HomeMy WebLinkAbout07/17/96PARKS, RECREATION AND COMMUNITY RESOURCES
ADVISORY COMMISSION
MINUTES OF JULY 17, 1996 MEETING
Roll Call
Present: Chairperson Mitchell, Commissioners Abrams, Aronoff, Koppel
Absent: Commissioner Peirce
Staff: Rooney, Flaherty, Amirani
Approval of Minutes June 19, 1996
Motion: "To approve as submitted."
Abrams/Koppel All Ayes
Matters for Commission Consideration
School Attendance Review Board
Barbara Andrews from SARB addressed the Commission in support of the fee
waiver.
Motion: "To approve staff recommendation to waive rental fees for the
use of two rooms in the Community Center from 8:30 a.m. to
12:00 p.m. every first and third Friday of each month during the
1996-97 school year."
Koppel/Aronoff All Ayes
Review of CLP Projects for FY 1996-97
Motion: "To direct Public Works staff to draft an RFP for a consultant
to work with the Commission subcommittee to provide master
plans for improvements to Valley Park, Clark Field and the
Community Center."
Koppel/Mitchell All Ayes
Motion: "To hire a consultant to develop plans for Greenbelt
irrigation."
Koppel/Abrams All Ayes
Motion: "To add benches for Noble Park and Skateboard Track
Master Plan as high priorities on the CIP grid."
Aronoff/Abrams All Ayes
1g
1
Consent Items
1
Lease Renewal between the City and the Association for Retarded Citizens, Easter
Seals Society and South Bav Center for Counseling for Space in the Community
Center.
Motion: "To approve a one year lease renewal between the City and the
Association for Retarded Citizens, Easter Seals Society and
South Bay Center for Counseling for space in the Community
Center."
Koppel/Aronoff All Ayes
Add Public Works Superintendent Report to the agenda.
Ask FIVB if players may be interested in a program to provide lodging for athletes
in Hermosa Beach homes.
Motion: "To adjourn."
Koppel/Mitchell All Ayes
Adjourned: 8:50 p.m.
JUL 16 199;
MINUTES OF THE HERMOSA BEACH FILM COMMITTEE MEETI L U U t
July 13, 1996
The Hermosa Beach Film Committee met at 12:00 p.m., on July 13, 1996, at
the Hermosa Beach Community Center. In attendance were:
Robert Aronoff
Ali Behnam
Danielle Bell
Larry Docimo
David Eisenstein
Charlene Freeman
Lee Garrison
Corinne Lorain
Amparito Zavala -Doolittle
Several new participants came to the meeting as the result of an article about
the film festival which appeared ,in the July 11, 1996 edition of the Easy Reader, After
introductions and general discussion, it was agreed that the film festival needed the following
items as quickly as possible: (1) a theme; (2) a target date; and (3) a budget. Once these
were established, we would then proceed with getting celebrity endorsements, select a jury to
judge the films and give out the prizes.
There was much discussion over a possible theme. A theme that was too
general, such as an international film festival or a multi -cultural film festival would not have
the pizzazz to attract interest and publicity. A specific theme such as surf film .festival would
be too narrow and would exclude too many good films. One suggestion was to have a theme
for low budget.films. Another was to have films that are produced directly to video.
Another was to have films that tie into CD-ROM and other electronic media. Other
suggestions included an entrepreneurial art film festival; beach film festival; comedy film
festival; new films and new directors, and the white ghetto film festival. The latter name
generated interest, not necessarily because of the subject matter, but because of its off-the-
wall content and the fact that it did titillate the imagination. The theme should be an
attention grabber, which will prompt additional interest in the film festival. Accordingly, it
was decided to run a contest for film festival themes. Prizes will be offered by the AMC
Theatres and Learned Lumber. Robert Aronoff will contact local publications to announce
the contest. At the next meeting of the film committee, entries will be reviewed and a theme
selected.
The Committee then turned to discussing a budget for the film festival. Those
. present did not have sufficient knowledge to develop a budget. It was discussed that entry
fees of anywhere from $10 to $75 a film would generate some money. Entry fees for the
first Hermosa Beach Film Festival would have to be on the lower end. However, we could
expect as many as 200 entries. We can expect to screen about 40 films over a three day
F:\HBFg071396.MIN
July 15, 1996 1
SUPPLEMENTAL
iQ1ATION
period. Danielle Bell will determine what the charges will be for the AMC Theatres to host
the film festival. Lee Garrison said he had just talked with the owner of the Bijou Theatre.
The information we previously received that the theatre would not be available for the film
festival was wrong. He was going to confirm the availability of the theatre and the cost for f
its use. Ali Behnam will head up the budget process. He is going to obtain budgets from
other film festivals and other information that would be helpful in developing a budget.
The Committee still needs help from individuals with specific knowledge for
running a film festival as well as someone who can help develop a media kit. - Robert
Aronoff will contact AIVF, which publishes The Guide to International Film Festivals. Their
telephone number is (212) 807-1400; e-mail aivffivf@aol.com. He will try to determine
when their guide is published so that the Hermosa Beach Film Festival can be listed, and if
there is any organization or association of film festivals to join.
The Committee felt that they still needed to retain a consultant to help run the
film festival. It was noted that John Otworth had contacted Lauri Rose Tanner in San
Francisco, who was writing a manual/guide on How To Start & Operate Film & Video
Festivals. However, she wanted to be paid from the start $150.00 per hour plus travel time
and expenses to consult. The concern was that she was in San Francisco and that the cost of
her coming to Hermosa Beach to consult as well as the consulting fees would be excessive.
It was decided to try and find a consultant who was local.
The Committee felt it was important to have a target date for the festival'.
Accordingly, it was decided that the festival would be held the last weekend of April, 1997
(the 24th through the 26th). This date was selected because it did not appear to conflict with
other local film festivals. There were not many other film festivals in the country on that
weekend. It was just before Cannes. The weather in Hermosa Beach is usually very good
during April. It was before the Memorial Day holiday.
The Committee decided to hold its next meeting on Saturday, August 3, 1996,
at 12 noon in Room 12 of the Community Center. At that meeting, the winner of the theme
contest will be decided.
Respectfully Submitted:
Robert C. Aronoff
F:\HBFg071396.MIN
July 15, 1996 2
HERMOSA BEACH FILM COMMISSION
Robert Aronoff, Esq.
124 The Strand
Hermosa Beach, CA 90254
310\318-2222
Fax 310\318-1652
Ali Behnam
1606 Speyer Lane
Redondo Beach, CA 90278
310\372-5321
Danielle Bell
1617 Pacific Coast Highway
Hermosa Beach, CA 90254
310\318-9970
Larry Docimo
3104-B Highland Avenue
Manhattan Beach, CA 90266
310\546-8498
310\546-5715 fax
Mr. Jason Frazier
310\286-8327
Charlene Freeman
1900 W. Artesia Blvd., #6
Torrance, CA 90504
310\515-0824 home
310\374-3406 work
Ms. Judy Garland
2205 Pacific Coast Highway #5
Hermosa Beach, CA 90254
310\376-1337
310\376-4270
FAHBFCILIST
July 15, 1996
1
Lee Garrison
100 The Strand
Hermosa Beach, CA 90254
310\374-7520
Ms. Anne Hulegard
703 Pier Ave., #241
Hermosa Beach, CA 90254
310\318-3452 (w)
310\374-8447 (h)
David Hunt
Easy Reader
P.O. Box 427
Hermosa Beach, CA 90254
310\372-4611
Ms. Lynda Lester
1147 Bonilla Drive
Topanga Canyon, CA 90290
310\455-1819
Ms. Corinne Lorain
Mr. David Eisenstein
549 Westbourne Drive
West Hollywood, CA 90048
310\854-5462
310\358-0318
Ms. Donna Love
P.O. Box 89
Torrance, CA 90507
310\533-7013
Cara Murphy
The Beach Reporter
P. O. Box 383
Manhattan Beach, CA 90266
310\374-4040
F:\HBFgLIST
July 15, 1996
2
Mr. Jon Otworth
19921 Turnberry Drive
Tarzana, CA 91356
8.18\228-1344
Ms. Mary Rooney
Hermosa Beach Dept.
of Community Resources
710 Pier Avenue
Hermosa Beach, CA 90254
310\318-0280
310\372-4333 fax
Mr. Chris Schaper
4042 Virgina Road
Long Beach, CA 90807
310\424-5191
503\687-5843
Mr. Hector Tinoco
818\783-2357
Amparito Zavala -Doolittle
742 Manhattan Avenue
Hermosa Beach, CA 90254
310\376-3049 ''(home, after 6:30 p.m.)
310\374-3406 (work)
FAHBFC\L.IST
July 15, 1996
3
HERMOSA BEACH PARKS, RECREATION, AND COMMUNITY RESOURCES
ADVISORY COMMISSION
Skateboard Subcommittee
• Subcommittee held its third meeting Saturday, July 5, 1996.
• Visited the Park at Herondo Ave. and PCH in Redondo Beach as a possible location for a
skateboard facility.
• Spoke to a RB Youth Commission member re: Herondo Park; initial reaction was favorable.
• Spoke to a RB Parks Commissioner re: Herondo Park; initial reaction favorable.
• Spoke to Sue Armstrong, Director of Parks and Recreation for RB re: Herondo Park; initial reaction,
not out -of -the -question, but indicated some concerns.
• Ms. Anderson's concerns:
>ttedondo Beach has no money.
>Big demand for Roller Hockey.
>Herondo Park land owned by SCE.
>EMF problem? - kids under power lines.
• Attempted contact with Beach Cities Health District re: lot on PCH.
• Will continue to follow-up on leads and get answers to questions.
Prepared by Bob abd Sam 7/17/96
October 18, .1995
TO: All Department Heads
FROM: Viki Copeland, Finance Director Y -Ca.—.
RE: Invoices on Microsoft Word
City invoices are now available as a template in Microsoft Word. These forms
can be used for billing amounts due to the city rather than the invoice you
previously had to type in the typewriter.
This form may be only an interim solution if we later decide to generate invoices
from our new Quickbooks system, but at least it will alleviate using a. typewriter
in the meantime.
There are some drawbacks to the system, one of which is that the template may
be accessed by only one user at a time. However, if you follow the instructions, I
think you will be pleased with the result, particularly the amount of time saved
compared to generating invoices on a typewriter. The system will number the
invoices sequentially as they are used. Please let me know how it's working
after your office has used it.
Detailed instructions for using the template are attached (several of you are
already using the form but please distribute this memo and the instructions
anyway). Thanks.
INSTRUCTIONS FOR ACCESSING THE DOCUMENT IN THE NEW INVOICE SYSTEM
STEP 1
A. IN MICROSOFT WORD - CLICK ON "FILE"
B: THEN - CLICK "NEW"
C. WHEN THE WIZARD MENU COMES UP SCROLL DOWN THE DOCUMENT NAME LIST
CLICK ON THE DOCUMENT CALLED "MAKENEW".
D. CLICK - "OK"
THE DOCUMENT THAT COMES UP WILL BE A COPY OF THE INVOICE TEMPLATE WITH
A NEW NUMBER IN THE NUMBERING SEQUENCE. NUMBERS ARE ASSIGNED
AUTOMATICALLY BY THE COMPUTER.
E. IMMEDIATELY SAVE THE DOCUMENT UNDER A NEW NAME.
A SUGGESTION FOR NAMING THE INVOICE DOCUMENT WOULD BE SOMETHING LIKE
"INV6401" OR WHAT EVER NUMBER CORRESPONDS WITH THE ACTUAL NUMBER OF
THE INVOICE THAT YOU ARE WORKING ON.
AS MENTIONED IN THE MEMO IF YOU SHOULD OPEN THE "MAKENEW" INVOICE
TEMPLATE AT THE SAME TIME AS ANOTHER USER A WARNING MESSAGE WILL
APPEAR ON THE SCREEN THAT SAYS THAT THERE HAS BEEN AN APPLICATION
ERROR. SIMPLY CLOSE THE DOCUMENT AND WAIT A FEW MINUTES. THERE
SHOULD NOT BE HEAVY USAGE OUTSIDE OF FIRE AND COMMUNITY RESOURCES
DEPARTMENTS. WE CAN SET UP A SCHEDULE IF TOO MANY CONFLICTS OCCUR.
FEWER CONFLICTS WILL OCCUR IF YOU CREATE YOUR DOCUMENT IMMEDIATELY
AND LEAVE THE TEMPLATE. THIS PROCEDURE DISCONNECTS YOU FROM THE
TEMPLATE AND ALLOWS SOMEONE ELSE TO USE IT.,.
F. CLOSE THE DOCUMENT. YOU SHOULD GET A BLANK SCREEN.
STEP 2
A. CLICK ON - FILE.
B. CLICK ON THE DOCUMENT THAT YOU HAVE JUST CLOSED.
C. FILL IN YOUR INFORMATION BY TABBING TO EACH FIELD.
D. WHEN THE DOCUMENT IS COMPLETE PRINT IT, SAVE IT AGAIN
(UNDER THE SAME NAME).
IF YOU DISCOVER AN ERROR OR NEED TO EDIT THE DOCUMENT IT WILL BE AVAILABLE FOR
YOU TO GO IN AND MAKE ANY CHANGES NECESSARY TO THE INFORMATION THAT YOU
HAVE ENTERED.
IF THERE IS A PROBLEM WITH THE INVOICE SYSTEM NOT WORKING PROPERLY PLEASE
CALL MARY HULL AND SHE CAN WALK YOU THROUGH CORRECTIONS.
Marking changes with revision marks
12:Examples and Demos
Revision marks help you and other reviewers see what changes have been made to a document since
the last version. Word uses special formatting, such as underlining and strikethrough characters to
show edited text. Word labels each revision with the reviewer's name and date and time the revision
was made.
To turn on revision marking
1. Open the document you want to revise.
2. From the Tools menu, choose Revisions.
3. Under Document Revisions, select the Mark Revisions While Editing check box.
If you want to hide the revision marks but continue tracking changes while you work, clear the Show
Revisions On Screen check box.
If you want to hide the revision marks when you print your document, clear the Show Revisions In
, Printed Document check box.
4. To specify how revision marks are displayed, choose the Options button. Select the options you
want, and then choose the OK button. For more information on these options, see Revisions tab.
5. Choose the OK button.
When you (or a reviewer) begin revising the document, Word indicates all revisions according to
the settings on the Revisions tab.
To turn off revision marking
1. From the Tools menu, choose Revisions.
2. Under Document Revisions, clear the Mark Revisions While Editing check box, and then choose
the OK button.
Tip
The status bar shows whether revision marking is on or off. The letters "MRK" are bold when revision
marking is turned on, and dimmed when the feature is turned off. You can also double-click the letters
"MRK" at any time to display the Revisions dialog box.
See also
Annotating, Revising, and Routing Documents
June 6, 1996
Honorable Mayor and Members of
the Hermosa Beach City Council
Regular Meeting of
June 11, 1996
PETITION FROM PROPERTY OWNERS ON LOWER PIER AVENUE TO
FORM AN ASSESSMENT DISTRICT TO PAY FOR STREET IMPROVEMENTS
Recommendation:
1. That the City Council adopt attached resolution declaring intention to order
improvements for the proposed lower Pier Avenue Assessment District pursuant to the
Municipal Improvement Act of 1913;
2. That the City Council set a public meeting on the proposed assessment district for
July 23, 1996;
3. That the City Council set August 13, 1996 at 7:30pm as a Public Hearing; and,
4. That staff be directed to perform all necessary tasks in order to complete the
proceedings.
Background:
A petition representing over 55% of the property owners is attached. The map shows
those property owners that have signed the petition and have agreed to the assessment.
The entire assessment district will generate $400,000 towards the street and sidewalk
improvements on Pier Avenue.
There are a series of events that will begin with the acceptance of the petition by the City
Council and will be completed in October. The next steps include the review of the
Engineers Report at your June 25, 1996 meeting, a public meeting on July 23, 1996 and a
public hearing on August 13, 1996.
Respe tfully submitted,
Stephe Burrell
City Manager
1 0
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF HERMOSA BEACH DECLARING ITS INTENTION TO
ORDER IMPROVEMENTS FOR THE PROPOSED LOWER
PIER AVENUE ASSESSMENT DISTRICT PURSUANT TO
THE MUNICIPAL IMPROVEMENT ACT OF 1913
THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH HEREBY
FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS:
Section 1. The City Council (the "City Council") of
the City of Hermosa Beach (the "City") hereby (i) finds that the
public interest, necessity and convenience require and (ii)
declares its intention to order improvements pursuant to the
Municipal Improvement Act of 1913, Division 12 of the California
Streets and Highways Code, commencing with Section 10000 (the
"Act"). Such improvements are briefly described in Section 4,
below.
Section 2. The district of land to be benefitted by
the improvements described in Section 4, below, and to be
specially assessed to pay the costs and expenses of such
improvements, including incidental expenses, shall be referred to
as the "Lower Pier Avenue Assessment District" (the "Assessment
District").
Section 3. The boundaries of real property to be
benefitted by the improvements described in Section 4, below, and
to be specially assessed to pay the cost and expenses of such
improvements generally include the properties along both sides of
Lower Pier Avenue between Hermosa Avenue and the Strand, and are
shown on the map attached hereto as Exhibit A and incorporated
herein by reference.
Section 4. The improvements are proposed for the
benefit of the lands within the exterior boundaries of the
proposed Assessment District and are to be located within the
District boundaries (the "Improvements"). The proposed
Improvements are briefly described as follows: The installation
and construction of street improvements and street -related
improvements along Lower Pier Avenue between Hermosa Avenue and
the Strand, including clearing, excavation, grading, and the
installation and construction of pavement, curbs, gutters,
sidewalks, storm drains, landscaping, hardscape, an irrigation
system, street lights, utilities, appliances necessary or
convenient for providing any public service, and appurtenances
and appurtenant work.
960604 10649-00015 syc 1672573 0
Section 5. The portion of the cost and expenses of the
Improvements in excess of $400,000 shall be paid out of the
Treasury of the City.
Section 6. The City's Director of Public Works is
hereby designated to perform the duties of the Superintendent of
Streets pursuant to the Act and is hereby designated as
Assessment Engineer for purposes of the assessment proceedings to
be undertaken in connection with the proposed Assessment
District.
Section 7. The City Council hereby declares its
intention to levy .41.1 assessment to maintain, repair, or improve
the Improvements described in Section 4, above, pursuant to
Section 10100.8 of the Act.
Section 8. The proposed Improvements are hereby
referred to the Assessment Engineer to make and file with the
City Clerk of the City Council a report in writing in accordance
with Section 10204 of the Act.
Section 9. The City Council hereby determines that it
is in the public interest andmore economical to eliminate any
disparity in level or size. between the proposed Improvements and
private property on such private property, rather than to adjust
the work on public property to eliminate such disparity.
Section 10. Provision is hereby made for the issuance
of improvement bonds, in one or more series, pursuant to
Chapter 7of Division 12 of the California Streets and Highways
Code, commencing with Section 10600.
Section 11. Notice is hereby given that serial bonds
or term bonds or both to represent unpaid assessments, and to
bear interest at the rate of not to exceed 12 percent per annum,
payable semiannually, shall be issued hereunder inone or more
series in the manner provided by the Improvement Bond Act of
1915, Division 10 of the California Streets and Highways Code,
and the last installment of bonds shall mature a maximum of 39
years from the second day of September next succeeding 12 months
from their date.
Section 12. The City Council hereby determines and
declares that the City will not obligate itself to advance avail-
able funds from the City treasury to cure any deficiency which
may occur in the bond redemption fund.
Section 13. The City Council hereby determines that
the principal amount of bonds maturing or becoming subject to
mandatory prior redemption each year shall be other than an
2
960604 10649-00015 syc 1672573 0
amount equal to an even annual proportion of the aggregate
principal amount of the bonds and the amount of principal
maturing or becoming subject to mandatory prior redemption in
each year plus the amount of interest payable in that year shall
be an aggregate amount that is substantially equal each year,
except for the moneys falling due on the first maturity or
mandatory prior redemption date of the bonds which shall be
adjusted to reflect the amount of interest earned from the date
when the bonds bear interest to the date when the first interest
is payable on the bonds.
Section 14. With respect to the procedures for
collection of asse_psments and the advance retirement of bonds in
connection with the proposed Assessment District, the City
Council proposes to proceed under the provisions of Part 11.1 of
Division 10 of the California Streets and Highways Code.
Section 15. The City Council hereby designates the
City Treasurer, or the designated agent of the City Treasurer, to
collect and receive the assessments.
;Section 16. The City Council hereby determines that
the bonds issued to represent unpaid assessments may be refunded
under specified conditions. The City Council hereby declares
that such bonds may be refunded upon determination by resolution
of the City Council to do so. The City Council may undertake
such a refunding upon recommendation of a financial advisor that
it is in the best interests of the District to undertake such a
refunding. Such written recommendation shall include the reasons
therefor. The maximum interest rate on such refunding bonds
shall not -exceed 12 percent per annum or such other maximum rate
of interest as then may be permitted by law. The maximum number
of years to maturity of the refunding bonds shall not exceed 39
years from the second day of September next succeeding twelve
months from the date of the refunding bonds, or such other
maximum number of years to maturity as then may be permitted by
law. Any adjustment to assessments resulting from refunding will
be done on a pro rata basis.
Section 17. Any surplus moneys remaining in the
improvement fund after the completion of the proposed Improve-
ments and the payment of all claims from the improvement fund
shall be disposed of in accordance with California Streets and
Highways Code Section 10427.
Section 18. In the opinion of the City Council, the
public interest will not be served by allowing property owners to
take a contract to perform any of the work.
- 3
960604 10649-00015 syc 1672573 0
Section 19. The City Council hereby declares that any
lot or parcel belonging to. the United States,.the State of
California, the,County of Los Angeles, or the City, whichis in
use in the performance of any public function, shall be omitted
from the assessment to cover the costs and expenses of the
Improvements described in Section 4, above.
PASSED, APPROVED and ADOPTED this day of
, 1996.
ATTEST:
City Clerk
4
960604 10649-00015 syc 1672573 0
Mayor
Sheet1
Page 1
400000
Lot No.
Parcel No.
Owner
Address
Frontage
Area
Assess $
Signed
Not Signec
1
4183002001
Thelen Q
3Pier
80
2440
38056
2440
2
4183002017
Thelen Q
19 Pier
90
9349.58
42813
9349.58
3
4183002009
Ugolini A
39 Pier
32.7
2978.25
15555.39
2978.25
4
4183002020
Newton J
53 Pier
30
2850
14271
2850
5
4183002021
Newton J
57 Pier
30
2850
14271
2850
6
4183002012
Egerer T
59 Pier
29.5
2826.5
14033.15
2826.5
7
4183002013
Sheinwold P,
65 Pier
31
2897.5
14746.7
2897.5
8
4183002014
Sheinwold P
73 Pier
29.5
2826.25
14033.15
2826.25
9
4183002015
Citi Corp
81 Pier
56.3
5415
26781.91
5415
10
4187005024
Krause W
1138 Stran
106.17
4777.65
50505.07
4777.65
11
4187005005
Centofanti G
22 Pier
30
2850
14271
2850
12
4187005006
Kaufman C
30 Pier
30
2850
14271
2850
13
4187005026
Delin P
36 Pier
90
8550
42813
8550
14
4187005009
Benigni R
56 Pier
30
2850
14271
2850
15
4187005010
Schmidt L
60 Pier
30
2850
14271
2850
16
4187005011
Wi Jin Chang
68 Pier
30
2850
14271
2850
17
4187005012
Delin G
72 Pier
30
2850
14271
2850
18
4187005013
BOA
90 Pier
55.7
5272.5
26496.49
5272.5
Total
840.87
70133.23
400001.9
39129.65
31003.58
Percentage Area
55.79331
44.20669
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CITY OF HERMOSA BEACH
MEMORANDUM
DATE: JULY 25, 1996
TO: ALL DEPARTMENTS
FROM: STEPHEN BURRELL, CITY MANAGE
RE: CHANGE IN COUNCIL MEETING SCHEDULE
At their meeting of July 23, 1996, the City Council rescheduled their Regular
meeting of Tuesday, November 12, 1996 to Thursday, November 14, 1996.
Please note, there will be no change in the schedule for submission of agenda
items or packet compilation.
CITY OF HERMOSA BEACH
MEMORANDUM
DATE: AUGUST 1, 1996
TO: ALL DEPARTMENT HEADS
FROM: STEPHEN BURRELL, CITY MANAGER
RE: REVISED ADMINISTRATIVE MEMORANDUM NO. F-7
On July 25, 1996, the recently adopted version of Administrative Memorandum
No. F-7 was distributed to all departments. However, an error was discovered
which has been corrected in the attached version. Please discard the version
that was distributed on July 25th and replace it with the attached revised
version.
ADMINISTRATIVE MEMORANDUM
TO: All Department Heads FUNCTION: Finance
FROM: Stephen Burrell NO: F-7
City Manager
SUBJECT: Travel & Expense Reimbursement Procedures, Rules and Regulations
The City of Hermosa Beach recognizes the constructive value of professional conferences,
seminars, and meetings. To that end, the City provides travel funds for City officials, department
directors, and other employees who attend such official events. This is recognized as
"administrative" travel. However, in an effort to allow more employees to travel, while also
keeping costs low, it is necessary to keep travel expenditures at a minimum.
Travel funds for out-of-state meetings will normally be provided only for City elected officials,
department directors. Other employees may be provided with travel funds for conferences held
within the State of California. Any exceptions shall be submitted to the City Manager for
approval. Final travel approval shall come from the City Manager via a Travel Advance/Report of
Expenses form (attached), submitted near the actual date of travel.
Requests for additional travel funds will not normally be approved except in cases of emergency
or other special situations. In such instances, requests must be routed through the Finance
Department for City Manager approval.
Per Diem and Computation
Any officer or employee who is required or authorized by the Council or City Manager to travel
in the discharge of his/her duties shall receive, in addition to his transportation and hotel
accommodation expenses, a per diem allowance of $50.00 for each day or fraction thereof while
so engaged on a trip lasting more than one day. For those City employees who elect to use actual
versus per diem rate, reimbursement will be made up to $80.00 per day.
For trips of only one day, or when overnight lodging is not required, receipts must be submitted
for expenses other than travel, and the employee will be reimbursed for either receipts or per
diem, whichever is less.
Per diem shall be allowed or reimbursed for days actually spend on City business, for programmed
days of a conference or meetings, and for time spend in travel by air. Per diem for time spent in
travel other than by air, such as rail or automobile, must be approved by the City Manager. Per
diem shall be, computed for the days of the conferences attended and for travel days notto exceed
r
one day before and after the conferences, and shall be allowed only if time and/or travel schedules
prohibit travel at reasonable hours on the actual beginning and ending days of a conference.
Department directors shall adjust per diem (not to exceed the maximum allowable in instances (a)
in which some or all meals are provided by the school or seminar or in the registration fee, or (b)
in which the employee commutes to the conferences from home. A similar adjustment may be
made in departure/arrival times.
Transportation
1. Travel by Air - All travel on City business by one employee outside the six county SCAG
region and the City of Santa Barbara shall be by air unless the City Manager approves
another mode of transportation. Reimbursement shall be calculated on the basis of the
cost of travel by air using the shortest and most direct route. All air travel shall be booked
at least a week in advance, when possible, so as to receive the lowest fares possible, other
than night coach, which may be chosen by the individual but is not required. No air travel
shall be first class. If two or more employees are traveling within a day's drive (no more
than 4 hours), they should usually travel together, by car, instead of air.
2. Use of Private Vehicle - If a personal vehicle is used for travel, transportation allowance
or reimbursement shall be based on the cost of air travel and transportation from the
airport to the point of destination and return, or the current per mile rate allowed under
IRS rules, whichever is less (see example below).
Example:
• Drive to Santa Barbara = 185 miles round trip
• Reimbursed $.24 per mile = $.24 x 185 = $44.40
• Air travel to Santa Barbara = $101 round trip
• Transportation to conference from airport by Air Limo = $13.00 round trip
• $101 + $13 = $114.00
• ($44.40<$114.00, so the reimbursement is $44.40)
Use of City -owned Vehicle - There shall be no allowance or reimbursement for
transportation when a City -owned vehicle is used. However, any out-of-pocket expenses
incurred in operating the vehicle shall be reimbursed. All receipts, including those
acquired from the use of a City credit card, must be turned in upon return and charged to
the proper department.
SHotel Accommodations
All officers and employees shall either prepare a Travel Advance/Report of Expenses form and
receive funds in advance, be reimbursed for hotel accommodations, or pay by City credit card.
Reimbursable days for lodging requests should correspond to the foregoing travel policy
regarding dates of arrival and departure. The expenses of local telephone calls and official long
distance calls, which are billed on the hotel statement, are allowed as hotel accommodation
expenses.
Additional Allowance
Authorized City officials and employees will be reimbursed for conference registration fees,
vehicle parking expenses and, if travel is by air, transportation expenses at the point of destination
to the hotel and for return from the hotel to the point of departure. The City Manager is
authorized to make exceptions or restrictions in the above policy when such variations will be
more economical to the City.
PROCEDURE
The traveler should submit a Travel Request/Report of Expenses form to his/her Department
Director at least two weeks ahead of the scheduled trip. Once the trip is approved, the proper
forms (explained below) must then be completed.
A. Travel Advance Requested
If an advance is approved by the Department Director the following procedure should be
followed:
A Travel Advance/Report of Expenses form should be prepared indicating expenses for which
funds are required.
1. Advance public transportation will usually be handled through a local travel bureau.
Advance booking of air travel shall be expected so the City may take advantage of
reduced rates. In most cases, the travel agency will bill the City directly. A Travel
Advance/Report of Expenses form should be processed in those instances where the
warrants are to be made payable to the travel agency.
2. Advance hotel reservations (requiring deposit) and registration fees should be processed
on a Travel Advance/Report of Expenses form in those instances where the warrants are
to be made payable to the hotel and/or the conference sponsor.
3. Immediately upon return from a trip, the traveler should complete a the Statement of
Actual Expenses portion of the Travel Advance/Report of Expenses form according to
instructions found on the form and forward it to Finance for processing.
4. If the form indicates that cash advances exceeded actual expenses, the traveler's personal
check, made payable to the City, should accompany the submittal.
5. Where applicable, a reimbursing warrant will be issued to the traveler.
6. Travel Advance/Report of Expenses Form must be completed by all persons upon
returning from travel within 5 working days and submitted to Finance.
B. No Travel Advance Requested (Approved)
1. All expenses incurred by the traveler must be documented with receipts, except those
covered by per diem.
2. Immediately upon return from trip, the traveler should complete a Travel Advance/Report
of Expenses form according to instructions found on the form and forward it to Finance
for processing.
3. If the form indicates cash advances have exceeded actual expenses, the traveler's personal
check, made payable to the City, should accompany the submittal.
4. Where applicable, a reimbursing warrant will be issued to the traveler.
5. Travel Advance/Report of Expenses Form must be completed by all persons upon
returning from travel within 5 working days and submitted to Finance.
NOTE: WHEN TRAVEL IS REIMBURSED BY A GRANT, SPECIAL ARRANGEMENTS
MUST BE MADE WITH THE FINANCE OFFICER TO ASSURE APPROPRIATE
COMPENSATION.
REVISED 7/31/96
,CITY OF HERMOSA BEACH
Iii° 478
^
REQUESTOR
POSITION TITLE
ACCOUNT NO.
DATE
•FERENCE TITLE & DATES ATTENDING
DEPARTMENT HEAD APPROVAL
FINANCE DIRECTOR - APPROVAL
CITY MANAGER APPROVAL
ADVANCES OR PREPAYMENTS
PAYEE (INCLUDE ADDRESS)
AMOUNT
WARRANT #
DATE
PER DIEM $ / DAY x DAYS
MILEAGE 2 / MILE x MILES
LODGING
TRAVEL
REGISTRATION
APPROVED FOR PAYMENT DATE
' DATE:
BREAKFAST
LUNCH
PER DIEM -ADVANCE TOTAL
S I A I EMEN I.01- At; I UAL EXF'ENShS .RECEIP I S Bk QUIREU:
PARKING
DINNER
TAXI
OTHER
TOTAL EXPENSE
TOTALS •
TOTAL DAILY EXPENSE
ACTUAL TRAVEL COST
ACTUAL LODGING COST
ACTUAL REGISTRATION COST
• GRAND TOTAL EXPENSE.
.1.CERTIFYTHATTHE ACTUAL EXPENSES SHOWN ARE ATRUE ANI
:CORRECT ACCOUNT OF :EXPENDITURES MADE WHILE ON OF
FICIAL: BUSINESS. . - • •
''SIGNATURE .:; DAT•.
• AMOUNT OF ADVANCE
BALANCE DUE CITY
• BALANCE DUE EMPLOYEE
(RECEIPTS FILED WITH ALPHA COPY) •
•
EMPLOYEE REIM.aURSED. :` .: . • 1•
•••'•• _.GATE_ `1T# .
CITY REIMIBURSED'•:'
RATE `: RECEIPT *
• :NUMERICAL
CITY OF HERMOSA BEACH
INTER -OFFICE MEMORANDUM
DATE: August 6, 1996
TO: All Departments
FROM: Robert A. Blackwood, Personnel Direc
RE: Administrative Memorandum P-14
I.O.D. Medical Appointments
Attached is a copy of Administrative Memorandum P-14 and a revised index.
Administrative Memorandum P-14 establishes that an employee will receive
compensation at their regular straight time rate -of -pay when they attend a
scheduled I.O.D. medical appointment during times other than their regular duty
hours.
INDEX
ADMINISTRATION
Council Agenda Preparation: Hearings & Appeals A-1
Preparation of City Council Agenda Items A-2
Deadlines: Agenda Items for City Council A-3
City Reports and Publications A-4
Management Teams A-5
Household Pets - Hearings A-6
Attendance at Council Meetings A-7
Public Notices, Annual City Contract A-8
Requirement for Board, Commission or Council
Committee reports A-9
Monthly Activity Reports A-10
Completed Staff Work A-11
Newly Elected Officials A-12
Prohibition of Signs on Utility Poles and on
Public Right -of -Way A-13
Graffiti Removal Program A-14
Responsibility for Public Noticing A-15
BUDGET
Annual City Budget B-1
INSURANCE
Liability Claims Procedure I-1
Liability Insurance Standards I-2
PERSONNEL
Games of Chance, Gambling and Bookmaking P-1
Drugs and Alcohol P-2
Personal use of City Vehicles P-3
Pre -Employment Interview Questioning P-4
FLSA - Exempt Miscellaneous Employees P-5
Standard Disciplinary Procedure for all Employees
Governed under the Teamster, Local 911, MOU P-6
Sexual Harassment P-7
Employee Performance Recognition Program P-8
Personal Use of City Telephones P-9
Personnel Request Forms P-10
Double step salary increases P-11
Phone Etiquette P-12
Disability retirement procedures for Safety members P-13
Injured on duty (IOD) medical appointments P-14
APPOINTED GROUPS
Police and Fire Committee of the City Council C-1
RECORDS
Records Retention/Destruction R-1
Second Floor Vault R-2
SAFETY
2
FINANCE
Petty Cash Reimbursements F-1
Purchasing Procedures and Goods and Services F-2
Open Purchase Order Request Form F-3
Payroll F-4
Conference Advance/Reimbursement F-5
Collection Policy F-6
Travel & Expense Reimbursement Procedures, Rules and Regulations F-7
Fixed Asset Policy F-8
Distribution of Insurance F-9
Departmental Review of Telephone Charges F-10
Disposal of Surplus Equipment and Supplies F-11
Deposits to Finance from Other Departments F-12
Professional Services F-13
Returned Check Procedure F-14
LEGAL
Requesting Legal Opinions L-1
Announcements and Minute listing of Closed
Session Topics L-2
Liability Claims Litigation Management Policy L-3
Recovery of Litigation Costs and Fees L-4
3
ADMINISTRATIVE MEMORANDUM
TO : All Departments FUNCTION: Personnel
FROM : Stephen R. Burrell, City Manager
SUBJECT: Injured on Duty (IOD) NO,: P-14
Medical Appointments.
Purpose: To establish procedures for compensating employees who, as a result of a work
related injury, have medical care appointments scheduled outside their regular
duty hours:
Policy: 1) If an employee has an IOD medical appointment scheduled during their
regular duty hours, they shall attend that appointment on paid status:
2) If a non-exempt employee is unable to have an IOD medical appointment
scheduled during their regular duty hours they will then be compensated for the
actual medical appointment time at their regular rate of pay. Travel time shall not
be considered as compensable time.
3) Teamster FLSA exempt employees shall receive Administrative Time pursuant
to provision of the Administrative MOU. Department Directors and Police
Management shall utilize flex time as appropriate and shall not receive any
additional compensation pursuant to this policy.
4) An employee who is not working any hours as a result of an industrial injury and
who is receiving temporary disability payments (including 4850 salary continuation)
shall attend any scheduled IOD medical appointment without entitlement to any
additional compensation.
5) This policy shall apply only to medical appointments associated with injuries
which have been accepted as work-related or medical appointments scheduled by
the City for the purpose of evaluating a workers' compensation claim.
6) Time spent attending an IOD medical appointment pursuant to this policy shall
not be considered "hours -worked" for FLSA overtime purposes, nor shall medical
appointment hours be considered "hours -worked" for any over -time calculation
pursuant to provision of any Memorandum of Understanding.
Effective Date: The effective date of this policy shall be July 1, 1996. No provisions of this policy
shall apply retroactively to any IOD medical appointment prior to July 1, 1996.
Steurrell
City Manager
Robert A. Blackwood, Director.
Personnel & Risk Management
Dated: &. S 1`19
medapp
Exhibit "A"
Pricing for Hermosa Beach Refuse and Recycling Collection
Effective July 1, 1996
All pricing per month, exclusive of AB 939 Fees.
Single and Multi -Family Residential Solid Waste Collection, per unit
Refuse
Recycling
Total
$8.99
$1.31
$10.30
Multi -Family Recycling, per unit
1
$1.99
Commercial Solid Waste Collection
1
Yards
lx/wk
2x/wk
3x/wk
4x/wk
5x/wk
6x/wk
7x/wk
1 yard
$47.64
$71.51
$95.34
$119.21
$142.58
$166.85
$195.23
1.5 yards
$52.96
$79.44
$105.90
$132.74
$158.91
$212.71
$248.86
2 yards
$63.59
$98.05
$132.45
$166.85
$196.03
$225.18
$263.44
3 yards
$74.12
$113.87
$153.65
$193.36
r $233.04
$272.26
$319.14
4 yards
$88.94
$136.67
$206.31
$232.34
$279.70
$327.36
$383.01
6 yards
$111.21
$170.83
$230.49
$290.06
$349.62
$409.19
$478.76
Share lot Pricing, per square foot
Retail/dry loads
Restaurant/wet loads
$0.0153
$0.0439
Roll Off Rates
Delivery Fee
Per load, Plus Disposal Charges
$38.89
$166.61
•
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•
Savo M. Stoshitch
• Savo M. Stoshitch; Architect
of Restaurants, Public Buildings
Savo M. Stoshitch, 79, retired architect
who designed the Tam O'Shanter restaurant
in Atwater Village and the Hermosa Beach .
' City Hall and Police Department headquar-
ters. A native of Indianapolis and a 1935
graduate of the University of Illinois, Stosh:
itch began his architectural practice a year
• later in Los Angeles.. He served with the
Army Corps of Engineers during World
War II, building airfields and military -
warehouses in Australia, New Guinea and
the Philippines. Active -1n -the reserves, he
was elevated to lieutenant colonel in 1953
and retired in 1974. His architectural career
included projects for the Los Angeles Uni-
fied School District, Hughes Aircraft and
- . Lawry's restaurants such as Tani O'Shan-
ter, Mediterrania and Five Crowns in Corona del Mar. Stoshitch's
"' innovative Hermosa Beach Jail was among the first to use heavy glass
rather than iron bars in cells. His private clients included actor Cary Grant
and the Shah of Iran. During his retirement years in San Clemente,
Stoshitch was a chapter commander in the Military Organization of World
Wars and an original member of the Retired Senior Volunteers of the San
tlemente Police Department. On Jan. 3 in La Jolla of lymphoma •
• ..
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