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Home My WebLink About2018 04 04AMENDED NOTICE AND CALL OFA SPECIAL MEETING OF THE CITY COUNCIL TO THE MEMBERS OF THE AFOREMENTIONED AGENCIES AND THE CITY CLERK OF THE CITY OF BALDWIN PARK NOTICE IS HEREBY GIVEN that a Special Meeting is hereby called to be held on WEDNESDAY, APRIL 4, 2018 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. Dated: April 2, 2018 NO OTHER BUSINESS WILL BE DISCUSSED AFFIDAVIT OF POSTING Al( Manuel Lozano Mayor I, 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 April 2, 2018. 00, Alejandra Avila City Clerk AMENDED AGENDA BALDWIN PARK CITY COUNCIL SPECIAL MEETING Please note time and meeting APRIL 4, 2018 location 5:30 PM CITY HALL — 3rd Floor, Conference Room 307 14403 EAST PACIFIC AVENUE BALDWIN PARK, CA 91706 (626) 960-4011 ' HL.IB OF . ' 'YT, E 1 J SAN BR I E L j / yj ' OqX/�^�� 11.f��,,,�%II� Manuel Lozano - Mayor Ricardo Pacheco - Mayor Pro Tem Cruz Baca - Council member Monica Garcia - Council member Susan Rubio - Council member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROCESS POR FA VOR DE APAGAR SUS TELEFONOS CELULARES Y BEEPERS DURANTE LA JUNTA PUBLIC COMMENTS COMENTARIOS DEL PUBLICO The public is encouraged to address the City Se invita al publico a dirigirse al Concilio o cualquiera Council or any of its Agencies listed on this otra de sus Agencias nombradas en esta agenda, agenda, but only on any matter posted on this para hablar solamente sobre asunto publicado en esta agenda. If you wish to address the City Council agenda. Si usted desea la oportunidad de dirigirse al or any of its Agencies, you may do so during the Concilio o alguna de sus Agencias, podra hacerlo PUBLIC COMMUNICATIONS period noted on durante el periodo de Comentarios del Publico the agenda. Each person is allowed three (3) (Public Communications) anunciado en la agenda. A minutes speaking time. A Spanish-speaking cada persona se le permite hablar por tres (3) interpreter is available for your convenience. minutos. Hay un interprete para su conveniencia. CITY COUNCIL AMENDED SPECIAL MEETING — 5:30 P.M. CALL TO ORDER ROLL CALL: Council Members: Cruz Baca, Monica Garcia, Susan Rubio, Mayor Pro Tem Ricardo Pacheco 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 §54954.21 ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO FAVOR DE NOTIFICAR A LA SECRETARIA SI REQUIERE LOS SERVICIOS DEL INTERPRETE No se podra tomar accion en alg(jn asunto a menos que sea incluido en la agenda, o a menos que exista alguna emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas; o 2) Didgir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximal. (Codigo de Gobierno §54954.21 OPEN SESSION/STUDY SESSION 1. GENERAL PLAN/ZONING CONSISTENCY CHANGES (CITYWIDE) Presentation by City Planner, Amy Harbin 2. 13057-13065 GARVEY AVENUE PRESENTATION Presentation by MG Development Group, LLC RECESS TO CLOSED SESSION 3. CONFERENCE WITH LABOR NEGOTIATORS (GC §54957.6) Pursuant to Government Code Section 54957.6: Agency designated representatives: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Employee Organizations: Police Management Employees Association, Unrepresented: Executive Team, Management Team, City Attorney. 4. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Pursuant to Government Code Section 54957: City Attorney 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) 6. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: City of Baldwin Park v. City of Irwindale Case No. BS163400 Case Name: Cereceres et al., v. City of Baldwin Park, et al. Case No. BC697871 7. REAL PROPERTY NEGOTIATIONS Pursuant to Government Code §54956.8: A. Property: 14626 Dalewood Street, Baldwin Park, CA (APN# 8463-001-003) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Pelaez, Orieta Under Negotiation: Price and terms of payment B. Property: 13057, 13061, 13065 Garvey Avenue, Baldwin Park, CA (APN# 8556-022-906, 8556-022-907, 8556-022-908) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Owner City of Baldwin Park Under Negotiation: Price and terms of payment RECONVENE IN OPEN SESSION REPORT FROM CLOSED SESSION ADJOURNMENT CERTIFICATION I, 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 boaranot less than 24 hours prior to the meeting on April 4, 2018. 4_ Aleandra 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 ore -mail 2.2Z..i.L C7baidwin ark.carn. 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) AMENDED AGENDA BALDWIN PARK CITY COUNCIL REGULAR MEETING APRIL 4, 2018 7:00 PM COUNCIL CHAMBER 14403 E. Pacific Avenue Baldwin Park, CA 91706 (626) 960-4011 Manuel Lozano Ricardo Pacheco Cruz Baca Monica Garcia 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 jurisdiccion. Si usted desea la oportunidad de dirigirse al Concilio o alguna de sus Agencias, podra hacerlo durante el periodo de Comentarios del Publico (Public Communications) anunciado en la agenda. A cada persona se le permite hablar por tres (3) minutos. Hay un interprete para su conveniencia. n� written pubin r rer ( rel,..ltln g t( r(ea) (..)pen ,r,', /(..)n rr g ul,.�r a) eetlng V the (rlY )unrril th,:'E(rs r(i;,(rllrEd( 5r' ((r the (,'ItY )unr,ll Ir. ss th,::En r,;' h(,)urs the iwrrrr t( fI�.E( ��r)r5etlnr!.��1 will Fr � �� .�ErI�EFrI � l�rr publlr ri`r��sp r`(rrrrr ' �� . ( y �l (,rl' l°��Ell `rthe��IG�° �,Irorl� e�� office, 1 � ��W� l,. I ��.�rAiAr Avenue,,,, ,, Warr,' Floor r,'��r�ir�r i�rrrw�e�l l.x��e��Ai�roWrWt f`Irr��r�Wt IErlrri�r,'r�� 'ISE r,rlrEa �!;l1 �E rrr. tr 00 pr a),) CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL CITY COUNCIL REGULAR MEETING — 7:00 PM Council Members: Cruz Baca, Monica Garcia, Susan Rubio, Mayor Pro Tem Ricardo Pacheco 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, 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. PROCLAMATIONS, COMMENDATIONS & PRESENTATIONS • Presentation of Proclamation recognizing April as DMV/Donate Life California Month. Certificate Presentation to Juana Mata, La Puente and Cynthia Espinoza, Baldwin Park for their selection as 2018 Women of the Year by the Office of Assemblywoman Blanca E. Rubio. • City of Baldwin Park Homeless Plan Overview and Next Steps — Presentation by LeSar Development Consultant- Jessica Ripper 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 tome accion en algOn asunto a menos que sea incluido en la agenda, o a menos que exista algana emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas, o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximas. [Codigo de Gobierno §54954.2] 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. MEETING MINUTES Staff recommends that Council receive and file the following Meeting Minutes: 2A. Meeting Minutes of the Special Meeting held on March 21, 2018. 3. NEIGHBORHOOD STABILIZATION PROGRAM (NSP) REVISED PROMISSORY NOTE Staff recommends the City Council approve the two revised NSP promissory notes. 4. ACCOUNTING RELATED POLICIES & PROCEDURES. Staff recommends that the City Council review and approve the following accounting policies and procedures - 1 . rocedures:1. Purchasing Policy and Procedures 2. Credit Card Policy and Procedures 3. Travel Policy and Procedures 4. Federal Awards Administration Policy and Procedures 5. ACH and Wire Transfer Policy and Procedures 5. ACCEPT PLANS AND SPECIFICATIONS AND AUTHORIZE PUBLISHING OF A NOTICE INVITING BIDS FOR CITY PROJECT NO. 2018-0241 — CONSTRUCTION OF A COMPRESSED NATURAL GAS (CNG) FACILITY TO BE LOCATED AT BADILLO STREET AND RAMONA BOULEVARD. Staff recommends that the City Council accept the plans and specifications and authorize publication of a Notice Inviting Bids for the construction of City Project No. 2018-0241 — Construction of CNG Facility. 6. HOUSING ELEMENT PROGRESS REPORT 2017. Staff recommends that the City Council receive and file the report. 7. APPROVAL OF A MEMORANDUM OF UNDERSTANDING (MOU) WITH THE LACMTA TO RECEIVE FUNDS FOR TRANSIT SERVICES Staff recommends that the City Council approve the attached MOU with LACMTA and authorize the Mayor to execute said agreement. 8. APPROVAL OF AN AMENDMENT TO THE EMPLOYMENT AGREEMENT WITH MANUEL CARRILLO JR. DIRECTOR OF RECREATION AND COMMUNITY SERVICES AND APPROVE RESOLUTIONS TO UPDATE THE PAY SCHEDULE REFLECTING SALARY AND BENEFIT ADJUSTMENTS FOR THE CHIEF EXECUTIVE OFFICER (CEO) AND THE DIRECTOR OF RECREATION AND COMMUNITY SERVICES IN ACCORDANCE WITH CALPERS ESTABLISHED GUIDELINES City Council Agenda Page 3 It is recommended that the City Council approve and adopt: 1) The Amended Agreement with Manuel Carrillo Jr., Director of Recreation and Community Services (DRCS) effective September 9, 2017; and 2) Resolution No. 2018-242, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments effective January 1, 2018, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 3) Resolution No. 2018-243, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments effective January 14, 2018, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments and 4) Resolution No. 2018-244, updating the comprehensive City of Baldwin Park Pay Schedule to reflect a five step compensation plan effective March 25, 2018, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 5) Resolution No. 2018-245, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments retroactive to December 1, 2017, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 6) Resolution No. 2018-246, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments retroactive to October 4, 2017, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 7) Resolution No. 2018-247, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments retroactive to September 9, 2017, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments and 8) Authorize the Finance Director to complete budget amendments and appropriations. 9. APPROVE RESOLUTION NO. 2018-240, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK APPROVING THE APPLICATION FOR GRANT FUNDS FOR CALIFORNIA CLIMATE INVESTMENTS URBAN GREENING PROGRAM" Staff recommends that the City Council: 1) Approve Resolution No. 2018-240 "A RESOLUTION OF THE CITY OF BALDWIN PARK APPROVING GRANT FUNDS FOR CALIFORNIA CLIMATE GREENING PROGRAM". City Council Agenda OF THE CITY COUNCIL THE APPLICATION FOR INVESTMENTS URBAN Page 4 10. INTRODUCTION AND FIRST READING OF ORDINANCE NO. 1406, "AN ORDINANCE OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 50 OF THE BALDWIN PARK MUNICIPAL CODE AND ENACTING A NEW SECTION IN CHAPTER 50 RELATED TO MANDATORY COMMERCIAL AND MULTI -FAMILY RECYCLING." (FIRST READING AND INTRODUCTION) Staff recommends that the City Council introduce the attached Ordinance by reading its title only and waive further reading, ORDINANCE NO. 1406, "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 50 OF THE BALDWIN PARK MUNICIPAL CODE AND ENACTING A NEW SECTION IN CHAPTER 50 RELATED TO MANDATORY COMMERCIAL AND MULTI -FAMILY RECYCLING'. 11. A REQUEST FOR CONSIDERATION OF A MUNICIPAL (ZONING) CODE AMENDMENT BY ORDINANCE TO MODIFY CHAPTER 127 (COMMERCIAL CANNABIS) BY INCREASING THE NUMBER OF PERMITS PERMITTED FROM FIFTEEN TO TWENTY-FIVE. (SECOND READING AND ADOPTION) Staff recommends that the City Council waive further reading and adopt Ordinance No. 1408 by title only, entitled, "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK CALIFORNIA, AMENDING THE MUNICIPAL CODE CHAPTER 127 — MEDICAL AND ADULT USE OF COMMERCIAL CANNABIS OF TITLE XI, BUSINESS REGULATIONS TO THE CITY OF BALDWIN PARK MUNICIPAL CODE" 12. RENEWAL OF POLICE HELICOPTER AGREEMENT WITH THE CITY OF EL MONTE. Staff recommends that the City Council approves the new agreement between the City of Baldwin Park and the City of EI Monte for the delivery of police helicopter services. PUBLIC HEARINGS 13. CONTINUED FROM MARCH 21, 2018. A REQUEST FOR CONSIDERATION OF A RECOMMENDATION OF APPROVAL BY THE PLANNING COMMISSION TO THE CITY COUNCIL ON MULTIPLE ZONING AND GENERAL PLAN LAND USE CHANGES WHICH WOULD ACHIEVE CONSISTENCY BETWEEN THE GENERAL PLAN LAND USE MAP AND ZONING MAP FOR SPECIFIC PLAN 13- 01 (ROEM PROJECT-RAMONA BLVD./BOGART STREET), SPECIFIC PLAN 14- 01 (INDIGO PROJECT-BALDWIN PARK BLVD./MERCED AVENUE), SPECIFIC PLAN 15-01 (DOWNTOWN TRANSIT ORIENTED SPECIFIC PLAN) AND SPECIFIC PLAN 16-01 (PACIFIC VILLAS -PACIFIC AVENUE) (LOCATION: VARIOUS: CASE NUMBERS: AGP-119 AND Z-556). Staff and the Planning Commission recommend that the City Council open the public hearing, accept testimony and following the public hearing: 1. Adopt City Council Resolution No. 2018-230, entitled, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, ADOPTING THE FINDINGS OF FACT AND APPROVING GENERAL PLAN LAND USE AMENDMENTS TO ACHIEVE CONSISTENCY (LOCATION: SP 13- 01, SP 14-01, SP 15-01, AND SP 16-01; APPLICANT: CITY OF BALDWIN City Council Agenda Page 5 PARK; CASE NUMBER: AGP-119)" 2. Introduce for first reading, by title only and waive further reading, Ordinance No. 1409, entitled, "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, ADOPTING THE FINDINGS OF FACT AND APPROVING ZONING DESIGNATIONS ON PROPERTIES WITHIN SPECIFIC PLAN AREAS WHICH ARE CONSISTENCY EDITS THAT HAVE BEEN PREVIOUSLY APPROVED BY THE CITY COUNCIL (LOCATIONS: PLAN 13-01 (ROEM PROJECT-RAMONA BLVD./BOGART STREET), SPECIFIC PLAN 14-01 (INDIGO PROJECT- BALDWIN PARK BLVD./MERCED AVENUE), SP 15-01 (DOWNTOWN TRANSIT ORIENTED SPECIFIC PLAN) AND SPECIFIC PLAN 16-01 (PACIFIC VILLAS -PACIFIC AVENUE); APPLICANT CITY OF BALDWIN PARK; CASE NUMBER Z-556). 14. BALDWIN PARK HOUSING AUTHORITY'S PUBLIC HOUSING AGENCY FY 2018-2019 ANNUAL PLAN. Staff recommends that the Housing Board conduct the public hearing, accept testimony and following the public hearing approve the: 1. The adoption and approval of the Public Housing Agency (PHA) FY 2018-2019 PHA Annual Plan which includes the Enterprise Income Verification (EIV) and the Violence Against Women Act (VAWA) Policies (Attachment "A"). 2. Approval of Resolution No. HA -2018-014 establishing the adoption of the Plan as required by the U.S. Department of Housing and Urban Development (HUD) (Attachment "B"). 3. Authorize staff to begin the application process for disposition of Public Housing McNeill Manor units. REPORTS OF OFFICERS 15. FY 2017-18 MID -YEAR BUDGET PRESENTATION It is recommended that the City Council review the mid -year analysis and approve the mid -year revenue and expenditure projections for fiscal year ending June 30, 2018. CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS Request by Mayor Pro Tem Pacheco for discussion and consideration: • Direction to Staff to research leaving ICRMA Insurance Pool and to look at options for other insurance including the option for self -coverage. City Council Agenda Page 6 ADJOURNMENT CERTIFICATION I, Alejandra Avila, City Clerk of the City of Bald perjury under the laws of the State of California, Hall bulletin board not less than 72 hours prior 20118 -Alejaindra Avila City Clerk vin Park hereby certify that, under penalty of the foregoing agenda was posted on the City o the meeting. Dated this 29th day of March, 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 vi.l iia baldwin ark.com. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE II) City Council Agenda Page 7 ITEM NO. STAFF REPORT TO: Honorable Mayor and City Councilmembers h1U6,0F , rr E' ; FROM: Rose Tam, Director of Finance SAWGAB RN L DATE: April 4, 2018 0 VALLEY SUBJECT: WARRANTS AND DEMANDS 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 $483,220.04 and the attached General Warrants Register were $826,730.54 for a total amount of $1,309,950.58. 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 does 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 199322 to 199356. Additionally, Automated Clearing House (ACH) Payroll deposits were made on behalf of City Employees from control number 5668 to 5945 for the period of February 25, 2018 through March 10, 2018, inclusive; these are presented and hereby ratified in the amount of $483,220.04. 2. General Warrants, including bank drafts and checks, with bank draft numbers 824 to 845, and check numbers from 218703 to 218885 in the total amount of $826,730.54 constituting of claims and demands against the City of Baldwin Park, are herewith presented to the City Council as required by law, and the same hereby ratified. -00 a) O N O- CLN OC�® M CO O v -•d O N Q u L ro a c O m 4- O u Ct m w m w N V1 w ct N W Vn M .-i N O m m m w O M w w t * 0 1 0 0 V1 V1 1D O'O O m 00 m V1 O m V1 P� V1 M �j N 1D N N 1D N 00 V1 m Vl y4 d: 6 Cl O h 1D N r` h h Vy C1 m h W 4 O d' d' V1 00 C1 ® `� m '~ Cl NM Vl W O M ri h N0) M N W 00 Cl Ct rm4 O V' r-1 m00 00 rri O N O C1 00 ~" d' m H 00 1D m V1 V1 m r4 01 CI O O N O O m w N d' m m m r4 h O m 00 O E d' 1D r� ri 1N M P, HO mm W M r4 O 1-1 C1 H NI -q 1-4 w V1 Vl 00 r` ri O O O O O M 0 O o 0 0 0 0 O O N O O r4 0 0 0 0 0 0 0 0 0 0 to m O O o 0 0 0 O O N N O O O O O m 0 0 0 0 ct 0 0 0 0 0 0 0 1D O w O It ri m 0 0 0 0 0 0 .-1 0 0 0 0 0 0 0 w W 0 0 0 0 0 m hl O O O ri o 0 0 0 w 0 0 w N Vr O O m. q hl 0 0 0 m m m O 0 O 0 O 0 0 m W 0 0 0 0 0 m Vl O O O w o 0 O 0 m O O V1 M V1 O m h C 1* O o 0 ri V' -zt 0 0 0 0 0 0 0 m m O O o 0 0 r4 ri1 0 O o r4 o o 0 O r4 O O r4 ri r4 O r4 ri a-1 e4 0 0 0 H r4 ri O o o o 0 0 0 r4 H O O O A rrA O O N N N N N O O O O O 6�6 ri 00 A . 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COUNCIL CHAMBER -14403 E. Pacific Avenue, Baldwin Park, 91706 CALL TO ORDER The meeting was called to order at 5:36 p.m. by Mayor Lozano. ROLL CALL PRESENT: Council Member Cruz Baca Council Member Monica Garcia (arrived at 5:49 p.m.) Council Member Ricardo Pacheco Mayor Pro Tem Susan Rubio (Absent) Mayor Manuel Lozano PUBLIC COMMUNICATIONS Mayor Lozano opened Public Communications at 5:37 p.m. Seeing no one wishing to speak, Public Communications closed at 5:37 p.m. OPEN SESSION/STUDY SESSION 1. CALIFORNIA CONSULTING Presentation by California Consulting Regarding Grants Holly Bachman, Statewide Senior Director and David Marquez (via teleconference), Project Manager from California Consulting made a presentation highlighting the company's background, extensive municipal experience and history of successful projects and grants obtained on behalf of the City of Baldwin Park. RECESS TO CLOSED SESSION at 6:18 p.m. 2. CONFERENCE WITH LABOR NEGOTIATORS (GC §54957.6) Pursuant to Government Code Section 54957.6: Agenc�sigDatgd rsmtios: Shannon Yauchzee, Chief Executive Officer, and Sean Gibbons, Coleman Frost LLP, Robert Tafoya, City Attorney Employee Organizations: Police Officer Association; Police Management Employees Association; Director of Recreation & Community Services; Chief Executive Officer/City Manager. Special Meeting of 3/21/18 Page 1 of 5 3. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Pursuant to Government Code Section 54957: Director of Recreation & Community Services 4. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Pursuant to Government Code Section 54957: Chief Executive Officer/City Manager 5. REAL PROPERTY NEGOTIATIONS Pursuant to Government Code §54956.8: A. Property: 1453 Virginia Avenue (CAN 17-03) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Todd Seidner, Virginia Avenue Holdings, LLC Under Negotiation: Price and terms of payment B. Property: 15480 Arrow Highway (CAN 17-04) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Lynn Metrow and Todd Hill, Bud King's Weed Club Under Negotiation: Price and terms of payment C. Property: 4507 Littlejohn Street (CAN 17-05) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Tina Honglin Guan, Lucky Medical Cannabis Development, Inc. Under Negotiation: Price and terms of payment D. Property: 1453 Virginia Avenue, Suite "O" (CAN 17-11) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Chris Coogan, Therapy Crafted Brands, LLC Under Negotiation: Price and terms of payment E. Property: 5010 Calmview Avenue (CAN 17-14) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Erika Villarruel and Art Castillo, Baldwin Park Caregivers Under Negotiation: Price and terms of payment F. Property: 5139 Bleecker Street (CAN 17-16) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Michael Daniel Healy and Chad Everett LaChance, High Point Distribution, Inc. Under Negotiation: Price and terms of payment G. Property: 14808 Arrow Highway (CAN 17-19) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Special Meeting of 3/21/18 Page 2 of 5 Robert Tafoya, City Attorney Negotiating Parties: Behnam Rodd, Jasper Rodd, and Luis Franco, Emerald Connection, LLC Under Negotiation: Price and terms of payment H. Property: 13409 Garvey Ave. (CAN 17-20) Agency Negotiators:. Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Valentina Ambarchyan, Edvin Sanatgar, and Robert Harutyunyan, Checkpoint Distribution, Inc. Under Negotiation: Price and terms of payment I. Property: 428 Cloverleaf Drive (CAN 17-21) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Steve Yazeji, SCS Processing, Inc. Under Negotiation: Price and terms of payment J. Property: 22) Agency Negotiators: Negotiating Parties: Under Negotiation: K. Property: Agency Negotiators: Negotiating Parties Under Negotiation 15115 Ramona Blvd. AND 15004 Ramona Blvd. (CAN 17 - Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Rogelio Magana, Rancho Adelanto Development Enterprises Price and terms of payment 14712 Arrow Highway (CAN 17-23) Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Steve Chan, Manuel Suarez, and Gershom Luh, The Grown Folks, Inc. Price and terms of payment L. Property: 13450 Brooks Drive, Units A and C (CAN 17-24) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Anthony Samuel and AvShalom Cohen, NRD, LLC Under Negotiation: Price and terms of payment M. Property: 13460 Brooks Drive (CAN 17-25) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Ruben Kachian, Vertical Bliss, Inc. (Kushy Punch) Under Negotiation: Price and terms of payment N. Property: 4802 Littlejohn Street (CAN 17-26) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Rodolfo Aguilar, SGV Caregivers, Inc. Special Meeting of 3/21/18 Page 3 of 5 Under Negotiation: Price and terms of payment O. Property: 4276 Elton Street (CAN 17-29) (APNs: 8437-016-005, 8437-016-015, and 8437-016-016) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Yichang Bai, W&F International Corporation Under Negotiation: Price and terms of payment P. Property: 14726 Arrow Highway (CAN 17-30) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Anthony Willoughby, Tier One Consulting Under Negotiation: Price and terms of payment Q. Property: 5151 Azusa Canyon Rd. (CAN 17-32) Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: David Morgan, Jorge Garcia, Paul Granada, Fausto Alex Chavez, Electric Atom Distribution Under Negotiation: Price and terms of payment 6. 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): Four (4) 7. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: City of Baldwin Park v. City of Irwindale Case No. BS163400 Case Name: Cereceres et al., v. City of Baldwin Park, et al. Case No. BC697871 RECONVENE IN OPEN SESSION at 6:55 p.m. REPORT FROM CLOSED SESSION Mayor Lozano noted that no action was taken on items discussed in Closed Session. [This space intentionally left blank] Special Meeting of 3/21/18 Page 4 of 5 ADJOURNMENT There being no further business, motion was made by Lozano, seconded by Pacheco, to adjourn the meeting at 6:56 p.m. Mayor ATTEST: City Clerk APPROVED: Special Meeting of 3/21/18 Oage 5 of STAFF REPORT SUMMARY TO: ITEM NO. W' The Honorable Mayor and Members of the City Council FROM: Gustavo Romo, Director of Community Development Suzie Ruelas, Housing Managere,<7 DATE: April 4, 2018 SUBJECT: NEIGHBORHOOD STABILIZATION PROGRAM (NSP) REVISED PROMISSORY NOTE Staff is seeking City Council's review and approval for the revised promissory note applicable to two properties for the Neighborhood Stabilization Program (NSP) needed to clarify the forgiveness of the loan after the affordability period. FISCAL IMPACT No impact to the General Fund. RECOMMENDATION Staff recommends the City Council approve the template for the two revised NSP promissory notes. BACKGROUND In 2010, the City received $970,226 in NSP funds for an Acquisition/Rehabilitation/Resale Program. Three (3) foreclosed or vacant/abandoned properties were purchased by the City, rehabilitated, and then resold to first time homebuyers. One homebuyer was a Marine Corp Veteran who served in the Iraqi war and his family, and the other two were single mothers. All three households were longtime Baldwin Park residents and are still currently living in those homes. In 2012, during a refinance process at the request of one of the homebuyers after the loan documents had already been executed, it was determined the intent of the wording regarding the forgiveness of the loan was not clearly written on the loan documents (i.e., forgiveness of principal vs. interest only). The loan was provided with the intent of being forgiven in its entirety after the 15 year affordability period as long as the buyers remained in the home as their primary residence for this period. The loan agreement identified if the home is sold or becomes a rental during the affordability period, the principal plus interest must be repaid. However, staff at the time read the promissory note to say only the interest of the loan was to be forgiven. NSP Revised Promissory Note April 4, 2018 Page 2 Although the City Attorney in 2012 provided his opinion stating the loans are to b . e forgiven in their entirety after 15 years if the affordability conditions are complied with, the City Attorney revised the promissory note at the time to clarify the loans" I'orgivcness at year 15 to avoid any misunderstanding of the loan terms in the future and to ensure fairness to the homebuyer in casc the same staff was not around. Unfortunately, while preparing for a Housing and Coninitinity Development (FICD:) review of the NSP, it was recently discovered only one of the three homebuyers executed the revised promissory note, "Yo ensure equitability and clarity to all three participating households, staff is requesting approval to move forward Nvith the execution of' tile two remaining revised loan documents previously prepared by the former City Attorney and apl)roved by the current City Attorney, LEGAL R,!,�VIEM: City Attorney Tafoya reviewed and approved the revised loan documents for execution. ALTERNATIVES To remain in line with the initial terms and intent of the program, there are no alternatives to approving and executing the revised promissory notes. Attachments: Attachment A — Revised Promissory Note Template Attachment A Revised romissory Note Template RESTATED AND REVISED PURCHASE MONEY PROMISSORY NOTE SECURED BY A SUBORDINATED DEED OF TRUST $88,000.00 THIS REVISED PROMISSORY NOTE IS SECURED BY A SUBORDINATE DEED OF TRUST Baldwin Park, California February 2018 FOR VALUE RECEIVED, the undersigned ("Borrower"), in accordance with terms set forth herein, promises to pay to the CITY OF BALDWIN PARK, a municipal corporation ("Lender"), without deduction of offset, at 14403 East Pacific Avenue, Baldwin Park, California 91706, or at such other address as Lender may direct from time to time in writing, the principal sum of Eighty -Eight Thousand Dollars, ($88,000.00) (the "Note Amount" or "City Loan"). All sums hereunder shall be payable in lawful money of the United States of America. RECITALS A. Lender and Borrower executed that certain Promissory Note dated December 5, 2012 (the "Original Promissory Note"). B. The Original Promissory Note is secured by the subordinated deed of trust recorded as Document Number 201300000 (the "Deed of Trust"), C. The Original Promissory Note mistakenly did not include a provision that forgave the loan evidenced by the Original Promissory Note. D. The parties desire to restate the Original Promissory Note by this Revised Note and intend for this Revised Note to rescind and replace the Original Promissory Note. Now, therefore, the parties agree as follows: 1. Rescission of the Original Prorni§s �r r�Not . The Original Promissory Note is hereby rescinded and Lender's Housing Manager shall destroy it. 2. Loan Acireernent. This Revised Note is made and delivered pursuant to and in implementation of the NEIGHBORHOOD STABILIZATION PROGRAM ("NSP") PURCHASE AND SALE OF REAL PROPERTY AND JOINT ESCROW INSTRUCTIONS entered by and between the Lender and the Borrower dated, December 5, 2012 (the "Agreement"), a copy of which is on file as a public record with the Lender and is incorporated herein by reference. As set forth in the Agreement, this Revised Note is [REVISED NOTE - PAGE 1 OF 71 made pursuant to Lender's Silent Second Assistance Program (the "Program"). The Borrower acknowledges, but for the execution of this Revised Note, Lenderwould not have entered into the Agreement or made the loan discussed herein. Unless definitions of terms (i.e., words initially capitalized) have been expressly set out at length herein, each term shall have the same definition as set forth in the Agreement. The intent of the Agreement and this Revised Note is for the City Loan -and all interest that may accrue thereon, as set forth herein, be forgiven, discharged, and released in full as of December 5, 2027; provided, that Borrower has complied with all of the terms of the Agreement, this Revised Note, the Subordinate Deed of Trust that secures this Revised Note of even date herewith encumbering the Property (the "Deed of Trust"), and the Affordable Housing Restrictive Covenant Agreement (the "Covenant") recorded concurrently with the Deed of Trust. 3. Interest Rate. The City's Loan shall accrue Contingent Deferred Interest in a manner and in an amount provided for in Section 7. Forgiveness of the Contingent Deferred Interest shall be in accordance with the terms of Section 7 herein. 4. Term. The term of this Revised Note is until it is repaid in full with Contingent Deferred Interest that may be due or is forgiven, as provided herein, whichever occurs first. 5. Event of c eler tion. Except for a conveyance to the First Lien Holder, and unless Lender has given its prior written approval to Borrower, which approval may be given or withheld in Lender's sole and absolute discretion, the whole of the Note Amount and all other payments due hereunder and underthe Agreement, Deed of Trust, and/orthe Covenant, including but not limited to the Contingent Deferred Interest, may, at Lender's option, become immediately due and payable to the Lender by the Borrower upon the occurrence of any one of the following events ("Event of Acceleration"): (a) Borrower, directly or indirectly, sells or transfers, or agrees to sell or transfer, the Property, including, without limitation by selling, leasing, renting, exchanging, other disposition of the Property or any interest therein, whether voluntary or involuntary; provided, however, that this subparagraph shall not apply if, upon Lender's prior written approval in its sole discretion, the buyer/transferee is a person eligible under the Program who assumes Borrower's obligations under the Agreement, Note, Deed of Trust, Covenant, and all other applicable agreements and documents; (b) Borrower refinances the lien of the City Deed of Trust or any, lien or encumbrance to which the City Deed of Trust is subordinate ("First Lien") for a loan amount in excess of the then current loan balance secured by the First Lien; (c) Borrower fails to occupy the Property as Borrower's principal [REVISED NOTE - PAGE 2 OF 71 residence pursuant to Section 2 of the Deed of Trust or is in default of any other obligation under this Revised Note, the Agreement, the Deed of Trust, or the Covenant; (d) City determines that Borrower was not eligible for the Program at the time the City Loan was funded; or (e) The close of a probate estate following the death of Borrower unless close of probate results in Borrower's spouse obtaining fee title to the Property. Acceleration of this Revised Note shall not occur in the event of a non -sale transfer of the Property resulting from marriage, divorce, or death of a spouse; provided, however, that such transferee agrees in writing to assume the transferor's obligations hereunder. 6. Re frier t,,,Schedule. In the event the City Loan is required to be repaid as provided herein, such repayment of the then outstanding City Loan amount shall be made in accordance with the following schedule: Period of Residency Repyr nt AnIgun 1 day through 3 years $88,000.00 3 years + 1 day through 6 years $70,400.00 6 years + 1 day through 9 years $52,800.00 9 years + 1 day through 12 years $35,200.00 12 years + 1 day through 15 years $17,600.00 15 years + 1 day or more $ 0 The foregoing applicable amount shall be referred to as the "Repayment Amount." 7. Contin rit Deferred Interest Amount. In the event the Note Amount becomes due and payable pursuant to Section 5, above, before December 5, 2027, Borrower shall pay to Lender together with the Repayment Amount (as defined above), an amount equal to the "Contingent Deferred Interest Amount," which shall be an amount based upon the calculation of the schedule below: Period of Residenc Annual Interest Rate 1 day through 3 years at 5% 3 years + 1 day through 6 years at 4% 6 years + 1 day through 9 years at 3% 9 years + 1 day through 12 years at 2% 12 years + 1 day through 15 years at 1 % 15 years + 1 day or more at 0% [REVISED NOTE - PAGE 3 OF 71 The period of residency shall refer to the period of time in which the Borrower continuously occupies the Property as his/her principal residence. A year shall be a period of 365 days, commencing on the date of loan closing; provided, that such period shall be 366 days to account for each leap year that occurs during such period. The annual interest rate for each period of residency identified above shall replace and be applicable to the immediately preceding period once that preceding residency requirement has been fulfilled. Compound interest shall accrue on all sums due and not paid when due at the rate of 10% per annum. BORROWER ACKNOWLEDGES AND AGREES UPON SALE, TRANSFER, REFINANCING OF THE PROPERTY, OR OTHER EVENT OF ACCELERATION REQUIRING REPAYMENT OF THE CITY LOAN, UNTIL DECEMBER 5,, 2027, BORROWER SHALL PAY TO CITY THE CONTINGENT DEFERRED INTEREST AMOUNT AS CALCULATED PURSUANT TO THIS SECTION 7 TOGETHER WITH THE PREPAYMENT AMOUNT (AS DEFINED ABOVE). LENDER ACKNOWLEDGES AND AGREES BORROWER SHALL NOT BE REQUIRED TO PAY ANY REPAYMENT AMOUNT AND SHALL NOT PAY A CONTINGENT DEFERRED INTEREST AMOUNT TO LENDER IF, AND ONLY IF, BORROWER CONTINUOUSLY OWNS AND OCCUPIES THE PROPERTY AND THERE IS NO EVENT OF ACCELERATION THROUGH DECEMBER 4, 2027. BORROWER LENDER 6. Security for Note. The parties agree the Revised Note is secured by the Deed of Trust, executed by Borrower, as Trustor, in favor of Lender, as Beneficiary. The indebtedness evidenced by this Revised Note is subordinate to the indebtedness evidenced by a note secured by the First Lien. 7. Doan Charles: Pre wn rrt of Note Amount. a. Borrower, without paying any prepayment charge, may prepay to Lender the full Note Amount at any time prior to the due date of the Note Amount. Prepayment will be treated in the same manner as refinancing of the Property. Any partial prepayments shall be applied to reduce the Note Amount. b. If applicable law, which applies to the City Loan and which sets maximum loan charges, is finally interpreted so the Contingent Deferred Interest or other loan charges collected or to be collected in connection with the City Loan exceed permitted limits, then: (1) any such loan charge shall be reduced by the amount necessary to reduce the charge to the permitted limit; and (ii) any sums already collected from Borrower which exceed permitted limits will be refunded to Borrower. Lender may choose to make this refund by reducing the Note Amount owed by Borrower under this Revised Note or by [REVISED NOTE - PAQE 4 OF 71 making a direct payment to Borrower. If a refund reduced principal, then the reduction will be treated as a partial prepayment. 8. Lender Mav Assi n. Lender may, at its option, assign its right to receive payment under this Revised Note without necessity of obtaining the consent of the Borrower. 9. Borrower Assignment Prohibited. In no event shall Borrower assign or transfer any portion of this Revised Note, the Note Amount or the Agreement without the prior express written consent of the Lender which consent may be given or withheld in the Lender's sole discretion. This Section shall not affect or diminish the Lender's right to assign all or any portion of its rights to the loan proceeds hereunder. Further, until the loan secured by the First Deed of Trust has been satisfied in full, Borrower and Lender agree the Revised Note and Deed of Trust shall not be assigned or permitted to be assigned without the First Lien Holder's prior written consent. 10. Costs of C o IIe tioInLAtar[1q r. )Fees and Cost . Borrower agrees to pay the following costs and expenses incurred by Lender, or adjudged by the court, in the collection of amounts in default: (1) reasonable costs of collection, costs, and expenses, expert witness fees, and attorney's fees paid or incurred in connection with the collection or enforcement of this Revised Note, whether or not suit is filed, and (ii) costs of suit and such sums as the court may adjudge as attorney's fees in any action to enforce payment of this Revised Note or any part of it if Lender prevails in such suit. 11. Non -Waiver. Failure or delay in giving any notice required hereunder shall not constitute a waiver of any default or late payment, nor shall it change the time for any default or payment. 12. Successors Bound. This Revised Note shall be binding upon the parties hereto and their respective heirs, successors and assigns. 13. ,Default. Borrower acknowledges and agrees that if Borrower is in default of its obligations hereunder or under the Agreement or Covenant, Lender may send Borrower a written notice telling Borrower that if Borrower does not pay the amounts due or cure the default for which the notice was sent by a date that is at least thirty (30) days later than the date of such notice. Failure to cure the default within the time required shall permit Lender to take any action which Lender is entitled to take to enforce the terms of this Revised Note. 14. Notice. Any notices, requests or approvals given under this Agreement from one party to another may be personally delivered, delivered by a reputable document delivery service that provides a receipt showing date and time of delivery, or deposited with the United States Postal Service of mailing, postage prepaid, certified mail, return receipt requested to the following address: [REVISED NOTE - PAGE 5 OF 71 To Borrower: Baldwin Park, CA 91706 To Lender: City of Baldwin Park 14403 East Pacific Avenue Baldwin Park, California 91706 Attention: Community Development Director Notices personally delivered or delivered by document delivery shall be effective upon receipt. Mailed notices shall be effective at Noon on the second business day following dispatch, or actual receipt, whichever is earlier. Either party may change its address for notice by giving written notice thereof to the other party. 15. Governing -_Lave. Borrower hereby agrees to comply with all ordinances, rules, and regulations of Lender. Nothing in this Agreement is intended to be, nor shall it be deemed to be, a waiver of any Lender ordinance, rule, or regulation. This Agreement shall be governed by the laws of the State of California. Any legal action brought under this Agreement must be instituted in the Superior Court of the County of Los Angeles, State of California, in an appropriate municipal court in that county, or in the Federal District Court in the Central District of California. 16. Waiver. To the extent permitted bylaw, Borrower hereby expressly waives: (a) notice of default or delinquency; (b) presentment (i.e., the right to require Lender to demand payment of amounts due); (c) notice of dishonor (i.e., the right to require Lender to give notice to other persons that amounts due have not been paid); (d) notice of acceleration; (e) notice of nonpayment; (f) notice of costs, expenses and losses and interest thereon; (g) notice of interest on interest, if any, and late charges, if any; (h) diligence in taking any action to collect any sums owing under this Revised Note or in proceeding against any of the rights and presentment for payment, demand, protest, and notices of dishonor and/or protest; (1) the benefits of all waivable exemptions; and [REVISED NOTE - PAGE 6 OF 71 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF BALDWIN PARK ) On before me lemic elle Bravo Notpry Public, personally appeared -- -----------who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the forgoing is true and correct. Witness my hand and official seal. Notary Public STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES } ss. CITY OF BALDWIN PARK ) On , before me, Michelle Bravo , A Notary l u l , personally appeared — = === ==: who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the forgoing is true and correct. Witness my hand and official seal. Notary Public (REVISED NOTE - PAGE 7 OF 71 ITEM NO. LD TO: Honorable Mayor and City Councilmembers IA l!" 0 F , rri , FROM: Rose Tam, Director of Finance. s m",c `i DATE: April 4, 2018 G"�' ,< 111 LLEY' SUBJECT: Accounting Related Policies and Procedures SUMMARY The purpose of this staff report is to present updated accounting related policies and procedures as recommended by the City's independent auditors to the City Council for review and approval. FISCAL IMPACT None. RECOMMENDATION ATION Staff recommends that the City Council review and approve the following accounting policies and procedures: 1. Purchasing Policy and Procedures 2. Credit Card Policy and Procedures 3. Travel Policy and Procedures 4. Federal Awards Administration Policy and Procedures 5. ACH and Wire Transfer Policy and Procedures BACKGROUND During the prior years' audits, the City's independent auditors recommended that several of the accounting related policies need to be updated. The Finance staff have reviewed and updated the existing accounting related policies and procedures to incorporate the recommendations from the auditors and to comply with the Office of Management and Budget (OMB) and the new Uniform Guidance requirements. LEGAL REVIEW This report and the attachments have been reviewed and approved by the City Attorney as to legal form and content. ALTERNATIVES None. ITEM NO. ATTACHMENTS 1. Purchasing Policy and Procedures 2. Credit Card Policy and Procedures 3. Travel Policy and Procedures 4. Federal Awards Administration Policy and Procedures 5. ACH and Wire Transfer Policy and Procedures 01 ATTACHMENT 1 City of Baldwin Park Purchasing Policy and Procedures Effective April 4, 2018 Purpose: The purpose of this policy is to establish procedures for the purchase of supplies, services, and equipment at the lowest possible cost commensurate with quality needed; to exercise positive financial control over purchases; and to clearly define authority for the purchasing function. It is the policy of the City of Baldwin Park (the City) to follow a practice of ethical and responsible procedures related to purchasing, agreements and contracts, and related forms of commitment. The purchase policy describes the principles and procedures that all staff shall adhere to in the completion of their designated responsibilities. When Grant Funds are Used to Fund or Partially Fund the Purchase If grant funding will be used, it is the Program Manager's responsibility to ensure that all applicable requirements of that funding are included in any contract/agreement/amendment/change order. Additionally, it is the responsibility of the Program Manager to ensure compliance with all applicable requirements of the funding, including securing approval of grant prior to incurring any expenditure, approval of eligible expenditures, and reporting requirements, etc. Purchasing Guidelines and Procedures All department directors shall have the authority to initiate purchases on behalf of their department within the guidelines described in the City's purchasing policy. Department directors may delegate purchasing authority to responsible individuals within their department. Directors shall inform the Finance Department of all designated individuals that may initiate/enter purchase requisition (PR) in the financial software system, Tyler Incode 10. The Management Assistant of Finance will review the PR prior to the approval of the Assistant Accounting Manager and/or Director of Finance. Once the PR is approved, the Management Assistant in Finance will generate the purchase order (PO), forward it to the Assistant Accounting Manager and/or Director of Finance for review and approval, and then send it back to the requesting departments. All purchase requests should be within the annual approved budget. All City purchases exceeding $2,500 require a purchase requisition (PR), purchase order (PO), and at least three (3) quotes except as otherwise provided in these policies and procedures. Purchases and contracts for supplies and equipment do not constitute a public project as defined by Cal. Pub. Cont. § 20161 shall require the following approvals: 1 Estimated Value o... f Contract Authorit�of Approval $0 to $10,00. p r 0 per vendor per fiscal year Respective Department Head �..__p Y - $10, Officer p r Chief Executive 001_to $24,999.99 per vendor per fiscal year ---- Greater than LL$24,999 99 er fiscal year City Council The above threshold approval level does not apply to the annual recurring maintenance cost such as gas, electricity, telephone; multi-year contracts such as software program annual maintenance, copiers, and annual audits that were already approved by the City Council and included in the annual adopted budget. All approved requisitions with all the required quotes and bids will be entered into the accounting system "INCODE 10" by the Management Assistant/designated individuals. At least three (3) quotes are required for purchases between $2,500 to $24,999.99. Informal bids (at least three (3) written price quotations) and/or formal bids (RFP) are required for purchase exceeding of $24,999.99. A PO will be issued by the Finance Department only after the requisition has been approved at all levels. The requisition must include the following information: 1. Vendor's name (Based on Form W-9 as submitted by Vendor) 2. Description of item (goods/services) being requested for purchase 3. General ledger account number (refer to the approved budget line item account 4. Amount of purchases (should not exceed the appropriated/approved budget amount) 5. Quantity 6. Quotations (at least 3) 7. Approved staff report/contract/agreement for PR is required for more than $24,999.99 8. All PRs must be approved by designated approver as mentioned above 9. All PRs should be approved electronically by the Assistant Finance Manager and/or Finance Director for purchases of $5,000 and above Vendor Files and Required Documentation The Management Assistant/Accounts Payable Staff of the Finance Department shall maintain an electronic vendor profile and create a profile for each new vendor from whom the City purchases goods or services based on Form W-9. Prior to issuing a PO for any vendor (regardless of whether a contract is involved), the respective department shall request a completed and signed Form W-9 from the vendor and submit it to the Finance Department/Management Assistant, and inform the vendor to apply for a business license, if needed. Upon receiving the required documents, the 0) Finance Department/Management Assistant will issue and distribute the PO to the respective departments. Ethical Conduct in Purchasing City officials and employees shall not make any attempt to realize personal gain directly and indirectly through a purchase or service provided to the City, including but not limited to the following: 1. City officials and employees or any member of their immediate family have any financial interest in the purchase or service. 2. A business or organization, in which the City officials and employees or any member of their immediate family have any financial interest, is involved in the purchase or service. 3. Any other person, business or organization, with whom the City officials and employees or any member of their immediate family is negotiating or has an arrangement concerning prospective employment, is involved in the purchase or service. 4. No City officials and employees operating a business outside of their current City employment shall do business or provide a service for the City through their outside employment. 5. Prohibit the sale of lien vehicles from City's contracted tow vendor(s) to the City, City's affiliated entities, employees, and elected officials. 6. Any in-kind gift or contribution over $50 (annually) by any vendor to city management or, city elected officials required to submit Form 700 shall be reported on Form 700 as required by Law. 7. Any in-kind gift or contribution by any vendor to individual employees not covered by Form 700 is prohibited. If such a gift is delivered, the employee shall turn it to the Department Director who shall either return the gift. In the case of gift items such as baskets, they may be raffled off at a City event or distributed among all employees in the department. 8. Any in-kind gift or contribution over $100 by any vendor to a city event shall be reported to the City Clerk's Office and available to the public on the City's web site. 9. Expenditures of public funds for gifts or gift cards to employees and City officials are not authorized. This includes gifts purchased for employee and City official birthdays or other personal occasions except for city -sponsored events. 3 Voluntary collections from staff would be an acceptable way of purchasing employee gifts. 10.Awards and recognitions to employees and City officials must be an item of tangible personal property (cannot be cash, cash equivalent, vacations, meals lodging, theater or sporting event tickets, stocks, bonds). 11. External awards and recognition are appropriate for presentation to people or organizations external to City staff. External awards shall be determined by the City Council and CEO in advance. Conflict of Interest Prohibited The Code of Federal Regulations (2 CFR Part 200.318 (c)(1)) stated that "The non - Federal entity must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non -Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, non -Federal entities may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the non -Federal entity". All City of Baldwin Park employees and officials shall comply with these regulations; and shall not act as a principal or as an agent for a firm that does business with the City for six (6) months after their separation from the City. Non -Discrimination Policy All vendors/contractors who propose to perform any work or furnish any goods under agreements with the City of Baldwin Park shall agree to the following principles: 1) Vendors/contractors will not discriminate against any employee or applicant for employment because of race, religion, color sexual orientation or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the vendors/contractors. 2) Vendors/contractors agree to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non- discrimination clause. Notices advertisement and solicitations placed in C accordance with Federal laws or regulations shall be deemed sufficient for meeting the intent of this section. Awards to Debarred and Suspended Parties The City of Baldwin Park will not make any award or permit (sub grant or contract) to any party which is debarred or suspended or is excluded from or ineligible for participation in Federal assistance programs. See Federal Award Policy for more details. Encumbrance of Funds Except in the case of an emergency as determined by the CEO, the Department Heads shall not request any PO for supplies or equipment unless there is an existing unencumbered appropriation against which the purchase is to be charged. Formal Contract Procedure A. All contracts shall be by written contract with the lowest responsible bidder pursuant to the public contract procedure prescribed in Municipal Code §§ 34.27 through 34.33. B. Where possible, preference shall be given to local bidders or vendors, if all other factors in the bidding process are equal. C. A clause shall be incorporated in vendor's contract to require that all donations, gifts, and free services provided by the vendor outside of their service agreement to any city elected officials, employee, City department, or City affiliated entities or events be documented and reported to the City. Notice Inviting Bids Notices inviting bids shall include a general description of the articles to be purchased, shall state where bid blanks and specifications may be secured, and the time and place for opening bids. The purchasing officer shall publicize each notice inviting bids in such manner as is calculated to advise all prospective bidders thereof. A. Published Notices: Notices inviting bids shall be published at least ten (10) business days before the date of the opening of the bids. Such notices shall be published at least once in a newspaper of general circulation printed and published in the City, or, if there is none, they shall be posted in at least three public places for posting public notices. B. Bidders' List: The department's purchasing officer shall also solicit sealed bids from all responsible prospective suppliers whose names are on the Bidders' List or who have requested their names to be added thereto. The purchasing officer shall annually review the Bidders' List and the City's business license records, 5 and shall make appropriate efforts to update the Bidders' List to include businesses located in the City. C. Bulletin Board: The department's purchasing officer shall also advertise pending purchases or sales by a notice posted on a public bulletin board in the City Hall, on the City's official website, and other appropriate electronic media. Bidder's Security When deemed necessary by the department's purchasing officer, bidder's security may be prescribed in the public notices inviting bids. The security shall be returned upon rejection of a bid; provided, that the successful bidder shall forfeit his bid security upon his refusal or failure to execute the contract within ten (10) days after the notice of award of contract has been mailed, unless the City is responsible for the delay. The City Council may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsible bidder. If the City Council awards the contract to the next lowest bidder, the amount of the lowest bidder's security shall be applied by the City to the difference between the low bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder. Bid Opening Procedure Sealed bids shall be submitted to the City Clerk's office and shall be identified as bids on the envelope. Bids shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection. Rejection of Bids In its discretion, the City Council may reject any and all bids presented and re -advertise for bids. Award of Contracts Contracts shall be awarded by the City Council to the lowest responsible bidder, except as otherwise provided in the City's Municipal Code. Tie Bids If two or more bids received are for the same total amount or unit price, quality and service being equal and if the public interest will not permit the delay of re -advertising for bids, the City Council may accept the bid it chooses or accept the lowest bid made by negotiation with the tie bidders at the time of the bid opening. Performance Bonds The department's purchasing officer shall have the authority to require a performance bond before entering into a contract in such amount as the department's purchasing officer shall find reasonably necessary to protect the best interests of the City. If a performance bond is required, the form and amount of the bond shall be described in the notice inviting bids (refer to the City Municipal Code). Professional Services and Specialized Services Contracts for specialized services and professional services by persons, firms, companies, or corporations shall be made subject to either the formal contract procedure or the open market procedure, except that there shall be no requirement to solicit bids. The department's purchasing officer may consider in addition to cost, the experience of the professional, the quality of work the processional has done, the ability of the professional to complete the project in a timely manner, and the insurance carried by the professional. For all professional and specialized service contracts, the standard Consultant Agreement shall be used and a separate "Scope of Work" attached. Once completed, these documents shall be submitted to the City Attorney for review and approval. Special Provisions A. Sole Source Purchases: A sole source purchase is one made from only one source of supply or a purchase for which no advantage can be gained through competitive bidding. Sole source purchases often arise because specifications and requirements for the purchase are so distinct that only one possible source can provide the purchase or meet established standards. This may be the case with replacement parts for brand name machinery, equipment, or vehicles. However, it may also apply to a consultant whose skills are very unique to the requested task and has prior experience fulfilling that* need with the City to accomplish the task with utmost efficiency. To be valid, the sole source must be the only reasonably known source of supply meeting the bona fide specification requirements. A sole source decision is not permitted merely upon the grounds that such approach is the most convenient or that the subject is preferred by the staff. B. Cooperative Purchases: Cooperative purchasing is used by municipalities in the purchase of goods and services. This arrangement offers the participants significant economies of scale. Although one municipality may issue specifications and receive bids, each entity independently executes its own contract, administers the procurement function, and finances the purchase. This is an acceptable practice that allows municipal agencies to "piggy -back" on contracts for services and supplies issued by a wide range of other governmental agencies. Cooperative purchasing agreements may be entered into with state, local governments, and non-profit entities. C. Emergency Purchases: The City is not required to engage in either informal or formal competitive bidding in an emergency. The City Council delegates to the CEO the authority to waive any procedures in the Purchasing Guidelines that are not statutorily mandated when making emergency purchases of supplies, equipment, materials or services. "Emergency Purchases" are those procurements required to prevent the immediate interruption or termination of necessary City services or to safeguard life, property or the public health and welfare. Contracts for Services Whenever directed by the City Council to obtain administrative, legal, accounting, or other professional or contractual services to be performed by a consultant, the CEO or his/her designees shall issue request for proposals (RFP) or obtain written request for qualifications (RFQ) from qualified persons authorized to perform the services. He/she shall obtain a sufficient number of proposals to insure that the cost thereof is consistent with the market. He/she shall thereafter select the lowest responsible proposal, based upon a performance or qualifications selection matrix, and offer the contract to the person. The City's NON -COLLUSION AFFIDAVIT- CONTRACTOR/PROFESSIONAL SERVICES PROVIDER (EXHIBIT A) is required to be attached to the proposed contract. Uniform Construction Cost Accounting Procedures In October 15, 2014, the City Council adopted Resolution No. 2014-038, A Resolution of the City Council of the City of Baldwin Park, California, Adopting the Uniform Public Construction Cost Accounting Procedures in Accordance with Section 22000 to Section 22045 of the Public Contract Code. Public project — as defined by the California Public Contract Code, is a project for the construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, repainting, or repair of any publicly owned, leased or operated facility. When contracting for public projects, the contract is awarded to the lowest responsible bidder. Dollar Thresholds Value of �Purchase PO�Level of Agreement Purchase Method Required Approval Format Under Written Yes CEO CEO approved $45,000 Quotes contract $45,000- Informal bid Yes ...°CEO ........... ....CEO approved $175,000 process contract Over Formal bidYesYes City Council CEO approved $175,000 contract 9 Levels of Bidding Required 1. Force account, negotiations, or PO — public projects up to $45,000 2. Informal bidding procedures — public projects up to $175,000/CEO authority • Notice inviting bids must be mailed to construction trade journals • Notice can also be provided to list created by City for category or work to be bid • Notice can be sent to any other contractors or construction trade journal • If product/service is proprietary in nature, the City can limit notice to those contract(s) that can provide such product or service • Notices must be sent at least 10 days before the bids are due • If all bids exceed $175,000, Council may adopt resolution to award contract at $187,500 if it determines that City Cost estimate was reasonable. Otherwise rebid pursuant to formal bidding. • Award to lowest responsible bidder 3. Formal bidding procedures — public projects over $175,000 • Requires sealed bid procedure • NON -COLLUSION AFFIDAVIT -BIDDER OF A PRINCIPAL CONTRACT (EXHIBIT B) needs to be included in the bid package • Notice must state time and place for receiving and opening of sealed bids • Notice must be published at least 14 calendar days before opening of bid in newspaper of general circulation • Notice must be sent electronically to publications listed in the City's list at least 15 days before opening of bids • Additional notice may be provided • Award to lowest responsible bidder Information for Mailed Notice When submitting notices for bids for jobs, the following information should generally be included: • Project title and contract number if applicable • Cost range • Location of site • Who is taking bids — i.e., City of Baldwin Park Public Works Department • Date and time bids are due • Contact address, phone, and e-mail • Architect's/Engineer's address and phone number if applicable 9 • Brief description of work to be done • Location where plans may be obtained and if deposit is required/refundable • Percentage of bid bond/percentage of performance bond/percentage of payment bond Use of Force Account City Council may reject any bids presented if prior to rejecting such bids it declares the project can be more economically performed by City employees and written notice is provided to apparent low bidder. 10 EXHIBIT A CITY OF BALDWIN PARK NON -COLLUSION AFFIDAVIT -BIDDER OF A PRINCIPAL CONTRACT To Be Executed By Each Bidder Of A Principal Contract STATE OF CALIFORNIA COUNTY OF LOS ANGELES being first duly sworn deposes and says that he is the mm ....... (sole owner, a partner, president, etc.) of ®,----------- _,,...._ ___ .......,.the party making the foregoing bid, that such bid is not made in the interest of or behalf of any undisclosed person, partnership, company, association, organization or corporation, that such bid is genuine and not collusive or sham, that said bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, or that anyone shall refrain from bidding, that said bidder has not in any manner, directly or indirectly sought by agreements, communication or conference with anyone to fix the bid price of said bidder or of any other bidder, or to fix the overhead, profit, or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in such bid are true, and further, that said bidder has not, directly or indirectly, submitted his bid price, or any breakdown thereof, or the contents thereof, or divulged information or date relative thereto, or paid and will not pay any fee in connection, therewith to any corporation, partnership, company, association, organization, bid depository, or to any member or agency thereof, or to any other individual information or date relative thereto, or paid and will not pay any fee in connection, therewith to any corporation, partnership, company association, organization, bid depository, or to any member or agency thereof, or to any other individual, except to such person or persons as have a partnership or other financial interest with said bidder in his general business. Signed: Title: Subscribed and sworn to and before me this -day of , zxxx. Seal of Notary EXHIBIT B CITY OF BALDWIN PARK NON -COLLUSION AFFIDAVIT- CONTRACTOR/PROFESSIONAL SERVICES PROVIDER To Be Executed By Each Contractor/Professional Services Provider of a Principal Contract STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) being first duly sworn deposes and says that he/she is the _ _.. .._ .. ...... ._,., (sole owner, a partner, president, etc.) of _ ...... ......._.,the party making the foregoing proposal of services; that such proposal is not made in the interest of or behalf of any undisclosed person, partnership, company, association, corporation, organization or the City of Baldwin Park (the City) officials and employees or any member of their immediate family has a financial interest in the services, that such contract is genuine and not collusive or sham, that said contract does not have any advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in such contract are true. Further, said contractor has read the City's Purchasing Policies and Procedures and is in full agreement. Signed; Title: Subscribed and sworn to and before me this day of , zxxx. Seal of Notary ATTACHMENT 2 City of Baldwin Park Credit Card/Gas Card and Other Charge Cards Policy and Procedures Effective April 4, 2018 Purpose: The purpose of this policy is to establish standards and procedures for the use of City issued credit cards (including gas card and other charge cards). City credit cards are used to provide an alternative method of payment for designated City officials and designated employees. This policy is developed to ensure that all credit cards issued under agreements with the City of Baldwin Park (the City) serve a legitimate business purpose and are adequately monitored by management for compliance. In an effort to facilitate the conduct of official City business and ensure that City officials are provided with the tools they need to serve the interests of the City, City Council Members and Department Heads and/or their designees are provided with a City credit card/gas card. The use of credit cards is to allow City officials and or their designee's access to an efficient and alternative means of payment for approved expenses. It is for the purpose of making authorized small -dollar purchases, securing reservations, paying travel expenses, and doing City business in the most efficient manner. The amount should be under $2,500 per transaction except for emergency use and within the credit line limit. The following City officials may be issued a City credit card: • Mayor and City Council Members • Chief Executive Officer • Chief of Police • Director of Community Development • Director of Finance • Director of Public Works • Director of Recreation and Community Services • Designees from the departments with the approval of Department Head and CEO • Gas card for police officers 1 Purchases Credit cards shall only be used to purchase goods or services for the official business of the City. Expenses charged to City credit cards must be actual, necessary, reasonable, and incurred in the performance of official duties for the specific benefit of the City. The following Purchases are NOT allowed: • Alcoholic beverage/tobacco products • Controlled substances e.g. prohibited & illegal drugs • Personal items or loans • Purchases involving trade-in of City's property • Rentals (other than short-term autos) • Cash advances on credit cards • Employee meals and entertainments not related to City business (approved city events, workshop, training, conference). The following Purchases are NOT allowed except for emergency as stated in the City's Purchasing Policy and Procedures: • Equipment and upgrades over $2,500 • Construction, renovation/installation • Items or services on term contracts • Maintenance agreements • Telephone, related equipment, or services • Consultants, instructors, and speakers contracted by the City • Service/labor Procedures 1. Credit cards may be requested by approving officials or their designees for the prospective cardholders. The request must be in writing on the Credit Card Request Form. (EXHIBIT 1). Approval is required by the CEO, Finance Director and when necessary, the Department Director. 2. Authorized credit cardholders are determined by the CEO and department head/director. 3. Upon receiving an approved request to issue a new credit card, the Finance Department will return a memo to the new cardholder confirming their supervisor's request. 4. If approved and prior to receiving the credit card, the new cardholders will be required to sign the Cardholder Agreement (EXHIBIT 11) along with the copy of the Credit Card/Gas Card Policy and Procedures indicating they have read and agree 2 to comply and accept the terms of the City's Credit Card/Gas Card Policy and Procedures. 5. Credit cards are issued in the name of the City and the authorized cardholder. Any annual fee, if any, is charged to the cardholder's cost center/department. The cardholder will acknowledge the receipt of the credit card/gas card. 6. Credit card/gas card statements shall be reconciled with the vendor receipts/invoices and submitted to the Finance A/P on a timely basis to avoid late fee/penalty/interest charges. If statements are submitted for payment without sufficient time to make a timely payment, interest/penalty/interest, if any, will be charged to the cardholder's department. 7. Approving Officials (department director, Director of Finance and CEO) shall review purchases and invoices to ensure compliance with these procedures. 8. All requisitions submitted for credit card/gas payments shall be approved by appropriate management level and department director and CEO. 9. The claim for payment should include all receipts/invoices. a. Failure to submit adequate documentation within one (1) month may result in the City credit card being cancelled. b. Any charge not substantiated by a receipt will result in the cardholder reimbursing the City within one month. If no reimbursement is made to the City, the amount(s) may be deducted from individuals' payroll and credit card will be cancelled. c. On an exception basis, if an original receipt has been misplaced, the cardholder must attach a signed memo containing the date, vendor, amount, and nature of purchase. 10. In the case of meals and meeting (for the City business only) related expenses, each receipt must include: a. The name of all persons involved in the purchase. b. A description of the business purpose of the purchases, in accordance with the Internal Revenue Service regulations. 11. All credit cards statements shall be signed by the cardholder and the department director and CEO to attest to the accuracy and appropriateness of the transactions. Authorized officials and designees issued a credit card/gas card are responsible for its protection and custody and shall immediately notify the Director of Finance if the credit card/gas card is lost or stolen. 3 Termination of Cardholder Accounts Upon termination of employment with the City, Cardholder accounts will be immediately closed. Credit card/gas card will be collected during the Exit interview process with Human Resources. Human resources will forward the credit card/gas card to the Finance Department and the termination date for credit card payment purposes. Cardholder shall report any pending charges as of the surrendering of the card and shall assert that they have reported all charges. Returns In the event of returned merchandise or other credits, cardholders must check subsequent statements for credit and attach the credit slip to the statement when submitting the statement for payment. If a credit slip was not obtained, other documentation explaining the return should be attached. If credit does not appear by the second subsequent statement, the cardholder should contact the Bank/Merchandise Holder. Lost or Stolen Cards It is the responsibility of the card holder to report lost or stolen immediately by calling the Bank/Merchandise Holder, and notify the approving official (department director) and the Finance Department immediately. If not reported immediately, the City may be liable for fraudulent charges, which will be charged to the cardholder's department. Procurement Accounting Controls A current list of credit cards/gas cards, authorized users, and credit limits shall be kept on file by the individual department and the Finance Department. Internal Accounting Controls A current list of all credit card/gas, authorized users, and credit limits shall be kept on file. The credit card is to be used only to make purchases for the legitimate business of the City and must be used in accordance with the provisions of the credit card policy and procedures and purchasing policy and procedures established by the City. The respective directors and/CEO are responsible for the review of purchases and invoices to ensure compliance with the City's policies and procedures. Credit card/gas card payments will be charged to the appropriate City Council or department budget and should not exceed the approved annual line item allocations. rd CITY OF BAL WIN PARK CREDIT CARDS (INCLUDE GAS CARD and OTHER CHARGE CARDS) REQUEST FOS Date: To: Director of Finance From: Department Type of Card: For/User: Describe the purpose, justification, and importance of the requested credit/gas card: Department Director Signature Date CEO Signature Date EXHIBIT I CITY OF BAL TWIN PARK CARDHOLDER AGREEMENT I, , hereby acknowledge receipt of the following credit card and/or gas card: (Type of credit card Credit card and/or gas card number) I understand that improper use of this card may result in disciplinary action, as outlined in the City of Baldwin Park (the City) Personnel Rules, as well as personal liability for any improper purchases. As a cardholder, I agree to comply with the terms and conditions of this agreement, including the attached Credit Card Policies and Procedures. I acknowledge receipt of said Agreement and Policies and Procedures and confirm that I have read and understand the terms and conditions. I understand that by using this card, I will be making financial commitments on behalf of the City and that the City will be liable for any official business charges to the credit card/gas card company made on this card. I will strive to obtain the best value for the City when purchasing merchandise and/or services with this card. As a cardholder of the City's credit card/gas card, I agree to accept the responsibility and accountability for the protection and proper use of the card, as stated above. I will return the card to the Director of Finance, upon demand, during the period of my employment. I further agree to return the card upon separation of employment. I understand that the card is not to be used for personal purchases. If the card is used for personal purchases, the City will be entitled to reimbursement from cardholder of such purchases. The City shall be entitled to pursue legal action, if required, to recover the cost of such purchases, together with costs of collection and reasonable attorney's fees. Signature: _ Date: Cardholder EXHIBIT II City of Baldwin Park Travel Policies and Procedures Effective April 4, 2018 Purpose This policy is designed to establish guidelines for fair and for the City of Baldwin Park (the City) officials and em including overnight stay on official City business. This p commuter (local) training seminars and local City busin intended to supersede P.O.S.T. reimbursable travel poli State of California. The governing rule for all City tr,, availability, economy, convenience, and propriety. Policy ATTACHMENT 3 reasonable allowances )loyees while traveling Acy shall not apply for ;ss expenses, nor is it ,ies established by the vel expenses shall be • The City shall provide reimbursement for expenses directly related to attendance at approved conferences, seminars, meetings, and other, official functions/purposes. • Official travel is planned, budgeted, approved, and controlled at the Department level, except in specific cases. • Authorized travel approved in the annual budget requires no further approval beyond the department level, if, however, it becomes apparent that the total travel cost will exceed the adopted budget; the approval of the Director of Finance and/or the CEO must be obtained. • Unbudgeted, unplanned travel requests shall be submitted by the Department Head to the Director of Finance who will forward the request to the CEO for approval. Such requests shall include written justification for the following a) the differences of the travel request and the budget; b) the reasons why the unbudgeted travel is necessary for the Department's operations. This will include a list of travel expenses and a "Request for Special Budget Appropriation", if necessary. All employees must have the Travel Authorization and Expenditure Report (Exhibit 1) completed and authorized by their Department Head. All out-of-state travel requires CEO's approval prior to traveling. • All City's authorized travel is paid directly by the City or reimbursed to the traveler based in actual, itemized expenses or should be covered by the IRS per diem rate. Travel Authorization and Expenditure Report is due within 30 days of travel to Finance. Failure to submit the completed report within 30 days of the travel date may forfeit all reimbursable travel expenses; if submitted beyond the 30 -day time limit, special circumstances with a written explanation to the Director of Finance is required for the late submission before the travel expense reimbursement request is processed. III. Procedures — Reimbursement Requirements All travel related expenses is to be paid by the City officials and employees and submitted for reimbursement according to the following categories and guidelines: A. Airfare The most economically available air coach fare will be considered a standard practice, in as much as air travel is usually more economical in time and money than other modes of transportation when making long distance trips. Round trip tickets shall be purchased when practical and more economical. , B. Train Travel The use of alternate forms of transportation, such as rail, shall be utilized as a form of transit unless the cost of such service is greater than travel in a personal or city vehicle or the use of such service is impractical. C. Car Rental Use of a rental vehicle shall receive prior approval by the Department Head or CEO. Guidelines to follow when renting cars: (a) Economy models must be rented unless more than two persons are travelling together. (b) When two or more employees are travelling, they should rent the most economical vehicle available. (c) Gasoline charges by the rental company are not reimbursable. (d) Rental cars should be returned to the original rental location in order to avoid costly drop-off charges. (e) Upgrades are not reimbursable. D. Mileage Reimbursement for Transportation Compensation in the form of mileage reimbursement will be paid to individuals for use of their private vehicle in lieu of a fixed monthly allowance when appropriate. Mileage reimbursement would be based upon actual miles driven and must also have the approval of the Department Head, or CEO. City officials who have the City vehicle or receive mileage allowance are not entitled to mileage reimbursement. Mileage reimbursement shall be based on IRS rate. E. Mileage Reimbursement for Travel 2 Use of personal cars for out -of -City travel must be approved when the job duties does not require routine travel. When personal automobiles are approved as a mode of travel, reimbursement will be made based on the IRS rate if the distance traveled is business related. The distance shall be calculated based on the shortest distance from the City Hall or employee's primary residence, to the point of destination whichever is less. Additionally, gas or other transportation related costs shall not be reimbursed when mileage reimbursement is utilized. When personal automobiles are approved, the total allowance for the transportation shall not exceed the cost of the most economically available air coach passage if such services are available, except that when more than one individual (not including family members) travel in a single car, the maximum limit for reimbursement will be equal to the sum of their equivalent air fares. Travel in City vehicles may be approved when circumstances warrant it. When traveling in a City vehicle, receipts should be secured for the purchase of gas, oil, and other supplies, if necessary. These amounts should be shown on the expense report, with the notation that a City vehicle was used, indicating the vehicle tag number. Individuals who receive an auto allowance shall not receive additional reimbursement for use of their personal automobile during travel and are not eligible to utilize a City vehicle unless traveling more than 50 miles one way from Baldwin Park City Hall or the employee's primary residence to the point of destination, whichever is less. F. Telephone/Fax/Internet/Cellular Phone Charges Telephone and facsimile charges will be allowed only for official City calls and facsimiles. Expenses incurred for use of internet services are not reimbursable unless approved by the Department Head. Employees receiving reimbursement for use of internet services are expected to use the most economical method available, avoiding long-distance telephone charges, excessive on-line time, Wi-Fi, roaming, etc. G. Taxi/Shuttle/Public Transportation/Rapid Transit City officials and employees should evaluate their individual circumstances and select the safest, most economical alternative when traveling to and from all destinations. Transportation to and from the airport (or other type of transportation centers) should be accomplished by utilizing a hotel van or some other general shuttle service. A taxi may be utilized when the cost of a shuttle is higher than the taxi to the destination or when shuttle services are unavailable. A car may be rented when a taxi or shuttle service is more expensive or when the City officials or employees must be at several different business locations that are not located near the hotel accommodations. H. Registration Fees Fees charged for registration at any convention or meeting are reimbursable with prior approval and shall be submitted on a Direct Payment Request form as well as on a Travel Authorization and Expenditure Report shall be reimbursed and paid directly by the City. I. Per diem Day Trips: Internal Revenue Code (IRC) 162(a) states that meal expenses reimbursed by an employer to an employee for travel away from home for less than 24 hours where no overnight stay is required, represent taxable and reportable income; therefore, the City will not reimburse for any meals on trips lasting less than 24 hours. Overnight Stay. Expenses for meals, tips, and incidentals will be reimbursed on a per diem based on the current per diem rate schedule from IRS. The per diem rate for the first and last travel day will be 75% of the IRS allowable amount. In cases where the travel period must be extended and a per -diem has already been issued, a Direct Payment Request form must be submitted for per -diem to be paid for the additional travel days. No meal allowance is provided for local travel, with the exception of travel away from the normal work are for more than a 12 hour period. In such cases, the employee is entitled to 75% of the prescribed meals and incidental expenses J. Lodging Reimbursement for hotel accommodations shall be provided for multi -day approved travel provided that it is greater than 50 miles away from the City Hall or the employee's primary residence (whichever is less) exceptions may be made for special circumstances when approved by the CEO and the Department Director. For one -day seminars, conference, or other travel, hotel accommodations are not reimbursable unless approved in advance by the CEO and appropriate due to the location or event schedule. Hotel accommodations should be appropriate to the purpose of the trip. Individuals are expected to use good judgment in the selection of lodging accommodations offering competitive rates. The City does not reimburse for lodging if the employee wishes to say one day after the conference has been completed in the Pacific Time Zone. If the conference is in the Mountain, Central or Eastern Time Zones, the employee may travel the day after the conference has been completed. The hotel in which the individual decides to stay should be located within walking distance to the place of business, where possible, in order to minimize the need for transportation, rental car, bus, trolley, etc. 4 }dTRA VEL A UTHO IZATIDN and EXPENDITURE REPORT CITY OF BALD WIN PARK EMPLOYEE NAME DEPARTMENT/DIVISION FUND/COST CENTER/PROJ. # DATE See below Pur wse/Justification (include name of e-�rnd"ere��noc/w u�urk�sNroaAl a,u�uu nar, dwes, Nexatton, and if budgeted) C ONI FREN('l)REG, I..t:I,I GI'N(r AIR. FARE/MILEAGE PFR DIEM @ TOTAL EST. EXPENSE $0.00 $0.00 $0.00 TOTAL ADV. REQUESTED $0.00 TRAVEL AUTHORIZATION APPROVALS EMPLOYEE'S SIGNATURE DATE DEPT,/DIV, HEAD SIGNATURE DATE CITY MANAGER'S SIGNATURE DATE EXPENSE REPORT CONF./REG/ LODGING AIR FARE/MILEAGE PER DIEM a, TOTALS $0.00 1 $0.00 1 $0.00 I acknowledge that this request is for the reimbursement of expenses incurred during the conduct of authorized City business and that all advances and allowances have been accounted for on this statement. Furthermore, travel expenses incurred were authorized by the CEO as required. Signatures Date Emp./Council Member Dept./Div. Head City Manager $0.00 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ATTACHMENT 4 City of Baldwin Park Policy and Procedure for Federal Awards Administration Effective April 4, 2018 Grant Administration The purpose of this policy is to establish procedures for administrating federal awards within the guidelines. These guidelines include: general concepts and framework for seeking and managing grant programs; identify roles and responsibilities in managing grant programs; and set policy in complying with Single Audit Act requirements. The City of Baldwin Park (the City) does not have a centralized grants department, therefore it is the responsibility of each department obtaining a grant to care for and be familiar with all grant documents and requirements. If a grant is Federal, the department should immediately notify the Director of Finance for inclusion in the City's Single Audit. For the purpose of this policy, "Program Director" applies to the individual within a given department who will be responsible for the grant, and the "Administrator" applies to the federal grant agency. 1. Grant Development, Application, and Approval a. le illative Aroval — Once the grant plan is developed and the application is filed with the granting agency, legislative approval is required. If such legislative approval is not specifically required by the written terms of the grant, then the Department Director may, at his or her discretion, approve grant applications. In this case, a copy of the application shall be sent to the Administrator's office. If an award is given, a copy of the signed agreement shall also be furnished to the Administrator's office and the City's Director of Finance. (Electronic copies are preferable). b. Matchin Funds, — Grants that require City matching funds must be coordinated with the Administrator's office. Available funds must be identified within the existing budget. Budget adjustments can also be required for the match. Depending on the nature of the grant, further discussion and long-term planning must be done before applying for a grant. For example, when a grant establishes a level of service that cannot be maintained once the grant funds are depleted, there must be careful planning before applying. c. Grant Beset — The granting agency requires the submission of an expenditure budget for most grants. The department head should review this requirement prior to submission and provide the personnel. All related cost projections should be given to the City's Director of Finance for the budget preparation. 1 2. Grant Program Implementation a. Notification and Acce tance of an Award — Official notification of a grant award is typically sent by a funding agency to the program director and/or other designated officials in the original grant proposal. However, the authorization to spend grant funds is derived from the City Council and/or the Board members through the approval of a grant budget. This is done with the adoption of the Government -wide operating budget, as the grant budget is a component of such. b. Establishment of Accounts — The department that obtained the grant will provide the Administrator's office with information needed to establish revenue and expense accounts for the project. Ordinarily, this information will include a copy of both a summary of the project and the budget. c. Purchasin Guidelines — All other Government purchasing and procurement guidelines apply to the expenditure of grant funds. The use of grant funds does not exempt any purchase from the City's purchasing requirements. All typical paperwork and bidding requirements apply. All required staff approvals apply. When in doubt, the Program Director should contact the Administrator's office for further assistance. 3. Financial and Budgetary Compliance a. M nitori g_Qrant Funds — The financial software, Tyler Incode 10, is considered to be the City's "official" accounting system. Ultimately, the information in this system is what will be audited and used to report to governing boards. Program Directors shall use inquiries and reports generated directly from the accounting system to aid in grant tracking. If any "off -system" accounting records are maintained, it is the responsibility of the Program Director to ensure that the program's internal records agree to the City's accounting system. Departments may use some internal mechanism (such as a spreadsheet) to monitor grant revenues, expenditures and budgetary compliance. However, all such financial information will also be recorded and maintained in the City's accounting system. b. Fiscal Year — Occasionally, the fiscal year for the granting agency will not coincide with the City's fiscal year. This may require adjustments to the internal budget accounts and interim financial reports as well as special handling during fiscal year-end close. It is the responsibility of the department head to oversee their grant budgets within his/her department and to bring any discrepancies to the attention of the Administrator and Director of Finance immediately. c. Grant Budgets — When the accounting structure for a grant is designed, it will include the budget that was prepared when the grant application was submitted. The terms of each specific grant will dictate whether any budget transfers between budgeted line items will be permitted. In no case will the Program 2 Director be authorized to exceed the total budget authority provided by the grant. If grant funds have not been totally expended by fiscal year-end, it is the responsibility of the Program Director to notify the Director of Finance that grant budget funds need to be carried forward to the new fiscal year, and to confirm the amounts of such carry -forwards. This can be done during the City's normal annual budgeting process. Carry -forwards of grant funds will be subjected to maximum allowable amounts/percentages based on the grant award agreement and/or the Uniform Guidance Compliance Supplement. d. Ca ital Assets — The City is responsible for maintaining an inventory of assets purchased with grant monies. The City is accountable and must make them physically available for inspection during any audit. The Director of Finance must be notified immediately of any sale of these assets by the Program Director. Customarily, the proceeds of the sale can only be used on the grant program that purchased them. In most cases, specific governing regulations can be found in the original grant. The Program Director overseeing the grant will coordinate this requirement. All transactions that involve the acquisition or disposal of grant funded capital assets must be immediately brought to the attention of the Director of Finance. 4. Record Keeping a. Audit Work Ppper_- The City's external auditors audit all grants at the end of each fiscal year. The department who obtained the grant will prepare the required audit work papers. These will then need to be sent to the Director of Finance within a reasonable time following year end. The Finance department will maintain copies of all financial related grant documents. b. Record Keeping Requirements — Grant record keeping requirements may vary substantially from one granting agency to another. Consequently, a clear understanding of these grant requirements at the beginning of the grant process is vital. The Program Director within a department applying for a grant will maintain copies of all grant draw requests, and approved grant agreements (including budgets). The Finance department will maintain copies of all financial related grant documents. Uniform Guidance Compliance Supplement - General Information Please see the City's Code of Ordinances and/or Policies on the City of Baldwin Park website for a full listing of policies. Uniform Guidance Compliance Supplement - Activities Allowed/Un-allowed and Allowable Costs/Cost Principles The requirements for allowable costs/cost principles are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions or the award. In order to ensure compliance with these requirements, the City has implemented the following policies and procedures: 1. All grant expenditures will be in compliance with the Uniform Guidance, State law, City Government policy, and the provisions of the grant award agreement will also be considered in determining allow ability. Grant funds will only be used for expenditures that considered reasonable and necessary for the administration of the program. 2. Grant expenditures will be approved by the Program Director and Department Head when the bill or invoice is received. The terms and conditions of the Federal Award will be considered upon approval. Accounts payable disbursements will not be processed for payment until all necessary approval has been obtained. 2. Payroll costs will be documented in accordance with the Uniform Guidance. Specifically, compensation for personal services will be handled as set out in §200.430 and compensation for fringe benefits will follow §200.431 of the Uniform Guidance. Uniform Guidance Compliance Supplement - Cash Management Source of Governing-lquirernents — The requirements for cash management are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions or the award. In order to ensure compliance with these requirements, the City has implemented the following policies and procedures: 1. Most of the City's grants are awarded on a reimbursement basis. As such, program costs will be expended and disbursed prior to requesting reimbursement from the grantor agency. If Federal grant funds are received first, time must be minimized for the elapse between receipt of Federal funds and disbursement to contractors/employees/sub-recipients according to §200.302 (6) of the Uniform Guidance. 2. Cash draws will be initiated by the Program Director who will determine the appropriate draw amount. Documentation of how this amount was determined will be retained. Payments and travel costs will be handled in a manner consistent with the City's existing Purchasing and Travel Policies and Procedures in accordance with §200.305 (payments) and §200.474 (travel costs) of the Uniform Guidance. 3. The physical draw of cash will be processed and recorded in the City's accounting system as prescribed by the grant agreement. 4. Supporting documentation or a copy of the cash draw paperwork will be filed along 4 with the approved paperwork described above by the Finance Department and the grant receiving department. The paperwork will be retained for audit purposes. Uniform Guidance Compliance Supplement - Eligibility Source of Goverrlin Be uiremert — The requirements for eligibility are contained in program legislation, Federal awarding agency regulations, and the terms and conditions of the award. Additional Policies and Procedures The following policies and procedures will also be applied, to the extent that they do not conflict with or contradict the existing City/Board policies. 1. Federal grants will only benefit those individuals and/or groups of participants that are deemed to be eligible. 2. Initial eligibility determinations will be made by the Program Director based on the grant award/contract. Sufficient documentation to support these determinations will be retained and made available to administration, auditors, and pass-through or grantor agencies, upon request. It is the receiving grant department's responsibility to maintain complete, accurate, and organized records to support eligibility determinations. Uniform Guidance Compliance Supplement - Equipment and Real Property Management Source of Governinq Pe uirement — The requirements for equipment are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award. Additional Policies and Procedures. The following policies; and procedures will also be applied, to the extent that they do not conflict with or contradict the existing policies. In order to ensure compliance with these requirements, The City has implemented the following policies and procedures: 1. All equipment will be used in the program for which it was acquired through Federal grants. 2. When required, purchases of equipment will be pre -approved by the grantor or pass-through agency. The Program Director will be responsible for ensuring that equipment purchases have been previously approved, if required, and will retain evidence of this approval. 3. Property/Equipment records will be maintained by the Finance department. A physical inventory shall be taken every two years, and an appropriate system shall be used to safeguard assets. I 4. When assets with a current per unit fair market value of $5,000 or more are no longer needed for a Federal program, a request for written guidance shall be made from the grantor agency as to what to do with the property/equipment prior to sale or relocation. The City shall abide with the requirements set out in §200.311 and §200.313 of the Uniform Guidance in this regard. If a sale will take place, proper procedures shall be used to provide for competition to the extent practical and result in the highest possible return. Uniform Guidance Compliance Supplement - Matching, Level of Effort and Earmarking Source of Governing Requirements — The requirements for matching are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award. The requirements for level of effort and earmarking are contained in program legislation, Federal awarding agency regulations, and the terms and conditions of the award. The City defines "matching", "level of effort", and "earmarking" consistent with the definitions of the Uniform Guidance Compliance Supplement: tlsatching or cost sharing includes requirements to provide contributions (usually non - Federal) or a specified amount or percentage of match Federal awards. Matching may be in the form of allowable costs incurred or in-kind contributions (including third -party in-kind contributions). Level of effort includes requirements for (a) a specified level of service to be provided from period to period, (b) a specified level of expenditures from non -Federal or Federal sources for specified activities to be maintained from period to period, and (c) Federal funds to supplement and not supplant non- Federal funding of services. E"armarkin includes requirements that specify the minimum and/or maximum amount of percentage of the program's funding that must/may be used for specified activities, including funds provided to subrecipients. Earmarking may also be specified in relation to the types of participants covered. In order to ensure compliance with these requirements, the City has implemented the following policies and procedures: Compliance with matching, level of effort, and earmarking requirements will be the responsibility of Program Director. 2. Adequate documentation will be maintained to support compliance with matching, level of effort, and earmarking requirements. Such information will be made available to administration, auditors, and pass-through or grantor agencies, as requested. Uniform Guidance Compliance Supplement - Period of Performance 0 Source of Governing Requirements — The requirements for period of performance of Federal funds are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award. In order to ensure compliance with these requirements, the City has implemented the following policies and procedures: Costs will be charged to the grant award only if the obligation was incurred during the funding period unless pre -approved by the Federal awarding agency or pass-through grantor agency. 2. All obligations will be liquidated no later than 90 days after the end of the funding period or as specified by program legislation. 3. Compliance with period of performance requirements will initially be assigned to the Program Director. All A/P disbursements are subject to the review and approval of the Program Director and Department Head. Uniform Guidance Compliance Supplement - Procurement, Suspension and Debarment Source of Goverrinq Rer uirements — The requirements for procurement are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award. The requirements for suspension and debarment are contained in OMB guidance in 2 CFR part 180, which implements Executive Orders 12549 and 12689, Debarment and Suspension; Federal agency regulations in 2 CFR implementing the OMB guidance; the Uniform Guidance; program legislation; Federal awarding agency regulations; and the terms and conditions of the award. In order to ensure compliance with these requirements, the City has implemented the following policies and procedures: 1. Purchasing and procurement related to Federal grants will be subject to the City's Purchasing Policy and Procedure. 2. Contract files will document the significant history of the procurement, including the rationale for the method of procurement, selection of the contract type, contractor selection or rejection, and the basis of contract price. 3. Procurement will provide for full and open competition. 4. No City officials, employees, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when City officials, employees, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties 7 indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. City officials, employees, and agents can neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. If the financial interest is not substantial or the gift is an unsolicited item of nominal value, no further action will be taken (refer to City's Purchasing Policy and Procedure). Disciplinary actions will be applied for violations of such standards otherwise. 5. The City will avoid acquisition of unnecessary or duplicative items. Consideration will be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach. The City will also analyze other means, as described in §200.318 of the Uniform Guidance, in order to ensure appropriate and economic acquisitions. 6. The City is prohibited from contracting with or making sub -awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. "Covered transactions" include those procurement contracts for goods and services awarded under a non -procurement transaction (i.e., grant or cooperative agreement) that are expected to equal or exceed $20,000 or meet certain other specified criteria. All non -procurement transactions (i.e., sub -awards to subrecipients), irrespective of award amount, are considered covered transactions. 7. The City will include a suspension/debarment clause in all written contracts in which the vendor/contractor will certify that it is not suspended or debarred. The contract will also contain language requiring the vendor/contractor to notify the City immediately upon becoming suspended or debarred. This will serve as adequate documentation as long as the contract remains in effect. 8. The Program Director or designee will be responsible for a year-to-date transaction report from the City's accounting system. Any vendor with accumulated transactions equaling or exceeding $20,000 that is not subject to a written contract including a suspension/debarment clause or for which a signed statement or suspension or debarment is not on file will be subject to additional procedures. The Program Director or designee will check the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA) for the vendor name. A potential match will be followed-up immediately. Each vendor searched on EPLS will be initialed on the vendor transaction report and the report will be signed and dated on the first or last page. The vendor transaction report will be retained as evidence of the control. 9. If a vendor is found to be suspended or debarred, the City will immediately cease to do business with this vendor. 10. Executed contracts and signed quarterly vendor transaction history reports will be retained and filed by the Program Director. s Uniform Guidance Compliance Supplement - Program Income Source of Governinq Requirements — The requirements for program income are found in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award. In order to ensure compliance with these requirements, the City has implemented the following policies and procedures: Program income will include (but will not be limited to): income from fees for services performed; the use or rental of real or personal property acquired with grant funds; the sale of commodities or items fabricated under a grant agreement; and payments of principal and interest on loans made with grant funds. It will not include interest on grant funds unless otherwise provided in the Federal awarding agency regulations or terms and conditions of the award. 2. The City will allow program income to be used in one of three methods: a. Deducted from outlays b. Added to the project budget c. Used to meet matching requirements Absent specific guidance in the Federal awarding agency regulations or the terms and conditions of the award, program income shall be deducted from program outlays. 3. Program income, when applicable, will be accounted for as a revenue source in the same program code used in the City's accounting system as the Federal grant. Uniform Guidance Compliance Supplement — Reporting Source of Governing Re uirernents — Reporting requirements are contained in the following documents: Uniform Guidance, Performance reporting; 2 CFR section 215, Performance reporting; 2 CFR section 215.51; program legislation; ARRA (and the previously listed OMB documents and future additional OMB guidance documents that may be issued); the Transparency Act; implementing requirements in 2 CFR part 170 and the FAR; and previously listed OMB guidance documents; Federal awarding agency regulations; and the terms and conditions of the award. In order to ensure compliance with these requirements, City has implemented the following policies and procedures: Reports will be submitted in the required frequency and within the required deadlines. 2. Reports will be completed using the standard forms (as applicable) and method of 0 delivery (i.e., email, grantor website, postal service, etc.). 3, Regardless of the method of report delivery, a copy of the submitted report will be retained along with any documentation necessary to support the data in the report by the granting department. The report will evidence the date of submission in order to document compliance with timeliness requirements. This may be done either physically or electronically. 4. Financial reports will always be prepared based on the general ledger using the required basis of accounting (i.e., cash or accrual). In cases where financial data is tracked outside of the accounting system (such as in spreadsheets or paper ledgers), this information will be reconciled to the general ledger prior to report submission. 5. Any report with financial -related data will either be prepared or reviewed by the Program Director and the Assistant Accounting Manager and/or Director of Finance based on specific grant guidelines. 6. Preparation of reports will be the responsibility of Program Director and the Accountant. All reports (whether financial, performance, or special) must be reviewed and approved by the Director of Finance (as applicable) prior to submission. This will be evidenced by either physical signatures or electronic timestamps of approval. 7. Copies of submitted reports with preparer and reviewer signatures and data will be filed with supporting documentation and any follow-up correspondence from the grantor or pass-through agency. Copies of all such reports will be made available to administration, auditors, and pass- through or grantor agencies, as requested. Uniform Guidance Compliance Supplement — Subrecipient Monitoring Source of Governing Req _uirem nt — The requirements for subrecipient monitoring are contained in 31 USC 7502(f) (2) (B) (Single Audit Act Amendments of 1996 (Pub. L. No. 104-156)); Uniform Guidance, program legislation; 2 CFR parts 25 and 170, and 48 CFR parts 4, 42, and 52 Federal awarding agency regulations; and the terms and conditions of the award. The City (Program Director) will review and oversee subrecipient activity and obtain a copy of their single audit. Other oversight processes and procedures will be established on a case by case basis, depending on grant requirements and the level of activity of the sub -recipient. Uniform Guidance Compliance Supplement - Special Tests and Provisions Source of Governing Requirements — The laws, regulations, and the provisions of contractor grant agreements pertaining to the program Additional Policies and Procedures. The following policies and procedures will also 10 be applied, to the extent that they do not conflict with or contradict the City's policies. In order to ensure compliance with these requirements, City has implemented the following policies and procedures: 1. The Program Director will be responsible for identifying compliance requirements for special tests and provisions, determining approved methods for compliance, and retaining any necessary documentation. Uniform Guidance Compliance Supplement — Time and Effort Reporting Source of Governin Re uirements — As a recipient of federal funding, the City is required to comply with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Policy Statement: 1. Each employee whose time is committed to a federally sponsored program is required to complete a time and effort report (timesheet) stated the name of the grant/program. 2. The City will use an "after -the -fact -effort" reporting system. This indicates that the distribution of salaries and wages will be supported by time and effort reports (timesheet). 3. Time and effort reporting shall reasonably reflect the percentage distribution of effort expended by the City employees involved in federally funded grants. These reports shall reasonably reflect the activity for which the employee is compensated and shall include all activities an integrated basis. Time and effort reports must represent, in percentage totaling 100%, a reasonable estimate of an employee's effort for the period reported. 4. The Finance Department is responsible for the distribution, collection, and retention of copies of all time and effort reports (timesheets). Procedures: 1. The Program Director will identify and determine the particular employees that are required to complete a time and effort based on the appropriation and approved grant budget. The determination should be in accordance with the grant budget submitted to the grantor. 2. City employees receiving a time and effort report shall complete with the actual percentages of effort for the given period. They will sign the effort report to verify 11 and obtain the manager's signature. 3. The federal grant program distribution of wages/salaries for each employee should be supported by the time and effort report which includes the actual effort and the following: • Employee Name • Payroll Period • Location • Grant Name(s)/Fund#/Project# • Payroll job code allocation number(s) • Total hours paid during the pay period. Reports must account for all of the employee's hours. This means total hours during the pay period which includes the regular, overtime, sick, vacation, holiday, and/or any other hours reported during the pay period. • Hours worked during the pay period for each grant project, program or non- federal activity. The report must reflect an "after -the fact" distribution of the actual employee's hours. This means the number of hours worked on each program if the employee worked on multiple programs. • Supervisor/Program Director signature. The supervisor having first-hand knowledge of the work performed by the employee will sign -off on the time and effort report. 4. Each time and effort report shall be accompanied with documentation that provides evidence of effort throughout the time and period of the report. 5. All employees must sign their own individual time and effort report. In addition, the Program Director must review, verify and sign or approve electronically all effort reports and must be submitted to the Department Head for approval and to the Finance Department. 6. Any salary reallocation or adjustments resulting from time and effort reports will be made as determined between the Finance Director and Program Director. 7. Evidence of salary reallocations (budget revisions) must accompany a modified time and effort report. 8. The Granting department and Finance department will incorporate the time and effort reports in the grant file and retain them for compliance purposes. These reports should be completed in a timely manner and must be made available for audit. 12 ATTACHMENT 5 City of Baldwin Park ACM and Wire Transfer Policy and Procedures Effective April 4, 2018 I. Purpose This policy is to establish guidelines for ACH and wire transfer policy and procedures for the City of Baldwin Park (the City) to have effective check and balance, internal control, prevent irregularities, and promote financial soundness of the City. II. Procedures 1. Payroll Timesheets are prepared by the employees and submitted to the supervisor and department head for approval. 2. Senior Finance Clerk (Payroll) receives, reviews, and verifies hours entered in the payroll system. Finance does not have access to enter or modify pay rates and benefits. 3. The payroll system will generate an edit report. The edit report is reviewed by Senior Finance Clerk (Payroll) and verified by other Senior Finance Clerk prior to finalizing the payroll. 4. A payroll ACH file and ACH register report are created and sent to the Assistant Accounting Manager and Director of Finance for review and approval. 5. The Assistant Accounting Manager or the Director of Finance will send the payroll ACH file and ACH register report to the Accountant/Management Assistant for processing. 6. The Accountant/Management Assistant will upload the payroll ACH file to the bank and confirm that the total in the file is equal to the total that was given by the Senior Finance Clerk. 7. The Accountant/Management Assistant will make the transfer from the general bank account to the payroll account to fund the payroll ACH after the approval of the Assistant Accounting Manager/Director of Finance. ❖ The Accountant and the Management Assistant do not have access to enter and process payroll. The Assistant Accounting Manager and Director of Finance only have access for review and approval but do not have access to enter payroll nor process ACH transfer. Wire Transfers 1. Wire Transfers are for debt service payments to the fiscal agent/trustees and for the employee contributions to ICMA and Nationwide for the 457 retirement plans, Nationwide and Wageworks for health savings accounts. Wire transfer is also used for City investments for sending funds to LAIF and City's authorized banks and financial firms. 2. Debt service payments to the trustee occur twice a year. The invoice is sent to the Finance Director for review and approval. The invoice is then given to the Accountant to create the wire transfer on the Bank's online system. 3. 457 Retirement wire transfers occur twice a month and done by using a template create on the Bank's online system. 4. Recurring transfers (i.e. bond payments) are made by using a template. setup by the Accountant. The template defines the payee, banking information, and limited amounts that can be transferred based on the payment due with supporting documentation. The template and any changes are required approval from the Assistant Accounting Manager or the Director of Finance. 5. Non-recurring wire transfers are made by using a Free Form Wire Transfer setup by the Accountant with the payee, banking information, and actual amount that can be transferred based on approved supporting documentation after reviewed and approved by the Assistant Accounting Manager or the Director of Finance. 6. The Assistant Accounting Manager or the Director of Finance will review and approve the bank online file to verify the amount prior to the wire transfer. The Accountant will provide the wire transfer confirmation along with the invoice to the Assistant Accounting Manager or the Director of Finance for final review and approval signature prior recording the transfer to the Cash Transfer Log. 7. All ACH/Wire transfer requests are required to submit with the WIRE/ ACH TRANSFER REQUEST/AUTHORIZATION Form (see Exhibit A attached) to the Assistant Accounting Manager or the Director of Finance for review and approval. The Assistant Accounting Manager and Director of Finance only have access for review and approval but do not have access to initiate and modify the ACH and wire transfer. CITY OF BALDWIN PARK WIRE/ ACH TRANSFER REQUEST/AUTHORIZATION DATE/TIME TRANSFER NEEDS TO BE MADE TRANSACTION NAME DOLLAR AMOUNT TO BE TRANSFERRED TRANSFER FROM TRANSFER TO VENDOR BANK VENDOR# ABA NO. ADDRESS ACCT NO, BANK ABA NO. ACCT NO, GL ACCT # GL ACCT # GL ACCT # GL ACCT # GL ACCT # GL ACCT # WIRE INFORMATION DATE OF WIRE: CONF#: AP#: PAY PERIOD: PAY ENDING: PAY DATE: NAME DATE PREPARED BY AUTHORIZED BY TRANSFER MADE BY AP PROCESSED BY Exhibit A ITEM NO. STAFF REPORT + TO: Honorable Mayor and Members of the City Council THC FROM: Sam Gutierrez, Interim Director of Public Works . DATE: April 4, 2018 �'- ' °'�" SUBJECT: ACCEPT PLANS AND SPECIFICATIONS AND AUTHORIZE DJAPUBLISHING OF A NOTICE INVITING BIDS FOR CITY PROJECT NO. 2018-0241 - CONSTRUCTION OF A COMPRESSED NATURAL GAS (CNG) FACILITY TO BE LOCATED AT BADILLO STREET AND RAMONA BOULEVARD SUMMARY This item will authorize the publishing of a Notice Inviting Bids for City Project No. 2018-0241 - Installation of Compressed Natural Gas (CNG) Facility. This project is listed in the current Fiscal Year 2018/2019 Capital Improvement Program (CIP 4 20). The Project will provide a joint agency refueling facility for the County of Los Angeles and the City of Baldwin Park, to be located at Badillo Street and Ramona Boulevard. The City Council previously approved the purchase of the CNG dispenser and storage unit in Spring 2017. With the unit scheduled for delivery in Spring 2018, this project is for the development of the site, to include setting up natural gas and electrical needs for the unit, constructing a concrete pad for the unit, constructing a block wall and appropriate landscaping to for visual mitigations and protection, as well as construction of the fueling equipment on both City and County specified areas. FISCAL IMPACT There is no fiscal impact at this time. Upon the review of bids, staff will recommend a construction contract award. The following table lists funding sources for the project: The total project budget is $920,279. No appropriations are required at this point, as the total costs for construction, project management and inspection are expected to fall within the overall project budget. RECOMMENDATION It is recommended that the City Council accept the plans and specifications and authorize publication of a Notice Inviting Bids for the construction of City Project No. 2018-0241 - Construction of CNG Facility. BACKGROUND In 2013, the California Environmental Protection Agency identified the City of Baldwin Park as one of the highest polluted air in the State. In an effort to improve air quality in the region, the SCAQMD has established a grant program to fund solutions to reducing air pollution from motor vehicles through its MSRC grant -funding program. Both the City and County agree with SCAQMD that the establishment of a CNG refueling station within this regional will help to improve the environmental, economic and social well-being of its surrounding and adjacent communities while maximizing and leveraging resources. Compressed Natural Gas (CNG) Re -fueling Facility Page 2 I VANAA #--W LTAT110;� Its r -Mo �*= 5 0 On October 15, 2014, the City Council approved a cost sharing agreement with the County to contribute an equal share or $400,000 toward the construction of a refueling station and to supply the County with compressed natural gas for its maintenance vehicles. WATH1121, W111411116111 W11 161111M, efficient in supplying natural gas to both heavy duty and privately -owned vehicles. Both the City and County maintain their support for the construction of the refueling station with County approving the cost sharing agreement in February 2017. On February 7, 2017, the County approved the contribution of $400,000 toward the construction on a new CNG refueling station with the expectation to equally share in the uses of compressed natural gas for its maintenance vehicles. This agreement calls for the County and the City to share the cost of construction on I dollar per dollar basis for any amount in excess of the awarded $400,000 MSRC grant up to a total of $1,200,000. The CNG refueling station will include two fast fill dispensers for both City and County vehicles as well as a 'for fee' pricing for the general public. A separately metered slow fill natural line will also be installed into the County facility for the overnight fueling of their County vehicles. On March 1, 2017, the City Council authorized the purchase of Galileo Technologies Micro Box Refueling Station Compressed Natural Gas (CNG) System Unit and Storage System. This authorization allowed for inclusion of a heavy-duty dispenser and fast -fill unit for larger trucks and transit vehicles, pre- and post - systems testing, inspections and certifications of the unit. This system is designed such that the CNG Trolleys that were approved for purchase by the City Council in October 2017 shall be able to use the fast - fill system, as will other City vehicles that operate on CNG — such as the City's recently acquired TYMCO street sweeper. DISCUSSION The Galileo Technologies Micro Box Refueling Station CNG System is set for delivery in May 2018. It is expected that with completion of construction and certification of the system, that it will be available for use by City, County, and other agencies later in 2018. As stated, the system is primed to allow for improved fueling efficiency for City vehicles such as the recently purchased transit trolleys and street sweeper, in addition to other light-duty CNG vehicles the City already operates. The system does allow for public use of the facility at the users own cost. ENVIRONMENTAL REVIEW The subject installation of the CNG station is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Article 19, Section 15303 (New Construction or Conversion of Small Structures), Subsection c. The existing site is a 7,500 SF unmanned, compressed natural gas fueling station and the surroundin.*.�,- environmentally sensitive. Compressed Natural Gas (CNG) Re -fueling Facility Page 3 ALTERNATIVES 1. The City Council may choose not to move forward with the project. This action is not recommended as the City will risk losing $1,200,000 in funding. Ph"101,01wiSMUR, 11 �t ATTACHMENTS 1. Notice Inviting Bids 1011044=11LIVA1111111110 City Project No. 2018-0241 — Installation of Compressed Natural Gas (CNG) Facility PUBLIC NOTICE IS HEREBY GIVEN that the City of Baldwin Park invites sealed bids for the above -stated project and will receive such bids in the offices of the City Clerk, 14403 Pacific Avenue, Baldwin Park, California 91706, until ' 1 30 A. ,,TJ1, . + . y.,_MA -3 2010 at which time the proposals will be publicly opened and read. Bidders and/or authorized agents are invited to be present. All information submitted with the bid is public information and may be subject to disclosure. Project Description — The general nature of work consists of furnishing all labor, material, equipment, services, and incidentals required by the Plans, Specifications, and contract documents. The general items of work include the installation of a Compressed Natural Gas (CNG) Compressor and fuel dispenser equipment. Related work includes construction of CMU walls, installation of electrical and mechanical systems, parking stall striping and signage and all appurtenant work. The bid items, corresponding estimated quantities, and the time allowed to complete the work are listed in the Proposal. The descriptions of bid items are defined in the Technical Provisions. Pre -Bid Meeting — None Required. Proposals — Bids shall be sealed and plainly marked "Sealed Bid for Bid No. 2018-0241." Bids must be prepared using the Contractor's Bid Proposal forms and all the other forms identified in the Instructions to Bidders. The forms required to complete a bid package are found in Section "C" of these Contract Documents. No bids will be accepted if not submitted using the approved forms. The Information to Bidders provides prospective bidders a summary of requirements for acceptance of bids, guidelines the City uses in awarding contracts, rules to ensure fairness in contractor procurement and guidelines to aid in interpretation of documents. The Construction Contract / Agreement define the Contract Documents which serve to control construction, work performed, and materials furnished, and includes the Specifications and Plans. Plans, Specifications, Documents — Specifications and proposal forms may be obtained at the Engineering Division office located at 14403 East Pacific Avenue, Baldwin Park, CA 91706, (626) 960-4011 on and after April 12', 2018 Monday thru Thursday between the hours of 7:30 A.M. and 6:00 P.M. A $35.00 per set, non-refundable fee is required for these specifications and proposal forms. An additional $10.00 is added to the fee, if mailed. Alternatively, electronic versions of the specifications and proposal forms can be obtained at ciplist.com at no cost. Bid Security — Each bid must be accompanied by cash, certified check, cashier's check, or bidder's bond made payable to the City of Baldwin Park or issued by a surety admitted to do business in California, for an amount equal to at least ten percent (10%) of the amount bid. Such guaranty to be forfeited to the City of Baldwin Park should the bidder to whom the contract is awarded fail to enter into the contract. The City of Baldwin Park reserves the right to reject any A-1 and all bids and to waive any minor irregularities in the bid documents. Bidders may not withdraw their bid for a period of sixty (60) days after the opening date. City Business License, Contractors License and Permit — Prior to contract execution, the contractor and his/her subcontractors shall obtain a City of Baldwin Park business license. In accordance with provisions of Section 3300 of the California Public Contract Code, the City has determined that the Contractor shall possess a valid Class A California Contractor's License or other appropriate license classification under the State Contracting Code at the time the contract is bid. Failure to possess such license may render the bid non responsive. The successful bidder will be required to obtain a City encroachment permit to work in public right-of-way, issued at no fee for the project. Prevailing Wages — In accordance with the provisions of Sections 1770 et seq., of the Labor Code, the Director of the Industrial Relations of the State of California has determined the general prevailing rate of wages applicable to the work to be done. The Contractor will be required to pay to all persons employed on the project by the Contractor sums not less than the sums set forth in the documents entitled "General Prevailing Wage Determination made by the Director of Industrial Relations pursuant to California Labor Code, Part 7, Chapter 1, Article 2, Sections 1770, 1773, 1773.1." These documents can be reviewed in the office of the City Clerk or may be obtained from the State. Contractor's Registration — In accordance with Labor Code Section 1771.1, a contractor or subcontractor shall not be qualified to (a) bid on or be listed in a bid proposal on or after March 1, 2017, or (b) engage in the performance of this Work after April 1, 2017, unless currently registered with the Department of Industrial Relations and qualified to perform the Work pursuant to labor Code Section 1725.5. Compliance Monitoring and Enforcement — Contractor's performance of the Work described in this Notice Inviting Bids is subject to compliance monitoring and enforcement by the California Department of Industrial Relations. Equivalent Securities — Pursuant to California Public Contract Code Section 22300, substitution of eligible and equivalent securities for any moneys withheld to ensure performance under the contract for the work to be performed will be permitted at the request and expense of the successful bidder, unless otherwise prohibited by law. SAN GABRIEL VALLEY EXAMINER: Thursday, April 12th, 2018 Thursday, April 19th, 2018 M ITEM NO. & wn STAFF REPORT ` ,0111 i///�%ii� /�/l%,,,✓ TO: Honorable Mayor and City Councilmembers FROM: Gustavo Romo, Community Develol rl 1 irect0j Amy L. Harbin, AICP, City Plannk .'. ALLENY" �ANu P°a DATE: April 4, 2018 ., SUBJECT: Housing Element Progress Report 2017 SUMMARY City Council approval of the City's Housing Element Progress Report for 2017, as required by the State of California Housing and Community Development Department (HCD). FISCAL IMPACT There is no fiscal impact resulting from this item. RECOMMENDATION It is recommended that the City Council receive and file the report. LEGAL REVIEW This report has been reviewed and approved by the City Attorney's Office as to legal form and content.. BACKGROUND The Housing Element is one of the seven mandatory elements required for the City's General Plan, and it specifies ways in which housing needs of existing and future resident populations can be met. State law requires that each city and county update their Housing Element on a pre -determined cycle. The 2014-2021 Housing Element is comprised of five sections: (1) Needs Assessment; (2) Housing Constraints; (3) Housing Resources; (4) Review of previous Accomplishments from the 2008-2013 Housing Element; and (5) Housing Plan. The City's Regional Housing Needs Allocations are summarized in the table on the next page by income level. Keep in mind that the City is not required to construct these units, but rather plan for them through the Zoning Code development standards and the Housing Programs adopted as part of the 2014-2021 Housing Element. TABLE #1 CITY'S REGIONAL HOUSING NEEDS ALLOCATION This Progress Report (Attachment #1), which is comprised of several tables, summarizes activity that took place during the 2017 calendar year. Activity includes new building activity (summarized in Table 42 below), units that were rehabilitated and/or preserved, and building permit activity for affordable dwelling units. % OF COUNTY N1.1MBEII 014' PERCENTAGE OF TOTAL INCOME GROUP MFI* UNITS UNITS S — ....___._ Above -Moderate Income ........2__... 101-11-%+ 242 43.1/ Moderate Income 81-120% 90 16.2% - - Low Income m._._ — o 51-80 /0 83 ... ............ o 15.3 /o ®.......m .... Very Low Incom- ------._._. ....... ... ..... , ._.....- — ---- 25.3%------ ......--- ......... TOTAL _557 100% ...... - Mcdian Family Income ........ ��.m . ,......,, This Progress Report (Attachment #1), which is comprised of several tables, summarizes activity that took place during the 2017 calendar year. Activity includes new building activity (summarized in Table 42 below), units that were rehabilitated and/or preserved, and building permit activity for affordable dwelling units. Housing Element Progress Report 2017 April 4, 2018 Page 2 IZUILDING _ _.......� �.��„ % OF, , —------------------ - NUMBER OF NEW PERMITS .............. .... __ ....... . .................. ..._ ..... w— TOTAL UNITS INCOME GROUP COONTY ISSUED BY REMAINING BY MFI* :.. AF._,FORD_A.B..-I-.L...:ITY - — INCOME LEVEL -- — - �_. Above -Moderate Income 120%+ 56 115 _ .. ®. Moderate Income �... _............ 81-120% �.,m........ 1 - - -- --------- 89 .�........_.. __........................... ..,...____..._ Low Income -- - - 51-80% _.— 0 ....... ......... 66 Very Low Income . _._..............._�, ---- 0-50% 0 -- _ ._ _ ........ ......... 95 ......... ... .......... ..... TOTAL 57 365 Table 0, below summarizes the informational tables contained in the Progress Report. TABLE #3 SUMMARY OF HOUSING ELEMENT PROGRESS REPORT BY TABLE -- -- _ _ TABLE ------- --- __ .......-_ ....„_ S�JMMARY Shows the number of new construction building permits issued for units based on A affordability. _ .....�.._.___ .. r_ ..� ........ . ....... ...... . Identifies the number of units rehabilitated,_ preserved or acquired based on A2 �.. affordability. ___ �..... ........... e.... ........ A3 Building permits issued for moderate andabove moderate income units. Cumulative listing of progress toward construction of the units the City is required B to plan for in Table # 1 above. ---- .._....................._ ��m. � ....... _._._ C Yearly (2017) status of each program contained in the 2014-2021 Housing Element. Pursuant to California Government Code Section 65400, local governments shall prepare and provide an annual report on the progress of the City's Housing Element for the previous calendar year to the City Council, Office of Planning and Research (OPR), the Department of Housing and Community Development (HCD). ATTACHMENTS 111, Annual Housing Element Progress Report for the 2017 Calendar Year LANK m lvlwmwai HOUSING ELEMENT ANNIJAL. REPOR,"'r FOR N d N cll) LO N Q' U U _■ Y (Y Q I _Z o N J O Go O O m = ® L C IVo s .1.0 c c E _ CL CL~ a ® E .0 O n O as CL 0 CL �+ v c a -a v v L c O W O! 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"'` `� SUBJECT: APPROVAL OF AN MOU WITH THE LACMTA TO JAW) I RECEIVE FUNDS FOR TRANSIT SERVICES SUMMARY The purpose of this report is to request that the City Council consider approving the Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (LACMTA) to allow that the City of Baldwin Park receives $124,454 of Proposition "A" discretionary funds for providing the MTA with National Transit Database (NTD) information about Baldwin Park's Transit Services for FY2014-15. FISCAL IMPACT This MOU will provide the City of Baldwin Park with an additional $124,454 to be used to offset the operations of the City's transit services. RECOMMENDATION It is recommended that the City Council approve the attached MOU with the LACMTA and authorize the Mayor to execute said agreement. BACKGROUND Since the Baldwin Park Transit services were implemented in 1997, staff has been voluntarily reporting NTD statistics regarding our service to MTA. These statistics include the annual costs, revenues, passengers and service provided for the system. MTA's use of the data results in an increase in Federal dollars to the Los Angeles County region based on the ridership of local transit systems including Baldwin Park. DISCUSSION On September 26, 2001, the MTA Board of Directors approved a process for providing local operators with their share of the funds generated for the region. The City has been a participant in LACMTA's NTD Reporters Random Sampling Program for FY 2014-15 and has voluntarily submitted NTD data to LACMTA for FY 2014-15 which successfully passed independent audit without findings. On June 15, 2016 LACMTA approved the Fiscal Year FY 2016-17 transit fund allocations, which included funds to make payments to all cities that voluntarily reported NTD data for FY2014-15. The City of Baldwin Park's share is $124,454 for FY2014-15. LEGAL REVIEW Due to the recurring and unchanging nature of this item additional legal review is not required. ATTACHMENTS 1. Memorandum of Understanding with MTA (MOUPAIBALP17000) MOUPAIBALP17000 PROPOSITION A DISCRETIONARY INCENTIVE GRANT PROGRAM MEMORANDUM OF UNDERSTANDING FOR COLLECTING AND REPORTING DATA FOR THE NATIONAL TRANSIT DATABASE FOR REPORT YEAR 2015 This Memorandum of Understanding (MOU) is entered into as of July 31, 2017 by and between Los Angeles County Metropolitan Transportation Authority ("LACMTA") and the City of Baldwin Park (the "City"). WHEREAS, on November 14, 1980, the voters of the County of Los Angeles approved by majority vote Proposition A, an ordinance establishing a one-half percent sales tax for public transit purposes; and W'HERE'AS, at its September 26, 2001 meeting, the LACMTA at thorized payment of Proposition A Discretionary Incentive funds to each participating agency in an amount equal to the Federal f Inds generated i.ot' the region by each agency's reported data; and WHEREAS, at its June 15, 2016 meeting, LACMTA approved the Fiscal Year FY 2016- 17 transit fund allocations, which included funds to make payments to all cities that voluntarily reported NTD data for FY 2014-15; and WHEREAS, the City has been a participant in LACMTA's Consolidated National Transit Database (NTD) Reporters Random Sampling Program for FY 2014-15 and has voluntarily submitted NTD data to the LACMTA for FY 2014-15 which successfully passed independent audit without findings; and WHEREAS, the City has requested funds under the Proposition A Discretionary Incentive Program for collecting and reporting data for the NTD from the FY 2014-15 Report Year (the "Project"); and WHEREAS, on July 11, 2017, the Federal Transit Administration (FTA) published in the Federal Register the FY 2016-17 Apportionments, Allocations, and Program Information including unit values for the data reported to the NTD; and WHEREAS, the parties desire to agree on the terms and conditions for payment for the Project. NOW, THEREFORE, LACMTA and the City hereby agree to the following terms and procedures: ARTICLE 1. TERM 1.0 This Memorandum of Understanding ("MOU") will be in effect from July 1, 2017, through June 30, 2019 at which time all unused funds shall lapse. MOUPAIBALP 17000 ARTICLE 2. STANDARDS 2.0 To receive payment for the submittal of the FY 2014-15 NTD statistics, the City warrants that it: A. Adhered to the Federal Guidelines for collecting and Reporting NTD statistics; B. Prepared and subrnitted the FY 2014-15 ANNUAL NTD REPORT of the City's fired -route and/or demand response transit service to the LACMTA on or before September 30, 2015; C. Allowed the 1ACMTA to assign an independent auditor to review the submitted FY 2014-1.5 NTD statistics for conformity in all rnaterial respects with the accounting requirements of the FTA as set forth in its applicable Unifbrni System of Accounts. ARTICLE 3. PAYMENT OF FUNDS TO CITY 3.0 LACMTA shall pay the City for collecting and relmrting FY 2014-15 NTD statistics. LACMTA shall pay the City for stibmitting the FY 2014-15 ANNUAL NTD REPORT for the applicable 'transit services as follows: MOTOR 131.15 $ERVICE a] to the T�4,572 For City's motor bus service, LACMTA sliall pay an amotint eqti revenue vehicle miles reported by the City multiplied by the FTA unit value of $.4219075 per revenue vehicle mile, phis the 479,166 passenger miles reported by the City squared, divided by the $996,081 operating cost reported by the City, intatiplied by the FTA unit value of $.0115687 less the cost of the $4,331 in audits paidby 'LACMTA. See Attachment A for detail. ForCity's al-a-deservice, LACMTA shall pay an, amount equal to the 45,774 revenue vehicle miles reported, by the City multiplied by the FTA itnit value of $.4219075 per revenue vehicle mile, plus the 58,077 passenger rniles reported by the City squared, divided by the $231,439 operating cost reportec1by the City, rnnItiplied 'by the FTA unit value of $,0115687 less the, cost ofthe $766 in audits paid: by LACMTA. See Attachment A, fir detail. 3.1 The City shall submit one invoice to LACMTA prior to December 31, 2018, in the amount of $124,454 in order to receive its payment described above. MOU 15 Agreement NTD Prop A 3.2 MOUPAIBALP]7000 -Serid invoice vr�tl„sppotta-dcacu�tta�ai�.wt: Los Angeles County Metropolitan Transportation Authority Accounts Payable P. O. Box 512296 Los Angeles, CA 90051-0296 accountspayable@metro.net Re: LACMTA MOU# MOUPAIBALP17000 M.S. Susan Richan (99-4-4) ARTICLE 4. CONDITIONS 4.0 The City agrees to comply with all requirements specified by the FTA guidelines for reporting NTD statistics. 4.1 The City understands and agrees that LACMTA shall have, no liability, in corinection with the City's use of the funds. Tlie City shall indernnify, defend, and bold harinless LACMTA and its officers, agents, and employees from. and, against arty and all liability and expenses including defense costs and legal fees and claims for damages of any nature whatsoever, arising out of any act or ornission of the City, its officers, agents, employees, and subcontractors in, perf'orming the services under this MOU, 4.2 The City is not a contractor, agent or employee of LACMTA. The City shall not represent itself as a contractor, agent or employee of LACMTA and shall have no power to bind LACMTA in contract or otherwise. 4.3 The City agrees that experi,diture ofthe Proposition A Discretionary Incentive fiinds will be used for projects that meet the eligibility, administrative, audit and lapsing requirements of the Proposition A and Proposition C Local Return gt.iiolohnes most recently adopted by the LACMTA Board. 4.4 These expenditures will be subject to AUDIT as part of LACMTA's annual Consolidated Audit. ARTICLE 5. REMEDIES 5.0 LACMTA reserves the right to terminate this MOU and withhold or recoup funds if it determines that the City has not met the requirements specified by the FTA for collecting and submitting NTD statistics through LACMTA. ARTICLE 6. MISCELLANEOUS MOU 15 Agreement NTD Prop A MOUPA[BALP 17000 6.0 This MOU constitutes the entire understanding between the parties, with respect to the subject matter herein. 6.1 The MOU shall not be amended, nor any provisions or breach hereof waived, except in writing signed by the parties who agreed to the original MOU or the same level of authority. ARTICLE 7. CONTACT INFORMATION 7.0 LACMTA's Address: Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles, CA 90012 Attention: Susan Richan (99-4-4) 7.1 City's Address: Baldwin Park 14403 E. Pacific Ave. Baldwin Park,CA 91706 Attn: David Lopez dlopez@baldwinpark.com MOUPAIBALP17000 IN WITNESS W14EREOF, the City and 1,ACM"I'A have caused this MOU to be executed by their duly authorized representatives ori, the date rioted below: CITY: City of Baldwin Park Mayor/City Manager Date: APPROVED AS TO FORM: By: Legal Counsel Date: Los Angeles County Metropolitan Transportation Authority By: PHILLIP A. WASHINGTON Chief Executive Officer Date: APPROVED AS TO FORM: MARY C. WICKHAM County Counsel B 5D,te, ji,)t yy Date: —3)7118--, ATTACHMENT A LACMTA Voluntary NTD Reporting Program los F'Y'14 Using FY'16 FTA Formula Progflamu Apportionment Data Unit Values Alhambra MB 166,716 1,427,655 031,972 $ 3,7154 91,875 Alhambra DR 124,913 106,994 1,047,834 $ 2,079 5,749 Artesia DR 16,717 15,986 142,891 $ 278 6,795 6 Azusa DR 106,012 149,555 925,262 $ 1,771 43,236 Baldwin Park MB 254,572 479,167 996,081 $ 4,332 105,741 Baldwin Park DR 45,774 58,077 231,439 $ 767 18,714 Bell MB 32,496 172,458 169,392 620 15,122 Bell DT 13,180 26,273 60,388 $ 224 5,469 Bellflower MB 72,066 210,787 317,991 $ 1,260 30,761 Boli;tlowor DR 38,526 34,985 243,698 $ 642 15,671 Bell Gardens MB 96,562 421,915 573,070 $ 1,745 42,589 Bell Gardens DR 52,928 88,558 514,917 $ 886 21,621 Burbank MB 258,232 579,195 1,498,546 $ 4,390 (17,010) 90,140 Carson MB 373,591 1,131,354 2,193,992 $ 6,469 157,901 Carson DT 90,021 142,136 585,929 $ 1,510 36,869 Cerritos MB 172,617 352,917 1,175,952 $ 2,914 71,139 Compton MB 135,726 241,985 987,077 $ 2,281 55,670 Covina DR 67,734 65,001 398,608 $ 1,129 27,571 Cudahy MB 33,954 383,301 181,399 S 933 22,763 C:ud'aby' DT 8,230 13,966 44,808 $ 139 3,384 Downey MB 141,042 509,308 1,522,914 $ 2,419 59,058 Downey DR 84,150 113,837 1,057,459 $ 1,403 34,242 Duarte MB 81,111 513,665 782,464 $ 1,500 36,622 EY Monte MB 254,315 1,560,323 1,486,117 $ 4,969 121,281 EI Monte DR 101,807 112,751 1,358,484 $ 1,695 41,367 Glendale MB 698,822 4,523,048 7,054,041 :$ 12,924 (49,346) 266,120 Glendora MB 34,697 17,646 119,239 $ 577 14,092 Glendora DR 107,704 86,548 521,285 $ 1,795 43,813 Huntington Park MB 105,301 339,010 442,515 $ 1,867 45,565 Huntington Park DT 209,289 398,803 839,102 $ 3,561 86,932 LACDPWAvocado MB 36,448 140,817 245,873 $ 642 15,669 LACDPWELA MB 248,456 3,366,906 1,314,475 $ 8,052 196,542 LACDPWELA DR 9,498 18,428 59,172 160 3,913 LACDPWEast Vaiinda MB 54,878 214,870 273,455 $ 988 24,119 t.AC'DP1l XInV Medical MB 19,188 135,632 174,659 $ 367 8,947 LACDPWWIIowbrook Shuttle MB 87,902 223,124 364,291 $ 1,522 37,146 L,ACDPyylS.Whittler MB 146,966 708,848 646,407 $ 2,794 68,205 Lawndale MB 83,149 214,579 421,158 $ 1,430 34,916 Lynwood MB 142,831 732,257 718,907 $ 2,711 66,179 Malibu DT 52,755 64,668 186,641 $ 886 21,631 ManhattanBeach DR 44,067 84,144 676,907 $ 736 17,977 Maywood MB 18,636 96,689 155,815 $ 337 8,220 Maywood DR 10,676 12,748 190,166 '$ 178 4,337 MontereyPark MB 221,288 839,560 1,107,184 $ 3,964 96,764 MontereyPark DR 32,061 18,591 493,125 $ 533 13,002 Pasadena MB 627,324 3,799,955 4,170,063 $ 11,993 (45,538) 247,201 Pico Rivera DR 54,216 62,715 332,993 906 22,105 Rosemead' MB 128,542 286,309 683,474 $ 2,189 53,431 Rosemead DR 55,722 50,905 361,781 S 928 22,664 Santa Fe Springs DR 12,288 27,063 199,337 206 5,021 South Gate MB 174,523 656,411 932,399 $ 3,108 75,870 South Gate DT 163,358 306,000 801,803 $ 2,766 67,507 SouthPasadena DR 32,155 23,911 371,053 $ 535 13,050 WestCovina, MB 169,033 155,312 625,960 $ 2,824 68,938 DR 85940 71,749 399,643 $ 1,422 34,718 WoWest Holly .t�M3 81,940 gEi2,037...... N Oa0,445 .0 $ 1,372 ... 13,487 msltlodlywnald �. Total _ 8917 699 79 99758,177,044 ,0"10 56 177.044 � 161,740 1,.....2.. 111 091N � _�. 3 9 20 l Y _ DASI1 MB 3,337,412 1956 67.646 34,9147,674 r $$0 �.. (22117 235 ' 45.836 LAD17T DEPARTMENT OF AGING DR 492 673 603A05 70 1991172. FY17 Revenue Mlle Rate FY17 Passenger Mile Rate 0.4219075 0.0115687 Voluntary NTD Reporting-FY15, RY2013 Tkm No. 8 STAFF REPORT LG TO: Honorable Mayor and City Councilmembers 41>,0F ' r14 FROM: Laura Thomas, Human Resources/Risk Manager- ;' a Robert N. Tafoya, City Attorney SAiRJEL LiEY 0,v H DATE: April 4, 2018 w SUBJECT: APPROVAL OF AN AMENDMENT TO THE EMPLOYMENT AGREEMENT WITH MANUEL CARRILLO JR. DIRECTOR OF RECREATION AND COMMUNITY SERVICES AND APPROVE RESOLUTIONS TO UPDATE THE PAY SCHEDULE REFLECTING SALARY AND BENEFIT ADJUSTMENTS FOR THE CHIEF EXECUTIVE OFFICER (CEO) AND THE DIRECTOR OF RECREATION AND COMMUNITY SERVICES IN ACCORDANCE WITH CALPERS ESTABLISHED GUIDELINES SUMMARY In February and March 2018, the City Council considered the past performance of the Chief Executive Officer (CEO) and the Director of Recreation and Community Services (DRCS). FISCAL IMPACT The annual salary plus benefits can be absorbed by the current annual fiscal budget. RECOMMENDATION It is recommended that the City Council approve and adopt: 1) The Amended Agreement with Manuel Carrillo Jr., Director of Recreation and Community Services (DRCS) effective September 1, 2017; and 2) Resolution No. 2018-242, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments effective January 1, 2018, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 3) Resolution No. 2018-243, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments effective January 14, 2018, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments and 4) Resolution No. 2018-244, updating the comprehensive City of Baldwin Park Pay Schedule to reflect a five step compensation plan effective March 25, 2018, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 1 5) Resolution No. 2018-245, updating the comprehensive City of Baldwin Park Pay Schedule to reflect 'salary adjustments retroactive to December 1, 2017, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 6) Resolution No. 2018-246, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments retroactive to October 4, 2017, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments; and 7) Resolution No. 2018-247, updating the comprehensive City of Baldwin Park Pay Schedule to reflect salary adjustments retroactive to September 1, 2017, in accordance with approved Memorandum of Understandings, respectively, amended benefit matrices and State mandated wage adjustments and 8) Authorize the Finance Director to complete budget amendments and appropriations. BACKGROUND The DRCS has not received an evaluation by the City Council Since 2008, so this evaluation covers a period of 10 years. In recognition of the enipIoyee"s commitment, service, and exceptional perfornnance, the salary of this DlC'S will.be increased by 10% effective the first full pay period on or after September 1, 201.7. In addition,. since the employee has a number of years o1 service with the (.`ity the ernployee has lost vacation time doe to the vacation accrual cap. The contract amendment will remove the vacation cap for the DISCS. Moreover, since the DRCS is an "At Will" employee and consistent with the City's practice, the agreement is amended such that should the employee be terminated without cause, prior to receipt of any severance pay, the employee must sign a waiver of any future claims against the City. The eva-luat:ion of the CEO will cover a period of two years. In recognition of the employee's exceptional commitment,, service and 1.)erformance, the salary of the CEO will be increased 4% For each year for a total of 8%, effective the first full pay period on or after January 14, 2018. Per Ca1PERS regulations, any changes to one or more pay rates require a Resolution be presented to City Council for review and, approval of such, updates. "l"hese Ca1PERS requirements are intended to enhance the disclosure and transparency of public employee compensation by requiring that the pay rates be listed on a single pay schedule or single document. LEGAL REVIEW The City Attorney has reviewed the report and attachments. ALTERNATIVES The City Council may choose to go back into closed session for additional discussions. ATTACHMENTS #1 Attached DRCS Amended Agreement effective September 1, 2017 #2 Resolution No. 2018-242 with attached Comprehensive Pay Schedule effective January 1, 2018 #3 Resolution No. 2018-243 with attached Comprehensive Pay Schedule effective January 14, 2018 #4 Resolution No. 2018-244 with attached Comprehensive Pay Schedule effective March 25, 2018 #5 Resolution No. 2018-245 with attached Comprehensive Pay Schedule effective December 1, 2017 #6 Resolution No. 2018-246 with attached Comprehensive Pay Schedule effective October 4, 2017 #7 Resolution No. 2018-247 with attached Comprehensive Pay Schedule effective September 1, 2017 AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF BALDWIN PARK AND MANUEL CARRILLO This is an Agreement by and between the City of Baldwin Park, a municipal corporation (called "City"), through its City Council (called "City Council"), and Manuel Carrillo Jr. Director of Recreation and Community Services made and entered into on April 4, 2018. Recitals A. The City of Baldwin Park is a general law city that operates under Government Code Section 36501; B. And the City and the EMPLOYEE (Manuel Carrillo Jr.) have previously entered into an employment agreement dated July 12, 2000 (The Agreement) and; C. Such Agreement was amended on March 5, 2008; D. The City Council is authorized to fix the compensation of all appointed officers and employees of the City including but not limited to the Director of Recreation and Community Services; E. All persons holding a position described in Section 33.05 of the Baldwin Park Municipal Code, including but not limited to the Director of Recreation and Community Services; F. Whereas the City Council conducted a performance evaluation of the EMPLOYEE and based on such the City Council provided direction to staff; G. Now therefore, this Amendment to Agreement is made and entered into by and between the City and EMPLOYEE. Amendments 1. Effective September 1, 2017 or on the next full pay period, the City agrees to provide the EMPLOYEE a 10% increase in salary to be adopted by Resolution of the City Council. City agrees to continue the Vacation accrual benefit as approved in the Executive Benefits Matrix, except that Vacation hours shall not be subject to the cash out or accrual restrictions established therein. 3. In the event the City Council terminates the EMPLOYEE without cause, the City Council agrees that City shall pay severance payment equal to six (6) months of his then salary, excluding benefits, as EMPLOYEES sole compensation or damages under this Agreement if and only if EMPLOYEE executes a complete waiver and release of any and all claims EMPLOYEE may have against the City and the City's elected officials and employees, including but not limited to a Civil Code Section 1542 Waiver releasing the City of all liability. 4. Except as set forth herein, all other terms and conditions of the agreement previously adopted by the City Council shall remain in full force and effect. IN WITNESS WHEREOF, City has caused this Agreement to be signed and duly executed on its behalf by its Mayor and duly attested by its City Clerk. City of Baldwin Park, Manuel Carrillo Jr °;ap In A Municipal Corporation IN Attest: City Clerk By: Alejandra Avila Approved as to Form: City Attorney By:., ... Robert N. Tafoya IN RESOLUTION NO. 2018-242 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A SALARY RESOLUTION TO ESTABLISH A COMPREHENSIVE PAY SCHEDULE FOR ALL FULL TIME EMPLOYEES, PART TIME EMPLOYEES AND ELECTED OFFICIALS IN ACCORDANCE WITH CALPERS GUIDELINES. WHEREAS, the City of Baldwin Park, through negotiations with various employee bargaining groups has established corresponding Memoranda of Understanding which are in full force and affect; and established individual contracts with each executive management employee; and WHEREAS, California Employees Retirement System (CaIPERS) does require all government agencies to provide and make available to the public the salary of all full- time employees, part-time employees and Elected Officials in a single salary format specified by CaIPERS; and WHEREAS, the City of Baldwin Park has compiled the necessary salary data to create a single salary schedule required in compliance with the requirements of CaIPERS and has attached said report to this resolution as Exhibit E, with the date, January 1, 2018. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: SECTION 1. That this City Council does hereby approve and authorize the creation of a comprehensive City of Baldwin Park Pay Schedule that includes pay rate information for all full-time and part-time employees as well as Elected Officials, attached hereto as Exhibit E to be effective on January 1, 2018. SECTION 2. Resolutions or portions thereof in conflict with this resolution are hereby repealed. SECTION 3. That the City Clerk shall certify to the adoption of this Resolution and shall forward a certified copy hereof to each Department Head and the Human Resources Manager. 1 PASSED, APPROVED, AND ADOPTED this 4th day of April, 2018. MANUEL LOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELESSS: CITY OF BALDWIN PARK I, ALEJANDRA AVILA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2018-242 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDA AVILA CITY CLERK 2 Z C O O O 0 0 3 cr (1i N -� 00 00 Q �. of --4 nn 0 d m c o '" o' n (Dro ro CD CL 3' 0 c m f � N N -4 ro 0 0 0 0 0 0 d CD c ro 00 M D C7 0 CD L (D CL 0) cc C m n C r 0)_' 0 Q CD tIN 0 O - � o 00 v d U) Sr (D CL (D 0 Zc 0 0 c ' 0 0 0 Z0 (D (D o m D C)=1 L�9 EA EN o o v n� 73 3 it o C O O J Ut90i -S �0 't N a CD (D n Z n N) a (A CD (D 0 0 'D EA CAI b9 fA 0 N 0' CA o W W A � Oo m 0.......A LTI O N' N W c O W :l CT 1 N 1 0 (fl 4 Cn A CT U7 (T ...69 v O 0 W Gj O W co (O W O (n ffl iA 0 0 i0 — o N � 69 0) CAS m .0W0 CY) 000 . c 0 A W 00 CA 00 p�j :P Q W COco N .,, ID 0 N �. 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[69� �'-9 � W N INTI 0 CA 0 O Iwp RESOLUTION NO. 2018-243 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A SALARY RESOLUTION TO ESTABLISH A COMPREHENSIVE PAY SCHEDULE FOR ALL FULL TIME EMPLOYEES, PART TIME EMPLOYEES AND ELECTED OFFICIALS IN ACCORDANCE WITH CALPERS GUIDELINES. WHEREAS, the City of Baldwin Park, through negotiations with various employee bargaining groups has established corresponding Memoranda of Understanding which are in full force and affect; and established individual contracts with each executive management employee; and WHEREAS, California Employees Retirement System (CaIPERS) does require all government agencies to provide and make available to the public the salary of all full- time employees, part-time employees and Elected Officials in a single salary format specified by CalPERS; and WHEREAS, the City of Baldwin Park has compiled the necessary salary data to create a single salary schedule required in compliance with the requirements of CaIPERS and has attached said report to this resolution as Exhibit E, with the date, January 14, 2018. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: SECTION 1. That this City Council does hereby approve and authorize the creation of a comprehensive City of Baldwin Park Pay Schedule that includes pay rate information for all full-time and part-time employees as well as Elected Officials, attached hereto as Exhibit E to be effective on January 14, 2018. SECTION 2. Resolutions or portions thereof in conflict with this resolution are hereby repealed. SECTION 3. That the City Clerk shall certify to the adoption of this Resolution and shall forward a certified copy hereof to each Department Head and the Human Resources Manager. 1 PASSED, APPROVED, AND ADOPTED this 4th day of April, 2018. MANUELLOZANO 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 Resolution No. 2018-243 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDA AVILA CITY CLERK 2 Pr a CD CD n m < CDC L CL O ca n ® CD CL 0 CD O V p 0 0 v O O lit N lb p ro CD O n ,. n K :+ n n O _• C c 3 c n. = Vi O O 1 7 0 O N '0 ?i W W 7 RQ i 7 7 C III 69 N N � 4.9 lw �y 64 'A A N h3 CL O O O O O O O O O > O O iD Pr a CD CD n m < CDC L CL O ca n ® CD CL 0 CD N ® V p oc) v Z 00 c v W C � CE ll�i im 0 o 0 CU CD 0 v 3 m 00 Z c cr A........ V N Q 0 ts� 169 v W co w W V 0 NCD n CT Co .A CT V CO 70 C V CT Cri $ U1 O 00 s '.... 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N TI "7�Cl [±l mii"'611 m m�mlm I P m n ° G c c G RD n . � CDQ C (CD ° 0) (OfD14 cm C/) c n W LD 001S. ? PD � y Q , 4�6 (D 0 40 1.4 489 'A r f0 co f0 fDPO - 1 v CO W 0 OLID W , N) N, � lo� �ORC 69 � ii Cl) Ln co 0 4 N �N W fr b9 m®ON CD Lh {9' �,i) PI(rM`T � � N N......... N TI "7�Cl [±l mii"'611 m m�mlm I FTMn RESOLUTION NO. 2018-244 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A SALARY RESOLUTION TO ESTABLISH A COMPREHENSIVE PAY SCHEDULE FOR ALL FULL TIME EMPLOYEES, PART TIME EMPLOYEES AND ELECTED OFFICIALS IN ACCORDANCE WITH CALPERS GUIDELINES. WHEREAS, the City of Baldwin Park, through negotiations with various employee bargaining groups has established corresponding Memoranda of Understanding which are in full force and affect; and established individual contracts with each executive management employee; and WHEREAS, California Employees Retirement System (CaIPERS) does require all government agencies to provide and make available to the public the salary of all full- time employees, part-time employees and Elected Officials in a single salary format specified by CalPERS; and WHEREAS, the City of Baldwin Park has compiled the necessary salary data to create a single salary schedule required in compliance with the requirements of CaIPERS and has attached said report to this resolution as Exhibit F, with the date, March 25, 2018. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: SECTION 1. That this City Council does hereby approve and authorize the creation of a comprehensive City of Baldwin Park Pay Schedule that includes pay rate jnformation for all'full-time and part-time employees as well as Elected Officials, attached hereto as Exhibit F to be effective on March 25, 2018. SECTION 2. Resolutions or portions thereof in conflict with this resolution are hereby repealed. SECTION 3. That the City Clerk shall certify to the adoption of this Resolution and shall forward a certified copy hereof to each Department Head and the Human Resources Manager. 1 PASSED, APPROVED, AND ADOPTED this 4th day of April, 2018. MANUEL LOZANO 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 Resolution No. 2018-244 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDA AVILA CITY CLERK K Cl) Pr CD I a 0 0 (CDL 0 cn > 0 0 0 0 ®m (D C) CL CA a oro z K) X c) CJI 4 > 00 O 8 X 71, N I N Z L N N N N Z L COO ((00 (00 W ((00 O J 0) Q A J N CT CD I (D I " , C7 L D n n 0 69 69 EA N O 0O C) _I CD `< Go C U) v0 (D O O O) `o C7 O. Q o t z o (D (D (O'I g?� o fD Z (D O 90 p 50 p 00 O o o O O O O to O 69 69 4 0 N � 60 169 M X n W r W A O W(A 0 co I A cn (n W V O 0 CD N N',. a ,. (7 W W O O 'OD O ..,... 69 69 CD 69 69 G. 3 N m v n (D M OD 00"00 . '-4 O) O N OD O) co? J ? 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FAQ 69.........69 69 v) 69 69 b9 EA 69169 69 EA IEA EA EA EA 69 Cn J O O (n O (O W (n a '.O O O O O) J Co Cn W Cn, W (n O N O...O N N O N -- A O A O A O A O A O m V, L' '..� EA '. 69 EA EA EA EA EA EA EA EA 69 69 EA 69 769 64 EA 69 EA EA 69 69 mA 69 (n co O (b W M J J J V J J O) O) CA O 0) O) (A O (T U) Cn Cn (n „ Cn v A O O) W W W CJ O O) J b) V O) J W (n '' Cd Cn W Ln CJ Cn O �1 N �I �� 1 W (n OD (n � (O (n Cn U) CA f EA 69 .......69 69 69 ! EA EA 69 EA' T 69 69 EA EA EA Efi 69 EA 6A n 8 O CO O t)D O CO J J J J J J V '.. J 0) O (A (A CA CA O N W 666 N Cn N N N N N Cil OJD 0COO .,,.,.,. COO f0 ,,, (W77 ........ .. O n r z Ill D 0 a :.I < o v (D (D cn n n 0 (D co Q N O .Z1 v' 00 C) v O n r z n Sr CD OD NIN CWNN 7 O f® ®D V W C9" 0 (D f0 fD OD OD 0® W Ul W -�+ W N IIi Ul � (Jr W 4 k1l 50 PO N N 4 W fJs � W o tai b9 — Hi 9 4!R O O p p f0 Cl) N N W cm to fs9 lo b9EArlim"f0f0W........ ;N� W ID V II -P W'...... N �NT9 0, `� "coo°NIGi m D m d d 'F tc n OF1 0 O 3 CD r o m O 4 -J 00 �CD lD 0 f0 fD OD OD 0® W Ul W -�+ W N IIi Ul � (Jr W 4 k1l 50 PO N N 4 W fJs � W o tai b9 — Hi 9 4!R O O p p f0 Cl) N N W cm to fs9 lo b9EArlim"f0f0W........ ;N� W ID V II -P W'...... N �NT9 0, `� "coo°NIGi w m D m d d 'F tc n OF1 0 O 3 CD r o m O 4 -J 00 O (fl w RESOLUTION NO. 2018-245 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A SALARY RESOLUTION TO ESTABLISH A COMPREHENSIVE PAY SCHEDULE FOR ALL FULL TIME EMPLOYEES, PART TIME EMPLOYEES AND ELECTED OFFICIALS IN ACCORDANCE WITH CALPERS GUIDELINES. WHEREAS, the City of Baldwin Park, through negotiations with various employee bargaining groups has established corresponding Memoranda of Understanding which are in full force and affect; and established individual contracts with each executive management employee; and WHEREAS, California Employees Retirement System (CaIPERS) does require all government agencies to provide and make available to the public the salary of all full- time employees, part-time employees and Elected Officials in a single salary format specified by CalPERS; and WHEREAS, the City of Baldwin Park has compiled the necessary salary data to create a single salary schedule required in compliance with the requirements of CaIPERS and has attached said report to this resolution as Exhibit D, with the date, December 1, 2017. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: SECTION 1. That this City Council does hereby approve and authorize the creation of a comprehensive City of Baldwin Park Pay Schedule that includes pay rate information for all full-time and part-time employees as well as Elected Officials, attached hereto as Exhibit D to be effective on December 1, 2017. SECTION 2. Resolutions or portions thereof in conflict with this resolution are hereby repealed. SECTION 3. That the City Clerk shall certify to the adoption of this Resolution and shall forward a certified copy hereof to each Department Head and the Human Resources Manager. 1 PASSED, APPROVED, AND ADOPTED this 4th day of April, 2018. MANUEL LOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELESSS: CITY OF BALDWIN PARK I, ALEJANDRA AVILA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2018-245 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by the following vote to wit: AYES; COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDA AVILA CITY CLERK 2 co m n n ro n -� -� CO, ®� o CD CD n r C c�a nro Z rQ v D v O OIC O OO co ( 3 4 O N 0_ C', o 0 0 o o o 2. I. 00 Z C coOIIW (00 O 3 A J N ' N O 0 =i m m m 0 0 o m 0 0 o CD — n 21-05c N CD G00. O O to 90 (7 O 3 3 N (D _z (n !2 t N O O W W p m a c m al 0 0 - o 69 �_ 111-1 b9 69 W W A OD co I (D II W i•O " 69 EA 69 4A 69 69 -0 00 OD .0 N CC CD �, (n V O �(T A Ut CT ICT -I O W OD "p 69 .<A (fl ,I.EA 69 N � Oo [ppP N (JI 7) OD OD W J A OWD A CT N (b WO N ifl 69. 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J V: J J V 0) 0) 0) 0) Un Un (Ys A A ;A A AN A A A A p A 6 6 -+ 8' " 0) N N N OD A -1 N J V G0 0 0 0 0 0 N V::,, W O O O O OD OD 00 00 1, 0,,....., coO N U1 U (T N (D ,,::.... T 4.9 169 69 '" ffl 69 69 69 <0 69 169 69 1 69 69.E 69 b9 16_9 69 69 64 go : W J V _ '... V V J V 0) 0) 0) O (A cn (p (J) Cn 1 (n '.... A A ;A , A A A .�'. OD W ....... A N (0 V 6 'I. 6 6 6 -+ O < 0) ......... W 0) ' 0) WSW N W 00 I, Oo .A ....0 1- N N N N V Ln Cl) (DI W Cl) (D (0 W (0,(D W Gi D n rt n O G CD CD o 3 0 ; (D m n ("1 Q. 3 3 0 ; CD 0 cr CD (n Q (D ' �J (D VCTI N) C)v O ;i 00 ni �'' o cNo 00 -4 rn Er m EA fA 69 _ 69 — EflU7 W W CT 00 N -I W n A lo�W W WII ODI �,C`9 N co rnl 00 � W �W W, W�� N171 co 5D PO (OD. W, SII w OD W IW. Ul OD -1 00 WY WI IW NC) CD m N 0 N D m CD r c e c c c < [ e a o CD N N SCI 0 c CD `< CD n SL STI' (D 0 co au w 3 oCD CWli W N J co _ O a D $ S cn Q EA fA 69 _ 69 — EflU7 W W CT 00 N -I W n A lo�W W WII ODI �,C`9 N co rnl 00 � W �W W, W�� N171 co 5D PO (OD. W, SII w OD W IW. Ul OD -1 00 WY WI IW NC) m 0 N D c e c c c < [ e a CD N c CD `< n SL STI' (D 0 co au w 3 oCD CWli W N J co _ O a D $ S cn Q ' I n cu ffl � ifl W EA : ifl OP p ....W jWW ka) icn IWW. 0 - v EA fA 69 _ 69 — EflU7 W W CT 00 N -I W n A lo�W W WII ODI �,C`9 N co rnl 00 � W �W W, W�� N171 co 5D PO (OD. W, SII w OD W IW. Ul OD -1 00 WY WI IW NC) RESOLUTION NO. 2018-246 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A SALARY RESOLUTION TO ESTABLISH A COMPREHENSIVE PAY SCHEDULE FOR ALL FULL TIME EMPLOYEES, PART TIME EMPLOYEES AND ELECTED OFFICIALS IN ACCORDANCE WITH CALPERS GUIDELINES. WHEREAS, the City of Baldwin Park, through negotiations with various employee bargaining groups has established corresponding Memoranda of Understanding which are in full force and affect; and established individual contracts with each executive management employee; and WHEREAS, California Employees Retirement System (CaIPERS) does require all government agencies to provide and make available to the public the salary of all full- time employees, part-time employees and Elected Officials in a single salary format specified by CalPERS; and WHEREAS, the City of Baldwin Park has compiled the necessary salary data to create a single salary schedule required in compliance with the requirements of CaIPERS and has attached said report to this resolution as Exhibit C, with the date, October 4, 2017. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: SECTION 1. That this City Council does hereby approve and authorize the creation of a comprehensive City of Baldwin Park Pay Schedule that includes pay rate information for all full-time and part-time employees as well as Elected Officials, attached hereto as Exhibit C to be effective on October 4, 2017. SECTION 2. Resolutions or portions thereof in conflict with this resolution are hereby repealed. SECTION 3. That the City Clerk shall certify to the adoption of this Resolution and shall forward a certified copy hereof to each Department Head and the Human Resources Manager. 1 PASSED, APPROVED, AND ADOPTED this 4th day of April, 2018. MANUEL LOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES �' SS: CITY OF BALDWIN PARK -JI I, ALEJANDRA AVILA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2018-246 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDA AVILA CITY CLERK 2 n C) D � 0 a m c ®v O CD � `< 71 c W ® N D N ® 1 ® w Q A 0 (D z CD v D o c 4� n, _. ® n ®v o C y _. ro oI C CD C CD a ro ro r CD I 4 d n N N v 'El x $ a iv N a 0 0 0 0 0 0 M 0 o o' 0 0 0 m n C) D � 0 a m c ®v O CD � `< 71 W ® `occn D cr C o c CL A 0 (D z o v D o CD 0 u 00 co Er C QAvN�0.QmZ Efl m rn b9 EA O N 0 O n � O '0 0) 0) W O 000 00 � CJO m r m 0 m 0 � m m 14 mo ;U -4 � m, TDTII N 0 0 O m x 0 O 0 T (D M O 0 -n-0 X — c S. 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(D N J (n W :fl O �Arl O O O 4 O co W rnrnrnrnrn W w W W W EAI 69 ',. fA fA b9 69 Efl 6_9 1 ffl 69 f_fl fA 69 11 ffl (A <-f) 69 69 1 fA ffl 69 I fA fA fn U7 V V V O O O O O '', O O (l1 Cn U1, O V cn W '.. -* b D) OD O OD 0) . co 0) Co N '.. OD W OD 00 OD OD CO A (D N ''',, V CJ1, W ..,.0.. I W fD W (D W COCD O A O (D O, (O (D p f0 O (D O (D JO R1 69 " 69 W 69 69 ". 69 69 (0 40 69 (9 '' f_fl ffi 69 t_fl 1 '..69 69 to EA 69 69 I ff) U) 00 IT lJ V T V J J.V O O) OIO (77� 81, V :-4 -4._4 W O O b O O -n N ....- J '.'. W C) O O „ O O ......, co00 00 OD � coN .... , N .. cn (n (n ........... (D A A , A A A �� Efl fig 69 f19 fA 69 Ei9 "' � j fA 69 fA ! 69 fA fA 69 69 fA U W _ J J V J V J 1 O � O 9) O 9) O N Cn Cn CJ1 (n W A A A A A A 00 A (D (n (n cn cn 0) O O N 00 A � � � V Cl) Cl) W W W Gi c.... N '..J ;� co W W W O W O O 00 OD (D N N N N 0,...,-.. co (0 co (D co . M_ C7 D n rt CD O 30 O co in R1 r 0 =r O N Q , c7 (D cn CD N N O v __.L O 0 D, Cb O CO CO -1 O N N I CD CD CD �, 7 0 A Cc j O CD 10 tz 40% 69 I c c c = c � 60 i v ccn OOD ni -4 w o OR D fA 69 69 )69 '., 69 to 69 O � CO fb . oD V J J siD W CWl1 000 N OJ W O W N b9 Efl b9 69 HI b9 RJ9 DD Oo 74 : v w w cn w N m W n — v N N 69 6�9 699 1.9 6 69 O O CO '.... CO OD CD io A '... w Wl coON -4 69 N N 69 69 <A 69 (A O O ,.... O CO (b fA.. A w W W Ln OD N)M 1 G9 69 69 FA 69 '... 69 69 a 1 O CJ (Lt 8W ID co m A Cl) W Cil 65 T1 NI N IN N,...... N....... �69 S9 CD O W M D CD (� 0 a �« N CD O CD U) o 0- =. � ; m CD N Q O U1 Attachment #7 RESOLUTION NO. 2018-247 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A SALARY RESOLUTION TO ESTABLISH A COMPREHENSIVE PAY SCHEDULE FOR ALL FULL TIME EMPLOYEES, PART TIME EMPLOYEES AND ELECTED OFFICIALS IN ACCORDANCE WITH CALPERS GUIDELINES. WHEREAS, the City of Baldwin Park, through negotiations with various employee bargaining groups has established corresponding Memoranda of Understanding which are in full force and affect; and established individual contracts with each executive management employee; and WHEREAS, California Employees Retirement System (CaIPERS) does require all government agencies to provide and make available to the public the salary of all full- time employees, part-time employees and Elected Officials in a single salary format specified by CalPERS; and WHEREAS, the City of Baldwin Park has compiled the necessary salary data to create a single salary schedule required in compliance with the requirements of CaIPERS and has attached said report to this resolution as Exhibit D, with the date, September 9, 2017. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: SECTION 11. That this City Council does hereby approve and authorize the creation of a comprehensive City of Baldwin Park Pay Schedule that includes pay rate information for all full-time and part-time employees as well as Elected Officials, attached hereto as Exhibit D to be effective on September 9, 2017. SECTION 2. Resolutions or portions thereof in conflict with this resolution are hereby repealed. SECTION 3. That the City Clerk shall certify to the adoption of this Resolution and shall forward a certified copy hereof to each Department Head and the Human Resources Manager. 1 PASSED, APPROVED, AND ADOPTED this 4th day of April, 2018. MANUEL LOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES- SS: CITY OF BALDWIN PARK C I, ALEJANDRA AVILA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2018-247 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDA AVILA CITY CLERK 2 d U) Sr a SL CD 7 n D 0 0 a (D CD `c �n C/) c 0 o CD Q - c col fD Ul V O CD CL CD i d �uu � AVN 0 O ) ' (D0000oZc oQ Efl �9 4A C)n 69 27 a 0 0 0 o m o m o ° v N U) L9 !(a I 69 �' b9 CD CD m w a rn m ' co � � co m co O O a- cD Ln fW0 W 00 ° < N Q °_ 9 �O (D a C �Cw -1 o (D tin rn p :,4 n 69 �1 cn .fco O O A � 3 N co �yy Kia Q c cn CD co Efl �9 4A .� 69 n N U) L9 !(a to 69 - b9 CD CD P) w a rn D 3 c (n co � � co m co O a- cD Ln fW0 W 00 < N Q (D a C �Cw -1 o (D tin rn p :,4 69 �1 cn .fco O A � N co �yy Kia Q O ° V A A v�� W (0 W (NO W 0 CLCD CD C ~' D W OQ vNi W CD v O W CDD (D W Z< CD m n - 3 r c cr (n Q p1 CD a C o Z fD 0 70 0 ( 0 rf Ul 0 0 3 Cb (n CS N 0... 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EA EA L, 64 69 ''.. 69 EA" 69 b9 EA " EA 69 ffl '' 63 j fA 69 v v v I V 0 0 0 0 Cn (11 (n Cn Cn 0 A A A A A m W W W w , , ,..0 0OD 000 CoN 0Oo (AO N N N N cn (WD (Wo (WO (WO CDD m O N —''CD D nt o C m CD O_ ✓� \V CD CD CD • / CD=. =r O cD cr � Q I C N � O o n v m 0 CDCL m M m O N m =� D (D rnr o CD C a (D o (DD m c n �. S O CD � N Q (-0x N Ul J P 100 N q O (o J 0) g � m ci co � `y° m — m lD v I (D :3(D (D 1 fD J J m' N W W -4 O OO D i 6�9 t 69 EA to 6�9 j9 , I '.... 69 69 69 69 <A 691 W W (WI7 W ',, N v W 0 69 69 69 ffl (f! 69 69 DO J - N ? w....... W (n 000 00 v 1N 69 fA fA .69 U7 N O N IP � ITEM NO. Honorable Mayor and City Council members Sam Gutierrez, Interim Director of Public Works April 4, 2018 •'''1 ! 1 1 I .I � I '1 1, SUMMARY This report seeks City Council consideration for the adoption of Resolution No. 2018-240, approving an application for grant funds from the California Natural Resources Agency's Urban Greening Program. The adoption of Resolution No. 2018-240 will allow for the submittal of an application for grant funds for the greening of open space areas along the I-10 Freeway collectively referred to as the City of Baldwin Park Green Corridor. FISCAL IMPACT If adopted, this action will have no impact on the City's General Fund. If the grant is awarded to the City, staff will prepare a staff report to incorporate the project into the Capital Improvement Program (CIP). RECOMMENDATION Staff recommends that the City Council. II I '- 1 • 1 I' I BACKGROUND Signed into law in 2006, Assembly Bill (AB) 32, also known as the California Global Warming Solutions Act of 2006 required a sharp reduction of greenhouse gas (GHG) emissions to 1990 levels by 2020. AB 32 was the first program to take a comprehensive, long-term approach to addressing climate change to improve the environment and natural resources while maintaining a robust economy. Recently signed into law, Senate Bill (SB) 32 confirms the State's continued commitment to reducing GHG emissions by directing emissions reductions to meet a target of 40% below 1990 levels by 2030. On September 14, 2016, SB 859 created the California Natural Resources Agency's Urban Greening Program, funded by the Greenhouse Gas Reduction Fund (GGRF) to support the development of green infrastructure projects that reduce GHG emissions and provide multiple benefits. In 2017, AB 109 allocated $26 million from the GGRF to the Agency for its Urban Greening Program, specifically for green infrastructure projects that reduce GHG emissions. DISCUSSION If funded, this grant will aid in the reduction of the Urban Heat Island effect in the City of Baldwin Park by enhancing its urban canopy and thereby reduce GHG emissions, cool pavements and structures and reduce energy consumption. Additionally, the project will support Baldwin Parks long-term goal to improve the overall public health conditions in the City by improving overall air quality with the addition of large and diverse array of tree species determined to be appropriate for the City, based on climate, location and other Resolution No. 2018-240 California Natural Resources Agency — Climate Investments Urban Greening Grant Page 2 (actors such as species of plants and trees that are native to the region. The City will coordinate with a certifidV arborist, residents, local and regional partners experienced in community-based tree planting projects Puente Avenue, and the 1-10 freeway underpass) where it encompasses residential and commercia? properties, and Walnut Creek Nature Park. The project may also include other locations where the trM canopy has been affected by drought and disease. I ENVIRONMENTAL REVIEW Adoption of Resolution No. 2018-240 is not subject to review under the California Environmental Quality Act �K:DVA�i, If the fund rantedain theMO(er environmental exem ion pursuant to , CEQA Guidelines, Article 19. None Required. ALTERNATIVES 1. The City Council may choose not to adopt Resolution No. 2018-240 and thereby not apply for the Urban Greening Program grant funding. This action is not recommended as the City could potential obtain up to $150,000 in funding for the greening of open space areas along the 1-10 freeway that will not only enhance the look of the City, but can also, benefit the environment. ATTACHMENTS 1. Resolution No. 2018-240 INMIMARMINUMAN011 MAIN WHEREAS, the Legislature and Governor of the State of California have provided funds for the program shown above; and WHEREAS, the California Natural Resources Agency has been delegated the responsibility for the administration of this grant program, establishing necessary procedures; and WHEREAS, said procedures established by the California Natural Resources Agency require a resolution certifying the approval of application(s) by the Applicants governing board before submission of said application(s) to the State; and WHEREAS, the applicant, if selected, will enter into an agreement with the State of California to carry out the Project NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALD11TA PARK HEREBY RESOLVES AS FOLLOWS: SECTION 1. Approves the filing of an application for the City of Baldwin Park Green Corridor Project; and SECTION 2. Certifies that applicant understands the assurances and certification in the application; and SECTION 3. Certifies that applicant or title holder will have sufficient funds to operate and maintain the project consistent with the land tenure requirements; or will secure the resources to do so; and SECTION 4. Certifies that it will comply with the provisions of Section 1771.5 of the State Labor Code; and SECTION 5. If applicable, certifies that the project will comply with any laws and regulations including, but not limited to, legal requirements for building codes, health and safety codes, disabled access laws, envirom-nental laws and, that prior to commencement of construction, all applicable permits will have been obtained; and SECTION 6. Certifies that applicant will work towards the Governor's State Planning Priorities intended to promote equity, strengthen the economy, protect the environment, and promote public health and safety as included in Government Code Section 6504 1. 1; and SECTION 7. Appoints the Director of Public Works, or designee, as agent to conduct all negotiations, execute and submit all documents including, but not limited to application&, agreements, payment requests and so on, which may be necessary for the completion of thA aforementioned project. STATE OF CALIFORNIA COUNTY OF LOS ANGELES a M..SS: CITY OF BALDWIN PARK 1, ALEJANDRA AVILA, Deputy City Clerk of the City of Baldwin Park do hereby certify that thi foregoing Resolution No. 2018-240 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on April 4, 2018 and that the same was adopted by th* following vote to wit: ITEM NO. STAFF REPORT TO: Honorable Mayor and Members of the City Council THE , ' FROM: Sam Gutierrez, Interim Director of Public Works sA� ss L DATE: April 4, 2018 JL E SUBJECT: INTRODUCTION AND FIRST READING OF ORDINANCE NO. 1406, "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 50 OF THE BALDWIN PARK MUNICIPAL CODE AND ENACTING A NEW SECTION IN CHAPTER 50 RELATED TO MANDATORY COMMERCIAL AND MULTI -FAMILY RECYCLING" SUMMARY Staff requests that the City Council introduce and read by title, Ordinance 1406, to amend chapter 50 of the Baldwin Park Municipal Code and add new chapter sections related to State mandated organics recycling for Commercial and Multi -Family dwellings. FISCAL IMPACT This program will have no impact on the City's General Fund. The Change in the BPMC has the potential to increase building permit activity for small construction and demolition projects funded out of pocket for affected businesses and qualifying multi -family dwellings. RECOMMENDATION Staff recommends that the City Council introduce the attached ordinance by reading its title only and waive further reading, ORDINANCE NO. 1406, "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 50 OF THE BALDWIN PARK MUNICIPAL CODE AND ENACTING A NEW SECTION IN CHAPTER 50 RELATED TO MANDATORY COMMERCIAL AND MULTI -FAMILY RECYCLING' BACKGROUND On September 28, 2014, Governor Brown signed AB 1826, Mandatory Commercial Organics Recycling. Organic waste (organics) is defined as any material that is biodegradable and comes from either a plant or an animal. Some examples of organic waste are food waste, green waste, landscape and pruning waste, garden and lawn clippings, nonhazardous wood waste, and food soiled paper that is mixed in with food waste. Businesses generating least eight (8) cubic yards per week of organic waste will be required to arrange for organic waste recycling services. Additionally, multi -family residential dwellings (MF) that consist of five or more units and generating 8 cubic yards per week of organic waste will also be required to arrange for organic waste recycling services. However, MF dwellings are not required to have a food waste diversion program which makes compliance easier. This law phases -in the mandatory recycling of commercial organics over several years, with an increase in the number of businesses required to comply each year, with full implementation realized in 2019. In order to meet the State's requirements, staff has prepared a mandatory commercial organics recycling program in partnership with Waste Management. Ordinance 1406 — Organics Recycling for Commercial and Multi -Family Residential Page 2 DISCUSSION The City has an exclusive solid waste hauling agreement with Waste Management for commercial and residential solid waste hauling recycling that are subject to AB 1826 on implementing organics recycling for businesses and implementing multi -family organics recycling. The following are the milestones and required actions as mandated by the State: • The City must implement an organics recycling program complete with outreach, education, and monitoring plan. • Businesses that generate 8 cubic yards of organic material or more per week are required to arrange for organic waste recycling services. • Businesses that generate 4 cubic yards of organic material or more per week are required to arrange for organic waste recycling services. • The City must provide information about their organic recycling program implementation in the annual report submitted to CalRecycle. • Businesses that generate 4 cubic yards of commercial solid waste or more per week are required to arrange for organic waste recycling services. • After receipt of the submitted 2019 annual reports, CalRecycle to conduct its formal review of all jurisdictions. • Summer/Fall 2021: If CalRecycle determines that the statewide disposal of organic waste in 2020 has not been reduced by 50 percent of the level of disposal during 2014, then businesses that generate 2 cubic yards of commercial solid waste or more per week are required to arrange for organic waste recycling services. The City's efforts for businesses and the multi -family sector are discussed separately. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ALTERNATIVES 1. The City Council may choose not to approve the Organics Ordinance; however, this action is not recommended because it may impede the City's ability to meet strict diversion requirements in a timely manner which can make the City subject to fines. 2. Direct Staff with alternative direction. ATTACHMENT Ordinance No. 1406 ORDINANCE NO. 1406 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, REPEALING AND ADDING A NEW SUBCHAPTER 50.17 (HEALTH AND SAFETY) OF THE BALDWIN PARK RELATED TO MANDATORY COMMERCIAL AND MULTI -FAMILY RESIDENTIAL RECYCLING AND AMENDING VARIOUS RELATED DEFINITIONS WHEREAS, the purpose of this new subchapter 50.17 is to establish requirements for the collection and recycling of recyclable materials and collection and organics processing of organic materials generated from commercial facilities, multifamily dwellings, and large events and venues; WHEREAS, these requirements will assist the City of Baldwin Park ("City") in complying with the Integrated Waste Management Act of 1989 (AB 939 - 1989), Large Event and Venuses Recycling Law (AB 2176 — 2004), the Alternative Compliance Act of 2008 (AB 1016 — 2008), the Mandatory Commercial Recycling Act (AB 341 — 2011) and the Mandatory Commercial Organics Recycling Act (AB 1826 — 2014); WHEREAS, these requirements will also help reduce greenhouse gas'emissions associated with the mining and manufacturing of goods from virgin materials and associated with the disposal of solid waste in landfills and further protect the natural environment and human health as well as enhance the economy through increased recycling and organics processing activities; WHEREAS, in addition, adoption of this Ordinance will provide exclusions and exemptions for select waste customer, commercial generators, and large events and large venues that are not included or able to comply with this chapter or for whom this chapter poses an undue burden; WHEREAS, adoption of this Ordinance will also provide for enforcement through the use of fines for violating the requirements of the new Chapter; WHEREAS, the City Council if the City of Baldwin Park has determine that adoption of this Ordinance will serve the health, safety and public welfare of the community. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES ORDAIN AS FOLLOWS: Ordinance No. 1406 Page 2 SECTION 1. The definitions of "Commercial" and "Residential" contained in Section 50.01 (Definitions) of Chapter 50 (Solid Waste Management) shall be amended to read as follows: "Commercial means comprised of a business including any retail outlet, financial establishment, commercial warehouse, manufacturing facility, professional office, hotel or motel and automobile courts, hospital or other health care facility, any nonprofit organization (such as any church or club), and any multi -family dwellings comprised of five units or more" "Residential references single family dwellings, and multi -family dwelling less than five units. " SECTION 2. The definition of "Multi -family" contained in Section 50.01 (Definitions) of Chapter 50 (Solid Waste Management) shall be amended as follows: "Multi -family references any structure having multiple residences which many be classified as residential or commercial." SECTION 3. Chapter 50 (Solid Waste Management) of the Baldwin Park Municipal Code (BPMC) is hereby amended to include the following new Subchapter 50.17 (Mandatory Commercial and Residential Recycling): SUBCHAPTER 50.17 MANDATORY COMMERCIAL AND RESIDENTIAL RECYCLING A Definitions. "The following words or phrases, whenever used in this Chapter, shall be constructed as defined in this section: 'Customer' means a generator that contracts for solid waste removal services and enters into a service agreement with a franchised authorized hauler for solid waste collection services. 'Generator' means an owner or responsible party of a commercial property which generates solid waste as a result of its business, commercial activity or other property activity. Generators may include tenants, property managers, and employees and contractors of generators. Ordinance No. 1406 Page 3 'Large event' means an event that charges an admission price, or is operated by a local agency, and serves an average of more than 2,000 individuals per day of operation of the event, including, but not limited to, a public, nonprofit, or privately owned park, parking lot, golf course, street system, or other open space when being used for an event, including, but not limited to, a sporting event or a flea market. 'Large venue' means a permanent venue facility that annually seats or serves an average of more than 2,000 individuals within the grounds of the facility per day of operation of the venue facility. For purposes of this chapter, a venue facility includes, but is not limited to, a public, nonprofit, or privately owned or operated stadium, amphitheater, arena, hall, amusement park, conference or civic center, zoo, aquarium, airport, racetrack, horse track, performing arts center, fairground, museum, theater, or other public attraction facility. For purposes of this chapter, a site under common ownership or control that includes more than one large venue that is contiguous with other large venues in the site, is a single large venue. "Organic waste" means food waste, green waste, landscape and pruning waste, nonhazardous wood waste, and food -solid paper waste that is mixed in with food waste. The definitions set forth in Section 50.01 and 50.17 shall also apply to this chapter. B. Commercial generators. Each commercial generator shall be responsible for ensuring and demonstrating its compliance with the requirements of this chapter. Each commercial generator shall: 1. Ensure the segregation of recyclable materials and organic material from garbage by placing each type of material in a separate designated receptacle or container, and ensure that employees, contractors, volunteer, customers, visitors, and other persons on site segregate recyclable materials an organic materials. 2. Provide an adequate number and type of labeled receptacles needed for segregating and storing recyclable materials and organic materials, and provide adequate access to these receptacles. 3. Post and maintain signs containing information and instructions on the proper segregating and storage of recyclable materials and organic materials in areas where receptacles are located. Ordinance No. 1406 Page 4 4. Ensure that all receptacles used for collecting and storing recyclable materials, organic materials, and garbage are affixed with signs or labels that display the appropriate information to enable users to clearly differentiate which receptacles are used for recyclable materials, organic material, and garbage minimize the contamination of material placed in receptacles. 5. Provide adequate instructions to employees, contractors, and volunteers of the requirements of this chapter, including (1) the requirement and procedures to ensure the segregation of recyclable materials and organic materials from garbage; (2) the employee's, contractor's, and volunteer's responsibilities regarding compliance with this chapter; and (3) the types and location of receptacles and containers for recyclable material, organic materials, and garbage. 6. Ensure that instructions or training materials provided to employees, contractors and volunteers are promptly made available to the City upon request. 7. Ensure that the contents of receptacles are deposited in the proper container and ensure that the contents of the receptacles for recyclable materials and organic materials are not delivered to garbage containers. Commercial generators shall be assessed a premium fee based on the size of the container for recyclable material and organic material containers that are collected for garbage disposal by the franchisee if the contents of their recyclable material and organic material containers contain unacceptable levels of contamination. C. Large Events and Large Venues Large Events and Large Venues shall be responsible for ensuring and demonstrating compliance with the requirements of this chapter. In addition to other requirements in this chapter and Municipal Code, each Large Event and Large Venue shall: 1. Segregate recyclable materials and ensure that employees, contractors, volunteers, customers, visitors, and other persons on site segregate recyclable materials. 2. Ensure the Large Event and Large Venue has access to an adequate number and type of containers needed for collecting and storing recyclable materials. 3. Provide or ensure the provision of adequate receptacles throughout the Large Event and Large Venue location to make the segregation of recyclable materials and organic materials convenient for employees, volunteers, contractors, vendors, exhibitors, presenters, visitors, attendees, customers, and other person on site. Ordinance No. 1406 Page 5 4. Ensure that all receptacles used for segregating and storing recyclable materials, organic materials, and garbage are affixed with signs or labels that display the appropriate information to enable users to accurately segregate solid waste and to clearly differentiate which receptacles are used for recyclable materials, organic materials, and garbage, to minimize the contamination of material placed in receptacles. 5. Ensure that the contents of the organic materials are not delivered to unacceptable levels of contamination. D. Provisions for self -haulers. receptacles for recyclable materials and garbage containers unless they include 1. Nothing in this chapter shall preclude any person, solid waste customer, commercial generator, multi -family generator, or Large Event and Large Venue form self -hauling recyclable materials or organic materials generated by that entity to a recycling or organics processing facility. 2. Self -haulers shall: a. Comply with the requirements in this chapter by delivering for recycling those items that can be recycled by local recycling facilities and establishments and shall comply by delivering for organics processing those items that are accepted by local organics processing facilities. b. Provide proof of compliance with this chapter, upon request by the City; proof includes but is not limited to a receipt from a recycling or organics processing facility that clearly identifies the type and quantity of material delivered and an application for Exemption from the Necessity for Refuse Collection. E. Authorized Haulers. 1. Authorized Haulers shall obtain and maintain a business license with the City. 2. Authorized Haulers shall keep separate garbage, recyclable materials, and organic materials that have been segregated into separate containers by commercial generators, multi -family generators, or Large Event and Large Venues. 3. Authorized Haulers shall ensure that segregated recyclable materials are delivered to a recycling facility and that segregated organic materials are delivered to an organics processing facility, except that a container that contains unacceptable levels of contamination may be delivered for garbage disposal if the solid waste collector notifies Ordinance No. 1406 Page 6 the City of the occurrence; the date of the occurrence; and the account name, primary contact, phone number, billing address, and service address for the solid waste customer at which the container is located. F. Exclusions. Solid waste customers that subscribe to less than four cubic yards of garbage collection service per week shall be excluded from the requirements of this chapter. G. Exemptions. Solid waste customers, commercial generators, and Large Event and Large Venues that can document using the methods described in subsection C of this section that the circumstances described in subsections A and B of this section pertain to their operations shall be exempt from the requirements of this chapter. 1. No Generation of Recyclable Materials. Solid waste customers, commercial generators, and Large Event and Large Venues may be exempt from the requirements of this chapter if the solid waste customer, commercial generator, or Large Event and Large Venue demonstrates to the City that no recyclable material or organic materials are generated on site. 2. Space Constraints and Zoning Considerations. a. Solid waste customers may be exempt from the requirements of this chapter if the City determines that either: 1. There is inadequate space for a solid waste customer to store containers for recyclable materials or organic materials on site and that it is infeasible for the solid waste customer to share recyclable materials or organic material containers with adjacent commercial facilities or multi -family dwellings; or 2. Compliance with this chapter will result in violating City zoning or other regulations. 3. Commercial generators, multi -family generators, and Large Event and Large Venues may be exempt for the requirements of this chapter if the City determines that either: 1. There is inadequate space for the commercial generator or Large Event and Large Venue to store receptacles for recyclable materials or organic materials on site and that it is infeasible for the commercial generator or Large Event Ordinance No. 1406 Page 7 and Large Venue to deposit recyclable or organic material directly into containers without an intermediate receptacle; or 2. Compliance with this chapter will result in violating City zoning or other regulations. 4. Verification if Exemption. The solid waste customer shall petition the City with a written request for an exemption documenting the circumstances of a claimed exemption. The City may visit the solid waste customer's site; examine the receptacles for garbage, recyclable materials, or organic materials; or take other actions to verify the circumstances identified in the petition. The solid waste customer, commercial generator, or Large Event and Large Venue requesting an exemption shall not be granted an exemption from the requirements of this chapter if the City determines that (1) recyclable material or organic material are generated on site (2) it is feasible for containers and receptacles for recyclable materials, and necessary, for organic materials to be place on site, and (3) it is feasible to share recycling container with an adjacent commercial facility or multi -family dwelling. The City may require the solid waste customer or commercial generator that is granted exemption for the requirements of this chapter to submit a renewal of is petition for an exemption every two years from the date the exemption was granted by the City. H. City authority. The City or its designee is authorized to administer and enforce the provisions of this chapter. To the extent permitted by law, the City or its designee may inspect any collection container at a commercial facility, multi -family dwelling, or Large Event and Large Venue and any solid waste collector's load for garbage, recyclable materials, or organic material. To the extent permitted by law, the City or its designee may also inspect the premises of any commercial facility, multi -family dwelling, or Large Event and Large Venue to determine compliance with provisions of this chapter. I. Administrative appeal. Unless otherwise expressly provided by the Baldwin Park Municipal Code, any person adversely and directly affected by any determination made or action taken by the City pursuant to the provisions of this chapter may file an administrative appeal with the City Clerk. If no appeal is filed within ten days the determination of the City shall be final. J. Enforcement goals. Ordinance No. 1406 Page 8 The City shall enforce this chapter with the goal of maximizing participation in the program and ensuring that recyclable materials and organic material that haven been property segregated by the solid waste customer, commercial generator, multifamily generator, or Large Event and Large Venue are correctly collected and delivered to recycling and organics processing facilities. The City or its designee shall conduct the following activities to enforce this chapter. 1. Develop and disseminate public education and promotional materials relating to the importance of recycling and organics processing and the availability of recycling and organics processing opportunities available to solid waste customers, commercial generators, multifamily generators, and Large Event and Large Venues; 2. Provide technical assistance and training to solid waste customers, commercial generators, multifamily generators, and Large Event and Large Venues to increase recycling; 3. Enforce provisions of the franchise agreement for collection of recyclable materials, organic materials, and garbage with franchisee to stimulate demand for recyclable material and organic material collection service. K. Enforcement for contamination. Enforcement of this chapter regarding contamination in containers for garbage, recyclable material, and organic material shall be carried out by the waste hauler. The waste hauler will notify City of customers with excessive or ongoing contamination. Solid waste collectors shall not be held liable for the failure of solid waste customers to comply with this chapter, unless specified in the franchise, contract, registration certificate, or permit issued by the City. L. Penalties. The City may issue administrate fines for violating this chapter or any rule or regulation adopted pursuant to this chapter, except as otherwise provided in this chapter. The City's procedures on imposition of administrative fines are hereby incorporated in their entirety and shall govern the imposition, enforcement, collection, and review of administrative citation issued to enforce this chapter and any rule or regulations adopted pursuant to this chapter. M. Implementation schedule. Ordinance No. 1406 Page 9 The schedule for enforcement of this chapter shall be implemented in accordance with the timeline specified in Table 1. N. Other provisions. 1. No Other Power Affected. This chapter does not do any of the following: a. Otherwise affect the authority of the City or its designee to take any other action authorized by any other provision of law. b. Restrict the power of a City Attorney, District Attorney, or the Attorney General to bring in the name of the people of California any criminal proceeding otherwise authorized by law. c. Prevent the City or designee from cooperating with, or participating in, a proceeding. d. Affect in any way existing contractual arrangements including franchises, permits, or licenses previously granted or entered into between the solid waste collectors and City. 2. Cumulative Remedies. Any remedy provided under this chapter is cumulative to any other remedy provided in equity or at law. Nothing in this chapter shall be Material Date Entities Affected_ Covered Effective _ Recyclable Materials: All commercial and multi- Recyclable immediately family solid waste customers that subscribe to four Materials upon adoption cubic yards or more of garbage collection service per week. p 16 AApril 1 20 , �....�._... .....www...._ _ �. �...........� Organic Materials: All commercial and multi -family Organic solid waste customers that generate 8 cubic yard of Materials organic waste per week shall arrange for organic waste recycling services January 1, 2017 Organic Materials: All commercial and multi -family Organic solid waste customers that generate 4 cubic yards of Materials organic waste per week shall arrange for organic waste recycling services. ......... January 1, 2019 Organic Materials: Businesses that generate 4 Organic cubic yards or more of commercial solid waste per Materials week shall arrange for organic waste recycling services. N. Other provisions. 1. No Other Power Affected. This chapter does not do any of the following: a. Otherwise affect the authority of the City or its designee to take any other action authorized by any other provision of law. b. Restrict the power of a City Attorney, District Attorney, or the Attorney General to bring in the name of the people of California any criminal proceeding otherwise authorized by law. c. Prevent the City or designee from cooperating with, or participating in, a proceeding. d. Affect in any way existing contractual arrangements including franchises, permits, or licenses previously granted or entered into between the solid waste collectors and City. 2. Cumulative Remedies. Any remedy provided under this chapter is cumulative to any other remedy provided in equity or at law. Nothing in this chapter shall be Ordinance No. 1406 Page 10 deemed to limit the right of the City or its solid waste operators to bring a civil action; nor shall a conviction for such violation exempt any person from a civil action brought by the City or its solid waste operators. The fees and penalties imposed under this chapter shall constitute a civil debt and liability owning to the City from the person, firms, or corporations using or chargeable for such services and shall be collectible in the manner provided by law. 3. Liability. Nothing in this chapter shall be deemed to impose any liability upon the City or upon any of its officers or employees including without limitation under the Comprehensive Environmental Response, Compensation and Liability Act of 1980 (CERCLA). O. Disclaimer of liability. The degree of protection required by this chapter is considered to be reasonable for regulatory purposes. The standards set forth in this chapter are minimal standard and do not imply that compliance will ensure safe handling of recyclable materials, organic materials, or garbage. This chapter shall not create liability on the part of the City, or any of its officers or employees, for any damages that result from reliance on this chapter or any administrative decision lawfully made in accordance with this chapter. All persons handling solid waste within the boundaries if the City should be and are advised to conduct their own inquiry as to the handling of such materials. In undertaking the implementation of this chapter, the City is assuming an undertaking only to promote the general welfare, It is not assuming, nor is it imposing on its officer and employees, an obligation for breach of which it is liable in money damages to any person who claims that such breach proximately caused injury. P. Duties discretionary. Subject to the limitations of due process and applicable requirement of State or Federal laws, and notwithstanding any other provisions of this chapter, whenever the words "shall" or "must" are used in establishing a responsivity or duty of the City, its elected or appointed officers, employees, or agents, it is the legislative intent that such words establish a discretionary responsibility or duty requiring the exercise of judgment and discretion. SECTION 2. Severability. If any section, subsection, phrase or clause of this ordinance is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. Ordinance No. 1406 Page 11 SECTION 3. City Clerk. The City Clerk shall certify to the adoption of this ordinance and shall cause this ordinance to be published by title and summary in the manner prescribed by law. SECTION 4. Effective Date. This ordinance shall go into effect and be in full force and operation from and after thirty (30) days after its final reading and adoption. PASSED AND APPROVED ON THE ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES SS. CITY OF BALDWIN PARK DAY OF 2018. MANUELLOZANO MAYOR I, ALEJANDRA AVILA, City Clerk of the City of Baldwin Park, do hereby certify that the foregoing ordinance was regularly introduced and placed upon its first reading at a regular meeting of the City Council on April 4, 2018. That thereafter said Ordinance No. 1406 was duly approved and adopted at a regular meeting of the City Council held on day of , 2018 by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDRA AVILA CITY CLERK ITEM NO. I I STAFF R PORE TO: Honorable Mayor and City Councilmembers FROM: Robert N. Tafoya, City Attorney E d , "sr ,o J, DATE: April 4, 2018 w Lt P SUBJECT: A REQUEST FOR CONSIDERATION OF A MUNICIPAL kD JANO (ZONING) CODE AMENDMENT BY ORDINANCE TO MODIFY CHAPTER 127 (COMMERCIAL CANNABIS) BY INCREASING THE NUMBER OF PERMITS PERMITTED FROM FIFTEEN TO TWENTY-FIVE. SUMMARY The proposed amendment to Chapter 127 in the zoning code will be minor in nature. The proposed amendment will increase the number of Tier III permits for Commercial Cannabis Use from fifteen to twenty-five in number. If approved, this amendment to the Commercial Cannabis Code will be adopted as an Ordinance and will go into effect thirty days after final adoption (second reading) by vote of the City Council. If this amendment is approved, the City need not issue all ten additional permits. IMPACT This Ordinance has an unspecified Fiscal Impact on the General Fund in that ten additional permittees will pay mitigation fees. It is likely that the City will receive additional revenue as a result of this amendment. RECOMMENDATION Staff recommends that the City Council waive further reading and adopt Ordinance No. 1408, by title only, entitled, "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK CALIFORNIA, AMENDING THE MUNICIPAL CODE CHAPTER 127 – MEDICAL AND ADULT USE COMMERCIAL CANNABIS OF TITLE XI, BUSINESS REGULATIONS TO THE CITY OF BALDWIN PARK MUNICIPAL CODE" CEOA In accordance with the provisions of the California Environmental Quality Act (CEQA), Section 15061 (b) (3) of Chapter 3, Title 14, it has been determined that the proposed Code Amendment project will not have,.ap impact upon the environment. BA('I<G 1IO1JND/DISC1JSSION Governor Brown signed a new bill, SB 94, entitled the "Medical and Adult -Use Cannabis Regulation and Safety Act" ("MAUCRSA"), which took effect immediately. MAUCRSA melds the State's medical -only regulations passed by the legislature (a.k.a. MCRSA) with the adult -use rules approved by the voters under Prop. 64. For the most part, MAUCRSA follows the more flexible, industry -friendly rules of AUMA, such as allowing applicants to get licenses in different phases of the industry—cultivation, manufacture, distribution and retailing .---- rather tluui restrict so-called "vertical integration" by allowing just a single kind of license, as under MCRSA. It also eliminates MCRSA's independent distributor requirement, authorizes the issuance of temporary special - event licenses, and drops the California residency requirement for license applicants. Under MAUCRSA, applicants have the choice of applying for a medical "Type M" or adult -use "Type A" license in any category (cultivating, manufacture, etc.). It requires medical and adult -use businesses to operate separately, however a provision to allow co -location of adult and medical use facilities has been incorporated in a separate regulatory clean-up bill. AB 64 would: (1) allow medical and adult -use licenses to operate on the same premises; (2) amend California's Model State Trademark Law to allow trademarks for cannabis products; and (3) allow existing medical collectives, which must still operate as not -for -profits under SB 420 pending state regulation, to operate on a for-profit basis immediately. Since early 2017, in several City Council study sessions, there has been discussion about amending the City's Municipal Code to allow and regulate Cannabis Cultivation, Mani,ifacturing and Distribt,ition uses within the City of'Baldwin Park. On August 16, 2017, the City adopted Ordinance No. 1400 adding„ chapter 127, Medical and Adult Use Commercial Cannabis, of Title XI, Business Regulations, thus permitting Commercial Cannabis,,.- The annabis:The City still prohibits retail Cannabis Dispensaries. On December 13, 2017, the City adopted Urgency Ordinance No. 1403 which redefined the measurement of distances required by Chapter 127. Now, the City desires to change the number of permits allowed under Chapter 127 from fifteen (15) to twenty-five (25). This minor amendment would be achieved by passage of the proposed Ordinance No. 1408: The proposed Ordinance No. 1408 would increase the number of permits in the City by ten additional permits. LEGAL REVIEW This Staff Report and the Ordinance have been reviewed by the City Attorney's Office as to form and content. ALTERNATIVES(1) The City Council may determine that the current limit of fifteen permits is desirable. (2) The City Council may decide that some other number, other than twenty-five, is desirable. (3) The City Council may decide to add Tier I and Tier II permits as part of the increased number of permits. ATTACHMENTS Ordinance No. 1408 ORDINANCE NO. 1408 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 127, MEDICAL AND ADULT USE COMMERCIAL CANNABIS, OF TITLE XI, BUSINESS REGULATIONS TO THE CITY OF BALDWIN PARK MUNICIPAL CODE WHEREAS, prior to August 16, 2017, the City of Baldwin Park ("City") and Baldwin Park Municipal Code (BPMC) did not permit medical and adult commercial cannabis cultivation, manufacturing, and distribution uses; and WHEREAS, on August 16, 2017, the City adopted Ordinance No. 1400 adding Chapter 127, Medical and Adult Use Commercial Cannabis, of Title XI, Business Regulations to the City of Baldwin Park Municipal Code, thus permitting the Cultivation, Manufacturing, Distribution and Testing of Commercial Cannabis with a Development Agreement; and WHEREAS, since early 2017, in several City Council Study Sessions, there has been discussion about amending the City's Municipal Code to allow and regulate Cannabis Cultivation, Manufacturing and Distribution uses within the City of Baldwin Park, provided development standards and a Development Agreement are included; and WHEREAS, the City of Baldwin Park held five (5) educational and public outreach sessions at various locations throughout the City to bring awareness to the community; and WHEREAS, the educational and public outreach sessions were held at the Baldwin Park Senior Center, the Baldwin Park Performing Arts Center, and the Baldwin Park Arts and Recreation Center; and WHEREAS, each educational and public outreach session had speakers from the .City as well as industry experts who presented information and were available to answer any questions; and WHEREAS, the City desires to amend Chapter 127, Medical and Adult Use Commercial Cannabis, by increasing the number of permits from fifteen (15) to twenty- five (25); and WHEREAS, Section 15061(b)(3) of Chapter 3, Title 14 of the California Code of Regulations (the "CEQA Guidelines") describes the general rule that CEQA only applies to projects which "have the potential for causing a significant effect on the environment"; where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA; and zoning regulations do not constitute the approval of any development project, and will therefore not result in any physical change in the environment. Ordinance No. 1408 Pape 2 NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY ORDAIN AS FOLLOWS: SECTION 1. Chapter 127, Medical and Adult Use of Commercial Cannabis, of Title XI, Business Regulations shall hereby be amended as follows: CHAPTER 127. Medical and Adult Use Commercial Cannabis 127.01: Purpose A. The purpose of this chapter is to regulate all commercial cannabis activity in the City of Baldwin Park, as defined in Section 26000 et seq. of the California Business and Professions Code, to the extent authorized by state law and in a manner designed to minimize negative impact on the City, and to promote the health, safety, morals, and general welfare of residents and businesses within the city. B. This article is further adopted and established pursuant to the specific authority granted to the City of Baldwin Park in Section 7 of Article XI of the' California Constitution and Section 26000 of the California Business and Professions Code. These regulations shall govern all commercial cannabis activity that occurs within the jurisdiction of the City. 127.02: Definitions Unless otherwise defined herein, the terms in this article shall have the same meaning as set forth in the MAUCRSA ("Medicinal and Adult -Use Cannabis Regulation and Safety Act") and any rules promulgated under it. In addition, the following terms shall be defined as follows: A. "Adult -Use Cannabis" means the use of cannabis for creational purposes as distinguished from cannabis for medicinal purposes. B. "Adult -Use Cannabis Licensee" has the same meaning as that term "A - licensee" as defined by Section 26001(f) of the California Business and Professions Code. C. "Applicant" has the same meaning as that terms is defined by Section 26001(c) of the California Business and Professions Code. D. "Cannabis" has the same meaning as that terms is defined by Section 26001(f) of the California Business and Professions Code. E. "City" means the City of Baldwin Park, California. F. "Chief Executive Officer" shall mean the Chief Executive Officer of the City or a duly authorized designee. G. "Code" means the Baldwin Park Municipal Code. Ordinance No. 1408 Paqe 3 H. "Commercial cannabis activity" has the same meaning as that term is defined by Section 26001(k) of the California Business and Professions Code. I. "Cultivation site" has the same meaning as that term is defined by Section 26001(m) of the California Business and Professions Code. J. "Day-care" means any child day care facility other than a family day care home and includes infant centers, preschools, extended day care facilities, and school- age child care centers. K. "Distribution" has the same meaning as that term is defined by Section 26001(r) of the California Business and Professions Code. L. "Enclosed locked structure" means a structure that(1) does not allow for the visibility of the interior from the outside; (2) is secured with a non-residential lock; (3) is completely surrounded on all sides by a wall (i.e., fully enclosed); and (4) is roofed. Enclosed locked structures may include greenhouses, provided that only the roof of the greenhouse is made of transparent glass. All enclosed locked structures shall comply with the city and state building codes, city and state fire codes, and all other applicable laws. M. "Good cause" for purposes of denying an initial license under this chapter, for revoking a permit, or for denying a permit renewal or reinstatement, means at least one of the following: 1. The applicant has not obtained approval by the city council of a development agreement setting forth the general terms for the operation of a business under this chapter or a licensee breaches the terms of an applicable development agreement. 2. The applicant or licensee has violated any of the terms, conditions, or provisions of this chapter, state law, any regulations promulgated under state law, any applicable local ordinances or rules, or any special terms or conditions placed upon its state license, local license, or permit; 3. The licensed premises has been or is operated in a manner that adversely affects the public health, safety, or welfare of the immediate neighborhood in which the establishment is located; 4. The applicant or licensee has knowingly made false statements, misrepresentations or material omissions on an application form, renewal form, or any other document submitted to the City; 5. The applicant or licensee's criminal history does not indicate that the applicant or licensee is of good moral character; or the applicant or licensee has been convicted of an offense that is substantially related to the qualifications, functions, or duties of the business or profession for which the application is made, except that, if the local licensing authority has issued a local license to the applicant or licensee, the Ordinance No. 1408 Paqe 4 City shall not consider any criminal history of the applicant or licensee that was disclosed to or discovered by the local licensing authority prior to the issuance of the local license and is confirmed by the applicant. For any criminal history that was not disclosed to or discovered by the local licensing authority prior to the issuance of the local license or that arose after the issuance of the local license, the City shall conduct a thorough review of the nature of the crime, conviction, circumstances, and evidence of rehabilitation of the applicant or licensee and shall evaluate the suitability of the applicant or licensee to be issued a permit based on the evidence found through the review. In determining which offenses are substantially related to the qualifications, functions, or duties of the business or profession for which the application is made, the City shall consider the factors as set forth in Section 26057(b)(4) of the California Business and Professions Code; 6. The applicant or licensee is employing or allowing to volunteer any person whose criminal history indicates that person is not of good moral character; 7. The applicant or licensee fails to allow inspection of the security recordings, activity logs, or business records of the licensed premises by city officials; or 8. An applicant or licensee is a licensed physician providing written recommendations to patients for cannabis. N. "Good moral character" means having a personal history that demonstrates the propensity to serve the public in the licensed area in a manner that reflects openness, honesty, fairness, and respect for the rights of others and for the law. In determining good moral character, the following standards apply: 1. A judgment of guilt in a criminal prosecution or a judgment in a civil action shall not be used, in and of itself, as proof of an individual's lack of good moral character. Such judgment may be used as evidence in the determination, and when so used, the individual shall be notified and shall be permitted to rebut the evidence by showing that, at the current time, he or she has the ability to and is likely to serve the public in a fair, honest and open manner, that he or she is rehabilitated, or that the substance of the former offense is not substantially related to the occupation or profession for which he or she seeks to be licensed. 2. Notwithstanding Chapter 2 of Division 1.5 of the California Business and Professions Code, a prior conviction where the sentence, including any term of probation, incarceration, or supervised release is completed for possession of, possession for sale, sale, manufacture, transportation, or cultivation of a controlled substance, is not considered substantially related, and shall not be the sole ground for denial of a local license, except that any of the following convictions shall be deemed substantially related and may be the sole grounds for denying a local license or permit: a. A felony conviction for hiring, employing, or using a minor in transporting, carrying, selling, giving away, preparing for sale, or peddling, any controlled substance; or Ordinance No. 1408 Paqe 5 b. A felony conviction for selling, offering to sell, furnishing, offering to furnish, administering, or giving any controlled substance to a minor; or C. A felony conviction for drug trafficking with enhancements pursuant to Section 11370.4 or 11379.8 of the California Health and Safety Code. d. Conviction for any controlled substance felony subsequent to issuance of a permit shall be grounds for revocation of a permit or denial of the renewal of a permit. O. "Immature cannabis plant" means a cannabis plant, whether male or female, that has not yet flowered and that does not yet have buds that are readily observed by unaided visual examination. This is distinguished from a "mature" plant, which has flowered and has buds. P. "Licensed Premises" means the designated area on a single or immediately adjoining parcel(s), as identified by valid street address and Assessor Parcel Number, specified in an application for a permit under this chapter, ;which is owned or in the possession of the applicant or licensee and within which the applicant or licensee is applying for authorization to cultivate, manufacture, distribute, test, or is applying for multiple permitted uses, in accordance with the provisions of this chapter, the MAUCRSA, any development agreement approved by city council, and any rules adopted pursuant thereto. Q. "Licensee" means a person who has been issued a commercial cannabis business permit under this chapter for a Licensed Premises. R. "Limited access area" means a building, room, or other area that is part of the licensed premises whose access is limited to certain authorized persons. S., "Manufacture" means to compound, blend, extract, infuse, or otherwise make or prepare a cannabis product. T. "Manufacturer" means a licensee that conducts the production, preparation, propagation, or compounding of cannabis or cannabis products either directly or indirectly or by extraction methods, or independently by means of chemical synthesis, or by a combination of extraction and chemical synthesis at a fixed location that packages or repackages cannabis or cannabis products or labels or relabels its container. U. "Medicinal cannabis" has the same meaning as that term is defined by Section 26001(ai) of the California Business and Professions Code. V. "Medical cannabis business" means any person engaged in commercial cannabis activity. W. "Medicinal and Adult -Use Cannabis Regulation and Safety Act" or "MAUCRSA" means Division 10 of the California Business and Professions Code. Ordinance No. 1408 Paae 6 "Outdoors" means any location within the City that is not within an enclosed structure. Y. "Owner" means any of the following, pursuant to Section 26001(al) of the California Business and Professions Code: 1. A person with an aggregate ownership interest of 20 percent or more in the person applying for a license or a licensee, unless the interest is solely a security, lien, or encumbrance. 2. The chief executive officer of a nonprofit or other entity. 3. A member of the board of directors of a nonprofit. 4. An individual who will be participating in the direction, control, or management of the person applying for a license. Z. "Person" has the same meaning as that term is defined by Section 26001 (an) of the California Business and Professions Code. AA. "Permit" means a "cannabis permit" that authorizes an entity to conduct commercial cannabis activity under this chapter. BB. "Physician" as used in this chapter, shall mean an individual who possesses a license in good standing to practice medicine or osteopathy from the State of California. CC. "State law" means and include California Health and Safety Code Section 11362.5 (Compassionate Use Act of 1996); California Health and Safety Code Sections 11362.7 to 11362.83 (Medical Marijuana Program Act); the California Attorney General's Guidelines for the Security and Non -Diversion of Marijuana Grown for Medical Use issued in August, 2008, as such guidelines may be revised from time to time by action of the Attorney General; MAUCRSA, and all other applicable laws of the state of California. DD. "State license" has the same meaning as that term is defined by Section 26001(y) of the California Business and Professions Code. EE. "State licensing authority" shall mean the Bureau of Cannabis Control within the State Department of Consumer Affairs, the State Department of Public Health, State Department of Food and Agriculture, or any other State agency responsible for the issuance, renewal, or reinstatement of a State license issued pursuant to Division 10 of the California Business and Professions Code or any state agency authorized to take disciplinary action against such local license. FF. "Written documentation" shall have the meaning set forth in Section 11362.7(i) of the California Health and Safety Code. Ordinance No. 1408 Paae 7 GG. "Youth center" means any public or private facility that is primarily used to host social activities for minors, including, but not limited to, social service teenage club facilities, video arcades, or similar amusement park facilities. 127.03: Relationship to Other Laws Except as otherwise specifically provided herein, this chapter incorporates the requirements and procedures set forth in Division 10 (commencing with Section 26000) of the California Business and Professions Code. In the event of a conflict between the provisions of this chapter and state statutes or regulations, State law controls. 127.04: Outdoor Cultivation It is hereby declared to be unlawful, a public nuisance, and a violation of this chapter for any person owning, leasing, occupying, or having charge or possession of any parcel within any zoning district in the City to use or allow such premises to be used for the outdoor cultivation of cannabis plants. 127.05: Permitted Use A. Cannabis businesses shall only be permitted to operate in the city following issuance of a Permit approved by the City Council or staff designee and a business license issued by the City in accordance with the criteria and procedures set forth in Chapter 127 of this code and in compliance with the Baldwin Park Municipal Code. No land -use entitlement, permit (including building permit) approval, site plan, certificate of occupancy, zoning clearance, or other land -use authorization for a medical cannabis business shall be granted or permitted unless it complies with the provisions of this chapter and the applicable building standards and the Baldwin Park Municipal Code. If there is a conflict between the requirements of another chapter in the Code and this chapter, the requirements of this Chapter 127 prevail. B. All persons who are engaged in or who are attempting to engage in commercial cannabis activity in any form shall do so only in strict compliance with the terms, conditions, and restrictions of the MAUCRSA, regulations promulgated under MAUCRSA, the provisions of this Chapter 127, and all other applicable state and local laws. C. The Chief Executive Officer is authorized to make policies and procedures consistent with the intent and spirit of this chapter concerning the applications, the application process, the information required of applicants, the application procedures, and the administration and procedures to be used and followed in the application and process. 127.06: Development Agreement. Required Prior to operating in the City and as a condition of issuance of a Permit, the applicant shall enter into a development agreement with the City setting forth the terms and conditions under which the facility will operate that is in addition to the requirements Ordinance No. 1408 Paqe 8 of this chapter, including, but not limited to, public outreach and education, community service, payment of fees and other charges as mutually agreed upon, approval of architectural plans (including site plan, floor plan, and elevation, to conform with manufacturing uses under the Baldwin Park Municipal Code), and such other terms and conditions that will protect and promote the public health, safety, and welfare of all persons in the City. 127.07: Permitted Zones: Distance and Other Conditions for Approval No more than 25 (twenty-five) Licensed Premises for each permitted use may be allowed, maintained, or operated in the City at any time. If there is a conflict between the requirements of this chapter and any other chapter, the requirements of this chapter shall prevail. A. Manufacturing Site. 1. No manufacturing shall be located within 600 feet of a school, day-care center, or youth center or within 50 feet of a residential zone. 2. Subject to the distance and other requirements of this chapter and the Code, a licensed premises may only be located on a property within the Industrial (1) and Industrial -Commercial (I -C) zones, and following the application for and granting of a development agreement by the city council and a business permit in accordance with this chapter. The proposed use shall comply with the minimum requirements set forth in this chapter for distance separations between manufacturing sites and other specific land uses. 3. All manufacturing of cannabis shall occur in an enclosed structure. 4. Licensed sites shall not exceed the 22,000 square feet authorized pursuant to the controlling development agreement. 5. From a public right-of-way, there should be no exterior evidence of the manufacturing of cannabis or manufactured cannabis except for any signage authorized by this Code. 6. All licensed sites shall comply with the city's lighting standards including, without limitation, fixture type, wattage, illumination levels, and shielding and secure the necessary approvals and permits as needed. 7. All windows on the licensed premises of the manufacturing site shall be appropriately secured and all cannabis securely stored. 8. A licensed site, all operations conducted therein, and all equipment used must be in compliance with all applicable state and local laws, including all building, electrical, and fire codes. Ordinance No. 1408 Paae 9 9. If hazardous materials, flammable gas, flammable liquefied gas, flammable and combustible liquids, or other flammable material, as those terms are defined in CFC Section 202, are to be used in the processing of medical cannabis or adult use, then the provisions of CFC Section 407 shall be applicable where hazardous materials subject to permits under CFC Section 50 (Hazardous Materials) are located on the licensed premises. 10. Storage, use, and handling of compressed gases in compressed gas containers, cylinders, tanks and systems shall comply with CFC Chapter 53. Partially full compressed gas containers, cylinders or tanks containing residual gases shall be considered as full for the purposes of the controls required. Compressed gases classified as hazardous materials shall also comply with CFC Chapter 50 for general requirements and CFC Chapter 53 addressing specific hazards, including CFC Chapter 58 (Flammable Gases), CFC Chapter 60 (Highly Toxic and Toxic Materials), CFC Chapter 63 (Oxidizers, Oxidizing Gases and Oxidizing Cryogenic Fluids) and CFC Chapter 64 (Pyrophoric Materials). A manufacturer shall prevent, control and mitigate dangerous conditions related to storage, use, dispensing, mixing and handling of flammable and combustible liquids shall be in accordance with CFC Chapters 50 and 57. 11. Licensed sites are permitted under this chapter under a Group F-1 (Factory Industrial Moderate -Hazard) Occupancy under the Fire Code,, All new construction shall be fire sprinkled per the Fire Code. For manufacturing sites that will be sited in an existing structure, an automatic sprinkler system shall be provided throughout all buildings containing a Group F-1 occupancy where one of the following conditions exists: a. A Group F-1 fire area exceeds 12,000 square feet. b. A Group F-1 fire area is located more than three stories above grade plane. C. The combined area of all Group F-1 fire areas on all floors, including any mezzanines, exceeds 22,000 square feet. 12. Suitability of the proposed property. Proposed property possesses air scrubbers or a filtration system capable of eliminating odors from escaping the building or commitment to do so before operating. B. Cultivation Sites. 1. No cultivation site shall be located within 600 feet of a school, day- care center, park, or youth center, or within 50 feet of a residential zone. 2. Subject to the distance and other requirements of this chapter and the Code, a cultivation site may only be located on a property within the Industrial (1) and Industrial -Commercial (I -C) zones, and following the application for and granting of a development agreement by the city council and a business permit in accordance with Ordinance No. 1408 Page 10 this chapter. The proposed use will comply with the minimum requirements set forth in this chapter for distance separations between manufacturing sites and other specific land uses. 3. All cultivation of cannabis shall occur in an enclosed locked structure. 4. Cultivation sites shall not exceed the 22,000 square feet authorized pursuant to the permit. 5. From a public right-of-way, there should be no exterior evidence of the cultivation of medical and adult use cannabis except for any signage authorized by this chapter. 6. All cultivation sites shall comply with the city's lighting -standards including, without limitation, fixture type, wattage, illumination levels, and shielding and secure the necessary approvals and permits as needed. 7. All windows on the licensed premises of a cultivation site shall be appropriately secured and all cannabis securely stored. 8. Areas where cannabis is cultivated are wet locations, and the electrical system in such areas must comply with Title 8 of this code, Article 300.6(D) of the National Electric Code, City and California building codes, fire codes, electrical codes, and all other applicable laws. 9. Cultivation sites are under a Group F-1 (Factory Industrial Moderate -Hazard) Occupancy under the Fire Code. All new construction is required to be fire sprinkled under the Fire Code. For cultivation sites that will be sited in an existing structure, an automatic sprinkler system shall be provided throughout all buildings containing a Group F-1 occupancy where one of the following conditions exists: a. A Group F-1 fire area exceeds 12,000 square feet. b. A Group F-1 fire area is located more than 3 stories above grade plane. C. The combined area of all Group F-1 fire areas on all floors, including any mezzanines, exceeds 22,000 square feet. 10. In addition to a Manufacturing or Cultivation permit, a cannabis business applicant may apply for another use as permitted by MAUCRSA, a development agreement approved by City council, this chapter, and any rules adopted pursuant thereto. 11. Suitability of the proposed property. Proposed property possesses air scrubbers or a filtration system capable of eliminating odors from escaping the building or commitment to do so before operationg. Ordinance No. 1408 Pape 11 C. Distribution of Cannabis. A cannabis distribution Licensee may carry or move cannabis within the city in accordance with MAUCRSA and State regulations. D. Nonconforming Use. Any cannabis business or cannabis dispensary established or operating in the city in violation of this Chapter or the ban established by Part 10, of Chapter 153 Section 153.120.320 of the Baldwin Park Zoning Code, shall not be considered a lawful or permitted nonconforming use, and no cannabis business operating unlawfully is eligible for a cannabis business permit. Further, any such unlawfully established cannabis business shall constitute a public nuisance subject to abatement by the City, pursuant to Chapter 95, Section 95.09. E. Distances. All distances specified in this section shall be measured in the following manner: 1. For schools, day-care centers, parks, or youth centers, the distance shall be measured in a straight line from the subject building to the closest building on the lot on which the cannabis business is to be located without regard to intervening structures. 2. For determining distance to residential zones, the distance shall be measured in a straight line from the subject building to the closest building on the lot on which the cannabis business is to be located without regard to intervening structures. F. Factors Considered for Permit Approval. Approval of a permit shall take into account the safety of the public, including, but not limited to, the following factors: 1. Suitability of the proposed property; 2. Suitability of security plan; 3. Suitability of business plan and financial record keeping; 4. Criminal history; 5. Regulatory compliance history; 6. Good legal standing; 7. Community engagement; 8. Environmental impact; and 9. Labor relations. 127.08: No Transfer or Change in Ownership or Location. An owner of a cannabis business who obtains a permit under this chapter may not sell, transfer, pledge, assign, grant an option, or otherwise dispose of his or her Ordinance No. 1408 Page 12 ownership interest in the medical cannabis business covered by any permit issued under this chapter. 127.09: Changing, Altering, or Modifying Licensed Premises A. Persons permitted pursuant to the provisions of this chapter or those making application for such permits, must demonstrate proof of lawful possession of the Licensed Premises. Evidence of lawful possession consists of properly executed deeds of trust, leases, or other written documents. B. The Licensed Premises shall only be the geographical area that is specifically and accurately described in executed documents verifying lawful possession. No Licensee is authorized to relocate to other areas or units within a building structure without first filing a change of location application and obtaining approval from the city council, regardless of any possessory interest or right to possession to such additional space. No Licensee shall add additional units or areas, thereby altering the initially approved premises, without filing an application to modify the Licensed Premises on forms prepared by the Chief Executive Officer and paying any applicable processing fees. . C. Subletting Not Authorized. No Licensee is authorized to sublet any portion of any Licensed Premises for any purpose, unless all necessary forms and application to modify the existing location to accomplish any subletting have been approved by the city council. D. Application Required to Alter or Modify Licensed Premises. After issuance of a permit, the licensee shall not make any physical change, alteration, or modification of the Licensed Premises that materially or substantially alters the premises, production estimates, or the usage of the premises from the plans originally approved with the development agreement, without the prior written approval of the city council or its designee. The Licensee whose premises are to be materially or substantially changed is responsible for filing an application for approval on current forms provided by the City. E. What Constitutes a Material Change. Material or substantial changes, alterations, or modifications requiring approval include, but are not limited to, the following: 1. Any increase or decrease in the total physical size or capacity of the location; 2. The sealing off, creation of, or relocation of a common entryway, doorway, passage, or other such means of public ingress and/or egress, when such common entryway, doorway, or passage alters or changes limited access areas, such as the cultivation within the Licensed Premises; Ordinance No. 1408 Paae 13 3. The installation or replacement of electric fixtures or equipment, the lowering of a ceiling, or electrical modifications made for the purpose of increasing power usage to enhance cultivation activities. F. Application. The city council or its designee may grant approval for the types of changes, alterations, or modifications described herein upon the filing of an application by the Licensee and payment of any applicable fee. The Licensee must submit all information requested by the city council or its designee including but not limited to documents that verify the following: 1. The Licensee will continue to have exclusive possession of the premises, as changed, by ownership, lease, or rental agreement, and sole control of all production; and 2. The proposed change conforms to any and all City restrictions related to the time, manner, and place of regulation of the commercial cannabis activity. 127.10: Grounds for Denial of Permit: Additional Conditions Imposed A. The Chief Executive Officer or designee may reject an application upon making any of the following findings: 1. The applicant made one or more false or misleading statements or omissions on the registration application or during the application process; 2. The applicant's business entity, if applicable, is not properly organized in strict compliance pursuant to the applicable law, rules, and regulations; 3. The applicant fails to meet the requirements of this chapter or any regulation adopted pursuant to this chapter; 4. The applicant's facility or its location is in violation of any building, zoning,. health, safety, or other provision of this Code, or of any state or local law or the facility or its location is not permitted in the proposed area, or the issuing or continuation of a permit would be contrary to the public health, welfare, safety, or morals; 5. The applicant, or any of its officers, directors, owners, managers, or employees is under twenty-one (21) years of age; 6. The applicant, or any of its officers, directors, or owners, or any person who is managing or is otherwise responsible for the activities of the Licensed Premise, or any employee who participates in the dispensing, cultivation, processing, manufacturing, delivery, or transporting of medical marijuana or who participates in the daily operations of the medical and adult use marijuana facility, has been convicted of a violent felony, a felony, or misdemeanor involving fraud, deceit, embezzlement, or moral turpitude; Ordinance No. 1408 Paae 14 7. The applicant or any of its officers, directors, owners, or managers is a licensed physician making patient recommendations for cannabis; 8. The applicant or any of its officers, directors, owners, or managers has been sanctioned by the City, the State of California, or any county for unregistered medical cannabis activities or has had a registration revoked under this chapter in the three prior (3) years; 9. The applicant did not pay to the City the required application and processing fees; 10. Good cause exists to deny the application, as defined in this chapter. 11. Applicant's application does not reflect the purpose of this chapter, to promote the health, safety, morals, and general welfare of residents and businesses within the City. 127.11: Security A. General Security Requirements 1. Security cameras shall be installed and maintained in good working condition, and used in an on-going manner with at least 240 continuous hours of digitally recorded documentation in a format approved by the Chief of Police and/or his designee. The cameras shall be in use 24 hours per day, 7 days per week. The areas to be covered by the security cameras include, but are not limited to, the storage areas, manufacturing or cultivation areas, all doors and windows, and any other areas as determined by the Chief of Police and/or his designee. 2. Entrances to any storage areas shall be locked at all times and under the control of Licensee's staff. 3. The business entrance(s) and all window areas shall be illuminated during evening hours. The applicant shall comply with the City's lighting standards regarding fixture type, wattage, illumination levels, shielding, etc., and secure the necessary approvals and permits as needed. 4. All windows on the Licensee's building shall be unopenable or locked and all product securely stored. 5. Each Licensee shall implement a system to track the cultivation and manufacturing of cannabis in order to prevent the Licensee from diverting or transporting cannabis to any location not authorized by state laws or any local law. 6. All waste and disposal containers shall be stored in a secure area and be under the control of the Licensee's staff. Ordinance No. 1408 Paqe 15 B. Security Alarm Systems - Minimum Requirements 1. Each Licensed Premises shall have a Security Alarm System, installed by a licensed alarm company, that alerts the alarm monitoring company on all premises entry points and windows. 2. Each Licensed Premises must be continuously monitored by an alarm monitoring company. 3. The Licensed Premises shall maintain up-to-date records and existing contracts on the premises that describe the location and operation of each security alarm system, a schematic of security zones, the name of the licensed alarm company, and the name of any vendor monitoring the premises. 4. Upon request, each Licensee shall make available to the Chief Executive Officer or any state or local law enforcement agency, for a purpose authorized by this chapter or state or local law enforcement purpose, all information related to security alarm systems, recordings, monitoring, and alarm activity. C. Lock Standards -Minimum Requirement. On all doors, the Licensee shall ensure the use of commercial -grade, nonresidential door locks. D. Video Surveillance Requirements: 1. Prior to exercising the privileges of a permit under this chapter, an applicant must install fully operational video surveillance and camera recording system. The recording system must record in digital format and meet the requirements outlined in this Section. 2. All video surveillance records must be stored in a secure area that is only accessible to the management staff of the Licensed Premises. 3. Video surveillance records and all recordings must be made available upon request to the Chief of Police or any other state or local law enforcement agency for a purpose authorized by this chapter or for any other state or local law enforcement purpose. 4. Video surveillance records shall be held in confidence by all employees and representatives of the Chief Executive Officer, except that the Chief of Police or his designee may provide such records and recordings to a state or local law enforcement agency for a purpose authorized by this Chapter or for a state or local law enforcement purpose. 5. A sign shall be posted in a conspicuous place near each point of public access that shall be not less than 12 inches wide and 12 inches high, composed of letters not less than one inch in height, stating "All Activities Monitored, by Video Camera" or "These Premises Are Being Digitally Recorded" or otherwise advising all persons entering the Licensed Premises that a video surveillance and camera recording Ordinance No. 1408 Paae 16 system is in operation at the Licensed Premises and recording all activity as provided in this Chapter. 6. The Licensed Premises should use video surveillance equipment and a camera system that can be accessed remotely 24 hours a day by the Baldwin Park Police Department and the City, as specified in each development agreement. E. Video Surveillance Equipment 1. Video surveillance equipment shall, at a minimum, consist of digital or video recorders, cameras capable of meeting the recording requirements described in this section, video monitors, digital archiving devices, and a color printer Capable of delivering still photos. 2. All video surveillance systems must be equipped with a failure notification system that provides prompt notification to the Licensed Premises of any prolonged surveillance interruption or the complete failure of the surveillance system. 3. Licensed Premises are responsible for ensuring that all surveillance equipment is properly functioning and maintained so that the playback quality is suitable for viewing and the surveillance equipment is capable of capturing the identity of all individuals and activities in the monitored areas. 4. All video surveillance equipment shall have sufficient battery backup to support a minimum of 4 hours of recording in the event of a power outage. F. Placement of Cameras and Required Camera Coverage 1. Camera placement shall be capable of identifying activity occurring within 20 feet of all points of ingress and egress and shall allow for the clear and certain identification of any individual and activities on the Licensed Premises. 2. All entrances and exits to the facility shall be recorded from both indoor and outdoor vantage points. 3. The system shall be capable of recording all pre -determined surveillance areas in any lighting conditions. If the Licensed Premises has a cannabis cultivation area, a rotating schedule of lighted conditions and zero -illumination can occur as long as ingress and egress points to those areas remain constantly illuminated for recording purposes. 4. Areas in which cannabis is grown, tested, cured, manufactured, or stored shall have camera placement in the room facing the primary entry door at a height that provides a clear, unobstructed view of activity without sight blockage from lighting hoods, fixtures, or other equipment. • 5. Cameras shall also be placed at each location where weighing, packaging, transport, preparation, or tagging activities occur. Ordinance No. 1408 Paae 17 6. At least one camera must be dedicated to record the access points to the secured surveillance recording area. G. Location and Maintenance of Surveillance Equipment 1. Surveillance recording equipment must be housed in a designated locked and secured room or other enclosure with access limited to authorized employees, agents of the Chief Executive Officer, state or local law enforcement agencies for a purpose authorized by this chapter or for any other state or local law enforcement purpose, and service personnel or contractors. 2. The Licensee must keep a current list of all authorized employees and service Personnel who have access to the surveillance system and/or room on the Licensed Premises. Licensed Premises must keep a surveillance equipment maintenance activity log on the Licensed Premises to record all service activity, with the identity of the individual(s) performing the service, the service date and time, and the reason for service to the surveillance system. 3. Off-site monitoring and video recording storage of the Licensed Premises or by an independent third -party is authorized as long as standards, exercised at the remote location meet or exceed all standards for on-site monitoring. 4. Each Licensed Premises located in a shared building must have a separate surveillance room/area that is dedicated to that specific Licensed Premises. All minimum requirements for equipment and security standards as set forth in the section apply to the review station. H. Video Recording and Retention Requirements 1. All camera views of all recorded areas must be continuously recorded 24 hours a day. 2. All surveillance recordings must be kept for a minimum of 90 days and be in a format that can be easily accessed for viewing on premises. Video recordings must be archived in a format that ensures authentication of the recording as legitimately -captured video and guarantees that no alteration of the recorded image has taken place. 3. The surveillance system or equipment must have the capabilities to produce a color still photograph from any camera image, live or recorded. 4. The date and time must be embedded on all surveillance recordings without significantly obscuring the picture. 5. Time is to be measured in Pacific Standard Time in accordance with the U.S. National Institute of Standards and Technology. Ordinance No. 1408 Paqe 18 6. After the 90 -day surveillance video retention schedule has lapsed, surveillance video recordings must be erased or destroyed prior to being discarded or disposed of for any other purpose. Surveillance video recordings may not be,destroyed if the Licensed Premises knows or should have known of a pending criminal, civil, or I dministrative investigation or any other proceeding for which the recording may contain relevant information. Other Records All records applicable to the surveillance system and cannabis tracking system shall be maintained on the Licensed Premises. At a minimum, Licensed Premises shall maintain a map of the camera locations, direction of coverage, camera numbers, surveillance equipment maintenance activity log, user authorization list, and operating instructions for the surveillance equipment. J. Suitability of Security Plan The Applicant's security plan includes the presence of security personnel on premises or patrolling the premises twenty-four (24) hours per day. 127.12: Fees and Charges. A. Prior to operating in the City, the operator of each Licensed Premises shall timely and fully pay all fees associated with the establishment of that business. The fees shall be as set forth in the schedule of fees and charges established by resolution of the city council, including, but not limited to, the following: 1. Application fee for accepting a registration application; due and payable in full at the time an application is submitted; 2. Processing fee for the cost to the city of processing an application and reviewing, investigating, and scoring each application in accordance with any evaluation system to determine eligibility for issuance of a Permit, due and payable in full at the time a registration application is submitted; 3. Permit issuance fee for the cost to the City of preparing a development agreement, city council review and approval of the development agreement and the Permit, and preparation and issuance of the Permit as authorized by the city council, due and payable in full at the time the city issues a Permit; 4. Amended registration fee for the cost to the city of reviewing amendments or changes to the registration form previously filed on behalf of the Licensed Premises; due and payable in full at the time amendments or changes to any Permit form is submitted to the city; 5. Permit renewal fee for the cost to the city of processing an application to renew a Permit; due and payable in full at the time application is made to renew a Permit; Ordinance No. 1408 Page 19 6. Any fees for inspection or investigation that are not included within the other fees associated with registration, due and payable in full upon request of the city; and 7. Any fees set forth in the applicable development agreement. 127.13: Limitations on City's liability A. To the fullest extent permitted by law, the City does not assume any liability whatsoever, with respect to approving any permit pursuant to this chapter or the operation of any cannabis facility approved under to this chapter. B. As a condition of approval of a permit as provided in this chapter, the applicant or its legal representative shall do the following: 1. Execute an agreement indemnifying the City from any claims, damages, injuries, or liabilities of any kind associated with the registration or operation of the cannabis facility or the prosecution of the cannabis facility or its owners, managers, directors, officers, employees, or its qualified patients or primary caregivers or customers for violation of federal or state laws; 2. Maintain insurance in the amounts and of the types that are acceptable to the City Council or designee; 3. Name the City as an additional insured on all City -required insurance policies; 4. Agree to defend, at its sole expense, any action against the City, its agents, officers, and employees related to the approval of the Licensee's regulatory permit; and 5. Agree to reimburse the City for any court costs and attorney fees that the city may be required to pay as a result of any legal challenge related to the city's approval of the Licensee's regulatory permit. The City may, at its sole discretion, participate at its own expense in the defense of any such action, but such participation shall not relieve the operator of its obligation hereunder. 127.14. Inspections A. The Chief Executive Officer, law enforcement, or their designees shall have the right to enter all Licensed Premises from time to time unannounced during the facility's hours of operation for the purpose of making reasonable inspections to observe and enforce compliance with this chapter, to inspect and copy records required to be maintained under this chapter, or to inspect, view, and copy recordings made by security cameras, all without requirement for a search warrant, subpoena, or court order, and subject to appropriate fees as specified in the development agreement. Ordinance No. 1408 Pape 20 B. Operation of a Licensed Premises in noncompliance with any conditions of approval or the provisions of this chapter shall constitute a violation of the Code and shall be enforced pursuant to the provisions of this Code. C. The Chief Executive Officer or designee may summarily suspend or revoke a Permit, or disqualify an applicant from the registration process, or elect not to renew a regulatory permit if any of the following, singularly or in combination, occurs: 1. The Chief Executive Officer or designee determines that the cannabis facility has failed to comply with any requirement of this chapter or the approved development agreement or any condition of approval or a circumstance or a situation has been created that would have permitted the Chief Executive Officer or designee to deny the regulatory permit under this chapter or elect not to renew or revoke the permit under this chapter; 2. The Licensee or applicant has conducted itself or is being conducted in a manner that creates or results in a public nuisance; 3. The Licensee Premises ceased operations for more than 90 calendar days, including during change -of -ownership proceedings; 4. Ownership is changed without the new owners applying for and securing a new permit under this chapter; 5. The Licensee relocates to a different location or premises; or 6. The Licensee fails to allow inspection or copying of the security recordings or, the activity logs or records required to be kept under this chapter or denies entry to the premises to city officials authorized to inspect the premises. D. Abatement The City shall initiate abatement proceedings as authorized by the Code if necessary to correct any violation of this chapter or Code. E. Violation Deemed Misdemeanor: Penalty Any person violating any of the provisions of this chapter or any applicable rule in this chapter or Code shall be guilty of a misdemeanor, and upon conviction thereof shall be punishable by the maximum penalties provided for in the Penal Code section 19. 127.15: Public Nuisance Prohibited It is hereby declared to be unlawful and a public nuisance for any person owning, leasing, occupying, or having charge of any parcel within the City to create a public nuisance in the course of cultivating cannabis or any part thereof in any location, indoor or outdoor. A public nuisance may be deemed to exist if such activity produces one or more of the following: Ordinance No. 1408 Paqe 21 A. Odors which are disturbing to people of reasonable sensitivity or present on adjacent or nearby property or areas open to the public. B. Repeated responses to the Premises by law enforcement personnel. C. A repeated disruption to the free passage of persons or vehicles in the neighborhood, excessive noise which is disturbing to people of normal sensitivity on adjacent or nearby property or areas open to the public. D. Any other impacts on the neighborhood that are disruptive of normal activity in the area including, but not limited to, grow lighting visible outside the dwelling, excessive vehicular traffic or parking occurring at or near dwelling, and excessive noise emanating from the dwelling. E. Outdoor growing and cultivation of cannabis. 127.16: Appeals Any decision regarding or pertaining to the permit process set forth in this chapter, or any action taken by the Chief Executive Officer or designee pursuant hereto, may be appealed to the city council. Such appeal shall be taken by filing with the city clerk, within ten (10) days after notice of the action or decision complained of has been issued, a written statement setting forth the grounds for the appeal. The city clerk shall transmit the written statement to the city council, and at its next regular meeting, the council shall set a time and place for a hearing on the appeal. Notice of the time and place of such hearing shall be mailed to the appellant. The decision of the city council on such appeal shall be final and binding on all parties concerned. 127.17: Statewide Regulation. This chapter, and the provisions herein, shall be read consistent with any statewide regulation of cannabis now and in the future.. This ordinance shall govern the conduct of a business allowed to operate a commercial cannabis activity in the City. 127.18: Interpretation. The provisions of this chapter shall be read to be consistent with State laws, this chapter, and this Code. At no time shall a commercial cannabis business in compliance with state law and this Code be deemed to be an unlawful business. 127.19: Severability. Should any provision of this chapter, or its application to any person or circumstance, be determined by a court of competent jurisdiction to be unlawful, unenforceable or otherwise void, that determination shall have no effect on any other provision of this chapter or the application of this chapter to any other person or circumstance, and the provisions of this chapter are severable. Ordinance No. 1408 Page 22 SECTION 2. Except as expressly modified pursuant to this Ordinance, all other provisions of the Municipal Code, except where expressly modified by ordinance, shall remain unmodified and in full force and effect. All ordinances in conflict with the provisions hereof are superseded to the extent of such conflict. SECTION 3. If any section, subsection, sentence, clause, phrase or word of this ordinance 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. The City Council hereby declares that it would have adopted this ordinance, and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion or the ordinance would be subsequently declared invalid or unconstitutional. SECTION 4. This Ordinance shall be effective thirty days after final adoption. PASSED AND APPROVED ON THE 4th day of April 2018. MANUEL LOZANO, 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 was regularly introduced and placed upon its first reading at a regular meeting of the City Council on March 21, 2018. That thereafter said Ordinance No. 1408 was duly approved and adopted at a regular meeting of the City Council held on April 4, 2018 by the following vote: AYES: COUNCILMEMBER: NOES: COUNCILMEMBER: ABSENT: COUNCILMEMBER: ABSTAIN: COUNCILMEMBER: ALEJANDRA AVILA, CITY CLERK 1*1 ITEM NO. 771111 STAFF REPORT _... .m�i TO: ITHonorable Mi. or City Councilmembers "'r FROM: MichaelTa � , Fief of Police SAS GAMES ! DATE: April 4, 2018 SUBJECT: RENEWAL OF POLICE HELICOPTER AGREEMENT WITH THE Lr CITY OF EL MONTE 110,10M 1' .1111, The purpose of this report is to request Council approval for renewal of the Air Support Helicopter agreement between the City of Baldwin Park and the City of El Monte for the delivery of police helicopter services. FISCAL IMPACT Pursuant to the provision of the proposed contractual agreement, the City of Baldwin Park would remit an annual payment of $18,847.50 per year, payable to the City of El Monte. This is a reduction of $48,662.50 from the previous contract of $67,500.00. The new agreement calculates the fees for service based upon the participating agency population and the number of personnel provided to the program to serve as Pilots or Observers. This new calculation will result in significant savings for our city. This is a budgeted item that is already included in the 2016/2017 police budget in fund 100.30.340.51100.00000. 1. That the City Council approves the new agreement between the City of Baldwin Park and the City of El Monte for the delivery of police helicopter services. The helicopter has continued to prove itself to be a substantial resource in the prevention and suppression of criminal activity, provides unequaled coverage in area searches, is highly effective in rapid responses to calls for service, and is a significant asset in maintaining the safety and security of our citizens and police officers. The City of Baldwin Park has been receiving helicopter services through a contractual agreement with the City of El Monte since 1999. The specifications of the contract provided for a shared use and shared expense operation between the cities of Baldwin Park, El Monte, and Azusa. The proposed agreement will allow the police department to continue to use helicopter law enforcement capabilities as a resource in the prevention and suppression of criminal activity at a reduced rate. El Monte Police has modified its billing amounts from the previous contract and now bases the amount charged for the service on a $.25 per resident of the contract city (Baldwin Park). The rate is based on the latest U.S Census Population (75,390) with a reduction in fee offset with our commitment of one full time officer assigned to the air support unit as a pilot. The new rate comes to $18,847.50, which is a $48,662.50 savings from the previous contract of $67,500.00. ' ''I'/ This contract was reviewed by the city attorney and approved as to form. aT IT April 8 ATTACHMENTS Contract No. 1 BPD01002 --------------- (Parties: City of El Monte• City of Baldwin THIS EL MONTE HELICOPTER PROGRAM PARTICIPATION AGREEMENT (Agreement") is made and entered into on this _„ day of 2018 (hereinafter, the "Effective Date") by and between the CITY OF EL MONTE, a municipal corporation and general law city (hereinafter, "EL MONTE") and the CITY OF BALDWIN PARK, a municipal corporation and general law city ("PARTICIPATING CITY"). For the purposes of this Agreement, EL MONTE and PARTICIPATING CITY may be referred to collectively as the "Parties." The capitalized term "Party" may refer to EL MONTE or PARTICIPATING CITY interchangeably. WHEREAS, EL MONTE owns, maintains and operates a fleet of two helicopters used to provide support to ground -level police units of the EI Monte Police Department (collectively, the "Helicopters"); and WHEREAS, EL MONTE operates a program under which participating police agencies may share in the use of EL MONTE's Helicopters on an as -needed basis; and WHEREAS, this Agreement was approved by the EI Monte City Council at its meeting of _..... 20 under Agenda Item No. and was also approved by PARTICIPATING CITY's governing legislative body, to wit, the City Council of the City of Baldwin Park on _ ...munder Agenda Item No. ; and NOW, THEREFORE, in consideration of the mutual agreements contained herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, and intending to be legally bound hereby, the Parties agree as follows: 1. Except as otherwise provided herein, EL MONTE shall make the Helicopters available to respond to emergency calls for tactical support and air surveillance requested by the PARTICIPATING CITY's Police Department in connection with in -progress law enforcement activities in the PARTICIPATING CITY's jurisdiction. EL MONTE may also make the Helicopters available for professional law enforcement orientation, ride-alongs for the PARTICIPATING CITY's law enforcement personnel or other law enforcement business, subject to prior scheduling and availability as determined by EL MONTE in its reasonable discretion. Af �19 4MITIR"I � Personnel pledged by the PARTICIPATING CITY, if any, shall at all times remain -,mployees of the PARTICIPATING CITY. If the Parties initial both Section 2.A. and z Section 2.13., above, this Agreement shall be deemed null and void and of no force or ,,ffect. D. If EL-MONTE elects to reduce the number of personnel required to sta5 the Air Support Unit, EL MONTE reserves the right to remove any personnel contributed by the PARTICIPATING CITY pursuant to subsection (B) of this Section upon the issuance of written notice to the PARTICIPATING CITY specifying the effective date of such removal. The PARTICIPATING CITY shall thereafter have thirty (30) calendar days to notify EL MONTE in writing as to whether the PARTICIPATING CITY desires to: (i) terminate the Agreement; or (ii) pay the applicable monetary compensation required under Section 3, below, in lieu of contributing personnel. The failure of the PARTICIPATING CITY to provide written notice to EL MONTE regarding its election within the 30 -day decision period shall constitute an election by the PARTICIPATING CITY to terminate the Agreement. consideration for making the Helicopters available to the PARTICIPATING CITY as contemplated under Section 1, above, and except as otherwise provided under subsection 2.13., above, PARTICIPATING CITY agrees to pay an annual fiscal year basis an amount equal to Seventy -Five Cents (750) (hereinafter, the "Multiplier Rate") multiplied by the PARTICIPATING CITY's population as determined by the most recent official United States Census count. If the PARTICIPATING CITY elects to provide personnel in the manner described under Section 2.13., above, the 750 Multiplier Rate shall be reduced as follows based on the number of EL MONTE-approved personnel provided by the PARTICIPATING CITY: hinnn• neirli■ir!i R"I VKTJ .1611■ 9 A.low 2 1 a &W41 Q ilk I MF It 3. The first Annual Payment shall be due and payable to the CITY within thirty (30) calendar days from the Effective Date of this Agreement and thereafter, the Annual Payment shall be due and payable to EL MONTE by or before the close of business on July 1st of each year, If july 1st falls on a date in which EL MONTE is closed for business, the deadline shall be extended to the close of business of the first day thereafter in which EL MONTE is open for business. 2. Within three (3) business days of EL MONTE's issuance of a DefauX Notice for any failure of the PARTICIPATING CITY to: (i) provide any personnel pledged to EL MONTE pursuant to Section 2.13. in the manner prescribed under this Agreement or at the dates and times contemplated under this Agreement or any schedule of work administratively established by the Parties; or (ii) pay any sums by the due date established under this Agreement. Prior to the expiration of the 3 -day cure period, the PARTICIPATING CITY may submit a written request for additional time to cure the Event of Default upon a showing that PARTICIPATING CITY has commenced efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 3 -day cure period. The foregoing notwithstanding, EL MONTE shall be under no obligation to grant additional time for the cure of an Event of Default under this Section that exceeds seven (7) calendar days from the end of the initial 3 -day cure period; and b. Within fourteen (14) calendar days of EL MONTE's issuance of a Default Notice for any other Event of Default under this Agreement. Prior to the expiration of the 14 -day cure period, PARTICIPATING CITY may submit a written request for additional time to cure the Event of Default upon a showing that PARTICIPATING CITY has commenced efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 14 -day cure period. The foregoing notwithstanding, EL MONTE shall be under no obligation to grant additional time for the cure of an Event of Default under this Section that exceeds thirty (30) calendar days from the end of the initial 14 -day cure period. 3. EL MONTE shall cure any Event of Default asserted by PARTICIPATING CITY within thirty (30) calendar days of PARTICIPATING CITY's issuance of a Default Notice, unless the Event of Default cannot reasonably be cured within the 30 -day cure period. Prior to the expiration of the 30 -day cure period, EL MONTE may submit a written request for additional time to cure the Event of Default upon a showing that EL MONTE has commenced its efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 30 -day cure period. 4EL MONTE, in EL MONTE's sole and absolute discretion, may also immediately suspend this Agreement and EL MONTE's performance thereunder pending PARTICIPATING CITY's cure of any Event of Default by giving PARTICIPATING CITY written notice of EL MONTE's intent to suspend performance (hereinafter, a "Suspension Notice"). EL MONTE may issue the Suspension Notice at any time upon the occurrence of an Event of Default. No actual or asserted breach of this Agreement on the part of EL MONTE shall operate to prohibit or otherwise restrict EL MONTE's ability to suspend this Agreement as provided herein. N 5. No waiver of any Event of Default or breach under this Agreement shall constitute a waiver of any other or subsequent Event of Default or breach. No waiver, benefit, privilege, or service voluntarily given or performed by ? Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. The duties and obligations imposed under this Agreement and the rights and remedies available hereunder shall be in addition to, and not a limitation of, any duties, obligations, rights and remedies otherwise imposed or available by law. In addition to any other remedies available to EL MONTE at law or under this Agreement in the event of any breach of this Agreement, EL MONTE, in its sole and absolute discretion, may also pursue any one or more of the following remedies: Upon written notice to PARTICIPATING CITY, EL MONTE may immediately terminate this Agreement in whole or in part; Upon written notice to PARTICIPATING CITY, EL MONTE may extent the time of performance; iii. EL MONTE may proceed by appropriate court action to enforce the terms of the Agreement to recover damages for PARTICIPATING CITY's breach of the Agreement or to terminate the Agreement; or iv. EL MONTE may exercise any other available and lawful right or remedy. 7No waiver of any default or breach under this Agreement shall constitute a waiver of any other default or breach, whether of the same or other covenant, warranty, agreement, term, condition, duty or requirement contained in this Agreement. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. A. Each Party shall indemnify, defend, and hold harmless each other Party, including its elected and appointed officers, employees, and agents, from and against any and all liability, including but not limited to demands, claims, actions, fees, costs, and expenses (including attorney and expert witness fees), arising from or connected with the respective acts of each Party or their personnel arising from or related to this Agreement; provided, however, that no Party shall indemnify another Party for that Party's own negligence or willful misconduct. The reciprocal duty, to indemnify, defend and hold harmless as set forth under this Section, shall also embrace any employment- related claims, including workers compensation claims brought by employees or other personnel of EL MONTE or the PARTICIPATING CITY. This subsection shall survive the termination of this Agreement. r4l ,'erontur-mins w L light of the provisions of Section 895.2 of the Government Code of the State of California imposing certain tort liability jointly upon public entities solely by reason of such entities being parties to an agreement (as defined in Section 895 of said Code), each of the Parties hereto, pursuant to the authorization contained in Section 895.4 and 895.6 of said Code, shall assume the full liability imposed upon it or any of its officers, agents, or employees, by law for injury caused by any act or omission occurring in the performance of this Agreement to the same extent that such liability would be imposed in the absence of Section 895.2 of said Code. To achieve the above stated purpose, each Party indemnifies, defends, and holds harmless each other Party for any liability, cost, or expense that may be imposed upon such other Party solely by virtue of said Section 895.2. The provisions of Section 2778 of the California Civil Code are made a part hereof as if incorporated herein. This subsection shall survive the termination of this Agreement. C. Each Party certifies that it has an adequate self-insured retention of funds to meet any obligation arising from this Agreement. Each Party also certifies that is has an adequate self-insured retention of funds to meet any obligation or liability arising from this Agreement. A. Notices. All notices permitted or required under this Agreement shall be given to the respective Parties at the following addresses, or at such other address as the respective Parties may provide in writing for this purpose: City of Ell Monte: City of El Monte Police Department El Monte City Hall W- IRIM-Ing li- Such notices shall be deemed effective when personally delivered or successfully transmitted by facsimile as evidenced by a fax confirmation slip or when mailed, forty- eight (48) hours after deposit with the United States Postal Service, first class postage prepaid and addressed to the Party at its applicable address. B. COOPL: The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as is reasonably necessary, appropriate or convenient to achieve the purposes of this Agreement, C. NON -ASSIGNMENT: PARTICIPATING CITY man not assign or otherwise transfer its interest in this Agreement. BUIL 0 0 110101 inr.115�*Itzgji 11 IFIFT111swalm-M Rromm-7yrowl-I F. GOVERNING LAW AND VENUE: This Agreement shall be interpreted and governed according to the laws of the State of California. In the event of litigation between the Parties, venue, without exception, shall be in the Los Angeles County Superior Court of the State of California. If, and only if, applicable law requires that all or part of any such litigation be tried exclusively in federal court, venue, without exception, shall •- in the Central District • •r located in the City • Los Angeles, California. G. ATTORNEYS' FEES: If either Party commences an action against the • Party, either legal, .• • otherwise, arising • • • in connection with this Agreement, the prevailing Party in such litigation shall be entitled to have and recover from the losing Party reasonable attorneys' fees and all other costs of such • A. SUCCESSORS AND ASSIGNS: This Agreement shall be binding on the •r and assigns • the Parties. 1. NO THIRD PARTY BENEFIT: There are no intended third pal"'A teneficiaries • any right • obligation assumed by the Parties. All • and benefi S under this `• inure exclusively to the Parties. i J. CONSTRUCTION OF AGREEMENT: This Agreement shall not be construed in favor of, or against, either Party but shall be construed as if the Parties prepared this Agreement together through a process of negotiation and with the advicc • their respective attorneys. L. SEVERABILITY: If any portion of this Agreement is declared invalio3 1legal, or otherwise unenforceable by a court of competent jurisdiction, the remainirc rovisions shall continue in full force and effect. M. AMENDMENT.. MODIFICATION: • amendment, modification • . ................ . ........ supplement of this Agreement shall be valid or binding unless executed in writing and signed by both Parties, subject to EL MONTE approval. The requirement for written amendments, modifications • •• cannot ,•- -•:' and any attempted waiver shall be void and invalid. N. CAPTIONS: The captions of the various articles, sections and paragraphs are for convenience and ease of reference only, and do not define, limits, augment, or describe the scope, content, or intent of this Agreement. 0. INCONSISTENCIES OR CONFLICTS: In the event of any conflict or inconsistency between the provisions of this Agreement and any of the exhibits attached hereto, the provisions of this Agreement shall control. a I Idl III Ilia, I I 10- WIM M. T 1 �*; �94 I W. I whether oral or written, or entered into between EL MONTE and PARTICIPATING CITY prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any Party which are not embodied herein shall be valid or binding. No amendment, modification or supplement to this Agreemen! shall be valid and binding unless in writing and duly executed by the Parties pursuant to Section 6.16, above. Q. COUNTERPARTS: This Agreement shall be executed in three (3) original counterparts each of which shall be of equal force and effect. No handwritten or typewritten amendment, modcation or supplement to any one counterparts shall be valid or binding unless made to all three counterparts in confon-nity with Section M, above. One fully executed original counterpart shall be delivered to PARTICIPATING CITY and the remaining two original counterparts shall be retained by EL MOTNE. WHEREOF,IN WITNESS ♦ this MOU to be executed the day and year first appearing in this Agreement, above. M wM 02 M 22 Ill ITEM NO. + STAFF REPORT TO: Honorable Mayor and City Councilmembers 1 FROM: � Gustavo llo�ncm 1iM ctom nil 1* L.llal Harbin, ,1C1. , i[ PIk�u� „llcvclolerl A�za City SAN A1�1EL,' DATE: April 4, 2018 SUBJECT: CONTINUED FROM MARCH 21, 2018, A REQUEST FOR CONSIDERATION OF A RECOMMENDATION OF APPROVAL BY THE PLANNING COMMISSION TO THE CITY COUNCIL ON MULTIPLE ZONING AND GENERAL PLAN LAND USE CHANGES WHICH WOULD ACHIEVE CONSISTENCY BETWEEN THE GENERAL PLAN LAND USE MAP AND ZONING MAP FOR SPECIFIC PLAN 13-01 (ROEM PROJECT—RAMONA BLVD./BOGART ST.), SPECIFIC PLAN 14-01 (INDIGO PROJECT—BALDWIN PARK BLVD/. MERCED AVE.), SP 15-01 (DOWNTOWN TRANSIT ORIENTED SPECIFIC PLAN) AND SPECIFIC PLAN 16-01 (PACIFIC VILLAS—PACIFIC AVE.) (LOCATION: VARIOUS; CASE NUMBERS: AGP-119 AND Z- 556). SUMMARY This item, which is continued from March 21, 2018, requests City Council consideration of clean- up/consistency edits to the zoning map and general plan land use policy map for properties with specific plans that have previously been approved by the City Council. FISCAL IMPACT There is no fiscal impact associated with this item. RECOMMENDATION Staff and the Planning Commission recommend the City Council open the public hearing and following the public hearing: (1) Adopt City Council Resolution 2018-230 entitled, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING THE FINDINGS OF FACT AND APPROVING GENERAL PLAN LAND USE AMENDMENTS TO ACHIEVE CONSISTENCY (LOCATION: SP 13-01, SP 14-01, SP 15-01, AND SP 16-01; APPLICANT: CITY OF BALDWIN PARK; CASE NUMBER: AGP-119)" (2) Introduce for first reading, by title only and waive further reading, Ordinance 1409, entitled, AN ORDINANCE OF CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING THE FINDINGS OF FACT AND APPROVING ZONING DESIGNATIONS ON PROPERTIES WITHIN SPECIFIC PLAN AREAS WHICH ARE CONSISTENCY EDITS THAT HAVE BEEN PREVIOUSLY APPROVED BY THE CITY COUNCIL (LOCATIONS: PLAN 13-01 XGP-1 19 & Z-556 April 4, 2018 Page 2 (ROEM PROJECT—RAMONA BLVD./BOGART ST.), SPECIFIC PLAN 14-01 (INDIGO PROJECT—BALDWIN PARK BLVD/. MERCED AVE.), SP 15-01 (DOWNTOWN TRANSIT ORIENTED SPECIFIC PLAN) AND SPECIFIC PLAN 16-01 (PACIFIC VILLAS— PACIFIC AVE.); APPLICANT CITY OF BALDWIN PARK; CASE NUMBER Z-556) BACKGROUND t,�_N017CIN6' The proposed activities are clean-up changes to properties with projects that have already been subject to CEQA review and are either under construction or already constructed. The proposed actions are exempt from CEQA pursuant to CEQA Guidelines Section 15061.b.3 in that it can be seen with certainty that they have no possibility of having a significant effect on the environment since they are implementing actions already taken. A Notice of Public Hearing by the City Council for the item was posted at City Hall, Esther Snyder Community Center, and Barnes Park on March 1, 2018. DISCUSSION City staff periodically prepares updates to the Zoning Map and General Plan Land Use Policy Map to correct map errors and ensure consistency with the General Plan, Specific Plans, and other policy documents. In recent years, four Specific Plans were adopted. The proposed zone changes and General Plan land use designation changes would provide consistency with these adopted Specific Plans. It is important to note that all zoning and General Plan land use changes indicated in this staff report are not new actions. The changes indicated are clean-up map edits to properties with previously adopted specific plans for which CEQA review was already completed, and which are largely either under construction or already constructed. The properties and their locations are listed in Attachment #1 (List Identifying Properties with proposed Zone Changes and/or General Plan Amendments under the identified Specific Plans) and Attachment #2 (Map Identifying Properties with proposed Zone Changes and/or General Plan Amendments under the identified Specific Plans). The proposed Zoning Map and General Plan Land Use Map (citywide) are included as Attachments #3 and #4, respectively. Downtown T.0Q Specific Plan The Downtown TOD Specific Plan was adopted by the City Council on February 17, 2016 with the purpose of bringing revitalizing activities to the Downtown and improving access to all modes of transportation. A zone change would be applied to 24 parcels and a General Plan designation change would apply to 36 parcels to achieve consistency with the new Downtown TOD Specific Plan (see Attachment 41 for the listing of parcels and Attachment #2 for the map of parcels with proposed changes). Specific Plan 13-01, ( amona/Bovart) (ROE) Located within the Downtown TOD Specific Plan area, Specific Plan 13-01 is generally bounded by Maine Avenue/Pacific Avenue to the west, Ramona Boulevard to the north, and Bogart Avenue to the east and south (see Attachment #2). The Specific Plan was adopted by the City Council on February 26, 2014 to facilitate the development of a transit -oriented, mixed use, affordable, multi -family project. Two parcels within the specific plan area would receive zone changes and three parcels would receive a (,:Vkrrry\AMY1VA(ORDU�eports\ConjaiciI RepoortstAGP 119 and 2:-.556 doc AGP-I 19 & Z-556 April 4, 2018 Pap -e 3 General Plan designation change to achieve consistency with the Specific Plan 13-01 (see Attachment #1 for the listing of parcels and Attachment #2 for the map). 5liccific I'laii l40L(,L,3,qJ�,lwJii Park/Merccd) (Indj'g(, The Specific Plan (SP 14-01) is located on the northwest corner of Baldwin Park Boulevard and Merced Avenue, generally bounded by Kenmore Avenue to the west, Frazier Street and Merced Avenue to the north, Merced Avenue and Baldwin Park Boulevard to the east, and Baldwin Park Boulevard to the south (see Attachment #2). The Specific Plan was adopted by the City Council on March 4, 2015. Adoption included approval of an amendment to an existing Specific Plan (SP 06-01) to facilitate the development of a 51 -unit single-family detached gated condominium project. Parcels within this specific plan would be re -zoned for Multi -Family Residential (R3) and would receive a General Plan land use amendment change to Multi -Family Residential (MFR), to achieve consistency with Specific Plan 14-01 (see Attachment #1 for the listing of parcels and Attachment #2 for the map). I 6 I't c Plan 16-01 Ific I)rojccj The Specific Plan (SP 16-01) is located along Pacific Avenue between Big Dalton and Puente Avenues (see Attachment #2). The Specific Plan was adopted by the City Council on December 21, 2016 to facilitate a 47 -unit detached gated condominium project. The parcels that make up the Specific Plan would receive zone changes and General Plan land use designation changes to achieve consistency with Specific Plan 16-01 (see Attachment #I for the listing of parcels and Attachment #2 for the map). CITY COUNCIL ACTION March 21, 2018, the City council heard a brief presentation, opened and closed the public hearing and requested that staff conduct a study session on the item and then place the item on the next City Council agenda. PLANNING COMMISSION ACTION This item was heard by the Planning Commission at their February 28, 2018 meeting. No one spoke during the public hearing on the item. Ultimately the Planning Commission voted 5-0 recommending that the City Council adopt the General Plan Land Use and Zoning consistency changes. FINDINGS OF FA(.,"l'— ZONE CHANGE 1) The zoning map amendments are consistent with the goals, policies, and objectives of the General Plan. The zone changes would be consistent with the goals, policies, and objectives of the General Plan in that it would implement the Specific Plans for the Downtown TOD Specific Plan, Specific Plan 13-01 (Ramona/Bogart), Specific Plan 14-01 (Baldwin Park/Merced), and Specific Plan 16-01 (Pacific Project). The zone changes for the identified properties implements two General Plan goals: Goal 1.0 of the Land Use Element states that that the City should maintain a balanced mix and distributions of land uses throughout Baldwin Park. Goal 2.0 of the Land Use Element directs the City to accommodate new development that is compatible with and complements existing conforming land uses. The amendments furthermore provide consistency between the zoning map and the General Plan land use map. 2) The amendment would not adversely affect surrounding properties, C \/kiy).y\/`M'AVAIORD\R�,ports%Couiriici0 Repovts\AGP 119 and Z 556 doc AGP-I 19 & Z-556 April 4, 2018 Page 4 The zone changes would not adversely affect surrounding properties as the affected properties are included in specific plans that have previously established comprehensive plans for development of residential uses (Specific Plan 14-01 (Baldwin Park/Merced), and Specific Plan 16-01 (Pacific Project)) and commercial and mixed uses (Downtown TOD Specific Plan and Specific Plan 13-01 (Ramona/Bogart)). Development of the identified properties would complement and enhance adjacent residential, commercial, and mixed-use areas. 3) The amendment promotes public health, safety, and general welfare. The zone changes would promote the public health, safety, and general welfare of affected properties by implementing Specific Plans that were previously reviewed and adopted. 4) The amendment serves the goals and purposes of the zoning code. The zone changes serve the goals and purpose of the zoning code by providing for the orderly and compatible development of new uses that will enhance the character of the community while creating additional housing, commercial, and mixed-use development options. FINDINGS OF FACT — G EN E RA 1, PLAN AMENDMENT 1) The amendment is consistent with the goals, policies, and objectives of the General Plan, The General Plan amendments are consistent with the goals, policies, and objectives of the General Plan in that they would avoid creating a General Plan/zoning inconsistency with the identified specific plan areas, satisfying in particular Policy 3.3 of the Housing Element, which encourages consistency between the General Plan land use designation and zoning classification. 2) The amendment would not adversely affect surrounding properties. The General Plan amendments would not adversely affect surrounding properties as the amendments will ensure consistency with zoning and the identified specific plans. Development of the identified properties with the amended General Plan designation would complement and enhance adjacent residential, commercial, and mixed-use areas and implement Goal 2.0 of the Land Use Element, which directs the City to accommodate new development that is compatible with and complements existing conforming land uses. 3) The amendment promotes public health, safety, and general welfare. The General Plan amendments promote public health, safety, and general welfare of adjacent properties and the City as a whole by providing zoning/General Plan consistencies within the specific plan areas and ensuring the orderly development of the identified parcels and specific plans. Approval of the General Plan amendments will not create conditions detrimental to public health, safety, and general welfare in that the proposed amendments will not result in any changed conditions as the amendments are clean-up/consistency edits to C :4Amy\AIOY\WORD%Reporls\CouriciI Reporl,tAGP-1 19 and Z 556 dor.. AGP-1 19 & Z-556 April 4, 2018 Page 5 properties with projects that have already had CEQA review and are generally either under construction or already constructed. 4) The amendment serves the goals and purposes of the zoning code. The General Plan amendments serves the goals and purpose of the zoning code in that they provide for the orderly and compatible development of new uses that will enhance the character of the community while creating additional housing and mixed-use development options. Policy 3.3 of the Housing Element encourages consistency between the General Plan land use designation and zoning classification. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ALTERNATIVES The City Council could elect not to approve these modifications and as a result approximately 100 parcels would not have consistent Zoning and/or General Plan land use designations. ATTACHMENTS #1, List Identifying Properties with proposed Zone Changes and/or General Plan Amendments under the identified Specific Plans #2, Map Identifying Properties with proposed Zone Changes and/or General Plan Amendments under the identified Specific Plans #3, Proposed Zoning Map #4, Proposed General Plan Land Use Map #5, City Council Resolution 2018-230 #6, City Council Ordinance 1409 CAAmy\ANVMN0R1D)R:epoi ls%Cm.mcil RepoOs\AGP-1 19 and Z-556 drys; I]rAT . 0"jJVJ I■ LIST IDENTIFYING PROPERTIES WIT'll. ZON,E AMENDMENTS UNDER "[-flE IDEN rl, IFIED MAP IDENTIFYING PROPERTIES PROPOSED ZONE CHANGES ANIWOR GENERAL PLAN AMENDMENTS UNDER THE tDENTIFIED SPECIFIC PLANS %lill III ME I � I I wil I m re W I ATTAcnMEN"r #5 11; �� RESOLUTION 2018-230 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING THE FINDINGS OF FACT AND APPROVING GENERAL PLAN LAND USE AMENDMENTS TO ACHIEVE CONSISTENCY (LOCATION: SP 13-01, SP 14-01, SP 15-01, AND SP 16- 01; APPLICANT: CITY OF BALDWIN PARK; CASE NO.: AGP-119)" THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council of the City of Baldwin Park does hereby find, determine, and declare as follows: a) That an application ("Application") for a General Plan Amendment, was submitted on behalf of the owners of certain real property, located within the specific plan areas of SP 13-01, SP 14-01, SP 15-01, and SP 16-01 in the City of Baldwin Park, described more particularly in the Application on file with the Planning Division; and b) That the Application is requesting the required legislative and administrative approvals necessary to allow the consistency with the Specific Plans, SP 13-01, SP 14-01, SP 15-01 and SP 16-01 which are either under construction or already constructed; and c) That on February 28, 2018, a duly noticed public hearing was held on the Application by the Planning Commission, at the conclusion of which the Planning Commission recommended that the City Council approve the amendments; and d) That on March 21, 2018, a duly noticed public hearing was held on the Application by the City Council; and e) That at the March 21, 2018 City Council meeting the public hearing was opened, public comment received, and closed; and f) That the City Council directed staff to have a study session on the item and include the item on the next City Council meeting agenda; and g) That each fact set forth in the staff report presented to the City Council on April 4, 2018, is true and correct and accepted as a fact by the City Council. Resolution 2018-230 Page 2 SECTION 2. Based upon information provided, the staff report presented to the City Council regarding the Application, and the testimony received at the hearing, the City Council hereby finds and determines: a) The amendment is consistent with the goals, policies, and objectives of the General Plan. The General Plan amendments are consistent with the goals, policies, and objectives of the General Plan in that they would avoid creating a General Plan/zoning inconsistency with the identified specific plan areas, satisfying in particular Policy 3.3 of the Housing Element, which encourages consistency between the General Plan land use designation and zoning classification. b) The amendment would not adversely affect surrounding properties. The General Plan amendments would not adversely affect surrounding properties as the amendments will ensure consistency with the zoning designation and standards in the identified specific plans. Development of the identified properties with the amended General Plan designation would complement and enhance adjacent residential, commercial, and mixed use areas and implement Goal 2.0 of the Land Use Element, which directs the City to accommodate new development that is compatible with and complements existing conforming land uses. C) The amendment promotes public health, safety, and general welfare. The General Plan amendments promote public health, safety, and general welfare of adjacent properties and the City as a whole by providing zoning/General Plan consistencies within the specific plan areas and ensuring the orderly development of the identified parcels and specific plans. Approval of the General Plan amendments will not create conditions detrimental to public health, safety, and general welfare in that the proposed amendments will not result in any changed conditions as the amendments are clean-up changes to properties with projects that have already had CEQA review and are generally either under construction or already constructed. d) The amendment serves the goals and purposes of the zoning code. The General Plan amendments serves the goals and purpose of the zoning code in that they provide for the orderly and compatible development of new uses that will enhance the character of the community while creating additional housing and mixed use development options. Policy 3.3 of the Housing Element encourages Resolution 2018-230 Page 3 consistency between the General Plan land use designation and zoning classification. SECTION 3. The proposed activities are clean-up changes to properties with projects that have already been subject to CEQA review and are either under construction or already constructed. The proposed actions are exempt from CEQA pursuant to CEQA Guidelines Section 15061.b.3 in that it can be seen with certainty that they have no possibility of having a significant effect on the environment since they are implementing actions already taken. SECTION 4. Based upon the findings set forth above, and its legislative discretion, the City Council hereby finds and determines that the General Plan Land Use Changes pursuant to Attachment A of this Resolution shall be approved. SECTION 5. The City Clerk shall certify to the adoption of this Resolution and forward a copy hereof to the Secretary of the Planning Commission. PASSED AND APPROVED this 4t" day of April, 2018. MANUEL LOZANO 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 resolution was duly and regularly approved and adopted by the City Council of the City of Baldwin Park at a regular meeting of the City Council on April 4, 2018, by the following vote: AYES: COUNCIL MEMBERS; NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ALEJANDRA AVILA CITY CLERK AW.N."MI-s- ml, ON I-PLIGNUI♦ I J ORDINANCE NO. 1409 AN ORDINANCE OF CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING THE FINDNINGS OF FACT AND APPROVING ZONING DESIGNATIONS ON PROPERTIES WITHIN SPECIFIC PLAN AREAS WHICH ARE CONSISTENCY EDITS THAT HAVE BEEN PREVIOUSLY APPROVED BY THE CITY COUNCIL (LOCATIONS: PLAN 13-01 (ROEM PROJECT—RAMONA BLVD./BOGART ST.), SPECIFIC PLAN 14-01 (INDIGO PROJECT— BALDWIN PARK BLVD/. MERCED AVE.), SP 15-01 (DOWNTOWN TRANSIT ORIENTED SPECIFIC PLAN) AND SPECIFIC PLAN 16-01 (PACIFIC VILLAS—PACIFIC AVE.); APPLICANT CITY OF BALDWIN PARK; CASE NUMBER Z-556) WHEREAS, specific plans can provide a reliable means of flexibility for all types of development; and WHERAS, adopted specific plans and their associated environmental documentation can provide potential developers with a sense of security when pursuing a development project in accordance with an adopted specific plan; and WHEREAS, since adoption of the comprehensive Zoning Code update in May 2012, there have been four specific plans (SP 13-01, 14-01, 15-01 and 16-01) approved by resolution; and WHEREAS, in order to have consistency between the Zoning designations and General Plan Land Use designations, as required by State Law, on the various properties within previously approved specific plans this clean–up map edits are necessary. NOW, THEREFORE, the City Council of the City of Baldwin Park does hereby ordain as follows: SECTION 1. The foregoing recitations are hereby adopted by the City Council as findings. Based on those findings, the City Council determines the public health, safety and general welfare of the City of Baldwin Park, its residents, property owners, businesses and visitors can be enhanced by amending the zoning map to reflect the subject changes as shown in Attachment "A" is in the best interest of the community to amend the Official Zoning Map of the City; and SECTION 2. Based on the foregoing findings and determinations, City Council adopts the findings of fact as follows relating to zone map amendments. 1) The zoning map amendments are consistent with the goals, policies, and objectives of the General Plan. The zone change would be consistent with the goals, policies, and objectives of the General Plan in that it would finalize the adoption of the Specific Plans for the Downtown TOD Specific Plan, Specific Plan 13-01 (Ramona/Bogart), Specific Ordinance 1409 - Page 2 Plan 14-01 (Baldwin Park/Merced), and Specific Plan 16-01 (Pacific Project). The adoption by ordinance of the specific plans and the zone changes for the identified properties implements two General Plan goals: Goal 1.0 of the Land Use Element states that that the City should maintain a balanced mix and distributions of land uses throughout Baldwin Park. Goal 2.0 of the Land Use Element directs the City to accommodate new development that is compatible with and complements existing conforming land uses. The amendments furthermore provide consistency between the zoning map and the General Plan land use map. 2) The amendment would not adversely affect surrounding properties, The zone change would not adversely affect surrounding properties as the affected properties are included in specific plans that have previously established comprehensive plans for development of residential uses (Specific Plan 14-01 (Baldwin Park/Merced), and Specific Plan 16-01 (Pacific Project)) and commercial and mixed uses (Downtown TOD Specific Plan and Specific Plan 13- 01 (Ramona/Bogart)). Development of the identified properties would complement and enhance adjacent residential, commercial, and mixed use areas. 3) The amendment promotes public health, safety, and general welfare. The zone change would promote the public health, safety, and general welfare of affected properties by finalizing zoning that was previously reviewed and adopted and providing additional enforceability regarding zoning regulations. 4) The amendment serves the goals and purposes of the zoning code. The zone change serves the goals and purpose of the zoning code in that it provides for the orderly and compatible development of new uses that will enhance the character of the community while creating additional housing, commercial, and mixed use development options. Adoption by ordinance of the zone designation changes also provides the City with additional enforceability with regard to specific zoning regulations. SECTION 3. Based on the foregoing findings and determinations, The proposed actions are exempt from CEQA pursuant to CEQA Guidelines Section 15061.b.3 in that the proposed activities are clean-up changes to properties with projects that have already been subject to CEQA review and are either under construction or already constructed. These clean-up zone changes and General Plan land use designation changes can be seen with certainty to have no possibility of having a significant effect on the environment since they are implementing actions already taken. Therefore, the project is not subject to CEQA. Ordinance 1409 - Page 3 SECTION 4. This ordinance shall go into affect and be in full force and operation from and after thirty (30) days after its final reading and adoption, PASSED AND APPROVED ON THE _ day of �6--- -" 2018 MANUEL LOZANO, MAYOR ATTEST: ALEJANDRA AVILA, CITY CLERK 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 was regularly introduced and placed upon its first reading at a regular meeting of the City Council on ................-- - , 2018. Thereafter, said Ordinance No. 1409 was duly approved and adopted at a regular meeting of the City Council on 2018 by the following vote: AYES: COUNCILMEMBER: NOES: COUNCILMEMBER: ABSENT: COUNCILMEMBER: ABSTAIN: COUNCILMEMBER: ALEJANDRA AVILA, CITY CLERK STAFF REPORT TO: The Honorable Chairman and Members of the Board " , #'� :f x FROM: Gustavo Romo, Director of Cominu O Services cs�� ; • Suzie Ruelas, Housing ManagerSA, A JAW� � DATE: April 4, 2018 SUBJECT: BALDWIN PARK HOUSING AUTHORITY'S PUBLIC HOUSING AGENCY FY 2018-2019 ANNUAL PLAN SUMMARY For the Baldwin Park Housing Authority Board to hold a public hearing and consider approval of the Public Housing Agency (PHA) FY 2018-2019 Annual Plan. FISCAL IMPACT The impact to the general funds is unknown at this time. However, once the actual amounts are determined it will be reflected in the FY 2018-2019 City budget presented to the City Council for approval. RECOMMENDATION Staff recommends that the Housing Board conduct the public hearing and following the public hearing approve the: The adoption and approval of the Public Housing Agency (PHA) FY 2018-2019 PHA Annual Plan which includes the Enterprise Income Verification (EIV) and the Violence Against Women Act (VAWA) Policies (Attachment "A") Approval of Resolution No. HA -2018-014 establishing the adoption of the Plan as required by the U.S. Department of Housing and Urban Development (HUD) (Attachment `B"). Authorize staff to begin the application process for disposition of Public Housing McNeill Manor units. BACKGROUND Section 511 of the Quality Housing and Work Responsibility Act (QHWRA) of 1998 established the public housing agency Five -Year and Annual Plan requirement. The Five -Year Plan describes the mission, of the agency and the agency's long-range goals and objectives for achieving its mission. The Annual Plan outlines their approach to managing programs and providing services for the upcoming year. The Annual Plan also serves as the annual application for grants to support improvements to public housing buildings, such as the Capital Fund Program. NSP Revised Promissory Note April 4, 2018 Page 2 entirety after 15 years if the affordability conditions are complied with, the City Attorney revised the promissory note at the time to clarify the loans' forgiveness at year 15 to avoid any misunderstanding of the loan terms in the future and to ensure fairness to the homebuyer in case the same staff was not around. Unfortunately, while preparing for a Housing and Community Development (HCD) review of the NSP, it was recently discovered only one of the three homebuyers executed the revised promissory note. To ensure equitability and clarity to all three participating households, staff is requesting approval to move forward with the execution of the two remaining revised loan documents previously prepared by the former City Attorney and approved by the current City Attorney. LEGAL REVIEW: This report has been reviewed and approved by the City Attorney's Office as to legal form and content along with the revised loan documents for execution. ALTERNATIVES To remain in line with the initial terms and intent of the program, there are no alternatives to approving and executing the revised promissory notes. Attachments: • Attachment A — Revised Promissory Note Template 1 1111i Ila ' Streamlined Annual U'S. Department of Housing and Urban Development OMB No. 2577-0226 PHA Plan Office of Public and Indian Housing Expires: 02/29/2016 (High Performer PHAs) �wwww �.................._ ...............- .............. Purpose. The 5 -Year and Annual PHA Plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA's operations, programs, and services, and informs HUD, families served by the PHA, and members of the public of the PHA's mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families Applicability. Form HUD -50075 -HP is to be completed annually by High Performing PHAs, PHAs that meet the definition of a Standard PHA, Troubled PHA, HCV -Only PHA, Small PHA, or Qualified PHA do not need to submit this form. Definitions. (1) High -Performer PHA — A PHA that owns or manages more than 550 combined public housing units and housing choice vouchers, and was designated as a high performer on both of the most recent Public Housing Assessment System (PHAS) and Section Eight Management Assessment Program (SEMAP) assessments; (2) Small PHA 2A PHA that is not designated as PHAS or SEMAP troubled, or at risk of being designated as troubled, and that owns or manages less than 250 public housing units and any number of vouchers where the total combined units exceeds 550. (3) Housing Choice Voucher (HC[) Only PHA - A PHA that administers more than 550 HCVs, was not designated as troubled in its most recent SEMAP assessment, and does not own or manage public housing. (4) Standard PHA - A PHA that owns or manages 250 or more public housing units and any number of vouchers where the total combined units exceeds 550, and that was designated as a standard performer in the most recent PHAS or SEMAP assessments. (5) Troubled PHA - A PHA that achieves an overall PHAS or SEMAP score of less than 60 percent. (6) Qualified PHA - A PHA with 550 or fewer public housing dwelling units and/or housing choice vouchers combined, and is not PHAS or SEMAP troubled. A. PHA Information. A.1 PHA Name: W, Baldwin Park Housing Authori ..-- m PHA Code; CA120. PHA Type: ❑ Small ® High Performer PHA Plan for Fiscal Year Beginning: (MM/YYYY); (7/O LiZQ t - PHA Inventory (Based on Annual Contributions Contract (ACC) units at time of FY beginning, above) Number of Public Housing (PH) Units 12 Number of [-lousing Choice Vouchers (HCVs) 880 Total Combined 892 PHA Plan Submission Type: ® Annual Submission ❑Revised Annual Submission Availability of Information. In addition to the items listed in this form, PHAs must have the elements listed below readily available to the public, A PHA must identify the specific location(s) where the proposed PHA Plan, PHA Plan Elements, and all information relevant to the public hearing and proposed PHA Plan are available for inspection by the public. Additionally, the PHA must provide information on how the public may reasonably obtain additional information of the PHA policies contained in the standard Annual Plan, but excluded from their streamlined submissions. At a minimum, PHAs must post PHA Plans, including updates, at each Asset Management Project (AMP) and main office or central office of the PHA. PHAs are strongly encouraged to post complete PHA Plans on their official website. PHAs are also encouraged to provide each resident council a copy of their PHA Plans. ❑ and coin Tete PHA Consortia: (Check box if submittin a JomtwPHAwPIan table below) _ .........._ Program(s) not in the No. of Units in Each Program Participating PHAs PHA Code Program(s) in the Consortia Consortia .."' Lead PH HCV PHA; B. Annual Plan Elements Page 1 of 5 form HUD -50075 -HP (12/2014) 13.1 Revision of PHA Plan Elements. (a) Have the following PHA Plan elements been revised by the PHA since its last Annual LIl A 11liM submission? Y N ❑ ® Statement of Housing Needs and Strategy for Addressing Housing Needs. ❑ ® Deconcentration and Other Policies that Govern Eligibility, Selection, and Admissions. ❑ ® Financial Resources. ❑ ® Rent Determination. ® Homeownership Programs. ® Safety and Crime Prevention. ❑ ® Pet Policy. ® Substantial Deviation. ® Significant Amendment/Modification (b) The PHA must submit its Deconcentration Policy for Field Office Review, (c) If the PHA answered yes for any element, describe the revisions for each element below: B.2 New Activities. (a) Does the PHA intend to undertake any new activities related to the following in the PHA's current Fiscal Year? Y N ❑ ® Hope VI or Choice Neighborhoods. ❑ ® Mixed Finance Modernization or Development. ❑ ® Demolition and/or Disposition, ❑ ® Conversion of Public Housing to Tenant Based Assistance. ❑ ® Conversion of Public Housing to Project-Based Assistance under RAD. ❑ ® Project Based Vouchers, ❑ ® Units with Approved Vacancies for Modernization. ❑ ® Other Capital Grant Programs (i.e., Capital Fund Community Facilities Grants or Emergency Safety and Security Grants). (b) If any of these activities are planned for the current Fiscal Year, describe the activities. For new demolition activities, describe any public housing development or portion thereof, owned by the PHA for which the PHA has applied or will apply for demolition and/or disposition approval under section 18 of the 1937 Act under the separate demolition/disposition approval process. If using Project-Based Vouchers (PBVs), provide the projected number of project based units and general locations, and describe how project basing would be consistent with the PHA Plan, 8.3 Progress Report. Provide a description of the PHA's progress in meeting its Mission and Goals described in the PHA 5-Year Plan. BPHA's Mission: 1 • In compliance with the 1937 Federal Housing Act, the City of Baldwin Park will ensure that all assisted units are quality places that provide residents with safe, decent, sanitary, and affordable housing, 2. Provide quality customer service and economic assistance to low-income families and individuals regardless of race, color, religion, national origin, sex, familial status, and disability. 3.Create a sustainable, self-sufficient, and federally compliant housing program by effectively and efficiently utilizing federal and local resources. 4. Promote a positive and productive relationship with tenants and landlords by clearly explaining all federal regulations and local policies governing the Section 8 Program. 5• Detect and deter waste, fraud, and abuse by requiring all caseworkers to diligently review all documents and identify any unreported income and assets. In addition, requiring and enforcing the use of the EIV system by all caseworkers, BPHA's Goals: 1. Maintain a leasing rate of 98% to 100% and/or expend our total budget authority to lease the maximum units authorized by HUD. 2. Continue to strengthen our agency's financial position by controlling expenditures and periodically assessing staffing and business needs and implementing changes as necessary, 3. We will utilize the resources of both the Baldwin Park Housing Authority and its consortium of cities to create a synergy resulting in improved and more efficient delivery of services to its clients. 4. Work to ensure the de-concentration of low-income families in high-poverty areas by encouraging them and assisting them in moving to low- poverty areas and census tracts. The PHA will outreach to owners of units located outside areas of poverty or minority concentration, 5• Continue to maintain and improve our SEMAP scores by addressing any areas of weakness and implementing new procedures to improve specific SEMAP indicators/scores. 6. Educate staff on new regulations and enforce current regulations that pertain to policies that affect the family's initial eligibility and continued assistance in the program. It is our goal to reduce any errors in calculating the housing assistance through training and quality control, 7. We have continued our efforts to leverage private and/or other public funds to create additional housing opportunities. 8. We will continue to assess and improve our public housing management and our voucher management, 9. We will continue our services agreement with the Fair Housing Agency to promote equal housing opportunities free from discrimination, 10. Our housing authority will ensure access to assisted housing regardless of race, color, religion, national origin, sex, familial status, and disability, smoke Tree Public I lou ' as it has been since 2013. _._._. 11• Continue to remain s � w•• mm _, _, Page 2 of 5 form HUD -50075 -HP (12/2014) B.4. Most Recent Fiscal Year Audit. (a) Were there any findings in the most recent FY Audit? Y N El (b) If yes, please describe; ....... _ — ..... Other Document ument and/or Certification Requirements. C.1 Certification Listing Policies and Programs that the PHA has Revised since Submission of its Last Annual Plan I5'00I 7- `l°-6 C , -1-11", Certiflcation of Compliance with PHA Plans and Related Regulations, must be submitted by the PHA as an electronic attachment to the PHA Plan. C.2 Civil Rights Certification. C 11C; V-1-iP, Certt0cation. of Compliance with PHA Plans and Related Regulations, must be submitted by the PHA as an electronic attachment to the PHA Plan. C.3 Resident Advisory Board (RAB) Comments. (a) Did the RAB(s) provide comments to the PHA Plan? Y N If yes, comments must be submitted by the PHA as an attachment to the PHA Plan, PHAs must also include a narrative describing their analysis of the RAB recommendations and the decisions made on these recommendations. None were provided. CA Certification by State or Local Officials. jtrg,i;4J7 ;1iCT-' 9 , Certification by State or Local Officials of AHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan. D Statement of Capital Improvemew, ts. Required in all years for all PRAs completing tiais form Tat adniblister public housing and receive tunding from the Capital Ftuid Program (UP). D.1 Capital Improvements. Include a reference here to the most recent HUD-approved 5-Year Action Plan (HUD-50075.2) and the date that it was approved by HUD, Page 3 of 5 form HUD -50075 -HP (12/2014) Instructions for Preparation of Form HU1-50075-HP Annual Plan for High Performing PHAs A. PHA Information. All PHAs must complete this section. A.1 Include the fall PIIA Name, P11A. Code, PHA Type, PHA Fiscal Year Beginning (MM/YYYY), PHA Inventory, Nurnber of Public Housing Units and or Housing Choice Vouchers (IICVS), PHA Plan Subutission Type, and the Availability of Information, specific locUion(s) of all information relevant to the public hearing and proposed PHA Plan, (M—CLlIj9QL Klko) PHA Consortia: Check box if submitting a Joint PHA Plan and complete the table, B. Annual Plan. BA Revision of PHA Plan Elements. PHAs must: Identify specifically which plan elements listed below that have been revised by the PHA, To specify which elements have been revised, mark the "yes" box. If an element has not been revised, mark "no," El Statement of Housing Needs and Strategy for Addressing Housing Needs. Provide a statement addressing the housing needs of low-income,, very low-income and extremely low-income fainflies and a brief description of the PHA's strategy for addressing die housing ticedi of Willies who rtside in the Jurisdictionservcd by the PFIA� The statement unist identify the housing needs of (i) families with incomes below 30 percent of arca niedian me orne (extreiiicty low-hicorne), (fi) elderly farnilies and faniflics, with disaWlifles, and (iii) households of various races and ethnic groups residing in the Jurisdiction or oil the waiting list based on Information provided by the applicable Consolidated Plan, information provided by HUD, and other generally available data. The identification of housing needs must address issues of affordability, supply, quality, accessibility, Wz of units, and location, Foryears in which the PHA's 5 -Year PHA Plan is also due, this information must be included only to the extent, it pertains to the housing needs of farrulies that are on the PHA's public Musing iind, See don 8 tenant -based assistance waiting lists, 2LQfA_§9.3 2JqJW and 24 CFlk §903.12(b). Provide a description of the. PlIA's strategy for addressing the housing needs of families in the jurisdiction and on the waiting list in the upcoming year, For years in which the PHA's 5-Yest, PlIA Plan is also duc, this information must be Included only to the extent it pertains to the housing needs of families that are on the PIAA's public housing and Section 8 tenant -based assistance waiting lists, and 24 CFR §903.12(b). r__1 Deconcentration and Other Policies that Co'ovorn Eligibility, Selection and Admissions, Describe the PFIAs admissions policy for deconcentration ol"poverty and income ruixing oftower-income fainifies in public housing, 'T'he Deconcentration Policy must describe the PHA's policy for bringing higher income tenants into lower ineorne developments mid lower income tenants into higher income deveh',q)ments. The deconcentration requirements apply to goncral occuparicy and family public housing developments, Refer to 24 CFR §9032(b)(2) for developments not suiaiect to deconcentration of poverty and 'income mixing requirerneum 210EUROLZL) Describe the PFIA'8 procedures for maintaining waiting lists for admission to public housing and address nny site-based waiting lists, ;4CTjEA__] A statement of the PHA's policies that govern resident or teriant eligibility, selection and admission including _'9 �QL 'Y.Lb admission prei'ercnces for bofli public housing and I ICV, (94_CESAqn2flj� Describe the unit assignment policies for public housing. ZICPR M.Mbl 0 Financial Resources. A statement of financial resources, including a listing by general categories, of the PFIA's anticipated resources, such as P1,1A operating, capital and other anticipated Federal resources available to the PHA., as well as tenant rents and other income available to support public housing or tenant -based assistance, The statement also should include the non -Federal sources of funds supporting each Federal program, and state the planned use for the resources, El Rent Determination. A statement of the policies of the PHA governing rents charged for public housing and HCV dwelling units, including applicable public housing flat rents, minimum rents, voucher family rent contributions, and payment standard policies. [I Homeownership Programs, A description of any homeownership programs (hicluding project number and unit count) administered by the agency or for which the RHA has applied or will apply for approval. For years in which the PHA's 5 -Year PHA Plan is also due, this information must be included only to the extent that the PHA participates in homeownership programs under section 8(y) of the 1937 Act. (?21 (" F& '9( 4.,Ifk) and 24 CFR §903.12(b), J ❑ Safety and Crinle Prevention (VA WA), A description of'. 1) Ally activities, services, or programs provided or offered by an agency, either directly or in partnership with other service providers, to child or adult victims of dorncsAic violence, dating violence, sexual assault, or stalking; 2) Any activities, services, or programs provided or offered by a PHA that helps child and adult victims of domestic violence, dating violence, sexual assault, or stalking, to obtain or rinaintain housin& and 3) Ally activifics, services, or programs provided or offered by a public housing agency to prevent domestic violence, dating violence, sexual assault, and stalking, or to enhance victim safety in assisted families. Q1, J El Pet Policy. Describe the PHA's policies and requirements pertaining to the ownership of pets in public housing. ( `jjc,`,fm!)t)_!_,K,)) ❑ Substantial Deviation, PHA must provide its criteria for determining a "substantial deviation" to its 5 -Year Plan. Q1_CVR 'L)Q ❑ SignifleantAmendmeitt/Mtadificatioii, 11flAmust provide its criteria for determining a "Significant Amendment or Modification" to its 5 -Year and Annim I Plan. Should the PHA fail to define 'significant ainendoicnifinodification', 11UD will consider the followhig to be 'siguifirant miendinents or irmclificaticins': a) changes to rent or adn'tissions policies ororganization of tine NvaRhig list; b) additions of non-ernergLncypublic housing CFP work iterns (iterns not included in the Current UP Annual Statement cii, CHI 5 -Year Action Plan); or c) any change with regard to demolition or tlislaositaearn, designation, homeownership progranis or conversion activities, See guidance on HUD's, vvcbsite at: )!iLitLkq-, J1. --5 (L4 - jL -EL �) Q If any boxes are marked "yes", describe the revision(s) to those element(s) in the space provided. PHAs must submit a Deconcentration Policy for Field Office review. For additional guidance on what a PHA must do to deconcentrate poverty in its development and comply with fair housing requirements, see 24 CFR 903. Page 4 of 5 form HUD -50075 -HP (12/2014) 13.2 New Activities. If the PHA intends to undertake any new activities related to these elements or discretionary policies in the current Fiscal Year, mark "yes" for those elements, and describe the activities to be undertaken in the space provided. If the PHA does not plan to undertake these activities, mark "no." El Hope VI. 1) A description of any housing (inclucfirq,,, Project nanw, number (if km.%vn) and unit count) for which the PHA will apply for I I(l)PE VI; and 2) A timetable for the submission of applications or proposals. The application and approval process f'or Hope VI is aseparate process. See guidance on HUD's website at: .... . .... . ...... Mixed Finance Modernization or Development. 1) A description of any housing (including name, project number (if known) and unit count) for which the PHA will apply for Mixed Finance Modernization or Development; and 2) A timetable for the submission of applications or proposals. The application and approval process for Mixed Finance Modernization or Development is a separate process. See guidance on HUD's website at: (I QW:v 1.1101-2NO-30) El Demolition and/or Disposition. Describe any public housing projects owned by the PHA and subject to ACCs (including name, project number and unit numbers [or addresses]), and the number of affected units along with their sizes and accessibility features) for which the PHA will apply or is currently pending for demolition or disposidw and (2) A tinicukhte for the demotifion or disposition, This statement must be subinittedto the extent thfu approvrd The applicittion and uapprcival process It.,wdeniolition mid/ordkposition is aseparate process. See N i itid � &Ciji, (LISTR K! WIA ill c� -A .-PIN _§q� ' , )) El Conversion of Public Housing. Describe any public housing building(s) (including project number and unit count) owned by the PHA that the PHA is required to convert or plans to voluntarily convert to tenant -based assistance; 2) An analysis of the projects or buildings required to be converted; and 3) A statement of the amount of assistance received to be used for rental assistance or other housing assistance in connection with such conversion. See guidance on HUD's website at: I (M -K, 7 J IR El Project -Based Vouchers. Describe any plans to use HCVs for new project -based vouchers. (24 (,JJ If using project -based vouchers, J provide the projected number of project -based units and general locations, and describe how project -basing would be consistent with the PHA Plan, El Other Capital Grant Programs (i.e., Capital Fund Community Facilities Grants or Emergency Safety and Security Grants). 133 Progress Report. For all Annual Plans following submission of the first Annual Plan, a PHA must include a brief statement of the PHA's progress in meeting the mission and goals described in the 5 -Year PHA Plan, BA Most Recent Fiscal Year Audit. If the results of the most recent fiscal year audit for the PHA included any findings, mark "yes" and describe those findings in the space provided. C. Other Document and/or Certification Requirements C.1 Certification Listing Policies and Programs that the PHA has Revised since Submission of its Last Annual Plan. Provide a certification that the following plan elements have been revised, provided to the RAB for comment before implementation, approved by the PHA board, and made available for review and inspection by the public. This requirement is satisfied by completing and Submitting form HUD -50077 SM -HP. C.2 Civil Rights Certification. Form HUD -50077 SM -HP, PHA Certifications of Compliance with the PHA Plans and Related Regulation, must be submitted by the PHA as an electronic attachment to the PHA Plan, This includes all certifications relating to Civil Rights and related regulations, A PHA will be considered in compliance with the AFFH Certification if: it can document that it examines its programs and proposed programs to identify any impediments to fair housing choice within those programs; addresses those impediments in a reasonable fashion in view of the resources available; works with the local jurisdiction to implement any of the jurisdiction's initiatives to affirmatively further fair housing; and assures that the annual plan is consistent with any applicable Consolidated Plan for its jurisdiction. QJ.k F t�§ C.3 Resident Advisory Board (RAB) comments. If the RAB provided comments to the annual plan, mark "yes," submit the comments as an attachment to the Plan and describe the analysis of the comments and the PHA's decision made on these recommendations. (144,) -'Ji § CA Certification by State or Local Officials. Form HUD -50077 -SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan, (2 D. Statement of Capital Improvements. PHAs that receive funding from the Capital Fund Program (CFP) must complete this section. D.1 Capital Improvements. In order to comply with this requirement, the PHA must reference the most recent HUD approved Capital Fund 5 Year Action Plan. PHAs can reference the form by including the following language in Section C. 8.0 of the PHA Plan Template: "See HUD Form 50075.2 approved by HUD on XX/XX/XXXX." . . . . ................ . . . . ...... ............ _ ........... ... . .. .. .. This Information collection Is authorized by Section 511 of the Quality Housing and Work Responsibility Act, which added anew section SA to the U.S. Housing Act of 1937, as amended, which Introduced the S -Year and Annual PHA Plan. The 5 -Year and Annual PHA Plans provide a ready source for Interested parties to locate basic PHA policies, rules, and requirements concerning the PHA's operations, programs, and services, and Informs HUD, families served by the PHA, and members of the public of the PHA's mission, goals and objectives for serving the needs of low- Income, very low- Income, and extremely low- Income families, Public reporting burcen for this Info rinotion collvdifin Is c-,AIrnared to average 1.6.64 hoim� ppr ro,,4ponse, Including, Oie time for reviewing InstriErtions, searching existing data sciurces, gather Eng and matntolnIng the data ta,,vdvd, and completing and reviewing ffiL ccjlhrction of Informatlom HUD may not collect Ills Inlormation, and respondents are not required to complete this form, unless It displays a currently valid OMB Control Number. Privacy Act Notice. The United Stakes Depailmvitt of Hou slIng and Urban Develupment is authoozed to solicit the information requested in this form by virtue offitle 12, U.S. Code, Settlo n 1701 et seq., awl regulations, pwuniiilgovvfl thereunder at Title 12. Code of 1 ^d(i a] Regulations. Rospimses to the collection of Information are required to obtain a benefit or to retain a benefit. The Information requested does riot lend Itself to confidentiality. Page 5 of 5 form HUD -50075 -HP (12/2014) o > C14 0. Z 10 po 1.0 9 0 dj lo-4 bJ) . . . ..... ... 4-4 0 00 t V- col on 12 c � U 6 -, VE tz 9- 0 El C) C� ry 0 C) .......... ... kwon U o Su P4 4o. 0 U 10 u bl) u Iga f M v) c8 z 'ooo dD 4 M cpal IT U u m �,D r- oo IuN :!2 I III I I I I I 75 o t 9 0 C; Z.h qd ....... . ..... . "-d . . . . . ........... . an . . ...... ............ o w � o az td 0 'L!, . ............ • ov 40 R, vu N "aa > 914 u 0 83 8:D �r4 CL = OM 9 co 1=1 Ad ld '"u I � > u I I I cq C,q p 0 8 r- V) > 0 N N5 QRZ® 0. Cl) .... . .. — — — — — — — 0 4-4 r0 U 0 (D 00 . ..... . . . .... 4-4 0 0 ch C6 0 u P4 u —84 0 4.4 o 0 o U 0 p- ar as r -L4 Z OP4 1014 Pd 4 u u as z . . ......... I I I I FNM 41 00 0 Cli by ........ .. bA bA t 44 0 411 CL ON 0 42 4) O 75 iol C) u u as I mMo tff 0 o V2 4-4 (D 00 78 o •............ UO bO 0 .0 w 0 0 4d) 0 IM3 NO aw cn 0 bi) 0 (U z ........... mMo tff Certification by State or Local Official of PHA Plans Consistency with the Consolidated Plan or State Consolidated Plan (All PHA s) U. S Department of Housing and Urban Development Office of Public and Indian Housing OMB No. 2577-0226 Expires 2/29/2016 Certification by State or Local Official of PHA Plans Consistency with the Consolidated Plan or State Consolidated Plan I Shannon YaLlcl zec the 1^xecti.tiv„e Director Official's Name Official's Title certify that the 5 -Year PHA Plan and/or Annual PHA Plan of the Baldwin....Park 1-lo��Auori e...m........... � �.,, PHA Name is consistent with the Consolidated Plan or State Consolidated Plan and the Analysis of Impediments (AI) to Fair Housing Choice of the Citv of Baldwin Park, Local Jurisdiction Na....�. me pursuant to 24 CFR Part 91. Provide a description of how the PHA Plan is consistent with the Consolidated Plan or State Consolidated Plan and the Al. City of Baldwin Park is dedicated to providing affordable housing and community development opportunities for low and moderate income persons and is committed to providing such services in accordance with Fair Housing Laws. I hereby certify that all the information stated herein, as well_.. accompaniment rate.. as any information provided m the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012 31 U.S.C. 3729, 3802) Name of Authorized Shannon Yauchzee 0 Executive Director Signature I Date Page 1 of 1 form HUD -50077 -SL (12/2014) Certifications of Compliance with P1A Plans and Related Regulations (Standard, Troubled, HCV -Only, and Huh PerMiw er PHAs) U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB No. 2577-0226 Expires 02/29/2016 PHA Certifications of Compliance with the PHA Plan and Related Regulations including Required Civil Rights Certifications Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioners, 1 approve the submission of the_ 5 -Year and/or X Annual PHA Plan for the PHA fiscal year beginning 2016, hereinafter referred to as" the Plan ", of which this document is a part and make the following certifications and agreements with the Department of Housing and Urban Development (HUD) in connection with the submission of the Plan and implementation thereof. - 1 . hereof 1. The Plan is consistent with the applicable comprehensive housing affordability strategy (or any plan incorporating such strategy) for the jurisdiction in which the PHA is located. 2. The Plan contains a certification by the appropriate State or local officials that the Plan is consistent with the applicable Consolidated Plan, which includes a certification that requires the preparation of an Analysis of Impediments to Fair Housing Choice, for the PHA's jurisdiction and a description of the manner in which the PHA Plan is consistent with the applicable Consolidated Plan. 3. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the PHA, consulted with this Resident Advisory Board or Boards in developing the Plan, including any changes or revisions to the policies and programs identified in the Plan before they were implemented, and considered the recommendations of the RAB (24 CFR 903.13). The PHA has included in the Plan submission a copy of the recommendations made by the Resident Advisory Board or Boards and a description of the manner in which the Plan addresses these recommendations. 4. The PHA made the proposed Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 5. The PHA certifies that it will carry out the Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990. 6. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identifying any impediments to fair housing choice within those programs, addressing those impediments in a reasonable fashion in view of the resources available and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further fair housing that require the PHA's involvement and by maintaining records reflecting these analyses and actions. 7. For PHA Plans that includes a policy for site based waiting lists: • The PHA regularly submits required data to HUD's 50058 PIC/IMS Module in an accurate, complete and timely manner (as specified in PIH Notice 2010-25); • The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; • Adoption of a site-based waiting list would not violate any court order or settlement agreement or be inconsistent with a pending complaint brought by HUD; • The PHA shall take reasonable measures to assure that such a waiting list is consistent with affirmatively furthering fair housing; • The PHA provides for review of its site-based waiting list policy to determine if it is consistent with civil rights laws and certifications, as specified in 24 CFR part 903.7(c)(1). 8. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of 1975. 9. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility by the Physically Handicapped. 10. The PHA will comply with the requirements of section 3 of the Housing and Urban Development Act of 1968, Employment Opportunities for Low -or Very -Low Income Persons, and with its implementing regulation at 24 CFR Part 135, 11. The PHA will comply with acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CFR Part 24 as applicable. Page 1 of 2 form HUD -50077 -ST -HCV -HP (12/2014) 12. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR 5.105(a). 13. The PHA will provide the responsible entity or HUD any documentation that the responsible entity or HUD needs to carry out its review under the National Environmental Policy Act and other related authorities in accordance with 24 CFR Part 58 or Part 50, respectively. 14. With respect to public housing the PHA will comply with Davis -Bacon or HUD determined wage rate requirements under Section 12 of the United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 15. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective audit to determine compliance with program requirements. 16. The PHA will comply with the Lead -Based Paint Poisoning Prevention Act, the Residential Lead -Based Paint Hazard Reduction Act of 1992, and 24 CFR Part 35. 17. The PHA will comply with the policies, guidelines, and requirements of OMB Circular No. A-87 (Cost Principles for State, Local and Indian Tribal Governments), 2 CFR Part 225, and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments). 18. The PHA will undertake only activities and programs covered by the Plan in a manner consistent with its Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its Plan. 19. All attachments to the Plan have been and will continue to be available at all times and all locations that the PHA Plan is available for public inspection. All required supporting documents have been made available for public inspection along with the Plan and additional requirements at the primary business office of the PHA and at all other times and locations identified by the PHA in its PHA Plan and will continue to be made available at least at the primary business office of the PHA. 22, The PHA certifies that it is in compliance with applicable Federal statutory and regulatory requirements, including the Declaration of Trust(s). Baldwin Park HousingAuthorit PHA Name X Annual PHA Plan for Fiscal Year 2018-19 5 -Year PHA Plan for Fiscal Years 20 -20 CA120 PHA Number/HA Code I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802), Name of Authorized Official Shannon Yauchzee Signature Title Executive Director to ..................................... . Page 2 of 2 form HUD -50077 -ST -HCV -HP (12/2014) VIOLENCE AGAINST WOMEN AND JUSTICE DEPARTMENT REAUTHORIZATION ACT OF 2005 (VAWA 2005) STATEMENT OF ACKNOWLEDGEMENT The Baldwin Park Housing Authority hereby acknowledges its responsibilities and requirements under VAWA 2005 and will ensure proper enforcement of VAWA and comply with all requirements that are incorporated into the Housing Choice Voucher HAP Contract and Tenancy Addendum. The Baldwin Park Housing Authority provides proper notification to property owners and program participants informing them of their rights and responsibilities as well as resources to families in need of assistance. The BPHA partners with the City of Baldwin Park public service program which provides resources to victims of domestic violence, sexual assault, date rape, anger management, and child and elder abuse. Agencies providing assistance include but are not limited to Project Sister, Police Department Domestic Violence Advocate, Santa Anita Family Service Center, Adult Protective Services and several local churches. Information is provided to tenants at all briefings and to property owners and again to tenants at time of new contracts. Counseling sessions, which include referrals is provided to the tenants once the BPHA becomes aware or suspects that there is a need for such assistance. 2013 REAUTHORIZATION OF THE VIOLENCE AGAINST WOMEN AND JUSTICE DEPARTMENT REAUTHORIZATION ACT (VAWA 2013) The Baldwin Park Housing Authority is preparing its Emergency Transfer Plan and all relevant notices to implement and comply with VAWA 2013. The Transfer Plan will be approved by the Housing Board by the May 15, 2017 compliance date. Attachment Resolution 2018-14 RESOLUTION NO. HA 2018-014 A RESOLUTION OF THE CITY OF BALDWIN PARK HOUSING AUTHORITY APPROVING AND ADOPTING THE PUBLIC HOUSING ANNUAL AGENCY PLAN FOR FY 2018-2019 WHEREAS, the Baldwin Park Housing Authority administers the Section 8 Housing Choice Voucher and Public Housing Programs with funds provided by the U.S. Department of Housing and Urban Development ("HUD"); and WHEREAS, the 2015-2019 Five Year Plan and FY 2018-2019 Annual PHA Plan describes in accordance with Section 511 of the Quality Housing and Work Responsibility Act (1998) the agency's long-range goals and objectives for achieving it's mission, the agency's approach to managing programs, and providing services for the upcoming five years. WHEREAS, the FY 2018-2019 Annual PHA Plan serves as the annual application for the Capital Fund Program grant to support improvements to it's public housing. WHEREAS, HUD regulations require Public Housing Authorities that receive funds to operate Federal Public Housing and Section 8 Tenant -Based assistance (vouchers) programs submit updated Annual PHA Plans on an annual basis. NOW, THEREFORE, the Baldwin Park Housing Authority does resolve as follows: SECTION 1. That the 2018-2019 Annual PHA Plan has been established in accordance with the Housing Quality and Work Responsibility Act and is current with HUD regulations. SECTION 2. That the Chairman and Secretary shall certify to the adoption of this resolution. APPROVED AND ADOPTED this 4t" day of April 2018. Manuel Lozano, Chairman ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ,ss CITY OF BALDWIN PARK ) I, W, Deputy City Clerk of the City of Baldwin Park do hereby certify that the above foregoing Resolution was duly passed and adopted by the Baldwin Park Housing Authority at a Special Meeting thereof, held on the 4th day of April 2018, by the following vote: AYES: NOES: ABSTAIN: ABSENT: Deputy City Clerk STAFF REPOR r T EJ� �r w�,,o RIEL'` � A�I.LEY t.,' I"@ FROM: DATE: ITEM NO. Honorable Mayor and City Councilmembers Rose Tam, Director of Finance April 4, 2018 SUBJECT: FY 2017-18 MID -YEAR BUDGET PRESENTATION 15 SUMMARY The purpose of this report is to provide City Council with the mid -year budget performance and a projection for the remaining fiscal year. FISCAL IMPACT Based on projections, General Fund revenue will increase by $1.76 million and expenditures will increase by $1.73 million. Thus, the General Fund revenue will exceed expenditures by $33,572. The Special Revenue Funds and Other Funds revenues will increase by $ 516,675 and expenditures will increase by $248,975. RECOMMENDATION It is recommended that the City Council 1) Review the mid -year analysis and approve the mid -year revenue and expenditure projections for fiscal year ending June 30, 2018; and 2) Authorize the Director of Finance to complete all necessary budget amendments and appropriations. LEGAL REVIEW None required. BACKGROUND A mid -year budget review is a tool that provides City Council and staff an opportunity to review the status of the current budget and determine if any mid -course adjustments are necessary. Additionally, the City's Fiscal Accountability Policy states that a mid -year budget review is to be prepared by staff and presented to the City Council. The mid -year budget report estimates the revenues, expenditures, and projected fund balances at June 30, 2018. Overview Since most of the City's operating services are provided through the General Fund, the focus of this report and the power point presentation will be on the General Fund. The General Fund represents about one-half of the City's budget and is composed of revenues that are not restricted or committed as to how they can be used. Based on the fiscal year's financial activities and trends ended January 31, 2018 the General Fund revenue is projected to exceed expenditures by $33,572. Revenues General Fund revenue is projected to increase by $1.76 million. The increases are mainly due to increase in property tax and pass-through by $289,906; rebates from Edison's LED conversion program in the amount of $292,340; zoning fees, planning and building plan check fees is expected to increase by $137,943. The City will also expect $225,000 increase in administrative fees, $750,000 in mitigation fees, and $55,393 in background check fees from the recent legalization of cannabis, which will create more new jobs to the City. FY 2017-18 Mid -Year Budget Presentation Page 2 Expenditures The General Fund expenditures are projected to increase by $1.73 million. The increase is primarily due to the renewal of employee MOUs in the amount of $732,900. The Flores v. City of San Gabriel increased overtime retro payments by $364,805. An increase of $169,141 is due to the reallocation of special revenue funds per SB 1 MOE matching requirement. Another minor increase of $7,920 is to fill the vacant Finance Clerk position and $14,508 to also fill the vacant part-time Department Assistant for the Community Development department. A request of a Building/Engineering Permit Technician position will add $6,630. The remaining projected increase of $430,733 mainly due to increase in legal fees, background checks and consultant services for the recent legalization of cannabis. Special Revenue Funds and Other Funds Most special funds and other funds are within their approved budgets. The City will expect additional revenue in the amount of $430,802 from the new SBI fund for road maintenance and rehabilitation projects and $85,873 from SBI loan repayment from the State. There is also an increase of $212,300 due to the renewal of employee MOUs in the amount of $732,900, and an increase of $$27,365 from the overtime retro payment, and $9,310 from filling the positions mentioned above. Conclusion The Executive Team and City staff will continue to monitor and control expenditures and strive to seek additional revenue to achieve balanced budget. We will continue to provide assistance to the City Council as we work together towards a better future for the Citizens and Business Owners of Baldwin Park. We would like to thank the members of the Executive Team and the Finance Department staff members who assisted with the preparation of this mid -year budget. We would also like to thank the Mayor and Members of the City Council for their efforts and continued time commitment to the budget process. ALTERNATIVES ATTACHMENT 1. General Fund Performance Overview 2. Projected Revenue 3. Projected Expenditures 4. Projected Fund Balance 3 L = r N L U cn a c LL c E U C ca c W >, .E E E O U `0 c LL c (D E Q O N m 7 LL a) i_ Qi U C O C N N O a) 12 L) L F- ai O Z Q C=)I > C- CMO " lc L d m O CO ! 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I CM (0 07 (\l O M d h- M M N I-- d U) r 606 t) m Cri C6 La T T Dj T M 1\ N Q C C Q 40 C d E � U W rL U) C = m O E C lU d 0 0 d N .a ®.. > a C ® ) t0 CLd _0 t0 O C W N C 0 (f (Z W _ C 0 E N C � O Q N 0 E E O Q 1-91—LL n. a� Z F - ti c N E U c0 W E E 0 U `0 c LL LL c a� E CL 0 a� ii N N U C O C N N O .o a� H 16 0 z zo City of BaIdwin Park Fiscal Year 2017-2018 Projected Fund Balance at Midyel TOTAL GENERAL, INTERNAL SERV., & SPECIAL FUNDS: $ 37,150,076 $ 48,539,848 $ 156,628 $ 44,561,642 $ 1,659,671 $ 39,625,239 Audited 2018 2018 2018 2018 Projected 34,582 100 Fund Balance Projected Projected Projected Projected Fund Balance Fund Fund 2S5 tian . . ............................... 06/30/2017 Revenues Transfers In Ex enditures Transfers Out 06/30/2018 General Fund: 0 7 635 BPFA/PM 2003 Tax Alloc 31,457 0 0 100 General Fund* 21,485,027 29,358,234 0 28,490,054 834,608 21,518,599 200 Future Development Fund" 6,292,592 1,029,868 0 1,039,304 0 6,283,156 210 Community Enhancement Fund" 368,032 360,400 $ 1,503,043 $ 0 0 734,432 Subtotal - General Fund $ 28,145,651 $ 30,754,502 $ - $ 29,529,358 $ 834,608 $ 28,536,187 Internal .................. Services Funds: -",- 401 Information and Support Services (346,796) 767,327 0 778,099 0 (357,568) 402 Fleet Services (513,022) 1,068,238 0 1,091,602 0 (536,386) 403 Internal Insurance (188,073) 2,834,849 0 2,840,749 0 (193,973) 404 Capital Equipment 169,352 0 0 -0 - 0 169,352 Subtotal - Internal Services Funds $ (878,539) $ 4,670,414 $ $ 4,710,450 $ $ (918,575) �jjqgja,l Restricted) Funds 205 Federal Asset Forfeiture 188,910 153,000 0 0 0 341,910 206 State Asset Forfeiture 302,843 3,600 0 0 0 306,443 207 Local Law Enforcement Block Grant 14,675 100 0 0 0 14,775 208 Law Enforcement Developmental Impact 3,438 220 Community Development Block Grant (150,432) 947,100 0 510,115 425,125 (138,572) 221 H.O.M.E. (Home Investment Partnership Program) 404,532 1,020,258 0 1,014,571 0 410,219 222 CAL Home 16,162 330 0 0 0 16,492 223 Economic Development Act Revolving Loan 518 0 0 0 0 518 230 AB 1693 Business Improvement Fees 191,877 125,600 0 181,782 0 135,695 231 Air Quality Management 306,645 97,900 0 5,000 0 399,545 234 Park Fees (Quimby Act) 1,295,211 301,800 0 0 0 1,597,011 235 General Plan Fees 1,018,371 113,200 0 103,148 0 1,028,423 236 Public Art Fees 344,483 95,000 0 0 0 439,483 240 Gasoline Tax 915,694 1,783,873 0 1,700,005 399,938 599,624 241 Surface Transportation Program (41,717) 1,200 0 0 0 (40,517) 242 Traffic Congestion Relief 240,171 10,000 0 0 0 250,171 243 Bicycle and Pedestrian Safety 103,567 50,665 0 0 0 154,232 244 Proposition A 443,313 1,584,545 0 1,688,479 0 339,378 245 Proposition C 3,145,100 1,158,990 0 822,573 0 3,481,517 246 AB939 Integrated Waste Management 130,551 319,700 0 319,290 0 130,961 247 Oil Recycling Grant 37,231 30,000 0 30,570 0 36,661 249 Storm Drains NPDS 38,139 90,100 0 95,000 0 33,239 250 Assessment District 377,124 12,430 0 0 0 389,554 251 Street Lighting and Landscape 4,991 1,788,000 0 1,546,692 0 246,299 252 Parks Maintenance Assessment District 0 717,086 55,562 782,109 0 (9,461) 253 Proposition A - Parks 0 64,360 76,376 146,062 0 (5,326) 254 Measure R Local Return 1,680,585 867,360 0 705,102 0 1,842,843 255 Measure M 0 931,039 0 409,117 0 521,922 256 SBI Road Repair & Accountability 0 430,802 0 530 0 430,272 260 Summer Lunch Program 0 0 24,690 24,690 0 0 270 Grants Fund (1,373,773) 80,000 0 30,000 0 (1,323,773) 271 Police Grants Fund 235,180 336,894 0 207,000 0 365,074 301 Building Reserve 9,575 0 0 0 0 9,575 Subtotal Special Funds $ 9,882,964 $ 13,114,932 $ 156,628 $ 10,321,834 825,063 12,007,627 TOTAL GENERAL, INTERNAL SERV., & SPECIAL FUNDS: $ 37,150,076 $ 48,539,848 $ 156,628 $ 44,561,642 $ 1,659,671 $ 39,625,239 601 Debt Service 34,582 100 425,125 425,124 0 34,683 610 COP Lease Payment 684,552 0 677,980 677,980 0 684,552 625 Gas Tax Debt Service 7 0 399,938 399,938 0 7 635 BPFA/PM 2003 Tax Alloc 31,457 0 0 0 0 31,457 637 BPI`A/CBD 1990 Refunding Loan 138 0 0 0 0 138 650 Pension Obligation Bond 1,982 1,894,492 0 t,894,492 0 1,882 Subtotal Financing Authority Funds 752','618 $ 1,894,592 $ 1,503,043 $ 3,397,534 $ - $ 752,719 Audited 2018 2018 2018 2018 Projected Fund Balance Projected Projected Projected Projected Fund Balance Fund Fund Descri tion ....26/30/2017 Revenues Transfers In Ex endituL5�s Transfers Out 06/30/2018 `,'ucccssor AZ 800 RDA Obligation Retirement I L14- I �11 mkml � 801 SG River Capital Prj 802 Puente/Merced Capital Prj 803 W Ramona Capital Prj 804 CntrI Business Dist Capital Prj 805 Delta Capital Prj 806 Sierra Vista Capital Prj Subtotal Capital Projects Debt Service 831 SG River Debt Sery 832 Puente/Merced Debt Sery 833 W Ramona Debt Sery 834 CntrI Business Dist Debt S 835 Delta Debt Sery 836 Sierra Vista Debt Sery 837 BP Merged 2000 Refinance 838 BP Merged 2000 Refinance `1 Subtotal Debt Service LOW/Mod I'lousing 890 Low/Mod Income Housing Subtotal Low/Mod Housing TOTAL SUCCESSOR AGENCY FUNDS: I lousing Audwill 901 Housing Voucher Choice 905 Public Housing 910 CIAP Subtotal Housing Authority Funds $ 50,119,625 $ 58,183,682 $ 1,670,671 $ 55,783,442 $ 1,670,671 $ 52,519,865 * The Projected General Fund Reserve Balance (doesn't include the Future Development and Community Enhancement Funds) at 6/30/2018 is $7,123,947, ** The Future Development Fund and Community Enhancement Fund were merged with the General Fund. However, these funds are committed for future / special projects pending City Council approval. •M= 296,363 0 0 0 0 296,363 (5,978) 0 0 0 0 (5,978) 81,136 0 0 0 0 81,136 (15,864) 0 0 0 0 (15,864) (2,171) 0 0 0 0 (2,171) 2,275,487 0 0 233,612 0 2,041,875 2,628,973 $ $ 233,612 $ $ 2,395,361 (647,466) 0 0 1,650 0 (649,116) 241,861 0 0 0 0 241,861 (248,704) 0 0 0 0 (248,704) (879,312) 0 0 0 0 (879,312) (149,397) 0 0 0 0 (149,397) 851,189 0 0 25,000 0 826,189 869,635 0 0 0 0 869,635 0 2,,595,414 0 1,945,864 0 649,550 $ 37,806 $ 2,595,414 $ $ 1,972,514 $ 660,706 $ 8,802,671 $ $ $ 421,979 $ $ 8,380,692 8,802,671 0 0 421,979 0 8,380,692 --g-1 1,469,450 $ 2,595,414 $ $ 2,628,105 $ 11,436,759 299,698 5,110,253 0 5,144,700 0 265,251 447,783 32,575 11,000 51,461 0 439,897 0 11,000 0 0 11,000 0 747,481 $ 5,153,828 $ 11,000 $ 5,196,161 $ 11,000 $ 705,148 $ 50,119,625 $ 58,183,682 $ 1,670,671 $ 55,783,442 $ 1,670,671 $ 52,519,865 * The Projected General Fund Reserve Balance (doesn't include the Future Development and Community Enhancement Funds) at 6/30/2018 is $7,123,947, ** The Future Development Fund and Community Enhancement Fund were merged with the General Fund. However, these funds are committed for future / special projects pending City Council approval. •M=