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2013 07 16 CCCity Council agendas and staff reports are now available on the City's web page: www.Ia- quints. org CITY COUNCIL AGENDA CITY HALL, 78 -495 Calle Tampico, La Quinta REGULAR MEETING ON TUESDAY, JULY 16, 2013 3:00 P.M. CLOSED SESSION 1 4:00 P.M. OPEN SESSION CALL TO ORDER ROLL CALL: Councilmembers Evans, Franklin, Henderson, Osborne, Mayor Adolph PUBLIC COMMENT At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. 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). CLOSED SESSION NOTE: Time permitting the City Council may conduct Closed Session discussions during the dinner recess. Persons identified as negotiating parties are not invited into the Closed Session meeting when acquisition of real property is considered. 1. CONFERENCE WITH LEGAL COUNSEL, EXISTING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(a), CITY OF LA QUINTA, ET AL. v. MATOSANTOS, ET AL., SACRAMENTO COUNTY SUPERIOR COURT CASE NO. 34- 2013 - 80001485 2. CONFERENCE WITH THE CITY'S REAL PROPERTY NEGOTIATOR, FRANK J. SPEVACEK, PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING THE POTENTIAL TERMS AND CONDITIONS OF ACQUISITION AND /OR DISPOSITION OF REAL PROPERTY LOCATED AT SILVERROCK RESORT (APN'S 770 - 200 -026; 776 - 150 -021; 776 -150 -023; 770 - 060 -056; 770 - 060 -057; 770 - 060 -058; 770 - 060 -059; 770 - 060 -061; 770 - 060 -062; 777 - 490 -004; 777 - 490 -006; 777 - 490 -007; 777 - 490 -012 AND 777 -490- CITY COUNCIL AGENDA 1 JULY 16, 2013 014). PROPERTY OWNERS /NEGOTIATORS: JOHN GAMLIN, MERIWETHER COMPANIES; ROBERT S. GREEN, JR., THE ROBERT GREEN COMPANY RECESS TO CLOSED SESSION RECONVENE AT 4:00 P.M. PLEDGE OF ALLEGIANCE PUBLIC COMMENT At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. 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 PRESENTATIONS 1 . PROCLAMATION TO THE COMMUNITY SERVICES DEPARTMENT WRITTEN COMMUNICATIONS — NONE APPROVAL OF MINUTES PAGE NO. 1 . MINUTES OF JULY 2, 2013 6 CONSENT CALENDAR NOTE: Consent Calendar items are routine in nature and can be approved by one motion. 1. CONTRACT TO CONSTRUCT MISCELLANEOUS PUBLIC 12 FACILITY IMPROVEMENTS TO COMPLY WITH AMERICANS WITH DISABILITIES ACT, PROJECT NOS. 2012 -03, 2012 -04, AND 2012 -05 2. CONTRACT TO CONSTRUCT HIGHWAY 111 AT WASHINGTON 18 STREET INTERSECTION IMPROVEMENTS, PROJECT 2011 -01 3. PROFESSIONAL SERVICES AGREEMENT WITH GRAPHTEK 24 INTERACTIVE FOR DIGITAL MARKETING SERVICES 4. RESOLUTION REQUESTING THE COUNTY OF RIVERSIDE TO 48 PLACE COLLECTION COSTS FOR SOLID WASTE HANDLING SERVICES AT SINGLE - FAMILY DWELLINGS ON THE TAX ROLLS [RESOLUTION 2013 -0341 CITY COUNCIL AGENDA 2 JULY 16, 2013 PAGE NO. 5. SECOND READING AND ADOPTION OF ORDINANCE NO. 516 58 AMENDING ALL MUNICIPAL CODE CHAPTERS RELATING TO BOARDS, COMMISSIONS AND COMMITTEES 6. REVENUE & EXPENDITURE REPORT DATED MAY 31, 2013 90 AND INVESTMENT SUMMARY REPORT FOR THE QUARTER ENDING JUNE 30, 2013 7. TREASURER'S REPORT DATED MAY 31, 2013 104 8. DEMAND REGISTER DATED JULY 16, 2013 116 9. OVERNIGHT TRAVEL FOR TWO CITY COUNCILMEMBERS AND 134 CITY MANAGER TO ATTEND THE 2013 LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE IN SACRAMENTO, CA, SEPTEMBER 18 -20, 2013 10. RESOLUTION ACCEPTING DEDICATION OF LOTS B AND OF 136 TRACT MAP 3686, GRANTS OF EASEMENT AND AGREEMENT ACCEPTING RIGHTS -OF -WAY FOR MADISON STREET (BETWEEN AVENUE 58 AND AVENUE 60) AND CALLE CONCHITA, AND RECORDATION OF RESOLUTION 2003 -003 [RESOLUTION 2013 -0351 BUSINESS SESSION 1. NEW FINANCE AND HUMAN RESOURCES SOFTWARE SYSTEM 187 AGREEMENT WITH TYLER TECHNOLOGIES, INC. STUDY SESSION 1 . DISCUSSION OF VISTA SANTA ROSA SPHERE OF INFLUENCE 211 REPORTS AND INFORMATIONAL ITEMS 1 . CHAMBER OF COMMERCE INFO EXCHANGE COMMITTEE (Evans) 2. CVAG CONSERVATION COMMISSION (Evans) 3. CVAG ENERGY & ENVIRONMENTAL RESOURCES COMMITTEE (Evans) 4. GREATER PALM SPRINGS CONVENTION & VISITORS BUREAU (Evans) 5. ANIMAL CAMPUS COMMISSION (Franklin) 6. CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (Franklin) 7. COACHELLA VALLEY ECONOMIC PARTNERSHIP (Franklin) CITY COUNCIL AGENDA 3 JULY 16, 2013 8. COACHELLA VALLEY MOUNTAINS CONSERVANCY (Franklin) 9. JACQUELINE COCHRAN REGIONAL AIRPORT AUTHORITY (Franklin) 10. CVAG PUBLIC SAFETY COMMITTEE (Henderson) 11. CVAG TRANSPORTATION COMMITTEE (Henderson) 12. LEAGUE OF CALIFORNIA CITIES DELEGATE (Henderson) 13. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Henderson) 14. CVAG VALLEY -WIDE HOMELESSNESS COMMITTEE (Osborne) 15. IID ENERGY CONSUMERS' ADVISORY COMMITTEE (Osborne) 16. CVAG EXECUTIVE COMMITTEE (Adolph) 17. COACHELLA VALLEY WATER DISTRICT JOINT POLICY COMMITTEE (Adolph) 18. SO. CALIFORNIA ASSOCIATION OF GOVERNMENTS DELEGATE (Adolph) 19. SUNLINE TRANSIT AGENCY (Adolph) 20. PALM SPRINGS APIRPORT COMMISSION 21. PLANNING COMMISSION MINUTES - MAY 14, 2013 DEPARTMENT REPORTS 217 219 1 . CITY MANAGER 2. CITY ATTORNEY 3. FINANCE 4. CITY CLERK — COMMUNITY EVENTS AND COUNCIL CALENDAR 227 5. COMMUNITY SERVICES A. DEPARTMENT REPORT — JUNE 2013 231 B. QUARTERLY MARKETING REPORT 239 6. PUBLIC WORKS REPORT — JUNE 2013 257 7. COMMUNITY DEVELOPMENT REPORT — JUNE 2013 259 8. POLICE DEPARTMENT QUARTERLY REPORT 267 9. FIRE DEPARTMENT QUARTERLY REPORT 291 MAYOR'S AND COUNCIL MEMBER'S ITEMS - NONE PUBLIC HEARINGS - NONE NO PUBLIC HEARINGS ARE SCHEDULED, THEREFORE, THE CITY COUNCIL WILL ADJOURN AND NOT RECONVENE AT 7 P.M. UNLESS THERE ARE ITEMS FROM THE AFTERNOON SESSION THA T HA VE NOT BEEN CONSIDERED. ADJOURNMENT CITY COUNCIL AGENDA 4 JULY 16, 2013 The next regular meeting of the City Council will be held on August 6, 2013, commencing with closed session at 3:00 p.m. and open session at 4:00 p.m. at City Hall, 78 -495 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 near the entrance to the Council Chambers at 78 -495 Calle Tampico, and the bulletin boards at the Stater Brothers Supermarket at 78 -630 Highway 1 1 1, and the La Quinta Cove Post Office at 51 -321 Avenida Bermudas, on July 12, 2013 DATED: July 12, 2013 SUSAN MAYSELS, City Clerk Public Notices • The La Quinta City Hall is a handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk's office at 760 - 777 -7123, 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 760 - 777 -7123. A one (1) week notice is required. • If background material is to be presented to the City Council during a 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. • 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 Planning Department's counter at City Hall located at 78 -495 Calle Tampico, La Quinta, California, 92253, during normal business hours. CITY COUNCIL AGENDA 5 JULY 16, 2013 CITY COUNCIL MINUTES TUESDAY, JULY 2, 2013 A regular meeting of the La Quinta City Council was called to order at 3:02 p.m. by Mayor Adolph. PRESENT: Councilmembers Evans, Franklin, Henderson, Osborne, Mayor Adolph ABSENT: None PUBLIC COMMENT - None CLOSED SESSION 1. CONFERENCE WITH LEGAL COUNSEL, EXISTING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(a), CITY OF LA QUINTA, ET AL. v. MATOSANTOS, ET AL., SACRAMENTO COUNTY SUPERIOR COURT CASE NO. 34- 2013 - 80001485 2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION, PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL APPOINTED POSITION — CITY MANAGER COUNCIL RECESSED TO CLOSED SESSION AT 3:04 P.M. MAYOR ADOLPH RECONVENED THE CITY COUNCIL MEETING AT 4:04 P.M. WITH ALL MEMBERS PRESENT. NO ACTIONS WERE TAKEN INCLOSED SESSION THAT REQUIRES REPORTING PURSUANT TO GOVERNMENT CODE SECTION 54957.1 (BROWN ACT). Mayor Adolph led the audience in the pledge of allegiance. PUBLIC COMMENT Public Speaker: Bill Meister and Fred Garbutt of the non - profit, Sea and Desert Interpretive Association — Mr. Garbutt provided information on the Association and a new program called the Salton Sea Discovery Kids Camp. Mr. Garbutt requested $ 10,000 in funding for the new program. Mayor Adolph explained the City's grant program process and suggested that the Sea and Desert Interpretive Association submit a grant application for Council consideration. 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±º ¬¸» Ý±¿½¸»´´¿ Ê¿´´»§ Û½±²±³·½ Ð¿®¬²»®¸·° ¾´±±¼ ½¸¿´´»²¹»ô ©¸·½¸ · ¿ ½±³°»¬·¬·±² ¿³±²¹ Ê¿´´»§ ½·¬·» º±® ¬¸» ³±¬ «²·¬ ¼±²¿¬»¼ò Ý±«²½·´³»³¾»® Ñ¾±®²» ½±²¹®¿¬«´¿¬»¼ ¬¸» Ý¿´ Í¬¿¬» Í¿² Þ»®²¿®¼·²±ô Ð¿´³ Ü»»®¬ ½¿³°« º±® ¸¿ª·²¹ ¬¸»·® º·®¬ º®»¸³¿² ½´¿ ¬¿®¬ ¬¸· §»¿®ò Ø» ¿·¼ ·¬ ©¿ º¿²¬¿¬·½ ¿²¼ ²±¬»©±®¬¸§ üï ³·´´·±² ¼±²¿¬·±² ¬± ¬¸» ½¿³°« ©¿ ©±®¬¸©¸·´»ò ÐËÞÔ×Ý ØÛßÎ×ÒÙÍ Ò±²» ßÜÖÑËÎÒÓÛÒÌ Ì¸»®» ¾»·²¹ ²± º«®¬¸»® ¾«·²»ô ¿ ³±¬·±² ©¿ ³¿¼» ¿²¼ »½±²¼»¼ ¾§ Ý±«²½·´³»³¾»® Ú®¿²µ´·²ñÛª¿² ¬± ¿¼¶±«®² ¿¬ ìæëí °ò³ò Ó±¬·±² °¿»¼ «²¿²·³±«´§ò Î»°»½¬º«´´§ «¾³·¬¬»¼ô ÍËÍßÒ ÓßÇÍÛÔÍô Ý·¬§ Ý´»®µ Ý·¬§ ±º Ô¿ Ï«·²¬¿ô Ý¿´·º±®²·¿ Ý×ÌÇ ÝÑËÒÝ×Ô Ó×ÒËÌÛÍ ë ÖËÔÇ îô îðïí ïð ïï CITY MEETING DATE: July 16, 2013 ITEM TITLE: CONTRACT TO CONSTRUCT MISCELLANEOUS PUBLIC FACILITY IMPROVEMENTS TO COMPLY WITH AMERICANS WITH DISABILITIES ACT, PROJECT NOS. 2012 -03, 2012 -04, AND 2012 -05 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 1 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Award a contract to New Construction Solutions, in the amount of $146,013, to construct the Miscellaneous Public Facility Improvements to comply with the Americans with Disabilities Act, Project Nos. 2012 -03, 2012-04, and 2012 -05. EXECUTIVE SUMMARY: • This project entails upgrades at the La Quinta Park, Civic Center Park, and Library that are needed to comply with the Americans with Disabilities Act (ADA) . • Construction bids were received on June 20, 2013. Staff recommends a contract be awarded to New Construction Solutions, a La Quinta construction company that submitted the lowest bid in the amount of $146,013. FISCAL IMPACT: This contract will cost $146,013. The total cost to address these deficiencies is $488,207; these funds are budgeted in the 2012/2013 Capital Improvement Program. The balance of this funding will be used to correct additional deficiencies, which the Council will consider at a future date. BACKGROUND /ANALYSIS: In 2011, the City conducted an ADA accessibility self - evaluation of its public facilities and commissioned an Accessibility Survey prepared by Disability Access Consultants. These surveys identified the need for certain ADA improvements at Ida the La Quinta Park, Civic Center Campus, and Library. The improvements were separated into two categories: 1) design and facility deficiencies that can be corrected by a Class B General Building Contractor without additional design or engineering, and 2) site deficiencies, which will require additional engineering. This contract is intended to address work in the first category that can be performed by a Class B General Contractor. Improvements will include installing accessible benches; installing compliant drinking fountains; mounting compliant signage on buildings; installing accessories on doors to make them accessible; adjusting restroom mirrors, toilets, grab bars, dispensers, and counter heights; installing accessible seating; and other incidental items. On June 20, 2013, two sealed bids were received. A detailed bid comparison summary is provided as Attachment 1 . New Construction Solutions submitted the lowest bid in the amount of $146,013. The base bid plus the six additive alternates are recommended for construction. The following is the anticipated overall project budget inclusive of New Construction Solution's bid: Professional: $ 34,442 Design: $ 34,442 Construction (New Construction Solutions): $146,013 Construction (Remaining for Site Deficiencies): $198,402 Technical (Inspection, Testing & Survey): $ 33,580 City Administration: $ 6,890 Contingency: $ 34,438 Total Budget: $488,207 Contingent upon City Council's approval to award a contract on July 16, 2013, the following is the anticipated project schedule: Project Award Sign Contract and Mobilize Construction (45 working days) Accept Improvements ALTERNATIVES: July 16, 2013 July 17, 2013 — August 12, 2013 August 2013 — October 2013 October 2013 Since the City, by law, must address ADA deficiencies and staff has found the contractor's bid to be reasonable for this type of work, no alternative actions are recommended. 13 Report prepared by: Bryan McKinney, Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director /City Engineer Attachment: 1. Bid Comparison Summary 14 ïë ßÌÌßÝØÓÛÒÌ ï Ý±²¬®«½¬·±² ,Ë444È44/-Ë044È443-Ë.44È44.-Ë/44È441Ë/44È442.Ë444È441Ë+44È44/Ë+44È44,Ë.44È44,Ë444È44 îðêôìððòðð Ð®·½» Ð®·½»Û¨¬»²¼»¼ ×²½ò Ü·¿³±²¼ xxxxxxxxxxxxxxxx 4444444444 4444444444 4444444444 ÈÈÈÈÈÈÈÈÈÈ ß¾¾±«¼ 444444444 / Ð®·½»Ë²·¬ 44 0/// . ++ 1 ,, ËËËËËËËËËË 3/0 . ---1 /3 . ü xxxxxxxxxx .,4È44 ïìêôðïíòðð 33Ë+,4È4403Ë1.,È4410Ë-44È4432Ë-,/È441Ë.44È4413Ë444È44.Ë,44È443Ë,44È443Ë144È44 ðë Ð®·½»Û¨¬»²¼»¼ Ý±²¬®«½¬·±² îðïî Í±´«¬·±² ðìôú xxxxxxxxxxxxxxxx îðïî 4444444444 Ò»© 444444 4444 , 44444444 ðíô ÈÈÈÈÈÈÈÈÈÈ / ,,, 4444 // . Ð®·½»Ë²·¬ , 0 ... + 1--- ËËËËËËËË îðïî 3303 2 1-1 303 ü 24311 xxxxxxxxxx Í«³³¿®§ Ý×Ð 24Ë $ 30,000.00$ 30,000.00$ 25,000.001,500.00$ 40,000.003,000.002,500.003,000.00 10,000.00600.00 ïìëôêððòðð ×³°®±ª»³»²¬ô ækª $ Ð®·½»Û¨¬»²¼»¼ Ý±³°¿®·±² $ $ $ $ É $ $ $ $ $ ÕªÃªÐ ü ê÷æ ßÜß LS110,000.002La Quinta Park ADA Improvements LS130,000.003Civic Center Park ADA Improvements LS130,000.004La Quinta Library ADA Improvements LS125,000.00EA410,000.00 Þ·¼ 00000 ï 00000 Ú¿½·´·¬§. .... Ã 00000 ß´¬»®²¿¬» Ë²·¬ÏÌÇË²·¬ 00000 6 5555 ,,,, 1121 $ $$$$$ Ð«¾´·½ ß¼¼·¬·ª» 12121 Û¬·³¿¬» Ó·½»´´¿²»±« AAAAA EEEEE ú Û²¹·²»»®ùß®»¿ Remove and Install Stadium Seating La Quinta Library Additive Alternate No. 3La Quinta Library Additive Alternate No. 4La Quinta Library Additive Alternate No. 5La Quinta Library Additive Alternate No. 6 Þ·¼ 1Install Automatic Flush Control3Install Automatic Flush Control La Quinta Park Additive Alternate No. 1La Quinta Park Additive Alternate No. 2 øÞ¿» 6Reconstruct Cubical Counter Ü»½®·°¬·±² Ì±¬¿´ 5Remount Lavatory Remount Toilet 1Mobilization Base Bid Area Ò±ò 24 ×¬»³ ïê ïé CITY MEETING DATE: July 16, 2013 ITEM TITLE: CONTRACT TO CONSTRUCT HIGHWAY 1 1 1 AT WASHINGTON STREET INTERSECTION IMPROVEMENTS, PROJECT NO. 2011 -01 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 2 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Award a contract to Granite Construction Company in the amount of $730,136, and appropriate $65,836 from the City's General Fund to construct the Highway 1 1 1 at Washington Street Intersection Improvements, Project No. 2011 -01 . EXECUTIVE SUMMARY: • This project will add additional turn lanes at the intersection of Highway 1 1 1 and Washington Street; namely, the addition of left -turn lanes north and south bound as well as dedicated right -turn lanes at three of the four corners. • Staff recommends this contract be awarded to Granite Construction Company (Granite), a California Company with an office in Indio, who submitted the lowest bid. • As the lowest bidder's amount was over the engineer's estimate, an additional $65,836 needs to be appropriated from the City's General Fund to meet the City's 25 percent of total cost requirement. FISCAL IMPACT: The engineer's estimate for construction of the base bid items for this project was $570,000. Since Granite's bid was over this estimate and included all additive alternate bid items, staff is recommending awarding only the base bid, which totals $730,136. 18 The total cost of this project is being underwritten with a mixture of local, regional, and State funds. The City's Capital Improvement Program budgeted $ 128,325 for La Quinta's portion; however, it is now estimated at $194,161, which leaves a shortfall of $65,836. Staff is recommending this shortfall be appropriated by the City Council from General Fund Reserves. The remainder of the increased cost based on the low bid will come from the Coachella Valley Association of Governments (CVAG) and the State. BACKGROUND /ANALYSIS: The proposed improvements were first recommended by the City's 2010 Washington Street @ Highway 111 Transportation Systems Management/ Transportation Demand Management Corridor Study. These improvements would modify the Highway 111 and Washington Street intersection to achieve a higher level of service during the peak hour, at peak season through 2025. On July 3, 2013, two sealed bids were received. A detailed bid comparison summary is provided as Attachment 1 . The project was advertised with a base bid and four additive alternates. The basis of award was the lowest combined price of the base bid, plus additive alternate bid items. Granite submitted the lowest bid in the amount of $904,536. Considering the low bid exceeded the engineer's estimate, staff is recommending that Granite be awarded only the base bid items in the amount of $730,136. The additive alternates would have upgraded the traffic signal poles, mast arms, and video detection system. Since bids came in over budget, the existing equipment will be re -used. The following represents the anticipated project budget to complete the improvements: Design: Professional: Construction: Construction Engineering (I /T /S) City Administration: Contingency: Total Anticipated Budget $ 85,000 $ 20,000 $730,136 $ 71,000 $ 18,700 $134,808 $1,059,644 Contingent upon City Council's approval to award a contract on July 16, 2013, the following is the anticipated project schedule: Project Award Sign Contract /Mobilize Construction (60 working days) Accept Improvements July 16, 2013 July 17, 2013 — August 12, 2013 August 13, 2013 — November 2013 December 2013 Ill CHARTER CITY IMPLICATIONS: The project utilizes State and regional funds; therefore, it is subject to prevailing wage requirements. ALTERNATIVES: CVAG and the State have designated funds for this project and they must be spent in a timely manner; therefore, staff does not recommended alternative actions. Report prepared by: Bryan McKinney, Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director /City Engineer Attachment: 1. 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EXECUTIVE SUMMARY: • A Request for Proposals (RFP) for Digital Marketing Services was sent to firms in and around the Coachella Valley. • The Selection Committee reviewed four proposals and interviews were conducted with each firm. • Graphtek Interactive received the highest scores; therefore, staff recommends approval of the attached Professional Services Agreement (PSA) (Attachment 1). FISCAL IMPACT: Implementing this agreement would cost $99,200. A reduction of $5,800 from the $105,000 designated for these services. Funds are available for this work in the marketing budget. BACKGROUND /ANALYSIS: On May 21, 2013, marketing strategies for Fiscal Year 2013/14 were presented to Council. The presentation outlined current marketing efforts and included the expansion of Digital Marketing for next year. Marketing efforts include: • Re- design of the PlaylnLaQuinta.com website, improving Search Engine Optimization, and making the website mobile compatible 24 • Travel Website Ad Campaigns • Local and Regional Pay- Per -Click (PPC) • Social Media Management including Facebook and Twitter The City Council's input at this meeting was used to prepare an RFP, which was transmitted to local marketing firms and posted on the City's website. The responding firms were: • FG Creative • Graphtek Interactive • JNS Media • Tillman Branding & Marketing A selection committee was comprised of Edie Hylton, Community Services Director; Chris Escobedo, Assistant to the City Manager; and Tustin Larson, Recreation Supervisor. Based on the scoring by the committee, Graphtek Interactive received the highest scores of all four firms. Scoring was based on experience, design creativity, project understanding and ability to complete the projects in a timely manner. Graphtek Interactive has met all of the qualifications and the selection committee recommends the City enter into a PSA with Graphtek Interactive for Digital Marketing Services for Fiscal Year 2013/14. ALTERNATIVES: As the selection process has met City requirements and the selected firm meets or exceeds all required qualifications, staff does not recommend alternatives to this action. Report prepared by: Tustin K. Larson, Recreation Supervisor Report approved for submission by: Edie Hylton, Community Services Director Attachment: 1 . 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PLACE COLLECTION COSTS FOR SOLID WASTE HANDLING SERVICES AT SINGLE- FAMILY DWELLINGS ON THE TAX ROLLS AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 4 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Adopt a Resolution of the City Council requesting the County of Riverside to place collection costs of solid waste handling services for single - family dwellings on the Tax Rolls. EXECUTIVE SUMMARY • The County Tax Assessor requires City Council to annually adopt a Resolution requesting the placement of costs for solid waste collection services on the Tax Rolls. • Burrtec has requested a Consumer Price Index (CPI) -based fee increase for Fiscal Year 2013/2014 (Attachment 1), and the Riverside Waste Management Department has increased its tip fee rate at the Edom Hill Transfer Station. • These increases will result in an annual increase of $2.04 ($0.17 monthly) per single - family dwelling, which will be collected on the Tax Rolls. FISCAL IMPACT: The residential rate increase represents a CPI increase of 1.29% to reflect ordinary changes in the cost of doing business plus a $0.74 per ton disposal (1 .83 %) increase. The total increase represents a $0.17 per month increase to $12.48 per month, for an annual residential rate of $149.76. BACKGROUND /ANALYSIS: On May 15, 2007, the City adopted an agreement with Burrtec for solid waste 48 handling services for the period of July 1, 2007 through June 30, 2016. The agreement stipulates that the cost for single - family dwelling services will be collected on the Tax Rolls. The County Tax Assessor requires the City Council to annually adopt a Resolution to request the placement of costs for solid waste collection services on the Tax Rolls. To ensure costs for services associated with the agreement are not subject to Proposition 218, the City Council no longer sets rates, and instead establishes a rate ceiling for service pursuant to its regulatory authority. Each year an automatic adjustment to the maximum rate ceiling may occur. The application of this automatic adjustment procedure is described below. The agreement also provides for an automatic annual adjustment to the rate ceiling for disposal if changes occur in the cost of disposal at the local landfill. The City received correspondence from Burrtec requesting a CPI based charge increase for Fiscal Year 2013/2014. They are requesting a 1.29% increase, which is consistent with the 1 .29% CPI increase for the period of March 2012 to March 2013. This results in an annual $1.32 ($0.11 monthly) service component increase per single - family dwelling. In addition, on June 25, 2013, the Riverside County Board of Supervisors approved a tip fee rate increase at the Edom Hill Transfer Station to $41.28 per ton, which is a $0.74 per ton increase over the current rate of $40.54 per ton. This results in an annual $0.72 ($0.06 monthly) disposal component increase per single - family dwelling. The combination of the service (CPI) and disposal (tip fee) component increases result in a $2.04 annual ($0.17 per month) rate increase for a total annual residential rate of $149.76. The following data provides a breakdown of costs to be placed on the Tax Rolls for collection purposes: Single- Family Dwelling 2412 Rate (existing) 2013 Rate (proposed) Service Component of Maximum Rate $8.56/ month $8.67/ month Disposal Component of Maximum Rate $3.14/ month $3.20/ month AB 939 Fee $0.61 /month $0.61 /month Total Rate $12.31 /month $12.48 /month $147.72/year $149.76/year Additional Refuse Cart 56.53 /month $6.61 /month 578.36 /year 579.32 /year Backyard Service • For first refuse and first recycling $6.16 /month 56.24 /month carts /containers 573.92 /year 574.88 /year • For each additional cart /container $6.16 /month 56.24 /month 573.92 /year I 574.88 /year Surcharge for HOA's Desiring Monday 10% of Service Component 114 Service The agreement states that, notwithstanding any increase in the CPI, no annual increase to the maximum rates will exceed 103% of the lowest rate for "similar services" provided to residents at single - family dwellings anywhere in the Coachella Valley. Based upon information provided by Burrtec, the lowest rate provided for similar services in the Coachella Valley is in the City of Palm Desert. The proposed increase to the City's service component rate ceiling is within the 103% requirement. Should the City Council not adopt the proposed Resolution, or should Property Tax Roll billing cease for any reason, the service component of the maximum monthly rate would increase $1.42, from $8.67 to $10.09, for a total monthly rate of $13.90. This would represent a monthly rate increase of $1 .42 to cover costs associated with direct billing to residents. ALTERNATIVES: Deny the rate increase request or discuss and incorporate any adjustments deemed appropriate in order to approve the proposed request. Report prepared by: Les Johnson, Community Development Director Report approved for submission by: Frank J. Spevacek, City Manager Attachment: 1 . 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EXECUTIVE SUMMARY: • At the July 2, 2013 Council meeting, the City Council unanimously approved a motion to take up and introduce Ordinance No. 516 on first reading, which amends and consolidates all Municipal Code sections relating to City boards and commissions. • Exhibits A through H of the attached Ordinance incorporate all changes approved by Council. FISCAL IMPACT: None. BACKGROUND /ANALYSIS: Ordinance No. 516 codifies the following changes to Municipal Code sections relating to City boards and commissions: 1 . Standardize all terms to three years; 2. Applicants may apply for more than one position, but preference will not be taken into consideration by Council when making appointments; 3. Determine the order of interviews /appointments by random drawing; 4. Institute a rotation whereby incumbents will not be reappointed immediately after they have served six consecutive years; 58 5. Applicants may reapply to a board /commission they have previously sat on after a lapse of one year; 6. Applicants rotated out of one board /commission may immediately apply to any other board /commission; 7. Exception to rotations will be the professional positions in various boards/ commissions; 8. All existing boards and commissions shall continue to exist; 9. Council's ability to extend terms shall remain; 10. Change the name of the Architectural and Landscaping Review Committee to Architectural and Landscaping Review Board; 11. Broaden the criteria for the professional positions in the Architectural and Landscaping Review Board and the Construction Board of Appeals; 12. Move all chapters and sections relating to boards and commissions to Title 2 of the Code; 13. Consolidate the general rules and provisions that apply to all boards and commissions one Chapter; and 14. These code changes will be applicable to 2013 appointments, with the exception of the requirement to rotate out after six consecutive years, which will be applicable to appointments in 2014 and thereafter. ALTERNATIVES: Direct staff to revise some or all of the changes incorporated into the attached Ordinance. 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DATE: July 16, 2013 ITEM TITLE: REVENUE AND EXPENDITURE REPORTS DATED MAY 31, 2013 AND INVESTMENT SUMMARY REPORT FOR THE QUARTER ENDING JUNE 30, 2013 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 6 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Receive and file. EXECUTIVE SUMMARY: The monthly and year -to -date revenues and expenditures dated May 31, 2013 and the Investment Summary Report for the quarter ending June 30, 2013 are hereby submitted to the City Council to review, receive, and file. FISCAL IMPACT: None. BACKGROUND /ANALYSIS: The Statements of Revenues and Expenditures are submitted to the City Council monthly to review, receive, and file. Attached are the May 31, 2013 Statements of Revenues and Expenditures (Attachments 1 and 2). Attachment 1 compares budgeted revenues versus actual revenues collected and Attachment 2 compares budgeted expenditures versus actual expenditures for all funds. In addition, the Investment Summary Report is submitted quarterly and the report for the quarter ending June 30, 2013 is also attached (Attachment 3), which presents the City Investments as of June 30, 2013. Revenues received for all funds through May 31, 2013 are at approximately 50% of the budgeted amount. The main reason for this amount being so low is due to the Capital Improvement Fund being budgeted at $ 102.6 million and the revenues [.*I$] actually received to date only being $30.8 million. Revenues are only transferred to the capital projects fund as the work is performed. The remaining funding will be carried over to future fiscal years. Most capital projects span over multiple years and therefore, there are timing differences in when the budget is initiated and when the project is actually completed. It should be noted that the General Fund is currently at 83.7% of the budgeted amount and is expected to be at 100% by June 30, 2013. Expenditures for all funds are at 47.9% of their budgeted amounts. Due to timing differences in billing from various vendors, the expenditures are also significantly below the budgeted amounts. The General Fund expenditures are at 71.5% of the budgeted amount. ALTERNATIVES: None. Report prepared by: Robbeyn Bird, Finance Director Report approved for submission by: Frank J. Spevacek, City Manager Attachments: 1. Revenue Reports for May 31, 2013 2. Expenditure Reports for May 31, 2013 3. Investment Summary Report for the Quarter Ending June 30, 2013 psi çî çí çì çë çê çé çè çç ïðð ïðï ïðî ïðí CITY MEETING DATE: July 16, 2013 ITEM TITLE: TREASURER'S REPORTS DATED MAY 31, 2013 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 7 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Receive and file. EXECUTIVE SUMMARY: I certify that this report accurately reflects all pooled investments, is in compliance with California Government Code Section 53645 as amended January 1, 1986, and is in conformity with City Code 3.08.010 to 3.08.070 Investment of Money and Funds. I hereby certify that sufficient investment liquidity and anticipated revenues are available to meet next month's estimated expenditures. FISCAL IMPACT: None. BACKGROUND /ANALYSIS: Receive and file transmittal of Treasurer's Report dated May 31, 2013 for the City of La Quinta. ALTERNATIVES: None. Report prepared by: Robbeyn Bird, Finance Director Report approved for submission by: Frank J. Spevacek, City Manager Attachment: 1 . Treasurer's Report, City of La Quinta W111 ïðë ïðê ïðé ïðè ïðç ïïð ïïï ïïî ïïí ïïì ïïë CITY MEETING DATE: July 16, 2013 ITEMTITLE: DEMAND REGISTER DATED JULY 16, 2013 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 8 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Approve Demand Register dated July 16, 2013. EXECUTIVE SUMMARY: None. FISCAL IMPACT: Demand of Cash: -- City $2,576,170.33 -- Successor Agency of RDA $ 5,025.00 -- Housing Authority $ 363.38 -- Housing Authority Commission $ 200.00 BACKGROUND /ANALYSIS: Between City Council meetings, there is a need to pay routine bills in order to avoid late fees being charged to the City, as well as payroll and related payroll taxes. These items are listed below: Prepaid Warrants: 99966 - 999821 99983 - 999911 99992 - 1000011 Voids} Wire Transfers} P/R 36879 — 368831 P/R Tax Transfers} 100002 —1001101 $ 119,550.72 $ 75,243.08 $ 182,928.76 $ (0.00) $ 31 1,473.34 $ 160,424.37 $ 41,826.15 $1,690,312.29 $2,581,758.71 "rr In addition, listed below are the most significant expenditures being paid on the regular demand register. Significant Expenditures: Vendor: Hayward Tilton & Rolapp Riverside County Sheriff Sungard Public Sector CA Joint Powers Insurance La Quinta Investors None. Account No.: Amount: Various $ 65,387.52 Various $1,224,813.20 502 - 0000 - 512.43 -13 $ 61,741 .49 101- 0000 - 156.50 -00 $ 166,767.00 101- 0000 - 228.10 -00 $ 100,291 .00 Report prepared by: Sandra Mancilla, Account Technician Report approved for submission by: Robbeyn Bird, Finance Director Attachments: 1 . Wire transfers 2. Demand Register Report Purpose: Property Insurance April Police Service HTE Maintenance Annual Contribution Developer Deposit Refund "n ïïè ïïç ïîð ïîï ïîî ïîí ïîì ïîë ïîê ïîé ïîè ïîç ïíð ïíï ïíî ïíí CITY MEETING DATE: July 16, 2013 ITEM TITLE: OVERNIGHT TRAVEL FOR TWO CITY COUNCIL COUNCILMEMBERS AND CITY MANAGER TO ATTEND THE 2013 LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE IN SACRAMENTO, CA, SEPTEMBER 18 -20, 2013 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 9 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Authorize overnight travel for Council Members Henderson and Osborne and City Manager Spevacek to attend the League of California Cities Annual Conference being held in Sacramento, California, September 18 -20, 2013. EXECUTIVE SUMMARY: • The League of California Cities (League) is an association of California city officials who work together to enhance their knowledge and skills, exchange information, and combine resources so that they may influence policy decisions that affect cities. • The League's Annual Conference provides attendees the opportunity to participate in educational sessions and discussion forums. Additionally, meetings of the League's Board, Policy Committees and Regional Divisions are scheduled. • Networking opportunities are provided to attendees to share experiences and knowledge. FISCAL IMPACT: Costs associated with this conference will be funded through the Fiscal Year 2013/2014 Budget, which has allocated funds for travel, training and meetings for the City Council and City Manager. Estimated expenditures for each attendee are as follows: 134 Conference registration: $ 425 Lodging and meals (three nights): $ 750 Travel (mileage, parking, airfare and ground transportation) $ 420 TOTAL $1,595 BACKGROUND /ANALYSIS: The League of California Cities Annual Conference provides the opportunity for local leaders to learn from leading experts as well as from their peers. Education sessions and forums will include topics such as civic innovation, governance, emergency preparedness, and public safety. Attendees will receive updates on new legislation and court rulings affecting cities. ALTERNATIVES: Do not authorize overnight night travel. Report prepared by: Wanda P. Wise- Latta, Executive Assistant Report approved for submission by: Frank J. Spevacek, City Manager i& FINAL REVISED CITY MEETING DATE: July 16, 2013 ITEM TITLE; RESOLUTION ACCEPTING DEDICATION OF LOTS B AND C OF TRACT MAP 3686; GRANTS OF EASEMENT AND AGREEMENT ACCEPTING RIGHTS -OF -WAY FOR MADISON STREET (BETWEEN AVENUE 58 AND AVENUE 60) AND CALLE CONCHITA, AND RECORDATION OF RESOLUTION 2003 -003 AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 10 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: 1 .— Adopt Resolution 2013 -035 accepting the offer of dedication of Lot B (Celle Conchita) and Lot C (Archine Lane) of Tract Map 3638, and directing the City Clerk to record the resolution ; and 2 — Authorize the City Manager to execute, and the City Clerk to record the following: • Grant of Easement and Agreement for Madison Street between Avenue 58 and 60 from Coral Option 1, LLC • Grant of Easement and Agreement for Calle Conchita from Coral Option 1, LLC; and 3 - Authorize the City Clerk to record Resolution 2003 -003 which vacates portions of Madison Street. EXECUTIVE SUMMARY: • On January 7, 2003, the City Council adopted Resolution 2003 -003 (Attachment 1) vacating portions of Madison Street between Avenue 58 and Avenue 60 so that Madison Street could be realigned to accommodate the Coral Mountain development (Attachment 2). As conditions of the abandonment, Coral Option 1, LLC (Developer), was required to construct full width street improvements for the realigned Madison Street,._ provide right -of -way and single lane improvements to. the areas not adjacent to the Developer's property (Attachments 3 and 4), and enter into a median landscape maintenance agreement with the City to cover the cost of maintaining the median on the realigned section of Madison Street (Attachment 5). • The Developer has completed these improvements and staff recommends acceptance of the realigned street (as soon as staff confirms that the Developer has completed some minor construction "punch list" items) and right -of -way to complete the vacation process of the old Madison Street alignment. FISCAL IMPACT: The City will take over maintenance responsibility of Madison Street once it is accepted (with the exception of the landscaped median, which will continue to be maintained by the Developer). The estimated annual cost 'for maintaining Madison Street from Avenue 58 to Avenue 60 is $25,930, including storm drain maintenance as well as future repaving and striping . costs. There are sufficient funds available for storm drain maintenance of Madison Street for this fiscal year, and this road will be added to the Pavement Management Plan to cover the cost of future pavement maintenance. BACKGROUND /ANALYSIS: The street vacation process has been long and complicated but in summary, the Developer executed the Madison Street median landscaping maintenance agreement in 2006 and substantially completed the street improvements a few years later. Since that time, staff has been working with the Developer as well as the developer of a 12-lot subdivision fronting Celle Conchita (since that map will .rely on the new intersection alignment) to determine the alignment for the Madison Street/Calle Conchita intersection. The alignment has been approved by all parties and the appropriate documents have now been completed. Another issue that is addressed through these land actions is access. Lots 8 and C were offered on Tract Map 3686 (Attachment 6) to the County, but never accepted. If they are accepted now, parcels to the north of Celle Conchita that currently front old Madison Street will not become °land locked" as a result of vacating old Madison Street as those parcels will have access to Celle Conchita by way of Archine Lane. Staff recommends that Lots 8 and C be accepted now to avoid "land locking' any parcels. ALTERNATIVES: Since this action is necessary for the City to complete vacation of the old Madison Street alignment in favor of the realigned Madison Street, staff does not recommend any alternatives to the recommended action. Report prepared by: Edward J. Wimmer, P.E., Principal Engineer Report approved, for submission by: Timothy R. Jonasson, P.E. Public Works Director /City Engineer Attachments: 1. Resolution 2003 -003 2. Vicinity Map 3. Grant of Easement and Agreement - Madison Street 4. Grant of Easement and Agreement - Calls Conchita 5. Madison Street. Median landscaping Maintenance Agreement 6. 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AGENDA CATEGORY: BUSINESS SESSION: 1 CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Approve Agreement with Tyler Technologies, Inc. for new finance and human resources software, and authorize the City Manager to execute the Agreement in a form acceptable to the City Manager and the City Attorney. EXECUTIVE SUMMARY: • At the beginning of this year, the City's Executive Team committed to implement a number of initiatives to create the city government of the 21St century. Toward achieving this goal, they recommended replacement of the current finance and human resources software system. • The current system was placed into operation in 2002 and is outdated and impedes workflow. The Fiscal Year 2013/14 budget included funding to replace this system. • After extensive review by the Process Action Team (PAT) and a rigorous proof of vendor capability process, the PAT unanimously determined that Tyler Technologies, Inc. (Tyler) be awarded an Agreement (Attachment 1). • The new finance and human resource software system will allow the City to continuously adopt the latest technology, utilize industry leading best practices, and enhance fiscal transparency. 187 FISCAL IMPACT: The one -time cost to purchase and implement the new software system is $249,761. No additional hardware will be needed to support the new system. In the Fiscal Year 2013/2014 budget, a total of $850,000 was appropriated for technology investments. This project is one element of the approved strategic technology initiatives and represents the cornerstone investment. In addition, public agencies are required to enter into ongoing license agreements for proprietary software. This license annual subscription fee is $88,826. Funding for this project is budgeted in the Information Technology Internal Service Fund. BACKGROUND /ANALYSIS: In December 2012, an assessment of the City's information technology systems was conducted to identify technology capacity and existing risk. Synoptek Technologies prepared this assessment and cited deficiencies in the City's information technology infrastructure, software applications, and disaster recovery preparedness. The two most important findings was the need to modernize the finance and human resource software, and the permit tracking systems. The current finance and human resources software is outdated and current permit tracking is done manually. In April 2013, the City entered into agreements with NexLevel Information Technology and Henson Consulting Group to assist the City in establishing a rigorous review process for software options, to provide guidance in the selection process (including preparation of the Request for Proposals [RFP]) and to identify the system and personnel changes that this new system will require. NexLevel was tasked with establishing finance and payroll system requirements, permitting system core requirements, process analysis, and review of City's use of core enabling technology; Henson Consulting was tasked with establishing Information Technology governance with technical committees andPAT's, business process mapping, and establishment of a targeted training program leading up to software implementation. The City will continue to utilize their services in support of installing these software systems, and to reconfigure City processes as a result of these new systems. On May 23, 2013, an RFP was distributed to select a vendor for finance and human resources software systems and associated implementation and training services. Simultaneously, a PAT was established comprised of City staff across affected departments. The PAT set high standards and requestedan expedited implementation schedule from vendors and proof of capability to perform in a timely manner. An expedited implementation schedule allows for a clean conversion to payroll systems between calendar years. It also ensures that the 188 City goes into the next fiscal year with the new system in place to produce enhanced financial reporting and eliminate redundant data entry practices. RFP's were issued to six vendors and the document was posted on the City's website. Two proposals were received and evaluated by the PAT. Both vendors engaged in detailed discussions with staff leading up to the proof of capability exercise. One vendor determined it could not meet the key requirements of the proposal (payroll conversion, cashiering, budget preparation) and withdrew its proposal. The remaining proposer, Tyler, participated in a two -day proof of capabilities demonstration for the PAT to examine the software and verify its capacity. Tyler provides an outstanding product designed for cities the size of La Quinta and is demonstrating a strong willingness to support the City's aggressive schedule and its goal to be the city of the future. Based on criteria identified in the RFP, PAT's full support of the product, and Tyler's ability to work with the City's aggressive implementation timeline, staff recommends that Tyler be awarded the Agreement. Tyler is a publicly traded corporation with an extensive California client list. Tyler's Incode financial and personnel management product suite software will enhance staff's ability to carry out functions while improving customer service. In choosing Tyler, the City will be moving in line with the public sector technology industry and have the ability to seize future technology innovation opportunities in this sector. Tyler will host the software system allowing the City to fully utilize the advantages of cloud based computing, which enables individuals to access programs and applications in a secure environment over the Internet. Choosing this option reduces the upfront cost needed for expensive server equipment, reduces the demand on internal information technology resources, and guarantees usage of the latest technology and industry trends. In the last three years, cloud computing has become a reliable and cost effective alternative. While many public agencies still host their system on site, the future lies in hosting software in the cloud as it eliminates the need for extensive hardware investment and maintenance costs, and reduces the need for heavy on -site IT staff. Features of the New Software • Enhanced data integrity and security with information residing on redundant systems. In addition, the City will purchase the disaster recovery module and retain on -site data backup. • Ipad Financial Management Console will allow for mobile service delivery, automatic data integration when staff is on duty in the field, and ready access to City's system. • Paperless invoicing and software - driven approval to issue payment to vendors. `DR, • Online resident self- service portal for customers to readily access City services like applying, paying, and receiving a business license online. • Online employee self- service portal to allow employees to process human resources - related transactions. • Continuous customer service, online support, and post implementation service support. ALTERNATIVES: The PAT and NexLevel have thoroughly reviewed and evaluated the related software options and could not find a more cost effective or capable vendor. Alternatively, the City can remain with the current outmoded system. Report prepared by: Chris Escobedo, Assistant to City Manager Report approved for submission by: Frank J. Spevacek, City Manager Attachment: 1. Tyler Technologies Agreement `R ßÌÌßÝØÓÛÒÌ ï ïçï ïçî ïçí ïçì ïçë ïçê ïçé ïçè ïçç îðð îðï îðî îðí îðì îðë îðê îðé îðè îðç îïð CITY MEETING DATE: July 16, 2013 ITEM TITLE: DISCUSSION OF THE VISTA SANTA ROSA SPHERE OF INFLUENCE AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: 1 PUBLIC HEARING: RECOMMENDED ACTION: Discuss the current boundary and composition of the Vista Santa Rosa sphere of influence and provide staff direction. EXECUTIVE SUMMARY: • The Vista Santa Rosa (VSR) Sphere of Influence (SOI) was established by the Riverside County Local Area Formation Commission (LAFCO) in April 2006, and encompasses the majority of the Riverside County- designated VSR community. • Multiple parties proposed to annex properties into La Quinta following establishment of the SOL The recent economic recession eliminated these efforts. • Pre - annexation fiscal models identified significant revenue shortfalls in the SOL As a result, several options were considered to address the potential revenue shortfall, including establishing a mitigation payment and /or establishing a community facilities or services district. • The 2035 La Quinta General Plan represents a potential annexation area consistent with the SOL When reviewing the General Plan, Council raised questions regarding the SOI size, the fiscal impact of annexing SOI properties, and the likelihood of annexation. Council requested an opportunity to further discuss the matter at a future date. `A`i FISCAL IMPACT: None at this time. This is an informational report only. BACKGROUND /ANALYSIS: On April 27, 2006, LAFCO approved an SOI for the City of La Quinta (City) encompassing approximately 8,000 acres of the VSR Policy Area. In comparison, the current City limit encompasses 22,855 acres; the SOI's land area represents 35 percent of the current total land acreage in the City. Much of the SOI land use is currently comprised of very low density residential, agriculture production, and open space. During the 2006 -2008 time period, several VSR property owners and land developers expressed annexation interest and identified development proposals. A total of five applications for annexation were in process. The economic recession and subsequent sharp decline in new housing essentially eliminated annexation interest by late 2009. During that same time period, Riverside County established the VSR Task Force in an effort to consider a land use plan representative of the VSR community. A VSR Land Use Concept Plan was ultimately approved by the Board of Supervisors in June 2008. The majority of the SOI is within the former Thermal Redevelopment Agency (Thermal RDA) boundary (approximately 80 percent or 6,435 acres). Most of the current property tax revenue is encumbered by tax allocation bonds. This revenue is being used to repay these bonds; the final bond payment is scheduled to occur in 2035. Given the acute interest by property owners and developers in annexing into the City, staff prepared a fiscal impact analysis that considered the following: • Cost to provide municipal services to City standards. • Feasibility of City funding these services when no property tax revenue would be received from new development due to Thermal RDA. • Cost to rebuild /replace infrastructure that complied with City standards. • New development only funding a portion of these infrastructure costs. • Limited opportunity for commercial development due to both the adopted land use plan and location of existing and planned regional and neighborhood commercial uses. `AV A The analysis identified that a substantial pre- annexation mitigation fee would be necessary (approximately $25k per single - family household) in order to offset the anticipated fiscal revenue deficiency. The 2035 La Quinta General Plan reduced the potential annexation area to be consistent with the SOL In addition, Policy LU -1 .4 requires a Master Plan for the SOI prior to annexation, which also requires an "active and aggressive community participation program." The Master Plan would be specific to the VSR SOI area identifying future land uses and associated physical development impacts serving as a guide for future development of this area. During the General Plan update process, Council requested the opportunity to discuss the SOI at a future date. Additional items for City Council consideration: Land Use /Density: Much debate has previously occurred over the future development potential of VSR. The VRS community desires to protect and maintain the existing low density residential development pattern and agricultural uses versus increasing densities to accommodate suburban residential development similar to what currently exists in neighboring cities. The VSR Land Use Concept Plan embraces this philosophy. SOI Boundary: Discussion and debate regarding VSR annexations surfaced strong VSR community interest to keep the area intact and not have the area divided among the three neighboring cities and the County. This is why the City's previous General Plan established a potential annexation area that encompassed virtually all of VSR. This designation subsequently led to the establishment of the SOL When previously considering annexation requests, the City considered a phased approach, with Jackson Street serving as the eastern boundary of the first phase. However, a phase approach was not embraced by the VSR community. Staff does not know whether or not the community still embraces this all -or- nothing vision. Fiscal Impact: Bond and other debt obligations of the former Thermal RDA encumber current property tax revenue. Should Council wish to entertain SOI annexations, a new fiscal impact analysis should be conducted to determine if, in this post redevelopment world, new property tax revenue from new development would be directed to retire this debt or be available to fund City services. Other Agency Interest: The City of Coachella recently expressed interest in annexing a portion of the SOI due to their water utility service boundary that currently exists north of Avenue 56 and east of Jackson Street. Coachella has several existing utility customers in this area. Staff also recently received correspondence from Riverside LAFCO requesting notification of any anticipated changes to the SOI over the next five years by no later than August 2, 2013. 014191. Going Forward Actions: If the City Council has interest in SOI annexation, staff recommends that the following occur: • Define the SOI territory the Council would consider annexing. • Review these proposed boundaries with Riverside LAFCO, the County, and the VRS community to determine if the "all or nothing" perspective still applies. • If the aforementioned parties would consider options other than the "all or nothing" option, then commission a fiscal impact study to identify the cost and revenue associated with providing municipal services and infrastructure improvements. Report prepared by: Les Johnson, Community Development Director Report approved for submission by: Frank Spevacek, City Manager Attachment: 1 . 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PRESENT: Commissioners Alderson, Weber, Wilkinson, Vice Chair Wright, and Chairperson Barrows ABSENT: None STAFF PRESENT: Community Development Director Les Johnson, Planning Manager David Sawyer, Michelle Molko with Rutan and Tucker, LLP, Principal Planner Wally Nesbit, Assistant Planner Eric Ceja, and Secretary Monika Radeva Commissioner Wright led the Commission in the Pledge of Allegiance. PUBLIC COMMENT - None CONFIRMATION OF AGENDA - Confirmed APPROVAL OF MINUTES Motion — A motion was made and seconded by Commissioners Wright /Weber to approve the Planning Commission Minutes of April 9, 2013, as submitted, with the addition of the following on Page No. 6: Commissioner Weber inquired about Interstate 1 -10 and Jefferson Street freeway interchange shared cost and signage. Staff replied this is a Coachella Valley Association of Governments project and is partially state and federally funded and noted there is a study underway to determine obligation for the remainder of the project cost. Staff also said the signage for the interchange was still being discussed. Motion passed unanimously. 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CITY COUNCIL MEETING OVERSIGHT BOARD MEETING 227 îîè îîç îíð DEPARTMENT REPORT: 5A OF TO: Honorable Mayor and Members of the City Council FROM: Edie Hylton, Community Services Director DATE: July 16, 2013 SUBJECT: Community Services Department Report for June 2013 Upcoming events of the Community Services Department for August 2013: Daily Activities *Computer Lab *Social Bridge *Mah Jongg *Quilters *Movie Time *Wii Bowling /Golf Fitness *Morning Workout *Mat Pilates * Zumba Gold Zumba, Senior Center R.A.D. for Women Basic Physical Defense, Senior Center Leisure *Social Dance Fusion *Let's Make Jewelry Sports Karate /Taekwondo, Senior Center Summer Golf Tour Westin Mission Hills, Gary Player Course Monterey Country Club Classic Club at Palm Desert Desert Willow, Mountain View Course End of Tour Banquet, Desert Willow Golf Resort Events *B & G Back to School Luncheon *Senior Center class or activity `AEI Ý±³³«²·¬§ Í»®ª·½» Ü»°¿®¬³»²¬ ß¬¬»²¼¿²½» Î»°±®¬ º±® Ö«²» îðïí Í«³³¿®§ Í¸»»¬ Í»·±² Ð»® Ó±²¬¸ Ð®±¹®¿³ îðïíîðïîÊ¿®·¿²½» îðïí îðïî Ô»·«®» Ý´¿» ïîð ïïé ííí ëé Í°»½·¿´ Ûª»²¬ îîî èð ïìîí î Í°±®¬ ìîí ìïè ëîï ïè Í»²·±® Ý»²¬»® ëïî ëïð îïðê êç Ì±¬¿´ ïôîéé ïôïîë ïëîïêí ïìê Í»²·±® Í»®ª·½» Í»²·±® Ý»²¬»® îìê îíï ïëîê ïí Ì±¬¿´ îìê îíï ïëîê ïí Í°±®¬ Ë»® Ù®±«° Ô¿ Ï«·²¬¿ Ð¿®µ ßÇÍÑ ïðð ïðð ðïê ïð ÚÝ Ë²·¬»¼ îð ð îðï ð Ü»»®¬ Þ±±¬ Ý¿³° ëð ëð ðç é Í°±®¬ Ý±³°´»¨ ÔÏ Ç±«¬¸ ú Í°±®¬ ß±½ò ìðð íðð ïððîð îï Ý±´±²»´ Ó·¬½¸»´´ Ð¿·¹» Ü»»®¬ Ø»¿¬ Ú«¬¾±´ íð ð íðé ð Ú¿½·´·¬§ñÐ¿®µ Î»²¬¿´ Í»²·±® Ý»²¬»® øÐ®·ª¿¬» Ð¿®¬§÷ ð ð ðð ð øÍ«²¼¿§ Ý¸«®½¸÷ íéë íðð éëë ì Ó«»«³ Ó»»¬·²¹ Î±±³ ëð ð ëðï ð Ô·¾®¿®§ Ý´¿®±±³ ëðð ëðð ðïð ïð Ý·ª·½ Ý»²¬»® Ý¿³°« øÐ®·ª¿¬» Ð¿®¬§÷ ð ð ðð ð Ð¿®µ Î»²¬¿´ Ô¿ Ï«·²¬¿ Ð¿®µ ëð îðð óïëðï ì Ú®·¬¦ Þ«®² Ð¿®µ ð ð ðð ð Ì±¬¿´ ïôëéë ïôìëð ïîëéð ëê Ì±¬¿´ Ð®±¹®¿³ íôðçè îôèðê îçîîëç îïë Ê±´«²¬»»® Ø±«® Í»²·±® Ý»²¬»® ïèï éç ïðî Ì±¬¿´ Ê±´«²¬»»® Ø±«® ïèï éç ïðî îíî Ý±³³«²·¬§ Í»®ª·½» Ü»°¿®¬³»²¬ Ð®±¹®¿³ Î»°±®¬ º±® Ö«²» îðïí îðïí îðïî îðïí îðïî Ð¿®¬·½·°¿²¬ Ð¿®¬·½·°¿²¬ Ê¿®·¿²½» Ó»»¬·²¹ Ó»»¬·²¹ Ô»·«®» Ý´¿»ö Æ«³¾¿ îìðîì 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Ó»³¾»®¸·° Î«¾§ Í¿°°¸·®» Ü·¿³±²¼ É¿´µó·² Ü¿·´§ Ü¿·´§ Ü¿§ Í±´¼ Í±´¼ Í±´¼ Í±´¼ Í±´¼ Ý±«²¬ Ì±¬¿´ ï î î ëî ëê î ð í ïð ïçì îðì ì ç í ïêï ïéí ë ï ïìç ïëð ê ì î ïëí ïëç é í ïðç ïïî è êê êê ç ð ïð é î ïèë ïçì ïï é ï ïêç ïéé ïî ì ï ïêç ïéì ïí í ï ïêð ïêì ïì ë ï ïîí ïîç ïë î ëé ëç ïê ð ð ïé ç ïèð ïèç ïè ì ï î ïêë ïéî ïç ì ïêé ïéï îð î î ïïê ïîð îï ï ï ïðç ïïï îî í êç éî îí ð ð îì è ï ì îðí îïê îë é î ïêì ïéí îê î î ïëé ïêï îé î ïîè ïíð îè ê ì ïîê ïíê îç ëì ëì íð ð íï ð ßÊÙ ìòêè ï ð ð îòðð ïîëòíé ïîè ÌÌÔ ïðí î ð ð íî ííèë íëîî Ì¸» Ù»³ §³¾±´·¦» ¬¸» É»´´²» Í§¬»³ Ú»» Î«¾§ Ô»ª»´ ã üëð øÍ»´ºóÜ·®»½¬»¼ Ð®±¹®¿³å Ñ²» Ç»¿®óÕ»§ Ë»÷ Í¿°°¸·®» Ô»ª»´ ã üïéë øß´´ Î«¾§ Ô»ª»´ Þ»²»º·¬å Ð®»óÚ·¬²» ß»³»²¬ Ì»¬å Ý«¬±³ Ü»·¹²»¼ Ð®±¹®¿³ ¾§ Ð»®±²¿´ Ì®¿·²·²¹ Í¬¿ººå Ð±¬óÚ·¬²» ß»³»²¬ Ì»¬÷ Ü·¿³±²¼ Ô»ª»´ ã üîçë øß´´ Î«¾§ ¿²¼ Í¿°°¸·®» Ô»ª»´ Þ»²»º·¬å Ì¸®»» ß¼¼·¬·±²¿´ Ð»®±²¿´ Ì®¿·²·²¹ Í»·±²÷ ÊñÙÑÜÙÌËëÏÒÚÕËÊÖÙÐÉÑÜÙÌÏØÑÙÑÜÙÌËÖÕÎËËÏÒÚÊÖÝÊÚÝÅ ÊçÝÒÓÕÐËÝÌÙÎÙÏÎÒÙÇÕÊÖÏÉÊÑÙÑÜÙÌËÖÕÎ ½¿®¼ ¬¸¿¬ ¿®» °¿§·²¹ ¿ ¼¿·´§ üë º»»ò ÊúÝÕÒÅÛÏÉÐÊËÝÌÙÊÖÙÐÉÑÜÙÌÏØñÙÑÜÙÌËÊÖÝÊÖÝª» ¸¿¼ ¬¸»·® ³»³¾»®¸·° ½¿®¼ ½¿²²»¼ ¾§ «ò ÊêÖÙÊÏÊÝÒËÝÊÊÖÙÙÐÚÏØÙÝÛÖÌÏÇÝÌÙÊÖÙÊÏÊÝ´ ±º ¿´´ ±º ¬¸» ¿¾±ª» ¬®¿²¿½¬·±² º±® ¬¸» ¼¿§ò îíé îíè DEPARTMENT REPORT: 5B TO: Honorable Mayor and Members of the City Council FROM: Edie Hylton, Community Services Director DATE: July 16, 2013 'FA E: Quarterly Marketing Report Per the City's contract with FG Creative, Inc., the fourth Quarterly Marketi Report for Fiscal Year 2012/13 is attached. I PAIR, îìð îìï îìî îìí îìì îìë îìê îìé îìè îìç îëð îëï îëî îëí îëì îëë îëê Department Report: D 6 TO: Honorable Mayor and Members of the City Council FROM: Timothy R. Jonasson, Public Works Director /City Engineer DATE: July 16, 2013 SUBJECT: PUBLIC WORKS DEPARTMENT REPORT FOR JUNE 2013 1. The Public Works Volunteer /Internship Program began in mid -June and will continue through July. One dozen students are participating from various Coachella Valley high schools. Seven classes are being offered by staff in the areas of: GIS, plan checking, street work, traffic signal operations, maintenance, construction projects, and the land development process. A graduation luncheon is scheduled for July 30. 2. To date, the City's GORequest reporting system has received nearly 2,500 requests from La Quinta citizens as requests for service. A number of citizens are reporting issues with traffic signals, streets, signs, landscaping, and graffiti as they are out and about in the community. Internally, staff has recorded a total of 1,075 work orders totaling 2,930 hours. 3. Granite Construction, the contractor for the Adams Street Bridge Improvement Project, has poured the concrete bridge deck for the eastern half of the bridge. The concrete for the bridge deck is curing while Granite works on the road approaches. Progress on the project is being tracked on the Adams Street Bridge Project Facebook page. The completion date for the bridge is September 2013. 4. The Eisenhower and Calle Sinaloa Roundabout project was awarded to Golden Valley Construction on May 7. The contractor has ground out the existing pavement and removed the conflicting existing curb, gutter, sidewalk and driveways. Currently, the contractor is pouring the concrete for the new curb, gutter and driveways. 257 ëòß¬ ¬¸» Ý·¬§ Ý±«²½·´ ³»»¬·²¹ ±º Ö¿²«¿®§ ïëô îðïíô ¬¸»®» ©¿ ¿ ¼»ª»´±°»® ®»¯«»¬ ¬± »¨¬»²¼ ¬¸» ¬·³» ¬± ½±³°´»¬» ¬¸» ±² ¿²¼ ±ºº ·¬» ·³°®±ª»³»²¬ º±® Ù®·ºº·² Î¿²½¸ øÌ®¿½¬ Ó¿° íîèéç÷ò Ý±«²½·´ ¼·®»½¬»¼ ¬¿ºº ¬± ³±²·¬±® ¬¸» ·¬«¿¬·±² ¿²¼ ¾®·²¹ ¿² «°¼¿¬» ¾¿½µ ¬± Ý±«²½·´ ·² ·¨ ³±²¬¸ò Ý«®®»²¬´§ô ¬¸» ²»© ±©²»® ±º ¬¸» Ù®·ºº·² Î¿²½¸ °®±°»®¬§ · ·² »½®±© ©·¬¸ ¿ ¾«·´¼»® ©¸± · ½¿°¿¾´» ±º ¾«·´¼·²¹ ±«¬ ¬¸» »²¬·®» °®±¶»½¬ô ·²½´«¼·²¹ ½±³°´»¬·²¹ ¬¸» ±² ¿²¼ ±ºº ·¬» ·³°®±ª»³»²¬ò Ì¸»» ²»¹±¬·¿¬·±² ¿®» »¨°»½¬»¼ ¬± ½±²½´«¼» ±² Ö«´§ ïçò Í¬¿ºº · ³±²·¬±®·²¹ ¬¸» ·¬«¿¬·±² ¿²¼ ©·´´ °®±ª·¼» ¿ º±®³¿´ «°¼¿¬» ¬± Ý±«²½·´ ¿¬ ¬¸» ß«¹«¬ ê ³»»¬·²¹ò êòÌ¸» Ý±«²½·´ Ý¸¿³¾»® Ø»¿¬·²¹ô Ê»²¬·´¿¬·±² ¿²¼ ß·® Ý±²¼·¬·±²·²¹ §¬»³ øØÊßÝ÷ ¿²¼ Í·´ª»®Î±½µ ×®®·¹¿¬·±² Î»´±½¿¬·±² °®±¶»½¬ ¿®» ¾±¬¸ ½«®®»²¬´§ ¾»·²¹ ¿¼ª»®¬·»¼ º±® ¾·¼ô ©·¬¸ ¾·¼ ±°»²·²¹ ½¸»¼«´»¼ º±® Ö«´§ îíò îëè Department Report: 7 TO: Honorable Mayor and Members of the City Council FROM: Les Johnson, Community Development Director DATE: June 16, 2013 RE: Community Development Department Report — June 2013 Attached please find the following data for the Planning, Building, and Code Compliance Divisions for the month of June 2013: • Exhibit A — Planning Division monthly report outlining the 8 new cases in process by staff and 23 plan checks. • Exhibit C — Building permit statistics showing year -to -date building permit valuation of $23,417,720, which includes the issuance of 737 building permits. • Exhibit D — Code Compliance statistical report showing 69 initiated cases, 82 completed cases, and $980 generated revenue by garage sale permits. • Exhibit E — Animal Control statistical report identifying that 165 cases were handled by the division. 014 îêð îêï îêî îêí îêì îêë îêê DEPARTMENT REPORT dity of DICE .......... .. . .... .. . .. N Y. KIM îêè îêç îéð îéï îéî îéí îéì îéë îéê îéé îéè îéç îèð îèï îèî îèí îèì îèë îèê îèé îèè îèç îçð QUARTERLY REPORT April -June 2013 E Cpl îçî îçí îçì îçë îçê îçé îçè îçç íðð íðï íðî íðí íðì íðë íðê íðé ø÷ìûêèï÷îèê÷ìíêè íðè