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03/24/15
Tuesday, March 24, 2015 6:00 PM Hermosa Beach City Hall 1315 Valley Drive Hermosa Beach, CA 90254 Council Chambers City Council Mayor Peter Tucker Mayor Pro Tem Nanette Barragan Councilmembers Carolyn Petty Hany Fangary Michael DiVirgilio Meeting Agenda Closed Session - 6:00 p.m., Regular City Council Meeting - 7:00 p.m. Executive Team Viki Copeland, Finance Director Andrew Brozyna, Public Works Director David Lantzer, Fire Chief Diane Strickfaden, Assistant to the City Manager Ken Robertson, Community Development Director Sharon Papa, Police Chief City Clerk Elaine Doerfling City Treasurer Karen Nowicki City Attorney Mike Jenkins Tom Bakaly, City Manager March 24, 2015City Council Meeting Agenda 6:00 P.M. - CLOSED SESSION (LOCATION: Meetings convene in the Council Chambers and move to the Second Floor Conference Room after Public Comment) CALL TO ORDER IN COUNCIL CHAMBERS ROLL CALL PUBLIC COMMENT RECESS TO CLOSED SESSION IN SECOND FLOOR CONFERENCE ROOM a)REPORT 15-0212 MINUTES: Approval of minutes of the following Closed Session meetings. 1.Closed Session meeting of January 27, 2015; and, 2.Closed Session meeting of February 10, 2015 b)REPORT 15-0276 EXTENTION OF LEASE WITH SELF STORAGE PROPERTY c)REPORT 15-0275 DISCUSSION OF PROCESS FOR CITY ATTORNEY PERFORMANCE REVIEW ADJOURNMENT OF CLOSED SESSION Page 2 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda 7:00 P.M. - REGULAR AGENDA All council meetings are open to the public. PLEASE ATTEND. The Council receives a packet with detailed information and recommendations on nearly every agenda item. City Council agendas and staff reports are available for your review on the City's web site located at www.hermosabch.org. Complete agenda packets are also available for public inspection in the Police Department, Hermosa Beach Public Library and the Office of the City Clerk. During the meeting, a packet is also available in the Council Chambers foyer or you can access the packet at our website, www.hermosabch.org, on your laptop, tablet or smartphone through the wireless signal available in the City Council chambers: Network ID: City Council Password: chb13 Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk's office at 1315 Valley Drive, Hermosa Beach, California, during normal business hours. All written communications from the public included in the agenda will be posted with the agenda on the City’s website To comply with the Americans with Disabilities Act of 1990, Assistive Listening Devices (ALD) will be available for check out at the meeting. If you require special assistance to participate in this meeting, you must call or submit your request in writing to the Office of the City Clerk at (310) 318-0203 at least 48 hours prior to the meeting. Page 3 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL CLOSED SESSION REPORT ANNOUNCEMENTS PROCLAMATIONS / PRESENTATIONS a)REPORT 15-0286 BADGE PINNING CEREMONY FOR FIRE FIGHTER THOMAS SURBER b)REPORT 15-0287 RECOGNIZING MARCH AS RED CROSS MONTH c)REPORT 15-0288 RECOGNIZING DONATION OF $1405.00 FROM KATHLEEN WHITEHEAD FOR VALLEY PARK PICNIC TABLE AND DEDICATION PLAQUE PUBLIC PARTICIPATION: Although the City Council values your comments, the Brown Act generally prohibits the Council from taking action on any matter not listed on the posted agenda as a business item. Page 4 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda 1. ORAL AND WRITTEN COMMUNICATIONS: This is the time for members of the public to address the City Council on any items within the Council's jurisdiction not on this agenda, on items on this agenda as to which public comment will not be taken (Miscellaneous Items and Reports – City Manager and Other Matters), or to request the removal of an item from the consent calendar. Public comments on the agenda items called Miscellaneous Reports and Other Matters will only be heard at this time. Comments on public hearing items are heard only during the public hearing. Members of the audience may also speak: 1) during discussion of items removed from the Consent Calendar; 2) during Public Hearings; and, 3) during discussion of items appearing under Municipal Matters. Comments from the public are limited to three minutes per speaker. The City Council acknowledges receipt of the written communications listed below. No action will be taken on matters raised in written communications. The Council may take action to schedule issues raised in oral and written communications for a future agenda. Citizens with comments regarding City management or departmental operations are requested to submit those comments to the City Manager. a)REPORT 15-0283 LETTER FROM SONYA HODSON DATED MARCH 4, 2015 REGARDING HERMOSA BEACH VOLLEYBALL COURTS DISCUSSION Recommendation:To receive and file the written communication from Sonya Hodson. Sonya Hodson Letter.docxAttachments: b)REPORT 15-0285 LETTER FROM JIM LISSNER DATED MARCH 17, 2015 REGARDING SHOWING THE UNASSIGNED BALANCE Recommendation:To receive and file the written communication from Jim Lissner. Jim Lissner Letter.docx City of Beverly Hills.pdf City of Park City.pdf Attachments: 2. CONSENT CALENDAR: The following more routine matters will be acted upon by one vote to approve with the majority consent of the City Council. There will be no separate discussion of these items unless a Council member removes an item from the Consent Calendar. Items removed will be considered under Agenda Item 4, with public comment permitted at that time. a)REPORT 15-0282 MEMORANDUM REGARDING CITY COUNCIL MINUTES (City Clerk Elaine Doerfling) Recommendation:It is recommended that the City Council receive and file the memorandum regarding City Council minutes. Page 5 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda b)REPORT 15-0263 CHECK REGISTERS (Finance Director Viki Copeland) Recommendation:To ratify check registers 03-05-15 2b(1) 03-11-15 2b(2) 03-12-15 2b(3) Attachments: c)REPORT 15-0267 TENTATIVE FUTURE AGENDA ITEMS Recommendation:To receive and file the tentative future agenda items. Tentative Future Agenda.docAttachments: d)REPORT 15-0277 REVENUE AND EXPENDITURE REPORTS FOR FEBRUARY 2015 (Finance Director Viki Copeland) Recommendation:To Receive and File. e)REPORT 15-0279 ACTION SHEET OF THE PLANNING COMMISSION MEETING OF MARCH 17, 2015 (Community Development Director Ken Robertson) Recommendation:To receive and file the action sheet of the Planning Commission meeting of March 17, 2015. Pl. Comm. Action Sheet 3-17-15.docAttachments: f)REPORT 15-0273 SUBJECT: FINAL MAP NO. 72210 (C.U.P. CON NO. 13-6, PDP NO. 13-7) LOCATION: 1500 HERMOSA AVENUE APPLICANT(S): 1500 HERMOSA AVENUE LLC REQUEST: TO ADOPT A RESOLUTION APPROVING FINAL PARCLE MAP FOR A 2-UNIT RESIDENTIAL CONDOMINIUM PROJECT (Senior Planner Pamela Townsend) Recommendation:Staff recommends approval of Final Parcel Map No. 72210 which is consistent with the approved Vesting Tentative Parcel Map, and recommends the City Clerk be directed to endorse the certificate for said map. 1500 Hermosa reso.docxAttachments: Page 6 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda g)REPORT 15-0261 CIP PROJECT NO. 14-402 SEWER IMPROVEMENTS AT VARIOUS LOCATIONS AWARD CONSTRUCTION CONTRACT (Assistant Engineer Victor H. Chavez) Recommendation:It is recommended that the City Council: 1. Award the Construction Contract for CIP Project No. 14-402 Sewer Improvements at Various Locations to Southwest Pipeline & Trenchless Corp. of the City of Torrance of California in the amount of $464,488; 2. Authorize the Mayor to execute and the City Clerk to attest subject to approval by the City Attorney; 3. Adopt the attached resolution entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH APPROVING THE DESIGN AND PLANS FOR THE CONSTRUCTION OF CIP No. 14-402 SEWER IMPROVEMENTS - VARIOUS LOCATIONS PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT PAYMENT ACCOUNT"; 4. Authorize an additional appropriation of $88,889 from the Sewer Fund; and 5. Authorize the Director of Public Works to make changes as necessary within the project budget; 14-402 Attachment 1 - Construction Contract 14-402 Attachment 2 - Resolution Attachments: h)REPORT 15-0264 PROJECT STATUS REPORT AS OF FEBRUARY 28, 2015 (Director of Public Works/City Engineer, Andrew Brozyna, P.E.) Recommendation:To receive and file the Project Status Report as of February 28, 2015. CIP Project Summary FEB 2015_3-17-15Attachments: i)REPORT 15-0265 APPROPRIATION OF MEASURE R FUNDS RECEIVED FROM SOUTH BAY CITIES COUNCIL OF GOVERNMENTS (SBCCOG) TO CIP-12-143, PACIFIC COAST HIGHWAY (PCH)/AVIATION MOBILITY IMPROVEMENT PROJECT (Public Works Director/City Engineer Andrew Brozyna) Recommendation:Recommended Action: It is recommended that the City Council: Approve the appropriation of Measure R funds in the amount of $190,000 to be received from the SBCCOG to CIP-12-143, Pacific Coast Highway (PCH)/Aviation Mobility Improvement Project, and corresponding revenue to the Measure R Fund. Page 7 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda j)REPORT 15-0266 APPROVAL OF ONE MONTH LEASE EXTENSION FOR PROPERTY LOCATED AT 552 11TH PLACE (HERMOSA SELF STORAGE) (Finance Director Viki Copeland) Recommendation:It is recommended that the City Council: 1. Approve the extension of the lease term for 30 days to April 30, 2015. 2.Direct the City Manager to execute the attached extension of the lease. 4th Self Storage Lease Amendment, CA ApprovedAttachments: k)REPORT 15-0259 ACCEPTANCE OF DONATION (Finance Director Viki Copeland) Recommendation:Recommended Action: It is recommended that the City Council accepts the donation received by the City to be used as follows: Donor Amount Purpose Kathleen Whitehead $1,405.00 To be used for one picnic table for Valley Park with dedication plaque. 3. CONSENT ORDINANCES a)ORD 15-0262 ORDINANCE NO. 15-1350 - “AN ORDINANCE OF THE CITY OF HERMOSA BEACH, CALIFORNIA, AMENDING THE MUNICIPAL CODE, TITLE 17 (ZONING), RELATING TO THE DEFINITION, STANDARDS AND/OR ENFORCEMENT PROVISIONS FOR RESTAURANTS AND ON-SALE ALCOHOLIC BEVERAGE ESTABLISHMENTS INCLUDING THE FOOD TO ALCOHOL SALES RATIO” (City Clerk Elaine Doerfling) Recommendation:It is recommended that the City Council waive full reading and adopt by title Ordinance No. 15-1350. 15-1350 Restaurants-Alc.Bev.Estab.Attachments: 4. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE DISCUSSION * Public comments on items removed from the Consent Calendar. 5. PUBLIC HEARINGS - TO COMMENCE AT 7:30 P.M. Page 8 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda a)REPORT 15-0272 CONSIDERATION OF ADOPTION OF ORDINANCE 15-1349 AMENDING THE MUNICIPAL CODE, CHAPTER 12.16, ADDING PROVISIONS TO ALLOW AND REGULATE RETAIL SALES/DISPLAY ENCROACHMENTS ON PIER PLAZA (AS AMENDED TO ALLOW OUTDOOR DISPLAY OF SURFBOARDS), AND AMENDING CHAPTER 17.26 FOR CONSISTENCY AND DETERMINATION THAT THE PROJECT IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (Senior Planner Pamela Townsend) Recommendation:Waive full reading and adopt Ordinance 15-1349 amending the Municipal Code to allow outdoor retail sales/displays encroachments on Pier Plaza (including Loreto Plaza) (as amended to allow outdoor display of surfboards) subject to an encroachment permit and determine the project is exempt from the Environmental Quality Act. Proposed Ordinance 15-1349 Legal Posting Attachments: b)REPORT 15-0274 GENERAL PLAN LAND USE MAP AMENDMENT FROM COMMERCIAL CORRIDOR (CC) TO MEDIUM DENSITY RESIDENTIAL (MD) AND GENERAL PLAN TEXT AMENDMENT AT 1906 - 1918 PACIFIC COAST HIGHWAY AND DETERMINE THE PROJECT IS CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (Senior Planner Pamela Townsend) Recommendation:Adopt the proposed resolution approving the General Plan Land Use Map and Text pertaining to 1906-1918 Pacific Coast Highway (even numbered addresses) and determine the project is Categorically Exempt from the California Environmental Quality Act. Proposed Resolution PC Reso 15-4 (1906-1918 PCH) GPA- Legal Posting Attachments: 6. MUNICIPAL MATTERS a)REPORT 15-0271 CERTIFIED RESULTS OF THE CANVASS OF VOTES FOR THE SPECIAL MUNICIPAL ELECTION OF MARCH 3, 2015 (City Clerk Elaine Doerfling) Recommendation:It is recommended that the City Council adopt the resolution (to be presented at the meeting) declaring the results of the Special Municipal Election of March 3, 2015, as certified by the City Clerk upon completion of the official canvass of votes. Page 9 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda b)REPORT 15-0268 REVIEW OF FINANCING ALTERNATIVES FOR IMPLEMENTATION OF THE SETTLEMENT AGREEMENT WITH E&B NATURAL RESOURSES MANAGEMENT CORPORATION IN LIGHT OF THE DEFEAT OF MEASURE O (Finance Director Viki Copeland) Recommendation:It is recommended that the City Council: 1. Reaffirm the approved budget for payment of the $17.5 million as stated in the Settlement Agreement; 2. Review and provide direction on the key decision points for financing the amount to be borrowed; 3. Review the general deal points for financing the amount to be borrowed; 4. Direct staff to confirm tax-exempt/taxable status of financing with bond counsel; 5. Review financing alternatives presented in slides (available as supplemental on Monday); 6. Authorize staff to move forward with an informal selection of financial advisor and bond counsel; 7. Direct staff to return with a recommended medium to long term financing solution; c)REPORT 15-0280 PILOT PARKING PROGRAM UPDATE AND RECOMMENDATION FOR PURCHASE OF ELECTRONIC SINGLE-SPACE PARKING METERS (Management Analyst Nico De Anda-Scaia) Recommendation:Staff recommends that the City Council: 1) That the City Council receive and file the results from the Pilot Parking Program submitted by staff. 2) Authorize the additional appropriation of funds needed to purchase and install 471 single space electronic parking meters for commercial areas throughout the City in the amount of $217,029 from the Equipment Replacement Fund. 3) Approve a contract with IPS Group, Inc. for the purchase and installation of 471 single space electronic parking meters including back-up battery components, and for ongoing wireless connectivity fees, and authorize the City Manager to execute the appropriate documents. 4) Once meters are installed, direct staff to pursue a "Half-price" daytime parking program during weekdays in the downtown area, supplemented by evening Demand Pricing rates as needed. 1 Official Citywide Silver Meter Map 1 Official North Yellow-Silv Meter Map 1 Official South Yellow-Silv Meter Map 2 RFP - City of San Rafael 3 IPS RFP RESP - City of San Rafael 4 Meters put to Work Attachments: Page 10 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda d)REPORT 15-0284 2015 CITY COMMUNICATIONS PLAN (City Manager Tom Bakaly) Recommendation:To receive and file this report HermosaBeach_CommunicationsPlan_2015_FINAL.docx 2015_Hermosa Beach_PRMatrix_FINAL.pdf Attachments: 7. MISCELLANEOUS ITEMS AND REPORTS - CITY MANAGER a)REPORT 15-0220 HERMOSA BEACH CITY / SCHOOL COMPACT MEETING (Continued from meeting of February 24, 2015) (City Manager Tom Bakaly) Recommendation:To receive and file this report COMPACT_AfterSchoolProgram_2 11 15_FINAL.docxAttachments: b)REPORT 15-0226 CITY COUNCIL SUBCOMMITTEES (Continued from meeting of February 24, 2015) Appt List 4 Final 2015.docAttachments: 8. MISCELLANEOUS ITEMS AND MEETING ATTENDANCE REPORTS - CITY COUNCIL NONE 9. OTHER MATTERS - CITY COUNCIL Requests from Council members for possible future agenda items. No discussion or debate of these requests shall be undertaken; the sole action is whether to schedule the item for consideration on a future agenda. No public comment will be taken. a)REPORT 15-0289 REQUEST FROM COUNCILMEMBER FANGARY TO EVALUATE AND UPDATE, IF NECESSARY, CITY COUNCIL PROCEDURES AND PROTOCOLS REGARDING DESCRIPTIONS OF AGENDA ITEMS AND LOCATION OF CITY COUNCIL MEETINGS, CONSISTENT WITH THE REQUIREMENTS OF CALIFORNIA GOVERNMENT CODE SECTION 54954.2. Page 11 Hermosa Beach Printed on 3/19/2015 March 24, 2015City Council Meeting Agenda b)REPORT 15-0290 REQUEST FROM COUNCILMEMBER FANGARY TO CONSIDER ADOPTION OF A CITY COUNCIL RESOLUTION TO FIX THE CITY MANAGER’S SALARY CONSISTENT WITH HIS CURRENT SALARY, PURSUANT TO HERMOSA BEACH MUNICIPAL CODE SECTION 2.12.050. ADJOURNMENT Page 12 Hermosa Beach Printed on 3/19/2015 Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0212 Honorable Mayor and Members of the Hermosa Beach City Council Closed Session of March 24, 2015 MINUTES: Approval of minutes of the following Closed Session meetings. 1.Closed Session meeting of January 27, 2015; and, 2.Closed Session meeting of February 10, 2015 Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0276 Honorable Mayor and Members of the Hermosa Beach City Council Closed Session of March 24, 2015 EXTENTION OF LEASE WITH SELF STORAGE PROPERTY Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0275 Honorable Mayor and Members of the Hermosa Beach City Council Closed Session of March 24, 2015 DISCUSSION OF PROCESS FOR CITY ATTORNEY PERFORMANCE REVIEW Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0286 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 BADGE PINNING CEREMONY FOR FIRE FIGHTER THOMAS SURBER Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0287 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 RECOGNIZING MARCH AS RED CROSS MONTH Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0288 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 RECOGNIZING DONATION OF $1405.00 FROM KATHLEEN WHITEHEAD FOR VALLEY PARK PICNIC TABLE AND DEDICATION PLAQUE Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0283 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 LETTER FROM SONYA HODSON DATED MARCH 4, 2015 REGARDING HERMOSA BEACH VOLLEYBALL COURTS DISCUSSION Recommended Action: To receive and file the written communication from Sonya Hodson. Attachments: Letter from Sonya Hodson Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ From:Sonya Hodson [mailto:sonyahodson@me.com] Sent:Wednesday, March 04, 2015 12:00 PM To:Kelly Orta; City Clerk; Diane Strickfaden; mdivir@yahoo.com; Peter Tucker - External Subject:Hermosa Beach Volleyball Courts Discussion Wednesday, March 4, 2015 11:57 AM Dear City Council Members: My name is Sonya Hodson and our family lives in Newport Beach. Our daughter is a recruited athlete heading to Stanford University to play both Beach and Indoor Volleyball this fall. She has competed and trained on all of the beaches in Southern California during the last decade, as the sport of beach volleyball has grown. She and others have benefited greatly from beach cities making their beach courts available to the youth. Hermosa Beach has been on the forefront of promoting the growth of girls and boys beach volleyball and is thus a large part of the sport securing NCAA status this year at many of the top universities in the nation. As of today, there are more than 40 universities offering beach volleyball as a portal to higher education for our nation’s girls. Thank you for your significant contribution to the effort of Title IV and of the championing effort associated with promoting college opportunities for girls. Hermosa Beach, in a very real way, is and has been a part of the pipeline securing higher education to not only your local youth who play beach volleyball, but to those families and players who travel far and wide, including from places like Florida, Texas, Canada, Michigan, etc. to compete at the highest levels on your courts with hopes of earning college scholarships. We would hate to know that Hermosa beach would stand in the way of those college opportunities. It has been brought to our attention that Hermosa Beach is seeking to limit the growth and accessibility of youth beach volleyball, by alienating the families and players who frequent your courts and by preventing sand courts from being used by youth sports organizations for training and competition purposes. Is this true? If so, we would like our voices to be counted against your intention of thwarting the access and growth of youth volleyball on your beaches. Thank you, Sonya, Jim, Hayley and Jonathan Hodson 8 Rockingham Drive Newport Beach, CA 02660 310-266-9845 Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0285 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 LETTER FROM JIM LISSNER DATED MARCH 17, 2015 REGARDING SHOWING THE UNASSIGNED BALANCE Recommended Action: To receive and file the written communication from Jim Lissner. Attachments: 1.Letter from Jim Lissner 2.City of Beverly Hills Example 3.City of Park City Example Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ From:Jim [mailto:jim@vivahermosa.com] Sent:Tuesday, March 17, 2015 6:31 PM To:City Clerk; Peter Tucker; Nanette Barragan; Carolyn Petty; Michael DiVirgilio; Hany Fangary; Karen Nowicki Subject:Showing the unassigned balance - for Mar. 24 meeting For City staff: Please place this email under public comments for the council meeting of March 24, or include it with the E&B funding item, if there is one on that date. 3-17-15 For the City Council - Can you read a government balance sheet, with confidence? Do you think many of your constituents can? Now that we have to make a decision as to how the City will pay the money owed to E&B, wouldn't you like the council to have access to a standardized measure of how much extra money the City has, or doesn't have? And, wouldn't you like the public to have that same information, so that they can participate in the process without having to worry that they will be embarrassed by using the wrong figure? For several years (see correspondence below) I have asked top City management to include, in the City's annual audit (CAFR), a straightforward prose statement of the amount of the City's "unassigned funds," a practice recommended since 2009 by GASB, the Governmental Accounting Standards Board. GASB made that recommendation because they recognized that the public, and some councilmembers, are not able to read municipal balance sheets. The idea was to provide finance dummies with a straightforward and standardized way to find out how much Mad Money is available for discretionary spending. By now, most cities have followed that recommendation. I have looked at the CAFRs in many other cities (some examples are attached), and in most of them I can search the PDF of the CAFR for the word "unassigned" and the unassigned balance will come right up. But not in my home town, which prides itself on "transparency." Earlier today I met with Mr. Bakaly and Ms. Copeland and they told me that they simply prefer to keep doing things the way Hermosa has been. Please fix. Sincerely, Jim Lissner -------- Original Message -------- Subject: CAFR - showing the unassigned balance - Hermosa Beach Date: Thu, 05 Mar 2015 09:17:48 -0800 From: Jim <jim@vivahermosa.com> Reply-To: jim@vivahermosa.com To: tbakaly@hermosabch.org 3-5-15 For the City Manager - I'd still like to talk to you about this. Regards, Jim Lissner 310 376-4626 -------- Original Message -------- Subject: Fwd: CAFR - showing the unassigned balance - Hermosa Beach Date: Tue, 10 Feb 2015 12:08:07 -0800 From: Jim <jim@vivahermosa.com> Reply-To: jim@vivahermosa.com To: tbakaly@hermosabch.org 2-10-15 For the City Manager - I'd still like to talk to you about this. I am attaching some pages from the current CAFR from Park City. Regards, Jim Lissner 310 376-4626 -------- Original Message -------- Subject: CAFR - the unassigned balance - Hermosa Beach Date: Thu, 16 Aug 2012 14:07:07 -0700 From: Jim <jim@vivahermosa.com> Reply-To: jim@vivahermosa.com To: vcopeland@hermosabch.org CC: davidcohnhb@yahoo.com 8-16-12 For Ms. Copeland - Recently I have noticed that CAFRs are becoming more understandable: The Management Discussion section of many CAFRs now includes a straightforward prose discussion of the committed, assigned and unassigned balances of the governmental funds and the General Fund, including the Dollar amounts. Some of the CAFRs even explain why those figures should be of interest to the public, as follows:"As a measure of the General Fund's liquidity, it may be useful to compare both unassigned fund balance and total fund balance to total fund expenditures."Some make it clear that the unassigned balance "...is available for spending at the City's discretion."This is the sort of information that I - and councilmembers - can understand. So, in many cities, there is real progress! Unfortunately, some cities make you dig for the committed, assigned and unassigned balances. Or, read a balance sheet. Our City claims that it has no unassigned balance, because it has the policy of transferring its substantial year-end General Fund surpluses into one or more of its funds, such as insurance, retirement, or equipment replacement. I am attaching some discussions of committed, assigned and unassigned balances that are among the best I have found, but still could use some improvement. For example: The Beverly Hills, El Segundo and Fremont discussions were found in a prominent place, are straightforward, and do explain that the money is available for discretionary spending. All that's missing is the explanation of how the unassigned balance can be used to measure liquidity. Murrieta's disclosure is on the fifth page of the Management discussion, so is not prominent. It is straightforward, but does not say that the money is available for discretionary spending. It does contain a good explanation about liquidity, including the calculated ratio of unassigned funds to total expenditures. Hermosa Beach could easily better them all, by providing a discussion that is prominent, straightforward, explains that the unassigned balance is available for discretionary spending, and explains that the unassigned balance can be used to measure liquidity - and calculates the ratio. But first we would need to change our present practice that finds a zero unassigned balance. Please consider this request. Sincerely, Jim Lissner Hermosa Beach cc: City Treasurer Enclosures (4 pages) -- ***** ¡Viva Hermosa! Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0282 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 MEMORANDUM REGARDING CITY COUNCIL MINUTES (City Clerk Elaine Doerfling) Recommended Action: It is recommended that the City Council receive and file the memorandum regarding City Council minutes. Summary: Election ballots continue to be a priority and I have been unable to complete any of the past minutes for approval at this meeting. Please note that we are scheduled to have a policy discussion with City Council on April 28, 2015, about minutes in general. This will give staff some time to provide information for that discussion since the election will be over. Submitted by: Elaine Doerfling, City Clerk Concur: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0263 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 CHECK REGISTERS (Finance Director Viki Copeland) Recommended Action: To ratify check registers Attachments: 1.Check Register 3/5/15 2.Check Register 3/11/15 3.Check Register 3/12/15 Approved: Viki Copeland, Finance Director Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ 03/05/2015 Check Register CITY OF HERMOSA BEACH 1 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76911 3/5/2015 17339 3V SIGNS AND GRAPHICS LLC 4951 Banners - Measure O/ Jan 15 001-1101-4319 1,711.30 Total : 1,711.30 76912 3/5/2015 10783 ACCOUNTING PRINCIPALS 6855339 TEMPORARY Svc - W/E 2/8/15 001-1202-4201 576.00 Total : 576.00 76913 3/5/2015 04715 ADMINSURE 8455 Gen Liability & Workers Comp/March 15 705-1209-4201 1,300.00 705-1217-4201 5,795.00 Total : 7,095.00 76914 3/5/2015 12651 AIR CLEANING SYSTEMS 31379 Repair coil lines & connectors 001-2201-4201 1,047.93 Total : 1,047.93 76915 3/5/2015 06290 AIR SOURCE INDUSTRIES INC 00637709 Oxygen Refill/Jan 15 001-2201-4309 401.50 Total : 401.50 76916 3/5/2015 09366 AQUA FLO 726541 Irrigation Supplies/Feb 15 001-6101-4309 293.36 Total : 293.36 76917 3/5/2015 13609 ARROYO, ERIC 568 Background Investigations/Feb 15 001-2101-4201 976.92 Total : 976.92 76918 3/5/2015 16510 AT AND T 000006255607 Long Dist Charges/Jan 15 1Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 2 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76918 3/5/2015 (Continued)16510 AT AND T 001-1121-4304 0.04 001-1132-4304 0.01 001-1141-4304 0.03 001-1201-4304 0.55 001-1202-4304 0.78 001-1203-4304 0.10 001-2101-4304 2.46 001-2201-4304 0.62 001-4101-4304 0.19 001-4201-4304 0.79 001-4202-4304 0.66 001-4601-4304 0.31 001-1204-4304 0.66 001-3302-4304 0.12 715-1206-4304 0.07 001-4204-4321 0.09 Total : 7.48 76919 3/5/2015 13361 AT AND T MOBILITY 287016141723 Cell Phone Usage -Jan 15 001-4202-4304 188.48 001-4202-4305 367.49 287261798668 Cell Phone Yard - Jan 15 001-4202-4304 1,048.77 Total : 1,604.74 76920 3/5/2015 16660 ATHENS SERVICES HB4040180115-2 Pier Plaza Sweeping/Cleaning/Jan 15 001-3301-4201 3,232.13 001-3104-4201 1,219.81 001-3304-4201 190.00 HB404040180115-1 Downtown Sweeping/Cleaning/Jan 15 001-3301-4201 5,427.67 001-3104-4201 14,953.79 001-6101-4201 1,341.00 Total : 26,364.40 76921 3/5/2015 18349 BARRAGAN, NANETTE 120105977 2015 St. Patrick's Parade Entry-Reimb 2Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 3 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76921 3/5/2015 (Continued)18349 BARRAGAN, NANETTE 001-1101-4319 25.00 Total : 25.00 76922 3/5/2015 14425 BLACK & COMPANY, LLC, TERI 15-0209-08 Recruitment Services/Feb 15 001-1203-4201 8,362.71 Total : 8,362.71 76923 3/5/2015 08482 BOUND TREE MEDICAL LLC 81681094 Medical Supplies - Jan 15 001-2201-4309 382.15 81685997 Medical Supplies - Jan 15 001-2201-4309 433.73 81698555 Medical Supplies - Feb 15 001-2201-4309 46.95 Total : 862.83 76924 3/5/2015 08909 CARPET SPECTRUM 4202-05104 Comm Svc -Restroom Replace Floor 001-3302-4201 561.00 4202-05876 Base 3 -Replaced Vinyl Stair Treads 001-3302-4201 1,976.00 Total : 2,537.00 76925 3/5/2015 09632 CDWG SL68222 Scansnap - Feb 15 001-2101-4305 474.15 SN01990 Software- Feb 2015-16 715-1206-5401 142.74 SN23850 SAP BUSINESS/SOFTWARE - REP 2013 001-2101-4305 395.00 SQ43533 Printer - Feb 15 001-2101-4305 521.25 Total : 1,533.14 76926 3/5/2015 18737 CITYGATE ASSOCIATES 23569B Operational Assessment-Jan 15 001-2201-4201 3,462.74 Total : 3,462.74 76927 3/5/2015 18178 COLLINS, CLAY 9382 Auto Repair - Feb 15 3Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 4 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76927 3/5/2015 (Continued)18178 COLLINS, CLAY 715-2101-5403 120.00 Total : 120.00 76928 3/5/2015 05970 COLLINS, DENNIS 4601-5970 Instructor Payment - March 15 001-4601-4221 1,785.00 Total : 1,785.00 76929 3/5/2015 00879 COUNTY OF LOS ANGELES RE-PW 150205375 Traffic Siginal Maint/Jan 15 001-3104-4251 108.68 Total : 108.68 76930 3/5/2015 14752 CRECY, STEVEN 460105867 VA Memorial Maint/Reimb - Jan 15 001-2120 102.56 Total : 102.56 76931 3/5/2015 00642 DAILY BREEZE, THE 0000210346 Advertising:Measure O/Calendar 001-4601-4302 294.00 001-1101-4319 727.00 Total : 1,021.00 76932 3/5/2015 19147 DANCE 1 1000577.003 Refund Deposit - Permit #229 001-2111 500.00 Total : 500.00 76933 3/5/2015 09491 DE CASTRO, DOUG 4806 Banner - Measure O/Jan 15 001-1101-4319 370.00 4818 Banner - Measure O/Jan 15 001-1101-4319 543.40 4839 Banner - Meaure O/Jan 15 001-1101-4319 358.40 Total : 1,271.80 76934 3/5/2015 00181 EASY READER ER150129023 Advertising - Measure O/Jan 15 001-1101-4319 500.00 Total : 500.00 76935 3/5/2015 07853 EMPIRE PIPE CLEANING AND EQUIP 9830 Clean & Video Inspect Sewers/Jan 15 4Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 5 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76935 3/5/2015 (Continued)07853 EMPIRE PIPE CLEANING AND EQUIP 160-3102-4201 34,639.20 Total : 34,639.20 76936 3/5/2015 19149 ESPARZA, MICHAEL 999905878 Refund Chged for New Bus Lic#01134599 001-3115 364.00 Total : 364.00 76937 3/5/2015 10668 EXXON MOBIL FLEET GECC 39850926 Gas Card Purchases/Feb 15 715-2101-4310 3,409.12 715-2201-4310 154.47 715-6101-4310 256.87 715-3302-4310 1,272.24 715-3104-4310 309.31 715-4601-4310 103.22 715-2601-4310 218.83 001-1250 126.96 715-4202-4310 237.68 Total : 6,088.70 76938 3/5/2015 14940 FRANCHISE TAX BOARD, STATE OF CALIFORNIA262517864 Order - #369209188647863874 001-8661-4201 2,500.00 Total : 2,500.00 76939 3/5/2015 14690 FRIENDS OF THE PARKS 1000930.003 Refund - Theatre Deposit/Fees 001-2111 885.00 Total : 885.00 76940 3/5/2015 10306 GAGLIA, MICK 2101-05994 Seminar - POST Supv/Reimb 001-2101-4312 150.00 Total : 150.00 76941 3/5/2015 16934 GOLD COAST TOURS 317087 Excursion - LACMA - Mar 15 145-3409-4201 861.10 Total : 861.10 76942 3/5/2015 18752 GOLDEN SUN FIRM & COMPANY, INC 9999-04978 Clark Field Rewire - 1/18 - 2/14/15 001-8649-4201 11,267.21 5Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 6 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 11,267.21 76942 3/5/2015 18752 GOLDEN SUN FIRM & COMPANY, INC 76943 3/5/2015 14589 GRANICUS INC 60109 Granicus Solution for Videostreaming 715-1206-4201 5,832.00 Total : 5,832.00 76944 3/5/2015 19146 HANNA, DEREK 120405956 Refund - Citation #200143642 001-3302 48.00 Total : 48.00 76945 3/5/2015 00243 HERMOSA BEACH PAYROLL ACCOUNT 03052015 PAYROLL 2/15/2015 TO 2/28/2015 001-1103 691,808.31 105-1103 5,041.07 115-1103 907.67 117-1103 2,411.97 145-1103 4.03 147-1103 907.68 152-1103 112.24 160-1103 6,629.96 705-1103 3,786.81 715-1103 8,505.65 Total : 720,115.39 76946 3/5/2015 15141 HONDA MD INC, STEPHAN T 5450 Medical Services - Jan 15 001-2101-4201 63.60 Total : 63.60 76947 3/5/2015 16742 INDEPENDENT STATIONERS 000493601 Office Supplies/Jan 15 001-2101-4305 77.41 000500560 Office Supplies/Feb 15 001-1101-4305 50.49 Total : 127.90 76948 3/5/2015 05356 JOHN L HUNTER AND ASSOC INC HBUO0115 Recycling Prog - Oil/Jan 15 160-3105-4201 532.50 Total : 532.50 76949 3/5/2015 14360 KAZANJIAN, GARY 1202-06007 2014 Assessment Tax Rebate 6Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 7 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76949 3/5/2015 (Continued)14360 KAZANJIAN, GARY 105-3105 24.61 Total : 24.61 76950 3/5/2015 07032 KNAPP, RUTH 1202-06005 2014 Assessment Tax Rebate 105-3105 24.61 Total : 24.61 76951 3/5/2015 15574 LANDPORT SYSTEMS INC 2015-9350 Service Request System Support/Feb 15 715-1206-4201 195.00 Total : 195.00 76952 3/5/2015 12482 LEXISNEXIS RISK SOLUTIONS, INC 1114400-20150131 Information Services/Jan 15 001-2101-4201 50.00 Total : 50.00 76953 3/5/2015 00789 MEDAL OF VALOR COMMITTEE 2101-05985 2015-Medal of Valor 001-2101-4317 500.00 Total : 500.00 76954 3/5/2015 18071 MERCHANTS LANDSCAPE SERVICES 44711 Exterior Landscape Maint - Jan 15 001-6101-4201 16,190.00 44712 Exterior Landscape Maint- Jan 15 105-2601-4201 3,306.00 Total : 19,496.00 76955 3/5/2015 17431 MICROSOFT CORPORATION E07000RN04 Office 365 Hosted Email/FEB 15 715-1206-4201 117.00 E07000ROCK Office 365 Hosted Email/Feeb 15 715-1206-4201 420.00 Total : 537.00 76956 3/5/2015 16541 MIDCITY MAILING SERVICES CORP 21100 Printing-Measure O Post Cards/Feb 15 001-1101-4319 185.00 Total : 185.00 76957 3/5/2015 15255 MILLER, DIANNE M 1202-06008 2014 Assessment Tax Rebate 105-3105 24.61 7Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 8 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 24.61 76957 3/5/2015 15255 MILLER, DIANNE M 76958 3/5/2015 13114 OFFICE DEPOT 752462694002 Office Supplies/Feb 15 001-2101-4305 16.34 754111703001 Office Supplies/Feb 15 001-1121-4305 9.80 755383244001 Office Supplies/Feb 15 001-1203-4305 68.87 Total : 95.01 76959 3/5/2015 02954 ORANGE CO SHERIFFS DEPT 2101-05993 Seminar-POST Supv-Gaglia/March 15 001-2101-4317 134.00 Total : 134.00 76960 3/5/2015 19148 PASCUAL, LEILANI 120405870 Refund - Bus License #01134132 001-3207 133.00 Total : 133.00 76961 3/5/2015 13309 PEREZ, SHAWN 4601-05971 Instructor Payment/March 15 001-4601-4221 420.00 Total : 420.00 76962 3/5/2015 12910 PIP PRINTING 26748 Fire Safety Inspection Rpt 001-2201-4305 398.58 Total : 398.58 76963 3/5/2015 13838 PITNEY BOWES INC 468124 Supplies-Postage Meter/Feb 15 001-1208-4305 227.87 Total : 227.87 76964 3/5/2015 13545 PRELETZ, JOSEPH 1202-06006 2014 Assessment Tax Rebate 105-3105 24.61 Total : 24.61 76965 3/5/2015 17676 PRUDENTIAL OVERALL SUPPLY 40879776 Rental - Mats/Jan 15 001-2201-4309 27.18 40879777 Rental - Mats/Jan 15 001-4204-4309 46.28 8Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 9 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76965 3/5/2015 (Continued)17676 PRUDENTIAL OVERALL SUPPLY 40879778 Rental - Mats/Jan 15 001-3302-4309 26.78 40879779 Rental - Mats/Jan 15 001-4204-4309 33.68 40879780 Rental-Towel/Jan 15 715-4206-4309 19.68 40879781 Rental-Uniforms/Jan 15 001-4202-4314 68.36 40879782 Rental - Mats/Jan 15 001-2101-4309 33.08 40879783 Rental - Mats/Jan 15 001-3104-4309 24.18 40882117 Rental - Uniform/Feb 15 001-4202-4314 44.78 40884527 Rental - Mats/Shop Towels/Feb 15 001-2201-4309 27.18 40884528 Rental - Mats/Feb 15 001-4204-4309 46.28 40884529 Rental -Mats/Feb 15 001-3302-4309 26.78 40884530 Rental - Mats/Feb 15 001-4204-4309 33.68 40884531 Rental - Shop Towels/Feb 15 715-4206-4309 19.68 40884532 Rental - Uniforms/Feb 15 001-4202-4314 43.69 40884533 Rental - Mats/Feb 15 001-2101-4309 33.08 40884534 Rental-Mats & Shop Towels/Feb 15 001-3104-4309 24.18 40886881 Rental - Uniforms/Feb 15 001-4202-4314 43.69 Total : 622.24 76966 3/5/2015 16925 PUTTIN ON PRODUCTIONS 252338 Deposit Return - Damage 9Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 10 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76966 3/5/2015 (Continued)16925 PUTTIN ON PRODUCTIONS 001-2111 500.00 254456 Refund Rental Dep 001-2111 500.00 Total : 1,000.00 76967 3/5/2015 08768 QUADRANT SYSTEMS 150210 Paper Rolls for Cash Register 001-1204-4305 290.00 Total : 290.00 76968 3/5/2015 18223 RAIMI AND ASSOCIATES INC 14-921 Local Coastal Plan Update/Nov 14 150-4104-4201 16,937.93 Total : 16,937.93 76969 3/5/2015 13255 REDMOND, GEORGE DAVID 33833 Locksmith Services - Feb 15 001-3302-4201 875.35 Total : 875.35 76970 3/5/2015 13777 ROBERTS, PHIL HB-2014-001/002R Progr Pymt #2 - HB Surf Memorial 001-8661-4201 7,500.00 Total : 7,500.00 76971 3/5/2015 03353 SBCU VISA 012615 CC Delinquent Fine Fee/ Credit Card 001-4601-4201 10.00 013115 CC Finance Charge/ Credit Card 001-4601-4201 11.46 156095341340 CC Sr Center Movie Rental/ Jan 15 001-4601-4328 4.99 70003072 CC Excursion Supplies 001-4601-4308 114.43 Total : 140.88 76972 3/5/2015 17903 SHERWIN WILLIAMS 8268-4 Paint Supplies/Feb 15 001-6101-4309 301.65 8328-6 Paint Supplies/Feb 15 001-6101-4309 59.32 10Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 11 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76972 3/5/2015 (Continued)17903 SHERWIN WILLIAMS 8371-6 Paint Supply/Feb 15 001-4204-4309 45.67 Total : 406.64 76973 3/5/2015 07158 SIEMENS INDUSTRY INC 5620001974 Signal Maint/Jan 15 001-3104-4201 840.00 Total : 840.00 76974 3/5/2015 19150 SIERRA GROUP 93123 Equipment-Dtwn Camera Project 170-2103-4201 32,890.36 153-2106-5405 100,000.00 Total : 132,890.36 76975 3/5/2015 08395 SOUTH BAY ARSON CONTROL TEAM 17-Feb-15 Membership Dues-2015 A. Marks 001-2201-4315 200.00 Total : 200.00 76976 3/5/2015 08604 SOUTH BAY FIRE CHIEFS ASSOC 220105961 Annual Membership Dues-D. Lantzer 001-2201-4315 375.00 Total : 375.00 76977 3/5/2015 00113 SOUTH BAY FIRE EXTINGUISHER 153778 Fire Extinguisher Svc - Feb 15 001-4204-4309 141.70 Total : 141.70 76978 3/5/2015 00159 SOUTHERN CALIFORNIA EDISON CO 2-29-332-0750 Electrical Billing - Feb 15 105-2601-4303 230.54 Total : 230.54 76979 3/5/2015 10098 SPRINT NEXTEL COMMUNICATIONS 371554311-159 Cell Phone Usage - Jan 15 001-2201-4304 401.31 397572146-102 Cell Phone Usage - Jan 15 001-4201-4304 157.57 Total : 558.88 76980 3/5/2015 19151 SUDDATH RELOCATION SYSTEMS 470-1277-14/1 Delivery Charges/Nov 14 001-2101-5401 446.60 11Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 12 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 446.60 76980 3/5/2015 19151 SUDDATH RELOCATION SYSTEMS 76981 3/5/2015 16735 TORRANCE AUTO PARTS 060630 Auto Parts - Feb 15 715-4201-4311 176.05 060649 Auto Parts - Feb 15 715-4206-4311 698.95 061427 C/M Core Deposit/Feb 15 - #60630 715-4201-4311 -53.96 Total : 821.04 76982 3/5/2015 00123 TRIANGLE HARDWARE 819845-74 Hardware Supplies - Feb 15 001-2201-4309 140.98 001-3104-4309 293.58 001-4204-4309 1,210.61 001-6101-4309 235.19 105-2601-4309 1,375.48 715-4206-4309 308.42 001-2021 84.38 001-2022 -84.38 Total : 3,564.26 76983 3/5/2015 08207 UNDERGROUND SERVICE ALERT 120150309 Underground Service Alert-Feb 15 160-3102-4201 69.00 Total : 69.00 76984 3/5/2015 18890 UNITED MAINTENANCE SYSTEMS 12787 Janitorial Services/Feb 15 001-4204-4201 7,612.00 Total : 7,612.00 76985 3/5/2015 18666 VERIZON BUSINESS SERVICES 69397440 VoIP Services - Jan 15 001-3302-4304 80.78 69397458 VoIP Services - Jan 15 001-2101-4304 56.11 001-2201-4304 18.72 69397484 VoIP Services - EOC Gym 001-2201-4304 64.53 Total : 220.14 12Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 13 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76986 3/5/2015 00015 VERIZON CALIFORNIA 310 167-1756 990511 Circuit Billing/Feb 15 001-2101-4304 331.15 310 318-6379 041029 Phone Charges/Feb 15 001-1121-4304 5.33 001-1132-4304 2.82 001-1141-4304 1.36 001-1201-4304 4.10 001-1202-4304 17.28 001-1203-4304 17.56 001-1208-4304 0.69 001-2101-4304 132.60 001-2201-4304 78.17 001-4101-4304 11.88 001-4201-4304 20.07 001-4202-4304 62.36 001-4601-4304 30.46 001-1204-4304 18.62 001-3302-4304 1.89 715-1206-4304 5.92 310 372-6186 Phone Charges/Feb 15 001-1141-4304 48.02 310 372-6373 040311 Phone Charges/Personnel Fax/Feb 15 001-1203-4304 45.36 13Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 14 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76986 3/5/2015 (Continued)00015 VERIZON CALIFORNIA 310 376-6984 Phone Charges/2/16 to 3/15/15 001-1121-4304 30.39 001-1132-4304 5.06 001-1141-4304 7.60 001-1201-4304 69.64 001-1202-4304 67.11 001-1203-4304 13.93 001-1208-4304 5.06 001-2101-4304 406.41 001-2201-4304 140.54 001-4101-4304 68.37 001-4201-4304 60.78 001-4601-4304 100.03 001-1204-4304 93.70 001-3302-4304 44.32 715-1206-4304 24.06 001-4202-4304 129.15 310 PLO-0346 030623 Circuit billing/Feb 15 001-2101-4304 46.05 310UH0-3618-030623 Circuit billing/Feb 15 001-2101-4304 447.62 310UH9-9686 060508 Circuit Billing/Feb 15 001-2101-4304 170.89 310VM6-6158 030623 Circuit Billing/Feb 15 001-2101-4304 48.90 Total : 2,815.25 76987 3/5/2015 09056 VERIZON ONLINE 1160742236 Fiber Optic Line - Feb 15 715-1206-4201 170.00 Total : 170.00 76988 3/5/2015 06699 VERSATILE COMMUNICATIONS 3706 Audio Recorders 001-2101-4305 990.97 Total : 990.97 76989 3/5/2015 19034 VOLVO CONSTRUCTION EQUIPMENT R504002358-1 Rental Equip - Beach Outfalls Dec - Jan 14Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 15 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76989 3/5/2015 (Continued)19034 VOLVO CONSTRUCTION EQUIPMENT 715-3102-4311 490.50 Total : 490.50 76990 3/5/2015 12081 VONS 11-Feb-15 Progr Supplies - Senior Ctr/Feb 15 001-4601-4328 30.95 Total : 30.95 76991 3/5/2015 11219 WESTCHESTER MEDICAL GROUP 100615 Annual Physicals/ Jan 15 001-1203-4320 375.00 Total : 375.00 76992 3/5/2015 18707 YANG, ANN 120105923 St Patrick's Day Parade Entry - Reimb 001-1101-4319 100.00 Total : 100.00 583181 2/25/2015 00170 SOUTHERN CALIFORNIA GAS CO 01100457009 Gas Bill/ Feb 15 001-4204-4303 27.36 Total : 27.36 587001 2/25/2015 00170 SOUTHERN CALIFORNIA GAS CO 11540469001 Gas Bill/ Feb 15 001-4204-4303 72.70 Total : 72.70 587836 2/25/2015 00170 SOUTHERN CALIFORNIA GAS CO 13910446007 Gas Bill/ Feb 15 001-4204-4303 59.18 Total : 59.18 587922 2/25/2015 00170 SOUTHERN CALIFORNIA GAS CO 14120446001 Gas Bill/ Feb 15 001-4204-4303 23.50 Total : 23.50 945797 3/2/2015 00170 SOUTHERN CALIFORNIA GAS CO 09790459003 Gas Bill/ Feb 15 001-4204-4303 135.38 Total : 135.38 945840 3/2/2015 00170 SOUTHERN CALIFORNIA GAS CO 10210459003 Gas Bill/ Feb 15 001-4204-4303 322.84 15Page: 03/05/2015 Check Register CITY OF HERMOSA BEACH 16 5:04:54PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 322.84 945840 3/2/2015 00170 SOUTHERN CALIFORNIA GAS CO 1535909496 3/5/2015 14691 ADMINSURE AS AGENT FOR THE 030215 W/Comp Claims - 2/23 - 27/15 705-1217-4324 16,511.07 Total : 16,511.07 Bank total : 1,066,082.85 89 Vouchers for bank code :boa 1,066,082.85Total vouchers :Vouchers in this report 89 "I hereby certify that the demands or claims covered by the checks listed on pages 1 to 16 inclusive, of the check register for 3-5-15 are accurate funds are available for payment, and are in conformance to the budget." By Finance Director Date 3-16-15 16Page: 03/11/2015 Check Register CITY OF HERMOSA BEACH 1 3:09:31PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76993 3/11/2015 05125 GHASSEMI PETTY CASH, MARIA 6077 Petty Cash Replenishment 001-1101-4305 33.45 001-1101-4319 50.11 001-1201-4315 88.46 001-1202-4305 25.06 001-2101-4305 52.56 001-2201-4305 25.00 001-3104-4309 56.47 001-4201-4315 75.00 001-4202-4317 30.00 001-4601-4305 119.85 001-4601-4308 99.69 001-4601-4328 52.30 170-2105-5401 134.04 001-1201-4317 24.61 001-2101-4317 57.59 Total : 924.19 Bank total : 924.19 1 Vouchers for bank code :boa 924.19Total vouchers :Vouchers in this report 1 1Page: 03/11/2015 Check Register CITY OF HERMOSA BEACH 2 3:09:31PM 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 3-11-15 are accurate funds are available for payment, and are in conformance to the budget." By Finance Director Date 3-16-15 2Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 1 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 76994 3/12/2015 10783 ACCOUNTING PRINCIPALS 6857609 TEMPORARY SERVICES/W-E 2/15/15 001-1202-4201 576.00 6883381 TEMPORARY SERVICES/AP Clerk W/E 3/1/15 001-1202-4201 1,152.00 6895343 TEMP SRVCS/AP Clerk W/E 2/22/15 001-1202-4201 856.80 Total : 2,584.80 76995 3/12/2015 06827 ALL CITY MANAGEMENT 38072 Crossing Guard Service/Feb 1-14/15 001-2102-4201 5,499.00 Total : 5,499.00 76996 3/12/2015 16893 AMERICAN MICRO IMAGING, INC 1/29/15 Laserfiche software 001-2101-4201 1,650.00 Total : 1,650.00 76997 3/12/2015 05628 AMERICAN PLANNING ASSOCIATION 007865-1514 Dues-APA P Townsend - Apr 2015-16 001-4101-4315 425.00 053554-1514 Dues-APA -K Robertson/Apr 2015-16 001-4101-4315 678.00 Total : 1,103.00 76998 3/12/2015 08741 ANGULO, ANSELMO 2015/2 Polygraph/Feb 15 001-2101-4201 300.00 Total : 300.00 76999 3/12/2015 12685 ANIMAL EMERGENCY REFERRAL 66035 Emergency Vet Services/Dec14 001-3302-4201 60.00 Total : 60.00 77000 3/12/2015 09366 AQUA FLO 731151 Irrigation Supplies - Feb15 001-6101-4309 482.39 731417 Irrigation Supplies - Feb15 001-6101-4309 178.70 732108 Irrigation Supplies - Feb15 001-6101-4309 225.36 1Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 2 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 886.45 77000 3/12/2015 09366 AQUA FLO 77001 3/12/2015 18891 ASCENT ELEVATOR SERVICES, INC 5630 Elevator Maintenance/Feb 15 001-3304-4201 136.00 001-4204-4201 136.00 Total : 272.00 77002 3/12/2015 19155 ASHLEY, CHRISTOPHER 1204-05984 Refund - Dep for Cash Key #151901 001-2117 16.50 Total : 16.50 77003 3/12/2015 16371 BEACH GIRL PROPERTIES LLC 138 Parking Meters - 70 14th Street/Mar15 001-3842 650.00 Total : 650.00 77004 3/12/2015 17196 BEAN, SHIHO 1202-06068 2014 Assessment Tax Rebate 105-3105 24.61 Total : 24.61 77005 3/12/2015 14757 BELASCO, SHANTI Refund Req 3/5/15 Ref Req-Comm Thtre Damage Deposit Return 001-2111 522.50 Total : 522.50 77006 3/12/2015 18452 BLOMER, CHARLES 1202-06069 Refund - SCE & AT&T UUT 2013-14 001-3120 86.04 3/10/15 UUT REFUND GAS CO 4/13-6/14 001-3120 18.09 105-3105 24.61 3/12/15 UUT Refund/CalWater 4/13 thru 6/14 001-3120 12.70 Total : 141.44 77007 3/12/2015 03190 BLUEPRINT SERVICE AND SUPPLY 195402 Plans/Specs Sewer Improvement 001-4202-4201 359.75 Total : 359.75 77008 3/12/2015 08482 BOUND TREE MEDICAL LLC 81675264 Medical Supplies - Jan15 001-2201-4309 47.20 2Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 3 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77008 3/12/2015 (Continued)08482 BOUND TREE MEDICAL LLC 81698556 Medical Supplies - Feb15 001-2201-4309 739.58 81702087 Medical Supplies - Feb 15 001-2201-4309 5.13 81709589 Medical Supplies - Feb15 001-2201-4309 12.70 Total : 804.61 77009 3/12/2015 00163 BRAUN LINEN SERVICE 1228895 Prisoner Laundry/Feb15 001-2101-4306 58.47 1230319 Prisoner Laundry/Feb15 001-2101-4306 69.01 1231749 Prisoner Laundry/Feb15 001-2101-4306 43.96 Total : 171.44 77010 3/12/2015 18178 COLLINS, CLAY 9397 Auto Repair - K-9 unit/ Feb 15 715-2101-5403 120.00 Total : 120.00 77011 3/12/2015 18904 COX COMMUNICATIONS, INC.11266 Subpoena Records 001-2101-4305 200.00 Total : 200.00 77012 3/12/2015 02823 CRAWFORD, JAMES 2/24/15 Textbooks 001-2201-4317 235.07 TA412 Travel/CFPI 25th Annual Fire Prevention 001-2201-4317 250.00 Total : 485.07 77013 3/12/2015 09491 DE CASTRO, DOUG 4880 Banners for March 3rd Voting 001-1101-4319 2,007.18 4945 Emergency Mgmt Card Banner 001-2201-5401 216.91 Total : 2,224.09 3Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 4 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77014 3/12/2015 00364 DEPARTMENT OF JUSTICE 084811 Fingerprinting - Feb15 HR 001-1203-4251 128.00 Total : 128.00 77015 3/12/2015 13766 DISPENSING TECHNOLOGY CORP 8336 Traffic Paint/Feb15 001-3104-4309 742.94 Total : 742.94 77016 3/12/2015 00122 DUNCAN PARKING TECHNOLOGIES DPT021240 Autorax/Feb 15 001-3302-4201 658.00 DPT021294 Autotrax Liberty/Feb 15 001-3302-4201 1,105.00 DPT021299 Wireless Fees/Feb 15 001-3302-4201 680.00 Total : 2,443.00 77017 3/12/2015 19157 EMPOWER YOUTH CLUB 4601-06011 Instructor Payment - March 15 001-4601-4221 117.60 Total : 117.60 77018 3/12/2015 08422 FIRE INFORMATION SUPPORT SERV 1078 Records Management 2nd Qtr FY1415 001-2201-4201 1,500.00 Total : 1,500.00 77019 3/12/2015 19154 GALE, KAREN 1204-06022 Refund - Dep for Cash Key #101671 001-2117 14.50 001-3851 38.50 Total : 53.00 77020 3/12/2015 01320 GALLS LONG BEACH UNIFORM CO BC0136381 Uniforms for Franco/PD 001-2101-4314 393.43 Total : 393.43 77021 3/12/2015 14713 GEOSYNTEC CONSULTANTS 1415102 Storm Water & NPDES Admin/Jan 15 160-3102-4201 10,269.38 Total : 10,269.38 77022 3/12/2015 01390 GOODYEAR TIRE AND RUBBER CO 41435602 Tires Purchased/Jan15 4Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 5 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77022 3/12/2015 (Continued)01390 GOODYEAR TIRE AND RUBBER CO 715-2201-4311 703.34 41435603 Tires Purchased/Jan15 715-6101-4311 579.21 Total : 1,282.55 77023 3/12/2015 07799 GRAINGER, W W 9669769193 Maint Repair - Rod Control/Feb 15 105-2601-4309 207.50 Total : 207.50 77024 3/12/2015 13330 HAJOCA CORP S145105468.001 Plumbing Supplies/Feb 15 001-4204-4309 316.63 S145150258.001 Plumbing Supplies/Feb 15 001-4204-4309 287.93 Total : 604.56 77025 3/12/2015 14204 HARTZOG AND CRABILL INC 15-0021 Traffic Engineering Services - Jan15 001-3104-4201 2,670.13 Total : 2,670.13 77026 3/12/2015 10517 HERNDON RECOGNITION 1984373 RI Service Award Pins 001-1203-4201 679.50 Total : 679.50 77027 3/12/2015 14056 HOPKINS, TRACY 2101-05949 National Night Out-Reimb 001-2101-4201 834.00 Total : 834.00 77028 3/12/2015 16793 HUNTINGTON BEACH MOTORSPORTS 2101-05990 Auto Repair - E98K43/Feb 15 715-2101-4311 1,250.63 2101-05991 Auto Repair - 3000114/Feb 15 715-2101-4311 421.52 Total : 1,672.15 77029 3/12/2015 16742 INDEPENDENT STATIONERS 000501970 Office Supplies/Feb 15 001-2101-4305 12.38 5Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 6 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77029 3/12/2015 (Continued)16742 INDEPENDENT STATIONERS 000501983 Office Supplies/Feb 15 001-1208-4305 120.21 IN-000503257 Office Supplies/Feb15 001-1202-4305 1.13 001-1208-4305 32.14 IN-000506627 Office Supplies/Mar15 001-1201-4305 18.31 Total : 184.17 77030 3/12/2015 17796 INSIGHT PUBLIC SECTOR INC 1100406836 Windows 7 Licenses 715-1206-4201 5,099.36 Total : 5,099.36 77031 3/12/2015 01165 JOBS AVAILABLE 1505020 Planning Assistant Ad 001-1203-4201 351.00 Total : 351.00 77032 3/12/2015 18132 JOHNSON, LESLIE 4601-05943 Instructor Payments/March 15 001-4601-4221 6,615.00 Total : 6,615.00 77033 3/12/2015 12964 LA CO DEPT OF HEALTH 1/28/15 Test/certify backflow device testers 001-6101-4251 198.00 Total : 198.00 77034 3/12/2015 00151 LA CO SHERIFFS DEPARTMENT 152936ST Inmate Meal Service 001-2101-4306 188.00 Total : 188.00 77035 3/12/2015 15442 LANTZER, DAVE TR-409 Travel Exp - CSPE - March 2015 001-2201-4317 250.00 Total : 250.00 77036 3/12/2015 00167 LEARNED LUMBER B442003 Wood 001-6101-4309 91.69 6Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 7 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77036 3/12/2015 (Continued)00167 LEARNED LUMBER B442240 Cement & Paintbrush 001-3104-4309 52.36 B442382 Adhesive & Caulking Gun 001-3104-4309 179.60 B442439 Cement 001-3104-4309 39.81 Total : 363.46 77037 3/12/2015 17861 LEXIPOL LLC 12884 Update fire policy manual 001-2201-4201 4,250.00 Total : 4,250.00 77038 3/12/2015 12482 LEXISNEXIS RISK SOLUTIONS, INC 1114400-20150228 Information Services/Feb15 001-2101-4201 50.00 Total : 50.00 77039 3/12/2015 19153 LYNN, DEBORAH 1204-05995 Refund-Dep for Cash Key #219404 001-2117 42.00 Total : 42.00 77040 3/12/2015 18595 MADANI, MIKE 3/2/15 City Car Washes/Nov14 thru Jan15 715-2101-4311 24.00 Total : 24.00 77041 3/12/2015 14875 MATSINGER, WILLIAM 1202-06065 2014 Assessment Tax Rebate 105-3105 24.61 Total : 24.61 77042 3/12/2015 13658 MBF CONSULTING INC 1100-745 ENGINEERING SRVCS DEC14 - FEB15 160-3102-4201 25,200.00 Total : 25,200.00 77043 3/12/2015 19161 MEADOWS, BEN 1020468118 Metal Binders - Fire Dept 001-2201-4305 123.08 1020488348 Metal binders returned 001-2201-4305 -108.46 7Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 8 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 14.62 77043 3/12/2015 19161 MEADOWS, BEN 77044 3/12/2015 18997 MEJIA, HECTOR 4601-05983 Instructor Payment - Tournament Jan 15 001-4601-4221 525.00 Total : 525.00 77045 3/12/2015 17431 MICROSOFT CORPORATION E07000U8BV Office 365 Hosted Email/Mar15 715-1206-4201 117.00 E07000UFOC Office 365 Hosted Email/Mar15 715-1206-4201 437.84 Total : 554.84 77046 3/12/2015 18437 MOORE IACOFANO GOLTSMAN INC 0039332 Design- South Park Sept-Nov 2014 121-8537-4201 1,576.90 Total : 1,576.90 77047 3/12/2015 13114 OFFICE DEPOT 744022966001 Office Supplies/Dec 14 001-4601-4305 4.35 744024623001 Office Supplies/Dec 14 001-4601-4305 37.11 756351878001 Office Supplies/Feb 15 001-4601-4305 23.78 756352162001 Office Supplies/Feb 15 001-4601-4305 65.20 756379580001 Office Supplies/Feb 15 001-4202-4305 82.00 Total : 212.44 77048 3/12/2015 00093 OLYMPIC AUTO CENTER 13374 Auto - Repair/Paint-Jan 15 715-2101-4311 1,417.07 Total : 1,417.07 77049 3/12/2015 16650 PAYPAL INC 38808888 Credit Processing - Prkg Meters/Feb15 001-3302-4201 199.36 001-3304-4201 888.55 001-3305-4201 936.31 001-3302-4201 754.26 8Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 9 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 2,778.48 77049 3/12/2015 16650 PAYPAL INC 77050 3/12/2015 00608 PEP BOYS 08141030611 Auto Supplies 715-3302-4311 77.16 0814103610 Auto Supplies 715-2101-4311 98.75 Total : 175.91 77051 3/12/2015 17064 PET MART 00577 K-9 Food/Jan 15 170-2105-4309 108.98 00600 K-9 Food /Feb 15 170-2105-4309 136.21 Total : 245.19 77052 3/12/2015 13838 PITNEY BOWES INC 41593260205 Postage Refill - Feb 15 715-1208-4201 2,150.93 Total : 2,150.93 77053 3/12/2015 08768 QUADRANT SYSTEMS 150210-1 RASWIN software Lic - 2nd cash register 715-1206-5401 3,775.00 Total : 3,775.00 77054 3/12/2015 13255 REDMOND, GEORGE DAVID 33641 Locksmith Services - Feb 15 001-2201-4305 116.74 33834 Locksmith Services - Feb 15 001-3302-4305 84.24 33839 LOCKSMITH SERVICES - FEB15 001-2101-4305 228.22 Total : 429.20 77055 3/12/2015 16425 SAFEWAY INC VONS 9944765 Meeting Snacks 001-4601-4305 24.89 9952396 Staff Meeting Supplies 001-4601-4305 27.40 Total : 52.29 77056 3/12/2015 03353 SBCU VISA 0041854 CC Publications/ Art of Reading Buildings 9Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 10 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77056 3/12/2015 (Continued)03353 SBCU VISA 001-2201-4317 92.16 0463521 CC Time Value Software 715-1206-4201 35.00 0498944 CC Metal Binders/ FD 001-2201-4305 245.26 11453385 CC User License - 2nd Cash Register 715-1206-4201 170.00 1163960 CC Encrypted Offsite Storage/ Feb 15 715-1206-4201 500.00 179480 CC Computer Keyboard Tray - Base 3 001-3302-4305 383.00 2014295 CC Briefing Room Chairs - PD 001-2101-4305 2,106.00 2820264 CC Car Chargers/ EPCR iPads 001-2201-5405 56.97 395 CC Employment Ad/ Planning Assistant 001-1203-4201 210.00 395925624 CC Regis/ E Concas - Catastrophic Events 001-2201-4317 25.00 620338 CC Employee Dinner Supplies 001-1203-4201 104.29 670032982 CC Employee Dinner Supplies 001-1203-4201 110.22 R15452317 CC Employment Ad - Police Recruit 001-1203-4201 50.00 TR 400 CC Flight Change/ B Grebbien - Fire 001-2201-4317 275.00 TR 409 CC Airfare/ D Lantzer - Public Safety Conf 001-2201-4317 590.00 TR 410 CC Regis Refund/ B Grebbien-Pub Safety Conf 001-2201-4317 -675.00 Total : 4,277.90 77057 3/12/2015 17716 SHAW, ESTELLE 19-Feb-15 Refund - Cancellation Valley Park - Feb 001-2111 60.00 10Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 11 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount (Continued)Total : 60.00 77057 3/12/2015 17716 SHAW, ESTELLE 77058 3/12/2015 17903 SHERWIN WILLIAMS 8571-1 Painting Supplies/Feb 15 001-6101-4309 161.28 8572-9 Paint Supplies/Feb 15 001-3104-4309 409.84 8857-4 Pro Park White - 5 Gals 001-3104-4309 410.71 Total : 981.83 77059 3/12/2015 11471 SOUTH BAY FOUNDRY, INC 0149783-IN Repair - Manhole cover/Feb 15 160-3102-4309 549.36 Total : 549.36 77060 3/12/2015 08812 SOUTH BAY REGIONAL PUBLIC COMM 02591 Remote to Dash Mounting Kit 715-2101-4311 61.48 Total : 61.48 77061 3/12/2015 08510 SOUTH COAST FIRE EQUIPMENT INC 1653 Tile for engine compartments 715-2201-5405 217.08 Total : 217.08 77062 3/12/2015 19082 T MOBILE 946625962 Cell Phones/Feb 15 001-2101-4304 382.94 001-3302-4304 75.38 001-2101-4201 460.36 Total : 918.68 77063 3/12/2015 19158 THE COPY SHOP 42077 DSW Pamphlet for Staff 001-2201-5401 114.45 Total : 114.45 77064 3/12/2015 18666 VERIZON BUSINESS SERVICES 69397465 VoIP Services - Jan 15 001-4601-4304 125.81 Total : 125.81 77065 3/12/2015 00015 VERIZON CALIFORNIA 310 318-8751 Phone Charges/TAPS line - March 15 001-1204-4304 54.72 11Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 12 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 77065 3/12/2015 (Continued)00015 VERIZON CALIFORNIA 310 PLO-0347 030623 Circuit Billing/Feb15 001-2101-4304 41.51 Total : 96.23 77066 3/12/2015 03209 VERIZON WIRELESS LA 9740679473 Blue Check Devices-PD/Jan 15 153-2106-4201 134.68 9740679474 LCM 12 lead Prog/Feb 15 001-2201-4304 94.02 9740679475 Cell Phone Usage - Jan 15 001-1201-4304 108.79 9740680815 Cell Phone Usage - EPCR/FD/Jan 15 001-2201-4304 152.04 Total : 489.53 77067 3/12/2015 14051 WHITLOW, ROBERT L 1202-06021 2014 Assessment Tax Rebate 105-3105 24.61 Total : 24.61 77068 3/12/2015 13359 WITTMAN ENTERPRISES LLC 1501062 Amb Transport Billing Ser/Jan 15 001-1202-4201 2,748.84 Total : 2,748.84 77069 3/12/2015 18707 YANG, ANN 1201-06009 Reimb - Election Poll Sandwiches 001-1101-4319 132.00 Total : 132.00 77070 3/12/2015 01206 ZUMAR INDUSTRIES 0157370 Street Sign Maint Material-Feb15 001-3104-4309 853.14 157176 Street Sign Maint Material/Feb 15 001-3104-4309 669.33 157216 Street Sign Maint Material/Feb 15 001-3104-4309 750.30 Total : 2,272.77 3052015 3/5/2015 00243 HERMOSA BEACH PAYROLL ACCOUNT 03052015 PAYROLL 2/15/2015 TO 2/28/2015 12Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 13 5:32:32PM Page:vchlist Bank code :boa Voucher Date Vendor Invoice Description/Account Amount 3052015 3/5/2015 (Continued)00243 HERMOSA BEACH PAYROLL ACCOUNT 715-1103 8,505.65 001-1103 691,808.31 105-1103 5,041.07 115-1103 907.67 117-1103 2,411.97 145-1103 4.03 147-1103 907.68 152-1103 112.24 160-1103 6,629.96 705-1103 3,786.81 Total : 720,115.39 15395052 3/12/2015 14691 ADMINSURE AS AGENT FOR THE 03092015 Liability Claims Reimb - 3/3 - 5/15 705-1217-4324 954.97 Total : 954.97 Bank total : 832,561.40 79 Vouchers for bank code :boa 832,561.40Total vouchers :Vouchers in this report 79 13Page: 03/12/2015 Check Register CITY OF HERMOSA BEACH 14 5:32:32PM 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 14 inclusive, of the check register for 3-12-15 are accurate funds are available for payment, and are in conformance to the budget." By Finance Director Date 3-16-15 14Page: Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0267 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 TENTATIVE FUTURE AGENDA ITEMS Recommended Action: To receive and file the tentative future agenda items. Attachments: Tentative Future Agenda Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ March 19, 2015 Honorable Mayor and Members Regular Meeting of of the Hermosa Beach City Council March 24, 2015 TENTATIVE FUTURE AGENDA ITEMS APRIL 14, 2015 @ 6:00PM CLOSED SESSION: LITIGATION UPDATE APRIL 14, 2015 PRESENTATIONS BHS/NCADD - NATIONAL ALCOHOL AWARENESS AND PREVENTION MONTH NATIONAL LIBRARY WEEK (APRIL 12-18) DECLARING APRIL 24, 2015 AS A DAY OF REMEMBERANCE OF THE ARMENIAN GENOCIDE OF 1915-1923 CONSENT CALENDAR Award Construction Contract for Parking Structure Parking Counting System Public Works Director Extend City Fee Waivers, Reductions and Incentives for Photovoltaic Solar Projects, Small Wind Energy Systems, Energy Upgrade California and Hero Projects, and other Initiatives to Advance Sustainability Environmental Analyst Award Construction Contract for CIP 13-655 City Facilities ADA Improvements Public Works Director Final Map #72189 for 2-unit condo at 504 & 506 25th Street Community Development Director Final Map #72574 for 2-unit condo at 512 & 514 25th Street Community Development Director Extension of Lease for property located at 552 11th Place (Hermosa Self-Storage)Finance Director PUBLIC HEARINGS - 7:30 PM Amendment to the Outdoor Dining Design and Operational Standards for Pier Plaza per Municipal Code Chapter 12.16 (Encroachments) and determination that the project is exempt from the California Environmental Quality Act Community Development Director MUNICIPAL MATTERS Sewer Fee Update and Possible Direction Public Works Director Downtown Strategy Update and Parking Discussion Economic Development Officer Handicap Parking Space Request at 1139 7th Place Public Works Director Pier/Strand Hotel Update Community Development Director MISCELLANEOUS ITEMS AND REPORTS - CITY MANAGER Homeless Update Economic Development Officer Handprint Wall Update City Manager APRIL 27, 2015 @ 6:00PM JOINT CITY COUNCIL/HBCSD MEETING APRIL 28, 2015 @ 6:00PM CLOSED SESSION: LABOR NEGOTIATIONS 2 APRIL 28, 2015 PRESENTATIONS INVESTMENT PLAN PRESENTED BY CITY TREASURER KAREN NOWICKI LEADERSHIP HERMOSA BEACH 2015 CLASS PROJECT OUTSTANDING CITY AWARD TO HERMOSA BEACH FROM THE UNITED STATES MEXICO SISTER CITIES ASSOCIATION CONSENT CALENDAR Recommendation to receive and file the action minutes of the Planning Commission meeting of April 21, 2015 Community Development Director Recommendation to receive and file the action minutes of the Public Works Commission meeting of March 18, 2015 Public Works Director PUBLIC HEARINGS - 7:30 PM Amend the Municipal Code by adding Chapter 5.76 (Cigarette and Tobacco Retailers) requiring Licensure of Cigarette and Tobacco Retailers to reduce the illegal sale of Tobacco to minors, amending Chapter 8.40 to expand the definition of smoking to include electronic cigarettes, and making violations of Chapter 5.76 subject to administrative penalty procedures Community Development Director Sewer Fee Public Works Director MUNICIPAL MATTERS Green Building, Green Energy, and Municipal Carbon Neutrality – Implementation Update Community Development Director Minutes Discussion City Clerk Downtown/Pier Plaza Non Smoking Enforcement Community Development Director OTO 11th Court and Strand Hotel Update Community Development Director MISCELLANEOUS ITEMS AND REPORTS - CITY MANAGER Strategic Plan Action Agenda Update Management Analyst 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 Ethics Policy City Manager & Finance Director Food Trucks – Policy Discussion Community Development Director PCH/Aviation Aesthetic Signage Public Works Director Hope Chapel Development City Manager/Economic Dev Officer Strand/Pier EIR Contract (Continued from meeting of November 13, 2014)Community Development Director Business Improvement District (BID) for Pier Plaza – Assist in BID Proposal Economic Development Officer Additional Bike Paths Discussion Public Works Director MAY 2015 Priority Based Budgeting Adoption Finance Director Citywide Service Level/Performance Benchmark System – Council Presentation/Report Finance Director Comprehensive City Facilities Master Plan – Complete Phase 1 Condition and Needs Report Public Works Director Procurement Policies – RFP Finance Director / Public Works Director City Attorney Performance Review City Council / City Manager JUNE 2015 Appointment of Mayor and Mayor Pro Tempore – June 23, 2015 City Clerk Downtown Enforcement Unit: Creation Police Chief Community Risk Analysis Fire Chief Stormwater Management Plan – Receive Approval from Regional Board Public Works Director 2015-2016 Budget Adoption Finance Director Strategic Planning City Council / City Departments Delinquent Refuse Billing City Manager Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0277 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 REVENUE AND EXPENDITURE REPORTS FOR FEBRUARY 2015 (Finance Director Viki Copeland) Recommended Action: To Receive and File. Summary: The February 2015 Revenue and Expenditure reports, the City Treasurer’s and Cash Balance report are not available at this time; reports will be provided as soon as they are available. Respectfully Submitted by: Viki Copeland, Finance Director Karen Nowicki, City Treasurer Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0279 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 ACTION SHEET OF THE PLANNING COMMISSION MEETING OF MARCH 17, 2015 (Community Development Director Ken Robertson) Recommended Action: To receive and file the action sheet of the Planning Commission meeting of March 17, 2015. Attachments: Action Sheet of March 17, 2015 Approved:Ken Robertson, Community Development Director Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ 1 ACTION SHEET AGENDA PLANNING COMMISSION MEETING CITY OF HERMOSA BEACH CITY HALL COUNCIL CHAMBERS 1315 VALLEY DRIVE HERMOSA BEACH, CA 90254 March 17, 2015 7:00 P.M. Michael Flaherty, Chairman Sam Perrotti, Vice Chairman Ron Pizer Peter Hoffman Kent Allen 1.Pledge of Allegiance 2.Roll Call. ALL PRESENT. 3.Oral / Written Communications - Anyone wishing to address the Commission regarding a matter not related to a public hearing on the agenda may do so at this time. ACTION: BY CONSENSUS, COMMISSION AGREED TO AGENDIZE: 1) DISCUSSION OF ZONING IN CYPRESS AVENUE AREA AT JUNE OR JULY MEETING. 2) REPORT ON ADA EFFORT OF CITY AT THE APRIL 21, 2015 MEETING. Section I Consent Calendar 4. Approval of the February 17, 2014 action minutes ACTION: APPROVED (4-0; COMMISSIONER PERROTTI ABSTAINED). 5.Resolution(s) for consideration – None Section II 6.S-4#30 -- Determination of whether a 940 square foot display proposed by the Hermosa Beach Mural Project on the north wall of a commercial building at 1332 Hermosa Avenue (location of Underground/Chelsea Pub and Number Nine) is a mural (continued from the February 17, 2015 meeting). Staff Recommended Action: By Minute Order, determine the proposed display is a mural and may exceed the maximum signage area, wall coverage and number of wall signs. ACTION: DETERMINED, BY MINUTE ORDER, THAT THE PROPOSED DISPLAY IS A MURAL AND MAY EXCEED THE MAXIMUM SIGNAGE AREA, WALL COVERAGE AND NUMBER OF WALL SIGNS (3-0; COMMISSIONERS HOFFMAN AND CHAIRMAN 2 FLAHERTY RECUSED AS THE HERMOSA BEACH MURAL PROJECT BOARD OF DIRECTOR MEMBERS). 7.C-36 – Semi-annual review and report on Conditional Use Permit (CUP) compliance for on- sale alcoholic beverage establishments Citywide. Staff Recommended Action: To conduct the semi-annual review of on-sale alcoholic beverage establishments for July-December 2014 and based on the information and “Standard Initiating P.C. Review” determine whether to set modification/revocation hearings for Silvios and/or The Establishment. ACTION: DIRECTED STAFF TO SET MODIFICATION/REVOCATION HEARING ON “ESTABLISHMENT” IN 60 DAYS (5-0). Section III Public Hearing 8.TEXT 14-6 -- Amendment to the Outdoor Dining Design and Operational Standards for Pier Plaza per Municipal Code Chapter 12.16 (Encroachments) and determination that the project is Categorically Exempt from the California Environmental Quality Act (continued from the November 17, 2014, December 3, 2014, January 20 and February 17, 2015 meetings). Staff Recommended Action: To adopt the resolution recommending Council amend the Outdoor Dining Design and Operational Standards for Pier Plaza and determine that activity is exempt from the California Environmental Quality Act. ACTION: ADOPTED RESOLUTION RECOMMENDING COUNCIL AMEND THE OUTDOOR DINING DESIGN AND OPERATIONAL STANDARDS FOR PIER PLAZA WITH MODIFICATIONS: IN SECTION 3 OF THE RESOLUTION, AMEND SUBSECTION M.1 BY CORRECTING 22 FEET FROM THE CENTERLINE OF PIER PLAZA TO, TWELVE FEET (12’) FROM THE CENTERLINE OF PIER PLAZA; AND IN SUBSECTION M.2 ALLOW BUSINESSES TO CONTINUE TO USE NONCOMPLIANT PODIUMS UNTIL DECEMBER 31, 2015 RATHER THAN DECEMBER 31, 2016; IN SECTION 4 OF THE RESOLUTION MODIFY THE RECOMMENDATION BY ADDING, AND THAT THE PLANNING COMMISSION REVIEW HOW THE RETAIL ENCROACHMENTS ARE FUNCTIONING ONE YEAR FROM COUNCIL ACTION; AND DETERMINED THAT ACTIVITY IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (5-0). 9.PARK 15-1 -- Master Parking Plan to allow reduced parking or payment of in-lieu parking fees for retail display/sale encroachment areas adjacent to retail businesses on Pier Plaza (including Loreto Plaza), and determination that the project is Categorically Exempt from the California Environmental Quality Act. Staff Recommended Action: To approve a Master Parking Plan for retail encroachments on Pier Plaza as stated and determination that the project is Categorically Exempt from the California Environmental Quality Act. ACTION: ADOPTED RESOLUTION APPROVING A MASTER PARKING PLAN FOR RETAIL ENCROACHMENTS ON PIER PLAZA AS STATED AND DETERMINATION THAT THE PROJECT IS CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT. (4-0; COMMISSIONER HOFFMAN ASTAINED). 10. CON 15-3 / PDP 15-4 -- Precise Development Plan Amendment, Conditional Use Permit, and Tentative Parcel Map No. 73365 to modify an approved duplex under construction for use as a 3 two-unit detached residential condominium at 1460 Bayview Drive and 1461 Monterey Boulevard, and determination that the project is Categorically Exempt from the California Environmental Quality Act. Staff Recommended Action: To adopt a Minute Order granting the continuance for a Conditional Use Permit, Precise Development Plan and Vesting Tentative Parcel Map to the April 21, 2015 Planning Commission meeting. ACTION: CONTINUED TO APRIL 21, 2015 MEETING (5-0). 11. CUP 15-1 -- Conditional Use Permit amendment to extend hours for service of beer and wine from 10:00 p.m. to 12:00 midnight daily in connection with a restaurant at 36 Pier Avenue (Greenbelt), and determination that the project is Categorically Exempt from the California Environmental Quality Act. Staff Recommended Action: To adopt the resolution denying the Conditional Use Permit Amendment to extend hours for on-sale beer and wine for an existing restaurant. ACTION: DIRECTED STAFF TO RETURN WITH A RESOLUTION FOR ADOPTION AT THE NEXT MEETING APPROVING SUBJECT CONDITIONAL USE PERMIT AMENDMENT TO EXTEND HOURS FOR SERVICE OF BEER AND WINE FROM 10:00 P.M. TO 11:00 PM DAILY (3-2, COMMISSIONERS ALLEN AND PERROTTI NO). 12. CUP 15-2 --Conditional Use Permit to allow minor modifications to the façade of the City- owned building at 1307-1309 Hermosa Avenue in order to relocate a walk-up automated teller machine (ATM) facility (previously the site of Kinecta Federal Credit Union), and determination that the project is Categorically Exempt from the California Environmental Quality Act. Staff Recommended Action: To adopt the resolution approving the Conditional Use Permit subject to conditions and determination that the project is Categorically Exempt from the California Environmental Quality Act. ACTION: ADOPTED RESOLUTION, AS PRESENTED, APPROVING SUBJECT CONDITIONAL USE PERMIT AND DETERMINED THE PROJECT IS CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (5-0). Section IV 13. Staff Items a.South Bay Bike Corrals – Commission Input PRESENTATION BY JAMES POWELL, ALTA PLANNING & DESIGN WORKING WITH SOUTH BAY BICYCLE COALITION. COMMISSIONERS EXPRESSED THEIR SUPPORT OF THE PROJECT NOTING THAT ANY PLACEMENT OF BIKE RACKS ADJACENT TO STORM DRAINS IS PROBLEMATIC FOR MAINTENANCE AND FOR BICYCLISTS DUE TO STORM DEBRIS, AND THAT VARIOUS EFFORTS TO SITE BIKE RACKS SHOULD BE COORDINATED. b.Report on City Council actions. c.Report on comprehensive planning processes. STAFF HANDED OUT A STAFF REPORT ON BACKGROUND INFORMATION FOR FUTURE COMMISSION DISCUSSION OF ZONING CHANGES TO IMPLEMENT DOWNTOWN CORE REVITALIZATION STRATEGY IN ANTICIPATION OF DISCUSSION IN APRIL OR MAY. 4 d.Tentative future Planning Commission agenda. e.Community Development Department activity report of January, 2015. 14. Commissioner Items BY CONSENSUS, COMMISSION AGREED TO INCLUDE THE REPORT PROVIDED BY COMMISSION ALLEN IN THE DISCUSSION AGENDIZED FOR 4/21/15 MEETING REGARING ON-SALE ALCOHOL ESTABLISHMENTS WITH COMMSSION PIZER’S 1/20/15 REPORT. 15. Adjournment MEETING ADJOURNED TO MARCH 28, 2015 GENERAL PLAN WORKSHOP, 10:00 A.M., AT THE COMMUNITY CENTER. Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0273 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 SUBJECT: FINAL MAP NO. 72210 (C.U.P. CON NO. 13-6, PDP NO. 13-7) LOCATION: 1500 HERMOSA AVENUE APPLICANT(S): 1500 HERMOSA AVENUE LLC REQUEST: TO ADOPT A RESOLUTION APPROVING FINAL PARCLE MAP FOR A 2-UNIT RESIDENTIAL CONDOMINIUM PROJECT (Senior Planner Pamela Townsend) Recommended Action: Staff recommends approval of Final Parcel Map No.72210 which is consistent with the approved Vesting Tentative Parcel Map,and recommends the City Clerk be directed to endorse the certificate for said map. Background: The Planning Commission approved a Conditional Use Permit for a 2 unit residential condominium project and Vesting Tentative Parcel Map No.72210 at their June 18,2013 meeting.The project is currently under construction. Process: Once a map has been tentatively approved by the Planning Commission,copies of the tentatively approved map must be submitted to the L.A.County Engineer,who is contracted by the City,to review the map for its technical correctness (pursuant to Section 66442(a)(4)of the Subdivision Map Act). An applicant has two years from the date of tentative map approval to submit for final map approval. Typically applicants have not submitted for final map approval until projects are near completion and ready to be sold. Final maps must be submitted to the City Council and must be approved by the City Council,“...if it conforms to all the requirements of [Subdivision Map Act]and any local subdivision ordinance applicable at the time of approval or conditional approval of the tentative map and any rulings made Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0273 applicable at the time of approval or conditional approval of the tentative map and any rulings made thereunder....” pursuant to Section 66458(a) of the Subdivision Map Act. Analysis: The staff has reviewed the Final Parcel Map and found it substantially consistent with the Vesting Tentative Parcel Map approved by the Planning Commission and in conformance with the State Subdivision Map Act. Respectfully Submitted by:Pamela Townsend, Senior Planner Concur:Ken Robertson, Community Development Director Approved:Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 15- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, APPROVING FINAL PARCEL MAP NO. 72210, FOR THE SUBDIVISION OF A TWO-UNIT CONDOMINIUM, LOCATED AT 1500 HERMOSA AVENUE IN THE CITY OF HERMOSA BEACH, CALIFORNIA WHEREAS, on June 18, 2013, the Planning Commission of the City of Hermosa Beach conducted a duly noticed public hearing to consider the application of 1500 Hermosa Avenue LLC (the “Applicant” hereinafter) for approval of Tentative Parcel Map No. 72210 and, upon conclusion of said public hearing on June 18, 2013 the Planning Commission adopted its Resolution No. 13-15 approving Tentative Parcel Map No. 72210. WHEREAS, on February 26, 2015, the Applicant filed an application for approval of Final Parcel Map No. 72210 (the “Application” hereinafter), as described in the title of this Resolution. WHEREAS, pursuant to Municipal Code Section 16.08.040, the City Engineer has reviewed Final Parcel Map No. 72210 and determined that the map is technically correct, conforms to the approved Tentative Parcel Map and is in compliance with applicable provisions of Title 16 of the Municipal Code and of the Subdivision Map Act. WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby specifically finds that all of the facts set forth in this Resolution are true and correct. SECTION 2. Pursuant to Section 16.08.040 of the Hermosa Beach Municipal Code, the City Council finds the Final Parcel Map to be in substantial conformance with the Tentative Parcel Map, with Title 7, Division 2, Chapter 3 of the California Government Code and with the applicable provisions of Title 16 of the Municipal Code. Based on the foregoing finding, the Council hereby approves Final Parcel Map No. 72210 as presented. 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SECTION 3. The City Clerk is hereby directed to: a.Certify to the adoption of this Resolution; and b.Transmit a certified copy of this Resolution to the Applicant. PASSED, APPROVED and ADOPTED this 24th day of March, 2015. ________________________________________________________________________ PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, California ATTEST:APPROVED AS TO FORM: _______________________________________________________________ City Clerk City Attorney f;b95\cd\final map\1500 Hermosa reso Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0261 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 CIP PROJECT NO. 14-402 SEWER IMPROVEMENTS AT VARIOUS LOCATIONS AWARD CONSTRUCTION CONTRACT (Assistant Engineer Victor H. Chavez) Subject: CIP PROJECT NO. 14-402 SEWER IMPROVEMENTS AT VARIOUS LOCATIONS AWARD CONSTRUCTION CONTRACT Recommended Action: It is recommended that the City Council: 1.Award the Construction Contract for CIP Project No. 14-402 Sewer Improvements at Various Locations to Southwest Pipeline & Trenchless Corp. of the City of Torrance of California in the amount of $464,488; 2.Authorize the Mayor to execute and the City Clerk to attest subject to approval by the City Attorney; 3.Adopt the attached resolution entitled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH APPROVING THE DESIGN AND PLANS FOR THE CONSTRUCTION OF CIP No. 14-402 SEWER IMPROVEMENTS - VARIOUS LOCATIONS PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT PAYMENT ACCOUNT”; 4.Authorize an additional appropriation of $88,889 from the Sewer Fund; and 5.Authorize the Director of Public Works to make changes as necessary within the project budget; Background: This project will rehabilitate and reconstruct segments of deteriorated and damaged sewer pipes at various locations throughout the City. This project will include replacing existing sewer manholes as well as constructing new manholes to allow sewer maintenance crews access for routine sewer Hermosa Beach Printed on 3/19/2015Page 1 of 3 powered by Legistar™ File #:REPORT 15-0261 cleaning and maintenance. The project also includes implementing a sewer repair lining system for approximately 5,200 linear feet of the City’s sewer system. The ability to conduct routine sewer maintenance along with newly constructed or rehabilitated sewer pipes improves sewer flow and reduces the possibility of sewer spills. Reducing future sewer spills is a State mandate and the goal of the City of Hermosa Beach. CIP 14-128 Sewer Improvements Project incorporates permanent repairs to the City-owned sewer system. This project is unrelated to the Sanitary Sewer Service Fee Study. The Sanitary Sewer Service Fee Study examines the implementation of a fee to residents and business owners for the use and maintenance of the City sewer system. The study will be presented with a fee analysis at a future City Council meeting. Analysis: On February 19, 2015, CIP Project No. 14-402 Sewer Improvements - Various Locations project was advertised in the Green Sheet (F.W. Dodge), E Bid Board, Bid America, Reed Construction Data, ISQFT planrooms, and the Easy Reader. A total of twenty-one (21) bid packages were picked up by Contractors. The City Clerk received four (4) bids by the closing date of March 11, 2015. The bids were publicly opened and read aloud. Bid results were as follows: BIDDER TOTAL BID AMOUNT Southwest Pipeline and Trenchless Corp.$464,488 Vasilj, Inc.$465,604 GRFCO, Inc.$548,574 Ramona, Inc.$563,374 Southwest Pipeline and Trenchless Corp. was found to be the lowest bidder with a bid in the amount of $ 464,488. Staff reviewed the bid proposal from Southwest Pipeline & Trenchless Corp. and found it in order and in conformance with the bid documents. Staff also confirmed that their contracting license was active and in good standing with the Contractor’s State License Board. References contacted by City staff have verified work performed by Southwest Pipeline & Trenchless Corp. and found their work to be satisfactory. Staff finds Southwest Pipeline and Trenchless Corp. to be qualified to complete the proposed work for the project. Therefore, Staff recommends award of project to Southwest Pipeline & Trenchless Corp. Fiscal Implications: Staff recommends adding a 10% contingency and 3% for Special Inspection/Materials Testing to the $464,488 bid amount received from Southwest Pipeline and Trenchless Corp. for the construction of this project. Therefore, the total requested construction budget will be $524,872. Hermosa Beach Printed on 3/19/2015Page 2 of 3 powered by Legistar™ File #:REPORT 15-0261 The construction costs are: Construction Contract…………………………………………….$ 464,488 10% Contingency…………………………………………………$ 46,449 3% Special Inspection/Materials Testing……………………….$ 13,935 Total Cost…………………………………………………..$ 524,872 The proposed project funding sources: General Fund (001-8402-4201)…………………………………$ 149,381 Capital Improvement Fund (301-8402-4201)………………….$ 24,148 Sewer Fund (160-8402-4201)…………………………………...$ 262,454 *Requested Sewer Fund (160-8402-4201)…………………….$ 88,889 Total………………………………………………………...$ 524,872 *Note: The construction of this project will cost $524,872. Therefore staff requests an additional appropriation of $88,889 from the Sewer Fund to complete the project. Attachments: 1.Draft Construction Contract 2.Draft Resolution Respectfully Submitted by: Victor H. Chavez, Assistant Engineer Concur: Andrew Brozyna, P.E., Director of Public Works/City Engineer Noted for Fiscal Impact: Viki Copeland, Finance Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 3 of 3 powered by Legistar™ 1 CITY OF HERMOSA BEACH CONSTRUCTION AGREEMENT This Construction Agreement (“Agreement”) is made and entered into as of the date executed by the Mayor and attested to by the City Clerk, by and between Southwest Pipeline and Trenchless Corp. (hereinafter referred to as "CONTRACTOR") and the City of Hermosa Beach, California, a municipal corporation (hereinafter referred to as "CITY"). R E C I T A L S A. Pursuant to the Notice Inviting Sealed Bids for CIP 14-402 Sewer Improvements Project at Various Locations, bids were received, publicly opened, and declared on the date specified in the notice; and B. On March 24, 2015, City’s City Council declared CONTRACTOR to be the lowest responsible bidder and accepted the bid of CONTRACTOR; and C. The City Council has authorized the Mayor to execute a written contract withCONTRACTOR for furnishing labor, equipment and material for the CIP 14-402 Sewer Improvements Project at Various Locations in the City of Hermosa Beach. NOW, THEREFORE, in consideration of the foregoing and the mutual covenants herein contained, it is agreed: 1.GENERAL SCOPE OF WORK: CITY agrees to engage CONTRACTOR and CONTRACTOR agrees to furnish all necessary labor, tools, materials, appliances, and equipment for and do the work for the CIP 14-402 Sewer Improvements Project at Various Locations in the City of Hermosa Beach. The work shall be performed in accordance with the Plans and Specifications dated February 2015 (the “Specifications”) on file in the office of the City Clerk and in accordance with bid prices set forth in CONTRACTOR’S Bid Proposal and in accordance with the instructions of the City Engineer. 2.INCORPORATED DOCUMENTS TO BE CONSIDERED COMPLEMENTARY: The contract documents for the aforesaid project shall consist of the Notice Inviting Bids, Instructions to Bidders, Bid Proposal, Builders General Provisions, Standard Specifications, Special Provisions, Exhibits A through E, and all referenced specifications, details, standard drawings, and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices and affidavits; and also, including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner. All of the provisions of said contract documents are made a part hereof as though fully set forth herein. This contract is intended to require a complete and finished piece of work and anything necessary to complete the work properly and in accordance with the law and lawful governmental regulations shall be performed by CONTRACTOR whether set out specifically in the contract or not. Should it be ascertained that any inconsistency exists between the aforesaid documents and this written agreement, the provisions of this Agreement, the Builders General Provisions and the Standard Specifications, in that order, shall control. Collectively, these contract documents constitute the complete agreement between CITY and CONTRACTOR and supersede any previous agreements or understandings. 2 3.COMPENSATION: CONTRACTOR agrees to receive and accept the prices set forth in its Bid Proposal as full compensation for furnishing all materials, performing all work, and fulfilling all obligations hereunder. Said compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid contract documents; and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work. 4.TIME OF PERFORMANCE: CONTRACTOR agrees to complete the work within 40 working days from the date of the notice to proceed. By signing this Agreement, CONTRACTOR represents to CITY that the contract time is reasonable for completion of the work and that CONTRACTOR will complete such work within the contract time. 5.PREVAILING WAGES. Pursuant to Labor Code § 1720, and as specified in 8 California Code of Regulations § 16000, CONTRACTOR must pay its workers prevailing wages. It is CONTRACTOR’s responsibility to interpret and implement any prevailing wage requirements and CONTRACTOR agrees to pay any penalty or civil damages resulting from a violation of the prevailing wage laws. In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are available upon request from CITY’s Engineering Division or the website for State of California Prevailing wage determination at http://www.dir.ca.gov/DLSR/PWD. CONTRACTOR must post a copy of the prevailing rate of per diem wages at the job site. CITY directs CONTRACTOR’s attention to Labor Code §§ 1777.5, 1777.6 and 3098 concerning the employment of apprentices by CONTRACTOR or any subcontractor. Labor Code § 1777.5 requires CONTRACTOR or subcontractor employing tradesmen in any apprenticeship occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprentice- ship program in that trade for a certificate of approval. The certificate must also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases will not be less than one to five except: When employment in the area of coverage by the joint apprenticeship committee has exceeded an average of 15 percent in the 90 days before the request for certificate, or When the number of apprentices in training in the area exceeds a ratio of one to five, or 3 When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis state-wide or locally, or When CONTRACTOR provides evidence that CONTRACTOR employs regis- tered apprentices on all of his contracts on an annual average of not less than one apprentice to eight journeymen. CONTRACTOR is required to make contributions to funds established for the administration of apprenticeship programs if CONTRACTOR employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other contractors on the public works site are making such contributions. CONTRACTOR and any subcontractor must comply with Labor Code §§ 1777.5 and 1777.6 in the employment of apprentices. Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex-officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices. CONTRACTOR and its subcontractors must keep an accurate certified payroll records showing the name, occupation, and the actual per diem wages paid to each worker employed in connection with this Agreement. The record will be kept open at all reasonable hours to the inspection of the body awarding the contract and to the Division of Labor Law Enforcement. If requested by CITY, CONTRACTOR must provide copies of the records at its cost. 6.LEGAL HOURS OF WORK: Eight (8) hours of labor shall constitute a legal day's work for all workmen employed in the execution of this contract, and CONTRACTOR and any subcontractor under it shall comply with and be governed by the laws of the State of California having to do with working hours set forth in Division 2, Part 7, Chapter 1, Article 3 of the Labor Code of the State of California as amended. CONTRACTOR shall forfeit, as a penalty to City, twenty-five dollars ($25.00) for each laborer, workman or mechanic employed in the execution of the contract, by him or any subcontractor under it, upon any of the work hereinbefore mentioned, for each calendar day during which the laborer, worker or mechanic is required or permitted to labor more than eight (8) hours in violation of the Labor Code. 7.TRAVEL AND SUBSISTENCE PAY: CONTRACTOR agrees to pay travel and subsistence pay to each worker needed to execute the work required by this Agreement as such travel and subsistence payments are defined in the applicable collective bargaining agreements filed in accordance with Labor Code Section 1773.8. 8.CONTRACTOR'S LIABILITY: The City of Hermosa Beach and its officers, agents and employees ("Indemnitees") shall not be answerable or accountable in any manner for any loss or damage that may happen to the work or any part thereof, or for any of the materials or other things used or employed in performing the work; or for injury or 4 damage to any person or persons, either workers or employees of CONTRACTOR, of its subcontractors or the public, or for damage to adjoining or other property from any cause whatsoever arising out of or in connection with the performance of the work. CONTRACTOR shall be responsible for any damage or injury to any person or property resulting from defects or obstructions or from any cause whatsoever. CONTRACTOR will indemnify Indemnities against and will hold and save Indemnitees harmless from any and all actions, claims, damages to persons or property, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, political subdivision, or other organization arising out of or in connection with the work, operation, or activities of CONTRACTOR, its agents, employees, subcontractors or invitees provided for herein, whether or not there is concurrent passive negligence on the part of City. In connection therewith: a.CONTRACTOR will defend any action or actions filed in connection with any such claims, damages, penalties, obligations or liabilities and will pay all costs and expenses, including attorneys' fees, expert fees and costs incurred in connection therewith. b.CONTRACTOR will promptly pay any judgment rendered against CONTRACTOR or Indemnitees covering such claims, damages, penalties, obligations and liabilities arising out of or in connection with such work, operations or activities of CONTRACTOR hereunder, and CONTRACTOR agrees to save and hold the Indemnitees harmless therefrom. c.In the event Indemnitees are made a party to any action or proceeding filed or prosecuted against CONTRACTOR for damages or other claims arising out of or in connection with the work, operation or activities hereunder, CONTRACTOR agrees to pay to Indemnitees and any all costs and expenses incurred by Indemnitees in such action or proceeding together with reasonable attorneys' fees. Contractor's obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of City under any provision of this agreement, Contractor shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City active negligence accounts for only a percentage of the liability involved, the obligation of Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of City. So much of the money due to CONTRACTOR under and by virtue of the contract as shall be considered necessary by City may be retained by City until disposition has been made of such actions or claims for damages as aforesaid. 5 It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California. This indemnity provision shall survive the termination of the Agreement and is in addition to any other rights or remedies which Indemnitees may have under the law. This indemnity is effective without reference to the existence or applicability of any insurance coverage which may have been required under this Agreement or any additional insured endorsements which may extend to Indemnitees. CONTRACTOR, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising our of or incident to activities or operations performed by or on behalf of the CONTRACTOR regardless of any prior, concurrent, or subsequent passive negligence by the Indemnitees. 9.THIRD PARTY CLAIMS. In accordance with Public Contracts Code § 9201, CITY will promptly inform CONTRACTOR regarding third-party claims against CONTRACTOR, but in no event later than ten (10) business days after CITY receives such claims. Such notification will be in writing and forwarded in accordance with the “Notice” section of this Agreement. As more specifically detailed in the contract documents, CONTRACTOR agrees to indemnify and defend the City against any third-party claim. 10.WORKERS COMPENSATION: In accordance with California Labor Code Sections 1860 and 3700, CONTRACTOR and each of its subcontractors will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, CONTRACTOR, by signing this contract, certifies as follows: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. 11.INSURANCE: With respect to performance of work under this contract, CONTRACTOR shall maintain and shall require all of its subcontractors to maintain insurance as required in the Builders General Provisions. 12.ASSIGNMENT: This contract is not assignable nor the performance of either party's duties delegable without the prior written consent of the other party. Any attempted or purported assignment or delegation of any of the rights of obligations of either party without the prior written consent of the other shall be void and of no force and effect. 13.INDEPENDENT CONTRACTOR: CONTRACTOR is and shall at all times remain as to the CITY, a wholly independent contractor. Neither the CITY nor any of its agents shall have control of the conduct of CONTRACTOR or any of CONTRACTOR'S employees, except as herein set forth. CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of CITY. 6 14.TAXES: CONTRACTOR is responsible for paying all retail sales and use, transportation, export, import, special or other taxes and duties applicable to, and assessable against any work, materials, equipment, services, processes and operations incidental to or involved in this contract. CONTRACTOR is responsible for ascertaining and arranging to pay them. The prices established in the contract shall include compensation for any taxes CONTRACTOR is required to pay by laws and regulations in effect at the bid opening date. 15.LICENSES: CONTRACTOR represents and warrants to CITY that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of CONTRACTOR to practice its profession. CONTRACTOR represents and warrants to CITY that CONTRACTOR shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of CONTRACTOR to practice its profession. CONTRACTOR shall maintain a City of Hermosa Beach business license, if required under CITY ordinance. 16.RECORDS: CONTRACTOR shall maintain accounts and records, including personnel, property, and financial records, adequate to identify and account for all costs pertaining to this Agreement and such other records as may be deemed necessary by CITY or any authorized representative, and will be retained for three years after the expiration of this Agreement. All such records shall be made available for inspection or audit by CITY at any time during regular business hours. 17.SEVERABILITY. If any portion of these contract documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 18.WHOLE AGREEMENT: This Agreement supersedes any and all other agreements either oral or written, between the parties and contains all of the covenants and agreements between the parties pertaining to the work of improvements described herein. Each party to this contract acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that any other agreement, statements or promise not contained in this contract shall not be valid or binding. Any modifications of this contract will be effective only if signed by the party to be charged. 17.AUTHORITY: CONTRACTOR affirms that the signatures, titles, and seals set forth hereinafter in execution of this Agreement represent all individuals, firm members, partners, joint ventures, and/or corporate officers having a principal interest herein. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party. This Agreement may be modified by written amendment. CITY’s city manager may execute any such amendment on CITY’s behalf. 18.NOTICES: All notices permitted or required under this Agreement shall be in writing, and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement. Additionally, such notices may be given to the respective parties at the following addresses, or at such other addresses as the parties may provide in 7 writing for this purpose. Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, first-class postage prepaid, and addressed to the party at its applicable address. CITY OF HERMOSA BEACH 1315 Valley Drive Hermosa Beach, CA 90254 Attention: Victor H. Chavez, Project Manager CONTRACTOR: Southwest Pipeline and Trenchless Corp. 22118 S. Vermont Avenue, Torrance, CA 90502 Attention: Justin Duchaineau 19 DISPUTES. Disputes arising from this contract will be determined in accordance with the contract documents and Public Contracts Code §§ 10240-10240.13. 20 NON-DISCRIMINATION: No discrimination shall be made in the employment of persons in the work contemplated by this Agreement because of race, religion, color, medical condition, sex, sexual orientation and/or gender identity, national origin, political affiliation or opinion, or pregnancy or pregnancy-related condition. A violation of this section exposes CONTRACTOR to the penalties provided for in Labor Code Section 1735. 21 NO THIRD PARTY BENEFICIARY. This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of the Contractor’s or the City’s obligations under this Contract. 22 TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents. 23 ACCEPTANCE OF FACSIMILE OR EMAIL 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 email. Such facsimile or email signature will be treated in all respects as having the same effect as an original signature. 24 GOVERNING LAW: This Agreement shall be governed by the laws of the State of California, and exclusive venue for any action involving this Contract will be in Los Angeles County. 8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement with all the formalities required by law on the respective dates set forth opposite their signatures. State of California CONTRACTOR'S License No. 773862 A CONTRACTOR Southwest Pipeline and Trenchless Corp. 22118 S. Vermont Avenue Torrance, CA 90502 _________________By: ____________________________________________ Date TITLE CITY OF HERMOSA BEACH, CALIFORNIA _________________By: ____________________________________________ Date MAYOR ATTEST: By: ____________________________________________ Date CITY CLERK CONTRACTOR'S Business Phone 310-329-8717 Emergency Phone at which CONTRACTOR can be reached at any time: 310-261-1668 APPROVED AS TO FORM: _______________________________________________________________ CITY ATTORNEY __________________ Date -1- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 RESOLUTION NO. 2015-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH APPROVING THE DESIGN AND PLANS FOR THE CONSTRUCTION OF CIP No. 14-402 SEWER IMPROVEMENTS AT VARIOUS LOCATIONS PROJECT PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT PAYMENT ACCOUNT; The City Council of the City of Hermosa Beach does resolve as follows: The City Council finds and declares as follows: The City retained MBF Consulting, Inc. (“Consultant”) as the engineer to design and prepare the plans for CIP No. 14-402 Sewer Improvements at Various Locations (“Project”); The Consultant informed the City Engineer that these plans are complete and that construction of the Project may begin; The City Engineer reviewed the completed design and plans for the Project and agrees with the Consultant that the plans are complete and the Project may be constructed; and The City Council wishes to obtain the immunities set forth in Government Code § 830.6 with regard to the plans and construction of the Project. Design Immunity; Authorization. The design and plans for the Project are determined to be consistent with the City’s standards and are approved; The design approval set forth in this Resolution occurred before actual work on the Project construction commenced; The approval granted by this Resolution conforms with the City’s General Plan; The City Engineer, or designee, is authorized to act on the City’s behalf in approving any alterations or modifications of the design and plans approved by this Resolution; and The approval and authorization granted by this Resolution is intended to avail the City of the immunities set forth in Government Code § 830.6. -2- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 Project Payment Account; For purposes of the Contract Documents administering the Project, the City Council directs the City Manager, or designee, to establish a fund containing sufficient monies from the current fiscal year budget to pay for the Project (“Project Payment Account”). The Project payment Account is the sole source of funds available for the Contract Sum, as defined in the Contract Document administering the Project. The City Clerk is directed to certify the adoption of this Resolution. This Resolution will become effective immediately upon adoption. Now, therefore, be it resolved, that the City of Hermosa Beach City Council hereby adopts Resolution No. 2015- ____ on March 24, 2015. PASSED, APPROVED, AND ADOPTED this ___ day of ____________, 2015. _________________________________________________________________ MAYOR of the City of Hermosa Beach, California ATTEST:APPROVED AS TO FORM: ____________________________________________________ City Clerk City Attorney I, Elaine Doerfling, City Clerk of the City of Hermosa Beach, California, do hereby certify that the foregoing Resolution No. 2015-XX was duly and regularly passed and adopted by the City Council of the City of Hermosa Beach, California, at its adjourned regular meeting held on the 24 th day of March, 2014, by the following vote, to wit: AYES: NOES: ABSENT:COUNCILMEMBERS: ABSTAIN:COUNCILMEMBERS: Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0264 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 PROJECT STATUS REPORT AS OF FEBRUARY 28, 2015 (Director of Public Works/City Engineer, Andrew Brozyna, P.E.) Recommended Action: To receive and file the Project Status Report as of February 28, 2015. Attachments: Project Status Report as of February 28, 2015. Respectfully Submitted by: Andrew Brozyna, Public Works Director/City Engineer Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Priority Project Start Date Estimated End Date Actual Completion Date Project Budget Project Manager Comments Street and Highway Improvements 03/31/14 06/14/18 High CIP 13-127 Street Improvements - Various Locations 03/31/14 11/21/14 $671,500.00 Victor Chavez Project Completed High CIP 14-128 Street Improvements - Various Locations 12/01/14 09/04/15 $1,028,000.00 Victor Chavez Description: Pavement rehabilitation of streets at various locations per the Pavement Management Program Report. Design Phase 12/01/14 04/16/15 Construction Bid and Award Phase 04/16/15 05/22/15 Construction Phase 06/01/15 09/04/15 CIP 11-141 Gould Avenue Street Improvements 03/23/15 10/05/15 $75,000.00 Mondher Saied Description: Pavement and Sidewalk Rehabilitation of Gould Avenue/27th Street between Sepulveda Avenue and Manhattan Avenue. Feasibility Study 03/23/15 04/30/15 (Anticipated) Design Phase 06/01/15 10/05/15 Bid and Award Phase (pending Design Phase) Construction Phase (pending Design Phase) High CIP 12-143 PCH/Aviation Mobility Improvements (Beautification)06/15/17 06/14/18 $972,709.00 Andrew Brozyna Description: Improvements to PCH and Aviation Blvd to turn them into Complete Streets. Improvement will include gateway signs, medians and sidewalk, street and pedestrian lighting, bus shelters and street furnishings. $70,000.00 Preliminary Design Phase 06/15/17 06/14/18 $972,709.00 Andrew Brozyna PSR/PID 11/01/14 02/01/15 02/01/2015 complete PAED 02/01/15 02/01/17 CIP 12-153 Fire Station Traffic Signal 06/19/14 01/23/15 $70,000.00 Eric Charlonne Description: Remove inoperable traffic signal and replace with new equipment to facilitate ingress/egress for Fire personnel. Bid & Award Phase 06/19/14 08/26/14 Eric Charlonne council approved 8/26/14 Council Award Date 08/26/14 08/26/14 Construction Phase 09/22/14 01/23/15 $70,000.00 Eric Charlonne project complete CIP 12-160 PCH Traffic Improvements 06/16/14 09/04/15 $304,000.00 Eric CharlonneDescription: Improve operational mobility on PCH (State Route 1) between Anita Street and Artesia Blvd., includes new striping, median curb extensions and revised signal timing. Design Phase (estimated completion date)06/16/14 09/29/14 $88,000.00 Eric Charlonne Stantec 100% plans are complete Permit Phase 09/29/14 12/08/14 Eric Charlonne 3rd revision sent plans for Caltrans BId Phase 04/13/15 05/28/15 Eric Charlonne subject to Caltrans permit approval Council Award Date (tentative)06/09/15 06/09/15 Tentiatve Construction Phase 06/15/15 09/04/15 $216,000.00 Eric Charlonne High CIP 14-163 Protective Bollards Along the Strand 01/21/15 06/29/15 $25,000.00 Mondher SaiedDescription: Installation of protective bollards at openings to the Strand to prevent errant vehicles from entering. Presentation of delineators to PW Commission 01/21/15 01/21/15 Presentation to PW Commission 03/18/15 03/18/15 Design Phase 01/21/15 04/17/15 Bid and Award Phase (pending Design Phase)05/02/15 05/27/15 Construction Phase (pending Design Phase)06/02/15 06/29/15 1 Priority Project Start Date Estimated End Date Actual Completion Date Project Budget Project Manager Comments CIP 14-168 Valley Drive Sharrows 12/01/14 04/16/15 $157,208.00 Victor Chavez Measure Q funding did not Pass Description: Installation of sharrows, associated traffic furnishings and pavement rehabilitation the entire length of Valley Drive Staff will meet with the School District Preliminary Engineering 12/01/14 04/16/15 Meet & discuss alt with Traffic Eng & PW Commisioner. Cost and design schedule pending completion of preliminary design. High CIP 14-173 8th Street SR2S Project 12/01/14 06/11/15 $67,000.00 Victor Chavez Description: Improvements to provide "safe route to school" to Hermosa Valley School including sidewalks, ADA curb access ramps on both sides of 8th Street, installing new MUTCD School Zone signs along 8th Street, installing a new ramp at the intersection of 16th St. & Ardmore Ave. to cross the Hermosa Valley Greenbelt and join the existing ramp leading to the school.Preliminary Engineering 12/01/14 06/11/15 Propose Award for Design in March 2015 Design Phase (pending Prelim Engineering) Bid and Award Phase (pending Design Phase) Construction Phase (pending Design Phase) Sewer Improvements 01/13/14 06/26/15 High CIP 13-401 Sewer Improvements - Various Locations 01/13/14 04/16/15 $465,705.00 Victor Chavez Description: Engineering and Construction of sewer work required to be performed in association with and in advance of streets designated for rehabilitation for FY 13-14. Design Phase 01/13/14 03/03/14 Victor Chavez Bid and Award Phase 03/04/14 05/26/14 Victor Chavez Construction Phase 05/27/14 10/17/14 $327,575.00 Victor Chavez Punch List Items 10/20/14 11/07/14 Completed Additional Work - Herondo Street Reclaimed Water Line 12/01/14 12/01/14 West Basin to supports of project Construction for Additional Water Line 03/02/15 04/16/15 $138,130.00 Req Coordination w Redondo Beach project High CIP 14-402 Sewer Improvements - Various Locations 11/17/14 06/26/15 $519,515.00 Victor Chavez Description: Engineering and Construction of sewer work required to be performed in association with and in advance of streets designated for rehabilitation for FY 14-15. Design Phase 11/17/14 02/19/15 First Submittal due January 2015 Bid & Award Phase 02/23/15 03/24/15 Construction Phase 04/20/15 06/26/15 Park Improvements 11/12/13 10/23/15 High CIP 11-537 South Park Playground Improvement 11/12/13 08/18/15 $580,000.00 Mondher SaiedDescription: Demolition of existing skate park and construction of a natural playground for 2-5 year olds and a 6-12 year old play area. Design Phase 11/12/13 09/26/14 Mondher Saied Bid Phase 01/08/15 02/18/15 Mondher Saied Award 03/10/15 03/10/15 Construction Phase 04/20/15 08/18/15 $580,000.00 Mondher Saied CIP 13-538 Citywide Park Master Plan 05/04/15 11/27/15 $143,853.00 Homayoun BehboodiDescription: Update the City's 1990 Park Master Plan. RFP Phase 05/04/15 07/06/15 2 Priority Project Start Date Estimated End Date Actual Completion Date Project Budget Project Manager Comments CIP 14-539 Valley Park Playground Surface Renovation 11/03/14 04/02/15 $21,128.00 Victor Chavez Description: Resurface existing poured rubber playground surface at Valley Park protecting the surface from UV Rays, cracks and granulation. Preliminary Phase 11/03/14 04/02/15 Meet with Ells to discuss project High CIP 14-541 Clark Field Energy Efficient Electrical Upgrades - Phase II 01/19/15 10/23/15 $200,000.00 Eric Charlonne Description: Upgrade the existing poles and field lighting to increase effiency. Project includes providing ADA Assessibility To grand Ssands RFP Phase 01/19/15 03/12/15 RFP sent out on 1/20/15 Award Date PSA (tentative)04/14/15 04/14/15 1 proposal recieved under revew Design Phase 04/20/15 06/26/15 Award Date Construction (tentative)08/11/15 08/11/15 Construction Phase 08/03/15 10/23/15 Public Building and Ground Improvements 04/10/14 11/27/15 High CIP 11-602 Clark Field Energy Efficient Electrical Upgrades - Phase I 06/16/14 01/23/15 $40,000.00 Eric Charlonne combined with CIP13-649 Description: Upgrade the existing electrical panels and controls at the announcers booth. Design Phase completd date shown 06/16/14 06/27/14 Eric Charlonne Bid & Award Phase 07/24/14 08/26/14 Eric Charlonne council approved 8/26/14 Council Award Date 08/26/14 08/26/14 Construction Phase 09/22/14 01/23/15 $40,000.00 Eric Charlonne Project complete High CIP 13-656 Citywide Energy Efficiency Upgrades - Phase I 07/07/14 04/14/15 $426,077.00 Mondher SaiedDescription: Conduct energy audits for all City facilities and assess areas where the City can reduce electricity and natural gas and increase efficiency of these facilities. Phase I: Consists of upgrading the lighting systems at multiple sites, including: Building Interior, Building Exterior, City-owned Street Lights and Park Lights. Phase I: Design Phase & SCE Application Process 04/10/14 09/30/14 Phase I: Bid and Award Phase 09/11/14 10/14/14 Phase I: Construction Phase 02/23/15 06/23/15 High CIP 12-609 Downtown Strategic Plan Implementation 04/20/15 11/27/15 $160,000.00 Homayoun Behboodi Description: Develop a strategic economic plan for the Civic Center and Downtown Core to stimulate economic growth. Preliminary Design 04/20/15 11/27/15 CIP 13-606 Fire Station Renovation and Upgrades $23,178.00 Ells FreemanDescription: Upgrade or repair kitchen cabinets, exterior sliding door and apparatus bay door. CIP 14-614 Police Facilities Improvements $93,800.00 Ells FreemanDescription: Provide additional secured storage consolidation of armory equipment new updated locks on secured doors in the Police Dept. 3 Priority Project Start Date Estimated End Date Actual Completion Date Project Budget Project Manager Comments CIP 14-632 Fire Department Tower Demolition 06/16/14 09/18/15 $220,000.00 Eric Charlonne Request for Proposals 10/14/14 11/20/14 BOA to design less than 20K Design 12/08/14 03/27/15 design 60% complete Bid and Award construction 04/13/15 06/23/15 need PC, HIstorical & CDP approvals Council Award Date Construction (tentative)06/23/15 06/23/15 Historical deemd the buildng significant Construction 07/06/15 09/04/15Description: Demolition and removal of the Fire Dept. tower and seismic upgrades to the 2nd floor addition. High CIP 13-649 Community Center General Improvements - Phase II 06/16/14 01/30/15 $70,000.00 Eric Charlonne combined with 11-602Description: On-going electrical upgrades and repairs to existing electrical systems in the Community Center Design Phase 06/16/14 06/27/14 Eric Charlonne Bid & Award Phase 07/24/14 08/26/14 Eric Charlonne council approved 8/26/14 Council Award Date 08/26/14 08/26/14 Construction Phase 09/22/14 01/30/15 $70,000.00 Eric Charlonne behind schedule fire alarm & code CIP 13-655 City Facilities ADA Improvements 11/01/14 06/11/15 $146,159.00 Mondher Saied Description: Installation of self-opening doors at the Civic Center and Clark building to comply with ADA guidlines Design Phase 11/01/14 01/30/15 RFQ complete need HUD input Bid and Award Phase 02/26/15 03/24/15 Will upgrade 6 doors to meet ADA Construction Phase 05/04/15 06/11/15 CIP 13-659 Municipal Pier Structural Repairs - Phase II 06/16/14 05/25/15 $313,000.00 Eric CharlonneDescription: Phase II structural repairs including 13 damaged piles. Design Phase completion date shown 06/16/14 07/24/14 Eric Charlonne Permit Phase 08/25/14 11/17/14 Eric Charlonne CDP amendment approved Bid & Award Phase 11/20/14 12/26/14 Eric Charlonne 3 bids recieved Award date 01/13/15 01/13/15 Eric Charlonne Low Bidder Tidal Marine Construction Phase 01/20/15 05/25/15 $313,000.00 Eric Charlonne NTP 1/20/15 CIP 10-661 Surfing Memorial Statue 11/05/14 08/28/15 $329,000.00 Eric Charlonne Under construction Description: Installation of a surf legends memorial bronze statue in front of the Community Center. Committe Review & Commitment to Design 11/05/14 08/28/15 Eric Charlonne PS & E 11/10/14 03/12/15 Eric Charlonne Nuvis, West Basin landscape grant Council Award PSA & Trust agreement 11/05/14 11/05/14 Eric Charlonne Bid & Award 04/06/15 04/23/15 Eric Charlonne Projected Council Award date 05/12/15 05/12/15 Eric Charlonne Tentative Construction Phase 05/25/15 08/28/15 $329,000.00 Eric Charlonne does not include 40K West Basin grant High CIP 13-664 Comprehensive City Facilities Master Plan 06/16/14 09/18/15 $155,000.00 Eric CharlonneDescription: Assess the condition of city facilities, Seismic evaluation, asbestos/lead survey, ADA compliance/transition plan, space needs study and equipment conditions/upgrades. Develop RFP 06/16/14 10/03/14 Eric Charlonne Proposals Recieved & Reviewed 11/06/14 12/08/14 Eric Charlonne Projected Council Award Date 02/10/15 02/10/15 Eric Charlonne Award to CivilSource may add to scope Final Report 09/18/15 09/18/15 Eric Charlonne 6 months from NTP CIP 13-663 Parking Structure Repairs 07/22/14 $60,274.72 Victor Chavez Project Completed 4 Priority Project Start Date Estimated End Date Actual Completion Date Project Budget Project Manager Comments Non-CIP Projects 06/01/12 12/07/15 EIR - City Maintenance Yard Relocation 12/10/13 01/31/14 Mondher Saied Phase completed. EV Charging Stations - Evaluate situation and parking and fees 04/06/15 04/06/15 Mondher Saied Mini-Bike Corrals 04/07/14 03/18/15 Mondher Saied In Planning Phase Pavement Management Program 01/05/15 12/07/15 Victor Chavez Ongoing High Five Year CIP Plan 06/24/14 PW Director High Sewer Replacement Program and Funding Mechanism 06/01/12 02/27/15 Andrew Brozyna High Stormwater Management Program and Funding Mechanism 04/01/14 10/01/15 Andrew Brozyna Parking Counting System 03/02/15 06/29/15 Mondher Saied DC Charging Station 02/17/14 08/04/14 Mondher Saied Project Completed Ocean Friendly Garden 06/16/14 07/25/14 08/04/14 Mondher Saied Project Completed City Council Chambers Audio/Visual Improvements Homayoun Behboodi In-Ground Pedestian Lights (Pier Avenue)06/16/14 07/30/14 07/11/14 $47,353.00 Eric Charlonne Project Completed 5 Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0265 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 APPROPRIATION OF MEASURE R FUNDS RECEIVED FROM SOUTH BAY CITIES COUNCIL OF GOVERNMENTS (SBCCOG) TO CIP-12-143, PACIFIC COAST HIGHWAY (PCH)/AVIATION MOBILITY IMPROVEMENT PROJECT (Public Works Director/City Engineer Andrew Brozyna) Recommended Action: It is recommended that the City Council: Approve the appropriation of Measure R funds in the amount of $190,000 to be received from the SBCCOG to CIP-12-143,Pacific Coast Highway (PCH)/Aviation Mobility Improvement Project,and corresponding revenue to the Measure R Fund. Background: In April 2014,the City Council approved a concept design for the PCH/Aviation Mobility Improvement Project that contains elements of a “Complete Street”which will result in increased mobility options, improved landscaping and overall beautification.The project’s features include enhanced pedestrian crosswalk features;new and widened sidewalks;drought-tolerant,coastal sensitive landscaping;and new street furniture,bus shelters,Americans with Disabilities Act (ADA)accessibility,and parklets incorporating transit kiosks, to name a few. One of the first requirements for obtaining funding and approval of a project within Caltrans jurisdiction (such as PCH),of this size and scope,includes the preparation of a Project Study Report/ Project Initiation Document (PSR/PID)where Caltrans assesses the engineering related risks and benefits of the project to ensure that it qualifies for funding.L.A.County Metro also relies on this document to evaluate the project for funding through its “Call for Projects (CFP)”Program.This document must be completed prior to submission of a funding application to the Call for Projects. Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0265 Analysis: In November 2014, City staff presented the PCH/Aviation Mobility Improvement Project to Caltrans regional management. At this meeting, Caltrans agreed to partner with the City on project implementation.As the L.A. County Metro Call for Projects applications were due on January 30, 2015, Caltrans agreed to quickly turnaround production of the PSR/PID at a cost of $190,000. With the PSR/PID completed in advance of the January 30,2015 deadline,the City subsequently applied for project funding via the 2015 L.A.Metro “Call for Projects (CFP)”Program,and also applied for matching funds via the South Bay Cities Council of Governments (SBCCOG). On January 7,2015,the City Manager requested that the SBCCOG Oversight Committee appropriate funds from the Measure R Highway Program funds for the services rendered by Caltrans in the amount of $190,000.On January 22,2015,the SBCCOG Board approved the amount per the revised funding agreement between SBCCOG and the City. Therefore,staff requests that Council approve the appropriation of Measure R funds in the amount of $190,000 to be received from the SBCCOG to CIP-12-143,PCH/Aviation Mobility Improvement Project, and corresponding revenue to the Measure R Fund. Fiscal Implications: The current project total is $1,035,704; adding the $190,000 provides a new project total of $1,225,704. Attachments: None. Respectfully Submitted by: Andrew Brozyna, P.E., Director of Public Works/City Engineer Noted for Fiscal Impact: Viki Copeland, Finance Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0266 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 18, 2015 APPROVAL OF ONE MONTH LEASE EXTENSION FOR PROPERTY LOCATED AT 552 11TH PLACE (HERMOSA SELF STORAGE) (Finance Director Viki Copeland) Recommended Action: It is recommended that the City Council: 1.Approve the extension of the lease term for 30 days to April 30, 2015. 2.Direct the City Manager to execute the attached extension of the lease. Background: The City assumed the existing lease (with an expiration date of 1/31/09) when the property was purchased in March 2005. The lease is a triple net lease (whereby the lessee is responsible for insurance, taxes and maintenance). The original lease rate was $15,646.92 per month, with a CPI adjustment not to exceed 3%. The lease was extended in 2008 for three years through 1/31/12. In 2012, at the request of Mr. Richard Thielscher of Thielscher-Randall Corporation, owner of the Hermosa Self-Storage, the City Council reduced the lease amount to $15,000 and removed the CPI clause. The City also added a clause that provides for a one-year notice of termination. The City Council extended the lease on 01/13/15 for 60 days through 3/31/15 since the property could have been affected by the March 3, 2015 election. Analysis: The City Council is considering lease terms in closed session before this City Council meeting. It is recommended that the lease be extended for one month through April 30th to give the City Council more time to consider the lease terms. The lease may then be approved at one of the April meetings. The one-month extension agreement drafted by the City Attorney’s office that reflects the terms as stated in item #1 above is attached. Attachments: 1. 4th Self Storage Lease Amendment Respectfully Submitted by: Viki Copeland, Finance Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ FOURTH AMENDMENT TO HERMOSA SELF STORAGE STANDARD INDUSTRIAL/COMMERCIAL SINGLE-TENANT LEASE This Fourth Amendment (“Fourth Amendment”) to that certain Standard Industrial/Commercial Single-Tenant Lease, dated February 1, 1994 (“Lease”) is made and entered into on this __day of March, 2015 by and between the City of Hermosa Beach (“Lessor”) and Thielscher-Randall Financial Corporation (“Lessee”). The Lessor and Lessee may be referred to herein individually and collectively as the “Party” or “Parties.” RECITALS A.Pursuant to that certain Purchase and Sale Agreement by and between Stanley S. Strasberg and the City of Hermosa Beach, dated March 31, 2005, Lessor currently owns that certain property commonly known as 552 11th Place, Hermosa Beach, California (the “Property”). Upon acquisition of the Property in 2005, Lessor took an assignment of the Lease. B.Pursuant to that certain Extension of Lease, dated October 28, 2008 (“First Amendment”), the Parties agreed to extend the term of the Lease by three years, expiring on January 31, 2012, and specify new monthly rental rates. C.Pursuant to that certain Second Amendment to Hermosa Self Storage Standard Industrial/Commercial Single-Tenant Lease (“Second Amendment”) dated January 11, 2012, the Parties agreed to extend the term of the lease by three years, expiring on January 31, 2015, specify new monthly rental rates and make other minor modifications to the Lease. D.Pursuant to that certain Third Amendment to Hermosa Self Storage Standard Industrial/Commercial Single-Tenant Lease (“Third Amendment”) dated January 27, 2015 the Parties agreed to extend the term of the lease by sixty (60) days, expiring on March 31, 2015. E.The Parties desire to further amend the Lease in order to extend the term of the Lease by thirty (30) days to April 30, 2015 in order to allow additional time for the parties to reach agreement on a longer term extension. NOW, THEREFORE, in consideration of the foregoing, the Lease is amended as follows: 1.Section 1.3 of the Lease and Paragraph 1 of the Third Amendment shall be amended as follows: “Term: 3 years and 3 months commencing February 1, 2012 (“Commencement Date”) and ending on April 30, 2015 (“Expiration Date”).” 2.The above referenced Recitals are incorporated herein. 3.Except as set forth in this Fourth Amendment, all other terms and provisions of the Lease remain unmodified and in full force and effect. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date set forth above. LESSOR: City of Hermosa Beach, a municipal corporation By: ______________________________________ Tom Bakaly, City Manager ATTEST: By: ______________________________________ Elaine Doerfling, City Clerk APPROVED AS TO FORM By: ______________________________________ Michael Jenkins, City Attorney LESSEE: Thielscher-Randall Financial Corporation By: ______________________________________ [xxx] Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0259 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 ACCEPTANCE OF DONATION (Finance Director Viki Copeland) Recommended Action: Recommended Action: It is recommended that the City Council accepts the donation received by the City to be used as follows: Donor Amount Purpose Kathleen Whitehead $1,405.00 To be used for one picnic table for Valley Park with dedication plaque. Approved: Viki Copeland, Finance Director Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:ORD 15-0262 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 ORDINANCE NO. 15-1350 - “AN ORDINANCE OF THE CITY OF HERMOSA BEACH, CALIFORNIA, AMENDING THE MUNICIPAL CODE, TITLE 17 (ZONING), RELATING TO THE DEFINITION, STANDARDS AND/OR ENFORCEMENT PROVISIONS FOR RESTAURANTS AND ON-SALE ALCOHOLIC BEVERAGE ESTABLISHMENTS INCLUDING THE FOOD TO ALCOHOL SALES RATIO” (City Clerk Elaine Doerfling) Recommended Action: It is recommended that the City Council waive full reading and adopt by title Ordinance No. 15-1350. Background: At its meeting of March 10, 2015, the Ordinance was presented to the City Council for consideration and was amended as follows: ·Section 1, the definition was changed to read “Restaurant means a bona fide public eating establishment…” ·Section 2, C.1. (regarding entry to persons under 21 years of age) was deleted, the remaining two items were renumbered accordingly, and the new C.1. was changed to read “If open after 11:00 p.m., the restaurant shall make…..food items of their choice until sixty (60) minutes prior to the close of business.” ·Section 3, the third sentence of H. was changed to read “For purposes of determining …..restaurant that maintains a minimum of fifty (50) percent of the total gross…..” and the fourth sentence was deleted, thereby eliminating the previous distinction between restaurants that serve full alcohol and those that serve only beer/wine. The Ordinance, as amended, was then introduced by the following vote: AYES:DiVirgiliio, Petty, Mayor Tucker NOES:Barragan, Fangary Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:ORD 15-0262 ABSENT:None ABSTAIN:None Attachments: 1. Ordinance No. 15-1350 Submitted by: Elaine Doerfling, City Clerk Concur: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ Page 1 of 3 15-1350 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ORDINANCE NO. 15-1350 AN ORDINANCE OF THE CITY OF HERMOSA BEACH, CALIFORNIA, AMENDING THE MUNICIPAL CODE, TITLE 17 (ZONING) RELATING TO THE DEFINITION, STANDARDS AND/OR ENFORCEMENT PROVISIONS FOR RESTAURANTS AND ON-SALE ALCOHOLIC BEVERAGE ESTABLISHMENTS INCLUDING THE FOOD TO ALCOHOL SALES RATIO THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH DOES HEREBY ORDAIN AND ORDER AS FOLLOWS: SECTION 1. The definition of “restaurant” in the alphabetical list of definitions in Section 17.04.050 of Chapter 17.04 of Title 17 of the Hermosa Beach Municipal Code is amended to read as follows: "Restaurant"means a bona fide public eating establishment (1) whose primary function is the sale or offering for sale of prepared food during all hours it is open for business, and (2) that prepares food on-site in a kitchen capable of refrigerating and preparing food from its component ingredients. SECTION 2. Section 17.40.080 of Chapter 17.40 of Title 17 of the Hermosa Beach Municipal Code is amended by adding a new subsection C to read as follows: C. Restaurants with on-sale alcoholic beverages. Any “restaurant” as that term is defined in Section 17.04.050 that sells, serves or allows on-sale alcohol beverages shall comply with the following: 1. If open after 11:00 p.m., the restaurant shall make available to customers and serve prepared food items of their choice until sixty (60) minutes prior to the close of business. 2. The restaurant shall maintain sales reports showing the actual items sold and price charged and invoices for all food, non-alcoholic beverages and alcohol beverages sold for the prior twelve (12) months. Should the Planning Commission or City Council initiate a CUP modification or revocation proceeding under Section 17.70.010, the Commission, or the Council, may at its discretion require the subject business to provide (1) a statement of the percentage of gross sales, computed monthly, that resulted from the sale of prepared food for not longer than the prior twelve (12) months; and (2) the supporting data upon which the percentage is based. The Planning Commission, or City Council, may also require an audit of the records of the business by Page 2 of 3 15-1350 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 a certified public accountant to determine the gross sales of food and alcohol or a forensic audit by a qualified auditor selected by the City of the information and data systems by which the information is produced. The results of these audits may be used to determine whether the grounds for modification or revocation exist. When considering revocation or modification under Section 17.70.010(H), a restaurant that sells or provides on-sale alcoholic beverages will be presumed to be operating as a restaurant if the monthly food to alcohol sale ratios are consistent with the ratios in Section 17.70.010(H). SECTION 3.Section 17.70.010 of Chapter 17.70 of Title 17 of the Hermosa Beach Municipal Code is amended by adding a new subsection H to read as follows: H. For a restaurant with on-sale alcoholic beverages, the business is not operating as a restaurant because the primary function of the operation is the sale or offering for sale of alcoholic beverages and not the sale or offering for sale of food. A food to alcohol sales ratio provides a quantitative tool to help evaluate whether the business is operating as a restaurant whose primary function is the sale or offering for sale of food, as opposed to a business whose primary purpose is the sale of alcoholic beverages. For purposes of determining whether this finding can be made, an on-sale restaurant that maintains a minimum of fifty (50) percent of the total gross sales, computed monthly, from the sale of prepared food is presumed to be a restaurant. An on-sale restaurant that does not meet these percentages has the burden of demonstrating that it operates as a restaurant, as that term is defined in 17.04.050. Refusal to provide the information requested under this paragraph within sixty (60) days shall be deemed prima facie evidence that the business is not operating as a restaurant. SECTION 4. The project is exempt from the Environmental Quality Act per Section 15061(b)(3) of Title 14 of the California Code of Regulations on the basis that the amendment is minor in nature and makes essentially administrative changes to the definition of restaurant and clarifies the manner in which on-sale establishments may operate, and which do not affect the potential, location, number, or intensity, or have the potential for any physical effects relating to these uses as the result of the project. SECTION 5. This Ordinance shall become effective and be in full force and in effect from and after thirty (30) days of its final passage and adoption. Page 3 of 3 15-1350 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SECTION 6. Prior to the expiration of fifteen (15) days after the date of its adoption, the City Clerk shall cause this Ordinance to be published in the Easy Reader, a weekly newspaper of general circulation, and circulated in the City of Hermosa Beach in the manner provided by law. SECTION 7. The City Clerk shall certify to the passage and adoption of this Ordinance, shall enter the same in the book of original Ordinances of said city, and shall make minutes of the passage and adoption thereof in the records of the proceedings of the City Council at which the same is passed and adopted. PASSED, APPROVED and ADOPTED this 24th day of March, 2015 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________________________________________________________________________ PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, California ATTEST:APPROVED AS TO FORM: City Clerk City Attorney From: Raymond Dussault [mailto:ray@33northpromotions.com] Sent: Tuesday, March 24, 2015 2:22 PM To: Elaine Doerfling; Tom Bakaly; Carolyn Petty; Hany Fangary; Nanette Barragan; Peter Tucker; Michael DiVirgilio Subject: Ordinance No. 15-1350 Dear Council & Staff: I applaud your efforts to reach a compromise on the unwieldy 50/50 rule in your last council meeting. The rule is dated and not reflective of its original intent or current economics. The ordinance you address this evening is not perfect but it at least prevents the use of the draconian and ridiculous rule from being swung as a club by those that wish to sanitize and beat our vibrant community to death. As you recall, the residents came out en mass to drive a stake in the heart of Measure B, voting overwhelmingly that we are not interested in local government being the moral arbiter of our lives. We also have no desire to see the backdoor dismantling of Hermosa Beach's businesses that some see intent on accomplishing. I encourage you to continue supporting this measure that your staff has prepared. Sincerely, Raymond Dussault -- Raymond Dussault 33 North Ventures, Inc. 2629 Manhattan Ave. #261 Hermosa Beach, CA 90254 Phone: (916) 205-1844 From: Kerri Krusinski [mailto:kkrusinski@gmail.com] Sent: Tuesday, March 24, 2015 3:18 PM To: Elaine Doerfling; Nanette Barragan; Michael DiVirgilio; Carolyn Petty; Peter Tucker; Hany Fangary Subject: No on the 50/50 ordinance - Please place this e-mail on record Dear Hermosa Beach City Council & Staff, Please take note that I am in opposition of the 50/50 ordinance that you are voting on at this evening's meeting. It is a terrible idea that will kill the livelihood of the pier and surely cause the closure of many local businesses, not to mention loss of income for the city. Aside from it being a terrible idea, this does not seem like it would be legal for this decision to be made without a vote by residents. Do you think this city needs more lawsuits? To impose such rules on businesses that have signed leases, remodeled or built establishments, signed contracts and made financial obligations based on the income they believed they would receive based on the laws in effect at the time, is just not right. Hermosa Beach should be trying to encourage businesses to establish themselves in our city, rather than deter them. This ordinance is extremely unreasonable. Thank you for your time and consideration. Regards, Kerri Krusinski Manhattan Ave Hermosa Beach, CA "Nobody makes a greater mistake than he who did nothing because he could do only a little" ~ Edmund Burke Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0272 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 CONSIDERATION OF ADOPTION OF ORDINANCE 15-1349 AMENDING THE MUNICIPAL CODE, CHAPTER 12.16, ADDING PROVISIONS TO ALLOW AND REGULATE RETAIL SALES/DISPLAY ENCROACHMENTS ON PIER PLAZA (AS AMENDED TO ALLOW OUTDOOR DISPLAY OF SURFBOARDS), AND AMENDING CHAPTER 17.26 FOR CONSISTENCY AND DETERMINATION THAT THE PROJECT IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (Senior Planner Pamela Townsend) Recommended Action: Waive full reading and adopt Ordinance 15-1349 amending the Municipal Code to allow outdoor retail sales/displays encroachments on Pier Plaza (including Loreto Plaza) (as amended to allow outdoor display of surfboards) subject to an encroachment permit and determine the project is exempt from the Environmental Quality Act. Background: On March 10, 2015 the Council modified the proposed ordinance amending Chapters 12.16 to allow outdoor retail sales/displays encroachments on Pier Plaza (including Loreto Plaza) (as amended to allow outdoor display of surfboards) and to amend Chapter 17.26 to allow this use. The Council modified the proposed ordinance after receiving testimony from retailers on Pier Plaza and to allow surfboards exceed the five foot height limit stated in the proposal. Prior Staff Reports are provided here: 3/10/15: <https://hermosabeach.legistar.com/LegislationDetail.aspx?ID=2237796&GUID=04C4D416-D490- 44C2-B460-E00B9FD63203> 2/14/15: <https://hermosabeach.legistar.com/LegislationDetail.aspx?ID=2212450&GUID=454B4D49-9689- 4732-9B0B-4806B3B17BC9> Analysis: The proposed change to the “Design and Operational Standards and Limitations” in Section 12.16.100(C)(b) made by the Council reflected in the attached ordinance is as follows: b.Tables,racks or display furnishings,and merchandise,shall not exceed five (5)feet in Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0272 b.Tables,racks or display furnishings,and merchandise,shall not exceed five (5)feet in height;provided that six (6)new surfboards not to exceed seven (7)feet in height may be displayed vertically in a rack positioned against the exterior wall.Racks or shelf units individually or placed end-to-end or in any configuration shall not exceed six (6)feet in length. The matter was renoticed. The proposed ordinance including this change is attached. Attachments: 1.Proposed Ordinance 15-1349 (amended 3-10-15) 2.Legal posting Respectfully Submitted by: Pamela Townsend, Senior Planner Concur: Ken Robertson, Community Development Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ Page 1 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 ORDINANCE NO. 15-1349 AN ORDINANCE OF THE CITY OF HERMOSA BEACH, CALIFORNIA, AMENDING THE MUNICIPAL CODE, CHAPTER 12.16, ADDING PROVISIONS TO ALLOW AND REGULATE RETAIL SALES/DISPLAY ENCROACHMENTS ON PIER PLAZA, AND AMENDING CHAPTER 17.26 FOR CONSISTENCY THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH DOES ORDAIN AND ORDER AS FOLLOWS: SECTION 1. Section 12.16.100 of Chapter 12.16 of Title 12 of the Hermosa Beach Municipal Code is amended to read as follows: 12.16.100 Commercial encroachments—Retail display areas. Use of the Pier Plaza (including Loreto Plaza) public right-of-way for commercial outdoor retail display areas may be permitted subject to issuance of an encroachment permit in compliance with this Chapter, and subject to the following conditions: A. General Provisions. Every encroachment permit for commercial outdoor retail display areas shall ensure the following: 1. Provides for and maintains an area for passage of pedestrian traffic; 2. Does not inconvenience pedestrian traffic; 3. Conforms to all applicable health codes and this Code; 4. Applicant to pay all appropriate fees, including but not limited to rental fees; 5. Applicant to maintain and keep in force at all times a policy of liability insurance, naming the city as an additional insured in the amount of one million dollars ($1,000,000.00); and 6. Applicant to pay restorative costs, if applicable, in an amount to be determined by the Director of Public Works, plus administrative costs. B. Retail Uses. The encroachment area shall be managed, operated, and maintained as an integral part of the adjacent retail establishment. Page 2 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1. For purposes of this section, retail establishment generally means a commercial establishment that sells or offers a product available on-site in the adjacent retail establishment. The following types of businesses are not eligible for encroachment permits: a. Businesses such as grocery, convenience, drug, and liquor stores, tobacco/smoke shops, second hand stores, or adult businesses as defined in Section 17.04.060. b. Businesses where retail sales are secondary to the primary service function, such as beauty salons, personal services, or repair businesses, are not eligible for encroachment permits. c. Third party vendors, concessions, seasonal or other promoters, solicitors, or any other business, product or service promoted or offered by any entity or party other than the business owner to whom the encroachment permit was issued, are not permitted within the encroachment area. 2. In addition, the following items or types of activities are not permitted within the encroachment area: a. Food or beverages of any type, whether pre-packaged or not. b. Alcoholic beverages or tobacco or smoking products or paraphernalia of any type. c. Hazardous or controlled substances or goods, or goods or services that cannot be sold to minors with or without parental permission. d. Adult paraphernalia of any kind. e. Display of information or signs about a product or service is not allowed; rather, products available for sale at the business may be displayed. f. Products or services shall not be demonstrated within the encroachment area. Page 3 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 g. Rental or sale of any used merchandise. C. Design and Operational Standards and Limitations. Encroachments for commercial outdoor retail display areas shall comply with Section 12.16.060 and the following design and operational standards and limitations: 1. Encroachment areas shall be available for and located adjacent to ground floor retail businesses. The encroachment area on Pier Plaza shall not exceed thirteen (13) feet in depth. The encroachment area on Loreto Plaza shall not exceed five (5) feet in depth. The encroachment area shall not exceed the width of the tenant space frontage. The encroachment area for any tenant space fronting Pier Plaza is restricted to the Pier Plaza frontage only. 2. Barriers around encroachment areas on Pier Plaza with a maximum height of 42 inches shall be provided, provided that barriers shall not be installed or allowed on Loreto Plaza. Each perimeter barrier shall use the same design and materials on all sides. Barriers shall be attractive with a quality appearance, made of new materials such as wood and wrought iron. Barriers shall be of a permeable design that allows for visibility of merchandise through the barrier. Chain-link fencing or other low quality materials are not permitted. The elevation of the encroachment area shall not be altered. No modification to the surface of the right-of-way, such as resurfacing, texturing or borings, shall be made. 3. Awnings may extend over the entire depth (maximum thirteen (13) feet on Pier Plaza and five (5) feet on Loreto Plaza) and width of the encroachment area. Awnings must be retracted to cover not more than fifty (50) percent of the encroachment area depth when the business is closed or the encroachment area is not in use. No portion of an awning shall be less than eight (8) feet above the paved surface. A building permit must be obtained prior to installation of an awning. Awnings shall not provide signage and shall be maintained in good repair at all times. Page 4 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 4. Use of the encroachment area shall be limited to the hours of operation of the adjacent retail establishment, not to exceed 7:00 a.m. to 11:00 p.m. 5. Outdoor retail displays/furnishings placed within the encroachment area shall be designed and limited as follows: a. Tables or racks to display goods offered for sale may be placed in the encroachment area. Other furnishings such as umbrellas, shade canopies, light stands, planters or signs are not allowed. All furnishing within each individual encroachment area shall be of uniform design and materials. All furnishings shall be of sturdy construction and maintained in good condition at all times. Plastic merchandise display furnishings are not permitted unless of quality non-plastic appearance. b. Tables, racks or display furnishings, and merchandise, shall not exceed five (5) feet in height provided that six (6) new surfboards not to exceed seven (7) feet in height may be displayed vertically in a rack positioned against the exterior wall. Racks or shelf units individually or placed end-to-end or in any configuration shall not exceed six (6) feet in length. c. Merchandise/displays shall be contained and adequately secured so that they do not become windborne, create litter or breakage, spill, drip, or create any health or safety impact. d. All merchandise within the encroachment area, including any attached to the building, must be removed daily when the business is closed. e. ATM machines, food service units, vending machines, podiums or stands from which to conduct sales, and similar furnishings are not permitted within the encroachment area. f. No entertainment, music, audio speakers, televisions, or visual media of any type, whether amplified or unamplified, shall be located within the encroachment area. Page 5 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 6. The layout of the encroachment area shall not impede ingress or egress, and shall be fully accessible to the physically disabled, as required by the California Building Code, Title 24 Disabled Access Standards, any other requirements of law, and the City Fire Chief. 7. A clear, continuous pedestrian path not less than five (5) feet in width or more as deemed appropriate by the Director of Public Works for pedestrian circulation outside of the encroachment area, shall be maintained at all times. As used herein, pedestrian path means a continuous obstruction-free sidewalk area between the outside boundary of the encroachment and any obstructions, including but not limited to street trees or planters, utility poles and street furniture. 8. All outdoor retail displays and allowed objects shall be maintained free of appendages or conditions that pose a hazard to pedestrians or vehicles, and ensure visually impaired pedestrians can detect the objects safely. No appendage shall extend outside the encroachment area. No persons including customers shall place anything within or near the encroachment area that could pose a tripping hazard or interfere with accessibility. 9. The encroachment area shall be maintained in a neat and clean manner, free of litter and graffiti, at all times. The business shall actively monitor the area and promptly remove litter and other trash. 10. Surfaces in and around the encroachment area shall be swept during the business day as needed and at the end of each business day. Cleaning shall comply with good housekeeping best management practices approved by the Director of Public Works in accordance with Chapters 8.44 and 8.56. Under no circumstances shall debris or runoff be swept, washed, or blown into the sidewalk, gutter, storm drains, or street. Page 6 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 11. The Director of Public Works may issue the encroachment permit only after determining that the request complies with the standards and provisions of this section, any other requirements applicable to the use set forth in the Municipal Code, and as follows: a. Information on the proposed retail uses and conduct of the use, the types of products to be displayed within the encroachment area, a dimensioned floor plan that clearly designates where each merchandise display will be located, and the design of barriers, awning and types of furnishings within the encroachment area, shall be submitted with the encroachment permit application. Changes to the retail use, floor plan, furnishings, barriers and awnings must be submitted and approved in advance. Deviation from the approved plan may result in revocation of the encroachment permit. b. Use of the encroachment area shall not adversely affect the welfare of the nearby residents or commercial establishments. c. The type of retail uses that are allowed within the encroachment areas, the final location and configuration of the encroachment area, and the barriers, awnings and display furnishings within the encroachment area, shall be subject to approval by the Director of Public Works, after obtaining written concurrence of the Community Development Department, and determining that the request complies with the standards and provisions of this section and any other requirements applicable to the use set forth in the Municipal Code. The Director of Public Works may attach conditions to ensure the use and its design conform to these standards and mitigate public health, safety, access and convenience impacts unique to the specific location. d. An encroachment permit granted pursuant to this section shall preclude issuance of any additional encroachment permit pursuant to Section 12.16.090. Page 7 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 e. The encroachment permit shall be valid for one year and may be annually renewed. f. The encroachment permit is issued to the business owner, does not create a vested right, and shall be revocable by the City at any time without a showing of cause or prior notice by the City. Upon a finding of noncompliance with any condition of granting an encroachment permit, or upon revocation of an encroachment permit, the encroachment permit shall not be renewed and a new encroachment permit shall not be granted for a period of one year. g. Upon termination of the encroachment permit, the permittee shall remove the barrier, return the pavement to its original condition, and remove all personal property and furnishings from the right-of-way. 12. Deviations from the standards set forth in this section may be allowed pursuant to a conditional use permit granted in compliance with Chapter 17.40. SECTION 2. The following use is added to the alphabetical table of uses in Section 17.26.030 of Chapter 17.26 of Title 17 of the Hermosa Beach Municipal Code as follows: USES C1 C2 C3 See Section Outdoor retail sales/display areas (accessory to establishments on Pier Avenue public right-of- way—includes Loreto Plaza) P 17.26.050.B.7 12.16.100 SECTION 3. Subsection 7 of Section B of Section 17.26.050 of Chapter 17.26 of Title 17 of the Hermosa Beach Municipal Code is added to read as follows: B.7. Outdoor retail sales/displays located adjacent to a retail establishment, authorized by an Encroachment Permit for use of the public right-of-way obtained pursuant to Section 12.16.100 of the Municipal Code. Deviation from the standards in Section 12.16.100 may be allowed pursuant to a conditional use permit, issued in compliance with Chapter 17.40. Page 8 of 8 15-1349 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SECTION 2. This Ordinance shall become effective and be in full force and in effect from and after thirty (30) days of its final passage and adoption. SECTION 3. Prior to the expiration of fifteen (15) days after the date of its adoption, the City Clerk shall cause this Ordinance to be published in the Easy Reader, a weekly newspaper of general circulation, and circulated in the City of Hermosa Beach in the manner provided by law. SECTION 4. The City Clerk shall certify to the passage and adoption of this Ordinance, shall enter the same in the book of original Ordinances of said City, and shall make minutes of the passage and adoption thereof in the records of the proceedings of the City Council at which the same is passed and adopted. PASSED, APPROVED and ADOPTED this 10th day of March, 2015 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________________________________________________________________________ PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, California ATTEST: APPROVED AS TO FORM: _______________________________________________ ________________________________________________ City Clerk City Attorney Legal Posting Communication from H. Longacre dated March 15, 2015. Re: Faulty process accomplished to date by Hermosa Beach City Council for the further-amending of Ordinance 15-1349 as "introduced" on 1st-reading, February 24, 2015. Page 1 of 5 Communication from Howard Longacre Hermosa Beach Resident March 15, 2015 To: Hermosa Beach City Council, City Clerk, City Manager Tom Bakaly, City Attorney Re: That approval of further-amending of the February 24, 2015 "introduced" Ordinance 15-1349 be made during the Public Hearing Item now evidently scheduled for March 24, 2015, with a proper "re-introduction" of the ordinance and 1st-reading, followed with adjournment to an "adjourned-regular meeting" Monday, March 30 (hour as desired) or later, to accomplish the "adoption" on 2nd-reading, of said ordinance. Dear Mr. Bakaly and others: 1. This writing is to protest and bring to your attention the improper "re-introduction" of ordinance 15-1349 that was accomplished in your March 10, 2015 regular City Council meeting, and additionally to protest any planned "adoption" (2nd-reading) of said amended ordinance in the now-planned Public Hearing to be occurring in your regular council meeting March 24, 2015. 2. For reference the agenda-item and staff-report presented with the agenda of your March 10, 2015 regular council meeting follows; March 10, 2015 HB City Council Consent Ordinances Item 3 (a) ORDINANCE NO. 15-1349 - "AN ORDINANCE OF THE CITY OF HERMOSA BEACH, CALIFORNIA, AMENDING THE MUNICIPAL CODE, CHAPTER 12.16, ADDING PROVISIONS TO ALLOW AND REGULATE RETAIL SALES/DISPLAY ENCROACHMENTS ON PIER PLAZA, AND AMENDING CHAPTER 17.26 FOR CONSISTENCY (City Clerk Elaine Doerfling) Recommended Action: Recommendation It is recommended that the City Council waive full reading and adopt by title Ordinance No. 15-1349. Background: At its meeting of February 24, 2015, the Ordinance was presented to the City Council for consideration and was amended to (1) strike the last sentence of B.1.b. relating to the rental of beach/visitor serving equipment and (2) add as B.2.g. "Rental or sale of any used merchandise." The Ordinance, as amended, was then introduced by the following vote: AYES: Barragan, DiVirgilio, Fangary, Petty, Mayor Tucker NOES: None ABSENT: None ABSTAIN: None Attachments: 1. Ordinance No. 15-1349 Respectfully Submitted by: Elaine Doerfling, City Clerk Concur: Tom Bakaly, City Manager Communication from H. Longacre dated March 15, 2015. Re: Faulty process accomplished to date by Hermosa Beach City Council for the further-amending of Ordinance 15-1349 as "introduced" on 1st-reading, February 24, 2015. Page 2 of 5 3. The purpose of the above March 10, 2015 "Consent Ordinance" agenda-item was essentially to accomplish a routine "adoption" on 2nd-reading, of Ordinance 15-1349, as required to occur 5 or more days after an ordinance's legitimate "introduction" on 1st-reading. 4. If additional amending of the ordinance is desired by a Council majority at such time of routine "adoption", then such amending should only be made after a properly re- noticed Public Hearing and which should absolutely occur prior to the Council's "re- introduction" of the ordinance, i.e. the re-doing of the 1st-reading for the desired amending to be accomplished. 5. The "re-introduction" attempted March 10 was clearly improper as the consent ordinance item was not a continued Public Hearing nor noticed itself as a Public Hearing giving indications that changes to the ordinance and a re-introduction of the ordinance might instead occur rather than "adoption". 6. Now attempting to cure the defective March 10 "re-introduction" by using a new Public Hearing March 24 to imply that the premature amending and "re-introduction" done improperly March 10 was proper, is not correct. 7. Immediately doing an "adoption" on 2nd-reading March 24, just further aggravates the already faulty "re-introduction" done March 10 and additionally removes the minimum 5-day review period that is required after a proper "re-introduction" of an ordinance. 8. "Re-introduction" is all that can be accomplished March 24 if further amending of the ordinance that was "introduced" February 24, 2014 is desired. 9. Any and all concerned, including councilmembers did have the absolute right to ask for changes or amending of the ordinance at the scheduled 2nd-reading ("adoption") March 10, however that "adoption" was, again, not being accomplished in a noticed- or continued-Public Hearing but as a mere "consent" "adoption" process. Thus the people would have had no expectation that the ordinance would be further changed and "re-introduced" March 10. Only clerical or typographical corrections are reasonably permitted at that time, not further amending and "re-introduction". 10. Thus if a councilmember or a member of the public had afterthoughts regarding what the ordinance as "introduced" February 24 stated, or provided for, and if a Council majority then determined that additional amending was justified, then the Council should have directed that the city staff and the city attorney draft such proposed changes, and also re-notice a new Public Hearing such that the people not present or noticed March 10 could be aware that further amending was being considered and then have a chance to weigh in on the discussion prior to a proper "re-introduction" and 1st-reading of the ordinance being accomplished, i.e. in the March 24 meeting. Communication from H. Longacre dated March 15, 2015. Re: Faulty process accomplished to date by Hermosa Beach City Council for the further-amending of Ordinance 15-1349 as "introduced" on 1st-reading, February 24, 2015. Page 3 of 5 11. Then and only after that new public hearing, would the Council possibly approve such changes, and only then, "re-Introduce" on 1st-reading the new further-amended ordinance. If no such additional-amending results from the original still-valid "Introduction" of the ordinance approved Feb 24, the Council could most certainly "Adopt" that ordinance on 2nd-reading instead. It does appear that with respect to Ordinance 15-1349 that further amending will be made and thus a proper "re- introduction" needs to be accomplished, and thus "adoption" may not occur until 5 full days after the March 24 Public Hearing, i.e. not perhaps before March 30th at the earliest. 12. Again, a proper "re-introduction" was not accomplished March 10. Instead the Council rightfully accepted some public comment and then entered into extensive discussion of changes to the ordinance with only the two members of the public desiring such changes even being present. I have no particular pro or con issues with the particular ordinance or amending desired. It is the ordinance's "re-introduction" process, as improperly accomplished to date, that is defective and which I am bringing to your attention. 13. For this viewer of the March 10 live meeting, it was actually quite unbelievable, after observing for some 30 years ordinances being passed by multiple Hermosa Beach city councils, even though often willy-nilly, but nonetheless for the most part via a correct process. Viewing what occurred during your March 10 council meeting, late in the evening, to change the City's municipal code, with the council-chamber virtually empty, was outrageous and disconcerting to say the least. 14. I fully expected City Attorney Michael Jenkins to speak up from the outset, and kept waiting for him to chime in and enunciate to the Council clearly that if it was their will to further-amend the ordinance, that a new noticed Public Hearing would be necessary and that all the Council could do at this, the March 10 meeting, was to either "adopt" the ordinance as previously "introduced" Feb-24, or direct staff and himself (the city attorney) to bring back the Council's desired further-amendments at such additional noticed Public Hearing, and at which time Ordinance 15-1349 could either again be "adopted" if no changes ended up being made to the Feb-24 "introduced" version, or if further-amended, it would then at that time (now to be March 24) have to be "re- Introduced" on 1st-reading, with its "adoption" then following not before 5 or more days later at a regular, or adjourned regular meeting. Unfortunately, all Jenkins really indicated, at one point during the extensive discussion, was that the Council appeared to be significantly, further-amending the ordinance. 15. The Item was very poorly handled by all concerned March 10, with the Mayor permitting a member of the public to speak multiple times at the podium, and evidently from his chair in the audience, while the Council ad-hoc-tweaked and amended an ordinance affecting the city's municipal code. It really was unconscionable. Communication from H. Longacre dated March 15, 2015. Re: Faulty process accomplished to date by Hermosa Beach City Council for the further-amending of Ordinance 15-1349 as "introduced" on 1st-reading, February 24, 2015. Page 4 of 5 16. In fact it was a dysfunctional travesty to say the least, and again allowed to persist without clear direction being given at any point by City Attorney Jenkins, given that the consent adoption Item was not a noticed Public Hearing or a "continued" Public Hearing. The public had no opportunity or reasonable expectation that the Council would be reworking the ordinance and then improperly "re-Introducing" it on 1st- reading at that March 10 meeting. Again, the item was only agendized for "Adopting" the ordinance on 2nd-reading, or implicitly, if desired, returnable to staff with some additional direction. 17. It should be understood that only after a proper "re-introduction" may the Council, then 5 or more days later, "adopt" the ordinance on 2nd-reading, and only in a regular meeting or in an adjourned-regular meeting. 18. The announced March 24 Public Hearing, if amending is desired beyond the February 24 "introduced" ordinance version, may only be used to "re-introduce" the ordinance after the Public Hearing and discussion process, or to "adopt" the original Feb-24 "introduced" version. And if "re-introduced" March 24, then "adoption" may not occur until 5 or more days later at a regular or adjourned-regular meeting. 19. Again the "re-introduction" accomplished at the May-10 meeting was completely faulty and improper. If this could be done for other ordinances in the future, there is no end to the scams that could result in such perversion of the ordinance approval process. 20. The following suggested solution will solve the problem created by City Attorney Jenkins' not-having provided correct direction March 10. This solution will result in just 6 days additional delay for "adoption" after the correct "re-introduction" of the ordinance is accomplished March 24. 21. Now that the City has scheduled an additional noticed Public Hearing (notwithstanding with only 5 days Easy Reader print notice) for your March 24 regular meeting, to accomplish the further-amending of ordinance 15-1349, the Council may conduct the hearing, have its discussion, accept the amending of the ordinance, and then "re- Introduce" the ordinance on 1st-reading. 22. Then the Mayor can announce that the meeting will be adjourned to an "adjourned regular meeting" March 30, for the purpose of "adopting" ordinance 15-1349 on 2nd- reading. At least three Council supporters of the amended ordinance would need to be in attendance to "adopt" the ordinance March 30. 23. Such will advance by 15 days the date on which the ordinance may become effective, given that the first regular council meeting in April is a full 3 weeks after the March 24 meeting. If adopted in an adjourned regular meeting March 30 instead, the ordinance Communication from H. Longacre dated March 15, 2015. Re: Faulty process accomplished to date by Hermosa Beach City Council for the further-amending of Ordinance 15-1349 as "introduced" on 1st-reading, February 24, 2015. Page 5 of 5 could thusly become law 30 days later, i.e., approximately April 29, after the clerk had accomplished the advertising of its text. 24. The Council is changing the municipal code of the City. It should never be accomplished in a sloppy, half-assed, cavalier, short-circuited manner. That's the way things are accomplished by sleazy governments and it leads to distrust of government and more. 25. To summarize; Ordinance 15-1349 should be amended as desired, and then "re-introduced" on 1st-reading during the Public Hearing item scheduled for March 24, 2015. It then may be "adopted" on 2nd- reading Monday, March 30, or later in an "adjourned-regular, or regular meeting". This adds 6 days to the overall process and cures the premature and improper "re-introduction" of the ordinance accomplished March 10. Be sure to adjourn the meeting of March 24, 2015 to March 30 if it is desired to accomplish "adoption" at the earliest possible time. 26. The above are my views, given free; and challenging those of your highly-paid City Attorney's counsel. Thank you for your attention. ---- End of Communication ---- Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0274 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 GENERAL PLAN LAND USE MAP AMENDMENT FROM COMMERCIAL CORRIDOR (CC) TO MEDIUM DENSITY RESIDENTIAL (MD) AND GENERAL PLAN TEXT AMENDMENT AT 1906 - 1918 PACIFIC COAST HIGHWAY AND DETERMINE THE PROJECT IS CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (Senior Planner Pamela Townsend) Recommended Action: Adopt the proposed resolution approving the General Plan Land Use Map and Text pertaining to 1906-1918 Pacific Coast Highway (even numbered addresses) and determine the project is Categorically Exempt from the California Environmental Quality Act. Background: The applicant proposes to amend the General Plan Land Use Element Map and Text to on two contiguous parcels at 1906 and 1918 Pacific Coast Highway in order to allow a six-unit residential condominium project that was approved by the Planning Commission contingent on this proposed General Plan amendment.The current General Plan Land Use Map designation is Commercial Corridor (CC),while the property is zoned R-2 Two-Family Residential.Therefore the General Plan must be amended to allow the proposed residential development to proceed. On February 17, 2015, the Planning Commission held a public hearing and adopted Resolution 15-4 (4-1, Pizer No) recommending approval of the proposed amendment. Planning Commission Resolution 15-4 is attached. The Staff Report and deliberations may be viewed online: Staff Report: <http://hermosabeach.granicus.com/MetaViewer.php?view_id=6&clip_id=3570&meta_id=177396> Deliberations: <http://hermosabeach.granicus.com/MediaPlayer.php?view_id=6&clip_id=3570&meta_id=177395> Analysis: The General Plan Land Use Map is proposed to be amended from Commercial Corridor (CC) to Medium Density Residential (MD) and the Land Use Element Text is proposed to be amended to remove the subject properties from the discussion of map inconsistency in Volume I of the Land Use Element, as shown in Exhibits A and B to the proposed resolution. The proposal is to demolish the Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0274 existing six residential units and develop a 6-unit condominium project. The subject lots have been historically used as residential and surrounding uses to the west, east and north are single- and multi-family residential, and those to the south are single- and multi-family residential and commercial. The City revised the Land Use Element of the General Plan in 1994. Volumes I and II both address inconsistencies between the General Plan Map and Zoning Map and recommend different and inconsistent actions. Volume II recommends redesignating the 1800 and 1900 blocks along the east side of Pacific Coast Highway on the Land Use Map as Medium Density Residential based on the commercial compatibility issues cited in the rezone from 1990 as well as the existing residential character of the surrounding neighborhood. Volume 1 recommends rezoning the 1800 and 1900 block along the east side Pacific Coast Highway from R-2 to Commercial S.P.A. Specific Plan Area and is shown in Exhibit B. The proposed amendment would implement the recommendation in Volume II of the Land Use Element as shown in Exhibit B. The Medium Density Residential designation would be consistent with the surrounding residential neighborhood exhibited along the east side and west side of Pacific Coast Highway from 17th Street to 21st Street as well as the residential neighborhood to the rear. The General Plan text in Volume II provides an analysis and rationale for redesignating the subject property for residential uses consistent with the then- and currently-existing uses on the subject site and the neighborhood. While it is reasonable to argue that Pacific Coast Highway should be used exclusively for commercial purposes since it is an arterial highway with high levels of traffic and visibility,the area with which the subject lots are located,east and west side of Pacific Coast Highway from 17th Street to 21st Street, currently exhibits primarily residential uses.The City also reclassified property in the block to the 1900 south from Commercial Corridor to Medium Density Residential in the General Plan in 2014. Commercial enterprises on the subject lots would be inconsistent with the surrounding residential environment and given that the neighborhood continues to be residential the rationale for the General Plan recommendation to re-designate the site to Medium Density Residential appears to remain valid. On the basis of the information above and a CEQA determination that the project is Categorically Exempt as stated in the proposed resolution,the Planning Commission has recommended approval of the proposed amendment. Attachments: 1.Proposed Resolution 2.Planning Commission Resolution 15-4 3.Legal Posting Respectfully Submitted by: Pamela Townsend, Senior Planner Concur: Ken Robertson, Community Development Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ C.C. RESOLUTION NO. 15-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, APPROVING AN AMENDMENT TO THE GENERAL PLAN LAND USE MAP AMENDMENT FROM COMMERCIAL CORRIDOR (CC) TO MEDIUM DENSITY RESIDENTIAL (MD) AND GENERAL PLAN TEXT AMENDMENT FOR CONSISTENCY AT 1906 TO 1918 PACIFIC COAST HIGHWAY, LEGALLY DESCRIBED AS SW 10’ OF LOT 61 AND ALL OF LOTS 62, 63 AND 64, TRACT NO. 2548 AND LOT 1, TRACT NO. 8476, CITY OF HERMOSA BEACH, CALIFORNIA, AND DETERMINATION THAT THE PROJECT IS CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT Section 1. An application was filed on November 24, 2014 by Susan Berencsi and Iain McCall, owners of real property located at 1906 Pacific Coast Highway and Julian G. Senior, owner of real property located at 1918 Pacific Coast Highway, seeking approval of General Plan Amendment 15-1 to amend the Land Use Element, Land Use Map and Text and other applications necessary to develop a six-unit residential condominium project. Section 2. Pursuant to Municipal Code, Chapter 17.66, on February 17, 2015 the Planning Commission held a public hearing and adopted Resolution 15-4 recommending approval of the proposed amendment. On March 24, 2015 the City Council held a duly noticed public hearing to consider said amendment, at which time testimony and evidence, both written and oral, was presented to and considered by the Council. Section 3. The proposed General Plan Amendment is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) of Title 14 of the California Code of Regulations because the project implements the program and specific text within the Land Use Element recommending the Land Use Map to be amended from Commercial Corridor to Medium Density Residential consistent with the Zoning Map and current zoning for reasons stated in the General Plan and said property is less than five acres and is currently developed with six residential units consistent with the proposed General Plan amendment, and is located within an urbanized area with availability of services, would not result in significant effects to traffic noise, air quality, or water quality, and site currently exhibits adequate capacity of utilities and public services for the existing and proposed uses. Section 4. Based on the Staff Report, testimony, the record of decision of the Planning Commission, and evidence received, both oral and written, the City Council finds the amendment is in the public interest: 1. The proposed amendment would implement the recommendation in Volume II of the Land Use Element as shown in Exhibit B. The Medium Density Residential designation would be consistent with the surrounding residential neighborhood exhibited along the east side and west side of Pacific Coast Highway from 17th Street to 21st Street as well as the residential neighborhood to the rear. The General Plan text in Volume II provides an analysis and rationale for redesignating the subject property for residential uses consistent with the then- and currently-existing uses on the subject site and the neighborhood. 2. While it is reasonable to argue that Pacific Coast Highway should be used exclusively for commercial purposes since it is an arterial highway with high levels of traffic and visibility, the area within which the subject lots are located, east and west side of Pacific Coast Highway from 17th Street to 21st Street, currently exhibits primarily residential uses. The City also reclassified property in the block to the 1900 south from Commercial Corridor to Medium Density Residential in the General Plan in 2014. 3. Commercial enterprises on the subject lots would be inconsistent with the surrounding residential environment and given that the neighborhood continues to be residential the rationale for the General Plan recommendation to re-designate the site to Medium Density Residential remains valid. Section 5. Based on the foregoing, the City Council hereby approves General Plan Amendment 15-1 amending the Land Use Element, Land Use Map from Commercial Corridor to Medium Density Residential and amending the text in Land Use Element, Volume I, page 2, Area 5 by deleting “1906, 1918” and, on page 6, removing the shading from the subject property, as shown in Exhibits A and B attached hereto. Section 6. To the extent permitted by law, permittee shall defend, indemnify and hold harmless the City of Hermosa Beach, its City Council, its officers, employees and agents (the “indemnified parties”) from and against any claim, action, or proceeding brought by a third party against the indemnified parties and the applicant to attack, set aside, or void any approval for this project authorized by the City, including (without limitation) reimbursing the City its actual attorney’s fees and costs in defense of the litigation. The City may, in its sole discretion, elect to defend any such action with attorneys of its choice. The permittee shall reimburse the City for any court and attorney's fees which the City may be required to pay as a result of any claim or action brought against the City because of this grant. Although the permittee is the real party in interest in an action, the City may, at its sole discretion, participate at its own expense in the defense of the action, but such participation shall not relieve the permittee of any obligation under this condition. Section 7. Pursuant to the Code of Civil Procedure Section 1094.6, any legal challenge to the decision of the City Council must be made within 90 days after the final decision by the City Council. PASSED, APPROVED, and ADOPTED this ___ day of _______, 2015 by the following vote: VOTE: AYES: NOES: ABSTAIN: ABSENT: ____________________________________________________________________ PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, California ATTEST: APPROVED AS TO FORM: CITY CLERK ________________CITY ATTORNEY Legal Posting Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0271 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 CERTIFIED RESULTS OF THE CANVASS OF VOTES FOR THE SPECIAL MUNICIPAL ELECTION OF MARCH 3, 2015 (City Clerk Elaine Doerfling) Recommended Action: It is recommended that the City Council adopt the resolution (to be presented at the meeting) declaring the results of the Special Municipal Election of March 3, 2015, as certified by the City Clerk upon completion of the official canvass of votes. Background: The Special Municipal Election of March 3, 2015, was conducted to allow the voters to decide on Measure O, the E&B oil project proposed at the site of the City’s maintenance yard. The vote count that took place Election Night included 1,477 (verified/processed) vote-by-mail (VBM) ballots that had been delivered to my office, and 3,371 ballots cast at the polling places. The total vote count was 4,818, with 1,016 in favor and 3,799 opposed. The above count does not include 1,500+ VBM ballots that had been submitted to my office but not verified/processed in time for the Election Night count. Verification is nearing completion for those VBM ballots, along with the additional VBM ballots received in my office before the deadline, as well as those turned in at the polling places. Review/verification of the provisional ballots is underway, along with continued review of the documents and voter information submitted by the precinct boards. At the time of this writing, I anticipate finalizing all reviews/verifications by Monday, at which time my board will hand-count the votes of one of our five precincts (as required by law), and process (open envelopes, remove ballots for counting) all of the VBM and provisional ballots, with the counting done later in the day or early Tuesday, in time to present the results at the March 24 regular meeting. The Election Code provides up to 24 days after the election for the City Clerk to conduct the manual precinct tally, canvass all of the returns, and certify the election results for adoption by the City Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0271 Council at its regular meeting or, if necessary, at an adjourned or special meeting no later than Friday, March 27. If an issue unavoidably delays the City Clerk’s certification of election results, the Council would need to adjourn the March 24 meeting to a specific date and time (before the deadline) to adopt the resolution. Submitted by: Elaine Doerfling, City Clerk Concur: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ DATE: MARCH 23, 2015 TO: MAYOR AND CITY COUNCIL FROM: ELAINE DOERFLING, CITY CLERK SUBJECT: SUPPLEMENTAL TO MUNICIPAL MATTER ITEM 6(a) REGARDING THE MARCH 3, 2015 SPECIAL MUNICIPAL ELECTION RESULTS It is recommended that the City Council continue this matter to 5 p.m. on Thursday, March 26, 2015, and adjourn the March 24, 2015 meeting accordingly. Although it was my intention to certify and present the March 3 (Measure O) election results at the March 24th City Council meeting, completion of the canvass of votes has been (regretfully) unavoidably delayed, requiring an additional two days (still in compliance with the Election Code deadline of Friday, March 27). I am confident that by Wednesday, March 25, the required review and verification of all vote-by-mail and provisional ballots will be finalized. On Thursday, March 26, in the Council Chambers, all verified ballots will be processed at 10 a.m., in preparation for the machine count at 1 p.m., allowing me ample time to certify the results and prepare the resolution declaring the results for adoption by the Council at its 5 p.m. meeting. CIT Y OF HERMOSA BEACH MEMORANDUM DATE: MARCH 23, 2015 TO: MAYOR AND CITY COUNCIL FROM: ELAINE DOERFLING, CITY CLERK SUBJECT: SUPPLEMENTAL TO MUNICIPAL MATTER ITEM 6(a) REGARDING THE MARCH 3, 2015 SPECIAL MUNICIPAL ELECTION RESULTS It is recommended that the City Council continue this matter to 5 p.m. on Thursday, March 26, 2015, and adjourn the March 24, 2015 meeting accordingly. Although it was my intention to certify and present the March 3 (Measure O) election results at the March 24th City Council meeting, completion of the canvass of votes has been (regretfully) unavoidably delayed, requiring an additional two days (still in compliance with the Election Code deadline of Friday, March 27). I am confident that by Wednesday, March 25, the required review and verification of all vote-by-mail and provisional ballots will be finalized. On Thursday, March 26, in the Council Chambers, all verified ballots will be processed at 10 a.m., in preparation for the machine count at 1 p.m., allowing me ample time to certify the results and prepare the resolution declaring the results for adoption by the Council at its 5 p.m. meeting. CIT Y O F H E R M O S A B E A C H M E M O R A N D U M Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0268 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 REVIEW OF FINANCING ALTERNATIVES FOR IMPLEMENTATION OF THE SETTLEMENT AGREEMENT WITH E&B NATURAL RESOURSES MANAGEMENT CORPORATION IN LIGHT OF THE DEFEAT OF MEASURE O (Finance Director Viki Copeland) Recommended Action: It is recommended that the City Council: 1.Reaffirm the approved budget for payment of the $17.5 million as stated in the Settlement Agreement; 2.Review and provide direction on the key decision points for financing the amount to be borrowed; 3.Review the general deal points for financing the amount to be borrowed; 4.Direct staff to confirm tax-exempt/taxable status of financing with bond counsel; 5.Review financing alternatives presented in slides (available as supplemental on Monday); 6.Authorize staff to move forward with an informal selection of financial advisor and bond counsel; 7.Direct staff to return with a recommended medium to long term financing solution; Background: The Settlement Agreement with E & B calls for payment of $17.5 million in the event of failure of the oil ballot measure. Staff engaged the firm of Kosmont Realty Corporation to explore short term, interim financing options and to identify longer-term financing alternatives. The firm of Norton Rose Fulbright was engaged as bond counsel to preliminarily opine on the tax exempt/taxable status of any financing alternatives and advise as to the legality of financing alternatives. On March 19, 2015, the City Manager, City Attorney and Finance Director had a cordial meeting with E & B representatives for a preliminary discussion about the payment required by the Settlement Agreement. The E&B representatives requested that the City submit a proposal to them for payment of the $17.5 million by April 16, 2015. E&B understands that the City is exploring financing. Hermosa Beach Printed on 3/19/2015Page 1 of 3 powered by Legistar™ File #:REPORT 15-0268 Analysis: Budget for Payment of Settlement Agreement The budget reflects $6 million in cash that is set aside in the Insurance Fund and $1 million is assigned in the General Fund for ongoing, annual debt service, which assumes payments will be made over time by way of one of the financing alternatives presented in Kosmont’s slides (supplemental item to be posted on March 24, 2015). Key Decision Points for Financing In order for staff to move forward, the following deal points need to be considered by the City Council. ·What amount of money should the City pay upfront from its reserves? Is $6 million the correct number, with the balance to be financed over time? What amount of annual payment can the City comfortably handle? $1 million is currently budgeted but recent Fiscal Health Scenarios depicted $800,000. ·Over what amount of time should the debt be repaid? Is spreading the cost over a longer period of time more equitable? By spreading payment over time, current and future taxpayers equitably share in the cost. ·What financing option can be implemented at lowest cost, with the lowest interest rate and within a reasonably prompt amount of time? The supplemental presentation on Monday will address these issues Taxable/Tax Exempt Status Bond counsel is researching this issue but will not have the answer by this Council meeting. At this time, we are assuming the financing will be taxable, however tax- exempt rates will also be shown in the financing alternatives that will be presented on Monday, March 24, 2015 as a supplemental item. Example of Financing Alternatives Taxable 20 year financing = $960,000, 4.35% Tax-exempt 20 year financing = $850,000, 3.10% The Oil Cost Benefit Analysis contemplated taxable and tax-exempt rates although they were not labelled as such. Hermosa Beach Printed on 3/19/2015Page 2 of 3 powered by Legistar™ File #:REPORT 15-0268 Process The issue of whether the issue will be tax exempt or taxable is still under consideration by the bond counsel. This determination will have an impact on the interest rate for the financing but amounts will still be within a range that is affordable to the city. Staff recommends that City Council authorize staff to move forward with an informal selection of financial advisor and bond counsel. Once onboard, staff will return with the recommended vehicle for the financing. Council’s direction on the issues raised in this report will enable staff to prepare a proposal to E & B for repayment of the $17.5 million. Respectfully Submitted by: Viki Copeland, Finance Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 3 of 3 powered by Legistar™ Oil Settlement Agreement Preliminary Financing Scenarios Review March 24, 2015 Kosmont Realty Corporation an SEC registered Municipal Advisor CA BRE #01770428 Outline •Background •Taxable vs. Tax Exempt •Potential Financing Scenarios 1.Short Term Options (1 year or less) 2.15 Year Privately Placed Lease-Leaseback 3. 20 Year Publicly Sold Lease Revenue Bonds •Rate & Term Sensitivity •Considerations •Potential Next Steps •Supplementary Information 2 Background •Kosmont Realty Corporation retained by City to help identify ways to finance obligations if Measure O approved or not •Measure O voted down on March 3, 2015 •Under Settlement Agreement City to pay E&B $17.5 million •City has ~$6 million set aside for payment, current assumption is that desired financing is $11.5 million •Conservative estimate of financing cost in CBA for $11.5 million was ~$850,000 per year for 30 years (~6.0% rate, COP Structure) •Staff requested analysis of alternatives including short-term, interim financing options •Preliminary prices and terms for various structures follow including short, medium, & long-term options on both taxable & tax-exempt basis 3 Taxable vs. Tax Exempt •Rates included herein are based on both taxable and tax-exempt status •Bond counsel has reviewed background documentation and settlement agreement language and is in the process of evaluating if financing is eligible to be tax-exempt •Tax-exempt financing would reduce interest rates and financing costs •Ultimate determination may require IRS “private letter ruling” (timeframe likely ~ 6 months, possibly longer) •Potential for tax exempt ruling difficult to predict (50/50?) 4 •California Constitution only permits certain financing structures for Cities •Available options that do not require a public vote include Certificates of Participation (COP) / Lease Revenue Bonds (LRB) / Lease-Leaseback Structure (LLB) •Each are similar obligations with marketing / placement distinctions •Often issued by a Joint Powers Authority (“JPA”), can be between City and private lender •Traditionally long-term, fully amortizing borrowings •For Hermosa Beach, JPA could help to enhance marketability and can be formed by and between City and existing Parking Authority •Financing scenario selected likely to be done on a taxable basis Potential Financing Scenarios 5 Potential Financing Scenarios (cont’d) 1. Short-Term Options (1 Yr or less) •Short-term note, potentially issued by City-controlled JPA •Likely a private placement 2. Privately Placed Lease-Leaseback (15 Yr) •Essentially a 15 year bank loan 3. Publicly Offered Lease Revenue Bonds (20 Yr) •Efficient mechanism to finance General Fund revenues without a requirement for a popular vote, 20 year term •30 year analysis also provided 6 1. Short-Term Options •Issue short-term notes for 6 to12 month term to finance settlement on an interim basis (likely taxable) •Fund in ~60 to 120 days •Provides sufficient time to pursue tax-exempt rating •Notes would likely need to be issued by a Joint Powers Authority •Finding potential private placement / bank interest, though most banks desire depository relationship •Some potential to place with high net worth investors 7 Taxable Tax Exempt Cost to Issue ~$100,000 (0.9%) Repayment Term up to 12 Months (Interest Only) Interest Rate ~1.5% ~0.25% Annual Payment ~$175,000 ~$30,000 Total Cost (FV) ~$275,000 ~$130,000 2. Private Lease-Leaseback •Utilize privately placed medium-term LLB transaction to finance settlement without interim financing •Fund in ~60 to 90 days •Debt quickly retired (potentially lowest total cost) •Unencumbered City asset pledged as security (e.g. City Hall) •May be some potential for taxable to tax-exempt conversion (if applicable) 8 Taxable Tax Exempt Cost to Issue ~$100,000 (0.9%) Repayment Term 15 Years Interest Rate ~5.0% ~3.25% Annual Payment ~$1,115,000 ~$990,000 Total Cost (FV) ~$16.7 MM ~$14.8 MM 3. Lease Revenue Bonds (20 Yr) 9 •Issue 20 Year LRBs to finance settlement •Could fund in 90 – 120 days •Public Issuance- City expected to achieve an excellent credit rating; should result in low cost financing •LRBs would need to be issued by a Joint Powers Authority •Could include a call feature to refinance / reissue if taxable issue later determined to be tax-exempt eligible Taxable Tax Exempt Cost to Issue ~$185,000 (1.6%) Repayment Term 20 Years Interest Rate ~4.35% ~3.05% Annual Payment ~$960,000 ~$845,000 Total Cost (FV) ~$18.2 MM ~$16.1 MM Summary of Initial Analysis Scenario 1. Short-Term Note 2. Private Lease- Leaseback (15 Yr) 3. Lease Revenue Bonds (20 Yr) Taxable Tax Exempt Taxable Tax Exempt Taxable Tax Exempt Funds Available In ~ 60-120 Days ~ 60-90 Days ~ 90-120 Days ~ Cost to Issue $100,000 0.9% $100,000 0.9% $185,000 1.6% ~ Repayment Term 1 Year 15 Years 20 Years ~ Interest Rate 1.5% 0.25% 5.00% 3.25% 4.35% 3.05% ~ Annual Payment N/A N/A $1,115,000 $990,000 $960,000 $845,000 ~ $ Per $1MM $24,000 $11,300 $97,000 $86,000 $83,500 $73,500 ~ Total Cost (FV) $275,000 $130,000 $16.7 MM $14.8 MM $18.2 MM $16.1 MM 10 Rate & Term Sensitivity 11 Scenario 1. Short-Term Note (1 Yr) 2. Private Lease- Leaseback (15 Yr) 3. Lease Revenue Bonds (20 Yr) Lease Revenue Bonds (30 Yr) Taxable Tax Exempt Taxable Tax Exempt Taxable Tax Exempt Taxable Tax Exempt ~ Base Rate ~ Payment 1.50% 0.25% 5.00% 3.25% 4.35% 3.05% 4.65% 3.40% $275,000 $130,000 $1,115,000 $990,000 $960,000 $845,000 $780,000 $660,000 ~ Elevated Rate ~ Payment 2.50% 0.50% 5.50% 3.50% 4.85% 3.55% 5.15% 3.90% $395,000 $160,000 $1,155,000 $1,005,000 $1,005,000 $890,000 $830,000 $710,000 ~ Higher Rate ~Payment 3.50% 0.75% 6.00% 3.75% 5.35% 4.05% 5.65% 4.40% $510,000 $190,000 $1,190,000 $1,025,000 $1,055,000 $935,000 $880,000 $755,000 Considerations •Short-term Financing •Taxable issuance enables quick settlement payment and buys time for taxable vs. tax-exempt determination •Short-term issuance buys time to evaluate how much City desires to borrow •Use more or less of $6 million set aside •Find other revenue sources (e.g. sale of City Property) •Would pay issuance costs twice •Medium- to Long-term Financing •Current market rates are favorable •Period of time to issue likely 30 – 60 days longer than some short-term options •Possibility of issuing taxable LRB’s & then converting to tax-exempt LRB’s 12 Potential Next Steps •Obtain direction from City on preferred financing strategy •Short-term, medium- to long-term, or both •Exploration possible of medium- to long-term scenarios to include option to convert to tax-exempt •Financing amount •Formation of a Public Financing Authority (JPA); integral to several financing options and a useful tool going forward •Initiate process to assemble/direct needed experts •Continue work towards conclusive determination of taxable vs. tax-exempt (Identify preferred approach to tax-exempt strategy) •Final decisions will be based on results of rate and transaction shopping; potential for interest rates moving up 13 Questions? Thank You 14 Supplemental from H. Longacre to the March 24, 2015 Regular Council Meeting Municipal Matters 6-b Re: Pay-off of E&B's $17.5 Million Loan to HB, and the City's hotel bed tax Page 1 of 2 Supplemental To Municipal Matters Item 6-b Re: Pay-off of E&B's $17.5 Million Loan to HB, and the City's hotel bed tax City Manager's office, City Clerk: This is supplemental testimony for Municipal Matters Item 6-b of the March 24, 2015 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. March 23, 2015 To: Councilmembers (Peter Tucker, Michael DiVirgilio, Nanette Barragan, Carolyn Petty, Hany Fangary), City Clerk, City Treasurer, City Manager, Assistant 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: Pay-off of E&B's $17.5 Million loan to HB, and the City's hotel bed tax Honorable Councilmembers and others: The following are my comments, given freely, and they are entirely my views and opinions on everything I've stated herein. On page 'viii' of the Hermosa Beach Comprehensive Annual Financial Report (CAFR) for year ending June 30, 2014, it states regarding hotel Transient Occupancy Tax (TOT) receipts; "Receipts of more than $2.2 million are the highest level ever. Average occupancy for 2013-14 was 81.1% for Hermosa Beach compared to last year’s rate of 78.1%. Hermosa Beach has eight hotels and one youth hostel, with rooms capacity ranging from 17 rooms to 106 rooms." If certain members of the Council would stop arrogantly refusing to allow the voters the de facto right to vote on a ballot measure authorizing the Council (at Council's discretion) to raise the TOT to 12%, the immediate revenue increase could exceed $440,000 per year immediately, and if raised to 14% would increase revenue $880,000 per year immediately. Either adjustment is clearly justified and overdue. The Mermaid properties developer (I believe Mark Bolour) indicated in a Council meeting some months ago that he had no real objection to such TOT increase happening, The TOT is presently 14% in the City of Los Angeles, and in Hermosa Beach it's 10% while virtually all surrounding cities have the TOT at 12% or more, or authorized. And it's my understanding the hoteliers of the Hermosa Beach have no substantial objection and fully expect that an increase in TOT is overdue and likely coming. It is time for some members of the Council to stop operating with their own selfish personal political agendas, and instead represent their Hermosa Beach constituents and let the residents of Hermosa Beach make the decision as to whether or not to permit the Council itself to have the right to raise the Supplemental from H. Longacre to the March 24, 2015 Regular Council Meeting Municipal Matters 6-b Re: Pay-off of E&B's $17.5 Million Loan to HB, and the City's hotel bed tax Page 2 of 2 TOT. The council is supposed to represent the people. On this issue it has instead been stifling the people and not representing anyone other than themselves. Some if not all on council seem to want to fill Hermosa's small downtown with hundreds of additional high-impact, high-density small hotel rooms, constructed within monolithic, maxed-out hotel structures, and additionally with sun-blocking, monolithic above-ground parking garages, all operating 24/7. Such will unquestionably take business from existing hotels while increasing traffic, drunks, crime, taxicabs, blight and degradation to the residential neighborhoods surrounding the downtown. Yet intransigence from individual council members continues on this TOT issue. Be assured this will be a significant campaign issue this year if the Council again stifles the right of the residents to even approve or disapprove the raising of the TOT rate to 12%; or more appropriately to 14% for yet another Council term. It is time to stop giving away this town to the transients who come here to party-hardy, and place this matter on the November ballot. The Council is not elected to force the voters to, they-themselves, have to place routine measures such as the TOT rate on the ballot, measures that the Council itself knows the voters have a right and requirement per Prop-218 to weigh in on. Some Examples of present TOT rates. 10% Hermosa Beach 10% Lomita 12% Los Angeles County (unincorporated portions) 14% City of Los Angeles 12% Manhattan Beach (authorized by vote, may not be yet raised) 12.5% West Hollywood (another bars town and Jenkins city) 12% Redondo Beach 12% Hawthorne 14% Inglewood 12% Malibu 12% Monterey Park 11% Torrance 12% Fresno 12% Long Beach 14% Santa Monica 14% San Francisco 12% Alhambra 12% Avalon 12% Calabasas 12% Culver City 11% Gardena ----------------- End of supplemental testimony ------------------ Letter%Re%Status%of%Lease%Post.Measure%O% March%23,%2015% % % %%%%%%%% % % Via%Email% % % % % Hon.%Mayor%Peter%Tucker%and%Members%of%the%City%Council% City%of%Hermosa%Beach% 1315%Valley%Drive% Hermosa%Beach,%CA%90254% % %Re:%Status%of%the%Oil%Lease%Post.Measure%O% % Dear%Mayor%and%Members%of%the%Hermosa%Beach%City%Council:% % We%write%to%remind%the%City%of%the%importance%of%adhering%to%the%findings%of%the% Court%of%Appeal%in%its%three%opinions%issued%during%the%pendency%of%the%City’s% litigation%with%Macpherson%Oil%Company,%et%al.%%As%you%know,%the%Court%held%therein% that%the%voters’%passage%of%Proposition%E,%reinstating%the%1932%ban%on%oil%drilling,% constituted%a%valid%exercise%of%the%City’s%inherent%police%powers%to%protect%the% public’s%health%and%safety%and%“abrogated%the%lease%and%terminated%the%oil%project.”% The%posture%of%the%lease%post%Measure%O%remains%as%the%Court%of%Appeal%viewed%it.. null%and%void..the%voters%having%maintained%the%1995%law%that%rescinded%it.%% % The%Settlement%Agreement%between%the%parties%contemplated%this%foreseeable%and% likely%outcome.%%It%states%that%E&B%was%seeking%“a%potential%opportunity%to%proceed% with%a%[drilling%project],”%in%exchange%for%(in%relevant%part)%payment%by%the%City%of% $17.5%million%dollars%in%the%event%the%electorate%declined%to%“resurrect%a%directional% well%oil%drilling%project.”%%Multiple%provisions%of%the%Settlement%Agreement,%including% the%Limitation%of%Remedies%clauses,%make%clear%that%the%parties%contemplated% therein%finality%of%the%oil%question.%%Moreover,%the%City%bargained%for%certainty%with% respect%to%any%liability%the%City%might%face%in%the%event%the%voters%maintained%the%oil% ban.%%Nothing%in%the%Settlement%Agreement%contemplates%resurrection%of%the%lease% post%rejection%of%the%ballot%measure,%and%nor%could%it.%%It%is%axiomatic%that%parties% cannot%form%an%agreement%to%do%something%the%law%forbids.%% % The%Settlement%Agreement%limits%the%City’s%liability%in%the%event%of%failure%of%the% ballot%measure%solely%to%repayment%of%the%$17.5%million%E%&%B%Loan%“on% commercially%reasonable%terms%to%be%mutually%agreed%by%the%City%and%E%&%B.”%%The% Settlement%Agreement%does%not%contemplate%any%continuing%interest%by%E%&%B%in%City% assets,%whether%through%a%lease%or%otherwise.%%Rather,%Section%5.2%explicitly%states:% “Should%the%Ballot%Measure%fail,%E%&%B%shall%have%no%recourse%against%City%aside%from% enforcement%of%City’s%repayment%of%the%E%&%B%Loan.”%%% Fiscal Health Update March 24, 2015 Fiscal Health Scenarios The Fiscal Health Model sorts ongoing from one time revenue and expenses and includes only ongoing in the model. Scenario 1 depicts the baseline revenue and expenditure assumptions outlined in the 2014-15 Budget’s Five Year Forecast with the 2014-15 budget numbers updated to reflect the 2014-15 Midyear Budget Revisions. Since our estimates are typically conservative this chart reflects an additional 2% in tax revenue which is reasonable. Please note the decrease in expenditures beginning in 2018-19 results from the payoff of the Police and Fire CalPERS side funds. The Miscellaneous side fund pays off in 2019-20. Scenario 2 adds the $230,000 budgeted in the General Fund for the ongoing street improvement commitment to the previous assumptions. This represents the General Fund’s portion of the $1.03 million annual requirement to reach a Pavement Condition Index (PCI) of 81. SCENARIO 2 SCENARIO 2 Scenario 3 adds in prior year Capital Improvement Projects (CIPs) as an ongoing General Fund expense to represent Council’s use of funds. For years 2010 to 2013, actual General Fund CIP expenditures are included. For 2014, the budgeted expenditures (revised for midyear adjustments) are reflected. CIP expenditures for future years will be addressed in subsequent slides. SCENARIO 2 Scenario 4 factors in an estimated annual oil debt service payment of $1,000,000. SCENARIO 2 Scenario 5 includes an additional $1.5 million over 3 years to move the City positions to the labor market 75th percentile in keeping with the goal of being a High Performing City Providing First Class Services and the action item within the Financially Sound City Government goal to Develop an Employee Salary and Benefits Policy. SCENARIO 2 Scenario 6 includes an annual payment of $795,000 to finance $10 million for Capital Improvements. SCENARIO 2 Scenario 7 adds in a sewer fee to help offset approximately $6.3 million in Capital Improvement financing (or $500,000 of the annual Capital Improvement debt service costs). SCENARIO 2 Scenario 8 adds in a 2% increase to the Transient Occupancy Tax (rate increase from 10% to 12%) which would generate another $440,884 in ongoing revenue. SCENARIO 2 Scenario 9 includes an additional $1.1 million for a total of $2.64 million to move the City positions to the labor market 90th percentile, once the Police and Fire CalPERS side funds pay off in 2018-19. 3/24/15 AGENDA, ITEM 6b: REVIEW OF FINANCING ALTERNATIVES SUPPLEMENTAL DISCRETIONARY FUNDS SUBMITTED BY VIKI COPELAND ON 3/24/15 AT 4:00 P.M. Discretionary Funds As of 14-15 Midyear Budget Review Available Balance General Fund: Contingency (16% Per Council Policy) $4,967,182 General Fund: Retirement Rate Stabilization (Council Policy) $1,000,000 General Fund: Ongoing Debt Service- Oil $1,000,000 Sewer Fund: Fund Balance $3,245,205 Capital Improvement Fund: Fund Balance $773,173 Insurance Fund: Recorded Oil Settlement Liability $3.5 Million $6,000,000 Insurance Fund: Committed for Oil Settlement $2.5 Million Insurance Fund: Fund Balance (Council Policy) $3,000,000 Equipment Replacement Fund: Fund Balance (Council Policy) $2,540,673 $22,526,233 Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 PILOT PARKING PROGRAM UPDATE AND RECOMMENDATION FOR PURCHASE OF ELECTRONIC SINGLE-SPACE PARKING METERS (Management Analyst Nico De Anda-Scaia) Recommended Action: Staff recommends that the City Council: 1)Receive and file the results from the Pilot Parking Program submitted by staff. 2)Authorize the additional appropriation of funds needed to purchase and install 471 single space electronic parking meters for commercial areas throughout the City in the amount of $217,029 from the Equipment Replacement Fund. 3)Approve a contract with IPS Group, Inc. for the purchase and installation of 471 single space electronic parking meters including back-up battery components, and for ongoing wireless connectivity fees, and authorize the City Manager to execute the appropriate documents. 4)Direct staff to pursue a “Half-price” daytime parking program during weekdays in the downtown area, supplemented by evening Demand Pricing rates as needed once meters are installed. Summary: A Pilot Parking Program aimed at encouraging patronage of downtown businesses, testing ‘Demand- based’ pricing rates and comparing industry-leading parking meters was conducted from September through December of last year. This report serves as a final update on the Pilot Program’s findings, along with a recommendation to begin Phase 1 purchase and installation of ‘smart’ (credit card- operated) single space electronic parking meters along streets throughout the City’s existing commercial areas. The purchase and installation of IPS single space electronic parking meters will improve the visitor experience by increasing opportunities for the public to use credit cards as a payment method while parking. The included IPS Data Management System (DMS) will allow City staff the ability to remotely program the new meters, receive alerts, track parking usage, and monitor coin collection and revenue. A total of 471 meters will be purchased as part of Phase 1. 451 of these meters will be at curbside street parking spaces in our commercial areas, and the remaining twenty meters will be maintained as spare units. This purchase will entail replacing existing Duncan Solutions Inc.meter products, including coin-only ‘Eagle’ meters and card-operated ‘Liberty’ meters along Pier Avenue. File #:REPORT 15-0280,Version:1 Hermosa Beach Printed on 3/24/2015Page 1 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 Background: During Strategic Planning sessions over the past year, Council prioritized a Financially Sound City Government as Goal #2, with an objective of providing adequate resources to support defined City services and service levels. Goal #5 prioritizes Economic Development as a central priority for policy and operations. A key target of this strategic goal involves increasing daytime ‘foot -traffic’ in the City’s downtown, and identifies one of the challenges as convenient, safe, easy to use and adequate parking supply. Pilot Program In tune with these goals, and as part of the City’s ongoing efforts to ensure effective and responsive services, a joint-project committee was established - comprising of representatives from the City Manager’s Office, Finance Department, Police Department and Chamber of Commerce - to identify potential strategies for improving parking operations and encouraging patronage of downtown businesses during non-peak hours. Subsequently, the City launched a Pilot Parking Program in September of 2014 to begin addressing these issues. Program components included: 1)A side-by-side comparison of (25)Duncan Solutions ‘Liberty’ and (25)IPS Group Inc. ‘M5’ single-space parking meters along the 1100 - 1300 blocks of Hermosa Avenue (10th St. - 14th St.). This trial offered staff and the public an opportunity to interface with these meters and provide valuable input as the City moves toward upgrading coin-only street meters. 2)Free daytime parking on 180 single-space street meters along Hermosa and Pier Avenues between 11AM - 2PM, M-F, Sept. 15th - Dec. 15th, 2014. The primary purpose of this component was to encourage downtown business patronage during non-peak hours and was supplemented by collaborative and aggressive marketing between the City and Chamber of Commerce. 3)Implementation of ‘Demand Pricing’ rates of $1.75 per hour (an increase of $.50) on parking meters outlined above and in downtown Lots A, B and C from 8PM - 2AM, 7 days/week, Sept. 15th - Dec. 15th, 2014. The primary purpose of this component was to recoup revenue losses incurred as part of the free-daytime parking component while testing flexible pricing models. Existing Meters There are currently 1,581 metered street parking spaces throughout the City, which consist of ‘silver post’ meters along our commercial corridors and ‘yellow post’ meters for all residential areas (Attachment 1). Of these, only 130 street parking meters citywide accept credit-cards, and they are located along the entirety of Pier Avenue. The remaining 1,451 street parking meters are coin-only ‘Eagle’ meters. These were purchased in 1994 and have exceeded their life span. As part of meter upgrades in 2011, the City had originally purchased Duncan Solutions Inc. multi- space meters for the parking structure, Lot A, Lot B and Pier Avenue, however it was determined after meters became operational in the off-street lots that single space meters, rather than multi- space meters were the right option for on-street parking. In December of 2012, City Council approved the purchase of the current credit-card Duncan ‘Liberty’ street parking meters for a total of $65,729 at $499/unit plus spare parts. Analysis: Hermosa Beach Printed on 3/24/2015Page 2 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 In conjunction with the Pilot Parking Program late last year, and in the weeks following, the City implemented efforts to measure and evaluate the impacts, findings and ongoing feasibility of each of its components in relation to the City’s overall strategic goals. Methods employed as part of this analysis included: in-person merchant/downtown patron surveys, online discussion board and public survey via the City’s community engagement portal -SpeakupHermosa.org, parking enforcement staff focus group, case study research and meter revenue trend analysis. Pilot Program Fiscal Results Based on revenue data from Fiscal Year (FY) 2013-2014, City staff estimated that offering free daytime parking as part of the three-month pilot parking program would result in approximately $22,416 of lost parking meter revenues (Table #1). Table #1 ESTIMATED REVENUE LOSS RELATED TO FREE 11AM - 2PM PARKING Location Total Street Single-Space Meters (180)$22,416 Demand Pricing was proposed as a strategy to recoup revenue losses incurred as a result of this component. An hourly rate increase of $0.50 during select times was granted on a temporary basis by the Coastal Commission, and was subsequently approved by the City Council. As illustrated in Table #2, according to estimates using FY2013-14 data, City staff estimated that the $0.50 per hour rate increase on designated meters would generate a total of $29,857. At the conclusion of the Pilot Parking Program - and due in part to adjustments in Demand Pricing enforcement - actual revenue figures show a generated total of $42,046. This end-program total generated $19,630 over the estimated revenue losses incurred from the free daytime parking. Table #2 PILOT PROGRAM METER REVENUE RELATED TO 8PM - 12AM DEMAND-BASED PARKING LOCATION Projected Actual Street Single Space Meters (180)$7,876 $10,138 Multi Space Meters (Lots A, B & C)$21,981 $31,908 TOTAL $29,857 $42,046 Hermosa Beach Printed on 3/24/2015Page 3 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 In addition to the revenue data above, survey feedback and occupancy figures show that the public generally did not see the hourly rate increase as a deterrent to visiting the downtown area during evening hours. Therefore, Demand Pricing as a component of the pilot parking program proved to be an effective and low-impact revenue-generator for the City. Free/Reduced Parking As a pilot program, preliminary evaluation results do not indicate that the free parking component was an effective driver of increased business patronage during daytime hours. Furthermore, despite coordinated and responsive marketing efforts by both the City and Chamber of Commerce, the 2-3 hour time limits for free parking in the middle-of-the-day proved confusing to some members of the public. During the entirety of the program, there were multiple cases of tickets given to people who failed to properly adhere to the posted free-parking restrictions - causing a spike in parking violation appeals for that period. Lastly, due to the nature of free parking, it proved difficult for both the City and downtown merchants alike to ensure that employees were not utilizing the high-demand parking spaces designated for lunch-time business patrons. As an alternative to free day-time parking - and once meters are installed as part of Phase 1 upgrades - staff recommends partnering with the Chamber to develop a marketing campaign around discounted hourly rates during weekdays to encourage business patronage, offset by slightly higher Demand Pricing rates during the night-time hours of 8PM - 12AM. Perhaps a “Half-off Parking in Hermosa” lunch-hour campaign would be a better tool for meeting business concerns while mitigating future signage miscommunication and enforcement issues. Pilot Program Meter Trial Results The trial of (25)Duncan Solutions ‘Liberty’ and (25)IPS Group Inc. ‘M5’ single-space parking meters along Hermosa Avenue was designed to offer staff and the public an opportunity to interface with industry-leading meters on a side-by-side comparison basis.Staff evaluated meters on criteria such as meter uptime, vendor responsiveness, customer support, ease of use, maintenance issues and public feedback. Based on these factors, and following both individual and focus group interviews with parking enforcement and other City staff, the IPS ‘M5’ meter was overwhelmingly selected as the more favorable technology of the two-meter trial by all employees. Other key aspects/criteria in which IPS outperforms the Duncan product as outlined by staff include: ·Visibility of screen content (larger screen size and user-friendly screen angle) ·Ability to modify text within meter screens (advertisements and clearer messaging) ·Angle of credit card slot (better egress and readability of cards under damp/rainy weather conditions) ·Overall uptime (IPS meters are off-line due to jamming or error far less than Duncan meters) ·Enforceability lights have better visibility due to angle and LED power on meter head ·Easier to pull and view customized revenue reports ·Vendor issue-response time As an additional approach to gathering input regarding the meter trial, a discussion board and public survey were posted on the City’s new online community engagement portal -SpeakupHermosa.org - and promoted locally both via social and local news media.Though less one-sided as City staff’s Hermosa Beach Printed on 3/24/2015Page 4 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 preference over the IPS ‘M5’, the graphic below shows meter preference results from the public SpeakupHermosa survey (with 90 people responding): In moving forward with a large purchase of meters and expansion of credit-card operable technology to broader areas of the City, staff strongly believes that the IPS ‘M5’ will provide the City with the most sustainable and efficient single-space product on the market. Furthermore, despite IPS’ higher costs in monthly data management and transaction fees moving forward (see Table #3), staff believe there are clear benefits that cannot be overlooked that would be gained from selecting meters moving forward that have proven to be more reliable, customer friendly and easier to manipulate. Table #3 Fees Duncan IPS Monthly Wireless Per-Meter Fee $5.25*$8.00 Yearly Wireless Per-Meter Fee $63 $96 Gateway Per-CC Transaction Fee $0.03 $0.06 *This price reflects Duncan's proposed discounted rate moving forward. Currently, Duncan charges $8.50. As staff eventually hope to move the City towards replacing Duncan multi-space-meters in Lots A, B and C as part of a subsequent phase, there is also the potential for additional benefits of scale by having meter products Citywide from one sole vendor. An added benefit of choosing IPS is that the company has a partner agency based here in Hermosa Beach, which is available to assist with service issues. Phase I Parking Meter Purchase The proposed purchase and installation of 471 IPS single space electronic parking meters (451 meters for curbside spaces in commercial areas, and 20 meters for spare units) will provide visitors Hermosa Beach Printed on 3/24/2015Page 5 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 and residents with the ability to use major credit cards instead of coins to pay for parking in all ‘silver post’ meter locations throughout the City’s commercial areas. The IPS meters can withstand climate and moisture issues, have backlit displays and large tactile buttons for easy visibility and use, and offer a variety of programming options for City staff. Based on discussions that have occurred with IPS representatives and other cities that use IPS’ ‘M5’ single space electronic parking meters, staff anticipates that the expected service life of the IPS meters will be ten years. Included in the purchase of the IPS meters is the Data Management System (DMS) back-end software. Benefits of the DMS software include the ability to track revenue by month, day, hour, location, wireless rate adjustment, remote graphic adjustment to the meter screen, and the ability to program the meters to operate in accordance with posted signs and rules of occupancy. Additionally, meters can be easily programmed to adjust for flexible pricing models such as the Demand Pricing rates employed as part of the pilot program. The DMS can also be programmed to send staff alerts via text message and email when the meters’ coin bins are full. In accordance with Municipal Code section: 3.12.140, sub-paragraph ‘F’, the IPS single space electronic parking meters will be acquired via the City of San Rafael’s contract for purchase of the identical IPS meters. The City of San Rafael published an RFP to replace their parking meters in July 2013. Based on San Rafael’s evaluation and review through this competitive process, IPS was awarded the purchase and installation contract. Considering that Hermosa Beach has already implemented a comprehensive side-by-side comparison alongside existing Duncan ‘Liberty’ meters and an extended trial of the IPS ‘M5’, staff are convinced that the latter is the best product and have therefore opted to employ this method of purchase. IPS has agreed to extend all RFP response pricing and contract terms to the City of Hermosa Beach (including the discounted price of $475/unit vs. present standard rate $495/unit). IPS is responsible for the installation of the single space electronic parking meters and City staff will contemporaneously inspect the installations to ensure the quality deployment of the new meters. Additionally, IPS will provide the City with a limited twelve month warranty from the date of installation of the meters or a fifteen month warranty from the date of delivery, whichever is sooner. There is also an option to purchase an additional twelve month warranty for $18,000 that can be exercised at any time prior to the expiration of the initial warranty. Current handheld Citation Writer hardware used by parking enforcement staff is compatible with new meters. Meters purchased as part of this phase will be installed beginning on July 1st, 2015. Phases II & III Meter Conversions Equipping the City with 21st century parking technology is essential to conducting adequate and sustainable business and providing first-class services for Hermosa Beach residents. Based on pilot program findings outlined above and growing concerns from the public, business community and the City’s parking enforcement officers alike, staff is recommending a plan to begin converting all City meters to reliable, easy-to-use, credit-card operable machines over time. Independently of Phase 1 meter purchase and installation, staff plans to begin a study and trial of multi-space-meters in Lots A, B and C - in response to ongoing complaints and technical issues with the existing Duncan multi-space meters in those locations. A formal report and recommendations for moving forward would be brought to Council in the following months (Phase 2). Hermosa Beach Printed on 3/24/2015Page 6 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 Ultimately, a longer-term goal for the City’s future is to replace the balance of coin-operated curbside meters with permanent smart meters citywide (Phase 3), utilizing pay by phone technology and meter availability tracking through software applications available to the public. A tentative timeline and cost estimate of Phases 2 & 3 is included below: Table #4 DRAFT TIMELINE: METER UPGRADES Estimate Phase 2: Summer/Fall 2015 - Lot A, B, C Multi-Space-Meter Conversion $105,676 Phase 3: Gradual Transistion TBD - Upgrade of remaining 1,130 coin-only 'Eagle' meters $585,058 *Estimates corrected and modified to reflect sales tax on 3/24/15. Meter Sensors & ‘Pay-by-Phone’ Technology The IPS single space electronic parking meters offer the option of installing Vehicle Detection System Sensors that communicate wirelessly to the IPS parking meter. Among other benefits, the sensors can be used to reset the meter time to zero when a vehicle vacates said parking space, thereby increasing the revenue opportunity to the City. Four sensors were installed for testing purposes on Hermosa Avenue as part of the pilot parking program. Although purchasing sensors has not been included within the scope of the current budget allocation request for Phase 1, staff will be testing the newest version of IPS dome-mounted sensors in the coming months and will return to Council with their findings and recommendations as part of Phase 2 upgrades. Once IPS single space electronic parking meters have been installed successfully throughout the City’s ‘silver post’ commercial locations, staff will also be consulting with different companies on the best options for enhanced payment through the use of parking applications via smart-phones. Fiscal Implications: Council approved the appropriation of $27, 300 on May 14, 2013 for the purchase of 26 meters to be placed in 15 minute (green zone) parking spaces, and 24 meters elsewhere in the City to replace broken or old meters. This amount is currently available in the General Fund (001-3302-5401). The remaining balance of $217,028.95 needed to purchase the additional 421 meters, as recommended, is available in the Equipment Replacement Fund. There will be ongoing costs for data service (wireless) fees. Funds are currently budgeted in the General Fund (001-3302-4201) through the end of fiscal year 2014-15 which cover the fees for 126 meters on Pier Avenue at a cost of $8.50/month. The data service fees for the new meters will decrease to $8.00 per meter per month. The total data service fees for the 451 meters to be installed in fiscal year 2015-16 will be $43,296. Funds for these fees will be budgeted in the General Fund. Attachments: 1. Meter Location Maps Hermosa Beach Printed on 3/24/2015Page 7 of 8 powered by Legistar™ File #:REPORT 15-0280,Version:1 2. RFP (City of San Rafael) 3. RFP Response (IPS Group Inc.) 4. Donation Meter Article Respectfully Submitted by: Nico De Anda-Scaia, Management Analyst Concur: Milton McKinnon, Police Captain Noted for Fiscal Impact: Viki Copeland, Finance Director Approved: Tom Bakaly, City Manager Hermosa Beach Printed on 3/24/2015Page 8 of 8 powered by Legistar™ (((((((((( (( (( (((((( (((((((((((( (((((((( (((((((((((((((((((((((((((((((((((( (((((((( ((((((( ((((((((((( ((((((((((((((( (((((( ((((((((((((((((((((((((((((((((((((((((((((((((((((((( ( ((((( (((( ((( ((( (((( (((((((((((((( ((( ((((((((((((((((((((((((( (((((( (((((((( (((((( ((((((((((((((((((((((((((( ((( ((( (( (((((((((((((((((((( (((((((((((((((( (((((((( ((((( ((( ((((((((((( ((((((( (((((( (( (((((((((( (( ( (( ((((( ( (( (Palm DrValley DrThe Strand8th StMa n hatt a n Av e Ardmore AveBayview DrProspect AvePacific Coast HwyMonterey Bl vdBeach Dr9th St 7th St 8th Pl 5th St 25th St 6th St 2nd St 10th St 14th St 3 0t h S t31st S t Gould Ave Sunset DrOcean Dr16th St 2 9 t h S t 3 1 s t P l 2 8 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St 1st Ct 15th St Hi ll St16th Ct 14th Ct Cypress AveLyndon St 13th Ct 9th Ct 11th Ct 15th Ct 12th Ct 8th Ct Pier Plaza 10th Ct 7th Ct Aviation BlvdCulper Ct6th Ct 11th Pl Alley Pine St5th Ct 4th Ct Ocean View AveMira StGravley CtCochise Ave2nd St 4th StCypress Ave10th St 13th St Loma Dr11th Pl Oak St 7th St 4th St Ar dmor e Ave16th St 4th StBeach Dr9th St 6th St 7th St 11th St 5th St 13th St 3rd St 1st St 11th St 7th St 10th St 3rd St Bard StParking Meter Locations ± Parking Meters !(Yellow !((Silver 1 | C i t y o f S a n R a f a e l CHAPTER 1 | EXECUTIVE SUMMARY Vendors are asked to outline briefly the entire scope of the proposal and key elements to which readers should pay particular attention. July 11, 2013 City of San Rafael City Hall, Room 209 1400 Fifth Avenue San Rafael, CA 94901 Re: Parking Services Parking Meter RFP Thank you for the opportunity to submit this response to the Parking Services Parking Meter RFP. We have thoroughly reviewed the RFP and Q&A Responses and are confident our proposal demonstrates why IPS is uniquely positioned to provide the City with an unparalleled level of support, complementary PROVEN product suite, and highest customer satisfaction at the lowest risk to the City. Our Solution/Implementation Approach Our goal is to develop a long-term partnership, rooted in open, honest communications, close cooperation and practical application of parking technologies. Our project approach is based on proven technology, seasoned team members, and solid experience using such technology to improve customer satisfaction and optimize and increase parking revenue. Proven Track Record Serving San Rafael In May through August of 2010, IPS was pleased to serve the City of San Rafael in a trial meter program. We hope that you feel as we do that this trial was a success – and the meters demonstrated virtually 100% uptime. For the City’s current plans, IPS is pleased to offer our fifth- generation single-space meter, the M5. In Chapter 3, we demonstrate how IPS meets or exceeds all of the City’s desired specifications. In addition, IPS is proud to offer a complementary product suite which includes in-ground vehicle detection sensors, smart collection system, a state-of-the- art Visual Analytics tool and customer-friendly mobile phone apps. The meter mechanism retrofits into the City’s on-street meter housings while incorporating additional payment options (credit/debit card, coins, smart card, pay-by-cell), access to real-time parking meter data, solar- power technology, and a comprehensive web-based meter management system. This combination represents the most cost effective and user friendly approach, and also provides the most simple and timely path for technology implementation. Proven Technology Translates into Lowest Risk to the City IPS Group is the undisputed leader in providing solar-powered, credit card-enabled single-space parking meters to municipalities in North America. IPS is proud to offer the City of San Rafael our fifth-generation meter, the M5. IPS operates over 100,000 such meters across the US and Canada, and has a strong presence in Northern California, with customers such as San Francisco, Berkeley, and Walnut Creek. We believe our project approach and extensive list of references provided in Chapter 2 will attest to our successes. By partnering with IPS, the City will 2 | C i t y o f S a n R a f a e l be deploying technology that has been proven in a variety of climates and on a large scale for several years. Approach to Pricing In Chapter 4 of this proposal, we highlight all costs involved with the purchase and operation of the IPS solution. We believe in full transparency which is why we outline all costs up front in order to eliminate any hidden future fees. Summary of Key Differentiators PROVEN Technology IPS is the only proven single-space credit card-enabled parking meter and vehicle detection sensor company able to fulfill the requirements of this bid. With over 100,000 meters installed in over 130 cities, and 8,000 vehicle detection sensors deployed, IPS has more experience with providing the products and services required in this RFP than all of our competitors combined. California Based IPS manufacturing is conducted in San Diego, California and we have additional support staff based in the Bay Area. Our dedication to the region ensures that we not only meet the City’s immediate needs, but are positioned to provide the very best ongoing support. Additionally, our engineering team, meter management systems, card processing systems and data storage are based in California, ensuring maximum security and the ability to quickly adapt to the future requirements of the City. Service Focused IPS is utilizing an extremely experienced and California-based team for the City of San Rafael project. IPS will assign a factory trained and certified technical support specialist for the City of San Rafael, in addition to regional support for sales and customer support to ensure a successful deployment. Parking Guidance and Enforcement IPS is the only meter company to offer proven sensor technology directly integrated with credit card enabled single-space meters in the U.S. We also offer parking guidance features through our partnership with California-based ParkMe. The ParkMe mobile application provides the City with an intuitive, customer friendly application for parking guidance. Information will be available in real-time to drivers to help them locate parking when arriving in San Rafael. Similarly, IPS will provide the City with an enforcement application and alerts that will direct enforcement officers to spaces in violation. Maps will allow officers to visually see where concentrations of violations are located so routes can be altered according to where tickets can be recorded. Our unequaled experience and ability to meet all of your technical specifications demonstrate markedly why IPS is the right solution for the City of San Rafael and the best long term partner for the City’s parking needs, not only today, but into the future. We clearly understand that the City is seeking the best meter and parking technology options available. We believe that when you compare the strength and experience of the IPS team, the convenience of the proposed solution, the ease of installation, and the superior total cost of ownership, that you will see a compelling story and agree that our team is uniquely positioned to provide the City of San Rafael with outstanding products, people, and support. We look forward 3 | C i t y o f S a n R a f a e l to the opportunity to work very closely with the City of San Rafael in the coming weeks and months, and to build upon the success of our trial. Respectfully, Chad P. Randall, Chief Operating Officer, IPS Group Inc. 4 | C i t y o f S a n R a f a e l CHAPTER 2 | VENDOR PROFILE Vendors may describe in narrative form the nature and history of their company, relationships with other vendors if proposing jointly, etc. Your three references should be included in this section. California-based IPS Group, Inc. has been in the parking and telecommunications business for nearly 20 years (starting in South Africa), with installations in the US, Canada, South Africa, United Kingdom, Australia and New Zealand. IPS began as a wireless telecommunications company, providing pay-phone solutions and telephone management systems to countries all over the world. Today, while our telecommunications experience sets IPS apart, our focus on designing, manufacturing, and supporting the best parking meter on the market has become our focus. Currently, IPS operates more than 100,000 credit card-enabled single- space parking meters across the US and Canada, in more than 130 cities. IPS is a privately held corporation, establishing our US based operations in 2000 and is headquartered at 5601 Oberlin Drive, Suite 100, San Diego, CA 92121. Supporting California’s economy, IPS’s manufacturing processes, final assembly, engineering, card processing, database management, and web-hosting services are all located in San Diego, CA, and many of our suppliers are also located in the State of California. We believe our experience in the technology and telecommunications industries has helped us create products that provide the best combination of convenience, user experience, enforceability and cost of ownership among any parking meter product in the industry today. IPS is the only PROVEN credit card-enabled single-space parking meter vendor with more than 100,000 credit card-enabled single- space parking meters across the US and Canada, in more than 130 cities. IPS has successfully configured and implemented these meter projects in more than 100 locations. In addition to establishing a strong reference base, IPS has been refining and advancing this technology and is offering the City of IPS Key Differentiators All manufacturing, credit card processing, data hosting, engineering and support services are based in California which drives our state economy and provides a high level of service to the City of San Rafael. IPS is the inventor of the credit card enabled single-space parking meter and has the most experience of any single- space parking meter company when it comes to credit card-enabled single- space parking meters Approximately 4 million credit card transactions are processed by IPS per month Approximately $140 million in total City revenue in 2012 generated by IPS meters IPS has more wireless devices deployed than our competitors combined. 5 | C i t y o f S a n R a f a e l San Rafael our fifth-generation model, the M5. As outlined in detail within our proposal, the M5 incorporates enhanced payment options, unsurpassed power efficiency, and access to our state-of-the-art Data Management System. Awards We believe our experience in the technology and telecommunications industries has helped us create products that provide the best combination of convenience, user experience, enforceability and cost of ownership among any parking meter product in the industry today. As evidence of such, IPS has been recognized with many awards including: First place in the Deloitte Technology Fast 50 (an honor bestowed upon the fastest growing technology companies) International Design Award, 2009 Clean Technology Award, 2009 Connected Word Value Chain Award, 2012 US Mayors for Excellence in Public/Private Partnership for Coin/Credit Parking Meter Technology Upgrade in the City of Los Angeles, CA January 2012. Vic Kops Humanitarian Award, Alonzo Awards, 2012 IPS Group References IPS is the only company with the proven technology and experience to provide the single-space solution the RFP has described. IPS has successfully demonstrated this technology in numerous cities across the country and has selected six references which demonstrate our strong presence in the region, as well as our ability to deploy meters and sensors on a large scale. It is important to note the sample projects described within this proposal are established contracts using single- space credit card-enabled parking meters, and are not trial projects or older style coin-only traditional parking meters. Project Reference #1 Jurisdiction/Customer: The City of San Francisco, SFMTA Population: 805,235 Make and Model: IPS Single Space Parking Meter – Model 147 Quantity of Meters Installed: 5,900 Project Dates: Trial in 2008/2009, SFpark in 2010 Primary Contact: Steven Lee, Director, Finance and Information Technology, Email: steven.lee@sfmta.com Tel: (415) 701-4592 Address: One South Van Ness, 8th Floor, San Francisco, CA 94103 Project Description: With 25,000 single space meters throughout San Francisco, the SFMTA manages the 4th largest on-street parking operation in the US. In 2009, IPS deployed a field trial, and subsequently, was awarded the new single-space credit card meter contract as part of the SFpark project in 2010. This project was the first of its kind to incorporate real-time data feeds from parking meters, sensors and other data sources in order to study the effect of changes in parking rates due to demand. IPS is the sole provider of the single-space meters for this innovative project. 6 | C i t y o f S a n R a f a e l Project Reference #2 Jurisdiction/Customer: The City of Los Angeles Population: 9,830,420 Make and Model: IPS Single Space Parking Meter – Models 147/ 795 Project Dates: Trial in 2009, Procurement starting August 2010 Quantity of Meters Installed: 33,000 in total (5,600 in ExpressPark™) Primary Contact: Daniel Mitchell, Senior Transportation Engineer, Parking Meter Division, Email: Dan.Mitchell@lacity.org, Tel: (213) 473-8276 Address: 555 Ramirez Street, Los Angeles, CA 90012 Project Description: With 40,000 metered spaces meters throughout Los Angeles roadways, this is IPS’s largest account to date. Initially starting with a trial of 800 meters in 2009, Los Angeles has procured 33,000 IPS Single-Space Meters through a lease-to-own agreement as well as the most recent RFP for the Demand-based pricing LA ExpressPark™ project in 2010. The lease-to-own option was a way for the City to rapidly upgrade meters at a time when the budget would not allow. It was through this innovative partnership that both IPS and the City of Los Angeles were recognized for an Award of Excellence in a Private/Public Partnership by the US Conference of Mayors. Based on an official City report, LADOT reported the following after installing the first 10,000 IPS meters: IPS meters operating at greater than 99% up-time Complaints to the Meter Hotline down 55% (for all meters Citywide) Parking meter citations up 15% Contested meter citations are down 75% Meter revenue has increased nearly 50% Credit card payments account for more than 40% of meter revenue Estimated net increase of $3 million annually In parking meter revenue Project Reference #3 Jurisdiction/Customer: The City of Santa Monica Population: 88,000 Make and Model: IPS Single Space Parking Meter – Model 795 Project dates: Trial in Spring 2011, contract award in Fall 2011 Quantity of Meters Installed: 6,000 meters and 6,000 sensors Primary Contact: Frank Ching, Parking Administrator, Email: frank.ching@smgov.net , Tel: (310) 458-8299 Address: 1717 4th Street, Suite 150, Santa Monica, CA 90401 Project Description: After a successful trial during the summer of 2011, Santa Monica approved a contract to procure a city-wide upgrade of all 6,000 on-street meters, along with 6,000 vehicle detection sensors. All 6,000 meters were installed in a two month period, in the months of December 2011 and January 2012, with the vehicle sensors completed during the Summer of 2012. 7 | C i t y o f S a n R a f a e l Project Reference #4 Jurisdiction/Customer: The City and County of Denver Population: 600,158 Make and Model: IPS Single Space Parking Meter – Model 795 Project Dates: RFP & Trial in 2008/2009, purchase in 2010 Quantity of Meters Installed: 6,000 meters and 500 sensors Primary Contact: Bill Miles, Manager 1, Department of Public Works, Email: bill.miles@denvergov.org, Tel: (720) 913-8509 Address: 201 Colfax Ave. Denver, CO 80202 Project Description: The City of Denver’s move to accept credit card as a paid parking option is a cautionary tale for multi-space. To date, Denver has 6,000 IPS single-space, credit card-enabled meters. Initially, and prior to 2008 when the IPS meter was not yet on the market, the City of Denver began purchasing multi-space meters. After customer and merchant backlash, primarily in the Cherry Creek shopping district, the City learned of the IPS meter and began a trial. With great success in just a few months’ time, the City decided to remove several multi-space machines and replace them with the IPS single-space meter. Project Reference #5 Jurisdiction/Customer: The City of Berkeley Population: 113,905 Make and Model: IPS Single Space Parking Meter M3 and M5 Project Dates: Trial 2009, 2010; Program Expansion September 2012. Quantity of Meters Installed: 1,500 meters Primary Contact: Danette Perry, Email: DPerry@ci.berkeley.ca.us, Tel: (510) 981- 7057 Address: 1947 Center Street, 3rd floor, Berkeley, CA 94704 Project Description: Following a successful trial in 2009, the City of Berkeley approved an additional purchase of the new fifth generation IPS meter, the M5, bringing the total number of meters in Berkeley to 1,500 to date. Project Reference #6 Jurisdiction/Customer: The City of Walnut Creek Population: 65,211 Make and Model: IPS Single Space Parking Meter and Vehicle Detection Sensors Project Dates: Trial in 2010; Procurement and Program Expansion 2010-2013 Quantity of Meters Installed: 1,600 meters and 1,000 sensors Primary Contact: Matt Huffaker, Assistant to the City Manager, E-mail: huffaker@walnut-cree.org, Tel: (925) 256-3580 Address: 1666 North Main Street, Walnut Creek, CA 94596 Project Description: 8 | C i t y o f S a n R a f a e l The City began with a trial of 31 IPS single-space parking meters in April 2010. Due to the immediate success of the trial, the City quickly procured the trial meters and added another 71 within one year. In January of 2013, the City had updated most of their mechanisms citywide and now has 1,600 IPS SSPM. Additionally, the City issued an RFP for vehicle detection sensors which was subsequently awarded to IPS. As of May, 2013, the City now has 1,000 vehicle detection sensors installed and operating in conjunction with the IPS meters. 9 | C i t y o f S a n R a f a e l CHAPTER 3 | SYSTEM SPECIFICATIONS 3.1 General a. The electronic single-space meter mechanism and sensor shall be constructed of all new materials. IPS complies. The M5 meter and sensor are constructed of all new materials. b. Meters and sensors must be able to effectively operate in the weather conditions experienced in the City of San Rafael, California including but not limited to, rain and temperatures of minus 25 degrees Fahrenheit to plus 150 degrees Fahrenheit. After proving our meters during a four month trial in 2010, IPS complies. The M5 meter mechanism has been independently certified to operate in temperatures ranging from -40 degrees to 185 degrees. In addition, IPS meters are installed in extreme climates such as Minneapolis, MN and Phoenix, AZ, and in similar climates to San Rafael such as Walnut Creek, Berkeley and San Francisco, CA. c. Must be able to retrofit both Duncan and POM meter housings using existing keys. IPS complies. The M5 will retrofit both Duncan and most POM housings using the existing keys. d. Solar powered panel that recharge internal batteries is preferred but not required. Solar power must be able to operate effectively on city streets that have 2-4 story buildings and large trees. IPS complies. IPS meters are powered by a patented combination solar power and battery system. The solar panel on the back side of the meter allows for constant recharging of the battery with ambient light. This GREEN energy source provides a battery life which can last up to five years. A nominal amount of ambient sunlight keeps the battery packs charged. Primary Cell technology keeps the unit operating, even with minimal sunlight and acts as the back-up battery. IPS meters are deployed in many large cities with multiple story buildings such as San Francisco and Los Angeles as well as in parking garages in Honolulu. e. Must retain audit data despite battery failure or removal. IPS meters in downtown San Diego 10 | C i t y o f S a n R a f a e l IPS complies. IPS meters use non-volatile flash memory for the secure storage of all meter event and transaction information as permitted by PA-DSS and PCI-DSS requirements which can store information indefinitely. As such there will be no loss of audit data in the event of a battery failure or removal. f. Backlight feature for night time visibility, with programmable duration ability. The M5 features a large, backlit LCD display. Meter backlight is activated by any button push or by initiating the payment (e.g., coin drop, credit card or smart card insertion), and remains illuminated for 20 seconds. However, the City can customize the backlight settings via the Data Management System (DMS). g. Alphanumeric LCD display with clearly visible numeric digits to enhance the display of hours and minutes (HH:MM). IPS complies. The M5 features an alphanumeric LCD display which shows the time in the desired HH:MM format. The display can feature graphics and text in any language. h. On LCD display “out of order” or “coin only” or “card only” when unit is partially or completely “out of order.” IPS complies. If the coin slot is inoperable, IPS meters will display a screen directing the motorist to alternate payment options, such as "Card Only" for payment and will accept credit/debit, smart cards, and pay-by-cell transactions. If the card reader is not functioning or there is loss of wireless connectivity, the meter will continue to accept payment by coin. In the event that the meter is inoperable, the meter will display “Out of Order” and an alert will be generated in the Data Management System (DMS) notifying the City. i. On LCD display of “No parking” symbol or equivalent required to show “No parking” when unit is totally “out of order.” IPS complies. The meter will show “Out of Order” if the unit is not operable. j. Rear display on street side must have a red flashing display to indicate “meter expired.” IPS complies. IPS meters utilize highly visible LEDs in both the front (red, green and yellow) and the back (pairs of red, green and yellow) of the meter to provide a status indication for enforcement. The purpose of the rear facing LEDs are for in-car enforcement and larger distances. The front LEDs are for the user as well as enforcement. The LEDs are capable of being configured to a specific rate of flashing and can be turned on or off during paid, expired, idle and grace period. k. The single space meter and sensor must be wirelessly networked and connected to a management system. The M5 is capable of displaying text, graphics, public alerts and advertisements 11 | C i t y o f S a n R a f a e l IPS complies. Each IPS meter and sensor is wirelessly networked to a web-based Data Management System (DMS) which allows the City to remotely program the meters. l. Single space meters and sensors are to operate in an independent network environment, meaning that each meter and sensor is wirelessly enabled to communicate without installation of any additional network equipment or additional infrastructure. IPS complies. All IPS meters are wirelessly networked to our web-based Data Management System which means that no additional communications infrastructure is required. m. Proposer’s single space credit card capable meters and sensors must be established and in operational use by a public parking agency for a minimum of twelve (12) months prior to the proposal deadline, excluding testing situations. IPS complies. IPS currently operates more than 8,000 vehicle detection sensors across North America, excluding product trials. We invite the City to contact our sensor-specific references for more information. CUSTOMER: City of Santa Monica, CA Reference: Frank Ching, [frank.ching@smgov.net], (310) 458-8299 Scope of Work: 6,000 meters and 6,000 sensors Project Dates: April 2012 - current Diagram depicting flow of communication from meter/sensor to DMS 12 | C i t y o f S a n R a f a e l CUSTOMER: City and County of Honolulu, HI Reference: Rae Gee, [rgee@honlulu.gov], (808) 768-8357 Scope of Work: 360 meters and 360 sensors Project Dates: May 2012 - current CUSTOMER: Downtown Tempe Community, Inc. Reference: Adam Jones, [adam@downtowntempe.com], (480) 355-6070 Scope of Work: 250 meters and 250 sensors through IPS lease-to-own program Project Dates: Trial in April 2011, program expansion in Spring 2012 CUSTOMER: City of Walnut Creek, CA Reference: Matthew Huffacker, [huffacker@walnut-creek.org], (925) 256-3580 Scope of Work: 1,600 meters and 1,000 sensors Project Dates: April 2013 – Current n. Proposer’s company must be able to provide on-going support and service to City staff after purchase and installation. Please submit how your company will provide such support and service. IPS complies. Customer support is an important piece to any successful vendor/City partnership and IPS understands that support must be consistent, effective, reliable, and to continue throughout the life of the contract. Customer Support: IPS will have a dedicated project manager for the City of San Rafael, who will provide ongoing software support, including configurations, training, troubleshooting, and analysis. The project manager will oversee all facets of the meter installation(s), and will be the single point of contact for the City throughout the life of the contract. The project manager will be available during normal business hours and after hours for emergencies. Technical Support: IPS is committed to providing ongoing local technical support on-site as needed (IPS has a technician based within the Bay Area region) and off-site support through our corporate office. Technicians will be available during normal business hours and after hours for emergencies. IPS is also prepared to locate a full time on-site technician for the City, and is pricing this option in the proposal response. Sales Support: Lauri Keller, Director of Sales West Coast will be the City’s sales contact for the life of the contract. Lauri will ensure all of the City’s needs are being met and will introduce new products and services to the City as they become available. o. ADA compliant. IPS complies. As a retrofit solution, IPS meters are ADA-compliant, and assumes that the City’s current meters are already ADA-compliant. p. City will receive all commercially released software updates applicable to the system at no additional cost. Updates are identified by an increase in the digit(s) to the right of the last decimal in the model number of the software. 13 | C i t y o f S a n R a f a e l IPS complies. Meter Management System software updates will be provided to the City as they become available at no additional charge. Any additional costs associated with a custom request or any update that results in additional meter wireless data may incur a fee and would be quoted to the City in advance. q. At least a 24 month warranty. IPS complies. Each IPS meter includes a 12-month limited warranty. Pricing for an extended warranty is included in Chapter 4. 3.2 CREDIT CARD a. The vendor shall provide a secure gateway service to provide for secure, encrypted, credit card data transmission to the City’s merchant account provider. IPS complies. IPS does not require a 3rd party for card processing services and is a certified PCI-DSS level 1 gateway provider. b. Meter mechanism must accept Visa, MasterCard, and American Express credit cards and debit cards with the same designations, at a minimum. IPS complies. The M5 accepts payment by Visa, MasterCard, Discover and American Express, as well as debit cards, smart cards, pay-by-cell, and is capable of accepting NFC and contactless payment. c. Meter that can incorporate smart card and/or pay by phone technology if possible. IPS complies. The meter can accept smart card payment. Additionally, IPS meters already have the ability to interface with pay-by-cell vendors such as ParkNow, ParkMobile and PayByPhone (formerly Verrus). This is a standard feature that IPS can provide at the direction of the City. Furthermore, IPS meters are the only meters capable of displaying time purchased via a cellphone app. d. Credit card reader mechanism must be able to process all credit cards, debit card transactions by obtaining authorization in real time. IPS complies. All credit/debit card transactions are authorized in real time. e. All credit card readers shall be integrated into the internal meter mechanism. f. All credit card products shall be PCI PA-DSS compliant and all service providers shall be PCI- DSS Level 1 certified to protect cardholder data. IPS complies. IPS was the first single-space credit card- enabled parking meter vendor to become PCI-certified in 2008. Today we process over 60 million credit card transactions each year, safely and securely. Please see IPS meters deployed in City of Los Angeles’ Express Park Program. 14 | C i t y o f S a n R a f a e l the Appendix for copies of our PCI and PA-DSS certifications. Additionally, we invite you to verify the status of other vendors at the following website: https://www.pcisecuritystandards.org/approved_companies_providers/vpa_agreement.php g. Responding proposer must comply with, and be listed as a valid service provider for Visa Cardholder Information Security Program (CISP) and the MasterCard Site Data Protection (SDP) programs. IPS complies. IPS is listed as a valid service provider for the Visa Cardholder Information Security Program (CISP) and the MasterCard Site Data Protection (SDP) programs. h. All proposing vendors must submit PCI compliance certificates as part of their submission. IPS complies. Please see Appendix for copies of our PCI certificates. i. Mechanism shall adjust the amount of time purchased with a credit card and show the equivalent amount of time purchased. IPS complies. Once the customer inserts the credit/debit card, the amount of time purchased can be increased/decreased using the keypad which will be displayed on the meter. j. Mechanism that must be able to cancel the credit card transaction should the purchaser decide to not proceed with the transaction. IPS complies. The user may cancel the transaction at any time simply by pressing the “Cancel” button. k. Mechanism must have wireless reporting, management systems functions and credit card transaction capability via GSM, CDMA or equivalent wireless network configuration. IPS complies. With the latest model, the M5, IPS can provide either a GSM or CDMA option. IPS will conduct a signal strength test in the City to determine the best possible option, if desired by the City. l. In the event of a malfunction to the coin acceptor, the meter must be able to independently function using a credit card. IPS complies. In the event of a coin jam, the meter will continue to accept payment by credit/debit card, smart card, and pay-by-cell. 3.3 COIN ACCEPTANCE a. Must accept at least four different U.S. coin types $0.05, $0.10, $0.25, and $1.00 coins at a minimum, with optional acceptance of new coins and tokens. Customer can navigate the transaction using four-button keypad. 15 | C i t y o f S a n R a f a e l IPS complies. The M5 accepts all US coins. Furthermore, the City can program the acceptance of new coins and tokens via the DMS. b. Coin chute or coin acceptor must allow for easy access for removal of foreign objects or other types of coin jams. IPS complies. No special tools are required to clear a coin jam. In the event of a jam, an alert will be triggered in the DMS and an email or text message will be sent to the appropriate City staff. c. In the event of a malfunction of credit card acceptance, the meter must be able to independently function with coins. IPS complies. In the event of a card reader malfunction, the meter will continue to accept payment by coin. Furthermore, an alert will be triggered in the DMS notifying City staff of the malfunction. 3.4 COMMUNICATION AND PROGRAMMING SPECIFICATIONS a. Mechanism must be programmable via a wireless network. IPS complies. Each IPS single-space parking meter is integrated into a web-based data management system (DMS), in which the data is stored on central servers hosted by IPS. b. 365 day real time calendar clock which is synchronized with a centralized server. IPS complies. c. Programmable for automatic daylight savings time (DST) change and update of DST via the wireless system as well as capability of loading DST changes for multiple occasions. IPS complies. The City can configure the meter to automatically recognize the DST time change via the DMS. d. Time of day clock must track the day of the week. IPS complies. The day of the week, date, and time will be displayed at the bottom of the screen. e. Programmable feature options with capability to change wirelessly, standard rate operation, time of day operation, day of week operation. City of Berkeley 16 | C i t y o f S a n R a f a e l IPS complies. As shown in the sample screenshot below, the City can wirelessly configure the rates depending on the day, time, special event, etc. f. Mechanism that can take prepayment of meter in non-paid working hours and the time is held for use within the next paid working hours operational time period. IPS complies. As shown in the screenshot above, the City can program a pre-payment period which will allow customers to pay for parking prior to enforcement time. g. Mechanism must be configurable to define “No Parking” times. IPS complies. “No parking” times can be configured in the DMS. Configuration programming is very intuitive and can be easily done by IPS or City personnel in the DMS. h. Mechanism must be able to have the option to require a minimum amount of time to be purchased prior to meter registering time. IPS complies. The City can define the minimum amount of time to be purchased via the DMS. i. Mechanism must be able to record the value of coins validated and retrieve audit information via the wireless based management system. IPS complies. Each coin validated will be registered in the DMS. The City can access this information via the wireless management system in reports such as Coin Collection by date, route or collector. 17 | C i t y o f S a n R a f a e l j. Mechanism shall reset to zero the audit register after each transfer of audit information to the management system. IPS complies. The mechanism will reset to zero after each transfer of audit information to the DMS. k. The wireless based management system should enable the control of mechanisms from the central office, to enable the quick and effective changing of data related to each mechanism, the replaced unit and the replacement unit. IPS complies. The City can remotely and automatically configure the mechanisms via the DMS. l. The wireless based management system should have the capability to track audit amounts by mechanism, route and any selected meter configuration thereof. IPS complies. The Inventory Detail report will show which mechanism is installed where and when it was installed. This report will also show what firmware version and what configuration is assigned, as well as which RFID tag it is assigned to. All of this information will allow the City to track audit amounts by mechanism, route, or any selected meter configuration. m. Login and access to the wireless based management system via the internet. IPS complies. Only authorized users will have access to the DMS which is secured via user name and password. n. All mechanisms must be able to report in to the wireless based management system. IPS complies. Each IPS single space parking meter is integrated into the web-based DMS in which the data is stored on central servers hosted by IPS. This data transfer happens automatically and does not require personnel to interface with each meter to retrieve data. o. Management system must be on line and security provided via password protection. IPS complies. Authorized users must have a user name and password to access the DMS. p. Real time alarm and status reporting for maintenance via wireless based management system. IPS complies. In the event that a meter requires maintenance, an alert will be triggered in the DMS and the appropriate maintenance staff will be notified via email or text message. The screenshot below shows a sample Faulty Meters report which summarizes the error, the time and date of the alarm. 18 | C i t y o f S a n R a f a e l q. Management system must be able to notify service technicians and key personnel of fault and status issues via email or text. IPS complies. In the event that a meter requires maintenance, an alert will be triggered in the DMS and the appropriate maintenance staff will be notified via email or text message. r. Real time revenue and payment information via management system. IPS complies. s. Management system to provide a full set of reports including revenue for all transactions, by meter, by route by zone, by redefined zone, across any period specified by used, (day, week, month) or any period defined within the data set) including audits, maintenance. IPS complies. We provide a full set of data and Management, Financial and Maintenance Reports, and the data can be exported into other software packages such as MS Excel, MS Access, CSV, etc. should the City have any specific requirements. Some of the most common management system reports include: Daily, Weekly, Monthly and Annual Total Revenue Reports from City level down to meter level, by payment type; Daily / Monthly credit card auditing and reconciliation, types used and searches; Coin collection by date, routes, collector; Monthly citywide statistics for meters, average number and value of transactions. t. Mechanism as controlled and accessed by the wireless based management system should be able to accommodate simple and complex dynamic rate structures that can be changed via the wireless based management system. IPS complies. The ability to vary rates throughout the day and as needed is one of the great features of the IPS meter. The rate changes can be made remotely via the management system. u. Vendor will be responsible for the installation, testing, and commissioning of all parking sensors, network hardware and software. Vendor will also be responsible for acquiring necessary permits from the appropriate City departments prior to commencing work. IPS complies. IPS will be responsible for installation, testing, and commissioning of all sensors, network hardware (meters) and software. IPS Vehicle Detection Sensors are able to be installed much faster than other sensor companies for the fact there is no additional network hardware to install other than the meters themselves. 19 | C i t y o f S a n R a f a e l Implementation Plan IPS has more wireless, credit card enabled parking meters installed than any other company. The knowledge base developed during the installation of more than 100,000 such meters and 8,000 such vehicle sensors is unique and not at all like implementation of traditional meter systems. The IPS experience factor also ensures that the very best project management practices shall be followed as part of this project with the City of San Rafael, meaning lower technology and implementation risk to the City. Ultimately, IPS wants to develop a long term partnership with the City and is prepared to work very closely with the City to achieve the desired milestones and timeline requirements. IPS will designate a Project Manager to be the single point of contact throughout the installation for the purposes of providing a single-space meter/sensor system to the City as part of the contract. This includes a regular meeting schedule to set expectations, ensure proper ongoing communication, timeliness of meeting the implementation requirements, and ongoing support of all customer requirements. In support is a team of very experienced technical and customer support personnel to assist with training, installation, on-site support and ongoing support. Below is an implementation plan designed to convey the intended method for servicing the requirements of this contract, including a general timeline with key milestones. A more detailed schedule will be presented to the City once the final quantities and project inputs are provided during the contracting phase. Installation/Implementation Schedule Below is an anticipated schedule of events based on the signing of a contract or approval to proceed from the City. The Target timeline listed below relates to the Notice to Proceed (“NTP”) that the City will give to IPS upon receipt of a fully executed contract. Many of these activities are happening in parallel. Sensor Deployment Task (Key Milestones) Party Target Timeline Notice to Proceed City August 2, 2013 On-site Project Management Meeting City/IPS August 9, 2013 Development of Public Outreach Plan City/IPS Immediately Receipt of all required system setup information (credit card, meter configuration, and management system access rights) City August 23, 2013 Testing of all setup information IPS August 30, 2013 Training of City/Parking Personnel Completed IPS August 30, 2013 Duration of On Site Installation (meters and sensors) City/IPS 6-8 weeks System Live Date IPS October 16, 2013 Follow-up City/Parking Personnel Training Sessions (as needed) IPS October 21-25, 2013 20 | C i t y o f S a n R a f a e l Marketing/Public Education IPS and ParkMe (if chosen as partner with the City) will work closely with the City to ensure proper messaging and public awareness is conveyed through multiple media, including but not limited to: grassroots flyer distribution, press release, and multi-media outlets. Our experience working with many cities through the installation process and incorporating the right messaging for the upgrade make us uniquely positioned for this proposal. This program can be further customized with additional input from the City. Meter Installation Procedure IPS meters are very intuitive to install. Below is a set of images that highlights the primary elements of the process and generally takes 1-2 minutes per meter. Step 1: Unlock the Meter. Step 2: Remove the Dome and Mechanism. Step 3: Install RFID tag. Step 4: Install IPS Dome and Mechanism. Step 5: Lock the Meter. 21 | C i t y o f S a n R a f a e l Sensor Installation Procedure Installation Procedure Party Target Timeline Obtain necessary permits City/IPS Prior to sensor installation Ensure parking spaces are empty (no cars) for install City Prior to installation Measure and mark location for sensor IPS 1 minute Drill core (generally outsourced to a professional contractor) IPS 8-10 minutes Remove core and clean out void IPS 2 minutes Verify sensor is communicating to the meter IPS 1 minute Perform baseline of sensor IPS 2 minutes Place sensor into hole and apply epoxy sealant IPS 3 minutes Verify proper operation of sensor IPS 1 minute Preparation IPS/City will obtain proper permits for sensor installation IPS will also obtain all system setup information for meters, sensors and all associated business rules. Delivery of Product IPS guarantees delivery, installation of all sensors and fully operational back end system in accordance with the timeline provided in this proposal. IPS is prepared work with the City to meet deadlines associated with the kickoff project date. City will provide shipping address and location such that sensors or any other materials can be delivered and securely stored prior to installation. This should mean that sensors in boxes should be stored indoors or at least have covering from rain or other weather. City will provide the means to receive and unload freight or shipped boxes from freight carrier or forwarder. If this is not possible, City will notify Contractor so that alternate arrangements can be made. Product Installation With all projects, IPS supervises and participates in the installation of IPS products. IPS will coordinate with the City to organize IPS Staff and City employees (those involved in ongoing maintenance and operations of the single space meters and sensors) for the install. IPS will ensure that sensors are installed correctly, functioning properly, and are approved by the appropriate City personnel. Installation will take place during business hours or as requested by the City. 22 | C i t y o f S a n R a f a e l v. Vendor may describe in detail any additional features or services that can be included with your system that would benefit the project. If additional features require additional costs, please disclose all associated costs. The City shall consider these additional features as optional. In addition to the product offering given in this proposal as requested by the City, IPS offers a best-in-class suite of proven technologies, such as vehicle detection sensors and smart collection systems. Below is a sampling of the state-of the-art technology available to the City of San Rafael. The IPS On-Street Vehicle Detection System The IPS Sensor System is designed specifically to pair only with IPS meters in order to provide the most cost effective vehicle detection system available on the market today for on-street metered spaces. Please note, the IPS system is not designed to be used to monitor un-metered spaces. The IPS sensor communicates directly with IPS meters and data is transferred using the available cellular link inside each IPS meter. We believe this to be the preferred and most cost effective method vs. installing an additional wireless communications network that would be mounted on City utility, street light, and traffic signal poles, consume City electricity and be difficult for the City to maintain. In addition, we believe that it is imperative that the vehicle detection sensors communicate directly with the parking meter in order to allow meters and sensor systems to make local decisions vs. requiring local decisions to be made by a back-end management system. This is especially true if the City would like to allow a courtesy time capability, meter reset capability, anti-meter feeding or directed enforcement. Finally, and very importantly, IPS uses magnetic based sensing, which is the most accurate and reliable technology available in the world. It is not prone to the negative effects of snow, rain, people standing between a meter and a parking space, or vandalism as on-pole sensors are. All of these environmental factors will negatively impact the performance of any ultra-sonic and other “line-of-sight” sensing technologies or “pole mounted” technologies. Installation The installation process of the IPS embedded sensor requires approximately 5-10 minutes per space. A 3 inch diameter by 2.5 inch depth core is drilled into the street space, the sensor is inserted into the hole, and a DOT grade epoxy is used to seal the sensor into the ground. The number of teams installing sensors can be scaled in order to meet the installation schedule required. Benefits of IPS Sensors Only PROVEN sensor technology currently deployed in the US. Ability to reset the meter to zero when a vehicle departs the parking space Ability to prevent meter feeding, thereby generating turnover. Ability to offer courtesy time resulting in positive public acceptance of the meters. Access to real-time occupancy data. Installed under the ground, eliminating the need for additional infrastructure. Increased revenues. 23 | C i t y o f S a n R a f a e l New Sensor Technologies IPS is always investigating new sensing technologies, installation methodologies and unique features. However, IPS also understands that the City of San Rafael wishes to implement proven sensor technologies, which is exactly what IPS is offering for this RFP. IPS has additional technologies in development, and would be very pleased to trial such new technologies when they have been fully proven to meet the same level of performance, longevity and accuracy of our proposed solution. Sensor Reporting Features Sensors report directly to the IPS meter, which communicates to the IPS Data Management System. Through the management system the City will be able to look at real-time occupancy in multiple formats, including via Google Maps. These tools will assist the City in directing enforcement to spaces in violation and can be directed to mobile devices. We believe our ability to reset the meters to zero function and the occupancy and enforcement tools will ultimately give San Rafael the best solution to increase revenue and collect valuable data. ParkMe Mobile Guidance Application IPS Group can partner with ParkMe to offer the City of San Rafael an intuitive customer interfacing application, which has been tested and proven effective in numerous cities. The ParkMe mobile phone application will alert the driver to the location of available parking spaces and displays the various costs of parking areas on the map. Drivers will be able to find spaces in real-time and space availability will be the most accurate in the market today. To the left you will see the mobile application for ParkMe. This app provides users with detailed information regarding rates, hours, spaces available, and the maximum stay. Real-time Occupancy Report Sensors provide the City with valuable occupancy data which can be viewed in multiple formats. Mobile Guidance App With IPS sensors ParkMe can provide a mobile parking guidance app which alerts drivers to vacant parking spaces. 24 | C i t y o f S a n R a f a e l Option to Reset the Meter The IPS sensor has the ability to reset the meter with paid time. This is a feature more cities are using as technology advances. This is City policy and the feature can be enabled or disabled easily in the DMS at any time. IPS Enforcement Application IPS Group also offers an intuitive, proven enforcement application other customers are currently utilizing. Both maps and alerts are used to send enforcement to spaces that are occupied, but have not paid. Below you will find an example of a real-time enforcement maps application currently in use. Smart Collection System As part of the IPS smart technology suite, the Smart Collection System offers additional accountability in the collections process. The IPS cash tracking system gives customers access to additional collection systems data and provides greater transparency for their collections program. Wirelessly paired with IPS meter to transmit information to web-based Data Management System Coins are counted by smart cans for dual accountability Automatically registers the collector via key fob IPS Enforcement Application The IPS Enforcement Application alerts the City to spaces that are occupied and unpaid. 25 | C i t y o f S a n R a f a e l Time stamps when the collection can is removed, deposited and if correct can is returned Powered by “green” rechargeable battery system IPS Visual Analytics Tool The IPS Data Management System (DMS) is the most advanced meter backend system available in the single-space market today. Reporting features and analytical tools have been developed and refined at the request of our customers, ensuring practical application and functionality for all IPS customers. Our flexible management system platform allows for customization to meet the needs of the City of San Rafael, which is above and beyond industry standards. In addition to our advanced DMS, IPS has developed a Visual Analytics tool which allows users to identify patterns and analyze data. This tool can be used to make informed data-driven decisions based on past and current trends and is accessible by mobile devices and laptops. Visual Analytics reports include: Alerts Coin Collection Forecasting Inventory Occupancy Revenue 26 | C i t y o f S a n R a f a e l w. The city requires the ability to integrate meter data with smart city/smart parking systems in the future. In order to enable this, the meter vendor must make accurate real-time data available to the city or its selected smart parking/smart city provider at no additional fee. The payments shall be published to a meter status and payment API (Application Programming Interface) of the city's choice with maximum payment latency of 120 seconds or less. In the event of equipment failure, a failure status shall be posted within 60 minutes of the outage start. Excluding meters with reported equipment failure, a minimum of 99.5% of all meter payments must be published to this API. IPS complies. Our experience with real-time data applications and smart parking systems is unparalleled as a result of our involvement in the SFMTA SFpark and LA Express Park projects. IPS provides 100% of the credit card enabled single space parking meters associated with both of these innovative, data intensive, real-time parking projects. IPS has considerable experience publishing parking meter and sensor data to real time smart parking system. As such, IPS will meet or exceed the City’s 99.5% requirement. Today, IPS meter systems are achieving a data latency rate of 95% of all real time events reported in 120 seconds or less. We believe this is the highest level of data reporting and latency statistics of any real time system available in the market today. We recommend that the City of San Rafael contact both the City of Los Angeles and The City of San Francisco to discuss IPS data latency. IPS Visual Analytics Tool The Visual Analytics Tool allows the City to observe and forecast trends in revenue, occupancy and more. 27 | C i t y o f S a n R a f a e l 3.5 TRAINING SPECIFICATIONS IPS recognizes that the City requires a very rigorous training program. As such, we will provide as much training (both on-site and web-based) as required by the City of San Rafael, including additional sessions, specialized sessions customized to the needs of the City, both before, during and after meter deployment. Additionally, IPS can provide multiple trainers to conduct even more sessions if necessary. Most IPS training sessions are a combination of onsite classroom and hands on use of meters and management system, including manuals for reference material. As new features are deployed, additional training sessions can be established at mutually agreeable times to provide updates and refresher training. Below represents what IPS believes to be the primary training subject areas, but can be further customized to meet City needs. a. Vendor must provide 3 days of on-site training to City parking staff on the programming of the meters and software management system at no cost to the City of San Rafael. Training Subject: Data Management System Usage Element Description Subject Matter Provide thorough review of all financial, technical, administrative reporting capabilities, specific to each functional user group, in addition to more advanced training for system administrators who will use multiple reporting areas, as well as meter configurations. Primary Audience Operations Supervisors/Managers, Adjudication Staff, Project Mangers, System Administrators Training Hours per Student 3 days Students Eligible to Train 5-10 per session, no limit to number of total students Proposed Schedule 30 days prior to installation, and then 30 days post installation Location of Training Location TBD Training Provided By Local Field Service Technician b. Vendor must provide 3 days of on-site training to City technicians for routine maintenance, part replacement, clearing coin and credit card jams, mechanism replacement, and relocation of meters at no cost to the City of San Rafael. Training Subject: Meter Maintenance Element Description Subject Matter To introduce maintenance and operational staff with basic meter use and operating features, including primary construction & disassembly, meter installation & removal, coin and card transactions, primary diagnostics tools, standard operating parameters, first line troubleshooting, and basic repair. Session also includes FAQs and Q&A session. Primary Audience All maintenance and operations staff Training Hours per Student 3 days Students Eligible to Train 5-10 per session, no limit to number of total students Proposed Schedule 30 days prior to installation, and then 30 days post installation Location of Training City meter shop or location TBD Training Provided By IPS Group Project Manager/Local Field Service Technician 28 | C i t y o f S a n R a f a e l c. Vendor must also provide 3 days of on-site training to City technicians on testing the meter for the purposes of parking citation contesting or appeals at no cost to the City of San Rafael. Training Subject: Finance / Accounting / Audit / Adjudication Element Description Subject Matter To provide overview of IPS meter management system reporting capabilities covering all financial reports, credit card settlement, coin reconciliation and transaction details. Primary Audience Operations Supervisors/Managers, Administration, Data Analysts, Finance & Accounting Managers Training Hours per Student 1-2 hours per session Students Eligible to Train 8-10 per session, no limit to number of total students Proposed Schedule 30 days prior to installation, and then 30 days post installation Location of Training Location TBD Training Provided By IPS Group Project Manager and Local Field Service Technician d. Vendor must provide 3 days of on-site training to City parking officers on meter operations and enforcement of meter violations at no cost to the City of San Rafael. Training Subject: Enforcement Element Description Subject Matter Demonstrate how IPS meters are operated by a user as well as how to perform visual enforcement. Training will also demonstrate meter flexibility and configuration options that can be used to make enforcement as easy as possible. Primary Audience Enforcement Staff / Supervisors, Adjudication Staff Training Hours per Student 3 days Students Eligible to Train 8-10 per session, no limit to number of total students Proposed Schedule 30 days prior to installation, and then 30 days post installation Location of Training Enforcement staff offices or location TBD Training Provided By Local Field Service Technician Additional Support IPS clearly understands the importance of ongoing project support and we encourage the City to speak with our references in this regard. We also understand that ongoing support is a critical element of any successful project and the basis of a long term partnership. Based in San Diego, CA, IPS is uniquely positioned to provide in-state support services that will translate into the most responsive and comprehensive service offering available to the City of San Rafael. Help Desk & Ongoing Support: IPS will be providing telephone based help desk services during standard business hours from 8am – 5pm PST. IPS offers both in-state phone support and a toll- free telephone option (877-630-6638). Additionally, IPS provides after hour’s service in the case of emergency, weekends, after hours and holidays which is 24/7 and 365 days a year. This 29 | C i t y o f S a n R a f a e l answering service will notify IPS staff in the event of an emergency situation. Additionally, IPS will also provide contact information to all IPS senior staff should such an emergency arise. Online Help & Manuals: IPS provides online help tools, such as access to all product manuals, frequently asked questions, as well as the ability to submit help tickets, and track the status of such tickets. IPS also offers the online ability to monitor and track RMA status. IPS is also in the process of deploying a video based training and help video library that can be accessed anytime, 24/7. If the City should have any specific input on the types of additional videos that would need to be included, IPS can provide those at no additional cost. On-Site Support: IPS will support the City with on-site project management and technical support during the implementation phase of the contract and can be further extended at the request of the City. IPS currently has a project manager in the San Francisco Bay area as well as a Senior Field Technician that will soon be relocating to the area. IPS is further prepared to locate additional services if the City requests IPS to do so. Spare Parts and Warranty Repair Services: IPS provides all spare parts services and inventory based in San Diego, CA. While we recommend that the City maintains an on-site inventory of spare parts (such as coin validators and battery packs), our San Diego based facility ensures that spare parts are immediately available for the City at any time. Additionally, our close proximity to the City of San Rafael further ensures prompt turn around for any warranty repair services. Ground shipments generally will take 2 business days, and our turnaround time upon receipt is 3-5 business days. The warranty repair process is very straight forward and the progress of these repair services, including services performed, is available within our management system software. COMPANY MANAGEMENT and Project Team for the City of San Rafael 30 | C i t y o f S a n R a f a e l DAVID W. KING, PRESIDENT & CEO Role: Authorized to Bind and Negotiate David King is the founder and Chief Executive Officer of IPS Group, Inc. A leader in telecommunications for over twenty years and the senior brainchild behind the solar powered single-space parking meter, King's responsibilities include leadership and oversight of all the Company's initiatives and operations. As a business leader, King has had a far reach across the globe. In South Africa, King was an executive for Barlow Rand Limited, the largest industrial company in the country. King also served as President of Telkor Pty, a large high-tech telecommunications and military electronics company employing over 1000 employees, half of which were highly skilled engineers. In 1994, King started IPS Group Pty ---and in 2001 DeLoitte and Touche named IPS as the fastest growing technology company in South Africa. In 2002, King relocated to the U.S. to oversee the creation and commercial success of IPS Group, Inc., USA. CHAD P. RANDALL, CHIEF OPERATING OFFICER Role: Authorized to Bind and Negotiate Chad Randall serves as Chief Operational Officer of IPS Group, Inc. As COO, Randall is responsible for the broad oversight of IPS Group's ongoing operations and maintains direct supervision of the Company's business development unit. Randall joined the Company in 2008 at his current position, bringing many years of Fortune 500 corporate experience in both the automotive and instrumentation industries. In addition to business management, Randall has functional experience in engineering, manufacturing, marketing and product line management. Prior to taking on the role of COO at IPS Group, Randall was responsible for a global product line of $100M+ for a Fortune 250 Corporation. Randall holds a Bachelor of Science in Mechanical Engineering from Rose-Hulman Institute of Technology and a Masters in Business Administration from Harvard Business School. ALEXANDER M. SCHWARZ, CHIEF TECHNICAL OFFICER Role: All Meter and Back Office Technical Integration Alex Schwarz serves as the Chief Technical Officer of IPS Group, Inc. As CTO, Schwarz has played a major role in the development of IPS’ flagship product, the solar powered single-space parking meter and is responsible for the oversight of IPS Group’s research and development efforts. Schwarz joined IPS Group in 1998 as a specialist in information technology and cellular telecommunications. Schwarz has comprehensive knowledge of the design and manufacturing of electronic peripherals, electronic parking meters and cellular interface technology (CDMA and GSM). As a telecommunications developer, he has worked extensively with all of the major cellular network providers, including Verizon and formerly Cingular Wireless. In 2002, Schwarz relocated to the U.S. with David King to establish the technology platform for future IPS product development activities. Schwarz was awarded a Bachelor of Science in Electrical Engineering from the University of Witwatersrand, South Africa. 31 | C i t y o f S a n R a f a e l LAURI KELLER, DIRECTOR OF SALES, WESTERN REGION Role: Primary Sales Contact Lauri joined IPS Group in September 2009. With primary focus on sales efforts in the western US, Lauri has over 15 years of experience of sales and marketing in the region. Prior to joining IPS, Lauri was the Director of Membership Development for TechAmerica from 2004-2009. Lauri also served as the Western Regional Marketing Manager for Lockheed Martin IMS (now ACS) Photo Enforcement Division. During her six years in the photo enforcement industry, Lauri secured many of the first-time red light and photo radar programs in the country. Lauri previously worked as a public affairs consultant and holds a Bachelor of Science degree from University of Oregon. STEVE SMEENGE, CUSTOMER SUPPORT MANAGER Role: City of San Rafael Customer Support & Project Implementation Manager Steve Smeenge joined IPS Group in July 2010 and comes to IPS with a strong background in sales and marketing. Smeenge has over 17 years of experience providing technology solutions to local government and businesses. As the Program Manager for IPS Group, Smeenge offers customers the best in installation and ongoing support with both hardware and software. Steve has worked with over 40 cities in similar size and scope to the City of San Diego and will bring valuable experience to the project. Steve holds a Bachelor of Science degree from Central Michigan University. PAUL THOMSON, IPS TECHNICAL SUPPORT MANAGER Role: City of San Rafael Technical Support Manager Paul Thomson serves as the primary support technician and manager of the technical support team for IPS Group. As a former operations manager, Thomson has experience managing teams of 100+ remote technicians, establishing a successful RMA program, providing timely and efficient customer support, and creating field service quality metrics. Thomson has over 20 years’ experience in the high-tech industry, including telecommunications, biometric security and video-based fleet vehicle telematics. Resources Based in Northern California ENES CERIC, PROJECT MANAGER Role: Regional Project Manager Most recently Ceric served as the technical lead for Serco for SFMTA and Port of San Francisco. In this role Ceric served as the liaison between external vendors and SFMTA throughout the installation process for the SFpark project. He is certified by all current parking meter vendors. Ceric also provided customer support during the installation of the new IPS M5 meters in Berkeley, as well as the deployment of IPS sensors in Walnut Creek. In addition to his expertise in project management, Ceric has experience in logistics and 32 | C i t y o f S a n R a f a e l product support, having previously served as the Product Support Technician for the San Francisco Department of Parking and Traffic. PANYA LIM, SENIOR FIELD SERVICE TECHNICIAN, WESTERN REGION Role: West Coast Field Technician Panya has been with IPS since 2009 and is one of IPS’s most experienced field technicians, with involvement in almost every major deployment of meter technology, including previous experience with the City of San Francisco, SFpark. Recently, Panya oversaw the installation of 6,000 meters in the City of Santa Monica. Other comparable projects include work in the cities of San Francisco, Walnut Creek and Berkeley. 33 | C i t y o f S a n R a f a e l e. Vendor must provide marketing materials, customer instruction materials, and ideas to the City for a smooth transition for public users at no cost to the City of San Rafael. Customized Marketing Campaign and Materials for San Rafael Formulating the right messaging and raising public awareness is key for the successful deployment of new parking initiatives. IPS will provide customized marketing and public awareness materials can be customized to the specific needs of the City’s programs. Examples are shown below of possible marketing collateral which were produced for the City of Honolulu in collaboration with local PR firm Red Monarch during the deployment of IPS meters and sensors in Honolulu last summer. Posters and Flyers Sample poster (left) and sample marketing flyer introducing the new meters (right). 34 | C i t y o f S a n R a f a e l Banners and Signage The following are examples of banners introducing the pilot program and providing a website for customers to share their experiences and provide feedback. These tools will not only help educate the public, but will also help the City of San Rafael collect valuable data regarding their parking experience. Customized survey questions, website language, and meter location map not only give the public a City specific viewing experience, but they also help customers ensure they are supplying their constituents with the most comprehensive site possible. Customized Web Site In order to help the City introduce IPS SmartMeters to their parking public, IPS Group is offering the City of San Rafael a custom designed website for the public to: 1. Learn how to use the parking meter through written directions and a how-to video tutorial 2. Answer questions through an online survey tool regarding their experience with the meter 3. Better understand why the change has been implemented How-To Video IPS also provides a video depicting how to use the meter which the City can use to introduce the new parking meters. https://vimeo.com/65824595 Sample banner announcing pilot program and website for customer feedback survey. City of San Rafael Web Site The web site can be customized to meet the City’s needs and is provided as a complimentary service with the purchase of IPS meters. 35 | C i t y o f S a n R a f a e l 3.6 DELIVERY REQUIREMENTS Vendor will supply to the City of San Rafael upon delivery: a. Between 950 - 1050 meters and associated parts at the same time. IPS will comply. b. Approximately 950 - 1050 sensors and associated parts at the same time. IPS will comply. c. Two (2) complete sets of all operating parts and technical repair manuals (can be electronic/digital copies) IPS will comply. 3.7 SYSTEM SECURITY AND BACK-UP PROVISION Vendor shall maintain parking meter management system database and physical system security in such a way as to provide complete confidentiality and protection from unwanted access. The DMS is PCI-DSS certified and the IPS meter is PA-DSS compliant, which means network security documentation policies exist and are implemented in accordance with the highest industry standards. The system architecture incorporates redundant servers based on VMWare 5.0, redundant storage area networks (SANs) and failover networking equipment. The system is mirrored at a secondary site to serve as a DR location. The main server site is located in Rancho Bernardo, CA and the DR site in Phoenix, AZ. Annual uptime percentage is currently running at above 99.99%. Vendor shall state the efforts taken to protect the data in the event a recovery process is required. Please define the vendor’s disaster recovery plan. Data recovery plan should also include off site data storage. Please include and define this backup and recovery process. IPS complies. Please see the Appendix for a copy of the IPS Disaster Recovery and Business Continuity Plan. Vendor should define the web security used for access, reports, and credit card processing. Each user that securely logs into the DMS is required to provide a username and password. Each user will also be assigned to a defined user profile that defines which reports are visible and which ones are not accessible. Samples of these profiles include Administrator, Coin Collection, Customer Service, Manager, Financial Analyst, Utility Manager, and Technician. These profiles and available reports within each user profile can be customized to the specific needs of the City, and can also be managed by the City’s system administrator without requiring IPS to be involved if desired. However, IPS is prepared to assist the City in providing this ongoing managed service. 36 | C i t y o f S a n R a f a e l CHAPTER 4 | COSTS Vendors must outline all costs associated with the implementation, processing, and support/maintenance of the system addressed in this RFP and are free to summarize their costs in narrative form. Training and documentation should be included in this section. Please complete Appendix B. The cost benefit expectations outlined in the RFP include: • Minimum or no up-front investment cost. Please see below. • Creative financial options. IPS is pleased to provide various options for purchase, lease, lease-purchase and performance based payment option. Each option has various benefits and disadvantages to the City and is outlined below, however, IPS is capable and experienced in providing all financing arrangements, including direct vendor financing as well as using 3rd parties, such as local banks and private municipal lenders. In addition, IPS has the flexibility to offer hybrid solutions to maximize the flexibility that the City needs and the budget that is available. Based on the specific needs of the City, IPS is able to provide deferring payment options as well. Ultimately, more flexibility and risk for the vendor or lender means higher costs for the City, however, IPS is and will be a committed partner to work with the City to explore these traditional opportunities as well as alternative solutions, an example of which is listed below. Purchase: A traditional capital budget method, which represents most of the agreements that IPS has today. If capital is available, this option can be used to avoid additional interest. No Upfront Option 1: Lease: Can be financed with IPS or with third-party lenders. Local banks and municipal lending specialists will provide the best possible rates and IPS has partners ready to work closely with the City. Local bank rates are currently estimated at 3.00%-5.00%, but better rates may be possible when given the opportunity to negotiate more directly with such lenders if awarded. Combination lease & purchase - A lease-purchase agreement with an up-front buy-down, such that a portion of current capital can be used, but more meters can be installed vs. a straight lease resulting in a lower monthly rate over the term of the agreement. No Upfront Option 2: Performance based – pay for the meters out of the increase in revenues generated or from receipt of net credit card revenues. Both performance based options are available through IPS and this form of agreement would not require the City to provide any up front capital. The term of the agreement would be dependent on the speed of the available revenue stream to apply towards meter payment. With more flexibility and lender risk comes increased costs. Such options may increase the costs of capital. However, IPS can provide such options, and if it is the City’s intention to pay off any lease obligation early, most interest can be avoided and IPS can provide such financing solutions with no pre-payment penalties. Additional information regarding current baseline revenue would be required to provide complete details on such an option. 37 | C i t y o f S a n R a f a e l Reduction in overall meter operation cost: The IPS meter system reduces traditional operational costs associated with maintenance, collection and future upgrades. These are outlined below. However, it is important to note that the costs associated with wireless data, hosted data management systems and credit card processing costs are new operating costs that are not present with a traditional system. That said, the nature of credit card payments, very high uptime, and the features associated with vehicle sensors, provides the City a number of revenue and customer service enhancements that will result in a net increase of meter revenues. The availability of data also allows the City to make data driven decisions that can allow for further optimization of City resources, including improvements in productivity. Improved payment method; i.e. credit, debit, and smart cards, pay by phone, coins and tokens: IPS meters offer all of the payment options listed above as a standard feature. The City is not required to pick and choose, but rather have the comfort of knowing that the IPS meter can support all of these payment methods now or at any time in the future when the City wishes to implement new options. IPS is providing costs for each of these payment options as part of our proposal. Should the City wish for IPS to integrate with any pre-existing smart card systems, IPS will require the specific card mapping and technical specifications to complete this process. In terms of impact on meter operations, providing all of these payment methodologies allows the consumer to determine their most favored method, ensuring maximum meter payment compliance, which generally results in an increase in revenue from 20% - 50% depending on rates, hours of operations, etc. Reduced maintenance, collection, and upgrading costs: IPS meters boast a meter uptime of 99%+ during a typical operating month, meaning less meter maintenance than a traditional single-space meter. Higher meter system uptime also translates into more revenue as a result of such system-wide uptime as compared to traditional single-space meter systems. In the event of a meter maintenance need (such as a coin jam), the meters will notify meter maintenance staff in real time via email, text message or both, allowing staff to identify which meters require maintenance and minimizing overall meter system downtime. The net result is a more reliable meter system, increased uptime, increased revenue, and a more positive customer experience. The nature of additional (non-coin) payment options means fewer coins in the meters. This translates into fewer coins to collect and/or the ability to collect less frequently, saving time and money associated with collection services. The impact will depend largely on the rates and hours of operation. The IPS meter offers enhanced built-in payment options such as credit, debit, and smart cards, pay by phone, coins and tokens as well as pre-integrated vehicle detection sensor capabilities, both of which are wirelessly integrated with our state-of-the-art management system and visual analytics tool. What’s more, we continue to evolve and refine our management system software to adapt to the changing needs of our clients, and offer these updates at no additional cost to the City. As a result, we believe the IPS product suite will enable the City to realize additional long-term cost savings vs. alternative products. 38 | C i t y o f S a n R a f a e l SUPPLEMENTAL PRICING INFORMATION IPS is pleased to provide an elaboration of pricing details for our credit card enabled single space meter for the City of San Rafael. These prices do not include costs associated with meter housings, poles, keys/locks and are designed to be a retrofit using current meter housings. We believe that IPS provides the very best, most proven credit card enabled single-space meter technology solution, which equates to the best possible value for the City. We also believe in transparency which is why we outline all costs up front so that you will not be surprised. This is especially true when it comes to credit card costs. It is not enough to say that the customer will be responsible to set up a third-party credit card gateway service or that additional fees associated with that service will apply. Instead, IPS discloses all of these fees up front, very clearly, so that our customers can make a fully informed decision. It is this transparency and sense of partnership that sets IPS apart from the competition. Below are the costs associated with a standard capital purchase of 950-1050 meter mechanisms and associated sensors. *The costs of any permits will be added to the total cost. NOTE: Price per meter/sensor (per unit) is the total fixed price for the equipment. Additional ongoing costs associated with wireless services, management system access, and credit card fees are ongoing and outlined below. All pricing does not include any applicable state or local taxes that are required to be paid by the City currently or in the future. Capital Costs* Product Number of Units Unit Price M5 IPS Credit Card-Enabled Single-Space Meter (includes 12-month warranty, RFID tag, meter top, FOB San Rafael, CA, installation/training included) 950-1050 $485.00 Optional Extended Meter Warranty (additional 12 months) 950-1050 $50.00 (up front) Optional Extended Meter Warranty (pay-as-you-go on a month-to-month basis) 950-1050 $5.00 (per meter per month) Optional Longer Term Extended Meter Warranty (additional 48 months) 950-1050 $175.00 (up front) Vehicle Detection Sensors (includes 12 month warranty, FOB San Rafael, CA, installation included) 950-1050 $295.00 Optional Extended Sensor Warranty (additional 12 months) 950-1050 $35.00 Training on all items associated with this proposal 1 included IPS Data Management System 1 License Fee included below 39 | C i t y o f S a n R a f a e l Other One Time Fees Description Total Cost IPS Estimated Shipping Costs (1,000 meters and 1,000 sensors) Included On-site Training, Installation, and Commissioning for Single-Space Parking Meters (1,000 meters) Included On-site Training, Installation, and Commissioning for Vehicle Detection Sensors (1,000 Sensors) Included Recommended Inventory Start Up Costs (see complete table that follows) $7,785.00 Additional OPTIONAL services Description Total Cost per Month Longer term on-site project management / technical support services (dedicated employee place on-site for the City of San Rafael) $8,000.00 Post Installation On-site Service (minimum of 1-day, assumes 1 person) $950 per day Post Warranty Repair Services Flat Fee: Option 1 $80 per meter Post Warranty Repair Services: Option 2 To be Quoted Engineering and Consulting Services $175/hour STANDARD ONGOING IPS DATA AND MANAGEMENT SYSTEM FEES In order to facilitate credit card transaction growth IPS is offering the City a BEST RATE GUARANTEE. In order to provide the most economical plan available for the customer, upon customer request, IPS will move customer to least-cost plan shown above at no additional cost if another fee structure offered would be more beneficial to the customer. More details are provided below. Developing a Cost Model: IPS recommends that the City of San Rafael survey surrounding Cities such as Berkeley and Walnut Creek when developing a cost model associated with the number of credit card transactions and total ongoing costs for on-street single-space meter projects. While some companies may advocate that it is normal to have 60+ credit card transactions per meter per month (or 2 per calendar day), the practical and real world experience of most cities is 25-35 transactions per meter per month. Ongoing Meter Data & Management System Fees Fee Type Option 1 Option 2 Secure Wireless Gateway/Data Fee and Meter Management System Software License Fee $5.75 $8.00 Secure Credit Card Payment Gateway Fee (per transaction) $0.13 $0.06 Optional Merchant Processing Fee (processing fee per transaction)* $0.03 $0.03 40 | C i t y o f S a n R a f a e l *Note: Merchant services processing fee is provided above and is based on an interchange + basis. Additional interchange and merchant account fees shall apply in accordance with the quotation provided in the Appendix. Note: Customer is not required to setup of any additional gateway service other than that provided by IPS. BEST RATE Guarantee: All pricing options set forth above are available to the City. The City will be able to choose the best pricing option for the system with 30 days written notice to IPS. The new pricing option will be in effect for all meters system-wide on the next full month following the end of the 30 day notice period. The City has the option to make one such change during each calendar year to achieve the best system-wide rate. Ongoing Sensor Fees Fee Type Cost Per Sensor/Per Month Sensor Management System Based Data Fee $3.50 *Optional Sensor Real-Time Reporting Fee $2.75 API data feed Included with real time reporting fee * Real time data fee covers the real time reporting of vehicle presence for the purpose of real time maps, real time enforcement or real time reporting for the purpose of a real time API to another smart parking data system. The real time fee is not required to implement meter reset, anti-meter feeding, and sensor event logging features. NOTE: All pricing does not include any applicable state or local taxes that are required to be paid by the City currently or in the future. Ongoing fees are subject to annual adjustment due to increases in Inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the US City Average, and will not exceed 3% annually. 41 | C i t y o f S a n R a f a e l METER AND MANAGEMENT SYSTEM CUSTOMIZATIONS & UPGRADES IPS customizations will be evaluated and quoted at the time of request. Standard hourly fees for customizations are $150 per hour. Client may, from time to time, wish to implement available upgrades in meter hardware and software. Additional hardware costs will be paid by the Client as provided for in a quote by IPS separate from or by mutual written amendment to any agreement. The Client maintains the sole right to determine when and where such upgrades will be implemented. IPS will make available software upgrades at no additional charge to the City. However, any data costs associated with downloading such software upgrades to parking meters will apply. Additional charges may apply for new software that requires new or upgraded hardware. A meter firmware change will cost $2.50 data charge per meter if based on a customer driven customization. Meter and Sensor Installation & Training Initial installation, commissioning, and testing services costs will be covered as part of the installation and commissioning fee above. Additional costs associated with permitting will be added at cost to this proposal. Future fees will be quoted on an as-needed basis. Delivery Terms Delivery – Standard lead time is 60 days from order placement. IPS may be able to bring this date forward based on current inventory levels. Freight – FOB Customer Location for original product shipment. All future shipments for spare parts are FOB IPS Group San Diego, CA. Payment Terms Net 30 IPS will offer a 1% discount based on Net 7 payment A service charge of 1.5% per month or the lawful prevailing rate, whichever is lower, will be applied to all invoices which are past due 42 | C i t y o f S a n R a f a e l OPTIONAL PAY-BY-CELL IPS is pleased to provide pricing details for our optional integration with pay-by-cell phone systems, which will be seamlessly integrated into the IPS management system via the wirelessly enabled single space meter system. No applicable taxes are included in any pricing below. IPS is currently integrated with multiple pay-by-cell vendors, including Parkmobile, Pay-by-Phone, and MobileNow and will partner with any pay-by-cell vendor the City chooses. Below you will find the pricing to allow the City to push time directly to the meter, which will ensure enforcement will not be impacted in any way. Ongoing Pay-by-Cell Costs Item Cost per Transaction OPTION 1 Pay-by-Cell Data Push Fee (paid by City) $0.10 Pay-by-Cell Data Push Fee (paid by Customer) $0.35 OPTION 2 Pay-by-Cell Data Push Fee (paid by City) $0.00 Pay-by-Cell Data Push Fee (paid by Customer) $0.45 Pay-by-cell service and data feed provided by 3rd party to be selected by City. This is the data charge to push real-time payments to the meters. (Alternate pricing of $1.00 per meter per month unlimited pay-by-cell transactions vs. per transaction pricing above). It is possible to implement pay-by-cell without a real time data push to the meter, which will not incur any additional City costs and will extend battery life. Real time data push may reduce battery life to less than 12 months depending on location and operating parameters. IPS has battery saving methodologies that can be implemented if selected. 43 | C i t y o f S a n R a f a e l IPS LIMITED WARRANTY IPS will provide a limited warranty for any new meter or sensor product manufactured and supplied by IPS for 12 months against defects in materials and workmanship from the point of installation or 15 months from the date of delivery, whichever is sooner, and 90 days from the date of delivery received in the case of spare or repaired products. Additional Provisions: IPS must have the opportunity to assist in the initial deployment and system installation Repair or replacement under warranty of any defective product (including any meter or subcomponent) does not extend the warranty period for that product or subcomponent IPS will either repair or replace products or subcomponents, at our discretion, that are found to be defective within the defined warranty period Returns for credit will only apply once IPS has received defective product (including any meter or subcomponent) and confirmed that defects were within the warranty period and are covered under the terms and conditions of the warranty provided. Exclusions: Warranty voided with use of imitation or non-genuine IPS replacement parts, un- authorized alterations, abuse, vandalism, improper handling or general misuse to the equipment (hardware or software), including attempted repairs that result in damage. IPS does not cover defects caused by improper care or use, lack of preventative maintenance, and does not warranty any defects due to vandalism or other factors contained as a part of the Force Majeure clause below. Force Majeure: IPS shall not be liable for any warranty provisions where such product failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labor dispute, strike, lockout or interruption or failure of electricity [or cellular telecommunication failures caused by any of the events or causes described above). Preventative Maintenance (Meters): Preventative maintenance will be similar to current single-space parking meters. However, the primary elements will be a working battery, card reader and coin validator. Meters surfaces should be kept clean with mild soap and water The card reader heads should be cleaned with a cleaning card every 1-2 months to ensure optimum performance. Cleaning cards may be purchased from IPS. At 9-12 month increments, the coin validator shall be visually inspected for any damage or debris. Compressed air may be used to keep the card reader and coin acceptor clear of debris, every 9-12 months. Additional preventative maintenance shall be administered by City Staff at such time as it is apparent to be necessary, even if it should occur on a more frequent basis than described herein. City, at its own cost and expense, shall keep the equipment in good repair, condition and working order after warranty expiration. 44 | C i t y o f S a n R a f a e l Spare parts pricing detail: IPS recommends the City of San Rafael review the spare parts list given below and work with the City’s designated customer support manager to establish a spare parts inventory. With the IPS 12 month warranty, the City will return any meters or parts with faults during the warranty period and should have a supply to draw from when these items are sent to IPS. M5 Replacement Components Unit List Price Recommended Start-up Inventory Spare Meters with 12 month warranty $495.00 10 Card Entry Die Casting $19.00 5 Hybrid Card Reader $49.00 10 Coin Validator $69.00 10 Complete Top Cover $69.00 5 Lexan (with anti-fog) for Top Cover $15.00 10 Coin Entry Slot $2.00 10 Keypad $25.00 5 Validator Connector Board $15.00 5 Battery Pack 795-600-H2 $20.00 10 Validator Connection Cable $5.00 5 Expiry Indicator with LEDs $15.00 5 Solar Panel Only* $25.00 0 Solar Panel / Comms Board $165.00 0 Main Board $185.00 0 Display Board with NFC $139.00 0 Display Board without NFC $89.00 5 RFID Tag $10.00 10 TOTAL COST $7,785.00 Note: All prices above are FOB San Diego, CA 45 | C i t y o f S a n R a f a e l CHAPTER 5 | APPENDICES CORPORATE SOCIAL RESPONSIBILITY IPS Group, Inc. believes very strongly in making a positive impact in the world, and that includes making a difference to our cities' employees, community and constituents. With a focus on the triple bottom line (people, planet, and profit), IPS is ensuring that we remain mindful of the public's interest. As IPS achieves rapid growth, it is our goal to include the public's interest with our success. To that end, IPS has woven a corporate social responsibility (CSR) goal into our mission statement. IPS is committed to offering our customers a public-private partnership as a means of giving back to the community through the profit of our parking meters. This approach is customized for each city. Currently IPS Group has (or is in progress) partnered with the following Cities to offer donations for their preferred charitable programs: City of Denver, CO City of San Diego, CA City of Athens, GA Upon bid award, IPS Group would be happy to work with the City of San Rafael to help fund their selected local charity by providing IPS meters to take donations at City designated location(s). The program garners widespread public support and offers the City a way to give back to the local community. Additional public relations and marketing support will be provided by IPS Group. **IPS has recently won the prestigious Vic Kops Humanitarian Award for the donation of meters for the City of San Diego’s Movin’ Home campaign to end homelessness. We are very humbled and proud of this honor and hope to replicate the program in the City of San Rafael. 46 | C i t y o f S a n R a f a e l SAMPLE DMS REPORTS Homepage 47 | C i t y o f S a n R a f a e l MMS Dashboard (For example only) 48 | C i t y o f S a n R a f a e l FINANCIAL REPORTS Coin Collection Detail (For example only) 49 | C i t y o f S a n R a f a e l Coin Revenue (For example only) 50 | C i t y o f S a n R a f a e l TECHNICAL REPORTS Battery Voltage (For example only) 51 | C i t y o f S a n R a f a e l Pole Events (For example only) 52 | C i t y o f S a n R a f a e l SUMMARY REPORTS Annual Revenue (For example only) 53 | C i t y o f S a n R a f a e l Coin Acceptance Summary (For example only) 54 | C i t y o f S a n R a f a e l Coin Collection Totals (For example only) 55 | C i t y o f S a n R a f a e l Daily Revenue (For example only) 56 | C i t y o f S a n R a f a e l Monthly Revenue (For example only) 57 | C i t y o f S a n R a f a e l Monthly Statistics (For example only) 58 | C i t y o f S a n R a f a e l VEHICLE DETECTION SENSOR REPORTS Sensor Reset Report (For example only) Occupancy Report (For example only) 59 | C i t y o f S a n R a f a e l Paid and Measured Occupancy Report (For example only) Parking Today www.parkingtoday.com42 www.xerox.com/transportation We’re helping create the future today with innovations that make the parking process work, not only for our clients, but also their customers. What do your customers want most? Their most valuable asset—time. We’re creating simple solutions that put your customers first. Merchants, residents, motorists, pedestrians, and bicyclists. What our solutions do for them: save them time. Our parking solutions are sophisticated. For your customers, parking is made simple. ©2012 Xerox Corporation. All Rights Reserved. XEROX® and XEROX and Design® are trademarks of Xerox Corporation in the United States and/or other countries. BR3313 Parking Meters Put to Work Collecting Donations for Charity By Melissa Bean Sterzick In economically challenging times, it’s wise to give the public an easy and expedient way to make charitable donations. When every cent counts, the time spent writing and mailing a check or going online to make a donation can be a stumbling block for even the most altruistic individual. Cities have employed outdated parking meters to collect money for charities and other causes for many years. It’s a simple fundraiser to administer and puts to use infrastructure already in place that would otherwise have to be removed and discarded. The meters don’t collect much – older models take only coins and those add up slowly when offered as donations. A new strategy makes parking meters set up for donation even more effective. Using credit- and debit card-enabled meters gives contributors the option to use their card to give in larger quantities. The program has been successful in generating money for specifi c charities, including the Downtown San Diego Partnership’s Movin’ Home campaign. Last year, IPS Group donated $25,000 in credit card-enabled solar-powered meters to the downtown San Diego area. Called Donation Stations, they are painted bright red for better visibility. “By using a credit card-enabled parking meter to accept charitable donations, cities are able to maximize giving, while providing a very convenient means to donate,” said IPS Group Chief Operating Offi cer Chad Randall. The city of Athens, GA, has been using four of its retired parking meters to collect donations for the homeless since 2003. They are the spin- dial variety and don’t take cards. Athens will soon install credit card-capable meters to replace the existing meters used for its humanitarian efforts. City offi cials said the replacement meters should go a long way to helping their homeless population. “Athens has many homeless, and a lot of the local community members wanted to figure out a way to better help these people, and so a concerted effort to coordinate donations was established,” said Athens Parking Director Laura Miller. “The existing equipment accepts only coins, but the new meters will allow people to make a bigger donation than just a handful of change,” Miller said. “The ability to donate greater sums is going to have a huge impact.” Miller’s department collects the change from the meters, and after it is deposited, the bank sends a check to the Northeast Georgia Homeless and Poverty Coalition. Shea Post, the coalition’s Executive Committee Chair, and Executive Director of Athens Area Homeless Shelters, said the existing meters gather around $400 every six months. While that is not a lot of money, it is used well, Post said. “We purchase bus passes for clients, for example,” she said. “One of the biggest barriers to fi nding employment for the homeless is the ability to transport themselves around town.” In San Diego, all revenue from the Donation Stations has been given to the Downtown San Diego Partnership Foundation’s Movin’ Home campaign. It provides homeless individuals with supplies and services, including move- in and hygiene kits, and preparation for job interviews. “We have been pleased with the results thus far, and the data demonstrate that larger donations are happening via credit card,” IPS Group’s Randall said. “We are looking forward to expanding this program both locally and on a national basis. “Using traditional parking meters for donations is not exactly new, but using single-space meters that also accept credit cards is a fi rst,” he said. “Our hope is that this additional payment fl exibility will lead to more frequent and larger individual donations for these humanitarian programs.” Bahija Hamraz, District Director at Downtown San Diego Partnership, said the meters collect donations, but also create interest that draws donations in larger amounts from other sources. “We are very grateful for these stations,” Hamraz said. “We do want to work on enhancing the marketing around the campaign. It’s the promotion that we do that is attracting donations from organizations when they see what we are doing. Obviously, the visibility is key in getting the message out.” The parking industry serves millions upon millions every day. All of the infrastructure, technology and manpower behind it have untapped potential – potential to do more for the world than park cars. “The parking industry has clearly demonstrated a willingness to use our technology in a very positive, selfl ess way,” Randall said. “It also demonstrates that no matter who you are or what you do, you can always fi nd a way to give back.” For more inform ation about the Donation Stations campaign or IPS Group itself, visit http://www.ipsgroupinc.com. Melissa Bean Sterzick can be reached at Melissa@parkingtoday.com. COO of the IPS Group, Inc. Chad Randall makes a donation asSan Deigo City Councilman Todd Gloria looks on. “The existing equipment accepts only coins, but the new meters will allow people to make a bigger donation than just a handful of change,” PT PT_01-13_4.indd 42 MondayDecember/17/12 10:35 AM Parking Sub-committee Honorable Mayor and Members of the Hermosa Beach City Council 1315 Valley Drive Hermosa Beach, CA 90254 Re: Pilot Parking Program Update March 24, 2015 Honorable Mayor and Members of the Hermosa Beach City Council: City staff and the parking sub-committee for the Hermosa Beach Chamber of Commerce (HBCCVB) have worked diligently on the “Pilot Parking Program” since January 2014. A little background, In December 2013 the City Council voted to extend the 2-week holiday free parking in December for the month of January 2014 (See Attached Daily Breeze Article from 12/31/13). The Chamber and city staff quickly realized the program was a disaster and a huge loss of revenue for the City. We quickly realized that the only way to make this program work was to change the technology and increase the revenue to make-up for any lost revenue from free parking. To address the technology we started the process of looking into what was available in meter technology and programs around the country. We quickly realized that IPS was heads and tails above the competition. They were recently selected for the City of Los Angeles, Santa Monica, Manhattan Beach, San Diego and Redondo Beach. United States Conference of Mayors recognizes financial success, sustainability, and strong public support of LADOT & IPS Group’s innovative parking technology project AWARD OF EXCELLENCE: Los Angeles, CA / IPS Group Inc. While parking meters and changes to parking policies can almost certainly prompt a strong public reaction, the City of Los Angeles, and the Los Angeles Department of Transportation in partnership with San Diego-based IPS Group Inc., have used the latest in solar power and wireless technologies to forever improve the way that people interact with the traditional parking meter in the City of Los Angeles. In doing so, this project has not only garnered tremendous public support, improvements in parking/transportation operations, but has generated millions of incremental annual revenue for the City. The new meters also are helping to advance the City’s efforts to become more sustainable. The City of Los Angeles now has the most solar-powered parking meters in the country. They are more reliable, in part, because they use the solar battery instead of AA batteries which need frequent replacement. The new Card & Coin Meters will prevent the need to dispose of 40,000 AA batteries per year through the use of solar power. “By reusing our existing poles and using clean solar power, these new Coin and Card meters are a win-win for customers, the city, and the environment,” added Mayor Villaraigosa. 1007 Hermosa Avenue, Hermosa Beach, CA 90254 Page 1 Pilot Parking Update Page 1 of 5 The IPS meters have a large list of benefits from their competitors, including larger screens, better buttons, remote programing, longer battery life, and increased LED visibility for parking enforcement. The best analogy we can use is it is the equivalent of buying iPhone 6 vs. an iPhone 3. There are many additional benefits to the IPS meters. One being that graphic advertising can be displayed or possibly sold on the meters. There also is the tangible benefit to staff of one meter software program being able to report data for both single space and multi-space meters which we currently cannot do. Prior to the launch last fall of the free parking pilot the HBCCVB conducted a parking survey of 150- businesses in the downtown area. That data was presented to the City Council last summer prior to the approval of the free parking trial from September 15th-December 15th of 2014. In that report we addressed all of the issues around parking in our community. One of the major findings was related to employee parking. The vast majority of employees park up near the community center as most employees do not have time to feed meters and move cars for parking limits. Our suggestion at that time was to change the Hermosa Beach employee parking pass program to only allow parking in certain areas. This has still not been done as new parking passes allowing parking at all yellow meters started again in February of this year. It is nearly impossible for businesses to regulate employees when the city is selling passes good for all yellow meters to employees. On the revenue side to cover the losses from free parking several ideas were deployed. First, we knew from other cities experiences that the average spent for a credit card customer is $2 vs. 60 cents for a coin meter. Second, was the .50 cent increased demand pricing at night from 8pm-2am. Third was testing sensors to zero out as a vehicle leaves, which will increase revenue. The sensors were only tested for a week or two by the conclusion of the free parking test. The rest of the revenue plan worked exactly as planned and more then covered any losses from 2-hours of free parking during weekdays. Fortunately, the technology test and the revenue plans done on this program worked exactly as desired. We strongly support the purchase of 471-single space meters from IPS Group, Inc., the fact that the servicing company Mobotory is located at 200 Pier in Hermosa Beach is also desirable. This is one of the few purchases that a city makes that you can calculate a return on investment (ROI). We do not agree with staff report that the free/reduced parking was ineffective as a business driver. Any idea that the program was confusing probably had more to do with signage (see attached) and the 2-hours out of three hours then faults in the program itself. A large amount was spent on marketing the free parking program in businesses (posters and cards), on social media, websites, and in local newspapers. Most of our members and visitors were thrilled by the program; however, like any trial program improvements can be made. We are not opposed to the idea of half price parking as opposed to free parking but ask that you bring back to Council at some point before July 2015 to discuss more in depth the parking discount program. In approving the demand increase at night the Coastal Commission was interested in increasing access during the 1007 Hermosa Avenue, Hermosa Beach, CA 90254 Page 2 Pilot Parking Update Page 2 of 5 day. This program works exactly with those goals. We need to find a way that is marketable and works for the city, visitors and businesses. We are excited to see a future that provides the best scalable technology that will allow flexibility with pricing programs. One day we hope to see the deployment of sensors that will allow a phone app to show exactly where parking is available in the city. This is important as 30% of all traffic in small cities is related to people looking for parking and will help our carbon neutrality goals in the future. Sincerely, Parking sub-committee David Lowe Lori Ford Kathy Knoll 1007 Hermosa Avenue, Hermosa Beach, CA 90254 Page 3 Pilot Parking Update Page 3 of 5 1 Hermosa Beach extends free downtown parking into January Posted: 12/31/13, 7:17 PM PST | In an effort to keep locals flocking to downtown Hermosa Beach, the city has decided to extend its free parking program through January. Every December the city offers two hours of free parking at its silver meters. The tradition entices folks to shop and dine locally during the holidays, and it is an economic boost to retailers who might otherwise lose business to shopping malls or stores out of the area. But a couple of months ago, the City Council said it wants to study the possibility of providing free parking during weekdays throughout slower times of the year. While discussion of a pilot program in February is still pending, the meters will offer free parking until Jan. 31. “I think it says we’re listening and we’re business friendly,” City Manager Tom Bakaly said. “(We want to) have people come and shop in Hermosa.” Maureen Hunt, executive director of the Hermosa Chamber of Commerce and Visitors Bureau, said merchants are thrilled the program has been extended. “During the winter, especially after the holidays, the downtown merchants are very slow and anything that can be done to help improve business is very much appreciated,” Hunt said. — Eric Michael Stitt http://www.dailybreeze.com/general-news/20131231/hermosa-beach-extends-free-downtown-parking-into-january Pilot Parking Update Page 4 of 5 Pilot Parking Update Page 5 of 5 1 AGREEMENT FOR DATA AND SOFTWARE MANAGEMENT FOR PARKING METER EQUIPMENT This Agreement For Data and Software Management for Parking Meter Equipment (“Agreement”) is made effective March 17th, 2015 (the “Effective Date”), by and between the CITY OF HERMOSA BEACH, a municipal corporation (the “City”), and IPS GROUP, INC., a Pennsylvania corporation (“IPS”), with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California . B. IPS is a corporation duly organized and validly existing under the laws of the Commonwealth of Pennsylvania. C. City has purchased 471 new fully tested parking meters and related equipment from IPS pursuant to Purchase Order No. ___ attached hereto as Attachment A and incorporated herein by reference. D. City and IPS desire to enter into this Agreement for data management and software services as described in Attachment B. Now, therefore, the parties agree as follows: TERMS AND CONDITIONS 1. Term of Agreement. 1.1. Initial Term. This Agreement begins on the Effective Date and terminates five calendar years thereafter, unless terminated earlier as set forth in this Agreement. 1.2. Option to Extend. City has the option, in its sole and absolute discretion and subject to City Council approval, to extend the term of this Agreement for an additional three-year period. City will notify IPS of its intention to exercise the option to extend this Agreement at least 90 days prior to the end of the initial term. 1.3. Option to Terminate. During the term of this Agreement, the City may terminate the Agreement for any reason and without cause by giving written notice of termination to IPS at least thirty (30) days prior to the effective date of termination. Such notice shall set forth the effective date of termination. In 2 the event of such termination, the amount payable under this Agreement shall be limited to those services provided prior to the date of termination. 2. IPS Services. 2.1. Scope of Services. IPS agrees to diligently undertake, perform, and complete all of the services (“Services”) described in Attachments B and C which include but are not limited to the following items: 2.1.1. All data related to the parking meter system will be maintained by IPS and replicated on one or more duplicate servers with regular backups. 2.1.2. City may, from time to time, wish to implement available upgrades in meter hardware and software. Additional hardware costs will be paid by the City as provided for in a quote by IPS separate from or by mutual written amendment to this Agreement. The City maintains the sole authority to determine when and where such upgrades will be implemented. 2.1.3. IPS will make any publically available software upgrades at no additional charge to the City. However, any data costs associated with downloading such software upgrades to parking meters will apply. Additional charges may apply for new software that requires new or upgraded hardware. 3. City Services. The City agrees to: 3.1. Make available to IPS any and all currently existing documents, data or information required for the implementation and ongoing performance of the Services. 3.2. Designate a representative authorized to act on behalf of the City. 3.3. Promptly examine and render findings on all documents submitted for staff review by IPS. 4. Parking Meter Equipment Delivery and Installation. 4.1. IPS shall deliver new, fully-tested parking meter equipment. No used or previously owned parking meter equipment will be allowed. 4.2. Coordinated installation of all parking meter equipment will take place according to a pre-defined deployment plan created by City and IPS. The City will provide a detailed deployment database in an electronic format that will also include rates, time limits, hours, and restrictions for each meter. 4.3. City staff, in conjunction with IPS staff, will inspect parking meter equipment following installation to ensure proper installation and operation. Acceptance shall take place at the time of installation unless notified in writing of any dispute within 10 business days. 3 5. Use of Parking Meter Equipment. 5.1. City shall use the parking meter equipment as prescribed in any relevant manufacturer’s specifications. 5.2. City, at its own cost and expense, shall keep the equipment in good repair, condition and working order. The City will also notify IPS of any need for warranty repair work and will coordinate the return process with IPS. 6. Payments. 6.1. The City will compensate IPS for the Services as set forth in Attachment B the sum of $43,296 ($8 per active unit per month and $.06 per transaction). IPS shall not be required to provide any ongoing operating services without ongoing payment. 6.2. City further agrees to pay to IPS on a Net 30 basis from the date of invoice for ongoing services. 6.3. City agrees to promptly notify IPS in writing of any dispute with any invoice, and that invoices for which no such notification is made within 10 business days shall be deemed accepted by the City. 7. Warranties. 7.1. IPS shall provide a full 12-month warranty on all equipment as described in Attachment A, IPS Limited Warranty, on all installed equipment. Extended warranties are available for an additional fee. 8. Intellectual Property. 8.1. The City exclusively and solely owns all City Data and the intellectual property therein. IPS further agrees to execute any documents necessary for the City to perfect, memorialize, or record the City’s ownership rights in City Data. For purposes of this Agreement, “City Data” means all intellectual property of the City, including but not limited to occupancy data, financial records, programming configurations of the parking meters, GIS location and rates, and other operational data and tailored operational programming. 8.2. IPS shall not provide or disclose any City Data to any third party without the City’s prior written consent. 8.3. IPS hereby grants the City, including its departments, commissioners, officials, officers, employees, consultants, and agents (collectively, “City”) all the rights and licenses required to use IPS Equipment and Software. Such rights and licenses are non-assignable, non-transferable and non-exclusive, and specific only to use within the City. 8.4. Nothing in this Agreement will be construed as assigning, selling, conveying, or otherwise transferring any ownership rights or title in IPS Equipment and Software, including but not limited to pre-existing or independently developed 4 intellectual property, materials, software, methodologies, tools, or inventions, that are developed, conceived or created for any IPS business purpose, or any derivative works to any of the foregoing. 8.5. IPS understands the nature of public information and the requirement for the City to adhere to all rules and laws that apply to public information, such as the California Public Records Act. However, the City also understands that the IPS Equipment and Software contains intellectual property, copyrights, and trade secrets that do not exist in the public domain. Therefore, the City agrees that it will not knowingly agree, assist, or sell any equipment or allow any third party to gain access to equipment, software, or documentation provided by IPS for the purposes of reverse engineering or evaluation without the prior written consent of IPS, or as mandated by applicable law. 8.6. The provisions of this Section will survive expiration or termination of this Agreement. 9. Event of Default 9.1. If either the City or IPS violates any material term or condition of this Agreement or fails to fulfill in a timely and proper manner its obligations under this Agreement (“Event of Default”), then the aggrieved party will give the other party (the “responsible party”) written notice of such failure or violation. The responsible party will correct the violation or failure within 30 calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Agreement may be terminated immediately by written notice from the aggrieved party. The option to terminate will be at the sole discretion of the aggrieved party. 9.2. Upon termination, the City is liable only for all outstanding payments required by the terms of this Agreement for Services received and accepted by the City at that point in time. 10. Dispute Resolution. If a dispute arises out of or relates to this Agreement, or the breach thereof, the parties agree to negotiate prior to prosecuting a suit for damages. However, this section does not prohibit the filing of a lawsuit to toll the running of a statute of limitations or to seek injunctive relief. Either party may make a written request for a meeting between representatives of each party within fourteen (14) calendar days after receipt of the request or such later period as agreed by the parties. Each party shall include, at a minimum, one (1) senior level individual with decision- making authority regarding the dispute. The purpose of this and any subsequent meeting is to attempt in good faith to negotiate a resolution of the dispute. If, within thirty (30) calendar days after such meeting, the parties have not succeeded in negotiating a resolution of the dispute, they will proceed directly to mediation. Negotiation may be waived by a written agreement signed by both parties, in which 5 event the parties may proceed directly to mediation governed by a separate agreement. 11. Insurance. 11.1. Insurance Coverage Requirements: Without limiting IPS’s duty to indemnify, IPS shall maintain in effect throughout the term of this Agreement a policy or policies of insurance with the following minimum limits of liability: 11.2. Commercial general liability insurance, including but not limited to premises and operations, including coverage for Bodily Injury and Property Damage, Personal Injury, Contractual Liability, Broadform Property Damage, Independent Contractors, Products and Completed Operations, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence. Exemption/Modification (Justification attached; subject to approval). 11.3. Business automobile liability insurance, covering all motor vehicles, including owned, leased, non-owned, and hired vehicles, used in providing services under this Agreement, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence. Exemption/Modification (Justification attached; subject to approval). 11.4. Workers’ Compensation Insurance, if IPS employs others in the performance of this Agreement, in accordance with California Labor Code section 3700 and with Employer’s Liability limits not less than $1,000,000 each person, $1,000,000 each accident and $1,000,000 each disease. Exemption/Modification (Justification attached; subject to approval) 11.5. Professional liability insurance, if required for the professional services being provided, (e.g., those persons authorized by a license to engage in a business or profession regulated by the California Business and Professions Code), in the amount of not less than $1,000,000 per claim and $2,000,000 in the aggregate, to cover liability for malpractice or errors or omissions made in the course of rendering professional services. If professional liability insurance is written on a “claims-made” basis rather than an occurrence basis, IPS shall, upon the expiration or earlier termination of this Agreement, obtain extended reporting coverage (“tail coverage”) with the same liability limits. Any such tail coverage shall continue for at least three years following the expiration or earlier termination of this Agreement. Exemption/Modification (Justification attached; subject to approval). 11.6. Other Insurance Requirements. All insurance required by this Agreement shall be with a company acceptable to the City and issued and executed by an admitted insurer authorized to transact Insurance business in the State of 6 California. Unless otherwise specified by this Agreement, all such insurance shall be written on an occurrence basis, or, if the policy is not written on an occurrence basis, such policy with the coverage required herein shall continue in effect for a period of three years following the date IPS completes its performance of services under this Agreement. 11.7. Each liability policy shall provide that the City shall be given notice in writing at least thirty days in advance of any cancellation thereof. IPS [or IPS’s insurance broker] shall provide the City notice in writing at least thirty days in advance of any endorsed reduction in coverage or limit. Each policy shall provide coverage for Contractor and additional insureds with respect to claims arising from each subcontractor, if any, performing work under this Agreement, or be accompanied by a certificate of insurance from each subcontractor showing each subcontractor has identical insurance coverage to the above requirements. 11.8. Commercial general liability and automobile liability policies shall provide an endorsement naming the City of Hermosa Beach, its officers, agents, and employees as Additional Insureds with respect to liability arising out of the IPS’s work, including ongoing and completed operations, and shall further provide that such insurance is primary insurance to any insurance or self- insurance maintained by the City and that the insurance of the Additional Insureds shall not be called upon to contribute to a loss covered by the IPS’s insurance. The required endorsement form for Commercial General Liability Additional Insured is ISO Form CG 20 10 11-85 or CG 20 10 10 01 in tandem with CG 20 37 10 01 (2000). The required endorsement form for Automobile Additional Insured endorsement is ISO Form CA 20 48 02 99. 11.9. Prior to the execution of this Agreement by the City, CONTRACTOR shall file certificates of insurance with the City’s contract administrator and City’s Contracts/Purchasing Division, showing that the CONTRACTOR has in effect the insurance required by this Agreement. The CONTRACTOR shall file a new or amended certificate of insurance within five calendar days after any change is made in any insurance policy which would alter the information on the certificate then on file. Acceptance or approval of insurance shall in no way modify or change the indemnification clause in this Agreement, which shall continue in full force and effect. 11.10. CONTRACTOR shall at all times during the term of this Agreement maintain in force the insurance coverage required under this Agreement and shall send, without demand by City, annual certificates to City’s Contract Administrator and City’s Contracts/Purchasing Division. If the certificate is not received by the expiration date, City shall notify CONTRACTOR and CONTRACTOR shall have five calendar days to send in the certificate, evidencing no lapse in coverage during the interim. Failure by 7 CONTRACTOR to maintain such insurance is a default of this Agreement which entitles City, at its sole discretion, to terminate this Agreement immediately. 12. Indemnification. IPS shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, and 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 IPS's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find IPS’s legal counsel unacceptable, then IPS shall reimburse the City its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation. IPS 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 law of the State of California and will survive termination of this Agreement. 13. Notices. All notices under this Agreement must be in writing, shall refer to the title and effective date of this Agreement, and shall be sufficient if given personally, sent and confirmed electronically, or mailed certified, return receipt requested, postage prepaid, and at the address hereinafter set forth or to such address as such party may provide in writing from time to time. Any such notice will be deemed to have been received five days subsequent to mailing. Notices shall be sent to the following addresses: IPS: IPS Group, Inc. 5601 Oberlin Drive, Suite 100 San Diego, CA 92121 Attn: Chad Randall chad.randall@ipsgroupinc.com City: Hermosa Beach 1315 Valley Drive Hermosa Beach, Ca 90254 Attn: Nico De Anda-Scaia ndeanda@hermosabch.org 14. Relationship of the Parties. This Agreement shall not be construed as creating an agency, partnership, joint venture or any other form of association between the 8 parties, and both parties shall be and remain independent entities. Neither party has the right or authority, express or implied, to assume or create any obligation of any kind, or to make any representation or warranty, on behalf of the other party or to bind the other party in any respect whatsoever, except as otherwise provided in this Agreement. 15. Assignment. Should the City enter into an agreement with a third party for parking operations during the term of this Agreement, IPS shall provide that such assignment shall not be effective unless and until the City has provided notice to the IPS of such assignment, and any such third party will be required to adhere to all terms and conditions contained herein. 16. Waiver. No waiver of any breach of any provision of this Agreement shall constitute a waiver of any other breach of such provision. Failure of any party to enforce at any time, or from time to time, any provision of this Agreement shall not be construed as a waiver thereof. The specific rights and remedies set forth in this Agreement shall not be exclusive and are in addition to any other rights and remedies provided by law. 17. Entire Agreement. This Agreement sets forth the entire agreement between the parties with respect to the subject matter hereof. Understandings, agreements, representations or warranties not contained in this Agreement, or as written amendment hereto, shall not be binding on either party. Except as provided herein, no alteration of any terms, conditions, delivery, price, quality or specifications of this Agreement shall be binding on either party without the written consent of both parties. 18. Governing Law. This Agreement shall be construed and enforced according to the laws of the State of California, without regards to conflict-of-laws principles, and all local laws, ordinances, rules, and regulations. 19. Venue and Jurisdiction. Any litigation arising out of this Agreement may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, CA, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Agreement. 20. Force Majeure. If any party is prevented from performing its obligation stated in this Agreement by any event not within the reasonable control of that party, including, but not limited to, an act of God, public enemy, war, fire, an act or failure to act of a government entity (except on the part of the City), unavailability of materials, or actions by or against labor unions, it shall not be in default in the performance of its obligations stated in this Agreement. Provided, however, any party delayed by such an event shall request an extension of time to perform its obligations stated in this Agreement by notifying the party to which it is obligated within ten days following 9 the event. If the notified party agrees that the event was the cause of the delay, the time to perform the obligations stated in this Agreement shall be extended by the number of days of delay caused by the event. If the required notice is not given by the delayed party, no time extension shall be granted. 21. Severability. If any provision in this Agreement subsequently is determined to be invalid, illegal or unenforceable, that determination shall not affect the validity, legality or enforceability of the remaining provisions stated in any section or sub- section of this Agreement provided that the principal purposes of this Agreement are not thereby frustrated. 22. Authorization. Each party warrants to the other party that the individuals executing this Agreement are authorized to do so. 23. Binding Document. The City and IPS each binds itself, its partners, successors, assigns, and legal representatives to the other party hereto in respect to all covenants, conditions, and obligations contained in the Agreement. 24. Section Headings. All section headings in this Agreement are for the convenience of reference and are not intended to define or limit the scope of any provision of this Agreement. 25. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature must be exercised after termination of this Agreement, will survive termination and remain effective for a reasonable time. Any obligation that accrued prior to termination of this Agreement will survive termination of this Agreement. In witness whereof, the parties have caused this Agreement to be executed the day and year first above written. CITY ATTEST: a municipal corporation By: City Clerk City Manager APPROVED AS TO FORM: City Attorney CONTRACTOR: IPS GROUP, INC., a Pennsylvania corporation By: 10 CHAD P. RANDALL Chief Operating Officer 11 ATTACHMENT A Quote IPS Group, Inc. Date: March 17, 2015 The Next Revolution in Parking Sales Quote #: HB31715 Customer ID: Hermosa Beach Ship to: IPS Group, Inc. City of Hermosa Beach 5601 Oberlin Drive, Suite 100 Attn: Nico De Anda-Scaia San Diego CA 92121 Address on file 858.404.0607 Salesperson Job Shipping Method Shipping Terms Delivery Date Payment Terms Due Date NA Ground FOB San Diego TBD Net 30 Qty Item # Description Unit Price Discount Line Total 471.00 M5 M5 CC Enabled Smart Meters $475 $ 223,725.00 10.00 HP2 M5 Back Up Battery (non-rechargeable) $20 $ 200.00 2.00 555-611/12 Battery Charger for M5 Solar Battery $115 $ 230.00 Freight, RFID Tags included Training Install and Commissioning Included Total Discount Subtotal $ 224,155.00 Sales Tax $ 20,173.95 Total $ 244,328.95 To accept this quote please sign and return:___________________________________________ Purchase Order:______________________________________ Any additional costs for permitting/tax will be added to the final invoice cost Thank you for your business! 5601 Oberlin Dr., Suite 100, San Diego, CA 92121 - Tel:858.404.0607 Fax:858.408.3352 - sales@ipsgroupinc.com 12 ATTACHMENT B REQUIRED ONGOING METER FEES Item – per meter per month Option 2 Secure Wireless Gateway / Data Fee* & Management System License Fee $8.00 Per Credit Card Gateway Fee $0.06 * base data fee includes all base data requirements for the meter, including real time reporting of credit card transactions and maintenance alerts. NOTE: Price per meter (per unit) is the total fixed price for the equipment. Additional ongoing costs associated with wireless services, management system access, and credit card fees are ongoing and outlined above. All pricing does not include any applicable state or local taxes that are required to be paid by the city currently or in the future. Credit card fees are not inclusive of any additional fees charged by the Customer’s Bank or Processor. Ongoing fees are subject to annual adjustment due to increases in Inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average, and will not exceed 3% annually. 13 IPS LIMITED WARRANTY IPS will provide a limited warranty for any new meter or sensor product manufactured and supplied by IPS for 12 months against defects in materials and workmanship from the point of installation or 15 months from the date of delivery, whichever is sooner, and 90 days from the date of delivery received in the case of spare or repaired products. IPS does not cover defects caused by improper care or use, lack of preventative maintenance, and does not warranty any defects due to vandalism or other factors contained as a part of the Force Majeure clause below. Additional Provisions: IPS must have the opportunity to assist in the initial deployment and system installation. Repair or replacement under warranty of any defective product (including any meter or subcomponent) does not extend the warranty period for that product or subcomponent. IPS will either repair or replace products or subcomponents, at our discretion, that are found to be defective within the defined warranty period. Returns for credit will only apply once IPS has received defective product (including any meter or subcomponent) and confirmed that defects were within the warranty period and are covered under the terms and conditions of the warranty provided. Exclusions: Warranty voided with use of imitation or non-genuine IPS replacement parts, un-authorized alterations, abuse, vandalism, improper handling or general misuse to the equipment (hardware or software), including attempted repairs that result in damage. Force Majeure: IPS shall not be liable for any warranty provisions where such product failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government 14 sanction, blockage, embargo, labor dispute, strike, lockout or interruption or failure of electricity (or cellular telecommunication failures caused by any of the events or causes described above). Preventative Maintenance (Meters): Preventative maintenance will be similar to current single- space parking meters. However, the primary elements will be a working battery, card reader and coin validator. Meters surfaces should be kept clean with mild soap and water. The card reader heads should be cleaned with a cleaning card every 1-2 months to ensure optimum performance. Cleaning cards may be purchased from IPS. At 9-12 month increments, the coin validator shall be visually inspected for any damage or debris. Compressed air may be used to keep the card reader and coin acceptor clear of debris, every 9-12 months. Additional preventative maintenance shall be administered by City Staff at such time as it is apparent to be necessary, even if it should occur on a more frequent basis than described herein. City, at its own cost and expense, shall keep the equipment in good repair, condition and working order after warranty expiration. Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0284 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 24, 2015 2015 CITY COMMUNICATIONS PLAN (City Manager Tom Bakaly) Subject: Public Information and Communications Plan Adoption Recommended Action: To receive and file this report Summary: The communications plan for the City of Hermosa Beach is designed to cover six core topics, as defined by the City of Hermosa Beach’s Strategic Plan, and are designated as “news pillars” within the City’s communications matrix. These include: •City Policy •Business & Economic Development •Environmental Sustainability / Consciousness •Public Safety •Proposed E&B Oil Drilling & Production Project Communications •Celebration of Beach Lifestyle / Culture Within each “news pillar” a top-line designation of important story angles / community updates are identified that need to be communicated by the City throughout 2015. This document is considered a “working document” and will be updated throughout the year. Additionally, the City’s Communications Policies and Departmental contacts are outlined. The City’s PIO serves as the unifying point person between all departments to ensure swift and accurate communication from the City. Finally, a list of Critical Issues are identified, which the City Manager and the PIO will work alongside the City Council Communications Subcommittee to address topics that require additional communication and clarification from City officials. Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0284 Attachments: 1. Hermosa Beach - Communications Plan 2015 2. 2015 - Hermosa Beach Communications Matrix - One Sheet Respectfully Submitted by: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ 1 Public Information & Communications Plan OVERVIEW The communications plan for the City of Hermosa Beach is designed to cover six core topics, as defined by the City of Hermosa Beach’s Strategic Plan, and are designated as “news pillars” within the City’s communications matrix. These include: City Policy Business & Economic Development Environmental Sustainability / Consciousness Public Safety Proposed E&B Oil Drilling & Production Project Communications Celebration of Beach Lifestyle / Culture Within each “news pillar” a top-line designation of important story angles / community updates are identified that need to be communicated by the City throughout 2015. This document is considered a “working document” and will be updated throughout the year. See attached Communications Matrix for reference; snapshot included below. 2 COMMUNICATIONS POLICIES The City has a defined set of Communications policies in place, which are included in the Communications plan. Additionally, the plan has been updated to identify critical issues within the community and established the proper way to communicate on behalf of City Hall in a timely and efficient manner. This is included in our current communications plan. City Departments Communications Protocol An overview of the communications protocol for all City departments is detailed within the following pages. City of Hermosa Beach p. 2 Hermosa Beach Police Department p. 3 Hermosa Beach Fire Department p. 4 Critical Issues & City Response p. 5 City Communications Assets p. 7 Reports p. 8 City of Hermosa Beach Communications Protocol According to the City’s Strategic Plan and Code of Conduct adopted by City Council in 2013, the City and addresses dealing with information requests, commission communication, created the protocols, or Operating Guidelines, for streamlining communications and other items related to the management of the council. Important operating protocols in relations to news managed and distributed by the City’s Public Information Officer include the following: Protocol 3: Citizen Service Request Referred to City Manager/City Department Head; Council members to share expectations of further communications on actions or City follow up Protocol 5: Communications – Staff & Council City Manager will share the same information at the same time with all Councilmembers. City Manager will use Council as a resource Protocol 9: New Ideas Contact City Manager Protocol 11: Spokesperson Official communication (including press release) coordinated through Public Information Officer; tested by Mayor/Mayor Pro Tem Mayor and City Manager reflect the City Policy 3 Hermosa Beach Police Department Communications Protocol The City’s communications protocol for the Police Department includes the following: HBPD staff will draft all press materials, with the Chief to determine use of the City’s PIO for editing purposes and/or media distribution. The Chief will approve all media materials, and the City’s Police Staff and/or the City’s PIO will distribute the news to City Council and the City Manager prior to press distribution. Spokespersons for the HBPD include: Chief Sharon Papa Captain Milton McKinnon Lt. Tom Thompson Lt. Garth Gaines Sergeant Robert Higgins 4 Hermosa Beach Fire Department Communications Protocol The City’s communications protocol for the Fire Department includes the following: HBFD staff will draft all press materials, with the Chief to determine use of the City’s PIO for editing purposes and/or media distribution. Spokespersons for the HBFD include: Chief David Lantzer Capt. Mike Garofano Erin Concas, Emergency Management Coordinator The City’s Emergency Management Coordinator will provide safety details, event updates and action items for the community in relation to an emergency event. They will work in tandem with the City’s PIO for fast, efficient and continuous updates to the City Manager, City Council and community regarding emergency-related items. Beach Emergency Communications & Media Relations If an emergency situation occurs in the ocean at Hermosa Beach, the following communications process is recommended: Immediate communication of Incident to the following: HBFD, HBPD, City Manager, Mayor, PIO Establishing facts of the incident as soon as they are available o Obtain information from County Lifeguards o Utilize both LACoFD PIO and City PIO to provide talking points to first responders o City PIO to create media alert and coordinate with LACoFD PIO for consistency in messaging and confirmation of the facts o City PIO to work with City staff on dissemination of incident through Nixle Community Alert Service o City PIO to provide City staff with updates re: spokesperson responsibilities based upon staff available (IE. Los Angeles County Fire Department Lifeguard Division Capt. Kyle Daniels, HBFD Chief David Lantzer, etc.) PIO to provide details, talking points, facts to spokesperson If emergency is shark related, notify Dr. Chris Lowe of CSULB to speak as third-party expert for fact-based insights on emergency 5 Critical Issues Communications Protocol Hermosa Beach has a number of critical issues that have the potential to divide the community. In order to dispel rumors and disrupt misinformation from reaching the public, the proper channels of communication need to be effectively utilized and the City’s key messages must reach the press in a timely manner. Knowing this, the City’s PIO has worked alongside the City Manager and the Council’s Communications Subcommittee (Mayor, Mayor Pro Tem) to create the following: Identification of critical issues Communications protocol surrounding issues Key messages regarding issues Opportunity for Elected Officials / City Leadership quotes on issues Critical Issues We have identified the following as critical issues within the community that should have a communications protocol when these items are raised. This list is a current point of reference; items will be reviewed throughout the year and additional items will be added to the list should they arise. Pet Ordinances Sewer Fees Parking / Tickets Meters Hotels Bars / Downtown Nightlife PCH / Aviation Ocean Accidents / Fishing / Shark Attacks Eminent Domain Communications Protocol With critical issues, timing is of the utmost importance for response to media and the community. We recommend that following protocol based upon the various ways that an issue comes into the spotlight within the community. City Council Meetings Should Council arrive at a decision that greatly impacts the greater community, or concludes with a decision that has been a longstanding issue and/or debate within the community, the following steps should be taken post-meeting: City Manager to provide overview of Council Decision to PIO Mayor and/or Mayor Pro Tem to issue quotes via email as soon as possible to PIO 6 The PIO shall then use discretion to advise City Manager and Communications Subcommittee of the following: Provide a statement to the press and not issue a press release Draft a press release, and utilize it for media and community relations (via website, Nixle, etc.) Distribute communications and monitor media for feedback / errors in news reporting Report results/feedback to City Manager and Communications Subcommittee; PIO to suggest follow up items / strategy (if needed). This could include tactics such as media deskside briefings on topics, community presentations, community advertisements, mailers, etc. City Hearings The City Manager, Council Communications Subcommittee and the PIO have agreed that additional efforts / budgets should be allocated for increased awareness for Public Hearings / Council meetings. Once the date of the hearing has been determined, the PIO will create advertisements on behalf of the City and submit to the local newspapers (The Beach Reporter, Easy Reader) at least two weeks prior to the hearing. “Hot Buttons” – Animals, Taxes & Hotels PIO to draft statement and / or press release for approval by City Manager & Communications Subcommittee that includes the following: History / Facts Surrounding Issues City Council Vote on Issue Quotes from Mayor / Mayor Pro Tem Quotes from City Staff Involved with CC Recommendation (I.e. City Manger, Police Chief, Fire Chief, etc.) Next steps on issue Who to contact for additional information PIO to monitor story and suggest to City Manager and Communications Subcommittee if additional resources / programs need to be applied to issue (IE. Host community presentation, more proactive/educational press outreach) Crisis Situations Use established protocol and community resources including: Police Chief Fire Chief City Manager Mayor / Mayor Pro Tem Local Experts (Dr. Chris Lowe / Shark Attacks) 7 COMMUNICATIONS ASSETS The City has a number of channels in which to engage the general community. Below is a snapshot of the City’s Communications assets, and how they will be utilized throughout the year. The items in red are new initiatives we will launch in 2015.Items listed in red will be added within the upcoming year. 8 COMMUNICATIONS REPORTS The PIO is to submit quarterly reports to the City Manager and City Council. These reports will include the following: Stories covered within each category of our “news pillars” of the Communications Matrix Snapshot of headlines & analysis of coverage from local papers Opportunities / Quarterly Planning for City Communications in the upcoming Quarter The delivery deadlines of these reports are included below: Q1 (Jan. – March 2015)Due Friday, April 3 Q2 (Apr. – June 2015)Due Friday, July 10 Q3 (July – Sept. 2015)Due Friday, Oct. 9 Q4 (Oct. – Dec. 2015)Due Friday, Jan. 8 ### General Business - Management Profiles - Personnel Hires - Events / Partnerships Business Growth - Hotel (s) News - Business News: Skechers Announcement Business-‐Friendly - Free Parking Pilot Program - Economic Dev. Office / Business Resources Downtown Core Development South Park: Upgrade PCH / AviaBon Mobility Plan Support for Top Quality Schools Sewer Replacement Program Capital Improvement Program City FaciliBes Master Plan General Plan - ‘15 Event Schedule - Community Awareness / AMendance Green Business RecogniBon Program Municipal Carbon Neutral AcBon Plan - 2020 Messaging / ExecuQon Awards / RecogniBon: - Submission of City efforts to various award programs ConQnue to work with City staff, Chief Papa and Chief Lantzer for coordinated efforts for items including: HBPD Alcohol Awareness campaign with LA Kings July 4th BHS Underage Drinking Symposium HBFD Pier Fishing CommunicaQons Safety Brochure/ Community Partnerships March 2015 ElecBon - ProacQve factual press outreach and community materials for elecQon dates, items on ballot, etc. - Press release s - Final City PresentaQon of EIR, HIA & CBA Reports STRATEGY NEWS PILLARS TACTICS Environmental Sustainability / Consciousness Public Safety Proposed Oil Project / CommunicaBons Business & Economic Development City Policy Proactively create and distribute news that supports the key pillars of the City’s Strategic Plan, short and long-term goals, as well as the mission of Hermosa Beach to be financially and environmentally responsible, govern the community, and provide first-class services in a friendly manner through valued employees and volunteers. MEDIA RELATIONS MATRIX CelebraBon of Beach Lifestyle / Culture City Assets - SpeakUp, Hermosa! City Events - Special Olympics Host Town - Summer Concert Series Community Partners / AcBviBes - Chamber of Commerce - Beach CiQes Health District - Local Businesses - Neighboring Beach CiQes - Independent event producers hosQng events in the City The media relaQons matrix details the flow of important communicaQons items for the City and provides a snapshot detailing how all of the press materials and news items delivered by the City ladder up to achieving the strategic goals with public relaQons efforts. Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0220 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 10, 2015 HERMOSA BEACH CITY / SCHOOL COMPACT MEETING (Continued from meeting of February 24, 2015) (City Manager Tom Bakaly) Subject After School Program Waitlist; Policy Review & Action Items City Council identified Support for Top Quality Schools as a high priority item in 2014. Addressing the needs for families within the community, both the Hermosa Beach City School District and the City of Hermosa Beach offer after school care for the children enrolled in the school district. However, both programs are currently at max capacity, and 50+ students remained on a wait list for 2014-2015 school year. As we commence planning for the 2015, the issue of the City’s “After School Program” waitlist continues to be unresolved. Listed below are the goals of the COMPACT Meeting for the after school program: ·Review Policy Items for School Support and define the After School Program’s role within this policy ·Identify solutions for support from both the School District and City COMPACT Subcommittee ·Advise recommendations to City Council and School Board to accommodate requests for 2015-2016 school year Recommended Action To receive and file this report COMPACT Subcommittee Action Per the direction of the COMPACT Subcommittee, the following action items are to be executed prior to the next subcommittee meeting: ·Consideration of dividing school programs by age; younger students to attend City School District After School Program (K - 2nd grade), older students to enroll in City PARK program ·Exploring the creation of a “Joint Powers Agreement” (JPA). This could potentially provide the community with access to the School District’s facilities through many of the programs offered through the City of Hermosa Beach Hermosa Beach Printed on 3/19/2015Page 1 of 2 powered by Legistar™ File #:REPORT 15-0220 o COMPACT to review current JOA created and maintained by Beverly Hills; provide briefing and overview of best practices in program and explore ways to create JPA in Hermosa Beach ·Schedule next COMPACT Subcommittee Meeting to review research and make further recommendations Summary The Hermosa Beach City/School COMPACT Meeting agreed to further research the formation of a JPA and provide possible scenarios for the creation of one between the School District and the City of Hermosa Beach for the After School Program. Attachment 1. AGENDA - Compact After School Program - 2.11.15 Respectfully Submitted by: Tom Bakaly, City Manager Hermosa Beach Printed on 3/19/2015Page 2 of 2 powered by Legistar™ To: Hermosa Beach City/School COMPACT Meeting From:Pat Escalante, District Superintendent Tom Bakaly, City Manager Date:February 11, 2015 Subject:After School Program Waitlist Policy Review & Action Items 1.Hermosa Beach Policy Review City Council identified Support for Top Quality Schools as a high priority item in 2014. Addressing the needs for families within the community, both the Hermosa Beach City School District and the City of Hermosa Beach offer after school care for the children enrolled in the school district. However, both programs are currently at max capacity, and 50+ students remained on a wait list for 2014-2015 school year. As we commence planning for the 2015, the issue of the City’s “After School Program” waitlist continues to be unresolved. The goals of the COMPACT Meeting today are as follows: Review Policy Items for School Support and define the After School Program’s role within this policy Identify solutions for support from both the School District and City COMPACT Subcommittee Advise recommendations to City Council and School Board to accommodate requests for 2015-2016 school year 60 (for 2014-2015) 75 (for 2015-2016) 2. COMMUNIITY SNAPSHOT: 2014 – 2015 SCHOOL YEAR AFTER SCHOOL PROGRAM Listed below are the current options for families seeking after school care for children and the challenges faced for meeting demand PROGRAM After School Day Care Program P.A.R.K. (Positive Active Recreation for Kids) Program PROGRAM FACILITATOR / LOCATION Hermosa Beach City School District City of Hermosa Beach / Managed by Parks & Recreation OFFERINGS Study sessions taught by certified teachers Provides more academic focus for children Focus on crafts and sports Student participate in games and activities, plus enjoy snacks and have homework time LOGISTICS Students are hosted at View for After School Program P.A.R.K. programs host children at the Community Center and South Park P.A.R.K. staff pick children up from Valley and View schools and walk with them to their assigned locations ENROLLMENT 57 90 children WAITLIST 4 COSTS $3650 per year (Cost $20/day plus an annual $50 registration fee) $1250 per year for five days/week (180 days in the school year) UNRESOLVED ISSUES Valley School does not offer after school care City does not currently have space for children on waitlist Transportation Challenges: having to move students from schools to offsite locations 3.POLICY ITEMS FOR REVIEW & DISCUSSION Does the community want additional after school programs for their children that focus on academics or recreation? Commitment from the City: how much budget allocation as well as staff/additional resources is the City willing to commit to accommodate the needs of families for after school programs? Can the City provide additional temporary solutions (such as trailers) and invest in these housing options to expand the P.A.R.K. program to meet demands? 4.POTENTIAL SOLUTIONS / COSTS Accommodations Capacity Costs Challenges Opportunities Temporary Trailers Trailer Rentals WAITING ON COST BREAKDOWN Costs Location to Set Up Clark Building 170 – seated 240 - unseated $20 Application fee $250 Damage Deposit $30 Hermosa Beach Residents $61 Non Residents $25 Non Profits Longstanding Jazzercise class that clears rooms @ 4:30 Trailer option could be possibility at Clark Building Rental Discussions (Kiwanis, Rotary, Miss B’s Tutoring). Limited availability at any of the above listed facilities, Only single days of the week available for after school program rentals Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0226 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of March 10, 2015 CITY COUNCIL SUBCOMMITTEES (Continued from meeting of February 24, 2015) Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ REORGANIZATION OF CITY COUNCIL COMMITTEE DELEGATE AND ALTERNATE APPOINTMENTS Watershed Advisory Council of Santa Monica Bay Restoration Commission Delegate Tucker (Meetings at least once a year, as called, usually afternoons at Dockweiler Youth Alternate Fangary Center, 12505 Vista del Mar, Los Angeles) Independent Cities Association Delegate Fangary (Annual winter and summer seminars for delegates) [Board members meet 2nd Thursday Alternate Barragan at 700 N. Alameda St., Los Angeles] Independent Cities Risk Management Association Delegate Strickfaden (Bimonthly - Downey) Alternate Bagnara RESOLUTION NO. 13- 6888 League of California Cities – L.A. County Division Delegate Tucker (1st Thurs. Jan./March/May - 6 p.m., locations vary, but usually Luminarias Restaurant - Monterey Park, Alternate Barragan other League/Division/committee events as called) Los Angeles County/City Selection Committee (Mayor must appoint alternate separately, each time, when unable to attend meeting) Delegate (Mayor)Tucker (as called) Metropolitan Transportation Authority City Selection Committee Delegate Tucker (as called) Alternate Barragan South Bay Cities Council of Governments (SBCCOG) Delegate DiVirgilio (4th Thurs., 6 p.m., 20285 Western Ave., Torrance) Alternate Fangary RESOLUTION NO. 15-6935 SBCCOG Steering Committee Delegate/Alternate See above (2nd Mon., 12 p.m., 20285 Western Ave., Torrance) Page 1 of 2 Appointments 11-25-14 Updated 01-27-15 South Bay Cities Sanitation District (County Sanitation Districts of Los Angeles) Delegate (Mayor)Tucker Alternate Barragan (3rd Wed. - 1:30 p.m., Torrance City Hall) Southern California Association of Governments Delegate Barragan (Annual, as called) West Basin Water Association Delegate Tucker (1st Tues., 11:30 a.m., Carson Community Center) Alternate Barragan Hermosa Beach Sister City Association Delegate DiVirgilio (1st Mon. – 7 p.m., Community Center, Room 9) Alternate Barragan TEMPORARY COUNCIL SUB-COMMITTEES Beach Cities Health District Councilmember Tucker City-School District Partnership [Formed 5/28/98] Councilmember Petty Councilmember DiVirgilio Public Communications [Formed 03-13-12] Mayor Tucker Mayor Pro Tempore Barragan Special Olympics Host Town [Formed 01-27-15] Mayor Tucker Mayor Pro Tempore Barragan Page 2 of 2 Appointments 11-25-14 Updated 01-27-15 Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0289 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of MARCH 24, 2015 REQUEST FROM COUNCILMEMBER FANGARY TO EVALUATE AND UPDATE, IF NECESSARY, CITY COUNCIL PROCEDURES AND PROTOCOLS REGARDING DESCRIPTIONS OF AGENDA ITEMS AND LOCATION OF CITY COUNCIL MEETINGS, CONSISTENT WITH THE REQUIREMENTS OF CALIFORNIA GOVERNMENT CODE SECTION 54954.2. Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™ Hermosa Beach Staff Report City Hall 1315 Valley Drive Hermosa Beach, CA 90254 File #:REPORT 15-0290 Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of MARCH 24, 2015 REQUEST FROM COUNCILMEMBER FANGARY TO CONSIDER ADOPTION OF A CITY COUNCIL RESOLUTION TO FIX THE CITY MANAGER’S SALARY CONSISTENT WITH HIS CURRENT SALARY, PURSUANT TO HERMOSA BEACH MUNICIPAL CODE SECTION 2.12.050. Hermosa Beach Printed on 3/19/2015Page 1 of 1 powered by Legistar™