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Home My WebLink About2016 09 07NOTICE AND CALL OF A SPECIAL ETIG 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, SEPTEMBER 7, 2016 at 5:30 PM. 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. NO OTHER BUSINESS WILL BE DISCUSSED Dated: September 1, 2016 AFFIDAVIT OF POSTING Manuel Lozano Mayor I, Alejandra Avila, 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 e-mail to the San Gabriel Valley Tribune, and that I posted said notice as required by law on September 1, 2016. . r' Alejandra Avila City Clerk 1 , 1 " � "k( 11M CITY COUNCIL SPECIAL MEETING Please note time and meetin SEPTEMBER 7,2016,---- location 5:30 PM CITY HALL — 3rd Floor, Conference Room 307 14403 EAST PACIFIC AVENUE BALDWIN PARK, CA 91706 (626) 960-4011 �w 60111 ANNIVERSARY Manuel Lozano - Mayor Monica Garcia - Mayor Pro Tem Cruz Baca - Councilmember Ricardo Pacheco - Councilmember Susan Rubio - Councilmember PLEASE TURN OFF CELL PHONES AND PAGERS WH/LE MEET/NG IS /N PROCESS POR FA VOR DE APAGAR SUS TELEFONOS CEL ULARES 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, but only on any matter posted on this agenda. 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 solamente sobre asunto publicado en esta agenda. Si usted desea la oportunidad de dirigirse al Concilio o alguna de sus Agencias, podr6 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. Ha _ un i n er rete arra su con venrenc„ CITY COUNCIL SPECIAL MEETING — 5:30 P.M. CALL TO ORDER ROLL CALL: Council Members: Cruz Baca, Ricardo Pacheco, Susan Rubio, Mayor Pro Tem Monica 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 acci6n en algun asunto a menos que sea incluido en la agenda, o a menos que exists alguna emergencia o circunstancia especial. EI cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraci6nes o preguntas hechas por personas; o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideraci6n en juntas proximas. [Codigo de Gobierno §54954.2] OPEN SESSION/STUDY SESSION 1. CAPITAL IMPROVEMENT BUDGET PRESENTATION Presentation by Finance Director Rose Tam to update and present the proposed 5 -Year Capital Improvement Project (CIP) Budget for the five year fiscal period from July 2016 to June 2021. RECESS TO CLOSED SESSION 2. PUBLIC EMPLOYEE APPOINTMENT (GC §54957): Title: Human Resources Manager Community Development Director 3. REAL PROPERTY NEGOTIATIONS Pursuant to Government Cade 54556.x: A. Property: 14434 East Pacific Avenue — APN #8553-023-007 Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Amelia Perez and Mario Zavala, seller's agent Under Negotiation: Price and terms of payment B. Property: 4024 Maine Avenue – APN #8554-001-910; 14408 Ramona Blvd – APN #8554-001-012; and 14412 Ramona Blvd – APN #8554-001-011 Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: City of Baldwin Park; Ramon Arias; and Miguel Rascon Under Negotiation: Price and terms of payment C. Property: APN #8550-002-033 APN #8460-005-026 APN #8556-021-042 APN #8460-006-036 APN #8556-018-046 APN #8558-002-025 APN #8556-022-905 Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Mark Kudler, Bulletin Displays, Inc. Under Negotiation: Price and terms of payment 4. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: Murillo v City of Baldwin Park, Case No. 2:16-cv-05265 5. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: Potential Case(s): Three (3) RECONVENE IN OPEN SESSION REPORT FROM CLOSED SESSION ADJOURNMENT CERTIFICATION 1, Alejandra Avila, City Clerk of the City of Baldwin Park hereby that, certify under penalty of perjury under the laws of the State of California, the foregoing agenda was posted on the City Hall bulletin board not less than 24 hours prior to the meeting on September 1, 2016. J Alejandra Avila City Clerk PLEASE NOTE: Copies of staff reports and sopporling dO(NJ1'nO17fZ)ti0n PE)ttainifIg to each itern on this agenda are available for public viewing and inspection at City Hall, 2"'0 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)960-4011ext. 466ore-mail!<rt,issell (Dbt ,tL(Iwit atk.cqtt1. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Worl(s Department or Risk Management at (6 6) 960-4011. Notification 48 hours prior to the meeting will enable staff to make roasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE //) SEPTEMBER 7, 2016 7:00 PM COUNCIL CHAMBER 14403 E. Pacific Avenue Baldwin Park, CA 91706 (626) 960-4011 601HANNIVERSARY Manuel Lozano Monica Garcia Cruz Baca Ricardo Pacheco Susan Rubio - Mayor - Mayor Pro Tem - Council Member - Council Member - Council Member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING 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 este bajo su jurisdicci6n. Si usted desea la oportunidad de dirigirse al Concilio o alguna de sus Agencias, podr6 hacerlo durante el periodo de Comentarios del Publico (Public Communications) anunciado en la agenda. A cads persona se le permite hablar por tres (3) minutos. Hay un int6rprete para su conveniencia. Of '10 101W( ° r 1(Z�r '> r 1 pr 0.1�. 1 �( �13Cfi jf,,s 0f i �� 11J d?"j, .'h -i il) 1i1:�f ll f(„ �i x'111 �. �a �4 )u , )4)f ,1.'i{, �i /if. f'1.'.q)C ,p11.ii) I I J 0 CITY COUNCIL REGULAR MEETING — 7:00 PM CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL Council Members: Cruz Baca, Ricardo Pacheco, Susan Rubio, Mayor Pro Tem Monica Garcia and Mayor Manuel Lozano REPORT FROM CLOSED SESSION ANNOUNCEMENTS This is to announce, as required by Government Code section 54952.3, members of the City Council are also members of the Board of Directors of the Housing Authority and Finance Authority, which are concurrently convening with the City Council this evening and each Council Member is paid an additional stipend of $30 for attending the Housing Authority meeting and $50 for attending the Finance Authority meeting. PROCLAMATIONS COMMENDATIONS & PRESENTATIONS • Presentation of Certificate of Recognition to the Family of Joyce Gamble (R.1. P) for her many years of service in the Community. • Presentation by Robert Cruz, Southern California Gas Company, with an update on the Aliso Canyon retrofit and repair project. PUBLIC COMMUNICATIONS Three (3) minute speaking time limit Tres (3) minutos ser6 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 tome acci6n en algun asunto a menos que sea incluido en la agenda, o a menos que exista alguna emergencia o circunstancia especial. EI cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraci6nes o preguntas hechas por personas; o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideraci6n en juntas proximas. [Codigo de Gobiemo §54954.2] City Council Agenda Page 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 that Council ratify the attached Warrants and Demands Register. 2. TREASURER'S REPORT — JULY 2016 Staff recommends that Council receive and file the Treasurer's Report: 3. REJECTION OF CLAIMS Staff recommends that Council reject the following claim(s) and direct staff to send appropriate notice of rejection to claimant(s): Mercury Insurance Co. a/s/o Salvador Claimant alleges that overhead power Sanchez Garcia line became detached from power pole and struck vehicle of the claimant's insured. Subida, Rogelito Claimant alleges that police department illegally towed and impounded his vehicle. Chen, Dingzhong Claimant alleges block wall was damaged by city employee; wall was actually damaged by third party. 4. MEETING MINUTES Staff recommends that Council receive and file the following Meeting Minutes: A. Meeting Minutes of the City Council Meetings held on July 20, 2016. 5. EXTENSION OF THE EXCLUSIVE NEGOTIATION AGREEMENT (ENA) WITH ROEM DEVELOPMENT CORPORATION FOR A PROPOSED PHASE II TO A TRANSIT -ORIENTED MIXED-USE DEVELOPMENT BETWEEN RAMONA BLVD AND THE BALDWIN PARK CIVIC CENTER Staff recommends the Council: 1. Approve the extension to the ENA with ROEM Development Corporation; and 2. Authorize the Mayor to execute the necessary documents for the extension. 6. STATUS REPORT FOR GREENLEAF EVENTS, INC. AGREEMENT FOR THE CERTIFIED FARMER'S MARKET AND STREET FAIR Staff recommends that Council: 1. Terminate the current contract due to the breaches of the Agreement as described herein and the failure of the vendor to return multiple calls from City staff; and 2. Issue a Request for Proposal for a new vendor to start in the Spring of 2017. City Council Agenda Page 3 7d AMENDMENT OF NOISE ORDINANCE NO. 1388 WITH RESPECT TO TIME OF ENFORCEMENT Staff recommends that the City Council waives the First Reading and adopt by Title only Ordinance No. 1388, entitled "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK AMENDING SECTIONS 130.31, 130.34, AND 139.37 OF CHAPTER 130: GENERAL OFFENSES, OF THE TITLE XIII OF THE BALDWIN PARK MUNICIPAL CODE WITH RESPECT TO NOISE REGULATIONS". 8. AMENDMENT OF FIREWORKS ORDINANCE NO. 1390 IN ORDER TO REDUCE THE NUMBER OF SALES DAYS AND INCREASE THE FINE FOR VIOLATION Staff recommends that the City Council waives the First Reading and adopt by Title only Ordinance No. 1390, entitled "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK AMENDING SECTION 93.10 OF CHAPTER 93: FIRE PREVENTION; FIREWORKS, OF TITLE IX, GENERAL REGULATIONS, OF THE BALDWIN PARK MUNICIPAL CODE". 9. SECOND READING OF ORDINANCE 1386, ADDING AN ORDINANCE OF THE CITY OF BALDWIN PARK TO SET FORTH THE IMPLEMENTATION OF DEVELOPMENTAL IMPACT FEES FOR LAW ENFORCEMENT FACILITIES VEHICLES AND EQUIPMENT Staff recommends that the City Council adopt Ordinance 1386 on second reading, read by Title only: "AN ORDINANCE OF THE CITY OF BALDWIN PARK TO SET FORTH THE IMPLEMENTATION OF DEVELOPMENTAL IMPACT FEES FOR LAW ENFORCEMENT FACILITIES VEHICLES AND EQUIPMENT"; and, waive any further reading thereof. 10. 5 -YEAR CAPITAL IMPROVEMENT PROJECT (CIP) BUDGET FOR FISCAL YEAR 2016-2021 Staff evaluated the 5 -year CIP program and found the projects as necessary expenditures to maintain infrastructure and improve the City's delivery of quality services to its residents and customers. Staff recommends that the City Council approve the 5 -year CIP program and additional appropriations for FY 2016-17. PUBLIC HEARING 11. REVIEW OF THE COST OF CITY FEE SERVICES BASED ON A STUDY PREPARED BY REVENUE & COST SPECIALISTS, LLC (RCS) Staff recommends the City Council: City Council Agenda 1) Conduct the public hearing and receive public input. 2) Approve the proposed City Schedule of Fees and corresponding Resolution No. 2016-147. Page 4 REPORTS OF OFFICERS 12. APPROVAL OF ADMINISTRATIVE POLICY NO. AP -16-031, ENTITLED "BALDWIN PARK SOCIAL MEDIA POLICY" Staff recommends that Council: 1. Approve Administrative Policy No. AP -16-031 with a black -out period of one (1) month which bars any promotion of any City Official in any social media platform for one month prior to any City election cycle; or 2. Approve Administrative Policy No. AP -16-031 with a black -out period of two (2) months which bars any promotion of any City Official in any social media platform for one month prior to any City election cycle; or 3. Approve Administrative Policy No. AP -16-031 as is, entitled "Baldwin Park Social Media Policy," effective September 7, 2016; or 4. Provide staff direction. 13. CONTRACT OPTIONS FOR GRANT WRITING ACTIVITIES OF CALIFORNIA CONSULTING, AND DEL SOL SOLUTIONS It is recommended that the City Council provide staff direction. 14. PARLIAMENTARY PROCEDURE RULES TO BE CONSIDERED BY THE CITY COUNCIL Staff recommends that the City Council select form one of the following options: 1. Adopt Robert's Rules of Order as the official parliamentary procedures for all City Council meetings; 2. Adopt Rosenberg's Rules of Order as the official parliamentary procedures for all City Council meetings; 3. Direct the City Attorney to look for additional rules or draft a set of rules to use as the official parliamentary procedure rules for the City of Baldwin Park. CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS Request for Consideration by Mayor Manuel Lozano: • Mayor Lozano would like to ask for an investigation into the invoices and contracts identified by Councilmember Rubio at the last City Council meeting. Mayor Lozano would like to have a written report regarding the findings. City Council Agenda Page 5 Request for Consideration by Councilmember Cruz Baca: • Councilmember Baca is requesting an investigation into the invoices and contracts identified by Councilmember Rubio at a previous City Council meeting per Mayor Lozano's suggestion on August 17 • Councilmember Baca requests that staff be given direction to investigate the invoices of AIMS and Del Sol Consulting and freeze any payments to them until this is complete. Request for Consideration by Councilmember Susan Rubio: • Councilmember Rubio is requesting consideration to direct staff not to allow projects to move forward unless a contract has been signed and approved with date to proceed. And to direct staff not to pay any invoices in advance and ensure invoices include a summary of the services rendered. • Councilmember Rubio request and consideration to include the final report in council packet when projects are completed. ADJOURNMENT CERTIFICATION I, Alejandra Avila, City Clerk of the City of Baldwin Park hereby certify that, under penalty of perjury under the laws of the State of California, the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 1St day of September„ 2016. .. Alejandra Avila 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 kr.gsselt cr baldwinLaark.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 ll) City Council Agenda Page 6 z ITEM NO. +-STAFFi�PORT � ti vy TO: Honorable Mayor and City Councilmembers "HUB of rr �� FROM: Rose Tam, Director of Finance c,sN�* DATE: September 07, 2016 r°,' SUBJECT: WARRANTS AND DEMANDS. ��t4� . SUMMARY Attached is the Warrants and Demands Register for the City of Baldwin Park to be ratified by the City Council. FISCAL IMPACT The payroll for the last period was $411,781.14 and the attached General Warrants Register were $1,117,591.11 for a total amount of $1,529,372.25. LEGAL REVIEW None required. RECOMMENDATION Staff recommends that the City Council ratify the attached Warrants and Demands Register. BACKGROUND The attached Claims and Demands report format meets the required information as set out in the California Government Code. Staff has reviewed the requests for expenditures for the appropriate budgetary approval and for the authorization from the department head or its designee. Pursuant to Section 37208 of the California Government Code, the Chief Executive Officer or his/her designee hoes hereby certify to the accuracy of the demands hereinafter referred. Payments released since the previous City Council meeting and the following is a summary of the payment released: The payroll of the City of Baldwin Park consist of check numbers 198182 to 198210. Additionally, Automated Clearing House (ACH) Payroll deposits were made on behalf of City Employees from control number 250624 to 250900 for the period of July 31, 2016 through August 13, 2016, inclusive; these are presented and hereby ratified in the amount of $411,781.14. 2. 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O H N N b ro J H O 0 w O 7., w w H H m dC ®] H H J 0 C, H H O O Ul N N m H H In N iP IP N N O O ar al w oP H m U1 O U1 H O m oP a\ o m m N H I al H w o Ul w az ;>y az m IP m m Ul w w b H H H H H H H H H w U] m U) U] US U) W (n FA 4z] 4Z] GZ� Q Gz] (z7) 4Z7 H 0 H n M I ro M Li N ITEM NO. ��i% %STAFFREPORT ��/, i i h, TO: Honorable Mayor and City Councilmembers IH FROM: ,�,i Rose Tam, Director of Finance / E �1�� I'" I'V/ „s ,� , ` DATE: September 7, 2016 `, ' SUBJECT: TREASURER'S REPORT JULY 2016 SUMMARY Attached is the Treasurer's Report for the month of July 2016. The Treasurer's Report lists all cash for the City (which includes the Baldwin Park Financing Authority), the Housing Authority, and the Successor Agency to the Community Development Commission (CDC). All investments are in compliance with the City's Investment Policy and the California Government Code. FISCAL IMPACT None LEGAL REVIEW None required. RECOMMENDATION Staff recommends that Council receive and file the Treasurer's Report for July 2016. BACKGROUND The City's Investment Policy requires the Treasurer's Report be submitted to the Mayor and City Council on a monthly basis. CITY OF BALDWIN PARK TREASURER'S REPORT 7/31/2016 INVESTMENT INTEREST PURCHASE MATURITY DESCRIPTION RATE DATE DATE State of California Local 2,995,707.62 2,995,707.62 2,995,707.62 2,995,707.62 Agency Investment Fund 4,087,786.15 4,087,786.15 $ _ 27,335,269.23 $ 27 335 269 23 City 0.59% Varies Varies Housing Authority 0.59% Varies Varies Fiscal Agent Funds - City Varies Varies Varies Fiscal Agent Funds - Successor Agency Varies Varies Varies ESTIMATED PAR CURRENT BOOK MARKET VALUE PRINCIPAL VALUE VALUE 20, 238,646.51 20, 238, 646.51 20, 238, 646.51 20,238, 646.51 13,128.95 13,128.95 13,128.95 13,128.95 _..... 20,251,775.46 20,251,775.46 20,251,775.46 20,251,775.46 2,995,707.62 2,995,707.62 2,995,707.62 2,995,707.62 4,087,786.15 4,087,786.15 4,087,786.15 4,087,786.15 $ _ 27,335,269.23 $ 27 335 269 23 7,083,493.77 $ 27,335,269,23 Total Investments $ 27,335,269.23 Cash City Checking 6,020,663.03 City Miscellaneous Cash 43,930.11 Comm. Develop. Comm. 0.00 Successor Agency 2,949,097.71 Housing Authority 81,430.89 Financing Authority 0.00 Total Cash 9,095,121.74 Total Cash and Investments $ 36,430,390.97 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 July 2016 and several deposits/withdrawals 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. Approved by: ,�/ "Is—, O.se Tam Director of h 1411ce ITEM NO. STAFF RESORT TO: Honorable Mayor and City Councilmembers 6k ' Al 0'FROM: Shannon Yauchzee, Chief Executive Officer THE SAN GABRIEL � DATE: September 7, 2016 SCAN ' ` SUBJECT: CLAIM REJECTION 0 JAN49 SUMMARY This report requests the City Council reject the Claims for Damages to person or property received for filing against the City of Baldwin Park. FISCAL IMPACT Fiscal impact is unknown at this time. RECOMMENDATION Staff recommends that City Council reject the following claim and direct staff to send the appropriate notice of rejection to claimant(s): Mercury Insurance Co. a/s/o Salvador Mercury Insurance alleges that an overhead power line became Sanchez Garcia detached from a power pole and struck the vehicle of the claimant's insured. Subida, Rogelito Claimant alleges the police department illegally towed and impounded his vehicle. Chen, Dingzhong Claimant alleges block wall was damaged by city employee; wall was actually damaged by third party. This government claim, and all government claims, should be considered as potential lawsuits in the future. Thus, it is requested that all City Staff, the Mayor and all Councilmembers refrain from making any statements, whether public or private in nature. It is important that no statements be made so as to not prejudice this claim in any way which can happen if public or private comments are made about this claim by City staff or Councilmembers. BACKGROUND 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 motion and that the claimants are sent written notification of said action. LEGAL REVIEW Any specific questions should be referred to the City Attorney. ALTERNATIVES There are no other alternatives for the Council to consider since rejection of the claims is necessary for the Statute of Limitations to begin on the claims received. Z MINUTES BALDWIN PARK CITY COUNCIL REGULAR MEETING JULY 20, 2016, 7:00 P.M. COUNCIL CHAMBER -14403 E. Pacific Avenue, Baldwin Park, 91706 These minutes are presented in Agenda order. Various announcements or discussions may have occurred before or after the title under which they are presented. CALL TO ORDER The meeting was called to order by Mayor Pro Tem Garcia at 7:06 p.m. INVOCATION The invocation was provided by Councilmember Pacheco PLEDGE OF ALLEGIANCE. The Pledge of Allegiance was led by Mayor Pro Tem Garcia. ROLL CALL MEMBERS PRESENT: Council Member Ricardo Pacheco Council Member Monica Garcia Council Member Susan Rubio Mayor Pro Tem Cruz Baca Mayor Manuel Lozano — Having been previously excused, Mayor Lozano returned to the dais at 7:38 p.m. REPORT ON CLOSED SESSION Mayor Lozano stated that, by a vote of 3 — 2, Council authorized the City Attorney and staff to prepare and enter into a Development and Disposition Agreement (DDA) with Walburn Development for design of transit oriented development in the downtown area. ANNOUNCEMENTS Councilmember Baca asked that the meeting be closed in memory of Marion Marino, a long time Baldwin Park resident; extended sincerest condolences to family and friends. Also, condolences to the families of fallen officers throughout the nation. Councilmember Rubio also requested that the meeting be closed in memory of Issac Mandealo, a former Baldwin Park High School student who recently passed. PROCLAMATIONS COMMENDATIONS & PRESENTATIONS • Presentation of Certificate of Recognition to David Gaither for being named Baldwin Park High School 2016 Coach of the Year — Girls Softball Team Councilmember Pacheco presented Coach Gaither with a Certificate of Recognition and thanked him for his contribution to school athletics. • Presentation of Plaque to Vernon Moyer in recognition of his retirement from the San Gabriel Valley Boys and Girls Club in Baldwin Park Mayor Pro Tem Garcia presented a plaque to Mr. Moyer and thanked him for his long service to the community and to the youth of Baldwin Park. • Presentation of Plaque to Luz Mercado, Sierra Vista High School Student, in recognition of her Outstanding Academic Achievement Councilmember Baca presented a plaque to Ms. Mercado and commended her on her pursuit of education and realizing her dream of attending Stanford University. • Presentation by Kosmont & Associates, Inc., with status on the Kosmont Retail NOW! Advisory and Implementation Process. Ken Hira, representing Kosmont & Associates, Inc., narrated a PowerPoint presentation and provided an executive summary of the progress made on the Retail NOW project; illustrated demographics; local income and workforce levels, and how current retail businesses are doing compared to surrounding cities; pointed out retail voids and where "retail leakage" is occurring and suggested possible solutions which could include approaching some large retailers to consider development on some vacant real estate around the city. PUBLIC COMMUNICATIONS Mayor Lozano opened Public Communications at 7:59 p.m. and noted that each speaker is permitted a total of three (3) minutes to speak. Margarita Vargas, Baldwin Park resident, commended Luz Mercado and the recognition she received in this evening's meeting; noted that Ms. Mercado was awarded a $1,000 from the Baldwin Park Women's Club. David Diaz, Pastor of New Beginning Community Ministries, spoke about the Care Acts Outreach program, which is an organized effort of 200 volunteers to assist the disadvantaged or elderly who are unable or have stopped trying taking care of their property by doing repairs and minor renovations. Noted that this work will require disposal of some materials and trash, and that assistance with trash bins or other means of disposing of the trash would be appreciated. Iry Taragosa, Baldwin Park resident, noted that there has been an increase in the number of bicycle riders and asked that the City be proactive in educating people on bicycle safety and, given the goal of increasing bike riding as a means of transportation, educating people on the rules of the road for the bicyclist and the motorist. Arturo Luna, Baldwin Park resident, commented on the recently approved Fiscal Budget for 2016-17; opined that the City throws away money; stated that City staff work for citizens and should be financially responsible; commented on the presentation by Kosmont, noting that the economy in the city cannot sustain the suggested projects. Diane Valet, Baldwin Park resident and volunteer with Bike San Gabriel Valley, spoke about the recent fatal accident of a bicyclist and the concern for bicycle safety; noted that Bike San Gabriel Valley offers free educational and skills courses for bicyclists and extended invitation to Council to come participate in the classes not only to educate but to set an example for the community. ,duan Rios, Baldwin Park resident, spoke about his previous inquiry in which he asked for information regarding an increase in pay and benefits for Council, asking whether there was a violation of the Brown Act; opined that the Mayor and City Council seats are part-time positions Page 2 of 14 and should be treated as such; expressed concern regarding loitering at Barnes Park after 10:00 P.M. Thomas Kerry, San Bernardino resident, commented on the Kosmont presentation; suggested that no one upgrade their computers to Windows 10 as it may cause problems; commented on the recent police killings across the country. &L@L 1abre', Baldwin Park resident and business owner, stated that the area around his business is very dark and, because of this, he has problems with graffiti and drug dealers in the area; his are is in need of street lighting in front of his business. Daniel Damian, Baldwin Park resident and business owner, commented on the funding of the July 4 event from the Business Improvement Tax; asked about additional expenditures that are being taken from the Business Improvement Tax fund; noted that many of the expenditures from this fund is not appropriate; asked why there are not business owners on the Business Improvement Advisory Council. Gam- Tuttle, Baldwin Park business owner, wants full accountability of expenditures from Business Improvement Tax fund; stated that he had filled out more than 100 of the Vector Control public opinion post cards despite his not being a resident; commented on another consultant who is being paid but without producing any results. Mrs. Sandoval, Baldwin Park resident and business owner, appreciated the July 4 celebration but objects to the event being paid for with Business Improvement Taxes; stated that she is a small business owner and feels that fees and taxes are a burden on small businesses; also pointed out that the last time Waste Management raised their fees, her bill went up 350% and that her garbage bill is now more than her electric bill. Seeing no others wishing to speak, Public Communications closed at 8:30 p.m. At the conclusion of Public Communications, Mayor Lozano directed that staff prepare a report which identifies the expenditures from the Business Improvement Tax fund. CONSENT CALENDAR Council pulled Item Nos. 5, 6, 7, 8, 9 and 10 from Consent Calendar for further discussion. 1. WARRANTS AND DEMANDS Staff recommends City Council ratify the attached Warrants and Demands Register. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to ratify the Warrants and Demands Register. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 2. TREASURER'S REPORT — MAY 2016 Staff recommends that Council receive and file the Treasurer's Report for the month of May 2016. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to receive and file the Treasurer's Report. Page 3 of 14 AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 3. REJECTION OF CLAIMS Staff recommends that Council reject the following claim(s) and direct staff to send appropriate notice of rejection to claimant(s): Fabacher, Michael Joseph Claimant alleges the police department illegally towed and impounded his vehicle. Ibrahim, Akram Claimant alleges the police department illegally towed and impounded his vehicle. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to reject the claim(s) and direct staff to send appropriate notice of rejection to claimant(s). AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 4. APPROVAL OF MEETING MINUTES Staff recommends that Council receive and file the following Meeting Minutes: A. Meeting Minutes of the Regular City Council Meeting held on June 15, 2016. B. Meeting Minutes of the Special City Council Meeting and the Finance Authority and Housing Authority Meetings held on June 20, 2016. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to receive and file the minutes. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 5. CONSIDERATION OF ANNEXATION OF THE CITY OF BALDWIN PARK TO THE SAN GABRIEL VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT Staff recommends that Council: 1. Receive and file the report by Infrastructure Engineers on the dissemination of the informational advisory process made to citizens of the city of Baldwin Park regarding the proposed annexation to the San Gabriel Valley Mosquito and Vector Control District. 2. Approve and adopt Resolution No. 2016-129, entitled "A Resolution of the City Council of the City of Baldwin Park, Authorizing City Staff to Proceed with Application to the Local Agency Formation Commission of the County of Los Page 4 of 14 Angeles (LAFCO) to Initiate the Annexation of the City of Baldwin Park into the San Gabriel Valley Mosquito and Vector Control District." 3. Authorize the Chief Executive Officer to execute any application forms pertaining to the annexation and any other documents required to complete the requested process. Councilmember Rubio had several questions and concerns regarding this item, including the absence of a report, the gathering of data and tallying of postcards; how the mailing of postcard was conducted, noting that she did not receive one; expressed great concern that, of the 17,500 postcards that were supposed to have been sent out, only about 575 were returned to the City; inquired about how information of the community meetings was disseminated. Councilmember Baca mentioned that she did not receive the notification either and inquired about some of the costs associated with this project, noting that it may have been more effective to have handled this in-house rather than paying an outside consultant to do the work. A motion was made by Pacheco and seconded by Garcia, with Baca and Rubio objecting. Mayor Lozano directed the City Clerk to conduct a Roll Call vote: AYES: Garcia, Lozano, Pacheco NOES: Baca, Rubio. ABSENT: None. ABSTAIN: None. The motion made by Councilmember Pacheco, seconded by Mayor Pro Tem Garcia, and passed (3 — 2) with Councilmembers Baca and Rubio voting no. Following passage of the item, discussion continued and Council concurred on the need for mosquito abatement. Ken Fujioka, representing from Vector Control District explained that there are two components to the services provided by Vector Control, noting that the first thing is to inspect the property and point out sources that would cause and increase mosquito presence, and that the District obtains samplings of mosquitos to test for signs of the Zika or other life-threatening viruses being carried by the pests. A motion was made by Pacheco, seconded by Garcia, and carried (3 — 2) with Baca and Rubio voting no, to: 1. Receive and file the report by Infrastructure Engineers on the dissemination of the informational advisory process made to citizens of the city of Baldwin Park regarding the proposed annexation to the San Gabriel Valley Mosquito and Vector Control District. 2. Approve and adopt Resolution No. 2016-129, entitled "A Resolution of the City Council of the City of Baldwin Park, Authorizing City Staff to Proceed with Application to the Local Agency Formation Commission of the County of Los Angeles (LAFCO) to Initiate the Annexation of the City of Baldwin Park into the San Gabriel Valley Mosquito and Vector Control District." Page 5 of 14 6. 7. 3. Authorize the Chief Executive Officer to execute any application forms pertaining to the annexation and any other documents required to complete the requested process. AYES: Garcia, Lozano, Pacheco NOES: Baca, Rubio. ABSENT: None. ABSTAIN: None. APPROVE CORRECTION TO RESOLUTION RECORDS Staff recommends that Council authorize staff to take the necessary administrative actions to correct the previously approved Resolution No. 2016-0112 and Resolution No. 2016-0113, respectively, and renumber these with the correct numbers of 2016-132 and 2016-133, respectively. Councilmember Rubio asked for and received clarification that the remuneration of these Resolution is strictly administrative and there was no duplication of actions. A motion was made by Rubio, seconded by Pacheco, and carried (5 — 0) to authorize staff to take the necessary administrative actions to correct the previously approved Resolution No. 2016-0112 and Resolution No. 2016-0113, respectively, and renumber these with the correct numbers of 2016-132 and 2016-133, respectively. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. CERTIFICATION OF COMMUNITY HOUSING DEVELOPMENT ORGANIZATION (CHDO) AND APPROVAL OF THE AFFORDABLE HOUSING AGREEMENT Staff recommends that the City Council: a) Certify Rio Hondo Community Development Corporation (Rio Hondo CDC) as the City's CHDO; b) Commit HOME CHDO funds in the amount of $252,662 to Rio Hondo CDC; and c) Approve the Affordable Housing Agreement authorizing Rio Hondo CDC to negotiate with the Housing Successor Agency for the purchase of the property located at 4500 Bresee Avenue. Councilmember Baca inquired about the acquisition of the property by Rio Hondo and how funding for the purchase would be handled. Housing Manager Suzie Ruelas explained that Rio Hondo would be financing the property and the City would hold a lien on the property until the loan is paid off. A motion was made by Baca, seconded by Lozano, and carried (5 — 0) to: a) Certify Rio Hondo Community Development Corporation (Rio Hondo CDC) as the City's CHDO; Page 6 of 14 b) Commit HOME CHDO funds in the amount of $252,662 to Rio Hondo CDC; and c) Approve the Affordable Housing Agreement authorizing Rio Hondo CDC to negotiate with the Housing Successor Agency for the purchase of the property located at 4500 Bresee Avenue. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 8. ACCEPTANCE OF IMPROVEMENTS AND AUTHORIZE THE FILING OF A NOTICE OF COMPLETION FOR CITYWIDE PARKWAY PLANTING PROJECT Staff recommends that Council accept the planting of 500 trees by the San Gabriel Valley Conservation Corps, and authorize the submittal for recordation of a Notice of Completion (NOC) to the Los Angeles County Recorder's Office. This recordation will enable staff to submit for grant reimbursement. Councilmember Rubio extended her thanks to Danny Oxaca for his work in administering this program and commented on what a great organization it is. A motion was made by Rubio, seconded by Baca, and carried (5 — 0) to accept the planting of 500 trees by the San Gabriel Valley Conservation Corps, and authorize the submittal for recordation of a Notice of Completion (NOC) to the Los Angeles County Recorder's Office. This recordation will enable staff to submit for grant reimbursement. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 9. APPROVAL OF ADMINISTRATIVE POLICY NO. AP -16-031, ENTITLED "BALDWIN PARK SOCIAL MEDIA POLICY" Staff recommends that Council approve Administrative Policy No. AP -16-031, entitled "Baldwin Park Social Media Policy." Councilmember Rubio requested that this policy be revised to include a moratorium on council/candidate activities on social media two months prior to an election to insure that there is no perception of improper use of social media for political gain, noting that such a decision will be good for the City and its future legislative body members. Several questions and suggestions were discussed; Councilmembers expressed the desire to have staff present information on this proposed policy in a Study Session. Exclude from social media by name and image for a period of two months prior to election to discourage campaign promotion Motion by Rubio, seconded by Pacheco, carried (5 — 0) to direct staff to look at social media policy of surrounding cities and then bring the item back before Council for further consideration. Page 7 of 14 AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 10. AWARD OF BID — CITY PROJECT NO. 2016-0150, STREET RECONSTRUCTION PROJECT AT KENMORE AVENUE, OHIO STREET AND ALLEYWAYS Staff recommends that Council approve and award the contract to Gentry General Engineering, Inc., in the amount of $495,150, and authorize the Mayor to execute the contract for City Project No. 2016-0150 - Street Reconstruction Project at Kenmore Ave., Ohio St. and Alleyways. Councilmember Rubio inquired about this project, noting that the award amount seemed on the low side and there is concern regarding performance with this contractor. Interim Public Works Director Sam Gutierrez explained that staff did a thorough bid evaluation, including calling all the references provided by the Contractor, and received nothing but good reviews and positive feedback; explained that the contractor is aware of the importance of this project and has vowed to stand by the quality of the product and work performed. Councilmember Rubio requested that the item be pulled to allow time for Council to meeting with the contractor and discuss the project, however, Councilmember Pacheco pointed out that statute requires that the award go to the low responsible bidder. A motion was made by Garcia, seconded by Pacheco, and carried (5 — 0) to approve and award the contract to Gentry General Engineering, Inc., in the amount of $495,150, and authorize the Mayor to execute the contract for City Project No. 2016-0150 - Street Reconstruction Project at Kenmore Ave., Ohio St. and Alleyways.. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. PUBLIC HEARING 11. CONDUCT A PUBLIC HEARING AND, FOLLOWING THE PUBLIC HEARING, ADOPT RESOLUTION NO. 2016-136, APPROVING THE ENGINEERS REPORT FOR THE CITYWIDE PARK MAINTENANCE ASSESSMENT DISTRICT FOR FY 2016-2017, DECLARING THE INTENT TO LEVY AND COLLECT ASSESSMENTS Staff recommends that Council conduct a public hearing and, following the public hearing, adopt Resolution No. 2016-136, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineer's Report for the Citywide Park Maintenance Assessment District for FY 2016-2017, Declaring the Intent to Levy and Collect Assessments." Mayor Lozano opened the Public Hearing at 9:31 p.m. and invited those wishing to speak in opposition to this item to come forward and be heard. Page 8 of 14 Arturo Luna, Baldwin Park resident, opined that this is "taxation without representation" and that no one cares that the City is in debt; asked how the City Attorney can allow decisions to be made that would put the City in more debt; stated that the CEO should be working for the people, not for the members of Council. Gre Tuttle, Baldwin Park business owner, inquired as to what firm prepares the engineering reports. Daniel Damian, Baldwin Park resident, expressed opposition to being taxed when the funds are not used for park maintenance; pointed out that community softball teams have to pay the City to use parks for play but the soccer teams are not having to pay equally; asked for an explanation of how the funds are being used because park maintenance is shoddy, particularly the restrooms at Shire Park. Unidentified woman, Baldwin Park resident and business owner, asked why the citizens are being taxed when there is trash everywhere, particularly at Garvey and the [10] freeway; inquired as to how much money is being spent on street sweepers. Subsequently, the Mayor invited those wishing to speak in support of this item to come forward and be heard. Seeing not others wishing to speak, Mayor Lozano closed the Public Hearing at 9:40 p. M. In response to Council questions, Interim Director Sam Gutierrez and staff stated that these funds are used for park maintenance such as lawn care, irrigation, painting and other repairs; also stated that this assessment is reoccurring and any increases to these levies are based on the CPI. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to approve and adopt Resolution No. 2016-136, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineer's Report for the Citywide Park Maintenance Assessment District for FY 2016-2017, Declaring the Intent to Levy and Collect Assessments. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 12. CONDUCT A PUBLIC HEARING AND, FOLLOWING THE PUBLIC HEARING, ADOPT RESOLUTION NO. 2016-137, APPROVING THE ENGINEERS REPORT FOR THE CITYWIDE LANDSCAPING AND LIGHTING MAINTENANCE ASSESSMENT DISTRICT FOR FY 2016-2017, DECLARING THE INTENT TO LEVY AND COLLECT ASSESSMENTS Staff recommends that Council conduct a public hearing and, following the public hearing, adopt Resolution No. 2016-137, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineers Report for the Citywide Landscaping and Lighting Maintenance Assessment District for FY 2016-2017, Declaring the Intent to Levy and Collect Assessments." Mayor Lozano opened the Public Hearing at 9:42 p.m. and invited those wishing to speak in opposition of this item to come forward and be heard. Arturo Luna_, Baldwin Park resident, spoke in opposition to the proposed assessment, Page 9of14 opining that it is just one more tax burden on the community. Seeing no one come forward, the Mayor invited those wishing to speak in support to this item to come forward and be heard. Seeing not others wishing to speak, the Mayor closed the Public Hearing at 9:46 p.m. Mayor Lozano explained that this is not an additional tax being levied and that this is simply a reoccurring tax levy that has been in place for many years. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to approve and adopt Resolution No. 2016-137, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineers Report for the Citywide Landscaping and Lighting Maintenance Assessment District for FY 2016-2017, Declaring the Intent to Levy and Collect Assessments." AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 13. CONDUCT A PUBLIC HEARING TO CONSIDER THE RATE ADJUSTMENT REQUEST FOR SOLID WASTE FEES AND, FOLLOWING THE PUBLIC HEARING, ADOPT RESOLUTION NO. 2016-138 APPROVING THE RATE ADJUSTMENTS Staff recommends that Council conduct a public hearing and, following the public hearing, approve Resolution No. 2016-138, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Adopting the Amended Fee Schedule for Solid Waste Collection and Recycling Services, to Reflect Consumer Price Index Increases, Mandated Organic Recycling Requirements (AB1826) and Green Waste Quarantine Surcharges." Mayor Lozano opened the Public Hearing at 9:58 p.m. and invited those wishing to speak in opposition to this item to come forward and be heard. Iden Woods, Baldwin Park resident and business owner, spoke in opposition to the rate increase, pointing out that he has been forced to reduce the size of his waste bins yet they are now going to raise the fees. Jesus Garcia, Baldwin Park resident, stated that no correspondence from Waste Management that would explain the proposed increase was received at his home, nor was it received at many of the residents surrounding him; objected to the increase because some of the "pass-thru" charges being proposed would be charged to him yet he would not be contributing to the volume or type of waste being picked up (referring to green waste). Arturo Luna, Baldwin Park resident, expressed objection to the proposed rate increase and stated that Waste Management was given a "super contract;" inquired as to what larger customers such as Walmart, Home Depot and others pay in fees; asserted that the City is wasting money. Greg Tuttle, Baldwin Park business owner, spoke out against the rate increase and asserted that waste collection services have not been competitively bid as they should be. Page 10 of 14 Subsequently, the Mayor invited those wishing to speak in support of this item to come forward and be heard. Seeing not others wishing to speak, the Mayor closed the Public Hearing at 10:16 p.m. Discussion ensued and Council sought additional information and clarification from staff and the Waste Management representative as to the justification that warrants the proposed fee increases. Council directed staff to arrange for Waste Management to present at a future Study Session to explain the increase in fees. A motion was made by Lozano, seconded by Baca, and carried (5 — 0) to approve Resolution No. 2016-138, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Adopting the Amended Fee Schedule for Solid Waste Collection and Recycling Services, to Reflect Consumer Price Index Increases, Mandated Organic Recycling Requirements (AB1826) and Green Waste Quarantine Surcharges" with the striking of Section 3 of the Resolution which references the Green Waste Quarantine Surcharge. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 14. CONDUCT A PUBLIC HEARING REGARDING THE AMENDMENT TO THE FISCAL YEAR 2016-2017 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP FUND (HOME) ANNUAL ACTION PLAN Staff recommends that Council conduct a public hearing and, following the public hearing, approve: a) The identified areas in Table 2 as CDBG Code Enforcement Designated Areas; and b) The Amendments to the FY 2016-2017 Annual Action Plan. Mayor Lozano opened the Public Hearing at 10:21 p.m. and invited those wishing to speak in opposition to this item to come forward and be heard. Seeing no one come forth, the Mayor invited those wishing to speak in support of this item to come forward and be heard. Seeing no one wishing to speak, the Mayor closed the Public Hearing at 10:21 p.m. Councilmember Rubio asked that staff prepare a report to explain why the Pride Platoon had been eliminated from the list of fund recipients. Councilmember Baca also requested additional information about fund changes pertaining to Code Enforcement. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to approve the identified areas in Table 2 as CDBG Code Enforcement Designated Areas; and the Amendments to the FY 2016-2017 Annual Action Plan.. AYES: Baca, Garcia, Lozano, Pacheco, Rubio Page 11 of 14 NOES: None. ABSENT: None. ABSTAIN: None. REPORTS OF OFFICERS 15. REVIEW OF THE SIX-MONTH GRANT WRITING UPDATE FROM CALIFORNIA CONSULTING, LLC Staff recommends that Council review and receive the update report and provide direct to staff accordingly. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to bring this item back at the next Regular Meeting of August 3, 2016. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 16. REVIEW OF CURRENT APPLICATIONS AND CONSIDER APPOINTMENT OF OFFICE SEAT NO. 5 ON THE RECREATION AND COMMUNITY SERVICES COMMISSION, AND APPROVE RESOLUTION NO. 2016-124 ACCORDINGLY Staff recommends that Council review the Commission applications submitted for Office Number 5 of the Recreation and Community Services Commission, accept nominations, authorize staff to initiate the appropriate background checks through the Department of Justice (DOJ) and, contingent upon satisfactory clearance by the DOJ, appoint individuals to the respective City Commissions and adopt Resolution No. 2016-124, entitled, "A Resolution of the City Council of the City of Baldwin Park Appointing Individuals to the Recreation & Community Services Commission of the City of Baldwin Park, to Office Numbers 1, 2, 3, 4, and 5." A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to bring this item back at the next Regular Meeting of August 3, 2016. AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. 17. APPROVE RESOLUTION NO. 2016-127, ENTITLED "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, APPOINTING REPRESENTATIVES AND ALTERNATES AS OFFICIAL REPRESENTATIVES OF THE CITY," AND FOLLOWING REVIEW AND APPOINTMENT OF MEMBERS TO ESTABLISHED COMMITTEES, ADOPT SAID RESOLUTION Staff recommends that Council 1) review and appoint members to the positions of representatives and alternates of the established committees and organizations presented in Resolution No. 2016-127, entitled "A Resolution of the City Council of the City of Baldwin Park, California, Appointing Representatives and Alternates as Official Representatives of the City;" and 2) review in-house committee appointments and select or nominate members as representatives of these committees accordingly. A motion was made by Lozano, seconded by Pacheco, and carried (5 — 0) to bring this item back at the next Regular Meeting of August 3, 2016. Page 12 of 14 AYES: Baca, Garcia, Lozano, Pacheco, Rubio NOES: None. ABSENT: None. ABSTAIN: None. MOTION FOR ADJOURNMENT A motion was made by Pacheco, seconded by Garcia to adjourn the meeting and carry any remaining items forward to the next regularly scheduled Council Meeting. Mayor Lozano and Councilmembers Baca and Rubio expressed objection. Mayor Lozano directed the City Clerk to take a Roll Call Vote for the motion to adjourn: AYES: Garcia, Pacheco. NOES: Baca, Lozano, Rubio. ABSENT: None. ABSTAIN: None. The motion to adjourn was defeated (3 — 2) with Mayor Pro Tem Garcia and Councilmember Pacheco voting no. Subsequently, Mayor Pro Tem Garcia and Councilmember Pacheco excused themselves from the meeting and left the dais at 10:32 p.m. CITY COUNCIL / CITY CLERIC I CITY TREASURER / STAFF REQUESTS I COMMUNICATIONS Request by Councilmember Cruz Baca discussion and direction to staff on the following: • Councilmember Baca is requesting a discussion on "Bike Safety" with regard to what can be done to make "cyclists/public" aware of rules, safety issues, and existing helmet laws. Councilmember Baca began discussion on the need to educate the community on proper bicycle safety and helmet laws; suggested that information be posted on the City website and conduct community meetings to instruct riders on proper cycling etiquette and safety. • Councilmember Baca is requesting a discussion on the 2017 July 4th Fireworks show and exploring the idea of having business sponsorship(s) to help fund the event. Councilmember Baca asked that discussion be opened in January 2017 to consider sponsorship for the 2017 July 4th event. She knew of several interested parties but nothing came of the proposals. Request by Councilmember Susan Rubio for discussion and direction to staff on the following: • Councilmember Rubio is requesting consideration of a City Ordinance to regulate fireworks better by 1) deterring the use of illegal fireworks, and 2) limiting the days that "Safe and Sane" fireworks can be used. Councilmember Rubio expressed great concern regarding the problems recently experienced during the period pre- and post- July 4th, stating that it sounded like a war zone because of all the fireworks going off; expressed great concern for elderly, ill and veterans that may be effected by the abuse of fireworks. Councilmember Rubio asked Chief Taylor to clarify what the current ordinance allows and does not allow, and sought suggestions for ways to mitigate the problem by tightening the restrictions and shortening the timeframe in which the community is allowed to possess fireworks and enforce the "safe and sane" fireworks requirement. Page 13 of 14 Chief Taylor suggested that adjustments be made to the application of fines in addition to the tightening of restrictions to discourage violations. • Councilmember Rubio is requesting consideration to renegotiate consultant contracts with overlapping services that have not produced results. Councilmember Rubio expressed great concern regarding invoices that have been submitted by consultants that are vague and seem excessive; opined that much of the billing time is being padded and she strongly believes that staff should be reviewing invoices more closely and verifying that the work being billed actually occurred. Mayor Lozano asked that the Berkshire Contract also be examined in the review. • Councilmember Rubio is requesting consideration of a space near the Police Department to designate as an e-commerce (buyer/seller) exchange area to protect consumers from theft or inappropriate behavior, as well as a designated child custody drop-off area. Councilmember Rubio stated that this item can be moved forward to the next meeting. • Councilmember Rubio is requesting discussion and consideration to enhance and/or implement new programs to improve police/community relations. Councilmember Rubio stated that this item can be moved forward to the next meeting. ADJOURNMENT There being no other business to discuss, and all other matters having been addressed, a motion was made by Lozano, seconded by Baca, to adjourn the meeting at 10:53 p.m. Mayor ATTEST: Manuel Lozano, Mayor Alejandra Avila, City Clerk APPROVED:. Page 14 of 14 SUMMARY The purpose of this staff report is to consider an extension to the Exclusive Negotiation Agreement (ENA), contract #2015-0107 with ROEM Development Corporation for an additional 365 days. FISCAL IMPACT There is no immediate fiscal impact to the approval of an extension to this ENA. RECOMMENDATION Staff recommends the City Council: 1. Approve the extension to the ENA with ROEM Development Corporation; and 2. Authorize the Mayor to execute the necessary documents for the extension. LEGAL REVIEW The City Attorney has reviewed the request and has drafted an Extension to continue the ENA for an additional 365 days. BACKGROUND At their regular City Council meeting on October 7, 2015, City Council authorized the approval on an Exclusive Negotiation Agreement (ENA) with ROEM Development Corporation (ROEM) for a potential Phase II to the current Transit Oriented Mixed -Use development project (Metro Village) that has been recently completed. This project is located between Ramona Blvd. to the north and the Baldwin Park Civic Center to the south. As part of the original ENA, Phase II of the project would consolidate two (2) privately owned parcels and one (1) small City owned parcel currently used by the Police Department as a temporary parking lot. The combination of all three parcels is sufficient to accommodate a multi -story, mixed-use, mixed -income project and an open public plaza complementing Phase I, Metro Village. Since the execution of the ENA ROEM has been in communication with the owners of the two privately owned parcels but have not been able to solidify the project. There has been progress with one owner but are still working with the other owner. Due to the importance of this project and its immense potential impacts to the downtown area, staff is recommending that the current ENA be extended an additional 365 to continue working with the private owners and to explore all available options. ALTERNATIVES The City Council may decide not to pursue the extension and allow the current ENA to expire in October 2017. ATTACHMENTS 1. Extension #1 Soo STAFF REPORT; J��i�/r�i��j��Jl TO: Honorable Mayor and Members of the City Council :-Auri c� FROM: Manuel Carrillo Jr., Director of Rec. & Community Sews°rias Uel" DATE: September 7, 2016 ,, /,VA LEY `��, SUBJECT: EXTENSION OF THE EXCLUSIVE NEGOTIATION JAW AGREEMENT (ENA) WITH ROEM DEVELOPMENT CORPORATION FOR A PROPOSED PHASE II TO A TRANSIT - ORIENTED MIXED-USE DEVELOPMENT BETWEEN RAMONA BLVD AND THE BALDWIN PARK CIVIC CENTER. SUMMARY The purpose of this staff report is to consider an extension to the Exclusive Negotiation Agreement (ENA), contract #2015-0107 with ROEM Development Corporation for an additional 365 days. FISCAL IMPACT There is no immediate fiscal impact to the approval of an extension to this ENA. RECOMMENDATION Staff recommends the City Council: 1. Approve the extension to the ENA with ROEM Development Corporation; and 2. Authorize the Mayor to execute the necessary documents for the extension. LEGAL REVIEW The City Attorney has reviewed the request and has drafted an Extension to continue the ENA for an additional 365 days. BACKGROUND At their regular City Council meeting on October 7, 2015, City Council authorized the approval on an Exclusive Negotiation Agreement (ENA) with ROEM Development Corporation (ROEM) for a potential Phase II to the current Transit Oriented Mixed -Use development project (Metro Village) that has been recently completed. This project is located between Ramona Blvd. to the north and the Baldwin Park Civic Center to the south. As part of the original ENA, Phase II of the project would consolidate two (2) privately owned parcels and one (1) small City owned parcel currently used by the Police Department as a temporary parking lot. The combination of all three parcels is sufficient to accommodate a multi -story, mixed-use, mixed -income project and an open public plaza complementing Phase I, Metro Village. Since the execution of the ENA ROEM has been in communication with the owners of the two privately owned parcels but have not been able to solidify the project. There has been progress with one owner but are still working with the other owner. Due to the importance of this project and its immense potential impacts to the downtown area, staff is recommending that the current ENA be extended an additional 365 to continue working with the private owners and to explore all available options. ALTERNATIVES The City Council may decide not to pursue the extension and allow the current ENA to expire in October 2017. ATTACHMENTS 1. Extension #1 AMENDMENT TO ROEM PHASE II EXCLUSIVE NEGOTIATION AGREEMENT THIS AMENDMENT TO THE EXCLUSIVE NEGOTIATION AGREEMENT ("ENA") is entered into by and between the CITY OF BALDWIN PARK, a public entity, (hereinafter "City") and the ROEM DEVELOPMENT CORPORATION, a California Corporation ("Developer") under the terms and provisions set forth below. WHEREAS, the Project Phase II is the subject of the Exclusive Negotiation Agreement between the City and Developer; and WHEREAS, in furtherance of the goals and objectives of the General Plan of the City and vision for the Baldwin Park transit center, City and Developer desire to extend the negotiations concerning the development of certain land; and WHERAS, the Project Phase II is the subject of this amendment; and NOW, THEREFOR, FOR VALUABLE CONSIDERATION, the receipt of which is hereby acknowledged, the City and Developer hereto mutually agree to extend the ENA between the City and Developer for 365 days from the execution of this amendment under the same terms and conditions. The effective date of this amendment is the date it is signed on behalf of the City. Dated: 2016 THE CITY OF BALDWIN PARK By: Mayor Manuel Lozano APPROVED AS TO FORM TAFOYA & GARCIA City Attorney Dated: , 2016 ROEM DEVELOPMENT CORPORATION By: Robert Emami, President ITEM NO. 6 STAVAT REPORT TO: Honorable Mayor and Members of the City Council rrreFy FROM: Manuel Carrillo Jr., Director of Recreation & Community Servi r± q.d Arrirrw DATE: September 7, 2016 SUBJECT: STATUS REPORT FOR GREENLEAF EVENTS, INC. AGREEMENT FOR THE CERTIFIED FARMER'S MARKET AND STREET FAIR SUMMARY This staff report is to provide the City Council a status report on the agreement with GreenLeaf Events, Inc. for the Certified Farmer's Market and Street Fair (CFMSF). FISCAL IMPACT The total Fiscal Impact is unknown at this time and it is dependent on the contractor's payment for outstanding invoices through July 31, 2016 totaling $9, 214. RECOMMENDATION Staff recommends the City Council to: 1) Terminate the current contract due to the described breaches of the agreement as described herein and the failure of the vendor to return multiple calls from City Staff; and 2) Issue a Request for Proposal for a new vendor to start in the Spring of 2017. LEGAL REVIEW The City Attorney has reviewed and approved it as to form. BACKGROUND At their City Council Meeting on August 17, 2016, Councilmember Ricardo Pacheco requested a status report on the Agreement with GreenLeaf Events, Inc. The City Council approved the Agreement at their City Council Meeting back on March 2, 2016 for a Certified Farmer's Market and Street Fair which included a complete one stop shop system to include the following elements; certified farmers' market, food booths, kids zones, artisans, live entertainment, commercial vendors and a Beer Garden (provided by a local restaurant). The Certified Farmer's Market took place at Morgan Park from April 7, 2016 through August 4, reaching its highest vendor participation during the Summer Concerts in the Park with a total of 46. The City has continued to promote and advertise the event through flyers, marquee, webpage, posters, street banners and monthly ad on the City's BP NOW increase vendor and public participation. As per the Agreement the CFMSF was set to relocate to the Downtown Maine Avenue location beginning the week of August 11 tlr through December 15, 2016 Since relocating to the new location, the contractor cancelled the August 11th CFMSF for lack of vendor participation. On August 11th the City became aware of the contractor's commitment with another similar event with the (,Iptown Whittier Fainily Street. Festival, appr•o: rniartely 13 irides fron:r Ballwin Park. At the August 18th and 5t" inarket, attracted 21 to 22 vendors have Status Report for GreenLeaf Events, Inc. Agreement September 7, 2016 Page 2 participated in the weekly CFMSF. Pursuant to the Agreement, the last two (2) markets have operated under a breach of contract by not complying to provide the full -agreed elements of the market including the following; children's jumpers, stage, security guards, entertainment as well as the portable restroom trailer as stipulated in the agreement. In addition, the Agreement requires to contract with the Police Department to provide event patrol and make monthly payments for services however; to date the contractor has only made a total payment of $2,000 leaving an outstanding balance amount of $9,214 as of the July 31" invoice. The City has attempted to collect the outstanding balances for Police services over the last two months. Staff has made several attempts to collect the unpaid balance via formal meetings, weekly in person follow-up at the events, emails, calls and texts. The contractor agrees to pay weekly however; he has failed to do so. The City Attorney has sent a certified letter to officially notify the contractor of his non-payment which has caused a breach of contract and is attempting to collect the outstating balance. If contractor fails to respond, the City intendeds to enforce its rights under the Agreement which could include legal action. Pursuant to the Agreement the City receives a 10% of the gross proceeds, which have been paid up-to-date as of July 31, 2016. Total revenues for the event through July 2016 are in the amount of $1,489. In addition, the City has received numerous complaints from the local business for closing the corridor with such a low turnout of vendors and participants. Several calls have also been made to the community center for the traffic congestion the event causes on Thursday evenings on Maine Avenue. As indicated on the Agreement the City and GreenLeaf Events, Inc. has the right to terminate the agreement with or without cause for any reason, with 30 days written notice during the 8 month trial period. ALTERNATIVES The alternative would be to: 1) As recommended, terminate the current Agreement with GreenLeaf Events, Inc. and direct staff to issue an RFP for events beginning next year. At the time of the RFP's can be compared along with the option of a City run street fair and a final decision made at the time; or 2) Continue with the current contractor. This is not recommended as the contractor is not living up to the Agreement requirements; or 3) City Council provide alternative direction. ATTACHMENTS None STAFF REPORT HUB o THE SAN CaABRI L VALLEY '14D JANOOsl TO: FROM: DATE: ITEM NO, Honorable Mayor and Members of the City Council Robert N. Tafoya, City Attorney September 7, 2016 fv SUBJECT: AMENDMENT OF NOISE ORDINANCE NO. 1388 WITH RESPECT TO TIME OF ENFORCEMENT SUMMARY Lawful public and private entertainment and business activities occur within the City on a daily basis. The current noise ordinance begins enforcement of noise violations at 7:00 p.m. for some forms of noise. The solution to allowing reasonable activity by private and businesses owners is to extend the time for enforcement of certain portions of the noise ordinance to 10:00 p.m. FISCAL IMPACT Adoption of this Ordinance No. 1388 should have no fiscal impact at this time.. RECOMMENDATION Staff recommends that the City Council waives the First Reading and adopt by Title only Ordinance No 1388, entitled "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK AMENDING SECTIONS 130.31, 130.34 and 139.37 OF CHAPTER 130: GENERAL OFFENSES, OF TITLE XIII OF THE BALDWIN PARK MUNICIPAL CODE WITH RESPECT TO NOISE REGULATIONS" LEGAL REVIEW The City Attorney has reviewed the Staff Report and Ordinance as to form and content. BACKGROUND The City Council at previous council meetings discussed extending the time within which certain provisions of the noise ordinance is enforced from 7:00 p.m, to 10:00 p.m. The proposed amendment to the noise ordinance revises the definition of night and day (Section 130.31), changes the time of ambient noise measurement (Section 130.34), and revises the time for special noise sources (Section 139.37). By extending the enforcement of these provisions to 10:00 p.m., the ordinance allows for lawful beneficial activities to take place in the City. ALTERNATIVES 1) Leave the time of night for enforcement at 7:00 p.m.; or 2) Change the time of night for enforcement to some other time, ATTACHMENT Ordinance No. 1388 ORDINANCE NO. 1388 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK AMENDING SECTIONS 130.31, 130.34 and 139.37 OF CHAPTER 130: GENERAL OFFENSES, OF TITLE XIII OF THE BALDWIN PARK MUNICIPAL CODE WITH RESPECT TO NOISE REGULATIONS WHEREAS, the City Council is desirous of changing the basic time for enforcement of noise regulations from the current time of 7:00 p.m. to a later time of 10:00 p.m.; WHEREAS, changing the time of enforcement to 10:00 p.m. will allow legitimate and lawful uses to continue until a reasonable time. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY ORDAIN AS FOLLOWS: Section 1, Sections 130.31, 130.34 and 130.37 of the Baldwin Park Municipal Code are hereby amended as follows: §130.31 DEFINITIONS. DAY. The time period from 7:00 a.m. of one day to 10:00 p.m. of the same day. NIGHT. The time period from 10:00 p.m. of one day to 7:00 a.m. of the following day. §130.34 AMBIENT BASE NOISE LEVELS STANDARDS Day Night 7:00 a.m. 10:00 P.M. Zone -10:00 p. m. -7:00 a.m. §130.37 SPECIAL NOISE SOURCES (B) Radios, television sets, and similar devices. It is unlawful for any person within any residential zone of the city to us or operate any radio receiving set, musical instrument, phonograph, television set, or other machine or device for the producing or reproducing of sound (between the hours of 10:00 p.m. of one day and 7:00 a.m. of the following day) in such a manner as to disturb the peace, quiet and comfort of neighboring residents or any reasonable person of normal sensitiveness residing in the area. (1) Machinery, equipment, fans and air conditioning. It is unlawful for any person to operate any machinery, equipment, pump, fan, air conditioning apparatus, or similar 1 mechanical device (between the hour of 10:00 p.m. of one day and 7:00 a.m. of the following day), use of which is attended by loud or unusual noises." Section 2. The Mayor or presiding officer of the City of Baldwin Park City Council is hereby authorized to affix his/her signature to this Ordinance signifying its adoption by the City Council of the City of Baldwin Park. Section 3. The City Clerk of the City of Baldwin Park shall certify to the adoption of this Ordinance and cause the same to be posted at the duly designated posting places within the City and published once within fifteen (15) days after passage and adoption as required by law, or in the alternative, the City Clerk may cause to be published a summary of this Ordinance and a certified copy of the text of this Ordinance shall be posted in the Office of the City Clerk five (5) days prior to the date of adoption of this Ordinance, and, within fifteen (15) days after adoption, the City Clerk shall cause to be published the aforementioned summary and shall post a certified copy of this Ordinance, together with the vote for and against the same, in the Office of City Clerk. Section 4. This Ordinance shall go into effect and be in full force and operation from and after thirty (30) days from the date of its final passage and adoption. Section 5. If any chapter, section, subsection, subdivision, paragraph, sentence, clause or phrase, or portion of this Ordinance, or the application thereof to any person, is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance or its application to other persons. The City Council hereby declares that it would have adopted this Ordinance and each chapter, section, subsection, subdivision, paragraph, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions of the application thereof to any person, be declared invalid or unconstitutional. PASSED, APPROVED AND ADOPTED by the City Council of the City of Baldwin Park this day of , 2016. MAYOR ON ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES ss. CITY OF BALDWIN PARK I, Alejandra Avila, City Clerk, of the City of Baldwin Park, do hereby certify that the foregoing Ordinance No. 1388 was introduced for first reading at a regular meeting of the City Council held September 7, 2016 and was adopted by the City Council at its regular meeting and adopted this day of , 2016 by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: Alejandra Avila City Clerk 3 STAFF REPORT HUB of q 'ril E SAN GABRIEL VALLEY ITEM NO, TO: Honorable Mayor and Members of the City Council FROM: Robert N. Tafoya, City Attorney DATE: September 7, 2016 j�l SUBJECT: AMENDMENT OF FIREWORKS ORDINANCE NO. 1390 IN ORDER TO REDUCE THE NUMBER OF SALES DAYS AND INCREASE THE FINE FOR VIOLATION SUMMARY The City Council desires to make enforcement of illegal use of fireworks easier for the police department. To this end, reducing the days within which safe and sane fireworks may be sold and used would make enforcement of all fireworks more expeditious. This change seeks to limit the amount of time that fireworks can be sold and seeks to limit the days that safe and sane fireworks may be set off in Baldwin Park. An increase in the fine violation of the ordinance to $1000.00 would also be a deterrent to illegal use of fireworks. FISCAL IMPACT Adoption of this Ordinance No. 1390 should have no fiscal impact at this time. RECOMMENDATION Staff recommends that the City Council waives the First Reading and adopt by Title only Ordinance No. 1390, entitled "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK AMENDING SECTION 93.10 AND ADDING SECTION 93.13 OF CHAPTER 93: FIRE PREVENTION; FIREWORKS, OF TITLE IX, GENERAL REGULATIONS, OF THE BALDWIN PARK MUNICIPAL CODE" LEGAL REVIEW The City Attorney has reviewed the Staff Report and Ordinance as to form and content. BACKGROUND The City Council at previous council meetings discussed lowering the number of days that safe and sane fireworks can be sold and hence used in the City prior to the 4th of July. Concerns were raised about to prevalence of illegal fireworks going off on City streets. The Police Department had difficulty enforcing illegal fireworks because the City sanctioned fireworks were being utilized for a longer period of time coinciding with its sale ffrorn stands, Shortening the aamnint of time that fireworks can be legally sold would aid in the enforcement of illegal fireworks use. The proposed change is to noon July 1st to 12:00 a.m. July 5th. Increasing the fine for a violation of this Chapter to $1,000.00 would be a deterrent to illegal use of fireworks. ALTERNATIVES 1) Leave the number of days fireworks are sold and used, as it is currently; or 2) Change the number of days by increasing or decreasing the number in the proposed amendment. 3) Leave the fine as it currently is set. ATTACIRMENT Ordinance No. 1390 ORDINANCE NO. 1390 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK AMENDING SECTION 93.10 AND ADDING SECTION 93.13 OF CHAPTER 93: FIRE PREVENTION; FIREWORKS, OF TITLE IX, GENERAL REGULATIONS, OF THE BALDWIN PARK MUNICIPAL CODE WHEREAS, Section 93,10 of the Baldwin Park Municipal Code imposes rules and regulation for the operation of fireworks stands; WHEREAS, Section 93.10 (F) of the Baldwin Park Municipal Code provides for the time and dates that sales are allowed; WHEREAS, it is the intent of shortening the time period where fireworks are sold in order to lessen the days upon which illegal fireworks are used; WHEREAS, the City wishes to amend Section 93.10(F) in order to make safe and sane fireworks for sale and use in the City for a period of four days each year, beginning on July 15t instead of the current June 28th; and WHEREAS, the City desires to increase the fine for violation of the fireworks ordinance to $1000.00. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY ORDAIN AS FOLLOWS: Spic" 1. Section 93.10(F) and Section 93.13 of the Baldwin Park Municipal Code are hereby amended as follows: "§ 93.10 OPERATION OF STANDS. (F) Time and dates sale and use allowed. Safe and Sane F ireworks shall not be sold or used prior to 12 noon on July 1, and such sale and use shall cease at 12:00 a.m. on July 5 of each calendar year. § 93.13 FINES FOR VIOLATION OF THIS CHAPTER A violation of any provision of this Chapter by buyer or seller shall be punishable by a fine of $1,000.00 for each offense." Section 2. The Mayor or presiding officer of the City of Baldwin Park City Council is hereby authorized to affix his/her signature to this Ordinance signifying its adoption by the City Council of the City of Baldwin Park. 1 Section 3. The City Clerk of the City of Baldwin Park shall certify to the adoption of this Ordinance and cause the same to be posted at the duly designated posting places within the City and published once within fifteen (15) days after passage and adoption as required by law, or in the alternative, the City Clerk may cause to be published a summary of this Ordinance and a certified copy of the text of this Ordinance shall be posted in the Office of the City Clerk five (5) days prior to the date of adoption of this Ordinance, and, within fifteen (15) days after adoption, the City Clerk shall cause to be published the aforementioned summary and shall post a certified copy of this Ordinance, together with the vote for and against the same, in the Office of City Clerk. Section 4. This Ordinance shall go into effect and be in full force and operation from and after thirty (30) days from the date of its final passage and adoption. Section 5. If any chapter, section, subsection, subdivision, paragraph, sentence, clause or phrase, or portion of this Ordinance, or the application thereof to any person, is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance or its application to other persons. The City Council hereby declares that it would have adopted this Ordinance and each chapter, section, subsection, subdivision, paragraph, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions of the application thereof to any person, be declared invalid or unconstitutional. PASSED, APPROVED AND ADOPTED by the City Council of the City of Baldwin Park this day of , 2016. MAYOR ATTEST, STATE OF CALIFORNIA COUNTY OF LOS ANGELES ) ss. CITY OF BALDWIN PARK I, Alejandra Avila, City Clerk, of the City of Baldwin Park, do hereby certify that the foregoing Ordinance No. 1390 was introduced for first reading at a regular meeting of the City Council held September 7, 2016 and was adopted by the City Council at its regular meeting and adopted this day of 0 2016 by the following vote. K AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: Alejandra Avila City Clerk ITEM NO. I TO: Honorable Ma r� and City Councilmembers FROM: Michael Tay ief of Police ,n weor ,r �` DATE: September 7, 2111 SAr,6s1r SUBJECT: SECOND READING OF ORDINANCE 1386, ADDING AN ORDINANCE OF THE CITY OF BALDWIN PARK TO SET .... FORTH THE IMPLEMENTATION OF DEVELOPMENTAL IMPACT FEES FOR LAW ENFORCEMENT FACILITIES VEHICLES AND EQUIPMENT. SUMMARY This report requests City Council approval of Ordinance 1386, relating to the implementation of developmental impact fees for law enforcement facilities, vehicles and equipment. FISCAL IMPACT There is no negative impact to the general fund. There is the possibility the city may see an increase of up to $1,372,537.00 to the general fund over the next few decades depending on the rate of development. (Restricted to use for police department facilities, vehicles, and equipment), based on the enacting of impact fees on future developments. RECOMMENDATION Staff recommends that the City Council adopt Ordinance 1386 on second reading, read by Title only: SAN ORDINANCE OF THE CITY OF BALDWIN PARK TO SET FORTH THE IMPLEMENTATION OF DEVELOPMENTAL IMPACT FEES FOR LAW ENFORCEMENT FACILITIES VEHICLES AND EQUIPMENT"; and, waive any further reading thereof. BACKGROUND This Ordinance was introduced at the City Council meeting on March 16, 2016 for first reading, and at that meeting, Ordinance 1386 was approved by the City Council. This Ordinance allows the city to implement developmental impact fees for law enforcement facilities, vehicles and equipment. LEGAL REVIEW The City Attorney has reviewed the attached Ordinance No. 1386. ATTACHMENT #1, Ordinance J 386 Attachment I ORDINANCE NO. 1386 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ENABLING THE CITY COUNCIL TO SET FEES RELATING TO NEW DEVELOPMENT IMPACT FEES FOR LAW ENFORCEMENT FACILITIES, VEHICLES, AND EQUIPMENT WHEREAS, the City of Baldwin Park desires to maintain a quality of life, and provide the highest level of service to the residents and business community of Baldwin Park; and WHEREAS, City Council desires to set the fee schedules relating to new development to ensure they can meet the future needs of the city, as it relates to the impact of continued new development upon the fixed inventory of law enforcement facilities, vehicles, and equipment infrastructure. As per California Government Code §66000 et. Seq. and fairness, DIF's cannot address existing capital deficiencies, but only accommodate the needs generated by the City's growing population and business community. WHEREAS, it is highly likely the city will see future growth on undeveloped and developed land which will impact law enforcement services, and without this funding the current level of service, safety and commitment, provide by the Police Department to the residents and businesses, may not be maintained at the current level. WHEREAS, without this funding, the City Council could not continue to ensure that the city will be able to meet the basic law enforcement infrastructure needs accommodating new growth without unduly burdening the existing population and business community for these development -generated capital cost. WHEREAS, additional law enforcement calls -for -service are expected from new development, and the cost of adding law enforcement officers necessary to accommodate these calls -for -service demands can be determined. These new costs can be translated to a fee, or an amount, necessary to be collected to offset the added costs of the required additional law enforcement staffing space, vehicles and equipment. Providing that the fee is adopted and imposed, new development will finance its proportion of the capital costs of expansion of the law enforcement facility capacity (et al.). DIF receipts cannot be used for on-going officer salary and benefit costs. These continuing annual costs will need to be supported by increases in property and sales taxes generated by the new residences and businesses and their occupants. WHEREAS, the revenues raised from a properly calculated and legally - supported Law Enforcement DIF schedule would be limited to capital costs related to that growth. The fees would be used to expand the law enforcement facility, increase the number of response and investigator's vehicles, and properly equip additional officers. Conversely, the law enforcement DIF receipts cannot be used to rhe lace existing facilities space, vehicles or equipment. The following paragraphs are a brief Ordinance 1386 Page 2 explanation of the five DIF capital projects required to accommodate the additional calls -for -service from new development and maintain the existing level of service currently afforded to the existing population and business community. WHEREAS, the City's Police Department responses or calls -for -service records are not currently able to be used to determine the Department's calls -for -service data by land use. This is not uncommon as law enforcement services tender to categorize data in terms of the type of crime rather than the land use where the crime was committed or originated. Thus a robbery could be reported from a home, or business. WHEREAS, the use of the fee is a similar argument to the need for the fee. As the development occurs, the impact is generated and the impact fee would be collected as the development occurs. The collected DIF receipts would be put to use to acquire additional facilities, vehicles and specialty equipment necessary to respond to those additional calls, without reducing the capability of responding to calls from the existing community. WHEREAS, the existing facilities generally meet the needs of the existing community, but will prove inadequate at General Plan build -out and if no additions are made to the law enforcement capacity to serve, the law enforcement LOS will decrease. The previously included project descriptions describe the demands and relationship with the General Plan development. The cost of the additional law enforcement capital improvements/acquisitions is distributed proportionally by land use between the land uses that will generate the calls -for -service. WHEREAS, this levying of development impact fees has been reviewed by staff in accordance with the California Environmental Quality Act ("CEQA") and the CEQA Guidelines and the City of Baldwin Park Local Guidelines for implementing CEQA and it has been determined that the adoption of this Ordinance is exempt from CEQA pursuant to Sections 15378(b)(4), 15061(b)(3), and 15273 of the CEQA Guidelines, Section 21065 of the Public Resources Code. The intent of the Law Enforcement Facilities, Vehicles and Equipment Development Impact Fee Calculation and Nexus Report and proposed fees is to provide a means of mitigating some of the potential environmental impacts which have been identified in planning efforts for anticipated future growth of the City. Specific environmental studies are required to be performed for each project that requires further review under CEQA prior to approval of the specific project. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ORDAINS AS FOLLOWS: Section 1. The City Council of the City of Baldwin Park hereby approves the "Law Enforcement Facilities, Vehicles and Equipment Development Impact Fee Calculation and Nexus Report for the City of Baldwin Park" dated December 30, 2015. This document is attached as Exhibits "A" and is hereby incorporated by this reference. Ordinance 1386 Page 3 Section 2. The City Council of the City of Baldwin Park hereby adopts the findings set forth in the recitals to this Ordinance and the findings and facts contained in the "Law Enforcement Facilities, Vehicles and Equipment Development Impact Fee Calculation and Nexus Report for the City of Baldwin Park" dated December 30, 2015 attached as Exhibit "A." Section 3. New Subchapters 154,060 and 154.061 shall be added to Chapter 154 of the Baldwin Park Municipal Code to read as follows: "Law Enforcement Facilities, Vehicles and Equipment 154.060 DEPOSIT AND USE OF FEES Fees paid pursuant to this Subchapter shall be deposited into the Law Enforcement Development Impact Fund maintained by the City Treasurer, and shall be used solely for law enforcement facilities, vehicles and equipment infrastructure, generated by the city's growing population and business expansion, and cannot address any existing capital deficiencies. 154.061 PAYMENT OF FEES Except as otherwise provided in this Subchapter, any new development shall pay a Law Enforcement Facilities, Vehicles and Equipment Development Impact Fee in an amount to be established by resolution of the City Council." Section 4. That the City Clerk shall certify to the adoption of this Ordinance and this Ordinance shall become effective thirty (30) days after the date of adoption. APPROVED, PASSED, AND ADOPTED this ___—day of , 2016. Manuel Lozano, Mayor Ordinance 1386 Page 4 ATTEST: STATE OF CALIFORNIA ANGELESCOUNTY OF LOS CITY OF BALDWIN A. I, Alejandra Avila, City Clerk, of the City of Baldwin Park, do hereby certify that the foregoing Ordinance No. 1386 was introduced for first reading at a regular meeting of the City Council held March 16, 2016 and was adopted by the City Council at its regular meeting and adopted this day of _ �, 2016 by the following vote: • Alejandra Avila City Clerk STAFF REPORT /A 'V VALJ E ITEM NO. /0'. Honorable Mayor and City Councilmembers FROM: Rose Tam, Director of Finance YJ' DATE: September 7, 2016 SUBJECT: 5 -YEAR CAPITAL IMPROVEMENT PROJECT (CIP) BUDGET FOR FISCAL YEAR 2016-2021 SUMMARY This report is to present to the City Council, for its review and approval, the proposed 5 -year capital improvement projects (CIP) of the City of Baldwin Park from July 1, 2016 to June 30, 2021. The total 5 -year CIP budget is $15,704,257 as follows: Additional 2016-,17* 2017-18 2018-19 2019-20 2020-21 Total General Fund $ 38,000 $ 165,000 $ $ $ - $ 203,000 Special Revenue Funds 10,934,007 1,880,000 µ - - 12,814,007 Internal Service Funds 8,000 184,000 - - 192,000 Funding to be Determined - 875,750 281,000 383,500 955,000 2,495,250 Total $ 10,980,007 $ 3,104,750 $ 281,000 $ 383,500 $ 955,000 $15,704,257 *Only the FY 2016-17 column will require an additional appropriation at this time. Please see Attachments for details/list of the proposed CIP. FISCAL IMPACT The General Fund appropriation for FY 2016-17 will increase by $38,000, Special Revenue Funds by $10,934,007, and Internal Service Fund by $8,000. All other planned CIP from fiscal year 2017-18 to 2020-21 are presented for planning purposes and shall be funded from expected revenues in future fiscal years. RECOMMENDATION Staff evaluated the 5 -year CIP program and found the projects as necessary expenditures to maintain infrastructure and improve the City's delivery of quality services to its residents and customers. Staff recommends that the City Council approve the 5 -year CIP program and additional appropriations for FY 2016-17. LEGAL REVIEW None required. CIP Staff Report September 7, 2016 Pate 2 BACKGROUND During the preparation of the City's annual operating budget for the FY 2016-17, several capital improvement projects were deferred. As best practice, the City's department heads discussed the City's capital improvement plans for the next 5 years bearing in mind the available fund balances of each fund. After several meetings, listed below are the proposed major capital improvement plans for the next 5 fiscal years. Administration Staff recommends appropriating $203,000 to upgrade the City's telephone system and IT -related equipment from the General Fund. $8,000 is allocated for database software and will be funded by the Information Services Fund. The existing telephone system was acquired in 2005. The re- wiring of the computer network cable, database software, purchase of new desktop workstations, and network storage server will improve efficiency and increase the storage capacity of the City's computer system. Police Staff recommends allocating $90,000 for the purchase of three electric / hybrid vehicles for code enforcement and will be funded from the Air Quality Improvement Fund. $200,000 is allocated to replace the Police radio system. The existing radio system was acquired in 1997. Funding for this project is yet to be determined. Public Works Some of the major capital improvement projects that will commence in FY 2016-17 are as follows: 1. Complete Streets — Maine ($3,511,000) - to be funded from Prop C, Safe Route to School, and Active Transportation Program grants. The Maine Avenue Complete Streets project will construct improvements along Maine Avenue from Los Angeles Street to Arrow Highway. These improvements will include the reconfiguration of the corridor by means of a road diet decreasing automobile travel lanes from the current four to two. This project will also include Class II bikeways, curb extensions, sidewalk extensions, roundabout, pedestrian lighting and ADA accessibility improvements. The project is scheduled for construction in February 2017. 2. Median Landscaping ($1,925,000) - to be funded from Prop C, Gas Tax, Surface Transportation, and Measure R. This project will remove turf from selected center medians and replace it with low water landscaping. The project is nearing design completion and will be taken to City Council for approval of plans and specifications in September 2016. Construction will commence in November2016. 3. San Gabriel River Bikeway ($1,078,000) - to be funded from Surface Transportation, Bicycle and Pedestrian Safety, and other grants. The proposed bike path will run along Walnut Creek Wash from Baldwin Park Blvd. to the San Gabriel River. The pathway will connect to Walnut Creek Nature Park. The project is currently in design phase and it is not expected to go to construction until next year. 4. Walnut Creek NP Restoration, Phase 2 ($963,000) - to be funded from CDBG, California NRA and LA Parks grants. This project will bring needed structural improvements to the CIP Staff Report September 7, 2016 Page 3 park's Observation Structure. Improvements include new roofing, flooring, deck replacement and new guardrail. Additionally, a new pedestrian bridge and two play areas will be constructed featuring nature themed amenities. Other improvements include expansion of irrigation system, tree planting, concrete paving, log and boulder placement and ADA parking lot stalls. The project is expected to commence construction in August 2016. The amount includes $175,000 from CDBG Fund which is included in the FY 2016-17 adopted budget. 5. Frasier Avenue Improvement ($895,288) - to be funded from other grants. This project will provide pedestrian and bicycle safety improvements along Frasier Avenue between San Bernardino Freeway and Foster Avenue. The project is currently under design. It is expected that the design will be completed by November 2016. 6. Corak Storm Drain ($883,553) - to be funded from CDBG, Gas Tax, Prop C and Measure R. This project will bring greatly needed drainage improvements to the intersection of Ramona Blvd. and Francisquito Avenue. The benefit area includes a portion of Earl Street, Corak Street and Francisquito Avenue. This project is expected to commence construction in August 2016. The amount includes $633,553 from CDBG and Prop C which is included in the FY 2016-17 adopted budget. 7. Metrolink Quiet Zones ($500,000) - to be funded from Surface Transportation Program. This project consists of two Metrolink street crossings: Merced Avenue and MacDevitt Avenue. The project will bring needed safety improvements required by the State for the designation of a Quiet Zone 8. Pacific Ave/Bogart Traffic Signal ($484,430) - to be funded from Prop C and Highway Safety Improvement Program grant funds. This project will install a new traffic signal at Pacific Avenue and Bogart Street including all rail crossing safety improvements required by the State for designation of a Quiet Zone. 9. Bus Stop Enhancement Program ($374,000) - to be funded from Prop C and grant funds. This project will bring upgrades to City bus stops, including ADA access improvements, as well as amenities such as, new bus shelters and trash receptacles. This project is currently under design and will commence construction in January 2017. ALTERNATIVES The alternatives that the City Council can choose include: 1. Approve the 5 -Year Capital Improvement Project budget in its present form 2. Provide staff alternative direction to fund or not fund specific projects a) OPTION 1: Consider a Digital Marquee in place of banner poles b) OPTION 2: Consider adding paving of alleys in place of banner poles/Marquee ATTACHMENTS 1. 5 -Year Capital Improvement Project Summary 2. 5 -Year Capital Improvement Project Funding Schedule by Fund 3. 5 -Year Capital Improvement Project Funding Schedule by Department City of Baldwin Park Five-year Capital Improvement'Project Summary Fiscal Year 2016-17 to Fiscal Year 2020-21 General Fund Air Quality Park Fees (Quimby Act) Gas Tax Surface Transportation Traffic Congestion Bicycle and Pedestrian Safety Prop C Measure R Other Grants Information Services Fleet Service Funding to be Determined Total Additional 2016-17* 2017-18 2018-19 2019-20 2020-21 Total $ 38,000 $ 165,000 $ $ - $ - 203,000 195,000 - 195,000 66,000 66,000 495,0,00 - 495,000 11818,000 - 1,818,000 158,289 - 158,289 1,40,000 - 140,000 1,099,430 480,000 1,579,430 6110,000 600,000 1,210,000 6,352,288 800,000 7,152,288 8,000 - 8,000 - 184,000 - - - 184,000 - 875,750 281,000 383,500 955,000 2,495,250 $ 10,980,007 3,104,750 $ 281,000 $ 383,500 $ 955,000 15,704,257 *Only the FY 2016-17 column will require an additional appropriation at this time. 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N Q 4.a 61 u J u ro ® w x,I: m l7 ea el Y In .AE w^I }� m E fy �w.N m� � w ':. a -'J -6 F" c O '. c e L o 0 oa n.. v 'O m v.. aui m ml u a m wy m w w w m w m n; m v ro_ o aj vI _ 10 y_ Y_ m IO H J 'O9 N@ m c o > o b` U ro m U n ro U ro U rq m v ceti m ro U ro Y.� >au U is U m I o y a .0 o p„ w I.%,' , v 9ll 'w `m `m 4 �'�, °- ` c E' v Q icf' ,'& L m ;a w1k ro U w w o LL Isa +'U„ n.. � ac OG � ixm C rY w cY.:' m ac 11N ,. tiff '.. a m kffi m. w � m TY� m � Wi ai5�.: m K m m m mo w � r MK In J un J '... of H H ::% m K y . ,O » C O d O d Z c„ ` py cdt O m H Iun N In T In V In V1 In ID m „^M n "'. oo In N'1ry ura H m N + M m a .. VV m 4L'Y ur h m O1 m O e H n N n M n 7 n M r' IO h jyt W ma op op otu— oIaun0 oVauJp 0ndu0 U im ,a u __autiu_t�,��u_____ uuNuz a——w ITEM NO. _J1_ STAFF REPORT 'V,AL� TO: Honorable Mayor and Members of the City Council H THU6 os° FROM: Shannon Yauchzee, Chief Executive Officer Director of Finance E I Rose e Tam, V SAN GAS I L V A r DATE: Sel)tember 7, 2016 SUBJECT: REVIEW OF THE COST OF CITY FEE SERVICES BASED ON A STUDY PREPARED BY REVENUE & COST SPECIALISTS, LLC (RCS) SUMMARY Article XIIIC of the State Constitution requires that fees be set at a rate that does not exceed their cost. RCS has calculated that cost for many of the fees that have not been reviewed since 2008. Some fees need to be reduced and others can be raised to their cost if the Council wishes. To the degree that fee services are less than their cost, the general taxpayer is subsidizing that service with tax dollars. The Council may determine to continue a subsidy or may increase the fee to recoup costs. FISCAL IMPACT Staff expects to recoup an additional $196,000 per year (estimated at $131,000 for the rest of the fiscal year 2016-17) in general fund revenue from the proposed fee adjustments from the study to recoup some costs from city services that generate lesser fees than cost to perform the services. RECOMMENDATION Staff recommends the City Council: 1) Conduct the public hearing and receive public input. 2) Approve the proposed City Schedule of Fees and corresponding Resolution No. 2016-147. LEGAL REVIEW The City Attorney has reviewed the limitations on service fee adjustments, this report and approved the public hearing notice for the meeting. BACKGROUND RCS has been performing Cost of Services studies for cities and counties since 1980. The lead consultant for the City, Rick Kermer, was a co-author of the League of California Cities publication, "Cost Accounting for California Cities". Mr. Kermer was also a California CPA, audited cities and was the finance director of a city for three years. The methodology of the study closely follows the author -intent document for Proposition 4 (The Gann Initiative) which became Article XIIIC of the California Constitution. Based on the results of the RCS study of the City fees (see Attachment 1), a few of the City fees may be reduced as the fee exceeds the cost. For those services, there will be a revenue loss. For most other City services, the cost exceeds the fee and additional general fund revenue can be available if the fees are increased. The Building Permit fees are not being changed. And many fees such as planning are only being raised by about 14%. Also, the Building Industry Association of Southern California reviewed the proposed fee schedule and they have no comment. L,r R T '4 S 1) C011d pct the public hearing and carry the item over to the next meeting to finalize the new City fee schedule. 2) Provide staff alternative direction whether to proceed with the new fee structure or not. Fees can be raised no more than as justified by the study. �) Cont of Services Study prepared by RCS (this report of 246 pages is available for inspection electronically at the City Clerk's Office) 2) Resolution No. 2016-147 K Attachment # Cost of Services Study prepared by RCS Report 'is 246 pages and will be available for inspection electronically at the City Clerk's Off ice y � *' RESOLUTION NO. 2016-147 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK APPROVING THE ADOPTION OF A NEW SCHEDULE OF SERVICE FEES FOR ISSUANCE, PROCESSING AND FILING OF VARIOUS CITY SERVICES AND PERMITS IN THE CITY WHEREAS, pursuant to Article X111C of the California State Constitution, it is the intent of the City Council of the City of Baldwin Park to require the ascertainment and recovery of costs incurred by the City from the provision of services to the public; and WHEREAS, the City Council approved a contract with Revenue & Cost Specialists, LLC (RCS) on April 1, 2015 to conduct a comprehensive fee study to evaluate the various City fees charged for such services to determine if the City is recouping its costs and not overcharging for such services; and WHEREAS, said study has been completed and is available in the City Clerk's office; and WHEREAS, a properly noticed public hearing was held on September 7, 2016 to receive public comments on the proposed new City fee schedule. NOW THEREFORE BE IT HEREBY RESOLVED, by the City Council of the City of Baldwin Park as follows: 1. The new Fee Recovery Schedule for each fee and service charge is set forth in Exhibit "A", attached hereto and incorporated by reference, is hereby approved. 2. The fees established in Exhibit A shall become effective sixty (60) days after the effective date of this Resolution. 3. The City Clerk shall certify as to the adoption of the Resolution and shall cause the same to be processed in the manner required by law. PASSED, APPROVED, AND ADOPTED this 7th day of September 2016. MANUEL LOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES SS: CITY OF BALDWIN PARK I, ALEJANDRA AVILA, Deputy City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2016-xxxx was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on September 7, 2016 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDRA AVILA CITY CLERK Ot 0 g :n o +, w o o E 0 aE IE v - ° c E r u 3 o QLv, lo,',o o c tk vs. o s E o 0 o 0 _ -o > i m 4A v v env O v - v a m E u E E c a K .-� � m m m''a N o v m ry m m m N N rer Loti N 'z ti °1 p 0 N L u >O 0 no li � O O u1 '^• O O O h O O N O O m O O 6 L°¢ e ¢ O 16 m O m n -O O O O O O O O �, W m O m - j �y ® o > - 7 O pi tri o « u1 O LL � o v m r® n vi ori o m m � � � °F ° N o °' +hn - Q O y O ¢. .. ¢. pu O u O u - 0 a VI �N 0 2R N a o o u E � o T M +n o w c $ � LLy m m v x v re n a s L � 01 o o 0 o 0 0 0 0 o o 0 0 N �, 0 o o 0 0 0 C E c v v u u 0 0 a N o'. o M v m ori o m m vi tri ... `n o ''.. v rf. a o o u^., 6o N o o a o m a b.....V� E K a ZVI a r`i" VINNIVIVTiV1 rvi m oo" m" ... 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Z 2 z .—.1 1 1 1 CITY OF BALDWIN PARK EXH I BIT A-3 SCHEDULE OF FEES - RECREATION DEPARTMENT Current Fees Proposed Fees Program Description Residents Non -Residents Residents Non -Residents Swim Lessons Children $35 $50 $40 $55 Adults $45 $65 $50 $70 Recreational Swimming Youth $1.00 $2.00 $1.00 $2.00 0 —17 years Adults $1.50 $3.00 $2.00 $3.00 18 — 54 years Senior Citizens $0.50 $1.50 $0.50 $1.50 55 years + Weight Monthly $10 $13 $12 1 $15 Room 8 - 17 years u Annual $90 $126 $100 $150 8- years Monthly $20 $30 $22 $32 18 years+ Annual $180 $300 $180 $300 18 years+ Boxing Program Monthly $10 $13 $12 $15 8 - 17 years Annual $90 $126 $100 $150 8 - 17 years Monthly $20 $30 $22 $32 18 years+ Annual $180 $300 $200 $300 18 years+ 'Facility Rentals Aquatic Center 1— 20 people $63/hr $94/hr $65/hr $96/hr 21 — 50 people $89/hr $176/hr $91/hr $178/hr 51-100 people $116/hr $242/hr $118/hr $245/hr 101 — 150 people $168/hr $297/hr $170/hr $300/hr' DEPOSIT $150 $150 $150 $150 Basketball Gym 100 or less $53/hr .$99/hr $55/hr' $103/hr 101 or more $74/hr $132/hr $76/hr $135/hr DEPOSIT $150 $150 $150 $150 Amphitheater Amphitheater $74/hr $99/hr $76/hr $103/hr Lights $32/hr' $55/hr $35/hr . ^^�$60/hr Security Guard $25/hr $25/hr $25/hr $25/hr — DEPOSIT $300 $300 $300 $300 Community Center Game Room $42/hr $77/hr $45/hr $80/hr DEPOSIT $100 $100 $100 $100 Dance Studio $26/hr $46/hr $30/hr $50/hr "Meeting Rm-Single $26/hr $46/hr $31/hr $51/hr "Meeting Rm-Double $47/hr $99/hr $52/hr $105/hr Morgan Park Picnic Shelter (1-40) $50 $55 $80 $105 CITY OF BALDWIN PARK EXH I BIT A-3 SCHEDULE OF FEES - RECREATION DEPARTMENT Current Fees Proposed Fees Program Description Residents Non -Residents Residents Non -Residents Picnic Shelter (41-80) $80 ww_wwwwww $88 $115 $125 Athletic Field$53 $99 $55 $103 Lights _ $32 $55 $35 $60 Senior Center Celebration Hall $110/hr $143/hr $120/hr $153/hr (100 or less) Celebration Hall $142/hr $182/hr $152/hr $192/hr (101 or more) Security Guard $25_ /hr _--- $25/hr $25/hr' $25/hr DEPOSIT $500 $500 $500 $500 **Single Meeting Rooms $26/hr $46/hr $31/hr $51/hr (Adobe East/West, Avocado) **Double Meeting Rooms $47/hr $99/hr $52/hr $105/hr (Adobe East & West) DEPOSIT $150 $150 $150 $150 Arts & Recreation Center Celebration Hall ' $110/hr $143/hr $120/hr $153/hr (100 or less) Celebration Hall $142/hr' $182/hr $152/hr'' $192/hr (100 or more) Security Guard $25/hr $25/hr $25/hr $25/hr DEPOSIT $500 $500 $500 $500 **Multipurpose Room $47/hr $72/hr $47/hr $72/hr DEPOSIT $150 $150 $150 $150 Executive Board Room $47/hr $72/hr $50/hr $75/hr DEPOSIT $200 $200 $200 $200 Dance Studio $26/hr $46/hr $30/hr $50/hr DEPOSIT $150 $150 $150 $150 Amphitheater $74/hr' $99/hr $80/hr $103/hr Security Guard $25/hr $25/hr $25/hr, $25/hr DEPOSIT $300 $300 $300 $300 Family Service Center Hall $47/hr $99/hr $67/hr $115/hr DEPOSIT $150 $150 $150 $150 **Meeting Room $26/hr $46/hr $26/hr $46/hr DEPOSIT $150 $150 $150 $150 (Barnes Park Family Recreation Center **Meeting Room $26/hr $46/hr $30/hr $30/hr DEPOSIT $150 $150 $150 $150 Game Room $21/hr $55/hr $25/hr $60/hr DEPOSIT $100 $100 $100 $100 Picnic Shelter (1-40) $50 $50 $80 $115 Picnic Shelter (41-80) $80 $88 $115 $125 DEPOSIT $100 $100 $100 $100 Athletic Field $53/hr $99/hr $55/hr $103/hr Lights $32/hr $55/hr $35/hr $60/hr DEPOSIT $150 $150 $150 $150 Teen Center CITY OF BALDWIN PARK EXHIBIT A-3 SCHEDULE OF FEES - RECREATION DEPARTMENT Current Fees Proposed Fees Program Description Residents Non -Residents Residents Non -Residents "Meeting Room $26/hr $46/hr $30/hr $50/hr DEPOSIT $150 $150 $150 $150 Game Room $42/hr $77/hr $45/hr $80/hr Rock Wall $16/hr $16/hr $20/hr $25/hr DEPOSIT $100 $100 _I$100 $100 Hilda L. Solis Park Picnic Shelter (41-80) $80 $88 $115 $125 DEPOSIT $100 $100 $100 $100 Walnut Creek Nature Park Gazebo $42/hr $66/hr $45/hr $70/hr DEPOSIT $150 $150 $150 ............................................ $150 Syhre Park Athletic Field $53/hr $99/hr $55/hr $103/hr Lights $32/hr $55/hr $35/hr $60/hr DEPOSIT $150 $150 $150 $150 Equipment TV/VCR $25 $25 $35 $45 P.A. System $25 $25 $35 $45 Slide Projector $15 $15 $25 $35 Screen $15 $15 $25 $35 Podium $10 $10 $25 $35 Inflatable/Mechanical Ride $20/day $20/day $25/day $25/day Decorating / Set Up Fee $42/hr $42/hr, $45/hr $45/hr Processing Fee $20 $20 $25 $25 (Per Application NOTE Staff will regularly review the above proposed rates whenever significant changes occur in the market and re -present the new competitive rates to the City Council for approval. Advertising Billiard & Pool Hall Bowling Alley Carnival / Circus Vending Machines Game or Mechanical Rides Juke Box Cigarette & Tobacco Machine Merchandise or Service Machine Activated at 250 or more Machine Activated at 240 or less Postage Stamp Machines Pool Table Vending Machine Delivery Dance Hall Theatre Auctioneer VehicleCfrallers New/Used Auto Wrecking Yard $80.00 Each $50.00 + $15.00 for Ea, Table in Excess of One $50.00 + $15.00 for Ea. Lane in Excess of One $62.50 per day+ $12.50 Ea. Ride + Temporary Use Permit $125.00 per day maximum $60.00 Each $15.00 Each $10.00 Each $10.00 Each $ 5.00 Each $ 1.25 Each $50.00 First Table + $15.00 Each Table In Excess of One See Retail/Wholesale Delivery $250.00 PerYear $ .25 Each Fixed Seat or Car Space $175.00 Not Prorated $100.00 $80.00+ ($9.00 for Each Employee overThree) General Contractor $100.00 PerYear General Contractor -Home OCC $ 50.00 PerYear Asphalt Contractor $50.00 PerYear Concrete Contractor $50.00 PerYear Demolition Contractor $50.00 PerYear Electrical Contractor $50.00 PerYear Fence/Block Wall Contractor $50.00 PerYear Flooring Contractor $50.00 PerYear Heating/Air Cond. Contractor $50.00 PerYear Masonry Contractor $50.00 PerYear Painting Contractor $50.00 PerYear Patio/Awning Contractor $50.00 PerYear Pipeline Contractor $50.00 PerYear Plumbing Contractor $50.00 PerYear Roofing Contractor $50.00 PerYear Sewer Contractor $50.00 PerYear Sign/Neon Contractor $50.00 PerYear Swimming Pool Contractor $50.00 PerYear Plaster/Drywall Contractor $50.00 PerYear Miscellaneous Contractor $50.00 PerYear Home Occupation Contractor $50.00 PerYear $50.00 FOR EACH PRACTICING MEMBER + $9.00 FOR EACH EMPLOYEE OVER THREE (3) Accountant Appraiser Architect Attorney At Law Auditor Bacteriologist Chemist Chiropodist Chiropractor Dentist Engineering Consultant Geologist Mortician Optician Optometrist OsteopathPhysician Physiotherapist Surveyor Veterinarian X-ray Lab Professional -Home OCC Professional -Other than Specified EXHIBIT A-4 $50.00 + $9.00 FOR EACH EMPLOYEE OVER THREE (3) Auto Parts/Supplies Auto Repair, Paint or Bodywork Bakery Barber Shop Beauty Salon Burglar Alarm Co. Clothing Store Dog Kennel Drive -In Dairy Drug Store/Pharmacy Dry Cleaner Entertainment Furniture Store Gasoline Station Grocery Store Income Tax Service Jewelry Store Liquor Store Manufacturing Meat Market Misc. Services Nursery/Florist Produce Store Retail Stores -All Savings & Loan Co. Security Patrol Shoe Store Termite & Pest Control Trucking Company Wholesale Sales T.V. Repair Filmmaking $100.00 Each Day Rentals -Apartments $15.00 Each Unit Rentals -Single Family Unit $30.00 Each Unit - Rentals -Commercial $50.00 + (950 per every $1,000 In rental Income in excess of $25,000 annually) Real Estate $100.00 + $9.00 for Each Employee over 3 Real Estate -Home OCC $50.00 Beer Tavern Per Seating Capacity, from: Cocktail Lounge 0 - 25 $ 50.00 Restaurant 26 -100 $ 75.00 Drive-in/Take Out Food 101 & over $150.00 Rest Homes/Convalescent $50.00 + $5.00 for Each Bed Rooming House $10.00 Per Bed Laundromat $50.00 PerYear Self-Sery Car Wash $50.00 PerYear . Solicitor per person $100.00 PerYear or $15.00 Per Day Solicitor per person -OCC $ 50.00 Per Year or $15.00 Per Day Solicitor per company $300.00 (10 or more persons) Home Occupations - All $50.00 PerYear Bingo Licenses $50.00 PerYear BUSINESS NOT SPECIFICALLY NAMED $50.00 + $9.00 for each employee over 3 Warehouse, Distribution Storage $100.00 +(30 per square foot of covered and enclosed space) Motorized Vendor Vehicles $145.00 per Vehicle (Sale of Goods on Public Right-ot-Way or Private Property) Retail/Wholesale Delivery J $50.00 per Vehicle + $10.00 for Each Retail/Wholesale Delivery- i Additional Vehicle Home OCC Hospital $100.00 + $5.00 for Each Bed Hotel Motel $50.00 + $5.00 for Each Unit over three (3) Trailer Park Newspaper -Daily $100.00 Per Year Newspaper -Weekly Junk DealerJ $50.00 + $9.00 for Each Employee over Pawnshop { three (3) STAFF POR 1 Sera 646RIE . , TO: FROM: DATE: ITEM NO. / Honorable Mayor and Members of the City Council Manuel Carrillo Jr., Director of Recreation & Community Seg~vie September 7, 2016 SUBJECT: APPROVAL OF ADMINISTRATIVE POLICY NO. AP -16-031, ENTITLED `BALDWIN PARK SOCIAL MEDIA POLICY" SUMMARY The City Council directed staff to bring back a social media policy with one month back out period before any election cycle. The purpose of this staff report is to inform the City Council of a social media policy that includes a one month black out period (with certain exceptions explained below) and to provide any additional assistance the city may need in determining an adequate policy for the City. FISCAL IMPACT There is no fiscal impact by this action. RECOMMENDATION Staff recommends the City Council: 1) Approve Administrative Policy No. AP -16-031 with a black -out period of one (1) month which bars any promotion of any City Official in any social media platform for one month prior to any City election cycle; or 2) Approve Adini.nistra ive Policy No. AP- l6i 031 witlia black -out period of two (2) months which bars any promotion of any City O�Crlcial in any social media plat(`'onii for two niotiths prior to any City election cycle; or 3) Approve Administrative Policy No. AP -16-031 as is, entitled, "Baldwin Park Social Media Policy" effective September 7, 2016; or 4) Provide staff direction. LEGAL REVIEW The City Attorney has reviewed and approved the Baldwin Park Social Media Policy. BACKGROUND At their City Council meeting on August 17, 2016 the City Council recommended staff to bring back the social media policy which includes either a one or two month black out period (with exceptions) as defined herein. The blackout period would bar the picture of any particular Councilmember at any event one or two month prior to the City election cycle. The blackout period would not prevent the City from using the pictures of likeness of the entire City Council at traditional events such as Fourth of July, Street Fairs, Easter Egg Hunt or a City sponsored Halloween event. These are just examples and are not meant to be exclusive or exceptions to the one month black out period. July 20, 2016, City Council recommended staff to research best practice models regarding black -out periods of social media presence for city elected leaders at the time of reelection season. Based on the research done by staff it was determined that the social media policy is intended solely and primarily for the purpose of communicating Administrative Policy No. AP -16-031 September 7, 2016. Page 2_ with the public City's services, � i�� and other viable events on ol`city ...... . ..... .. ' t�l�c��r�r�i�,, f��o•��:�ti sponsored events llirotigh the official "City of Baldwin Park" Social Media Pages. Toward that end, the "City of Baldwin Park" Social Media Pages are restricted from directly posting information on any elected City officials as stated in section 4.5 of the policy that states; "All information posted to City Social Media Sites on the City's behalf must NOT contain content in support of, or in opposition to, any political candidate or ballot measure. The Administrative Policy No. AP -16-031 does not pertain to elected officials individual accounts on social media. The policy strictly focuses on the content of the City in means of educating the public on city services. Adopting an administrative policy establishes mechanisms to coordinate and monitor content that will not violate any policy regulations. The purpose of this policy is to address the growing and changing landscape of the Internet, which also covers the use of Social Media or "Web 2.0." These changes have affected the means by which residents communicate and obtain information online. The use of social media outlets is encouraged to further the goals of the City and the objectives of its departments, where appropriate. "City Social Media Sites" means Social Media Sites which the City establishes and maintains, and over which it has control over all postings, except for advertisements or hyperlinks by the Social Media Site's owner, vendors or partners. Social Media are primarily Internet -based tools that allow users to create, edit, organize, comment upon, discuss and share information. There are many social media venues, and new venues appear frequently. The social media venues listed below are seeking approval for City use, and the Department Head or his/her designee may authorize the use of additional social media venues that are similar to the venues listed below: • Facebook • Twitter • Instagram • YouTube The City's official website at www.baldwinpark.com (or any domain owned by the City) will remain the City's primary means of internet communication. Information posted by the City on city social media sites will supplement, and not replace, required notices and standard methods of communication. A Social Media Policy establishes guidelines for the creation and use by the City of Baldwin Park of social media sites as a means of conveying information to members of the public. The City has an overriding interest and expectation in protecting the integrity of the information posted on its social media sites and the content that is attributed to the City and its officials. Therefore, an official policy must be adopted in order for the City of Baldwin Park to securely and effectively engage in social media platforms. All comments posted on the City's social media pages will be monitored. The City reserves the right to restrict or remove any content that is deemed to be in violation of its Social Media Policy or any applicable law. City shall have full permission or rights to any content posted by the City, including photographs and videos. Ttyy Council TheCitmay choose not to approve the "Baldwin Park Social Media Policy" and continue with traditional means of public communication. ATTACHMENT 1) Administrative Policy No. AP -16-031; Baldwin Park Social Media Policy. Administrative Policy No. AP -16-031 City of Baldwin Park Social Media Policy Effective September 7, 2016 1.0 Purpose The purpose of this policy is to address the growing and changing landscape of the Internet, which also covers the use of Social Media or "Web 2.0." These changes have affected the means by which residents communicate and obtain information online. The use of social media outlets is encouraged to further the goals of the City and the objectives of its departments, where appropriate. Social Media Policy ("Policy") establishes guidelines for the establishment and use by the City of Baldwin Park ("City") of social media sites as a means of conveying information to members of the public. The City has an overriding interest and expectation in protecting the integrity of the information posted on its social media sites and the content that is attributed to the city and its officials. This policy establishes guidelines for the use of social media. 2.0 Definitions City Social Media Sites "City Social Media Sites" means Social Media Sites which the City establishes and maintains, and over which it has control over all postings, except for advertisements or hyperlinks by the Social Media Site's owner, vendors or partners. Social Media are primarily Internet -based tools that allow users to create, edit, organize, comment upon, discuss and share information. There are many social media venues, and new venues appear frequently. The social media venues listed below have been approved for City use, and the Department Head or his/her designee may authorize the use of additional social media venues that are similar to the venues listed below: • Facebook - a social networking site, www.facebook.com, that is useful for promoting programs, activities, projects, and events. • Twitter - a micro-blogging tool that allows account holders at www.twitter.com to text ("tweet") up to 140 characters of information to followers. Using Twitter accounts, the City can communicate announcements, news, traffic alerts, etc. directly to followers and direct them to City websites for more in-depth information. • YouTube - a video sharing site at www.youtube.com that is useful for delivering public service announcements and program information. • Instagram- a social media mobile or website,wW+ n,stagLa com for photo -sharing, video -sharing, and social networking service that enables its users to take pictures and videos, and share them for 15 seconds. Post or postings covers information, articles, pictures, flyers or any other form of communication posted on a City Social Media site. "Posts" or "postings" means information, articles, pictures, videos or any other form of communication posted on a City social media site. 3.0 General Policy 3.1. The City's official website at www.baldwinpark.com (or any domain owned by the City) will remain the City's primary means of internet communication. Information posted by the City on City Social Media Sites will supplement, and not replace, required notices and standard methods of communication. Whenever needed content posted on City Social Media Sites should contain links directing users back to the City's official website for in-depth information, forms, documents, or online services necessary to conduct official business with the City. 3.2. All City Social Media Sites shall clearly indicate that they are maintained by the City and shall prominently display City contact information. Branding the City's social media pages as "the official site of the City of Baldwin Park" is required. All City -maintained Social Media pages shall include the City of Baldwin Park logo and the following language: "This is the official (Facebook, Twitter YouTube, Instagram, etc.) page for the City of Baldwin Park. 3.3. City Social Media Sites may contain content, including but not limited to, advertisements or hyperlinks over which the City has no control. The City does not endorse any hyperlink or advertisement placed on City Social Media Sites by the Social Media Site's owners, vendors or partners. 3.4. Departments must obtain approval from the Baldwin Park City Council prior to creating a Social Media Sites for public use. Any posting to a City Social Media Site will be done only with the approval of the Department Head and Public Information Officer or his/her designee. 3.5. Each Department Head, where applicable, shall appoint a specific staff member(s) to maintain and monitor the Social Media Site. Department Heads are responsible for ensuring their staff follows the procedures set forth in this Social Media Policy. 3.6. City Social Media sites are subject to the California Public Records Act. Any content maintained on a City Social Media site that is related to City business, including a list of subscribers, posted communication and communication submitted for posting, may be considered a public record, subject to public disclosure, and subject to the City's document retention schedule. 3.7. Those designated and authorized to utilize Social Media are responsible for complying with applicable federal, state, and local laws, regulations, and policies. This includes adherence to established laws and policies regarding copyright, records retention, Public Records Act, 3.8. City Social Media Sites shall clearly indicate that content posted or submitted for posting on the site is subject to public disclosure. The following language should be clearly visible on the wall page: "The City of Baldwin Park" page is to provide general public information only. Any comments submitted to this page are public records subject to disclosure under California law." 3.9. The City shall have full permission or rights to any content posted by the City, including photographs and videos. 3.10. City Social Media Sites shall clearly indicate that emergency responders are not monitoring City Social Media Sites and the following language shall be clearly visible on the wall page: "This site is not actively monitored by Baldwin Park emergency personnel. If you have an emergency or need emergency assistance, you should call 911." Should you require a response from the Baldwin Park or wish to request City services, you must go to www.baldwinpark.com or call the City at (626) 813-5245. 3.11. The City reserves the right to terminate any City Social Media Site at any time without notice. 3.12. The City reserves the right to change, modify, or amend all or part of this policy at any time. 4.0 Content Guidelines 4.1. Those designated and authorized to utilize City Social Media Sites are representing the City of Baldwin Park via Social Media Sites and must conduct themselves at all times as representatives of the City of Baldwin Park and in accordance with all City policies. 4.2. Employees administering a City Social Media Site on behalf of the City of Baldwin Park shall not express their own personal views or concerns through such postings. Instead, postings on any of the City's Social Media Sites shall reflect the views of the City. 4.3. Violation of these standards may result in the removal of City pages from the social media outlets and may cause disciplinary action to be taken as determined by the Department Head or his/her designee in compliance with the City's Personnel Rules and Regulations, Memorandums of Understanding, City's Employee Handbook, etc.. 4.4. Authorized users shall be provided a copy of this Social Media Policy and are required to acknowledge their understanding and acceptance by signing and dating the last page of this document and returning the original copy to the Department Head or his/her designee and retaining a copy for their records. 4.5. All information posted to City Social Media Sites on the City's behalf must: 0 Directly pertain to City of Baldwin Park sponsored or City endorsed programs, services and events; Present the City in a positive light and a professional manner; • Contain information that is freely available to the public and not be confidential as defined by any City policy or local, state or federal law; • Not contain any personal information except the names of employees whose job duties include being available for contact by the public; • Not include content that is contrary or detrimental to the City's mission, values, image and interests; • Not make statements of guilt or innocence of any suspect or arrestee, or comments concerning pending prosecutions; • Not contain religious messages or advocate or promote religious beliefs; • Not contain content in support of, or in opposition to, any political candidate or ballot measure; • Comply with all local, state, and federal laws; • Not contain profane, language or content; • Not contain sexual content or links to sexual content; • Not contain content that promotes, fosters or perpetrates discrimination on the basis of race, creed, color, age, religion, gender, marital status or status with regard to public assistance, national origin, physical or mental disability or sexual orientation, as well as any other category protected by federal, state or applicable local laws; • Not contain solicitations of commerce or conduct or encourage illegal activity. • Not contain any information that may be considered detrimental to the City. 4.6. Council Only — [One (1) month]/ [Two (2) months] prior to any City election cycle, there will be a ban on posting any pictures or likeness of any individual Councilmember or Mayor on or in any social media platforms used by the City. However, this ban does not include posting of the likeness or picture of the entire City Council for traditional events such as Fourth of July, Street Fairs, Easter Egg Hunt or a City sponsored Halloween event. These are just examples and are not meant to be exclusive or exceptions to the one month ban before any City election cycle. 5.0 Comment Policy A Comment Policy Notice must be displayed on all City Social Media Sites that allow posts, indicating that the discussion is moderated and inappropriate content will be removed, to read as follows: "Comments posted to this page will be monitored. The City of Baldwin Park reserves the right to remove any comment that violates the City of Baldwin Park Social Media Policy, including but not limited to comments that: contain profane, obscene, or pornographic language or content; threatens or defames any person or organization; supports or opposes political candidates or ballot measures; promotes illegal activity; violates federal, state, or local laws; promotes discrimination on an unlawful basis; or discusses topics not related to the particular issue or subject discussed on the City's Social Media Site." 5.1. Comments on topics or issues not within the legislative jurisdiction of the City of Baldwin Park shall be removed. 5.2. A comment posted by a member of the public on any City Social Media Site is the opinion of the commentator or poster only, and publication of a comment does not imply endorsement of or agreement by the City of Baldwin Park, nor do such comments necessarily reflect the opinions or policies of the City of Baldwin Park. 5.3. The City of Baldwin Park reserves the right to remove any content that is deemed to be in violation of this Social Media Policy or any applicable law. 5.4. Comments containing any of the following inappropriate forms of content shall not be permitted on City of Baldwin Park Social Media Sites and shall be removed without notice. a. Comments unrelated to the original topic or article; b. Comments in support of, or in opposition to any political campaigns or ballot measures; c. Profane, obscene or pornographic language or content or links to such language or content including vulgar language of any kind; d. Solicitations of commerce, including but not limited to advertising of any business or product for sale, except for information posted by businesses that have a business license issued by the City and/or a store -front or office space in the City; e. Content that conducts or encourages illegal activity; f. Any information that is illegal to disseminate or that might compromise the safety or security of the public or public systems; g. Content that violates a legal ownership interest, such as a copyright, of another party; h. Defamatory statements; L Threats of violence or injury to any person, property, or organization; j. personal attacks of any kind; k. private personal information published without consent of the individual identified; I. content which violates a legal ownership interest of any other party; and m. photos or other images that fall in any of the above categories o. Content that violates any federal, state or local law; p. Content that promotes, fosters, or perpetuates discrimination on the basis of race, color, creed, sex, age, religion, national origin or ancestry, physical or mental disability, veteran status, parentage, marital status, medical condition, sexual identity, sexual orientation, as well as any other category protected by federal, state, or local laws. 6.0 City of Baldwin Park Official Social Media Comment Policy and Terms of Use All comments posted on the City's social media page will be monitored. The City reserves the right to restrict or remove any content that is deemed to be in violation of its Social Media Policy or any applicable law. Before posting or submitting content on the City of Baldwin Park social media page, please review these terms: • A posting or any other submission on this page constitutes acceptance of these terms. • The posts and comments expressed on this site by the members of the public do not reflect the opinions or endorsements of the City of Baldwin Park, its officers or employees. The City of Baldwin Park does not claim or assert any ownership interest in any of the material posted here by the public, but by your posting or submission of any materials on this site, you are granting the City a royalty free, non-exclusive and perpetual license to display it on this site and, in the City's sole discretion. • "Liking", "Sharing", "Retweeting", "Commenting" or other connections between the City of Baldwin Park and another person/organization does not imply endorsement of that person/organization or that person/organization's actions or comments. • This page is administered by the City of Baldwin Park, but the content on this site is not entirely controlled by the City. All social media sites that the City participates with are owned and operated by third party entities not affiliated with the City of Baldwin Park. The City of Baldwin Park does not endorse any link or advertisements placed on this site by the social media site or its vendors or partners. The City of Baldwin Park reserves the right to remove comments and/or block anyone who posts inappropriate or offensive material on this site, as determined by the City of Baldwin Park. • The City of Baldwin Park has the right at all times to disclose any information to satisfy any applicable law, regulation, legal process or governmental request; and to edit, refuse to post or to remove or to store any information or materials posted here. All information posted to the City of Baldwin Park's social media sites shall be deemed a public record which the City will disclose without any prior notice to you. • The City of Baldwin Park does not accept any statutory notice required to be given to the City of Baldwin Park by any law, regulation or contract on social media websites. All such notices shall be provided and delivered to the City in the manner described by applicable law, regulation or contract. The City of Baldwin Park requires all comments remain "on topic" and stick to the subject matter of the original post. Comments not meeting these criteria may be removed. The City of Baldwin Park reserves the right to remove without notice any comments or submissions that it deems to be inappropriate or offensive, including but not limited to comments or submissions that: • Defame, abuse, harass, stalk, threaten or violate the legal rights of others. • Include sexual content, profanity, vulgarity, obscenity, racism, hatred, slander, threats and/or violence. • Include personal attacks, defamatory attacks, or comments disparaging an individual or group based on ethnicity, race, gender, religion, age, disability or sexual orientation. • Promote specific commercial entities, causes, products, candidates for office or political organizations. • Contain spam or advertisements. Contain personal information about another person or that violate a person's privacy. Include material having intellectual property rights, including copyrights, trademarks or any other propriety property that belongs to another person or organization. • Contain links to inappropriate websites, or links that do not directly relate to City services, issues, news and events. Promote illegal activity. • Compromise public safety or operations, contravene law, or are disruptive or factually inaccurate. Include personal attacks, defamatory attacks, or any type of comment that is non- constructive, hateful, spiteful or insulting. 7.0 Terms of Service Each type of Social Media used by the City maintains a "Terms of Service" agreement ("Terms") All comments posted to any City of Baldwin Park Social Media Site are bound by these "Terms" and the City of Baldwin Park reserves the right to report any user violation. 8.0 Acknowledgment I acknowledge that I have read, understand and will comply with the City of Baldwin Park's Social Media Policy Signature Print Name Date STAFF REPORT P'ry_- TK/ 5 �.IuB or U THE SAN GABRIEL VALLEY TO: FROM: DATE: ITEM NO. Honorable Mayor and City Councilmembers Shannon Yauchzee, Chief Executive Officer September 7, 2016 SUBJECT: SIX MONTH UPDATE ON GRANT WRITING ACTIVITIES FROM CALIFORNIA CONSULTING, AND DEL SOL SOLUTIONS SUMMARY In January 2016, the City Council approved contracts with two grant writing firms and asked that each firm appear before them to present a report on the progress they have made during the first 6 months of the contract period. At the previous meeting there was a presentation and staff was asked to negotiate with the two firms. FISCAL IMPACT The total fiscal impact is unknown at this time and depends on future grants that can be obtained and the directions from the City Council. At this time California Consulting and Del Sol Consulting are each paid $3,900 per month for their services plus minor expenses, and the cost for the services will be appropriated from funds related to the grant applied for. RECOMMENDATION It is recommended that the City Council provide staff direction. BACKGROUND In January 2016, California Consulting, LLC, and Del Sol Solutions were awarded contracts for grant writing services with a contingency that they each report back to Council after six months. The contract terms were also revised to provide that either party may end the contract with 30 -day notice. Attached is the written report from each on their grant writing activities thus far. California Consulting's contract provides services specific to Public Works and Community (and Economic) Development. Del Sol Solutions contract provides services to the Police Department and Community Services and Recreation. On August 3, 2016 both firms provided a report to the City Council. Staff held discussion with each firm and resulted in the following: California. Constiltin California Consulting is offering to pursue grants for the City in the following ways: 1) Pursue grants for two department (Public Works and Community/Economic Development) for the current rate of $3,900 per month with a $200 cap on allowances (Current Method) 2) Pursue grants for all Departments for the rate of $4,900 per month with a $100 capon allowances. 3) Pursue grants on an as needed per grant basis per the attached table. According the information provided option three would have cost the city more money over the last 6 months as opposed to the current option one with an estimated saving of over $6,000. Del Sol Solutions Del Sol Solutions is proposing that they will pursue and administer grants for two departments (Police Department and Community Services and Recreation) at an as -needed hourly rate of $90.00 per hour per the attached letter. LEGAL REVIEW Legal review is not required at this time, Grant Writing Services January 20, 2016 Page 2 ALTERNATIVES The City Council may give staff direction to 1) continue the contract(s), 2) end the contract(s) (requiring a 30 -day notice) or 3) to modify the contract(s) based on the attached information ATTACHMENTS #1 — Updated Proposal and Cost Comparison from California Consulting, LLC #2 — Letter from Del Sol Solutions Attachment # The State's 11're der° Grant Wriling Arm I��IVIV,ocali i)IVIIit,co lyIIII�TII A Proposal for City of Baldwin Pare, History Founded in 2004, California Consulting, LLC has a solid reputation for hard work and a commitment to success for its clients. California Consulting, LLC is the largest grant writing firm in California. With offices in Southern California, Northern California and Central California, we have almost 80 clients statewide. We have more than 30 members of our team from Chico in the North, to San Diego in the South. California Consulting has developed an expertise in representing public agencies, private companies, and non-profit organizations. We have secured over $1.5 billion for our clients since inception through grant writing and government advocacy efforts combined. The California Consulting team boasts over 25 grant writers. Through years of experience our grant writers have a proven track record of success and have mastered their skills of identifying, researching, and obtaining funding for significant projects at every level of government. California Consulting grant writers have written over 735 competitive grants that have been funded, generating nearly $174 million for our clients. Our aggressive, hard-working, and results -oriented style has translated into millions of dollars for our clients. Our professional grant writers are diligent and stay current on every Federal and State grant available on a myriad of different topics and public policy areas. Whether it is recreation, education, parks money, or public safety our grants team knows where to locate grant funds and how to successfully write the applications. Sacramento Trips Our office regularly organizes trips to Sacramento for our clients. We organize a full day of meetings with key State Agencies with grant monies available. Usually the City Manager or District Superintendent along with elected officials will attend the day long visit to the Capitol accompanied by California Consulting. These visits include a full day of meetings with State Agencies and key decision makers for grant money. Events In order to keep our clients regularly informed of updates from the Capitol, we routinely invite special guests from Sacramento to visit with our clients. We periodically host invitation only events with a key elected or appointed official from Sacramento. We have held events in Montebello, Salinas and Fresno. Guests have included CalTrans Director Malcolm Dougherty, the Governor's Cabinet Secretary, Director of California Governor's Office of Business and Economic Development, Kish Rajan and other key policymakers. This allows clients to interact with major policymakers in a unique small group setting. References California Consulting references include key leaders from around the State. Our relationships are bi-partisan and we have references from major figures and leaders in both political parties. California Consulting currently represents over 35 cities across California, almost 40 School Districts, non -profits and others. We have also been retained to work for agencies including Chevron Corporation and academic institutions including the California Institute of Technology in Pasadena, as well as several private sector clients. A full client list can be obtained at www call ltlli iii icottstiltiiI g Scope of Services and Cost 1. California nia Consulting' LL_grant research, identification, and.. iting ige included during the le11)tlI c�f lie contract with the mt7N�tltly w�t�tiit�� l�tic��m 2. California Consulting will conduct a Needs Assessment at the outset of the contract in which all relevant staff members involved with grants should be present to provide input. 3. The Client will provide an established point of contact for California Consulting grant writer(s) to contact regarding the grant. 4. California Consulting will have reasonable access to the required information and documentation required to complete the grant on behalf of the Client. 5. The Client will provide the required information and documentation in a timely manner in order for California Consulting to submit the grant by deadline. 6. We propose that to the extent legally allowed, the Client hire California Consulting as grant administrators when dollars are available from within the grant (at no additional cost to the Client). When grant dollars from the grant are not available for administration, reporting and evaluation purposes we will provide these services to the Client for a monthly fee, or a one- time fee based on the Client's preference. 7. California Consulting will provide monthly reports to Client to include grants in progress, grants submitted, grants pending and grants awarded. 8. California Consulting will provide Client with a monthly email list of current and upcoming grant opportunities specific to the Client's needs. 9. We propose a cost of $4,900 per month plus reimbursement of out of pocket expenses capped at $100.00 per month, to provide grant writing services to all d nts within the City of Baldwin Park. Comparison of Retainer and Per Grant Fee Structure for past six months: Grant Name Grant Amount Cost under "Per Grant" Fee Structure SGC Affordable Housing Sustainable $102,000 $6,000 Communities ___________ _____________________ Kaiser Southern California Regional -- gional ___-- �� $75,000 .�,. $4,000 Grant ..Analysis �Caltrans: Systemic Safety $134,860 $6,000 Re ort Pro rg am ------ U. S. Department of Transportation: $3,640,000 $12,000 Federal Railroad Administration Railroad Safety Infrastructure Improvement Grant 1?.._ -._ ................ ............. .... - ......... Peo�l e for... B ikes...._ -------------- 5,000 $?. ............. ..... $3,000 TOTAL AMOUNT: $31,000.00 The retainer of $3,900 paid from January 20, 2016 through July 31, 2016 is a total of $24,783.87. Under the "per grant" fee structure, the total amount the City would have paid for the grants submitted is $31,000. Utilizing the monthly retainer fee structure saved the City $6,216.13. Attachment #2 GRANT WRITING CONSULTING AGREEMENT DATED: August 25, 2016 PARTIES: Del Sol Solutions, LLC, A California Limited Liability Company (hereinafter the "Consultant"); and City of Baldwin Park, (hereinafter the "Client") AGREEMENT: The undersigned hereby agree to the following terms and conditions. Section 1. Duties of Consultant: During the term of this Agreement, Consultant shall provide the Client as follows: a. Focused grant research on projects specifically identified by the client, identification of funding opportunities, and grant writing at direction of Client; b. Offering Client general advice on matters involving funding mechanisms, grants research, identification, and writing; and c. Perform post -grant award administration on the grants which are awarded to the Client, including the filing of required documents by the deadlines set by the awarding entity. Section 2. Time for Perforniance of"Duties: Notwithstanding any other term or condition of this Agreement, Client specifically acknowledges that Consultant has other clients and/or outside employment. Consultant shall have control over the time and manner of performing its duties described in Section 1, and shall make available such time as it, in its sole discretion, shall deem appropriate for the performance of its duties under this Agreement. Section 3. Term rol" the Aurea nrcnt.: The effective date of this Agreement is August 1, 2016, and shall continue until June 30th, 2017. Both parties will discuss potential new contract terms in May 2017 that can be mutually modified and agreed to. Section 4. ConlLmnsatiorr: plus reimbursement for out of pocket expenses. - The hourly rate is set at $90 per hour. Client shall pay Consultant on an hourly basis, Consultant shall provide client with a written invoice. Client agrees to pay invoice upon receipt. Section 5. Ex1;)en.%ys: The Client agrees to reimburse the Consultant for reasonable out-of-pocket expenses related to performing services on behalf of the Client, not to exceed $150 per month for the term of the agreement. Such expenses typically might include, but are not limited to, conference calls, copies, postage, parking, gas, messengers, and travel. Consultant shall provide Client with a receipt and a description of the expense. Client shall reimburse Consultant within Thirty (30) days of Consultant providing the receipt and description of services to Client. Section 6. elrr�tt: Consultant shall perform its services hereunder as an independent contractor and not as an employee of the Client or an affiliate thereof. It is expressly understood and agreed to by the parties hereto that Consultant shall have no authority to act for, represent or bind the Client or any affiliate thereof in any manner, except as may be agreed to expressly by the Client in writing from time to time. Section 7. Con fiidentialily: Except in the course of the performance of its duties hereunder, each party agrees that it shall not disclose any trade secrets, know-how, or other proprietary information not in the public domain learned as a result of this Agreement. Similarly, the parties agree that they shall not disclose or divulge this Agreement, or any of its term or conditions to third parties, except as is necessary to perform the terms and conditions stated herein. Section 8. Indemnification: The Client agrees to indemnify and hold harmless the Consultant, its members, officers, directors, employees and each person who controls Consultant or any of its affiliates from and against any losses, claims, damages, liabilities and expenses whatsoever (including reasonable costs of investigation or defending any action) to which they or any of them may become subject under any applicable law arising out of Consultant's performance under this Agreement and will reimburse Consultant for all expenses (including counsel fees) as they are incurred. Consultant maintains liability insurance in the amount of one million dollars. Section 9. Assi ,rrrnenC: This Agreement shall not be assignable by either party; provided however, that Consultant shall have the discretion to allocate its duties hereunder to owners, affiliates, or employees of Consultant. Section 10. No Guaranteed Result: Client acknowledges and agrees that Consultant does not have control over third party decision makers, and therefore Consultant makes no representations, warranties or guarantees that it can achieve any particular results. Consultant, however, shall act in good faith toward the performance of its duties described above. Section 11. Prior Agreements: There are no prior agreements between the parties, and this Agreement represents the sole and only agreement between them. This Agreement may only be modified by a writing signed by both parties. Section 12. Governin law: This Agreement shall be deemed to be a contract made under the laws of the State of California and for all purposes shall be construed in accordance with the laws of said State. Section 13. Attornc "'s I"ee : The prevailing party in any action filed that arises out of this Agreement shall be entitled to recoup their reasonable attorney's fees and costs from the other party. Section 14. Notices: All notices will be sent via certified mail or overnight courier such as Federal Express, to: Consultant at: Del Sol Solutions, LLC 1037 Edanruth Avenue La Puente, CA Client at: City of Baldwin Park 14403 E. Pacific Ave. Baldwin Park, CA Section 15. 1'ernlination: This Agreement may be terminated by either party for any reason not in violation of federal and/or California State law upon thirty (30) days written notice to the other party. Client shall compensate Consultant for all services rendered prior to the date of termination. There shall be no liquidated damages 'in the event of termination under this provision. IN WITNESS THEREOF, this Agreement is executed on the dates set forth below and effective on the date first set forth above. "CONSULTANT" "CLIENT" Del Sol Solutions, LLC City of Baldwin Park (A California Limited Liability Company) By. Paul Solano, President/CEO Printed Name -3- ITEM NO. / A/ STAFF REPORT °i'„%%%,'; SP,L01 TO: Honorable Mayor and Members of the City Council HUB OF FROM: Robert Nacionales Tafoya, City Attorney THE SANS GABRIEL V* DATE: SEPTEMBER 7, 2016 VALLEY SUBJECT: PARLIAMENTORY PROCEDURE RULES TO BE CONSIDERED BY THE CITY COUNCIL SUMMARY Baldwin Park does not currently have any formally adopted rules for parliamentary procedure at City Council meetings. As a result, some confusion has arose regarding the rules and procedures at City Council meetings. The Mayor directed the City Attorney to come up with options for parliamentary procedures at the Baldwin Park City Council meetings. FISCAL IMPACT Adopting formal parliamentary procedures for the Baldwin Park City Council meetings will have no fiscal impact. RECOMMENDATION Staff recommends that the City Council select from one of the following options: 1. Adopt Robert's Rules of Order as the official parliamentary procedures for all City Council meetings; 2. Adopt Rosenberg's Rules of Order as the official parliamentary procedures for all City Council meetings; 3. Direct the City Attorney to look for additional rules or draft a set of rules to use as the official parliamentary procedure rules for the City of Baldwin Park. LEGAL REVIEW The City Attorney has reviewed this Staff Report as to form and content. BACKGROUND The City does not have any formal written rules of procedure for its City Council meetings. The City of Baldwin Park has been operating based on custom and practice at the City Council meetings. The custom and practice of the city has been to make all votes majority votes unless otherwise required by State law. For example, California law requires a 2/3 votes for emergency items. Further, the custom and practice of the city has been to give broad discretion to the presiding officer of the Council in carrying out procedural decisions. Recently, several issues came up regarding parliamentary procedures at the City Council meeting. One issue raised was the procedure for properly removing a citizen from a City Council meeting. Other issues that came up recently include how and when to close debate and how and when to make substitute motions, among other issues. Because these issues have come up, the City Council gave direction to the City Attorney to bring back some options regarding formal written rules for parliamentary procedure. ATTACHMENTS 1) Robert's Rules of Order 2) Rosenberg's Rules of Order Rosenberg's REVISED 2011 Simple Rules of Parliamentary Procedure for the 21st Century By Judge Dave Rosenberg 4, r L 0 i"� �� t� p[ 0 H �k 6g 4., V I II+if ^ I � To expand and protect local control for cities through education and advocacy to enhance the quality of life for all Californians. VISION To be recognized and respected as the leading advocate for the common interests of California's cities. Established in 1898, the League of California Cities is a member organization that represents California's incorporated cities, The League strives to protect the local authority and automony of city government and help California's cities effectively serve their residents. In addition to advocating on cities' behalf at the state capitol, the League provides its members with professional development programs and information resources, conducts education conferences and research, and publishes Western City magazine. U 2011 League of California Cities, All rights reserved. ABOUT THE AUTHOR Dave Rosenberg is a Superior Court Judge in Yolo County. fie has served as presiding judge of his court, and as presiding judge of the Superior Court Appellate Division. He also has served as chair of the Trial Court Presiding Judges Advisory Committee (the committee composed of all 58 California presidingjudges) and as an advisory member of the California Judicial Council. Prior to his appointment to the bench, Rosenberg was member of the Yolo County Board of Supervisors, where he served two terms as chair. Rosenberg also served on the Davis City Council, including two terms as mayor, Pie has served on the senior staff of two governors, and worked for 19 years in private law practice. Rosenberg has served as a member and chair of numerous state, regional and local boards. Rosenberg chaired the California State Lottery Commission, the California Victim Compensation and Government Claims Board, the Yolo-Solano Air Quality Management District, the Yolo County Economic Development Commission, turd the Yolo County Criminal Justice Cabinet, For many years, lie has taught classes on parliamentary procedure and has served as parliamentarian for large M �,`�� T� CONTENTS .�C`NTENTS Aboutthe Author ... ___ ............... ... _._^.._~~--~_.__~^____,^,_.,~ii 2 The Role ofthe Chair, ........... ...... _~.--___—_.......... _........ ........... _—% ToDebate o«Not toDebate ............................................................................................ 4 5 Special Notes About Public Input .__—_---_—..... ....................... ...—....... 7 H The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert's Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert's Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five -member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg's Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair or in which we participate, slimmed down for the 2 Ist Century, yet retaining the basic tenets of order to which we have grown accustomed, Interestingly enough, Rosenberg's Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenbergs Rules in lieu of Robert's Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate, 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. SWIM= The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five -member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs the body loses its ability to transact business until and unless a quorum is reestablished, The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five -member body may indicate that a quorum is four members for that particular body, The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body, While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision-making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. Formal meetings normally have a written, often published agenda, Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body's agreed-upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons maybe the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second. This is a matter left to the discretion of the chair. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1, The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. VO Ninth, the chair takes a vote. Simply asking for the "ayes" and then asking for the "nays" normally does this. If members of the body do not vote, then they "abstain." Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: "The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring a 10 -day notice for all future meetings of this body." MA RORITOTWV�l Motions are the vehicles for decision malting by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two-step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member's desired approach with the words "I move ... " A typical motion might be: "I move that we give a 10 -day notice in the future for all our meetings." The chair usually initiates the motion in one of three ways: I. Inviting the members of the body to make a motion, for example, "A motion at this time would be in order." 2. Suggesting a motion to the members of the body, "A motion would be in order that we give a 10 -day notice in the future for all our meetings." 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body's consideration. A basic motion might be: "I move that we create a five -member committee to plan and put on our annual fundraiser." The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: "I move that we amend the motion to have a I0 -member committee." A motion to amend takes the basic motion that is before the body and seeks to change it in some way, The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: "I move a substitute motion that we cancel the annual fundraiser this year." "Motions to amend" and "substitute motions" are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a "motion to amend" or a "substitute motion" is left to the chair. So if a member makes what that member calls a "motion to amend," but the chair determines that it is really a "substitute motion," then the chair's designation governs. A "friendly amendment" is a practical parliamentary toot that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, "I want to suggest a friendly amendment to the motion." The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend, There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic "motion to have a five -member committee to plan and put on our annual fundraiser:' During the discussion of this motion, a member might make a second motion to "amend the main motion to have a 10 -member committee, not a five -member committee to plan and put on our annual fundraiser." And perhaps, during that discussion, a member makes yet a third motion as a "substitute motion that we not have an annual fundraiser this year." The proper procedure would be as follows: First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend, The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended, If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. nird, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five -member committee), or if amended, would be in its amended format (10 -member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. 01110 ]ZOONUMIMM The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: "I move we adjourn this meeting at midnight." It requires a simple majority vote. Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on "hold." The motion can contain a specific time in which the item can come back to the body, "I move we table this item until our regular meeting in October." Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, "I move the previous question" or "I move the question" or "I call the question" or sometimes someone simply shouts out "question." As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a "request" rather than as a formal motion. The chair can simply inquire of the body, "any further discussion?" If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the "question" as a formal motion, and proceed to it. When a member of the body makes such a motion ("I move the previous question"), the member is really saying: "I've had enough debate. Let's get on with the vote." When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate, The motion to limit debate requires a two-thirds vote of the body. NOTE: A motion to limit debate could include a time limit. For example: I move we limit debate on this agenda item to 15 minutes," Even in this format, the motion to limit debate requires a two- thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. M In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven -member body, a vote of 4-3 passes the motion. A vote of 3-3 with one abstention means the motion fails. If one member is absent and the vote is 3-3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two-thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, "I move the previous question," or "I move the question," or "I call the question," or "I move to limit debate," it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass. "ANOW", I "Im Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non -club members. A motion to suspend the rules would be in order to allow a non -club member to attend a meeting of the club on a particular date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it's pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required, For example, in a five -member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the "no" votes and double that count to determine how many "yes" votes are needed to pass a particular motion. For example, in a seven -member body, if two members vote "no" then the "yes" vote of at least four members is required to achieve a two-thirds majority vote to pass the motion, What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a five -member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote "abstain" or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes, In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the five members of the board must vote affirmatively in favor of the action. A vote of 2-1 would not be sufficient. A vote of 3-0 with two abstentions would be sufficient. In general law cities in California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well-advised to consult with their local agency counsel on how state law may affect the vote count. After consulting state statutes, step number two is to check the rules of the body. If the rules of the body say that you count votes of "those present" then you treat abstentions one way. However, if the rules of the body say that you count the votes of those "present and voting," then you treat abstentions a different way. And if the rules of the body are silent on the subject, then the general rule of thumb (and default rule) is that you count all votes that are "present and voting." Accordingly, under the "present and voting" system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are "present"), but you treat the abstention votes on the motion as if they did not exist (they are not "voting"). On the other hand, if the rules of the body specifically say that you count votes of those "present" then you O count abstention votes both in establishing the quorum and on the motion. In this event, the abstention votes act just like "no" votes. How does this work in practice? Here are a few examples. Assume that a five -member city council is voting on a motion that requires a simple majority vote to pass, and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are "present and voting." If the vote on the motion is 3-2, the motion passes. If the motion is 2-2 with one abstention, the motion fails. Assume a five -member city council voting on a motion that requires a two-thirds majority vote to pass, and further assume that the body has no specific rule on counting votes. Again, the default rule applies. If the vote is 3-2, the motion fails for lack of a two-thirds majority. If the vote is 4-1, the motion passes with a clear two-thirds majority. A vote of three "yes," one "no" and one "abstain" also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed — so an effective 3-1 vote is clearly a two-thirds majority vote. Now, change the scenario slightly. Assume the same five -member city council voting on a motion that requires a two-thirds majority vote to pass, but now assume that the body DOES have a specific rule requiring a two-thirds vote of members "present," Under this specific rule, we must count the members present not only for quorum but also for the motion. In this scenario, any abstention has the same force and effect as if it were a "no" vote. Accordingly, if the votes were three "yes," one "no" and one "abstain," then the motion fails. The abstention in this case is treated like a "no" vote and effective vote of 3-2 is not enough to pass two-thirds majority muster. Now, exactly how does a member cast an "abstention" vote? Any time a member votes "abstain" or says, "I abstain," that is an abstention. However, if a member votes "present" that is also treated as an abstention (the member is essentially saying, "Count me for purposes of a quorum, but my vote on the issue is abstain.") In fact, any manifestation of intention not to vote either "yes" or "no" on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote "absent" or "count me as absent?" Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually "absent," That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself, the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden-variety motions, but there are two special rules that apply only to the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two-thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other member of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body, Can a member of the body interrupt the speaker? The general rule is "no," There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be, "point of privilege," The chair would then ask the interrupter to "state your point." Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room maybe too hot or too cold, or a blowing fan might interfere with a person's ability to hear. Order. The proper interruption would be, "point of order," Again, the chair would ask the interrupter to "state your point." Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, "return to the agenda." If a member believes that the body has drifted from the agreed-upon agenda, such a call maybe made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair's determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public - friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. 1400 K Street, Sacramento, CA 95814 (916) 658-8200 1 Fax (916) 658-8240 www,cacities,org To order additional copies of this publication, call (916) 658-8200. $10 C 2011 League of California Cities. All rights reserved. 9 Printed on recycled paper. I IM I `1 ]"U3 1 What are Robert's Rules of Order? The first edition of the book was published in February, 1876 by U.S. Army Major Henry Marlyn Robert. Its procedures were loosely modeled after those used in the United States House of Representatives, Robert wrote Robert's Rules of Order after presiding over a church meeting and discovering that delegates from different areas of the country did not agree about proper procedure. The book is now in its 10th edition; Robert's Rules of Order Newly Revised (RONR). Robert's Rules of Order provides applicable rules governing key matters of meeting and general procedures, including: Establishing a Constitution and Bylaws for your student organization. Structure of the meeting Agenda and debate. Motions; including making, seconding, debating, modifying and amending motions. Sufficient majority and simple majority and which decisions are appropriate to them. Establishment of a quorum. Definition of membership. Voting rights of presiding officer and voting procedures. AN OUTLINE OF BASIC PARLIAMENTARY PROCEDURE Prepared by Douglas N. Case Parliamentary Authority: Robert's Rules of Order, Newly Revised, Tenth Edition, 2001 I, Rules Governing an Organization State and Federal Law - governing corporations, tax-exempt organizations, public legislative bodies, etc, Articles of Incorporation - applicable to corporations Governing Documents of Parent Organizations - applicable to chapters, affiliates, etc. of larger organizations D. Local Constitution and Bylaws - defines the organization's basic structure and fundamental rules. Normally requires a 2/3 vote and prior notice for amendment and are not subject to suspension. E. Standing Rules - operating procedures consistent with all of the above. Normally can be amended by majority vote at any business meeting and can be suspended. F. Rules of Order - parliamentary authority, superseded by any of the above that conflict. Precedent and Custom - apply when there are no written rules governing a situation. 7x'SAN DIEGO STATE UNIVERSITY SL)SU Studcni Affairs Rridges f. Surcess Student Activities and Campus Life 11. Purposes of Parliamentary Procedure Ensure majority rule Protect the rights ofthe minority, the absentees and individual members Provide order, fairness and decorum Facilitate the transaction of business and expedite meetings 0U. Basic Principles vfParliamentary Procedure All members have equal ri&hts, privileges and obligations, A quorum must be present for the group to act — if the bylaws of the organization do not establish a quorum. the Acncm| m|u i, that u majority of the entire membership must be present in order on transact business. Full and free discussion o[every motion ioubasic right, Only one question utatime may be considered, and only one person may have the floor many one time. k4omhcm have xright m know what the immediately pending question inand »n have it restated before vote ixtaken. No person can speak until recognized hythe chair. Personal remarks are always out oforder. A majority decides o question except when hcmio rights of members are involved. A two-thirds vote is required for any motion that deprives a member of rights in any way (e.g., cutting off dchate). 9i|onun gives consent. Those who do not vote allow the decision to be made bythose who do vox:. The chair should u|vvuyo remain impartial. A. Call unOrder B. Opening Exercises, ifapplicable C. Roll Call/Determination ofuQuorum D. Adoption nfthe Agenda E Reading and Approval of the Minutes ofthe Previous Meeting P. Reports of Officers U. Reports ofStanding Committees U. Reports ofSpecial (Ad hoc) Committees {. Special Orders J. Unfinished Business and General 0rdo,x K. New Business L. Program, ifapplicable M. Announcements N. "Good ofthe Order" 0. Adjournment V. Role ofthe Presiding Officer A. Remain impartial during debate - the presiding nfOmx must relinquish the chair in order to debate the merits ofumotion B. Yn»c only to create or break o do (or 28 for matters requiring a 2/3 vote) — exception: the presiding officer may vote on any vote by ballot C. Determine that aquorum ixpresent before transacting business D. Introduce business in proper order F. Recognize speakers F. Determine ifamotion is in order G. Keep discussion germane tothe pending motion R. Maintain order (. Put motions movote and announce results J. Employ unanimous consent (general consent) when appropriate V1. General Procedure for Handling Motion A. & member normally must obtain the floor bybeing recognized hythe chair. B. Member makes umotion. C. A motion mu* normally be seconded by another member before it can be considered. ,14,.. Before the motion is restated by the chair, any member can rise, without waiting to be recognized, and suggest a modification of the wording to clarify the motion. The maker of the motion can choose to accept or reject the modified wording (does not require a second). If the motion is in order, the chair will restate the motion and open debate (if the motion is debatable). The maker of a motion has the right to speak first in debate. Debate is closed when: 1. Discussion has ended, or 2. A two-thirds vote closes debate ("Previous Question") H. The chair restates the motion, and if necessary clarifies the consequences of affirmative and negative votes. I. The chair calls for a vote. J. The chair announces the result. K. Any member may challenge the chair's count by demanding a "Division of the Assembly." VII. General Rules of Debate A. No members may speak until recognized by the chair. B. All discussion must be relevant to the immediately pending question. C. No member may speak a second time until every member who wishes to speak has had the opportunity to do so. D. No member can speak more than twice to each motion. E. No member can speak more than ten minutes. F. All remarks must be addressed to the chair — no cross debate is permitted. G. It is not permissible to speak against one's own motion (but one can vote against one's own motion). H. Debate must address issues not personalities — no one is permitted to make personal attacks or question the motives of other speakers. I. The presiding officer must relinquish the chair in order to participate in debate and cannot reassume the chair until the pending main question is disposed of. J. When possible, the chair should let the floor alternate between those speaking in support and those speaking in opposition to the motion. K. When a large number of people wish to speak to a motion it may be advisable for the chair to make a speakers' list. L. Members may not disrupt the assembly. M. Rules of debate can be changed by a two-thirds vote. VIII. Motions in Ascending Order of Precedence Only one main motion may be on the floor at a time, but more than one secondary motion may be on the floor. When any of the motions on the following list is the immediately pending motion (i, e., the last motion made), any motion listed below it on the list can be made at that time and any motion above it on the list cannot be made at that time. Pending motions must be disposed of in descending order of precedence. A. Main Motion- introduces business to the assembly for its consideration. A main motion can only be made when no other motion is pending. A main motion yields to privileged, subsidiary and incidental motions. B. Subsidiar Motions - change or affect how the main motion is handled (voted on before the main motion) 1. Postpone Indefinitely - made when the assembly does not want to take a position on the main question. Its adoption kills the main motion for the duration of the session and avoids a direct vote on the question. It is useful in disposing of a poor motion that cannot be either adopted or expressly rejected without possibly undesirable consequences. Unlike other subsidiary motions, debate on the motion to postpone indefinitely can go into the merits of the main motion. 2. Amend - changes the wording of the main motion before it is voted upon. An amendment must be germane to the main motion. Its acceptance does not adopt the motion thereby amended; that motion remains pending in its modified form. Rejection of an amendment leaves the pending motion worded as it was before the amendment was offered. An amendment can: delete words, phrases, sentences or paragraphs; strike out words, phrases or sentences and insert new ones; add words, phases, sentences or paragraphs; or substitute entire paragraph(s) or the entire text of the motion and insert another. When an entire motion is substituted for another, the chair must first call for a vote on the 'A:I, A Motion to Substitute to determine the advisability of substituting a new motion, if the Motion to Substitute passes, the chair then throws the Substitute Motion open to debate, The Substitute Motion in turn must be voted upon, and is subject to amendment. Note: There is no provision in Robert's Rules for a "E iendIv Ain ndmend " The only way a motion can be modified without a vote, after it has been stated by the Chair, is with the unanimous consent of the members present. 3, Secondary Anrendment - An amendment can be offered to an amendment (amendment of the second order). Amendments of the third order are not permitted. 4. Refer C°onpuiQ - sends a pending motion to a standing committee, or to an ad hoc (special) committee to be appointed or elected, for consideration. The motion to refer may include instructions to investigate, recommend, or take action, and may specify the composition of the committee. 5. Ilaosl Done DCHnitel' (Postpone to o Certain "Tinea - delays action until a certain time specified in the motion (not beyond the next regular business meeting). 6, limit or Extend Debate - is used (1) to reduce or increase the number or length of speeches permitted or (2) to require that debate be closed at a specified time. It requires a two-thirds vote. 7. Previous Question "C"all for the ' uesliou" - immediately closes debate if passed. Requires a second and a two-thirds vote. 8. Lav on the Table - enables the assembly to lay the pending question aside le1ni'mrardy when something else of immediate urgency has arisen. It is not debatable. A motion to lay on the table is out of order if the evident intent is to avoid further consideration of the motion, Frequently when one indicates a desire "to table" a motion, the correct motion is either to Postpone Indefinitely or Postpone Definitely. C, Privileged Motions - do not relate to the pending business but have to deal with urgent matters which, without debate, must be considered immediately. 1. Call for the Ortler°s rel' ilea Daa - requires the assembly to conform to the agenda or to take up a general or special order that is due to come up at the time ("time certain"), unless two-thirds of those voting wish to do otherwise. A member can interrupt a speaker to call for the orders of the day. 2. liaise as Question of Privileaa^ - permits a request or main motion relating to the rights and privileges of the assembly or any of its members. Examples include requests relating to members' ability to hear a speaker or a request to go into "executive session" (closed session). A member may interrupt a speaker to raise a question of privilege. 3, Recess - used to request an intermission which does not close the meeting. 4. Ad'purn - used to close the meeting immediately. Not debatable. 5. Fix the Time, to Which to Adjourn - sets the time, and sometimes the place, for another meeting ("adjourned meeting") before the next regular business meeting to continue business of the session. IX. Incidental Motions (Questions of procedure that arise out of other motions and must be considered before the other motion) A. Point of Order - used when a member believes that the rules of the assembly are being violated, thereby calling on the chair for a ruling and enforcement of the rules. A member can interrupt a speaker to raise a point of order. B. Appeal - used to challenge the chair's ruling on a question of parliamentary procedure. A member can interrupt a speaker to appeal from the decision of the chair. C. sixes Rexed the. Rules - used to make a parliamentary rule or special rule of an organization temporarily inoperative. The motion cannot be applied to the constitution and bylaws unless those documents include specific provisions for suspension. Normally requires a two-thirds vote, D. Withdraw - permits the maker of a motion to remove it from deliberation after the motion has been stated by the chair. If there is not unanimous consent, the motion is debated and voted upon. E. Poiret of Inforaaaaatio I - requests to the chair, or through the chair to another officer or member, to provide information relevant to the business at hand. A point of information must be in the form of a question. A request for information regarding parliamentary procedure or the organization's rules bearing on the business at hand is referred to as a Parliaamenlaar, lna ae'ir F. %11Diecaiurt tea the f°oarsaaleraatiaraa of a - suppresses business that is irrelevant or r uestaon inappropriate and undesirable to be discussed. The objection must be made immediately (acceptable to interrupt a speaker). Does not require a second, is not debatable, and requires a two-thirds vote opposed to consideration in order to pass. G. Division aaf a t ues-lion - divides a motion containing two or more provisions that can stand alone so that each provision can be considered and voted upon separately. Not debatable. H. mvision or the, Assembly - used to demand a rising vote to verify the vote count. The motion can be made without obtaining the floor, does not require a second, is not debatable, and does not require a vote. X. Main Motions That Bring a Question Back Before the Assembly A. *false Trona the 'fable. - resumes consideration of a motion laid on the table earlier in the same session or in the previous session. Not debatable. B. 11ceonsider - reopens a motion to debate that has already been voted upon in the same session. The motion to reconsider can only be made by a member who voted on the prevailing side. it suspends action on the motion to which it is applied until it has been decided. It cannot be postponed beyond the next regular business session. C. Rescind Annul or Re'acal or Amend Something Previously Atlo pIr:d repeals or amends a motion for which it is too late to reconsider. Normally requires a two-thirds vote of those present or a majority vote or the entire membership; however, if previous notice has been given then only a majority vote of those present is required. A motion to rescind cannot be applied to action that cannot be reversed. XI. Voting A. Majority vote - defined as more than half of the votes cast by those present and voting (Le., excluding abstentions) unless the organization's rules specify otherwise (e.g., majority of those present, or majority of the entire membership) B. Two-thirds vote - defined as at least two-thirds of those present and voting, unless otherwise specified by the organization's rules. Examples of motions that require a two-thirds vote: to close, limit, or extend debate; to suspend the rules; to amend the constitution and bylaws; to close nominations; to remove an officer or expel a member; or to object to the consideration of a motion. C. Voting by the Chair - except when there is a ballot vote, the chair only votes when his/her vote would affect the result. D. Methods of Voting 1. Voice vote - method normally used 2. Show of hands or rising vote - used to verify an inconclusive voice vote or on motions requiring a two-thirds vote 3. Ballot - normally used for election of officers and when ordered by a majority vote 4. Roll call vote - used when it is desired to have a record of how each member voted. Can be ordered by a majority vote unless the organization's bylaws specify otherwise. E. Proxy voting is prohibited unless specifically provided for in the charter or bylaws. Robert's Rules of Order, Newly Revised, Tenth Edition, 2000 Robert's Rules of Order, Newly Revised, In Brief, 2004 The Complete Idiot's Guide to Robert's Rules, Nancy Sylvester, 2004 Robert's Rules for dummies, C. Alan Jennings, 2004 � � r www.robertsrules.com pari iamentarians,org www.rulesonline,com www.parlipro.org "w,'WF�'v"rM1'k'w".✓', *,h'+'bm'/ati*rY��w^�s�r '"v^'w�?.. VwV.^/��tiA"MJi"a4*,��w'°.^."'Mx�YI'�Wti'*✓�pM^.i�ti'Mk"'�`w'�1w5�.; Yi 4i .^.�"�^°�+f ti✓t'..r!: Robert's Rules of Order - Summary Version Introduction to Robert's Rules of Order What Is Parliamentary Procedure? It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion. Why is Parliamentary Procedure Important? Because it's a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it's important that everyone know these basic rules! Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example: 1. Call to order. 2. Roll call of members present. 3. Reading of minutes of last meeting. 4. Officer's reports. 5. Committee reports. 6. Special orders --- Important business previously designated for consideration at this meeting. 7. Unfinished business. 8. New business. 9. Announcements. 10. Adjournment. The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can: 1. Call to order. 2. Second motions. 3. Debate motions. 4. Vote on motions. There are four Basic Types of Motions: 1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions. 2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion. 3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business. 4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion. How are Motions Presented? 1. Obtaining the floor a. Wait until the last speaker has finished. b. Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President." c. Wait until the Chairman recognizes you. 2. Make Your Motion a. Speak in a clear and concise manner. b. Always state a motion affirmatively. Say, "I move that we ..." rather than, "I move that we do not ..." c. Avoid personalities and stay on your subject. 3. Wait for Someone to Second Your Motion 4. Another member will second your motion or the Chairman will call for a second. 5. If there is no second to your motion it is lost. 6. The Chairman States Your Motion a. The Chairman will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action. b. The membership then either debates your motion, or may move directly to a vote. c. Once your motion is presented to the membership by the chairman it becomes "assembly property", and cannot be changed by you without the consent of the members. 7. Expanding on Your Motion a. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it. b. The mover is always allowed to speak first. c. All comments and debate must be directed to the chairman. d. Keep to the time limit for speaking that has been established. e. The mover may speak again only after other speakers are finished, unless called upon by the Chairman. 8. Putting the Question to the Membership a. The Chairman asks, "Are you ready to vote on the question?" b. If there is no more discussion, a vote is taken. c. On a motion to move the previous question may be adapted. Voting on a Motion: The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are: 1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for a exact count. 2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required. 3. By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote. 4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand. 5. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired. There are two other motions that are commonly used that relate to voting.. 1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership. 2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion. Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly. 1. Allow motions that are in order. 2. Have members obtain the floor properly.: 3. Speak clearly and concisely. 4. Obey the rules of debate. Most importantly, BE COURTEOUS. For Fair and Orderly Meetings & Conventions Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation. The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action! The assembly rules - they have the final say on everything! Silence means consent! • Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr/Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking! • Debate cannot begin until the Chair has stated the motion or resolution and asked "are you ready for the question?" If no one rises, the chair calls for the vote! • Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second. • The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone • The member moving the "immediately pending question" is entitled to preference to the floor! • No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once! • All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives! The Rules The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur! Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary! 0 Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order • Point of Information: Generally applies to information desired from the speaker: "I should like to ask the (speaker) a question." Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules) Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made Main Motion: Brings new business (the next item on the agenda) before the assembly Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own) 0 Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble cannot be considered until debate on the body of the paper has ceased. Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor • Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists includes size of committee desired and method of selecting the members (election or appointment). Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time Limit Debate: Closing debate at a certain time, or limiting to a certain period of time • Postpone to a Certain Time: State the time the motion or agenda item will be resumed • Object to Consideration: Objection must be stated before discussion or another motion is stated Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table • Reconsider: Can be made only by one on the prevailing side who has changed position or view • Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session • Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred • Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal. • Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business • Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified Taken from: Litt : vv +.rc berts�°u9e .orJ