE-WIDE WORKSHOP............................................................................................................................... 12
DELIVERABLE 4: TO-BE ANALYSIS SESSIONS – ASSETS AND SERVICE REQUEST ................................................................................ 13
DELIVERABLE 5: TO-BE ANALYSIS DOCUMENT(S) – ASSETS AND SERVICE REQUEST .............................................................................. 14
STAGE 3 – SOLUTION FOUNDATION .................................................................................................................................................... 15
DELIVERABLE 6: ACCELA AUTOMATION SOLUTION FOUNDATION – ASSETS AND SERVICE REQUEST .......................................................... 15
STAGE 4 – BUILD .............................................................................................................................................................................. 16
DELIVERABLE 7: HISTORICAL DATA CONVERSION ANALYSIS .................................................................................................................. 16
DELIVERABLE 8: HISTORICAL DATA CONVERSION DEVELOPMENT ............................................................................................................ 17
DELIVERABLE 9: EVENT MANAGEMENT SCRIPTING ASSISTANCE............................................................................................................. 18
DELIVERABLE 10: REPORT SPECIFICATIONS ......................................................................................................................................... 19
DELIVERABLE 11: REPORT DEVELOPMENT ............................................................................................................................................ 20
DELIVERABLE 12: ACCELA GIS CONFIGURATION ................................................................................................................................... 20
DELIVERABLE 13: ACCELA MOBILE OFFICE CONFIGURATION ................................................................................................................. 21
DELIVERABLE 14: V360 USER EXPERIENCE.......................................................................................................................................... 22
STAGE 5 – READINESS .................................................................................................................................................................. 23
DELIVERABLE 15: ADMINISTRATIVE AND TECHNICAL TRAINING ............................................................................................................... 23
DELIVERABLE 16: USER ACCEPTANCE TESTING (UAT) ASSETS ............................................................................................................. 24
DELIVERABLE 17: DAILY USER TRAINING .............................................................................................................................................. 25
STAGE 6 - DEPLOY ......................................................................................................................................................................... 25
DELIVERABLE 18: PRODUCTION SUPPORT – ASSETS ............................................................................................................................. 25
DELIVERABLE 19: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC ........................................................................................... 26
PROJECT RESOURCES AND LOCATION OF WORK .................................................................................................................................. 27
WORK LOCATION ................................................................................................................................................................................ 27
AGENCY RESOURCES .......................................................................................................................................................................... 27
ACCELA RESOURCES .......................................................................................................................................................................... 29
PAYMENT TERMS ................................................................................................................................................................................... 31
PAYMENT SCHEDULE: .................................................................................................................................................................. 31
EXPENSES: ..................................................................................................................................................................................... 31
CONTRACT SUM: ................................................................................................................................................................................ 32
ACCEPTANCE ...................................................................................................................................................................................... 32
Statement of Work
2013 Accela Inc. Page 3
TERMS ............................................................................................................................................................................................... 32
APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY ........................................................................................................... 33
IMPLEMENTATION LIFE CYCLE .............................................................................................................................................................. 33
INITIATION ........................................................................................................................................................................................... 33
ANALYSIS ........................................................................................................................................................................................... 33
SOLUTION FOUNDATION ...................................................................................................................................................................... 33
BUILD ................................................................................................................................................................................................. 34
READINESS ......................................................................................................................................................................................... 34
DEPLOY .............................................................................................................................................................................................. 34
APPENDIX B – DATA CONVERSION ASSUMPTIONS ......................................................................................................................... 35
GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS ..................................................................................... 35
DATA CONVERSION ASSUMPTIONS ....................................................................................................................................................... 35
APPENDIX C – DELIVERABLES ACCEPTANCE FORM....................................................................................................................... 36
Statement of Work
2013 Accela Inc. Page 4
DOCUMENT CONTROL
Date Author Version Change Reference
3/28/2014 Dave Feuer 1.0 1st Versión
5/23/2014 Dave Feuer 1.1 Comment Review and Edits based on Inquiries
5/25/2014 Cindy Sullivan 1.2 Review and Acceptance of Edits
6/14/2014 Cindy Sullivan 1.3 Updated Pricing
Statement of Work
2013 Accela Inc. Page 5
OVERVIEW
Congratulations on your selection of Accela, Inc., and their enterprise suite of industry leading software. The
implementation of Accela products is designed specifically to meet the specific requirements and budget defined by
City of Hermosa Beach (“Agency”). Accela will utilize a best practice Implementation Methodology, based on previous
client interactions and industry knowledge, to promote a successful project that will meet the Agency’s objectives. The
following Statement of Work will detail how Accela Services will implement the software you have purchased, including
the major milestones and deliverables that will ensure your success.
Accela is committed to providing a superior software solution, and deployment of the software, for the current and
future needs of the Agency. Accela will work with Agency staff to optimize Accela’s portfolio of software, best
practices, and customer experience to enable the Agency to successfully deploy its Accela Automation software and
meet its functionality, timing and cost requirements. This Statement of Work (“SOW”) dated September 04, 2013 sets
forth a scope and definition of the consulting/professional services, work and/or project (collectively, the “Services”) to
be provided by Accela (“Accela”) to Agency.
SERVICES DESCRIPTION
PURPOSE
The purpose of this document is to detail the specific activities, deliverables, roles and responsibilities, and
acceptance criteria that comprise the implementation of Accela Automation, Accela GIS, and Accela Mobile Office for
the Agency. Accela will provide professional services for implementation of the above modules and products per the
Work Description section detailed henceforth. The following Agency departments comprise the organization scope of
the implementation described herein:
Public Works Admin and Yard
PROJECT TIMELINE
The term of this project is 8 months and 1 phase for the Asset Management Implementation. The 18 month Land
Management may supersede this project and is proposed under a separate SOW.
Any delays (eg, Change in staff level/availability, missed deadlines) in the Project Timeline which by mutual
agreement were created by the Agency will result in an increase in the duration of the project will require a Change
Order to reimburse Accela for the additional costs associated with the delay, including but not limited to additional
hours for project management, deliverable development and review.
Upon execution of this SOW, the parties will collaborate to determine a start date for Services to be rendered. Upon
initiation of these Services, the Accela Project Manager will work with the Agency to collaboratively define a baseline
project schedule. Given the fact that project schedules are working documents that change over the course of the
project, the Accela Project Manager will work closely with Agency to update, monitor, agree, and communicate any
modifications.
PROJECT MANAGEMENT
Accela will provide a full time project manager for services throughout the implementation in order to plan and monitor
execution of the project in accordance with deliverables outlined in the Statement of Work. To support the
implementation of the Accela Automation software at the Agency, Accela will provide Project Management services
throughout the project. Generally these services include the following:
Project plan management using Microsoft Project 2010,
Project document management using Microsoft SharePoint,
Statement of Work
2013 Accela Inc. Page 6
Issue log management and escalation,
Status reporting,
Change order management,
Project workspace management,
Resource management,
Executive project oversight and quality assurance.
By mutual agreement, some project management tasks may be shared between the Accela Project Manager and the
Agency Project Manager.
CRITICAL SUCCESS FACTORS
In order to successfully execute the services described herein, there are several critical success factors for the project
that must be closely monitored and managed by the stakeholders. These factors are critical in setting expectations
between the Agency and Accela, identifying and monitoring project risks, and promoting strong project
communication.
Knowledge Transfer – While Accela cannot guarantee specific expertise for Agency staff as a result of
participating in the project, Accela will make all reasonable efforts to transfer knowledge to the Agency. It is
critical that Agency personnel participate in the analysis, configuration and deployment of Accela Automation
in order to transfer knowledge to the Agency. Once Post Production assistance tasks are completed by
Accela Services, the Agency assumes all day-to-day operations of Accela Automation outside of the Support
and Maintenance Agreement. The Service and Maintenance Agreement does not cover any Agency
manipulation of implemented scripts, reports, interfaces and adapters. Key knowledge transfer areas include:
Configuration
Scripting
Batch scripts
Interfaces
Event Management Scripts
Reports and Forms
Dedicated Agency Participation – Accela fully understands that Agency staff members have daily
responsibilities that will compete with the amount of time that can be dedicated to the Accela Automation
implementation project. However, it is critical that the Agency acknowledges that its staff must be actively
involved throughout the entire duration of Services as defined in the Project Plan. Accela will communicate
insufficient participation of Agency and Accela resources through Project Status Reports with real and
potential impacts to the project timeline. Accela will work the project sponsors and department leaders to
determine appropriate team member involvement. This could rand range from full-time during early analysis
meetings to part-time during the technical implementation phase.
Deliverable Acceptance Process - Implementation services for the above products are formalized through
the deliverables defined in this document. Upon completion of each deliverable according to the acceptance
criteria defined herein, Accela will provide the Agency with a Deliverable Acceptance Form to formalize
acceptance and completion. The Deliverable Acceptance Form is subsequently signed by the appropriate
Agency contact, as defined in the Project Charter, and faxed/scanned/emailed or hand delivered to Accela.
Please refer to Appendix C to view a sample Deliverable Acceptance Form. Accela respectfully requests
prompt attention to the processing of all Deliverable Acceptance Forms, as adherence to this timely process
directly impacts the ability to complete the project in the desired timeframe. In order to prevent delays in the
project schedule, for all Deliverables where no response time is specifically identified I the SOW, a three (3)
business day acceptance period is assumed.
Statement of Work
2013 Accela Inc. Page 7
Accela Implementation Methodology – Accela’s successful, proven, implementation methodology is crucial
to the project success. Accela’s Automation software and customer base is a niche market and as such the
implementation methodology may differ from other consulting firms and software packages. It is imperative
to project success that the Agency is willing to adhere/adopt to the Accela Implementation Methodology.
PROJECT ASSUMPTIONS
Agency and Accela will review their responsibilities before work begins to ensure that Services can be
satisfactorily completed.
Agency shall provide the necessary tools, accounts, and permissions that will enable Accela to access the
Agency’s internal network for the purpose of remote installation and testing. This access must be provided
through industry standard tools such as Virtual Private Network (VPN). Failure to provide this access in a
timely fashion will result in a project delay. Such a delay will result in a Change Order.
Agency agrees during the Initiation Phase of the project to assign a single designated approver for each
major project deliverable. The designated approver will be responsible for overseeing and/or directly
participating in the design and development, as well as the approval, of the deliverable. Agency may make
changes to designated approvers with written notification to Accela a minimum of one month before a
deliverable is due.
Agency will provide work space for Accela Services for work completed on Agency premises.
Accela will implement the most current version of Accela Automation at the time of the contract signing.
Agency will maintain primary responsibility for the scheduling of Agency employees and facilities in support of
project activities.
Agency will ensure that Accela resources have access to a Dev or Test version of the 3rd party system for
interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3rd party
system.
Agency will provide/purchase/acquire the appropriate hardware, software and infrastructure assets to support
all required Accela software products in both support/testing and production environments as defined in the
project schedule.
For use with Accela Citizen Access, Agency will provide/purchase/acquire an online merchant account and
all related hardware required by the merchant account provider for the handling of credit cards and/or checks.
Agency is responsible for proper site preparation, hardware, software, and network configuration in
accordance with Accela specifications.
Accela will be responsible for implementing a functioning version of the application software at the Agency
(assuming the Agency has installed the proper hardware, software, and networking devices).
Accela will provide the Agency with a Weekly Status Report that outlines the tasks completed during the prior
week, the upcoming tasks that need to be completed during the following week, the resources needed to
complete the tasks, a current version of the project plan, and a listing of any issues that may be placing the
project at risk (e.g., issues that may delay the project or jeopardize one or more of the production dates).
Agency will provide Accela with access to test and development environments for each Agency system that
requires integration with Accela Automation.
Accela personnel will attend Agency executive steering committee meetings as needed.
Agency is committed to the involvement of key resources and subject matter experts for ongoing
participation in all project activities as defined in the project plan associated with this SOW.
The project schedule is managed using Microsoft Project. Should any tasks slip behind schedule ten (10)
business days, Accela and Agency will escalate according to the Communication Plan in the Project Charter.
The following Assumptions are specific to deliverables as noted below:
o 30 Asset Types
o 80 Work Order Template with 80 record types (record types match work order template names.
Group = AMS; Type = Department; Subtype = Asset type; Category = WO activity.
Statement of Work
2013 Accela Inc. Page 8
o 50 Tasks will be created that can be manually selected by end users at any time but will not be pre-
defined with templates
o 15 Service Request Record types
o 5 asset feature classes setup with up to five attributes per asset with GIS sync - focus is on key
utility assets first with GIS. Work will be done remotely.
o Provide one key script that associates service requests to work orders.
o One week of end user training with 2 days of administrator training.
o Up to 20 end users.
o Test and acceptance plan will focus on unique test scenarios (eg: service request or work order, not
unique work orders or service requests.). Testing support is off-site.
o Lead analyst will support Go-live on-site plus off-site prep time. Go-live will be up to 4 consecutive
days on-site.
o Accela training documentation will be used.
o Two users groups assumed with along with an admin user role.
o Consoles will focus on providing view to service requests and work order lists.
o Report hours will be agreed to with City in how they will best be utilized based on best practice
recommendations from Woolpert.
o Checklists will be provided prior to install and go-live tasks that City will need to run-through and
validate prior to performing on-site work.
o Up to 15 days or less assumed on-site for project.
o All assets are in the GIS.
o
o No inventory management assumed.
o Landport migration will to bring over both service requests and work order history with six fields. .
o Two workflows assumed - a work order standard and a service request standard.
o Up to 5 statuses.
o Up to 4 inspections assumed with up to ten observations.
o Up to 5 PM schedules for up to five assets types.
o Cost groups will be used for accessing labor, material and equipment from WO.
o Quick queries include Open work orders, reactive work orders, work orders assign to individual,
approved work orders.
WORK DESCRIPTION
The following section describes the specific activities and tasks that will be executed to meet the business objectives
and business requirements of the Agency. In support of the implementation effort as described above, Accela will
provide the following detailed implementation services. For each deliverable, a description is provided as well as
criteria for acceptance of the deliverable.
STAGE 1 - INITIATION
DELIVERABLE 1: PROJECT INITIATION
Project initiation is an opportunity to ensure the project starts in a well-organized, structured fashion while re-
confirming the Agency and Accela expectations regarding the implementation. This Deliverable is comprised of
project planning activities, core project management documents and templates and the first on-site meeting conducted
between the Agency and Accela after the signing of the Statement of Work.
In conjunction with the Agency representatives, Accela will perform the following tasks:
Prepare a project plan that addresses the following:
Statement of Work
2013 Accela Inc. Page 9
o Finalize staffing for the project teams. Guidelines and recommendations for the Agency project
staffing are addressed in the Project Staffing section of this document.
o Conduct a formal onsite Kickoff meeting. The objective of this meeting is to review the purpose of
the project and discuss the project scope, roles and responsibilities, deliverables, and timeline.
o Establish Communication Plan and project logistics including escalation, status reporting, issue/risk
management, work locations, etc.
o Establish schedule of Steering Committee meetings.
o Review and agree on Project Status Report Template format.
o Finalize and document formal deliverable signoff procedures, identify team members that will be
responsible for signoff from the Agency and Accela.
o Review infrastructure requirements and preparation (with designated Agency technical staff).
o Finalize an integrated project plan that includes resource allocation for all tasks (in cooperation with
the Agency Project Manager).
o Create a project SharePoint site and load all standard, current documentation.
o Submit a request for information of existing asset and maintenance management practices.
The Project Kickoff Meeting includes a formal presentation by the project team to review project objectives,
methodology, timeline, roles and responsibilities, risks, and other key project elements with project stakeholders.
In terms of specific output, the following will be executed for this deliverable:
Baseline Project Plan (MS Project).
Project Status Report Template (MS Word).
Project Kickoff Presentation (MS PowerPoint).
Project SharePoint Site.
Project Kickoff Meeting.
Accela Deliverables:
Pre-kickoff stakeholder phone calls
Steering committee conference call
Draft and final project plan
On-site kickoff meeting
Request for Information
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Coordinate project planning activities.
Communicate the Accela Implementation Methodology that will be used by Accela to deliver Services.
Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation
deliverables with input from appropriate Agency resources.
Agency Responsibilities:
Identify and set expectations with key resources and subject matter experts for ongoing participation in the
project.
Provide timely and appropriate responses to Accela’s requests for project planning input and meeting
logistics requests.
Provide meeting facilities for Project Kickoff and other onsite activities.
Include Project Sponsor in Project Kickoff Meeting.
Statement of Work
2013 Accela Inc. Page 10
Acceptance Criteria:
Review and acceptance of the Project Status Report Template
Review and acceptance of the Baseline Project Plan
Review and acceptance of the Project Charter
Completion of the Project Kickoff Meeting
DELIVERABLE 2: ACCELA AUTOMATION SETUP – CLOUD SUPPORT
During the Setup of the Accela Cloud Support step of this project, Accela’s technical staff will work with the Agency IT
staff to ensure that the components for hardware, software, database, network, and Internet are in place for Cloud
Support Site. Accela technical staff will validate the proper installation and configuration of the Accela Automation
environment. This Deliverable is defined as the agency setup in the Cloud environment of the Accela Automation
software, such that Agency can log into the system and verify that the software was setup
In terms of specific output, the following will be executed for this deliverable:
Setup of Cloud Support of the Accela Automation software.
Demonstration of an operational Accela Automation computing environment.
Specifically, Accela will perform the following tasks within the support environment:
Perform a remote system check of the setup.
Demonstrate that the Accela Automation applications are operational in the Agency computing environment.
Configure Accela Automation to use the reporting technology Crystal Reports.
Accela Deliverables:
Setup of Cloud Support of the Accela Automation software.
Demonstration of an operational Accela Automation computing environment.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Consult with Agency resources to provide technical input and answer technical questions related to the
support setup for Accela Automation.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Procure and configure necessary hardware, non-Accela systems software, and networking infrastructure as
specified by Accela.
Make available the appropriate Agency key IT users to participate in any hardware, software, environment,
and infrastructure meetings.
Acceptance Criteria:
Confirmation of ability to log into the Accela Automation software that has been setup in the Support Accela
Cloud.
STAGE 2 – TO-BE ANALYSIS
To-Be Analysis is comprised of the activities required to define the Accela Automation Solution Foundation for the
Agency. The key output of the process are To-Be Analysis Document(s), which serves as a ‘blueprint’ for design and
baseline configuration efforts throughout the implementation project and establishes the benchmarks for testing and
acceptance at the conclusion of the project.
Statement of Work
2013 Accela Inc. Page 11
The To-Be Analysis Document(s) include detailed information on the Agency’s business processes to be configured in
the Accela Automation Solution Foundation, including the following topics:
Organization and departments Standard Comments
Record Types Workflow
Inspections Email Notification
Status Values Intake Forms
User Defined Fields Dropdown List Values
Fees Conditions
The To-Be Analysis Sessions and To-Be Analysis Document(s) do not include detailed information related to the
following deliverables as they are dependent on the completion of the Solution Foundation milestone.
Deliverable 9: Event Management Scripting Assistance
Deliverable 10: Report Specifications
Deliverable 11: Report development
Deliverable 14: V360 User Experience
The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the
To-Be Analysis Documents for the purpose of approval and sign-off on the deliverable. Accela will build prototypes of,
which will be used during the review sessions to demonstrate the proposed functionality. Prototyping is intended to
demonstrate selected aspects of Accela Automation functionality to assist in understanding how it will operate for the
Agency.
Accela Deliverables:
Setup of Cloud Support of the Accela Automation software.
Demonstration of an operational Accela Automation computing environment.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s request for information.
Consult with Agency resources to provide technical input and answer technical questions related to the
support setup for Accela Automation.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Procure and configure necessary hardware, non-Accela systems software, and networking infrastructure as
specified by Accela.
Make available the appropriate Agency key IT users to participate in any hardware, software, environment,
and infrastructure meetings.
Reviewing specific business processes such as the standard procedures for repairing a specific asset is not
considered – Accela’s focus is on use of Accela System and asset management best practices, not
operational procedures for specific assets.
All workshop preparation activities will be performed remotely
Actual workshops will be administered on-site at City facilities
Acceptance Criteria:
Completion of Metrics workshop
Completion of organization-wide workshop
Common service request and work order workflows
Statement of Work
2013 Accela Inc. Page 12
DELIVERABLE 3: ENTERPRISE-WIDE WORKSHOP
Metrics Workshop Review
Prior to discuss details around the asset configuration, in order to develop the To-Be Analysis Document, Accela will
review the City’s existing metrics and discuss organization-wide standards.
Accela understands that an organization may, or may not, have defined a ‘Current baseline’ of performance
measures. Accela recognizes that most entities implementing, or enhancing, a CMMS or EAM are creating or seeking
enhanced methods to measure and monitor performance. We understand the importance to align business
objectives with what gets done day-to-day, realize asset performance and financial success all while satisfying
stakeholder expectations—such as safety assurance, brand reputation, and environmental responsibility. With this in
mind, Accela expects a set of new or enhanced ‘Target Measures’ to be established through a ‘Gap Analysis’
process with a focus on defining those that can be monitored within the EAM or CMMS system.
By building off of the City’s current asset management approach and developing the above items, the core
project team will reach agreement on concrete items that drive the asset management program and the
supporting software solution.
With senior level management in place for the primary discussions above, Accela may move directly into the
Organization-Wide Standards Workshop.
Accela will document the results of these workshops within the To-Be Analysis Document(s).
Organization-Wide Workshop
This task will begin with an organization-wide standards workshop to review and address the following business areas:
Key Enterprise Business Decisions
Approaches to managing unique asset IDs.
Standard maintenance types to be used Client-wide (eg: preventative, reactive, corrective and predictive
maintenance).
Asset failure codes – where and how they will be used.
Tracking contractor costs.
Tracking work by project.
Managing asset warranties.
Tracking financial account codes.
Discuss and agree on the assets part of the project that work orders
Common Enterprise Business Strategies
Work order lifecycle statuses and priorities.
Review key service requests
Expected roles and responsibilities of a maintenance technician (eg: as an organization, we expect our
maintenance personnel to log into a computer and record their work electronically, book their labor etc.).
Expected roles and responsibilities of a supervisor (eg: as an organization, we expect the supervisors to
review each and every work order each day before closing).
Expected roles and responsibilities for asset data maintenance (eg: asset additions, updates and/or deletions
will be managed in the following way).
Statement of Work
2013 Accela Inc. Page 13
Managing asset removals and replacements.
Common Service Request and Work Order Workflows
Accela has found that organizations have both a combination of unique business processes and routine / common
workflows. The concept behind this approach involves the 80/20 Rule (or Pareto Principle) that suggests 80% of
resources are consumed performing 20% of tasks. This principle indicates that defining 20% of tasks will narrow the
focus on the configuration analysis.
The standard work order system workflow (standard service request and work orders) will be provided.
Accela Deliverables:
Metrics review workshop
Organization-wide workshop
Common workflows
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s requests for information.
Interview staff in order to understand existing business processes.
Conduct workshops to capture the key decisions.
Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Make available the appropriate Agency key users and content experts to provide required information,
participate in the configuration analysis and verify the accuracy of the documented workflows, input/output
formats, and data elements.
Provide any existing business process documentation, including process flows; fee schedules; commonly
used applications, reports and forms; and other relevant information.
Schedule participants and meeting locations for analysis activities.
Acceptance Criteria:
Completion of workshops and provided common workflows.
DELIVERABLE 4: TO-BE ANALYSIS SESSIONS – ASSETS AND SERVICE REQUEST
In order to develop the content for the To-Be Analysis Document(s), Accela will work closely with designated Agency
personnel and will conduct analysis sessions to capture the “to-be” required business processes.
In conjunction with the Agency representatives, Accela will perform the following tasks:
Review and understand existing business processes intended for migration into Accela Automation (Accela
Asset Management and Accela Service Request modules).
Assist the Agency in streamlining existing business processes for fit into Accela Automation.
Collect employee names and associated roles and identify user group setups.
Review the collected document intake requirements, forms, and data fields for each process.
Review the collected document output requirements (documents/letters/reports).
Review required preventative maintenance and/or condition assessment s for potential assets.
Statement of Work
2013 Accela Inc. Page 14
Accela’s Project Manager will coordinate and schedule the Analysis Sessions in conjunction with the Agency Project
Manager and according to the agreed upon Project Plan. In terms of specific output, the following will be executed for
this deliverable:
To-Be Analysis data gathering activities, including workshops, interviews, and web conferencing sessions.
Accela Deliverables:
To-Be Analysis data gathering activities, including workshops, interviews, and web conferencing sessions
o Two trips anticipated on-site for up to 8 days of analysis and configuration review.
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s requests for information.
Interview staff in order to understand existing business processes.
Conduct to-be analysis sessions to capture the required business processes to be automated within the
system.
Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Make available the appropriate Agency key users and content experts to provide required information,
participate in the configuration analysis and verify the accuracy of the documented workflows, input/output
formats, and data elements.
Provide any existing business process documentation, including process flows; fee schedules; commonly
used applications, reports and forms; and other relevant information.
Schedule participants and meeting locations for analysis activities.
Acceptance Criteria:
Completion of To-Be Analysis Sessions for the Assets.
DELIVERABLE 5: TO-BE ANALYSIS DOCUMENT(S) – ASSETS AND SERVICE REQUEST
To-Be Analysis Document(s) will be developed by Accela based on the information gathered in Deliverable 4: To-Be
Analysis Sessions – Assets. This document(s) will serve as the ‘blueprint’ for Department processes throughout the
implementation project. Upon completion of the document(s), Accela will conduct a formal review with Agency for the
purpose of approval and sign-off on the deliverable.
In terms of specific output, the following will be executed for this deliverable:
To-Be Analysis Document(s) (Adobe PDF).
Accela Deliverables:
To-Be Analysis Document
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s requests for information.
Interview staff as necessary in order to understand existing business processes.
Build selected prototypes to demonstrate proposed functionality.
Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
Statement of Work
2013 Accela Inc. Page 15
Prepare and complete To-Be Analysis Document(s) capturing the Agency’s business processes to be
included in the Solution Foundation.
Completion and successful demonstration of 2 prototypes to demonstrate proposed process functionality
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s requests for information.
Schedule participants and meeting locations for To-Be Analysis Document(s) review activities.
Review and provide feedback on To-Be Analysis Document(s).
Acceptance Criteria:
Successful demonstration of prototypes.
Review To-Be Analysis Document(s) and validate that the content accurately reflects the business processes
data that will be included in the Accela Automation Solution Foundation.
STAGE 3 – SOLUTION FOUNDATION
Accela will provide professional services to develop the Accela Automation Solution Foundation in accordance with
requirements established and agreed upon during the execution of the tasks that comprise Stage 2 – To-Be Analysis.
Accela will produce a detailed, technical Solution Foundation Document(s) that represents the entire foundation of the
system, for each module. This document will be delivered for review with the completed solution.
DELIVERABLE 6: ACCELA AUTOMATION SOLUTION FOUNDATION – ASSETS AND SERVICE
REQUEST
Accela will provide professional services to develop the Solution Foundation of the Accela Automation product in
accordance with requirements established and documented in Deliverable 05: To-Be Analysis Document(s).
In terms of specific output, the following will be executed for this deliverable:
Completed Configuration to support the To-Be Business Processes
Accela Deliverables:
Completed Configuration
Webex to review results of configuration
Accela Responsibilities:
Provide timely and appropriate responses to Agency’s requests for information.
Configure the foundational components as defined in the To-Be Analysis Document(s).
Agency Responsibilities
Provide timely and appropriate responses to Accela’s requests for information.
Make available the appropriate Agency key users and content experts to participate in creating the system in
an effort to learn about the system.
Work with Accela to verify that the system meets the foundational requirements documented in the To-Be
Analysis Document(s).
The Agency will test the system for purposes of validating the configuration.
Acceptance Criteria:
Review and approve that the Accela Automation Solution Foundation meets the requirements documented in the
approved To-Be Analysis Document(s).
Statement of Work
2013 Accela Inc. Page 16
STAGE 4 – BUILD
The Build stage includes data conversions, development of interfaces, development of Accela Event Manager Scripts
and custom report development. It comprises all of the additional critical activities outside of solution foundation that
has been configured for the Agency. Similar to the Configuration Stage, it is critical that appropriate agency
representatives are involved in each step of the process to ensure success.
Data conversion of historic/legacy data from Agency systems is a critical activity for the success of this project. The
Accela team is highly experienced in planning for and executing these activities and will work closely with Agency staff
to ensure a successful transition of data. Specifically, the Accela team will work with Agency to understand the data
sources, how they are used, where their data will be stored in Accela Automation and the quality of that data. Often
multiple sources store and manage similar information and decisions need to be made about the authoritative source.
It is also common to find that data sources have not had strong controls and the accuracy is questionable or there is
missing data. There are techniques and tools that Accela may recommend to understand the current state of Agency
data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis,
mapping of historical/legacy data sources may begin with Accela’s mapping tool and conversion iterations performed
as outlined in the Project Plan. Accela provides release notes during these conversion tests to verify data is being
transferred correctly (e.g., number of records and expected values in fields).
Accela will lead the conversion effort and specifically assist in the following areas: data mapping, script development
for conversion, assistance in data testing and validation, and with the planning and execution of the final data
conversion. For conversions, it is expected and anticipated that the Agency will provide resources knowledgeable
with the historical data to assist in the data migration/conversion effort.
The required data mapping effort will be a conducted by Accela personnel with assistance from the Agency. Once the
data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps.
Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela
Automation database. PLEASE REFER TO APPENDIX B FOR SPECIFIC ASSUMPTIONS AND PARAMETERS
RELATED TO ACCELA ’S CONVERSION APPROACH.
DELIVERABLE 7: HISTORICAL DATA CONVERSION ANALYSIS
Upon receipt of Agency’s Landport data, Accela will create a Data Conversion Mapping Document detailing the data
conversion process, mutually agreed upon requirements and mapping of Agency’s historical data into Accela
Automation.
In terms of specific output, the following will be executed for this deliverable:
Landport Historical Data Conversion Specifications
Accela Deliverables:
Data conversion specification
Accela Responsibilities:
Work with the Agency to define and document historical data elements that are required for the conversion.
Facilitate the data analysis and mapping process
Complete the Data Conversion Specifications Document.
Agency Responsibilities:
Provide historical data in acceptable formats.
Statement of Work
2013 Accela Inc. Page 17
Provide subject matter experts on the data source to aid Accela in identifying key components of the
historical data
Provide subject matter experts on the historical configuration to aid in the data mapping process
Review and sign-off on completed Data Conversion Specifications document.
Acceptance Criteria:
The Historical Data Conversion Specifications document identifies historical data elements that will be
converted into Accela Automation as well as document special consideration (ex. merging data sources,
phasing, etc.)
Acceptance Review Period:
Ten (5) business days total
DELIVERABLE 8: HISTORICAL DATA CONVERSION DEVELOPMENT
Upon Agency approval of the Historical Data Conversion Specifications document, (Deliverable 7), Accela will provide
a program(s) to migrate appropriate historical data into Accela Automation. Upon receipt of the conversion from
Accela, the Agency DBA will load the data into the Support Cloud environment for validation.
In terms of specific output, the following will be executed for this deliverable:
Migrated historical data into Accela Automation Support Cloud database environment.
Accela Deliverables:
Data conversion
Accela Responsibilities:
Provide a program to migrate historical data into the Agency’s AA test database environment.
Each data conversion will include up to three (3) conversion loads for client testing
o Load 1 will include Composition to Record Type Mappings, Addresses, Work Description, Summary
Costs, Status, and Inspections
o Load 2 will include Screen Data Mapped to ASI or ASIT and all other data in Load 1.
o Load 3 will include all data in Load 2 plus any mapping adjustments.
Validate the successful completion of the migration of historical data into the Accela Support Cloud.
Agency Responsibilities:
Providing the legacy data source in an accepted format
Assist in the execution of the data conversion program and provide access to environments as needed
Provide resources to validate the conversion statistics and the quality of the data converted into Accela
Automation
Acceptance Criteria:
Historical data has been converted to Accela Automation testing environment according to the Data
Conversion Mapping document.
Acceptance Review Period:
Ten (5) business days total
Statement of Work
2013 Accela Inc. Page 18
DELIVERABLE 9: EVENT MANAGEMENT SCRIPTING ASSISTANCE
During the configuration analysis phase of the implementation project, Accela will identify opportunities to supplement
the Accela Automation base functionality via Event Manager Script Engine (EMSE) script development. Accela will
work with key Agency project stakeholders to identify the business rules/processes to be automated. Accela will work
with Agency to identify desired EMSE functionality, and subsequently will help prioritize the scripting needs to
determine which scripts will be developed by Accela, and which scripts can be developed by the Agency. The scripts
developed by Accela can be used as models whereby agency staff can develop and modify additional EMSE scripts
as needed. Accela will provide up to 16 hours of scripting assistance.
Representative examples of business processes that could be automated by a script listed below. Note that the below
list is an example list only and not a list of the actual script(s) that will be developed for the project.
Service request to work order script
Prior to the development of a script, the Agency will approve a design specification document that will be created
jointly by the Agency and Accela. The approved document will be used as a basis for determining completion and
approval of the deliverable.
In terms of specific output, the following will be executed for this deliverable:
EMSE script specifications for scripts to be developed by Accela (MS Excel/Word).
Demonstrated operability of scripts in staging/test environment per the design document specifications.
Accela Deliverables:
EMSE script specifications for scripts to be developed by Accela (MS Excel/Word).
Demonstrated operability of scripts in staging/test environment per the design document specifications.
Accela Responsibilities:
Work with Agency staff to identify potential uses of EMSE scripting.
Assist with development of list of desired EMSE functionality.
Aid the Agency in prioritizing which scripts will be developed by Accela.
Develop EMSE scripts based on the specifications.
Demonstrate functionality of scripts per specifications.
Provide 16 hours of Scripting Assistance.
Agency Responsibilities:
Allocate the time for qualified business and technical experts for the script requirements sessions that are
critical to the project success.
Identify resources that will learn EMSE scripting tolls and approaches for ongoing maintenance.
Prioritize desired EMSE functionality to determine which scripts Accela will develop.
Provide timely and appropriate responses to Accela’s request for information.
Verify the Event Script Specification meets the intended business requirement.
Allocate the time for qualified personnel to test the script for acceptance.
Ensure that the data populates successfully according to the script requirements document.
Acceptance Criteria:
Review and acceptance of design document with written sign-off from the Agency.
Demonstrate a developed script within the system.
Statement of Work
2013 Accela Inc. Page 19
Reports
Reports are defined as anything that can be printed from the system, including but not limited to, reports, forms,
documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The
Configuration Document will define the reports and documents that are required by the Agency to effectively use
Accela Automation. These reports will be broken down by level of effort and identified in the configuration document. It
is expected that, after the appropriate training on the database and the selected report writing tool is completed,
Agency personnel will be able to handle additional and future report requirements. Reports are classified by level of
effort: high, medium, and low. High is defined as a report containing significant calculation and/or extensive detail and
number of fields – for example a financial statistical report or complex permit. The majority of reports require a
‘medium’ level of effort, which is defined as a report displaying non-calculated and minimal calculated data fields.
Reports with a low level of effort are typically letters or notices that contain contact information and basic application
data.
These reports can be developed using the integral Accela Report Writer included with Accela Automation or Crystal
Reports XI Server at the Agency’s discretion. These custom reports, whether developed with Accela Report Writer or
Crystal Reports, will be deployed in the Report Manager for use within Accela Automation.
DELIVERABLE 10: REPORT SPECIFICATIONS
Accela will develop documents/letters/reports from those identified by the Agency as required for the new system.
Accela and Agency have agreed that Accela will develop reports based on the following breakdown:
5 of Medium Complexity
5 of Low Complexity
Prior to the development of a report the Agency will approve report design specification documents that will be created
jointly by the Agency and Accela. The approved documents will be used as a basis for determining completion and
approval of the reports. Development of each report cannot begin until agreement on each specification is complete.
A proven strategy that combines the use of the Accela Automation Quick Queries, custom reports developed by
Accela that include run-time parameters to allow similar reports to be combined, and the development of other reports
by the Agency after training, can ensure that all required reporting requirements are met.
In terms of specific output, the following will be executed for this deliverable:
List of identified reports that Accela will develop
Report Specifications Documents for each of the identified reports
Accela Deliverables:
List of identified reports that Accela will develop
Report Specifications Documents for each of the identified reports
Accela Responsibilities:
Assist in determining level of effort for reports to assist with prioritization.
Develop report specifications.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate key users and content experts to participate in the report specification.
Statement of Work
2013 Accela Inc. Page 20
Provide information and data in the formats specified by Accela that will be needed for agreement on the
Deliverable.
Acceptance Criteria:
Agreement on prioritized list of reports that will be developed by Accela.
Review and approval of individual Report Specifications documents. The Agency will not unreasonably
withhold acceptance if the Agency requests changes to the reports specifications after the initial signoff of the
specification by the Agency.
Agency will have 5 business days to review the Report Specification Documents. If no changes or comments
are requested within the 10 days, the Report Specification Documents are considered approved by the
Agency.
DELIVERABLE 11: REPORT DEVELOPMENT
Accela will develop custom documents/letters/reports per the specifications developed and approved in Deliverable
10, Report Development. Changes to the report specifications after approval can negatively impact project progress
and the overall schedule. Therefore, changes to the report specifications after approval requires an analysis by
Accela to determine the level of effort required, and if a change order would be required to complete the work.
In terms of specific output, the following will be executed for this deliverable:
A total of 10 documents/letters/custom reports per the Report Specification Documents
Accela Deliverables:
A total of 10 documents/letters/custom reports per the Report Specification Documents
Accela Responsibilities:
A total of 10 documents/letters/custom reports per the Report Specification Documents
Provide timely and appropriate responses to Agency’s request for information.
Develop reports per specifications.
Assist in the validation of the reports in test environment.
Acceptance Criteria:
Confirmation of report accuracy in test environment per Report Specifications.
DELIVERABLE 12: ACCELA GIS CONFIGURATION
Accela will install and configure Accela GIS to link and leverage existing Agency GIS information, including assistance
with establishing the map service to be used in conjunction with Accela GIS. The following are the main objectives
being pursued through the implementation of the Accela GIS:
Auto-populate spatial attributes for a property in forms up to 20 fields from GIS to Automation for 5 assets.
During GIS installation, Accela’s technical staff will work with Agency IT staff to ensure that the components for
hardware, software, database, network, and Internet are in place for the Accela GIS test and production environments.
Accela technical staff will validate the proper installation and configuration of the Accela GIS environment.
In terms of specific output, the following will be executed for this deliverable:
Accela GIS installed on Agency server(s).
Demonstration of operational system.
Statement of Work
2013 Accela Inc. Page 21
Up to 20 field Attribute Mapping(s)
5 assets
Accela Deliverables:
Accela GIS installed on Agency server(s).
Demonstration of operational system.
Up to 20 field Attribute Mapping(s) for 5 assets
Accela Responsibilities:
Install Accela software and perform quality assurance checks on the configuration and performance based on
acceptance criteria mutually developed by Accela and the Agency.
Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus
communicating with the Accela Automation system.
Agency Responsibilities:
Arrange for the availability of appropriate staff for the system installation, setup, testing, and quality
assurance throughout the setup process.
Order and procure necessary hardware, non-Accela systems software, and networking infrastructure as
specified by Accela.
Provide people and physical resources based on the dates outlined in the project schedule.
Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
Provide Accela with network access for remote installation and testing.
Provide information and data in the formats specified by Accela that will be needed for the GIS
implementation.
Acceptance Criteria:
Demonstration of operating Accela GIS in test environment.
DELIVERABLE 13: ACCELA MOBILE OFFICE CONFIGURATION
Accela will configure the Accela Mobile Office application. As part of this deliverable Accela will perform the
configuration tasks required to ensure Accela Mobile Office interfaces with Accela Automation in both a test and
production environment. Using Accela Mobile Office, work orders can be executed in the field:
Analysis activities with the Agency will result in a Mobile Office Configuration Specifications Document. Subsequently,
Accela’s staff will extend base configuration of Accela Mobile Office per the Mobile Office Configuration Specifications
Document.
In terms of specific output, the following will be executed for this deliverable:
Accela Mobile Office Configuration Specifications Document (MS Word)
Demonstration of operational system per Accela Mobile Office Configuration Specifications document
Accela Deliverable:
Accela Mobile Office Configuration Specifications Document (MS Word)
Demonstration of operational system per Accela Mobile Office Configuration Specifications document
Accela Responsibilities:
Create configuration specifications for Accela Mobile Office based on analysis with the Agency.
Statement of Work
2013 Accela Inc. Page 22
Configure Accela Mobile Office based on approved specifications document off-site.
Acceptance Criteria:
The base configuration of Accela Mobile Office in the Test environment is configured as documented in the
Accela Mobile Office Configuration Specifications document.
Acceptance Review Period:
Ten (5) business days total
DELIVERABLE 14: V360 USER EXPERIENCE
V360 User Experience is comprised of the fine-tuning of the User Interface (“look and feel”) of the system, usability
and security. This portion is completed prior to User Acceptance Testing to provide a more refined view of the system
and assistance with system acceptance for new users. Accela will use the completed configuration and standard,
best practice V360 User Interface as a starting point for analysis and documentation of desired look and feel of Accela
Automation V360 user interface.
In conjunction with the Agency representatives, Accela will perform the following tasks:
Review and update the required portlets for each major user group.
Review and update the required fields, field order and field names of each major portlet.
Provide recommendations and seek input on required Quick Queries in order to define a default list.
Provide recommendations and seek input on required Smart Charts (Dashboards) in order to define a default
list.
Accela will use the V360 User Console configuration document template, and the appropriate content within that
document to capture the Agency’s desired V360 User Experience to be configured. Accela’s Project Manager will
coordinate the compilation of the information collected during the Analysis into the document, including detailed
settings related to the following topics:
User Consoles Form Filters
ASI Form Layout APO Template Form Layout
Quick Queries Smart Charts
My Navigation Go To Menu’s
Data Filters Security
The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the
document for the purpose of approval and sign-off on the deliverable. Accela will configure the application to meet the
requirements of the document upon approval
In terms of specific output, the following will be executed for this deliverable:
Provide 2 days of Workshops and assistance in the setup of V360 User Interface
Accela Responsibilities:
Provide 2 days of Workshops and assistance to the Agency.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate Agency key users and content experts to participate in the user experience
analysis and verify the accuracy of the documented user experience elements.
Statement of Work
2013 Accela Inc. Page 23
Schedule participants and meeting locations for analysis activities.
Acceptance Criteria:
Provide 2 days of Workshops and assistance to the Agency.
STAGE 5 – READINESS
DELIVERABLE 15: ADMINISTRATIVE AND TECHNICAL TRAINING
Accela will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its
Accela Automation configuration. Our aim at Accela is to educate Agency resources on all aspects of Accela
Automation in an effort to ensure the Agency is self-sufficient. This allows the Agency to best react to changing
requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system
maintenance costs over time.
In addition to a comprehensive administrator training course that spans three days, Accela will also train Agency users
on the administration and use of the system. Specifically, the following courses can be selected from the twenty-three
days of training being provided to the agency to the Agency. (NOTE – This is a list of all Administrative Training and
the agency can choose at their discretion which training is required). At a Minimum the follow training sessions must
be delivered to the agency Three-Day Accela Automation Administrator, One-day EMSE, and One-day Report
Workshop. The total of required Administrative training courses is 5 days.
Accela Automation Administrator Training,
Accela Mobile Office Training,
Accela GIS Training.
In terms of specific output, the following will be executed for this deliverable:
One-day Accela Overview Training course,
Three-day Accela Automation Administrator Training course,
Half-day (4 hours) Mobile Office Administrator Training course,
Half-day (4 hours) Accela GIS Technical Training course
Accela Responsibilities:
Coordinate with the Agency to define training schedule and logistics.
Deliver training per the specific requirements listed above.
Agency Responsibilities:
Select and prepare the power-users who will be participating in the training and subsequently training end
users.
Arrange the time and qualified people for the training who are critical to the project success.
Provide suitable Agency facilities to accommodate various training classes.
Ensure that users are proficient in using PC’s in a Windows environment as a prerequisite for the course.
Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course.
Acceptance Criteria:
Execution of 6 days of listed training courses, the agency has 5 required days and 1 floating day that can be
used at the discretion of the agency.
Statement of Work
2013 Accela Inc. Page 24
DELIVERABLE 16: USER ACCEPTANCE TESTING (UAT) ASSETS
This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the solution
meets the requirements as documented in all the deliverables. Accela will assist the Agency in the testing and
validation of the solution and its readiness to be migrated to production for active use and will assist in transferring the
solution and any required data from Support to Production.
Accela will provide of support for training, oversight, answering questions and addressing issues discovered in User
Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort
to ensure that the system is operating per signed specifications and ready for the move to production. The testing
effort will require a significant time investment by the Agency, and coordination of resources is critical. At this point in
the implementation process, the Agency should test individual components of functionality of the solution (i.e.,
functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Automation solution are
operating properly (i.e., integration testing).
Accela will provide assistance to the Agency as needed by providing User Acceptance Testing (UAT) support and
facilitating completion of UAT. Accela will address and rectify issues discovered during the UAT process as Agency
staff executes testing activities. Accela will work with the Agency to develop a test plan and deliver sample test
scripts, as well as an issue log to track the progress of testing. It should be noted that Accela will plan for a total of 1
month to complete this deliverable.
If the Agency does not devote adequate time and staffing to UAT in order to completely test the solution, Accela may
opt to postpone go-live at the Agency’s expense. Accela will work diligently with Agency to ensure this does not occur
and provide several opportunities for the Agency to add additional staff and time to this effort before recommending a
postponement or delay.
In terms of specific output, the following will be executed for this deliverable:
Resolution of configuration issues resulting from Agency End User Testing.
Fully-tested system that is ready to move to a production environment.
Accela Deliverables:
Resolution of configuration issues resulting from Agency End User Testing.
Fully-tested system that is ready to move to a production environment.
Accela Responsibilities:
Provide recommendations on testing strategy and best practices.
Lead the Agency in up to 1 month of User Acceptance testing effort and the validation of the system
configuration and its readiness to be migrated to production for active use.
Resolution of issues as a result of User Acceptance Testing activities.
Agency Responsibilities:
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Develop the User Acceptance test scripts.
Utilize the use cases documented in each Configuration Document Deliverable as the basis for the
acceptance of this Deliverable.
Statement of Work
2013 Accela Inc. Page 25
Acceptance Criteria:
Completion of up to 1.5 weeks of UAT Support or 60 hours
DELIVERABLE 17: DAILY USER TRAINING
This Deliverable includes the Delivery by Accela to Agency of 6 Days of the Daily User Training course (3 days
onsite). Accela best practices have proven that class sizes no larger than 14 participants are more successful with
students who meet the pre-requisites of the course. The Accela Trainer has the right to modify the class size to
ensure successful instruction with Agency agreement.
End User Training should be coupled with the Agency delivering supplementary user training to its staff using the core
Use Cases documented in each System Configuration Document. Accela recommends that Agency adopt the “80/20
rule” for training, focusing the majority of their training on the 80% of what the Agency normally does operationally.
The recommended supplementary training conducted by the Agency can utilize business experts from each area to
train on all aspects of their configuration. Accela will deliver current training documentation in a format that can be
used to customize the documentation. Documents delivered by Accela to the Agency will be valid for the release that
the Agency is trained. Documents delivered by Accela may not be shared with any other agency or Company per the
Non-Disclosure Agreement.
In terms of specific output, the following will be executed for this deliverable:
5 Days of Daily User Training.
Accela Deliverables:
Up to one week of training
Accela Responsibilities:
Coordinate with the Agency to define training schedule and logistics.
Provide 5 days of Daily User Training.
Agency Responsibilities:
Select and prepare the power-users who will be participating in the training and subsequently training end
users.
Arrange the time and qualified people for the training who are critical to the project success.
Provide suitable Agency facilities to accommodate various training classes.
Ensure that users are proficient in using PC’s in a Windows environment as a prerequisite for the course.
Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course.
Develop any specific custom training material to support unique workflows.
Acceptance Criteria:
Execution of 6 days of the End User Training course to the Agency.
STAGE 6 - DEPLOY
DELIVERABLE 18: PRODUCTION SUPPORT – ASSETS
Production date is defined as the official date in which Accela Automation moves from the test environment to
production for daily Agency usage. This date will be agreed to by both Accela and the Agency at project inception. It
may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, Accela will
Statement of Work
2013 Accela Inc. Page 26
assist in final data conversions, system validation, staff preparation assistance and training, and coordination of
deployment.
In terms of specific output, the following will be executed for this deliverable:
Deployment support prior to moving to Production.
Accela Automation used in production environment for Agency daily use.
Accela Deliverables:
Deployment support prior to moving to Production.
Accela Automation used in production environment for Agency daily use.
Accela Responsibilities:
Provide on-site resources to support the move to Production effort.
With assistance from the Agency, lead the effort to transfer the system configuration and any required data
from Support to Production.
Assist in the development of a Pre-Production checklist that details the critical tasks that must be
accomplished prior to moving to Production.
Agency Responsibilities:
Provide technical and functional user support for pre and post Production Planning, execution, and
monitoring.
Provide timely and appropriate responses to Accela’s request for information.
Assist in the development of a Pre-Production checklist that details the critical tasks that must be
accomplished prior to moving to Production.
Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Acceptance Criteria:
Deployment support prior to moving to Production.
Production system is first used by the Agency for daily use.
DELIVERABLE 19: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC
This deliverable is comprised of the post- Production support assistance that Accela will provide to address issues and
provide consultative advice immediately following the move to Production for daily use. Accela will provide support for
1 week immediately following deployment (go-live) of phase 1. At the end of the support period, a formal meeting will
be scheduled with the Agency, Accela Services Team, and Accela CRC for the purpose of transitioning support of the
Agency to Accela CRC.
Accela will work with the Agency to identify and address issues identified during this period using a Post Production
Issues List. This list will be comprised of issues related to the defined deliverables listed in this SOW, which will be
addressed by Accela, as well as any other issues which will be addressed by the Agency. Examples of issues the
Agency is responsible for include training issues, functional changes beyond the scope of this Statement of Work,
cosmetic changes, and procedures related to the use of Accela Automation. Specifically, Accela will not be
developing or creating additional reports, conversions, records types and workflow processes that were not included in
the scope of this project.
In terms of specific output, the following will be executed for this deliverable:
Statement of Work
2013 Accela Inc. Page 27
Transition of Agency from Services team to Customer Resource Center for ongoing support.
Accela Deliverables:
Transition of Agency from Services team to Customer Resource Center for ongoing support.
Accela Responsibilities:
Provide post-production support for Accela developed configuration and components.
Assist with the identification of issues for the Post Production Issues List.
Assist with issues that may arise related to the deliverables in this SOW.
Transfer ongoing support of the client and to the CRC to address any post Production issues that require
remediation.
Agency Responsibilities:
Provide technical and functional user support for post-production support and monitoring.
Develop and maintain a Post Production Issues List.
Provide timely and appropriate responses to Accela’s request for information.
Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Acceptance Criteria:
Execution of 1 weeks of post-Production support phase 1.
Official transfer from the Accela Services project team to the Customer Resource Center (CRC).
PROJECT RESOURCES AND LOCATION OF WORK
WORK LOCATION
Services contracted under this SOW may be performed remotely and/or at the Agency’s on-site facilities as deemed
appropriate and reasonable for the successful completion of the Services detailed herein.
AGENCY RESOURCES
Agency must fill the appropriate roles with the appropriate personnel to work together with the Accela Engagement
Team for these Services and that Agency will make available additional resources as needed for the Services to be
successful. Agency roles can be filled by the same person. In addition, Agency will provide all necessary technical
resources to make appropriate modifications within any Agency systems wishing to integrate with any Accela systems.
These resources must be proficient in Agency coding/development environment and tools, to make the required
changes to their software to enable integration and must be available during the timeframe of these
Services. Agency roles include Sponsor, Project Manager, Technology Manager, and Business Lead(s) for each
Division/department being implemented, Super User trainers, and others as appropriate.
Agency Resources Description
Project Sponsor
Responsibilities include:
Ultimate responsibility for the success of the project,
Creating an environment that promotes project buy-in,
Driving the project through all levels of the agency,
Statement of Work
2013 Accela Inc. Page 28
High-level oversight throughout the duration of the project,
Serving as the primary escalation point to address project issues in a
timely manner.
Project Manager
Responsibilities include:
Overall administration, coordination, communication, and decision- making
associated with the implementation;
Planning, scheduling, coordinating and tracking the implementation with
Accela and across departments within the agency;
Ensuring that the project team stays focused, tasks are completed on
schedule, and that the project stays on track.
Division/Departmental Busines
s Leads
A user representative for each affected department must be appointed to facilitate
analysis and configuration and serve as a decision-making entity for that
group. These critical appointments may well determine the success of the
implementation for their respective areas. Responsibilities include:
Attending requirements workshop sessions;
Willing and able to gather data and make decisions about business
processes;
Assist in the creation of specifications for reports, interfaces & conversions
Review and test the system configuration;
Participating in the implementation of the Accela Automation solution.
Division/Departmental Subject
Matter Expert (SME)
Responsibilities include:
Being trained on the Accela Automation system at a System
Administration level;
Being fully engaged in the Business Analysis and system configuration
activities;
Assist internal efforts towards the creation of reports, interfaces &
conversions;
Assist in the review and testing of the system configuration;
Actively participate in the full implementation of the Accela Automation
solution.
Technical Lead
Responsibilities include:
Primary responsibility for the technical environment during the software
implementation;
Ensure that servers, databases, network, desktops, printers, are available
for system implementation and meet minimum standards;
Work with Accela technical personnel during implementation;
Maintain test and production databases;
Perform day-to-day maintenance of the system and install maintenance
releases;
Statement of Work
2013 Accela Inc. Page 29
Act as the primary technical resource for troubleshooting problems;
·Establish and maintain backup, archival, and other customary
maintenance and housekeeping activities.
ACCELA RESOURCES
Accela will assign key Professional Services resources for this engagement with Agency. These individuals are well
versed in the Accela Automation application, and are well qualified to lead this effort. Accela’s Project Manager shall
assume full responsibility for the coordination of this team and its interaction with key Agency resources assigned to
the effort. The main roles are as follows:
Accela Resources Description
Project Executive
The Project Executive oversees the project’s progress/direction and works with the
Project Manager to ensure efficiency, consistency and quality in delivery of Accela
implementations. The Project Executive actively participates in a project
director/executive role. The Project Executive will meet with Agency Executives
monthly or upon request throughout the duration of the project.
Project Manager
The Accela Project Manager is responsible for the overall project management and
works directly with the client throughout all aspects of Accela implementations: from
the initial scoping, planning, staffing to delivery. The Project Manager undertakes the
project administration tasks including:
Project plan management,
Change order management,
Issue log management and escalation,
Status reporting,
Project workspace management,
Resources management,
Work plan management,
Meetings management,
Project review with Project Executive.
In addition, the Project Manager will actively participate in leading the System
Configuration Analysis sessions and will be responsible for the creation of the System
Configuration Document.
Senior Implementation
Consultant
The Senior Implementation Consultant assigned to the project will have major
experience in the business process as well as the product functionality and is
responsible for:
Business analysis activities: Mapping the client’s business processes and
requirements to the functionality of Accela’s products and the creation of
solution design,
Leading system configuration activities,
Providing training/mentoring to agency staff,
Statement of Work
2013 Accela Inc. Page 30
Recommend industry best practices to agency to enhance business
processes,
Guide agency on how best to configure the system based on past
experiences and software expertise.
Implementation Consultant
Implementation Consultant resources support the project and typically focus on the
flowing tasks.
The configuration of the system to match the System Configuration
document.
Build activities within the project, such as conversion data mapping, creation
of reports and interface specification.
Technical Consultant
Accela Technical Consultants are involved in all areas that require knowledge of
server-side considerations and Accela add-on products such as:
Application installation and setup (Accela Automation, Accela GIS, Accela
Wireless, and Accela Citizen Access),
Report definition and creation,
Event Manager Script definition and programming,
Database Conversions and data mapping assistance,
Interface specifications and development.
Training Consultant Training Consultants are responsible for Accela Training classes with assistance
from Implementation consultants, depending on the nature of the specific project.
Statement of Work
2013 Accela Inc. Page 31
PAYMENT TERMS
PAYMENT SCHEDULE:
Accela will perform the Services on a monthly payment basis based on: the nature and scope of the Services and
associated Deliverables outlined herein, the expected staffing requirements, project schedule, Accela’s and
Customer’s roles and responsibilities and the other assumptions set forth in this SOW. Accela’s total price to perform
the Services and provide the Deliverables described is $158,400.00 exclusive of taxes and expenses. The pricing is
based on the information available at the time of signing and the assumptions, dependencies and constraints, and
roles and responsibilities of the Parties, as stated in this SOW. Invoices will be sent on the monthly anniversary of the
contract signing until the contracted amount has been met.
EXPENSES:
Actual amounts of any reasonable and customary travel expenses incurred during the performance of services under
this SOW will be billed to Agency, according to Accela expense policy. Accela will bill Customer for actual expenses
incurred for travel and lodging/living, as well as other approved out-of-pocket expenses (such as mileage, parking,
tolls and telecommunications charges). Accela will work with Customer to manage and control its expenses in
Payment Amount Payment Date
Progress Payment 1 $12,320.00 Upon Contract Signing
Progress Payment 2 $14,080.00 1 Month after kickoff
Progress Payment 3 $14,080.00 2 Months after kick-off
Progress Payment 4 $14,080.00 3 Months after kick-off
Progress Payment 5 $14,080.00 4 Months after kick-off
Progress Payment 6 $14,080.00 5 Months after kick-off
Progress Payment 7 $14,080.00 6 Months after kick-off
Progress Payment 8 $14,080.00 7 Months after kick-off
Progress Payment 9 $12,320.00 Upon Project Completion
Sub-Total Services $123,200.00
Payment Amount Payment Date
Project Management Payment 1 $3,911.12 1 Month after kickoff
Project Management Payment 2 $3,911.11 2 Month after kickoff
Project Management Payment 3 $3,911.11 3 Months after kick-off
Project Management Payment 4 $3,911.11 4 Months after kick-off
Project Management Payment 5 $3,911.11 5 Months after kick-off
Project Management Payment 6 $3,911.11 6 Months after kick-off
Project Management Payment 7 $3,911.11 7 Months after kick-off
Project Management Payment 8 $3,911.11 8 Months after kick-off
Project Management Payment 9 $3,911.11 Upon Project Completion
Sub-Total Project Management $35,200.00
TOTAL $158,400.00
Statement of Work
2013 Accela Inc. Page 32
accordance with Accela’s global travel policy guidelines and will not incur expenses in excess of the initial contracted
budget below without Customer’s prior written consent. Expense receipts will accompany invoices. Total estimated
expenses are based on past Accela engagement experience. The assumption is that there will only need to be 10
onsite trips at an estimated travel expense budget not to exceed $20,000.00. Should the customer require more onsite
trips than the assumption above, a Change Order will be required prior to additional travel commencing to cover the
cost of those additional trips.
CONTRACT SUM:
The total amount payable under this Agreement is therefore up to a maximum of $178,400.00 including travel
expenses. The estimated fees for this SOW are predicated on the timely completion of project milestones. However,
should completion of milestones slip due to actions of Agency, and should this slippage result in material effort to
Accela in excess of the hours provided for in this document, Accela will produce a change order at a rate of $158/hr.
for additional hours in support of the scope and deliverables contained herein. Any change order will need to be
approved by both Agency and Accela.
ACCEPTANCE
The Services contracted for in this Statement of Work will be considered Accepted when all Deliverables defined in the
Work Description Section have been accepted by Agency as defined for each Deliverable. Additionally, transition to
Accela’s Customer Service Center, CRC has been completed. The live system has been handed over to the CRC
and the transfer of knowledge from the Project Team to the CRC has also been completed. All training has concluded
and project documentation has been handed over to the CRC.
TERMS
The pricing and terms of this proposal are valid until June 30, 2014. If this Statement of Work is accepted after this
date all pricing and terms may not be valid.
Statement of Work
2013 Accela Inc. Page 33
APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY
Accela will deliver its Services to the Agency by employing the methodology detailed in this section. This is a proven
methodology that guides the project from inception to deployment, thereby increasing the chances of successfully
implementing Accela software products. Project delivery through execution of this Implementation Life Cycle is
described below.
IMPLEMENTATION LIFE CYCLE
Thorough execution of these six stages ensures that Accela customers receive high-quality services throughout the
project engagement.
Figure 1 - Accela Methodology
As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in
parallel as appropriate to avoid unnecessary project delays. Each stage has pre-defined objectives, tasks and
associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available
deliverables will be delivered through the services defined for the project. Employing this deliverables-based
approach ensures that Accela and the Agency understand the composition and ‘downstream’ impact of each project
deliverable to ensure the project is delivered with quality and in a timely manner.
INITIATION
Initiation represents the first stage in the lifecycle. During the Initiation stage, project contracts and the SOW
are finalized, project scope and objectives are reviewed, and project planning activities and deliverables are
completed. In terms of specific deliverables, common output from the Initiation Phase is as follows:
Project Charter,
Baseline Project Plan,
Project Status Report Template,
Project Sharepoint Site pre-loaded with baseline documentation,
Project Initiation Meeting.
ANALYSIS
Analysis is the second stage in the lifecycle. During the Analysis stage, Accela reviews existing agency
documentation, interviews agency staff, and conducts workshops to understand the “To-Be” vision of the
Agency that can be executed with the aid of Accela Automation. It is during this Phase that Accela gains a
deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a
deeper understanding of the methodology and Accela Automation capabilities. A key output of this Phase is
the To-Be Analysis Document(s) which serve as the ‘foundation’ for configuration of Accela Automation to
support germane elements of the Agency “To-Be” vision. Supplementing the To-Be Analysis Document(s)
are all other configuration specifications documents related to data conversion, interfaces, reports, and event
scripts.
SOLUTION FOUNDATION
Solution Foundation is the third stage in the lifecycle. It begins upon completion of Stage 2 and should be
completed prior to the next stage, Build. During the Solution Foundation stage, Accela Automation will be
Statement of Work
2013 Accela Inc. Page 34
built to match the to-be processes agreed to in the Analysis stage. Essential to this effort is the configuration
of the Record (Case, Application, Permit, Work Order, etc) types that were agreed to during the Analysis
phase. Configuration of in-scope record types is comprised of, but not limited to:
User-defined fields (Application-Specific Information and Task-Specific Information),
Workflows and statuses,
Fee structures and rules,
Inspection data.
BUILD
Build serves as the fourth stage in the lifecycle, and execution of this stage overlaps Configuration, but ends
after Configuration is complete. During the Build stage, all defined elements during the Analysis stage
beyond the Solution Foundation will be implemented. This includes conversions, event scripts, interfaces
and reports. In terms of specific deliverables, common output from the Build Phase is as follows:
Event Script Development,
Report Specifications and Development,
Data Conversion Specifications and Development,
Interface Specifications and Development.
READINESS
Readiness is the fifth stage in the lifecycle. During the Readiness stage Accela Automation is fully tested,
errors are identified, documented and corrected. Additionally, the solution is prepared for deployment. In
addition, system administrators and end users are trained so that all appropriate agency staff members are
prepared to use and maintain the software once the move to production occurs. In terms of specific
deliverables, common output from the Readiness Phase is as follows:
User Acceptance Testing,
End-User Training.
DEPLOY
Deploy is the sixth and final stage in the lifecycle. During the Deploy stage the applications are moved to
production; all requisite pre-production activities are identified, tracked and completed, and post-production
analysis and review is completed. Upon moving to production, the Accela Automation applications are
transitioned to the Accela Customer Resource Center (‘CRC”) for ongoing support. A formal transition will
occur between the Services team and the CRC that instructs the agency on available communication
channels (telephone, email, and online tracking system) and use of the Accela knowledge base. Lastly, all
documented issues or enhancement requests will be transitioned from the Services team to the Customer
Resource Center. In terms of specific deliverables, common output from the Deploy Phase is as follows:
Pre-Production Checklist Development, Tracking and Execution,
Move to Production,
Post Production Analysis,
Formal Transition to the CRC for Ongoing Support
Statement of Work
2013 Accela Inc. Page 35
APPENDIX B – DATA CONVERSION ASSUMPTIONS
The following information provides detail related to the scope of Accela’s data conversion offerings. Due to the
inherent complexity of conversion activities, it is critical to address and understand common questions and
misconceptions. Any conversion activity or requirement not included in this section is considered out of scope, and
may be addressed through a change order for Accela services.
GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS
- The standard data conversion includes the conversion of transactional data to the Accela Automation
database when a configured destination exists. In the event there is no destination for legacy transactional
data then it will be required to be converted as best fits into another area of the configuration or excluded
from the conversion effort.
- Accela will perform unit testing of the conversion program including spot checks of the data within Accela
Automation in order to identify if data corruption issues exist. Extensive quality assurance of legacy/historical
data by the agency is required in order to ensure accurate transfer of data.
- A completed, signed off, Solution Foundation must be available before Accela will begin the data conversion
mapping effort.
DATA CONVERSION ASSUMPTIONS
- “As-Is” Approach: Conversion of transactional tables, Address/Parcel/Owner (APO) data, Professional
License data is executed “As-is” into Accela Automation. “As-is” means that the data will be transformed as
mapped to existing configuration elements in Accela Automation. The conversion process will not create
configuration data or alter the mapped data when processed into Accela Automation. Additionally this means
if invalid, inaccurate, or incomplete data is provided, it will be loaded into Accela Automation “As-Is”. All data
cleanup must occur prior to execution into Accela Automation.
- Accela Data Conversion Tools: Data will be mapped and converted utilizing Accela’s Extract Translate and
Load (“ETL”) toolset. This will assist to ensure the accuracy of the mapping. The data mapping tool ensures
that the legacy source to Accela Automation solution is accurate and prevents data from failing to convert,
while the execution tool can be used to consistently run conversion process and track statistics.
- Acceptable Data Formats For Historical Conversion: It is expected that the Conversion Source Data be
provided in an Oracle 10g/11g or Microsoft SQL Server 2000/2005/2008 database format. In the event that
the source is not in an acceptable format, Accela will provide recommendations for transposing the data in
the proper format.
- Acceptable Data Formats For Reference Conversion: It is expected that the Conversion Source Data be
provided in Oracle 10g/11g, Microsoft SQL Server 2000/2005/2008, or pipe delimited flat file format. In the
event that the source is not in an acceptable format, Accela will provide recommendations for transposing the
data in the proper format.
- Documents: Historical/Legacy data conversion DOES NOT include the conversion of attached documents
into Accela Document Services (“ADS”) in Accela Automation.
Statement of Work
2013 Accela Inc. Page 36
APPENDIX C – DELIVERABLES ACCEPTANCE FORM
Date:
Agency Name:
Approving Agency Manager:
Accela Manager:
Project Name / Code:
Contract / Agreement #:
Agency agrees that Accela has successfully completed the following Deliverables:
Deliverable #
Source /
Reference
Details
Service
Agreement
Agency agrees that Accela has successfully completed the Deliverables described above in accordance with the
terms of the related Contract/Agreement.
Agency Name
Signature
Title
Date
Sign and fax this document to:
Accela, Inc.
YOUR NAME
YOUR TITLE
Tel:
Fax:
Email this document as an
attachment to:
YOUR EMAIL OR
Please acknowledge acceptance by:
A B
APPROVALS:
CITY OF HERMOSA BEACH
MEMORANDUM
DATE: JUNE 23, 2014
TO: MAYOR AND CITY COUNCIL
FROM: CITY ATTORNEY MIKE JENKINS
SUBJECT: SUPPLEMENTAL FOR ITEM 5(a), 6/24/14 AGENDA
A question has been raised regarding placement of delinquent refuse charges on the tax roll. The
following supplemental information is provided in connection with item 5(a) on tomorrow night’s
Council agenda.
A franchised exclusive refuse hauler has limited options for collecting on delinquencies. It is
commonplace in municipalities for delinquencies to be collected on the tax roll and Hermosa Beach has
both contractually and by ordinance committed to assist with collection of delinquent accounts in this
manner.
The hauler is not permitted to cease service to delinquent properties. The City encourages the hauler to
exhaust all reasonable methods of curing delinquencies. Those not cured are directed to the City for
collection on the tax roll along with property taxes. The City charges a late payment penalty recovers it
administrative costs. If a property owner fails to pay property taxes over an extended period of time
(five year minimum), the County will initiate foreclosure and upon foreclosure the delinquent fee will be
paid along with the overdue property taxes.
Municipal Code section 8.12.360 expressly authorizes the City to collect delinquencies on the tax
roll. The full text of the section is reproduced below. Also, Section 6.7.6 of the Franchise Agreement
expressly commits the City to performing this service for the hauler; that section is also reproduced
below, following the Municipal Code section.
Municipal Code
8.12. 360 Mandatory collection fee.
A. In order to protect the health, safety and welfare of the residents of the city, the charges (including
bin rental where applicable) for collection of garbage, rubbish and other refuse shall be billed in advance
either by the city or its franchisee to each owner(s) of record of all premises where refuse is produced or
generated. Said billing shall be in the manner and frequency as established by the city either by
resolution or by contract with its franchisee. The city may adopt such billing and collection procedures
as are deemed necessary and appropriate.
1. If an owner of record fails to pay a service bill by the date set by the city council by resolution
establishing such procedures or by contrast with its authorized franchisee, the owner of record will be
sent a notification of such delinquency which shall include a penalty fine of ten percent (10%), and the
owner of record shall be assessed an additional ten percent (10%) penalty fine for every succeeding
thirty (30) days of delinquency. Said notification shall be sent by the franchisee. (Ord. 13-1339 §12,
March 12, 2013)
2. Each successive billing period established above shall include the accumulated unpaid charges in
a delinquent account for collection and disposal of refuse, as well as the accumulated penalties. Those
owners of record who receive such notice shall not invalidate any action taken by the franchisee or city
under this section.
3. Should the owner of record fail or refuse to pay the fee assessed for collection of garbage,
rubbish or other refuse as provided in this section, the individual in charge of such collection shall advise
the city manager of such refusal. The failure to pay would, except for the provisions hereof, result in the
noncollection of garbage, rubbish or other refuse, which condition the council determines and declares
would be a threat to the public health, safety and welfare and which condition, if permitted to exist, is
declared to be a public nuisance. In the event of nonpayment, the city manager shall direct the
contractor or franchisee to continue to provide service, and the past-due billings, including penalties and
expenses and charges for collecting such billings, shall be assessed against the property as provided in
this section. The franchisee shall continue to collect garbage, rubbish and refuse in cases of nonpayment
when directed to do so by the city manager.
4. All costs incurred in collection of unpaid charges shall be recoverable by the city and charged
against the property from which the garbage, rubbish or refuse was collected.
5. The city manager shall direct a notice to the property owner where unpaid charges are pending,
at the address shown on the latest tax roll, setting a date, time and place for a hearing before the
administrative appeals board of the city at which the board shall review all unpaid charges and make a
recommendation to the city council whether such charges should be charged against the property. The
city manager shall thereafter direct a notice to the owner(s) of record where unpaid charges are
pending, setting a date, time and place for a public hearing before the city council at which the
administrative appeals board's recommendation shall be considered and all unpaid charges shall be
reviewed. Any property owners shall have the right to appear at the public hearings before the
administrative appeals board and before the city council.
6. At the conclusion of its public hearing, the city council shall determine and approve, as an
assessment against the property, all past-due billings and penalties due to the date of said hearing,
together with the costs incurred in collecting the unpaid charges. If the total assessment determined
and approved by the council is not paid within ten days after the determination by the council, the
delinquent account shall be submitted to the county assessor for inclusion as a special assessment
against the parcel. The assessment shall be collected at the same time and in the same manner as
county taxes are collected and shall be subject to the same penalties and the same procedure and sale
in case of delinquency as provided for ordinary county taxes. All laws applicable to the levy, collection
and enforcement of county taxes shall be applicable to such special assessment.
Franchise Agreement
From: F.O. Huebscher [mailto:fred@politicalscientists.com]
Sent: Sunday, June 22, 2014 6:27 PM
To: Nanette Barragan; Michael DiVirgilio; Peter Tucker; Carolyn Petty; Hany Fangary; Tom Bakaly; Ann
Yang; Elaine Doerfling
Subject: Item 5 (a) on Council Agenda for 6/24/14 meeting
Dear Councilmembers and City Manager Bakaly,
I was reading over the staff report for Item 5 (a) on the agenda for this coming
Tuesday's council meeting and could find no documentation attached showing
that the city's contracts with either Consolidated Disposal or Athens provide
that the city will collect delinquent invoices by attaching those invoices to the
property owner's property tax bill. Moreover, no documentation is provided to
show whether either Consolidated Disposal or Athens have made efforts to
collect these invoices. As I am sure you can imagine, once these bills are
attached to a property owner's property tax bill it becomes very difficult to
challenge the validity of the invoice and the invoice's charges. And most
importantly, a property owner could lose his/her property because he/she
refused to pay their trash bill. It would seem to me that if the city's contracts
with Consolidated and/or Athens do not provide for the city's attaching
delinquent invoices to a property owner's property tax bill then the city council
should not take this action unless Consolidated and/or Athens pay the city for
these services (I don't mean the fee that the delinquent property owner
pays.). Since when is the city in the business of collecting delinquent debts
for vendors? Thank you.
--
Fred Huebscher
310-374-0568
www.politicalscientists.com
PARCEL O_NAME O_ADD O_CITY
O_ST
ATE O_ZIP CUST Site Name Site #Site Street S_CITY Principle Fee
Total
Lien Bal
1 4187026050 ELIX CORP YONEYAMA, YUICHI 619 10TH ST HERMOSA BEACH CA 90254 51586 ELIX CROP 619 10TH ST HERMOSA BEACH 51.06 25.00 76.06
2 4161028004 JASON R BOYD 1326 10TH ST HERMOSA BEACH CA 90254 2713652 HEATHER BOYD 1236 10TH ST HERMOSA BEACH 125.00 25.00 150.00
3 4161026024 KEVIN M & MUTSUKO MURPHY 1118 11TH PL HERMOSA BEACH CA 90254 2704194 KEVIN MURPHY 1118 11TH PL HERMOSA BEACH 41.66 25.00 66.66
4 4185018017 TREVOR SPENCER 1908 HARRIMAN LN B REDONDO BEACH CA 90278 40458 TREVOR SPENCER 1121 14TH ST HERMOSA BEACH 34.72 25.00 59.72
5 4188023018 RUTH R GONZALES 622 1ST PL HERMOSA BEACH CA 90254 2702652 RUTH R GONZALES 622 1ST PL HERMOSA BEACH 51.22 25.00 76.22
6 4181033014 35 CHERRY OCA LLC 108 35TH ST HERMOSA BEACH CA 90254 2704423 MICHAEL PAPWORTH 110 35TH ST HERMOSA BEACH 83.32 25.00 108.32
7 4186019019 BRIAN R PERRY PO BOX 34 EL SEGUNDO CA 90245 2704488 BRIAN PERRY 941 3RD ST HERMOSA BEACH 102.42 25.00 127.42
8 4187016029 LESLIE A SHEA 47 6TH ST HERMOSA BEACH CA 90254 2705103 THOMAS & LESLIE SHEA 40 7TH CT HERMOSA BEACH 41.66 25.00 66.66
9 4187016031 THOMAS SHEA 40 7TH CT HERMOSA BEACH CA 90254 2705102 THOMAS & LESLIE SHEA 42 7TH CT HERMOSA BEACH 83.32 25.00 108.32
10 4187032016 JOE A MANOLAKAKIS 637 7TH ST HERMOSA BEACH CA 90254 2703804 JOE&VASILLIA MANOLAKAKIS 635 7TH ST HERMOSA BEACH 51.22 25.00 76.22
11 4186013005 JOEL LUZ 840 7TH ST D HERMOSA BEACH CA 90254 2706116 JOEL LUZ 832 7TH ST HERMOSA BEACH 165.04 25.00 190.04
12 4183006033 AMIR P IZADPANAH 52 17TH ST HERMOSA BEACH CA 90254 2703101 AMIR IZADPANAH 52 1 7TH ST HERMOSA BEACH 102.42 25.00 127.42
13 4187028014 KENNETH N & BEVERLY HAAS 4035 HIGHWAY 33 MARICOPA CA 93252 2702759 KENNETH HAAS 745 8TH PL HERMOSA BEACH 51.22 25.00 76.22
14 4188010030 SIM HIXSON 1570 VIA MONSERATE FALLBROOK CA 92028 2711112 SIM HIXSON 518 BAYVIEW DR HERMOSA BEACH 125.00 25.00 150.00
15 4185009010 CHRISTINE M REINAGEL 1219 24TH ST HERMOSA BEACH CA 90254 36265 CHRISTINE REINAG 1415 BONNIE BRAE #A HERMOSA BEACH 39.05 25.00 64.05
16 4185009010 CHRISTINE M REINAGEL 1219 24TH ST HERMOSA BEACH CA 90254 36269 CHRISTINE REINAG 1415 BONNIE BRAE #B HERMOSA BEACH 51.20 25.00 76.20
17 4187014019 JAMES P RYAN 833 CYPRESS AVE HERMOSA BEACH CA 90254 2704905 JAMES RYAN 833 CYPRESS AVE HERMOSA BEACH 51.22 25.00 76.22
18 4186016013 JANICE LIBIANO 1974 WILLINGS LN HELLERTOWN PA 18055 23753 THOMAS DUDIC GARTH HUNT 534 GRAVELY CT HERMOSA BEACH 51.22 25.00 76.22
19 4187007012 FREDRIC ROSENBERG PO BOX 7000 PALOS VERDEPENINSULA CA 90274 36173 BARBARA ROSENBERG 815 MANHATTAN AVE HERMOSA BEACH 34.72 25.00 59.72
20 4187007012 FREDRIC ROSENBERG PO BOX 7000 PALOS VERDEPENINSULA CA 90274 2713414 FREDRIC ROSENBERG 817 MANHATTAN AVE HERMOSA BEACH 50.06 25.00 75.06
21 4187008036 SIM J HIXSON 1570 VIA MONSERATE FALLBROOK CA 92028 2702963 CARTERBRUTSCHY,JOHN,BRADKLEY 934 MANHATTAN AVE HERMOSA BEACH 153.64 25.00 178.64
22 4188010061 MICHAEL CHENG 401 MONTEREY BLVD 3 HERMOSA BEACH CA 90254 2711281 MICHAEL CHENG 401 MONTEREY BLVD HERMOSA BEACH 41.66 25.00 66.66
23 4187008011 GERALD W JOHNSON PO BOX 3600 LONG BEACH CA 90803 2710931 901 901>A 901>1/2 845 MONTEREY BLVD HERMOSA BEACH 460.88 25.00 485.88
24 4185015012 REGIS & OIE GINN 1326 OWOSSO AVE HERMOSA BEACH CA 90254 2702609 RAYMOND GINN 1326 OWOSSO AVE HERMOSA BEACH 51.54 25.00 76.54
25 4187007029 NICHOLAS KLUTKA 834 PALM DR HERMOSA BEACH CA 90254 12306 NICHOLAS KLUTKA 834 PALM DR HERMOSA BEACH 51.22 25.00 76.22
26 4185001018 REG8 PLAZA HERMOSA LLC P O BOX 790830 SAN ANTONIO TX 78279 55190 IEM 709 PIER HERMOSA BEACH 1310.31 25.00 1335.31
27 4185023005 BERNARD LEHN 1720 PROSPECT AVE HERMOSA BEACH CA 90254 2703561 BERNARD LEHN JR 1720 PROSPECT AVE HERMOSA BEACH 93.70 25.00 118.70
28 4184010011 LINDA M YEH 1922 RHODES ST HERMOSA BEACH CA 90254 2702138 LINDA YEH 1922 RHODES ST HERMOSA BEACH 50.16 25.00 75.16
29 4188002039 RAMI NASSIF 723 N LUCIA AVE B REDONDO BEACH CA 90277 42443 RAMI NASSIF 66 THE STRAND HERMOSA BEACH 153.64 25.00 178.64
*Check Received from IEM but not cleared yet
3753.50
Contract 60 Days Tax Lien File Hermosa Beach379
4 4187002028 840 STRAND LLC PO BOX 2495 MANHATTAN BEACH CA 90267 57107 840 THE STRAND LLC84187008012KEEGAN OLSON 841 MONTERE HERMOSA BEACH CA 90254 56629MICHEAL KEEGAN94187021018RONALD R & GISEL 721 MANHATT HERMOSA BEACH CA 90254 270416RONALD & GISELLA MO#4181024001 JAY A MITCHELL PO BOX 2495 MANHATTAN BEACH CA 90267 270408JAY A MITCHELL#4183007013 LANCE KELLER 88 18TH ST HERMOSA BEACH CA 90254 270519HOWARD SMITH#4185001012 REG8 PLAZA HERM PO BOX 79083SAN ANTONIO TX 78279 54907IEM#4187031005 CORBIN & ROBERT 296 MCCLELLA CLANCY MT 59634 270604EDDIE COLLINS#4185016005 DUNG TRAN 3119 W 170TH TORRANCE CA 90504 62182DUNG Q TRAN/HELEN P #4187032016 JOE A MANOLAKAK637 7TH ST HERMOSA BEACH CA 90254 270380JOE MANOLAKAKIS#4160031025 JENNIFER L & JOHN 1287 7TH ST HERMOSA BEACH CA 90266 271392JOHN DURAND#4186019060 GREG J & FAYE TIL 417 HOPKINS AHERMOSA BEACH CA 90254 66557CATHY HARYUNG#4188020106 JESSIKA WERCHIC330 CULPER C HERMOSA BEACH CA 90254 271422JESSIKA WERCHICK64186031012ERNEST J & PAMEL PO BOX 2596 REDONDO BEACH CA 90278 271113ERNEST & PAMELA HOU
840 THE STRAND HERMOSA BEACH 310.93 25.00 335.93841 MONTEREY BL HERMOSA BEACH 152.72 25.00 177.72721 MANHATTAN AHERMOSA BEACH 136.46 25.00 161.462634 MANHATTAN HERMOSA BEACH 102.42 25.00 127.4288 18TH ST HERMOSA BEACH 92.59 25.00 117.591559 PACIFIC COAS HERMOSA BEACH 78.97 25.00 103.97675 VALLEY DR HERMOSA BEACH 64.75 25.00 89.751255 PROSPECT AVHERMOSA BEACH 55.32 25.00 80.32637 7TH ST HERMOSA BEACH 51.22 25.00 76.221287 7TH ST HERMOSA BEACH 45.83 25.00 70.83417 HOPKINS AVE HERMOSA BEACH 41.66 25.00 66.66330 CULPER CT HERMOSA BEACH 41.66 25.00 66.669401ST ST HERMO ####25.00 398.38
PARCEL O_NAME O_ADD O_CITY
O_ST
ATE O_ZIP CUST Site Name Site #Site Street S_CITY Principle Fee 1 4187026050 ELIX CORP YONEYAMA, YUICHI 619 10TH ST HERMOSA BEACH CA 90254 51586 ELIX CROP 619 10TH ST HERMOSA BEACH 51.06 25.0024161028004JASON R BOYD 1326 10TH ST HERMOSA BEACH CA 90254 2713652 HEATHER BOYD 1236 10TH ST HERMOSA BEACH 125.00 25.0034161026024KEVIN M & MUTSUKO MURPHY 1118 11TH PL HERMOSA BEACH CA 90254 2704194 KEVIN MURPHY 1118 11TH PL HERMOSA BEACH 41.66 25.0044185018017TREVOR SPENCER 1908 HARRIMAN LN B REDONDO BEACH CA 90278 40458 TREVOR SPENCER 1121 14TH ST HERMOSA BEACH 34.72 25.0054188023018RUTH R GONZALES 622 1ST PL HERMOSA BEACH CA 90254 2702652 RUTH R GONZALES 622 1ST PL HERMOSA BEACH 51.22 25.006418103301435 CHERRY OCA LLC 108 35TH ST HERMOSA BEACH CA 90254 2704423 MICHAEL PAPWORTH 110 35TH ST HERMOSA BEACH 83.32 25.0074186019019BRIAN R PERRY PO BOX 34 EL SEGUNDO CA 90245 2704488 BRIAN PERRY 941 3RD ST HERMOSA BEACH 102.42 25.0084187016029LESLIE A SHEA 47 6TH ST HERMOSA BEACH CA 90254 2705103 THOMAS & LESLIE SHEA 40 7TH CT HERMOSA BEACH 41.66 25.0094187016031THOMAS SHEA 40 7TH CT HERMOSA BEACH CA 90254 2705102 THOMAS & LESLIE SHEA 42 7TH CT HERMOSA BEACH 83.32 25.00104187032016JOE A MANOLAKAKIS 637 7TH ST HERMOSA BEACH CA 90254 2703804 JOE&VASILLIA MANOLAKAKIS 635 7TH ST HERMOSA BEACH 51.22 25.00114186013005JOEL LUZ 840 7TH ST D HERMOSA BEACH CA 90254 2706116 JOEL LUZ 832 7TH ST HERMOSA BEACH 165.04 25.00124183006033AMIR P IZADPANAH 52 17TH ST HERMOSA BEACH CA 90254 2703101 AMIR IZADPANAH 52 1 7TH ST HERMOSA BEACH 102.42 25.00134187028014KENNETH N & BEVERLY HAAS 4035 HIGHWAY 33 MARICOPA CA 93252 2702759 KENNETH HAAS 745 8TH PL HERMOSA BEACH 51.22 25.00144188010030SIM HIXSON 1570 VIA MONSERATE FALLBROOK CA 92028 2711112 SIM HIXSON 518 BAYVIEW DR HERMOSA BEACH 125.00 25.00154185009010CHRISTINE M REINAGEL 1219 24TH ST HERMOSA BEACH CA 90254 36265 CHRISTINE REINAG 1415 BONNIE BRAE #A HERMOSA BEACH 39.05 25.00164185009010CHRISTINE M REINAGEL 1219 24TH ST HERMOSA BEACH CA 90254 36269 CHRISTINE REINAG 1415 BONNIE BRAE #B HERMOSA BEACH 51.20 25.00174187014019JAMES P RYAN 833 CYPRESS AVE HERMOSA BEACH CA 90254 2704905 JAMES RYAN 833 CYPRESS AVE HERMOSA BEACH 51.22 25.00184186016013JANICE LIBIANO 1974 WILLINGS LN HELLERTOWN PA 18055 23753 THOMAS DUDIC GARTH HUNT 534 GRAVELY CT HERMOSA BEACH 51.22 25.00194187007012FREDRIC ROSENBERG PO BOX 7000 PALOS VERDEPENINSULA CA 90274 36173 BARBARA ROSENBERG 815 MANHATTAN AVE HERMOSA BEACH 34.72 25.00204187007012FREDRIC ROSENBERG PO BOX 7000 PALOS VERDEPENINSULA CA 90274 2713414 FREDRIC ROSENBERG 817 MANHATTAN AVE HERMOSA BEACH 50.06 25.00214187008036SIM J HIXSON 1570 VIA MONSERATE FALLBROOK CA 92028 2702963 CARTERBRUTSCHY,JOHN,BRADKLEY 934 MANHATTAN AVE HERMOSA BEACH 153.64 25.00224188010061MICHAEL CHENG 401 MONTEREY BLVD 3 HERMOSA BEACH CA 90254 2711281 MICHAEL CHENG 401 MONTEREY BLVD HERMOSA BEACH 41.66 25.00234187008011GERALD W JOHNSON PO BOX 3600 LONG BEACH CA 90803 2710931 901 901>A 901>1/2 845 MONTEREY BLVD HERMOSA BEACH 460.88 25.00244185015012REGIS & OIE GINN 1326 OWOSSO AVE HERMOSA BEACH CA 90254 2702609 RAYMOND GINN 1326 OWOSSO AVE HERMOSA BEACH 51.54 25.00254187007029NICHOLAS KLUTKA 834 PALM DR HERMOSA BEACH CA 90254 12306 NICHOLAS KLUTKA 834 PALM DR HERMOSA BEACH 51.22 25.00264185001018REG8 PLAZA HERMOSA LLC P O BOX 790830 SAN ANTONIO TX 78279 55190 IEM 709 PIER HERMOSA BEACH 1310.31 25.00274185023005BERNARD LEHN 1720 PROSPECT AVE HERMOSA BEACH CA 90254 2703561 BERNARD LEHN JR 1720 PROSPECT AVE HERMOSA BEACH 93.70 25.00284184010011LINDA M YEH 1922 RHODES ST HERMOSA BEACH CA 90254 2702138 LINDA YEH 1922 RHODES ST HERMOSA BEACH 50.16 25.00294188002039RAMI NASSIF 723 N LUCIA AVE B REDONDO BEACH CA 90277 42443 RAMI NASSIF 66 THE STRAND HERMOSA BEACH 153.64 25.00
*Check Received from IEM but not cleared yet 3753.50
Contract 60 Days Tax Lien File Hermosa Beach379
PARCEL41870260504161028004416102602441850180174188023018418103301441860190194187016029418701603141870320164186013005418300603341870280144188010030418500901041850090104187014019418601601341870070124187007012418700803641880100614187008011418501501241870070294185001018418502300541840100114188002039
heck Received fr
Total
Lien Bal76.06150.0066.6659.7276.22108.32127.4266.66108.3276.22190.04127.4276.22150.0064.0576.2076.2276.2259.7275.06178.6466.66485.8876.5476.221335.31118.7075.16178.64
City of Hermosa Beach
Tax Lien Delinquent Accounts List
Past Due Balances as of March 31, 2014
City Acct Acct No Account Name Service Address Parcel No Serv Tel #Billing Name Billing Address Billing City & State Billing Tel #
Total
A/R Current 90 Day Past Due Past Due as of 3/31/14
343 479730 479730-000 ANGES SMYTHE 401 2ND ST 4188-020-030 ANGES SMYTHE 611 23RD ST MANHATTAN BEACH, CA 90266 2223 128.28 32.07 96.21 $96.21
343 480148 480148-000 CARTERBRUTSCHY,JOHN,BRADKLEY 934 MANHATTAN AVE 4187-008-036 3102426940 CARTERBRUTSCHY,JOHN,BRADKLEY 1473 WINTERWARM DR FALLBROOK, CA 92028 8250 3102426940 384.84 96.21 288.63 $288.63
343 481150 481150-000 GALE, GAYLE 1108 1ST PL 4186-028-002 4802588480 GALE, GAYLE 1108 1ST PL HERMOSA BEACH, CA 90254 5301 88.28 32.07 56.21 $56.21
343 481539 481539-000 J BETTES/J ALONZO 554 24TH ST 4182-022-006 4242478796 J BETTES/J ALONZO 554 24TH ST HERMOSA BEACH, CA 90254 2666 4242478796 197.80 50.07 147.73 $147.73
343 481877 481877-000 JEROME & MARGARET GROSS 442 MANHATTAN AVE 4188-010-057 3102767889 JEROME & MARGARET GROSS 442 MANHATTAN AVE HERMOSA BEACH, CA 90254 4577 3102767889 128.28 32.07 96.21 $96.21
343 482299 482299-000 KA MILLER TRUST 16 23RD ST 4182-003-008 7603239193 KA MILLER TRUST 1717 E VISTA CHINO PALM SPRINGS, CA 92262 3559 7603239193 128.28 32.07 96.21 $96.21
343 482416 482416-000 KENNETH HAAS 745 8TH PL 4187-028-014 6617662820 KENNETH HAAS 0 HC 1 BOX 125A C MARICOPA, CA 93252 6617662820 177.12 50.07 127.05 $127.05
343 482548 482548-000 LAURA GORMAN 1325 OWOSSO AVE 4185-014-013 1234567890 LAURA GORMAN 1325 OWOSSO AVE HERMOSA BEACH, CA 90254 4047 96.21 32.07 64.14 $64.14
343 482608 482608-000 ODELL, LEILANI 454-456 29TH ST 4181-007-024 3102516438 LEILANI ODELL 454 29TH ST HERMOSA BEACH, CA 90254 2128 3102516438 126.56 40.14 86.42 $86.42
343 483322 483322-000 NICHOLAS KLUTKA 834 PALM DR 4187-007-029 3107567699 NICHOLAS KLUTKA 834 PALM DR HERMOSA BEACH, CA 90254 4162 8880088888 128.28 32.07 96.21 $96.21
343 483418 483418-000 PARKER HERRIOTT 2300 OZONE CT 4182-016-038 3103797196 PARKER HERRIOTT 224 24TH ST HERMOSA BEACH, CA 90254 2600 3102007646 513.12 128.28 384.84 $384.84
343 483518 483518-000 PAUL KNITTEL 408 29TH ST 4181-007-003 3103720545 PAUL KNITTEL 408 29TH ST HERMOSA BEACH, CA 90254 2128 3103720545 128.28 32.07 96.21 $96.21
343 483684 483684-000 RAMI NASSIF 66 THE STRAND 4188-002-039 3103799331 RAMI NASSIF 66 THE STRAND HERMOSA BEACH, CA 90254 5042 3103799331 240.84 60.21 180.63 $180.63
343 483707 483707-000 RAYMOND GINN 1326 OWOSSO AVE 4185-015-012 3103727019 RAYMOND GINN 1326 OWOSSO AVE HERMOSA BEACH, CA 90254 4046 3103727019 128.28 32.07 96.21 $96.21
343 484127 484127-000 RUTH R GONZALES 622 1ST PL 4188-023-018 3103728545 RUTH R GONZALES 622 1ST PL HERMOSA BEACH, CA 90254 5201 3104898681 154.68 62.67 29.34 $29.34
343 484639 484639-000 THOMAS & LESLIE SHEA 40 7TH CT 4187-016-029 0000000000 THOMAS & LESLIE SHEA 4O 7TH CT HERMOSA BEACH, CA 90254 4412 80.28 20.07 60.21 $60.21
343 486591 486591-000 GETTIS, STEPHANIE 1217 CYPRESS AVE 4187-019-057 3109377600 STEPHANIE GETTIS 1217 CYPRESS AVE HERMOSA BEACH, CA 90254 3811 128.28 32.07 96.21 $96.21
343 491172 491172-000 SHARMA, GAUTAM 1235 2ND ST 4186-023-012 3107489318 GAUTAM SHARMA 1235 2ND STREET HERMOSA BEACH, CA 90254 5338 3105676686 96.21 32.07 64.14 $64.14
343 493286 493286-000 SACCHETTI RESTAURANT GRP, LLC 817 MANHATTAN AVE 4187-007-012 9147879187 SACCHETTI RESTAURANT GRP, LLC 817 MANHATTAN AVE HERMOSA BEACH, CA 90254 4151 2133610489 176.28 44.07 132.21 $132.21
343 493396 493396-000 MALKIN, BRETT 132 33RD PL 4181-031-010 4246342127 33RD LP P.O. BOX 4147 HERMOSA BEACH, CA 90254 50.18 20.07 30.11 $30.11
(Ruth Gonzales-Paid $62.67, 5/13/14 - Remaining Past Due from 3/31/14 is $29.34)
Past Due as of 3/31/14
City of Hermosa Beach
Tax Lien Delinquent Accounts List
Past Due Balances as of March 31, 2014
City Acct Acct No Account Name Service Address Parcel No Serv Tel #Billing Name Billing Address Billing City & State Billing Tel #
Total
A/R Current 90 Day Past Due Past Due a
343 479730 479730-000 ANGES SMYTHE 401 2ND ST 4188-020-030 ANGES SMYTHE 611 23RD ST MANHATTAN BEACH, CA 90266 2223 128.28 32.07 96.21 $96.21
343 480148 480148-000 CARTERBRUTSCHY,JOHN,BRADKLEY 934 MANHATTAN AVE 4187-008-036 3102426940 CARTERBRUTSCHY,JOHN,BRADKLEY 1473 WINTERWARM DR FALLBROOK, CA 92028 8250 3102426940 384.84 96.21 288.63 $288.63
343 481150 481150-000 GALE, GAYLE 1108 1ST PL 4186-028-002 4802588480 GALE, GAYLE 1108 1ST PL HERMOSA BEACH, CA 90254 5301 88.28 32.07 56.21 $56.21
343 481539 481539-000 J BETTES/J ALONZO 554 24TH ST 4182-022-006 4242478796 J BETTES/J ALONZO 554 24TH ST HERMOSA BEACH, CA 90254 2666 4242478796 197.80 50.07 147.73 $147.73
343 481877 481877-000 JEROME & MARGARET GROSS 442 MANHATTAN AVE 4188-010-057 3102767889 JEROME & MARGARET GROSS 442 MANHATTAN AVE HERMOSA BEACH, CA 90254 4577 3102767889 128.28 32.07 96.21 $96.21
343 482299 482299-000 KA MILLER TRUST 16 23RD ST 4182-003-008 7603239193 KA MILLER TRUST 1717 E VISTA CHINO PALM SPRINGS, CA 92262 3559 7603239193 128.28 32.07 96.21 $96.21
343 482416 482416-000 KENNETH HAAS 745 8TH PL 4187-028-014 6617662820 KENNETH HAAS 0 HC 1 BOX 125A C MARICOPA, CA 93252 6617662820 177.12 50.07 127.05 $127.05
343 482548 482548-000 LAURA GORMAN 1325 OWOSSO AVE 4185-014-013 1234567890 LAURA GORMAN 1325 OWOSSO AVE HERMOSA BEACH, CA 90254 4047 96.21 32.07 64.14 $64.14
343 482608 482608-000 ODELL, LEILANI 454-456 29TH ST 4181-007-024 3102516438 LEILANI ODELL 454 29TH ST HERMOSA BEACH, CA 90254 2128 3102516438 126.56 40.14 86.42 $86.42
343 483322 483322-000 NICHOLAS KLUTKA 834 PALM DR 4187-007-029 3107567699 NICHOLAS KLUTKA 834 PALM DR HERMOSA BEACH, CA 90254 4162 8880088888 128.28 32.07 96.21 $96.21
343 483418 483418-000 PARKER HERRIOTT 2300 OZONE CT 4182-016-038 3103797196 PARKER HERRIOTT 224 24TH ST HERMOSA BEACH, CA 90254 2600 3102007646 513.12 128.28 384.84 $384.84
343 483518 483518-000 PAUL KNITTEL 408 29TH ST 4181-007-003 3103720545 PAUL KNITTEL 408 29TH ST HERMOSA BEACH, CA 90254 2128 3103720545 128.28 32.07 96.21 $96.21
343 483684 483684-000 RAMI NASSIF 66 THE STRAND 4188-002-039 3103799331 RAMI NASSIF 66 THE STRAND HERMOSA BEACH, CA 90254 5042 3103799331 240.84 60.21 180.63 $180.63
343 483707 483707-000 RAYMOND GINN 1326 OWOSSO AVE 4185-015-012 3103727019 RAYMOND GINN 1326 OWOSSO AVE HERMOSA BEACH, CA 90254 4046 3103727019 128.28 32.07 96.21 $96.21
343 484127 484127-000 RUTH R GONZALES 622 1ST PL 4188-023-018 3103728545 RUTH R GONZALES 622 1ST PL HERMOSA BEACH, CA 90254 5201 3104898681 154.68 62.67 29.34 $29.34
343 484639 484639-000 THOMAS & LESLIE SHEA 40 7TH CT 4187-016-029 0000000000 THOMAS & LESLIE SHEA 4O 7TH CT HERMOSA BEACH, CA 90254 4412 80.28 20.07 60.21 $60.21
343 486591 486591-000 GETTIS, STEPHANIE 1217 CYPRESS AVE 4187-019-057 3109377600 STEPHANIE GETTIS 1217 CYPRESS AVE HERMOSA BEACH, CA 90254 3811 128.28 32.07 96.21 $96.21
343 491172 491172-000 SHARMA, GAUTAM 1235 2ND ST 4186-023-012 3107489318 GAUTAM SHARMA 1235 2ND STREET HERMOSA BEACH, CA 90254 5338 3105676686 96.21 32.07 64.14 $64.14
343 493286 493286-000 SACCHETTI RESTAURANT GRP, LLC 817 MANHATTAN AVE 4187-007-012 9147879187 SACCHETTI RESTAURANT GRP, LLC 817 MANHATTAN AVE HERMOSA BEACH, CA 90254 4151 2133610489 176.28 44.07 132.21 $132.21
343 493396 493396-000 MALKIN, BRETT 132 33RD PL 4181-031-010 4246342127 33RD LP P.O. BOX 4147 HERMOSA BEACH, CA 90254 50.18 20.07 30.11 $30.11
(Ruth Gonzales-Paid $62.67, 5/13/14 - Remaining Past Due from 3/31/14 is $29.34)
as of 3/31/14
June 16, 2014
Honorable Mayor and Members of City Council Meeting of
the Hermosa Beach City Council June 24, 2014
ADOPTION OF 2014-2015 BUDGET
RECOMMENDATION:
It is recommended that the City Council:
1. Review approved revisions to the budget and direction to staff from the 6/10/14 study
session and public hearing as outlined below;
2. Review changes to the budget recommended by staff as outlined below;
3. Hear public testimony regarding the 2014-15 Budget;
4. Adopt Resolution 14- XXXX, approving the 2014-15 Budget;
5. Approve contracts for services contained herein.
BACKGROUND:
A budget workshop was held on May 22, 2014. Presentations were given on: the Fiscal Health Model from the Center for Performance Based Budgeting; the city’s pension and other post-
employment benefit (OPEB) obligations by independent actuary, John Bartel; and an overview of the budget. Councilmembers reviewed the budget and asked questions, adjourning to the Study Session and Public Hearing of June 10, 2014. A presentation was given by Jeff Cooper
of PENCO Engineering regarding the Sewer System Study, Upgrade and/or Possible Annexation to the County. The City Council reviewed the Capital Improvement Program and completed review and questions regarding the Preliminary Budget.
ANALYSIS: Direction to Staff/Revisions to Preliminary Budget
The City Council provided the following direction to staff and approved the following revisions to the preliminary budget. These changes are reflected in the total amount presented in the Budget Summary attached to the budget resolution as page 13 - 21 for adoption. (If City Council makes changes at the 6/24/14 meeting, the Budget Summary and resolution will be modified according to City Council direction). Direction to Staff, Sewer System Study The City Council directed staff to maintain city sewer operations in-house rather than pursuing annexation of the system to Los Angeles County. Staff indicated that a report regarding upgrading the system would be brought back in August or September, with more in depth options on funding, as requested by Council.
Direction to Staff, insurance Fund The City Council directed staff to transfer funds available over the goal amount of $3,000,000 at Midyear 2014-15 Budget Review from the Insurance Fund to the Sewer Fund. The estimated amount at this time is approximately $2.4 million. The Council also directed that claims in the Insurance Fund continue to be recorded at the 56% probability level rather than increasing to the 70% level, as recommended by staff.
1
Revisions to the Preliminary Budget 8th Street Safe Route to School, CIP 173 (see attached Project Sheet, page 5) The City Council requested that funds be included for the 8th Street Safe Route to School Capital Improvement Project (CIP). As shown on the attached Project Request Sheet (page 5), $67,000 is funded for 2014-15 from the Tyco Fund; $55,000 for design, a $5,000 contingency and $12,000 for a survey, with a total project cost of $644,390. A grant application to Caltrans for $605,000 is pending, with an answer expected in August. A city match of $151,000 will be required if the grant is approved. If the grant is not approved, staff will return at Midyear Budget Review to appropriate funds for project completion. It is anticipated that funds will be available in the Capital Improvement Fund due to unspent funds in the General Fund from 2013-14 transferring there at year end. 2014-15 Street Improvement Project, CIP128 (see attached Project Sheet, page 6) The City Council approved an increase to the Street Improvement Project in order to achieve a Pavement Condition Index (PCI)of 81 over five years from the current level of 77. The amount funded from the Tyco Fund for 2014-15 is an additional $228,000, for a total of $1,028,000. The amount will vary from year to year (of the five year CIP) based on the PCI projection table provided in the June 10th staff report. With the two additional appropriations above, the balance of the Tyco Fund will change from $319,284 to $24,284. Clark Field Upgrades, CIP 541 (see the attached updated Project Request sheet, page 7) There is no fiscal impact to this project, but staff agreed that changes for the pedestrian accessibility improvements mentioned at the public hearing will be included as part of this project. Note: A revised CIP Summary for 2014-15 and Fiver Year Summary are attached as pages 8 – 11.
Changes to the Budget (since the 6/10/14 meeting)
Staff has identified the following changes to recommend for approval since the study
session/public hearing on 6/10/14.
• Two additional Police vehicles are due for replacement next year. A 2007 Crown Victoria $24,990 and a 2007 Polaris All-Terrain vehicle ($13,956) will be added to the list. This brings the total vehicles being replaced to 13 at a cost of $481,490.
• Item 2j of this agenda requests additional appropriations for Accela Upgrade totaling
$77,200. Includes a $55,400 two-year advanced purchase of subscription/maintenance
($27,700 per year) to take advantage of a 10% prepay discount and to lock in 3% increases
in years 3, 4, and 5 as part of a 5-year term agreement, and $21,800 for the necessary
upgrade to our existing Geographic Information System (GIS), including GIS mobile software
license, to allow integration with Accela Automation.
• Community Development received approval of a $100,000 grant for the Local Coastal Program. Revenue of $100,000 will be added in the Grant Fund and the additional
$100,000 will be appropriated for the project.
2
Contracts for Services
The following contracts are for services budgeted in various departments. Rather than
submitting them individually on future agendas, we are submitting them en masse. The
contracts are on file for review in the Finance Department.
DEPARTMENT/CONTRACTOR SERVICE PROVIDED TERM/AMOUNT
Community Development
Eugene Tseng and Associates
AB 939 Compliance
Reporting and Diversion Program Planning and Implantation Services
7/1/14 – 6/30/16
$18,000/year
Hayer Consultants Building Plan Check 7/1/13 - 6/30/16 34% of the plan check fee
and/or $72 per hour
Lawrence Associates AB939 Compliance, CDBG
Administration 7/1/13 - 6/30/16
$85 per hour
Finance Administration
Prosum Technology Services IT Support Services 7/1/13-6/30/15
$12,659 per month
Pun & McGeady LLP Audit Services
7/1/14 – 6/30/15, 7/1/15 -
6/30/16 pursuant to existing 3 year contract, with a
provision for a 2 year extension $20,800/year
Fire Department
Fire Information Support
Services
Ongoing Technical Support
for Fire Department’s Records Management
System (RMS)
7/-/14 – 6/30/15
$7,000
Zoll Medical Corporation ZOLL Defibrillator – Preventive Maintenance
7/1/14 – 6/30/15 One (1) year extended
warranty $6,151
Public Works
Civil Source Engineering Staffing 7/1/14 - 6/30/15
Not to exceed $150,000
Geosyntec Consultants MS4 & TMDL Consulting Services 7/1/14 - 6/30/15 Not to exceed $88,135
Hartzog & Crabill, Inc. Traffic Engineering Services 7/1/14 – 6/30/15 Not to Exceed $46,200
Hartzog & Crabill, Inc. Traffic Survey for Speed Limits 7/1/14 - 6/30/15 Not to exceed $11,550
MBF Consulting, Inc.
Engineering Services for
Sewer and Storm Drain Design, Waste Discharge Requirement
7/1/14 - 6/30/15 Not to Exceed $46,970
Budget Resolution/Summary The Budget Summary is attached to the budget resolution, as “Exhibit A”, at the end of this
packet on pages 12 - 21.
3
4
CITY OF HERMOSA BEACH
CAPITAL IMPROVEMENT PROJECT REQUEST
DEPARTMENT: PUBLIC WORKS PRIORITY NO.: ACCOUNT NO.:
CATEGORY: STREET AND HIGHWAY IMPROVEMENTS 122-8173-4201
PROJECT NO./TITLE: CIP 14-173 8th Street - Safe Route to School Project
PROJECT DESCRIPTION:
The project consists of improvements that provide a “safe route to school” to Hermosa
Valley School at 1645 Valley Drive in the City of Hermosa Beach. Improvements
include continuous sidewalk and ADA curb access ramps on both sides of 8th Street, from Hermosa Avenue to Valley Drive;
installing yellow ladder crosswalks on both sides of 8th Street at intersections of:
Manhattan Avenue, Monterey Blvd., Loma Drive, Cypress Avenue, Bard Street and Valley Drive, installing new MUTCD School
Zone signs along 8th Street and upgrade School Zone signs along Valley Drive;
installing a new ramp at the intersection of 16th Street and Ardmore Avenue to cross the Hermosa Valley Greenbelt and join the
existing ramp leading to the school.
JUSTIFICATION:
Lack of continuous sidewalks on 8th Street between Valley Drive and Hermosa Avenue
STATUS:
Survey and design to begin FY14-15
COST TO COMPLETE PROJECT REMAINING PRIOR YEARS FUNDS
Construction $479,900 Construction Support
Survey
$45,000
$12,000
Engineering $50,000
Contingency $57,490
CURRENT REQUEST
122 Tyco Fund $67,000
PROJECT TOTAL: $644,390 TOTAL CIP FY 14-15 FUNDING: $67,000
5
CITY OF HERMOSA BEACH
CAPITAL IMPROVEMENT PROJECT REQUEST
FISCAL YEAR 2014-2015
DEPARTMENT: PUBLIC WORKS PRIORITY NO.: ACCOUNT NO.:
CATEGORY: STREET AND HIGHWAY IMPROVEMENTS 001-8128-4201
115-8128-4201
147-8128-4201
301-8128-4201
122-8128-4201
PROJECT NO./TITLE: CIP 14-128 Street Improvements - Various Locations
PROJECT DESCRIPTION:
This project proposes pavement rehabilitation of streets at various locations. The selection of streets is prioritized based
on their respective Pavement Condition Index (PCI, a numerical index ranging from
0 for failed pavement to 100 indicating pavement in perfect condition) established by the City’s Pavement Management
Program Report. Candidates for this Fiscal Year’s Street Improvement Program are a
continuation of past year’s PCI based list of streets as established in the Pavement Management Report. The project will also
address limited quantities of deteriorated concrete sidewalk, curb and gutter, curb
ramps and drainage deficiencies. It will also include the City’s Slurry Seal Program.
JUSTIFICATION:
To repair and/or maintain the City’s street infrastructure identified by the City’s Pavement Management Program Report in
accordance with the City’s annual Street Improvement Program.
STATUS:
Design and Construction in FY14-15.
COST TO COMPLETE PROJECT REMAINING PRIOR YEARS FUNDS
Construction $834,200
Construction Support $48,000
Engineering $60,000 Associate Engineer $85,800
(from 115 and 147 fund) CURRENT REQUEST
FY15-16 Budget $1,018,000 001 General Fund $230,000 FY16-17 Budget $1,025,000 115 State Gas Tax Fund $204,078
FY17-18 Budget $1,021,000 147 Measure R Fund $349,079 FY18-19 Budget $1,016,000 301 Capital Improvement Fund
122 Tyco Fund
$16,843
$228,000
PROJECT TOTAL: $5,108,000 TOTAL FY 14-15 CIP FUNDING: $1,028,000
6
CITY OF HERMOSA BEACH
CAPITAL IMPROVEMENT PROJECT REQUEST
FISCAL YEAR 2014-15
DEPARTMENT: PUBLIC WORKS PRIORITY NO.: ACCOUNT NO.:
CATEGORY: Park Improvements 001-8602-4201 125-8602-4201
PROJECT NO./TITLE: CIP 14-541 Clark Field Energy Efficient Electrical Upgrades- Phase II
PROJECT DESCRIPTION:
Project includes upgrade of poles and field lighting to increase energy efficiency and to upgrade pedestrian accessibility to Clark Field from Loma
Drive that will include sidewalk, ramp, stairway, and handrail improvements.
JUSTIFICATION:
Improvements needed to replace existing field
lighting with energy efficient lighting and to improve pedestrian accessibility.
COST TO COMPLETE PROJECT REMAINING PRIOR YEAR FUNDS
Design $40,000
Construction $160,000
CURRENT REQUEST
001 General Fund 125 Park Recreation Facility Tax Fund $100,000 $100,000
PROJECT TOTAL: $200,000 TOTAL FY 14-15 CIP FUNDING: $200,000
7
Goal CIP NO.PROJECT NAME General Fund State Gas Tax Fund Tyco fund Tyco Tidelands
Park/Rec Facility Tax Fund CDBG Funds Measure R Fund Grant Fund Sewer Fund
Bayview Drive Undergr District Impr Fund
Capital Improvement Fund
Equipment Replacement Fund
Surf Memorial Trust TOTAL Current Year Request
TOTAL CIP FUNDING FY 14-15
001 115 122 123 125 140 147 150 160 309 301 715 Fund Amount
001 216,362 216,362
115 77,298 77,298
147 5,000 5,000
301 10,664 10,664
309,324
3 14-128 Street Improvements -- Various Locations 230,000 204,078 228,000 349,079 16,843 1,028,000 1,028,000
53,135 53,135 301 21,865 75,000
75,000
1 1 150,000 150,000
115 30,543 30,543
146 263,352 263,352
147 528,814 528,814
972,709
1 12-153 Fire Station Traffic Signal 17,000 17,000 001 35,400 52,400
147 156,023 156,023
150 95,261 95,261
251,284
1 14-163 Protective Bollards Along the Strand 25,000 25,000 25,000
4 14-168 Valley Drive Sharrows 20,000 137,208 2 157,208 157,208
1 14-173 8th Street SR2S Improvements 67,000 67,000 67,000
292,000 204,078 295,000 0 0 0 349,079 137,208 0 0 69,978 0 0 1,280,343 1,590,582 2,937,925
160 172,964 172,964
301 78,711 78,711
251,675
3 14-402 Sewer Improvements -- Various Locations 149,381 83,532 0 262,454 24,148 519,515 519,515
149,381 0 83,532 0 0 0 0 0 262,454 0 24,148 0 0 519,515 251,675 771,190
001 182,860 182,860
289,110 289,110 121 80,000 369,110
125 28,030 28,030
580,000
4 13-538 Citywide Park Master Plan 83,592 83,592 125 60,261 143,853
4 14-539 Valley Park Playground Surface Renovation 21,128 21,128 21,128
4 14-541 Clark Field Energy Efficient Electrical Upgrades - Phase II 100,000 100,000 200,000 200,000
183,592 0 0 0 410,238 0 0 0 0 0 0 0 0 593,830 351,151 944,981
TOTAL FOR PROJECT
3
PARK IMPROVEMENTS SUBTOTAL
Sewer Improvements -- Various Locations
South Park Playground Improvement11-5374
TOTAL FOR PROJECT
TOTAL FOR PROJECT
TOTAL FOR PROJECT
Street Improvements -- Various
Locations
City of Hermosa Beach
DEPARTMENT OF PUBLIC WORKSCAPITAL IMPROVEMENT PROGRAM - FY2014-15
Remaining Prior Year Funding
TOTAL FOR PROJECT
STREET AND HIGHWAY IMPROVEMENTS
3
TOTAL FOR PROJECT
PCH Traffic Improvements
13-127
12-160
SEWER/STORM DRAIN IMPROVEMENTS
13-401
STREET AND HIGHWAY IMPROVEMENTS
SUBTOTAL
SEWER/STORM DRAIN IMPROVEMENTS SUBTOTAL
PARK IMPROVEMENTS
3
5
3
12-143
11-141
PCH/Aviation Beautification
Gould Avenue Street Improvements
8
Goal CIP NO.PROJECT NAME General Fund State Gas Tax Fund Tyco fund Tyco Tidelands
Park/Rec Facility Tax Fund CDBG Funds Measure R Fund Grant Fund Sewer Fund
Bayview Drive Undergr District Impr Fund
Capital Improvement Fund
Equipment Replacement Fund
Surf Memorial Trust TOTAL Current Year Request
TOTAL CIP FUNDING FY 14-15
001 115 122 123 125 140 147 150 160 309 301 715 Fund Amount
City of Hermosa Beach
DEPARTMENT OF PUBLIC WORKSCAPITAL IMPROVEMENT PROGRAM - FY2014-15
Remaining Prior Year Funding
32,240 32,240 001 1,000 33,240
0 125 46,760 46,760
80,000
5 12-609 Downtown Strategic Plan
Implementation 160,000 160,000 160,000
1 13-606 Fire Station Renovation and Upgrades 001 23,178 23,178
1 14-614 Police Facilities Improvements 93,800 93,800 93,800
1 14-632 Fire Department Tower Demolition 220,000 220,000 220,000
0 125 50,112 50,112
58,134 58,134 301 16,954 75,088
125,200
1 13-655 City Facilities ADA Improvements 20,000 56,100 76,100 140 70,059 146,159
0 001 10,716 10,716
125,479 3,318 128,797 122 173,805 302,602
313,318
4 10-661 Surfing Memorial Statue 328,058 328,058 001 1,242 329,300
5 13-664 Comprehensive City Facilities Master Plan 100,000 100,000 001 55,739 155,739
631,934 0 145,479 3,318 32,240 56,100 0 0 0 0 0 426,077 328,058 1,623,206 449,565 2,072,771
1,256,907 204,078 524,011 3,318 442,478 56,100 349,079 137,208 262,454 0 94,126 426,077 328,058 4,016,894 2,642,973 6,726,867
Prior Year Current Year Total
001 General Fund $ 895,373 1,198,773$
Reserve, 2012 CDBG Fund Exchange 58,134$ 2,152,280$ Goals:
115 State Gas Tax Fund $ 227,298 204,078$ 431,376$
121 Prop A Open Space Fund $ 80,000 -$ 80,000$ 1122Tyco Fund $ 173,805 524,011$ 697,816$ 2123 Tyco Tidelands 3,318$ 3,318$ 3 High Performing City Providing 1st Class Services
125 Park/Rec Facility Tax Fund $ 139,403 442,478$ 581,881$ 4140CDBG Funds $ 70,059 56,100$ 126,159$ 5145Prop A Fund $ 30,543 30,543$ 146 Proposition C Fund $ 263,352 -$ 263,352$ 147 Measure R Fund $ 372,385 349,079$ 721,464$
150 Grants Fund $ 95,261 $ 137,208 232,469$ 160 Sewer Fund $ 172,964 $ 262,454 435,418$ 1
301 Capital Improvement Fund $ 122,530 94,126$ 216,656$ 715 Equipment Replacement Fund 426,077$ 426,077$
Surf Memorial Trust 328,058$ 328,058$
$ 2,642,973 4,083,894$ 6,726,867$
1
2 STP-L Fund Reserve
3
TOTAL FOR PROJECT
TOTAL FOR PROJECT
4 11-602
Citywide Energy Conservation Upgrades413-656
PUBLIC BUILDING AND GROUND
IMPROVEMENTS
TOTAL FOR PROJECT
426,077 426,077 426,077 #
13-6494 Community Center General Improvements-Phase II
Chevron Funds, Coke Drum Project, $150,000
Advance from Equipment Replacement Fund Fund, Reimbursable from SCE
Financially Sound City GovernmentCommitment to a Safe Community
Enhanced Economic Development Through Revitalized Downtown And Entry Corridors
Clark Field Energy Efficient Electrical
Upgrades-Phase I
Municipal Pier Structural Repairs – Phase II
PUBLIC BUILDING AND GROUND
IMPROVEMENTS SUBTOTAL
FUND TOTALS
1 13-659
More Livable, Sustainable City 9
FY 14-152 FY15-16 FY16-17 FY 17-18 FY 18-19 UNFUNDED
AMOUNT TOTALS
309,324 309,324
1,028,000 1,018,000 1,025,000 1,021,000 1,016,000 4,080,000 1 5,108,000
75,000 875,000 875,000 1 950,000
972,709 25,509,606 1 26,482,315
52,400 52,400
251,284 1,010,716 1,010,716 1 1,262,000
25,000 25,000
157,208 57,792 1 215,000
67,000 577,390 577,390 1 644,390
50,000 50,000
2,937,925 3,481,106 1,025,000 1,021,000 1,016,000 32,160,504 35,098,429
251,675 251,675
519,515 400,000 400,000 400,000 400,000 1,660,366 1 2,179,881
12,375,000 12,375,000
14,000,000 14,000,000
771,190 400,000 400,000 400,000 400,000 28,035,366 28,806,556
580,000 580,000
143,853 15,308,147 1 15,452,000
21,128 21,128
200,000 200,000
944,981 0 0 0 0 15,308,147 16,253,128
1
2
CIP 14-541 Clark Field Energy Efficient Electrical Upgrades - Phase II
SUBTOTAL
See FY14-15 Project Detail sheets regarding future unfunded project amounts
Detail sheets for all projects with 2014-15 amounts are included only in the 2014-15 section and are not included in the 5 Year CIP section
Sewer Replacement Program
SUBTOTAL
PARKS IMPROVEMENTS
CIP 11-537 South Playground Improvement
CIP 13-538 Citywide Park Master Plan
CIP 14-539 Valley Park Playground Surface Renovation
CIP 14-402 Sewer Improvements - Various Locations
Stormwater/Urban Run-off Diversion Project
CIP 14-168 Valley Drive Sharrows
Traffic Calming Program
SUBTOTAL
SEWER/STORM DRAIN IMPROVEMENTS
CIP 13-401 Sewer Improvements - Various Locations
CIP 14-173 8th Street Safe Route To School Improvements
CIP 13-127 Street Improvements - Various Locations
CIP 14-128 Street Improvements
CIP 14-163 Protective Bollards Along Strand
PROJECT NAME
STREET AND HIGHWAY IMPROVEMENTS
CIP 11-141 Gould Avenue (from Manahttan Ave. to PCH)
CIP 12-143 PCH/Aviation Beautification Project
CIP 12-153 Fire Station Traffic Signal
CIP 12-160 PCH Traffic Improvements
10
FY 14-152 FY15-16 FY16-17 FY 17-18 FY 18-19 UNFUNDED
AMOUNT TOTALSPROJECT NAME
80,000 120,000 120,000 240,000 1 320,000
23,178 23,178
160,000 4,840,000 1 5,000,000
93,800 93,800
220,000 220,000
125,200 90,000 90,000 180,000 1 305,200
146,159 146,159
426,077 150,000 150,000 150,000 150,000 600,000 1 1,026,077
313,318 200,000 100,000 100,000 100,000 500,000 1 813,318
329,300 329,300
155,739 155,739
7,200,000 7,200,000
845,000 845,000
29,200,000 29,200,000
6,200,000 6,200,000
6,750,000 6,750,000
18,750,000 18,750,000
7,800,000 7,800,000
2,072,771 560,000 460,000 250,000 250,000 83,105,000 85,177,771
6,726,867 158,609,017 165,335,884
1
2
See FY14-15 Project Detail sheets regarding future unfunded project amounts
Police Building General Improvement
Fire Station Replacement
Community Center General Improvements
City Hall General Improvements
SUBTOTAL
ANNUAL PROJECT COST TOTALS
CIP 13-655 City Facilities ADA Transition Plan & Improvements
CIP 13-656 Citywide Energy Conservation Upgrades
CIP 13-659 Municipal Pier Structure Repairs - Phase II
CIP 13-664 Comprehensive City Facilities Master Plan
Detail sheets for all projects with 2014-15 amounts are included only in the 2014-15 section and are not included in the 5 Year CIP section
CIP 14-614 Police Facilities Improvements
CIP 14-632 Fire Department Tower Demolition
CNG Fueling Station
New Corporate Yard Facility
Community Center Theatre Upgrade
PUBLIC BUILDINGS AND GROUNDS IMPROVEMENTS
CIP 10-661 Surf Memorial
CIP 11-602 Clark Field Energy Efficient Electrical Upgrades
CIP 12-609 Downtown Strategic Plan Implementation
CIP 13-606 Fire Station Renovation and Upgrades
CIP 13-649 Community Center General Improvements
11
RESOLUTION NO. 14-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH,
CALIFORNIA ADOPTING THE BUDGET FOR THE FISCAL YEAR 2014-2015
WHEREAS, a budget for the fiscal year 2014-2015 has been prepared by the City
Manager, and;
WHEREAS, said budget incorporates expenditures for operating purposes, capital outlay
and capital improvement projects, and;
WHEREAS, said final budget will include the appropriations limit and total annual
appropriations subject to limitation as required by Section 37200 of the Government Code, and;
WHEREAS, the City Council has examined said budget and, after due deliberation and
consideration, has made such amendments to the budget as it deems advisable.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH,
CALIFORNIA DOES RESOLVE AS FOLLOWS:
SECTION 1. That the City Council does hereby approve and adopt the revised budget
for the 2014-2015 Fiscal Year as presented in the documents entitled “City of Hermosa Beach
Budget Summary 2014-2015”, and attached as “Exhibit A.”
PASSED, APPROVED and ADOPTED this 24th day of June 2014.
________________________________________________________________________
PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, California
ATTEST: APPROVED AS TO FORM:
________________________________ _______________________________
City Clerk City Attorney
12
LIGHTING
GENERAL LANDSCAPING STATE GASFUND FUND TAX FUND
001 105 115
ESTIMATED REVENUE
Taxes $22,834,507 $468,150 $0Licenses/Permits $795,240 $0 $0
Fines/Forfeitures $2,748,289 $0 $0Use of Money/Property $870,435 $737 $5,020Intergovernmental/State $97,179 $0 $497,030Intergovernmental/County $0 $0 $0Intergovernmental/Federal $22,162 $0 $0Current Service Charges $6,221,771 $0 $0Other Revenue $249,858 $0 $0
TOTAL ESTIMATED REVENUE $33,839,441 $468,887 $502,050
INTERFUND TRANSFERS IN $345,641 $6,479 $0
ESTIMATED FUNDS AVAILABLE $34,185,082 $475,366 $502,050
ESTIMATED FUND BALANCE
7/1/14 $6,458,358 $76,404 $0
REMAINING PRIOR YEAR CIP $676,497 $0 $107,841 TOTAL FUNDS AVAILABLE $41,319,937 $551,770 $609,891
APPROPRIATIONS
Operating Budget $30,490,301 $543,425 $0Capital Outlay $29,295 $0 $0
Capital Improvements $1,933,404 $0 $311,919
TOTAL APPROPRIATIONS $32,453,000 $543,425 $311,919
INTERFUND TRANSFERS OUT $856,832 $8,345 $297,972
TOTAL APPROPRIATIONS/TRANSFERS OUT $33,309,832 $551,770 $609,891
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $8,010,105 (a)$0 $0
(a) CLASSIFICATIONS OF FUND BALANCE:
Restricted Prior Balance Current Balance
Affordable Housing $41,831 $0 General Plan Maintenance Fees (6/30/15)$0 $63,000 Verizon PEG Grant $2,860 $18,860
Greenwald Theatre Improvement Donation $45,000 $45,000 CDBG Fund Exchange 2012- Lawndale $58,134 $0 CDBG Fund Exchange 2013- La Mirada $55,739 $0
Committed Clark Building Future Renovations $1,000 $0 Capital Outlay -Parking Facilities $9,592 $0
In Lieu Fee/ Parking Facility $28,900
Assigned Beach/Plaza Promotions (12/31/12)$13,472 $13,472
Beach/Plaza Promotions (Estimated 6/30/13-6/30/14)$20,000
Contingencies $4,858,893 Retirement Rate Stabilization $1,000,000
Debt Service- Oil $1,000,000
Unspecified Contingencies $500,000 Compensated Absences $297,262
Sales Tax Receivable - Due 01/15 $164,718
$8,010,105
Available Fund Balance 6/30/15 $0 $0 $0
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
13
PROP A TYCO AB 939 OPEN SPACE TYCO TIDELANDSFUND FUND FUND FUND
117 121 122 123
ESTIMATED REVENUE
Taxes $0 $0 $0 $0Licenses/Permits $0 $0 $0 $0
Fines/Forfeitures $0 $0 $0 $0Use of Money/Property $343 $0 $316,169 $46Intergovernmental/State $0 $20,557 $0 $0Intergovernmental/County $0 $0 $0Intergovernmental/Federal $0 $0 $0 $0Current Service Charges $61,130 $0 $0 $0Other Revenue $0 $0 $0 $0
TOTAL ESTIMATED REVENUE $61,473 $20,557 $316,169 $46
INTERFUND TRANSFERS IN $0 $0 $0 $0
ESTIMATED FUNDS AVAILABLE $61,473 $20,557 $316,169 $46
ESTIMATED FUND BALANCE
7/1/14 $0 $0 $232,126 $3,272
REMAINING PRIOR YEAR CIP $0 $80,000 $173,805 $0
TOTAL FUNDS AVAILABLE $61,473 $100,557 $722,100 $3,318
APPROPRIATIONS
Operating Budget $59,372 $0 $0 $0Capital Outlay $0 $0 $0 $0
Capital Improvements $0 $80,000 $697,816 $3,318
TOTAL APPROPRIATIONS $59,372 $80,000 $697,816 $3,318
INTERFUND TRANSFERS OUT $0 $20,557 $0 $0
TOTAL APPROPRIATIONS/TRANSFERS OUT $59,372 $100,557 $697,816 $3,318
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $2,101 $0 $24,284 $0
Available Fund Balance 6/30/15 $2,101 $0 $24,284 $0
CITY OF HERMOSA BEACH BUDGET SUMMARY
2104-15
14
PARK/BAYVIEW DRIVE LOWER PIER MYRTLE DISTRICT
RECREATION DISTRICT ADMIN ADMINISTRATIVE ADMINISTRATIVE
FACILITY TAX EXPENSE EXPENSE EXPENSE FUND FUND FUND FUND
125 135 136 137
ESTIMATED REVENUE
Taxes $7,019 $0 $0 $0Licenses/Permits $0 $0 $0 $0
Fines/Forfeitures $0 $0 $0 $0Use of Money/Property $2,482 $22 $0 $155Intergovernmental/State $0 $0 $0 $0Intergovernmental/County $0 $0 $0 $0Intergovernmental/Federal $0 $0 $0 $0Current Service Charges $0 $0 $0 $0Other Revenue $219,261 $4,350 $2,600 $9,000
TOTAL ESTIMATED REVENUE $228,762 $4,372 $2,600 $9,155
INTERFUND TRANSFERS IN $0 $0 $0 $0
ESTIMATED FUNDS AVAILABLE $228,762 $4,372 $2,600 $9,155
ESTIMATED FUND BALANCE
7/1/14 $267,130 $2,157 $4,746 $11,248
REMAINING PRIOR YEAR CIP $185,163 $0 $0 $0
TOTAL FUNDS AVAILABLE $681,055 $6,529 $7,346 $20,403
APPROPRIATIONS
Operating Budget $0 $2,841 $1,813 $6,760Capital Outlay $0 $0 $0 $0
Capital Improvements $639,121 $0 $0 $0
TOTAL APPROPRIATIONS $639,121 $2,841 $1,813 $6,760
INTERFUND TRANSFERS OUT $0 $3,653 $2,249 $5,264
TOTAL APPROPRIATIONS/TRANSFERS OUT $639,121 $6,494 $4,062 $12,024
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $41,934 $35 $3,284 $8,379
Available Fund Balance 6/30/15 $41,934 $35 $3,284 $8,379
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
15
LOMA DISTRICT BEACH DRIVE DISTRICT ADMINISTRATIVE ADMINISTRATIVE COMMUNITY / DEV PROPOSITION EXPENSE EXPENSE BLOCK GRANT AFUNDFUNDFUND
138 139 140 145
ESTIMATED REVENUE
Taxes $0 $0 $344,137Licenses/Permits $0 $0 $0
Fines/Forfeitures $0 $0 $0Use of Money/Property $211 $27 $3,597Intergovernmental/State $0 $0 $0Intergovernmental/County $0 $0 $0Intergovernmental/Federal $0 $0 $66,000 $0Current Service Charges $0 $0 $6,646Other Revenue $10,000 $3,000 $0
TOTAL ESTIMATED REVENUE $10,211 $3,027 $66,000 $354,380
INTERFUND TRANSFERS IN $0 $0 $0 $0
ESTIMATED FUNDS AVAILABLE $10,211 $3,027 $66,000 $354,380
ESTIMATED FUND BALANCE
7/1/14 $16,509 $2,323 $0 $209,200
REMAINING PRIOR YEAR CIP $0 $0 $70,059 $263,352
TOTAL FUNDS AVAILABLE $26,720 $5,350 $136,059 $826,932
APPROPRIATIONS
Operating Budget $7,621 $2,275 $9,900 $184,024Capital Outlay $0 $0 $0 $0
Capital Improvements $0 $0 $126,159 $263,352
TOTAL APPROPRIATIONS $7,621 $2,275 $136,059 $447,376
INTERFUND TRANSFERS OUT $5,710 $1,891 $0 $0
TOTAL APPROPRIATIONS/TRANSFERS OUT $13,331 $4,166 $136,059 $447,376
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $13,389 $1,184 $0 $379,556
Available Fund Balance 6/30/15 $13,389 $1,184 $0 $379,556
2014-15
CITY OF HERMOSA BEACH BUDGET SUMMARY
16
PROPOSITION AIR QUALITY
C MEASURE R GRANTS IMPROVEMENTFUNDFUNDFUND FUND
146 147 150 152
ESTIMATED REVENUE
Taxes $285,452 $214,092 $0 $0Licenses/Permits $0 $0 $0 $0
Fines/Forfeitures $0 $0 $0 $0Use of Money/Property $6,147 $4,505 $0 $964Intergovernmental/State $0 $0 $110,270 $22,500Intergovernmental/County $0 $0 $0 $0Intergovernmental/Federal $0 $0 $200,000 $0Current Service Charges $0 $0 $0 $0Other Revenue $0 $0 $0 $0
TOTAL ESTIMATED REVENUE $291,599 $218,597 $310,270 $23,464
INTERFUND TRANSFERS IN $0 $0 $0 $0
ESTIMATED FUNDS AVAILABLE $291,599 $218,597 $310,270 $23,464
ESTIMATED FUND BALANCE
7/1/14 $209,512 $130,482 $156,453 $14,974
REMAINING PRIOR YEAR CIP $528,814 $161,023 $95,261 $0
TOTAL FUNDS AVAILABLE $1,029,925 $510,102 $561,984 $38,438
APPROPRIATIONS
Operating Budget $30,848 $0 $310,270 $3,600Capital Outlay $0 $0 $0 $0
Capital Improvements $528,814 $510,102 $232,469 $0
TOTAL APPROPRIATIONS $559,662 $510,102 $542,739 $3,600
INTERFUND TRANSFERS OUT $0 $0 $0 $0
TOTAL APPROPRIATIONS/TRANSFERS OUT $559,662 $510,102 $542,739 $3,600
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $470,263 $0 $19,245 $34,838
Available Fund Balance 6/30/15 $470,263 $0 $19,245 $34,838
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
17
SUPPLEMENTAL
LAW ENFORCEMENT ASSET SEIZURE/FIRE
SERVICES SEWER FORFEITURE PROTECTIONFUNDFUNDFUNDFUND
153 160 170 180
ESTIMATED REVENUE
Taxes $100,000 $0 $0 $0Licenses/Permits $0 $0 $0 $0
Fines/Forfeitures $0 $0 $37,000 $0Use of Money/Property $1,572 $10,822 $3,173 $298Intergovernmental/State $0 $5,422 $0 $0Intergovernmental/County $0 $10,000 $0 $0Intergovernmental/Federal $0 $0 $0 $0Current Service Charges $0 $30,000 $0 $0Other Revenue $0 $0 $0 $10,500
TOTAL ESTIMATED REVENUE $101,572 $56,244 $40,173 $10,798
INTERFUND TRANSFERS IN $0 $850,353 $0 $0
ESTIMATED FUNDS AVAILABLE $101,572 $906,597 $40,173 $10,798
ESTIMATED FUND BALANCE
7/1/14 $819 $187,524 $280,194 $25,704
REMAINING PRIOR YEAR CIP $0 $172,964 $0 $0 TOTAL FUNDS AVAILABLE $102,391 $1,267,085 $320,367 $36,502
APPROPRIATIONS
Operating Budget $23,681 $831,667 $6,700 $0Capital Outlay $0 $0 $600 $0
Capital Improvements $0 $435,418 $0 $0
TOTAL APPROPRIATIONS $23,681 $1,267,085 $7,300 $0
INTERFUND TRANSFERS OUT $0 $0 $0 $0
TOTAL APPROPRIATIONS/TRANSFERS OUT $23,681 $1,267,085 $7,300 $0
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $78,710 $0 $313,067 $36,502
(c) CLASSIFICATION OF FUND BALANCE
Restricted
Designated Dept of Justice Funds$146,053
Designated Dept of Treasurer Funds$17,441
Available Fund Balance 6/30/15 $78,710 $0 $149,573 $36,502
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
18
BAYVIEW DRIVE LOWER PIER
CAPITAL DISTRICT DISTRICT
IMPROVEMENT REDEMPTION REDEMPTIONFUNDFUNDFUND
301 609 610
ESTIMATED REVENUE
Taxes $0 $0 $0Licenses/Permits $0 $0 $0
Fines/Forfeitures $0 $0 $0Use of Money/Property $8,431 $1,160 $384Intergovernmental/State $0 $0 Intergovernmental/County $0 $0 $0Intergovernmental/Federal $0 $0 $0Current Service Charges $0 $0 $0Other Revenue $10,150 $0 $0
TOTAL ESTIMATED REVENUE $18,581 $1,160 $384
INTERFUND TRANSFERS IN $0 $0 $0
ESTIMATED FUNDS AVAILABLE $18,581 $1,160 $384
ESTIMATED FUND BALANCE
7/1/14 $1,624,184 $140,647 $4,880
REMAINING PRIOR YEAR CIP $128,194 $0 $0
TOTAL FUNDS AVAILABLE $1,770,959 $141,807 $5,264
APPROPRIATIONS
Operating Budget $0 $0 $0Capital Outlay $0 $0 $0
Capital Improvements $222,320 $0 $0
TOTAL APPROPRIATIONS $222,320 $0 $0
INTERFUND TRANSFERS OUT $0 $0 $0
TOTAL APPROPRIATIONS/TRANSFERS OUT $222,320 $0 $0
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $1,548,639 $141,807 $5,264
Available Fund Balance 6/30/15 $1,548,639 $141,807 $5,264
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
19
BEACH DRIVE BEACH DRIVE MYRTLE LOMA
DISTRICT DISTRICT AVENUE DRIVE
REDEMPTION RESERVE ASSESSMENT ASSESSMENTFUNDFUNDFUNDFUND
611 612 617 618
ESTIMATED REVENUE
Taxes $0 $0 $0 $0Licenses/Permits $0 $0 $0 $0
Fines/Forfeitures $0 $0 $0 $0Use of Money/Property $597 $86 $822 $1,053Intergovernmental/State $0 $0 $0 $0Intergovernmental/County $0 $0 $0 $0Intergovernmental/Federal $0 $0 $0 $0Current Service Charges $0 $0 $0 $0Other Revenue $0 $0 $0 $0
TOTAL ESTIMATED REVENUE $597 $86 $822 $1,053
INTERFUND TRANSFERS IN $0 $0 $0 $0
ESTIMATED FUNDS AVAILABLE $597 $86 $822 $1,053
ESTIMATED FUND BALANCE
7/1/14 $70,410 $4,091 $14,060 $19,201
REMAINING PRIOR YEAR CIP $0 $0 $0 $0
TOTAL FUNDS AVAILABLE $71,007 $4,177 $14,882 $20,254
APPROPRIATIONS
Operating Budget $0 $0 $0 $0Capital Outlay $0 $0 $0 $0
Capital Improvements $0 $0 $0 $0
TOTAL APPROPRIATIONS $0 $0 $0 $0
INTERFUND TRANSFERS OUT $0 $0 $0 $0
TOTAL APPROPRIATIONS/TRANSFERS OUT $0 $0 $0 $0
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1
ESTIMATED FUND BALANCE 6/30/15 $71,007 $4,177 $14,882 $20,254
Available Fund Balance 6/30/15 $71,007 $4,177 $14,882 $20,254
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
20
BAYVIEW
DRIVE EQUIPMENT
RESERVE INSURANCE REPLACEMENT TOTALFUNDFUNDFUND(MEMORANDUM
619 705 715 ONLY)
ESTIMATED REVENUE
Taxes $0 $0 $0 $24,253,357Licenses/Permits $0 $0 $0 $795,240
Fines/Forfeitures $0 $0 $0 $2,785,289Use of Money/Property $192 $0 $0 $1,239,450Intergovernmental/State $0 $0 $0 $752,958Intergovernmental/County $0 $0 $0 $10,000Intergovernmental/Federal $0 $0 $0 $288,162Current Service Charges $0 $2,782,847 $1,518,864 $10,621,258Other Revenue $0 $0 $426,077 $944,796
TOTAL ESTIMATED REVENUE $192 $2,782,847 $1,944,941 $41,690,510
INTERFUND TRANSFERS IN $0 $0 $0 $1,202,473
ESTIMATED FUNDS AVAILABLE $192 $2,782,847 $1,944,941 $42,892,983
ESTIMATED FUND BALANCE
7/1/14 $13,443 $7,896,849 $5,373,000 $23,449,900
REMAINING PRIOR YEAR CIP $0 $0 $0 $2,642,973
TOTAL FUNDS AVAILABLE $13,635 $10,679,696 $7,317,941 $68,985,856
APPROPRIATIONS
Operating Budget $0 $2,773,695 $1,838,877 $37,127,670Capital Outlay $0 $0 $671,356 $701,251
Capital Improvements $0 $0 $426,077 $6,410,289 TOTAL APPROPRIATIONS $0 $2,773,695 $2,936,310 $44,239,210
INTERFUND TRANSFERS OUT $0 $0 $0 $1,202,473
TOTAL APPROPRIATIONS/TRANSFERS OUT $0 $2,773,695 $2,936,310 $45,441,683
ADJUST FUND BALANCE FOR
FIXED ASSET ADDITIONS 1 $671,356 $671,356
ESTIMATED FUND BALANCE 6/30/15 $13,635 $7,906,001 2 $5,052,987 $24,215,529
Potential Contingencies (d) Investment In
Oil Settlement Fixed Assets
$2,500,000 $3,017,548
$507,775
Designated Building Maintenance Funds
Available Fund Balance 6/30/15 $13,635 $5,406,001 $1,527,664 $10,016,607
1 Reflects increase to fund balance for fixed asset purchases
Internal Service Funds.
2 $3,500,000 recorded as liability for a total of $6,000,000 for the Contingency for Oil Settlement
CITY OF HERMOSA BEACH BUDGET SUMMARY
2014-15
21
June 11, 2014
Honorable Mayor and Members of City Council Meeting of
the Hermosa Beach City Council June 24, 2014
ADOPTION OF THE 2014-15 APPROPRIATION LIMIT
Recommendation:
It is recommended that the City Council adopt Resolution 14-xxxx setting the 2014-2015
appropriation limit.
Background:
In November of 1979, Article XIII B of the California State Constitution was added by the
voters through Proposition 4. This Article established limits, using a formula, on state
and local governments for appropriation of revenue from tax proceeds.
On June 5, 1990, Proposition 111, modified the method of calculating the limit, beginning with fiscal year 1990-91, to allow the City to choose the most beneficial of two adjustment factors for inflation and population as follows:
Inflation California Per Capita Personal Income Change
or
Increase in Non-Residential Assessed Valuation Due to New Construction.
Population City Population Growth
or
County Population Growth. Proposition 111 also implemented a requirement that our Appropriation Limit be
reviewed annually by our independent auditor.
Analysis: The 2014-2015 limit was calculated, per the League of California Cities Uniform
Guidelines, by applying the population and inflation factors to the prior year limit. The
County of Los Angeles Population Change of .78% was used as the population growth
factor since it is greater than the population increase of .43% for the City. The Increase in Non-Residential Assessed Valuation Due to New Construction of 1.31% was used as the California Per Capita Personal Income Change is -.23%.The factor with the largest
change is always chosen to give the City maximum discretion with regard to
appropriations.
The law requires adoption of the 2014-2015 limit by resolution and a recorded vote of the Council to select annual adjustment factors. The choice is set forth in the attached
resolution.
1
2
RESOLUTION NO. 14-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH,
CALIFORNIA, APPROVING AND ADOPTING THE ANNUAL APPROPRIATION LIMIT
FOR THE FISCAL YEAR 2014-2015
WHEREAS, the voters of California, on November 6, 1979, added Article XIII B
to the State Constitution, placing various limitations on appropriations of state and local
governments; and
WHEREAS, Article XIII B provides that the appropriation limit for the fiscal year
2014-2015 is calculated by adjusting the base year appropriation of fiscal year 1978-79
and subsequent years for changes in the cost of living and population; and
WHEREAS, Proposition 111 (Section 1.5 of Article XIII B), enacted by the voters
on June 5, 1990, modified the method of calculating the limit, beginning with fiscal year
1990-91; and
WHEREAS, the City of Hermosa Beach has complied with all of the provisions of
Article XIII B in determining the appropriation limit for fiscal year 2014-15;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, DOES RESOLVE AS FOLLOWS;
SECTION 1. That the City of Hermosa Beach chooses to use the Increase in
Non-Residential Assessed Valuation Due to New Construction as the inflation
adjustment factor for fiscal year 2014-2015.
SECTION 2. The City of Hermosa Beach chooses to use the Change in
Population for the County of Los Angeles as the growth adjustment factor for fiscal year
2014-2015.
3
SECTION 3. The City of Hermosa Beach uses the Uniform Guidelines
published by the League of California Cities in March 1991 to determine the limit and
appropriation subject to the limit.
SECTION 4. Documentation for calculation of the limit is on file in the Finance
Department and will be reviewed by the City’s auditors during the annual financial audit,
as required by Proposition 111.
SECTION 5. The appropriation limit for the City of Hermosa Beach for fiscal
year 2014-2015 is $33,285,816.
PASSED, APPROVED and ADOPTED this 24th day of June 2014.
______________________________________________________
PRESIDENT of the City Council, and MAYOR of the
City of Hermosa Beach, California
ATTEST:
_______________________________CITY CLERK
4
CITY OF HERMOSA BEACH2014-15 CALCULATION OF APPROPRIATION LIMITHISTORY OF LIMITATION
2007-08Per Capita Income Change =4.42%>1.0515County of Los Angeles Population Change =0.72%Limitation $24,853,472
2008-09Per Capita Income Change =4.29%>1.0519County of Los Angeles Population Change =0.86%Limitation $26,143,367
2009-10
Increase in non-residential assessed valuation dueto new construction =0.88%>1.0179County of Los Angeles Population Change =0.90%Limitation $26,611,333
2010-11
Increase in non-residential assessed valuation dueto new construction =1.01%>1.019City of Hermosa Beach Population Change =0.94%Limitation $27,116,948
2011-12Increase in non-residential assessed valuation due
to new construction =2.75%
>1.0314County of Los Angeles Population Change =0.38%Limitation $27,968,420
2012-13Increase in non-residential assessed valuation dueto new construction =9.71% >1.101268
County of Los Angeles Population Change =0.38%Limitation $30,800,726
2013-14Per Capita Income Change =5.12%>1.05845328County of Los Angeles Population Change =0.69%Limitation $32,601,127
2014-15Increase in non-residential assessed valuation dueto new construction =1.31%>1.021002County of Los Angeles Population Change =0.78%Limitation $33,285,816
5
CITY OF HERMOSA BEACH2014-15 CALCULATION OF APPROPRIATION LIMITHISTORY OF LIMITATION
1997-98Per Capita Income Change =4.67%>1.0597County of Los Angeles Population Change = 1.24%Limitation $14,306,861
1998-99
Per Capita Income Change =4.15%>1.0604County of Los Angeles Population Change = 1.81%Limitation $15,170,995
1999-00Per Capita Income Change =4.53%>1.0639
County of Los Angeles Population Change = 1.78%Limitation $16,140,422
2000-01Per Capita Income Change =4.91%>1.0675County of Los Angeles Population Change = 1.75%Limitation $17,229,900
2001-02Per Capita Income Change =7.82%>1.0961County of Los Angeles Population Change = 1.66%Limitation $18,885,693
2002-03
Increase in non-residential assessed valuation due
to new construction =1.00%>1.0299City of Hermosa Beach Population Change =1.97%Limitation $19,450,375
2003-04Per Capita Income Change =2.31%
>1.0401County of Los Angeles Population Change = 1.66%Limitation $20,230,335
2004-05Per Capita Income Change = 3.28%>1.0471County of Los Angeles Population Change = 1.38%
Limitation $21,183,184
2005-06Per Capita Income Change =5.26%>1.0650County of Los Angeles Population Change =1.18%Limitation $22,560,091
2006-07
Per Capita Income Change =3.96%>1.0477County of Los Angeles Population Change =0.78%Limitation $23,636,207
6
CITY OF HERMOSA BEACH2014-15 CALCULATION OF APPROPRIATION LIMITHISTORY OF LIMITATION
Limitation for 1986-87 Fiscal Year $8,609,437
1987-88Per Capita Income Change =3.47%>1.0544County of Los Angeles Population Change = 1.91%Limitation $9,077,790
1988-89Per Capita Income Change =4.66%>1.0655County of Los Angeles Population Change = 1.81%Limitation $9,672,386
1989-90Per Capita Income Change =5.19%
>1.0638County of Los Angeles Population Change = 1.14%Limitation $10,289,484
1990-91Per Capita Income Change =4.21%>1.0562County of Los Angeles Population Change = 1.36%
Limitation $10,867,753
1991-92Per Capita Income Change =4.14%>1.0594County of Los Angeles Population Change = 1.73%Limitation $11,513,297
1992-93
Per Capita Income Change =-0.64%>1.0084County of Los Angeles Population Change = 1.49%Limitation $11,610,009
1993-94Per Capita Income Change =2.72%>1.0371
County of Los Angeles Population Change = 0.96%Limitation $12,040,740
1994-95Per Capita Income Change =0.71%>1.0147County of Los Angeles Population Change = 0.75%Limitation $12,217,739
1995-96Per Capita Income Change =4.72%>1.0507County of Los Angeles Population Change = 0.33%
Limitation $12,837,178
1996-97Per Capita Income Change =4.67%>1.0517County of Los Angeles Population Change = 0.48%Limitation $13,500,860
7
June 10, 2014
Honorable Mayor and Members of Regular Meeting of
The Hermosa Beach City Council June 24, 2014
PUBLIC HEARING - HERMOSA BEACH LANDSCAPING
AND STREET LIGHTING DISTRICT FY 14-15
Recommendation:
It is recommended that the City Council:
1. Conduct a Public Hearing in connection with the levy of assessments for FY 14-15; and
2. Adopt the attached Resolution confirming the diagram and assessment for Hermosa Beach Landscaping &
Street Lighting District 2014-2015 ("District") and levying an assessment for the fiscal year commencing
July 1, 2014 and ending June 30, 2015.
Background:
As required by law, the following steps have been taken for the levy and collection of assessments for fiscal year
2014-2015 within the District:
1. March 11, 2014: The City Council adopted Resolution No. 13-6893 ordering the preparation of a report for the
District.
2. May 5, 2014: The Director of Public Works filed with the City Clerk the report consisting of, among other
things; the assessment diagram and assessment roll for the District.
3. May 13, 2014: The City Council adopted Resolution No. 14-6901 approving the report of the Director of Public
Works.
4. May 13, 2014: The City Council adopted Resolution No. 14-6902 setting June 24, 2014 at 7:30 p.m. as the
date and time for a public hearing in order to accept public input on the District.
5. May 22, 2014 and June 12, 2014: Notice of the Public Hearing was given by publishing a public notice in the
Easy Reader.
Analysis:
The District assessment funds the cost of maintaining and operating street lights, traffic signals and landscaping
located within parkways or medians. The proposed assessment rate for FY 2014-2015 is $41.45 per equivalent
dwelling unit, the same equivalent dwelling unit rate used in fiscal year 2013-2014 to finance those improvements. The
assessment is based on the actual number of dwelling units that are on a property (or their equivalent for vacant and
commercial properties).
Prior to 1995, the assessment amount was $16.84 per dwelling unit. In FY 1995-96, the assessment amount was
increased to $54.82 with the exception of senior citizens, for whom the $16.84 amount (through a rebate program) was
maintained. Due to a surplus of funds, the assessment amount was reduced to the present amount of $41.45 in FY
1997-98.
This surplus of District funds was enough to cover the increasing costs of services through FY 2003-04. Since this time
period, the District has been running a deficit, requiring supplemental revenue from the General Fund.
Supplemental from H. Longacre to the June 24, 2014 Regular Council Meeting - Agenda Item 6-a
Page 1 of 3
Supplemental To Municipal Item 6-a
City Manager's office, City Clerk: This is supplemental correspondence for Municipal Item 6-A of the June
24, 2014 regular 7-PM City Council meeting. Please advance copies to those listed, at the meeting, and
announce as supplemental material for the public and press. Please also post with the agenda materials on
the Internet. Thank You.
June 24, 2014
To: Councilmembers (Peter Tucker, Michael DiVirgilio, Nanette Barragan, Carolyn Petty,
Hany Fangary), City Clerk, City Manager, Assistant to City Manager,
Finance Director, Community Development Director, Public Works Director,
Police Chief, Fire Chief, and contract-City Attorney.
From: Howard Longacre, a Hermosa Beach Resident
Re: Regarding the City's most-evident fast-tracking attempts towards the having of a
Hermosa Beach special election for the oil-drilling ballot measure to be combined with the
county/state/federal general election in November 2014, and in the absence of an as-yet
formal request from E&B for such special election to yet occur.
Attachment: Copy of 2012 Oil Settlement Agreement
Honorable Councilmembers, and others:
Your 6/24/2014 council meeting agenda states for item 6-a;
MUNCIPAL MATTERS:
6-a STATUS REPORT ON E&B’S PROPOSED OIL DRILLING AND PRODUCTION PROJECT AND POSSIBLE
DIRECTION TO SUBCOMMITTEE REGARDING NEGOTIATION OF THE DEVELOPMENT AGREEMENT.
Memorandum from Community Development Director Ken Robertson dated June 18, 2014.
RECOMMENDATION: That the City Council receive and file this report. The Council may also wish to give its
subcommittee direction pertaining to negotiation points of the Development Agreement.
Staff Report
The following are my comments, given freely, and they are entirely my views and opinions
on everything I've stated herein.
While item 6(a) pertains to the regular report on the E&B oil drilling application as related
to the 2012 oil-litigation settlement agreement, it is most evident from following this matter
week to week, that the City is doing all possible now to fast-track the matter onto this
year's 2014 November general election ballot.
It would be great if the oil-election could occur in November, and that the Hermosa
electorate could then go to the polls, vote No in the majority, and for the most part be done
with this filthy, rotten, disgusting oil matter, done for the most part with E&B, and the rest of
it, until E&B, or some other oil-driller with a need-for-greed, again comes propagandizing
Supplemental from H. Longacre to the June 24, 2014 Regular Council Meeting - Agenda Item 6-a
Page 2 of 3
the Hermosa electorate to get at the filthy, toxic oil under the City, under its magnificent
beach, and ocean the tidelands.
Nonetheless, there are at least two significant parties in this matter, and E&B unfortunately
is one of them. And there is also the very-poorly written 2012 settlement agreement (from
the point of view of Hermosa interests) which ties the City and E&B together in this matter.
Once again Michael Jenkins, the same awful counsel that got the City into this long, long,
expensive oil mess, and who has become fat-rich off Hermosa Beach ever since, was
again the responsible party giving very poor counsel to Hermosa Beach to arrive at the
settlement agreement the City so stupidly, secretly, and unnecessarily, signed in closed
session behind the electorate's back. Why is it that Hermosa council after Hermosa
council has not the intelligence or gumption to terminate the contract services of Michael
Jenkins? Clearly his counsel has been a costly disaster for the City with respect to oil.
Now, in reading the settlement agreement again, under Paragraph IV it states quite clearly
on page 7;
Now it's most apparent that E&B has done their voter survey work and probably knows
well that oil-drilling has not a snow-ball's chance in Hell of passing in November 2014.
And likewise the Council, operating in a political world, at least two members, know they
don't want to be dealing with an oil election when they are trying to get re-elected in 2015,
even if that election occurs before the council election of November 2015 which seems
likely.
However the reality is that within reason the City is going to have to mutually agree on an
approximate time for an oil election with E&B. E&B clearly isn't going to make a formal
request for an election per the settlement agreement until after August, when it will be too
late for the City to consolidate such city-election with the general election. That's just the
reality of doing business with what I believe is a very dishonorable company, i.e. E&B.
After all did E&B let all concerned know about the Louisiana Equinox disaster and
bankruptcy during the settlement negotiations? And for that matter, did Jenkins or anyone
Supplemental from H. Longacre to the June 24, 2014 Regular Council Meeting - Agenda Item 6-a
Page 3 of 3
involved do a little bit of Googling to learn of that mess before signing an agreement with a
closely related official?
The bottom line, so long as you on the Council refuse to get new, un-biased, un-tainted,
counsel for the city, Jenkins is going to continue to get more-fat-rich by giving you less
than the best counsel that's probably available at lower cost.
E&B, within some reasonable amount of time, really does seem to have the right, per this
Jenkins approved (for the City's point of view) settlement agreement, to request that the
City hold the election when they, E&B, are ready. They clearly are indicating they are not
ready yet. That does not seem yet-unreasonable at this point.
However, another rotten part of the Jenkins agreement for the City, is that this is costing
the City a fortune month to month that the election is put off. It's eating staff time alive,
that isn't being reimbursed. The reimbursement agreement made after the settlement
agreement for staff time, another Jenkins negotiated agreement with E&B, covers almost
nothing. Meanwhile Jenkins still is getting fat-rich, fat-rich.
When the Council, especially Michael DiVirgilio wheeled and dealed like the big-shot
Hermosa official that he probably presumes he is, he never dreamed he'd be running for
election with the oil issue still at his back three years after the settlement. Well guess
what, if he's so stupid to run for a third term, the ousting he gets will be much more than
what Mr. Patrick "Kit" Bobko, a somewhat Jenkins protégé, received. If Mr. DiVirgilio
believes he's fooling the Hermosa electorate with his synthetic smiling, and all that, at the
meetings than he truly is an unfortunate soul.
The Council would best figure out a way to bill E&B for all these ongoing costs. What E&B
is spending on advertising and what they will be spending once there is a ballot measure
to fool the public into approving filthy oil drilling, makes the paltry $50,000 maximum they
agreed to pay the City for the election look insignificant.
No thanks to Michael Jenkins and his rotten counsel that has cost this city millions and
millions since his arrival as contract city attorney.
Go ahead and try to have the election in November without E&B's request and guess
what, Jenkins will make more money defending another cavalier action by Hermosa
Beach.
Again no one wants E&B and all these oil drillers with their need-for-greed out of Hermosa
Beach more than I.
See Attachment: 2012 Oil litigation Settlement Agreement.
SETTLEMENT AGREEMENT AND RELEASE
THIS SETTLEMENT AGREEMENT AND RELEASE Agreement is made and
entered into as of this 2d day of March 2012 by and between MACPHERSON OIL
COMPANY a California corporation and WINDWARD ASSOCIATES a California limited
partnership collectively 1Vlacpherson E B NATURAL RESOURCES MANAGEMENT
CORPORATION a California corporation E B and the CITY OF HERMOSA
BEACH a California municipal corporation City The above parties will occasionally be
individually refened to as Party and collectively referred to as the Parties
RECITALS
A Macpherson and City entered into an oil and gas lease in 1986 and subsequently
entered into an amended and restated oil and gas lease in 1992 the Lease that among other
things added the Cityowned Tidelands to the leased lands all in order to allow Macpherson to
engage in a directional well oil drilling project that would be conducted from an urban drill site
to be installed and located on the Citys maintenance yard property the Oil Project The City
certified an Environmental Impact Report for the Oil Project in 1990 The City secured the
approval of the Lease from the California State Lands Commission in 1992 and the reapproval
of the Lease from the California State Lands Commission in 1994 The City issued Conditional
Use Permit No 935632 to Macpherson for the Oil Project in 1993 and at the same time
certified an addendum to the previouslycertified Environmental Impact Report to accommodate
several minor changes to the Oil Project Macpherson also obtained all of the necessary Permits
to Construct for the Oil Project from the South Coast Air Quality Management District In
November 1995 the residents of the City passed City Measure E an initiative measure that
banned oil drilling in the City In early 1998 and notwithstanding the passage of Measure E the
California Coastal Commission authorized issuance of Coastal Development Permit No E9628
to Macpherson far the Oil Project subject to conditions Later in 1998 the City Council made a
determination that the Oil Project as then constituted posed an unacceptable public safety risk
B Macpherson filed a crosscomplaint for breach of the Lease seeking monetary
damages against City in late 1998 in the case entitled Hermosa Beach Stop Oil Coalition et al v
City of Hermosa Beach Los Angeles County Superior Court Case No BC172546 the
Action The California Court of Appeal ruled in the Action that Measure E both applied to
the Oil Project and that its passage entitled Macpherson to sue the City for monetary damages
The Los Angeles County Superior Court in 2008 subsequently ruled that City s adoption of
Measure E constituted a breach of the Lease and scheduled a trial to determine the amount of
Macphersons damages The Court of Appeal thereafter ruled that the Citys 1998 determination
that the Oil Project as then constituted posed an unacceptable public safety risk may constitute a
defense to Macpherson s damages claim if the evidence presented at trial satisfies the limitations
upon the defense set forth by the Court of Appeal The trial on Macphersons crosscomplaint is
now scheduled to commence in early April 2012 At trial Macpherson will be seeking damages
against City in excess of 700 Million
C E B is an unrelated thirdparty oil company that has investigated the Oil Project
and wishes to pursue it E B has approached the City and Macpherson with a plan to settle the
Action between the City and Macpherson and provide E B with a potential opportunity to
1
proceed with a stateoftheart directional well oil drilling project conducted from an urban drill
site located on Citys maintenance yard property E B proposes a settlement payment to
Macpherson to compensate Macpherson for an assignment to E B of Macphersons rights to
the Oil Project and termination of the Action in return for 1 the opportunity to persuade Citys
electorate that a stateoftheart directional well oil drilling project conducted from Citys
maintenance yard can be accomplished safely and with financial benefits to all of the Parties and
2 for full or partial repayment to E B by the City of a portion of the settlement payment
E B makes to Macpherson Due to technology and operational advancements in the past 15
years made by the oil and gas industry related to safety and efficiency of oil and gas production
it is E Bs strong belief that both the residents of City and E B can greatly benefit by
allowing for the development of the oil and gas reserves under the leases assigned to E B
D City is willing to place on the ballot a measure that would afford its electorate the
opportunity to consider whether to resurrect a directional well oil drilling project from Citys
maintenance yard in exchange for termination of the Action and payrnent to E B of certain
amounts contingent on the outcome of the ballot measure and establishing the ongoing potential
for a very substantial revenue stream to be generated for City and the Hermosa Beach School
District as a result of the payment to City and School District of royalties in association with the
production of oil and gas reserves by E B Macpherson is willing to settle the Action and
assign to E B its rights to the Oil Project in return for the settlement payment together with
the royalty interest to be assigned by the City to Macpherson and the overriding royalty interest
to be reserved to Macpherson from its assignment to E B all as set forth below in this
Agreement
E Settlement of the Action would serve to eliminate the risks and costs associated
with continued protracted litigation and would return to the electorate the question of whether the
public interest would be best served by either approval of the oil drilling project or payment of a
settlement
F The Parties by this Agreement wish to resolve and settle the Action all disputes
encompassed within and that could have been raised in the Action and all attendant and potential
litigation arising therefrom
NOW THEREFORE in consideration of the mutual covenants and agreements
described below and for good and valuable consideration the receipt and sufficiency of which
are hereby acknowledged the Parties hereby agee
I Parties
11 The City of Hermosa Beach a California municipal corporation
City
12 Macpherson Oil Company a California corporation and Windward
Associates a California limited partnership collectively
Macpherson
13 E B Natural Resources Management Corporation a California
corporation EB
2
II Defmitions
21 Action means Hermosa Beach Stop Oil Coalition et al v City of
Hermosa Beach Los Angeles County Superior Court Case No
BC 172546
22 Affiliate or Affiliates means an entity designated by E B
and under common control with controlled by or under the control
of E B
23 Ballot Measure means the measure described in paragraph 46a
herein
24 Closing means the consummation of this Settlement Agreement
and Release at which time the Parties shall concurrently deliver the
instruments and payments described herein all as provided in
paragraph III herein
25 Conditional Use Permit or CUP means Conditional Use Permit
No 935632 dated August 12 1993 issued by City to Macpherson
26 E B Loan means the payment advanced by E B to
Macpherson on behalf of City and to be repaid or forgiven as
provided in paragraphs 44b and 46b and c herein
27 Grant Deed means the Municipal Corporation Grant Deed
attached hereto as Exhibit A and incorporated herein by reference
28 Lease means the Oil and Gas Lease No 2 dated January 14
1992 between City and Macpherson and all extant records
permits studies and documents pertaining thereto
29 Project or Oil Project means the directional well oil drilling
project described in the Lease and the CUP from Citys
maintenance yard as it may from time to time be modified in the
course of implementation of the terms ofthis Agreement
210 School Lease means the lease between Macpherson and the
Hermosa Beach School District
211 Settlement Payment means the payment from E B to
Macpherson described in paragraph 43b herein
III The Closing
31 The Closing shall occur on such day and at such time as may be mutually
agreed upon by all of the Parties but in no event later than Friday March 2 2012
at a time sufficient to accommodate a wire transfer of the Settlement Payment
3
from E B to Macpherson Unless otherwise mutually agreed the Closing shall
take place at the offices of Michael Jenkins the City Attorney Jenkins Hogin
1230 Rosecrans Avenue Suite 110 Manhattan Beach California
32 If the Closing does not occur within the time provided in paragraph 31 or
if any Party fails to deliver an executed original of this Agreement to each of the
other Parties at the Closing or if Macpherson fails to deliver a signed and
notarized original assignment from Macpherson to E B of Macphersons rights
title and interest in and with respect to the Lease and the Project as provided in
paragraph 41a below or if Macpherson fails to deliver to the City at the Closing
an executed dismissal with prejudice of the Action as provided in
paragraph 41c below or if E B fails to make the Settlement Payment to
Macpherson by wire transfer during the Closing or if E B fails to sign and
return a fully executed and notarized counterpart original of the assignment from
Macpherson to E B of Macphersons rights title and interest in and to the
Lease and the Project to Macpherson at the Closing ie the assignment executed
by both Macpherson and E B which assignment contains the reservation of the
112 overriding royalty in favor of Macpherson as provided in
paragraph 43a below or if the City fails to deliver the fully executed and
notarized Grant Deed to Macpherson at the Closing which Grant Deed grants a
313 royalty to Macpherson under the terms contained therein as provided in
paragraph 45b below or if the City fails to deliver to E B and Macpherson
the fully executed and acknowledged consent to assignment of the Lease and
Cityissued permits for the Project which is included in the assignment from
Macpherson to E B as provided in paragraph 45c below then in any of such
events the Action shall not be settled and each of Macpherson and the City will
be free to pursue all of their respective claims and defenses in further prosecution
andor defense of the Action For avoidance of doubt should the Action not be
settled on account of the occurrence of any of the events specified in this
Paragraph 32 then this Agreement and all of its provisions and any settlement
discussions between or among any ofthe Parties remain fully subject to Evidence
Code sections 1152 and 1154 and the Confidentiality Agreement previously
signed on behalf of each of the Parties on February 17 2012
33 Should the Closing occur and each of the Parties fully complies with all of
its obligations to be performed at the Closing as provided in this Agreement such
that the Action is fully settled and claims are released then in such event the
Confidentiality Agreement previously signed on behalf of each of the Parties on
February 17 2012 shall remain applicable to communications prior to Closing
but shall otherwise automatically terminate and be of no further force and effect
with respect to this Agreement and communications following the Closing except
as may be required by law For avoidance of doubt in the event any participant in
the settlement communications prior to Closing is deposed whether by subpoena
or notice individually or as a corporate representative or appears to testify in any
proceeding whether doing so voluntarily or involuntarily the Confidentiality
Agreement shall not be construed to prevent preclude or restrict such testimony
and such testimony shall not constitute a breach ofthe Confidentiality Agreement
4
IV Obliations of the Parties
41 Macphersons Obligations At Closing
a Execute and deliver to E B or to an Affiliate or Affiliates designated by E
B including for the purposes of a 1031 exchange as provided in Article X
hereof all of Macphersons right title and interest in the Lease all townlot
leases the School Lease and any other leases and all other rights it may have
in or with respect to the Project including but not limited to the Conditional
Use Permit and all other permits for the Project collectively the Assets
all without any warranty of title and subject to the releases set forth in
paragraph VI hereof Said assignment shall be in the form attached to this
Agreement as Exhibit B
b Deliver to the Closing this executed Agreement to each of the other Parties
c Deliver an executed dismissal with prejudice of the Action to the City
d Deliver an executed and acknowledged counterpart original of the Grant
Deed
42 Macphersons Obligations FollowinCglosin
a Comply with the provisions of paragraph X provided however that
Macpherson shall not be obligated to incur any material costs or expenses of
any kind in providing such further cooperation
b Macpherson shall have no further obligations to the City or EB or its or
their respective successors and assigns respecting the Lease any other leases
any permits relating to the Project or the Project itself or otherwise under this
Agreement following the Closing except as provided in paragraph 42a
above and paragraph VII respecting cooperation in defense of litigation in
which Macpherson is named as a party
43 E Bs Obligations At Closing
a Accept the assigrunent from Macpherson identified in paragraph 41 a above
subject to the releases set forth in paragraph VI hereof by signing the same in
E Bs capacity as assignee and deliver a fully executed and notarized
counterpart original of said assignment to Macpherson Said assignment
reserves to Macpherson from E B and its successors and assigns an
overriding royalty of one and onehalf percent 1h of one hundred percent
100 of gross hydrocarbon production but otherwise determined in the
same manner as royalties are determined andor calculated under the Lease
which overriding royalty shall remain in force and effect for so long as E B
5
or its successors and assigns produce oil andor gas from beneath the City
under the Lease or any continuation extension amendment restatement or
replacement of the Lease
b Deliver to the Closing i this executed Agreement to each of the other Parties
and ii deliver to Macpherson by wire transfer in accordance with wire
transfer instructions provided by Macpherson at least one business day in
advance of the Closing in immediately available funds the lump sum of
Thirty Million Dollars 30000000 as the Settlement Payment
c Included within the Settlement Payment is an advance by E B on behalf of
City in the sum of Seventeen Million Five Hundred Thousand Dollars
17500000 which amount represents the Citys contribution towards the
Settlement Payment and constitutes the E B Loan The E B Loan shall
be repaid in full or partially forgiven by E B or its successors and assigns as
provided in paragraphs 44 b and 46b and c below
44 E Bs Obligations FollowinCglosing
a Reimburse City for the cost of preparation of an environmental impact
report or supplemental environmental impact report EIR pursuant to the
California Environmental Quality Act CEQA based on a Project
description provided by E B should such an EIR be prepared and the cost
of conducting a special election not to exceed 5000000 as provided in
paragraph 46a
b Upon issuance by the City of the drilling permit for the Project or in the
event the City cannot issue the drilling permit as the sole result of action or
inaction undertaken by and under the control of EB including without
limitation the failure of the California Coastal Commission to issue a coastal
development permit as a result of any refusal or failure by EB to accept any
condition or conditions that may be imposed by the California Coastal
Commission in connection with the issuance of that permit immediately
thereafter forgive Fourteen Million Dollars 14000000 of the E B Loan
c Upon receipt of all required approvals and permits respecting the Project
from State and regional regulatory agencies deliver to City a complete
application for a drilling permit for the Project that satisfies the requirements
set forth in the CUP the Citys Municipal Code conditions imposed by other
regulatory agencies and CEQArelated mitigation measures and bear the
cost of satisfying the CEQArelated mitigation measures and the cost of
satisfying reasonably required conditions of the drilling permit and other
regulatory agencies
d Comply with the provisions of paragraph X and the provisions of
paragraph VII
6
45 Citvs Obligations At Closin
a Deliver to the closing this executed Agreement to each of the other
Parties
b Deliver to Macpherson at the Closing the fully executed and notarized
Grant Deed in favor ofMacpherson
c Deliver to the Closing the fully executed and acknowledged consent to the
assignment by Macpherson to E B of the Lease and any permits issued
by the City respecting the Project including without limitation the CUP
which is included in the assignment from Macpherson to E B
counterpart originals of which consent shall be delivered to E B and to
Macpherson
46 Citvs Obligations Followin Cg losing
a Place on the ballot at a special municipal election in a manner that
comports with all applicable law within six 6 months of a request to do so by
E B or as soon thereafter as is permitted by the California Elections Code a
ballot measure that asks the electorate whether to approve a single ordinance
that i amends the Hermosa Beach Municipal Code to allow the Project to
proceed at the City maintenance yard located as described in Exhibit A to the
Lease and ii approves a development agreement that would afford E B a
vested right to proceed with the Project notwithstanding any future
inconsistent change in the Citys Municipal Code
b In the event of approval by the electorate of the Ballot Measure i
support E Bs applications for all relevant approvals for the Project from
State and regional regulatory agencies ii upon E Bs receipt of all
required approvals and permits from State and regional regulatory agencies
process in good faith and with due diligence issue drilling and well permits for
the Project upon satisfaction by E B of the requirements set forth in the
CUP the Citys Municipal Code and CEQArelated mitigation measures iii
vacate and make the City maintenance yard available for the construction of
the Project as when and in the manner and subject to the conditions provided
for in the Lease and iv repay Three Million Five Hundred Thousand Dollars
3500000 ofthe E B Loan through a deduction from royalties otherwise
due to the City equal to one and one half percent 15 of the gross proceeds
from the sale of hydrocarbons from the Lease until the 35 million has been
paid provided however in the event the Project does not otherwise result in
royalties to City sufficient to repay 35 million of the E B Loan City shall
7
repay 35 million of the E B Loan in a lump sum within ninety 90 days
of written notice from E B
c Notwithstanding anything to the contrary contained in this Agreement in
the event of i failure of the Ballot Measure or ii following approval by the
electorate of the Ballot Measure failure of the City to issue a drilling permit
for any reasons other than an action or inaction undertaken solely by and
under the control of EB including without limitation the failure of the
California Coastal Commission to issue a coastal development permit as a
result of any refusal or failure by EB to accept any condition or conditions
that may be imposed by the California Coastal Commission in connection
with the issuance of that permit the City shall repay to E B the full amount
of the E B Loan on commercially reasonable terms to be mutually agreed
by the City and E B
d Grant as reasonably required by E B all necessary rights of way
easements franchises and other rights as necessary for subsurface pipelines
and other facilities and appurtenances in order for E B to drill for produce
market transport and sell all oil and gas produced from the subject leases
e Comply with the provisions of paragraph X and the provisions of
paragraph VII
V Limitation of Remedies
51 Should the Ballot Measure fail Macpherson shall have no recourse against
City except for those obligations that arise from the Grant Deed
52 Should the Ballot Measure fail E B shall have no recourse against City
aside from enforcement of Citys repayment of the E B Loan
53 Except for Citys obligations under the Grant Deed and its obligation to
repay or partially repay the E B loan as provided in paragraph 46c or paragraph 46biv
as the case may be in the event of failure of the City to perform its obligations under paragraphs
46a and b and 82 but only to the extent resulting from a court order compelling the City
conduct constituting such failure of performance E B and Macphersons sole recourse against
City shall be an action for specific performance of this Agreement declaratory relief andor
mandamus including without limitation any potential injunctive relief or other nonmonetary
orders as may be issued in such action In return for this agreed limitation the City
acknowledges and agrees that specific performance and injunctive relief are appropriate
remedies and the City hereby waives any and all claims it has or may have to assert that these
remedies are unavailable remedies for breach of this Agreement for any reason or reasons
including without limitation that EB andor Macpherson have other adequate legal remedies
Except as provided above in no event shall City be liable in monetary damages and Macpherson
and E B hereby covenant not to sue City for monetary damages under any theory for failure to
perform the Citys obligations under paragraphs 46a and b and 82 but only to the extent
8
resulting from an order of court compelling the City conduct constituting such failure of
performance of this Agreement It is understood acknowledged and agreed by the Parties that
City would not have entered into this Agreement but for this covenant that it cannot be held
liable to Macpherson or E B in monetary damages for breach of the Citys obligations under
paragraphs 46a and b and 82 for any reason and under any theory except as provided in the
Grant Deed and except for Citys obligations herein to repay the E B Loan Nothing in this
paragraph 53 shall be construed to prevent Macpherson or E B from asserting any defense or
offset against the City in the event the City should assert any claim under this Agreement against
Macpherson andor E B For avoidance of doubt the provisions of this paragraph 53
precluding recovery of monetary damages against the City are inapplicable to any claim for the
recovery of attorneys fees in connection with an action for specific performance declaratory
relief or mandamus under the attorneys fees provision ofparagraph XIII below
54 The parties recognize that i Macpherson is materially changing its legal
position and rights and property holdings in reliance upon the final and binding effect of this
Agreement and ii any rescission of this Agreement would be a wholly inadequate remedy for
Macpherson because rescission cannot possibly return to Macpherson the legal position and
rights it held prior to the consummation of this Agreement Therefore as material inducement to
Macpherson and not withstanding any provision of this Agreement to the contrary in no event
shall Macpherson be obligated to rescind or return the Settlement Payment the real property
interest in the form of the royalty granted to Macpherson by the City as provided in paragraph
45b herein or the overriding royalty in favor of Macpherson reserved in the assignment by
Macpherson to E B as provided in paragraphs 41a and 43a herein Conversely
Macphersons claims against the City that are settled and released by this Agreement shall not be
revived in whole or in part in any respect whatsoever and E B shall retain all rights and
interests conveyed by Macpherson to E B in the assignment provided for in paragraphs 41a
and 43a herein Any and all other effects or consequences of a rescission or other
determination of invalidity of this Agreement for any reason are matters that shall be resolved
solely between the City and E B However in such event in no event shall City be liable in
monetary damages under any theory whatsoever and Macpherson and E B hereby covenant
not to sue City for monetary damages under any theory in the event of a final and nonappealable
court judgment invalidating this Agreement In such event the Parties shall endeavor pursuant
to the provisions of Paragraph X to cure any such invalidity and reform this Agreement so as to
effectuate the intent of the Parties should that effort fail for any reason City shall repay the E
B loan as provided in paragraph 46c
VI Mutual Releases
61 Effective upon the successful completion of the Closing in accordance with the
conditions described in paragraph 33 i the Parties hereby fully and finally waive release and
permanently discharge each other and their respective partners officers employees agents
representatives and attorneys the Releasees from any and all past present or future matters
claims demands obligations liens actions or causes of action suits in law or equity or claims
for damages or injuries whether known or unknown which they now own hold or claim to have
or at any time heretofore have owned held or claimed to have held against each other by reason
of any matter or thing alleged or referred to or in any way connected with arising out of or in
any way relating to any of the matters acts events or occurrences allegec or referred to in any of
9
the pleadings filed in the Action and ii the City hereby fully and finally waives releases and
permanently discharges Macpherson and its respective partners officers employees agents
representatives and attorneys the Releasees from any claims arising under the Lease any
continuation extension amendment restatement or replacement of the Lease or any permits
respecting the Project that may arise postClosing and will look solely to E B and its permitted
successors and assigns for performance of the Lease any continuation extension amendment
restatement or replacement of the Lease or any permits respecting the Project all of which are
collectively the Released Claims In connection with the release of the Released Claims the
Parties waive any and all rights that they may have under the provisions of section 1542 of the
California Civil Code which states as follows
A general release does not extend to claims which the creditor does not
know or suspect to exist in his or her favor at the time of executing the
release which if known by him or her must have materially affected his
or her settlement with the debtor
In the event that any waiver of the provisions of Section 1542 of the California Code provided
for in this Agreement shall be judicially determined to be invalid voidable or unenforceable for
any reason such waiver to that extent shall be severable from the remaining provisions of this
Agreement and the invalidity voidability or unenforceability of the waiver shall not affect the
validity effect enforceability or interpretation of the remaining provisions of this Agreement
62 The Parties understand and acknowledge that the foregoing release in
paragraph 61i extends to any claims or damages without limitation arising out of the
Released Claims that may exist on the date ofthe Closing and the foregoing release in pazagraph
61ii extends to any claims or damages without limitation arising out of the Released Claims
that may arise on or following the Closing but which the Parties do not know to exist which if
known would have materially affected their decision to execute this Agreement regardless of
whether their lack of knowledge is a result of ignorance oversight error negligence or any other
cause
63 Each Party acknowledges and agrees that this Agreement is a compromise
and settlement of their disputes and differences and is not an admission of liability or
wrongdoing by any Party
64 Except as may be provided in this Agreement each of the Parties waives
any and all claims for the recovery of any costs expenses or fees including attorney fees
associated with the matters and claims released in this Agreement
65 Each Party understands and acknowledges that upon the successful
completion of Closing in accordance with the conditions described in paragraph 33 this
Agreement will terminate the Action and any and all claims arising thereunder or resulting
therefrom and this Agreement and the promises and actions provided for in this Agreement are
in full accord satisfaction and discharge of any and all claims for compensation of any kind that
Macpherson and E B may have related to the Action
10
VII Defense of Litigation
In the event that one or more lawsuits are filed challenging this Agreement andor the
actions implementing or contemplated by this Agreement the Parties to the extent named as
parties defendant in the lawsuit will cooperate in good faith in the defense of the litigation and
shall initially bear their respective attorneys fees and costs With the exception of a lawsuit
challenging the approval of this Agreement itself should the Ballot Measure described in
paragraph 46a pass E B shall indemnify the City for all attorneys fees and costs incurred by
City in the defense of litigation encompassed by this paragraph and also for any attorney fees
and costs awarded to a plaintiff against City if any in such litigation
VIII Representations and Warranties
81 Reresentations and Warranties Exclusive to Macpherson and E B
Macpherson and E B hereby represent and warrant to the City as of the date of
Closing as follows
a They have not heretofore assigned or transferred or purported to
assign or transfer to any party not named herein any Released Claim or any part or portion
thereof
b To Macpherson and E Bs knowledge there are no legal actions
suits or similar proceedings pending and served or threatened in writing against them that would
adversely affect their ability to consummate the transactions contemplated in this Agreement To
the best of their knowledge Macpherson and E B are not aware of any existing claims nor of
any facts that might give rise to any claims of any type or nature against the City pertaining to
the Action whether asserted or not that have not been fully released and discharged by the
release set forth in this Agreement
c They acknowledge that the Stinnett Well has been plugged and
abandoned and agree that Citys inability to convey the Stinnett Well to E B shall not
constitute a breach ofthis Agreement or the Lease
82 Representations And Warranties Exclusive to the Citv
City hereby represents and warrants to Macpherson and E B as of the date of
the Closing as follows
a It has not heretofore assigned or transferred or purported to assign or
transfer to any party not named herein any Released Claim or any part or portion thereof
b To the Citys knowledge there are no legal actions suits or similar
proceedings pending and served or threatened in writing against it that would adversely affect
the Citys ability to consummate the transactions contemplated in this Agreement To the best of
its knowledge the City is not aware of any existing claims nor of any facts that might give rise to
any claims of any type or nature against Macpherson pertaining to the Action whether asserted
11
or not that have not been fully released and discharged by the release set forth in this
Agreement
c The drilling and well permits that are to be obtained by E B for the
Project under the City Municipal Code are and will be processed by the City in good faith as
ministerial permits
d The force majeure provisions in paragraph 30 of the Lease apply and have
applied during the pendency of the Action and the CUP remains valid
83 Representations and Warranties By All Parties
Each of the Parties hereby represent and warrant to the other Parties as of the date
of the Closing as follows
a The Parties have received all corporate and other approvals
necessary to enter into this Agreement on their behalf and that the persons signing this
Agreement on their behalf are fully authorized to commit and bind the Parties to each and all of
the commitments terms and conditions hereof and to release the claims described herein and
that all documents and instruments relating thereto are or upon execution and delivery will be
valid and binding obligations enforceable against them in accordance with their respective
terms
b The Parties have freely entered into this Agreement and are not
entering into this Agreement because of any duress fear or undue influence this Agreement is
being entered into in good faith
c The Parties have made such investigation of the facts pertaining to this
Agreement as they deem necessary
d The Parties have prior to the execution of this Agreement obtained the
advice of independent legal counsel of their own selection regarding the substance of this
Agreement and the claims released herein
e In executing this Agreement the Parties acknowledge represent and
warrant that they have not relied upon any statement or representation regarding any facts not
expressly set forth within this Agreement In entering into this Agreement the Parties assume
the risk of any misrepresentations concealment or mistake whether or not they should
subsequently discover or assert for any reason that any fact relied upon by them in entering into
this Agreement was untrue or that any fact was concealed from them or that their understanding
of the facts or of the law was incorrect or incomplete
84 The representations and warranties of each of the Parties set forth in this
paragraph VIII and elsewhere in this Ageement will survive the execution and delivery of this
Agreement and are a material part of the consideration to each of the Parties in entering into this
Agreement
12
IX Interpretation
91 All Parties have cooperated in the drafting and preparation of this
Agreement and in any construction or interpretation to be made of this Agreement the same
shall not be construed against any one Party This Agreement is the product of bargained for and
arms length negotiations between the Parties and their counsel This Agreement is the joint
product of the Parties
92 This Agreement and the Confidentiality Agreement discussed in
Paragraphs 32 and 33 are an integrated contract and sets forth the entire agreement between the
Parties hereto with respect to the subject matter contained herein All agreements covenants
representations and warranties express or implied oral or written of the Parties hereto with
regard to such subject matter are contained in this Agreement No other agreements covenants
representations or warranties express or implied oral or written have been made or relied on by
any party hereto
93 This Agreement may not be changed modified or amended except by
written instrument specifying that it amends this Agreement and signed by the Party against
whom the enforcement of any waiver change modification extension or discharge is sought
No waiver of any provision of this Agreement shall be deemed or shall constitute a waiver of any
other provision whether or not similar nor shall any waiver be deemed a continuing waiver and
no waiver shall be implied from delay or be binding unless executed in writing by the Party
making the waiver
94 All of the covenants releases and other provisions herein contained in
favor of the persons and entities released are made for the express benefit of each and all of the
said persons and entities each of which has the right to enforce such provisions
95 This Agreement shall be binding upon and inure to the benefit of each of
the Parties and their respective representatives partners officers employees agents heirs
devisees successors and assigns
X Further Cooaeration
Each party shall perform any further acts and execute and deliver any further documents
that may be reasonably necessary or appropriate to carry out the provisions and intent of this
Agreement Except as expressly stated otherwise in this Agreement actions required of the
Parties or any of them will not be unreasonably withheld or delayed and approval or disapproval
will be given within the time set forth in this Agreement or if no time is given within a
reasonable time Time will be of the essence of actions required of any of the Parties To the
extent that City is prevented in any manner from performing its obligations under this Agreement
by causes beyond its control City shall as soon as reasonably feasible take any and all action and
related steps as are lawful and necessary to overcome such obstacles and accomplish the
purposes of this Agreement as contemplated by the Parties provided that nothing in this sentence
shall be deemed to constrain the City Councils exercise of discretion in good faith and further
provided that such exercise of discretion and good faith of City Council does not materially
affect or alter the rights andor obligations of the Parties to this Agreement without their express
13
written consent In the event any Party elects to structure the assignment and conveyance of the
Assets as a likekind exchange under Section 1031 of the Internal Revenue Code of 1986 as
amended the other Parties agree to cooperate with respect to the likekind exchange and to
execute all documents conveyances and other instruments necessary to effectuate an exchange
provided that such other Parties shall not be required to bear additional costs or expenses as a
result of such cooperation However the cooperating Parties shall not be liable in any manner to
the Party electing Section 1031 treatment if such electing Party is unable to sustain Section 1031
likekind exchange treatment with respect to the assignment and conveyance of the Assets
XI No Third Partv Beneficiaries
Nothing in this Agreement is intended to benefit any third party or create a third party
beneficiary provided however that the releases provided for in paragraph VI shall be
enforceable by each and all of the Releasees Except as provided in the immediately preceding
sentence this Agreement will not be enforceable by any person not a Party to this Agreement or
their respective representatives heirs devisees successors and assigns
XII Enforced Delav Force Maieure
121 With the exclusion of the obligations of each of the Parties on Closing as
provided above in this Agreement performance by any Party hereunder shall not be deemed to
be in default where delays or defaults are due to war insurrection strikes walkouts riots floods
earthquakes fires acts of terrorism epidemic quarantine casualties acts of God litigation
governmental restrictions imposed or mandated by governmental entities enachnent of
conflicting state or federal laws or regulations but only if the Party claiming delay complies at
all times with the provisions of this Agreement pertaining to such conflicting laws or other
similar circumstances beyond the reasonable control of the Parties and which substantially
interferes with the ability of a Party to perform its obligations under this Agreement For
avoidance of doubt the City cannot impose its own restrictions respecting performance of this
Agreement and thereby create a condition of force majeure excusing it from performance of its
obligations under this Agreement
122 An extension of time for any such cause a Force Majeure Delay shall
be for the period of the enforced delay and shall commence to run from the time of the
commencement of the cause if notice by the Party claiming such extension is sent to the City or
E B as applicable within thirty 30 days of knowledge of the commencement of the cause
Notwithstanding the foregoing none of the foregoing events shall constitute a Force Majeure
Delay unless and until the Party claiming such delay and interference delivers the required
written notice describing the event its cause when and how such Party obtained knowledge the
date the event commenced and the estimated delay resulting therefrom Any Party claiming a
Force Majeure Delay shall deliver such written notice within thirty 30 days after it obtains
actual knowledge of the event The time for performance will be extended for such period of
time as the cause of such delay exists but in any event not longer than for such period of time
123 The Parties acknowledge and agree that there have been a number of force
majeure events that have occurred prior to the execution of this Agreement that have suspended
the obligations of the Lessee under the Lease throughout the duration of such events pursuant to
14
the force majeure provision ie Section 30 of the Lease To resolve the Lawsuit including
disputes respecting the effects of those force majeure events on the rights and obligations set
forth in the Lease the Parties agree that i three hundred fortyfive 345 days remain on the
Primary Term set forth in Paragraph 1c of the Lease the remainder of the elapsed time during
the Primary Term having been suspended from running and continues to be suspended due to the
occurrence of force majeure events as provided in Paragraph 1c and Section 30 of the Lease
and ii the running of the Primary Term will continue to be suspended under Section 30 of the
Lease following the date of approval by the electorate of the Ballot Measure described in
Paragraph 46c and for so long thereafter until the date on which all permits required for the
commencement of drilling of the first well are issued provided that the Lessee diligently pursues
but has not yet obtained all such permits subject to the continuing right to claim additional force
majeure related to any events occurring following approval by the electorate of the Ballot
Measure constituting such an event under the Lease
XIII Attorne s Fees
In the event of any litigation or arbitration claim concerning any controversy claim or
dispute between the Parties arising out of or relating to this Agreement or the interpretation or
enforcement thereof the prevailing Party shall be entitled to recover from the other Party its
expenses and costs including reasonable attorneys fees incurred in conjunction therewith or in
the enforcement or collection of any judgment or award rendered therein The prevailing party
means the party determined by the court to have prevailed even if such Party did not prevail in
all matters not necessarily the one in whose favor a judgment or award is rendered Each Party
to this Agreement shall bear its own costs attorneys fees and other expenses incurred in
association with negotiation and execution of this Agreement
XIV Governing Law Venue
This Agreement shall be governed by and construed in accordance with the laws of the
State of California without regard to any otherwise applicable principles of conflicts of laws
Any action arising out of this Agreement must be commenced in the state courts of the State of
California County of Los Angeles or in the United States District Court for the Central District
of California and each Party hereby consents to the jurisdiction of the above courts in any such
action and to the laying of venue in the State of California County of Los Angeles and agrees
that such courts have personal jurisdiction over each of them
XV Term
In the event that City issues a drilling permit to E B within twenty 20 years of
repayment by the City of the full amount of the E B loan as referenced in paragraph 46c E
B shall reimburse City Fourteen Million Dollars 14000000 less any portion of which
remains yet unpaid by City of the E B Loan
XVI Counteraarts
This Agreement may be executed in any number of counterparts each of which when so
executed shall be deemed to be an original but such counterpazts together shall constitute one
and the same instrument
15
XVII Notices
All notices demands or other communications ofany lcind required or desired to be given
by the Parties sha11 be in writing and sha11 be deemed delivered either a fortyeight 48 hours after
depositing the notice demand ar other communication in the United States Mail certified or
registered postage prepaid addressed to the recipient at the addresses set forth below or b immediately
upon receipt during normal business hoius or if received outside of normal business hours then at the
commencement ofnormal business hours on the next business day following receipt ifsent by email or
facsimile to the mail address or facsimile number set forth for the intended recipient ofthe notice or
demand below
To Macpherson Macpherson Oil Company
2716 Ocean Park Boulevard
Suite 3080
Santa Monica CA 90405
3104523880
3104520058 facsimile
Email Don Macpherson@macphersonoilcom
To E B EB Natural Resources Management Corporation
1600 Norris Road
Bakersfield CA 93308
6616791797 facsimile
Email slayton@ebresourcescom
To Ci City of Hermosa Beach
City Manager
1315 Valley Drive
Hermosa Beach CA 90254
3103180216
3103726186 facsimile
Notice of change of mailing address email address or facsimile number shall be given
and effective in the same manner and time provided above Rejection or other refusal to accept or
the inability to deliver because of changed address ofwhich no specific notice was given provided that
a change is not otherwise actually known to the party attempting notice shall be deemed to constitute
receipt ofthe notice demand or other communication sen
XVIII Severabilitv
Invalidation by judgment or court order or commencement of an action seeking to
invalidate any of the provisions contained in this Agreement or of the application thereof to any
person shall in no way affect any of the other provisions hereof or the application thereof to any
other person or circumstance and the same shall remain in full force and effect in particular no
16
such invalidation or action seeking invalidation will impair the Citys authority under California
Elections Code Section 9222 its discretion and its contractual obligation to place the Ballot
Measure on the ballot For avoidance of doubt Citys obligation to place the Ballot Measure on
the ballot is otherwise severable from its remaining obligations under this Agreement
IN WITNESS WHEREOF the Parties hereto have caused this Agreement to be duly
executed and delivered effective as of the Closing
CITY OF HERMOSA BEACH
By w ti
Howard Fis a Mayor
ATTEST
oExyfe L
Elaine Doerfling City Cl
MACPHERSON OIL COMPANY a California
corporation
By
WINDWARD ASSOCIATES a California
limited partnership
fi z oi e 1icr I Cnc
By
17
E B NATURAL RESOURCES
MANAGEMENT CORPORATION a California
corporation
B
APPROVED AS TO FORM
Michael Jenkins
Jenkins Hogin LLP
Attorneys for the ity of Hermosa Beach
James S Bright
Bright Brown
Attorneys for Macpherson Oil Company
And Windward Associates
y V
Bret L Strong
The Strong Firm PC
Attorneys for E B Natural Resources
Man ent Corporation
18
RECORDING REQUESTED BY AND
WHEN RECORDED PLEASE RETURN TO
Macpherson Oil Company
2716 Ocean Park Boulevard
Suite 3080
Santa Monica CA 90405
ATTN Mr Donald Macpherson
SEND TAX STATEMENTS AND RELATED
INFORMATION AND INQUIRIES TO
The same
Space above for Recorders use only please
MUNICIPAL CORPORATION GRANT DEED
Mineral Rights Only
The Undersigned Requests that Documentary Transfer Tax be
sepazately stated offrecord and not be made part of the
permanent record of this instrument Rev Tax Code 11932
Affects Assessors Parcels No 4187031900 4188001901 4187001902 4183001901 4182001900 4181037
90041810369004181035900418103490041690389014184026900418500190241870239004187023901
418702390241870239034188024901418801790241870189004187017900418801990741870249024183
00490341810059004181005901418202990341810049014181004900418203090041820309014182030
902 4192030903 4181011900 4188024900 4188026900 4188026901 4188026902 4186018900 4186027900
416002590241600259034160026900418502390441870059024183002902418300290341830029014183
00290041830039004183003901418300390241830039034183003904418301390041870209044187020
9074188026901 4187020904 41870209044187020903 4187020907 4187024902 41870209054187020
906 418600390041850169004187014900
This conveyance is made by and from the City of Hermosa Beach a California
municipal corporation hereinafter referred to as Grantor to Macpherson Oil Company a
California corporation hereinafter referred to as Grantee effective as of March 2 2012
hereinafter referred to as the Effective Date
Whereas Grantor and Grantee are parties to that certain litigation styled Hermosa
Beach Stop Oil Coalition etc et al v City of Hermosa Beach etc et al Los Angeles
County Superior Court Case Number BC172546 the Litigation
1 Municipal Corporation Grant Deed
Whereas Grantee filed a crosscomplaint in the Litigation asserting claims for
material breach of contract against Grantor arising out of a 1992 oil and gas lease befinreen
Grantor and Grantee more specifically that certain Oil and Gas Lease No 2Royalty by
and between the City of Hermosa Beach as Lessor and Windward Associates and GLG
Energy LP as Lessee dated January 14 1992 hereinafter the Lease
Whereas Grantor and Grantee have reached a settlement of the Litigation a
material component of which is the granting of the perpetual royalty interest reflected
herein
Now therefore in consideration of the foregoing and other consideration the receipt
and adequacy of which are hereby mutually acknowledged Grantor hereby grants to
Grantee in perpetuity a royalty of Three and Onethird Percent of One Hundred Percent
313 of 100 hereinafter referred to as the Royalty Share of all Royalty Substances
as defined and described immediately below which may hereafter at any time be
produced from any Burdened Well as defined and described immediately below As used
in this conveyance
i the phrase Subject Property refers to and includes any and all real
property that both a is situated landward of the mean high tide line and within the
incorporated area of the City of Hermosa Beach California both as existing and as
may be hereafter from time to time extended and b in which Grantor now has or at
any time hereafter acquires an ownership interest whether unqualified fee simple
title or some lesser interest or estate by virtue of which ownership interest Grantor
may lawfully undertake or authorize another person to undertake operations for the
drilling of a well on within into or through such real property and specifically
whether or not Grantor now owns or hereafter acquires any oil and gas rights
interest in such property and specifically but without limiting the generality of the
foregoing Grantees ownership of and right to the Royalty Share of the Royalty
Substances hereunder shall not be defeated by means of the substitution by
acquisition exchange trade or purchase of another property in lieu of exchange
with or substitution for any Subject Property
2 Municipal Corporation Grant Deed
ii the phrase Burdened Well refers to and includes any well drilled
on within from into or through any Subject Property
and iii the phrase Royalty Substances refers to and includes all oil
gas other hydrocarbon substances and of any and all commercially valuable
substances whether such value is now known or hereafter deveops that may be
produced in association with any one or more of the aboveenumerated substances
whether or not similar in any respect to any of the aboveenumerated substances
which may be produced at any time on or after the Effective Date from any
Burdened Well
The foregoing grant is made upon and subject to the following terms and conditions
1 Notwithstanding that a Burdened Well may be drilled on within from into or
through two or more tracts or parcels of real property whether contiguous or not each of
which qualifies as Subject Property as defined in this conveyance the interest of Grantee in
production from such a well shall be limited to a single Royalty Share of Royalty
Substances produced from that well Conversely if a well is drilled on within from into or
through any Subject Property but also on within from into or through any other property in
which Grantor has or hereafter acquires an ownership interest or a further ownership
interest beyond that now owned by Grantor but which other property is not for whatever
reason Subject Property hereunder such a well shall nevertheless be a Burdened Well as
used and referred to in this conveyance
2 There is expressly recognized and reserved to Grantor in its govemmental
capacity the full and complete discretion to determine whether when and where and upon
what conditions the drilling of a well and other activities and improvements associated with
oil and gas operations are to be undertaken made or constructed within the incorporated
area of the City of Hermosa Beach provided however that if in the free exercise of that
discretion Grantor determines to permit oil and gas operations that result in the drilling and
operation of a Burdened Well and the production from such well of Royalty Substances
then Grantor shall not through the conditions imposed on such oil and gas operations
materially limit qualify or impair Grantees right to and ownership of the Royalty Share of
Royalty Substances produced from such Burdened Well There are further hereby
3 Municipal Corporation Grant Deed
excepted and reserved to Grantor in its proprietary capacity or to the third party owner
thereofl a all right title and interest in and to all of the Subject Property other than the
Royalty Share of Royalty Substances b the sole and exclusive right of exploring for
Royalty Substances within the Subject Property and of producing and removing Royalty
Substances from the Subject Property and of entry into and use and improvement of the
Subject Property in connection with such exploration production and removal and c
subject to the terms hereinafter provided all executive rights including without limitation
the sole and exclusive right to negotiate make and enter into and modify with any person
and enforce against any person i mineral rights leases or other agreements in whatever
and under whatever title for conducting mineral rights operations on within from into or
through the Subject Property any and all of which are hereinafter referred to as Leases
ii pooling unitization or communitization agreements or arrangements concerning the
exploration for Royalty Substances within and the production and removal of Royalty
Substances from the Subject Property and iii contracts for the sale of Royalty
Substances produced from the Subject Property Each and every person with whom
Grantor enters into a Lease or other agreement included within the enumeration in parts
i ii and iii above of this paragraph shall be included in references hereinafter to an
Operator no matter the specific character and extent of their specific rights and
obligations in relation to Grantor
3 The foregoing exception herefrom and reservation to Grantor in its
proprietary capacify or the third party owner thereofl of all executive rights including
without limitation the sole and exclusive right to negotiate make and enter into and modify
with any Operator and enforce against any Operator a Leases b pooling unitization or
communitization agreements or arrangements affecting the Subject Property and
c contracts for the sale of Royalty Substances produced from the Subject Property is
made subject to i the requirement and obligation of Grantor to act in regard to such
matters fairly and in good faith ii the limitation and requirement that all such Leases
arrangements agreements and contracts shall apply in all respects equally to Grantor and
Grantee or where their interests are numerically different strictly in proportion to their
respective interests and iii the limitation and condition that any such Lease
arrangements agreements and contracts shall not materially qualify or impair Grantees
4 Municipal Corporation Grant Deed
right to and ownership of the Royalty Share of Royalty Substances or otherwise materially
conflict with any of the provisions of this conveyance
4 Notwithstanding any other provision of this conveyance Grantees ownership
interest in Royalty Substances produced from each and every Burdened Well shall be
Three and Onethird Percent of One Hundred Percent 313 of 100 whetherthe same
are produced through operations conducted by Grantor or conducted by another person
owning or acting by through or under Grantor Grantee shall not participate or have any
right title or interest in or to any signing bonus rental shutin royalty or other
compensation or remuneration agreed to by Grantor in a Lease entered into by it in the
exercise of the rights excepted from this conveyance and reserved to Grantor
5 The interest of Grantee contemplated by this conveyance is an ownership
interest in the Royalty Substances themselves at the time of their production and
severance from the land through a Burdened Well and not a mere contract right to a share
of revenue from the sale of Royalty Substances Nothing in the foregoing exception from
this conveyance and reservation to Grantor shall prevent Grantee from prosecuting an
action against any Operator or other third party for the recovery of payment or Royalty
Substances due it under the terms and provisions of this conveyance Grantor and any
Operator may enter into such agreement as they may wish providing for primary
responsibility between them for the perFormance of the obligations of Grantor and the
satisfaction of the rights of Grantee under this conveyance
6 Each Party agrees to make execute and deliver such other instruments or
documents and to do or cause to be done such further or additional acts as may
reasonably be necessary in order to effectuate the purposes of this conveyance including
but not limited to for purposes of effectuating Grantees ownership of the Royalty Share of
Royalty Substances from any particular Burdened Well andor adequately perfecting in the
Los Angeles County Recorder Grantees rights title and interest as contemplated by this
conveyance
7 Grantor or any Operator whichever has control and possession of Royalty
Substances produced from any Burdened Well shall either purchase or sell for the benefit
and account of Grantee the Royalty Share of Royalty Substances over which the Grantor or
5 Municipal Corporation Grant Deed
such Operator has control and possession and which Grantee has not elected to take in
kind as provided in Paragraph 8 below in accordance with the following terms
a Grantees Royalty Share of oil shall be purchased or paid for i at the
price received from a first purchaser in an armslength transaction or ii if no such
transaction is involved at the fair market value of the Royalty Share as determined by the
highest price offered and paid in the field in which production is obtained or if none then
the highest price offered and paid in the adjacent or other nearby field nearest to the point
of production from the Burdened Well under a contract for the purchase of crude oil
terminable on thirty 30 days notice after making the customary adjustments for
temperature water and basic sediment for oil of like gravity and quality on the day the oil is
produced
b Grantees Royalty Share of natural gas shall be purchased or paid for
at a value which shall be the sum of the following i the net proceeds received by Grantor
or an Operator from the armslength sale of the natural gas whether sold in its natural
state or as residual dry gas after extracting gasoline and other content or if no such
transaction is involved the fair market value of such natural gas and ii the net proceeds
derived from the armslength sale at the extraction plant of all gasoline and other liquid
hydrocarbons extracted and saved from natural gas as a result of processing such gas at a
plant owned or operated by Grantor or any Operator ie after deducting from the gross
proceeds received by Grantor or such Operator the cost of such processing which cost for
the purposes hereof will be deemed to be forty percent 40 such gross proceeds of sale
or if no such armslength transaction is involved the fair market value thereof less the
cost of such processing which cost for the purposes hereof will be deemed to be forty
percent 40 of said lastmentioned market value
c The value of Royalty Substances used or consumed in the operation of
a Burdened Well or of production facilities for such well shall not be included in amounts
due Grantee Nothing herein contained shall be construed as obligating Grantor or any
Operator to treat oil prior to sale but if Grantors or an Operators own oil shall be treated
before such sale then Grantees oil will also be treated therewith and in such event a
proportionate part of the actual and reasonable direct cost of such treatment and of
6 Municipal Corporation Grant Deed
transportation of the oil to the point of sale and a proportionate part of the actual and
reasonable direct cost of processing treating compressing handling and transporting gas
in connection with the sale thereof in each case excluding any charge for overhead or
administration may be deducted in determining amounts due Grantee Nothing herein
contained shall obligate Grantor or any Operator to treat or process natural gas nor shall
Grantor or any Operator be obligated to save sell or otherwise dispose of natural gas or
residual dry gas as the case may be unless there is a market therefore at the well or
processing plant at a price and under conditions which Grantor or the Operator whichever
is applicable ating as a prudent operator believes to be for the best interest of all persons
having an ownership interest in such natural gas or residual dry gas as the case may be
or to compensate Grantee for any natural gas which is neither sold nor used No
compensation shall be due Grantee for or on account of oil or gas unavoidably lost through
evaporation leakage fire or other casualty prior to the sale and delivery of the same
through no negligence or fault of Grantor or an Operator and for which no payment is
made by such first purchaser
d Grantees Royalty Share of any Royalty Substances other than oil and
gas and the products thereof which Grantor or an Operator may elect to produce and save
or market or utilize shall be based upon the market value at the point of production in the
condition as produced of such Royalty Substances Except as otherwise provided herein
any of the Royalty Substances used or consumed by Grantor or an Operator or lost priorto
the sale and delivery of the same shall be deemed sold for the market value thereof
e Settlement payment and accounting for the Royalty Share of Royalty
Substances shall be made to Grantee on or before the last day of each calendar month for
and with respect to Royalty Substances produced saved and sold during the preceding
calendar month and shall include monthly statements showing the computation of
payments along with payment of amounts accruing to Grantee hereunder Grantees
Royalty Share of Royalty Substances shall be paid for or when taken in kind delivered to
Grantee without any charge deduction or offset except as expressly provided herein
Note deduction for treatment and transportation are addressed in Paragraph 7c
Municipal Corporation Grant Deed
f Grantee shall pay and except as otherwise permitted by law and
requested or agreed to by Grantee Grantor or an Operator may withhold from payments to
Grantee and reflect in the accounting and monthly statements provided for in
subparagraph e above any and all taxes or other assessments made or imposed
directly specifically and unambiguously on the volume or value of the Royalty Share of
Royalty Substances if as and when produced from a Burdened Well including any
severance tax socalled Windfall Profits tax and any federal or state income tax Other
than as provided in the foregoing provisions ofthis subparagraph fl Grantee shall have no
liability or responsibility for taxes levied upon or assessed against any improvements
fixtures or personal property or for taxes fevied upon or assessed against any real property
or any right title or interest in or to any real property
g Grantor and any Operator at its own cost and expense shall pay for
all labor performed and materials fumished in the exercise of the rights excepted herefrom
and reserved hereunder and Grantee shall not be chargeable with or liable for any part
thereof The provisions of this conveyance shall not either expressly or by implication be
deemed to impose any obligation upon Grantee or persons acting by through or under
Grantee as to the time and nature of operations to be conducted nor any obligation to
maintain any such operations after commencement thereof and all operations if any and
the extent and duration thereof shall be solely at the will and discretion of Grantor and
those other than Grantee acting by through or under Grantor
h Grantor and any Operator shall indemnify and defend Grantee and
hold it and the Royalty Share of Royalty Substances harmless and free from and against
every lien claim demand loss and liability which shall arise out of or be asserted to have
arisen out of or in connection with i the exercise of the rights excepted herefrom and
reserved hereunder to any person ii any activities or operations of Grantor or any such
Operator and iii the doing of any labor or the furnishing of any materials or supplies to
any of them or to persons acting for the benefit or at the direction of any of them
8 Grantee may elect from time to time to take and receive from Grantor or any
Operator whichever has control and possession of Royalty Substances produced from any
Burdened Well the Royalty Share of Royalty Substances or any of them in kind in lieu of
g Municipal Corporation Grant Deed
the purchase or sale thereof by Grantor or an Operator in which event the Royalty Share of
such Royalty Substances shall be delivered to Grantee Provided however that a change
from payment in cash to delivery in kind or vice versa may not be made more often than
once in any calendar year and then only on 60 days prior written notice to Grantor or an
Operator The Royalty Share of Royalty Substances delivered to Grantee in kind shall be of
the same quality as the Royalty Substances sold and delivered for Grantors and any
Operators own account and if the Royalty Substances of Grantor and any Operator shall
be treated before such sale and delivery then Grantees Royalty Share of Royalty
Substances will be treated therewith before delivery to Grantee and Grantee in such
event shall pay a proportionate part of the cost of treatment The actual and reasonable
direct costs incurred by Grantor or any Operator to deliver the Royalty Share of the Royalty
Substances to Grantee ie excluding any charge for overhead or administration shall be
paid for by Grantee In the event Grantor or any Operator shall have or construct or at any
time use any pipeline or other facility for the transportation of any Royalty Substance
produced from a Burdened Well to any transporting pipeline or a point of sale Grantee
shall have the right at Grantees election to require the transportation through such
pipeline or other facility of any or all of Grantees Royalty Share of such Royalty Substance
Should Grantee so elect Grantee shall pay a transportation charge to Grantor or any
Operator as the case may be equal to the actual incremental added cost incurred over
and above the cost of transporting Grantors or any Operators production when using
facilities of others or the actual incremental added operating cost of the transportation of
Grantees production over and above the cost of transporting Grantors or Operators
production when using its own facilities excluding all capital outlays overhead or
administrative costs interest on capital investment and charges for depreciation
9 The prevailing party in any legal action between the parties to this
conveyance and their respective successors and assigns concerning the interpretation
application or enforcement of this conveyance shall be entitled to recover in addition to any
and all relief to which it is otherwise entitled its attorney consultant and expert witness
fees actually and reasonably incurred therein both in trial court and appellate proceedings
10 This conveyance constitutes the entire agreement and understanding
between the parties concerning the royalty granted herein and any and all prior oral and
9 Municipal Corporation Grant Deed
written statements representations and commitments between the parties with respect to
that subject are merged into and superseded by this written conveyance This conveyance
may not be modified other than by a writing signed by both of the parties
11 This instrument and all its terms conditions and stipulations shall extend to
the benefit of and be binding upon all the successors and assigns of Grantor and Grantee
and other persons claiming by through and under them More specifically and without
limiting the generality of the foregoing Grantees ownership of the Royalty Share of Royalty
Substances shall extend to all of the Subject Property in which Grantor now owns or
hereafter acquires an interest notwithstanding that Grantor may at any time hereafter
transfer all or any part of its interest therein to any other person
12 This conveyance may be executed in any number of counterparts all of which
shall be deemed to constitute a single instrument and which may be collected together into
a single instrument for recording
IN WITNESS OF WHICH Grantor and Grantee have caused this conveyance to be
executed on the date set forth in the respective attached acknowledgment of execution on
their behalf but effective as of the Effective Date set forth above
GRANTOR GRANTEE
City of Hermosa Beach Macpherson Oil Company
a California municipal corporation a California corporation
f
By rr r By iG v
Howard Fishman Mayor ponald R Macpherson
President and Chief Executive Officer
ATTEST
g L
Elaine Doerfling CityClerk
Approved as to form
Michael Jenkins
Jenkins Hogin LP
lttorneys for theity of Hermosa Beach
i
1 Municipal Corporation Grant Deed
RECORDING REQUESTED BY AND
WHEN RECORDED PLEASE RETURN TO
Macpherson Oii Company
2716 Ocean Park Boulevard
Suite 3080
Santa Monica CA 90405
ATTN Mr Donald Macpherson
PLEASE MAIL TAX STATEMENTS AND
RELATED MATERIALS TO THE ABOVE
Same as above
Space above for Recorders use only pease
Special Indexing Request Recorder
Please Index as Granto both
Macpherson Oii Company
and ndward Associates
ASSIGNMENT AND BILL OF SALE
With Reservation of Overriding Royalty
Mineral Rights
The undersigned requests that the amount of documentary transfer tax due in
connection with the recording of this instrument be shown on a separate piece
of paper to be affixed to the document by the recorder after the permanent
record is made and before the original is retumed as specified in
Section 27321 of the Govemment Code Rev Tax Code 11932
Affects Assessors Parcels No 4187031900 4188001901 4187001902 4183001901 4182001900
4181037900 4181036900 4181035900 4181034900 4169038901 4184026900 4185001902 4187
023900 4187023901 4187023902 4187023903 4188024901 4188017902 4187018900 4187017900
4188019907 4187024902 4183004903 4181005900 4181005901 4182029903 4181004901 4181
004900 4182030900 4182030901 4182030902 4192030903 4181011900 4188024900 418802900
4188026901 4188026902 4186018900 4186027900 4160025902 4160025903 4160026900 4185
023904 4187005902 4183002902 4183002903 4183002901 4183002900 4183003900 4183OD3901
4183003902 4183003903 4183003904 4183013900 4187020904 4187020907 4188026901 4187
020904 4187020904 4187020903 4187020907 4187024902 4187020905 4187020906 4186003
900 4185016900 4187014900
This Assignment and Bill of Sale is made by and from Macpherson Oil Company a
California corporation for itself and Windward Associates a Catifornia limited
partnership of which it is the general partner as Granto to and accepted by
Hermosa Acquisition LLC a Delaware limited liability company as Grantee
effective as of March 2 2012 the Effective Date
RECITALS
1 In 1984 the voters of the City of Hermosa Beach County of Los Angeles
State of California the Cit approved two ballot measures excepting contemplated oil
Assignment and Bill of Sale
1
and gas operations on and from the surface of a Cityowned maintenance yard site the
City Yard and a schoof site owned by the Hermosa Beach City School District the
Schoo Site from a thenexisting general ban on oil and gas operations within the
incorporated area of the City Thereafter the City and the Hermosa Beach City School
District the School District in their proprietary capacities as lessors made and
entered into separate oil and gas leases with Grantor as lessee those leases being
more specifically described as
a an oil and gas lease between the City and Grantor with respect to certain
Cityowned lands located landward of the mean high tide line of the Pacific Ocean
within the incorporated area of the City the Ciiyowned Uplands commonly known
and hereinafter referred to as Oil and Gas Lease No 1 dated October 14 1986 and
recorded March 26 1987 as document no 87 452659 official records of the Los
Angeles County Recorder amended by instruments dated December 16 1986
September 27 1988 and July 23 1991 and superseded in its entirety by a subsequent
oil and gas lease between the City and Grantor with respect to both the Cityowned
Uplands and the Cityowned tidal and submerged lands located seaward of and within
onenautical mile of the mean high tide line of the Pacific Ocean within the incorporated
area of the City collectively the Cityowned Tidelands commonly known and
hereinafter referred to as Oil and Gas Lease No 2 dated January 14 1992 a
memorandum of which was recorded April 9 1998 as document no 98 581404 in the
official records of the Los Angeles County Recorder the City Lease and
b a subsurface oil and gas lease between the School District and Grantor
dated October 2 1989 and recorded March 25 1991 as document no 91 419501 in
the official records of the Los Angeles County Recorder as amended by instrument
dated August 10 1991 the School Lease
2 The City in its governmental capacity by City Council Resolution certified
a final project EIR in 1990 but thereafter by further City Council Resolution approved
its Conditional Use Permit No 935632 dated August 12 1993 the CUP for a
consolidated oil and gas project confining oil and gas project surFace use and
improvement to the City Yard area from which subsurface oil and gas operations were
contemplated to locations throughout the incorporated area of the City including the
Cityowned Uplands and the Cityowned Tidelands the Project Area and an
addenda to the previously certified environmental impact report addressing the
consolidation of surFace use and improvement to the City Yard the certified
environmental impact report and approved addenda are hereinafter referred to in
aggregate as the EIR The term Project is used hereinafter to refer to and include
activities improvements and operations involved in the exploration for production and
removal of oil gas and other hydrocarbon substances and substances produced in
association with them on and from a surface location within the incorporated area of
the City to subsurFace locations anywhere within the incorporated area of the City
including the Cityowned Uplands and the Cityowned Tidelands
3 The California State Lands Commission approved the making of the City
Lease including by its formal action of March 8 1994 after an earlier June 30 1992
approval had been set aside by the Superior Court the State Lands ApprovaP
Assignment and Bill of Sale
2
4 Grantor as lessee also made and entered into various subsurface oil
and gas leases of varying dates with private party lessors with respect to lands within
the incorporated area of the City all such leases existing and hereafter acquired are
hereinafter collectively referred to as the Townlot Leases the existing Townlot
Leases being more fully described in the attached Exhibit A provided however that
the assignment hereinafter of the existing Townlot Leases includes each and all
existing oil and gas lease now held by Grantor from private party lessors with respect to
lands within the incorporated area of the City whether or not described or correctly
described in Exhibit A
5 The California Coastal Commission in its formal hearing of February 4
1998 approved the Project and conditionally approved Coastal Development Permit
No E9628 for the Project the Coasta Approvar
6 Grantor has also obtained from the South Coast Air Quality Management
District all Permits to Construct necessary for the Project the SCAQMD Permits
7 In November 1995 the voters of the City enacted Measure E an
initiative measure that banned oil drilling in the City On December 8 1998 the City
by formal action of its City Council withdrew its support and approval of the Project
based on its determination that the Project as then constituted presented an
unacceptable public safety risk Thereupon Grantor filed a crosscomplaint for
monetary damages against the City in an already pending action initiated by opponents
of the Project ie Hermosa Beach Stop Oil Coalition et al v City of Hermosa Beach
Los Angeles County Superior Court Case No BC172546 hereinafter referred to as the
Action The California Court of Appeal ruled in the Action both that Measure E
applied to the Project and that its passage entitled Grantor to sue the City for
monetary damages and thereafter also ruled that the Citys December 1998
determination that the Project as then constituted presented an unacceptable public
safety risk might constitute a defense to Grantors damages claim if the evidence
presented at trial satisfied the limitations upon such a defense set forth by the Court of
Appeal
8 Grantor and EB Natural Resources Management Corporation a
California corporation and an affiliate of the Grantee EBB along with the City
have made and entered into that certain Settlement Agreement and Reease dated as
of March 2 2011 the Settlement Agreement which is incorporated fully herein
reference being made to a separate complete and fully executed duplicate original of
the Settlement Agreement in the hands of each of Grantor and EB and of the City
for further particulars Among other specific provisions the Settlement Agreement
provides for a the settlement and dismissal of the Action and b the assignment by
Grantor to Grantee of all of the right title and interest of Grantor in to and under the
Lease the School Lease any and all Townlot Leases the CUP and EIR the State
Lands Approval the Coastal Approval and any and all other rights it may have in or
associated with the Project without any warranty of title subject to the reservation or
grant to Grantor of an overriding royalty interest of One and Onehalf Percent of One
Hundred Percent 112 of 100 of all oil gas and other hydrocarbon substances
and substances produced in association with them which may be produced in the
course of the Project from the Project Area under the Project Leases as hereinafter
Assignment and Bill of Sale
3
defined or allocated to any of the Project Leases or any part of the Project Area
pursuant to a pooling arrangement line well agreement or unitization or
communitization agreement which may be entered into by Grantee As used herein
the Project Leases means and includes the City Lease the School Lease andor
any of the Townlot Leases as currently framed or hereafter from time to time modified
in any respect as well as any continuation extension renewal restatement ratification
or replacement of any of them as may be made taken or acquired by Grantee any
successor or assign of Grantee or any entity in which Grantee or its successor or
assign has an ownership interest or is under common ownership or control with or
otherwise from the Project Area ie whether or not a specific subsurface point of
production at which such substances enter a well bore is located within or outside the
area that is subject to any one or more of such leases and whether or not a specific
subsurface point of production at which such substances enter a well bore is located
within an area subject to any further Townlot Leases provided only that such
subsurFace point of production is located within the Project Area or allocated to any of
the Project Leases or any part of the Project Area pursuant to a pooling arrangement
line well agreement or unitization or communitization agreement which may be entered
into by Grantee all upon and subject to the terms provisions and conditions hereinafter
set forth
Now therefore in consideration of the foregoing and of other consideration
the receipt and adequacy of which are hereby mutually acknowledged by Grantor and
Grantee upon and subject to the terms and provisions set forth andor incorporated
herein and effective as of the Effective Date
1 Conveyance Grantees Assumption and Aureement to Perform
Exceptions and Reservations
11 Convevance Subject to the exceptions and reservations set forth in
Section 13 below Grantor does hereby sell assign transfer and convey to Grantee all
of Grantors existing right title and interest in to and under the following described and
defined Property Hydrocarbons Permits Project Contracts and Files and
Records excluding however those which are hereinafter described or included by
reference in Section 13 below as Excepted Reserved Assets all of which ie a
through e immediately below but subject to the exception and reservation referenced
in the foregoingJ are herein collectivefy referred to as the Project Assets as well as
any and all other rights and interests of Grantor in to or under or specifically and
exclusively associated with the Project Assets although the same may be improperly
described in or omitted from the body of this instrument it being the express mutual
intent of Grantor and Grantee that except as provided in Section 13 below all of
Grantors right title and interesf in the Project Assets be hereby conveyed to
Grantee hereunder the Project Assets subject to the exception and reservation
referenced in the foregoing being defined and described as follows
a The City Lease the School Lease each of the existing Townlot Leases
and any and all other oil gas or mineral leases and interests in rights to
explore for and produce oil gas or other minerals including but not
limited to working interests carried working interests net revenue
interests rights of assignment and reassignment reversionary interests
Assignment and Bill of Sale
4
backin interests production payments and royalty interests of any kind or
description each and all of which are hereinafter collectively referred to as
the Propert
b All of Grantors right title and interest in and to any and all oil gas and
other hydrocarbon substances and substances produced in association
with them within or which may be produced from the Project Area each
and all of which are hereinafter collectively referred to as the
Hydrocarbons
c The EIR CUP State Lands Approval Coastal Approval SCAQMD
Permits and any and all other franchises licenses permits approvals
consents orders and decisions of regulatory agents or authorities and
certificates and other authorizations and other rights granted by
governmental agents or authorities that relate specifically and exclusively
to the Project the Property or the Hydrocarbons or to the ownership or
operation of any thereof collectively the Permits
d All contracts permits road use agreements rightsofway easements
licenses servitudes operating agreements and any other agreements
which relate specifically and exclusively to any of the Property the
Hydrocarbons and the Permits or the ownership or operation of any
thereof or the production treatment sale storage or disposal of the
Hydrocarbons together with all rights obligations privileges and
benefits of Grantor thereunder arising on or after the Effective Date
collectively the Project Contracts and
e Originals insofar as in the possession or under the control of Grantor or
its affiliates and if not the file copies in the possession or under the
control of Grantor of all of the files records information and materials
relating specifically and exclusively to the Property Hydrocarbons
Permits and Project Contracts insofar as Grantor is not prohibited from
transferring the same to Grantee by law or agreement with any third party
including without limitation i lease land and title records including
abstracts of title title opinions certificates of title title curative documents
division orders and division order files the Project Contracts
geophysical geological engineering and other technical data if any
relating to specifically and exclusively to the Project the Property or the
Hydrocarbons and environmental files and records collectively the
Files and Records provided however that a set of copies of any or all
such Files and Records may be made and maintained by Grantor at its
sole option and cost subject to ongoing confidentiality requirements
under the Settlement Agreement to the extent such requirements apply to
such information
12 Grantees Assumation and Aareement to Perform Indemnitv For the
benefit of the City with respect to the City Lease and for the benefit of the School
District with respect to the School Lease and for the benefit of each and all of the
several respective lessors under each of the existing Townlot Leases and for the
benefit of Grantor as to each and all of the City Lease the School Lease and the
Assignment and Bill of Sale
5
existing Townlot Leases Grantee hereby assumes and agrees fulfy and timely to
perForm each and all of the obligations provided to be performed on the part of the
lessee under each and all of the City Lease the School Lease and the existing
Townlot Leases with the same force and effect as if Grantee had been the original
signatory lessee named in each of them Grantee agrees to promptly satisfy all of the
requirements of each and all of the City Lease the School Lease and the existing
Townlot Leases for making the within assignment to Grantee effective including
without limitation the provisions of Section 24a of the City Lease Grantee agrees to
indemnify Grantor and to hold Grantor Grantors City Royalty and Grantors Share
of Royalty Substances harmless from and against any and alt claims demands liens
damages loss or liability that may arise out of or be asserted by a third party to arise
out of a any failure on the part of Grantee to perform the obligations which it has
assumed and agreed to perform in this Section 12 or out of any act b any negligent
or otherwise wrongful omission on the part of Grantee or any person acting by through
or under Grantee or at its direction or on its behalf either in the exercise of its rights
and the discharge of its obligations under any of the City Lease the School Lease or
any Townlot Lease or otherwise in the course of its carrying out the Project or c the
doing of any labor or the furnishing of any materials or supplies to any of Grantee or to
persons acting for the benefit or at the direction of Grantee
13 Excepted Reserved Assets includinq Grantors Citv Rovaltv and
Grantors Reserved ORR11 Provided however that there are specifically excepted
from this conveyance and reserved to Grantor the following ie a through j
inclusive which are herein referred to as the Excepted Reserved Assets
a Grantors legal opinions or analyses and information protected by
attorneyclient privilege
b All corporate financial and tax records of Grantor however Grantee
shall be entitled to receive copies only of any financial and tax records
owned by or under the control of Grantor and which specifically and
exclusively relate to the Project Assets ie as defined and determined
without reference to this Section 13b or which are beneficial andor
necessary for Grantees effective ownership administration or operation
of the Project Assets
c All rights titles claims and interests of Grantor related to the Project
Assets ie as defined and determined without reference to this Section
13c for any time prior to the Effective Date under any policy or
agreement for insurance under any bond or to any insurance or
condemnation proceeds or awards
d Claims of Grantor for refund of or loss carry forwards with respect to and
any liability for i any taxes or other assessments against or attributable
to the Project Assets ie as defined and determined without reference
to this Section 13d for any time prior to the Effective Date and
ii income or franchise taxes attributable to the Project Assets ie as
defined and determined without reference to this Section 13d for any
time prior to the Effective Date
Assignment and Bill of Sale
6
e All amounts due or payable to Grantor as adjustments or refunds under
any contracts or agreements affecting the Project Assets ie as defined
and determined without reference to this Section 13e for all times prior
to the Effective Date
fl All amounts due or payable to Grantor as adjustments to insurance
premiums related to the Project Assets ie as defined and determined
without reference to this Section 13fl for atl times prior to the Effective
Date
g All monies proceeds benefits receipts credits income or revenues and
any security or other deposits made attributable to the Project Assets
ie as defined and determined without reference to this Section 13g
prior to the EfFective Date
h All of Grantors patents trade secrets copyrights names marks and
logos
i That separate Three and OneThird Percent of One Hundred Percent 3
13 of 100 royalty granted by the City to Grantor under the terms of
the Settlement Agreement and contained in the Municipal Corporation
Grant Deed attached as Exhibit A thereto Grantors City Royalty and
Q An overriding royalty interest excepted herefrom and reserved to
Grantor of One and Onehalf Percent of One Hundred Percent 112
of 100 hereinafter referred to as Grantors Share of all oil gas and
other hydrocarbon substances and substances produced in association
with any of them the Royalty Substances which may be produced and
in the course of the Project under any of the Project Leases or otherwise
from the Project Area ie whether or not a specific subsurface point of
production is located within or outside the area that is subject to any one
or more of the Project Leases provided only that such subsurface point
of production is located within the Project Area or allocated thereto
pursuant to a pooling arrangement line well agreement or unitization or
communitization agreement which may be entered into by Grantee all
upon and subject to the terms provisions and conditions of Section 14
below Grantors Reserved ORR If Grantee its successor or assign
shall hereafter in the course of the Project at any time orfrom time to time
acquire any further oil and gas rights interest whether fee or lease or
otherwise or any other right title or interest in or to any land then
remaining subject to any of the Project Leases or otherwise within the
Project Area and as often as the same shall occur and if in the exercise
of such right title or interest Grantee its successor or assign shall
produce any of the Royalty Substances from the subsurface of the
Project Area ie whether or not such right title and interest andor such
production also extends beyond the Project Area then insofar as
concerns the rights and obligations of Grantee and Grantor hereunder
Grantors Reserved ORRI hereunder shall nevertheless continue to
apply fully to all of the production of Royalty Substances thus obtained
by Grantee its successor or assign to the end that Grantor shall in any
Assignment and Bill of Sale
7
and all such events own and receive the full ORRI share of all Royalty
Substances produced from or aliocated to the land now or hereafter
subject to any of the Project Leases or otherwise to any part of the
Project Area Grantee agrees to either purchase Grantors Share of
Royalty Substances or to sell Grantors Share of Royalty Substances
for the benefit and account of Grantor all of Grantors Share of Royalty
Substances which Grantor has not elected to take inkind as provided
below in this subparagraph Payment by Grantee to Grantor for
Grantors Royalty Share of Royalty Substances shall be made in the
amount and time determined in accordance with the provisions of the City
Lease for the royalty payable to the City thereunder except as to the
difference in royalty percentage befinreen Grantors 112 of 100
Royalty Share and the royalty percentage of the City determined
pursuant to the City Lease Grantors rights with respect to the
information to be included by Grantee along with payment to Grantor of
amounts due it hereunder and with respect to contracts for the sale of
Royalty Substances shall be as provided with respect to the City as
lessor in the City Lease Grantor may elect from time to time in the
manner and subject to the terms and conditions provided in the City
Lease for the right of the City to take its royalty share thereunder inkind
to take and receive Grantors Share of Royalty Substances or any of
them in kind in lieu of the purchase or sale thereof by Grantee
14 Grantors Reserved ORRI Grantors Reserved ORRI is subject to the
following terms
a There is excepted herefrom and reserved to Grantee its successors and
assigns i all other right title and interest in to and under each of the
Project Leases and ii the sole and exclusive right of exploring for
Royalty Substances under each of the Project Leases and of producing
and removing Royalty Substances from the land subject to each of the
Project Leases or otherwise within the Project Area and of entry into
and use and improvement of real property within the Project Area in
connection with such exploration production and removal such that
without limiting the foregoing operations in connection with the exploration
or production and removat of Royalty Substances if any under any of
the Project Leases or otherwise within the Project Area and the nature
frequency extent and duration thereof shall be determined by Grantee in
its sole discretion and iii subject to the terms hereinafter provided the
sole and exclusive right to negotiate make and enter into modify and
enforce pooling arrangements and unitization or communitization
agreements concerning the exploration for and the production and
removal of Royalty Substances under each of the Project Leases or
otherwise within the Project Area and iv the sole and exclusive right
and the obligation to negotiate make and enter into modify and enforce
contracts for the sale of Royalty Substances produced under or allocated
to each of the Project Leases or otherwise within the Project Area
including alike Grantors Share of Royalty Substances reserved to it
hereunder and the remaining production share of Grantee subject
Assignment and Bill of Sale
g
however to Grantors right as provided in this Assignment and Bill of Sale
to take in kind and to all other terms hereinafter provided
b The foregoing reservation to Grantee of the sole and exclusive right to
negotiate make and enter into modify and enforce pooling arrangements
line well agreements and unitization or communitization agreements
concerning the exploration for and the production and removal of Royalty
Substances under each of the Project Leases or otherwise within the
Project Area and of the sole and exclusive right and the obligation to
negotiate make and enter into modify and enforce contracts for the sale
of Royalty Substances produced under or allocated to each of the
Project Leases or otherwise within the Project Area is made subject to
i the requirement and obligation of Grantee to act in regard to such
matters fairly and in good faith and ii the limitation and requirement that
all such arrangements agreements and contracts shall apply in all
respects equally to Grantee and Grantor or insofar as their respective
interests differ strictly in proportion to their respective interests and
iii the limitation and requirement that Grantee shall not include in any
such arrangement agreement or contract provisions which conflict with or
deviate from the provisions of this instrument In exercising the rights
enumerated above in this subparagraph insofar as affecting the right title
and interest of Grantor Grantee shall act as the agent and fiduciary of
Grantor and shall exercise the utmost good faith in all matters pertaining
to Grantors Share of Royalty Substances
c Grantors Reserved ORRI and Grantors City Royalty are ownership
interests in the Royalty Substances themselves whether produced
under or allocated to any of the Project Leases or otherwise from or
allocated to any part of the Project Area at the time of their production
and severance from the land and not a mere right to a share of revenue
from the sale of Royalty Substances
2 Subject to Settlement Aqreement This instrument is made and
accepted upon and subject to all of the terms and provisions of the Settlement
Agreement provided however that if there is any irreconcilable conflict between the
provisions of this instrument and of the Settlement Agreement then the provisions of
this instrument shall control over the provisions of the Settlement Agreement to the
extent of such irreconcilable conflict but no further
3 Further Assurances Each of the parties agrees to take without
unreasonable delay upon request by the other party such further commercially
reasonable action as may be requested by the other party in order to fully effectively
and unambiguously vest in the requesting party the right title and interest assigned
andor reserved to it hereunder or otherwise to fully implement and give effect to the
intention of the parties concerning the scope and effect of this instrument including
without limitation the execution and delivery and participation in the preparation of
such further conveyances division orders transfer orders and all other documents
appropriate to provide the requesting party the rights obligations and benefits mutually
contemplated to be acquired pursuant to this instrument and the Settlement
Assignment and Bill of Sale
9
Agreement Without limiting the generality of the foregoing whenever either
a Grantee shall be reasonably concerned either that the provisions of this instrument
may be ineffective for any reason to effectively and unambiguously vest in Grantee the
ownership of the Project Assets or that Grantees right title and interest as
contemplated hereunder may be in any respect not adequately perfected in the official
records of the Los Angeles County Recorder or b Grantor shall be reasonably
concerned either that the provisions of this conveyance may be ineffective for any
reason to create in Grantor the ownership of Grantors Share of Royalty Substances
or that Grantors right title and interest as contemplated hereunder may be in any
respect not adequately perfected in the official records of the Los Angeles County
Recorder and c in any such event whether or not any express claim or formal judicial
determination shall have been made on any of those subjects then in any such event
i Grantee covenants and agrees at the request of Grantor to execute and deliver to
Grantor in recordable form such further conveyance or other instrument drawn and
provided by Grantor as may be necessary to vest in Grantor marketable title to
Grantors Share of Royalty Substances upon and subject to all of the terms and
provisions of this instrument and ii Grantor covenants and agrees at the request of
Grantee to execute and deliver to Grantee in recordable form such further conveyance
or other instrument drawn and provided by Grantee as may be necessary to vest in
Grantee marketable title to the Project Assets upon and subject to all of the terms and
provisions of this instrument
4 Proiect Assets Conveved As Is and Where Is
THE PROJECT ASSETS ARE CONVEYED BY GRANTOR TO
GRANTEE ASS AND WHEREIS AND GRANTEE ASSUMES THE RISK
OF DESCRIPTION TITLE AND CONDITION OF THE PROJECT ASSETS
AND SHALL SATISFY ITSELF WITH RESPECT THERETO WITHOUT
LIMITING THE GENERALITY OF THE FOREGOING THE FILES AND
RECORDS ARE TRANSFERRED WITHOUT WARRANTY OR
REPRESENTATION AS TO ACCURACY OR COMPLETENESS OR AS TO
ANY OTHER SUBJECT AND IN NO EVENT SHALL GRANTOR HAVE ANY
LIABILITY WHATSOEVER WITH RESPECT TO THE USE OF OR
RELIANCE UPON ANY OF THE FILES AND RECORDS BY GRANTEE OR
BY ANY PERSON ACTING BY THROUGH OR UNDER GRANTEE
5 Notices All notices demands or other communications of any kind required
or desired to be given by Grantor or Grantee respectively hereunder shall be in writing and
shall be deemed delivered either a fortyeight 48 hours after depositing the notice
demand or other communication in the United States Mail certed or registered postage
prepaid addressed to Grantee or Grantor respectively at the addresses set forth below or
b immediately upon receipt during normal business hours or if received outside of normal
business hours then at the commencement of normal business hours on the next business
day following receipt if sent by email or facsimile to the email address or facsimile number set
forth for the intended recipient of the notice or demand below
Assignment and Bill of Sale
10
To Grantor Macpherson Oil Company
2716 Ocean Park Boulevard
Suite 3080
Santa Monica CA 90405
3104523880
3104520058 facsimile no
Email DonMacpherson@macphersonoilcom
To Grantee Hermosa Acauisition LLC
In Care of
EB Natural Resources Management Corporation
1600 Norris Road
Bakersfield CA 93
6616791797 facsimile
Email slayton@ebresourcescom
Notice of change of mailing address email address or facsimile number shall
be given and effective in the same manner and time provided above Rejection or other
refusal to accept or the inabilitr to deliver because of changed address of which no specc
notice was given provided that a change is not otherwise actually known to the party
attempting notice shall be deemed to constitute receipt of the notice demand or other
communication sert
6 Entire Aureement Amendment Severabilitv The terms and provisions
expressly set forth and expressly incorporated into this instrument constitute the entire
agreement and understanding between the parties concerning its subject matter and
any and all prior oral and written statements representations and commitments
befinreen the parties with respect to that subject are merged into and superseded by this
written instrument This instrument shall not be amended except by a writing signed by
the parties hereto or their respective interested successors and assigns If any term or
provision of this instrument shall to any extent be determined by a Court of competent
jurisdiction to be invalid or unenforceable the remainder of this instrument shall not be
affected thereby and each term and provision of this instrument shall be valid and be
enforceable to the fullest extent permitted by law
7 Successors and Assins Third Parties The rights and obligations
provided in this instrument shall extend to the benefit of and burden the original parties
and their respective successors and assigns Other than with respect to the successors
and assigns of the parties and except the contemplated benefit to the City School
District and other lessors under the provisions of Section 12 above the provisions of
this conveyance are not intended to confer any rights or create any obligations in favor
of or against any third party
8 Attornev Fees The prevailing party in any legal action concerning the
interpretation application or enforcement of this instrument shall be entitled to recover
its attorney fees and costs actually and reasonably incurred in connection with that legal
action including those incurred in connection with any appellate proceEdings involved in
such legal action in addition to all such other relief to which it is otherwise entitled
Assignment and Bill of Sale
11
9 Governinq Law This instrument shall be governed by and construed in
accordance with the laws of the State of California without giving effect to principles of
conflicts of law
10 Counterpart Execution This instrument may be executed in any number
of counterparts and each of such counterparts shall for all purposes be deemed to be
an original and all such counterparts shall together constitute but one and the same
instrument
IN WITNESS OF WHICH this instrument is executed and delivered by the
parties on the respective date set forth in the acknowledgement of the signature on
their behalf attached hereto and as of the Effective Date
GRANTOR
MACPHERSON OIL COMPANY a
California corporation
gy
Name tiH
Title I a r i
GRANTEE
HERMOSA ACQUISITION LLC a Delaware
limi ility compan
By
Name Sp D aaTc
Title sr Z
CITY CONSENT TO ASSIGNMENT AND RELEASE
terms appearing below in bold text are used with the same meaning as
provided in the foregoing provisions of this instrument
The City of Hermosa Beach a California municipal corporation herein
and hereinabove referred to as the City and the lessor under the hereinabove
described and defined City Lease does hereby consent to the foregoing assignment by
Macpherson Oil Company a California corporation for itself and Windward Associates
a California limited partnership of which it is the general partner the Grantor
hereinabove named of all right title and interest Grantor in to and under both i the
City Lease and ii any and all Cityissued Permits to Hermosa Acquisition LLC a
Assignment and Bill of Sale
12
Delaware limited liability company the Grantee hereinabove named except only as
hereinabove expressly excepted and reserved to Grantor and in consideration of the
foregoing assumption by Grantee and of Grantees agreement to perform for the
benefit of the City all of the obligations provided to be performed on the part of the
lessee under the City Lease with the same force and effect as if Grantee had been the
original signatory lessee named therein the City hereby discharges and releases
Grantor from any and all obligations which may have accrued or may hereafter accrue
under the City Lease andor any and all Cityissued Permits
CITY
CITY OF HERMOSA BEACH a California
municipal corporation
i
ay a y
Howard Fishman Mayor
ATTEST
l
r h
By Z
Elaine Doerfling City Clerk
Approved as to form
Michael Jenkins
Jenkins Hogin LLP
Attorneys for City of Hermosa Beach
I
Assignment and Bill of Sale
13
EXHIBIT A
to
Assignment and Bill of Sale by and from Macpherson Oil Company a
California corporation for itself and Windward Associates a California
limited partnership to Hermosa Acquisition LLC aDelaware limited
liability company effective as of March 2 2012
Schedule of Townlot Leases
This page intentionally blank below this line The substance of this exhibit follows
Assignment and Bill of Sale
14
EXHIBIT A
SCHEDULE OF TOWNLOT LEASES
Recording Recording
Lessor Lessee Date information
Dennis A Sowers Macpherson Oil 11131984 841350148
et al Company
Adela M Gay Macpherson Oil 11271984 841397014
Trustee of the Adela Company
M Gay Trust et al
Richard P Haskins Macpherson Oil 12041984 841425790
et al Company
Mortgage Mart Inc Macpherson Oil 01221985 8573730
et aL Company
Richard L Ruffell Macpherson Oil 02041985 85135687
et al Company
Junior A Judd et al Macpherson Oil 02151985 85184576
Company
Kenneth R Brown Macpherson Oil 03011985 85235388
et al Company
James R Klatt et al Macpherson Oil 03201985 85307284
Company
Roy M Knox et al Macpherson Oil 04011985 85354663
Company
Bernard Subkoski Macpherson Oil 04161985 85426373
et al Company
Russell C Salinger Macpherson Oil 07291985 85869425
et al Company
Steve S Triantis Macpherson Oil 07291985 85869426
et al Company
David G Nickel Macpherson Oil 08191985 85956365
et al Company
Charles F Brown Macpherson Oil 01101986 86038437
et al Company
Kathleen G Briggs Macpherson Oil 01211988 8888027
et al Company
Margaret V Woolley Macpherson Oil 05271988 88845692
Company
Helena C Scanlon Macpherson Oil 08101989 891289800
etc et al Company
Mary E Keeler Macpherson Oil 09151989 891492729
et al Company
1
Assignment and Bill of Sale
Recording Recording
Lessor Lessee Date Information
David T Macpherson Oil 11131989 891825535
Schumacher et al Company
Russell C Salinger Macpherson Oil 06181985 85703612
et al Company
Frances C Lupo Macpherson Oil 12071989 891965800
et al Company
John Charles Reid Macpherson Oil 12131989 892001665
Pursell et al Company
Danny V Ritter Macpherson Oil 01221990 90113819
et al Company
David T Macpherson Oil 01221990 90113820
Schumacher Compan
Warren H Wright et Macpherson Oil 0301 1990 90336024
al Compan
James P Lyons Macpherson Oil 04201990 90739888
et al Company
Irene Cox et al Macpherson 08151990 901419787
Oil Company
Morton N Macpherson 08201990 901440120
Weindlin et al Oil Company
Hermosa Beach City Macpherson Oil 03251991 91419501
School District of Company
Los Angeles County
California
Louis W Bourgeois Macpherson Oil 01211993 93129530
et ux Compan
Darlene D Sowers GLG Energy 10271994 941950611
et al LP and Stocker
Resources Inc
Christopher P Smith Macpherson Oil 11071994 942015307
Compan
Adela Miller Gay as Macpherson Oil 05231994 94990364
Trustee et al Company
Betty Medlicott as Macpherson Oil 06061995 95901164
Trustee et al Company
Richard P Haskins Macpherson Oil 06061995 95901165
et al Company
Betty Medlicott as Macpherson Oil 06151995 95957257
Trustee Compan
2
Assignment and Bill of Sale
Recording Recording
Lessor Lessee Date Information
Patrick R Haskins Macpherson Oil 06151995 95957258
as Trustee Com an
Shirley B Cassell et Macpherson Oil 07241996 961189907
al Compan
Charles F Brown Macpherson Oil 10071996 961638341
Company
Barbara Bek Payne Macpherson Oil 03011996 96336523
as Trustee et al Compan
Darlene D Sowers Macpherson Oil 03011996 96336524
et al Company and
Stocker
Resources LP
William Howard Macpherson Oil 04041996 96543902
Sadler Company
William F Meistrell Macpherson Oil 05151996 96762654
et al Company
Wayne S McNeill Macpherson Oil 04221996 96630184
et al Company
Quentin L Thelen Macpherson Oil 04041997 97518724
et al Compan
Alfred Salido et al Macpherson Oil 06091997 97857963
Compan
Jean E Carrey Macpherson Oil 04281998 98704103
et al Compan
3
Assignment and Bill of Sale
From: F.O. Huebscher [mailto:fred@politicalscientists.com]
Sent: Monday, June 23, 2014 3:08 PM
To: Nanette Barragan; Michael DiVirgilio; Peter Tucker; Carolyn Petty; Hany Fangary; Tom Bakaly; Ann
Yang; Elaine Doerfling
Subject: Item 2(a) on the City Council Agenda of June 24, 2014
Dear City Manager Bakaly and Councilmembers,
I am writing to you about Item 2(a) on the City Council Agenda of June 24,
2014.
I have a few questions:
1. Will doubling the salary of the City Clerk for six months this year have
a PERS impact?
2. What will be the additional cost to the City in PERS contributions if
the increased salary is approved?
3. What will be the projected annual cost of future retirement benefits
for Ms. Doerfling because of this higher salary?
4. It is my understanding that PERS retirement pension payments are
based upon the highest one year salary of the retiree, is this true?
5. If so, would increasing Ms. Doerfling's salary this year make 2014 her
highest one year salary as an employee of the City?
6. And if this would be her highest one year salary would her PERS
retirement benefit thus be paid based on 2014 with the doubled
salary?
In the past, I have written in to ask about the status of council meeting
minutes that were months behind. Ms. Doerfling has indicated on at least
two occasions that she was ill (see attached memos) and thus behind in
keeping the City Council Minutes current. I also believe at a recent budget
session, Ms. Doerfling indicated that she could use help. When someone
asks for assistance the natural course of action should be to hire another
person to assist or pay a current employee overtime to assist, not double the
person's hours and pay. Providing assistance to Ms. Doerfling especially
given her health would seem like the better approach.
--
Fred Huebscher
310-374-0568
www.politicalscientists.com
City of Hermosa Beach
Compensation Survey
Doug Johnson, Vice President
Ralph Andersen & Associates
Why Surveys Are Done
•Anticipate and understand what labor market is doing
•Be deliberate in making changes or allocating resources
to wages and benefits
•Provide defensibility for compensating employees
•Minimize market surprises where key resources are
suddenly scarce or are recruited away from the City due
to uncompetitive salaries and benefits
•Becoming a de-factor requirement for bargaining
•Public and Private employers do the same things; just a
difference in accessibility of data 6/24/2014Hermosa Beach2
Fact-Finding
•State law now requires a fact-finding process before an
agency can declare impasse in bargaining
•Fact-finders rely heavily on market survey data
•Fact-finders are not receptive to “ability to pay”
arguments
•The selection of survey agencies is a part of the fact-
finding process and must be based on logical
comparability criteria
•The city may want to share the list of survey agencies
with employees 6/24/2014Hermosa Beach3
Pay Plan Development
6/24/2014Hermosa Beach4
Org Structure/
Job Analysis
Classifications
w/ Descriptions
Reconciliation
Internal Equity
AnalysisMarket Analysis
Compensation Policies
•Labor Market Selection
•Labor Market Position
•Base Salary vs. Benefits
•Use of private sector data/sources
•Internal vs. External Equity
•Pay Delivery Methods 6/24/2014Hermosa Beach5
Labor Market Selection Criteria
•Historical practices
•Nature of services
•Geographic proximity
•Employer size
•Economic similarity
•Efficiency in providing data 6/24/2014Hermosa Beach6
Nature of Services
•Cities
•Local County
•Special Districts (fire, recreation)
•Other Public Agencies
•Private Sector
•Police and Fire 6/24/2014Hermosa Beach7
Geographic Proximity
•Reasonable commuting distance
•County Limits
•Surrounding Counties/Region
•Depends on number of comparable
employers
•Services
•Size
•Economic similarity 6/24/2014Hermosa Beach8
Employer Size
•Population, revenues, expenditures
•Avoid small employers with insufficient jobs
•Geographic region and proximity may require
using larger employers
•Daytime population (tourism, business parks)
won’t be evident in census population
•Size impacts with respect to job matching can be
analyzed as part of job comparability assessment 6/24/2014Hermosa Beach9
Economic Similarity
•Cost of Living Index
•Relative Wage Index
•Economic Research Institute (ERI)
•Objective
•Balance
•Avoid extreme differences
•Unique challenge for Hermosa Beach
•Proximity trumps economic similarity 6/24/2014Hermosa Beach10
Target Selection Criteria
•Within 50 miles of city
•Multiple service areas (police, fire)
•Sufficient size
•Similar cost of living (if possible)
•No perfect market; balance of
selection factors 6/24/2014Hermosa Beach11
Survey Agencies
6/24/2014Hermosa Beach12
Survey Agency Population
Served Distance Total
Revenues
Operating
Expenditures
ERI
COL
ERI
Wage Police Fire
Hermosa Beach 19,750 0 $32.6 Mil $27.3 Mil 100.0 100.0 X X
Agoura Hills 20,625 43 $15.6 Mil $12.9 Mil 84.2 99.7
Calabasas 23,943 37 $33.2 Mil $31.6 Mil 86.2 99.5
El Segundo 16,897 6 $80.8 Mil $87.8 Mil 86.0 99.8 X X
La Canada Flintridge 20,535 34 $18.2 Mil $15.2 Mil 92.9 99.7
La Verne 32,228 50 $45.8 Mil $40.5 Mil 67.5 99.8 X X
Laguna Beach 23,225 50 $69.7 Mil $55.6 Mil 104.9 100.2 X X
Manhattan Beach 35,619 2 $83.4 Mil $70.8 Mil 119.5 100.7 X X
Palos Verdes Estates 13,665 5 $17.1 Mil $15.1 Mil 92.1 99.7 X
Rancho Palos Verdes 42,358 12 $29.5 Mil $22.5 Mil 91.4 99.6
Redondo Beach 67,717 2 $119.6 Mil $103.6 Mil 85.2 100.5 X X
Santa Fe Springs 17,349 25 $76.1 Mil $57.4 Mil 62.0 99.7 X X
Seal Beach 24,591 24 $42.6 Mil $31.8 Mil 84.5 99.8 X
South Pasadena 26,011 30 $36.1 Mil $30.2 Mil 93.4 100.5 X X
Median 23,943 25 $42.6 Mil $31.8 Mil 86.2 99.8
Data Sources:
Population - CA Dept of Finance; 2014
Distance - Google Maps
Total Revenues - CA State Controller; 2011-12 Fiscal Year
Operating Expenditures - CA State Controller; 2011-12 Fiscal Year
Cost of Living Index - Economic Research Institute Relocation Assessor; April 2014
Wage Index - Economic Research Institute Geographic Assessor; April 2014
Private Sector Data
•Important data source
•Data is harder to obtain
•Fewer comparables
•No ability to audit data
•Different philosophies
•Different pay mechanisms
•Use is a policy decision 6/24/2014Hermosa Beach13
Public Pay
Plan
Private Pay
Plan
Top $
Bottom $
Top $
Bottom $
Private Sector Data
•Source: Economic Research Institute Salary Assessor
•Subscription based database
•Updated quarterly
•Includes thousands of jobs, private sector focus (eDOT)
•Can be regionalized to the Hermosa Beach market
•Comparisons with the City
•Limited due to unique services and jobs
•Private data does not include bonus/performance payments
•Different compensation philosophies
•Objective
•Macro level assessment 6/24/2014Hermosa Beach14
Sample Private Comparison
-30%
-25%
-20%
-15%
-10%
-5%
0%
5%
10%
15%
20%
25%Percentage above/below Private Data 6/24/2014Hermosa Beach15
Jobs paid higher than private
Jobs paid lower than private
Source: Economic Research Institute Salary Assessor
Sample of 33 District jobs found commonly in private sector
Data does not include bonuses paid in private sector
Does not include executive managers
U.S. Bureau of Labor Statistics
6/24/2014Hermosa Beach16
Private Sector
Wages and salaries Paid leave
Supplemental pay Insurance
Retirement and savings Legally required
State and local government
Wages and salaries Paid leave
Supplemental pay Insurance
Retirement and savings Legally required
BLS Employer Costs for employee compensation, December 2013
Compensation Component Private industry State and local
government
Wages and salaries 70.1%64.5%
Benefits 29.9 35.5
Paid leave 6.9 7.3
Supplemental pay 2.9 0.8
Insurance 8.3 12.0
Health benefits 7.8 11.6
Retirement and savings 3.7 9.4
Defined benefit 1.6 8.6
Defined contribution 2.1 0.8
Legally required 8.2 6.0
Next Steps
•Provide draft class specifications for employee
and management review
•Collect and analyze market survey data
•Present draft survey findings to the City Council
in closed session
•Compensation policy decisions will be made with
the benefit of market data
•Consultant will provide reports for use in the
bargaining based on the needs of the labor
negotiator 6/24/2014Hermosa Beach17