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Home My WebLink About2020 06 03 staff reportNOTICE AND CALL OF A SPECIAL MEETING OF THE CITY COUNCIL TO THE MEMBERS OF THE AFOREMENTIONED AGENCIES AND THE CITY CLERK OF THE CITY OF BALDWIN PARK NOTICE IS HEREBY GIVEN that a Special Meeting is hereby called to be held on WEDNESDAY, June 3, 2020 at 5:00 PM. virtually. Said Special Meeting shall be for the purpose of conducting business in accordance with the attached Agenda. NO OTHER BUSINESS WILL BE DISCUSSED Dated: May 28, 2020. Manuel Lozano Mayor AFFIDAVIT OF POSTING I, Lourdes Morales, Chief Deputy City Clerk of the City of Baldwin Park hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 24 hours prior to the meeting of June 3, 2020. Lourdes Morales, Chief Deputy City Clerk AGENDA BALDWIN PARK CITY COUNCIL SPECIAL VIRTUAL MEETING JUNE 39 2020 5:00 PM THE COUNCIL CHAMBERS ARE CLOSED TO THE PUBLIC IN ACCORDANCE WITH HEALTH OFFICIALS RECOMMENDATIONS In accordance with the Governor's Declarations of Emergency for the State of California (executive Orders N-25-20 and N-29-20) and the Governor's Stay at Home Order (Executive Order N-33-20), the Baldwin Park City Council Meetings are being conducted via teleconference to limit in-person attendance. Audio Streaming will be available at: https://www.youtube.com/Channe//UCFLZO dDFRiy59rhiDZ13Fp/featured?view as=subscriber http://baldwinpark.granicus.com/ViewPub/isher.php?view id=10 HUB OF 9 . 11 THE SAN GABRIEL `10 �,;'V A. L E Y,�0, t" . 0 a��D JANUP Manuel Lozano - Mayor Paul C. Hernandez - Mayor Pro Tem Alejandra Avila - Council Member Monica Garcia - Council Member Ricardo Pacheco - Council Member PLEASE TURN OFF CELL PHONES AND PAGERS WH/LE MEET/NG /S /N PROCESS POR FA VOR DE APACAR SUS TEL EFONOS CEL ULA RES Y BEEPERS DURA NTE 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, para agenda on any matter posted on the agenda or hablar sobre cualquier asunto publicado en la agenda o on any other matter within its jurisdiction. If you cualquier tema que este bajo su jurisdiccion. Si usted wish to address the City Council or any of its desea la oportunidad de dirigirse al Concilio o alguna de Agencies, you may do so during the PUBLIC sus Agencias, podra hacerlo durante el periodo de COMMUNICATIONS you may email your Comentarlos del Publico (Public Communications); comments to City Clerk Jean M. Ayala at mande por correo electr6nico su cumentario a la' iaala bal winpark.com. Comments will be read Secretaria Municipal Jean M Ayala al by the City Clerk during the Meeting. ja ala baldwinDaark.com. 'Los comentarios seran leidos por la'+ Secretaria Municipal durante la Junta. CITY COUNCIL SPECIAL MEETING – 5:00 P.M. CALL TO ORDER ROLL CALL: Council Members: Alejandra Avila, Monica Garcia Ricardo Pacheco, Mayor Pro Tem Paul C. Hernandez, and Mayor Manuel Lozano PUBLIC COMMUNICATIONS You may email your comments to City Clerk Jean M. Ayala at iayala@baldwinpark.com before 5:10 PM. Comments will be read by the City Clerk during the Meeting. OPEN SESSION/STUDY SESSION • FY 2020-21 Budget Presentation by Rose Tam, Finance Director RECESS TO CLOSED SESSION 1. Conference with Labor Negotiators Pursuant to Government Code Section 54957.6: Agency Designated Representative: Rebecca T. Green, Richards Watson Gershon, Shannon Yauchzee, Chief Executive Officer, and Laura Thomas, Human Resources/Risk Manager Employee Organizations: Baldwin Park City Employees Association (CEA) Baldwin Park Classified Confidential Employees Association (CCEA) Baldwin Park Classified Management Employees Association (CMEA) Baldwin Park Police Management Employees Association (PMEA) Baldwin Park Police Association (POA) Service Employee International Union (SEIU) 2. Conference With Legal Counsel—Existing Litigation Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: Todd McAvoy v. City of Baldwin Park WC Claim No. 18-136640 Case Name: Mark Harvey v. City of Baldwin Park WC Claim No. 16-126149 & 14-119784 Case Name: Ehlers v. City of Baldwin Park Case No. 2 -19 -CV -09864 -CAS 3. Real Property Negotiations Pursuant to Government Code §54956.8: A. Property: 4150 Puente Avenue (CAN 17-06) Negotiating Parties: City of Baldwin Park and Shaun Bershatski, RUKLI, Inc. B. Property: 13111 Spring Street & 428 Cloverleaf Drive (CAN 17-07) Negotiating Parties: City of Baldwin Park and Ming Hong Huang, 428 Cloverleaf, LLC. C. Property: 5117 Calmview Avenue (CAN 17-08) Negotiating Parties: City of Baldwin Park and Victor Chevez and Helen Chau, Casa Verde Group D. Property: 13467 Dalewood Street (CAN 17-09) Negotiating Parties: City of Baldwin Park and Darrin Oganesian and Ryan Oganesian, RD Baldwin Park E. Property: 14837 & 14841 Ramona Boulevard (CAN 17-10) Negotiating Parties: City of Baldwin Park and Phil Reyes, and Alexis Reyes, Organic Management Solutions, LLC. F. Property: 5148 Bleecker Street (CAN 17-12) Negotiating Parties: City of Baldwin Park and Sergio Torres, Enrique Vega and Moses Acosta, Medical Grade Farms BP G. Property: 15023 Ramona Boulevard (CAN 17-13) Negotiating Parties: City of Baldwin Park and Shaun Szameit, Joshua Pierce and Kevin Huebner, Kultiv8 Group, LLC. H. Property: 4621 Littlejohn Street (CAN 17-15) Negotiating Parties: City of Baldwin Park and Teresa Tsai, GSC Capital Group I. Property: 5157 Azusa Canyon Road (CAN 17-17) Negotiating Parties: City of Baldwin Park and Mike Sandoval and Ed Barraza, Elite Green Cultivators J. Property: 5175 Commerce Drive (CAN 17-18) Negotiating Parties: City of Baldwin Park and Linda Thong, Pacific Cultivation, LLC. K. Property: 13450 Brooks Drive, Unit A & C (CAN 17-27) Negotiating Parties: City of Baldwin Park and Jonathan Yuan Kai Lee, Jefferson Liou, and Jerrell Austin Shepp, Cloud Control, Inc. L. Property: 4802 Littlejohn Street (CAN 17-28) Negotiating Parties: City of Baldwin Park and Marco Perez and Ren Yoneyama, VRD, Inc. M. Property: 13460 Brooks Drive (CAN 17-31) Negotiating Parties: City of Baldwin Park and Sigrid Lopez and Artem Karapetyan, Green Health Industries, LLC. N. Property: 1529 Virginia Avenue (CAN 18-01) Negotiating Parties: City of Baldwin Park and Erik Intermill, Esource LLC O. Property: 5018 Lante Street Negotiating Parties: City of Baldwin Park and Distinct Indulgence (Corporate Name Change Memo) P. Property: 14551 Joanbridge Street (CAN 17-02) Negotiating Parties: City of Baldwin Park and Baldwin Park Tale Corp. 4. 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): Two (2) RECONVENE IN OPEN SESSION REPORT FROM CLOSED SESSION ADJOURNMENT CERTIFICATION I, Lourdes Morales, Chief Deputy City Clerk of the City of Baldwin Park hereby that, certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 24 hours prior to the meeting of June 3, 2020. Cou&rdes Morales Chief Deputy City Clerk For further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or e- mail Imorales(a)baldwinpark. com. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE Il) i : 1 0 iffm JUNE 35 2020 7:00 PM In accordance with the Governor's Declarations of Emergency for the State of California (executive Orders N-25-20 and N-29-20) and the Governor's Stay at Home Order (Executive Order N-33-20), the Baldwin Park City Council Meetings are being conducted via teleconference to limit in-person attendance. Audio Streaming will be available at: https://www.youtube.com/channeVUCFLZO dQFRiy59rhiQZ13Eg1feqtured?view as=subscriber http,/Zbaldwinpark.granicus.com/ViewPublisher.phn?view id=10 ManuelLozano Paul C. Hernandez Alejandra Avila Monica Garcia Ricardo Pacheco Mayor Mayor Pro Tem Council Member Council Member Council Member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROCESS POR FAVOR DEAPAGAR SUS TELEFONOS CELULARES Y BEEPERS DURANTELA 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 you may email your comments to City Clerk Jean M. Ayala at iavalaabaidwinpark.com. Comments will be read by the City Clerk during the Meeting. COMENTARIOS DEL PUBLICO Se invita al p6blico a dirigirse al Concitio o cualquiera otra de sus Agencias nombradas en esta agenda, para hablar sobre cualquier asunto publicado en la agenda o cualquier tema que este bajo su jurisdicci6n. Si usted desea la oportunidad de dirigirse al Concilio o a1guna de sus Agencias, podr6 hacerlo durante e/ periodo de Comentarios del ftblico (Public Communications) mande por correo electr6nico su comentario a la Secretaria Municipal Jean M. Ayala al iavalabaldwiwarkxom. Los comentarios ser6n leidos por la Secretaria Municipal durante la Junta. CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL CITY COUNCIL REGULAR MEETING — 7:00 PM Council Members: Alejandra Avila, Monica Garcia, Ricardo Pacheco, Mayor Pro Tem Paul C. Hernandez and Mayor Manuel Lozano REPORT FROM CLOSED SESSION ANNOUNCEMENTS PROCLAMATIONS, COMMENDATIONS & PRESENTATIONS • Domestic Violence Presentation Presented by the Baldwin Park Police Department - Chief of Police Steven McLean • Baldwin Park Military Patch - Honoring the Men and Women of the Military Presented by the Baldwin Park Police Department PUBLIC COMMUNICATIONS You may email your comments to City Clerk Jean M. Ayala at jayala@baldwinpark.com before 7:15 PM. Comments will be read by the City Clerk during the Meeting. 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. City of Baldwin Park's Warrants and Demands Staff recommends that the City Council ratify the attached Warrants and Demands Register. 2. Meeting Minutes Staff recommends that the City Council receive and file the following Meeting Minutes: A. Meeting Minutes of the Special City Council Meeting held on May 6, 2020. B. Meeting Minutes of the Regular City Council Meeting held on May 6, 2020. C. Meeting Minutes of the Special City Council Meeting held on May 20, 2020. 3. Claim Rejection Staff recommends that Council reject the following claims and direct staff to send the appropriate notice of rejection to claimant(s): Sedgwick CMS (Denise Trosien) Claimant alleges Bodily Injury City Council Agenda Page 2 4. Accounting Related Policies and Procedures and the Fraud, Waste and Abuse Policy Staff recommends that the City Council review and approve the following accounting policies and procedures and City of Baldwin Park's fraud policy as follows: 1. Disbursement Policy and Procedures 2. Credit Card Policy and Procedures 3. Bank Reconciliation Policy and Procedures 4. ACH and Wire Transfer Policy and Procedures 5. Monthly and Annual Closing Procedures and Check List 6. Construction In Progress Policy and Procedures 7. The Fraud, Waste & Abuse Policy containing policy scope, definitions, violations, reporting procedures and employee acknowledgement form. 5. Approve Resolution No. 2020-022 and Resolution No. 2020-024 to Deny an Industrial Disability Retirement (IDR) Claim for Joseph P. Meister and Delegate Authority to the Chief Executive Officer or his/her Designee Staff recommends that the City Council approve Resolution No. 2020-022 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DENYING AN INDUSTRIAL DISABILTY RETIREMENT FOR JOSEPH P. MEISTER IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS AND DELEGATING AUTHORITY TO THE CHIEF EXECUTIVE OFFICER OR HIS/HER DESIGNEE"; and approve Resolution No. 2020-024 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DENYING AN INDUSTRIAL DISABILTY RETIREMENT FOR JOSEPH P. MEISTER IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS". 6. Approval of a Contract with Rangwala Associates to Provide Consulting Services to Update the Downtown TOD Specific Plan and Related Documents Staff recommends that the City Council take the following actions: 1. Award a contract to Rangwala Associates (Consultant) to update the Downtown TOD Specific Plan (Plan), amend appropriate sections of the General Plan and Zoning Ordinance and adoption of an EIR Amendment; and 2. Authorize the Chief Executive officer, or designee, to execute the attached agreement with Rangwala Associates to provide consulting services in an amount not to exceed $328,005; and 3. Authorize the Director of Finance to appropriate $42,805 from Fund No.235-General Plan Fees. City Council Agenda Page 3 PUBLIC HEARING 7. A Request to the City Council from Planning Commission on an Amendment to City of Baldwin Park Municipal Code Chapter 153.150 (Off -Street Parking and Loading Regulation), Section: 153.150.050 (Parking Development Dimensions and Locations). Pursuant to Section 153.210 Part 15 of the City's Municipal Code (Location: Citywide; Applicant: City of Baldwin Park; Case Number: AZC-20-01) Staff recommends that the City hold a Public Hearing and Introduce for first reading, by title only, Ordinance 1453, entitled "AN ORDINANCE OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 153.150, SECTION 153.150.050, OF THE CITY'S MUNICIPAL CODE RELATING TO PARKING DEVELOPMENT DIMENSIONS AND LOCATIONS". 8. A Resolution of the City Council of the City of Baldwin Park Confirming the Advisory Committee's Report and Levying the Assessment in the Baldwin Park Citywide Business Improvement District for Fiscal Year 2020-21 Staff recommends that the City Council: 1. Approve the FY 2020-21 BIT budget allocation; and 2. Approve Resolution No. 2020-023, entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CONFIRMING THE ADVISORY COMMITTEE'S REPORT AND LEVYING THE ASSESSMENT IN THE BALDWIN PARK CITYWIDE BUSINESS IMPROVEMENT DISTRICT FOR FISCAL YEAR 2020-2021 ". CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS Request by Mayor Manuel Lozano for discussion and consideration: Discussion and deliberation on canceling the fireworks stands this year due to COVID19 and provide direction to City Staff. ADJOURNMENT CERTIFICATION I, Lourdes Morales, Chief Deputy City Clerk of the City of Baldwin Park hereby certify that, under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 28th day of May, 2020. 4az f4 Lourdes Morales, Chief Deputy City Clerk For further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or via e -mai at Imorales@baldwinpark.com. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE II) City Council Agenda Page 4 ITEM NO. 1 TO: Honorable Mayor and Members of the City Council FROM: Rose Tam, Director of Finance DATE: June 3, 2020 SUBJECT: City of Baldwin Park's Warrants and Demands SI IMMARY Attached is the Warrants and Demands Register for the City of Baldwin Park to be ratified by the City Council. RECOMMENDATION Staff recommends that the City Council ratify the attached Warrants and Demands Register. FISCAL IMPACT The payroll for the last period was $ 963,465.99 and the attached General Warrants Register was $1,677,216.09 for a total amount of $ 2,640,682.08. 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: 1. The last payroll of the City of Baldwin Park consists of check numbers 200884 to 200909. Additionally, Automated Clearing House (ACH) Payroll deposits were made on behalf of City Employees from control number 21196 to 21699 for the period of April 19, 2020 through May 16, 2020, inclusive; these are presented and hereby ratified in the amount of $ 963,465.99. 2. General Warrants, with the bank drafts in the amount of $ 659,650.45 and checks from 228758 to 229189 in the amount of $1,017,565.64 for the period of April 28, 2020 to May 21, 2020, inclusive; in the total amount of $1,677,216.09 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. LEGAL REVIEW Not Applicable ATTACHMENT 1. Check Register Description (Item) PROFESSIONAL SERVICES RENTAL FEES OF ITELIUM TANKS RENTAL FEES OF HELIUM TANKS FIRST AMICPR/AED CERTIFICATES FIRST AIDICPR/AED CERTIFICATES FIRST ATDICPR/AED CERTIFICATES FIRST AIDICPR/AED CERTIFICATES REFUND POk SPRING DAY CAMP Itc.' GI87RATION MAINTENANCE AND REPAIRS MAINTENANCE AND REPAIRS, REFUND FOR BASIC PROGRAM REGISTRATION UNIFORM SERVICES UNIFORM SERVICES UNIFORM SERVICES UNIFORM SERVICES PLAN CHECK COMMENT FORM PHONE AND INTERNET CHARQES PHONE & INTERNET CHARGE FRAME RELAY CIRCUIT SERVICE FOR MOBILE DATA COMPUTERS IN PATROL MAINTENANCE OF FIRE ALARM MAINTENANCE OF FIRE ALARM PPE EOUIPMENT/SUPYLiES RANQE FEES FOR SWAT RANCE WSPOSABLES/SANTI CLOTHS STRONGER TOGETHER STICKERS THERMOMETER SOFA BED FOR CHIEFS OFFICE FLYERS SPIT SOCK HOOD EQUIPMENT FOR E.O.0 TEAM FLASHLIGHTS FOR PATROL TMRMOMETFRS BATTERIES INTERNANTI0NAT.. TRANSACATION FEE KN95 MASKS POR DEPARTMIiNT HARD DRIVE BAND SANTTIZF,R PART REPLACEMENT U'F N RRUPTED POWER SUPPLY SCANNERS FOR RECORES & ADMIN HARD DRIVES TRAINING YOR LT HOFFORD SUPERVISORS TRAINING COURSE TRAININCr FOR EVIDENCE TRCHINNICIAN HUERTA TRAINING FOR OFFICER CAMACHO TRAINING FOR OFFICERS REPLENISH TOLL ROAD ACCOUNT PEACE OFFICER TABS FOR BACKGROUND PACKETS CITY ATTORNEY WEBINAR TRAEMO FOR OFFICER RODAS CREDIT LEASE PAYMEN'T'S FOR 2 CANON M6555 COPIERS RTrFTTIdi1'F0RAASTrPRnGyRAMREGISTRATION MARgMANCF FOR CANON COPIERS COVW-19 FIELD SIGNS REPAIRS MADE TO GATE AT CITY YARD Check Register B'y (None) Payment Dates 0411 M20 - 05,i711z020- Ac¢ouat Number 100-40-450-51100-00000 100.60-610-53100-00000 100.60-630-53100.00000 100.60.630-53100-00000 100.60-660-53100.00000 100-60-070-531 Q0-15100 100-60.680-53100.00000 100-60-000-42602-00000 100-60-620-5337100000 252-60-62043371.00000 100.60-000-02602.00000 100.60-020-53371-00000 100.60-620-53371-00000 252-60-620-53371-00000 252-6M20-53371.00000 23540440-51101-00000 100.30-310-51100.00000 IM30-310-SIIQO-00000 100-30-340-53403-00000 100-30-310-53403-00000 245-60-620-53371.00000 100-60-620-53371-00000 100-25-299-53370-17050 100-30-310-51100-00000 100-25-299-5337¢17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25.299-53370-17050 100.25-299-53370-17050 10025-299-53370-17050 100-25-299-5337Q-17050 100-25-299-53370-17050 100.25-299-53370-17050 10025-299-53370-17050 100-30010-51100-00000 100-30-360-53100-0000t) 100-30-370-5310"0000 100-30-370-53100-00000 501-30-000-22410-00000 501.30.000-2241000000 501-30-000-22410-00000 501-38000- 2410-00000 50130-000-22410-00000 501-30-000-22410-00000 501-30-000-2-1410-00000 501-30-000-22410-00000 501-30-000 22410-00000 100.25-299.53370-17050 401-10-141-58140-11504 100 � fl-S!f 10.42 �S D9.-0 E10 AO 401-I 0-141-53371-11504 100.25-299.53370-17050 100-60-620.53371-00000 Amount., 93$,53 21.76 21.77 I S7, 50 197.50 187,50 157.50 )50.00 374.90 374.90 60.00 23.52 23.52 33.52 33.52 937.50 50.45 1412,03 453,75 866.91 90.00 90.00 77850,50 100.00 135,78 195,SS 258.80 3$3,24 395.84 450.00 700.67 1031.86 134.66 49.24 4.82 160.50 175.16 1422.03 219.00 577.53 2562.15 254.64 126.00 409.98 395.00 315.00 235.00 45.00 95.91 125.00 315.00 -2S 8.80 404.05 11000 168.63 735.84 32S,00 City of Baldwin Park, CA PaymeotNumber PaymeFatDAto VenderN2me 228758 04129/2020 ADVANCED INFRASTRUCTURE MANAGEMENT INC 225759 04129/,2020 AIROAS WEST 223759 04/29/2020 AIRGAS WEST 225760 04/29/2020 AMERICAN RED CROSS 228760 04129/2020 AMERICAN RED CROSS 228760 04/29/3020 AMERICAN RED CROSS 225760 04(29/3020 AMERICAN RED CROSS 228761 04/29/2020 ANNABELGONZALM 228762 04n.9/2020 APLC CCTV 328762 04/29/2020 APEC CCTV 228763 04/29/2020 AItACELI BMANDF.Z-PULMO 225764 04/291?020 ARAMARK UNIFORM SERVICES 228764 04/29/2020 ARAMARK UNIFORM SERVICES 228764 04/29/2020 ARAMARK UNIFORM SERVICES 228764 04/29h020 ARAMARK UNIFORM SERVICES 22S765 04/39/2020 ARCICI /RRA INC 225766 04/29/2020 AT&T 225767 04/29/3020 AT&T 28768 04/29/2020 AT&T MOBILITY 228768 04/29/2020 AT&T MOBILITY 228769 04/29/2020 A -TECH SYSTEMS 228769 04/29/2020 A -TECH SYSTEMS 228770 04/29/2070 BRETT WORKMAN 228771 04129/2020 BURRO CANYON 228772 04129/2020 BUSINESS CARD 229772 0412912020 BUSINESS CARD 2-13772 04/2913020 BUSINESS CARD 278772 04129/2020 BUSINESS CARD 228772 04129/2020 BUSINESS CARD 223772 04/29/2020 BUSINESS CARD 22$772 04/2912020 BUSINESS CARD 228772 04/29/2020 BUSINESS CART) 228772 04/29/2020 BUSINESS CARD 223772 04/29/?020 BUSINESS CARD 228772 04129/2020 BUSINESS CARD 228772 04/29/2020 BUSINESS CARD 228772 04/29x020 BUSINESS CARD 223772 04/29/2020 BUSINPSS CARD 228772 04/29/3020 BUSIN13S5 CARD 228772 04/29/2020 BUSINESS CARD 723772 04/29/2020 BUSINESS CARD 228772 04/29/2020 BUSINESS CARD 228772 04/29/2020 BUSINESS CARD 228772 04/29/2020 BUSINESS CARD 228772 04/39/3020 BUSINESS CARD 228772 04/29/2020 BUSINESS CARD 228772 04/2912020 BUSINESS CART] 223772 04!29/2020 BUSINESS CARD 228772 0409/2020 8USINESS CARD 228772 0402912020 BUSINESS CARD 223772 04/39/2020 BUSINESS CARD 228772 04/29/2020 BUSINESS CARD 228773 04/29/2020 CANON FINANCIAL SERVICES 7.28774 04/7.9/7.1120 (.APOT, FTITYNN 225775 04/29!2020 CELL BUSR4WS EOUIPMENT 228776 04/2.9/2020 CWCAS ESCOBAR 22$777 04129/2020 COMMERCIAL DOOR. OF ANAHEIM )NC Description (Item) PROFESSIONAL SERVICES RENTAL FEES OF ITELIUM TANKS RENTAL FEES OF HELIUM TANKS FIRST AMICPR/AED CERTIFICATES FIRST AIDICPR/AED CERTIFICATES FIRST ATDICPR/AED CERTIFICATES FIRST AIDICPR/AED CERTIFICATES REFUND POk SPRING DAY CAMP Itc.' GI87RATION MAINTENANCE AND REPAIRS MAINTENANCE AND REPAIRS, REFUND FOR BASIC PROGRAM REGISTRATION UNIFORM SERVICES UNIFORM SERVICES UNIFORM SERVICES UNIFORM SERVICES PLAN CHECK COMMENT FORM PHONE AND INTERNET CHARQES PHONE & INTERNET CHARGE FRAME RELAY CIRCUIT SERVICE FOR MOBILE DATA COMPUTERS IN PATROL MAINTENANCE OF FIRE ALARM MAINTENANCE OF FIRE ALARM PPE EOUIPMENT/SUPYLiES RANQE FEES FOR SWAT RANCE WSPOSABLES/SANTI CLOTHS STRONGER TOGETHER STICKERS THERMOMETER SOFA BED FOR CHIEFS OFFICE FLYERS SPIT SOCK HOOD EQUIPMENT FOR E.O.0 TEAM FLASHLIGHTS FOR PATROL TMRMOMETFRS BATTERIES INTERNANTI0NAT.. TRANSACATION FEE KN95 MASKS POR DEPARTMIiNT HARD DRIVE BAND SANTTIZF,R PART REPLACEMENT U'F N RRUPTED POWER SUPPLY SCANNERS FOR RECORES & ADMIN HARD DRIVES TRAINING YOR LT HOFFORD SUPERVISORS TRAINING COURSE TRAININCr FOR EVIDENCE TRCHINNICIAN HUERTA TRAINING FOR OFFICER CAMACHO TRAINING FOR OFFICERS REPLENISH TOLL ROAD ACCOUNT PEACE OFFICER TABS FOR BACKGROUND PACKETS CITY ATTORNEY WEBINAR TRAEMO FOR OFFICER RODAS CREDIT LEASE PAYMEN'T'S FOR 2 CANON M6555 COPIERS RTrFTTIdi1'F0RAASTrPRnGyRAMREGISTRATION MARgMANCF FOR CANON COPIERS COVW-19 FIELD SIGNS REPAIRS MADE TO GATE AT CITY YARD Check Register B'y (None) Payment Dates 0411 M20 - 05,i711z020- Ac¢ouat Number 100-40-450-51100-00000 100.60-610-53100-00000 100.60-630-53100.00000 100.60.630-53100-00000 100.60-660-53100.00000 100-60-070-531 Q0-15100 100-60.680-53100.00000 100-60-000-42602-00000 100-60-620-5337100000 252-60-62043371.00000 100.60-000-02602.00000 100.60-020-53371-00000 100.60-620-53371-00000 252-60-620-53371-00000 252-6M20-53371.00000 23540440-51101-00000 100.30-310-51100.00000 IM30-310-SIIQO-00000 100-30-340-53403-00000 100-30-310-53403-00000 245-60-620-53371.00000 100-60-620-53371-00000 100-25-299-53370-17050 100-30-310-51100-00000 100-25-299-5337¢17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25.299-53370-17050 100.25-299-53370-17050 10025-299-53370-17050 100-25-299-5337Q-17050 100-25-299-53370-17050 100.25-299-53370-17050 10025-299-53370-17050 100-30010-51100-00000 100-30-360-53100-0000t) 100-30-370-5310"0000 100-30-370-53100-00000 501-30-000-22410-00000 501.30.000-2241000000 501-30-000-22410-00000 501-38000- 2410-00000 50130-000-22410-00000 501-30-000-22410-00000 501-30-000-2-1410-00000 501-30-000-22410-00000 501-30-000 22410-00000 100.25-299.53370-17050 401-10-141-58140-11504 100 � fl-S!f 10.42 �S D9.-0 E10 AO 401-I 0-141-53371-11504 100.25-299.53370-17050 100-60-620.53371-00000 Amount., 93$,53 21.76 21.77 I S7, 50 197.50 187,50 157.50 )50.00 374.90 374.90 60.00 23.52 23.52 33.52 33.52 937.50 50.45 1412,03 453,75 866.91 90.00 90.00 77850,50 100.00 135,78 195,SS 258.80 3$3,24 395.84 450.00 700.67 1031.86 134.66 49.24 4.82 160.50 175.16 1422.03 219.00 577.53 2562.15 254.64 126.00 409.98 395.00 315.00 235.00 45.00 95.91 125.00 315.00 -2S 8.80 404.05 11000 168.63 735.84 32S,00 Payment Number Payment pate Vendor Nemo Description (Itein) Account Number ARnount 228778 04129/2020 CYNTIEA FLOW REFUND FOR BASIC PROGRAM REGISI ATION 100-60.000-426('2-00000 120.00 228779 04/29/3020 DANIEL ARELL.ANO REFUND FOR BASIC PROGRAM REGISTRATION 100-60.000-42602-00000 180,00 225780 04/29/3020 DENAE WILCOX RkFCINII FOR BASIC PROGRAM RBGIST .ATION 100-60-000112602-00000 60.00- 228781 04129/2020 DORA LUGO PURCHASE OF VERIZON JETPACK 501-60-000-22327-00000 60.00 2287S2 04/29/2020 DOROTHY J. ROBLEDO REFUND FOR BASIC PROGRAM 100.60.00042602-00000 60.00 228783 04029!2020 ECORP CONSULTING INC CEOA RELATED SERVICES FOR PROPOSED 10040.000.22338-14132 330.00 228784 04129120.20 ELIA I, GUEVARA REFUND FOR BASIC PROGRAM 100-60-000142602-00000 120,00' 228785 04"_90020 ELIZAB);T1I SANCBM REFUND FOR BASIC PROGRAM REGISTRATION 100.60.000-42602-00000 15N.00 228786 04029/3020 ERIK ZARATE REFUND FOR BASIC PROGRAM RECISTR.ATION 100-60-000-42602-00000 60.00 223757 04/29/2020 ERIKA M'UNOZ REFUND FOR BASIC PROGRAM REGISTRATION 100-60.000-42603-00000 225,00 228758 04/29/2020 EVELYN BOLDEN REFUND FOR BASIC PROGRAM REGISTRATION 100$0-000-42602.00000 60.00 225789 04/29/2020 L'EDEX OFFICE DPLIVERY BACKGROUND PACKET 100-30-360-53100-00000 20.93 22$789 04/29/2020 FEDEX OFFICE DELIVERY BACKGROUND PACKET 100-30-360-53100-00000 31.32 225790 04129!"020 FRONTIER COMMUNICATIONS FRONTIER CIJARGES 100-30-310-53403-00000 122.19 223791 04129!2020 GLADYS PEM REFUND FOR BASIC PROGRAM REGISTRATION 100-60-000112602-00000 120,00 228792 04/2903020 GRACE PHUNG REFUND FOR BASIC PROGRAM REGISTRATION 100-60000112602-00000 130.00 228793 0409/2020 GRAINGER-INC. PROTECTIVECOVGRJNGS 901-40-410-53100-14310 61.04 228793 0402902020 GRAINGER, INC. MATERIALS & SUPPLIES FOR BUMING MAINTENANCE 100-60.620-53100-00000 38.06 328793 04029/2020 GRAINGER- INC. MATERLA7 S & SUPPLIES 100-60-620-53100-00000 62.65 225793 040M9r>020 GRAINGER. INC. MATERIALS & SUPPLIES 252-60-620-33100-00000 62.65 228794 04/29/3020 INDEPENDENT CRIES ASSOCIATION CITY OF BALDWIN PARKMEMB3MSIiTP 100-25-299-$3330-00000 3438.09 2.28795 0412912020 ISIELA HERNANDEZ REFUND FOR BASIC PROGRAM RZCJSTRATION 100-00-000-42603-00000 60,00 228796 04029/2020 7ACOUELM $ALMON REFUND FOR BASIC PROGRAM REGISTRATION 100-60-000142602.00000 15.00 225797 04/29/2020 JERRY BALTIERRA RE"D FOR BASIC PROGRAM 100-60-0004260200000 130.00 23879$ 04P?912020 JOAOU,IIN F.DEZA REFUND FOR SPRING DAY CAMP REGISTRATION 100.60.000-42602.00000 $0.00 228799 04/29/2020 JOHANNA ESPERICUBTA REFUND FOR BASIC PROGRAM 100-60-000.42602-00000 60.00 228800 04/3913020 JONY W. 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LONG DISTANCE AND DATA NETWORK ANNUM, USPS MARKETING MAIL PERMIT FIRE CODE INSPECTION REFUND FO BASIC PROGRAM REGISTRATION SANITIZING SUPPLIES SANITIZING SUPPLIES SANITIZING SUPPLIES SANITIZIN('x SUPPLIES SANITIZING SUPPLIES SANITIZING SUPPLIES SANITIZING SUPPLIES REFUND FOR SPRING DAY CAMP REGISTRATION REPLACEMENT OF PUBLIC COVNTE , EXPANSION REPLACEMENT OF PUBLIC COUNTER EXPANSION REPLACEMENT OF PUBLIC COUNTER. EXPANSION REPLACEMENT OF PUBLIC CQUNTERR EXPANSION REPLACEMENT OF PUBLIC COUNTER, F.JCPANSION REPLACEMENT OF PUBLIC COUNTER. EXPANSION FACES MASK PAPA-WEBINAR-MAY 13.2020 DISCONNECT SUB PANEL 8 SPORTS SCHOLARSHIP SUBSIDY VE1RIZON JETPACK TO PROVIDE HQTSPOT SPECIALIZED SPRAY PAINT MATERIALS FOR POTHOLE REPAIRS AND INTI#RNIrT CWGI38 12 SIGNS COVID-19 GUADAJI VARA GRILL 500 CM yNR FIRST AID SUPPLIES MATERIALS FOR THE FIRST AID KITS MATERIALS FOR TEE ]+IRST AID KITS MATERIALS FOR TTM FIRST All) KITS MATERIALS FOR THE FIRST AIA KITS MATERIALS FOR TI4E FIRST AIA KrrS MA'T'ERIALS FOR THE FIRST AID KrrS MATERIALS FOR THE FIRST AIT) KIT'S CrI-Y' WIDE COPY PAPER LEASE & MAINTENANCE PAYMENTS FOR SHARP LEASE & MAINTENANCE PAYMENTS FOR SRA.R? PAINT TO REMOVE GRAFFITI VIEMCLE REPAIRS Aceoizut Number 100-30-360-53100-00000 100-30-360-53100-00000 10010-000-42602-00000 100-30-310-51100.00000 100-60.610-53390.00000 100-60-000.4260-00000 100-30-310-53100-00000 501-60-000-22328-00000 100-60.00042602-00000 100-60-000-32602-00000 100-60.620-53100-00000 100-30-360.53100.00000 I OMO-620-5339I-00000 252-60.620-53371-00000 90540.410.53371-14621 100-60-620-53371-00000 252-60-620-53371-00000 100-30-370-51100-00000 10030-370-51100-00000 100-60-660-53320-00000 100-10-100-53320-00000 1 0 0-30-3 20-53 1 0 0-000 00 100.60.000-42602-00000 401-10-141-53403-11506 100-60-610-51100-11400 100-60-620-53371-00000 100-60-000.42602-00000 100-25-299-53370-17050 100-25.299-53370-17050 100-25.299-3370-17050 100-25-299-53370-17050 100-25-299-53370-17050 100-25.299-53370-17050 100-25-299-53370-17050 100-60.000.42602-00000 240-50-520.58100-15 101 24450-520-58100-15101 245 -SO -520-52 100-15 101 251-50-520-58100-15 101 254-50-520-58100.15101 255-50-520-5$ 100-15 101 100 25-299-53370-17050 240-50-550-53360-15705 402-50-590-53110-16140 220-40-420-53360-14891 100-25-299-53370-17050 245-50-570-53100-15040 240-50-55I-53100-15705 100-30-310-534 03-00000 100-25-299-53370-17050 100-25-299-53370-17050 100-9.5-9.94-51370170 5f 1 402-50-590-53100-00000 100.60.610-53100-00000 100-60-630-53100400000 100-60-660-53100-00000 100-60-670-53100-15100 100-60-680-53100-00000 501-60-000-22326-00000 501-60-000-22329-00000 401-]0-141-53100-11504 401-10-141-53371.-11504 401-10-141-58140-11504 245-50-570-53100-14885 402-50-S90-5337 t-00000 Amount 697.36 75.00 45.00- 61.00 641,98 60.00 145,01- 43,26 60,00 80.00 980.23 85.$3 9T4."s7 $7.00 83.00 74.50 17,50 30184.05 43262.31 169.73 1777.19 73.00 80,00 7098.71 ?40,00 390.00 15,00 96.52 55,25 47.93 96.52 55,28 47.93 47.93 $0.00 9500.00 5674.35 4575.20 1891.45 10402.50 24026.12 328.50 40,00 964.50 116.30 109.48 357.34 2172,48 411,23 1779.35 651,53 547 5 184.46 60,79 32.52 9.36 9.36 9.36 45.83 209.39 1443,21 135,30 247.40 230.04 250.00 Payment Number Payment Date 228867 225368 22SS69 225570 223870 22S371 228872 225873 228873 228873 225874 228575 228876 228577 22S87S 228879 228879 228879 228879 228880 225881 228881 228382 225882 228883 228584 22$885 228836 22$887 22SS88 22SS89 228889 228889 ?28890 225891 22SS92 22093 22$393 228393 223393 228893 228893 22$393 228593 228893 228893 228393 228893 7?8894 2:28S95 228896 22SS96 223597 298 228899 228899 228399 228S99 228399 228$99 228899 2228899 2?8599 225899 2?S900 05106/2020 05106/2020 05f06/2020 05/06/2020 05/0612020 05/06/2020 05/06/2020 05/06/2020 05/0612020 05/0612020 05/06/2020 05/0612020 0510612020 0510612020 05106/2020 05106/2020 05106/2020 05106/2020 05!06/2020 05/06/2020 0510612020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2420 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/0612020 05/06/2020 05/06f?020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/06/2020 05/0612020 05/46/2020 05/06/2020 05/06/2020 05/06/2020 05/0612020 05106/2020 05/06/2020 05/06/2020 05/06/3020 05/06/2020 05/0612020 05/06/2020 05/06/2020 05/06!2020 05/061-020 05/06/2020 05/96/2020 'Vendor Nswe ED BUTTS FORD ELIA I, GUEVARA ESTI FALCON FUELS INC FALCON FUELS INC FRONTIER COMMUNICATIONS GABRIELA GARCIA GRAINGER, INC, ORAINGER. INC. GRA1XgPR. )NC, GREENSIDE CARPET & DUCT CLEANING SERVICE, INC. GREG RUVOLO GR1MCO INC GUADALUPE ALBINO H&( BOLDING CORP HOME DEPOT HOME DEPOT HOME DEPOT HOME DEPOT HONEYCOTT.. INC INTERSTATE BATTERIES INTERSTATE BATTERIES JC'S PLUMBING & BACKFLOW SVC JC'S PLUMBING & BACKFLOW SVC JEEP C14RYSLER OF ONTARIO, INC. JOSEPHMCCANN JUST REWARDS MAMA ALCAZAR MARIPOSA LANDSCAPES INC. MCCAIN IMC MIDWEST MOTOR SUPPLY MIDWEST MOTOR SUPPLY MIDWEST MOTOR SUPPLY M€NGGANG SUN MONICA G KILI.EN MONICA HIDALGO NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LMOBR & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE NICHOLS LUMBER & HARDWARE. NIKKI CLA13ORN OMEGA INDUSTRIAL SUPPLY INC PACIFIC PRODUCTS & SERVICES PACIFIC PRODUCTS & SERVICES PASCAL VIRL PREMIERE FUELING SERVICES INC PRIME POWER EQUIPMENT PRIME POWER EOUIPMENT PRIME POWER EOULPMENT PRINIE POWER EQUIPMENT PRIME POWER EOUIPNMT PRINT POWER EQUIPMENT PRIME POWER EQUIPMENT PRIME POWER EQUIPMENT PRIME POWER EOUIPMENT PRRAE POWER EQUIPMENT RICOH USA INC Description,(Item) MAINTENANCE AND REPAIRS FOR POLICE VEHICLES RE1 ONO FOR YOUTH FLAG FOOTBALLREGISTRATION ARCGIS ONLINE CREATOR TERM LICENSE DIESEL FUEL. 1.000 GALLONS. DELIVERED 3-27-20 DIESEL FUEL. 1.000 GALLONS. DEL[VERED 3-27 20 TELEPHONE USAGE - LOCAL CALLS REFUND FOR YOUTH FLAG FOOTBALL REGISTRATION MISCELLANEOUS SUPPLIES MATERIAL AND SUPPLIES MATERIAL AND SUPPLIES SUPPLIES FOR THE COM34UNITY CENTER HARRICADESAESTROOM WITH SINK SUPPLIES FOR TRAFFIC PRINTER REFUND OF SECURITY DEPOSIT LANDSCAPE SERVICE AT MCNEIL MANOR SPECIALIZED SPRAY PAINTS I-IOOKS.BUNGEL CORD MISCELLANEOUS SUPPLIES MISCELLANE01jS SUPPLIES A SWARM OF HONEYBEES BATTERIES FOR ALL CITY VEHICLE AND POLTCF 13ATTERIFS FOR ALL CITY VEHICLE AND POLICE PLUM81NG REPARIS PLUMBING REPARIS SERVICE REPAIRS ON POLICE VMCLES REFUND OF SECURITY DEPOSIT GIFT CARDS FOR EMPLOYEE TRANSPORTATION REFUND FOR YOUTH FLAG FOOTBALL REGISTRATION VARIOUS IRRIGATION WORK TO SUPPLEMEr T` AND/ MISCELLANEOUS REPLACEMENT PARTS FOR GRAFFITI REMOVAL CHEMICAL MATERIAL A\l W SUPPLIES MATERIAL ANIS SUPPLIES REFUND OF SECURITY DEPOSIT STATE OF THE CITY SPEECH REFUND OF SECURITY DEPOSIT SMALL TOOLS, MISCELLANEOUS HARDWARE MATERIAL AND SUPPLIES MATERIAL AND SUPPLIES MATERIAL AND SUPPLIES MATERIAL. AND SUPPLIES MATERIAL AND SUPPLIES MATERIAL AND SUPPLIES MATERIAL. AND SUPPLIES ,MATERIAL. AND SUPPLIES MATERIAL AND SUPPLIES SMALL TOOLS, MISCELLANEOUS HARDWARE & MATERIAL. AND SUPPLIES MATERIALS & SUPPLIES MATERIAL AND SUPPLIES MATERIALS AND SUPPLIES MATERIALS AND SUPPLIES REFUND OF SECURITY DEPOSIT MONTTI%Y DESIGNATED OPERATOR INSPECTION REPAIRS OF SMALL POWER TOOLS REPAIRS OF SMALL POWER TOOLS REMATRS OF SMALL POWER TOOLS REPAIRS OF SMALL POWER TOOLS 24 REUSABLE EAR LOOP MASK 24 REUSABLE EAR LOOP AND FILTERS REPAIRS OF SMALL POWER TOOLS REPAIRS OF SMALL POWER TOOLS REPAIRS OF SMALL POWER TOOLS MULTIUSE BANDANA AND GLOVES LEASE PAYMENTS FOR 8 RICOH COPIERS Account Number 402-50-591-5 3100-00000 501-60-00042326-00000 235-40-440-58145.00000 402-50590-53110.16140 402-50-591-53110-16140 401-10-141-53403-11506 501-60-000 22326-00000 402-50-590-53100-00000 240-50-551-53100-15705 240.50-551-53100-15705 501-60-000-22328.00000 100.25-299-53370-17059 245-50-55053100-15622 501-60-000-22326.00000 905-40-0 10-53371-14305 254-50-570-53100-14585 100-25-299-53370-17050 240-50-550-53100-15705 240-50-550-53100-15705 251-50-560-51100-00000 402-50-590-53100-00000 402-50-590-53100-00000 100-60-620-53371-00000 10060-620.53371-00000 402-50591-53371-00000 246.00-000-22540-00000 231-50-540-53120.00000 501-60-0002232600000 251-50-562-51100.00000 245.50550-53100-15622 240-50-570-53100.15705 402-50-590-53100-00000 402.50-590-53100.00000 246-00-000-22540.00000 100-10400-53372-16143 246-00-000-22540-00000 245-5Q-550-53100-15622 245-50.581-53100.15510 240-50-570-53100-14885 245-50-581-51100-15510 245-50-581-53100-15510 245-50-581-53100-15510 245-50-581-53100-15510 245-50-581-53100-15510 245-50-581-5310015510 00-25-299-$3370-17050 403-50-590-53100-00000 100-25-299-53370-17050 501-60-000-22326-00000 100-25-299-53370-17050 254-50-550-53100-15622 254,50550-53100-15622 246-00.000-22540.00000 402-50-590-53110-16140 25150.571-51101.00000 251-50-571-5110140000 251-50571-51101-00000 251-50-571-51101-40000 100-25-'299-53370-17050 I W-25-299-53370-17050 251-50-560-51101-00000 251-50-560-5110 1-00000 251-50-560-51101.00000 100-25-299-53370-1705O 401-10-141-55140-11502 Amount 359,98 50,00 500,00- 1081.90 1622.56 1429.35 50.00- 50.48 90.12 9.79 1155,00 3063.30 410.61 $0.00 230.00 150,02 $4.47 20.87 89,05 120.00 259,98 17,74 9S.00 171.55 53.59 300.00 111,50 50.00 635.62 1059.74 16.79 261.71 749.07 271,35 720.00 358.00 23.59 125.90 15.17 18.60 24.71 1.14 €14,88 3,48 12.09 180.51 126.94 17.51 50,00 825.22 366.93 304,44 15000.00 200.00 20.68 45,03 149,14 116.13 196.84 196,54 28.26 32.22 116.59 147.76 5033.4"3 Payment Number PAynaentAate VendorNawe Deserniptioa(Item) A"ountNumbcr Amount 228901 05/06/2020 ROADLINE PRODUCTS INC. MATERIAI S AND SUPPLIES 254-50.550.53100-15622 82.98 228902 05/06/2020 S,C, SIGNS AND SUPPLIES LLC SIGNS FOR THE COVID-19 TEST 100-25-299-53370-17050 1576,3$ 4579.29 228902 05106/2020 S.C. SIGNS AND SUPPLIES LLC OVERREAD SIGNAI.MOUNTED REGULATORY 254-50450-53100-15622 ?28902 05106/3020 S.C. SIGNS AND SUPPLIES LLC OVERHEAD SIGNAL. MOUNTED REQULATORY 254-50-550-53100-15622 1010.81 228902 05/06/2020 S.C. SIGNS AND SUPPLIES LLC SIGNS FOR Ti3,E COVIT)-19 TEST 100-25-299-53370-17050 321.10 228902 05106/2020 S.C. SIGNS AND SUPPLIES LLC RENTAL FOR CONE$ AND BARRICADES 100.25-299-53370.17050 312.00 223903 05/06/2020 SAN GAI3RIEL VALLEY WA'T'ER WATER COST 251-50-560-53402-00000 251-50-560-53402.00000 274.42- 190,99 228903 228903 0510612020 05106/2020 SAN GABRIEL VALLEY WATER SAN GABRIEL VALLEY WA'T'ER WATER COST WATER COST 100-60.620-53402-00000 124.73 228903 05!002020 SAN GABRIEL VALLEY WATER WATER COST 251-50-560-53402-00000 1298?7 228903 0510612020 SAN GABRIEL VALLEY WATER WATER COST 251.50.560-53402-00000 502.28 22890345!0812420 SAN GABRIEL VALLEY WATER WATER COST 251-50.560-53402-00000 57.20 225903 05106/x020 SAN GABRIEL VALLEY WATER WATER COST 251-50-560-53402-00000 270.45 235903 05/06/2020 SAN OADRIEL VALLEY WATER WA'T'ER COST 251-50-560-53402-00000 117,77 225903 05106/2020 SAN GABRIEL VALLEY WATER WATER COST 251-50-560.53402-00000 158,68 228903 05/0612020 SAN GA13ML VALLEY WA"T"ER WAISR COST 25150-560-53402-00000 412.34 228903 05106/2020 SAN GABRIEL VALLEY WATER WATER COST 251-50-560-534022-00000 28236 228903 05/06/2020 SAN GABRIEL VALLEY WATER WATER COST 100-60-620-53402-00000 330.04 228904 05106!2020 SEFIDSHMOTIARERI REFUND FOR YOUTH FLA.GFOQTEALLREGISTRATION 50160-000-22326-00000 60.00 228905 05/06/2020 SMART & FINAL MATERIALS & SUPPLIES 100-25-299-53370-17050 IO2.66 228906 05106/2020 SPRINT GPS TRACK NG W@ATA WEB PORTAL. AND 402-50-590-51100-00000 815.39 �M907 05!06/2020 SUNBELT RENTALS MISCIrLLANEOUS RENTAL EOUIPMENT 240-50451-53391-15705 51433 225908 05/06/2020 THE GAS COMPANY NATURAL GAS VEHICLE FULL 402-50-590-53110-16140 26,00 228909 0$106/2020 THOMSON RE(1Ti:RS-WEST WEST INFORMATION CHARGES 100-40-460-53330-00000 180,62 228910 05/06/2020 T -MOBILE MOBILE PHONE USAGE 100-40-450-53403-00000 179.63 228910 05/06/3020 T -MOBILE MOBILE PHONE USAGE 1001(0.460-53403-00000 179.62 228911 05/06/2020 TRUE NORTH RESEARCH INC SERVICES FOR SALES TAX POLLING 100-25-299-51100-00000 24990.00 228912 05/06/2020 UNITED PUMPING SERVICE INC 20 BAGS OF ABSORBENT 240-50.551-53100-15705 220.00 228913 05/06/22020 UNITED ROTARY BRUSH CORP BRUSH AND PARTS FOR THE STREET SWEEPER 40250-590-53100-00000 279,29 228914 05/061x020 USA ALARM SYSTEMS. INC. ALARM SYSTEM MONITORING SERVICES 100-60-620-58140-00000 1403.67 22$914 05/06/2020 USA ALARM SYSTEMS- INC, ALARM SYSTEM MONITORING SEKVICES 10050-620-58140-15100 550.00 228914 05/06/2020 USA ALARM SYSTEMS- INC. ALARM SYSTEM MONITORING SERVICES 252-60-620-58140-00000 233.00 223915 05/06!3020 VERIZON WIRELESS CELLUAR P14ONL AND TABLETS 251-50-562-53403.00000 1269.48 225915 05/06/3020 VERTZON WIR3 Ess DEPARTMENT CELL PHONE USAGI* 100-30-310-534-03-00000 1927.60 223915 05100=0 VERIZON WIRELESS WIRELESS SERVICE FOR CAPTAINS. LERFMANTS. 206-30-310-53403.00000 240.08 225915 05/06/2020 VERIZON WIRELESS DEPARTNIE14T CELL PHONE'USAGE 100-30-310-53403.00000 1290,01 228915 05/0612020 VEW-ON WIRELESS WIRELESS SERVICE FOR CAPTAINS. 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and the City Council held a Regular City Council Meeting on May 6, 2020. RECOMMENDATION Staff recommends that the City Council receive and file the following Meeting Minutes: A. Meeting Minutes of the Special City Council Meeting held on May 6, 2020. B. Meeting Minutes of the Regular City Council Meeting held on May 6, 2020. C. Meeting Minutes of the Special City Council Meeting held on May 20, 2020. FISCAL IMPACT There is no fiscal impact associated with this item. BACKGROUND Not applicable ALTERNATIVES Not applicable LEGAL REVIEW This report does not require legal review ATTACHMENTS 1. Special Meeting Minutes of May 6, 2020 2. Regular Meeting Minutes of May 6, 2020 3. Special Meeting Minutes of May 20, 2020 MINUTES BALDWIN PARK CITY COUNCIL STUDY SESSION AND SPECIAL MEETING May 6, 2020, 5:00 P.M. COUNCIL CHAMBER - 14403 E. Pacific Avenue, Baldwin Park, 91706 This meeting was conducted via teleconference in accordance with Governor Newsom's Executive Order N-25-20. Audio Streaming was made available to the public at: https://www.youtube.com/channel/UCFLZO dDFRiy59rhiDZ13Fg/featured?view as=subscriber http://baidwinpark.granicus.com/ViewPublisher.php?view id=10 CALL TO ORDER The meeting was called to order at 5:11 PM by Mayor Lozano. ROLL CALL PRESENT: Council Member Alejandra Avila Council Member Monica Garcia Mayor Pro Tem Paul C. Hernandez Mayor Manuel Lozano ABSENT: Council Member Ricardo Pacheco MOTION: Mayor Lozano made a motion, seconded by Mayor Pro Tem Hernandez to excuse Council Member Pacheco from the Special City Council Meeting. Motion was approved by unanimous consent. PUBLIC COMMUNICATIONS Mayor Lozano opened Public Communications at 5:29 PM. Mayor Lozano inquired whether any public comments were received. City Clerk Ayala stated no comments were received. Seeing no comments received, Mayor Lozano closed Public Communications at 5:29 PM. OPEN SESSION FY 2019-20 Budget Update PowerPoint Presentation by Rose Tam, Finance Director City Manager Shannon Yauchzee introduced the item stating these were preliminary numbers of the projected budget and staff was diligently working on the budget. Rose Tam, Finance Director provided an overview of the projected deficit of about 3,886,471 and commented on the reduction of costs made citywide. Special Meeting of 5/6/20 Page 1 of 5 Council Member Avila asked where some of the cuts were made. Ms. Tam stated cost savings were found mainly from departments contribution such as suspending conferences, miscellaneous expenditures, postponed the PA system in the Council Chamber, repair and maintenance cuts, and the main reduction was from the Recreation and Community Services Department from program/event closures and the reduction in force from part time employees. Further, Ms. Tam explained the decrease in revenue due to COVID-19 and unanticipated cannabis setbacks. Discussion was held amongst staff and the City Council regarding options to reduce the budget by 19% in order to balance the budget. Council Member Avila expressed concerns with layoffs and furloughs and requested staff provide a projection of cost saving of all management levels with a 5% to 10% temporary cut in pay. City Manager Yauchzee stated all directors were assigned to reduce their budget by 19% and would have a budget hearing at the first or second meeting. Mayor Lozano commented on past experiences during the recession and stated the City of Baldwin Park did not do layoffs and requested all directors look across the board for cost savings. Mayor Pro Tem Hernandez requested a survey be conducted with a salary slide to reduce costs. City Manager Yauchzee stated staff would work on their requests. The City Council recessed into closed session at 5:56PM. RECESS TO CLOSED SESSION 1. Conference with Labor Negotiators Pursuant to Government Code Section 54957.6: Agency Designated Representative: Rebecca T. Green, Richards Watson Gershon, Shannon Yauchzee, Chief Executive Officer, and Laura Thomas, Human Resources/Risk Manager Employee Organizations: Baldwin Park City Employees Association (CEA) Baldwin Park Classified Confidential Employees Association (CCEA) Baldwin Park Classified Management Employees Association (CMEA) Baldwin Park Police Management Employees Association (PMEA) Special Meeting of 5/6/20 Page 2 of 5 Baldwin Park Police Association (POA) Service Employee International Union (SEIU) 2. Conference With Legal Counsel—Existing Litigation Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: BP Tale Corp. v. Rukli, Inc. Case No. 19STCV41708 3. Real Property Negotiations Pursuant to Government Code §54956.8: A. Property: 4150 Puente Avenue (CAN 17-06) Negotiating Parties: City of Baldwin Park and Shaun Bershatski, RUKLI, Inc. B. Property: 13111 Spring Street & 428 Cloverleaf Drive (CAN 17- 07) Negotiating Parties: City of Baldwin Park and Ming Hong Huang, 428 Cloverleaf, LLC. C. Property: 5117 Calmview Avenue (CAN 17-08) Negotiating Parties: City of Baldwin Park and Victor Chevez and Helen Chau, Casa Verde Group D. Property: 13467 Dalewood Street (CAN 17-09) Negotiating Parties: City of Baldwin Park and Darrin Oganesian and Ryan Oganesian, RD Baldwin Park E. Property: 14837 & 14841 Ramona Boulevard (CAN 17-10) Negotiating Parties: City of Baldwin Park and Phil Reyes, and Alexis Reyes, Organic Management Solutions, LLC. F. Property: 5148 Bleecker Street (CAN 17-12) Negotiating Parties: City of Baldwin Park and Sergio Torres, Enrique Vega and Moses Acosta, Medical Grade Farms BP G. Property: 15023 Ramona Boulevard (CAN 17-13) Negotiating Parties: City of Baldwin Park and Shaun Szameit, Joshua Pierce and Kevin Huebner, Kultiv8 Group, LLC. H. Property: 4621 Littlejohn Street (CAN 17-15) Negotiating Parties: City of Baldwin Park and Teresa Tsai, GSC Capital Group I. Property: 5157 Azusa Canyon Road (CAN 17-17) Negotiating Parties: City of Baldwin Park and Mike Sandoval and Ed Barraza, Elite Green Cultivators Special Meeting of 5/6/20 Page 3 of 5 J. Property: 5175 Commerce Drive (CAN 17-18) Negotiating Parties: City of Baldwin Park and Linda Thong, Pacific Cultivation, LLC. K. Property: 13450 Brooks Drive, Unit A & C (CAN 17-27) Negotiating Parties: City of Baldwin Park and Jonathan Yuan Kai Lee, Jefferson Liou, and Jerrell Austin Shepp, Cloud Control, Inc. L. Property: 4802 Littlejohn Street (CAN 17-28) Negotiating Parties: City of Baldwin Park and Marco Perez and Ren Yoneyama, VRD, Inc. M. Property: 13460 Brooks Drive (CAN 17-31) Negotiating Parties: City of Baldwin Park and Sigrid Lopez and Artem Karapetyan, Green Health Industries, LLC. N. Property: 1529 Virginia Avenue (CAN 18-01) Negotiating Parties: City of Baldwin Park and Erik Intermill, Esource LLC O. Property: 5018 Lante Street Negotiating Parties: City of Baldwin Park and Distinct Indulgence (Corporate Name Change Memo) P. Property: 14551 Joanbridge Street (CAN 17-02) Negotiating Parties: City of Baldwin Park and Baldwin Park Tale Corp. 4. 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): Two (2) The City Council reconvened into open session at 7:02 PM. REPORT ON CLOSED SESSION Special Meeting of 5/6/20 Page 4 of 5 ADJOURNMENT There being no further business, motion was made by Mayor Lozano, seconded by Council Member Avila, to adjourn the meeting at 7:02 PM. Manuel Lozano, Mayor ATTEST: Jean M. Ayala, City Clerk /_1WW-09 :11 Special Meeting of 5/6/20 Page 5 of 5 MINUTES BALDWIN PARK CITY COUNCIL REGULAR MEETING May 6, 2020, 7:00 P.M. COUNCIL CHAMBER - 14403 E. Pacific Avenue, Baldwin Park, 91706 This meeting was conducted via teleconference in accordance with Governor Newsom's Executive Order N-25-20. Audio Streaming was made available to the public at: https://www.youtube.com/channel/UCFLZO dDFRiy59rhiQZ13Fg/featured?view as=subscriber http://baldwinpark.granicus.com/ViewPublisher.php?view id=10 CALL TO ORDER The meeting was called to order by Mayor Lozano at 7:03 PM. INVOCATION No invocation was provided PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lozano. ROLL CALL MEMBERS PRESENT: Council Member Alejandra Avila Council Member Monica Garcia Mayor Pro Tern Paul C. Hernandez Mayor Manuel Lozano MEMBERS ABSENT: Council Member Ricardo Pacheco MOTION: Mayor Lozano made a motion, seconded by Mayor Pro Tern Hernandez to excuse Council Member Pacheco from the City Council Meeting. Motion was approved by unanimous consent. REPORT ON CLOSED SESSION Mayor Lozano announced no reportable action was taken. ANNOUNCEMENTS The City Council Meeting was adjourned on behalf of Paul Martinez longtime resident who passed on April 8th due to coronavirus; Maria Arias who passed at 88 from natural causes; Victor Padilla Vietnam Veteran; Rudy Verdugo; and Rose Luna who passed on April 22. PROCLAMATIONS, COMMENDATIONS & PRESENTATIONS • Proclamation for Lupus Awareness Month • Proclamation for Mental Health Awareness Month Mayor Lozano presented the proclamations and read an excerpt from the proclamations. PUBLIC COMMUNICATIONS Mayor Lozano announced public comments could be emailed to City Clerk Jean M. Ayala at jayala@baldwinpark.com to be read into the record. Ricardo Vasquez commented on possible employee layoffs and stated it was crucial to keep our workforce. Catherine Moiser Library Manager provided upcoming events and resources during their closure due to COVID-19. Board Member Christina Lucero commented on the importance of communication between the City Council and School Board Members concerning graduation celebrations. Rose Tam Finance Director requested Item No. 13 be considered before all other items in order to provide the City Council with a presentation. The City Council unanimously agreed. REPORTS OF OFFICERS 13. The Comprehensive Annual Financial Report for Fiscal Year 2018-19 Christy Canada presented the results of the audit highlighting no significant irregularities were found with the current protocols and procedures currently in place; and provided comments and recommendation to staff in areas of improvement. MOTION: It was moved by Mayor Pro Tem Hernandez, seconded by Mayor Lozano to receive and file the City of Baldwin Park's CAFR for fiscal year ended June 30, 2019 and all accompanying reports. Motion was approved by unanimous consent. CONSENT CALENDAR All items listed under the consent calendar are considered to be routine business by the Council Members and were approved with one motion. Agenda Item No.'s 5, 10, and 12 were pulled from the consent calendar for separate consideration. MOTION: It was moved by Mayor Lozano, seconded by Council Member Avila to approve the remainder of the Consent Calendar. Motion carried by unanimous consent. 1. Warrants and Demands The City Council ratified the Warrants and Demands Register. Regular Meeting of 05/06/20 Page 2 of 7 2. Claim Rejection The Council rejected the following claims and directed staff to send the appropriate notice of rejection to claimant(s): Mendez, Felicitas Claimant alleges property damage Ignacio, Lolita Ariola Claimant alleges bodily injury 3. Meeting Minutes The City Council received and filed the following Meeting Minutes: A. Meeting Minutes of the Special City Council Meetings held on April 1, 2020. B. Meeting Minutes of the Regular City Council Meetings held on April 15, 2020. 4. Approval of Resolution No. 2020-016 Regulating Electronic Signatures The City Council adopted Resolution No. 2020-016 entitled, "A Resolution of the City Council of the City of Baldwin Park Authorizing a City Policy to Accept an Approved Electronic Signature in Lieu of a Written Signature". 5. Approval of a Contract with Rangwala Associates to provide Consulting Services to update the Downtown TOD Specific Plan and Related Documents — (Pulled for separate consideration) Council Member Garcia requested this item be continued to the next meeting in order to obtain further information from staff via a presentation. MOTION: It was moved by Council Member Garcia, seconded by Mayor Lozano to table this item to the next meeting. Motion carried by unanimous consent. 6. Accept Completed Improvements and Authorize the Filing of a Notice of Completion for City Project No. CIP 20-178 Puente Avenue Street Improvements between Francisquito Avenue and Central Avenue The City Council: 1. Accepted the construction improvements by Gentry Brothers, Inc. of Irwindale, CA in the amount of $1,032,407.08, and authorize the recordation of a Notice of Completion; and 2. Authorized the payment of $51,620.36 in retention funds to Gentry Brothers, Inc. upon the expiration of the 35 -day notice period. 7. Accept Plans and Specifications and Authorize Publishing of a Notice Inviting Bids for City Project No. CIP 2020-163 — Morgan Park Parking Lot Improvement Project The City Council: 1. Approved the plans and specifications for the Morgan Park Parking Lot Improvement Project, CIP 2020-163; and 2. Authorized Staff to advertise a Notice Inviting Bids. Regular Meeting of 05/06/20 Page 3 of 7 8. Adoption of Resolution No. 2020-017, "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineer's Report for the Landscape and Lighting Maintenance Assessment District for FY 2020-2021, Declaring the Intent to Levy and Collect Assessments, and Setting a Time and Place for a Public Hearing" The City Council adopted Resolution No. 2020-017 entitled, "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineer's Report for the Landscape and Lighting Maintenance Assessment District for FY 2020-2021, Declaring the Intent to Levy and Collect Assessments and Setting a Time and Place for a Public Hearing". 9. Adoption of Resolution No. 2020-018, "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineer's Report for the Citywide Park Maintenance Assessment District for FY 2020-2021, Declaring the Intent to Levy and Collect Assessments, and Setting a Time and Place for a Public Hearing" The City Council adopted Resolution No. 2020-018 entitled, "A Resolution of the City Council of the City of Baldwin Park, California, Approving the Engineer's Report for the Citywide Park Maintenance Assessment District for FY 2020-2021, Declaring the Intent to Levy and Collect Assessments and Setting a Time and Place for a Public Hearing." 10. Approve a Request for Services (RFS) Proposal from the City's On -Call Consultant, Infrastructure Engineers, Inc. (IE) for Civil and Landscape Design Services Including Project Management and Administration for the Big Dalton Wash Trails Greening Project — (Pulled for separate consideration) Council Member Avila asked how many bike repair stations were available, how many access points and inquired whether a design for decorative signs had been approved. Director of Public Works Sam Gutierrez stated the final numbers had not been determine; access points would be placed at all major crossings along the wash, and further explained the design work was preliminary, therefore did not have a concrete sketch. MOTION: It was moved by Council Member Avila, seconded by Mayor Lozano to table this item to Authorize the Director of Public Works to approve an RFS with Infrastructure Engineers (IE) in the amount of $288,563 for the completion of the plans, specifications and estimate (PS&E), Project Management; and Authorize the Director of Finance to appropriate Prop 68 Grant Funds (Fund #270) in the amount of $288,563. Motion carried by unanimous consent. Regular Meeting of 05/06/20 Page 4 of 7 11. Approval of an Appropriation of Funds for Extraordinary and Unscheduled Maintenance Cost Related to the Citywide Traffic Signal and Street Lighting Maintenance Program The City Council: 1. Authorized the Director of Finance to appropriate $45,000 from unappropriated funds in Fund #251 — Landscape Lighting Maintenance District (LLMD) for FY 2019/2020 to cover the increase in unscheduled and extraordinary maintenance costs; and 2. Authorized the Director of Finance to make necessary budget adjustments to allow payments as approved for FY 2019/2020. 12. Approve the Police Department Reorganization which Entails the Adoption of Resolution No. 2020-019 to Update the City of Baldwin Park Job Classification Plan, and Adoption of Resolution No. 2020-020 Amending the City of Baldwin Park Pay Schedule in Accordance with CalPERS Established Guidelines, and Approving the Reclassification of Lieutenant Positions and a Vacant Captain Position to the New Position of Police Commander (Pulled for separate consideration) Council Member Avila thanked the Police Department for their service and asked Chief of Police McLean questions relating to salaries for command staff, overtime accruals, and the reorganization process. Chief McLean provided an outline of the reorganization of staff and answered questions related to salaries. MOTION: It was moved by Council Member Avila, to bring back this item to the next meeting. Motion died due to lack of a second. Discussion was held regarding CalPERS and additional benefits for staff. Mayor Pro Tem Hernandez requested the overtime benefits be reviewed to ensure costs were minimized. MOTION: It was moved by Mayor Pro Tem Hernandez, seconded by Mayor Lozano to approve, ratify and adopt Resolution No. 2020-019 to modify the City of Baldwin Park's job classification plan to include a new position of Police Commander and class specification in accordance with applicable rules and regulations; and adopt Resolution No. 2020-020 to amend the City of Baldwin Park comprehensive pay schedule in accordance with CalPERS established guidelines; and approve the action of reclassify the Police Lieutenant and Captain position to Police Commander provided that the Assistance Chief of Police be frozen 6 months after the new fiscal year. Motion carried by the following roll call vote: Regular Meeting of 05/06/20 Page 5 of 7 AYES: COUNCIL MEMBERS: Garcia, Hernandez, and Lozano NOES: COUNCIL MEMBERS: Avila ABSENT: COUNCIL MEMBERS: Pacheco ABSTAIN: COUNCIL MEMBERS: None Council Member Avila stated this item needed further consideration. CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS Request by Mayor Manuel Lozano for discussion and consideration: • Discussion and Direction to Staff to assist in organizing and accommodating a drive-thru Graduation Ceremony. This will include a Car Parade on Baldwin Park Boulevard from (traveling south) from Joanbridge Street to Ramona Boulevard. In addition, request Billboard Signage for all three High School Senior Class Photos to be placed separately for Baldwin Park High School, Sierra Vista High School and North Park High School. Mayor Lozano commented on his collaboration with the School Board, particularly with Robert Barella regarding prom/graduation celebrations, and stressed they needed to work together in order to provide the graduates with Council Member Avila suggested staff contact LACO. Council Member Garcia spoke in support of the billboard signage and stated staff needed to coordinate with school officials to plan. Mayor Lozano commented on adding additional trash cans to dispose of gloves and masks. Council Member Avila thanked the Police Department and Recreation for their assistance through COVID-19. Mayor Pro Tem Hernandez thanked all the staff and the team showing that during tough times the strength of the community and our local churches; thanking all for feeding the community. Mr. Yauchzee provided an overview of the phase two reopening issued by the County of Los Angeles. The City Council congratulated Council Member Avila on her belated birthday and requested the Police Department visit her house and turn on the sirens in honor of her birthday. Regular Meeting of 05/06/20 Page 6 of 7 ADJOURNMENT There being no other business to discuss, and all other matters having been addressed, a motion was made by Mayor Lozano, seconded by Mayor Pro Tem Hernandez, to adjourn the meeting at 8:21 p.m. Mayor: ATTEST: Manuel Lozano, Mayor Jean M. Ayala, City Clerk Regular Meeting of 05/06/20 Page 7 of 7 MINUTES BALDWIN PARK CITY COUNCIL STUDY SESSION AND SPECIAL VIRTUAL MEETING May 20, 2020, 5:00 P.M. COUNCIL CHAMBER - 14403 E. Pacific Avenue, Baldwin Park, 91706 This meeting was conducted via teleconference in accordance with Governor Newsom's Executive Order N-25-20. Audio Streaming was made available to the public at: https://www.youtube.com/channel/UCFLZO dDFRiy59rhiDZ13Fg/featured?view as=subscriber http://baidwinpark.granicus.com/ViewPublisher.php?view id=10 CALL TO ORDER The meeting was called to order at 5:05 PM by Mayor Lozano. ROLL CALL PRESENT: Council Member Alejandra Avila Council Member Monica Garcia Council Member Ricardo Pacheco Mayor Pro Tem Paul C. Hernandez Mayor Manuel Lozano INVOCATION Invocation was provided by Council Member Pacheco. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lozano PUBLIC COMMUNICATIONS Mayor Lozano opened Public Communications at 5:24 PM. Mayor Lozano inquired whether any public comments were received. City Clerk Ayala read comments received by email for the record. Steve Bennette, Area Manager for TNT Fireworks provided an overview in the manner in which TNT Fireworks will be in compliance with the County of Los Angeles Health Department's recommendations and requested Council's consideration to allow the sale of sane and safe fireworks in accordance with the regulations outlined by the County of Los Angeles. Melissa Wagner, Auxiliary President of Abraham Lincoln Unit 241, spoke in favor of the sale of fireworks stands and the much needed funding it provides to non-profit organizations such as American Legion to fulfill their charitable functions throughout the year. Special Meeting of 5/20/20 Page 1 of 7 Danny Damian commented on agenda item No. 2, expressing concerns regarding the extra expense for the city should they move forward hiring the Assistant Chief of Police and requested the City Council reconsider placing a hiring freeze on this position. Seeing no comments received, Mayor Lozano closed Public Communications at 5:30' PM ANNOUNCEMENTS Mayor Lozano requested the meeting be adjourned in honor of Larry Tafoya, City attorney Robert Tafoya's brother. OPEN SESSION • FY 2020-21 Budget Update PowerPoint Presentation by Rose Tam, Finance Director City Manager Shannon Yauchzee introduced the item by stating staff was diligently working towards budget cuts of up to 19% to balance the budget. Rose Tam, Director of Finance thanked staff for working together to minimize fiscal impact and provided an overview stating the General fund reserve balance would be at a 3.5 million dollar deficit and was currently looking at options to reduce the deficit. Council Member Pacheco asked if the City was currently looking at a 3.5 million dollar deficit and asked whether the City Council would hold additional meetings to consider various options. Council Member Avila inquired whether the Assistant Chief of Police and Commanders' positions had been calculated into the upcoming budget. Ms. Tam stated staff would follow the City Council's direction to offset costs and further stated salaries had not yet been calculated; rather the proposed budget was based on operational costs. City Manager Yauchzee explained the budget numbers would be more concrete by the second meeting of June. Mayor Lozano commented on these tough times and requested staff look at all options to balance the budget including reducing vendor costs and looking at various positions within the city. Council Member Pacheco requested staff come back with recommendations agreeing that these were troubling times for the entire country and difficult decisions needed to me made. Mayor Lozano made reference to the cutbacks made in 2007. The City Council recessed into closed session at 5:32 PM. Special Meeting of 5/20/20 Page 2 of 7 CONSENT CALENDAR All items listed under the consent calendar are considered to be routine business by the Council Members and were approved with one motion. Council Member Garcia and Pacheco recused themselves from voting on Item No. 1 of the Consent Calendar due to a conflict of interest, and exited the virtual meeting at 5:31 pm. MOTION: It was moved by Mayor Lozano, seconded by Council Member Hernandez to approve the Consent Calendar. Motion carried by the following roll call vote: AYES: COUNCIL MEMBERS: Avila, Hernandez, and Lozano NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Garcia and Pacheco ABSTAIN: COUNCIL MEMBERS: None 1. Consideration of Adopting Resolution No. 2020-021, a Resolution Consenting to the Inclusion of Properties within the City of Baldwin Park in the California Statewide Communities Development Authority (CSCDA) Open Property Assessed Clean Energy (PACE) Program The City Council adopted Resolution No. 2020-021, which enabled property owners to finance permanently fixed renewable energy, energy efficiency, water efficiency, and seismic strengthening improvements as well as electric vehicle charging infrastructure. Council Members Garcia and Pacheco reconvened the zoom meeting at 5:35 pm. REPORTS OF OFFICERS 2. Reconsideration to Approve the Hiring of the Assistant Chief of Police Position and Instead Freeze One (1) Police Commander Positon Staff recommends that the City Council provide direction to staff. Mayor Lozano stated this item was requested to be placed on the agenda for reconsideration stating there was a lack of command staff and they would be combining two positions into one. Council Member Avila requested Chief of Police McLean provide his recommendation on this matter. Chief of Police McLean stated he was in need of the position; however, under these circumstances, the responsible action was to hold off hiring new staff until further notice is provided on COVID-19. Council Member Avila asked whether this position could be held off until 2021. Chief of Police McLean answered affirmatively. Special Meeting of 5/20/20 Page 3 of 7 Mayor Lozano stated the City Council would revisit this topic at a later time to best fit the needs of the organization. No further consideration was provided to this item. CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS Request by Mayor Manuel Lozano for discussion and consideration: 1. Discussion and direction to staff to assist in a Patriotic Home Decoration contest to celebrate July 41h as a community. Those interested can decorate their home and register their home in the contest by emailing photo by assigned deadline. Voting can occur during timeframe given. Possible winning categories: most creative, most patriotic, or community favorite. Those selected could be awarded a Lawn Sign acknowledging their recognition. All of this can be done through social distancing and Stay at Home Orders. Mayor Lozano stated he was in contact with surrounding cities and thought it would be a good idea to bring this activity to the city. The City Council agreed to proceed with this event and directed Director of Recreation and Community Services Manny Carrillo coordinate with staff to implement rules and awards. 2. Discussion and deliberation on canceling the fireworks stand this year due to COVID19 and provide direction to City Staff. Discussion was held amongst the City Council and staff regarding the pros and cons on allowing the sale of sane and safe fireworks within city limits; voicing concerns of mass gatherings, enforcement, and the impact it will have on non-profit organizations. The City Council unanimously agreed to bring this item back for consideration at the next regular meeting and await for further recommendations from the Los Angeles Department of Public Health on this matter. The City Council recessed into closed session at 5:57 pm. RECESS TO CLOSED SESSION 3. Conference with Labor Negotiators Pursuant to Government Code Section 54957.6: Agency Designated Representative: Rebecca T. Green, Richards Watson Gershon, Shannon Yauchzee, Chief Executive Officer, and Laura Thomas, Human Resources/Risk Manager Employee Organizations: Baldwin Park City Employees Association (CEA) Baldwin Park Classified Confidential Employees Association (CCEA) Special Meeting of 5/20/20 Page 4 of 7 Baldwin Park Classified Management Employees Association (CMEA) Baldwin Park Police Management Employees Association (PMEA) Baldwin Park Police Association (POA) Service Employee International Union (SEIU) 4. Conference With Legal Counsel—Existing Litigation Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: BP Tale Corp. v. Rukli, Inc. Case No. 19STCV41708 5. Real Property Negotiations Pursuant to Government Code §54956.8: A. Property: 4150 Puente Avenue (CAN 17-06) Negotiating Parties: City of Baldwin Park and Shaun Bershatski, RUKLI, Inc. B. Property: 13111 Spring Street & 428 Cloverleaf Drive (CAN 17- 07) Negotiating Parties: City of Baldwin Park and Ming Hong Huang, 428 Cloverleaf, LLC. C. Property: 5117 Calmview Avenue (CAN 17-08) Negotiating Parties: City of Baldwin Park and Victor Chevez and Helen Chau, Casa Verde Group D. Property: 13467 Dalewood Street (CAN 17-09) Negotiating Parties: City of Baldwin Park and Darrin Oganesian and Ryan Oganesian, RD Baldwin Park E. Property: 14837 & 14841 Ramona Boulevard (CAN 17-10) Negotiating Parties: City of Baldwin Park and Phil Reyes, and Alexis Reyes, Organic Management Solutions, LLC. F. Property: 5148 Bleecker Street (CAN 17-12) Negotiating Parties: City of Baldwin Park and Sergio Torres, Enrique Vega and Moses Acosta, Medical Grade Farms BP G. Property: 15023 Ramona Boulevard (CAN 17-13) Negotiating Parties: City of Baldwin Park and Shaun Szameit, Joshua Pierce and Kevin Huebner, Kultiv8 Group, LLC. H. Property: 4621 Littlejohn Street (CAN 17-15) Negotiating Parties: City of Baldwin Park and Teresa Tsai, GSC Capital Group I. Property: 5157 Azusa Canyon Road (CAN 17-17) Special Meeting of 5/20/20 Page 5 of 7 Negotiating Parties: City of Baldwin Park and Mike Sandoval and Ed Barraza, Elite Green Cultivators J. Property: 5175 Commerce Drive (CAN 17-18) Negotiating Parties: City of Baldwin Park and Linda Thong, Pacific Cultivation, LLC. K. Property: 13450 Brooks Drive, Unit A & C (CAN 17-27) Negotiating Parties: City of Baldwin Park and Jonathan Yuan Kai Lee, Jefferson Liou, and Jerrell Austin Shepp, Cloud Control, Inc. L. Property: 4802 Littlejohn Street (CAN 17-28) Negotiating Parties: City of Baldwin Park and Marco Perez and Ren Yoneyama, VRD, Inc. M. Property: 13460 Brooks Drive (CAN 17-31) Negotiating Parties: City of Baldwin Park and Sigrid Lopez and Artem Karapetyan, Green Health Industries, LLC. N. Property: 1529 Virginia Avenue (CAN 18-01) Negotiating Parties: City of Baldwin Park and Erik Intermill, Esource LLC O. Property: 5018 Lante Street Negotiating Parties: City of Baldwin Park and Distinct Indulgence (Corporate Name Change Memo) P. Property: 14551 Joanbridge Street (CAN 17-02) Negotiating Parties: City of Baldwin Park and Baldwin Park Tale Corp. 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): Two (2) The City Council reconvened into open session at 6:47 PM. REPORT ON CLOSED SESSION Mayor Lozano announced no reportable action was taken. Discussion was held amongst the City Council and staff concerning the reopening of businesses and financial assistance for small business owners. Special Meeting of 5/20/20 Page 6 of 7 ADJOURNMENT There being no further business, motion was made by Mayor Lozano, seconded by Council Member Hernandez, to adjourn the meeting at 6:54 pm. Manuel Lozano, Mayor ATTEST: Jean M. Ayala, City Clerk /_1WW-09 :11 Special Meeting of 5/20/20 Page 7 of 7 ITEM NO. 3 TO: Honorable Mayor and Members of the City Council ? FROM: Shannon Yauchzee, Chief Executive Officer • ", Laura J. Thomas, Human Resources & Risk Manager °r;Jua ` £ DATE: June 3, 2020 SUBJECT: Claim Rejection SUMMARY This report seeks City Council consideration and direction to reject the Claims for Damages to person or property received for filing against the City of Baldwin Park. RECOMMENDATION Staff recommends that the City Council reject the following claims and direct staff to send the appropriate notice of rejection to claimant(s): Sedgwick CMS (Denise Trosien) Claimant alleges bodily injury This government claim, and all government claims, should be considered as potential lawsuits in the future. Thus, it is requested that all City Staff, the Mayor and all Councilmembers refrain from making any statements, whether public or private in nature. It is important that no statements be made so as to not prejudice this claim in any way which can happen if public or private comments are made about this claim by City staff or Councilmembers. FISCAL IMPACT Fiscal impact is unknown at this time. BACKGROUND In order for the statute of limitations to begin on the claims received, it is necessary for the City Council to reject the claims by order of motion and that the claimants are sent written notification of said action. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ALTERNATIVES There are no other alternatives for the Council to consider since rejection of the claims is necessary for the Statute of Limitations to begin on the claims received. ATTAC H M E NTS None TO: FROM: d Std GBIEL 00'•. �i�kLLEY n DATE ITEM NO. 4 Honorable Mayor and Members of the City Council Rose Tam, Director of Finance Laura J. Thomas, Human Resources & Risk Manager June 3, 2020 SUBJECT: Accounting Related Policies and Procedures and the Fraud, Waste and Abuse Policy SUMMARY The purpose of this staff report is to present updated accounting related policies and procedures as recommended by the State Controller's office and the City's independent auditors to the City Council for review and approval. In addition to the Accounting policies, the City's Fraud, Waste & Abuse Policy is attached for City Council consideration and approval. RECOMMENDATION Staff recommends that the City Council review and approve the following accounting policies and procedures and City of Baldwin Park's fraud policy as follows: 1. Disbursement Policy and Procedures 2. Credit Card Policy and Procedures 3. Bank Reconciliation Policy and Procedures 4. ACH and Wire Transfer Policy and Procedures 5. Monthly and Annual Closing Procedures and Check List 6. Construction In Progress Policy and Procedures 7. The Fraud, Waste & Abuse Policy containing policy scope, definitions, violations, reporting procedures and employee acknowledgement form. FISCAL IMPACT None BACKGROUND The State Controller's Office and 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 auditor's requirements. The Fraud, Waste & Abuse Policy was created to remain compliant with state and federal regulations. The California Government Code §53087.6 provides clear examples of prohibitive activity and behaviors in the public sector considered to be fraudulent in nature as delineated in the City's policy. The policy is also designed to encourage the reporting of fraudulent behavior. Adverse actions that can be taken against employees or others who are connected to the City on a paid or an unpaid basis and violate the policy is also included. Essentially, implementation of the City's Fraud, Waste & Abuse Policy will allow the City to uphold values of transparency, integrity and accountability which are important to our governing body and the taxpayers/residents of the City of Baldwin Park. LEGAL REVIEW This report and the attachments have been reviewed and approved by the City Attorney as to legal form and content. ALTERNATIVES None ATTACHMENTS 1. Disbursement Policy and Procedures 2. Credit Card Policy and Procedures 3. Bank Reconciliation Policy and Procedures 4. ACH and Wire Transfer Policy and Procedures 5. Monthly and Annual Closing Procedures and Check List 6. Construction In Progress Policy and Procedures 7. The Baldwin Park Fraud, Waste & Abuse Policy & Procedures City of Baldwin Park Accounts Payable/Disbursements Control Policies and Procedures Purpose: The purpose of this policy is to establish control and accountability measures and provide guidelines for the proper processing of disbursements in a manner that will safeguard the assets of the City. Policy: It is the policy of the City of Baldwin Park that the recording of equipment/assets or expenses and the related liability including payroll related expenses is performed by an employee independent of ordering and receiving. The amounts recorded are based on the invoice for the related goods and services. The Accounts Payable (A/P) of the Finance Department supports all City department needs by providing a timely and efficient manner to process payments in compliance with policies and procedures. The City has three types of disbursement using Tyler Incode 10, the City's accounting system: 1. Payment made by the City 2. Payment made by Housing Department 3. Payment made by Successor Agency All vendors and expense reimbursement checks will be produced in accordance with the following guidelines: • Generally, all vendors shall be paid within 30 days of submitting a proper invoice upon delivery of the requested goods and services. • Expenditures must be supported in conformity with the purchasing, travel expense and reimbursement policies of the City. • All invoices must be verified to ensure payments are appropriately made to correct vendors for the correct amount for goods and services delivered. • All supporting documentation from the accounts payable package corresponding to the invoices will be given to the Accounting Manager and/or Director of Finance for their review and approval prior to printing the checks. • Total cash requirements associated with each check run is monitored by the Accountant, in conjunction with an available cash balance in the bank prior to the release of any checks. • Checks must be printed in numerical order. • The accounting system automatically assign the check numbers, • Checks should not be made payable to "bearer" or "cash". • Checks will never be signed prior to being prepared. Disbursement Procedures: 1. A/P is processed on a daily basis. Information is entered into the accounting system from approved invoices and the respective attached supporting documentation. 2. New Vendor — It is necessary to set up a new vendor by Senior Finance/Finance Clerks (A/P) before entering a requisition into the Purchasing accounting system. Each department must request the vendor to complete and provide the IRS Form W-9 and valid City business license. The Management Assistant will create a requisition for purchase order (PO) after the vendor is set up in the system. For new vendor process through Direct Payment Request, Finance Clerks who are assigned to A/P will set up the vendor profiles in the accounting system. This also requires the vendor to submit the Form W-9 and valid City business license to the Finance department before processing and releasing the payment. The City obtains a completed Form W-9 from all vendors to whom payments are made. A record will be maintained of all vendors to whom a Form 1099 is required to be issued at year-end. Payments to such vendors will be accumulated over the course of a calendar year. 3. Vendor invoices are normally sent to the respective Department or directly to Finance. It is the policy of the City that only original invoices will be processed for payment unless duplicate copies have been verified as unpaid by researching the vendor records. Vendor statements should normally not be used to process for payment. a. If an original invoice is not provided then a short written explanation signed by the requestor will be required prior to payment. b. Each department is responsible for verification of invoices for payment including the following: • Comparison of quantities billed on the invoices with quantities listed on the purchase order shown on the receiving documents. • Comparison of prices, discounts, and terms, with those specified on the purchase order. • Proof of clerical accuracy of the invoice with respect to extension, mathematical accuracy, and deductions for discounts. 4. Preparation of an Accounts Payable (A/P Package) The vendor invoices should be reviewed and approved by a department head or their designees prior to being submitted for payment. All requests for payment to be submitted to Finance should include an A/P package. Each A/P package contains the following documents a. Original invoice. If the original invoice is not available (this should be the exception) a short written explanation with the signature of the supervisor is required. b. Packing slip (if available) a Purchase Order/Direct Payment Request form including general ledger account number coding from the approved budget d. For travel reimbursement request — travel authorization form signed by both employee and department director/head. e. For credit card payments — signed by employee and department head. f. Any other supporting documentation deemed appropriate. All A/P packages must be approved by the department head. The approval indicates their acknowledgment of satisfactory receipts of those goods or service agreements with all terns appearing on the vendor invoices and general ledger account coding from the approved budget, and that the vendors are paid in full. 5. Recording and processing of accounts payable/disbursements Regular Invoices Information is entered into the accounting system from the approved and completed A/P packages. All valid A/P transactions, properly supported with the required documentation, should be recorded in a timely manner. The following procedures should be applied to each A/P Package by the Senior Finance/Finance Clerks: a. Invoices and related general ledger account distribution codes are reviewed prior to posting to the accounting system. b. Check the mathematical accuracy of the vendor invoice. c. Compare the nature, quality, and prices of items ordered per the vendor invoice to the packing slip and receiving report if applicable. d. Review the general ledger distribution charged accounts and approved budget amount. e. Post all PO's and direct request for payment into the accounting system. N f, All A/P transactions selected for payment will be reviewed, approved, and updated in the accounting system by Accounting Manager/Director of Finance before the check run. g. After the approval of A/P transactions, the Senior Finance/Finance Clerk will print the checks and registers. It is the policy of the City that each check must be signed by two authorized check signers. Check signatures are set-up on the accounting system. h. Senior Finance/Finance Clerk will write down the series of checks and total amount in an A/P check log. Two copies of the check register including copies of checks are submitted to the Accounting Manager/Director of Finance for review, approval, and update the check process in the accounting system. i. The Accounting Manager/Director of Finance signs off the check log and check registers to signify review and approval before releasing the actual checks. j. After the A/P checks are processed, the charges are automatically posted and are reflected in the general ledger. k. All check registers processed will be forwarded to another Senior Finance Clerk who does not process A/P to prepare and submit the positive pay to the bank. Check registers are also forwarded to the Accountant to monitor available cash balance in the bank prior to the release of any checks (Refer to Positive Pay Procedures). 1. The check will be mailed on the same day with the exception of those checks picked up by the requesting department under emergency situations or special circumstances. Staff who initiate the check request cannot be the staff who pick up the check. For those checks received by the requesting department will sign the A/P log indicating that Finance released the check. in. Check copies will be attached to the A/P Packages and will be sent to the Information Technology (IT) division to be stamped as "PAID" by the IT staff to avoid future double payment. In addition, accounts payable packages are also scanned to the document management system, Laserfiche. After the accounts payable packages are scanned, the A/P packages are returned to Finance to be filed by batch date. n. All processed check registers from prior weeks will be presented to the City Council for their review and approval at the following City Council Meeting schedules: City warrants and demand including payroll related expenses - every 1 s, and 3rd Wednesday of the month Housing and Successor Agency — every 3' Wednesday of the month Payroll Related Expenses All payroll related expenses and related liabilities are processed by the Payroll Specialist. After completing the payroll process for each pay period, the Payroll Specialist will process payroll disbursements by entering the payroll liabilities transactions in Payroll/Accounts Payable module in the accounting system. The liabilities include but not limited to IRS and State taxes, CalPERS retirement and health, vision and dental benefits, union dues and garnishments. Once the payroll payable packet is completed by the Payroll Specialist, it will be submitted to the Accounting Manager/Director of Finance for review and approval. The Accounting Manager/Director of Finance will then update the payroll payable packet in the accounting system. Except for CalPERS, IRS and State Taxes, the checks for all other payroll related liabilities will be run by Senior Finance Clerks in the accounting system (same process from Regular Invoice item no. 5 above). a. IRS and State taxes — Processed through ACH. IRS and State taxes reports for each pay period are submitted online by the Payroll Specialist. Payments are then automatically debited to City's general bank account. b. CalPERS retirement and health benefits - Processed through ACH and automatically debited to City's general bank account. Payment online is processed by the Accounting Manager. After the payment, the payroll packet is approved and updated in the accounting system. The payroll payable packet including the payment confirmation is then forwarded to Senior Finance Clerk to run the bank draft check register. 3 Voided Checks and Stop Payments There are times when a check would need to void out of the system (e.g. check lost in the mail, stale check, or processed in error). In order for this process to occur, voided check approval and the following information must be obtained: a. Check number b. Amount e. Date d. Payee e. Reason for void f. Stop payment required g. Check being reissued — if required *Stop payments are processed by the Accountant through the Bank of the West online banking. A confirmation is printed and attached to the A/P package of the voided check. Check voided need to have proper notations in the accounting system and defacing the check by clearly marking it as "VOID". All voided checks are processed by the Senior Finance/Finance Clerk in the accounting system, and reviewed, approved, and updated by Accounting Manager/Director of Finance. Copy of the void checks is to be filed by batch date. Wire Transfers Wire transfers are used by the City whenever the City deemed it is necessary and for the best interest of the City. It is a fast, reliable and efficient payment method. The City uses this method for making payments to various service providers, such as investments bankers and debt service trustee. The Accountant handles the wire transfer transactions to the bank (Refer to ACH and Wire Transfer Policy and Procedures). The Accountant prepares the journal entries to record the wire -transfer transactions to the accounting system. Accounting Manager/Director of Finance reviews and approves the journal entry in the system. The Management Assistant posts and updates the journal entries to the general ledger. At the end of every month, the Accountant will submit the cash transfer log summary to the City Manager (CEO). The cash log shows all daily bank transfer transactions. (Refer to sample of Cash Log Transfer). Petty Cash Fund (PCF) The Senior Finance/Finance Clerk who handles Cashier and business license is the petty cash custodian and she is responsible for the proper safeguarding of petty cash monies. The total maximum PCF is $800. Employees are allowed to request from PCF for up to $50 for City related expenditure reimbursements and for emergency use only. If there is no immediate need, everything should be disbursed by check. A receipt containing a detailed breakdown of all purchases or services is required before reimbursement can be made as well as evidence that it is a City related expenditure. The custodian is responsible for ensuring the cash on hand and receipts equal the authorized amount of the fund at all times. Petty cash fund must be kept separate from change funds, cash drawer, and any other collected revenue. Petty Cash Fund Purchase Disbursements from petty cash fund must be properly documented and should be for a valid business purpose. 1. Petty Cash fund may not be used for the following: • Items/receipts in excess of $50.00 • Cashing of personal checks or providing personal loans. 4 • Purchases which are required to be reported in a specific manner such as, but not limited to, personnel services, travel expenses, and business meals. 2. Employee purchasing business related items using petty cash funds should do the following: • Obtain prior approval from the department head. • Makes the purchase by paying for the item with personal monies and obtain an itemized receipt or cash register sales slip. • Provide the petty cash request form with the proper supporting documents such as receipts or cash register sales slip with the signature of the department head. • Receives reimbursement for the purchase from the petty cash custodian when personal monies are used for the City's business related items. Replenishment of Petty Cash Fund Petty cash fund must be reimbursed at least once every 90 days or as needed during the fiscal year. 1. The petty cash reimbursement request or the amount to be requested must be completed through `Direct Payment Request". 2. The Direct Payment Request form with the list of all expenses paid along with original receipts as a support of the requisition is submitted to Accounting Manager/Director of Finance for review and approval before submitting to accounts payable for check preparation. 3. A reconciliation of the petty cash fund must be done on a regular basis to make sure the receipts plus cash on hand is equal to the amount of the authorized petty cash fund. 4. If receipts plus cash on hand are less than the authorized amount, this is an overage and must be deposited through the cashier register crediting the other revenue account with description "petty cash overage". 5. If the receipts plus cash on hand are less than the authorized amount, this is a shortage. If the amount is significant, it should be reported to the Accounting Manager/Director of Finance immediately for investigation. If the amount is less than $5.00, report the shortage on petty cash reimbursement request, charging the other operating expense account with description "petty cash shortage". 61 City of Baldwin Park Credit Cards Policy and Procedures Purpose: The purpose of this policy is to establish standards and procedures for the use of City issued credit cards (include gas card and other charge cards). City credit cards are used to provide an alternative method for designated City officials and employees. This policy is developed to ensure that all credit cards issued under agreements with the City of Baldwin Park 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 not exceed $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 Purchases: Credit cards shall only be used to purchase goods or services for the official business of the City of Baldwin Park. 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 of Baldwin Park. 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, offsite workshops, and training, conference, or interview panels. Breakfast, lunch and dinner meetings, office parties, office snacks, coffee and donuts for employees, or gift cards. The following Purchases are NOT allowed except for emergency as stated in the City's Purchasing Policies and Procedures: • Equipment and upgrades over $2,500 • Construction, renovation/installation • Items or services on term contracts • Maintenance agreements • Telephone, related equipment, or services • Any other items deemed inconsistent with the values of the City of Baldwin Park • Consultants, instructions, 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). 2. Authorized credit cardholders are determined by the 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 II) along with the copy of the Credit Card/Gas Card Policies and Procedures indicating they have read and agree to comply and accept the terms of the City's Credit Card/Gas Card Policies and Procedures. 5. Credit cards are issued in the name of the City and the authorized cardholder. Any annual fee 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 itemized receipts/invoices and submitted to the Finance A/P ASAP to avoid late fee/penalty/interest charges. If statements are submitted for payment without sufficient time to make a timely payment, late fee/penalty/interest charges, if any, will be charged to the cardholder's department. 7. Approving Officials (department director) shall review purchases, invoices, itemized receipts and all other supporting documents are attached to the credit card statements to ensure compliance with these procedures. 8. The claim for payment should include all itemized receipts/invoices. An itemized receipt contains a breakdown of the entire purchase including each individual item, the number of items and any services, taxes and surcharges. A credit card receipt alone is not considered an itemized receipt unless it contains all of the above information. Examples of itemized receipts would be a hotel bills or restaurant receipts should clearly state the purpose of the charges, the name/number of the individuals for the charges. a. Failure to submit adequate documentation may result in the City credit card being frozen/cancelled. b. Any charge not substantiated by an itemized 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 itemized receipt has been misplaced/lost, the cardholder must attach a signed memo containing the date, vendor name and amount, an itemized listing of everything purchased including taxes and surcharges, and a detailed description of the nature and necessity of the purchase. 9. In the case of travel, conferences, meals and meeting (for official City business only as defined previously) related expenses, each itemized receipt must also include: 2 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. c. In the case of travel and conferences, provide a copy of the conference agenda or meeting notice. 10. All credit cards statements shall be signed by the cardholder and the department director and/or 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, stolen or any type of credit card frauds. Termination of Cardholder Accounts: Upon separation 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 separation date for credit card payment purposes. Cardholder shall report any pending charges as of the surrendering of the card and have reported all charges and provided receipts/supporting documentation. 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. If not reported immediately, the City may be liable for fraudulent charges, which may be charged to the cardholders. 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 of Baldwin Park and must be used in accordance with the provisions of the credit card policies and procedures and purchasing policies and procedures established by the City. The respective directors and/or CEO are responsible for the review of purchases and invoices to ensure compliance with the City's policies and procedures. 3 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. 4 City of Baldwin Park Bank Reconciliation Policy and Procedures Policy: It is the policy of the City of Baldwin Park that all incoming and outgoing funds to the City's bank accounts are recorded in the general ledger using Tyler Incode 10, the City's accounting system on a timely basis. Bank account reconciliation is a key component of quality control over cash and an important control tool to identify potential errors or fraudulent activities that may have occurred in either the finance records or banking activities. The Finance Department needs reconcile all bank accounts timely since there are time limits to notify the bank on errors and omissions. Reconciling the bank statement balance with the general ledger balance is necessary to ensure the following: • All receipts and disbursements are properly recorded — this is an essential process in ensuring complete and accurate monthly financial reporting. • Checks are clearing the bank at a reasonable time. • Reconciling items are appropriate and are being recorded. • The reconciled cash balance agrees with the general ledger cash balance. This policy applies to all bank accounts held by the City. City's Cash Bank Accounts are the following: General Checking Account Operating Account): The primary operating account provides for routine accounts payable disbursements. All cash, checks, and credit card payments to the City are made to this account. Cash transfers are done on an as needed basis to cover disbursements. Excess funds in this account are transferred into short-term investments of higher interest-bearing cash equivalents. Payroll Account: The payroll account is separate from the operating account. The payroll account is a zero -balance account. As such, only the amount needed to cover each payroll is transferred into this account from the operating account. Workers Compensation and General Liability Account: The Worker's Compensation and General Liability Account is separate from the operating account. Worker's Compensation and General Liability Account is a zero -balance account. As such, only the amount needed to cover the payments is transferred into this account from the operating account. Section 8 and Public Housing Accounts: Section 8 and Public Housing accounts are separate from the City's General operating account. HUD requires that the Section 8 Voucher program have a separate account to avoid any commingling of funds. The Section 8 program assists low-income individuals in finding a place to live and subsidize the rent payments for the tenants. The Public Housing account is for our Senior Housing Complex -McNeil Manor. The public housing account receives deposits from tenant rents, operating subsidy and capital grants from the federal government, and income from the onsite laundry room. The account also pays for any capital improvement, repairs and all other maintenance of the property. Successor Agency: The Successor Agency account is to pay any remaining recognized obligations/debts from the former Baldwin Park Redevelopment Agency. The Successor Agency receives funding from Redevelopment Property Tax Trust Fund (RPTTFT) from the County of Los Angeles Auditor -Controller. These funds are then used to pay the recognized obligations/debts and related costs. Local Agency Investment Fund (LAIF) Accounts — City and Housing The LAIF accounts with the State Treasury are used to deposit funds for investment. It offers high liquidity because deposits can be converted to cash in twenty-four hours. All interest is distributed to those agencies participating in a proportionate share determined by the amounts deposited and the length of time they are deposited. Interest is paid quarterly via direct deposit to the LAIF account. Money Market Account: The Money Market is a liquid investment account that is an alternative to the LAIF account. This account can be accessed daily and interest is paid monthly. Authorized signers on all checking accounts include the following: City Treasurer, City Mayor, City's Chief Executive Officer, and the Director of Finance. Procedures: It is the responsibility of the Finance Department to reconcile and complete all City's bank accounts by the end of each month upon receipts of bank statements by an employee not involved in processing accounting transactions, such as cash receipts and disbursements. The assigned employees who reconcile the bank and investments accounts are the two Accountants and Management Assistant. Additionally, bank reconciliations should be formally documented and maintained for audit purposes. Bank and other investment statements are received each month by mail. LAIF account statements are downloaded online by the Accountant. The statements are forwarded to the Director of Finance for review. Unusual or unexplained items will be reported immediately to the bank. After the review is completed, the bank statements are forwarded to each assigned employees (Accountants and Management Assistant) to prepare the bank and general ledger reconciliations. The City is using the Bank Reconciliation module from Tyler Incode 10. The system is an interactive module that reconciles monthly bank statements to general ledger accounts. System -wide integration automates the month-end reconciliation process, and posts through General Ledger are recognized for items such as bank deposits, services charges, interest income, and returned and cleared checks. Bank Reconciliation interfaces with Incode 10 General Ledger, Accounts Payable, Payroll, and Cashiering. The City maintains a cash and investment pool for all restricted and non -restricted cash. The cash account for General Fund and Special Revenue Funds are combined and maintained in one cash fund which is recorded under Fund 999. Pooled Cash is also applicable to Baldwin Park Financing Authority or Successor Agency funds and recorded under Fund 990. Cash for LAIF, Money Market, and Housing Funds are considered non -pooled cash. 2 Bank Reconciliations should clearly show the balances being reconciled, including the details of all reconciling items. At a minimum, bank reconciliation should include: • Identification of all applicable general ledger balance, as of the same date of the bank statements. • Listing of outstanding items. • Identification of any charges or credits on the bank statements that have not been recorded in the general ledger. These items should be researched to determine appropriateness, and as necessary adjustments recorded in the general ledger, possibly via general ledger journal entry. • Listing of any deposits in transit. • Calculations to illustrate the general ledger balance agrees with the bank balance • A comparison of dates and amounts of daily deposits as shown on the bank statements with the cash receipts journal. • A comparison/verification of inter -fund bank transfers to be certain that both sides of the transactions have been recorded on the books. • A comparison/verification of wire transfer dates received with the dates sent. • A comparison/verification of canceled checks with the disbursement journal as to check number, payee, and amount. • Accounting for the sequence of checks both from month to month and within a month. • Send an outstanding check notification letter to individuals whose checks have been outstanding for more than two months. After completing the monthly bank reconciliation, the preparer will print the bank reconciliation, signed, dated, and with other supporting back-up, including but not limited to, a bank statement and general ledger transaction listing. It is then submitted to the Accounting Manager and/or Director of Finance for review and approval. The signatures of the approver on the bank reconciliation will confirm that the procedures are followed and that the reconciliation accurately presents the status of the account at the bank as well as on the general ledger. After the review and approval, all bank reconciliations are returned to the preparer to be scanned and saved to the Finance F -drive. 3 City of Baldwin Park ACH and Wire Transfer Policy and Procedures 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: ACH for Pam 1. Payroll timesheets are prepared by the employees and submitted to the supervisor and department head for approval. 2. Payroll Specialist and/or Finance Clerk 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 Payroll Specialist and verified by other Finance Clerk prior to finalizing the payroll. 4. A payroll ACH file and ACH register report are created and sent to the Accounting Manager and Director of Finance for review and approval. 5. The 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 Payroll Specialist. 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 Accounting Manager/Director of Finance. ❖ The Accountant and the Management Assistant do not have access to enter and process payroll. The 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. Auto Payment for Utility Payment 1. Finance Department — Accounting Manager with the approval of Director of Finance set up Auto Pay with the utility vendors to streamline the process of the City's utility payment. Utility vendor payment summary should be given to the Accountant to insure that adequate funds are available for payment. Utility vendors are listed below are not all inclusive: Southern California Edison Southern California Gas Co. Time Warner (Spectrum) AT&T Verizon Valley County Water District 2. Utility vendors will withdraw payments from the City's general checking account on the due date. 3. Responsible departments will approve and forward the monthly bills to the Finance Department for the purpose of reconciling with the bank records. 4. Finance will generate ACH debit monthly report from the bank and record the expenditure accordingly in the accounting system on a monthly basis. Wire Transfers 1. Wire Transfers are for debt service payments to the fiscal agent/trustees, city investments and any other items that require a wire transfer. 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. 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 Accounting Manager or the Director of Finance. 4. 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 to be transferred based on approved supporting documentation after being reviewed and approved by the Accounting Manager or the Director of Finance. 5. The 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 Accounting Manager or the Director of Finance for final review and approval signature prior recording the transfer to the Cash Transfer Log. 6. All wire/ACH transfer requests are required to submit with the WIRE/ACH TRANSFER REQUEST/AUTHORIZATION form (see Exhibit A attached) to the Accounting Manager or the Director of Finance for review and approval. ❖ The 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. 2 CITY OF BALDWIN PARK 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 City of Baldwin Park Monthly and Annual Closing Policy and Procedures Effective July 1, 2020 I. Purpose: To ensure timely financial recording and reporting by establishing a checklist to better organize staff assignments and duties in the Finance Department. It helps to ensure consistency and completeness in carrying out department -wide tasks. 11. Procedures: Checklists can help us stay more organized by ensuring that we don't skip any steps in a process. They are easy to use and effective. The Checklist may be subject to change by Finance Management. The Checklist is shown below: Staff In Charge Task Description Time Accountant -Anthony Bank Reconciliation City of Baldwin Park Financing Auth-8333 Monthly Accountant -Anthony Bank Reconciliation City of Baldwin Parkas Successor -5220 Monthly Accountant -Anthony Bank Reconciliation Baldwin Park Charitable Relief Foundation -2262 Monthly Accountant -Pnthony Bank Reconciliation Liability Account -2938 Monthly Accountant -Anthony Bank Reconciliation Payroll Account -5543 Monthly Accountant -Anthony Bank Reconciliation Baldwin Park Resident Owned Utility District Monthly Accountant -Ron Bank Reconciliation City of Baldwin Park Housing Auth 8 - 2708 Monthly Accountant -Ron Bank Reconciliation Laif Reconciliation Monthly Accountant -Ron Bank Reconciliation Ci ly of Baldwin Park Housing Auth-2682 Monthly Shao/Sharon/Anthony Bank Reconciliation Main Bank Reconciliation -8358 Monthly Mgmt. Assist -Sharon Record Budget Adjustm ents[Transfers from Budget Adjustments/TransferCouncil Meeting Minutes Monthly Fin.Clerk-Jesus General Leger -Journal Tenant Rent Payments Monthly Fin.Clerk-Jesus General Leger -Journal Loan Receivable Payment Monthly Fin.Clerk-Jesus General Leger -Journal Record Credit Card Fees Monthly Fin.Clerk-Jesus General Leger- Journal Cash Transfer from SAto Gen. Fund for Payroll Monthly Fin.Clerk-Jesus General Leger -Journal Liabilityand Workers Comp, Transaction Monthly Fin.Clerk-Jesus General Leger -Journal NSFS and ACH Recording Monthly Accountant -Ron General Leger -Journal Transfer for Liability Costs Monthly Accountant -.Ron General Leer -Journal HUD Disbursement Monthly Accountant -Ron General Leger - Journal HUD 108 Wire Transfer Payment Monthly Accountant -Ron General Leger -Journal Record HAPS and Admin Fees Monthly Accountant -.Ron General Leger -Journal Transfer to Fund Payroll Monthly Accountant -Ron General Leger -Journal Transfers made AP & Payroll for Housing and Successor Agency Monthly Accountant -Ron General Leer -Journal Monthl Analysis Charges Monthl Accountant -Ron General Leger -Journal Money Market Interest Month! Accountant -Ron General Leger -Journal CDBG Home Drawdown Monthly Accting Mgr.-Shao General Leger -Journal To Record Credit Card Payment in transit Monthl Mgmt. Assist -Sharon General Leger -Journal Internal Service Charges Monthly Mgmt. Assist -Sharon General Leger - Journal Record Property Tax Remittance IMonthly I Staff In Charge Task Description Timel Accountant -Ron General Leger -Journal LAIF Quarter Interest Allocation /Payment for Fund 905 Quarterl Accountant -Anthony Trustee Interest Income Interest allocation for interest income from Trustee Quarterly Accountant -Anthony Fixed Assets Book Asset Additions Quarterly Accountant -Anthony Fixed Assets Book Asset Deletions Quarterly; Accountant -Anthony Construction in Progress Review/Monitor/Evaluate/Booking Construction in Progress Quarter) Accountant -Ron Debt Service State of California ECAA Loan 06/22; 12/22 Accountant -Anthony Debt Service Record Transfer to US Bank (Measure M) I 06/01; 12/01 Accountant -Anthony Debt Service Principal/InterestPaymenton Measure MBonds (Rail Crossing Safety Improvement Project) 06/01; 12/01 Accountant -Anthony Debt Service Principal/interest Payment on POB 06/01; 12/01 Accountant -Anthony" Debt Service Principal/Interest Payment on SA 2017 Bond 03/01; 09/01 Accountant -Ron Debt Service Principal/Interest Payment on HUD 108 Notes Payable 02/01;08/01 Accounts Payable Debt Service Principal/Interest Payment on 2017 Lease Revenue Bond 02/01; 08/01 Accountant -Anthony Fixed Assets Fixed Asset Depreciation 12/31; 06/30s Payroll - Maria Personal Management Employee Compensated Absences Report 7/30 Payroll - Maria Personal Management Leave End of Year Process 7/30 Accounts Payable Accounts Payable Run Aging Report 08/20 Accounts Payable Accounts Payable Run Open Payable Report 08/20 Accounts Payable Accounts Payable Run Expense Approval Report 08/20 Accounts Payable Accounts Payable Run Check Report ' 08/20 Mgmt. Assist -Sharon Purchasing Run GL Encumbrance Report 08/20 Mgmt. Assist -Sharon Purchasing Run GL Reserve Report 08/20 Mgmt. Assist -Sharon Purchasing Run 'PO in Report 08/20 Mgmt. Assist -Sharon Purchasing; Run PO Status Report 08/20 Mgmt. Assist -Sharon Purchasing Purchase Order Fiscal Year End Process 08/20 Shao/Ron/Anthony Bank Reconciliation Run Bank Transaction Report 08/30 Shao/Ron/Anthony Bank Reconciliation Update Final Bank Reconciliation Process 08/30 Accountant -Anthony Fixed Assets - Report Asset Master Report 08/30 Accountant -Anthony Fixed Assets - Report Asset Auditor Report 08/30 Mgmt. Ass ist-Sharon Project Accounting Project Balance Report 08/30 IT/Shan General Leger End of Year Back-up Tae 09/15 Sharon/Shag General Leger Soft Close 09/15 Aecting Mgr.-Shao General Leger -Report Transaction Report 09/15 Sharon/Shao General Leger - Report Detail Report 09/15 Sharon/Shao General Leger - Report Income Statement Report 09/15 Sharon/Shao General Leger- Report Trial Balance Report 09/15 Sharon/Shao General Leger - Report Balance Sheet Report 09/15 Acctin M r.-Shao General Leger - Report Pooled Cash Report 09/15 Sharon/Shao General Leger - Report Account Listing Report 09/15 Shao/Rose General Leer Hard Close Post Audit Internal / External Reporting Staff Report Name Due Date Distributing Department/ Agency Accounts Payable Warrants and Demands Bi -Weekly. Monday Of The Week Before City Council Meeting GityCouncil Accountant -Anthony Treasurer Report Monthly, Monday Of The Week Before The 2nd City Council` Meeting City Council Accountant -Ron Utilization Report Monthly Housing Accountant -Ron VMS Report Monthly HUD Note: All debt service payments need to be sent and deposited to the trustee accounts prior to the due date. The City of Baldwin Park Construction in Progress Policy and Procedure Effective July 1, 2020 Objective To ensure that all capital assets are reported in accordance with Generally Accepted Accounting Principles (GAAP). Construction in Progress Construction in Progress contains amounts expended in one fiscal year on new construction, land or building improvement, or other tangible capital construction projects that will be finished in a future year. Depreciation cannot begin until capital assets are ready to be placed into service. Construction in Progress is not depreciable. Capitalizable Costs Capitalizable costs associated with projects that should be included in the original capitalizable cost listed below (not inclusive): • Original contract price of construction • Equipment rentals (equipment purchases will be recorded directly as a fixed asset) • Expenses incurred in remodeling, reconditioning, or altering a purchased building to make it available for its intended purpose. • Design and supervision costs • Building permits • Insurance costs during construction phase • Excavation, grading or filling land • Architect and engineering services • Legal fees • All other costs related to the project completion Abandonment of Project When it is no longer probable that the project will be completed and placed into service, no further costs should be capitalized, and guidance on impairment should be applied to existing balances. Monitoring Construction in Progress During the fiscal year the Public Works Department will provide a quarterly Construction in Progress schedule to the Finance Department. The schedule provides: • List of all project names with description • Project number that is associated with the general ledger account • Type of project — capital or operations/maintenance • Estimated cost of the project • Department name • Project manager • Estimated completion date The Accountant will run quarterly reports from Tyler Incode 10, the City's accounting system to track the cost of Construction in Progress by the project number associated with the Construction in Progress schedule. Not all projects will become a capital asset once completed. Some are operational and/or maintenance projects. It is essential that the Construction in Progress schedule categorizes the type of project in order to properly record the Construction in Progress to the general ledger. If the project has retention withheld all the retentions will be released once the project is approved and completed. The general Jeger account string will determine if a project is operation/maintenance or capital. Operation/Maintenance Account String - XXX.XX.XXX.XXXXX.6XXXX (All operation/maintenance project numbers will begin with number 6) Capital Proiect Account String - XXX.XX.XXX.XXXXX.7XXXX (All capital project numbers will begin with number 7) Completion of a Construction in Progress project Completed projects should be reported as a transfer in (increase) to the appropriate asset category, e.g. buildings, and a transfer out (decrease) from Construction in Progress. Department head and/or project managers should communicate with the Finance Department regarding completed construction projects timely. When a project is completed the department will notify Finance and provide a signed copy of the Notice of Completion (NOC). Upon receipt of the notification, the Finance Department will transfer the improvement project or new construction project from the Construction in Progress general ledger account to the appropriate fixed asset general ledger account to record the asset into the accounting system using the NOC date as the in-service date and to start the depreciation in Tyler Fixed Asset Module. FRAUD, WASTE AND ABUSE POLICY PURPOSE: The City of Baldwin Park's Fraud, Waste, and Abuse Reporting policy is established to facilitate the development of controls that will aid in the detection and prevention of fraud, waste, and abuse against the City of Baldwin Park (City). In the spirit of transparency it is the intent of the City to provide guidelines for the development of controls and conduct of investigations related to Fraud, Waste and Abuse. POLICY The City will offer a mechanism for City employees, residents, and other interested STATEMENT: complainants to confidentially report (1) any activity or conduct in which he/she suspects instances of fraud, waste, or abuse and (2) violations of certain Federal or State laws and regulations relating to fraud, waste, and abuse as it is defined in California Government Code §53087.6(£) through the establishment of a Fraud, Waste, and Abuse Hotline and/or utilization of a third party to receive and track complaints under the direct oversight of Human Resources. POLICY This policy applies to any wrongdoing, or suspected irregularity, involving employees SCOPE: as well as consultants, vendors, contractors, outside agencies doing business with employees of such agencies, and/or any other parties with a business relationship with the City. Any investigative activity required will be conducted without regard to the suspected wrongdoer's length of service, position/title, or relationship to the City. POLICY Management is responsible for the detection and prevention of fraud, waste, and abuse. California Government Code §53087.6(£) (2) defines the terms, "fraud, waste, or abuse" as follows: ➢ Any activity by a local agency or employee that is undertaken in the performance of the employee's official duties, including activities deemed to be outside the scope of his or her employment, that: ➢ Is in violation of any local, state, or federal law or regulation relating to: ■ fraud, ■ corruption, ■ malfeasance, ■ bribery, ■ theft of government property, ■ fraudulent claims, ■ coercion, ■ conversion, ■ malicious prosecution, ■ misuse of government property, ■ willful omission to perform duty. Fraud, Waste, and Abuse Policy (Rev 5/2020) ■ is economically wasteful, ■ involves gross misconduct Each member of the City's Executive Team will be familiar with the types of improprieties that might occur within his or her area of responsibility, and be alert for any indication of irregularity. Any irregularity that is detected or suspected must be reported immediately to the Director of Finance and Director of Human Resources herein referred to as the Human Resources and Risk Manager, and/or a third party contracted to receive complaints or coordinate investigations with the appropriate entities and personnel. Some of these improprieties may be defined as follows: Violation Definition Complaint Code A known misrepresentation of the Fraud truth or misstatement of fact intended Fraud, Accounting/ Audit to result in personal or financial gain to Irregularities the City's detriment. Theft of government Unauthorized taking into one's possession of property owned by the Theft of Cash, Goods, and Services property City Fraudulent claims A misrepresentation of facts in a claim Fraudulent Insurance Claims to receive compensation The wrongful possession of or Conversion interference with the City's property Theft of Cash, Goods and Services as if it was one's own Misuse of government Misuse of City's property Waste property Corruption The impairment of a public official's Release of Proprietary Information duties by bribery Conflict of Interest Theft of Time Unauthorized Discounts Wage and Malfeasance Wrong doing or misconduct by a public Hour Issues Customer Relations official Policy Issues Safety Issues and Sanitation Product Quality Concerns The corrupt payment, receipt, or Kickbacks Improper Loans to City Bribery solicitation of a private favor for official Officials action Compulsion by physical force or threat Coercion of physical force; threat of taking or Retaliation Against Whistleblowers withholding official action or causing an official to take or withhold an action N Fraud, Waste, and Abuse Policy (Rev 5/2020) Complaints received that allege certain Labor -Management Issues such as Discrimination, Sexual Harassment, Substance Abuse, and Workplace Violence/Threats are not included in the statutory definition of fraud, waste, or abuse and are not in the purview of this policy. However, these complaints are forwarded to the appropriate management and human resources for review and action. The Director ofFinance and Human Resources and Risk Manager have the primary responsibility for the investigation of all suspected ads as defined in the policy. If the investigation substantiates that inappropriate activities have occurred, the Director wfFinance and Human Resources and Risk Manager will issue reports to appropriate designated personnel and, if appropriate, to the City Council in accordance with the Brown Act. If complaint involves the City Manager, Director of Finance, Human Resources and Risk Manager and Appointed or Elected Officials, anoutside investigator shall beappointed 10conduct the investigation. Decisions to prosecute or refer the examination results to the appropriate la enforcement and/or regulatory agencies for independent investigation will made in conjunction with legal counsel and the City Manager, as will fin decisions on disposition of the case except to the extent that the initiation 11 The Director of Finance and Human Resources and Risk Manager shall treat all information received confidentially. Any employee who suspects inappropriate activity shall notify the Director of Finance and Human Resources and Risk Manager immediately, and should not attempt to personally conduct investigations or interviews/interrogations related to any suspected act (see REPORTING PROCEDURE section below). Investigation results will not be disclosed or discussed with anyone other than those who have a legitimate need to know. This is important in order to avoid damaging the reputations of persons suspected but subsequently found innocen] of wrongful conduct and to protect the City from potential civil liability. Public disclosure shall be made only in accordance with applicable law. 3 Intentionally (and maliciously) instituting and pursuing (or causing to Malicious be instituted or pursued) a legal action Abuse prosecution that is brought without probable cause and dismissed in favor of the victim that caused damages Willful omission to Intentional neglect to take action Abuse perform duty required by law or contract Complaints received that allege certain Labor -Management Issues such as Discrimination, Sexual Harassment, Substance Abuse, and Workplace Violence/Threats are not included in the statutory definition of fraud, waste, or abuse and are not in the purview of this policy. However, these complaints are forwarded to the appropriate management and human resources for review and action. The Director ofFinance and Human Resources and Risk Manager have the primary responsibility for the investigation of all suspected ads as defined in the policy. If the investigation substantiates that inappropriate activities have occurred, the Director wfFinance and Human Resources and Risk Manager will issue reports to appropriate designated personnel and, if appropriate, to the City Council in accordance with the Brown Act. If complaint involves the City Manager, Director of Finance, Human Resources and Risk Manager and Appointed or Elected Officials, anoutside investigator shall beappointed 10conduct the investigation. Decisions to prosecute or refer the examination results to the appropriate la enforcement and/or regulatory agencies for independent investigation will made in conjunction with legal counsel and the City Manager, as will fin decisions on disposition of the case except to the extent that the initiation 11 The Director of Finance and Human Resources and Risk Manager shall treat all information received confidentially. Any employee who suspects inappropriate activity shall notify the Director of Finance and Human Resources and Risk Manager immediately, and should not attempt to personally conduct investigations or interviews/interrogations related to any suspected act (see REPORTING PROCEDURE section below). Investigation results will not be disclosed or discussed with anyone other than those who have a legitimate need to know. This is important in order to avoid damaging the reputations of persons suspected but subsequently found innocen] of wrongful conduct and to protect the City from potential civil liability. Public disclosure shall be made only in accordance with applicable law. 3 Fraud, Waste, and Abuse Policy (Rev 5/2020) The Director of Finance and Human Resources and Risk Manager, or authorized representative, will have access to, and authority to examine any and all records, documents, systems and files of the City and/or other property of any City department, office or agency. It is the duty of any officer, employee or agent of the City having control of such records to permit access to, and examination thereof, upon the request of the Director of Finance and Human Resources and Risk Manager or their authorized representative. It is also the duty of any such officer, employee or agent to fully cooperate with the Director of Finance and Human Resources and Risk Manager, or authorized representative, and to make full disclosure of all pertinent information. The Director of Finance and Human Resources and Risk Manager shall also be permitted access to anyand all records, documents, systems and files of any City vendor or contractor as allowed by City agreements and contracts. Great care must be taken in the investigation of suspected improprieties or �rregularities so as to avoid mistaken accusations or alerting suspected �nclivicluals that an investigation is underway. Any employee, or other interested complainant, who discovers or suspects fraudulent activity will have different options to report. Reporting can occur )� Hotline Reporting- calling the City's third party reporting firm. Hotline Reporting — calling the City's hotline number managed by )� Online RepordnQ—VVeb intake form located on the City of Baldwin Park website. The following information is necessary to begin and continue processing a complaint/concern: >~ The alleged misconduct invokes a City employee, a contractor, or a vendor doing business with the City. )� Name ofthe individuo|(s) involved. �~ Specific information regarding the alleged misconduct. Circumstances surrounding how the alleged misconduct occurred. )� Where orinwhat department the alleged misconduct occurred. When the alleged misconduct occurred. �~ The conduct should meet the statutory definition of fraud, waste, and abuse found atCalifornia Government Code §G3O87.6/D(2). Fraud, Waste, and Abuse Policy (Rev 5/2020) III &U11 a 4 10 1� During the initial review of complainant report(s), the Director of Finance and Human Resources and Risk Manager will hold in confidence information disclosed through the Hotline, and disclosed through the vendor contracted to investigate including the allowed under applicable state law. The complainant may remain anonymous to the extent allowed by law. All inquiries concerning the activity under investigation from the suspected individual, his or her attorney or representative, or any other inquirer should be directed t* the Director of Finance and Human Resources and Risk Manager: No information concerning the status of an investigation will be given out. The proper response t# made to "the allegation," "the crime," "the fraud," "the forgery," "the misappropriation," or any other specific fraud reference when referring to any report. The reporting individual should beinformed ufthe following: Do not contact the suspected individual in an effort to determine facts or demand restitution. )� Do not discuss the case, facts suspicions, or allegations with anyone unless specifically asked to do so by the City Attorney or the Director of Finance and Human Resources and Risk Manager. Once the investigation provides firm indicators through probative evidence that an employee might be subject to disciplinary action by his/her department for the subject matter of the investigation, the Director of Finance and Human Resources and Risk Manager will work with the City Manager, City Attorney, and/or department director to ensure a disciplinary process in accordance to the City's Personnel Rules and any other applicable law, rule, or regulation. For the purpose of this Administrative Policy, the City Manager has designated the Director of Finance and Human Resources and Risk Manager to be responsible for the administration, revision, interpretation, and application of this policy. The policy will be reviewed periodically and revised as needed. The Director of Finance and Human Resources and Risk Manager may develop any other policies or procedures as necessary to implement this Administrative Policy. 5 Fraud, Waste, and Abuse Policy (Rev 5/2020) CITY OF BALDWIN PARK Fraud, Waste, and Abuse Policy POSITION TITLE: 11a9-1AI&Ia01� By my signature, I acknowledge that I have received a copy of the City of Baldwin Park's Fraud, Waste, and Abuse Policy. Signature Date M ITEM NO. 5 TO: Honorable Mayor and Members of the City Council FROM: Shannon Yauchzee, Chief Executive Office Laura J. Thomas, Human Resources/Risk Manager DATE: June 3, 2020 SUBJECT: Approve Resolution No. 2020-022 and Resolution No. 2020-024 to Deny an Industrial Disability Retirement (IDR) Claim for Joseph P. Meister and Delegate Authority to the Chief Executive Officer or his/her Designee SUMMARY This report requests City Council's consideration and direction on the Determination of Disability for Joseph P. Meister as he has filed for an Industrial Disability Retirement (IDR). RECOMMENDATION Staff recommends that the City Council approve Resolution No. 2020-022 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DENYING AN INDUSTRIAL DISABILTY RETIREMENT FOR JOSEPH P. MEISTER IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS AND DELEGATING AUTHORITY TO THE CHIEF EXECUTIVE OFFICER OR HIS/HER DESIGNEE"; and approve Resolution No. 2020-024 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DENYING AN INDUSTRIAL DISABILTY RETIREMENT FOR JOSEPH P. MEISTER IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS". BACKGROUND Mr. Meister retired from his employment effective February 7, 2020, and subsequently submitted a request for an IDR with CalPERS. Mr. Meister was a Police Sergeant, who had been employed by the City of Baldwin Park since January 28, 1995. During his career, he had two workers compensation claims in 2008. Both of those claims were resolved and are open for future medical care. According to the City's workers' compensation third party administrator (TPA), prior to Mr. Meister's retirement, there were no active workers compensation claims on file. Moreover, the City's TPA confirmed that Mr. Meister was not disabled and there was nothing in the record prohibiting Mr. Meister from performing the full range of duties as a Police Sergeant. Therefore, Mr. Meister's request for an IDR does not meet the appropriate criteria. In light of these facts, staff is requesting that City Council deny Mr. Meister's request at this time. LEGAL REVIEW Legal Review is not required for this item. ALTERNATIVES The alternative is to approve Mr. Meister's IDR. ATTAC H M E NTS 1. Resolution No. 2020-022 2. Resolution No. 2020-024 RESOLUTION NO. 2020-022 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DENYING AN INDUSTRIAL DISABILTY RETIREMENT FOR JOSEPH P. MEISTER IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS AND DELEGATING AUTHORITY TO THE CHIEF EXECUTIVE OFFICER OR HIS/HER DESIGNEE WHEREAS, the City of Baldwin Park (herein referred to as Agency) is a contracting agency of the California Public Employees' Retirement System; and WHEREAS, the Public Employees' Retirement Law requires that a contracting agency determine whether an employee of such agency in employment in which he/she is classified as a local safety member is disabled for purposes of the Public Employees' Retirement Law and such disability is "industrial" within the meaning of such Law: and WHEREAS, City Council has determined upon legal advice that it may delegate authority under Government Code section 21173 to make such determinations to the incumbent of the office/position of Chief Executive Officer (CEO) or his/her designee; and WHEREAS, City Council has confirmed with the City's Third Party Administrator (TPA) who is the custodian of industrial related injuries and claims, that Joseph Meister is not disabled according to their records, and was fully capable of performing his job duties at the time of his retirement; and WHEREAS, City Council has denied Joseph Meister's request for an industrial disability retirement. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK HEREBY RESOLVES AS FOLLOWS: that the City Council delegate and it does hereby delegate to the incumbent of the office/position of Chief Executive Officer (CEO) or his/her designee, authority to make application on behalf of the Agency pursuant to Government Code section 21152 (c) for disability retirement of all employees and to initiate requests for reinstatement of such employees who are retired for disability; BE IT FURTHER RESOLVED that City Council delegate and it does hereby delegate to the incumbent of the office/position of Chief Executive Officer (CEO) or his/her designee authority to make determinations of disability on behalf of the Agency under Government Code section 21156 and whether such disability is industrial and to certify such determinations and all other necessary information to the California Public Employees' Retirement System. PASSED, APPROVED, AND ADOPTED this 31d day of June, 2020. MANUELLOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELESSS: CITY OF BALDWIN PARK I, JEAN M. AYALA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2020-022 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on June 3, 2020 and that the same was adopted by the following vote to wit: l•_K6111l W I I / TO_C ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: JEAN M. AYALA CITY CLERK RESOLUTION NO. 2020-024 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DENYING AN INDUSTRIAL DISABILTY RETIREMENT FOR JOSEPH P. MEISTER IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS WHEREAS, the City of Baldwin Park, (hereinafter, referred to as "Agency") is a contracting agency of the California Public Employees' Retirement System (CaIPERS); and WHEREAS, the California Public Employees' Retirement Law requires that a contracting agency determine whether an employee of such agency, in employment in which he is classified as a local safety member, is disabled for purposes of the California Public Employees' Retirement Law and whether such disability is "industrial" within the meaning of such law: and WHEREAS, an application for industrial disability retirement of specific medical related conditions from Joseph P Meister employed by the Agency in the position of Police Sergeant has been filed with CalPERS; and WHEREAS, the City Council of The City of Baldwin Park has reviewed the medical and other evidence relevant to such alleged disability. (1) Pursuant to the authority delegated to me by action of City Council of The City of Baldwin Park (hereinafter referred to as Agency) June 3, 2020 and pursuant to the authority under Government Code section 21173, after review of medical and other evidence relevant thereto, I hereby determine that Joseph P Meister, a local safety member of the California Public Employees' Retirement System (CaIPERS) employed by the Agency, is not incapacitated within the meaning of the California Public Employees' Retirement Law for performance of his duties in the position of Police Sergeant for his medical related conditions. I hereby certify under penalty of perjury that this determination was made on the basis of competent medical opinion and was not used as a substitute for the disciplinary process. If the disciplinary process occurred before the member's separation from employment, all relevant personnel documents were forwarded to CaIPERS for determination of the member's eligibility for disability retirement and CaIPERS' determination that the member is eligible to apply for disability retirement was obtained prior to starting the process of determination. PASSED, APPROVED, AND ADOPTED this 31d day of June, 2020. MANUELLOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELESSS: CITY OF BALDWIN PARK I, JEAN M. AYALA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2020-024 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on June 3, 2020 and that the same was adopted by the following vote to wit: l•_K6111l W I I / TO_C ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: JEAN M. AYALA CITY CLERK ITEM NO. 6 TO: Honorable Mayor and Members of the City Council HU of r� ?! FROM: Ben Martinez, Director of Community Development • "SA 6 s IE " PREPARED BY: Ron Garcia, City Planner DATE: June 3, 2020 SUBJECT: Approval of a Contract with Rangwala Associates to Provide Consulting Services to Update the Downtown TOD Specific Plan and Related Documents SUMMARY This report requests the City Council approve a contract with Rangwala Associates to prepare an update to the Downtown TOD Specific Plan (Plan), amend appropriate sections of the General Plan and Zoning Ordinance and adoption of an EIR Amendment. This item was continued from the May 6, 2020 City Council Meeting. RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Award a contract to Rangwala Associates (Consultant) to update the Downtown TOD Specific Plan (Plan), amend appropriate sections of the General Plan and Zoning Ordinance and adoption of an EIR Amendment; and 2. Authorize the Chief Executive officer, or designee, to execute the attached agreement with Rangwala Associates to provide consulting services in an amount not to exceed $328,005; and 3. Authorize the Director of Finance to appropriate $42,805 from Fund No.235-General Plan Fees. FISCAL IMPACT There is no impact to the General Fund. All funds used are a combination of grant funds and special funds. BACKGROUND In January of 2020 the City was awarded an SB 2 planning grant from the State of California Housing and Community Development Department "(HCD)". HCD launched the SB 2 Planning Grants Program to provide funding and technical assistance to all local governments in California to help cities and counties prepare, adopt, and implement plans and process improvements that streamline housing approvals and accelerate housing production. The grant award is $310,000 of which $285,200, and $24,800 are allocated respectively to the Consultant (Rangwala Associates) and JWA Urban Consultants, Inc., for the preparation, management, and implementation of the planning grant. DISCUSSION On February 6, 2020, staff issued a Request for Proposals (RFP) for professional services to update the Downtown TOD Specific Plan, amend specific related sections of the General Plan and Zoning Ordinance, and prepare the appropriate CEQA documentation. Proposals were due on March 2, 2020. The City received a proposals from six firms (See Table Below). EVALUATION AND SELECTION OF CONSULTANT The proposals were evaluated by a team comprised of three City staff members (two from Community Development and one from Engineering) and one outside consultant (JWA Urban Consultants, Inc.). Upon review of the proposals, the evaluation team recommended that each of the consultant teams be invited for an in-person interview and that a set of questions be directed to each of the consultant teams for clarification of specific sections of their individual proposals. The responses to the clarification questions were received from each of the consultant teams the day prior to the interviews. The evaluation team conducted the interviews on March 12, 2020. The proposals were evaluated for completeness; creativity and relevant experience; qualifications and experience of key individuals and project team capacity; understanding of the scope of services; and project schedule and cost of services. Based upon the evaluations, the evaluation team unanimously ranked Rangwala Associates number one. Rangwala Associates presented enthusiasm and interest as well as a comprehensive approach and methodology with relevant knowledge experience in working with form -based codes and developing Downtown Specific Plans. The representatives also expressed an ability to educate staff in architecture and urban design to effectively administer and implement the Plan. In summary, the Rangwala Associates team represents the most qualified and best value to update the Downtown TOD Specific Plan to facilitate the development of higher density residential mixed-use projects. The results of the evaluations were as follows: Consultant Location 71Score 7Proposed Cast Rangwala Associates Woodland Hills 92 $328,005 Interwest Ontario 86 $302,930 KTGY Irvine 85 $387,200 The Arroyo Group Pasadena 81 $385,585 De Novo Planning Group Tustin 81 $565,189 Infrastructure Engineers Brea 62 $515,487 LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ATTACHMENTS 1. Contract Agreement with Rangwala Associates Rangwala Associates Consultant Services Agreement Page 1 of 7 CONSULTANT SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 3rd day of June, 2020 by and between the City OfBaldwin Park ("Cit«").and R@ngVV8|8Associates ("C0OSUlt8Dt"). In consideration of the following mutual cowenanba, provisions and ognaennenta. and other v8|U8b|e CODSide[@UOO' the receipt and SUffiCiROCy of which is hereby acknowledged, City and Consultant agree aafollows: 1. SCOPE OF SERVICES. Consultant agrees to perform during the term of this Aoreemen[, the tasks, ob|igaUone, and services set forth in the "Scope of Services" attached to and incorporated into this Agreement as Exhibit ''&" Duration of Scope of Services may be extended unamonth-to-monthbasis, but shall not exceed the total compensation. 2. COMPENSATION. City eho|| pay for the services performed by Consultant pursuant to the terms of this Aonaernant at the time and manner set forth in the "Schedule of Compensation" attached to and incorporated into this Agreement as Exhibit "B." 3. TIME FOR PERFORMANCE. Consultant nho|| perform the services above described in atimely manner in accordance with the professional standard practices but in any event no later than June 30, 2022 from the date of this agreement is entered to. 4. AUDIT OR EXAMINATION. Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters. 5. STATUS OF CONSULTANT. Consultant shall provide all necessary personnel, equipment and material, at its SO|e expense, in order to perform the services required of it pursuant to this Agreement. For the purpose of this Agreement, Consultant shall be deemed, for all purposes, an independent contractor and shall have control of all work and the manner in which it is performed. Consultant shall be free to contract for similar services to be pedb[08d for other entities while under contract with City. Consultant is not on agent or employee of City, and is not entitled to participate in any pension p|on, insurance, bonus orsimilar benefits City provides for its employees. Consultant shall beresponsible tOpay and hold City harmless from any and all p8ynD|| and other taxes and interest thereon and penalties, therefore, which may become due 8SGresult Ofservices performed hereunder. 0. ASSIGNMENT. This AorS8nnSnL is for the specific services with CODSU|L@nt as set forth herein. Any attempt by Consultant to assign the benefits or burdens of this Agreement without written @ppnDvG| of City is prohibited and Sh8|| be Du|| and void; except that CODSu|t@Dt may assign payments due under this Agreement tOGfinancial institution. 7. RIGHT TO UTILIZE OTHERS. City reserves the right to utilize others to perform vvO[k similar to the GgrViCgS provided herein. 8. COMPLIANCE WITH LAW. Contract services shall be provided in accordance with the applicable laws and regulations of all governmental agencies that are in force at the time services are performed. Consultant eho|| be responsible for becoming ovvora of and staying abreast ofall such |ovve and ensuring that all services provided hereunder conform to Rangwala Associates Consultant Services Agreement Page 2 of 7 such laws. The terms of this Agreement shall be interpreted according to the laws of the State of California. 9. LIABILITY. Consultant shall indemnify, and hold harmless City, its officials, officers, and employees against any and all actions, claims, damages, liabilities, losses or expenses of whatsoever kind, name or nature, including legal costs and reasonable attorneys' fees, whether or not suit is actually filed, and any judgment rendered against City and/or its officials, officers, or employees that may be asserted or claimed by any person, firm, or entity to the extent caused by Consultants' negligent performance, or the negligent performance of its agents, employees, subcontractors, or invitees, as well as, negligent acts or omissions of Consultant, it's agents, employees, subcontractors or invitees, however, this indemnity clause shall not apply if there is concurrent passive or active negligence on the part of City, or its officials, officers, agents or employees. 10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder: (A) Comprehensive General Liability Insurance (including premises and operations, contractual liability, personal injury and independent Consultants' liability) with the following minimum limits of liability: (1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000. (B) Comprehensive Automobile Liability Insurance including as applicable own, hired and non -owned automobiles with the following minimum limits of liability: (1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000. (C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City. (D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California. (E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide: (1) The City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker's Compensation); (2) The coverage provided shall be primary (with the exception of Professional Liability and Worker's Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, Rangwala Associates Consultant Services Agreement Page 3 of 7 agents or employees shall be in excess of Consultants' insurance and not contributed with it. (3) The insurer shall provide at least thirty (30) days prior written notice to City of cancellation or of any material change in coverage before such change or cancellation becomes effective. (F) With respect to Workers' Compensation Insurance, the insurer shall agree to waive all rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer's agreement in this regard shall be reflected in the Workers' Compensation Insurance endorsement. 11. OWNERSHIP OF DOCUMENTS. All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City's ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or prepared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant. 12. RECORDS AND INSPECTIONS. Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement. City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Consultant shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours. 13. TAXPAYER IDENTIFICATION NUMBER. Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service. us CONFLICT OF INTEREST. Consultant agrees that any conflict or potential conflict of interest shall be fully disclosed prior to comply with all applicable federal, state and county interest. execution of contract and Consultant shall laws and regulations governing conflict of 15. POLITICAL ACTIVITY/LOBBYING CERTIFICATION. Consultant may not conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this Agreement. 16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice. 17. EFFECT OF TERMINATION. Upon termination as stated in Paragraph "16" of this Agreement, City shall be liable to Consultant only for work performed by Consultant up to Rangwala Associates Consultant Services Agreement Page 4 of 7 and including the date of termination of this Agreement, Un|eSS the termination is for C8US8, in which event Consultant need be compensated only Uathe extent required by |Gvv. Consultant shall be entitled to payment for work aubafuctoh|y completed to daUa, based on proration of the COOOpenS8tiOD set forth in Exhibit "B" 8U8ChBd hereto. Such payment will be subject to City's receipt of close-out billing. 18. LITIGATION FEES. Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including reasonable attorney's fee8, to the prevailing party. In awarding attorney's fees, the court shall not be bound by any court fee aohgdu|g but shall award the full amount of costs, expenses and attorney's fees paid and/or incurred in good faith. "Prevailing Party" Sh8|| mean the party that obtains 8f8vOr8b|e and final judgment. Should litigation occur, venue shall beinthe Superior Court ofLos Angeles County. This paragraph shall not apply and litigation fees shall not beawarded based on an order O[otherwise final judgment that results from the parties' DlutU8| Sett|8[DHOt, 8[biLn8tiOO, or mediation nfthe dispute. 19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by COnSU|t8ni Sh8U be construed to be both 8 covenant and 8 condition. 20. INTEGRATED AGREEMENT. This Agreement represents the entire Agreement between the City and Consultant. No verbal agreement orimplied covenant shall be held to vary the provisions ufthis agreement. This Agreement shall bind and inure tothe benefit ofthe parties tothis Agreement, and any subsequent successors and assigns. 21. MODIFICATION OF AGREEMENT. This Agreement may not be modified, nor may any of the terms, p[OVSiOOS or conditions be modified or waived OF otherwise affected, except by a written amendment signed by all parties. 23. DESIGNATED REPRESENTATIVES. The Consultant Representative /A\ designated below shall be responsible for job performance, neguUobone, contractual nnottere, and coordination with the City. The City Representative (B) designated below shall act onthe City's behalf ouProject Munoger. AA CONSULTANT R8ngvvo|GASSoCiotes 6325 Jackie Avenue Los Angeles, CA91307 (805)850-9779 /B\ City OfBaldwin Park Aft.: Shannon Yiauohzae.CEO 144U3East Pacific Avenue Baldwin Park. CA 91706 (828)980-4011X482 23 NOTICES. Notices pursuant tothis Agreement shall be in writing and may be given by p9rSOn@| d8|k/8ry Or by mail. Notices Sh8U be directed to Q[v'S Designated Rangwala Associates Consultant Services Agreement Page 5 of 7 By: Shannon Yauchzee, Chief Executive Officer Dated: CONSULTANT: Rangwala Associates mi.,wqw-" Dated:IJ► SCOPE OF SERVICES 3. Scope and Schedule K Inform Consult Involve Collaborate Empower A S 0 N D J/21 F M A M Task I: Project Vit.= M In this phase, our team will initiate communications with the Baldwin Park community, the local stakeholders, and decision -makers to ensure that a path is put in place for a successful project. The kick-off meeting will be held with the project team and accomplish several tasks, including: • Sharing expectations for the project and discussing goals and objectives; • Review and refine project boundary as necessary; • Refining the scope of work and schedule; • Establishing communication protocols; • Defining the role of anticipated stakeholders, including outside agencies, organizations, and individuals; • Identifying Focus Group participants; • Identifying potential project pitfalls and strategies to address them; • Discussing ongoing projects or programs; and • Reviewing project data needs and obtain data from staff. Even though - are familiar the Downtown area, we will con- clude i i - _51��fzx4w- ther •- •ioi areas OLMA. the Specific Plan i i address. The team will complete • focused review and summary of documents that are i to formulating • _, • t •.: i - •. i - • is - Plan on i should be focused. Material to bereviewed includes, but may not be limited to: 2016 Downtown Specific Plan and EIR. General Plan. and Zonin�&- Code, cil >:. Commission A joint meeting will be conducted with the City Council and Planning Commission following the contract's execution and the Team's review of existing plans and documents. We will work with City staff to introduce the project team to the City Council and Planning Commission, summarize the scope and schedule, discuss actions to be taken within the upcoming months, and field initial questions and receive initial input from the City Council, Planning Commission, and general public. The joint meeting will identify ongoing or current issues that the City is struggling with and that might be addressed to varying degrees in the Downtown Specific Plan. 1.3 Monthly Status Meetings with City Staff We are also proposing monthly meetings for the executive team, to discuss the status of ongoing and future work. These meetings will keep the City informed, review progress, identify next steps, and generally prevent the project from getting sidetracked or stalled. These meetings are generally envisioned to last no longer than a half-hour and could take place at a time convenient for the City, in person or over the phone. A monthly status report would be provided in advance of each meeting. 1.4 Project Website Civic Engagement Strategies Focus Group Visioning A project website website provides Project Meetings Charrette 24-hour access to project Tour information such as meeting notices, � gin°. I E CY, ' survey materials, background\data, presentations, and draft documents. online Noon joint Council.a P Interviews We will develop and maintain a Engagement Talks PlanniMeetin 9s fission free-standing Downtown Specific the planning process through Elements of Successful Plan website. project website, and social Downtown, Stefanos 1 Civic Engagement Strategy media sites: Facebook, Google+, Polyzoides and Twitter. Our community engagement approach is designed around five goals: Inform — to provide the public with balanced and objective information to assist them in understanding the challenges, alternatives, opportunities, and/or solutions. Consult — to obtain public feedback on analysis, alternatives and/or decisions. Involve — to work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered. Collaborate — to partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution. Empower — to place final decision- making in the hands of the public. For this project, we propose the following civic engagement tasks: 1. Online Collaboration — Public will have an opportunity to join, contribute and connect with 2. Project Tour — Tour of the Downtown Specific Plan will help identify what policies and regulations are working and what needs adjustment. 3. Interviews: We will interview key city and business leaders and stakeholders who generally have a vested interest in the downtown community, and could likely play a role in implementation efforts. 4. Focus Group Meeting: Our team will conduct smaller focus group meetings to gather qualitative information, review trends; facilitate community visioning; and develop policies and actions. 5. Noon Talks — During the charrette, we would also engage in lecture and education sessions, intended to broaden and deepen the resident's outlook on progressive urbanism. Following is a list of speakers and topics they will present: • Market Assessment Et Development Strategy, Michael Wright • Mobility Trends Et Opportunities, Tim Erney 6. Visioning Charrette: At the heart of the planning process is the 3 -day long visioning charrette. Please see Task 3 Visioning. 7. joint Planning Commission and City Council Meetings — Three joint meetings will allow advisory- and decision- making bodies to review interim progress and provide direction. Timeframe:5/26/20 to 6/29/20 Deliverables: • Scope & Schedule. • Civic Engagement Strategy. • joint Meeting with Planning Commission and City Council. • Identify Advisory Committee, Focus Groups, Departments and Partner Agencies. • Monthly Progress Report. • Project Website. We will review existing plans, ordinances, reports, and projects that have been completed. Concurrently, we will gather broad macro -level information at the community level for the Downtown Specific Plan and more micro -scale specific and detailed information for the commercial corridors. We will study the existing urban form, place, people, circulation, and market. � Illuminas Consulting (Illuminas) will evaluate the market support in the Plan Area for the following components: • Market rate multifamily rental units apartments; • Market rate multifamily for -sale units; . Office. The market study consists of the following: 1. Assess Plan Area strengths and weakness for development including issues such as parcelization, quality of building stock, accessibility, parking, amenities, and compatible land use. 2. Produce a baseline of existing economic and demographic conditions and recent trends. Illuminas will utilize information from a broad variety of data sources (e.g. County Assessor's data, State Board of Equalization records, U.S. Bureau of Statistics records, and the California Economic Development Department Labor Market Information Division) to compile information on population, employment, retail sales, and non-residential occupancies. This will include present demographic trends and information on factors driving commercial and housing demand in the Plan Area and the Baldwin Park market as a whole. 3. Develop an assessment of real estate trends in the local market for rental and for -sale housing as well as supporting commercial uses. This will include rent and sale prices, product types, and recent and planned development. This information will be developed using sources such as CoStar and Zillow data. 4. Using data from the baseline analysis as well as small area population and employment projections by SCAG, Illuminas will develop an estimate of near term market -supportable land uses for the Plan Area 2.2 Mobility Kittelson will assess the current circulation network in the Specific Plan area, focusing on current vehicular, transit, pedestrian, bicycle, parking, and goods movement networks. Information regarding existing active levels will be based on field observations and data provided by the City. Kittelson will conduct a review of the latest 5 -year accident data (from the Caltrans SWITRS database) to determine locations with high pedestrian and bicycle collisions. In addition, Kittelson will review growth forecasts in the surrounding area to project future baseline activity levels. The team will conduct a walk tour of the Downtown area to: • Assess the structural and design integrity of downtown buildings; • Document and study the safety, comfort, interest and usefulness of existing sidewalks and the depth and porosity of the existing storefront and sidewalk conditions. • Understand the character and Deliverables: quality of public space network; • Clarify key expectations for new • Focus Groups minutes. development; • Memorandum on economic • Identify concerns related to the profile of Downtown Area. urban form at the community, at the block, and building scale; Mobility Existing Conditions and Report. • Understand existing synergy of commerce and activation with public spaces. The analysis will be cated in the Discovery Memo and graphic format# maps supportsimple charts and iconography that # clear public#.# ! #. is both the needsand the n we will develop targeted #, the Specific Plan. • Memorandum of Urban Design findings from fieldwork and supporting photographic inventory, building disposition study (existing conditions and proposed disposition), composite base map, assessment plans and graphics. Timeframe:6/29/20 to 9/21/20 Intersection of Holt Boulevard and Central Avenue, Montclair General Plan. gill :.t The visioning process will create a shared physical vision among all the stakeholders. A shared vision is a call for action, not just an idea. Based on the analysis, findings, and community input gathered in the previous step we will host a 3 -day charrette. The charrette focuses community input over a short pe- riod of time, through the hands-on efforts of folks representing the full spectrum of interests. The ap- proach is inclusive and designed to build consensus from the outset. vari- community to develop • detailed plan forthe public realm cludes streets and open spaces. During • i beyondthe charrette, we will represent the various plan- ning ideas through vivid graphics such as Illustrative Plans, Sections, and perspective render- ings that instantly help anyone un - III com- plimentei beautifully * 01 - drawn•. • detailed images. outcome from the charrette will be • physical masterplan i trates possible public and private realm improvements,an outline of • • • - • • • " f • - • i. • { community sion backed with clear and precise i. . • •. . • " -. opment community to invest with confidence. 1 Day 2 Final Day I evil South Pasadena General Plan Noon Talk. Noon Talks: During the charrette, we will engage the community with lecture and education sessions, intended to broaden and deepen the resident's outlook on progressive urbanism. What makes a walkable "Complete Street?" How can density be dignified and introduced along vacant and underperforming sites in the downtown area? What makes a distinctive and vibrant place? We will delve into such questions from our first-hand experience and real lessons learned therein. The purpose of the Noon time presentations are to provide perspective, present alternatives, inspire, and stimulate dialogue that will carry into the evening discussions. Prepare an issues presentation to provide context to economic issues during the Visioning/Charrette. The outcomes will be a clear set of community goals for economic development of the Downtown area. To support the analysis of opportunity sites, Kittelson will identify the potential to enhance access and circulation throughout the Specific Plan area, focused on first/last mile improvements associated with the Baldwin Park Metrolink Station and major Foothill Transit and Baldwin Park Transit bus stops. These will include pedestrian and bicycle network enhancements, wayfinding systems, provision of micromobility options (such as bikeshare or scootershare), and shared -ride (e.g., Lyft and Uber) provisions. Areas of focus will include: Street Design Standards. We will develop street typologies and associated design standards based on factors including: relative roles and positions within the street network; modal emphasis/priorities, existing roadway classifications; existing dimensions; current and projected traffic volumes; adopted plans and policies; and other factors to be developed in collaboration with staff. These standards will be based on the assessment conducted in this task. Parking management. Kittelson will review the parking requirements as part of the current Specific Plan and the overall Zoning Code. Based on field reviews, Kittelson will document the current parking conditions in the study area, including parking regulations and typical weekday midday occupancy conditions. This information will support the planning process by identifying any parking hotspots and issues that will need to be addressed as part of the Specific Plan. Kittelson. -opportunities constraintsand • each mode of travel • • key hotspotsshould be addressed by the Specific Plan. i •First/Lastbest-practice approaches,- devel- oped _• ed by LA Metro. existingKittelson will calculate the traveled (VMT) for the current land uses in the Specific• • 16 BaldwinDowntown • r Specific Community supported Downtown master plan sketch developed at the charrette for the Montclair General Plan. The churnd1ewill develop ucommunity driven vision that isboth physical design- based and integrative: Physical inthe sense ofbeing p|oco- 600e6'and well- documented indrawings. Integrative inthat itwill include all dimensions of urban design, including open space, streetscape, |undocopo' buildings, signage, utility and transportation infrastructure, etc. We will work with the staff and the Downtown Community to develop a community's development priorities. Specific concepts for catalytic sites and entries into the downtown area will be generated. Because the work produced through the charrette process will be both physical and integra- tive, its recommendations may be also later analyzed from various points of view, including their cost and implementation through the public and private sectors. The master plan will become the basis for developing a regulating plan and a catalog of building and place types at the district, neighborhood, block, and building scales. These typologies will be codified into an outline for a draft form -based code (55% complete). ° Guiding Principles. ° Physical and Integrative Vision for Downtown area. ° Public Places Framework vision summary, narrative, plans and graphics. ° Concept sketches for catalytic sites and downtown's entries. ° Preliminary Mobility Recommendations ° Regulating Plan, and typologies of downtown streets, frontages, buildings, and urban standards (55% code). Tirnefrarne: 9/21/20 to 11/16/20 rill 11111111 1pill�11111 111111111 111 F We propose four parts to the Plan Part 1:Vision and Guiding Principles Part 2:Policy Part 3: Form -Based Code Part 4: Implementation The vision and guiding principles from the ChorreMewiU be developed into Part lofthe Specific alm This section will include policies on the downtown economy, land use, mobility, and urban design. The policies will be assessed for consistency with General Plan. If 6-w— Kittelson will the transpor- tation and circulation policy fnanne- vvorx. Aform-based code will 6e developed and appropriately spliced into the current zoning ordinance. Specific provisions of the Code include: ° Regulating Plan; ° Streets Open Space a Landscape 0 Urban Standards; ° Frontage and Building Types; Land Uses; and 0 Administration and Definitions This section will provide ulist ofprivate and public actions, projects, and improvements; phasing; budget; and funding options necessary tocarry out the vision. |nthis task, vvewill develop implementation strategies for draft recommendations based onhigh- level conceptuo|cnoteohmohao and potontio|funding sources and clearly identifying next steps inthe approval and development process for each recommendation. Kittelson will provide input into The Consulting Team will participate inojoint meeting with the Planning Commission and City Council toreview the draft Downtown Specific Plan before initiating the environmental review. First draft of the Specific Plan. Timeframe: 11/16/20 to 3/26/21 La Quinto City Council and Planning Commission joint Meeting mysawmME Task��° Review � �� ^�� °��mm�� oomunnethat oonno|ioncevvhhAB52 ' tribal consultation requirements io 5.1 Prepare 2"a �� needed for the Addendum, and that the City will 6eresponsible for /\B52 VVowill prepare ocreoncheckdraft ofthe Specific Plan for review byCity consultation and will provide doc- xtof[Downtown Advisory Group and Focus Groups. urnentationofthose efforts for the Addendum. 5,2 Transportation Impact Analysis |fduring our review vveconclude Ki#e|xonvviU prepare the Transportation Impact Analysis {T|A}. ThixT|A that the current proposal will ormay will build upon the work previously conducted for the 2Ol8Specific Plan have unanticipated new significant E|Q'and update the evaluation toreflect new 2D2Obaseline conditions effects beyond those identified in and the proposed additional zoning allowances inthe area. The T|Awill the certified BR'vvewill contact the identify the potential for significant impacts associated with each model City immediately todetermine on of travel, focusing on localized access/circulation, active transportation appropriate course ofaction. modes, emergency vehicle access, goods movement, safety, and hazards. 5,4 Prepare Public Review Draft Consistent with the new CEQAtransportation analysis requirements, the potential for vehicular impacts will bebased onthe change inVMT From these comments, the associated with the proposed land uses (note that coordination will 6* consulting team will then prepare conducted with the San Gabriel Valley Council ofGovernments toensure oDraft Specific Plan suitable consistency inthe methodology and assumptions for the VMKono|Y»i»)' For for public review. After the Draft any potential significant impacts, Kittelson will identify adjustments to the documents have been distributed Specific p|on policies to minimize the effects to less -than -significant levels, for public review, the consultant with the goal of having noimpact resulting from the Plan. The results team will process and track ofthis assessment will 6esummarized into ostand-alone T|Aand then changes inMicrosoft Word. incorporated into the overall CEQAdocument. 5,5 Fima!E0R Addendum 5.3 Administrative Draft E|R Addendum The consulting team will respond tn The Addendum will summarize the legal authority under which the one round ofCity comments onthe Addendum applies and then compare the environmental effects ofthe draft Addendum and submit ofinal current proposal to those identified in the certified EIR, using buildout of Addendum inp6fand/or Microsoft the approved Specific Plan that was studied inthe E|Aoothe baseline for Word format. analysis. We anticipate that all issues on the CEQA Initial Study checklist will be o66reose6' but that the focus will be on the issues that were studied in detail in the EIR, with particular emphasis on unavoidable significant issues Deliverables: likely tobeofincreased concern for the proposal, such ooair quality and noise. Issues such as VMT, energy, and wildfire, which were not considered ° 2nd Draft and T|A inthe previous environmental document, will 6ostudied, but based on the nature ofthe proposed updates (increasing residential density and ° Admin and Public Review Draft potentially expanding the Specific Plan oreo), significant effects are not E|R anticipated. The update toincrease density within and potentially expand oT[>D ° Final E|RAddendum Specific Plan ioexpected tobe consistent with the VMTreduction goals of CEC>AGuidelines Section 15O84.3. Moreover, the Addendum's transportation Timeframe: 3/26/2lto6/28/2l impact analysis will rely on the results of the TIA, and given that Kittelson will identify potential adjustments tothe Specific Plan with the goal of having no impact resulting from the plan, significant traffic effects are not antici- pated. The E|R analyzed impacts totribal cultural resources, but the project was not subject tuAssembly Bill 52 tribal consultation requirements. We Downtown Regulating Plan NOWAIFUNWI= Administration and implementation workshop with City staff, West Covina Downtown Code. 'aau*mPlacement `*6oht 'Fr"ntag= ^m*m*etyp., ~r=u'q South Pasadena Downtown Form -Based Code will participate inhearings. Other members ofthe consulting team will 6eavailable |oattend portions ofthe public hearings, ifnecessary. Wewill prepare the necessary documents for adoption including staff report, resolutions, and ordinances. After the adoption hearing, vve will make the necessary edits and produce ufinal version ofthe Specific Plan and BQAddendum. ° 3nneetngo. Task ��° Adoption m�� n ° ��m ° Editable Al and |D files for the 6.1 Participate in Public Hearings project. The proposal includes participation Timeframe: ' 8/28/21fo0/31/21 ot3meetings: ljoint meeting and two separate hearings before the Planning Commission and City Council. The project manager Mission Street 1��aizer brings high intelligence and wisdom gained from valuable hands-on experience from across the United States and beyond to his work at the micro- and macro -scale of urban design and development. Carol Wyant, AIA Honorary, Founding Board Member and former Executive Director of pec| 7rontageS_~ ga Frontage Standards, West Covina Downtown Code. Downtown Regulating Plan NOWAIFUNWI= Administration and implementation workshop with City staff, West Covina Downtown Code. 'aau*mPlacement `*6oht 'Fr"ntag= ^m*m*etyp., ~r=u'q South Pasadena Downtown Form -Based Code will participate inhearings. Other members ofthe consulting team will 6eavailable |oattend portions ofthe public hearings, ifnecessary. Wewill prepare the necessary documents for adoption including staff report, resolutions, and ordinances. After the adoption hearing, vve will make the necessary edits and produce ufinal version ofthe Specific Plan and BQAddendum. ° 3nneetngo. Task ��° Adoption m�� n ° ��m ° Editable Al and |D files for the 6.1 Participate in Public Hearings project. The proposal includes participation Timeframe: ' 8/28/21fo0/31/21 ot3meetings: ljoint meeting and two separate hearings before the Planning Commission and City Council. The project manager Mission Street 1��aizer brings high intelligence and wisdom gained from valuable hands-on experience from across the United States and beyond to his work at the micro- and macro -scale of urban design and development. Carol Wyant, AIA Honorary, Founding Board Member and former Executive Director of pec| 111uminas EIR GIS Support Moule Et of id FHS+P Visioning Public Realm Design Kaizer will manage the overall project. He will lead and manage all aspects of the project, prepare the Downtown TOD Specific Plan, coordinate with subconsultants and the public outreach program. Kaizer has over three decades of multi - and implementing General Plans and Specific plans. A seasoned project manager with proven experience in leading high performance teams. MichadWright, Illuminas Consulting, Chief Economic Analyl Michael will lead the market analysis effort. He brings many years of experience in public/private development for public agencies, as well as private developers, investors, institutions and landholders. He has provided financial analysis �O.evelopment feasibility assessments for is wide variety of product types including retail, residential, hotel, industrial and entertainment uses. Michael is also expert ,wt assessing the fiscal and economic impacts that development has on local StefanosPolyzoides, Moule Et Polyzoides, Urban Design Co -lead Stefanos will lead the charrette to develop an Illustrative Master Plan for Baldwin Park's catalytic sites. He has designed numerous sucessful downtowns, neighborhoo and corridors. His recent projects include master plans for downtowns in Montclair, Ventura, Fresno, Lancaster, Yorba Linda, West Covina, San Dimas, South Pasadena a r San Antonio; and various architectural projects, including mixed-use, transit -oriented development for two new Gold Line stations, in Pasadena and South Pasadena. I = CA Bharne, MEW, Urban Designer Vinayak is a leading thinker, praconer, and educator in the field of urban design. sit -oriented development, and multi -family housing. He will assist the team to develop master plans for Fresno, South Pasadena, Pasadena, Beverly Hills, San Dimas, and West Covina. He was the lead urban designer for the nationally recognized Lancaster Boulevard transformation effort in downtown Lancaster. T imErney, AICP/PTP/CTP, Mobility Lea4' environmental review projects, access and circulation studies, parking evaluations, and data collection programs. He has been leading the firm's efforts on the evaluation of emen technologies alternative evaluation metrics, and the im acts of new mobility services on land use and circulation networks. FernandoSotelo, TE/PTP, Traffic Impact Analysis Fernando Sotelo has provided technical studies for land use projects under environmental review, serving as the technical lead for traffic impact analyses and multimodal studies. He focuses particular attention on issues such as vehicular circulation, site access, queuing, and pedestrian travel and safety. Most recently, Fernando has been involved with the implementation of new VMT metrics for several agencies in California, and has prepared transportation sections for EIRs. o ePower, Rincon, Princir)al-in-Charae E Joe will serve as Principal in Charge of Rincon's efforts and will lead the EIR Addendum task. In this role, Joe will provide overall direction to the environmental team and quality control for the CEQA documentation. Joe has extensive experience preparing programmatic general and specific plan EIRs and associated technical studies for Los Angeles, Pomona, Alhambra, West Covina, Chino Hills, Rancho Mirage, and Calabasas. SusannaHuerta, AICP, Rincon, EIR Project Manager Susanne has extensive experience conducting and preparing environmental analyses in accordance with the CEQA and NEPA. Her experience includes a wide range of projects for residential, commercial, and community developments, utilities improvements and upgrades, and educational facilities. Susanne will serve as the Project Manager. In this role, she will be responsible for day to day coordination with City staff and the rest of the consultant team as is direct oversight of Rincon staff. Susanne will also lead the EIR scoping meeting and Rincon's participation in other public outreach efforts, including public hearings on the project. 5 0 L zuio"i-iii Streetsc,wwe D i_ "#I ii er- 4SL4_ LEED &P. Gre corridors within Downtown Baldwin Park. His project experience includes bicycle, pedestrian and trail master plans as well as complete street, multi -use trail and wayfincling design. David's creativity, energy, and experience in ecological design give him the tools to create vibrant public spaces and transportation networks in communities. I "N.T.1 r. mnyom 2 W.Usyllmomm. E Maizer Rangwala, AICP, MD, CNU-A Kaizer is the founding principal of Rangwala Associates. Kaizer's multi -disciplinary training and experience in drafting and imple- menting General Plans for over three decades brings forth a broad and distinctive perspective to the project. Kaizer's work on Gen- eral Plans and Corridor Plans has been recognized with numerous awards. He has lectured extensively on place -based economy and wholistic sustainabilty. His writings have been featured in economic development and planning publications. He is a seasoned project manager with a proven track record and experience in leading high performance teams. Montclair General Plan Update Et AHMUD Specific Plan: The vision preserves the stable neighborhoods and enhances and repairs the deficiencies; creates a new downtown; transforms a struggling regional mall into a vibrant new mixed-use district; and preserves and enhances the existing industrial areas. South Pasadena General Plan Update Et Downtown Specific Plan: The Plan focuses on maintaining the small town ambience with stable historic neighborhoods and downtown core; and promot- ing context sensitive growth that aligns market opportunities with community aspirations for a vibrant and walkable downtown with affordable housing. West Covina General Plan Update 8t Downtown Plan: The Gen- eral Plan was developed together with a new vision, economic development strategy, and clear and precise standards for the Downtown area. The central vision is to preserve and enhance the neighborhoods, and direct growth to downtown, corridors, and centers. Ventura Housing Authority Organizational Capacity Assessment: Conducted a thorough examination of all the processes, partici- pants, and various funding sources involved in bringing an afford- able housing unit to the market. Each step was benchmarked with four other agencies for staffing, performance, and fee recovery. Selected Lectures Conducted FBCI webinars on Design Review: Purpose, Principles and Practice; Administering Form -Based Codes; Et Coding Corridors. Certifications Certified by the American Institute of Certified Planners (AICP) Certified by the International Economic Development Council Certified by the Congress of New Urbanism (CNU-A) Certificate in Economic Development Oklahoma University, Economic Development Institute Masters in City and Regional Planning Rutgers University Masters in Architecture New Jersey Institute of Technology Bachelors in Architecture L.S. Raheja School of Architecture Professional Experience Principal, Rangwala Associates (since 2009) Adjunct Faculty at CSUN Assistant Community Development Director Ventura,CA (2006-2009) Planning Director, Farmers Branch, TX (1999-2006) Principal Planner, Comprehensive Planning, Indianapolis (1997-1999) Senior Planner, Current Planning, Indianapolis (1994-1997) Assistant Planner, Jersey City, NJ (1989-1994) Masters in Architecture Et Planning Princeton University Bachelors in Architecture Princeton University He is the coauthor of Los Angeles Court- yard Housing: A Typological Analysis (1977), The Plazas of New Mexico (2012), and is the author of R.M. Schindler, Architect (1982) and the forthcoming In Praise of the Ordinary: The Architecture of Housing. aefanclis Polyzoides, Partner Stefanos Polyzoides' career has engaged a broad span of archi- tecture and urbanism, its history, theory, education and design. He is a cofounder of the Congress for the New Urbanism and a partner in Moule Et Polyzoides, since 1990. From 1973 until 1997, he was an Associate Professor of Architecture at the University of Southern California, His professional experience includes the design of educational, institutional, commercial and civic buildings, historic rehabili- tation, housing, and the urban design of university campuses, neighborhoods and districts. He has led such projects throughout the United States and around the world, in Canada, South Amer- ica, Australia, China and the Middle East. Under his direction, Moule B Polyzoides has completed more than a dozen downtown and corridor master plans in cities throughout the United States. Most notably in San Antonio, Texas; Albuquerque, New Mexico; and Santa Ana, Ventura, Paso Robles, Whittier, West Covina, San Dimas, South Pasadena, Montclair, and Fresno, California. Stefanos periodically delivers a series of lectures on the urban and architectural design of town centers during the annual executive course on retail organized by Robert Gibbs at Harvard University, Recent Awards 2019 U.S. Department of Energy Housing Innovation Award, Multi -family Category, Daybreak Parkway Station Community, Jordan, Utah 2017 Congress for the New Urbanism Charter Award, Hotel Plaza la Reina 2016 Congress for the New Urbanism Charter Award, Playhouse Plaza 2015 Congress for the New Urbanism Charter Award, 30 Years of Scripps College Campus Stewardship 2015 Arthur Ross Award, Institute of Classical Architecture 8t Art 2013 International Downtown Association Pinnacle Award, Lan- caster Boulevard Transformation 2012 EPA National Award for Smart Growth Achievement: Overall Excellence in Smart Growth, Lancaster Boulevard Transformation 2011 APA Outstanding Focus Issue Award, Santa Ana Renaissance Specific Plan 5k } Michael brings many years of experience in public/private devel- opment for public agencies, as well as private developers, inves- tors, institutions and landholders. He has provided financial anal- ysis and transaction strategy for ground lease negotiations; joint development strategies for transit properties; and strategic plan- ning for entertainment/retail developers, master planned commu- nities, urban revitalization, and large-scale commercial products. Michael is also expert at assessing the fiscal and economic impacts that development has on local government's ability to generate revenue and offset municipal service commitments. He has worked with many city and county government agencies to project impacts resulting from individual projects, large-scale planning efforts, and changes to development regulations. Relevant Projects Community Plan Fiscal Impact and Long Range Demand Study (City of Ventura, CA) - developed a long-range multi -district fiscal impact model for the City's Westside Planning Area. The analysis was utilized to test build -out scenarios for the 2,000 acre commu- nity planning effort and included an assessment of the feasibility of annexing areas to the north of the city. 1984 / BA / Sociology / University of Cali- fornia, Los Angeles 1989 / MPL / Urban Planning / University of Southern California Chula Vista Bayfront Master Plan (Port of San Diego, CA) - pro - Professional Experience vided market demand, development feasibility testing, and fiscal 2009 - Present impact analysis for a 500 -acre master plan located on Port of San Diego land in the City of Chula Vista. Owner (Partner since 2017) Illuminas Consulting City of Champions (Hollywood Park Land Company, CA) - The proj- ect in Inglewood, CA consists of a 238 -acre mixed use entertain- 2004 -2009 ment, retail, hotel, office and residential district along with a 75,000 seat NFL Stadium and a 6,000 seat music venue. Illuminas devel- oped a multi-year fiscal impact model of the entire project area in order to measure the net revenue and city -service cost impact on Inglewood. The results of the analysis were used to develop a long- term infrastructure financing agreement between the City and the project's developer. Publication and Presentations Authored a chapter in ULI's Retail Developmoent Handbook. Featured speaker at the CA Redevelopment Association's Redevel- opment Institute. Featured speaker at the CA Builders' Association and the Reinvent- ing Retail Conference sponsored by LILL Principal, Economics Research Associates 2002- 2003 Managing Director of Consulting Services, Grubb & Ellis 2001-2002 Senior Vice President, Kosmont Partners 1999-2001 Principal Economist, PCR Services 1997-1999 Manager - Public -Private Development Group, Ernst & Young SCHEDULE OF COMPENSATION d Std GBIEL TO: FROM: ITEM NO. 7 Honorable Mayor and Members of the City Council Ben Martinez, Director of Community Development Ron Garcia, City Planner DATE: June 3, 2020 SUBJECT: A Request to the City Council from the Planning Commission on an Amendment to City of Baldwin Park Municipal Code Chapter 153.150 (Off -Street Parking and Loading Regulations), Section: 153.150.050 (Parking Development Dimensions and Locations), Pursuant to Section 153.210 Part 15 of the City's Municipal Code (Location: Citywide; Applicant: City of Baldwin Park; Case Number: AZC-20-01) SUMMARY On May 6, 2020 the Planning Commission adopted Resolution PC 20-14 recommending that the City Council amend the City of Baldwin Park's Municipal Code Chapter 153.150 (Off -Street Parking and Loading Regulations), Section: 153.150.050 (Parking Development Dimensions and Locations) for the purpose of modifying the parking stall dimension to ensure consistency in parking stall size throughout the City. RECOMMENDATION Staff recommends that the City hold a Public Hearing and Introduce for first reading, by title only, Ordinance 1453, entitled "AN ORDINANCE OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 153.150, SECTION 153.150.050, OF THE CITY'S MUNICIPAL CODE RELATING TO PARKING DEVELOPMENT DIMENSIONS AND LOCATIONS". FISCAL IMPACT No fiscal impact. CEQA\NOTICING REQUIREMENTS Pursuant to Section 15061 (b)(3) of the California State CEQA Guidelines, the amendment to the City of Baldwin Park's Zoning Code is exempt from CEQA, as it does not have the potential for causing a significant effect on the environment. A Notice of Public Hearing for the proposed Municipal (Zoning) Code Amendment was posted at City Hall, Esther Community Center, and Barnes Park on Thursday, May 21, 2020. BACKGROUND DISCUSSION The amendment to the Municipal Code will allow for the reduction in the required minimum parking stall size for commercial surface parking. Parking standards are one of the more frequently used sections in the Municipal Code. The proposed amendment is a response to the number of deviations processed from commercial surface parking standards. The amendment would provide parking stall size consistency throughout the City. While reviewing Chapter 153.150 (Off -Street Parking and Loading Regulations), Section 153.150.050 (Parking Development Dimensions and Locations) Planning staff noted that the parking stall of 10 -foot width, and 20 -foot length standard in Baldwin Park is larger than the standard adopted by many other jurisdictions. In other jurisdictions, the standard for a regular parking stall (non -compact and non - tandem stall) is 9 feet by 18 feet. To address the number of deviations processed by the Planning Division for minimum required parking stall size, staff found that the required parking stall size standards varied throughout the City. For example the Baldwin Park Blvd/Francisquito Avenue Triangle Specific Plan requires a minimum parking stall size of 8.5 feet by 18 feet. The Specific Plan area is bounded by N. Baldwin Park Blvd on the northwest, E. Francisquito Avenue on the northeast, and the 1-10 Freeway on the south. Moreover, staff surveyed and obtained information on minimum parking stall width and lengths from neighboring cities. The results of the survey showed that the parking stall size in the community is 9 feet by 18 feet: City StandardParking Stall Size City of Baldwin Park 10' x 20' (Existing) 8.5' or 9' x 18' (Proposed) City of Duarte 9'x 18' City of Covina 9'x 18' City of West Covina 8.5' or 9' x 18' City of Azusa 9'x 18' City of Monrovia 8.5' x 18' City of Arcadia 7'x 18' City of EI Monte 8.5' x 18' City of Rosemead 9'x 18' City of San Dimas 9'x 18' City of Irwindale 9' x 19' In evaluating the aspects of parking stall standards, a code amendment is warranted and ideal to reduce the existing 10 -foot by 20 -foot parking stall standard. Therefore, staff recommends a parking stall width option of 8.5 or 9 feet, and length of 18 feet. Staff believes that the proposed amendment will not interfere with the purpose and intent of the regulations in the Zoning Code and will allow further development and investment in the City by providing additional building square footage, landscaping, and parking to serve proposed uses. PLANNING COMMISSION ACTION On May 13, 2020 the Planning Commission adopted Resolution 20-14 recommending approval to the City Council to amend the City's Municipal Code Chapter 153.150, Section 153.150.050 Related to Parking Development Dimensions. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ATTAC H M E NTS 1. Ordinance 1453 2. Planning Commission Resolution 20-14 ORDINANCE NO. 1453 AN ORDINANCE OF THE CITY OF BALDWIN PARK, CALIFORNIA, AMENDING CHAPTER 153.150, SECTION 153.150.050, OF THE CITY'S MUNICIPAL CODE RELATING TO PARKING DEVELOPMENT DIMENSIONS AND LOCATIONS WHEREAS, Chapter 153.150 of the City of Baldwin Park Municipal Code regulates Off -Street Parking and Loading Regulations pursuant to section 153.150.050 Parking Development Dimensions and Locations; and WHEREAS, Government Code Section 5022.7 permits the amendment of municipal codes as often as deemed necessary by the legislative body, and WHEREAS, The City determined that the proposed action (the "Project") is exempt from California Environment Quality Act (CEQA), and WHEREAS, State CEQA Guidelines Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an affect on the environment; and WHEREAS, on May 13, 2020, after conducting a properly noticed public hearing, the Planning Commission adopted Resolution No. PC 20-14, recommending that the City Council amend Chapter 153.150, Section 153.150.050 of the BPMC as it pertains to Parking Development Dimensions and Locations. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PAK DOES HEREBY ORDAIN AS FOLLOWS: Section 1. Chapter 153 ("Zoning Code") Subsection 153.150.050 entitled "Parking Development Dimensions and Locations" within the Baldwin Park Municipal Code shall be amended to reduce the standard surface parking space dimensions to 9.0 feet wide by 18.0 long or 8.5 feet wide by 18.0 long, and shall read as follows: § 153.150.050 — Parking Development Dimensions and Locations All required parking facilities shall be constructed and maintained in accordance with the following regulations. A. Minimum standard parking space dimensions and location. Each standard surface parking space shall comply with the following requirements: Have a minimum width of 9 feet or 8. 5 feet, (When the end parking space is adjacent to a building, light standard, wall, or obstruction, a minimum clearance between the curbface and the face of obstruction shall provide a minimum of 2 feet). 2. Have a minimum length of 18 feet (The length includes a 2 foot overhang). 3. Be located so that an automobile is not required to back onto a public street. 4. Maintain at least 24 feet of backup space directly behind each parking space. SECTION 2. Except as expressly modified pursuant to this Ordinance, all other provisions of Chapter 153 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. SECTIONordinance shall •• into effect and be in full forceand operation fromd after thirty fi days after its final reading and adoption. First r. • at a regular• of • of of Baldwin Park h- • on 4,, rd day of June, 2020, and adopted and ordered published at a regular meeting of said • • day of June, 2020. PASSED AND APPROVED ON THE 3t" DAY OF JUNE, 2020. F-1,161*15 1 0 1 0. ic , moil 1= 04 L Illk"ov", M I WALS] m :fil a BITA 10 0 1 r A WAK49 all7affimma •W04IRFUTRUNW-91 ffin,9111FITA F4TLA RUN I.W U Hol I I FKA FA NA F'.T*:R I MANUELLOZANO MAYOR RESOLUTION PC 20-14 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF BALDWIN PARK RECOMMENDING THAT THE CITY COUNCIL AMDEND THE CITY'S MUNICPAL CODE CHAPTER 153.150, SECTION 153.150.050 RELATING TO PARKING DEVELOPMENT DIMENSIONS (LOCATION: CITYWIDE; APPLICANT: CITY OF BALDWIN PARK; CASE NUMBER: AZC 20-01). THE PLANNING COMMISSION OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That the Planning Commission of the City of Baldwin Park does hereby find, determine and declare as follows: (a) That the City of Baldwin Park (hereinafter "Applicant") heretofore filed an application for an amendment to the City's Municipal Code relating to Parking Development Dimensions and Locations; and (b) That the Planning Commission conducted a duly noticed hearing upon said matter, and based upon the evidence presented, it was determined that the public interest, necessity, convenience and general welfare require the approval of the amendments to the Municipal Code; and (c) Each fact set forth in the staff report dated May 13, 2020 from Ron Garcia, City Planner to the Chair and Planning Commissioners ("Staff Report") is true and correct. SECTION 2. That in accordance with the provisions of the California Environmental Quality Act (CEQA), Section 15061 (b) (3) of Chapter 3, Title 24, it has been determined that the proposed Code Amendment project will not have an impact upon the environment and is Categorically Exempt; and SECTION 3. That the Municipal Code should be amended as identified in the ordinance attached to the Planning Commission staff report (AZC-20-01) dated May 13, 2020 and on file with the Secretary of the Planning Commission. SECTION 4. That the Planning Commission recommends that the City Council approve the proposed language relating to the City's Municipal Code. SECTION 5. The Secretary shall certify to the adoption of this Resolution and shall forward a copy hereof to the City Clerk. PASSED AND APPROVED on the 13th day of May, 2020. AZC-20-01 May 13, 2020 Resolution PC 20-14 Page 2 CHRISTOPHER SAENZ, CHAIR BALDWIN PARK PLANNING COMMISSION ATTEST: RON GARCIA, SECRETARY BALDWIN PARK PLANNING COMMISSION STATE OF CALIFORNIA COUNTY OF LOS ANGELES SS. CITY OF BALDWIN PARK I, RON GARCIA, Secretary of the Baldwin Park Planning Commission, do hereby certify that the foregoing Resolution No. PC 20-14 was duly and regularly approved and adopted by the Planning Commission at a regular meeting thereof, held on the 13th day of May, 2020 by the following vote: AYES: COMMISSIONERS: NOES: COMMISSIONERS: ABSTAIN: COMMISSIONERS: ABSENT: COMMISSIONERS: RON GARCIA BALDWIN PARK PLANNING COMMISSION ITEM NO. 8 TO: Honorable Mayor and Members of the City Council FROM: Rose Tam, Director of Finance DATE: June 3, 2020 SUBJECT: A Resolution of the City Council of the City of Baldwin Park Confirming the Advisory Committee's Report and Levying the Assessment in the Baldwin Park Citywide Business Improvement District for Fiscal Year 2020-21 SUMMARY The purpose of this staff report is for City Council to approve the Business Improvement Tax (BIT) budget and set the assessment rates for FY 2020-21. RECOMMENDATION Staff recommends that the City Council: 1) Approve the FY 2020-21 BIT budget allocation; and 2) Approve Resolution No. 2020-023, entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK, CONFIRMING THE ADVISORY COMMITTEE'S REPORT AND LEVYING THE ASSESSMENT IN THE BALDWIN PARK CITYWIDE BUSINESS IMPROVEMENT DISTRICT FOR FISCAL YEAR 2020-2021". FISCAL IMPACT Upon the final adoption of the recommended FY 2020-21 BIT budget and the approval of the resolution to levy the assessment, the City will be enabled to collect and fund the programs and related costs. This will result in a savings to the General Fund of approximately $112,566 depending on the collection of the BIT. BACKGROUND Upon the final adoption of the recommended FY 2020-21 BIT budget and the approval of the resolution to levy the assessment, the City will be enabled to collect and fund the programs and related costs. This will result in a savings to the General Fund of approximately $112,566 depending on the collection of the BIT. BACKGROUND BIT Assessment In 1989, the City Council approved Ordinance 842 which established a City Business Improvement District (BID) that allows for an assessment (or surcharge) on each business license between 60 to 90 percent of the Business License Fees. The BIT was reduced to 50%. The full rate approved in Ordinance 842 was restored in 2017. The ordinance requires the Advisory Committee to recommend an annual budget; and State Law requires that a public hearing be held to adopt the resolution levying the assessment. The Ordinance indicates that the funds can be used only for the following purposes: 1) Decoration of any public place 2) Promotion of public events which are to take place in the City 3) Furnishing of music in any public place 4) The general promotion of business activities BIT Budget At the City Council Meeting of March 2, 2016, the City Council approved the designation of the Executive Team as the Business Improvement Advisory Committee. The Business Improvement Advisory Committee met on May 27, 2020 to discuss programs/projects for FY 2020-21 and the estimated cost and budget allocation. In attendance were the Chief Executive Officer, Director of Finance, Police Chief, Director of Public Works, Director of Recreation and Community Services, Director of Community Development; and staff members from Recreation and Police. BUSINESS IMPROVEMENT TAX BUDGET Total Projected Fund Balance as of June 30, 2020 40,000 Projected Revenue from FY 2020-21 85,000 Total Projected Available Fund Balance for FY 2020-21 $ 125,000 Type of Cost: Administrative Cost 46,566 Baldwin Park NOW 27,000 Media Outreach Consultant 39,000 Total Projected Expenditures for FY 2020-21 $ 112,566 Projected Surplus/(Deficit) as of June 30, 2021 $ 12,434 ALTERNATIVES The City Council may opt to fund the costs in a different manner than recommended as alternatives given above. LEGAL REVIEW The City Attorney has reviewed and approved this report. ATTAC H M E NTS 1. Resolution No. 2020-023 RESOLUTION NO. 2020-023 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK CONFIRMING THE ADVISORY COMMITTEE'S REPORT AND LEVYING THE ASSESSMENT IN THE BALDWIN PARK CITYWIDE BUSINESS IMPROVEMENT DISTRICT FOR FISCAL YEAR 2020-2021 WHEREAS, the City Council has previously ordered the formation of the Citywide Business Improvement Area (the "Area") pursuant to the terms and provisions of the Parking and Business Improvement Area Law of 1979, which has been superseded and replaced by the Parking and Business improvements Area Law of 1989, being Part 6 of Division 18 of the Streets and Highway Code of the State of California (Section 36500 et seq.) (The "Law"); and WHEREAS, the City Council has appointed an Advisory Committee for the purpose of making recommendations to the City Council on the expenditure of revenue derived from the levy of assessments, on the classification of businesses, and of the method of basis of levying the assessments pursuant to the Law; and WHEREAS, the Advisory Committee, comprised of the Baldwin Park Executive Team has made recommendations for Fiscal Year 2020-21 for which assessments are to be collected to pay the costs of improvements and activities described in ATTACHMENT "A"; and WHEREAS, The City Council did give notice of the time and place for the public hearing on the question of the levy of the proposed assessment; and WHEREAS, at this time, the City Council has heard all testimony and evidence, and is desirous of proceeding with the levy of an annual assessment for said Area. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: Section 1. The above recitals are all true and correct. Section 2. The City Council hereby orders the programs and activities to be carried out as set forth in the Advisory Committee's recommendations in ATTACHMENT "A" and orders the annual levy to the Area as shown and set forth and described in said Report as Resolution of Intention. Section 3. The Assessment as set forth and contained in said Report is hereby confirmed and adopted. Section 4. The adoption of this Resolution constitutes the levy of the assessment for the Fiscal Year commencing July 1, 2020 and ending June 30, 2021. Section 5. The estimates of costs, the assessments, and all other matters as set forth in the Advisory Committee's Report pursuant to the Law, are hereby approved and adopted by the City Council and hereby confirmed. Section 6. Written protests were not received from the owners of businesses in the area which will pay the assessments indicated in Ordinance No. 842. Section 7. A copy of the Advisory Committee's Report and the system of charges, including the classifications of businesses and the amount of the annual charges shall be filed in the Office of the City Clerk and open for public inspection. PASSED, APPROVED, AND ADOPTED this 3rd day of June, 2020. MANUELLOZANO MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES SS: CITY OF BALDWIN PARK I, JEAN M. AYALA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2020-023 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on June 3, 2020 and that the same was adopted by the following vote to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: JEAN M. AYALA CITY CLERK City of Baldwin Park CITYWIDE BUSINESS IMPROVEMENT FEES FISCAL YEAR 2020-21 BUSINESS IMPROVEMENT ADVISORY COMMITTEE'S REPORT Method and Basis for Levy of Assessment Area assessments are based upon a percentage of the regular business license tax. The percentage differs by the Class of business and relates to the benefit each class derives from the improvements and activities in the area. The assessments are W-Telem- re M1,07M offs 2=0 91112W. am- Iffew-0 AM Class A Business 60% * Class B Business 75% * Class C Business 90% * A full description of the types of business in each class and certain except businesses are provided in Ordinance No. 842 (Attached). No annual charge levied in accordance with this assessment shall exceed $450. * The assessment rates remain unchanged from prior year. Business Improvement Fees Activities for Fiscal Year 2020-21 BUSINESS IMPROVEMENT TAX BUDGET Total Projected Fund Balance as of June 30, 2020 40,000 Projected Revenue from FY 2020-21 85,000 Total Projected Available Fund Balance for FY 2020-21 $ 125,000 Type of Cost: Administrative Cost 46,566 Baldwin Park NOW 27,000 Media Outreach Consultant 39,000 Total Projected Expenditures for FY 2020-21 $ 112,566 Projected Surplus/(Deficit) as of June 30, 2021 $ 12,434 ATTACHMENT "A"