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HomeMy WebLinkAbout2011 05 04NOTICE AND CALL OF A SPECIAL MEETING OF THE CITY COUNCIL TO THE MEMBERS OF THE AFOREMENTIONED AGENCIES AND THE CITY CLERK OF THE CITY OF BALDWIN PARK NOTICE IS HEREBY GIVEN that a Special Meeting is hereby called to be held on WEDNESDAY, MAY 4, 2011 at 6:00 p.m. at City Hall — 3rd Floor Conference Room 307, 14403 East Pacific Avenue, Baldwin Park, CA 91706. Said Special Meeting shall be for the purpose of conducting business in accordance with the attached Agenda. Dated: April 28, 2011 NO OTHER BUSINESS WILL BE DISCUSSED AFFIDAVIT OF POSTING 1144;11,041 Manuel Lozano Mayor I, Laura M. Nieto, Deputy City Clerk of the City of Baldwin Park, certify that I caused the aforementioned Notice and Call of a Special Meeting to be delivered via email (hard copy to follow) to each Member and to the San Gabriel Valley Tribune, and that I posted said notice as required by law on April 28, 2011. Laura M. Nieto, CMC Deputy City Clerk AGENDA BALDWI N PARK CITY COUNCIL SPECIAL MEETING Please note May 4 2011 meeting y location 6:00 p.m. CITY HALL — 3rd Floor, Conference Room 307 14403 EAST PACIFIC AVENUE BALDWIN PARK, CA 91706 (626) 960 -4011 1 11 BALDWI N P- A- R- K Manuel Lozano - Mayor Marlen Garcia - Mayor Pro Tern Monica Garcia - Council Member Ricardo Pacheco - Council Member Susan Rubio - Council Member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROCESS POR FAVOR DE APAGAR SUS TELEFONOS CEL ULARES Y BEEPERS DURANTE LA JUNTA PUBLIC COMMENTS COMENTARIOS DEL PUBLICO The public is encouraged to address the City Se invita al publico a dirigirse al Concilio o cualquiera Council or any of its Agencies listed on this otra de sus Agencias nombradas en esta agenda, agenda on any matter posted on the agenda or para hablar sobre cualquier asunto publicado en la on any other matter within its jurisdiction. If you agenda o cualquier tema que este bajo su jurisdiccion. wish to address the City Council or any of its Si usted desea la oportunidad de dirigirse al Concilio o Agencies, you may do so during the PUBLIC alguna de sus Agencias, podra hacerlo durante el COMMUNICATIONS period noted on the periodo de Comentarios del Publico (Public agenda. Each person is allowed three (3) Communications) anunciado en la agenda. A cada minutes speaking time. A Spanish- speaking persona se le permite hablar por tres (3) minutos. Hay interpreter is available for your convenience. un interprete para su conveniencia. L� I CITY COUNCIL SPECIAL MEETING — 6:00 p.m. CALL TO ORDER ROLL CALL: Council Members: Monica Garcia, Ricardo Pacheco, Susan Rubio, Mayor Pro Tern Marlen Garcia and Mayor Manuel Lozano PUBLIC COMMUNICATIONS Three (3) minute speaking time limit Tres (3) minutos sera el limite para hablar THIS IS THE TIME SET ASIDE TO ADDRESS THE CITY COUNCIL PLEASE NOTIFY THE CITY CLERK IF YOU REQUIRE THE SERVICES OF AN INTERPRETER No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and /or schedule matters for consideration at a future meeting. [Government Code §54954.2] ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO FAVOR DE NOTIFICAR A LA SECRETARIA SI REQUIERE LOS SERVICIOS DEL INTERPRETE No se podra tomar accion en alg(in asunto a menos que sea incluido en la agenda, o a menos que exista alg(Ina emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas; o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximas. [Codigo de Gobierno §54954.2] RECESS TO CLOSED SESSION OF THE CITY COUNCIL & COMMUNITY DEVELOPMENT COMMISSION 1. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (GC §54956.9(a)) Case Name: Joseph Meister v. City of Baldwin Park Case No.: EAMS No. ADJ4532741; ADJ314473 Claim No.: 101819 2. CONFERENCE WITH LABOR NEGOTIATOR (GC §54957.6) Agency Negotiators: Vijay Singhal, Chief Executive Officer and other representatives as designated Employee Organizations: SEIU; Clerical; Professional and Technical Employees; Police Management Employees; Confidential Employees; Confidential Management and Baldwin Park Police Officer's Association; Un- represented employees; and part -time employees 3. CONFERENCE WITH REAL PROPERTY NEGOTIATOR GC §54956.8 Properties: 8554 - 001 -900 14403 E. Pacific Avenue 8554 - 001 -901 14426 Ramona Blvd. 8554 - 001 -904 N/A 8554 - 001 -907 N/A Commission Negotiators: Vijay Singhal & Joseph Pannone Negotiating Parties: ROEM Development Corporation Under Negotiation: Price and terms of payment Properties: Commission Negotiators: Negotiating Parties: Under Negotiation: RECONVENE IN OPEN SESSION REPORT FROM CLOSED SESSION ADJOURNMENT 8554 - 032 -054 4012 Merced Avenue Vijay Singhal & Joseph Pannone Catherine Vo Price and terms of payment CERTIFICATION I, Laura M. Nieto, Deputy City Clerk of the City of Baldwin Park hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 24 hours prior to the meeting. April 28, 2011. Laura M. Nieto, CMC Deputy City Clerk PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 2nd Floor Lobby Area or at the Los Angeles County Public Library in the City of Baldwin Park. For further information regarding agenda items, please contact the office of the City Clerk at 626.960.4011, ext. 466 or via e-mail at Inietop_baldwinpark.com In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at 626.960.4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE Il) AGENDA BALDWIN PARK CITY COUNCIL REGULAR MEETING May 4, 2011 7:00 PM COUNCIL CHAMBER 14403 E. Pacific Avenue Baldwin Park, CA 91706 (626) 960 -4011 P- A- R- K Manuel Lozano - Mayor Marlen Garcia - Mayor Pro Tern Monica Garcia - Council Member Ricardo Pacheco - Council Member Susan Rubio - Council Member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEET /NO IS IN PROCESS POR FAVOR DE APAGAR SUS TELEFONOS CELULARES Y BEEPERS DURANTE LA JUNTA PUBLIC COMMENTS The public is encouraged to address the City Council or any of its Agencies listed on this agenda on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the City Council or any of its Agencies, you may do so during the PUBLIC COMMUNICATIONS period noted on the agenda. Each person is allowed three (3) minutes speaking time. A Spanish speaking interpreter is available for your convenience. COMENTARIOS DEL PUBLICO Se invita al publico a dirigirse al Concilio o cualquiera otra de sus Agencias nombradas en esta agenda, para hablar sobre cualquier asunto publicado en la agenda o cualquier tema que est6 bajo su jurisdicci6n. Si usted desea la oportunidad de dirigirse al Concilio o alguna de sus Agencias, podra hacerlo durante el periodo de Comentarios del Publico (Public Communications) anunciado en la agenda. A cada persona se le permite hablar por tres (3) minutos. Hay un int6rprete para su conveniencia. Any written public record relating to an agenda item for an open session of a regular meeting of the City Council that is distributed to the City Council less than 72 hours prior to that meeting will be available for public inspection at City Hall in the City Clerk's office at 14403 E. Pacific Avenue, 3rd Floor during normal business hours (Monday - Thursday, 7:30 a.m. - 6:00 p.m.) CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL CITY COUNCIL REGULAR MEETING — 7:00 PM Council Members: Monica Garcia, Ricardo Pacheco, Susan Rubio, Mayor Pro Tern Marlen Garcia and Mayor Manuel Lozano ANNOUNCEMENTS PROCLAMATIONS, COMMENDATIONS & PRESENTATIONS • Proclamation proclaiming May 2011 as Older American's Month in the City of Baldwin Park PUBLIC COMMUNICATIONS Three (3) minute speaking time limit Tres (3) minutos sera el limite para hablar THIS IS THE TIME SET ASIDE TO ADDRESS THE CITY COUNCIL PLEASE NOTIFY THE CITY CLERK IF YOU REQUIRE THE SERVICES OF AN INTERPRETER No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and /or schedule matters for consideration at a future meeting. [Government Code §54954.2] ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO FAVOR DE NOTIFICAR A LA SECRETARIA SI REQUIERE LOS SERVICIOS DEL INTERPRETE No se podra tomar accion en algun asunto a menos que sea incluido en la agenda, o a menos que exista alguna emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas; o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximas. [Codigo de Gobierno §54954.2] CONSENT CALENDAR All items listed are considered to be routine business by the City Council and will be approved with one motion. There will be no separate discussion of these items unless a City Councilmember so requests, in which case, the item will be removed from the general order of business and considered in its normal sequence on the agenda. 1. WARRANTS AND DEMANDS Staff recommends City Council receive and file. 2. PROPOSED RECOGNITIONS BY THE MAYOR & CITY COUNCIL Staff recommends City Council approve the preparation and presentation of the plaques, proclamations and certificates as outlined in the staff report. 3. MINUTES Staff recommends City Council approve the minutes of the April 6, 2011 meeting (special) and the April 20, 2011 meeting (special.) City Council — May 4, 2011 Page 2 4. CLAIM REJECTIONS Staff recommends City Council reject the claims of Ileana Hickock and Roberto Castellanos and direct staff to send the appropriate notices of rejection to claimants. 5. CITY TREASURER'S REPORT - MARCH 2011 Staff recommends City Council receive and file. 6. APPROVAL TO PARTICIPATE IN THE 2011 SUMMER LUNCH PROGRAM Staff recommends City Council 1) authorize staff to submit an application to the State of California, Department of Education to participate in the 2011 Summer Lunch Program; 2) authorize the Director of Recreation & Community Services to execute all Summer Lunch Program documents, including the agreement with El Monte Union High School District; 3) appropriate $40,000 budget from Department savings and / or the General Fund reserves; and 4) include an additional $15,000 to the existing $25,000 for the Summer Lunch Program beginning in Fiscal Year 2011 -2012. 7. AWARD A CONSULTANT CONTRACT FOR A TRANSPORTATION STUDY TO PLAN AND DESIGN THE MAINE AVENUE CORRIDOR AT RAMONA BOULEVARD IN THE DOWNTOWN CIVIC CENTER AREA Staff recommends City Council 1) award a transportation planning contract to Evan Brooks Associates in the amount not to exceed $99,080 and authorize the Mayor to execute the draft agreement that is attached to the staff report and 2) authorize the Chief Executive Officer to execute the Program Supplement No. 12 to the Master Agency - State Agreement for Federal Aid Projects that is attached to the staff report. 8. MONTHLY FINANCIAL REPORT - MARCH 2011 Staff recommends City Council receive and file the monthly financial report for the period ended March 2011. 9. APPROVAL OF RENEWAL OF CONTRACT FOR AUTOMATED ENFORCEMENT SYSTEM (RED LIGHT CAMERA PROGRAM) WITH REDFLEX TRAFFIC SYSTEMS, INC. Staff recommends City Council approve the four year extension and amendment of the proposed Redflex Traffic Systems agreement. SET MATTERS -PUBLIC HEARINGS (7:00 P.M. or as soon thereafter as the matter can be heard). If in the future you wish to challenge the following in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice or in written correspondence delivered to the City Clerk and /or City Council at or prior to the public hearing. 10. PUBLIC HEARING REGARDING THE FISCAL YEAR 2011 -2012 ANNUAL ACTION PLAN AND THE CITIZEN PARTICIPATION PLAN Staff recommends City Council conduct the public hearing and following the public hearing 1) approve the FY 2011 -2012 Annual Action Plan; and 2) approve the FY 2011- 2012 Citizen Participation Plan City Council — May 4, 2011 Page 3 CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS • Request by Mayor Lozano for discussion on the following: Discussion and direction to staff to organize a "Mayor's Business Round Table" event to meet with a group of local businesses to discuss their needs, goals, opportunities and explore options to help Baldwin Park businesses to prosper and become successful Request by Council Member Monica Garcia for discussion on the following: Council discussion and consideration to require developers to submit colored renderings and landscape plans, in addition to site plans and elevations, as part of the application process. When going before the Planning Commission, the developer will provide at least 5 copies of these materials. When going before the City Council, the developer will provide at least 5 copies of these materials. ADJOURNMENT CERTIFICATION I, Laura M. Nieto, Deputy City Clerk of the City of Baldwin Park hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 28th day of April 2011. Laura M. Nieto, CIVIC Deputy City Clerk PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 2nd Floor Lobby Area or at the Los Angeles County Public Library in the City of Baldwin Park. For further information regarding agenda items, please contact the office of the City Clerk at 626.960 -4011, ext. 466 or via e-mail at InietoQbaldwin park. com In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at 626.960.4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE II) City Council — May 4, 2011 Page 4 NRI BALDWIN n.e.ri,x TO: FROM: DATE: SUBJECT: CITY OF BALDWIN PARK CITY COUNCIL AGENDA RAY - STAFF REPOF Honorable Mayor and Members of the City Council Lorena Quijano, Finance Director L May 04, 2011 Warrants and Demands ITEM NO. The purpose of this report is for the City Council to ratify the payment of Warrants and Demands against the City of Baldwin Park. BACKGROUND AND DISCUSSION: The attached Claims and Demands report format meets the required information in accordance with the Government Code. Staff reviews requests for expenditures for budgetary approval and for authorization from the department head or its designee. The report provides information on payments released since the previous City Council meeting; the following is a summary of the payments released: The payroll of the City of Baldwin Park consisting of check numbers 193479 — 193527. Additionally, Automatic Clearing House (ACH) Payroll deposits were made on behalf of City Employees from control numbers 214464 -T- 214731 for the period of April 03, 2011 through April 16, 2011 inclusive; these are presented and hereby ratified, in the amount of $401,175.96. 2. General Warrants, including check numbers 185401 to 185401 inclusive, in the total amount of $866,722.79 constituting claims and demands against the City of Baldwin Park, are herewith presented to the City Council as required by law, and the same hereby ratified. Pursuant to Section 37208 of the Government Code, the Chief Executive Officer or designee does hereby certify to the accuracy of the demands hereinafter referred to and to the availability of funds for payment thereof. RECOMMENDATION: M a O O M H H ri 0 N N a 9 a m In ri rl H M r-i R [-f W z w Ur W G W U U as W a H 0 cN in w rl 1 a cHh Ln m Q U P9 U ,7Us W raS O U W H x' U V E k f h z O H El H Pi U V7 A a zw a O w AU our U a U Ch N u EA G O U w b} U P4 wv,rr 0W 1MOHM Comm HOMNMNn mtD 6Y0 ul ul t0nn00 M W mm,n0 m rn 0) 0 NoMd'd'd! 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TO: Honorable Mayor & Members of the City /COy o / FROM: Vijay Singhal, Chief Executive Officer DATE: May 4, 2011 SUBJECT: Proposed Recognitions by the Mayor and City Council. PURPOSE The purpose of this report is to seek approval of the City Council of requests for plaques, proclamations and certificates; and to recap approved emergency requests. REQUESTS/RECAP The following requests for plaques and certificates were received: RECOMMENDATION It is recommended that the City Council approve the preparation and presentation of the above plaques, proclamations, and certificates. Time /Date /Place of Date Needed Requested By List of Honorees Presentation Department of Proclamation proclaiming 7:00pm /May 4to Proclamation Recreation & "May" as Older American Council Chambers 05 -04 -11 Community month Services Department of Proclamation proclaiming 7:00pm /May 18 th Proclamation Public Works Public Works Week Council Chambers 06 -18 -11 May 15 --21, 2091 Department of Victor Padilla & Esperanza 7:00pm /June 15 Plaques Recreation & Herrera for being named Council Chambers 06 -01 -11 Community City & BPUSD Seniors of Services the Year RECOMMENDATION It is recommended that the City Council approve the preparation and presentation of the above plaques, proclamations, and certificates. CITY OF BALDWIN PARK CITY COUNCIL MINUTES CITY COUNCIL AGENDA MAY - 4 WEDNESDAYJj'(+RRfl- 06 2011 6:00 p.m. City Hall - Room 307 14403 E. Pacific Avenue Baldwin Park Manuel Lozano, Mayor 1 Chair Marten Garcia, Mayor Pro Tern 1 Vice Chair Monica Garcia, Ricardo Pacheco, Susan Rubio Council Members 1 Members Maria Contreras, City Treasurer Alejandra Avila, City Clerk The CITY COUNCIL of the City of Baldwin Park met in SPECIAL SESSION at the above time and place. CALL TO ORDER ROLL CALL Present: Council Member Monica Garcia, Council Member Pacheco, Council Member Rubio, Mayor Pro Tem Marlen Garcia, Mayor Lozano. Absent: None. Also Present: Chief Executive Officer Singhal, City Attorney Pannone, Deputy City Clerk Nieto. PUBLIC COMMUNICATIONS NONE RECESS TO CLOSED SESSION OF THE CITY COUNCIL 1. CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision (b) of Section 54956.9: (one case) 2. CONFERENCE WITH LABOR NEGOTIATOR (GC §54957.6) Agency Negotiators: Vijay Singhal, Chief Executive Officer and other representatives as designated Employee Organizations: SEIU; Clerical; Professional and Technical Employees; Police Management Employees; Confidential Employees; Confidential Management and Baldwin Park Police Officer's Association; Un- represented employees; and part -time employees 3. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (GC §54956.9(a)) Case Name: Patricia Tapia v. City of Baldwin Park Case No.: KC 054819 RECONVENE IN OPEN SESSION The City Council reconvened in open session with all members present REPORT FROM CLOSED SESSION No reportable action was taken ADJOURNMENT There being no other matters for discussion the meeting was adjourned at 7 p.m. Approved as presented by the Council at their meeting held May 4, 2011. Laura M. Nieto, CMC Deputy City Clerk MINUTES CITY OF BALDWIN PARK �iow,� WEDNESDAY, APRIL 20, CITY COUNCIL :ni p , 2011 6:00 p.m. City Hall - Room 307 14403 E. Pacific Avenue Baldwin Park Manuel Lozano, Mayor/ Chair Marten Garcia, Mayor Pro Tem. 1 Vice Chair Monica Garcia, Ricardo Pacheco, Susan Rubio Council Members 1 Members Maria Contreras, City Treasurer Alejandra Avila, City Clerk The CITY COUNCIL of the City of Baldwin Park met in SPECIAL SESSION at the above time and place. CALL TO ORDER ROLL CALL Present: Council Member Monica Garcia, Council Member Pacheco, Council Member Rubio, Mayor Pro Tem Marlen Garcia, Mayor Lozano. Absent: None. Also Present: Chief Executive Officer Singhal, City Attorney Pannone, Community Development Manager Castagnola, Deputy City Clerk Nieto. PUBLIC COMMUNICATIONS I►C*7011� RECESS TO CLOSED SESSION OF THE CITY COUNCIL 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION GC §54957 Title: Community Development Manager RECONVENE IN OPEN SESSION Reconvened in open session with all members present REPORT FROM CLOSED SESSION No reportable action was taken ADJOURNMENT There being no other matters for discussion the meeting was adjourned at 7:00 p.m. Approved as presented by the City Council at their meeting held May 4, 2011, Laura M. Nieto, CIVIC Deputy City Clerk RM4 _BA_ LDWIN P >A -R -K TO: FROM: DATE: SUBJECT: PURPOSE CITY OF BALDWIN PARK CITY COUNCIL AGENDA MAY - 4 ITEM NO, - AGENDA STAFF REPORT Honorable Mayor and City Council Members Shama P. Curian, Senior Human Resources Analyst May 4, 2011 Claim Rejection This report requests the City Council reject the Claims for Damages to Person or Property received for filing against the City. BACKGROUND DISCUSSION In order for the statute of limitations to begin on the claims received, it is necessary for the City Council to reject the claims by order of a motion and that the claimants are sent written notification of said action. RECOMMENDATION Staff recommends City Council reject the claim of Ileana Hickock and Roberto Castellanos and direct staff to send the appropriate notice of rejection to claimants. Attachment(s) Claim filed by: • Hickock, Ileana DOL: 04/09/2011 • Castellanos, Roberto DOL: 04/18/2011 ii BA_%DW IN P • A • R • K CITY OF BALDWIN PARK CLAIM FOR DAMAGES TO PERSON OR PROPERTY INSTRUCTIONS 1. READ CLAIM THOROUGHLY. i tyt ffr k #t . 2. FILL OUT CLAIM IN ITS ENTIRETY BY COMPLETING EACH SECTION. PROVIDE FULL DETAILS. Ida 2. I 3. THIS FORM MUST BE SIGNED. 4. DELIVER OR MAIL TO: OFFICE OF THE CITY CLERK, 14403 E. PACIFIC AVE., BALDWIN PARK, CA 91706 WARNING d I e CLAIMS FOR DEATH, INJURY TO PERSON OR TO PERSONAL PROPERTY MUST BE FILED NOT LATER THAN 6 MONTHS AFTER THE OCCURRENCE. (GOVERNMENT CODE SECTION 9112) CITY OF BAt 'OJIN PARK • ALL OTHER CLAIMS FOR DAMAGES MUST BE FILED NOT LATER THAN ONE YEAR AFTER THE CITY CLERK'S DEPARTMENT OCCURRENCE.. (GOVERNMENT CODE SECTION 911.2) To: City of Baldwin Park �5. Claim nt' Date o Biri if a minorj 1. Name of Claimant i � � 1 L_ '� Claim ni' Oc up ti n 2. Home Address f Claimant 6. ome Tel phone Number 1 2( CADV amt de- SA-, �nl Nt f K l Z 3. Business Address of Claimant 7. Business Telephone Number ILA vko� 8. Name and address to which you desire no ices or communications to be sent regarding this claim: ` Ti Y Ck L � � 0�1 is R 9, When did DA AG or INJURY occur? 10. Names of any Giiy employees involved in INJURY or DAMAGE: Date: Time: _) e �� [ W► Name Depart ent If claim is for Equitable Indemnity, give date claimant served with complaint: 11. Where did DAMAGE �or INJURY o�` ur? �� q 0- 12. Describe in detail ho tho AMAGE or INJURY occurred. �l L LA meo 13. Were police or paramedics called? Yes No ❑ 14.. If p ysician was visited due to injury, includo date of first visit and physician's If yes, was a report filed? Yes No ❑ name, ad sand phone number: If yes, what is the Report No? 14. Wh do you lalm the City of Baldwin P k is responsible?,(Please be specific— Use additional sheet if necessaryj������� ci vv w 15. Ltst damages incurred to date? mkt (- &- \15Ca (0o Vylur .wad 16. Total amount of claim to date: $ Basis far Computation: 1 a Limited Civil Case: ❑ Yes ❑ No (State the amount of your claim if the total amounf is $10,000 or less, if it is over $$10,000 no dollar amount shall be stated, but you are required to state whether the claim would be a limited civil case (total amount of claim does not exceed $25,000)) 17. Total amount of prospective damages: [iC( � Basis for Computation: V1 sw 18. Witnesses to DAMAGE or INJURY: List all persons and addresses of persons known to have information: Name Address Phone Name Address Phone 19. Signature of Claimant or person filing on claimant's behalf; relationship to claimant and date: thereby certify (or declare) undarpenally of poury under the twis of the state of California that the foregoing is true and correct to the best of my knWiladge- P, I ana Signature Relationship to Claimant Printed Name Date Note: Presentation of a false claim is a felony (Penal Code Section 72) CC Form t (Rev 7/05) Verizon Wireless 1620 S Harbor Blvd Fullerton, CA 92832 -3473 (714)278 -1828 Order Location: 1430301 01 #952565 Pmt 1 of 1 Order Type: pS Receive Location: 14303 01 Register: 5 01/26/11 15:08 ET liujohl - EQU76 Sale Retail P ce /Cost* Price LG- -VS660 LG VS $309.99 $100.00 (626)826 -9853 REB80863 (Rebate Eligible) WAR6002 1 YR. $0.00 Total Taxes /Fees: $30.22 Total: $130.22 Total Savings: $209.99 *CA; Sales tax calculated on full retail price. NV: Sales tax calculated on VZW cost. This Payment: $130.22 A/C 026080098400001 Mobile # (626)826 -9853 Signature: Return Policy: New and Certified Pre -Owned merchandise items may only be returned or exchanged within 14 days. You are permitted to make one exchange. A restocking fee of $35 ($70 for Netbooks and Tablets) applies to any return or exchange of a wireless device (excluding Hawaii). See verizonwireless .com /returnpolicy for complete details. To receive a credit for the activation fee, cancellations must occur within 3 days of activation of service. Thank You The NEW My Verizon. All The Tools. All The Features. More Convenience. Visit verizonwireless.com for more. Visit www.Veri2onilirciesssurvey.com to tell us about your experience. CSPS 4303010C)952565 CITY OF BALDWIN PARK CLAIM FOR DAMAGES BALDWIN P • tt K TO PERSON OR PROPERTY INSTRUCTIONS 1. READ CLAIM THOROUGHLY. 2. FILL OUT CLAIM IN ITS ENTIRETY BY COMPLETING EACH SECTION, PROVIDE FULL DETAILS. 3. THIS FORM MUST 13E SIGNED. 4, DELIVFR OR MAIL TO: OFFICE OF THE CITY CLERK, 14493 E. PACIFIC AVE,, BALDWIN PARK, CA 91796 WARNING • CLAIMS FOR DEATH, !Pt FURY 70 PERSON OR 70 PERSONAL PROPERTY MUST HE FILED (GOVERNMENT CODE SECTIOr1911.2) NOT LATER THAN 6 MONTHS AFTER THE OCCURRENCE. CLAIMS FOR DAMAGES MUST BE FILED NOT LATER THAN ONE YEAR AFTER THE e ALL OTHER OCCURRENCE. (GOVERNMENT CODE SECTION 911.2) 4, (:tally To: City of Baldwin Park 1. Name of Claimant �Gl�l e C�c }A 1 (/ 00S-, 5. Clain f � Hom 2. Home Address of Claimant " f Date �Iti 7. Business 3. Business Address of 8. Name and address to which you desire notices or communications fa be sent regarding this 10. Names of any City eml 9. When did DAMAGE 9r INJURY Occur? Date: I'� ` Time: f 1' oO ( Name if claim is for Equitable Indemnity, give date claimant served with complaint: 11, Where did DAMAUh Or AYN IL) 13, Were police or paramedics called? Yes 11 NO' if yes, was a report filed? Yes Cl No x If yes, what is the Report No? bow ��r�'� • {!�� APP 2 5 20if Gl ry fir` 3{�'t:i�slJ?i1 �Ai�1C - C ter Filing stamp Date of Birth {if a minor} 39 �eupaiion iephone Number Telephone Number in INJURY or DAMAGE: Department t t K name, address and phone 14. Why do you claim the City of Baldwin Park is responsible? (Please be specinc — Use additional sheet if necessary) yep 0-c c 11 V cd ,r�� -�} ~ L �] 15. List damages incurred to date? l r i m Cr06 A� i tire,, 16. Total amount of claim to date: $ Basis for Computation: Limited Civil Case: ❑ Yes ❑ No (State the amount of your claim if the total amount is $10,000 or less. l i is over $10,000 ed dollar amount shall be stated, but you are required to state whether the claim would be a limited civic case (total amount of claim does not exceed $25,000}.) 17, Total amount of prospective damages: $ '1 `tj� Basis for Computation: 18. Witnesses to DAMAGE or INJURY: List all persons and addresses of persons known to 1hav-o information. i �YJ �Gl ddress V �A Im Phone Name �? Phone Name - Address 19. Signature of Claimant or person filing on claimant s behalf; relationship to claimant and date: thereby �gd ) ur rp0nafy of perjury under tho laws of the state of tatifornfa that the foregoing is true arxf coned to the best ofmy knowledge' 011 n1 i Haters I Relationshl to Claimant rrEin�� "' ° "'° CC Form 7 (Rev 7186) Note: Presentat €on of a false claim is a felony (Penal Code Section 72) F: LIISERLiSiKiiyc :lesk'�AdmFn�sva7ton�P[ gyres &Forrr•3�C�aGn Fn+�m�uFarm CC$ Re'aTWA� f 4iD AI cxTY x:927 AhTAR ROAD 4 LA PUEi #TE CA 91746 i - iERHIt�H� �,a�d 14016102 I KIM 19190044b452 13927 E. AMAR RD. LA PUENTE, CA 91746 • TEL: (626) 814 -1158 04/18111 9:44 AN DATE DEBIT SWIPED � <Ts, DEBIT AG(GRESS LG1 BATCH: 000742 ZNU:0E3000� hIPJC � f MODIF —' r YEAEj COLOR A U T H: 003114 SOLD BY LICENSE NO. RRHI 110810007106 AM 0 - TOTAL $448.87 I L- ROBER10 0 CAVERNS � 10T LG1 '`c2 ' y `C.4� ` s a_e3 soh kr3� tY CUSTr�. 6�"S SIGNATUFBm xzR c —_ fd I � A_ ' � 14 d0i 4 i f O lF M We tNi icre eYa4 t ara'� grtV i _..,.._ � kits_ [. 1t4 u�e� }lay' r k l tw i i 4UARANTM AUDIO OTY ix.&i�ias arro ti Ys'tdwb� �/ r tr ry a a9 paTuds E� nrd tnsto_wl t� � � �ml1, � l �� d Ear , k i ilk �F j -i tv� t6s� r�.a Mw M d 1 k J w5'J 4f- 670 GTY� AHG 9D �1 S al 91 iEemS SP =� iN tA �u 4 aa� k l K a cl riot. NO WAYAM Did BlOt4�d IN i4 r K4xt ° a AE Cepx f�l�� � .4_� aW+�,diEsrssMamfrefu€ o51� tll A 11' (T I tll $f AI i (N R 54 2£fg RO�A < I S. 35"a REST9CKING fEE ON All CAHCEtfO a� ; ORDERS. ALL SAM TINA €. NO REFUNDS 'oi t d S ��s b=a Qa 4'49 H dr d i it J rtiriiits drudsr arcc�irixrirtctf mlrh r1r�s rrcrlrrf= CITY OF BALDWIN PARK TREASURER'S REPORT March 31, 2011 CITY COUNCIL AGENDA MAY © 4 INVESTMENT INTEREST PURCHASE MATURITY PAR CURRENT BOOK MARKET DESCRIPTION RATE DATE DATE VALUE PRINCIPAL VALUE VALUE State of California Local Agency investment Fund City 0.50% Varies Varies 19,285,137.06 19,285,137.06 19,285,137.06 19,285,137.06 Community Develop. Comm. 0.50% Varies Varies 11,228,362.63 11,228,362.63 11,228,362.63 11,228,362.63 Housing Authority 0.50% Varies Varies 1,762,125.86 1,762,125.86 1,762,125.86 1,762,125.86 32,275,625.55 32,275,625.55 32,275,625.55 32,275,625.55 Fiscal Agent Funds - City Varies Varies Varies 3,853,827.34 3,853,827.34 3,853,827.34 3,853,827.34 Fiscal Agent Funds - CDC Varies Varies Varies 2,072,634.88 2,072,634.88 2,072,634.88 2,072,634.88 $ 38,202,087.77 $ 38,202,087.77 5,926,462.22 $ 38,202,087.77 Total Investments $ 38,202,087.77 Cash City Checking 2,126,111.84 City Miscellaneous Cash 111,522.75 Comm. Develop. Comm. 432,382.98 Housing Authority 803,652.83 Financing Authority 0.00 Total Cash 3,473,670.40 Total Cash and Investments $ 41,675,756.17 Schedule of Cash and Investments Includes all financial assets as included in the Comprehensive Annual Financial Report. There was no Investment maturity /purchase transaction made for the month of March 2011 and several depositslwithdrawais were made with the Local Agency Investment Fund. In compliance with the California Government Code Section 53646 et seq., I hereby certify that sufficient Investment liquidity and anticipated revenues are available to meet the City's expenditure requirements for the next six months that all Investments are in compliance to the City's Statement of Investment Policy. Ap roved by: na Quijano Finance Director E Fo u BALDWIN P, A - R, K TO: FROM: DATE: CITY OF BALDWIN PARK CITY COUNCIL AGENDA STAFF REP R� ITEM N0. " Honorable Mayor and Members of the City Council Manuel Carrillo Jr., Director of Recreation and Community Sery May 4, 2011 SUBJECT: APPROVAL TO PARTICIPATE IN THE 2011 SUMMER LUNCH PROGRAM PURPOSE This report requests City Council approval to submit an application to the State of California, Department of Education to participate in the 2011 Summer Lunch Program. BACKGROUND The Summer Lunch Program provides over 53,878 lunches and 6,050 snacks to children of the community with nutritious meals each weekday throughout the summer. Lunch meals require four (4) of the following components: one (1) serving of milk, one (1) serving of grains /bread, one (1) serving of meat or meat alternate, two (2) or more servings of vegetables and/or fruits. Snack only requires two (2) of the following four (4) components: one (1) milk, one (1) fruit/vegetable, one (1) grain or (1) meat/meat alternative. The lunch meals are served at nine (9) elementary schools, four (4) parks, and one (1) snack location for a total of fourteen locations throughout the City. The program is funded through the State of California Department of Education through a grant from the United States Department of Agriculture. School Sites: Santa Fe Elementary School Pleasant View Elementary School Bursch Elementary School Vineland Elementary School Tracy Elementary School Geddes Elementary School Walnut Elementary School Kenmore Elementary School Foster Elementary School Snack Location: Morgan Park DISCUSSION Park Sites: Morgan Park Hilda L. Solis Park Walnut Creek Nature Park Barnes Park Staff has prepared an application with a program budget to participate in the 2011 Summer Lunch Program. As in previous years, the City will serve lunch and snacks at various sites as indicated in the application throughout the summer. Staff has also submitted an application to the Baldwin Park School Unified District for approval to serve lunch at nine (9) school sites. Due to changes in the reimbursement schedule from the State, the program will be shortened by two (2) weeks. The program will commence on July 5, 2091 and will continue through August 12, 2011. In addition, Kenmore Elementary School will once again be a lunch site, since last year this site was closed due to construction at the school. In addition, meals will be provided free of charge at various times and locations throughout the City to allow all children to participate. Schedules are adjusted at sites offering summer school to accommodate children attending school. Under the program guidelines, the City can contract with a local school district to provide meals without going through a formal bid process. Therefore, since Baldwin Park Unified School District does not provide this service the City has contracted with the El Monte Union High School District as it has for the past eighteen (18) years to prepare and deliver meals consistent with the California Department of Education Nutrition Services Division guidelines. Staff recently met with representatives from the El Monte Union High School District and they have agreed to prepare and deliver program meals to each site on a fifteen (15) day cycle menu. This year, the cost per lunch is $3.00, which is an increase of $.05 cents in compared to last year. However, the cost of snacks will remain the same at $.85 cents per snack. FISCAL IMPACT The administrative and operational cost for the Summer Lunch Program is $200,000. Due to reductions with the State's reimbursement calculations in fiscal year 2011 -2012, there will be an additional request of $15,000 in addition to the annual General Fund contribution of $25,000 to administer and augment the program this summer. In addition, in fiscal year 2010 -2011 the department is requesting a one -time $40,000 budget appropriation from Department savings and or the General Fund reserves in order to offset the year to date deficit and transfer the monies to the Summer Lunch Program. Once this account is balanced, the cost of this program will be fully reimbursable by the State of California Department of Education with the exception of the City's annual contribution. RECOMMENDATION Staff recommends that the City Council; 1. Authorize staff to submit an application to the State of California Department of Education to participate in the 2091 Summer Lunch Program; 2. Authorize the Director of Recreation and Community Services to execute all Summer Lunch Program documents, including the agreement with El Monte Union High School District; 3. Appropriate $40,000 budget from Department savings and or the General Fund reserves; and 4. Include an additional $15,000 to the existing $25,000 for the Summer Lunch Program beginning in fiscal year 2011-2012. Attachment: A - El Monte Union High School District Agreement CALIFORNIA DEPARTMENT OF EDUCATION NUTRITION SERVICES DIVISION SUMMER FOOD SERVICE PROGRAM FOOD SERVICE AGREEMENT This agreement Is entered into on SFSP SPONSOR CITY OF BALDWIN PARK DAY: 4 MONTH: MAY YEAR: 2011 FOOD SERVICE VENDOR NAME: EL MONTE UNION HIGH SCHOOL DISTRICT SUMMER FOOD SERVICE PROGRAM (REV. 2107) by and between herein after referred to as the Agency, and , herein after referred to as the Vendor. Whereas, it is not within the capability of the Agency to prepare specified meals under the Summer Food Service Program (SFSP); and Whereas, the facilities and capabilities of the Vendor are adequate to prepare and deliver specified meals to the Agency's facility(ies); and Whereas, the Vendor is willing to provide such services to the Agency on a cost reimbursement basis. Therefore, both parties hereto agree as follows: THE VENDOR AGREES TO: Prepare unitized meals for ® delivery* ❑ pickup* ❑ inclusive or ❑ exclusive ** of milk or juice each day, in accordance with the number of meals requested and at the cost(s) per meal listed below at the following location: (Attach additional sheet of paper if necessary.) NAME of LOCATION SOUTH EL MONTE HIGH SCHOOL ADDREss/CITY /STATE /ZIP 1001 DURFEE AVE. ENTER THE TIME OF DAY THAT MEALS WILL BE AVAILS TO THE AGENCY TBA BREAKFAST EACH LUNCH 63,00 EACH SUPPLEMENT /SNACK $0,85 EACH SUPPER EACH Provide the Agency, for approval, a proposed cycle menu for the operational period, at least 30 day(s) prior to the beginning of the period to which the menu applies. Any changes to the menu made after Agency approval must be agreed upon by the Agency, approved by the California Department of Education (CDE) and documented on the menu records. 3. Ensure that each meal provided to the Agency under this agreement meets the minimum requirements as to the nutritional content as specified by the SFSP Meal Pattern, Schedule B (attached) which is excerpted from the regulations 7 CFR Part 225.16 or an approved National School Lunch Program (NSLP) /School Breakfast Program (SBP) option. NSLP /SBP vendors may use the same menu planning option they use during the school year in lieu of using the SFSP meal pattern. Snacks will meet the SFSP meal pattern. 4. Maintain full and accurate records which document: (1) the menus were provided to the Agency during the term of this agreement; (2) a listing of all components of each meal; and, (3) an itemization of the quantities of each component used to prepare said meal. The Vendor agrees to provide meal preparation documentation by using yield factors for each food item as listed in the United States Department of Agriculture (USDA) Food Buying Guide when calculating and recording the quantity of food prepared for each meal. " Check either pickup or delivery or both If this agreement is for a combination of sites that require both types of delivery. '" Check whether the vendor Is to "Include" or exclude" milk and juice with the meal, CALIFORNIA DEPARTMENT OF EDUCATION SUMMER FOOD SERVICE PROGRAM NUTRITION SERVICES DIVISION (REV. 2107) SUMMER FOOD SERVICE PROGRAM FOOD SERVICE AGREEMENT Page 2 5. Maintain such cost records as invoices, receipts and/or other documentation that exhibit the purchase, or otherwise availability to the Vendor, of the meal components and quantities Itemized in the meal preparation records. 6. Maintain, on a daily basis, an accurate count of the number of meals, by meal type, prepared for and delivered /picked up by the Agency. Meal count documentation must include the number of meals requested by the Agency. 7. Allow the Agency to increase or decrease the number of meal orders, as needed, when the request Is made Within the following scheduled delivery time: * 4 HOURS Present to the Agency an invoice accompanied by reports no later than the 5 day of each month, which itemizes the previous month's delivery. The Vendor agrees to forfeit payment for meals which are not ready within one (1) hour of the agreed upon delivery time, are spoiled or unwholesome at the time of delivery, or do not otherwise meet the meal requirements contained in this agreement. In cases of nonperformance or noncompliance on the part of the Vendor, the Vendor shall pay the Agency for any excess costs the Agency incurs by obtaining meals from another source. 9. Provide the Agency with a copy of current health certifications for the food service facility in which it prepares meals for the SFSP. The Vendor shall ensure that all health and sanitation requirements of the California Uniform Retail Food Facilities Law, Chapter 4 of the California Health and Safely Code, are met at all times. 10. Operate in accordance with current SFSP regulations. Comply with all other USDA regulations regarding food service vendors including those specified for commercial food service if applicable. 11. Retain all required records for a period of three (3) years after the end of the fiscal year to which they pertain (or longer, if an audit is in progress). Upon request, make all accounts and records pertaining to the agreement available to a certified public accountant hired by the Agency, representatives of the CDE, USDA, and the Office of Inspector General for audits or administrative reviews at a reasonable time and place. 12. Not subcontract for the total meal, with or without milk, or for the assembly of the meal. 13. Be paid by the Agency for all meals delivered /picked up in accordance with the agreement. Neither the CDE nor the USDA will assume any liability for payment of differences between the number of meals prepared for delivery and/or pickup by the Vendor and the number of meals served by the Agency that are eligible for reimbursement. 14. Accept commodities from the Agency. The commodities will be used in the preparation of meals provided for the SFSP, The Vendor will reduce the price of the meals by the fair market value of the commodities used in the meals. Price reductions will be itemized on the Invoice. All commodities until used are the property of the Agency. * Negotiable time frame, but should be no longer than 24 hours CALIFORNIA DEPARTMENT OF EDUCATION NUTRITION SERVICES DIVISION SUMMER FOOD SERVICE PROGRAM FOOD SERVICE AGREEMENT Page 3 SUMMER FOOD SERVICE PROGRAM (REV. 2107) THE AGENCY AGREES TO: 1. Request by telephone no later than ** 3 :30PM , an accurate number of meals to be delivered or picked up by the Agency each day. Notify the Vendor of necessary increases or decreases in the number of meals ordered within *4 hours of the scheduled delivery or pickup time. Errors in meal orders made by the Agency shall be the responsibility of the Agency. 1 Ensure that an Agency representative is available at each delivery or pickup site at the specified time on each specified day to receive, inspect, and sign for the requested number of meals. This individual will verify the temperature, quality, and quantity of each meal delivered or picked up. The Agency assures the Vendor that this individual will be trained and knowledgeable in the record keeping and meal requirements of the SFSP, and with local health and safety codes. 3. Provide personnel to serve meals, clean the serving and eating areas, and assemble transport carts and auxiliary items for pickup by the Vendor (if applicable) no later than: ** 2:001PM 4. Notify the Vendor, within 5 days of receipt of the next month's proposed cycle menu, of changes, additions, or deletions. 5, Provide the Vendor with a copy of 7 CFR Part 225.16; the SFSP Meal Pattern, Schedule B; the USDA Food Buying Guide; and all other technical assistance materials pertaining to the food service requirements of the SFSP. The Agency will, within 24 hours of receipt from the NSD, advise the Vendor of any changes in the food service requirements. 6. Pay the Vendor by the 15TH day of each month the full amount as presented on the monthly itemized invoice. Notify the Vendor within 48 hours of receipt of any discrepancy in the invoice. Pay the Vendor for all meals delivered /picked up in accordance with the agreement. Neither the Caiifornia Department of Education nor USDA assume any liability for payment of the difference between the number of meals prepared, picked up by the Agency, delivered by the Vendor, and the number of meals served by the Agency that are eligible for reimbursement. 7. Order only those commodities that can be incorporated into its meals. The Agency shall be responsible for transferring all unused commodities at the close of the SFSP. The Agency is responsible for the fair market value of any commodity losses that may occur. * Negotiable time frame, but should be no longer than 24 hours *Time of day or day of week CALIFORNIA DEPARTMENT OF EDUCATION NUTRITION SERVICES DIVISION SUMMER FOOD SERVICE PROGRAM FOOD SERVICE AGREEMENT Page 4 TERMS OF THE AGREEMENT: SUMMER FOOD SERVICE PROGRAM (REV. 2/07) This agreement will take effect commencing on TUESDAY, JULY 5, 2011 and shall end on F=RiDAY, AUGUST 12, 2011 , but no later than September 30. This agreement may be terminated by either party giving notice at least 30 days prior to the date of termination. The Agency shall have the option to cancel this contract if the federal government withdraws funds to support the SFSP. It is further understood that in the event the contract is cancelled, the Agency shall be responsible for meals that have already been assembled, delivered /picked up In accordance with this agreement. Enter this agreement's total dollar amount: $225,000 SCHOOL VENDORS: Enter the SMI planning option(s) you will use if it is not the standard SFSP Meal Pattern: NSMP If the Agency agrees to the menu planning option, the school will train the Agency by: Monday, July 5, 201.1..__ AGENCY: Agrees to allow the school to use the SMI menu planning option noted above: Yes ® No ❑ In witness thereof, the parties hereto have executed this agreement as of the dates indicated below: VENDOR OFFICIAL (SIGNATURE) AGENCY OFFICIAL (SIGNATURE) VENDOR OFFICIAL NAME (PRINT) SUZY SAYRE AGENCY OFFICIAL NAME (PRINT) MANUEL CARRILLO, JR TITLE DIRECTOR TITLE DIRECTOR TELEPHONE NUMBER 626 - 258.5771 TELEPHONE NUMBER 626 813 -5245 EX. 314 DATE DATE k sn BALDWIN CITY OF BALDWIN PARK P - A • R - K TO: Honorable Mayor and Members of the City Council FROM: Edwin "William" Galvez, Director of Public Works DATE: May 4, 2011 CITY COUNCIL AGENDA MAY � 4 ITEM NO. � STAFF REPORT SUBJECT: AWARD A CONSULTANT CONTRACT FOR A TRANSPORTATION STUDY TO PLAN AND DESIGN THE MAINE AVENUE CORRIDOR AT RAMONA BOULEVARD IN THE DOWNTOWN CIVIC CENTER AREA PURPOSE The purpose of this report is to request that the City Council consider approving a Consultant Services Contract to perform a Non - motorized Transportation Study and related Design on the Maine Avenue Corridor at Ramona Boulevard in the Downtown Civic Center Area to Evan Brooks Associates in the amount of $99,080. BACKGROUND On April 6, 2011, the City Council authorized a Request for Proposals for consultant services to study, plan, and design the Maine Avenue Corridor at Ramona Boulevard. The funds for this project and the background were provided in that report, and are summarized as follows: o In 2008 the Federal Highway Administration (FHWA) granted the City the amount of $91,000 under a Transportation, Community, and System Preservation Program (TCSP). The earmark for this grant had been set in 2005, but the funds lapsed and thru staff efforts and the above named consultant, the funds were made available thru the current TCSP program. o The purpose of the grant is to study and address issues related to traffic congestion, multi -mode traffic safety, shopping center & public connectivity, and recommend enhancements on Maine Avenue adjacent to Ramona Boulevard in the Downtown and Civic Center areas. o Prior to the above TCSP planning funds, in 2006 the City had received notice from FHWA of a grant allocation thru then Congresswoman Hilda Solis (now Judy Chu's office) for construction totaling $360,000. The construction funds are intended for the widening of Maine Avenue at Ramona Boulevard. Maine Avenue Transportation Planning Page 2 of 5 May 4, 2011 Although these funds have been available for some time now, staff could not proceed with the project since in 2009 other Downtown Redevelopment plans were being considered and a design for the construction of improvements was not available. In 2010, an environmental study and design efforts for the Transit Center were moving forward, but it was not yet clear how that project might impact this planning study. Today, however, design of this study area can be matched with features from the Transit Center Project, and therefore the planning and study efforts of this project will result in a cohesive and complete effort. Now that the Transit Center environmental documents have been approved and the design is underway, it is prudent that we move forward with this study. The remaining issue that complicate this planning effort are connected to the expiration of the construction funds which lapse in September 2011, while the planning and study funds do not lapse until next year. The City needs to plan and prepare a design and construction drawings to take advantage of the construction funds before they lapse. The challenge is to submit Plans to Caltrans before July 2011 or there will not be sufficient time for Caltrans and FHWA to authorize (obligate) construction funds by the September 2011 deadline. Because the planning funds had already lapsed once before, there is little chance of otherwise retaining the planning grant. DISCUSSION The goal of this project is to evaluate existing conditions and to develop a Master Plan that will seek to correct and improve transportation and parking related deficiencies and to make Maine Avenue corridor in the Downtown Civic Center area more pedestrian and bicycle friendly. Changes resulting from sound planning principles will benefit businesses and residents that operate and live in the area focusing on creating pedestrian linkages from existing and the proposed Metrolink Transit Center Parking Structure and improve transportation to the City's Civic Center, Community and Senior Centers at Morgan Park, Post Office, family Service Center, and a Senior Housing Complex. Recent Plannrn Stud and Ofher O frons Staff will direct the Planning Consultant to incorporate the recommendations from the recently completed ULI study into the plan and design. The design will be developed with two construction phases in mind. The first phase would be to build to the limit of the currently available construction funds, and then a follow up phase could be constructed to complete the Maine Avenue Study Improvements. Maine Avenue Transportation Planning May 4, 2011 Page 3of5 The current construction funds are not sufficient for property acquisition, however, the study will consider such options, and the resulting design can incorporate planned future widening, probably along the east side of Maine Avenue, south of Ramona Boulevard. The construction of improvements that would take place would be with an initial phase where new right of way is not needed. Nevertheless, the first phase improvements would be designed and constructed to match the ultimate plan. Consultant Selection As a result of the Request for Proposals, the City received three proposals for the Transportation Planning on Maine Avenue. The following table summarizes the proposals we received: CONSULTANT MAN -HOURS EFFORT FEE RANK Evan Brooks Associates 930 $99,080 1 Transtech 924 $113,490 2 Advantec 724 $108,620 3 *Fee was negotiated from their original amount of $105,080 to the current $99,080. Staff reviewed the proposals and concluded that the most responsive proposal and the one that makes the most effective use of funds with the best combination of quality, effort, and cost is Evan Brooks Associates, Evan Brooks Associates was aware of the recently performed study by the Urban Land Institute (ULI), and has affirmed they will Incorporate the results from that report into the planning and design effort, and also that the construction on Maine Avenue will support such ULI recommendations. They were the only consultant to acknowledge the ULI study in their proposal. Planning / Design + ConsfructionSchedule The available construction funds will only cover a small portion of the total project, but a sound plan and design could take advantage of future grant opportunities. One option could be to acquire adjacent properties to widen Maine Avenue and fully implement the study's recommendations if and when funds became available. r-%_A. Project uevelo meet z:)cneauie "a« Award Contract for Study ..... ...................................................... .05 -04 -2011 Submit Maine Avenue Design to Caltrans ... ................................ 06 -30 -2011 Complete Planning Study .................................. ..........................09 -30 -2011 Obtain Authorization of Construction Funds ...... ..........................11 -18 -2011 City Council Approval of PS &E ......................... ..........................12 -21 -2011 Award Construction Contract ...................... ............................... March 2012 Begin Construction, Phase I ........................... ............................... May 2012 Complete Maine Avenue Improvements Ph II ..... ...........................July 2012 Advertise for Construction Bids ................ ............................... January. 2012 Maine Avenue Transportation Planning Page 4 of 5 May 4, 2011 Staff recommends that we proceed with engaging a transportation planning consultant as required by the TCSP grant which includes the design of improvements on Maine Avenue. This plan will allow the City to obligate construction funds before they lapse at the end of the Federal fiscal year in September 2011. In order to do this, the City would be required to submit design plans to Caltrans before ,tune 30, 2011. Attached is a copy of the Program Supplement No. 12 to the Master Agency -State Agreement which is required ti be executed by the City before we can begin receiving reimbursements for expenditures from this planning grant. The Master Agreement was approved by the City Council in August of 2009 and is a 10 year agreement to allow the City to receive Federal funds. The Programs Supplement is subservient to the Master Agreement, and it specifies the actual project scope and Federal funding participation. FISCAL IMPACT There is no fiscal impact to the General Fund. Staff has secured design funds in the amount of $91,000, and for construction funds in the amount of $300,000. The matching funds requirement may be met by using any local Propositions C or Measure R Funds. Planning Study I Design Federal TCSPPP Grant Funds $91,000 Measure R local Match $22,750 Total Available Funds $113,750 If the City is able to immediately begin planning and design, construction funds would be available as follows Construction SAFETEA -LU $300,000 Prop 1B Funds (Local Match) $60,000 _ Total Construction Phase $360,000 RECOMMENDATION Staff recommends that the City Council: 1. Award a Transportation Planning Contract to Evan Brooks Associates in the amount not to exceed $99,080 and authorize the Mayor to execute the attached draft agreement, and Maine Avenue Transportation Planning May 4, 2011 Page 5 of 5 2. Authorize the Chief Executive Officer to execute the attached Program Supplement No. 12 to the Master Agency -State Agreement for Federal Aid Projects. ATTACHMENT 1 Draft Professional Services Agreement for Transportation Planning Services 2 Program Supplement No. 12 to the Master Agency -State Agreement Attachment 'T' DRAFT AGREEMENT CONSULTANT SERVICES AGREEMENT THIS AGREEMENT is made and entered into this day of , 20 11 by and between the City of Baldwin Park, ( "City "), and Evan Brooks Associates ( "Consultant"). In consideration of the following mutual covenants, provisions and agreements, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, City and Consultant agree as follows. 1. SCOPE OF SERVICES. Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Services" attached to and incorporated into this Agreement as Exhibit "A." Additional Agreement provisions, if any, are contained in "Additional Provisions" attached to and incorporated into this Agreement as Exhibit "D." 2. COMPENSATION. City shall pay for the services performed by Consultant pursuant to the terms of this Agreement at the time and manner set forth in the "Schedule of Compensation" attached to and incorporated into this Agreement as Exhibit "B." 3. TIME FOR PERFORMANCE. Time is of the essence in the performance of this Agreement. Consultant shall commence and complete the services in this Agreement within the time period shown on "Schedule of Performance" attached to and incorporated into this Agreement as Exhibit "C." 4. AUDIT OR EXAMINATION. Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters. 5. STATUS OF CONSULTANT. Consultant shall provide all necessary personnel, equipment and material, at its sole expense, in order to perform the services required of it pursuant to this Agreement. For the purpose of this Agreement, Consultant shall be deemed, for all purposes, an independent contractor and shall have control of all work and the manner in which it is performed. Consultant shall be free to contract for similar services to be performed for other entities while under contract with City. Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder. 6. ASSIGNMENT. This Agreement is for the specific services with Consultant as set forth herein. Any attempt by Consultant to assign the benefits or burdens of this Agreement without written approval of City is prohibited and shall be null and void; except that Consultant may assign payments due under this Agreement to a financial institution. 7. RIGHT TO UTILIZE OTHERS. City reserves the right to utilize others to perform work similar to the Services provided herein. Consultant Services Agreement Page 2 of 5 Evan Brooks Associates 8. COMPLIANCE WITH LAW. Contract services shall be provided in accordance with the applicable laws and regulations of all governmental agencies that are in force at the time services are performed. Consultant shall be responsible for becoming aware of and staying abreast of all such laws and ensuring that all services provided hereunder conform with such laws. The terms of this Agreement shall be interpreted according to the laws of the State of California. g. LIABILITY. Consultant shall indemnify, and hold harmless City, its officials, officers, and employees against any and all actions, claims, damages, liabilities, losses or expenses of whatsoever kind, name or nature, including legal costs and reasonable attorneys' fees, whether or not suit is actually filed, and any judgment rendered against City and/or its officials, officers, or employees that may be asserted or claimed by any person, firm, or entity arising out of Consultants' negligent performance, or the negligent performance of its agents, employees, subcontractors, or invitees, as well as, negligent acts or omissions of Consultant, it's agents, employees, subcontractors or invitees, however, this indemnity clause shall not apply if there is concurrent passive or active negligence on the part of City, or its officials, officers, agents or employees. 10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder: (A) Comprehensive General Liability insurance (including premises and operations, contractual liability, personal injury and independent Consultants' liability) with the following minimum limits of liability: (1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000. (B) Comprehensive Automobile Liability Insurance including as applicable own, hired and non -owned automobiles with the following minimum limits of liability: (1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000. (C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City. (D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California. (E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide: (1) the City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker's Compensation); Consultant Services Agreement Evan Brooks Associates Page 3 of 5 (2) the coverage provided shall be primary (with the exception of Professional Liability and Worker's Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self- insurance maintained by City or its officials, officers, agents or employees shall be in excess of Consultants' insurance and not contributed with it. (3) the insurer shall provide at least thirty (30) days prior written notice to City of cancellation or of any material change in coverage before such change or cancellation becomes effective. (F) With respect to Workers' Compensation Insurance, the insurer shall agree to waive ail rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer's agreement in this regard shall be reflected in the Workers' Compensation Insurance endorsement. 11. OWNERSHIP OF DOCUMENTS. All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the properly of City. City's ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or prepared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any reuse by City shall be at the sole risk of City and without liability to Consultant. 12. RECORDS AND INSPECTIONS. Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement. City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Consultant shall maintain an up -to -date list of key personnel and telephone numbers for emergency contact after normal business hours. 13. TAXPAYER IDENTIFICATION NUMBER. Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, form W -9, as issued by the Internal Revenue Service. 14. CONFLICT OF INTEREST. Consultant agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest. 15. POLITICAL ACTIVITY /LOBBYING CERTIFICATION. Consultant may not conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this Agreement. Consultant Services Agreement Page 4 of 5 Evan Brooks Associates 16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice. 17. EFFECT OF TERMINATION. Upon termination as stated in Paragraph "16" of this Agreement, City shall be liable to Consultant only for work performed by Consultant up to and including the date of termination of this Agreement, unless the termination is for cause, in which event Consultant need be compensated only to the extent required by law. Consultant shall be entitled to payment for work satisfactorily completed to date, based on proration of the compensation set forth in Exhibit "B" attached hereto. Such payment will be subject to City's receipt of a close -out billing. 18. LITIGATION FEES. Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including reasonable attorney's fees, to the prevailing party. In awarding attorney's fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney's fees paid and/or incurred in good faith. "Prevailing Party" shall mean the party that obtains a favorable and final judgment. Should litigation occur, venue shall be in the Superior Court of Los Angeles County. This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties' mutual settlement, arbitration, or mediation of the dispute. 19. COVENANTS AND CONDITIONS. Each term- and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition. 20. INTEGRATED AGREEMENT. This Agreement represents the entire Agreement between the City and Consultant. No verbal agreement or implied covenant shall be held to vary the provisions of this agreement. This Agreement shall bind and inure to the benefit of the parties to this Agreement, and any subsequent successors and assigns. 20. MODIFICATION OF AGREEMENT. This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or otherwise affected, except by a written amendment signed by all parties. 21. DESIGNATED REPRESENTATIVES. The Consultant Representative (A) designated below shall be responsible for job performance, negotiations, contractual matters, and coordination with the City. The City Representative (B) designated below shall act on the City's behalf as Project Manager. (A) CONSULTANT (B) Edwin "William" Galvez, P.E. Director of Public Works City of Baldwin Park 14403 East Pacific Avenue Baldwin Park, CA 91706 Consultant Services Agreement Evan Brooks Associates Page 5of5 22. NOTICES. Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to City's Designated Representative identified in Paragraph "21" of this Agreement. Consultant shall send a copy of all notices to the City Attorney. City Attorney: Joseph Pannone 1 Aleshire & Wynder, LLP South Bay Center, 1515 West 190th Street South Tower, Suite 565 Gardena, CA 90248 (310) 527 -6660 IN WITNESS WHEREOF, the parties have executed this Agreement on the day first above written. ATTEST: City Clerk CITY OF BALDWIN PARK M Manuel Lozano, Mayor Dated: CONSULTANT: FIRM NAME By: Name: Dated: Title: Address: Telephoner - Consultant Services Agreement Exhibits Evan Brooks Associates EXHIBIT "A" SCOPE OF SERVICES The attached Scope of Work and Work Plan is based on the Evan Brooks Associates proposal to the City dated April 21, 2011. G9170 Pr&,"edS%1 D NunrTide12009,002 P. laineDemonslratron DtPropossisWP anningContrad Exhibits 05- 04- 2011.doc REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES PROPOSED SCOPE OF WORK The firm proposes the following steps to complete the services within the four -month schedule. STEP 1. Initial (Kickoff) Meeting The firm will prepare for and attend an initial meeting with the City staff and firm team to formalize communications. Task A. Firm will prepare a schedule for review and comment Task B. f=irm will prepare a detailed scope of work for review and comment. The estimated duration for the project study is four (4) calendar months. Task C. Firm will submit a document and data request to the City. The purpose of these meetings will be to verify scope and obtain requested information and materials from the City. It is anticipated that some initial research will be conducted and the following information within the study area will be requested from the City: • Infrastructure Plans (sewer, storm drain, water, gas, telecommunication, street light) • Street Improvement Plans • Street Pavement Plans • List and timing of upcoming developer and CIP projects Deliverables: • Status Reports • Meeting Minutes • Task Order Requests • Schedule Updates STEP 2. Project Management / Policy Analysis The firm will perform the Transportation and Planning process by refining the recommendations at every step in the process of the study's development. The firm will look at cost effective and environmentally responsive strategies, at first in broad terms, and thereafter refining them into improved levels of personal mobility within the City. Strategies will include managing travel demand by identifying improvements to correct existing physical deficiencies or unsafe conditions for pedestrian or bicycle travel and improving non - motorized connections to local destination and transit facilities, and identification of resources to leverage limited local resources for the implementation of these projects. EvanBrooksAssociates. Planning Consultants 18 REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES Project Management Work Plan The firm will provide a Project Management Work Plan (PMWP) that includes objectives, organization, scope of services, schedule (Microsoft Project or similar format), budget, QA /QC, communications, document control, cost controls, invoicing and reporting for the development of the study along with project management as required to lead project team, communicate information, complete required tasks, produce deliverables, and to report and control project costs and schedule performance. Tasks include, but are not limited to: • Manage project team • Project coordination • Conduct project team • Invoice processing control • Schedule and budget control • Federal -Aid project process management (local assistance procedures manual) Deliverables: • Project Management Work Plan (PMWP) • Progress Schematics on Developed Themes The firm will participate in monthly progress meetings with the City, providing a progress report prior to each meeting that includes the following: • Work completed • Problems and resolutions • Anticipated problems and issues • Work remaining • Budget status and analysis • Schedule status /update (tracking progress) • Prepare and distribute meeting minutes Updates at the meeting shall include a list and /or spreadsheet identifying open items /tasks, priority, responsible person and brief description of status. Deliverables: • Monthly Progress Reports FvanBrooksAssociates. Planning Consultants 19 REQUEST FOR PROPOSALS NON-MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES STEP 3. Community Meetings The firm will coordinate all services necessary for scheduling, noticing, conducting and administering two meetings with residents and business owners and City Council. Proposed 15t Meeting -- Introduction to Project and Opportunity for Comment and f=eedback Proposed 2nd Meeting — Presentation of Draft Plan and Work Products before City Council consideration Deliverables: • Meeting coordination (2) • Presentation Reports • Sign -in Sheet • Comment Cards • Response Letters STEP 4. Mapping, Site Surveys, and Geotechnical Analysis The firm will subcontract with SubSurface Design, Inc., a geotechnical firm, and Carl Betz and Associates, a Land Surveyor, to provide survey crew and support services work for processing and development of mapping of topography and existing ground based features. The firm will be responsible for payment for the services of a qualified Geotechnical Consultant to perform site visits, detailed site reviews including a geotechnical investigation report for design and construction work. Horizontal and vertical control shall be consistent with established monuments and existing City facilities. The firm and its subconsultants will make field visits to review, measure, inspect evaluate and record details of all existing conditions to coordinate and perform all related geotechnical, traffic engineering work to design the project, prepare all related construction documents and show the field review items on the project plans. The firm will also provide mapping for site surveys and field investigations at the project site as required and based on City approved data. GIS mapping and layering, design level site designs will be prepared for the project alternatives and recommended design plans. Mapping provided shall clearly define right -of -way, property line and public rights -of -way ownership information, as well as all existing utilities and easements along the transportation corridors. The mapping will also include all structures along the corridor, including recently constructed features. It is anticipated that the team conduct two days of field reconnaissance. In addition, W2 Design, Inc. will manage and maintain the GIS layers for the project team. Evan$rooksAssociates. Planning Consultants I io REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES Ground -based Survey Condition assessment will be conducted to determine the status and condition of the following infrastructure items: • ADA Compliance (curb ramps) • Sidewalk • Street Lighting • Street Furniture Geotechnical Deliverables: • Test Pits and Laboratory Test Reports • Design Phase Field Reviews • Construction Phase Field Reviews • Compaction Report Survey & Mapping Deliverables: • Preparation of exhibits for the study area using GIS grade data • Right -of -way and Property Line Mapping • Public Rights -of-way ownership information • Utilities Mapping • Easements (known within the public right of way) STEP 5, Environmental Analysis The firm will determine type of Environmental Clearance required for both CEQZA and NEPA processes for each alternative by completing the CECtA Initial Study checklist and coordinating with the City Community Development and Public Works Department. The firm will also complete the Caltrans Preliminary Environmental Study form and work with the Caltrans Office of Local Assistance. Preparation of a full environmental analysis is not expected; rather completion of checklists is needed to determine the type of needed future environmental analysis. The project will be subject to the following studies to be conducted by the firm: • Review of cumulative projects in the area to determine if significant cumulative impacts may occur; • Review of biological and environmental resources on or near the site to determine if significant effects could occur due to unusual circumstances. Deliverables: • initial Study Checklist • Preliminary Environmental Study (Approved) • Significant Cumulative Impact Report EvanBrooksAssociates: Planning Consultants I ii REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES STEP 6. Traffic Engineering Services The purpose of this task is to provide recommendations and options to address growing traffic congestion on streets in the Downtown /Civic Center. The study will assist the City of Baldwin Park in implementing design concepts and transportation strategies to improve traffic conditions in the area and to encourage a more livable and pedestrian friendly environment for merchants, visitors, and residents. EBA will provide a complete assessment of the current and future traffic conditions within the study area boundary. The intent is to evaluate the current and future traffic level of service (LOS), but also to identify opportunities for multimodal improvements to offset the need to widen roads and intersections within the study area. The study team will collect roadway traffic counts, intersection turning movements, evaluate capacity deficiencies, accident data, and roadway geometric conditions, including roadway alignments, lane widths, striping, sight distances, grades, and intersection spacing. In addition, the team will evaluate multimodal transportation conditions and services within the study area including, bike lanes, sidewalk widths, ADA ramp deficiencies, transit routing and frequency, bus stop locations, accessibility, as well as signage and lighting conditions. EBA will also provide transportation demand management strategies for the City's commuter parking policies and procedures surrounding the Transit Center. EBA will prepare a traffic impact analysis that evaluates the existing and projected 2030 traffic conditions and level of service for key roadways and intersections. In addition, EBA will recommend Transportation and multi -modal planning strategies, including transit - oriented development, bicycle and pedestrian access, shared parking implementation and Transportation Demand Management strategies. Deliverables: • Draft and Final Traffic Impact Analysis Technical Memorandum • Survey of Commuters and Businesses 0 Aerial strip maps • Use projections STEP 7. Construction Drawings The firm will prepare construction drawings and engineer's estimate of roadway design features for City staff review and comment. Construction drawings and engineer's estimate will be based on agreed upon current and proposed improvements as they become incorporated into the non - motorized transportation master plan document. The firm will work and utilize the services of a registered engineer in the State of California to prepare the final plans and drawings. EvanBrooksAssociates: Planning Consultants 112 REQUEST FOR PROPOSALS NON- MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES Deliverables: • Draft Construction Drawings 30 percent • Draft Construction Drawings 65 percent • Draft Construction Drawings 90 percent • Final Construction Drawings 100 percent STEP 8. Final Report / Funds Obligation The firm will prepare the final report which will culminate in the approval and authorization to proceed with construction of the improvement identified in the study. The scope of the plans and specifications will fit the given construction budget (grant) as outlined in the Suggested Budget Allocation in the Fees Proposal schedule. E'vanBrooksAssociates: Planning Consultants 113 REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES li "I EBA understands the City's need for master planning in the downtown and civic center area. This central area attracts many residents, workers and visitors and is currently dominated by traffic and parking circulation for mobility. To provide and encourage alternative forms of transportation, physical changes that allow pedestrians and bicyclist greater mobility and safety are needed if the City intends to fulfill the objectives of the Circulation Element of the General Plan. The above scope of services has been developed to provide the studies and planning and final construction plans complete with environmental review of the project to assure completion with the four -month schedule. The firm will also provide services to assure federal, State, funding compliance and all rules and regulations. Staffing Evan BrooksAssociates brings together a select group of career professionals with both specific technical expertises in particular areas while also having experience in complex, broad, public decision - making processes. Each professional has both public sector and private sector experience and also has hands -on experience working with community organizations and elected officials. EvanBrooksAssociates a California Corporation /Certified Disadvantaged and Minority -owned Business Enterprise firm, will be the Prime Consultant for this project comprised of the following staff members who would be assigned to complete the work described in the RFP and in this Proposal. The firm is managed by Hal Suetsugu, who serves as the Project Principal for all work associated with the scope of work presented in this Proposal. Hal has over 20 years of public and private agency planning specializing in transportation and transit planning and funding. Mr. Suetsugu will provide project management coordination of all assigned projects and work with staff to develop planning and engineering strategies for effective and efficient deployment of expert resources. Ms. Fiona Diaz will assist the Project Principal in the daily activities of providing transportation and project administration services, including; project coordination and project tracking as well as resource coordination. Ms. Diaz will also assist in research and report development and strategies of the Non - Motorized Transportation Master Plan. Ms. Juliet Arroyo will assist the Project Manager in developing project planning studies and maintaining all environmental documentations as required by the State and Federal regulations. Ms. Arroyo will also assist in ensuring that all required Preliminary Environmental Studies (PES), Disadvantage Business Enterprise (DBE) conformance and other reporting documents are maintained throughout the funding cycles. E'van9rooksAssociates: Planning Consultants 114 REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES Ms. Mindy Belli will assist our team in research and technical studies and ensure that all reporting documents and reporting are in accordance with Caltrans policies and procedures. Ms. Belli is an expert in grants research documentation and reporting. W2 Design, a California Corporation /Certified Disadvantaged and Minority -owned Business Enterprise firm, will be a Sub- Consultant for this project. W2 Design is a multi - discipline consulting firm specializing in management and technical services in civil and transportation engineering and GIS as well as construction management, urban planning, land development, permit processing, and entitlement. Due to client needs, we have formulated a funding strategy and outreach group to augment our technical services. W2 Design, Inc. Team will be led by Mr. Patrick Wong, Project Manager, who has led civil engineering teams on a number of roadway design projects. His experience comes from proactively seeking solutions to potential challenges. In addition, his major assets and skills contribution to the Team is his ability to congenially gain consensus and garner support for a project. Mr. Donald Kurisu, P.E., T.E., Senior Civil Engineer will be in charge of the engineering design effort. His experience comes from a history of successfully completed projects. From site design to public improvement projects, he proactively seeks to identify issues and solve them. The engineering team is completed with Mr. Tony Wong P.E., QA /QC Engineer who not only has completed a wide range of site and roadway projects, but has also identified additional funding sources for project that have been slated for cancelation. He was instrumental in obtaining funding for projects from regional, state, and federal sources. Subsurface Design a California Corporation, will be a Sub - Consultant for this project. Subsurface Design is a California State licensed Professional Engineering (Civil) firm with Registered. Geologists on board to perform all necessary geotechnical surveys, testing and reporting. Their professional affiliations include the American Society of Civil Engineering, Association of Drilled Shaft Contractors, California Geotechnical Engineers Association, Community Association Institutes, and the Association of Engineering Geologists. Mr. Jon Mahn is the firm's Principal Engineer and lead contact for the firm. He and his staff will provide the geotechnical survey and field testing for this project. Carl Betz and Associates a sole proprietor, will be a Sub - Consultant for this project. Mr. Betz is a registered land surveyor with over 35 years of surveying experience. Mr. Betz will provide the ground -based surveying activities of this project. The firm has read the conditions in the RFP and agrees to terms in the City's Agreement for Professional Consulting Service. E'vanSrooksAssodates: Planning Consultants 115 9 CC ull a a 0 a[ a 0 F- 7 cr w a LA W u w z 0 0 C9 Z z z a z 0 F- a 0 0. O w iV 0 r 0 z 0 z �U a 0 0 5. m c w c 0 c� N 0 E a� c u C 0 e ci 4 a 0 0 0 cn W Consultant Services Agreement Exhibits Evan Brooks Associates EXHIBIT "B" SCHEDULE OF COMPENSATION The attached Not -to- Exceed fee schedule is based on the Evan Brooks Associates proposal to the City dated April 21, 2011, and subsequent compensation schedule negotiated on April 27, 2011. For the services described in Exhibit "A" to the Agreement, City shall, in the amounts, by the method, and at the times set forth, pay Consultant as follows: Consultant's compensation shall be a fee not to exceed Ninety -Nine Thousand and Eighty Dollars ($99,080.00), for all the services described in the Scope of Work as set forth in Exhibit "A" as estimated in Exhibit "B" to provide those services in a satisfactory manner. Compensation will be based on the attached Fee Summary which shows the compensation amount for each of the project phases. Change Orders and cost extras impacting Consultant's compensation shall not be allowed unless specifically provided for and approved by the City prior to initiating any corresponding effort by the Consultant. BILLING. City will be invoiced monthly for progress payments. At the end of each calendar month in which services are performed or expenses are incurred under this Agreement, Consultant shall submit an invoice to the City at the following address: Edwin "William" Galvez, Director of Public Works City of Baldwin Park 14403 East Pacific Avenue Baldwin Park, CA 91706 The invoice submitted pursuant to this paragraph shall show the: 1) project name /description; 2) name and hours worked by each person who performed services during the billing period; 3) the title /classification under which they were billed; 4) the hourly rate of pay; 5) actual out -of- pocket expenses incurred in the performance of services; and 6) other such information as the City may reasonably require. METHOD OF PAYMENT. Payment to Consultant for the compensation specified above shall be made after the City's determination that the billing submitted as specified above, accurately reflects work satisfactorily performed. City shall pay Consultant within thirty (30) days therefrom. G:tt70 Proecls%i D Nurr TiUM2M-002 MaineDemonslralim UProposa1slP1annin9Conlracl Exhibits 05 -04 -201 Uoc REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES April 27, 2011 Edwin "William" Galvez, P.E. Public Works Director / City Engineer City of Baldwin Park 14443 East Pacific Avenue Baldwin Park, CA 91705 Subject: REVISED FEE SCHEDULE -Non- Motorized Transportation Planning and Design Services for the Downtown Civic Center Master Planning and Design Study Dear Mr. Galvez: FvanBrooksAssociates (EBA) is pleased to submit this REVISED FEE SCHEDULE for Non - - Motorized Transportation Planning and Design Services as part of the Downtown Civic Center Master Planning and Design Study. The proposed fee to complete the scope of work according to the schedule and Proposal dated April 21, 2011 prepared separately is hereby reduced to $99,080. Thank you for allowing EBA the opportunity to submit this REVISED FEE SCHEDULE for your consideration. Should you have any questions, please contact me at your convenience. a4et gu pal T: (818) 521 -9947 F: (888) 421 -8798 E: hal eba lannin ,com EvanBrooksAssodates: Planning Consultants 12 R-:. 4 Q a O aC a O W V w z CTS Ln w G W z z z 5 a z O a 0 a 4A z w N Q O O z N G3 m 'u O N a rA O O M� W C W C O cts N L O C Q� m C ti C 0 U ZZ L' Q a 0 y Q VI 0 0 m fi w W 0 °C D z a � 0 d Lf) Lu Ln t�6 Q W 0 or z z z a z 0 1-- F 0 5 W Q W h! 0 Q z 0 z LLJ W U L/1 W Lit LL Z a 0 LLJ U M 0 cm LU 0 U. LL. ui In LU LO) 0 CL 0 w/ a a Z A 4 LA h u > _ Q J 5 t2 N C a G f0 U Q! p CL N at f°n to a 0 4A 1n o O 0 °v vini 0 0 Ln M is t0 N H W N ew ro ei N H N H N � 15 t!1 t? t>r t? V O N O In 0 0 N 01 O 7 V t kD N H O N N M p H H H H N N rn 2 to th trT t1} t4 t11 vi AA f6 o Ln a o0000o N h V (M D F- a 0 4A G 0 _m V .D c O V 11' C 0 � � LL yy� 3 r C M dl C CL 4 m U'i ro ° m tD to E N 5 O CL CL Y C rz R m C: 7 fG @ H N M V u1 tD h 00 tYil N N V1 V} N N N Ln 00 Ln N c-I Ln t2 M Ln O p1 H Ln to �D M rf tR N N D1 to in N � � �'� C N 7 p a, d v (D C O a1 0 Q N C � w F- r U 0 U t tl 4 0 i.� �u O y °o CS Ln o Q 0 o V In o 4hi T M lD O 0 h �0 M H •^i N' rl ri' rl N ew � li 1 0 4 0 kD kD h 0 V O � p ° pp 4 O 11hY N N 'O Vn N' N W.4 N 00 f V F to th trT t1} t4 t11 vi AA 12 o Ln a o0000o N h V (M 7 O � p O O p°p 00 °O 0o QO N fD N tD 00 V ti N 1-4 N t? N M N N C j0 to t� 11 t1). r-I m 0 cn °v 0 0 0 10 0 x °h °tt ° ' o a+ t°D � 000 4q Lr .- F rl N N 0p N Lm F N iA tR to ilt to to � 111 O P NO c-1 lDD N co p x vii o°o w° a a°o w Y N N LT N N H J). C% Q1 iA Ln 1n Ln cn O N u1 cn �y 3 O ]C G 0 _m V .D c O V 11' C 0 � � LL yy� 3 r C M dl C CL 4 m U'i ro ° m tD to E N 5 O CL CL Y C rz R m C: 7 fG @ H N M V u1 tD h 00 tYil N N V1 V} N N N Ln 00 Ln N c-I Ln t2 M Ln O p1 H Ln to �D M rf tR N N D1 to in N � � �'� C N 7 p a, d v (D C O a1 0 Q N C � w F- r U 0 U t tl 4 0 i.� �u O y °o CS REQUEST FOR PROPOSALS NON - MOTORIZED TRANSPORTATION PLANNING & DESIGN SERVICES SUGGESTED BUDGET ALLOCATION: STRATEGIC FUNDING SOLUTIONS The funding for the Non - Motorized Transportation Planning and Design Services are provided by the federal Transportation and Community System Preservation Program (TCSPP). Funding for construction and modification of Maine Avenue and Ramona Boulevard is currently subject to lapse as of September 30, 2411. Our services will provide design and engineering plans, specifications, and estimates needed to complete the City's federal aid package to submit for obligation of potential lapsing of federal funds. In addition, our services will provide recommendations funding strategies for solutions to partial fund City staff contributions of resources allocated to this project. Our funding plan will provide efficient use of federal and matching funds to properly and accurately allocation eligible expenses toward this project. Suggested funding strategies are provided in the Proposed Fee Schedule, as part of a separate submittal. NON - MOTORIZED TRANSPORTATION PLANNING AND DESIGN SERVICES TCSPP Federal Funding $91,000 A MD A62766 or other $22,750 (Required Match Total Fully Funded: $113,750 EBA Consultant Services $99,080 City Staff Administration soft $14,670 CE PM Eligible Expense) Total Project Cost: ' $113,750 MAINE AVENUE ROADWAY IMPROVEMENT PROJECT SAFETEA -LU Federal Funding $300,000 (Lapsing 09- 30 -11) Measure R 9 60 000 20% Re uired Match Total Fully Funded: $360,000 Construction /CM Cost $295,000 City Staff Administration soft 65,000 CE PM Eligible Expense) Total Project Cost: $360,000 E-vanl3rooksAssociates: Planning Consultants Is Consultant Services Agreement Exhibits Evan Brooks Associates EXHIBIT "C" SCHEDULE OF PERFORMANCE The attached performance schedule is basee�dincorporated o h fo fhrskE hsb>'f byfrefere proposal to the City dated April 21, 2011, and is her Consultant shall perform the services described in Exhibit "A" to the Agreement within the time period(s) set forth as follows: Consultant shall commence the services described in the Scope of Work upon the City issuance of a Notice to Proceed (NTP) hey Agreement. lat the later he than 30 days from the execution of Planning and Design Services according to the Schedule on the following two pages. GA170 Pro ecls%1 D NUn TVeN2009-002 hlalneDamonstretton DTroposalsTlanningConlract Exhfbils 05 -042011 Aoc Consultant Services Agreement Exhibits Evan Brooks Associates EXHIBIT "D" ADDITIONAL PROVISIONS None GA170 Pfoja615N D Num- 1iHE!\2009 -002 MaineDemonslratiorn DIProposals�PlanningConlract Exhibits 05.04-2011.doc ■ 9 2 2 j � cr @ $ 4 $ # � f � m � $ � � 0 w u _ ® LU -0 / Lu / 2 0 w a ¥ L 2 --1 2 / � k k u : $ � \ § 7 \ f \ » 2 { � / g \ & @ 3 > / \ } 0 f C $ g @ E s / a r < ° 3 / \� / \/ \ L k \ \ 7 o / \ « 2 ° $ / E ` . A / / / c ' % = c r 2 § z 2 7 � — § / m ƒ o \ / 7 e 2 ❑ E — � / = 7 -0 § \ ƒ ` / § J 5 ° > 7 t 2i U tj \o t c , � % %�\ 7' E\ t E/ L « ) \ ( / § k - Q= E f ui / e z e� u 2 u E E � M m# m/Ln Fo r» 2 5 3 � k k u : $ � \ § 7 \ f \ Q U fl � OaC N R Z O w tL � �(D � Z z Z z O O CL VI z Q r Ul ua N Q a .d z 0 z 0 LJ tJ 0 o LL LL. W In LLi LO) O m 0. < D auioom"'" 7,0 v `D � ° N - rn 0. Z N O S m O Q Q 0 }-- h co LL O a z �o0ocnL-or cast m N V rf t-f N y. Q fu � N Q o � x � O O �i O O O In 00 O 4 00 rf fat N N N f` N b 61 � C 7 G O 2 CL u� o Ln o 0 4 W LC r-I 0 i 41 L t_ O GO S LL1 Ln 0 0 0 0 m O O C N CY cq c-f N r-1 CD N a C u cc C L CN G 7 t Q w rD d In to U) u] M O Ln U) u CL S U 0 L 0. u C O w + ' u � nn o O Oc W O ry c" v) LLJ _' d 41 N w m LL 6} t O b n° a �12 O o 0 O LL- t c 0. O Q m ui X F u u. F- u w O x Y x [n V1 V� 0 0 N to 0 (ID F- F-' F- F- h F- co H H ti h O V b! .G t e Q v �v 0 H 0 0 co Gu L�J Attachment "2" PROGRAM SUPPLEMENT FOR FUNDS REIMBURSEMENT STATE OF CALIFORNIA. BUSINESS,TRANSPORTAT[ON AND HOUSING AGENCY Arnold Schwarzenegger, Governor DEPARTMENT OF TRANSPORTATION Division of Local Assistance - 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274 -0001 TTY 711 (916) 654 -3151 File: 07- LA -0 -BWP Fax (916) 653 -7621 TCSP- E2CA(008) September 27, 2010 (� j r`. 9-00 Maine Ave Downtown /Civic Center Area Dr'"! Mr. William Galvez Director of Public Works /City Engineer City of Baldwin Park 14403 Pacific Avenue Baldwin Park, CA 91706 Dear Mr. Galvez: Enclosed are two originals of the Program Supplement Agreement No. 012 -N to Administering Agency -State Agreement No. 07- 5323R. Please note that federal funding will be lost if you proceed with future phase(s) of the project prior to getting the "Authorization to Proceed" with that phase. Please review the covenants and sign both copies of this Agreement and return both to this office, Office of Project Implementation - MS1 within 60 days from the date of this letter. If the signed Agreements are not received back in this office within 60 days, funds will be disencumbered and/or deobligated. Alterations should not be made to the agreement language or funding. Attach your local agency's certified authorizing resolution that clearly identifies the project and the official authorized to execute the agreement. A fully executed copy of the agreement will be returned to you upon ratification by Caltrans. No invoices for reimbursement can be processed until the agreement is fully executed. A copy of the State approved finance letter containing the fund encumbrance and reversion date information will be mailed to you along with your copy of the executed agreement. Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer. Sincerely, %Z IA-Z P--- r 'RAY ZHANG, Chief Office of Project Implementation - South Division of Local Assistance Enclosure c: DLA AE Project Files (07) DLAE - Kirk Cessna PROGRAM SUPPLEMENT NO. N012 Date: September 20, 2010 to Location: 07- LA -0 -BWP ADMINISTERING AGENCY -STATE AGREEMENT Project Number; TCSP- E2CA(008) FOR FEDERAL -AID PROJECTS NO 07 -5323R E.A. Number: 07- 933606 Locode: 5323 This Program Supplement hereby adopts and incorporates the Administering Agency -State Agreement for Federal Aid which was entered into between the Administering Agency and the State on 08/27/09 and is subject to all the terms and conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Administering Agency on (See copy attached). The Administering Agency further stipulates that as a condition to the payment by the State of any funds derived from sources noted below obligated to this PROJECT, the Administering Agency accepts and will comply with the special covenants or remarks set forth on the following pages. PROJECT LOCATION: Maine Ave Downtown /Civic Center Area TYPE OF WORK: Improvement on Downtown /Civic Ctr Area Estimated Cost $113,750 Q680 $91,000.00 LOCAL $22,750. CITY OF BALDWIN PARK By Title Date Attest Matching t LENGTH: 0.0(MILES) OTHER $0.00 STATE OF CALIFORNIA Department of Transportation By Chief, Office of Project Implementation Division of Local Assistance Date I hereby certify upon my personal knowledge that budgeted funds are available for this encumbra�n�ce�: Date f % f 1 « $91.000.00 Accounting Officer_.��� ✓� Program Supplement 07- 5323R -N012- ISTEA Page 1 of .4 STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV. 01/2010) Claims Audits 3301 "C" Street, Rm 404 Sacramento, CA 95816 DATE PREPARED: 9120/2010 REQUISITION NUMBER 1 CONTRACT NUMBER: RQS 070000000098 FRONT: Department of Transportation SUBJECT: Encumbrance Document VENDOR I LOCAL AGENCY: CITY OF BALDWIN PARK CONTRACT AMOUNT: $91,000.00 PROCUREMENTTYPE: Local Assistance page-01— PROJECT NUMBER: 0700020705 ADA N Oth For individuals vrith sensory disabilities, this document is available in alternate formals. For information, call (915) 6546410 of TDD (916) -3886 or write Records and Forms Management, 1120 N. Street, MS-89, Sacramento, CA 95814. 07- LA -0 -BW P 09/20/2010 TUP- EXA(008) SPECIAL COVENANTS OR REMARKS 1. The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the current published Local Assistance Procedures Manual. 2. ADMINISTERING AGENCY agrees that it will only proceed with work authorized for specific phase(s) with an "Authorization to Proceed" and will not proceed with future phase(s) of this project prior to receiving an "Authorization to Proceed" from the STATE for that phase(s) unless no further State or Federal funds are needed for those future phase(s). 3. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every six months commencing after the funds are encumbered for each phase by the execution of this Project Program Supplement Agreement, or by STATE's approval of an applicable Finance Letter. STATE reserves the right to suspend future authorizations /obligations for Federal aid projects, or encumberances for State funded projects, as well as to suspend invoice payments for any on -going or future project by ADMINISTERING AGENCY if PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six -month period. If no costs have been invoiced for a six - -month period, ADMINISTERING AGENCY agrees to submit for each phase a written explanation of the absence of PROJECT activity along with target billing date and target billing amount. _ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current Local Assistance Procedures Manual. 4. The Administering Agency shall not discriminate on the basis of race, religion, age, disability, color, national origin, or sex in the award and performance of any Federal - assisted contract or in the administration of its DBE Program Implementation Agreement. The Administering Agency shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure nondiscrimination in the award and administration of Federal - assisted contracts. The Administering Agency's DBE Implementation Agreement is incorporated by reference in this Agreement. Implementation of the DBE Implementation Agreement, including but not limited to timely reporting of DBE commitments and utilization, is a legal obligation and failure to carry out its terms shall be treated as a violation of this Agreement. Upon notification to the Administering Agency of its failure to carry out its DBE Implementation Agreement, the State may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). 5. As a condition for receiving federal -aid highway funds for the PROJECT, the Program Supplement 07- 5323R -N012- ISTEA Page 2 of 4 07- LA -0 -BW P 09/20/2010 TCSP- E2CA(008) SPECIAL COVENANTS OR REMARKS Administering Agency certifies that NO members of the elected board, council, or other key decision makers are on the Federal Government Excluded Parties List System (EPLS). 6. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days of project contract award or with the submittal of the ADMINISTERING AGENCY's first invoice for the construction contract, whichever is earlier. Failure to do so will cause a delay in the State processing invoices for the construction phase. Please refer to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. 7• Any State and Federal funds that may have been encumbered for this project are available for disbursement for limited periods of time. For each fund encumbrance the limited period is from the start of the fiscal year that the specific fund was appropriated within the State Budget Act to the applicable fund Reversion Date shown on the State approved project finance letter. Per Government Code Section 16304, all project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested by the ADMINISTERING AGENCY and approved by the California Department of Finance. ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the Department of Finance; in order for payment to be made, the last date the District Local Assistance Engineer can forward an invoice for payment to the Department's Local Programs Accounting Office for reimbursable work for funds that are going to revert at the end of a particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement involving applicable funds that is not received by the Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date. 8. The project shall be administered consistent with provisions contained in the attached TCSP Grant Application (Exhibit A) as approved by the Federal Highway Administration (FHWA) and as follows: a) Any deviations to the provisions of the above TCSP Grant Application must be agreed to and approved by the ADMINISTERING AGENCY, Caltrans and FHWA, b) The ADMINISTERING AGENCY shall submit invoice billings, no less frequently than monthly, to the Caltrans District Planning Branch for their review, signature approval and Program Supplement 07- 5323R -N012- ISTEA Page 3 of 4 07- LA -0 -BW P TCSP- E2CA(008) SPECIAL COVENANTS OR REMARKS submittal for payment to the Caltrans Accounting Service Center. 09/20/2010 c) The ADMINISTERING AGENCY agrees to submit reports to the Caltrans District Planning Branch, on a quarterly or as negotiated basis, covering the progress of the project, costs incurred, and description of unanticipated events since the last report. d) The ADMINISTERING AGENCY agrees to submit the final invoice within 90 days of project completion. e) The ADMINISTERING AGENCY agrees to maintain accurate and auditable records to support the reimbursed costs. f) This project is subject to termination for lack of adequate progress toward completion or by either party by the withdrawal of any TCSP funds not expended by the date of withdrawal. Adequate progress shall be negotiated by the ADMINISTERING AGENCY, Caltrans and FHWA. Program Supplement 07- 53238 -N012- IS.TEA Page 4 of 4 �. CITY OF BALDWIN PARK BALDWI P , A - R - K TO: Honorable Mayor and City Council Membe FROM: Vijay Singhal, Chief Executive Office Lorena Quijano, Director of Finance . DATE: May 4, 2011 SUBJECT: Monthly Financial Report: March 2011 PURPOSE A CITY COUNCIL AGENDA MAY ITEM NO. STAFF REPORT The purpose of this report is to provide City Council with a monthly financial report for the period ended March 2011. BACKGROUND The City's Fiscal Accountability Policy requires that a monthly financial report be presented to the City Council from September thru May. This report provides data up to the month March 2011. DISCUSSION The Monthly Financial Reports provide the City Council and staff with a monthly budgetary status. As previously reported, the City is facing some challenges with decreased revenue collections in some areas that will be offset by expenditure savings. It is anticipated that we will be able to keep a balance budget for the end of this fiscal year as noted below, so long as the State doesn't come at take away the Redevelopment Agencies. Adopted Annual Bud et YTD Revenue/ Expenditures Projected June 30, 2011 Projected vs. Adopted Budget Revenues 24,766,000 14,043,819 23,680,525 - 1,085,475 Transfers In 100,000 2,575 100,000 0 Total Revenues 24,866,000 14,046,394 23,780,525 - 1,085,475 Expenditures 23,104,250 16,234,840 22,302,082 - 802,168 Transfers Out 1,671,930 831,400 1,446,930 - 225,000 Total Ex enses 24,776,180 17,066,240 23,749,012 - 1,027,168 Grand Totals 89,820 - 3,019,846 31,513 - 58,307 Monthly Financial Report: March 2011 Page 2 Following is a more detailed discussion on revenues and expenditures: Revenues The 2010 -2011 Adopted Budget included at total of $24,866,000 in revenues projections. These revenues and the related revenue projections are reflected below into four categories: Category Adopted Annual Budget YTD Revenue Projected June 30, 2011 Projected vs. Adopted Budget Taxes 19,300,000 11,134,385 19,451,460 151,460 Police Revenues 2,823,800 1,327,896 1,964,500 - 859,300 Construction Revenues 1,085,500 709,491 906,000 - 179,500 Other Revenues 1,556,700 872,047 1,358,565 - 198,135 Subtotal 24,766,000 14,043,819 23,680,525 - 1,085,475 Transfers In 100,000 2,575 100,000 0 Grand Total 24,866,000 14,046,394 23,780,525 - 1,085,475 As noted above the expected revenue shortfall remains at about $1.1 million reported in the Mid -Year Budget Report. The following is a brief summary of the major fluctuations, both positive and negative reflected above: 1. "Taxes" Taxes are expected to be higher by about $151,460. The majority of the increase is due to Sales Taxes which are expected to be higher than expected by about $365,000; there are other increases that are expected to be offset by decreases in some of the other areas such as utility user's tax and franchise tax. 2. "Police Revenues" Police Revenues are estimated to be lower by $859,300. As discussed in previous reports, the decrease is due to less franchise taxes from Royal Coaches and Vehicle Release Fees that have been decreasing since last August/September when changes to the DUI checkpoint and impound policies were made. Reductions are also included for reductions in Vehicle Code Fines related to RedFlex violations and for decrease in the collectability of parking citations. 3. "Construction Revenues" Construction revenues are still expected to be lower approximately $179,500. As we know, the construction industry has yet to recuperate and there are less projects than anticipated. Also, it is important to note that a decrease in construction activity affects construction permits and building plan checks. Monthly Financial Report. March 2011 Page 3 4. "Other Revenues " • Other revenues are anticipated to be lower by $198,135. Revenues included are Interest Income, which has been significantly reduced by decreases in LAW to less than 0.50% and various other miscellaneous revenues that have also experienced decreases. As noted above some revenue reductions are anticipated to be offset by some revenue increases, thus leaving the net shortfall for the year at $1.1 million. Ultimately, all departments are expected to closely monitor their departmental revenues to ensure that they come in as budgeted. This includes being responsible for identifying sources such as grants to possibly offset expenditures that could cover revenue shortfalls, if any, so that the net impact is zero. Expenditures The 2010 -2011 Adopted Budget included at total of $24,766,180 comprised of the following: Category Adopted Annual Budget Expenditures as of Mar 2011 Projected June 30, 2011 Adopted vs. Projected Personnel 17,804,900 12,976,451 17,175,214 629,686 Maintenance 989,250 544,938 891,854 97,396 Internal Charges 1,861,600 1,396,224 1,861,600 0 Contractual 2,383,500 1,304,826 2,353,626 29,874 Capital 65,000 12,401 19,788 45,212 Total Expenditures 23,104,250 16,234,840 22,302,082 802,168 Transfers 1,671,930 831,400 1,446,930 225,000 Grand Total 24,776,180 17,066,240 23,749,012 1,027,168 As of March 2011, expenditures are currently projected to be at a savings of $1.1 million at the end of the year (this is also in line with Mid -Year projections). The expected expenditure savings will offset the $1.1 million in anticipated revenue reductions. The major savings are from the following: • Personnel costs since positions in various departments have remained vacant during the year. • Reallocations of expenditures in the Police Department. Staff has reviewed the expenditures and will be allocating eligible overtime of about $200,000 to the Asset f=orfeiture for time pertaining to or spent in pursuit of activities eligible within fund. It is anticipated that by the end of the year, this amount coupled with Monthly Financial Report: March 2011 Page 4 savings from vacancies in the police department are expected to offset a portion of the police revenue shortage discussed in the revenue section. • Lastly, there are expenditures savings of $225,000 from less "transfers out" from the General Fund to other funds. Some salary savings and other cost reductions will be in other funds such as CDC that are subsidized by the General Fund. Several of the vacant positions are also funded in these funds resulting in salary savings in these funds as well. Lower than anticipated expenditures in these funds will result in lower transfers out from the General Fund. Based on current trends, we anticipate the budget to stay balanced so long as vacant positions stay vacant and departments continue to monitor expenditures in order to achieve the savings explained above. Trends for Other City Funds Other city funds can be categorized into restricted funds and those supported /subsidized by the General Fund. While any shortfall in subsidized funds must be paid for by the General Fund any savings are retained in these funds for future expenditures. These funds include funds such as Gas Tax, Prop A, Park Maintenance Assessment District and Street Lighting and Landscape Maintenance Fund. Based on current projections, these funds are within budget and transfers are anticipated to be lower than budgeted because these other funds have lower expenditures and will require a lower subsidy. In the restricted funds, monies are subject to restrictions, for example; Asset seizure, grant funds and funds which have legal or other restrictions. No adverse trends are noted in these restricted funds. Summar L As discussed above and based on current trends, we anticipate a revenue shortfall that will be offset by both expenditure savings and transfers to eligible sources. However, problems with the State budget and their efforts to grasp local revenues and now to eliminate Redevelopment Agencies may cause impacts. Staff will continue to closely monitor revenues, expenditures and State actions and will propose necessary changes if warranted. FISCAL IMPACT None RECOMMENDATION Staff recommends that the City Council receive and file the monthly financial report for the period ended March 2011. CITY OF BALDWIN PARK 11 BALDWIN P A, R • K CITY COUNCIL AGENDA MAY ConsediM TO: Honorable Mayor and Members of the City Council FROM: Lill Hadsell, Chief of Police Lorena Quijano, Finance Director DATE: May 4, 2011 SUBJECT: Approval of Renewal of Contract for Automated Enforcement System (Red Light Camera Program) with Redflex Traffic Systems, Inc. PURPOSE The purpose of this report is to request City Council approval of a renewal of the contract agreement with Redflex Traffic Systems, Inc. (Redflex) for the Automated Enforcement System for the City of Baldwin Park. BACKGROUND The City of Baldwin Park is currently under contract with Redflex to provide automated red light traffic enforcement. The Redflex photo enforcement system uses cameras to videotape and photograph red light violators at nine different locations within the city. The photo enforcement program went operational on May 4, 2006. Our current agreement expires on May 18, 2011. The intended purpose of the photo enforcement was to increase traffic safety by reducing the number of injury traffic collisions and to increase driver awareness of the hazards associated with unsafe driving in and around signal controlled intersections. In the first full year after installing the cameras, traffic collisions decreased by approximately 20 %. The nine cameras are positioned in various directions at the following intersections: • Ramona Blvd. & Francisquito Ave. • Puente Ave. & Francisquito Ave. • Puente Ave. & Merced Ave. • Puente Ave. & Pacific Ave. • Baldwin Park Blvd. & Ramona Blvd. • Puente Ave. & Dalewood Ave. The current court imposed fines for red light violations are listed below. The fines are set and regulated by Los Angeles County Judicial Council. The city does not have any input in regards to these fines. The city receives $141.00 in penalty fees for every citation paid in full. This amount varies as the court often reduces the fine or gives the violator a payment plan or may choose to dismiss the Red flex Trartie System, f1w, , contract Itene«af ttay =t, 20 11 f'3[tge ) citation in some instances. Also, many violators are never identified and others choose not to pay their fines. This makes it difficult to calculate how much the city is going to collect from these fines. On January 1, 2009, Senate Bill 1407 went into effect. This bill increased both the total Bail Amount due and the Traffic School Amount given out on the Notice of Violation that is mailed to violators. The increase amounts to a $56 increase in the penalty. The city does not receive any of the money from the increase. The new dollar amounts to be reflected on the Notice of Violation for Adult defendants depending on Violation Cited, Full Bail or Traffic School Amount are as follows: Full Bail with Full Bail with Traffic School Traffic School Night Court no Night Court with Night with no Night Court Court Violation 21453A Violation $ 436.00 $ 435.00 $ 500.00 $ 499.00 21453C The new dollar amounts to be reflected on the Notice of Violation for Juvenile defendants depending on Violation Cited, Full Bail or Traffic School Amount are as follows: Violation 21453A Violation 21453C DISCUSSION Full Bail with Night Court n/a Full Bail with no Night Court $ 380.00 Traffic School with Night Court n/a Traffic School with no Night Court $ 444.00 The Chief of Police and Director of Finance have been in discussion with Redflex over the past year evaluating the costs and the results on safety in the intersections which have these cameras. According to the Insurance Institute for Highway Safety, 22 percent of all traffic accidents in the United States are caused by drivers running red lights. Every year, these accidents kill some 800 people and rack up an estimated $7 billion dollars in property damage, medical bills, lost productivity and insurance hikes. And this sort of traffic violation seems to be on the rise. In many areas, red -light violations have increased by 10 percent or more since the 1980s. Beyond that, the Insurance Institute for Highway Safety published a report in February 2011, ( "Effects of Red Light Camera Enforcement on Fatal Crashes in Large U.S. Cities ") which concluded that "Red light camera enforcement programs reduce the citywide rate of fatal red light running crashes and, to a lesser but still significant extent, the rate of all fatal crashes at signalized intersections." The report estimated that the rate of fatal red -light running crashes Redtlex - rrattic System, 1nc., Cowract Renewal May 4, 2011 Page 3 decreased by 24 percent, and all fatal crashes at signalized intersections decreased by 17 percent in cities with camera programs. The red light camera enforcement program has several public safety advantages. Intersections with red light cameras have become safer. This has happened because of increased public awareness of the dangers of running red lights. Also, the cameras have changed motorists' behavior. Drivers slow down rather than speed up to beat the light. The cameras have reduced accidents and increased the safety of pedestrians. In the five years photo enforcement has been in place, the Police Department has issued 43,107 total red light photo enforced citations: 2006 --- 7,794 2007 — 9,190 2008 -- 11,016 2009 — 9.126 2010 -- 4,754 2011 - -1,224 (year to date) Approximately 103,000 vehicles navigate the City's red light camera intersections on a daily basis, and although the red light cameras have changed the driving behavior of the majority of motorists, some motorists continue to violate the law. In 2010, 16% of these motorists were detected running the red light (straight through and right turn). It is safe to assume that if the red light cameras were not in place, there would be more motorists running the red light; an increase in traffic collisions would be sure to follow. The goal of the continuation of the red light camera enforcement program is to increase traffic safety for motorists and pedestrians. In addition to finding that the program has increased traffic safety and reduced traffic collisions for the most part, the City found that overall the contract has remained cost neutral since the City has recuperated the cost paid to the vendor. In order to provide a comprehensive analysis of the costs and revenues, the City has also been in discussion with the Los Angeles Court in order to determine what reports were available to each city which would provide citation and revenue information. The table below reflects data available from the Court on revenues related to this program for the past four years versus the City's payments; the Court began providing this data to cities for September 2007. Fiscal Year Court/Camera Revenue Payments Gain /Loss* Sep 2007- June 2008 887,470 459,145 428,325 2008 -2009 1,072,359 679,863 392,496 2009 -2010 886,693 679,863 206,830 July 2010- May 2011 ** 480,908 273,226 207,682 *The gain/loss does not reflect the cost of officer or other staff time incurred to implement the program during the contract period "Estimated through May, payment includes a $350, 000 credit from Redflex. Redflex Traffic System, Inc_ Contract Renewal Nlay 4, 2011 Page 4 Although the City has recuperated the cost paid to the vendor, as noted in the table above, beginning in fiscal year 2009 -2010, the amount of citations collected has been gradually decreasing due to non - payment or due to the Courts dismissing these citations and/or the Court providing an option of community service as an alternative payment options. In fiscal year 2010 -2011, the collection of these citations was reduced significantly. In order to continue providing the cameras as a safety measure while maintaining a reasonable cost to the City, the City has negotiated the following: • Redflex will provide the City a credit of $350,000 thus reducing the amount due for fiscal year 2010 -2011. • Redflex will provide a credit $75,000 per year during the four year renewal term (beginning May 18, 2011 if contract is approved) for operational expenses (officer costs) incurred for the operation of program. • The monthly payment of four cameras will be reduced to a fixed fee of $1,400 per month versus $6,295; the remaining five cameras will remain at $6,295 per month. FISCAL IMPACT Based on the new contract terms, the City will save about $1.6 million over the current contract in the new four years contract; this amount will offset the annual revenue losses as follows: Both the revenues and expenditures for this program will be reflected in the upcoming fiscal year 2011 -2012 proposed budget. RECOMMENDATION It is recommended that the City Council approve the four year extension and amendment of the proposed Redflex Traffic System, Inc Agreement. ATTACHMENT Extension and Amendment to Redflex Traffic System, Inc Agreement Current New Savings Savings Contract Contract Year 1 4 Years (Annual Cost) (Annual Cost) Contract Costs 679,863 449,221.80 230,641.44 $ 922,565.76 Credit for Officer Costs - 75,000.00 75,000.00 300,000.00 Total 679,863 374,221.80 305,641.44 1,222,565.76 Credit for Outstanding Invoices 350,000.00 (Applied to f=iscal Year 2011) Total Savings to Offset Revenue Losses $9,572,565.76` * The loss of Revenues was adjusted in Fiscal Year 2091 Both the revenues and expenditures for this program will be reflected in the upcoming fiscal year 2011 -2012 proposed budget. RECOMMENDATION It is recommended that the City Council approve the four year extension and amendment of the proposed Redflex Traffic System, Inc Agreement. ATTACHMENT Extension and Amendment to Redflex Traffic System, Inc Agreement EXTENSION OF AND AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF BALDWIN PARK AND REDFLEX TRAFFIC SYSTEMS, INC. FOR PHOTO RED LIGHT ENFORCEMENT PROGRAM This Amendment ( "Amendment ") is made as of the date of the last signature contained herein to the Agreement for Photo Red Light Enforcement Program (the "Agreement") executed on or about January 18, 2006 between Redflex Traffic Systems, Inc. ( "Redflex "), a Delaware Corporation with offices located at 23751 N. 23`d Avenue, Phoenix, Arizona 85085 and the City of Baldwin Park, a municipal corporation with offices at 14403 E. Pacific Avenue, Baldwin Park, CA 91706 (the "Customer" or "city" ), individually the "Party" and collectively referred to as the "Parties ". RECITALS WHEREAS, Redflex. has exclusive knowledge, possession and ownership of certain equipment, licenses, applications, and citation processes related to digital photo red light enforcement systems; and WHEREAS, the Customer desires to continue to engage the services of Redflex to provide certain equipment, processes and back office services so that authorized city staff of the Customer are able to monitor, identify and enforce red light running violations; and WHEREAS, it is a mutual objective of both Redflex and the Customer to reduce the incidence of vehicle collisions at the traffic intersections and city streets that will continue to be monitored pursuant to the terms of the Agreement as expressly modified herein; and NOW THEREFORE, in consideration of the mutual covenants contained herein, and for other valuable consideration received, the receipt and sufficiency of which are hereby acknowledged, the Parties amend the Agreement as follows: AMENDED TERMS AND CONDITIONS 1. Extension of Term. The Term of the Agreement shall be extended for an additional four (4) years (hereinafter the "Renewal Term ") commencing on May 18, 2011 and continuing for a period of four (4) years thereafter. 2. Credit to Customer. As consideration for the Renewal Term, Redflex shall provide to the Customer a credit of $350,000.00 (the "Credited Amount "). The Credited Amount shall be deducted from the balance due as of May 18, 2011 of $769,414.00. 3. Payment to Redflex. The Customer shall pay or cause to be paid to Redflex within thirty (30) calendar days after the execution date of this Amendment the sum of $419,414.51., the balance due, after the aforementioned credit, from outstanding invoices. 4. O erational Fee Credit. Redflex shall provide to Customer a credit not to exceed the amount of $75,000.00 per year during the Renewal Term solely for operational expenses incurred by the Customer in connection with the operation of the Photo Red Light Enforcement Program. 5. Compensation & Pricing Modification. Exhibit "D ", entitled "Compensation & Pricing" of the Agreement is hereby amended as follows: A. Customer shall be obligated to pay to Redflex a fixed fee of $1,400.00 per month for each of the following Designated Intersection Approaches: 1. BAL - FRUP -01 — Francisquito Ave. / Puente Ave. EB 2. BAL - PUDA -01 -- Dalewood St. / Puente Ave. N/B 3. BAL - PUPA -0 1 — Puente Ave. / Pacific Ave. —N /B 4. BAL — RAFR -03 -- Ramona Blvd. / Francisquito Ave. — WB B. Customer shall be obligated to pay to Redflex a fixed fee of $6,295.00 per month for each of the following Designated Intersection Approaches: 1. BAL - DAPU -01 — Dalewood St. / Puente Ave. — W/B 2. BAL - PUME -01 — Puente Ave. / Merced — N/B 3. BAL - BABA -01 -- Ramona Blvd. / Baldwin Park Blvd. — W/B 4. BAL - RABA -03 -- Ramona Blvd. / Baldwin Park Blvd. — E/B 5. BAL- RAFR -01 — Ramona Blvd. / Francisquito Ave. — EB 6. Lane Reconfi oration. Redflex shall perform lane reconfigurations with respect to the Designated Intersection Approaches identified in section S.A. and /or section S.B. of this Amendment at no cost to the Customer upon written request from the Customer. Redflex shall commence lane reconfiguration within sixty (60) days after receipt by Redflex of the Customer's written lane reconfiguration request. 7. Designated Intersection Approach Relocation. a. Redflex shall not relocate ( "Approach Relocation") the Designated Intersection Approaches identified in section 5.A. of this Amendment until the equipment, machinery, materials and property (the "Equipment ") related thereto have been frilly amortized within seven (7) years after the date of May 18, 2006. After the Equipment has been fully amortized and upon written request from the Customer, Redflex shall commence Approach Relocation of the Designated Intersection Approaches identified in section 5.A of this Amendment at no cost to the Customer. b. Redflex shall relocate ( "Approach Relocation ") the Designated Intersection Approaches identified in section 5.13. of this Amendment upon written request from the Customer. The Customer shall reimburse Redflex in full for any and all costs, fees, expenses and charges ( "Approach Relocation Costs ") incurred and/or sustained by Redflex resulting from and /or associated with any Approach Relocation. Redflex shall commence the Approach Relocation within sixty (60) days after receipt by Redflex of the Customer's written Approach Relocation request. Approach Relocation Costs are estimated at, but may exceed, $45,000.00 per each Designated Intersection Approach identified in section 5.13. of this Amendment. 8. Monthly Repoli. Redflex shall submit to the Customer one (1) report of paid citations each month during the Renewal Term that shall include the following data: a) the citation(s) number; and b) the amount paid in connection with each paid eitation(s); and c) the court disposition code of the citation(s); and d) the date of the payment of the citation(s). 9. Enforceabilily of Non - Amended Terms and Conditions. Except as expressly amended in writing in this Amendment, the terms and conditions of the Agreement and any and all amendments, attachments and exhibits attached thereto and incorporated herewith by reference shall be unchanged and shall remain enforceable and in full force and effect. 10. Relationship Between Redflex and the City. Nothing in this Amendment or the Agreement shall create, or be deemed to create, a partnership, joint venture and /or the relationship of principal and agent and /or employer and employee between the Parties. The relationship between the Parties shall be that of independent contractors, and nothing contained herein shall permit, authorize, sanction and/or allow, at any time, either Party to incur any debts and /or liabilities on behalf of the other Party. 11. Headings. The captions, titles, paragraph headings used in this Amendment are for convenience only, and are not a pant of this Amendment, and shall not be deemed relevant in construing and /or interpreting this Amendment. 12. Execution And Counterparts. This Amendment may be signed in counterparts, and each counterpart shall be deemed an original, but all of which shall constitute one and the same instrument. The Parties agree that such counterpart shall be effective and enforceable on or about the date of the last required signature. 13. Covenant of Further Assurances. All Parties to this Amendment shall take, undertake, approve, sanction, and perform, in full, any and all acts and activities and execute and deliver any and all certificates, documents, permits, licenses, agreements, contracts, written instruments and other papers deemed necessary and appropriate for successftil and complete compliance with each and every term and condition of this Amendment. 14. Authority to Execute. The undersigned individuals hereby warrant and represent that they have full authority to execute this Amendment on behalf of the entities for which they have signed. 15. Legal Competence. The Parties hereto expressly represent and warrant that they are legally competent to execute this Amendment and that they do so of their own free will and accord without reliance on any representations of any kind or character not expressly set forth herein. 16. No Duress. The Parties expressly represent and warrant that this Amendment has been freely and voluntarily entered into and that the Parties did not execute this Amendment under duress of any kind, from any Party or person, regardless of whether they are a signatory hereto. 17. Joint Efforts. This Amendment has been prepared by the joint efforts of the respective attorneys for the Parties and each Party acknowledges and agrees that the general rule of contract construction providing that the provisions of a contract are to be strictly construed against the drafter of the agreement is hereby waived. 18. No Waiver. No waiver of any of the terms of this Amendment shall be binding unless in writing and signed by all Parties hereto. No waiver of any term of this Amendment shall be deemed a waiver of any subsequent breach or default of the same or similar nature. 19. SeverabiIity. The invalidity or unenforecability of any paragraph or provision of this Amendment shall not affect the validity or enforceability of the remainder of this Amendment, or the remainder of any paragraph or provision. This Amendment shall be construed in all respects to the fullest extent permitted by law, and as if any invalid or unenforceable paragraph or provision was omitted. 20. Understanding. The Parties to this Amendment represent that they have received independent advice of counsel concerning the meaning and legal effect of the terms of this Amendment. After such counseling, the Parties represent that they fully understand this Amendment and its terms, and, with this full understanding, voluntarily enter into this Amendment as evidenced by signing it below. The Parties have read and understand all terms and conditions of this Amendment. 21. Pronouns. Wherever the context shall so require, all words used herein in the male gender shall be deemed to include the female or neuter gender, all singular words shall include the plural, and all plural words shall include the singular. 22. Binding Ems. This Amendment shall inure to the benefit of and be binding -upon the assigns and successors of the respective Parties. (The remainder of this page is left blank intentionally) IN WITNESS WHEREOF, the Parties hereto have executed this Amendment as set forth below. Approved as to form, content and legality: THE CITY OF BALDWIN PARK: Date: By: Name: Title: REDFLEX TRAFFIC SYSTEMS, INC.: Date: By: Name: Title: City of Baldwin Park Fiscal Year 2011 -20 12 Projected Fund Balance FY 2011 -12 Proposed Budget Master (as of 4 -28 -11 gem), Fnd Be] FY2012 1 of 2 Printed 4/2812011 at 2:30 PM Projected Budgeted Fund Balance Fund Balance Fund Find Description 06/30/2011 Revenues Expenditures Transfers In Transfers Out 06130/2012 100 General Fund 5,000,502 23,531,300 23,132,140 0 1,325,880 4,073,782 (926,720) 197 CRA Clearing 0 0 0 0 0 0 0 198 Housing Clearing 0 0 0 0 0 0 0 205 Federal Asset Forfeiture 1,897,740 600,500 878,280 0 0 1,619,960 (277,780) 206 State Asset Forfeiture 174,665 6,700 15,000 0 0 166,365 (8,300) 207 Local Law Enforcement Block Grant 14,449 200 5,400 0 0 9,249 (5,200) 220 Community Development Block Grant 187,225 1,951,490 1,408,720 0 591,380 228,615 41,390 221 H.O.M.E. (Home Investment Partnership Program) 58,050 1,385,980 1,383,480 0 0 60,550 2,500 222 CAL Home 6,464 1,100 0 0 0 7,564 1,100 223 Economic Development Act Revolving Loan 1,757,729 31,400 171,380 0 0 1,617,749 (139,980) 230 AB 1693 Business Improvement Fees 247,754 73,100 107,500 0 0 213,354 (34,400) 231 Air Quality Management 469,055 102,100 24,900 0 0 546,255 77,200 232 Residential Development Fee 0 0 0 0 0 0 0 233 Economic Development Administration Grant 513 200 0 0 0 713 200 234 Park Land and Public Art Fees 856,765 107,000 25,000 0 0 938,765 82,000 235 General Plan Fee 440,900 84,000 53,000 0 0 471,900 31,000 240 Gasoline Tax 2,368,101 1,280,550 877,010 0 407,100 2,364,541 (3,560) 241 Surface Transportation Program 475,726 603,200 0 0 0 1,078,926 603,200 242 Traffic Congestion Relief 264,825 855,600 2,580,000 0 0 (1,459,575) (1,724,400) 243 Bicycle and Pedestrian Safety 338 0 0 0 0 338 0 244 Proposition A 462,571 1,249,000 1,263,890 0 0 447,681 (14,890) 245 Proposition C 2,522,410 1,040,200 3,304,610 0 0 258,000 (2,264,410) 246 A13939 Integrated Waste Management 223,960 389,500 337,590 0 0 275,870 51,910 247 Oil Recycling Grant (9,665) 33,300 20,000 0 0 3,635 13,300 248 Energy Conservation 28,563 0 0 0 0 28,563 0 249 Storni Drains NPDS 54,343 49,000 71,860 0 0 31,483 (22,860) 250 Assessment District 335,022 16,230 0 0 0 351,252 16,230 251 Street Lighting and Landscape 311,601 1,712,600 1,806,730 0 0 217,471 (94,130) 252 Parks Maintenance Assessment District (267,181) 634,430 844,120 209,690 0 (267,181) 0 253 Proposition A - Parks 25,646 63,000 74,350 24,100 0 38,396 12,750 254 Measure R Local Return 1,355,261 642,550 171,120 0 0 1,826,691 471,430 260 Summer Lunch Program (123,887) 180,800 235,470 25,000 0 (153,557) (29,670) 270 Grants Fund 2,092,092 12,003,540 11,952,080 0 0 2,143,552 51,460 301 Building Reserve 145,532 40,000 0 677,280 677,280 185,532 40,000 401 Information and Support Services (47,001) 874,300 862,340 0 0 (35,041) 11,960 402 Fleet Services 14,354 1,018,200 1,047,860 0 0 (15,306) (29,660) 403 Internal hisurance (782,424) 1,926,500 1,851,380 0 0 (707,304) 75,120 610 COP Lease Payment 766,996 800 680,230 677,280 0 764,846 (2,150) TOTALS 21,328,994 52,488,370 55,185,440 1,613,350 2,911,640 17,333,634 (3,995,360) 501 Trust Deposits 501,430 7,800 0 0 0 509,230 7,800 601 Debt Service 205,047 31,770 535,640 501,380 0 202,557 (2,490) 620 BPFA Energy Conservation Bond 218,464 0 1,500 0 0 216,964 (1,500) 625 Gas Tax Debt Service (44,390) 0 406,800 407,100 0 (44,090) 300 630 Bond Issuance SGR Refi 0 0 0 0 0 0 0 635 BPFAIPM 2003 Tax Alloc 563,809 0 0 0 0 563,809 0 636 BPFA 1990 Tax AHoc 0 0 0 0 0 0 0 637 BPFAICBD 1990 Refunding Loan. 475,115 0 0 0 0 475,115 0 638 BPFA 1994 Series A 0 0 0 0 0 0 0 TOTALS 1,418,045 31,770 943,940 908,480 0 1,414,355 (3,690) FY 2011 -12 Proposed Budget Master (as of 4 -28 -11 gem), Fnd Be] FY2012 1 of 2 Printed 4/2812011 at 2:30 PM City of Baldwin Park Fiscal Year 2011 -2012 Projected Fund Balance FY 2011 -12 Proposed Budget Master (as of 4 -28 -11 9am), Fnd Bat FY2012 2 of 2 Printed 40812011 at 2:30 PM Projected Budgeted Fund Balance Fund Balance Fund Fund Description 06/30/2011 Revenues Fxpenditures Transfers In Transfers Out 06/30/2012 801 SG River Capital Prj (329,186) 205,020 260,430 235,430 0 (149,166) 180,020 802 Puente /Merced Capital Prj (129,221) 101,650 83,940 68,940 0 (42,571) 86,650 803 W Ramona Capital Prj (12,500) 1,610 800 0 0 (11,690) 810 804 Cntrl Business Dist Capital Prj (1,150,303) 191,300 130,010 80,010 0 (1,009,003) 141,300 805 Delta Capital Prj (49,275) 15,020 10,430 5,430 0 (39,255) 10,020 806 Sierra Vista Capital Prj 2,951,450 97,760 282,580 0 0 2,766,630 (184,820) 825 Merged Area Prj Fund (311,131) 0 0 0 0 (311,131) 0 831 SG River Debt Sery (813,468) 1,000,010 1,136,110 0 121,790 (1,071,358) (257,890) 832 Puente/Mereed Debt Sery 537,412 866,140 677,460 0 0 726,092 188,680 833 W Ramona Debt Sery (139,581) 1,000 11,400 0 0 (149,981) (10,400) 834 Cntrl Business Dist Debt Sen, (820,877) 1,343,830 1,667,820 0 0 (1,144,867) (323,990) 835 Delta Debt Sery 139,771 379,580 184,210 0 100,850 234,291 94,520 836 Siena Vista Debt Sery 328,730 3,117,540 3,073,130 0 312,900 60,240 (268,490) 837 BP Merged 2000 Refinance 1,820,392 0 542,540 535,540 0 1,813,392 (7,000) 860 MRB 1982 Issue 210,755 0 1,000 0 0 209,755 (1,000) 861 MRB 1983 Issue 898,082 0 1,000 0 0 897,082 (1,000) 870 Long Terri Debt 0 0 0 0 0 0 0 890 Low/Mod Income Housing 8,802,527 1,288,560 259,820 0 0 9,831,267 1,028,740 891 Single Family Repo housing 293,540 4,000 0 0 0 297,540 4,000 TOTALS 12,227,117 8,613,020 8,322,680 925,350 535,540 12,907,267 680,150 901 !lousing Voucher Choice 3,439,910 5,222,000 5,273,920 0 0 3,387,990 (51,920) 905 Public Housing 593,222 31,700 76,260 13,140 0 561,802 (31,420) 910 CIAP 0 33,750 4,950 0 13,140 15,660 15,660 920 New Construction 0 0 0 0 0 0 0 TOTALS 4,033,132 5,287,450 5,355,130 13,140 13,140 3,965,452 (67,680) 650 Pension Obligation Bond 2,540,827 1,499,500 1,540,080 0 0 2,500,247 (40,580) GRAND TOTAL 42,049,545 67,927,910 71,347,270 3,460,320 3,460,320 38,630,185 (3,419,360) FY 2011 -12 Proposed Budget Master (as of 4 -28 -11 9am), Fnd Bat FY2012 2 of 2 Printed 40812011 at 2:30 PM 1R14 BALDWIN P -A • R • K TO: Honorable Mayor and Members of the City Council FROM: Marc Castagnola, AICP, Community Development Ma DATE: May 4, 2011 CITY COUNCIL AGENDA V11 SUBJECT: Public Hearing Regarding the Fiscal Year 2011 -2012 Annual Action Plan and the Citizen Participation Plan PURPOSE The purpose is for City Council to hold the second of two required public hearings regarding the approval of the: 1) To Consider The Revised Funding Allocations For The FY 2011 -2012 CDBG Public Service Programs 2) FY 2012 -2012 Annual Action Plan; and 3) FY 2011 -2012 Citizen Participation Plan. BACKGROUND/ DISCUSSION Pursuant to Housing and Urban Development (HUD) regulations, the City is preparing its Second Year of the Five -Year strategy plan designed to address the housing needs of extremely low, low and moderate - income households within the community. The current Five Year Consolidated Plan covers years 20102014. The Second Year Annual Plan covers FY 2011 -2012. Along with the Annual Plan, the City must also prepare and submit its Citizen Participation Plan. Both Plans are due to HUD by May 15, 2011. Funding Recommendations On March 16, 2011 the City Council allocated $216,000 to various public service programs. However, on April 25, 2011, staff received a second email from HUD with the latest estimate of CDBG allocations. As of April 25"' the City of Baldwin Park expects to receive $1,336,656 in CDBG funds and $471,876 in HOME funds. Public Service Programs The total CDBG allocation from last year's funding to this year's is approximately 17% less. This latest estimate is approximately 7% less than the amount considered on March 161h, thereby, making the amount available to allocate to public service programs less as well, totaling only $200,448. This once again, creates the need to reduce the pubic service allocations by an additional $15,500. To reach this amount, as shown in CDBG Annual Plan May 4, 2011 Page 2 of 2 the following table, staff recommends reducing all public service programs by 7% across the board. This Public Hearing also includes proposed funding allocations for Capital Improvement Projects, Planning and Administration and Housing Programs. For a complete list of all proposed projects, please see Attachment A. Capital Improvement Projects Allocations for three major Capital Improvement Projects are proposed in FY 2011- 2012. Staff recommends $800,000 to be funded for a Storm Drain Project proposed on residential streets near Earl Avenue and Corak Street and $135,000 is proposed for the Hilda Solis Playground Improvement Project. An allocation of $107,000 is also proposed to provide for a portion of funding for the Barnes Park Improvement Project. Additional source of funds, such as grants and/or restricted funds will be considered to meet specific funding gap for each project. HOME Funds Currently, the HOME funds has a unexpended balance of $660,000 in prior year funds, which must be committed to a site - specific project by July 31, 2011 or be at risk of recapture by HUD. HOME funds are very restrictive and can only be used to create affordable housing such as Acquisition /Rehabilitation and/or New Development project. Under consideration for this Annual Plan is $1.6 million to be allocated to affordable housing projects. This can include multiple projects or a single large -scale project. Once the allocation is approved, staff may begin to immediately identify one or multiple projects and seek developers to enter into a funding commitment agreement with City Council's approval for either the entire amount or for the necessary $660,000 by July 31St. Staff is exploring options to either acquire property, residential units or vacant land Ele am's Dlfferenee Prom Clty Council. goo" to andafifon March' 16th FY1f12 Approval on Per HUD p,[location Allocation to Staffs rganlzaO ti IR .Mae h'16 , 2Q1.. t7o 1 r lueton Recommendafi�gn BPPD Pride Platoon $48,000 $20,000 $18,600 $1,400 Childcare Subsidy $20,000 $15,000 $13,900 $1,100 Church of the Redeemer Food Bank $15,000 $9,000 $8,350 $650 Domestic Violence Advocate $15,000 $14,500 $13,548 $952 ESGV Coalition for the Homeless $10,000 $9,000 $8,350 $650 Family Service Center $40,000 $36,000 $33,400 $2,600 Graffiti Removal $80,000 $55,000 $51,000 $4,000 MAPS For College $16,000 $4,000 $3,700 $300 Project Sister $5,000 $3,500 $3,250 $250 Recreation1S ports Scholarship $30,000 $18,000 $16,700 $1,300 Santa Anita Family Services $5,000 $4,500 $4,150 $350 St. Johns Church Social Services $5,000 $3,500 $3,250 $250 Youth Employment $30,0001 $24,000 $22,300 $1,700 TOTALS $319,0001 $216,000 $200,498 This Public Hearing also includes proposed funding allocations for Capital Improvement Projects, Planning and Administration and Housing Programs. For a complete list of all proposed projects, please see Attachment A. Capital Improvement Projects Allocations for three major Capital Improvement Projects are proposed in FY 2011- 2012. Staff recommends $800,000 to be funded for a Storm Drain Project proposed on residential streets near Earl Avenue and Corak Street and $135,000 is proposed for the Hilda Solis Playground Improvement Project. An allocation of $107,000 is also proposed to provide for a portion of funding for the Barnes Park Improvement Project. Additional source of funds, such as grants and/or restricted funds will be considered to meet specific funding gap for each project. HOME Funds Currently, the HOME funds has a unexpended balance of $660,000 in prior year funds, which must be committed to a site - specific project by July 31, 2011 or be at risk of recapture by HUD. HOME funds are very restrictive and can only be used to create affordable housing such as Acquisition /Rehabilitation and/or New Development project. Under consideration for this Annual Plan is $1.6 million to be allocated to affordable housing projects. This can include multiple projects or a single large -scale project. Once the allocation is approved, staff may begin to immediately identify one or multiple projects and seek developers to enter into a funding commitment agreement with City Council's approval for either the entire amount or for the necessary $660,000 by July 31St. Staff is exploring options to either acquire property, residential units or vacant land CDBG Annual Plan May 4, 2011 Page 3 of 3 or enter into a commitment agreement with a non or for profit provider of affordable housing. Site - specific executed agreement will satisfy HUD's requirement for committal eliminating the risk of recapture of HOME funds. Public Review Pursuant to the City's Citizen Participation Plan, the City is required to hold two public hearings during the preparation of the subject plans. The draft plans were available for the required 30 -day comment period and public review at City Hall, 3rd floor and the Public Library beginning April 6, 2011 and concluding May 6, 2011. FISCAL IMPACT There is no impact to general funds. RECOMMENDATION Staff recommends that the City Council conduct the public hearing and following the public hearing, approve: 1) Approve the allocations for the FY 2011 -2012 CDBG public service programs by selecting one of the following options; OPTION 1 — Approve staff's recommendations for funding; or OPTION 2 — Revise allocations, as the City Council deems appropriate. 2) FY 2011.2012 Annual Action Plan; and 3) FY 20112012 Citizen Participation Plan. Attachments Attachment A -- FY 2011 -2012 Proposed Projects Attachment B - FY 2011 -2012 Annual Action Plan Attachment C — FY 2011 -2012 Citizen Participation Plan Attachment A FY 2011`2012 Proposed Projects N r O N r r 0 N LL O LL to Z O F- a U O J Q F- L) W w a_ 5 V W N a m a m cl U afh (0 N N V) 6g N ' Lfl ti LQ r4 rY) 9 Lfl 64 00 00 -- 0 O C] p N CL N O Q L�3 C1 N N r � U � � O O 0 0 0 0 O •d' et• 0 0 O O O O 00 0%l i 00 00 0 0 O O O 00 00 0 0 O O o O 0) a) M M O O O O O MM LOOOO O O 4 h O O t- f_ Ln N 00 CA rl LSl Q g 0 O Lij O +' 00 C) (D Md• LOW NO Mti" (DN O LO LO 00 r 0 N N N M N M y v r N E O y V 69 44 69,611, 60- 64 Q). N4 4o4 64 v), v:> (9 w EA (a 64 }, OO C) (D O co O d' d' 000000 O {p 00 w O O O 00 O 00 00 0 0 0 0 (DO O (f0 w co M 0 0 O co O M M 0 0 0 0 00 O tr O O Lj U & O•i d O O O O d' a)- M O y 0 0 LO LO i` M O r LO t� t O LO r O M r M Lo LO M M 00 r ti N N N M M r }CV iL. 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CD CO 00 N 'a �y o o CD r 0 O. cr r U U � N cam- '0d' r N 'p � O t- 60-tr619- 619- 619- 0 69 6� 6F} E e 0 B w m E 0 Q cU O ~ D C1 T a ❑ (� c C 0 == b N N CL E u, w m ° `m C ° n� Q L .L. V 4) O o m �. J LC 0) IL w or N E L m a -c E° W a; E CD 0- Q 0 U o m r, m pQ �� Qom Z 0 v F E' trn i m m° c =W �� Q� Q� L o ��3 C7 =0 m m N 04 r r N N N N CF)- 60. f co N s M i 00 04 00 T Q T r M N N `� v 6Y 69 Attachment B FY 2011 -2012 Annual Action Plan 10 P! row I� Second Program Year Q I e Action Plan The CPMP Second Annual Action Plan includes the SF 424 and Narrative Responses to Action Plan questions that CDBG, HOME, HOPWA, and ESG grantees must respond to each year in order to be compliant with the Consolidated Planning Regulations. The Executive Summary narratives are optional. Narrative Responses m . .. A. Executive Summary As a designated entitlement jurisdiction, the City of Baldwin Park annually receives federal funding designated to assist in the development of viable communities by supporting projects that provide decent housing, sustain suitable living environments, and expand economic opportunities primarily for low- and moderate - income persons. The City is required to develop an Annual Action Plan for the use of these funds which serves as the means to meet the application and submission requirements for two (2) entitlement formula programs: Community Development Block Grant (CDBG) and HOME Investment Partnership (HOME). This Annual Action Plan outlines the activities which will be undertaken during the program year beginning July 1, 2011 and ending June 30, 2012 programs and activities described in this plan are intended to primarily benefit low- income and moderate - income residents of the City of Baldwin Park, neighborhoods with high concentrations of low -- income and moderate - income residents, and the city as a whole. This plan is the product of extensive public outreach, consistent with the City of Baldwin Park's 2010 -2014 Five -Year Consolidated Plan. This public participation has included multiple public hearings, and consultation with agencies, groups, and organizations involved in the development of affordable housing, and providing a suitable living environment for low- income and moderate - income residents, and/or provision of services to children, elderly persons, persons with disabilities, and homeless persons. A complete draft of this plan has been made available for public review and comment for a 30 day period beginning April 4, 2011. The availability of both the draft plan and the final plan is advertised in the local newspaper and the complete documents are available for review on the City's website (www.baldwinpark.com) and in print form at the Housing Department, the Baldwin Park Library, and the Office of the City Clerk. 1. Summary of Citizen Participation Process The citizen participation program is instrumental in obtaining input from the community and organizations in designing programs that will best meet the needs of the low -and moderate - income populations. Second Program Year Action Plan City of Baldwin Park As required by the Department of Housing and Urban Development (HUD) Rules and Regulations, the City complies with regulation 24 CFR 91.105, Citizen Participation Plan for local governments. Further discussion about the Citizen Participation Process including efforts to broaden participation, for the creation of the 2011 -2012 Action Plan, along with public comments and the City's responses is included in the Managing the Process and Citizen Participation sections of this Plan. 2. Available Funds The activities and accomplishment goals outlined in this document are based on the Federal Fiscal Year 2011 -2012 available funding as outlined below. Table 1: Program Funds Available Limits on Program Administration expenses have been calculated as follows: Table 2: Program Administration Caps GDBG HOME T,otl.. ,. . FY 2011 -2012 Entitlement $1,336,656 $471,876 $1,808,532 Estimated 2011 -2012 Program Income $0 $40,000 $40,000 Unexpended Prior Year Funds $1,000,106 $1,699,950 $2,670,056 Estimated Total Funds Available $2,336,762 $2,211,826 $4,618,588 Limits on Program Administration expenses have been calculated as follows: Table 2: Program Administration Caps The limit on public service activity expenditures has been calculated as follows: Table 3: CDBG Public Service Activity Cap Ct7BG HOME. $1,336,656 FY 2011 -2012 Entitlement $1,336,656 $471,876 $1,808,532 Estimated 2011 -2012 Program Income $0 $40,000 $40,000 Administrative Cap Allowance 20% 10% Administrative Cap $267,384 $59,188 $318,572 The limit on public service activity expenditures has been calculated as follows: Table 3: CDBG Public Service Activity Cap The required HOME set -aside for Community Housing Development Organizations (CHDO's) is calculated as follows: Table 4: HOME CHDO Set -Aside Calculation .... ............................... . C G FY 2011 -2012 Entitlement $1,336,656 Estimated 2011 -2012 Program Income $0 Public Service Cap Allowance 15% Public Service Ca $200,498 The required HOME set -aside for Community Housing Development Organizations (CHDO's) is calculated as follows: Table 4: HOME CHDO Set -Aside Calculation The following table outlines the City's planned expenditures in compliance with these regulatory requirements for the 2011 -2012 Program Year. Second Program Year Action Plan 2 FY 2011 -2012 Entitlement $471,876 Minimum CHDO Set -Aside Percentage 15% Minimum Required CHDO Set -Aside $70,781 The following table outlines the City's planned expenditures in compliance with these regulatory requirements for the 2011 -2012 Program Year. Second Program Year Action Plan 2 City of Baldwin Park Tahle 5- Pronased Budget vs. Reaulatory Limits Regt>rerlent Requ>Ired Planned! CDBG Administration Cap > $267,384 $267,384 CDBG Public Service Ca ? $200,498 $200,498 HOME Administrative Ca > $51,188 $51,188 HOME CHDO Set -Aside < $70,781 $75,000 3. Summary of Goals, Budgets, and Anticipated Accomplishments Anticipated program accomplishments are detailed in the Housing, Homelessness, Community Development, and Non - Homeless Special Needs sections of this report as well as in the project worksheets for the individual planned activities. The table below compares the goals of activities supported with 2011 -2012 program year funds with those identified in the 2010 -2014 Consolidated Plan. I UUM n; OU111111dry VI LV 11'4V Ic vudlb vb. rlvC -1 CG11 < UCIIZP Public Facilities (General{ Public Facilities 2 2 Street Improvements People Served /Area Benefit 2000 1000 Sidewalks People Served /Area Benefit 1000 0 Storm Drains People Served /Area Benefit 500 1000 Public Services (General) People Served 95000 4957 Senior Services People Served 750 150 Youth Services People Served 2000 420 Battered and Abused Spouses People Served 20 10 Crime Awareness People Served 250 50 Child Care Services People Served 225 45 Removal of Architectural Barriers Public Facilities 2 1 Construction of Housing Housing Units 20 10 Direct Homeownership Assistance Households Served 12 3 Rehab; Single -Unit Residential Housing Units 120 20 Rehab; Multi -Unit Residential Housing Units 10 5 Lead -Based /Lead Hazard TestlAbatement Housing Units Abated 60 15 Code Enforcement Housing Units Inspected 6000 1500 Cl Building Acquisition, Construction, Rehab Businesses 2 0 Planned Repayment of Section 108 Loan Principal Other 5 1 General Program Administration Other NIA NIA Fair Housing Activities (subject to 20% Admin cap) Households Served 1100 20 HOME Admin /Planning Costs of PJ Other NIA NIA Tenant based rental assistance Households Served 40 8 4. Activities The following tables list the activities and programs that will be supported using Consolidated Plan program funds during the 2019 -2012 Program Year. Community Development Block Grant (CDBG) The FY 2011 -2012 CDBG allocation will be $1,336,656. In addition, the City will be programming $1,000,106 in unexpended prior year funds. As a result, the City will have $2,336,726 in CDBG funds available for programming to eligible activities. Eligible Second Program Year Action Plan 3 City of Baidwin Park activities are required to meet at least one of the three CDBG program National Objectives, which are: 1) to assist low- and moderate - income persons, 2) aid in the prevention or elimination of slum or blight, and 3) meet urgent community needs. The City of Baldwin Park will spend its allocation of Program Year 2011 -2012 CDBG funding for the following CDBG eligible activities. In addition, projects funded in prior years that have not yet been completed will continue into the new program year. Fable 7: V I.CDBG Ad ministration Zu11 -202 4ursU ACtIVIcEes CDBG Program Administration $259,384 Fair Housing Services $8,000 Sub -Total $267,384 CDBG Public' Service cap Activities Baldwin Park Police Department Pride Platoon $18,600 Childcare Subsidy Program $13,900 Domestic Violence Advocate $13,458 ESGV Coalition for the Homeless $8,350 Family Service Center $33,400 Graffiti Removal $51,000 Maps for College $3,700 Project Sister $3,250 Redeemer Food Bank $8,350 Saint John the Baptist Church Social Services $3,250 Santa Anita Family Service $4,150 Sports Scholarships Program $16,700 Youth Employment Program $22,300 Sub -Total $200,498 CDBG ;Non p.ublir.'Service Cap Activities Code Enforcement Program $200,000 Section 108 Loan Repayment $501,380 Storm Drain $800,000 Lead Testing $10,000 Rehabilitation Administration $60,000 Rehabilitation Grant Program $30,000 Barnes Park ADA Improvement Program $107,000 Hilda Solis Park Playground Improvements $135,000 McNeil Manor Drain improvements $25,500 Sub -Total $1,868,884 HOME Investment Partnership Program The FY 2011 -2012 HOME allocation will be $471,876. In addition, the City estimates that it will receive $40,000 in program income and will be programming $1,699,950 in unexpended prior year funds. As a result, the City will have $2,211,826 in HOME funds available for programming to eligible activities. The fundamental purpose of the HOME Program is to preserve and increase the supply of decent, safe, and sanitary affordable rental and owner- occupied housing for persons at 80% or below the Baldwin Park County area median household income. Federal regulations require that local Second Program Year Action Plan 4 City of Baldwin Park governments provide a match to HOME funded projects (excluding funds allocated to CHDO projects and program administration) with nonfederal resources. However, the City has obtained an exemption from the match requirements. The Program Year 2011- 2012 HOME funding will be distributed as follows according to specific HUD program caps: lame u: vroposea zuii -Luiz HUIVICACZIVnies HOME Administration Home Program Administration $51,188 Sub -Total $51,188 _ ..CHDO.;:Activity Acquisition /Rehabilitation Program $75,000 _CHDO Sub -Total $75,000 HOME Activities Multi- Family AcquisitionlRehabilitationlNew Development Program $1,525,000 First Time Homebuyer $250,000 Home Improvement Residential Loan Program $200,638 Lead Abatement Program $20,000 Tenant Based Rental Assistance Program $90,000 Sub -Total $2,085,638 6. Performance and Outcome Measurement HUD has encouraged grantees to incorporate performance -based standards in project selection and contracting with consolidated plan funds. As a result, for the 2011 -2012 program year the City will focus on outcome accomplishments rather than output accomplishments. All reimbursement requests will still require documentation as proscribed in the appropriate Federal regulations and City policies. 6. Summary of Objectives and Outcomes Consolidated funds for the 2011 -2012 program year will be allocated among the following nationally reportable outcomes, which have been established by HUD: SL -1: Availability /Accessibility of Suitable_ Living Environment SL -1.1 Decrease crime in neighborhoods and communities • Baldwin Park Police Department Pride Platoon SL -1.1 Support a continuum of services in support of the City's and County's effort to end homeless • ESGV Coalition for the Homeless SL -1.3 Provide access to local public facilities that contribute to community and neighborhood development • Barnes Park Playground Improvements Second Program Year Action Plan 5 City of Baldwin Park SL -1.4 Provide youth with appropriate health, recreational, educational, and other services that help them to develop into well- rounded, well - adjusted and independent adults • Childcare Subsidy Program • Recreation /Sports Scholarship Program • Maps for College Program SL -1.5 Provide quality supportive services so elderly residents can live as independently as possible • Santa Anita Family Service • Recreation/Sports Scholarship Program SL -1.6 Help persons with special needs live as independently as possible • Redeemer Food Bank • Domestic Violence Advocate SL -1.7 Contribute to the well -being of individuals, families, and neighborhoods • Family Service Center • Project Sister • Saint John the Baptist Church Citizenship Classes SL -3: Sustainability of Suitable Living Environment SL -3.1 Decrease crime in neighborhoods and communities • Graffiti Removal SL -3.2 Encourage the continued maintenance and improvements of infrastructure • Street Improvement Project SL -3.3 Prevent and arrest the decline of the physical conditions of neighborhoods and communities • Code Enforcement Program EO -1: Availability/Accessibility Availability/Accessibility of Economic Opportunity EO -1.1 Provide youth with appropriate health, recreational, educational, and other services that help them to develop into well- rounded, well - adjusted and independent adults • Youth Employment Program EO- 1.2Stimulate Business investment and job development to build vibrant, self - sustaining communities • Section 108 Loan Repayment — Economic Development Second Program Year Action Plan 6 City of Baldwin Park DH -1: Availability/Accessibility of Decent Housing DH -1.1 Preserve and improve the existing housing stock and ensure equal access • Home Improvement Residential Loan Program • Rehabilitation Grant Program • Rehabilitation Administration • Lead Testing Program • Lead Abatement Program • Fair Housing Services DH -2: Affordability_ of Decent Housing DH -2.1 Expand the supply of affordable rental and homeownership housing opportunities • First Time Homebuyer Program • AcquisitionlRehablDeve lop ment of Multi - Family Housing DH -2.2 Preserve and improve the existing housing stock and ensure equal access • Section 8 Rental Housing Program • Tenant Based Rental Assistance Program DH -3; Sustainability of Decent Housing DH -1.1 Preserve and improve the existing housing stock and ensure equal access • McNeil Manor Public Housing Drain Improvement Project 7. Evaluation of Past Performance In September 2010, The City completed the Consolidated Annual Performance and Evaluation Report for the 2009 -2010 program year. The goals and objectives for the reporting period were based on priority needs identified in the 2005 -2010 Five -Year Consolidated Plan. More than 25 activities were funded during the 2009 -2010 program year. The collective impact of these activities resulted in substantial improvements to the lives and neighborhoods of the City's low -and moderate - income residents and persons. The City was on target to meet its Five -Year Goals as established under the 2005 -2009 Consolidated Plan. During the 2009 -10 program year, measurable progress was made on the majority of the five -year goals established in the 2005 -2009 Consolidated Plan. Delays were encountered on some capital improvement projects, making it difficult to complete the activity and report total accomplishments by the close of the program year. These projects are typically completed in subsequent program years. Second Program Year Action Plan 7 City of Baldwin Park B. General Questions 1. Describe the geographic areas of the jurisdiction (including areas of low Income families and/or racial /minority concentration) in which assistance will be directed during the next year. Where appropriate, the jurisdiction should estimate the percentage of funds the jurisdiction plans to dedicate to target areas. According to the 2006 -2008 American Community Survey (ACS) estimate, there are 77,089 people living in the City. There are a total of 18,090 housing units within the City. The racial makeup of the City is 29.7 percent White, 1.1 percent African American, 0.9 percent American Indian and Alaska Native, 12.4 percent Asian, 0.1 percent Pacific Islander, 54.0 percent from other races, and 1.8 percent from two (2) or more races. Ethnically, Hispanic or Latino of any race makes up 80.3 percent of the population. The majority of the general priorities in the Strategic Plan are focused on meeting the housing and community development needs of low- and moderate- income households and neighborhoods throughout the City. This includes the CDBG Benefit Service Areas (commonly referred to as CDBG Target Areas), which is made up of census tracts/block groups that are comprised of predominantly (at least 51 %) low- and moderate income residents (see Table 10). Table 9: Low and Moderate Income census 1 ractslt31ocK vroups Tract Block r tip. Mod p on Total 0.10atiort LowiMod 404701 1 1409 2451 57.5 404701 2 1011 1330 76.0 404701 3 590 1107 53.3 404701 4 554 898 61.7 404702 1 1665 2963 56.2 404703 1 423 693 61.0 404703 2 1702 2902 58.6 404801 1 788 1522 51.8 404801 3 990 1786 55.4 404801 4 879 1623 54.2 404802 2 1117 1740 64.2 404903 1 541 1004 53.9 405002 2 515 888 58.0 405102 1 1746 2992 58.4 405201 1 941 1754 53.6 405201 3 1179 1499 78.7 405202 1 1129 1451 77.8 405202 2 1785 3347 53.3 406900 4 244 393 62.1 407001 2 372 656 56.7 Second Program Year Action Plan 8 City of Baldwin Park 2. Describe the basis for allocating investments geographically within the jurisdiction (or within the EMSA for HOPWA) (91.215(a)(9)) during the next year and the rationale for assigning the priorities. Because the primary national objectives of the Consolidated Plan programs are to benefit low - income and moderate - income residents, the City's CDBG program funds will be targeted to low - income and moderate - income neighborhoods and activities that benefit the City as a whole, the majority of whose residents are low- and moderate - income. The map below (Map 1) illustrates the areas where Consolidated Plan activities will occur within the City during the 2011 -2012 Program Year (CDBG Target Area). CDBG Target Areas are defined as geographic locations within the City boundaries where 51% or more of the households residing in those areas are low- to moderate - income. Based on the 2000 Census, 49% (20 of 41) of the census tracts in the City qualify as CDBG Target Areas. Activities, such as housing rehabilitation or infrastructure improvements, which will involve scattered sites, are not shown. The City proposes to utilize its funding for fiscal year 2011 -2012 to finance a variety of housing, community development, and capital improvement projects. The majority of the funding will be used to finance projects targeting low- and moderate - income individuals and families throughout the City including those in special needs categories such as elderly persons, and homeless persons. Based on Census 2000 data, 49.68 percent of the population in the City of Baldwin Park is identified as low- and moderate - income households. The plan for geographic distribution of resources and projects identified as serving an area benefit is based in part on the geographic distribution of low- and moderate - income households throughout the City. The following map (Map 1) shows the low- and moderate- income areas (CDBG Target Areas). Second Program Year Action Plan 9 City of Baldwin Park Map 1: CDBG Target Area Map Second Program Year Action Plan 10 City of Baldwin Park 3. Describe actions that will take place during the next year to address obstacles to meeting underserved needs. During the 2011 -2012 Program Year, the City will continue to support nonprofit agencies, the Baldwin Park Housing Authority, homeless providers, and special needs groups in their goal to meet the underserved persons of the community. The City will partner with over half dozen non - profit service providers as well as the Recreation and Community Services Department, and Police Department to provide $200,498 in CDBG funds to support public service projects including anti -crime program, youth activities, graffiti removal, rape and sexual assault program, and domestic violence, support services for seniors, homeless services and fair housing assistance. The City will utilize $1,067,500 in CDBG funding for capital improvement projects in low - income neighborhoods including improvements to park facilities, street improvements, ADA accessibility improvements and residential rehabilitation activities serving targeted populations. In addition, the City's Housing staff will work with local Certified Housing Development Organizations (CHDOs) to complete the acquisition /rehabilitation /development of a new multi - family project. The City will continue to allocate HOME funding to provide tenant -based rental assistance to homeless individuals and those at -risk of becoming homeless; provide rehabilitation loans and grants for low income owner occupied households to address health and safety issues The City will continue to communicate with these groups as their needs change or the demand dramatically increases over the next year. The City will provide technical assistance to providers in the pursuit of Federal, State, and other funding sources. The primary obstacle to meeting underserved needs of low- income and moderate- - income populations continues to be the availability of funds. Organizations serving these populations continue to experience significant reductions in funding from both governmental and private sources. Reductions in State aid to the City and the local budget have prohibited the City from being able to cover this funding gap, leaving many worthy and valuable programs unfunded or underfunded. This challenge is beyond the capacity of the local jurisdiction to satisfactorily address. 4. Identify the federal, state, and local resources expected to be made available to address the needs identified in the plan. Federal resources should include Section S funds made available to the jurisdiction, Low - Income Housing Tax Credits, and competitive McKinney -Vento Homeless Assistance Act funds expected to be available to address priority needs and specific objectives identified in the strategic plan. The federal, state and local resources expected to be available in fiscal year 2011 -2012 to carry out projects and activities identified in the Annual Action Plan include: Federal Source: Amount CDBG $2,336,762 HOME $2,211,826 FEDERAL TOTAL $4,598,588 TOTAL FUNDING RESOURCES State and Local Sources: Amount RDA 20% Housing Funds $10,400,000 {anticipated tax increment} STATE AND LOCAL TOTAL $10,400,000 $14,918,588 Second Program Year Action Plan 11 City of Baldwin Park C. Managing the Process 9. Identify the lead agency, entity, and agencies responsible for administering programs covered by the consolidated plan. The Housing Department provides oversight and management of these federal programs for the City and is responsible for the preparation of the Consolidated Plan, the Consolidated Annual Performance and Evaluation Report (CAPER), and the Annual Action Plan. The Department works in concert with other jurisdictions, internal city departments, municipal agencies, public service groups, and residents to plan and carry out the activities proposed each year in the Annual Action Plan. 2. identify the significant aspects of the process by which the plan was developed, and the agencies, groups, organizations, and others who participated in the process. The Annual Action Plan encompasses an application process whereby organizations, such as City departments, nonprofit social service agencies, and private for - profit businesses have the opportunity to submit proposals to fund projects that will eventually define the City's Annual Action Plan. The primary objective of the CDBG and HOME programs is to provide decent housing and a suitable living environment with expanding economic opportunities principally for low- income and moderate - income persons. The Housing Department staff conducted extensive outreach to engage a wide range of agencies, groups, organizations, and residents in the process of developing the Action Plan. This process included: a. A public application process for community -based organizations to apply for project funding in program year 2011 -2012; b. Discussions with several city departments to help identify eligible projects for the coming program year; c. Meetings with other departments to identify potential housing projects for the coming year; d. Public meetings to allow public service agencies and stakeholders to present their applications and their programs; e. Public Hearings conducted on March 16, 2011 and May 5, 2011 to receive public testimony on the proposed Annual Action Plan. 3. Describe actions that will take place during the next year to enhance coordination between public and private housing, health, and social service agencies. The City continues to work in consultation and coordination with a wide -range of public and private agencies, local jurisdictions, housing developers and providers, social service agencies, and community residents in the development and implementation of strategies identified in this Plan. In particular, the Housing Department staff regularly attends regional meetings and works on a continual basis with the City's Housing Authority and many others to coordinate joint efforts relating to homeless issues, affordable housing needs and conditions, special need populations, and community development activities. Second Program Year Action Plan 12 City of Baldwin Park D. Citizen Participation 1. Provide a summary of the citizen participation process. As required by the Department of Housing and Urban Development (HUD) Rules and Regulations, the City complies with regulation 24 CFR 91.905, Citizen Participation Plan for local governments as outlined. The City has adopted a citizen's participation plan that sets forth the City's policies and procedures for citizen participation. A complete copy of this Citizen Participation Plan may be found at the Housing Department. During the preparation of the 2011 -2012 One -Year Action Plan, the City of Baldwin Park solicited widespread public participation and input through surveys, workshops, community meetings, and public hearings. The following is the Funding Application and Citizen Participation schedule: Table 10: Citizen Participation Timeline Date .., Action 'Description Funding Availability and Community Meeting Advertisement November 2010 published in Baldwin Parr NOW. 2011 -12 CDBG Funding Application made available November 15, 2010 electronically via the City website, e-mail, mail, or hard copy pick up at City Half. Letters sent to community -based organizations and agencies November 15, 2010 inviting CDBG funding proposals for FY 2011 -12. January 6, and February 3, Two (2) Community Meetings held to gather public input on 2011 funding priorities. Application Deadline for submission of CDBG funding December 27, 2010 proposals from community-based organizations and agencies. March 2, continued to March public Hearing to solicit community input regarding public 16, 2011 service programs and funding recommendations "Notice of Public Comment Period" on draft Action Plan April 4, 2011 published in San Gabriel Tribune. Draft Action Plan with funding recommendations made available for public.review. May 4, 2011 Public Hearing before the City Council 2. Provide a summary of citizen comments or views on the plan. No written comments were received for this year's action plan. 3. Provide a summary of efforts made to broaden public participation in the development of the consolidated plan, including outreach to minorities and non - English speaking persons, as well as persons with disabilities. The components of the citizen participation plan discussed above have been designed with the explicit intention of accommodating and encouraging participation by low- and moderate - income residents, residents of low- and moderate - income neighborhoods, members of minority groups, persons with limited English skills, and persons with disabilities. Second Program Year Action Plan 13 City of Baldwin Park In addition to these efforts, the City is adopting the Five -Year Consolidated Plan. The plan was guided in large part by the results of an extensive public opinion research process. This process included a survey conducted in Spanish and English. The results of the outreach played a primary role in the development of the Consolidated Plan. Plan development consultations in conjunction with the Consolidated Plan and Annual Action Plan planning process included specific targeted outreach to service providers, subrecipients involved in the delivery of eligible program activities to eligible populations. These consultations involved the active participation of members of minority groups, low - income and moderate - income individuals, persons with limited English skills, and individuals with disabilities. The City also conducted extensive outreach to inform local agencies regarding the opportunity to apply for CDBG funds. Outreach included a public notice for availability of funding, a letter mailed to each interested agency, and technical assistance to aid those public service agencies with application preparation. Finally, the City reviewed its compliance with Fair Housing and Equal Opportunity requirements as part of its update to the Analysis of Impediments to Fair Housing Choice. Publishing the Plan for Public Review and Comment The 2011 -2012 Action Plan was made available for public review and comment for a 30- day period beginning April 6, 2011 through May 6, 2011. Notice of availability of the Draft Action Plan and locations where the plan could be reviewed were published in the local newspaper. Copies of the draft 2011 -2012 Action Plan were available for viewing in the following public locations: Esther Snyder Community Center 4181 Baldwin Park Blvd. Baldwin Park, CA 91706 City of Baldwin Park — Housing Department 14403 East Pacific Blvd (3`4 Floor) Baldwin Park, CA 91706 Baldwin Park Public Library 4181 Baldwin Park Blvd Baldwin Park, CA 91706 A public hearing to present the funding recommendations and receive public input on the 2011 -2012 Annual Action Plan was held on March 16, 2011, before the City of Baldwin Park City Council. During the 30 -day review period, the public was also invited to submit comments in writing directed to: City of Baldwin Park — Housing Department 14403 East Pacific Blvd (3`d Floor) Baldwin Park, CA 91706 Attn: Suzie Ruelas, Housing Manager Second Program Year Action Plan 14 City of Baldwin Park 4. Provide a written explanation of comments not accepted and the reasons why these comments were not accepted. No comments were received E. Institutional Structure 1. Describe actions that will take place during the next year to develop institutional structure. The Housing Department of the City of Baldwin Park is responsible for the administration of the two entitlement grants (CDBG and HOME). The Housing Department has staff that is specifically responsible for the administration, implementation, and the monitoring of programs funded with these sources. In conjunction with other City departments, such as Public Works, Park, Recreation and Community Services, and Community Development, staff will continue to identify the community's greatest needs and allocate resources accordingly. Housing staff will continue to work with for - profit and non - profit developers and lenders to facilitate the improvement, preservation, and/or creation of affordable housing opportunities for low- to moderate - income households within the City. Furthermore, the City will continue to work on coordinating activities with Los Angeles County agencies such as the Department of Public Social Services and the Department of Mental Health, to continue to meet the needs of the City's special needs populations by providing services and affordable housing opportunities. In addition, the City will continue to improve internal processes regarding the allocation and administration of all federal and state funded programs by identifying structural gaps and enhancing protocols to allow for greater accuracy in reporting and monitoring. Internally, Housing staff will continue to enhance project coordination by utilizing Memorandums of Understanding (MOU) between the Department and other City departments responsible for administering HUD funded projects. This will continue to establish more communication, coordination and greater accountability on city administered projects. F. Monitoring 1. Describe actions that will take place during the next year to monitor its housing and community development projects and ensure long -term compliance with program requirements and comprehensive planning requirements, Recipient Monitoring In order for the City to monitor itself, the Housing Department, the agency charged with administering and implementing the Annuai Action Plan, has developed an internal management plan to assure the proper and timely implementation of the strategic plan and the annual plan. Procedures have been put in place to assure proper compliance with all program requirements for the CDBG and HOME entitlements. Second Program Year Action Plan 15 City of Baldwin Park Since the CAPER is not completed until September of each year, an analysis of the comparison of the achievements of the recently completed program year cannot be measured against the goals identified in the strategic plan until that time. Most adjustments to the annual plan must be made every other year to try to meet the stated goals of the five -year strategic plan. The Housing Division also monitors the amount of available funding utilizing the IDIS and the City's accounting system to assure that uncommitted and expended funding does not exceed allowable HUD - recommended levels. Sub- Recipient Monitoring The City of Baldwin Park's Housing Department is responsible for oversight of all designated sub - recipients of CDBG and HOME funds and will perform the following tasks: • Distinguish between sub - recipients, contractors, and other entities, • Execute written agreements containing all required elements before providing funds to sub - recipients, • Periodically review sub - recipients in order to determine that program requirements are being met; and • Take effective corrective and remedial actions toward sub - recipients who do not comply. A Sub - recipient Grant Monitoring policy has been developed ensures that Sub - recipients comply with OMB Circular A -133 regulations as well as City policies and procedures. The City's Staff conduct program monitoring and audits of the Sub - Recipient's or Service Provider's records and facilities throughout the program year. The Housing Department's goal is to visit every sub - recipient each year, but due to time constraints and the volume of programs being funded, it is not always possible to do so. Therefore, by carefully examining sub - recipients' past performance, the Housing Department will conduct a risk assessment to identify which sub - recipients require a more comprehensive monitoring. High -risk sub - recipients might include; • Sub - Recipients new to the CDBG, HOME, ESG, or HOPWA programs; • Sub- Recipients that have experienced turnover in key staff positions or a change in goals or direction. • Sub- Recipients with previous compliance or performance problems including failure to meet schedules, submit timely reports, or clear monitoring or audit findings. • Sub - Recipients carrying out high -risk activities (such as economic development), and • Sub - Recipients undertaking multiple CDBG and HOME funded activities for the first time. As part of its monitoring responsibility, the City shall review the quarterly compliance reports, the annual single audit required of those Sub - Recipients or Service Providers subject to 24 CFR Part 44.6, and all financial information of the Sub - Recipients or Service Providers in order to conduct risk assessments, to ensure production and accountability, to ensure compliance with CDBG or HOME and any other federal requirements, and to evaluate their organizational and project performance. The Second Program Year Action Plan 16 City of Baldwin Park monitoring activity and audits shall be by telephone, desk and /or an annual on -site visit as more fully set forth below. a. Program Monitoring The Sub - Recipient or Service Provider shall maintain financial, programmatic, statistical and other supporting records of its operations and financial activities in accordance with the requirements of the Housing and Community Development Act and its regulations and specifically shall prepare and maintain the following records and reports to assist the City in maintaining its record keeping requirements: 1) Reports: a) Payment Request form. b) Quarterly reports to the City of Baldwin Park as shown on the Compliance Report commencing July 1, and ending annually. 2) Records: a) Documentation of the income level as defined by the HUD Guidelines set forth on the Compliance Report of persons and/or families participating in or benefiting by the Sub - Recipient's or Service Provider's program. b) Documentation of the number of persons and /or families participating in or benefiting by the Sub - Recipient's or Service Provider's program. c) Documentation of all CDBG or HOME funds received from the City or other funds to operate the program herein by Sub - Recipient or Service Provider. d) Documentation of expenses and procurement as identified in the Sub - Recipient's or Service Provider's Annual Program Budget. b. Monitoring Processes The monitoring process can include one or a combination of: 1) Desk Reviews: Reviews of financial and narrative reports, audit reports, correspondence and other documentation provided by the Sub - Recipient; 2) Telephone Contacts: Direct communication with the Sub - Recipient by telephone to ask or answer questions and check on the progress of the project; and /or 3) On -Site Monitoring: Once during the term of the grant agreement, an authorized representative of the City will conduct an on -site audit of selected Sub - Recipient's or Service Provider's facilities. The on -site audit shall assess the Sub - Recipient's or Service Provider's compliance with CDBG or HOME regulations by a review of the program source documentation regarding compliance with the national objectives including documentation for all invoices paid, a review of Sub - Recipient's or Service Provider's financial records, a tour of the facility, and a review of Sub - Recipient's or Service Provider's policies and procedures. The City shall follow -up the on -site audit with a standardized letter stating the Second Program Year Action Plan 17 City of Baldwin Park concerns, findings, and corrective actions required to bring Sub- Recipient or Service Provider into compliance with federal regulations. c. Monitoring Reports Should Include 1) Background of the project/program; 2) Current findings (positive or negative) and follow -up on previous findings; 3) Recommendations (if any) for corrective action with a timeline for implementation; 4) Observations; and 5) Technical assistance provided to the Sub- Recipient. d. Monitoring for CDBG Projects and Programs: During fiscal year 2011 -2012 the CDBG monitoring will include a combination of desk reviews, telephone contacts and selected on -site monitoring of the Sub - Recipients to assess compliance with CDBG regulations. e. Monitoring for HOME Projects and Programs: On rental projects, the City of Baldwin Park performs on -site inspections to determine compliance with property standards no less than once every three years for projects containing 1 to 4 units; once every two years for projects containing 5 to 25 units; and once per year for projects with 26 or more units. During the months of April staff reviews tenant's incomes via a self - certification process on an annual basis. During on -site inspection, housing staff reviews full tenant income verification. Staff also verifies that rents on HOME assisted units conform to current HOME rent limits. DAMS BACON COMPLIANCE: A Davis -Bacon compliance staff member oversees any projects that require Davis Bacon compliance. In addition, we have improved our process and bid documents to include all necessary information that must be included in a sub - recipient's contract for construction projects including but not limited to: • HUD f=orm 4010 — Federal Labor Standards Provisions • HUD Form 2992 — Certification Regarding Debarment and Suspension • The appropriate wage determination • A copy of the "Notice to All Employees" poster, to be posted at job site • A copy of the "Contractor's Guide to Prevailing Wage Requirements for Federally- Assisted Construction Projects ", which is to be provided to the prime contractor The compliance staff member will conduct site visits, conduct employee interviews, and check the weekly payroll forms for accuracy and compliance. Second Program Year Action Plan 18 City of Baldwin Park MINORITY AND WOMEN BUSINESS OUTREACH PROGRAM There are several practices and procedures in place within the City to encourage the participation of Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) in its contracts and construction projects. Minority utilization is also greatly encouraged in all hiring practices with regard to City projects. The City encourages the utilization of minority and women -owned businesses and low - income local residents by: A. Noting that MBEIWBE businesses are encouraged to participate in ail bid ads advertised. B. By encouraging the local and area MBEIWBE certified businesses to participate in City activities. C. By working with the area Employment and Training Office, Job Training Partnership Act, to set up a referral system between area contractors working on City projects and local low- income persons seeking training and/or employment. In addition, on HOME funded activities, the City will: A. Make every reasonable effort to encourage the use of minority and women's business enterprises in connection with HOME assisted activities. B. To the maximum extent possible, seek the inclusion of minorities and women, and businesses owned by minorities and women in the areas of real estate, construction, appraisals, management, financial services, investment banking, lending, underwriting, accounting, and legal services, in all contracts entered into by the City and such persons or entities, public or private, in order to assist in the activities funded by the HOME Program. The City will make an effort, as part of its minority outreach, to establish procedures to include minorities and women, and minority and women owned businesses located in the City in the development and implementation of its HOME Program activities. CODE COMPLIANCE The City will take several actions to ensure compliance with housing codes, consistent with the requirements of Consolidated Plan programs. A. All properties assisted with either Lead Paint Abatement or Housing Rehab funds will be inspected prior to assistance by a trained inspector for code compliance and require that violations be addressed as a condition of funding. In many cases, the rehab project will assist in addressing the violations. Inspectors will continue to monitor projects throughout construction. B. All projects assisted with HOME funds will be monitored subsequent to completion consistent with the regulations of the program. Second Program Year Action Plan 19 City of Baldwin Park CDBG funds will be used to support the City's code enforcement program. Code enforcement activities supported with FY 2011 -2012 CDBG funds will be targeted in low - and moderate - income areas. G. Lead -based Paint 9. Describe the actions that will take place during the next year to evaluate and reduce the number of housing units containing lead -based paint hazards in order to increase the inventory of lead -safe housing available to extremely low- income, low - income, and moderate - income families, and how the plan for the reduction of lead -based hazards is related to the extent of lead poisoning and hazards. Baldwin Park's Housing Department implements the Residential Rehabilitation Program. The Department notifies all Residential Rehabilitation Program applicants about the hazards of lead -based paint by providing them with a pamphlet addressing the lead - paint hazards. These pamphlets are provided in English and Spanish. In addition, during the 2011.2012 Program Year, $10,000 in CDBG funds will be used to conduct lead based paint testing for properties being rehabilitated through the City's housing programs. An additional $20,000 in HOME funds will be used to provide grants to eligible owners of properties utilizing the City's Residential Rehabilitation Program where lead based paint is present. Individuals who are not participating in any of the City's housing programs are referred to the Los Angeles County Department of Public Health where they can be assisted through the Childhood Lead Poisoning Prevention Program (CLPPP). The CLPPP was established in 1991, as a result of the California legislature mandating the California Department of Health Services (CDHS) to develop and enact a standard of care for identifying and managing children with elevated blood lead levels. CLPPP, funded by the CDHS, is structurally placed under two Programs within Department of Public Health, 1) the Maternal, Child, and Adolescent Health Programs; and 2) the Environmental Health Program. The two programs ensure nursing and environmental case management and follow -up for lead- burdened children; to promote screening; and to carry out primary prevention, targeted outreach and education, and surveillance activities. Second Program Year Action Plan 20 City of Baldwin Park A. Specific Housing Objectives 1. Describe the priorities and specific objectives the jurisdiction hopes to achieve during the next year. The City has made housing preservation and conservation a high priority. Older housing units represent a significant portion of the housing stock within Baldwin Park, indicating the ongoing need for maintenance, code enforcement activities, safety improvements, and rehabilitation assistance. As discussed in the 2010 -2014 Consolidated Plan, 37.9% of the housing units in the City were renter - occupied in 2000. In 2000, the rental housing vacancy rate was 2.7 %. A vacancy rate of 5% for rental housing is considered healthy, providing a certain level of mobility among renters. The vacancy rate for rental housing indicates a high demand for rental housing. The low vacancy rate for rental housing makes finding affordable and appropriate housing difficult for many households in the City. The current decline in housing values has brought homeownership back as tenure choice for low- and moderate - income households. Providing financial assistance to first - time homebuyers is a major focus of housing activities. The City is constantly looking at funding options to provide assistance to low- and moderate- income households that can make the monthly payments on a mortgage, however, cannot save the necessary funds for a down payment. The City will continue to implement its First Time Homebuyer Program that provides a silent second for eligible low- and moderate - income households. A reduced funding level for the Section 8 Program has made it difficult to maintain a 100% lease -up rate. The gap between the monthly adjusted income of extremely low - income households and the fair market rent requires a monthly subsidy in excess of funds provided by HUD. The City is forced to look at all options to reflect the level of funds received, thereby possibly reducing the number of households that could be served and the length of time a household would remain on the waiting list. In fiscal year 2011 -2012, the City of Baldwin Park will continue with a high priority on: A. Expand the supply of affordable rental and homeownership housing opportunities B. Preserve and improve the existing housing stock and ensure equal access. The following table outlines the specific accomplishment goals that the City plans to achieve through projects supported during the 2011 -2012 Program Year. A more detailed enumeration of output and outcome objectives for individual housing projects is included with the project worksheets that describe these projects. Second Program Year Action flan 21 City of Baldwin Park Table 11: Housing Objectives Activity Accomplishment foal Funding . Source .....:. Units _ Level; Code Enforcement Program 10 - Housing 1,500 $200,000 CDBG Units Ins ected Rehabilitation Administration 10 - Housing 20 $60,000 CDBG Units Lead Testing and Risk Assessment 10 - Housing 10 $10,000 CDBG Program Units Inspected) Rehabilitation Grant Program 10 - Housing 3 $30,000 CDBG Units First Time Homebu er Program 4 -- Households 3 $250,000 HOME Horne Improvement Residential 10 - Housing 5 $200,638 HOME Loan Program Units Lead Abatement Program 10 -- Housing 5 $20,000 HOME Units Abated Tenant Based Rental Assistance 01 - People 8 $90,000 HOME Program Served Acquisition, Rehabilitation, New 10 - Housing 50 $1,600,000 HOME Development Projects Units Total: $2,460,638 2. Describe how Federal, State, and local public and private sector resources that are reasonably expected to be available will be used to address identified needs for the period covered by this Action Plan. As is outlined in the table above, the City intends to use $2,460,638 in Consolidated Plan funding from the 2011 -2012 CDBG and HOME Program Year funds to support housing activities that address the 2010 -2014 Consolidated Plan housing objectives /strategies. This funding will support the following housing activities: Other Federal, state, local, and private funding sources will be used in addition to these funds to achieve the accomplishment goals outlined above. The HOME and CDBG - funded projects outlined above may be matched by funds from other funding sources. Sources of matching funds may include: • Community Redevelopment Agency set -aside funds • Project -based Section 8 certificates through the Baldwin Park Housing Authority • Low Income Housing Tax Credits • Private contributions to sub recipients • CalHOME funds HOME Program Match Requirement The City has received a waiver from the U.S. Department of Housing and Urban Development (HUD) from having to provide a local match for the HOME Program funds as normally required under the HOME regulations. Second Program Year Action Plan 22 City of Baldwin Park B. Needs of Public Housing 1. Describe the manner in which the plan of the jurisdiction will help address the needs of public housing and activities it will undertake during the next year to encourage public housing residents to become more involved in management and participate in homeownership. The City of Baldwin Park does not own or manage any public housing. The Baldwin Park Housing Authority owns a 12 -unit senior public housing development. CDBG funds are allocated to this development for improvement of the water drainage system. Seniors are exempt from homeownership participation requirements. However, the tenants are encouraged to participate in the rehabilitation of the units through resident meetings held at the site. 2, If the public housing agency is designated as "troubled" by HUD or otherwise is performing poorly, the jurisdiction shall describe the manner in which it will provide financial or other assistance in improving its operations to remove such designation during the next year. NOT APPLICABLE C. Barriers to Affordable Housing 1. Describe the actions that will take place during the next year to remove barriers to affordable housing. Constraints to the provision of adequate and affordable housing are posed by market, governmental, infrastructure, and environmental factors. These constraints may result in housing that is not affordable to low- and moderate - income households or may render residential construction economically infeasible for developers. Constraints to housing production significantly impact households with lower incomes and special needs. a. Market Constraints Market factors, such as the cost to develop housing and the availability of funding for the purchase or rehabilitation of housing, can constrain the ability of lower income households to purchase or maintain affordable housing. b. Construction Costs A major cost associated with building a new house is the cost of building materials. Costs for wood frame, single- family construction, of average to good quality range from $60 to $80 per square foot. Costs for wood frame, multifamily construction, average about $50 per square foot, exclusive of parking. During past years, construction costs accelerated due to increased demand for building products generated by the Gulf States devastation and increased worldwide demand. With the current recessive market conditions, the costs have come down. The ability to mitigate high construction costs is limited without direct subsidies. Second Program Year Action Plan 23 City of Baldwin Park c. Land Costs The price of land and any necessary improvement is a key component of the total cost of housing. Land costs include the cost of raw land, site improvements, and all costs associated with obtaining government approvals. Due to several market factors, including a limited supply of vacant land, land costs can comprise a significant proportion of the costs of developing homes within the City. d. Availability of Mortgage and Rehabilitation Financing Under the Home Mortgage Disclosure Act (HMDA), lending institutions are required to disclose information on the disposition of loan applications and the income, gender, and race of loan applicants. According to HMDA statistics, lower income households experienced a significantly lower rate of approval compared to middle and upper income households. e. Governmental Constraints Actions by the City can have an impact on the price and availability of housing in the City. Land use controls, site improvement requirements, building codes, fees, and other local programs to improve the overall quality of housing may serve as a constraint to housing development. Land use policies are fundamental to ensuring housing opportunities. The Baldwin Park General Plan and the Zoning Ordinance determine the amount, location, type, and density of housing in the City of Baldwin Park. Land use policies that do not promote a variety of housing options can be barriers to affordable housing. The City of Baldwin Park allows housing in four (4) of its nine (9) land use designations, implemented through residential zones or zones with certain permitted residential uses. City regulations affect the type, location, density, and scale of residential development. The Zoning Ordinance is the primary regulatory too] that guides development. Zoning regulations are designed to protect and promote the health, safety and welfare of local residents and businesses, as well as implement the goals and policies of the General Plan. The Zoning Ordinance also serves to preserve the character and integrity of existing neighborhoods. The Ordinance sets forth the residential development standards, including density, lot area, lot coverage, and parking. Density: A range of densities is permitted in residential zones. Density levels range from 5.8 units per acre in the single - family (R -1) zone and up to 20.0 units per acre in the R -3 zone. Residential development in the MU -1 and MU -2 zones is permitted up to 30 units per acre. Density bonus and regulatory concessions encourage and facilitate the development of affordable and senior housing. Height Limits and Lot Coverage: Maximum height is 27 to 35 feet for R -1 throught R -3 zoned properties and up to 50 feet for MU -1 zoned properties. Maximum lot coverage varies from 50% in the R -1 zone to 70% in the MU -1 zone. Although these building standards are designed to ensure the livability and quality of residential development, especially open space for families with children, the combination of height restrictions, lot coverage, and parking requirements may constrain the development of affordable, higher density housing in Baldwin Park. Second Program Year Action Plan 24 City of Baldwin Park Parking Requirements: The Zoning standards require that all residential units have at least two parking spaces. Single- family homes are required to have two parking spaces (covered) with one additional space for each bedroom in excess of five. Multifamily dwellings must have two spaces per unit, with a minium of one covered space and one surface space. f. Fees and improvements Various fees and assessments are charged by the City to cover the costs of processing permits and providing services and facilities, such as utilities, schools, and infrastructure. Almost all of these fees are assessed through a pro rata share system, based on the magnitude of the project's impact or on the extent of the benefit that will be derived. However, these fees contribute to the cost of housing and may constrain the development of lower priced units. g. Local Processing and Permit Procedures The evaluation and permit process required by City procedures contributes to the cost of housing in that holding costs incurred by developers are ultimately manifested in the unit's selling price or rent. The permit processing procedure takes between four to eight weeks to complete. h. Building Codes and Enforcement The City has adopted the 2090 State Uniform Building, Housing, Plumbing, Mechanical to and Electrical Codes. hsafet , and welfare. The local enforcement of theses protect the public health, odes Y. does not add significantly to the cost of housing. D. HOME! American Dream Down payment Initiative (ADDI) 1, Describe other forms of investment not described in § 92.205(b)• The City uses HOME funds only in the ways described in Section 92.205(b). 2. If the participating jurisdiction (pi) will use HOME or ADDI funds for homebuyers, it must state the guidelines for resale or recapture, as required in § 92.254 of the HOME rule. If gap financing payment assistance participants sell or rent their properties, the principal loan amount plus an equity share of appreciation shall be calculated by subtracting the seller's applicable closing costs, seller's cash contribution in the original purchase price, and the documented value of capital improvements from the gross appreciation amount. The equity appreciation that is repaid to the City shall be placed back into the HOME First -time Homebuyers Program. The City is using the HOME recapture provision. Second Program Year Action Plan 25 City of Baldwin Park 3. If the PJ will use HOME funds to refinance existing debt secured by multifamily housing that is that is being rehabilitated with HOME funds, it must state its refinancing guidelines required under § 92.206(b). The guidelines shall describe the conditions under which the PJ will refinance existing debt. At a minimum these guidelines must: a. Demonstrate that rehabilitation is the primary eligible activity and ensure that this requirement is met by establishing a minimum level of rehabilitation per unit or a required ratio between rehabilitation and refinancing. b. Require a review of management practices to demonstrate that disinvestments in the property has not occurred; that the long -term needs of the project can be met; and that the feasibility of serving the targeted population over an extended affordability period can be demonstrated. c. State whether the new investment is being made to maintain current affordable units, create additional affordable units, or both. d. Specify the required period of affordability, whether it is the minimum 15 years or longer. e. Specify whether the investment of HOME funds may be jurisdiction -wide or limited to a specific geographic area, such as a neighborhood identified in a neighborhood revitalization strategy under 24 CFR 91.215(e)(2) or a Federally designated Empowerment Zone or Enterprise Community. f. State that HOME funds cannot be used to refinance multifamily loans made or insured by any federal program, including CDBG. NIA - The City of Baldwin Park will not use any of its HOME funds to refinance existing debt secured by multifamily housing. 4, if the PJ is going to receive American Dream Down payment Initiative (ADDI) funds, please complete the following narratives: a. Describe the planned use of the ADDI funds. b. Describe the PJ's plan for conducting targeted outreach to residents and tenants of public housing and manufactured housing and to other families assisted by public housing agencies, for the purposes of ensuring that the ADDI funds are used to provide down payment assistance for such residents, tenants, and families. c. Describe the actions to be taken to ensure the suitability of families receiving ADDI funds to undertake and maintain homeownership, such as provision of housing counseling to homebuyers. NIA -- The City of Baldwin Park does not receive ADDI funds. Second Program Year Action Plan 26 City of Baldwin Park A. Specific Homeless Prevention Elements 1. sources of Funds— Identify the private and public resources that the jurisdiction expects to receive during the next year to address homeless needs and to prevent homelessness. These include the McKinney -Vento Homeless Assistance Act programs, other special federal, state and local and private funds targeted to homeless the HUD individuals and families with children, especially the chronic! ase describe, briefly, formula programs, and any publicly -owned land or property. the jurisdiction's plan for the investment and use of funds directed toward homelessness. The City works in coordination with the County of Los Angeles and local public and private service agencies to address the needs of homeless individuals and families with children and to prevent at -risk households from becoming homeless. The City has received over $605,041 in American Recovery and Reinvestment Act (ARRA) funds to implement the Homelessness Prevention and Rapid Re- housing Program (HPRP). The Program provides financial assistance and services to prevent individuals and families from becoming homeless and help those who are experiencing homelessness to be quickly re- housed and stabilized. In addition, the City will continue in the next program year to utilize funding allocated through the Community Development Block Grant (CDBG) Program to fund the East San Gabriel Valley (ESGV) Coalition for the Homeless which provides services for the homeless by providing hotel vouchers, transitional housing, and permanent housing. Other sources of funds that the City will attempt to obtain include, but are not limited to, the Emergency Food and Shelter Program (EFSP), Emergency Housing Assistance Program (EHAP) , Mental Health Services Act (MHSA), as well as a range of private grants and contributions to local non - profit service organizations. In program year 2011 -2012, the City will continue to utilize HOME funds allocated to the Tenant -Based Rental Assistance (TBRA) program to help address the need for permanent housing solutions for individuals and families experiencing homelessness or on the verge of homelessness in the City of Baldwin Park. The City is working in partnership with The Baldwin Park Housing Authority to administer the City's TBRA programs. During the 2011 -2012 program year, the City will continue to collaborate with the Los Angeles Homeless Services Authority (L..AHSA), the East San Gabriel Valley (ESGV) Coalition for the Homeless and other area homeless service providers. This collaborate includes attending and hosting regularly scheduled meeting that address the homeless conditions on a regionally (LAHSA) and local (ESGV) basis. 2. Homelessness -- In a narrative, describe how the action plan will address the specific objectives of Plan and, ltiha needs identified. Please also identify p ofe tia! obstacles to he e action priority Second Program Year Action Plan 27 cit I of Baldwin Park The City of Baldwin Park has taken paowidteV angerofcnon�proat organizations, lssocal in our community in partnership with service agencies and faith -based institutions. Programs that are funded by the City and/or the City collaborates with are as follows: a. Homelessness Prevention and Rapid Re- Housing Program The City was allocated $6051041 for ram (HPRP} established under the American Prevention and Rapid Re- Housing g with a public Recovery and Reinvestment halter October the EastiSarei City began Valley Coalition for the service agencies (Beyond Homeless) to provide temporary financial assistance families f and m be omigng stabilization homeless and to help prevent low- income individuals an zed. The those who are experiencing homelessness to istanicelwth move-in costs and/or i hort - program includes payment of rental arrears, to- medium -term rental subsidies coupled with intent of the federal funding s to serve client stabilization leading to self - sufficiency due to persons who are experiencing a housing emergency for th s tars stance an can downturn main became homeless or would become homeless stably housed after this temporary assistance ends. b. Tenant -Based Rental Assistance Program The City continues to work with the Baldwin - Authority {TBRA) federal HOME funding to administer the on City's ,s Tenant-Based Rental e into housing as quickly as possible and program which emphasizes moving p p providing the appropriate level of services to support housing stabilization and retention. The TBRA program provides eligible homeless shortitBerm rental subsidies dies well as with at -risk to homelessness in Baldwin Par home -based case management. c. Annual Funding for Social Service Providers The City Council continues to appropriate federal funding, including Community Development Block Grant (CDBG) and HOME nc es that ass st homelesscndividMals Program funds, to public and private service g and families and those at of becoming homeless. not Bassist the s homeless directly, a wide -range of programs and services t Y however, some of these programs assist in prevent DBG andivHOME funding has been possibly becoming homeless. Over $157, allocated to agencies providing these services for fiscal year 2491- 2012. Programs supported with this funding include: Family, Service Center: provides a variety freferaal resoiuecesfor�medica care family moderate-income residents. Services include services, dental assistance, and women's health services. Santa Anita Famil Services: provides a wide senior services, services anger management, Services include counseling programs, empowerment counseling, and information and referral services. Second Program Year Action Plan 28 C I of Baldwin Park East San Gabriel Valle Coalition h housing, l andppermanent housing. services that assist the homeless with hotel vouchers, transitional Church of the Redeemer Food Bank: the program provides food bank services for low - and moderate- income persons and those who are homeless or at risk of becoming homeless. Domestic Violence Advocate: the prograd � provides federal services. victims of domestic violence by providing counseling, court Tenant Based Rental Assistance: the City provides this program ea assist very -low income households with rental subsidies for a period of up to two (2) y d. Partnerships with Faith -Based Organizations City staff continues to work with ex and and better betteh - -bas et he ed#fort and support of organizations to strategiee on how p faith -based organizations in providing assistance to homeless families and individuals. New partnerships are being developed with a goal of facilitating a more coordinated, collective effort focused on developing a coordinated system of care and permanent g of solutions our community, including the creation housing opportunities. Church of the Redeemer Food Bank: the program provides food bank services for low - and moderate - income persons and those who are homeless or at risk of becoming homeless. Saint John's Church Social Service en { udanman�erpmanagementdClasses�al services for low- and moderate - income person 9 3. Chronic homelessness -- The jurisdiction must describe the specific planned action steps it will fake over the next year aimed at eliminating chronic homelessness by 2092. Again, please identify barriers to achieving this. The City is aggressively working with our community partners to address the issue of chronic homelessness. The City's Homelessness Prevention and Rapid Re- Housing the (HPRP) Program and TBRA programs (CitycrSpecificbplanned actions for file next chronically homeless population program year include: Continue to work with the LAHSA to implement Housing First strategies focused on moving chronically homeless individuals off the streets and directly into housing linked to rental subsidies, home -based case management and wrap - around supportive services. Work with local CHDOs and continuum of care providers to secure federal and state funding to establish additional permanent supportive housing units for chronically homeless individuals. Much of the County Continuum of Care effort toward ending chronic homelessness centers on improving data collection��a�ralcootent ailcbai�ners hinder coordination ommun cationand . between providers. Unfortunately, s p Funding structures and legal structures of current systems may not allow for Second Program Year Action Plan Z9 Cit of Baldwin Park collection development of a centralized intake s c H and address chero is homeles Hess finical data necessary to comprehensively document Health Information Privacy Portability Act (hPP n) r a5 regarding r in care and the inability of many homeless og a a service providers to employ the number of well qualified clinicians and c t be that are needed to a e�comet the daunting case management demand, continue In addition, without the availability of and persistent e outreach each professions sl many beds /units and qualified teams of chronically homeless, mentally ill and/or chemically depended individuals will continue to evade and /or refuse treatment programs. 4. Homelessness ae jurisdiction describe l planned steps over the next year to dd address the individual and familieswith childen at imminentrisk of becoming homeless. During the 2011 -2012 program year, the on efiflorts to prevent individuals and families partners to focus attention and resources from becoming homeless. The City has been allocated $6051041 to implement the under Namelessness Prevention and Rapid Re-housing The HPRP provides financ�all assi tance the American Recovery and Reinvestment and services to prevent individuals and families from becoming homeless and help those who are experiencing homelessness to be quickly re- housed and stabilized. The City will continue to work with the RendtalnAssistance Housing {T RA} Prog ram provide rO �� funds allocated to the Tenant-Based housing solutions to individuals and families with children at imminent risk of becoming homeless in Baldwin Park. Additionally, the City will continue to provide on going support for agencies that provide prevent emergency services to households ins need mtemporary gan�zations in order op a strategy possible eviction situations and work invest in sho rt- to solicit faith -based organizations and fother assistance for households att�isk of become g term rental subsidies and other forms o homeless. 5. Discharge Coordination policy—Explain schar on policy, ts imple how,minnthe cohesive, communitpwrde Discharge Coordination coming year, the community will move toward such a policy. The City will continue to work with LAHSA to implement strategies identified in Discharge Ten- Year Plan to End Homelessness to establish a cohesive, wide Coordination Policy to ensure that individuals are not discharged from public or private institutions of care into homelessness. B. Emergency Shelter Grants (ESG) (States only) Describe the process �o �awarding l ade available t to u nits tot local description of how the allocation government. NOTAPPLICABLE. Second Program Year Action Plan 30 City of Baldwin Park A. Community Development Please also refer to the Community Development Table in the Needs.xls workbook. 9. Identify the jurisdiction's priority non - housing community development needs eligible for assistance by CDBG eligibility category specified in the Community Development Needs Table (formerly Table 2B), public facilities, public improvements, public services and economic development. The following table identifies the City's priority non - housing Community Development needs that support the thematic vision goals that were outlined in the City's 2010 -2014 Consolidated Plan. Only those needs which were identified as "High's or "Medium" priorities are listed below. Funding sources for those activities listed as a "Medium" priority need will be identified at such time that funds become available. 'cable 12: Priority Non - Housing Community Development Needs Public Facility (General) Neighborhood Facilities Parks and/or Recreation Facilities Sidewalks Street Improvements Flood Drain Improvements High Medium Medium High High 03 CDBG NIA 03F CDBG 03 03L L CQBGfOther 03K CDBG/Other Medium 031 CDBG Medium 0 NIA Tree Planting Clearance and Demolition 570.201(d) Medium 0 4 NIA Public Services (General) High 05 5 CDBG High 05A CDBG Senior Services High 05D CDBG Youth Services Medium 05F NIA Substance Abuse Services High 05G CDBG Battered and Abused Spouses 05H CDBG Employment Training Medium High 051 CDBG/Other Crime Awareness High 051_ CDBG Child Care Services Medium Me 05Q NIA Subsistence Payments High CRBGIOther 10 CDBGIOther Removal of Architectural Barriers Code Enforcement High High 17C CDBG/RDA Cl Building Acquisition, Construction, Rehab Planned Repayment of Section 908 Loan Principai High 19F CDBG General Program Administration High 21A CDBGIOther 2. Identify specific long -term and short -term community development objectives (including economic development activities that create jobs), developed in accordance with the statutory goals described in section 24 CFR 99.9 and the primary objective of the CDBG program to provide decent housing and a suitable living environment and expand economic opportunities, principally for low- and moderate - income persons. Second Program Year Action Plan 31 Cit of Baldwin Park The following table identifies the City of Baldwin Park's anticipated 2011 -12 Program Year non - housing Community Development accomplishments for each of the identified priority activities identified above. Only those categories in which the priority need was identified as being "High" priority are listed below. The City of Baldwin Park does not anticipate funding activities which address the needs that are not listed during the 2011 -2012 Program Year. Specific activities that will meet these goals are described in greater detail on the project worksheet contained as an appendix to this plan. All of the projects supported with CDBG funds will meet the statutory goals of providing decent housing and a suitable living environment and expanded economic opportunities principally for low - income and moderate income persons. Table 13 Commu Public Facilities (General) Street Improvements Sidewalks Public Services (General) Senior Services Youth Services Crime Awareness Child Care Services Battered and Abused Spouses Removal of Architectural Barriers Cl Building Acquisition, Construction, Rehab Planned Repayment of Section 108 Loan Principal Section 108 Loan Activities People Served /Area Benefit People Served People Served People Served People Served People Served People Served Public Facilities Businesses Other 2,000 1,000 15,000 750 2,000 250 225 20 2 0 0 4,957 150 420 40 45 10 N During the 2005 -06 Program Year, the City utilized a $3 million Section 108 program to support an economic development project that includes a Super WalMart Department store and other commercial businesses. The project was completed in 2007. The economic development project created employment opportunities to over 320 low -and moderate- income individuals. B. Antipoverty Strategy ?. Describe the actions that will take place during the next year to reduce the number of poverty level families. The 2000 Census data Poverty Status indicated that 2,323 families or 13,541 individuals in the City live below poverty level. Implementing programs such as the housing rehabilitation loan and grant program will assist in maintaining livable conditions for lower - income persons. Most activities undertaken by the City's CDBG and HOME funds are efforts to reduce persons in poverty and improve the quality of life for Baldwin Park residents, either directly or indirectly. The various programs funded through CDBG, Second Program Year Action Plan 32 City of Baldwin Park coupled with various social services, childcare programs, food, and counseling programs, provide City residents opportunities to utilize programs at little or no cost, thereby reducing their financial burden. Types of programs that directly influence the poverty level include job enrichment, development, and placement through education and economic development. Types of programs that indirectly affect poverty include those that upgrade the community and provide affordable housing. CDBG and HOME funds are often used as matching funds for other grants that also reduce the number of poverty level families. Specific projects being supported during the 2011 -12 Program Year designed to help lift some participants out of poverty include: • Tenant Based Rental Assistance • First Time Homebuyer Project • Housing Rehabilitation Programs (grant and loan) Specific projects being supported during the 2011 -2012 Program Year providing direct assistance to clients who include persons in poverty include: • Family Service Center • Childcare Subsidy Program • Recreation /Sports Scholarship Program • Youth Employment Program • Santa Anita Family Services • ESGV Coalition for the Homeless • Redeemer Food Bank • Project Sister • Domestic Violence Advocate • St. Johns the Baptist Social Services Second Program Year Action Plan 33 City of Baldwin Park WAM A. Non - homeless Special Needs (91.220 (c) and (e)) 1. Describe the priorities and specific objectives the jurisdiction hopes to achieve for the period covered by the Action Plan. During program year 2011 -12, the City of Baldwin Park will continue to work in partnership with the County of Los Angeles, federal and state agencies, and a variety of community -based organizations to address the housing and supportive service needs of special needs populations including elderly persons, persons dealing with mental illness, individuals dealing with substance abuse, victims of domestic violence, developmentally disabled, persons with HIV /AIDS, and physically disabled individuals. This will include: • Working with the County Department of Mental Health to expand supportive housing and employment development opportunities for persons with mental illness. • Working with the Baldwin Park Housing Authority to expand subsidized housing opportunities for special needs populations including access to Section 8 and other tenant -based rental assistance programs, as described in the Homeless Needs section above. • Working with the County Department of Public Social Services and the federal Social Security Administration to streamline, coordinate and expedite access to benefits resources and expand supportive services for special needs populations living on benefits income. • Working with County Workforce Development Center and the state Department of Rehabilitation to expand employment opportunities for special needs populations. • Provide funding and other resource support to local non - profit agencies serving special needs populations as described in the Community Development section above. 2. Describe how Federal, State, and local public and private sector resources that are reasonably expected to be available will be used to address identified needs for the period covered by this Action Plan. • The City will use HOME, redevelopment housing set - aside, and other funding resources to create and sustain affordable housing units for low- income seniors as outlined in the housing section above. • The City will coordinate with the County Department of Mental Health to identify resources to expand supportive housing and employment development opportunities for persons with mental illness as outlined under the County's Mental Health Service Act Plan. • The City will work with the Baldwin Park Housing Authority to expand subsidized housing opportunities for special needs populations including access to Section 8 and other tenant -based rental assistance programs. • The City will continue to work with the County Department of Public Social Services and the federal Social Security Administration to identify resources to streamline, coordinate and expedite access to benefits resources and expand supportive services for special needs populations living on benefits income. Second Program Year Action Plan 34 City of Baldwin Park • The City will continue to work with County Workforce Development Center and the state Department of Rehabilitation to identify resources to expand employment opportunities for special needs populations. • The City will continue to allocate CDBG funding and other resource support to a wide range of non- profit agencies serving special needs populations as described in the Community Development section above. B. Housing Opportunities for People with AiDS 9. Provide a Brief description of the organization, the area of service, the name of the program contacts, and a broad overview of the range/ type of housing activities to be done during the next year. 2. Report on the actions taken during the year that addressed the special needs of persons who are not homeless but require supportive housing, and assistance for persons who are homeless. 3. Evaluate the progress in meeting Its specific objective of providing affordable housing, including a comparison of actual outputs and outcomes to proposed goals and progress made on the other planned actions indicated in the strategic and action plans. The evaluation can address any related program adjustments or future plans. 4. Report on annual HOPWA output goals for the number of households assisted during the year in: (1) short -term rent, mortgage and utility payments to avoid homelessness; (2) rental assistance programs; and (3) in housing facilities, such as community residences and SRO dwellings, where funds are used to develop and /or operate these facilities. include any assessment of client outcomes for achieving housing stability, reduced risks of homelessness and improved access to care. 5. Report on the use of committed leveraging from other public and private resources that helped to address needs identified in the plan. 6. Provide an analysis of the extent to which HOPWA funds were distributed among different categories of housing needs consistent with the geographic distribution plans identified in its approved Consolidated Plan. 7. Describe any barriers (including non - regulatory) encountered, actions in response to barriers, and recommendations far program improvement. 8. Please describe the expected trends facing the community in meeting the needs of persons living with HIV /AIDS and provide additional information regarding the administration of services to people with HIV /AIDS. 9. Please note any evaluations, studies or other assessments that will be conducted on the local HOPWA program during the next year. The City of Baldwin Park does not receive HOPWA funding. Second Program Year Action Plan 35 21 of Baldwin Park MINE- Include any Action Plan information that was not covered by a narrative in any other section. None. Second Program Year Action Plan 36 AGENDA BALDWI N PARK COMMUNITY DEVELOPMENT COMMISSION REGULAR MEETING 7:00 P.M. COUNCIL CHAMBER 14403 E. Pacific Avenue Baldwin Park, CA 91706 (626) 960 -4011 BALDWI N P- A- R- K Manuel Lozano - Chair Marlen Garcia - Vice Chair Monica Garcia - Member Ricardo Pacheco - Member Susan Rubio - Member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEET /NO IS IN PROCESS POR FA VOR DE APAGAR SUS TELEFONOS CEL ULARES Y BEEPERS DURANTE LA JUNTA PUBLIC COMMENTS The public is encouraged to address the Commission or any of its Agencies listed on this agenda on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the Commission or any of its Agencies, you may do so during the PUBLIC COMMUNICATIONS period noted on the agenda. Each person is allowed three (3) minutes speaking time. A Spanish- speaking interpreter is available for your convenience. COMENTARIOS DEL PUBLICO Se invita al publico a dirigirse al Concilio o cualquiera otra de sus Agencias nombradas en esta agenda, para hablar sobre cualquier asunto publicado en la agenda o cualquier tema que est6 bajo su jurisdicci6n. Si usted desea la oportunidad de dirigirse al Concilio o alguna de sus Agencias, podra hacerlo durante el periodo de Comentarios del Publico (Public Communications) anunciado en la agenda. A cada persona se le permite hablar por tres (3) minutos. Hay un int6rprete para su conveniencia. Any written public record relating to an agenda item for an open session of a regular meeting of the Community Development Commission that is distributed to the Community Development Commission less than 72 hours prior to that meeting will be available for public inspection at City Hall in the City Clerk's office at 14403 E. Pacific Avenue, 3rd Floor during normal business hours (Monday - Thursday, 7:30 a.m. - 6:00 p.m.) Community Development Commission - May 4, 2011 Page 1 COMMUNITY DEVELOPMENT COMMISSION REGULAR MEETING — 7:00 PM CALL TO ORDER ROLL CALL Members: Monica Garcia, Ricardo Pacheco, Susan Rubio, Vice -Chair Marlen Garcia and Chair Manuel Lozano PUBLIC COMMUNICATIONS Three (3) minute speaking time limit Tres (3) minutos sera el limite para hablar THIS IS THE TIME SET ASIDE TO ADDRESS THE COMMISSION No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and /or schedule matters for consideration at a future meeting. [Government Code §54954.2] ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL COMIS16N No se podra tomar accion en algun asunto a menos que sea incluido en la agenda, o a menos que exista alguna emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas; o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximas. [Codigo de Gobierno §54954.2] CONSENT CALENDAR All items listed are considered to be routine business by the Commission and will be approved with one motion. There will be no separate discussion of these items unless a Commissioner so requests, in which case, the item will be removed from the general order of business and considered in its normal sequence on the agenda. 1. MINUTES Staff recommends Commission approve the minutes of the April 20, 2011 meeting (regular.) ADJOURNMENT CERTIFICATION I Laura M. Nieto, Deputy City Clerk of the City of Baldwin Park hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 28th day of April 2011. Laura M. Nieto, CMC Deputy City Clerk L Mnity mu Development Commission — May 4, 2011 Page 2 CITY OF BALDWIN PARK COMMUNITY DEVELOPMENT COMMISSION Community Development Commission Agenda mq� 41 MIND YYGUIVG�7LlHi, Mrr%iG Av, 2011 7 :00 p.m. COUNCIL CHAMBERS 14403 E. Pacific Avenue Baldwin Park Manuel Lozano, Mayor 1 Chair Marten Garcia, Mayor Pro Tern /Vice Chair Council Members/ Members: Monica Garcia, Ricardo Pacheco, Susan Rubio Maria Contreras, City Treasurer Alejandra Avila, City Clerk The COMMUNITY DEVELOPMENT COMMISSION of the City of Baldwin Park met in REGULAR SESSION at the above time and place. CALL TO ORDER ROLL CALL Present: Member Monica Garcia, Member Pacheco, Member Rubio, Vice Chair Marlen Garcia, Chair Lozano. Absent: None. Also Present: Chief Executive Officer Singhal, City Attorney Pannone, Recreation & Community Services Director Carrillo, Community Development Manager Castagnola, Public Works Director Galvez, Finance Director Quijano, City Clerk Avila, City Treasurer Contreras, Deputy City Clerk Nieto. PUBLIC COMMUNICATIONS NONE CONSENT CALENDAR Motion: Approve CONSENT CALENDAR Moved by Chair Lozano, seconded by Vice Chair Marlen Garcia. 1. WARRANTS AND DEMANDS Commission received and filed. 2. MINUTES Commission approved the minutes of the April 6, 2011 meeting (regular.) 3. SUPPLEMENTAL EDUCATIONAL REVENUE AUGMENTATION FUNDS (SERAF) OBLIGATION FOR FY 2010 -2011, STATE LEGISLATION CHAPTER 21 STATS 2009 (ABX4 26) Commission 1) authorized staff to make the required SERAF payment using FY 2010 -11 low and moderate income housing funds and other available commission funds by May 10th; and 2) waived further reading, read by title only and adopted Resolution No. 463 entitled, "A RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF BALDWIN PARK, STATE OF CALIFORNIA, MAKING CERTAIN FINDINGS REGARDING THE BORROWING OF FUNDS FROM THE LOW AND MODERATE INCOME HOUSING FUND FOR THE PAYMENT TO THE SUPPLEMENTAL EDUCATIONAL REVENUE AUGMENTATION FUND FOR FISCAL YEAR 2010- 2011." ADJOURNMENT There being no other matters for discussion the meeting was adjourned at 9:30 p.m. Approved as presented by the Commission at their meeting held May 4, 2011. Laura M. Nieto, CMC Deputy City Clerk