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2014 06 03 CCCity Council agendas and staff reports are now available on the City's web page: www.la-quinta. orq CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBERS 78-495 Calle Tampico, La Quinta REGULAR MEETING ON TUESDAY, JUNE 3, 2014 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 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). CLOSED SESSION CONFERENCE WITH CITY ATTORNEY, ANTICIPATED LITIGATION, INITIATION OF LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9 (c) (1 MATTER) 2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION, PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL APPOINTED POSITION — CITY ATTORNEY 3. PUBLIC EMPLOYEE PERFORMANCE EVALUATION, PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL APPOINTED POSITION — CITY MANAGER CITY COUNCIL AGENDA JUNE 3, 2014 4. 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- 014). PROPERTY 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 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 PAGE ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS COACHELLA VALLEY ECONOMIC PARTNERSHIP PRESENTATION 2. LIBRARY AND MUSEUM QUARTERLY REPORT FOR JANUARY 8 THROUGH MARCH 2O14 CONSENT CALENDAR NOTE: Consent Calendar items are routine in nature and can be approved by one motion. 1 . APPROVE MINUTES OF MAY 20, 2014 14 2. APPROVE CONTRACT EXTENSION WITH VINTAGE ASSOCIATES 20 FOR PARK LANDSCAPE MAINTENANCE SERVICES FOR FISCAL YEAR 2014/15 CITY COUNCIL AGENDA 2 JUNE 3, 2014 PAGE 3. ADOPT RESOLUTIONS (A) CALLING AND GIVING NOTICE OF 24 THE HOLDING OF A GENERAL MUNICIPAL ELECTION ON TUESDAY, NOVEMBER 4, 2014 AND (B) REQUESTING THE COUNTY CONSOLIDATE THE NOVEMBER 4, 2014 MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL ELECTION [RESOLUTION 2014-019 AND RESOLUTION 2014-0201 4. APPROVE THE REDUCTION OF REGULAR CITY COUNCIL 34 MEETINGS TO ONE PER MONTH DURING AUGUST AND SEPTEMBER, 2014 BY CANCELLING THE REGULAR MEETINGS OF AUGUST 19 AND SEPTEMBER 2, 2014 5. DENIAL OF CLAIM FOR DAMAGES FILED BY: DAVID PLOUFFE; 36 DATE OF LOSS - NOVEMBER 16, 2013 6. APPROVE AMENDMENT AND CONTRACT CHANGE ORDER WITH 38 KIRKPATRICK LANDSCAPING SERVICES, INC. FOR CITYWIDE LANDSCAPE MAINTENANCE 7. APPROVE AMENDMENT TO CONTRACT WITH A.M. LASALLE 44 ELECTRIC, INC., FOR LANDSCAPE LIGHTING MAINTENANCE SERVICES 8. APPROVE COMMUNITY SERVICES COMMISSION WORK PLAN 48 FOR FISCAL YEAR 2014/2015 9. APPROVE PROFESSIONAL SERVICES AGREEMENT WITH 62 GRAPHTEK INTERACTIVE FOR DIGITAL MARKETING SERVICES 10. ACCEPT CITY HALL LIGHTING CONVERSION PROJECT 88 11. ACCEPT PREVENTATIVE MAINTENANCE PROJECT: 90 REPLACEMENT OF CITY HALL BUILDING HEATING, VENTILATION AND AIR CONDITIONING SYSTEMS 1 AND 2 12. AUTHORIZE CITY MANAGER TO SUBMIT GRANT APPLICATION 92 TO EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM AND ACCEPT FUNDS CITY COUNCIL AGENDA 3 JUNE 3, 2014 PAGE 13. APPROVE A REQUEST FOR PROPOSALS TO OBTAIN 940 PROFESSIONAL LANDSCAPE ARCHITECTURAL SERVICES FOR NORTH LA QUINTA PARKWAYS AND ENTRYWAYS LANDSCAPE CONVERSION PROJECT 14. AUTHORIZE CITY MANAGER TO SUBMIT A GRANT APPLICATION 104 TO TRILOGY AT LA QUINTA COMMUNITY SERVICES ORGANIZATION FOR A NEW CITIZENS ON PATROL VEHICLE 15. APPROVE DEMAND REGISTER DATED JUNE 3, 2014 106 16. APPROVE MUNICIPAL STORMWATER IMPLEMENTATION AND 124 COST SHARING AGREEMENT WITH RIVERSIDE COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT BUSINESS SESSION 1. SELECT A REPRESENTATIVE TO THE CHAMBER OF COMMERCE 152 WORKSHOP/INFORMATION EXCHANGE COMMITTEE 2. ADOPT RESOLUTIONS APPROVING A MAJOR REVISION TO THE 154 COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN (RESOLUTION 2014-021 AND RESOLUTION 2014- 0221 3. APPROVE THE CITY OF LA QUINTA'S LEGISLATIVE POLICY 169 GUIDE STUDY SESSION 1. DISCUSS FISCAL YEAR 2014/2015 PROPOSED BUDGET — 177 CONTINUED DISCUSSION 2. DISCUSS A SALES TAX SHARING AGREEMENT WITH MICHAEL 181 SHOVLIN FOR CERTAIN IMPROVEMENTS ASSOCIATED WITH 1 1 1 LA QUINTA CENTER REPORTS AND INFORMATIONAL ITEMS 1. CVAG CONSERVATION COMMISSION (Evans) 2. CVAG ENERGY & ENVIRONMENTAL RESOURCES COMMITTEE (Evans) CITY COUNCIL AGENDA 4 JUNE 3, 2014 3. GREATER PALM SPRINGS CONVENTION & VISITORS BUREAU (Evans) 4. ANIMAL CAMPUS COMMISSION (Franklin) 5. CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (Franklin) 6. COACHELLA VALLEY ECONOMIC PARTNERSHIP (Franklin) 7. COACHELLA VALLEY MOUNTAINS CONSERVANCY (Franklin) 8. JACQUELINE COCHRAN REGIONAL AIRPORT AUTHORITY (Franklin) 9. CVAG PUBLIC SAFETY COMMITTEE (Henderson) 10. CVAG TRANSPORTATION COMMITTEE (Henderson) 1 1 . LEAGUE OF CALIFORNIA CITIES DELEGATE (Henderson) 12. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Henderson) 13. CVAG VALLEY -WIDE HOMELESSNESS COMMITTEE (Osborne) 14. DESERT SANDS UNIFIED SCHOOL DISTRICT COMMITTEE (Osborne & Franklin) 15. IID ENERGY CONSUMERS' ADVISORY COMMITTEE (Osborne) 16. CHAMBER OF COMMERCE INFO EXCHANGE COMMITTEE (Adolph) 17. COACHELLA VALLEY WATER DISTRICT JOINT POLICY COMMITTEE (Adolph) 18. CVAG EXECUTIVE COMMITTEE (Adolph) 19. SO. CALIFORNIA ASSOCIATION OF GOVERNMENTS DELEGATE (Adolph) 20. SUNLINE TRANSIT AGENCY (Adolph) 21. PLANNING COMMISSION MINUTES DATED APRIL 22, 2014 189 22. ARCHITECTURAL AND LANDSCAPING REVIEW BOARD MINUTES 195 DATED APRIL 2, 2014 DEPARTMENTAL REPORTS COMMUNITY DEVELOPMENT MONTHLY DEPARTMENT REPORT 199 MAYOR'S AND COUNCIL MEMBER'S ITEMS IF TIME ALLOWS BEFORE PUBLIC HEARINGS SCHEDULED FOR 7:00 P.M., RECESS TO THE SPECIAL MEETING OF THE CITY AS SUCCESSOR AGENCY TO THE DISSOLVED LA QUINTA REDEVELOPMENT AGENCY RECONVENE AT 7:00 P.M. 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 CITY COUNCIL AGENDA 5 JUNE 3, 2014 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). PUBLIC HEARINGS - (7:00 P.M.) For all Public Hearings on the agenda, a completed "Request to Speak" form must be filed with the City Clerk prior to consideration of that item. A person may submit written comments to City Council before a public hearing or appear in support or opposition to the approval of a project(s). If you challenge a project(s) in court, you may be limited to raising only those issues you or someone else raised at the public hearing or in written correspondence delivered to the City at, or prior to the public hearing. PAGE ADOPT RESOLUTION CONFIRMING THE DIAGRAM AND 203 ASSESSMENT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT 89-1, FISCAL YEAR 2014/2015 [RESOLUTION 2014-0231 2. ADOPT RESOLUTION FOR FISCAL YEAR 2014/2015 THROUGH 229 2017/2018 CAPITAL IMPROVEMENT PROGRAM [RESOLUTION 2014- 0241 ADJOURNMENT The next regular meeting of the City Council will be held on June 17, 2014 commencing with closed session at 3:00 p.m. and open session at 4:00 p.m. at the City Hall Council Chambers, 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 on the City's website, 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 May 30, 2014. DATED: May 30, 2014 SUSAN MAYSELS, City Clerk City of La Quinta, California CITY COUNCIL AGENDA 6 JUNE 3, 2014 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. • 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 AGENDA 7 JUNE 3, 2014 PRESENTATION: 2 La Quinta Public Library Quarterly Report January 2014-March 2014 Cirri latinn The La Quinta Public Library circulated 56,336 items in the Third Quarter of 2013- 2014. This comes out to an average of 85 items checked out every hour that the library was open. Ebook checkout is County wide, not by branch, and we are seeing an increase in Ebook use. Nook checkouts have up to 50 books loaded onto each one, which reduces the circulation numbers and the door counts. 2006 2007 2008 2009 2010 2011 2012 2013 2014 January 8,643 8,855 9,521 18,015 25,380 21,981 22,551 23,748 19,396 February 7,275 8,439 13,737 17,852 23,326 22,390 22,142 19,134 17,910 March 8210 8338 15060 20341 23,647 24,201 24,396 19,149 19,030 Public Computer Usage During this quarter, 8,092 computer sessions were logged on the library's 28 public access computers. This is a slight decrease from the third quarter of 2012- 2013, which can be linked to the increase in use of the library's free Wi-Fi access. Public computers are used by all ages and provide an important connection for tourist and short-term visitors to keep in touch with work, family, or to check travel arrangements. I7nnr Cnunt This quarter 53,866 people visited the library to check out materials, read newspapers and magazines, utilize the Internet service, attend programs, and purchase books from the Friends of the Library Book Store. On average, 81 people came into the library every hour. This is a fifteen percent decrease over the same period last year. This decrease is due to the reopening of the Palm Desert Library. 2009 2010 2011 2012 2013 2014 January 15,769 19,308 20,182 19,022 22,071 17,233 February 15,445 18,584 18,559 17,846 20,142 16,576 March 18,994 22,575 23,565 24,396 21,364 20,057 New Borrowers La Quinta Library registered 600 new borrowers during the third quarter. While there are 30,197 borrowers on record for La Quinta, 6,305 separate individuals used their library cards this quarter. A library card is good for three years and is purged after four if there are no fees attached. A card with fees stays until the record is cleared. 8 Library Use From a Non -Library Location Utilizing a computer in a location other than the La Quinta Library, 10,148 La Quinta borrowers accessed the Riverside County Library System's homepage for database access and other types of information. In addition, they placed requests for 5,025 items for later pickup at the library. Weekly Programming A Preschool Storytime for children 3 %2 to 5 years old was held 12 Tuesday mornings during the quarter. A total of 550 children attended. A weekly On -the -Lap Storytime Program for parents with babies and toddlers was held prior to the Preschool Storytime. The 12 programs were attended by 774 participants. Monthly Programs An Evening with Friends is a monthly adult program sponsored by the Friends of the Library. The three monthly programs had 575 in attendance. The Library offers a Family Movie Day on the second Sunday of each month. Depending on the school district's calendar, the Library will also offer a No School Movie Day. Each month the library offers a newly released feature film or a seasonally related classic movie that appeals to the whole family. The four movie days were attended by 85 people. The Beginning Spanish class returned this quarter, thanks to a volunteer instructor, with a total of 8 classes and 48 participants. Other Programs The one-on-one mobile device appointments continued this quarter and had a total of 30 appointments. Computer classes, where patrons learn the basics of using the library's computers, had 6 sessions and 13 total participants. EBook classes resumed this quarter wherein patrons learn how to check out library eBooks. There were 3 classes covering different devices with a total of 10 participants. Vnluntparc During this quarter, 15 volunteers donated 296 hours of time. Volunteers worked in the book store, shelved returned books in the library, helped with programs, and performed a myriad of other tasks. Friends of the Library The La Quinta Friends of the Library continue to offer support in all areas. The Friends provide funds for all special programs, including the movie license, equipment, and refreshment for all library movie programs, as well as materials and incentives for the Summer Reading Program. 0 La Quinta Library Expenditures July 1, 2013 — March 31, 2014 Library Contract Expenditures (LSSI) 7/1 /13 to 9/30/13 10/1 /13 to 12/31/13 1 /1 /14 to 3/31/14 4/1 /14 to 6/30/14 Total Labor & Benefits $94,730.44 $83,040.41 $86,621.68 $264,392.53 Collection/Books $47,570.96 $689.02 $48,259.98 Automation & Courier $12,877.68 $1 1,847.91 $1 1,174.91 $35,900.50 Other Direct Costs $1,645.79 $3,133.17 $1,259.51 $6,038.47 Zone Administration $2,406.63 $2,790.77 $3,273.72 $8,471 .12 Shared Costs $4,525.53 $4,345.38 $3,919.39 $12,790.30 Library Contract Expenditures $116,186.07 $152,728.60 $106,938.23 $ 375,852.90 County Expenditures 7/1/13 to 9/30/13 10/1/13 to 12/31/13 1/1/14 to 3/31/14 4/1/14 to 6/30/14 Total Personnel $1,984.74 $2,399.51 $3,339.54 $7,723.79 Insurance $8,986.42 $992.72 $992.72 $10,971.86 Miscellaneous Expenses $54.43 $17.56 $71.99 Special Program Expenses $679.01 $504.73 $1,183.74 Accounting Costs $92.77 $139.03 $134.05 $365.85 Travel and Conferences $13.43 $24.74 $38.17 Support Services $11,749.93 $49,981.71 $33,488.52 $95,220.16 County Expenditures $23,560.73 $54,060.00 $37,954.83 $115,575.56 TOTAL EXPENDITURES $139,746.80 $ 206,788.60 $144,893.06 $491,428.46 `u] La Quinta Museum Quarterly Report January — March 2014 Visitors 1,828 people visited the Museum this quarter. Exhibits The La Quinta Then and Now exhibit opened to showcase how the community developed from an unforgiving desert landscape into the agricultural and hospitality industries of today. Early maps and images contrast with how places and structures have evolved into what we see now. The first floor gallery remained dedicated to local history including Cahuilla Indian and native animal dioramas as well as displays on the La Quinta Hotel and the Desert Club. Programming First Friday events included jazz vocalist Linda Tate, City Manager Frank Spevacek's past, present and future vision for La Quinta, and M.J. Outcault Hill's presentation on the local history of ranches, homesteads and hideaways. Creative Friday craft programs continued as an adjunct to the past fall's Creativity exhibit. Classes were held every other Friday and emphasized reusing and recycling objects into something useful. An Osher bonus lecture on the formation of the Salton Sea was sponsored by the Museum for 125 devotees of lifelong learning. Preschool Story Time for children ages 3-5, held the first Wednesday of each month, was attended by a total of 104 children. Gift Shop Total gift shop sales this quarter were $3,581 — almost doubled from the $1,831 from the same quarter the previous year. `V, La Quinta Museum Expenditures July 1, 2013 — March 31, 2014 Museum Personnel 7/1/13 to 10/1/13 to 1/1/14 to 4/1/14 to Costs 9/30/13 12/31/13 3/31/14 6/30/14 Total Salaries $29,625.00 $29,625.00 $29,625.00 $88,875.00 Total Personnel Costs $29,625.001 $29,625.001 $29,625.001 $88,875.00 Museum Programming Costs 7/1/13 to 9/30/13 10/1/13 to 12/31/13 1/1/14 to 3/31/14 4/1/14 to 6/30/14 Total Special Speaker $2,684.50 $1,676.65 $4,361.15 Printing $206.00 $114.291 $74.941 $395.23 Total Programming Costs 1 $206.00 $2,798.79 $1,751.59 $4,756.38 Other Costs 7/1/13 to 9/30/13 10/1/13 to 12/31/13 1/1/14 to 3/31/14 4/1/14 to 6/30/14 Total Travel $ 29.38 $ 61.05 $ 90.43 Supplies $1,153.1 1 $3,401 .52 $647.72 $5,202.35 Gift Shop Supplies $581.32 $2,640.71 $1,807.79 $5,029.82 Miscellaneous $1,543.00 $611.60 $2,154.60 Total Other Costs $1,734.43 $7,614.61 $3,128.161 $12,477.20 TOTAL EXPENDITURES $31,565.43 $40,038.40 $34,504.75 $106,108.58 13 CONSENT: 1 CITY COUNCIL MINUTES TUESDAY, MAY 20, 2014 A regular meeting of the La Quinta City Council was called to order at 3.01 p.m. by Mayor Adolph. PRESENT: Councilmembers Evans, Franklin, Henderson, Osborne, Mayor Adolph ABSENT: None PUBLIC COMMENT ON MATTERS NOT ON AGENDA — None CLOSED SESSION 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 777-490-014). PROPERTY NEGOTIATORS: JOHN GAMLIN, MERIWETHER COMPANIES; ROBERTS. GREEN, JR., THE ROBERT GREEN COMPANY 2. CONFERENCE WITH LABOR NEGOTIATOR TERRY DEERINGER REGARDING NEGOTIATIONS WITH THE LA QUINTA CITY EMPLOYEES ASSOCIATION PURSUANT TO GOVERNMENT CODE SECTION 54957.6 MEET AND CONFER PROCESS 3. CONFERENCE WITH THE CITY'S REAL PROPERTY NEGOTIATOR, FRANK J. SPEVACEK, PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF REAL PROPERTY LOCATED IN THE LA QUINTA VILLAGE, EAST OF DESERT CLUB DRIVE, SOUTH OF AVENIDA LA FONDA (APN 770-125-002). PROPERTY OWNER/NEGOTIATOR: MR. AND MRS. WILLIAM RICHARDSON 4. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION — SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO SUBDIVISION (b) OF GOVERNMENT CODE SECTION 54956.9 (ONE MATTER) COUNCIL RECESSED TO CLOSED SESSION AT 3:03 P.M. CITY COUNCIL MINUTES MAY 20, 2014 14 MAYOR ADOLPH RECONVENED THE CITY COUNCIL MEETING AT 4:04 P.M. WITH ALL MEMBERS PRESENT. NO ACTIONS WERE TAKEN IN CLOSED 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 ON MATTERS NOT ON AGENDA PUBLIC SPEAKER: Dave Heckman, La Quinta — Mr. Heckman suggested that the City require landlords to buy a business license, which would require an ordinance instead of a public vote. A $50 fee per unit could be charged and the landlord may deduct it from tax returns. The revenues would go into the general fund. He would like to see a lot of the revenues spent on code enforcement. CONFIRMATION OF AGENDA Councilmember Osborne requested that Consent Calendar Item No. 5 be pulled for a separate vote. Council concurred. ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS — None CONSENT CALENDAR 1. APPROVE MINUTES OF MAY 6, 2014 2. APPROVE DEMAND REGISTER DATED MAY 20, 2014 3. RECEIVE AND FILE TREASURER'S REPORT DATED FEBRUARY 28, 2014 4. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORTS DATED FEBRUARY 28, 2014 5. pulled by Councilmember Osborne for a separate vote >>> ADOPT RESOLUTION MAKING A PUBLIC INTEREST FINDING TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH NAI CONSULTING, INC. TO PROVIDE PROJECT MANAGEMENT AND CONTRACT ADMINISTRATIVE SUPPORT SERVICES [RESOLUTION 2014-018] 6. AUTHORIZE OVERNIGHT TRAVEL FOR PERMIT OPERATIONS SUPERVISOR TO ATTEND CRW PERMIT SOFTWARE TRAINING ON JUNE 16-20, 2014 IN CARLSBAD, CALIFORNIA 7. APPROVE AGREEMENT FOR FUNDING OF SCHOOL RESOURCE OFFICERS WITH DESERT SANDS UNIFIED SCHOOL DISTRICT CITY COUNCIL MINUTES 2 MAY 20, 2014 W 8. AWARD CONTRACT TO GRANITE CONSTRUCTION COMPANY FOR PHASE I PAVEMENT MANAGEMENT PLAN STREET IMPROVEMENTS MOTION — A motion was made and seconded by Councilmembers Henderson/Franklin to approve the Consent Calendar Item Nos. 1-4 and 6-8 as recommended. Motion passed unanimously. Item No. 5 — Councilmember Osborne noted that he will abstain from voting on this item due to a conflict of interest because this contractor is a business client. MOTION — A motion was made and seconded by Councilmembers Henderson/Franklin to approve Consent Calendar Item No. 5 by adopting Resolution 2014-018. Motion passed: ayes 4, noes 0, abstain 1 (Osborne). Item No. 7 - Councilmember Evans said she was pleased to see that Desert Sands Unified School District will restore, over the next two years, their share of the cost associated with the School Resource Officer, which the City funded for the District when they experienced a financial crisis. This will continue to ensure public safety in La Quinta schools. BUSINESS SESSION 1. APPOINT A COUNCIL SUBCOMMITTEE ON ECONOMIC DEVELOPMENT Chris Escobedo, Assistant to the City Manager, presented the staff report, which is on file in the City Clerk's Office. MOTION — A motion was made and seconded by Councilmembers Evans/Henderson to appoint Councilmembers Osborne and Franklin to a council subcommittee on economic development. Councilmembers Osborne and Franklin noted their willingness to accept the appointment. Motion passed unanimously. 2. DISCUSS AND PROVIDE DIRECTION ON A SALES TAX MEASURE FOR THE NOVEMBER 2014 ELECTION Chris Escobedo, Assistant to the City Manager, presented the staff report, which is on file in the City Clerk's Office. All Councilmembers agreed that a sales tax measure was necessary. They discussed percentage amount options, timeframe, ramifications for residents, public education efforts needed, community receptiveness, pending state actions that may affect City options, a public survey and other preparations precedent to putting a measure on the ballot, and pros and cons of aiming for the 2014 versus 2016 ballot. City Manager Spevacek estimated that a public survey on the matter could be constructed and conducted by the end of June with results available shortly thereafter. CITY COUNCIL MINUTES 3 MAY 20, 2014 ill MOTION — A motion was made and seconded by Councilmembers Evans/Osborne to conduct a survey/initial education opportunity regarding the issues surrounding the need for a sales tax increase prior to making a decision to add a measure to the November 2014 ballot. Motion passed unanimously. STUDY SESSION 1. DISCUSS FISCAL YEAR 2014/2015 PROPOSED BUDGET City Manager Spevacek and all Department Directors presented the staff report, which is on file in the City Clerk's Office. Councilmembers examined and discussed revenue estimates; Public Employees' Retirement System funding; insurance rates and creation of an insurance reserve fund; vehicle replacement; transfers to the SilverRock fund; Transient Occupancy Tax revenue forecast and efforts to expand registration, and; adding to the City's special event lineup, the Black History Month event currently organized and funded by Mr. Eddie Gilreath. PUBLIC SPEAKER: Janet Seto, Laura Spradlin and Tammi Monroy, La Quinta Middle School Administrators — The Administrators explained the various programs underway at the Middle School, which focus on fitness, health and nutrition. They hope to establish the school as the State's first health and fitness magnet school and requested City support and funding in the amount of $25,000. Councilmembers requested more information about how the $25,000 would be spent, if funded, and asked school administrators to return with the standard budget and program information required of all grant applicants. PUBLIC SPEAKER: Kay Wolff, La Quinta — Ms. Wolff reminded Councilmembers that pruning and thinning vegetation in the Preserve accomplishes two objectives- visibility/safety and helps eliminate the spread of non-native plants. She asked Council to approve $10,000 in the 2014/15 budget for this service. REPORTS AND INFORMATIONAL ITEMS La Quinta's representative for 2014, Councilmember Evans reported on her participation in the following organizations meeting: • GREATER PALM SPRINGS CONVENTION & VISITORS BUREAU La Quinta's representative for 2014, Councilmember Franklin reported on her participation in the following organizations meeting: • ANIMAL CAMPUS COMMISSION • COACHELLA VALLEY MOUNTAINS CONSERVANCY CITY COUNCIL MINUTES 4 MAY 20, 2014 `rl La Quinta's representative for 2014, Councilmember Henderson reported on her participation in the following organizations meeting: • CVAG PUBLIC SAFETY COMMITTEE • LEAGUE OF CALIFORNIA CITIES La Quinta's representative for 2014, Mayor Adolph reported on his participation in the following organizations meeting: • SUNLINE TRANSIT AGENCY DEPARTMENT REPORTS Department Reports were received and filed. Copies are available in the City Clerk's office. MAYOR'S AND COUNCIL MEMBER'S ITEMS Councilmember Evans noted that she attended the United Way fundraising gala, met the new Executive Director, and believes that La Quinta representation may be requested as United Way reevaluates their activities in the desert. Councilmember Evans said she attended the ribbon -cutting for the East County Emergency Operation Center (EOC) in Indio, which is located in the old sheriff's station. It is something the County and Valley needed and is a great compliment to La Quinta's EOC. It will be the main hub for eastern Riverside County in the event of a large-scale emergency. Mayor Adolph said that Trini Lopez, American singer, guitarist and actor, was the speaker at last week's CalState University Associates program. His latest video recording was done in the La Quinta Cove and the location is mentioned several times in the video. PUBLIC SPEAKER: Dave Heckman, La Quinta — Mr. Heckman complimented Anthony Moreno, Code Compliance Supervisor, on the excellent job he does. Mr. Heckman said all City employees are amazing and very knowledgeable. He cautioned Council to be aware of increases planned by other public entities such as the water district before increasing the City's sales tax. He said he was not in favor of water features at SilverRock but preferred something similar to the landscaping and public art featured at Bighorn Golf Club. PUBLIC HEARINGS — None COUNCIL RECESSED TO CLOSED SESSION AT 7:03 P.M. CITY COUNCIL MINUTES 5 MAY 20, 2014 18 MAYOR ADOLPH RECONVENED THE CITY COUNCIL MEETING AT 8:25 P.M. WITH ALL MEMBERS PRESENT. NO ACTIONS WERE TAKEN IN CLOSED SESSION THAT REQUIRES REPORTING PURSUANT TO GOVERNMENT CODE SECTION 54957.1 (BROWN ACT). ADJOURNMENT There being no further business, a motion was made and seconded by Councilmembers Evans/Osborne to adjourn at 8.25 p.m. Motion passed unanimously. Respectfully submitted, SUSAN MAYSELS, City Clerk City of La Quinta, California CITY COUNCIL MINUTES 6 MAY 20, 2014 `N CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: APPROVE A CONTRACT EXTENSION WITH VINTAGE ASSOCIATES FOR PARK CONSENT CALENDAR: 2 LANDSCAPE MAINTENANCE SERVICES FOR FISCAL STUDY SESSION: YEAR 2014/15 PUBLIC HEARING: RECOMMENDED ACTION: Approve a one-year contract extension and reinstate tree maintenance and dog park over -seeding for park landscape maintenance services and authorize the City Manager to execute the extension. EXECUTIVE SUMMARY: • The City has a park maintenance contract with Vintage Landscape; the contract is renewed annually and allows the City to extend the contract each year over a four year period. • This one-year extension would be the fourth extension, and would also reinstate tree maintenance for $10,000/year and dog park over -seeding for $2,000/year. This increased maintenance would occur during Fiscal Year 2014/15. FISCAL IMPACT: The current annual cost of this contract is $493,100. Reinstating tree maintenance and dog park over -seeding will increase the contract to $505,100 annually. BACKGROUND/ANALYSIS: On May 4, 2010, the City Council awarded a contract to Vintage Landscape, a division of Vintage Associates, Inc., for park landscape maintenance services in the amount of $388,380. The contract was for a period of one year with a provision for four one-year extensions, not to exceed a total contract length of five years. `11 On June 15, 2010, Council approved Contract Change Order No. 1 in the amount of $121,920 for the Bear Creek Trail and Seasons Retention Basin to be maintained under the Parks Maintenance Contract (previously maintained under the Lighting and Landscape Contract) due to recreational uses at these facilities. On September 21, 2010, Council approved Contract Change Order No. 2 for the maintenance of the sports fields at Colonel Paige Middle School under the terms of the May 18, 2010 Joint Use Agreement with the Desert Sands Unified School District. The annual cost for the maintenance was $26,400. On June 6, 2011, Council approved Contract Change Order No. 3 for a one-year contract extension with no cost increase. On June 5, 2012, Council approved Contract Change Order No. 4 for a one-year extension and service reductions for a cost savings in the amount of $43,600. The reductions, starting July 1, 2012, included: Discontinuing winter park over -seeding < $13,600> Reducing tree pruning to safety only < $10,000> Reducing landscape labor by .5 full-time employee < $10,000> Eliminating the Desert ARC Program < $10,000> On May 7, 2013, Contract Change Order No. 5 was approved for a one-year extension with no changes to the contract amount. The City reduced park maintenance in order to decrease operating budget expenses when faced with budget deficits. These reductions, however, have deteriorated turf conditions at the dog parks to a point where they are now worn to expose dirt. Staff recommends reinstating over -seeding to strengthen the turf. Winter grass will provide a growing ground cover while protecting the dormant Bermuda grass underneath. Staff also recommends reinstating park tree maintenance to improve appearance and reduce damage and replacement. ALTERNATIVES: Should Council choose not to extend the landscape contract, staff would solicit new bids for maintenance services. Report prepared by: Steve Howlett, Parks, Golf, & Facilities Manager Report approved for submission by: Edie Hylton, Community Services Director Attachment: 1. Contract Change Order No. 6 N ATTACHMENT 1 4 4 a" Sheet 1 of 1 CONTRACT CHANGE ORDER NO. 6 PROJECT NO. 2009-20 CONTRACT: Park Landscape Maintenance Services CONTRACTOR: Vintage Associates, Inc. **************************************************************************************** Pursuant to the terms of the original Contract Agreement, you are hereby directed to make the herein described changes or do the following described work not included in the plans and specifications for this Contract. Unless otherwise stated all work shall conform to the terms, -general -conditions, -and special provisions of the original Contract. DESCRIPTION OF CHANGES EFFECTIVE JULY 1, 2014: Contract extension for Fiscal Year 2013/2014. Reinstate tree maintenance for $10,000/yr. Reinstate dog park over -seeding for $2,000/yr. Original Contract Amount $388,380 Change Order Nos. 1 through 5 $104,720 Add This Change Order No. 6 $12,000 Revised Contract Total $505,100 By reason of this contract change order the time of completion is adjusted as follows: The contract completion date is June 30, 2015. Submitted By: Date: Approved By: Date: We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, perform all labor, except as may be noted above, and perform all services necessary to complete the above specified work, and hereby accept as full payment the amount shown above, which includes all direct and indirect overhead expenses for any delays. Accepted By: Title:. Contractor: Vintage Associates, Inc. Date: `, 23 C3 - P �a C Of CI / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: ITEM TITLE: ADOPT RESOLUTIONS (A) CALLING AND BUSINESS SESSION: GIVING NOTICE OF THE HOLDING OF A GENERAL CONSENT CALENDAR: 3 MUNICIPAL ELECTION ON TUESDAY, NOVEMBER 4, 2014 AND (B) REQUESTING THE COUNTY STUDY SESSION: CONSOLIDATE THE NOVEMBER 4, 2014 MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL PUBLIC HEARING: ELECTION RECOMMENDED ACTION: Adopt a resolution calling and giving notice of the holding of a General Municipal Election on Tuesday, November 4, 2014, for the election of certain officers as required by the provisions of the laws of the State of California. Adopt a resolution requesting that the Board of Supervisors of Riverside County consolidate a General Municipal Election to be held on November 4, 2014 with the statewide General Election to be held on that same date. EXECUTIVE SUMMARY: • On November 4, 2014, La Quinta voters will elect a Mayor for a two-year term, and two Councilmembers for four-year terms. • The filing period for candidate nomination papers will open on July 14, 2014 and close on August 8, 2014. The filing period will be extended to August 13, 2014, if an incumbent does not file for his/her office by the August 8 deadline. • The deadline for submitting the two attached election resolutions to the County is June 27, 2014. • Should Council adopt a resolution or ordinance setting forth a measure to be placed on the 2014 ballot, the submission deadline to the County as well as the publication deadline for that measure would be August 8, 2014. 24 FISCAL IMPACT: The Riverside County Registrar of Voters has provided a cost estimate of $45,000 to $50,000 for consolidated election services. Variables affecting the final amount include the number of jurisdictions that participate, the final number of registered voters receiving pamphlets, the number of measures added to the pamphlet, and increases to postage, paper, gas, vendor and staff costs. BACKGROUND/ANALYSIS: The purpose of the first resolution is to comply with State and County laws by officially calling for an election and formally giving notice that an election will occur, the date and times, and the offices and terms to be placed on the ballot. La Quinta's municipal elections are governed by a City Ordinance, which sets the Election Day as the first Tuesday after the first Monday in November of even -numbered years. State and County law further required the adopted resolution to be submitted no later than one hundred thirty (130) days prior to Election Day (June 27, 2014). The purpose of the second resolution is to request that the Board of Supervisors permit consolidation of La Quinta's municipal election with the statewide election administered by the County, and La Quinta's agreement to reimburse the County for its share of the costs. La Quinta has consolidated its municipal elections with the County since incorporation in 1982. The services provided by the County Registrar of Voters are ballot design, printing, mailing, polling place coordination and staffing, poll worker education, ballot collection, tallying and publication, and voter registration and database maintenance. As with the first resolution, this one must also be submitted no later than one hundred thirty (130) days prior to Election Day. Submission of these resolutions by the June 27t" deadline does not preclude the City Council from subsequently adding a municipal ballot measure for this election by August 8t" if it so chooses. ALTERNATIVES: To remain in compliance with City, County and State laws, adoption of these two resolutions is necessary. The only alternative would be to delay action until the next regular Council meeting on June 17, 2014. Report prepared by: Susan Maysels, City Clerk Report approved for submission by: Frank J. Spevacek, City Manager `I RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA CALLING AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 4, 2014 FOR THE ELECTION OF CERTAIN OFFICERS WHEREAS, under the provisions of the laws of the State of California and the City of La Quinta, a General Municipal Election shall be held on Tuesday, November 4, 2014, for the election of Municipal Officers; NOW THEREFORE BE IT RESOLVED, the City Council of the City of La Quinta, California hereby does declare, determine and order as follows: SECTION 1. That pursuant to the requirements of the State of California relating to General Law and Charter Cities and La Quinta Ordinance 327, there is called and ordered to be held in the City of La Quinta, California, on Tuesday, November 4, 2014, a General Municipal Election for the purpose of electing one (1) Mayor for the full term of two years and two (2) Members of the City Council for full terms of four years. SECTION 2. That the ballots to be used at the election shall be in the form and content as required by law. SECTION 3. That the City Clerk is authorized, instructed and directed to procure and furnish any and all official ballots, notices, printed matter and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the election. SECTION 4. That the polls for the election shall be open at seven o'clock a.m. of the day of the election and shall remain open continuously from that time until eight o'clock p.m. of the same day when the polls shall be closed, except as provided in §14401 of the Elections Code of the State of California. SECTION 5. That in all particulars not recited in this resolution, the election shall be held and conducted as provided by law for holding municipal elections. SECTION 6. That notice of the time and place of holding the election is given and the City Clerk is authorized, instructed and directed to give further notice of the election, in time, form and manner as required by law. SECTION 7. That the City Clerk shall certify to the passage and adoption of this Resolution and enter it into the permanent record of resolutions. `I Resolution No. 2014- Calling Election November 4, 2014 Adopted: June 5, 2012 Page 2 of 3 PASSED, APPROVED AND ADOPTED at a regular meeting of the La Quinta City Council held on this 3rd day of June 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: DON ADOLPH, Mayor City of La Quinta, California ATTEST: SUSAN MAYSELS, City Clerk City of La Quinta, California [CITY SEAL] APPROVED AS TO FORM- M. KATHERINE JENSON, City Attorney City of La Quinta, California `mil Resolution No. 2014- Calling Election November 4, 2014 Adopted: June 5, 2012 Page 3 of 3 STATE OF CALIFORNIA COUNTY OF RIVERSIDE CITY OF LA QUINTA I, SUSAN MAYSELS, City Clerk of the City of La Quinta, California, do hereby certify that the foregoing is a full, true and correct copy of Resolution No. 2014- II -NT E- PR , adopted by the La Quinta City Council on the 3rd day of June 2014 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA CALLING AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 4, 2014 FOR THE ELECTION OF CERTAIN OFFICERS Dated: II-IIITII -III% SUSAN MAYSELS, City Clerk City of La Quinta, California 28 `IN RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, REQUESTING THAT THE BOARD OF SUPERVISORS OF THE COUNTY OF RIVERSIDE, CALIFORNIA CONSOLIDATE A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 4, 2014 WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON THAT DATE PURSUANT TO §10403 OF THE ELECTIONS CODE WHEREAS, a General Municipal Election is to be held in the City of La Quinta, California, on Tuesday, November 4, 2014, for the purpose of the electing a Mayor, and two Members of the City Council; and WHEREAS, it is desirable that the General Municipal Election be consolidated with the statewide General Election to be held on the same date and that within the city, the precincts, polling places and election officers of the two elections be the same, and that the election department of the County of Riverside canvass the returns of the General Municipal Election and that election be held in all respects as if there were only one election; NOW THEREFORE, The city council of the City of La Quinta does resolve, declare, determine and order as follows: SECTION 1. That pursuant to the requirements of §10403 of the Election Code, the Board of Supervisors of the County of Riverside is hereby requested to consent and agree to the consolidation of a General Municipal Election with the Statewide General Election on Tuesday, November 4, 2014, for the purpose of the election of a Mayor for a term of two (2) years, and two Members of the City Council for a term of four (4) years. SECTION 2. That the county election department is authorized to canvass the returns of the General Municipal Election. The election shall be held in all respects as if there were only one election, and only one form of ballot shall be used. SECTION 3. That the Board of Supervisors is requested to issue instructions to the county elections department to take any and all steps necessary for the holding of the consolidated election. SECTION 4. That the City of La Quinta recognizes that additional costs will be incurred by the County by reason of this consolidation and agrees to reimburse the County for any costs. SECTION 5. That the City Clerk is hereby directed to file a certified copy of this resolution with the Board of Supervisors and the county election department of the County of Riverside. Resolution No. 2014 - Consolidation of Election - Nov. 4, 2014 Adopted: June 3, 2014 Page 2 of 3 SECTION 6. That the City Clerk shall certify to the passage and adoption of this resolution and enter it into the permanent record of resolutions. PASSED, APPROVED AND ADOPTED this 3rd day of June 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: DON ADOLPH, Mayor City of La Quinta, California ATTEST: SUSAN MAYSELS, City Clerk City of La Quinta, California [CITY SEAL] APPROVED AS TO FORM- M. KATHERINE JENSON, City Attorney City of La Quinta, California Resolution No. 2014 - Consolidation of Election - Nov. 4, 2014 Adopted: June 3, 2014 Page 3 of 3 STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) CITY OF LA QUINTA ) I, SUSAN MAYSELS, City Clerk of the City of La Quinta, California, do hereby certify that the foregoing is a full, true and correct copy of Resolution No. 2014- II-NTE-RN, adopted by the La Quinta City Council on the 3rd day of June 2014 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, REQUESTING THAT THE BOARD OF SUPERVISORS OF THE COUNTY OF RIVERSIDE, CALIFORNIA CONSOLIDATE A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 6, 2012 WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON THAT DATE PURSUANT TO §10403 OF THE ELECTIONS CODE Dated: II-IIITII -III% SUSAN MAYSELS, City Clerk City of La Quinta, California K3: 33 rrvrk ��wxao-n�'Qr �a G Of � 9� CITY / SA/ HA/ FA MEETING DATE: June 3, 2014 ITEM TITLE: APPROVE THE REDUCTION OF REGULAR CITY COUNCIL MEETINGS TO ONE PER MONTH DURING AUGUST AND SEPTEMBER 2014 BY CANCELLING THE REGULAR MEETINGS OF AUGUST 19 AND SEPTEMBER 2, 2014 RECOMMENDED ACTION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 4 STUDY SESSION: PUBLIC HEARING: Approve the reduction of regular City Council meetings to one per month during August and September 2014 by cancelling the regular meetings of August 19 and September 2, 2014. EXECUTIVE SUMMARY: • Council traditionally modifies its meeting schedule during summer months if there are no known time -sensitive matters requiring Council action. • Advance notice of cancelled meetings allows Councilmembers, staff and the public to properly plan for deadlines, workflow and vacations. FISCAL IMPACT: There would be a cost savings consisting of the time and materials associated with production and delivery of two agenda packets. Staff time associated with report writing, review and production of agenda packets would be diverted to special projects in every department. BACKGROUND/ANALYSIS: The recommended summer meeting schedule is as follows: July 1 regular meeting July 15 regular meeting August 5 regular meeting August 19 CANCELLED 34 September 2 CANCELLED September 16 regular meeting Should a pressing situation or matter require Council direction or action before the next regular meeting, a special meeting will be called. However, review of matters that are scheduled for Council consideration indicates that City business would not be impacted by canceling these meetings. ALTERNATIVES: Council may select alternate dates for cancelled meetings, cancel only one meeting, cancel more than two meetings or cancel no meetings. Report prepared by: Susan Maysels, City Clerk Report approved for submission by: Frank J. Spevacek, City Manager Z w OF Ll�� CITY / SA/ HA/ FA MEETING DATE: June 3, 2014 ITEM TITLE: DENIAL OF CLAIM FOR DAMAGES FILED BY: DAVID PLOUFFE; DATE OF LOSS — NOVEMBER 16, 2013 RECOMMENDED ACTION: Deny the claim for damages of David Plouffe in its entirety. EXECUTIVE SUMMARY: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: A claim was filed by David Plouffe with a reported date of loss of November 16, 2013. It was forwarded to Carl Warren & Company, the City's claims administrator. Carl Warren reviewed the claim and recommends denial. FISCAL IMPACT: Stated damages are in excess of $25,000. BACKGROUND/ANALYSIS: The claim is for personal injuries resulting from an automobile collision that involved a City of La Quinta Police Department patrol vehicle. As the City contracts with the Riverside County Sheriff's Department for police services, Carl Warren will be forwarding the claim to the County. ALTERNATIVES: The City's claims administrator is relied on to perform an accurate and thorough preliminary assessment of the claim from a liability standpoint and has recommended rejection of this claim because the City's police services contract charges the County with the responsibility to handle claims related to accidents involving patrol vehicles. Staff does not, therefore, recommend an alternative action. Report prepared by: Terry Deeringer, Human Resources, General Services Manager Report approved for submission by: Frank J. Spevacek, City Manager la��u.�vctc�,c G� OF9 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: APPROVE AMENDMENT AND CONTRACT CHANGE ORDER WITH KIRKPATRICK LANDSCAPING CONSENT CALENDAR: 6 SERVICES, INC. FOR CITYWIDE LANDSCAPE STUDY SESSION: MAINTENANCE PUBLIC HEARING: RECOMMENDED ACTION: Approve Amendment No. 1 to the contract with Kirkpatrick Landscape Services, Inc., to continue City-wide landscape maintenance service for one additional year (July 1, 2014 through June 30, 2015); approve Contract Change Order No. 3; and authorize the City Manager to execute both subject to minor revisions by the City Attorney. EXECUTIVE SUMMARY - The City-wide landscape contract provides landscape maintenance for all public medians, parkways and retention areas in order to provide safe and aesthetically pleasing streetscapes throughout the City. • The City has a contract with Kirkpatrick Landscaping Services, Inc. ("Kirkpatrick") for the maintenance work in the amount of $403,360.38, which will expire on June 30, 2014. • Amendment No. 1 (Attachment 1) will extend the contract for one year. • Contract Change Order No. 3 (Attachment 2) will increase the contract amount by $30,831.40 in order to provide for additional landscape areas that will be added to the contract as well as cover increased labor costs resulting from the State's minimum wage increase, which will go into effect on July 1, 2014. FISCAL IMPACT: The proposed increase to the $403,360.38 contract is $30,831.40. The total amount would be $434,191.78, which is budgeted in the Landscape and Lighting Contract Maintenance Account of the proposed Fiscal Year 2014/2015 Budget. 38 BACKGROUND/ANALYSIS- The Citywide landscape maintenance program provides for daily, weekly and monthly maintenance of all landscaped areas located within the City's right-of-way. The program provides landscape maintenance for all public medians, parkways and retention areas in order to provide safe and aesthetically pleasing streetscape throughout the City. On June 4, 2013, the City Council awarded a contract to Kirkpatrick in the amount of $419,925.38, for the Citywide Landscape Maintenance, Project No. LMC 2012-11. The contract primarily serves the City-wide Lighting and Landscape Assessment District No. 89- 1. During the past year, staff has cut the amount of the original contract to $403,360.38 in order to reduce expenditures in the District, which has operated at a deficit since 1997. Kirkpatrick is requesting that the contract amount be increased by $30,831.40 in order to account for additional landscape areas at the Calle Sinaloa/Eisenhower Drive roundabout that will be added to the contract (totaling $2,031.40) as well as the increase in labor costs due to the upcoming minimum wage increase (totaling $28,800). The contract allows four, one-year extensions renewable at the beginning of each fiscal year through Fiscal Year 2017/2018 at the City's discretion if the contractor performs in a satisfactory manner. It may be terminated with a 30-day notice to the contractor. Staff believes this Coachella Valley contractor has performed satisfactorily and recommends approval of the contract extension and change order. ALTERNATIVES: Advertise the contract for bids. However, because it is unlikely that this would result in a lower cost for these services, staff does not recommend this alternative at this time. Report prepared by: James Lindsey, Maintenance Manager Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer Attachments: 1. Amendment No. 1 2. Contract Change Order No. 3 K1*7 ATTACHMENT 1 AMENDMENT NO. 1 TO AGREEMENT WITH KIRKPATRICK LANDSCAPING SERVICES, INC., FOR PROJECT NO. LMC 2012-11, CITYWIDE LANDSCAPE MAINTENANCE SERVICES FOR LANDSCAPE & LIGHTING DISTRICT 89-1 THIS AMENDMENT NO. 1 TO THE AGREEMENT WITH KIRKPATRICK LANDSCAPING SERVICES, INC., FOR PROJECT NO. LMC 2012- 11,CITYWIDE LANDSCAPE MAINTENANCE SERVICES FOR LANDSCAPE & LIGHTING DISTRICT 89-1 ("Amendment No. 1") is made and entered into as of the 1 day of July , 2014 ("Effective Date"), by and between the CITY OF LA QUINTA, ("City"), a California municipal corporation, and Kirkpatrick Landscaping Services, Inc. ("Contractor'). RECITALS A. On or about June 4, 2013 the City and Contractor entered into an Agreement for Project No. LMC 2012-11, Landscape Maintenance Services for Landscape & Lighting District 89-1. The term of this original agreement expires June 30, 2014. B. Pursuant to Section 2000, 2.0 Terms of the original Agreement, the City and Contractor may extend the term of the agreement upon mutual agreement by both parties. C. Contractor and City now wish to amend the original Agreement to extend the term for one (1) additional year (second extended term) July 1, 2014 through June 30, 2015. AMENDMENT: In consideration of the foregoing Recitals and the covenants and promises hereinafter contained, and for good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties hereto agree as follows: As provided in Section 2000, 2.0 Contract Terms of the existing Agreement, the City and Contractor have agreed to extend the term of the agreement for one (1) additional year, commencing July 1, 2014 through June 30, 2015. In all other respects, the original agreement shall remain in effect. IN WITNESS WHEREOF, the City and Contractor have executed this Amendment No. 1 to the Agreement with Kirkpatrick Landscaping Services, Inc. for Project No. LMC 2012-11 Citywide Landscape Maintenance Services for Landscape & Lighting District 89-1 on the respective dates set forth below. HQ CITY OF LA QUINTA a California municipal corporation Frank J. Spevacek, City Manager Date ATTEST: Susan Maysels, City Clerk APPROVED AS TO FORM- M. Katherine Jenson, City Attorney CONTRACTOR: Kirkpatrick Landscaping Services, INC. By- Name- Title- Date - Kirkpatrick Landscaping Services, Inc. P.O. Box 1807 43-752 N. Jackson Street Indio, CA. 92201 es ATTACHMENT 2 CONTRACT: L.M.C. FY 2013/2014 PROJECT NO. 2012-11 CONTRACTOR: Kirkpatrick Landscaping Services, Inc. 43-752 N. Jackson St. P.O. Box 1807 Indio, CA 92201 CONTRACT CHANGE ORDER NO. 3 Pursuant to the terms of the original Contract Agreement, you are hereby directed to make the herein described changes or do the following described work not included in the plans and specifications for this Contract. Unless otherwise stated all work shall conform to the terms, general conditions, and special provisions of the original Contract. DESCRIPTION OF CHANGE: Addition/deletion of Landscape Maintenance as follows: Location: Turf @ $0.05/SF Planter @ $0.1245/SF Irrigation @ $0.0206/ SF Monthly Annual Calle Sinaloa and Eisenhower Dr. Roundabout 0 SF = $0.00 14,000 SF =$1,743.00 14,000 SF = $288.40 $169.28 $2,031.40 Minimum wage increase mandated by the State of California. $2,400.00 $28,800.00 ($30,831.40) All other requirements of the Landscape Maintenance Contract (LMC) FY 2013/14, Project No. 2012-11 shall apply. Previous Contract Amount Through Change Order No. 1 $403,360.38 Add This Change Order $ 30,831.40 Revised Contract Total $ 434,191.78 Submitted By: Date: Approved By: Date: We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, perform all labor, except as may be noted above, and perform all services necessary to complete the above specified work, and hereby accept as full payment the amount shown above, which includes all direct and indirect overhead expenses for any delays. Accepted By: Title: Contractor: Date: 42 S:AAGENDA STAFF REPORTS ONLY\C6 - KIRKPATRICK CONTRACT - ATT 2.DOC 43 la��u.�vctc�,c G� OF9 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: APPROVE AMENDMENT TO CONTRACT WITH A.M. LA SALLE ELECTRIC, INC. FOR CONSENT CALENDAR: 7 LANDSCAPE LIGHTING MAINTENANCE SERVICES STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION - Approve Amendment No. 2 to the contract with A.M. La Salle Electric, Inc. to continue services for one additional year (July 1, 2014 through June 30, 2015) for Citywide Landscape Lighting Maintenance Services, Project No. LMC 2011-15, and authorize the City Manager to execute the amendment subject to minor revisions by the City Attorney. EXECUTIVE SUMMARY - The Citywide Landscape Lighting Maintenance Program provides for bi-weekly maintenance of landscape lighting in all landscaped areas located within the City's medians and parkways. This lighting is important for motorist safety and streetscape aesthetics. The City has an agreement with A.M. La Salle Electric, Inc. for this maintenance work, in the amount of $83,160, which will expire on June 30, 2014. Staff believes LaSalle Electric to have performed satisfactorily and therefore recommends approval of Amendment No. 2 to the contract (Attachment 1). FISCAL IMPACT: This service would cost $83,160; funding is included in the Fiscal Year 2014/2015 budget (Lighting and Landscape Maintenance account). No increase has been requested forthis contract amendment. BACKGROUND/ANALYSIS- On June 19, 2012, the City Council awarded a contract to A.M. La Salle Electric, Inc. for landscape lighting maintenance of the City's medians and parkways for the Citywide 44 Landscape Lighting Maintenance Services, Project No. LMC 2011-15. This contract primarily serves the City-wide Lighting and Landscape District 89-1. The landscape lighting improves roadway safety as well as accentuates the landscaping in the Highway 111, Washington Street, and other City image corridors. On May 21, 2013, the City Council approved Amendment No. 1 to the contract with A.M. La Salle Electric, Inc. to continue services for one additional year (July 1, 2013 through June 30, 2014). The contract may be extended by mutual consent up to three more times through Fiscal Year 2016/2017. The contract may also be terminated by the City with a 30- day notice. Staff believes this Coachella Valley contractor has performed satisfactorily and recommends a second, one-year extension to the contract, beginning July 1, 2014 through June 30, 2015. ALTERNATIVES: Council may elect to advertise this contract for bids; however, as this would not likely result in a lower cost for these services, staff does not recommend an alternative to this action. Report prepared by: James Lindsey, Maintenance Manager Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer IG[mtm, u - W-ITI, 1 grl"1 iii101rew� Bl.7 ATTACHMENT 1 AMENDMENT NO. 2 TO AGREEMENT WITH A.M. LA SALLE ELECTRIC, INC. FOR PROJECT NO. LMC 2011-15, LANDSCAPE LIGHTING MAINTENANCE SERVICES FOR LANDSCAPE & LIGHTING DISTRICT 89-1 THIS AMENDMENT NO. 1 TO THE AGREEMENT WITH A.M. LA SALLE ELECTRIC, INC. FOR PROJECT NO. LMC 2011-15, LANDSCAPE LIGHTING MAINTENANCE SERVICES FOR LANDSCAPE & LIGHTING DISTRICT 89- 1 ("Amendment No. 2") is made and entered into as of the 1 day of July , 2014 ("Effective Date"), by and between the CITY OF LA QUINTA, ("City"), a California municipal corporation, and A.M. La Salle Electric, Inc. ("Contractor"). RECITALS A. On or about June 19, 2012 the City and Contractor entered into an Agreement for Project No. LMC 2011-15 Landscape Lighting Maintenance Services for Landscape & Lighting District 89-1. The term of this original agreement expires June 30, 2013. B. Pursuant to Section 2000, 2.0 Terms of the original Agreement, the City and Contractor may extend the term of the agreement upon mutual agreement by both parties. C. On or about May 21, 2013, the City approved Amendment No. 1 to the original agreement, extending the terms for one (1) additional year (first extended term) July 1, 2013 through June 30, 2014. D. Contractor and City now wish to amend the original Agreement to extend the term for one (1) additional year (second extended term) July 1, 2014 through June 30, 2015. AMENDMENT: In consideration of the foregoing Recitals and the covenants and promises hereinafter contained, and for good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties hereto agree as follows: As provided in Section 2000, 2.0 Contract Terms of the existing Agreement, the City and Contractor have agreed to extend the term of the agreement for one (1) additional year, commencing July 1, 2014 through June 30, 2015. In all other respects, the original agreement shall remain in effect. IN WITNESS WHEREOF, the City and Contractor have executed this Amendment No. 1 to the Agreement with A.M. La Salle Electric, Inc. for Project No. LMC 2011-15 Landscape Lighting Maintenance Services for Landscape & Lighting District 89-1 on the respective dates set forth below. CITY OF LA QUINTA a California municipal corporation Frank J. Spevacek, City Manager Date ATTEST: Susan Maysels, City Clerk APPROVED AS TO FORM- M. Katherine Jenson, City Attorney CONTRACTOR: A.M. LA SALLE ELECTRIC, INC. By- Name- Title- Date- A.M. La Salle Electric, Inc. P.O. Box 2859 68-342 Kieley Road Cathedral City, CA 92234 efM CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: APPROVE THE COMMUNITY SERVICES COMMISSION WORK PLAN FOR FISCAL YEAR CONSENT CALENDAR: 8 2014/15 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Approve the Community Services Commission Work Plan for Fiscal Year 2014/15. EXECUTIVE SUMMARY: • The Community Services Commission's ("Commission") tasks are governed by the Municipal Code. • Each year the Commission prepares a work plan to outline projects, programs and services to be focused on in the upcoming year. • On April 14, 2014, the Commission approved the attached 2014/2015 Work Plan for City Council consideration (Attachment 1). FISCAL IMPACT: Fiscal implications are included in the proposed Fiscal Year 2014/15 budget. Commitments include $30,000 for the Community Services Marketing Plan and $40,000 for Community Events. BACKGROUND/ANALYSIS: The 2014/2015 Work Plan contains tasks that are aligned with the Commission's responsibilities designated in the Municipal Code. This plan ties into the programs and activities outlined in the proposed budget and is provided each year to obtain City Council feedback regarding Commission and staff efforts. The list of responsibilities is located on page two. The following is a summary of those responsibilities: Marketing Plan The Commission will review the Community Services marketing plan and identify program effectiveness based on participation levels, class cancellation rates, 48 surveys, and suggest improvements to the plan. This plan is a segment of the City's Marketing Plan and promotes the Healthy Eating Active Living Campaign, the Humana Well -Being Events, and the Opening and Dedication of the new Fitness and Wellness addition. Planning and Development The Commission will: 1) review proposed park and recreation facility development and renovation; and 2) analyze Citywide recreation program and facility needs. Liaison to the Community The Commission will invite non-profit service providers to their meetings to inform them of available community services. Recipients of Community Service Grants will be invited to attend Commission meetings to talk about City -supported programs and services. Community Events The Commission attends community events and makes suggestions for improvements. Community events include: Nature Hikes, Howl-O-Ween, Christmas Tree Lighting Ceremony, Humana Well Being Events and Fitness and Wellness Addition Opening, Tails on Trails, Desert Youth Olympics, Easter Egg Hunt, Y- Triathlon, Community Picnic and Birthday Party, Moonlight Movies, and Resident Acknowledgements. Park Management Program The Commission will provide input on existing park conditions and apprise staff of ongoing park and trail management, maintenance and repair and replacement. The Adopt -A -Park program will be continued and sports field maintenance will be evaluated. Advisory Body to the City Council The Commission will review issues related to Parks and Recreation and take action as directed from City Council, maintain communications and provide an annual work plan for Council review. Art in Public Places As outlined in the Art in Public Places Strategic Plan, the Commission will 1) review the proposed artwork in relationship to the site and scale with consideration given to diversity of artists, art work, and proposed budget; 2) continue the preventive maintenance program for public art based upon the maintenance requirements of each piece; and 3) support and promote cultural offerings held in the City. ALTERNATIVES: Approve the Community Services Commission Work Plan with modifications. Report prepared by: Edie Hylton, Community Services Director Report approved for submission by: Frank Spevacek, City Manager Attachment: 1. Community Services Commission 2014/15 Work Plan COMMUNITY S �ERV I C �ES c 0 m m s s 0 I pq GEM of the DESERT 6111 61 COMMUNITY SERVICES COMMISSION PHILOSOPHY The general purpose of the Community Services Commission is to encourage the development of a planned and orderly approach to the delivery of leisure and community services in the City. The objectives of the Commission are to: ♦ Serve in an advisory capacity to the City Council on identifying matters pertaining to recreation, cultural arts, and community services; ♦ Communicate the availability of services to citizens through both private and public resources to avoid duplication and conflict of effort; ♦ To evaluate the effectiveness of services provided. ASSIGNMENT ITEMS: PAGE 2014/2015 Specific Goals and Objectives 2 Marketing Plan 3 Planning and Development 4 Liaison to the Community 5 Community Events 6 Park Management Program 7 Advisory Body to City Council 8 Art in Public Places 9 Page 1 of 9 52 2014/2015 Specific Goals and Objectives ASSIGNMENT ITEMS GOALS AND OBJECTIVES Marketing Plan Review and update the Community Services Marketing Plan for implementation by staff. Planning and Development Review proposed park and recreation capital improvements. Liaison To Community Invite local service providers to attend Commission meetings to describe services available to residents. Community Events Host citywide events at various locations throughout the year. Collaborate with other community groups and non- profit organizations to maximize resources. Park Management Plan Monitor the park management plan for preventive maintenance and management of existing public park facilities. Advisory Body to City Council Review issues relating to Community Services and takes action as directed from City Council; maintain communication with City Council; and provide annual work plan for City Council review. Art in Public Places Identify and recommend appropriate projects and locations for the installation of public art. Support the preventative maintenance program based upon the specific needs of each art piece. Utilize the Artist's Registry from the La Quinta Arts Foundation in future projects. Page 2 of 9 53 Task: Completion Date: Participants: Suggested Resources: Marketing Plan September 2014 Commissioners Community Services staff. Steps to Completion: The Commission will review the Community Services Department marketing plan and identify effectiveness based on participation levels, class cancellation rates, surveys, and suggest improvements to the plan. This plan is in coordination with the City's Marketing Plan. Promote the Healthy Eating Active Living (HEAL) campaign, and city wide special events and programs. Promote the opening and services available offered in the La Quinta Fitness and Wellness addition. Staff Time: 60 hours during marketing plan development and implementation. Fiscal Commitment: $30,000 plus staff time Staff Role: Provide information and implement the plan. City Council Role: Provide direction to Commission to fulfill this assignment. Reference: 2.95.040 (9): Make recommendations to the City Council on how to disseminate, publicize, and promote recreation programs and events to the citizens of La Quinta. Page 3 of 9 54 Task: Planning and Development Completion Date: On -going Participants: Commissioners. Staff and User Groups, if needed. Suggested Resources: La Quinta Comprehensive General Plan and Community Services Master Plan. Steps to Completion: The Commission will review proposed park and recreation facility development or renovation. The Commission may review plans for renovation and expansion of the Fritz Burns Pool expansion project. Staff Time: 30-40 hours per project depending on scope of project. Fiscal Commitment: Dependent upon the park or recreation project Staff Role: Provide support and liaison to the City Council. City Council Role: Include the Commission in the design and development process and conduct public hearings. Review and consider Commission recommendations. Reference: 2.95.040 (5): Serve as a public forum and conduct public hearings. (1 1): Review individual park and facility plans for recommendation to City Council. Page 4 of 9 55 Task: Liaison to the Community Completion Date: On -going Participants: Commissioners Suggested Resources: Collaborate with government agencies and area non- profits such as La Quinta Boys and Girls Club, Desert Recreation District, YMCA of the Desert, La Quinta Chamber of Commerce, and the La Quinta Arts Foundation. Steps to Completion: Invite service provider representatives to the Commission meetings to inform the Commission of available services to the community. Invite recipients of Community Service Grants to attend Commission meetings to communicate about City supported programs and services. Staff Time: Two hours quarterly. Fiscal Commitment: None. Staff Role: Provide support and liaison to the City Council. City Council Role: Provide Commission with specific methods as to how to best represent the City Council. Reference: Chapter 2.95.040 (12): Aid in coordinating the park and recreation services with other governmental agencies and volunteer organizations. (13): Make recommendations to the City Council on community issues. Chapter 2.75.040(6): Work cooperatively with City Boards, Commissions and committees, and other public and private organizations promoting art and cultural activities within the City. Page 5 of 9 56 Task: Community Events Completion Date: On -going Participants: Commissioners Suggested Resources: Community Resources and local Businesses and non- profit agencies. Steps to Completion: Host citywide events throughout the year. Special Events for Fiscal Year 2014-2015 include: Nature Hikes, HowlOWeen, Christmas Tree Lighting Ceremony, Humana Well Being Events, Tails on Trails, Desert Youth Olympics and the Y-Triathlon, Easter Egg Hunt, Community Picnic and Birthday Party, Moonlight Movies, Resident Acknowledgements, and the Opening of the new La Quinta Fitness and Wellness Center addition. Staff Time: 30 - 40 hours per event. Fiscal Commitment: $40,000 for event development with financial support from outside sponsorships and partners including Humana and local businesses and non -profits. Staff Role: Provide support and liaison to the City Council. City Council Role: Provide Commission with direction/comments. Reference: Chapter 2.95.040 (15): Recommend to the City Council and upon authorization conduct such programs as, in the opinion of the commission, will increase goodwill and participation among the residents of the community. Page 6 of 9 57 Task: Park Management Program Completion Date: Summer 2014 Participants: Commissioners Suggested Resources: Various public agencies in the community. Steps to Completion: The Commission will provide staff input to existing park conditions and make comments regarding ongoing park management, maintenance, repair and replacement. Support and promote the Adopt -A -Park program and evaluate the annual sports field maintenance plan at the three sports facilities. Staff Time: 15 - 20 hours per week. Fiscal Commitment: None. Staff Role: Utilize the Coachella Valley Water District water use assessment. Communicate with the local sports associations and residents regarding issues in City owned and maintained parks. City Council Role: Reference: Provide approval for Commission to fulfill this assignment. Chapter 2.95.040 (10) standards and quality. Review parks maintenance Page 7 of 9 58 Task: Completion Date: Participants: Suggested Resources: Advisory Body to City Council On -going Commissioners To Be Determined. Steps to Completion: The Commission will review issues relating to Parks and Recreation and take action as directed from City Council, maintain communications with City Council, and provide annual work plan for City Council review. Staff Time: 4 - 6 hours per month. Fiscal Commitment: None. Staff Role: Provide support and liaison to the City Council. City Council Role: Provide Commission with specific direction as to how to better assist the City Council. Provide opportunities to meet with City Council through joint meetings. Reference: Chapter 2.95.020 (A): To serve in an advisory capacity to the City Council to identify community needs for recreation, healthy activities and social services; Chapter 2.95.040 (4): Receive and act on all assignments made by the City Council, and submit reports and recommendations to the city council on these assignments; (5): Serve as a public forum and conduct public hearings for recreation service concerns; Chapter 2.95.060 (C): The City Council shall periodically review the progress of the Commission. Page 8 of 9 59 Task: Art in Public Places Completion Date: On -going Participants: Commissioners and staff Suggested Resources: Commissioners, City Council, Developers and La Quinta Arts Foundation and Residents. Steps to Completion: As outlined in the Art in Public Places Strategic Plan Identify potential locations where public art should be recommended. Review the proposed artwork in relationship to the site and appropriateness of scale with consideration to diversity of artists, art work, and proposed budget. Continue the art preventive maintenance program based upon the condition of each art piece. Support and promote cultural offerings held in the City. Staff Time: 20 - 30 hours per project. Fiscal Commitment: Funds appropriated from the Art in Public Places Account. Staff Role: Consider site, art piece, and appropriation of funds. City Council Role: Art placement subject to final City Council approval. Reference: Chapter 2.75.040 (12): The Commission will submit to the City Council a recommendation for ratification of public art to be financed by the Art in Public Places program. (15): The Commission will make recommendations to the City Council for the commissioning of artworks, the purchase or lease of art sites, agreements for the purchase and display of artwork, or the repair, maintenance or servicing of artwork. Page 9 of 9 60 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH GRAPHTEK INTERACTIVE FOR CONSENT CALENDAR: 9 DIGITAL MARKETING SERVICES STUDY SESSION: YUBLiC HEAF iNG: RECOMMENDED ACTION: Approve a Professional Services Agreement with Graphtek Interactive and authorize the City Manager to execute the agreement. EXECUTIVE SUMMARY: • Graphtek Interactive provides digital marketing services for the City of La Quinta. • The City has a Professional Services Agreement (PSA) with Graphtek Interactive, which expires on June 30, 2014. • Graphtek Interactive has detailed knowledge of the City's digital marketing strategies and has significantly increased the City's online presence. • The proposed PSA (Attachment 1) would be for a period of one year, from July 1, 2014 through June 30, 2015, with an option to extend for two additional years upon mutual agreement. FISCAL IMPACT: The Professional Services Agreement is in the amount of $120,000. 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 marketing efforts, which included dedicating half of the budget for digital marketing. A Request for Proposals was sent out seeking qualified firms. Graphtek Interactive was selected. During Fiscal Year 2013/14, Graphtek significantly increased the digital presence of the City by re- designing the PlaylnLaQuinta.com tourism website, which increased site views by 170% and increased Facebook and Twitter participation by 66% and 400%, respectively. City staff and Graphtek meet regularly to review statistics and identify ways to leverage the digital marketing dollars to expand the reach of the City and increase tourism. The PSA would be for the period June 1, 2014 through June 30, 2015, with an option to extend for an additional two years upon mutual agreement of both the City and consultant. ALTERNATIVES: The City could prepare another Request for Proposals for this service to potentially seek another firm. However, while Graphtek's services are offered at cost with comparable firms they have demonstrated expertise in the field of digital marketing and have proven their ability to increase the City's marketing outreach. Staff does not recommend an alternative. Report prepared by: Tustin K. Larson, Recreation Supervisor Report approved for submission by: Edie Hylton, Community Services Director Attachment: 1. Professional Services Agreement 63 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT FOR CONTRACT SERVICES (the "Agreement") is made and entered into by and between the CITY OF LA QUINTA, ("City"), a California municipal corporation, and GRAPHTEK INTERACTIVE ("Consultant"). The parties hereto agree as follows: 1.0 SERVICES OF CONSULTANT 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Consultant shall provide those services related to Digital Marketing Services, as specified in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference (the "services" or "work"). Consultant warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services. 1.2 Compliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations and laws of the City of La Quinta and any Federal, State or local governmental agency of competent jurisdiction. 1.3 Licenses, Permits, Fees and Assessments. Except as otherwise specified herein, Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the services required by this Agreement. 1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that (a) it has thoroughly investigated and considered the work to be performed, (b) it has investigated the site of the work and fully acquainted itself with the conditions there existing, (c) it has carefully considered how the work should be performed, and (d) it fully understands the facilities, difficulties and restrictions attending performance of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, Consultant shall immediately inform City of such fact and shall not proceed except at Consultant's risk until written instructions are received from the Contract Officer (as defined in Section 4.2 hereof). Last revised 7-3-12 1 64 1.5 Care of Work and Standard of Work. a. Care of Work. Consultant shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work performed by Consultant, and the equipment, materials, papers and other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City's own negligence. The performance of services by Consultant shall not relieve Consultant from any obligation to correct any incomplete, inaccurate or defective work at no further cost to City, when such inaccuracies are due to the negligence of Consultant. b. Standard of Work. Consultant acknowledges and understands that the services and work contracted for under this Agreement require specialized skills and abilities and that, consistent with this understanding, Consultant's services and work will be held to a heightened standard of quality and workmanship. Consistent with Section 1.4 hereinabove, Consultant represents to City that it holds the necessary skills and abilities to satisfy the heightened standard of work as set forth in this Agreement. 1.6 Additional Services. In accordance with the terms and conditions of this Agreement, Consultant shall perform services in addition to those specified in the Scope of Services ("Additional Services") when directed to do so by the Contract Officer. Consultant shall not perform any Additional Services until receiving prior written authorization from the Contract Officer. It is specifically understood and agreed that oral requests and/or approvals of Additional Services shall be barred and are unenforeceable. Failure of Consultant to secure the Contract Manager's written authorization for Additional Services shall constitute a waiver of any and all right to adjustment of the Contract Sum or time due, whether by way of compensation, restitution, quantum meruit, etc. for Additional Services provided without the appropriate authorization from the Contract Manager. Compensation for properly authorized Additional Services shall be made in accordance with Section 2.2 of this Agreement. 1.7 Special Requirements. Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in Exhibit "D" (the "Special Requirements"). In the event of a conflict between the provisions of the Special Requirements and any other provisions of this Agreement, the provisions of the Special Requirements shall govern. 2.0 COMPENSATION 2.1 Contract Sum. For the services rendered pursuant to this Agreement, Consultant shall be compensated in accordance with Exhibit "B" (the "Schedule of 2 M-7 Compensation") in a total amount not to exceed One Hundred Twenty Thousand Dollars ($120,000) (the "Contract Sum"), except as provided in Section 1.6. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the services, payment for time and materials based upon Consultant's rate schedule, but not exceeding the Contract Sum, or such other methods as may be specified in the Schedule of Compensation. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses when and if specified in the Schedule of Compensation. Regardless of the method of compensation set forth in the Schedule of Compensation, Consultant's overall compensation shall not exceed the Contract Sum, except as provided in Section 1.6 of this Agreement, "Additional Services." 2.2 Compensation for Additional Services. Additional services approved in advance by the Contract Manager pursuant to Section 1.6 of this Agreement, "Additional Services," shall be paid for in an amount agreed to in writing by both City and Consultant in advance of the Additional Services being rendered by Consultant. Any compensation for Additional Services amounting to five percent (5%) or less of the Contract Sum may be approved by the Contract Officer. Any greater amount of compensation for additional services must be approved by the La Quinta City Council. Under no circumstances shall Consultant receive compensation for any Additional Services unless prior written approval for the Additional Services is obtained from the Contract Officer pursuant to Section 1.6 of this Agreement. 2.3 Method of Billing. Any month in which Consultant wishes to receive payment, Consultant shall submit to City no later than the tenth (10th) working day of such month, in the form approved by City's Finance Director, an invoice for services rendered prior to the date of the invoice. Such invoice shall (1) describe in detail the services provided, including time and materials, and (2) specify each staff member who has provided services and the number of hours assigned to each such staff member. Such invoice shall contain a certification by a principal member of Consultant specifying that the payment requested is for work performed in accordance with the terms of this Agreement. City will pay Consultant for all expenses stated thereon which are approved by City pursuant to this Agreement no later than thirty (30) days after invoices are received by the City's Finance Department. 3.0 PERFORMANCE SCHEDULE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. 3 CY1 3.2 Schedule of Performance. All services rendered pursuant to this Agreement shall be performed diligently and within the time period established in Exhibit B (the "Schedule of Performance"). Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer. 3.3 Force Majeure. The time period specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Consultant, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the forced delay when and if in his or her judgment such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. Extensions to the Schedule of Performance which are determined by the Contract Officer to be justified pursuant to this Section shall not entitle the Consultant to additional compensation in excess of the Contract Sum. 3.4 Term. The term of this agreement shall commence on July 1, 2014 and terminate on June 30, 2015 (initial term). This agreement may be extended for two (2) additional years upon mutual agreement by both parties (extended term). Unless earlier terminated in accordance with Sections 8.7 or 8.8 of this Agreement, this Agreement shall continue in full force and effect until completion of the services, except as otherwise provided in the Schedule of Performance. 4.0 COORDINATION OF WORK 4.1 Representative of Consultant. The following principals of Consultant are hereby designated as being the principals and representatives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: a. Kate Spates, President It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. 4 M The foregoing principals may not be changed by Consultant and no other personnel may be assigned to perform the service required hereunder without the express written approval of City. 4.2 Contract Officer. The Contract Officer shall be the City Manager or such other person as may be designated by the City Manager of City. It shall be Consultant's responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and Consultant shall refer any decisions, which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 4.4 Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth. Consultant shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. 4.5 City Cooperation. City shall provide Consultant with any plans, publications, reports, statistics, records or other data or information pertinent to services to be performed hereunder which are reasonably available to Consultant only from or through action by City. 5.0 INSURANCE 5.1 Insurance. Prior to the beginning of and throughout the duration of the Work performed under this Agreement, Consultant shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, Commercial General Liability insurance against all claims for injuries against persons or damages s 68 to property resulting from Consultant's acts or omissions rising out of or related to Consultant's performance under this Agreement. The insurance policy shall contain a severability of interest clause providing that the coverage shall be primary for losses arising out of Consultant's performance hereunder and neither City nor its insurers shall be required to contribute to any such loss. A certificate evidencing the foregoing and naming City and its officers and employees as additional insured (on the Commercial General Liability policy only) shall be delivered to and approved by City prior to commencement of the services hereunder. The following policies shall be maintained and kept in full force and effect providing insurance with minimum limits as indicated below and issued by insurers with A.M. Best ratings of no less than A -:VI: Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence) $2,000,000 (general aggregate) Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) Errors and Omissions Liability $1,000,000 (per claim and aggregate) Workers' Compensation (per statutory requirements) Consultant shall carry automobile liability insurance of $1,000,000 per accident against all claims for injuries against persons or damages to property arising out of the use of any automobile by Consultant, its officers, any person directly or indirectly employed by Consultant, any subcontractor or agent, or anyone for whose acts any of them may be liable, arising directly or indirectly out of or related to Consultant's performance under this Agreement. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. The term "automobile" includes, but is not limited to, a land motor vehicle, trailer or semi -trailer designed for travel on public roads. The automobile insurance policy shall contain a severability of interest clause providing that coverage shall be primary for losses arising out of Consultant's performance hereunder and neither City nor its insurers shall be required to contribute to such loss. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this 6 M-*1 agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of" the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Consultant shall carry Workers' Compensation Insurance in accordance with State Worker's Compensation laws with employer's liability limits no less than $1,000,000 per accident or disease. All insurance required by this Section shall be kept in effect during the term of this Agreement and shall not be cancelable without written notice to City of proposed cancellation. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Consultant's obligation to indemnify City, its officers, employees, contractors, subcontractors, or agents. 5.2 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option: a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. b. Order Consultant to stop work under this Agreement and/or withhold any payment(s) which become due to Consultant hereunder until Consultant demonstrates compliance with the requirements hereof. C. Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to any other remedies City may have. The above remedies are not the exclusive remedies for Consultant's failure to maintain or secure appropriate policies or endorsements. Nothing herein contained shall be construed as limiting in any way the extent to which Consultant may be held responsible for payments of damages to persons or property resulting from Consultant's or its subcontractors' performance of work under this Agreement. 5.3 General Conditions pertaining to provisions of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010 with an rite] edition prior to 1992. Consultant also agrees to require all contractors, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise. 3. All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, non-contributing basis in relation to any other insurance or self insurance available to City. s rf 9. Consultant agrees to ensure that subcontractors, and any other party involved with the project that is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 10. Consultant agrees not to self -insure or to use any self -insured retentions or deductibles on any portion of the insurance required herein (with the exception of professional liability coverage, if required) and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self -insure its obligations to City. If Consultant's existing coverage includes a deductible or self -insured retention, the deductible or self -insured retention must be declared to the City. At that time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self -insured retention, substitution of other coverage, or other solutions. 11. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increased benefit to City. 12. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 13. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 14. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 9 r` 15. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five (5) days of the expiration of coverages. 16. The provisions of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 17. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 18. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 19. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 20. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 21. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. to 73 6.0 INDEMNIFICATION. 6.1 General Indemnification Provision. a. Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all claims, losses, liabilities of every kind, nature and description, damages, injury (including, without limitation, injury to or death of an employee of Consultant or subconsultants), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are cause in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subconsultants (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Consultant shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Consultant. b. Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses) incurred in connection therewith and costs of investigation, where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subconsultants of Consultant. 6.2 Standard Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth herein this section from each and every subconsultant or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required herein, Consultant agrees to be fully responsible according to the 11 74 terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. a. Indemnity Provisions for Contracts Related to Construction. Without affecting the rights of City under any provision of this agreement, Consultant shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City's active negligence accounts for only a percentage of the liability involved, the obligation of Consultant will be for that entire portion or percentage of liability not attributable to the active negligence of City. b. Indemnification Provision for Design Professionals. 1. Applicability of Section 6.2(b). Notwithstanding Section 6.2(a) hereinabove, the following indemnification provision shall apply to Consultants who constitute "design professionals" as the term is defined in paragraph 3 below. 2. Scope of Indemnification. To the fullest extent permitted by law, Consultant shall indemnify, defend, and hold harmless City and City's agents, officers, officials, employees, representatives, and departments ("Indemnified Parties") from and against any and all claims, losses, liabilities of every kind, nature and description, damages, injury (including, without limitation, injury to or death of an employee of Consultant or subconsultants), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, that arise out of, pertain to, or relate to, directly or indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of Consultant, any subconsultant, anyone directly or indirectly employed by them or anyone that they control. 3. Design Professional Defined. As used in this Section 6.2(b), the term "design professional" shall be limited to licensed architects, registered professional engineers, licensed professional land surveyors and landscape architects, all as defined under current law, and as may be amended from time to time by Civil Code § 2782.8. 12 M. 7.0 RECORDS AND REPORTS. 7.1 Reports. Consultant shall regularly prepare and submit to the Contract Officer such reports concerning Consultant's performance of the services required by this Agreement as the Contract Officer shall require. Monthly reports shall be submitted by Consultant and shall be prepared in a manner that is appropriate for City Council review Quarterly reports shall be submitted by Consultant and shall be prepared in a manner that is appropriate for City Council review. In addition, Quarterly reports shall be due on or about the 51" of September 2014, December 2014, March 2015, June 2015. 7.2 Records. Consultant shall keep such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the cost and the performance of such services. Books and records pertaining to costs shall be kept and prepared in accordance with generally accepted accounting principals. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 7.3 Ownership of Documents. Originals of all drawings, specifications, reports, records, documents and other materials, whether in hard copy or electronic form, which are prepared by Consultant, its employees, subcontractors and agents in the performance of this Agreement, shall be the property of City and shall be delivered to City upon termination of this Agreement or upon the earlier request of the Contract Officer, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials hereunder. Consultant shall cause all subcontractors to assign to City any documents or materials prepared by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages suffered thereby. In the event City or any person, firm or corporation authorized by City reuses said documents and materials without written verification or adaptation by Consultant for the specific purpose intended and causes to be made or makes any changes or alterations in said documents and materials, City hereby releases, discharges, and exonerates Consultant from liability resulting from said change. The provisions of this clause shall survive the completion of this Contract and shall thereafter remain in full force and effect. 7.4 Release of Documents. The drawings, specifications, reports, records, documents and other materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer or as required by law. Consultant shall not 13 Vil disclose to any other entity or person any information regarding the activities of City, except as required by law or as authorized by City. 8.0 ENFORCEMENT OF AGREEMENT. 8.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer; provided that if the default is an immediate danger to the health, safety and general welfare, City may take such immediate action as City deems warranted. Compliance with the provisions of this section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to terminate this Agreement without cause pursuant to Section 8.7. 8.3 Retention of Funds. City may withhold from any monies payable to Consultant sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Consultant in the performance of the services required by this Agreement. 8.4 Waiver. No delay or omission in the exercise of any right or remedy of a non defaulting party on any default shall impair such right or remedy or be construed as a waiver. City's consent or approval of any act by Consultant requiring City's consent or approval shall not be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Consultant. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 8.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and 14 VM remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 8.6 Legal Action. In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 8.7 Termination Prior To Expiration Of Term. This section shall govern any termination of this Agreement, except as specifically provided in the following Section 8.8 for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days' written notice to Consultant. Upon receipt of any notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 8.3. 8.8 Termination for Default of Consultant. If termination is due to the failure of Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 8.2, take over work and prosecute the same to completion by contract or otherwise, and Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Consultant for the purpose of setoff or partial payment of the amounts owed City as previously stated in Section 8.3. 8.9 Attorneys' Fees. If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit from the losing party. 15 78 9.0 CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION. 9.1 Non -liability of City Officers and Employees. No officer or employee of City shall be personally liable to Consultant, or any successor in interest, in the event or any default or breach by City or for any amount which may become due to Consultant or to its successor, or for breach of any obligation of the terms of this Agreement. 9.2 Conflict of Interest. No officer or employee of City shall have any personal interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which affects his or her personal interest or the interest of any corporation, partnership or association in which she or he is, directly or indirectly, interested, in violation of any State statute or regulation. Consultant warrants that it has not paid or given and will not pay or give any third party any money or general consideration for obtaining this Agreement. 9.3 Covenant against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin or ancestry in the performance of this Agreement. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin or ancestry. 10.0 MISCELLANEOUS PROVISIONS 10.1 Notice. Any notice, demand, request, consent, approval, communication either party desires or is required to give the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this section. To City: CITY OF LA QUINTA Attention: Frank Spevacek City Manager 78-495 Calle Tampico La Quinta, California 92253 16 To Consultant: GRAPHTEK INTERACTIVE Attention: Kate Spates President 72185 B Painters Path Palm Desert, California, 92260 r9:1 10.2 Integrated Agreement. This Agreement contains all of the agreements of the parties and all previous understanding, negotiations and agreements are integrated into and superseded by this Agreement. 10.3 Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing signed by both parties. 10.4 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder. 10.5 Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. CITY OF LA QUINTA a California municipal corporation Frank J. Spevacek, City Manager Date ATTEST: Susan Maysels, City Clerk 17 80 APPROVED AS TO FORM: M. Katherine Jenson, City Attorney CONSULTANT: By: Name: Title: Date: 18 81 Exhibit A Scope of Services Digital Marketing Budget/Plan Consultant will develop a budget that includes a strategic digital media plan, website management, updates and account management established by the City. The plan will contain specific information on how the Consultant will plan, coordinate, and oversee all online advertising/marketing efforts including, but not limited to, media placement, recommendations, optimizations, reporting, verifying insertion of approved online advertising, and otherwise verify proper execution of digital advertising campaign. Playinlaquinta.com website • Create interactive vacation rental directory with a filter for La Quinta properties. • Convert existing Art, Bike, & Park maps into interactive online maps. • Monthly content updates including calendar, local attractions, local business specials • Search Engine Optimization • Social Integration — add live feeds from social channels Travel website ad campaign Consultant has identified a portion of the budget to be used for an advertising campaign with travel resources websites such as Travelocity, Expedia, TripAdvisor, Visit California, Sunset Magazine, Orbitz and other well -visited local sites. Consultant will advise on ad placements and provide an annual campaign timeline and create vibrant, colorful, attractive web ads that get results. Social Media Management Consultant will be responsible to maintain the operation of the City's Facebook page fb.com/CityofLaQuinta and Twitter @CityofLaQuinta. Consultant will provide: • Content creation o Consultant will create a monthly communication schedule to be approved prior to scheduling which would include regular posts promoting local events, attractions, businesses, community outreach. o Consultant will monitor and reschedule on an as needed basis. • Build Audience o Consultant will use HootSuite (or similar software) to schedule posts using proper hashtags and mentions for greater engagement and increase new likes and follows. o Monitor analytics for Facebook & Twitter ads to ensure results. o Facebook advertising to increase likes to increase likes and advertise new website launch. Goal to increase to 40,000 likes. Last revised 7-3-12 19 82 o Twitter advertising: paid advertisements announcing special event/promotion/new website & seeds to jumpstart followers • Increase Engagement o Consultant will monitor the conversations and informally engage with fans. o Consultant will create unique, attractive graphic images for Facebook cover photos and along with each post. Monitor & Reporting Consultant will implement a monthly and quarterly monitoring & reporting system to assess the effectiveness of the various marketing methods. 83 Exhibit B Schedule of Compensation and Schedule of Performance With the exception of compensation for Additional Services, provided for in Section 2.2 of this Agreement, the maximum total compensation to be paid to Consultant under this Agreement One Hundred Twenty Thousand Dollars ($120,000) ("Contract Sum"). The Contract Sum shall be paid to Consultant in installment payments made on a monthly basis and in an amount identified in Consultants Schedule of Compensation attached hereto for the work tasks performed and properly invoiced by Consultant in conformance with Section 2.2 of the Agreement. Consultant shall complete all services identified in the Scope of Services, Exhibit "A" of this Agreement in accordance with the attached Project Schedule, attached hereto and incorporated herein by this reference. Last revised 7-3-12 21 84 cr p fA cr 4A CY yX X"Q 70 mm A cw g 9 p 0 0 C, 0 c 0 0 0 V, V� Z % em rs uw �og Ci arr z v trs ifr v v Yn ws Last revised 7-3-12 22 85 5 IA 0 0 l RP!Pl? Im, p po p Po p Ep 8 181 18 81 8 8 a 81 a Ul r7 C, 91 8 8 8 8 8 8 a 8 r-11 87 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: ACCEPT CITY HALL LIGHTING CONVERSION PROJECT CONSENT CALENDAR: 10 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Accept the City Hall Lighting Conversion project as complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; and authorize staff to release retention in the amount of $6,669, 35 days after the Notice of Completion is recorded. EXECUTIVE SUMMARY: • As part of the energy saving upgrades to City Hall, the City advertised for bids on the City Hall Lighting Conversion project, which converted fluorescent lights to more efficient Light Emitting Diode (LED) lighting. • New Construction Solutions was awarded a contract in the amount of $125,000. • Imperial Irrigation District (IID) has reserved $22,924 in rebates for the project. FISCAL IMPACT: This project was constructed using Building Equipment Replacement Funds. Project Budget Total $ 142,047 Original Construction Contract (including retention amount) ($125,000) Contract Change Order Nos. 1 and 2 ($ 8,368) Plans and Other Miscellaneous Construction Costs ($ 127) Design, Testing, Inspection, Survey, Personnel Costs ($ 3.607) Balance Remaining After Construction $ 4,945 Adequate funding exists for project close out. The retention amount of $6,669 is part of the original construction budget. 88 BACKGROUND/ANALYSIS: Based on a recent energy assessment, it was determined that the City could save 83 percent of its lighting costs by converting City Hall interior lighting fixtures from fluorescent to LED, providing an annual estimated savings of $33,892. Additionally, IID set aside a rebate amount of $22,924 toward the City Hall Lighting Conversion Project (Project No. 2013-14). The rebate is expected to be awarded after an audit and final walk through to ensure completion of the project per IID's rebate requirements and approved scope of work. On November 19, 2013, New Construction Solutions was awarded a contract in the amount of $125,000 for this work. On December 23, 2013, a Notice to Proceed was issued with a 30 working day contract with a completion date of February 11, 2014. Contract Change Order Nos. 1 and 2 allowed for modifications to existing lights as well as adjustments for actual quantities installed as compared to the quantity in the bid. Additionally, the contract time was extended by 49 working days to allow for delays caused by shipping delays and changes to the materials originally specified causing the contractor to order additional parts. The project was deemed substantially complete on April 21, 2014. Per project specifications, no liquidated damages or early completion incentives are recommended. The project's construction is now 100 percent complete and in compliance with the plans and specifications. Staff therefore recommends acceptance of the project and release of the retention 35 days after the Notice of Completion is recorded. ALTERNATIVES: Since the project has been constructed and reviewed for conformance to the plans and specifications, staff does not recommend any alternatives. Report prepared by: Bryan McKinney, Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer 89 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: ITEM TITLE: ACCEPT CITYWIDE PREVENTATIVE BUSINESS SESSION: MAINTENANCE IMPROVEMENTS CITY HALL CONSENT CALENDAR: 11 BUILDING HEATING, VENTILATION AND AIR CONDITIONING SYSTEMS 1 AND 2 REPLACEMENT STUDY SESSION: PROJECT PUBLIC HEARING: RECOMMENDED ACTION: Accept the City-wide Preventative Maintenance Improvements City Hall Building Heating, Ventilation and Air Conditioning Systems 1 and 2 Replacement Project as complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; and authorize staff to release retention in the amount of $4,900, thirty-five days after the Notice of Completion is recorded. EXECUTIVE SUMMARY: • This project entailed replacing heating, ventilation and air conditioning (HVAC) Systems 1 and 2, which serve the east wing of City Hall. • The contractor has completed all work in accordance with the project specifications. FISCAL IMPACT: This project was included in the Fiscal Year 2013/2014 Capital Improvement Program budget. Project Budget Total $ 203,350 Original Construction Contract (including retention amount) ($ 98,000) Pre -purchased HVAC Chiller Unit ($ 73,789) Utilities, Plans and Other Miscellaneous Construction Costs ($ 330) Design, Testing, Inspection, Survey, Personnel Costs ($ 13,046) Balance Remaining After Construction $ 18,185 Adequate funding exists for project close out. The retention amount of $4,900 is part of the original construction budget. NQ BACKGROUND/ANALYSIS: City Hall was originally constructed in 1991 under the 1988 California Building Code. An additional administration wing was added on the west side in 2008. The HVAC systems that serve the majority of City Hall were installed as part of the original construction. The installed systems typically have a service life of approximately 20 years. The U-shaped east end of the building is heated and cooled by HVAC Systems 1 and 2. These units have required numerous costly repairs in the last few years, including a compressor replacement in the past year. On November 19, 2013, Pacific West Industries, Inc., was awarded a construction contract for this work in the amount of $98,000. The City Council previously authorized staff to pre -purchase the HVAC unit which, when combined with the design costs, brought the total project cost to $243,334. On March 20, 2014, a Notice to Proceed was issued with a 30 calendar day contract and a completion date of April 22, 2014. The project was deemed substantially complete on April 21, 2014. Per project specifications, no liquidated damages or early completion incentives are recommended. No contract change orders were required for this project. The project's construction is now 100 percent complete and in compliance with the plans and specifications. Staff therefore recommends acceptance of the project and release of the retention 35 days after the Notice of Completion is recorded. ALTERNATIVES: Since the project has been constructed and reviewed for conformance to the plans and specifications, staff does not recommend any alternatives. Report prepared by: Bryan McKinney, Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer 1*s CITY / SA/ HA/ FA MEETING DATE: June 3, 2014 ITEM TITLE: AUTHORIZE CITY MANAGER TO SUBMIT GRANT APPLICATION TO EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM AND ACCEPT FUNDS RECOMMENDED ACTION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 12 STUDY SESSION: PUBLIC HEARING: Authorize the City Manager to submit a grant application to the United States Department of Justice, Edward Byrne Memorial Justice Assistance Grant Program for traffic -related law enforcement services and accept the awarded funds. EXECUTIVE SUMMARY: • In 2005, the Edward Byrne Memorial Justice Assistant Grant (JAG) Program was established to support a broad range of activities to prevent and control crime based on local needs. • The City has been awarded $12,978 and a grant application is required in order for the City to access the funds. • The La Quinta Police Department has analyzed needs and will utilize the money to acquire traffic safety devices and replace computer and cell phone equipment issued to the Special Enforcement Team/Business District Officers. FISCAL IMPACT: None. BACKGROUND/ANALYSIS: Historically, the City has used JAG funds to purchase equipment that support crime control initiatives. In prior years, the City's grant award would be reduced by 10 percent as another agency would serve as the lead fiscal agent to administer the grant. This year, the City will receive 100 percent and be responsible for grant administration. The full grant amount will be utilized for La Quinta Police 1*1 Department equipment needs, which have been identified by the City's Assistant Police Chief and are as follows: • Traffic Safety Devices ($5,000) — In order to assist with traffic safety enhancement and resident complaints about speeding, traffic radar recording devices will monitor activity at key areas and utilize the data to determine which areas need additional patrol. • Computer Upgrades ($5,000) - Computers utilized by the Special Enforcement Team and Business District Officers have reached the end of their life cycle and are in need of replacement. The Police Department is exploring computer upgrades that provide mobility to police officers rather than needing to conduct work at a stationary location. • Cell Phone Upgrades ($2,978) — Cell phones utilized by the La Quinta Police Department are well beyond their life cycle, are out of warranty, and in many cases are no longer produced by their manufacturer. The Police Department is beginning a conversion of their existing devices to iPhones, which provide more capability for Police officers when in the field. ALTERNATIVE As this grant opportunity provides the City with the ability to defray General Fund costs for police services and procure new equipment, staff does not recommend an alternative. Report prepared by: Chris Escobedo, Assistant to City Manager Report approved for submission by: Frank J. Spevacek, City Manager 1*N CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: ITEM TITLE: APPROVE A REQUEST FOR PROPOSALS BUSINESS SESSION: TO OBTAIN PROFESSIONAL LANDSCAPE CONSENT CALENDAR: 13 ARCHITECTURAL SERVICES FOR NORTH LA QUINTA PARKWAYS AND ENTRYWAYS LANDSCAPE STUDY SESSION: CONVERSION PROJECT PUBLIC HEARING: RECOMMENDED ACTION: Approve a Request for Proposals to obtain professional landscape architectural services for the North La Quinta Parkways and Entryways Landscape Conversion Project. EXECUTIVE SUMMARY: • This project entails developing landscape concepts to convert the City - maintained parkway and entryway landscape in north La Quinta into an aesthetically pleasing low maintenance, water efficient desertscape environment. • Approval of the Request for Proposals ("RFP") (Attachment 1) will initiate the project development process by soliciting design/concept proposals from landscape architects. • If approved, the consultant selection committee will review the proposals, interview the top firms, and make a contract recommendation to the City Council in July 2014. FISCAL IMPACT: Per City Council direction, the construction cost for this project would be capped at $2,000,000. Based on this construction cost estimate, staff anticipates that the services requested by this RFP would cost of $75,000. A funding source needs to be identified; one option would be to use a portion of the $695,000 the City will receive starting in July 2014 to repay the former redevelopment agency's General Fund loan. BACKGROUND/ANALYSIS: On May 6, 2014, staff presented two landscape options to the City Council that would help offset the City's maintenance and utility costs for north La Quinta subdivisions that 1*0 have their parkway and entryways maintained under the City-wide Lighting and Landscape District ("District"). The City maintains approximately 525,000 square feet of landscaped area within eleven neighborhoods in north La Quinta (see Exhibit A of the RFP). This adds to the District's deficit, which is estimated to total almost $600,000 in Fiscal Year 2014/2015. The purpose of the project is to convert the existing landscape within these areas to a low maintenance, low water usage desertscape environment that will comply with the Coachella Valley Water District Landscape Water Management Plan. With this purpose in mind, the resultant capital project(s) are intended to be aesthetically pleasing and reflect the personality of each of the adjoining neighborhoods, while helping the City balance its District budget in the future. The RFP solicits consulting services from a professional landscape architect. As part of the scope of work, the consultant will be responsible for the following: • Prepare an inventory of existing conditions; • Evaluate and recommend what can be salvaged for reuse; • Develop landscape themes and concept drawings adaptable to all eleven neighborhoods; • Develop an estimate of probable costs; and, • Conduct neighborhood meetings to obtain resident feedback. The City Manager intends to appoint a Consultant Selection Committee consisting of the following members: Bryan McKinney, Principal Engineer; James Lindsey, Maintenance Manager; Maria Casillas, Management Analyst; and Nick Nickerson, Project Manager. If the City Council wishes to appoint a different committee, the committee would be subject to the Brown Act unless the committee consists solely of two Council Members. The consultant will also work with the Coachella Valley Water District to determine any potential rebates for reduced water usage before presenting the concepts and cost estimates to the City Council for consideration. If the RFP is approved, the following is the estimated project timeline in order to include these improvements in next year's Capital Improvement Program: Approve Design RFP Proposals Due to City Approval of Design PSA Prepare Concept Plans Present Concept Plans to Neighborhoods Present Concepts and Cost Estimates to City Council June 3, 2014 July 3, 2014 July 17, 2014 August —September, 2014 October — December, 2014 February 2015 1*b7 ALTERNATIVES: Council may choose not to issue the design RFP at this time; however, this would delay implementation of future improvements that could help balance the District budget currently being subsidized by the General Fund. Therefore, staff does not recommend the alternative. Report prepared by: Bryan McKinney, Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer Attachment: 1. RFP IM ATTACHMENT 1 CITY OF LA QUINTA REQUEST FOR PROPOSAL NORTH LA QUINTA PARKWAYS AND ENTRYWAYS LANDSCAPE CONVERSION PROJECT The City of La Quinta requests proposals from qualified professional landscape architects to develop landscape palette options and concept themes for use during the future North La Quinta Parkways and Entryways Landscape Conversion Project. General Design Parameters The City of La Quinta is considering the conversion of the City maintained parkways and entryways landscape within eleven neighborhoods located in north La Quinta from a standard desert landscape palette to a palette featuring multi- colored Decomposed Granite (DG), cobble and boulders with drought tolerant landscaping as accents. The purpose of the project is to convert the existing landscape to a low maintenance, low water usage desertscape which complies with the Coachella Valley Water District (CVWD) Landscape Water Management Plan while significantly reducing the cost for maintenance and utilities to the City's Lighting and Landscape (L&L) distirct. It is understood that some of the areas will require significant rehabilitation, while others may only require minor modifications to meet current City/CVWD standards. The areas consist of approximately 525,000 square feet of landscaped area. A vicinity map depicting these areas is provided as Exhibit A. Services Requested Services and products to be rendered in performing all work associated with project development may include, but may not be limited to: • Prepare an inventory of existing conditions. It is the City's intent that as much of the existing landscape material and irrigation systems be salvaged and/or reused with the new palette. • Develop up to three landscape concepts adaptable to all eleven neighborhoods which meet the City's low maintenance, low water usage requirements. Concepts should reflect the neighborhood personality and aesthetic qualities. All concept drawings will be provided in color. Draft drawings may be provided in black and white so long as they are developed in a manner where features are easily distinguished. • Prepare Estimate of Probable Construction Costs. Consultant will be required to prepare a cost estimate for each concept alternative under consideration. The cost estimate will consider the reuse of any salvaged landscape or salvaged as well as an estimate of any rebates available through CVWD's landscape conversion program. (See CVWD.org for details.) The total construction cost of this project should be no more than $2 million. • Obtain neighborhood feedback. The Consultant will coordinate with homeowner groups within each of the eleven neighborhoods to obtain input on landscape palette concepts. Neighborhood feedback will be Page 1 of 3 98 summarized and made available to the City Council when concepts are presented for formal consideration. There are several organized groups within the eleven neighborhoods being considered. City staff will assist Consultant in identifying the appropriate neighborhood contacts. The Consultant will be permitted to consolidate community meetings. Consultant's proposal should recommend the number of community meetings based on its prior consensus building experience. However, a minimum of two (2) community meetings will be required. • Consultant coordination will also include an appropriate number of meetings with City staff. The consultant should plan on attending a City Council Study Session and a regular City Council meeting for final approval landscape concept(s). Plans, Specifications and Estimates (PS&E) Not included in this Request for Proposal. At the conclusion of the approval of the landscape concept(s) and cost estimates the City may request a proposal from the Consultant to prepare the PS&E for the resultant project from this planning effort. Proposal Format Proposals (work proposal and cost proposal) are to be submitted in separate envelopes clearly marked with the consultants name, address and phone number. Only one proposal per consultant will be considered. Proposal packages are to be submitted to the City on/or before July 3, 2014 at/or before 5:00 p.m. Proposals received after the stated deadline shall not be accepted. Proposal packages are to be delivered to: Bryan McKinney, P.E., Principal Engineer City of La Quinta Public Works Department 78-495 Calle Tampico La Quinta, CA 92253 Consultants are encouraged to keep their proposals brief and relevant to the specific work required. Proposals shall include the following items- 1 . Work Proposal (envelope 1) - submit 4 copies A. Cover Letter (1) The name, address and phone number of the consultant's contact person for the remainder of the selection process. (2) Any qualifying statements or comments regarding the consultant's proposal, the information provided in the RFP or the proposed contract. (3) Identification of sub -consultants and their responsibilities. B. Statement of Qualifications (1) A listing of proposed project personnel, including personal experiences and individual resumes for prime and sub -consultants. Page 2 of 3 99 (2) Consultant's and sub -consultant experience with similar work, including names and current phone numbers of reference for listed projects. C. Project Understanding and Approach A description of your project understanding, and how you will approach the project. D. Scope of Work Program A description of the tasks, sub -tasks, and deliverables that will be provided. E. Project Schedule A comprehensive Critical Path Method (CPM) schedule is to be submitted describing the nature and scheduling of proposed tasks and reflecting October 1, 2014 as the start date 2. Cost Proposal (envelope 2) — Submit two (2) copies The consultant is to submit two copies of a detailed cost proposal for all services and materials anticipated in completing the project. Man-hours and extended billing rates per classification of personnel will be indicated for each task and/or sub -task defined. Selection Process Work Programs will be reviewed by a Consultant Selection Committee. The Committee will rank the consultants for contract negotiations based upon the materials submitted within the Work Proposal. The Committee may or may not choose to interview two or more closely -rated firms, but will not expect or schedule time for elaborate presentations. Cost proposals will be opened only after the ranking process is complete. The City will open contract negotiations with the top -ranked firm. The successful consultant will be expected to enter into the Professional Services Agreement included as Exhibit B. Page 3 of 3 100 a 111191 CITY / SA/ HA/ FA MEETING DATE: June 3, 2014 ITEM TITLE: AUTHORIZE CITY MANAGER TO SUBMIT A GRANT APPLICATION TO TRILOGY AT LA QUINTA COMMUNITY SERVICES ORGANIZATION FOR A NEW CITIZENS ON PATROL VEHICLE RECOMMENDED ACTION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 14 STUDY SESSION: PUBLIC HEARING: Authorize the City Manager to submit a grant application to the Trilogy at La Quinta Community Services organization for a new Citizens on Patrol vehicle. EXECUTIVE SUMMARY: • Trilogy at La Quinta Community Services is a social welfare organization formed to support projects through a grant program that benefits both Trilogy residents and the greater community. • The Citizens on Patrol (COP) volunteer program serves to enhance the public's safety and reduce crime throughout the City. • In the last year, the number of volunteers for the COP program has increased by 100 percent and police are anticipating continued growth. • In preparation for expansion of the program, as well as to increase COP patrol, a second vehicle is needed. FISCAL IMPACT: Should the City be awarded the grant, it would cover the one-time cost of $48,400 to acquire and retrofit the vehicle. The annual operating cost to fuel and maintain the vehicle is approximately $3,000 annually and would be covered in the Police Department Budget. BACKGROUND/ANALYSIS: The La Quinta Police Department is identifying grant opportunities, like the Trilogy Community Services Grant, to enhance police services while looking for ways to offset their associated costs. IUL! Utilizing the existing Dodge Durango, COP volunteers conduct patrols of the City to deter crime and report suspicious activities to on -duty police officers. These reports allow for rapid response by officers. The addition of a second high visibility patrol vehicle will allow more COP patrols by volunteers. In addition to patrols, COP volunteers staff the police sub -station, assist during driving -under -the - influence checkpoints, and participate in special events like the annual bicycle rodeo. In order to acquire and retrofit a new vehicle, it will cost approximately $48,400. The breakdown is as follows: The Police Department identified this funding request with the assistance of current COP volunteers. Grant funds must be utilized for the specific purpose of the application. A copy of the application will be provided to the Council upon completion. ALTERNATIVE As this grant opportunity provides the City with the ability to defray General Fund costs for police services and procure new equipment, staff does not recommend an alternative. Report prepared by: Chris Escobedo, Assistant to City Manager Report approved for submission by: Frank J. Spevacek, City Manager IU1 v ` OF CITY]/ SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: ITEM TITLE: APPROVE DEMAND REGISTER DATED BUSINESS SESSION: JUNE 3, 2014 CONSENT CALENDAR: 15 STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Approve Demand Register dated June 3, 2014. EXECUTIVE SUMMARY: None. FISCAL IMPACT: Demand of Cash: -- City $ 1,620,919.22 -- Successor Agency of RDA $ 0.00 -- Housing Authority $ 0.00 -- Housing Authority Commission $ 0.00 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: Warrants Issued: 103186 - 103264) 103265) 103266 - 103334) Voids} Wire Transfers} P/R 36970 - 36976) P/R Tax Transfers} $ 336,869.37 $ 1,052.88 $ 198,531.13 $ 0.00 $ 936,679.62 $ 147,786.22 $ 0.00 $ 1,620,919.22 `uz The most significant expenditures being paid on the demand registers listed above are as follows: Significant Expenditures: Vendor: Account Name: Amount: Purpose: Doug Wall Const. Design/Const. $ 73,345.69 Health & Wellness Ctr. Golden Valley Const. Construction $ 35,456.55 Eisenhower/Sinaloa Kirkpatrick Landscaping NAI Consulting New Construction Marie Barbera Tall Man Group ALTERNATIVES: Technical $ 32,686.28 Various $ 30,160.00 Construction $ 29,454.28 Art Purchases $ 27,210.00 Tech./Contract $ 25,222.50 Roundabout May -Landscape Maint. April -Professional Svc. City Hall Lights Art Purchase Coral Mountains Washington St. Apts. Real Estate Service The City Council may approve, partially approve or reject the register of demands. Report prepared by: Sandra Mancilla, Account Technician Report approved for submission by: Rita Conrad, Finance Director Attachments: 1 . Wire transfers 2. Demand Register ATTACHMENT 1 CITY OF LA QUINTA BANK TRANSACTIONS 5/10/14 - 5/23/14 05/13/14 WIRE TRANSFER - TASC 05/15/14 WIRE TRANSFER - CD PUCHASE 05/16/14 WIRE TRANSFER - CD PUCHASE 05/19/14 WIRE TRANSFER - CD PUCHASE 05/19/14 WIRE TRANSFER - PERS 05/19/14 WIRE TRANSFER - LANDMARK 05/22/14 WIRE TRANSFER - PERS TOTAL WIRE TRANSFER OUT $1,044.45 $ 240,000.00 $ 240,000.00 $ 240,000.00 $43,988.62 $126,888.24 $44,758.31 �5936,679.62 fUF: IM" ATTACHMENT 2 Demand Register „ City of La quinta, CA Packet: APPKT00164 - SHM 5/16/14 Vendor Name Payment Number Payment Date Payable Description Account Number Amount Fund: 101-GENERAL FUND ALSCO INC 103186 05/16/2014 UNIFORM RENTAL EOM 5/2/ 101-7003-60690 85.63 AMERIPRIDE SERVICES INC 103187 05/16/2014 JANITORIAL EOW 5/1/14 101-3002-60115 60.00 BLAKE ROOFING INC 103190 05/16/2014 REFUND OVERPAYMENT 101-0000-41600 5.00 BOYS & GIRLS CLUB OF COA 103191 05/16/2014 FACILITY AGREEMENT 6/20/ 101-3001-60135 7,500.00 BURRTEC WASTE & RECYCLI 103192 05/16/2014 PORTOLE-MOVIE NIGHT 101-3001-60137 77.58 BURRTEC WASTE & RECYCLI 103192 05/16/2014 PORTOLE-CITY PICNIC 101-3001-60137 155.16 CAPITAL ONE COMMERCIAL 103193 05/16/2014 COSTCO PURCHASES 101-2001-60175 13.98 CAPITAL ONE COMMERCIAL 103193 05/16/2014 COSTCO PURCHASES 101-2001-60175 5.99 CAPITAL ONE COMMERCIAL 103193 05/16/2014 COSTCO PURCHASES 101-3001-60137 96.41 CAPITAL ONE COMMERCIAL 103193 05/16/2014 COSTCO PURCHASES 101-3001-60137 146.77 CAPITAL ONE COMMERCIAL 103193 05/16/2014 COSTCO PURCHASES 101-3003-60420 87.12 CENTURY MFG 103194 05/16/2014 GRAFFITI SUPPLY 101-7004-60423 239.53 CLASSIC AUTO TRANSPORT 103195 05/16/2014 SP ENFORCEMENT FUNDS 101-2001-60175 160.00 COACHELLA VALLEY CONSER 103197 05/16/2014 APR -MITIGATION FEES 101-0000-20310 2,556.00 COACHELLA VALLEY CONSER 103197 05/16/2014 APR -MITIGATION FEES 101-0000-43631 -25.56 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-2002-61200 795.23 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3004-61200 170.05 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3005-61204 80.53 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3005-61207 408.78 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3005-61208 22.70 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3005-61209 94.41 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3006-61200 215.19 COACHELLA VALLEY WATER 103198 05/16/2014 WATER SERVICE 101-3008-61200 39.18 CONSOLIDATED ELECTRICAL 103199 05/16/2014 ELECTRIC MATERIAL 101-7004-60431 123.44 CROWSON MANAGEMENTS 103200 05/16/2014 GRAFFITI SERVICES 1/17/14 101-7001-60104 70.00 CROWSON MANAGEMENTS 103200 05/16/2014 GRAFFITI SERVICES 3/13 & 3 101-7001-60104 205.28 DATA TICKET, INC. 103201 05/16/2014 MAR-ADMIN CITATION SVC 101-6004-31190 294.50 DESERT CA M 103202 05/16/2014 COUNCIL MTG 5/6/14 101-3008-60108 750.00 DESERT ELECTRIC SUPPLY 103203 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 16.09 DESERT ELECTRIC SUPPLY 103203 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 44.94 DESERT ELECTRIC SUPPLY 103203 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 34.80 DESERT FOUNTAIN GAS SUP 103204 05/16/2014 SP EVENT SUPPLIES 101-3003-60149 8.00 DESERT SUN, THE 103205 05/16/2014 MAY -SUBSCRIPTION 101-1005-60352 49.18 DIVISION OF THE STATE ARC 103206 05/16/2014 PAIGE RESTROOM 101-3005-60424 692.26 EMC 103208 05/16/2014 NEW HIRES/DOT 101-1004-60103 510.00 EMPLOYMENT DEVELOPME 103209 05/16/2014 UNEMPLOYMENT INSUR 101-1004-50244 10,184.00 FENADY &, GEORGE J 103211 05/16/2014 REFUND OVERPAYMENT 101-0000-41600 12.00 GAS COMPANY, THE 103213 05/16/2014 LIBRARY GAS 3/25-4/23 101-3004-61100 338.75 GAS COMPANY, THE 103213 05/16/2014 CITY HALL GAS 3/25-4/23 101-3008-61100 398.60 GRAPHTEK INTERACTIVE 103216 05/16/2014 CONTRACT 101-3007-60461 7,885.34 HIGH TECH IRRIGATION INC 103217 05/16/2014 IRRIGATION MATERIAL 101-7004-60431 27.15 HOFFMAN, JUDITH 103218 05/16/2014 REFUND OVERPAYMENT 101-0000-41600 19.00 HOWARD'S RUG CO SAN DIE 103219 05/16/2014 REFUND OVERPAYMENT 101-0000-41600 10.00 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-2002-61101 685.28 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61102 4.11 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61104 45.51 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61108 228.81 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61109 2,112.06 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61110 60.88 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61111 5.30 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61113 13.58 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3005-61114 4.11 IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-2002-61101 481.88 5/19/2014,..12:37.28...�. --,,.... Page 1 of..7m 110 Demand Register Packet: APPKT00164 - SHM 5/16/14 ,Vendor Name Payment Number Payment Date Payable Descriptipn Account Number Amount IMPERIAL IRRIGATION DIST 103220 05/16/2014 ELECTRICITY SERVICE 101-3008-61101 198.77 IMSA CERTIFICATION 103221 05/16/2014 MEMBERSHIP 101-7006-60351 160.00 INLAND POWER EQUIPMENT 103222 05/16/2014 CHAIN SAW BLADES 101-7003-60431 58.32 INLAND POWER EQUIPMENT 103222 05/16/2014 CHAIN SAW BLADES 101-7003-60431 116.99 INTERNATIONAL PUBLIC MA 103223 05/16/2014 MEMBERSHIP 7/1/14 - 6/30/ 101-1004-60351 149.00 JAS PACIFIC INC 103224 05/16/2014 APR-BLDG PLAN CHECK 101-6003-60118 15,249.00 KIRKPATRICK LANDSCAPING 103226 05/16/2014 MAY -LANDSCAPE MAINT 101-7004-60189 32,686.28 KRIBBS CONSTRUCTION, BR 103227 05/16/2014 FOUNTAIN R&M 101-7004-60431 400.00 LA QUINTA CHAMBER OF CO 103228 05/16/2014 GEM ADS 101-3007-60410 1,450.00 LA QUINTA FARMS LLC 103229 05/16/2014 MAY-PM10 SERVICES 101-7006-60146 23,750.00 LA QUINTA PROPERTY 103230 05/16/2014 REFUND OVERPAYMENT 101-0000-41415 5.00 LAIRD, KATHY 103231 05/16/2014 REFUND OVERPAYMENT 101-0000-41400 575.00 LANDMARK GOLF MANAGE 103232 05/16/2014 APR -LANDSCAPE 101-7004-60143 5,287.00 LASALLE PAINTING, INC. 103233 05/16/2014 RESURFACE WATER FT 101-3005-60424 6,875.00 LASALLE PAINTING, INC. 103233 05/16/2014 RESURFACE WATER FT 101-3005-60554 5,700.00 MOYA, DANIEL 103234 05/16/2014 DWELLING ABATEMENT 101-6004-60108 500.00 MUSICIAN'S FRIEND 103235 05/16/2014 EVENT EQUIPMENT 101-3003-60420 37.98 MUSICIAN'S FRIEND 103235 05/16/2014 EVENT EQUIPMENT 101-3003-60420 408.01 MUSICIAN'S FRIEND 103235 05/16/2014 EVENT EQUIPMENT 101-3003-60420 6.48 MUSICIAN'S FRIEND 103235 05/16/2014 EVENT EQUIPMENT 101-3003-60420 5.94 MUSICIAN'S FRIEND 103235 05/16/2014 EVENT EQUIPMENT 101-3003-60420 103.68 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 101-7001-60104 2,065.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 101-7005-50240 2,500.00 OFFICE TEAM 103238 05/16/2014 TEMP STAFFING WKEND 3/7 101-3002-60125 680.00 OFFICE TEAM 103238 05/16/2014 TEMP STAFFING WKEND 4/1 101-7004-60125 204.00 PACIFIC WEST INDUSTRIES 103239 05/16/2014 CITY HALL A/C 101-3008-60665 1,105.00 PLUG & PAY TECHNOLOGIES 103242 05/16/2014 APR -CREDIT CARD FEES 101-3003-60122 20.00 POINT7WEST INC 103243 05/16/2014 LOGO FOR TV SPOT 101-3007-60461 150.00 RADEVA, MONIKA 103245 05/16/2014 WORKING LUNCH 5/2/14 101-6001-60320 27.19 RADEVA, MONIKA 103245 05/16/2014 DEPT LUNCH 5/8/14 101-6001-60320 29.70 RALPHS CUSTOMER CHARGE 103246 05/16/2014 FLOWERS 101-3002-60420 117.59 RASA/ERIC NELSON 103247 05/16/2014 PCN13260 2HRS FINAL CK 101-7002-60183 190.00 RASA/ERIC NELSON 103247 05/16/2014 PCN140691STCHECK 101-7002-60183 285.00 RASA/ERIC NELSON 103247 05/16/2014 PCN14041 2ND CHECK 101-7002-60183 285.00 RASA/ERIC NELSON 103247 05/16/2014 PCN14070 1ST CHECK 101-7002-60183 285.00 RASA/ERIC NELSON 103247 05/16/2014 PCN13295 100% COMPLETE 101-7002-60183 591.00 RASA/ERIC NELSON 103247 05/16/2014 PCN 14009 100% COMPLETE 101-7002-60183 360.00 RASA/ERIC NELSON 103247 05/16/2014 PCN13275 85%COMPLETE 101-7002-60183 372.00 RASA/ERIC NELSON 103247 05/16/2014 PCN14035 FINAL CHECK 101-7002-60183 190.00 RASA/ERIC NELSON 103247 05/16/2014 PCN14061 FINAL CHECK 101-7002-60183 285.00 SANTA FE BUILDING MAINTE 103248 05/16/2014 APR -JANITORIAL 101-3002-60115 1,637.10 SANTA FE BUILDING MAINTE 103248 05/16/2014 APR -JANITORIAL 101-3004-60115 2,566.32 SANTA FE BUILDING MAINTE 103248 05/16/2014 APR -JANITORIAL 101-3005-60115 1,254.60 SANTA FE BUILDING MAINTE 103248 05/16/2014 APR -JANITORIAL 101-3006-60115 751.74 SANTA FE BUILDING MAINTE 103248 05/16/2014 APR -JANITORIAL 101-3008-60115 2,881.50 SANTA FE BUILDING MAINTE 103248 05/16/2014 APR -JANITORIAL 101-7003-60115 414.12 SHARK POOLS INC 103249 05/16/2014 MAY -CITY HALL FOUNTAIN 101-3008-60668 90.95 SHARK POOLS INC 103249 05/16/2014 MAY-FRITZ BURNS 101-3001-60184 488.95 SHARK POOLS INC 103249 05/16/2014 MUSEUM FT R&M 101-3006-61200 475.00 SHARK POOLS INC 103249 05/16/2014 MAY-ESTADO/BERMUDAS 101-7004-60189 125.00 SHARK POOLS INC 103249 05/16/2014 MAY-ESTADO/DESERT CLUB 101-7004-60189 125.00 SHARK POOLS INC 103249 05/16/2014 MAY-FONDA/BERMUDA 101-7004-60189 175.00 SHARK POOLS INC 103249 05/16/2014 MAY-LG'S FOUNTAIN 101-7004-60189 275.00 SHARK POOLS INC 103249 05/16/2014 MAY-FONDA/DESERT CLB 101-7004-60189 150.00 SHARK POOLS INC 103249 05/16/2014 MAY-VONS PLAZA 101-7004-60189 225.00 SHARK POOLS INC 103249 05/16/2014 MAY -HOME DEPOT 101-7004-60189 225.00 SHARK POOLS INC 103249 05/16/2014 MAY-LQ WATER PK FT 101-3005-60554 169.15 SHARK POOLS INC 103249 05/16/2014 MAY-LQ MUSEUM 101-3006-61200 80.95 SMITH PIPE & SUPPLY CO 103251 05/16/2014 IRRIGATION MATERIAL 101-7004-60431 26.89 STAPLES ADVANTAGE 103252 05/16/2014 OFFICE SUPPLIES 101-3002-60400 305.67 5/19/2014 12:37:28 PM Page 2 of 7 INS Demand Register Packet: APPKT00164 - SHM 5/16/14 Vendor Name Payment Number Payment Date Payable Description Account Number Amount STAPLES ADVANTAGE 103252 05/16/2014 B&G CLUB BACK TO SCHOOL 101-3002-60420 97.15 STAPLES ADVANTAGE 103252 05/16/2014 HDMI CABLE 101-3008-60665 14.25 SWANK MOTION PICTURES 103254 05/16/2014 MOVIES 101-3001-60137 374.00 TAG/AMS INC 103255 05/16/2014 DOT TEST 101-1004-60103 260.00 TALL MAN GROUP INC 103256 05/16/2014 REAL ESTATE SVC 101-1002-60101 11,777.50 TALL MAN GROUP INC 103256 05/16/2014 REAL ESTATE SVC 101-1002-60101 3,875.00 TERRA NOVA PLANNING & R 103257 05/16/2014 APR -PROFESSIONAL SVC 101-6002-60103 4,721.32 TOPS'N BARRICADES INC 103258 05/16/2014 BARRICADE/SIGNS 101-7003-56430 302.94 TOPS'N BARRICADES INC 103258 05/16/2014 BARRICADE/SIGNS 101-7003-56430 91.85 TOPS'N BARRICADES INC 103258 05/16/2014 BARRICADE/SIGNS 101-7003-56430 96.12 VACATION RENTAL COMPLIA 103260 05/16/2014 APR-STVR 101-1006-60104 2,700.00 VERIZON CALIFORNIA 103261 05/16/2014 ELECTICAL SIGNAL 4/10-5/9 101-7004-61116 53.87 VERIZON CALIFORNIA 103261 05/16/2014 ELECTRICAL SIGNAL4/25-5/2 101-7004-61116 52.31 VINTAGE ASSOCIATES 103262 05/16/2014 PLANT REPLACEMENT 101-7004-60420 201.01 VINTAGE ASSOCIATES 103262 05/16/2014 PLANT REPLACEMENT 101-7004-60420 251.10 VINTAGE ASSOCIATES 103262 05/16/2014 PLANT REPLACEMENT 101-7004-60420 85.54 VINTAGE ASSOCIATES 103262 05/16/2014 TRAIL FOUNTAIN REPAIR 101-3005-60424 140.97 WALTERS WHOLESALE ELECT 103263 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 100.66 WALTERS WHOLESALE ELECT 103263 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 1.93 WALTERS WHOLESALE ELECT 103263 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 10.48 WALTERS WHOLESALE ELECT 103263 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 31.77 WALTERS WHOLESALE ELECT 103263 05/16/2014 ELECTRICAL MATERIAL 101-7004-60431 321.62 Fund 101- GENERAL FUND Total: 179,772.79 Fund: 221- AB 939 ENVIRONMENTAL SPECIALTY 103210 05/16/2014 BEAR CREEK TRAIL BENCHES 221-0000-33220 2,541.72 Fund 221- AB 939 Total: 2,541.72 Fund: 224 - TUMF COACHELLA VALLEY ASSOC 103196 05/16/2014 APR-TUMF FEE 224-0000-20320 7,349.77 Fund 224 - TUMF Total: 7,349.77 Fund: 270 - ART IN PUBLIC PLACES FUND BARBERA, MARIE 103189 05/16/2014 ART PURCHASE 270-0000-74800 27,210.00 Fund 270 - ART IN PUBLIC PLACES FUND Total: 27,210.00 Fund: 401- CAPITAL IMPROVEMENT PROGR ECONOLITE CONTROL PROD 103207 05/16/2014 NEW MMU X2 401-1891-45010 2,465.65 ECONOLITE CONTROL PROD 103207 05/16/2014 VIDEO BOARD R&M 401-1891-45010 108.02 GOLDEN VALLEY CONSTRUC 103215 05/16/2014 FINAL MAINT 2010-11 401-1846-45010 1,600.00 GOLDEN VALLEY CONSTRUC 103215 05/16/2014 FINAL RETENTION 2010-11 401-1846-45010 33,856.55 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1762-60185 1,265.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1804-60185 375.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1871-60185 3,445.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1878-60103 375.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1884-60103 3,722.50 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1885-60185 2,500.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1887-60185 375.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1888-60103 8,000.00 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1894-60103 4,412.50 NAI CONSULTING INC 103236 05/16/2014 APR -PROFESSIONAL SERVICE 401-1896-60103 1,125.00 NEW CONSTRUCTION SOLUT 103237 05/16/2014 FINAL BILLING 2013-14 401-1897-60188 29,454.28 PALMER, ARNOLD DESIGN C 103240 05/16/2014 SILVERROCK SITE VISIT 401-1815-60185 2,027.75 SIEMENS INDUSTRY INC 103250 05/16/2014 POLE REPLACEMENT 401-1891-45010 4,343.34 TALL MAN GROUP INC 103256 05/16/2014 CORAL MOUNTAINS 401-1813-60108 1,237.50 TALL MAN GROUP INC 103256 05/16/2014 CORAL MOUNTAINS 401-1813-60108 330.00 TALL MAN GROUP INC 103256 05/16/2014 WASHINGTON STAPTS 401-1813-60108 5,197.50 TALL MAN GROUP INC 103256 05/16/2014 WASHINGTON ST APTS 401-1813-60108 2,805.00 Fund 401- CAPITAL IMPROVEMENT PROGR Total: 109,020.59 Fund: 501- EQUIPMENT REPLACEMENT AUTOZONE 103188 05/16/2014 MOTOR OIL 501-0000-60674 34.85 AUTOZONE 103188 05/16/2014 BLADE 501-0000-60676 15.38 AUTOZONE 103188 05/16/2014 FUEL CAP 501-0000-60675 14.05 5/19/2014 12:37.28 FM .... _ --- _.... _ __ - . �� ......... ......... .. ------page,3..ofn... 112 Demand Register Packet: APPKT00164 - SHIM 5/16/14 Vendor Name Payment Number Payment Date Payable. Description Account Number Amount AUTOZONE 103188 05/16/2014 RETURN CREDIT 501-0000-60675 -10.00 FUELMAN 103212 05/16/2014 APR -FUEL 501-0000-60674 1,438.21 JOHNSON, LES 103225 05/16/2014 CAR WASH 501-0000-43430 30.00 PARKHOUSE TIRE INC 103241 05/16/2014 TK#64 TIRES 501-0000-60678 1,282.25 R A N AUTO DETAIL 103244 05/16/2014 CAR WASH 5/4/14 501-0000-43430 478.00 ` STONES, CAM AUTOMOTIVE 103253 05/16/2014 TK#65 R&M 501-0000-60676 157.61 STONES, CAM AUTOMOTIVE 103253 05/16/2014 TK#61 R&M 501-0000-60676 915.96 TOWER ENERGY GROUP 103259 05/16/2014 FUEL4/1-15/14 501-0000-60674 3,029.05 TOWER ENERGY GROUP 103259 05/16/2014 FUEL4/16-30/14 501-0000-60674 3,097.34 Fund 501- EQUIPMENT REPLACEMENT Total: 1,482.0 ..70 Fund: 601- SILVER ROCK RESORT GCSAA 103214 05/16/2014 MEMBERSHIP 7/1/14-6/30/1 601-0000-60351 365.00 Fund 601- SILVER ROCK RESORT Total 365.00 Fund: 735 - 97-1 AGENCY REDEMPTION FUND WILLDAN FINANCIAL SERVIC 103264 05/16/2014 AD97-1ADMN 735-0000-23410 126.80 Fund 735 - 97-1 AGENCY ........... REDEMPTION FUND Total: . ------- --------- ...... 126.80 Grand Total 336 869.37 5/19/2014 12:37:28 PM Page 4 of 7 113 Demand Register Fund Summary Fund 101-GENERAL FUND 221- AB 939 224 - TU M F 270 - ART IN PUBLIC PLACES FUND 401- CAPITAL IMPROVEMENT PROGR 501- EQUIPMENT REPLACEMENT 601- SILVER ROCK RESORT 735 - 97-1 AGENCY REDEMPTION FUND Account Number 101-0000-20310 101-0000-41400 101-0000-41415 101-0000-41600 101-0000-43631 101-1002-60101 101-1004-50244 101-1004-60103 101-1004-60351 101-1005-60352 101-1006-60104 101-2001-60175 101-2002-61101 101-2002-61200 101-3001-60135 101-3001-60137 101-3001-60184 101-3002-60115 101-3002-60125 101-3002-60400 101-3002-60420 101-3003-60122 101-3003-60149 101-3003-60420 101-3004-60115 101-3004-61100 101-3004-61200 101-3005-60115 101-3005-60424 101-3005-60554 101-3005-61102 101-3005-61104 101-3005-61108 101-3005-61109 101-3005-61110 101-3005-61111 101-3005-61113 101-3005-61114 101-3005-61204 101-3005-61207 101-3005-61208 101-3005-61209 101-3006-60115 101-3006-61200 101-3007-60410 Grand Total: Account Summary Account Name MSHCP Mitigation Fee Transient Occupancy Ta TOT - STVR Registration Business Licenses CVMSHCP Admin Fee Contract Services - Admi State Unemployment In Professional Membership Dues Subscriptions & Publicati Consultants Special Enforcement Fu Utilities - Electricity Utilities - Water Boys & Girls Club Community Special Even Fritz Burns Park Janitorial Temporary Agency Servi Office Supplies Operating Supplies Credit Card Fees Special Events Operating Supplies Janitorial Utilities - Gas Water - Inside Janitorial Materials - Irrigation & L LQ Park Building Utilities - Electric - Mont Utilities - Electric - Pione Utilities - Electric - Colon Utilities - Electric - Com Utilities - Electric -Adam Utilities - Electric - Velas Utilities - Electric - Eisen Utilities - Electric - Deser Utilities- Water -Fritz Bu Utilities - Water -Pionee Utilities - Water -Season Utilities - Water -Comm Janitorial Water- Inside Printing Expense Amount 179,772.79 2,541.72 7,349.77 27, 210.00 109,020.59 10,482.70 365.00 126.80 336,869.37 Expense Amount 2,556.00 575.00 5.00 46.00 -25.56 15, 652.50 10,184.00 770.00 149.00 49.18 2,700.00 179.97 1,167.16 795.23 7,500.00 849.92 488.95 1,697.10 680.00 305.67 214.74 20.00 8.00 649.21 2,566.32 338.75 170.05 1,254.60 7,708.23 5,869.15 4.11 45.51 228.81 2,112.06 60.88 5.30 13.58 4.11 80.53 408.78 22.70 94.41 751.74 771.14 1,450.00 Packet: APPKT00164 - SHM 5/16/14 Report Summary. 5/19/2014 12:37:28 PM Page 5 of 7 114 Demand Register Packet: APPKT00164 - SHM 5/16/14 Account Summary Account Number Account Name Expense Amount 101-3007-60461 Economic Development/ 8,035.34 101-3008-60108 Technical 750.00 101-3008-60115 Janitorial 2,881.50 101-3008-60665 Maint.-Other Equipment 1,119.25 101-3008-60668 Fountains 90.95 101-3008-61100 Utilities - Gas 398.60 101-3008-61101 Utilities - Electricity 198.77 101-3008-61200 Utilities - Water 39.18 101-6001-60320 Travel & Training 56.89 101-6002-60103 Professional 4,721.32 101-6003-60118 Plan Check 15,249.00 101-6004-31190 Admin Citation Services 294.50 101-6004-60108 Technical 500.00 101-7001-60104 Consultants 2,340.28 101-7002-60183 Map/Plan Checking 2,843.00 101-7003-56430 Barricades 490.91 101-7003-60115 Janitorial 414.12 101-7003-60431 Materials 175.31 101-7003-60690 Uniforms 85.63 101-7004-60125 Temporary Agency Servi 204.00 101-7004-60143 SilverRock Way Landsca 5,287.00 101-7004-60189 Technical 33,986.28 101-7004-60420 Operating Supplies 537.65 101-7004-60423 Supplies -Graffiti 239.53 101-7004-60431 Materials 1,139.77 101-7004-61116 Utilities - Electric - Signal 106.18 101-7005-50240 Social Security -Medicare 2,500.00 101-7006-60146 PM 10 SilverRock 23,750.00 101-7006-60351 Membership Dues 160.00 221-0000-33220 AB 939 Recycling 2,541.72 224-0000-20320 TUMF Payable to CVAG 7,349.77 270-0000-74800 Art Purchases 27,210.00 401-1762-60185 Design 1,265.00 401-1804-60185 Design 375.00 401-1813-60108 Technical 9,570.00 401-1815-60185 Design 2,027.75 401-1846-45010 Construction 35,456.55 401-1871-60185 Design 3,445.00 401-1878-60103 Professional 375.00 401-1884-60103 Professional 3,722.50 401-1885-60185 Design 2,500.00 401-1887-60185 Design 375.00 401-1888-60103 Professional 8,000.00 401-1891-45010 Construction 6,917.01 401-1894-60103 Professional 4,412.50 401-1896-60103 Professional 1,125.00 401-1897-60188 Construction 29,454.28 501-0000-43430 Car Washes 508.00 501-0000-60674 Fuel & Oil 7,599.45 501-0000-60675 Parts & Maintenance Su 4.05 501-0000-60676 Vehicle Repair & Mainte 1,088.95 501-0000-60678 Street Sweeper 1,282.25 601-0000-60351 Membership Dues 365.00 735-0000-23410 AD Administrative fees 126.80 Grand Total: 336,869.37 5/19/2014 12:37:28 PM Page 6 of 7 115 Demand Register Packet: APPKT00164 - SHM 5/16/14 Project Account Summary Project Account Key Expense Amount **None** 227,848.78 1762Des 1,265.00 1804Con 375.00 1813Tech 9,570.00 1815Des 2,027.75 1846Const 35,456.55 1871Des 3,445.00 1878Pro 375.00 1884Pro 3,722.50 1885Des 2,500.00 1887Des 375.00 1888Pro 8,000.00 1891Const 6,917.01 1894Pro 4,412.50 1896Pro 1,125.00 1897Const 29,454.28 Grand Total: 336,869.37 5/19/2014 12:37:28 PM Page 7 of 7 116 Demand Register City of La Quinta, CA Packet: APPKT00170 - SHM 5/22/14 Vendor Name Payment Number Payment Date Payable Description Account Number Amount Fund: 101 - GENERAL FUND WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-1001-60320 50.44 WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-1002-60320 221.06 WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-1004-60320 62.92 WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-1004-60450 111.48 WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-3007-60320 70.00 WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-6001-60320 175.00 WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 101-7006-53040 360.99 Fund 101 - GENERAL FUND Total: 1,051.89 Fund: 502 - INFORMATION TECHNOLOGY WELLS FARGO BUSINESS CA 103265 05/22/2014 VISA CARD PAYMENT 502-0000-60421 0.99 Fund 502 - INFORMATION TECHNOLOGY Total: 0.99 Grand Total: 1,052.88 5/22/2014 1:28:32 PM Page I of 2 117 Demand Register Fund Summary Fund 101-GENERAL FUND 502 - INFORMATION TECHNOLOGY Grand Total: Account Number 101-1001-60320 101-1002-60320 101-1004-60320 101-1004-60450 101-3007-60320 101-6001-60320 101-7006-53040 502-0000-60421 Project Account Key **None** Account Summary Account Name Travel & Training Travel & Training Travel & Training Advertising Travel & Training Travel & Training Subscrip & Publications Supplies - Software Grand Total: Project Account Summary Expense Amount 1,051.89 0.99 1,052.88 Expense Amount 50.44 221.06 62.92 111.48 70.00 175.00 360.99 0.99 1,052.88 Expense Amount 1,052.88 Grand Total: 1,052.88 Packet: APPKT00170 - SHM 5/22/14 Report Summary 5/22/2014 1:28:32 PM lifiE: Demand Register City of La Quinta, CA Packet: APPKT00171- SHM 5/23/14 Vendor Name Payment Number Payment Date Payable Description Account Number Amount Fund: 101-GENERAL FUND ALL VALLEY APPLIANCE INC 103266 05/23/2014 FS#32 DRYER REPAIR 101-2002-60670 166.43 ALL VALLEY APPLIANCE INC 103266 05/23/2014 FS#70WASH ER 101-2002-60670 59.95 ALPHA CARD 103267 05/23/2014 OPERATING SUPPLIES 101-3002-60420 2,474.28 ALSCO INC 103268 05/23/2014 UNIFORM RENTAL EOM 5/9/ 101-7004-60690 89.05 ALVAREZ, MARIA ISABEL 103269 05/23/2014 INSTRUCTOR PAYMENT 101-3002-60107 27.30 AMERICAN FORENSIC NURSE 103270 05/23/2014 BLOOD/ALCOHOL 101-2001-36310 240.00 AMERIGAS 103271 05/23/2014 FS432 GAS 101-2002-61100 65.92 AMY SKIN CARE 103272 05/23/2014 REFUND OVERPAYMENT 101-0000-41600 6.00 AUTOZONE 103273 05/23/2014 THREAD LOCK 101-7003-60431 10.17 AUTOZONE 103273 05/23/2014 EPDXY 101-7003-60431 13.11 BAHNSON'S MACHINE SHOP 103274 05/23/2014 ELECTRICAL MATERIAL 101-7004-60431 1,722.20 BEST SIGNS INC 103275 05/23/2014 LIBRARY RESTROOM SIGNS 101-3004-60665 502.49 BIO CLEAR WATER SOLUTIO 103276 05/23/2014 LAKE MAINT 101-3005-60117 545.00 BODDEN, RENATE 103277 05/23/2014 INSTRUCTOR PAYMENT 101-3002-60107 123.20 CALPERS LONG-TERM CARE 103279 05/23/2014 LONG TERM CARE 101-0000-20949 106.00 CAPITAL REALTY ANALYSTS 103280 05/23/2014 APPRAISAL REVIEW FEE 101-6001-60103 500.00 CASSEL, LLORA 103281 05/23/2014 INSTRUCTOR PAYMENT 101-3003-60107 134.40 DISH NETWORK 103285 05/23/2014 EOC DISH 5/13-6/12 101-6005-60107 67.73 ESGIL CORPORATION 103287 05/23/2014 APR -PLAN CHECK 101-6003-60118 20,659.10 FLAGS A FLYING 103288 05/23/2014 LIBRARY/CITY HALL FLAGS 101-3004-60691 217.50 FLAGS A FLYING 103288 05/23/2014 LIBRARY/CITY HALL FLAGS 101-3008-60665 217.50 GARZA TURF & POWER EQUI 103289 05/23/2014 CHAIN SAW BLADES 101-7004-60431 125.23 GAS COMPANY, THE 103290 05/23/2014 APR-FS# 93 GAS 101-2002-61100 125.22 GLASSMASTERS 103291 05/23/2014 REFUND OVERPAYMENT 101-0000-41400 50.00 GREENLAW, TRUDY 103292 OS/23/2014 REFUND 101-0000-42214 5.25 HERRIS, NICOL 103293 05/23/2014 INSTRUCTOR PAYMENT 101-3002-60107 84.00 IMPERIAL IRRIGATION DIST 103294 05/23/2014 ELECTRICITY SERVICE 101-7003-61101 785.75 IMPERIAL IRRIGATION DIST 103294 05/23/2014 ELECTRICITY SERVICE 101-7004-61116 3,364.69 IMPERIAL IRRIGATION DIST 103294 05/23/2014 ELECTRICITY SERVICE 101-7004-61117 2,159.62 IMPERIAL IRRIGATION DIST 103294 05/23/2014 ELECTRICITY SERVIC 101-7004-61116 2,035.54 IMPERIAL IRRIGATION DIST 103294 05/23/2014 ELECTRICITY SERVIC 101-7004-61117 882.96 JOHNSON, LES 103296 05/23/2014 LAPTOP TRAVEL BAG -JOHNS 101-6001-60400 75.59 LUXE WATER SOLUTIONS LLC 103299 05/23/2014 WATER COOLERS 101-1007-60404 345.56 MAXWELL SECURITY SERVIC 103300 05/23/2014 MAY -SECURITY PATROL 101-3008-60123 150.00 MITY LITE INC 103301 05/23/2014 OPERATING SUPPLIES 101-3002-60420 1,940.20 NATIONAL NOTARY ASSOCIA 103302 05/23/2014_ E&OINSURANCE- THOMPS 101-1005-60351 33.00 NI GOVERNMENT SERVICES 1 103304 05/23/2014 APR -CELL PHONES 101-6005-61304 152.10 OFFICE DEPOT 103306 05/23/2014 BACK TOSCHOOLSUPPLIES 101-3002-60420 45.85 OFFICE DEPOT 103306 05/23/2014 TONER 101-1005-60400 107.78 OFFICE DEPOT 103306 05/23/2014 PAPER 101-1007-60402 999.65 OFFICE DEPOT 103306 05/23/2014 OFFICE SUPPLIES 101-1005-60400 164.98 OFFICE DEPOT 103306 05/23/2014 OFFICE SUPPLIES 101-1005-60400 6.32 OFFICE DEPOT 103306 05/23/2014 PAPER 101-1007-60402 223.17 OFFICE DEPOT 103306 05/23/2014 OFFICE SUPPLIES 101-1005-60400 22.80 OFFICE DEPOT 103306 05/23/2014 INK 101-1005-60400 31.31 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 4/2 101-1002-60125 607.75 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 4/2 101-3002-60125 544.00 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 4/2 101-6001-60125 340.00 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 4/2 101-7004-60125 331.50 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 5/2 101-3002-60125 382.50 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 5/2 101-6001-60125 340.00 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 5/2 101-6001-60125 1,000.00 OFFICE TEAM 103307 05/23/2014 TEMP STAFFING WKEND 5/2 101-1002-60125 782.00 ­........ 5/22/2014 7:17:21 PM ....... . ..... „ ®w.. ............... ... ...... . . ............ ... Page 1 of 5 119 Demand Register Packet: APPKT00171- SHM 5/23/14 Vegdor Name Payment,Number Payment Date , Payable Description , Account Number Amount ORIENTAL TRADING COMPA 103308 05/23/2014 SPORTS SUPPLIES 101-3003-60420 26.00 PACIFIC WEST INDUSTRIES 103309 05/23/2014 CITY HALL -TEMP A/C 101-3008-60665 1,800.00 PRINTING PLACE, THE 103310 05/23/2014 JO INSPECTION CARDS 101-6001-60410 214.92 RIVERSIDE COUNTY RECORD 103311 05/23/2014 MAR -RECORDING FEES 101-6004-60108 23.00 RIVERSIDE COUNTY SHERIFF' 103312 05/23/2014 CRIME PREVENTION FORM 101-2001-60175 40.50 RIVERSIDE DEPARTMENT OF 103313 05/23/2014 GARNISHMENT 101-0000-20985 200.00 ROJAS, MIGUEL ANGEL 103314 05/23/2014 INSTRUCTOR PAYMENT 101-3003-60107 2,516.50 SILVERROCK RESORT 103315 OS/23/2014 APR -SALES TAX 101-0000-20304 95.00 SILVERROCK RESORT 103315 05/23/2014 APR -SALES TAX 101-2001-60109 227.00 SILVERROCK RESORT 103315 05/23/2014 APR -SALES TAX 101-2001-60175 16.00 SILVERROCK RESORT 103315 05/23/2014 APR -SALES TAX 101-7003-60431 27.00 SOUZA, DEBRA A FEDOR 103316 05/23/2014 INSTRUCTOR PAYMENT 101-3002-60107 123.20 STANDARD INSURANCE COM 103317 05/23/2014 MAY STANDARD INSURANCE 101-0000-20947 477.38 STANDARD INSURANCE COM 103317 05/23/2014 MAY STANDARD INSURANCE 101-0000-20955 3,832.90 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-3001-60400 241.46 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-3001-60400 -10.08 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-1002-60400 101.64 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-6001-60400 361.96 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-6001-60400 113.69 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-2001-60109 421.31 STAPLES ADVANTAGE 103318 05/23/2014 SPORTS SUPPLIES 101-3003-60420 16.37 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-6001-60400 43.69 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-6001-60400 15.43 STAPLES ADVANTAGE 103318 05/23/2014 OFFICE SUPPLIES 101-3001-60400 32.37 STOIANOVICI, TOMA 103319 05/23/2014 ALARM BATTERY 101-3005-60424 32.39 TOPS'N BARRICADES INC 103322 05/23/2014 BARRICADS/SIGN POLES 101-7003-56430 230.58 TOPS'N BARRICADES INC 103322 05/23/2014 BARRICADES/SIGNS 101-7003-56430 308.12 TOPS'N BARRICADES INC 103322 05/23/2014 PAINT/SIGNS LEGENDS 101-7003-60433 1,014.12 TOPS'N BARRICADES INC 103322 05/23/2014 BARRICADES/SIGNS 101-7003-56430 278.86 TOPS'N BARRICADES INC 103322 05/23/2014 BARRICADES/SIGNS 101-7003-56430 236.68 UNDERGROUND SERVICE AL 103324 05/23/2014 DIG ALERTS - 61 101-7003-60431 91.50 UNITED WAY OF THE DESERT 103325 05/23/2014 CONTRIBUTION 101-0000-20981 75.00 US DEPARTMENT OF EDUCA 103326 05/23/2014 GARNISHMENT 101-0000-20985 16.68 VALLEY PLUMBING 103327 05/23/2014 CITY HALL DRAIN 101-3008-60665 88.00 VALLEY PLUMBING 103327 05/23/2014 CITY HALL LEAK REPAIR 101-3008-60665 193.87 VALLEY PLUMBING 103327 05/23/2014 HAVAC #2 & 3 BACKFLOW 101-3008-60665 580.00 VIELHARBER, KAREN 103329 05/23/2014 INSTRUCTOR PAYMENT 101-3002-60107 70.00 WALTERS WHOLESALE ELECT 103331 05/23/2014 ELECTRICAL MATERIAL 101-7004-60431 241.59 WALTERS WHOLESALE ELECT 103331 05/23/2014 ELECTRICAL MATERIAL 101-7004-60431 562.61 WILLIS, CHRIS 103332 05/23/2014 REFUND OVERPAYMENT 101-0000-42409 4.00 WIRELESS WATCHDOGS 103333 05/23/2014 CELL MAINT4/14-5/13 101-1007-61301 184.00 WIRELESS WATCHDOGS 103333 05/23/2014 CELL MAINT4/23-5/22 101-1007-61301 112.00 YING HEALING MASSAGE 103334 05/23/2014 REFUND OVERPAYMENT 101-0000-41600 6.00 Fund 101- GENERAL FUND Total: 61,474.89 Fund: 218 - CV VIOLENT CRIME TASK FOR BURRTEC WASTE & RECYCLI 103278 05/23/2014 MAY -TRASH SVC 218-0000-61501 85.61 DESERT BUSINESS MACHINE 103284 05/23/2014 CONTRACT 4/23-5/22 218-0000-60665 52.09 IMPERIAL IRRIGATION -GANG 103295 05/23/2014 ELECTRICITY 4/2-30/14 218-0000-61101 330.16 TIME WARNER -GANG TASK F 103321 05/23/2014 CABLE 4/29-5/28 218-0000-42160 65.58 VERIZON CA - GANG TASK F 103328 05/23/2014 PHONE SVC 4/22-5/21 218-0000-61300 383.30 Fund 218 - CV VIOLENT CRIME TASK FOR Total: ................. 916.74 Fund: 241- HOUSING AUTHORITY PA1 RIVERSIDE COUNTY RECORD 103311 05/23/2014 MAR -RECORDING FEES 241-9101-60103 95.00 Fund 241- HOUSING AUTHORITY PA1 Total: 95.00 Fund: 401- CAPITAL IMPROVEMENT PROGR DATELAND CONSTRUCTION 103283 05/23/2014 CONST SVC 1997-02/03 401-1651-45010 10,167.61 DATELAND CONSTRUCTION 103283 05/23/2014 CONST SVC 1997-02/03 401-1651-45010 991.31 DUDEK & ASSOCIATES INC 103286 05/23/2014 DEC -DESIGN 401-1884-60185 15,360.40 DUDEK & ASSOCIATES INC 103286 05/23/2014 DEC -DESIGN 401-1884-60185 5,420.00 5/22/2014 7:17:21 PM Page 2 of 5 II10t Demand Register Packet: APPKT00171- SHIM 5/23/14 Vendor Name Payrpent Number Payment gate Payable Description Account Number Amount 1TB SUPPLY CO., INC. 103297 05/23/2014 SIGN ARMS 401-1891-45010 3,088.80 JTB SUPPLY CO., INC. 103297 05/23/2014 SIGN MAST ARMS 401-1891-45010 1,305.72 TRI STATE LAND SURVEYORS 103323 05/23/2014 CONST SVC 2012-07 401-1881-60108 1,020.00 WALL, DOUG CONSTRUCTIO 103330 05/23/2014 HEALTH & WELLNESS CENTE 401-1894-45010 65,237.45 WALL, DOUG CONSTRUCTIO 103330 05/23/2014 HEALTH & WELLNESS CENTE 401-1894-60185 8,108.24 Fund 401- CAPITAL IMPROVEMENT PROGR Total: 110,699. 53 Fund: 501- EQUIPMENT REPLACEMENT AUTOZONE 103273 05/23/2014 PARTS 501-0000-60675 6.88 L & L AUTOMOTIVE 103298 05/23/2014 TK#70 SERVICE 501-0000-60676 182.54 NESCO LLC 103303 05/23/2014 UTILITY TRUCK RENTAL 501-0000-60678 3,078.01 STONES, CAM AUTOMOTIVE 103320 05/23/2014 TK#54 SVC/PARTS 501-0000-60676 817.25 STONES, CAM AUTOMOTIVE 103320 05/23/2014 TK#59 R&M 501-0000-60676 586.68 STONES, CAM AUTOMOTIVE 103320 05/23/2014 TK#37 R&M 501-0000-60676 446:99 Fund 501- EQUIPMENT REPLACEMENT Total: 5,118.35 Fund: 502 - INFORMATION TECHNOLOGY CDW GOVERNMENT INC 103282 05/23/2014 SPARE HP 502-0000-56220 541.61 CDW GOVERNMENT INC 103282 05/23/2014 EXTENSION CORDS 502-0000-56220 67.85 NIMBLE STORAGE INC 103305 05/23/2014 STORAGE UNIT REPLACEME 502-0000-80100 19,617.16 Fund 502 - INFORMATION TECHNOLOGY Total• 20,226.62 Grand Total: 198,531.13 5/22/2014 7:17:21 PM Page 3 of 5 121 Demand Register Fund Summary Fund 101-GENERAL FUND 218 - CV VIOLENT CRIME TASK FOR 241- HOUSING AUTHORITY PA1 401- CAPITAL IMPROVEMENT PROGR 501- EQUIPMENT REPLACEMENT 502 - INFORMATION TECHNOLOGY Grand Total: Account Number 101-0000-20304 101-0000-20947 101-0000-20949 101-0000-20955 101-0000-20981 101-0000-20985 101-0000-41400 101-0000-41600 101-0000-42214 101-0000-42409 101-1002-60125 101-1002-60400 101-1005-60351 101-1005-60400 101-1007-60402 101-1007-60404 101-1007-61301 101-2001-36310 101-2001-60109 101-2001-60175 101-2002-60670 101-2002-61100 101-3001-60400 101-3002-60107 101-3002-60125 101-3002-60420 101-3003-60107 101-3003-60420 101-3004-60665 101-3004-60691 101-3005-60117 101-3005-60424 101-3008-60123 101-3008-60665 101-6001-60103 101-6001-60125 101-6001-60400 101-6001-60410 101-6003-60118 101-6004-60108 101-6005-60107 101-6005-61304 101-7003-56430 101-7003-60431 101-7003-60433 101-7003-61101 101-7004-60125 Account Summary Account Name Sales Taxes Payable Life Insurance Pay LT Care Insurance Pay Disability Insurance Pay United Way Deductions Garnishments Payable Transient Occupancy Ta Business Licenses Senior Center Leisure En Animal Licenses Temporary Agency Servi Office Supplies Membership Dues Office Supplies Forms Bottled Water Mobile/Cell Phones Blood/Alcohol Testing LQ Police Volunteers Special Enforcement Fu Fire Station Utilities - Gas Office Supplies Instructors Temporary Agency Servi Operating Supplies Instructors Operating Supplies Maint.-Other Equipment Repair & Maintenance Civic Center Lake Mainte Materials - Irrigation & L Security & Alarm Maint.-Other Equipment Professional Temporary Agency Servi Office Supplies Printing Plan Check Technical Instructors Mobile/Cell Phones Barricades Materials Paint/Legends Utilities - Electricity Temporary Agency Servi Expense Amount 61,474.89 916.74 95.00 110,699.53 5,118.35 20,226.62 - 198,531.13 Expense Amount 95.00 477.38 106.00 3,832.90 75.00 216.68 50.00 12.00 5.25 4.00 1,389.75 101.64 33.00 333.19 1,222.82 345.56 296.00 240.00 648.31 56.50 226.38 191.14 263.75 427.70 926.50 4,460.33 2,650.90 42.37 502.49 217.50 545.00 32.39 150.00 2,879.37 500.00 1,680.00 610.36 214.92 20,659.10 23.00 67.73 152.10 1,054.24 141.78 1,014.12 785.75 331.50 Packet: APPKT00171- SHM 5/23/14 Report Summary 5/22/2014 7:17:21 PM Page 4 of 5 122 Demand Register Packet: APPKT00171- SHM 5/23/14 Account Summary Account Number Account Name Expense Amount 101-7004-60431 Materials 2,651.63 101-7004-60690 Uniforms 89.05 101-7004-61116 Utilities - Electric - Signal 5,400.23 101-7004-61117 Utilities - Electric - Medi 3,042.58 218-0000-42160 Cable 65.58 218-0000-60665 Maint.-Other Equipment 52.09 218-0000-61101 Electricity 330.16 218-0000-61300 Utilities -Telephone 383.30 218-0000-61501 Refuse Collection 85.61 241-9101-60103 Professional 95.00 401-1651-45010 Construction 11,158.92 401-1881-60108 Technical 1,020.00 401-1884-60185 Design 20,780.40 401-1891-45010 Construction 4,394.52 401-1894-45010 Construction 65,237.45 401-1894-60185 Design 8,108.24 501-0000-60675 Parts & Maintenance Su 6.88 501-0000-60676 Vehicle Repair & Malnte 2,033.46 501-0000-60678 Street Sweeper 3,078.01 502-0000-56220 Computers 609.46 502-0000-80100 Machinery & Equipment 19,617.16 Grand Total: 198,531.13 Project Account Summary Project Account Key Expense Amount **None** 87,831.60 1651Const 11,158.92 1884Des 20,780.40 1884Tech 1,020.00 1891Const 4,394.52 1894Const 65,237.45 1894Des 8,108.24 Grand Total: 198,531.13 5/22/2014 7:17:21 PM Page 5 of 5 123 la��u.�vctc�,c G� OF9 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: APPROVE MUNICIPAL STORMWATER IMPLEMENTATION AND COST SHARING AGREEMENT CONSENT CALENDAR: 16 WITH RIVERSIDE COUNTY FLOOD CONTROL AND STUDY SESSION: WATER CONSERVATION DISTRICT PUBLIC HEARING: RECOMMENDED ACTION - Approve a Municipal Stormwater Permit Implementation and Cost Sharing Agreementwith Riverside County Flood Control and Water Conservation District, and authorize the City Manager to execute the agreement subject to minor modifications by the City Attorney. EXECUTIVE SUMMARY - As an operator of stormwater systems, the City is required to comply with all Federal and State regulations designed to improve stormwater quality in the region. The City benefits from a lower overall cost of compliance for Federal and State stormwater quality requirements by participating in the attached cost sharing agreement with other local agencies (Attachment 1) as "co-permittees" to meet the requirements of the National Point Discharge Elimination System (NPDES) permit. • For approximately the next six and a half years (the expected term of the latest NPDES Permit), this agreement covers the waterquality monitoring program, public education program, pollution prevention programs, consultant services for new permit requirements (if needed), and Riverside County Flood Control staff support to administer ongoing permit requirements. FISCAL IMPACT - The City's estimated cost share is $62,121 for Fiscal Year 2014/2015. Funds have been included in the Fiscal Year 2014/2015 budget. Since the term of this agreement is approximately six and a half years, staff will recommend funding amounts for the NPDES program in future City budgets. BACKGROUND/ANALYSIS- The essence of the NPDES permit program is the improvement of water quality as mandated by the Federal Clean Water Act of 1987. Under the permit, all operators of 124 Municipal Separate Storm Sewer Systems that flow into "Waters of the US," which include the Whitewater Channel and Evacuation Channel, are required to comply with national and State stormwater regulations. Municipal agencies in the Whitewater Riverwatershed have allied to administer and conduct their duties and responsibilities under one permit as co- permittees. This implementation and cost sharing agreement arose out of recognition that all co-permittees could benefit from the synergies of working together on required programs. ALTERNATIVES: As cost sharing with the County, Coachella Valley Water District, and all of the other cities in the Valley reduces the City's costs, no alternative is recommended. Report prepared by: Ed Wimmer, P.E., Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer Attachment: 1. Municipal Stormwater Permit Implementation and Cost Sharing Agreement M ATTACHMENT 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 MUNICIPAL STORMWATER IMPLEMENTATION AND COST -SHARING AGREEMENT (California Regional Water Quality Control Board — Colorado River Basin Region) This Municipal Stormwater Implementation and Cost -Sharing Agreement ("Agreement"), dated June 20, 2014, by and between the RIVERSIDE COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT ("DISTRICT"), the COUNTY OF RIVERSIDE ("COUNTY"), the COACHELLA VALLEY WATER DISTRICT ("CVWD"), and the CITIES of BANNING, CATHEDRAL CITY, COACHELLA, DESERT HOT SPRINGS, INDIAN WELLS, INDIO, LA QUINTA, PALM DESERT, PALM SPRINGS and RANCHO MIRAGE ("CITIES") (all, individually, "PARTY" and collectively, "PARTIES") to establish the responsibilities of each PARTY concerning certain compliance and financial responsibilities in connection with requirements relating to stormwater as established under the federal Clean Water Act, 33 U.S.C. § 1342(p) ("CWA") and California law, including the National Pollutant Discharge Elimination System ("NPDES") Municipal Separate Storm Sewer System ("MS4") Permit issued by the California Regional Water Quality Control Board - Colorado River Basin Region ("CRWQCB- CRB") pursuant to Order No. R7-2013-0011 (the "2013 PERMIT"), is entered into by and between the PARTIES with respect to the following: RECITALS A. WHEREAS, Congress in 1987 added Section 402(p) to the Federal Clean Water Act, which requires certain MS4 operators to obtain NPDES Permits before discharging stormwater into navigable waters; and B. WHEREAS, the United States Environmental Protection Agency ("EPA") promulgated regulations for MS4 Permits in November 1990; and C. WHEREAS, pursuant to the CWA, EPA has authorized California, through the California State Water Resources Control Board ("SWRCB") and the nine Regional Water Quality Control Boards to administer the NPDES Permit program within the State; and -1- IM 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 D. WHEREAS, the Regional Water Quality Control Boards are authorized to administer NPDES Permit programs within the boundaries of their respective regions; and E. WHEREAS, on November 21, 2012, DISTRICT, COUNTY, CVWD and CITIES reapplied for an area -wide NPDES MS4 Permit in accordance with the previous NPDES MS4 Permit (Order No. R7-2008-0001, NPDES No. CAS617002) which expired on May 21, 2013 ("2008 Permit"); and F. WHEREAS, the CRWQCB-CRB issued the 2013 PERMIT to DISTRICT, COUNTY, CVWD and CITIES on June 20, 2013 as Order No. R7-2013-0011; and G. WHEREAS, the 2013 PERMIT designates DISTRICT and COUNTY as Principal Permittees and DISTRICT, COUNTY, CVWD and CITIES as Permittees; and H. WHEREAS, pursuant to Section E of the 2013 PERMIT, the PARTIES will continue to implement the 2008 Permit and the existing 2011 Storm Water Management Plan until a revised Storm Water Management Plan ("SWMP") is approved by the CRWQCB-CRB. Such SWMP is to be submitted to the CRWQCB-CRB on or before June 20, 2014; and I. WHEREAS, the 2013 PERMIT requires the DISTRICT, COUNTY, CVWD and CITIES to perform and/or execute certain activities and responsibilities; and J. WHEREAS, DISTRICT and CVWD have agreed to perform and/or undertake certain activities in order to facilitate implementation of the 2013 PERMIT requirements as well as other requirements related to municipal stormwater; and K. WHEREAS, the PARTIES agree that cooperation between, and sharing of costs among, the DISTRICT, COUNTY, CVWD and CITIES in the administration and implementation of the 2013 PERMIT and required programs and actions under the 2013 PERMIT, as well as other municipal stormwater programs, are in the best interest of all PARTIES; and L. WHEREAS, the PARTIES have entered into previous agreements to share costs and responsibilities of compliance with prior NPDES MS4 Permits and municipal stormwater programs, and wish to enter into a similar agreement with respect to the 2013 PERMIT and other municipal stormwater programs. -2- 127 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 NOW, THEREFORE, the PARTIES do mutually agree as follows: 1. Incorporation of 2013 PERMIT. The 2013 PERMIT is attached to this Agreement as Exhibit A and is hereby incorporated by reference in its entirety and made a part of this Agreement. 2. Incorporation of Federal and State Laws. All applicable Federal and State laws and regulations in effect at the Effective Date (as defined in Section 22 of this Agreement), and as may hereafter be amended during the term of this Agreement, shall govern this Agreement. In any conflict between the terms of this Agreement and the provisions of such laws and regulations, the latter shall control. 3. Responsibility for 2013 PERMIT Requirements. Each PARTY shall be solely responsible for compliance with the requirements of the 2013 PERMIT within the limits of its jurisdiction or as otherwise required by the 2013 PERMIT of that PARTY. All PARTIES shall timely comply with such requirements of the 2013 PERMIT. 4. Allocation of Costs for 2013 PERMIT and other Municipal Stormwater Requirements. The PARTIES agree that the costs of the responsibilities identified below shall constitute "SHARED COSTS" (as defined in Section 5, below) to be divided and allocated among the PARTIES as set forth in Section 5: A. Public Education and HAZMAT Team. The DISTRICT shall, at its discretion and in coordination with the other PARTIES, perform and/or coordinate activities associated with 2013 PERMIT Part F.l.a.xvi relating to HAZMAT Team responses and Part F. Lf with regard to regional public education issues and the County HHW Program. B. Monitoring. DISTRICT and CVWD shall perform and/or coordinate Dry and Wet Weather Receiving Water and Dry and Wet Weather MS4 Outfall monitoring as required by 2013 PERMIT Parts L.7 through L.10, except that any monitoring performed pursuant to a follow-up Illicit Connection/Illegal Discharge ("IC/ID") investigation, as described in 2013 -3- 128 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PERMIT Parts F.l.a.ix and L.10.A, shall be conducted only by those PARTIES located within the tributary area where an IC/ID incident has occurred and follow-up investigation is required. DISTRICT and CVWD may, at their mutual agreement, implement alternative approaches for sample collection, including use of CONSULTANTS (as defined below), reassigning monitoring sites between DISTRICT and CVWD, or other alternative approaches intended to facilitate 2013 PERMIT compliance. The DISTRICT's and CVWD's responsibilities hereunder shall include, but not be limited to, the selection of 2013 PERMIT sampling sites (subject to approval by the CRWQCB-CRB), the collection of samples in accordance with 2013 PERMIT Parts L.7 through L.10.1), and the submission of samples to approved laboratories. DISTRICT shall be responsible for the conduct of special studies, as required in 2013 PERMIT page 86. CVWD shall be reimbursed for its SHARED COSTS associated with sample collection and laboratory analysis through the application of an equivalent credit towards CVWD's fiscal year Cost -Share amount, as described in Section 5. (1) Notwithstanding any other provision in this Agreement, the CITY of COACHELLA shall be solely responsible for all duties and costs associated with the performance of Coachella Valley Stormwater Channel Bacteria Indicators TMDL ("CVSC TMDL") Phase I Monitoring (2013 PERMIT Part G, pages 58-59, and Part L, pages 85-86), including all monitoring, analysis and reporting performed pursuant to its Quality Assurance Project Plan and Monitoring Plan and shall be responsible, along with any other Party to this Agreement which may hereafter be named as a responsible party under the CVSC -4- 129 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 TMDL, to otherwise comply with monitoring requirements under the CVSC TMDL. C. Principal Permittee and Reporting. DISTRICT shall perform and/or coordinate all responsibilities assigned to the Principal Permittees in 2013 PERMIT Part E.2. DISTRICT shall coordinate the preparation of, and submit to the CRWQCB-CRB, the Annual Report required in 2013 PERMIT Parts E.2 and N, the Annual Monitoring Report required in 2013 PERMIT Parts L.11 and N and the Report of Waste Discharge required in 2013 PERMIT Part I.I. Upon DISTRICT's request, COUNTY, CVWD and CITIES shall, at no cost to DISTRICT, timely provide to DISTRICT (on DISTRICT -approved forms) all information needed to meet the above - referenced reporting requirements. Additionally, when requested by a PARTY, the DISTRICT shall provide information on 2013 PERMIT programs implemented or coordinated by the District to assist that PARTY in its preparation of reports required under 2013 PERMIT PART I, in making a report to the CRWQCB-CRB, or in responding to requests for audits or other information by the CRWQCB-CRB or EPA. D. Other Municipal Stormwater Programs. In addition to programs required under the 2013 PERMIT and set forth in Sections 4.A-4.C, the DISTRICT shall perform and/or coordinate other programs related to municipal stormwater issues (including, but not limited to, the Compliance Assistance Program, development of a new NPDES MS4 permit, development of potential TMDL programs, development of a CWA 303(d) list of impaired waterbodies, work related to non -PARTY dischargers, preparation and filing of claims for unfunded state mandates, as well as any other such programs as the PARTIES shall agree). -5- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 E. Consultant's Services and Cooperative Agreements. In the event DISTRICT retains a consultant or other professional ("CONSULTANT") to develop and/or implement the programs set forth in Sections 4.A-4.D of this Agreement, including scientific, engineering or legal services, the SHARED COSTS associated with such services shall be shared by DISTRICT, COUNTY, CVWD and CITIES in accordance with the cost sharing provisions set forth in Section 5. The DISTRICT shall notify the PARTIES in advance of its intent to retain a CONSULTANT and, upon any PARTY's request, provide information regarding requests for proposals from consultants, consultant's fee, contract timetable and payment schedule to the PARTIES. COUNTY, CVWD and CITIES shall have the opportunity to participate in decisions related to CONSULTANT's services and the costs associated therewith. 5. Cost Sharing, SHARED COSTS (as defined below) for services to be performed in accordance with Sections 4.A-4.E of this Agreement shall be allocated among the PARTIES in accordance with the following formula: IC = ((SHARED COSTS + Credits - Debits) - DISTRICT - CVWD) x IP TP Where, "IC" means Individual Cost for COUNTY or CITIES "DISTRICT" means DISTRICT Cost -Share Amount (set at 7%) "CVWD" means CVWD Cost -Share Amount (set at 7%, adjusted to reflect performance of duties described by Section 4.13) "IP" means COUNTY and CITIES' Individual Populations, as further defined below -6- 131 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 "TP" means the COUNTY and CITY PARTIES' total population SHARED COSTS = Fiscal year costs for services performed in accordance with Sections 4.A-4.E of this Agreement. SHARED COSTS shall include all costs required to perform the activities set forth in Sections 4.A-4.E, except that in no event shall SHARED COSTS include any costs arising from or associated with any act or failure to act by any PARTY or its employees or agents during the performance of activities required under this Agreement which result in death, personal injury or property damage. Credits = Portion of SHARED COSTS for the previous fiscal year that were not expended, and if applicable, funds received from other sources, including new PARTIES, not previously calculated in estimating SHARED COSTS for the current fiscal year. Debits = Portion of actual SHARED COSTS for the previous fiscal year which exceeded estimated SHARED COSTS for the previous fiscal year. Each CITY's Individual Population shall be based on the most recent population figures released by the California State Department of Finance. The COUNTY's Individual Population shall be based on census block information adjusted to reflect the most recent Department of Finance population growth data. COUNTY, CVWD and CITIES shall pay to DISTRICT their share of SHARED COSTS within 60 calendar days of receipt of an invoice from DISTRICT. 6. Other Cost -Sharing Agreements. Nothing in this Agreement shall prevent a subset of fewer than all the PARTIES from agreeing with the DISTRICT to share the costs of other -7- 119 I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 municipal stormwater programs concerning such PARTIES. Such PARTIES shall agree among themselves as to the cost -sharing formula for such programs. 7. Term of the Agreement. This Agreement becomes effective on June 20, 2014 and shall remain in effect until eighteen (18) months after the date that CRWQCB-CRB issues a new NPDES Permit in replacement of the 2013 PERMIT. The obligation to pay SHARED COSTS set forth in Section 5 shall survive the termination of this Agreement as to any PARTY which is delinquent in making such payments. 8. Additional Parties. Any city which incorporates after the Effective Date of this Agreement and which is subject to the 2013 PERMIT may seek to be added as a PARTY by sending a written request to DISTRICT. If a majority of the PARTIES (each having one co -equal vote) approves the addition of the city, this Agreement shall be amended to reflect the addition of the city and the newly added city shall thereafter comply with all provisions of this Agreement. Upon its execution of the amended Agreement, the newly added city shall be responsible for SHARED COSTS in accordance with Section 5 of this Agreement for the then -current fiscal year and any subsequent fiscal year. Funds paid by the newly added city during its first fiscal year under this Agreement shall be credited to the PARTIES according to the formula set forth in Section 5. 9. Withdrawal from the Agreement. Any PARTY may withdraw from this Agreement sixty (60) calendar days after giving written notice to the other PARTIES and to the CRWQCB-CRB; upon said official withdrawal date, SHARED COSTS for the withdrawing PARTY will cease to accrue. Withdrawal from this Agreement will not excuse non-compliance with requirements of the 2013 PERMIT applicable to the withdrawing PARTY. The withdrawing PARTY shall pay, within thirty (30) calendar days of receipt of a final invoice from DISTRICT, all SHARED COSTS such PARTY was obligated under this Agreement to pay for the then -current fiscal year, as well as any funds owed for obligations incurred in previous fiscal years. No withdrawing PARTY shall be entitled to receive any refund of SHARED COSTS paid under this Agreement, or to benefit from the ongoing performance of this Agreement, except to the extent 133 I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SHARED COSTS were overpaid as the result of errors in DISTRICT invoicing or inadvertent over- payment by the withdrawing PARTY. 10. Removal of PARTY. As stated, COUNTY, CVWD and CITIES shall pay to DISTRICT their share of SHARED COSTS within 60 calendar days of receipt of an invoice from DISTRICT. Any PARTY which is more than ninety (90) calendar days delinquent in the payment of any SHARED COSTS under this Agreement, or which is in material breach of any other requirement applicable to that PARTY under this Agreement, shall be subject to removal as a PARTY. The delinquent PARTY shall be notified in writing by the DISTRICT of its delinquent status and shall be afforded an opportunity, not exceeding thirty (30) calendar days from the date of the notice, to cure such status. In the event such PARTY fails or refuses to cure its delinquency, the remaining PARTIES shall vote to remove the delinquent PARTY. If a majority of the PARTIES (each PARTY having one co -equal vote) votes to remove the delinquent PARTY, it shall be removed as a PARTY immediately upon the conclusion of such vote. The removed PARTY shall pay, within thirty (30) calendar days of receipt of a final invoice from DISTRICT, all SHARED COSTS such PARTY was obligated under this Agreement to pay for the then -current fiscal year, as well as any funds owed for obligations incurred in previous fiscal years. Any unfilled obligations of the removed PARTY under this Agreement shall survive its removal. No removed PARTY shall be entitled to receive any refund of SHARED COSTS already paid under this Agreement, or any benefit from the ongoing performance of this Agreement. 11. Non-compliance with 2013 PERMIT Requirements. Any PARTY determined, in either an administrative or judicial forum, to be in non-compliance with its specific responsibilities pursuant to the 2013 PERMIT shall be solely responsible for any penalties, fees, damages or injunctive relief assessed in connection therewith. This Agreement is not intended to and does not create any joint and several liability of the other PARTIES for such penalties, fees, damages or injunctive relief. 12. Amendments to the Agreement. Except to add a PARTY as provided in Section 17, this Agreement may be amended only by consent of all PARTIES. No amendment to this Q 134 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Agreement shall be effective unless it is in writing and duly signed by the authorized representatives of all PARTIES. 13. Authorized Signatories. The PARTIES warrant and represent that the individuals signing this Agreement on their behalf can and do bind the PARTIES to the terms of this Agreement. 14. Notices. All notices shall be deemed duly given when delivered by hand, by email with receipt requested, or three (3) days after deposit in the U.S. Mail, postage prepaid. Notices shall be sent to representatives of the PARTIES whose names and addresses appear on Exhibit B of this Agreement. The identity of such representatives may be freely changed by any PARTY upon notice to the other PARTIES, and changes to Exhibit B shall not be considered an amendment of this Agreement. 15. Governing Law and Venue. This Agreement shall be governed and construed in accordance with the laws of the State of California. In any action brought to enforce this Agreement, venue shall be in the Riverside County Superior Court; provided, however, that this venue provision shall not affect the ability of any PARTY to seek a change of venue pursuant to Code of Civil Procedure Section 394. 16. Severabili1y. If any provision or provisions of this Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired hereby. 17. Consent to Waiver and Breach. No term or provision hereof shall be deemed waived and no breach excused, unless the waiver or breach is consented to in writing, and signed by the PARTY or PARTIES affected. Consent by any PARTY to a waiver or breach by any other PARTY shall not constitute consent to any different or subsequent waiver or breach. 18. Applicability of Prior Agreements. This Agreement and the exhibits attached hereto constitute the entire Agreement between the PARTIES with respect to the subject matter thereof, all prior agreements, representations, custom, usage, statements, negotiations and undertakings concerning implementation of the 2013 PERMIT, oral or written, are superseded -10- i61 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 hereby, except to the extent that any PARTY shall still have an outstanding obligation under any such prior agreements. 19. Resolving Disputes. If a dispute arises under this Agreement, the disputing PARTIES agree to attempt to resolve the dispute internally. Absent resolution, a mutually agreed - upon mediator in Riverside County will be obtained. Any cost and fees, apart from Attorney Fees, shall be shared equally among the disputing PARTIES. If such dispute is not resolved within 60 days after referral to the mediator, either PARTY may file the matter with the court. 20. Execution in Counterparts. This Agreement may be executed and delivered in any number of copies (counterparts) by the PARTIES. When each PARTY has signed and delivered at least one counterpart to the other PARTIES, each counterpart shall be deemed an original and, taken together, shall constitute one and the same Agreement, which shall be binding and effective as to the PARTIES hereto. 21. Partnership. This Agreement does not create a partnership between the PARTIES or other similar relationship nor does it impose any fiduciary obligations upon any of the PARTIES, and does not bind any of the PARTIES beyond the furtherance of the intent of the fulfillment of the Agreement. 22. Effective Date. This Agreement shall take effect on June 20, 2014 and shall become binding on the PARTIES upon the date that a duly authorized representative of that PARTY executes it. The PARTIES shall make all reasonable efforts to execute the Agreement prior to June 20, 2014. -11- i6% 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 IN WITNESS WHEREOF, each PARTY has executed this Agreement as of the date set forth below. RECOMMENDED FOR APPROVAL By: WARREN D. WILLIAMS General Manager -Chief Engineer APPROVED AS TO FORM: PAMELA J. WALLS County Counsel RIVERSIDE COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Bv: MARION ASHLEY, Chairman Riverside County Flood Control and Water Conservation District Dated: ATTEST: KECIA HARPER-IHEM Clerk to the Board By: Aaron C. Gettis, Deputy County Counsel Deputy (SEAL) RECOMMENDED FOR APPROVAL Bv: JAY ORR County Executive Officer COUNTY OF RIVERSIDE By: JEFF STONE, Chairman Board of Supervisors, County of Riverside Third District Dated: ATTEST: KECIA HARPER-IHEM Clerk to the Board By: Deputy (SEAL) -12- 137 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: COACHELLA VALLEY WATER DISTRICT Lolm J.M. BARRETT General Manager JOHN POWELL President Dated: -13- 138 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: Bv: DAVID J. ALESHIRE City Attorney ATTEST: Bv: MARIE A. CALDERON City Clerk CITY OF BANNING Bv: DEBORAH FRANKLIN Mayor Dated: -14- IKR; 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF CATHEDRAL CITY By: Mayor Dated: -15- `«t 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: CARLOS CAMPOS City Attorney ATTEST: Bv: BEATRICE BARAJAS City Clerk CITY OF COACHELLA Bv: DAVID GARCIA City Manager Dated: -16- 1EN 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF DESERT HOT SPRINGS By: Mayor Dated: -17- IE, 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF INDIAN WELLS By: Mayor Dated: 143 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF INDIO By: Mayor Dated: -19- 144 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF LA QUINTA By: Mayor Dated: -20- `« 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF PALM DESERT By: Mayor Dated: -21 - `« 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: By: City Attorney ATTEST: By: City Clerk CITY OF PALM SPRINGS Lolm City Manager Dated: -22- 147 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: STEVE B. QUINTANILLA City Attorney ATTEST: By: CYNTHIA SCOTT City Clerk CITY OF RANCHO MIRAGE Bv: RICHARD W. KITE Mayor Dated: - 23 - 148 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 EXHIBIT B Notice Addressees RCFCWCD Mr. Jason Uhley 1995 Market St, Riverside, CA. 92501 951.955.1273, FAX 951.788.9965 luhleyLrcflood.org Coachella Valley Water District Mr. Steve Bigley PO Box 1058, Coachella, CA. 92336 760.398.2651 ext.2286, FAX 760.391.9637 sbigley(? cvwd.org City of Cathedral City Mr. Bill Simons 68700 Avenida Lalo Guerrero, Cathedral City, CA 92234 760.770.0360 bsimons(c,cathedralcitygov Riverside County Mr. Steve Horn Riverside County Executive Office 4080 Lemon St, Suite 400, Riverside, CA. 92501 951.955.1100 schornLrceo.org City of Banning Mr. Arturo Vela 99 East Ramsey St, PO Box 998 Banning, CA. 92220 951.922.3130, FAX 951.922.3141 avelaLci.banning cans City of Coachella Ms. Berlinda Blackburn 1515 Sixth St, Coachella, CA. 92236 760.501.8114, FAX 760.398.1630 bblackburnLcoachella.org -24- ICP; 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 City of Desert Hot Springs Mr. Daniel Porras 65950 Pierson Blvd, Desert Hot Springs, CA. 92240 760.329.6411 ext.218 dporras(ae,cityofdhs.org City of Indio Ms. Sara Toyoda 83-101 Ave. 45, Indio, CA. 92201 760.391.4149 sto oy da crsindio.org City of Palm Springs Mr. Rick Minj ares 3200 E. Tahquitz Cyn Way Palm Springs, CA. 92263 760.323.8283 Rick.Mina1 res(a�palmspringsca.gov City of Rancho Mirage Mr. Leland Cole 69-825 Highway 111 Rancho Mirage, CA. 92270 760.770.3224, FAX 760.770.3261 lelandC(cr�RanchOMlra eg CA gov City of Indian Wells Mr. Bondie Baker 44-950 El Dorado Dr, Indian Wells, CA. 92210 760.776.0237, FAX 760.346.0407 Bbaker e,indianwells.com City of La Quinta Mr. Ed Wimmer 78495 Calle Tampico, La Quinta, CA. 92247 760.777.7088, FAX 760.777.7155 ewimmer(?la-quinta.org City of Palm Desert Ms. Christina Canales 73 -5 10 Fred Waring Dr Palm Desert, CA. 92260 760.346.0611, FAX 760.341.7098 ccanales e,cityofpalmdesert.org - 25 - 150 IN CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: 1 ITEM TITLE: SELECT A REPRESENTATIVE TO THE CHAMBER OF COMMERCE WORKSHOP/INFORMATION CONSENT CALENDAR: EXCHANGE COMMITTEE STUDY SESSION: PUBLIC HEARING: RECOMMENDED ACTION: Approve the selection of a City Council Member to serve on the Chamber of Commerce Workshop/Information Exchange Committee for three consecutive meetings. EXECUTIVE SUMMARY: • The City Council has a policy of appointing one of its members to serve on the Chamber Workshop Information/Exchange Committee for three consecutive meetings to exchange information on City and Chamber matters. • The current Council representative, Mayor Adolph, has completed the three meetings. • In order to continue Council representation for the next meeting in July, a new representative must be selected. BACKGROUND/ANALYSIS: The Chamber Workshop Information/Exchange Committee was established to enable both the Chamber and City to discuss such items as: commercial development, SilverRock Resort, housing activity, business development, marketing, special events, and other items of mutual interest. The Committee is comprised of Chamber of Commerce staff and representatives from the Chamber's Board of Directors as well as City staff and one City Council representative. The last Council appointee to this Committee was Mayor Adolph, who completed his third round of meetings in May. `M The rotation of appointees has been as follows: Mayor Don Adolph (12/3/13) Council Member Terry Henderson (7/2/13) Council Member Linda Evans (12/18/12) Council Member Lee Osborne (5/15/12) Council Member Franklin (12/6/201 1) To continue rotation, a new Council representative should be appointed at this time for attendance at the next meeting scheduled in July. This appointment is for six months with the third meeting held in December. ALTERNATIVES: Postpone appointment of a Council Member as a representative to the Chamber of Commerce Information/Exchange Committee Workshop. Report prepared by: Edie Hylton, Community Services Director Report approved for submission by: Frank J. Spevacek, City Manager 153 CITY / SA / HA / FA MEETING DATE: June 3, 2014 ITEM TITLE: ADOPT RESOLUTIONS APPROVING A MAJOR REVISION TO THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN RECOMMENDED ACTION: AGENDA CATEGORY: BUSINESS SESSION: 2 CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Adopt a resolution adopting environmental findings pursuant to the California Environmental Quality Act approving a major amendment to the Coachella Valley Multiple Species Habitat Conservation Plan and subsequent implementation agreement. Adopt a resolution establishing procedures and requirements for implementation of the Coachella Valley Multiple Species Habitat Conservation Plan and the Coachella Valley Multiple Species Habitat Conservation Plan/Natural Community Conservation Plan, as revised by the major amendment. EXECUTIVE SUMMARY: • The Coachella Valley Multiple Species Habitat Conservation Plan ("Plan") was established in September, 2007 to conserve over 240,000 acres of open space, protect 27 plant and animal species, comply with federal and state endangered species laws while allowing for development of roads and other infrastructure that is essential to improving quality of life in the Coachella Valley. • The City of La Quinta (City) is a permittee along with seven other Coachella Valley cities, Riverside County, Coachella Valley Water District and Imperial Irrigation District. The City of Desert Hot Springs (DHS) elected to not participate when the Plan was established. • DHS has now requested to be a permittee and the Coachella Valley Conservation Commission (CVCC) recently considered a major amendment to add them and Mission Springs Water District (MSWD). • Each permitee under the Plan must take certain actions in order for DHS and the MSWD to be added. 154 FISCAL IMPACT: There is no direct fiscal impact to the City. However, the City is responsible for collecting the Plan mitigation fee on behalf of the CVCC. The major amendment will result in the mitigation fee being reduced by approximately 8 percent. BACKGROUND/ANALYSIS: The Plan was established in September 2007 with the core objectives of conserving over 240,000 acres of open space, protecting 27 plant and animal species, and complying with federal and state endangered species laws, while allowing for essential development (such as roads and other infrastructure). In October 2007, the City became a permittee of the Plan. DHS chose not to participate. In 2010, DHS requested to be included as a permittee of the Plan (Attachment 1), which subsequently led to including MSWD as well. This resulted in the establishment of a Supplemental Environmental Impact Report/Environmental Impact Statement (SEIR/SEIS), released in September 2013, which describes the environmental impacts associated with the inclusion of DHS and MSWD. This past April, DHS and MSWD both took final action steps necessary to become permittees. The addition of DHS and MSWD will add approximately 770 acres to the Plan. The most significant benefit to adding DHS is the mitigation fee reduction, which is estimated to be 8 percent. This fee is essentially paid by all new development occurring within the Plan boundary. Each permittee is responsible for collecting the fee and distributing such to the CVCC. It is anticipated that the mitigation fee reduction will be well received by the development community. Otherwise, the addition of DHS and MSWD is not expected to any direct impact upon the City. ALTERNATIVES: Council could elect to not approve the major amendment, which may prevent DHS and MSWD from becoming permittees or possibly impact the City's future participation in the Plan. Staff is recommending approval of the major amendment. Report prepared by: Les Johnson, Community Development Director Report approved for submission by: Frank J. Spevacek, City Manager Attachment: 1 . Plan Vicinity Map M RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF LA QUINTA MAKING RESPONSIBLE AGENCY FINDINGS PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT FOR THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN AND THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN / NATURAL COMMUNITY CONSERVATION PLAN, AS REVISED BY THE MAJOR AMENDMENT; APPROVING THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN AND THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN / NATURAL COMMUNITY CONSERVATION PLAN, AS REVISED BY THE MAJOR AMENDMENT; APPROVING THE IMPLEMENTING AGREEMENT; AND ADOPTING ENVIRONMENTAL FINDINGS PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT WHEREAS, the Coachella Valley Multiple Species Habitat Conservation Plan/Natural Community Conservation Plan ("CVMSHCP") is a regional, comprehensive, multi -jurisdictional Habitat Conservation Plan focusing on Conservation of Federal and State -Listed Species, other rare and sensitive species, and their Habitats, while maintaining opportunities for recreation and a strong and sustainable environment for economic Development in the region; and WHEREAS, the Coachella Valley Conservation Commission ("CVCC") is the lead agency pursuant to the California Environmental Quality Act ("CEQA") (Public Res. Code, § 21000 et seq.) and the State CEQA Guidelines (14 CCR § 15000 et seq.); and WHEREAS, a joint Final Recirculated Environmental Impact Report/Statement ("EIR/EIS") was previously prepared in February 2006 pursuant to CEQA and NEPA ("2006 Final MSHCP"), which provides a comprehensive assessment of the potential environmental impacts that could result from the adopted CVMSHCP, and provides the appropriate decision -makers with the required information upon which to base a decision to adopt the amendment to the CVMSHCP; and WHEREAS, thereafter the Plan was revised to remove the City of Desert Hot Springs (the "City") as a Permittee and to reflect other project description modifications and, as a result, the Coachella Valley Association of Governments ("CVAG") prepared a Recirculated Draft EIR/Supplemental Final EIS which it certified in September 2007, (the "September 2007 Recirculated EIR/EIS"); and IW Resolution No. 2014 - Major Amendment to the Coachella Valley Multiple Species Habitat Conservation Plan Adopted: February 4, 2014 Page 2 WHEREAS, the CVCC now wishes to add the City and Mission Springs Water District as Permittees and so CVCC prepared a Major Amendment to the CVMSHCP (the "Major Amendment"); and WHEREAS, the Project proposed for approval is the inclusion into the CVMSHCP, as revised by the Major Amendment, of the City of Desert Hot Springs and Mission Springs Water District, as Permittees (the "Project"); and WHEREAS, the Major Amendment includes the issuance of Take Authorization associated with Covered Activities that are not currently included under the existing federal Section 10(a) Permit and state NCCP Permit ("Permits"). This Major Amendment will restore the boundaries from the 2006 Final CVMSHCP for the Upper Mission Creek/Big Morongo Canyon Conservation Area and would include all of the private lands within the city limits of Desert Hot Springs. The private lands to be included total approximately 770 acres that were removed from this Conservation Area when Desert Hot Springs chose not to participate in 2006. The city limits of Desert Hot Springs also include two parcels in the Whitewater Canyon Conservation Area that are both owned by BLM and are currently managed consistent with the Plan, therefore no additional disturbance associated with the Major Amendment will occur in this area; and WHEREAS, a Supplemental Environmental Impact Report/Environmental Impact Statement ("EIR/EIS") has been prepared pursuant to State CEQA Guidelines Section 15162 and CEQ NEPA Regulations, 40 C.F.R. 1502.9(c) in order to analyze all potential adverse environmental impacts of the Project; and WHEREAS, CVCC, at a public meeting on March 13, 2014 reviewed the Final Supplemental EIR/EIS, Major Amendment to the CVMSHCP and CVMSHCP/Natural Communities Conservation Plan ("CVMSHCP"), Implementing Agreement, and other related documents in the record before it and by Resolution No. 2014-004, certified the Final Supplemental EIR/EIS, and approved the Major Amendment to the CVMSHCP, and Implementing Agreement; and WHEREAS, pursuant to State CEQA Guidelines sections 15091, 15096 sub. (h), 15381, and other provisions of CEQA, the City is a responsible agency for the Project and must therefore make certain findings prior to the approval of the Project; and WHEREAS, the City Council of the City, at its regularly scheduled public meeting on June 3`d, 2014, independently reviewed and considered the Final Supplemental EIR/EIS and other related documents in the record before it; and WHEREAS, all the procedures of CEQA and the State CEQA Guidelines have been met, and the Final Supplemental EIR/EIS, prepared in connection with the -2- 157 Resolution No. 2014 - Major Amendment to the Coachella Valley Multiple Species Habitat Conservation Plan Adopted: February 4, 2014 Page 2 Major Amendment, as well as the September 2007 Recirculated EIR/EIS, are sufficiently detailed so that all the potentially significant effects of the Project on the environment and measures necessary to avoid or substantially lessen such effects have been evaluated in accordance with the above -referenced Act and Guidelines; and WHEREAS, as contained herein, the City has endeavored in good faith to set forth the basis for its decision on the Project; and WHEREAS, all of the findings and conclusions made by the City Council pursuant to this Resolution are based upon the oral and written evidence presented to it as a whole and not based solely on the information provided in this Resolution; and WHEREAS, prior to taking action, the City Council has heard, been presented with, reviewed and considered all of the information and data presented to it, including the Draft Supplemental EIR/EIS, Final Supplemental EIR/EIS, the September 2007 Recirculated EIR/EIS, and other documentation relating to the Project, and all oral and written evidence presented to it; WHEREAS, all other legal prerequisites to the adoption of this Resolution have occurred; and WHEREAS, the documents and other materials that constitute the record of proceedings/administrative record for the City's approval of the Project are located at La Quinta City Hall; and the custodian of these records is Frank Spevacek, City Manager of the City. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta as follows: SECTION 1. The Final Supplemental EIR/EIS prepared for the Major Amendment to the CVMSHCP is hereby received by the City Council in the form attached hereto as (Exhibit "A"), and incorporated herein by this reference. The September 2007 Recirculated EIR/EIS is hereby received by the City Council in the form attached hereto as (Exhibit "B"), and incorporated herein by this reference. SECTION 2. The City Council hereby finds and determines that the September 2007 Recirculated EIR/EIS, as revised by the Final Supplemental EIR/EIS, has been completed in compliance with CEQA and the State CEQA Guidelines and, as the decision -making body for the City of La Quinta, the City Council has reviewed and considered the information contained in the September 2007 Recirculated EIR/EIS, as revised by the Final Supplemental EIR/EIS, and related documents before it and -3- 158 Resolution No. 2014 - Major Amendment to the Coachella Valley Multiple Species Habitat Conservation Plan Adopted: February 4, 2014 Page 2 all of the environmental effects of the CVMSHCP, as revised by the Major Amendment, and finds that the September 2007 Recirculated EIR/EIS, as revised by the Final Supplemental EIR/EIS, reflects the independent judgment and analysis of the City. SECTION 3. The City Council concurs with the environmental findings in CVAG Resolution No. 07-009 and CVCC Resolution No. 14-004 and adopts these findings, attached hereto as (Exhibits "C" and "D"), respectively, and incorporated herein by this reference. SECTION 4. The City Council hereby approves the CVMSHCP (as amended by the Major Amendment) and authorizes the Mayor to execute the Implementing Agreement. SECTION 5. The City Council hereby authorizes and directs that a Notice of Determination shall be filed with the Clerk of the County of Riverside within five (5) working days of approval of the Project. PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council, held on this 4th, day of February, 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California -4- 159 Resolution No. 2014 - Major Amendment to the Coachella Valley Multiple Species Habitat Conservation Plan Adopted: February 4, 2014 Page 2 ATTEST: SUSAN MAYSELS, City Clerk City of La Quinta, California (CITY SEAL) APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California I, Susan Maysels, City Clerk of the City of La Quinta do hereby certify that the foregoing Resolution No. 2014- was duly and regularly adopted by the City Council at a regular meeting thereof, held on the 3`d day of June, 2014, and that the foregoing is a full, true and correct copy of said Resolution. Susan Maysels, City Clerk -5- 160 Resolution No. 2014 - Major Amendment to the Coachella Valley Multiple Species Habitat Conservation Plan Adopted: February 4, 2014 Page 2 Due to the large document size of the exhibits referenced in the resolution a hard copy has not been provided; however, they are available upon request. The exhibits are also available to view on-line at http://www.cvmshcp.org/ Exhibit "A" — Final Supplemental EIR/EIS http://www.cvmshcp.org/Plan Documents DHS Major Amendment 09052013.htm Exhibit "B" — September 2007 Recirculated EIR/EIS http://www.cvmshcp.org/Plan Documents.htm#plan Exhibit "C" — CVAG Resolution No. 07-009 and Exhibit "D" — CVAG Resolution No. 14-004 http://www.cvmshcp.org/Plan Documents DHS Major Amendment 09052013.htm -6- 161 RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA TO ESTABLISH PROCEDURES AND REQUIREMENTS FOR IMPLEMENTATION OF THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN AND THE COACHELLA VALLEY MULTIPLE SPECIES HABITAT CONSERVATION PLAN / NATURAL COMMUNITY CONSERVATION PLAN, AS REVISED BY THE MAJOR AMENDMENT THE CITY COUNCIL OF THE CITY OF LA QUINTA DOES HEREBY RESOLVE AS FOLLOWS: SECTION I. TITLE This Resolution shall be known as the "Coachella Valley Multiple Species Habitat Conservation Plan Implementation Policy." SECTION II. FINDINGS AND PURPOSE A. The City Council finds that the ecosystems of the City of La Quinta ("City"), the Coachella Valley and surrounding mountains located in central Riverside County and the vegetation communities and sensitive species they support are fragile, irreplaceable resources that are vital to the general welfare of all residents; these vegetation communities and natural areas contain habitat value which contributes to the region's environmental resources; and special protections for these vegetation communities and natural areas must be established to prevent future endangerment of the plant and animal species that are dependent upon them. This Resolution will protect the City's and the region's biological resources, vegetation communities, and natural areas, and prevent their degradation and loss by guiding development outside of biological resource core areas, and by establishing mitigation standards which will be applied to development projects. Adoption and implementation of this Resolution will enable the City to achieve the conservation goals set forth in the Coachella Valley Multiple Species Habitat Conservation Plan ("CVMSHCP"), to implement the associated Implementing Agreement executed by the City Council on June 3, 2014, and to preserve the ability of affected property owners to make reasonable use of their land consistent with the requirements of the National Environmental Policy Act ("NEPA"), the California Environmental Quality Act ("CEQA"), the Federal Endangered Species Act ("FESA"), the California Endangered Species I" Resolution No. 2014 - CVMSHCP Implementation Agreement Adopted: June 3, 2014 Page 2 Act ("CESA"), the California Natural Community Conservation Planning Act ("NCCP Act"), and other applicable laws. B. The purpose and intent of this Resolution is to maintain and restore biological diversity and the natural ecosystem processes which support this diversity, to protect vegetation communities and natural areas within the City, the Coachella Valley and the surrounding mountains located in central Riverside County which support species covered under the CVMSHCP; to maintain a future of economic development within the City by providing a streamlined regulatory process from which development can proceed in an orderly process; and to protect the existing character of the City and the region through the implementation of a system of reserves which will provide for permanent open space, community edges, and habitat conservation for species covered by the CVMSHCP. The further purpose of this Resolution is to reaffirm the previous Implementing Resolution adopted by the Plan Permittees and to bring it forward to reflect the Major Amendment to the Plan approved by Coachella Valley Conservation Commission in March 2014. SECTION III. APPLICATION OF REGULATIONS Except as provided in Section IV, this Resolution shall apply to all land within the City shown on the CVMSHCP Plan Area Map (which has been revised from the original CVMSHCP Plan Area Map to reflect the Major Amendment), attached as Exhibit "1 " hereto. Upon application to the City for a development project, an applicant shall be required to comply with the procedures set forth in this Resolution. Upon the City's initiation of a project that is subject to CEQA, the City shall be required to comply with the procedures set forth in this Resolution. No project requiring a discretionary, or certain ministerial permits or approvals that could have adverse impacts to species covered under the CVMSHCP shall be approved by the City, and no City -initiated public project shall be undertaken, unless the project is consistent with the CVMSHCP and this Resolution. SECTION IV. EXEMPTIONS This Resolution shall not apply to the following: A. The adoption or amendment of the City's General Plan. B. The adoption or amendment of any land use or zoning ordinance. C. Any project for which and to the extent that a vesting tentative map pursuant to the Subdivision Map Act, or a development agreement `1W Resolution No. 2014 - CVMSHCP Implementation Agreement Adopted: June 3, 2014 Page 3 pursuant to Government Code sections 65864 et seq., approved or executed prior to adoption of this Resolution, confers vested rights under the City's ordinances or state law to proceed with the project notwithstanding the enactment of this Resolution. Projects subject to this exemption must comply with all provisions of any applicable state and federal law. D. Any project for which the City Council determines that application of this Resolution would result in the property owner being deprived of all reasonable economic use of the property in violation of federal or state constitutional prohibitions against the taking of property without just compensation. SECTION V. PROCEDURES A. The City shall ensure compliance with Conservation Area requirements and measures as set forth in Section 4 of the CVMSHCP. B. The City shall impose, as a condition to the City's approval of a discretionary project and certain ministerial projects, such conditions as are necessary to ensure surveys are prepared for the project as required by Sections 4.3 and 4.4 of the CVMSHCP. C. The City shall impose as a condition to the City's approval of a project such conditions as necessary to ensure the project complies with and implements the applicable Land Use Adjacency Guidelines set forth in Section 4.5 of the CVMSHCP. D. The City shall ensure that public and private projects comply with the Avoidance, Minimization and Mitigation Measures set forth in Section 4.4 of the CVMSHCP. E. The City shall transmit any collected Local Development Mitigation Fees, other appropriate fees and associated interest as described in Section 5.2.1 .1 of the CVMSHCP to the CVCC at least quarterly. F. The City shall contribute appropriate mitigation for City public projects as set forth in the CVMSHCP. G. The City shall participate as a member agency in the CVCC as set forth in Section 6.1 .1 of the CVMSHCP. H. The City shall participate as a member of the BMOC as set forth in Section 6.1 .3 of the CVMSHCP, as appropriate. Resolution No. 2014 - CVMSHCP Implementation Agreement Adopted: June 3, 2014 Page 4 The City shall participate in the Joint Review Process as set forth in Section 6.6.1.1 of the CVMSHCP for projects in the Conservation Areas. J. The City shall manage CVMSHCP Reserve System lands and conservation easements owned or leased by the City pursuant to Sections 8 and 9 of the CVMSHCP. K. The City shall maintain a record of total acres developed and their location within City jurisdiction and transmit such information monthly to the CVCC. L. The City shall transmit any changes in City boundaries or general plan land use designations to the CVCC at the end of each calendar year. M. Pursuant to the CVMSHCP, the City may transfer any property interest acquired or obtained in fee title or as a conservation easement to the CVCC for management. The City may also grant a conservation easement to the California Department of Fish and Game for any property interest obtained pursuant to Section V of this Resolution. N. Carry out all other applicable requirements of the CVMSHCP. SECTION VI. DEFINITIONS For purposes of this Resolution, the following terms shall have the meaning set forth herein: A. "Area Plan" means a community planning area defined in the County of Riverside General Plan. Four County of Riverside Area Plans are located within the CVMSHCP Plan Area. B. "Conservation Areas" means a system of lands described in Section 4.3 of the CVMSHCP that provide Core Habitat and Other Conserved Habitat for the Covered Species, conserve natural communities, conserve Essential Ecological Processes, and secure Biological Corridors and Linkages between major habitat areas. There are 21 Conservation Areas from which the CVMSHCP Reserve System will be assembled. C. "CVMSHCP" means the Coachella Valley Multiple Species Habitat Conservation Plan/Natural Community Conservation Plan, as amended by the Major Amendment. fi[s1;.". Resolution No. 2014 - CVMSHCP Implementation Agreement Adopted: June 3, 2014 Page 5 D. "Map of CVMSHCP" means the map of the area encompassed by the CVMSHCP as set forth in the attached Exhibit "1 ." E. "Discretionary Project" means a proposed project requiring discretionary action by a Permittee, as that term is used in CEQA and defined in State CEQA Guidelines section 15357. SECTION VII. EFFECTIVE DATE The Mayor shall sign this Resolution and the City Clerk shall attest thereto, and thereupon and thereafter this Resolution shall take effect and be in force according to law. PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council, held on this 3`d, day of June, 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California ATTEST: SUSAN MAYSELS, City Clerk City of La Quinta, California (CITY SEAL) Resolution No. 2014 - CVMSHCP Implementation Agreement Adopted: June 3, 2014 Page 6 APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California I, Susan Maysels, City Clerk of the City of La Quinta do hereby certify that the foregoing Resolution No. 2014- was duly and regularly adopted by the City Council at a regular meeting thereof, held on June 3, 2014, and that the foregoing is full, true and correct copy of said Resolution. SUSAN MAYSELS, City Clerk IIM ATTACHMENT Z W 75 r U Q ..2 o a al >, ) o (� U U o o J c O U i U) o = 0O/ii O N o 'I::. :I:: ®� ♦/� 1 W :: :: ::::::: :: :: ::: :........... X W N �_ :II ::I I N U .......... a O ,., .............. v�:: ........... C::� .:::::::::::: o::y :::........ O a to U �c� }� ::::::::::::::::Qz:0g Eg W ............... L N Y:.. ........ L MM 75 G V o�vma a C3 - P �a C Of CITY / SA/ HA/ FA MEETING DATE: June 3, 2014 ITEM TITLE: DISCUSS FISCAL YEAR 2014/2015 PROPOSED BUDGET — CONTINUED DISCUSSIONS RECOMMENDED ACTION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: 1 PUBLIC HEARING: Discuss the proposed operating budget and provide staff direction regarding the supplemental budget requests, new Council project and program considerations, and how much of the projected surplus should be reserved for unanticipated expenditures. EXECUTIVE SUMMARY: • On May 20, 2014, staff presented the Fiscal Year 2014/2015 Proposed Budget to the City Council and the community. Staff also outlined that an additional Study Session would be held on June 3, 2014, with final adoption scheduled for June 17, 2014. • The Proposed Budget projected $36,125,620 in revenue, $35,716,486 of expenditures and an anticipated surplus of $409,134. Additional refinement to expenditures was done since the May 20, 2014 presentation that resulted in reducing workers compensation charges; this increases the projected surplus by $67,360 to $476,494. • The Proposed Budget also outlines $48,140 of supplemental budget requests that staff recommends the Council include in the final budget. During the May 20 Study Session, an additional $30,000 of expenditure requests were made by the La Quinta Middle School and the Black History Month event organizer; $25,000 for the La Quinta Middle School and $5,000 for the Black History Month event. • Accompanying this report is the Fiscal Year 2014/2015 Preliminary Supporting Document that provides additional details on the expenditures presented in the Fiscal Year 2014/2015 Proposed Budget. FISCAL IMPACT: None. BACKGROUND/ANALYSIS: At the May 20, 2014 meeting, the City Council received a detailed presentation from the Finance Director, Department Directors, and the City Attorney and City Manager on the Fiscal Year 2014/2015 Proposed Budget. This budget proposal anticipates that overall revenues will increase by 5.1 percent and expenditures by 3.9 percent from the Fiscal Year 2013/2014 Adopted Budget. The Fiscal Year 2014/2015 spending program would result in a projected year-end budget surplus of $476,494. This projected surplus is $67,360 greater than what was presented on May 20, 2014, due to $67,360 of savings in the workers compensation charges. Attachment 1 presents the Preliminary Supporting Document for the Fiscal Year 2014/2015 Proposed Budget. The Supporting Document provides additional line item detail of each department's expenditure plan. Staff is requesting that the City Council provide direction regarding the following items during the Study Session: • Should some or all of the $48,140 supplemental budget requests be included in the final budget? • Should some or all of the $30,000 requested by the La Quinta Middle School and the Black History Month event organizers ($25,000 and $5,000, respectively) be included in the final budget? • Should $100,000 of the projected surplus be allocated to an insurance fund? These funds would be used to cover future annual swings in insurance costs. As part of future budget activities, additional funds would be deposited into this fund until at least $500,000 accrued. Funds would be withdrawn to cover future unanticipated insurance cost spikes. • Are there additional projects and programs the City Council wishes to fund from the projected surplus revenue? • Should the City reserve at least 50 percent of the $476,494 projected surplus for unanticipated expenses during the course of Fiscal Year 2014/2015? Regarding the last item, the Proposed Budget does not include expenditures related to salary or benefit adjustments resulting from current negotiations with the La Quinta Employees Association. ALTERNATIVES: Staff is seeking direction from the City Council regarding the Proposed Budget. No alternatives are recommended. Report prepared by: Frank J. Spevacek, City Manager Attachment: 1. 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EXECUTIVE SUMMARY: • The 1 1 1 La Quinta Center is one of the first and largest shopping centers in La Quinta. Numerous anchor stores and businesses are located within this center. • Due to the latest economic recession, approximately 37 percent of the ancillary tenant space within 1 1 1 La Quinta Center is currently vacant. A limited amount of pad spaces also remain undeveloped within the Center. • A new anchor store, Hobby Lobby, is under construction and slated to open in early 2015. This store is anticipated to stimulate strong customer interest and lead to new tenant interest within 1 1 1 La Quinta Center and the Highway 1 1 1 business district. • The developer, Michael Shovlin, has made certain recent improvements and is planning future improvements in an effort to attract additional shopping interest within the 1 1 1 La Quinta Center. • A new traffic signal is proposed to be established in 2015 for the intersection of Adams Street and Corporate Center Drive. Though not a part of the initial design, the improvement is proposed to include a new signalized access point for the 1 1 1 La Quinta Center. FISCAL IMPACT: The proposed agreement with Michael Shovlin would result in the City providing a INl sales tax reimbursement of $400,000 in sales tax generated from Hobby Lobby. BACKGROUND/ANALYSIS: The 111 La Quinta Center consists of approximately 60 acres bounded by Washington Street, Highway 1 1 1, Adams Street and the Whitewater Channel. The project Specific Plan represents that there will be approximately 617,000 square feet of retail space within the Center when built out. Approximately 485,000 square feet of retail space currently exists. Several prominent businesses are located at the Center, such as Stater Bros., Staples, Big 5, AAA, Petco, Ross and Kohl's. Though the majority of the Center is built out a few building pad locations remain undeveloped. One of those pads is slated to be the future location of Hobby Lobby, which is scheduled to commence construction this summer. Hobby Lobby is an arts and craft supply retailer with a strong customer following. It is anticipated that the addition of this store will bring a sizeable amount of new retail business to the 111 La Quinta Center and the Highway 111 retail corridor. The property developer and owner of a majority of the 111 La Quinta Center, including the Hobby Lobby site, is Michael Shovlin. Mr. Shovlin has requested $400,000 in economic development assistance from the City via a sales tax reimbursement agreement. This funding would be used to make certain improvements to the Center that will assist in the ability to attract new and maintain existing retail businesses. Though Hobby Lobby is expected to be a positive addition to the Center, Mr. Shovlin desires to see the remaining undeveloped pads and vacant commercial space occupied by other quality retail businesses. The proposed $400,000 sales tax reimbursement would be used toward the following improvements: $ 25,000 Miscellaneous Center landscaping improvements (majority completed). $150,000 Future pedestrian walkway improvements associated with development of Hobby Lobby and adjacent pad sites to improve pedestrian connectivity and flow of Shopping Center. $120,000 Property necessary for future Adams Street and Corporate Center Drive signal access (includes inability to utilize remainder property in northeast corner of signal). $ 50,000 On -site improvements associated with future Adams Street and Corporate Way signal. $ 55,000 Miscellaneous future signage and aesthetic improvements to benefit economic development of center. $400,000 TOTAL REQUESTED IR The reimbursement proposes a 50/50 sharing of sales tax generated from Hobby Lobby. Mr. Shovlin provided staff with gross sales figure estimates for the proposed store. Based upon this information, it is estimated that Mr. Shovlin would receive the $400,000 reimbursement in approximately 5 %2 years. The largest improvement item listed involves the Adams Street and Corporate Center Drive signal (total cost of $170,000). This signal was originally represented without a connection serving 111 La Quinta Center. However, conversation with Mr. Shovlin has resulted in strong consideration given to providing such, which includes the need to establish an easement for the future access. Staff believes this would provide a much safer access for the Center as well as improving general circulation. The addition of this access and associated improvements adds approximately $150,000 to the project cost. In an effort to address this expense, recent discussion has represented a cost share of $50,000 each from Mr. Shovlin, Kohl's (yet to commit to provide funding) and the City. Following study session discussion, staff is prepared to proceed with preparing a sales tax sharing agreement and subsequently scheduling this item for a public hearing and further consideration by City Council. Report prepared by: Les Johnson, Community Development Director Report approved for submission by: Frank J. Spevacek, City Manager Attachments: 1. Map of 1 1 1 La Quinta Center 2. Preliminary Design for Adams and Corporate Center Signal 183 184 IRli 188 REPORTS AND INFORMATIONAL ITEMS: 21 PLANNING COMMISSION MINUTES TUESDAY, APRIL 22, 2014 CALL TO ORDER A regular meeting of the La Quinta Planning Commission was called to order at 7:04 p.m. by Chairperson Barrows. PRESENT: Commissioners Blum, Wilkinson, Vice Chair Wright, and Chairperson Barrows ABSENT: Commissioner Weber STAFF PRESENT: Community Development Director Les Johnson, Planning Manager David Sawyer, Principal Engineer Ed Wimmer, Consultant Principal Planner Nicole Criste, Principal Planner Wally Nesbit, and Executive Assistant Monika Radeva Vice Chair Wright led the Commission in the Pledge of Allegiance. PUBLIC COMMENT CONFIRMATION OF AGENDA Community Development Director Johnson stated that the item listed under the Correspondence and Written Material section, submitted by Board Member Rooker, was withdrawn per his request and will be brought back at a future time. Agenda confirmed. APPROVAL OF MINUTES Motion — A motion was made and seconded by Commissioners Blum/Wright to approve the Planning Commission Minutes of March 11, 2014 as submitted. AYES: Commissioners Blum, Wilkinson, Vice Chair Wright, and Chairperson Barrows. NOES: None. ABSENT: Commissioner Weber. ABSTAIN: None. PUBLIC HEARINGS PLANNING COMMISSION MINUTES 1 APRIL 22, 2014 IW" 1 . Site Development Permit 2013-934 submitted by T.D. Desert Development LP for the construction of 39 new single-family homes on 11.21 acres and an amendment to Final Map 31681-3. Project: Andalusia at Almeria, within the existing Andalusia at Coral Mountain project. CEQA: reviewed under Environmental Assessment 2003-483. Location: southeast corner of Madison Street and Avenue 58. Consultant Principal Planner Nicole Criste presented the staff report, a copy of which is on file in the Community Development Department. Chairperson Barrows declared the PUBLIC HEARNG OPEN at 7:1 1 p.m. Public Speaker: Mr. Nolan Sparks, Construction Manager with T.D. Desert Development, L.P., La Quinta, CA — introduced himself, gave a brief presentation of the project and answered the Commission's questions. Mr. Sparks requested that the Commission remove Condition of Approval No. 14- A for the Site Development Permit 2013-934 application in reference to a precise grading plan as proposed based on the fact that the Public Works Department had subsequently determined it was not needed. Principal Engineer Ed Wimmer said the Public Works Department was in support of the removal of Condition of Approval No. 14-A. Commissioner Wilkinson inquired about the Architectural and Landscaping Review Board's comments in regards to the direct pedestrian walkway from the street leading to the front entry. Staff replied the applicant had indicated that this would be made available as an option to homebuyers to add if they so desired, rather than making it a standard feature. Staff noted that currently there were 160 completed homes within the Andalusia project that do not have this feature. Chairperson Barrows declared the PUBLIC HEARING CLOSED at 7:16 p.m. Motion — A motion was made and seconded by Commissioners Wilkinson/Wright to adopt Resolution 2014-007 approving Site Development Permit 2013-934, as submitted with staff's recommendations and the removal of Condition of Approval No. 14-A. AYES: Commissioners Blum, Wilkinson, Vice Chair Wright, and Chairperson Barrows. NOES: None. ABSENT: Commissioner Weber. ABSTAIN: None. PLANNING COMMISSION MINUTES 2 APRIL 22, 2014 IRi Motion — A motion was made and seconded by Commissioners Wilkinson/Wright to adopt Resolution 2014-008 approving an amendment to Final Map 31681-3, as submitted with staff's recommendations. AYES: Commissioners Blum, Wilkinson, Vice Chair Wright, and Chairperson Barrows. NOES: None. ABSENT: Commissioner Weber. ABSTAIN: None. 2. Conditional Use Permit 2014-157 submitted by Shadow Rock Church to establish a church in an existing 7,840 square -foot building. Project: Shadow Rock Church. CEQA: exempt from environmental review pursuant to Section 15332 (Infill Development). Location: La Quinta Valley Plaza commercial center at the northwest corner of Dune Palms Road and Highway 1 1 1 (79-390 Highway 1 1 1). Principal Planner Wally Nesbit presented the staff report, a copy of which is on file in the Community Development Department. Chairperson Barrows noted that a memorandum from Public Works Director Timothy Jonasson dated April 22, 2014 was distributed to the Commission prior to the Planning Commission meeting was called to order requesting revisions to the recommended Conditions of Approval numbers 4, 6, 8, and 9 for this item. Staff provided clarification to the proposed revised Conditions of Approval and answered the Commission's questions. Chairperson Barrows declared the PUBLIC HEARNG OPEN at 7:27 p.m. Public Speaker: Mr. Jerry Herman, Project Manager, La Quinta, CA — introduced himself and gave a brief overview of the project. He stated the applicant concurred with the requested revisions by the Public Works Department to the recommended conditions of approval and asked that the Commission amend Condition of Approval No. 3 extending the expiration date from four to six years, more specifically from April 22, 2018 to 2020. Commissioner Blum expressed a concern that a six -year period might be perceived as a permanent location for the proposed use instead of a temporary one which is what the intent of the Conditional Use Permit was. Chairperson Barrows asked if there was any specific reason that would not allow the Commission to extend the proposed time period of the Conditional Use Permit. Staff replied there was no reason to prevent future extensions. Staff noted there was no base time period for Conditional Use Permits as they can be extended in perpetuity, although, great caution was exercised in doing so. PLANNING COMMISSION MINUTES 3 APRIL 22, 2014 `RSI Discussion followed regarding other Conditional Use Permit approvals for different types of businesses in the City of La Quinta and their approved time -frames. Community Development Director Johnson explained that it was not uncommon for Conditional Use Permits to be granted without an end date. The approvals were determined on a case -by -case basis and the proposed use. Chairperson Barrows declared the PUBLIC HEARING CLOSED at 7:35 p.m. Motion — A motion was made and seconded by Commissioners Wright/Blum to adopt Resolution 2014-009 approving Conditional Use Permit 2014-157 as submitted with staff's recommendations, the proposed revisions to the Conditions of Approval submitted by Public Works Director Jonasson dated April 22, 2014, and amending Condition of Approval No. 3 by extending the expiration date to April 22, 2020. AYES: Commissioners Blum, Wilkinson, Vice Chair Wright, and Chairperson Barrows. NOES: None. ABSENT: Commissioner Weber. ABSTAIN: None. BUSINESS SESSION 1. Site Development Permit 2013-933 submitted by Nexus Palm Springs for the construction of 11 new single-family homes on 9.14 acres. Project: The Orchards (TR 36279). CEQA: reviewed under Environmental Assessment 2010-608. Location: southwest corner of Madison Street and Vista Bonita Trail (Avenue 51). Principal Planner Wally Nesbit presented the staff report, a copy of which is on file in the Community Development Department. Speaker: Mr. Chris Pardo, Architect with Elemental Architecture, Palm Springs, CA — introduced himself, gave a brief description of the project, and answered the Commission's questions. Speaker: Mr. Thomas K. Docsi, Landscape Architect and President of TKD Associates, Inc., Rancho Mirage, CA — introduced himself and answered the Commission's questions regarding the proposed landscape design for the project. General discussion followed regarding the intended use of the proposed project, the proposed architectural style and its compatibility with the surrounding areas. Staff provided examples of similar uses and architectural style homes currently in existence within the adjacent areas to the north and west of the project. PLANNING COMMISSION MINUTES 4 APRIL 22, 2014 IRy Commissioner Blum noted to the Commission that the Architectural and Landscaping Review Board's recommendation was to deny this project on a 2-1 vote. Motion — A motion was made and seconded by Commissioners Wright/Wilkinson to approve Site Development Permit 2013-933 as submitted with staff's recommendations. AYES: Commissioners Wilkinson, Vice Chair Wright, and Chairperson Barrows. NOES: Commissioner Blum. ABSENT: Commissioner Weber. ABSTAIN: None. CORRESPONDENCE AND WRITTEN MATERIAL — None COMMISSIONER ITEMS 1. Report on City Council meetings of March 18 and April 1 and 15, 2014. DIRECTOR'S ITEMS — None ADJOURNMENT There being no further business, it was moved and seconded by Commissioners Wright/Wilkinson to adjourn this meeting at 8:06 p.m. Motion passed unanimously. Respectfully s4bmitted, MONIKA RADEVA, Executive Assistant City of La Quinta, California PLANNING COMMISSION MINUTES 5 APRIL 22, 2014 IRM REPORTS AND INFORMATIONAL ITEMS: 22 ARCHITECTURAL AND LANDSCAPING REVIEW BOARD MINUTES WEDNESDAY, APRIL 2, 2014 CALL TO ORDER A regular meeting of the La Quinta Architectural and Landscaping Review Board was called to order at 10:00 a.m. by Planning Manager David Sawyer. Planning Manager Sawyer led the Board into the Pledge of Allegiance. PRESENT: Board Members Richard Gray, Kevin McCune, and Ray Rooker ABSENT: None STAFF PRESENT: Planning Manager David Sawyer, Consultant Planner Nicole Criste, Principal Planner Wally Nesbit, and Executive Assistant Monika Radeva PUBLIC COMMENT - None CONFIRMATION OF AGENDA — Confirmed APPROVAL OF MINUTES Motion — A motion was made and seconded by Board Members Gray/McCune to approve the Architectural and Landscaping Review Board Minutes of January 15, 2014 as submitted. Motion passed unanimously. BUSINESS SESSION Site Development Permit 2013-934 submitted by T. D. Desert Development LP for consideration of architectural and landscaping plans for Andalusia at Coral Mountain. The project proposed the construction of 39 new single- family homes on 1 1 .21 acres and an amendment to Final Map 31681-3 to widen the lots from 55 to 65 feet to accommodate the newly proposed three model types. Location: Andalusia at Almeria, within the existing Andalusia at Coral Mountain project located at the southeast corner of Madison Street and Avenue 58. ARCHITECTURAL AND LANDSCAPING REVIEW BOARD MINUTES APRIL 2, 2014 GEsR Consultant Planner Nicole Criste presented the information contained in the staff report, a copy of which is on file in the Community Development Department. Mr. Nolan Sparks, Construction Manager with T.D. Desert Development, L.P., La Quinta, CA — introduced himself, gave a brief presentation of the project and answered the Board's questions. Mr. Marc McAlpine, Sr. Vice President with T.D. Desert Development, L.P., La Quinta, CA — introduced himself, gave an overview of the project, and answered the Board's questions. Board Member Rooker said he would like to condition the applicant to add a direct pedestrian walkway leading from the street to the front entry in addition to the existing driveway access. He stated he felt strongly about incorporating this as a required condition and if the Board's recommended action to the Planning Commission did not include it as such, it would result in his inability to vote for approval of the project. General discussion followed regarding the proposed driveway access to the residence. Motion — A motion was made and seconded by Board Members McCune/Gray recommending approval of Site Development Permit 2013-934, as submitted with staff's recommendations. AYES: Board Members Gray and McCune. NOES: Board member Rooker. ABSENT: None. ABSTAIN: None. 2. Site Development Permit 2013-933 submitted by Nexus Palm Springs for consideration of architectural and landscaping plans for Tract 36279, The Orchards. The project proposed the construction of 11 new single-family homes on 9.14 acres. Location: southwest corner of Madison Street and Vista Bonita Trail (Avenue 51). Principal Planner Wally Nesbit presented the information contained in the staff report, a copy of which is on file in the Community Development Department. Mr. Steve Turley, Architect with Elemental Architecture, Palm Springs, CA — introduced himself, gave a brief overview of the projects, and answered the Board's questions. Mr. Thomas Doczi, President and Landscape Architect with TKD Associates, Inc., Rancho Mirage, CA — introduced himself and answered the Board's questions. ARCHITECTURAL AND LANDSCAPING APRIL 2, 2014 REVIEW BOARD MINUTES 2 IDZ Mr. David Turner, President with Coachella Valley Engineers, Palm Desert, CA — introduced himself and answered the Board's questions. Board Member Rooker inquired as to the reason for the selection of the post- modern architectural style. Mr. Turley replied it was requested by the applicant and the architectural firm contracted for the development was renowned for its modern architectural designs. Board Member Rooker expressed a concern that the predominant architectural style of the city of La Quinta was much different than the one of Palm Springs. Particularly the area of the proposed project located directly across from the Polo grounds and surrounded by traditional haciendas and Mediterranean stucco -type, tile roof structures. Further, the very light color palette proposed strongly accentuated the modernistic style and he found the proposed landscaping to be extremely sparse and rigid. He said the proposed post-modern architectural design was very well executed; however, he found it to be inappropriate for the proposed location. Board Member McCune asked if the homes would be visible from the outside of the development, with the proposed perimeter landscape and wall design. Mr. Turley replied they would not be visible outside of the walls of the development. Board Member Gray asked what property was located to the south of the project. Mr. Turley replied it was a separate tract and the development was called The Orchards. Board Member McCune asked if the two developments would share an entry gate. Mr. Turley replied they would not. He added that similar modern architectural style homes were located within the Madison Club development located further to the south of the project. Motion — A motion was made by Board Member McCune recommending approval of Site Development Permit 2013-933 as submitted with staff's recommendations. Motion died from the lack of a second. Motion — A motion was made and seconded by Board Members Rooker/Gray recommending denial of Site Development Permit 2013-933 as submitted with staff's recommendations due to the proposed modernist architectural style which was perceived to be inappropriate for this location. AYES: Board Members Gray and Rooker. NOES: Board Member McCune. ABSENT: None. ABSTAIN: None. ARCHITECTURAL AND LANDSCAPING APRIL 2, 2014 REVIEW BOARD MINUTES 3 3. Site Development Permit 2013-932 submitted by Prest Vuksic Architects for consideration of architectural and landscaping plans for a 3,400 square -foot, one-story medical/general office building, in the La Quinta Professional Plaza commercial center. Location; Parcel 2 or PM 29889 located on the south side of Avenue 47, ± 300 feet east of Washington Street. Principal Planner Wally Nesbit presented the information contained in the staff report, a copy of which is on file in the Community Development Department. Mr. Colin McDermott, Owner, Indian Wells, CA — introduced himself, gave a brief overview of the projects, and answered the Board's questions. Mr. John Greenwood, Project Manager with Prest Vuksic Architects, Palm Desert, CA — introduced himself and answered the Board's questions. Motion — A motion was made and seconded by Board Members Rooker/Gray recommending approval of Site Development Permit 2013-932 as submitted with staff's recommendations. Motion passed unanimously. CORRESPONDENCE AND WRITTEN MATERIAL - None REPORTS AND INFORMATIONAL ITEMS - None BOARD MEMBER ITEMS Board Member McCune's current term is expiring effective June 30, 2014. The deadline to submit applications for re-election is June 2, 2014. The recently updated guidelines for all Boards and Commissions citywide allow for any Board Member or Commissioner to serve two consecutive three-year terms to the same Board or Commission. ADJOURNMENT There being no further business, it was moved and seconded by Board Members Gray/Rooker to adjourn this meeting at 11 :31 a.m. Motion passed unanimously. Respectfully gubmitted, MONIKA RADE A, Executive Assistant City of La Quinta, California ARCHITECTURAL AND LANDSCAPING APRIL 2, 2014 REVIEW BOARD MINUTES 4 IRI: DEPARTMENT REPORT The Community Development Department is one out of six City departments. The hub of the department is the Permit Center. The Permit Center provides all development related services in one location including building permits, building inspections, housing services, plan checking, planning permits, and other general services. The Community Development Department consists of the Planning Division, Housing Division, Building Division, Animal Control, and Code Compliance Services. Permit CenterCounter Contacts Activity • 1,032 Customers Served at Counter • 1,327 Total Telephone Calls • 205 Hours Total Duration of Telephone Calls ` 014 2013 G' 5,010, 1ON 15001 2,00011 2500 3 00 01 35001 4'Good➢i Ali Jan w Feb ."` Mar wiApr Our Permit Technicians Stephanie, Phillip and Angelica COmmam...ri* DC-vC-i-OpN C-i ...r D1-PNI:rrI°t/9C-IN...r, 199 Bullring # Code Compliance/primal Control # Emergency Services # Housing # Planning The Planning Division works with residential and commercial property/business owners and developers to ensure development in the City is constructed consistent with the City's goals and policies. Advanced Planning Activity 2035 General Plan Zoning Consistency Review and Revision — Staff and consultant have completed the I" review draft. Planning Activity —Major Projects Century Theatre —A 12 screen auditorium movie theatre located at the northeast corner of Washington Street and Avenue 47. The Villas At Old Town— Proposed development will include 25,000 square foot of retail space and 110 luxury condominiums at The La Quinta Village, located on the south side of Buena Ventura, between Desert Club Drive and Avenida La Fonda. Entitlement Permits Submitted 0( 2 4 6 s, 1 0( 12 Jars w Feb . I Mar �r Administrative Permits Submitted �I 10 0( 30( 0( 50( 60 .. Jan io Fein w Mar A Apr o 9 9mV..fy IE-VIE Ii_op 91E-i ..f IE-PNi:rf 91E-iN..f 200 Bullring # Code Compliance/primal Control # Emergency Services # Housing # Planning Housing Development Update The Building Division administers all building permit applications and plans for compliance with requirements established in the entitlement process, La Quinta Municipal Code, and all currently applicable California Building Standards Codes. Building Permit Applications Building Permits Issued Submitted I I I I I < 4 100 200 Wanuary Wlebraary WA4arch WAprit w January W Febru Building Inspections 00 400 500 600 aryw March w April o nn nn u m "r y IDi- vii- ii-o pnn ic-iv'r I ic-PN ii:i...r r&i- iN...r 201 Bullring # Code Compliance/primal Control # Emergency Services # Housing # Planning Animal Control The Animal Control Division provides field services responding to reports of stray, lost/found, and injured animals in distress and transports them for medical treatment and shelter when needed, seven days a week. Open Cases 2014 2013 4 50 IN 150 200 250 300 350 400 450 w January WiFebruary wMarch wApril 2014 2013 Closed Cases 4 54 100 150 200 250 300 350 400 450 January WFebruary wMarch wApril Code Compliance The Code Compliance Division addresses numerous issues including abandoned vehicles, property maintenance, health & safety, building code compliance, zoning, substandard housing, and other topics that can have an adverse impact on residential and commercial neighborhoods in the City. Open Cases 2014 2013 0 1OD 200, 3010 4010 500 600 700 SOD ROD u January WiFebruary wiMarch wApril Closed Cases 2014 2013 0 1010 2010, 390 400 500 6010 7010, 8,00, u January wFebruary wMarch uApril 2014 2013 Garage Sale Permit Activity 0 50 100 150 20D 250 300 350 400 450 January WFebivary wMarch wApril ommam...r,y C-vC-i-opN C-i ...r, 1-PNI.rr,I°t/9C-IN...r, 202 Bullring # Code Compliance/primal Control # Emergency Services # Housing # Planning CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: ADOPT RESOLUTION CONFIRMING THE DIAGRAM AND ASSESSMENT FOR CONSENT CALENDAR: LANDSCAPE AND LIGHTING ASSESSMENT STUDY SESSION: DISTRICT 89-1, FISCAL YEAR 2014/2015 PUBLIC HEARING: 1 RECOMMENED ACTION: Adopt a resolution confirming the diagram and assessment for Landscape and Lighting Assessment District 89-1, Fiscal Year 2014/2015, pursuant to the Engineer's Report. EXECUTIVE SUMMARY: • Annually, the City Council must take certain actions in order to levy the annual assessments for Citywide Landscape and Lighting Assessment District 89-1 ("District"). • Assessments are collected to fund right-of-way landscape, lighting, median, and parkway maintenance. The assessment rate will remain at $35.60 per Equivalent Dwelling Unit (EDU), which has been the same rate since 1997. • Approving the attached resolution is necessary in order for the County Assessor to place this assessment on the tax roll for Fiscal Year 2014/2015. FISCAL IMPACTS: The assessment levy ($35.60 per EDU) will generate an estimated $961,449. This will fund 58 percent of the Fiscal Year 2014/2015 estimated $1,652,359 cost to maintain retention basins and right-of-ways (landscaping and lighting maintenance for medians and parkways). The City will also receive $100,000 from County Service Area 152, levied by the County of Riverside, to fund retention basin maintenance. The County levies these assessments on City parcels to fund stormwater facility maintenance as well as other programs to improve stormwater quality within the City. The combined income is projected to be $1,061,449; the $590,910 shortfall will be funded by the General Fund. BACKGROUND/ANALYSIS: The City's District was formed in 1989 to pay for the maintenance of street and parks landscape and lighting maintenance under the Landscape and Lighting Act of 1972. The District was modified in 1997 to conform to Proposition 218, which required the removal of maintenance costs for facilities that provide general benefit to the public such as parks, fire stations and public buildings. Since 1997, the City's District has only included maintenance costs for streets, street lights, traffic signals, landscape medians and parkways and retention basins since these costs are considered "exempt" under Proposition 218. Proposition 218 also requires that any assessment rate increase be supported by a benefits analysis and City-wide vote in favor of the increase. These requirements have virtually locked in the assessment rate at $35.60 since 1997, while the District's maintenance costs for parks, medians and parkways have nearly tripled. This has resulted in a significant burden to the City's General Fund in order to balance the District's budget. On May 6, 2014, the City Council adopted the following resolutions: • Resolution No. 2014-016, approving the Preliminary Engineer's Report for Fiscal Year 2014/2015 in connection with the District. • Resolution No. 2014-017, declaring intention to levy annual assessment for construction, maintenance, and servicing landscape and lighting improvements within the boundaries of the territory included in the Citywide District, and giving notice thereof. The engineer's report must include the following information- 1 . A description of the services to be provided throughout the District; 2. Total costs necessary to provide all services described in the engineer's report; 3. A diagram showing the boundaries of the District, including special benefit zones; and 4. An assessment schedule. The final engineer's report, for the Fiscal Year 2014/2015 assessments, has been completed (Attachment 1) and establishes the maintenance budget and number of benefitting parcels. It projects the following for Fiscal Year 2014/2015 in comparison to the Fiscal Year 2013/2014 Engineer's Report - City -wide Benefit Zone Number of Local Benefit Zones Number of EDU's EDU Rate District Revenue FY 2013/2014 Yes 6 26,986 $35.60/E D U $960,698 FY 2014/2015 Yes 6 27,007 $35.60/EDU $961,449 f-111L! In accordance with prior City Council direction, all property owners, including those within six previously identified local benefit zones, will be assessed at a flat rate. The purpose of this public hearing is to allow affected property owners an opportunity to ask questions of the City Council and staff regarding the District and to provide public testimony regarding any proposed changes. No changes are proposed at this time. Only after the public hearing has been conducted can the City Council adopt assessment fees for Fiscal Year 2014/2015. Should the City Council receive testimony from the public through the end of the public meeting/hearing that warrants a change to the assessment level, the City Council can lower the assessment by a majority vote of the Council, or increase it but only by vote through a property owner ballot. If lowered, the reduction in assessment level would impact the revenues necessary to fund the District's operational budget for Fiscal Year 2014/2015. If service levels were not adjusted accordingly, the General Fund would be required to make up the difference between the reduced revenue level and the proposed District's operational budget. ALTERNATIVES: The City Council can direct staff to adjust the engineer's report to reflect any changes resulting from the public hearing. Should the City Council direct amendments to the engineer's report, an amended report and the impacts of the amendments will be submitted to the City Council for approval at the June 17, 2014 City Council meeting. Report prepared by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer Report approved for submission by: Frank J. Spevacek, City Manager Attachment: 1. Final Engineer's Report `11 PO RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, CONFIRMING THE DIAGRAM AND ASSESSMENT FOR FISCAL YEAR 2014/2015 LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT 89-1 (PURSUANT TO THE LANDSCAPE AND LIGHTING ACT OF 1972) WHEREAS, maintenance of landscape improvements in roadways and drainage facilities is a very important service in our community. Landscaping, if well maintained, provides beautification and enhancement to the surroundings, along with a positive effect on property values. Adequate street lighting and traffic signals are considered imperative for their contribution to public convenience and safety; and WHEREAS, the annual assessments generated by the existing 1972 Act City of La Quinta Landscaping and Lighting District will fund the cost of providing installation, servicing, maintenance, and operation of landscaping, lighting and appurtenant facilities within the City of La Quinta that are exempt under provisions of Proposition 218 voted in by the California residents during the November 1996 election; and WHEREAS, on May 6, 2014, the City Council adopted the following resolutions: • Resolution No. 2014-016, approving the Preliminary Engineer's Report for Fiscal Year 2014/2015 in connection with Landscape and Lighting Assessment District 89- 1. • Resolution No. 2014-017, declaring intention to levy annual assessments for construction, maintenance, and servicing landscape and lighting improvements within the boundaries of the territory included in the City-wide Landscape and Lighting Assessment District 89-1, and giving notice thereof; and WHEREAS, a Notice of a Public Hearing to Adopt a Resolution Confirming the Diagram and Assessments for Fiscal Year 2014/2015 Landscape and Lighting Assessment District 89-1 was published in The Desert Sun newspaper on May 21, 2014. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: SECTION 1. Pursuant to Chapter 3 of the Landscaping and Lighting Act of 1972, the City Council directed the City Engineer to prepare and file an annual report for Fiscal Year 2014/2015. SECTION 2. The City Engineer filed an annual report on May 6, 2014, and the City Council adopted a Resolution of Intention to Levy and Collect Assessments within Landscape and Lighting Assessment District 89-1 for Fiscal Year 2014/2015 and set a RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, CONFIRMING THE DIAGRAM AND ASSESSMENT FOR FISCAL YEAR 2014/2015 LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT 89-1 (PURSUANT TO THE LANDSCAPE AND LIGHTING ACT OF 1972) WHEREAS, maintenance of landscape improvements in roadways and drainage facilities is a very important service in our community. Landscaping, if well maintained, provides beautification and enhancement to the surroundings, along with a positive effect on property values. Adequate street lighting and traffic signals are considered imperative for their contribution to public convenience and safety; and WHEREAS, the annual assessments generated by the existing 1972 Act City of La Quinta Landscaping and Lighting District will fund the cost of providing installation, servicing, maintenance, and operation of landscaping, lighting and appurtenant facilities within the City of La Quinta that are exempt under provisions of Proposition 218 voted in by the California residents during the November 1996 election; and WHEREAS, on May 6, 2014, the City Council adopted the following resolutions: • Resolution No. 2014-016, approving the Preliminary Engineer's Report for Fiscal Year 2014/2015 in connection with Landscape and Lighting Assessment District 89- 1. • Resolution No. 2014-017, declaring intention to levy annual assessments for construction, maintenance, and servicing landscape and lighting improvements within the boundaries of the territory included in the City-wide Landscape and Lighting Assessment District 89-1, and giving notice thereof; and WHEREAS, a Notice of a Public Hearing to Adopt a Resolution Confirming the Diagram and Assessments for Fiscal Year 2014/2015 Landscape and Lighting Assessment District 89-1 was published in The Desert Sun newspaper on May 21, 2014. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: SECTION 1. Pursuant to Chapter 3 of the Landscaping and Lighting Act of 1972, the City Council directed the City Engineer to prepare and file an annual report for Fiscal Year 2014/2015. SECTION 2. The City Engineer filed an annual report on May 6, 2014, and the City Council adopted a Resolution of Intention to Levy and Collect Assessments within Landscape and Lighting Assessment District 89-1 for Fiscal Year 2014/2015 and set a Resolution No. 2014- Landscape and Lighting Assessment District 89-1 Adopted: June 3, 2014 Page 2 Public Meeting/Hearing date of June 3, 2014 at the La Quinta City Council Chambers, 78-495 Calle Tampico, La Quinta, California. Notice of the Public Meeting/Hearing was given in the time and manner required by law. SECTION 3. On June 3, 2014, a Public Meeting/Hearing for which notice was given, was conducted at which every interested person was given an opportunity to object to the proposed assessment in writing or orally, and the City Council has considered each protest. SECTION 4. On June 3, 2014, the City Council found that written protests against the proposed assessment had not been made by owners representing more than one-half of the area of the land to be assessed. SECTION 5. The City Council hereby confirms the diagram and assessment as set forth in the annual report of the Engineer of Work and hereby levies the assessment set forth for Fiscal Year 2014/2015. Resolution No. 2014- Landscape and Lighting Assessment District 89-1 Adopted: June 3, 2014 Page 3 PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City Council held on this 3rd day of June 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California ATTEST: SUSAN MAYSELS, CITY CLERK City of La Quinta, California (CITY SEAL) APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California `�1R ATTACHMENT 1 City of La Quinta Street Lighting and Landscape District No. 89-1 2014/2015 ENGINEER'S ANNUAL LEVY REPORT Intent Meeting: May 6, 2014 Public Hearing: June 3, 2014 LLDAN `045 ENGINEER'S REPORT AFFIDAVIT CITY OF LA QUINTA Street Lighting and Landscape District No. 89-1 Riverside County, State of California This Report and the enclosed diagrams show the exterior boundaries of the District as they existed at the time of the passage of the Resolution of Intention. Reference is hereby made to the Riverside County Assessor's maps for a detailed description of the lines and dimensions of parcels within the District. The undersigned respectfully submits the enclosed Report as directed by the City Council. Dated this day of , 2014. Willdan Financial Services Assessment Engineer On Behalf of the City of La Quinta Stacee Reynolds Senior Project Manager, District Administration Services IN Richard Kopecky R. C. E. # 16742 CITY OF LA QUINTA STREET LIGHTING AND LANDSCAPE DISTRICT NO. 89-1 I HEREBY CERTIFY that the enclosed Engineer's Report, Roll thereto attached was filed with me on the day of 2014. together with Assessment BY: Susan Maysels, City Clerk City of La Quinta Riverside County, California I HEREBY CERTIFY that the enclosed Engineer's Report, together with Assessment Roll thereto attached, was approved and confirmed by the City Council of the City of La Quinta, California, on the day of , 2014. BY: Susan Maysels, City Clerk City of La Quinta Riverside County, California I HEREBY CERTIFY that the enclosed Assessment Roll was filed with the County Auditor of the County of Riverside, on the day of , 2014. BY: Susan Maysels, City Clerk City of La Quinta Riverside County, California PAIN IIIIII IIIII IIIII IIIII°° "'' IIIII IIIIIIIII /. OVERVIEW 5 A. INTRODUCTION 5 B. HISTORICAL BACKGROUND AND LEGISLATION 5 A DESCRIPTION OF THE DISTRICT 6 A. DISTRICT BOUNDARIES AND SPECIFIC AREAS OF IMPROVEMENT 6 B. IMPROVEMENTS AUTHORIZED BY THE 1972 ACT 6 C. IMPROVEMENTS WITHIN THE DISTRICT 7 ////. METHOD OF APPORTIONMENT 8 A. GENERAL 8 B. BENEFITANALYSIS 9 C. METHODOLOGY 10 /V DISTRICT BUDGETS A. DESCRIPTION OF BUDGET ITEMS B. 2014/2015 DISTRICT BUDGET 13 13 14 APPENDIX A - DISTRICT ASSESSMENT DIAGRAM 17 APPENDIX B - 2014/2015 COLLECTION ROLL 18 PAC! II ,,/Financial Services OVERVIEW A. INTRODUCTION The City of La Quinta (the "City") annually levies and collects special assessments in order to provide and maintain the facilities, improvements and services within Street Lighting and Landscape District No. 89-1 (the "District"). The District was formed in 1989 pursuant to the Landscaping and Lighting Act of 1972 (the "1972 Act"), Part 2 of Division 15 of the Streets and Highways Code and authorizes the Agency to annually levy and collect assessments to maintain the services and improvements related thereto. This Engineer's Annual Levy Report (the "Report") describes the District, any changes to the District, and the proposed assessments for Fiscal Year 2014/2015. The proposed assessments are based on the estimated cost to maintain improvements that provide special benefit to properties assessed within the District. The various improvements within the District and the costs of those improvements are identified and budgeted separately, including expenditures, deficits, surpluses, revenues, and reserves. The word "parcel," for the purposes of this Report, refers to an individual property assigned its own Assessor Parcel Number ("APN") by the Riverside County Assessor's Office. The Riverside County Auditor/Controller uses Assessor Parcel Numbers and specific fund numbers on the tax roll to identify properties assessed for special district benefit assessments. Each parcel within the District is assessed proportionately for those improvements provided by the District and from which the parcel receives special benefit. Following consideration of public comments, written protests at a noticed public hearing and review of the Report, the City Council may order amendments to the Report or confirm the Report as submitted. Following final approval of the Report, and confirmation of the assessments, the Council may order the levy and collection of assessments for Fiscal Year 2014/2015 pursuant to the 1972 Act. In such case, the assessment information will be submitted to the County Auditor/Controller, and included on the property tax roll for each benefiting parcel for Fiscal Year 2014/2015. B. HISTORICAL BACKGROUND AND LEGISLATION The assessments for the District provide a special benefit to the parcels assessed, and the City utilizes General Fund Revenues to fund improvements and services that are considered general benefit. 2014/2015 LLD 89-1 Page 5 of 18 215 Financial Services This District was formed pursuant to the 1972 Act, which permits the establishment of assessment districts by cities for the purpose of providing for the maintenance of certain public improvements, which include the facilities existing within the District, as those improvements provide a special benefit to parcels. The City Council reviews the current and projected years' costs for the construction, operation, maintenance, and servicing of the District facilities and sets the assessment for the ensuing fiscal year, which runs between July 1 and June 30. DISTRICT A. DISTRICT BOUNDARIES AND SPECIFIC AREAS OF IMPROVEMENT The boundaries of the District are coterminous with the boundaries of the City. The Diagram of the District showing the exterior boundaries has been submitted to the City Clerk at the City and is included by reference. B. IMPROVEMENTS AUTHORIZED BY THE 1972 ACT As applicable or may be applicable to this District, the 1972 Act defines improvements to mean one or any combination of the following: • The installation or planting of landscaping. • The installation or construction of statuary, fountains, and other ornamental structures and facilities. • The installation or construction of public lighting facilities. • The installation or construction of any facilities which are appurtenant to any of the foregoing or which are necessary or convenient for the maintenance or servicing thereof, including, but not limited to, grading, clearing, removal of debris, the installation or construction of curbs, gutters, walls, sidewalks, or paving, or water, irrigation, drainage, or electrical facilities. • The maintenance or servicing, or both, of any of the foregoing. • The acquisition of any existing improvement otherwise authorized pursuant to this section. 2014/2015 LLD 89-1 Page 6 of 18 216 Financial Services Incidental expenses associated with the improvements including, but not limited to: • The cost of preparation of the report, including plans, specifications, estimates, diagram, and assessment; • The costs of printing, advertising, and the publishing, posting and mailing of notices; • Compensation payable to the County for collection of assessments; • Compensation of any engineer or attorney employed to render services; • Any other expenses incidental to the construction, installation, or maintenance and servicing of the improvements; • Any expenses incidental to the issuance of bonds or notes pursuant to Section 22662.5. • Costs associated with any elections held for the approval of a new or increased assessment. The 1972 Act defines "Maintain" or "maintenance" to mean furnishing of services and materials for the ordinary and usual maintenance, operation, and servicing of any improvement, including: • Repair, removal, or replacement of all or any part of any improvement. • Providing for the life, growth, health, and beauty of landscaping, including cultivation, irrigation, trimming, spraying, fertilizing, or treating for disease or injury. • The removal of trimmings, rubbish, debris, and other solid waste. • The cleaning, sandblasting, and painting of walls and other improvements to remove or cover graffiti. C. IMPROVEMENTS WITHIN THE DISTRICT The District improvements are the operation, servicing and maintenance of landscaping, lighting and appurtenant facilities, including, but not limited to, personnel, electrical energy, water, materials, contracting services, and other items necessary for the satisfactory operation of these services described as follows: 2014/2015 LLD 89-1 Page 7 of 18 217 Financial Services • Landscaping and Appurtenant Facilities include, but are not limited to, landscaping, planting, shrubbery, trees, irrigation systems, hardscapes, fixtures, sidewalk maintenance and appurtenant facilities, located within the public street rights -of -way, medians, trails, and dedicated street, drainage or sidewalk easements within the boundary of the District. • Lighting and Appurtenant Facilities include, but are not limited to, poles, fixtures, bulbs, conduits, equipment including guys, anchors, posts and pedestals, metering devices, controllers and appurtenant facilities as required to provide safety lighting and traffic signals within public street rights -of -way and easements within the boundaries of the District. • Maintenance is defined as the furnishing of services and materials for the operation and usual maintenance, operation and servicing of the landscaping, public lighting facilities and appurtenant facilities, including repair, removal or replacement of landscaping, public lighting facilities, or appurtenant facilities; providing for the life, growth, health and beauty of the landscaping, including cultivation, irrigation, trimming, spraying, fertilizing and treating for disease or injury; and the removal of trimmings, rubbish, debris and other solid waste. • Servicing is defined as the furnishing of water for the irrigation of the landscaping and the furnishing of electric current or energy, gas or other illuminating agent for the public lighting facilities, or for the lighting or operation of landscaping or appurtenant facilities. The plans and specifications for the improvements are on file in the office of the City Engineer and are by reference made a part of this report. A. GENERAL The 1972 Act permits the establishment of assessment districts by agencies for the purpose of providing certain public improvements that include the construction, maintenance and servicing of public lights, landscaping and appurtenant facilities. The 1972 Act further requires that the cost of these improvements be levied according to benefit rather than assessed value: "The net amount to be assessed upon lands within an assessment district may be apportioned by any formula or method which fairly distributes the net amount among all assessable lots or parcels in proportion to the estimated 2014/2015 LLD 89-1 Page 8 of 18 218 Financial Services benefits to be received by each such lot or parcel from the improvements." The formula used for calculating assessments in this District therefore reflects the composition of the parcels, and the improvements and services provided, to apportion the costs based on benefit to each parcel. B. BENEFIT ANALYSIS Properties within the District boundary are found to derive a special benefit from the improvements provided by the District. These properties include single family residential, non-residential, vacant residential and non-residential, golf courses, agricultural and hillside conservation properties, vacant and remote non- residential and rural and estate residential properties. Special Benefits The method of apportionment (method of assessment) is based on the premise that each assessed parcel receives special benefit from the improvements maintained and funded by the assessments, specifically, landscaping and lighting improvements installed in connection with the development of these parcels. The desirability of properties within the District is enhanced by the presence of well - maintained landscaping and lighting improvements in close proximity to those properties. The annual assessments outlined in this Report are based on the estimated costs to provide necessary services, operation, administration, and maintenance required to ensure the satisfactory condition and quality of each improvement. The special benefits associated with the landscaping improvements are specifically: • Enhanced desirability of properties through association with the improvements. • Improved aesthetic appeal of properties within the District providing a positive representation of the area. • Enhanced adaptation of the urban environment within the natural environment from adequate green space and landscaping. • Environmental enhancement through improved erosion resistance, and dust and debris control. • Increased sense of pride in ownership of property within the District resulting from well -maintained improvements associated with the properties. 2014/2015 LLD 89-1 Page 9 of 18 `AV Financial Services • Reduced criminal activity and property -related crimes (especially vandalism) against properties in the District through well -maintained surroundings and amenities. • Enhanced environmental quality of the parcels by moderating temperatures, providing oxygenation and attenuating noise. The special benefits of street lighting are the convenience, safety, and security of property, improvements, and goods, specifically: • Enhanced deterrence of crime — an aid to police protection. • Increased nighttime safety on roads and highways. • Improved visibility of pedestrians and motorists. • Improved ingress and egress to and from property. • Reduced vandalism, damage to improvements or property, and other criminal acts. • Improved traffic circulation and reduced nighttime accidents and personal property loss. • Increased promotion of business during nighttime hours in the case of commercial properties. The preceding special benefits contribute to a specific enhancement and desirability of each of the assessed parcels within the District. C. METHODOLOGY Pursuant to the 1972 Act, the costs of the District may be apportioned by any formula or method that distributes the net amount to be assessed among the assessable parcels in proportion to the estimated special benefits to be received by each such parcel from the improvements. The special benefit formula used within the District should reflect the composition of the parcels - and the improvements and services provided therein - to apportion the costs based on estimated special benefit to each parcel. The cost to provide maintenance and service of the improvements within the District shall be equitably distributed among each assessable parcel based on the estimated special benefit received by each parcel. Equivalent Benefit Units To equitably spread special benefit to each parcel, it is necessary to establish a relationship between the various types of properties within the District and the improvements that benefit those properties. Each parcel within the District is 2014/2015 LLD 89-1 Page 10 of 18 220 %I,,/Financial Services assigned an Equivalent Benefit Unit ("EBU") factor that reflects its land use, size and development, or development potential. Parcels that receive special benefit from the various District improvements are proportionately assessed for the cost of those improvements based on their calculated EBU. The EBU method assessment for this District uses the Single Family Residential parcel as the basic unit of assessment. A Single Family Residential ("SFR") parcel equals one EBU. Every other land -use is assigned an EBU factor based on an assessment formula that equates the property's specific land -use and relative special benefits compared to the Single Family Residential parcel. The EBU method of apportioning special benefits is typically seen as the most appropriate and equitable assessment methodology for districts formed under the 1972 Act, as the benefits to each parcel from the improvements are apportioned as a function of land use type, size, and development. The following table provides a listing of land use types, the EBU factors applied to that land use and the multiplying factor used to calculate each parcel's individual EBU for each improvement provided in the District. During the formation of the District, a methodology was developed to calculate the EBUs for other residential and non-residential land use parcels, which are outlined below for reference. Every land use is assigned EBUs based on the assessment formula approved for the District. Parcels which have been determined to receive greater benefit than the SFR parcel are assigned more than 1 EBU and parcels that are determined to receive lesser benefit than SFR parcels are assigned less than 1 EBU as reflected in the Assessment Methodology. Exempt Parcels 0.0 Single Family Residential Parcels 1.0 per unit Non -Residential Parcels 5.0 per acre; 1.0 minimum Vacant Residential Parcels 0.33 per unit Vacant Non -Residential Parcels 1.65 per acre for first 20 acres only Golf Course Parcels 0.50 per acre; 1.0 minimum Agricultural Parcels 0.25 per acre; 1.0 minimum Hillside Conservative Zone Parcels 0.10 per acre Vacant & Remote Parcels 0.825 per acre for first 20 acres only Rural/Estate Residential 1.0 + 0.33 per acre in excess 1 acre Single -Family Residential The City's General Plan allows up to one acre of area for subdivided residential lots. The subdivided single family lot equal to or less than one acre in size is the 2014/2015 LLD 89-1 Page 11 of 18 221 %I,,/Financial Services basic unit for calculation of the benefit assessments. Parcels less than one acre in size zoned for single-family residential use are assessed one (1) EBU. Non -Residential The factor used for converting nonresidential is based on the average number of typical single-family residential lots of five per acre. Therefore, non-residential parcels will be assessed five (5) EBUs per acre with a minimum number per parcel of one (1) EBU. Vacant Residential Parcels defined as single family residential parcels less than one acre and having no structure will be assessed 33 percent (33%) of a single-family dwelling, or 0.33 EBU per parcel. Vacant Non -Residential Parcels not considered single family residential parcels less than one acre, and having no structure will be assessed based on acreage. The typical development in La Quinta occurs in increments of twenty (20) acres or less. The first twenty (20) acres of a Vacant Non -Residential parcel will be assessed at a rate of 33 percent (33%) of developed nonresidential properties, or 1.65 EBU per acre or any portion of an acre. The minimum number of EBUs per parcel is one (1) EBU. Any parcel of land greater than twenty (20) acres is considered open space and exempt from assessment until such time as parcel subdivision or development occurs. Golf Courses Properties identified as golf courses will be assessed a rate of 10 percent (10%) of the developed nonresidential properties, or 0.50 EBU per acre or any portion of an acre. The minimum number per parcel is one (1) EBU. Agricultural Properties identified as agricultural will be assessed a rate of 5 percent (5%) of developed nonresidential properties, or 0.25 EBU per acre or any portion of an acre. The minimum number per parcel is one (1) EBU. Hillside Conservation Parcels located in areas zoned Hillside Conservation per the City's Official Zoning Map will be assessed on the basis of allowable development within the Hillside Conservation Zone. The parcel will be assessed as one dwelling unit per ten (10) acres or 0.10 EBU per acre or any portion of an acre. Vacant and Remote Non -Residential Parcels (Annexation No. 9) Parcels not considered single family residential parcels less than one (1) acre and do not contain structures, will be assessed based on acreage. The City defines Vacant and Remote Non -Residential as parcels physically separated from City services and not readily able to develop due to difficult access and 2014/2015 LLD 89-1 Page 12 of 18 222 Financial Services utility limitations. The land values are typically one half the value of other Vacant Non -Residential parcels because of the high cost of constructing appropriate access and utility infrastructures necessary. The Vacant and Remote Non - Residential parcels are assessed a rate of 0.825 EBUs per acre or portion thereof, for the first twenty (20) acres, with a minimum of one (1) EBU per parcel. Rural/Estate Residential Parcels of one acre or more in size, but having only one residential unit are identified as Rural/Estate Residential. These parcels will be assessed a rate of one (1) EBU for the first acre and 0.33 EBUs for each additional acre or portion of an acre. Exempt Property Publicly owned property and utility rights -of -way are exempt from assessment, as well as parcels of land shown on the County Assessor's records as Vacant Desert Land, Vacant Mountain Land, Agricultural Preserve and Public Utility owned land. This Report does not propose an increase in the District assessment rates for Fiscal Year 2014/2015 over or above the maximum rate established. The proposed rate per EBU for Fiscal Year 2014/2015 is the same rate assessed for Fiscal Year 2013/2014. The base assessment rate to be approved for Fiscal Year 2014/2015 is $35.60. The maximum assessment rate per EBU may not increase without a vote of the property owners in the District. Therefore, the assessment is proposed to remain at the maximum amount of $35.60 per EBU. This equates to total projected assessment revenue of $961,449. The City proposes the remaining $2,120,180 be funded through a General Fund contribution of $2,020,180 and $100,000 of revenue from CSA 152. DISTRICT A. DESCRIPTION OF BUDGET ITEMS The 1972 Act requires that a special fund be established and maintained for the revenues and expenditures of the District. Funds raised by assessment shall be used only for the purposes as stated herein. A contribution to the District by the City may be made to reduce assessments, as the City Council deems appropriate. The following describes the services and costs that are funded through the District, shown in the District Budgets. District Costs Personnel — Reflects relevant City Staff salaries, wages and benefits, and also includes Worker's Comp insurance, Stand -By, and Overtime labor. 2014/2015 LLD 89-1 Page 13 of 18 223 Financial Services Contract Services — Includes contracted labor, such as the Riverside County Tax Roll Administration Fees, maintenance and repair of traffic signals, tree trimming, and security service. Rental Services — Reflects funds used for the purpose of uniform rental. Vehicle Operations — Includes the maintenance of fleet vehicles. Utilities — Includes the electric, telephone, and water services. Travel Training & Meetings — Reflects the funds used for the purposes of training and meetings. Information Technology — Includes computers, printers, and other related items and services. Operating Supplies — This item includes plant replacement, safety gear, field materials, and the materials used for the purposes of removing graffiti. Small Tools/Equipment — Includes non -capital small tools and equipment. District Administration — The cost for providing the coordination of District services and operations, response to public concerns and education, as well as procedures associated with the levy and collection of assessments. This item also includes the costs of contracting with professionals to provide any additional administrative, legal or engineering services specific to the District including any required notices, mailings or property owner protest ballot proceedings. B. 2014/2015 DISTRICT BUDGET For the purpose of estimating costs for the maintenance and servicing, actual costs are used where possible. However, where the improvements are new, or where actual maintenance experience is lacking, cost estimates will be used to determine costs. The Budget of estimated cost of operation, servicing, and maintenance for Fiscal Year 2014/2015 is summarized on the next page in Table 1. 2014/2015 LLD 89-1 Page 14 of 18 224 %' W I L Financial 'Services Table 1 Fiscal Year 2014/2015 Budget m . Personnel Salaries -Permanent Full Time $134,300 $52,900 $81,400 Other Benefits & Deductions 54,400 22,700 31,700 Stand By Stand By Overtime Overtime Total Personnel $188,700 $75,600 $113,100 Contract Annual Lighting & Landscape Report $15,000 $15,000 Services Civic Center Campus Lake Maintenance 4,000 4,000 Landscape Lighting Maintenance 170,000 145,000 25,000 Financial Services Admin. Fee 15,000 15,000 Citywide Maintenance Contract 1,064,100 700,000 364,100 Undeveloped Parks PM10 Services Maintenance & Repair 20,000 20,000 CVWD Lease -Pioneer Dog Park 1 1 Tree Trimming 19,000 15,000 4,000 Janitorial Services 16,000 16,000 Security Service - Corporation Yard 1,400 1,400 Total Contract Services $1,324,501 $891,400 $433,101 Rental Services Uniforms $600 $600 $0 Total Rental Services $600 1 $600 1 $0 Park Equipment Facilities Charges $2,503 $2,503 Vehicle Fleet Maintenance 6,945 6,945 Operations & Equipment Depreciation 502,523 502,523 -Facility Total Vehicle Operations $511,971 $6,945 $505,026 Utilities Electric $271,000 $149,000 $122,000 Phone 850 400 450 Water 396,100 260,000 136,100 Total Utilities $667,950 $409,400 $258,550 Travel Training & $2,500 $2,000 $500 Meetings Total Travel Training & Meetings $2,500 $2,000 $500 Information Printers and Services $32,161 $9,600 $22,561 Technology -Computers Total Information Technology $32,161 $9,600 $22,561 Operating Plant Replacement $32,000 $30,000 $2,000 Supplies Graffiti Removal 32,500 12,500 20,000 Safety Gear 600 600 Field Materials 114,000 64,000 50,000 Total Operating Supplies $179,100 $107,100 $72,000 Small Tools / on -Capital $300 $300 $0 Equipment Total Small Tools/Equipment $300 $300 $0 Total Landscape & Lighting Budget $2,907,783 $1,502,945 $1,404,838 District Public Works Administration $67,236 $67,236 Administration Citywide Administration 106,610 82,178 24,432 Total District Administration $173,846 $149,414 $24,432 Total Landscape & Lighting Expenditures $3,081,629 $1,652,359 $1,429,270 Less CSA 152 Revenue $100,000 Less General Fund Contribution $2,020,180 $590,910 $1,429,270 Balance to Levy $961,449 Total EDU 27,007 Levy Per EDU $35.60 2014/2015 LLD 89-1 Page 15 of 18 225 Financial Services The following information was obtained from the Riverside County Assessor's Secured Roll, Assessor's Parcel Maps, and the City's Planning Department. The land use categories were developed to classify the different land use types in the City. Table 2 (1) The EBU count in this column reflects the total EBU count for the district. Whereas, for budget purposes, the EBU count in the previous table reflects only those parcels that are assessable (not exempt). (2) The difference in the "Balance to Levy" figure in the previous table and the land use classification proposed levy in this table is due to the Riverside County even penny requirement for each charged parcel. At the time of the Report there was an increase in EBU assessed of 20.87 over the prior year estimates stated in the FY 2013/14 Engineer's Report. Actuals will be based on the final County Secured Roll for Fiscal Year 2014/2015. Differences are generally due to changes in County Land Use Classifications or Assessor Parcel Number changes. 2014/2015 LLD 89-1 Page 16 of 18 226 Financial Services VI `�1 I" I��� III GRXVI The Boundary Diagrams for the original districts have previously been submitted to the Clerk of the City in the format required under the 1972 Act and are made part of this Report by reference. The parcel identification, lines and dimensions of each parcel within the District are those lines and dimensions shown on the Assessor Maps of Riverside County for the year in which this Report was prepared and is incorporated by reference and made part of this Report. 2014/2015 LLD 89-1 Page 17 of 18 227 Financial Services 2014/2015 Parcel identification, for each lot or parcel within the District, shall be the parcel as shown on the Riverside County Assessor Parcel Maps and/or the Riverside County Secured Tax Roll for the year in which this Report is prepared. Non -assessable lots or parcels may include government owned land, public utility owned property, land principally encumbered with public right-of-ways or easements and dedicated common areas. These parcels will not be assessed. A listing of parcels within the District, along with the proposed assessment amounts, has been submitted to the City Clerk and, by reference, is made part of this Report. Upon approval of the Report and confirmation of the assessments, the assessment information will be submitted to the County Auditor/Controller, and included on the property tax roll in Fiscal Year 2014/2015. If the parcels or APNs within the District and referenced in this Report, are re -numbered, re -apportioned or changed by the County Assessor's Office after approval of the Report, the new parcel or APNs with the appropriate assessment amount will be submitted to the County Auditor/Controller. If the parcel change made by the County includes a parcel split, parcel merger or tax status change, the assessment amount submitted on the new parcels or APNs will be based on the method of apportionment and levy amount approved in this Report by the City Council. 2014/2015 LLD 89-1 Page 18 of 18 228 CITY / SA / HA / FA MEETING DATE: June 3, 2014 AGENDA CATEGORY: BUSINESS SESSION: ITEM TITLE: ADOPT RESOLUTION APPROVING FISCAL YEAR 2014/2015 THROUGH 2O18/2019 CONSENT CALENDAR: CAPITAL IMPROVEMENT PROGRAM STUDY SESSION: PUBLIC HEARING: 2 RECOMMENDED ACTION: Adopt a resolution approving the Fiscal Year 2014/2015 through 2018/2019 Capital Improvement Program. EXECUTIVE SUMMARY: • The Capital Improvement Program (CIP) provides a five-year program for identifying, scoping, budgeting, and scheduling capital projects such as street and park improvements, construction and upgrades to City buildings, and construction of major infrastructure projects such as bridges and interchanges. • The first year is titled "Capital Budget" and is based on existing fund balances and projected revenues. Upon adoption, the Capital Budget is then incorporated into the City's operating budget, and funds are appropriated for specific capital facilities, equipment and improvements. • Projects slated for subsequent years are approved on a planning basis only and do not receive expenditure authority until they are incorporated into the Capital Budget. • Those projects designated as "Additional Projects" do not have identified funding sources through the term of the five-year program or, in the case of Development Impact Fee (DIF) funded projects, a long-term collection period is required to accumulate funds before the specified project is implemented. • A total of 20 projects are identified for Fiscal Year 2014/2015 with an estimated cost of $14,730,779. O FISCAL IMPACT: The Capital Budget will result in an estimated additional $14,730,779 of capital project expenditures, which will be included in the Fiscal Year 2014/2015 operating budget. As proposed, when the City Council approves the Fiscal Year 2014/2015 operating budget, the expenditure of $14,730,779 will be authorized for the projects shown in the first year of the CIP. CHARTER CITY IMPLICATIONS: None of the proposed projects identified for funding during Fiscal Year 2014/2015 are anticipated to be funded with State or Federal funding. Should State or Federal funding become available, these projects will be subject to State and/or Federal prevailing wage requirements. If the City wishes to continue receiving State funding for capital improvement projects, Senate Bill 7 requires that the City rescind its ordinance exempting locally funded projects from prevailing wage requirements. If the City does this, all public works projects awarded after January 1, 2015 would include prevailing wage provisions, which may require an adjustment to the construction budgets of these projects. The constitutionality of this bill is currently being challenged in court. BACKGROUND/ANALYSIS: On March 18, 2014, staff presented the draft CIP to the City Council for review and discussion. Changes to the draft include: • Moving the City Hall Turf Conversion Project to the add list; • Moving the YMCA Daycare Americans with Disabilities Act Improvements to Fiscal Year 2014/2015; • Incorporating a new drainage project at Eisenhower Drive and Avenue 50 on the add list; and • Adding a new project, the SilverRock Infrastructure Improvements, to the Fiscal Year 2014/2015 project list. The SilverRock project is proposed to be paid for via a combination of 2002 Redevelopment Agency Bond proceeds and developer funding should development of a hotel move forward next fiscal year. Because of the use of Bond proceeds, this project would be subject to prevailing wage requirements. On May 5, 2014, the City received a letter of notification from the Coachella Valley Association of Governments (CVAG) regarding increasing the overall project cost estimate by $10 million. They also announced their intent to send the first invoice for La Quinta's share of the Jefferson Street/1-10 Interchange costs due July 1, 2014. This is inconsistent with past CVAG policy of waiting until construction started before invoicing MR cities for their portion of the project cost. The CIP currently has money being set aside in Fiscal Years 2016/2017 and 2017/2018 for this project. The Fiscal Year 2014/2015 CIP currently has Measure A (half cent sales tax for transportation projects) money identified as matching funds for Congestion Management Air Quality grant -funded projects; however, it is not known if these projects will receive grant funding at this time. Until the grant funding decision is made by CVAG, staff recommends not changing the distribution of the CIP fund to address the anticipated CVAG invoice. In addition to updating the status of the City's Congestion Management Air Quality grant requests, City staff will also follow up with CVAG staff to determine when payments for the City's portion of the design cost must be made (since this is the only work that has occurred on this project to date) and report back to City Council at the public hearing. Per City Council direction, City staff has already started the design process for the Horseshoe Drive Drainage Improvements ahead of CIP approval. The design and construction of this project is being fast tracked to complete the improvements as quickly as possible. A summary of the final CIP is provided as Attachment 1 (the document in its entirety is available in the Public Works Department). Pursuant to the Government Code, the City Council must hold a public hearing on the CIP and consider its adoption by resolution at the public hearing. Upon its adoption, the 2014/2015 CIP will be incorporated into the City's Fiscal Year 2014/2015 Budget. ALTERNATIVES: After hearing public testimony, the City Council may direct staff to modify the Fiscal Year 2014/2015 through 2018/2019 CIP before final approval, which is scheduled for the June 17, 2014 City Council meeting. Report prepared by: Bryan McKinney, Principal Engineer Report approved for submission by: Timothy R. Jonasson, P.E. Public Works Director/City Engineer Attachment: 1. Fiscal Year 2014/2015 through 2018/2019 CIP summary `AGN RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, APPROVING THE FISCAL YEAR 2014/2015 THROUGH 2O18/2019 CAPITAL IMPROVEMENT PROGRAM WHEREAS, pursuant to Government Code Section 66002, the City of La Quinta ("City") is required to review and approve a Capital Improvement Program ("CIP"); and WHEREAS, the City is required to conduct a noticed public hearing for consideration and approval of the CIP; and WHEREAS, notice of the public hearing has been given pursuant to Government Code Section 65090, specifically, the required notice was published on May 21, 2014 in The Desert Sun; and WHEREAS, the CIP is a five-year planning instrument used by the City to identify capital improvement needs and to coordinate financing and timing of those needs in a manner that maximizes the return to the public; and WHEREAS, the CIP is a statement of the City's goals, objectives and priorities for a five-year plan and the financial commitments required to accomplish those objectives; and WHEREAS, the Fiscal Year 2014/2015 through 2018/2019 Program proposes approximately $25,615,248 in improvement projects and $192,545,903 of unfunded additional improvement projects over the five-year period, commencing on July 1, 2014 and ending June 30, 2019; and WHEREAS, the amount allocated from the CIP for first -year projects, called the "Capital Budget," proposes $14,730,779 in improvements, as shown in Exhibit A, which is attached hereto and made a part of this Resolution; and WHEREAS, there is inadequate funding within the City's General Fund or from other sources to completely and fully fund the improvements identified within the Capital Budget; and WHEREAS, it would be in the best interest of the public to completely fund all improvements identified within the Capital Budget. NOW THEREFORE, BE IT RESOLVED, by the La Quinta City Council, as follows: 233 Resolution No. 2014- Capital Improvement Plan Adopted: June 3, 2014 Page 2 SECTION 1. The above recitations are true and correct. SECTION 2. The City Council hereby approves the Fiscal Year 2014/2015 through 2018/2019 Capital Improvement Program, approves the Capital Budget, and authorizes the inclusion of the Capital Budget into the Fiscal Year 2014/2015 operating budget, which appropriates funds for specific facilities, equipment and improvements. PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City Council held on this 3rd day of June 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California ATTEST: SUSAN MAYSELS, CITY CLERK City of La Quinta, California (City Seal) APPROVED AS TO FORM- M. KATHERINE JENSON, City Attorney City of La Quinta, California 234 Resolution 2014- CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM REVENUE SUMMARY General 2002 Bond Quimby DIF Project Description Fund Proceeds Funds Transportation Measure A Other Total 2014/2015 199702 Sidewalks - Various Locations 55,000 55,000 199703 Sidewalks - Various Locations 20,000 20,000 201207 Pavement Management Plan Street Improvements 1,000,000 1,000,000 201302 Miscellaneous Parks ADA Improvements 133,415 133,415 201307 Citywide Traffic Signal Maintenance Improvements 235,000 235,000 201313 Citywide Preventative Maintenance Plan Improvements 50,000 (20) 50,000 201401 Sports Complex ADA Improvements 161,472 161,472 201402 Avenue 52 at Jefferson Street Roundabout Striping Modification 110,900 110,900 201403 Citywide Advanced Transportation Management System 91,160 703,607 (24) 794,767 201404 Citywide Traffic Signal Interconnect 94,456 729,046 (24) 823,502 201405 Fred Waring Drive Reconstruction (Washington St. to Adams St.) 334,271 334,271 201406 New Roundabout Westward Ho at Roadrunner 27,873 458,140 (8) (24) 486,013 201407 New Traffic Signal (Jefferson Street at Dunbar Drive) 430,000 (7)(8)(24) 444,808 201408 Horseshoe Drive Drainage Improvements 37,000 37,000 201409 Avenida Carranza Drainage Improvements 41,000 41,000 201410 Perimeter Landscaping of City Owned Lots on Avenue 52 313000 313,000 201411 City Hall Customer Service Center 80,000 80,000 201412 Point Happy Storm Drain Outlet Structure 100,000 (7) 100,000 201413 Silverrock Infrastructure Improvements 7,500,000 1,910,631 (6) 9,410,631 201414 YMCA Daycare ADA Improvements 100,000 100,000 FY 2014/2015 SUBTOTAL: 1,546,000 7,500,000 394,887 91,160 802,500 4,381,424 14,730,779 PAGN ATTACHMENT 1 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM RDA 1 Housing 2002 Bond DIF Community DIF Project # Project Description General Fund Bonds Proceeds Quimby Funds APP Funds Center DIF Transportation Parks/Rec DIF Malnt Facility Measure A DIF Fire Other Total 2014/2015 FY 2014/2015 SUBTOTAL: 1,546,000 0 7,500,000 394,887 0 0 91,160 0 0 802,500 0 4,381,424 14,730,779 E FY 2015/2016 SUBTOTAL: 1,782,485 0 0 0 0 0 0 0 0 777,000 0 1,452,541 4,012,026 2016/2017 QwQ 200904 Dune Palms Road Street Improvements (VWVR to Westward Ho) 219,500 219,500 201207 Pavement Management Plan Street Improvements 1,000,000 1,000,000 2018/2019 FY 2017/2018 FY 2018/2019 SUBTOTAL: 1,075,000 0 0 0 0 0 0 0 0 849,000 0 50,000 1,974,000 TOTAL FISCAL YEARS 2014115 THROUGH 2O18119: 7,576,728 0 7,500,000 394,887 0 0 91,160 0 0 4,053,500 0 5,983,965 25,615,048 10 237 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM RDA 1 Housing 2002 Bond DIF Community DIF Project # Project Description General Fund Bonds Proceeds Quimby Funds APR Funds Center DIF Transportation Parks/Rec DIF MaIM Facility Measure A DIF Fire Other Total BRIDGE IMPROVEMENTS AD 1 Avenue 50 Bridge Improvement Spanning the Evacuation Channel 1,347,208 2,412,792 (6) 3,760,000 AD 2 Washington Street Bridge Railing (Replacement) 1,070,355 (6) (21) 1,070,355 STREET IMPROVEMENTS AD 3 Madison Street (Avenue 52 to Avenue 54) 1,162,354 1,162,354 AD 22 New Traffic Signal (Caleo Bay and Avenue 47) 430,000 430,000 AD 23 New Traffic Signal (Washington Street @ Lake La Quinta Drive) 215,000 215,000 (16) 430,000 AD 24 New Traffic Signal (Dune Palms Road (a) Corporate Center Drive) 430,000 430,000 AD 25 New Traffic Signal (Eisenhower Drive @ Montezuma) 430,000 430,000 AD 39 New Traffic Signal (Avenue 50 @ Orchard) 298,750 131,250 (16) 430000 AD 40 New Traffic Signal (Jefferson Street @ Avenue 53) 342,500 87,500 (16) 430,000 SOUND ATTENUATION WALLS AD 41 Sound Attenuation Wall (E. Madison at Trilogy) 192,115 192,115 PUBLIC FACILITIES AD 61 Village Area Parking Structure 7,500,000 (6) 7,500,000 AD 62 Calle Tampico Mid -Block Crossing 215,000 (6) 215,000 AD 63 Calle Tampico Class II Bike Trail (Washington to Calle Rondo) 20,213 (6) 20,213 11 238 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM RDA 1 Housing 2002 Bond DIF Community DIF Project # Project Description General Fund Bonds Proceeds Quimby Funds APR Funds Center DIF Transportation Parks/Rec DIF MaIM Facility Measure A DIF Fire Other Total SUBTOTAL ADD PROJECTS: 0 0 0 385,376 0 0 28,034,074 7,130,537 2,936,290 0 2,198,500 151,861,126 192,545,903 DEVELOPER REIMBURSEMENT AGREEMENTS(APPROVED) DRAT - Toll Brothers Tract 30357 (Ave 50 1/2 Median and Median LS - Jefferson to Madison- Partof AD11) 627,972 627,972 BRAS - Innovative Communities Tract 34243 (Ave 58 Street Improvements - Part of DRA4 - Madison Club Tract 33076 (Ave 52 1/2 Street and Median and Median LS - Madison St to 1/2 Mile east of Madison St - Part of AD12) 669,920 669,920 DRA5 - ND La Quinta Partners Tract 29894 (Ave 52 Median IS Landscape- Part of AD12) 1,344,690 1,344,690 DRAB - TD Desert Development Tract 29283 (Ave 50 Median IS Landscape Part of AD11) 186,900 186,900 SUBTOTAL DEVELOPER DIF REIMBURSEMENTS: GRAND TOTAL (13114-17118, ADD PROJECTS AND DRA): 7,576,728 780,263 0 0 31,672,186 7,130,537 2,936,290 2,198,500 157,845,091 221,707,903 OTHER REVENUE SOURCES (1) Coachella Valley Association of Governments (CVAG) (6) To Be Determined (TBD) () State Transportation Program (STP) () Developer Bonds (3) State Gas Tax Revenue (8) City of Indio () Bike Lane Account (BLAB () Park Equip Replacement Fund (5) State Measure "A" Funds (1 0) County Fire Credit Fund (11) County of Riverside (16) Developer Contribution (21) City of Indian Wells (12) CDBG (17) RZH Recreation Grant (22) 4 % Tax Credits (13) County Library DIF (18) Department of Parks and Recreation (23) AQMD Mitigation Funds (14) City Library Fund (19) SR2S Grant (24) CMAQ Grant (15) RCTC (20) Equipment Replacement Fund 12 239 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM EXPENDITURE SUMMARY Project # Project Description Administration Engineering Construction Inspection Professional Contingency Other Total 2014/2015 199702 Sidewalks - Various Locations 199703 Sidewalks- Various Locations 777 282 3,880 1,411 38,800 14,109 3,783 1,376 3,880 1,411 3,880 1,411 55,000 20,000 201207 Pavement Management Plan Street Improvements 25000 40000 742500 97500 20000 75000 1,000,000 201302 Miscellaneous Parks ADA Improvements 1882 9412 94120 9177 9412 9412 133,415 201307 Citywide Traffic Signal Maintenance Improvements 235000 235,000 201313 Citywide Preventative Maintenance Plan Improvements 1793 3586 35861 3497 717 4546 50,000 201401 Sports Complex ADA Improvements 2278 11391 113913 11107 11391 11392 161,472 201402 Avenue 52 at Jefferson Street Roundabout Striping Modification 3900 11700 78000 4000 5500 7800 110,900 201403 Citywide Advanced Transportation Management System 27368 54736 547360 53368 39684 72251 794,767 201404 Citywide Traffic Signal Interconnect 28358 56715 567150 55297 41118 74864 823,502 201405 Fred Waring Drive Reconstruction (Washington St. to Adams St.) 21200 43326 143942 41303 30700 53800 334,271 201406 New Roundabout Westward Ho at Roadrunner 16736 33472 334720 32635 24267 44183 486,013 201407 New Traffic Signal (Jefferson Street at Dunbar Drive) 14807 29614 296143 28874 21471 39092 14,807 444,808 201408 Horseshoe Drive Drainage Improvements 1275 2550 25500 2486 1848 3341 37,000 201409 Avenida Carran- Drainage Improvements 1380 2760 27600 2690 2000 4570 41,000 201410 Perimeter Landscaping of City Owned Lots on Avenue 52 10750 21500 215000 20963 15587 29200 313,000 201411 City Hall Customer Serdce Center 80,000 80,000 201412 Point Happy Storm Drain Outlet Structure 3,500 7,000 70,000 6,825 5,250 7,425 100,000 201413 Silverrock Infrastructure Improvements 295,932 591,864 5,918,636 577,067 458,694 1,568,439 9,410,631 201414 YMCA Daycare ADA Improvements 1411 7055 70547 6877 7055 7055 100,000 FY 2014/2015 SUBTOTAL: 2015/2016 458,629 1,011,972 9,568,901 958,825 699,985 2,017,661 14,807 14,730,779 199702 Sidewalks - Various Locations 777 3,880 38,800 3,783 3,880 3,880 55,000 199703 Sidewalks- Various Locations 282 1,411 14,109 1,376 1,411 1,411 20,000 200904 Dune Palms Road Street Improvements (WWR to Westward Ho) 145,500 145,500 201207 Pavement Management Plan Street Improvements 25000 40000 742500 97500 20000 75000 1,000,000 201307 Citywide Traffic Signal Maintenance Improvements 235000 235,000 201313 Citywide Preventative Maintenance Plan Improvements 1793 3586 35861 3496 717 4546 50,000 201405 Fred Waring Drive Reconstruction (Washington St. to Adams St.) 279669 279,669 201501 City Hall Council Chamber Improvements 7237 14474 144744 14113 2895 18346 201,809 201502 New Roundabout Madison Street at Avenue 58 35075 70150 701500 68396 50859 92598 1,018,578 201503 Washington Street at Lake La Quints Drive Drainage Improvements 8919 17816 178375 17390 12900 23600 259,000 201504 Washington Street at Avenue 50 Drainage Improvements 4700 9600 95810 9300 6900 13590 9,600 149,500 201505 Miles Avenue and Washinaton Street Intersection Improvements 19638 39276 392765 38295 30000 77996 597.970 FY 2015/2016 SUBTOTAL: 2016/2017 103,421 200,193 3,004,633 253,649 129,562 310,967 9,600 4,012,026 199702 Sidewalks - Various Locations 777 3,880 38,800 3,783 3,880 3,880 55,000 199703 Sidewalks- Various Locations 282 1,411 14,109 1,376 1,411 1,411 20,000 200904 Dune Palms Road Street Improvements (WWR to Westward Ho) 325,000 325,000 201207 Pavement Management Plan Street Improvements 25000 40000 742500 97500 20000 75000 1,000,000 201307 Citywide Traffic Signal Maintenance Improvements 235,000 235,000 201308 Jefferson Street at 1-10 Interchange Improvements 1000 237500 2000 240,500 201313 Citywide Preventative Maintenance Plan Improvements 1793 3586 35861 3496 717 4546 50,000 201412 City Hall Customer Service Center 37922 758432 73947 54986 97,956 1,023,243 FY 2016/2017 SUBTOTAL: 2017/2018 66,774 48,877 2,387,202 182,102 80,994 182,793 19,200 2,948,743 0 199702 Sidewalks - Various Locations 777 3,880 38,800 3,783 3,880 3,880 55,000 199703 Sidewalks- Various Locations 282 1,411 14,109 1,376 1,411 1,411 20,000 200904 Dune Palms Road Street Improvements (WWR to Westward Ho) 219,500 219,500 201207 Pavement Management Plan Street Improvements 25000 40000 742500 97500 20000 75000 1,000,000 201307 Citywide Traffic Signal Maintenance Improvements 1000 232000 2000 235,000 201308 Jefferson Street at 1-10 Interchange Improvements 370000 370,000 201313 Citywide Preventative Maintenance Plan Improvements 1793 3586 35861 3496 717 4546 50,000 FY 2017/2018 SUBTOTAL: 2018/2019 28,852 48,877 1,652,770 108,155 26,008 84,837 19,200 1,949,500 199702 Sidewalks - Various Locations 777 3,880 38,800 3,783 3,880 3,880 55,000 199703 Sidewalks- Various Locations 282 1,411 14,109 1,376 1,411 1,411 20,000 200904 Dune Palms Road Street Improvements (WWR to Westward Ho) 614.000 614.000 13 240 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM EXPENDITURE SUMMARY Project # Project Description Administration Engineering Construction Inspection Professional Contingency Other Total 201207 Pavement Management Plan Street Improvements 25000 40000 742500 97500 20000 75000 1,000,000 201307 Citywide Traffic Signal Maintenance Improvements 1000 232000 2000 235,000 201313 Citywide Preventative Maintenance Plan Improvements 1793 3586 35861 3496 717 4546 50,000 FY 2018/2019 SUBTOTAL: SUBTOTAL FISCAL YEARS 2014/2015 THROUGH 2O18/2019 ADDITIONAL PROJECTS 28,852 686,528 48,877 1,358,796 1,677,270 18,290,776 108,155 1,610,888 26,008 962,558 84,837 2,681,095 19,200 82,007 1,974,000 25,615,048 BRIDGE IMPROVEMENTS AD 1 Avenue 50 Bridge Improvement Spanning the Evacuation Channel 94,000 376,000 2,622,600 291,400 376,000 3,760,000 AD 2 Washington Street Bridge Railing (Replacement) 39,000 78,000 780,000 76,050 97,305 1,070,355 STREET IMPROVEMENTS AD 3 Madison Street(Avenue 52 to Avenue 54) 43,130 86,260 862,600 84,104 86,260 1,162,354 AD 4 Madison Street (Avenue 60 to Avenue 62) 110,117 220,234 2,202,341 170,681 405,506 3,108,879 AD 5 Miles Ave. Median Curb and Median Island Landscaping (Seeley -Dune Palms 45,838 91,678 916,779 71,050 112,535 1,237,880 AD 6 PH 3 Washington Street Drainage Improvements (St. Francis of Assisi Parkway Median) 41,000 82,200 822,000 80,145 106,650 1,131,995 AD 7 Avenue 50 (Washington Street to Madison Street) 47,275 94,550 945,500 92,186 94,597 1,274,108 AD 8 Avenue 52 Street Improvements 98,268 196,535 1,965,350 191,622 196,536 2,648,311 AD 9 Avenue 58 Street Improvements (PGA West south to Madison St.) 256,804 513,609 5,136,094 398,048 630,456 6,935,011 AD 10 Avenue 62 Street Improvements (Monroe to Madison St.) 330,015 660,030 6,600,302 511,523 150,158 8,252,028 AD 11 Madison Street Median Island Landscape Rehabilitation (Avenue 54 to Avenue 56) 48,000 120,000 1,200,000 117,000 120,000 172,370 1,777,370 AD 12 Avenida Bermudas Storm Drain Improvement 10,210 20,420 204,200 19,910 63,148 317,888 AD 13 Highway 111 Landscape Enhancements (Washington Street Intersection) 36,640 73,280 732,800 71,448 91,418 1,005,586 AD 14 Highway 111 Landscape Enhancements (Adams Street Intersection) 34,418 68,836 688,360 67,115 85,873 944,602 AD 15 Highway 111 Landscape Enhancements (Dune Palms Road Intersection) 32,240 64,480 644,800 62,868 80,439 884,827 AD 16 Highway 111 Landscape Enhancements (Medians West City Limit to Adams Street) 32,030 64,062 640,618 62,461 80,829 880,000 AD 17 Highway 111 Landscape Enhancements (City Entrance Monuments) 34,000 127,163 1,271,628 123,984 63,581 68,644 1,689,000 AD 18 Highway 111 Landscape Enhancements and Auto Display Pads 84,884 169,767 1,697,670 165,523 84,884 126,901 2,329,629 AD 19 Miles Avenue Reconstruction (Adams to Dune Palms) 20,923 41,845 418,451 40,799 20,923 30,280 573,221 AD 20 Avenue 50 and Washington Street Intersection Improvements 2150 6000 43000 4193 4300 59,643 AD 21 Avenue 52 and Jefferson Street Roundabout Improvements 65000 130000 1300000 97500 97500 110000 1,800,000 TRAFFIC SIGNAL IMPROVEMENTS AD 22 New Traffic Signal (Caleo Bay and Avenue 47) 21,500 43,000 321,425 33,325 10,750 430,000 AD 23 New Traffic Signal (Washington Street (o? Lake La Quints Drive) 21,500 43,000 321,425 33,325 10,750 430,000 AD 24 New Traffic Signal (Dune Palms Road (o? Corporate Center Drive) 21,500 43,000 321,425 33,325 10,750 430,000 AD 25 New Traffic Signal (Eisenhower Drive (o? Montezuma) 21,500 43,000 321,425 33,325 10,750 430,000 AD 26 New Traffic Signal (Madison (o? Avenue 50) 21,500 43,000 321,425 33,325 10,750 430,000 AD 27 New Traffic Signal (Madison Street (o? Avenue 52) 21,500 43,000 321,425 33,325 10,750 430,000 AD 28 New Traffic Signal (Madison Street (o? Avenue 54) 21,500 43,000 321,425 33,325 10,750 430,000 AD 29 New Traffic Signal (Jefferson Street at Avenue 54) 21,500 43,000 321,425 33,325 10,750 430,000 AD 30 New Traffic Signal (Madison (o? Avenue 58) 21,500 43,000 321,425 33,325 10,750 430,000 AD 31 New Traffic Signal (Madison Street (o? Avenue 60) 21,500 43,000 321,425 33,325 10,750 430,000 AD 32 New Traffic Signal (Monroe Street (o? Avenue 52) 21,500 43,000 321,425 33,325 10,750 430,000 AD 33 New Traffic Signal (Monroe Street (o? Avenue 54) 21,500 43,000 321,425 33,325 10,750 430,000 AD 34 New Traffic Signal (Monroe Street (o? Airport Blvd.) 21,500 43,000 321,425 33,325 10,750 430,000 AD 35 New Traffic Signal (Monroe Street (o? Avenue 58) 21,500 43,000 321,425 33,325 10,750 430,000 AD 36 New Traffic Signal (Monroe Street (o? Avenue 60) 21,500 43,000 321,425 33,325 10,750 430,000 AD 37 New Traffic Signal (Monroe Street (o? Avenue 61) 21,500 43,000 321,425 33,325 10,750 430,000 AD 38 New Traffic Signal (Monroe Street @ Avenue 62) 21,500 43,000 321,425 33,325 10,750 430,000 AD 39 New Traffic Signal (Avenue 50 (cD Orchard) 21,500 43,000 321,425 33,325 10,750 430,000 AD 40 New Traffic Signal (Jefferson Street (cD Avenue 53) 21,500 43,000 321,425 33,325 10,750 430,000 SOUND ATTENUATION WALLS AD 41 Sound Attenuation Wall (E. Madison at Trilogy) 7,000 14,000 140,000 13,650 17,465 192,115 PUBLIC FACILITIES AD 42 City Hall Solar Panels 50,000 950,000 1,000,000 AD 43 Library/Senior Center Solar Panels 50,000 950,000 1,000,000 AD 44 Corporate Yard (Phases 2 and 3) 236,050 59,711 4,721,000 460,298 541,735 6,018,794 AD 45 Southeast Area Fire Station 163,154 326,308 3,263,080 318,150 326,308 4,397,000 AD 46 Black Box Theater 60,000 300,000 2,047,500 292,500 60,000 240,000 3,000,000 AD 47 SilverRock Resort Irrigation and Pump Station Replacement 45,630 228,150 1,557,124 222,446 45,630 182,520 2,281,500 AD 48 SilverRock Resort Phase II Infrastructure 18,278,533 1,722,293 2,222,314 22,223,140 AD 49 SilverRock Resort Clubhouse- Construction Phase 508,240 1,836,000 18,911,699 775,000 1,655,571 1,725,500 (3) 25,412,010 AD 50 SilverRock Resort Phase II Golf Course 421,200 2,106,000 15,589,665 1,468,935 1,474,200 21,060,000 14 241 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM EXPENDITURE SUMMARY Project # Project Description Administration Engineering Construction Inspection Professional Contingency Other Total AD 51 SilverRock Resort Entry Feature 71,800 351,000 4,289,739 322,262 559,423 5,594,224 AD 52 City Hall Turf Conversion 16440 32880 328800 32058 23838 43402 477,418 PARKS AD 53 New Community Sports Park 200,000 750,000 16,725,000 400,000 125,000 1,800,000 20,000,000 AD 54 SilverRock Resort Passive Park 100,000 750,000 7,725,000 400,000 125,000 900,000 10,000,000 AD 55 Sports Complex Field Improvements 111,023 555,113 3,677,620 541,235 111,023 555,113 5,551,127 MISCELLANEOUS IMPROVEMENTS AD 56 5 Bus Shelters 12,500 62,500 420,313 60,937 18,750 50,000 625,000 AD 57 Villiage Area Electric Vehicle Charging Station 4,117 15,000 150,000 14,625 7,500 14,596 205,838 AD 58 Phase I (Part 2) Golf Cart Routes 25,000 50,519 505,186 49,256 25,259 25,518 680,738 AD 59 Whitewater Channel Regional Bike Trail 85000 170000 1700000 165750 170000 2,290,750 AD 60 Calle Estado/La Fonda Mid Block Crossing 5,000 8,537 85,370 6,616 9,748 115,271 AD 61 Village Area Parking Structure 150,000 750,000 5,043,750 731,250 225,000 600,000 7,500,000 AD 62 Calle Tampico Mid -Block Crossing 4,500 15,491 154,906 15,103 3,500 21,500 215,000 AD 63 Calle Tampico Class II Bike Trail (Washington to Calle Rondo) 750 1,500 15,000 1,463 1,500 20,213 AD 64 Avenue 50 Class II Bike Trail (Washington St. to west of Park Avenue) 1,500 3,000 30,000 2,925 3,000 40,425 AD 65 Desert Club Drive Class III Bike Trail (Calle Tampico to Avenue 52) 400 800 8,000 780 800 10,780 AD 66 Eisenhower Drive Class II Bike Trail (Avenida Montezuma to Calle Sinaloa) 500 1,000 10,000 975 1,000 13,475 AD 67 Eisenhower Drive Class III Bike Trail (Washington Street to Avenida Fernando) 1,000 2,000 20,000 1,950 2,000 26,950 AD 68 Miles Avenue Class II Bike Trail (Adams Street to Dune Palms Road) 1,250 2,500 25,000 2,438 2,500 33,688 AD 69 Avenue 52 Class II Bike Trail (Jefferson Street to Coachella Canal) 1,000 2,000 20,000 1,950 2,000 26,950 AD 70 Avenida Bermudas Class II Bike Trail (Calle Tampico to Calle Sinaloa, South Side Only) 1,000 2,000 20,000 1,950 2,000 26,950 AD 71 Highway 111 Class II Bike Trail (Washington Street to Indio City Limits) 4,250 8,500 85,000 8,288 8,500 114,538 AD 72 Jefferson Street Class II Bike Trail (Avenue 58 to Madison Street) 9,750 19,500 195,000 19,013 19,500 262,763 AD 73 Madison Street Class II Bike Trail (Avenue 60 to Jefferson Street & Ave. 50 to Ave. 52) 9,500 19,000 190,000 18,525 19,000 256,025 AD 74 Fred Waring Drive Class II Bike Trail (Washington Street to Jefferson Street) 3,750 7,500 75,000 7,313 7,500 101,063 AD 75 Avenue 50 Class III Bike Trail (Eisenhower Drive to Washington Street) 800 1,600 16,000 1,560 1,600 21,560 AD 76 Avenue 58 Class II Bike Trail (Just west of Monroe Street to Monroe Street) 750 1,500 15,000 1,463 1,500 20,213 AD 77 Avenue 60 Class II Bike Trail (Monroe Street to Eastern City Limit) 500 1,000 10,000 975 1,000 13,475 AD 78 Avenue 62 Class II Bike Trail (Madison Street to Monroe Street) 2,500 5,000 50,000 4,875 5,000 67,375 AD 79 Monroe Street Class II Bike Trail (Ave. 54 to Mtn. View Lane & Ave. 58 to Ave. 62) 6,250 12,500 125,000 12,188 12,500 168,438 AD 80 Eisenhower Drive and Avenue 50 Drainage Improvements 16,130 32,260 322,596 31,453 23,388 42,583 468,410 SUBTOTAL ADD PROJECTS 4,202,676 12,706,318 146,248,049 11,565,233 1,385,026 14,713,101 1,725,500 192,545,903 DEVELOPER REIMBURSEMENT AGREEMENTS(DRA) DRA1 - Toll Brothers Tract 30357 (Ave 50 1/2 Median and Median LS - Jefferson to DRA2 - Lennar Homes Tract 29323 (Fred Waring Drive Median LS - Part of AD04) 586,670 (2) 586,670 DRA3 - Innovative Communities Tract 34243 (Ave 58 Street Improvements- Part of AD13) 130,800 (2) 130,800 DRA4 - Madison Club Tract 33076 (Ave 52 1/2 Street and Median and Median LS - Madison St to 1/2 Mile east of Madison St - Part of AD12) 669.920 (2) 669.920 DRA5 - ND La Quints Partners Tract 29894 (Ave 52 Median IS Landscape - Part of DRAG - TD Desert Development Tract 29283 (Ave 50 Median IS Landscape Part of SUBTOTAL DEVELOPMENT REIMBURSEMENTS 3,546,952 3,546,952 GRAND TOTAL (13/14-17/18, ADD PROJECTS AND DRA) 4,889,204 14,065,114 164,538,825 13,176,121 2,347,584 17,394,196 5,354,459 221,707,903 OTHER EXPENSE CATEGORIES (1) CVAG Reimbursement (2) Developer Reimbursement (3) FF&E Owners Items (4) Land Acquisition (5) Loan Payoff (6) Non -Profit Developer Fee 15 242