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2004 05 04 CCe a 4 4 44gha City Council Agendas are Available on the City's Web Page @ www.la-quinta.org CITY COUNCIL AGENDA CITY COUNCIL CHAMBERS 78-495 Calle Tampico La Quinta, California 92253 Regular Meeting Tuesday, May 4, 2004 - 2:00 P.M. Beginning Resolution No. 2004-050 Ordinance No. 407 CALL TO ORDER Roll Call: Council Members: Henderson, Osborne, Perkins, Sniff, and Mayor Adolph PUBLIC COMMENT At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. Please watch the timing device on the podium. CLOSED SESSION NOTE: Time . permitting, the City Council may conduct Closed Session discussions during the dinner recess. In addition, persons identified as negotiating parties are not invited into the Closed Session meeting when the Agency is considering acquisition of real property. City Council Agenda 1 May 4, 2004 1. CONFERENCE WITH REAL PROPERTY NEGOTIATOR, TOM HARTUNG, PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF A PORTION OF THE PARCEL LOCATED AT 54-001 MADISON STREET. PROPERTY OWNER/NEGOTIATOR: NEXTEL / CORY AUTREY. 2. CONFERENCE WITH CITY'S REAL PROPERTY NEGOTIATOR, MARK WEISS, PURSUANT T09GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF PROPERTY LOCATED AT 78-950 HIGHWAY 111. PROPERTY OWNER/NEGOTIATOR: CHRIS MOORE. 3. CONFERENCE WITH CITY'S REAL PROPERTY NEGOTIATOR, TIMOTHY R. JONASSON, PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF PROPERTY LOCATED AT 46-200 JEFFERSON STREET, APN 649- 090-002. PROPERTY OWNERS: ELAINE LOUISE CULP AND ROBERT CULP. RECONVENE AT 3:00 P.M. PLEDGE OF ALLEGIANCE PUBLIC COMMENT At this time members of the public may address the City Council on items that appear within the Consent Calendar or matters that are not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. When you are called. to speak, please come forward and state your name for the record. Please watch the timing device on the podium. For all Business Session matters or Public Hearings on the agenda, a completed "request to speak" form should be filed with the City Clerk prior to the City Council beginning consideration of that item. CONFIRMATION OF AGENDA PRESENTATIONS 1. PRESENTATION OF A PROCLAMATION TO THE DESERT MENTAL HEALTH ORGANIZATION IN HONOR OF MENTAL HEALTH MONTH. City Council Agenda 2 May 4, 2004 WRITTEN CORRESPONDENCE — NONE APPROVAL OF MINUTES 1. APPROVAL OF MINUTES OF APRIL 20, 2004 CONSENT CALENDAR NOTE: Consent Calendar items are considered to be routine in nature and will be approved by one motion. 1. APPROVAL OF DEMAND REGISTER DATED MAY 4, 2004. 2. APPROVAL TO AWARD A CONTRACT TO CONSTRUCT THE TRAFFIC SIGNAL LED LAMP RETROFIT, PROJECT NO. 2004-02. 3. APPROVAL OF SPECIFICATIONS AND AUTHORIZATION TO RECEIVE BIDS FOR THE CITYWIDE LANDSCAPE LIGHTING MAINTENANCE CONTRACT, PROJECT NO. 2004-04. 4. APPROVAL OF SPECIFICATIONS AND AUTHORIZATION TO RECEIVE BIDS FOR THE CITYWIDE LANDSCAPE MAINTENANCE CONTRACT, PROJECT NO. 2004-05. 5. APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT (PSA) WITH LANDMARK CONSULTANTS, INC., FOR INSPECTION AND TESTING SERVICES FOR THE CITY LIBRARY, PROJECT NO. 2000-06. 6. APPROVAL OF THE PROJECT SPECIFICATIONS AND BID DOCUMENTS AND AUTHORIZATION TO ADVERTISE FOR BID THE FISCAL YEAR 2003/2004 SLURRY SEAL AND RESTRIPING PROGRAM, PROJECT NO. 2004-03. 7. APPROVAL OF CITY COUNCIL GOALS. 8. DENIAL OF CLAIM FOR DAMAGES FILED BY ALAN SEMAN, DATE OF LOSS: FEBRUARY 17, 2004. BUSINESS SESSION 1. CONTINUED CONSIDERATION OF A RELOCATION PLAN FOR THE VISTA DUNES AFFORDABLE FAMILY HOUSING PROJECT. A. MINUTE ORDER ACTION City Council Agenda 3 May 4, 2004 2. CONSIDERATION OF COMMUNITY SERVICES COMMISSION WORK PLAN FOR FISCAL YEAR 2004/2005. A. MINUTE ORDER ACTION 3. CONSIDERATION OF PURCHASING AN INFLATABLE SHELL FOR THE CIVIC CENTER CAMPUS AMPHITHEATER. A. MINUTE ORDER ACTION 4. CONSIDERATION OF A TEMPORARY ART DONATION AND ACCEPTANCE AGREEMENT WITH MARY MOLINE FOR AN ORIGINAL NORMAN ROCKWELL PAINTING. A. MINUTE ORDER ACTION 5. CONSIDERATION OF SELECTION OF A VOTING DELEGATE TO THE LEAGUE OF CALIFORNIA CITIES SPECIAL GENERAL ASSEMBLY MEETING, MAY 13, 2004. A. MINUTE ORDER ACTION 6. CONSIDERATION OF SECOND READING OF ORDINANCE NO. 4061, DELETING CODE SECTION 8.02.100 (GRADING AND EXCAVATING) AND ADDING CHAPTER 8.80 (GRADING) TO THE LA QUINTA CHARTER AND MUNICIPAL CODE. A. MOTION TO ADOPT ORDINANCE ON SECOND READING STUDY SESSION 1. DISCUSSION OF OPTIONS FOR LIBRARY SERVICES. 2. DISCUSSION REGARDING FUNDING OPTIONS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT 89-1. City Council Agenda 4 May 4, 2004 REPORTS AND INFORMATIONAL ITEMS 1. ANIMAL CAMPUS COMMISSION (HENDERSON) 2. CITY COUNCIL AD HOC COMMITTEE REPORTS 3. CVAG COMMITTEE REPORTS 4. CHAMBER OF COMMERCE WORKSHOP/INFORMATION EXCHANGE COMMITTEE (HENDERSON) 5. C.V. MOSQUITO AND VECTOR CONTROL DISTRICT (PERKINS) 6. C.V. MOUNTAINS CONSERVANCY (SNIFF) 7. DESERT RESORTS REGIONAL AIRPORT AUTHORITY (OSBORNE) 8. LEAGUE OF CALIFORNIA CITIES (HENDERSON) 9. PALM SPRINGS DESERT RESORTS CONVENTION & VISITORS AUTHORITY HENDERSON) 10. PALM SPRINGS INTERNATIONAL AIRPORT COMMISSION (ROBERT TYLER) 11. RIVERSIDE COUNTY DESERT LIBRARY ZONE ADVISORY BOARD (HENDERSON) 12. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (HENDERSON) 13. SAN JACINTO/SANTA ROSA NATIONAL MONUMENT ADVISORY COMMITTEE (HENDERSON) 14. SUNLINE TRANSIT AGENCY/SUNLINE SERVICES GROUP (ADOLPH) 15. COMMUNITY SERVICES COMMISSION MINUTES OF APRIL 19, 2004 16. INVESTMENT ADVISORY BOARD MINUTES OF MARCH 10, 2004 DEPARTMENT REPORTS 1. CITY MANAGER A. RESPONSE(S) TO PUBLIC COMMENTS 2. CITY ATTORNEY 3. CITY CLERK A. REPORT ON UPCOMING EVENTS 4. BUILDING AND SAFETY DIRECTOR'S MONTHLY REPORT - NONE 5. COMMUNITY DEVELOPMENT DIRECTOR'S MONTHLY REPORT - NONE 6. COMMUNITY SERVICES DIRECTOR'S REPORT - NONE 7. FINANCE DIRECTOR'S REPORT - NONE 8. PUBLIC WORKS DIRECTOR/CITY ENGINEER'S REPORT - NONE 9. POLICE CHIEF'S MONTHLY REPORT - NONE 10. FIRE CHIEF'S QUARTERLY REPORT - NONE MAYOR'S AND COUNCIL MEMBERS' ITEMS — NONE RECESS TO REDEVELOPMENT AGENCY MEETING RECESS TO 7:00 P.M. City Council Agenda 5 May 4, 2004 7-nn p_nn_ PUBLIC COMMENT This is the time set aside for public comment on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three (3) minutes. Please watch the time clock on the speakers podium. PRESENTATIONS 1. ARTWALL PRESENTATIONS - TRUMAN ELEMENTARY SCHOOL PUBLIC HEARINGS - NONE For all Public Hearings on the agenda, a completed "request to speak" form must be filed with the City Clerk prior to the start of City Council consideration of that item. The Mayor will invite individuals who have requested the opportunity to speak, to come forward at the appropriate time. Any person may submit written comments to the La Quinta City Council before a public hearing may appear and be heard in support of, or in opposition to, the approval of project(s) at the time of the hearing. If you challenge any project(s) in court, you may be limited to raising only those issues you or someone else raised at the public hearing or in written correspondence delivered to the City Clerk at, or prior to the public hearing. ADJOURNMENT Adjourn to a regularly scheduled meeting of the City Council to be held on May 18, 2004, commencing with closed session at 2:00 p.m. and open session at 3:00 p.m. in the City Council Chambers, 78-495 Calle Tampico, La Quinta, CA 92253. DECLARATION OF POSTING I, Phyllis Manley, Deputy City Clerk of the City of La Quinta, do hereby declare that the foregoing agenda for the La Quinta City Council meeting of Tuesday, May 4, 2004, was posted on the outside entry to the Council Chamber, 78-495 Calle Tampico and on the bulletin board at the La Quinta Chamber of Commerce and at Stater Bros. 78-630 Highway 111, on Friday, April 30, 2004. DATED: April 30, 2004 CA .4.� PHYLLIS MANLEY, Deputy City Clerk City of La Quinta, California 11 City Council Agenda 6 May 4,'2004 Public Notices The La Quinta City Council Chamber is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk's Office at 777- 7025, twenty-four (24) hours in advance of the meeting and accommodations will be made. If special electronic equipment is needed to make presentations to the City Council, arrangement should be made in advance by contacting the City Clerk's Office at 777- 7025. A one (1) week notice is required. If background material is to be presented to the City Council during a City Council meeting, please be advised that eight (8) copies of all documents, exhibits, etc., must be supplied to the City Clerk for distribution. It is requested that this take place prior to the beginning of the 3:00 PM session or the 7:00 PM session. City Council Agenda 7 May 4, 2004 COUNCIL/RDA MEETING DATE: MAY 4, 2004 ITEM TITLE: Demand Register Dated May 4, 2004 wu6j AGENDA CATEGORY: BUSINESS SESSION CONSENT CALENDAR STUDY SESSION PUBLIC HEARING RECOMMENDATION: Approve Demand Register Dated May 4, 2004 BACKGROUND: Prepaid Warrants: 58233 - 582481 31,979.11 58249 - 58271 } 634,830.64 Wire Transfers} 350323197.74 P/R 31952 - 319761 1275390.10 P/R Tax Transfers} 34,448.99 Payable Warrants: 58272 - 584211 2,599,519.77 .yv,�vv,✓vv.✓✓ FISCAL IMPLICATIONS: Demand of Cash - City $2,431,767.87 Demand of Cash -RDA $4,028,598.48 CITY OF LA QUINTA BANK TRANSACTIONS 4/16/04 - 4/30/04 4/23/04 WIRE TRANSFER - ICMA $8,035.23 4/23/04 WIRE TRANSFER - PERS $19,550.23 4/30/04 WIRE TRANSFER - MIRA FLORES $2,500,000.00 4/30/04 WIRE TRANSFER - JEFFERSON STREET LAND PURCHASES $247,888.15 4/30/04 WIRE TRANSFER - JEFFERSON STREET LAND PURCHASES $256,724.13 TOTAL WIRE TRANSFERS OUT $3,032,197.74 91 1 0 00 1 1 N 1 I N LA O N O O O O ON 0 a- O 1O -t fn Ln to O Ol 0 r Lf% O 1 W 1- 1 - 00 N 00 N 14 ON N O• %0 O I x 0 1 M 0 so Ln �o O N 0 LU N Cr I (i 4- I N .In M CO e- N r N r (D W I 1 < to I 1 r' CL Z I 1 O Z I I W Cr 1 I CL 0 1 CL 1 �• 1 t,7 W 1 F- Z I Z I W I � 1 <LCr 1 cm cm ONCOLntn 00 NN 00 00 MI`O 00 O%OONe-Ok 00 tee- 0000 0000 O 1 \1 %0No O.te-0-0 -t4 MM IA Ln .tNt V 0%Lf% 00 0W01--.tON 00 T- W- V\OOvn 0000 U I W U I U 1 Uv) 1 a-V NO�rLAK;CO NN 00 CO e-� e-.1 MOON �t.t COOVIOV►O: V;V1 CPO: 1;V1ti1O f�P�:pl: Q 1 ZH 1 MM ommmO %O%O in Ln f- ONMM MM I`NVAT- SO 00 NN COT- O 000T- 1 Q m 1 N N T- M M M 0000 1+11- T- r' e- T- N T- W- N N e- T- e- e- N 1 H 1 ` 1 H W 1 a- e- r- e- 1 O 1 I Z 1 I W F- 1 I W W 1 1 Z 1 v 1 1 1 1 1 1 I I 1 ti OO�t.t V\ V\ M ate- T- v-O T-f-f�l� 1 1 O mFnin M a- N e- MO .t 00000 0 V1 Fn000000 I 1 I 1 1 1 1 I I 1 I 1 1 I 1 1 1 1 1 I I I I I I I 1 1 I 1 %O a-T- -OM so N T .40e- W1 �t.t.t-Qt-t %^ 140 e-�tN N1NNN W 1 1 m 1 1- 1 V1 e- T- e- CK T- LA Ln e- e- e- O► M e- Ln qr- r ON e- T- e- Z 1 Z I T- MMNN V\ r- V- cm Vt pnMMMT M e-LAV% T-MMFn 1 I .t �t �t .t .t •t .t �t %t .t .t •t 4 .t %t .t %t %t .t %t V% W% .t %t z 1 0 1 I 1 1 1 1 1 I I 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 I 1 U N N r- -t 4 N M 4 M .t 00 .t 1+1 N e- ti CO -t Y 1 u l O OOV►O Ln O O 0 00 0 00000 O O 0-1M 0000 z 1 Q 1 0 0000 O O O 0 00 0 00000 O 0 of-r- 0000 Q 1 1 4 f-tiVtV1 V1 M Ln%n M fl.f�tif-V► T-T- V1f-(-ti m 1 I I 1 1 1 1 1 I t 1 1 1 1 1 1 1 1 1 1 1 11 1 1 1 1 1 O 0000 O O O O O O O 00000 O O 000 0000 CO I I �w-e-�W-� a- a ---tit 1 1 Cr 1 I W 1 I N I I LU I 1 .t -t .t .t 4 .t .1 .t 1 1 O 0000 O O O O 00 O 00000 O O 000 0000 I 1 O 0000 O O O O 00 O 00000 O O 000 0000 ]L ILLJ 1 N N N N N N N N N N N N N N N N N N N N N N N N N N W I I- 1 00 00 00 00 00 CO 00 CO CO CO CO CO CO CO 00 00 CO CO CO 00 00 00 00 00 00 00 x I Q t N N N N N N N N N N N N N N N N N N N N N N N N N N U I C] 1 \ \\\\ \ \ \ \ \\ \ \\\\\ \ \ \\\ \\\\ -t �t -t .t .t .t 4 W I 1 O 0000 O O O O 00 O 00000 O O 000 0000 J I 1 m I 1 - 1 00 1 < 1 •Z I CL 1 d I N I 1 1-- 1 1 Z 1 Cr 1 V1 NO f- 00 O% 0 T- N pn %t in %O V\ NO f- CO 04. 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I O u 1 0% ti r- %t 0-4 0000 N r- %t 00 -t N r- N N N N to ac<0 I ZH 1 %O OM 0 %t %OMM to 00N ti 0»» 0 4c 1 00 1 tA%0 ti I h•00 Inn- NNONO--t�ON00%t-Z-Z %t v-tu NO rn 00000 ti A. I C>Z I OM 00 OM OM 0000►0000Ou 00 Opt O.► .. 0 W 0 1- 1 z z 1 00 0 r- 000 . 0 %0 O ti ti ON ON 0% aC 0% 0% 0► O. 01. O Z Of.- 00 O cc ac cc a: O dz CC H I LU •-+ I O M O M 0 1` O to O O O %t -t �l < -t %t -t %t -t 0< O C3 00 O « « O a9L41 1 > I 0Nt 00 ON 000 0�cNOW.--e->r-r•r•e-r- OC OJ ON O»» O38 LO.:_I- � 4 c OF T1�ti AGENDA CATEGORY: COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Approval to Award a Contract to Construct the Traffic Signal LED Lamp Retrofit, Project Number 2004-02 RECOMMENDATION: BUSINESS SESSION: CONSENT CALENDAR: c�-- STUDY SESSION: PUBLIC HEARING: Approve a contract in the amount of $133,840 to Republic Electric to construct the Traffic Signal LED Lamp Retrofit, Project No. 2004-02. FISCAL IMPLICATIONS: This project is included within the Public Works/Engineering Department Operational Budget for Fiscal Year 2003/2004 and was also shown as a significant project in the Preliminary Budget approved by City Council on June 13, 2003. Revenue in the amount of $150,000 (Account Number 101-7004-431.43-86) is available for this work. The service life of the LED lamp is five times longer than the incandescent lamp that it replaces, and the power consumption of an LED lamp is 1 /14" (7%) of an incandescent lamp. Based on the energy savings and reduced labor costs from not having to replace bulbs as frequently, staff estimates the City will recover its capital cost for the project in 2 to 3 years. CHARTER CITY IMPLICATIONS: None. 47 BACKGROUND AND OVERVIEW: Currently the City has 27 traffic signals not located on the State Highway, ten signals on the State Highway and one signal under construction at Westward Ho Drive and Adams Street. Of the existing 27 signals, 26 have one or more conventional incandescent lamps while the new signal at Avenue 52 and Avenida Bermudas uses LED modules for all indicators (Attachment 1). The proposed project consists of removing the existing incandescent traffic signal lamps (red, yellow and green) and pedestrian modules including the lamp sockets from the other 26 signals, and replacing them with LED modules. The proposed improvements will serve to lower the cost of electricity' associated with the operation of the traffic signals. With the increased service life of the LED modules over conventional lamps replacement will be less frequent increasing safety to motorists as well as the workers who replace these bulbs. On March 16, 2004, the City Council approved the project specifications, bid documents, and authorized staff to advertise for bid. On April 16, 2004, nine (9) sealed bids were received for the construction of this project. The following represents a summary of the bids received and compares the bids to the engineer's estimate: Engineer's Estimate $1.75,758.00 Republic Electric $133,840.00 As illustrated in the Bid Comparison Summary (Attachment 2), Republic Electric submitted the lowest responsive bid in the amount of $133,840, which is 24% below the engineer's estimate. The following is the project's anticipated schedule: City Council Award Construction Contract May 4, 2004 Construction (45 days) May - June 2004 Accept Improvements July 2004 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Award a contract in the amount of $133,840 to Republic Electric to construct the Traffic Signal LED Lamp Retrofit, Project No. 2004-02; or 2. Do not award a contract in the amount of $133,840 to Republic Electric to construct the Traffic Signal LED Lamp Retrofit, Project No. 2004-02; or 2 48 3. Provide staff with alternative direction. Respectfully submitted, imothy R. J sson, P. E. Public Works Director ity Engineer Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Map of Signal Locations included in project 2. Bid Comparison Summary 3 % `� nsar wo- yeY I w U -s� - - -�: r�l IIIWMpg��_�:... 111t1..� IIIIIIIIICr:��:��1 ' - .o il 11111!-Fjpqql 1 1111111mn!P91 'S11111011"�!il ° 111111'��Will ilillllt��l��lil ° 111111111��!!'!,l11 AEM- 111111111�!�!��11 i' �111111umnil� 1111P11!�!�11' i1 1 1 /'YV1��1`/14.1Y 1 0 o e S S g S S e Sp 8 0 " O H O S O N p 0 0 0 000 oMra000-•ro-+-� ONE V01 H H H H H H H H H H H H SSoSSSeSSSeS w y o r OM r �O ao �t V1 �O �0 0 �/1 o vi �O 00 o c V1 V1 o 0 vl Q\ H H H H H H H H H H H H 0 O 0 0 Ov 0 S O S S 0 0 M O oo N N E w N N O, .-. 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H H G^ H H H H H H $$ 8 8 8 8 8 8 8 8 8 0 SZ O N N oo N v b O N~^ N z h h w H ir'1 H H H H H H H H H H C6 a.awwwwwwwwww d d a d a¢¢ a¢ a iy (.y a 00 00 a0 N N M 10 r N 10 N M vi O O vi �O N N N S y 07 c > A a¢ C N N N Q a Q a ° o O O w» w d Q _ q w w w�� A o � a �+ G C7 0: �S ((�� C7 U g >' 8 z-.NMa� Oroorno 8 r N y 8 M Iq D\ I -01 (:Vitit 4 akfA COUNCIL/RDA MEETING DATE: ITEM TITLE: Approval of Specifications and Authorization to Receive Bids for the Citywide Landscape Lighting Maintenance Contract, Project No. LMC 2004-04 RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 3 STUDY SESSION: PUBLIC HEARING: Approve specifications and authorize staff to advertise for bid the Citywide Landscape Lighting Maintenance Contract, Project No. LMC 2004-04. FISCAL IMPLICATIONS: Funding for landscape lighting maintenance is included in the proposed 2004/2005 budget. No additional appropriations are anticipated at this time. Prior to award of the bid, if any additional appropriations are required, staff will present them for City Council consideration. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: This program provides for bi-weekly inspection of all landscape lighting systems located within the City's medians, parks, perimeter landscapes and parking facilities. The successful bidder shall also be responsible for any and all repairs to the referenced systems generated by the inspections, as well as by citizen comments. An inspection report shall be submitted to the City's Maintenance Manager after each inspection. Necessary repairs will then be authorized by the City and completed by the Contractor. Costs associated with this contract shall be for labor only. All materials shall be provided to the Contractor by the City. This will enable staff to better monitor the work being performed and reduce the costs associated with material purchasing. The S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 2 Landscape Lighting.doc Contractor shall also be required to respond to and make repairs to hazardous situations (i.e. exposed wiring) within two hours of notification. Should City Council authorize staff to solicit bids for this program, the anticipated start date for this contract will be July 1, 2004 and will be in effect for a period of one (1) year. The contract specifications are available in the Public Works/Engineering Department for review. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve specifications and authorize staff to advertise for bid the Citywide Landscape Lighting Maintenance Contract, Project No. LMC 2004-04; or 2. Do not approve specifications and authorize staff to advertise for bid the Citywide Landscape Lighting Maintenance Contract, Project No. LMC 2004-04; or I Provide staff with alternative direction. Respectfully submitted, Jm o t h y R onass , P. E. Public Works Dire r/City Engineer Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. Facility Areas �3 S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 2 Landscape Lighting.doc . 2 `� ATTACHMENT SUMMARY OF LANDSCAPE LIGHTING MAINTENANCE AREAS FOR THE LANDSCAPE AND LIGHTING DISTRICT #89-9 MA = Landscape Lighting Maintenance Area 1. Cactus Flower Perimeter, Fred Waring Drive Cactus Flower Perimeter, Dune Palms Rd. 2. Rancho Ocotillo Perimeter, Fred Waring Drive Rancho Ocotillo Perimeter, Adams St. 3. La Quinta Highlands Perimeter, Fred Waring Drive La Quinta Highlands Perimeter and Median, Las Vistas Dr. La Quinta Highlands Perimeter, Adams St. 4. Acacia Homes Perimeter, Miles Avenue Acacia Homes Perimeter, Seeley Dr. 5. La Quinta Del Oro Perimeter, Washington Street La Quinta Del Oro Perimeter and Median, Via Sevilla 6. Washington Street Median, Avenue 52 to La Quinta Evacuation Channel 7. Washington Street Median, Avenue 48 to Ave. 47. 8. Jefferson Street Median, Hwy 111 to Westward Ho Dr. 9. Avenue 54 Median, Jefferson St. to Madison Street 10. Madison St. Median, Ave. 54 to Airport Blvd. 11. Avenue 50 Median, La Quinta Evacuation Channel to Park Avenue 12. Eisenhower Drive Median, Ave. Bermudas to Calle Madrid 13. Eisenhower Drive Median, Calle Madrid to Calle Colima 14, Eisenhower Drive Median, Calle Colima to Calle Nogales 15 Eisenhower Drive Median, Calle Nogales to Calle Tampico 16 Eisenhower Drive Median, Ave. 50 to Ave. Fernando (north) Eisenhower Drive Median, Fernando Dr. to north of Coachella Drive ( 1000 feet) 17 PGA West Fire Station Avenue, Perimeter, 54/Madison Street TT-..... .Z 4 3 " 18. La Quinta Civic Center, Tampico/Washington Street, Perimeter Landscape 19. La Quinta Civic Center, Tampico/Washington Street - Parking Facilities 20. La Quinta Senior Center, La Fonda/Guatemala - Perimeter Landscape 21. La Quinta Senior Center, La Fonda/Guatemala - Parking Facilities 22. Topaz Perimeter, Dune Palms Road 23. Topaz Perimeter, Miles Ave. 24. Inco Homes Perimeter, Miles and Adams Planting 25. Fritz Burns Park Perimeter, Ave. 52/Avenida Bermudas 26. Fritz Burns Park: Tennis Courts, Parking, Landscape, (Exclude swimming pool facility) 27. Adams Park - Adams St./La Palma Dr. 28. Adams Street Median (Ave 47 to Ave 48 ) 29. Calle Estado (Ave Bermudas to Desert Club Dr.) 30. Ave Bermudas, east side (Ave 52 to Calle Estado) 31. Ave Montezuma at Ave Navarro 32. Cove Oasis Trail Head 33. Desert Club Manor Park (Saguaro Rd.) 34. Civic Center Campus Park 35. La Quinta Community Park (Westward Ho / Adams Street) Total Number of Lights: 1625 T'f,....... AO � i 4 V T44vl 4 elfoP COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Approval of Specifications and Authorization to Receive Bids for the Citywide Landscape Maintenance Contract, Project No. LMC 2004-05 RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Approve specifications and authorize staff to receive bids for the Citywide Landscape Maintenance Contract, Project No. LMC 2004-05. FISCAL IMPLICATIONS: Based upon the current amount paid to Lundeen Pacific Corporation for the referenced contract services, the Engineer's estimate for Fiscal Year 2004/2005 contracted landscape maintenance expenditures is $669,383.52. The recommendation contained within this report will be funded through Lighting and Landscape - Contract Maintenance Account No. 101-7004-431.34-04 as follows: Landscape and Lighting Assessment District 89-1 Funds $365,677.97 General Fund $303,705.55 $669,383.52 The specific approval of the appropriation for this contract will be made with the adoption of the Fiscal Year 2004/2005 Budget. CHARTER CITY IMPLICATIONS: This project is funded by the Landscape and Lighting Assessment District 89-1 Funds and the General Fund. Therefore, under the Charter City status, the City is not mandated to pay prevailing wage rates. The City may realize a cost savings in this area. r S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 3 Landscape Maint.doc J G BACKGROUND AND OVERVIEW: Since July 5, 2000, the City has contracted with Lundeen Pacific Corporation for providing citywide landscape maintenance to City -owned facilities. The contract was for a period of one year with a provision allowing the City to extend the contract for four (4) one-year extensions, not to exceed a total contract length of five years. Based upon the level of service provided by Lundeen Pacific, City Council has approved extensions of the contract four times. Therefore, based on the five-year limit, bids for this contract must be readvertised. There are a total of ninety-eight (98) facilities, as described in Attachment 1, for which landscape maintenance service will be provided. Upon City Council's approval, staff will advertise bids for this project beginning July 1, 2004. The Contract duration will be for a period of one (1) year with an option to extend the contract for each subsequent year if the Contractor performs in a satisfactory manner. The Contract Specifications are available for review in the Public Works Department. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve specifications and authorize staff to receive bids for the Citywide Landscape Maintenance Contract, Project No. LMC 2004-05; or 2. Do not approve specifications and authorize staff to receive bids for the Citywide Landscape Maintenance Contract, Project No. LMC 2004-05; or 3. Provide staff with alternative direction. Respectfully submitted, % Q, ;7"� imothy R. nass , P.E. Public Wor s Dire or/City Engineer S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 3 Landscape Maint.doc Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. Engineer's Estimate S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 3 Landscape Maint.doc 3 LMA # Description Monthly 1 Acacia Homes a Miles Avenue $398.94 2 Acacia Homes Entrance Median $18.94 3 IAcacia Homes Retention Basis $780.33 4 Adams Street Park $662.75 5 Avenue 48 - Adams to Jefferson $413.93 6 Avenue 48 - Washington to Adams $290.38 7 Avenue 50 Median Eisenhower - Washington $257.13 8 Avenue 50 Median Washington - Park $151.53 9 Avenue 50 - Sports Complex perimeter $172.27 10 Avenue 52- Bermudas to Desert Club $282.38 11 Avenue 52 - Center Median $310.24 12 Avenue 54 - Center Median $554.39 13 Bear Creek Bike Path $7,352.85 14 Bermudas Triangles $170.00 15 Cactus Flower at Dune .Palms Road $253.78 16 Cactus Flower at Fred Waring Drive $215.90 17 Cactus Flower Entrance ROW $15.15 18 Cactus Flower Retention Basin #1 $333.54 19 Cactus Flower Retention Basin #2 $141.59 20 Cactus Flower Retention Basin #3 $390.18 21 Cactus Flower Retention Basin #4 $125.23 22 Calle Estado $50.83 23 Del Rey LQ Norte $121.01 24 Eisenhower Fernando to N. Terminus $187.61 25 Eisenhower Center Medians $280.44 26 Eisenhower Tampico Green Belt $947.42 27 Entrance Monument Home Depot) $34.34 28 Entrance Monument Lum 's $9.26 29 Fritz Burns Park $1,612.50 30 Highway 111 Adams - Plaza LQ $210.80 31 Inco Homes @ Miles & Adams $442.83 32 Inco Homes Parksite $484.59 33 Jefferson Center Median @ Westward Ho $141.51 34 Jefferson Center Median Ave. 50 - 52 $517.63 35 LQ Civic Center $1,227.07 36 LQ Del Oro (Washington Street $197.37 37 LQ Del Oro Entrance Median $103.99 38 LQ Highlands @ Adams Street $224.30 39 LQ Highlands Fred Waring Drive $687.77 40 LQ Highlands Entrance Median $141.39 41 LQ Highlands Retention Basin $1,334.50 42 LQ Senior Center $378.59 43 LQ Sports Complex $7,763.33 44 LQ Youth Center $248.88 45 La Fonda Median Paloma East $231.91 46 La Fonda Median West $50.83 47 Madison Street Center Median $853.37 48 Miles (Washington to Seeley) $196.95 49 Mini Park Eisenhower @ Colima $68.00 50 Museum $2.69 51 PGA West Fire Station #70 $699.28 52 Paloma Median Island $13.13 53 Quinterra Perimeter & Retntions Basins $800.70 54 Rancho Ocotillo Adams Street $140.59 55 Rancho Ocotillo Fred Waring Drive $24.6.88 56 Rancho Ocotillo Entrance Median $20.54 57 Rancho Ocotillo Retention Basin #1 $330.53 58 Rancho Ocotillo Retention Basin #2 $134.96 59 Seasons Retention Basin $2,468.40 60 Sinaloa Eisenhower -Bermudas $125.38 61 Tam ico Eisenhower - Washington) $255.72 ANNUAL TOTALS Non -Exempt Miscellaneous Non -Exempt Parks Subzones Exempt $4,787.32 $227.31 $9,364.01 $7,952.95 $4,967.18 $3,484.50 $3,085.55 $1,818.40 $2,067.20 $3,388.55 $3,722.86 $6,652.67 $88,234.21 $2,040.00 $3,045.35 $2,590.85 $186.85 $4,002.48 $1,699.05 $4,682.11 $1,502.77 $610.00 $1,452.18 $2,251.33 $3,365.32 $11,369.06 $412.08 $111.10 $19,350.00 $2,529.60 $5,313.96 $5,815.08 $1,698.12 $6,211.56 $14,724.84 $2,368.44 $1,247.88 $2,691.60 $8,253.24 $1,696.68 $16,014.00 $4,543.08 $93,159.96 $2,986.56 $2,782.92 $609.96 $10,240.44 $2,363.40 $816.00 $32.28 $8.391.36 $157.56 $9,608.40 $1,687.08 $2,962.56 $3,966.36 $1,619.52 29,620.80 $1,504AD $3.068. 62 Tampico Frontage $106.47 63 Topaz @ Dune Palms Road $219.17 64 Topaz Entrance ROW $10.10 65 Topaz Miles Avenue $431.03 66 Topaz a Miles Retention Basin $128.79 67 Washington Ave 48 - Hwy 111 $45.41 68 Washington Ave 52 - Bride $339.44 69 Washington (Bridge - Miles $147.29 70 Washington (Hwy 111 - Bride $12.63 71 Washington Miles - 600' N. Darby) $417.47 73 CCO 1 Ave 47/Adams RDA Perimeter $221.48 74 CCO 2 Topaz Perimeter Mile S/O Brid ette $111.16 75 CCO 2 Del Rey Retention Basin $816.00 76 CCO 2 Auto Mall Drive Medians $61.18 78 CCO 3 Calle Rondo Channel $438.75 79 CCO 3 Washington Bridge Median East Wall $168.33 80 CCO 4 Marbella Perimeter $372.57 July 2001 Contract $41,326.52 81 CCO 7 Estado (La Fonda/Montezuma/Navarro) $1,150.00 82 CCO 8 Adams Median (Ave 47 - Ave 48) $180.37 83 CCO 9 Mini Park Eisenhower/Colima $144.31 84 CCO 9 Mini Park (original contract amount $68.00 85 CCO 9 Mini Park Velasco iM Temecula $55.95 86 CCO 9 Estado (original contract amount) ($50.83) 87 CCO 10 Nuestra north side of wall $748.33 88 CCO 10 Avenue 52 Median $451.64 89 CCO10 Cove Oasis/Trail Head $505.00 90 CCO 10 Desert Club Manor Park $212.25 91 CCO 11 Sienna Del Ray Perimeter $197.38 92 CCO 12 Washington Street La Fonda -Ave 52 $42.08 93 CCO 12 Washington Street (Sagebrush S 600' $50.50 94 CCO 12 Cove Oasis/Trail Head delete $505.00 95 CCO 12 Cove Oasis/Trail Head $525.20 96 CCO 13 Civic Center Campus $4,136.67 97 CCO 14 Civic Center Campus $228.26 98 CCO 15 LQ Park $6,450:92 Total Combined Projects $55,781.55 1,277.60 2,630.44 121.20 $5,172.41 $1,545.50 $544.90 $4,073.33 $1,767.50 $151.60 $5,009.60 $2,657.73 $1,333.96 $9,792.00 $734.07 $5,265.00 $2,020.00 $4,470.39 $28,214.74 $132,147.75 $3,726.40 $331,834.38 $13,800.00 $2,164.43 $1,731.70 $816.00 $671.40 ($609.96) $8,979.96 $5,419.68 $6,060.00 $2,547.00 $2,368.56 $504.96 $606.00 $6( 060.00 $6,302.40 $49,640.00 $2,739.12 $77,411.00 86.30 $213,692.85 1 $3,726.40 $365,677.97 $669,383.52 0 COUNCIL/RDA MEETING DATE: May 4, 2004 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: Approval of a Professional Services Agreement with Landmark Consultants Inc., for CONSENT CALENDAR: Inspection and Testing Services for the City's STUDY SESSION: Library, Project No. 2000-06 PUBLIC HEARING: RECOMMENDATION: Approve a Professional Services Agreement (PSA) with Landmark Consultants Inc. (Attachment 1) in an amount not to exceed $47,233 for inspection and testing services for the City's library, Project No. 2000-06. FISCAL IMPLICATIONS: Construction of the library is contained in the current Fiscal Year Capital Budget. Funds for inspection and testing for the project are contained in the Contract Technical Services Account, # 401-1702-551.34-04. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: Construction on the City's library is scheduled to begin in June. In anticipation of this, staff requested proposals from qualified firms to provide special inspection and testing services for the project. Four proposals were received from the following firms: Testing Engineers-U.S. Labs Landmark Consultants Inc. Mactec Engineering and Consulting Ninyo and Moore Based on qualifications, demonstrated competence, cost, and delivery time, it was determined that Landmark Consultants Inc. presented the most advantageous proposal to the City. 61 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve Professional Services Agreement with Landmark Consultants Inc. in an amount not to exceed $47,233 for inspection and testing services for the City's library; or 2. Do not approve a Professional Services Agreement with Landmark Consultants Inc. for inspection and testing services for the City's library; or 3. Provide staff with alternative direction. Respectfully submitted, Tom Hartung Director of Building and Safety Attachment: 1. PSA Approved for submission by: Thomas P. Genovese, City Manager 2 640 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT FOR CONTRACT SERVICES (the "Agreement") is made and entered into by and between the CITY OF LA QUINTA, ("City"), a California municipal corporation, and Landmark Consultants Inc. ("Consultant"). The parties hereto agree as follows: 1.0 SERVICES OF CONSULTANT 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Consultant shall provide those services related to Special Inspection and Testing for the La Quinta Library. Project No. 2000-06 as specified in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference (the "services" or "work"). Consultant warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services. 1.2 Compliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations and laws of the City of La Quinta and any Federal, State or local governmental agency of competent jurisdiction. 1.3 Licenses, Permits. Fees and Assessments. Except as otherwise specified herein, Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the services required by this Agreement. 1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that (a) it has thoroughly investigated and considered the work to be performed, (b) it has investigated the site of the work and fully acquainted itself with the conditions there existing, (c) it has carefully considered how the work should be performed, and (d) it fully understands the facilities, difficulties and restrictions attending performance of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, Consultant shall immediately inform City of such fact and shall not proceed except at Consultant's risk until written instructions are received from the Contract Officer (as defined in Section 4.2 hereof). 1.5 Care of Work. Consultant shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work performed by Consultant, and the equipment, materials, papers and other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City's own negligence. The performance of services by Consultant shall not relieve Consultant from any obligation to correct any incomplete, inaccurate or defective work at no further cost to City, when such inaccuracies are due to the negligence of Consultant. 1.6 Additional Services. In accordance with the terms and conditions of this Agreement, Consultant shall perform services in addition to those specified in the Scope of Services when directed to do so by the Contract Officer, provided that Consultant shall not be required to perform any additional services without compensation. Any addition in compensation not exceeding five percent (5%) of the Contract Sum may be approved by the Contract Officer. Any greater increase must be approved by the City Council. 3 1.7 Special Requirements. Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in Exhibit "D" (the "Special Requirements"). In the event of a conflict between the provisions of the Special Requirements and any other provisions of this Agreement, the provisions of the Special Requirements shall govern. 2.0 COMPENSATION 2.1 Contract Sum. For the services rendered pursuant to this Agreement, Consultant shall be compensated on a time and material basis in accordance with Exhibit "B" (the "Schedule of Compensation") in a total amount not to exceed Forty Seven Thousand, Two Hundred and Thirty Three Dollars ($47,233) (the "Contract Sum"), except as provided in Section 1.6. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the services, payment for time and materials based upon Consultant's rate schedule, but not exceeding the Contract Sum, or such other methods as may be specified in the Schedule of Compensation. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses when and if specified in the Schedule of Compensation. 2.2 Method of Payment. Any month in which Consultant wishes to receive payment, Consultant shall submit to City no later than the tenth (10th) working day of such month, in the form approved by City's Finance Director, an invoice for services rendered prior to the date of the invoice. Such invoice shall (1) describe in detail the services provided, including time and materials, and (2) specify each staff member who has provided services and the number of hours assigned to each such staff member. Such invoice shall contain a certification by a principal member of Consultant specifying that the payment requested is for work performed in accordance with the terms of this Agreement. City will pay Consultant for all expenses stated thereon which are approved by City pursuant to this Agreement no later than the last working day of the month. 3.0 PERFORMANCE SCHEDULE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. 3.2 Schedule of Performance. All services rendered pursuant to this Agreement shall be performed diligently and within the time period established in Exhibit "C" (the "Schedule of Performance"). Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer. 3.3 Force Majeure. The time period specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Consultant, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the forced delay when and if in his or her judgement such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. 3.4 Term. Unless earlier terminated in accordance with Sections 7.7 or 7.8 of this Agreement, this Agreement shall continue in full force and effect until completion of the services, except as otherwise provided in the Schedule of Performance. 64 4 4.0 COORDINATION OF WORK 4.1 Representative of Consultant. The following principals of Consultant are hereby designated as being the principals and representatives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: a. Greg M. Chandra It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The foregoing principals may not be changed by Consultant and no other personnel may be assigned to perform the service required hereunder without the express written approval of City. 4.2 Contract Officer. The Contract Officer shall be Thomas P. Genovese or such other person as may be designated by the City Manager of City. It shall be Consultant's responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 4.4 Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth. Consultant shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. 4.5 City Cooperation. City shall provide Consultant with any plans, publications, reports, statistics, records or other data or information pertinent to services to be performed hereunder which are reasonably available to Consultant only from or through action by City. 5 5.0 INSURANCE, INDEMNIFICATION AND BONDS. 5.1 Insurance. Consultant shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, personal and public liability and property damage insurance against all claims for injuries against persons or damages to property resulting from Consultant's acts or omissions rising out of or related to Consultant's performance under this Agreement. The insurance policy shall contain a severability of interest clause providing that the coverage shall be primary for losses arising out of Consultant's performance hereunder and neither City nor its insurers shall be required to contribute to any such loss. A certificate evidencing the foregoing and naming City and its officers and employees as additional insured shall be delivered to and approved by City prior to commencement of the services hereunder. The amount of insurance required hereunder shall be determined by the Contract Sum in accordance with the following table: Contract Sum Personal InDamage Coverage Less than $50,000 $100,000 per individual; $300,000 per occurrence $50,000 - $300,000 $250,000 per individual; .$500,000 per occurrence Over $300,000 $ 500,000 per individual; $1,000,000 per occurrence Consultant shall carry automobile liability insurance of $1,000,000 per accident against all claims for injuries against persons or damages to property arising out of the use of any automobile by Consultant, its officers, any person directly or indirectly employed by Consultant, any. subcontractor or agent, or anyone for whose acts any of them may be liable, arising directly or indirectly out of or related to Consultant's performance under this Agreement. The term "automobile" includes, but is not limited to, a land motor vehicle, trailer or semi -trailer designed for travel on public roads. The automobile insurance policy shall contain a severability of interest clause providing that coverage shall be primary for losses arising out of Consultant's performance hereunder and neither City nor its insurers shall be required to contribute to such loss. A certificate evidencing the foregoing and naming City and its officers and employees as additional insured shall be delivered to and approved by City prior to commencement of the services hereunder. Consultant shall carry Workers' Compensation Insurance in accordance with State Worker's Compensation laws. Consultant shall procure professional errors and omissions liability insurance in an amount acceptable to City. All insurance required by this Section shall be kept in effect during the term of this Agreement and shall not be cancelable without thirty (30) days written notice to City of proposed cancellation. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Consultant's obligation to indemnify City, its officers, employees, contractors, subcontractors, or agents. 5.2 Indemnification. Consultant shall defend, indemnify and hold harmless the City, its officers, employees, representatives and agents ("Indemnified Parties"), from and against those actions, suits, proceedings, claims, demands, losses, costs, and expenses, including legal costs and attorneys' fees, for injury to or death of person(s), for damage to property (including property owned by City) and for errors and omissions committed by Consultant, its officers, employees and agents, which arise out of Consultant's negligent performance under this Agreement, except to the extent of such loss as may be caused by City's own negligence or that of its officers or employees. In the event the Indemnified Parties are made a party to any action, lawsuit, or other adversarial proceeding in any way involving such claims, Consultant shall provide a defense to the Indemnified Parties, or at the City's option, C.1 reimburse the Indemnified Parties their costs of defense, including reasonable attorney's fees, incurred in defense of such claim. In addition, Consultant shall be obligated to promptly pay any final judgment or portion thereof rendered against the Indemnified Parties. 5.3 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option: a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. b. Order Consultant to stop work under this Agreement and/or withhold any payment(s) which become due to Consultant hereunder until Consultant demonstrates compliance with the requirements hereof. C. Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to any other remedies City may have. The above remedies are not the exclusive remedies for Consultant's failure to maintain or secure appropriate policies or endorsements. Nothing herein contained shall be construed as limiting in any way the extent to which Consultant may be held responsible for payments of damages to persons or property resulting from Consultant's or its subcontractors' performance of work under this Agreement. 6.0 RECORDS AND REPORTS. 6.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports concerning Consultant's performance of the services required by this Agreement as the Contract Officer shall require. 6.2 Records. Consultant shall keep such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the cost and the performance of such services. Books and records pertaining to costs shall be kept and prepared in accordance with generally accepted accounting principals. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 6.3 Ownership of Documents. Originals of all drawings, specifications, reports, records, documents and other materials, whether in hard copy or electronic form, which are prepared by Consultant, its employees, subcontractors and agents in the performance of this Agreement, shall be the property of City and shall be delivered to City upon termination of this Agreement or upon the earlier request of the Contract Officer, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials hereunder. Consultant shall cause all subcontractors to assign to City any documents or materials prepared by them, and in the event Consultant fails to secure. such assignment, Consultant shall indemnify City for all damages suffered thereby. In the event City or any person, firm or corporation authorized by City reuses said documents and materials without written verification or adaptation by Consultant for the specific purpose intended and causes to be made or makes any changes or alterations in said documents and materials, City hereby releases, discharges, and exonerates Consultant from liability resulting from said change. The provisions of this clause shall survive the completion of this Contract and shall thereafter remain in full force and effect. 7 6.4 Release of Documents. The drawings, specifications, reports, records, documents and other materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer or as required by law. Consultant shall not disclose to any other entity or person any information regarding the activities of City, except as required by law or as authorized by City. 7.0 ENFORCEMENT OF AGREEMENT. 7.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 7.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer; provided that if the default is an immediate danger to the health, safety and general welfare, City may take such immediate action as City deems warranted. Compliance with the provisions of this section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to terminate this Agreement without cause pursuant to Section 7.8. 7.3 Retention of Funds. City may withhold from any monies payable to Consultant sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Consultant in the performance of the services required by this Agreement. 7.4 Waiver. No delay or omission in the exercise of any right or remedy of a non defaulting party on any default shall impair such right or remedy or be construed as a waiver. City's consent or approval of any act by Consultant requiring City's consent or approval shall not be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Consultant. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 7.6 Legal Action. In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 7.7 Termination Prior To Expiration Of Term. This section shall govern any termination of this Agreement, except as specifically provided in the following Section 7.8 for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days' written notice to Consultant. Upon receipt of any notice of termination, Consultant shall b� 0 immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. 7.8 Termination For Default of Consultant. If termination is due to the failure of Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over work and prosecute the same to completion by contract or otherwise, and Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Consultant for the purpose of setoff or partial payment of the amounts owed City as previously stated in Section 7.3. 7.9 Attorneys' Fees. If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit from the losing party. 8.0 CITY OFFICERS AND EMPLOYEES: NONDISCRIMINATION. 8.1 Non -liability of City Officers and Employees. No officer or employee of City shall be personally liable to Consultant, or any successor in interest, in the event or any default or breach by City or for any amount which may become due to Consultant or to its successor, or for breach of any obligation of the terms of this Agreement. 8.2 Conflict of Interest. No officer or employee of City shall have any personal interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which affects his or her personal interest or the interest of any corporation, partnership or association in which she or he is, directly or indirectly, interested, in violation of any State statute or regulation. Consultant warrants that it has not paid or given and will not pay or give any third party any money or general consideration for obtaining this Agreement. 8.3 Covenant against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin or ancestry in the performance of this Agreement. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin or ancestry. 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice. Any notice, demand, request, consent, approval, communication either party desires or is required to give the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this section. To City: CITY OF LA QUINTA Attention: Thomas P. Genovese City Manager 78-495 Calle Tampico P.O. Box 1504 To Consultant: Landmark Consultants Inc. Attention: Greg Chandra 77-948 Wildcat Drive Palm Desert, CA 92211 6- E La auinta, California 92253 9.2 Integrated Agreement. This Agreement contains all of the agreements of the parties and all previous understanding, negotiations and agreements are integrated into and superseded by this Agreement. 9.3 Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing signed by both parties. 9.4 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgement or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder. 9.5 Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. CITY OF LA QUINTA a California municipal corporation Thomas P. Genovese, City Manager Date: ATTEST: June Greek, City Clerk APPROVED AS TO FORM: M. Katherine Jenson, City Attorney CONSULTANT By: Name: Title: Date: 10 Exhibit A Scope of Services Landmark Consultants Inc. Scope of Services dated April 16, 2004 is attached and made part of this Agreement. 71 11 City of La Quinta LCI Proposal No.: LP04036T SCOPE OF SERVICES Task 1— Preconstruction Meeting Landmark Consultants, Inc. project manager will attend the preconstruction conference to review the project schedule and testing/inspection guidelines. We have budgeted for one meeting at the site. Task 2 - Earthwork and Trench Backfill Observation Testing We will provide full time observation and compaction testing during the preparation of the building footprint area. We will also perform part time observation and testing during the preparation of pavement subgrades, placement of aggregate base, asphalt and concrete pavements, and utility trench backfill operations outside the building footprint. Compaction testing will generally be performed as required by the project specifications. Our personnel will sample on -site and imported materials for transportation to our laboratory for appropriate testing. Tack 3 — Concrete Observation and Testing We will .provide an ICBO-certified inspector to observe and sample concrete during placement. Our field services will include observation and verification of reinforcing steel placement, monitoring of slump, temperature, mixing time and casting of concrete cylinders for compression testing of structural concrete delivered to the site. We will pick up and deliver concrete cylinders to our laboratory for the appropriate testing. During concrete placement, we will also provide batch plant inspection. Task 4 — Structural Steel and Welding Observation We will provide ICBO-certified inspector to observe field welding operations during structural steel erection and HS bolt installation. This will be done on both a continuous and part-time basis and includes the observation of welder certifications, metal deck and steel joist welding and compliance of structural steel construction to the project requirements. We will also inspect the welding of structural components in the designated fabrication shop as required. We assume a local fabrication shop will be used within a 50 mile radius of the project site. Landmark Consultants, Inc. 12 City of La Quinta LCI Proposal No • LP04036T Task 5 - Glued Laminated Structural Lumber and Roof Truss Observation and Testing. We will provide an ICBO approved inspector to observe a fabrication of glu-lams and wood/bar joist trusses process in the factory during the assembling process. Services will be conducted by our subcontractor, Forest Products Inspections, Inc. Task 6 — Laboratory Testing We anticipate that compliance testing of soils, reinforcing steel and concrete will be required; the anticipated testing is summarized on our attached budget. Task 7 — Technical Management & Reports Our Project Manager will review the daily progress reports during construction. Items found in non-compliance with the project requirements will be brought to the immediate attention of the construction superintendent, designated design professionals, and your designated responsible representative. FEE The services described above will are performed on a time and expense basis utilizing our standard fee schedule, which has been attached. Any additional testing can be performed upon your written authorization at the time those services are requested. We have attempted to be realistic in developing our estimate for this project; please keep in mind that our services are directly dependent upon the contractor's schedule and events which occur during the duration of the project which cannot always be predicted in advance. Any change in the contractor's schedule will impact our budget. We will attempt to coordinate our services with the contractor's site superintendent to efficiently service the project. In the event that construction activities result in projected additional fees beyond those described herein, we will contact you for additional written budget increase, if necessary. Landmark Consultants, Inc. 73 13 Exhibit B Schedule of Compensation Payment shall be made on a time and material basis at the rates listed in the Consultant's Estimate Worksheet and the 2004 Standard Prevailing Fee Schedule, attached herewith, for the actual hours submitted in conformance with Section 2.2 of the Agreement. Total compensation for all work under this contract shall not exceed Forty Seven Thousand, Two Hundred and Thirty Three Dollars ($47,233) except as specified in Section 1.6 - Additional Services of the Agreement. e?4 14 ESTIMATE WORKSHEET PROJECT: La Quints Library Project No. 2000-06 CLIENT: City of La Quints LOCATION: 78-275 Calle Tampico, La Quinta FIELD Soil Technician - Grading Soil Technician - Compaction ICBO Inspector: Concrete Expansion Bolt Field Welding Shop Welding HS Bolt Installation Glulam Fabrication Sample Pick-up Supervisor Insp/Operation Manager LABORATORY Soil Compaction Curve Aggregate Compaction Curve Concrete Compression Test Rebar TensioBend Test Mix Design Review Hrs. Rate Total ,120 @ $ 65.00 $ 7,800.00 80 @ $ 65.00 $ 5,200.00 160 @ $ 67.00 $ 10,720.00 16 @ $ 67.00 $ 1,072.00 80 @ $ 67.00 $ 5,360, 00 80 @ $ 67.00 $ 5,360.00 16 @ $ 67.00 $ 1,072,00 32 @ $ 67.00 $ 2,144.00 16 @ $ 65.00 $ 1,040.00 24 @ $ 79.00 $ 1,896.00 Subtotal: $ 41,664.00 PROJECT MANAGEMENT - REPORTS Principal Engineer Staff Engineer Technical Typist/Administrative 3 @ $124.00 $ 372.00 1 @ $163.00 $ 163.00 80 @ $ 19.60 $ 1,568.00 4 @ $130.00 $ 520.00 2 @ $ 201..00 $ 402.00 Subtotal: $ 3,025.00 4 @ $151.00 $ 604.00 8 @ $ 97.00 $ 776.00 24 @ $ 48.50 $ 1,164.00 Subtotal: $ 2,544.00 TOTAL: $ 47,233.00 Landmark Consultants, Inc. ..Proposal lskx -LPD4036T 15 Citly of La Quinta LCI Proposal No.: LP04036T 2004 Fee Schedule i� Landmark Consultants, Inc. iL Landmark Consultants, Inc. 2004 Standard Prevailing Fee Schedule PROFESSIONAL RATES (HOURLY) (*) Principal Engineer ..................................................... $151.00 Senior Engineer......................................................... $13 5.50 Staff Engineer.............................................................. $97.00 Assistant Engineer....................................................... $86.50 Operations Manager ..................................................... $79.00 Senior Geologist........................................................ $135,50 Project Geologist....................................................... $114.00 Staff Geologist............................................................. $97.00 * $30.00 will be added for all investigative work with legal (court) cases. * $100.00 will be added for all depositions and court appearances with a 4-hr. minimum charge TECHNICAL RATES Senior Geotechnicai Technician ................................... $65.00 Testing Technician (Soils) With Nuclear Gauge ........... $65.00 Testing Technician (Concrete/Masonry/SoilWAsphalt) . $65.00 Special Inspector (Concrete,Masonry, Welding & Bolt) $67.00 Laboratory Personnel ................................................... $65.W TechnicalTypist.......................................................... $48.50 Drafting....................................................................... $65.00 Copies of Reports (Min)..... ........................................... $32.50 Blueprints.................................................................. $2.50ea.. EQUIPMENT/MATERIAL CHARGES 2 & 4 WD Vehicle ................................................. $0.55/Mile Trick Mounted Drilling (Flight Auger) ................ $184.00/14r. Truck Mounted Drilling (Prevailing Wage and Environmental).................................................... $227.00/Hr. Per Diem Drillers ................................................. $173.00/day Cone Penetrometer Travel Time ........................... $254.00/Hr. Piezocone and Stratigraphic Plots .............................. $10.00/ft Resistivity, Piezocone Testing ................................... $10.10/ft Seismic Piezocone Testing ........................................ $21.00/ft Per Diem (CPT) ................................................... $250.00/day Grouting..................................................................... $3.75/ft Mobile Laboratory (On site Analysis) ................ $2,2.70,00/day Strata Probe (Environmental Sampling) ............. $2,700.00/day Dozers, Backhoe, Portable Auger, etc .................... $Cost+10% Ring Sampler Liners (6" length) Use Charge ............. $2.16 ea. 2" diameter slotted PVC Piezometer (w/filter sock & gravel pack) ..................................... $7.70/ft 8" diameter cast-iron Piezometer cover (set in concrete) .................................................... $95.20 ea. MATERIALS TESTING EQUIPMENT -FIELD (DAILY RATES) Swiss Hammer (Concrete) ............................................. $54,00 Masonry Mortar Penetrometer ....................................... $54.00 Vibrating Probe (Concrete) ............................................ $65.00 Generator...................................................................... $51.50 Coring Machine.............................................................. $51.50 Diamond Bit Core Barrel ............................................... $43.25 Rebar Locator (R Meter) ........ ....................................... $54.00 CORING CHARGES (Min. Charge-2/Trip) 2" Diameter............................................................ $108.00 ea. 3" Diameter............................................................ $119.00 ea. 4" Diameter............................................................ $135.50 ea. 6" Diameter............................................................ $146.25 ea. Horizontal (Walls) .................................................. $168,00 ea. COMPACTION CURVES Standard 4" Mold, Method A.. ......... ..... .. $124.00 ea. Standard 6" Mold, Method B,C,D........................... $163.00 ea. Modified 4" Mold, Method A_._.--. - - - - - -- - - - - . S 136.00 ea. Modified 6" Mold, Method B,C,D ........ __................ $168.00 ea. Relative Density ................................... $314.00 ea, Relative Compaction .............................................. $179.00 ea SOIL & AGGREGATE STABILITY R-Value, Untreated Material or Field Sample.......... $216.00 ea CBR 100% Compaction ......................................... $298.50 ea Soil Cement, CTB, Mix Design .............................. $703.00 ea. CTB Compression Test ............................................ $54.00 ea Lime Treated Compression Test (Includes Preparation) ................................................. $458, 50 BASIC SOIL & AGGREGATE PROPERTIES Sieve Analysis, Coarse & Fine Includingi......... $97.00 ea Sieve Analysis, Coarse ...........................:.::.............. $59.50 ea Sieve Analysis, Fine Including Wash ........................ $54.00 ea Sieve Analysis, Wash (0/o Finer than No. 200 Sieve).. $48.50 ea Specific Gravity/Absorption..................................... $43.25 ea. Sand Equivalent -Average of 3.................................. $65.00 ea - Plasticity Index......................................................... $92.00 ea. Expansion Index ..................................................... $108.00 ea. Moisture Determination and Unit Weight .................. $27.00 ea. Moisture Determination Ordy................................... $21:60 ea. Permeability Test (Undisturbed Samples) ...............$346.00 ea Permeability Test (Remolded Samples) ................... $379.50 ea. Resistively of Soil (CAL 643)................................: $102.50 ea PH Test (Lab Measurement) ..................................... $32.50 ea. Hydrometer (Without Specific Gravity) ...................$162.25 ea Sulfates.................................................................... $48.50 ea. Chlorides.................................................................. $48.50 ea. 77 17 Landmark Consultants, Inc. 2004 Standard Prevailing Pee Schedule SHEAR STRENGTH & CONSOLIDATIN TEST Unconfined Compression ........................................... $65.00 ea. Direct Shear (3pt. Staged Test) ................................. $216.50 ea. Consolidation, Per load Increment w/ Time Rate ...... $68.20 load Consolidation.......................................................... $162.25 test AGGREGATE QUALITY Organic Impurities..................................................... $68.20 ea. Absorption, Coarse Aggregate .................................... $65.00 ea. Absorption, Fine Aggregate ........................................ $81.00 ea. Unit Weight (Average of 3)........................................ $54.00 ea. Los Angeles Rattler Test-500 Revs ........................... $184.00 ea. Los Angeles Rattler Test-1000 Revs ......................... $216.00 ea. Sulfate Soundness (5 cycles) ...................................... $97.30 ea. Mortar Making Properties of Sand ............................ $373.00 ea. Potential Reactivity Test ........................................... $351.50 ea. Cleanness Test (Referee Test) .................................. $167.50 ea. Crushed Particles on Sieved Sample ......................... $162.25 ea. Flat & Elongated Particles on Sieved Sample............ $119.00 ea. Clay Lumps and Friable Particles ............................. $146.00 ea. Lightweight Pieces in Aggregate .............................. $238.00 ea. Durability Index -Coarse or Fine ............................... $162.50 ea. MASONRY Compression Test, Grout Prisms ................................. $21.60 ea. Compression Test, Mortar Cube/Cylinder................... $21.60 ea. Compression Test, Masonry Units .............................. $70.00 ea Compression Test, Solid Grouted Masonry Prisms.... $119.00 ea. Absorption and Received Moisture, Masonry Units .... $62.75 ea. (Unit weight, masonry unit 3 required) ....................... $43.25 ea. Grout or Mortar Specimen, Handy & Cured But Not Tested................................................................ $16.25 ea_ Bond Test (Shear) for grout/masonry interface............ $86.50 ea. CONCRETE Concrete Mix Design or Review (Not Including Lab Test) ........................................ $201.00 ea. Laboratory Trial Batch, Incl. Compression Testing of 6 Specimens .......................................... $355.00 ea. Compression Test, Concrete Cylinder ......................... $19,60 ea. Concrete Cylinder Handled and Cured But Not Tested......................................................... $15.20 ea. Unit Weight of Concrete Cylinders ............................. $32.00 ea. Flexural Strength; Concrete Beam .............................. $59.75 ea. Compression Test, Gunite.......................................... $40.00 ea. Compression Test on Cored Specimens ...................... $54.00 ea. Cylinder Molds............................................................ $3.00 ea. Drying Shrinkage Test, Set of 3................................ $355.40 m Modulus of Elasticity of 6"xl2" Concrete Cylinder.. $173.00 ea. Splitting Tensile Strength ........................................... $57.50 ea. Chloride Ion Determination (Water Soluble) ............. $231.75 ea. ASPHALT Extraction, % Bitumen ........................................... $119.50 ea. Extraction % Bitumen (Ref iux Method) ........ , ...... $178,20 ea. Extraction/Graduation............................................ $162.75 ea. Complete Design of Wearing Surface for a Given Asphalt/Aggregate, Hveem or Marshall Method......... $3,244.50 Marshall Stability & Flow Set of 3 (without mixing) ................................................... $314.00 set Marshall Stability & Flow Set of 4 (Lab Mix)............................................................. $412.00 set Unit Weight of Asphalt Core or Compacted Sample.. $41.25 ea. Maximum Density of Mix by Marshall Method Set 3 (Without Mixing) ................................................. $165.00 set Maximum Theoretical Specific Gravity (Rice Method) ...................................................... $129.75 ea. Index of Retained Strength ..................................... $649.W ea. Tensile Stress Ratio ................................................ $540.75 ea. Stripping................................................................ $123.W ea. METALS Tensile, Up t0 3/4" (Not Including Machining Cost) ... $65.00 ea. Grater than %... ................. ea. Bend........................................................................ $43.25 ea. WELDING QUALIFICATIONS - STRUCTURAL STEEL (PHYSICAL TEST METHOD - ASTM, AWS, API, AISC) Visual Inspection:...................................................... $67.00 hr Magnetic Particle/Ultrasonic Testing ......................... $70.00 hr Operator Performance & Procedure Tests .................. $80.00 hr Machining & Material Costs....................................$60.00 min Qualification Tests on Machined Coupons .............. $100.00 ea. 13 18 Exhibit C Schedule of Performance Consultant shall complete all services within 12 months (365) days of the date of this Agreement. 79 Exhibit D Special Requirements None. M FE c&tij,e 4 sCPQ�rw COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Approval of the Project Specifications and Bid Documents and Authorization to Advertise for Bid the Fiscal Year 2003/2004 Slurry Seal and Restriping Program, Project Number 2004-03 RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 5� STUDY SESSION: PUBLIC HEARING: Approve the project specifications and bid documents and authorize staff to advertise for bid the Fiscal Year 2003/2004 Slurry Seal and Restriping Program, Project Number 2004-03. FISCAL IMPLICATIONS: The project is included within the Public Works Department Operational Budget for Fiscal Year 2003/2004. Revenue in the amount of $875,000 (Account Number 101- 7003-431.31-07) is available for this project. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: On August 19, 2003, the City Council appropriated $205,206 from Gas Tax Funds, Account Number 201-000-300-290, directed staff to implement the 2003/2004 Annual Pavement Preservation and Maintenance Program (PMP) — Scenario Number 2, maintaining an average PCI rating of 80 or better. The PMP is a citywide survey that includes visual inspections of each City maintained street. A street inventory has been created, which includes: street widths, lane widths, number of lanes, function classification, date and type of construction, as well as last known surface treatment. a] S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 7 Slurry.doc The City's Fiscal Year 2003/2004 Slurry Seal and Restriping Program was submitted for City Council consideration on March 16, 2004. Following discussion, the City Council directed staff to evaluate each of the streets identified for re -striping against the City's new standards for wider bike lanes and/or left turn pockets. Based upon this direction, the following modifications have been made to this year's Slurry Seal and Restriping Program: The following streets will be deferred to the FY 04/05 Slurry project: • Dune Palms Road — Miles Avenue to Fred Waring Drive (need to prepare striping plan) • Dune Palms Road — Westward Ho Drive to Desert Stream Drive (waiting for the City of Indio to complete its improvements and install new striping layout) • Avenue 50 (Eastbound only) — Washington Street to Park Avenue (Bike Lane Grant area) • Adams Street — Miles Avenue to Fred Waring Drive (waiting for completion of Fire Station off -site street improvements); adjustments to the left turn pockets are also necessary at both ends of this segment The following street segments have been eliminated: • Avenue 50 (Eastbound only) adjacent to Mountain View Country Club (newly installed pavement) • Avenue 52 east of Coachella Canal (newly installed pavement) • Avenue 54 The bike lane striping on the following streets will be modified: • Dune Palms Road — north of Desert Sands Unified School District (DSUSD) (change bike lane width from 5' to 7') • Dune Palms Road — adjacent to DSUSD (eliminate short bike lane segment) • Calle Tampico — Avenida Bermudas to Washington Street (change bike lane width from 5' to 71 • Ave 50 shared pedestrian/bike lane (add bike lane legend) The project specifications and bid documents for the City's Fiscal Year 2003/2004 Slurry Seal and Restriping Program, Project Number 2004-03 are available for review in the Public Works/Engineering Department. S:\CityMgr\STAFF REPORTS ONLY\5-4-04\C 7 Slurry.doc Contingent upon City Council approval and authorization to advertise for bid on May 4, 2004, the following represents how the project is expected to proceed: City Council Authorization to Advertise for Bid May 4, 2004 Project Advertisement May 5 - June 4, 2004 Construction (45 days) June - July 2004 Accept Improvements August 2004 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the project specifications and bid documents and authorize staff to advertise for bid the Fiscal Year 2003/2004 Slurry Seal and Restriping Program, Project Number 2004-03; or 2. Do not approve the project specifications and bid documents and do not authorize staff to advertise for bid the Fiscal Year 2003/2004 Slurry Seal and Restriping Program, Project Number 2004-03; or 3. Provide staff with alternative direction. Respectfully submitted, imothy R Jonas n, P.E. Public VV& ks Dir for/City Engineer Approved for submission by: Thomas P. Genovese, City Manager T:\PWDEPT\COUNCIL\2004\05-04-04\PS&E Staff Report Slurry.doc 3 83 QU&S T4&t 4 XP * COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Approval of City Council Goals RECOMMENDATION: Approve the City Council Goals for Fiscal Year 2004-05. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: No direct fiscal implications will result from this action. Staff proposes to develop programs to implement selected goals and will identify cost projections as part of the Economic Development Plan, Capital Improvement Program, and budget process. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: At the April 6, 2004 City Council meeting, the City Council held a study session to discuss its goals for fiscal year 2004-2005. The minutes from that study session are included as Attachment 1. Staff has provided the list of City Council Goals brought forward by the City Council at the April 6, 2004 City Council meeting, and has placed them in a table that categorizes each goal. (Attachment 2) The categories are as follows: ■ Economic Development Plan; ■ Capital Improvement Program; ■ Budget; and ■ Other/Comments 1�� The goals that could be attributed to one of the components of the Strategic Planning Process (i.e. Economic Development Plan, Capital Improvement Program, Annual Budget) have been incorporated into those documents for Fiscal Year 2004- 05. FINDINGS AND ALTERNATIVES: The alternatives available to the City.Council include: 1 Approve the City Council goals for Fiscal Year 2004-05; or 2. Do not approve the City Council goals for Fiscal Year 2004-05; or 3. Provide staff with alternative direction. Respectfully submitted, I, '/ 14� �."- �7 Thomas P. Genovese, City Manager Attachments: 1. Minutes from City Council meeting on April 6, 2004 2. 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C v V a v o 0 0o vas c 0� 'v0 ui CLCLz0 CL as'H� W a VCl aDL ui r— o N r- tV M } t 3 c E O v�U ai y M > m =op0v V — 3$ Ing O ' ' u } �� aoi'-�t m o cEvCL L 0 OmWUoa vi H C memo c W o W tm mo O 5 U J3 y.. E } Q> C v O a. UL a E ua . C O E- W O v & > CL v C C Z LU 0 u 3 c N Q. v� E o v 0 u� _ v O C t v c; O y •~ � � N 0 O 0 N H v aa> M o �- Hu Eo a a CV N M CV d' N 0 00, U _ jwnraunn of9 COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Denial of Claim for Damages Filed By Alan Seman - Date of Loss: February 17, 2004 RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: g STUDY SESSION: PUBLIC HEARING: Deny the Claim for Damages filed by Alan Seman, with a reported date of loss of February 17, 2004. FISCAL IMPLICATIONS: The total amount of the claim was $602.96. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: A claim was filed by Alan Seman with a reported date of loss of February 17, 2004 (Attachment 1). It was forwarded to Carl Warren & Co., the City's claims administrator. Carl Warren & Co. has reviewed the matter and recommends that the City Council deny the claim. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: ,9 0 1. Deny the Claim for Damages filed by Alan Seman with a reported date of loss of February 17, 2004; or 2. Accept the claim, or some portion thereof; or 3. Provide staff with alternative direction. Respectfully submitted, Mark Weiss, Assistant City Manager Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. Alan Seman, Claim for Damages 2 91 FILEWITH: CLAIM FOR DAMAGES CITY CLERK'S OFFICE im"W o ..F I w t% A - ATTACHMENT 1 _ , _. __ I U rtKSUN UK F'KUFhK I y P.O. Box 1504 C- - - La Quthta, CA92253 -.11 I F� .6 PH 12- 14 . , 2 INSTRUCTIONs . 1..Cb ms for death, it M to person or b personal properly must be lU rd later gran six months afar the Code 9112.) CITY OF L A Q U � T o=rra ee. (Gov § ( C L - 2 Claims for damages b real property must be fled not later than 1 year after the occurrence. (Gov. Code § 9112.) 3. 'Read enthe daim form before filing. {. ,.. 4. See page 2 for diagram upon which to locale place of accident 5. This daim form must be soW on page 2 at bottom. 6. Attach separate sheets, 9necemairy, b give id detak SIGN EACH SHEET. T0: Pbme of Cilyj _ Dab of Birth of t rot Name of Claimant Olion of CAai—a" Home Address of Claimant City and Stale /g Es77-V4e--4.e.4 e;�.q.rcA40 /l%•:e.�esF- e.49 1aa 70 Home Telephone of aairoit 760 — 5av Business Address of as t City and PacR -oX0 Business Telephone of Give address and Wepbr m nuff ber b Wft� eb be sent $ ' Cla s SaaSenNo.:, regardic 9a a �' When d' DAMAGE or ooart Names of any dty employees bw ed in INJURY or DAMAGE: Dais me Maim is for Equk" W,derm*, give dais dairrrant served with the oornplaint Dale:. Where did DAMAGE or INJURY oa r? Describe Uy. and locale on draanam on reverse side of this sheet Where aommonate_ nitre sheet names and address and measurements from landmarks: C'o A.'a ZOO u.;t/r-,¢ ov Descrbe in detail how the DAMAGE or INJURY occurred: 741ZI45�_ .10or Why do you daim the city is responsble? . y . plc r- L i 7 — _ .00�0 S�y.�/s L1�.9 ' •tr�%cr� o,C' �� "� w-- 7-,),� 9 -In, 4 g! 5; &-z 5 — A'Z. o 9 -,o r - 7 7; e e =s - (o 0`5 ) " SEE PAGE 2 (OVER). THIS CLAIMMUST BE SIGNED ON REVERSEnnSIDE ry 2�t- � �� .. ... ,. �� a a• "'i'R .a ,! .'e .Y ,- '!;, .. .J+-'vi... rS 'S' t � `'��i. }. r F "t.7: w•� ��+C.. P.I .a.:. _ , The amount claimed, as of the date of presentation 61' this claim, is computed as Mows: Damages inarred to date (exacQ: Estimated prospective damages as far as known: Damage iD vqaV 4KTo;� ;/� r&u s .5 3 1, 96 Future expenses for medical and hospbl came Evenses for medre;ald and hospital cane ..... $ �l �E _ Fug loss of ean*Vs ................. • L:oss of earrings ........................ $ Oyer prospective speclai damages .........._ Special damages for ...T�.� f.!...... _ ! �: oo Prospective general damages. .............._ Total estimated prospective damages .......$ .. General damages ....................... $ /1000�5 ..tF Tohal damages kxww b date .......... _ o z.. 94 Total amount claimed as of date of presentation of bis claim: _ (, o z • 9 Was damage andb k*xy invesigaled by poke l.cE �',a Isso, what cky? 911— 7-0—W 7200W Af e va Were paramedics or eafbulance called? ^45 If so, name cKy or ambulance A110 4010E 9 , state dais, Ime, name and adtess of dolor of your WW Vok A/o •rF �.� Ta�.t/F� E.�inc F d e sAF� WITNESSES b DAMAGE Or RJURY; List el persons and 8fteSM Of persons known to have information: .Name Al^ �!llr-: add m Phone -Name Aftess' Phone .name Address Phone DOCTOR AND AL S: !JOSIM- 4D4/4dr. Address .phone Doctor Address phone Doctor Address Phone READ CAREFULLY Ford aodderrtdaims place on folov" dlaagram name ofsheets, indudmg North,. aocidetdbyI 4 V wW locator of yoaupWory�our vel�ide atbe lime of t e acddet E*S% South, And West idiraie place of.aoddent by x and by 9 home by`8-1'sa4are point of bVWW. numbers or drsianoes b dreetoaners. ffCKyVehide was kwoh-ed. designate by leper' In Ann dQyVetride when you first saw R and by V location of YOUr elf NOTE; fifigrna bdao do notlittte situation, each her* a pnoper.dragram or yow vehide when you first saw Ctiy VdW, location of City vd" at I= of , signed by dai<nard. oil CURB agnaame of. ummant or person to Clai rant % •NOTE.4MMS MUST BE FILE SIOEWAIK EW, Presentation of a false claim is a felony Code § 72.) CURB. 4. .�f .. '•jd ..,,ti .,;.is%.:: �g.;�g,,:.:.::: i.... ,+.; i:•:'a=i'r�t �. i. ...x.. ..�.?. w1 ..! rit!N ...:�. :.:. .e.«-� :c. i•„� .fr.'-. i:.: r. .., j.i� ;J... ter. � � � :ai,� 'fit '� .. ... .. �a �` :.;7[-s.. a- .. .�:.. i'. .. ._ .t .d.'.`Y. $. .t. s. ,.. xt •:�'��••�•(�.r. �< '.�•. .CC ti5 OF 'ram COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Consideration of a Relocation Plan for the Vista Dunes Affordable Family Housing Project RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Approve the Relocation Plan for the Vista Dunes Affordable Family Housing Project and authorize the Executive Director to submit the Relocation Plan to the State Department of Housing and Community Development. FISCAL IMPLICATIONS: Implementing the Relocation Plan will result in the expenditure of up to $3,300,000 in mobile home acquisition and resident relocation costs. On December 2, 2003 the Agency Board approved the budget for this activity which will be funded through a combination of Housing Fund tax increment revenue and proceeds from the 2004 Housing Bonds. BACKGROUND AND OVERVIEW: Comment Period The Vista Dunes Action Committee has requested this item be heard at the 7:00 p.m. session. On April 6, 2004 the City Council received public comment on the Relocation Plan. At that meeting staff recommended continuing final consideration of the Relocation Plan until April 20, 2004 to allow additional time for the Vista Dunes Action Committee to provide comment. The extended public comment period closed on Thursday, April 15, 2004. One comment was received during this period —a letter from the California Rural Legal Assistance. On April 20, 2004 staff again recommended that final consideration of the Relocation Plan be continued until a response to this letter was prepared. Agency Legal Counsel, the Agency's 94 relocation consultant, and RSG subsequently generated responses to each point raised by the California Rural Legal Assistance. The California Rural Legal Assistance comments and the Agency's responses are reviewed in this report. Agency staff, consultants, and legal counsel believe that all issues raised by all parties providing comments have been addressed, the Relocation Plan is complete, and the Agency Board should approve it so that it may be submitted to the State Department of Housing and Community Development (HCD) as required by the State Relocation Guidelines. Comments From California Rural Legal Assistance The April 15, 2004 letter from the California Rural Legal Assistance indicates they represent one tenant at the Vista Dunes Mobile Home Park (the "Park"). They did not identify the tenant they say they represent. The concerns raised by California Rural Legal Assistance and responses to each concern are as follows: Comment #1: Families should not be displaced until the Agency adopts a replacement housing plan that identifies how the Agency will generate dwellings to replace the 92 mobile home units that will be removed from the Park. Response to Comment #1: RSG has prepared the Replacement Housing Plan that will be considered by the Redevelopment Agency at their May 4 meeting. The Plan was also reviewed and approved by Agency legal counsel. Basically, the Plan identifies two replacement housing resources. The first is the Vista Dunes Affordable Family Housing Project which is a development of 82 one-, two- and three -bedroom units that will be affordable to very low-income households to be located at the current Park site. The second is the proposal that is currently in process for the Hammer property that may generate up to 250 apartment units of which 49% would be affordable to very low- and low-income households. Comment #2: The Agency should not withhold relocation benefits from households where all members may not be legal residents since Federal funds are not being used for this project. Response to Comment #2: Even though Federal funding is not being used for this project, the Federal Personal Responsibility and Work Opportunity Reconciliation Act of 1996 ("PWWORA") preempts a state or local government from providing a governmental benefit (which would include relocation assistance) to illegal aliens. Under the PRWORA, however, non -citizens who are legal aliens are entitled governmental benefits including relocation assistance (if otherwise eligible) and the PWRORA provides a long list of categories in which such legal aliens can fit and thus be entitled to relocation assistance. Consistent with the requirements of this Federal law, the Relocation Plan requires that assistance be provided to the entire household in which any one member (including children) is a citizen, or otherwise a legal resident. Based upon the relocation consultant's resident survey, few, if any, of the Park households will not be eligible for relocation assistance. Comment #3: The Agency must follow relocation laws related to closing a mobile home park which provides from 6 to 12 months for residents to relocate. Response to Comment #3: This question was reviewed with Agency legal counsel both concurrent with initiating Park acquisition negotiations and upon receipt of this letter. If the Agency acquires all of the coaches in the Park then this requirement is not applicable. If, however, the Agency is not able to acquire all of the coaches, then this requirement may apply. Comment #4: Additional information should be provided regarding relocation housing opportunities that are in close proximity to present employment sources, medical and recreational facilities, parks, shopping, transportation and schools. Response to Comment #4: The Agency's relocation consultant conducted an initial survey in January 2004 to identify resident relocation needs which included places of employment, transportation needs, schools, medical facilities and the like. They then generated a relocation housing referral data base that is updated every two weeks. This data base identifies mobile home, apartment and ownership housing relocation opportunities in Bermuda Dunes, Indio, La Quinta, Thermal, Palm Desert, Rancho Mirage, Cathedral City, Palm Springs and Desert Hot Springs. Every attempt is made to align the referrals to resident needs, but the residents have the final choice as to where they wish to relocate and the impacts they will have on their proximity requirements. Comment #5: The Relocation Plan should further identify the location of the comparable replacement housing resources. Response: The relocation consultant has, and continues to provide each resident with, updated relocation housing referrals. It is more beneficial to the residents to provide the most current housing referral information directly to the residents, rather than include what would be quickly outdated information in the Relocation Plan. Due to the changing Coachella Valley housing market, information on specific replacement housing resources if included in the Relocation Plan would be outdated in a very short period of time and therefore of little use or benefit to Park residents. Relocation Status During the period the Relocation Plan has been under review, 28 Park residents have contacted the relocation consultant and requested relocation entitlement offers. They have been prepared and are in the process of being submitted to these residents. 03 ON The Relocation Plan and Process Attachment 1 presents the Relocation Plan for the Vista Dunes Affordable Family Housing Project. To facilitate the Park's Spanish speaking residents, Attachment 2 presents a Spanish language version of the Relocation Plan. The Relocation Plan presents all of the information required by law, including: • General and specific descriptions of Project Area No. 2 and area demographics • Survey data concerning the demographic characteristics and present circumstances of Park residents and their relocation needs • An assessment of the availability of comparable replacement housing within the City of La Quinta and the surrounding community • The steps and procedures the Agency will follow to ensure a fair and equitable relocation program • An explanation of how the project is consistent with the requirements of the City of La Quinta Municipal Code and Government Code. Park resident information presented in the Plan was compiled through a series of bi- lingual interviews conducted by the Agency's relocation consultant, Overland, Pacific and Cutler, during the month of January 2004. The Park has 92 households and a total of 326 residents - 191 adults and 135 children. Seventy- two percent of the total households are families with children, and twelve percent are senior households. The average household size is four persons and based upon State housing standards, eight households live in overcrowded conditions. Resident interviews indicated the following income levels: 23 households are extremely low income, 38 households are very low income, 24 households are low income, and 6 households are moderate income. All but nine households indicated a desire to relocate within the City of La Quinta. The Plan includes a survey of replacement housing opportunities. Per State Law and Relocation Guidelines, the Agency must identify replacement housing options that focus on: • Available rental spaces in surrounding area mobile home parks • Mobile homes that are for sale • Available rental housing including multi -family dwellings. An initial survey was conducted during January and February, 2004; as the relocation process proceeds, the relocation consultant will conduct monthly replacement housing surveys to maintain a current list of housing opportunities. The initial survey identified 67 mobile home units that were for sale in parks located in La Quinta and the surrounding community. In addition, the initial survey identified 80 residential mobile home lot spaces available for rent, at rent levels off" ranging from $275.00 to $450.00 per month. Space rents at Vista Dunes range from $315.00 to $490.00 per month. The Relocation Plan also details the relocation assistance program and the scope of the relocation benefits. The relocation assistance program generally entails: • Informing residents of their relocation rights and the scope of the relocation benefits • Determining each household's specific housing needs • Identifying and updating information on replacement housing opportunities • Identifying Federal, State and other governmental agency housing program assistance • Assisting each person with completing relocation assistance applications • Assisting each displacee with finding replacement housing opportunities • Providing relocation payments in accordance with all State standards • Establishing an appeal procedure with respect to disputes over relocation benefits. The scope of relocation benefits includes: • Providing moving expense payments based upon the actual cost of using a professional mover or based upon a fixed payment schedule if residents elect to move themselves • Mobile home space rent differential payments based upon the difference between existing space rent costs and new space rent costs calculated for a 42-month period • Mobile home purchase price differential payment based upon the difference between the appraised value of the resident's coach and the cost to purchase a comparable replacement coach (residents may elect to move their current coach; however, given the age of some of these coaches they either cannot be physically moved or will not be accepted in other mobile home parks) • Mortgage interest differential payments to compensate mobile home owner - occupants for a loss if they can demonstrate that their existing coach purchase loan offers better financing terms than current market terms • Incidental expense payments including legal, closing cost title and other costs related to purchasing a comparable replacement dwelling. The relocation process also provides that a relocation committee comprised of Park residents may be established to review and comment on the Relocation Plan, to assist residents with understanding their relocation rights and benefits, and to review disputes regarding, and appeals of, relocation benefit payments. On March 14 a group of Park residents formed the Vista Dunes Action Committee and represented that this committee will serve as the relocation committee. Both the Agency's relocation consultant and the Project Manager for this project met with the Chair of the Action Committee on March 22 to discuss the Committee, resident concerns, and relocation process. The Relocation Plan has been circulated for public review from February 28, 2004 through April 15, 2004. All Park residents received notices that the Relocation Plan was available for review, and staff held a resident meeting to review the Plan and the public review process on March 1. Both English and Spanish versions have been available at the Park Manager's Office and at the public counter of the Community Development Department. In addition to Park residents and the Vista Dunes Action Committee requesting copies of the Relocation Plan, copies were also provided to the Coachella Regional Office. of California Rural Legal Assistance, Inc. ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the Relocation Plan for the Vista Dunes Affordable Family Housing Project and authorize the Executive Director to submit the Relocation Plan to the State Department of Housing and Community Development; or 2. Do not approve the Relocation Plan for the Vista Dunes Affordable Family Housing Project; or 3. Provide staff with alternative direction. Respectfully submitted, Je ry Her�nan C munity Development Director Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Relocation Plan (English) 2. Relocation Plan (Spanish) 66 99 Relocation Plan for the VISTA DUNES MOBILE PARK PROJECT Prepared For THE LA QUINTA REDEVELOPMENT AGENCY March 1, 2004 By Overland, Pacific & Cutler, Inc. 41555 Cook Street, Suite 250 Palm Desert, CA 92260 Phone: (760) 776-1238 WWW.OPCSERVICES.COM DRAFT TABLE OF CONTENTS INTRODUCTION...........................................................1 I. PROJECT DESCRIPTION .................................................. 3 A. THE REGIONAL LOCATION .......................................... 3 B. PROJECT SITE LOCATION :......................................... 4 C. DEMOGRAPHIC INFORMATION ...................................... 5 1. Population .............................................. 5 2. Ethnicity............................................... 5 II. ASSESSMENT OF RELOCATION NEEDS .................. .................. 6 A. PROJECT IMPACTS ................................................ 6 B. SURVEY SCOPE AND METHODOLOGY ................................ 6 C. SURVEY RESULTS................................................. 6 1. General ............................................... 6 2. Occupancy/Overcrowding ................................. 7 3. Replacement Housing Needs .............................. 7 4. Income ................................................ 8 5. Ethnicity/Language ..... ...... ................. .......... 10 6. Disabled Households .................................... 10 7. Preferred Relocation Areas ............................... 10 III. RELOCATION RESOURCES .............................................. 11 A. RESOURCE SURVEY METHODS ..................................... 11 B. REPLACEMENT HOUSING AVAILABILITY .............................. 11 1. Mobile homes - For Sale .................................... 11 2. Rental Housing ........................................... 12 3. Mobile home space rentals ................................... 12 4. Summary ................................................ 13 C. RELATED ISSUES ................................................ 13 1. Concurrent Residential Displacement ...........................13 2. Temporary Housing.........................................13 IV. THE RELOCATION ASSISTANCE PROGRAM ................................ 14 A. INTRODUCTION.................................................. 14 B. RELOCATION ASSISTANCE ADVISORY PROGRAM ..................... 14 C. RELOCATION BENEFITS .................. .. ................ .... 17 1. Residential Moving Expense Payments ........................ 17 2. Rental Assistance To 90-Day Residential Tenants Who Re -Rent .... 18 3. Down Payment Assistance To 90-Day Tenants Who Choose to Purchase ........................................................ 19 4. Replacement Housing Payments to Owner -Occupants ............ 19 5. Payments To Non -Tenured Residential Tenants ................. 21 D. GENERAL INFORMATION ON PAYMENT OF RELOCATION BENEFITS ...... 22 E. LAST RESORT HOUSING .......................................... 23 F. RELOCATION TAX CONSEQUENCES ................................. 23 V. ADMINISTRATIVE POLICIES, PROJECT TIMING AND BUDGET ................. 23 A. APPEAL PROCEDURE ............................................. 23 B. EVICTION/TERMINATION POLICY .. .............................. 24 C. CITIZEN PARTICIPATION ........................................... 26 D. PROJECTED DATE OF DISPLACEMENT ........... • ............. • • • • • 26 E. ESTIMATED PARK CLOSURE RELOCATION COSTS ............ ......... 10. 1 40 OF ': Table 1: Year 2000 Decennial Census Data Ethnicity ........................ 5 Table 2: Distribution of Owners and Tenants ............................... 7 Table 3: Replacemeht Housing Needs .................................... 8 Table 4: HUD Income Limits ............................................ 9 Table 5: Park Resident Income Levels by HUD standards for Riverside County ... 10 Table 6: Available For -Sale Mobile Home Units ........ 11 Table 7: Residential Apartment Units.....................................12 Table 8: Mobile Home Lots for Rent ................... ................ 13 Table 9: Schedule of Fixed Moving Payments ............................. 18 Table 10: Computation of Rental Assistance Payments (Example) ............. 19 Table 11: Calculation of a Purchase Price Differential Amount ................. 20 LIST OF EXHIBITS ». EXHIBIT A: Residential Interview Form EXHIBIT B: Informational Statement for Families and Individuals EXHIBIT C: Lawful Presence Certification INTRODUCTION The La Quinta Redevelopment Agency has been actively implementing affordable housing initiatives since 1991. These initiatives encompass funding silent second trust deed mortgages and residential property rehabilitation loans, acquiring affordable units in private developments, and purchasing property that was subsequently developed with affordable housing. The City of La Quinta Redevelopment Agency ("Agency") is in the process of acquiring the Vista Dunes Mobile Park (the "Park") at 78-990 Miles Avenue, La Quinta, CA. The park will be redeveloped with eighty-two (82) very -low income rental housing units. Currently the park -contains 93 mobile home units, five (5) of which are tenant -occupied, one (1) is vacant and eighty-six (86) are owner -occupied. In addition, there is a laundromat business on site. This plan addresses residential displacement only, therefore the commercial use will not be considered further in this plan, but will be advised of the relocation assistance program and it's eligibility for benefits. In order to evaluate the present circumstances and re -housing requirements of the residential occupants that will be permanently displaced by the Project, the Agency has retained Overland Pacific and Cutler (OPC), a professional relocation consulting firm, to prepare and appropriate the Relocation Plan (`the Plan"), as well as administer the required Relocation Assistance Program. The Plan provides the results of a needs assessment survey for the residential occupants. This plan also sets forth policies and procedures necessary to conform with statues and regulations established by the California Relocation and Real Property Acquisition Guidelines, Title 25, California Code of Regulations, Chapter 6, Section 6000 et seq. (The "Guidelines"), and Rules, Regulations and Procedures as adopted by the La Quinta Redevelopment Agency. This Relocation Plan complies with the Housing Element of the City of La Quinta General Plan. Section I: General and specific descriptions of the project area and area demographics Section 2: Survey data concerning the demographic characteristics and present circumstances of Park residents and their relocation needs Section 3: An assessment of the availability of comparable replacement housing within the City of La Quinta and surrounding communities 1 1 104 Section 4: The steps and procedures that the agency will follow to ensure a fair and equitable relocation program. Section 5: An explanation of how the project is consistent with the requirements of the City of La Quinta Municipal Code and the Government Code. This Plan is not a notice to vacate nor does it establish eligibility for relocation assistance. Occupants who move before being advised of their eligibility to receive relocation assistance benefits or fail to maintain their tenancy in good standing could jeopardize their right to claim relocation assistance benefits. 2 �'J PROJECT1. • A. THE REGIONAL LOCATION The City of La Quinta is located in the County of Riverside, California. (See Figure 1: Regional Project Location) " rn 5'pri s ` Mills o •� Indio o housand Palms ,4` n:, Biskra Palms a ho r.i Veit ` 1� o MSS o da . se Indi , try C u1a �i is a n 950 6 _quIn clneua San Korner errnal o all ura OO (Yalerie t Martinez a Figure 1: Regional Project Location 3 r! 14 B. PROJECT SITE LOCATION The Project site is located on the north side of Miles Avenue, west of Adams Street. (See Figure 2. Project Site Location). sonesta w y l� -` Villeta Or ra - amino �,,,�e1 fro ~ JI La Palma Or�lCE o ifs X, c ' S�iInit DI Forbes Cir Harland Dr ` Ca me rra Ci Ta 90 Cir! Ca �e Prosper r, Carnes Ciy Irwin Cir illo Dt,;;.-.,.r -j �� j r Bradford Ci, Lowe Dr I Arbola•-Cir all Vista wild t � ? Ladera Dr Alden Cir; Malin rGir �_ —� i, Calls �s6RIrSa SunMiles e oak Ln 4risten Ct Kara Ct, �— jD rune {,,tS�ind� La`p Desert re +" • �� { .aye C ; ,�i o let 4 i 'Desert Flo ' J ,�• I victok,! it i ; w Seit >Er *-1 n�D r ) •,` `, �� '� i aspo Dtl Rey 1200 in Figure 2: Project Site Location C. DEMOGRAPHIC INFORMATION 1. Population The Year 2000 Decennial U.S. Census (the Census) indicated a total population of 23,694 people, 8,445 households, and 6,553 families residing in the city. 2. Ethnicity According to the Census, the ethnic mix in the subject Census Tract was approximately 62.90% 'White'; 1.20% African American, 0.40% American Indian and Alaska Native,0.10% Native Hawaiian and other Pacific Islander, and 1.70% from two or more races. 32.00% of the population are Hispanic or Latino of any race. Source: U. S. Census Bureau, 2000. (See Table 1., below.) Table 1: Year 2000 Decennial Census Data - Ethnicity Vista Dunes Mobile Project, La Quinta, CA POPULATION - 2000 239694 100% White 14,893 62.90% Some Other Race 11 0.00% Two or More Races 395 1.70% Black or African American 296 1.20% Asian 401 1.70% American Indian and Alaska Native 95 0.40% Native Hawaiian and Other Pacific Islander 19 0.10% His anic or Latino of Any Race 7,584 32.00% 5 NEIRI.&I II. ASSESSMENT OF RELOCATION NEEDS._-. A. PROJECT IMPACTS Closure of the Park will result in the permanent displacement of 93 mobile home units. With one vacancy, there are 92 resident households. Five (5) of the 92 resident household units are tenant -occupied, one (1) is vacant and eighty-seven (87) are owner -occupied. The Park contains a mix of seniors and families with an average occupancy of slightly more than 7 years per household. Neighborhood characteristics include close proximity to employment, medical and recreational facilities, parks, shopping, transportation and schools. B. SURVEY SCOPE AND METHODOLOGY Information necessary for the preparation of this Plan was obtained primarily through door-to-door and telephone interviews conducted by bi-lingual staff in the month of January, 2004. Inquiries of occupants concerned household size and composition, income, rental date, length and type of occupancy, ethnicity, language spoken, disabilities/health problems, and replacement housing preferences. The data on this Plan is based on the responses of 91 of the 92 households in the project area to these interviews.. Additional information concerning residents was obtained from the mobile home park management. A sample of the Residential Interview Form is provided in Exhibit A to this Plan. Survey information supplied by Park residents has not been subject to verification. Confirmation of all information having a bearing on relocation eligibility will be obtained at such time as the relocation process commences. C. SURVEY RESULTS 1. General 91 of the 92 resident households at the Park (99%) provided personal responses to interviewers. Among the 91 respondent households, there are a total of 326 individuals, 191 adults and 135 children. There are sixty-six (66) households with children and twenty-five (25).occupied solely by adults. Of the adults, there are eleven (11) senior households. The age range of 0 senior occupants is 64 to 89. Two (2) of the 11 seniors are 80 years or older. Owner -occupants reside in their own coaches and pay a monthly space rent while tenants rent a mobile home from either the Park or an off -site owner. Monthly space rents for owner -occupants and tenants range from $300 to $450. Table 2: Distribution of Owners and Tenants Owner -Occupant Tenant Seniors 9 2 Non -Senior Adults 14 0 Non -Senior Adults with Children 63 3 Totals 86 5 2. Occupancy/Overcrowding Among the 91 respondent households five (5) occupy recreational travel trailers, fifteen (15) occupy one -bedroom units, forty-five (45) occupy two - bedroom units, twenty-three (23) occupy three bedroom units and three (3) occupy 4 bedroom units. The average number of persons per household is four (4). The largest one bedroom household is 4 persons, the largest two bedroom household is 7 persons, the largest three bedroom household is 6 persons and the largest four bedroom household is 10 persons. Altogether based on typical housing standards, there are 8 overcrowded households in the park. 3. Replacement Housing Needs In general, replacement housing needs are expressed in terms of numbers of units needed by bedroom size and type of construction.' Bedroom size requirements are a function of current housing circumstances and the 1 See P. 15 for complete definition of Comparable Replacement Dwelling 7 ,, " 18 110 necessity, if any, to increase housing size due to overcrowding. The statutory presumption is that displacees are expected, at a minimum, to be offered housing similar in size to their current accommodations and within their financial means. Coach age and condition along with availability of space in other reasonably comparable mobile home parks will determine whether any of the owner - occupied units can be relocated. Those owner -occupant households which occupy units that cannot be relocated will be eligible for payments to replace their residence and assist with any increase in space rent at the new facility. For the purpose of computing overall replacement housing needs and preparing the relocation assistance budget, it is assumed in this Plan that owner and tenant replacement housing needs will be met by reliance on available open market units and not through the relocation of currently occupied coaches. Table 3 below summarizes the replacement housing needs for owner - occupants and tenants. Table 3: Replacement Housing Needs (as owners & 5 Tenants) Bedrooms Travel Trailer 1 2 3 4 Owners 5 14 43 21 3 Tenants 0 1 1 2 2 0 4. Income All households rate below 120% of the recognized Median Income for the area by the U.S. Department of Housing and Urban Development (HUD) standards for Riverside County. See Table 4 below for HUD income limitations. Table HUD ANNUAL MEDIAN INCOME LIMITATIONS, ' ]111MRSIDE COUNTY (January 2004) AreaMedia 554JO0 E3tre' mely' Very Low Lower Median „ Moderate Family : Low Annual al"", Annual Annual Size Income Income.. Income Income . 1 Person 11,400 19,000 30,400 38,000 45,600 2 13,050 21,700 34,750 43,450 52,100 Person 3 Person 14,650 24,450 39,100 48,850 58,650 16,300 = 27,150. 43,450 54,300 65,150 ,Person :. 5 Person 17,600 29,300 46,900 58,650 70,350 6 Person 18,900 31,500 50,400 63,000 75,550 7 Person 20,200 33,650 53,850 67350 80,800 8 Person 21,500 35,850 57,350 711700 86,000 E Among the 91 respondent households, 23 qualify as Extremely Low income, 38 qualify as Very Low income, 24 qualify as Low income, 5 qualify as Median income and only 1 qualifies as above Median income. Table 5: Park Resident Income Levels by HUD standards for Riverside County Extremely Low Very Low Low Median Moderate 23 38 24 5 1 5. Ethnicity/Language Ethnicity among Park residents is 15% White (17), 78% Hispanic (72) and 3% Black (3). Spanish was the primary household language for all but 26 of the resident households. 6. Disabled Households One (1) household reported disabilities that might affect their choice of replacement housing. The nature and extent of the disability will be determined and accommodated, including the removal of barriers if mobility is impaired. 7. Preferred Relocation Areas With the exception of 9 households, Park residents all expressed the hope that they would be able to relocate within the City of La Quinta. 10 21. 113 Ill. RELOCATION RESOURCES Replacement housing options for Park residents will include: 1) Available mobile home rental spaces in surrounding area mobile home parks; 2) Mobile homes for sale; 3) Rental housing including multi -family units. A. RESOURCE SURVEY METHODS Replacement housing survey results reflect an eight week market analysis conducted during the months of January and February, 2004. The following sources were used in the survey: -Survey of classified listings in local newspapers -Drive-through surveys of mobile home parks in La Quinta and adjacent communities -Discussions with real estate and property management companies specializing in rental housing and/or mobile home properties in the area. -The areas surveyed were selected based upon the needs and preferences of the displaced persons. Attention was given to assure that the replacement housing considered in this Plan offered close proximity to present employment, medical and recreational facilities, parks, shopping, transportation and schools. B. REPLACEMENT HOUSING AVAILABILITY Although the resource survey concentrated on mobile homes, many of the residents have the ability to use their relocation assistance in the purchase of conventional housing. For non -owner occupied units, referrals will also be made to both income restricted apartments and open market housing. There were a number of additional referrals available that were not included due to information not being available at the writing of the Plan as well as additional, superior referrals. Tables 6, 7 and 8 below provide a synopsis of the resource survey data. 1. Mobile Homes - For Sale A total of 67 mobile homes for sale were identified in parks located in La Quinta and around the Coachella Valley. Table 6 below shows available Mobile Homes for sale.. 11 22 114 Table 6: Residential Mobile Home Relocation Resources (For Sale) Units Required vs. Availability of Units Bdr Size Units Required Units Available Price Range Travel Trailer 5 10 $7,500- $11,000 1 8 4 $13,000- $15,000 2 51 30 $15,000- $29,000 3 24 19 $20,000- $35,000 4 13 1 4 $36,000- $42,000 Table 6 only represents the units that were available between January 1 and February 29, 2004. During this period, mobile homes were placed on the market on a daily basis. Based on the number of units that were regularly placed on the market, it is anticipated that during the four month displacement period, a sufficient number of comparable, decent, safe and sanitary replacement mobile homes will become available in each bedroom size category. Sufficient replacement housing will therefore be able to be provided. 2. Rental Housing The search for available rental housing focused on the cities La Quinta and surrounding areas. The survey identified 5 rental units in the park. Rental mobile homes are not available in the immediate vicinity because of restrictions that require owner occupants. The Plan therefore concentrates on available apartments. Table 7 below shows available apartments for rent. Table 7: Residential Apartment Units (For Rent) Average Price Range 1 Bedroom $625.00 2 Bedroom $750.00 3 Bedroom $870.00 12 23 115 3. Mobile Home Space Rentals Although restrictions regarding the age and condition of the mobile home units usually apply, the resource study located one park that allows older mobile units to be moved in, subject to verification of condition, regardless of the year built.Table 8 below shows mobile home lots available for rent. Table 8: Residential Mobile Home Lot Space (For Rent) Lots Available Park Restrictions Space Rent 31 None $315.00 to $450.00 49 1976 or Newer Restriction $275.00 to $365.00 4. Summary Given a 3-6 month displacement period, survey data indicates there will be more than adequate rental and for -sale housing units available as relocation resources for Park residents, both tenants and owner -occupants. For owner -occupants, particularly the more elderly and physically challenged, relocation to a senior facility may well be considered as an option. The lack of one and two -bedroom units on the market may result in the necessity to upgrade coach size in order to meet comparability standards. Some tenants, as suggested by their survey responses, may consider purchasing conventional housing. Information regarding first-time homebuyer and other housing programs will be provided. Individual preferences will be accounted for once the relocation process has begun and a relocation agent has had the opportunity to speak personally with each resident. C. RELATED ISSUES 1. Concurrent Residential Displacement Based on the needs of this development, no competing demands for similar residential units within the City of La Quinta is anticipated. There should be no adverse impact on meeting the replacement housing needs of the occupants to be displaced. 13 2 4 j :1 2. Temporary Housing No need for temporary housing is anticipated. IV. THE RELOCATION ASSISTANCE PROGRAM A. INTRODUCTION Relocation assistance program services will be provided by the Agency to those households, legally present, who are displaced by the Project. Households containing one or more United States citizens (by birth or naturalization) or one or more legally documented aliens shall be entitled to relocation assistance. These services are to be implemented pursuant to the California Relocation Assistance Law, Section 7260, et. seq. of the California Government Code and the guidelines of Title 25, Division 1, Chapter 6, Subchapter 1 of the California Code of Regulations (the Regulations). The relocation assistance program provides for both advisory and financial assistance. Determinations as to eligibility for assistance and benefits will be made on a case -by -case basis according to individual circumstances and .applicable statutory and regulatory criteria. B. RELOCATION ASSISTANCE ADVISORY PROGRAM A bi-lingual relocation consultant from Overland Pacific and Cutler is available to assist any displaced household or business having questions in regard to relocation and/or assistance in relocating. Staff may be contacted by calling, 760-776-1238, during the hours of 9:00 a.m. to 4:00 p.m., Monday through Friday. The relocation offices are located at: Overland Pacific and Cutler 41555 Cook Street, Suite 250 Palm Desert, CA 92260 A comprehensive relocation assistance program, with technical and advisory assistance, will be provided to the households being displaced. Close contact will be maintained with each displacee. The requirements of the relocation assistance advisory program will be: 1. To fully inform eligible persons as to the nature of and the procedures for obtaining relocation assistance and benefits; 2. To determine the needs of each displacee eligible for assistance; 14 3. To provide eligible displacee with an appropriate number of referrals to comparable, decent, safe and sanitary housing units within a reasonable time prior to displacement and ensure that no eligible occupant is required to move without a minimum of 90 days advance written notice; 4. To provide current and continuous information concerning comparable replacement housing opportunities; 5. To provide assistance that does not result in different, or separate treatment due to race, color, religion, national origin, sex, marital status or other arbitrary circumstances; 6. To supply information concerning federal and state housing programs and other governmental programs providing assistance to displaced persons; 7. To assist each eligible person complete applications for benefits; 8. To assist each eligible residential displacee obtain and move to a comparable replacement dwelling; 9. To make relocation benefit payments in accordance with all applicable state standards; 10. To inform all displaced persons of the Agency's policies with regard to eviction and property management; 11. To maintain an appeal procedure for use by displaced persons seeking administrative review of the Agency's decisions with respect to relocation assistance. All potential relocatees will be personally contacted for an initial interview by the Agency's relocation agent no later than 30 days following delivery of the Agency's first written offer to purchase the mobile home in which they reside. The purpose of this initial interview will be to gather information concerning the individual circumstances of each potential relocatee and to dispense and review a written informational brochure (see Exhibit B) that explains the Agency's residential relocation assistance program. Spanish language brochures will be furnished upon need. When the initial interview is completed and the required support data (income information, confirmation of occupancy, etc.) is submitted, each potential relocatee (tenants and owner - occupants) will be provided with a written Notice -of -Eligibility. The Notice -of -Eligibility will provide, at least one replacement housing referral and establish a maximum relocation assistance eligibility amount for the household addressed. The factors used to determine the maximum assistance amount will be described in the Notice -of -Eligibility and explained personally by the assigned relocation agent. Prior to relocation of residential occupants, every reasonable effort will be made to provide three comparable replacement housing referrals to displacees, pursuant to California Code of Regulations, Chapter 6, Section 6042(c). Referrals will be provided on a continual basis and transportation will be provided, if necessary, to inspect replacement sites within the local area. Generally, a comparable replacement dwelling must satisfy the following criteria: a. The unit is decent, safe and sanitary - electrical, plumbing and heating systems in good repair - no major, observable hazards or defects. The unit is comparable to the acquired dwelling with respect to number of rooms, habitable living space and type and quality of construction, but not lesser in rooms or living space as necessary to accommodate the displaced person; b. The unit is located in an area not subjected to unreasonable adverse environmental conditions from either natural, or man-made sources, and not generally less desirable with respect to public utilities, transportation, public and commercial facilities, including schools and municipal services and reasonably accessible to the displaced person's place of employment; c The unit is available both on the private market and to all persons regardless of race, color, sex, marital status, religion or, national origin; d. The monthly rental rate is within the financial means of the displaced residential tenant. Special assistance in the form of referrals to governmental, and non -governmental social service agencies will be made, if needed. Agencies to which referrals may be made include, but are not necessarily limited to the: 16 27 119 • Federal Social Security Administration • The Fair Housing Council of Riverside County • Riverside County Health and Human Services Agency Every reasonable effort will be made to ensure that the relocation process occurs with a minimum of delay and hardship. C. RELOCATION BENEFITS Benefits will be paid to eligible displaced persons upon submission of required claim forms and documentation in accordance with Agency procedures. Specific eligibility requirements and benefit plans will be detailed on an individual basis with all displacees. In the course of personal interviews and follow-up visits, each household will be counseled as to available options and the consequences of any choice with respect to financial assistance. The Agency will consider advance partial payment requests meant to alleviate hardships for households without access to sufficient funds to pay rental move -in costs or open escrow accounts for the purchase of replacement dwellings. Responses to advance payment requests will be made expeditiouslyto help avoid the loss of desirable, appropriate replacement housing. 1. Residential Moving Expense Payments All residential occupants to be relocated will be eligible to receive payments for moving expenses, except as noted. Moving expense payments will be made based upon the actual cost of professional moves or fixed payments based on room counts. a. Actual Cost (Professional Move) Displacees may elect to receive moving expense payments for professional moving services based upon the lower of, at least, two acceptable bids from qualified movers. The actual cost of the moves will be paid directly by the Agency to the moving companies, at the request of the displacees. Transportation costs are limited to a distance of 50 miles, except where relocation beyond such distance is considered justified and is approved by the Agency. In addition to the actual move, costs associated with utility re -connections (i.e., gas, water, electricity, telephone, and cable, if any), are eligible for reimbursement. 1' 28 ti V b. Fixed Payment (Based on Room Count Schedule) Displacees may elect to receive fixed payments for moving expenses based on room counts in the displacement dwellings. Displacees who elect to receive fixed moving payments take full financial responsibility for the moves and all utility. connection expenses. The current schedule, as established by the Federal Highway Administration and maintained by the California Department of Transportation, for fixed moving payments is set forth in Table 9 following: Table 9: Schedule of Fixed Moving Payments Unfurnished Dwelling One room $575 Two rooms $750 Three rooms $925 Four rooms $1,100 Five rooms $1,325 Six rooms $1,550 Seven rooms $1,775 Eight rooms $2,000 each additional room $200 Furnished Dwelling First Room $375 Each additional room $60 2. Rental Assistance To 90-Day Residential Tenants Who Re -Rent Residential tenants who have established their residency for a minimum of 90 days prior to the Agency's purchase offer on the property where they reside, and who choose to re -rent, may be eligible to receive rental assistance payments in addition to moving expense payments. Pursuant to California Relocation Law, Rental Assistance Payments are limited to a maximum of $5,250, based upon the monthly housing need' over a 42-month period. Table 10, following, shows how monthly need is determined: 18 29 1�1 Table 10: Computation of Rental Assistance Payments (Example) 1. Old Rent $430 Old Rent, plus Utility Allowance or, 2. Ability to Pay $445 30% of the Gross Household Income* 3. Lesser of lines 1 or 2 $430 Subtracted From: 4. Actual New Rent $575 Actual New Rent including Utility Allowance or, 5. Comparable Rent $550 Tincludes Utility Allowance 6. Lesser of lines 4 or 5 $550 7. Yields Monthly Need: $105 Subtract line 3 from line 6 Rental Assistance $4,410 Multiply line 7 by 42 months * Gross income means the total annual income of an individual less the following: (1) a deduction of $500.00 for each dependent in excess of three; (2) a deduction of 10% of total income for the elderly or disabled head of household; (3) a deduction for recurring extraordinary medical expenses defined for this purpose to mean medical expenses in excess of 3% of total income, where not compensated for, or covered by insurance or other sources; (4) a deduction of reasonable amounts paid for the care of children or sick or incapacitated family members when determined to be necessary to employment of the head of household or spouse, except that the amount deducted shall not exceed the amount of income received by the person who would not otherwise be able to seek employment in the absence of such care. 3. Down Payment Assistance To 90-Day Tenants Who Choose to Purchase Residential tenants who are otherwise eligible to receive a rental assistance payment as described above, may choose to utilize up to the full amount of this payment to purchase a home. The Agency will arrange to deposit in an escrow account, the total rental assistance payment for which a tenant qualifies, provided that the entire amount is used for the down payment and eligible, incidental costs associated with the purchase of a replacement home. Provision shall be made in the accompanying escrow instructions for the return of Agency funds in the event escrow should fail to close within a reasonable period of time. 4. Replacement Housing Payments to Owner -Occupants Residential owner -occupants who have occupied the dwelling from which they are to be displaced (the displacement dwelling) for at least 180 days prior to the 19 30 purchase offer will be eligible for a replacement housing payment of up to $22,500. The replacement housing payment available to owner -occupants is the sum of three possible compensation elements: a) purchase price differential; b) mortgage interest differential; and, c) incidental expenses. . a. Purchase Price Differential The purchase price differential is the dollar difference between the final acquisition price paid by the Agency for the displacement dwelling and the lesser of: 1) the cost of the actual replacement dwelling; or 2) the cost of a comparable replacement dwelling. The maximum purchase price differential amount is the difference between the final acquisition price of the displacement dwelling and the cost of a comparable replacement dwelling. Table 11, below, illustrates four possible purchase price differential calculations. Table 11: Calculation of a Purchase Price Differential Amount Variables Example 1 Example 2 Example 3 Example 4 Final Acquisition Price $10,000 $10,000 $10,000 $10,000 Cost of Actual Replacement Dwelling $25,000 $50,000 $20,000 $10,000 Cost of Comparable Replacement Dwelling $25,000 $25,000 $25,000 $25,000 Purchase Price Differential Amount $15,000 $15,000 $10,000 $0 Example 1 The cost of the actual replacement dwelling and the cost of the comparable replacement dwelling exceed the final acquisition price of the displacement dwelling by the same amount. Example 2 - The cost of the actual replacement dwelling exceeds the final acquisition price of the displacement dwelling and the cost of the comparable replacement' dwelling. Example 3 - The cost of the actual replacement dwelling exceeds the final acquisition price of the displacement dwelling, but is less than the cost of the comparable replacement dwelling. Example 4 - The cost of the actual replacement dwelling does not exceed the final acquisition price of the displacement dwelling. 20 j 31. b. Mortgage Interest Differential The mortgage interest differential payment provides compensation to owner - occupants for a loss of favorable financing. Calculation of the payment reflects the "present value" of the additional costs required to finance the purchase of a replacement dwelling when the interest rate for a new loan exceeds the present rate of the existing loan on the displacement dwelling. The payment calculation is based on the lesser of: 1) the loan balance and/or term of the loan on the displacement dwelling; or, 2) the new loan amount and/or term of the loan on the replacement dwelling. To be eligible, the loan on the displacement dwelling must have been a valid lien on title for at least 180 days prior to the Agency's purchase offer. c. Incidental Expenses Compensable incidental expenses include, but are not necessarily limited to the following: legal, closing, and related costs including title search, preparing conveyance contracts, notary fees, surveys, preparing drawings or plats, and charges paid incident to recordation; lender, FHA, VA or similar appraisal costs; FHA or VA or similar application fee; cost for certification of structural soundness; credit report charges; charge for owner's and mortgagee's evidence or assurance of title; escrow agent's fee; and sales or transfer taxes. Payment for any such expenses shall not exceed the amount attributable to the purchase of a comparable replacement dwelling. Such expenses shall be reasonable -and legally required or customary in the community. d. Owner -Occupant "pad rents" Owner -Occupants of the mobile homes will be eligible for Rental Assistance to cover "pad rent' differential, in addition to moving and Replacement Housing Payments. 5. Payments To Non -Tenured Residential Tenants Residential tenants who have lawfully and continuously occupied a displacement dwelling for less than 90 days prior to the Agency's purchase offer will be eligible to receive payment for their moving expenses only, in accordance with Section IV. C.1. 21 4 1 D. GENERAL INFORMATION CAN PAYMENT OF RELOCATION BENEFITS To qualify for relocation assistance benefits, a residential displacee must occupy an appropriate replacement dwelling within one year from the later of the following dates: 1) the date the claimant moves from the acquired property; 2) the date final payment for the property is received or, in the case of condemnation, the date the estimated just compensation is deposited in court, or; 3) the date of the first referral to a comparable, replacement dwelling. The procedure for the preparation and filing of claims and the processing and delivery of payments will be as follows: 1. Claimants shall provide all necessary documentation to substantiate eligibility for assistance to the Agency's relocation consultant. 2. Recommended assistance amounts will be determined by the Agency's relocation consultant in accordance with relocation law. 3. Required claim forms will be prepared by the Agency's relocation consultant for claimants' signature. 4. Claims will be submitted by the Agency's relocation consultant for review, approval, and payment by the Agency. 5. Benefit checks will be delivered to the Agency's relocation consultant for distribution to claimants. 6. Final payments to residential claimants will be issued within a reasonable time only after confirmation that the acquired premises have been completely vacated and residency at the replacement unit is verified. 7. Receipt of payments will be obtained and archived by the Agency's relocation consultant in individual relocation case files. Relocation assistance claimants have up to 18 months from the later of the following dates to file claims for benefits: a) the date final payment for the property is received, or b) the date the claimant moves from the property. 22 33 i5 E. LAST RESORT HOUSING Residential displacees are considered for supplementary benefits in the form of last resort housing assistance when the computed total of their replacement housing assistance eligibility exceeds $5,250•in the case of tenant -occupants, $22,500 for owner -occupants, or when a tenant or owner -occupant does not meet applicable occupancy requirements. Household income will be the only basis for determining last resort housing rental assistance benefits for non -tenured residential tenants (those who have occupied the property for less than 90 days prior to the Agency's purchase offer). Recipients must meet the basic eligibility requirements applied to other displacees. All standard claim processing procedures will be applied to last resort housing payments, including lump sum disbursement of approved benefits. The Agency may approve, at its discretion, alternative methods for providing last resort housing assistance on a case -by -case basis, including, but not limited to, minor repairs to, rehabilitation of, and/or additions to an existing replacement dwelling, including the removal of barriers to the handicapped, as may be necessary. F. RELOCATION TAX CONSEQUENCES In general, relocation payments are not considered income for the purpose of the Internal Revenue Code of 1968, or the Personal Income Tax Law, Part 10 of the Revenue and Taxation Code. Notwithstanding these provisions, recipients of relocation assistance benefits will be advised to consult with the appropriate tax authorities or personal tax advisors concerning the tax consequences of any relocation payment. ADMINISTRATIVE POLICIES, PROJECT TIMING AND BUDGET A. APPEAL PROCEDURE The Agency's Relocation Assistance Program Appeal Procedure follows the standards described in Article 5, Section 6150 et seq., Title 25, Chapter 6, of the California Department of Housing and Community Development Program guidelines. Briefly stated, all residential and business displacees have the right to ask for administrative review when they believe themselves aggrieved by a determination as to eligibility; the amount of a relocation payment; the failure, by the 23 34 1�126 Agency, to provide comparable replacement housing referrals; or, the Agency's property management practices. B. EVICTION/TERMINATION POLICY Under the State of California guidelines, eviction by the Agency is permissible only as a last alternative. With the exception of persons considered to be in unlawful occupancy, a displaced person's eviction does not affect eligibility for relocation assistance and benefits. The following eviction policy shall apply to all residential and occupants who will be displaced by the Project and who remain on the property as tenants of the Agency after the property is acquired: 1. Eviction by the Agency will be undertaken only for one, or more of the following infractions: a. Failure by tenant to pay rent, except in those cases where the failure to pay is due to the Agency's failure to keep the premises in habitable condition or is the result of harassment or retaliatory action; b. Performance by tenant of a dangerous, and/or illegal act at the premises; C. A material breach of the rental agreement by tenant and failure upon notification, to correct said breach within 30 days of such notice; d. Maintenance of a nuisance by tenant, and failure to abate such nuisance upon notification within a reasonable time following notice; e. Refusal by tenant to accept one of a reasonable number of offers of replacement dwellings; and/or, f. A requirement under State or local law, or emergency circumstances that cannot be prevented by reasonable efforts on the part of the Agency. 24 35 1;2'7 2. With the exception of a person considered to be in "unlawful occupancy" (See CCR 6008 [v]), a displaced person's eviction will not affect eligibility for relocation assistance and benefits. This eviction policy does not prevent the Agency 'from lawfully terminating tenancies on Agency- owned property. C. CITIZEN PARTICIPATION This Plan will be provided to each household and will be made available to' the public for the mandatory 30 day review period. Comments to this Plan will be included as a Plan addendum prior to submission for approval before the Agency. A copy of the approved Plan will be forwarded to the California Department of Housing and Community Development (HCD). Section 6012 (Citizen Participation) of the California Code of Regulations, Title 25, Chapter 6, will be adhered to in both the spirit and letter of the law by the Agency and Overland Pacific and -Cutler in implementing the Relocation Program. The Agency will ensure the following: 1. Full and timely access to documents relevant to the relocation program; 2. The provision of technical assistance necessary to interpret elements of the relocation plan and other pertinent materials; 3. Copies of this Plan shall be made available for public review by Park residents and other interested parties no less than thirty (30) days prior to the date the Plan is scheduled to be considered for approval by the Agency. The Agency will receive comments from displacees, and other interested persons regarding this Relocation Plan. 25 36 14213 Comments should be sent to: Frank Spevacek c/o The City of La Quinta Community Development Department 78495 Calle Tampico La Quinta, CA 92253 4. A general notice of this Plan shall be provided to all displacees of the proposed Project. This Plan shall be made available for circulation for information and review by interested citizen groups, state and county agencies, and all persons affected by the Project; 5. The right to submit written or oral comments and objections, including the right to submit written comments regarding the Relocation Plan and to have these comments attached to the Plan when it is forwarded to the Agency for approval; 6. Upon completion of all reviews, the Plan will be presented for adoption by the agency. D. PROJECTED DATE OF DISPLACEMENT The projected date for implementing and concluding the relocation process is anticipated to be from April 1 through June 30 2004. E. ESTIMATED PARK CLOSURE RELOCATION COSTS The City of La Quinta Redevelopment Agency proposes using low and moderate income housing funds. Estimated relocation assistance and moving expenses associated with the Park Closure are: ($3.3 MILLION DOLLARS) 26 3'7 EXHIBIT A: RESIDENTIAL INTERVIEW FORM, 1 38 130 OVERLAND, PACIFIC & CUTLER, INC.- RESIDENTIAL INTERVIEW FORM CASE ID: PROJECT: AGENCY: CONSULTANT: OCCUPANT INFORMATION: DWELLING: MAJOR EVENTS: Claimant(s): Park Movean Date: Number of Bedrooms: Unit Move4n Date: Number of Bathrooms: Space #: First Offer: MOBILE HOME: Initial Interview: Size: ft x ft UTILITIES PAID BY: Home Phone: ( ) Year: Model: Gas: ❑ Tenant ❑ Owner Work Phone: ( j Pad Rent: $ Electric: ❑ Tenant Q Owner Social Sec. #: Tenant Monthly Rent $ Water: ❑ Tenant ❑ Owner OCCUPANCY STATUS: ❑ Rent ❑ Lease ❑ Mortgage ❑ Own (Clear) ❑ Have title to the Mobile Home MOBILE HOME TYPE: ❑ Single -Wide ❑ Double -wide ❑ Storage Shed ❑ Other ETHNICITY: ❑ White ❑ Hispanic ❑ Black ❑ Asian ❑ Other: PRIMARY LANGUAGE: ❑ English O Spanish ❑ Other: OCCUPANT INFORMATION: PROPERTY/LOAN INFO (IF HOMEOWNER): ❑ Elderly Household ❑ Handicapped Household Loan Type: ❑ Fixed ❑ Variable ❑ Other ❑ Housing Assistance: $ O Willing to Rblocate from Community Principal Left: $ or Section 8? Yes No Date Loan Obtained: Area/Unit Preference: I FAMILY Iw FOR •O. SEPARATE COMPOSITION SPLIT CASES) NAME (FIRST, LAST) 'SEX AGE MONTHLY INCOME Name of company a occupation 1 M F $ 2 M F $ 3 M F $ 11 M F $ 12 M F T $ Income from other sources: NOTES: 39 131 EXHIBIT B: INFORMATION STATEMENT FOR FAMILIES AND INDIVIDUALS 40 0 u4w INFORMATIONAL STATEMENT FOR FAMILIES AND INDIVIDUALS I. GENERAL INFORMATION 11. ASSISTANCE IN LOCATING A REPLACEMENT DWELLING Ill. MOVING BENEFITS IV. REPLACEMENT HOUSING PAYMENT - TENANTS AND CERTAIN OTHERS V. REPLACEMENT HOUSING PAYMENT - HOMEOWNERS VI. QUALIFICATION FOR AND FILING OF RELOCATION CLAIMS VII. LAST RESORT HOUSING ASSISTANCE Vill. RENTAL AGREEMENT IX. APPEAL PROCEDURES -GRIEVANCE X. TAX STATUS OF RELOCATION BENEFITS XI. ADDITIONAL INFORMATION AND ASSISTANCE AVAILABLE GENERAL INFORMATION The dwelling In which you now live is in an area to be Improved by the City of La Quints, Redevelopment Agency (the "Agency"). As the project schedule proceeds, it will be necessaryfor you to move from your dwelling. This is not a notice to vacate and, does not establish eligibilitvfor relocation payments, or other relocation assistance. You will be notified Ina timely manner as to the date by which you must move. Please read this information as it will be helpful to you in determining your eligibility and the amount of your relocation benefits under the federal and/or state law. We suggest you save this informational statement for reference. SPANISH SPEAKING REPRESENTATIVES ARE AVAILABLE. S/ NECESITA ESTA INFORMATION EN ESPAAOL, POR FAVOR LLAME A SU REPRESENTANTE. PLEASE DO NOT MOVE PREMATURELY. THIS IS NOT A NOTICE TO VACATE YOUR DWELLING. However, if you desire to move sooner than reguired, you must contact the Agency's relocation consultant so you will not jeopardize any benefits. This is a general informational brochure only, and is not Intended to give a detailed description of either the law or regulations pertaining to the Agency's relocation assistance program. 11. ASSISTANCE IN LOCATING A REPLACEMENT DWELLING The Agency, through Its relocation consultants, will assist you in locating a comparable replacement dwelling by providing referrals to appropriate and available housing units. You are encouraged to actively seek such housing yourself. When a suitable replacement dwelling unit has been found, the Agency's relocation consultant will carry out an inspection and advise you as to whether the dwelling unit meets decent, safe and sanitary housing requirements. A decent, safe and sanitary housing unit provides adequate space for its occupants, proper weatherproofing and sound heating, electrical and plumbing systems. Your new dwelling must pass inspection before relocation assistance payments can be authorized. Ili. MOVING BENEFITS If you must move as a result of displacement by the Agency, you will receive a payment to assist in moving your personal property. There are two types of moving payments. Y�o ii have the option of selecting either one of the following types of moving payments: A. Fixed Moving Payment A fixed moving payment is based upon the number of rooms you occupy and whether or not you own your own furniture. The payment is based upon a schedule approved by the Agency, and ranges, for example, from $375 for one furnished room to $2,000 for eight rooms in an unfurnished dwelling. (For details see the table below). The Agency's relocation consultant will inform you of the amount you are eligible to receive if you choose this type of payment. �.,� .�� k .��" 4 .I�1XEDMQ�INGy,IIiCi�EDUI>; (1�/►I:IDR1�i►� �� .. �� . k�- Occupant owns furniture Occupant does NOT own furniture 41. v I room $575.00 1 room $375.00 2 rooms $750.00 each additional room $60.00 3 rooms $925.00 4 rooms $1,100.00 5 rooms $1,325.00 6 rooms $1,550.00 7 rooms $1,775.00 8 rooms $2,000.00 each additional room $200.00 i If you select a fixed payment, you will be responsible for arranging for your own move and the Agency will assume no liability for any loss or damage of your personal property. B. Actual Moving Expense (Professional Move) If you wish to engage the services of a licensed commercial mover and have the Agency pay the bill, you may claim the ACTUAL cost of moving your personal property up to 50 miles. The Agency's relocation consultant will inform you of the number of competitive moving bids (if any) which maybe required, and assist you in developing a scope of services for i Agency approval IV: REPLACEMENT HOUSING PAYMENT - TENANTS AND CERTAIN OTHERS You may be eligible for a payment of up to $5,250 to assist you in renting, or purchasing a comparable replacement dwelling. In order to qualify, you must either be a tenant who has occupied your present dwelling for a least 90 days prior to the Agency's written offer to purchase the property or, an owner who has occupied your dwelling for between 90 and 180 days prior to the Agency's purchase offer. A. Rental Assistance. If you qualify, and wish to rent a replacement dwelling, your rental assistance benefits will be based upon the difference over a 42-month period between the rent you must pay for a comparable replacement dwelling and the lesser of your current rent or thirty percent (301Y4 of your gross monthly household Income. You will be required to provide the Agency's relocation consultant with monthly rent and household income verification prior to the determination of your eligibility for this payment. -OR- B. Down -payment Assistance. If you auallfv. and wish to purchase a home as a replacement dwelling, you can apply up to the total amount of your rental assistance payment towards the down -payment and non -recurring incidental expenses. The Agency's relocation consultant will clarify procedures necessary to apply for this payment. V. REPLACEMENT HOUSING PAYMENT - HOMEOWNERS A. If you owned and occupied a dwelling, purchased by the Agency, for at least 180 days prior to the Agency's purchase offer for the property, you may be eligible to receive a payment of up to $22,500 to assist you in purchasing a comparable replacement unit If you owned and occupied the displacement dwelling for at least 90 days but not more than 180 days immediately prior to the date of the Agency's purchase offer, you may be eligible for a payment of up to $5,250. The housing replacement payment is intended to cover the following items: 1. Purchase Price Differential -An amountwhich, when added to the amount forwhich the Agency purchased your property, equals the lesser of the actual cost of your replacement dwelling; or the amount determined by the Agency as necessary to purchase a comparable replacement dwelling. The Agency's relocation consultant will explain both methods to you. 2. Mortgage Interest Differential -The amount which covers the increased interest costs, if any, required to finance a replacement dwelling. The Agency's relocation consultant will explain limiting conditions. 3. Incidental Expenses - Those one time costs incidental to purchasing a replacement unit, such as escrow fees, recording fees, and credit report fees. Recurring expenses such as prepaid taxes and insurance premiums are not compensable. B. Rental Assistance Option - If you are an owner -occupant and choose to rent rather than purchase a replacement dwelling, you may be eligible for a rental assistance payment of up to $5,250. The payment will be based on the difference between the fair market rent of the dwelling you occupy and the rent you must pay for a comparable replacement dwelling. If you receive a rental assistance payment, as described above, and later decide to purchase a replacement dwelling, you may apply for a payment equal to the amount you would have received if you had Initially purchased a comparable 42 1;4 replacement dwelling, less the amount you have already received as a rental assistance payment. VI, QUALIFICATION FOR, AND FILING OF RELOCATION CLAIMS To qualifyfor a replacement housing payment, you must rent or purchase and occupy a comparable replacement unit within one year from the later of the following: A. For a tenant, the date you move from the displacement dwelling B. For an owner -occupant, the date you receive final payment for the displacement dwelling, or, in the case of i condemnation, the date the full amount of estimated just compensation is deposited in court, or C. The date the Agency fulfills its obligation to make available comparable replacement dwellings. All claims for relocation benefits must be filed with the Agencywithin 18 months from the date on which you receivefinal payment for your property, or the date on which you move, whichever is later. VII. LAST RESORT HOUSING ASSISTANCE If comparable replacement dwellings are not available when you are required to move, or if replacement housing is not available within the monetary limits described above, the Agency may provide last resort housing assistance to enable you to rent or purchase a replacement dwelling on a timely basis. Last resort housing assistance is based on the individual circumstances of the displaced person. The Agency's relocation consultant will explain the process for determining whether or not you qualify for last resort housing assistance. If you are a tenant, and you choose to purchase rather than rent a comparable replacement dwelling, the entire amount of your rental assistance and last resorthousing eligibility must be applied toward the down -payment of the home you intend to purchase. Vill. RENTAL AGREEMENT As a result of the Agency's action to purchase the property where you live, you may become a tenant of the Agency for some period of time. If this occurs, you will be asked to sign a rental agreement which will specify the monthly rent to be paid, when rent payments are due, where they are to be paid and other pertinent Information. Except for the causes of eviction set forth below, no person lawfully occupying property to be purchased by the Agency will be required to move without having been provided at bast 90 days written notice from the Agency. Eviction will be undertaken only In the event of one, or more of the following infractions: A. Failure bytenant to pay rent, except in those cases where the failure to pay is due to the Agency's failure to keep the premises in habitable condition or is the result of harassment or retaliatory action; B. Performance by tenant of dangerous and/or illegal act at the premises; C. Material breach of the rental agreement by tenant, and failure to correct breach within 30 days of notice; D. Maintenance of a nuisance by tenant, and failure to abate within a reasonable time following notice; E. Refusal of tenant to accept one of a reasonable number of offers of replacement dwellings; andlor F. A requirement under State or local law, or emergency circumstances that cannot be prevented by reasonable efforts on the part of the Agency. IX. APPEAL PROCEDURES - GRIEVANCE Any person aggrieved by a determination as to eligibility for a relocation payment, or the amount of a payment, may have his/her claim reviewed or reconsidered in accordance with the Agency's Relocation Assistance Program Appeal Procedure. Complete details on the Appeal Procedure are available upon request from the Agency. X. TAX STATUS OF RELOCATION BENEFITS Relocation benefit payments are no considered as Income for the purpose of the internal Revenue Code of 1986 or the Personal Income Tax Law, Part 10 (commencing with Section 17001) of Division 2 of the Revenue and Taxation Code, or the Bank and Corporation Tax law, Part 11(commencing with Section 23001) of Division 2 of the Revenue and Taxation Code. Nevertheless, you should consult with a personal tax adviser for the most recent Interpretation of tax law. 43 X1. ADDITIONAL INFORMATION AND ASSISTANCE AVAILABLE The Agency hopes to assist you in every way possible to minimize the hardships involved in relocating to a new home by providing you with relocation assistance. Your cooperation will be helpful and greatly appreciated. If you have any questions at any time during the process, please do not hesitate to contact the Agency's relocation consultant. M PLAN DE TRASLADO (PRELIMIN.AR) Para el Proyecto del Estacionamiento de Casas Moviles Vista Dunes MARZO 1, 2004 PREPARADO PARA: LA CIUDAD DE LA QUINTA POR: OVERLAND PACIFIC & CUTLER INC. 41-555 COOK STREET, SUITE 250 PALM DESERT, CA 92260 V INTRODUCC16N.................................................................... 1 I. DESCRIPCION DEL PROYECTO...................................................... 3 A. LA UBICACION REGIONAL DEL PROYECTO................................... 3 B. LA UBICACION DEL SITIO DEL PROYECTO.................................... 4 C. INFORMAC16N DEMOGRAFICA.............................................. 5 1. Poblaci6n........................................................... 5 2. Origen Etnico........................................................ 5 II. EVALUAC16N DE LAS NECESIDADES DE TRASLADO.................................. 6 A. El IMPACTO DEL PROYECTO................................................ 6 B. ALCANCE DE LA ENCUESTA Y METODOLOGIA................................ 6 C. RESULTADOS DE LA ENCUESTA............................................ 6 1. Informacion General .................................................. 6 2. Limite de Ocupantes por Vivienda....................................... 8 3. Necesidades de Vivienda de Reemplazo.................................. 8 4. Ingresos............................................................ 9 5. Origen ttnico/Lenguaje............................................... 11 6. Hogares con Personas Discapacitadas.................................. 11 7. Areas Preferidas para Trasladarse...................................... 11 III. RECURSOS PARA EL TRASLADO................................................. 12 A. MtTODOS DE ENCUESTA DE RECURSOS .................................... 12 B. DISPONIBILIDAD DE VIVIENDAS DE REEMPLAZO .............................. 12 1. Casas M6viles- De Venta............................................. 12 2. Viviendas de Renta ..................................................... 13 3. Resumen............................................................. 14 C. CUESTIONES RELACIONADAS............................................. 15 1. Desplazamientos Residenciales Simultaneos..................................15 2. Viviendas Temporales........................................... ..........15 IV. PROGRAM DE ASISTENCIA DE TRASLADO........................................ 16 A. INTRODUCCIbN.......................................................... 16 B. PROGRAMA DE ASESORAMIENTO DE TRASLADO ............................ 16 C. BENEFICIOS DE TRASLADO............................................... 19 1. Pagos por Gastos de Mudanza Residencial.................................. 20 2. Ayuda con el Pago de la Renta Para Los Inquilinos Con 90 Dias o Mas de Residencia . . y que Volverfin a Rentar ................................................ 23 3. Ayuda Para el enganche a Los Inquilinos Residentes por 90 Dias que Eligen Comprar 23 4. Pagos Para Reemplazo de Vivienda Para Duenos que Ocupan Su Propiedad ......... 5. Pagos a Inquilinos Sin Tenencia........................................... 25 D. INFORMAC16N GENERAL ACERCA DE LOS PAGOS POR BENEFICIOS DE TRASLADO ............................................. .......... 22 E. VIVIENDAS DE ULTIMO RECURSO.......................................... 27 F. IMPLICACIONES EN LOS IMPUESTOS POR EL TRASLADO ....................... 27 V. REGLAMENTOS ADMINISTRATIVOS, AGENDA Y PRESUPUESTO ................... 28 A. PROCEDIMIENTOS DE APELAC16N ........................................... 28 B. PROCEDIMIENTOS DE DESALOJO.......................................... 28 C. PARTICIPAC16N DEL CIUDADANO........................................... 29 D. LA FECHA PROPUESTA PARA EL DESPLAZAMIENTO .......................... 30 E. LOS COSTOS ESTIMADOS DEL CIERRE DEL ESTACIONAMIENTO ................ 30 46 1 8 �INTRODUccibN La Agencia para el Desarrollo de la ciudad de La Quinta ( la "Agencia"), ha estado activamente implementando iniciativas de viviendas a bajo costo desde 1991. Estas iniciativas abarcan las hipotecas silenciosas (silent -second mortgages) de financiamiento y programas de rehabilitacibn residenciales, y la adquisicibn de residencias a bajo costo en proyectos privados. La Agencia esta en el procedimiento de adquirir el estacionamiento de viviendas mbviles, Vista Dunes Mobile Park (el "estacionamiento") localizado en el 78-990 Miles Avenue, La Quinta, CA. En el estacionamiento se construirfin 82 unidades de bajos ingresos. Actualmente el estacionamiento esta ocupado por 93 casas mbviles, 5 de las cuales son ocupadas por inquilinos, 1 esta vacante y 86 son ocupadas por sus propios duenos. Ademas, el estacionamiento cuenta con un negocio de lavanderia. Este plan trata unicamente el desplazamiento residencial, y por to tanto, el use comercial no sera considerado en mayor detalle dentro del mismo, pero los duenos del negocio recibiran asesoria sobre la asistencia de traslado y su elegibilidad para tales beneficios. Para poder evaluar las presentes circunstancias y necesidades de nuevas viviendas de los ocupantes residenciales que serfin permanentemente desplazadas por el Proyecto, la Agencia ha contratado a Overland, Pack & Cutler, (OPC), una empresa profesional de traslado, para que prepare y acomode el Plan de Traslado (el "Plan"), as[ como la administracinn del Programa de Asistencia de Traslado. El Plan provee los resultados de la encuesta para evaluar las necesidades de los ocupantes residenciales. Este plan tambien presenta los reglamentos y procedimientos que son necesarios para conformarse con los estatutos y reglamentos establecidos por la Directrices de Traslado de California y la Adquisicibn de Bienes Inmuebles, Titulo 2 del C6digo de Reglamentos de California, Capitulo 6, Section 6000 y to que sigue a continuaci6n. ( Las "Directrices"), el Cbdigo, los Reglamentos, y los Procedimientos son adoptados por la Agencia para el Desarrollo de la Ciudad de La Quinta.. Este Plan de Traslado cumple con El Elemento de Vivienda del Plan General de la Ciudad de La Quinta. Section 1: Descripciones generales y especificas del Brea del proyecto y los detalles demogreficos del Brea Section 2: Informacibn sobre la encuesta acerca de las caracteristicas demograficas y presentes circunstancias de los residentes del Estacionamiento y sus necesidades.de traslado Section 3: Una evaluacibn sobre la disponibilidad de viviendas de reemplazo comparable dentro de la Ciudad de La Quinta y sus comunidades circundantes 2 4'7 .19 Section 4: El proceso que la agencia utilizara para asegurar un programa de traslado justo y equitativo Section 5: Una explicaci6n de como el proyecto es compatible con to requerido por el C6digo de la Ciudad de La Quinta y el Cbdigo del Gobierno Este Plan no es un aviso para desalojar y tampoco esta estableciendo la elegibilidad para obtener ayuda de traslado. Los inquilinos que se muden antes de seravisados de su elegibilidad para recibir beneficios de ayuda de traslado o fallen en cumplir con su contrato de renta pudieran arriesgar su derecho a reclamar Ios beneficios de ayuda de traslado 3 A. LA UBICACION REGIONAL DEL PROYECTO La Ciudad de La Quinta esta localizada en el Condado de Rid erside, California. (Ver Mapa 1: Localidad Regional del Proyecto) Thoosand Palms Mapa 1: Ubicacion Regional del Proyecto 4 49 1 41 1 B. LA UBICACION DEL SITIO DEL PROYECTO El sitio del proyecto esta localizado en el lado norte de la Avenida Miles, al oeste de la Calle Adams. (Ver Mapa 2: Localidad del Sitio del Proyecto). Mapa 2: Ubicacion del Sitio del Proyecto 5 p .. so 1,11 � C. INFORMAC16N DEMOGRAFICA 1. Poblac16n El Censo del Ano 2000 de Estados Unidos Ilevado a cabo cada decenio (el Censo) muestra una Poblacion total de 23, 694 personas, 8,445 hogares, y 6,553 familias residiendo en la ciudad. 2. Origen knico De acuerdo con el Censo, la mezcla etnica en el terra del Tratado del Censo era aproximadamente 62.90% `raza blanca',1.20% Afro Americanos, 0.40% Indio Americano y Nativos de Alaska, 0.10 % Nativos de Hawaii y otros islenos del Pacifico, y 1.70% de otras dos o mas razas, 32.00% de la Poblacion son Hispanos o Latinos de cualquier raza. Fuente: Oficina del Censo de Estados Unidos, Ano 2000. (Ver Tabla 1., abajo) Tabla 1: INFORMAC16N del Censo del Ano 2000 (de cads decenio)-Etnia Proyecto Vista Dunes Mobile, La Quinta, CA POBLACON - 2000 239694 100% Raza Blanca 14,893 62.90% Otras Razas 11 0.00% Dos o Mas Razas 395 1.70% Negros o Afro Americanos 296 1.20% Asiciticos 401 1.70% Indios Americanos o Nativos de Alaska 95 0.40% Nativos de Hawaii u Otros Islenos del Pacifico 19 010% His nos o Latinos de cual uier Raza 7 584 32.00% 5.1. 1113 ll. EVALUACION DE LAS NECESIDADES DE TRASLADO A. El IMPACTO DEL PROYECTO El cierre del Estacionamiento resultara en el desplazamiento permanente de 93 unidades de casas m6viles. Aparte de una unidad vacante, hay 92 hogares residenciales. Cinco (5) de las 92 unidades de hogares residenciales estan ocupados por inquilinos, uno (1) esta vacarite y ochenta y siete (87) estan ocupadas por sus duenos. El estacionamiento contiene una mezcla de personas mayores de edad y familias con un promedio de un poco mas de 7 anos de residir en el lugar. B. ALCANCE DEL LA ENCUESTA Y METODOLOGIA La informacibn necesaria para la preparaci6n de este Plan fue obtenida principalmente a trav6s de las entrevistas que se Ilevaron a Cabo de puerta en puerta y que fueron conducidas por empleados bilingues durante el mes de Enero de 2004. Las preguntas J fueron acerca del tamano y composici6n del hogar, ingreso, fecha en que empezaron a rentar, la cantidad de tiempo y tipo de ocupaci6n, etnia, y el lenguaje que se habla en el hogar. La informacibn de este Plan esta basado en las respuestas de 91 de los 92 hogares del cirea del proyecto a estas entrevista personales. Informacibn adicional concerniente a los residentes fue obtenida de la oficina del Director del Estacionamiento de casas m6viles. Una muestra de la Forma de Entrevista Residencial se provee en el Anexo A de este Plan La informacibn de la encuesta proporcionada por los residentes del Estacionamiento no ha estado sujeta a verificaci6n. La confirmaci6n de toda la informacibn que afecte la elegibilidad de traslado sera obtenida al tiempo cuando el proceso mismo de traslado de comienzo C. RESULTADOS DE LA ENCUESTA 1. Informacion General 91 de los 92 de los hogares residenciales del Estacionamiento (99%) suministraron informacibn personal a los entrevistadores. Entre los 91 hogares que respondieron se encuentran un total de 326 individuos, 191 adultos y 135 ninos. Existen sesenta y seis (66) hogares con ninos y veinticinco (25) hogares ocupados exclusivamente por adultos. De los adultos, hay once (11) que son hogares de personas mayores de edad el promedio de edad de las 7 52 144 personas mayores de edad es entre 64 y 89 anos. Dos (2) de las once personas mayores de edad benen 80 anos o mas de edad. Los duenos que viven en su propia casa mbvil pagan una rents mensual por el espacio que ocupan mientras que los inquilinos rentan una Casa m6vil de el Estacionamiento o biers de alguien que no vive en ese sitio. La renta mensual para los duenos que ocupan su propiedad y los inquilinos es entre $300 y $490. Tabia 2: Distribucibn of Duenos a Inquilinos Due -nos que residen en su propiedad Inquilinos Mayores de Edad 9 2 Adultos (No Mayores de Edad) 14 0 Adultos (No Mayores de Edad) con Ninos 63 3 Totales 86 5 �� 5 2. Limites de Ocupantes por Vivienda Entre los 91 hogares que respondieron, veinte (20) ocupan unidades de un dormitorio, cuarenta y cinco (45) ocupan unidades de dos dormitorios, veintitres ocupan unidades de tres dormitorios y tres (3) ocupan unidades de 4 dormitorios. El numero promedio de personas por hogar es de 4. El hogar de un dormitorio con el mayor numero mayor de habitantes cuenta con 4 personas, el hogar de dos dormitorios con el mayor numero mayor de habitantes cuenta con 7 personas, el hogar de tres dormitorios con el mayor numero mayor de habitantes cuenta con 6 personas y el hogar de cuatro dormitorios con el mayor numero mayor de habitantes cuenta con 10 personas. En conjunto, basandose en las normas tipicas de vivienda hay 8 hogares en el estacionamiento que sobrepasan los limites de habitantes permitidos. 3. Necesidades de Vivienda de Reemplazo Generalmente, las necesidades de viviendas de reemplazo son expresadas en terminos de cantidad de unidades que se necesitan de acuerdo al tamano de los dormitorios y tipo de construcci6n. Los requisitos para el tamano de los dormitorios se basan en funcion de las actuales circunstancias del hogar y la necesidad, si la hay, de aumentar el tamano de la vivienda debido a estar atestada. La presuncibn basada en los estatutos es que se espera como minimo, que a los que son desplazados se les ofrezcan viviendas similares en tamano a la que actualmente tienen y que este dentro de sus posibilidades financieras. La edad y condicibn de la casa m6vil junto con la disponibilidad de espacio en otros estacionamientos para casas m6viles que sean razonablemente comparables determinara el que cualquiera de las casas m6viles ocupadas por sus duenos puedan ser reubicadas. Los hogares ocupados por sus duenos que no puedan ser reubicados seren elegibles para pagos para reemplazar su residencia y ayuda con el aumento en la renta de espacio que tengan que pagar en la nueva localidad. Con el proposito de computar las necesidades de reemplazo global y la preparaci6n del presupuesto de ayuda de traslado, se asume en este Plan que las necesidades de vivienda de reemplazo de duenos a inquilinos serfin resueltas por medic de confiar en que habran unidades d'isponibles en el mercado y no por recurrir al traslado de las casas m6viles que actualmente ocupan. Tabla 3 a continuacibn resume las necesidades de vivienda de reemplazo para los duenos que ocupan su propiedad y para los inquilinos. E 54 1 Tabla 3: Necesidades de Vivienda de Reemplazo (86 Duerlos y 5 Inquilinos) Dormitonos 1 2 3 4 Duenos 19 43 21 3 Inquilinos 1 2 1 2 1 0 4. Ingresos Todos Ios Mogares estan por debajo del 120% del Ingreso Mediano reconocido para el area por las normas del Departamento de Vivienda y Desarrollo Urbano (HUD) para el Condado de Riverside. Ver Tabla 4 a continuacibn para las limitaciones de ingreso del HUD 10 55 11 Entre los 91 hogares que respondieron, 23 califican Como de Extremadamente Bajos Ingresos, 38 califican como de Muy Bajos Ingresos, 24 califican como de Bajos Ingresos, 5 califican Como de Ingresos Medianos y solamente 1 califica arriba del ingreso Mediano. Tabla 5: Entandares de Niveles de Ingreso de los Residentes del Estacionamiento segun HUD para el Condado de Riverside Extremadamente Bajo Muy Bajo Bajo Mediano Moderad 0 23 38 24 5 1 5. Origen Etnico / Lenguaje El origen atnico entre los residentes del Estacionamiento es de 15% de raza blanca (17), 78% Hispanos (72) y 3% Negros (3). Con la excepcibn de 26 viviendas, el Espanol era el lenguaje principal del hogar para todos los hogares. 6. Hogares con Personas Discapacitadas Uno (1) de los hogares reportaron discapacidades que pudieran afectar su eleccibn de viviendas de reemplazo. Las discapacidades incluyeron dificultad para movilizare, problemas con la vision y varios otros problemas neurolbgicos. 7. Area Preferida Para Traslado Con la excepcibn de 9 hogares, todos los residentes del Estacionamiento expresaron su esperanza de que a ellos se les podria trasladar dentro de la Ciudad de La Quinta. 12 5'7 1 A. 9 :hos de los Las opciones de vivienda de reemplazo para los residentes del Estacionamiento incluiran: 1) Casas moviles de renta disponibles que estan dentro de las area circundantes; 2) Casas moviles de venta; 3) Casas de renta incluyendo casas moviles y unidades multi-familiares. A. MitTODOS DE .ENCUESTA DE RECURSOS Los resultados de la encuesta de las viviendas de reemplazo refleja el analisis de to disponible dentro de un mes en el mercado. Las siguientes fuentes de informacibn fueron utilizadas de la encuesta: -Encuesta de los anuncios clasificados en los peri6dicos locales -Encuesta de los estacionamientos de casas moviles en La Quinta y comunidades adyacentes obtenidas por medio de conducir atreves de ellas. -Conversaciones con el personal de empresas de propiedades y bienes inmuebles que se especializan en la renta de viviendas y/o casas moviles en el area. -El area encuestadas fueron seleocionadas tomando como base las necesidades y preferencias de las personas que seran desplazadas. B. DISPONIBILIDAD DE VIVIENDAS DE REEMPLAZO residentes tienen la habilidad de usar su ayuda de traslado en la compra de una vivienda oonvencional. A los inquilinos que no son duenos de su vivienda se les proporcionaran referencias tanto a los apartamentos para personas con bajos ingresos asi como a to que esta disponible en el mercado. Hay una cantidad de referencias adicionales disponibles que no se incluyeron debido a que la informacibn no estaba disponible al momento de escribir este Plan, asi como referencias adicionales superiores. Ver Tablas 6, 7 13 58 1. 0 1. Casas Mbviles - De Venta Un total de 33 casas mbviles de venta fueron identificadas en estacionamientos localizados en La Quinta y en el Valle de Coachella. La Tabla 6 provee un sinopsis de la informacibn de la encuesta sobre los recursos. Tabla 6: Recursos de Traslado de Casas Mbviles Residenciales (De Venta) Unidades Requeridas vs. Disponibilidad de Unidades Tamano del Dormitorio Unidades Requeridas Unidades Disponibles Rango de Precios 1 13 13 $7,500 2 51 29 $15,000 - $29,000 3 24 19 $20,000 - $35,000 4 3 1 $42,000 La Tabla 6 representa las unidades que estaban disponibles entre el 10 de Enero y el 29 de Febrero, 2004. Durante este periodo, las Casas movies fueron puestas en el mercado diariamente. Basandose en el numero de unidades que regularmente fueron puestas en el mercado, se anticipa que durante el periodo de deplazamiento de cuatro meses se haran disponibles en cada una de las categorias de tamano de dormitorio una cantidad suficiente de Casas moviles de reemplazo que sean comparables, decentes, seguras a higienicas. Por to consiguiente, habra suficientes viviendas de reemplazo para proveer. 2. Viviendas de Renta /iendas de renta disponible se concentro en la ciudades de La Quinta y areas circunvecinas. La Tabla 7 a continuaci6n muestra la casas mbviles de renta disponibles. La Tabla 8 a continuacion muestra los lotes disponibles para renta para casas mbviles 14 5.9 151 Tabla 7: Casas M6viles Residenciales, Apartamentos ( De Renta) Unidades Requeridas vs. Disponibilidad Unidades Necesitadas Unidades Disponibles Rango de Renta 1 Dormitorio 1 8 $680.00 2 Dormitorios 2 20 $850.00 3 Dormitorios 2 24 $890.00 Tabla 8: Lotes Para Casas M6viles Residenciales ( De Renta) Lotes Disponibles Restricciones del Estacionamiento Renta por el Sitio 31 Ninguna $315,00 a $450.00 49 Limitados a 55 anos de edad o mayores $275.00 a $365.00 Un total de 80 lotes vacantes para casas mbviles fueron identificados en Estacionamientos localizados en La Quinta y alrededor de el Valle de Coachella. Cuarenta y nueve (49) de los 80 lotes solo permiten a personas de 55 anos o mayores 3. Resumen niento, la informaci6n de la encuesta indica que habra las unidades de vivienda de renta y de venta disponibles seren mas que adecuadas como recursos de traslado para los residentes del Estacionamiento, tanto para los inquilinos como para los duenos que viven en su propiedad. Para los duenos que viven en su propiedad, particularmente aquellos que sean de mas edad y con limitaciones fisicas, se puede considerar la opcibn de trasladarse a hogares para personas 15 1�� mayores. La falta de unidades de una recamara en el firea puede resultar en la necesidad de actualizar el tamano de la casa m6vil para poder cumplir con las normas de compatibilidad. Algunos inquilinos, de acuerdo a sus respuestas a la encuesta, pudieran considerar el comprar en vez de volver a rentar otra vivienda. Las preferencias individuales seran tomadas en cuenta cuando el proceso de traslado haya empezado y un agente de traslado haya tenido la oportunidad de hablar personalmente con cada uno de los residentes. C. CUESTIONES RELACIONADAS 1. Desplazamientos Residenciales Simultdneos Basandose en las necesidades de este proyecto, no se anticipan que pueda existir una competencia extraordinaria en la demanda por unidades residenciales similares dentro de la Ciudad de La Quinta. No deberia de haber un impacto adverso en poder satisfacer las necesidades de viviendas de reemplazo para los ocupantes que seran desplazados. 2. Vivienda Temporal No se anticipa la necesidad de viviendas temporales 16 61. 1 �" 3 IV. EL PROGRAMA DE AYUDA DE TRASLADO A. INTRODUCCIbN El programa de servicios de ayuda de traslado sera suministrado por la Agencia a aquellos residentes que serfin desplazados por el Proyecto. Estos servicios sera puestos en practica de acuerdo a la Ley de Asistencia de Traslado de California, Secci6n 7260, y seq. del C6digo Gubernamental de California y las directrices bajo Titulo 25, Divisi6n 1, Capitulo 6, Sub- Capitulo 1 del C6digo de Reglamentos (los Reglamentos) de California. El programa de ayuda de traslado proporciona tanto asesoria como ayuda financiera. La determinaci6n de la elegibilidad para la ayuda y los beneficios ser6n efectuados segun las circunstancias individuales de cada caso y la aplicaci6n de los criterios de los reglamentos y estatutos. B. PROGRAMA DE ASESORIA PARA LA AYUDA DE TRASLADO Los consultores de traslado bilingues de Overland, Pack & Cutler estarcin disponibles para ayudar a cualquier hogar que sera desplazado o a algun negocio que tengan preguntas respecto al traslado o a la ayuda de traslado. Los empleados de dicha empresa pueden ser contactados por medio de Ilamar al (760) 776-1238 entre las 9:00 a.m. y las 4:00 p.m. de Lunes a Viernes. Las oficinas de traslado estcin localizadas en: Overland, Pacific & Cutler 41-555 Cook Street, Suite 250 Palm Desert, CA 92260 Un programa completo sobre la ayuda de traslado, que contiene asesoria y ayuda tecnica sera distribuido a los hogares que serdin desplazados. Se mantendrd un estrecho contacto con cada uno de los desplazados. Los requisitos del programa de ayuda de traslado seran: 1. El informar en su totalidad a las personas elegibles sobre la naturaleza y los procedimientos para obtener ayuda y beneficios de traslado; 2. Determinar las necesidades de cada uno de los desplazados que son elegibles para la ayuda; 17 62 1-4 3. Proveer a los desplazados que son elegibles una cantidad apropiada de referencias a viviendas comparables, decentes, seguras a higionicas dentro de una cantidad de tiempo razonable antes del desplazamiento y asegurarse que no sera necesario que ninguno de los ocupantes elegibles se mude sin haber recibido por adelantado un aviso de 90 dias por escrito; 4. Proveer informacion al Ala y de forma. continua sobre las oportunidades de vivienda.de reemplazo comparables; 5. Proveer ayuda que no resulte en un trato diferente o separado debido a la raza, color de piel, religion, lugar de origen, sexo, estado civil u otras circunstancias arbitrarias. 6. Suministrar informacion referente a los programas de vivienda federales y estatales y otros programas gubernamentales que provean ayuda a las personas desplazadas; 7. Ayudar a cada persona elegible a completar la solicitud para recibir beneficios; 8. Ayudar a cada persona que es elegible para una vivienda residencial a obtener y mudarse a una vivienda comparable', 9. Hacer los pagos de beneficios de traslado de acuerdo con todas las normal estatales aplicables; 10. Informar a todas las personas desplazadas sobre los reglamentos de la Agencia en relacion al desalojo y supervision de la propiedad; 11. Mantener un prooedimiento de apelacion para que pueda ser usado por las personas que seran desplazadas y que buscan ayuda administrativa para revisar las decisiones de la Agencia respecto a la ayuda de traslado. Todas las personas que probablemente sean reubicadas ser6n personalmente contactadas para una entrevista inicial por un agente de traslado de la Agencia a mas tardar 30 dias despuos de que la Agencia envie la primer oferta por escrito para comprar la Casa movil en la cual residen. El proposito de esta entrevista inicial sera para reunir informacion 18 63 concemiente a las circunstancias de cada individuo que probablemente sera trasladado y para distribuir y revisar un folleto con informaci6n escrita (ver Anexo B) que explica el programa de traslado residencial de la Agencia. Habran folletos disponibles en Espanol, si se necesitan. Cuando se complete la entrevista inicial y se haya presentado la informaci6n que se requiere como prueba (informaci6n de ingresos, confirmaci6n de cantidad de habitantes, etc.) se le proveera a cada persona con probabilidad de ser trasladada (inquilinos y duenos que ocupan su propiedad) una Noticia de Elegibilidad por escrito. La Noticia de Elegibilidad proveera, por to menos una referencia a una vivienda de reemplazo y establecera la cantidad maxima de ayuda de traslado para la vivienda en cuest16n que es elegible. Los factores usados para determinar la cantidad maxima de ayuda seran descrito en la Noticia de Elegibilidad y sera explicada personalmente por el agente de traslado que sea asignado. Antes del traslado de los ocupantes residenciales, sea hard todo esfuerzo razonable por proveer tres referencias a vivienda de reemplazo comparable para los desplazados, de acuerdo al C6digo De Reglamentos de California, Capitulo 6, Secci6n 6042.(`c) Las referencias se proveeran continuamente y se proveera transportaci6n, si es necesario, para inspeccionar los sitios de reemplazo dentro de area local. Generalmente, una vivienda de reemplazo debe satisfacer el siguiente criterio: a. La unidad debe ser decente, segura a higienica con sistemas de electricidad, plomeria y calefacci6n en buen estado sin ningun riesgos de tener defectos de importancia. La unidad es comparable a la vivienda adquirida en relaci6n a la cantidad de cuartos, espacio habitable y el tipo y calidad de construcci6n, pero no menos en cuanto al numero de cuartos o espacio habitable segun sea necesario para acomodar a las personas desplazadas; b. La unidad esta localizada en un area que no esta sujeta a condiciones ambientales adversas ya sea por causas naturales o artificiales, y generalmente no menos deseable en cuanto a transportaci6n, servicios publicos a instalaciones comerciales y publicas incluyendo escuelas y servicios municipales que sean accesibles y que est6n razonablemente cerca del lugar de empleo de las personas desplazadas; C. La unidad esta disponible tanto en el sector privado como al publico en general sin importar la raza, el color de piel, sexo, estado civil, religi6n u origen nacional; 19 d. La cantidad de renta mensual esta dentro de los limites financieros del inquilino residencial desplazado Si se necesita, se darfi ayuda especial en la forma de referencias a agencias de servicios sociales tanto del gobierno como privadas.. Las referencias a dichas agencias puede incluir, pero no estbn necesariamente limitadas a: • Administraci6n Federal del Seguro Social • El Consejo Equitativo de Vivienda del Condado de Riverside • La Agencia de Salud y Servicios Humanos del Condado de Riverside Se hart todo esfuerzo razonable para asegurar que el proceso de traslado ocurra con un minimo de retraso y de penalidades. C. BENEFICIOS DE TRASLADO Los beneficios sercin pagados a las personas desplazadas cuando se hayan entregado las formas de reclamaci6n y la documentaci6n requeridas de acuerdo con los procedimientos de la Agencia. Los requisitos de elegibilidad especfficos y el plan de beneficios serfin detallados sobre una base individual con todos los que sean desplazados. Durante el transcurso de las ' entrevistas personales y las visitas que se harcin a continuaci6n, se darci asesoria a cada hogar sobre las opciones disponibles y como el efecto que cada opci6n tendra en to que respecta a la ayuda financiera. La Agencia considerara los pedidos de pagos parciales por adelantado con el proposito de aliviar penalidades para los hogares sin acceso a suficientes fondos para pagar el costo de rentar una nueva vivienda, o por establecer una cuenta a cargo de terceras personas ("escrow") para la compra de una vivienda de reemplazo. Las respuestas a los pedidos de pagos por adelantado se harcin expeditivamente para poder evitar la perdida de vivienda de reemplazo deseable y apropiada. 1. Pagos Por Gastos de Mudanza Residencial 20 65 1 �'� Todos los ocupantes residenciales que seran reubicados seran elegibles para recibir pagos por gastos de mudanza, con excepci6n de to que se ha anotado. Los pagos por gastos de mudanza seran basados en el costo actual de mudanza profesional o un pago fijo basado en la cantidad de cuartos. a. Costo Actual (Mudanza Profesional) Los desplazados pueden elegir el recibir pagos por gastos de servicios de mudanza profesional basada en el menor de, por to menos, dos ofertas de empresas de mudanza cualificadas. El costo actual de la mudanza sera pagado directamente por la Agencia a las empresas de mudanza, a petici6n de los desplazados. Los costos de transportaci6n estan limitados a una distancia de 50 millas, excepto donde el traslado mas alla de esa distancia se considere justificada y sea aprobada por la Agencia. Ademas del costo actual, los costos relacionados con conectar nuevamente los servicios publico (i.e. gas, agua, electricidad, telefono, y cable, si to tiene) son elegibles para reembolso b. Pago Fijo (Basado en el Programa de. Cantidad de Cuartos) Los desplazados pueden elegir el recibir el pago de una cantidad fija por los gastos de mudanza basados en la cantidad de cuartos en las viviendas de las que fueron desplazados. Los desplazados que elijan recibir pagos Ojos por mudanza tomaran responsabilidad financiera total por los costos de mudanza y por los gastos relacionados con la conexi6n de servicios publicos. El programa actual para pagos fijos de mudanza, segun to establece la Administraci6n Federal de Carreteras y to mantiene el Departamento de Transportaci6n de California, se presenta en la Tabla 9 a continuaci6n: 21 1%5-A8 Tabla 9: Programa de Pagos. Fijos Por Mudanza Viviendas sin Amueblar Un cuarto $575 Dos cuartos $750 Tres cuartos $925 Cuatro cuartos $1,100 Cinco cuartos $1,325 Seis cuartos $1,550 Siete cuartos $1,775 Ocho cuartos $2,000 Cada cuarto adicional $200 Viviendas Amuebladas Un Cuarto $375 Cada cuarto adicional $:6 2. Ayuda con el Pago de la Renta Para Los Inquilinos Con 90 Dias o Mas de Residencia y que Volverin a Rentar Los inquilinos que hayan residido por un minimo de 90 Dias antes de que la Agencia ofreceria comprar la propiedad en la que viven, y que hayan elegido volver a rentar, pueden ser elegibles para recibir pagos para ayudarlos con la renta ademas de los pagos por los gastos de mudanza. De acuerdo a la Ley de Traslado de California. Los Pagos de Ayuda Con la Renta estan limitados a un mfiximo de $5,250 basado en la necesidad de vivienda me.nsual sobre un 22 67 periodo de 42 meses. La Tabla 10, a continuaci6n presenta la manera en que se determina la necesidad mensual Tabla 10: Computac16n de los Pagos de Ayuda para la Renta (Ejemplo) 1. Renta Anterior $430 Renta Anterior, mas concesibn por servicios p6blico o, 2. Habilidad para Pagar $445 30% del Ingreso Bruto del Hogan` 3. El menor de las lineas 1 o 2 $445 Restado De: 4. Renta Nueva Actual $575 Renta Nueva Actual incluyendo Concesi6n por Servicios Publico o, 5. Renta Comparable $550 Incluyendo Servicios Publioo 6. El menor de las lineas 4 o 5 $550 7. Resulta on la Necesidad Mensual de $105 Reste la linea 3 de la linea 6 Ayuda Con Ia Renta $4,410 Multiplique la lines 7 por 42 • Ingreso Bruto significa el ingreso total anual de un individuo descontando lo.siguiente: (1) una deducci6n de $500.00 for cada dependiente en exceso de tres; (2) una deducci6n de 10% de ingreso total para cabezas de familia que seen ancianos o discapacitados; (3) una deducci6n por gastos m6dicos extraordinarios y repetitivos definidos para este proposito como gastos m6dicos en exceso del 3% del ingreso total, que no hayan sido compensados, o, cubiertos por aseguranza u otras fuentes; (4) una deducci6n de cantidades razonables que hayan sido pagadas por el cuidado de nihos o familiares enfermos o discapacitados cuando se ha determinado que son necesarios pars el empleo del cabeza de familia o su c6nyuge, excepto que la cantidad deducible no 23 68 1�)0' exceda la cantidad de ingreso recibido por la persona quien de otra manera no estaria en la posicibn de poder buscar empleo en la ausencia de tal cuidado. 3. Ayuda Para el enganche a Los Inquilinos Residentes por 90 Dias que Eligen Comprar tos inquilinos residenciales que de otra manera serian elegibles para recibir un pago de ayuda con la renta segun se describe anteriormente, pueden escoger el utilizar hasta el total de este pago para comprar una casa. La Agencia hard los arreglos para depositar en una cuenta con terceras personas ("escrow") total del pago de ayuda con la renta para el cual califica el inquilino, siempre y cuando la cantidad total sea usada para el pago inicial y para gastos secundarios elegibles asociados con la compra de una casa de reemplazo. Se hard una provisi6n en las instrucciones (del escrow") para que los fondos sean devueltos a la Agencia en caso de que el proceso de compra de la casa no pueda Ilevarse a cabo dentro de un limite de tiempo razonable. 4. Pagos Para Reemplazo de Vivienda Para Duenos que Ocupan Su Propiedad Los duenos residenciales que han ocupado sus propiedad de la cual seran desplazados ( la vivienda de desplazo) por to menos, por 180 Dias antes que se hiciera la oferta de compra seran elegibles para un pago para el reemplazo de vivienda hasta un total de $22,500. El pago por reemplazo de vivienda a los duenos que ocupan su propiedad es la suma de tres posibles elementos de compensaci6n: a) el calculo diferencial de compra; b) el calculo diferencial de la hipoteca; y, c) gastos secundarios. a. Calculo Diferencial del Precio de Compra El calculo diferencial del precio de compra es la diferencia en dolares entre el precio de adquisici6n final pagado por la Agencia por la vivienda desplazada y el menor de: 1) el costo de la vivienda de reemplazo actual; o 2) el costo de una vivienda de reemplazo comparable. El pago maximo del calculo diferencial por el precio de compra entre el pago de adquisici6n final y el costo de una vivienda de reemplazo comparable. La Tabla 11, a continuaci6n, ilustra cuatro posibles calculo diferenciales de precio. 24 69 161 Tabla 11: C61culo Diferenciales de Precio de Compra Variables Ejemplo 1 Ejemplo 2 Ejemplo 3 Ejemp to 4 Precio Final por $10,000 $10,000 $10,000 $10,0 Adquisici6n 00 Costo Actual por Viviendas $25,000 $50,000 $20,000 $10,0 de Reemplazo 00 Costos de Viviendas $25,000 $25,000 $25,000 $25,0 de Reemplazo 00 Comparables Calculo Diferencial del $159000 $150000 $10,000 $0 Precio Ejemplo 1- El costo de la vivienda de reemplazo actual y el costo de la vivienda de reemplazo comparable exceden el precio de final de adquisici6n de la vivienda de desplazo por la misma cantidad. Ejemplo 2 - El costo de la vivienda de reemplazo actual excede el precio final de adquisicion de la vivienda de desplazo y el costo de una vivienda de reemplazo comparable. Ejemplo 3 - El costo de la vivienda de reemplazo actual excede el precio final de adquisicion de la vivienda de desplazo, pero es menos que el costo de una vivienda de reemplazo comparable. Ejemplo 4 - El costo de la vivienda de reemplazo actual excede el precio final de adquisicion de la vivienda de desplazo.. b. Calculo Diferencial del Interes de la Hipoteca 25 70 162 El pago del calculo diferencial del Interns de la hipoteca provee compensaci6n para los duenos que ocupan su propiedad en caso de perdida de financiamiento favorable. El calculo del pago refleja el "valor presente" del costo adicional requerido para financiar la compra de una vivienda de reemplazo cuando la taza de inter6s para un nuevo prestamo excede la taza de Inter6s del prestamo actual sobre la vivienda de desplazo. La calculacibn del pago esta basada en el menor de: 1) el balance del prestamo y/o el plazo del prestamo en la vivienda de desplazo. Para ser elegible, el prestamo en la vivienda de desplazo debe ser una deuda valida sobre el titulo de propiedad, por to menos, por 180 dias antes de la oferta de compra de la Agencia c. Gastos Incidentales Gastos incidentales de compensacibn incluyen, pero no estan limitados necesariamente a to siguiente: costos legales, de cierre y otros costos relacionados incluyendo busqueda de titulo de propiedad, preparacibn de documentos de transmisi6n, cargos de notario, encuestas, dibujos, y cargos pagados incidentales a la registraci6n; prestamista, FHA, VA o costos similares de estimador, FHA, VA o cargo por solicitud similar, costo por la certificacibn de legitimidad estructural; cargos por reporte de cr6dito, cargo por documento de evidencia de propietario o hipoteca, cargos del agente de "escrow"; a impuesto de venta o transferencia. El pago por dichos gastos no excedera la cantidad atribuible a la compra de una vivienda comparable. Tales gastos deben ser legal y razonablemente requeridos como costumbre en la comunidad. 5. Pagos a Inquilinos Sin Tenencia Los inquilinos que legal y continuamente han ocupado la vivienda de desplazo por menos de 90 Dias antes de la oferta de compra de la Agencia seren elegibles para recibir un pago por los gastos de mudanza solamente, de acuerdo con la Secci6n IV, C.1. D. INFORMACON GENERAL ACERCA DE LOS PAGOS POR BENEFICIOS DE TRASLADO 26 71. 163 Para calificar para la ayuda de beneficios de traslado, un residente desplazado debe ocupar una vivienda de reemplazo dentro de un ano desde la fecha mas reciente entre: 1) la fecha en que el demandante se muda de la propiedad adquirida; 2) la fecha en que se recibi6 el pago por la propiedad, o en el caso de condena, la fecha en que se deposito la justa compensaci6n en la corte, o, 3) la fecha de la primer referencia a una vivienda de reemplazo comparable. Las viviendas en las que habiten uno o mas ciudadanos de Estados Unidos (por nacimiento o por naturalization) o uno o mas extranjeros legalmente documentados tendran derecho a la ayuda de traslado. El proceso para la preparaci6n y archivo de las formas para solicitar pagos y el proceso y envio de los pagos sera como sigue: 1. Las personas que soliciten los pagos proveyeran toda la documentaci6n necesaria verificar la elegibilidad para ayuda con el consultor de la Agencia. 2. Las cantidades de ayuda recomendadas seran. determinadas por el consultante de traslado de la Agencia de acuerdo con la ley de traslado. 3. Las formas para pedirlos los pagos seran preparadas por el consultor de traslado de la Agencia para obtener la firma del solicitante de pago. 4. Las formas para pedir los pagos seran presentadas a la Agencia por el consultor de traslado de la Agencia para que sean verificadas y aprobadas y para que se efectue el pago. 5 Los cheques por los beneficios seran enviados al consultor de traslado de la Agencia para ser entregados a los solicitantes de los pagos. 6. Los pagos finales a los solicitantes residenciales seran preparados dentro de un tiempo razonable solamente despu6s de la confirmaci6n de que las instalaciones han quedado completamente vacantes y la residencia en la vivienda de reemplazo ha lido verificada. 7. Los recibos por los pagos seran obtenidos y archivados por el consultor de traslado de la Agencia en archivos de traslado individuales 27 72 Ib Los solicitantes de pagos de ayuda de traslado tienen hasta 18 meses para enviar sus solicitudes por pagos desde la fecha mas reciente entre: a) la fecha en que el pago final por la propiedad se recibi6, o b) la fecha en que el solicitante se muda de la propiedad. E. VIVIENDAS DE UL71MO RECURSO Los desplazados de viviendas residenciales son tornados en cuenta para beneficios suplementarios en la forma de ayuda vivienda como ultimo recurso cuando el calculo total de la elegibilidad de ayuda para vivienda de reemplazo excede los $5,250 en el caso de los inquilinos, $22,500 para los duenos que ocupan su propiedad, o cuando un inquilino o dueno que ocupa su propiedad no cumple con los requisitos de vivienda aplicables. El ingreso del hogar sera la unica base para determinar los beneficios de ayuda para viviendas de ultimo recurso para los inquilinos sin tenencia (aquellos que han ocupado la propiedad por menos de 90 Dias antes de la oferta de compra de la Agencia). Los que reciban esta ayuda deben cumplir con todos los requisitos basicos de elegibilidad que son aplicables a los otros desplazados. Todos los procedimientos normales para procesaras las solicitudes de pago seran aplicados a los pagos de ayuda para vivienda de ultimo recurso, incluyendo pagos en cifras redondas de beneficios aprobados. La Agencia puede aprobar, en su discreci6n, metodos alternativos para proveer ayuda para viviendas de ultimo recurso, caso por caso, incluyendo, pero sin limitarse a, reparaciones menores, a rehabilitaci6n de, y/o anadiduras a vivienda de reemplazo existente, incluyendo la remoci6n de obstaculos para los discapacitados, segun sea necesario. F. IMPLICACIONES EN LOS IMPUESTOS POR EL TRASLADO Generalmente, los pagos de traslado no son considerados como ingresos para los prop6sitos de el C6digo de Ingreso Interno de 1968, o para la ley de Ingreso Personal, Parte 10 de el C6digo de Ingreso a Impuesto. A pesar de estas provisiones, las personas que reciban esta ayuda como beneficio de traslado seran aconsejados de que consulten con autoridades en materia de impuestos o consejeros personales sobre los impuestos referente a las implicaciones en los impuestos por los pagos de traslado. 28 73 165 REGLAMENTOS ADMINISTRATIVOS, AGENDAY PRESUPUESTOS DEL PROYECTO� A. PROCEDIMIENTOS DE APELAc16N Los Procedimientos de Apelacion del Programa de Ayuda De Traslado siguen el estandar descrito en el Articulo 5, Seccion 6150 y seq,. Titulo 25, Capitulo 6, de las directrices del Programa del Departamento de Vivienda y Desarrollo de la Comunidad de California. Dicho sencillamente, todos las personas desplazados ya sea de caracter residencial o comercial tienen el derecho a inquirir por una revision administrativa cuando se consideran que han sido agraviados por la determinaci6n sobre la elegibilidad; la cantidad de pago por traslado; la falta de la Agencia en proveer referencias a vivienda de reemplazo comparable; o, las practicas de Administraci%n de la propiedad por parte de la Agencia. B. REGLAMENTOS DE DESALOJO/TERMINACION Segun las directrices del Estado de California, es permisible que la Agencia desaloje solamente como una ultima alternativa. Con la excepcidn de las personas a quienes se considera que ocupan legalmente la propiedad, el desalojo de una persona desplazada no afecta su elegibilidad para los beneficios y ayuda de traslado. Los siguientes reglamentos sobre el desalojo ser6n aplicables a todos los residentes y ocupantes que seran desplazados por el Proyecto y quienes permanezcan en la propiedad como inquilinos de la Agencia despues de adquisicibn de la propiedad. 1. La Agencia Ilevara a cabo el desalojo solamente debido a una o mas de las siguientes infracciones: a. Cuando el inquilino falle en pagar la renta, excepto en los casos en que la falta del pago se debe a que la Agencia fallo en mantener las instalaciones en condiciones habitables o es el resultado de acoso o como respuesta a una accion negativa; 29 74 166 b. La practica en las instalaciones por parte de los inquilinos de un acto peligroso, y/o ilegal; C. Cuando el inquilino viole los reglamentos del contrato de renta y despues de haber sido avisado, falle en corregir dicha violacibn dentro de 30 dias a partir de tal aviso. d. El que el inquilino mantenga una practica fastidiosa, y cuando se le notifique, falle en disminuir dicho fastidio dentro de un tiempo razonable . inmediatamente despues de la notificaci%n; e. Cuando el inquilino rehusa aceptar una de las varias ofertas razonables de vivienda de reemplazo; y/o; f. Un requisito bajo la ley local o Estatal, o debido a circunstancias de emergencia que no pueden ser prevenidas por los esfuerzos razonables de parte de la Agencia. 2. Con la excepcion de una persona a quien se considera que ."ocupa ilegalmente" la propiedad (Ver CCR 6008 M), el desalojo de una persona desplazada no afectara su elegibilidad para ayuda y beneficios de traslado. Estos reglamentos de desalojo no impiden que la Agencia legalmente termine el alquiler que esta dentro de la propiedad que pertenezca a la Agencia. C. PARTICIPACON DE LOS CIUDADANOS Este Plan se distribuira a cada hogar y se hard disponible al publico por un periodo de revision mandatorio de 30 dias. Los comentarios que se hagan sobre Plan seran incluidos como un apendice al Plan antes de que sea presentado para su aprobacion a la Agencia. Cuando se haya aprobado, se enviara una copia del Plan al Departamento de Vivienda y Desarrollo de la Comunidad de California (HCD). La Agencia y la empresa Overland, Pack & Cutler se apegaran tanto al sentido como a la letra de la ley en la Secci6n 6012 (Participad6n del Ciudadano) del C6digo de Regulaciones de California, Titulo 25, Capitulo 6, al implementar el Programa de Traslado. La Agencia se asegurara de to siguiente: 30 75 1 1. Oportuno y total acceso a los documentos relevantes del programa de traslado; 2. La provisidn de ayuda tecnica necesaria para interpretar los elementos de traslado del Plan y otros materiales pertinentes; 3. Copias de este Plan se haran disponibles publicamente para que los residentes del Estacionamiento y otros grupos interesados puedan revisarlo, no menos de treinta (30) dias antes de la fecha programada para la aprobacibn de Plan por parte de la Agencia. La Agencia recibira los comentarios por parte de los desplazados y de otras personas interesadas con respecto a este Plan de Traslado. Los comentarios deben ser enviados a: Frank Spevacek C/o Community Development Department Rosenow Spevacek Group, Inc 217 North Main Street, Suite 300 Santa Ana, CA 92701-4822 4. Se distribuirc una aviso general de este Plan a todos los desplazados por el propuesto Proyecto. Este Plan estara disponible para ser circulado para la informacibn y-revision por parte de grupos de ciudadanos, agencias estatales y del condado y por todas las personas afectadas por el Proyecto 5. El derecho a presentar comentarios y objeciones orales y escritas, incluyendo el derecho a presentar comentarios escritos con respecto a Plan de Traslado y lograr que estos comentarios sean adjuntados al Plan cuando sea enviado a la Agencia para su aprobacibn 6. Cuando se hayan completado todas las revisiones, el Plan sera presentado a la Agencia para su adopci6n D. LA FECHA PROPUESTA PARA EL DESPLAZAMIENTO Y CIERRE DEL ESTACIONAMIENTO La fecha que se ha propuesto para el cierre del Estacionamiento y la conclusion del proceso de traslado es de Abril 1 hasta Junio 30 de 2004. E. COSTOS ESTIMADOS DE TRASLADO Y CIERRE DEL ESTACIONAMIENTO 31 76 . 168 La Agencia Para el Desarrollo de La Ciudad de La Quinta propone utilizar los fondos para viviendas con ingresos bajos y moderados. Los gastos estimados de ayuda de traslado y de mudanza asociados con el cierre del Estacionamiento son: ($3.3 MILLONES DE DOLARES) 32 7'7 169 33 78 l�� OVERLAND, PACIFIC & CUTLER, INC.- RESIDENTIAL INTERVIEW FORM CASE ID: PROJECT: AGENCY: CONSULTANT: OCCUPANT INFORMATION: DWELLING: MAJOR EVENTS: Claimants : Park Movemin Date: ! / Number of Bedrooms: Unit Movean Date: / ! Number of Bathrooms: Space #: First Offer! / MOBILE HOME: InitiallntervieAr. / Size: ft x ft UTILITIES PAID BY: Home Phone: Year: i Model: ❑ Ted ❑ Owner i Work Phone: Pad Rent: $ ❑ teFArttrid] Owner Social Sec. #: Tenant Monthly Rent $ M Tell I r: ❑ Owner OCCUPANCY STATUS: ❑ Rent ❑ Lease ❑ Mortgage ❑ Own (Clear) ❑ Have title to the Mobile Home MOBILE HOME TYPE: ❑ Single -Wide ❑ Double -wide ❑ Storage Shed ❑ Other ETHNICITY: ❑ White ❑ Hispanic ❑ Black ❑ Asian ❑ Other: PRIMARY LANGUAGE: ❑ English ❑ Spanish ❑ Other: OCCUPANT INFORMATION: PROPERTY/LOAN INFO (IF HOMEOWNER): ❑ Elderly Household ❑ Handicapped Household ❑ Fixed ❑ VariabMn TWeDther I ❑ Housing Assistance: $ ❑ Willing to Relocate from COA.I.ItIllity Principal Left: or Section 8? Yes No Date Loan Obtained: Area/Unit Preference: i SEPARATEFAMILY COMPOSITION (USE CASES) I � NAME (FIRST, LAST) SEX AGE MONTHLY INCOME j Name of Company i Occupation 1 M F $ 2 I M F 3 M F $ 11 M F $ 12 M F $ Income from other sources: NOTES: Marco 79 34 ►{ 35 AGENDA CATEGORY: BUSINESS SESSION: 02w- COUNCIL/RDA MEETING DATE: May 4, 2004 CONSENT CALENDAR: ITEM TITLE: Consideration of Community Services STUDY SESSION: Commission Work Plan for Fiscal Year 2004-05 PUBLIC HEARING: RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: Fiscal commitments will be minimal and based on projects undertaken by the Community Services Commission per the approved Work Plan. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The Community Services Commission, at its April 19, 2004 meeting, approved the. final draft of the .2004-05 Work Plan (Attachment 1) and is submitting the Work Plan for City Council consideration and approval. The tasks identified in the Work Plan have been revised to include working in conjunction with the Cultural Arts Commission on special events. This addition is provided in underscored text in Attachment 1. The Commission also would like to increase their knowledge of other services available to the residents by having presentations by agencies such as the Coachella Valley Vector Control District. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the Community Services Commission's 2004-05 Work Plan; or 173 2. Do not approve the Community Services Commission's 2004-05 Work Plan; or 3. Provide staff with alternative direction. ecfully subijnitted, IN ft 6-Horvitz, Community Services Director Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. Community Services Commission 2004-05 Work Plan i 02 I"14 COMMUNITY SERVICES COMMISSION PHILOSOPHY The general purpose of the Community Services. Commission is to encourage the development of a planned and orderly approach to the delivery of leisure and community services in the City. The objectives of the Commission are to: ♦ Serve in an advisory capacity to the City Council on identifying matters pertaining to recreation and community services ♦ Communicate the availability of services to citizens through both private 'and public resources to avoid duplication and conflict of effort ♦ To evaluate the effectiveness of services provided ASSIGNMENT ITEMS: PAGE Community Services/Recreation 2 Park Development 3 Liaison To The Community 4 Community Unity 5 Safety 6 Advisory Body To City Council 7 03 175 Task: Community Services/Recreation Completion Date: On -going Participants: Commissioners Suggested Resources: Leisure and Recreation Program Providers Steps To Completion Work with Community Services Director on community service issues Staff Time: One to two hours per month, depending on issues Fiscal Commitment: None Staff Role: Provide support and liaison to the City Council Council Role: Provide approval for Commission to fulfill this assignment Reference: Chapter 2.95.040 (a)(1): Analyze community service's program effectiveness and needs, and recommend comprehensive solutions; Chapter 2.95.040 (a)(8): Propose recreation and social programs; (14): Make recommendations to the City Council relating to the need for evaluation and planning of the community service delivery system; (18): Evaluate and make recommendations concerning existing services with regard to service overlap or gaps. Task: Park Development Completion Date: On -going Participants: Commissioners Suggested Resources: Park and Recreation Master Plan, La Quinta General Plan Steps To Completion: ♦ Review and comment on Parks and Recreation Master Plan annually ♦ Review Trails Master Plan ♦ Review proposed Park Development projects Staff Time: 2-10 hours per week Fiscal Commitment: Pursuant to projects Staff Role: Provide support and liaison to the City Council Council Role: Include the Commission in the design and development process, screening and selection of professional firms, and conduct public hearings. Review and consider Commission recommendations Reference: Chapter 2.95.040(a)(3):Prepare and maintain community services master plans; (5): Serve as a public forum and conduct public hearings for recreation and human services concerns; (1 1): Review individual park master plans for recommendation to City Council. 3 5 177 Task: Liaison To The Community Completion Date: On -going Participants: Commissioners Suggested Resources: Community Services Department Program Brochure, Chamber of Commerce Newsletter, Desert Sands Unified School District, other community agencies and organizations Steps To Completion: ♦ Monitor, review and promote recreation and leisure programs in La Quinta ♦ Attend: Mayor's Luncheon; Senior Center Functions; Chamber Functions; school board meetings, and other agency meetings ♦ Report on Commission actions, conduct public forums to gather opinion, upon Council approval Staff Time: One to two hours per month Fiscal Commitment: None Staff Role: Provide support and liaison to the City Council. Council Role: Provide Commission with specific methods as to how to best represent the Council. Reference: Chapter 2.95.040 (a)(12) Aid in coordinating the recreation services of other governmental agencies and volunteer organizations; (13) Make recommendations to the City Council on community issues. 4 �, Task: Community Unity Completion Date: On -going Participants: Commissioners Suggested Resources: Community Resources and Agencies Steps To Completion: ♦ Conduct Community Youth Workshop to gather input from the community regarding current programs ♦ Encourage participation in recreational, cultural, social, educational, health related and safety programs ♦ Conduct the Community Picnic and include the City Of La Quinta's "Birthday" Celebration the weekend closest to May 1 of each year ♦ Coordinate special events with the Cultural Arts Commission, such as the annual Tree Li Minn Ceremony Staff Time: 50-80 hours per event Fiscal Commitment: $1 r400 Staff Role: Provide support and liaison to the City Council. Council Role: Provide Commission with direction/comment Reference: Chapter 2.95.040 (a)(1 7):Foster mutual understanding and respect among racial, religious, cultural and nationality groups. 5 Task: Safety Completion Date: On -going Participants: Commissioners Suggested Resources: Cachet kits, brochures, pamphlets, ASTM Standard Consumer Safety Performance Specifications for Play Equipment for Public Use Steps To Completion: ♦ Encourage participation in American Red Cross, CVAG, LQ Fire Dept., Volunteers for Increased Public Safety (YIPS) and other local services ♦ Provide information to residents on available services b . increasinq Commission's knowledge of community resources such as the Coachella Valley Vector Control District .. _......_...._..._......................__._..m.__.........._........._...__._..._...._.... and other commun.i.ty safety or ani ations ♦ Provide Disaster Preparedness Information ♦ Promote safe facilities Staff Time: One to two hours per month Fiscal Commitment: None Staff Role: Advise Commission of meetings and provide support and liaison to the Community Safety Manager Council Role: Provide approval for Commission to fulfill this assignment Reference: Chapter 2.95.040 (a) (16): Encourage and promote understanding and cooperation between the public safety agencies and the residents 6 13� Task: Advisory Body to City Council Completion Date: On -going Participants: Commissioners Suggested Resources: To Be Determined Steps To Completion: ♦ Be actively involved in City issues and concerns ♦ Receive direction from City Council and take action as directed, accept assignments ♦ Maintain communication with the City Council ♦ Attend annual training workshops, schools and conferences to improve Commissioner performance ♦ Provide annual work plan for Council review, comment and approval ♦ Review grant opportunities and make recommendations for funding to the City Council Staff Time: 4-6 hours per month Fiscal Commitment: None Staff Role: Provide support and liaison to the City Council. Council Role: Provide Commission with specific direction as to how to better assist the Council. Provide opportunities to meet with Council through joint meetings. Reference: Chapter 2.95.020 (a): to serve as an advisory capacity to the City Council; 2.95.040 (a) (4) : receive and act on all assignments made by h 84 City. Council; 2.95.040 (a)(5) Serve as a public forum and conduct public hearings for recreation and human service concerns; 2.95.060 (C): The City Council shall periodically review the progress of the Commission; 2.95.040 (a)(2): Make recommendations to the City Council for research and solicitation of grants and donations. SACommunity Services\Community Services Commission\2004-05 Final Work Plan..doc 4 180 COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Consideration of the Purchase of an Inflatable Shell for the Civic Center Campus Amphitheater RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: .13 CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Dependent upon City Council direction, staff could include up to $14,000 for the purchase of an inflatable shell in the 2004-05 Community Services Department budget under Capital Improvements. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The Cultural Arts Commission (Commission) has been discussing improvements to the Civic Center Campus amphitheater for several months, and has gone so far as to have the architect that is redesigning the Palm Desert amphitheater make a preliminary presentation to the Commission regarding possible improvements to the Civic Center site. Minutes from previous Cultural Arts Commission meetings in which this project has been discussed are provided as Attachment 1. The Commission is fully aware that the City Council has not directed the Commission to undertake this project; however, the Commission believes that a shell at the amphitheater would greatly improve the acoustics of the site and would be more conducive to performing artists. After consideration of several options, which included a permanent structure over the amphitheater and a mobile stage with built-in lighting and a sound system, the Cultural Arts Commission is requesting City Council consideration of an inflatable 183 shell for the Civic Center Campus amphitheater. The Commission is not recommending a permanent structure over the amphitheater or mobile stage at this time due to the cost exceeding $100,000. Promotional material for the recommended inflatable shell is provided as Attachment 2. The Commission is recommending a 52' wide X 23'deep X 23' high shell to fit over the amphitheater. The amphitheater measures approximately 44 feet wide by 30 feet deep. The proposed cost, including shipping and tax, is $13,071. The Commission is not recommending a color at this time; however, the inflatable shell is available in 17 exterior colors and three interior colors. The inflatable shell would be used at the amphitheater for performing arts events such as concerts, plays and dance performances. A disadvantage to the inflatable shell is the obstruction of view from the sides of the audience area. The audience would need to be seated directly in front of the stage in order to see the performance. Seating to the side of the stage would not provide optimal viewing arrangements. Other options to providing better acoustics at the existing amphitheater could include renting an upgraded sound system with large speakers on the stage; renting a sound system that provides "surround sound" speakers located behind the audience as well as on the stage, or renting a mobile sound tent. The cost for these options range from $400 per day for the sound system with large speakers up to $1,000 per day for the enhanced speaker system and up to $2,000 per day for the enhanced sound system and and sound tent. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the purchase of an inflatable shell for the Civic Center Campus to be included in the Community Services Department Fiscal Year 2004-05 Budget; or 2. Do not approve the purchase of an inflatable shell for the Civic Center Campus to be included in the Community Services Department Fiscal Year 2004-05 Budget; or 3. Provide staff with alternative direction. C� 184 Respegtfully subrpitted, YV & orvitz, Comm ity Services Director Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Cultural Arts Commission Minutes from September 11, 2003, October 9, 2003, February 12, 2004 and unapproved Minutes from April 8, 2004 2. Inflatable Shell Information Cultural Arts Commission Meeting ATTACHMENT 1 September 11, 2003 Minutes - — -- Page 5. Commissioners reviewed the list of possible art locations throughout the community compiled by former Commission members. Chairperson Loudon invited Commissioners to recommend sites for artworks. Commissioner Reynolds suggested calling for art to upgrade the Civic Center Amphitheater similar to the City of Palm Desert's to make it adequate for future concerts. Commissioner Hemes pointed out that an architect would be needed for such a construction project. It was moved by Commissioner Reynolds/themes to recommend that the City Council bring in architects and or/ artists to give ideas on expansion of the amphitheater to make it suitable for concert in the park type events in the future. Unanimous. It was moved by Commissioner Hemes/Reynolds that the Silver Rock Ranch entrance site be considered for an art piece with the assistance of the RDA. Unanimous. J. Joint Meeting with Community Services Commission Commissioners discussed selection of a date for their requested joint meeting with the Community Services Commission to discuss entertainment for the annual holiday tree lighting event on Friday December 5, 2003. It was moved by Commissioners Reynolds/Hemes that the joint special meeting with the Community Services Commission be held at 7:00 PM on Monday, October 131h, to coincide with the regularly scheduled Community Services Commission meeting. Unanimous. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. La Quinta Court Landscape plan Director Horvitz updated Commissioners on the progress on the La Quinta Court landscaping project, reporting that the City Council approved the recommendations of the Commission at their August 5, 2003 meeting. The landscape architect, Ray Lopez Associates, has begun working on the construction documents, and the Public Works department staff is working on permission from Caltrans to change the color of the decomposed granite in the "pork chop" area of the site. B. RFP for Arch Sculpture Modification SACommunity Services\CAC\CACMIN.9.11.01doc s� o V Cultural Arts Commission Meeting October 9, 2003 Minutes Page 2. VI. BUSINESS ITEMS D. Amphitheater Improvements (This item was taken out of order.) Architects Reuel Young and Michael McAuliffe, of Interactive Design Corporation were invited by Commissioner Reynolds to give a presentation of the amphitheater project now underway that they designed for the City of Palm Desert Civic Center. The presentation included a slideshow of the $2.2Million project, featuring teflon-coated fabric roof segments. Following the slideshow, Commissioners discussed with architects the feasibility of creating a smaller venue for La Quintals Civic Center and expanding the project over time as the City's budget allows. Martin Langer, producer of the City's Fall Concert Series, commented that Commissioners should first determine what kind of facility is desired, and how it will be utilized. A. Veteran's Day Ceremony Commissioner Hemes reported he was unable to book the Marine Corps Band for the November 11 to Civic Center Veteran's Ceremony. Chairperson Loudon will contact and arrange for the La Quinta High School Marching Band to play for the ceremony on Veteran's Day. It was moved by Commissioners Hemes/Reynolds that the Commission will arrange for the marching band and commit to attend and assist with the Veteran's Day Ceremony on November 11 ti, from 1:00 to 3:00 PM. B. Tree Lighting Ceremony Director Horvitz informed Commissioners that the City Council, at its meeting of October 9t", considered the Commission's idea for a Holiday Parade to replace the traditional Tree Lighting Ceremony, and suggested that perhaps a parade can be added to the Commission's Work Plan for next year, with planning for the event to begin in July, 2004. For this year, the Council directed the Commission to assist with the Tree Lighting Ceremony on Friday, December 5" by arranging for and hosting the entertainment. After discussion by Commissioners, consensus was not to attend the Special Joint Meeting with the Community Services Commission scheduled for SACommunity Services\CAC\CACMIN.I0.09.03.doc Cultural Arts Commission Meeting February 12, 2004 Minutes Page 3. Commissioner Brodsky stated that he thinks the piece is a bargain at $15,000 and recommends the City purchase it. Commissioner Reynolds stated that the piece really must be relandscaped. It was moved by Commissioners Reynolds/Brodsky to recommend the City Council purchase the art piece "Solitude" from Mr. Kennedy and improve the landscaping around the piece to include lighting and a new plaque. Unanimous. VII. CORRESPONDENCE AND WRITTEN MATERIALS None Vill. COMMISSIONER ITEMS Commissioner Brodsky suggested the Commission write a letter of gratitude to Kathy Dunham for her work at Adams School in the after school art program sponsored by the La Quinta Arts Association. Staff was directed to write the letter for Commissioner Loudon's signature. Commissioner Loudon invited everyone to visit The Lodge in Rancho Mirage to view the bighorn sheep sculptures. Staff reported that the City Council approved the Commission's recommended locations for the sculptures at the La Quinta Park and the Senior Center. Commissioner Reynolds shared a picture of an amphitheater in Germany that she visited. Commissioner Gassman would like to see more dramatic arts included in performances offered by the City. Commissioner Brodsky stated that the City of Palm Springs has a portable stage that he thinks is perfect for performing arts. He also stated that the City of Yucca Valley has a portable stage that they rent for $550 for the first 3 hours and then $55 for each hour plus the cost of the staff and tow vehicle. After some discussion the Commission decided they would like to have the City Council consider modifying the existing amphitheater and perhaps getting a corporate sponsor for the amenity. The Commission asked that this be placed on the next agenda. Commissioner Reynolds shared that there will be an art show in Old Town on March 13 and invited all the Commissioners to attend. Commissioner Brodsky shared that the art gallery in Old Town is a very nice gallery. SACommunity Services\CAC\CACMIN.3.4.04.doc 133 r) Cultural Arts Commission Meeting April 8, 2004 Minutes Page 2. B. Concert Under the Stars Event The Commissioners will work the following assignments for the Concert Under the Stars event: Commissioner Gassman will arrive at the Senior Center at 3:30 p.m. to meet Nels and the Peanut Butter Cookies Band. Commissioner Brodsky will act as host for the Steel Drum Band and Electics Choir while Commissioner Reynolds will act as greeter and be responsible for handing out programs. Commissioner Loudon will assist with refreshments. All Commissioners will fill spots needed at the event. C. "The Letter" Art Piece Donation Commissioner Gassman stated that Ms. Moline who works for the Norman Rockwell Foundation would like to donate an original Norman Rockwell painting entitled "The Letter" to the City. According to Commissioner Gassman, the autheniticty of the art piece has been confirmed. Ms. Moline has requested that the piece be hung in a secure location in City Hall. The Commissioners viewed a video tape news piece that was produced by CNN about the discovery of this art piece. According to Commissioner Gassman, there may be shipping costs involved with this piece. After some discussion it was moved by Commissioners Gassman/Brodsky to recommend the City Council accept the donation of "The Letter" to be displayed at City Hall. Unanimous. D. Possible Amphitheater Improvements Commissioner Gassman stated the Commission has not received direction from the City Council to research amphitheater improvements and no budget has been established. She recommended starting with a small but effective commitment and is recommending the Commission consider the inflatable shell which would meet the needs for performers but would not obstruct the views of the campus. From the information provided, an acoustically balanced system could bring a professional element to the events. Commissioner Reynolds thinks the inflatable shell would discourage vandalism. She suggested perhaps Wayne McEvilly could perform as a fund raiser for the funds for the inflatable shell. Commissioner Gassman thought that selling bricks or stones as a fund raiser could take a very long time and thinks a concert would be a great fund raiser. It would also bring people to the Civic Center Campus and get them used to coming to the Campus for performances. SACommunity Services\CAC\CACMIN.4.8.04.doc , 7 .� 8 9 Cultural Arts Commission Meeting April 8, 2004 Minutes Page 3. Commissioner Brodsky recommended the recommendation be sent to the City Council and if approved, colors could be chosen. Commissioner Reynolds stated that Mr. McEvilly charges $400 per performance. It was moved by Commissioners Reynolds/Gassman to recommend for City Council consideration the large inflatable band shell be purchased for $13,000. Unanimous. E. Annual Work Plan Commissioner Loudon suggested a committee be formed to work on streamlining the annual work plan as she felt it is redundant in information. Commissioner Gassman asked that the standing events be provided in chart form so that the year is easily reviewed. Commissioner Reynolds would like to see the Cultural Arts Commission work more closely with the Community Services Commission in offering events, such as the holiday tree lighting ceremony. The Commission asked staff to provide a calendar of events for 2004-05 for the next Cultural Arts Commission meeting. After some discussion, the Commission recommended leaving the annual work plan "as is" as some felt it was as concise as it could be. VII. CORRESPONDENCE AND WRITTEN MATERIALS Coachella Valley Arts Alliance: The Commission was impressed with the event offered at The River by the Alliance. The Figurative Contemporary Art Gallery: The Commission discussed the planned art show for "Old Towne" and that it was cancelled due to the disagreement of location on the site. Vill. COMMISSIONER ITEMS Commissioner Reynolds stated that the La Quinta Arts Association would like to host an art show on the Civic Center Campus but some artists have expressed their concern that the last show was only for La Quinta artists or those that have a studio in La Quinta. SACommunity Services\CAC\CACMIN.4.8.04.doc 8 March 17, 2004 Ms. Dodie Horvitz City Of Laquinta Po Box 1504 La Quinta, CA 922531504 Dear Dodie, ATTACHMENT 2 PX WENGER CORPORATION 555 PARK DRIVE P.O. BOX 448 OWATONNA. MN' 55060-0448 TEL 507-455-4100 FAX 507-455-4258 Thank you for requesting information on our exciting, new Wenger Outdoor Inflatable Shell. As you had requested, I have enclosed information for your review. The Wenger Inflatable Shell is an impressive and festive centerpiece for any event! It is functional, fun and easy to set up in just minutes. It transports easily and comes in several sizes. The shell has been acoustically tested and proven to project more high frequency sound to an audience, providing a 1 to 4-db increase in reflected sound energy. For a music performance, that is comparable to doubling the size of the musical group! The 43' wide shell is priced under $10,000. If you have any questions on the Inflatable Shell, the Stagemobile or any of our Wenger products, please feel free to contact me at any time using the below information. I look forward to speaking with you soon! Sincerely, Dale Anhorn Project Sales Representative 800-326-8373 ext. 176 dale-Anhom@wengercorp.com Enhance any event in -an instant. The Inflatable Shell from Wenger is an impressive and festive centerpiece for any event. But the Inflatable Shell is as functional as it is fun because it's amazingly easy to transport and it sets -up in just minutes by as few as two people. The Inflatable Shell comes complete with everything you need to help make set-up fast, easy and secure. A quiet 3-speed air blower does it all in less than ten minutes. The fully inflated shell that is shown above measures over 43' ,(13m) wide and 21' (6m) in.height. Deflated, it fits compactly into a convenient carrying bag that's less than 5' in diameter! A larger model, measuring over 52' (16m) wide and 23' (7m) in height and a smaller model measuring 26' (8m) wide and 13' (4m) in height, is also available. Tie down ropes, guide ropes and ground anchors are included and provide exceptional stability withstanding winds up to 30 mph. The shell itself is composed of 100% Nylon with a polyurethane coated backing that's extremely durable and weather resistant. Built-in straps on the interior of the Inflatable Shell can be used to fasten banners, logos or anything else you can imagine. And, the Inflatable Shell has been acoustically tested and proven to project more high frequency sound to an audience, providing a 1 to 4 dB increase in reflected sound energy. For a music performance, that's comparable to doubling the size of the musical group! The Inflatable Shell from Wenger - as much fun as it is functional. WOM �' 1 s z ,1 a STAGEMOBILETm THE MOBILE SOLUTION THAT'S FAST AND AFFORDABLE. Now any standard pickup can take your stage anywhere you need it. New Stagemobile tows easily and sets up fast and in only a matter of minutes. Dances, concerts, festivals, ceremonies, rallies. With Stagemobile, you can stage them all — all by yourself. USAGE • A fully contained staging system that lets you stage events with ease anywhere on the road. SETUP • Folding design sets up in minutes. • Gas -assist springs for smooth, safe operation. • Built-in levelling jacks for fast levelling on any surface. • Adjustable legs provide solid deck support. CONSTRUCTION • Heavy-duty Wenger construction. • All -aluminum frame resists elements and is designed for long-term outside storage. i • Under -stage storage hauls equipment and gear and is available with optional closure panels for security. • Skid -resistant and UV -resistant deck surface. • Integral tiedown tracks anchor accessories during transit; snap -in covers conceal tracks during performances. • Optional canopy provides an attractive shelter and backdrop. • Optional skirting, guardrails, and stairways also available. • Custom fabric colors and graphics available for a unique look. Available sizes: 16' x 16' (4.9 m x 4.9 m) —requires single axle 16' x 20' (4.9 m x 6.1 m) —requires tandem axle 16' x 24' (4.9 m x 7.3 m) — requires tandem axle z 'max 'R� Tla �� y IT-2 JL. i i r'. �Y • .. i T .+' �.:.. �,..... - �-' yam. w w w. w e n g e r c o r p. c 0 The entire shell and tie down A 3-speed 110 volt air blower Ropes and ground anchors hold Air release pockets unzip to apparatus is included in a single motor operates quietly and the shell firmly in place and can speed,deflation. carrying bag that's less than 5' inflates the shell in less than ten withstand winds up to 30 mph. (153cm) in diameter. minutes. INFLATABLE SHELL SPECIFICATIONS: - Available in three sizes: 52' (16m) W x 23' (7m) D x 23' (7m) H, 210 lb. (951(g) 43.3' (13.2m) W x 21.6' (6m) D x 21.6' (6m) H,187 lb. (851(g) 26' (8m) W x 13' (4m) D x 13' (4m) in height, 77 lb. (351(g) . - All models include a 3-Speed Air Blower. 52-feet wide:1 Horsepower, 1 10VAC, MHz, 8.5 ampere, 800 watt 1625rpm motor 37 lb (16.81(g). 43.34eet wide: 3/4 Horsepower,110VAC, MHz,10.3 ampere, 960 wat41075rpm motor 36 lb 116.31(g►. 26-feet wide:1/2 Horsepower, 110VAC, 60Hz, 5 ampere, 490 watt,1075rpm motor 35 lb (15.91(g). - All air blower components comply with UL and CSA standards. - Meets or exceeds all International ISO Standards. - Convenient carrying bag that's less that 5' (153cm) in diameter holds all tie -down apparatus. o Two people can deploy and anchor in less than 30 minutes. Four main guide ropes and multiple tie -down ropes around the perimeter of the shell provide exceptional stability and safety. - Includes enclosure straps throughout shell interior for hanging banners, logos and other items. Shell is composed of 100% Nylon with polyurethane coating on the outside surface. o Shell fabric is weather resistant and water proof. Extra long ground anchors secure shell and withstand winds up to 30 mph (48kmlhr) when anchored in accordance with the owner's manual. o Acoustically tested to improve sound projection -1 to 4 dB increaseyn the reflected sound energy from 1 k Hz to 20k Hz. o Air release pockets unzip to speed deflation. - Standard colors are carnival exterior with white interior or solid blue exterior with silver interior. Optional colors and color combinations are also available. WENGER CORPORATION 555 Park Drive, P.O. Box 448 Owatonna, MN 550604" UNITED STATES Phone:1-800-733-0393 Fax 1-507-455-4258 Customer Service:1-800-887-7145 CENTRAL CANADA Phone:1-800-268-0148 Fax 1-416-754-3996 WESTERN CANADA Phone:1-B77-990-4040 Fax:1-416-754-3996 aubEc AND EASTERN CAwwA Phone:1-800-411-5600 Fax:1-416-754-3996 WORLDWIDE Phone: 1-507-455-4100 Fax:1-507-444-0685 WEe SM www.wengercorp.com 4 J� r 1 02DO3 Wenger Corporation Customer Quotation Prepared for: Ms. Dodie Horvitz City of LaQuinta PO Box 1504 La Quinta, CA 92253-1.504 Date: 3/17/2004 Regarding: Wenger Inflatable Shell wpqpx 555 Park Drive P.O. Box 448 Owatonna, Mn. 55060-0448 Item Description _Qty Unit Price 091A105 SHELL SET,LG INFLATABLE,BL/WH 1 11,672.50 Total Product Charge Tax Charge - Freight/Handling Charge -Total Charge 091A155 SHELL SET,MED INFLATABLE,BL/WH 1 9,642.50 Total Product Charge Tax Charge Freight/Handling Charge Total Charge 091A225 SHELL SET,SM INFLATABLE,CN/WH 1 6,090.00 Total Product Charge Tax Charge Freight/Handling Charge Total Charge Inflatable available in 17 exterior colors & three internal colors. Part numbers may change depending on the colors ordered. Dodie, Thanks again for your call. Please let me know how else that I can be of assistance! Sincerely,. Dale Anhorn Page 1 Price 11,672.50 ------------- 11,672.50 927.24 471.00 13,070.74 9,642.50 9,642.50 766.04 421.00 10,829.54 - 6,090.00 ------------- 6,090.00 483.82 282.00 6,855.82 Quotation effective for 30 days only. Submitted by: Delivery within: Tax: Dale Anhorn Terms: NET 30 Sales Representative F.O.B.Point: Phone: 800-326-8373 Ext: 176 13 Fax: 507-44.6-0349 ., Q 411346 C00450190 Email: dale.anhorn@wengercorp.com 1:,�J COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Consideration of a Temporary Art Donation and Acceptance Agreement with Mary Moline for an Original Norman Rockwell Painting RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: None. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: The Cultural Arts Commission (Commission) was approached by Mary Moline, via Commissioner Andrea Gassman, regarding the donation to the City of La Quinta of an original painting by Norman Rockwell entitled "The Letter". The Commission considered the donation at their April 8, 2004 meeting. After some discussion, the Commission agreed to forward a recommendation that the City Council accept the donation of the original painting, with the stipulation that the painting be placed in a secure location in City Hall. Attachment 1 provides a rendering of the painting, as well as documentation on the history of the painting. After the April 8, 2004 Cultural Arts Commission meeting, Commissioner Gassman informed staff that Ms. Moline has changed her donation of the painting to a loan of the painting for one year, again with the stipulation that the painting be placed in a secure location in City Hall. According to Commissioner Gassman, the authenticity of the painting has been verified by professionals. I9 Attachment 2 provides the City's Temporary Loan Agreement for the loan of art between Ms. Moline and the City. Should the City Council agree to the temporary loan of "The Letter" painting, additional staff and Commission time would be required to properly display and promote the loan of the painting to the City. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the Temporary Art Donation and Acceptance Agreement with Ms. Mary Moline for the original Norman Rockwell painting entitled "The Letter" for a period of one year; or 2. Do not approve the Temporary Art Donation and Acceptance Agreement with Ms. Mary Moline for the original Norman Rockwell painting entitled "The Letter" for a period of one year; or 3. Provide staff with alternative direction. Respectfully submitted, orvitz, ComrNunity Services Director Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. "The Letter" Rendering and History 2. Temporary Art Donation and Acceptance Agreement 02 197 WHAT"S YOUR ROCKWELL WORTH? Page 1 of 2 F ti. © The Letter ,kqltorman -(Pocfcweff Coffectimes (()a[ue wide 6y gkary gkoline first qntemet Edition hffp://www.rockwellart.com/tesVintro.htxnl 3 The Letter A personal moment of loneliness from a man who preferred to paint life from the perspective of the sunny side of the street. Dedicated to Thomas Rockwell �J95 4 Documentation This gift book is a special, presentation to celebrate the unique discovery and first exclusive prin Ling, on silk giclee, of the 1926 painting, 7he letter, by Norman Rockwell, 723E LETT K, in 11mi ted edition prints of 500 copies, world-wide, is signed in the plate and accompanied with a letter of authea c.Taaon, numbered arrd signed by copyright alld physical owner- of the painting, and publisher of the giclee priffts affd author of this boaA; Mary- Afalirte, MgrmaH Rbc*wefl Historian. June 2002. 5 Published by Mary Moline Books P.O. Box 14444 South Lake Tahoe, CA 96151 Copyrigf2 t c 2002 Mary Moffne First Edition printed in the United States of America. ALL RLGHZS REM? EA Including the right to reproduce i is book or portions there of in any form whatsoever. ISBN: 0-913444-17-0 Page 5 & 6 remain blank 0 The First Half of "The Letter" When my lawyer learned I had discovered an unpublished, unknown, original Norman Rockwell painting, be said, "Although .he's been gone since 1978, and after all the great hooks and dolls you created that promoted Iiis art, it s about time Norman Rockwell did something nice for you." His response surprised me, because I never thought I was doing any&ing to help Mr. Rockwell, just loved Y is woriz. In my opinion he was, after all, heir apparent to the throne of most loved of American artists. I 1--i st began'to appyec a*.e MT.'Rvd&-welys w+L a+. e age ul ten when I delivered the Saturday Evening Post to subscribers in the West Virginia Hills, near Morgantown. That love affair fattowed me into adulthood. [t wu lave at first .sight, and it continues. I've never stopped researching the man and his art, not even after recognition for my efforts with a notation in one of author, Thomas Rockwell's books, when he referred to me as, "The first and best Norman Rockwell scholar." Look ng back to the day f purchased the unrecorded, unknown painting, I named, "The Letter," I felt somewhat in awe to have found an original piece of art so personal and revealing of the reclusive Rock -well's first marriage. It wasn't the new ownership that created the euphoria; it was the process of the discovery, the revelation of the painting's existence. The d eb ca ter innocent, unearthing of a treasure that contained a provocative, poignant, very private glimpse into Mr. Rockwell's personal life is what l saw in the painting that made the, r 8 3 7 experience awesome. It was a moment not unlike that of a diver when he discovers a relic, long buried in the shifting sands of the sea. On December 3, 1989, while I was in the process of researching my seventh book on the subject of the reprod u.cti ons of Mr.. Rockwell's art, J discovered an unopened letter, from. the "Rue de Lamar Gallery," Austin,'T'exas. 7 be aged envelope was postmarked, September 19, 1978. I looked at the date in disbelief. I had not .seen the envelope before. I turned it over and over; surprised it could have been in my possession for eleven years, and never opened. I paused before I opened the envelope, and tried to recall -whert l was on September 1g,1g7 S..'Yhe answ e r -vas easy. I had just moved into my new home in the marina in San Francisco, away from a twenty-two year marriage. In my own truan-Lent of darkness,, i didn't open a lot of nail forwarded to me in those days. I often slipped unwanted reminders of my past into books, to. be opened later. his fate would have it ... eleven years later., but fate wasn't finished with "The Letter" or me. f continued to five in that home in San Francisco throughout the eleven years until an earthquake in 1989 shook it to the point of collapse. A few days after the earthquake, I was permitted to retuni to the leaning building for fifteen minutes to retrieve small items and important papers. Among the papers and books I carried away, that day, was the book that had secreted The letter all those years As I looked back upon the moment I found the envelope, I realized the magical experience was etched in my mind. I vividl,v recalled sitting on the floor of my empty, temporar�v home to open the envelope. Inside I found a one -page letter and two yellowing photographs. 'foie handwritten letter dated Sept. 18,, 19 7 8,, stated, "I am enclosing two photographs of an oil ill us tra t ion painted by Norman Rockwell, possibly as far back as thirty-five to forty years ago. Do you know of any reproductions of this? ff so I'd be very interested in purchasing �, 8 it. Have you seen or do you know this picture in any of your books? If so, please call me collect at area code 512-451-4822. I r+VI In turn seii ' a cbec* for 6e track; repr duct afi or what ever. Thank you kindly.. Sincerely yours, Mrs. M. McCarthey, Rue de Lamar Gallery, Austin, Texas." 7 examined the photos in the warm sunlight; and knew instantly, only Rockwell could create the pathos of such a lonely man, with a cat, dirty dishes, a forlorn face and a very legible letter. There was no doubt that it was indeed a signed, very old, Norman Rockwell oil, on canvas, but a "Rockwell I had never seen in my lifetime of examining Rockwell paintings. A painting unlike any other, because this was about Him. I had to remind myself, I was the author of the NORMAN R�OCKWEII ENCYCW?EDIA, the lint chTunologi Yisldng, with thousands of photos of all known published works of the artist. The research for that book required more than six years of devoted, eye straining effort and H undreds of trips to ltbraxy basements around the world; in search of magazine illustrations and .advertisements. fn the early 1170's there were precious few card catalog references to Norman Rockwell. Was it coincidence that the year my book, the first. cataloging of Mr. Rockwell"s work, The 1VTorman Rockwell Encyclopedia, was published, by the "Saturday Evening Posh" the same year Mr. Rockwell died; and, at the same time I received the message of the eidstence of his unk-flown Rockwell work of art? There is a word for such happenings; was this serendipity, coincidence or was my attorney right? My immediate reaction was to call the owner of the Rue de Lamar Gallery in Austin, to apologize for not responding sooner. I gave no consideration to the eleven years that had passed. I dialed the number on the letterhead. Gallery at this number." The excitement drained from my 'body. l felt sad. Perhaps the voice on the other end realized my disappointment. "What's the name of the person you're trying to locate? Maybe they'Ye still in the a-fea. Y11 look tine -number up IcT you up ICT YOU." r) �5 10 0 I gave him the name of the lady who had written the letter, and sure enough, she was still. listed. I dialed her number and she answered the telephone. I told her who I was and why- I was calling. She knew who I was. She seemed a tad upset. She confessed to going through great effort to locate me. "I needed to know, eleven ,years ago, what a Rockwell. painting was worth." She told me. 1 offered my apologies. She spoke of her husban&s death and the subsequent closing of the gallery. We laughed at the turn of events. Then she abruptly changed her tone and asked if she could return my call. I "assured her, "It's not necessary to call me back. I just wanted to let you know I was sorry I lost your letter for eleven years." She insisted I give her my number so she could cah me back. To my surprise, she did call back. "I couldn't talk with you. because there was someone here and I didn't want them to know about the- painting. L need to taX with you, now, becamse it's important for you to know I trust you, and want to tell you that f still have the painting. Would you rike to buy it?' She surprised me; or., perhaps I surprised myself when I realized that as much as I loved Norman Rockwell's work, I had honestly never wanted to possess ft. Beep, down, in my heart of hearts, I knew I would never be able to afford an original Rockwell. Those were the words I heard myself expressing to the lady on the telephone. She must have sensed my hesitation; she began to cry, "I have just had open-heart surgery. The doctors are demanding to be paid, and J need money, now." She told me she had very little money, but she did have some fine paintings left after closing the gallery. The amount she wanted for the Rockwell was reasonable, but I still hesitated. I simply had just never, ever, contemplated owning an original Rockwell painting. Such a purchase, in my mind, was akin to getting married: a commitment. As gently as I could, I told her, :'I will have to think it over." When she sobbed, "I will accept payments if you dud x have the money now." I felt burdened. I assured her it wasn't the 10 price of the painting that made me hesitate. I tried to explain to her that it was just something I had never, in my wildest dreams imagined I would ever be able to afford. I told bier. "I'll make some calls to see if any of my friends would like to buy it. I'll call you back in an hour." I sa t on th e n oor an d studs ed th a snapsh ot& Th a pain ting was indeed a Rockwell, a very, very, early Rockwell. I looked at the clock. It was too late to. call the Norman Rockwell Museum in Stockbridge, Massachusetts. I thought they might want to buy the painting because of its uniqueness, but then reasoned they would probably have to have a lot of meetings and discussions and appraisals and time -wasting delays. The lady in Austin needed the money now. Next I called Mike Quit in Cwnb ria, i-xst UP oldI1iighwvay One a few miles. He owned 'a popular fine art gallery that specialized in Norman Rockwell original art. He did not answer his t�tephane. I paced the floor and imagined I had bought the painting, What f realized during the soul-searching was that this windfall made me feel as though I had become involved in a taunting temptation. I didn't feel right about it. It seemed as though I was taking advantage of a desperate situation. f tried to examine my true feelings, and the reason for my hesitation. I kept asking myself, "Why me, why now, just when my life has fallen apart?" Finally, I concluded: luded If the pain Ling hadi 't been dropped into my lap, I never would have sought it out. I do believe there is no such thing as an accident. Things do have a way of happening for a reason I began to change my mind. I reasoned that the unopened envelope was misplaced for eleven years, because I could not have afforded the painting in 1978. I could afford it now, in 1989; or, I argued with myself; I was being given a second chance. I telephoned the lady. 'Yve decided to fly down to Austin in the morning and examine the painting. If it's in good condition, I will buy it. She wept. 'fine sang sbb' -'ng silence was broken -when she offered, "It won't be necessary for you to fly all the way down - V 12 here. The painting is in a sturdy wooden carrying case. I'll have it put on an airplane tomorrow morning; you will have it tomorrow afternoon. " I felt reassured when she mentioned the wooden carrying case. Mr. Rockwell was known to carry his work down to the "Saturday Evening Post" in such a wooden. rase with th .a carrying handle. J didn't say anything. As J tried to imagine the legal details of the important transaction, my mind whirred-. Then she added. "If you like the painting, and I know you will, you can send me a cashier's check for the amount we agreed. "'As planned, the large, flat wooden case witYi a metal carrying handle arrived at the airport. Within hours of opening the case I wired the trusting woman the full payment. A few days later I Y-ecel-ved a bill of sale and a bundle of documents. The papers included an official appraisal by a lettered member of the International Institute of Valuers, dated 13MSS (9/ 13/ 1985.1 and the name of the auction house, in New York City, Teppers Auction House where the painting was auctioned in 1978, the year Mr. Rockwell died. f felt as though f had discovered a lost child and had returned him to his parents, but in reality whoever held the painting closeted all those ,years perhaps now felt free enough to sec the painting free. ] finally reached Mike Duff, who upon seeing the painting, shook his head from side to side and repeated, "I can't believe it. I can't believe it! I can't believe I am witnessing this moment of Rockwell history. Ti hen he told me, "I knew there was a lady in Texas who had a Rockwell for sale,, but I never followed up on her. If I had, I would be the lucky owner of this fabulous. -work of cart. today:' Because I could no longer live in my earth -quaked home in San Francisco, I had already made plans to travel by freighter, to an island cuff the coast of kustralia to write a. novel. My pL-m was to travel to Tasmania, but the painting needed looking after, ft required insurance, security, and a home with temperature controls. It too needed roots., and because of the earthquake my roots had been badly shaken. 12 Mike Cluff offered to place the painting on display in his secure gallery vault. The newspapers wrote about the discovery. The television crews photographed the canvas with its forlorn story in oil. It was December 1989. CNN came to the Cambria gallery to film the `finding' as a special Christmas Srr�ry, `A New Jockwell, `Tbe .L errer'. CNN was intrigued with the painting's discovery. The special story was shown around the world and repeated over and over between.1990 and 1991. Hundreds of Rockwell enthusiasts and collectors made the trip up the California Coast to view the celebrated dtscavexy. I sailed to Tasmania, wrote the novel, and by accident, caught a CNN repeat, of the Christmas special white f waited for my flight home at the airport in Auckland., New Zealand,., on any return, four months later. The entire episode could have been a dream, but it wasn't. Now, I want to tell you the rest of the story. 13 Part Two The Rest of the Story Until now I have purposely not filled your imagination with visions of the painting. The Ji]] ustra ti on,according to Norman Rockwell's own words, will speak for itself. This is an art historian's interpretation of how the painting served to help Norman Rockwell over come a painful moment in his ,young life. `the Letter is signed within the body in the upper right hand corner, in block letters. Rockwell often changed his signature because he couldn't decide what his signature should look like. He 'varied seyeral signava-f-es and often vaYied his signings. MT Rockwell was known to fuss a lot about the way he signed or didn't sign his work. As he matured, he settled into using a full block print, but sometit es deviated into a script, initials, no signature, or in some of his earliest pieces; he included a "P" for Percevel, his middle name. Sometimes Rockwelf stacked the letters in blocks along the right edge, or printed his name backward; as he matured, his running script was most often used. As is typical to the artist, several discolored white passages exist in the composition. One such area over the "sink," under ultraviolet examination, appears to over paint a previously - painted bottle, and other items. This was disclosed by the Williamstown Conservatory in Massachusetts, famous for restoring museum quality R ockwell's that -revealed the 210 115 existence of previously aborted attempts underneath the present painting. The wood frame, over which the delicate canvas was sx- etched, is -very old pine. Its size is 43 inches by thirty-two inches. The painting was abused. and unframed and showed little indication that it ever spent r uch. time in the ttght of day. In his autobiography, as - told to his son, author, Thomas Rockweff, Norman revealed that in the faff of 1916, he was stfff living in the Edgewood Hall Boarding, House with his fathers mother and brother, Jarvis. His mother had been sick most of her Iffe, so ffvfng at the boarding house made ft easier on the family. The boarding house and Norman's studio were situated in New Rochelle, New Fork, not far from the city. Norman became smitten with a young lady who also lived at the boarding house. At this time in his life, Norman would have been about twenty-one. The girl's name was Irene O'Connor, and she taught school. 1916 was a very important year in the development of both Norman and his career. It was the year he talked himself into renting a two -sink studio, "an absolute necessity," according to leis own story. The change in studio prompted a change in style for Norman. He decided that perhaps he did sign his name too big, and that die vas going to stop painting ilttie 'buys and pnxppry dogs. He was going to paint real adults in adult situations. He believed he had out -grown the painting of little kids and Christmas cards. Ensconced in his new studio, the budding `prince of art' wasn't doing so weft. He dfd not have the money to pay for adult models. His work suffered. One day, a good friend, Clyde Forsythe, asked to share a corner of Norman's larger two -sink studio for drawing hi,s popular daily comic strip, "Axel and Flooey." Norman wasn't too happy about the idea, but because of their long and close friendship, he agreed to allow Forsythe to work in a small section of the studio for up to three hours a day. The 11 �o 15 familiarity allowed Forsythe to point out Norman's talent and shortcomings. After ma tching Norman turn a beau tifui girl in to a nicer looking woman on canvas, Clyde Forsythe suggested Rockwell go back to painting little boys and puppies, and that he take his puppy pictures d own . to the "Saturday Evening Post." Norman was upset with Forsythe, but he thought about Torsythe's idea. One clay he got to dlinldn' g about some of the .things he had stored around the studio. He got them out and worked up four or five paintings of little boys getting into mischief. Ile took hose paintings down to the 'Post " 7f o Norman's surprise, the editor of the "Post" accepted two finished paintings and then okayed three sketches for future Post covens at a -whopping price of sevens -Virve doll -an lu r each cover. Selling two covers to the "Post" made Norman feel real good, sa good, he figured that an the- kind of money he would be making, he could well afford a wife. o, what did he do7 He asked Irene O'Connor to marry him. They were married in 1916, and moved into a boxy little flat not too far from Norman's studio. "Not one week passed`', according. to Norman's own reporting, before his bride returned to her parent's home. Norman must have felt pretty low. The dishes piled up in the one faucet sink, a goad clue to the age of the painting. Even the kitten, sitting on the red and white checkered tablecloth, looked forlorn. Although Mh Rockwell was known to place a cloud like background around many of his early subjects, the subdued colors and the horizontal composition were clues that the piece was never intended to find its way onto a magazine cover. The unique signature chiseled above the sink in bold, block letters, almost lost amid the clutter, revealed Rockwell` s need to confront his agony, by capturing on canvas, proof of his abandoned, sorry state. 'typical of his -work, -vas the consisten tale 4taie -vignette tine artist had captured, on canvas, something that had gone �1: 17 before, but this time it was his story, not something he made up. Several days after the bride left, Norman received a letter from her. Irene wrote, "Auntie and Uncle came to visit and took us to lunch. I'm having such a good time, I think I will stay another week" There was a postscript, "P.S. Don't forget to feed the .cat, and send more money: Norman's own practiced clear, bold script becomes the provenance of the painting. The signature in the piece, attributed to his wife, whose name was Irene; is signed by "Nora"., the first three letters of his own name. Of that particular moment in his life, Rockwell wrote in his a-axtobiog-raphy "'One -week g ler -ve -were married, gene I&L to visit her parents in Potsdam, New York, for two months, leaving me alone in the dingy third -floor apartment we'd rented in New Rochelle, Four ,lays after she left, t discovered cockroaches in the icebox. She came back after two months and the marriage tasted fourteen years. ft wasn't particularly unhappy; but it certainly didn't have any of the warmth and love of a real marriage." fs it any wonder the pain the artist suffered would surface from his fingertips? It is all there, in the painting: including the pitiful kitten seeking milk from a stack of empty saucers on top of the table crowded with dirty dishes, and the one faucet sink filled with pots and pans. The crowning touch, his feet up on the table, was Rockwell's studio -mate and model, Clyde Forsythe.. As he assumed the chara c ter of Norman Rockwell,, Himself. Forsythe leaned back in the chair, eyes closed, with. Norman's pipe in hand, and a three clay growth of beard, holding the letter of rejection, replete in pink ruffled apron, playing the part of the newly abandoned, husband, a forlorn sight, indeed Another discovery by the ultra violet light examination at the Williamstown Conservatory was the revelation of three I-arge fiingerpints gYasping ine top edge of sae paivdi mg -while the painting was still quite wet. 0 4.13 17 When Norman included the contents of his wife, Irene's letter, and its postmarked envelope onto the canvas, he didn't include Irene's signature; instead, in oil, he signed the letter from, "Nora,"- the first three letters of his own name. Norman's handwriting is as impeccable as was his ability to paint. The entire letter is q W to readable on the ranva & It was obvious Norman Rockwell felt pretty sorry for himself and 1171s marriage; so sorry, .after a few failed attempts or failed starts, he poured his feelings onto the canvas. Is it any wonder his introspection was hidden for almost sixty years, not to reappear until after his death? 'The facts would suggest so. The End 2002 214 '9 ATTACHMENT 2 TEMPORARY ART DONATION AND ACCEPTANCE AGREEMENT This Temporary Donation and Acceptance Agreement (the "Agreement") is entered into this 4th day of May 2004, by and between the City of La Quinta ("City') and Mary Moline ("Donor"). WHEREAS, the City wishes to accept and the Donor wishes to donate on a temporary basis an artwork more fully described in Exhibit "A" attached hereto and incorporated herein by this reference; and, WHEREAS, the City desires to increase public awareness and exposure to the arts in a cost effective manner for the general welfare and benefit of the City's residents; and, WHEREAS, the Donor is interested in making the temporary donation to the City to be displayed at the City's discretion. NOW, THEREFORE, the parties hereto agree as follows: 1. The City shall accept the temporary donation of the artwork described in Exhibit "A" for a period of one year, effective May 17, 2004. 2. Donor agrees that the City shall have sole and absolute determination as to the location and placement of the artwork. In the event Donor does not approve of the proposed location this Agreement may be canceled. 3. All transportation and installation costs for display at the City's identified location shall be borne by the Donor. All plans and installations for the artwork shall be approved by the appropriate City and/or other government officials. 4. Donor shall provide City with written instructions for appropriate maintenance and preservation of the artwork and shall either provide such service to the City or provide sufficient funds to provide for that service during the period of the donation. 5. Donor agrees that the entire risk of loss or damage to the artwork is borne by the Donor throughout the entire period of the donation as well as installation and removal costs. Donor shall provide for all insurance covering the risk of loss or damage to the artwork. 6. In the event that the City determines, at its sole discretion, that it no longer desires to display the artwork, then this Agreement may be terminated upon a thirty (30) days notice and the artwork shall be removed by the Donor at no cost to City within thirty (30) days of the Notice of Termination by the City. City shall have the right to dispose of any artwork which has not been removed pursuant to the Notice under this paragraph, or within 30 days after the S:\Community Services\TEMP Art Program\Moline Agreement..doc ) J Temporary Donation and Acceptance Agreement expiration of the donation period where no early termination notice is provided. Such failure to remove the artwork shall be deemed to transfer the temporary donation into a permanent donation with the City obtaining full title to the artwork. 7. The Artist shall retain all rights under the Copyright Act of 1976,17 U.S.C. Sections 101 et se ., and all other rights in and to the Artwork except ownership and possession, except as such rights are limited by this Agreement. 8. A plaque identifying the Donor and/or artist shall be installed and maintained near the artwork, by the City. 9. This Agreement, consisting of 6 pages and 1 exhibit, embodies the entire Agreement and understanding between the parties hereto, and there are no other agreements and understandings, oral or written, with reference to the subject matter hereof that. are not merged herein and superseded hereby, except as. set forth hereinabove. 10. No alteration, change or modification of the terms of the Agreement shall be valid unless made in writing and signed by each party hereto and approved by appropriate action of the City. 11. No waiver of performance by either party shall be construed as or operate as a waiver of any subsequent default of any terms, covenants and conditions of this Agreement. 12. This Agreement, 'regardless of where executed or performed, shall be governed by and construed in accordance with the laws of the State of California. 13. In addition to any other rights or remedies and subject to the restrictions otherwise set forth in this Agreement, either party may institute legal action to seek specific performance of the terms of this Agreement, to recover damages, or to obtain any other remedy, at law or in equity, consistent with the purpose of this Agreement. Such legal actions must be .instituted in the Superior Courtof the. County of Riverside, in an appropriate Riverside County municipal court, or in the Federal District Court in the district of California which includes Riverside County. 14. If any party to this Agreement brings a legal action or proceeding against another party, to enforce the provisions of this Agreement, or on account of a claim or dispute arising out of this Agreement, then the prevailing party in such arbitration or legal action or proceeding shall be entitled to reimbursement by the other party of the legal fees' and costs, including reasonable attorney fees, incurred by the prevailing party in connection with the legal action or proceeding. 15. This Agreement shall be binding upon and shall inure to the benefit of the City and the Donor, and their respective heirs, personal representatives, successors and permitted assigns. 16. A11 notices, requests, demands and other communications which are required or permitted to S:\Community Services\TEMP Art Program\Moline Agreement..doc 1 Temporary Donation and Acceptance Agreement be given under this Agreement shall be in writing and shall be deemed to have been duly given upon the delivery or receipt thereof, as the case may be, if delivered personally orsent by registered or certified mail, returned receipt requested, postage prepaid, as follows: a. if to the City, to: City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Attention: Community Services Director b. if to the Donor, to: Mary Moline P.O. Box 14444 South Lake Tahoe, CA 96151 17. With respect to acts, errors or omissions in the performance of Donor's obligations hereunder, Donor agrees to indemnify and hold harmless the City and its officers, agents, employees, and representatives from and against any and all claims, demands, defense costs, liability or consequential damage of any kind or nature arising out of Donor's (including its subcontractors, agents, employees, assigns or licensees) negligent and/or willful acts, errors or omissions, in the performance of Donor's obligations under this Agreement. 18. With respect to acts, errors or omissions in the performance of the City's obligations hereunder, the City agrees to indemnify and hold harmless Donor from and against any and all claims, demands, defense costs, liability or consequential damages of any kind or nature arising out of the City's (including its contractors') negligent and/or willful acts, errors or omissions in the performance of the City's obligations under this Agreement. The foregoing indemnities shall be in effect without regard to the maintenance of insurance coverage for any such loss, costs, claims, damages or expenses. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first written* below. Date CITY: CITY OF LA QUINTA, a California municipal corporation 0 9? "17 S:\Community Services\TEMP Art Program\Moiine Agreement..doc 4. Temporary Donation and Acceptance Agreement ATTEST: JUNE GREEK, City Clerk City of La Quinta, California APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California Date DON ADOLPH, Mayor City of La Quinta, California DONOR: "Donor" S:\Community Services\TEMP Art Program\Moline Agreement..doc 218 23 Temporary Donation and Acceptance Agreement EXHIBIT "A" DESCRIPTION OF ARTWORK An original Norman Rockwell painting entitled "The Letter" will be fully described and photographed for the final executed Agreement. 0 `' 4 4W i ,R-\Community Services\TFMP Art Provram\Moline Avreement-doe a'1 � 5 OF �9w COUNCIL/RDA MEETING DATE: May 4, 2004 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: Consideration of Selection of a Voting CONSENT CALENDAR: Delegate to the League of California Cities Special General Assembly Meeting — May 13, 2004 STUDY SESSION: PUBLIC HEARING: RECOMMENDATION: Approve the selection of a voting delegate for a Special Meeting of the League of California Cities General Assembly to be held May 13, 2004. FISCAL IMPLICATIONS: None. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The League of California Cities has called a Special Meeting of the General Assembly on May 13, 2004 at the Grand Ballroom at 1215 J Street, beginning at 8:30 a.m. The purpose of the meeting is to brief the. membership on the status of the Local Taxpayers and Public Safety Protection Act and the proposed alternative that may be recommended by Governor Arnold Schwarzenegger that would provide similar or better protection of local revenues in exchange for a two-year contribution by local governments to solving the state's budget crisis. The League bylaws state, "Any official of a Member City may, with the approval of the City Council, be designated as the City's designated voting delegate or alternate delegate to any League meeting." Each Member City is urged to attend this special meeting, to select a delegate, and to notify the League of its selection by May 11, 2004. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the selection of a voting delegate for the League of California Cities Special General Assembly Meeting; or 2. Do not approve the selection of a voting delegate for the League of California Cities Special General Assembly Meeting; or 3.. Provide staff with alternative direction. Respectfully submitted, June S. Gr ek, City Clerk Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. League of California Cities Memorandum dated April 28, 2004 2 760 777 7101 Thomas Ge ATTACHMENT 1 1400 K Street, Suite 400 a Sacramento, California 95814 Phone: 916.658.8200 Fax: 916.658.8240 www.cacities.org By Facsimile; Hardcopy to Follow By US Mail April 28, 2004 To: The Honorable Mayor and City Council From: Ron Loveridge, League President, Mayor, Riverside Re: NOTICE OF GENERAL ASSEMBLY MEETING Thursday, MAY 13, 8:30 a.m. DURING LOCAL LEGISLATIVE ACTION DAYS (May 12-13) Request for Designation of Voting Delegate The League Board of Directors has called a special meeting of the General Assembly of the League on Thursday, May 13, 2004 at the Grand Ballroom at 1216 J Street (across the street from the Sheraton) beginning at 8:30 a.m., (breakfast will be available beginning at 8:00 a.m.) in connection with LOCAL Legislative Action Days. The purpose of this special meeting is to brief the membership on the status of the Local Taxpayers and Public Safety Protection Act and the proposed alternative that may be recommended by Governor Arnold Schwarzenegger that would provide similar or better protection of local revenues in exchange for a two-year contribution by local governments to solving the state's budget crisis. As details on the proposal become clearer in the weeks ahead, the League hopes to schedule conference calls at which members can ask questions about the proposal. At the special meeting each city's delegate will be able to vote on any items that require formal action. At this time, there is not a proposed resolution, but one is expected to be developed and will be sent prior to the meeting. Each city has one vote at any League membership meeting (per the League's voting procedures). Please let the League know who will be the designated voting delegate and alternate for your city, by completing the attached voting delegate form and return it to the League's Sacramento office via fax by May 11. You may also return it personally at Legislative Action Days. On Wednesday, the voting delegate table will be available in the LOCAL Legislative Action Days registration area located in the lower lobby of the Sheraton Hotel. On Thursday, the voting delegate table will be located at the Grand Ballroom. Any city official designated as a voting delegate MUST chock in at the voting delegates table. At that time, the voting delegate will be given the voting card for this General Assembly. It is not necessary to register for or attend LOCAL Legislative Action Days in order to attend and participate in the special meeting. However, in addition to the special meeting, city officials should also register for (no cost) and participate in LOCAL Legislative Action Days. If you have not already registered, you may do so online at http:/ANww.calocal.com/legdays.htm. The voting procedures to be followed at this meeting are printed on the reverse side of this memo. If you have any questions, please call Lorraine Okabe at 916/658-8236. 4..14 '2 K Apr 20 2004 12:13:58 Via Fax -> oLECALIAGUE CITES 760 777 7101 Thomas Gemouese Page 002 Of 003 League of California Cities Special Meeting of League General Assembly Voting Procedures 1. Each member city has a right to cast one vote on matters pertaining to League policy. 2. To cast the city's vote, a city official must have in his or her possession the city's voting card and be registered with the Credentials Committee. 3. Prior to the special meeting, each city should designate a voting delegate and an alternate and fax the form to the League, or bring the Voting Delegate Form to the meeting in -order to exchange it for a voting card. 4. The voting delegate, or alternate, may pick up the city's voting card at the voting card desk in the Legislative Action Days Registration area in the lower lobby of the Sheraton Hotel. 5. Free exchange of the voting card between the voting delegate and alternate is permitted. 6. If neither the voting delegate nor alternate is able to attend the special meeting, the voting delegate or alternate may pass the voting card to another official from the same city by appearing in person before a representative of the Credentials Committee to make the exchange. On Wednesday, exchanges may be made at the "Voting Card" table in the Legislative Action Days Registration area. At the special meeting, exchanges may be made at the "Voting Card" table located in the General Assembly room. Exchanges may not be made if a roll call vote is in progress because the Credentials Committee will be conducting the roll call. 7. In case of dispute, the Credentials Committee will determine the right of a city official to vote at the special meeting. 51 Apr ZO Z004 12:14:10 Via Fax . -> 760 777 7101 Thomas Genouese Page 003 Of 003 oeCALIFORNIA �U CITIES LEAGUE OF CALIFORNIA CITIES 2004 SPECIAL MEETING OF THE LEAGUE GENERAL ASSEMBLY VOTING DELEGATE FORM CITY: 1. VOTING DELEGATE: (Name) (Title) 2. VOTING ALTERNATE: (Name) (Title) ATTEST: (Name) (Title) PLEASE COMPLETE AND FAX TO: Fax: (916) 6684240 Deadline: Tuesday. May 11.2004 or return it aersonally at Legislative Action Days BUSINESS SESSION ITEM: 6 ORDINANCE NO. 406 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, DELETING CODE SECTION 8.02.100 (GRADING -AND EXCAVATING) AND ADDING CHAPTER 8.80 (GRADING) THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION I. That Code Section 8.02.100 (Grading and Exca La Quinta City Charter and Municipal Code is hereby deleted 8.80 (Grading) is hereby added to read as follows: Sections: 8.80.010 8.80.020 8.80.030 8.80.040 8.80.045 8.80.050 8.80.060 8.80.070 8.80.075 8.80.080 8.80.090 8.80.100 8.80.110 8.80.120 8.80.130 CHAPTER 8.80 GRADING Purpose and Intent. Definitions. Responsibility for Administration. Applicability. Permit Requirements. Grading Bonds. General Requirements. Denial of permit. Permit limitations and conditions. Exceptions for emergencies. Conditions of approval. Liability. Plan checking and permit fees. Hazardous soil and earth conditions. Areas subject to geologically hazardous conditions. 8.80.010 Purpose and Intent. A. Generally. The purpose of this chapter is to safeguard life, I property and public welfare by establishing minimum requi regulating grading and procedures by which these requireme enforced. B. Scope. No person shall make, alter or maintain any excavation as provided by this chapter. ting) of the nd Chapter mb, health, ements for its may be fill except Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 2 Exception: The provisions of this chapter shall not apply to the following: 1. Work accomplished under the auspices of land owned and controlled by the United States of America or by the State of California. 2. Work in a public way, drains and drainage structures constructed by or under contract with the city or County Flood Control District unless the structure forms a portion of the support for a building or a structure coming within the jurisdiction of the building and safety department. C. Permissive provisions. The permissive provisions of this chapter do not waive, and shall not be presumed to waive, any limitations imposed by other statutes or ordinances of the state or city. D. Limitations. If two or more pertinent limitations are not identical, those limitations shall prevail which provide the greater safety to life, limb, health, property, and public welfare. E . Appeals. F. Measurements. Measurements referred to in this chapter 8.80 are shown as both English units (foot/pound/second) and metric units (metric units are in parenthesis following the English units). Measurements used in a grading project may be either English units or metric units. However, whatever type of unit is used (English or metric) in a grading project; the type of unit selected must be used exclusively throughout that project in complying with the requirements of this chapter. 8.80.020 Definitions. For the purpose of this chapter, the following terms shall be termed as: Bedrock shall mean the solid undisturbed rock in place either at the ground surface or beneath surficial deposits of gravel, sand or soil. Building official shall mean that person charged with the responsibility of enforcing the Uniform Building Code (UBC) and state statutes and ordinances pertaining to his office. ��6 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 3 City Engineer shall mean that person charged with the responsibility of coordinating all phases of engineering for the city government. City standard construction details shall mean that publication of construction drawings developed by the city engineer and revised from time to time. Civil engineer shall mean a civil engineer duly registered by the State of California who makes tract layouts for subdivisions and furnishes the necessary control to achieve the proper angle of cut and fill slopes, the necessary drainage provisions, street and curb grades, storm drain design and other matters related to the geometric finish of subdivisions, shopping centers, condominiums, etc. Community Development manager shall mean that person charged with the responsibility of coordinating all phases of city growth planning, development, and redevelopment for the city government. Compaction shall mean the densification of a fill. Continuous observation shall mean nearly full-time visual observation of equipment and materials used therein, sufficient to permit the engineer to render a professional opinion as to the contractor's conformance with the engineer's recommendations, plans, or specifications. Engineering geologist shall mean a geologist registered in the State of California as an engineering geologist and duly qualified and capable of applying the geological sciences to engineering practice for the purpose of developing and rendering professional opinions regarding how geologic features affect the location, design, construction, operation and maintenance of engineering works. Existing grade shall mean the vertical location of the existing ground surface prior to excavating or filling. Fill shall mean deposits of soil, rock, or other materials placed by man. Finished grade shall mean the final grade or elevation of the building site, slope or terrace. t.4,7 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 4 Geotechnica/ engineer shall mean an engineer registered in the State of California as a geotechnical engineer and duly qualified and capable of applying geological sciences, soil mechanics and slope stability analysis to engineering practice. Grading shall mean the removal or deposition of soil in a manner which alters the elevation of existing terrain. Hillside areas shall mean those areas covered by the Hillside Preservation Ordinance. Landscape architect shall mean a landscape architect duly registered as such by the State of California. Landslide shall mean the falling, slipping or flowing of a mass of land from a higher to a lower level. Active landslide shall mean a landslide that has been active since January 1, 1952. Historical Landslide shall mean a landslide that was active in historical time prior to 1952 as determined from photographs, maps, and written records. Prehistoric landslide shall mean conditions where there is no record of historical landslide but where geological evidence or topographic expression indicates modification of the terrain by land movement. Possible prehistoric landslide shall mean areas where there is no record of a historic landslide but where topographic expression or geological evidence suggests the possibility of past land movement. Periodic observation shall mean intermittent visual observation throughout the course of the project. Rough grades shall mean the approximate elevation of the ground surface conforming to the proposed design. Site shall mean any lot or parcel of land or contiguous combination thereof, under the same ownership where grading is performed or permitted. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 5 Slope. In all references to permitted or required slope ratios (for example 2:1) the first number refers to a horizontal measurement and the second ' number refers to a vertical measurement. Each number refers to a measurement that utilizes the same standard of measurement. Soil shall mean all earth material, of whatever origin, that overlies bedrock. Soils engineer shall mean a civil engineer duly registered by the State of California who is experienced in soils mechanics and slope stability analysis. Primary duties shall encompass the investigation of proposed grading sites and tracts as related to the stability of the finished graded product. The soils engineer will have proper laboratory facilities available in which to perform any and all testing required to properly evaluate materials under consideration. 8.80.030 Responsibility for Administration. This chapter shall be administered for the City by the Public Works Director and his/her designee. 8.80.040 Applicability. A. Generally. No person shall commence or perform any grading, and no person shall import or export any earth materials to or from any grading site, without first having obtained a permit therefore from the city engineer. A separate permit will be required for each site and may include the entire grading operation at that site. B . Exceptions. 1. An excavation which is less than two feet (0.6 meters) in depth, or which does not create a cut slope greater than five feet 0.5 meters) in height and steeper than two to one (2:1). 2. A fill which is less than one foot (0.3 meters) in depth and placed on natural terrain with a slope flatter than five to one (5:1), and which does not obstruct a drainage course. 3. A fill less than three feet (0.9 meters) in depth, not intended to support structures, which does not exceed 100 cubic yards (76 cubic meters) on any one lot and does not obstruct a drainage course. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 6 4. Excavations below finished grade for basements and footings of buildings authorized by valid building permits. This shall not exempt any fill made with material from such excavation nor exempt any excavation having an unsupported height greater than five feet .(1.5 meters) after the completion of such structure. 5. Excavations below furnished grade for retaining walls less than six feet 0.8 meters) in height in areas not within a hillside area. 6. Excavations below finished grade for retaining walls less than three feet (0.9 meters) in height in areas within a hillside area. 7. Utility trenches, wells, exploratory excavation, and similar work if the city engineer determines that such exemption would not endanger life, limb, health, property, safety or public welfare. 8. Excavation or deposition of earth materials within a property which is used, or dedicated to be used for cemetery purposes. 9. Projects constructed by the city. C. Grading on slopes greater than 10 percent. No application for a grading permit in excess of 2000 cubic yards if the average natural slope is 10 percent or greater, or 3000 cubic yards in all other cases, shall be accepted unless an environmental assessment pursuant to the California Environmental Quality Act has been completed by the Community Development Department. The grading permit may be denied or special conditions may be imposed by the Community Development Department to assure conformance with mitigation measures identified in the environmental assessment. 8.80.045. Permit Requirements. A. Plans and specifications. With each application for a grading permit and when required by the city engineer for enforcement of any provisions of the article, two sets of plans and specifications will be submitted. Except as waived by the city engineer for small or unimportant work, the plans shall be prepared and signed by a registered civil engineer and shall show the following: 1. Owner's name and address. 230 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 7 2. A vicinity sketch or other data adequately indicating the site location. 3. Property lines, with dimensions and bearings, of the property on which the work is to be performed. 4. Location of any buildings or structures on the property where the work is to be performed, and the location of any building or structure on land of adjacent property owners which are within 25 feet (7.6 meters) of the property boundary, also shows any creeks, drainage courses, riparian habitats. 5. Accurate contours showing the topography of the existing ground. Contours shall be extended past the boundary lines of any project for a minimum of 50 feet (15 meters). Where unusual topography exists adjacent to a site, i.e., barrancas, etc., the contours shall be extended to include same. 6. Elevations, dimensions, location, extent, and the slopes of all proposed grading shown by contours and other means. 7. A certification of the quantity and type of material of excavation and fill involved and estimated starting and completion dates. 8. Source of material to be used for fill or location to which excavated material will be removed or both. 9. Proposed routes for hauling material, hours of work and methods of controlling dust. 10. Detailed plans of all drainage devices, walls, cribbing, dams, or other protective devices to be constructed in connection with, or as a part of the proposed work, together with a map showing the drainage area and estimated runoff of the area served by the drains. 11. Any pertinent additional plans, drawings, or calculations required by the city engineer. 0�I Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 8 B. Modification of approved plans. All modifications of approved grading plans must be approved in writing by the city engineer. All required soils and geological reports shall be submitted with the revised plans. No grading work in connection with the proposed modifications will be permitted without the prior written approval of the city engineer. C. Engineering geological reports. Prior to issuance of a grading permit, the city engineer may require an engineering geological investigation, based upon the most recent grading plan. The engineering geological report shall be prepared and signed by an engineering geologist and shall include an adequate description of the geology of the site, conclusions and recommendations regarding the effect of geological conditions on the proposed development. All reports shall be subject to approval by the city engineer. Supplemental reports and data may be required by the city engineer if deemed necessary. Recommendations included in the report and approved by the city engineer shall be incorporated into the grading plan. Reports shall be required for all developments in hillside areas or other developments as designated by the city engineer. D. Soils engineering reports. The city engineer may require a soils engineering investigation, based upon the most recent grading plan. Such reports shall include data regarding the nature, distribution and strength of existing soils, .conclusions and recommendations for grading procedures, design criteria for corrective measures, or such other criteria as required by the city engineer. All such reports shall be prepared and signed by a soils engineer or geotechnical engineer. Recommendations included in the report and approved by the city engineer shall be incorporated into the grading plan or specifications. E. Revised grading plan. If the soil or other conditions are not as stated in the application for a grading permit, the city engineer may suspend the grading permit until approval is obtained of a revised grading plan. F. Waivers. The city engineer may waive the requirement for a contour map or subsurface exploration as required by "this subsection if it is found that the information on the application is sufficient to show that the work will conform to the provisions of this article and other relevant laws. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 9 G. Preliminary grading plans. When required by the city engineer or community development manager preliminary grading plans shall include the information described in items 1., 2., 4., 5., and 6. of paragraph A. of this section, property lines, and any additional information required by the city engineer or planning/redevelopment manager. 8.80.050 Grading Bonds. A. Requirements. A permit will not be issued for excavation or fill of more than 500 cubic yards (380 cubic meters) in hillside areas, more than 1,000 cubic yards (760 cubic meters) in other areas, or for any work which requires retaining walls, until the permittee shall post with the city engineer a bond for the benefit of the city. The bond shall be executed by the owner and a corporate surety authorized to do business in this State as surety in an amount sufficient to cover the cost of the project, including corrective work necessary to remove and eliminate geological hazards. All bonds shall be in a form acceptable to the City Engineer. Exception: The city engineer may waive the requirement that a bond be posted before a permit is issued as provided in this section if the city engineer determines that no potential hazard would exist if the grading is not completed. B. Cash or deposit agreement in lieu of bond. In lieu of a surety bond the applicant may file a deposit agreement or deposit cash with the city engineer upon the same terms and conditions and in an amount equal to that which would be required in the surety bond. The deposit submitted with the cash bond may be in the form of cash or negotiable United States securities. The deposit agreement shall be on forms approved by the city engineer. C. Application of bond to adjacent property. Where grading is required on property adjacent to the grading site under permit to complete a project satisfactorily, written consent must be obtained from the adjacent owner and a copy of the written consent submitted to the city engineer prior to commencement of grading on the adjacent property. The owner of such adjacent property need not provide an additional grading bond, if the original is of sufficient amount to include such additional grading. D. Conditions of the bond, deposit agreement, or cash deposit. Every bond, deposit agreement or cash deposit shall be conditioned that the permittee shall: it %J Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 10 1. Comply with all of the provisions of this article and all other applicable laws and ordinances. 2. Comply with all of the terms and conditions of the permit for excavation and fill to the satisfaction of the city engineer. E. Period and termination of bond, deposit agreement, or cash deposit. The term of each security shall begin upon the date of filing with and shall remain in effect until the completion of the work to the satisfaction of the city engineer, plus an additional period of one year. Such completion shall be evidenced by issuance of a grading certificate signed by the city engineer designated to issue said certificate. In the event of failure to complete the work and failure to comply with all of the conditions and terms of the permit, the city engineer may order the work to be completed as required by the permit and to the satisfaction of the city engineer's office. The surety executing such bond or such deposit, shall continue to be firmly bound under a continuing obligation for the payment of all necessary costs and expenses that may be incurred or expended by the city in causing any and all of such required work to be accomplished and that said surety or the depositor assents to any lawful extensions of time within which to construct and complete such work. In the case of a cash deposit or deposit agreement, any unused portion shall be refunded to the permittee. After the work has been completed to the satisfaction of the city engineer, the city engineer may release or exonerate the bond, deposit agreement, or cash deposit earlier than the additional one (1) year period if the city engineer determines that the public health and welfare is not jeopardized. In no case shall the security be released earlier than four (4) months after the grading work has been completed to the satisfaction of the city engineer. F. Amount of security. The amount of the security shall be based upon the estimated cost plus twenty (20) percent, as determined by the number of cubic yards of material in either excavation or fill, whichever is the greater amount, and shall include the cost of all retaining walls, drainage structures, erosion control, and other protective devices as may lawfully be required. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 11 8.80.060 General Requirements. A. Supervision. The permittee shall provide sufficient supervisory control during the grading Operation to insure compliance with approved plans and with the City of La Quinta Municipal Code. When required by the city engineer, the permittee shall obtain the services of a geotechnical engineer or soils engineer to monitor the work. The geotechnical engineer and soils engineer shall be properly qualified in accordance with section 8.80.020 of this division and qualified to perform such services within the city. B. Safety precautions during grading. If, at any stage of work on an excavation or fill, the city engineer determines by inspection that further work as authorized by an existing permit is likely to endanger any property or public way, the city engineer may require that plans for such work be amended to include adequate safety precautions as a condition to allow the work to continue. Safety precautions may include, but shall not be limited to, specifying a flatter exposed slope or construction of additional drainage facilities, berms, terracing, compaction, cribbing, retaining walls or buttress fills, slough walls, desalting basins, check dams, benching, wire mesh and uniting, rock fences, revetments or diversion walls. C . Violations. 1. No person shall fail, refuse or neglect to comply with the following provisions: (a) All orders issued by the city engineer or the building official pursuant to the provisions of this article. (b) All conditions imposed on grading permits pursuant to the provisions of this article. (c) All rules and regulations of the city engineer with respect to grading which were in effect at the time the grading permit was issued. 2. Any person, firm or corporation violating any of the provisions of this article shall be deemed guilty of an infraction, which is punishable up to a misdemeanor and each such person shall be deemed guilty of a separate offense for each and every day or portion thereof during which any violation of any of the provisions of this article is committed, continued, or permitted, Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 12 and upon conviction of any such violation said person shall be punishable by a fine of not more than $1,000.00, or by imprisonment for not more than six (6) months, or by both such fine and imprisonment. 3. Stop work orders. Whenever any construction or work is being done contrary to the provisions of any law or ordinance, or public or private property is endangered, the city engineer may issue a written notice to the responsible party to stop work on that portion of the work on which the violation has occurred or upon which the danger exists. The notice shall state the nature of the violation or of the danger and no work shall be done on that portion until the violation has been rectified and approval obtained from the city engineer or until, as a condition for continuance of the work, special precautions to eliminate the hazards have been approved and imposed by the city engineer and performed by the permittee. D. Grading inspection. 1. All construction or work for which a permit is required shall be subject to inspections by authorized employees of the city, and certain types of work, as determined by the city engineer, shall have either continuous or periodic observation by a civil engineer, soils engineer, or engineering geologist employed by the applicant or property owner as a condition of issuance of the grading permit. Prior to issuing a grading certificate, a final inspection shall be made of all construction or work for which a permit has been issued. 2. Exposure of work. Whenever any work on which inspections are required, as specified in this section, is covered or concealed by additional work without having first been inspected, the city engineer may require that such work be exposed for examination. The work of exposing and recovering shall not entail expense to the City of La Quinta. 3. Notice. The permittee or the permittee's agent shall notify the city engineer twenty-four (24) hours in advance of the time when the grading operation is ready for each of the following inspections. (a) Initial inspection: When the permittee is ready to begin work, but before any grading or brushing is started. (b) Toe inspection: After the natural ground is exposed and prepared to receive fill, but prior to the placement of any fill. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 13 (c) Excavation inspection: After the excavation is started, but before the vertical depth of the excavation exceeds ten (10) feet (3.0 meters) . (d) Fill inspection: After the fill emplacement is started, but before the vertical height of the lifts exceed ten (10) feet (3.0 meters). (e) Drainage device inspection: After forms and pipe are in place, but before any concrete is placed. (f) Rough grading: When all rough grading has been completed. An inspection may be called for at the completion of the rough grading without the necessity of the city engineer having previously reviewed and approved the reports. (g) Final: When all work, including installation of all drainage structures, other protective devices, and planting and slope stabilization has been completed and the "As Graded" plan and required reports have been submitted. (h) Other inspection: In addition to the called inspections above, the city engineer may make other inspections of any work to ascertain compliance with the provisions of this article and other laws. 4. Final reports. Upon completion of the work, the city engineer may require the permittee or property owner to have prepared the following reports and information: (a) Report from a registered civil engineer certifying that all grading, lot drainage, and drainage facilities have been completed in conformance with the approved plans and this article. (b) A final contour'map of the completed work. (c) A soils engineering report including a statement that the portion of the work concerning the preparation of the existing ground surface and the placing and compaction of fill is in conformance with the approved plans and the appropriate provisions of subsection F., entitled "Fills." Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 14 The report shall also include the recommended soil -bearing capacity, a finding as to the expansive characteristics of the soil and the presence of buttress fills on a lot by lot basis, the location of subdrains, and a summary of tests. The location of such tests and the limits of the compacted fill shall be shown on a final plan, which shall also show by plan and cross section the location of any rock disposal areas and/or buttress fills, if such were involved in the grading. (d) An engineering geology report by an engineering geologist based on the final contour map including specific approval of the grading as affected by geological factors. Where necessary, a revised geological map and cross sections including faults and other geologic structures, and any recommendations necessary shall be included. 5. Special inspections. Where necessary, the city engineer may require the permittee or property owner to employ: (a) A civil engineer to monitor all grading. (b) A soils engineer to provide either periodic or continuous soils inspection. (c) An engineering geologist to provide geological inspections. The employment of the above shall not be deemed to render unnecessary any inspections described in this article except that on any work requiring continuous monitoring by a civil engineer, the inspections required by this section may be delegated to the civil engineer by the city engineer. If the civil engineer fulfilling engineering responsibility under this section finds that work is not being done in conformance with this article or the plans and specifications approved by the city engineer, the civil engineer shall immediately notify the person in charge of the grading work and the city engineer in writing of the nonconformity and the corrective measures to be taken. The civil engineer monitoring grading work shall immediately notify the city engineer in writing upon the termination of his or her engineering services. All work shall immediately stop upon the termination of the services of the civil engineer whose name appears on the grading permit as having been approved to monitor the grading work, and it shall not commence again until 0 . 4'j Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 15 the new approved civil engineer certifies in writing to the city engineer that he/she has reviewed all phases of the project and is thoroughly familiar with it. Upon receipt of this notice the city engineer will give written notice that work may proceed. E . Excavations. 1. Height. Cut slopes which exceed 100 feet (30 meters) in vertical height shall be constructed with a minimum of one bench for each 100 feet (30 meters) in vertical height. The benches shall be evenly spaced on the slope and shall have a minimum width of 30 feet (9.1 meters). 2. Slope. Excavations shall not be made with a cut face steeper in slope than two to one (2:1). Exception: The city engineer may permit the excavation to be made with a cut face steeper in slope than two to one (2:1), if the applicant shows through subsurface exploration by both a soils engineer and an engineering geologist to the satisfaction of the city engineer that the material making up the slope of the excavation and the underlying bedrock is capable of standing on a steeper slope. 3. Excavation setback. Excavations shall not extend below a line that is projected at an angle of two to one (2:1) from the nearest point of any footing or foundation of any building or structure unless such footing or foundation is first properly underpinned or supported against settlement or a civil engineer has determined to the satisfaction of the city engineer that the proposed excavation will not affect the existing structure. 4. Unstable slopes. If the material of the slope is of such composition and character as to be unstable, considering all types of anticipated loading and moisture conditions, the engineering geologist or soils engineer shall, by testing and analysis, provide specific criteria for its stabilization by reduction of slope angle, buttressing, or by a combination of these or other means. 5. Cut slope setback. All cut slopes shall be within properties or parcels under one ownership. That is, they shall not be divided horizontally by property lines. Tops of cut slopes shall not be made nearer than one foot (0.3 meter) plus one -fifth the height of the cut to a project boundary, but need not exceed a horizontal distance of ten feet (3.0 meters). If the city 0 % . 4� Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 16 engineer determines that the above is unnecessary because of special conditions, the city engineer may make adjustments as a condition of the grading permit. 6. Intervening terraces. On cut slopes exceeding 25 feet (7.6 meters) in height, intervening terraces shall be constructed in accordance with city standards. Terraces shall be paved with concrete terraces on cut slopes and, shall have a minimum width of eight feet (2.4 meters) and shall be spaced at maximum intervals of 25 feet (7.6 meters) measured vertically. Where only one terrace is utilized, it shall be placed at mid -height. F. Fills. 1. Gradient. No fill shall be made which creates any exposed surface steeper in slope than two to one (2:1), except under one or more of the following conditions: (a) A retaining wall or other approved support is provided. (b) The city engineer may permit, a fill to be made which creates an exposed surface steeper in slope than two to one (2:1) if the applicant shows through the investigation and report, to be approved by the city engineer, of a soils engineer and engineering geologist that the strength characteristics of the material to be used in the fill are such as to produce a safe and stable slope, and that the areas on which the fill is to be placed have sufficient strength characteristics to support the fill within reasonable settlement values. 2. Gradient reduction. The city engineer may require that the fill be constructed with an exposed surface flatter than two to one (2:1) if, under the particular conditions, such flatter surface is necessary for stability or safety. 3. Height. Fill slopes which exceed 100 feet (30 meters) in vertical height shall be constructed with a minimum of one bench for each 100 feet (30 meters) in vertical height. The benches shall be evenly spaced on the slope and shall have a minimum width of 30 feet (9.1 meters). Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 17 4. Intervening terraces. On fill slopes exceeding 25 feet (7.6 meters) in height, intervening terraces shall be constructed in accordance with city standards. Terraces shall be paved with concrete terraces on fill slopes and, shall have a minimum width of eight feet (2.4 meters) and shall be spaced at maximum intervals of 25 feet (7.6 meters) measured vertically. Where only one terrace is utilized, it shall be placed at mid -height. 5. Placement. All fills shall be placed, compacted, inspected, and tested in accordance with the following provisions. If the strict enforcement of this section is determined by the city engineer to be unnecessary because of the proposed or probable use of land, the city engineer may waive these requirements. These requirements shall not be waived when structures are to be supported by the fill or where they are necessary as a safety measure to aid in preventing the saturation, settling, slipping or erosion of the fill. (a) Preparation of ground. The existing ground surface shall be prepared to receive fill by removing vegetation, noncomplying fill, or other incompetent material. Where the slope of the existing ground surface is five to one (5:1) or steeper, the fill shall be supported on level benches cut into competent material. The bench under the toe of a fill on a slope steeper than five to one (5:1) shall. be at least ten feet (3.0 meters) wide. The area beyond the toe of fill shall be sloped for sheet overflow or a paved drain shall be provided. When fill is to be placed over a cut, the bench under the toe of fill shall be at least 10 feet (3.0 meters) wide, but the cut shall be made before placing the fill and before acceptance by the civil engineer, as a suitable foundation for fill. (b) Sub drains. Except where recommended by a soils engineer as not being necessary, sub drains shall be provided under all fills placed in natural drainage courses and in other locations where seepage is evident. Such sub drainage systems shall be of a material and design approved by the soils engineer and acceptable to the city engineer. The permittee shall provide periodic monitoring during the process of sub drain installation to conform with approved plans and soils engineer's recommendations. Such monitoring shall be done by the soil testing agency employed by the permittee. The locations of the sub drains shall be shown on a plan approved by the soils engineer. 241 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 18 (c) Fill material. Organic material shall not be permitted in fills. Soil containing small amounts of roots may be allowed, providing that the roots are in a quantity and distributed in a manner that will not be detrimental to the future use of the site and the use of such material is approved by a soils engineer and the city engineer. No rock or similar irreducible materials with a maximum dimension greater than eight inches (0.20 meters) shall be buried or placed in fill except as recommended by the soil engineer, approved by the city engineer, and meeting the following requirements: (1) The oversized material shall be placed ten feet (3.0 meters) or more below furnish grade. (2) The soils engineer shall be present while the oversized material is placed and covered. (3) The reports submitted by the soils engineer shall acknowledge the placement of the oversized material and whether the work was performed in accordance with the soils engineer's recommendations and the approved plans. (4) The location of oversized rock dispersal areas shall be shown on the as -built plan. Rock or similar irreducible materials less than eight inches (0.20 meters) in greatest dimension shall be placed in such a manner as to prevent nesting of oversize particles and to assure that all voids are filled with fine-grained materials. (d) The fill shall be spread in a series of loose lifts, each not exceeding eight inches (0.20 meters.) in thickness, and shall be compacted by sheepsfoot roller or other approved method after each layer is spread. The next lift shall not be placed until the compacted lift is tested or authorized by the soils engineer or city engineer, respectively. (e) The moisture content of the fill material shall be controlled at the time of spreading and compaction to obtain required relative compaction. A soils engineer shall establish the allowable moisture range which minimizes settlement. 242 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 19 (f) All fills shall be compacted to a minimum of 90 percent of maximum density as determined by A.S.T.M. method D 1557. The city engineer may approve alternate minimum compaction densities where a soils engineer or geotechnical engineer has determined to the satisfaction of the city engineer that alternate minimum compaction densities are necessary to achieve the maximum benefit from soil consolidation. If the required degree of relative compaction cannot be attained on sloped surfaces, the slope shall be over filled and cut back until the compacted inner core is exposed. Field density shall be determined by A.S.T.M. method D 1556 or other methods approved by the city engineer which give equivalent results. (g) A sufficient number of tests shall occur to satisfy the engineer that all requirements have been met. As a minimum, a field density test, as herein provided, shall be taken for each two feet (0.6 meters) of fill, or portion thereof, measured vertically from the lowest point of the area to be filled, and for each 1,000 cubic yards (760 cubic meters) of fill placed. In addition, in the case of subdivisions, at least one field density test shall be taken on each lot which receives fill. One field density test shall be taken on the slope face for every four feet (1.2 meters) in elevation of the slope or every 1,000 square feet (90 square meters) of slope for each lot. (h) All fills regulated by this article shall be tested for relative compaction by a qualified soils testing agency. A certificate of compliance with the terms of this section and the grading permit, setting forth densities, relative compaction and other soil characteristics shall be prepared and signed by a soils engineer. This report shall be submitted to and approved by the city engineer before any final approval of the fill is given and before any foundation construction begins. 6. Toe location. Fills that toe out on natural slopes which are steeper than two to one (2:1) shall not be permitted. Exception: The city engineer may permit the placement of fill on slopes as steep as 1 1 /2 to one, if the applicant shows through subsurface exploration and appropriate analysis by both a soils engineer and an engineering geologist, to the satisfaction of the city engineer, that the material making up the natural slope is capable of supporting the proposed fill. 243 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 20 7. Toe setback. Toes of fill slopes shall not be made nearer to a project boundary line than one-half the height of the fill, but need not exceed a horizontal distance of 20 feet (6.1 meters). Fill slopes shall not be divided horizontally by property lines. If the city engineer determines that the above is unnecessary because of special conditions, the city engineer may make adjustments as a condition of the grading permit. 8. Combined cut and fill slopes. Combined cut and fill slopes shall meet the requirements of paragraphs 1, 2, 3, and 4 of this section insofar as steepness, height, and benching are concerned except that, where the slope exceeds 25 feet (7.6 meters) in height, the required drainage bench shall be placed at the top of the cut slope. 9. Old fills. All existing man-made fills, on any and all sites will be properly evaluated and recommendations and design criteria for corrective measures shall be included within the soils engineering report, if deficiencies exist. 10. Progress reports. Periodic soils reports by a soils engineer certifying the compaction or acceptability of all fills will be required monthly for projects extending three months or longer. These shall include, but need not be limited to, inspection of cleared areas and benches prepared to receive fill, and removal of soil and unsuitable materials, the placement and compaction of fill materials, and the inspection of buttress fills, sub drains, and similar devices. The city engineer may require sufficient inspection by an engineering geologist to assure that all geologic conditions have been adequately considered. Where geologic conditions warrant, the city engineer may require periodic geologic reports. These inspections and reports may be required to include but need not be limited to inspection of cut slopes, canyons during clearing, operations for groundwater and earth material conditions, placement of sub drains, benches prior to placement of fill, and possible spring locations. G. Planting and irrigation of cut and fill/ slopes. 1. General. All fill and cut slopes greater than four feet 0.2 meters) in vertical height, and any natural slopes from which native vegetation has been removed, which are determined by the city engineer to be subject to 244 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 21 erosion shall be planted and irrigated with an irrigation system to promote the growth of ground cover plants to protect the slopes against erosion, as required in this section. The owner shall be responsible for planting and maintaining all slopes where such is required in this section. 2. Minimum requirements. (a) Low slopes to 15 feet (4.6 meters) in vertical height. (1) Plant with grass or ground cover plants as recommended on the approved planting schedule. Other plants recommended by a landscape architect will be considered for approval by the Public Works Director. (2) An irrigation system shall be installed to irrigate these slopes as a part of the house plumbing installation, unless otherwise approved by the city engineer. (3) The owner shall water the slopes which have been planted with grasses and ground cover plants at sufficient time intervals to promote growth. Exception: Where the city engineer finds the slope is located in such an area to make hand -watering possible, conveniently located hose bibs will be accepted in lieu of the required irrigation system when a hose no longer than 100 feet (30 meters) would be necessary. (b) Medium slopes 15 feet (4.6 meters) to 38 feet (11.6 meters) in vertical height. (1) Plant with grass or ground cover plants as recommended on the approved planting schedule. Other plants may be recommended by a landscape architect for approval by the Public Works Director. �45 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 22 (2) In addition to ground cover plants, approved shrubs having a one gallon minimum size at ten feet (3.0 meters) on center in both directions on the slope may be used when the irrigation system is available for irrigation. The plants and planting pattern may be varied to include trees upon the recommendation of the landscape architect and approved by the Public Works Director. (3) An adequate irrigation system shall be installed during grading, prior to planting of shrubs and trees. (c) High slopes 38 feet (11.6 meters) or over in vertical height. (1) Plant with grass or ground cover plants as. recommended on the approved schedule. Other plants recommended by landscape architects may be submitted to the Public Works Director for approval. (2) In addition to ground cover plants, approved shrubs having a minimum one gallon size at ten feet (3.0 meters) on center in both directions on the slope, or trees at 20 feet (6. 1 meters) on center both ways may be used. A combination of shrubs and trees may be utilized. This plant and planting pattern may be varied upon the recommendation of a landscape architect and approval by the Public Works Director. (3) Slopes exceeding a height where a drainage terrace is required shall be planted with shrubs, minimum size one gallon, two feet (0.6 meters) on center, parallel to the benches and within two feet (0.6 meters) of the uphill side. Larger varieties may be staggered one each side of the bench as an alternate. (4) An adequately designed irrigation system shall be installed prior to planting shrubs and trees.. 3. Special requirements for irrigation systems. , (a) Plans for the irrigation system shall be submitted to and approved by the City Engineer prior to installation. �c1s Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 23 (b) The irrigation system shall be designed to provide uniform water coverage at a rate of precipitation of not less than one -tenth inch (250 millimeters) per hour nor more than three -tenths inch (750 millimeters) per hour on the planted slope. In no event shall the rate of precipitation duration of sprinkling be permitted to create a saturated condition and cause an erosion problem, or allow the discharge of excess water into any public or private street. (c) A check valve and balance cock shall be installed in the system where drainage from sprinkler heads will create an erosion problem. (d) Adequate backflow protection shall be installed in each irrigation system as required by the Uniform Plumbing Code. (e) A functional test of the irrigation system shall be performed by the installer for every irrigation system prior to approval. H. Erosion control and drainage devices. 1. Water disposal. All drainage facilities shall be designed to carry waters to the nearest practicable drainage way approved by the city engineer as a safe place to deposit such waters. Erosion of ground in the area of discharge shall be prevented by installation of non -erosive down drains or other devices. 2. Interceptor terraces. Paved (concrete) interceptor terraces shall have a minimum width of eight feet (2.4 meters), a minimum depth of one foot (0.3 meters), and shall be installed on the face of all cut and fill slopes at intervals not to exceed 25 feet (7.6 meters) measured along a vertical plane. The longitudinal slope of interceptor terraces shall not be less than four percent nor more than 12 percent and any change in rate of grade within these allowable slopes shall increase the grade in the direction of flow. A single run of an interceptor terrace shall not exceed 300 feet (91 meters) to a down drain. 247 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 24 Down drains shall be embedded and round pipes enclosed in concrete shaped as shown in the city standard construction details, or an alternate design which is prepared by a civil engineer and acceptable to the city engineer. The cross section of interceptor terraces shall meet the specifications shown in the city standard construction details. 3. Diverter terraces. Paved (concrete) diverter terraces, three feet (0.9 meters) in width and one foot (0.3 meters) in depth, constructed as shown in the city standard construction details shall be installed at the top of all cut slopes where the tributary drainage area above has a slope exceeding ten horizontal to one vertical (10:1) and a horizontal projection of greater than 50 feet 0 5 meters). 4. Berms. Berms as shown in the city standard construction details shall be constructed at the top of all slopes. 5. Vee channels. Where a slough wall is required at the toe of the slope, the city engineer may require a vee channel to be constructed behind the wall to carry off the slope waters. 6. Inlet structures, down drains and outlet structures. (a) Inlet structures. Inlet structures shall be of concrete, galvanized iron hot -dipped in asphalt or equivalent. The inlet shall be grated or grilled, or of such entry shape as to prevent entry of objects of greater than four inches (0. 10 meters) in dimension. Inlet structures shall be placed as shown in the city standard construction details and shall be so shaped as to provide small entry losses. An overflow structure into the "vee" down drains shall be provided. (b) Down drains. Down drains shall be of concrete or corrugated galvanized iron hot -dipped in asphalt or its equivalent. Pipe down drains shall be reinforced concrete pipe, D-850, P N.C., SDR 35, or corrugated metal pipe, galvanized with paved invert in conformance with the city standard construction details, and shall have a diameter of a size required by run-off calculations, but not less than 12 inches (0.30 meters). Open channel down drains shall be designed by a civil engineer and shall have a minimum capacity equal to four times the required pipe size. The alignment of down drains shall be such as to conserve velocity head. 248 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 25 . (c) Outlet structures. Outlet structures shall be of concrete, galvanized iron hot -dipped in asphalt or equivalent. Where out letting into streets, the structure shall be of a design approved by the city engineer. Where out letting into natural watercourses or other approved locations, the structure shall be provided with adequate velocity reducers, diversion walls, rip -rap, concrete aprons or any similar energy dissipater. All slope drainage shall be collected and disposed of in the drainage device. 7. Run-off computations. Run-off shall be based upon the proper 50-year isohyetal and the run-off calculation shall be based upon the latest methods approved by the city engineer. 8. Drainage dispersal wall. A drainage dispersal wall shall be constructed in conformance with the city standard construction details whenever it is necessary to convert channel flow to sheet flow. 9. Site drainage. All building pads shall slope a minimum of two percent to an approved drainage device or to a public street. Where used, the drainage device shall be an adequately designed system of catch basins and drain lines which conduct the water to a street, storm drain or natural watercourse approved by the building official, as a safe place to deposit such waters. Exception: When approved by the city engineer, the gradient may be one percent if all of the following conditions exist throughout the permit area. (a) No proposed fills are greater than ten feet (3.0 meters) in depth. (b) No proposed furnish cut or fill slopes have vertical height greater than ten feet (3.0 meters). (c) No existing slope faces which have a slope face steeper than ten to one (10:1) have a vertical height greater than ten feet (3.0 meters). (d) The soil in landscaped areas adjacent to the structure has an expansion index below 50. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 26 10. Maintenance of drainage. Drainage in conformance with the provisions of this article shall be maintained during and subsequent to construction. Suitable access shall be provided to permit cleaning and maintenance of all drainage and erosion control devices. I. Driveway slopes. Driveways shall have a maximum slope of five to one (5:1) 20 percent and shall terminate at both ends with vertical curves. The vertical curve of the bottom of the driveway slope shall have a minimum length of five feet (1.5 meters). The vertical curve at the top of the driveway slope shall have a minimum length of ten feet (3.0 meters). Vertical curves at grade changes which exceed five -tenths percent shall have a minimum length of five feet (1.5 meters). 8.80.070 Denial of permit. A. Hazardous grading. A grading permit shall not be issued in any case where the city engineer finds that the work proposed by the applicant is classed as hazardous grading and is liable to endanger any private property or result in the deposition of debris on any public way or interfere with any existing drainage course. B. Geological or flood hazard. If, in the opinion of the city engineer, the land area for which grading is proposed is subject to geological or flood hazard to the extent that no reasonable amount of corrective work can eliminate or sufficiently reduce the hazard to human life or property, the grading permit and building permits for habitable structures shall be denied. 8.80.075 Permit limitations and conditions. A. General. The issuance of a grading permit shall constitute an authorization to do only that work which is described or illustrated on the application for the permit or on the site plans and specifications approved by the city engineer. B. Responsibility of permittee. The permittee and the permittee's agents shall carry out the proposed grading in accordance with approved plans and specification, the conditions of the permit and with the requirements of this article and all other applicable laws. The permittee and the permittee's agents shall maintain all required protective devices and temporary drainage during the progress of the grading work and shall be responsible for �J� Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 27 observance of hours of work, dust controls and methods of hauling. The permittee or the permittee's agents shall be responsible for maintenance of the site until such time as a notice of completion has been issued by the city engineer. The permittee, permittee's agents, and each or all of them shall become subject to the penalties set forth herein in the event of failure to comply with this article and other applicable laws of the City of. La Quinta. No approval shall exonerate the permittee or the permittee's agents from the responsibility of complying with the provisions and intent of this article. C. Jurisdiction of other agencies. Permits issued under the requirements of this article shall not relieve the owner of responsibility for securing required permits for work to be accomplished which is regulated by any other code, department or division of the city or any other governing agency. D. Tract map requirements. If a final tract map is required under the City of La Quinta Municipal Code or Subdivision Map Act, no grading permit shall be issued for import or export of earth materials to or from, and no grading shall be conducted on, any grading site in the hillside area unless a final tract map has been approved by the City Council. The city engineer may waive the requirement that the final tract map be approved prior to issuance of a grading permit if the city engineer determines that such waiver will not endanger life, limb, health, property, safety, or public welfare. In cases where a waiver is granted in the hillside area, a grading permit will not be issued until all required plans are approved by the city engineer and community development manager, following the payment of necessary fees or submittal of any or all required bonding. E. Conditions of permit. The city engineer and community development manager may impose such regulations with respect to access routes to and from grading sites in the hillside area as they shall determine are required in the interest of public health, safety, and welfare and safety precautions involving pedestrian or vehicular traffic. F. Haul. No permit shall be issued for the export or import of earth materials to or from a grading site in areas involving ingress or egress on streets having less than 17 feet (5.2 meters) in useable width, except upon the following conditions: 1. The size or type of hauling equipment shall be limited in accordance with the width and conditions of the street. 051 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 28 2. Traffic control devices, including flagmen, signs and markers shall be utilized at appropriate places along the designated routes of access to such sites. 3. Temporary no parking restrictions may be imposed with the approval of the city engineer along such routes. when determined necessary. 4. Such other conditions as may be determined necessary for the Public health, safety and welfare shall be imposed. 5. In no event shall any export or import of earth materials to or from a grading site in hillside areas be undertaken or conducted except by use of equipment which complies in all respects with the State Vehicle Code. 6. All loads shall be properly trimmed and watered, or otherwise secured so as to prevent spillage from the equipment. 7. In all cases where the city engineer designates the "haul" routes, such designation of routes shall take into consideration the most practical means of transporting the earth materials to or from the grading site consistent with the safety and welfare of residents along the routes. G . Conformance with comprehensive plan, policies and the zoning regulations required. No permit shall be issued for any grading or export or import of earth materials to or from any grading site except in compliance with the zoning, private street and division of land regulations contained in the City of La Quinta Municipal Code, the Subdivision Map Act of the State of California, the comprehensive plan, the local coastal plan and the specific plan for the area in which the grading is be accomplished and local, state, and federal environmental laws and guidelines. H. Time limitations. The permittee shall fully perform and complete all of the work contemplated to be accomplished pursuant to the grading permit within the time limit specified in the permit. If the permittee is unable to complete the work within the specified time, the permittee may, prior to the expiration of the permit, submit a written request for an extension of time in which to complete the work. If, in the opinion of the city engineer, sufficient justification is shown, the time specified on the permit may be extended for a period of not more than 180 days, but no such extension shall release any surety upon the bond. 0 ,-7, 4.v Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 29 I. Entry upon premises. The city engineer, the surety company or the duly authorized representative of either, shall have access to the premises described in the permit for the purpose of inspecting the progress of the work. In the event of default in the performance of any term or condition of the permit, the surety or any person employed or engaged on behalf of the surety shall have the right to go upon the premises to complete the required work. It shall be unlawful for the owner or any other person to interfere with the ingress or egress from such premises of any authorized representative or agent of any surety company or the city engaged in the work ordered by the city engineer. J. Consent of adjacent property owner. Whenever any excavation of fill requires entry onto adjacent property for any --- reason, the permit applicant shall obtain the written consent of the adjacent property owner or their authorized representative, and shall file a copy of said consent with the city engineer before a permit for such grading work will be issued. 8.80.080,-Exceptions for emergencies. The provisions of this article shall not apply to any grading operation which is conducted during a period of emergency or disaster or which is directly connected with or related to relief of conditions caused by such emergency or disaster. 8.80.090 Conditions of approval. In granting any permit under this article, the city engineer or city engineer's authorized representative may attach such conditions as may be reasonably necessaryto prevent creation of a nuisance or hazard to public or private property. Such conditions may include, but shall not be limited to.: 1. Improvement of any existing grading to bring it up to the standards of this article. 2. Requirements for fencing of excavations or fills which would otherwise be hazardous. 2 5 3 Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 30 8.80.100 Liability. Neither the issuance of a permit under the provisions of this article, nor the compliance with the provisions hereof or with any conditions imposed in the permit issued hereunder, shall relieve any person from responsibility for damage to other persons or property, nor impose any liability upon the City for damage to other persons or property. 8.80.110 Plan checking and permit fees. A. Plan check fees. For excavation and fill on the same site, the fees shall be based on the volume of the excavation or fill, whichever is greater. Prior to acceptance of plans and specifications for checking, the city engineer shall collect a plan -check fee. Separate permits and fees shall apply to retaining walls or other structures as indicated in the most recent Uniform Building Code as adopted by the city. There shall be no separate charge for standard terrace drains and similar facilities. The fee for a grading permit authorizing additional work to that under a current valid permit shall be the difference between the fee paid for the original permit and the fee calculated for the revised total project. No fee refund will be made. The amount of the plan -checking fee for the grading plans shall be as set by council resolution. A grading plan check fee equal to 20 percent of the original plan check fee will be assessed for a fourth grading plan check and for each grading plan check thereafter. B. Permit fees. A fee for each grading permit shall be paid prior to the issuance of said permit. Double fees will be assessed where grading has been accomplished without an authorized permit. Fees shall be as set by council resolution. 8.80.120 Hazardous soil and earth conditions. Whenever the city engineer determines by inspection that any land or any existing excavation or fill has from any cause become a menace to life or limb, endangers public or private property or affects the safety, usability or stability of a public way, the owner or other entity in legal control of the property concerned shall, upon receipt of written notice thereof from the city Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 31 engineer, correct such condition in accordance with the provisions of this article and the requirements and conditions set forth in such notice to eliminate the undesirable condition. The owner, or other person in control of such property shall immediately commence the work required by such notice and shall complete same within a maximum time of 120 days from the date of such notice unless a shorter period of time for completion has been specified in the notice, in which case the owner or other person shall comply within such time as specified. 8.80.130 Areas subject to geologically hazardous conditions. A. Genera/. The provisions of this section shall be fully complied with prior to issuance of a grading permit in areas subject to existing or potential slides, unstable soil, or geologic hazards or other hazardous conditions as determined by the city engineer. B. Records and maps. The city engineer or building official may adopt maps delineating areas of relative hazard for the application of this section. C . Permission to do work. 1. Active landslide and historic landslide areas. No building or grading permits shall be issued for development in active or historic landslide areas until, and unless, stabilization of the entire slide or soil mass which may have an adverse effect on the proposed development or access thereto can be satisfactorily demonstrated to the city engineer and the building official. 2. Prehistoric landslide or questionable areas. No building or grading permit shall be issued for development in prehistoric Landslide or questionable areas except by specific approval of the city engineer and the building official, based upon a geological report by an approved soils engineer or engineering geologist, attesting to the apparent safety of the proposed developments, and stating that the development is not located in an area subject to slides or unstable soil which may have an adverse effect on the proposed development or access thereto. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 32 3. Geologically hazardous areas. (a) An engineering geology report by a geotechnical engineer or engineering geologist shall be submitted to the city engineer for approval for all grading or construction sites which meet the following criteria: (1) All projects which require a soils, geotechnical, or geological report under other sections of this article. (2) All projects which are within the boundaries of special study areas, seismic zones, geohazard zones, or moderate or high liquefaction hazard zones. Exclusions: Single story additions to single-family residences may be excluded from these requirements if the city engineer or the building official determines that such exemption would not endanger life, limb, health, property, safety or public welfare. (b) Where the engineering geology report determines that there is a significant potential geological hazard, mitigation measures as recommended in the report and approved by the city engineer shall be performed. 4. Other Conditions. If, in the opinion of the city engineer or the building official, there is evidence of potentially hazardous conditions other than those covered by items 1, 2, and 3, satisfactory reports from approved soils engineers and engineering geologists may be required. If such reports are required, a permit may be issued if the reports testify to the apparent safety of the development. If in the opinion of the city engineer, or building official it is found that the area in question has elements of hazard or, if the reports so indicate, a permit may be refused. SECTION II. EFFECTIVE DATE: This Ordinance shall be in full force and effect thirty (30) days after its adoption. SECTION III. POSTING: The City Clerk shall certify to the passage of this Ordinance and shall cause the same to be posted in three places within the City of La Quinta as specified in City Council Resolution 98-109. Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 33 PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council held on this 4th day of May, 2004, by the following vote: AYES: Council Members NOES: None ABSENT: None ABSTAIN: None DON ADOLPH, Mayor City of La Quinta, California ATTEST: JUNE S. GREEK, CMC, City Clerk City of La Quinta, California (City Seal) APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California �J� Ordinance No. 406 Adding Chapter 8.80 (Grading) to M.C. Adopted: May 4, 2004 Page 34 STATE OF CALIFORNIA) COUNTY OF RIVERSIDE) ss. CITY OF LA QUINTA ) I, JUNE S. GREEK, City Clerk of the City of La Quinta, California, do hereby certify the foregoing to be a full, true, and correct copy of Ordinance No. 406 which was introduced at a regular meeting on the 20t' day of April, 2004, and was adopted at a regular meeting held on the 4" day May, 2004, not being less than 5 days after the date of introduction thereof. I further certify that the foregoing Ordinance was posted in three places within the City of La Quinta as specified in City Council Resolution 98-109. JUNE S. GREEK, CMC, City Clerk City of La Quinta, California DECLARATION OF POSTING I, JUNE S. GREEK, City Clerk of the City of La Quinta, California, do hereby certify that the foregoing ordinance was posted on , pursuant to Council Resolution. JUNE S. GREEK, CMC, City Clerk City of La Quinta, California COUNCIL/RDA MEETING DATE: May 4, 2004 ITEM TITLE: Discussion of Options for Library Services RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: L PUBLIC HEARING: Fiscal implications are contingent upon the direction the City Council wishes to take in regard to library operations. The current Memorandums of Understanding (MOU) between the City of La Quinta and County of Riverside for library services (Attachment 1) has yielded, to date, roughly $1.24 million for the City. In fiscal year 2002-03, the City generated nearly $953,700 in revenue for library services, while the County expended $383,800 on library operations. The County transferred payment amounts to the City totaling $569,900; derived by taking City revenues ($953,700) and subtracting library expenditures ($383,800). The County also transferred two mitigation payments totaling $400,000, bringing the City's Fiscal Year 2002-03 total to $969,900. For Fiscal Year 2003-04, the County has made a first transfer payment of $275,000, which brings the City's grand total (since the inception of the current MOU) to approximately $1.24 million. A detailed accounting of the above is provided in Attachment 2. The City has the potential of receiving up to $1.25 million annually for library services, or more, depending on property tax, redevelopment, and public library fund revenues. The $1.25 million figure assumes the City will either withdraw from the County Library System or negotiate a new MOU with the County in which the City receives 100% of library revenues (as opposed to the current 76 %, 81 %, 85 % structure) . If the City elects to withdraw from the County Library System, the City would be responsible for providing library services. The cost for those services would 9 theoretically entail the provision of library space (via the newly -constructed library building) as well as library operations. The County currently spends approximately $383,800 annually to run the La Quinta Library (operational costs and rent), and has indicated that the cost for operating a 10,000 square -foot facility may cost roughly between $450,000 and $550,000 annually depending on hours of operation (and not including custodial, landscape/building maintenance or County administrative costs). CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The City of La Quinta and County of Riverside entered into a Memorandum of Understanding in August 1998 for the provision of library services within the City of La Quinta. Among other factors, the MOU provided for the La Quinta Library to have increased hours of operation, a larger space, new collection materials, and payments to the City during the term of the MOU. That first MOU expired on June 30, 2002. On August 21, 2001, the Council approved a second MOU with the County which generally included the following provisions: • County will work cooperatively with the City to design, construct, and develop a library service plan for a new facility • County will work cooperatively with the City to apply for grants to construct a new library facility • County will transfer at least $590,863 in mitigation (or other funds) to the City for construction of a new library facility during the term of the MOU • County will spend on library services, or transfer to the City Library Fund, a guaranteed percentage of library revenues (FY 2002/03-76%, FY 2003/04-81 %, FY 2004/05-85%) This current MOU has been in effect since July 1, 2002 and will expire June 30, 2005. As previously indicated, a detailed accounting (to date) on this MOU is provided as Attachment 2. Given that the current MOU expires on June 30, 2005 and withdrawal from the County Library System would require administrative tasks beginning as early as September/October of the previous year, staff has placed this matter on the agenda to allow for Council discussion and direction on a course of action regarding library services. The primary decision to be discussed is whether the City should remain in the County Library System or withdraw. Withdraw from County Library System If the City chooses to pursue this option, action will need to be taken in the very near future. State law indicates that the Board of Supervisors/State Board of Equalization `'�0 2 must be noticed by December 2 of the year prior to withdrawal (i.e., December 2, 2004 since the withdrawal date would be effective July 1, 2005); however, from past experience, the City has been advised that action must take place by September/October to allow the logistics of this action to be coordinated and acted upon. Withdrawal from the County Library System will necessitate alternative provision of library services for City residents. Options identified to date relative to operations include: • Contract with County for library services • Contract with outside operators for library services (e.g., LSSI, the company that currently provides library services for the County) • Create independent City Library and contract for those services, or staff it with City employees An assumption is being made that by July 1, 2005 the new City library building will have been completed and will house the La Quinta Library. Legislation passed in late 1997 provides that upon the City's withdrawal from the County Library System, the County will annually return revenue to the City pursuant to a formula set forth in the California Revenue and Taxation Code. If the City Council were to direct staff to pursue the withdrawal option, at least two significant issues (visited in 2001 during the previous round of library services discussions) would require additional research, legal opinions, and discussions with the County: 1) the uncertainty of using redevelopment pass -through funds for library operations; and 2) the potential for loss of revenue due to a change in the City's status as a no/low property tax jurisdiction. Remain in County Library System The City may opt to remain in the County Library System, which will require negotiations with the County on a new MOU. Staff has made preliminary contact with Michael O'Connor, Deputy County Executive Officer and Gary Christmas, Riverside County Librarian, to solicit a proposal from the County on a new MOU for library services beginning July 1, 2005. As a first step, the County has submitted a letter outlining several items the County would like the City to consider (Attachment 3). In summary, the items are as follows: • Increase term of MOU to five years (July 1, 2005 — June 30, 2010) • Increase staff and hours of operations at new City facility • Continue to hold a guaranteed amount for library expenditures from La Quinta's library revenue, and transfer any portion not used to City • Change final reconciliation date from September 15 to February 1 • Add provision for interest payment on any County late payments • Provide language related to redevelopment transfer agreements between County and City Staff recently consulted with Mr. O'Connor and Mr. Christmas via a conference call regarding the County's proposal; in particular, the guaranteed percentages of library revenue the City would be receiving. The County representatives have made assurances that even if La Quinta does not receive 100% of the library revenues (e.g., may be 85% or 90%), the County guarantees and is willing to negotiate availability of additional funds for library uses. The County also reassures that the City will have flexibility and control in terms of hours of operation and quality of service. Mr. Christmas expresses that the letter represents talking points meant to initiate negotiations. Both Mr. Christmas and Mr. O'Connor have indicated they will be in attendance to discuss the proposed MOU items, provide more information, and answer any questions the Council may have. If the Council elects to pursue a new MOU with the County, staff will continue negotiations and bring back a more formal MOU document for further consideration. Respectfully submitted, �-homas P. Genovese, City Manager Attachments: 1. Library Memorandum of Understanding (current) 2. 2002-2005 Library MOU Accounting 3. Letter from Riverside County regarding new MOU 262 4 m ATTACHMENT 1 LIBRARY MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding ("MOU") is made and entered into by the City of La Quinta ("City") and the County of Riverside ("County")., WHEREAS, the County has offered to enhance existing library services as an alternative to the City exercising its right to withdraw from the County Library System; and, WHEREAS, the City and County desire to enhance the delivery of library services within the City, and have reached an agreement that they wish to set forth in writing in the form of this MOU. - The City and the County therefore agree as follows: SECTION 1: TERM This MOU shall take effect on July 1, 2002 and shall remain in effect through and including June 30, 2005. The City and County agree that there is no commitment, guarantee, or requirement for the City to extend this MOU. The City may, at its option, request an extension of this MOU as it exists or with modified terms. If the City desires to extend the term of the MOU, the City and County shall negotiate in good faith to extend the agreement. Unless agreed to by the City, any extension to this MOU would use the then existing service levels, building size, etc. as the floor of acceptable standards for future library service. The City fully reserves its rights to withdrawfrom the County Library System pursuant to existing laws and regulations, effective with the expiration of this MOU. or subsequent extensions. SECTION 2: HOURS/DAYS OF OPERATION During the term of this MOU, the La. Quinta Branch Library shall be open: a minimum of six (6) days per week including 2 evenings and Sunday; and be open a minimum of 40 hours per week. Daily hours will be set by Riverside County with review and recommendations by the City. If it is determined that the hours need to be changed to facilitate the City residents' needs, the City may request a reorganization of the hours. Such reorganization shall not be unreasonably denied by the County; every effort will be made to implement such changes within thirty (30) days written request by the City. SECTION 3: COLLECTION The County agrees to spend a minimum of $5,000 for collection materials during each year of this agreement. Any increases in annual collection expenditures are to be consistent with other large branches and the collection shall be increased in size and scope to make it consistent with other large branches. The City shall have the opportunity to participate in the acquisition determinations. All collection materials shall be purchased specifically for the La Quinta Branch Library and housed at the La Quinta Branch Library. Collection materials purchased for the La Quinta Branch Library shall be the property of 0635 the La Quinta Branch Library and be housed at the La Quinta Branch Library and shall not be permanently transferred or moved from the La Quinta Branch Library without the express written consent of the City. SECTION 4: LIBRARY FUNDING AND SERVICE The County will work cooperatively with City to design, construct and develop a library service plan for a new facility. The County will work cooperatively with the City to apply for grants from the state or other sources to assist in the construction of a new library facility. The County will transfer at least $590,863 in mitigation (or other funds) to the City for construction of a new library facility, during the term of the MOU. Of this amount, $200,000 will be transferred by December 31, 2002; $200,000 will be transferred by December 31, 2003; and the balance will be transferred by December '31, 2004. The County will spend on City library services (including facility lease and all other facility expenses) or ansfer to the City Library fund a guaranteed percentage of library revenues from City redevelopment pass -through agreements (does not include previously negotiated repayments), the library increment of the property tax, and the City portion of State -funded Public Library Foundation funds. The guaranteed percentage does not include the $590,863 in mitigation or other funds. An example of the funding sources and formula for Fiscal Year 2000-2001 is attached as Exhibit A. The guaranteed percentage per fiscal year will be as follows: Fiscal Year 2002/2003 - 76% Fiscal Year 2003/2004 - 81 % Fiscal Year 2004/2005 - 85% The County shall have an MLS Librarian serving full-time at*the La Quinta Branch Library. Estimated annual expenditures by the County on library services (does not include facility lease or other facility expenses) shall total at least $220,000, generally distributed as follows: Labor and benefits $170,000 Automation Services $ 170000 Courier Services $ 51000 Shared Costs $ 18,000 Administrative Costs $ 5,000 Materials $ 5,000 County will work cooperatively with the City on library expenditures. The remaining balance shall be used to enhance the collection, furnishings, and equipment needs at the La Quinta Branch Library, or will be transferred to the City Library Fund. County will present revenues and expenses to. the City for review prior to transferring funds to the City �. 6 Library Fund. The first transfer to the City Library Fund will be made by February 15 of each fiscal year. A second transfer will be made by June 30. A final reconciliation shall be completed by September 15 of the. subsequent fiscal year to allow for any year-end fiscal closing procedures of the County. SECTION 5: CITY LIBRARY COMMITTEE In order to enhance City input on library matters, the City may create a City Library Committee ("Committee"). The purpose of the Committee shall be to review library operations and make recommendations on library operations including, but not limited to, collection purchases, equipment purchases, hours of operation, building location, and other library matters deemed appropriate for review by the Committee. The meeting locations and times shall be as set by the Committee. The County shall also have representation on this committee. The County and City will consider input from this committee to determine appropriate levels of library service. SECTION 6: CITY WITHDRAWAL FROM COUNTY LIBRARY SYSTEM; STATUS OF LIBRARY COLLECTION, FURNISHINGS, FURNITURE, ETC. If the City decides at a future date to withdraw from the County Library System, the City shall be granted the ownership of the then existing collection, equipment, furniture, or furnishings or for any collection materials, equipment, furniture or furnishing purchased prior to or during the term of this MOU for use at the La Quinta branch Library. . . In negotiations, City and County have agreed that in recognition of the City of La Quinta's contributions to the County Library System over the past years, City will be given full credit for the value of the library collection and equipment and will be granted ownership of the then existing collection and equipment without additional payment. a. To ensure seamless access to the City's library collection by Riverside County Library System patrons, City will strongly consider options to link its automated collection magagement system with the County's either (i) by contracting with the County for operation of the City's system, ar (ii) by the City paying all costs to establish a fully interactive link between the City's automated system and the County's; and b. The City would endeavor to become a member of the Inland Library System preserving their citizens' access to holdings in other public libraries in the Inland area (and vice versa). SECTION 7:. COMPLETE AGREEMENT , Notwithstanding the foregoing, it is intended that this agreement/MOU sets forth the full and entire understanding of the parties regarding the matters set forth herein. 265 7 Any agreement, alteration, understanding, variation, waiver, or modification of any of the terms or provisions contained herein shall not be binding upon the parties hereto unless made and executed in writing by all parties hereto, and if required, approved and implemented by the La Quinta City Council and the County Board of Supervisors. The waiver of any breach, term or condition of this agreement/MOU by either party shall not constitute a precedent in the future enforcement of all its terms and provisions. The MOU is hereby executed and/or ratified by and between the following authorized representatives of the City and the County. COUNTY OF RIVERSIDE .Jim Venable Chairperson, Board of Supervisors ATTEST: �- y Gerald A. MaloR"ey s Clerk of the Board '.001 - Approved as to Form and Content WILLIAM C. KATZENSTEIN County Counsel By Deputy, County Counsel M ATTEST: J . GSEEK, City erk City of La Quinta, California 4. 8 J EXHIBIT A Example of Funding Source -and Formula City of La Ouinta Library .Revenues Fiscal Year 2000-2001 Property Tax Revenue Estimated Tax Estimated Tax after ERAF shift to State $186,073.16 $97,472 $ 97,472 Redevelopment Proj ect 1 Pass through $479,529 $479,529 Project 2 Pass through 197,361 $1973,361 State Public Library Foundation Funds $1.657 per capita x Population (26,300) $43,579 Total Library Revenue S 81 2,241 Formula: Total Library Revenue x Guaranteed Percentage = Amount to be spent within La Quinta on City Library Services or Deposited in City Library Fund 4. 267 ATTACHMENT 2 FY 2002/03 2002-05 Library MOU Accounting (to date) TOTAL LIBRARY REVENUES = $1,254,838.77 76% = $953,677.47 LIBRARY EXPENSES: LSSI $284,066.41 (operations) COUNTY $ 33,758.75 (administration) LEASE $ 66,000.00 TOTAL $383,825.16 LIBRARY EXPENSES TOTAL "OWED" TO LQ = $569,852.31 MITIGATION PAYMENTS = $400,000.00 TOTAL OWED TO LQ FOR 2002/03 $ 969,852.31 TOTAL PAID TO LQ IN 02/03 (To date for 02/03) Total Received For 20OX04 Reconciliation payment (outstanding) $200,000.00 (Mitigation) $ 246, 246.91 (1st Transfer) $246,246.91 (2"d Transfer) $200,000.00 (Mitigation) $892,493.82 $ 77,358.49 GRAND TOTAL $969,852.31 TO DATE MOU HAS YIELDED $275,000.00 (1st Transfer) $11244,852.30 f)6g 10 y ` APR=26='2004 MON: 04:51 PM COUNTY EXECUTIVE OFFICE 'FAX NO. ' 909 c ATTACH M E ITT 3 or R1L a o A v V 4� Execudw Offwe County of Nivmlde I . *-�; i 51r�_t . �Ii ! � April 26, 2004 Larry Pan'bh Corm. V. Ueccuuve pffl er Mr. Thomas Genovese City Manager City of La Quinta P.O. Box 1504 78,495 Calle Tampico La Quinta, CA 92253 Dear Tam: i am writing concerning the existing Memorandum of. Understandin• i between the County and the City ofta Quinta omeeming Ubrary services. Under tla terms of this agreement the County has thus far transfem®d over $1.2 million to La (b.: it :a for deposit In your' itys library fund. Both'the County and City have been well s 3rved by. the' existing agreement. _ The. existing MOU expires on June 30, 2005. As we have indicated p eviously, the County would like to extend the MOU beyond that date. if we n: g )tiate a now agreement,. we would .like the City to consider the' following: - • . MOU term increased to a .period of five years —July 1, 2005 tl• x .igh .June 30, 2010, with an additional five year option, • : Once the new :City Library is operational, change .the hou • f of operation, staffing and the standards for library service to a higher level a �rnmensurate with the increased use for the new facility, • Maintain the guaranteed amount the County will -spend on libf it i services for the City of La Quinta as a portion of the library revenuc 1 Dropertx tax, redevelopment funds and State public library foundation funs: 3; collected for the City and transfer. any portion not used on library expendb.-. it )s to the City library fund, • Change the final reconciliation date to February 1 or later, of i.h subsequent fiscal year, which. more accurately reflects actual year-ena do: it 3 procedures for both- the County and the library contractor, 069 11 -APRi26=2004 MON 0 : 51 PM t Uf l`Y EXECUTIVE OFFICE FAX N0. 809� 65 1�105, .: P. 03 April 26, 2004 Mr. Thomas Genovese Page 2 • Include a provision that the County would pay interest c i funds not transferred. by the spedfied date, • - Provide appropriate language relating to the redevelo; rr ent transfer agreements between the County and City. . Thank you for: your continuing cooperation in operating the La Quinta J Crary. you. desire additional infomnation or have any questions or concerns, play: s4 contact me direcay. Sincerely, - ::jjtA;A Gary M. Christmas County Librarian . Attat Copy to: Roy Wilson, Fourth District 4 �Qurdw AGENDA CATEGORY: COUNCIL/RDA MEETING DATE: May 4, 2004 BUSINESS SESSION: ITEM TITLE: Discussion of Funding Options for Landscape and Lighting Assessment District 89-1 CONSENT CALENDAR: STUDY SESSION: - PUBLIC HEARING: RECOMMENDATION: Provide direction to 'staff regarding the proposed funding concepts for Landscape and Lighting (L & L) Assessment District 89-1. FISCAL IMPLICATIONS: The City's assessment of' $35.60 per equivalent dwelling unit (EDU) resulted in a total collection of $825,820 and approximately $100,000.00 from CSA 152 for water retention basin maintenance for Fiscal Year 2003/2004 expenditures. The total cost for maintaining the L & L Assessment District 89-1 within the City's right-of-way including drainage facilities, was $1,337,359 for eligible L & L costs and $189,705 for ineligible L & L costs in Fiscal Year 2003/2004. Park maintenance cost was $346,524 in Fiscal Year 2003/2004. Therefore, the General Fund paid $947,768 for right-of-way L & L maintenance, all park maintenance, and related costs for Fiscal Year 2003/2004 (Attachment 1). CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: In 1989, the City Council formed a Citywide L & L Assessment District to fund costs associated with the maintenance, construction and servicing of City street landscaping, lighting, traffic signals, and appurtenant facilities. 271 S:\CityMgr\STAFF REPORTS ONLY\5-4-04\S 2 L and L.doc This district was formed under the Landscaping and Lighting Act of 1972. Proposition 218, which became effective in 1997, limits the City's ability to increase the annual assessment without a general vote of the City's population. As a result, the City's annual assessment has remained at $35.60 per EDU since 1995. At that time, the City Council directed a flat rate for all residents under one citywide assessment district, as opposed to separate assessment district zones with different rates for each zone. This direction has been followed through all subsequent Engineers' Reports to date. During the review and approval of the Fiscal Year 2002/2003 Engineer's Report for the L & L Assessment District 89-1, City Council asked staff to bring back information on funding options in order to reduce the burden of the L & L district on the General Fund. It should be noted that although parks maintenance, irrigation, and lighting costs are included in the L & L District Budget, assessments have always been based on the cost to maintain landscape and lighting within the right-of-way and drainage facilities only in accordance with the 1972 Act. Park maintenance costs have become a greater portion of the L & L District Budget as more of these facilities have been constructed by the City. Staff has reviewed options with the City's Assessment District Consultant, MuniFinancial, and found that due to the restrictions of Proposition 218 and other taxpayer protection initiatives, there are few mechanisms available to the City for recouping park maintenance costs or for easily raising assessments to cover maintenance costs within the right-of-way. Although MuniFinancial will cover these in greater depth at the Study Session, here are some of the options City Council may want to consider: 1. Special Taxes/Mello-Roos Community Facilities District (CFD) Special taxes may be charged on a per parcel basis for items such as public safety or community parks that benefit the City as a whole, either through the same Government Code provisions under which the fire protection special tax was proposed or levied by a CFD formed under the. Mello -Roos Community Facilities Act, which would be governed by the City Council. Special taxes do not require establishing special benefit, but are restricted in that they may only be used for a particular public service or public facility. Special taxes do, however, require a Super Majority (2/3 of registered voters) to be approved. Special taxes have been used for maintaining recreational facilities within CFD's in other cities. S:\CityMgr\STAFF REPORTS ONLY\5-4-04\S 2 L and L.doc 2 40.72 2. Assessment Districts Assessment Districts are based on special benefits certain members of the public enjoy that others do not. Because of these special benefits, members of an assessment district are assessed for those improvements. Assessments have been used in La Quinta as well as other cities for such things as parkway and median landscape maintenance because these improvements are located in close proximity to their development. However, assessment districts are difficult to use for maintaining regional parks because persons living closer to parks would have to pay a higher rate than the general public due to their proximity to those facilities. The assessments would be capable of being attacked as too "general" as to their benefits, if the assessment formula did not give weight to a property's proximity to the park facilities. Assessment districts require a simple majority assessment balloting procedure of those persons within the boundary of the district to approve new or higher assessments. Because there is typically only one property owner at the beginning of a development project, many cities require developers to form an assessment district as a condition of subdividing the property in order to pay for maintenance of all public improvements that are of special benefit to that development. Future owners within the development are then automatically included in the assessment district when they purchase their property. Utilizing its charter city power, La Quinta could devise its own assessment procedure for landscape, lighting, and parks, which differs from general state law. 3. User Fees User fees are charged directly to members of the public using public facilities similar to fees charged at libraries or other facilities. Users pay directly for the use of that facility. These fees would normally be adopted by ordinance during a Public Hearing and must be related to the actual costs associated for using that facility. If the "user fee" were deemed to be "property related" (i.e., payable by all properties in La Quinta, regardless of actual use), the use fee would be subject to the requirements of Proposition 218 for a noticed public hearing and a majority vote at a special election. Because of the restrictions to modifying existing assessment districts under Proposition 218, no changes are recommended at this time for the existing L & L Assessment District 89-1. However, City Council may want staff to further investigate or implement one or more of the funding options listed above to be considered within next year's budget. S:\CityMgr\STAFF REPORTS ONLY\5-4-04\S 2 L and L.doc 3 +,c. 7 3 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Provide direction to staff regarding the proposed funding options City Council would like staff to pursue with further investigation for funding future landscape and lighting maintenance costs; or 2. Do not consider any of the funding options listed above and instead maintain the current General Fund support of landscape and lighting maintenance costs; or 3. Provide staff with alternative direction. Respectfully submitted, 4othy R. asson P.E. Public Works Director/City Engineer Approved for submission by: 91 Thomas P. Genovese, City Manager Attachments: 1. 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Z d LU U H c Z H d O U Z_ LU CC a Z O Cl) O Q J LU F" w O H F' 0 z O Z < J J W W 2 Q J U c z F- z U 2 J % a O0 CC w a F- CC LU a OU LU cc> LU > H LL z O can Cn o HMENT 1 00 N Ln ce ilk N M 00 LA LO r' N 00 LA -a 4* N 00 LA 00 4* ui D W W cc - W y W G W V W 7 0 cc a REPORT/INFORMATIONAL ITEM: COMMUNITY SERVICES COMMISSION MINUTES April 19, 2004 CALL TO ORDER 15 A regular meeting of the Community Services Commission was called to order at 7:00 p.m. in the Study Session Room of the La Quinta Civic Center. Chairperson St. Johns presided over the meeting. Commissioner Hackney led the Pledge of Allegiance. MEMBERS PRESENT: Commissioner Victoria St. Johns Commissioner Gary Calhoun Commissioner Mike Cross Commissioner Ed Hackney Commissioner Bob Leidner STAFF PRESENT: Dodie Horvitz, Community Services Director Leonard St. Sauver, Public Works Department OTHERS PRESENT: John Little, California Skate Parks PUBLIC COMMENT None CONFIRMATION OF AGENDA CONSENT CALENDAR A. Approval of March 8, 2004 Minutes B. Monthly Department Report for February 2004 It was moved by Commissioners Hackney/Calhoun to approve Consent Calendar. 4-0-1, with Commissioner Hackney abstaining due to his absence at the last meeting. 276 Community Services Commission April 19, 2004 Minutes Page 2 V. PUBLIC HEARING None. VI. BUSINESS ITEMS A. La Quinta Skate Park Design Staff gave an overview three modular concepts and three bowl concepts and asked the Commission to consider selecting one modular design and one bowl design for City Council consideration. Commissioner Leidner asked the audience which set of stairs they would like to see at the skate park. Steven Blackwood replied that he rides rollerblades and doesn't use stairs that often. Commissioner Hackney asked about the close proximately of the components. Mr. Little replied that skate parks can be designed in a linear fashion or in an meandering fashion. Mr. Little stated that Option 3 (Attachment C) gives skaters more options and can accommodate those that are move advanced than the park at Fritz Burns Park. Commissioner Cross asked what the skill level difference were in the design. Mr. Little stated that the stairs give more of a challenge while the ramps provide a good training ground for those just beginning to skate. Commissioner Leidner stated that Option 2 (Attachment B) appears to be more intermediate level components. The three skaters in the audience agreed that Option 3 (Attachment C) would be the components they would like to see at the skate park. The Commission selected Option 3 (Attachment C) as the modular components they would recommend for City Council consideration. The Commission then reviewed the three concepts for concrete bowls. Commissioner Calhoun asked how many skaters can use a bowl at one time. Mr. Little stated that from one to a dozen may use the bowl, depending on how the skaters are using it and in which fashion. But typically, three to five skaters can be in a bowl at the same time. 02 24.77 V Community Services Commission Minutes April 19, 2004 Page 3 Commissioner Leidner asked about the skill level for Attachment F. Mr. Little stated that Attachments E and F are more adventurous with Attachment F being the most advanced of the three options. Commissioner Hackney stated that he felt Attachment F was more compact. Mr. Little stated that Attachment F provides a roller, which is good for beginning skaters and the other elements of the bowl can accommodate advanced skaters. Mr. Little believes the bowl portion of the skate park to be approximately 4,000 square feet. Commissioner Leidner asked if there is a protocol of skaters as to who is using the bowl at a time. Mr. Little stated that the skaters for the most part are very courteous of each other and take turns riding the bowl. The audience recommended Attachment F for the configuration of the bowl. It was moved by Commissioners Hackney/Cross to forward Attachment C and F to the City Council for consideration of components for the skate park. Unanimous. B. Community Picnic and Fire Station Dedication Commissioner Cross stated that he will be unable to attend the picnic as he will be working the Earth Day celebration at the Living Desert. By consensus the Commission excused Commissioner Cross from the picnic. Staff gave an overview of what tasks the Commission has performed in the past such as helping participants set up their equipment, cutting cake, serving cake and hotdogs to the booth participants and picking up trash. Commissioner St. Johns stated that this is a very fun event and to wear comfortable clothing that can take cake frosting getting on it. The Commission determined that individual tasks will be assigned the day of the picnic, as the event is very loosely organized. Staff asked the Commission to assist in the fire station dedication on May 81 03 278 Community Services Commission April 19, 2004 Minutes Page 4 as Safety is part of the Commission's Work Plan. The Commission agreed to be at the Fire Station at 8:00 a.m. on Saturday, May 8 to assist with tasks. It was moved by Commissioners Calhoun/Leidner to assist with the Community Picnic and Fire Station Dedication. Unanimous. C. Annual Work Plan The Commission reviewed the current work plan and discussed possible additions or deletions to the plan. Commissioner Leidner asked the clarification as to why the Commission does a work plan. Commissioner St. Johns stated that the work plan is a promise the Commission makes to the City Council as to the tasks that they will complete during the next year. Staff stated that the City Council has asked that the Cultural Arts Commission and Community Services Commission work in conjunction with each other when planning events. The Commission asked staff to add that task to the work plan in the appropriate spot. Commissioner Leidner asked if the Commission divided the tasks or if the tasks were completed as a whole. Commissioner St. Johns stated that the Commission has done it both ways and the Commission could divide the tasks if the Commission felt that was the most effective way of accomplishing the tasks. Commissioner St. Johns stated that she does not want to loose the Youth Workshop component of the work plan, as that has produced many new ideas and concepts for the community. Commissioner Cross felt that the work plan is designed to be more effective when worked on as a group. The Commission discussed attending functions, and both Commissioners Leidner and Hackney asked how they could be of service. Staff pointed out that once the community knows they represent the City in some fashion, the community will provide ideas and concepts. Commissioner St. Johns asked for an update on the VIPS program. Commissioner Calhoun asked about the bike lane plan. Staff stated that when the draft plan is ready, it will be presented to the Commission for review. u . �7 9 Community Services Commission April 19, 2004 Minutes Page 5 Commissioner Calhoun asked if the Commission should get involved with illegal dumping. Staff replied that Code Compliance is working on this. Commissioner_ Calhoun suggested the Fire Department be contacted and maybe make a presentation as to what services and classes they offer to the community. Staff will contact the fire department for this information. Commissioner Calhoun also asked to have the Vector Control agency talk to the Commission, so that the Commission is familiar with the services provided by the District. Staff will contact the Vector Control agency for a presentation date. The Commission directed staff to make the changes to the work plan and submit it for City Council consideration. It was moved by Commissioners Calhoun/Leidner to direct staff to make the minor changes to the work plan and submit it for City Council consideration. Unanimous. VII. CORRESPONDENCE AND WRITTEN MATERIALS None. VIII. COMMISSIONER ITEMS Commissioner St. Johns asked all the Commissioners to bring items for discussion to the Commission meeting, as this is the way the Commission can stay informed of all the events that are taking place. IX. ADJOURNMENT It was moved by Commissioners Cross/Calhoun to adjourn the Community Services Commission meeting at 8:37 PM. Unanimous. NEXT MEETING INFORMATION Monday, May 10, 2004 @7:00 PM Study Session Room rj 0 t. Community Services Commission Minutes d by: N(f�- orvitz',' C munity Services Director April 19, 2004 Page 6 2 81 REPORT/INFORMATIONAL ITEM: 14 INVESTMENT ADVISORY BOARD Meeting March 10, 2004 I CALL TO ORDER Regular meeting of the La Quinta Investment Advisory Board was called to order at the hour of 5:30 P.M. by Chairman. Lewis, followed by the Pledge of Allegiance. PRESENT: Chairman Lewis; Board Members Moulin, Olander and Mahfoud ABSENT: Board Member Deniel OTHERS PRESENT: John Falconer, Finance Director; Vianka Orrantia, Secretary 11 PUBLIC COMMENTS - (This is the time set aside for public comment on any matter not scheduled on the agenda.) None I11 CONFIRMATION OF AGENDA - Confirmed IV CONSENT CALENDAR Approval of Minutes of Meeting on February 11, 2004 for the Investment Advisory Board. MOTION - It was moved by Board Members Olander/Mahfoud to approve the Minutes of February 11, 2004. Motion carried unanimously. V BUSINESS SESSION A. Transmittal of Treasury Report for January 2004 In response to Chairman Lewis, Mr. Falconer clarified for the Board that the handout was part of the month end report. Mr. Falconer presented and reviewed the Treasurer's report advising the Board that the month of January was a big month for reinvestments on maturing securities; page 6 of the Treasurer's report lists the maturing and new securities. Page 2 of the Treasurer's report reflects an increase in the portfolio by $15.3 million due to the first property tax distribution; this was received in late January. $10 million was invested in a 30 day T-Bill and $5 million in LAIF. This is �?8r) *r - Investment Advisory Boars 1, March 10 2004 Minutes the highest the portfolio has ever been for the City. MOTION — It was moved by Board Members Olander/Moulin to review, receive and file the Treasurer's Report January 2004. Motion carried unanimously. 6 B. Consideration of Fiscal Year 2004/05 Investment Policies Chairman Lewis advised the Board that for this meeting the Board possibly draw up a rough outline with any changes to be made and/or considered; in the month of April, make any recommendations to language based on changes discussed in today's meeting; for the month of May fine tune any changes that will be recommended and in the month of June meet with the City Attorney and City Manager and finalize recommendations to be forwarded to City Council. A handout of possible areas of discussion was outlined by Staff. Board Member Moulin advised the Board that due to the continued growth of the City, an investment manager would be a possible consideration. This would also depend on the Treasurer and the City as to whether or not they are ready to move in this direction. The other alternative would be to develop a Staff that is geared towards money management or out source this function. Chairman Lewis stated that the City's portfolio is currently at $140 million as of the end of. January and the Treasurer has continued to do an outstanding job managing the portfolio, but due to the continued growth of the City, the Treasurer has other duties other than manage the portfolio. Chairman Lewis suggested to the Board that if not this current fiscal year, the following fiscal year consider either hiring a dedicated individual. (not sure if the City has the support staff to help with the management) or using a management advisory service. Chairman Lewis advised the Board that the Board was created due to an investment advisor the City was using, however there are a few major points that are different now, that would not be changed, the biggest one being the DVP with third party custodian trustee, this in it of itself was the main reason the Investment Board was created. The monies cannot disappear, if an investment is purchased, before the money leaves the bank account, the investment is received. If the investment is not what was told the City was buying, it does not get paid for this is the reason for the third party custodian. In response to Board Member Mahfoud, Mr. Falconer stated to the Board with the number of investments the average trade is two to three per month, with the exception of December and January, where the average was six to seven. A typical trade on the Treasurer's time is an average 2 11 -8 3 a, lnvestment:'Advisory Bd Marcti:1,,0.2004, .- Minutes of 15 minutes; the average back office work takes approximately 1 hour, inclusive of the faxes -and wires.; In response to Board Member Olander, Mr. Falconer replied to the Board that from a time management stand point this does not require a great deal of time due to the current limitations and structure within the policy. (i.e. what can be invested in, by and hold).'.'Board. Member Moulin reiterated the buy and hold to maturity term, which the Treasurer invests currently in. the limited term set on the basis of making sure the City does not have to sell before hand. Discussion ensued by the Board regarding the comments made by one of the investment presenters at the previous meeting. Also discussed amongst the Board was the term "actively traded" portfolio and the advantages. Chairman Lewis stated to the Board that the term actively traded portfolio is used; one thinks of "day traders," the fixed income market does not work the same. With a money manager there would be 10 to 12 trades per month vs. the current 3 to 4 trades per month. Mr. Falconer advised the Board that there would be staff time involved in tracking the purchases; the activity would have to be reported as a trader, such as the gains and losses on each of the transactions. Board Member Moulin stated to the Board that the investment presenters suggested to the Board that the terms for investments should be longer to increase yield. Board Member Mahfoud stated to the Board that using a money manager would be more of a yield enhancement, moving from a passive to active bond strategy. An investment manager has the ability to discover discrepancies and move up and down the yield curve along with risk minimizing strategies of the portfolio. There are two ways to manage a bond portfolio based either on a bench mark, a short-term five year bench mark replicating the bench mark which is cost effective and minimizes risk. The money manager would have to aggressively manage the account as opposed to passively managing the account. A money manager has the ability to discover discrepancies; they are also able to move up and down - the yield curve as well as the ability to do risk minimizing strategies. Board Member Mahfoud also stated to the Board that he was in favor of possibly changing the policy to include a money manager. In response to Board Member Mahfoud, Chairman Lewis stated to the Board that he agreed that the City does not have the criteria to watch the bond market and the yield curve. Chairman Lewis advised the Board that picking up yield could provide for additional monies to pay for services needed in the City, the City has been trying to build a new fire station in North La Quinta. Board Member Mahfoud stated to the Board that the risk in using a money manager is much less than actively managing a stock portfolio. 3 34 Lnvestment° Advisory Baet�'d'.::" M rbh a 2�004 _ Minutes Board Member Moulin stated to the Board that the current policy helps to ensure. the safety of the City's, investments. Board Member Moulin advised the Board.that in the, development of: the budget, the Treasurer indicates that the yield of investments is not a needed source of income of funds for projects or to meet obligations. The City is not in the business of making money -on their. investments, but in the- business of trying to meet community service obligations, whether this overlooks an opportunity to get funds to improve this by investing the City's money a different way, is a decision that has to be made. The way that it is currently being invested, there is not much return, but assures the principal will be in place upon maturity. Board Member Mahfoud advised the Board that conservative criteria can be set for the money managers. Chairman Lewis stated to the Board that the current Investment Policy is designed to allow the Treasurer to continue day to day functions and when needed make investments, currently the City does not have the resources to do some of the analysis, such as various mathematical number crunching or watching current bond market and yield curve from minute to minute or day to day. In order to provide services to the City; the City has to have the income, and the City does not want to do deficit spending, enhanced services can be provided if more money is coming in. Going to the next level of expertise could enhance the current investment portfolio. Board Member Mahfoud advised the Board that there is one down side; a money manager could deviate from the guidelines. Chairman Lewis advised the Board that numerous guidelines can be established as well as safeguards. Board Member Moulin stated to the .Board that a strategy needs to be devised and separate the idea of the money manager into another document for future discussions. Board Member Moulin suggested to the Board that this could be called a long range plan or strategic plan, therefore current discussions pertaining to the current policy could continue. Mr. Falconer advised the Board that the money manager informational discussions were a work plan item and he recommended that the City Council approval be given as to whether or not this would be continued for further discussion and/or incorporated into .the Investment Policy. If approved by Council, the Board would come up with proposed language for the Investment Policy and develop an RFP. Board Member Olander asked Staff if there could be a reference in the Investment Policy that this idea was under study or possible strategic planning. In response to Board Member Moulin, Mr. Falconer advised the Board that this scheduled meeting with the Council usually takes place in October; this is the opportunity to discuss items and/or issues with 4 WSJ . 4nvestment� Advisory B3 Minutes Council. Board Member Moulin asked Staff if this issue was important enough to request a meeting with the City. Council. Chairman Lewis replied to the Board and Staff that this would have to be noticed properly. Chairman Lewis stated to the Board that due to time constraints that this issue at this time, is . not workable, for this year's policy.. Chairman'' Lewis suggested to the Board that a meeting be scheduled with the City Council to discuss the issue of a money manager, possibly after the completion of the 2004/05 policy. This particular issue would be placed on hold for future discussion. At the upcoming CMTA conference there are a few sessions regarding the use of financial advisors. Mr. Falconer advised the Board that due to the current yield curve, this might be the opportunity to investigate this idea further and see if this would be the direction the Council might want to take. In response to Chairman Lewis, Mr. Falconer advised the Board to draw up a plan regarding a money manager asking Staff for their recommendation and than present City Manager and also to the City Council for their consideration. Chairman Lewis suggested to the Board the following request be written to the City Council; the Investment Advisory Board would like comments from the City Council as to whether they should adjust the Investment Policy to allow the use of a money manager or investment advisor and what concerns City Council would have regarding such services. Board Member Olander stated to the Board that it might be easier if there was a meeting with Council to present and discuss this issue. Board Member Mahfoud suggested to the Board that the "idea' of a money manager be added to the policy as an "asset" class. In response to Board Member Moulin, Chairman Lewis clarified for the Board the term asset class, LAW is an example of this term in the policy. Board Member Moulin stated to the Board that he feels this idea falls under the strategic plan and currently does not belong in the policy if this is not what the City wants. Chairman Lewis stated to the Board that corporate bonds are listed in the policy as well as LAIF. Board Member Moulin stated to the Board that corporate bonds are an authorized investment by the State of California and the idea of a money manager currently fall under strategic plan or work plan at this time because this is the future not the "now." Board Member Olander stated to the Board that this is a gradual educational process and could be listed within the _policy as being aware of the changes coming in the near future and beginning to look into other options. Chairman Lewis advised the Board that a money manager might fall under the content of an investment pool, (page 12 of the Investment Policy). 5 ,w In es#men# i Advisory B rd,. f a ..+, � 11hardh' 10, 2004 x Minutes Mr. Falconer stated to the Board that "pool" listed in the Investment Policy might possibly mean ,that other cities would combine money and pool it. Board Member Moulin concurred and referenced for the Board, Article 11. Mr. Falconer advised the Board that in the past, the Board would use this time to go through the general parameters and return to the next scheduled meeting with any particular sections that need to be amended, at that time the Board can present their items in written form for consideration. Chairman Lewis advised the Board that the handout from Staff listed some items for discussion, GSE's, the review of LAW and possibly review percentages due to the growth of the portfolio. Board Member Moulin advised the Board that they might want to reconsider corporate notes. Mr. Falconer stated to the Board that the City is broker/dealers ask why the City does not invest in callable GSE'S. They are available with some money to be made, but the policy currently only allow bullets or discount notes. Short discussion ensued by the Board regarding callables. Chairman Lewis reviewed for the Board a list of possible discussion items for the next scheduled meeting, commercial paper, corporate notes, limitations on* all the different investments categories and GSE's in general. Chairman Lewis asked the Board to review the policy and the specific areas mentioned (or any other areas) for any recommendations, additions and/or changes. These will be discussed at the next scheduled meeting. MOTION - It was moved by Board Members Moulin/Olander to continue the review of the Fiscal 2004/05 Investment Policies. Motion carried unanimously. C. California Municipal Treasurer's Conference — South Lake Tahoe, CA April 21 — 23, 2004 Chairman Lewis and Board Member Mahfoud advised the Board that they will be able to attend the conference. Board Members Olander and Moulin will not be able to attend. MOTION - It was moved by Board Members Moulin/Olander to appoint C: 287 t7kJnvestmeht-°�Ad is ry ar_d �., r� , h 10 2004 - Minutes o � .. Minutes Conference in .South Lake Tahoe on April 19 - 23, 2004. Motion carried unanimously. VI CORRESONDENCE AND WRITTEN_ MATERIAL A. Month End Cash Report and other selected Financial Data,- February 2004 Mr. Falconer advised the Board that the current weighted average LAIF portfolio maturity is down slightly at 167 days, with the City currently at 162 days. Noted and Filed B. Pooled Money Investment Board Reports - December 2003 General conversation ensued amongst the Board and Staff regarding commercial paper and GSE's. Noted and Filed VII BOARD MEMBER ITEMS In response to Chairman Lewis, Mr. Falconer advised the Board of the fee schedule handout received from Capital. Chairman Lewis and Board Member Moulin summarized for Board Member Olander the informational investment presentations, which took place at the February Investment Board meeting. In response to Board Member Olander, Chairman Lewis advised the Board the next step regarding the informational investment presentations is to decide whether or not to adjust the investment policy allowing an investment manager. In response to Board Member Moulin, Mr. Falconer informed the Board of the mid -year report, this report is done annually in February to discuss how the City has done in first six months of the fiscal year, propose any budget changes and report financial activities to the City Council and where the City will be by the end of the fiscal year. Mr. Falconer also informed the Board that the projection for the general fund will have a net increase and fund balances by the end of the year of $3.9 million. Property tax increment numbers have been received from the County and the Redevelopment Agency will increase a net of $5 million for the year. Staff approached the City Council to ask for $1 million for appropriations such as plan checking 7 � �8 1hVestment'Advlsary d : ,� - 1V%retti 14 -Of}4� Minutes and contract services for Public Works and Building and Safety based upon increased revenues. Each department had a request which totaled about $890,000. The vehicles licenses fees were lowered by approximately $300,000 based on the projections from the state, which could be a reoccurring Line .item. � Mr. Falconer informed the Board that 2003` was the biggest year for building permits~:for the City which totaled over $300 million. 'In response to Board Member Moulin, Mr. Falconer updated the Board on the current development in Old- Town La Quinta and the Embassy Suites Hotel. Board Member Moulin asked Staff if the SilverRock Ranch had any affect on the City's cash flow. Mr. Falconer replied to the Board that the bond proceeds are designated for this project and the current budget is approximately $1 million per month. Mr. Falconer updated the ,Board on the current status of the project. VIII ADJOURNMENT MOTION -. It was moved by Board Members Moulin/Olander to adjourn the meeting at 6:50 p.m. Motion carried unanimously. Sub ' ted by, Vianka Orrantia Secretary 099 Department Report: I —A a, �0 • w OF 'T9 TO: The Honorable Mayor and Members of the City Council FROM: Thomas P. Genovese, City Manager DATE: May 4, 2004 SUBJECT: Department Report - Response to Public Comments The following public comments were made at the April 20, 2004, City Council meeting: 1. Stuart Bailey, 51881 Avenida Montezuma, commented on a vagrancy issue with a neighboring property. • A case has been initiated and City staff is working with the City Attorney's office. 2. Tatiana Hinkle, 78-225 Calle Fortuna, spoke regarding the status of the Village parking lot improvements. • Ms. Hinkle was informed that the matter would be addressed on that day's agenda. DEPARTMENT REPORT: �J_-A MAY 4 MAY 8 MAY 13 MAY 18 JUNE 1 JUNE 15 JUNE 17 JULY 6 JULY 20 AUGUST 3 AUGUST 17 SEP'TEMBER 7 SEPTEMBER 21 CITY COUNCIUS UPCOMING EVENTS CITY COUNCIL MEETING LA QU i NTA FIRE STATION DEDICATION - 9:00 A.M. SENIOR CENTER HOE-DOWN LUNCHEON/ DESSERT BAKE -OFF COMPETITION 11:30 A.M. -1:30 PAO CITY COUNCIL MEETING CITY COUNCIL MEETING CITY COUNCIL MEETING SENIOR CENTER SALAD DAYS LUNCHEON 11:30 A.M. -1:30 PAO CITY COUNCIL MEETING CITY COUNCIL MEETING CITY COUNCIL MEETING CITY COUNCIL MEETING CITY COUNCIL MEETING - CANCELLED CITY COUNCIL MEETING May 2004 La Quints City Council Monthly Planner June 2004 La Quinta City Council Monthly Planner .................. ........... ............................................................................. ............................................................................. ........... .......... ........... ............... . . .......... . 1 2 3 4 ..... May 2:00 PM City Council 10:00 AM ALRC S MT W T F S Meeting I 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 _...................... .... _. 6 7 8 9 10 11 6:00 PM CVAG Exec. 7:00 PM Mosquito 9:00 AM RCTC- 12:00 PM Energy/Envi- Cmte-Adolph Abate. -Perkins Henderson Sniff 7:00 PM Planning 5:30 PM Investment 7:00 PM Cultural Arts Commission Advisory Board Commission 5 12 13 14 15 16 17 18 19 7:30 AM CVEP-Adolph 9:00 AM CVA-Henderson 3:00 PM Historic Preser- 10:00 AM Pub. Shy- 2:00 PM City Council vation Commission Perkins 12:00 PM Tramp -Perkins Meeting 6:00 PM League - Henderson 7:00 PM Corn. Serv. Comm. Flag Day 20 21 22 23 24 25 26 ��;, 7:00 PM Planning 12:00 PM CVAG Human/ 9:00 AM LAFCO- 6m Cortrniss'an Comm-Osbome Henderson Father's Day 12:00 PM Sunline-Adolph 4:00 PM ORRA Airp- Osbome Printed by Calendar Creator Plus on 4/29/2004 `� July 2004 La Quinta City Council Monthly Planner 3 9:00 AM - 4:00 PM SJSR W. Mnmt-Henderson 10 11 12 13 14 15 16 17 7:30 AM CVEP-Adolph 7:00 PM Mosquito 9:00 AM RCTC- 3:00 PM Historic Preser- 10:00 AM Pub. Sfty- Abate. -Perkins Henderson vation Commission Perkins 7:00 PM Planning 5:30 PM Investment 12:00 PM Transp-Perkins Commission Advisory Board 3:00 PM Mtns. Con -Sniff 6:00 PM League - Henderson 7:00 PM Corm Serv. Comm. 18 .19 20 21 22 23 24 9:00 AM CVA-Henderson 9:00 AM LAFCO- 2.00 PM City Council Henderson Meeting 25 26 27 28 29 6:00 PM CVAG-Exec 7:00 PM Planning 12:00 PM CVAG Human/ Corn -Adolph Commission Comm-Osbome 12:00 PM Sunline-Adolph 4:00 PM ORRA Airp- Osbome Printed by Calendar Creator Plus on 4/29/2004 30 31 Art Wall Presentations Truman Elementary For May 4, 2004 First Name Last Name AbdelSalam Abdelhalim Silidonio Acosta Genesis Acosta Augusta Alexander Jewel Arnce Melissa Becerra Kirsten Bishop Amanda Cardinal Steven Carrillo Abraham Centeno Jose Clavijo Abby Collins Colt Cope Teagan Cordell Brittany Cugley Michael DeAnda Dominic DeAnda Bailey DeGroot Gabriel De La Torre Dalton Deuel Hailee Diaz Victoria Diaz Donovan DiGrandi Eric Dominquez Dillon Dominquez Joshua Duran Amanda Enriquez Rikki Marie Esquivel Stephanie Esquivel Jonathan Flores Emily Gastelum Jordan Gatti Zulema Gaxiola Katelynn Gilbert :_ 9 First Name Last Name Amanda Gonzalez Kayli Grace Michael Gustin Ingnacio Gutierrez Denise Guzman Isabella .Houg Aaron Jaraczewski Renne Jimenez Kristina Jorgenson Anna Juarez Caitlin Katz Jane Katz Danielle King Kimberly Licea Breann Lopez Iriana Lopez Monzevrat Loza Brian Lule Aime Luna Sara Madueno Dominique Martinez Ismael Martinez Anel Mendez Jordan Montoya Carla Munoz Treasure Nunez Bonely Ocampo Rory O'Shaughnessy Jacob Perez Kenya Perezgil Justin Poole Catalina Price Robbie Ralph Luis Alexis Ramirez Ysel Ramos Kiersten Ringistetter Donovan Romero Stevie Rose Peyton Ross First Name Last Name Tony Ruiz Anthony Shields Kate Siebuhr Charles Silva Malia Smith Hailey Stanley Remington Steele David Tamez Cameron Tan Justin Tapia Latisha Thompson Alex Valdivia -Hidalgo Shae Van Buskirk Brianna Velasquez Becka Villareal Tiffany White Bree Williams Kelsey Wood Anicia Woods