2018 04 03 CC
CITY COUNCIL AGENDA 1 APRIL 3, 2018
CITY COUNCIL
AGENDA
CITY HALL COUNCIL CHAMBERS
78-495 Calle Tampico, La Quinta
REGULAR MEETING ON TUESDAY, APRIL 3, 2018
3:00 P.M. CLOSED SESSION | 4:00 P.M. OPEN SESSION
CALL TO ORDER
ROLL CALL: Councilmembers: Fitzpatrick, Peña, Radi, Sanchez, Mayor Evans
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
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. The City Council values your comments; however in accordance with State law, no
action shall be taken on any item not appearing on the agenda unless it is an emergency item
authorized by GC 54954.2(b).
CONFIRMATION OF AGENDA
CLOSED SESSION
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT
CODE SECTION 54956.8 FOR PROPERTY LOCATED ON HIGHWAY 111 EAST OF
DUNE PALMS (APN 600-020-053)
CITY NEGOTIATOR: CHRIS ESCOBEDO, ACTING CITY MANAGER
NEGOTIATING PARTY: SUNRIDGE HOTEL GROUP
UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT AND/OR DISPOSITION
OF THE PROPERTY IDENTIFIED
2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION: SIGNIFICANT
EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OR (3) OF
SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9 (NUMBER OF
POTENTIAL CASES: 1)
City Council agendas and staff reports
are available on the City’s
web page: www.LaQuintaCA.gov
CITY COUNCIL AGENDA 2 APRIL 3, 2018
3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT
CODE SECTION 54956.8 FOR THE PROPERTIES LISTED BELOW:
CITY NEGOTIATOR: CHRIS ESCOBEDO, ACTING CITY MANAGER
NEGOTIATING PARTIES: OWNERS AS LISTED BELOW
UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT
46300 DUNE PALMS ROAD --- ENGLISH CONGREGATION OF JEHOVAH’S WITNESSES
46400 DUNE PALMS ROAD (PORTIONS) --- CHIN FAMILY PROPERTIES, LIMITED
46400 DUNE PALMS ROAD, UNIT 58 --- LETICIA ARIAS
46400 DUNE PALMS ROAD, UNIT 59 --- ALEJANDRO AND MARIA PREBOT
46400 DUNE PALMS ROAD, UNIT 82 --- MARIA C. MARRUFO
46400 DUNE PALMS ROAD, UNIT 83 --- JOSE AND IMELDA BENAVIDES
RECESS TO CLOSED SESSION
RECONVENE AT 4:00 P.M.
REPORT ON ACTIONS(S) TAKEN IN CLOSED SESSION
PLEDGE OF ALLEGIANCE
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
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. The City Council values your comments; however in accordance with State law, no
action shall be taken on any item not appearing on the agenda unless it is an emergency item
authorized by GC 54954.2(b).
ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS
1. RECOGNITION – PROCLAMATION FOR DMV / DONATE FOR LIFE CALIFORNIA
MONTH
2. CERTIFICATE OF APPRECIATION TO PAULA DEAL, C.E.R.T. AND POLICE
VOLUNTEER
CONSENT CALENDAR
NOTE: Consent Calendar items are routine in nature and can be approved by one motion.
PAGE
1. APPROVE MINUTES OF MARCH 20, 2018
7
2. EXCUSE ABSENCES FOR COMMISSIONER D. QUILL FROM THE APRIL
9, 2018 COMMUNITY SERVICES COMMISSION MEETING, AND
COMMISSIONER P. QUILL FROM THE APRIL 10, 2018 PLANNING
COMMISSION MEETING
15
CITY COUNCIL AGENDA 3 APRIL 3, 2018
3.ACCEPT ART DONATION FROM MELODY COHN 17
4. WITHDRAW THE AUTHORITY FOR CITY STAFF TO PARTICIPATE IN
THE PUBLIC AUCTION FOR THE FORMER SAM’S CLUB BUILDING AND
RE-ALLOCATE FUNDS TO GENERAL FUND UNASSIGNED RESERVES
21
5. APPROVE DEMAND REGISTERS DATED MARCH 16 AND 23, 2018 23
6. APPROVE REIMBURSEMENT AGREEMENT WITH THE COACHELLA
VALLEY ASSOCIATION OF GOVERNMENTS FOR DESIGN AND
CONSTRUCTION OF THE WASHINGTON STREET INTERSECTION WITH
FRED WARING DRIVE (PROJECT NO. 2017-01)
43
7. ACCEPT ON-SITE IMPROVEMENTS ASSOCIATED WITH THE MADISON
CLUB RESIDENTIAL DEVELOPMENT (TRACT MAP NO. 33076-2)
LOCATED SOUTH OF AVENUE 52, EAST OF MADISON STREET, AND
WEST OF MONROE STREET
55
8. ADOPT A RESOLUTION TO AUTHORIZE THE CITY MANAGER TO
EXECUTE A SIDE LETTER AGREEMENT WITH LA QUINTA CITY
EMPLOYEE ASSOCIATION IMPLEMENTING THE CITY’S EMPLOYEE
PERFORMANCE ONLY PAY PLAN [RESOLUTION NO. 2018-011]
59
9. ADOPT A RESOLUTION TO RECLASSIFY VARIOUS POSITIONS
[RESOLUTION NO. 2018-012]
65
BUSINESS SESSION
1. APPROVE AMENDMENT NO. 3 TO THE FACILITY USE AGREEMENT
WITH THE LA QUINTA ARTS FOUNDATION EXTENDING THE TERM TO
2019 FOR THE ANNUAL ARTS FESTIVAL
75
2.APPROVE MULTI-AGENCY PARTICIPATING AGREEMENT FOR
COACHELLA VALLEY REGIONAL TRAFFIC SIGNAL SYNCHRONIZATION
PROGRAM BETWEEN COACHELLA VALLEY ASSOCIATION OF
GOVERNMENTS AND PARTICIPATING CITIES OF LA QUINTA,
CATHEDRAL CITY, DESERT HOT SPRINGS, COACHELLA, RANCHO
MIRAGE, INDIAN WELLS, INDIO, PALM DESERT, PALM SPRINGS, AND
THE COUNTY OF RIVERSIDE
83
3. ADOPT A RESOLUTION TO APPROVE A DEBT MANAGEMENT POLICY
[RESOLUTION NO. 2018-013]
95
4. ADOPT A RESOLUTION TO APPROVE REVISIONS TO THE CITY’S
PURCHASING AND CONTRACTING POLICY [RESOLUTION NO. 2018-014]
109
CITY COUNCIL AGENDA 4 APRIL 3, 2018
STUDY SESSION
1. DISCUSS PICKLEBALL COURTS PLACEMENT
133
2. DISCUSS SENATE BILL 1 FUNDS FOR ROAD MAINTENANCE AND
REHABILITATION ACT
135
3. DEVELOPMENT SERVICES 2018 UPDATED
141
4. DISCUSS RESERVE POLICY ANALYSIS REPORT AND FINDINGS 151
PUBLIC HEARINGS – NONE
DEPARTMENTAL REPORTS
1. CITY MANAGER
2. CITY ATTORNEY
3. CITY CLERK
4. COMMUNITY RESOURCES
5. DESIGN AND DEVELOPMENT
6. FACILITIES
7. FINANCE
MAYOR’S AND COUNCIL MEMBERS’ ITEMS
REPORTS AND INFORMATIONAL ITEMS
1. CVAG COACHELLA VALLEY CONSERVATION COMMISSION (Evans)
2. CVAG ENERGY AND ENVIRONMENTAL RESOURCES COMMITTEE (Evans)
3. CVAG EXECUTIVE COMMITTEE (Evans)
4. GREATER PALM SPRINGS CONVENTION AND VISITORS BUREAU (Evans)
5. LEAGUE OF CALIFORNIA CITIES DELEGATE (Evans)
6. COACHELLA VALLEY WATER DISTRICT JOINT POLICY COMMITTEE (Evans)
7. SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (Evans)
8. ECONOMIC DEVELOPMENT SUBCOMMITTEE (Evans & Radi)
9. COACHELLA VALLEY MOUNTAINS CONSERVANCY (Fitzpatrick)
10. DESERT RECREATION DISTRICT COMMITTEE (Fitzpatrick and Radi)
11. COACHELLA VALLEY UNIFIED SCHOOL DISTRICT COMMITTEE (Fitzpatrick and Peña)
12. CHAMBER OF COMMERCE INFO EXCHANGE COMMITTEE (Fitzpatrick)
13. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Fitzpatrick)
14. SILVERROCK EVENT SITE AD HOC COMMITTEE (Fitzpatrick)
15. CANNABIS AD HOC COMMITTEE (Peña and Sanchez)
16. CVAG PUBLIC SAFETY COMMITTEE (Peña)
17. EAST VALLEY COALITION (Peña)
18. CVAG VALLEY-WIDE HOMELESSNESS COMMITTEE (Peña)
19. JACQUELINE COCHRAN REGIONAL AIRPORT AUTHORITY (Peña)
CITY COUNCIL AGENDA 5 APRIL 3, 2018
20. LEAGUE OF CALIFORNIA CITIES – PUBLIC SAFETY POLICY COMMITTEE (Peña)
21. COACHELLA VALLEY ECONOMIC PARTNERSHIP (Radi)
22. CVAG TRANSPORTATION COMMITTEE (Radi)
23. SUNLINE TRANSIT AGENCY (Radi)
24. CITYWIDE SECURITY CAMERAS AD HOC COMMITTEE (Radi)
25. DESERT SANDS UNIFIED SCHOOL DISTRICT COMMITTEE (Radi and Sanchez)
26. ANIMAL CAMPUS COMMISSION (Sanchez)
27. IID ENERGY CONSUMERS’ ADVISORY COMMITTEE (Sanchez)
28. LEAGUE OF CALIFORNIA CITIES/TRANSPORTATION & LABOR POLICY (Sanchez)
ADJOURNMENT
*********************************
The next regular meeting of the City Council will be held on April 17, 2018, at 4:00 p.m.
at the City Hall Council Chambers, 78495 Calle Tampico, La Quinta, CA 92253.
DECLARATION OF POSTING
I, Susan Maysels, City Clerk, of the City of La Quinta, do hereby declare that the
foregoing Agenda for the La Quinta City Council meeting was posted on the City’s
website, near the entrance to the Council Chambers at 78495 Calle Tampico, and the
bulletin boards at the Stater Brothers Supermarket at 78630 Highway 111, and the La
Quinta Cove Post Office at 51321 Avenida Bermudas, on March 30, 2018.
DATED: March 30, 2018
SUSAN MAYSELS, City Clerk
City of La Quinta, California
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 777-7103, 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,
arrangements should be made in advance by contacting the City Clerk’s office at 777-
7103. A one (1) week notice is required.
If background material is to be presented to the Councilmembers 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 meeting.
CITY COUNCIL AGENDA 6 APRIL 3, 2018
Any writings or documents provided to a majority of the City Council regarding any item(s)
on this agenda will be made available for public inspection at the Community
Development counter at City Hall located at 78-495 Calle Tampico, La Quinta, California,
92253, during normal business hours.
CITY COUNCIL MINUTES Page 1 of 8 MARCH 20, 2018
CITY COUNCIL
MINUTES
TUESDAY, MARCH 20, 2018
CALL TO ORDER
A regular meeting of the La Quinta City Council was called to order at 3:00 p.m. by
Mayor Evans.
PRESENT: Councilmembers Fitzpatrick, Peña, Radi, Sanchez, Mayor Evans
ABSENT: None
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None
CONFIRMATION OF AGENDA
City Manager Spevacek said he would like to pull Business Session Item No. 2 from the
agenda and bring it back for Council consideration at a future meeting, once all
discussion items have been finalized.
Councilmember Radi said he would like to comment on Consent Calendar Item No. 7.
Councilmember Sanchez stated he has a conflict of interest and will recuse himself
from discussion and vote on Closed Session Item No. 3 due to a potential business
relationship and source of income.
Councilmember Sanchez said he has a conflict of interest and will abstain from
discussion and vote on Consent Calendar Item No. 7 due to the project’s proximity to
real property; this item will be pulled for a separate vote.
Council concurred.
CLOSED SESSION
1. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE
SECTION 54957.6; CITY DESIGNATED REPRESENTATIVE: CHRIS ESCOBEDO,
COMMUNITY RESOURCES DIRECTOR; AND EMPLOYEE ORGANIZATION: LA
QUINTA CITY EMPLOYEES ASSOCIATION
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO
GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 77895
CALLE MONTEZUMA (APN 773-101-005);
CITY NEGOTIATOR: FRANK J. SPEVACEK, CITY MANAGER
CONSENT CALENDAR ITEM NO. 1
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CITY COUNCIL MINUTES Page 2 of 8 MARCH 20, 2018
PROPERTY OWNER: STRATEGIC ACQUISITIONS, INC./DLI PROPERTIES
UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT AND/OR
DISPOSITION OF THE PROPERTY IDENTIFIED
3. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OR (3)
OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9 (NUMBER OF
POTENTIAL CASES: 1)
COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED
INTO CLOSED SESSION AT 3:03 P.M.
MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL
MEETING AT 4:00 P.M. WITH ALL MEMBERS PRESENT.
REPORT ON ACTION(S) TAKEN IN CLOSED SESSION:
City Attorney Ihrke reported no actions were taken in Closed Session that require
reporting pursuant to Government Code section 54957.1 (Brown Act). He noted,
Councilmember Sanchez recused himself from discussion and vote on Closed Session
Item No. 3 and left the room due to a conflict of interest stemming from a potential
source of income.
PLEDGE OF ALLEGIANCE
Mayor Pro Tem Fitzpatrick led the audience in the pledge of allegiance.
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
PUBLIC SPEAKER: Mr. Edgar Castro, Public Outreach Coordinator for the Coachella
Valley Mosquito and Vector Control District (CVMVCD) – said CVMVCD was hosting the
3rd annual “Fight the Bite” 5K on Saturday, March 24, 2018, at 8:00 a.m., in Rancho
Mirage; the goal is to raise awareness of potential mosquito-related threats and
viruses to valley residents; and asked Council for their support, participation, and
assistance in promoting the race.
PUBLIC SPEAKER: Ms. Rod Wilson, La Quinta – said Griffin Ranch residents have been
experiencing issues with horse manure filth flies due to unmaintained neighboring
pastures at the polo grounds. He asked Council for 1) an effective and efficient
corrective action plan to get the pastures cleared and to ensure they are cleared daily;
and 2) a preventative action plan to ensure this situation does not happen again, and
the officers inspecting the property are familiar with the City’s municipal code and are
enforcing it if warranted.
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CITY COUNCIL MINUTES Page 3 of 8 MARCH 20, 2018
PUBLIC SPEAKER: Mr. Debra Wilson, La Quinta – spoke about the issues she had
experienced dealing with the filth flies surrounding her property due to the
unmaintained neighboring horse pastures; and provided a verbal detailed timeline of
communications between Mr. and Mrs. Wilson with the City, between July 2017
through March 2018, and the steps taken to try to resolve this issue; she asked Council
for their assistance in finding a resolution.
PUBLIC SPEAKER: Garry Brooks, President of the Griffin Ranch Homeowner Association
– spoke of the horse manure firth flies issue Griffin Ranch home-owners are
experiencing; asked that the officers check-up visits are unannounced; thanked
Council for the opportunity to speak about this issue; and urged Council for assistance
in getting this matter resolved.
PUBLIC SPEAKER: Pete Dittemore, La Quinta – said a lot of his concerns were already
mentioned by his neighbors, Mr. and Mrs. Wilson, and Mr. Brooks; noted that horses
raised in an equestrian overlay district are to be for personal use only and asked if
there is a way to verify the use of the animals at the polo property; and asked Council
for assistance in getting the matter resolved.
PUBLIC SPEAKER: Shelly Jordan, Project Manager with Lennar Homes and builder of
the Griffin Ranch residential community – spoke about the unmaintained horse
pasture neighboring Griffin Ranch to the east; the nuisance of dealing with filth flies
due to improper disposal of horse manure; potential health concerns due to the
diseases the flies carry; asked Council to implement a corrective action plan to ensure
that the horse pasture property to the east is in compliance with the City’s equestrian
overlay district regulations, particularly regulation no. 5 as it relates to manure
collection and disposal; thanked staff for their efforts so far to bring the property into
compliance; and asked Council to continue to put pressure on the owners of the
unmaintained property until it is fully in compliance.
PUBLIC SPEAKER: Kevin Prosser, La Quinta – said he is a homeowner and also runs the
Lennar sales office at the Griffin Ranch development; spoke about the filth flies issues
Griffin Ranch was experiencing; and asked Council to ensure that the owners of the
horse pastures to the east bring their property into compliance as soon as possible.
PUBLIC SPEAKER: Randy Rounds, La Quinta – Mayor Evans said Mr. Rounds was unable
to attend the meeting, but had submitted a Request to Speak Form requesting that
Simon Drive be named and dedicated to fallen Deputy Bruce Lee. Due to the
contributions and involvement of the Simon family with La Quinta, including Saint
Francis of Assisi, she suggested that possibly a different street in the City could be
considered for this request. Mr. Rounds will speak at the next Council meeting.
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CITY COUNCIL MINUTES Page 4 of 8 MARCH 20, 2018
ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS
1. PRESENT VOLUNTEER OF THE YEAR AWARD FROM CALIFORNIA SOCIETY OF
MUNICIPAL FINANCE OFFICERS (CSMFO)
Mr. Isaiah Hagerman, CPA, Director of Administrative Services with the City of Rancho
Mirage and Co-Chair of CSMFO, presented Finance Director Karla Campos with the
2017 CSMFO Volunteer of the Year award; he commended Mrs. Campos for her time,
dedication, and leadership to promote professional development; mentorship; and
succession planning in La Quinta and in many other organizations in the Coachella
Valley.
2. INTRODUCE NEW LA QUINTA LIBRARY BRANCH MANAGER, ELIZABETH (LISA)
BAIZ
Ms. Sue Duran, former La Quinta Library Manager spoke about the many different
programs and events the library facilitated under her guidance; thanked the Council
and staff for their participation and support; introduced the new La Quinta Library
Branch Manager Lisa Baiz; and noted Ms. Baiz experience and qualifications.
CONSENT CALENDAR
1. APPROVE MINUTES OF SPECIAL MEETING OF FEBRUARY 27, 2018
2. APPROVE MINTUES OF MARCH 6, 2018
3. ADOPT A RESOLUTION TO CERTIFY MITIGATED NEGATIVE DECLARATION FOR
THE EISENHOWER DRIVE RETENTION BASIN PROJECT NO. 2015-12B LOCATED
AT THE NORTHWEST CORNER OF EISENHOWER DRIVE AND AVENIDA
FERNANDO [RESOLUTION NO. 2018-010]
4. AUTHORIZE OVERNIGHT TRAVEL FOR MARKETING AND COMMUNICATIONS
SUPERVISOR TO ATTEND CALIFORNIA TRAVEL ASSOCIATION SUMMIT 2018
IN SAN DIEGO, CALIFORNIA, MAY 30 – JUNE 1, 2018
5. APPROVE DEMAND REGISTERS DATED MARCH 2 AND 9, 2018
6. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORTS DATED JANUARY
31, 2018
7. ACCEPT NORTH LA QUINTA PARKWAY TURF CONVERSION PROJECT LOCATED
AT THE ACACIA DEVELOPMENT ON THE NORTH SIDE OF MILES AVENUE
BETWEEN VIA ROSA AND NORTH HARLAND DRIVE (PROJECT NO. 2016-03B)
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CITY COUNCIL MINUTES Page 5 of 8 MARCH 20, 2018
8. APPROVE AMENDMENT NO. 1 TO AGREEMENT WITH JNS MEDIA SPECIALISTS
FOR MARKETING SERVICES
9. EXCUSE ABSENCE FOR HOUSING COMMISSIONER DAVIDSON FROM THE
HOUSING COMMISSION MEETING OF MARCH 14, 2018
Councilmember Sanchez said he has a conflict of interest and will abstain from voting
on Consent Calendar Item No. 7 due to the project’s proximity to real property.
Councilmember Radi said Consent Calendar Item No. 7 was the first section of the
reconditioning of the north La Quinta parkways made possible in large part by
Measure G revenues; thanked staff for their efforts and commitment in addressing
residents’ concerns who were now extremely pleased with the improvements; the
project was completed under budget and before the proposed timeline.
MOTION – A motion was made and seconded by Councilmembers Fitzpatrick/Peña to
approve the Consent Calendar Item Nos. 1-6, 8, and 9 as recommended, with Item No.
3 adopting Resolution No. 2018-010. Motion passed unanimously.
MOTION – A motion was made and seconded by Councilmembers Radi/Peña to
approve the Consent Calendar Item No. 7. Motion passed: ayes 4, noes 0, abstain 1
(Sanchez).
BUSINESS SESSION
1. APPROVE AN AGREEMENT WITH VOCADEMY TO PURCHASE EQUIPMENT,
CURRICULUM AND TRAINING FOR THE LA QUINTA MAKERSPACE; AND
APPROVE THE FIRST AMENDMENT TO THE MEMORANDUM OF
UNDERSTANDING WITH THE COUNTY OF RIVERSIDE LIBRARY SYSTEMS FOR
MAKERSPACE OPERATIONS.
Business Analyst Tustin Larson presented the staff report, which is on file in the Clerk’s
Office.
PUBLIC SPEAKER: Mr. Gene Sherman, founder and CEO of Vocademy – thanked the
Council for their support, innovative vision, and transforming the community by
bringing MakerSpace to La Quinta, the first in the Coachella Valley, a place where the
millennials have an opportunity to create and make things.
Council commended Mr. Sherman’s passion, enthusiasm, and commitment to this
project.
Council discussed collaboration with all local teachers and offering moonlight
opportunities; software and equipment to be used and associated costs; learning
curve and class schedules; types of materials that can be used to print and surfacing
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CITY COUNCIL MINUTES Page 6 of 8 MARCH 20, 2018
capabilities; no metal printing available on site; estimated annual supply cost of
$15,000, ability for the users to purchase their own, pre-approved, materials from
local stores, and ability for the City to partner with local stores for material donations;
nominal initial investment; differentiating between a student and a hobbyist; offering
the community an opportunity to learn new skills; room configuration; 28 people
maximum occupancy for the proposed space; safety precautions; age restrictions;
best practices; private bookings and group events; team building; space constraints
and opportunities to expand in the future; the multitude of third-party printing
materials and shipping options available; and start-up user fees.
MOTION – A motion was made and seconded by Councilmembers Radi/Fitzpatrick to
approve agreement with Vocademy to purchase equipment, curriculum and training
for the La Quinta makerspace; approve Amendment No. 1 to the Memorandum of
Understanding with the County of Riverside library services for MakerSpace operations;
and authorize the City Manager to execute the agreements. Motion passed
unanimously.
2. pulled off the agenda >>> APPROVE THE THIRD AMENDMENT AND
RESTATEMENT OF THE JOINT POWERS AGREEMENT OF THE COACHELLA
VALLEY ASSOCIATIO OF GOVERNMENTS
At Confirmation of Agenda City Manager Spevacek pulled Business Session Item No. 2
off the agenda and said it would be brought back for Council consideration at a future
meeting, once all discussion items have been finalized.
3. APPROVE AMENDED RELOCATION PLAN FOR WASHINGTON STREET
APARTMENTS
Development Consultant Jon McMillen presented the staff report, which is on file in
the Clerk’s Office.
In response to Councilmember Peña, Mr. McMillen said that a special rate has been
negotiated with Homewood Suites, and because the tenants’ stay will exceed 30 days,
Transient Occupancy Tax will not be added to the rate.
MOTION – A motion was made by Councilmembers Fitzpatrick, and seconded by all
remaining Councilmembers in unison to approve the Amended Relocation Plan for
Washington Street Apartments; and authorize the City Manager to submit this plan to
the State Department of Housing and Community Development. Motion passed
unanimously.
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CITY COUNCIL MINUTES Page 7 of 8 MARCH 20, 2018
STUDY SESSION
1.DISCUSS WELLNESS CENTER ANNUAL FITNESS MEMBERSHIP FEES
Community Resources Manager Calderon presented the report, which is on file in the
City Clerk’s Office.
Council discussed plans for new recreation software; extended hours of operation
implemented; automatic annual renewal of membership; membership rates for
residents versus non-residents; increasing non-resident membership fees; proportion
of non-resident members; adjusting the $5 daily rate; use of the Wellness Center by La
Quinta Resort guests; exploring weekly, seasonal, and multi-year rates; the planned
rate increases by neighboring Desert Recreation District facility; age and life of Center
equipment; affordability for seniors; importance of maintaining superior quality; and,
partnering with or accepting sponsorships from local hotels and country clubs.
The consensus of the Council was to increase resident rates to $75 per year, and
asked staff to return with additional information on weekly, seasonal and multi-year
rates, as well as cost recovery data at which time, the Council will consider an
appropriate increase to non-resident rates.
PUBLIC HEARINGS – None
DEPARTMENTAL REPORTS
All reports are on file in the City Clerk’s Office.
MAYOR’S AND COUNCIL MEMBERS’ ITEMS
Councilmember Radi described an American Association of Retired Persons video
report about fraud and means of protection against it. He stated that this was
valuable information for residents and suggested that staff arrange for the video to be
aired at the Library and/or Museum in collaboration with the Police Department. Mr.
Radi also reported that he attended the event honoring Mary Helen Kelly as La
Quinta’s representative.
Councilmember Sanchez reported that he ran the New York City half marathon as La
Quinta’s representative.
Councilmember Fitzpatrick reported that she represented the Mayor at the Veterans of
Foreign War Post 3699 dinner honoring a La Quinta resident, and at a High School
Women’s health and wellness event.
Mayor Evans displayed a crystal bowl awarded to the City by the Life Stream
organization in recognition of its participation in the nine cities blood donation
challenge, which will be held on July 14th this year. She also reported on attendance
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CITY COUNCIL MINUTES Page 8 of 8 MARCH 20, 2018
at the opening of the Loma Linda Children’s Clinic in Indio where she presented a
proclamation from the City of La Quinta; Supervisor Perez’ meet and greet at the
Wellness Center; and, Cathedral City’s State of the City event.
REPORTS AND INFORMATIONAL ITEMS
La Quinta’s representative for 2018, Mayor Evans reported on her participation in the
following organization’s meeting:
GREATER PALM SPRINGS CONVENTION AND VISITORS BUREAU
La Quinta’s representative for 2018, Councilmember Fitzpatrick reported on her
participation in the following organizations’ meetings:
COACHELLA VALLEY MOUNTAINS CONSERVANCY
DESERT RECREATION DISTRICT COMMITTEE (Fitzpatrick & Radi)
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
SILVERROCK EVENT SITE AD HOC COMMITTEE
La Quinta’s representative for 2018, Councilmember Peña reported on his
participation in the following organization’s meeting:
EAST VALLEY COALITION
La Quinta’s representative for 2018, Councilmember Radi reported on his participation
in the following organizations’ meetings:
DESERT SANDS SCHOOL DISTRICT COMMITTEE
DESERT RECREATION DISTRICT COMMITTEE
La Quinta’s representative for 2018, Councilmember Sanchez reported on his
participation in the following organization’s meeting:
LEAGUE OF CALIFORNIA CITIES TRANSPORTATION & LABOR POLICY COMMITTEE
ADJOURNMENT
There being no further business, a motion was made and seconded by
Councilmembers Peña/Fitzpatrick to adjourn at 6:24 p.m. Motion passed unanimously.
Respectfully submitted,
MONIKA RADEVA, Deputy City Clerk
City of La Quinta, California
14
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: EXCUSE ABSENCES FOR COMMISSIONER QUILL FROM THE APRIL 9,
2018, COMMUNITY SERVICES COMMISSION MEETING AND COMMISSIONER QUILL
FROM THE APRIL 10, 2018, PLANNING COMMISSION MEETING
RECOMMENDATION
Excuse absences for Commissioner Dori Quill from the April 9, 2018, Community
Services Commission meeting and Commissioner Paul Quill from the April 10, 2018,
Planning Commission meeting.
EXECUTIVE SUMMARY
Commissioner Dori Quill requested to be excused from the April 9, 2018,
Community Services Commission meeting due to a personal matter. She has 1
prior excused absence since her appointment in June 2016.
Commissioner Paul Quill requested to be excused from the April 10, 2018, Planning
Commission meeting. He has had no absences since being appointed in June
2016.
FISCAL IMPACT
No meeting attendance compensation is paid to absent members.
BACKGROUND/ANALYSIS
The Municipal Code states: “If any member of a board, commission, or committee absents
him/herself from two consecutive regular meetings, or absents him/herself from a total of
three regular meetings within any fiscal year, his/her office shall become vacant and shall
be filled as any other vacancy. A board, commission, or committee member may request
advance permission from the city council to be absent at one or more regular meetings
due to extenuating circumstances, and/or may request the city council to excuse an
absence after-the-fact where such extenuating circumstances prevented the member
from seeking advance permission to be absent. If such permission or excuse is granted by
the city council, the absence shall not be counted toward the above-stated limitations on
absences.”
ALTERNATIVES
Council may deny this request, which would result in the absences being counted toward
the commissioners’ limitation on absences as noted above.
Prepared by: Pam Nieto, Deputy City Clerk
Approved by: Susan Maysels, City Clerk
CONSENT CALENDAR ITEM NO. 2
15
16
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: ACCEPT ART DONATION FROM MELODY COHN
RECOMMENDATION
Accept art donation from Melody Cohn.
EXECUTIVE SUMMARY
•Melody Cohn is a local artist and resident who wishes to donate an art piece to the
City.
•The Community Services Commission unanimously approved the Symphony on the
Salton Sea aluminum print, which would be placed at the Wellness Center.
FISCAL IMPACT
Site preparation costs will be approximately $100 paid from the Art in Public Places (APP)
Maintenance Account (270-0000-60683).
BACKGROUND/ANALYSIS
Melody Cohn is a local artist and La Quinta resident who approached Staff about
donating an art piece. She has painted fine art for many years and her artwork can be
viewed at her studio/gallery in La Quinta.
Ms. Cohn has offered to donate Symphony on the Salton Sea to the City’s permanent APP
program. The aluminum print is 23” tall and 29” wide and is placed inside a wood frame.
The estimated value is $1,500 and would be installed at the Wellness Center along with
the City’s other Salton Sea related art pieces.
On March 12, the Community Services Commission unanimously agreed and
recommended the Symphony on the Salton Sea for placement at the Wellness Center.
The artwork would be installed in 2 weeks.
ALTERNATIVES
Council may accept/not accept this donation.
Prepared by: Christina Calderon, Community Resources Manager
Approved by: Chris Escobedo, Acting City Manager
Attachment: 1. Photo of the art piece
CONSENT CALENDAR ITEM NO. 3
17
18
ATTACHMENT 1ATTACHMENT 1 19
20
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: WITHDRAW THE AUTHORITY FOR CITY STAFF TO PARTICIPATE IN THE
PUBLIC AUCTION FOR THE FORMER SAM’S CLUB BUILDING AND RE-ALLOCATE FUNDS TO
GENERAL FUND UNASSIGNED RESERVES
RECOMMENDATION
Withdraw the authority for staff to participate in the public auction sale of the former
Sam’s Club Property and re-allocate funds to General Fund unassigned reserves.
EXECUTIVE SUMMARY
•On January 30, 2018, Council authorized staff, by a unanimous vote, to
participate in a public auction pursuant to a trustee’s sale for all right, title, and
interest in the property identified in Closed Session as 79315 Highway 111 (APNs:
600-340-002, 600-020-029, 600-340-003, 600-340-023, 600-020-028, 600-340-
028) also formerly known as Sam’s Club.
•The trustee’s sale of the property formerly known as Sam’s Club has been
postponed multiple times with the recent being postponed until April 24, 2018.
•Council has recommended the City withdraw from participating in the public
auction.
FISCAL IMPACT
Funds authorized for this auction ($2,000,000) would be re-allocated to unassigned
General Fund reserves.
BACKGROUND/ANALYSIS
On January 30, 2018, the Council authorized staff to participate in a public auction for
the 138,000-square-foot empty building located at 79315 Highway 111 (former Sam’s
Club). The wholesale store has remained vacant since closing the doors in 2010. The
trustee’s sale of the property at auction has been postponed multiple times and now is
scheduled for April 24, 2018.
Council has recommended the City withdraw from participating in the public auction
and re-allocate the approved funds to General Fund unassigned reserves.
ALTERNATIVES
No alternatives recommended.
Prepared by: Karla Campos, Finance Director
Approved by: Chris Escobedo, Acting City Manager
CONSENT CALENDAR ITEM NO. 4
21
22
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: APPROVE DEMAND REGISTERS DATED MARCH 16 AND 23, 2018
RECOMMENDATION Approve demand registers dated March 16 and 23, 2018.
EXECUTIVE SUMMARY – None
FISCAL IMPACT
Demand of Cash:
City 7,444,967.15$
Successor Agency of RDA 145.00$
Housing Authority 13,390.35$
7,458,502.50$
BACKGROUND/ANALYSIS
Between Council meetings, routine bills and payroll must be paid. Attachment 1 details
the weekly demand registers for March 16 and 23, 2018.
Warrants Issued:
117979-118041 1,162,178.54$
118042-118042 3,985.84$
118043-118106 4,332,903.79$
Void (3,985.84)$
Wire Transfers 1,744,494.77$
Payroll Tax transfers 36,732.30$
Payroll Chk 37321-37322 & Direct Deposit 182,193.10$
7,458,502.50$
CONSENT CALENDAR ITEM NO. 5
23
The most significant expenditures on the demand register are:
Account Name Amount
Riverside County Sheriff Various 1,077,889.55$ Nov - Police Services
Riverside County Sheriff Various 1,029,963.42$ Dec - Police Services
Riverside County Sheriff Various 1,023,540.26$ Oct - Police Services
Riverside County Sheriff Various 1,013,528.28$ Sep - Police Services
Urban Habitat Construction 201,456.05$ North La Quinta
Environmental Turf Conversion
PurposeVendor
Wire Transfers: Six transfers totaled $1,744,494.77. Of this amount, $36,881.05 was for
CalPERS, $163,791.89 to Landmark and $1,536,201.34 for La Quinta Housing Authority.
(See Attachment 2 for a full listing).
ALTERNATIVES
Council may approve, partially approve, or reject the demand registers.
Prepared by: Derrick Armendariz, Account Technician
Approved by: Rosemary Hallick, Financial Services Analyst
Attachments: 1. Demand Registers
2. Wire Transfers
24
3/15/2018 4:48:42 PM Page 1 of 7
Demand Register
City of La Quinta, CA Packet: APPKT01521 - DA 03/16/18
AmountVendor Name Payment Number Description (Item)Account Name Account Number
Fund: 101 - GENERAL FUND
606.00Community Experiences01/01/18-01/01/19- INSURANCE FOR DYO117979ALLIANT INSURANCE SERVICES …101-3003-60149
50.00Travel & Training02/28/18- BI LINGUAL TEST117980ALTA LANGUAGE SERVICES INC 101-1004-60320
20.00Blood/Alcohol Testing01/31/18- BLOOD ANALYSIS/SHERIFF117981AMERICAN FORENSIC NURSES …101-2001-60174
107.14Utilities - Gas02/28/18- FS #32 GAS TANK RENTAL117982AMERIGAS 101-2002-61100
40.00Fitness Membership Reimburs…03/07/18- FITPASS REIMB117986CHAUDHRY, ELIZABETH 101-1004-50252
25,829.75MSHCP Mitigation Fee02/2018- MITIGATION FEE117989COACHELLA VALLEY CONSERV…101-0000-20310
-258.30CVMSHCP Admin Fee02/2018- MITIGATION FEE117989COACHELLA VALLEY CONSERV…101-0000-43631
605.03Utilities - Water -Pioneer Park03/07/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61207
568.36Utilities - Water03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-2002-61200
725.20Utilities - Water -Monticello Pa…03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61201
93.76Utilities - Water -Fritz Burns pa…03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61204
18.28Utilities - Water -Seasons Park03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61208
185.52Utilities - Water -Community P…03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61209
93.49Utilities - Water03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3008-61200
223.61Utilities - Water03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-2002-61200
165.08Utilities - Water -Eisenhower P…03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61203
46.30Utilities - Water -Velasco Park03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61205
120.65Utilities - Water -Desert Pride03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-3005-61206
36.06PM 10 - Dust Control03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…101-7006-60146
32,106.96School Officer07/01-11/08/17- SCHOOL OFFICER BP# 1-5117992DESERT SANDS UNIFIED SCHO…101-2001-60168
5,468.07School Officer11/09-12/16/17- SCHOOL OFFICER BP#6117992DESERT SANDS UNIFIED SCHO…101-2001-60168
1,100.00Sexual Assault Exam Fees12/05/17-01/26/18- EXAM LA173400036 …117994EISENHOWER MEDICAL CENTER 101-2001-60193
50.00Miscellaneous Deposits03/06/18- FACILITY DEPOSIT REFUND117998FRANCO, BIANCA 101-0000-22830
50.42Utilities - Gas01/19-02/20/18- FS#32 GAS SERVICE118000GAS COMPANY, THE 101-2002-61100
112.90Utilities - Gas01/25-02/27/18- FS#93 GAS SERVICE118000GAS COMPANY, THE 101-2002-61100
509.30Utilities - Gas01/19-02/20/18- CITY HALL GAS SERVICE118000GAS COMPANY, THE 101-3008-61100
135.62Utilities - Gas01/19-02/20/18- WC GAS SERVICE118000GAS COMPANY, THE 101-3008-61100
678.05Utilities - Electricity03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-2002-61101
13.52Utilities - Electric - Monticello …03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61102
1,569.87Utilities - Electric - Civic Center…03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61103
1,168.06Utilities - Electric - Fritz Burns …03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61105
2,237.54Utilities - Electric - Sports Com…03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61106
47.85Utilities - Electric - Colonel Pai…03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61108
4,457.35Utilities - Electric - Community…03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61109
56.14Utilities - Electric - Adams Park03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61110
14.95Utilities - Electric - Velasco Park03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61111
21.81Utilities - Electric - Eisenhower…03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61113
12.94Utilities - Electric - Desert Pride03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3005-61114
7,211.61Utilities - Electricity03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 101-3008-61101
4,818.87Community ExperiencesMARKETING FOR COMMUNITY EVENTS118006JNS MEDIA SPECIALISTS 101-3003-60149
62,783.11Marketing & Tourism Promoti…FY 17/18 PRINT & DIGITAL MARKETING SE…118006JNS MEDIA SPECIALISTS 101-3007-60461
25.00Cash Over/Short03/01/18- DUPLICATE BUS. LIC REFUND118010MCLEAN COMPANY RENTALS 101-0000-42300
70.00Cash Over/Short02/21/18- REFUND OVERPAYMENT118011MONICA TILE 101-0000-42300
60.00Lot Cleaning03/12/18- LOT ABATEMENT 79-315 HWY …118012MOYA, DANIEL 101-6004-60120
250.00Lot Cleaning03/07/18- LOT ABATEMENT118012MOYA, DANIEL 101-6004-60120
13,292.50ConsultantsPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 101-7006-60104
474.60Temporary Agency Services03/02/18- CITY CLERK TEMP118018OFFICE TEAM 101-1005-60125
614.00Fire Plan Review Deposits03/15/18- FIRE INSP RFND BCOM2017-00…118019OLD TOWN LA QUINTA, LLC 101-0000-22811
-351.00Fire Plan Review Fee03/15/18- FIRE INSP RFND BCOM2017-00…118019OLD TOWN LA QUINTA, LLC 101-0000-42420
39.01Mechanical Permits01/29/18- REFUND OVERPAYMENT118022PRIORITY ONE AIR CONDITION…101-0000-42402
-171.68Sales Taxes Payable02/22/18- POLICE HELMETS TAX118023PRORIDER INC 101-0000-20304
2,133.68Special Enforcement Funds02/22/18- POLICE HELMETS SAFETY FAIR118023PRORIDER INC 101-2001-60175
1,270.00Maintenance/Services03/05/18-WC PLUMBING SERVICES118025ROTO ROOTER PLUMBERS INC 101-3008-60691
Attachment 1
25
Demand Register Packet: APPKT01521 - DA 03/16/18
3/15/2018 4:48:42 PM Page 2 of 7
AmountVendor Name Payment Number Description (Item)Account Name Account Number
614.00Fire Plan Review Deposits03/15/18- FIRE INSP RFND BCOM2017-00…118026SOUTH WEST CONCEPTS 101-0000-22811
-351.00Fire Plan Review Fee03/15/18- FIRE INSP RFND BCOM2017-00…118026SOUTH WEST CONCEPTS 101-0000-42420
53.29Fire Station12/26/18- EOC SUPPLIES118027STAPLES ADVANTAGE 101-2002-60670
39.00Safety Gear02/27/18- SAFETY SHIRT - TREVER118028SUMMIT SAFETY LLC 101-7006-60427
202.70Safety Gear02/28/18- SAFETY SHIRTS - TREVER118028SUMMIT SAFETY LLC 101-7006-60427
47.00Pest Control02/09/18- PUBLIC WORKS PEST CONTROL118033TRULY NOLEN INC 101-3008-60116
-9.80Sales Taxes Payable02/08-02/23/18- WATER FILTERS118039WELLS FARGO BUSINESS CARD 101-0000-20304
-2.28Sales Taxes Payable02/08-02/23/18- CLEANING TABLETS TAX118039WELLS FARGO BUSINESS CARD 101-0000-20304
44.38Travel & Training02/08-02/23/18- UPDATE WITH MAYOR118039WELLS FARGO BUSINESS CARD 101-1001-60320
80.00Travel & Training02/08-02/23/18- HOUSING CONFERENCE118039WELLS FARGO BUSINESS CARD 101-1001-60320
195.75Travel & Training02/08-02/23/18- COUNCIL MEETING118039WELLS FARGO BUSINESS CARD 101-1001-60320
28.28Operating Supplies02/08-02/23/18- CLEANING TABLETS118039WELLS FARGO BUSINESS CARD 101-1002-60420
121.80Operating Supplies02/08-02/23/18- WATER FILTERS118039WELLS FARGO BUSINESS CARD 101-1002-60420
-1.05Sales Taxes Payable01/31-02/28/18- DYO SUPPLIES TAX118040WELLS FARGO BUSINESS CARD 101-0000-20304
-13.78Sales Taxes Payable01/31-02/28/18- TACOS & TEQUILA EVENT…118040WELLS FARGO BUSINESS CARD 101-0000-20304
-13.12Sales Taxes Payable01/31-02/28/18- EMERGENCY BLANKETS …118040WELLS FARGO BUSINESS CARD 101-0000-20304
-1.00Sales Taxes Payable01/31-02/28/18- CEAQ GUIDLINES TAX118040WELLS FARGO BUSINESS CARD 101-0000-20304
160.00Travel & Training01/31-02/28/18- CSMFO CHAPTER MEETI…118040WELLS FARGO BUSINESS CARD 101-1006-60320
122.99Travel & Training01/31-02/28/18- LINKS SUPPLIES118040WELLS FARGO BUSINESS CARD 101-1006-60320
505.00Subscriptions & Publications01/31-02/28/18- GFOA AWARD REVIEW F…118040WELLS FARGO BUSINESS CARD 101-1006-60352
76.11Office Supplies01/31-02/28/18- EXTERNAL HARDDRIVE118040WELLS FARGO BUSINESS CARD 101-1006-60400
163.07Disaster Prep Supplies01/31-02/28/18- EMERGENCY BLANKETS118040WELLS FARGO BUSINESS CARD 101-2002-60406
283.98Printing01/31-02/28/18- EOC GUIDE MAPS118040WELLS FARGO BUSINESS CARD 101-2002-60410
596.95Fire Station01/31-02/28/18- AMR GRANT PURCHASE118040WELLS FARGO BUSINESS CARD 101-2002-60670
158.43Fire Station01/31-02/28/18- AMR GRANT CAMERA & …118040WELLS FARGO BUSINESS CARD 101-2002-60670
21.91Community Experiences01/31-02/28/18- DYO SUPPLIES118040WELLS FARGO BUSINESS CARD 101-3003-60149
20.28Community Experiences01/31-02/28/18- LQ ROCKET LAUNCH SUP…118040WELLS FARGO BUSINESS CARD 101-3003-60149
171.46Community Experiences01/31-02/28/18- TACOS & TEQUILA EVENT…118040WELLS FARGO BUSINESS CARD 101-3003-60149
62.00Community Experiences01/31-02/28/18- LQ ROCKET LAUNCH118040WELLS FARGO BUSINESS CARD 101-3003-60149
200.00Membership Dues01/31-02/28/18- AMERICANS FOR ART M…118040WELLS FARGO BUSINESS CARD 101-3003-60351
700.10Travel & Training01/31-02/28/18- HOTEL FOR CPRS CONF118040WELLS FARGO BUSINESS CARD 101-3005-60320
1,070.00Travel & Training01/31-02/28/18- CPRS CONF - AMBRIZ118040WELLS FARGO BUSINESS CARD 101-3005-60320
1,848.70Materials/Supplies01/31-02/28/18- 5 WATER COOLERS CITY…118040WELLS FARGO BUSINESS CARD 101-3008-60431
108.75Subscriptions & Publications01/31-02/28/18- CEAQ GUIDLINES118040WELLS FARGO BUSINESS CARD 101-6002-60352
143.29Printing03/05/18- EVENT RACK CARDS118041XPRESS GRAPHICS 101-3007-60410
80.15Printing03/07/18- DYO SIGNS118041XPRESS GRAPHICS 101-3007-60410
Fund 101 - GENERAL FUND Total:179,134.32
Fund: 201 - GAS TAX FUND
201.51Equipment Rental02/13/18- EQ RENTAL117995ELMS EQUIPMENT RENTAL INC 201-7003-61701
40.00Traffic Control Signs02/27/18- POST BASE SIGN118001HD SUPPLY CONSTRUCTION S…201-7003-60429
815.50Utilities - Electricity03/07/18- ELECTRICITY SERVICE118004IMPERIAL IRRIGATION DIST 201-7003-61101
38.77Traffic Control Signs02/28/18- HAZMAT SIGN118031TOPS'N BARRICADES INC 201-7003-60429
92.11Traffic Control Signs02/28/18- STOP SIGN118031TOPS'N BARRICADES INC 201-7003-60429
57.20Traffic Control Signs02/28/18- YELLOW REFLECTORS118031TOPS'N BARRICADES INC 201-7003-60429
181.83Traffic Control Signs02/28/18- YELLOW STRIPING118031TOPS'N BARRICADES INC 201-7003-60429
49.60Materials/Supplies03/01/18- DIG ALERT SERVICES 25118034UNDERGROUND SERVICE ALERT 201-7003-60431
Fund 201 - GAS TAX FUND Total:1,476.52
Fund: 202 - LIBRARY & MUSEUM FUND
126.08Utilities - Water03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…202-3006-61200
144.06Utilities - Gas01/19-02/20/18- LIBRARY GAS SERVICE118000GAS COMPANY, THE 202-3004-61100
2,284.89Utilities - Electricity03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 202-3004-61101
637.30Utilities - Electricity03/07/18- ELECTRICITY SERIVCE118004IMPERIAL IRRIGATION DIST 202-3006-61101
308.88HVAC02/02/18- LIBRARY HVAC PREV MAINT118020PACIFIC WEST AIR CONDITION…202-3004-60667
3,045.00Museum OperationsARCHIVING SERVICES FOR LQ HISTORICAL …118021PARKOS-MARTINEZ, SHERRY A 202-3006-60105
74.00Pest Control02/09/18- LIBRARY PEST CONTROL118033TRULY NOLEN INC 202-3004-60116
642.18Operating Supplies01/31-02/28/18- MUSEUM BOOKS118040WELLS FARGO BUSINESS CARD 202-3006-60420
Fund 202 - LIBRARY & MUSEUM FUND Total:7,262.39
Fund: 215 - LIGHTING & LANDSCAPING FUND
2,283.75Materials/Supplies01/17/18- LAMP RINGS117983BAHNSON'S MACHINE SHOP 215-7004-60431
26
Demand Register Packet: APPKT01521 - DA 03/16/18
3/15/2018 4:48:42 PM Page 3 of 7
AmountVendor Name Payment Number Description (Item)Account Name Account Number
484.87Operating Supplies02/27/18- PLANT REPLACEMENT117984CALIFORNIA DESERT NURSERY,…215-7004-60420
415.83Utilities - Water - Medians03/07/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…215-7004-61211
4,384.44Utilities - Water - Medians03/13/18- WATER SERVICE117990COACHELLA VALLEY WATER DI…215-7004-61211
6,100.00ConsultantsCITYWIDE LANDSCAPE LIGHTING MAINTE…118003HORIZON LIGHTING 215-7004-60104
5,228.34Utilities - Electric03/07/18- ELECTRICITY SERVICE118004IMPERIAL IRRIGATION DIST 215-7004-61116
2,379.99Utilities - Electric - Medians03/07/18- ELECTRICITY SERVICE118004IMPERIAL IRRIGATION DIST 215-7004-61117
502.71Utilities - Electric03/13/18- ELECTRICITY SERVICE118004IMPERIAL IRRIGATION DIST 215-7004-61116
37.50Utilities - Electric - Medians03/13/18- ELECTRICITY SERVICE118004IMPERIAL IRRIGATION DIST 215-7004-61117
5,278.00SilverRock Way LandscapeSILVERROCK RESORT PERIMETER LANDSC…118008LANDMARK GOLF MANAGEM…215-7004-60143
109.71Materials/Supplies03/01/18- ELECTRICAL MATERIAL118038WALTERS WHOLESALE ELECTR…215-7004-60431
547.98Materials/Supplies03/01/18- ELECTRICAL MATERIAL118038WALTERS WHOLESALE ELECTR…215-7004-60431
363.29Materials/Supplies03/01/18- ELECTRICAL MATERIAL118038WALTERS WHOLESALE ELECTR…215-7004-60431
Fund 215 - LIGHTING & LANDSCAPING FUND Total:28,116.41
Fund: 217 - DEVELOPMENT AGREEMENT
145.00Land AcquisitionFRONTIER PROPERTY WALL118014NAI CONSULTING INC 217-0000-74010
Fund 217 - DEVELOPMENT AGREEMENT Total:145.00
Fund: 224 - TUMF FUND
163,357.29TUMF Payable to CVAG02/2018- TUMF FEE117988COACHELLA VALLEY ASSOC OF…224-0000-20320
Fund 224 - TUMF FUND Total:163,357.29
Fund: 241 - HOUSING AUTHORITY
358.05Temporary Agency Services02/23/18- CITY MANAGER TEMP118018OFFICE TEAM 241-9101-60125
477.40Temporary Agency Services03/02/18- CITY MANAGER TEMP118018OFFICE TEAM 241-9101-60125
10,000.00Rental Expenses03/15/18- INS DEDUCTIBLE PROPERTY 53-…118036VINCERE INDUSTRIES, INC.241-9103-60157
Fund 241 - HOUSING AUTHORITY Total:10,835.45
Fund: 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014)
145.00Relocation Benefits02/08-02/23/18- WSA MGMT MEETING118039WELLS FARGO BUSINESS CARD 248-9102-60159
Fund 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014) Total:145.00
Fund: 250 - TRANSPORTATION DIF FUND
40,000.00Developer Reimbursements03/15/18- ST IMPROVEMENTS AVE 54117993EAST OF MADISON LLC 250-0000-80105
61,818.00Developer Reimbursements03/15/18- RAISED LANDSCAPE IMPROVE…117993EAST OF MADISON LLC 250-0000-80105
50,909.90Developer Reimbursements03/15/18- RAISEDMEDIAN IMPROVEMEN…117993EAST OF MADISON LLC 250-0000-80105
36,364.00Developer Reimbursements03/15/18- RAISED LANDSCAPE FRED WAR…118009LENNAR HOMES OF CALIFORN…250-0000-80105
40,000.00Developer Reimbursements03/15/18- MADISON ST IMPROVEMENTS118015ND LA QUINTA PARTNERS LLC 250-0000-80105
65,455.00Developer Reimbursements03/15/18- AVE 52 ST & RAISED LANDSCAP…118015ND LA QUINTA PARTNERS LLC 250-0000-80105
47,273.00Developer Reimbursements03/15/18- AVE 50 MEDIAN/CURB LANDSC…118030TOLL BROS., INC.250-0000-80105
25,455.00Developer Reimbursements03/15/18- AVE 52 MEDIAN ISLAND IMPR…118030TOLL BROS., INC.250-0000-80105
32,727.00Developer Reimbursements03/15/18- RAISED LANDSCAPE HWY 111 N…118037WALMART STORES, INC C/O B…250-0000-80105
Fund 250 - TRANSPORTATION DIF FUND Total:400,001.90
Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS
2,057.85TechnicalCNS ENGINEERS BPMP PROJECT NO. 2017…117987CNS ENGINEERS, INC 401-0000-60108
173.95Construction03/01/18- CITY HALL BATHROOM MATERI…117997FERGUSON ENTERPRISES, INC 401-0000-60188
4,037.11Construction03/01/18- CITY HALL BATHROOM REMOD…117997FERGUSON ENTERPRISES, INC 401-0000-60188
3,271.25DesignON-CALL PROFESSIONAL SVCS118002HERMANN DESIGN GROUP INC 401-0000-60185
1,187.50DesignON-CALL PROF LANDSCAPE ARCHITECTUR…118002HERMANN DESIGN GROUP INC 401-0000-60185
902.50DesignON-CALL PROF LANDSCAPE ARCHITECTUR…118002HERMANN DESIGN GROUP INC 401-0000-60185
3,900.00TechnicalON-CALL CONSTRUCTION SURVEYING SVC118013MSA CONSULTING INC 401-0000-60108
1,435.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
65.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
145.00Professional ServicesWASHINGTON ST AT FRED WARING DRIVE118014NAI CONSULTING INC 401-0000-60103
4,219.17Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
290.00Professional ServicesSB821 LQ HIGH ADA118014NAI CONSULTING INC 401-0000-60103
2,320.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
1,015.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
4,032.50Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
2,965.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
145.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
250.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
65.00Professional ServicesBPMP BRIDGE PREVENTATIVE MAINT PLAN118014NAI CONSULTING INC 401-0000-60103
27
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3/15/2018 4:48:42 PM Page 4 of 7
AmountVendor Name Payment Number Description (Item)Account Name Account Number
1,305.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
1,402.50Professional ServicesCALLE TAMPICO DRAINAGE118014NAI CONSULTING INC 401-0000-60103
3,190.00Professional ServicesPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60103
375.00Professional ServicesSSAR SYS SAFETY ANALYSIS RPT118014NAI CONSULTING INC 401-0000-60103
870.00DesignPROFESSIONAL ENGINEERING SERVICES118014NAI CONSULTING INC 401-0000-60185
-2,742.50Retention PayablePO#1718-0125 RETENTION 2017-03118016NEW CONSTRUCTION SOLUTI…401-0000-20600
54,850.00ConstructionNEW CONSTRUCTION SOLUTIONS INC., P…118016NEW CONSTRUCTION SOLUTI…401-0000-60188
-10,602.95Retention PayablePO#1718-0105 RETENTION 2016-03B118035URBAN HABITAT ENVIRONME…401-0000-20600
212,059.00ConstructionNORTH LA QUINTA TURF CONVERSION - A…118035URBAN HABITAT ENVIRONME…401-0000-60188
Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total:293,182.88
Fund: 501 - FACILITY & FLEET REPLACEMENT
22,551.97Vehicles, Rentals & Leases03/2018- FLEET LEASE CHARGES117996ENTERPRISE FM TRUST 501-0000-71030
1,292.98Fuel & Oil03/05/18- FUEL CHARGES117999FUELMAN 501-0000-60674
13.03Fuel & Oil02/08/18- MOTOR OIL & FUEL118005INLAND POWER EQUIPMENT …501-0000-60674
44,149.34Machinery & EquipmentQUINN QAT SKID STEER LOADER118024QUINN COMPANY 501-0000-80100
1,179.63Fuel & Oil02/26-02/28/18- UNLEAD/DIESEL FUEL118032TOWER ENERGY GROUP 501-0000-60674
Fund 501 - FACILITY & FLEET REPLACEMENT Total:69,186.95
Fund: 502 - INFORMATION TECHNOLOGY
1,560.00Utilities - Cable03/10-04/09/18- CITY HALL FIBER118029TIME WARNER CABLE 502-0000-61400
50.00Software Licenses02/08-02/23/18- BASECAMP118039WELLS FARGO BUSINESS CARD 502-0000-60301
48.00Software Licenses01/31-02/28/18- CISCO SOFTWARE118040WELLS FARGO BUSINESS CARD 502-0000-60301
180.00Software Licenses01/31-02/28/18- G SUITE TRIAL118040WELLS FARGO BUSINESS CARD 502-0000-60301
Fund 502 - INFORMATION TECHNOLOGY Total:1,838.00
Fund: 503 - PARK EQUIP & FACILITY FUND
910.00Parks02/08-02/21/18- CONCRETE TESTING FRIT…118007LANDMARK GEO-ENGINEERS &…503-0000-71060
Fund 503 - PARK EQUIP & FACILITY FUND Total:910.00
Fund: 504 - INSURANCE FUND
6,146.84Claims03/12/18- REFUND OVERPYAMENT ON IN…117985CALIFORNIA JOINT POWERS IN…504-1010-60442
172.42Office Supplies02/27/18-KEY BOARDS118017OFFICE DEPOT 504-1010-60400
Fund 504 - INSURANCE FUND Total:6,319.26
Fund: 601 - SILVERROCK RESORT
267.17SilverRock Buildings02/21/18- SRR BALLAST117991CONSOLIDATED ELECTRICAL DI…601-0000-60556
Fund 601 - SILVERROCK RESORT Total:267.17
Grand Total:1,162,178.54
28
Demand Register Packet: APPKT01521 - DA 03/16/18
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Fund Summary
Fund Expense Amount
101 - GENERAL FUND 179,134.32
201 - GAS TAX FUND 1,476.52
202 - LIBRARY & MUSEUM FUND 7,262.39
215 - LIGHTING & LANDSCAPING FUND 28,116.41
217 - DEVELOPMENT AGREEMENT 145.00
224 - TUMF FUND 163,357.29
241 - HOUSING AUTHORITY 10,835.45
248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014)145.00
250 - TRANSPORTATION DIF FUND 400,001.90
401 - CAPITAL IMPROVEMENT PROGRAMS 293,182.88
501 - FACILITY & FLEET REPLACEMENT 69,186.95
502 - INFORMATION TECHNOLOGY 1,838.00
503 - PARK EQUIP & FACILITY FUND 910.00
504 - INSURANCE FUND 6,319.26
601 - SILVERROCK RESORT 267.17
Grand Total:1,162,178.54
Account Summary
Account Number Account Name Expense Amount
101-0000-20304 Sales Taxes Payable -212.71
101-0000-20310 MSHCP Mitigation Fee 25,829.75
101-0000-22811 Fire Plan Review Deposits 1,228.00
101-0000-22830 Miscellaneous Deposits 50.00
101-0000-42300 Cash Over/Short 95.00
101-0000-42402 Mechanical Permits 39.01
101-0000-42420 Fire Plan Review Fee -702.00
101-0000-43631 CVMSHCP Admin Fee -258.30
101-1001-60320 Travel & Training 320.13
101-1002-60420 Operating Supplies 150.08
101-1004-50252 Fitness Membership Reim…40.00
101-1004-60320 Travel & Training 50.00
101-1005-60125 Temporary Agency Servic…474.60
101-1006-60320 Travel & Training 282.99
101-1006-60352 Subscriptions & Publicati…505.00
101-1006-60400 Office Supplies 76.11
101-2001-60168 School Officer 37,575.03
101-2001-60174 Blood/Alcohol Testing 20.00
101-2001-60175 Special Enforcement Funds 2,133.68
101-2001-60193 Sexual Assault Exam Fees 1,100.00
101-2002-60406 Disaster Prep Supplies 163.07
101-2002-60410 Printing 283.98
101-2002-60670 Fire Station 808.67
101-2002-61100 Utilities - Gas 270.46
101-2002-61101 Utilities - Electricity 678.05
101-2002-61200 Utilities - Water 791.97
101-3003-60149 Community Experiences 5,700.52
101-3003-60351 Membership Dues 200.00
101-3005-60320 Travel & Training 1,770.10
101-3005-61102 Utilities - Electric - Montic…13.52
101-3005-61103 Utilities - Electric - Civic C…1,569.87
101-3005-61105 Utilities - Electric - Fritz Bu…1,168.06
101-3005-61106 Utilities - Electric - Sports …2,237.54
101-3005-61108 Utilities - Electric - Colonel…47.85
101-3005-61109 Utilities - Electric - Comm…4,457.35
101-3005-61110 Utilities - Electric - Adams…56.14
101-3005-61111 Utilities - Electric - Velasco…14.95
101-3005-61113 Utilities - Electric - Eisenh…21.81
101-3005-61114 Utilities - Electric - Desert …12.94
101-3005-61201 Utilities - Water -Monticel…725.20
29
Demand Register Packet: APPKT01521 - DA 03/16/18
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Account Summary
Account Number Account Name Expense Amount
101-3005-61203 Utilities - Water -Eisenho…165.08
101-3005-61204 Utilities - Water -Fritz Bur…93.76
101-3005-61205 Utilities - Water -Velasco …46.30
101-3005-61206 Utilities - Water -Desert Pr…120.65
101-3005-61207 Utilities - Water -Pioneer …605.03
101-3005-61208 Utilities - Water -Seasons …18.28
101-3005-61209 Utilities - Water -Commun…185.52
101-3007-60410 Printing 223.44
101-3007-60461 Marketing & Tourism Pro…62,783.11
101-3008-60116 Pest Control 47.00
101-3008-60431 Materials/Supplies 1,848.70
101-3008-60691 Maintenance/Services 1,270.00
101-3008-61100 Utilities - Gas 644.92
101-3008-61101 Utilities - Electricity 7,211.61
101-3008-61200 Utilities - Water 93.49
101-6002-60352 Subscriptions & Publicati…108.75
101-6004-60120 Lot Cleaning 310.00
101-7006-60104 Consultants 13,292.50
101-7006-60146 PM 10 - Dust Control 36.06
101-7006-60427 Safety Gear 241.70
201-7003-60429 Traffic Control Signs 409.91
201-7003-60431 Materials/Supplies 49.60
201-7003-61101 Utilities - Electricity 815.50
201-7003-61701 Equipment Rental 201.51
202-3004-60116 Pest Control 74.00
202-3004-60667 HVAC 308.88
202-3004-61100 Utilities - Gas 144.06
202-3004-61101 Utilities - Electricity 2,284.89
202-3006-60105 Museum Operations 3,045.00
202-3006-60420 Operating Supplies 642.18
202-3006-61101 Utilities - Electricity 637.30
202-3006-61200 Utilities - Water 126.08
215-7004-60104 Consultants 6,100.00
215-7004-60143 SilverRock Way Landscape 5,278.00
215-7004-60420 Operating Supplies 484.87
215-7004-60431 Materials/Supplies 3,304.73
215-7004-61116 Utilities - Electric 5,731.05
215-7004-61117 Utilities - Electric - Media…2,417.49
215-7004-61211 Utilities - Water - Medians 4,800.27
217-0000-74010 Land Acquisition 145.00
224-0000-20320 TUMF Payable to CVAG 163,357.29
241-9101-60125 Temporary Agency Servic…835.45
241-9103-60157 Rental Expenses 10,000.00
248-9102-60159 Relocation Benefits 145.00
250-0000-80105 Developer Reimbursemen…400,001.90
401-0000-20600 Retention Payable -13,345.45
401-0000-60103 Professional Services 23,219.17
401-0000-60108 Technical 5,957.85
401-0000-60185 Design 6,231.25
401-0000-60188 Construction 271,120.06
501-0000-60674 Fuel & Oil 2,485.64
501-0000-71030 Vehicles, Rentals & Leases 22,551.97
501-0000-80100 Machinery & Equipment 44,149.34
502-0000-60301 Software Licenses 278.00
502-0000-61400 Utilities - Cable 1,560.00
503-0000-71060 Parks 910.00
504-1010-60400 Office Supplies 172.42
504-1010-60442 Claims 6,146.84
30
Demand Register Packet: APPKT01521 - DA 03/16/18
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Account Summary
Account Number Account Name Expense Amount
601-0000-60556 SilverRock Buildings 267.17
Grand Total:1,162,178.54
Project Account Summary
Project Account Key Expense Amount
**None**465,948.76
091002P 2,320.00
091004P 2,965.00
111205P 4,219.17
141517P 145.00
151603P 4,032.50
151612P 3,852.50
1718CPMD 870.00
1718PMPP 1,305.00
201601P 250.00
201602P 65.00
201603CT 212,059.00
201603D 2,090.00
201603P 3,190.00
201603RP -10,602.95
201603T 3,900.00
201608D 3,271.25
201701P 145.00
201702DEV 400,001.90
201703CT 54,850.00
201703FFE 4,211.06
201703RP -2,742.50
201705P 290.00
201707P 65.00
201707T 2,057.85
201708P 375.00
ARCHIVEE 3,045.00
Grand Total:1,162,178.54
31
3/19/2018 10:51:22 AM Page 1 of 2
Demand Register
City of La Quinta, CA Packet: APPKT01524 - JD 3/16/18
AmountVendor Name Payment Number Description (Item)Account Name Account Number
Fund: 101 - GENERAL FUND
266.38Marketing & Tourism Promoti…3/2/18- MISSION LQ EVENT118042PALMS TO PINES PRINTING 101-3007-60461
Fund 101 - GENERAL FUND Total:266.38
Fund: 221 - AB 939 - CALRECYCLE FUND
874.17AB 939 Recycling Solutions2/23/18-RECYCLING GIVEAWAY PROMO A…118042PALMS TO PINES PRINTING 221-0000-60127
2,845.29AB 939 Recycling Solutions2/23/18- RECYCLE GIVEAWAY PROMO AB …118042PALMS TO PINES PRINTING 221-0000-60127
Fund 221 - AB 939 - CALRECYCLE FUND Total:3,719.46
Grand Total:3,985.84
32
Demand Register Packet: APPKT01524 - JD 3/16/18
3/19/2018 10:51:22 AM Page 2 of 2
Fund Summary
Fund Expense Amount
101 - GENERAL FUND 266.38
221 - AB 939 - CALRECYCLE FUND 3,719.46
Grand Total:3,985.84
Account Summary
Account Number Account Name Expense Amount
101-3007-60461 Marketing & Tourism Pro…266.38
221-0000-60127 AB 939 Recycling Solutions 3,719.46
Grand Total:3,985.84
Project Account Summary
Project Account Key Expense Amount
**None**3,985.84
Grand Total:3,985.84
33
3/22/2018 11:26:28 AM Page 1 of 5
Demand Register
City of La Quinta, CA Packet: APPKT01533 - DA 03/23/18
AmountVendor Name Payment Number Description (Item)Account Name Account Number
Fund: 101 - GENERAL FUND
303.06Prepaid Expense03/02/18-03/01/19- TYPEWRITER MAINT …118043ADVANCED IMAGING SOLUTI…101-0000-13600
151.52Typewriters03/02/18-03/01/19- TYPEWRITER MAINT …118043ADVANCED IMAGING SOLUTI…101-1007-60663
-17.50Sales Taxes Payable03/02/18- NITRILE GLOVES TAX118044ATCO MANUFACTURING COM…101-0000-20304
288.00Instructors03/19/18- PILATES118046BERETTO, LUCILLA 101-3002-60107
8,670.00Boys & Girls ClubCDBG FUNDING SUB-RECIPIENT FOR 17/18…118047BOYS & GIRLS CLUB OF COACH…101-3001-60135
196.05LT Care Insurance PayLONG TERM CARE118048CALPERS LONG-TERM CARE P…101-0000-20949
533.40Instructors03/19/18- SUN STYLE TAI CHI118049COHEN, ANN MARIE 101-3002-60107
560.00Traffic Counts/StudiesON CALL TRAFFIC DATA COLLECTION118051COUNTS UNLIMITED INC 101-7006-60145
189.55Citywide Conf Room Supplies03/12/18- CITYWIDE COFFEE SUPPLIES118052DAIOHS FIRST CHOICE SERVICES 101-1007-60403
209.53Citywide Conf Room Supplies03/15/18- CITYWIDE COFFEE SUPPLIES118052DAIOHS FIRST CHOICE SERVICES 101-1007-60403
70.00Blood/Alcohol Testing02/22/18- BLOOD ANALYSIS118053DEPARTMENT OF JUSTICE 101-2001-60174
48.93Subscriptions & Publications04/2018- SUBSCRIPTION SERVICE118055DESERT SUN, THE 101-6001-60352
65.58Subscriptions & Publications04/2018- SUBSCRIPTION SERVICE118055DESERT SUN, THE 101-3002-60352
165.00Consultants02/23/18- RANDOM TESTING118056EISENHOWER OCCUPATIONAL…101-1004-60104
705.00Plan ChecksON CALL BUILDING PLAN REVIEW & INSPE…118057ESGIL CORPORATION 101-6003-60118
1,228.00Fire Plan Review Deposits03/20/18- FIRE INSP RNFD FAA2017-0041,…118059FIRE SPRINKLER SYSTEMS, INC 101-0000-22811
-468.00Fire Plan Review Fee03/20/18- FIRE INSP RNFD FAA2017-0041,…118059FIRE SPRINKLER SYSTEMS, INC 101-0000-42420
850.00Community Experiences02/09/18- WEBSITE UPDATE REMAINING …118062GIZMO BEACH 101-3003-60149
520.00Instructors03/19/18- PERSONAL TRAINER118066KEPLER, KRISTOFFER 101-3002-60107
1,751.30Due to Other Agencies02/09/18- TOAST OF LA QUINTA TICKET S…118067LA QUINTA HISTORICAL SOCIE…101-0000-20300
257.00Temporary Use Permit02/08/18-REFUND APPLICATION VOIDED …118068MCLEAN COMPANY 101-0000-42439
4.63Credit Card Fee Revenue02/08/18-REFUND APPLICATION VOIDED118068MCLEAN COMPANY 101-0000-43505
269.50Instructors03/19/18- TAI CHI CHUAN118069MEDEIROS, JOYCELEEN 101-3002-60107
79.00Travel & Training04/30/2018- EXCEL TRAINING REGISTRATI…118071MORENO, ANTHONY 101-6004-60320
241.43LQ Police Volunteers02/16/18- POLICE BUSINESS CARDS118074OFFICE DEPOT 101-2001-60109
80.48LQ Police Volunteers02/16/18- POLICE BUSINESS CARDS118074OFFICE DEPOT 101-2001-60109
363.31Forms03/07/18- 8 1/2X11 CITYWIDE COPY PAPER118074OFFICE DEPOT 101-1007-60402
474.60Temporary Agency Services03/09/18- CC TEMP SERVICES118075OFFICE TEAM 101-1005-60125
13.18Postage03/03/18- OVERNIGHT MAIL118076ONTRAC 101-1007-60470
65.00Travel & Training05/18/18- PROCLAMATION PRESENTING118077PALM SPRINGS PRIDE 101-1001-60320
62.88Cash Over/Short03/05/18- REFUND TOT OVERPAYMENT118078PALM SPRINGS VACATION H…101-0000-42300
253.31Community Experiences03/08/18- PILLARS OF COMMUNITY BRASS…118080POWERS AWARDS INC 101-3003-60149
598.69Travel & Training03/13-03/16/18- IIMC SERIES 200 REIMB118081RADEVA, MONIKA 101-1005-60320
622,864.09Sheriff Patrol09/14-10/11/17- POLICE SERVICE BP#4118082RIVERSIDE COUNTY SHERIFF D…101-2001-60161
13,066.51Police Overtime09/14-10/11/17- PATROL DUTY OT118082RIVERSIDE COUNTY SHERIFF D…101-2001-60162
133,357.25Target Team09/14-10/11/17- TARGET TEAM118082RIVERSIDE COUNTY SHERIFF D…101-2001-60163
50,414.00Community Services Officer09/14-10/11/17- COMMUNITY SERVICES …118082RIVERSIDE COUNTY SHERIFF D…101-2001-60164
12,316.80Gang Task Force09/14-10/11/17- GANG TASK FORCE118082RIVERSIDE COUNTY SHERIFF D…101-2001-60166
12,316.80Narcotics Task Force09/14-10/11/17- NARCOTICS TASK FORCE118082RIVERSIDE COUNTY SHERIFF D…101-2001-60167
84,771.96Motor Officer09/14-10/11/17- MOTOR OFFICER118082RIVERSIDE COUNTY SHERIFF D…101-2001-60169
33,190.10Dedicated Sargeant09/14-10/11/17- DEDICATED SARGEANT118082RIVERSIDE COUNTY SHERIFF D…101-2001-60170
14,126.56Dedicated Lieutenant09/14-10/11/17- DEDICATED LIEUTENANT118082RIVERSIDE COUNTY SHERIFF D…101-2001-60171
31,699.94Sheriff - Mileage09/14-10/11/17- SHERIFF MILEAGE118082RIVERSIDE COUNTY SHERIFF D…101-2001-60172
3,754.94Special Enforcement Funds09/14-10/11/17- SPECIAL ENFORCEMENT …118082RIVERSIDE COUNTY SHERIFF D…101-2001-60175
605,220.64Sheriff Patrol12/07/17-01/03/18- SHERIFF PATROL118083RIVERSIDE COUNTY SHERIFF D…101-2001-60161
18,729.77Police Overtime12/07/17-01/03/18- PATROL DUTY OT118083RIVERSIDE COUNTY SHERIFF D…101-2001-60162
124,418.71Target Team12/07/17-01/03/18- TARGET TEAM118083RIVERSIDE COUNTY SHERIFF D…101-2001-60163
51,577.40Community Services Officer12/07/17-01/03/18- COMMUNITY SERVIC…118083RIVERSIDE COUNTY SHERIFF D…101-2001-60164
12,316.80Gang Task Force12/07/17-01/03/18- GANG TASK FORCE118083RIVERSIDE COUNTY SHERIFF D…101-2001-60166
12,316.80Narcotics Task Force12/07/17-01/03/18- NARCOTICS TASK FO…118083RIVERSIDE COUNTY SHERIFF D…101-2001-60167
87,222.85Motor Officer12/07/17-01/03/18- MOTOR OFFICER118083RIVERSIDE COUNTY SHERIFF D…101-2001-60169
34,822.40Dedicated Sargeant12/07/17-01/03/18- DEDICATED SARGEA…118083RIVERSIDE COUNTY SHERIFF D…101-2001-60170
20,180.80Dedicated Lieutenant12/07/17-01/03/18- DEDICATED LIEUTEN…118083RIVERSIDE COUNTY SHERIFF D…101-2001-60171
34
Demand Register Packet: APPKT01533 - DA 03/23/18
3/22/2018 11:26:28 AM Page 2 of 5
AmountVendor Name Payment Number Description (Item)Account Name Account Number
34,073.48Sheriff - Mileage12/07/17-01/03/18- SHERIFF MILEAGE118083RIVERSIDE COUNTY SHERIFF D…101-2001-60172
10,713.88Special Enforcement Funds12/07/17-01/03/18- SPECIAL ENFORCEM…118083RIVERSIDE COUNTY SHERIFF D…101-2001-60175
645,870.99Sheriff Patrol11/09-12/06/17- SHERIFF PATROL118084RIVERSIDE COUNTY SHERIFF D…101-2001-60161
30,473.13Police Overtime11/09-12/06/17- PATROL DUTY OT118084RIVERSIDE COUNTY SHERIFF D…101-2001-60162
132,636.40Target Team11/09-12/06/17- TARGET TEAM118084RIVERSIDE COUNTY SHERIFF D…101-2001-60163
50,318.16Community Services Officer11/09-12/06/17- COMMUNITY SERVICES …118084RIVERSIDE COUNTY SHERIFF D…101-2001-60164
12,316.80Gang Task Force11/09-12/06/17- GANG TASK FORCE118084RIVERSIDE COUNTY SHERIFF D…101-2001-60166
12,316.80Narcotics Task Force11/09-12/06/17- NARCOTICS TASK FORCE118084RIVERSIDE COUNTY SHERIFF D…101-2001-60167
87,799.53Motor Officer11/09-12/06/17- MOTOR OFFICER118084RIVERSIDE COUNTY SHERIFF D…101-2001-60169
34,822.40Dedicated Sargeant11/09-12/06/17- DEDICATED SARGEANT118084RIVERSIDE COUNTY SHERIFF D…101-2001-60170
18,162.72Dedicated Lieutenant11/09-12/06/17- DEDICATED LIEUTENANT118084RIVERSIDE COUNTY SHERIFF D…101-2001-60171
34,277.81Sheriff - Mileage11/09-12/06/17- SHERIFF MILEAGE118084RIVERSIDE COUNTY SHERIFF D…101-2001-60172
6,357.15Special Enforcement Funds11/09-12/06/17- SPECIAL ENFORCEMENT …118084RIVERSIDE COUNTY SHERIFF D…101-2001-60175
633,968.31Sheriff Patrol10/12-11/08/17- POLICE SERVICE BP #05118085RIVERSIDE COUNTY SHERIFF D…101-2001-60161
17,139.17Police Overtime10/12-11/08/17- PATROL DUTY OT118085RIVERSIDE COUNTY SHERIFF D…101-2001-60162
114,398.90Target Team10/12-11/08/17- TARGET TEAM118085RIVERSIDE COUNTY SHERIFF D…101-2001-60163
49,583.00Community Services Officer10/12-11/08/17- COMMUNITY SERVICES …118085RIVERSIDE COUNTY SHERIFF D…101-2001-60164
12,316.80Gang Task Force10/12-11/08/17- GANG TASK FORCE118085RIVERSIDE COUNTY SHERIFF D…101-2001-60166
12,316.80Narcotics Task Force10/12-11/08/17- NARCOTICS TASK FORCE118085RIVERSIDE COUNTY SHERIFF D…101-2001-60167
83,979.03Motor Officer10/12-11/08/17- MOTOR OFFICER118085RIVERSIDE COUNTY SHERIFF D…101-2001-60169
35,910.60Dedicated Sargeant10/12-11/08/17- DEDICATED SARGEANT118085RIVERSIDE COUNTY SHERIFF D…101-2001-60170
15,135.60Dedicated Lieutenant10/12-11/08/17- DEDICATED LIEUTENANT118085RIVERSIDE COUNTY SHERIFF D…101-2001-60171
33,205.24Sheriff - Mileage10/12-11/08/17- SHERIFF MILEAGE118085RIVERSIDE COUNTY SHERIFF D…101-2001-60172
3,049.16Special Enforcement Funds10/12-11/08/17- SPECIAL ENFORCEMENT …118085RIVERSIDE COUNTY SHERIFF D…101-2001-60175
200.00Garnishments PayableGARNISHMENT118086RIVERSIDE DEPARTMENT OF C…101-0000-20985
10.00Miscellaneous Permits01/31/18- REFUND CANCELLED PERMIT118087ROADRUNNER POOLS INC 101-0000-42404
0.18Credit Card Fee Revenue01/31/18- REFUND CANCELLED PERMIT118087ROADRUNNER POOLS INC 101-0000-43505
10.00Miscellaneous Permits01/31/18- REFUND CALCELLED PERMIT118087ROADRUNNER POOLS INC 101-0000-42404
0.18Credit Card Fee Revenue01/31/18- REFUND CALCELLED PERMIT118087ROADRUNNER POOLS INC 101-0000-43505
1,166.20Instructors03/19/18 TAEKWONDO118088ROJAS, MIGUEL ANGEL 101-3002-60107
315.00Operating Supplies03/13/18- WC GYM PREVENATIVE MAINT118089ROYAL GYM SERVICES, LLC 101-3002-60420
31,258.09Developer Deposits800890- MCVEIGH CEQA118090RUTAN & TUCKER 101-0000-22810
24.00Attorney800892- GUNNETT FPPC118090RUTAN & TUCKER 101-1003-60153
11,000.00Attorney800882- RETAINER MATTER118090RUTAN & TUCKER 101-1003-60153
717.50Attorney800891- DUNE PALMS PRJT ROW ACQ118090RUTAN & TUCKER 101-1003-60153
5,421.42Attorney800880- CODE ENFORCEMENT118090RUTAN & TUCKER 101-1003-60153
20,997.12Attorney800877- GENERAL ACCOUNT118090RUTAN & TUCKER 101-1003-60153
67.00Attorney800883- GENERAL IP118090RUTAN & TUCKER 101-1003-60153
520.39Attorney/Litigation800879- LITIGATION GENERAL118090RUTAN & TUCKER 101-1003-60154
189.00Instructors03/19/18- WATERCOLOR118091RYAN, JOAN FRANCIS 101-3002-60107
182.00Instructors03/19/18- ZUMBA118092SALCEDO, KATHLEEN KENNEDY 101-3002-60107
450.80Instructors03/19/18- BALLROOM DANCING118093SHIRY, TERESA 101-3002-60107
569.60Instructors03/19/18- PERSONAL TRAINER118094SNYDER, JANICE 101-3002-60107
180.00Instructors03/19/18- COMPUTER LITERACY118095SPARKMAN, STANLEY KEITH 101-3002-60107
98.91Office Supplies02/27/18- FLASH DRIVES & SUPPLIES118096STAPLES ADVANTAGE 101-7003-60400
193.00Office Supplies03/09/18- MUSEUM & IT SUPPLIES118096STAPLES ADVANTAGE 101-3001-60400
1.90Operating Supplies03/09/18- OFFICE SUPPLIES118096STAPLES ADVANTAGE 101-1004-60420
23.26Office Supplies03/09/18- OFFICE SUPPLIES118096STAPLES ADVANTAGE 101-3001-60400
30.77Office Supplies03/23/18- COBRA FOLDER FILES118096STAPLES ADVANTAGE 101-1004-60400
56.13Operating Supplies03/13/18- OFFICE SUPPLIES118096STAPLES ADVANTAGE 101-6001-60420
53.46Operating Supplies03/13/18- OFFICE SUPPLIES118096STAPLES ADVANTAGE 101-6006-60420
70.12Utilities - Cable03/16-04/15/18- FS #32 CABLE118097TIME WARNER CABLE 101-2002-61400
3.16Utilities - Cable03/05-04/04/18- FS #32 CABLE118097TIME WARNER CABLE 101-2002-61400
119.98Utilities - Cable03/03-04/02/18- FS#93 CABLE SERVICE118097TIME WARNER CABLE 101-2002-61400
59.99Utilities - Cable03/2018- FS #32 INTERNET118097TIME WARNER CABLE 101-2002-61400
156.80Instructors03/19/18- SUNSET YOGA118099TRUE, ARTHUR ALLEN 101-3002-60107
62.00United Way DeductionsCONTRIBUTION118101UNITED WAY OF THE DESERT 101-0000-20981
2,447.24Contract Traffic EngineerON-CALL TRAFFIC ENGINEERING SERVICES118104WILLDAN 101-7006-60144
1,404.50Contract Traffic EngineerON-CALL TRAFFIC ENGINEERING SERVICES118104WILLDAN 101-7006-60144
97.98Printing03/12/18- EVENT SIGNS118105XPRESS GRAPHICS 101-3007-60410
35
Demand Register Packet: APPKT01533 - DA 03/23/18
3/22/2018 11:26:28 AM Page 3 of 5
AmountVendor Name Payment Number Description (Item)Account Name Account Number
1,532.50Plan ChecksYoung Engineering- On-Call Building Inspe…118106YOUNG ENGINEERING SVC 101-6003-60118
Fund 101 - GENERAL FUND Total:4,198,299.59
Fund: 201 - GAS TAX FUND
11.84Materials/Supplies03/13/18- DRIP TRAY118045AUTOZONE 201-7003-60431
31.54Materials/Supplies03/06/18- REFLECTIVE GLASS BEADS118098TOPS'N BARRICADES INC 201-7003-60431
Fund 201 - GAS TAX FUND Total:43.38
Fund: 202 - LIBRARY & MUSEUM FUND
14.13Operating Supplies03/09/18- MUSEUM & IT SUPPLIES118096STAPLES ADVANTAGE 202-3006-60420
15.20Operating Supplies03/09/18- OFFICE SUPPLIES118096STAPLES ADVANTAGE 202-3006-60420
Fund 202 - LIBRARY & MUSEUM FUND Total:29.33
Fund: 212 - SLESA (COPS) FUND
1,649.33COPS Burglary/Theft Preventi…09/14-10/11/17- COPS BURGLARY/THEFT …118082RIVERSIDE COUNTY SHERIFF D…212-0000-60179
18,369.89COPS Burglary/Theft Preventi…12/07/17-01/03/18- COPS BURG/THEFT P…118083RIVERSIDE COUNTY SHERIFF D…212-0000-60179
12,537.66COPS Burglary/Theft Preventi…11/09-12/06/17- COPS BURGLARY/THEFT …118084RIVERSIDE COUNTY SHERIFF D…212-0000-60179
12,537.65COPS Burglary/Theft Preventi…10/12-11/08/17- COPS BURGLARY/THEFT …118085RIVERSIDE COUNTY SHERIFF D…212-0000-60179
Fund 212 - SLESA (COPS) FUND Total:45,094.53
Fund: 215 - LIGHTING & LANDSCAPING FUND
238.31Materials/Supplies03/02/18- NITRILE GLOVES118044ATCO MANUFACTURING COM…215-7004-60431
12.93Materials/Supplies11/14/17- ELECTRICAL MATERIALS118058FASTENAL COMPANY 215-7004-60431
979.30Consultants01/23/18- ELECTRICAL SERVICE118064HORIZON LIGHTING 215-7004-60104
150.00Maintenance/Services03/13/18- BEE REMOVAL118100TRULY NOLEN INC 215-7004-60691
686.37Materials/Supplies02/23/18- ELECTRICAL MATERIAL118103WALTERS WHOLESALE ELECTR…215-7004-60431
1,264.24Materials/Supplies03/25/18- ELECTRICAL MATERIAL118103WALTERS WHOLESALE ELECTR…215-7004-60431
Fund 215 - LIGHTING & LANDSCAPING FUND Total:3,331.15
Fund: 221 - AB 939 - CALRECYCLE FUND
1,606.52AB 939 Recycling Solutions03/14/18- RECYCLED COFFEE TUMBLER118079PALMS TO PINES PRINTING 221-0000-60127
Fund 221 - AB 939 - CALRECYCLE FUND Total:1,606.52
Fund: 241 - HOUSING AUTHORITY
477.40Temporary Agency Services03/09/18- HA TEMP SERVICE118075OFFICE TEAM 241-9101-60125
2,077.50Attorney800881- HOUSING AUTH MISC118090RUTAN & TUCKER 241-9101-60153
Fund 241 - HOUSING AUTHORITY Total:2,554.90
Fund: 270 - ART IN PUBLIC PLACES FUND
6,750.00Art PurchasesAPP PURCHASE - 3 PLAQUES & 1 SCULPTU…118070METALREVELATIONS 270-0000-74800
Fund 270 - ART IN PUBLIC PLACES FUND Total:6,750.00
Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS
2,755.73Construction03/14/18- OFFICE FURNITURE118054DESERT BUSINESS INTERIORS 401-0000-60188
-2,627.75Retention PayablePO# 1718-0125 RETENTION 2017-03118073NEW CONSTRUCTION SOLUTI…401-0000-20600
52,555.00ConstructionNEW CONSTRUCTION SOLUTIONS INC., P…118073NEW CONSTRUCTION SOLUTI…401-0000-60188
Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total:52,682.98
Fund: 501 - FACILITY & FLEET REPLACEMENT
194.82Motorcycle Repair & Mainten…03/07/18- MOTOR ST1300 REPAIR118063HONDA YAMAHA OF REDLAN…501-0000-60679
950.44Vehicle Repair & Maintenance03/07/18- C.O.P FORD EXPLORER REPAIR118072MOUNTAIN VIEW TIRE 501-0000-60676
Fund 501 - FACILITY & FLEET REPLACEMENT Total:1,145.26
Fund: 502 - INFORMATION TECHNOLOGY
13,050.00ConsultantsFY 17/18 RIM MGMT INFORMATION TEC…118050CONVERGEONE, INC 502-0000-60104
177.64Utilities - Cable03/04-04/03/18- DSL SERVICE118060FRONTIER-INTERNET 502-0000-61400
6,937.46Copiers12/01/17-02/28/18- COPIER CONTRACT118065INNOVATIVE DOCUMENT SOL…502-0000-60662
29.34Operating Supplies03/09/18- MUSEUM & IT SUPPLIES118096STAPLES ADVANTAGE 502-0000-60420
130.19Utilities - Cable02/15-03/14/18- CABLE SERVICE118097TIME WARNER CABLE 502-0000-61400
978.82Technical02/26-03/25/18- LQPD WIRELESS118102VERIZON WIRELESS 502-0000-60108
Fund 502 - INFORMATION TECHNOLOGY Total:21,303.45
Fund: 601 - SILVERROCK RESORT
7.50Bank Fees02/2018- SRR ARMORED SERVICE118061GARDAWORLD 601-0000-60455
55.20Bank Fees02/2018- SRR ARMORED SERVICE118061GARDAWORLD 601-0000-60455
Fund 601 - SILVERROCK RESORT Total:62.70
Grand Total:4,332,903.79
36
Demand Register Packet: APPKT01533 - DA 03/23/18
3/22/2018 11:26:28 AM Page 4 of 5
Fund Summary
Fund Expense Amount
101 - GENERAL FUND 4,198,299.59
201 - GAS TAX FUND 43.38
202 - LIBRARY & MUSEUM FUND 29.33
212 - SLESA (COPS) FUND 45,094.53
215 - LIGHTING & LANDSCAPING FUND 3,331.15
221 - AB 939 - CALRECYCLE FUND 1,606.52
241 - HOUSING AUTHORITY 2,554.90
270 - ART IN PUBLIC PLACES FUND 6,750.00
401 - CAPITAL IMPROVEMENT PROGRAMS 52,682.98
501 - FACILITY & FLEET REPLACEMENT 1,145.26
502 - INFORMATION TECHNOLOGY 21,303.45
601 - SILVERROCK RESORT 62.70
Grand Total:4,332,903.79
Account Summary
Account Number Account Name Expense Amount
101-0000-13600 Prepaid Expense 303.06
101-0000-20300 Due to Other Agencies 1,751.30
101-0000-20304 Sales Taxes Payable -17.50
101-0000-20949 LT Care Insurance Pay 196.05
101-0000-20981 United Way Deductions 62.00
101-0000-20985 Garnishments Payable 200.00
101-0000-22810 Developer Deposits 31,258.09
101-0000-22811 Fire Plan Review Deposits 1,228.00
101-0000-42300 Cash Over/Short 62.88
101-0000-42404 Miscellaneous Permits 20.00
101-0000-42420 Fire Plan Review Fee -468.00
101-0000-42439 Temporary Use Permit 257.00
101-0000-43505 Credit Card Fee Revenue 4.99
101-1001-60320 Travel & Training 65.00
101-1003-60153 Attorney 38,227.04
101-1003-60154 Attorney/Litigation 520.39
101-1004-60104 Consultants 165.00
101-1004-60400 Office Supplies 30.77
101-1004-60420 Operating Supplies 1.90
101-1005-60125 Temporary Agency Servic…474.60
101-1005-60320 Travel & Training 598.69
101-1007-60402 Forms 363.31
101-1007-60403 Citywide Conf Room Suppl…399.08
101-1007-60470 Postage 13.18
101-1007-60663 Typewriters 151.52
101-2001-60109 LQ Police Volunteers 321.91
101-2001-60161 Sheriff Patrol 2,507,924.03
101-2001-60162 Police Overtime 79,408.58
101-2001-60163 Target Team 504,811.26
101-2001-60164 Community Services Offic…201,892.56
101-2001-60166 Gang Task Force 49,267.20
101-2001-60167 Narcotics Task Force 49,267.20
101-2001-60169 Motor Officer 343,773.37
101-2001-60170 Dedicated Sargeant 138,745.50
101-2001-60171 Dedicated Lieutenant 67,605.68
101-2001-60172 Sheriff - Mileage 133,256.47
101-2001-60174 Blood/Alcohol Testing 70.00
101-2001-60175 Special Enforcement Funds 23,875.13
101-2002-61400 Utilities - Cable 253.25
101-3001-60135 Boys & Girls Club 8,670.00
101-3001-60400 Office Supplies 216.26
101-3002-60107 Instructors 4,505.30
101-3002-60352 Subscriptions & Publicati…65.58
37
Demand Register Packet: APPKT01533 - DA 03/23/18
3/22/2018 11:26:28 AM Page 5 of 5
Account Summary
Account Number Account Name Expense Amount
101-3002-60420 Operating Supplies 315.00
101-3003-60149 Community Experiences 1,103.31
101-3007-60410 Printing 97.98
101-6001-60352 Subscriptions & Publicati…48.93
101-6001-60420 Operating Supplies 56.13
101-6003-60118 Plan Checks 2,237.50
101-6004-60320 Travel & Training 79.00
101-6006-60420 Operating Supplies 53.46
101-7003-60400 Office Supplies 98.91
101-7006-60144 Contract Traffic Engineer 3,851.74
101-7006-60145 Traffic Counts/Studies 560.00
201-7003-60431 Materials/Supplies 43.38
202-3006-60420 Operating Supplies 29.33
212-0000-60179 COPS Burglary/Theft Prev…45,094.53
215-7004-60104 Consultants 979.30
215-7004-60431 Materials/Supplies 2,201.85
215-7004-60691 Maintenance/Services 150.00
221-0000-60127 AB 939 Recycling Solutions 1,606.52
241-9101-60125 Temporary Agency Servic…477.40
241-9101-60153 Attorney 2,077.50
270-0000-74800 Art Purchases 6,750.00
401-0000-20600 Retention Payable -2,627.75
401-0000-60188 Construction 55,310.73
501-0000-60676 Vehicle Repair & Mainte…950.44
501-0000-60679 Motorcycle Repair & Main…194.82
502-0000-60104 Consultants 13,050.00
502-0000-60108 Technical 978.82
502-0000-60420 Operating Supplies 29.34
502-0000-60662 Copiers 6,937.46
502-0000-61400 Utilities - Cable 307.83
601-0000-60455 Bank Fees 62.70
Grand Total:4,332,903.79
Project Account Summary
Project Account Key Expense Amount
**None**4,248,962.72
16-013E 31,258.09
201703CT 52,555.00
201703FFE 2,755.73
201703RP -2,627.75
Grand Total:4,332,903.79
38
3/20/2018 7:28:58 PM Page 1 of 2
Payment Reversal Register
City of La Quinta, CA APPKT01522 - DA 03/15/18
Canceled Payables
Vendor Set:01 - Vendor Set 01
Bank:APBNK - APBNK
08329
Vendor Number
PALMS TO PINES PRINTING
Total Vendor Amount
-3,985.84
Vendor Name
Check 117944 03/15/2018 -3,985.8403/09/2018 03/15/2018
Payment Type Payment Number Original Payment Date Reversal Date Cancel Date Payment Amount
Payable Number:Description Payable AmountDue DatePayable Date
209CLQE-FA-R 03/09/201802/23/18- RECYCLING GIVEAWAYS AB 939 874.1702/23/2018
210CLQPT-FA-R 03/09/201802/23/18- RECYCLING GIVEAWAYS AB 939 2,845.2902/23/2018
223CLQSP-FA-R 03/09/201803/02/18- MISSION LQ EVENT 266.3803/02/2018
39
Payment Reversal Register Packet: APPKT01522 - DA 03/15/18
3/20/2018 7:28:58 PM Page 2 of 2
Bank Code Summary
Canceled Payables Payables Left To Pay AgainBank Code Total
APBNK -3,985.84 0.00 -3,985.84
-3,985.84 0.00Report Total:-3,985.84
40
City of La Quinta
Bank Transactions 3/10/18 – 3/23/18
Wire Transaction
Listed below are the wire transfers from 3/10/18 – 3/23/18
Wire Transfers:
03/12/2018 - WIRE TRANSFER - LA QUINTA HOUSING AUTHORITY 1,536,201.34$
03/13/2018 - WIRE TRANSFER - TASC 1,224.96$
03/19/2018 - WIRE TRANSFER - LANDMARK 163,791.89$
03/23/2018 - WIRE TRANSFER - PERS 36,881.05$
03/23/2018 - WIRE TRANSFER - ICMA 5,909.53$
03/23/2018 - WIRE TRANSFER - LQCEA 486.00$
TOTAL WIRE TRANSFERS OUT 1,744,494.77$
Attachment 2
41
42
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: APPROVE REIMBURSEMENT AGREEMENT WITH THE COACHELLA VALLEY
ASSOCIATION OF GOVERNMENTS FOR DESIGN AND CONSTRUCTION OF THE WASHINGTON
STREET INTERSECTION WITH FRED WARING DRIVE (PROJECT NO. 2017-01)
RECOMMENDATION
Approve reimbursement agreement with the Coachella Valley Association of
Governments for the design and construction of the Washington Street intersection with
Fred Waring Drive Project and authorize the City Manager to execute the agreement.
EXECUTIVE SUMMARY
The estimated cost of the Design and Construction Phases of the Washington
Street Intersection with Fred Waring Drive Project (Project) is $1,860,745.
As a part of its regional share, the Coachella Valley Association of Governments
(CVAG) will reimburse the City 75% of the Project cost (not-to-exceed $1,395,555).
Staff will work with the Cities of Palm Desert and Indian Wells to prepare a
separate reimbursement agreement for the remaining 25% of the Project cost. La
Quinta will pay 50% of the local agency costs with Palm Desert and Indian Wells
splitting the other 50%.
Project construction is estimated to start in summer of 2019, but must commence
within two years of execution of this agreement (Agreement) (Attachment 1).
FISCAL IMPACT
The City would pay $232,595. This represents 50% of the local agency costs and is based
on the City’s percentage of ownership Project of this intersection. The remaining 50% of
the local cost would be shared by the cities of Palm Desert and Indian Wells. The City’s
share is budgeted in the Capital Improvement Program.
BACKGROUND/ANALYSIS
The proposed project will create triple left turn lanes on all four approaches to the
Washington Street and Fred Waring Drive intersection. The work will include the
adjustment of median curb locations and the reconstruction of curb, gutter and sidewalk
at the intersection corners.
CONSENT CALENDAR ITEM NO. 6
43
The most recent update to the City’s general plan acknowledged that Washington Street
has operational deficiencies. Staff determined that placing triple left turn lanes at critical
intersections would help traffic flow and has successfully placed triple lefts at the
intersections of Calle Tampico, Eisenhower Drive and Highway 111.
The Project was proposed to the cities of Palm Desert and Indian Wells. Both cities voiced
support for adding an additional left turn lane on all approaches to the intersection to
help with traffic flow and to reduce delays at the intersection. An intersection
improvements analysis was submitted to CVAG and the executive committee approved
the project on February 26, 2018.
ALTERNATIVES
Council may choose not to approve the agreement. This would require the local
agencies to pay the full cost of the project.
Prepared by: Bryan McKinney, P.E., City Engineer
Approved by: Chris Escobedo, Acting City Manager
Attachment: 1. Agency Reimbursement Agreement
44
ATTACHMENT 1
45
46
47
48
49
50
51
52
53
54
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: ACCEPT ON-SITE IMPROVEMENTS ASSOCIATED WITH THE MADISON CLUB
RESIDENTIAL DEVELOPMENT (TRACT MAP NO. 33076-2) LOCATED SOUTH OF AVENUE 52,
EAST OF MADISON STREET, AND WEST OF MONROE STREET
RECOMMENDATION
Accept the on-site improvements associated with Tract Map No. 33076-2, the Madison
Club; authorize Staff to release the performance security; and direct Staff to release the
labor and materials security 90 days after City Council acceptance of the improvements.
EXECUTIVE SUMMARY
The Madison Club residential development is located south of Avenue 52, east of
Madison Street, and west of Monroe Street (Attachment 1).
East of Madison, LLC (Developer) has requested release of the performance, labor
and materials securities.
Since all on-site improvements have been completed, Staff recommends
acceptance and release of the performance, labor, and materials securities.
FISCAL IMPACT – None.
BACKGROUND/ANALYSIS
The Developer has completed all on-site improvements required by Tract Map No. 33076-2.
The improvements include grading, pavement, curb and gutter, curb ramps, signing and
striping, storm drains, catch basins, water and sewer improvements, landscaping, and
survey monumentation. Staff inspected the improvements and verified they meet City-
approved plans and standards.
ALTERNATIVES
Staff does not recommend an alternative action.
Prepared by: Bryan McKinney, P.E., City Engineer
Approved by: Chris Escobedo, Acting City Manager
Attachment: 1. Vicinity Map
CONSENT CALENDAR ITEM NO. 7
55
56
ATTACHMENT 2
57
58
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: ADOPT A RESOLUTION TO AUTHORIZE THE CITY MANAGER TO
EXECUTE A SIDE LETTER AGREEMENT WITH LA QUINTA CITY EMPLOYEE ASSOCIATION
IMPLEMENTING THE CITY’S EMPLOYEE PERFORMANCE ONLY PAY PLAN
RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a Side Letter Agreement
with La Quinta City Employee Association implementing the City’s Employee
Performance Only Pay Plan.
EXECUTIVE SUMMARY
The City’s Performance Only Pay Plan will recognize employees’ performance with
incentives for employee success, retention, and professional development.
The Performance Only Pay Plan will open the salary schedule beyond the job rate
to incorporate discretionary performance only steps, “Merit Max.”
The City met and conferred with the La Quinta City Employees Association
(LQCEA) and reached agreement on a Side Letter Agreement.
FISCAL IMPACT
The 2018 Class and Compensation Study report and Labor Negotiations will determine
the fiscal impact of the implementation of the Performance Only Pay Plan (“Plan”).
Staff anticipates findings from the 2018 Class and Compensation Study and Labor
Negotiations to be finalized by June 2018.
BACKGROUND/ANALYSIS
The City’s mission is to be a high performing organization that provides optimal
programs and services to residents and businesses. Retaining and attracting high
performing employees is critical to achieving the City’s objectives and is dependent
upon ensuring the City has in place a comprehensive compensation and performance
reward program for employees.
The proposed Plan would allow for employees at job rate whose performance exceeds
the standard for the job class to be eligible for a one-time award or a performance
only increase to their base compensation (Merit Max Salary Schedule). The
performance only increase is not an automatic increase to an employee’s salary.
Employees must meet all requirements before being granted the award. LQCEA and
CONSENT CALENDAR ITEM NO. 8
59
the City have agreed to meet and confer to establish policies and guidelines for the
proposed Plan.
Implementation of the Plan will help the City to reduce CalPERS pension costs and
retain high performing employees. The LQCEA and the City met and agreed to the
attached Side Letter Agreement.
ALTERNATIVES
Council could elect not to adopt the resolution approving the proposed Side Letter
Agreement between LQCEA and the City. Doing so would impact the upcoming
negotiation process between the City and LQCEA.
Prepared by: Angela Scott, Human Resources Analyst
Approved by: Chris Escobedo, Acting City Manager
60
RESOLUTION NO. 2018 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA
QUINTA, CALIFORNIA, AUTHORIZING THE CITY MANAGER
TO EXECUTE A SIDE LETTER AGREEMENT WITH LA QUINTA
CITY EMPLOYEES ASSOCIATION TO IMPLEMENT
PERFORMANCE ONLY PAY PLAN
WHEREAS, the purpose of the City’s Performance Only Pay Plan is to support
the success and retention of productive employees and to encourage and reward
activities that promote the City’s mission, vision and values as a highly performing
organization; and
WHEREAS, the City desires to retain individuals who are customer oriented,
demonstrate initiative, are team players, and accept responsibility, authority and
accountability for work performance. The City believes that incentives are critical if
the employees are to be successful in achieving the mission, goals and objectives of
the City; and
WHEREAS, the City will offer appropriate developmental and advancement
opportunities and recognize performance with incentives for employee success,
retention and professional development. The City will administer this in an open, fair,
and equitable fashion; and
WHEREAS, employees who receive “Exceeds Expectations” rating will be
eligible for performance pay in the form of a one-time award or base salary increase
dependent on guidelines to be negotiated.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta,
California, as follows:
The City Manager is authorized to execute a Side Letter Agreement (Exhibit A)
with La Quinta City Employees Association implementing the Performance Only Pay
Plan.
PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City
Council held on this 3rd day of April 2018, by the following vote:
AYES:
NOES:
ABSENT:
61
Resolution No. 2018-
Performance Only Pay Plan
Adopted: April 3, 2018
Page 2 of 2
ABSTAIN:
_____________________________
LINDA EVANS, Mayor
City of La Quinta, California
ATTEST:
__________________________________________
SUSAN MAYSELS, City Clerk
City of La Quinta, California
(CITY SEAL)
APPROVED AS TO FORM:
_______________________________________
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
62
63
64
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: ADOPT RESOLUTION TO RECLASSIFY VARIOUS POSITIONS
RECOMMENDATION
Adopt a Resolution to reclassify the Accountant, Administrative Technician, Customer
Services Manager, Deputy City Clerk, Human Resources Analyst, Management
Specialist, Marketing & Events Supervisor, and Permit Operations Supervisor positions.
EXECUTIVE SUMMARY
As a part of their review of the city’s classification and compensation system,
Fox Lawson identified 16 positions that have evolved since the original
classification system was implemented.
Fox Lawson has requested that 3 positions receive amended pay grades and 5
positions receive title and classification changes.
These actions will reflect the appropriate classifications of work being
performed by staff.
FISCAL IMPACT
Annual salary and benefit costs associated with these changes are estimated at
$42,500. Implementation of changes would be effective April 16, 2018 and be an
additional $8,860 cost to the current fiscal budget. Funds are available in the savings
from the employee contingency account. Funds for 2017/18 are available in the
Contingency for Staffing account (101-1007-50115).
BACKGROUND/ANALYSIS
Since September 2017 the City has been working with Fox Lawson on the 2018
Classification and Compensation update. This process includes the identification of
positions that may need to be classified differently due to role changes since the
original classification study in 2014.
The position assessment was done by providing Position Description Questionnaires to
16 identified staff. Those questionnaires were then reviewed by the consultant and
follow up questions were made to staff where needed. The following
recommendations were received from Fox Lawson:
CONSENT CALENDAR ITEM NO. 9
65
POSITION CURRENT
GRADE
RECOMMENDED
GRADE
NEW TITLE
Accountant B32 B25 N/A
Administrative Technician B21 B22 Management Assistant
Customer Services Manager D61 C43 Management Analyst
Deputy City Clerk B24 B25 N/A
Human Resources Analyst C42 D61 Human Resources Manager
Management Specialist B24 B25 N/A
Marketing & Events
Supervisor
B24 C41 Marketing Management
Coordinator
Permit Operations
Supervisor
B32 C42 Management Analyst
With the implementation of these changes, staff will be aligned with the correct
classification for the duties they are performing.
The City’s Classification Plan and Salary Schedule establish job classifications and
salary schedules. The Plan and Schedule were adopted via Council resolution and
amendments require Council action.
ALTERNATIVES
The Council could elect to delay, modify, or reject the requested revisions. Doing so
would impact the ability to continue to deliver internal and external services, and
comply with regulatory requirements.
Prepared by: Chris Escobedo, Community Resources Director
Approved by: Frank J. Spevacek, City Manager
66
RESOLUTION NO. 2018 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA
QUINTA, CALIFORNIA, AMENDING THE PAY GRADE OF
ACCOUNTANT MANAGEMENT SPECIALIST AND DEPUTY
CITY CLERK, AND WORKING TITLES AND
CLASSIFICATIONS OF MARKETING & EVENTS SUPERVISOR
TO MARKETING MANAGEMENT COORDINATOR;
ADMINISTRATIVE TECHNICIAN TO MANAGEMENT
ASSISTANT; PERMIT OPERATIONS SUPERVISOR TO
MANAGEMENT ANALYST; HUMAN RESOURCES ANALYST TO
HUMAN RESOURCES MANAGER; AND CUSTOMER SERVICES
MANAGER TO MANAGEMENT ANALYST
WHEREAS, the City Council previously approved and adopted the 2017/18
Classification Plan; and
WHEREAS, the City’s Personnel Policy Section 2.05, Preparation and
Amendment of Classification Plan, requires amendments to the Classification Plan be
adopted by a Resolution of the City Council; and
WHEREAS, amendment of the Accountant, Deputy City Clerk, Management
Specialist, Marketing & Events Supervisor, Administrative Technician, Permit
Operations Supervisor, Human Resources Analyst, and Customer Services Manager will
allow the City to continue to achieve benefits, efficiencies and expanded duties.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta,
California, as follows:
SECTION 1. The City does hereby approve and adopt the revisions to the Classification
Plan for Fiscal Year 2017/18, attached hereto as Exhibit A and incorporated herein by
reference.
PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City
Council held on this 3rd day of April, 2018, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
67
Resolution No. 2018-
PDQ Reclassifications
Adopted: April 3, 2018
Page 2 of 2
_____________________________
LINDA EVANS, Mayor
City of La Quinta, California
ATTEST:
__________________________________________
SUSAN MAYSELS, City Clerk
City of La Quinta, California
(CITY SEAL)
APPROVED AS TO FORM:
_______________________________________
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
68
2017/18 Salary ScheduleWorking Title Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7Administrative/Office AssistantA11 Annually 38,625.89 40,557.18 42,488.47 44,419.77 46,351.06Administrative TechnicianB21 Annually 50,249.87 52,762.36 55,274.86 57,787.35 60,299.84Executive AssistantB22 Annually 54,120.65 56,826.68 59,532.71 62,238.75 64,944.78Building Inspector IB22 Annually $54,120.65 $56,826.68 $59,532.71 $62,238.75 $64,944.78Code Compliance Officer IB22 Annually $54,120.65 $56,826.68 $59,532.71 $62,238.75 $64,944.78Permit TechnicianB22 Annually $54,120.65 $56,826.68 $59,532.71 $62,238.75 $64,944.78Code Compliance Officer IIB23 Annually $57,991.44 $60,891.01 $63,790.59 $66,690.16 $69,589.73Building Inspector IIB23 Annually $57,991.44 $60,891.01 $63,790.59 $66,690.16 $69,589.73Construction Inspection B23 Annually $57,991.44 $60,891.01 $63,790.59 $66,690.16 $69,589.73Animal Control/Code Compliance Officer SupervisorB32 Annually $68,650.63 $72,083.16 $75,515.70 $78,948.23 $82,380.76Permit Operations SupervisorB32Annually $68,650.63$72,083.16$75,515.70$78,948.23$82,380.76Plans Examiner/Inspector SupervisorB32 Annually $68,650.63 $72,083.16 $75,515.70 $78,948.23 $82,380.76Construction Manager/Inspections SupervisorC43 Annually $77,989.82 $81,239.65 $84,489.49 $87,739.33 $90,989.16$94,235.10 $97,487.27Buildings WorkerA11 Annually $38,625.89 $40,557.18 $42,488.47 $44,419.77 $46,351.06Maintenance Worker IA11 Annually $38,625.89$40,557.18 $42,488.47 $44,419.77 $46,351.06Parks WorkerA11 Annually $38,625.89$40,557.18 $42,488.47 $44,419.77 $46,351.06Maintenance Worker IIA12 Annually $42,496.68$44,621.51 $46,746.35 $48,871.18 $50,996.01Traffic Signal TechnicianB21 Annually $50,249.87$52,762.36 $55,274.86 $57,787.35 $60,299.84Buildings CoordinatorB23 Annually $57,991.44$60,891.01 $63,790.59 $66,690.16 $69,589.73Maintenance ForemanB24 Annually $62,838.64$65,980.57 $69,122.51 $72,264.44 $75,406.37Parks ForemanB24 Annually $62,838.64$65,980.57 $69,122.51 $72,264.44 $75,406.37Buildings SuperintendentB32 Annually $68,650.63$72,083.16 $75,515.70 $78,948.23 $82,380.76Parks SuperintendentB32 Annually $68,650.63$72,083.16 $75,515.70 $78,948.23 $82,380.76Community Resources CoordinatorB21 Annually $50,249.87$52,762.36 $55,274.86 $57,787.35 $60,299.84Management AssistantB21 Annually $50,249.87$52,762.36 $55,274.86 $57,787.35 $60,299.84Account TechnicianB22 Annually $54,120.65$56,826.68 $59,532.71 $62,238.75 $64,944.78Finance AssistantB22 Annually $54,120.65$56,826.68 $59,532.71 $62,238.75 $64,944.78Vacation Rental/License AssistantB22 Annually $54,120.65$56,826.68 $59,532.71 $62,238.75 $64,944.78Management AssistantB22Annually $54,120.65$56,826.68 $59,532.71 $62,238.75 $64,944.78Deputy City ClerkB24 Annually $62,838.64$65,980.57 $69,122.51 $72,264.44 $75,406.37Junior AccountantB24 Annually $62,838.64$65,980.57 $69,122.51 $72,264.44 $75,406.37Management SpecialistB24 Annually $62,838.64$65,980.57 $69,122.51 $72,264.44 $75,406.37Marketing and Events SupervisorB24Annually$62,838.64$65,980.57$69,122.51$72,264.44$75,406.37Deputy City ClerkB25Annually $68,650.63$72,083.16 $75,515.70 $78,948.23 $82,380.76Management SpecialistB25Annually $68,650.63$72,083.16 $75,515.70 $78,948.23 $82,380.76AccountantB32 B25Annually $68,650.63$72,083.16 $75,515.70 $78,948.23 $82,380.76Marketing Management CoordinatorC41Annually $70,557.91$73,498.06 $76,438.21 $79,378.36 $82,318.51 $85,255.13 $88,197.39RatingManagement AdministrationMaintenance and OperationsCode Administration AdministrativeCity Council Approval 06/20/17; 07/05/17; 09/19/17; 10/17/17; 01/16/18; and 04/03/181 of 3Effective 06/26/17Revisions 07/06/17; 09/20/17; 10/18/17; 01/22/18; and 04/16/18EXHIBIT A 69Click here to return to AgendaEXHIBIT A
2017/18 Salary ScheduleWorking Title Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7RatingAssociate PlannerC42 Annually$74,273.87 $77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Business AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Community Resources AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Financial Services AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Human Resources AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Management AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Public Safety AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Senior AccountantC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Traffic Operations AnalystC42 Annually $74,273.87$77,368.86 $80,463.85 $83,558.84 $86,653.83 $89,745.11 $92,842.33Management AnalystC43Annually $77,989.82$81,239.65 $84,489.49 $87,739.33 $90,989.16 $94,235.10 $97,487.27Senior PlannerC44 Annually $82,643.13$86,086.87 $89,530.61 $92,974.35 $96,418.09 $99,857.70 $103,303.91Building OfficialD61 Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94Community Resources ManagerD61 Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94Customer Service Center ManagerD61Annually$92,875.95$96,746.10$100,616.24$104,486.38$108,356.52$112,222.02$116,094.94Human Resources ManagerD61Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94Maintenance ManagerD61 Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94Planning ManagerD61 Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94Public Safety ManagerD61 Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94Senior Civil EngineerD61 Annually $92,875.95$96,746.10 $100,616.24 $104,486.38 $108,356.52 $112,222.02 $116,094.94City ClerkD62 Annually $97,519.75$101,583.40 $105,647.05 $109,710.70 $113,774.34 $117,833.12 $121,899.69City EngineerD65 Annually $112,891.31$117,595.49 $122,299.67 $127,003.85 $131,708.03 $136,406.57 $141,114.13Community Resources DirectorE82 Annually $124,462.66$129,649.01 $134,835.37 $140,021.73 $145,208.09 $150,388.23 $155,578.32Design and Development Director/EngineerE82 Annually $124,462.66$129,649.01 $134,835.37 $140,021.73 $145,208.09 $150,388.23 $155,578.32Facilities DirectorE82 Annually $124,462.66$129,649.01 $134,835.37 $140,021.73 $145,208.09 $150,388.23 $155,578.32Finance Director/TreasurerE82 Annually $124,462.66$129,649.01 $134,835.37 $140,021.73 $145,208.09 $150,388.23 $155,578.32City ManagerF101* Annually $168,260.80$175,272.23 $182,283.66 $189,295.08 $196,306.51 $203,309.52 $210,326.00Recreation LeaderA01 Hourly $11.00 $11.55 $12.10 $12.65 $13.20Senior Recreation LeaderA02 Hourly $15.00 $15.75 $16.50 $17.25 $18.00Office AssistantA11 Hourly $18.57 $19.50 $20.43 $21.36 $22.28Administrative TechnicianB21 Hourly $24.16 $25.37 $26.57 $27.78 $28.99Plans ExaminerB24 Hourly $30.21 $31.72 $33.23 $34.74 $36.25Software Program Report WriterB24 Hourly $30.21 $31.72 $33.23 $34.74 $36.25MayorMonthly $2,800.00Council MembersMonthly $2,300.00Management Administration (continued)Continued on Next PageManagementPart-Time EmployeesElected Official PositionsCity Council Approval 06/20/17; 07/05/17; 09/19/17; 10/17/17; 01/16/18; and 04/03/182 of 3Effective 06/26/17Revisions 07/06/17; 09/20/17; 10/18/17; 01/22/18; and 04/16/1870Click here to return to Agenda
2017/18 Salary ScheduleWorking Title Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7RatingMeeting StipendCommunity Services Commission$75.00Construction Appeals Board$0.00Housing Commission$50.00Financial Advisory Commission $75.00Oversight Board$0.00Planning Commission $100.00Per MeetingPer MeetingPer MeetingPer MeetingBoards and Commission MembersPer MeetingPer MeetingCity Council Approval 06/20/17; 07/05/17; 09/19/17; 10/17/17; 01/16/18; and 04/03/183 of 3Effective 06/26/17Revisions 07/06/17; 09/20/17; 10/18/17; 01/22/18; and 04/16/1871Click here to return to Agenda
72Click here to return to Agenda
CT O A TAATOR E POSTOSE ECT E APR 16 2 1ATOR E WOR TTE RATAdministrative Administrative Assistant Administrative/Office Assistant A11 Administrative Technician Administrative Technician B21Executive Assistant B22Code Administration Code Administration Technician Building Inspector I B22Code Compliance Officer I B22Permit Technician B22 Code Administration Specialist Building Inspecttor II B23Code Compliance Officer II B23Construction Inspector B23 Code Administration Supervisor Animal Control/Code Compliance Supervisor B32
Permit Operations Supervisor B32
Plans Examiner/Inspection Supervisor B32
Code Administration Coordinator Construction Manager/Inspection Supervisor C43
Maintenance Operations Maintenance & Operations Worker Buildings Worker A11
Maintenance Worker I A11
Parks Worker A11
Maintenance Worker II A12
Maintenance & Operations Technician Traffic Signal Technician B21
Buildings Coordinator B23
Maintenance & Operations Coordinator Maintenance Foreman B24
Parks Foreman B24
Maintenance & Operations Superintendent Buildings Superintendent B32
Parks Superintendent B32
Management Administration Management Assistant Community Resources Coordinator B21
Management Assistant B21/B22
Account Technician B22
Vacation Rental/License Assistant B22
Management Specialist Deputy City Clerk B24/B25
Junior Accountant B24
Management Specialist B24/B25
Marketing Events Supervisor B24
Accountant B32 B25
Management Coordinator Marketing Management Coordinator C41
Management Analyst Associate Planner C42
Business Analyst C42
Community Resources Analyst C42
Financial Services Analyst C42
Human Resources Analyst C42
Management Analyst C42/C43
Public Safety Analyst C42
Senior Accountant C42
Traiffic Operations Analyst C42
Associate Engineer C43
Senior Planner C44
Management Manager Building Official D61
Community Resources Manager D61
Customer Service Center Manager D61
Human Resources Manager D61
Maintenance Manager D61
Planning Manager D61
Public Safety Manager D61
Senior Civil Engineer D61
City Clerk D62
City Engineer D65
Director Community Resources Director E82
Design Development Director/City Engineer E82
Facilities Director E82
Finance Director/Treasurer E82
City Manager City Manager F101*
C ASS CAT O SPEC CAT O
* City Manager salary is determined by City Council contract
73
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City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 3 TO THE FACILITY USE AGREEMENT WITH
THE LA QUINTA ARTS FOUNDATION EXTENDING THE TERM TO 2019 FOR THE ANNUAL ARTS
FESTIVAL
RECOMMENDATION
Approve Amendment No. 3 to the Facility Use Agreement with the La Quinta Arts
Foundation and authorize the City Manager to execute the Amendment.
EXECUTIVE SUMMARY
The La Quinta Arts Foundation (Foundation) has a Facility Use Agreement
(Agreement) with the City for use of the Civic Center Campus, portions of City Hall
and Library parking lots, Wellness Center, and undeveloped parcels used as
parking lots for the La Quinta Arts Festival (LQAF).
The Agreement expires June 30, 2018.
Amendment No. 3 (Amendment) (Attachment 1) would extend the Agreement
term through March 31, 2019.
The Foundation has approved the proposed Amendment.
FISCAL IMPACT
The fees and costs to the Foundation would be the same as under the existing
agreement. The Foundation would be exempt from facility use fees, which is
approximately $28,000 and the City would incur the Burrtec charges of approximately
$3,000 paid from the Recycling Fund. The Foundation would continue to pay all other
applicable services and fees including traffic, police, fire, and business license to conduct
the Festival. In 2018, the Festival generated $6,800 in business license revenue and
approximately $66,000 in sales tax.
BACKGROUND/ANALYSIS
In 2008, the City entered into a Facility Use Agreement with the Foundation for use of City
facilities. This Amendment would allow the 2019 festival to take place at Civic Center
Campus. In 2020, the City will be implementing roadway, intersection, and flood control
improvements per the Active Transportation Planning (ATP) grant, which will impact the
use of Civic Center Campus for the Festival. The City and Foundation are working on
developing a location called the SilverRock Event Site in La Quinta that could
BUSINESS SESSION ITEM NO. 1
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accommodate the festival in 2020 and beyond. An Ad Hoc SilverRock Event Site
committee has been created to develop design concepts for Council consideration in the
near future.
The Amendment would make the following changes:
Amends Section 2 (Period of Use of Property) to provide use of City property for the
2019 La Quinta Arts Festival;
Amends Section 3 (Term) to extend the agreement until March 31, 2019;
Removes all references to the “Blues & Brews Event” and “Art Under the
Umbrellas” as the Foundation no longer produces those events.
The Amendment makes the following clarifications:
Clarifies the properties used as depicted on Exhibit A. This better identifies all
properties used by the Foundation for the Festival, taking into account property
acquired by the City since the last amendment;
Confirms that construction activity relating to the Village Advanced Transportation
Program (ATP) project will not begin until after the 2019 Festival;
Affirms the City’s waiver of fees for facility use and City payment of Burrtec solid
waste removal charges in exchange for City sponsorship recognition for the 2019
Festival.
ALTERNATIVES
Council may elect to not approve this Amendment.
Prepared by: Chris Escobedo, Director – Community Resources
Approved by: Frank Spevacek, City Manager
Attachment: 1. Amendment No. 3
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7 7 0 1 2 3 0 11
7 7 0 1 2 3 0 11
7 7 0 1 2 4 0 1 0
7 7 0 1 2 4 0 1 0
7 7 0 1 2 5 0 0 3
7 7 0 1 2 5 0 0 3
7 7 0 1 2 5 0 0 2
7 7 0 1 2 5 0 0 2
7 7 0 1 2 3 0 1 2
7 7 0 1 2 3 0 1 2
City of La QuintaPlanning DivisionCity Owned Properties
September 2017®
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City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: APPROVE MULTI AGENCY PARTICIPATING AGREEMENT FOR COACHELLA
VALLEY REGIONAL TRAFFIC SIGNAL SYNCHRONIZATION PROGRAM BETWEEN COACHELLA
VALLEY ASSOCIATION OF GOVERNMENTS AND PARTICIPATING CITIES OF LA
QUINTA, CATHEDRAL CITY, DESERT HOT SPRINGS, COACHELLA, RANCHO MIRAGE,
INDIAN WELLS, INDIO, PALM DESERT, PALM SPRINGS, AND THE COUNTY OF RIVERSIDE
RECOMMENDATION
Approve Multi Agency Participating Agreement for Coachella Valley Regional Traffic Signal
Synchronization Program between Coachella Valley Association of Governments and
participating cities of La Quinta, Cathedral City, Desert Hot Springs, Coachella, Rancho
Mirage, Indian Wells, Indio, Palm Desert, Palm Springs, and the County of Riverside and
authorize the City Manager to execute the agreement.
EXECUTIVE SUMMARY
The Multi Agency Participating Agreement (Agreement) outlines each agency’s
responsibility for the Coachella Valley Regional Traffic Signal Synchronization
Program.
Key Agreement points for consideration: 1) City required to waive fees to
implement program; 2) City must allow the Coachella Valley Association of
Governments (CVAG) access to its signal controllers and equipment; and 3) if City
pulls out of agreement, it must reimburse CVAG for costs expended within La
Quinta traffic corridors.
At the February 26, 2018 CVAG Executive Committee Meeting, the Signal
Synchronization Master Plan and Participating Agreement (Attachment 1) was
approved and now must be approved by participating Cities.
FISCAL IMPACT
The estimated cost of waiving encroachment permit fees is $4,000
BACKGROUND/ANALYSIS
In 2013, CVAG issued a call for projects for the Congestion Management Air Quality
(CMAQ) grant and received numerous applications for traffic signal synchronization
projects. CVAG determined that the best use of the $7.7 million in grant funding was to
establish a regional signal synchronization project. CVAG would serve as the lead agency
and a masterplan was prepared by Advantec Consulting Engineers for regional traffic
signal synchronization.
BUSINESS SESSION ITEM NO. 2
83
If this agreement is approved, it would waive encroachment fees in the amount of $4,000
to be paid by CVAG. The nominal expense of the fee waiver is offset by the estimated
$500,000 in new traffic signal equipment that the City will receive under this agreement.
The Agreement would also provide CVAG access to the signal controllers and equipment
in the City, which CVAG would need to monitor regional traffic. The City would still retain
control over the system and any changes to signal timing and coordination. In the event
the City withdrew from this agreement, the Agreement would require the City to
reimburse CVAG for the costs of the new equipment and software provided by this
Agreement.
A Transportation Systems Management and Operations Committee comprised of
participating agency engineering staff would oversee and work out future signal timing
issues and protocols.
This agreement establishes a Transportation Systems Management and Operations
Committee to oversee and work out future signal-timing issues and protocols.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Bryan McKinney P.E., City Engineer
Approved by: Chris Escobedo, Acting City Manager
Attachment: 1. Participating Agreement between CVAG and the Participating Agencies
84
ATTACHMENT 1
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City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: ADOPT A RESOLUTION TO APPROVE A DEBT MANAGEMENT POLICY
RECOMMENDATION
Adopt a resolution to approve a Debt Management Policy.
EXECUTIVE SUMMARY
•The Debt Management Policy (Policy) provides guidelines for debt issuance practices,
management of debt, and adherence to various laws and regulations.
•The Policy governs all current and future debt issued by the City or its related
entities.
•The City does not plan to issue bonds at this time and any future bonds would
require voter approval.
•Staff, City Attorney, and two independent auditing firms have reviewed the proposed
Policy. The Policy conforms to current laws.
FISCAL IMPACT - None
BACKGROUND/ANALYSIS
Debt management policies are written guidelines, allowances, and restrictions that guide
the debt issuance practices, management of debt, and adherence of various laws and
regulations. The policy signals to rating agencies and the capital markets that the City is
well managed and likely to meet its debt obligations in a timely manner.
Senate Bill 1029 requires issuers of debt to formally adopt debt management policies
addressing:
•The purpose for which the debt proceeds may be used;
•The types of debt that may be issued;
•The relationship of the debt to, and integration with, the issuer’s capital
improvement program or budget;
•The policy goals related to the issuer’s planning goals and objectives; and
•The internal control procedures that the issuer has implemented to ensure that the
proceeds of debt issuance will be directed to their intended use.
The City does not plan on issuing bonds at this time and any future general obligation
bonds would require voter approval. However, the City currently has one general obligation
lease revenue bond, which matures in October 2018. The Successor Agency to the former
Redevelopment agency holds four tax allocation bonds, which are not General Fund debt
BUSINESS SESSION ITEM NO. 3
95
obligations. This policy governs all debt issued by the City or its related entities for which
the governing body consists of the same individuals as the City Council of the City
(including, but not limited to, the La Quinta Finance Authority, Successor Agency to the La
Quinta Redevelopment Agency, and the Housing Authority of the City of La Quinta).
To ensure compliance with current laws and regulatory requirements, the proposed Policy
was reviewed by staff, City Attorney, and two independent governmental accounting
auditing firms.
ALTERNATIVES
The Council may approve as presented, incorporate changes, or request further review.
Prepared by: Karla Campos, Finance Director
Approved by: Chris Escobedo, Acting City Manager
96
RESOLUTION NO. 2018 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA
QUINTA, CALIFORNIA, ADOPTING A DEBT MANAGEMENT
POLICY
WHEREAS, the Debt Management Policy sets forth debt management
objectives and guidelines for the issuance and administration of debt and other
financing obligations of the City of La Quinta; and
WHEREAS, the debt management policy provides transparency and
consistency; and
WHEREAS, debt management policies demonstrate a commitment to long-
term capital and financial planning for the efficient use and expenditure of public
funds.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta,
California, as follows:
SECTION 1. The debt management policy attached hereto as Exhibit A and
incorporated herein by reference shall govern debt issuance guidelines, allowances,
and restrictions.
SECTION 2. This policy is consistent, with Section 8855(i) of the California Government
Code as amended by SB 1029 enacted as Chapter 307, Statues of 2016.
SECTION 3. Severability. If any provision of this Resolution or the application thereof
to any person or circumstance is held invalid, such invalidity shall not affect other
provisions or applications of this Resolution which can be given effect without the
invalid provision or application, and to this end the provisions of this Resolution are
severable. The City Council hereby declare that it would have adopted this Resolution
irrespective of the invalidity of any particular portion thereof.
SECTION 4. This Resolution shall become effective upon adoption. The Debt
Management Policy adopted by this Resolution shall go into effect immediately.
PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City
Council held on this day of April 2018 by the following vote:
AYES:
NOES:
97
Resolution No. 2018-
Debt Management Policy
Adopted:
Page 2 of 2
ABSENT:
ABSTAIN:
__________________________
LINDA EVANS, Mayor
City of La Quinta, California
ATTEST:
________________________________________
SUSAN MAYSELS, City Clerk
City of La Quinta, California
(CITY SEAL)
APPROVED AS TO FORM:
_______________________________________
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
98
Exhibit A to Council Resolution No. 2018-
Debt Management Policy
Adopted:
Page 1 of 10
DEBT MANAGEMENT POLICY
1.PURPOSE: This Debt Management Policy (the "Policy") sets forth debt management
objectives and guidelines for the issuance and administration of debt and other financing
obligations of the City of La Quinta and its related entities for which the governing body
consists of the same individuals as the City Council of the City (including, but not limited to,
the La Quinta Finance Authority, Successor Agency to the La Quinta Redevelopment Agency,
and the Housing Authority of the City of La Quinta). As used in this Policy, "City" shall
mean the City and/or the City and its related entities, as the context may require.
As used in this Policy, "debt" shall be interpreted broadly to mean bonds, notes, certificates
of participation, financing leases, or other financing obligations, but the use of such term
in this Policy shall be solely for convenience and shall not be interpreted to characterize
any such obligation as an indebtedness or debt within the meaning of any constitutional
debt limitation where the substance and terms of the obligation comport with exceptions
thereto.
Prudent management of the City's debt program is necessary to achieve cost effective
access to capital markets.
2.SCOPE: This Policy establishes the policies of the City of La Quinta and its related
entities with respect to the issuance and administration of debt.
3.GENERAL POLICY:
Objectives:
This section of the Policy sets forth certain equally important objectives for the City and
establishes overall parameters for responsibly issuing and administering the City's debt.
Additionally, this Policy is intended to facilitate compliance by the City, and is consistent,
with Section 8855(i) of the California Government Code as amended by Senate Bill 1029
("SB 1029"), enacted as Chapter 307, Statutes of 2016.
•Minimize debt service and issuance costs
•Maintain access to cost-effective borrowing
•Achieve and maintain highest reasonable credit rating
•Full and timely repayment of debt
•Maintain compliance with financial disclosure and reporting undertakings
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•Ensure compliance with state and federal laws and regulations
4.RELATIONSHIP TO CAPITAL IMPROVEMENT PROGRAM OR BUDGET, PLANNING GOALSAND OBJECTIVES
The City is committed to long-term financial planning, maintaining appropriate reserves
levels and employing prudent practices in governance, management and budget
administration. The City may issue debt for the purposes stated in this Policy and to
implement policy decisions incorporated in the City's annual operations and capital budgets
and the City's five-year capital improvement plan. This Policy is intended to ensure that debt
levels and their related annual costs will advance the City's planning goals and objectives.
5.GOVERNING AUTHORITY AND RESPONSIBILITY
Pursuant to the provisions of the City of La Quinta Charter and sections 37209
and 40805.5 of the Government Code of the State of California, the Finance Director shall be
responsible for all of the financial affairs of the City. This Policy grants the Finance Director
the authority to select the financing team (subject to City Council approval, if required),
coordinate the administration and issuance of debt, communicate with the rating agencies,
as well as to fulfill all the pre-issuance and post-issuance disclosure information.
The Finance Director or its designee will use the Request for Proposal (RFP) process to
select various Financing Team Members. Requests for Proposals for Financial Advisors
should be done on a periodic basis not to exceed ten (10) years but is subject to review
after four (4) years. Below is a brief description of the main Financing Team, along with
their functions.
The typical Debt Financing Team consists of:
A. Financial Advisor
•Assists with capital planning and long term financial planning.
•Coordinates the financing and debt issuance process.
•Helps evaluate underwriter proposals and provides financial analysis and
recommendations.
•Assists with the securing of other professional services and other members of the
financing team.
•Monitors and evaluates market conditions for opportunities to issue debt at low interest
rates.
•Works with the City and underwriter to develop investor outreach and market approach.
•Manages competitive bid process.
•Ensures negotiated prices are fair and reasonable in the marketplace.
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B. Bond Counsel
•Prepare an approving legal opinion.
•Provide expert and objective legal opinion and advice.
•Prepare and review documents necessary to authorize, issue, sell and deliver the
bonds, as well as coordination of the authorization and execution of closing
documents.
•Review legal issues relating to the structure of the bond issue.
•Prepare election proceedings or pursue validation proceedings if necessary.
•Review or prepare those sections of the official statement that relate to the bonds,
financing documents, bond counsel opinion, and tax exemption.
•Assists the City with presenting information to bond rating organizations and credit
enhancement providers relating to legal issues affecting the issuance of the bonds.
•Review or prepare the Notice of Sale or Bond Purchase Contract for the bonds and
review or draft the continuing disclosure undertaking of the City.
•Post-issuance advice for bond covenant compliance.
C. Underwriter
•Serves as the original purchaser of the bonds and assumes the risk of selling the
bonds to the public.
•Provides the City with market knowledge.
•Assist with credit analysis and preparation.
•Premarketing of the bonds.
•Pricing and original purchase of bonds from the City.
•Sale to public market of the bonds.
D. Placement Agent
•Usually a registered underwriter acting in the more limited capacity of placement
agent when a direct placement is used as the method of sale.
•Provides the City with proposed financial institutions eligible for direct purchase.
•Assist the City with requests for proposals for direct purchase by financial institutions.
E. Trustee/Fiscal Agent/Paving Agent
•Establishes and holds the funds and accounts relating to the bond issue.
•Maintains the list of names and addresses of all registered owners of the bonds and
recordings of transfers and exchanges of the bonds.
•Acts as the authenticating agent.
•Acts as the paying agent.
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•Protects the interests of the bondholders by monitoring compliance with covenants and
acts on behalf of the bondholders in the event of default.
•As the escrow agent holds proceeds or the investments acquired with the proceeds
of a refunding bond issue and uses those funds, or payments received on those
investments, to pay debt service on the refunded bonds.
6.TYPES OF DEBT
The City recognizes that there are numerous types of financing structures and funding
sources available, each with specific benefits, risks, and costs. All potential funding
sources are reviewed by management within the context of this Policy and the overall
portfolio to ensure that any financial product or structure is consistent with the City's
objectives. Regardless of what financing structure(s) is utilized, due diligence review must be
performed for each transaction, including the quantification of potential risks and benefits,
and analysis of the impact on City creditworthiness and debt affordability and capacity.
Prior to the issuance of debt or other financing obligations to finance a project, the City will
carefully consider the overall long-term affordability of the proposed debt issuance and
alternative financing sources, such as grants. The City shall not assume debt or other
financing obligations without conducting an objective analysis of the City's ability to
assume and support additional debt service payments. The City will consider its long-term
revenue and expenditure trends and the impact on operational flexibility. The evaluation
process shall include a review of generally accepted measures of affordability and will
strive to achieve and or maintain debt levels consistent with its current operating and
capital needs. In addition, the City’s future borrowing capability is limited by the debt
coverage ratio and debt limitations required by bond covenants.
The following are the types of debt the City could issue:
A. New Money Bonds
New Money bonds are bonds issued to finance the cost of capital improvement projects or
other large and extraordinary costs as approved by the City Council.
B. Refunding Bonds
Refunding bonds are bonds issued to refinance (refund) previously issued outstanding debt.
The City may issue refunding bonds to refinance the principal of and interest on
outstanding bonds or other debt to achieve debt service savings, restructure scheduled
debt service, convert from or to a variable or fixed interest rate, change or modify the
source(s) of payment and security for the refunded debt, or modify covenants otherwise
binding upon the City. Refunding bonds may be issued either on a current or advance
basis. See also the "Refunding" subsection contained in Section 7 of this Policy.
C. Revenue Bonds and Certificates of Participation
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Revenue Bonds are generally issued by enterprise funds that are financially self-sustaining
without the use of taxes and therefore rely on the revenues collected by the enterprise
fund to repay the debt. Sometimes, Certificates of Participations ("COPs") are issued
instead of revenue bonds, which in this case would typically be secured by an installment
sale arrangement between the City and another public entity and by the revenues collected
from the enterprise fund. Each COP represents a fractional share of an issuer's installment
payment to be received by the investor.
D. Assessment Bonds
The Improvement Bond Act of 1915 (Streets and Highways Code Section 8500 et seq.)
allows the City to issue bonds to finance the "special benefit" improvements on the real
property within its jurisdiction provided by the City. Assessment installments typically are
collected through the secured property tax roll of the county.
E. Community Facilities District
Mello-Roos is a form of financing for a variety of local agencies, including but not limited to
cities and joint powers authorities. Mello-Roos Community Facilities Districts (referred to as
"CFDs") raise money through special taxes that must be approved by 2/3rds of the voters
within the district. While a CFD may be formed to finance public improvements and services
within the district, bonds cannot be issued to pay for services financed through a CFD. The
taxes are secured by a continuing lien and typically are levied annually against property
within the district through the secured property tax roll of the county.
F. General Obligation (GO) Bonds
In California, GO Bonds require a 2/3 voter approval. GO Bonds are secured by a dedicated,
voter-approved property tax override rate (i.e., a property tax more than the 1% basic ad
valorem property tax rate) in amounts sufficient to meet debt service requirements. While
the dedicated revenue stream to repay the debt makes GO Bonds an attractive option,
additional considerations for this financing mechanism include the time and expense of an
election, the possibility that the electorate will not approve the ballot measure, and the
legal bonding capacity limit for GO Bonds.
G. General Fund-Supported Debt
General Fund Supported Debt generally includes Certificates of Participation (COPs) and
Lease Revenue Bonds (LRBs) that are lease obligations secured by a lease-back arrangement
between the City and another public entity. Typically, the City appropriates available General
Fund moneys to pay the lease payments to the other public entity and, in turn, the public
entity uses such lease payments received to pay debt service on the bonds or COPs.
General Fund Supported Debt may also include bonds issued to refund obligations
imposed by law, such as judgments obligation bonds (JOBs), unfunded accrued actuarial
liabilities for pension plans (pension obligation bonds (POBs), or operating leases (such as
computers, printers, hardware). These obligations do not constitute indebtedness under the
state constitutional debt limitation and, therefore, are not subject to voter approval.
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Payments to be made under valid leases are payable only in the year in which use, and
occupancy of the leased property is available, and lease payments may not be accelerated.
Lease financing requires the fair market rental value of the leased property to be equal to or
greater than the required debt service or lease payment schedule. The lessee (City) is
obligated to include in its annual budget and appropriate the rental payments that are due
and payable during each fiscal year the lessee has use of the leased property.
H. Tax Increment Financing
Tax Increment Financing is a financing method whereby a portion of ad valorem property
taxes (commonly called the "tax increment") is allocated to an entity, such as a successor
agency to redevelopment agency (Successor Agency), an enhanced infrastructure financing
district (EIFD), or a community revitalization and investment authority (CRIA), and the
entity is permitted to incur debt payable from and secured by the tax increment revenues.
Tax increment debt for redevelopment agencies and Successor Agencies is entitled to the
benefits of Article XVI, Section 16, of the California Constitution.
I. Fixed vs. Variable Rate Debt
Fixed interest rate debt is typically preferred to maintain a more predictable debt service
burden.
Variable rate debt obligations ("VRDOs") can be utilized on a limited basis when the
potential advantages of capturing the lowest interest rates available in the current market
outweigh forecasted risks (including interest rate risk, remarketing risk, liquidity risk, and risk
of expiration of credit support instruments prior to the final maturity of the VRDOs).
While VRDOs sometimes can provide a lower cost of borrowing in the short run, they
generally involve greater medium-term or long-term risk. Due diligence review must be
performed for each transaction, including the quantification of potential risks and benefits,
analysis of the impact on City creditworthiness and debt affordability and capacity, and
an evaluation of the ability of the City to withstand the medium-term or long-term risk
attendant to VRDOs, including the feasibility of exit strategies.
J. Derivative Products
The use of certain derivative products, such as interest rate swaps, may be considered
to hedge the risks of VRDOs, to the extent the City has such debt outstanding or under
consideration. The City will exercise extreme caution in the use of derivative instruments
for hedging purposes and will consider their utilization only when sufficient understanding
of the products and sufficient expertise for their appropriate use has been developed.
K. Conduit Debt
Conduit financing provides for the issuance of securities by a government agency to finance a
project of a third party, such as a non-profit organization or other private entity. The City
may sponsor conduit financings for those activities that have a general public purpose and
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are consistent with the City's overall service and policy objectives. Unless a compelling
public policy rationale exists, such conduit financings will not in any way pledge the City's
faith and credit.
L. Interfund Borrowing
The City may borrow internally from other funds with surplus cash in lieu of issuing bonded
debt. Purposes, warranting the use of this type of borrowing could include short-term cash
flow imbalances due to grant terms, interim financing pending the issuance of bonds, or
capital financing in lieu of bonds. Interfund loans will be evaluated on a case by case basis.
Any borrowing between two City funds which exceeds 12 months require a repayment
schedule approved by City Council and shall include an interest rate based on market
conditions at the time the loan was taken out.
M. Joint Powers Authority (JPA)
In addition to some of the long and short-term financing instruments, the City may also
consider joint arrangements with other governmental agencies when a project serves the
public interest beyond City boundaries.
7.PURPOSE OF DEBT
Long-term Debt - Long-term debt may be used to finance the purchase or improvement
of land, infrastructure, facilities or equipment when it is appropriate to spread these costs
over more than one budget year. Long term debt may also be used to fund capitalized
interest, costs of issuance, required reserves, and any other financing related costs which
may be legally capitalized. Long-term debt may not be used to fund City operating costs.
Short-term Debt - Short-term debt, such as notes, commercial paper, and lines of credit,
will be studied as an interim source of funding in anticipation of long term borrowing.
Short-term debt may be issued for the same purpose as long-term debt, including
capitalized interest and other financing related costs. In addition, short-term debt
borrowing may be considered to address justifiable cash flow requirements to meet
short term operating needs to provide necessary public services, subject to applicable
restrictions in California law.
Refunding - Periodic reviews of existing debt will be undertaken to identify refunding
opportunities. Refunding will be considered (within state law and federal tax law
constraints) if and when there is a net benefit of the refunding. Non-economic refunding
may be considered to achieve City goals relating to changes in covenants, call provisions,
operational flexibility, tax status, or the debt service profile. The City may purchase its bonds
in the open market for the purpose of retiring the obligation when the purchase is cost
effective.
Except for instances in which a bullet payment or spike in debt service is being refinanced,
the City will generally seek to achieve debt service savings which, on a net present value
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basis, are at least 3% of the debt being refinanced. Refunding’s which produce a net
present value savings of less than 3% will be considered on a case-by-case basis.
Notwithstanding the foregoing, a refunding of Successor Agency bonds shall be
determined based on the requirements of Health and Safety Code Section 34177.5.
8.MANNER OF SALE
There are several market factors that will affect the success of a bond offering, and
each should be carefully considered before selecting a method of sale. These factors
include, but are not limited to, the following: 1) market perception of the City's credit
quality, 2) interest rate volatility, 3) size of the proposed issue, 4) complexity of the
proposed issue, and 5) competition with other issuers for investor interest (bond supply).
Competitive Sales of Bonds
The terms and prices of the bonds are determined by the City, with the assistance of its
financial advisor, through a bidding process by which the City publishes a notice of sale for
the bonds, and interested underwriters submit bids for the respective terms upon which
they propose to purchase the bonds. The sale is awarded to the underwriter judged to
have submitted the best bid that offers the lowest interest rate, considering underwriting
spread, interest rates and any discounts or premiums.
Negotiated Sale of Bonds
A method of sale for bonds, notes, or other financing vehicles in which the City selects in
advance, based on proposals received or by other means, one of more underwriters to work
with it in structuring, marketing and finally offering an issue to investors. The negotiated
sale method is often used when the proposed debt is a first-time sale by a issuer (a new
credit), the issuer of the debt is a relatively small entity, the proposed debt involves a
complex security structure, such as a variable rate transaction, the proposed debt is an
unusually large issue, or in a highly volatile or congested market.
Direct or Private Placement
A direct placement or private placement is a variation of a negotiated sale in which the
City, with the help of a financial advisor and a placement agent, will attempt to place the
entire new issue directly with an investor (typically, a financial institution). The investor will
negotiate the specific terms and conditions of the financing before agreeing to purchase
the issue. Direct or private placements are someti mes undertaken when the transaction is
complex or unique, requiring direct negotiations with the investor, when market
conditions indicate that a direct or private placement may result in a lower interest rate on
the debt, or because the issue is small, and a direct offering provides economies of scale.
9.PERFORMANCE STANDARDS
The City of La Quinta strives to maintain 'investment grade' ratings in the municipal
market of “A” (without regard to numerical or "+" or "-" modifiers within the "A" category).
Ratings assigned by a nationally-recognized statistical rating organization of "BBB"
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or higher are considered an adequate investment grade.
10.MARKET RELATIONSHIPS
The Finance Director will be responsible for maintaining relationships with investors, credit
analysts, and rating agencies.
11.ON-GOING DEBT ADMINISTRATION
The Finance Director will regularly review the City's outstanding obligations, particularly
in declining interest rate environments. When rates begin to approach levels at which
refunding is cost-effective, the City shall select a financing team to begin preparations for
a refunding issue.
Continuing Disclosure
The Finance staff will ensure that the City's annual financial statements and associated
reports are posted on the City's web site. The City will also contract with Consultant(s) to
comply with its contractual undertakings entered into pursuant to the Securities and
Exchange Commission Rule 15c2-12 by filing its annual financial statements, disclosure
material events, and other financial and operating data for the benefit of its bondholders on
the Electronic Municipal Market Access (EMMA) website of the Municipal Securities
Rulemaking Board (MSRB).
Arbitrage Rebate Compliance and Reporting
The use and investment of bond proceeds must be monitored to ensure compliance with
applicable arbitrage restrictions. Existing regulations for tax exempt debt require that
issuers calculate rebate liabilities related to any bond issues, with rebates paid to the
Federal Government every five years and as otherwise required by applicable provisions
of the Internal Revenue Code and regulations. The Finance Director shall contract and work
with a specialist to ensure that proceeds and investments are tracked in a manner that
facilitates accurate, complete calculations, and if necessary, timely rebate payments.
Compliance with Other Bond Covenants
In addition to financial disclosures and arbitrage, the City is also responsible for verifying
compliance with all undertakings, covenants, and agreements of each bond issuance on an
ongoing basis. This typically includes ensuring:
•Annual appropriation of revenues to meet debt service payments;
•Taxes/fees are levied and collected where applicable;
•Timely transfer of debt service payments to the trustee; and
•Compliance with insurance requirements.
The City shall comply with all covenants and conditions contained in governing law and any
legal documents entered into at the time of the bond offering. The Finance Director will
coordinate verification and monitoring of covenant compliance.
12.INTERNAL CONTROL PROCEDURES REGARDING USE OF DEBT PROCEEDS
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One of the City's priorities in the management of debt is to assure that the proceeds of
the debt will be directed to the intended use for which the debt has been issued. In
furtherance of this priority, the following procedures shall apply:
A. The Finance Director shall retain a copy of each annual report filed with the
California Debt and Investment Advisory Commission (CDIAC) pursuant to Section 8855(k)
of the California Government Code concerning (1) debt authorized during the applicable
reporting period (whether issued or not), (2) debt outstanding during the reporting period,
and (3) the use during the reporting period of proceeds of issued debt.
B. In connection with the preparation of each annual report to be filed with CDIAC
pursuant to Section 8855(k) of the California Government Code, the Finance Director or the
designee of the Finance Director shall keep a record of the original intended use for which
the debt has been issued, and indicate whether the proceeds spent during the applicable
one-year reporting period for such annual report conform with the intended use (at the
time of original issuance or as modified pursuant to the following sentence). If a change in
intended use has been authorized after the original issuance of the debt, the Finance
Director or the designee of the Finance Director shall indicate in the record when the
change in use was authorized and whether the City Council, City Manager, or another City
official has authorized the change in intended use. The Finance Director shall report
apparent deviations from the intended use in debt proceeds to the City Manager for
further discussion, and if the City Manager determines appropriate in consultation with
legal counsel (which may be bond counsel, if applicable, or the City Attorney), to the City
Council. Additionally, an annual update of all outstanding debt and its adherence to this
policy shall be reported to the City Council with the Comprehensive Annual Financial Report.
C. If the debt has been issued to finance a capital project and the project timeline
or scope of project has changed in a way that all or a portion of the debt proceeds cannot
be expended on the original project, the Finance Director shall consult with the City
Manager and legal counsel (which may be bond counsel, if applicable, or the City Attorney)
as to available alternatives for the expenditure of the remaining debt proceeds (including
prepayment of the debt). If deemed advisable by the City Manager after such consultation,
direction of the City Council may be sought as to an alternative for the expenditure or
use of such remaining debt proceeds.
13.DEBT MANAGEMENT POLICY REVIEW
The Finance Director shall review this Policy at a minimum of every five (5) years and
recommend any changes to the City Manager and City Council.
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City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: ADOPT A RESOLUTION TO APPROVE REVISIONS TO THE CITY’S
PURCHASING AND CONTRACTING POLICY
RECOMMENDATION
Adopt a resolution to approve revisions to the City’s Purchasing and Contracting Policy.
EXECUTIVE SUMMARY
The last update to the City’s Purchasing and Contracting Policy (Policy) was
October 2015. A review of the Policy was conducted to align it with other City
policies, and to incorporate necessary regulatory requirements.
Staff, City Attorney, and two independent auditing firms have reviewed the
proposed Policy revisions. The Policy conforms to current laws, risk
management, and governmental accounting best practices.
FISCAL IMPACT – None.
BACKGROUND
In October 2015, the Council amended the City’s Purchasing and Contracting Policy to
adopt Resolution No. 2015-45 setting forth policies and procedures regulating
purchasing and contracting. Staff has identified areas of the Policy that require
amendments to provide consistency, clarification, meet regulatory requirements, and
would facilitate a more efficient process. Exhibit A to the resolution has been redlined,
showing the changes to the previous policy.
The primary updates and additions include:
The addition of the Administrative Guidelines section to address fraud
protection, vendor limit, and vendor preferences;
The expansion of the Equal Bids section to clarify the process of award
selection;
The definition of Maintenance and Repair services;
Additional definitions under the Emergency Purchases section to clarify
purchasing requirements in the event of an emergency;
BUSINESS SESSION ITEM NO. 4
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The addition of General Procurement Standards (Section VII) to comply with the
Office of Management and Budget’s (OMB) new guidance requirement Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards, Title 2 U.S. Code of Federal Regulations Part 200.
To ensure compliance with current laws and regulatory requirements, the amended
Policy was reviewed by staff, City Attorney, and two independent governmental
accounting auditing firms.
ALTERNATIVES
Council may approve as presented, incorporate changes, or request further review.
Prepared by: Claudia Martinez, Senior Accountant
Approved by: Karla Campos, Finance Director
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RESOLUTION NO. 2018 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA
QUINTA, CALIFORNIA, ADOPTING A PURCHASING AND
CONTRACTING POLICY
WHEREAS, purchasing and contracting policies provide a guideline to city
employees for purchasing and contracting for goods, services and projects to support,
enhance and supplement city operations, and
WHEREAS, purchasing and contracting policies provide transparency and
consistency, and
WHEREAS, purchasing and contracting policies enable the Finance department
to maintain a system of financial controls for the efficient use and expenditure of
public funds.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta,
California, as follows:
SECTION 1. The purchasing and contracting policy attached hereto as Exhibit A and
incorporated herein by reference shall govern the purchase of city supplies, goods,
equipment, services and construction projects.
SECTION 2. This policy, as applicable, shall constitute the procedures and rules
governing the solicitation of bids and award of contracts for public works projects
pursuant to Chapter 3.12, and shall constitute the procedures and rules governing the
solicitation and selection of firms for services pursuant to Chapter 3.12, of the La
Quinta Municipal Code.
SECTION 3. Resolution No. 2015-045 is hereby repealed. This Resolution supersedes
and replaces Resolution No. 2015-045.
SECTION 4. Severability. If any provision of this Resolution or the application thereof
to any person or circumstance is held invalid, such invalidity shall not affect other
provisions or applications of this Resolution which can be given effect without the
invalid provision or application, and to this end the provisions of this Resolution are
severable. The City Council hereby declares that it would have adopted this Resolution
irrespective of the invalidity of any particular portion thereof.
SECTION 5. This Resolution shall become effective upon adoption. The Purchasing and
Contracting Policy adopted by this Resolution shall go into effect immediately.
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PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City
Council held on this 3rd day of April 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________
LINDA EVANS, Mayor
City of La Quinta, California
ATTEST:
________________________________________
SUSAN MAYSELS, City Clerk
City of La Quinta, California
(CITY SEAL)
APPROVED AS TO FORM:
_______________________________________
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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EXHIBIT A
CITY OF LA QUINTA, CALIFORNIA
PURCHASING AND CONTRACTING POLICY
I. GENERAL RULES; EXCEPTIONS.
This Purchasing and Contracting Policy (Policy) shall apply for the solicitation and
selection of all purchases and contracts within the City of La Quinta (City). Any
exceptions to this Policy must be approved by the City Council. The City Council may,
by majority vote and in accordance with its fiduciary responsibilities, approve
expenditures of any amount, for any length of term, not otherwise inconsistent with
any applicable law.
A. ADMINISTRATIVE GUIDELINES
1. Vendor Limit. Combined purchase orders cannot exceed $50,000 per vendor, per
fiscal year except in the case of major expenditures in which a vendor has
participated in a public formal bidding process.
2. Change Orders or Amendments. A change order or amendment is a change in a
contract term, other than as specifically provided for in the contract, that
authorizes or necessitates any increase or decrease of the cost of the contract or
in the time of completion that can be authorized by the City Manager or
Department Director. A valid request for a change order or amendment must
meet the following criteria:
a. the change was not reasonably foreseeable at the time that the contract
was signed;
b. the change must be relevant to the original contract; and
c. the change is authorized by the contract provisions and in the best
interest of the City.
3. Conflict of Interest. No employee, officer, Councilmember, or agent shall
participate in the selection, award, or administration of a contract if he or she has
a real or apparent conflict of interest. Such a conflict of interest would arise when
the employee, officer, Councilmember, agent, or any member of his or her
immediate family, his or her partner, or an organization which employs or is
about to employ any of the parties indicated, herein, has a financial or other
interest in or a tangible personal benefit from a firm considered for a contract.
Nothing in this Policy does or is to be construed as limiting the applicability of any
other federal, state, or local laws and regulations governing prohibitions against
financial conflicts of interest, including but not limited to the Political Reform Act
(Government Code Section 81000 et seq.) and implementing regulations from the
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Fair Political Practices Commission (Title 2, Section 18110 et seq., of the California
Code of Regulations), and Government Code Sections 1090-1999 and 1126. All
such laws and regulations shall apply to every employee, officer, Councilmember,
and agent of the City.
4. Local Vendors. Purchasing goods and services from local vendors which
stimulate the local economy is encouraged but not required.
5. Green Purchasing Practices. The City is committed to Green Purchasing practices
in obtaining goods and services. The City shall consider environmentally-
preferable products when appropriate. Nothing in this policy requires the
procurement of products that do not adequately perform their intended use,
requires procurement that excludes adequate competition, or requires the
procurement of products that are unavailable at a reasonable price or at a
reasonable time. An environmentally-preferable product means a product that
meets any of the following criteria:
a. is durable, repairable, reusable, or recyclable;
b. has minimal packaging, toxic content, or chemical-hazard potential;
c. is resource or energy efficient in any or all phases of its manufacture,
use, or disposal; or
d. its use or disposal minimizes or eliminates the City’s potential
environmental liability.
II. EXPENDITURE CATEGORIES
Purchases, which include those made by purchase order (PO), written agreement,
amendment or change order that require city expenditures, are classified into five
categories based on the anticipated expenditure amount. Each category establishes
an authorization level, procurement method, and maximum term, which shall apply
unless specifically exempted in accordance with this Policy.
A. Expenditures of $50 or less (petty cash)
B. Expenditures of $51 to $5,000 (operational)
C. Expenditures of $5,001 to $15,000 (minor)
D. Expenditures of $15,001 to $50,000 (intermediate)
E. Expenditures over $50,001 (major)
A. EXPENDITURES OF $50 OR LESS
Authorization: Department Director, who may delegate to a department manager
Procurement: No bids or PO necessary; petty cash advances or reimbursement
Term Limit: N/A
Note: These transactions take the place of ordinary ongoing purchases and shall
be limited in use.
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A cash disbursement or reimbursement may be obtained from the Finance
department and must not exceed $50. A petty cash request form shall be completed
and signed by the department director before submittal. The form shall include the
date, description of the item to be purchased, and account number. Petty cash
amounts will be advanced to accommodate miscellaneous minor expenditure
amounts of $50 or less and for which normal payment provisions are not practical.
The Finance department will periodically audit petty cash expenditures as to form and
regulations and may confirm purchases.
B. EXPENDITURES OF $51 to $5,000 DURING THE INITIAL TERM1
Authorization: Department Director, who may delegate to a department manager4
Procurement: No PO necessary; 3 informal bids/proposals2 whenever possible
Term Limit: 3 years plus one 3-year extension
C. EXPENDITURES OF $5,001 to $15,000 DURING THE INITIAL TERM
Authorization: Department Director
Procurement: PO required plus 3 written informal bids/proposals
Term Limit: 3 years plus one 3-year extension
D. EXPENDITURES OF $15,001 to $50,000 DURING THE INITIAL TERM
Authorization: City Manager
Procurement: PO required plus 3 written informal bids/proposals plus city contract3
Term Limit: 3 years plus one 3-year extension
E. EXPENDITURES OVER $50,001
Authorization: City Council
Procurement: PO required plus formal bids/proposals plus city contract
Term Limit: no limit, any term approved by majority vote of the City Council
III. PROCUREMENT PROCEDURES - MAJOR EXPENDITURES (over $50,001)
For purposes of this Policy, the “Initial Term” shall be either (i) a term under the contract or PO not to exceed one year, or (ii) a
term longer than one year but not to exceed the maximum number of years authorized under a “Term Limit” (set forth below) as
long as the contract includes a continuing obligation for performance by a contracting party and the City has an obligation for
payment only for the services actually performed and accounted for by invoice or other monthly or regular periodic documentation
acceptable to the City. Under any contract or PO, either the contracting party or City may terminate the contract or PO prior to the
expiration of the Initial Term for the other party’s nonperformance.
2 “Informal” bid/proposal means verbal or written, via telephone, e-mail or other casual medium.
3 The city’s templates for contracts, agreements, amendments and change orders shall be used for category D and E purchases. The
City Manager may allow for modifications of these templates or use of other contracts, agreements, amendments and change
orders, or may require use of city templates for category B and C purchases when the City Manager determines it is prudent due to
the level of risk exposure to the city, the need to spell out a complex scope of work, or any other reason s/he believes to be in the
best interest of the city. To meet prevailing wage requirements any maintenance or repair project over $15,000 or construction
project over $25,000 will require a written contract.
4 Designee must have signature authorization form on file with the Finance department, or active designation letter for a specific
date range.
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A. FORMAL BIDS FOR MAJOR PUBLIC WORKS PROJECTS AND MAJOR SUPPLIES AND
EQUIPMENT PURCHASES. Major public works projects and supplies and equipment as
referenced in Chapter 3.12 of the La Quinta Municipal Code, are defined as purchases
and projects having an actual or estimated value of greater than fifty thousand and
one dollars ($50,001). The solicitation and selection of bids and award of contracts
shall comply with Section 3.12.030 of the La Quinta Municipal Code (public works
contracts), and this Policy, and shall be administered through each City Department,
according to the following procedures:
1. Invitation for bids. An invitation for bids (the “invitation”) shall be published in a
newspaper, electronic bulletin board or online submission source, City website,
World Wide Web site or other generally-recognized source of local public works
contract information, at least ten days prior to the date of the opening of bids.
Invitations shall include general descriptions of the work to be performed, the
time and place of the opening of bids, the place where bidders may obtain bid
documents, the amount of bid security required, and the amount and nature of
performance and labor materials security that will be required.
2. Form of bids. Bids conforming to the requirements of the invitation shall be
submitted to the Department Director (the “Director”) in sealed packages or by
other means which will prevent the divulging of bids prior to the stated time for
opening of bids, all as specified in the invitation or the bid documents. Unopened
bids should be clearly marked or otherwise identifiable as bids for the project to
which they apply.
3. Bid security for public works projects. Bids for public works projects shall be
accompanied by cash, cashier’s check, certified check, surety bond, or other form
of security stated in the invitation or bid documents, in a sum equal to at least
ten percent (10%) of the amount of the bid.
4. Opening of bids. At the time and place stated in the invitation, the bids shall be
publicly opened and announced. The bid amounts shall be tabulated and the
tabulation shall be available for public inspection at the Public Works Department
during regular business hours for a period of not less than thirty (30) calendar
days after the bid opening.
5. Review of bids. The Director shall review all bids received for completeness,
accuracy, responsiveness to the invitation and the bid documents, and the City’s
experience with or knowledge of the qualification and reliability of each bidder
and shall prepare a recommendation to the City Council. Written amounts shall
take precedence over associated numeric amounts. Mathematical errors, if
found, shall be corrected and shall not disqualify a bid. The corrected total shall
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be the bid amount considered in determining the lowest responsible bidder and
shall be the contract amount awarded if the bid is selected.
6. Award of contract. Contracts shall be awarded by the City Council to the lowest
responsible bidder. Determination of the lowest responsible bidder shall be at the
sole discretion of the City Council pursuant to findings and recommendations
presented by the Director at the time of the award of contract.
7. Equal bids. If two or more equal low bids are received, the City Council may
award the contract to any one of the equal low bidders by the following:
a. Select one bid; or
b. Reject all bids and re-solicit for bids; or
c. Reject all bids and authorize negotiated agreement if consistent with
federal and state laws; or
d. Select one bid, which is the most responsible bidder; or
e. Take any other action that the City Council deems to serve the best
interest of the City.
8. No bids. When no bids are received from responsible firms, the City Council may
accomplish the project in any manner it sees fit.
9. Rejection of bids. The City Council may reject any or all bids presented and may
then direct that the project be re-advertised, may authorize negotiation of a
contract with one or more responsible firms, or may resolve that the project can
be performed more economically by City forces, day labor, time and materials
contract, or other method.
10. Execution of contract. The successful bidder shall execute the contract and
furnish required performance security and labor and materials security when
required pursuant to the bid document.
11. Forfeiture of bid security for public works projects. If the successful bidder fails to
execute the contract and furnish security within the stated time, and said failure
is not primarily due to actions or omissions of the City or to acts of god, the
bidder shall forfeit the bid security provided. The City Council may then consider
the bid of the next lowest responsible bidder.
12. Release of bid security for public works projects. Bidders are entitled to the
return of their bid security unless forfeited as provided herein. The City shall
retain all bid security until a contract has been executed or until the City Council
rejects all bids at which time all bid security not forfeited shall be returned to the
appropriate bidders.
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13. Disposition of forfeited bid security for public works projects. The City shall retain
forfeited bid security until a contract is awarded to another firm or the project is
cancelled. The City shall retain an amount equal to the difference between the
forfeiting firm’s bid and the new contract amount, if any, and an additional
amount equal to administrative and other costs incurred as a result of the failure
of the forfeiting bidder to enter into a contract and provide required security, and
shall return any remaining amount of the bid security to the forfeiting bidder.
14. Performance security and labor and materials security for public works projects.
The bidder to whom the contract is awarded (the “successful bidder”) shall
furnish performance security and labor and materials security in amounts
specified in the Invitation or Bid Documents.
B. FORMAL PROPOSALS FOR MAJOR PROFESSIONAL AND TECHNICAL SERVICES.
Major professional and technical services are defined as services having an actual or
estimated value of greater than fifty thousand and one dollars ($50,001). The
solicitation and selection of proposals and award of contracts shall comply with
Section 3.12.020 of the La Quinta Municipal Code (service contracts), and this Policy,
and shall be administered through each City Department, according to the following
procedures:
1. Maintenance and Repair Services. Services intended to preserve and/or restore a
public work to a clean, safe, efficient, and/or continually usable condition.
Maintenance and repair services include, but are not limited to: carpentry,
electrical, painting, plumbing, glazing, and other craftwork to preserve a facility in
the condition for which it was intended; repairs, cleaning and other operations on
machinery and other equipment permanently attached to a facility as fixtures;
the mowing, pruning, and trimming of lawns, grass, trees, shrubs, bushes and
hedges; and the regular removal or relocation of by-products or waste products
accumulated at City facilities as the result of ongoing environmental processes.
2. The City Manager shall approve the preparation and release of all Requests for
Proposals (RFP) and Requests for Qualifications (RFQ).
3. City staff shall determine, based on professional judgment, whether an RFP or an
RFQ process best suits its needs and City staff, or a city-authorized consultant,
shall prepare the RFP/RFQ document.
4. City staff, or a city-authorized consultant, or both shall prepare a list of suitable
firms from known registries, professional organizations, and/or any other source.
5. City staff shall issue the RFP/RFQ to suitable firms, and may also advertise for
competitive proposals.
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6. City staff shall form a selection committee, which may include private
consultants, to review the RFPs/RFQs received, and the selection committee may
conduct interviews and/or hold discussions with proposing firms.
7. The selection committee shall rank the proposing firms according to the criteria
specified in LQMC Section 3.12.020 (service contracts) and City staff shall notify
firms of their position in the ranking. For design-build projects, the selection
committee may also take into account the criteria for selection of public works
contacts specified in LQMC Section 3.12.030.
8. City staff, or a city-authorized consultant, shall negotiate with the top-ranked
firm to arrive at mutually-acceptable contract terms.
9. City staff, or its authorized consultant shall terminate negotiations and begin
negotiations with the next-ranked firm if an agreement cannot be reached and
continue this process until negotiations are successfully concluded or until the
list of qualified firms submitting proposals is exhausted and an agreement
cannot be reached.
10. The City Council shall award or reject the contract negotiated by City staff.
IV. PROCUREMENT PROCEDURES – NON-MAJOR EXPENDITURES ($50,000 & under)
INFORMAL BIDS OR PROPOSALS - Intermediate, Minor, and Operational Expenditure
category projects, including minor public works projects, supplies, goods, equipment
and minor services as referenced in Chapter 3.12 of the La Quinta Municipal Code, are
defined as projects having an actual or estimated value of fifty thousand dollars
($50,000) or less. The solicitation and selection of bids and award of contracts shall
comply with Section 3.12.030 of the La Quinta Municipal Code (public works projects),
Section 3.12.020 of the La Quinta Municipal Code (service contracts), and this Policy,
and shall be administered through each City Department, according to the following
procedures:
1. Informal bids shall be obtained verbally or in writing as dictated by this Policy
from the open market and a written record of informal bids shall be kept with the
related PO.
2. Bid security. Security and labor and material security shall conform to the
requirements for major public works projects but may be modified or waived by
the City staff person authorized to make the purchase if warranted and in the
best interest of the City.
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3. Execution and Award of Contracts. The City Council, may award contracts, or the
City Manager, or designated City Director, or staff personnel may award and
execute contracts, set forth in Categories A, B, C or D of Section II above, may
award and execute contracts and may waive competitive bidding requirements if
in the best interest of the City, provided there are unencumbered appropriations
in the fund accounts against which the expenses are to be charged.
V. EXEMPTION TO ANY PROCUREMENT METHOD
Justification for exemption to any required procurement method may be submitted to
the City Manager or in the case of a major expenditure, to the City Council under the
following circumstances:
a. Sole-source or select-source purchase. To determine that a sole-source or
select-source purchase exists, rationale and/or proof must be provided in the
purchase requisition.
Acquisition of brand name to insure compatibility with other city products
and equipment. For example standardization of fleet inventory (select-
source).
Change orders - additions to an original scope of work when the original
source is the only reasonable one to provide the additional goods,
construction work or service needed (select-source).
Only one manufacturer or vendor makes and/or sells the required
equipment (sole-source).
b. State, County, or other public agency cooperative purchasing program or
contracts utilizing funding or other participation from agencies which require
conformance with state, federal or other contracting regulations.
c. The City does not require a contract for equipment purchases such as a specific
type or brand of supply or part necessary for acceptable operation of a machine
or device, or as required by warranty or contract on the machine or device;
written documentation supporting a purchase must be provided.
d. Emergency purchases made necessary by an immediate threat to life or
property or a substantial disruption of a vital public service.
In advance of any local emergency, the City seeks to retain a list of
available local businesses willing to provide necessary supplies, materials,
equipment, services, food, care or shelter to the City through the Office of
Emergency Management. Once the Emergency Operations Center (EOC) is
activated, these memorandums will be activated.
In the event of an emergency, the City Manager or designee may make
immediate purchases of goods and services. Emergency purchases include
any purchase required to prevent imminent danger or to prevent or
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mitigate the loss or impairment of life, health, property, or essential public
services. Every effort shall be made to obtain advance approvals or to
obtain approvals as soon as possible following the purchase.
The City is not required to engage in either formal or informal competitive
bidding in an emergency. The City Council delegates to the City Manager
and City Manager’s designee the authority to waive any procedures in the
Policy that are not statutorily mandated when making emergency purchase
of supplies, equipment, materials or services.
The City Council shall ratify emergency suspension of procedures at the
next properly noticed Council meeting following the emergency
procurement and consider whether further suspension of procedures is
required to abate the impacts of the emergency.
e. The awarding officer(s) may waive irregularities in formal or informal bids
received provided that it is in the best interest of the City to do so, and it does
not result in unfair advantage to any bidder.
e. The City Council may authorize the award and execution of contracts without
competitive bidding provided that such award is in the best interest of the City,
or of the public health, safety and welfare.
VI. CITY CREDIT CARD USE
A. Authorization and Acknowledgement. Approval to use, issue and revoke a City
credit card is at the discretion of the City Manager. Unless otherwise authorized by the
City Manager, City credit cards shall have a credit limit of $5,000. The City Manager
shall have the authority to set credit limits on a case by case basis up to $25,000.
City credit cards shall be kept by the Finance Department and/or City Manager’s Office
for safekeeping and prudence. Users authorized by the City Manager or designee
(“Authorized Users”) must be City employees. Authorized Users may check credit
cards in and out as necessary, but are encouraged to limit usage only when necessary.
All credit cards shall be returned to Finance or the City Manager’s Office in a timely
manner after use.
The Finance Department requires Authorized Users to sign a Signature Authorization
Form acknowledging his/her understanding of the policies and procedures for the use
of the City credit card and acknowledging the receipt of the credit card.
B. Appropriate City Credit Card Use. City credit cards may be used for the following:
1. Traveling on City business;
2. Purchasing goods and services from vendors where use of a check is not practical,
such as the case with many internet purchases in which no actual storefront exists;
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3. Securing reservations and locations for various City activities, meetings and
conference fees, community events, honoree luncheons, marketing promotions,
and sales missions;
4. Paying for meals in conjunction with official City business such as meetings with
City Council, developers, or consultants.
C. Inappropriate City Credit Card Use. The credit card shall not be used for the
following:
1. Cash advances, money orders, wire transfers, etc.;
2. Routine gasoline purchases;
3. Alcoholic beverages, tobacco products, and prescription drugs;
4. Political or religious organizations;
5. Firearms or ammunition;
6. Gifts including gift cards, flowers, etc.;
7. Long-term rentals or lease agreements;
8. Heavy-duty machinery that requires a maintenance agreement;
5. Use of the City credit card is not intended to replace effective procurement
planning which enables volume discounts or to circumvent established competitive
purchasing procedures. This means no purchases for goods or services should be
made that would otherwise require competitive bidding;
6. Employees shall not use City credit cards for personal expenses. Charging personal
items, services, entertainment or expenses of any kind on City cards is a misuse of
City funds and a serious breach of City’s ethics policy. Doing so will result in
disciplinary action, up to and including termination. Employees should use care in
selecting between using their business and personal credit cards.
D. Travel, Meetings, & Conferences. The uses of the City credit card for travel, local
meetings, and conferences shall at all times comply with the standards and practices
set forth within the City travel and meeting policy. All credit card charges must be
supported by detailed charge receipts and submitted on an expense report within ten
(10) days of return from a business trip to the Finance Department upon return from a
business trip.
E. Obtaining Goods and Services. Authorized purchases may be made in person, via
approved internet site, or by telephone. Authorized Users must require vendors to
itemize the receipt/invoice. An itemized receipt/invoice consists of the following
information:
Date of purchase
Detailed description of goods or services purchased
Price per item
Amount of sales tax and total amount
Shipping charges, if any
Upon completing the credit card transaction, the employee shall submit the itemized
receipt with appropriate account numbers to the Finance Department.
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F. Monthly Statement. At the end of a billing cycle, the Finance Department will
provide to Authorized Users a statement showing all transactions made during the
billing cycle for which receipts/invoices have not already been turned into the Finance
Department. Authorized Users are responsible to review and reconcile monthly credit
card statements. Once reconciled, the Authorized User will attach the supporting
detailed charge receipts and related invoices to the monthly credit card statement
and turn it into the Finance Department within two (2) working days of receipt.
Falsification of receipts will subject the employee to disciplinary action, up to and
including termination of employment. The Finance Director reserves the right to
review each credit card statement and determine if the expenses were purchased in
accordance with the City policy.
G. Disputed Charges. Authorized Users are responsible for ensuring that the vendor,
the issuing bank, and the Finance Director are notified immediately of any disputed
charges. Authorized Users will be responsible for resolving the disputed charge
directly with the credit card company.
H. Returned Items. If items purchased with the credit card are found defective or
the repair or services faulty, the cardholder has the responsibility to return the item to
the merchant for replacement or credit to the card. Cash refunds or store credit will
not be permitted.
I. Timely Payment. Based on the statement cycle date, the Finance Department will
ensure timely payments. Credit card charges will be paid once reconciled by the
Authorized Users and approved by the Finance Department.
To avoid late fees and finance charges, the Finance Department reserves the option to
pay all credit card charges, even if supporting documentation is not yet received.
When subsequently received, the supporting documentation will be retroactively
reconciled to the payment.
J. Lost or Stolen Cards. Authorized Users are responsible for ensuring that the
issuing bank and the Finance Department are notified immediately if the card is lost or
stolen. Failure to do so may result in holding the Authorized User responsible for any
fraudulent use of the card.
K. Disciplinary Action. The City Manager Human Resources department is
responsible for all disciplinary action surrounding misuse of cards, including
cancellation of card privileges.
L. Surrender upon Request or Separation. The credit card will be immediately
surrendered upon separation from City employment, retirement, termination or upon
request of the City Manager. Use of the credit card for any purpose after its surrender
is prohibited.
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FEDERALLY FUNDED PROCUREMENTS
This section pertains to federal-funded projects and purchases.
VII. GENERAL PROCUREMENT STANDARDS
A. Code of Conduct. As representatives of the City of La Quinta, all employees are
expected to conduct themselves in a professional and ethical manner, maintaining
high standards of integrity and the use of good judgement. Employees are
expected to be principled in their business interactions and act in good faith with
individuals both inside and outside the City. The following Code of Conduct shall
govern the performance, behavior and actions of the City, including employees,
directors, appointed or elected officials, volunteers, or agents who are engaged in
any aspect of procurement, including, but not limited to, purchasing goods and
services, awarding contracts and grants, and the administration and supervision of
contracts:
1. No employee, director, appointed or elected official, volunteer, or agent of the City
shall participate in the selection, award, or administration of contracts supported
by a federal award if a conflict of interest is real or apparent to a reasonable
person.
2. Conflicts of interest may arise when any employee, officer, or agent of the City, any
member of his or her immediate family, his or her partner, or an organization
which employs or is about to employ any of the parties indicated herein, has a real
or apparent financial or other interest in or a tangible personal benefit form a firm
considered for the contract.
3. No employee, director, appointed or elected official, volunteer, or agent of the City
shall do business with, award contracts to, or show favoritism toward a member of
his or her immediate family, spouse’s family, or to any company, vendor,
contractor, or parties to subcontractors who either employ or has any relationship
to a family member; or award a contract or bid which violates the spirit or intent of
federal, state and local procurement laws and policies established to maximize
free and open competition among qualified vendors.
4. The City’s employees, directors, appointed or elected officials, volunteers, or agents
shall neither solicit nor accept gratuities, favors, gifts, consulting fees, trips, or
anything having a monetary value in excess of twenty-five dollars ($25.00) from a
vendor, potential vendor, family or employees of a vendor, contractor or parties to
subcontractors.
5. Disciplinary measures for violations of the Code of Conduct by employees, directors,
appointed or elected officials, volunteers, or agents who are engaged in any aspect
of procurement, including, but not limited to, purchasing goods and services,
awarding contracts and grants, and the administration and supervision of
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contracts could lead to disciplinary measures, up to and including possible
termination of employment.
B. Solicitation Procedures
1. Acquisition of unnecessary or duplicative items must be avoided. Consideration
should be given to consolidating or dividing procurements to obtain a more
economical purchase. When appropriate, an analysis will be made of lease versus
purchase alternatives, and any other appropriate analysis to determine the most
economical approach.
2. To foster greater economy and efficiency, and in accordance with efforts to
promote cost-effective use of shared services, the City shall enter into state and
local intergovernmental agreements or inter-entity agreements where appropriate
for procurement or use of common or shared goods and services.
3. Procuring federal excess and surplus property in lieu of purchasing new equipment
and property whenever such use is feasible and reduces project costs shall be
utilized.
4. Value engineering clauses may be used in contracts for construction projects of
sufficient size to offer reasonable opportunities for cost reductions. Value
engineering is a systematic and creative analysis of each contract item or task to
ensure that its essential function is provided at the overall lower cost.
5. Contracts shall only be awarded to responsible contractors possessing the ability
to perform successfully under the terms and conditions of a proposed
procurement. Consideration will be given to such matters as contractor integrity,
compliance with public policy, record of past performance, and financial and
technical resources.
6. Records will be maintained sufficient to detail the history of procurement. These
records will include, but are not necessarily limited to the following: rationale for
the method of procurement, selection of contract type, contractor selection or
rejection, and the basis for the contract price. The City Clerk will be the repository
for said records and shall be maintained for period of no less than seven (7) years.
7. Time and material type contracts (open-ended) may be used only after a
determination that no other contract is suitable. Time and material type contract
means a contract where the cost to the City is the sum of the actual cost of
materials and direct labor hours charged at fixed hourly rates that reflect wages,
general and administrative expense, and profit. Each time and material contract
will set a ceiling price that the contractor exceeds at its own risk. A higher degree
of oversight is required in order to obtain reasonable assurance that the contractor
is using efficient methods and effective cost controls.
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6. The City alone will be responsible, in accordance with good administrative practice
and sound business judgment, for the settlement of all contractual and
administrative issues arising out of procurements. These issues include, but are not
limited to, source evaluation, protests, disputes, and claims. These standards do
not relieve the City of any contractual responsibilities under its contracts. The
federal awarding agency will not substitute its judgment for that of the City unless
the matter is primarily a federal concern. Violations of law will be referred to the
local, state, or federal authority having proper jurisdiction.
C. Competition
1. All procurement transactions must be conducted in a manner providing full and
open competition. In order to ensure objective contractor performance and
eliminate unfair competitive advantage, contractors that develop or draft
specifications, requirements, statements of work, and invitations for bids or
requests for proposals will be excluded from competing for such procurements.
Some of the situations considered to be restrictive of competition include, but are
not limited to:
a. Placing unreasonable requirements on firms in order for them to qualify
to do business;
b. Requiring unnecessary experience and excessive bonding;
c. Noncompetitive pricing practices between firms or between affiliated
companies;
d. Noncompetitive contracts to consultants that are on retainer contracts;
e. Organizational conflicts of interest;
f. Specifying only a brand name product instead of allowing an equal
product to be offered and describing the performance or other relevant
requirements of the procurement; and
g. Any arbitrary action in the procurement process.
2. Procurements shall be conducted in a manner that prohibits the use of statutorily
or administratively imposed state or local geographical preferences in the
evaluation of bids or proposals, except in those cases where applicable federal
statutes expressly mandate or encourage geographic preference. Nothing in this
section preempts state licensing laws. When contracting for architectural and
engineering (A/E) services, geographic location may be a selection criterion
provided its application leaves an appropriate number of qualified firms, given the
nature and size of the project, to compete for the contract.
3. All solicitations will incorporate a clear and accurate description of the technical
requirements for the material, product, or service to be procured. Such description
must not, in competitive procurements, contain features which unduly restrict
competition. The description may include a statement of the qualitative nature of
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the material, product or service to be procured and, when necessary, must set
forth those minimum essential characteristics and standard to which it must
conform if it is to satisfy its intended use. Detailed product specifications should be
avoided if at all possible. When it is impractical or uneconomical to make a clear
and accurate description of the technical requirements, a brand name or
equivalent description may be used as a means to define the performance or other
relevant requirements of procurement. The specific features of the named brand
which must be met by offers must be clearly stated.
4. Bids and proposals shall identify all the requirements which the offerors must fulfill
and all other factors to be used in evaluation bids or proposals
D. Methods of Procurement. In addition to the City’s purchasing policy approval
limits, one of the following methods should be used:
1. Micro-purchase: Purchases where the aggregate dollar amount does not exceed
$3,500, or the current limitation set by the Federal Acquisition Regulation at 48 CFR
Subpart 2.1, where this threshold is periodically adjusted for inflation.
2. Small purchase: Purchases up to the Simplified Acquisition threshold, which is
currently $150,000. Informal purchasing procedures are acceptable, but price or
rate quotes must be obtained from an adequate number of sources.
3. Sealed bid: Purchases over the Simplified Acquisition threshold, which is currently
$150,000. Under this purchase method, formal solicitation is required, and the
fixed price (lump sum or unit price) is awarded to the responsible bidder who
conformed to all material terms and is the lowest in price. This method is the
preferred procurement method for construction contracts, if the following
conditions apply:
a. A complete, adequate, and realistic specification or purchase description is
available;
b. Two or more responsible bidders are willing and able to compete effectively
for the business, and,
c. The procurement lends itself to a firm fixed price contract and the selection
of the successful bidder can be made principally based on price.
If this method is used, the following requirements shall apply:
d. The invitation for bids will be publicly advertised and bids must be solicited
from an adequate number of known suppliers, providing them sufficient
response time prior to the date for opening the bids;
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Adopted: April 3, 2018
Page 18 of 22
e. The invitation for bids, which will include any specifications and pertinent
attachments, must define the terms or services in order for the bidder to
properly respond;
f. All bids will be publicly opened at the time and place prescribed in the
invitation for bids;
g. A firm fixed price contract award will be made in writing to the lowest
responsive and responsible bidder. Where specified in bidding documents,
factors such as discounts will only be used in determining which bid is
lowest. Payment discounts will only be used to determine the low bid when
prior experience indicates that such discounts are usually taken advantage
of; and
h. Any or all bids may be rejected if there is a sound documented reason.
4. Competitive proposals: Purchases over the Simplified Acquisition threshold, which
is currently $150,000. This procurement method requires formal solicitation, fixed-
price or cost-reimbursement contracts, and is used when sealed bids are not
appropriate. The contract should be awarded to the responsible firm whose proposal is
most advantageous to the program, with price being one of the various factors. If this
method is used, the following requirements apply:
a. Requests for proposals must be publicized and identify all evaluation
factors and their relative importance. Any response to publicized
requests for proposals must be considered to the maximum extent
practical;
b. Proposals must be solicited from an adequate number of qualified
sources;
c. The methods for conducting technical evaluations of the proposals
received and for selecting recipients may include, but not limited to: oral
interviews, references, past performance, availability to perform work,
and certifications as determined by project scope.
d. Any response that takes exception to any mandatory items in this
proposal process may be rejected and not considered;
e. Contracts must be awarded to the responsible firm whose proposal is
most advantageous to the program, with price and other factors
considered; and,
f. Competitive proposal procedures may be used for qualifications-based
procurement of architectural/engineering (A/E) professional services
whereby competitors’ qualifications are evaluated and the most
qualified competitor is selected, subject to negotiation of fair and
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Purchasing & Contracting Policy
Adopted: April 3, 2018
Page 19 of 22
reasonable compensation. The method, where price is not used as a
selection factor, can only be used in procurement of A/E professional
services. It cannot be used to purchase other types of services, though
A/E firms are a potential source to perform the proposed effort.
5. Noncompetitive proposals: Also known as sole-source procurement, this may be
appropriate only when one or more of the following criteria are met:
a. The item is available only from a single source;
b. The public emergency for the requirement will not permit a delay
resulting from competitive solicitation;
c. The Federal awarding agency or pass-through entity expressly authorizes
noncompetitive proposals in response to a written request from the non-
federal entity; or
d. After solicitation of a number of sources, competition is determined
inadequate.
E. Contract Cost and Price. A cost or price analysis shall be performed in connection
with every procurement action in excess of the Simplified Acquisition threshold
($150,000) including contract modifications. The method and degree of analysis is
dependent on the facts surrounding the particular procurement situation, but as a
starting point, independent estimates shall be made prior to receiving bids and
proposals.
1. Profit shall be negotiated as a separate element of the price for each contract in
which there is a no price competition and in all cases where cost analysis is
performed. To establish a fair and reasonable profit, consideration must be given to
the complexity of the work to be performed, the risk borne by the contractor, the
contractor’s investment, the amount of subcontracting, the quality of its record of
past performance, and industry profit rates in the surrounding geographical area for
similar work.
2. Costs or prices based on estimated costs for contracts under the federal award are
allowable only to the extent that costs incurred or cost estimates included in
negotiated prices would be allowable for the City under Subpart E- Cost Principles of
Part 200- Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards.
3. The cost plus a percentage of cost and percentage of construction cost methods of
contracting shall be used.
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Resolution No. 2018-
Purchasing & Contracting Policy
Adopted: April 3, 2018
Page 20 of 22
F. Federal Awarding Agency or Pass-Through Entity Review.
1. The City shall make available, upon request of the federal awarding agency or pass-
through entity, technical specifications on proposed procurements where the federal
awarding agency or pass-through entity believes such review is needed to ensure that
the item or service specified is the one being proposed for acquisition. This review
generally will take place prior to the time the specification is incorporated into a
solicitation document. However, if the City desires to have the review accomplished
after a solicitation has been developed, the Federal awarding agency or pass-through
entity may still review the specifications, with such review usually limited to the
technical aspects of the proposed purchase.
2. The City will make available upon request, for the Federal awarding agency or pass-
through entity pre-procurement review, procurement documents, such as requests for
proposals or invitations for bids, or independent cost estimates, when:
a. Procurement procedures or operations fails to comply with the procurement
standards in this part;
b. The procurement is expected to exceed the Simplified Acquisition Threshold
($150,000) and is to be awarded without competition or only one bid or offer is
received in response to a solicitation;
c. The procurement, which is expected to exceed the Simplified Acquisition
Threshold, specifies a “brand name” product;
d. The proposed contract is more than the Simplified Acquisition Threshold and is
to be awarded to other than the apparent low bidder under a sealed bid
procurement; or
e. A proposed contract modification changes the scope of a contract or increases
the contract amount by more than the Simplified Acquisition Threshold.
3. The City is exempt from the pre-procurement review in paragraph 2 of this section if
the federal awarding agency or pass-through entity determines that its procurement
systems comply with the standards of this part.
4. The City may request that its procurement system be reviewed by the federal
awarding agency or pass-through entity to determine whether its system meets these
standards in order for its system to be certified. Generally, these reviews must occur
where there is continuous high-dollar funding, and third-party contracts are awarded
on a regular basis;
5. The City may self-certify its procurement system. Such self-certification must not
limit the federal awarding agency's right to survey the system. Under a self-
certification procedure, the federal awarding agency may rely on written assurances
from the City that it is complying with these standards. The City must cite specific
policies, procedures, regulations, or standards as being in compliance with these
requirements and have its system available for review.
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Resolution No. 2018-
Purchasing & Contracting Policy
Adopted: April 3, 2018
Page 21 of 22
G. Bonding Requirements. For construction or facility improvement contracts or
subcontracts exceeding the Simplified Acquisition Threshold ($150,000), the federal
awarding or pass-through entity may accept the bonding policy and requirements of
the City provided that the federal awarding agency or pass-through entity has made a
determination that the federal interest is adequately protected. If such a
determination has not been made, the minimum requirements must be as follows:
1. A bid guarantee from each bidder equivalent to five percent (5%) of the bid price.
The bid guarantee must consist of a firm commitment such as a bid bond, certified
check, or other negotiable instrument accompanying a bid as assurance that the
bidder will, upon acceptance of the bid, execute such contractual documents as may
be required within the time specified;
2. A performance bond on the part of the contractor for 100 percent (100%) of the
contract price. A performance bond is one executed in connection with a contract to
secure fulfillment of all the contractor’s obligations under such contract; and,
3. A payment bond on the part of the contractor for 100 percent (100%) of the
contract price. A payment bond is one executed in connection with a contract to
assure payment as required by law of all persons supplying labor and material in the
execution of the work provided for in the contract.
H. Contract Provisions. All federal funding source compliance provisions shall include
the following:
1. Equal Employment Opportunity- All contracts, when funded in whole or partly by
monies derived from the federal government (either directly or indirectly), shall
contain a provision requiring compliance with Equal Employment Opportunity.
2. Davis-Bacon Act- Applies to construction contracts in excess of $2,000. It requires
contracts to pay laborers and mechanics wages not less than the prevailing wage as
determined by the Secretary of Labor and must be required to pay wages not less
than once a week. Each bid solicitation published by the City must contain the current
prevailing wage determination. Any award of the contract must be conditioned on
contractor’s acceptance of that wage determination and suspected or reported
violations of this act shall be immediately reported to the Federal awarding agency.
3. Copeland “Anti-Kickback” Act- Applies to construction contracts in excess of $2,000.
It prohibits kickbacks in construction contracts funded with Federal monies.
Contractors and subcontractors or subrecipients shall be prohibited from inducing any
person employed in the construction, completion, or repair of public work, to give up
any part of the compensation to which he or she is otherwise entitled and suspected
or reported violations shall be immediately reported to the Federal awarding agency.
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Resolution No. 2018-
Purchasing & Contracting Policy
Adopted: April 3, 2018
Page 22 of 22
4. Clean Air Act & Federal Water Pollution Control Act- Applies to contracts and sub
grants in excess of $150,000. Contractor shall be required to comply with all
applicable standards, orders or regulations issued pursuant to the Clean Air Act and
the Federal Water Pollution Control Act. Suspected or reported violations must be
reported to the Federal awarding agency and the Regional Office of the Environmental
Protection Agency (EPA).
5. Debarment and Suspension- Contracts funded with federal grant monies may not
be awarded to contractors that have been debarred or suspended from receiving
federal monies pursuant to the System for Award Management (SAM).
6. Byrd Anti-Lobbying Amendment- Contractors that apply or bid for an award of
$100,000 must certify that they will not and have not used federal funds to pay any
person or organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of Congress, or
an employee of a member of Congress in connection with obtaining any Federal
contract, grant or any other award.
I. Contracting with small and minority business, women’s business enterprises, and
labor surplus area firms. All necessary affirmative steps will be taken to assure that
minority business, women’s business enterprises, and labor surplus area firms are
used when possible. Affirmative steps include:
1. Placing qualified small and minority businesses and women’s business enterprises
on solicitation lists;
2. Assuring that small and minority businesses and women’s business enterprises are
solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses and
women’s business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage
participation by small and minority businesses and women’s business enterprises;
5. Using the services and assistance, as appropriate, of such organizations as the
Small Business Administration and the Minority Business Development Agency of the
Department of Commerce; and,
6. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative
steps listed in paragraphs (1) through (5) of this section.
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City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: DISCUSS PICKLEBALL COURTS PLACEMENT
RECOMMENDATION
Discuss the placement of new pickleball courts.
EXECUTIVE SUMMARY
The Tennis and Pickleball Court Conversion project was completed in October
2017. There are currently seven tennis courts and four pickleball courts at Fritz
Burns Park.
Pickleball players have requested additional courts due to high demand.
In March 2018, Staff presented to Council the option to convert an existing
tennis court into four pickleball courts at Fritz Burns Park. Council directed Staff
to research alternatives.
FISCAL IMPACT
The cost to convert an existing tennis court into four pickleball courts at Fritz Burns
Park is approximately $30,000. This cost includes in-ground sleeves, net posts, nets,
and surface coating. Funds are available in the Park Equipment Replacement account
(501-0000-71060).
BACKGROUND/ANALYSIS
At the March 6, 2018 Council meeting, Staff presented a study session item to discuss
the pickleball players’ request for additional pickleball courts at Fritz Burns Park. Staff
provided the option to convert one more tennis court to four pickleball courts. Council
directed staff to research alternatives such as partnering with private clubs in
La Quinta and discuss the possibility of pickleball at Desert Recreation District’s
La Quinta Community Park and placement of courts at another City owned property.
Staff contacted private clubs in La Quinta to determine their number of tennis and
pickleball courts. Staff also asked each private club if their courts were open to the
public. The chart below summarizes the information obtained.
STUDY SESSION ITEM NO. 1
133
PRIVATE LA
QUINTA CLUBS
ORIGINAL
NUMBER
OF TENNIS
COURTS
TENNIS
COURTS
CONVERTED TO
PICKLEBALL
COURTS
CURRENT
NUMBER OF
PICKLEBALL
COURTS OPEN TO PUBLIC
PGA West 18 4 16 No public,
members only
La Quinta Resort 22 2 8 No public (except
for lessons)
Andalusia at Coral
Mountain 6 1 4 Open for lessons
& guest invite only
Palm Royale
4 1 3 No public,
members only
Rancho La Quinta 7 0 0
Tennis program is
too large. Will not
convert courts at
this time.
La Quinta
Country Club 0 0 0
Tennis courts
were taken out
many years ago.
Staff discussed with Desert Recreation District (DRD) the possibility of installing
pickleball courts at La Quinta Community Park. DRD will consider site planning and
evaluate configuration and report back their findings.
Council may elect to direct Staff to convert one more tennis court at Fritz Burns Park
into four pickleball courts within the 2017/18 fiscal year; leave the current pickleball
and tennis courts as is; or direct Staff to include additional pickleball or tennis courts
as part of the Capital Improvement Program.
Prepared by: Robert Ambriz, Jr., Parks Superintendent
Approved by: Steve Howlett, Facilities Director
134
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: DISCUSS SENATE BILL 1 FUNDS FOR ROAD MAINTENANCE AND
REHABILITATION ACT
RECOMMENDATION
Discuss use of Senate Bill 1 funds for road maintenance and rehabilitation act.
EXECUTIVE SUMMARY
Senate Bill 1 (SB-1), the Road Maintenance and Rehabilitation Act of 2017 will
provide approximately $3,515,042 for use on eligible transportation related
improvements during the next five fiscal years.
In order to receive SB-1 funds, the City must comply with the following
requirements: show an annual Maintenance of Effort (MOE) expenditure from the
City’s General Fund in the amount of $1,786,109; and adopt a Council resolution of
projects to be funded the following fiscal year with SB-1 funds.
The required Resolution would include each project’s location, description, and
useful life. The project list will be submitted for Council’s consideration on April 17,
2018.
FISCAL IMPACT
The following table represents the estimated SB-1 funding by fiscal year:
2018/19 2019/20 2020/21 2021/22 2022/23 TOTAL
$675,500 $689,010 $702,790 $716,846 $730,896 $3,515,042
BACKGROUND/ANALYSIS
SB-1 created a new funding source for road maintenance and rehabilitation projects for
cities and counties. The project list must be submitted to the California Transportation
Commission (CTC) by May 1, 2018 to be eligible for SB-1 funding for the following fiscal
year.
After factoring in the City’s current expenditures on the Landscape and Lighting District,
Gas Tax Fund, and required spending for the Measure A sales tax, the remaining annual
MOE expenditure would be approximately $49,102 to meet the required $1,786,109. The
projects listed in this report would put the City’s MOE expenditure above the required
amount.
STUDY SESSION ITEM NO. 2
135
City may spend its apportionment of SB-1 funds on transportation priorities other than
priorities outlined within the Senate Bill if the City’s average Pavement Condition Index
(PCI) meets or exceeds 80. The City’s PCI is 85, which provides maximum flexibility for
use of these funds on transportation needs.
The draft fiscal year 2018/19 through 2022/23 Capital Improvement Plan proposes to use
the SB-1 funding for the following transportation improvements (Attachment 1):
Project Description 2018/19 2019/20 2020/21 2021/22 2022/23 Total
La Quinta Village Complete Streets
Improvement $318,000 $689,010 $1,007,010
Jefferson St/Ave 53 Roundabout $357,500 $357,500
Hwy 111 at La Quinta Center Drive
Left Turn Lanes $702,790 $702,790
Dune Palms Road Pavement
Rehabilitation $716,846 $716,846
Fred Waring Drive Pavement
Rehabilitation $730,896 $730,896
TOTAL: $675,500 $689,010 $702,790 $716,846 $730,896 $3,515,042
The two projects proposed to receive SB-1 funding in 2018/19 are as follows:
La Quinta Village Complete Streets Project
The proposed improvements will convert the La Quinta Village into a bicycle and
pedestrian friendly environment and include the installation of five new roundabouts.
The project’s construction phase is 100% funded with State Advanced Transportation
Program (ATP) funds. Project components such as right of way and enhanced landscaping
and drainage improvements are not eligible for the grant funding. Staff is recommending
the use of SB-1 funds, in the amount of $318,000 to supplement the existing project
budget.
Jefferson Street at Avenue 53 Roundabout
Recently, the Council appropriated $225,000 to initiate the design phase of the proposed
roundabout on Jefferson Street at Avenue 53 (future SilverRock Way). The proposed
roundabout is estimated to cost approximately $2,086,000. Staff is recommending the
project be funded with a mixture of Measure A, Transportation DIF, Developer
Contributions, Unassigned CIP General Fund Savings, and SB-1 funds. If accepted, SB-1
funds in the amount of $357,500 will be used to supplement the anticipated project
budget.
Council could choose to install a traditional traffic signal at this location at a cost of
approximately $1,100,000, which would require the current roundabout at Jefferson
Street and Avenue 52 to be converted back to a traditional signalized intersection at a
cost of approximately $2,800,000.
136
Projects for futures include:
Highway 111 at La Quinta Center Drive (Dual Left Turn Lanes)
Project will construct dual left turn lanes on Highway 111 and La Quinta Center Drive.
Cost is estimated at $1,530,600 with $702,790 of SB-1 funds proposed.
Dune Palms Road Pavement Rehabilitation (Miles Avenue to Fred Waring Drive)
Staff is recommending SB-1 funds, in the amount of $716,846, be used to rehabilitate the
pavement during FY 2021/22.
Fred Waring Drive Pavement Rehabilitation (Palm Royale to Washington Street)
Staff is recommending SB-1 funds, in the amount of $730,896, be used to rehabilitate the
pavement during FY 2022/23.
Prepared by: Bryan McKinney, P.E. City Engineer
Approved by: Chris Escobedo, Acting City Manager
Attachment: 1. Vicinity Map
137
138
CITY OF LA QUINTA SB1 RMRA VICINITY MAP ATTACHMENT 1ATTACHMENT 1 139
140
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: DEVELOPMENT SERVICES 2018 UPDATE
RECOMMENDATION
Receive Development Services 2018 Update.
EXECUTIVE SUMMARY
In October 2013, the City invested in development permit, project, business license
and short-term vacation rental process improvements by acquiring and
implementing TRAKiT, a permit software system.
2018 key goals are to further improve customer service, internal and external
communications, accessibility and transparency, and trans-divisional process
uniformity.
FISCAL IMPACT – None
BACKGROUND/ANALYSIS
This Study Session was scheduled to update the Council and community on the City’s
efforts to further streamline processes and to outline initiatives proposed for 2018. The
City’s “Hub” locates all staff involved in permit, project, and licensing transactions in one
place so that customers do not need to roam from department to department.
Fire permit reviews have been brought in-house where previously customers had to go to
a County facility to pay and submit for fire review. This facilitated a common vision and
enabled uniform implementation of operational goals and objectives.
2017 was the first year of offering project and permit applications online. Of the total
submitted applications, 32% have been done online. This online service has generated
more efficient and simple entitlement, plan check, permit/license issuance and inspection
processes.
During the study, session Staff will present information regarding transaction statistics
and performance metrics such as:
2017 Accomplishments
2017 Performance Metrics/Dynamic Reporting (Attachment 1)
2018 Goals
2018 Upcoming Development
STUDY SESSION ITEM NO. 3
141
Prepared by: Bryan McKinney, City Engineer
Approved by: Chris Escobedo, Acting City Manager
Attachment: 1. 2017 Performance Metrics
142
2017 HUB STATISTICSCUSTOMERS SERVED9,697PERMITS ISSUED 3,190PROJECTS APPROVED169STVRP NEW PERMITS345BUSINESS LICENSES ISSUED899QUALITY 98%HELPFULLNESS97%WAIT TIME92%ATTACHMENT 1ATTACHMENT 1 143
97%2%1%0%ON TIMEONE DAYTWO DAYSMORE THAN TWO DAYS201461% = D‐201583% = B‐201693% = A‐201797% = APUBLIC WORKS DEVELOPMENT6 6 6REVIEWSAverage Review TimeDept 2017Public Works 70.68%144
87%4%2%7%ON TIMEONE DAYTWO DAYSMORE THAN TWO DAYS201787% = B+CIP257REVIEWS145
80%15%3%2%ON TIMEONE DAYTWO DAYSMORE THAN TWO DAYS201466% = D+201577% = C+201679% = C+201780% = B‐BUILDING1758REVIEWS146
94%5% 0%1%ON TIMEONE DAYTWO DAYSMORE THAN TWO DAYS201462% = D‐201564% = D201687% = B+201794% = APLANNING6 8 0REVIEWSAverage Review TimeDept 2017Planning 76.42%147
95.72%2%1%1%ON TIMEONE DAYTWO DAYSMORE THAN TWO DAYS201795.72% = AFIRE327REVIEWS148
87%9%2%2%ON TIMEONE DAYTWO DAYSMORE THAN TWO DAYS201463% = D‐201576% = C+201684% = B201787% = B+DESIGN AND DEVELOPMENT COMBINED3361REVIEWS149
150
City of La Quinta
CITY COUNCIL MEETING: April 3, 2018
STAFF REPORT
AGENDA TITLE: DISCUSS RESERVE POLICY ANALYSIS REPORT AND FINDINGS
RECOMMENDATION
Discuss Reserve Policy Analysis Report and Findings.
EXECUTIVE SUMMARY
Council requested an analysis of the City’s reserves by the Financial Advisory
Commission (FAC).
The FAC established a subcommittee that prepared a Reserve Policy Analysis
Report (Report).
BACKGROUND/ANALYSIS
During the 2017/18 budget process Council requested an analysis of the City’s reserves.
Three members of the FAC joined the Finance staff to conduct an in-depth analysis with
additional hours of independent research. The scope of the analysis included review of:
current reserve policy and funding;
reserve categories;
Coachella Valley wide comparison of reserves and funding;
best practices recommended by accounting standards boards;
City demographics, revenues, expenditure volatility, other funds dependency on
the General Fund, growth projections, and unfunded capital projects;
risk mitigation - including a review of insurance policies; and
City infrastructure and vulnerability to extreme events.
The Report (Attachment 1) outlines recommendations to establish four reserve categories
and a Pension Trust Fund (Attachment 2). Finance also updated the 10-year cash flow
projections to incorporate identified capital improvement project priorities and outlined how
the City may fund the recommended reserves over a period of time (Attachment 3).
ALTERNATIVES
Council could identify additional financial matters the FAC should evaluate, provide direction
to draft a reserve policy, or request additional time to review the Report and funding options.
Prepared by: Karla Campos, Finance Director
Approved by: Chris Escobedo, Acting City Manager
Attachments: 1. Reserve Policy Analysis Report
2. Reserve Categories and Allocation Methods
3. Reserve Funding Options and Five-Year Projections
STUDY SESSION ITEM NO. 4
151
152
City of La Quinta
Reserve Policy Analysis
DRAFT Interim Report
Financial Advisory Commission
Reserve Policy Subcommittee
AprilFebruary 2018
ATTACHMENT 1
153
TOC-i
Table of Contents
Contents
Executive Summary ....................................................................................................................................... 1
1.0 Background .............................................................................................................................................. 3
1.0 Financial Advisory Commission & Reserve Analysis Subcommittee ...................... 3
1.1 Reserve Policy Subcommittee ............................................................................................... 3
2.0 Reserve Policy ....................................................................................................................................... 3
2.1 Background .................................................................................................................................... 3
2.2 Current Reserve Policy................................................................................................................ 4
2.3 Guiding Principles, City of La Quinta Reserves .................................................................... 5
2.4 Ten-Year Financial Projection .................................................................................................. 6
2.5 Reserves versus Fund Balances ............................................................................................... 7
3.0 General Fund Reserves ........................................................................................................................ 8
3.1 Emergency Reserve ..................................................................................................................... 8
3.1.1 Natural Disaster Component .................................................................................................. 9
3.1.2Economic Disaster Component .............................................................................................. 10
3.2 Cash Flow Reserve ..................................................................................................................... 11
3.3 CIP Sinking Fund Reserve ........................................................................................................ 13
3.4 Unfunded Pension Liability ..................................................................................................... 14
154
1
City of La Quinta
Financial Advisory Commission
Reserve Policy Sub-Committee
Interim Report
Executive Summary
The City of La Quinta (City) formed the La Quinta Financial Advisory Commission
(FAC) in June 2017 to replace the long-standing Investment Advisory Board (IAB).
At the regular FAC meeting on August 9, 2017, the FAC appointed Commissioners
Dick Mills, Daniel Twohey and Mark Johnson to serve on a sub-committee to
analyze and recommend improvements to the City’s Reserve Policy.
The Reserve Policy Subcommittee met with City Finance Staff sixfour times and
met/communicated together as a group on several occasions. The Subcommittee
focused on developing a pragmatic methodology to determine the appropriate
reserve levels as opposed to utilizing a percentage. This process establishes a
rationale and protocol that allows for an annual review of reserves based on actual
economic conditions.
The following interim recommendations were reviewed and approved by the FAC
on November 15, 2017. This updated Report will be presented to the FAC on April
11, 2018.
Recommendations
The following Reserve Policy changes are recommended and summarized in Table 1:
1. Utilize a Ten-Year Projection to evaluate the City’s financial condition and
update it annually.
2. Fund Balances and Reserves should be referenced separately in presentations
to eliminate confusion and give true picture of Reserves.
3. Emergency Reserve with two components: Natural Disaster and Economic
a. Emergency Reserve Natural Disaster Component
i. Modify the City Ordinance to simplify access to the Emergency Reserve.
ii. Utilizendertake a comprehensive Asset/Risk/Insurance/Government
Funding Study (Study), which is essential to setting this reserve level.
155
2
Reserve/Trust Reserve
Target
Current
Funding
Over/(Under)
Funded Annual Target
Emergency Reserve
Natural Disaster 10,000,000 16,534,000 16,534,000 1,500,000
Economic Disaster 11,000,000 - (11,000,000) 1,000,000
Total 21,000,000 16,534,000 5,534,000 2,500,000
Cash Flow Reserve 5,000,000 4,134,000 (866,000) -
Capital Replacement 10,000,000 - (10,000,000) 1,000,000
Total Reserves 26,000,000 20,668,000 (5,332,000) 3,500,000
Pension Trust Fund 10,000,000 - (10,000,000) 1,000,000
Unassigned Reserves - 14,865,926 14,865,926 -
Overall Total 36,000,000 35,533,926 (466,074) 4,500,000
iii. Establish an Asset Management Program as part of this Study to better
track, maintain and replace assets and develop a long-term Capital
Improvement Program (CIP).
iv. Fund this reserve initially with $1.5 million and set the reserve level after
the Study is complete.
b. Emergency Reserve Economic Disaster Component-set at $11 million and
fund with $1.0 million annually and define use of funds.
4. Cash Flow Reserve. Set at $5 million initially and, reset annually using the
formula.
5. Capital ReplacementIP Sinking Fund Reserve. Set at $10 million and fund with
$1.0 million annually.
6. CalPERS Pension Trust. Form an irrevocable trust and fund with $1 million
annually for 10 years as a General Fund Expense.
7. Current Unassigned Reserves-utilize to fund the recommended Reserve/Trust
targets and/or operating expenses at the discretion of the Council.
Table 1-Reserve/Trust Recommendations
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1.0 Background
1.0 Financial Advisory Commission & Reserve Analysis Subcommittee
The principal functions of the FAC are: (1) review at least annually the City's
investment policy and recommend appropriate changes; (2) review monthly
treasury reports and note compliance with the investment policy and adequacy
of cash and investments for anticipated obligations; (3) receive and consider
other reports provided by the City Treasurer; (4) meet with the independent
auditor after completion of the annual audit of the city's financial statements,
and receive and consider the auditor's comments on auditing procedures,
internal controls, and findings for cash and investment activities; (5) review
annually the revenue derived from the one percent (1%) transactions and use
tax (Measure G) instituted by voters in November 2016 to ensure these funds are
used to provide services, programs and capital projects in the City, and (6) serve
as a resource for the City treasurer on matters such as proposed investments,
internal controls, use of financial institutions, custodians, brokers and dealers.
The current FAC members include; George Batavick (Chairman), Richard (Dick)
Mills (Vice-Chairperson), Steven Rosen, Javier Lopez, Sherwyn Turbow, Daniel
Twohey and Mark Johnson.
1.1 Reserve Policy Subcommittee
At the regular FAC meeting on August 8, 2017, the FAC appointed Dick Mills,
Daniel Twohey and Mark Johnson to serve on a sub-committee to analyze and
recommend improvements to the City’s Reserve Policy.
2.0 Reserve Policy
2.1 Background
Financial Reserves provide the City with financial flexibility and strength to deal with
planned and unplanned expenditures. Reserve levels must balance realistic financial
need and risk. The Reserve Policy should strive to establish reserve levels that are not
over or under-funded, specify the intended use of reserves, and the replenishment of
underfunded reserves.
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Reserve/Fund Balance Amount ($)
Non-Spendable
Prepaid Costs 10,578
Land Held for Resale 8,320,000
Advances to Other Funds 15,022,660
Due from Other Governments 29,154,040
Total Non-Spendable 52,507,278
Committed
Working Capital Reserve (10%) 4,134,000
Emergency Reserve (40%) 16,534,000
Post Retirement Health Benefits 1,523,400
Carryovers 120,000
Total Committed 22,311,400
Assigned
Public Safety Fire Services 9,371,699
Capital Projects 6,322,570
Total Assigned 15,694,269
Unassigned 16,949,526
TOTAL FUND BALANCE 107,462,473
2.2 Current Reserve Policy
The current Reserve Policy includes the following major Reserve Fund Descriptions:
Non-spendable: not available to fund operating expenditures of the
organization because they are in the form of land and receivables.
Restricted: limited to special purpose funds such as Measure A (transportation),
Gas Tax Fund (streets) and Quimby Funds (parks).
Committed: cash flow (currently working capital), emergency, and operating
carryovers.
Assigned: constrained by the City’s intent to use funds for public safety or
capital projects.
Unassigned (Unappropriated): net reserves available after satisfying the other
reserve categories.
Table 2 depicts the General Fund Reserve/Fund Balances as of June 30, 2017.
Table 2 - General Fund Reserve/Fund Balances-6/30/17
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Current Reserve Policy includes the following targets:
Working Capital Reserve: 10% of Adopted Operating Budget
Emergency Reserve: 40% of Adopted Operating Budget
The General Accounting Standards Board (GASB) is the organization that establishes
standards for accounting and financial reporting for state and local governments.
GASB provides that it is common practice for governments to put aside resources to be
used in a financial emergency or for cash flow purposes. Reserve funds are crucial to
the financial viability and stability of a municipality.
Deferred maintenance, increased debt, and cash flow problems are common
indicators of weak reserve balances. While strong reserve funds:
manage cash flows and volatility in revenue and expenditures
address unexpected economic fluctuations with long-term solutions
provide needed money if a municipality should find itself facing unexpected
financial difficulties
reduce the cost of borrowing money.
There is no guidance for a “maximum” reserve limit but rather each organization
should evaluate reserves depending upon their unique circumstances. There will
always be more needs and unanticipated events than there are resources; therefore,
governments must balance the need to be fiscally responsible with what are
reasonable reserves. The amount of reserves a municipality maintains is determined
by the community’s risk tolerance; a low-risk tolerance will result in higher reserves
while a high-risk tolerance will result in lower reserves.
2.3 Guiding Principles, City of La Quinta Reserves
The City follows the following budgetary and cash management principles:
One-time revenues should not be utilized for on-going expenditures. One-
time revenues should be put into reserves or appropriated for one-time
expenditures.
Reserves for capital improvements, equipment replacement, and
infrastructure should be part of the on-going budget process. Based on
depreciation, or other relevant criteria, contributions should be made
annually (into a revolving fund) as part of the budget process toward
replacement of equipment, buildings, infrastructure, etc.
When authorizing the use of reserves, developing a plan to replenish those
reserves should also be considered.
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The Reserve Policy can be amended by resolution and requires a 4/5th
approval of the Council.
2.4 Ten-Year Financial Projection
A Ten-Year Financial Projection is essential to aid in determining an appropriate
Reserve Policy. The La Quinta Advisory Committee1 developed this tool to analyze
various Revenue and Expenditure Scenarios in FY 2015/16. Updated Ten-Year Financial
Projections (Exhibits 1 and 2) are in the Appendix.
The Ten-Year Financial Projection is an Excel model that utilizes the FY 2017/18
Budget as the Base Year and applies a specific inflator (growth projection) for most
revenue and expenditure line items to each of the remaining ten years.
The Model includes the following key features:
14 Revenue line items: All revenue line items have a 1% inflator except for
Motor Vehicle In-Lieu, Fire Service Credit, Property Tax, and Transient
Occupancy Tax which have a 2% inflator. The largest revenue line items are
Property Tax, Sales Tax, and Transient Occupancy Tax (TOT).
13 Expenditure line items: Most expenditure line items have a 2% inflator
except for Salaries and Medical Insurance Costs which have a 3% inflator and
Police Contract which has an 8% inflator (Exhibit 1) to resemble historical
increases or a 10% inflator (Exhibit 2) based on current police contract
projections. The Capital Improvements line item is not inflated as these costs
represent the annual minimum General Fund contribution for road
maintenance to secure Measure A and SB1 Gas Tax Funding (restricted funds
for road improvements). The Fire Service Contract is anticipated to increase by
4% annually.
Additional Revenue Sources: These revenues include (1) Measure G Sales Tax
and (2) Redevelopment Agency (RDA) payback (ending in FY 2029/30). Please
note, any potential TOT tax increase was not used for this analysis.
The Model shows that before any Additional Revenue Sources are applied, there is a
cumulative Revenues/Expenditure deficit of -$58.82.1 million at the end of the ten-
year period (Exhibit 1) or a deficit of -$88.72 million (Exhibit 2).
After the Additional Revenue Sources are applied and $3 million a year for capital
improvements, there is a cumulative +$24.151.8 million Revenues/Expenditure surplus
(Exhibit 1) or -$5.7+$21.9 million deficit (Exhibit 2).
1 The La Quinta Advisory Committee Report of January 2016 is a good reference for the City’s financial
system.
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The Ten-Year Projection demonstrates the importance of the RDA loan repayment and
the impact of Measure G sales tax to the City’s financial future. It also shows that
there is about $5 million/year available to fund the Reserve accounts during the next
five yearsis Ten-Year period (Exhibit 1). However, if Police Contract services escalate to
10% the available funding is reduced to an average of $4 $21.9 million or $2.19
million annually over the next five years (Exhibit 2).
In addition to the projected Ten-Year surplus (Exhibit 1), as of June 30, 2017the city
currently hads an unassigned fund balance of approximately $16.9 million. These
funds are non-restrictive and can be used to fund the recommended Reserve/Trust
targets, capital projects, or operating expenses at the discretion of the Council.
The Ten-Year Projection provides an easy tool for the City to periodically analyze its
financial condition as new information becomes available. One can easily glean the
impact on City finances by simply changing an inflator assumption or line item
starting balance. It is clear that small changes in some of the inputs can result in
significant changes in the financial projections.
Recommendation: Utilize a Ten-Year Projection to evaluate the City’s financial
condition and evaluate reserve funding optionsupdate the reserve levels/policy. The
Ten-Year Projection should be updated annually.
Recommendation: Utilize Current Unassigned Reserves to fund the recommended
Reserve/Trust targets and/or operating expenses at the discretion of the Council.
2.5 Reserves versus Fund Balances
The financial terminology utilized for the current Reserve Policy can be confusing, but
is regulated by GASB Statement No. 54. The terms “reserve” and “fund balance” are
used interchangeably and can lead to a misunderstanding of actual financial
condition. For example, Table 2 shows a total General Fund Reserve/Fund Balance of
$107 million at the end of FY 2016/17. The only line items in Table 2 classified as
“reserves” are Emergency Reserve ($16.5 million) and Cash Flow Reserve ($4.1 million)
for a total of $20.6 million. Therefore, true “reserves” are much less than the reported
$107 million level.
Recommendation: To eliminate this confusion, the following classifications are
suggested and should be re-categorized to place actual reserves together (at the
top) in the Committed Fund Balance category:
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General Fund Balances
Non-Spendable
General Fund Committed Reserves2
Emergency
Cash Flow (replaces Working Capital)
Capital Improvement Program (CIP) Sinking Fund
Carryovers
This provides a grouping representation of reserves by re-categorizing the items of
which there is no reserve funding potential. Fund balance reporting is governed by
GASB. The GASB regulation is intended to provide a uniform method for reporting
reserved and unreserved fund balances for all government agencies. Fund balances
are reported in classifications that comprise a hierarchy based primarily on the extent
to which the government is bound to honor constraints on the specific purpose for
which amounts in those funds can be spent. The proposed General Fund Reserve line
items are further discussed in Section 3 of this report.
3.0 General Fund Reserves
The subcommittee focused on developing a pragmatic methodology to determine the
appropriate reserve levels as opposed to utilizing a percentage-based methodology.
This process establishes a rationale and protocol that allows for an annual review of
reserves based on actual economic conditions.
3.1 Emergency Reserve
As defined in the City’s municipal code (§ 2.20.020 A), the terms emergency and
disaster mean:
“ The actual or threatened existence of conditions of disaster or of extreme peril to the
safety of persons and property within this City caused by such conditions as air
pollution, fire, flood, storm, epidemic, riot, earthquake or other conditions, including
conditions resulting from war or imminent threat of war but other than conditions
resulting from a labor controversy, which conditions are or are likely to be beyond the
control of the services, regular personnel, equipment and facilities of the City and which
may require the combined forces of other political jurisdictions to combat.”
Fiscal emergencies can be caused by natural disasters or swings in the economy.
2 Note the Post-Retirement Health Benefits Fund is now an OPEB Trust being funded directly from the
General Fund Budget.
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Recommendation: One Emergency Reserve with two components---Natural Disaster
and Economic. Modify the city ordinance to simplify access to the Emergency
Reserve.
3.1.1 Natural Disaster Component
The Emergency Reserve-Natural Disaster component will provide funding for floods,
earthquakes and other natural disasters. The determination of the level of this
reserve component requireds the following analysis:
1. Capital Asset Inventory & Valuation: What do we have and what is it
worth?
2. Capital Asset Risk Assessment: Which assets are more critical in a disaster?
3. Insurance Coverage: How do we evaluate risk versus premium?
4. Government Disaster Funding: How much will Federal, state and/or county
government contribute in a disaster?
The City conducted a comprehensive Asset/Insurance/Government Funding Study
(Study) analyzing these four items. Exhibit 4 summarizes the results from the Study.
The City’s insured assets total $366 million. In an emergency, individual assets with
insurance coverage do not qualify for federal or state reimbursement. Furthermore,
federal reimbursement is limited to 75% and state reimbursement is limited to
18.75% of total expenditures. Based on current insurance coverage the potential city
liability could be $19.2 million.
Assets that are not covered by insurance or government natural disaster funding are
depicted in the column labeled require 100% reserve funding. Non-critical assets
require 50% reserve funding for a total recommended reserve of $10 million. A proper
Emergency Reserve-Natural Disaster component cannot be established until these
four items are researched and analyzed.
Recommendation: Undertake a comprehensive Asset/Risk/Insurance/Government
Funding Study as soon as possible. Establish an Asset Management Program to
expand on the as part of this Study to better track, maintain and replace assets and
develop long-term Capital Improvement Program (CIP). Consider hiring a consultant
to perform these functions.
Once the Study is complete, the Subcommittee will reconvene, evaluate, and
recommend an Emergency Reserve-Natural Disaster component reserve level.
Recommendation: Fund this reserve initially with the current Emergency Reserve
balance. $1.5 million annually and set the reserve level after the Study is complete.
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3.1.2 Economic Disaster Component
The Emergency Reserve-Economic Disaster component will provide funding to respond
to a downturn in the economy.
To establish this reserve level, the City’s financial data was analyzed from 2000 to
2017 as this period included probably the worst economic downturn since the Great
Depression. Figure 1, on the following page, (Long-Term Economic History) plots
Revenue, Expenditures and Net Income adjusted for inflation during this period.
The Net Income line is the key data as this gives a good indication of the financial
health of the City in any given year. A linear regression line was applied to the Net
Income data to establish the normalized level of Net Income for this Seven-Year
period. Any Net Income below the Linear Regression curve indicates the need for
economic input to recover. During the period from 2008 to 2014, there are two
troughs. The period between 2008 and 2011 (economic recession) would require
approximately $10 million to recover and the period from 2011 to 2014
(redevelopment dissolution) would require $11 million to recover. This was a very
unusual economic period and back-to-back downturns are unlikely in the future.
Access to this reserve should be granted for economic stabilization and volatility as a
direct result of economic conditions during periods of unanticipated economic
downturns or unanticipated spikes in operating costs. Use of emergency reserves due
to economic pressures should be limited to maintaining essential day-to-day services,
such as public safety or responding to adverse circumstances, while the City
formulates a longer-term strategy.
Use of the economic disaster reserves should be defined in policy and may include:
Used to balance the budget if revenues are projected to be 10% less
than prior year actual revenues
Or if operating expenses are projected to be 10% more than prior year
actual expenses.
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$(10,000,000)
$‐
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017
City of La Quinta‐Revenues‐Expenditures & Net Income
CPI‐Adjusted FY2000‐2017
Revenue Expenses Net Income Linear (Net Income)
Figure 1-Long-Term Economic History
Recommendation: Set the Emergency Reserve-Economic Disaster component at $11
million, fund with $1.0 million annually and define the intended use of funds.
3.2 Cash Flow Reserve
The Cash Flow Reserve replaces the existing terminology and calculation of Working
Capital Reserve (currently based on 10% of the operating budget). This reserve covers
the inherent mismatch of revenues versus expenditures due primarily to tax revenue
receipts. This reserve also serves as a funding source for capital projects with various
state and federal grants, which are typically reimbursement based. Reserves allows
for capital projects to incur costs and stay on track with reimbursement, typically
within 90-180 days.
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Figure 2-Cash Flow Imbalance for FY 2016/17
It is recommended that the Cash Flow Reserve be updated annually by calculating the
prior fiscal year monthly surplus/(deficit) of revenues versus expenditures; with the
largest cumulative deficit becoming the updated Cash Flow Reserve. Figure 2 above
shows the monthly cash imbalances whereby revenues are not received uniformly
throughout the year, which results in peaks and valleys depending upon large
payments that are received throughout the year. For example, large property tax
payments are usually received in December and May. Similarly, transient occupancy
tax payments increase during months with large festivals and events. The timing
imbalance of revenue receipts versus expenditures is funded from the City’s cash flow
reserves. For FY 2016/17 this analysis yielded a $4.7 million cash flow imbalance.
Recommendation: Set Cash Flow Reserve at $5 million initially and fund annually
subject to the calculation.
$‐
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
$9,000,000
$10,000,000
Revenue
Expenditures
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3.3 Capital ReplacementIP Sinking Fund Reserve
Exhibit 3 (Appendix) is page 47 from the FY 2016/17 Comprehensive Annual Financial
Report (CAFR) describing the City’s capital assets. Table 3 below summarizes the
Depreciable Assets from this information.
Table 3-Depreciable Assets
The total Ten-Year Capital Improvement Program (CIP) budget utilized for Exhibits 1
and 2 includes minimum funding to secure Measure A and Gas Tax revenue for road
improvements ($1.5 million annually). Capital expenses are typically supplemented
with restricted funds such as those for road improvements, Quimby Funds for parks,
developer impact fees (DIF), and grant funds. In addition to the General Fund, the City
also maintains ten-year revenue and expenditure projections on these additional CIP
funding sources.
For FY 2017/18 General Fund capital expenses budgeted total $6.53 million or
approximately 73% of depreciation (6.53/9.00=73) and are a reasonable barometer
for evaluating the proper level of investment in capital assets. Additionally, $2.3
million is budgeted under special funds, for a total CIP budget of $8.83 or 98% of
depreciation (8.83/9=98).
Special revenue funds are derived from gas tax sales, property tax valuations, and
developer impact fees; these revenue projections can vary greatly from year to year.
Ideally, it would be desirable to match annual depreciation with capital spending,
therefore it is recommended to establish a Capital ReplacementIP Sinking Fund
Reserve to set aside funds to supplement funding gaps.
Recommendation: Set Capital ReplacementIP Sinking Fund Reserve at $10 million
and fund with $1.0 million annually.
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3.4 Unfunded Pension Liability
As of June 30, 2017, the CalPERS Net Pension Liability was $10.8 million (7.65%
discount rate). Exhibits 1 and 2 shows the actual CalPERS Unfunded Liability cost of
$454,756 in FY 2016/17. However, the CalPERS Net Pension Liability is a moving target
and is dependent on the CalPERS discount rate. For example, if the discount rate
lowers to 6.65%, the Net Pension Liability increases to $16.5 million.
In December 2016, CalPERS lowered the discount rate (rate of return for investments)
from 7.5% to 7%, which will increase the CalPERS total unfunded pension liability for
all participating agencies, including the city. The City’s annual unfunded pension
liability payment will further increase starting in FY 2018/19 continuing through
2021/22. In addition, every four years CalPERS evaluates all pension plans to ensure
financial stability. This evaluation has been completed and was presented to the
CalPERS Board on November 13-15, 2017. Results from this valuation confirmed
lowering the discount rate to 7%.
Eliminating or reducing the CalPERS Net Pension Liability is prudent as it will improve
the financial condition of the City and send a message that the City is addressing this
issue in a fiscally responsible manner.
Assuming the CalPERS Net Pension Liability is $10 million (between $8.7 and $14.0
million), the liability could be eliminated or reduced in this Ten-Year period by
contributing another $1.0 million/year.
If the city chose to open and fund a pension trust, any additional discretionary
payments would offset the unfunded pension liability and could be used for future
contributions.
In general, paying earlier reduces long-term pension costs because additional
contributions have more time to compound investment returns, reducing the need for
future contributions. The extent to which any additional contributions would lower
future payments would depend largely on realized investment returns.
Recommendation: Form an irrevocable CalPERS Pension Trust, and set at $10 million
target, and fund with $1.0 million annually as a General Fund Expense.
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Appendix
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List of Exhibits
Exhibit 1–Ten-Year Financial Projection with an 8% Increase in Police Service Contract
Exhibit 2–Ten-Year Financial Projection with a 10% Increase in Police Service Contract
Exhibit 3–FY 2016/17 CAFR Page 47-Capital Assets
Exhibit 4 – Summary of All Insured City Assets
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City of La Quinta As of March 23 2018ActualGrowthAdjusted Budget2018/19 to 2027/282016/17 Projections 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28TOTAL1. Cash ReceiptsSales Tax - Bradley Burns8,597,655$ 1% 8,776,100$ 8,863,861$ 8,952,500$ 9,042,025$ 9,132,445$ 9,223,769$ 9,316,007$ 9,409,167$ 9,503,259$ 9,598,291$ 9,694,274$ 92,735,598$ Property Tax9,237,781 2%8,579,100 8,750,682 8,925,696 9,104,210 9,286,294 9,472,020 9,661,460 9,854,689 10,051,783 10,252,819 10,457,875 95,817,526 Transient Occupancy Tax8,933,184 2%8,516,900 8,687,238 8,860,983 9,038,202 9,218,966 9,403,346 9,591,413 9,783,241 9,978,906 10,178,484 10,382,054 95,122,832 Fire Service Property Tax ᵃ5,480,897 2%6,726,000 6,860,520 6,997,730 7,137,685 7,280,439 7,426,047 7,574,568 7,726,060 7,880,581 8,038,193 8,198,956 75,120,780 Fire Property Tax Reserves138,680 281,438 432,650 592,709 762,027 941,029 1,130,161 1,329,889 1,540,696 1,763,088 8,912,365 Motor Vehicle In-Lieu3,813,213 2%3,708,000 3,782,160 3,857,803 3,934,959 4,013,658 4,093,932 4,175,810 4,259,326 4,344,513 4,431,403 4,520,031 41,413,597 Other Revenue/Intergovernmental ᵇ1,190,129 1%1,735,600 1,452,956 1,467,486 1,482,160 1,496,982 1,511,952 1,527,071 1,542,342 1,557,765 1,573,343 1,589,077 15,201,134 Franchise Fees1,725,851 1%1,553,000 1,568,530 1,584,215 1,600,057 1,616,058 1,632,219 1,648,541 1,665,026 1,681,676 1,698,493 1,715,478 16,410,294 Charges for Services1,021,336 1%1,258,200 1,270,782 1,283,490 1,296,325 1,309,288 1,322,381 1,335,605 1,348,961 1,362,450 1,376,075 1,389,836 13,295,191 Development Related Permits759,969 1%936,700 946,067 955,528 965,083 974,734 984,481 994,326 1,004,269 1,014,312 1,024,455 1,034,700 9,897,954 Document Transfer Tax585,333 1%531,000 536,310 541,673 547,090 552,561 558,086 563,667 569,304 574,997 580,747 586,554 5,610,989 Business Licenses/Permits358,943 1%321,000 324,210 327,452 330,727 334,034 337,374 340,748 344,155 347,597 351,073 354,584 3,391,954 Fines and Assessments348,345 1%246,000 248,460 250,945 253,454 255,989 258,548 261,134 263,745 266,383 269,047 271,737 2,599,441 SilverRock Resort Net Revenue ᶜ531,400 1,260,000 2,500,000 2,960,000 2,842,000 3,222,000 3,540,000 3,575,400 3,611,154 24,041,954 2. Total Revenue$42,052,635$42,887,600 $43,430,456 $44,818,337 $46,424,627 $48,564,157 $49,946,182 $50,773,379 $52,122,447 $53,434,111 $54,488,518 $55,569,397 $499,571,6113. Cash Paid OutPolice Services Contract ᵈ14,417,358 8% 15,879,100 17,149,428 18,521,382 20,003,093 21,603,340 23,331,607 25,198,136 27,213,987 29,391,106 31,742,394 34,281,786 248,436,260 Fire Service Contract ᵈ5,643,880 4%6,730,000 6,999,200 7,279,168 7,570,335 7,873,148 8,188,074 8,515,597 8,856,221 9,210,470 9,578,888 9,962,044 84,033,145 Salaries (Full-Time Employees)4,989,399 3%5,527,700 5,693,531 5,864,337 6,040,267 6,221,475 6,408,119 6,600,363 6,798,374 7,002,325 7,212,395 7,428,767 65,269,952 Maintenance & Operations ᵉ4,029,463 2%4,613,700 4,705,974 4,800,093 4,896,095 4,994,017 5,093,898 5,195,776 5,299,691 5,405,685 5,513,799 5,624,075 51,529,102 Other Contract Services3,821,091 2%3,206,000 3,270,120 3,335,522 3,402,233 3,470,278 3,539,683 3,610,477 3,682,686 3,756,340 3,831,467 3,908,096 35,806,902 Capital Expenses ᶠ3,937,135 1,567,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 15,520,000 Employee Medical Insurance Costs880,980 3%1,373,300 1,414,499 1,456,934 1,500,642 1,545,661 1,592,031 1,639,792 1,688,986 1,739,655 1,791,845 1,845,600 16,215,646 Transfers Out ᶢ1,372,300 1,219,500 1,219,500 819,500 819,500 819,500 819,500 819,500 819,500 819,500 819,500 819,500 8,595,000 Other Personnel Costs618,674 2%896,100 914,022 932,302 950,948 969,967 989,367 1,009,154 1,029,337 1,049,924 1,070,922 1,092,341 10,008,286 PERS Unfunded Pension Liabilityͪ454,756 592,784 711,814 866,600 986,100 1,138,800 1,272,600 1,348,200 1,348,248 1,375,213 1,402,717 1,430,772 11,881,064 PERS Normal Payroll Costs348,821 2%363,816 605,238 617,343 629,690 642,283 655,129 668,232 681,596 695,228 709,133 723,315 6,627,187 Salaries (Part-Time/Temporary)143,123 2%340,400 347,208 354,152 361,235 368,460 375,829 383,346 391,013 398,833 406,810 414,946 3,801,831 1996 Bond Debt Service678,100 671,400 668,200 668,200 4. Total Operational Expenses$41,335,079$42,980,800 $45,250,734 $46,399,334 $48,712,138 $51,198,930 $53,817,838 $56,540,572 $59,361,639 $62,396,279 $65,631,870 $69,083,241 $558,392,5755. Yearly Operating Cash Position(2 minus 4) 717,556 (93,200) (1,820,278) (1,580,997) (2,287,511) (2,634,774) (3,871,656) (5,767,193) (7,239,191) (8,962,168) (11,143,352) (13,513,844) (58,820,964)6. Measure G Sales Tax Revenue(95% of Sales Tax Bradley Burns)1,462,6508,000,000 8,420,668 8,504,875 8,589,923 8,675,823 8,762,581 8,850,207 8,938,709 9,028,096 9,118,377 9,209,56188,098,818 7. Cash Position After Measure G(5 plus 6)$2,180,206 7,906,800$ 6,600,390$ 6,923,878$ 6,302,412$ 6,041,049$ 4,890,925$ 3,083,014$ 1,699,517$ 65,928$ (2,024,975)$ (4,304,284)$ 29,277,854$ 8. Measure G UsesPolice Services Contract ᶜ100,000 - Capital Expenses990,873 4,969,464 3,731,561 3,859,103 3,764,599 3,000,000 3,000,000 3,000,000 3,000,000 3,000,000 3,000,000 3,000,00032,355,263 Measure G Reserves471,777 330,500- Public Safety Fund300,000 - 9. Total Measure G Uses1,462,650$ 5,699,964$ 3,731,561$ 3,859,103$ 3,764,599$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 32,355,263$ 10. Cash Position After Measure G Uses(7 minus 9)717,556 2,206,836 2,868,829 3,064,775 2,537,813 3,041,049 1,890,925 83,014 (1,300,483) (2,934,072) (5,024,975) (7,304,284) (3,077,409) 11. RDA Loan RepaymentRepayment based on Last & Final ROPS1,826,881 2,441,620 2,490,453 2,540,262 2,591,066 2,642,888 2,695,746 2,749,661 2,804,654 2,860,747 2,917,962 2,976,321 27,269,760 12. Cash Position After RDA Repayment(10 plus 11)2,544,437$ 4,648,456$ 5,359,282$ 5,605,037$ 5,128,879$ 5,683,937$ 4,586,671$ 2,832,675$ 1,504,171$ (73,325)$ (2,107,013)$ (4,327,963)$ 24,192,351$ OPERATING BUDGET NOTES:a - Fire Property Tax Reserve account balance as of June 30, 2017 is $9,371,699. These funds are held in trust by the County of Riverside and restricted for fire services. b - Intergovernmental revenue will experience a decrease of $300,000 in 18/19 due one-time revenue in 17/18 and lower administrative reimbursements from Redevelopment dissolution resulting from an approved last and final repayment schedule. c - SilverRock Resort Net Revenue includes revenue derived from sales tax, property tax, transient occupancy tax and development fees. d - Police and Fire services are provided by the County of Riverside and subject to the County's annual budget for services. e - Maintenance and operations includes utilities and internal services charges. f - Capital expenses for 16/17 included the Eisenhower Drive retention basin land purchase. Ongoing projections include minimum capital funding for street and sidewalk improvements required to secure Measure A and Gas Tax funding. g - Transfers Out support the Gas Tax Fund for street improvements, the Landscape and Lighting District, and SilverRock golf course. A decrease in 19/20 is anticipated due to the scheduled disposition of SilverRock. h - PERS unfunded pension liability projections are based on CalPERS actuarial valuations as of June 30, 2016. GENERAL FUND FINANCIAL PROJECTIONSOPERATING BUDGETThe Adjusted Budget for 17/18 includes anticipated mid-year changes. Revenue projections are based on current economic conditions and historical trends. All assumptions include positive growth with no economic downturns. Expenditure projections are based on current operations, regulatory requirements, and anticipated increases. Measure G Uses Include:FY 16/17 Approved Uses:Eisenhower Dr. retention basin, Calle Tampico drainage improvementsFY 17/18 Approved Uses:Citywide drainage improvements, Village road diet, N. LQ landscape improvements, police servicesFY 18/19 Proposed Uses:Citywide drainage improvements, N. LQ landscape improvementsFY 19/20 & 20/21 Proposed Uses:N. LQ landscape improvements, corporate yard facilityFY 21/22 & beyond CIP TBDMEASURE G SALES TAX BUDGETRDA LOANRDA loan repayments end in 29/30. Additional revenue totals $5,784,105. EXHBIT 1171
City of La Quinta As of March 23, 2018ActualGrowthAdjusted Budget2018/19 to 2027/282016/17 Projections 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28TOTAL1. Cash ReceiptsSales Tax - Bradley Burns8,597,655$ 1% 8,776,100$ 8,863,861$ 8,952,500$ 9,042,025$ 9,132,445$ 9,223,769$ 9,316,007$ 9,409,167$ 9,503,259$ 9,598,291$ 9,694,274$ 92,735,598$ Property Tax9,237,781 2%8,579,100 8,750,682 8,925,696 9,104,210 9,286,294 9,472,020 9,661,460 9,854,689 10,051,783 10,252,819 10,457,875 95,817,526 Transient Occupancy Tax8,933,184 2%8,516,900 8,687,238 8,860,983 9,038,202 9,218,966 9,403,346 9,591,413 9,783,241 9,978,906 10,178,484 10,382,054 95,122,832 Fire Service Property Tax ᵃ5,480,897 2%6,726,000 6,860,520 6,997,730 7,137,685 7,280,439 7,426,047 7,574,568 7,726,060 7,880,581 8,038,193 8,198,956 75,120,780 Fire Property Tax Reserves138,680 281,438 432,650 592,709 762,027 941,029 1,130,161 1,329,889 1,540,696 1,763,088 8,912,365 Motor Vehicle In-Lieu3,813,213 2%3,708,000 3,782,160 3,857,803 3,934,959 4,013,658 4,093,932 4,175,810 4,259,326 4,344,513 4,431,403 4,520,031 41,413,597 Other Revenue/Intergovernmental ᵇ1,190,129 1%1,735,600 1,452,956 1,467,486 1,482,160 1,496,982 1,511,952 1,527,071 1,542,342 1,557,765 1,573,343 1,589,077 15,201,134 Franchise Fees1,725,851 1%1,553,000 1,568,530 1,584,215 1,600,057 1,616,058 1,632,219 1,648,541 1,665,026 1,681,676 1,698,493 1,715,478 16,410,294 Charges for Services1,021,336 1%1,258,200 1,270,782 1,283,490 1,296,325 1,309,288 1,322,381 1,335,605 1,348,961 1,362,450 1,376,075 1,389,836 13,295,191 Development Related Permits759,969 1%936,700 946,067 955,528 965,083 974,734 984,481 994,326 1,004,269 1,014,312 1,024,455 1,034,700 9,897,954 Document Transfer Tax585,333 1%531,000 536,310 541,673 547,090 552,561 558,086 563,667 569,304 574,997 580,747 586,554 5,610,989 Business Licenses/Permits358,943 1%321,000 324,210 327,452 330,727 334,034 337,374 340,748 344,155 347,597 351,073 354,584 3,391,954 Fines and Assessments348,345 1%246,000 248,460 250,945 253,454 255,989 258,548 261,134 263,745 266,383 269,047 271,737 2,599,441 SilverRock Resort Net Revenue ᶜ531,400 1,260,000 2,500,000 2,960,000 2,842,000 3,222,000 3,540,000 3,575,400 3,611,154 24,041,954 2. Total Revenue$42,052,635$42,887,600 $43,430,456 $44,818,337 $46,424,627 $48,564,157 $49,946,182 $50,773,379 $52,122,447 $53,434,111 $54,488,518 $55,569,397 $499,571,6113. Cash Paid OutPolice Services Contract ᵈ14,417,358 10% 15,879,100 17,467,010 19,213,711 21,135,082 23,248,590 25,573,449 28,130,794 30,943,874 34,038,261 37,442,087 41,186,296 278,379,155 Fire Service Contract ᵈ5,643,880 4%6,730,000 6,999,200 7,279,168 7,570,335 7,873,148 8,188,074 8,515,597 8,856,221 9,210,470 9,578,888 9,962,044 84,033,145 Salaries (Full-Time Employees)4,989,399 3%5,527,700 5,693,531 5,864,337 6,040,267 6,221,475 6,408,119 6,600,363 6,798,374 7,002,325 7,212,395 7,428,767 65,269,952 Maintenance & Operations ᵉ4,029,463 2%4,613,700 4,705,974 4,800,093 4,896,095 4,994,017 5,093,898 5,195,776 5,299,691 5,405,685 5,513,799 5,624,075 51,529,102 Other Contract Services3,821,091 2%3,206,000 3,270,120 3,335,522 3,402,233 3,470,278 3,539,683 3,610,477 3,682,686 3,756,340 3,831,467 3,908,096 35,806,902 Capital Expenses ᶠ3,937,135 1,567,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 1,552,000 15,520,000 Employee Medical Insurance Costs880,980 3%1,373,300 1,414,499 1,456,934 1,500,642 1,545,661 1,592,031 1,639,792 1,688,986 1,739,655 1,791,845 1,845,600 16,215,646 Transfers Out ᶢ1,372,300 1,219,500 1,219,500 819,500 819,500 819,500 819,500 819,500 819,500 819,500 819,500 819,500 8,595,000 Other Personnel Costs618,674 2%896,100 914,022 932,302 950,948 969,967 989,367 1,009,154 1,029,337 1,049,924 1,070,922 1,092,341 10,008,286 PERS Unfunded Pension Liabilityͪ454,756 592,784 711,814 866,600 986,100 1,138,800 1,272,600 1,348,200 1,348,248 1,375,213 1,402,717 1,430,772 11,881,064 PERS Normal Payroll Costs348,821 2%363,816 605,238 617,343 629,690 642,283 655,129 668,232 681,596 695,228 709,133 723,315 6,627,187 Salaries (Part-Time/Temporary)143,123 2%340,400 347,208 354,152 361,235 368,460 375,829 383,346 391,013 398,833 406,810 414,946 3,801,831 1996 Bond Debt Service678,100 671,400 668,200 668,200 4. Total Operational Expenses$41,335,079$42,980,800 $45,568,316 $47,091,663 $49,844,127 $52,844,180 $56,059,679 $59,473,230 $63,091,526 $67,043,434 $71,331,563 $75,987,751 $588,335,4695. Yearly Operating Cash Position(2 minus 4) 717,556 (93,200) (2,137,860) (2,273,326) (3,419,501) (4,280,024) (6,113,498) (8,699,851) (10,969,078) (13,609,323) (16,843,045) (20,418,354) (88,763,859)6. Measure G Sales Tax Revenue(95% of Sales Tax Bradley Burns)1,462,6508,000,000 8,420,668 8,504,875 8,589,923 8,675,823 8,762,581 8,850,207 8,938,709 9,028,096 9,118,377 9,209,56188,098,818 7.Cash Position After Measure G(5 plus 6)$2,180,206 7,906,800$ 6,282,808$ 6,231,549$ 5,170,423$ 4,395,799$ 2,649,083$ 150,356$ (2,030,370)$ (4,581,227)$ (7,724,668)$ (11,208,793)$ (665,041)$ 8. Measure G UsesPolice Services Contract ᶜ100,000 - Capital Expenses990,873 4,969,464 3,731,561 3,859,103 3,764,599 3,000,000 3,000,000 3,000,000 3,000,000 3,000,000 3,000,000 3,000,00032,355,263 Measure G Reserves471,777 330,500- Public Safety Fund300,000- 9. Total Measure G Uses1,462,650$ 5,699,964$ 3,731,561$ 3,859,103$ 3,764,599$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 3,000,000$ 32,355,263$ 10. Cash Position After Measure G Uses(7 minus 9)717,556 2,206,836 2,551,247 2,372,446 1,405,824 1,395,799 (350,917) (2,849,644) (5,030,370) (7,581,227) (10,724,668) (14,208,793) (33,020,304) 11. RDA Loan RepaymentRepayment based on Last & Final ROPS1,826,881 2,441,620 2,490,453 2,540,262 2,591,066 2,642,888 2,695,746 2,749,661 2,804,654 2,860,747 2,917,962 2,976,321 27,269,760 12.Cash Position After RDA Repayment(10 plus 11)2,544,437$ 4,648,456$ 5,041,700$ 4,912,708$ 3,996,890$ 4,038,687$ 2,344,829$ (99,983)$ (2,225,716)$ (4,720,480)$ (7,806,706)$ (11,232,473)$ (5,750,544)$ The Adjusted Budget for 17/18 includes anticipated mid-year changes. Revenue projections are based on current economic conditions and historical trends. All assumptions include positive growth with no economic downturns. Expenditure projections are based on current operations, regulatory requirements, and anticipated increases. Measure G Uses Include:FY 16/17 Approved Uses:Eisenhower Dr. retention basin, Calle Tampico drainage improvementsFY 17/18 Approved Uses:Citywide drainage improvements, Village road diet, N. LQ landscape improvements, police servicesFY 18/19 Proposed Uses:Citywide drainage improvements, N. LQ landscape improvementsFY 19/20 & 20/21 Proposed Uses:N. LQ landscape improvements, corporate yard facilityFY 21/22 & beyond CIP TBDRDA loan repayments end in 29/30. Additional revenue totals $5,784,105. OPERATING BUDGET NOTES:a - Fire Property Tax Reserve account balance as of June 30, 2017 is $9,371,699. These funds are held in trust by the County of Riverside and restricted for fire services. b - Intergovernmental revenue will experience a decrease of $300,000 in 18/19 due one-time revenue in 17/18 and lower administrative reimbursements from Redevelopment dissolution resulting from an approved last and final repayment schedule. c - SilverRock Resort Net Revenue includes revenue derived from sales tax, property tax, transient occupancy tax and development fees. d - Police and Fire services are provided by the County of Riverside and subject to the County's annual budget for services. e - Maintenance and operations includes utilities and internal services charges. f - Capital expenses for 16/17 included the Eisenhower Drive retention basin land purchase. Ongoing projections include minimum capital funding for street and sidewalk improvements required to secure Measure A and Gas Tax funding. g - Transfers Out support the Gas Tax Fund for street improvements, the Landscape and Lighting District, and SilverRock golf course. A decrease in 19/20 is anticipated due to the scheduled disposition of SilverRock. h - PERS unfunded pension liability projections are based on CalPERS actuarial valuations as of June 30, 2016. GENERAL FUND FINANCIAL PROJECTIONSOPERATING BUDGETMEASURE G SALES TAX BUDGETRDA LOANEXHIBIT 2172
CITY OF LA QUINTA, CALIFORNIA
NOTES TO BASIC FINANCIAL STATEMENTS
JUNE 30, 2017
47
NOTE 4: CAPITAL ASSETS
Capital asset activity for governmental activities for the year ended June 30, 2017, is as follows:
Beginning Ending
Balance at Balance at
July 1, 2016 Additions Deletions Transfers June 30, 2017
Governmental activities:
Capital assets, not being depreciated:
Land 69,816,674$ 4,500,000$ -$ -$ 74,316,674
Right of way 284,928,794 - - - 284,928,794
Construction-in-progress 8,692,612 4,587,553 - (3,310,670) 9,969,495
Total Capital Assets,
Not Being Depreciated 363,438,080 9,087,553 - (3,310,670) 369,214,963
Capital assets, being depreciated:
Buildings and improvements 74,176,560 199,856 - 264,395 74,640,811
Equipment and furniture 3,442,965 39,957 --3,482,922
Vehicles 1,751,819 452,067 329,500 - 1,874,386
Infrastructure 218,399,541 - - 3,046,275 221,445,816
Total Capital Assets,
Being Depreciated 297,770,885 691,880 329,500 3,310,670 301,443,935
Less accumulated depreciation for:
Buildings and improvements 28,159,909 2,361,480 - - 30,521,389
Equipment and furniture 2,216,710 237,744 - - 2,454,454
Vehicles 1,563,715 68,123 329,500 - 1,302,338
Infrastructure 108,789,321 6,506,746 - - 115,296,067
Total Accumulated
Depreciation 140,729,655 9,174,093 329,500 - 149,574,248
Total Capital Assets,
Being Depreciated, Net 157,041,230 (8,482,213) - 3,310,670 151,869,687
Governmental Activities
Capital Assets, Net 520,479,310$ 605,340$ -$ -$ 521,084,650
Depreciation expense was charged to the following functions in the Statement of Activities:
General governments 634,400$
Planning and development 115,832
Community services 1,820,841
Public works 6,603,020
9,174,093$
EXHIBIT 3
173
EXHIBIT 4
Natural Disaster
Reserve
% of
City Coverage
Asset
Estimated
Replacement
Value
Recommended
Coverage
Recommended
Coverage FEMA/State City Coverage
14 Parks 19,966,204 ‐ ‐18,718,316 1,247,888 623,944 50%
0%94%6%
12 City Buildings 60,322,936 31,197,068 52,562,286 1,678,125 111,875 111,875 100%
52%87%3%0.19%
SilverRock 6,317,571 3,034,645 2,592,501 3,651,397 243,426 121,713 50%
48%41%58%4%
Streets, Signals, 266,775,219 ‐ 823,394 248,557,904 16,570,527 8,285,263 50%
Signs, Landscaping 0%0.31%93%6%
Fleet Vehicles 693,182 693,182 ‐‐693,182 693,182 100%
100%0%100%
Housing Assets 12,059,000 12,059,000 5,199,000 6,431,250 428,750 428,750 100%
100%43%53%4%
TOTALS 366,134,112 46,983,895 61,177,181 279,036,992 19,295,648 10,264,728
Percentage of Total Value 13%17%76%5%3%
Property Coverage
(Flood, Fire, Wind)
Earthquake
Coverage
Estimated Replacement Costs
Funding Sources
SUMMARY OF ALL INSURED CITY ASSETS
174
Reserve Category Current Allocation
Method
Alternative Allocation
Method Additional Considerations
Natural Disaster 40% of annual operating
budget
Comprehensive Asset
Management Study performed
every 5 years
Modify City Ordinance to simply access to
funds.
Economic Disaster N/A
10 year historical financial
analysis of the General Fund
using revenue, expenditures and
net income adjusted for inflation
- Define access to funds in City Ordinance -
economic downturns.
* Used to balance the budget if revenues
are projected to be 10% less than prior year
actual revenues
* Used to balance the budget if expenses
are projected to be 10% more than prior
year actual expenses
- Intended to maintain essential daily
operations while a long-term recovery
strategy is formulated
Cash Flow Reserve 10% of annual operating
budget
Update annually by calculating
the prior fiscal year monthly
surplus/deficit of revenues versus
expenditures; with the largest
cumulative deficit becoming the
reserve target
With budget adoption prior to the end of the
fiscal year, a lag of one fiscal year would be
required.
Capital Replacement
Reserve N/A
Annual depreciation from total
depreciable General Fund assets
- Audited financial statements are
completed six months after the fiscal year-
end, a lag of one fiscal year would be
required.
- City also uses restricted funds for
infrastructure improvements
- Define access to funds in City Ordinance
* Matching CIP grant funds, supplement
CIP funding gaps
Pension Trust Fund N/A
- Target based on current
CalPERS net pension liability
- Subject to CalPERS actuarial
studies, asset allocations,
investment returns, and policies
- Pension obligations will
continue to increase
- Funds available for reimbursement of up
to two years of pension costs at any time
($2.2M today)
- Section 115 Trust, restricted for pension
obligations
- All funds available for transfer to CalPERS
at any time
Unassigned Reserves GASB 54 GASB 54
- Unrestricted funds available to the City
- Funding comes from annual savings (total
revenue - total expenses) or budget
surpluses
- Has been used for:
*Matching CIP funds
*Land purchases
*Cover minor or temporary anticipated
budget shortfalls
Reserve Categories and Allocation Methods
OPTIONS -
A - Keep the current allocation method.
B - Implement the alternative allocation method.
C - Keep the current allocation methods and use the alternative method for verification.
ATTACHMENT 2
175
Reserve CategoryTarget Funding Current Funding Over/(Under) BalanceOther Funding SourcesFunding Sources Funding OptionsOver/(Under) Funding2017/18 2018/19 2019/20 2020/21 2021/22Estimated Over/(Under) FundingNatural Disaster 10,000,000 16,534,000 6,534,000 FEMA, State of CA, Special Funds-20% of realized year end surplus- - - - - - - - Economic Disaster 11,000,000 - (11,000,000) N/A-Reallocate overage from natural disaster- 20% of realized year end surpluses -One time $6,534,000-One time $1,000,000 (A) (3,466,000) 488,324 498,091 508,052 799,378 807,737 (364,418) Cash Flow Reserve 5,000,000 4,134,000 (866,000) N/A-Lump sum from unassigned reserves -One time $866,000 (B) - - - - - - - Capital Replacement Reserve 10,000,000 - (10,000,000) Special Funds-CIP savings - Measure G funds -One time $1,051,966 (C)-One time Measure G reserve $717,556 (8,230,478) 2,206,836 2,551,247 1,977,928 - - - -20% of realized year end surpluses 488,324 498,091 508,052 Pension Trust Fund 10,000,000 - (10,000,000) N/A-Annual salary and employee benefits savings-20% of realized year end surplus -One-time FY 16/17 savings $315,621 (J)-One-time $1,000,000 (D) (8,684,379) 488,324 498,091 508,052 799,378 807,737 (5,582,797)Unassigned - 14,865,926 14,865,926 N/A-20% of realized year end surplus -Allocate $3,917,966 of unassigned reserves 10,947,960 976,648 996,181 1,410,623 2,398,134 2,423,212 - Total 46,000,000 35,533,926 (10,466,074) (9,432,897) 4,648,456 5,041,700 4,912,708 3,996,890 4,038,687 (5,947,214)E F G H I No allocation of year end surplus for fully funded reserves. Surplus would remain in unassigned reserves. Surplus includes General Fund savings and unassigned RDA loan repayments which end in FY 2029/30.2016/17 2017/18 2018/19 2019/202021/222022/23EFG H ISurplus/(Deficit)* 2,544,437 4,648,456 5,041,700 4,912,708 3,996,890 4,038,687 14,865,926 Measure G (717,556) (2,206,836) (2,551,247) (2,372,446) (1,000,000)AS & B Savings (J) (315,621) (866,000)BAvailable for allocation 1,511,260 2,441,620 2,490,453 2,540,262 3,996,890 4,038,687 (1,051,966)C20% allocation20% 20%20%20%20%20% (1,000,000)DReserve Distribution 302,252 488,324 498,091 508,052 799,378 807,737 (3,917,966)Reserve Funding Options and Five-Year Projections* Based on General Fund 10-Year Projections, subject to change. Economic DisasterCash Flow ReserveCIP Sinking FundPension Trust FundOne-time Allocation of Unassigned ReservesCurrent Unassigned BalanceUse of Unassigned ReservesAnticipated Unassigned Balance 10,947,960 ATTACHMENT 3176
HAND OUTS
CITY COUNCIL
MEETING
APRIL 3, 2018
POWER POINTS
CITY COUNCIL
MEETING
APRIL 3, 2018
4/4/2018
1
City Council Meeting
April 3, 2018
City Council Meeting
April 3, 2018
B1 – Approve Amendment No. 3 to the
Facility Use Agreement with the LQAF
4/4/2018
2
Amendment changes
•Provides use of City property for the 2019 La
Quinta Arts Festival
•Extends agreement term through March 31,
2019
•Removes all references to the “Blues & Brews
Event” and “Art Under the Umbrellas”
Amendment clarifications
•Identifies properties used by the Foundation
for the Festival
•Confirms that Village Advanced Transportation
Program (ATP) project to begin activities after
2019 Festival
•Affirms waivers for City facility use fees and
City Burrtec solid waster removal charges
4/4/2018
3
City Council Meeting
April 3, 2018
B2 – Approve Participating Agreement
with CVAG for Signal Synchronization
4/4/2018
4
Background
•2014
–$7.7M CMAQ grant funding
–CVAG seeks Valley-wide signal synchronization
•Traffic system engineer selected
–Prepare master plan
–Multi‐agency participating agreement
Signal Synchronization Project
•Sub‐committee formed
–April 2017
•CVAG Executive Committee Approval
–February 2018
4/4/2018
5
Participating Agreement
•Establishes systems management and operations
committee
•Requires City waive permit fees
•Allows CVAG access to City controllers/equipment
•City reimburses equipment costs if city backs out
of agreement
4/4/2018
6
4/4/2018
7
City Council Meeting
April 3, 2018
B3 – Debt Management Policy
What is a Debt
Management
Policy?
4/4/2018
8
Why?
For who?The City and its entities
Housing AuthorityHousing Authority Successor AgencySuccessor Agency Financing AuthorityFinancing Authority
Senate Bill 1029
Use of
proceeds
Use of
proceeds
Types of
debt that
may be
issued
Types of
debt that
may be
issued
CIP and
Budget
relationship
CIP and
Budget
relationship
Goals and
objectives
Goals and
objectives
Internal
controls
Internal
controls
Questions?
4/4/2018
9
City Council Meeting
April 3, 2018
B4– Purchasing & Contracting Policy
4/4/2018
10
Why the need to
updatethePolicy?
Consistency & Clarification
Federal Guidance Regulations
Internal Controls
What are the
proposed
changesto
thePolicy?
General Funding
Addition of Administrative Guidelines
section
Expansion of Equal Bids section
Addition of Maintenance & Repair
definition
Addition of Emergency Purchases
requirements
Federal Funding
Addition of Section VII- to comply
with Uniform Guidance requirements
4/4/2018
11
Looking Forward 2018/19
Citywide Training
Collaboration with
departmentsto monitor
compliance
QUESTIONS?
4/4/2018
12
City Council Meeting
April 3, 2018
S2 – Discuss Senate Bill 1 Road
Maintenance and Rehabilitation
4/4/2018
13
SB1 Summary
•Enacted on April 28, 2017
•Creates a new permanent funding source for road
maintenance and rehabilitation projects for cities and
counties
Senate Bill 1
Funding Requirements
•Maintenance of Effort (MOE)
–Expend General Funds equaling the annual
average expenditures for the period 09/10
through 11/12
•Adopt a resolution by May 1st of each year
–List of proposed projects
–Project description/Limits
–Anticipated useful life of projects
4/4/2018
14
Senate Bill 1
Maintenance of Effort (MOE)
•The City’s MOE is calculated at $1,786,109 annually
–General Fund Contribution to Gas Tax – [$350,00]
–General Fund Contribution to L&L – [$450,00]
–Measure A MOE – [$937,007]
•New annual fund commitment will be approximately
$49,102
SB1 Fiscal Impact
•The City will receive approximately $3,515,042 from
SB1 over the next five years:
2018/19 2019/20 2020/21 2021/22 2022/23
$675,500 $689,010 $702,790 $716,846 $730,896
4/4/2018
15
Proposed Projects
Vicinity Map
•FY 18/19 and 19/20
La Quinta Village
Complete Streets
–Five New Roundabouts
–Create Pedestrian and
Bicycle Friendly Roads
–Funds for ROW,
Landscape, and Drainage
Proposed Projects
•FY 18/19 Jefferson Street
at Avenue 53 Roundabout
–Construct new
Roundabout
–Entrance to new
SilverRock Way Road
4/4/2018
16
Proposed Projects
•FY 20/21 Highway 111 at
La Quinta Center Drive
–Construct dual left turn
lanes on Highway 111
and La Quinta Center
Drive
Proposed Projects
•FY 21/22 Dune Palms Road Pavement Rehabilitation
–Rehabilitate Pavement from Fred Waring Drive to
Miles Avenue
4/4/2018
17
Proposed Projects
•FY 22/23 Fred Waring Drive Pavement Rehabilitation
–Rehabilitate Pavement from Washington Street to
Palm Royale Drive
QUESTIONS?
4/4/2018
18
City Council Meeting
April 3, 2018
S3 – Development Wind Up 2018
4/4/2018
19
ONE STOP SHOP EXPERIENCE
“THE HUB”
&
Admin
Support
Plan
Check
Permits
Business
License
&
STVRP
Inspection
CUSTOMER
SERVICE
INTERNAL AND
EXTERNAL
COMMUNICATION
ACCESSIBILITY TRANSPARENCY
TRANS-
DIVISIONAL
PROCESS
UNIFORMITY
2017 ACCOMPLISHMENTS
PROJECT COMPLETION DATE
•Service Enhancements Ongoing
•Interactive Development Map Completed
•CIP BlueBeam digital plan review Completed
•In-house Fire development review services May, 2017
•eTRAKiT Workshops May, 2017
•HUB Lounge June, 2017
•Paperless Plan Review August, 2017
•Minimum 85% on-time plan review for 2017 January, 2018
•Fritz Burns Park Tennis & Pickleball October, 2017
Court Improvements
•Miles Avenue Median Island Improvements October, 2017
•La Quinta Acacia Turf Conversion Project February, 2018
•PMP Slurry Seal and Re-Striping Project November, 2017
4/4/2018
20
2018 GOALS
GOALS COMPLETION DATE
•Design and Development Handbook October 2017
•Online TOT reporting December 2017
•40% Planning Online Submittals December 2018
•Maintain 85% on-time plan review for 2018 January 2018
•Business License and TOT online July 2018
•Building Official Recruitment July 2018
•Lobby Enhancements Ongoing
•HUB exchange May 2018
•Highway 111 Corridor ULI PAT June 2018
•LQ Art Alley Phase 1 October 2018
2017 HUB STATISTICS
CUSTOMERS SERVED
9,697
PERMITS ISSUED
3,190
PROJECTS APPROVED
169
STVRP NEW PERMITS
345
BUSINESS LICENSES ISSUED
899
QUALITY
98%
HELPFULLNESS
97%
WAIT TIME
92%
4/4/2018
21
97%
2%
1%0%ON TIME
ONE DAY
TWO DAYS
MORE THAN TWO DAYS
2014
61% = D‐
2015
83% = B‐
2016
93% = A‐
2017
97% = A
PUBLIC WORKS DEVELOPMENT
6
6
6
R
E
V
I
E
W
S
Average Review Time
Dept 2017
Public Works 70.68%
87%
4%2%7%ON TIME
ONE DAY
TWO DAYS
MORE THAN TWO DAYS
2017
87% =
B+
CIP
2
5
7
R
E
V
I
E
W
S
4/4/2018
22
80%
15%
3%2%ON TIME
ONE DAY
TWO DAYS
MORE THAN TWO DAYS
2014
66% = D+
2015
77% = C+
2016
79% = C+
2017
80% = B‐
BUILDING
1
7
5
8
R
E
V
I
E
W
S
94%
5% 0%
1%ON TIME
ONE DAY
TWO DAYS
MORE THAN TWO DAYS
2014
62% = D‐
2015
64% = D
2016
87% = B+
2017
94% = A
PLANNING
6
8
0
R
E
V
I
E
W
S
Average Review Time
Dept 2017
Planning 76.42%
• 32% of planning projects/permits (50 out of 154 total planning cases) applied online
4/4/2018
23
95.72%
2%1%1%ON TIME
ONE DAY
TWO DAYS
MORE THAN TWO DAYS
2017
95.72%
= A
FIRE
3
2
7
R
E
V
I
E
W
S
87%
9%2%2%ON TIME
ONE DAY
TWO DAYS
MORE THAN TWO DAYS
2014
63% = D‐
2015
76% = C+
2016
84% = B
2017
87% = B+
DESIGN AND DEVELOPMENT COMBINED
3
3
6
1
R
E
V
I
E
W
S
4/4/2018
24
DEVELOPMENT WIND UP 2018
ENGINEERING
SILVERROCK
CLUBHOUSE
PGA WEST SPORT CLUB
ANDALUSIA VILLAGE
WASHINGTON STREET
APT.
BUILDING
PERMITS
SILVERROCK
CONTOUR
DERMATOLOGY
GRIFFIN RANCH
MONTERRA
ANDALUSIA
CODORNIZ
EL POLLO LOCO
MADISON CLUB
HIDEAWAY
TRADITION CLUB
QUARRY
ENTITLEMENT
TRAVERTINE
PAVILION PALMS
CENTRE AT LA QUINTA
HOTEL AT JEFFERSON
SQUARE
BUSINESS
LICENSE/STVRP
3.700 LICENSES
2,200 STVR REGISTRANTS
LA QUINTA ARTS
FESTIVAL
ARTS UNDER THE
UMBRELLA
OLD TOWN FARMER’S
MARKET
FRIDAY NIGHT LIGHTS
COACHELLA FESTIVAL
STAGECOACH FESTIVAL
4/4/2018
25
City Council Meeting
April 3, 2018
S4 – Reserve Policy Analysis Report
Where We Left Off?
•Presented the process
•Scope of the analysis
•Current fund balance descriptions & balances
•Proposed reserve/trust categories
•Presented initial recommendations
4/4/2018
26
Recommendations
•Follow current guiding principles
•Maintain 10‐year Long Range Financial Plan
•Two components of Emergency Reserves –
Economic and Natural Disasters
•Add economic downturn definition to allow
access to reserves
Recommendations
•Cash flow reserve based on annual revenue
and expenditure review
•Establish Capital Replacement Fund
•Establish trust for unfunded pension liability
•Utilize unassigned reserves to fund
recommendations
4/4/2018
27
Natural Disaster Reserve
•Update asset inventory & values
–Undervalued or Missing
•Thorough risk‐versus‐cost analysis
–Likelihood of full or partial destruction
–Importance of the asset to City functions
–Cost of coverage at various percentage
levels
Summary of All City Assets
Natural Disaster
Reserve
% of
City Coverage
Asset
Estimated
Replacement
Value FEMA/State City Coverage
14 Parks 19,966,204 18,718,316 1,247,888 623,944 50%
94% 6%
12 City Buildings 60,322,936 1,678,125 111,875 111,875 100%
3% 0.19%
SilverRock 6,317,571 3,651,397 243,426 121,713 50%
58% 4%
Streets, Signals, 266,775,219 248,557,904 16,570,527 8,285,263 50%
Signs, Landscaping 93% 6%
Fleet Vehicles 693,182 ‐ 693,182 693,182 100%
100%
Housing Assets 12,059,000 6,431,250 428,750 428,750 100%
53% 4%
TOTALS 366,134,112 279,036,992 19,295,648 10,264,728
Percentage of Total Value 76% 5% 3%
Estimated Replacement Costs
Funding Sources
4/4/2018
28
Summary of Recommendations
Reserve/Trust Reserve
Target
Current
Funding
Over/(Under)
Funded Annual Target
Emergency Reserve
Natural Disaster 10,000,000 16,534,000 6,534,000 1,500,000
Economic Disaster 11,000,000 - (11,000,000) 1,000,000
Total 21,000,000 16,534,000 (4,466,000) 2,500,000
Cash Flow Reserve 5,000,000 4,134,000 (866,000) -
Capital Replacement 10,000,000 - (10,000,000) 1,000,000
Total Reserves 36,000,000 20,668,000 (15,332,000) 3,500,000
Pension Trust Fund 10,000,000 - (10,000,000) 1,000,000
Unassigned Reserves - 14,865,926 14,865,926 -
Overall Total 46,000,000 35,533,926 (10,466,074) 4,500,000
Next Steps
Write Write a Reserve Policy for formal adoption
Decide Decide reserve funding options (Attachment 3)
Decide Decide the allocation method (Attachment 2)
• % based to analytics based
Decide Decide on reserve categories (Attachment 2)
•From 2 to 5
4/4/2018
29
Reserve Categories
Natural Disaster – fire, flood,
earthquake, extreme peril to safety
Exists as
Emergency
Reserve
Economic Disaster – revenue declines or
expense spikes
New
Cash Flow Reserve – cash imbalances Exists
Capital Replacement –matching CIP
funds, supplement grant funds
New
Pension Trust Fund – unfunded pension
obligations
New
Allocation Method
CURRENT ALTERNATIVE
Natural
Disaster
40% of budget
$16,534,000
Asset Study every 5 years
$10,000,000
Economic
Disaster
New 10 year revenue/expense
$11,000,000
Cash Flow 10% of budget
$4,134,000
Prior year cash activity
$5,000,000
Capital
Replace.
New Annual depreciation
$10,000,000
Pension
Trust
New Unfunded pension Liab.
$10,000,000
4/4/2018
30
Summary of Funding Options
•Use $4M of unassigned as one‐time funding
•Allocate any new unassigned reserves in 20%
increments at the five reserve categories
•Allocate Measure G revenue to Capital
Replacement Reserve
•Allocate annual salary & benefits savings to the
Pension Trust
Funding Option – One‐Time
•$4M of unassigned as one‐time funding
4/4/2018
31
Funding Option ‐ Ongoing
•Allocate any new unassigned reserves in 20%
increments to the five reserve categories
Funding Option – Natural Disaster
•Fully funded
•Allocate overage to Economic Disaster
4/4/2018
32
Funding Option – Economic Disaster
•One‐time $6,534,000 and $1M
•20% of unassigned
Unfunded
Funding Option – Cash Flow
•One‐time $866,000
4/4/2018
33
Funding Option – Capital Replacement
•Allocate Measure G revenue
•Allocate annual CIP savings
•20% of unassigned
Funding Option – Pension Trust
•Allocate annual salary & benefits
savings to the Pension Trust
•20% of unassigned
4/4/2018
34
Funding Option ‐ Unassigned
•20% of unassigned
Current After use of Annual Allocations
$4M
Discussion, Questions,
& Direction
4/4/2018
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