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2019 05 21 Council & HA Sp MtgttQwi ra — GEM 0/ du DESERT — City Council agendas and staff reports are available on the City's web page: www.LaOuintaCA.gov CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBER 78495 Calle Tampico, La Quinta REGULAR MEETING ON TUESDAY, MAY 21, 2019 3:00 P.M. CLOSED SESSION 1 4:00 P.M. OPEN SESSION CALL TO ORDER ROLL CALL: Councilmembers: Fitzpatrick, Pena, Radi, Sanchez, Mayor Evans PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "Request to Speak" form and limit your comments to three minutes. The City Council values your comments; however in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). CONFIRMATION OF AGENDA CLOSED SESSION 1. PUBLIC EMPLOYEE APPOINTMENT PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL APPOINTED POSITION — CITY MANAGER 2. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6; CITY DESIGNATED REPRESENTATIVES: DAVE MORGAN, SENIOR CONSULTANT, RALPH ANDERSEN & ASSOCIATES, AND BILL IHRKE, CITY ATTORNEY; UNREPRESENTED EMPLOYEE POSITION: CITY MANAGER 3. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6; CITY DESIGNATED REPRESENTATIVE: CHRIS ESCOBEDO, DIRECTOR OF COMMUNITY RESOURCES; AND EMPLOYEE ORGANIZATION: LA QUINTA CITY EMPLOYEES ASSOCIATION CITY COUNCIL AGENDA 1 MAY 21, 2019 4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8 FOR PROPERTIES LISTED BELOW; CITY NEGOTIATOR: FRANK J. SPEVACEK, CITY MANAGER NEGOTIATING PARTIES: OWNERS LISTED BELOW UNDER CONSIDERATION: PRICE AND TERMS OF PAYMENT 1. 46400 DUNE PALMS ROAD; APN 600-030-010 (PORTION) — CHIN FAMILY PROPERTIES LP — OWNER 2. 46400 DUNE PALMS ROAD; APN 600-030-010 (SPACE 1 MOBILE HOME COACH) — IVETTE ONTIVEROS — OWNER 3. 46400 DUNE PALMS ROAD APN 600-030-010 (SPACE 31 MOBILE HOME COACH) — HILDA BEDOLLA — OWNER 4. APN 600-030-018 (PORTION) — DWCG1, LLC — OWNER 5. 79440 CORPORATE CENTER DRIVE; APN 600-390-033 (PORTION) — JAMES R. PAUL AND SHARON L. PAUL, TRUSTEES — OWNER RECESS TO CLOSED SESSION RECONVENE AT 4:00 P.M. REPORT ON ACTIONS(S) TAKEN IN CLOSED SESSION PLEDGE OF ALLEGIANCE PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "Request to Speak" form and limit your comments to three minutes. The City Council values your comments; however in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS 1 PRESENTATION OF LOCAL HISTORY AWARD TO THE LA QUINTA HISTORICAL SOCIETY BY THE RIVERSIDE COUNTY PARK AND OPEN - SPACE DISTRICT AND A PROCLAMATION FROM COUNTY SUPERVISOR PEREZ'S OFFICE CONSENT CALENDAR NOTE: Consent Calendar items are routine in nature and can be approved by one motion. PAGE 1. APPROVE MINUTES OF MAY 71 2019 2. APPROVE SPECIAL MEETING MINUTES MAY 10, 2019 3. EXCUSE ABSENCE FOR COMMISSIONER MILLS FROM THE MAY 15, 2019 FINANCIAL ADVISORY COMMISSION MEETING CITY COUNCIL AGENDA 2 MAY 21, 2019 4. ADOPT ORDINANCE NO. 580 AT SECOND READING AMENDING SECTION 9.60.340 OF THE LA QUINTA MUNICIPAL CODE TO CLARIFY LANGUAGE REGARDING FLAGPOLES 5. RECEIVE AND FILE THIRD QUARTER 2018/19 TREASURY REPORTS FOR 27 JANUARY, FEBRUARY, AND MARCH 2O19 6. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED 65 MARCH 31, 2019 7. APPROVE DEMAND REGISTERS DATED APRIL 26 AND MAY 31 2019 69 8. APPROVE AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT 85 WITH COMPLETE PAPERLESS SOLUTIONS TO PURCHASE FIVE LASERFICHE FULL USER LICENSES 9. APPROVE AMENDMENT NO. 2 TO GOLF COURSE MANAGEMENT AGREEMENT WITH LANDMARK GOLF MANAGEMENT, LLC FOR SILVERROCK GOLF COURSE MANAGEMENT SERVICES 10. AWARD CONTRACT TO CREATIVE LIGHTING, INC FOR CITYWIDE LIGHTING MAINTENANCE SERVICES FOR LIGHTING AND LANDSCAPE ASSESSMENT DISTRICT 89-1 (PROJECT NO 2018-31) 11. APPROVE AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT WITH SPOHN RANCH, INC FOR X-PARK DESIGN/BUILD SERVICES (PROJECT 2015-09) BUSINESS SESSION PAGE 1. APPROVE SILVERROCK RESORT 2019/20 ANNUAL PLAN 111 2. APPROVE CONTRACT SERVICES AGREEMENT WITH GILLIS 139 AND PANICHAPAN ARCHITECTS, INC FOR PHASE I CORPORATE YARD SPACE PLANNING AND DESIGN SERVICES (PROJECT NO 2018-05) 3. AWARD CONTRACT TO PWLC II, INC FOR CITYWIDE LANDSCAPE MAINTENANCE SERVICES (PROJECT NO. 2018-30) 4. AWARD CONTRACT TO VINTAGE ASSOCIATES, INC FOR PARK LANDSCAPE MAINTENANCE SERVICES (PROJECT NO. 2018-32) CITY COUNCIL AGENDA 3 MAY 21, 2019 5. ADOPT RESOLUTION TO APPROVE AN ACCOUNTS RECEIVABLE WRITE- OFF AND UNCLAIMED PROPERTY POLICY [RESOLUTION NO. 2019-014] STUDY SESSION PAGE 1. DISCUSS 2019 INDIAN WELLS LA QUINTA IRONMAN 70.3 UPDATE 2. RECEIVE 2019 ANNUAL POLICE SERVICES STUDY BY MATRIX CONSULTING GROUP 3. DISCUSS PROPOSED PERSONNEL POLICY AND IMPLEMENTATION GUIDELINES 4. DISCUSS 2019/20 MARKETING AND ECONOMIC DEVELOPMENT STRATEGIES 5. DISCUSS FISCAL YEAR 2019/20 PRELIMINARY PROPOSED BUDGET PUBLIC HEARINGS - None DEPARTMENTAL REPORTS 1. CITY MANAGER 2. CITY ATTORNEY 3. CITY CLERK 4. COMMUNITY RESOURCES 5. DESIGN AND DEVELOPMENT - MONTHLY DEPARTMENT REPORT - APRIL 2019 6. FACILITIES - MONTHLY DEPARTMENT REPORT - APRIL 2019 7. FINANCE MAYOR'S AND COUNCIL MEMBERS' ITEMS REPORTS AND INFORMATIONAL ITEMS 1. CVAG COACHELLA VALLEY CONSERVATION COMMISSION (Evans) 2. CVAG ENERGY AND ENVIRONMENTAL RESOURCES COMMITTEE (Evans) 3. CVAG EXECUTIVE COMMITTEE (Evans) 4. GREATER PALM SPRINGS CONVENTION AND VISITORS BUREAU (Evans) 5. LEAGUE OF CALIFORNIA CITIES DELEGATE (Evans) 6. COACHELLA VALLEY WATER DISTRICT JOINT POLICY COMMITTEE (Evans) 7. SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (Evans) 8. ECONOMIC DEVELOPMENT SUBCOMMITTEE (Evans & Radi) 9. COACHELLA VALLEY MOUNTAINS CONSERVANCY (Fitzpatrick) CITY COUNCIL AGENDA 4 MAY 21, 2019 367 505 509 10. DESERT RECREATION DISTRICT COMMITTEE (Fitzpatrick & Radi) 11. COACHELLA VALLEY UNIFIED SCHOOL DISTRICT COMMITTEE (Fitzpatrick & Pena) 12. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Fitzpatrick) 13. SILVERROCK EVENT SITE AD HOC COMMITTEE (Fitzpatrick) 14. CANNABIS AD HOC COMMITTEE (Pena & Sanchez) 15. CVAG PUBLIC SAFETY COMMITTEE (Pena) 16. EAST VALLEY COALITION (Pena) 17. CVAG VALLEY -WIDE HOMELESSNESS COMMITTEE (Pena) 18. LEAGUE OF CALIFORNIA CITIES - PUBLIC SAFETY POLICY COMMITTEE (Pena) 19. CVAG TRANSPORTATION COMMITTEE (Radi) 20. SUNLINE TRANSIT AGENCY (Radi) 21. CITYWIDE SECURITY CAMERAS AD HOC COMMITTEE (Radi) 22. DESERT SANDS UNIFIED SCHOOL DISTRICT COMMITTEE (Radi & Sanchez) 23. ANIMAL CAMPUS COMMISSION (Sanchez) 24. COACHELLA VALLEY ECONOMIC PARTNERSHIP (Sanchez) 25. CHAMBER OF COMMERCE INFO EXCHANGE COMMITTEE (Sanchez) 26. LEAGUE OF CALIFORNIA CITIES - GOVERNANCE, TRANSPARENCY AND LABOR POLICY COMMITTEE (Sanchez) 27. RIVERSIDE LOCAL AGENCY FORMATION COMMISSION (Sanchez) ADJOURNMENT The next regular meeting of the City Council will be held on June 4, 2019 at 4:00 p.m. at the City Hall Council Chambers, 78495 Calle Tampico, La Quinta, CA 92253. DECLARATION OF POSTING I, Monika Radeva, City Clerk, of the City of La Quinta, do hereby declare that the foregoing Agenda for the La Quinta City Council meeting was posted on the City's website, near the entrance to the Council Chambers at 78495 Calle Tampico, and the bulletin boards at the Stater Brothers Supermarket at 78630 Highway 111, and the La Quinta Cove Post Office at 51321 Avenida Bermudas, on May 17, 2019. DATED: May 17, 2019 MONIKA RADEVA, City Clerk City of La Quinta, California CITY COUNCIL AGENDA 5 MAY 21, 2019 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 (760) 777- 7092, twenty-four (24) hours in advance of the meeting and accommodations will be made. • If special electronic equipment is needed to make presentations to the City Council, arrangements should be made in advance by contacting the City Clerk's office at (760) 777-7092. 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 78495 Calle Tampico, La Quinta, California, 92253, during normal business hours. CITY COUNCIL AGENDA 6 MAY 21, 2019 CONSENT CALENDAR ITEM NO. 1 CITY COUNCIL MINUTES TUESDAY, MAY 7, 2019 CALL TO ORDER A regular meeting of the La Quinta City Council was called to order at 3:00 p.m. by Mayor Evans. PRESENT: Councilmembers Fitzpatrick, Pena, Radi, Sanchez, Mayor Evans ABSENT: None PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA - None CONFIRMATION OF AGENDA City Manager Spevacek requested to add "Introduce Promoted City Staff" under the Announcements, Presentations, and Written Communications section of the agenda. Councilmembers Pena and Radi said they would like to ask questions and comment on Consent Calendar Item Nos. 4 and 8. Council concurred. CLOSED SESSION 1. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OR (3) OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9 (NUMBER OF POTENTIAL CASES: 1) 2. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6; CITY DESIGNATED REPRESENTATIVE: CHRIS ESCOBEDO, DIRECTOR OF COMMUNITY RESOURCES; AND EMPLOYEE ORGANIZATION: LA QUINTA CITY EMPLOYEES ASSOCIATION COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 3: 02 P.M. CITY COUNCIL MINUTES Page 1 of 9 MAY 7, 2019 rA MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL MEETING AT 4: 00 P.M. WITH ALL MEMBERS PRESENT REPORT ON ACTION(S) TAKEN IN CLOSED SESSION: Mayor Evans reported Council will continue consideration of Closed Session items after the open portion section of the meeting. CITY ATTORNEY IHRKE PROVIDED ADDITIONAL REPORT ON CLOSED SESSION PRIOR TO THE DEPARTMENTAL REPORTS SECTION OF THE MEETING PLEDGE OF ALLEGIANCE Councilmember Sanchez led the audience in the Pledge of Allegiance. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA PUBLIC SPEAKER: Quinn Brady, La Quinta - spoke about the "Swing Against Cancer" golf tournament organized by USC Norris Comprehensive Cancer Center to be held on Friday, November 15, 2019, at the Rancho La Quinta Country Club located at 79301 Cascadas Circle in La Quinta, to raise proceeds to help fund cancer research and new cancer therapies at USC Norris. PUBLIC SPEAKER: Jaime Velasquez, La Quinta - expressed concerns about Seasons Park landscaping due to lack of proper maintenance. ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS 1. PROCLAMATION DECLARING MAY 2019 AS MENTAL HEALTH MONTH Mayor Evans, on behalf of the Council, presented the Proclamation to Sandy Naya who accepted it on behalf of Riverside County Desert Behavioral Health Advisory Board in which the City designates the month of May as Mental Health Month. Ms. Naya said the John J. Benoit Behavioral Health Arts Festival will be held on Tuesday, May 14, 2019 from 11:00 a.m. to 2:00 p. m. at the Coachella Valley Rescue Mission, located at 47470 Van Buren Street in Indio. 2. INTRODUCE RIVERSIDE COUNTY FIRE DEPARTMENT BATTALION CHIEF WILLIAM (BILL) LAWE CITY COUNCIL MINUTES Page 2 of 9 MAY 7, 2019 Riverside County Fire Department Division Chief Robert Fish introduced Fire Department Battalion Chief William (Bill) Lawe who provided a brief overview of his experience and qualifications. 3. CERTIFICATE OF ACHIEVEMENT FOR EAGLE SCOUT MANUEL BELANDRES — TROOP 1701 Mayor Evans and Council presented a Certificate of Achievement to Eagle Scout Manuel Belandres of Troop 1701 in recognition of his unwavering commitment to attend the La Quinta 9/11 Memorial Vigil since it was established and commended him for becoming an Eagle Scout. 4. LA QUINTA TRANSIT VISION — PRESENTATION BY SUNLINE TRANSIT AGENCY CEO LAUREN SKIVER Sunline Transit Agency CEO Lauren Skiver spoke about Sunline's proposed transit network redesign for La Quinta, which is intended to provide faster and more efficient "one -seat" rides by minimizing transfers and route overlaps; launching Sunline's rideshare program; and proposed La Quinta loop routes which would enhance mobility along Eisenhower Drive and Jefferson Street corridors, and associated service costs. 5. added >>> INTRODUCE PROMOTED CITY STAFF City Manager Spevacek introduced the following new and promoted Staff: • Jacob Fuson, promoted to Plans Examiner with the Design and Development Department; and • Angela Ferreira, promoted to Management Analyst with the City Manager's Office. CONSENT CALENDAR 1. APPROVE SPECIAL MEETING MINUTES DATED APRIL 24, 2019 2. APPROVE MINUTES DATED APRIL 16, 2019 3. APPROVE SPECIAL JOINT MEETING MINUTES OF THE CITY COUNCIL, CITY BOARDS, AND CITY COMMISSIONS DATED MARCH 27, 2019 4. ADOPT RESOLUTION TO SUPPORT AMENDING THE MEMORANDUM OF UNDERSTANDING BETWEEN THE COUNTIES OF IMPERIAL AND RIVERSIDE TO INCLUDE OCEAN WATER CITY COUNCIL MINUTES Page 3 of 9 MAY 7, 2019 W IMPORTATION AS A LONG-TERM SOLUTION FOR THE RESTORATION OF THE SALTON SEA [RESOLUTION NO. 2019-012] 5. ADOPT RESOLUTION GRANTING CONDITIONAL APPROVAL OF FINAL PARCEL MAP AND SUBDIVISION IMPROVEMENT AGREEMENT ASSOCIATED WITH PARCEL MAP NO. 37683, RESIDENCE INN BY MARRIOTT, LOCATED SOUTH OF HIGHWAY 111 AND NORTH OF VISTA CORALINA LANE [RESOLUTION NO. 2019-013] 6. APPROVE DEMAND REGISTERS DATED APRIL 12 AND 19, 2019 7. EXCUSE ABSENCE FOR PLANNING COMMISSIONER CALDWELL FROM THE MAY 28, 2019 PLANNING COMMISSION MEETING 8. APPROVE CONTRACT SERVICES AGREEMENT WITH ENGINEERING RESOURCES OF SOUTHERN CALIFORNIA TO PREPARE THE PLANS, SPECIFICATIONS, AND ENGINEER'S ESTIMATE FOR THE WASHINGTON STREET INTERSECTION WITH FRED WARING DRIVE (PROJECT NO. 2017-01) 9. APPROPRIATE $167,000 AND AWARD CONTRACT TO JACOBSSON ENGINEERING CONSTRUCTION, INC IN THE AMOUNT OF $11101,753 FOR THE DUNE PALMS ROAD WIDENING IMPROVEMENTS LOCATED ON DUNE PALMS ROAD BETWEEN WESTWARD HO DRIVE / BLACKHAWK WAY AND 330 FEET NORTH OF THE COACHELLA VALLEY STORM WATER CHANNEL (PROJECT NO. 2009-04) 10. APPROVE OVERNIGHT TRAVEL FOR SENIOR EMERGENCY MANAGEMENT COORDINATOR TO ATTEND THE NATIONAL EMERGENCY MANAGEMENT BASIC ACADEMY IN PASADENA, CALIFORNIA, JULY 22-24, JULY 25-26, AND SEPTEMBER 11-12, 2019 11. APPROVE AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT WITH MICHAEL BAKER INTERNATIONAL TO MODIFY THE PLANS TO INCLUDE ADDITIONAL DRAINAGE FOR THE EISENHOWER DRIVE RETENTION BASIN IMPROVEMENTS (PROJECT NO. 2015-12B) 12. APPROVE AMENDMENT NO. 1 CONTRACT SERVICES AGREEMENT WITH MERCHANTS BUILDING MAINTENANCE, LLC FOR CITYWIDE JANITORIAL SERVICES CITY COUNCIL MINUTES Page 4 of 9 MAY 7, 2019 10 CONSENT CALENDAR ITEM NO. 4 The following PUBLIC SPEAKERs spoke in support of amending the Memorandum of Understanding between the Counties of Imperial and Riverside to include ocean water importation as a long-term solution for the restoration of the Salton Sea; and asked Council for their support: • Chuck Parker, Palm Desert • Robert Mueller, Rancho Mirage • Teresa Burr, La Quinta • Judy Norman, La Quinta Councilmember Pena said he supports the proposed resolution; understands the importance of restoring the Salton Sea and the dire condition it is currently in; and hoped actions can be taken quickly. Councilmember Radi said he supports the proposed resolution; the Salton Sea is one of the top priorities in the City's annual legislative guiding policy; and a major benefit of using ocean water importation for the Salton Sea's revitalization would be hydro -power generation. Mayor Evans said she supports the proposed resolution; the Salton Sea revitalization is critical and must happen quickly through a combination of recreational and economic drivers. CONSENT CALENDAR ITEM NO. 8 Councilmember Radi said he spoke at Southern California Association of Governments' Traffic Safety Leadership Symposium held on Wednesday, May 1, 2019, at the JW Marriott Desert Springs Resort & Spa in Palm Desert; and noted the City took leadership and proactively collaborated with CVAG and neighboring agencies to establish a plan to upgrade the Washington Street and Fred Waring Drive intersection, although its current traffic safety rating does not require it yet. MOTION - A motion was made and seconded by Councilmembers Radi/Fitzpatrick to approve the Consent Calendar as recommended, with Item Nos. 4 and 5 adopting Resolution Nos. 2019-012 and 2019-013, respectively. Motion passed unanimously. BUSINESS SESSION 1. APPROVE CONTRACT SERVICES AGREEMENT WITH DESERT RECREATION DISTRICT (DRD) FOR YEAR-ROUND MANAGEMENT AND OPERATIONS OF THE FRITZ BURNS POOL CITY COUNCIL MINUTES Page 5 of 9 MAY 7, 2019 11 Parks Superintendent Ambriz presented the staff report, which is on file in the Clerk's Office. Council discussed the La Quinta Mermaids' desire to keep the current water aerobics instructor; monthly operational expense tracking; marketing strategies; and estimated operations cost analysis. PUBLIC SPEAKER: Maureen Archuleta, DRD Community Services Supervisor, said the programming is very flexible; spoke about the proposed classes and associated fees; noted the current water aerobics instructor, requested by the La Quinta Mermaids, plans to apply with DRD. PUBLIC SPEAKER: Barb Adair, DRD Assistant General Manager, said the proposal submitted was in response to the scope of services identified in the City's Request for Proposal; however, DRD is flexible and can accommodate whatever the community's operational needs are; monthly accounting DRD provides the City; credits from revenue -positive operational months will be carried forward to the next monthly billing cycle. PUBLIC SPEAKER: Kevin Kalman, DRD General Manager said DRD is flexible; scope of services can be amended to whatever the operational needs are; user fees can be set either by DRD or the City; public pool operations do not produce high -revenues; at this time it is late in the season and there might be difficulties recruiting and training lifeguards; DRD's subsidized cost for running a full summer program is approximately $67,000 in addition to grant funding; and swim lessons are the strongest revenue generator. Council discussed it will take time to spread the word; anticipated operational costs based on the cost analysis; prevailing wage will drive the cost up over time; review operational costs after the summer season; and increasing the not to exceed agreement amount to $100,000. MOTION - A motion was made and seconded by Councilmembers Pena/Fitzpatrick to approve Contract Services Agreement with Desert Recreation District to provide year-round management and operation to the Fritz Burns Pool as amended: • Section 2.1 Contract Sum shall not exceed $100,000, and reflect this change on Exhibit B Schedule of Compensation; • Amend Exhibit A Scope of Services to reflect that DRD will provide operations status report at September 17, 2019 Council Meeting; • Amend Exhibit A Scope of Service to reflect an increase in days of operation and add programming to provide open/recreational swim based on Staff direction; CITY COUNCIL MINUTES Page 6 of 9 MAY 7, 2019 12 and authorize the City Manager to execute the agreement. Motion passed unanimously. PUBLIC HEARINGS - 5:00 P.M. - item taken out of agenda order 1. INTRODUCE FOR FIRST READING AN ORDINANCE AMENDING SECTION 9.60.340 OF THE LA QUINTA MUNICIPAL CODE TO CLARIFY LANGUAGE REGARDING FLAGPOLES; CEQA: EXEMPT PURSUANT TO SECTION 15061(b)(3) [ORDINANCE NO. 580] Planning Manager Flores presented the staff report, which is on file in the Clerk's Office. MAYOR EVANS DECLARED THE PUBLIC HEARING OPEN AT 5:26 P.M. PUBLIC SPEAKER: None. MAYOR EVANS DECLARED THE PUBLIC HEARING CLOSED AT 5:26 P.M. MOTION - A motion was made and seconded by Councilmembers Radi/Sanchez to make a finding that Ordinance No. 580 is exempt under the California Environmental Quality Act pursuant to Section 15061 (b)(3) Review of Exemptions - General Rule and is consistent with General Plan 2035 Environmental Impact Report. Motion passed unanimously. MOTION - A motion was made and seconded by Councilmembers Radi/Sanchez to take up Ordinance No. 580 by title and number only and waive further reading. Motion passed unanimously. City Clerk Radeva read the following title of Ordinance No. 580 into the record: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, AMENDING SECTION 9.60.340 OF THE LA QUINTA MUNICIPAL CODE TO CLARIFY LANGUAGE REGARDING FLAGPOLES MOTION - A motion was made and seconded by Councilmembers Radi/Sanchez to introduce at first reading Ordinance No. 580 to amend Section 9.60.340 of the La Quinta Municipal Code to streamline development process and standards. Motion passed unanimously. STUDY SESSION - item taken out of agenda order 1. DISCUSS FISCAL YEAR 2019/20 PRELIMINARY PROPOSED BUDGET CITY COUNCIL MINUTES Page 7 of 9 MAY 7, 2019 13 Finance Director Campos presented the staff report, which is on file in the Clerk's Office. Council discussed reviewing the Art in Public Places (APP) fee to determine if an adjustment should be made; tabling for a future discussion whether to maintain the APP as a separate fund and use General Fund allocations so APP can be tracked separately; Council and City Commissions schedule of budget review is posted on the City's website; adding a note on page 1 of the budget document to explain the budget fluctuation; amending the design of the budget report to provide year-to-date and a percentage columns; and promote the budget information available on the website in order to receive as much community input as possible. Council reached a consensus and directed Staff to continue with the budget preparation and review process, change the budget report to landscape view to accommodate year-to-date and percentage columns; add annotations to explain high number fluctuations; and promote the budget information available on the City's website. 2. DISCUSS CRIME PREVENTION STRATEGIES AND CITIZENS ON PATROL (COP) Public Safety Analyst Moreno presented the staff report, which is on file in the Clerk's Office. PUBLIC SPEAKER: Riverside County Sheriff's Department Lieutenant Tapp said COP program is an extension to the police department; COPs are the eyes and ears in the community, with their main focus on quality of life; police engagement with COPS has greatly improved; spoke about new programs that can be implemented including the "You Are Not Alone" and golf cart patrol; and the valuable input and recommendations the COPS provide. Council commended Staff and Lieutenant Tapp for engaging the community and incorporating COPs recommendations; and COPS, similar to appointed members, are ambassadors in the community and can inform and educate. Council reached consensus and directed Staff to move forward with the crime prevention strategies and Citizens on Patrol programs as presented, and incorporate these expenditures in the 2019/20 fiscal year budget: • COPS program - $7,000 annually; • Golf cart purchase - one-time fee of $5,000; • COPS training - $2,500 annually. CITY COUNCIL MINUTES Page 8 of 9 MAY 7, 2019 14 REPORT ON ACTION(S) TAKEN IN CLOSED SESSION: City Attorney Ihrke reported: • No actions were taken on Closed Session Item No. 1 that require reporting pursuant to Government Code section 54957.1 (Brown Act); • Closed Session Item No. 2 will be continued to the May 10, 2019 Special Council Meeting. DEPARTMENTAL REPORTS - None. MAYOR'S AND COUNCIL MEMBERS' ITEMS Councilmember Fitzpatrick said Louise Neely passed away; spoke about her role and contribution to the community and the La Quinta Historical Society; Ms. Neely was born in 1925 on La Quinta's Point Happy Ranch and participated in the operations and maintenance of the ranch. Councilmember Radi spoke about proposed Assembly Bill 392 regarding police officer deadly use of force, and asked Council for their support in writing a letter of opposition to the bill. Councilmember Pena said that the League of California Cities - Public Safety Policy Committee took an opposing stance as well. Council reached a consensus and directed staff to prepare a letter of opposition. Mayor Evans stated that the CVAG Energy and Environment Committee will also issue a letter of support letter for Assembly Bill 854 introduced by Assembly Member Chad Mayes regarding Imperial Irrigation District. REPORTS AND INFORMATIONAL ITEMS - None ADJOURNMENT There being no further business, a motion was made and seconded by Councilmembers Fitzpatrick/Radi to adjourn at 6:05 p.m. Motion passed unanimously. Respectfully submitted, MONIKA RADEVA, City Clerk City of La Quinta, California CITY COUNCIL MINUTES Page 9 of 9 MAY 7, 2019 15 16 CONSENT CALENDAR ITEM NO. 2 CITY COUNCIL SPECIAL MEETING MINUTES FRIDAY, MAY 10, 2019 CALL TO ORDER A special meeting of the La Quinta City Council was called to order at 8:00 a.m. by Mayor Evans. PRESENT: Councilmembers Fitzpatrick, Pena, Radi, Sanchez, Mayor Evans ABSENT: None PLEDGE OF ALLEGIANCE Mayor Evans led the audience in the Pledge of Allegiance. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA - None CONFIRMATION OF AGENDA - Confirmed CLOSED SESSION 1. PUBLIC EMPLOYEE APPOINTMENT PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL APPOINTED POSITION - CITY MANAGER 2. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6; CITY DESIGNATED REPRESENTATIVES: DAVE MORGAN, SENIOR CONSULTANT, RALPH ANDERSEN & ASSOCIATES, AND BILL IHRKE, CITY ATTORNEY; UNREPRESENTED EMPLOYEE POSITION: CITY MANAGER 3. continued from May 7, 2019 regular meeting >>> CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6; CITY DESIGNATED REPRESENTATIVE: CHRIS ESCOBEDO, DIRECTOR OF COMMUNITY RESOURCES; AND EMPLOYEE ORGANIZATION: LA QUINTA CITY EMPLOYEES ASSOCIATION CITY COUNCIL MINUTES Page 1 of 2 MAY 10, 2019 SPECIAL MEETING 17 COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 8: 01 A.M. MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL MEETING AT 12:17 P.M. WITH ALL MEMBERS PRESENT REPORT ON ACTION(S) TAKEN IN CLOSED SESSION: City Attorney Ihrke reported no actions were taken in Closed Session that require reporting pursuant to Government Code section 54957.1 (Brown Act). MAYOR'S AND COUNCIL MEMBERS' ITEMS - None ADJOURNMENT There being no further business, a motion was made and seconded by Councilmembers Sanchez/Radi to adjourn at 12:19 p.m. Motion passed unanimously. Respectfully submitted, MONIKA RADEVA, City Clerk City of La Quinta, California CITY COUNCIL MINUTES SPECIAL MEETING Page 2 of 2 MAY 10, 2019 CONSENT CALENDAR ITEM NO. 3 City of La Quinta CITY COUNCIL MEETING May 21, 2019 STAFF REPORT AGENDA TITLE EXCUSE ABSENCE FOR COMMISSIONER MILLS FROM THE MAY 15, 2019 FINANCIAL ADVISORY COMMISSION MEETING RECOMMENDATION Excuse absence for Commissioner W. Richard Mills from the May 15, 2019 Financial Advisory Commission meeting. EXECUTIVE SUMMARY • Commissioner Mills requested to be excused from the May 15, 2019 Financial Advisory Commission meeting as he will be out of town at that time. • Commissioner Mills has no excused or unexcused absences in fiscal year 2018/19. FISCAL IMPACT No meeting attendance compensation is paid to absent members. 3ACKGROU N D /ANALYSIS The Municipal Code states: "If any member of a board, commission or committee absents him/herself from two consecutive regular meetings, or absents him/herself from a total of three regular meetings within any fiscal year, his/her office shall become vacant and shall be filled as any other vacancy. A board, commission or committee member may request advance permission from the city council to be absent at one or more regular meetings due to extenuating circumstances, and/or may request the city council to excuse an absence after -the -fact where such extenuating circumstances prevented the member from seeking advance permission to be absent. If such permission or excuse is granted by the city council, the absence shall not be counted toward the above -stated limitations on absences." 4LTERNATIVES Council may deny this request, which would result in the absence being counted toward the Commissioner's limitation on absences. Prepared by: Tania Flores, Management Assistant Approved by: Monika Radeva, City Clerk W 20 CONSENT CALENDAR ITEM NO. 4 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE. ADOPT ORDINANCE NO. 580 ON SECOND READING AMENDING SECTION 9.60.340 OF THE LA QUINTA MUNICIPAL CODE TO CLARIFY LANGUAGE REGARDING FLAGPOLES RECOMMENDATION Adopt Ordinance No. 580 on second reading. EXECUTIVE SUMMARY • On May 7, 2019, Council introduced Ordinance No. 580 for first reading to amend Section 9.60.340 of the La Quinta Municipal Code. • This amendment clarifies and adds language stating that flagpoles established in locations other than the front yard, prior to the effective date of the ordinance (February 14, 2019), may remain in place if a building permit is acquired. FISCAL IMPACT - None BACKGROUND/ANALYSIS On January 15, 2019, Council adopted code amendments to streamline the development review process and clarify development standards. Council inquired if flagpoles that currently exist in locations other than the front yard would be grandfathered-in and staff confirmed. To clarify these provisions, staff initiated this amendment to add language regarding flagpole locations prior to the effective date of February 14, 2019. ALTERNATIVES As Council approved this ordinance at first reading, staff does not recommend an alternative. Prepared by: Nichole Romane, Deputy City Clerk Approved by: Monika Radeva, City Clerk 21 ORDINANCE NO. 580 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, AMENDING SECTION 9.60.340 OF THE LA QUINTA MUNICIPAL CODE TO CLARIFY LANGUAGE REGARDING FLAGPOLES WHEREAS, the City Council of the City of La Quinta, California did, on the 71" day of May 2019, hold a duly noticed public hearing for review of a City -initiated request of Zoning Ordinance Amendment 2019-0001 to amend Section 9.60.340 of the La Quinta Municipal Code; and WHEREAS, previous to said Public Hearing, the Planning Commission of the City of La Quinta did, on April 23, 2019, adopt Planning Commission Resolution 2019-006 to recommend to the City Council adoption of said code amendments; and WHEREAS, the Design and Development Department published a public hearing notice for this request in The Desert Sun newspaper on April 261 2019, as prescribed by the Municipal Code; and WHEREAS, Section 9.60.340 of the Municipal Code contains development standards for flagpoles in residential areas that limit flagpoles to front yards; and WHEREAS, the proposed zoning text amendments are necessary to clarify that existing flagpoles in locations other than front yards are allowed to remain in those locations, and WHEREAS, at said public hearing, upon hearing and considering all testimony and arguments, if any, of all interested persons wanting to be heard, the City Council did make the following mandatory findings to justify adoption of said Zoning Ordinance Amendment: 1. Consistency with General Plan The code amendment is consistent with the goals, objectives and policies of the General Plan. The proposed amendment is supported by Policy LU-1.2 for land use decisions to be consistent with General Plan policies and programs and uphold the rights and needs of property owners and the public. 22 Ordinance No. 580 Amendment to Section 9.60.340 - Flagpoles Adopted: May 21, 2019 Page 2 of 4 2. Public Welfare Approval of the code amendment will not create conditions materially detrimental to the public health, safety and general welfare. The amendment clarifies language in the Municipal Code and does not incorporate any changes that affect the regulation and/or provision of public services, utility systems, or other foreseeable health, safety and welfare considerations. NOW, THEREFORE, the City Council of the City of La Quinta does ordain as follows: SECTION 1. SECTION 9.60.340 shall be amended as written in "Exhibit A" attached hereto. SECTION 2. The proposed zone text amendment has complied with the requirements of "The Rules to Implement the California Environmental Quality Act of 1970" (CEQA) as amended (Resolution 83-63). The zone text amendment is consistent with the previously approved findings of the General Plan 2035 EIR (Environmental Assessment 2012-622) as the proposed amendment implements the goals, policies, and programs of the General Plan. SECTION 3. That the City Council does hereby approve Zoning Ordinance Amendment 2019-0001, as set forth in attached "Exhibit A" for the reasons set forth in this Ordinance. SECTION 4. This Ordinance shall be in full force and effect thirty (30) days after its adoption. SECTION 5. The City Clerk shall, within 15 days after passage of this Ordinance, cause it to be posted in at least three public places designated by resolution of the City Council, shall certify to the adoption and posting of this Ordinance, and shall cause this Ordinance and its certification, together with proof of posting to be entered into the Book of Ordinances of the City of La Quinta. SECTION 6. That the City Council does hereby grant the City Clerk the ability to make minor amendments to "Exhibit A" to ensure consistency of all approved text amendments prior to the publication in the La Quinta Municipal Code. SECTION 7. Severability. If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance is, for any reason, held to be 23 Ordinance No. 580 Amendment to Section 9.60.340 - Flagpoles Adopted: May 21, 2019 Page 3 of 4 invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance and each and every section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more section, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared unconstitutional. PASSED, APPROVED and ADOPTED, at a regular meeting of the La Quinta City Council held this 21st day of May, 2019 by the following vote: AYES: NOES: ABSENT: ABSTAIN: LINDA EVANS, Mayor City of La Quinta, California ATTEST: MONIKA RADEVA, City Clerk City of La Quinta, California (CITY SEAL) APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California 24 Ordinance No. 580 Amendment to Section 9.60.340 - Flagpoles Adopted: May 21, 2019 Page 4 of 4 9.60.340 Flagpoles. EXHIBIT A Flagpoles shall be allowed in all residential zoning districts subject to the following standards: A. Height of flagpoles shall not exceed twenty (20) feet. B. Flagpoles are allowed within the front yard only. The minimum front yard setback for flagpoles shall be ten (10) feet. C. Installation of flagpoles shall require a building permit. D. Flagpoles that were installed on locations other than the front yard prior to February 14, 2019, but otherwise meet the height limitation in this section, shall be allowed to remain in place so long as a building permit is obtained if there was no building permit issued previously. Proof of installation or existence of flagpoles prior to February 14, 2019 may be required. 25 26 CONSENT CALENDAR ITEM NO. 5 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: RECEIVE AND FILE THIRD QUARTER 2018/19 TREASURY REPORTS FOR JANUARY, FEBRUARY, AND MARCH 2O19 RECOMMENDATION Receive and file the third quarter fiscal year 2018/19 Treasury Reports for January, February, and March 2019. BACKGROUND/ANALYSIS Commentary and Summary of Significant Activity The total book value of the portfolio increased $11.24 million from $129.56 million at the end of December to $140.80 million at the end of March. The variance reflects revenue, expenditure, and investment activities during the quarter. Portfolio Allocations Percent of Portfolio Max Investment Type January February March Allowed Bank Accounts 3.04% 3.56% 2.18% 85% Local Agency Investment Fund (LAIF) Housing 11.53% 10.93% 11.55% (1)(2) Local Agency Investment Fund (LAIF) City 38.08% 34.76% 34.94% (1) Federal Agency Coupons 15.83% 15.01% 16.21% 30% Treasury Coupons 10.20% 9.67% 10.56% 100% Certificates of Deposit (CD's) 14.34% 13.60% 14.72% 30% Corporate Notes 3.08% 2.92% 2.02% 10% Money Market Pool Accounts -CAMP (new) 2.85% 5.60% 6.71% 20% Money Market with Fiscal Agent 0.00% 2.97% 0.00% (2) Managed Pool Accounts-OPEB Trust 1.03% 0.97% 1.12% (3) Total 1000/0 1000/0 1000/0 LAIF is subject to maximum dollar amount not a percentage of the portfolio (z) Funds held by fiscal agent and the LAIF Housing funds are governed by bond indentures and not subject to City Investment Policy (3) OPEB trust is a fiduciary account and not subject to City Investment Policy 27 Staff worked with the City's broker to capitalize on current market conditions. The fiscal year annual effective rate of return is 1.97% as of March, a 9 basis point increase over fiscal quarter two. Total Earnings Effective Average Rate of Days to Return Maturity YTD January $ 237,900.53 341 1.91% February $ 238,189.58 320 1.94% March $ 268,456.21 347 1.97% Quarter $ 744,546.32 336 1.94% Throughout the quarter, four CDs and one corporate bond matured for a total PAR value of $2,978,000. This money was used to purchase nine new investments (one government agency bond, one corporate note, one treasury, and five CDs). All maturities and purchases are individually listed in detail in the attached report. Due to the acquisition of the brokerage firm First Empire Securities by Stifel, an additional account is now listed under 'bank accounts' on the report. This represents the clearing account for the investment maturities and purchases. Other Notes Money market funds with the fiscal agent are bond proceeds subject to bond indentures, not the City's Investment Policy. Successor Agency (SA) funds cannot be invested long-term; therefore, SA funds are only invested in LAIF. Fluctuations in the money market funds this quarter represent SA funds received and used to pay semiannual debt service. Looking Ahead The Treasurer follows a "buy and hold" Investment Policy, unless it is fiscally advantageous to actively trade outside of maturity dates. For the short term, the Treasurer will invest in CAMP and LAIF as needed. Longer term investments may include Government Sponsored Enterprise (agencies) securities, U.S. Treasuries, Corporate Notes, and Negotiable Certificates of Deposits. All investments recognize both immediate and long-term cash flow needs, and there is sufficient liquidity in the portfolio to meet expenditure requirements for the next six months. ALTERNATIVES - None Prepared by: Rosemary Hallick, Financial Services Analyst Approved by: Karla Campos, Finance Director/City Treasurer Attachment: 1. Treasurer's Report for January 1 to March 31, 2019 ATTACHMENT 1 GE,M of the DESERT — City of La Quinta Portfolio Management Portfolio Summary January 31, 2019 Par Market Book % of Days to Investments Value Value Value Portfolio Term Maturity Bank Accounts 4,292,763.13 4,292,763.13 4,292,763.13 3.04 1 1 Local Agency Invstmnt Fund -Housing 16,261,843.73 16,217,374.35 16,261,843.73 11.53 1 1 Local Agency Investment Fund -City 53,693,701.78 53,601,200.83 53,693,701.78 38.08 1 1 Federal Agency Coupon Securities 22,400,000.00 22,128,854.00 22,324,500.00 15.83 1,442 816 Treasury Coupon Securities 14,500,000.00 14,199,145.00 14,383,450.00. 10.20 1,334 632 Certificate of Deposits 20,214,000.00 20,065,056.38 20,214,000.00 14.34 1,455 925 Corporate Notes 4,400,000.00 4,361,066.00 4,349,010.00 3.08 949 456 Money Market Accounts 4,014,108.24 4,014,108.24 4,014,108.24 2.85 1 1 Money Market with Fiscal Agent 5,691.53 5,691.53 5,691.53 0.00 1 1 Managed Pool Accounts-OPEB Trust 1,447,463.50 1,447,463.50 1,447,463.50 1.03 1 1 141,229,571.91 140,332,722.96 140,986,531.91 100.00% 603 341 Investments Total Earnings January 31 Month Ending Fiscal Year To Date Current Year 237,900.53 1,555,210.46 Average Daily Balance 132,961,785.84 137,976,076.17 Effective Rate of Return 2.11% 1.91% City of La Quinta YTM 365 Equiv. 0.000 2.355 2.355 1.912 1.562 2.397 1.869 0.000 0.000 0.000 2.032 I certify that this report accurately reflects all pooled investments and is in compliance with the California Government Code; and is in comformity with the City Investment Policy. As Treasurer of the City of La Quinta, I hereby certify that sufficient investment liquidity and anticipated revenues are available to meet the pools expenditure requirements for the next six months. The City of La Quinta used the Bureau of the Public Debt, U.S. Bank monthly statement, and First Empire monthly custodian reports to determine the fair market value of investments at month end. Karla Campos, Finance Dire Reporting period 01/01/2019-01/3112019 Run Date: 05/08/2019 - 14:37 Portfolio CITY CID PM (PRF_PM1) 7.3.0 Report Ver. 7.3.6.1 29 City of La Quinta Portfolio Management Portfolio Details - Investments January 31, 2019 Page 1 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Bank Accounts SYS1059 1059 City Petty Cash 07/01/2016 3,300.00 3,300.00 3,300.00 1 1 0.000 SYS1060 1060 First Empire Bank 07/01/2016 0.00 0.00 0.00 1 1 0.000 SYS1062 1062 La Quinta Palms Realty 07/01/2016 271,285.52 271,285.52 271,285.52 1 1 0.000 4159282482 1057 Wells Fargo 07/01/2016 4,018,177.61 4,018,177.61 4,018,177.61 1 1 0.000 Subtotal and Average 4,253,285.84 4,292,763.13 4,292,763.13 4,292,763.13 1 1 0.000 Local Agency Invstmnt Fund -Housing 25-33-005 1113 Local Agency Inv Fund 16,261,843.73 16,217,374.35 16,261,843.73 2.355 1 1 2.355 Subtotal and Average 16,217,741.35 16,261,843.73 16,217,374.35 16,261,843.73 1 1 2.355 Local Agency Investment Fund -City 98-33-434 1055 Local Agency Inv Fund Subtotal and Average 46,598,090.76 53,693,701.78 53,693,701.78 53,601,200.83 53,601,200.83 53,693,701.78 53,693,701.78 2.355 1 1 1 1 2.355 2.355 Federal Agency Coupon Securities 3133EGLC7 1092 Federal Farm Credit Bank 07/10/2017 1,000,000.00 994,170.00 992,600.00 1.080 732 161 1.456 07/12/2019 3133EHWM1 1105 Federal Farm Credit Bank 11/09/2017 1,0009000.00 978,540.00 992,200.00 1.700 1,392 943 1.913 09/01/2021 3133EGFU4 1141 Federal Farm Credit Bank 05/31/2018 500,000.00 497,760.00 494,750.00 1.210 385 139 2.224 06/20/2019 3133EHJA2 1142 Federal Farm Credit Bank 05/31/2018 500,000.00 493,780.00 491,750.00 1.550 708 462 2.427 05/08/2020 3133EJYL7 1158 Federal Farm Credit Bank 10/15/2018 250,000.00 252,262.50 247,275.00 2.800 1,786 1,677 3.041 09/05/2023 313OA7QZ1 1053 Federal Home Loan Bank 04/28/2016 2,5009000.00 2,438,875.00 2,491,250.00 1.350 1,826 817 1.423 04/28/2021 313OA9UQ2 1064 Federal Home Loan Bank 10/26/2016 2,500,000.00 2,451,550.00 2,500,000.00 1.375 1,461 633 1.375 10/26/2020 313OA66T9 1104 Federal Home Loan Bank 11/09/2017 1,000,000.00 985,920.00 996,800.00 1.625 1,037 588 1.741 09/11/2020 3130ADMF6 1121 Federal Home Loan Bank 04/02/2018 1,000,000.00 999,880.00 999,000.00 2.375 1,793 1,488 3.111 02/28/2023 3134G8Y37 1054 Federal Home Loan Mtg Corp 04/28/2016 2,5009000.00 2,479,800.00 2,500,000.00 1.500 1,826 817 1.400 04/28/2021 3134GBAE2 1073 Federal Home Loan Mtg Corp 03/29/2017 2,000,000.00 1,967,800.00 1,990,000.00 2.000 1,826 1,152 2.106 03/29/2022 3134GBXF4 1084 Federal Home Loan Mtg Corp 07/06/2017 1,000,000.00 985,540.00 999,500.00 2.000 1,637 1,062 2.012 12/29/2021 3134GBWG3 1090 Federal Home Loan Mtg Corp 07/27/2017 1,000,000.00 983,870.00 1,000,000.00 2.150 1,826 1,272 2.150 07/27/2022 3134GSCD5 1116 Federal Home Loan Mtg Corp 01/30/2018 1,0009000.00 994,390.00 1,000,000.00 2.550 1,826 1,459 2.550 01/30/2023 3134GSCQ6 1122 Federal Home Loan Mtg Corp 04/02/2018 750,000.00 750,037.50 746,625.00 2.750 1,788 1,483 2.849 02/23/2023 3137EADZ9 1129 Federal Home Loan Mtg Corp 05/10/2018 500,000.00 498,640.00 495,250.00 1.125 340 73 2.161 04/15/2019 3134GSWSO 1156 Federal Home Loan Mtg Corp 10/15/2018 400,000.00 400,984.00 398,800.00 3.000 1,443 1,334 3.081 09/27/2022 3135GOS53 1072 Federal National Mtg Assn 03/27/2017 2,0009000.00 1,981,520.00 2,000,000.00 1.700 1,036 360 1.700 01/27/2020 3135GOZG1 1139 Federal National Mtg Assn 05/31/2018 500,000.00 497,635.00 496,700.00 1.750 469 223 2.275 09/12/2019 3135GON33 1140 Federal National Mtg Assn 05/31/2018 500,000.00 495,900.00 492,000.00 0.875 428 182 2.269 08/02/2019 Portfolio CITY CID Run Date: 05/08/2019 - 14:29 PM (PRF_PM2) 7.3.0 30 Report Ver. 7.3.6.1 City of La Quinta Portfolio Management Portfolio Details - Investments January 31, 2019 Page 2 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Subtotal and Average 22,324,500.00 22,400,000.00 22,128,854.00 22,324,500.00 1,442 816 1.912 Treasury Coupon Securities 912828S27 1045 U.S. Treasury 07/18/2016 5,000,000.00 4,847,850.00 5,000,000.00 1.125 1,808 880 1.125 06/30/2021 912828,184 1068 U.S. Treasury 03/20/2017 2,500,000.00 2,466,400.00 2,483,250.00 1.375 1,107 424 1.602 03/31/2020 912828U73 1069 U.S. Treasury 03/20/2017 2,500,000.00 2,474,800.00 2,490,750.00 1.375 1,000 317 1.513 12/15/2019 912828T67 1070 U.S. Treasury 03/27/2017 2,000,000.00 1,936,640.00 1,942,800.00 1.250 1,679 1,003 1.903 10/31/2021 9128282Q2 1117 U.S. Treasury 01/22/2018 1,000,000.00 985,000.00 985,800.00 1.500 936 561 2.071 08/15/2020 912828WLO 1130 U.S. Treasury 05/10/2018 1,000,000.00 996,910.00 992,600.00 1.500 386 119 2.211 05/31/2019 912828VA5 1138 U.S. Treasury 05/31/2018 500,000.00 491,545.00 488,250.00 1.125 700 454 2.387 04/30/2020 Subtotal and Average 14,383,450.00 14,500,000.00 14,199,145.00 14,383,450.00 1,334 632 1.562 Certificate of Deposits 31938QH72 1019 First Business Bank 05/20/2014 240,000.00 239,577.60 240,000.00 1.750 1,826 108 1.751 05/20/2019 320165HX4 1091 First Farmers Bank &Trust Co. 07/21/2017 240,000.00 238,380.00 240,000.00 1.650 853 293 1.653 11/21/2019 32110YLK9 1147 First National Bank of America 07/20/2018 245,000.00 244,830.95 245,000.00 3.150 1,826 1,630 3.152 07/20/2023 33646CKP8 1168 1st Source Bank 12/17/2018 245,000.00 246,568.00 245,000.00 3.150 1,066 1,020 3.153 11/17/2021 337151-13J8 1124 First Tech Federal Credit Unio 04/18/2018 245,000.00 245,004.90 245,000.00 2.700 915 626 2.623 10/19/2020 88413QBY3 1112 Third Federal Savings and Loan 01/30/2018 245,000.00 241,854.20 245,000.00 2.500 1,462 1,095 2.502 01/31/2022 01748DBE5 1143 Allegiance Bank 06/13/2018 245,000.00 245,681.10 245,000.00 3.100 1,461 1,228 3.102 06/13/2022 0185913AA3 1095 Alliance Credit Union 10/13/2017 245,000.00 238,029.75 245,000.00 2.250 1,826 1,350 2.251 10/13/2022 02587DP85 1077 Amex Centurion 04/19/2017 240,000.00 236,424.00 240,000.00 2.250 1,461 808 2.252 04/19/2021 02587CFU9 1096 American Express Fed Savings B 08/29/2017 240,000.00 233,107.20 240,000.00 2.400 1,826 1,305 2.402 08/29/2022 034577AH9 1119 Aneca Federal Credit Union 03/22/2018 245,000.00 241,844.40 245,000.00 2.800 1,826 1,510 2.802 03/22/2023 06740KLJ4 1097 Barclays Bank 10/25/2017 240,000.00 233,486.40 240,000.00 2.300 1,826 1,362 2.291 10/25/2022 SYS1172066851WJ 1172 Bar Harbor Bank and Trust 12/31/2018 248,000.00 249,567.36 248,000.00 3.350 1,824 1,792 3.352 12/29/2023 080515CD9 1102 Belmont Savings Bank 11/21/2017 245,000.00 239,629.60 245,000.00 2.100 1,462 1,025 2.101 11/22/2021 05580AGK4 1067 BMW Bank 02/24/2017 240,000.00 234,679.20 240,000.00 2.200 1,826 1,119 2.201 02/24/2022 06610RAP4 1086 Bankers Bank 07/14/2017 240,000.00 235,675.20 240,000.00 1.800 1,280 713 1.804 01/14/2021 14042RGD7 1082 Capital One Natl Assn FDIC4297 06/07/2017 240,000.00 236,880.00 240,000.00 2.250 1,461 857 2.252 06/07/2021 140420RXO 1006 Capital One USA FDIC33954 06/10/2015 245,000.00 242,795.00 245,000.00 1.900 1,827 495 1.902 06/10/2020 20033APG5 1009 Comenity Capital Bank 02/22/2016 240,000.00 234,868.80 240,000.00 1.700 1,827 752 1.702 02/22/2021 17312QJ26 1123 Citibank NA 04/11/2018 245,000.00 242,706.80 245,000.00 2.900 1,826 1,530 2.902 04/11/2023 17801 DDTO 1132 City National Bank of Florida 05/24/2018 240,000.00 239,875.20 240,000.00 2.200 365 112 2.200 05/24/2019 15523RBJ4 1085 Central State Bank 07/14/2017 240,000.00 234,350.40 240,000.00 1.850 1,461 894 1.851 07/14/2021 20143PDV9 1162 Commercial Bank 11/15/2018 248,000.00 250,212.16 248,000.00 3.400 1,826 1,748 3.402 11/15/2023 20786ABD6 1011 Connect One 06/05/2015 248,000.00 247,397.36 248,000.00 1.500 1,461 124 1.501 06/05/2019 Run Date: 05/08/2019 - 14:29 Portfolio CITY CID PM (PRF_PM2) 7.3.0 31 City of La Quinta Portfolio Management Portfolio Details - Investments January 31, 2019 Page 3 CUSIP Investment # Average Issuer Balance Purchase Date Par Value Market Value Book Value Stated Rate Term Days to Maturity YTM 365 Maturity Date Certificate of Deposits 22766ACB9 1106 CrossFirst Bank 11/20/2017 245,000.00 237,223.70 245,000.00 2.200 1,824 1,386 2.201 11/18/2022 2546722U1 1066 Discover Bank Greenwood DE CF 02/01/2017 240,000.00 235,202.40 240,000.00 2.250 1,826 1,096 2.251 02/01/2022 259744DS6 1093 Douglas National Bank 07/19/2017 240,000.00 237,933.60 240,000.00 1.650 916 354 1.655 01/21/2020 27002YDV5 1146 Eagle Bank 07/20/2018 245,000.00 245,465.50 245,000.00 2.850 915 719 2.858 01/20/2021 29278TAY6 1125 EnerBank USA 04/30/2018 240,000.00 238,152.00 240,000.00 2.950 1,824 1,547 2.952 04/28/2023 29367QCP1 1107 Enterprise Bank, NA 11/28/2017 245,000.00 236,682.25 245,000.00 2.150 1,826 1,396 2.151 11/28/2022 294209AQ4 1016 Ephrata Bank 04/30/2014 240,000.00 239,815.20 240,000.00 1.650 1,826 88 1.651 04/30/2019 29976DXX3 1017 EverBank 06/05/2015 248,000.00 244,986.80 248,000.00 1.700 1,827 490 1.702 06/05/2020 307660LC2 1165 Farm Bureau Bank 12/17/2018 248,000.00 249,187.92 248,000.00 3.000 763 717 2.898 01/18/2021 307814DC4 1018 Farmers & Merch 06/05/2015 248,000.00 247,967.76 248,000.00 1.250 1,341 4 1.252 02/05/2019 30960QAG2 1126 Farmers Insurance Group FCU 04/30/2018 240,000.00 238,581.60 240,000.00 2.800 1,460 1,183 2.802 04/29/2022 35638BAA9 1111 Freedom Credit Union 12/22/2017 245,000.00 241,920.35 245,000.00 2.050 1,096 690 2.052 12/22/2020 402194EB6 1024 Gulf Coast Bank 05/19/2014 240,000.00 239,580.00 240,000.00 1.750 1,827 108 1.724 05/20/2019 369674AV8 1150 General Electric Credit Union 08/15/2018 240,000.00 241,406.40 240,000.00 3.100 1,097 927 3.100 08/16/2021 38148PJK4 1078 Goldman Sachs 04/26/2017 240,000.00 235,660.80 240,000.00 2.400 1,826 1,180 2.401 04/26/2022 319141GT8 1094 First Bank of Highland 07/13/2017 240,000.00 236,959.20 240,000.00 1.750 1,096 528 1.752 07/13/2020 40434YLE5 1088 HSBC Bank USA, National Associ 07/14/2017 240,000.00 234,331.20 240,000.00 2.300 1,826 1,259 2.301 07/14/2022 474067AQ8 1154 Jefferson Financial CU 10/19/2018 245,000.00 246,680.70 245,000.00 3.350 1,826 1,721 3.352 10/19/2023 472376AC6 1100 Jefferson Bank & Trust 11/09/2017 245,000.00 242,349.10 245,000.00 1.750 915 466 1.751 05/12/2020 50116CBE8 1101 Kansas State Bank 11/17/2017 245,000.00 238,091.00 245,000.00 2.100 1,642 1,201 2.099 05/17/2022 499724AB8 1110 Knoxville TVA Credit Union 12/29/2017 245,000.00 238,644.70 245,000.00 2.400 1,826 1,427 2.401 12/29/2022 560507AK1 1171 Maine Savings FCU 12/28/2018 248,000.00 250,460.16 248,000.00 3.300 1,158 1,123 3.306 02/28/2022 57116ARV2 1155 Marlin Business Bank 10/17/2018 248,000.00 249,182.96 248,000.00 3.300 1,826 1,719 3.302 10/17/2023 58404DCX7 1169 Medallion Bank 12/07/2018 248,000.00 250,750.32 248,000.00 3.400 1,461 1,405 3.402 12/07/2022 58740XZL7 1087 Mercantile Bank of Michigan 07/07/2017 240,000.00 237,004.80 240,000.00 1.750 1,096 522 1.752 07/07/2020 59101 LDR5 1133 Metabank Sioux Falls 05/15/2018 245,000.00 244,975.50 245,000.00 2.050 290 28 2.057 03/01/2019 063615AVO 1002 Bank Midwest 06/12/2015 248,000.00 244,751.20 248,000.00 1.650 1,827 497 1.652 06/12/2020 61747MA92 1109 Morgan Stanley Bank 11/16/2017 245,000.00 243,667.20 245,000.00 1.800 732 290 1.800 11/18/2019 59013J4K2 1163 Merrick Bank 10/30/2018 248,000.00 249,527.68 248,000.00 3.250 1,459 1,365 3.252 10/28/2022 61760AEPO 1108 Morgan Stanley Private Bk, NA 11/16/2017 245,000.00 243,569.20 245,000.00 1.750 732 290 1.750 11/18/2019 62384RACO 1099 Mountain America Federal CU 11/08/2017 245,000.00 238,193.90 245,000.00 2.300 1,826 1,376 2.301 11/08/2022 625925AR3 1160 Municipal Trust and Savings 10/17/2018 245,000.00 245,095.55 245,000.00 3.200 1,826 1,719 3.202 10/17/2023 64017AAQ7 1167 Neighbors FCU 12/21/2018 245,000.00 246,827.70 245,000.00 3.200 1,096 1,054 3.203 12/21/2021 635573AL2 1170 National Cooperative Bank, N.A 12/21/2018 245,000.00 247,099.65 245,000.00 3.400 1,826 1,784 3.402 12/21/2023 67054NAN3 1164 Numerica Credit Union 11/28/2018 248,000.00 251,853.92 248,000.00 3.550 1,826 1,761 3.552 11/28/2023 666613GVO 1127 Northpointe Bank 04/26/2018 240,000.00 238,744.80 240,000.00 2.700 1,279 998 2.703 10/26/2021 Run Date: 05/08/2019 - 14:29 Portfolio CITY CID PM (PRF_PM2) 7.3.0 32 City of La Quinta Portfolio Management Portfolio Details - Investments January 31, 2019 Page 4 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Certificate of Deposits 06426KAN8 1151 Bank of New England 07/31/2018 249,000.00 249,839.13 249,000.00 3.250 1,826 1,641 3.252 07/31/2023 649447RL5 1137 New York Community Bank 05/25/2018 245,000.00 244,973.05 245,000.00 2.050 276 24 2.050 02/25/2019 677721CNO 1089 The Ohio Valley Bank 07/19/2017 240,000.00 232,886.40 240,000.00 1.900 1,645 1,083 1.903 01/19/2022 69324MAD7 1149 PCSB Bank 06/08/2018 245,000.00 244,924.05 245,000.00 3.000 1,461 1,223 3.002 06/08/2022 704692AL6 1031 Peapack -Gladstone Bank 05/28/2014 240,000.00 239,733.60 240,000.00 1.800 1,826 116 1.801 05/28/2019 74267GVG9 1032 PrivateBank & Trust 05/26/2016 240,000.00 233,469.60 240,000.00 1.500 1,826 845 1.501 05/26/2021 74934YAH4 1144 RCB Bank 06/20/2018 245,000.00 244,916.70 245,000.00 3.150 1,826 1,600 3.152 06/20/2023 75701LAB3 1166 Red Rocks Credit Union 12/07/2018 248,000.00 250,298.96 248,000.00 3.350 1,461 1,405 3.352 12/07/2022 319267GC8 1081 First Bank Richmond 06/21/2017 245,000.00 241,023.65 245,000.00 1.800 1,251 661 1.802 11/23/2020 76951DAL4 1034 Riverwood 06/05/2015 248,000.00 246,955.92 248,000.00 1.400 1,553 216 1.402 09/05/2019 79545OA70 1083 Sallie Mae Bank Salt Lake Clty 06/21/2017 240,000.00 234,883.20 240,000.00 2.350 1,826 1,236 2.351 06/21/2022 83427LAX2 1035 Solomon State 06/04/2015 248,000.00 247,402.32 248,000.00 1.400 1,461 123 1.401 06/04/2019 857894TC3 1076 Stearnes Bank, N.A. 04/21/2017 240,000.00 237,115.20 240,000.00 1.600 1,096 445 1.588 04/21/2020 87164XQV1 1080 Synchrony Bank Retail 06/02/2017 240,000.00 235,401.60 240,000.00 2.400 1,826 1,217 2.401 06/02/2022 89214PBL2 1128 Towne Bank 04/30/2018 240,000.00 239,973.60 240,000.00 2.800 1,096 819 2.803 04/30/2021 89269CBX9 1148 Traditions Bank 06/08/2018 245,000.00 244,688.85 245,000.00 3.000 1,522 1,284 3.002 08/08/2022 90348JEJ5 1161 UBS Bank USA 10/17/2018 245,000.00 246,702.75 245,000.00 3.350 1,826 1,719 3.352 10/17/2023 90521AQW1 1136 Union BankNA 05/16/2018 240,000.00 239,889.60 240,000.00 2.200 365 104 2.200 05/16/2019 91330ABN6 1120 Unity Bank 03/16/2018 245,000.00 243,836.25 245,000.00 2.550 1,096 774 2.552 03/16/2021 91435LAG2 1134 University of Iowa Comm. CU 05/14/2018 240,000.00 239,052.00 240,000.00 3.050 1,827 1,564 3.052 05/15/2023 94768NJQ8 1042 Webster Bank 04/23/2014 240,000.00 239,836.80 240,000.00 1.800 1,826 81 1.801 04/23/2019 9497483N5 1043 Wells Fargo 02/26/2016 240,000.00 239,906.40 240,000.00 1.200 1,096 25 1.201 02/26/2019 92937CHG6 1145 Wex Bank 06/13/2018 245,000.00 245,394.45 245,000.00 2.750 733 500 2.754 06/15/2020 Subtotal and Average 20,214,000.00 20,214,000.00 20,065,056.38 20,214,000.00 1,455 925 2.397 Corporate Notes 037833CC2 1079 Apple Inc 06/12/2017 500,000.00 486,780.00 493,050.00 1.550 1,514 915 1.900 08/04/2021 478160BR4 1075 Johnson and Johnson Corp 03/29/2017 2,000,000.00 1,998,080.00 1,993,200.00 1.125 702 28 1.305 03/01/2019 594918BV5 1118 Microsoft Corporation 01/22/2018 500,000.00 496,320.00 497,700.00 1.850 745 370 2.081 02/06/2020 594918BQ6 1157 Microsoft Corporation 10/15/2018 400,000.00 388,556.00 378,360.00 2.000 1,758 1,649 3.222 08/08/2023 742718DY2 1159 Proctor and Gamble 10/15/2018 500,000.00 495,350.00 487,950.00 2.300 1,210 1,101 3.071 02/06/2022 89236TDH5 1098 Toyota Motor Credit Corp 11/07/2017 500,000.00 495,980.00 498,750.00 1.550 710 259 1.681 10/18/2019 Subtotal and Average 4,349,010.00 4,400,000.00 4,361,066.00 4,349,010.00 949 456 1.869 Run Date: 05/08/2019 - 14:29 Portfolio CITY CID PM (PRF_PM2) 7.3.0 33 City of La Quinta Portfolio Management Page 5 Portfolio Details - Investments January 31, 2019 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Money Market Accounts SYS1153 1153 California Asset Management Pr 09/26/2018 4,014,108.24 4,014,108.24 4,014,108.24 1 1 0.000 Subtotal and Average 3,168,560.47 4,014,108.24 4,014,108.24 4,014,108.24 1 1 0.000 Money Market with Fiscal Agent SYS1058 1058 US Bank 07/01/2016 5,691.53 5,691.53 5,691.53 1 1 0.000 Subtotal and Average 5,683.92 5,691.53 5,691.53 5,691.53 1 1 0.000 Managed Pool Accounts-OPEB Trust SYS1114 1114 CalPERS CERBT Plan 07/01/2018 1,447,463.50 1,447,463.50 1,447,463.50 1 1 0.000 Subtotal and Average 1,447,463.50 1,447,463.50 1,447,463.50 1,447,463.50 1 1 0.000 Total and Average 132,961,785.84 141,229,571.91 140,332,722.96 140,986,531.91 Run Date: 05/08/2019 - 14:29 603 341 2.032 Portfolio CITY CID PM (PRF_PM2) 7.3.0 34 Qa �C� GEM of the DESERT - City of La Quinta Total Earnings Sorted by Fund - Fund January 1, 2019 - January 31, 2019 City of La Quinta CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Average Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gainl/Loss Adjusted Interest Earnings Fund: General Fund 3135GOZG1 1139 101 FNMA 500,000.00 496,700.00 496,700.00 1.750 1.728 729.16 0.00 0.00 729.16 3135GOS53 1072 101 FNMA 2,000,000.00 2,000,000.00 2,000,000.00 1.700 1.668 2,833.34 0.00 0.00 2,833.34 3135GON33 1140 101 FNMA 500,000.00 492,000.00 492,000.00 0.875 0.873 364.59 0.00 0.00 364.59 3134GBXF4 1084 101 FHLMC 1,000,000.00 999,500.00 999,500.00 2.000 1.963 1,666.66 0.00 0.00 1,666.66 3134GSCD5 1116 101 FHLMC 1,000,000.00 1,000,000.00 1,000,000.00 2.550 2.502 2,125.00 0.00 0.00 2,125.00 3137EADZ9 1129 101 FHLMC 500,000.00 495,250.00 495,250.00 1.125 1.114 468.75 0.00 0.00 468.75 3134GSCQ6 1122 101 FHLMC 750,000.00 746,625.00 746,625.00 2.750 2.710 1,718.75 0.00 0.00 1,718.75 3134G8Y37 1054 101 FHLMC 2,500,000.00 2,500,000.00 2,500,000.00 1.500 1.472 3,125.00 0.00 0.00 3,125.00 3134GBWG3 1090 101 FHLMC 1,000,000.00 1,000,000.00 1,000,000.00 2.150 2.110 1,791.67 0.00 0.00 1,791.67 3134GSWSO 1156 101 FHLMC 400,000.00 398,800.00 398,800.00 3.000 2.952 1,000.00 0.00 0.00 1,000.00 3134GBAE2 1073 101 FHLMC 2,000,000.00 1,990,000.00 1,990,000.00 2.000 1.972 3,333.34 0.00 0.00 3,333.34 3133EGFU4 1141 101 FFCB 500,000.00 494,750.00 494,750.00 1.210 1.200 504.17 0.00 0.00 504.17 3133EGLC7 1092 101 FFCB 1,000,000.00 992,600.00 992,600.00 1.080 1.068 900.00 0.00 0.00 900.00 3133EJYL7 1158 101 FFCB 250,000.00 247,275.00 247,275.00 2.800 2.778 583.33 0.00 0.00 583.33 3133EHJA2 1142 101 FFCB 500,000.00 491,750.00 491,750.00 1.550 1.546 645.84 0.00 0.00 645.84 3133EHWM1 1105 101 FFCB 1,000,000.00 992,200.00 992,200.00 1.700 1.681 1,416.66 0.00 0.00 1,416.66 313OA7QZ1 1053 101 FHLB 2,500,000.00 2,491,250.00 2,491,250.00 1.350 1.329 2,812.50 0.00 0.00 2,812.50 313OA9UQ2 1064 101 FHLB 2,500,000.00 2,500,000.00 2,500,000.00 1.375 1.349 2,864.58 0.00 0.00 2,864.58 313OA66T9 1104 101 FHLB 1,000,000.00 996,800.00 996,800.00 1.625 1.600 1,354.16 0.00 0.00 1,354.16 3130ADMF6 1121 101 FHLB 1,000,000.00 999,000.00 999,000.00 2.375 2.333 1,979.17 0.00 0.00 1,979.17 912828WLO 1130 101 USTR 1,000,000.00 992,600.00 992,600.00 1.500 1.515 1,277.47 0.00 0.00 1,277.47 912828VA5 1138 101 USTR 500,000.00 488,250.00 488,250.00 1.125 1.162 481.70 0.00 0.00 481.70 912828,184 1068 101 USTR 2,500,000.00 2,483,250.00 2,483,250.00 1.375 1.388 2,927.54 0.00 0.00 2,927.54 912828S27 1045 101 USTR 5,000,000.00 5,000,000.00 5,000,000.00 1.125 1.134 4,816.99 0.00 0.00 4,816.99 912828U73 1069 101 USTR 2,500,000.00 2,490,750.00 2,490,750.00 1.375 1.384 2,927.54 0.00 0.00 2,927.54 912828T67 1070 101 USTR 2,000,000.00 1,942,800.00 1,942,800.00 1.250 1.297 2,140.88 0.00 0.00 2,140.88 9128282Q2 1117 101 USTR 1,000,000.00 985,800.00 985,800.00 1.500 1.509 1,263.59 0.00 0.00 1,263.59 4159282482 1057 101 WELLS 4,018,177.61 3,989,633.85 3,990,554.62 0.01 0.00 0.00 0.01 9497483N5 1043 101 WELLS 240,000.00 240,000.00 240,000.00 1.200 1.200 244.60 0.00 0.00 244.60 38148PJK4 1078 101 GLDMAN 240,000.00 240,000.00 240,000.00 2.400 2.400 489.20 0.00 0.00 489.20 Run Date: 05/08/2019 -14:15 Portfolio CITY CID TE (PRF_TE) 7.3.6 R3Fjrt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 2 January 1, 2019 - January 31, 2019 CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Average Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gain[/Loss Adjusted Interest Earnings Fund: General Fund 02587DP85 1077 101 AMEX 240,000.00 240,000.00 240,000.00 2.250 2.250 458.63 0.00 0.00 458.63 94768NJQ8 1042 101 WEB 240,000.00 240,000.00 240,000.00 1.800 1.800 366.90 0.00 0.00 366.90 05580AGK4 1067 101 BMW 240,000.00 240,000.00 240,000.00 2.200 2.200 448.44 0.00 0.00 448.44 58404DCX7 1169 101 MEDBA 248,000.00 248,000.00 248,000.00 3.400 3.400 716.15 0.00 0.00 716.15 06740KLJ4 1097 101 BARCLY 240,000.00 240,000.00 240,000.00 2.300 2.300 468.83 0.00 0.00 468.83 88413QBY3 1112 101 3RD 245,000.00 245,000.00 245,000.00 2.500 2.500 520.20 0.00 0.00 520.20 294209AQ4 1016 101 EPHRAT 240,000.00 240,000.00 240,000.00 1.650 1.650 336.33 0.00 0.00 336.33 59013J4K2 1163 101 MRRCK 248,000.00 248,000.00 248,000.00 3.250 3.250 684.54 0.00 0.00 684.54 31938QH72 1019 101 1STBUS 240,000.00 240,000.00 240,000.00 1.750 1.750 356.72 0.00 0.00 356.72 402194E66 1024 101 GCB 240,000.00 240,000.00 240,000.00 1.750 1.750 356.71 0.00 0.00 356.71 704692AL6 1031 101 PEAPAC 240,000.00 240,000.00 240,000.00 1.800 1.800 366.90 0.00 0.00 366.90 89214PBL2 1128 101 TOWNE 240,000.00 240,000.00 240,000.00 2.800 2.800 570.74 0.00 0.00 570.74 307814DC4 1018 101 FARMER 248,000.00 248,000.00 248,000.00 1.250 1.250 263.29 0.00 0.00 263.29 83427LAX2 1035 101 SOLOM 248,000.00 248,000.00 248,000.00 1.400 1.400 294.89 0.00 0.00 294.89 20786ABD6 1011 101 CONNEC 248,000.00 248,000.00 248,000.00 1.500 1.500 315.94 0.00 0.00 315.94 76951DAL4 1034 101 RVRW 248,000.00 248,000.00 248,000.00 1.400 1.400 294.88 0.00 0.00 294.88 29976DXX3 1017 101 EVRBA 248,000.00 248,000.00 248,000.00 1.700 1.700 358.08 0.00 0.00 358.08 140420RXO 1006 101 CAPONE 245,000.00 245,000.00 245,000.00 1.900 1.900 395.35 0.00 0.00 395.35 063615AVO 1002 101 MIDWES 248,000.00 248,000.00 248,000.00 1.650 1.650 347.54 0.00 0.00 347.54 20033APG5 1009 101 CCBA 240,000.00 240,000.00 240,000.00 1.700 1.700 346.52 0.00 0.00 346.52 74267GVG9 1032 101 PRVTBA 240,000.00 240,000.00 240,000.00 1.500 1.500 305.76 0.00 0.00 305.76 98-33-434 1055 101 LAIF 53,693,701.78 44,410,563.09 46,598,090.76 2.355 2.546 100,775.82 0.00 0.00 100,775.82 2546722U1 1066 101 DISCOV 240,000.00 240,000.00 240,000.00 2.250 2.250 458.63 0.00 0.00 458.63 478160BR4 1075 101 JU 2,000,000.00 1,993,200.00 1,993,200.00 1.125 1.108 1,875.00 0.00 0.00 1,875.00 857894TC3 1076 101 STRNS 240,000.00 240,000.00 240,000.00 1.600 1.600 326.14 0.00 0.00 326.14 037833CC2 1079 101 APPL 500,000.00 493,050.00 493,050.00 1.550 1.542 645.84 0.00 0.00 645.84 87164XQV1 1080 101 SYNCHR 240,000.00 240,000.00 240,000.00 2.400 2.400 489.20 0.00 0.00 489.20 319267GC8 1081 101 RICHMN 245,000.00 245,000.00 245,000.00 1.800 1.800 374.54 0.00 0.00 374.54 14042RGD7 1082 101 CAP1NA 240,000.00 240,000.00 240,000.00 2.250 2.250 458.63 0.00 0.00 458.63 795450A70 1083 101 SALMAE 240,000.00 240,000.00 240,000.00 2.350 2.350 479.01 0.00 0.00 479.01 15523RBJ4 1085 101 CNTRL 240,000.00 240,000.00 240,000.00 1.850 1.850 377.10 0.00 0.00 377.10 06610RAP4 1086 101 BNKRS 240,000.00 240,000.00 240,000.00 1.800 1.800 366.90 0.00 0.00 366.90 58740XZL7 1087 101 MERCTL 240,000.00 240,000.00 240,000.00 1.750 1.750 356.71 0.00 0.00 356.71 40434YLE5 1088 101 HSBC 240,000.00 240,000.00 240,000.00 2.300 2.300 468.82 0.00 0.00 468.82 677721CN0 1089 101 OHVAL 240,000.00 240,000.00 240,000.00 1.900 1.900 387.29 0.00 0.00 387.29 320165HX4 1091 101 1STFRM 240,000.00 240,000.00 240,000.00 1.650 1.650 336.33 0.00 0.00 336.33 259744DS6 1093 101 DOUGLS 240,000.00 240,000.00 240,000.00 1.650 1.650 336.33 0.00 0.00 336.33 Run Date: 05/08/2019 -14:15 Portfolio CITY CID TE (PRF_TE) 7.3.6 R3p5rt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 3 January 1, 2019 - January 31, 2019 CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Average Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gain[/Loss Adjusted Interest Earnings Fund: General Fund 319141GT8 1094 101 HIGHLD 240,000.00 240,000.00 240,000.00 1.750 1.750 356.71 0.00 0.00 356.71 01859BAA3 1095 101 ALLIAN 245,000.00 245,000.00 245,000.00 2.250 2.250 468.18 0.00 0.00 468.18 02587CFU9 1096 101 AMFSB 240,000.00 240,000.00 240,000.00 2.400 2.400 489.21 0.00 0.00 489.21 89236TDH5 1098 101 TOYOTA 500,000.00 498,750.00 498,750.00 1.550 1.525 645.83 0.00 0.00 645.83 62384RAC0 1099 101 MTNAMR 245,000.00 245,000.00 245,000.00 2.300 2.300 478.59 0.00 0.00 478.59 472376AC6 1100 101 JFFRSN 245,000.00 245,000.00 245,000.00 1.750 1.750 364.14 0.00 0.00 364.14 50116CBE8 1101 101 KANSAS 245,000.00 245,000.00 245,000.00 2.100 2.100 436.97 0.00 0.00 436.97 080515CD9 1102 101 BELMNT 245,000.00 245,000.00 245,000.00 2.100 2.100 436.97 0.00 0.00 436.97 22766ACB9 1106 101 CRS1ST 245,000.00 245,000.00 245,000.00 2.200 2.200 457.78 0.00 0.00 457.78 29367QCP1 1107 101 ENTRPR 245,000.00 245,000.00 245,000.00 2.150 2.150 447.38 0.00 0.00 447.38 61760AEP0 1108 101 MSPRIV 245,000.00 245,000.00 245,000.00 1.750 1.750 364.15 0.00 0.00 364.15 61747MA92 1109 101 MORGST 245,000.00 245,000.00 245,000.00 1.800 1.800 374.55 0.00 0.00 374.55 499724AB8 1110 101 KNOX 245,000.00 245,000.00 245,000.00 2.400 2.400 499.40 0.00 0.00 499.40 35638BAA9 1111 101 FREECU 245,000.00 245,000.00 245,000.00 2.050 2.050 426.57 0.00 0.00 426.57 SYS1059 1059 101 CITYPC 3,300.00 3,300.00 3,300.00 0.00 0.00 0.00 0.00 SYS1114 1114 101 CALPRS 1,447,463.50 1,447,463.50 1,447,463.50 0.00 0.00 0.00 0.00 594918BV5 1118 101 MCRSFT 500,000.00 497,700.00 497,700.00 1.850 1.824 770.84 0.00 0.00 770.84 594918BQ6 1157 101 MCRSFT 400,000.00 378,360.00 378,360.00 2.000 2.075 666.66 0.00 0.00 666.66 034577AH9 1119 101 ANECA 245,000.00 245,000.00 245,000.00 2.800 2.800 582.63 0.00 0.00 582.63 91330ABN6 1120 101 UNITY 245,000.00 245,000.00 245,000.00 2.550 2.550 530.61 0.00 0.00 530.61 17312QJ26 1123 101 CITINA 245,000.00 245,000.00 245,000.00 2.900 2.900 603.44 0.00 0.00 603.44 337151-13J8 1124 101 1STTCH 245,000.00 245,000.00 245,000.00 2.700 2.700 561.83 0.00 0.00 561.83 29278TAY6 1125 101 ENER 240,000.00 240,000.00 240,000.00 2.950 2.950 601.31 0.00 0.00 601.31 30960QAG2 1126 101 FARMIG 240,000.00 240,000.00 240,000.00 2.800 2.800 570.74 0.00 0.00 570.74 666613GV0 1127 101 NORPNT 240,000.00 240,000.00 240,000.00 2.700 2.700 550.36 0.00 0.00 550.36 17801DDT0 1132 101 CNBF 240,000.00 240,000.00 240,000.00 2.200 2.200 448.44 0.00 0.00 448.44 59101LDR5 1133 101 METASF 245,000.00 245,000.00 245,000.00 2.050 2.050 426.57 0.00 0.00 426.57 91435LAG2 1134 101 UOFICU 240,000.00 240,000.00 240,000.00 3.050 3.050 621.70 0.00 0.00 621.70 649447RL5 1137 101 NYCMBK 245,000.00 245,000.00 245,000.00 2.050 2.050 426.57 0.00 0.00 426.57 90521AQW1 1136 101 UNION 240,000.00 240,000.00 240,000.00 2.200 2.200 448.44 0.00 0.00 448.44 01748DBE5 1143 101 ALLGNC 245,000.00 245,000.00 245,000.00 3.100 3.100 645.06 0.00 0.00 645.06 74934YAH4 1144 101 RCB 245,000.00 245,000.00 245,000.00 3.150 3.150 655.46 0.00 0.00 655.46 92937CHG6 1145 101 WEX 245,000.00 245,000.00 245,000.00 2.750 2.750 572.22 0.00 0.00 572.22 27002YDV5 1146 101 EAGLE 245,000.00 245,000.00 245,000.00 2.850 2.850 593.04 0.00 0.00 593.04 32110YLK9 1147 101 1STNBA 245,000.00 245,000.00 245,000.00 3.150 3.150 655.46 0.00 0.00 655.46 89269CBX9 1148 101 TRAD 245,000.00 245,000.00 245,000.00 3.000 3.000 624.25 0.00 0.00 624.25 69324MAD7 1149 101 PCSB 245,000.00 245,000.00 245,000.00 3.000 3.000 624.25 0.00 0.00 624.25 Run Date: 05/08/2019 -14:15 Portfolio CITY CID TE (PRF_TE) 7.3.6 R3p7rt Ver. 7.3.6.1 City of La Quinta Total Earnings January 1, 2019 - January 31, 2019 Ending Beginning Average Current Annualized CUSIP Investment # Fund Issuer Par Value Book Value Book Value Rate Yield Fund: General Fund 369674AV8 1150 101 GECRUN 06426KAN8 1151 101 NWENGL SYS1153 1153 101 CAMP 474067AQ8 1154 101 JEFF 57116ARV2 1155 101 MARBUS 742718DY2 1159 101 P&G 625925AR3 1160 101 MUNTRS 90348JEJ5 1161 101 UBS 20143PDV9 1162 101 COMMBK 67054NAN3 1164 101 NMRCA 307660LC2 1165 101 FARMBU 75701 LAB3 1166 101 REDRCK 64017AAQ7 1167 101 NEIGH 33646CKP8 1168 101 1STSRC 635573AL2 1170 101 NLCOOP 560507AK1 1171 101 MAINE SYS1172066851 1172 101 BARHAR Subtotal Fund: 1st Empire Securities Cash Bal SYS1060 1060 102 EMPIRE Subtotal Fund: Fiscal Agent SYS1058 1058 231 USBANK Subtotal Fund: Housing Authority: WSA and LQ SYS1062 1062 241 LQPR Subtotal Fund: SA Low/Mod Bond Fund 25-33-005 1113 249 LAIF Subtotal Total Run Date: 05/08/2019 - 14:15 240,000.00 240,000.00 249,000.00 249,000.00 4,014,108.24 2,007,042.21 245,000.00 245,000.00 248,000.00 248,000.00 500,000.00 487,950.00 245,000.00 245,000.00 245,000.00 245,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 245,000.00 245,000.00 245,000.00 245,000.00 245,000.00 245,000.00 248,000.00 248,000.00 248,000.00 248,000.00 124, 690, 751.13 113,128, 962.65 0.00 0.00 0.00 0.00 5,691.53 5,683.67 5,691.53 271,285.52 5,683.67 258,978.62 271,285.52 258,978.62 16,261, 843.73 16,164,188.47 16,261,843.73 16,164,188.47 141,229,571.91 129,557,813.41 240,000.00 3.100 3.100 249,000.00 3.250 3.250 3,168,560.47 2.626 245,000.00 3.350 3.350 248,000.00 3.300 3.300 487,950.00 2.300 2.312 245,000.00 3.200 3.200 245,000.00 3.350 3.350 248,000.00 3.400 3.400 248,000.00 3.550 3.550 248,000.00 3.000 3.000 248,000.00 3.350 3.350 245,000.00 3.200 3.200 245,000.00 3.150 3.150 245,000.00 3.400 3.400 248,000.00 3.300 3.300 248,000.00 3.350 3.350 116,478,929.34 2.048 55.61 * 55.61 5,683.92 1.628 5,683.92 1.628 259,375.62 259,375.62 16,217,741.35 2.355 2.546 16,217,741.35 2.546 132,961,785.84 2.107 Page 4 Adjusted Interest Earnings Interest Amortization/ Realized Adjusted Interest Earned Accretion Gainl/Loss Earnings 631.89 687.31 7,066.03 697.07 695.08 958.34 665.86 697.08 716.15 747.74 631.89 705.61 665.87 655.46 707.48 695.08 705.61 202,627.68 191.53 191.53 7.86 7.86 0.00 0.00 35,073.46 35,073.46 237,900.53 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 631.89 687.31 7,066.03 697.07 695.08 958.34 665.86 697.08 716.15 747.74 631.89 705.61 665.87 655.46 707.48 695.08 0.00 191.53 0.00 0.00 191.53 7.86 0.00 0.00 7.86 0.00 0.00 0.00 0.00 237,900.53 Portfolio CITY CID TE (PRF_TE) 7.3.6 R318rt Ver. 7.3.6.1 GEM of the DESERT -- Investments Value City of La Quinta Portfolio Management Portfolio Summary February 28, 2019 Market Book % of Value Value Portfolio City of La Quinta Days to YTM Term Maturity 365 Equiv. Bank Accounts 5,287,616.97 5,287,616.97 5,287,616.97 3.56 1 1 0.000 Local Agency Invstmnt Fund -Housing 16,261,843.73 16,217,374.35 16,261,843.73 10.93 1 1 2.392 Local Agency Investment Fund -City 51,693,701.78 51,601,200.83 51,693,701.78 34.76 1 1 2.392 Federal Agency Coupon Securities 22,400,000.00 22,125,762.50 22,324,500.00 15.01 1,442 788 1,889 Treasury Coupon Securities 14,500,000.00 14,202,275.00 14,383,450.00 9.67 1,334 604 1.562 Certificate of Deposits 20,225,000.00 20,129,979.82 20,225,000.00 13.60 1,484 959 2.447 Corporate Notes 4,400,000.00 4,361,455.00 4,349,010.00 2.92 949 428 1.869 Money Market Accounts 8,327,528.07 8,327,528.07 8,327,528.07 5.60 1 1 0.000 Money Market with Fiscal Agent 4,420,371.45 4,420,371.45 4,420,371.45 2.97 1 1 0.000 Managed Pool Accounts-OPEB Trust 1,447,463.50 1,447,463.50 1,447,463.50 0.97 1 1 0.000 148,963,525.50 148,121,027.49 148,720,485.50 100.00% 576 320 1.915 Investments Total Earnings February 28 Month Ending Fiscal Year To Date Current Year 238,189.58 1,793,400.04 Average Daily Balance 142,621,907.24 138,511,398.27 Effective Rate of Return 2.18% 1.94% 1 certify that this report accurately reflects all pooled investments and is in compliance with the California Government Code; and is in comformity with the City Investment Policy. As Treasurer of the City of La Quinta, I hereby certify that sufficient investment liquidity and anticipated revenues are available to meet the pools expenditure requirements for the next six months. The City of La Quinta used the Bureau of the Public Debt, U.S. Bank monthly statement, and First Empire monthly custodian reports to determine the fair market value of investments at month end. S/ Karla Campos, Finance Director 1 Reporting period 02/01/2019-02/28/2019 Run Date: 05/08/2019 - 14:26 Portfolio CITY CP PM (PRF_PM1) 7.3.0 Report Ver. 7. 3.6.1 t City of La Quinta Portfolio Management Portfolio Details - Investments February 28, 2019 Page 1 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Bank Accounts SYS1059 1059 City Petty Cash 07/01/2016 3,300.00 3,300.00 3,300.00 1 1 0.000 SYS1060 1060 First Empire Bank 07/01/2016 86,957.92 86,957.92 86,957.92 1 1 0.000 SYS1062 1062 La Quinta Palms Realty 07/01/2016 269,429.83 269,429.83 269,429.83 1 1 0.000 4159282482 1057 Wells Fargo 07/01/2016 4,927,929.22 4,927,929.22 4,927,929.22 1 1 0.000 Subtotal and Average 4,434,218.22 5,287,616.97 5,287,616.97 5,287,616.97 1 1 0.000 Local Agency Invstmnt Fund -Housing 25-33-005 1113 Local Agency Inv Fund Subtotal and Average 16,261,843.73 16,261,843.73 16,261,843.73 16,217,374.35 16,217,374.35 16,261,843.73 16,261,843.73 2.392 1 1 1 1 2.392 2.392 Local Agency Investment Fund -City 98-33-434 1055 Local Agency Inv Fund 51,693,701.78 51,601,200.83 51,693,701.78 2.392 1 1 2.392 Subtotal and Average 52,550,844.64 51,693,701.78 51,601,200.83 51,693,701.78 1 1 2.392 Federal Agency Coupon Securities 3133EGLC7 1092 Federal Farm Credit Bank 07/10/2017 1,000,000.00 995,140.00 992,600.00 1.080 732 133 1.456 07/12/2019 3133EHWM1 1105 Federal Farm Credit Bank 11/09/2017 1,0009000.00 978,920.00 992,200.00 1.700 1,392 915 1.913 09/01/2021 3133EGFU4 1141 Federal Farm Credit Bank 05/31/2018 500,000.00 498,180.00 494,750.00 1.210 385 111 2.224 06/20/2019 3133EHJA2 1142 Federal Farm Credit Bank 05/31/2018 500,000.00 493,935.00 491,750.00 1.550 708 434 2.427 05/08/2020 3133EJYL7 1158 Federal Farm Credit Bank 10/15/2018 250,000.00 251,665.00 247,275.00 2.800 1,786 1,649 3.041 09/05/2023 313OA7QZ1 1053 Federal Home Loan Bank 04/28/2016 2,5009000.00 2,439,125.00 2,491,250.00 1.350 1,826 789 1.423 04/28/2021 313OA9UQ2 1064 Federal Home Loan Bank 10/26/2016 2,500,000.00 2,451,725.00 2,500,000.00 1.375 1,461 605 1.375 10/26/2020 313OA66T9 1104 Federal Home Loan Bank 11/09/2017 1,000,000.00 986,120.00 996,800.00 1.625 1,037 560 1.741 09/11/2020 3130ADMF6 1121 Federal Home Loan Bank 04/02/2018 1,000,000.00 1,000,090.00 999,000.00 2.625 1,793 1,460 2.596 02/28/2023 3134G8Y37 1054 Federal Home Loan Mtg Corp 04/28/2016 2,5009000.00 2,480,025.00 2,500,000.00 1.500 1,826 789 1.400 04/28/2021 3134GBAE2 1073 Federal Home Loan Mtg Corp 03/29/2017 2,000,000.00 1,964,800.00 1,990,000.00 2.000 1,826 1,124 2.106 03/29/2022 3134GBXF4 1084 Federal Home Loan Mtg Corp 07/06/2017 1,000,000.00 984,090.00 999,500.00 2.000 1,637 1,034 2.012 12/29/2021 3134GBWG3 1090 Federal Home Loan Mtg Corp 07/27/2017 1,000,000.00 982,170.00 1,000,000.00 2.150 1,826 1,244 2.150 07/27/2022 3134GSCD5 1116 Federal Home Loan Mtg Corp 01/30/2018 1,0009000.00 991,520.00 1,000,000.00 2.550 1,826 1,431 2.550 01/30/2023 3134GSCQ6 1122 Federal Home Loan Mtg Corp 04/02/2018 750,000.00 750,052.50 746,625.00 2.750 1,788 1,455 2.849 02/23/2023 3137EADZ9 1129 Federal Home Loan Mtg Corp 05/10/2018 500,000.00 499,240.00 495,250.00 1.125 340 45 2.161 04/15/2019 3134GSWSO 1156 Federal Home Loan Mtg Corp 10/15/2018 400,000.00 400,760.00 398,800.00 3.000 1,443 1,306 3.081 09/27/2022 3135GOS53 1072 Federal National Mtg Assn 03/27/2017 2,0009000.00 1,983,700.00 2,000,000.00 1.700 1,036 332 1.700 01/27/2020 3135GOZG1 1139 Federal National Mtg Assn 05/31/2018 500,000.00 497,935.00 496,700.00 1.750 469 195 2.275 09/12/2019 3135GON33 1140 Federal National Mtg Assn 05/31/2018 500,000.00 496,570.00 492,000.00 0.875 428 154 2.269 08/02/2019 Portfolio CITY CID Run Date: 05/08/2019 - 14:26 PM (PRF_PM2) 7.3.0 40 Report Ver. 7.3.6.1 City of La Quinta Portfolio Management Portfolio Details - Investments February 28, 2019 Page 2 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Subtotal and Average 22,324,500.00 22,400,000.00 22,125,762.50 22,324,500.00 1,442 788 1.889 Treasury Coupon Securities 912828S27 1045 U.S. Treasury 07/18/2016 5,000,000.00 4,846,100.00 5,000,000.00 1.125 1,808 852 1.125 06/30/2021 912828,184 1068 U.S. Treasury 03/20/2017 2,500,000.00 2,468,650.00 2,483,250.00 1.375 1,107 396 1.602 03/31/2020 912828U73 1069 U.S. Treasury 03/20/2017 2,500,000.00 2,477,350.00 2,490,750.00 1.375 1,000 289 1.513 12/15/2019 912828T67 1070 U.S. Treasury 03/27/2017 2,000,000.00 1,935,780.00 1,942,800.00 1.250 1,679 975 1.903 10/31/2021 9128282Q2 1117 U.S. Treasury 01/22/2018 1,000,000.00 984,960.00 985,800.00 1.500 936 533 2.071 08/15/2020 912828WLO 1130 U.S. Treasury 05/10/2018 1,000,000.00 997,540.00 992,600.00 1.500 386 91 2.211 05/31/2019 912828VA5 1138 U.S. Treasury 05/31/2018 500,000.00 491,895.00 488,250.00 1.125 700 426 2.387 04/30/2020 Subtotal and Average 14,383,450.00 14,500,000.00 14,202,275.00 14,383,450.00 1,334 604 1.562 Certificate of Deposits 31938QH72 1019 First Business Bank 05/20/2014 240,000.00 239,709.60 240,000.00 1.750 1,826 80 1.751 05/20/2019 320165HX4 1091 First Farmers Bank &Trust Co. 07/21/2017 240,000.00 238,704.00 240,000.00 1.650 853 265 1.653 11/21/2019 32110YLK9 1147 First National Bank of America 07/20/2018 245,000.00 246,163.75 245,000.00 3.150 1,826 1,602 3.152 07/20/2023 33646CKP8 1168 1st Source Bank 12/17/2018 245,000.00 247,182.95 245,000.00 3.150 1,066 992 3.153 11/17/2021 337151-13J8 1124 First Tech Federal Credit Unio 04/18/2018 245,000.00 245,259.70 245,000.00 2.700 915 598 2.623 10/19/2020 88413QBY3 1112 Third Federal Savings and Loan 01/30/2018 245,000.00 242,684.75 245,000.00 2.500 1,462 1,067 2.502 01/31/2022 01748DBE5 1143 Allegiance Bank 06/13/2018 245,000.00 246,572.90 245,000.00 3.100 1,461 1,200 3.102 06/13/2022 0185913AA3 1095 Alliance Credit Union 10/13/2017 245,000.00 239,200.85 245,000.00 2.250 1,826 1,322 2.251 10/13/2022 02587DP85 1077 Amex Centurion 04/19/2017 240,000.00 236,928.00 240,000.00 2.250 1,461 780 2.252 04/19/2021 02587CFU9 1096 American Express Fed Savings B 08/29/2017 240,000.00 234,266.40 240,000.00 2.400 1,826 1,277 2.402 08/29/2022 034577AH9 1119 Aneca Federal Credit Union 03/22/2018 245,000.00 243,089.00 245,000.00 2.800 1,826 1,482 2.802 03/22/2023 06740KLJ4 1097 Barclays Bank 10/25/2017 240,000.00 234,640.80 240,000.00 2.300 1,826 1,334 2.291 10/25/2022 SYS1172066851WJ 1172 Bar Harbor Bank and Trust 12/31/2018 248,000.00 251,077.68 248,000.00 3.350 1,824 1,764 3.352 12/29/2023 080515CD9 1102 Belmont Savings Bank 11/21/2017 245,000.00 240,438.10 245,000.00 2.100 1,462 997 2.101 11/22/2021 05580AGK4 1067 BMW Bank 02/24/2017 240,000.00 235,567.20 240,000.00 2.200 1,826 1,091 2.201 02/24/2022 06610RAP4 1086 Bankers Bank 07/14/2017 240,000.00 236,160.00 240,000.00 1.800 1,280 685 1.804 01/14/2021 14042RGD7 1082 Capital One Natl Assn FDIC4297 06/07/2017 240,000.00 237,415.20 240,000.00 2.250 1,461 829 2.252 06/07/2021 140420RXO 1006 Capital One USA FDIC33954 06/10/2015 245,000.00 243,096.35 245,000.00 1.900 1,827 467 1.902 06/10/2020 20033APG5 1009 Comenity Capital Bank 02/22/2016 240,000.00 235,396.80 240,000.00 1.700 1,827 724 1.702 02/22/2021 17312QJ26 1123 Citibank NA 04/11/2018 245,000.00 243,958.75 245,000.00 2.900 1,826 1,502 2.902 04/11/2023 17801 DDTO 1132 City National Bank of Florida 05/24/2018 240,000.00 239,928.00 240,000.00 2.200 365 84 2.200 05/24/2019 15523RBJ4 1085 Central State Bank 07/14/2017 240,000.00 235,012.80 240,000.00 1.850 1,461 866 1.851 07/14/2021 20143PDV9 1162 Commercial Bank 11/15/2018 248,000.00 251,662.96 248,000.00 3.400 1,826 1,720 3.402 11/15/2023 20786ABD6 1011 Connect One 06/05/2015 248,000.00 247,566.00 248,000.00 1.500 1,461 96 1.501 06/05/2019 Run Date: 05/08/2019 - 14:26 Portfolio CITY CID PM (PRF_PM2) 7.3.0 41 City of La Quinta Portfolio Management Portfolio Details - Investments February 28, 2019 Page 3 CUSIP Investment # Average Issuer Balance Purchase Date Par Value Market Value Book Value Stated Rate Term Days to Maturity YTM 365 Maturity Date Certificate of Deposits 22766ACB9 1106 CrossFirst Bank 11/20/2017 245,000.00 238,465.85 245,000.00 2.200 1,824 1,358 2.201 11/18/2022 2546722U1 1066 Discover Bank Greenwood DE CF 02/01/2017 240,000.00 236,054.40 240,000.00 2.250 1,826 1,068 2.251 02/01/2022 259744DS6 1093 Douglas National Bank 07/19/2017 240,000.00 238,264.80 240,000.00 1.650 916 326 1.655 01/21/2020 27002YDV5 1146 Eagle Bank 07/20/2018 245,000.00 245,764.40 245,000.00 2.850 915 691 2.858 01/20/2021 29278TAY6 1125 EnerBank USA 04/30/2018 240,000.00 239,397.60 240,000.00 2.950 1,824 1,519 2.952 04/28/2023 29367QCP1 1107 Enterprise Bank, NA 11/28/2017 245,000.00 237,956.25 245,000.00 2.150 1,826 1,368 2.151 11/28/2022 294209AQ4 1016 Ephrata Bank 04/30/2014 240,000.00 239,901.60 240,000.00 1.650 1,826 60 1.651 04/30/2019 29976DXX3 1017 EverBank 06/05/2015 248,000.00 245,334.00 248,000.00 1.700 1,827 462 1.702 06/05/2020 307660LC2 1165 Farm Bureau Bank 12/17/2018 248,000.00 249,458.24 248,000.00 3.000 763 689 2.898 01/18/2021 30960QAG2 1126 Farmers Insurance Group FCU 04/30/2018 240,000.00 239,460.00 240,000.00 2.800 1,460 1,155 2.802 04/29/2022 35638BAA9 1111 Freedom Credit Union 12/22/2017 245,000.00 242,336.85 245,000.00 2.050 1,096 662 2.052 12/22/2020 402194EB6 1024 Gulf Coast Bank 05/19/2014 240,000.00 239,719.20 240,000.00 1.750 1,827 80 1.724 05/20/2019 369674AV8 1150 General Electric Credit Union 08/15/2018 240,000.00 241,886.40 240,000.00 3.100 1,097 899 3.100 08/16/2021 38148PJK4 1078 Goldman Sachs 04/26/2017 240,000.00 236,587.20 240,000.00 2.400 1,826 1,152 2.401 04/26/2022 319141GT8 1094 First Bank of Highland 07/13/2017 240,000.00 237,309.60 240,000.00 1.750 1,096 500 1.752 07/13/2020 40434YLE5 1088 HSBC Bank USA, National Associ 07/14/2017 240,000.00 235,360.80 240,000.00 2.300 1,826 1,231 2.301 07/14/2022 474067AQ8 1154 Jefferson Financial CU 10/19/2018 245,000.00 248,084.55 245,000.00 3.350 1,826 1,693 3.352 10/19/2023 472376AC6 1100 Jefferson Bank & Trust 11/09/2017 245,000.00 242,674.95 245,000.00 1.750 915 438 1.751 05/12/2020 50116CBE8 1101 Kansas State Bank 11/17/2017 245,000.00 239,124.90 245,000.00 2.100 1,642 1,173 2.099 05/17/2022 499724AB8 1110 Knoxville TVA Credit Union 12/29/2017 245,000.00 239,906.45 245,000.00 2.400 1,826 1,399 2.401 12/29/2022 560507AK1 1171 Maine Savings FCU 12/28/2018 248,000.00 251,199.20 248,000.00 3.300 1,158 1,095 3.306 02/28/2022 57116ARV2 1155 Marlin Business Bank 10/17/2018 248,000.00 250,613.92 248,000.00 3.300 1,826 1,691 3.302 10/17/2023 58404DCX7 1169 Medallion Bank 12/07/2018 248,000.00 251,834.08 248,000.00 3.400 1,461 1,377 3.402 12/07/2022 58740XZL7 1087 Mercantile Bank of Michigan 07/07/2017 240,000.00 237,350.40 240,000.00 1.750 1,096 494 1.752 07/07/2020 59101 LDR5 1133 Metabank Sioux Falls 05/15/2018 245,000.00 245,000.00 245,000.00 2.050 290 0 2.057 03/01/2019 063615AVO 1002 Bank Midwest 06/12/2015 248,000.00 245,125.68 248,000.00 1.650 1,827 469 1.652 06/12/2020 61747MA92 1109 Morgan Stanley Bank 11/16/2017 245,000.00 243,953.85 245,000.00 1.800 732 262 1.800 11/18/2019 59013J4K2 1163 Merrick Bank 10/30/2018 248,000.00 250,586.64 248,000.00 3.250 1,459 1,337 3.252 10/28/2022 61760AEPO 1108 Morgan Stanley Private Bk, NA 11/16/2017 245,000.00 243,868.10 245,000.00 1.750 732 262 1.750 11/18/2019 62384RACO 1099 Mountain America Federal CU 11/08/2017 245,000.00 239,406.65 245,000.00 2.300 1,826 1,348 2.301 11/08/2022 625925AR3 1160 Municipal Trust and Savings 10/17/2018 245,000.00 246,523.90 245,000.00 3.200 1,826 1,691 3.202 10/17/2023 64017AAQ7 1167 Neighbors FCU 12/21/2018 245,000.00 247,484.30 245,000.00 3.200 1,096 1,026 3.203 12/21/2021 635573AL2 1170 National Cooperative Bank, N.A 12/21/2018 245,000.00 248,569.65 245,000.00 3.400 1,826 1,756 3.402 12/21/2023 67054NAN3 1164 Numerica Credit Union 11/28/2018 248,000.00 253,294.80 248,000.00 3.550 1,826 1,733 3.552 11/28/2023 666613GVO 1127 Northpointe Bank 04/26/2018 240,000.00 239,395.20 240,000.00 2.700 1,279 970 2.703 10/26/2021 66736ABP3 1181 Northwest Bank 02/13/2019 248,000.00 246,469.84 248,000.00 2.950 1,826 1,810 2.951 02/13/2024 Run Date: 05/08/2019 - 14:26 Portfolio CITY CID PM (PRF_PM2) 7.3.0 42 City of La Quinta Portfolio Management Portfolio Details - Investments February 28, 2019 Page 4 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Certificate of Deposits 06426KAN8 1151 Bank of New England 07/31/2018 249,000.00 251,191.20 249,000.00 3.250 1,826 1,613 3.252 07/31/2023 677721CNO 1089 The Ohio Valley Bank 07/19/2017 240,000.00 233,798.40 240,000.00 1.900 1,645 1,055 1.903 01/19/2022 69324MAD7 1149 PCSB Bank 06/08/2018 245,000.00 245,833.00 245,000.00 3.000 1,461 1,195 3.002 06/08/2022 704692AL6 1031 Peapack -Gladstone Bank 05/28/2014 240,000.00 239,827.20 240,000.00 1.800 1,826 88 1.801 05/28/2019 74267GVG9 1032 PrivateBank & Trust 05/26/2016 240,000.00 234,100.80 240,000.00 1.500 1,826 817 1.501 05/26/2021 74934YAH4 1144 RCB Bank 06/20/2018 245,000.00 246,215.20 245,000.00 3.150 1,826 1,572 3.152 06/20/2023 75701LAB3 1166 Red Rocks Credit Union 12/07/2018 248,000.00 251,392.64 248,000.00 3.350 1,461 1,377 3.352 12/07/2022 319267GC8 1081 First Bank Richmond 06/21/2017 245,000.00 241,464.65 245,000.00 1.800 1,251 633 1.802 11/23/2020 76951DAL4 1034 Riverwood 06/05/2015 248,000.00 247,189.04 248,000.00 1.400 1,553 188 1.402 09/05/2019 79545OA70 1083 Sallie Mae Bank Salt Lake Clty 06/21/2017 240,000.00 235,879.20 240,000.00 2.350 1,826 1,208 2.351 06/21/2022 83427LAX2 1035 Solomon State 06/04/2015 248,000.00 247,570.96 248,000.00 1.400 1,461 95 1.401 06/04/2019 857894TC3 1076 Stearnes Bank, N.A. 04/21/2017 240,000.00 237,456.00 240,000.00 1.600 1,096 417 1.588 04/21/2020 87164XQV1 1080 Synchrony Bank Retail 06/02/2017 240,000.00 236,368.80 240,000.00 2.400 1,826 1,189 2.401 06/02/2022 89214PBL2 1128 Towne Bank 04/30/2018 240,000.00 240,372.00 240,000.00 2.800 1,096 791 2.803 04/30/2021 89269CBX9 1148 Traditions Bank 06/08/2018 245,000.00 245,671.30 245,000.00 3.000 1,522 1,256 3.002 08/08/2022 90348JEJ5 1161 UBS Bank USA 10/17/2018 245,000.00 248,109.05 245,000.00 3.350 1,826 1,691 3.352 10/17/2023 90521AQW1 1136 Union BankNA 05/16/2018 240,000.00 239,942.40 240,000.00 2.200 365 76 2.200 05/16/2019 91330ABN6 1120 Unity Bank 03/16/2018 245,000.00 244,238.05 245,000.00 2.550 1,096 746 2.552 03/16/2021 91435LAG2 1134 University of Iowa Comm. CU 05/14/2018 240,000.00 240,300.00 240,000.00 3.050 1,827 1,536 3.052 05/15/2023 92535LCD4 1180 Verus Bank of Commerce 02/28/2019 248,000.00 245,202.56 248,000.00 2.700 1,461 1,460 2.700 02/28/2023 94768NJQ8 1042 Webster Bank 04/23/2014 240,000.00 239,911.20 240,000.00 1.800 1,826 53 1.801 04/23/2019 949763XY7 1174 Wells Fargo 02/27/2019 248,000.00 246,985.68 248,000.00 3.000 1,826 1,824 3.001 02/27/2024 92937CHG6 1145 Wex Bank 06/13/2018 245,000.00 245,553.70 245,000.00 2.750 733 472 2.754 06/15/2020 Subtotal and Average 20,082,428.57 20,225,000.00 20,129,979.82 20,225,000.00 1,484 959 2.447 Corporate Notes 037833CC2 1079 Apple Inc 06/12/2017 500,000.00 486,675.00 493,050.00 1.550 1,514 887 1.900 08/04/2021 478160BR4 1075 Johnson and Johnson Corp 03/29/2017 2,000,000.00 2,000,000.00 1,993,200.00 1.125 702 0 1.305 03/01/2019 594918BV5 1118 Microsoft Corporation 01/22/2018 500,000.00 496,340.00 497,700.00 1.850 745 342 2.081 02/06/2020 5949181306 1157 Microsoft Corporation 10/15/2018 400,000.00 387,100.00 378,360.00 2.000 1,758 1,621 3.222 08/08/2023 742718DY2 1159 Proctor and Gamble 10/15/2018 500,000.00 494,900.00 487,950.00 2.300 1,210 1,073 3.071 02/06/2022 89236TDH5 1098 Toyota Motor Credit Corp 11/07/2017 500,000.00 496,440.00 498,750.00 1.550 710 231 1.681 10/18/2019 Subtotal and Average 4,349,010.00 4,400,000.00 4,361,455.00 4,349,010.00 949 428 1.869 Run Date: 05/08/2019 - 14:26 Portfolio CITY CID PM (PRF_PM2) 7.3.0 43 City of La Quinta Portfolio Management Page 5 Portfolio Details - Investments February 28, 2019 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Money Market Accounts SYS1153 1153 California Asset Management Pr 09/26/2018 8,327,528.07 8,327,528.07 8,327,528.07 1 1 0.000 Subtotal and Average 6,624,789.90 8,327,528.07 8,327,528.07 8,327,528.07 1 1 0.000 Money Market with Fiscal Agent SYS1058 1058 US Bank 07/01/2016 4,420,371.45 4,420,371.45 4,420,371.45 1 1 0.000 Subtotal and Average 163,358.67 4,420,371.45 4,420,371.45 4,420,371.45 1 1 0.000 Managed Pool Accounts-OPEB Trust SYS1114 1114 CalPERS CERBT Plan 07/01/2018 1,447,463.50 1,447,463.50 1,447,463.50 1 1 0.000 Subtotal and Average 1,447,463.50 1,447,463.50 1,447,463.50 1,447,463.50 1 1 0.000 Total and Average 142,621,907.24 148,963,525.50 148,121,027.49 148,720,485.50 Run Date: 05/08/2019 - 14:26 576 320 1.915 Portfolio CITY CID PM (PRF_PM2) 7.3.0 44 Qa �C� GEM of the DESERT - City of La Quinta Total Earnings Sorted by Fund - Fund February 1, 2019 - February 28, 2019 City of La Quinta CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Ending Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gainl/Loss Adjusted Interest Earnings Fund: General Fund 3135GOZG1 1139 101 FNMA 500,000.00 496,700.00 496,700.00 1.750 1.914 729.17 0.00 0.00 729.17 3135GOS53 1072 101 FNMA 2,000,000.00 2,000,000.00 2,000,000.00 1.700 1.847 2,833.33 0.00 0.00 2,833.33 3135GON33 1140 101 FNMA 500,000.00 492,000.00 492,000.00 0.875 0.966 364.58 0.00 0.00 364.58 3134GBXF4 1084 101 FHLMC 1,000,000.00 999,500.00 999,500.00 2.000 2.174 1,666.67 0.00 0.00 1,666.67 3134GSCD5 1116 101 FHLMC 1,000,000.00 1,000,000.00 1,000,000.00 2.550 2.770 2,125.00 0.00 0.00 2,125.00 3137EADZ9 1129 101 FHLMC 500,000.00 495,250.00 495,250.00 1.125 1.234 468.75 0.00 0.00 468.75 3134GSCQ6 1122 101 FHLMC 750,000.00 746,625.00 746,625.00 2.750 3.001 1,718.75 0.00 0.00 1,718.75 3134G8Y37 1054 101 FHLMC 2,500,000.00 2,500,000.00 2,500,000.00 1.500 1.629 3,125.00 0.00 0.00 3,125.00 3134GBWG3 1090 101 FHLMC 1,000,000.00 1,000,000.00 1,000,000.00 2.150 2.336 1,791.67 0.00 0.00 1,791.67 3134GSWSO 1156 101 FHLMC 400,000.00 398,800.00 398,800.00 3.000 3.269 1,000.00 0.00 0.00 1,000.00 3134GBAE2 1073 101 FHLMC 2,000,000.00 1,990,000.00 1,990,000.00 2.000 2.184 3,333.33 0.00 0.00 3,333.33 3133EGFU4 1141 101 FFCB 500,000.00 494,750.00 494,750.00 1.210 1.328 504.16 0.00 0.00 504.16 3133EGLC7 1092 101 FFCB 1,000,000.00 992,600.00 992,600.00 1.080 1.182 900.00 0.00 0.00 900.00 3133EJYL7 1158 101 FFCB 250,000.00 247,275.00 247,275.00 2.800 3.075 583.33 0.00 0.00 583.33 3133EHJA2 1142 101 FFCB 500,000.00 491,750.00 491,750.00 1.550 1.712 645.83 0.00 0.00 645.83 3133EHWM1 1105 101 FFCB 1,000,000.00 992,200.00 992,200.00 1.700 1.861 1,416.67 0.00 0.00 1,416.67 313OA7QZ1 1053 101 FHLB 2,500,000.00 2,491,250.00 2,491,250.00 1.350 1.472 2,812.50 0.00 0.00 2,812.50 313OA9UQ2 1064 101 FHLB 2,500,000.00 2,500,000.00 2,500,000.00 1.375 1.494 2,864.58 0.00 0.00 2,864.58 313OA66T9 1104 101 FHLB 1,000,000.00 996,800.00 996,800.00 1.625 1.771 1,354.17 0.00 0.00 1,354.17 3130ADMF6 1121 101 FHLB 1,000,000.00 999,000.00 999,000.00 2.625 2.610 2,000.00 0.00 0.00 2,000.00 912828WLO 1130 101 USTR 1,000,000.00 992,600.00 992,600.00 1.500 1.515 1,153.85 0.00 0.00 1,153.85 912828VA5 1138 101 USTR 500,000.00 488,250.00 488,250.00 1.125 1.162 435.08 0.00 0.00 435.08 912828,184 1068 101 USTR 2,500,000.00 2,483,250.00 2,483,250.00 1.375 1.388 2,644.24 0.00 0.00 2,644.24 912828S27 1045 101 USTR 5,000,000.00 5,000,000.00 5,000,000.00 1.125 1.134 4,350.82 0.00 0.00 4,350.82 912828U73 1069 101 USTR 2,500,000.00 2,490,750.00 2,490,750.00 1.375 1.384 2,644.23 0.00 0.00 2,644.23 912828T67 1070 101 USTR 2,000,000.00 1,942,800.00 1,942,800.00 1.250 1.297 1,933.70 0.00 0.00 1,933.70 9128282Q2 1117 101 USTR 1,000,000.00 985,800.00 985,800.00 1.500 1.522 1,150.76 0.00 0.00 1,150.76 4159282482 1057 101 WELLS 4,927,929.22 4,018,177.61 4,927,929.22 0.01 0.00 0.00 0.01 949763XY7 1174 101 WELLS 248,000.00 0.00 248,000.00 3.000 2.999 20.38 0.00 0.00 20.38 9497483N5 1043 101 WELLS 0.00 240,000.00 0.00 1.200 1.200 197.26 0.00 0.00 197.26 Run Date: 05/08/2019 -14:14 Portfolio CITY CID TE (PRF_TE) 7.3.6 I4r5rt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 2 February 1, 2019 - February 28, 2019 CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Ending Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gain[/Loss Adjusted Interest Earnings Fund: General Fund 38148PJK4 1078 101 GLDMAN 240,000.00 240,000.00 240,000.00 2.400 2.400 441.86 0.00 0.00 441.86 02587DP85 1077 101 AMEX 240,000.00 240,000.00 240,000.00 2.250 2.250 414.25 0.00 0.00 414.25 94768NJQ8 1042 101 WEB 240,000.00 240,000.00 240,000.00 1.800 1.800 331.40 0.00 0.00 331.40 05580AGK4 1067 101 BMW 240,000.00 240,000.00 240,000.00 2.200 2.200 405.04 0.00 0.00 405.04 58404DCX7 1169 101 MEDBA 248,000.00 248,000.00 248,000.00 3.400 3.400 646.83 0.00 0.00 646.83 06740KLJ4 1097 101 BARCLY 240,000.00 240,000.00 240,000.00 2.300 2.300 423.45 0.00 0.00 423.45 88413QBY3 1112 101 3RD 245,000.00 245,000.00 245,000.00 2.500 2.500 469.86 0.00 0.00 469.86 294209AQ4 1016 101 EPHRAT 240,000.00 240,000.00 240,000.00 1.650 1.650 303.78 0.00 0.00 303.78 59013J41<2 1163 101 MRRCK 248,000.00 248,000.00 248,000.00 3.250 3.250 618.31 0.00 0.00 618.31 31938QH72 1019 101 1STBUS 240,000.00 240,000.00 240,000.00 1.750 1.750 322.19 0.00 0.00 322.19 402194EB6 1024 101 GCB 240,000.00 240,000.00 240,000.00 1.750 1.750 322.20 0.00 0.00 322.20 704692AL6 1031 101 PEAPAC 240,000.00 240,000.00 240,000.00 1.800 1.800 331.40 0.00 0.00 331.40 89214PBL2 1128 101 TOWNE 240,000.00 240,000.00 240,000.00 2.800 2.800 515.50 0.00 0.00 515.50 307814DC4 1018 101 FARMER 0.00 248,000.00 0.00 1.250 1.250 33.98 0.00 0.00 33.98 83427LAX2 1035 101 SOLOM 248,000.00 248,000.00 248,000.00 1.400 1.400 266.34 0.00 0.00 266.34 20786ABD6 1011 101 CONNEC 248,000.00 248,000.00 248,000.00 1.500 1.500 285.37 0.00 0.00 285.37 76951DAL4 1034 101 RVRW 248,000.00 248,000.00 248,000.00 1.400 1.400 266.35 0.00 0.00 266.35 29976DXX3 1017 101 EVRBA 248,000.00 248,000.00 248,000.00 1.700 1.700 323.41 0.00 0.00 323.41 140420RXO 1006 101 CAPONE 245,000.00 245,000.00 245,000.00 1.900 1.900 357.10 0.00 0.00 357.10 063615AVO 1002 101 MIDWES 248,000.00 248,000.00 248,000.00 1.650 1.650 313.90 0.00 0.00 313.90 20033APG5 1009 101 CCBA 240,000.00 240,000.00 240,000.00 1.700 1.700 312.98 0.00 0.00 312.98 74267GVG9 1032 101 PRVTBA 240,000.00 240,000.00 240,000.00 1.500 1.500 276.16 0.00 0.00 276.16 98-33-434 1055 101 LAIF 51,693,701.78 53,693,701.78 51,693,701.78 2.392 2.546 102,651.26 0.00 0.00 102,651.26 2546722U1 1066 101 DISCOV 240,000.00 240,000.00 240,000.00 2.250 2.250 414.25 0.00 0.00 414.25 478160BR4 1075 101 J&J 2,000,000.00 1,993,200.00 1,993,200.00 1.125 1.226 1,875.00 0.00 0.00 1,875.00 857894TC3 1076 101 STRNS 240,000.00 240,000.00 240,000.00 1.600 1.600 294.57 0.00 0.00 294.57 037833CC2 1079 101 APPL 500,000.00 493,050.00 493,050.00 1.550 1.708 645.83 0.00 0.00 645.83 87164XQV1 1080 101 SYNCHR 240,000.00 240,000.00 240,000.00 2.400 2.400 441.86 0.00 0.00 441.86 319267GC8 1081 101 RICHMN 245,000.00 245,000.00 245,000.00 1.800 1.800 338.30 0.00 0.00 338.30 14042RGD7 1082 101 CAP1NA 240,000.00 240,000.00 240,000.00 2.250 2.250 414.25 0.00 0.00 414.25 795450A70 1083 101 SALMAE 240,000.00 240,000.00 240,000.00 2.350 2.350 432.66 0.00 0.00 432.66 15523RBJ4 1085 101 CNTRL 240,000.00 240,000.00 240,000.00 1.850 1.850 340.60 0.00 0.00 340.60 06610RAP4 1086 101 BNKRS 240,000.00 240,000.00 240,000.00 1.800 1.800 331.40 0.00 0.00 331.40 58740XZL7 1087 101 MERCTL 240,000.00 240,000.00 240,000.00 1.750 1.750 322.19 0.00 0.00 322.19 40434YLE5 1088 101 HSBC 240,000.00 240,000.00 240,000.00 2.300 2.300 423.46 0.00 0.00 423.46 677721CN0 1089 101 OHVAL 240,000.00 240,000.00 240,000.00 1.900 1.900 349.81 0.00 0.00 349.81 320165HX4 1091 101 1STFRM 240,000.00 240,000.00 240,000.00 1.650 1.650 303.78 0.00 0.00 303.78 Run Date: 05/08/2019 -14:14 Portfolio CITY CID TE (PRF_TE) 7.3.6 Pftrt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 3 February 1, 2019 - February 28, 2019 CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Ending Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gain[/Loss Adjusted Interest Earnings Fund: General Fund 259744DS6 1093 101 DOUGLS 240,000.00 240,000.00 240,000.00 1.650 1.650 303.78 0.00 0.00 303.78 319141GT8 1094 101 HIGHLD 240,000.00 240,000.00 240,000.00 1.750 1.750 322.19 0.00 0.00 322.19 01859BAA3 1095 101 ALLIAN 245,000.00 245,000.00 245,000.00 2.250 2.250 422.88 0.00 0.00 422.88 02587CFU9 1096 101 AMFSB 240,000.00 240,000.00 240,000.00 2.400 2.400 441.86 0.00 0.00 441.86 89236TDH5 1098 101 TOYOTA 500,000.00 498,750.00 498,750.00 1.550 1.688 645.83 0.00 0.00 645.83 62384RACO 1099 101 MTNAMR 245,000.00 245,000.00 245,000.00 2.300 2.300 432.28 0.00 0.00 432.28 472376AC6 1100 101 JFFRSN 245,000.00 245,000.00 245,000.00 1.750 1.750 328.91 0.00 0.00 328.91 50116CBE8 1101 101 KANSAS 245,000.00 245,000.00 245,000.00 2.100 2.100 394.69 0.00 0.00 394.69 080515CD9 1102 101 BELMNT 245,000.00 245,000.00 245,000.00 2.100 2.100 394.68 0.00 0.00 394.68 22766ACB9 1106 101 CRS1ST 245,000.00 245,000.00 245,000.00 2.200 2.200 413.48 0.00 0.00 413.48 29367QCP1 1107 101 ENTRPR 245,000.00 245,000.00 245,000.00 2.150 2.150 404.08 0.00 0.00 404.08 61760AEPO 1108 101 MSPRIV 245,000.00 245,000.00 245,000.00 1.750 1.750 328.90 0.00 0.00 328.90 61747MA92 1109 101 MORGST 245,000.00 245,000.00 245,000.00 1.800 1.800 338.30 0.00 0.00 338.30 499724AB8 1110 101 KNOX 245,000.00 245,000.00 245,000.00 2.400 2.400 451.06 0.00 0.00 451.06 35638BAA9 1111 101 FREECU 245,000.00 245,000.00 245,000.00 2.050 2.050 385.29 0.00 0.00 385.29 SYS1059 1059 101 CITYPC 3,300.00 3,300.00 3,300.00 0.00 0.00 0.00 0.00 SYS1114 1114 101 CALPRS 1,447,463.50 1,447,463.50 1,447,463.50 0.00 0.00 0.00 0.00 594918BV5 1118 101 MCRSFT 500,000.00 497,700.00 497,700.00 1.850 2.019 770.83 0.00 0.00 770.83 594918BQ6 1157 101 MCRSFT 400,000.00 378,360.00 378,360.00 2.000 2.297 666.67 0.00 0.00 666.67 034577AH9 1119 101 ANECA 245,000.00 245,000.00 245,000.00 2.800 2.800 526.25 0.00 0.00 526.25 91330ABN6 1120 101 UNITY 245,000.00 245,000.00 245,000.00 2.550 2.550 479.26 0.00 0.00 479.26 17312QJ26 1123 101 CITINA 245,000.00 245,000.00 245,000.00 2.900 2.900 545.04 0.00 0.00 545.04 337151-13J8 1124 101 1STTCH 245,000.00 245,000.00 245,000.00 2.700 2.700 507.45 0.00 0.00 507.45 29278TAY6 1125 101 ENER 240,000.00 240,000.00 240,000.00 2.950 2.950 543.13 0.00 0.00 543.13 30960QAG2 1126 101 FARMIG 240,000.00 240,000.00 240,000.00 2.800 2.800 515.51 0.00 0.00 515.51 666613GVO 1127 101 NORPNT 240,000.00 240,000.00 240,000.00 2.700 2.700 497.09 0.00 0.00 497.09 17801DDT0 1132 101 CNBF 240,000.00 240,000.00 240,000.00 2.200 2.200 405.04 0.00 0.00 405.04 59101LDR5 1133 101 METASF 245,000.00 245,000.00 245,000.00 2.050 2.050 385.29 0.00 0.00 385.29 91435LAG2 1134 101 UOFICU 240,000.00 240,000.00 240,000.00 3.050 3.050 561.53 0.00 0.00 561.53 649447RL5 1137 101 NYCMBK 0.00 245,000.00 0.00 2.050 2.050 330.25 0.00 0.00 330.25 90521AQW1 1136 101 UNION 240,000.00 240,000.00 240,000.00 2.200 2.200 405.04 0.00 0.00 405.04 01748DBE5 1143 101 ALLGNC 245,000.00 245,000.00 245,000.00 3.100 3.100 582.63 0.00 0.00 582.63 74934YAH4 1144 101 RCB 245,000.00 245,000.00 245,000.00 3.150 3.150 592.03 0.00 0.00 592.03 92937CHG6 1145 101 WEX 245,000.00 245,000.00 245,000.00 2.750 2.750 516.85 0.00 0.00 516.85 27002YDV5 1146 101 EAGLE 245,000.00 245,000.00 245,000.00 2.850 2.850 535.64 0.00 0.00 535.64 32110YLK9 1147 101 1STNBA 245,000.00 245,000.00 245,000.00 3.150 3.150 592.03 0.00 0.00 592.03 89269CBX9 1148 101 TRAD 245,000.00 245,000.00 245,000.00 3.000 3.000 563.83 0.00 0.00 563.83 Run Date: 05/08/2019 -14:14 Portfolio CITY CID TE (PRF_TE) 7.3.6 F4p7rt Ver. 7.3.6.1 City of La Quinta Total Earnings February 1, 2019 - February 28, 2019 Ending Beginning Ending Current Annualized CUSIP Investment # Fund Issuer Par Value Book Value Book Value Rate Yield Fund: General Fund 69324MAD7 1149 101 PCSB 369674AV8 1150 101 GECRUN 06426KAN8 1151 101 NWENGL SYS1153 1153 101 CAMP 474067AQ8 1154 101 JEFF 57116ARV2 1155 101 MARBUS 742718DY2 1159 101 P&G 625925AR3 1160 101 MUNTRS 90348JEJ5 1161 101 UBS 20143PDV9 1162 101 COMMBK 67054NAN3 1164 101 NMRCA 307660LC2 1165 101 FARMBU 75701 LAB3 1166 101 REDRCK 64017AAQ7 1167 101 NEIGH 33646CKP8 1168 101 1 STSRC 635573AL2 1170 101 NLCOOP 560507AK1 1171 101 MAINE SYS1172066851 1172 101 BARHAR 92535LCD4 1180 101 VERUS 66736ABP3 1181 101 NRTHWS Subtotal Fund: 1st Empire Securities Cash Bal SYS1060 1060 102 EMPIRE Subtotal Fund: Fiscal Agent SYS1058 1058 231 USBANK Subtotal Fund: Housing Authority: WSA and LQ SYS1062 1062 241 LQPR Subtotal Fund: SA Low/Mod Bond Fund 25-33-005 1113 249 LAIF Run Date: 05/08/2019 - 14:14 245,000.00 245,000.00 240,000.00 240,000.00 249,000.00 249,000.00 8,327,528.07 4,014,108.24 245,000.00 245,000.00 248,000.00 248,000.00 500,000.00 487,950.00 245,000.00 245,000.00 245,000.00 245,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 245,000.00 245,000.00 245,000.00 245,000.00 245,000.00 245,000.00 248,000.00 248,000.00 248,000.00 248,000.00 248,000.00 0.00 248,000.00 0.00 127, 924, 922.57 124, 447, 711.13 86,957.92 0.00 86,957.92 0.00 4,420,371.45 5,691.53 4,420,371.45 5,691.53 269,429.83 271,285.52 269,429.83 271,285.52 16,261,843.73 16,261,843.73 245,000.00 3.000 3.000 240,000.00 3.100 3.100 249,000.00 3.250 3.250 8,327,528.07 2.817 245,000.00 3.350 3.350 248,000.00 3.300 3.300 487,950.00 2.300 2.560 245,000.00 3.200 3.200 245,000.00 3.350 3.350 248,000.00 3.400 3.400 248,000.00 3.550 3.550 248,000.00 3.000 3.000 248,000.00 3.350 3.350 245,000.00 3.200 3.200 245,000.00 3.150 3.150 245,000.00 3.400 3.400 248,000.00 3.300 3.300 248,000.00 3.350 3.350 248,000.00 2.700 248,000.00 2.950 2.950 127,681,882.57 2.137 86,957.92 1.328 86,957.92 1.328 4,420,371.45 0.067 4,420,371.45 0.067 269,429.83 269,429.83 16,261,843.73 2.392 2.546 Page 4 Adjusted Interest Earnings Interest Amortization/ Realized Adjusted Interest Earned Accretion Gainl/Loss Earnings 563.83 0.00 570.74 0.00 620.79 0.00 14,315.66 0.00 629.62 0.00 627.82 0.00 958.33 0.00 601.43 0.00 629.61 0.00 646.83 0.00 675.37 0.00 570.74 0.00 637.33 0.00 601.42 0.00 592.02 0.00 639.01 0.00 627.81 0.00 637.33 0.00 0.00 0.00 300.66 0.00 206,304.65 0.00 111.10 0.00 111.10 0.00 8.43 0.00 8.43 0.00 0.00 0.00 0.00 0.00 31.765.40 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 563.83 570.74 620.79 14, 315.66 629.62 627.82 958.33 601.43 629.61 646.83 675.37 570.74 637.33 601.42 592.02 639.01 627.81 637.33 0.00 0.00 111.10 0.00 111.10 0.00 0.00 0.00 0.00 0.00 31,765.40 Portfolio CITY CP TE (PRF_TE) 7.3.6 l418rt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 5 February 1, 2019 - February 28, 2019 Adjusted Interest Earnings Ending Beginning Ending Current Annualized Interest Amortization/ Realized Adjusted Interest CUSIP Investment # Fund Issuer Par Value Book Value Book Value Rate Yield Earned Accretion Gainl/Loss Earnings Subtotal 16,261,843.73 16,261,843.73 16,261,843.73 2.546 31,765.40 0.00 0.00 31,765.40 Total 148,963,525.50 140,986,531.91 148,720,485.50 2.177 238,189.58 0.00 0.00 238,189.58 Run Date: 05/08/2019 - 14:14 Portfolio CITY CID TE (PRF_TE) 7.3.6 I419rt Ver. 7.3.6.1 4 1 0 (V (2aigr(4j - GEM oftheDESERT -- - Par Investments Value City of La Quinta Portfolio Management Portfolio Summary March 31, 2019 Market Book % of Value Value Portfolio City of La Quinta Days to YTM Term Maturity 366 Equiv. Bank Accounts 3,066,344.48 3,066,344.48 3,066,344A8 2.18 1 1 0 000 Local Agency Invstmnt Fund -Housing 16,261,843.73 16,217,374.35 16,261,843.73 11.55 1 1 2.436 Local Agency Investment Fund -City 49,193,701.78 49,101,200.83 49,193,701.78 34.94 1 1 2.436 Federal Agency Coupon Securities 22,900,000.00 22,724,803.00 22,823,050.00 16.21 1,450 779 1.904 Treasury Coupon Securities 15,000,000.00 14,757,570.00 14,873,137.50 10.56 1,333 596 1.593 Certificate of Deposits 20,721,000,00 20,696,060.07 20,721,000.00 14.72 1,491 951 2.455 Corporate Notes 2,900,000.00 2,865,856.00 2,841,060.00 2.02 1,204 868 2.416 Money Market Accounts 9,446,290.83 9,446,290.83 9,446,290.83 6.71 1 1 0.000 Money Market with Fiscal Agent 1,666.58 1,666.58 1,666.58 0.00 1 1 0.000 Managed Pool Accounts-OPEB Trust 1,574,839.50 1,574,839.50 1,574,839.50 1.12 1 1 0.000 141,065,686.90 140,452,005.64 140,802,934.40 100.00% 620 347 2.019 Investments Total Earnings March 31 Month Ending Fiscal Year To Date Current Year 268,456.21 2,061,856.25 Average Daily Balance 146,981,496.78 139,469,694.09 Effective Rate of Return 2.15% 1.97% 1 certify that this report accurately reflects all pooled investments and is in compliance with the California Government Code; and is in comformity with the City Investment Policy. As Treasurer of the City of La Quinta, I hereby certify that sufficient investment liquidity and anticipated revenues are available to meet the pools expenditure requirements for the next six months. The City of La Quinta used the Bureau of the Public Debt, U.S. Bank monthly statement, and First Empire monthly custodian reports to determine the fair market value of investments at month end. Karla Campos, Finance Director Reporting period 03/01/2019-03/31/2019 Portfolio CITY CIO Run Date: 04/26/2019 - 16 14 PM (PRF_PM1) 7.3.0 ReporrtOVar. 7.3.6.1 City of La Quinta Portfolio Management Portfolio Details - Investments March 31, 2019 Page 1 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Bank Accounts SYS1059 1059 City Petty Cash 07/01/2016 3,300.00 3,300.00 3,300.00 1 1 0.000 SYS1060 1060 First Empire Bank 07/01/2016 0.00 0.00 0.00 1 1 0.000 SYS1062 1062 La Quinta Palms Realty 07/01/2016 276,436.17 276,436.17 276,436.17 1 1 0.000 SYS1183 1183 Stifel, Nicolaus & Company 03/18/2019 119,279.88 119,279.88 119,279.88 1 1 0.000 4159282482 1057 Wells Fargo 07/01/2016 2,667,328.43 2,667,328.43 2,667,328.43 1 1 0.000 Subtotal and Average 5,474,301.74 3,066,344.48 3,066,344.48 3,066,344.48 1 1 0.000 Local Agency Invstmnt Fund -Housing 25-33-005 1113 Local Agency Inv Fund 16,261,843.73 16,217,374.35 16,261,843.73 2.436 1 1 2.436 Subtotal and Average 16,261,843.73 16,261,843.73 16,217,374.35 16,261,843.73 1 1 2.436 Local Agency Investment Fund -City 98-33-434 1055 Local Agency Inv Fund 49,193,701.78 49,101,200.83 49,193,701.78 2.436 1 1 2.436 Subtotal and Average 50,080,798.55 49,193,701.78 49,101,200.83 49,193,701.78 1 1 2.436 Federal Agency Coupon Securities 3133EGLC7 1092 Federal Farm Credit Bank 07/10/2017 1,000,000.00 996,460.00 992,600.00 1.080 732 102 1.456 07/12/2019 3133EHWM1 1105 Federal Farm Credit Bank 11/09/2017 1,000,000.00 985,090.00 992,200.00 1.700 1,392 884 1.913 09/01/2021 3133EGFU4 1141 Federal Farm Credit Bank 05/31/2018 500,000.00 498,735.00 494,750.00 1.210 385 80 2.224 06/20/2019 3133EHJA2 1142 Federal Farm Credit Bank 05/31/2018 500,000.00 495,660.00 491,750.00 1.550 708 403 2.427 05/08/2020 3133EJYL7 1158 Federal Farm Credit Bank 10/15/2018 250,000.00 254,837.50 247,275.00 2.800 1,786 1,618 3.041 09/05/2023 313OA7QZ1 1053 Federal Home Loan Bank 04/28/2016 2,500,000.00 2,450,800.00 2,491,250.00 1.350 1,826 758 1.423 04/28/2021 313OA9UQ2 1064 Federal Home Loan Bank 10/26/2016 2,500,000.00 2,460,325.00 2,500,000.00 1.375 1,461 574 1.375 10/26/2020 313OA66T9 1104 Federal Home Loan Bank 11/09/2017 1,000,000.00 989,470.00 996,800.00 1.625 1,037 529 1.741 09/11/2020 3130ADMF6 1121 Federal Home Loan Bank 04/02/2018 1,000,000.00 1,000,510.00 999,000.00 2.625 1,793 1,429 2.596 02/28/2023 3130AFW94 1177 Federal Home Loan Bank 03/01/2019 500,000.00 504,680.00 498,550.00 2.500 1,810 1,779 2.563 02/13/2024 3134G8Y37 1054 Federal Home Loan Mtg Corp 04/28/2016 2,500,000.00 2,487,700.00 2,500,000.00 1.500 1,826 758 1.400 04/28/2021 3134GBAE2 1073 Federal Home Loan Mtg Corp 03/29/2017 2,000,000.00 1,982,340.00 1,990,000.00 2.000 1,826 1,093 2.106 03/29/2022 3134GBXF4 1084 Federal Home Loan Mtg Corp 07/06/2017 1,000,000.00 990,490.00 999,500.00 2.000 1,637 1,003 2.012 12/29/2021 3134GBWG3 1090 Federal Home Loan Mtg Corp 07/27/2017 1,000,000.00 993,890.00 1,000,000.00 2.150 1,826 1,213 2.150 07/27/2022 3134GSCD5 1116 Federal Home Loan Mtg Corp 01/30/2018 1,000,000.00 1,000,040.00 1,000,000.00 2.550 1,826 1,400 2.550 01/30/2023 3134GSCQ6 1122 Federal Home Loan Mtg Corp 04/02/2018 750,000.00 750,337.50 746,625.00 2.750 1,788 1,424 2.849 02/23/2023 3137EADZ9 1129 Federal Home Loan Mtg Corp 05/10/2018 500,000.00 499,740.00 495,250.00 1.125 340 14 2.161 04/15/2019 3134GSWSO 1156 Federal Home Loan Mtg Corp 10/15/2018 400,000.00 401,108.00 398,800.00 3.000 1,443 1,275 3.081 09/27/2022 3135GOS53 1072 Federal National Mtg Assn 03/27/2017 2,000,000.00 1,986,840.00 2,000,000.00 1.700 1,036 301 1.700 01/27/2020 3135GOZG1 1139 Federal National Mtg Assn 05/31/2018 500,000.00 498,395.00 496,700.00 1.750 469 164 2.275 09/12/2019 Portfolio CITY CP Run Date: 05/08/2019 - 14:34 PM (PRF_PM2) 7.3.0 51 Report Ver. 7.3.6.1 City of La Quinta Portfolio Management Portfolio Details - Investments March 31, 2019 Page 2 CUSIP Average Investment # Issuer Balance Purchase Date Par Value Market Value Book Value Stated Rate Days to Term Maturity YTM Maturity 365 Date Federal Agency Coupon Securities 3135GON33 1140 Federal National Mtg Assn 05/31/2018 500,000.00 497,355.00 492,000.00 0.875 428 123 2.269 08/02/2019 Subtotal and Average 22,823,050.00 22,900,000.00 22,724,803.00 22,823,050.00 1,450 779 1.904 Treasury Coupon Securities 912828S27 1045 U.S. Treasury 07/18/2016 5,000,000.00 4,878,300.00 5,000,000.00 1.125 1,808 821 1.125 06/30/2021 912828,184 1068 U.S. Treasury 03/20/2017 2,500,000.00 2,474,525.00 2,483,250.00 1.375 1,107 365 1.602 03/31/2020 912828U73 1069 U.S. Treasury 03/20/2017 2,500,000.00 2,481,450.00 2,490,750.00 1.375 1,000 258 1.513 12/15/2019 912828T67 1070 U.S. Treasury 03/27/2017 2,000,000.00 1,949,620.00 1,942,800.00 1.250 1,679 944 1.903 10/31/2021 9128282Q2 1117 U.S. Treasury 01/22/2018 1,000,000.00 987,970.00 985,800.00 1.500 936 502 2.071 08/15/2020 912828WLO 1130 U.S. Treasury 05/10/2018 1,000,000.00 998,400.00 992,600.00 1.500 386 60 2.211 05/31/2019 912828VA5 1138 U.S. Treasury 05/31/2018 500,000.00 493,240.00 488,250.00 1.125 700 395 2.387 04/30/2020 9128282W9 1178 U.S. Treasury 03/01/2019 500,000.00 494,065.00 489,687.50 1.875 1,309 1,278 2.480 09/30/2022 Subtotal and Average 14,873,137.50 15,000,000.00 14,757,570.00 14,873,137.50 1,333 596 1.593 Certificate of Deposits 31938QH72 1019 First Business Bank 05/20/2014 240,000.00 239,808.00 240,000.00 1.750 1,826 49 1.751 05/20/2019 320165HX4 1091 First Farmers Bank &Trust Co. 07/21/2017 240,000.00 238,802.40 240,000.00 1.650 853 234 1.653 11/21/2019 32110YLK9 1147 First National Bank of America 07/20/2018 245,000.00 247,462.25 245,000.00 3.150 1,826 1,571 3.152 07/20/2023 32117BCX4 1179 First National Bank 03/05/2019 248,000.00 247,164.24 248,000.00 2.800 1,522 1,495 2.802 05/05/2023 33646CKP8 1168 1st Source Bank 12/17/2018 245,000.00 248,162.95 245,000.00 3.150 1,066 961 3.153 11/17/2021 33715LBJ8 1124 First Tech Federal Credit Unio 04/18/2018 245,000.00 245,882.00 245,000.00 2.700 915 567 2.623 10/19/2020 88413QBY3 1112 Third Federal Savings and Loan 01/30/2018 245,000.00 243,642.70 245,000.00 2.500 1,462 1,036 2.502 01/31/2022 01748DBE5 1143 Allegiance Bank 06/13/2018 245,000.00 247,408.35 245,000.00 3.100 1,461 1,169 3.102 06/13/2022 01859BAA3 1095 Alliance Credit Union 10/13/2017 245,000.00 240,318.05 245,000.00 2.250 1,826 1,291 2.251 10/13/2022 02007GHX4 1176 Ally Bank Midvale 03/07/2019 245,000.00 245,220.50 245,000.00 2.500 732 707 2.016 03/08/2021 02587DP85 1077 Amex Centurion 04/19/2017 240,000.00 238,243.20 240,000.00 2.250 1,461 749 2.252 04/19/2021 02587CFU9 1096 American Express Fed Savings B 08/29/2017 240,000.00 235,356.00 240,000.00 2.400 1,826 1,246 2.402 08/29/2022 034577AH9 1119 Aneca Federal Credit Union 03/22/2018 245,000.00 244,287.05 245,000.00 2.800 1,826 1,451 2.802 03/22/2023 06740KLJ4 1097 Barclays Bank 10/25/2017 240,000.00 235,742.40 240,000.00 2.300 1,826 1,303 2.291 10/25/2022 SYS1172066851WJ 1172 Bar Harbor Bank and Trust 12/31/2018 248,000.00 252,585.52 248,000.00 3.350 1,824 1,733 3.352 12/29/2023 080515CD9 1102 Belmont Savings Bank 11/21/2017 245,000.00 241,582.25 245,000.00 2.100 1,462 966 2.101 11/22/2021 05580AGK4 1067 BMW Bank 02/24/2017 240,000.00 236,508.00 240,000.00 2.200 1,826 1,060 2.201 02/24/2022 06610RAP4 1086 Bankers Bank 07/14/2017 240,000.00 237,235.20 240,000.00 1.800 1,280 654 1.804 01/14/2021 14042RGD7 1082 Capital One Natl Assn FDIC4297 06/07/2017 240,000.00 238,684.80 240,000.00 2.250 1,461 798 2.252 06/07/2021 140420RXO 1006 Capital One USA FDIC33954 06/10/2015 245,000.00 243,476.10 245,000.00 1.900 1,827 436 1.902 06/10/2020 20033APG5 1009 Comenity Capital Bank 02/22/2016 240,000.00 236,647.20 240,000.00 1.700 1,827 693 1.702 02/22/2021 Portfolio CITY CID Run Date: 05/08/2019 - 14:34 PM (PRF_PM2) 7.3.0 52 City of La Quinta Portfolio Management Portfolio Details - Investments March 31, 2019 Page 3 CUSIP Investment # Average Issuer Balance Purchase Date Par Value Market Value Book Value Stated Rate Term Days to Maturity YTM 365 Maturity Date Certificate of Deposits 17312QJ26 1123 Citibank NA 04/11/2018 245,000.00 245,161.70 245,000.00 2.900 1,826 1,471 2.902 04/11/2023 17801 DDTO 1132 City National Bank of Florida 05/24/2018 240,000.00 239,947.20 240,000.00 2.200 365 53 2.200 05/24/2019 15523RBJ4 1085 Central State Bank 07/14/2017 240,000.00 236,323.20 240,000.00 1.850 1,461 835 1.851 07/14/2021 20143PDV9 1162 Commercial Bank 11/15/2018 248,000.00 253,103.84 248,000.00 3.400 1,826 1,689 3.402 11/15/2023 20786ABD6 1011 Connect One 06/05/2015 248,000.00 247,687.52 248,000.00 1.500 1,461 65 1.501 06/05/2019 22766ACB9 1106 CrossFirst Bank 11/20/2017 245,000.00 239,636.95 245,000.00 2.200 1,824 1,327 2.201 11/18/2022 2546722U1 1066 Discover Bank Greenwood DE CF 02/01/2017 240,000.00 237,028.80 240,000.00 2.250 1,826 1,037 2.251 02/01/2022 259744DS6 1093 Douglas National Bank 07/19/2017 240,000.00 238,444.80 240,000.00 1.650 916 295 1.655 01/21/2020 27002YDV5 1146 Eagle Bank 07/20/2018 245,000.00 246,707.65 245,000.00 2.850 915 660 2.858 01/20/2021 29278TAY6 1125 EnerBank USA 04/30/2018 240,000.00 240,592.80 240,000.00 2.950 1,824 1,488 2.952 04/28/2023 29367QCP1 1107 Enterprise Bank, NA 11/28/2017 245,000.00 239,146.95 245,000.00 2.150 1,826 1,337 2.151 11/28/2022 294209AQ4 1016 Ephrata Bank 04/30/2014 240,000.00 239,942.40 240,000.00 1.650 1,826 29 1.651 04/30/2019 29976DXX3 1017 EverBank 06/05/2015 248,000.00 245,753.12 248,000.00 1.700 1,827 431 1.702 06/05/2020 30766OLC2 1165 Farm Bureau Bank 12/17/2018 248,000.00 250,378.32 248,000.00 3.000 763 658 2.898 01/18/2021 30960QAG2 1126 Farmers Insurance Group FCU 04/30/2018 240,000.00 240,276.00 240,000.00 2.800 1,460 1,124 2.802 04/29/2022 35638BAA9 1111 Freedom Credit Union 12/22/2017 245,000.00 243,304.60 245,000.00 2.050 1,096 631 2.052 12/22/2020 402194EB6 1024 Gulf Coast Bank 05/19/2014 240,000.00 239,812.80 240,000.00 1.750 1,827 49 1.724 05/20/2019 369674AV8 1150 General Electric Credit Union 08/15/2018 240,000.00 242,966.40 240,000.00 3.100 1,097 868 3.100 08/16/2021 38148PJK4 1078 Goldman Sachs 04/26/2017 240,000.00 237,465.60 240,000.00 2.400 1,826 1,121 2.401 04/26/2022 319141GT8 1094 First Bank of Highland 07/13/2017 240,000.00 237,799.20 240,000.00 1.750 1,096 469 1.752 07/13/2020 40434YLE5 1088 HSBC Bank USA, National Associ 07/14/2017 240,000.00 236,342.40 240,000.00 2.300 1,826 1,200 2.301 07/14/2022 474067AQ8 1154 Jefferson Financial CU 10/19/2018 245,000.00 249,471.25 245,000.00 3.350 1,826 1,662 3.352 10/19/2023 472376AC6 1100 Jefferson Bank & Trust 11/09/2017 245,000.00 243,027.75 245,000.00 1.750 915 407 1.751 05/12/2020 50116CBE8 1101 Kansas State Bank 11/17/2017 245,000.00 240,092.65 245,000.00 2.100 1,642 1,142 2.099 05/17/2022 499724AB8 1110 Knoxville TVA Credit Union 12/29/2017 245,000.00 241,099.60 245,000.00 2.400 1,826 1,368 2.401 12/29/2022 560507AK1 1171 Maine Savings FCU 12/28/2018 248,000.00 251,985.36 248,000.00 3.300 1,158 1,064 3.306 02/28/2022 57116ARV2 1155 Marlin Business Bank 10/17/2018 248,000.00 252,027.52 248,000.00 3.300 1,826 1,660 3.302 10/17/2023 58404DCX7 1169 Medallion Bank 12/07/2018 248,000.00 252,860.80 248,000.00 3.400 1,461 1,346 3.402 12/07/2022 58740XZL7 1087 Mercantile Bank of Michigan 07/07/2017 240,000.00 237,825.60 240,000.00 1.750 1,096 463 1.752 07/07/2020 063615AVO 1002 Bank Midwest 06/12/2015 248,000.00 245,569.60 248,000.00 1.650 1,827 438 1.652 06/12/2020 61747MA92 1109 Morgan Stanley Bank 11/16/2017 245,000.00 244,029.80 245,000.00 1.800 732 231 1.800 11/18/2019 619165JD6 1173 Morton Community 03/20/2019 248,000.00 246,561.60 248,000.00 2.750 1,553 1,541 2.753 06/20/2023 59013J4K2 1163 Merrick Bank 10/30/2018 248,000.00 251,581.12 248,000.00 3.250 1,459 1,306 3.252 10/28/2022 61760AEPO 1108 Morgan Stanley Private Bk, NA 11/16/2017 245,000.00 243,953.85 245,000.00 1.750 732 231 1.750 11/18/2019 62384RACO 1099 Mountain America Federal CU 11/08/2017 245,000.00 240,548.35 245,000.00 2.300 1,826 1,317 2.301 11/08/2022 625925AR3 1160 Municipal Trust and Savings 10/17/2018 245,000.00 247,935.10 245,000.00 3.200 1,826 1,660 3.202 10/17/2023 Run Date: 05/08/2019 - 14:34 Portfolio CITY CID PM (PRF_PM2) 7.3.0 53 City of La Quinta Portfolio Management Portfolio Details - Investments March 31, 2019 Page 4 CUSIP Average Investment # Issuer Balance Purchase Date Par Value Market Value Book Value Stated Rate Term Days to Maturity YTM 365 Maturity Date Certificate of Deposits 64017AAQ7 1167 Neighbors FCU 12/21/2018 245,000.00 248,398.15 245,000.00 3.200 1,096 995 3.203 12/21/2021 635573AL2 1170 National Cooperative Bank, N.A 12/21/2018 245,000.00 250,034.75 245,000.00 3.400 1,826 1,725 3.402 12/21/2023 67054NAN3 1164 Numerica Credit Union 11/28/2018 248,000.00 254,733.20 248,000.00 3.550 1,826 1,702 3.552 11/28/2023 666613GVO 1127 Northpointe Bank 04/26/2018 240,000.00 240,458.40 240,000.00 2.700 1,279 939 2.703 10/26/2021 66736ABP3 1181 Northwest Bank 02/13/2019 248,000.00 248,094.24 248,000.00 2.950 1,826 1,779 2.951 02/13/2024 06426KAN8 1151 Bank of New England 07/31/2018 249,000.00 252,510.90 249,000.00 3.250 1,826 1,582 3.252 07/31/2023 677721CNO 1089 The Ohio Valley Bank 07/19/2017 240,000.00 234,856.80 240,000.00 1.900 1,645 1,024 1.903 01/19/2022 69324MAD7 1149 PCSB Bank 06/08/2018 245,000.00 246,680.70 245,000.00 3.000 1,461 1,164 3.002 06/08/2022 704692AL6 1031 Peapack -Gladstone Bank 05/28/2014 240,000.00 239,877.60 240,000.00 1.800 1,826 57 1.801 05/28/2019 74267GVG9 1032 PrivateBank & Trust 05/26/2016 240,000.00 235,485.60 240,000.00 1.500 1,826 786 1.501 05/26/2021 74934YAH4 1144 RCB Bank 06/20/2018 245,000.00 247,474.50 245,000.00 3.150 1,826 1,541 3.152 06/20/2023 75701LAB3 1166 Red Rocks Credit Union 12/07/2018 248,000.00 252,426.80 248,000.00 3.350 1,461 1,346 3.352 12/07/2022 319267GC8 1081 First Bank Richmond 06/21/2017 245,000.00 242,371.15 245,000.00 1.800 1,251 602 1.802 11/23/2020 76951DAL4 1034 Riverwood 06/05/2015 248,000.00 247,280.80 248,000.00 1.400 1,553 157 1.402 09/05/2019 79545OA70 1083 Sallie Mae Bank Salt Lake City 06/21/2017 240,000.00 236,824.80 240,000.00 2.350 1,826 1,177 2.351 06/21/2022 83427LAX2 1035 Solomon State 06/04/2015 248,000.00 247,692.48 248,000.00 1.400 1,461 64 1.401 06/04/2019 857894TC3 1076 Stearnes Bank, N.A. 04/21/2017 240,000.00 237,782.40 240,000.00 1.600 1,096 386 1.588 04/21/2020 87164XQV1 1080 Synchrony Bank Retail 06/02/2017 240,000.00 237,288.00 240,000.00 2.400 1,826 1,158 2.401 06/02/2022 89214PBL2 1128 Towne Bank 04/30/2018 240,000.00 241,569.60 240,000.00 2.800 1,096 760 2.803 04/30/2021 89269CBX9 1148 Traditions Bank 06/08/2018 245,000.00 246,592.50 245,000.00 3.000 1,522 1,225 3.002 08/08/2022 90348JEJ5 1161 UBS Bank USA 10/17/2018 245,000.00 249,498.20 245,000.00 3.350 1,826 1,660 3.352 10/17/2023 90521AQW1 1136 Union BankNA 05/16/2018 240,000.00 239,959.20 240,000.00 2.200 365 45 2.200 05/16/2019 91330ABN6 1120 Unity Bank 03/16/2018 245,000.00 245,465.50 245,000.00 2.550 1,096 715 2.552 03/16/2021 91435LAG2 1134 University of Iowa Comm. CU 05/14/2018 240,000.00 241,502.40 240,000.00 3.050 1,827 1,505 3.052 05/15/2023 92535LCD4 1180 Verus Bank of Commerce 02/28/2019 248,000.00 246,442.56 248,000.00 2.700 1,461 1,429 2.700 02/28/2023 94768NJQ8 1042 Webster Bank 04/23/2014 240,000.00 239,954.40 240,000.00 1.800 1,826 22 1.801 04/23/2019 949763XY7 1174 Wells Fargo 02/27/2019 248,000.00 248,399.28 248,000.00 3.000 1,826 1,793 3.001 02/27/2024 92937CHG6 1145 Wex Bank 06/13/2018 245,000.00 245,793.80 245,000.00 2.750 733 441 2.754 06/15/2020 Subtotal and Average 20,473,580.65 20,721,000.00 20,696,060.07 20,721,000.00 1,491 951 2.455 Corporate Notes 037833CC2 1079 Apple Inc 06/12/2017 500,000.00 489,575.00 493,050.00 1.550 1,514 856 1.900 08/04/2021 19416QEA4 1175 Colgate-Palmolive 03/04/2019 500,000.00 492,255.00 485,250.00 1.950 1,430 1,402 2.751 02/01/2023 594918BV5 1118 Microsoft Corporation 01/22/2018 500,000.00 497,040.00 497,700.00 1.850 745 311 2.081 02/06/2020 594918BQ6 1157 Microsoft Corporation 10/15/2018 400,000.00 390,676.00 378,360.00 2.000 1,758 1,590 3.222 08/08/2023 742718DY2 1159 Proctor and Gamble 10/15/2018 500,000.00 499,250.00 487,950.00 2.300 1,210 1,042 3.071 02/06/2022 Run Date: 05/08/2019 - 14:34 Portfolio CITY CP PM (PRF_PM2) 7.3.0 54 City of La Quinta Portfolio Management Page 5 Portfolio Details - Investments March 31, 2019 Average Purchase Stated Days to YTM Maturity CUSIP Investment # Issuer Balance Date Par Value Market Value Book Value Rate Term Maturity 365 Date Corporate Notes 89236TDH5 1098 Toyota Motor Credit Corp 11/07/2017 500,000.00 497,060.00 498,750.00 1.550 710 200 1.681 10/18/2019 Subtotal and Average 2,794,100.32 2,900,000.00 2,865,856.00 2,841,060.00 1,204 868 2.416 Money Market Accounts SYS1153 1153 California Asset Management Pr 09/26/2018 9,446,290.83 9,446,290.83 9,446,290.83 1 1 0.000 Subtotal and Average 8,471,279.30 9,446,290.83 9,446,290.83 9,446,290.83 1 1 0.000 Money Market with Fiscal Agent SYS1058 1058 US Bank 07/01/2016 1,666.58 1,666.58 1,666.58 1 1 0.000 Subtotal and Average 4,277,832.58 1,666.58 1,666.58 1,666.58 1 1 0.000 Managed Pool Accounts-OPEB Trust SYS1114 1114 CalPERS CERBT Plan 07/01/2018 1,574,839.50 1,574,839.50 1,574,839.50 1 1 0.000 Subtotal and Average 1,451,572.40 1,574,839.50 1,574,839.50 1,574,839.50 1 1 0.000 Total and Average 146,981,496.78 Run Date: 05/08/2019 - 14:34 141, 065,686.90 140,452, 005.64 140, 802,934.40 620 347 2.019 Portfolio CITY CID PM (PRF_PM2) 7.3.0 55 t(v Qa i4 ( rd U City of La Quinta Total Earnings GEM ofthe DESERT - Sorted by Fund - Fund March 1, 2019 - March 31, 2019 City of La Quinta CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Ending Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gainl/Loss Adjusted Interest Earnings Fund: General Fund 3135GOZG1 1139 101 FNMA 500,000.00 496,700.00 496,700.00 1.750 1.728 729.17 0.00 0.00 729.17 3135GOS53 1072 101 FNMA 2,000,000.00 2,000,000.00 2,000,000.00 1.700 1.668 2,833.33 0.00 0.00 2,833.33 3135GON33 1140 101 FNMA 500,000.00 492,000.00 492,000.00 0.875 0.872 364.58 0.00 0.00 364.58 3134GBXF4 1084 101 FHLMC 1,000,000.00 999,500.00 999,500.00 2.000 1.963 1,666.67 0.00 0.00 1,666.67 3134GSCD5 1116 101 FHLMC 1,000,000.00 1,000,000.00 1,000,000.00 2.550 2.502 2,125.00 0.00 0.00 2,125.00 3137EADZ9 1129 101 FHLMC 500,000.00 495,250.00 495,250.00 1.125 1.114 468.75 0.00 0.00 468.75 3134GSCQ6 1122 101 FHLMC 750,000.00 746,625.00 746,625.00 2.750 2.710 1,718.75 0.00 0.00 1,718.75 3134G8Y37 1054 101 FHLMC 2,500,000.00 2,500,000.00 2,500,000.00 1.500 1.472 3,125.00 0.00 0.00 3,125.00 3134GBWG3 1090 101 FHLMC 1,000,000.00 1,000,000.00 1,000,000.00 2.150 2.110 1,791.66 0.00 0.00 1,791.66 3134GSWSO 1156 101 FHLMC 400,000.00 398,800.00 398,800.00 3.000 2.952 1,000.00 0.00 0.00 1,000.00 3134GBAE2 1073 101 FHLMC 2,000,000.00 1,990,000.00 1,990,000.00 2.000 1.972 3,333.33 0.00 0.00 3,333.33 3133EGFU4 1141 101 FFCB 500,000.00 494,750.00 494,750.00 1.210 1.200 504.17 0.00 0.00 504.17 3133EGLC7 1092 101 FFCB 1,000,000.00 992,600.00 992,600.00 1.080 1.068 900.00 0.00 0.00 900.00 3133EJYL7 1158 101 FFCB 250,000.00 247,275.00 247,275.00 2.800 2.778 583.34 0.00 0.00 583.34 3133EHJA2 1142 101 FFCB 500,000.00 491,750.00 491,750.00 1.550 1.546 645.83 0.00 0.00 645.83 3133EHWM1 1105 101 FFCB 1,000,000.00 992,200.00 992,200.00 1.700 1.681 1,416.67 0.00 0.00 1,416.67 3130AFW94 1177 101 FHLB 500,000.00 0.00 498,550.00 2.500 2.460 1,041.66 0.00 0.00 1,041.66 313OA7QZ1 1053 101 FHLB 2,500,000.00 2,491,250.00 2,491,250.00 1.350 1.329 2,812.50 0.00 0.00 2,812.50 313OA9UQ2 1064 101 FHLB 2,500,000.00 2,500,000.00 2,500,000.00 1.375 1.349 2,864.59 0.00 0.00 2,864.59 313OA66T9 1104 101 FHLB 1,000,000.00 996,800.00 996,800.00 1.625 1.600 1,354.17 0.00 0.00 1,354.17 3130ADMF6 1121 101 FHLB 1,000,000.00 999,000.00 999,000.00 2.625 2.578 2,187.50 0.00 0.00 2,187.50 912828WLO 1130 101 USTR 1,000,000.00 992,600.00 992,600.00 1.500 1.515 1,277.47 0.00 0.00 1,277.47 912828VA5 1138 101 USTR 500,000.00 488,250.00 488,250.00 1.125 1.162 481.70 0.00 0.00 481.70 912828,184 1068 101 USTR 2,500,000.00 2,483,250.00 2,483,250.00 1.375 1.388 2,927.02 0.00 0.00 2,927.02 9128282W9 1178 101 USTR 500,000.00 0.00 489,687.50 1.875 1.919 798.27 0.00 0.00 798.27 912828S27 1045 101 USTR 5,000,000.00 5,000,000.00 5,000,000.00 1.125 1.134 4,816.99 0.00 0.00 4,816.99 912828U73 1069 101 USTR 2,500,000.00 2,490,750.00 2,490,750.00 1.375 1.384 2,927.54 0.00 0.00 2,927.54 912828T67 1070 101 USTR 2,000,000.00 1,942,800.00 1,942,800.00 1.250 1.297 2,140.89 0.00 0.00 2,140.89 9128282Q2 1117 101 USTR 1,000,000.00 985,800.00 985,800.00 1.500 1.534 1,284.53 0.00 0.00 1,284.53 4159282482 1057 101 WELLS 2,667,328.43 4,927,929.22 2,667,328.43 0.01 0.00 0.00 0.01 Run Date: 05/08/2019 -14:16 Portfolio CITY CID TE (PRF_TE) 7.3.6 I5p6rt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 2 March 1, 2019 - March 31, 2019 CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Ending Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gain[/Loss Adjusted Interest Earnings Fund: General Fund 949763XY7 1174 101 WELLS 248,000.00 248,000.00 248,000.00 3.000 3.000 631.89 0.00 0.00 631.89 38148PJK4 1078 101 GLDMAN 240,000.00 240,000.00 240,000.00 2.400 2.400 489.21 0.00 0.00 489.21 02587DP85 1077 101 AMEX 240,000.00 240,000.00 240,000.00 2.250 2.250 458.63 0.00 0.00 458.63 94768NJQ8 1042 101 WEB 240,000.00 240,000.00 240,000.00 1.800 1.800 366.90 0.00 0.00 366.90 05580AGK4 1067 101 BMW 240,000.00 240,000.00 240,000.00 2.200 2.200 448.44 0.00 0.00 448.44 58404DCX7 1169 101 MEDBA 248,000.00 248,000.00 248,000.00 3.400 3.400 716.15 0.00 0.00 716.15 06740KLJ4 1097 101 BARCLY 240,000.00 240,000.00 240,000.00 2.300 2.300 468.82 0.00 0.00 468.82 88413QBY3 1112 101 3RD 245,000.00 245,000.00 245,000.00 2.500 2.500 520.21 0.00 0.00 520.21 294209AQ4 1016 101 EPHRAT 240,000.00 240,000.00 240,000.00 1.650 1.650 336.33 0.00 0.00 336.33 59013J4K2 1163 101 MRRCK 248,000.00 248,000.00 248,000.00 3.250 3.250 684.54 0.00 0.00 684.54 31938QH72 1019 101 1STBUS 240,000.00 240,000.00 240,000.00 1.750 1.750 356.71 0.00 0.00 356.71 402194EB6 1024 101 GCB 240,000.00 240,000.00 240,000.00 1.750 1.750 356.71 0.00 0.00 356.71 704692AL6 1031 101 PEAPAC 240,000.00 240,000.00 240,000.00 1.800 1.800 366.91 0.00 0.00 366.91 89214PBL2 1128 101 TOWNE 240,000.00 240,000.00 240,000.00 2.800 2.800 570.74 0.00 0.00 570.74 619165JD6 1173 101 MORTN 248,000.00 0.00 248,000.00 2.750 2.750 205.53 0.00 0.00 205.53 83427LAX2 1035 101 SOLOM 248,000.00 248,000.00 248,000.00 1.400 1.400 294.88 0.00 0.00 294.88 20786ABD6 1011 101 CONNEC 248,000.00 248,000.00 248,000.00 1.500 1.500 315.95 0.00 0.00 315.95 76951DAL4 1034 101 RVRW 248,000.00 248,000.00 248,000.00 1.400 1.400 294.88 0.00 0.00 294.88 29976DXX3 1017 101 EVRBA 248,000.00 248,000.00 248,000.00 1.700 1.700 358.08 0.00 0.00 358.08 140420RXO 1006 101 CAPONE 245,000.00 245,000.00 245,000.00 1.900 1.900 395.35 0.00 0.00 395.35 063615AVO 1002 101 MIDWES 248,000.00 248,000.00 248,000.00 1.650 1.650 347.54 0.00 0.00 347.54 02007GHX4 1176 101 ALLY 245,000.00 0.00 245,000.00 2.500 2.500 419.52 0.00 0.00 419.52 20033APG5 1009 101 CCBA 240,000.00 240,000.00 240,000.00 1.700 1.700 346.53 0.00 0.00 346.53 74267GVG9 1032 101 PRVTBA 240,000.00 240,000.00 240,000.00 1.500 1.500 305.75 0.00 0.00 305.75 98-33-434 1055 101 LAIF 49,193,701.78 51,693,701.78 49,193,701.78 2.436 2.546 108,307.74 0.00 0.00 108,307.74 2546722U1 1066 101 DISCOV 240,000.00 240,000.00 240,000.00 2.250 2.250 458.63 0.00 0.00 458.63 478160BR4 1075 101 J&J 0.00 1,993,200.00 0.00 1.125 0.00 0.00 6,800.00 6,800.00 857894TC3 1076 101 STRNS 240,000.00 240,000.00 240,000.00 1.600 1.600 326.14 0.00 0.00 326.14 037833CC2 1079 101 APPL 500,000.00 493,050.00 493,050.00 1.550 1.542 645.83 0.00 0.00 645.83 87164XQV1 1080 101 SYNCHR 240,000.00 240,000.00 240,000.00 2.400 2.400 489.21 0.00 0.00 489.21 319267GC8 1081 101 RICHMN 245,000.00 245,000.00 245,000.00 1.800 1.800 374.55 0.00 0.00 374.55 14042RGD7 1082 101 CAP1NA 240,000.00 240,000.00 240,000.00 2.250 2.250 458.63 0.00 0.00 458.63 795450A70 1083 101 SALMAE 240,000.00 240,000.00 240,000.00 2.350 2.350 479.01 0.00 0.00 479.01 15523RBJ4 1085 101 CNTRL 240,000.00 240,000.00 240,000.00 1.850 1.850 377.09 0.00 0.00 377.09 06610RAP4 1086 101 BNKRS 240,000.00 240,000.00 240,000.00 1.800 1.800 366.91 0.00 0.00 366.91 58740XZL7 1087 101 MERCTL 240,000.00 240,000.00 240,000.00 1.750 1.750 356.72 0.00 0.00 356.72 40434YLE5 1088 101 HSBC 240,000.00 240,000.00 240,000.00 2.300 2.300 468.82 0.00 0.00 468.82 Run Date: 05/08/2019 -14:16 Portfolio CITY CID TE (PRF_TE) 7.3.6 ISp7rt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 3 March 1, 2019 - March 31, 2019 CUSIP Investment # Fund Issuer Ending Par Value Beginning Book Value Ending Book Value Current Rate Annualized Yield Interest Earned Adjusted Interest Earnings Amortization/ Realized Accretion Gain[/Loss Adjusted Interest Earnings Fund: General Fund 677721CN0 1089 101 OHVAL 240,000.00 240,000.00 240,000.00 1.900 1.900 387.29 0.00 0.00 387.29 320165HX4 1091 101 1STFRM 240,000.00 240,000.00 240,000.00 1.650 1.650 336.33 0.00 0.00 336.33 259744DS6 1093 101 DOUGLS 240,000.00 240,000.00 240,000.00 1.650 1.650 336.32 0.00 0.00 336.32 319141GT8 1094 101 HIGHLD 240,000.00 240,000.00 240,000.00 1.750 1.750 356.71 0.00 0.00 356.71 01859BAA3 1095 101 ALLIAN 245,000.00 245,000.00 245,000.00 2.250 2.250 468.19 0.00 0.00 468.19 02587CFU9 1096 101 AMFSB 240,000.00 240,000.00 240,000.00 2.400 2.400 489.21 0.00 0.00 489.21 89236TDH5 1098 101 TOYOTA 500,000.00 498,750.00 498,750.00 1.550 1.525 645.84 0.00 0.00 645.84 62384RAC0 1099 101 MTNAMR 245,000.00 245,000.00 245,000.00 2.300 2.300 478.58 0.00 0.00 478.58 472376AC6 1100 101 JFFRSN 245,000.00 245,000.00 245,000.00 1.750 1.750 364.14 0.00 0.00 364.14 50116CBE8 1101 101 KANSAS 245,000.00 245,000.00 245,000.00 2.100 2.100 436.97 0.00 0.00 436.97 080515CD9 1102 101 BELMNT 245,000.00 245,000.00 245,000.00 2.100 2.100 436.98 0.00 0.00 436.98 22766ACB9 1106 101 CRS1ST 245,000.00 245,000.00 245,000.00 2.200 2.200 457.78 0.00 0.00 457.78 29367QCP1 1107 101 ENTRPR 245,000.00 245,000.00 245,000.00 2.150 2.150 447.38 0.00 0.00 447.38 61760AEP0 1108 101 MSPRIV 245,000.00 245,000.00 245,000.00 1.750 1.750 364.14 0.00 0.00 364.14 61747MA92 1109 101 MORGST 245,000.00 245,000.00 245,000.00 1.800 1.800 374.55 0.00 0.00 374.55 499724AB8 1110 101 KNOX 245,000.00 245,000.00 245,000.00 2.400 2.400 499.40 0.00 0.00 499.40 3563813AA9 1111 101 FREECU 245,000.00 245,000.00 245,000.00 2.050 2.050 426.57 0.00 0.00 426.57 SYS1059 1059 101 CITYPC 3,300.00 3,300.00 3,300.00 0.00 0.00 0.00 0.00 SYS1114 1114 101 CALPRS 1,574,839.50 1,447,463.50 1,574,839.50 0.00 0.00 0.00 0.00 594918BV5 1118 101 MCRSFT 500,000.00 497,700.00 497,700.00 1.850 1.824 770.83 0.00 0.00 770.83 594918BQ6 1157 101 MCRSFT 400,000.00 378,360.00 378,360.00 2.000 2.075 666.67 0.00 0.00 666.67 034577AH9 1119 101 ANECA 245,000.00 245,000.00 245,000.00 2.800 2.800 582.63 0.00 0.00 582.63 91330ABN6 1120 101 UNITY 245,000.00 245,000.00 245,000.00 2.550 2.550 530.61 0.00 0.00 530.61 17312QJ26 1123 101 CITINA 245,000.00 245,000.00 245,000.00 2.900 2.900 603.44 0.00 0.00 603.44 337151-13J8 1124 101 1STTCH 245,000.00 245,000.00 245,000.00 2.700 2.700 561.82 0.00 0.00 561.82 29278TAY6 1125 101 ENER 240,000.00 240,000.00 240,000.00 2.950 2.950 601.31 0.00 0.00 601.31 30960QAG2 1126 101 FARMIG 240,000.00 240,000.00 240,000.00 2.800 2.800 570.74 0.00 0.00 570.74 666613GV0 1127 101 NORPNT 240,000.00 240,000.00 240,000.00 2.700 2.700 550.36 0.00 0.00 550.36 17801DDT0 1132 101 CNBF 240,000.00 240,000.00 240,000.00 2.200 2.200 448.44 0.00 0.00 448.44 59101LDR5 1133 101 METASF 0.00 245,000.00 0.00 2.050 2.050 13.76 0.00 0.00 13.76 91435LAG2 1134 101 UOFICU 240,000.00 240,000.00 240,000.00 3.050 3.050 621.70 0.00 0.00 621.70 90521AQW1 1136 101 UNION 240,000.00 240,000.00 240,000.00 2.200 2.200 448.44 0.00 0.00 448.44 01748DBE5 1143 101 ALLGNC 245,000.00 245,000.00 245,000.00 3.100 3.100 645.05 0.00 0.00 645.05 74934YAH4 1144 101 RCB 245,000.00 245,000.00 245,000.00 3.150 3.150 655.46 0.00 0.00 655.46 92937CHG6 1145 101 WEX 245,000.00 245,000.00 245,000.00 2.750 2.750 572.23 0.00 0.00 572.23 27002YDV5 1146 101 EAGLE 245,000.00 245,000.00 245,000.00 2.850 2.850 593.03 0.00 0.00 593.03 32110YLK9 1147 101 1STNBA 245,000.00 245,000.00 245,000.00 3.150 3.150 655.45 0.00 0.00 655.45 Run Date: 05/08/2019 -14:16 Portfolio CITY CID TE (PRF_TE) 7.3.6 I518rt Ver. 7.3.6.1 City of La Quinta Total Earnings March 1, 2019 - March 31, 2019 Adjusted Interest Earnings Page 4 Ending Beginning Ending Current Annualized Interest Amortization/ Realized Adjusted Interest CUSIP Investment # Fund Issuer Par Value Book Value Book Value Rate Yield Earned Accretion Gain[/Loss Earnings Fund: General Fund 89269CBX9 1148 101 TRAD 245,000.00 245,000.00 245,000.00 3.000 3.000 624.25 0.00 0.00 624.25 69324MAD7 1149 101 PCSB 245,000.00 245,000.00 245,000.00 3.000 3.000 624.25 0.00 0.00 624.25 369674AV8 1150 101 GECRUN 240,000.00 240,000.00 240,000.00 3.100 3.100 631.89 0.00 0.00 631.89 06426KAN8 1151 101 NWENGL 249,000.00 249,000.00 249,000.00 3.250 3.250 687.31 0.00 0.00 687.31 SYS1153 1153 101 CAMP 9,446,290.83 8,327,528.07 9,446,290.83 2.608 18,762.76 0.00 0.00 18,762.76 474067AQ8 1154 101 JEFF 245,000.00 245,000.00 245,000.00 3.350 3.350 697.07 0.00 0.00 697.07 57116ARV2 1155 101 MARBUS 248,000.00 248,000.00 248,000.00 3.300 3.300 695.08 0.00 0.00 695.08 742718DY2 1159 101 P&G 500,000.00 487,950.00 487,950.00 2.300 2.312 958.33 0.00 0.00 958.33 625925AR3 1160 101 MUNTRS 245,000.00 245,000.00 245,000.00 3.200 3.200 665.86 0.00 0.00 665.86 90348JEJ5 1161 101 UBS 245,000.00 245,000.00 245,000.00 3.350 3.350 697.08 0.00 0.00 697.08 20143PDV9 1162 101 COMMBK 248,000.00 248,000.00 248,000.00 3.400 3.400 716.15 0.00 0.00 716.15 67054NAN3 1164 101 NMRCA 248,000.00 248,000.00 248,000.00 3.550 3.550 747.74 0.00 0.00 747.74 307660LC2 1165 101 FARMBU 248,000.00 248,000.00 248,000.00 3.000 3.000 631.89 0.00 0.00 631.89 75701LAB3 1166 101 REDRCK 248,000.00 248,000.00 248,000.00 3.350 3.350 705.61 0.00 0.00 705.61 64017AAQ7 1167 101 NEIGH 245,000.00 245,000.00 245,000.00 3.200 3.200 665.86 0.00 0.00 665.86 33646CKP8 1168 101 1STSRC 245,000.00 245,000.00 245,000.00 3.150 3.150 655.46 0.00 0.00 655.46 635573AL2 1170 101 NLCOOP 245,000.00 245,000.00 245,000.00 3.400 3.400 707.48 0.00 0.00 707.48 560507AK1 1171 101 MAINE 248,000.00 248,000.00 248,000.00 3.300 3.300 695.08 0.00 0.00 695.08 SYS1172066851 1172 101 BARHAR 248,000.00 248,000.00 248,000.00 3.350 3.350 705.61 0.00 0.00 705.61 19416QEA4 1175 101 COLGTE 500,000.00 0.00 485,250.00 1.950 1.964 731.25 0.00 0.00 731.25 SYS1183 1183 101 STIFEL 119,279.88 0.00 119,279.88 0.309 24.83 0.00 0.00 24.83 32117BCX4 1179 101 1STNBK 248,000.00 0.00 248,000.00 2.800 2.800 494.64 0.00 0.00 494.64 92535LCD4 1180 101 VERUS 248,000.00 248,000.00 248,000.00 2.700 2.700 568.70 0.00 0.00 568.70 66736ABP3 1181 101 NRTHWS 248,000.00 248,000.00 248,000.00 2.950 2.950 621.36 0.00 0.00 621.36 Subtotal 124,525,740.42 127,681,882.57 124,262,987.92 2.161 224,400.46 0.00 6,800.00 231,200.46 Fund: 1st Empire Securities Cash Bal SYS1060 1060 102 EMPIRE 0.00 86,957.92 0.00 2.013 430.62 0.00 0.00 430.62 Subtotal 0.00 86,957.92 0.00 2.013 430.62 0.00 0.00 430.62 Fund: Fiscal Agent SYS1058 1058 231 USBANK 1,666.58 4,420,371.45 1,666.58 0.456 1,656.29 0.00 0.00 1,656.29 Subtotal 1,666.58 4,420,371.45 1,666.58 0.456 1,656.29 0.00 0.00 1,656.29 Fund: Housing Authority : WSA and LQ SYS1062 1062 241 LOPR 276,436.17 269,429.83 276,436.17 0.00 0.00 0.00 0.00 Portfolio CITY CP Run Date: 05/08/2019 -14:16 TE (PRF_TE) 7.3.6 l519rt Ver. 7.3.6.1 City of La Quinta Total Earnings Page 5 March 1, 2019 - March 31, 2019 Adjusted Interest Earnings Ending Beginning Ending Current Annualized Interest Amortization/ Realized Adjusted Interest CUSIP Investment # Fund Issuer Par Value Book Value Book Value Rate Yield Earned Accretion Gainl/Loss Earnings Subtotal 276,436.17 269,429.83 276,436.17 0.00 0.00 0.00 0.00 Fund: SA Low/Mod Bond Fund 25-33-005 1113 249 LAIF 16,261,843.73 16,261,843.73 16,261,843.73 2.436 2.546 35,168.84 0.00 0.00 35,168.84 Subtotal 16,261,843.73 16,261,843.73 16,261,843.73 2.546 35,168.84 0.00 0.00 35,168.84 Total 141,065,686.90 148,720,485.50 140,802,934.40 2.149 261,656.21 0.00 6,800.00 268,456.21 Run Date: 05/08/2019 - 14:16 Portfolio CITY CID TE (PRF_TE) 7.3.6 Ffgl@rt Ver. 7.3.6.1 GEM ofthe DESERT — City of La Quinta Maturity Report Sorted by Maturity Date Received or due during January 1, 2019 - March 31, 2019 City of La Quinta Sec. Maturity Purchase Rate Book Value Maturity Net CUSIP Investment # Fund Type Issuer Par Value Date Date at Maturity at Maturity Interest Proceeds Income 307814DC4 1018 101 MC1 FARMER 248,000.00 02/05/2019 06/05/2015 1.250 248,000.00 263.29 248,263.29 263.29 649447RL5 1137 101 MC1 NYCMBK 245,000.00 02/25/2019 05/25/2018 2.050 245,000.00 3,797.84 248,797.84 3,797.84 9497483N5 1043 101 MC1 WELLS 240,000.00 02/26/2019 02/26/2016 1.200 240,000.00 244.60 240,244.60 244.60 478160BR4 1075 101 MC2 J&J 2,000,000.00 03/01/2019 03/29/2017 1.125 1,993,200.00 11,250.00 2,011,250.00 18,050.00 59101LDR5 1133 101 MC1 METASF 245,000.00 03/01/2019 05/15/2018 2.050 245,000.00 192.64 245,192.64 192.64 Run Date: 05/09/2019 - 09:25 Total Maturities 2,978,000.00 2,971,200.00 15,748.37 2,993,748.37 22,548.37 Portfolio CITY CID MA (PRF_MA) 7.1.1 jeport Ver. 7.3.6.1 Qa&ta� GEM of the DESERT — City of La Quinta Purchases Report Sorted by Fund - Fund January 1, 2019 - March 31, 2019 City of La Quinta Sec. Original Purchase Principal Accrued Interest Rate at Maturity Ending CUSIP Investment # Fund Type Issuer Par Value Date Payment Periods Purchased at Purchase Purchase Date YTM Book Value General Fund 66736ABP3 1181 101 MC1 NRTHWS 248,000.00 02/13/2019 03/13 - Monthly 248,000.00 2.950 02/13/2024 2.951 248,000.00 949763XY7 1174 101 MC1 WELLS 248,000.00 02/27/2019 03/27 - Monthly 248,000.00 3.000 02/27/2024 3.001 248,000.00 92535LCD4 1180 101 MC1 VERUS 248,000.00 02/28/2019 03/28 - Monthly 248,000.00 2.700 02/28/2023 2.700 248,000.00 3130AFW94 1177 101 FAC FHLB 500,000.00 03/01/2019 08/13 - 02/13 498,550.00 Received 2.500 02/13/2024 2.563 498,550.00 9128282W9 1178 101 TRC USTR 500,000.00 03/01/2019 03/31 - 09/30 489,687.50 Received 1.875 09/30/2022 2.480 489,687.50 19416QEA4 1175 101 MC2 COLGTE 500,000.00 03/04/2019 08/01 -02/01 485,250.00 Received 1.950 02/01/2023 2.751 485,250.00 32117BCX4 1179 101 MC1 1 STNBK 248,000.00 03/05/2019 04/05 - Monthly 248,000.00 2.800 05/05/2023 2.802 248,000.00 02007GHX4 1176 101 MC1 ALLY 245,000.00 03/07/2019 09/07 - 03/07 245,000.00 2.500 03/08/2021 2.016 245,000.00 SYS1183 1183 101 RRP STIFEL 322,386.83 03/18/2019 / - Monthly 322,386.83 119,279.88 619165JD6 1173 101 MC1 MORTN 248,000.00 03/20/2019 04/20 - Monthly 248,000.00 2.750 06/20/2023 2.753 248,000.00 Subtotal 3,307,386.83 3,280,874.33 0.00 3,077,767.38 Total Purchases 3,307,386.83 3,280,874.33 0.00 3,077,767.38 Received = Accrued Interest at Purchase was received by report ending date. Portfolio CITY CID Run Date: 05/09/2019 - 09:22 PU (PRF_PU) 7.1.1 deport Ver. 7.3.6.1 US Treasury Rates httDs://www.treasurv.eovlresource-center/data-chart-center/interest-rates/PacesITextView.asDx?data=vieldYear&vear=2019 Date 1 mo 2 mo 3 mo 6 mo 1 yr 2 yr 3 yr 5 yr 7 yr 10 yr 20 yr r 30 yr , 1/31/2019 2.42 2.43 2.41 2.46 2.55 2.45 2.43 2.43 2.51 2.63 2.83 2.99 2/28/2019 2.44 2.47 2.45 2.50 2.54 2.52 2.50 2.52 2.63 2.73 2.94 3.09 3/29/2019 2.43 2.44 2.40 2.44 2.40 2.27 2.21 2.23 2.31 2.41 2.63 2.81 3.59 s_aa E NozEL AIL 2.50 2_00 , 1_SD --+--2 yr f10yr 1_ao 4.5 D a_aa h A A A I A 0 ,1 ti l ti� � � 1 � �' � 1 1 91\" �ry o � .�1 �'�1 -1V ti 1 N ti � 63 Commercial Paper Rates https://www.federalreserve.gov/releases/cp/rates.htm Annual average 2017 0.94 I 0.93 I 0.95 I 0.97 I 1.01 I 1.06 2018 I 1.82 1.37 1.39 1.93I 1.98 2.04 2019* I 2.35 2.40 2.42 1 2.44I 2.47 2.50 Monthly average 2018-Dec. 2.26 2.27 2.34 2.441 2.48 2.52 2019-Jan. i 2.39 2.39 2.43 2.47I 2.50 2.55 Feb_ 2.37 2.39 2.41 1 2.431 2.46 2.49 Mar_ 2.37 2.39 2.43 2.44I 2.46 1 2.49 MI City of La Quinta CONSENT CALENDAR ITEM NO. 6 CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED MARCH 31, 2019 RECOMMENDATION Receive and file revenue and expenditure report dated March 31, 2019. EXECUTIVE SUMMARY • The report summarizes the City's year-to-date (YTD) revenues and period expenditures for March 2019 (Attachment 1). • This revenue and expenditure report was also reviewed by the Financial Advisory Commission on May 15, 2019. FISCAL IMPACT - None BACKGROUND/ANALYSIS Below is a summary of the column headers used on the Revenue and Expenditure Summary Reports: Original Total Budc7e - represents revenue and expenditure budgets the Council adopted in June 2018 for fiscal year 2018/19. Current Total Budget - represents original adopted budgets plus any carryovers (typically associated with long-term Capital Improvement Projects (CIP) from the prior fiscal year) and any Council approved budget amendments from throughout the year. Period Activity - represents actual revenues received and expenditures outlaid in the reporting month. Fiscal Activity - represents actual revenues received and expenditures outlaid YTD. Variance Favorable/ (Unfavorable) - represents the dollar difference between YTD collections/expenditures and the current budgeted amount. Percent Used - represents the percentage activity as compared to budget YTD. 65 March Revenues YTD Percent MTD YTD of Budget General Fund $ 8,087,394 $ 33,226,649 59.64% All Funds $ 10,145,962 $ 57,678,970 38.28% March Expenditures YTD Percent MTD YTD of Budget General Fund $ 7,766,591 $ 27,204,044 40.21% Payroll - General Fund $ 651,375 $ 6,675,480 39.87% All Funds $ 15,783,895 $ 69,504,664 39.87% Top Five Revenue/Income Sources for March General Fund Non -General Fund Fire Service Credit - Quarters 1 and 2 $ 3,358,477 SilverRock Greens Fees $ 536,063 Transient Occupancy (Hotel) Tax $ 1,070,149 Transfers In - Capital Improvement (CIP) Fund') $ 532,411 Measure G Sales Tax $ 1,002,592 County Government Revenue -Library/Museum $ 291,608 Sales Tax $ 906,817 Technology Support Internal Service Fund (2) $ 270,225 Allocated Interest - Quarters 2 and 3 $ 856,315 Insurance Internal Service Fund (z) $ 230,650 Top Five Expenditures/Outlays for March General Fund Non -General Fund Fire Service and Ladder Truck - Quarters 1 and 2 $ 3,333,743 Debt Service Payments- Successor Agency Bonds(4) $ 4,420,361 Sheriff Contract (November -December) $ 2,241,475 Land Acquisition(b) $ 1,167,524 Transfers Out - CIP $ 236,070 CIP - Design(6) $ 335,522 Park Equipment Maintenance (3) - Quarter 3 $ 163,750 Transfers Out - Quimby Fund to CIP $ 230,391 Parks Landscape Maintenance $ 107,553 Machinery and Equipment - Backhoe Purchase $ 132,847 (')Transfers in to the Capital Improvement Fund are from General Fund (including Measure G), Quimby, Gas Tax, and Measure A sources. (z) Internal Service Funds are used to account for activites involved in rendering services to departments within the City; quarterly journal entries move revenue into these funds. (3) These charges in the General Fund represent quarterly contributions to the Internal Service Funds. (4)Interest and principal payments for redevelopment bonds, funded by dedicated Redevelopment Property Tax Trust Fund (RPTTF) revenue. isi Final payment for land purchase; Eisenhower Drive retention basin/drainage improvement project. (6) CIP Design: Multiple CIP projects including Village Complete Streets; SilverRock Event Site; Eisenhower retention basin/drainage; and X-Park The revenue report includes revenues and transfers into funds from other funds (income items). Revenues are not received uniformly throughout the year, resulting in peaks and valleys. For example, large property tax payments are usually received in December and May. Similarly, Redevelopment Property Tax Trust Fund payments are typically received in January and June. Any timing imbalance of revenue receipts versus expenditures is funded from the City's cash flow reserve. The expenditure report includes expenditures and transfers out to other funds. Unlike revenues, expenditures are more likely to be consistent from month to month. However, large debt service payments or CIP expenditures can cause swings. Prepared by: Rosemary Hallick, Financial Services Analyst Approved by: Karla Campos, Finance Director Attachment: 1. Revenue and Expenditure Report for March 31, 2019 ta �a CALIFORNIA Fund 101 - GENERAL FUND 201 - GAS TAX FUND 202 - LIBRARY & MUSEUM FUND 203 - PUBLIC SAFETY FUND (MEASU 210 - FEDERAL ASSISTANCE FUND 212 - SLESA (COPS) FUND 213-JAG FUND 215 - LIGHTING & LANDSCAPING FU 217 - DEVELOPMENT AGREEMENT 219 - ASSET FORFEITURE 220-QUIMBYFUND 221 - AB 939 - CALRECYCLE FUND 223 - MEASURE A FUND 224-TUMF FUND 225 - INFRASTRUCTURE FUND 226-EMERGENCY MANAGEMENT 227 - State Homeland Security Frogi 230 - CASp FUND, AB 1379 231 - SUCCESSOR AGCY PA 1 RORF 235 - 50 COAST AIR QUALITY FUND 237 - SUCCESSOR AGCY PA 1 ADMII` 241 - HOUSING AUTHORITY 243 - RDA Low -Mod Housing Fund 248 - SA 2004 LO/MOD BOND FUNC 249 - SA 2011 LOW/MOD BOND FUI 250-TRANSPORTATION DIF FUND 251 - PARKS & REC DIF FUND 252 - CIVIC CENTER DIF FUND 253 - LIBRARY DEVELOPMENT DIF 254 - COMMUNITY CENTER DIF 255 - STREET FACILITY DIF FUND 256 - PARK FACILITY DIF FUND 257 - FIRE PROTECTION DIF 270 - ART IN PUBLIC PLACES FUND 275 - LQ PUBLIC SAFETY OFFICER 299 - INTEREST ALLOCATION FUND 310 - LQ FINANCE AUTHORITY DEBT 401 - CAPITAL IMPROVEMENT PRO( 501 - FACILITY & FLEET REPLACEMEI 502 - INFORMATION TECHNOLOGY 503 - PARK EQUIP & FACILITY FUND 504 - INSURANCE FUND 601 - SILVERROCK RESORT 602 - SILVERROCK GOLF RESERVE 760 - SUPPLEMENTAL PENSION PLA 761 - CERBT OPEB TRUST Report Tota I: For Fiscal: 2018/19 Period Ending: 03/31/2019 Revenue Summary Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Used 52,297,400 55,710,250 8,087,394 33,226,649 -22,483,601 59.64 % 1,965,500 1,965,500 111,752 1,316,781 -648,719 66.99 % 2,333,000 2,313,000 361,422 1,511,287 -801,713 65.34 % 200,000 203,000 4,727 204,793 1,793 100.88 % 72,000 66,226 0 0 -66,226 0.00 % 100,100 100,100 9,833 100,267 167 100.17 % 0 213 0 268 55 125.88 % 1,586,100 1,586,100 2,524 1,138,398 -447,702 71.77 % 0 30,800 379 156 -30,644 0.51 % 0 0 0 0 0 0.00% 367,000 383,000 54,267 50,738 -332,262 13.25 % 63,700 66,200 26,068 40,345 -25,855 60.94 % 971,708 974,708 93,276 498,281 -476,427 51.12 % 0 0 288 278 278 0.00 % 100 100 293 278 178 277.70 % 0 12,000 83 83 -11,917 0.69 % 0 6,000 0 0 -6,000 0.00 % 4,000 10,000 2,287 16,313 6,313 163.13 % 0 20,482,627 9,558 7,568,910 -12,913,717 36.95 % 51,500 51,500 1,170 14,272 -37,228 27.71 % 0 12,005 2,429 3,929 -8,076 32.73 % 315,000 543,000 216,915 593,488 50,488 109.30 % 8,000 18,000 19,891 18,682 682 103.79 % 0 10,000 0 0 -10,000 0.00 % 30,000 170,000 0 208,526 38,526 122.66 % 369,000 379,000 51,594 355,194 -23,806 93.72 % 508,200 512,200 19,793 265,553 -246,647 51.85 % 110,000 110,000 3,104 95,113 -14,887 86.47 % 30,000 30,000 1,032 42,312 12,312 141.04 % 15,400 15,400 2,259 17,693 2,293 114.89 % 15,000 15,000 490 16,958 1,958 113.05 % 4,000 4,000 120 4,921 921 123.03 % 40,000 40,000 1,427 43,741 3,741 109.35 % 88,500 88,500 9,538 57,318 -31,182 64.77 % 2,100 2,100 519 2,494 394 118.75 % 0 0 -1,325,738 0 0 0.00 % 671,600 671,600 1,000 668,861 -2,739 99.59 % 11,955,941 55,803,794 644,597 3,892,175 -51,911,619 6.97 % 923,700 938,700 262,427 741,293 -197,407 78.97 % 1,189,800 1,496,800 282,049 835,551 -661,249 55.82 % 675,000 690,000 203,986 529,376 -160,624 76.72 % 923,600 923,600 231,117 691,172 -232,428 74.83 % 4,092,800 4,147,800 617,055 2,845,605 -1,302,195 68.61 % 70,000 70,000 6,359 6,156 -63,844 8.79 % 0 800 1,303 1,204 404 150.47 % 0 20,000 127,376 53,561 33,561 267.81 % 82,049,749 150,673,623 10,145,962 57,678,970 -92,994,652 38.28 % Accounts are subject to adjusting entries and audit. The City's Comprehensive Annual Financial Report (CAFR), published annually in December, is the best resource for all final audited numbers. Page 1 of 2 67 For Fiscal: 2018/19 Period Ending: 03/31/2019 Expense Summary Variance Original Current Period Fiscal Favorable Percent Fund Total Budget Total Budget Activity Activity (Unfavorable) Used 101 - GENERAL FUND 51,153,413 67,657,441 7,766,591 27,204,044 40,453,397 40.21 % 201 - GAS TAX FUND 1,959,900 2,010,829 218,580 1,234,462 776,367 61.39 % 202 - LIBRARY & MUSEUM FUND 1,628,200 1,793,400 328,688 975,370 818,030 54.39 % 210 - FEDERAL ASSISTANCE FUND 72,000 66,226 0 0 66,226 0.00 % 212 - SLESA (COPS) FUND 100,000 100,000 32,215 32,215 67,785 32.22 % 215 - LIGHTING & LANDSCAPING FU 1,582,700 1,785,400 150,166 1,016,690 768,710 56.94 % 217 - DEVELOPMENT AGREEMENT 67,000 97,000 13,900 77,741 19,259 80.15 % 220-QUIMBYFUND 3,956,000 5,748,488 230,391 615,085 5,133,403 10.70% 221 - AB 939 - CALRECYCLE FUND 35,000 95,000 2,234 43,396 51,604 45.68 % 223 - MEASURE A FUND 961,708 4,733,403 8,187 312,919 4,420,484 6.61 % 225 - INFRASTRUCTURE FUND 0 28,571 1,595 1,595 26,976 5.58 % 226 - EMERGENCY MANAGEMENT F 0 12,000 0 0 12,000 0.00 % 227 - State Homeland Security Progi 0 6,000 0 3,013 2,987 50.22 % 230 - CASp FUND, AB 1379 4,000 5,500 1,268 1,268 4,232 23.06 % 231 - SUCCESSOR AGCY PA 1 RORF 0 9,339,728 4,420,361 17,368,060 -8,028,332 185.96 % 235 - SO COAST AIR QUALITY FUND 54,000 54,000 9,439 20,648 33,352 38.24 % 237 - SUCCESSOR AGCY PA 1 ADMII` 0 12,005 0 13,300 -1,295 110.79 % 241 - HOUSING AUTHORITY 604,000 602,500 43,191 348,913 253,587 57.91 % 243 - RDA Low -Mod Housing Fund 250,000 267,667 0 0 267,667 0.00 % 248 - SA 2004 LO/MOD BOND FUNS 0 1,451,947 4,464 927,294 524,653 63.87 % 249 - SA 2011 LOW/MOD BOND FUI 0 7,416,000 0 7,376,024 39,976 99.46 % 250-TRANSPORTATION DIF FUND 400,000 2,557,460 1,595 411,752 2,145,709 16.10 % 251 - PARKS & REC DIF FUND 0 2,405,952 1,595 1,595 2,404,357 0.07 % 252 - CIVIC CENTER DIF FUND 110,000 115,952 37,532 98,290 17,662 84.77 % 253 - LIBRARY DEVELOPMENT DIF 30,000 35,952 9,497 22,964 12,989 63.87 % 254 - COMMUNITY CENTER DIF 0 107,591 1,595 1,595 105,996 1.48 % 255 - STREET FACILITY DIF FUND 15,000 20,952 11,222 27,501 -6,549 131.26 % 256 - PARK FACILITY DIF FUND 4,000 9,952 1,595 5,561 4,391 55.88 % 257 - FIRE PROTECTION DIF 40,000 45,952 3,946 8,095 37,857 17.62 % 270 - ART IN PUBLIC PLACES FUND 322,000 722,000 20,752 71,235 650,765 9.87 % 310 - LQ FINANCE AUTHORITY DEBT 671,600 671,600 1,000 669,038 2,563 99.62 % 401 - CAPITAL IMPROVEMENT PRO( 11,955,941 55,814,801 1,709,439 5,104,048 50,710,752 9.14 % 501 - FACILITY & FLEET REPLACEMEI 923,700 1,005,784 189,526 578,305 427,479 57.50 % 502 - INFORMATION TECHNOLOGY 1,090,700 1,574,200 136,218 707,114 867,086 44.92 % 503 - PARK EQUIP & FACILITY FUND 705,000 775,000 11,599 195,757 579,243 25.26 % 504 - INSURANCE FUND 921,100 918,500 3,870 790,334 128,166 86.05 % 601 - SILVERROCK RESORT 4,090,800 4,146,000 411,647 3,176,407 969,593 76.61 % 602 - SILVERROCK GOLF RESERVE 50,200 105,200 0 50,200 55,000 47.72 % 760 - SUPPLEMENTAL PENSION PLA 0 12,850 0 12,833 17 99.87 % Report Total: 83,757,962 174,328,803 15,783,895 69,504,664 104,824,140 39.87 % Accounts are subject to adjusting entries and audit. The City's Comprehensive Annual Financial Report (CAFR), published annually in December, is the best resource for all final audited numbers. Page 2 of 2 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT CONSENT CALENDAR ITEM NO. 7 AGENDA TITLE: APPROVE DEMAND REGISTERS DATED APRIL 26 AND MAY 3, 2019 RECOMMENDATION Approve demand registers dated April 26 and May 3, 2019. EXECUTIVE SUMMARY - None FISCAL IMPACT Demand of Cash: City $ 2,422,971.99 Successor Agency of RDA $ 3,108.30 Housing Authority $ 7,180.58 $ 2,433,260.87 BACKGROUND/ANALYSIS Routine bills and payroll must be paid between Council meetings. Attachment 1 details the weekly demand registers for April 26 and May 3, 2019. Warrants Issued: 122234-122319 122320-122380 Wire Transfers Payroll Tax Transfers Payroll Direct Dep & Chks #37411-37413 $ 500,923.90 $ 1,494,183.72 $ 178,344.30 $ 49, 578.89 $ 210,230.06 $ 2,433,260.87 The most significant expenditures on the demand register are: Vendor Riverside County Sheriff Dept Imperial Irrigation Account Name Various Construction Amount Purpose $ 1,120,390.37 Feb Police Services Economic Museum Operations $ Development Agency Coachella Valley Homelessness $ Rescue Mission Assistance Martha's Village Homelessness $ Kitchen Assistance 141,000.00 Utility Relocation Dune Palms 90,047.50 Jan -Mar Operations 83,333.00 Homelessness Prevention FY18-19 83,333.00 Homelessness Prevention FY18-19 Wire Transfers: Seven transfers totaled $178,344. Of this amount, $161,624 was for CalPERS and $15,000 for Wells Fargo credit card payment. (See Attachment 2 for a full listing). Investment Transactions: Full details of investment transactions as well as total holdings are reported quarterly in the Treasurer's Report. Settlement Coupon Transaction Issuer Type Par Value Date Rate Maturity Webster Bank CD $240,000 4/23/2019 1.800% Purchase Main Street Bank CD $248,000 4/26/2019 2.600% Maturity Ephrata National Bank CD $240,000 4/30/2019 1.650% Purchase Congressional Bank CD $248,000 4/30/2019 2.500% ALTERNATIVES Council may approve, partially approve, or reject the demand registers. Prepared by: Bernice Choo, Account Technician Approved by: Rosemary Hallick, Financial Services Analyst Attachments: 1. Demand Registers 2. Wire Transfers 70 ATTACHMENT 1 Q&r& City of La Quinta CALM :M - Demand Register Packet: APPKTO1959 - BC 04/26/19 Vendor Name Payable Number Description (Item) Account Name Account Number Amount Fund: 101- GENERAL FUND PUBLIC SAFETY SOFTWARE GR... 021819 03/2019-03/2021- LQ VOLUNTEER VIMS Prepaid Expense 101-0000-13600 586.67 PUBLIC SAFETY SOFTWARE GR... 021819 03/2019-03/2021- LQ VOLUNTEER VIMS LQ Police Volunteers 101-2001-60109 117.33 DEPARTMENT OF CONSERVAT... 042419 01/01-03/31/19 - SEISMIC HAZARD MAPP... SMIP Fees Payable 101-0000-20308 1,803.95 DEPARTMENT OF CONSERVAT... 042419 01/01-03/31/19 - SEISMIC HAZARD MAPP... SMIP Fees 101-0000-42610 -90.20 MARTINEZ, CLEMENTE 042419 04/29/19 - LQ/SUNLINE LUNCH CATERING... Travel & Training 101-1004-60320 200.00 DEPARTMENT OF CONSERVAT... 042519 07/01-09/30/18 - SEISMIC HAZARD MAPP... SMIP Fees Payable 101-0000-20308 2,539.19 DEPARTMENT OF CONSERVAT... 042519 07/01-09/30/18 - SEISMIC HAZARD MAPP... SMIP Fees 101-0000-42610 -126.96 GUARDIAN HR 10116 05/01-10/31/18 - HR CONSULTING FY 19/... Prepaid Expense 101-0000-13600 400.00 GUARDIAN HR 10116 05/01-10/31/18 - HR CONSULTING FY 18/... Subscriptions & Publications 101-1004-60352 200.00 GARDAWORLD 10473729 04/2019 - ARMORED SERVICES Professional Services 101-1006-60103 124.70 HR GREEN PACIFIC INC 125691 03/29/19 ON -CALL ENGINEERING PLAN C... Map/Plan Checking 101-7002-60183 735.00 HR GREEN PACIFIC INC 125694 03/2019 ON CALL BUILDING PLAN CHECK ... Plan Checks 101-6003-60118 195.00 GREATER PALM SPRINGS CVB 13562-IN 04/02/19 - FY 18-19 Q4 CITY FUNDING GPSCVB 101-3007-60151 60,322.00 AMERIPRIDE SERVICES INC 1402089375 03/28-04/11/19 - WC JANITORIAL SUPPLIES Operating Supplies 101-3002-60420 192.85 VALLEY LOCK & SAFE 152881 04/05/19 - LOCKS Operating Supplies 101-7003-60420 176.17 INDIAN WELLS, CITY OF 19-02 01/15/19 IRONMAN - MARINE SAFETY EQ... Machinery & Equipment 101-1007-80101 19,419.49 ANSAFONE CONTACT CENTERS.. 190402190101 04/15-05/12/19 - PM10 ANSWERING SERV.. PM 10 - Dust Control 101-7006-60146 126.68 XPRESS GRAPHICS 19-30668 04/11/19 -TEQUILA TACO EVENT FLYERS Marketing & Tourism Promoti... 101-3007-60461 389.81 RIVERSIDE RUBBER STAMP & ... 19-98647 04/02/19 - AR STAMPS Office Supplies 101-1006-60400 32.64 CAPPO 200002477 03/11/19 - MEMBER REGISTRATION D AR... Travel & Training 101-1006-60320 39.00 DESERT SANDS UNIFIED SCHO... 2019/1065 01/31-02/27/19 - BP #9 SCHOOL RESOUR... School Officer 101-2001-60168 7,257.37 IRC INC 2019030001 03/2019 - PREM EMP BACKGROUND CHE... Recruiting/Pre-Employment 101-1004-60129 109.00 TIME WARNER CABLE 218152040619 04/16-05/15/19 - FS #32 CABLE (8152) Utilities - Cable 101-2002-61400 80.09 DESERT SUN PUBLISHING, LLC 2378427 03/2019 FY1819 ART ON MAIN & 1ST THU... Community Experiences 101-3003-60149 2,802.55 2XL CORPORATION 249673 04/10/19 - WC GYM WIPES SALES TAX Sales Taxes Payable 101-0000-20304 -26.53 2XL CORPORATION 249673 04/10/19 - WC GYM WIPES Operating Supplies 101-3002-60420 438.45 OFFICE DEPOT 250541254001 01/04/19 - OFFICE SUPPLIES CREDIT Office Supplies 101-1005-60400 -109.73 CONSERVE LANDCARE 25065 03/27/19 - CC CAMPUS DG INSTALL Maintenance/Services 101-3005-60691 4,972.00 CONSERVE LANDCARE 25067 03/27/19 - CC CAMPUS SOD INSTALL Maintenance/Services 101-3005-60691 810.00 CONSERVE LANDCARE 25106 03/29/19 - CC CAMPUS LAKE VALVE REPAIR Maintenance/Services 101-3005-60691 1,160.00 US FLEET TRACKING LLC 284162 03/01/19-02/28/2020 - POLICE GPS FY 19... Prepaid Expense 101-0000-13600 639.20 US FLEET TRACKING LLC 284162 03/01/19-02/28/20 - POLICE GPS FY 18/19 Operating Supplies 101-2001-60420 319.60 OFFICE DEPOT 290756961001 03/20/19 - OFFICE SUPPLIES Office Supplies 101-1005-60400 10.10 OFFICE DEPOT 297937978001 04/04/19 - OFFICE SUPPLIES Office Supplies 101-1006-60400 60.79 OFFICE DEPOT 299437329001 04/09/19 - OPERATING SUPPLIES Operating Supplies 101-1005-60420 52.52 OFFICE DEPOT 299625283001 04/09/19 - OFFICE DRAWERS Operating Supplies 101-3007-60420 225.73 TIME WARNER CABLE 31860040819 04/16-05/15/19 - FS #70 CABLE (1860) Utilities - Cable 101-2002-61400 41.69 PALMS TO PINES PRINTING 322CLQBC419 04/01/19 - BUSINESS CARDS Operating Supplies 101-1001-60420 40.84 PALMS TO PINES PRINTING 322CLQBC419 04/01/19 - BUSINESS CARDS Operating Supplies 101-1002-60420 40.84 PALMS TO PINES PRINTING 322CLQBC419 04/01/19 - BUSINESS CARDS Special Enforcement Funds 101-2001-60175 81.68 PALMS TO PINES PRINTING 322CLQBC419 04/01/19 - BUSINESS CARDS Printing 101-2002-60410 40.84 PALMS TO PINES PRINTING 322CLQBC419 04/01/19 - BUSINESS CARDS Printing 101-6001-60410 40.84 PALMS TO PINES PRINTING 322CLQBC419 04/01/19 - BUSINESS CARDS Operating Supplies 101-6006-60420 168.99 SOUTH COAST AIR QUALITY M... 3424380 03/19/19 - CH ELEC GEN-DIESEL FEES Annual Permits/Inspections 101-3008-60196 406.79 SOUTH COAST AIR QUALITY M... 3426150 03/19/19 - CITY HALL EMISSIONS FEE Annual Permits/Inspections 101-3008-60196 131.79 AIR & HOSE SOURCE, INC. 347626 04/11/19 - AIR COMPRESSOR COUPLERS Operating Supplies 101-7003-60420 9.49 DEPARTMENT OF JUSTICE 369640 04/05/19 - BLOOD ALCOHOL TESTING Blood/Alcohol Testing 101-2001-60174 105.00 DEPARTMENT OF JUSTICE 369754 04/05/19 - BLOOD ALCOHOL TESTING Blood/Alcohol Testing 101-2001-60174 35.00 BIO-TOX LABORATORIES 37474 03/13/19 - BLOOD TESTING Blood/Alcohol Testing 101-2001-60174 118.00 GLADWELL GOVERNMENTAL 5... 4120 04/07/19 - CONTRACT SVC RECORDS RET... Professional Services 101-1005-60103 3,900.00 INTERWEST CONSULTING GR... 48230 02/2019 ON CALL BUILDING PLAN CHECK ... Plan Checks 101-6003-60118 1,500.00 PLUG & PAY TECHNOLOGIES I... 511810 03/2019 - WC CREDIT CARD FEES Credit Card Fees 101-3003-60122 20.00 PLUG & PAY TECHNOLOGIES I... 511811 03/2019 - HUB CREDIT CARD FEES Administration 101-6001-60102 20.00 4/26/2019 2:26:24 PM Page 1 of 7 71 Demand Register Packet: APPKT01959 - BC 04/26/19 Vendor Name Payable Number Description (Item) Account Name Account Number Amount RASA/ERIC NELSON 5264 04/03/19 FPM 2019-0001 ON -CALL MAP ... Map/Plan Checking 101-7002-60183 1,600.00 RASA/ERIC NELSON 5270 04/18/19 FPM2019-0001 ON -CALL MAP C... Map/Plan Checking 101-7002-60183 480.00 ACCOUNTEMPS 53224543 04/12/19 - FINANCE TEMP SVCS E BEHAN Temporary Agency Services 101-1006-60125 512.98 OFFICE TEAM 53229852 04/12/19 - HR TEMP SVCS A LISTON Temporary Agency Services 101-1004-60125 694.06 ACCOUNTEMPS 53270662 04/19/19 - FINANCE TEMP SVCS E BEHAN Temporary Agency Services 101-1006-60125 482.80 ESGIL CORPORATION 56439-IN 03/2019 ON CALL BUILDING PLAN CHECK ... Plan Checks 101-6003-60118 6,943.50 SHASTA FIRE PROTECTION, INC. 5897 03/21/19 - CITY HALL HYDRANT REPLACE Maintenance/Services 101-3008-60691 4,880.00 CALIFORNIA JOINT POWERS IN... 6222 04/09-04/11/19 - HR ACADEMY A SCOTT Travel & Training 101-1004-60320 175.00 DAIOHS FIRST CHOICE SERVICES 647443 04/05/19 - CITY WIDE COFFEE Citywide Conf Room Supplies 101-1007-60403 199.78 JNS MEDIA SPECIALISTS 6744 MAR -APR 2019 PRINT & DIGITAL MARKET... Marketing & Tourism Promoti... 101-3007-60461 34,073.04 AMERICAN FORENSIC NURSES ... 71881 02/28/19 - BLOOD TESTING Blood/Alcohol Testing 101-2001-60174 275.00 AMERICAN FORENSIC NURSES ... 71939 03/15/19 - BLOOD TESTING Blood/Alcohol Testing 101-2001-60174 350.00 FERGUSON ENTERPRISES, INC 7239895 04/11/19 - LQ PARK TOILET Materials/Supplies 101-3008-60431 1,781.92 EISENHOWER OCCUPATIONAL... 75506 PHYSICAL (1 CLASS B) Consultants 101-1004-60104 165.00 EISENHOWER OCCUPATIONAL... 75506 04/02/19 - HEPATITIS B VACCINE PHYS Consultants 101-1004-60104 2,175.00 EISENHOWER OCCUPATIONAL... 75506 PHYSICALS (2 PRE-EMP) Recruiting/Pre-Employment 101-1004-60129 190.00 PRORIDER INC 75808 04/09/19 - POLICE HELMETS SALES TAX Sales Taxes Payable 101-0000-20304 -60.95 PRORIDER INC 75808 04/09/19 - POLICE HELMETS SAFETY FAIR Special Enforcement Funds 101-2001-60175 757.55 NI GOVERNMENT SERVICES INC 9031286184 03/2019 - SATELLITE PHONES Mobile/Cell Phones/Satellites 101-2002-61304 77.37 DATA TICKET, INC. 98230 02/2019 - CODE CITATION PROCESSING Administrative Citation Services 101-6004-60111 238.88 DATA TICKET, INC. 98365 02/2019 - FALSE ALARM PROCESSING Administrative Citation Services 101-6004-60111 150.00 GOVERNMENT FINANCE OFFIC... APR'19130507 07/01-04/30/20 - MEMBER DUES C MART... Prepaid Expense 101-0000-13600 125.00 GOVERNMENT FINANCE OFFIC... APR'19130507 05/01-06/30/19 - MEMBER DUES C MART... Membership Dues 101-1006-60351 25.00 FRONTIER COMMUNICATIONS... APR'193452951 04/2019 - LQ PARK PHONE Utilities -Telephone 101-3005-61300 44.84 COACHELLA VALLEY WATER DI... CSW205 04/11/19 - WATER SERVICE Utilities - Water 101-2002-61200 509.83 COACHELLA VALLEY WATER DI... CSW205 04/11/19 - WATER SERVICE Utilities - Water -Monticello Pa.. 101-3005-61201 886.78 COACHELLA VALLEY WATER DI... CSW205 04/11/19 - WATER SERVICE Utilities - Water -Fritz Burns pa... 101-3005-61204 85.07 COACHELLA VALLEY WATER DI... CSW205 04/11/19 - WATER SERVICE Utilities - Water -Seasons Park 101-3005-61208 19.28 COACHELLA VALLEY WATER DI... CSW205 04/11/19 - WATER SERVICE Utilities - Water -Community P... 101-3005-61209 164.61 COACHELLA VALLEY WATER DI... CSW205 04/11/19 - WATER SERVICE Utilities - Water 101-3008-61200 90.56 PACIFIC WEST AIR CONDITION... 130410 03/29/19 - CITY HALL HVAC SVC HVAC 101-3008-60667 836.34 PACIFIC WEST AIR CONDITION... 130443 03/27/19 - WC HVAC SVC HVAC 101-3008-60667 745.00 ALPHA CARD INV6265018 04/10/19 - WC FITPASS CARD INK Operating Supplies 101-3002-60420 193.53 GAS COMPANY, THE MAR'1916568248... 02/28-03/29/19 - FS #93 GAS SVC Utilities - Gas 101-2002-61100 69.68 EISENHOWER MEDICAL CENTER MAR'19700000132 03/02/19 - LA190610030 EXAM Sexual Assault Exam Fees 101-2001-60193 1,200.00 DESERT SUN, THE MAY'19DS0155030 05/2019 - CITY HALL NEWSPAPER Subscriptions & Publications 101-6001-60352 63.52 DESERT SUN, THE MAY'19DS0464815 05/2019 - NEWSPAPER WC Subscriptions & Publications 101-3002-60352 20.87 COACHELLA VALLEY WATER DI... PWW181 04/11/19 - WATER SERVICE Utilities - Water -Desert Pride 101-3005-61206 69.17 COACHELLA VALLEY WATER DI... PWW181 04/11/19 - WATER SERVICE PM 10 - Dust Control 101-7006-60146 36.06 COACHELLA VALLEY WATER DI... PWW183 04/16/19 - WATER SERVICE Utilities - Water 101-2002-61200 141.77 COACHELLA VALLEY WATER DI... PWW183 04/16/19 - WATER SERVICE Utilities - Water -Eisenhower P... 101-3005-61203 59.50 COACHELLA VALLEY WATER DI... PWW183 04/16/19 - WATER SERVICE Utilities - Water -Velasco Park 101-3005-61205 33.10 RENFROW, FRAMPTON & CAR... R45502 02/25/19 - LIC-0111943 REF OVERPMT ST... Cash Over/Short 101-0000-42300 132.00 LQ SANTA ROSA 7, LLC R47739 04/10/19 - LIC-0111064 REFUND OVERPM... Cash Over/Short 101-0000-42300 12.80 MAGIC JUMP RENTALS RIVERS... R47979 04/16/19 - LIC-764847 REFUND OVERPMT... Cash Over/Short 101-0000-42300 100.00 JOHNSTONE SUPPLY 52933501.001 04/09/19 - WC HVAC SUPPLIES HVAC 101-3008-60667 189.00 JOHNSTONE SUPPLY 52933501.002 04/09/19 - WC HVAC FILTERS HVAC 101-3008-60667 49.13 JOHNSTONE SUPPLY 52933534.001 04/09/19 - CITY HALL HVAC FILTERS HVAC 101-3008-60667 177.81 JOHNSTONE SUPPLY 52933534.002 04/09/19 - CITY HALL HVAC FILTERS HVAC 101-3008-60667 275.65 JOHNSTONE SUPPLY 52939943.001 04/09/19 -TOOLS Tools/Equipment 101-3008-60432 142.98 RIVERSIDE COUNTY SHERIFF D... SH0000035027 02/25-03/24/19 - COPS FUEL Sheriff - Other 101-2001-60176 441.04 Fund 101 - GENERAL FUND Total: 175,967.10 Fund: 201- GAS TAX FUND TOPS'N BARRICADES INC 1074235 04/04/19 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 205.65 TOPS'N BARRICADES INC 1074240 04/04/19 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 243.27 TOPS'N BARRICADES INC 1074334 04/09/19 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 46.44 TOPS'N BARRICADES INC 1074440 04/12/19 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 323.53 KAMWAY USA, INC. 162 04/13/19 - ASPHALT REPAIR MATERIAL Asphalt 201-7003-60430 189.00 UNDERGROUND SERVICE ALERT 18DSBFEE1495 04/2019 - CA STATE FEE DIG ALERT Materials/Supplies 201-7003-60431 24.08 CALIFORNIA COMMERCIAL AS... 1993503 04/03/19 - ASPHALT Asphalt 201-7003-60430 212.38 4/26/2019 2:26:24 PM Page 2 of 7 72 Demand Register Packet: APPKT01959 - BC 04/26/19 Vendor Name Payable Number Description (Item) Account Name Account Number Amount IMPERIAL HEADWEAR INC 230060 04/05/19 - SAFETY GEAR Safety Gear 201-7003-60427 509.82 UNDERGROUND SERVICE ALERT 320190368 04/O1/19 - DIG ALERT FEES Materials/Supplies 201-7003-60431 54.55 PRAXAIR INC 88592942 03/31/19 - MATERIAL Materials/Supplies 201-7003-60431 28.09 Fund 201- GAS TAX FUND Total: 1,836.81 Fund: 202 - LIBRARY & MUSEUM FUND ULINE 107524729 04/08/19 - LIBRARY FURNITURE Furniture 202-3004-71020 3,967.00 ECONOMIC DEVELOPMENT A... 2019-18 01/19-03/19 MAKERSPACE OPS QTR 3 Makerspace Operations 202-3004-60105 41,297.50 ECONOMIC DEVELOPMENT A... 2019-19 01/19-03/19 - MUSEUM & LIBRARY MGMT.. Museum Operations 202-3006-60105 48,750.00 PACIFIC WEST AIR CONDITION... 20501 11/30/18 - LIBRARY HVAC SVC HVAC 202-3004-60667 596.00 SHASTA FIRE PROTECTION, INC. 5921 04/04/19 - CA-OSFM COMP LIBRARY Maintenance/Services 202-3004-60691 1,450.00 SHASTA FIRE PROTECTION, INC. 5921 04/04/19 - CA-OSFM COMP MUSEUM Maintenance/Services 202-3006-60691 2,000.00 ALARM MONITORING SERVICE... 75773 04/01-06/30/19 - LUMBERYARD MONITO... Security & Alarm 202-3006-60123 165.00 THE SHERWIN-WILLIAMS CO. 893-6 04/03/19 - LIBRARY PAINT Maintenance/Services 202-3004-60691 191.44 PACIFIC WEST AIR CONDITION... 130484 04/2019 - LIBRARY HVAC SVC HVAC 202-3004-60667 250.00 JOHNSTONE SUPPLY 52933544.001 04/09/19 - LIBRARY FILTERS HVAC 202-3004-60667 116.54 JOHNSTONE SUPPLY 52938894.001 04/08/19 - LIBRARY HVAC SUPPLIES HVAC 202-3004-60667 553.64 Fund 202 - LIBRARY & MUSEUM FUND Total: 99,337.12 Fund: 215 - LIGHTING & LANDSCAPING FUND INLAND POWER EQUIPMENT... 131905 04/11/19 -TRIMMER LINE Materials/Supplies 215-7004-60431 60.09 HORIZON LIGHTING 181523 03/2019 CITYWIDE LANDSCAPE LIGHTING... Consultants 215-7004-60104 6,434.69 IMPERIAL HEADWEAR INC 229899 04/04/19 - UNIFORMS Uniforms 215-7004-60690 382.59 CONSERVE LANDCARE 25247 03/31/19 - LANDSCAPE IRRIGATION Maintenance/Services 215-7004-60691 523.00 THE SHERWIN-WILLIAMS CO. 3159-3 04/02/19 - PAINT & SUPPLIES Materials/Supplies 215-7004-60431 18.77 SMITH PIPE & SUPPLY CO 3419721 04/03/19 - LANDSCAPE MATERIAL Materials/Supplies 215-7004-60431 49.59 FRONTIER COMMUNICATIONS... APR'193453493 04/07-05/06/19 - PHONE SERVICE Utilities - Electric 215-7004-61116 34.11 IMPERIAL IRRIGATION DIST PW202 04/16/19 - ELECTRICITY SERVICE Utilities - Electric 215-7004-61116 543.86 IMPERIAL IRRIGATION DIST PW202 04/16/19 - ELECTRICITY SERVICE Utilities - Electric - Medians 215-7004-61117 50.97 COACHELLA VALLEY WATER DI... PWW181 04/11/19 - WATER SERVICE Utilities - Water - Medians 215-7004-61211 1,922.88 COACHELLA VALLEY WATER DI... PWW182 04/15/19 - WATER SERVICE Utilities - Water - Medians 215-7004-61211 478.18 COACHELLA VALLEY WATER DI... PWW183 04/16/19 - WATER SERVICE Utilities - Water - Medians 215-7004-61211 1,818.68 VINTAGE ASSOCIATES REG001-11218 04/08/19 - PLANTS Operating Supplies 215-7004-60420 258.44 Fund 215 - LIGHTING & LANDSCAPING FUND Total: 12,575.85 Fund: 237 - SUCCESSOR AGCY PA 1 ADMIN WILLDAN FINANCIAL SERVICES 10-41071 04/04/19 - CONTINUING BOND DISCLOSU... Consultants 237-9001-60104 3,006.00 Fund 237 - SUCCESSOR AGCY PA 1 ADMIN Total: 3,006.00 Fund: 241 - HOUSING AUTHORITY OFFICE DEPOT 298038668001 04/04/19 - OFFICE SUPPLIES Office Supplies 241-9101-60400 93.79 Fund 241- HOUSING AUTHORITY Total: 93.79 Fund: 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014) GAS COMPANY, THE FEB'19106978699... O1/28-02/27/19 - WSA RELOCATION BEN ... Relocation Benefits 248-9102-60159 27.88 GAS COMPANY, THE MAR'1910697869... 02/27-03/28/19 - WSA RELOCATION BEN ... Relocation Benefits 248-9102-60159 25.43 MEDITERRA APARTMENT HO... T0180363 02/2019 RENT PAYMENT - MEDITERRA AP... Relocation Benefits 248-9102-60159 48.99 Fund 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014) Total: 102.30 Fund: 270 - ART IN PUBLIC PLACES FUND LEBASSE PROJECTS INTERNATI... LQ2231 03/2019 ART CONSULTANT SERVICES APP Maintenance 270-0000-60683 1,500.00 Fund 270 - ART IN PUBLIC PLACES FUND Total: 1,500.00 Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS JTB SUPPLY CO., INC. 105663 04/09/19 STOCK EQUIPMENT ORDER - CL... Construction 401-0000-60188 20,186.18 KIMLEY-HORN AND ASSOCIAT... 13207159R O1/31/19 SYSTEMIC SAFETY ANALYSIS RE... Design 401-0000-60185 22,726.75 HERMANN DESIGN GROUP INC 19040807 03/2019 SRR EVENT SITE DESIGN SVCS, PJT.. Design 401-0000-60185 4,691.55 IMPERIAL IRRIGATION DIST 4025451 03/29/19 - UTIL RELOC DUNE PALMS RD 2... Construction 401-0000-60188 141,000.00 Fund 401- CAPITAL IMPROVEMENT PROGRAMS Total: 188,604.48 Fund: 501 - FACILITY & FLEET REPLACEMENT TOWER ENERGY GROUP 1311 03/16-03/31-19 -VEHICLE FUEL Fuel & Oil 501-0000-60674 2,264.61 DESERT BUSINESS INTERIORS 22289 04/11/19 - CORTINA EXECUTIVE CHAIRS Furniture 501-0000-71020 5,600.63 GAS COMPANY, THE MAR'1996031202... 03/2019 - SWEEPER FUEL Street Sweeper 501-0000-60678 37.11 Fund 501 - FACILITY & FLEET REPLACEMENT Total: 7,902.35 4/26/2019 2:26:24 PM Page 3 of 7 73 Demand Register Vendor Name Payable Number Fund: 502 - INFORMATION TECHNOLOGY FISHER INTEGRATED INC 1224 TIME WARNER CABLE 18105040319 CANON FINANCIAL SERVICES,... 19987198 INNOVATIVE DOCUMENT SOL... 205468 TIME WARNER CABLE 452546040219 TIME WARNER CABLE 504080040219 FRONTIER COMMUNICATIONS... APR'191712626 FRONTIER COMMUNICATIONS... APR'197771222 DESERT C.A.M INC PR620-0419 Fund: 601- SILVERROCK RESORT GARDAWORLD 10472535 HYDE'S AC 17659391 GARDAWORLD 20364213 Packet: APPKTO1959 - BC 04/26/19 Description (Item) Account Name Account Number Amount 03/2019 COUNCIL MTG MEDIA RECORD,... Consultants 502-0000-60104 800.00 03/15-04/14/19 - CABLE SERVICE Utilities - Cable 502-0000-61400 140.16 03/01-04/30/19 - COPIER CONTRACT Copiers 502-0000-60662 4,657.35 03/2019 CITYWIDE COPIER LEASE Copiers 502-0000-60662 307.40 04/10-05/09/19 - CITY HALL FIBER (2546) Utilities - Cable 502-0000-61400 2,079.00 04/12-05/11/19 - CITY YARD CABLE (4080) Utilities - Cable 502-0000-61400 76.86 04/10-05/09/19 - CITY HALL INTERNET Utilities - Cable 502-0000-61400 105.01 04/04-05/03/19 - DSL SERVICE Utilities - Telephone 502-0000-61300 213.17 04/16/19 - COUNCIL MTG VIDEO Consultants 502-0000-60104 120.00 Fund 502 - INFORMATION TECHNOLOGY Total: 8,498.95 04/2019 - SRR ARMORED SERVICES Bank Fees 601-0000-60455 648.65 04/11/19 - SRR HVAC SERVICE Repair & Maintenance 601-0000-60660 819.00 03/2019 - SRR ARMORED SERVICES Bank Fees 601-0000-60455 31.50 Fund 601- SILVERROCK RESORT Total: 1,499.15 Grand Total: 500,923.90 4/26/2019 2:26:24 PM FV Page 4 of 7 Demand Register Packet: APPKT01959 - BC 04/26/19 Fund Summary Fund 101 - GENERAL FUND 201 - GAS TAX FUND 202 - LIBRARY & MUSEUM FUND 215 - LIGHTING & LANDSCAPING FUND 237 - SUCCESSOR AGCY PA 1 ADMIN 241 - HOUSING AUTHORITY 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014) 270 - ART IN PUBLIC PLACES FUND 401 - CAPITAL IMPROVEMENT PROGRAMS 501 - FACILITY & FLEET REPLACEMENT 502 - INFORMATION TECHNOLOGY 601 - SILVERROCK RESORT Account Number 101-0000-13600 101-0000-20304 101-0000-20308 101-0000-42300 101-0000-42610 101-1001-60420 101-1002-60420 101-1004-60104 101-1004-60125 101-1004-60129 101-1004-60320 101-1004-60352 101-1005-60103 101-1005-60400 101-1005-60420 101-1006-60103 101-1006-60125 101-1006-60320 101-1006-60351 101-1006-60400 101-1007-60403 101-1007-80101 101-2001-60109 101-2001-60168 101-2001-60174 101-2001-60175 101-2001-60176 101-2001-60193 101-2001-60420 101-2002-60410 101-2002-61100 101-2002-61200 101-2002-61304 101-2002-61400 101-3002-60352 101-3002-60420 101-3003-60122 101-3003-60149 101-3005-60691 101-3005-61201 101-3005-61203 101-3005-61204 101-3005-61205 Grand Total Account Summary Account Name Prepaid Expense Sales Taxes Payable SMIP Fees Payable Cash Over/Short SMIP Fees Operating Supplies Operating Supplies Consultants Temporary Agency Servic... Recruiting/Pre-Employme... Travel & Training Subscriptions & Publicati... Professional Services Office Supplies Operating Supplies Professional Services Temporary Agency Servic... Travel & Training Membership Dues Office Supplies Citywide Conf Room Suppl.. Machinery & Equipment LQ Police Volunteers School Officer Blood/Alcohol Testing Special Enforcement Funds Sheriff - Other Sexual Assault Exam Fees Operating Supplies Printing Utilities - Gas Utilities - Water Mobile/Cell Phones/Satell... Utilities - Cable Subscriptions & Publicati... Operating Supplies Credit Card Fees Community Experiences Maintenance/Services Utilities - Water-Monticel... Utilities - Water-Eisenho... Utilities - Water -Fritz Bur... Utilities - Water -Velasco ... Expense Amount 175,967.10 1,836.81 99,337.12 12,575.85 3,006.00 93.79 102.30 1,500.00 188, 604.48 7,902.35 8,498.95 1,499.15 500,923.90 Expense Amount 1,750.87 -87.48 4,343.14 244.80 -217.16 40.84 40.84 2,340.00 694.06 299.00 375.00 200.00 3,900.00 -99.63 52.52 124.70 995.78 39.00 25.00 93.43 199.78 19,419.49 117.33 7,257.37 883.00 839.23 441.04 1,200.00 319.60 40.84 69.68 651.60 77.37 121.78 20.87 824.83 20.00 2,802.55 6,942.00 886.78 59.50 85.07 33.10 4/26/2019 2:26:24 PM 75 Page 5 of 7 Demand Register Packet: APPKT01959 - BC 04/26/19 Account Summary Account Number Account Name Expense Amount 101-3005-61206 Utilities - Water -Desert Pr.. 69.17 101-3005-61208 Utilities - Water -Seasons ... 19.28 101-3005-61209 Utilities - Water -Commun.. 164.61 101-3005-61300 Utilities -Telephone 44.84 101-3007-60151 GPSCVB 60,322.00 101-3007-60420 Operating Supplies 225.73 101-3007-60461 Marketing & Tourism Pro... 34,462.85 101-3008-60196 Annual Permits/Inspectio... 538.58 101-3008-60431 Materials/Supplies 1,781.92 101-3008-60432 Tools/Equipment 142.98 101-3008-60667 HVAC 2,272.93 101-3008-60691 Maintenance/Services 4,880.00 101-3008-61200 Utilities - Water 90.56 101-6001-60102 Administration 20.00 101-6001-60352 Subscriptions & Publicati... 63.52 101-6001-60410 Printing 40.84 101-6003-60118 Plan Checks 8,638.50 101-6004-60111 Administrative Citation Se... 388.88 101-6006-60420 Operating Supplies 168.99 101-7002-60183 Map/Plan Checking 2,815.00 101-7003-60420 Operating Supplies 185.66 101-7006-60146 PM 10 - Dust Control 162.74 201-7003-60427 Safety Gear 509.82 201-7003-60429 Traffic Control Signs 818.89 201-7003-60430 Asphalt 401.38 201-7003-60431 Materials/Supplies 106.72 202-3004-60105 Makerspace Operations 41,297.50 202-3004-60667 HVAC 1,516.18 202-3004-60691 Maintenance/Services 1,641.44 202-3004-71020 Furniture 3,967.00 202-3006-60105 Museum Operations 48,750.00 202-3006-60123 Security & Alarm 165.00 202-3006-60691 Maintenance/Services 2,000.00 215-7004-60104 Consultants 6,434.69 215-7004-60420 Operating Supplies 258.44 215-7004-60431 Materials/Supplies 128.45 215-7004-60690 Uniforms 382.59 215-7004-60691 Maintenance/Services 523.00 215-7004-61116 Utilities - Electric 577.97 215-7004-61117 Utilities - Electric - Media... 50.97 215-7004-61211 Utilities - Water - Medians 4,219.74 237-9001-60104 Consultants 3,006.00 241-9101-60400 Office Supplies 93.79 248-9102-60159 Relocation Benefits 102.30 270-0000-60683 APP Maintenance 1,500.00 401-0000-60185 Design 27,418.30 401-0000-60188 Construction 161,186.18 501-0000-60674 Fuel & Oil 2,264.61 501-0000-60678 Street Sweeper 37.11 501-0000-71020 Furniture 5,600.63 502-0000-60104 Consultants 920.00 502-0000-60662 Copiers 4,964.75 502-0000-61300 Utilities -Telephone 213.17 502-0000-61400 Utilities - Cable 2,401.03 601-0000-60455 Bank Fees 680.15 601-0000-60660 Repair & Maintenance 819.00 Grand Total: 500,923.90 4/26/2019 2:26:24 PM 76 Page 6 of 7 Demand Register Packet: APPKT01959 - BC 04/26/19 Project Account Summary Project Account Key Expense Amount **None** 251,212.62 091004CT 141,000.00 1819TM I CT 20,186.18 201608D 4,691.55 201708D 22,726.75 IRONE 19,419.49 MAKERE 41,297.50 TACO E 389.81 Grand Total: 500,923.90 4/26/2019 2:26:24 PM Page 7 of 7 77 4�a City of La Quinta -i:Al UMMA - Demand Register Packet: APPKTO1968 - BC 05/03/19 Vendor Name Payable Number Description (Item) Account Name Account Number Amount Fund: 101- GENERAL FUND RIVERSIDE DEPARTMENT OF C... 0001887 GARNISHMENT Garnishments Payable 101-0000-20985 200.00 CALPERS LONG-TERM CARE P... 0001889 LONG TERM CARE LT Care Insurance Pay 101-0000-20949 196.05 UNITED WAY OF THE DESERT 0001890 CONTRIBUTION United Way Deductions 101-0000-20981 92.00 RIVERSIDE COUNTY SHERIFF'S 0001891 GARNISHMENT Garnishments Payable 101-0000-20985 682.84 SHIRY, TERESA 042519 04/25/19 - BALLROOM DANCING Instructors 101-3002-60107 109.20 COHEN, ANN MARIE 042519 04/25/19 - CARDIO & SUN STYLE TAI CHI Instructors 101-3002-60107 30.80 WILSON, ALBA 042519 04/25/19 - EVENING YOGA Instructors 101-3002-60107 16.80 VIELHARBER, KAREN 042519 04/25/19 - GENTLE YOGA Instructors 101-3002-60107 649.25 ROJAS, MIGUEL ANGEL 042519 04/25/19 - TAEKWON DO Instructors 101-3002-60107 78.75 MEDEIROS, JOYCELEEN 042519 04/25/19 -TAI CHI CHUAN Instructors 101-3002-60107 11.20 SANCHEZ, STEVE 050119 03/29/19 - TRAVEL LEAGUE CA CITIES Travel & Training 101-1001-60320 157.82 CHAUDHRY, ELIZABETH 050119 04/29/19 - SUNLINE LUNCH SALAD & DES... Travel & Training 101-1004-60320 60.54 FOSTER, ROCIO 050119 04/23/19 - CANDI'S RECOG/COP SPRING ... LQ Police Volunteers 101-2001-60109 129.66 BETTENCOURT, PHILIP 050119 03/06-03/09/19 - LEAGUE CA CITIES 2019 Travel & Training 101-6002-60320 256.47 SANCHEZ, TOMMI 050119 04/03/19 - STVR WORKSHOP SUPPLIES Community Special Events 101-6006-60137 43.86 SANCHEZ, STEVE 050119A 04/10-04/11/19 - TRAVEL CANNABIS CONF Travel & Training 101-1001-60320 328.24 BALLET FOLKLORICO SOL DEL ... 100 05/04/19 - TEQ & TACO FESTIVAL FOLKLO... Community Experiences 101-3003-60149 322.00 LA QUINTA GOLF ESTATES HOA 111947 04/27/19 - FACILITY RENTAL REFUND Miscellaneous Deposits 101-0000-22830 100.00 ALL VALLEY BBQ, SPA & PATIO... 11534 04/2019 FY 18-19 CIVIC CENTER PARK LAK... Civic Center Lake Maintenance 101-3005-60117 715.84 SPARKLETTS 12852924041919 04/19/19 - DRINKING WATER Operating Supplies 101-7003-60420 168.91 MAGIC JUMP RENTALS RIVERS... 13904 04/27/19 - RENTALS FOR CITY PICNIC Community Experiences 101-3003-60149 2,397.00 SPARKLETTS 15369616041919 04/19/19 - CITY WIDE DRINKING WATER Citywide Conf Room Supplies 101-1007-60403 74.29 WELLNESS WORKS 18-072 04/2019 WELLNESS WRKS EMPLOYEE ASSI... Consultants 101-1004-60104 408.00 MOBILE ZOO OF SOUTHERN C... 2019-2270 04/27/19 - COOL CRITTER SHOW Community Experiences 101-3003-60149 799.00 DESERT SUN PUBLISHING, LLC 2378168 03/02/19 - CSC VACANCY #462082 Advertising 101-1005-60450 215.60 DESERT SUN PUBLISHING, LLC 2378168 02/22 & 03/01/19 - SURPLUS Advertising 101-1006-60450 176.00 DESERT SUN PUBLISHING, LLC 2378168 03/23/19 - CC PHN 20A 2018-0004 #4624... Advertising 101-6002-60450 462.00 DESERT SUN PUBLISHING, LLC 2378168 03/16/19 - PC PHN SP 2018-0003 #462318 Advertising 101-6002-60450 462.00 DESERT SUN PUBLISHING, LLC 2378168 03/02/19 - PC PHN SDP 2018-0007 #4621... Advertising 101-6002-60450 462.00 CIGNA HEALTH CARE 2460371 05/2019 - DENTAL INSURANCE Dental Insurance Pay 101-0000-20943 8,797.31 CONSERVE LANDCARE 25157 04/2019 CITYWIDE LANDSCAPE SVCS FOR ... Landscape Contract 101-2002-60112 1,216.00 SPAY NEUTER IMPERATIVE PR... 2788 04/20/19 -SNIP CLINIC Veterinary Service 101-6004-60194 1,500.00 SERNA & ASSOCIATES 3000 05/04/19 - SECURITY TEQ & TACOS Community Experiences 101-3003-60149 800.00 PALMS TO PINES PRINTING 408CLQSTC-FA 04/23/19 - CLERK TABLE COVERS Marketing & Tourism Promoti... 101-3007-60461 638.68 OFFICE TEAM 53280763 04/19/19 - CITY CLERK TEMP SVCS A FELIX Temporary Agency Services 101-1005-60125 875.20 OFFICE TEAM 53297780 04/19/19 - HR TEMP SVCS A LISTON Temporary Agency Services 101-1004-60125 725.00 LA QUINTA BAKERY 56065 05/04/19 - TEQ & TACOS FIESTA Community Experiences 101-3003-60149 300.00 PARTY TIME RENTALS 6 04/20/19 - EGG HUNT BOUNCE HOUSE Community Experiences 101-3003-60149 190.00 WILLDAN 617422 02/23-03/14/19 CALLE TECATE ON -CALL T... Contract Traffic Engineer 101-7006-60144 2,190.00 WILLDAN 617427 02/24-03/28/19 ON -CALL TRAFFIC ENGIN... Contract Traffic Engineer 101-7006-60144 23,380.00 VINTAGE E & S INC 72917 03/14/19 - EMERGENCY TRANSFORMER R... Machinery & Equipment 101-2002-80101 6,571.89 ONTRAC 8914380 04/06/19 - OVERNIGHT MAIL Postage 101-1007-60470 16.51 GRAINGER 9073436314 01/31/19 - CITY HALL TABLES Furniture 101-3008-71021 1,702.02 GRAINGER 9074977316 02/01/19 -TOILET LQ PARK Materials/Supplies 101-3008-60431 1,808.70 GRAINGER 9137017431 04/04/19 - TOILET LQ PARK CREDIT Materials/Supplies 101-3008-60431 -1,808.70 DAIOHS FIRST CHOICE SERVICES 951234 04/22/19 - CITY WIDE COFFEE Citywide Conf Room Supplies 101-1007-60403 509.23 DEPARTMENT OF ANIMAL SER... AN0000001616 03/2019 - ANIMAL SERVICES Animal Shelter Contract Service 101-6004-60197 10,606.67 IMPERIAL IRRIGATION DIST CSE150 04/22/19 - ELECTRICITY SERVICE Utilities - Electricity 101-2002-61101 751.64 IMPERIAL IRRIGATION DIST CSE150 04/22/19 - ELECTRICITY SERVICE Utilities - Electric - Civic Center... 101-3005-61103 1,217.60 IMPERIAL IRRIGATION DIST CSE150 04/22/19 - ELECTRICITY SERVICE Utilities - Electric - Fritz Burns ... 101-3005-61105 256.96 IMPERIAL IRRIGATION DIST CSE150 04/22/19 - ELECTRICITY SERVICE Utilities - Electricity 101-3008-61101 9,477.74 IMPERIAL IRRIGATION DIST CSE151 04/23/19 - ELECTRICITY SERVICE Utilities - Electric - Sports Com... 101-3005-61106 2,273.97 IMPERIAL IRRIGATION DIST CSE151 04/23/19 - ELECTRICITY SERVICE Utilities - Electric - Velasco Park 101-3005-61111 13.39 5/2/2019 7:35:13 PM Page 1 of 5 78 Demand Register Vendor Name Payable Number Description (Item) Packet: APPKTO1968 - BC 05/03/19 Account Name Account Number Amount IMPERIAL IRRIGATION DIST CSE151 04/23/19 - ELECTRICITY SERVICE Utilities - Electric - Eisenhower... 101-3005-61113 21.57 IMPERIAL IRRIGATION DIST CSE151 04/23/19 - ELECTRICITY SERVICE Utilities - Electricity 101-3008-61101 27.66 IMPERIAL IRRIGATION DIST CSE152 04/25/19 - ELECTRICITY SERVICE Utilities - Electric - Monticello ... 101-3005-61102 13.49 IMPERIAL IRRIGATION DIST CSE152 04/25/19 - ELECTRICITY SERVICE Utilities - Electric - Community... 101-3005-61109 2,750.19 IMPERIAL IRRIGATION DIST CSE152 04/25/19 - ELECTRICITY SERVICE Utilities - Electric - Desert Pride 101-3005-61114 13.03 COACHELLA VALLEY WATER DI... CSW206 04/29/19 - WATER SERVICE Utilities - Water - Civic Center ... 101-3005-61202 1,217.40 COACHELLA VALLEY WATER DI... CSW206 04/29/19 - WATER SERVICE Utilities - Water -Community P... 101-3005-61209 1,848.16 THE CHAMBER GCVCC 9165 04/2019 GEM ADVERTISING CONTRACT Marketing & Tourism Promoti... 101-3007-60461 7,062.50 TASC - FEES IN1495711 07/01-09/30/19-ADMINFEES WRF19516... Prepaid Expense 101-0000-13600 200.52 SILVERROCK RESORT MAR'19 01/2019-03/2019 QUARTERLY SALES/USE ... Sales Taxes Payable 101-0000-20304 423.00 WALMART COMMUNITY MAR'194593 03/05-04/02/19 - KITE EVENT SUPPLIES Community Experiences 101-3003-60149 37.89 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - CITY HALL Materials/Supplies 101-3008-60431 40.36 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - CITY HALL Materials/Supplies 101-3008-60431 41.28 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - CITY HALL Materials/Supplies 101-3008-60431 34.78 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - CITY HALL Materials/Supplies 101-3008-60431 68.77 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - CITY HALL Materials/Supplies 101-3008-60431 12.67 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - BINS FOR BANNERS Operating Supplies 101-7003-60420 46.43 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - MAINT SUPPLIES Operating Supplies 101-7003-60420 50.83 COACHELLA VALLEY WATER DI... PWW184 04/23/19 - WATER SERVICE Utilities - Water -Fritz Burns pa... 101-3005-61204 1,567.99 COACHELLA VALLEY WATER DI... PWW184 04/23/19 - WATER SERVICE Utilities - Water 101-3008-61200 488.05 MS EVENT PRODUCTION LLC R47981 04/16/19 - LIC767840 REFUND OVERPMT ... Cash Over/Short 101-0000-42300 25.00 TERRA NOVA PLANNING & RE... R48018 04/17/19 - LIC-0005753 REFUND OVERPM... Cash Over/Short 101-0000-42300 10.00 NICOL CONSTRUCTION CO R48021 04/17/19 - LIC-0109262 REFUND OVERPM... Cash Over/Short 101-0000-42300 4.00 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Sheriff Patrol 101-2001-60161 646,032.18 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Police Overtime 101-2001-60162 54,062.47 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Target Team 101-2001-60163 154,201.22 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Community Services Officer 101-2001-60164 48,664.80 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Gang Task Force 101-2001-60166 13,243.20 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Narcotics Task Force 101-2001-60167 13,243.20 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Motor Officer 101-2001-60169 91,859.65 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Dedicated Sargeants 101-2001-60170 36,758.40 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Dedicated Lieutenant 101-2001-60171 20,795.20 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Sheriff - Mileage 101-2001-60172 26,322.59 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE Special Enforcement Funds 101-2001-60175 4,680.06 Fund 101 - GENERAL FUND Total: 1,209,684.47 Fund: 201 - GAS TAX FUND STATE CONTROLLER'S OFFICE FAUD-00001735 07/01/18-06/30/19 -ANNUAL STREET RE... Professional Services 201-7003-60103 2,500.00 IMPERIAL IRRIGATION DIST PW203 04/22/19 - ELECTRICITY SERVICE Utilities - Electricity 201-7003-61101 744.00 Fund 201 - GAS TAX FUND Total: 3,244.00 Fund: 202 - LIBRARY & MUSEUM FUND UPBEAT 611146 04/09/19 FURNISHINGS 2 TABLES, 6 CHAI... Furniture 202-3004-71020 9,969.47 IMPERIAL IRRIGATION DIST CSE150 04/22/19 - ELECTRICITY SERVICE Utilities - Electricity 202-3004-61101 3,206.31 IMPERIAL IRRIGATION DIST CSE150 04/22/19 - ELECTRICITY SERVICE Utilities - Electricity 202-3006-61101 713.90 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - LUMBER YARD Maintenance/Services 202-3006-60691 117.15 Fund 202 - LIBRARY & MUSEUM FUND Total: 14,006.83 Fund: 212 - SLESA (COPS) FUND RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE COPS Robbery Prevention 212-0000-60178 2,271.30 RIVERSIDE COUNTY SHERIFF D... SH0000034886 01/31-02/27/19 - BP9 POLICE SERVICE COPS Burglary/Theft Preventi... 212-0000-60179 8,256.10 Fund 212 - SLESA (COPS) FUND Total: 10,527.40 Fund: 215 - LIGHTING & LANDSCAPING FUND KRIBBS, BRUCE 2172 04/22/19 ELECTRICAL REPAIR GEN CONST... Maintenance/Services 215-7004-60691 400.00 CONSERVE LANDCARE 25157 04/2019 CITYWIDE LANDSCAPE SVCS FOR ... Landscape Contract 215-7004-60112 41,838.77 BRAD'S AIRLESS REPAIR 7541 03/27/19 - GRACO PAINT MACHINE REPAIR Tools/Equipment 215-7004-60432 394.98 FRONTIER COMMUNICATIONS... APR'195646974 04/10-05/09/19 - PHONE SERVICE Utilities - Electric 215-7004-61116 48.40 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - GRAFFITI Supplies -Graffiti and Vandalism 215-7004-60423 10.08 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - MAT'L/LANDSCAPE Materials/Supplies 215-7004-60431 67.44 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - MAT'L/LANDSCAPE Materials/Supplies 215-7004-60431 30.96 IMPERIAL IRRIGATION DIST PW203 04/22/19 - ELECTRICITY SERVICE Utilities - Electric 215-7004-61116 2,261.83 IMPERIAL IRRIGATION DIST PW203 04/22/19 - ELECTRICITY SERVICE Utilities - Electric - Medians 215-7004-61117 1,183.26 5/2/2019 7:35:13 PIA 79 Page 2 of 5 Demand Register Vendor Name Payable Number IMPERIAL IRRIGATION DIST PW204 IMPERIAL IRRIGATION DIST PW204 IMPERIAL IRRIGATION DIST PW205 IMPERIAL IRRIGATION DIST PW205 COACHELLA VALLEY WATER DI... PWW184 COACHELLA VALLEY WATER DI... PWW185 Fund: 235 - SO COAST AIR QUALITY FUND IMPERIAL IRRIGATION DIST PW204 Fund: 243 - RDA Low -Mod Housing Fund COACHELLA VALLEY RESCUE M... 050119 MARTHA'S VILLAGE KITCHEN 050119 Description (Item) 04/23/19 - ELECTRICITY SERVICE 04/23/19 - ELECTRICITY SERVICE 04/25/19 - ELECTRICITY SERVICE 04/25/19 - ELECTRICITY SERVICE 04/23/19- WATER SERVICE 04/29/19- WATER SERVICE 04/23/19 - ELECTRICITY SERVICE Packet: APPKT01968 - BC 05/03/19 Account Name Account Number Amount Utilities - Electric 215-7004-61116 Utilities - Electric - Medians 215-7004-61117 Utilities - Electric 215-7004-61116 Utilities - Electric - Medians 215-7004-61117 Utilities - Water - Medians 215-7004-61211 Utilities - Water - Medians 215-7004-61211 Fund 215 - LIGHTING & LANDSCAPING FUND Total: Utilities - Electricity 235-0000-61101 Fund 235 - SO COAST AIR QUALITY FUND Total: 05/O1/19 - FY18/19 HOMELESS PREVENTI... Homelessness Assistance 243-0000-60532 05/O1/19 - FY 18/19 HOMELESS PREVENT... Homelessness Assistance 243-0000-60532 Fund 243 - RDA Low -Mod Housing Fund Total: Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS XPRESS GRAPHICS 19-30478 04/03/19 VILLAGE COMPLETE ST POSTCA... Construction 401-0000-60188 DESERT SUN PUBLISHING, LLC 2378168 03/15 & 03/22 - PROJ 2009-04 #3634666 Construction 401-0000-60188 DESERT SUN PUBLISHING, LLC 2378168 03/15 & 03/22 - PROJ 2015-12B #3437402 Construction 401-0000-60188 DESERT SUN PUBLISHING, LLC 2378168 03/15 & 03/22 - PROJ 2018-07 #3437472 Construction 401-0000-60188 DESERT SUN PUBLISHING, LLC 2378168 03/O1 & 03/07 - PROJ 2017-06 #415463 Construction 401-0000-60188 BENGAL ENGINEERING INC 3698 MAR 2019 DUNE PALMS WIDENING PRJ 0... Design 401-0000-60185 BENGAL ENGINEERING INC 3699 MAR 2019 DUNE PALMS BRIDGE LOW WA... Design 401-0000-60185 LOWE'S HOME IMPROVEMENT.. MAR'1998001580... 02/23-03/21/19 - VELCRO NVC COMPUTE... Construction 401-0000-60188 Fund 401- CAPITAL IMPROVEMENT PROGRAMS Total: Fund: 501 - FACILITY & FLEET REPLACEMENT TOWER ENERGY GROUP 1312 RAN AUTO DETAIL 246 Fund: 502 - INFORMATION TECHNOLOGY GRANICUS SAAS 111582 FRONTIER COMMUNICATIONS... APR'193604861 FRONTIER COMMUNICATIONS... APR'197712842 RIVERSIDE COUNTY INFORMAT.. IT0000002786 04/01-04/15/19 - VEHICLE FUEL Fuel & Oil 501-0000-60674 04/19-04/20/19 - VEHICLE WASHES Car Washes 501-0000-60148 Fund 501 - FACILITY & FLEET REPLACEMENT Total: 24.57 180.42 1,910.99 663.38 4,654.14 1,590.38 55,259.60 346.40 346.40 83,333.00 83,333.00 166,666.00 6,228.67 1,238.60 1,196.80 1,291.40 1,205.60 1,800.00 9,308.50 4 Ci LL,L/b.LV 2,691.54 cnn nn 3,17J.JY 06/24/18-06/23/19 FY18/19 CITY SUBSITE Software Licenses 502-0000-60301 3,246.29 03/27-04/26/19 - BLACKHAWK DSL Utilities - Cable 502-0000-61400 50.98 03/26-04/25/19 - CITY HALL DSL Utilities - Cable 502-0000-61400 57.65 03/2019 NEW CISCO ROUTER TO SUPPORT.. Machinery & Equipment 502-0000-80100 5,620.36 Fund 502 - INFORMATION TECHNOLOGY Total: 8,975.28 Grand Total: 1,494,183.72 5/2/2019 7:35:13 PM Page 3 of 5 Demand Register Packet: APPKT01968 - BC 05/03/19 Fund Summary Fund 101 - GENERAL FUND 201 - GAS TAX FUND 202 - LIBRARY & MUSEUM FUND 212 - SLESA (COPS) FUND 215 - LIGHTING & LANDSCAPING FUND 235 - SO COAST AIR QUALITY FUND 243 - RDA Low -Mod Housing Fund 401 - CAPITAL IMPROVEMENT PROGRAMS 501 - FACILITY & FLEET REPLACEMENT 502 - INFORMATION TECHNOLOGY Account Number 101-0000-13600 101-0000-20304 101-0000-20943 101-0000-20949 101-0000-20981 101-0000-20985 101-0000-22830 101-0000-42300 101-1001-60320 101-1004-60104 101-1004-60125 101-1004-60320 101-1005-60125 101-1005-60450 101-1006-60450 101-1007-60403 101-1007-60470 101-2001-60109 101-2001-60161 101-2001-60162 101-2001-60163 101-2001-60164 101-2001-60166 101-2001-60167 101-2001-60169 101-2001-60170 101-2001-60171 101-2001-60172 101-2001-60175 101-2002-60112 101-2002-61101 101-2002-80101 101-3002-60107 101-3003-60149 101-3005-60117 101-3005-61102 101-3005-61103 101-3005-61105 101-3005-61106 101-3005-61109 101-3005-61111 101-3005-61113 101-3005-61114 101-3005-61202 101-3005-61204 Grand Total: Account Summary Account Name Prepaid Expense Sales Taxes Payable Dental Insurance Pay LT Care Insurance Pay United Way Deductions Garnishments Payable Miscellaneous Deposits Cash Over/Short Travel & Training Consultants Temporary Agency Servic... Travel & Training Temporary Agency Servic... Advertising Advertising Citywide Conf Room Suppl.. Postage LQ Police Volunteers Sheriff Patrol Police Overtime Target Team Community Services Offic... Gang Task Force Narcotics Task Force Motor Officer Dedicated Sargeants Dedicated Lieutenant Sheriff - Mileage Special Enforcement Funds Landscape Contract Utilities - Electricity Machinery & Equipment Instructors Community Experiences Civic Center Lake Mainten... Utilities - Electric - Montic... Utilities - Electric - Civic C... Utilities - Electric - Fritz Bu.. Utilities - Electric - Sports ... Utilities - Electric - Comm... Utilities - Electric - Velasco.. Utilities - Electric - Eisenh... Utilities - Electric - Desert ... Utilities - Water - Civic Ce... Utilities - Water -Fritz Bur... Expense Amount 1,209,684.47 3,244.00 14,006.83 10,527.40 55,259.60 346.40 166,666.00 22,278.20 3,195.54 8,975.28 1,494,183.72 Expense Amount 200.52 423.00 8,797.31 196.05 92.00 882.84 100.00 39.00 486.06 408.00 725.00 60.54 875.20 215.60 176.00 583.52 16.51 129.66 646,032.18 54,062.47 154,201.22 48,664.80 13,243.20 13,243.20 91,859.65 36,758.40 20,795.20 26,322.59 4,680.06 1,216.00 751.64 6,571.89 896.00 4,845.89 715.84 13.49 1,217.60 256.96 2,273.97 2,750.19 13.39 21.57 13.03 1,217.40 1,567.99 5/2/2019 7:35:13 PM Page 4 of 5 Demand Register Packet: APPKT01968 - BC 05/03/19 Account Summary Account Number Account Name Expense Amount 101-3005-61209 Utilities - Water -Commun.. 1,848.16 101-3007-60461 Marketing & Tourism Pro... 7,701.18 101-3008-60431 Materials/Supplies 197.86 101-3008-61101 Utilities - Electricity 9,505.40 101-3008-61200 Utilities - Water 488.05 101-3008-71021 Furniture 1,702.02 101-6002-60320 Travel & Training 256.47 101-6002-60450 Advertising 1,386.00 101-6004-60194 Veterinary Service 1,500.00 101-6004-60197 Animal Shelter Contract 5... 10,606.67 101-6006-60137 Community Special Events 43.86 101-7003-60420 Operating Supplies 266.17 101-7006-60144 Contract Traffic Engineer 25,570.00 201-7003-60103 Professional Services 2,500.00 201-7003-61101 Utilities - Electricity 744.00 202-3004-61101 Utilities - Electricity 3,206.31 202-3004-71020 Furniture 9,969.47 202-3006-60691 Maintenance/Services 117.15 202-3006-61101 Utilities - Electricity 713.90 212-0000-60178 COPS Robbery Prevention 2,271.30 212-0000-60179 COPS Burglary/Theft Prev... 8,256.10 215-7004-60112 Landscape Contract 41,838.77 215-7004-60423 Supplies -Graffiti and Van... 10.08 215-7004-60431 Materials/Supplies 98.40 215-7004-60432 Tools/Equipment 394.98 215-7004-60691 Maintenance/Services 400.00 215-7004-61116 Utilities - Electric 4,245.79 215-7004-61117 Utilities - Electric - Media... 2,027.06 215-7004-61211 Utilities - Water - Medians 6,244.52 235-0000-61101 Utilities - Electricity 346.40 243-0000-60532 Homelessness Assistance 166,666.00 401-0000-60185 Design 11,108.50 401-0000-60188 Construction 11,169.70 501-0000-60148 Car Washes 504.00 501-0000-60674 Fuel & Oil 2,691.54 502-0000-60301 Software Licenses 3,246.29 502-0000-61400 Utilities - Cable 108.63 502-0000-80100 Machinery & Equipment 5,620.36 Grand Total: 1,494,183.72 Project Account Summary Project Account Key Expense Amount **None** 1,467,059.63 091004CT 1,238.60 091004D 1,800.00 111205D 9,308.50 151603CT 6,228.67 151612CT 1,196.80 1819 PM PCT 1,291.40 1819TMICT 8.63 201706CT 1,205.60 B DAYE 3,196.00 EGGE 190.00 KITEE 37.89 TACOE 1,422.00 Grand Total: 1,494,183.72 5/2/2019 7:35:13 PM Page 5 of 5 ATTACHMENT 2 City of La Quinta Bank Transactions 04/20/19 - 05/03/19 Wire Transaction Listed below are the wire transfer from 04/20/19 - 05/03/19 Wire Transfers: 04/23/2019 - WIRE TRANSFER - TASC FLEX CLAIM 04/26/2019 - WIRE TRANSFER - WELLS FARGO 05/03/2019 - WIRE TRANSFER - PERS 05/03/2019 - WIRE TRANSFER - PERS 05/03/2019 - WIRE TRANSFER - PERS 05/03/2019 - WIRE TRANSFER - PERS 05/03/2019 - WIRE TRANSFER - PERS TOTAL WIRE TRANSFERS OUT $ 1,720.49 $ 15,000.00 $ 119,916.20 $ 21,428.05 $ 15,095.72 $ 4,827.22 $ 356.62 $ 178,344.30 ol CONSENT CALENDAR ITEM NO. 8 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT WITH COMPLETE PAPERLESS SOLUTIONS TO PURCHASE FIVE LASERFICHE FULL USER LICENSES RECOMMENDATION Approve Amendment No. 1 to Contract Services Agreement with Complete Paperless Solutions to purchase five Laserfiche full user licenses; increase the agreement amount by $6,000, for a total not to exceed amount of $84,682.50; and authorize the City Manager to execute the amendment. EXECUTIVE SUMMARY • The City acquired the Laserfiche (LF) software to manage its permanent electronic repository in the mid-1990s; currently the City has four full user licenses. • Efforts to convert paper to electronic records has resulted in the need for Staff in each department to take on records management administrative duties. FISCAL IMPACT One-time cost for five new full user licenses is $4,500, which triggers an increase in annual maintenance costs of $750 per year, for the term of the agreement. Funds are budgeted in the 2018/2019 and proposed 2019/20 Information Technology Fund (502-0000-60301). BACKGROUND/ANALYSIZ: The City acquired the LF software for its digital repository for permanent electronic records in the mid 1990s. Following a request for proposals, in June 2018, Council awarded the LF Avante certified reseller and annual maintenance and support services agreement to Complete Paperless Solutions. The City's electronic library is rapidly expanding to include a large variety of permanent records for departments city-wide, which has triggered the need for five additional full user LF licenses to allow Staff in each department to perform records management administrative duties. ALTLRNATIVES Council may elect not to approve the contract amendment. Prepared by: Nichole Romane, Deputy City Clerk Approved by: Monika Radeva, City Clerk Attachment: 1. Amendment No. 1 to Contract Services Agreement 0 AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT WITH COMPLETE PAPERLESS SOLUTIONS This Amendment No. 1 ("Amendment No. 1") to Contract Services Agreement ("Agreement") with Complete Paperless Solutions (CPS) is made and entered into as of the 25th day of May, 2019 ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and Complete Paperless Solutions ("Contracting Party"). RECITALS WHEREAS, on or about June 21, 2018, the City and Contracting Party entered into an Agreement to provide Laserfiche Avante Software Support Services for the City. The term of the Agreement expires on May 31, 2021; and WHEREAS, The City wishes to acquire five additional Laserfiche full user licenses and related annual maintenance; and WHEREAS, Section 2.1 - Contract Sum of the Agreement is being amended by an additional $6,000 (one-time purchase cost for five licenses of $4,500 and two years of additional maintenance fees of $750 per year), for a total not to exceed amount of as $84,682.50. NOW THEREFORE, in consideration of the mutual covenant herein contained, the parties agree as follows: FAZW►WZ140ki 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: 1. Section 1.1 Scope of Services is being amended by adding five additional Laserfiche full user licenses and related annual maintenance. 2. Section 2.1 Contract Sum is being amended by Six Thousand dollars ($6,000) for a total not to exceed amount of Eighty Four thousand, Six Hundred and Eighty Two dollars and fifty cents ($84,682.50) for the acquisition and annual maintenance of five new Laserfiche full user licenses. In all other respects, the original Agreement shall remain in effect. IN WITNESS WHEREOF, the City and Consultant have executed this Amendment No. 1 to the Agreement on the respective dates set forth below. CITY OF LA QUINTA a California municipal corporation Dated: FRANK J. SPEVACEK, City Manager City of La Quinta, California ATTEST: MONIKA RADEVA, City Clerk City of La Quinta, California APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California CONSULTANT: Complete Paperless Solutions Claude Schott, Vice President of Sales :: Exhibit B Schedule of Compensation With the exception of compensation, Additional Services provided for in Section 1.7 of this Agreement, the maximum total compensation to be paid to Contracting Party under this Agreement is as follows: • Year 1 FY 2018/20 - $36,642.50 • Year 2 FY 2019/20 - $26,270, which is comprised of: ✓ Laserfiche LSAP Software annual support and maintenance - $21,020 ✓ Five full user Laserfiche licenses - $4,500 ✓ Additional annual maintenance for new licenses - $750 • Year 3 FY 2020/21 ✓ Laserfiche LSAP Software annual support and maintenance - $21,020 ✓ Additional annual maintenance for new licenses - $750 For a total not to exceed amount of $84,682.50 :• m City of La Quinta CITY COUNCIL MEETING May 21, 2019 STAFF REPORT CONSENT CALENDAR ITEM NO. 9 AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO GOLF COURSE MANAGEMENT AGREEMENT WITH LANDMARK GOLF MANAGEMENT, LLC FOR SILVERROCK GOLF COURSE MANAGEMENT SERVICES RECOMMENDATION Approve Amendment No. 2 to Golf Course Management Agreement with Landmark Golf Management, LLC. to provide SilverRock golf course management services for one additional year until June 30, 2020; suspend 2% retention for capital reserves; and authorize the City Manager to execute the amendment. EXECUTIVE SUMMARY • In 2013 the City entered into a five-year Golf Course Management Agreement (Agreement) with Landmark Golf Management (Landmark) SilverRock golf course management services, which was extended for one year in 2018 (Amendment No. 1) and will expire on June 30, 2019. • Amendment No. 2 will extend the term for one year; the Agreement allows for two additional extensions as desired to coordinate with the development of the hotels and conference center. • Amendment No. 2 includes a 4% increase to the annual management fee and suspends the 2% retention for capital reserves, estimated at $60,000, and varies based on revenue. FISCAL IMPACT The golf course management fee for 2019/20 would be $119,000. This amount is included in the proposed 2019/20 SilverRock Resort Annual Plan. BACKGROUND/ANALYSIS In July 2013, the City entered into an Agreement with Landmark that will expire on June 30, 2019. As SilverRock Development Company proceeds with construction of the hotels and conference center, it is in the best interest of the project to continue using Landmark as the golf course operator during this period. low Amendment No. 2 provides the following changes: • Extend the term until June 30, 2020 (Section 2.2 Management Term) • City shall suspend deposits from the Golf Course Accounts for the 2% Capital Improvement Funds ($58,517 in 2017/18) until June 30, 2020 (Section 3.10.1) • Increase the annual Management Fee by 4% for a total annual amount of $119,000 (Section 4.1.1) • Extend the date by which the City, in its sole discretion, without penalty or cause, can terminate the agreement until June 30, 2019 (Section 8.1) /_1 111 Ill 4:7 01_110 ILM 4.1 Due to the timeline of the development by SilverRock Development Company, no alternatives are recommended at this time. Prepared by: Steve Howlett, Facilities Director Approved by: Frank Spevacek, City Manager Attachment: 1. Amendment No. 2 to Golf Course Management Agreement ATTACHMENT 1 AMENDMENT NO. 2 TO GOLF COURSE MANAGEMENT AGREEMENT This Amendment No. 2 ("Amendment 2") to Golf Course Management Agreement ("Agreement") is made and entered as of the 1st day of July 2019 ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California municipal corporation, and LANDMARK GOLF MANAGEMENT, LLC. ("Manager"). RECITALS WHEREAS, on or about July 1, 2013, the City and Manager entered into an Agreement to provide services related to managing golf course operations at SilverRock Resort; and WHEREAS, on or about July 1, 2018, the City and Manager executed Amendment No. 1 and mutually agreed to amend Section 2.1 Contract Sum of the Agreement for a total not to exceed amount of $3,617,000; and WHEREAS, City and Manager mutually agree to extend the term of the Agreement for one additional year, from July 1, 2019 to June 30, 2020 ('Extended Term") pursuant to Section 2.2 Management Term; and WHEREAS, City and Manager mutually agree to suspend deposits from the Golf Course Accounts for the 2% Capital Improvement Funds pursuant to Section 3.10.1 Capital Improvement Funds until June 30, 2020; and WHEREAS, City and Manager mutually agree to amend Section 4.1.1 Management Fee by implementing a four percent (4%) annual increase to the Management Fee for a total not to exceed annual amount of $119,000 for fiscal year 2019/20; and WHEREAS, Section 8.1 Termination by City is amended to change the date by which the City, in its sole discretion, without penalty or cause, and terminate the Management Term on any date after June 30, 2020. NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows: AMENDMENT In consideration of the foregoing Recitals and the covenants and promises hereinafter contained, and for good and valuable consideration, the sufficiency AV and receipt of which are hereby acknowledged, the parties hereto agree as follows: 2.2 Management Term The Management Term shall commence July 1, 2019. The Management Term and this Agreement shall end on June 30, 2020. The City has the option to renew the contract for two (2) additional one-year extensions. 3.10.1 Capital Improvement Funds City shall suspend deposits from the Golf Course Accounts for the 2% Capital Improvement Funds until June 30, 2020. 4.1.1 Management Fees Manager shall receive from City an annual Management Fee increase of four percent (4%) in the amount of One Hundred Nineteen Thousand Dollars ($119,000) until expiration of the Agreement. 8.1 Termination by City The Management Term may be terminated by the City, in its sole discretion, without penalty or cause on any date after June 30, 2020 with a minimum sixty (60) day prior Written Notice of early termination provided by the City Manager to Landmark Golf Management. In all other respects, the original Agreement shall remain in effect. IN WITNESS WHEREOF, the City and Manager have executed this Amendment No. 2 to the Agreement on the respective dates set forth below. W. CITY OF LA QUINTA a California municipal corporation and Charter City By: Frank Spevacek, City Manager Date: ATTEST: Monika Radeva, Deputy City Clerk City of La Quinta, California (City Seal) APPROVED AS TO FORM: William H. Ihrke, City Attorney City of La Quinta, California LANDMARK GOLF MANAGEMENT, LLC By: Andy Vossler, President & CEO Date: low m City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT CONSENT CALENDAR ITEM NO. 10 AGENDA TITLE: AWARD CONTRACT TO CREATIVE LIGHTING, INC FOR CITYWIDE LIGHTING MAINTENANCE SERVICES FOR LIGHTING AND LANDSCAPE ASSESSMENT DISTRICT 89-1 (PROJECT NO 2018-31) RECOMMENDATION Award contract to Creative Lighting, Inc. in the amount of $76,198 for Citywide Lighting Maintenance Services for Lighting and Landscape Assessment District 89-1; and authorize the City Manager to execute the contract. EXECUTIVE SUMMARY • The City contracts landscape lighting maintenance services for City medians and parkways within Lighting and Landscape Assessment District 89-1 (L&L). • On April 11, 2019, a request for qualifications and proposal (RFQ/RFP) was posted on the City website. Three responses were received. • After extensive review, the Selection Committee (Committee) recommended Creative Lighting, Inc. (Creative) based on their qualifications. FISCAL IMPACT The annual cost is $76,198 and is included in the 2019/20 Lighting and Landscape budget (215-7004-60104). 2018/19 2019/20 L&L Fund 215-7004-60104 $ 77,216 $ 76,198 BACKGROUND/ANALYSIS The L&L provides for both the Citywide landscaping maintenance and landscape lighting contracts. This includes all public medians, parkways and retention areas. These contracts are necessary for roadway safety, water retention, and enhancement of motorist safety and streetscape aesthetics. An RFQ/RFP (Attachment 1) for landscape lighting services was posted on the City's website on April 11, 2019. The service areas include City medians, parkways and retention basins located within the L&L. A mandatory pre -proposal meeting was held on April 23, 2019 and five contractors attended. Three RFQ/RFP's were received and reviewed by the Committee. Creative has an office located in Palm Desert and was selected based on their work proposal qualifications. The contract (Attachment 1) would be for an initial one-year term, July 1, 2019 through June 30, 2020, and would allow for four, one-year extensions. At the City's discretion, the contract would be renewable each fiscal year through 2023/24 if Creative performs in a satisfactory manner. ALTERNATIVES Council may direct staff to prepare new specifications to re -advertise for Citywide lighting services. However, this may cause a disruption in services. Prepared by: Dianne Hansen, Management Assistant Approved by: Steve Howlett, Facilities Director Attachment: 1. Contract .; ATTACHMENT 1 SECTION 1300 CONTRACT THIS CONTRACT, by and between the CITY OF LA QUINTA, a municipal corporation, herein referred to as "City," and i2 ca 'vc 6 ` bi• 9IeJx>y herein referred to as, "Contractor." WITNESS ETH: In consideration of their mutual covenants, the parties hereto agree as follows: 1. Contractor shall furnish all necessary labor, material, equipment, transportation, and services to perform Landscape Lighting and Maintenance Services for Landscape and Lighting Assessment District 89-1, Project No. 2018-31 in the City of La Quinta, California pursuant to the Request for Qualifications and Proposal (RFP), the project Specifications, and Contractor's Proposal, all of which documents shall be considered a part hereof as though fully set herein. Should any provisions of Contractor's Proposal be in conflict with the RFP, - Specifications; or this Contract, then the -provisions- of said -Contract, Specifications, and RFP shall be controlling in that order of precedence. The time frame for work shall be in accordance with that specified in the RFP. 2. Contractor will comply with all Federal, State, County, and La Quinta Municipal Code Regulations, which are, amended from time to time, incorporated herein by reference. 3. All work shall be done in a manner satisfactory to the Public Works Manager. 4. Contractor shall commence work on July 1, 2019 after the issuance of a written Notice to Proceed. 5. In consideration of said work, City agrees to pay Contractor such sums as shall be approved by Public Works Manager at monthly sums and/or unit prices stated in tho Contractor's Proposal, the base consideration ($_ 7� % V .0&3:--AII payments shall be subject to approval by the Public Works Manager and shall be in accordance with the terms, conditions, and procedures provided in the Specifications 6. The Contractor shall not knowingly pay less than the general prevailing rate for per diem wages, as determined by the State of California Department of Industrial Relations and referred to in the RFP, to any workman employed for the work to be performed under this contract; and the Contractor shall forfeit as a penalty to the City the sum of Twenty -Five Dollars ($25.00) for each calendar day, or fraction thereof, for such workman paid by him or by any subcontractor under him in violation of this provision (Sections 1770-1777, Labor Code of California). Contract 1300-1 99 Pursuant to Section 1770, et. seq., of the California Labor Code, the successful proposer shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. These wage rates are available from the California Department of Industrial Relations' Internet website at hUP_:llwww.dir-.ca. ay. Pursuant to Section 1725.5 of the California Labor Code, no contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations at the time the contract is awarded. Contractors and subcontractors may find additional information for registering at the Department of Industrial Relations website at http://www.dir.ca.gov/Public-Works/PublicWorks.html. Pursuant to Labor Code section 1771.1, no contractor or subcontractor may be listed on a proposal for a public works project submitted on or after March 1, 2015 unless registered with the Department of Industrial Relations. Furthermore, all proposers and contractors are hereby notified that no contractor or subcontractor may be awarded, on or after April 1, 2015, a contract for public work on a public works project unless registered with the Department of Industrial Relations. Pursuant to Labor Code -section 1771-.41-all- proposers are -hereby -notified-that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 7. Concurrently with the execution of this Contract, Contractor shall furnish a Performance Bond and a Payment Bond of a surety satisfactory to City, as provided in said Specifications or Request for Proposal, the cost of which shall be paid by Contractor. 8. Except for the gross negligence or willful misconduct of an Indemnified Party (as hereinafter defined), the Contractor hereby assumes liability for and agrees to defend (at Indemnified Parties' option), indemnify, protect and hold harmless City and its Project Consultants, and Engineers, officers, agents, and employees ("Indemnified Parties") from and against any and all claims, charges, damages, demands, actions, proceedings, losses, stop notices, costs, expenses (including counsel fees), judgments, civil fines and penalties, liabilities of any kind or nature whatsoever, which may be sustained or suffered by or secured against the Indemnified Parties arising out of or encountered in connection with this Contract or the performance of the Work including, but not limited to, death of or bodily or personal injury to persons or damage to property, including property owned by or under the care and custody of City, and for civil fines and penalties, that may arise from or be caused, in whole or in part, by any negligent or other act or omission of Contractor, its officers, agents, employees or Subcontractors including, but not limited to, liability arising from: 1. Any dangerous, hazardous, unsafe or defective condition of, in or on the premises, of any nature whatsoever, which may exist by reason of any act, omission, neglect, or any use or occupation of the premises by Contract 1300-2 100 Contractor, its officers, agents, employees, or subcontractors; 2. Any operation conducted upon or any use or occupation of the premises by Contractor, its officers, agents, employees, or subcontractors under or pursuant to the provisions of this contract or otherwise; 3. Any act, omission or negligence of Contractor, its officers, agents, employees, or Subcontractors; 4. Any failure of Contractor, its officers, agents or employees to comply with any of the terms or conditions of this Contract or any applicable federal, state, regional, or municipal law, ordinance, rule or regulation; and 5. The conditions, operations, uses, occupations, acts, omissions or negligence referred to in Sub -subsections (1), (2), (3), and (4), existing or conducted upon or arising from the use or occupation by Contractor on any other premises in the care, custody and control of City. The Contractor also agrees to indemnify City and pay for all damages or loss suffered by City including but not limited to damage to or loss of City property, to the extent not insured by City and loss of City revenue from any source, caused by or arising -out-of the conditions,-operationsf uses, occupations, acts,- omissions or negligence referred to in Sub -subsections (1), (2), (3), (4) and (5). Contractor's obligations under this Section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnified Party. However, without affecting the rights of City under any provision of this Contract, Contractor 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 Contract 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 Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of City. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Contract. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the 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 here is binding on the successors, assigns or heirs of Contractor and shall survive the termination of this Contract or this section. Contract 1300-3 101 This indemnity shall survive termination of the Contract or Final Payment hereunder. This Indemnity is in addition to any other rights or remedies that the Indemnified Parties may have under the law or under any other Contract Documents or Agreements. In the event of any claim or demand made against any party which is entitled to be indemnified hereunder, City may, in its sole discretion, reserve, retain or apply any monies to the Contractor under this Contract for the purpose of resolving such claims; provided, however, City may release such funds if the Contractor provides City with reasonable assurance of protection of the Indemnified Parties' interests. City shall, in its sole discretion, determine whether such assurances are reasonable. Approval of any insurance contracts by the City does not relieve the Contractor or subcontractors from liability under Section 1340-1.0, Indemnificati n of the Specifications. The City will not be liable for any accident, loss, or damage to the work prior to its completion and acceptance. 9. Contractor shall hold the County of Riverside, its officers, agents and employees free and harmless from any liability whatsoever, including wrongful death, based or asserted upon any act or omission of principal, its officers, agents, employees or sub -contractors relating to or in any way connected with or arising -from the -accomplishment-of-the- work, -whether or not -such acts or -omissions -were in furtherance of the work requires by the Contract Documents and agrees to defend at his expense, including attorney fees, City of La Quinta, County of Riverside, its officers, agents, employees and Independent Architect in any legal action based on any such alleged acts or omissions. 10. Except as otherwise required, Contractor shall concurrently with the execution of this contract, furnish the City satisfactory evidence of insurance of the kinds and in the amounts provided in said Specifications, Section 1340-2.0, Insurance Requirements. This insurance shall be kept in full force and effect by Contractor during this entire contract and all premiums thereon shall be promptly paid by it. Each policy shall further state that it cannot be canceled without 30 days unconditional written notice to the City and shall name the City as an additional insured on the Commercial General Liability policy only. Contractor shall furnish evidence of having in effect, and shall maintain Workers Compensation Insurance coverage of not less than the statutory amount or otherwise show a certificate of self-insurance, in accordance with the Workers Compensation laws of the State of California. Failure to maintain the required amounts and types of coverage throughout the duration of this Contract shall constitute a material breach of this Contract. 11. Contractor shall forfeit as a penalty to City $25.00 for each laborer, workman, or mechanic employed in the execution of this Contract by said Contractor, or any subcontractor under it, upon any of the work herein mentioned, for each calendar day during which such laborer, workman, or mechanic is required or permitted to work at other than a rate of pay provided by law for more than 8 hours in any one calendar day and 40 hours in any one calendar week, in violation of the provisions of Sections 1810-1815 of the Labor Code of the State of California. Contract 1300-4 102 12. In accepting this Contract, Contractor certifies that in the conduct of its business it does not deny the right of any individual to seek, obtain and hold employment without discrimination because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex or age as provided in the California Fair Employment Practice Act (Government Code Sections 12900, et seq.) Contractor agrees that a finding by the State Fair Employment Practices Commission that Contractor has engaged during the term of this Contract in any unlawful employment practice shall be deemed a breach of this Contract and Contractor shall pay to City $1,607.00 liquidated damages for each such breach committed under this contract. 13. Contractor also agrees that for contracts in excess of $30,000 and more than 20 calendar days duration, that apprentices will be employed without discrimination in an approved program in a ratio established in the apprenticeship standards of the craft involved (Sections 1777.5 and 1777.6, Labor Code of California). Contractors who willfully fail to comply will be denied the right to submit a proposal on public projects for a period of six months in addition to other penalties provided by law. 14. This Contract shall not be assignable by Contractor without the written consent of City. 15. In accepting this Contract, Contractor certifies that no member or officer of the firm or corporation is an officer or employee of the City except to the extent permitted by law. 16. Contractor certifies that it is the holder of any necessary California State Contractor's License and authorized to undertake the above work. 17. The City, or its authorized auditors or representatives, shall have access to and the right to audit and reproduce any of the Contractor records to the extent the City deems necessary to insure it is receiving all money to which it is entitled under the contract and/or is paying only the amounts to which Contractor is properly entitled under the Contract or for other purposes relating to the Contract. 18. The Contractor shall maintain and preserve all such records for a period of at least three years after termination of the contract. 19. The Contractor shall maintain all such records in the City of La Quinta. If not, the Contractor shall, upon request, promptly deliver the records to the City or reimburse the City for all reasonable and extra costs incurred in conducting the audit at a location other than at City offices including, but not limited to, such additional (out of the City) expenses for personnel, salaries, private auditors, travel, lodging, meals and overhead. 20. The further terms, conditions, and covenants of the Contract are set forth in the Contract Documents, each of which is by this reference made a part hereof. Contract 1300-5 103 IN WITNESS WHEREOF, the parties have executed this Contract as of the dates stated below. Dated: ATTEST: Monika Radeva, City Clerk APPROVED AS TO FORM: City Attorney "CITY" CITY OF LA QUINTA, a California municipal corporation By: Frank J. Spevacek, City Manager Dated-. -Dated.- "CONTRACTOR" (If corporation, affix eal) � 0 Dated:— 12p� By: Signature Name: fir O t� Ste, c, z � Title: � c�t�'f C P 0> Address- ' Street Address City State Zip Code E-mail:�� r'ian �rE� G'L.� �tlx,� � C'a7r✓1 Dated • ®S V-7z,0 I 1 By: Signature Name; Title: Address: Street Address City State Zip Code E-mail- Contract 1300-6 104 City of La Quinta CONSENT CALENDAR ITEM NO. 11 CITY COUNCIL MEETING- May 21, 2019 STAFF REPORT AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT WITH SPOHN RANCH, INC FOR X-PARK DESIGN/BUILD SERVICES (PROJECT 2015-09) RECOMMENDATION Approve Amendment No. 2 to Contract Services Agreement with Spohn Ranch, Inc. for X-Park design/build services to remove irrigation and landscaping from the scope of service; reduce the total not to exceed contract to $3,511,000; and authorize the City Manager to execute the amendment. EXECUTIVE SUMMARY • On June 5, 2018, Council approved a Design/Build Contract Services Agreement with Spohn Ranch, Inc for the X-Park (Agreement). • On March 19, 2019, Council approved the X-Park final design and Amendment No. 1 to the Agreement for additional scope of services and a total not to exceed amount of $3,617,000. • Amendment No. 2 to the Agreement would remove irrigation and landscaping from the scope of services and reduce the contract amount by $106,000. • The irrigation and landscaping services would be incorporated into the adjacent Dune Palms Retention Basin landscape project. FISCAL IMPACI Contract Services Agreement $2,800,000 Amendment No. 1 $817,000 Amendment No. 2 106 000 Revised Not To Exceed $31511,000 BACKGROUND/ANALYSIS On June 5, 2018, Council approved a Design/Build Agreement with Spohn Ranch (Project 2015-09) with a not to exceed amount of $2.8 million. The remaining balance of the $3.5 million budget was to purchase the required 105 property from the Housing Authority and contract light and sound impact studies. The final design of the X-Park and Amendment No. 1 to the Spohn Ranch Agreement was approved by City Council on March 19, 2019 with a not to exceed amount of $3,617,000. Highlights of the design include: • 31,000 sq. ft. of skate area; 20 parking stalls; • 1,400 sq. ft. pro -shop with restrooms and observation deck; • Bowls and features for beginners, advanced, and professional users; Perimeter landscaping (desert efficient); Energy efficient/programmable lighting; and • Pump track The Dune Palms Retention Basin Project, 2015-12D, will be constructed along the east side of the X-Park project. The perimeter of the retention basin is being utilized to construct the X-Park pump track. Since the retention basin and perimeter landscape will be maintained under the Lighting and Landscape District, it is economical to combine the retention basin and X-Park landscaping as one design and install with the construction of the retention basin project. Amendment No. 2 removes irrigation and landscape from the project scope by $106,000. This work will be added to the Dune Palms Retention Basin Project (2015-12D). ALTERNATIVES Staff does not recommend other alternatives. Prepared by: Steve Howlett, Facilities Director Approved by: Frank Spevacek, City Manager Attachment 1: Amendment No. 2 106 AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT This Amendment No. 2 ("Amendment 2") to Contract Services Agreement ("Agreement") is made and entered as of the 1st day of July 2019 ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California municipal corporation, and Spohn Ranch, Inc. ("Contracting Party"). RECITALS WHEREAS, on or about June 8, 2018 the City and Contracting Party entered into an Agreement to provide services related to Design -Build for an extreme sports facility ("X-park"), Project No. 2015-09; and WHEREAS, on or about March 20, 2019, the City and Contracting Party executed Amendment No. 1 and mutually agreed to amend Section 1.1 Scope of Services of the Agreement to provide the approved final design of the facility, amend Section 2.1 Contract Sum of the Agreement for a total not to exceed amount of $3,617,000, amend Section 3.2 Schedule of Performance of the Agreement for the revised schedule "Exhibit C", and amend Section 3.4 Term of the Agreement, to February 29, 2020 ("Extended Term"); and WHEREAS, the City and Contracting Party mutually agree to amend Section 1.1 Scope of Services by removing irrigation and landscaping services for the X-park; and respectively reduce Section 2.1 Contract Sum for these services in the amount of $106,000 for a revised not to exceed amount to $3,511,000. NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows: 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: Section 2.1 Contract Sum is amended to: 2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed Three Million Five Hundred Eleven Thousand Dollars ($3,511,000) (the "Contract Sum"), except as provided in Section 1.7. The method of compensation set forth in the Schedule of Compensation may include payment in accordance with the 107 percentage of completion of the Services in accordance with "Exhibit B" attached to Amendment No. 1, or payment for time and materials based upon Contracting Party's rate schedule, but not exceeding the Contract Sum, or such other reasonable methods as may be specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contracting Party at all project meetings reasonably deemed necessary by City; Contracting Party shall not be entitled to any additional compensation for attending said meetings. 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, Contracting Party's overall compensation shall not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement. Section 3.2 Schedule of Performance is being amended to remove "Irrigation & Landscaping" as reflected in the attached "Exhibit C" incorporated herewith by this reference. In all other respects, the original Agreement shall remain in effect. IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No. 2 to the Agreement on the respective dates set forth below. W: CITY OF LA QUINTA a California municipal corporation and Charter City By: Frank Spevacek, City Manager ATTEST: Monika Radeva, Deputy City Clerk City of La Quinta, California (City Seal) APPROVED AS TO FORM: William H. Ihrke, City Attorney City of La Quinta, California SPOHN RANCH, INC. Kristen Dermer, CEO K •M r•� L J F� m F� 2 X LU W U C o C C L 0 ^Ll W 4-- 0 Q) Z) Q)�/U/'�� V1 X Park - La Quinta, CA t t Md Design Development 03/04119 03/29119 9D% Design Development 03104 03114 City Council Approval 0311g 03119 1D0% Design Development 03f20 03129 Construction Documents D4f0111g 136119119 00%Construction Documents 04f01 04126 SD%Plan Check 04f29 05f03 95% Construction Documents 05106 05f24 95%Plan Cher 05f27 0551 III Censtruction Documents D6103 06J14 Permits 06117 06119 construction 06120119 0212112D Off -Site Fabrication 06f20 Le11s Pre-Construchon Meeting 06f20 08120 Site Preparation 015120 07101 Clearing & Demolition 07102 07109 Utilities 07110 M01 Excavation & Grading 07130 O42129 Form, Reir1cl-ce & Place Concrete OB130 01109 Building Install 12126 01107 Site Amenities Install - Fence, Lights. .. 12f26 01117 Sidewalk, Parking Lot &Access Read 011os W126 Detail Work & Clean -Up 01f29 02f21 EXHIBIT C Schedule of Performance 4 Ll 1G 351 15 23 2S 5 23 20 27 3 30 11 34N 0 15. 32 ]9 5 12 19 2fi 3 9 ]6 23 r `4 ']1 3E 1 11 1. 25 - 11 33 5 D '1l 27 Design Develop nt 0 90% D ion Develvpmerd 0 City ouncil Approval Son%Design D IopmeM Mmmmmq Con an Doc.—nI D%Constm[tion amuer. so%Plan Che 09 %ConsmlcsonD ruments 95 % Plan Chec 0 100% onstnrction Oocu entr ❑ Pe Cu Ilion Off -Site Iabrication 0 Pre onstnlctl Meet rg Sibs Preparation 0 Clearing & e—JAiion utilities Excavation & Gra Mg Form, Re3nfnrce &Place Concrete Building Install Site Amenities In II -Fence, Ligl ts, Shade, Etc. Sidewalk, Park' g Lot & Ar , oad 0 Detail ork&Clean-up BUSINESS SESSION ITEM NO. 1 City of La Quinta CITY COUNCIL MEETING May 21, 2019 STAFF REPORT AGENDA TITLE: APPROVE SILVERROCK RESORT 2019/20 ANNUAL PLAN RECOMMENDATION Approve the SilverRock Resort 2019/20 Annual Plan. EXECUTIVE SUMMAKY • Landmark Golf Management LLC (Landmark) manages the SilverRock Resort golf course and is required to provide an annual operations plan for Council's review and approval. • The SilverRock 2019/20 Annual Plan (Plan) (Attachment 1) reflects the projected number of rounds, revenues, and operation costs. • The golf operations are projected to have a net loss of $207,000 because of on -site construction. FISCAL IMPACT The General Fund is projected to underwrite $335,200 of the overall 2019/20 SilverRock expenses. The projected golf operations expenses (not including City staff golf course and non -golf course management/oversight costs) are $3,837,793 and projected golf operations revenue is $3,630,947 for a net loss of $206,846. The City will also fund $128,200 for golf course and non -golf course management/oversight by City staff. All revenue and expenses will be included in the proposed 2019/20 City Budget. SilverRock Golf Course Operations Revenue $3,630,947 Operations Budget -$3,837,793 Net Revenue $206,846 SilverRock Property Mana ement/Oversi ht General Fund Advance $335,200 City Management/Oversight -$128,200 Surplus/ Deficit $207,000 BACKGROUND/ANALYSIS In July 2013 the City entered into a Golf Course Management Agreement (Agreement) with Landmark. The Agreement requires an annual plan for golf ill operations. The Plan provides projected annual revenues and expenses, department costs, staffing and service levels. The Plan forecasts continuing the pro -shop and food service from the Ahmanson House during the construction of the hotels and conference center by the Robert Green Company. Additional assumptions include: • 43,667 rounds of play; the average projected revenue is $82.29 per round, based on the total revenue (less food and beverage) divided by the total rounds. The average green fee is $73.49. The difference between revenue per round and the average green fee is the additional revenue generated from merchandise sales, and revenue from the driving range, including lessons. Revenue from the food and beverage operations is not included; • Minimum wage increases are effective January 1, 2020; • Suspending the 2% annual contribution of approximately $60,000 to the capital reserve as contained in Amendment 2 of the Agreement. The current balance of the capital reserve is $485,200; and • Increase the management fee to $119,000 (4%) as contained in Amendment 2 of the Agreement. The proposed advertising budget is $163,000 and is included in the Marketing Department expenses ($222,203) on page 17 of the Annual Plan. SilverRock will continue to be promoted as a premier golf destination, especially during hotel construction, via the internet, newspapers, magazines, directories, television, and radio. .tNAT1 V E. Council may elect to deny or make modifications to the Annual Plan. Prepared by: Steve Howlett, Facilities Director Approved by: Frank J. Spevacek, City Manager Attachment: 1. SilverRock Resort 2019/20 Annual Plan 112 ATTACHMENT 1 LVEPP\OCK 0 R E S O R T SilverRock Resort -Arnold Palmer Classic Course 2019-2020 ANNUAL PLAN Prepared For: City of La Quinta SilverRock Resort Prepared BT. Landmark Golf Management Submitted: May 1, 2019 113 SILVERROCK RESORT Annual Plan Fiscal Year 2019-2020 Table of Contents Part I -Project Overview Project Fact Sheet 1 Mission Statement 2 Philosophy Statement 3 Organizational Chart 4 Key Employee Staffing 5 Part II -Assumptions 2019-2020 Assumptions 6, 7, 8 Part III -Operational Financial Projections 2019-2020 Consolidated Income Statement 9 Part IV -Department Detail Golf Rounds and Revenue 10 Golf Shop / Merchandise 1 1 Carts, Bagroom & Range 12 Course Services 13 Golf Course Maintenance 14, 15 General & Administrative 16 Marketing 17 Clubhouse 18 Miscellaneous 19 Part V-Food and Beverage Department Detail 20 Part VI -Other Marketing Narrative Plan 21,22 2019-2020 Golf Rates 23 114 SILVERROCK" RESRT PROJECT FACT SHEET COURSE NAME SilverRock Resort -Arnold Palmer Classic Course ADDRESS 79-179 Ahmanson Lane, La Quinta, Ca. 92253 TELEPHONE 1-888-600-7272 1-760-777-8884 WEBSITE WWW.SILVERROCK.ORG MANAGEMENT Randy Duncan, PGA, Director of Golf / General Manager Scott Werline, Golf Course Superintendent COURSE YARDAGE SILVER 7,239 PAR 72 GOLD 6,809 PAR 72 BLUE 6,313 PAR 72 WHITE 5,669 PAR 72 GREEN 5,089 PAR 72 RED 4,542 PAR 72 GRASS TYPES GREENS: TIF DWARF FAIRWAY / TEES: TIF SPORT / 419 ROUGHS: TIF SPORT / 419 OWNER CITY OF LA QUINTA MANAGED BY LANDMARK GOLF MANAGEMENT, LLC 74-947 HIGHWAY 111, SUITE 215 INDIAN WELLS, CA 92210 PHONE: (760) 776-6688 DATE COURSE OPENED February 14, 2005 1 115 SILVERROCK RESORT Annual Plan Fiscal Year 2019-2020 Mission Statement "TO BE THE BEST" "TO HAVE THE BEST GOLF FACILITIES" "TO HAVE THE BEST GOLF COURSE CONDITIONS" "TO PROVIDE THE BEST SERVICE" SilverRock Resort is dedicated to providing the finest public golf experience. All Staff Members of the facility play an important role in our Mission. Staff is supported through training and resources to ensure success. SilverRock Resort aspires to represent ownership and management with the highest standard of service in the Golf/Resort Industry and produce superior golf course conditions to meet and exceed the goals. Goals and Objectives: To support our Mission Statement and to achieve the projected Annual Plan; SilverRock Resort will pursue the following goals and objectives: • To hire and train staff members that will provide a high standard of guest services and maintain the highest level of course conditions • To maintain and pursue an aggressive Marketing Plan that benefits/acknowledges the La Quinta Residents, local residents, avid tourist golfers and golfing public • To have each Department operate within their annual budget allowing SilverRock Resort to reach the net operating goals 2 116 SILVERROCK RESORT Annual Plan Fiscal Year 2019-2020 PHILOSOPHY STATEMENT After fourteen and a half years of operations, an Annual Plan accommodated the operational start-up through and including grow -in, final construction of the Arnold Palmer Classic Course, a notable Grand Opening Celebration and four successful years as one of the home courses of the Bob Hope Classic. As the 2019-2020 Annual Plan is implemented, focus will continue to be on broadening the awareness, marketability and noteworthiness of SilverRock Resort's Arnold Palmer Classic Course, golf facilities and amenities. The philosophy that Landmark Golf Management perpetuates at SilverRock Resort is: an operation that allows management to utilize golf industry best -practices in accommodating market -driven demands as market shifts may occur. Each golf course facility has its own personality and characteristics; therefore, each golf operation is unique to some degree and should be managed with personality and characteristics taken into consideration. Golf operators that adjust procedures to short and long term market and industry fluctuations are better suited to maximize opportunities. In this upcoming twelve months of operations, Landmark Golf Management will put forth every effort to best position SilverRock Resort as a place to frequent in the eyes and minds of the influential decision makers in the world of golf. BRAND PROMISE Discover the mystique of SilverRock Resort, the crown jewel of La Quinta and its golf legacy. Rich in both history and legend, the majestic Santa Rosa Mountains frame an unwavering commitment to an exceptional experience at SilverRock Resort. Our Promise: Exceptional in All, For All, Always. 3 117 2019-2020 Annual Plan Cityt�ouncil &vitas City Manager Facilities Department Director Landmark Golf Management Management Team SilverRock Resort Golf Club General Mgr. / Director of Golf Golf Shop Golf Course Maintenance Accounting Head Golf Professional I I Superintendent Controller / Human Resources Asst. Golf Professionals Asst. Superintendent U Admin. Asst. To Controller & GM Golf Shop Buyer Mechanic(s) Sales Associates Irrigation Technician Guest / Outside Service Spray Technician Outside Services Manager Greenskeeper(s) Carts/Bag Room ShuttleNalet Starters/Rangers Driving Range Administrative Asst. Food & Beverage F&B Manager Restaurant F&B Server(s) / Cart Attendent(s) Marketing & Sales Tournament Sales Manager Key Employee Staffing RUN DATE: 01-May.19 PREPARED BY: Landmark Golf Management 2019-2020 ANNUAL PLAN DEPARTMENT SUMMARY JUL. AUG. SEP. OCT. NOV. DEC. JAN. FEB. MAR. APR. MAY JUN. GOLF OPERATION OUTSIDE SERVICES OUTSIDE SERVICES MANAGER (FULL TIME) 1 1 1 1 1 1 1 1 1 1 1 1 OUTSIDE SERVICES SUPERVISORS (FULL-TIME) 1 1 1 1 1 1 1 1 1 1 1 1 DRIVING RANGE (PART-TIME) 1 1 1 1 1 1 2 2 2 2 1 1 CART/BAG/VALET/BAG DROP (FULL-TIME) 4 4 4 4 4 4 4 4 4 4 4 4 CART/BAG/VALET/BAG DROP (PART-TIME) 0 0 0 2 2 2 2 2 2 2 1 1 SHUTTLE DRIVER (PART-TIME) 0 0 0 0 2 2 2 2 2 2 0 0 7 7 7 9 11 11 12 12 12 12 8 8 GOLF SHOP HEAD GOLF PROFESSIONAL (FULL TIME) 1ST ASSISTANT PROFESSIONAL (FULLTIME) MERCHANDISER (FULLTIME) ASSISTANT PROFESSIONAL (FULLTIME) SALES CLERKS (FULL TIME) SALES CLERKS (PART TIME) COURSE SERVICES STARTERS (PART TIME) 3 3 3 3 3 3 3 3 3 3 3 3 RANGER/MARSHALS (PART TIME) 0 0 0 0 2 4 4 4 4 4 0 0 3 3 3 3 5 7 7 7 7 7 3 3 SUPERINTENDENT (FULLTIME) ASST SUPERINTENDENT (FULLTIME) FOREMAN/SPRAY TECHNICIAN (FULLTIME) HEAD MECHANIC / FACILITY MANAGER (FULL TIME) ASST MECHANIC (FULLTIME) 1 1 1 1 1 1 1 1 1 1 1 1 HEAD IRRIGATOR (FULLTIME) 1 1 1 1 1 1 1 1 1 1 1 1 ASST IRRIGATOR (FULLTIME) 1 1 1 1 1 1 1 1 1 1 1 1 GREENKEEPERS (FULLTIME) 11 11 11 11 11 12 12 12 12 12 12 12 ADMINISTRATIVE ASSISTANT (PART TIME) 1 1 1 1 1 1 1 1 1 1 1 1 TOTAL TURF & ADMIN STAFF 19 19 19 19 19 20 20 20 20 20 20 20 LANDSCAPE MAINTENANCE FOREMAN (FULLTIME) 1 1 1 1 1 1 1 1 1 1 1 1 IRRIGATOR (FULLTIME) 1 1 1 1 1 1 1 1 1 1 1 1 LANDSCAPERS (FULLTIME) 6 6 6 6 6 6 6 6 6 6 6 6 TOTAL LANDSCAPE CREW 8 8 8 8 8 8 8 8 8 8 8 8 TOTAL COURSE MAINTENANCE STAFF 27 27 27 27 27 28 28 28 28 28 28 28 FOOD & BEVERAGE F & B MANAGER/ SUPERVISOR (FULLTIME) CHEF (FULLTIME) COOK (FULLTIME) PREP COOK (FULLTIME) LEAD SERVER (FULL-TIME) F & B WAIT/BEVERAGE CART/HALF(FULL TIME) F & B WAIT/BEVERAGE CART/HALF(PART TIME) BUSER / DISHWASHER (PART TIME) G&A DIRECTOR OF GOLF/GM (FULLTIME) CLUB CONTROLLER (FULLTIME) ADMINISTRATIVE ASSISTANT (FULLTIME) 9 9 9 10 10 10 10 10 10 10 10 9 3 3 3 3 3 3 3 3 3 3 3 3 TOURNAMENT SALES / GROUP COORDINATOR (FULL TIME) 1 1 1 1 1 1 1 1 1 1 1 1 TOTAL EMPLOYEES 56 56 56 61 65 68 69 69 69 69 61 59 119 SILVERROCK RESORT 2019-2020 ANNUAL PLAN 2019-2020 Assumptions Revenue Operations It is assumed that prior to November 2019, golf operations will be operated out of a temporary Clubhouse located in the "dog bone" area adjacent to hole #2 tee boxes. The SilverRock Grill will remain open at the existing Ahmanson Clubhouse in its current location. However, with the removed location from the temp golf facility, it is assumed business volume and sales will decrease at the SilverRock Grill due to access and parking. For this Annual Plan, we are assuming a reduction in F&B revenue compared to the previous year. It is assumed that the temporary golf facility will have the same amenities that the current Ahmanson Clubhouse provides (golf shop with merchandise and access to driving range & practice facilities). It is also assumed there will be a 4% reduction in rounds of golf as a result of construction and routing of golfers through and around construction areas. Albeit this 4% reduction in rounds of golf is a conservative estimate, there are many unknowns in respect to the overall impact on golf. If during construction of the temporary Clubhouse and facilities in the summer of 2019, plans change and the amenities are not equal to the existing Ahmanson Golf Facility and practice facilities, a greater reduction in revenues will be inevitable. Green Fees: A green fee includes golf cart and warm-up range balls. A combination of the various green fee rates and green fee mix of Regular, Twilight, and Resident play is anticipated to yield an average rate of $73.49 per round based on 43,667 annual rounds. The non-resident green fee rates for the 2019-2020 fiscal year are projected to remain consistent with the prior year. Green fee rates will continue to be based on dynamic pricing and course utilization levels will dictate green fee rates. It is assumed in this Annual Plan, La Quinta Resident Card holders will continue to be offered discounted green fees. On November 7, 2017, La Quinta City Council adopted a new Resident tee time rate schedule. As a result, La Quinta Resident rates increased from $55 (high season), $45 (shoulder seasons) and $30 (summer season) to $60, $49 and $33 respectively. Accompanied La Quinta Resident Guests will continue to received 30% off prevailing posted rates and will follow similar booking procedures as extended to a La Quinta Resident card holder; booking three (3) days in advance. It is also assumed the overseeding dates will be October 7 through November 4, 2019. Annually overseeding reduces revenues during these dates which is taken into consideration in these projections with the course being closed these dates. It is also projected that aerification will occur in August 2019 and June of 2020 which reduces revenue for 3-5 days with each of these two (2) aerification cycles. Greens Fee Mix: Through proper marketing, yield management, and limited advanced Resident bookings the projected mix of green fees is: 30% Resident, 25% Public, 10% Public Twilight, & 35% Other (tournaments, wholesalers, juniors, resident guests, replays and discounts). Miscellaneous and Other Revenue: Is based on $3.09 per round. This consists of golf club rentals, golf club repairs, handicap fees, driving range fees, rider fees, and Independent Contractor's Fees (Teaching Professionals). Golf Made Simple (Group Instruction) will not be operating during the 2019- 120 SILVERROCK RESORT 2019-2020 ANNUAL PLAN 2120 season at SilverRock due to unknown teaching facility space. This amounts to a loss of revenue of approximately $50,000 between instructor fees and Food & Beverage loss of revenues. Golf Shop Merchandise: Is based on retail sales of $5.71 per round. Resident Card Fees: Annual Revenues of $165,300 are based on selling 1,102 La Quinta Resident Cards during the 2019-2020 Fiscal Year. This is consistent with prior year sales. Cost of Goods Sold Merchandise 55 % Food & Beverage 33 % Expenses Golf Carts, Bag Room, and Driving Range: Includes outside service, bag room, and driving range staff plus supplies and operating expense for this department. Additional shuttle shifts will be added to this year's Annual Plan to help shuttle customers down and back from the restaurant on a year round basis. This is a result of the change in location of the temporary golf clubhouse to the existing restaurant at the Ahmanson Ranch House. Per California State Law, another minimum wage increase to $13 per hour is scheduled for January 1, 2020. This increase was factored into the 2019-2020 Annual Plan. Golf Shop: Includes golf professionals, merchandising sales staff, receiving staff and golf shop operational expenses. Another minimum wage increase to $13 per hour is scheduled for January 1, 2020. This increase has been factored into the 2019-2020 Annual Plan. Course Services: Includes course service staff consisting of course rangers/starters and related department supplies and materials. Another minimum wage increase to $13 per hour is scheduled for January 1, 2020. This increase has been factored into the 2019-2020 Annual Plan. Golf Course Maintenance: Includes compensation and payroll related costs for the Golf Course Maintenance Superintendent, grounds maintenance staff, supplies, and materials. Overseeding dates are projected to be October 7 through November 4, 2019, which results in projected higher labor cost and supply costs during the annual overseeding process. There are areas on the golf course that will not be over -seeded, as in the past in an attempt to reduce costs and conserve water. Golf Course Superintendent education, training and travel expense are included in the 2019-2020 Annual Plan. In addition, Front Entry Landscape Maintenance will continue to be accounted for in this department's operating budget. Another minimum wage increase to $13 per hour is scheduled for January 1, 2020. This increase has been factored into the 2019-2020 Annual Plan. Water & Electrical: The 2019-2020 Annual Plan includes water and electrical costs to irrigate the golf course and properly maintain the lake system. This is accounted for in the Golf Course Maintenance budget. 121 SILVERROCK RESORT 2019-2020 ANNUAL PLAN Projected Annual Electric costs of $179,791 will cover 100 % of the facilities electric costs including; front entry waterfall, well pump, golf course pump station, north village lake water falls & circulation pumps, cart storage area and clubhouse. These expenses will continue to be budgeted in the 2019-2020 Annual Plan as water and electrical costs. Food & Beverage: Includes food & beverage staff and expenses for the temporary clubhouse. There is a separate Agreement for the Food & Beverage Department including the Liquor License arranaement between the Citv and Landmark Golf Manaaement. Marketing: Includes marketing, public relations, advertising, web page, collateral and tournament sales, etc. Refer to pages 21 & 22, for the marketing plan narrative. Clubhouse: Clubhouse expenses, maintenance/cleaning staff, landscape maintenance, parking lot and entry drive clean up. Roving patrol expenses to secure the entire property of SilverRock continues to be included in this department's operating budget. It is assumed that RGC will pay the lease payments on the Temporary Golf Trailers. The Ahmanson Clubhouse will be converted to Propane Gas this summer 19'. As a result, this will amount to a 25% increase in Gas expenses annually. Both the Temporary Golf Trailer and existing Ahmanson Clubhouse will be maintained under this Annual Plan. Management Fee: The monthly Management Fee of $9,880 per the Golf Course Management Agreement is budgeted for the 2019-2020 fiscal year. This represents a 4% increase from the previous year. Insurance: Per requirements of the Golf Course Management Agreement in the Annual Plan is the cost for comprehensive golf club insurance policy, general liability, property, equipment and business interruption etc. G&A: Expenses include General Manager, Controller & Administrative Assistant Salaries, Professional Fees, Payroll Processing Fees, Equipment Expenses, Equipment Rental and Resident Card Expenses. Personal Property Lease Tax: Exempt, except personal property taxes on equipment purchases or leases which are included in this Annual Plan. Capital Reserves: Capital Reserves of 2% of green fees will be discontinued upon City of La Quinta Staff direction. Golf Carts Lease: Golf carts are leased for the Golf Club. The budgeted amount of $10,050 per month is not expected to increase from the prior year. GPS Lease: Monthly golf cart GPS rental/lease expense for the fleet of golf carts is $3,900 per month and will remain unchanged from the prior year. 122 2019-2020 ANNUAL PLAN SilverRock Resort CONSOLIDATED INCOME STATEMENT xon onre. o, my �s ,o.a. nH FOR FISCAL YEAR - JULY 2019 - JUNE 2020 2019-2020 DEPARTMENT BUDGET JUL. AUG. SEP. OCT. NOV. DEC. JAN. FEB. MAR. APR. MAY JUN. ROUNDS ROUNDS 43,667 2,400 2,113 2,976 767 4,032 3,936 4,497 5,472 5,520 4,896 4,608 2,450 TOTAL ROUNDS 43,667 2,400 2,113 2,976 767 4,032 3,936 4,497 5,472 5,520 4,896 4,608 2,450 REVENUE GREEN FEES 3,209,134 72,051 75,453 129,332 45,305 313,959 299,731 382,978 550,250 553,281 370,409 274,805 141,579 MISC. REV/RANGE/CARTS/RENTALS 134,766 1,859 1,920 2,275 1,228 18,903 14,650 22,100 22,050 20,900 13,340 10,395 5,145 GOLF SHOP MERCHANDISE 249,256 8,160 6,867 10,416 3,835 26,208 23,616 26,982 35,568 35,880 29,376 27,648 14,700 RESIDENT CARD FEES 165,300 500 500 500 7,500 25,000 22,800 22,000 24,000 15,625 15,625 15,625 15,625 FOOD & BEVERAGE CONCESSIONS 12,000 500 500 500 11500 11500 11500 11500 1,500 1,500 500 500 500 TOTAL REVENUE 3,770,456 83,070 85,241 143,024 59,368 385,569 362,297 455,560 633,368 627,186 429,250 328,973 177,549 COST OF SALES PRO SHOP 139,509 4,567 3,844 5,830 2,146 14,669 13,218 15,102 19,907 20,082 16,442 15,475 8,228 TOTAL COST OF SALES 139,509 4,567 3,844 5,830 2,146 14,669 13,218 15,102 19,907 20,082 16,442 15,475 8,228 GROSS PROFIT 3,630,947 78,503 81,397 137,194 57,222 370,900 349,079 440,459 613,461 607,104 412,809 313,499 169,322 OPERATING EXPENSES GOLF CARTS\BAGS\RANGE 312,622 17,388 15,254 19,171 17,190 45,714 30,928 30,883 30,883 30,508 31,308 22,938 20,454 GOLF SHOP 208,393 13,568 13,568 13,133 11,907 19,247 19,247 20,687 19,172 19,172 18,490 22,153 18,046 COURSE SERVICES 83,751 3,844 3,844 4,537 3,127 7,470 10,523 11,264 11,213 11,213 9,354 3,681 3,681 GOLF COURSE MAINTENANCE 1,783,663 132,879 118,045 141,276 305,084 152,328 135,111 128,677 122,578 132,415 143,637 128,802 142,831 WATER & ELECTRIC COST 249,838 23,415 22,810 22,747 18,240 15,369 16,775 17,713 17,148 17,252 21,664 25,736 30,969 GENERAL & ADMINISTRATIVE 360,401 27,299 28,223 27,699 28,398 33,245 33,120 30,220 30,470 30,220 30,220 30,770 30,520 MARKETING 222,203 7,267 7,267 14,616 21,317 29,920 20,350 25,497 22,582 20,375 22,205 17,832 12,977 CLUBHOUSE 125,312 9,901 9,901 9,901 10,401 12,201 9,901 10,401 9,901 12,701 9,901 9,901 10,301 MANAGEMENT FEE 118,560 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 CAPITAL RESERVES 0 0 0 0 0 0 0 0 0 0 0 0 0 INSURANCE 48,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 PERSONAL PROPERTY LEASE TAXES 11,800 5,200 0 4,000 2,600 0 0 0 0 0 0 0 0 LEASES 313,250 24,900 24,900 24,900 25,350 26,650 26,650 26,650 26,650 26,650 26,650 26,650 26,650 TOTAL OPERATING EXPENSES 3,837,793 279,541 257,693 295,861 457,493 356,024 316,485 315,872 304,477 314,387 327,309 302,343 310,309 NET INCOME (206,846) (201,038) (176,295) (158,667) (400,272) 14,876 32,594 124,586 308,984 292,717 85,500 11,156 (140,987) NET INCOME % -5.5% -242.0% -206.8 % -110.9% -674.2 % 3.9 % 9.0 % 27.3 % 48.8% 46.7 % 19.9% 3.41/6 -79.4 % Average Green Fee $73.49 $30.02 $35.71 $43.46 $59.07 $77.87 $76.15 $85.16 $100.56 $100.23 $75.66 $59.64 $57.79 Average $ Misc. Income per Rd $3.09 $0.77 $0.91 $0.76 $1.60 $4.69 $3.72 $4.91 $4.03 $3.79 $2.72 $2.26 $2.10 Average $ Merchandise per Rd $5.71 $82.29 $3.40 $34.61 $3.25 $3.50 $5.00 $6.50 $6.00 $6.00 $6.50 $6.50 $6.00 $6.00 $6.00 Total Average Revenue per Round $40.34 $48.06 $77.40 $95.63 $92.05 $101.30 $115.75 $113.62 $87.67 $71.39 $72.47 123 2019-2020 ANNUAL PLAN Silver Rock Resorl RUN DATE: 01-May-19 10:34 AM Pro-eClione -Jul 201910 June 2020 PREPARED BY: Landmark Golf Management Golf Rounds Tofel JUL. AUG. SEP. OCT. NOV. DEC. JAN. FEB. MAR. APR. MAY JUN. Resident Rnds (Weekday) 5,895 324 285 402 104 544 531 607 739 745 661 622 331 Resident Rnds(Weekend) 7,295 396 349 491 127 665 649 742 903 911 808 760 404 Sub -Total Resident Rnds 13,100 720 634 893 230 1210 1181 1349 1642 1656 1469 1382 735 % of Total 0.30 Public Rnds (Weekday) 4,913 270 238 335 86 454 443 506 616 621 551 518 276 Public Rnds (Weekend) 6,004 330 291 409 105 554 541 618 752 759 673 634 337 Sub -Total Public Rnds 10,917 600 528 744 192 1008 994 1124 1368 1380 1224 1152 613 % of Total 0.25 Public Twi(Weekday) 1,965 108 95 134 35 181 177 202 246 248 220 207 110 Public Twi (Weekend) 2,402 132 116 164 42 222 216 247 301 304 269 253 135 Sub -Total Twilight Rnds 4,367 240 211 298 77 403 394 450 547 552 490 461 245 % of Total 0.10 Other(Weekday) 6,878 378 333 469 121 635 620 708 862 869 771 726 386 Other(Weekend) 8,406 462 407 573 148 776 758 866 1053 1063 942 887 472 Tournaments 3,057 168 148 208 54 282 276 315 383 386 343 323 172 Wholesales 31057 168 148 208 54 282 276 315 383 386 343 323 172 Resident Guest 1,528 84 74 104 27 141 138 157 192 193 171 161 86 Stand By Golf 1,528 84 74 104 27 141 138 157 192 193 171 161 86 Discounts 3,821 210 185 260 67 353 344 393 479 483 428 403 214 PGA 764 42 37 52 13 71 69 79 96 97 86 81 43 Junior 764 42 37 52 13 71 69 79 96 97 86 81 43 Replay 764 42 37 52 13 71 69 79 96 97 86 81 43 Sub -Total Other 15,283 840 740 1042 268 1411 1378 1574 1915 1932 1714 1613 858 % afTotal 0.35 Total Rounds 43,667 2,400 2,113 2,976 767 4032 3936 4497 5472 5520 4896 4608 2450 Green Fees Resident Rnds (Weekday) $ 25.00 $ 30.00 $ 40.00 $ 60.00 $ 45.00 $ 45.00 $ 55.00 $ 60.00 $ 60.00 $ 45.00 $ 45.00 $ 45.00 Resident Rnds (Weekend) $ 30.00 $ 30.00 $ 40.00 $ 60.00 $ 45.00 $ 45.00 $ 55.00 $ 60.00 $ 60.00 $ 55.00 $ 45.00 $ 45.00 Public Rnds (Weekday) $ 25.00 $ 30.00 $ 40.00 $ 50.00 $ 80.00 $ 80.00 $ 90.00 $ 130.00 $ 130.00 $ 90.00 $ 45.00 $ 45.00 Public Rnds (Weekend) $ 30.00 $ 30.00 $ 40.00 $ 60.00 $ 85.00 $ 85.00 $ 95.00 $ 130.00 $ 130.00 $ 90.00 $ 60.00 $ 60.00 Public Twi (Weekday) $ 30.00 $ 40.00 $ 40.00 $ 50.00 $ 75.00 $ 75.00 $ 80.00 $ 85.00 $ 80.00 $ 80.00 $ 45.00 $ 45.00 Public Twi (Weekend) $ 30.00 $ 30.00 $ 45.00 $ 65.00 $ 75.00 $ 70.00 $ 85.00 $ 90.00 $ 85.00 $ 80.00 $ 60.00 $ 60.00 Other(Weekday) $ 30.00 $ 40.00 $ 45.00 $ 50.00 $ 75.00 $ 75.00 $ 80.00 $ 90.00 $ 90.00 $ 60.00 $ 60.00 $ 45.00 Other Weekend) $ 30.00 $ 40.00 $ 45.00 $ 60.00 $ 80.00 $ 80.00 $ 80.00 $ 95.00 $ 95.00 $ 60.00 $ 60.00 $ 65.00 Golf Revenue Resident Rnds (Weekday) 282,392 $ 8,100 $ 8,558 $ 16,070 $ 6,213 $ 24,494 $ 23,911 $ 33,390 $ 44,323 $ 44,712 $ 29,743 $ 27,994 $ 14,894 Resident Rnds (Weekend) 355,205 $ 11,880 $ 10,459 $ 19,642 $ 7,593 $ 29,938 $ 29,225 $ 40,810 $ 54,173 $ 54,648 $ 44,431 $ 34,214 $ 18,191 Public Rnds (Weekday) 394,893 $ 6,750 $ 7,131 $ 13,392 $ 4,314 $ 36,288 $ 35,424 $ 45,532 $ 80,028 $ 80,730 $ 49,572 $ 23,328 $ 12,403 Public Rnds (Weekend) 508,478 $ 9,900 $ 8,716 $ 16,368 $ 6,328 $ 47,124 $ 46,002 $ 58,742 $ 97,812 $ 98,670 $ 60,588 $ 38,016 $ 20,213 Public Twi (Weekday) 129,928 $ 3,240 $ 3,803 $ 5,357 $ 1,726 $ 13,608 $ 13,294 $ 16,189 $ 20,930 $ 19,872 $ 17,626 $ 9,331 $ 4,961 Public Twi (Weekend) 168,089 $ 3,960 $ 3,486 $ 7,366 $ 2,742 $ 16,632 $ 15,154 $ 21,023 $ 27,086 $ 25,806 $ 21,542 $ 15,206 $ 8,085 $ 3,021 $ 3,717 $ 4,266 $ 1,490 $ 36,154 $ 29,623 $ 41,375 $ 48,263 $ 49,650 $ 44,091 $ 29,948 $ 14,823 Other (Weekday) 465,557 $ 11,340 $ 13,312 $ 21,092 $ 6,040 $ 47,628 $ 46,494 $ 56,662 $ 77,566 $ 78,246 $ 46,267 $ 43,546 $ 17,364 Other (Weekend) 598,173 $ 13,860 $ 16,270 $ 25,780 $ 8,859 $ 62,093 $ 60,614 $ 69,254 $ 100,069 $ 100,947 $ 56,549 $ 53,222 $ 30,656 TotalReoenue 3,209,134 $ 72,051 $ 75,453 $ 129,332 $ 45,305 $ 313,959 $ 299,731 $ 382,978 $ 550,250 $ 553,281 $ 370,409 $ 274,805 $ 141,579 Avg. Rate S 73.49 $ 30.02 $ 35.71 $ 43.46 $ 59.07 $ 77.87 $ 76.15 $ 85.16 $ 100.56 $ 100.23 $ 75.66 $ 59.64 $ 57.79 Mlse Revenue Club Rental 21,087 $ 504 $ 620 $ 711 $ 228 $ 2,325 $ 2,050 $ 2,500 $ 2,750 $ 3,000 $ 2,700 $ 2,475 $ 1,225 Driving Range Balls 94,872 $ 755 $ 1,177 $ 1,422 $ 455 $ 15,113 $ 10,250 $ 15,000 $ 16,500 $ 15,000 $ 8,100 $ 7,425 $ 3,675 Rider Fees 7,807 $ 101 $ 124 $ 142 $ 46 $ 465 $ 1,350 $ 1,400 $ 1,400 $ 1,500 $ 540 $ 495 $ 245 Handicap Fees 2,500 $ - $ - $ - $ - $ - $ - $ 1,700 $ 400 $ 400 $ - $ - $ - IndependentlnstructorFees 6,000 $ - $ - $ - $ - $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ - Ball Retreival 2,500 $ 500 $ - $ 500 $ 500 $ 1,000 $ - $ - $ 1,000 $ - $ - $ 1,000 $ 5,000 $ 5,000 $ 6,000 $ 6,000 $ 6,000 $ 7,000 $ 4,000 $ - Total 134,766 $ 1,859 $ 1,920 $ 2,275 $ 1,228 $ 18,903 $ 14,650 $ 22,100 $ 22,050 $ 20,900 $ 13,340 $ 10,395 $ 5,145 10 124 2019-2020 ANNUAL PLAN SilverRock Resort BON DATE: 01-May-19 10:34 AM Projections - July 2019 to June 2020 PREPARED BY: Landmark Sole Management GOLFSHOP-61 TOTAL JUL. AUG. SEP. OCT. NOV. I DEC. JAN. I FEB. I MAR. I APR. I MAY JUN. GOLF SHOP MERCHANDISE SALES TOTAL # OF ROUNDS 43,667 2,400 2,113 2,976 767 4,032 3,936 4,497 5,472 5,520 4,896 4,608 2,450 AVERAGE REVENUE / ROUND $5.71 $3.40 $3.25 $3.50 $5.00 $6.50 $6.00 $6.00 $6.50 $6.50 $6.00 $6.00 $6.00 TOTAL MERCHANDISE SALES $249,256 8,160 6,867 10,416 3,835 26,208 23,616 26,982 35,568 35,880 29,376 27,648 14,700 MERCHANDISE REVENUE Soft Goods Sales 186,942 6,120 5,150 7,812 2,876 19,656 17,712 20,237 26,676 26,910 22,032 20,736 11,025 Hard Goods Sales 62,314 2,040 1,717 2,604 959 6,552 5,904 6,746 8,892 8,970 7,344 6,912 3,675 TOTAL MERCHANDISE REVENUE 249,256 8,160 6,867 10,416 3,835 26,208 23,616 26,982 35,568 35,880 29,376 27,648 14,700 COSTOFSALES 55.97% 55.97% 55.9796 55.9796 55.97% 55.97% 55.97% 55.97% 55.9796 55.97% 55.9796 55.97% 55.9796 COS - Merchandise (58%) 144,569 4,733 3,983 6,041 2,224 15,201 13,697 15,650 20,629 20,810 17,038 16,036 8,526 Purchase Disc Taken - (5%) (7,228) (237) (199) (302) (111) (760) (685) (782) (1,031) (1,041) (852) (802) (426) Freight - Merchandise 2,169 71 60 91 33 228 205 235 309 312 256 241 128 TOTAL COST OF SALES 139,509 4,567 3,844 5,830 2,146 14,669 13,218 15,102 19,907 20,082 16,442 15,475 8,228 GROSS PROFIT 109,748 3,593 3,024 4,586 1,689 11,539 10,398 11,880 15,661 15,798 12,934 12,173 6,472 SALARIES AND BENEFITS Salaries and Wages 161,440 10,522 10,522 10,139 8,731 15,448 15,448 15,448 15,448 15,448 14,848 14,978 14,458 Payroll Taxes 16,144 1,052 1,052 1,014 873 1,545 1,545 1,545 1,545 1,545 1,485 1,498 1,446 Workers' Compensation 6,054 395 395 380 327 579 579 579 579 579 557 562 542 Health Insurance/Benefits 5,880 490 490 490 490 490 490 490 490 490 490 490 490 TOTAL SALARIES AND BENEFITS 189,518 12,458 12,458 12,023 10,422 18,062 18,062 18,062 18,062 18,062 17,380 17,528 16,936 SUPPLIES AND MATERIALS OTHER EXPENSES Office Supplies 3,000 250 250 250 250 250 250 250 250 250 250 250 250 Dues and Subscriptions 2,300 0 0 0 0 0 0 0 0 0 0 2,300 Freight / Delivery 75 0 0 0 25 25 25 0 0 0 0 0 0 Travel 90 0 0 0 0 0 0 15 15 15 15 15 15 Uniforms 2,400 100 100 100 100 300 200 500 200 200 200 200 200 Telephone 1,320 110 110 110 110 110 110 110 110 110 110 110 110 Seminars/Training 3,690 150 150 150 500 0 100 1,250 35 35 35 1,250 35 Miscellaneous 6,000 500 500 500 500 500 500 500 500 500 500 500 500 TOTAL OTHER EXPENSES 18,875 1,110 1,110 1,110 1,485 1,185 1,185 2,625 1,110 1,110 1,110 4,625 1,110 TOTAL EXPENSES 208,393 13,568 13,568 13,133 11,907 19,247 19,247 20,687 19,172 19,172 18,490 22,153 18,046 Seminars/Training - Reimbursement for eligible golf shop employees (Director of Golf, Head Professional & 3 Assistant Golf Professionals) for PGA Training, Education and Travel Expenses Office Supplies are made up of: Golf Cart Rental Agreements, Golf Club Rental Agreements, Gift Certificates & Merchandise Bags Uniforms- Each Full -Time Emp receives (1) shirt per month 11 125 2019-2020 ANNUAL PLAN SilverRock Resort Projections RUN DATE: 01-May-19 10:34 AM Expendable Supplies are made up of: - Scorecards, Tees, Pencils, Trash Bags, Cups & First Aid Supplies. Uniforms- Each employee receives 4 shirts, 1 hat per season -July 2019 to June 126 2019-2020 ANNUAL PLAN SllverRock Resort RUN DATE: 01-May-19 10:34 AM Projections - July 2019 to June 2020 PREPARED BY: Landmark Golf Management COURSE SERVICES - 643 TOTAL I JUL. I AUG. I SEP. I OCT. NOV. I DEC. I JAN. I FEB. I MAR. I APR. I MAY I JUN. SALARIES AND BENEFITS Salaries and Wages 70,133 3,226 3,226 3,791 1,870 6,325 8,855 9,660 9,660 9,660 7,740 3,060 3,060 Incentives \ Bonus 0 0 0 0 0 0 0 0 0 0 0 0 0 Incentives \ Commission 0 0 0 0 0 0 0 0 0 0 0 0 0 Payroll Taxes 7,013 323 323 379 187 633 886 966 966 966 774 306 306 Workers' Compensation 2,630 121 121 142 70 237 332 362 362 362 290 115 115 TOTAL SALARIES AND BENEFITS 79,776 3,669 3,669 4,312 2,127 7,195 10,073 10,988 10,988 10,988 8,804 3,481 3,481 SUPPLIES AND MATERIALS Expendable Supplies 1,050 50 50 100 100 100 100 100 100 100 100 75 75 TOTAL SUPPLIES AND MATERIALS 1,050 50 50 100 100 100 100 100 100 100 100 75 75 OTHER EXPENSES Uniforms 2,125 75 75 75 800 75 250 75 75 75 400 75 75 Safety Equipment 600 50 50 50 50 50 50 50 50 50 50 50 50 Miscellaneous 200 0 0 0 50 50 50 50 0 0 0 0 0 TOTAL OTHER EXPENSES 2,926 125 125 125 900 175 350 176 125 125 450 125 125 TOTAL COURSE SERVICES EXPENSES 83,751 3,844 3,844 4,537 3,127 7,470 10,523 11,264 11,213 11,213 9,354 3,681 3,681 Expendable Supplies are made up of: Clipboards, Paper (starter sheets, ranger sheets), Towels, Trash Bags Uniforms- Each employee receives 4 shirts, 1 hat per season 13 127 2019-2020 ANNUAL PLAN SilverRock Resort BON DATE: 01-May-19 10:34 AM Projections - July 2019 to June 2020 PREPARED BY: Landmark Golf Management MAINTENANCE DEPARTMENT -63 TOTAL I JUL. I AUG. I SEP. I OCT. NOV. DEC. I JAN. I FEB. I MAR. I APR. I MAY I JUN. SALARIES AND BENEFITS Salaries and Wages 759,169 52,386 52,386 52,386 56,424 63,816 67,375 69,708 69,661 69,666 69,666 66,858 68,836 Overtime Hourly Wages 18,500 0 0 0 16,000 0 0 0 0 2,500 0 0 0 Incentives \ Bonus 0 0 0 0 0 0 0 0 0 0 0 0 0 Payroll Taxes 77,767 5,239 5,239 5,239 7,242 6,382 6,738 6,971 6,966 7,217 6,967 6,686 6,884 Workers' Compensation 28,929 1,964 1,964 1,964 2,516 2,393 2,527 2,614 2,612 2,675 2,612 2,507 2,581 Health Insurance/Benefits 117,720 9,810 9,810 9,810 9,810 9,810 9,810 9,810 9,810 9,810 9,810 9,810 9,810 TOTAL SALARIES AND BENEFITS 1,002,085 69,399 69,399 69,399 91,992 82,401 86,450 89,103 89,049 91,868 89,055 85,861 88,111 SUPPLIES Fertilizer 104,520 5,870 4,100 9,880 29,560 10,650 8,820 5,000 3,020 3,370 10,270 3,350 10,630 Flowers/Plants 3,050 0 0 1,000 250 0 750 750 100 100 100 Gas & Oils 46,860 3,200 3,450 3,850 4,750 4,850 4,150 3,570 3,880 3,880 3,850 3,850 3,580 Golf Course Accessories 13,140 0 0 0 12,300 0 0 0 160 0 680 0 0 Chemicals & Pesticides 50,060 13,754 190 7,820 9,359 2,100 0 3,033 190 1,806 3,100 2,200 6,508 POA Control 9,900 0 0 2,400 0 0 7,500 0 0 0 0 0 0 Sand/Mulch/Bunker 13,460 390 390 5,000 2,000 4,000 800 380 100 100 100 100 100 Seed 117,400 0 0 0 105,500 11,900 0 0 0 0 0 0 0 Small Tools 5,000 100 100 2,000 2,000 100 100 100 100 100 100 100 100 Sod 15,500 5,300 4,500 1,000 0 0 0 0 0 0 0 1,250 3,450 Topdressing 10,000 0 2,200 0 2,200 2,600 0 0 0 0 0 1,500 1,500 TOTAL SUPPLIES AND MATERIALS 388,890 28,614 14,930 32,950 167,919 36,200 22,120 12,833 7,550 9,356 18,200 12,350 25,868 REPAIRS AND MAINTENANCE Buildings & Bridges 5,550 1,250 750 550 500 500 500 250 250 250 250 250 250 Equipment 38,500 2,000 2,500 3,000 10,000 5,000 2,000 2,500 2,500 2,000 2,000 2,500 2,500 Irrigation System 19,050 4,400 3,500 1,500 2,000 900 550 1,200 1,000 1,000 1,000 1,000 1,000 Pumps 10,500 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 500 0 Lake Maint Contract 30,800 3,850 3,850 3,850 3,850 3,850 0 0 0 0 3,850 3,850 3,850 Trees 12,050 0 0 5,500 550 0 0 0 0 2,000 4,000 0 0 TOTAL REPAIRS AND MAINTENANCE 116,450 12,500 11,600 15,400 17,900 11,250 4,050 4,950 4,750 6,250 12,100 8,100 7,600 14 128 2019-2020 ANNUAL PLAN SilverRock Resort BUN DATE: 01-May-19 10:34 AM Projections - July 2019 to June 2020 PREPARED BY: Landmark Golf Management MAINTENANCE DEPARTMENT -63 TOTAL JUL. AUG. SEP. OCT. NOV. DEC. JAN. FEB. MAR. APR. MAY JUN. OTHER EXPENSES Contract Services Soil/Tissue Tests 2,000 0 0 1,000 0 0 0 0 0 0 0 1,000 0 Dues and Subscriptions 680 0 0 0 0 0 0 0 200 0 380 0 100 Employee Education 3,900 50 50 50 50 50 50 50 1,000 2,400 50 50 50 Equipment Rental 3,400 200 150 150 1,000 600 200 200 200 200 200 200 100 Auto Expense 4,800 400 400 400 400 400 400 400 400 400 400 400 400 Licenses and Permits 4,300 100 0 0 250 0 50 0 0 1,000 2,900 0 0 Miscellaneous 1,200 100 100 100 100 100 100 100 100 100 100 100 100 Supplies 4,350 750 750 750 500 500 500 100 100 100 100 100 100 Propane/Natural Gas 180 15 15 15 15 15 15 15 15 15 15 15 15 Safety Equipment & Training 3,850 200 100 750 800 500 400 400 200 200 100 100 100 Telephone/DSL 10,200 850 850 850 850 850 850 850 850 850 850 850 850 Waste/Trash Removal 6,288 524 524 524 524 524 524 524 524 524 524 524 524 Uniforms & Linen/Towels 11,040 920 920 920 920 920 920 920 920 920 920 920 920 TOTAL OTHER EXPENSES 56,188 4,109 3,859 5,509 5,409 4,459 4,009 3,559 4,509 6,709 6,539 4,259 3,259 TOTAL MAINTENANCE EXP. (EXCL Landscaping) 1,563,613 114,622 99,788 123,258 283,220 134,310 116,629 110,445 105,858 114,183 125,894 110,570 124,838 4,500 LANDSCAPE Wages 156,528 13,334 13,334 12,904 12,904 12,904 13,334 13,334 12,004 13,334 12,904 13,334 12,904 Overtime Hourly Wages 3,418 0 0 0 3,418 0 0 0 0 0 0 0 0 Payroll Taxes 15,995 1,333 1,333 1,290 1,632 1,290 1,333 1,333 1,200 1,333 1,290 1,333 1,290 Workers' Compensation 5,955 500 500 484 569 484 500 500 450 500 484 500 484 Health Insurance/Benefits 29,400 2,450 2,450 2,450 2,450 2,450 2,450 2,450 2,450 2,450 2,450 2,450 2,450 Landscape Wages & Benefits 211,296 17,617 17,617 17,128 20,973 17,128 17,617 17,617 16,104 17,617 17,128 17,617 17,128 Small Tools 1,025 100 100 100 100 100 75 75 75 75 75 75 75 Repairs & Maintenance - Drip Irrigation 4,250 250 250 500 500 500 500 250 250 250 250 250 500 Uniforms 3,480 290 290 290 290 290 290 290 290 290 290 290 290 TOTAL LANDSCAPE MAINTENANCE 220,051 18,257 18,257 18,018 21,863 18,018 18,482 18,232 16,719 18,232 17,743 18,232 17,993 COURSE & LANDSCAPE MAINTENANCE TOTAL 1,783,663 132,879 118,045 141,276 305,084 152,328 135,111 128,677 122,578 132,415 143,637 128,802 142,831 (EXCL UTILITIES) WATER & ELECTRICITY COSTS Water Cost 70,047 10,150 8,990 8,932 6,090 4,719 7,685 2,697 2,132 2,247 2,247 4,719 9,439 Maint. Shop / So Village Lakes 35,600 3,200 2,300 2,300 2,300 2,500 2,000 5,000 3,000 3,000 4,000 3,000 3,000 Main Meter (FE, PH, CB, CH, NV Lakes) 143,100 10,000 11,500 11,500 9,200 8,000 7,000 10,000 12,000 12,000 15,400 18,000 18,500 Well 1,091 65 20 15 650 150 90 16 16 5 17 17 30 TOTAL WATER AND ELECTRIC COST 249,838 23,415 22,810 22,747 18,240 15,369 16,775 17,713 17,148 17,252 21,664 25,736 30,969 TOTAL COURSE MAINTENANCE EXPENSES 2,033,501 156,294 140,855 164,023 323,324 167,697 151,886 146,390 139,726 149,667 165,301 154,538 173,800 15 129 2019-2020 ANNUAL PLAN SilverRock Resort RUN DATE: m-Ml y-19 10:34 AM Projections - July 2019 to June 2020 eEEeAEED e1r: lenmr�ark counlanagemen< G & A DEPARTMENT - 67 TOTAL JUL. I AUG. I SEP. OCT. I NOV. I DEC. I JAN. I FEB. I MAR. APR. I MAY JUN. SALARIES AND BENEFITS Salaries and Wages 236,836 18,263 18,943 18,263 18,943 20,303 20,303 20,303 20,303 20,303 20,303 20,303 20,303 Payroll Taxes 23,684 1,826 1,894 1,826 1,894 2,030 2,030 2,030 2,030 2,030 2,030 2,030 2,030 Workers' Compensation 8,881 685 710 685 710 761 761 761 761 761 761 761 761 Health Insurance/Benefits 26,160 2,180 2,180 2,180 2,180 2,180 2,180 2,180 2,180 2,180 2,180 2,180 2,180 TOTAL SALARIES AND BENEFITS 295,561 22,954 23,728 22,954 23,728 25,275 25,275 25,275 25,275 25,275 25,275 25,275 25,275 REPAIRS AND MAINTENANCE Equipment Repair TOTAL REPAIRS AND MAINTENANCE OTHER EXPENSES Office Supplies Printing / Stationary Postage Recruiting / Relocation Dues and Subscriptions Freight / Delivery Travel Promotion Auto Expense Equipment Rental (Copier/Storage) Uniforms Professional Fees (I.T. & Safety Fees) Seminars / Training Payroll Processing Computer Supplies (POS Support Fees) Bank & ADP Fees Miscellaneous TOTAL OTHER EXPENSES TOTAL G & A EXPENSES 1,900 0 100 100 100 900 100 100 100 100 100 100 100 1,900 0 100 100 100 900 100 100 100 100 100 100 100 1,260 105 105 105 105 105 105 105 105 105 105 105 105 3,300 100 100 100 100 100 400 400 400 400 400 400 400 900 75 75 75 75 75 75 75 75 75 75 75 75 1,200 0 0 150 150 150 200 150 200 200 0 0 0 1,150 50 0 200 50 50 50 100 200 50 50 300 50 600 50 50 50 50 50 50 50 50 50 50 50 50 1,100 0 100 0 0 0 0 0 100 0 200 500 200 1,200 100 100 100 100 100 100 100 100 100 100 100 100 6,000 500 500 500 500 500 500 500 500 500 500 500 500 6,600 550 550 550 550 550 550 550 550 550 550 550 550 1,050 75 75 75 150 150 75 75 75 75 75 75 75 10,200 850 850 850 850 850 850 850 850 850 850 850 850 2,400 200 200 200 200 200 200 200 200 200 200 200 200 12,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 6,300 500 500 500 500 500 500 500 500 500 500 500 800 1,080 90 90 90 90 90 90 90 90 90 90 90 90 6,600 100 100 100 100 2,600 3,000 100 100 100 100 100 100 62,940 4,345 4,395 4,645 4,570 7,070 7,745 4,845 5,095 4,845 4,845 5,395 5,145 360,401 27,299 28,223 27,699 28,398 33,245 33,120 30,220 30,470 30,220 30,220 30,770 30,520 Uniforms- Benefit to be shared between GM & Controller Entertainment & Promotion - GM promoting property for potential clients 16 130 2019-2020 ANNUAL PLAN SilverRock Resort MARKETING 01-May-19 10:34 AM Projections - July 2019 to June 2020 PREPARED BY: Landmark Golf Management MARKETING DEPARTMENT -66 TOTAL JUL. I AUG. I SEP. I OCT. I NOV. I DEC. JAN. I FEB. I MAR. I APR. I MAY I JUN. SALARIES AND BENEFITS Salaries and Wages 30,096 2,508 2,508 2,508 2,508 2,508 2,508 2,508 2,508 2,508 2,508 2,508 2,508 Payroll Taxes 3,010 251 251 251 251 251 251 251 251 251 251 251 251 Workers' Compensation 1,129 94 94 94 94 94 94 94 94 94 94 94 94 Health Insurance/Benefits 4,176 348 348 348 348 348 348 348 348 348 348 348 348 TOTAL SALARIES AND BENEFITS 38,410 3,201 3,201 3,201 3,201 3,201 3,201 3,201 3,201 3,201 3,201 3,201 3,201 OTHER EXPENSES Office Supplies Printing / Stationary Postage Contract Services Web Page Dues and Subscriptions Uniforms Telephone Civic, Community and Trade Show Public Relations Promotions / Meals Promotion - (Media, Vendor Days, etc) Advertising (Ad Purchases) Collateral Material - (Yrd Bks, Rack Cds, Statn, Brochures) Miscellaneous TOTAL OTHER EXPENSES TOTAL MARKETING EXPENSES 1,200 100 100 100 100 100 100 100 100 100 100 100 100 4,425 0 0 200 3,000 200 200 200 125 125 125 125 125 600 50 50 50 50 50 50 50 50 50 50 50 50 1,800 150 150 150 150 150 150 150 150 150 150 150 150 735 0 0 0 0 0 0 35 400 300 0 0 0 600 0 0 0 300 50 50 50 50 50 50 0 0 1,200 100 100 100 100 100 100 100 100 100 100 100 100 2,250 75 75 75 75 750 750 75 75 75 75 75 75 1,000 0 0 0 0 0 0 500 500 0 0 0 0 300 25 25 25 25 25 25 25 25 25 25 25 25 700 0 0 0 50 50 50 300 50 50 50 50 50 163,133 3,566 3,566 10,715 13,766 24,194 15,624 20,161 17,206 15,599 17,729 12,906 8,101 5,500 0 0 0 500 1,000 0 500 500 500 500 1,000 1,000 350 0 0 0 0 50 50 50 50 50 50 50 183,793 4,066 4,066 11,415 18,116 26,719 17,149 22,296 19,381 17,174 19,004 14,631 9,776 222,203 7,267 7,267 14,616 21,317 29,920 20,350 25,497 22,582 20,375 22,205 17,832 12,977 Promotion/Meals - Off property events (Chamber Mixers, Rotaries and entertaining potential clients) Promotion/Media/Vend or Days - Radio/TV Onsite Broadcasting. Vendor Days - Show casing property in exchange for positive publicity 17 131 2019-2020 ANNUAL PLAN SilverRock Resort MARKETING 01-May-19 10:34AM Projections - July 2019 to June 2020 PREPARED BY. Landmark Golf Management TEMPORARY CLUBHOUSE -800 TOTAL JUL. AUG. SEP. OCT. NOV. DEC. JAN. FEB. MAR. APR. MAY JUN. SUPPLIES AND MATERIALS Expendable Supplies 2,400 200 200 200 200 200 200 200 200 200 200 200 200 Laundry Supplies 2,400 200 200 200 200 200 200 200 200 200 200 200 200 TOTAL SUPPLIES AND MATERIALS 4,800 400 400 400 400 400 400 400 400 400 400 400 400 REPAIRS AND MAINTENANCE Building Structures 3,600 300 300 300 300 300 300 300 300 300 300 300 300 Restaurant Repairs 4,800 400 400 400 400 400 400 400 400 400 400 400 400 Equipment Repair 4,800 400 400 400 400 400 400 400 400 400 400 400 400 TOTAL REPAIRS AND MAINTENANCE 13,200 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 OTHER EXPENSES Contract Services Cleaning 4,800 400 400 400 400 400 400 400 400 400 400 400 400 Telephone 13,800 1,150 1,150 1,150 1,150 1,150 1,150 1,150 1,150 1,150 1,150 1,150 1,150 Cable -Roadrunner 4,560 380 380 380 380 380 380 380 380 380 380 380 380 Water 3,852 321 321 321 321 321 321 321 321 321 321 321 321 Safety Equipment 1,200 100 100 100 100 100 100 100 100 100 100 100 100 Natural Gas 10,200 850 850 850 850 850 850 850 850 850 850 850 850 Flowers and Decorations 1,900 0 0 0 500 0 0 500 0 500 0 0 400 Building Security (Roving Patrol) 60,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 Miscellaneous 7,000 200 200 200 200 2,500 200 200 200 2,500 200 200 200 TOTAL OTHER EXPENSES 107,312 8,401 8,401 8,401 8,901 10,701 8,401 8,901 8,401 11,201 8,401 8,401 8,801 TOTAL CLUBHOUSE EXPENSES 125,312 9,901 9,901 9,901 10,401 12,201 9,901 10,401 9,901 12,701 9,901 9,901 10,301 Expendable Supplies made up of: Locksmith, Trashbags, Lightbulbs, Mats, Items related to Maintenance of Clubhouse 18 132 2019-2020 ANNUAL PLAN SilverRock Resort Projections - July 2019 to June 2020 RUN DATE: 01-May-19 10:34 AM PREPARED BY: Landmark Golf Management MISC. DEPARTMENT - 980 & 990 TOTAL JUL. AUG. SEP. OCT. NOV. I DEC. I JAN. I FEB. I MAR. I APR. I MAY I JUN. MISC OTHER EXPENSES Management Fee - Fixed 118,560 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 9,880 FF&E Reserve (2.0%) 0 General Liability Insurance 48,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 Personal Property Taxes 11,800 5,200 0 4,000 2,600 0 0 0 0 0 0 0 0 178,360 19,080 13,880 17,880 16,480 13,880 13,880 13,880 13,880 13,880 13,880 13,880 13,880 LEASE EXPENSES Golf Cart Leases 136,650 10,050 10,050 10,050 10,500 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 Trailer Leases 3,600 300 300 300 300 300 300 300 300 300 300 300 300 Golf Course Maintenance Lease 114,000 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 9,500 GPS Lease (Up -Link) 38,800 3,900 3,900 3,900 3,900 2,900 2,900 2,900 2,900 2,900 2,900 2,900 2,900 Equipment Rental Other 20,200 1,150 1,150 1,150 1,150 1,950 1,950 1,950 1,950 1,950 1,950 1,950 1,950 313,250 24,900 24,900 24,900 25,350 26,650 26,650 26,650 26,650 26,650 26,650 26,650 26,650 19 133 2019-2020 Annual Budget 2019-2020 Annual Budgel RUN DATE: 25-Apr-19 04:31 PM PREPARED BY: Landmark Golf Management FOOD & BEVERAGE DEPT - 62 TOTAL JUL. AUG. SEP. OCT. NOV. DEC. JAN. FEB. MAR. APR. MAY JUN. FOOD REVENUE Snack Shop/Terrace Food 216,852 7,500 6,188 11,813 1,125 19,869 17,456 23,000 39,608 48,800 19,144 15,000 7,350 Beverage Cart Food 48,450 2,500 2,250 3,375 675 7,013 3,675 3,594 6,189 7,625 5,105 4,000 2,450 Other Food Income 0 0 0 0 0 0 0 Non -Taxable Tournament Site Fees 0 0 0 0 0 0 0 0 0 0 0 0 0 Special Events 12,000 0 0 0 3,000 3,000 0 0 0 0 3,000 3,000 0 TOTAL FOOD REVENUE 277,302 10,000 8,438 15,188 4,800 29,881 21,131 26,594 9 6,425 27,249 22,000 9,800 BEVERAGE REVENUE Snack Shop/Terrace Beer& Wine 63,306 2,400 2,025 4,050 450 6,311 4,961 8,194 9,654 10,065 8,423 4,200 2,573 Snack Shop/Terrace Sodas 42,204 1,600 1,350 2,700 300 4,208 3,308 5,463 6,436 6,710 5,616 2,800 1,715 Beverage Cart Beer & Wine 66,442 2,000 2,250 3,375 300 9,350 6,891 4,672 7,427 9,150 8,934 7,500 4,594 Beverage Cart Sodas 66,442 2,000 2,250 3,375 300 9,350 6,891 4,672 7,427 9,150 8,934 7,500 4,594 TOTAL BEVERAGE REVENUE 8,000 7,875 13,500 1,350 29,219 22,050 23,000 30,944 35,075 31,906 22,000 13,475 TOTAL FOOD & BEVERAGE REVENUE 5�15, 1 59,100 44,000 23,275 LESS COST OF SALES COS - Food (37%) 100,382 3,700 3,122 5,619 1,776 11,056 7,819 9,840 16,945 20,877 8,972 7,030 3,626 COS - Beer & Wine (25%) 32,437 1,100 1,069 1,856 188 3,915 2,963 3,216 4,270 4,804 4,339 2,925 1,792 COS - Sodas (27%) 29,334 972 972 1,640 162 3,661 2,753 2,736 3,743 4,282 3,928 2,781 1,703 COS- Employee Meals 22,800 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 TOTAL COST OF SALES ___T$T10T_9,021 GROSS PROFIT 330,742 10,328 9,250 17,672 2,125 38,568 27,746 31,901 49,883 59,637 40,015 29,364 14,254 SALARIES AND BENEFITS Salaries and Wages 204,331 15,956 15,956 17,336 8,825 17,216 17,426 19,501 18,366 19,501 18,512 18,000 17,736 Payroll Taxes 23,396 1,827 1,827 1,985 1,010 1,971 1,995 2,233 2,103 2,233 2,120 2,061 2,031 Workers' Compensation 8,418 657 657 714 364 709 718 803 757 803 763 742 731 Health Insurance 38,396 2,979 2,979 2,979 3,310 3,310 3,310 3,310 3,310 3,310 3,310 3,310 2,979 TOTAL SALARIES AND BENEFITS 774,54123,476 SUPPLIES AND MATERIALS Expendable Supplies 4,000 300 300 300 300 200 400 400 400 400 400 300 300 Bar Utensils 1,250 150 100 100 100 100 100 100 100 100 100 100 100 Menus, Napkins and Placemats 3,825 175 175 175 500 250 250 550 350 350 350 350 350 TOTAL SUPPLIES AND MATERIALS , REPAIRS AND MAINTENANCE Equipment Repair 3,000 250 250 250 250 250 250 250 250 250 250 250 250 TOTAL REPAIRS AND MAINTENANCE (f2bu 250 250 zbu 250 250 250 250 250 250 250 250 OTHER EXPENSES Office Supplies 1,500 100 100 100 250 250 100 100 100 100 100 100 100 Phone 840 70 70 70 70 70 70 70 70 70 70 70 70 Equipment Rental 1,294 109 109 109 95 109 109 109 109 109 109 109 109 Non -Capital Equipment 600 50 50 50 50 50 50 50 50 50 50 50 50 Uniforms 3,400 150 150 150 1,000 150 500 150 150 150 550 150 150 Laundry and Linen 5,975 525 525 525 200 525 525 525 525 525 525 525 525 Lease Payment 12,000 500 500 500 1,500 1,500 1,500 1,500 1,500 1,500 500 500 500 Bank Fees 6,240 520 520 520 520 520 520 520 520 520 520 520 520 Seminars/Training 275 25 25 25 25 0 25 25 25 25 25 25 25 Cleaning Supplies 3,596 250 250 250 250 250 250 346 350 350 350 350 350 Flowers and Decorations 2,606 100 100 100 206 300 300 300 250 250 300 200 200 Licenses and Permits 1,800 0 900 0 0 0 0 900 0 0 0 0 Miscellaneous 4,000 300 300 300 400 400 400 300 400 300 300 300 300 TOTAL OTHER EXPENSES ____4T,T2_F2,899 TOTAL EXPENSES ___33U174F 24,993 25,843 26,538 19,225 28,130 28,798 32,043 29,685 30,897 29,204 28,011 27,375 TOTAL FOOD & BEVERAGE PROFIT (LOSS) , , , , , ,052) (141) 20,198 28,740, ,(13,121) Supplies Expendable is made up of: Smallwares, Papergoods, First -aid Uniforms- Each employee receives 4 shirts, 1 hat per season 20 134 SilverRock Resort 2019-2020 Marketing Plan Narrative OBJECTIVE: Continue to expand brand awareness for SilverRock Resort, promote the Arnold Palmer Classic Course as a premier golf course in the Coachella Valley and increase golf and golf -related revenues. In addition to expanding awareness it will be imperative to continually market SilverRock in a positive light during future construction phases. The 2019-2020 Marketing Plan is built around an annual Marketing Budget of $222,203. The total Marketing Plan includes: print advertising, TV & radio, digital marketing, social media, collateral materials, civic and community networking, tournament coordinator salary, public relations, golf/consumer trade shows, supplies, internet websites and e-mail marketing. Actual advertising budget will total $163,133 annually. PRINT ADVERTISING Print advertising is targeted for Coachella Valley Residents and tourist/resort golfers in local, regional and Southern California golf and travel publications. Print advertising consists of local newspaper, golf and travel magazines and regional directories. All print advertising now includes a digital component that is included in each buy. Newspaper advertising is placed in The Desert Sun with primary emphasis on "digital ads" appearing on the Desert Sun website, mobile and App. Special promotions are designed, as needed by season, and placed in various digital arenas. Magazines consist of local and regional magazines such as Palm Springs Life, Golf News Magazine, Desert Golf & Tennis, Locale Magazine, Southland Golf Magazine, Alaska Airlines, Golfing Palm Springs, and Desert Golfing Digest. These ads vary from full page to quarter page ads and are full color. TV & RADIO Television commercials (30 seconds) are placed on all three (3) local network affiliates (CBS2, KESQ3-ABC, KMIR6-NBC) and Time Warner cable stations. Local radio is used for 30- second spots and specific promotions and is primarily aired during summer months to attract local patrons. IN ROOM MEDIA In conjunction with the Travelers Channel, currently the SilverRock commercial is showcased in 18 local hotels representing over 3,500 hotel rooms throughout the Coachella Valley. The Travelers Channel operates in each hotel, and becomes the hotels local in room concierge. The Travelers Channel primary goal is to visually promote the local area, points of interest, history, services, restaurants, shopping, and to help visitors enjoy their stay. DIGITAL MARKETING SilverRock will continue to partner with JNS Media and Madden Media with digital marketing. The marketing plan includes website display banners through the geo target channels like ESPN LA, GolfChannel.com, PGA.com, SCGA.com, and anyone searching keywords such as Golf, Best Golf Courses, Tee Times in Greater Palm Springs/La Quinta 21 135 producing 10 million impressions. Included in this 2019-2020 Marketing Plan is an ongoing partnership to continue a strong presence in the digital marketing sector. SOCIAL MEDIA, APPS, & MOBILE WEBSITES Social media has proven to be a very successful, powerful and cost effective method of promoting SilverRock. There will be a continued effort and focus on social media including enhancing SilverRock's Facebook "fan base" which has generated over 20,000 likes and has been very effective way of communicating SilverRock's news and information. Increased presence will continue this year on Facebook, Twitter, Yelp, Golf Advisor, Google, Greenskeeper.org and YouTube. All online reviews are acknowledged and responded to within 48 hours of a post. These methods of advertising and promotion are truly cost effective as they have minimal costs or no cost at all associated with these marketing avenues. On Average, 60% of all tee times are now booked online; a continued emphasis on the mobile website booking interface that allows visitors to navigate SilverRock's website more efficiently and effectively will again be a priority for 2019-2020. SilverRock's website is a responsive website which allows any user with a PC, tablet or mobile phone to navigate the SilverRock website. SilverRock's free App is available on both Droid and iPhones and will continue to be promoted and updated. JUNIOR GOLF SilverRock will continue to support local Junior Golf by offering various Summer Junior Camps, Junior Rates and being a host course for the La Quinta High School Boys and Girls Golf Teams. SilverRock will also continue to participate in SCGA's Youth on Course program which will provide juniors in Southern California another avenue to get access to golf courses at affordable green fees. COLLATERAL MATERIALS Rack cards, scorecards, and information packets presenting SilverRock Resort are used as marketing tools for SilverRock Resort. Printed material will be produced, as needed, to promote SilverRock Resort as a former Home Course of the Bob Hope Classic 2008-201 1. CIVIC AND COMMUNITY NETWORKING AND TRADESHOWS SilverRock Resort is positioned as a community -friendly golf facility and is committed to developing strong relationships with community organizations such as the La Quinta Chamber of Commerce and various local service organizations. At various venues locally and around Southern California, trade shows and expos are held that provide an opportunity to promote SilverRock Resort. These trade shows and expos are focused on tourism, golf and golf equipment/apparel, recreation, weddings and other related industries and businesses. SilverRock will continue to participate in these trade shows. TOURNAMENTS & GROUP OUTINGS A continued concentrated effort to attract corporate and group outings will be positioned through various networking opportunities. Tournament business represents a large portion of outside play and is an important component of SilverRock's success. 22 136 5/1 /2019 SilverRock Resort -Arnold Palmer Classic Course GOLF RATES 2019-2020 Reservation Type (Book 90 Daysl Public Public Twi Replay (Booked After Rnd) (Book 3 Days) La Quinta Resident La Quinta Resident Guest (30 % off posted rate) (Book 90 Daysl Wholesale Wholesale Twilight (Book 1 Davl PGA PAID Junior Rate (Before 2:00 p.m.) Junior Rate (After 2:00 p.m.) 2019 2019 July 1-Sept.12 July 1-Sept.12 Mon-Thurs Fri -Sun $ 50.00 $ 65.00 $ 45.00 $ 55.00 $ 25.00 $ 25.00 $ 33.00 $ 33.00 $ 33.00 $ 33.00 $ 40.00 $ 50.00 $ 35.00 $ 40.00 $ 25.00 $ 25.00 $ 25.00 $ 25.00 $ 10.00 $ 10.00 2019 2019 Sept. 13.Oct.6 Sept.13.Oct.6 Mon-Thurs Fri -Sun $ 85.00 $ 100.00 $ 70.00 $ 80.00 $ 35.00 $ 35.00 $ 33.00 $ 33.00 $ 59.50 $ 70.00 $ 75.00 $ 85.00 $ 55.00 $ 65.00 $ 25.00 $ 25.00 $ 25.00 $ 25.00 $ 15.00 $ 15.00 2019 2019 Nov. 5-Dec.25 Nov. 5-Dec.25 Mon-Thurs Fri -Sun $ 130.00 $ 130.00 $ 85.00 $ 85.00 $ 50.00 $ 50.00 $ 49.00 $ 49.00 $ 91.00 $ 91.00 $ 105.00 $ 105.00 $ 70.00 $ 70.00 $ 35.00 $ 35.00 $ 25.00 $ 25.00 $ 15.00 $ 15.00 2020 2020 Dec. 26-Apr. 30 Dec. 26-Apr. 30 Mon-Thurs Fri -Sun $ 170.00 $ 170.00 $ 100.00 $ 100.00 $ 50.00 $ 50.00 $ 60.00 $ 60.00 $ 119.00 $ 119.00 $ 140.00 $ 140.00 $ 80.00 $ 80.00 $ 35.00 $ 35.00 $ 25.00 $ 25.00 $ 15.00 $ 15.00 2020 2020 May 1-June 30 May 1-June 30 Mon-Thurs Fri -Sun $ 90.00 $ 110.00 $ 70.00 $ 80.00 $ 35.00 $ 35.00 $ 49.00 1 $ 49.00 $ 63.00 $ 77.00 $ 65.00 $ 75.00 $ 45.00 1 $ 55.00 $ 25.00 $ 25.00 $ 25.00 $ 25.00 $ 15.00 $ 15.00 (Book Up to 1 Year) Groups (13+) Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Negotiated Rates Shaded areas represent dynamic pricing. * Juniors are 17 and under * All rates to include green fee, golf cart, limited amount of range balls prior to round, except golf cart for Juniors * Non golfers -ride alongs-must abide by dress code, riders permitted based upon availability at a rate of $25 per rider. * City Employees -Prevailing Resident Rates OTHER FEES Rate/Fee 1 Hour Resident $ 10.00 1 Hour Non- Resident $ 15.00 All Day Range Fee $ 25.00 Rental Clubs $ 45.00 Handicap Membership $ 45.00 23 137 138 City of La Quinta BUSINESS SESSION ITEM NO. Z CITY COUNCIL MEETING: STAFF REPORT AGENDA TITL' : APPROVE CONTRACT SERVICES AGREEMENT WITH GILLIS AND PANICHAPAN ARCHITECTS, INC FOR PHASE I CORPORATE YARD SPACE PLANNING AND DESIGN SERVICES (PROJECT NO 2018-05) RECOMMENDATION Approve Contract Services Agreement with Gillis & Panichapan Architects, Inc., in the amount of $58,200, for Phase I Corporate Yard Space Planning and Design services, and authorize the City Manager to execute the Agreement. EXECUTIVE SUMMARY • Since incorporation, the City has desired a properly designed Corporate Yard facility (Corp Yard) to service the community. • On April 9, 2019, a Request for Proposal (RFP) was posted on the City website for the Fritz Burns Park and Corp Yard space planning and design. Gillis & Panichapan Architects, Inc. (GPA) was the only respondent. Staff reviewed the proposal (Attachment 1) and recommends GPA based on their understanding of the scope, prior experience with similar facilities, and their fee. FISCAL IMPACT The Phase I cost would be $58,200 and is included in the 2018/19 Capital Improvement Program (215-7004-60104). BACKGROUND/ANALYSIS The City's Corp Yard is located at 78106 Frances Hack Lane and accommodates the following citywide operations: • Streets, Parks, Buildings, Traffic, and Landscape Maintenance Divisions • Code Enforcement • Emergency Services • Event, surplus and archive storage 139 The Corp Yard shares a 10-acre site with Fire Station #32, a former fire station that is leased to AMR Ambulance Service, and Fritz Burns Park. The park contains a swimming pool, playground, restrooms, six tennis courts, eight pickle ball courts, a skate park, a dog park, and off-street parking. The City intends to construct a new Corp Yard building to house maintenance offices, a secondary Emergency Operations Center, and if feasible ambulance services. This would also include adjustments and/or modifications to the related yard area and storage facilities. A Corp Yard Master Plan was previously prepared in 2008. Fire Station #32 and the Corp Yard parking structures were subsequently constructed. However, a maintenance building was not due to funding constraints. On April 9, 2019, an RFP was posted on the City website for space planning and design services. Staff also solicited bids from two architectural firms, one response was received. The RFP listed two phases: Phase I • Update the Corp Yard master plan based on an assessment of current and future needs; the needs assessment completed by City staff in 2018 as would also be evaluated. • Evaluate the feasibility adding pickle ball/tennis courts and park parking on the 10-acre site. • Prepare a site plan for the 10-acre site, a space plan and a concept building plan for a maintenance building and storage facilities. • Present findings and recommendations to the Planning Commission and City Council. Phase II • Convert information from Phase I into architectural plans, construction documents, and cost estimates. Present designs to the Planning Commission and City Council. • Provide support during the construction. The deadline for proposals was April 30, 2019; GPA was the only respondent. Based on their scope of work, prior experience with similar facilities, and their fee, staff recommends awarding this contract (Attachment 2) for Phase I in the amount of $58,200. When the City accepts the Phase I work, the City will have the option to solicit bids for Phase II or continue with GPA. 140 ALTERNATIVES Council may direct staff to re -advertise for the space planning and design services. Prepared by: Steve Howlett, Facilities Director Approved by: Frank Spevacek, City Manager Attachments: 1. Gillis & Panichapan, Architects, Inc. Proposal 2. Agreement for Contract Services 141 142 Jack Panichapan, AIA, LEED AP Principal/CEO Gillis + Panichapan Architects, Inc. 2900 Bristol Street, Suite G-205 Costa Mesa, 92626 jack@gparchitects.org Tel. 714.668.4260 Fax. 714 668.4265 0 0 - o� • - Project No. 2018-05 La Quinta Corporate Yard Tableof Contents................................................................................................. A CoverLetter.............................................................................................01. Statement of Qualifications ................................................................................................................... Firm Information ....................................................................................................... 03 Project Personnel..........................................................................06. .Firm. Experience.......................................................................... 09 References..................................................................................1.. Project. Understanding.&.Approach...........................................................1.4. Scopeof Work.........................................................................................1.5 Project. Schedule......................................................................................22. Appendix............................................................................................................ 23. City of La Quinta- CorporgT4 qrd Master Plan www.gparchitects.org 1 4 Page A Cover Letter Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design April 30, 2019 Steve Howlett City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Re: Project No. 2018-05 La Quinta Corporate Yard Space Planning and Design Steve Howlett, We are pleased to forward to you our statement of qualifications for the Project No, 2018-05 La Quinta Corporate Yard Space Planning and Design. Our work experience involves collaboration with Municipal and Water District agencies on a broad range of projects in complexity, scope of work, and size; • We specialize in the providing services for new ground -up and rehabilitation of public buildings, police and fire training facilities, Civic Centers, educational facilities, public works facilities, water districts from conceptual design through to project move -in. • We believe sustainabilify and life cycle cost efficiencies as a cornerstone of our work, Our goals are to develop the optimum balance of comfort, ease of maintenance, and cost efficiency for your future facility. • Our skills and the experience encompass working with helping the City to visualize their future facility as the design develops. We are able to generate 3-d conceptual models, and clear graphics that communicate a project's intention at the earliest stages. We believe our experience, size, flexibility, and range of skills will be ideal to suit the City's needs. Gillis + Panichapan Architects Inc. (GPa) is a full -service Architectural and Interior Design firm with over twenty-five years of experience serving Cities, Water District, and various Public Agencies throughout California. Our successful experience with these Agencies leaves us with a great depth of intimate knowledge that we can bring forward specifically to the City of La Quinta, Please see our attached project approach, and the Fee Exhibit for our proposed work plan and fee breakdown, SCOPE OF WORK SUMMARY GPa will be providing planning and design services for the La Quinta Corporate Yard in two phases. The first phase would provide needs assessment and conceptual master planning services to confirm and establish with the City and with Planning. Phase I also includes a study on the feasibility on the pickle ball court expansion at the adjacent park. Once the conceptual design and program are established, the project will launch into Phase 2 for the architectural and engineering design and support in developing the Maintenance Office and Crew Quarters and amendments to the exterior storage facilities through bidding and construction, City of La Quinta- Corporgt §d Master Plan www,gparchltecis,org 1 Page 0 1 Gillis + Ponichppan Ncnnecs, In<. J IV o- - Project No. 2018-0'MQuinta Corporate Yard Space Plann CONSULTANTS We will plan to utilize the following consultants; Structural Engineering Richard Suzuki DCSE Associates Inc. rsuzuki(d)dalechristian.com (714) 997-1 145 MEP Engineering; Hiten Sheth, PE Gannett Fleming hshteh(@GFNET,com (213) 624-0347 x 8722 Geotechnical Engineering Hashmi Quazi, Ph.D., G.E. Converse Consultants hquazi(@converseconsultants.com (909) 474-2847 Civil Engineering Tammy Allee, PE, Civil Works Engineers talle(@civilworksenaineers.com (714) 966-9060 x 106 Landscape Architecture: Harry Kobzeff Kobzeff & Associates harryCo)kobzeffassoc, com (949) 916-9470 Please see attached detailed scope work and proposal. Additional services outside the Scope of Work agreed upon shall not be performed without the authorization of the City of La Quinta. We have tailored our scope and subsequent fee proposal to accommodate the scope of work, realizing that there is latitude in both parameters to be discussed during the contract negotiation. We are pleased to submit our qualifications, and hope to have the opportunity to further demonstrate our enthusiasm, and express our experience in more detail. Respectfully, Jack Panichapan, AIA, LEED AP, President, CEO jack@gparchitects, org 714-668-4260 City of La Quinta- CorporgTe4YgTd Master Plan www.gparchitects.org 1 (b� Page 02 acnnear, mc. Gillis+ Panichagan Architects (GPat Our company was founded in 1989 by Donald Gillis as Gillis and Associates Architects, Inc. In 2008, our name changed to Gillis + Panichapan Architects, Inc. We are a full -service Architecture, Planning, and Interior Design Firm centrally based in Costa Mesa, California; our company employs five full time employees. We provide full services, from architectural design, interior design, space planning all the way through construction administration and move management services. We have decades of experience in design and planning for Civic, Municipal, and Water District Facilities. For nearly 30 years, our firm has distinguished itself by providing excellence in architecture, space programming, master planning, and interior design services. With extensive experience in public architecture, our work includes the design of hundreds of public works facilities ranging from municipal offices, community centers, schools, maintenance facilities, fire and police facilities, educational facilities, and more. GPa's Philosor)hv We have completed a large breadth and variety of projects for Public Agencies all over California, with each one being uniquely different based on the respective needs and regional aspirations. Even though building and project types may be similar, each project is distinctly unique to our Clients. We believe the foundation for the project starts with the goals and visions of our Client. We guide our clients into making small decisions at a "step by step" basis with number simple strategic questions that can move a project forward rather than overwhelm. Our strategy of collaboration can provide an overall sense of ownership and pride for our clients in the direction and outcome a project. The client's involvement at every step of the process allows an open door to communication and flexibility while the direction and goals of the overall project are kept under control. With strategically placed interactive workshops with ourclients, weareableto achievea better understanding of the client's conditions and needs. We also make sure to consider the anticipated personnel growth of the organization as it plays a vital role when it comes to the overall project. Our Uniaue Position The vast majority of our company's clients are public agencies, approximately 99%. Most of our clients are repeat clients and referrals. Also, being involved with public agencies for nearly 30 years we understand that often times decisions are driven by more than just functional and budget needs and there are a multitude of complex decision -making factors. A key distinguishing factor of our firm is Jack's (Principal and CEO) involvement throughout the duration of the entire project. He is there in the initial stages conducting interviews and is there at the end when the project is complete and the client is back to normal operation. His hands-on approach and constant interaction with the client can offer the reassurance that the final product will be the best solution for their organization to function effectively and best serve their staff and customers moving forward. In the end we know that a successful space and master plan reflects our success as a firm, but more importantly in its ability to play a defining role in the occupants' well-being for many years to come. Our company also understands and takes into consideration the constant technological advances and social evolution in work collaboration and space planning. As a result, we stay on top of these changes and incorporate them as deemed necessary all the while taking into consideration the client's specific needs and budget. City of La Quinta- Corporfe4YgTd Master Plan www.gparchitects.org 1 // Page 03 Gem + P,,i,h,p,n achnppa, mc. Firlm Iniflormation Project No. 2018-05 La Quinta Corporate Yard Space Planning & Desi Introduction GPa's experience involves collaboration with public agencies on a broad range of projects with varying complexity, scope of work, and size; • We have expertise in needs assessment, space, and master planning for a large range of public facilities including many local Municipal/Wafer District Campuses and Headquarter facilities. • We have a wealth of experience with public agencies building new community centers, classrooms, training rooms, administration buildings, and city yard facilities from the ground up - schematic design through construction administration and permitting. We offer full services in Architecture and Interior Design. • Our skills and the experience encompass working with the community and the city to attain entitlements for projects large and small. We are able to generate 3D renderings and clear graphics that communicate a project's intention to owners, community, and the project team. Project Availability Our philosophy involves having Jack, the principal, work on the project day to day from project initiation up through move -in day and beyond. Beyond having the principal involved throughout all phases, we ensure that great relationship and rapport is maintained with a consistent team. Either Vic or Kent will be providing project support along side Jack throughout the entire course of the project. No assigned personnel will be substituted without the approval of the City. Because there is no interruption in communication with leadership transition, we have a high success rate in completing projects within scope, on time, and on budget. Environmental Sensitivity Gillis + Panichapan Architects, Inc. believe sustainability is a major cornerstone of our practice and work. Whether or not a project seeks certification for LEED, we commit to sustainable practices in every one of the projects we work on. Considering cost and schedule, we maximize our projects to contain the greatest number of sustainable features within the design. We believe this is an optimal approach for cost savings, long term maintenance, and minimizing impact on the site and the environment overall. Every architect at GPa are LEED accredited and well qualified to guide your project towards practical sustainable design solutions or LEED certification. We have achieved LEED certification in a large number of our municipal projects. GPa Process and Management At the beginning of a project for any size and budget range, our approach to effectively manage the project cost, schedule and quality begins with defining the project scope, and aligning it to the City's goals, budget, and timing for completion. This information is presented and discussed at the Kick-off meeting with the Agency and the goals are mutually established. In the event where the project budget and timeline is defined prior to the meeting, we will develop and submit the preliminary schedule denoting key milestones and deliverables for the City to review and obtain their feedback at the Kick-off meeting. During the progress of the project design, formal organized workshops will be provided to share our findings coordinating with the City Team. The project progress will be presented in interactive workshops for input and guidance for iterative refinements. These workshops would involve collaboration with the Agency staff to discuss design ideas and how it impacts operational needs. This process will be a chance to showcase progress and gauge reaction. We are skilled with design communications, our drawings and renderings are used optimally and effectively to communicate ideas and bring the City's vision to life be it early conceptual stage, design development, or right up through guidance of issues during construction stages. rei 7� Guns+v 101can1on % — www.gparchitects.org City of La Quinta- Corporgte dd Master Plan 11 Page 04 RM W IJIJI"ill LI LI L1�JIJIJ� (� 3-05 La Quinta Corporate Yard Space Planning & Design Cost Control As the project develops, our team will provide and update detailed cost estimates for the project. Knowing the cost estimates early allows us to make necessary adjustments to bring the project under budget with minor concessions. We use in house as well as professional cost estimating services to effectively control the project cost during design. More importantly, all major project decisions are evaluated in terms of cost impact on the project. We can inform and advise our Clients of the cost impact on the project to assist them with the decision -making process to maximize the impact on often strict and lean budgeting needs. ..................................................................................................................................................................................... Schedule Control The project schedule (Gant Chart) is developed to show major milestones for the project, the important decision -making workshops, as well as individual minor tasks that need to be completed. We regularly update the schedule and submit the updated schedule to the client as well as inform our consultants of the timeline for the completion of specific tasks to keep the project on schedule. ..................................................................................................................................................................................... Quality Control To ensure accuracy in the delivery of the project, we have developed an in-house quality control program that outlines the various items that need to be reviewed at each phase of the project. This review is performed by both the principal and our various team of consultants. In addition, consultant drawings are reviewed for compliance with design objective as well as for possible conflict with the other elements of input from varying disciplines. We have a wealth of experience scheduling and phasing projects for design and construction for our Municipal and Water District Clients, including for existing facilities, many which allow for continuous occupancy during construction. Certifications Disadvantaged Business Enterprise (DBE), California Unified Certification Program Small Business Enterprise SBE), Los Angeles County Metropolitan Transportation Authority Minority Business Entity (MBE), The Supplier Clearinghouse City of La Quinta- Corporgte6d Master Plan www.gparchiTects.org 1 jinn + Page 05 vanicnoaan acnnec&, inc. ° ° = a Project No. 2018-05 La Quinta Corporate Yard Splalanning & Jack Panichapan, CEO/Principal - Principal in Charge Gillis and Panichapan Architects, Inc. Jack Panichapan will be the project manager and the main point of contact and coordinator throughout the entire project for the City. He will coordinate and track of all processes with the client and sub -consultants. • Jack Panichapan, 17 years with GPa, 25 years of experience • Bachelor and Master in Architecture, Iowa State University • Professional Architect, CA #29344, LEED Accredited Professional • Professional Architect, IL 001-018109 Kent Klueter, Project Architect - Project Architect Gillis and Panichapan Architects, Inc. As project architect, Kent will develop working drawings, coordinating with engineering consultants, producing of construction documents, bidding process, construction administration, as well as coordinating with building department. Kent Klueter, 21 years with GPa, 28 years of experience Bachelor in Architecture, California Polytechnic State University, San Luis Obispo Professional Architect, CA #25189, LEED Accredited Professional Vic Nguyen, Project Architect - Design Director Gillis and Panichapan Architects, Inc. Mr. Nguyen is responsible for design presentation and quality control. With graphic, 3-D modeling and BIM expertise, he can assure quality project team coordination in every step of the design process. Moreover, he is in charge of project approvals at all stages from planning to building entitlement. Vic Nguyen, 9 years with GPa, 19 years of experience Bachelor in Architecture, University of Arizona Professional Architect, CA #30250, LEED Accredited Professional Cynthia Perez, Designer- Project Coordinator/Designer Gillis and Panichapan Architects, Inc. Ms. Perez works closely with the Project Architect and Principal with the coordination of team members. She handles product research, color/material for furniture selection, and 3-D renderings, In addition, she is also involved in the coordinating production of construction documents, administration of the bidding process, and construction administration. Cynthia Perez, 11 years with GPa, 11 years of experience Bachelor in Architecture, University of California, Berkeley Miranda Luce, Key Designer Gillis and Panichapan Architects, Inc. With two years of experience, Ms, Luce has experience working on different stages of the project from schematic design to construction drawing, She works closely with the project architect and principal on graphic presentation, 3D modeling and rendering, detail and construction drawing, and marketing documents. Miranda Luce, 1 year with GPa, 2 years of experience Bachelor in Architecture, NewSchool of Architecture + Design City of La Quinta- CorporgttYgrd Master Plan www.gparchitects.org 1 (� Page 06 Pr�oie_ct P.eres_onnel Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Richard Suzuki, P.E., S.E. Structural Engineer: Dale Christian Structural Engineer (DCSE) Years of Collaboration: 17 DCSE Structural Engineers are involve with us on the project from the conceptual design all the way though construction by performing site visits during construction as well as the review of various structural submittals. DCSE's team experienced in all phases of structural engineering and design analysis for different types of structures including mixed -use multi story facility, retail buildings, tilt -up industrial buildings, restaurants, police and fire stations, steel office building and subterranean parking structures. Relevant Recent Projects with GPa: • Mojave Water Agency - New Agency Headquarters Facility and Central OperationFacility • UC Irvine Health - On -Call A/E Services • City of Santa Ana - On -call A/E Services • City of San Gabriel - Municipal Yard Facility • City of Westminster - Maintenance Corporate Yard and Police Department Training Facility • City of Fullerton - Public Facility Yard and CNG Station Hiten Sheth P.E., LEED AP, Mechanical, Electrical, and Plumbing Engineer: Gannet Fleming Engineers Years of Collaboration: 3 GF specializes on electrical and mechanical, as well as managing the whole picture of the project. They design and consult on HVAC, electrical and plumbing system design. Their duties include the specification and optimization of cost effective HVAC, electrical and plumbing solutions, GF is also responsible for the calculation and verification of energy compliance with the State Energy Code, Relevant Recent Projects with GPa: • City of Buena Park - Ehlers Community Center • UC Irvine Health - On -Call A/E Services • City of Santa Ana - On -call A/E Services Hashimi Quazi, Ph.D., P.E., G.E, Principal / Project Manager: Converse Consultants Civil Engineer, CA 46651 Years of Experience: 26 Converse Consultants personnel excels in providing geotechnical engineering services and has earned a reputation for quality work provided in an honest and ethical manner, on time and on budget. Conserve Consultant provides quality control, budget oversight, and technical assistance on various types of projects, including pipelines, wastewater treatment plants, reservoirs, and other related studies. Relevant Recent Projects with GPa: • Mojave Water Agency, New Agency Headquarters Facility, Town of Apple Valley, CA (LEED Gold) • City of Westminster - Maintenance Corporate Yard and Police Department Training Facility • City of San Gabriel- Municipal Yard Facility City of La Quinta- CorporgttYgrd Master Plan www.gparchitects.org 1 1 Page 07 IG a p i O LJ W LJ`JLJ Project No. 2018-05iQuinta Corporate Yard SpcMianning & Des Tammy Allee P.E., ASD/ASP, Civil Engineer: Civil Works Engineers, Inc. Professional Engineer, CA, 34277 Years of Experience: 16 Civil Works Engineers, Inc. specializes on general infrastructure and public works improvement projects such as transportation including streets and freeways, site improvements for commercial and public facilities, hydrology and storm drains, water distribution, right-of-way engineering, utility modifications, and retaining walls. They design and consult on projects from inception to completion including project and program management, planning, design, and construction, Relevant Recent Projects with GPa: • Inland Empire Utility Agency - Maintenance and Operations Center Facility • East Municipal Water District - Gate 5 Needs Assessment • Water Replenishment of Southern California, Field Operations and Storage Annex Harry Kobzeff, ASLA, Landscape Architect: Kobzeff & Associates Years of Collaboration: 15 Kobzeff and Assoc. offers comprehensive services including, but not limited to; Conceptual Land Use Studies, Landscape Development Guidelines, Design Development, Construction Documentation, Construction Administration and Special Report Writing. Their extensive experience includes Commercial projects, Private Development projects, Churches, and Public Sector Public Works and Parks and Recreation projects. We have renovated County parks, and designed municipal sports and passive parks. We have also designed numerous residential tract community and neighborhood parks. We have been active in refurbishment and rehabilitation projects turning yesterday's worn out projects into active vibrant rejuvenated spaces, ............��w.......................... Relevant Recent Projects with GPa: �� • City of San Gabriel - Municipal Yard Facility : eca• City of Westminster - Maintenance Corporate j — GEM r=de DESERT — - Yard Facility ■ • City of Stanton - Municipal Corporate Yard Facility • City of Fullerton - Public Facility Yard and CNG Station point RC contact ARCHITECT Gillis +Panichapan Architects, Inc '9ack Panichapan, AIA, LEED® AP — ARCHITECT � s + Panichapan Architects, Inc Kent Klueter, AIA, LEED® AP Project Architect s + Panichapan Architects, Inc Vic Nguyen, ALA, LEEDO AP Project Architect Gillis + Panichapan Architects, Inc in + Panichapan Architects, Inc ` Cynthia Perez ■ Miranda Luce Project Coordinator/Designer Key Designer 'too* Alive ■ TRUCTURE ENGINEER ♦♦ ■ ♦♦ MEP ENGINEER Dole Christian ♦♦ ♦ Gannett Fleming Shuotural Engineers ♦♦ ■ � Engineers ird Suzuki, RE., S.E. &Staff ♦♦♦ Hiten Sheth, P.E. & Staff ■ LANDSCAPE ARCHITECT Kobzeff & Associates Harry H. Kobzeff ASLA ■ GE ENGINEER • Converse Consultants ■ Hohimi Quai Ph.D, P.E., G.E. ■ ■ L CIVIL ENGINEER Civil Works Engineers Tammy Allee, P.E. Ctlwww.gparchitects.org rnrs + von�cnoaan acnnec¢, m<. City of Lo Quinta- CorporgttYgrd Master Plan 11 ZZ Page 08 GM ftwo(� )� Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design emaag #e: so�gga eulamg �� a:Img mme�al c000pv hiding Al: New Pdminishalan Bustling ei aiaiog--i —mg B. g #2E..ing8ng Shuosu�a #d FM gWel Nantl Buiai 9#J WHtling Shop -c� _ J . _��app — __ �g AS: Slaage B. A. — adjacent Industrial use �_ reside Inelghborh rendering- site context interior- Westminster Police Training Facility Address: 14381 Olive St., Westminster, CA 92683 t Description: existing city lance yard >uilt in the early s overcrowded, to implement the city's needs as a maintenance facility. GPa was obtained to update and expand the current facility. The new corporate yard includes a new administration building, canopy, fuel station, and warehouse facilities. The renovation and addition takes place within the existing site of the city's current municipal facility along with an adjacent building the city has obtained for a police training facility requiring renovation. Another building housing the Boys and Girls Club was also renovated as a part of this project. One of the challenges of this project was that the facility is required to be operational during the course of renovation. GPa worked with the city for a phasing plan to relocate staff and keep it operational during the course of construction. The new building contains notable sustainable features and reflects the residential scale of the surrounding residential neighborhood, GPa completed the space planning and furniture procurement for the both the corporate yard and the police training facility, We also provided code updated retrofits for the Boys and Girls Club. Key Personnel: Jack Panichapan - Mr. Panichapan acted as the Principal in Charge and was responsible for the design of this project for the exterior and interior including furnishing. Kent Klueter - Mr. Klueter was the Project Architect and was in charge of the construction documents and construction administration for the project which also included coordinating documents between all the disciplines. Project Size: 17,000sf Completion Date: 2015 Munici "Corporate Yard City of La Quinta- CorporgTtY�rd Master Plan www.gparchitects.org 1 Page 09 Gillis + saniehapan �c:�.ilec:s, Inc. Firm E�xp_erienc_e Project No. 2018-05 La Quinta Corporate Yard Space Planning & built- San Gabriel Municipal Yard I interior- San Gabriel Municipal Yard rendering- San Gabriel Municipal Yard San Gabriel A Address: 927 E. Grand Ave., San Gabriel, California 90680 Project Description: The Municipal Yards Facility artfully combines the diverse and evolving programming needs of the Public Works Department for the City of San Gabriel which encompasses the Maintenance Division, Engineering, and Administration Staff into one facility on a challenging and limited site. Located on a 3.5 acre narrow sloping parcel of land bordering a wash on one side and homes on another, the new Maintenance Facility for the city of San Gabriel had programmatic challenges with vehicular circulation, and noise mitigation that were resolve architecturally. The facility considers sustainable design features such as native plantings, recycled materials, and north - south fenestration orientation for energy efficiency. GPa was responsible for developing the needs assessment and programming for the facility and proceeded through design and construction documentation. Key Personnel: Jack Panichapan - Mr. Panichapan acted as the Principal in Charge and was responsible for the design of this project for the exterior and interior including furnishing. Kent Klueter - Mr. Klueter was the Project Architect and was in charge of the construction documents and construction administration for the project which also included coordinating documents between all the disciplines. Project Size: 34,600sf Completion Date: 2016 Municipal I Corporate Yar� ry City of La Quinta- Corporgt Ycyd Master Plan www.gparchitects.org 11 Page 10 Gillis + sbnichapan acnnecls, Inc. rendering- WRD GRIP Ad min/Learning�� I Center c + Process Building site plan- rendering- CF Gillis + sbnichapan acnnecls, Inc. GM AWo Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design www.gparchitects.org RD Address: 4300 San Gabriel River Pkwy Pico Rivera, CA 90660 Project Description: As a Consultant to Tetra Tech, WRD is developing an advanced reclaimed water treatment campus that includes an approximately 45,000sf treatment plant process building and an approx, 24,150sf two story Administration and Visitors Building. During the course of development, the general architectural aesthetic of the buildings and site landscape concepts and theme had been developed through several phases including community outreach input with the surrounding neighborhoods. The final results of this design were through stages of Design -Build an architectural philosophy which is consistent with the theme and character that has been established by WRD, We would work interactively with WRD in order to ensure that the implementation of the final design aligns with the established budget, needs, and goals for the architecture of new facility. Throughout the development of the project this can be implemented with workshops. We anticipate the facility to achieve a minimum of LEED Gold v4, Key Personnel: Jack Panichapan - Mr. Panichapan acted as the Principal in Charge and was responsible for the design of this project for the exterior and interior including furnishing. Kent Klueter - Mr. Klueter was the Project Architect and was in charge of the construction documents and construction administration for the project which also included coordinating documents between all the disciplines. Project Size: 69,150sf 50% Construction Complete Treatment I Treatment Plant City of La Quinta- Corporgt Y�d Master Plan 11 Page 11 ftmmu&A�� Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design interior - r interior- • GIIII,+Ponicla Nchitcak, Inc. w w ( Of Mojave Water Agency Address: 13846 Conference Center Drive, Apple Valley, California 92307 Project Description: This Mojave Water Agency project centralizes all the Agency departments in one location to make daily operations more efficient. Designed to be an understated simple form cladded in CMU block with an iconic entrance facade, the new headquarters facility is in the process of attaining a LEED Gold Rating. This Mojave Water Agency project started off with a needs assessment of the previous Agency offices provided by GPa, which was located at different sites. The new facility centralizes all the Agency departments in one location to make daily operations more efficient. We provided full services in architecture as well as interior design offering construction documents, construction administration services, audio-visual coordination, and complete furniture equipment, and interior design services. The 22,000SF facility includes a state-of-the-art Board Room facility, conference rooms, and offices. Key Personnel: Jack Panichapan - Mr. Panichapan acted as the Principal in Charge and was responsible for the design of this project for the exterior and interior including furnishing. Kent Klueter - Mr. Klueter was the Project Architect and was in charge of the construction documents and construction administration for the project which also included coordinating documents between all the disciplines. Project Size: 31,000sf Completion Date: 2011 Water District I Headquarters City of La Quinta- Corporgt Ygrd Master Plan www.gparchitects.org 11 Page 12 R�efer�enc_es, Reference # 1 Contact: Dustin Alamo Senior Associate Phone: (949) 497-9000 Email: dalamo@griffinstructures.com Project: Westminster Corporate Yard Key Personnel: Jack Panichapan and Kent Klueter Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design FWA"Tow sp;AIIIIIIIIIIIIIIIIIIIIN. Reference #2 k Contact: Patricia "Patty" Pena Management Analyst, City of San Gabriel `e Phone: (626) 308-2825,. _ Email: Ppena@sgch,org�` Project: San Gabriel Municipal Yard Facility Key Personnel: Jack Panichapan and Kent Klueter Reference #3 Contact: Steve Tedesco Senior Vice President Phone: (949) 809-5153 Project: WRD GRIP- Advanced Water Treatment Facility Key Personnel: Jack Panichapan and Kent Klueter Reference #4 Contact: Gary Martin Director of Engineering (Current Director of Castaic Lake Water District) Phone: (661) 297-1600 Email: grmartin7l @att.net Projects: Mojave Water Agency Headquarteres and Operations Center Key Personnel: Jack Panichapan and Kent Klueter City of La Quinta- Corporgf�T Master Plan www.gparchitects.org 1 Page 13 Project Understanding &Approach The City's Corporate Yard is located at 78106 Frances Hack Lane. The Corporate Yard accommodates the following operations, which have a citywide service area: • Streets, Parks, Buildings, and Landscape Maintenance Divisions • Traffic Control • Code Enforcement • Emergency Services • Event Storage • Surplus Storage • Archive Storage The existing corporate yard shares a 10-acre site with the Park and Fire Station 32, The Park contains a swimming pool, a playground, an open field, picnic tables and benches, restrooms, 6 tennis courts, 8 pickle ball courts, a skate park, a dog park, off-street parking, and a former fire station that is leased to a private ambulance service. Fire Station 32 was constructed as part of the Corporate Yard Phase I Improvements in 2009 and meets the City's current standard and need. The City intends to construct a new corporation yard building to house its Maintenance Office, Crew Quarters, Secondary Emergency Operations Center, and if feasible ambulance services. It is also intended to adjust and/ or modify the related exterior enclosed storage facilities. The City's Maintenance Yard Master Plan was originally prepared in 2008 and may or may not represent the current need, In addition to the Maintenance Yard Master Plan prepared in 2008, City staff had prepared a facility needs assessment in 2018 as part of the La Quinta Academy work. The community is also requesting eight additional pickle ball courts be added to the existing amenities within Fritz Burns Park. Any additional park amenities will require additional parking capacity. GPa will review the existing and proposed uses within the 10-acre shared site to determine if additional pickle ball courts and associated parking can be accommodated and where. PHASE I: NEEDS ASSESSMENT THROUGH CONCEPTUAL MASTER PLANNING • Update the Corporate Yard Master Plan based on review and assessment of the recently completed Facility Needs Assessment, During this task we will consider the feasibility of adding additional pickle ball courts within the 10-acre site shared by the Maintenance Facility GPa will schedule and lead an appropriate number of project development team meetings with City Staff and other stakeholders. • Perform the Planning and Programming Step for the proposed Maintenance Office and Crew Quarters and any amendments to the exterior storage facilities. The Planning and Programming Step should include a proposed floor plan for the Maintenance Office and Crew Quarters, • GPa would present our findings and recommendations to: • A Planning Commission Meeting • A City Council Study Session • A City Council Meeting PHASE II: DESIGN DEVELOPMENT Perform the remaining Architectural Design Services for the Maintenance Office and Crew Quarters and amendments to the exterior storage facilities, including but not limited to: • Schematic Design • Design Development • Construction Drawings, Specifications and Bid Documents • Cost Estimate(s) Architectural Design Services will include, but not be limited to Structural and Civil Engineering, Site Field Survey, Utility Coordination, Geotechnical Evaluation, etc, to prepare a complete biddable project. • Attend the following meetings during the Phase II effort: reiCity of La Quinta- Corporgfy l §d Master Plan cons + vanicnoaan aonnec%, m<. ® www.gparchitects.org 1 Page 14 4, O • • • O LiJ 0 0 O O Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design • Project Development Team meetings • A Planning Commission meeting • A City Council Study Session • A City Council meeting • Support during the Construction Phase. Not Included as a part of the scope: • Furnishings, Fixtures, and Equipment (FF&E)* • Audio Visual and Security* • LEED services or certification • Cal Green Commissioning *The following Phase II proposal does not include Furnishings, Fixtures, and Equipment (FF&E) procurement design within our Scope. We would work with the City of La Quinta's preferred vendors to provide infrastructure to all the components. We will also be providing infrastructure design and work with the City's preferred vendors for Audio Visual and Security design. GPa can provide these services at additional cost Should the City prefer that FF&E procurement and/or AV/Security be included. Based on the old Master Plan, and the current program depicted we anticipate that the conditioned interior spaces within the facility will remain under 10,000sf, and therefore mandatory Cal Green Commissioning would not be required. California Green Building Standards Code dictates Facilities larger than 10,000sf must include a third parry commissioning of the HVAC system, Scope of Work- PHASE PHASE I: ASSESS AND UPDATE FACILITY NEEDS ASSESSMENT GPa will be providing a re -assessment on the Corporate Yard Master Plan 2008 based on review and assessment of the recently completed Facility Needs Assessment attached in the RFP During this task we will consider the feasibility of adding additional pickle ball courts within the 10-acre site shared by the Maintenance Facility. GPa will schedule and lead an appropriate number of project development team meetings with City Staff and other stakeholders, Located on 78106 Francis Hack Ln, La Quinta, CA 92253, The La Quinta Maintenance Facility Campus An assessment of the Department's current and future physical, administrative needs will be performed to quantify space and functional organization needs for current and potential future functions and activities of the proposed facilities. This assessment would also provide recommendations for improvement, including assessments of effectiveness for any potential renovation, reconfiguration, or future expansion. This assessment will document current and potential future administrative functions and activities and provide opportunity for the Maintenance Department to consolidate and improve operations, provide safe, and adequate work space for Department staff, and to better serve its residents. Phase I in 3 Stages: We will be performing a re -assessment for the Corporate Yard in three (3) stages: This would entail sub -dividing the overall needs assessment portion of the project into three distinct iterative phases. Each stage will be a reflective outcome from information and insight attained from the stage before it. The following are brief descriptions of the three noted stages: Stage 1: Space Programming Verification This first stage will involve reviewing the overall administrative facility and the operations in the yard. We would assess and verify current and anticipated space needs for the facility based on the current Yard assessment provided by the City. This can be compared and updated based on the 2008 Master plan document. • Kick-off meeting • The assessment will be initiated with an introductory meeting with the City representative team members to convey GPa's programming approach. This meeting will establish project expectations, product deliverables, and timeline for this stage and the overall needs assessment process beyond. The kick-off meeting will be followed concurrently with a facility survey. reiCity of La Quinta- Corporgt�N4d Master Plan ® www.gparchitects.org 1 cc�� Page 15 Guns+-1chopanaoh %mc. g oo- 4M Project No. 2018-05 La Quinta Corporate Yard Spmlanning & Des Facility Survey • Prior to the formal reassessment stages, GPa would conduct a general survey of the existing spaces and inventory of essential furniture fixtures and equipment for the campus facility. We would assess and document equipment storage needs indoor and out at the operations portion of the campus to verify and update the 2008 Masterplan. • On an individual staff scale, notably in the administrative functions, we would assess the needs for everyday tasks in terms of space, equipment, and furniture and the relationship to their individual departments. We would assess requirements for shared space and amenities needed: quantity of staff, conference rooms, equipment and storage requirements and inter -connections between departments. Much of this data will be collected through observations and interviews conducted through chosen City representatives. • On a campus level we would investigate site boundaries, zoning, and setbacks would be reviewed to determine the best positioning and areas allocated for various functions, parking, and circulation areas needed. We will also perform visual assessments on topography, views, context of the site for program placement. This can bring about the quality and constraints of a specific site to light as it relates to the organization of the new proposed facility on a programmatic level. Interviews and Documentation • Next, we would work interactively with the City assigned team members to provide an analysis of the current facility needs. This can be done via conference call or online meeting coordination. This information would be used to document computed space requirements for the future facility. For an effective assessment, assigned team members should be representative of all levels of the organization chart (i.e. Department Head, Supervisor, and Staff). • Both existing and projected space needs would be provided in a graphed chart per personnel and department. A summary each with charts describing needed spaces per individual department and staff by title and description, along with projected areas anticipated would be provided. Workshops • During the process of documentation, organized workshops will be provided to share our findings. We plan on having two workshops as the programming document develops. Draft space programming documents will be presented for input and guidance for iterative refinements. • The process will provide and review the following: • Projection of staff levels in administration and operations to compare • Suggested work space layout- depict optimal furniture layout for work areas and individual personnel areas. Suggested furniture space layout concepts for common spaces per department and the overall Department would be provided. Each space will be correspondingly charted by size, type, and description. Associated information for parking tallies for personnel and public spaces will also be provided. • Space adjacency- portrays diagrams demonstrating preferred relationships between each personnel and/ or respective support spaces. • Storage needs for Operations: could include department vehicles, specialized equipment. • Site Parking requirements and outdoor amenities. • Needs for use as an agency emergency operations center. • Projection of needed public spaces Stage 1 Report • The information gathered at Stage 1 will be placed in a report to depict estimated current and projected future spatial needs of individual, common, and departmental spaces that offer a direct comparison to the conditions of the current existing facility. • As a team working together throughout this stage with the City, the goal of our approach is to understand how personnel use their space, furniture, equipment, and be able provide quantitative planning solutions to reflect how the organization works and grows overall. We would look at strategies for planning campus security, involving the separation of public versus personnel zones. Stage 2: Space Planning and Adiacencv Needs On the second stage, we would develop space plan diagrams (block parti diagrams) from the required program area obtained from the previous stage. The result will be a block plan diagram (similar to a floor plan, but without openings, doors, fixtures, furniture, nor fenestration depicted) that initiates the organization of spaces to depict possible ideal configurations for the buildings and campus facility. City of La Quinta- Corporfedw Master Plan www.gparchitects.org 1 ((�� Page 16 acnnear, mc. ,S_c_or�_e of Work Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design These block diagrams would convey the ideal size, positioning, and location of spaces drawn to scale. Individual private offices, open offices, restrooms, storage, and common spaces etc. would be depicted within along with main circulation areas. Distinctions between public and secure personnel space would be depicted along with zones of site circulation corridors, and public and personnel access control. On a site level, it can depict zones of designated parking, secure areas, outdoor storage, and shaded protected zones, Block Diagram Development (Parti Diagram) This stage would offer a twofold direction with diagrams depicting how spaces and programs would optimally interconnect; • Campus Plan Diagram- Provide Layout in context of existing Campus, A new Parti Master Plan placed conceptually on the current site; On top of the current campus plan, we would superimpose a scaled space adjacency diagrams depicting specific spaces in relation to their location and their associated sizes. This would also show the possible scale and configuration of the new footprint on top of the current facility site to provide context for advantages and limitations on the current facility site in terms of space and access, • Building Diagram Plan (New Administration Building or other buildings); On top of the campus plan, we would provide a detailed space parti diagram for a new administration building space and other buildings if determined needed by the programming documents that have been developed by this stage. Presentation and Workshops • After the completion of the initial block diagrams, we would organize interactive workshops with team members to present them, gather input, and gage reaction during these meetings. Iterative refinements will be made to the diagrams after sessions with the City team. • An associated Conceptual Statement of Probable Cost (SoPC) will be developed for the block diagram scheme based on a current construction cost index on the general proposed building area on a unit cost calculation. • This will assist the City to decide the best direction to move forward for budget and effectiveness for developing the future facility. Final Report • A final report booklet will be provided to formally organize; • Colored block diagram layouts drawn to scale; Campus Parti diagram as well as Individual Building Parti Diagram • Summary of critical needs for the site in terms of clearances, access, minimum sizes, etc. • This report will contain information and assessments that will be the foundation of the development of a formal campus master plan and architectural floor plan. This option would develop the plan that would move forward to the next formal stage of assessment. Stage 3: Conceptual Master Planning and Design This stage would advance the block diagrams into a more detailed conceptual master plan and floor plan of proposed buildings. These plans would depict parking, lane access, as well as depict doors, openings, and egress access to scale and better detail. Key items to be reviewed for compatibility include zoning, code regulations, and accessibility (both vehicle and pedestrian) to see how well the new spatial requirements determined from the previous stages integrate overall to the existing boundaries and conditions of the site. • Conceptual Master Plan of Campus • Provide a campus plan with staff and visitor parking delineated, and public vs private areas defined. Vehicular access and parking stalls would be depicted. Depict potential gated entrance areas, Softscape and hardscape areas would be delineated, • Conceptual Floor Plan of Building • Along with developing the block diagrams into conceptual floor plan, the plans would depict space plan for typical office layouts, sizing, and groupings within the conceptual floor plan. Suggested furniture space layout for common space per department will be provided on the conceptual plans. Rm— City of La Quinta- Corporc�ieGYgrd Master Plan www gparchltects, org 1 11 Page 17 Gillis + Ponichppan Ncnnecs, In<. 0 0 - a Ml1 i.i,S Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design • Zoning, Egress, and Code Review - Conceptual Code/ Egress Feasibility Evaluation of proposed changes impacted by the plans. Provide a conceptual architectural assessment in regards to codes, regulations, and general condition that can potentially impact the overall site development • SoPC - A Statement of Probable Cost of construction based on the upgrades including recommended and mandatory improvements foresee making in order to retrofit the existing building for renovation. This will be based on a unit cost. Executive Report and Summary • The conclusion of this stage would include a report documenting: • Conceptual Master Plan and Conceptual Building Plan • Executive Summary • Significant zoning, code, and regulations that may impact proposed design. • Statement of Probable Costs. • Conclusion and recommendations. • Formal Meetings and Presentation with the City. GPa would present our findings and recommendations to: • A Planning Commission Meeting • A City Council Study Session • A City Council Meeting We anticipate submitting two (2) hard copies and one (1) electronic copy (PDF format) for each formal project submittal, including the final submittal. Scope of Work- PHASE II PHASE II: • Schematic Design During this phase, the GPa will meet with City staff to verify conceptual design established. Based on the input received, GPa will then develop a schematic design. The schematic design documents shall incorporate the information gathered through existing information and site measurements, and shall represent the scale and relationship of the project components. These documents shall be used to determine areas, area relationships, volume, or other units necessary to calculate the project requirements. Introduction This first stage will assess existing City program information including any past needs assessment completed. We would organize the current and anticipated space needs for the facility based on the needs of the organization, along with requirements of individual staff into diagrammatic patterns of blocks to iteratively be developed into a master plan with workshops and input from the City. Even though the schematic design is the first step in the process in developing a new facility, it is arguably the most critical since it provides the foundation of the overall design process for the entire project. • Workshops • During the process of documentation and design, organized workshops will be provided to share our findings. Conceptual Master Plans and sketches will be presented for input and guidance for iterative refinements. These workshops would involve meetings with the selected City staff to discuss existing space deficiencies and operational needs, • At the end of this stage, the process will provide: • Schematic Site Plan with proposed built work with parking and conceptual landscape plans • Overall floor plan and design of Maintenance Office and Crew Quarters and the exterior storage facilities. • Building Elevations and perspectives sketches lei City of La Quinta- Corporgt92d Master Plan www,gparchltecis,org 1 Page 18 Gillis + Ponichppan Ncnnec�s, In<. ,S_c_or�_e of Work Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design • Color, Material, Finish Selections: Key areas of use and design highlights • Provide information and samples of finish/ solutions to cladding, finish, color, and signage design, etc. • Statement of Probable Costs based on a quantifiable design scheme developed in conceptual design • Conceptual Landscape plans • Furniture Layout and equipment layout concepts • Proposed material boards (material samples, color strike offs, renderings, perspectives). • These established drawings from information and assessments from team and staff consensus that will be the foundation of the development of a formal design development. • Design Development Once preliminary city planning and client approval have been reached on the schematic master planning documents, the information gained from the conceptual design and master planning will proceed into design development, construction documents and permitting. This includes development and preparation of architectural specifications describing materials, systems and equipment, workmanship, quality and performance criteria required for the construction of the project, GPa will develop the construction documents package suitable for bidding and construction. GPa will develop the construction document package suitable for public contract advertisement and award and will assist with obtaining required permits review and approval as required by the Building Dept. Civil, Structural, Mechanical and Plumbing Design/Documentation and Electrical and Voice Data Design/ Documentation drawings and specifications based on approved documents, setting forth the engineering construction performance requirements for the Project as required. A formal Statement of Probable Cost will be submitted along with a construction document set at each stage or as requested by the client. We anticipate there will be periodic Value Engineering, design, and constructability reviews as may be required to meet and maintain City budget parameters. GPa will coordinate with the City's design team members in the delivery of Architectural and Engineering (A&E) services during schematic, design development, construction document phases. The final stage will compose of a Compilation of Project Manual including Conditions of the Contract, Bidding, Documents and Specifications. Detailed architectural drawings, including floor plans, roof plans, elevations, sections, and schedules (windows, finish, etc.) shall be provided at 65% and 90% completion phases. GPa shall prepare outline specifications, including an index and technical sections, GPa shall conduct a meeting with the City team to review all documents, Meetings with the City Council is also anticipated during this phase. Architecture • Develop plans including dimensions, colors, materials, details, refine elevations, wall sections, and specifications. In addition, select preliminary schedules including doors, windows, hardware, and finishes. • Architectural Interiors • Prepare casework plans for significant architectural elements • Prepare preliminary space plans for all public, staff, meeting, and support spaces. Coordinate clearances and access to power and data at individual stations. • Structure • Develop building systems including structural calculations, framing plans, foundation plans, size framing members, and coordination with other systems. • MEP coordination • Develop mechanical systems including size ducts, locate runs, and identify equipment manufacture and equipment size. • Develop electrical power and data plan; lighting and fixtures plan; coordinate with utility companies; and develop low voltage plans. City of La Quinta- CorporgiJ9d Master Plan www,gparchltecis,org 1 Page 19 Gillis + Ponichppan Ncnnec�s, In<. 0 0 - doM& Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design • Select plumbing fixtures sizes, pipe sizes, and coordinate points of connections. • Civil Engineering and Landscape Architecture • Develop landscape and irrigation including complete plant selection, hardscape, and components for irrigation system consistent with City goals for low water use and Demonstration gardens. • Develop site parking, drainage, and grading plan. In addition, submit current geotechnical report for building and parking to City of La Quinta Engineering Section. • Project Management and Coordination • Coordinate input from all sub -consultants and City for quality control check. • Revise design schedule and construction cost estimate based on the Design Development plans. • Present the approved Design Development plans to CITY management and Board of Directors. Construction Documentation (90% and Plan Check) Upon approval of the design development documents by the City, GPa shall update all of the design development documents, and prepare the construction documents. These documents shall include plans and specifications that in detail set forth the requirements for construction. GPa shall provide all drawings and specifications, including but not limited to civil, landscape, architectural, structural, plumbing, HVAC, electrical, an index and construction documents. Structural, mechanical, and electrical calculations and energy analysis shall be included. GPa will have the construction drawings signed and stamped by a design professional, prepare the required documents for Public Bid by qualified General Contractors, and lead the City team in submitting these documents for all permit applications and in obtaining the permits. • Develop 90% CD stage • Submit for La Quinta plan review plans at completed phases of the design • Submit at all phases of La Quinta plan review draft drawings, and draft specifications. • Submit at all phases of La Quinta plan review updated design schedule, construction schedule, and estimated construction cost. • Meet with La Quinta staff at all phases of the plan review to review design issues, path of travel, architectural design. • City Coordination at 90% • Submit to the City of La Quinta Engineering Development Division the precise grading plan and geotechnical report for engineering approval no later than the 90% plan review. • Submit 90% plan review to the City of La Quinta Building Department including all calculations for building department plan check for initial review. • Bidding Phase and Construction Support Services GPa (with the City's input) shall prepare a complete set of Bidding Documents for Public Bid. GPa shall be responsible for preparing any clarifications or addendums during the bidding process. The City shall arrange for the distribution of the construction documents to the general contractors during the bidding process. GPa shall assist the City in the review and evaluation of the bids, if requested by the City. Architect and consultants shall attend pre -bid conferences and site visits with potential bidders, as requested. We propose to assist the City with the construction support services for the project during the construction process, and through the installation of furnishings, fixtures, and equipment (FF&E). Work scope in this phase includes; • Periodic onsite review of construction activities. • Assist with quality assurance and quality control. • Submittal and shop drawing review. • We will provide review and response of RFIs, Submittals and Shop drawings for engineering related items. • Respond to Requests for Information (RFI). • Assist in change order review and negotiations. • Coordinate the production of record (as -built) documents. • Assist and advise during the installation of FF&E and move in activities. • Participate in the creation of punch list • Prepare as -built drawings. lei City of La Quinta- Corporgt94d Master Plan www,gparchltecisorg 1 Pagg 20 Gillis + Ponichppan Ncnnec�s, In<. ,S_c_or�_e of Work Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Conclusion Over time, the organizational structure, codes and regulations, number and type of staff, along with technology changes beyond the confines of a given facility. This is something GPa deeply understands; that people and organizations do what they need to do to keep up with productivity, and adjustments to the limitations of an existing facility can become the "status -quo" on how a facility operates. We have the expertise and experience to acquire the "essential ingredients" of operation that enable us to plan for the optimum solutions within strict budget requirements. We engage in discussion to encourage finding the vital methodology on how operations as well as department interactions ebb and flow, carefully planning for their growth over time. We assess operations at all scales from ergonomics to department level operations. From there we would be able to provide a clear direction on the best solutions for improvement. We believe a close interactive collaboration with the City team in this design process can achieve cost efficient solutions for a remarkable facility of optimum comfort and productivity. GPa's observations and analysis, accompanied with our expertise built upon many years of working with Corporate Yard Facilities, and their operations staff, can be an essential road map to improvements and development of the La Quinta Public Works Department for long into the future. Schedule and Time Management We believe our relationships with our clients in which we are dedicated are the foundation of our company progress, success, and growth, We hold ourselves accountable to strict milestone schedules that are developed and established with our clients starting at project initiation. Our project schedule is developed to illustrate major milestones for the project as well as individual tasks that need to be completed to progress a project to the next phases of completion, We regularly update and submit the schedule to the client as well as inform our team of consultants of the timelines for the completion of specific tasks, Formal workshops are set up with the client to formally present and discuss the course of the project schedule. Any potential delay would be clearly communicated to our clients from project initiation, and discussed formally at the workshops if unforeseen during the course of the project. We would not divert any project mid -course without strict consent from our clients. We conscientiously place a hold on potential new projects for a later date until we assess that there is enough personnel and resources available on the team to support current projects at an optimum level. Should there be a case where a project has the option to be delayed or diverted mid -course for a number of unforeseen reasons, we would communicate the issues and seek consent and input from our clients prior to any alterations to the schedule or course of the project. [w City of La Quinta- CorporgteGy�d Master Plan www,gparchltecis,org 1 Pagg 1 Gillis + Ponichppan Ncnnec�s, In<. Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design ID Task Name Duration Start Finish 2020 Jul'19 Au '19 Se '19 Oct'19 Nov'19 Dec19 an'20 Feb'20 Mar'20 A r'20 Ma '20 Jun'20 Jul'20 Au '20 Se '20 Od'20 Nov'20 Dec'02 J221 Feb'21 Mar'21 A r'21 Ma '21 Jun'21Jun'19 1 0 ® 0 0 0 0 E3 pq 0 0 0 0 0 ® NTP Phase I - Needs Assessment & Conceptual Design Stage 1: Survey and Needs Assessment Workshop 01 Submit Supplemental Revisions and Updates to 2008 Master Plan City Review and Comment Workshop 02 Make Adjustment to City's Comment Stage 2: Space Planning and Space Adjacency Diagrams Block and adjacency Diagram Development and SoPC Workshop 03 Workshop 04 Submit Final Report City Review and Comment Stage 3: Conceptual Design and Preliminary Master Planning Workshop 05 Architectural Conceptual Master Planning Conceptual Floor Plan of Building and Storage Develop SoPC (Statement of Probable Costs) Workshop 06 Submit Package for City and Planning Commision Review City and Planning Commision Review Workshop 07 0 days 100 days 20 days 0 days 0 days 5 days 0 days 5 days 35 days 25 days 0 days 0 days 0 days 10 days 40 days 0 days 25 days 15 days 15 days 0 days 0 days 15 days 0 days Mon 6/17/19 Mon 6/17/19 Mon 6/17119 Fri 1111119 Mon 6117/19 Fri 7/12119 Mon 7/1/19 Mon 7/1/19 Mon 7/8/19 Mon 7/8/19 Mon 7/8/19 Fri 7/12/19 Mon 7/15/19 Mon 7/15/19 Mon 7/15/19 Fri 7/19/19 Mon 7/22/19 Fri 9/6/19 Mon 7/22119 Fri 8/23/19 Mon 7/29/19 Mon 7/29/19 Mon 8/12119 Mon 8/12119 Fri 8/23/19 Fri 8/23/19 Fri 8/23119 Thu 9/5/19 Mon 9/9/19 Fri 11/1/19 Mon 9/9/19 Mon 9/9/19 Mon 9/9/19 Fri 10/11/19 Mon 9/9/19 Fri 9/27/19 Mon 9/23/19 Fri 10/11/19 Mon 9/23/19 Mon 9/23/19 Mon 10/14/19 Mon 10/14/19 Mon 10/14/19 Fri 11/1/19 Fri 11/1/19 Fri 11/1/19 * 6117 op 7/1 ♦ 718 �♦ *;i7/16 pp 7129 pp 8112 ♦ 8/2 919 9/23 10114 1111 11118 1IM11 1219 1/6 1/6 - 1/20 c 2110 0 ♦ 2128 pp 3116 of 4113 pp 5111 y5122 ♦ 6125 �. �6/11 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 Phase II - Public Works Yard Improvement & Admin. Bldg. 420 days Mon 1114119 Fri 6111121 Task 1. Schematic Design 55 days Mon 1114/19 Fri 1117120 Make Adjustment to City's Comment 5 days Mon 11/4/19 Fri 11/8119 Develop Schematic Design Package 40 days Mon 11/11/19 Fri 1/3/20 0 Workshop 08 0 days Mon 11/18/19 Mon 11/18/19 0 Develop SoPC (Statement of Probable Costs) 15 days Mon 12/9/19 Fri 12/27/19 0 Workshop 09 0 days Mon 12/9/19 Mon 1219/19 28 29 30 31 32 33 34 0 Workshop 10 0 days Mon 1/6/20 Mon 1/6/20 0 Submit Schematic Design Package to City 0 days Mon 1/6/20 Mon 1/6120 City Review and Comment 10 days Mon 1/6/20 Fri 1/17/20 Task 2: Design Development 50 days Mon 116/20 Fri 3113120 Develop Design Development Package 40 days Mon 1/6120 Fri 2/28/20 0 Workshop 11 0 days Mon_1/20/20 Mon 1/20/20 0 Workshop 12 0 days Mon 2/10/20 Mon 2/10/20 0 Develop SoPC (Statement of Probable Costs) 15 days Mon 2/10/20 Fri 2/28/20 Submit Design Development Package to City 0 days Fri 2128/20 Fri 2/28/20 City Review and Comment 11 days Fri 2128120 Fri 3/13/20 Task 3: Construction Documents and Plan Review 84 days Mon 3116120 Thu 719/20 Develop Construction Document 60 days Mon 3/16/20 Fri 6/5/20 ER Workshop 13 0 days Mon 3116/20 Mon 3/16/20 0 Workshop 14 0 days Mon 4/13/20 Mon 4/13/20 0 Workshop 15 0 days Mon 5/11/20 Mon 5/11/20 0 Develop SoPC (Statement of Probable Costs) 15 days Mon 5/4/20 Fri 5/22120 0 Submit 90% CD Package to Building Department 0 days Fri 5122/20 Fri 5/22120 Building Department Review and Comment 15 days Fri 5/22/20 Thu 6/11/20 Finalize Construction Document Package 10 days Fri 6/12120 Thu 6/25/20 ® Submit 100% CD Package to Building Department 0 days Thu 6/25/20 Thu 6/25/20 Building Department Review and Comment 10 days Fri 6/26/20 Thu 7/9/20 Task 4:Bidding and Construction Administration 241 days Fri 7/10/20 Fri 6/11/21 Bidding Phase 40 days Fri 7/16120 Thu 9/3/20 Construction Phase 190 days Fri 9/4120 Thu 5/27/21 ® Project Close-out & Punchlist 25 days Mon 5/10/21 Fri 6/11/21 Project Completetion 0 days Fri 6/11/21 Fri 6/11/21 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 Project: 2019-0429 Project Schedule Date: Mon4/29/19 Task Progress Split . , , , , , , . , , , Milestone ♦ Summary -1 External Tasks Project Summary 7� External Milestone Deadline b • H H H City of La Quinta- Yfate Yard Master Plan ruyc cc APPENDIX Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design FORMS/ATTACHMENTS • Signed Non -Collusion Affidavit • Insurance Acknowledgement SUB -CONSULTANT: SCOPE OF WORK • Dale Christian Structural Engineers (Structural) • Gannet Fleming (MEP) • Converse Consultants (Geotechnical) • Civil Works Engineers (Civil) • Kobzeff and Associates (Landscape) www.gparchitects.org City of La Quinta- Corporgigd Master Plan 11 // Page 23 LN!on auilt� Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design c4W CALIFOItN3A ATTACHMENT 4 NON -COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal I, Jack Panicha (name) hereby declare as follows: I am Principal/CEO of Gillis & Panichapan Architects, Inc. (Title) (Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that tall statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature: 614�_ Proposer Name: Jack Panichapan Proposer Title: Principal/CEO Company Name: Gillis & Panichapan Architects, Inc. Address: 2900 Bristol Street, Suite G-205, Costa Mesa, CA 92626 www.gparchitects.org City of La Quinta- CorporgtGoYgrd Master Plan 1 8 Page 24 Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design GILL&PA-01 MCGRAI DATE (MM/DDIYYYY) CERTIFICATE OF LIABILITY INSURANCE F02/14/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER License # OE67768 CONTACT Erica Wilson NAME: IOA Insurance Services PHONE FAX 4370 La Jolla Village Drive (AIC, No, Ext): (858) 754-0063 50233 (Alc, No):(619) 574-6288 Suite 600 AIL ADDRESS: Erica.Wilson@ioausa.com San Diego, CA 92122„ems INSURED Gillis & Panichapan Architects, Incorporated 2900 Bristol St. Suite G205 Costa Mesa, CA 92626 A:RLI Insurance C B: AXIS Insurance COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: 13056 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR POLICY NUMBER POLICY EFF MM/DD POLICY EXP M/DD LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 CLAIMS -MADE X OCCUR X PSB0001119 07/24/2018 07/24/2019 DAMAGE REMISES TO Ea ocRENTcuEDrrence P $ 1,000,000 X MED EXP (Any oneperson) $ 10,000 Cont Liab/Sev of Int PERSONAL & ADV INJURY $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 POLICY JECT LOC PRODUCTS - COMP/OP AGG $ 4,000,000 Deductible $ 0 OTHER: A AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident 1,000,000 $ BODILY INJURY Perperson) $ X ANY AUTO PSA0001116 06/01/2018 06/01/2019 OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident $ DAMAGE PROPER DAMAGE $ X NON-OWNED AUTOS ONLYHxONEDY Comp.: $1,000 Coll.: $1,000 A UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 3,000,000 AGGREGATE $ 3,000,000 X EXCESS LIAB CLAIMS -MADE PSE0001038 07/24/2018 07/24/2019 DED I X RETENTION $ 0 A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y OFFICERIMEMBER EXCLUDEDANY ? ECUTIVE ❑ (Mandatory in NH) N / A X PSW0001177 09/01/2018 09/01/2019 X IS TE ER E.L. EACH ACCIDENT 1,000,000 $ E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT 1,000,000 $ B Prof Liab/Clms Made AEA002985012017 11/08/2017 11/08/2019 Per Claim 2,000,000 B Ded.: $5k Per Claim AEA002985012017 11/08/2017 11/08/2019 Aggregate 2,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Re: All Operations Inland Empire Utilities Agency, A Municipal Water District, its officers, officials, employees and volunteers are Additional Insureds with respect to General Liability per the attached endorsement as required by written contract. Insurance is Primary and Non -Contributory. Waiver of Subrogation applies to Workers' Compensation. 30 Days Notice of Cancellation with 10 Days Notice for Non -Payment of Premium in accordance with the policy provisions. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Inland Empire Utilities Agency, A Municipal Water District _T_ I l r 6075 Kimball Ave. d�BN Chino CA 91708 ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD City of La Quinta- CorporgTeYgrd Master Plan G www.gparchitects.org 1 cc��. Page 25 Gillis + —1chpppn acnnecls, Inc. 0 0 o Uo oo- o MrM Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design DCSE ASSOCIATES, INC. STRUCTURAL ENGINEERS Dale A. Christian, S.E., C.E.O. Roberto Ortiz, S.E., C.O.O. Winnie Sullivan, C.F.O. Richard Suzuki, S.E., Sr. V.P. Todd Brown, S.E., Sr. V.P. PROPOSAL FOR PROFESSIONAL SERVICES Date: April 23, 2019 Client: GPA, Inc. 2900 Bristol Street Suite G-205 Costa Mesa, CA 92626 Attn: Mr. Vic Nguyen DCSE Project Name: Corporate Yard Building RFP La Quinta, CA DCSE JOB Number: 2019-051 Phone: (714) 668-4260 Fax: (714) 668-4265 Email: vnguyen@gparchitects.org Scope of Work: Provide Professional Consulting Structural Engineering Services including consultation, structural calculations and structural drawings regarding a one- story support Office Building (Maintenance, Crew Quarters, Secondary Emergency Operation Center and Ambulance Services). Modification of one existing canopy structure. Fee includes (1) pre -design site visit. Requested by: Yourself Structural Engineering Fee: $1,500.00 S.D. + $1,500.00 D.D. + $21,000.00 C.D. + $3,800.00 C.A. (20.0 hours max.) + (4) site visits ($1,200/visit as needed) = $32,600.00 CONDITIONS/COMMENTS: This proposal is for your budgetary purposes and, when signed below, may be used for authorization to begin work. A formal contract may follow at time project actively begins for your signature. AUTHORIZATION: The professional services proposed herein for the above referenced project are hereby authorized for payment of stated fees subject to completion and conditions noted. All provisions and conditions noted in our standard contract for Structural Engineering Services shall be in force including limitation of liability provision. Please Liability Provision page. Accepted by: Company Date Please sign and return by EMAIL to wsullivan(a,dalechristian.com, and original copy via US mail. Thank you. Dale A. Christian, S.E. 2705, President, CEO City of La Quinta- Corporgfydd Master Plan www.gparchitects.org 1 /(� Page 26 acnnear, mc. 0 0 l o o- o M& Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Gannett Fleming Excellence Delivered As Promised April 25, 2019 Jack Panichapan/ Viet Nguyen Gillis + Panichapan Architects, Inc. 2900 Bristol St., Suite G-205 Costa Mesa, CA 92626 714.668.4265 jack@gparchitects.org Project: La Quinta corporate yard — Space planning and design Dear Jack/Vic: Thank you for the opportunity to submit the following fee proposal for mechanical and electrical engineering associated with the scope. Our understanding of scope is outlined below: Scope Understanding 1. This proposal is based on Phase 2 of RFP from City of La Quinta, Project number 2018- 05. 2. Project scope includes following items. a. Vehicle washing station (Large trucks bays). b. Maintenance and office building (Storage and office occupancies). c. Outdoor sitting area (BBQ, Patio, open training areas). d. Shop area (Wood work, welding, fabrication). 3. Vehicle washing area — Single bay drive thru configuration with mid bay drain, oil interceptor, power, water, water treatment and required ventilation. 4. Maintenance and office — Approximately 5,400 SF with offices, conference room, restrooms, lockers, IT closet and storage areas. 5. Outdoor sitting area — Gas fired BBQ grille, water fountain, covered patio, power, lighting and vending machines. 6. Shop area — Wood shop, welding shop, fabrication shop and storage. Building will be required dust collector, fume exhaust for welding area, air filtration, CO monitoring and control, unit heaters and general ventilation. Paint shop will be pre-engineered module. 7. Project will require a new electrical service for above areas and will required a backup generator for site. 8. New gas service, if required, will be by others. 9. Project will be required to be designed for high efficiency and equivalency to LEED. No LEED certification is required. 10. Project deliverable including following: a. SD — Schematic Design and calculations b. DID — Design development and calculations. c. CD — Construction documents, specifications and calculations. 11. We are including following design engineering scope as part of our proposal IV City of La Quinta- Corporgi�Ygrd Master Plan www.gparchiTects.org 1 11 Pa e 27 cons + vanicnoaa� aonnec�:, m<. g Sub -Consultant: Scope of Work a. New electrical service coordination with utility. b. Power and lighting design for the buildings. c. Power and lighting design for outdoor spaces including truck wash. d. Power design for car chargers in parking areas. e. Waste/water/vent/natural gas design for the buildings and outdoor spaces (excluding storm drain). f. Ventilation and air conditioning design for the buildings and other spaces as applicable. g. Dust collection system design, CO monitoring and ventilation design and fume extraction system design for wielding shop. h. Back up generator and ATS design for the project. i. Water treatment, oil interceptor and drainage design for truck wash. Scope of work 1. Preliminary calculations for equipment and service sizing and schematic design engineering including rough cost estimate for SD deliverable. 2. Title 24 calculations and photometric calculations. 3. Development of engineering drawings for HVAC, Power, Lighting, Plumbing and Security including revised cost estimate for DD submission and review. 4. Development of construction documents and specifications for submission to plan check, final cost estimate and coordination. 5. Construction administration including answering RFls and review of submittals. 6. Four (4) meetings with client before plan check submission and two (2) meetings during construction are included. 7. Any printing, mileage, meals or reimbursable cost is not included. Thank you for the opportunity to submit this proposal. We look forward to working with you. Please call if you have any questions. Sincerely, Gannett Fleming, Inc. Hiten Sheth, PE, LEED AP, Manager, West Mechanical lei cons + vanicnoaan acnnecm, m<. www.gparchitects.org City of La Quinta- Corporgt�y1d Master Plan 11 Page 28 Sub -Consultant: Scope of Work 45 Converse Consultants Geotechnical Engineering, Environmental & Groundwater Science, Inspection & Testing Services April 24, 2019 Mr. Viet Nguyen, AIA LEED AP Project Manager Gillis + Panichapan Architects, Inc. 2900 Bristol Street, Suite G-205 Costa Mesa, CA 92626 Subject: PROPOSAL TO PREPARE A GEOTECHNICAL INVESTIGATION REPORT La Quinta Corporate Yard Maintenance Office and Crew Quarters 78106 Frances Hack Lane City of La Quinta, Riverside County, California Converse Project No. 19-81-159-00 (01) Dear Mr. Nguyen: Converse Consultants (Converse) appreciates the opportunity to provide this proposal outlining our scope of work and fee estimate to prepare a geotechnical investigation report for the design of the La Quinta Corporate Yard Maintenance Office and Crew Quarters, located at 78106 Frances Hack Lane in the City of LaQuinta, Riverside County, California. This proposal is based on the following. ■ Review of the Request for Proposals, Project No. 2018-05 LQ Corporate Space Planning and Design, issued by the City of La Quinta. ■ Information provided by your office via email on April 16, 2019. PROJECT DESCRIPTION The City's corporate yard is located at 78016 Frances Hack Lane in La Quinta, California. The corporate yard accommodated various citywide services. The existing corporate yard shares a 10-acre site with a park and fire station. The City intends to construct a new corporate yard building to house its maintenance office, crew quarters, secondary emergency operation centers, and if feasible, ambulance services. The project may also include 8 additional pickle ball courts to be added to the existing amenities. Any additional park amenities will require additional parking capacity. It is assumed that the buildings will be one-story tall and will be constructed of masonry block wall or wood frame. It will be founded on shallow isolated and/or continuous footings. Nominal site grading will be required to reach the design grade. 2021 Rancho Drive, Suite 1, Redlands CA 92373 Telephone: (909) 796-0544 ♦ Facsimile: (909) 796-7675 ♦ www.converseconsultants.com City of La Quinta- Corporgt�ygrd Master Plan www.gparchitects.org 1 Page 29 Sub -Consultant: Scope of Work Proposal To Prepare A Geotechnical Investigation Report La Quinta Corporate Yard Maintenance Office and Crew Quarters 78106 Frances Hack Lane City of La Quinta, Riverside County, California April 24, 2019 Page 2 SCOPE OF WORK Our scope of work will include the following tasks. Task I: Existing Document Review We will review existing documents related to local geology, faulting and seismicity, depth to groundwater and pertinent existing geotechnical report(s), if available. Task II: Protect Set-up As part of the project set-up, staff personnel from our office will conduct the following. ■ Obtain a no -fee permit from the City of La Quinta. ■ A field reconnaissance to verify site access and mark the boring locations. ■ Notify Dig Alert at least 48 hours prior to drilling to clear the boring locations of any conflict with existing underground utilities. Task III: Field Investigation Our field investigation will consist of drilling exploratory borings within the site. The purpose of the borings will be to: ■ Measure existing asphalt concrete and aggregate base thickness (if any). ■ Obtain undisturbed and bulk samples of the various soil types for laboratory testing. Our field exploration plan is presented in the table below. Maintenance office/crew quarters, shops and storage 5/15' Fire station building 1/50';1/15' Parking and other areas 2/10'; 4/5' 13/1809 Soils will be continuously logged and classified by the geologist/engineer in the field by visual examination in accordance with the Unified Soil Classification System. Relatively undisturbed representative ring samples will be collected. The relatively undisturbed rings samples will be obtained using a Modified California Sampler (2.4 inches inside diameter and 3.0 inches outside diameter) lined with thin -walled sample rings. The sampler will be driven into the bottom of the borehole with successive drops of a 140-pound hammer falling 30 inches. The number of successive drops of the driving weight ("blows") required for one foot of penetration will be shown on the boring summary sheet in the "blow/6-inch" column. The soil will be retained in brass rings (2.4 inches in diameter and one inch in height). The central portion of the sample will be retained and carefully sealed in waterproof plastic containers for shipment to the laboratory. Bulk samples of representative soil types will be collected in plastic bags. Groundwater levels, where encountered in the borings, will be recorded. 6RI Converse Consultants iW M:\JOBFILE\2019\81\19-81-159 GPA, La Quinta Corporate Yard\Proposal\19-81-159_pro(01) WCity of La Quinta- CorporT Y4d Master Plan cons + vanicnoaa, m<. ® www.gparchitects.org 1 Page 30 aonnec�s, �S_ub�C_onsulltanito: S_co�_ef Work Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Proposal To Prepare A Geotechnical Investigation Report La Quinta Corporate Yard Maintenance Office and Crew Quarters 78106 Frances Hack Lane City of La Quinta, Riverside County, California April 24, 2019 Page 3 Standard Penetration Tests (SPT) will be performed in the 50-foot deep borings. The borings will be backfilled with soil cuttings and where asphalt concrete is penetrated the surface will patched with cold mix asphalt concrete. Since it is not possible to adequately compact the soil inside the borings, there is a possibility that the surface may settle over time. If construction is delayed, we recommend the owner monitor the boring site and backfill any settlement or depression that might occur or provide some protection around the area of the boring locations to prevent trip and fall injuries from occurring near the area of any potential settlement. Task IV: Laboratory Testing Soil samples obtained in the subsurface geotechnical laboratory. Geotechnical testing following. ■ In -place moisture and density. ■ Collapse. ■ Expansion index. ■ R-value. ■ Soil corrosivity. ■ Sieve analysis. ■ Laboratory maximum density. ■ Direct Shear exploration will be transported to our may include, but not be limited to, the Task V: Engineering Analysis and Report Preparation Data obtained from the field investigation and laboratory tests will be evaluated. Engineering analyses will be performed to present design and construction recommendations. The report will include the following items. ■ Site description. ■ Project description. ■ A description of the field procedures used in the investigation. ■ A discussion of the materials encountered within the borings and their engineering properties. ■ A plan indicating the location of the borings. ■ Laboratory tests results including soil corrosivity. ■ Table listing location and existing pavement thicknesses (if encountered) ■ Local and regional geology of the area. ■ List of active faults within 100 Kilometer of the site. ■ Seismic coefficient based on CBC 2016. ■ New flexible pavement structural section based on the traffic index provided by the City of La Quinta. ■ Preparation of street subgrade recommendations. ■ Site grading recommendations ■ Allowable soils bearing pressure for shallow foundation design. ■ Lateral earth pressures. Converse Consultants W M:\JOBFILE\2019\81\19-81-159 GPA, La Quinta Corporate Yard\Proposal\19-81-159_pro(01) WCity of La Quinta- CorporT y§d Master Plan Gillis + sbnlchppan wcnnecls www.gparchitects.org 1 Page 31 , In<. 0 0 o Uo oo- o o f Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Proposal To Prepare A Geotechnical Investigation Report La Quinta Corporate Yard Maintenance Office and Crew Quarters 78106 Frances Hack Lane City of La Quinta, Riverside County, California April 24, 2019 Page 4 ■ Foundation subgrade preparation recommendations. ■ Import soils quality requirements. ■ Compaction requirements. PROJECT SCHEDULE/DELIVERABLES Site exploration can begin within 5 days following the receipt of your written notification to proceed, weather and site conditions permitting. About 2 days will be required to perform the exploratory fieldwork. Four copies of the final report will be submitted within 4 weeks after completion of the fieldwork. PROFESSIONAL FEES Our consulting services will be provided in accordance with the attached fee schedule. The cost breakdown is presented in the table below. Task No I: Existing Document Review Task No II: Project Set-up Task No III: Field Investigation Task No IV: Laboratory Testing Task No V: Engineering Analysis and Report Preparation Drill Rig Rent $470.00 $565.00 $1,540.00 $3,435.00 $4,505.00 $6,800.00 $17,315.00 The cost is based on the following assumptions. ■ No -fee permit will be provided by the City of La Quinta. ■ Traffic control (if required) will include signs and cones. No flagman will be required. ■ Level D protection will be required during drilling. CLOSURE We will carry insurance as required by our contract. Our findings and recommendations will be prepared in accordance with generally accepted professional engineering and engineering geological principles and practice in this area of Southern California. Unless we hear differently, we will assume that these conditions are acceptable to you. This proposal will expire 60 days from its issuance, if not accepted within that time. Our billing rates are reviewed at the beginning of each year and are subject to adjustment. Converse Consultants W M:\JOBFILE\2019\81\19-81-159 GPA, La Quinta Corporate Yard\Proposal\19-81-159_pro(01) WCity of La Quinta- Corporgt 6d Master Plan Gillis + sbnlchppan wcnnecls www.gparchitects.org 1 ((�� Page 32 , In<. �S_ub�C_onsul,tan�t: S_c_i a1:of Work Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Proposal To Prepare A Geotechnical Investigation Report La Quinta Corporate Yard Maintenance Office and Crew Quarters 78106 Frances Hack Lane City of La Quinta, Riverside County, California April 24, 2019 Page 5 It is understood by both contracting parties that the driller's work is only subject to prevailing wage as defined in Labor Code Sections 1770-1780. Please do not hesitate to contact the undersigned at 909-796-0544 if you have any questions or wish to discuss this proposal in greater detail. The opportunity to be part of your team for this project is appreciated. CONVERSE CONSULTANTS Hashmi S. E. Quazi, PhD, PE, GE Principal/Regional Engineer Dist.: 1/Addressee (via email) End: Schedule of Fees and General Conditions HSQ/kvg 6RI Converse Consultants iW M:\JOBFILE\2019\81\19-81-159 GPA, La Quinta Corporate Yard\Proposal\19-81-159_pro(01) WCity of La Quinta- CorporT y�d Master Plan cons + vanicnoaa, m<. ® www.gparchitects.org 1 Page 33 aonnec�s, Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design CIVIL WORKS E N G I N E E R S April 24, 2019 Viet Nguyen Gillis + Panichapan Architects 2900 Bristol Street, Suite G-205 Costa Mesa, CA 92626 Subject: City of La Quinta Corporate Yard Dear Vic: Thank you for the opportunity to present a proposal for civil engineering services related to the proposed City of La Quinta Corporate Yard. The following details our project understanding, scope and fee. Proiect Understandin The City of La Quinta developed a Corporate Yard Master Plan in 2008 for the 10-acre site at 78106 Francis Hack Lane. Phase 1 improvements completed in 2009 included a new fire station along with a covered parking area. The City now intends to complete the Master Plan by constructing a new corporate yard building and maintenance yard. The building will house its Maintenance Office, Crew Quarters, Secondary Emergency Operations Center, and if feasible ambulance services. All related exterior enclosed storage facilities in the yard will need to be modified to best fit the current need. The community is also requesting eight additional pickle ball courts, with additional parking, be added at a location to be determined, to the existing amenities within the 10-acre site, which encompasses Fritz Burns Park. The project proposes updates to the existing Master Plan done in two phases. Phase I requested services include: • Update the Corporate Yard Master Plan will include considering the feasibility of additional pickle ball courts within the 10-acre site. • Perform the "Planning and Programming Step" for Maintenance Facility for civil concerns • Present findings and/or recommendations to Planning Commission and City Council Phase II requested services include architectural and engineering design including: • Schematic Design • Design Development • Preparation of plans, specifications, estimates and bid documents (PS&E) • Meetings as needed with Project Development Team, City Planning Commission and Council • Construction Support Services 3151 Airway Avenue, Suite T-1 Costa Mesa . CA . 92626 T 714.966.9060 . F 714.966.9085 www.civilworksengineers.com City of La Quinta- CorporT Y§d Master Plan cons + vanicnoaa� aonnec�s, ® www.gparchiTects.org 1 Page 34 m<. 0 0�o N @@o o- o M& Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design The maintenance yard will incorporate a vehicle maintenance bay, truck wash with reclamation system and sump pits, CNG fueling station with tank, and hazmat storage. The 2.8-acre corporate yard site slopes in a northeasterly direction at approximately 0.7% slope. An existing catch basin on the eastern curb of Desert Club Drive between the new fire station and parking area appears to drain the existing yard. The project is located in the Colorado River Hydrologic Region, Whitewater Hydrologic Unit, Coachella Hydrologic Area, Indio Sub -Area. Drainage from the site flows towards the receiving waters of Coachella Valley Storm Water Channel, with a TMDL for indicator bacteria, which outlets into the Salton Sea. Coachella Valley Channel is on 2014-2016 303(d) list with TMDL required for the channel for DDT Dieldrin, total ammonia, PCBs, toxaphene, and toxicity. Salton Sea is listed for arsenic chloride, chlopyrifos, DDT, enterococcus, low dissolved oxygen, total ammonia, nutrients, salinity and toxicity. The project will require a Water Quality Management Plan (WQMP) and a Storm Water Pollution Prevention Plan (SWPPP). It is our understanding that Gillis + Panichapan (GPA) will contract separately for the structural design, geotechnical investigation, and design of dry utilities. Scope of Work Civil Works Engineers (CWE) will partner with the team headed by Gillis + Panichapan and complete the design of site civil portions of the project. These items are described below. Civil Works will coordinate with the team to obtain the necessary information to complete the design. CWE will provide the plans, specifications and estimates for the civil engineering related development of the site. This will include layout and striping for the parking lot; erosion control plans, site and parking lot grading and drainage plans, water and sewer plans, a drainage report, Water Quality Management Plan (WQMP) and Stormwater Pollution Prevention Plan (SWPPP). We have excluded design and handling related to soil contamination, landscape and irrigation, dry utilities, street improvement design and structural design work. Phase I — Schematic Design • Review site master plan for engineering constraints • Obtain and review available reports, maps, design survey and utility information • Site visit to review project basemap, existing improvements and constraints • Preliminary utility research • Prepare basemap with survey and control information provided by the City • Preliminary layout, with parking, ADA, site grading and drainage • Research truck wash, fueling, oil/water separator, hazmat storage for civil requirements • Research drainage, stormwater, WQMP requirements • Determine FEMA flood zone, to set pad above 100-year floodway • Coordinate with City of La Quinta • Attend Project Development Team Meetings (2) • Finalize preliminary site plan • Coordinate with project team regarding site layout and civil site constraints Phase 2A — Design Development • Prepare Design Development Plans for City Planning Dept. Submittal Package o Site Demolition City of La Quinta- CorporT Y§d Master Plan ® www.gparchitects.org 1 cc�� Page e 35 cons + vanicnoaaaonnecs, m<. Sub -Consultant: Scope of Work La Quinta Corporate Yard GPA o Site Layout with Parking o Preliminary Grading o Preliminary Drainage o Preliminary Utilities o Preliminary Erosion Control • Prepare Draft WQMP Report, including structural BMPs for on -site required retention • Prepare Draft Drainage Report • Coordination of size and location of wet utilities with City • Respond to City Planning/Engineering development review • Prepare civil preliminary construction quantity and cost estimate • Attend Project Development Team Meetings (2) • Coordination with City and project team Phase 2B — Construction Documents • Revise and update previously prepared design development plans • Plan set is expected to include: o Site Demolition (1 sheet) o Precise Grading Plan (3 sheets) o Drainage Plan and Profile (2 sheets) o Grading and Drainage Details (2 sheets) o Parking Signing and Striping Plan (3 sheets) o Wet Utility Plan — sewer and water, without profiles (1 sheet) o Erosion Control Plan (1 sheet) • Final Drainage Report • Final WQMP • Prepare SWPPP • Construction Cost Estimate • Civil Specifications (Std. Specs for Public Works - Green Book) • Four Submittal Packages (35%, 75%, 90%, 100%) • Respond to comments (3 cycles) • Attend Project Team Meetings (2) • Coordinate with City and project team Phase 2C — Construction Support • Attend Pre -Construction meeting • Review change orders and cost estimates • Respond to RFls • Review and approve submittals and shop drawings • Prepare As -Built Plans City of La Quinta- Corporf gdd Master Plan ® www.gparchitects.org 1 ((�� Page e 36 aonnecs, m<. 0 0�o N @@o o- o M& Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design La Quinta Corporate Yard GPA Note: Our Phase 2 excludes any extra costs associated with separate plans for Pickle Ball Courts and associated parking within the 6-acre park site, since the location, details and size for both courts and parking are unknown at this time. Exclusions The following items are not included in our scope of work: • Topo, survey, potholing (provided by City of La Quinta) • Geotechnical investigation report, including infiltration • Boundary Survey/Record of Survey • Environmental documentation • Street improvement plans for Francis Hack Lane • Dry utilities, mechanical, electrical, plumbing • Sewer and water line sizing, water system calculations • Oil/water separator, sump pump, fueling station design • Hazardous Waste Assessment • Structural design and calculations • Landscape, irrigation, electrical design and calculations • Plan check fees • Processing of plans, obtaining permits through City, and other agencies If you have any questions please call. We look forward to working with you again. Sincerely, Marie Marston, P.E. President 4 of 4 City of La Quinta- Corporgte�Ygrd Master Plan ® www.gparchitects.org 1 11 Page e 37 aonnecs, m<. IL Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Kobzeff & Associates LANDSCAPE ARCHITECTURE 22792 CENTER DRIVE, SUITE 107 LAKE FOREST, CALIFORNIA 92630 (949) 916-9470 April 22, 2019 Ms. Miranda Luce Gillis + Panichapan Architects, Inc. 2900 Bristol Street, Suite G-205 Costa Mesa, CA 92626 Subject: Proposal for Landscape Architectural Services Project: Project No. 2018-05, LQ Corporate Yard Space Planning and Design La Quinta, California Dear Miranda: We are pleased to submit the following landscape development proposal for your consideration. It is our understanding that the project site consists of landscape design and construction documentation. Bidding and Site Visit fees are included if you should need them. 1.0 INTENT OF WORK: 1.1 It is our understanding that our scope of work consists of general landscape design for desert type landscapes 1.2 We estimate approximately 3 basesheets at 20 scale. 1.3 We are assuming the following: • Our plans will be a part of your package • Our technical specifications will be in booklet format • Our specifications will be in standard CSI format • All hardscape design other that mowstrips or other elements that support landscaping will be performed by others • All site furniture will be selected by others 1.4 Services specifically not included within this scope of work include the following: • Site precise grading and drainage • All civil and/or structural engineering fees • All processing of plans and/or pick-up or delivery of plans • Measuring or locating of existing site features • Denoting of how water and electrical are being brought to the irrigation points of connection as shown on the irrigation plans. This work shall be performed by others. • Project manual and all divisions other than landscape technical specifications shall be by others. • Landscape Lighting • Signage • Site Visits and/or Construction Observation Services City of La Quinta- Corporgte�Ygrd Master Plan www.gparchitects.org 1 Page 38 0 0( l o N@@o o— o o Project No. 2018-05 La Quinta Corporate Yard Space Planning & Design Ms. Miranda Luce April 22, 2019 La Quinta Project 2018-05, Corporate Yard Page 2 1.5 We estimate the time for Design Development documents to be approximately two (2) weeks, and the time for Construction Documents to be approximately four (4) weeks, pending any scheduling conflicts or delays by others. 2.0 SCOPE OF SERVICES: Our scope of our work will include the following services: 2.1 Establish procedures, liaison and work schedules 2.2 Collect and review all on- and off -site applicable data, planning and design criteria, as supplied by the Client. 2.3 Establish dialogue to ascertain client expectations. 2.4 After reviewing an approved engineer or architect's site plan, we will proceed on the following phases of work: • Conceptual Development Phase • Design Development Phase • Construction Documentation Phase • Project Bidding Phase • Construction Observation Phase 3.0 CONCEPTUAL DEVELOPMENT PHASE This phase consists of developing design concepts. The plans representing this phase are denoted as "Conceptual Landscape Plans", and will illustrate the following: 3.1 Planting concepts 3.2 Irrigation concepts 3.3 Opinion of probable construction costs 4.0 DESIGN DEVELOPMENT PHASE This phase consists of refining design concepts and elements. The plans representing this phase are denoted as "Preliminary Plans", and will illustrate the following: 4.1 Hardscape concepts 4.2 Planting concepts 4.3 Irrigation concepts 4.4 Opinion of probable construction costs 4.5 One (1) meeting Although the Preliminary Plan may be used to bid from, it does not have the detail to properly control the actual construction of the plan and/or details. Should the client decide to build the City of La Quinta- Corporgto Yard Master Plan www.gparchitects.org 1 3 Page 39 Sub -Consultant: Scope of Work Ms. Miranda Luce April 22, 2019 La Quinta Project 2018-05, Corporate Yard Page 3 project from the Preliminary Plans and Details, he bears all responsibility for construction and by signing this proposal agrees to hold the Landscape Architect harmless for any and all construction defects, errors, or omissions. The Contractor shall bear full responsibility for his own work. 5.0 CONSTRUCTION DOCUMENTATION PHASE Following approval of the Design Development documents, we will proceed with the Construction Documentation Phase. This phase consists of preparing documents for bidding and/or construction and includes the following: 5.1 Irrigation Plan and Details 5.2 State AB 1881, Municipal or County Water Conservation Packages as required 5.3 Planting Plan and Details 5.4 Landscape Technical Specifications only 5.5 Opinion of probable construction costs 5.6 In-house plan check 5.7 We will provide the client with approved plans. Kobzeff & Associates will amend plans at no additional cost to the Client should Revisions be necessary to bring the plans into conformance of previously established guidelines, provided Kobzeff & Associates has obtained these guidelines at the outset of each phase from the Client. Once work has begun, any revisions to the plans due to changes, additions or deletions by other parties shall constitute additional services, and be invoiced accordingly. 6.0 BIDDING ADMINISTRATION PHASE Upon acceptance of the Construction Documentation Phase by the Client, we will proceed with the Bidding Administration Phase. This phase will include the following: 6.1 Assist during the bidding process 6.2 Provide necessary prints to all parties at the Client's request. The cost of all printing shall be the Client's responsibility. 6.3 Answer all contractor questions, administer any addenda, clarifications, or submittal reviews necessary to bid plans. 7.0 CONSTRUCTION OBSERVATION PHASE The Construction Observation Phase consists of site visits and written "Item -Action" reports which document the field condition observed during the visit. These visits shall be performed at the Client's discretion. Refer to "Construction Observation" section below for additional information. The following represent recommended minimum observations for this project. 7.1 Major plant layout prior to planting 7.2 Irrigation coverage test prior to planting 7.3 Construction punch -list visit prior to start of Contractor's Maintenance Phase 7.4 Maintenance punch -list visit prior to final turnover to Owner City of La Quinta- Corporgte�Ygrd Master Plan www.gparchitects.org 1 Page e 40 cons + vanicnoaa� aonnec:, m<. ATTACHMENT 2 AGREEMENT FOR CONTRACT SERVICES 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 Gillis & Panichapan, Architects, Inc. ("Contracting Party"). The parties hereto agree as follows: 1. SERVICES OF CONTRACTING PARTY. 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to Corporate Yard Space Planning and Design, Project No. 2018-05 as specified in the "Scope of Services" attached hereto as "Exhibit A" and incorporated herein by this reference (the "Services"). Contracting Party represents and warrants that Contracting Party is a provider of first-class work and/or services and Contracting Party is experienced in performing the Services contemplated herein and, in light of such status and experience, Contracting Party covenants that it shall follow industry standards in performing the Services required hereunder, and that all materials, if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase "industry standards" shall mean those standards of practice recognized by one or more first-class firms performing similar services under similar circumstances. 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 and any Federal, State, or local governmental agency of competent jurisdiction. 1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable Federal, State, and local wage and hour laws. 1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified herein, Contracting Party 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, including a City of La Quinta business license. Contracting Party and its employees, agents, and subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required for the performance of the Services required by this Agreement. Contracting Party 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, and shall indemnify, defend (with counsel selected by City), and hold City, its elected officials, officers, employees, and agents, free and harmless against any such fees, 185 assessments, taxes, penalties, or interest levied, assessed, or imposed against City hereunder. Contracting Party shall be responsible for all subcontractors' compliance with this Section. 1.5 Familiarity with Work. By executing this Agreement, Contracting Party warrants that (a) it has thoroughly investigated and considered the Services to be performed, (b) it has investigated the site where the Services are to be performed, if any, and fully acquainted itself with the conditions there existing, (c) it has carefully considered how the Services should be performed, and (d) it fully understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement. Should Contracting Party discover any latent or unknown conditions materially differing from those inherent in the Services or as represented by City, Contracting Party shall immediately inform City of such fact and shall not proceed except at Contracting Party's risk until written instructions are received from the Contract Officer, or assigned designee (as defined in Section 4.2 hereof). 1.6 Standard of Care. Contracting Party acknowledges and understands that the Services contracted for under this Agreement require specialized skills and abilities and that, consistent with this understanding, Contracting Party's work will be held to an industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove, Contracting Party represents to City that it holds the necessary skills and abilities to satisfy the industry standard of quality as set forth in this Agreement. Contracting Party shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the Services performed by Contracting Party, 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 Services by City, except such losses or damages as may be caused by City's own negligence. The performance of Services by Contracting Party shall not relieve Contracting Party 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 Contracting Party. 1.7 Additional Services. In accordance with the terms and conditions of this Agreement, Contracting Party shall perform services in addition to those specified in the Scope of Services ("Additional Services") only when directed to do so by the Contract Officer, or assigned designee, provided that Contracting Party shall not be required to perform any Additional Services without compensation. Contracting Party shall not perform any Additional Services until receiving prior written authorization (in the form of a written change order if Contracting Party is a contractor performing the Services) from -2 186 the Contract Officer, or assigned designee, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Contracting Party. It is expressly understood by Contracting Party that the provisions of this Section shall not apply to the Services specifically set forth in the Scope of Services or reasonably contemplated therein. It is specifically understood and agreed that oral requests and/or approvals of Additional Services shall be barred and are unenforceable. Failure of Contracting Party to secure the Contract Officer's or assigned designee's written authorization for Additional Services shall constitute a waiver of any and all right to adjustment of the Contract Sum or time to perform this Agreement, whether by way of compensation, restitution, quantum meruit, or the like, for Additional Services provided without the appropriate authorization from the Contract Officer, or assigned designee. Compensation for properly authorized Additional Services shall be made in accordance with Section 2.3 of this Agreement. 1.8 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"), which is incorporated herein by this reference and expressly made a part hereof. 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. COMPENSATION. 2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed Fifty -Eight Thousand, Two Hundred Dollars ($58,200.00) for Phase I of the Agreement, encompassing the initial and any extended terms. (the "Contract Sum"), except as provided in Section 1.7. 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 Contracting Party's rate schedule, but not exceeding the Contract Sum, or such other reasonable methods as may be specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contracting Party at all project meetings reasonably deemed necessary by City; Contracting Party shall not be entitled to any additional compensation for attending said meetings. 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 -3- 187 Compensation, Contracting Party's overall compensation shall not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement. 2.2 Method of Billing & Payment. Any month in which Contracting Party wishes to receive payment, Contracting Party 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 be detailed according to the Schedule of Compensation set forth in Exhibit "B". Such invoice shall contain a certification by a principal member of Contracting Party specifying that the payment requested is for Services performed in accordance with the terms of this Agreement. Upon approval in writing by the Contract Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will pay Contracting Party for all items 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. 2.3 Compensation for Additional Services. Additional Services approved in advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement shall be paid for in an amount agreed to in writing by both City and Contracting Party in advance of the Additional Services being rendered by Contracting Party. Any compensation for Additional Services amounting to five percent (5%) or less of the Contract Sum may be approved by the Contract Officer or assigned designee. Any greater amount of compensation for Additional Services must be approved by the La Quinta City Council, the City Manager, or Department Director, depending upon City laws, regulations, rules and procedures concerning public contracting. Under no circumstances shall Contracting Party receive compensation for any Additional Services unless prior written approval for the Additional Services is obtained from the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement. 3. PERFORMANCE SCHEDULE. 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. If the Services not completed in accordance with the Schedule of Performance, as set forth in Section 3.2 and "Exhibit C", it is understood that the City will suffer damage. 3.2 Schedule of Performance. All Services rendered pursuant to this Agreement shall be performed diligently and within the time period established in "Exhibit C" (the "Schedule of Performance"). Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer or assigned designee. _4_ 188 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 Contracting Party, 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 Contracting Party shall within ten (10) days of the commencement of such delay notify the Contract Officer, or assigned designee, in writing of the causes of the delay. The Contract Officer, or assigned designee, 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 the Contract Officer's judgment such delay is justified, and the Contract Officer's determination, or assigned designee, shall be final and conclusive upon the parties to this Agreement. Extensions to time period in the Schedule of Performance which are determined by the Contract Officer, or assigned designee, to be justified pursuant to this Section shall not entitle the Contracting Party to additional compensation in excess of the Contract Sum. 3.4 Term. Unless earlier terminated in accordance with the provisions in Article 8.0 of this Agreement, the term of this agreement shall commence on June 1, 2019, and terminate on November 1, 2019 ('Initial Term"). 4. COORDINATION OF WORK. 4.1 Representative of Contracting Party. The following principals of Contracting Party ("Principals") are hereby designated as being the principals and representatives of Contracting Party authorized to act in its behalf with respect to the Services specified herein and make all decisions in connection therewith: Jack Panichapan, President, CEO Tel No. (714) 668-4260 E-mail: jack@gparchitects.org 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 Contracting Party and devoting sufficient time to personally supervise the Services hereunder. For purposes of this Agreement, the foregoing Principals may not be changed by Contracting Party and no other personnel may be assigned to perform the Services required hereunder without the express written approval of City. -5- 189 4.2 Contract Officer. The "Contract Officer" is Steve Howlett, Facilities Director, or another designee may be assigned in writing by the City Manager of the City. It shall be Contracting Party's responsibility to assure that the Contract Officer, or assigned designee, is kept informed of the progress of the performance of the Services, and Contracting Party shall refer any decisions, that must be made by City to the Contract Officer or assigned designee. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer or assigned designee. The Contract Officer, or assigned designee, shall have authority to sign all documents on behalf of City required hereunder to carry out the terms of this Agreement. 4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability, and reputation of Contracting Party, its principals, and its employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Contracting Party shall not contract or subcontract 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 transferred, assigned, conveyed, hypothecated, or encumbered, voluntarily or by operation of law, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contracting Party, taking all transfers into account on a cumulative basis. Any attempted or purported assignment or contracting or subcontracting by Contracting Party without City's express written approval shall be null, void, and of no effect. No approved transfer shall release Contracting Party of any liability hereunder without the express consent 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 Contracting Party, its agents, or its employees, perform the Services required herein, except as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision, or control of Contracting Party's employees, servants, representatives, or agents, or in fixing their number or hours of service. Contracting Party 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. Contracting Party 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. City shall not in any way or for any purpose become or be deemed to be a partner of Contracting Party in its business or otherwise or a joint venture or a member of any joint enterprise with Contracting Party. Contracting Party shall have _6_ 190 no power to incur any debt, obligation, or liability on behalf of City. Contracting Party 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. Except for the Contract Sum paid to Contracting Party as provided in this Agreement, City shall not pay salaries, wages, or other compensation to Contracting Party for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Contracting Party for injury or sickness arising out of performing the Services hereunder. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System ("PERS") as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. Contracting Party agrees to pay all required taxes on amounts paid to Contracting Party under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contracting Party shall fully comply with the workers' compensation laws regarding Contracting Party and Contracting Party's employees. Contracting Party further agrees to indemnify and hold City harmless from any failure of Contracting Party to comply with applicable workers' compensation laws. City shall have the right to offset against the amount of any payment due to Contracting Party under this Agreement any amount due to City from Contracting Party as a result of Contracting Party's failure to promptly pay to City any reimbursement or indemnification arising under this Section. 4.5 Identity of Persons Performing Work. Contracting Party represents that it employs or will employ at its own expense all personnel required for the satisfactory performance of any and all of the Services set forth herein. Contracting Party represents that the Services required herein will be performed by Contracting Party or under its direct supervision, and that all personnel engaged in such work shall be fully qualified and shall be authorized and permitted under applicable State and local law to perform such tasks and services. 4.6 City Cooperation. City shall provide Contracting Party with any plans, publications, reports, statistics, records, or other data or information pertinent to the Services to be performed hereunder which are reasonably available to Contracting Party only from or through action by City. 191 5. INSURANCE. 5.1 Insurance. Prior to the beginning of any Services under this Agreement and throughout the duration of the term of this Agreement, Contracting Party shall procure and maintain, at its sole cost and expense, and submit concurrently with its execution of this Agreement, policies of insurance as set forth in "Exhibit E" (the "Insurance Requirements") which is incorporated herein by this reference and expressly made a part hereof. 5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance to Agency along with all required endorsements. Certificate of Insurance and endorsements must be approved by Agency's Risk Manager prior to commencement of performance. 6. INDEMNIFICATION. 6.1 Indemnification. To the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officers, employees, agents, and volunteers as set forth in "Exhibit F" ("Indemnification") which is incorporated herein by this reference and expressly made a part hereof. 7. RECORDS AND REPORTS. 7.1 Reports. Contracting Party shall periodically prepare and submit to the Contract Officer, or assigned designee, such reports concerning Contracting Party's performance of the Services required by this Agreement as the Contract Officer, or assigned designee, shall require. Contracting Party hereby acknowledges that City is greatly concerned about the cost of the Services to be performed pursuant to this Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the Services contemplated herein or, if Contracting Party is providing design services, the cost of the project being designed, Contracting Party shall promptly notify the Contract Officer, or assigned designee, of said fact, circumstance, technique, or event and the estimated increased or decreased cost related thereto and, if Contracting Party is providing design services, the estimated increased or decreased cost estimate for the project being designed. 7.2 Records. Contracting Party shall keep, and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports), studies, or other documents relating to the disbursements charged to City and the Services performed hereunder (the "Books and Records"), as shall be -8- 192 necessary to perform the Services required by this Agreement and enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including the right to inspect, copy, audit, and make records and transcripts from such Books and Records. Such Books and Records shall be maintained for a period of three (3) years following completion of the Services hereunder, and City shall have access to such Books and Records in the event any audit is required. In the event of dissolution of Contracting Party's business, custody of the Books and Records may be given to City, and access shall be provided by Contracting Party's successor in interest. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement. 7.3 Ownership of Documents. All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials plans, drawings, estimates, test data, survey results, models, renderings, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings, digital renderings, or data stored digitally, magnetically, or in any other medium prepared or caused to be prepared by Contracting Party, its employees, subcontractors, and agents in the performance of this Agreement (the 'Documents and Materials") shall be the property of City and shall be delivered to City upon request of the Contract Officer, or assigned designee, or upon the expiration or termination of this Agreement, and Contracting Party shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Documents and Materials hereunder. Any use, reuse or assignment of such completed Documents and Materials for other projects and/or use of uncompleted documents without specific written authorization by Contracting Party will be at City's sole risk and without liability to Contracting Party, and Contracting Party's guarantee and warranties shall not extend to such use, revise, or assignment. Contracting Party may retain copies of such Documents and Materials for its own use. Contracting Party shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any Documents and Materials prepared by them, and in the event 9 193 Contracting Party fails to secure such assignment, Contracting Party shall indemnify City for all damages resulting therefrom. 7.4 In the event City or any person, firm, or corporation authorized by City reuses said Documents and Materials without written verification or adaptation by Contracting Party 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 Contracting Party from liability resulting from said change. The provisions of this clause shall survive the termination or expiration of this Agreement and shall thereafter remain in full force and effect. 7.5 Licensing of Intellectual Property. This Agreement creates a non- exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, rights of reproduction, and other intellectual property embodied in the Documents and Materials. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive and perpetual license for the Documents and Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Documents and Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by design professionals other than Contracting Party or provided to Contracting Party by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 7.6 Release of Documents. The Documents and Materials shall not be released publicly without the prior written approval of the Contract Officer, or assigned designee, or as required by law. Contracting Party shall not disclose to any other entity or person any information regarding the activities of City, except as required by law or as authorized by City. 7.7 Confidential or Personal Identifying Information. Contracting Party covenants that all City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussion notes, or other information, if any, developed or received by Contracting Party or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Contracting Party to any person or entity without prior written authorization by City or unless required by law. City shall grant authorization for disclosure if required by any lawful administrative or legal proceeding, court order, or similar directive with the force of law. All City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft -10- 194 documents, discussions, or other information shall be returned to City upon the termination or expiration of this Agreement. Contracting Party's covenant under this section shall survive the termination or expiration of this Agreement. 8. ENFORCEMENT OF AGREEMENT. 8.1 California Law. This Agreement shall be interpreted, construed, and governed 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 Contracting Party 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, or assigned designee; provided that if the default is an immediate danger to the health, safety, or 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 this Article 8.0. During the period of time that Contracting Party is in default, City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, City may, in its sole discretion, elect to pay some or all of the outstanding invoices during any period of default. 8.3 Retention of Funds. City may withhold from any monies payable to Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Contracting Party 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 Contracting Party 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 Contracting Party. 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 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 declaratory or 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 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 Contracting Party. Upon receipt of any notice of termination, Contracting Party shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer, or assigned designee. Contracting Party 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, or assigned designee, thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, or assigned designee, except amounts held as a retention pursuant to this Agreement. 8.8 Termination for Default of Contracting Party. If termination is due to the failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party shall vacate any City -owned property which Contracting Party is permitted to occupy hereunder and City may, after compliance with the provisions of Section 8.2, take over the Services and prosecute the same to completion by contract or otherwise, and Contracting Party 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 Contracting Party for the purpose of setoff or partial payment of the amounts owed City. 8.9 Attorneys' Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorneys' fees; provided, however, that the attorneys' fees awarded pursuant to this Section shall not exceed the hourly rate paid by City for legal services multiplied by the reasonable number of hours spent by the prevailing party in the conduct of the litigation. Attorneys' fees shall include attorneys' fees on any appeal, and in addition a party entitled to attorneys' fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery, and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment. The court may set such fees in the same action or in a separate action brought for that purpose. 9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION. 9.1 Non -liability of City Officers and Employees. No officer, official, employee, agent, representative, or volunteer of City shall be personally liable to Contracting Party, or any successor in interest, in the event or any default or breach by City or for any amount which may become due to Contracting Party or to its successor, or for breach of any obligation of the terms of this Agreement. 9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any officer or principal of it, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Contracting Party's performance of the Services under this Agreement. Contracting Party further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer, or assigned designee. Contracting Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. No officer or employee of City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. Contracting Party warrants that it has not paid or given and will -13- 197 not pay or give any third party any money or other consideration for obtaining this Agreement. 9.3 Covenant against Discrimination. Contracting Party 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 any impermissible classification including, but not limited to, race, color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in the performance of this Agreement. Contracting Party shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry. 10. MISCELLANEOUS PROVISIONS. 10.1 Notice. Any notice, demand, request, consent, approval, or 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: Steve Howlett 78495 Calle Tampico La Quinta, California 92253 To Contracting Party: GILLIS & PANICHAPAN ARCHITECTS, INC. Attention: Jack Panichapan 2900 Bristol Street, Suite G-205 Costa Mesa, CA 92626 10.2 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. 10.3 Section Headings and Subheadings. The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement. 10.4 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument 10.5 Integrated Agreement. This Agreement including the exhibits hereto is the entire, complete, and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements, and understandings, if any, between the parties, and none shall be used to interpret this Agreement. 10.6 Amendment. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by Contracting Party and by the City Council of City. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void. 10.7 Severability. In the event that any one or more of the articles, phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable, such invalidity or unenforceability shall not affect any of the remaining articles, 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 unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 10.8 Unfair Business Practices Claims. In entering into this Agreement, Contracting Party offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials related to this Agreement. This assignment shall be made and become effective at the time City renders final payment to Contracting Party without further acknowledgment of the parties. 10.9 No Third -Party Beneficiaries. With the exception of the specific provisions set forth in this Agreement, there are no intended third -party beneficiaries under this Agreement and no such other third parties shall have any rights or obligations hereunder. 10.10Authority. The persons executing this Agreement on behalf of each of the parties hereto represent and warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver -15- 199 this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE] -16- 200 IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. CITY OF LA QUINTA, CONTRACTING PARTY: a California Municipal Corporation as FRANK J. SPEVACEK, City Manager Name: City of La Quinta, California Title: Dated: ATTEST: MONIKA RADEVA, City Clerk La Quinta, California APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California 3-3 Name: Title: Exhibit A Scope of Services PHASE I: ASSESS AND UPDATE FACILITY NEEDS ASSESSMENT GPA will be providing a re -assessment on the Corporate Yard Master Plan 2008 based on review and assessment of the recently completed Facility Needs Assessment attached in the RFP. During this task we will consider the feasibility of adding additional pickle ball courts within the 10-acre site shared by the Maintenance Facility. GPA will schedule and lead an appropriate number of project development team meetings with City Staff and other stakeholders. Located on 78106 Francis Hack Ln, La Quinta, an assessment of the Department's current and future physical, administrative needs will be performed to quantify space and functional organization needs for current and potential future functions and activities of the proposed facilities. This assessment would also provide recommendations for improvement, including assessments of effectiveness for any potential renovation, reconfiguration, or future expansion. This assessment will document current and potential future administrative functions and activities and provide opportunity for the Maintenance Department to consolidate and improve operations, provide safe, and adequate work space for Department staff, and to better serve its residents. Phase I in 3 Stages: We will be performing a re -assessment for the Corporate Yard in three (3) stages: This would entail sub -dividing the overall needs assessment portion of the project into three distinct iterative phases. Each stage will be a reflective outcome from information and insight attained from the stage before it. The following are brief descriptions of the three noted stages: Stage 1: Space Programming Verification This first stage will involve reviewing the overall administrative facility and the operations in the yard. We would assess and verify current and anticipated space needs for the facility based on the current Yard assessment provided by the City. This can be compared and updated based on the 2008 Master plan document. Kick-off meeting • The assessment will be initiated with an introductory meeting with the City representative team members to convey GPA's programming approach. This meeting will establish project expectations, product Exhibit A Page 1 of 6 Last revised summer Y6 deliverables, and timeline for this stage and the overall needs assessment process beyond. The kick-off meeting will be followed concurrently with a facility survey. Facility Survey • Prior to the formal reassessment stages, GPA would conduct a general survey of the existing spaces and inventory of essential furniture fixtures and equipment for the campus facility. We would assess, and document equipment storage needs indoor and out at the operations portion of the campus to verify and update the 2008 Masterplan. • On an individual staff scale, notably in the administrative functions, we would assess the needs for everyday tasks in terms of space, equipment, and furniture and the relationship to their individual departments. We would assess requirements for shared space and amenities needed: quantity of staff, conference rooms, equipment and storage requirements and inter -connections between departments. Much of this data will be collected through observations and interviews conducted through chosen City representatives. • On a campus level we would investigate site boundaries, zoning, and setbacks would be reviewed to determine the best positioning and areas allocated for various functions, parking, and circulation areas needed. We will also perform visual assessments on topography, views, context of the site for program placement. This can bring about the quality and constraints of a specific site to light as it relates to the organization of the new proposed facility on a programmatic level. Interviews and Documentation • Next, we would work interactively with the City assigned team members to provide an analysis of the current facility needs. This can be done via conference call or online meeting coordination. This information would be used to document computed space requirements for the future facility. For an effective assessment, assigned team members should be representative of all levels of the organization chart (i.e. Department Head, Supervisor, and Staff). • Both existing and projected space needs would be provided in a graphed chart per personnel and department. A summary each with charts describing needed spaces per individual department and staff Exhibit A Page 2of6 203 by title and description, along with projected areas anticipated would be provided. Workshops • During the process of documentation, organized workshops will be provided to share our findings. We plan on having two workshops as the programming document develops. Draft space programming documents will be presented for input and guidance for iterative refinements. • The process will provide and review the following: • Projection of staff levels in administration and operations to compare. • Suggested work space layout- depict optimal furniture layout for work areas and individual personnel areas. Suggested furniture space layout concepts for common spaces per department and the overall Department would be provided. Each space will be correspondingly charted by size, type, and description. Associated information for parking tallies for personnel and public spaces will also be provided. • Space adjacency- portrays diagrams demonstrating preferred relationships between each personnel and/ or respective support spaces. • Storage needs for Operations: could include department vehicles, specialized equipment. • Site Parking requirements and outdoor amenities. • Needs for use as an agency emergency operations center. • Projection of needed public spaces Stage 1 Report • The information gathered at Stage 1 will be placed in a report to depict estimated current and projected future spatial needs of individual, common, and departmental spaces that offer a direct comparison to the conditions of the current existing facility. • As a team working together throughout this stage with the City, the goal of our approach is to understand how personnel use their space, furniture, equipment, and be able provide quantitative planning solutions to reflect how the organization works and grows overall. We Exhibit A Page 3of6 204 would look at strategies for planning campus security, involving the separation of public versus personnel zones. Stage 2: Space Planning and Adjacency Needs On the second stage, we would develop space plan diagrams (block parti diagrams) from the required program area obtained from the previous stage. The result will be a block plan diagram (similar to a floor plan, but without openings, doors, fixtures, furniture, nor fenestration depicted) that initiates the organization of spaces to depict possible ideal configurations for the buildings and campus facility. These block diagrams would convey the ideal size, positioning, and location of spaces drawn to scale. Individual private offices, open offices, restrooms, storage, and common spaces etc. would be depicted within along with main circulation areas. Distinctions between public and secure personnel space would be depicted along with zones of site circulation corridors, and public and personnel access control. On a site level, it can depict zones of designated parking, secure areas, outdoor storage, and shaded protected zones. Block Diagram Development (Parti Diagram) This stage would offer a twofold direction with diagrams depicting how spaces and programs would optimally interconnect: • Campus Plan Diagram- Provide Layout in context of existing Campus. A new Parti Master Plan placed conceptually on the current site: On top of the current campus plan, we would superimpose a scaled space adjacency diagrams depicting specific spaces in relation to their location and their associated sizes. This would also show the possible scale and configuration of the new footprint on top of the current facility site to provide context for advantages and limitations on the current facility site in terms of space and access. • Building Diagram Plan (New Administration Building or other buildings): On top of the campus plan, we would provide a detailed space parti diagram for a new administration building space and other buildings if determined needed by the programming documents that have been developed by this stage. Presentation and Workshops • After the completion of the initial block diagrams, we would organize interactive workshops with team members to present them, gather Exhibit A Page 4of6 205 input, and gage reaction during these meetings. Iterative refinements will be made to the diagrams after sessions with the City team. • An associated Conceptual Statement of Probable Cost (SoPC) will be developed for the block diagram scheme based on a current construction cost index on the general proposed building area on a unit cost calculation. • This will assist the City to decide the best direction to move forward for budget and effectiveness for developing the future facility. Final Report • A final report booklet will be provided to formally organize: • Colored block diagram layouts drawn to scale: Campus Parti diagram as well as Individual Building Parti Diagram • Summary of critical needs for the site in terms of clearances, access, minimum sizes, etc. • This report will contain information and assessments that will be the foundation of the development of a formal campus master plan and architectural floor plan. This option would develop the plan that would move forward to the next formal stage of assessment. Stage 3: Conceptual Master Planning and Design This stage would advance the block diagrams into a more detailed conceptual master plan and floor plan of proposed buildings. These plans would depict parking, lane access, as well as depict doors, openings, and egress access to scale and better detail. Key items to be reviewed for compatibility include zoning, code regulations, and accessibility (both vehicle and pedestrian) to see how well the new spatial requirements determined from the previous stages integrate overall to the existing boundaries and conditions of the site. Conceptual Master Plan of Campus • Provide a campus plan with staff and visitor parking delineated, and public vs private areas defined. Vehicular access and parking stalls Exhibit A Page 5of6 206 would be depicted. Depict potential gated entrance areas. Softscape and hardscape areas would be delineated. Conceptual Floor Plan of Building • Along with developing the block diagrams into conceptual floor plan, the plans would depict space plan for typical office layouts, sizing, and groupings within the conceptual floor plan. Suggested furniture space layout for common space per department will be provided on the conceptual plans. Zoning, Egress, and Code Review - Conceptual Code/ Egress Feasibility Evaluation of proposed changes impacted by the plans. Provide a conceptual architectural assessment in regard to codes, regulations, and general condition that can potentially impact the overall site development. SoPC - A Statement of Probable Cost of construction based on the upgrades including recommended and mandatory improvements foresee making in order to retrofit the existing building for renovation. This will be based on a unit cost. Executive Report and Summary • The conclusion of this stage would include a report documenting: • Conceptual Master Plan and Conceptual Building Plan • Executive Summary Significant zoning, code, and regulations that may impact proposed design. • Statement of Probable Costs. • Conclusion and recommendations. Formal Meetings and Presentation with the City. GPA would present our findings and recommendations to: A Planning Commission Meeting • A City Council Study Session • A City Council Meeting We anticipate submitting two (2) hard copies and one (1) electronic copy (PDF format) for each formal project submittal, including the final submittal. Exhibit A Page 6 of 6 207 Exhibit B Schedule of Compensation With the exception of compensation for Additional Services, provided for in Section 2.3 of this Agreement, the maximum total compensation to be paid to Contracting Party under this Agreement is not to exceed Fifty -Eight Thousand, Two Hundred Dollars ($ 58,200) ("Contract Sum"). The Contract Sum shall be paid to Contracting Party in installment payments made on a monthly basis and in an amount identified in Contracting Party's schedule of compensation attached hereto for the work tasks performed and properly invoiced by Contracting Party in conformance with Section 2.2 of this Agreement. cNMO GIIis + Panlchapan Afchltects. Ir! FEE EXHIE La Quintal Maintenance Facility- Phase I Facility Needs Assessment and Conceptual Design ARCHTECT sub -totals per line item g o a 0 2 o U $ o V time & Task Allocation Table 4/29/2019 Stage t.- Surrey and NeedsAssesm>lerd Kick-off Meeting, Informo5on Gathering, and Establishment of ProjectAgendo 6 6 $1.740 Facility Space Assessments, Survey. and interviews 4 8 12 14 12 $5,950 Documentation and Programming 2 6 8 8 2 $3,310 Workshops 4 4 8 $2,440 Stage T - Supplemental Revisions and Updates to 2008 Master Plan 4 6 6 4 2 $3.030 stage 1 Total: S16,470 Stage 2: Space Planning and Space Adpcency Dtograms Block and adjacency Diagram Development and SoPC 4 14 24 16 16 $9,030 Workshops 4 6 6 S2.480 Stage 2: Final Report 2 4 8 8 8 $3.510 Stage 2 Total: S15,020 Stage 3: Conceptual Design and Prelim" Master Planning Arc hltectrlral Con ceptual Master Planning 2 12 24 32 16 $9,870 Conceptual Floor Plan of Building and Storage 2 8 16 16 8 S5.970 SoPC (Statement of Probable Costs) 4 8 12 12 8 55.420 City and Planning Comm ision Review 1 2 4 4 $1,415 Stage 3 Final Deliverables for the Report 1 6 6 8 6 $3.195 Stage 3 Total: S25,870 Hours: 34 1 90 140 122 78 0 464 Hourly rates $185 $"55 $135 $95 $85 W total hours TCITAL: $57,360 57 360 *' Reimbursibles would cot'er fees accrued for travel and expense related to the pro0ct. Reproduction and delivery casts will be billed to client's or architect's reprographic company account at cost plus 10 k. Exhibit B Page 1 of 1 N• Exhibit C Schedule of Performance Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto and incorporated herein by this reference. owoowcn c�'iloe oaoows cnocn0000 0 n n n a a a a c n n a n a a n n n n n a n a Y a m 91 m m 01 ¢ L1 91 m CI 91 Y Sid m 9 6� m Y G� CN N Ol U Oe N 4. R N U N M U Oe T N 4s V� N W T EO a o 3AM 933E F:M M'i � v0 .D ID IC lO l0 IC D ID 4D lD ID to n lD m .D l0 10 vD m Exhibit C Page 1 of 1 209 Exhibit D Special Requirements NONE Exhibit D Page 1 of 1 210 Exhibit E Insurance Requirements E.1 Insurance. Prior to the beginning of and throughout the duration of this Agreement, 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) Must include the following endorsements: General Liability Additional Insured General Liability Primary and Non-contributory Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) Personal Auto Declaration Page if applicable Errors and Omissions Liability $1,000,000 (per claim and aggregate) Workers' Compensation (per statutory requirements) Must include the following endorsements: Workers Compensation with Waiver of Subrogation Workers Compensation Declaration of Sole Proprietor if applicable Contracting Party 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 to property resulting from Contracting Party's acts or omissions rising out of or related to Contracting Party'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 Contracting Party's performance hereunder and neither City nor its insurers shall be required to contribute to any such loss. An endorsement evidencing the foregoing and naming the City and its officers and employees as additional insured (on the Commercial General Liability policy only) must be submitted concurrently with the execution of this Agreement and approved by City prior to commencement of the services hereunder. Contracting Party shall carry automobile liability insurance of $1,000,000 per accident against all claims for injuries against persons or Exhibit E Page 1 of 6 211 damages to property arising out of the use of any automobile by Contracting Party, its officers, any person directly or indirectly employed by Contracting Party, any subcontractor or agent, or anyone for whose acts any of them may be liable, arising directly or indirectly out of or related to Contracting Party's performance under this Agreement. If Contracting Party or Contracting Party's employees will use personal autos in any way on this project, Contracting Party 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 Contracting Party'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 Contracting Party and "Covered Professional Services" as designated in the policy must specifically include work performed under this 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. Contracting Party 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. If coverage is maintained on a claims -made basis, Contracting Party shall maintain such coverage for an additional period of three (3) years following termination of the contract. Contracting Party shall provide written notice to City within ten (10) working days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; or (3) the deductible or self -insured retention is increased. In the event any of said policies of insurance are cancelled, Contracting Party shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Contracting Party's obligation to indemnify City, its officers, employees, contractors, subcontractors, or agents. Exhibit E Page 2 of 6 212 E.2 Remedies. In addition to any other remedies City may have if Contracting Party 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 Contracting Party to stop work under this Agreement and/or withhold any payment(s) which become due to Contracting Party hereunder until Contracting Party 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 Contracting Party'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 Contracting Party may be held responsible for payments of damages to persons or property resulting from Contracting Party's or its subcontractors' performance of work under this Agreement. E.3 General Conditions Pertaining to Provisions of Insurance Coverage by Contracting Party. Contracting Party and City agree to the following with respect to insurance provided by Contracting Party: 1. Contracting Party 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 edition prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contracting Party, or Contracting Party's employees, or agents, from waiving the right of subrogation prior to a loss. Contracting Party 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 Contracting Party 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 Exhibit E Page 3 of 6 213 agreement relating to 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. Contracting Party 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 the coverages required and an additional insured endorsement to Contracting Party'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 Contracting Party or deducted from sums due Contracting Party, at City option. 8. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contracting Party 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. 9. Contracting Party agrees to ensure that subcontractors, and any other party involved with the project that is brought onto or involved in the project by Contracting Party, provide the same minimum insurance coverage required of Contracting Party. Contracting Party 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. Contracting Party agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. Exhibit E Page 4 of 6 214 10. Contracting Party 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 Contracting Party'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 Contracting Party, 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 this Agreement to change the amounts and types of insurance required by giving the Contracting Party ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contracting Party, 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. Contracting Party acknowledges and agrees that any actual or alleged failure on the part of City to inform Contracting Party 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. Contracting Party 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 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. 15. Contracting Party 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 Contracting Party's insurance agent to this effect is acceptable. A certificate of insurance and an additional insured endorsement is required in these specifications applicable to the renewing or Exhibit E Page 5 of 6 215 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 Contracting Party under this agreement. Contracting Party 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 Exhibit 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 Exhibit. 20. Contracting Party 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 Contracting Party 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. Contracting Party agrees to provide immediate notice to City of any claim or loss against Contracting Party 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. Exhibit E Page 6 of 6 216 Exhibit F Indemnification F.1 Indemnity for the Benefit of City. a. Indemnification for Professional Liability. When the law establishes a professional standard of care for Contracting Party's Services, to the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), 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 Contracting Party or of any subcontractor), 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 caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party 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 Contracting Party. b. Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Contracting Party shall indemnify, defend (with counsel selected by City), and hold harmless the Indemnified Parties 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 Contracting Party or by any individual or entity for which Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of Contracting Party. C. Indemnity Provisions for Contracts Related to Construction (Limitation on Indemnity). Without affecting the rights of City under any Exhibit F Page 1 of 3 217 provision of this agreement, Contracting Party 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 Contracting Party will be for that entire portion or percentage of liability not attributable to the active negligence of City. d. Indemnification Provision for Desian Professionals. 1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a) hereinabove, the following indemnification provision shall apply to a Contracting Party who constitutes a "design professional" as the term is defined in paragraph 3 below. 2. Scope of Indemnification. When the law establishes a professional standard of care for Contracting Party's Services, to the fullest extent permitted by law, Contracting Party shall indemnify and hold harmless City and any and all of its officials, employees, and agents ("Indemnified Parties") from and against any and all losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses, including, without limitation, incidental and consequential damages, court costs, reimbursement of 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 caused by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party 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 Contracting Party. 3. Design Professional Defined. As used in this Section F.1(d), 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. F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees to obtain executed indemnity agreements with provisions Exhibit F Page 2 of 3 218 identical to those set forth herein this Exhibit F, as applicable to the Contracting Party, from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contracting Party in the performance of this Agreement. In the event Contracting Party fails to obtain such indemnity obligations from others as required herein, Contracting Party agrees to be fully responsible according to the terms of this Exhibit. 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 in this Agreement are binding on the successors, assigns or heirs of Contracting Party and shall survive the termination of this Agreement. Exhibit F Page 3 of 3 219 220 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT BUSINESS SESSION ITEM NO. 3 AGENDA TITLE: AWARD CONTRACT TO PWLC II, INC FOR CITYWIDE LANDSCAPE MAINTENANCE SERVICES FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT 89-1 (PROJECT NO. 2018-30) RECOMMENDATION Award a contract to PWLC II, Inc. in the amount of $687,059 for Citywide Landscape Maintenance Services for Landscape and Lighting Assessment District 89-1; and authorize the City Manager to execute the contract. EXECUTIVE SUMMARY • The City contracts landscape maintenance services for all public medians, parkways, and Fire Stations and ensures safe and aesthetically pleasing streetscapes throughout the City. • On April 11, 2019, the City posted a request for qualifications and proposal (RFQ/RFP) for Citywide landscape maintenance services; four responses were received. After extensive review, the Selection Committee (Committee), recommended PWLC II, Inc. (PWLC) based on their qualifications. • The current contract with Conserve LandCare (Conserve) will expire on June 30, 2019, after a three-year term. FISCAL IMPACT The total cost for 2019/20 would be $687,059, the annual cost is allocated between the Lighting and Landscape and Fire funds as follows: 2018/19 2019/20 L&L Fund (215-7004-60112) $ 501,065 $ 669,519 Fire Fund (101-2002-60112) $ 14,592 $ 17,540 TOTAL $ 515,657 $ 687,059 BACKGROUND/ANALYSIS The citywide landscape monthly maintenance right-of-ways. maintenance program provides for daily, weekly and of all landscaped areas located within the City's 221 An RFQ/RFP (Attachment 1) for Citywide landscape maintenance services was posted on the City website on April 11, 2019. A mandatory pre -proposal meeting was held on April 23, 2019 and six contractors attended. Four RFQ/RFP's were received and reviewed by the Committee. PWLC II, Inc., located in Palm Springs, was selected based on their work proposal qualifications. The contract (Attachment 1) includes landscape maintenance service for public medians, parkways, and Fire Stations. City retention basins are included in the parks landscape maintenance contract to have turf landscapes maintained by the same contractor, and the Lighting and Landscape contractor can remain focused on street landscapes. The contract would be for an initial one-year term, July 1, 2019 through June 30, 2020, and will allow for four, one-year extensions, renewable at the beginning of each fiscal year through 2023/24 at the City's discretion if the contractor performs in a satisfactory manner. Conserve was awarded the L&L Contract in June 2016 based on low bid, which was $189,149 lower than the next lowest bid submitted. 'A TFRNATTVF Council may direct staff to choose the next most qualified proposer or, direct staff to prepare new specifications and re -advertise for Citywide landscape services. However, that may cause a delay in services. Prepared by: Dianne Hansen, Management Assistant Approved by: Steve Howlett, Facilities Director Attachment: 1. Contract 222 Attachment 1 SECTION 1300 CONTRACT THIS CONTRACT, by and between the CITY OF LA QUINTA, a municipal corporation, herein referred to as "City," and PWLC II, INC. , herein referred to as, "Contractor." WITNESSETH: In consideration of their mutual covenants, the parties hereto agree as follows: 1. Contractor shall furnish all necessary labor, material, equipment, transportation, and services to perform Landscape Maintenance Services for Landscape and Lighting Assessment District 89-1, Project No. 2018-30 in the City of La Quinta, California pursuant to the Request For Proposal (RFP) the project Specifications, and Contractor's Proposal, all of which documents shall be considered a part hereof as though fully set herein. Should any provisions of Contractor's Proposal be in conflict with the Notice Inviting Proposals, Specifications, or this Contract, then the provisions of said Contract, Specifications, the Request for proposal shall be controlling in that order of precedence. The time frame for work shall be in accordance with that specified in the RFP. 2. Contractor will comply with all Federal, State, County, and La Quinta Municipal Code Regulations, which are, amended from time to time, incorporated herein by reference. 3. All work shall be done in a manner satisfactory to the Public Works Manager. 4. Contractor shall commence work on July 1, 2019 after the issuance of a written Notice to Proceed. 5. In consideration of said work, City agrees to pay Contractor such sums as shall be approved by Public Works Manager at monthly sums and/or unit prices stated in the Contractor's Proposal, the base consideration ($ 57, 254 .00). All payments shall be subject to approval by the Public Works Manager and shall be in accordance with the terms, conditions, and procedures provided in the Specifications. 6. The Contractor shall not knowingly pay less than the general prevailing rate for per diem wages, as determined by the State of California Department of Industrial Relations and referred to in the RFP, to any workman employed for the work to be performed under this contract; and the Contractor shall forfeit as a penalty to the City the sum of Twenty -Five Dollars ($25.00) for each calendar day, or fraction thereof, for such workman paid by him or by any subcontractor under him in violation of this provision (Sections 1770-1777, Labor Code of California). Pa g e 11 coniiact 1300-1 223 Pursuant to Section 1770, et. seq., of the California Labor Code, the successful proposer shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. These wage rates are available from the California Department of Industrial Relations' Internet website at http//www.dir.ca.gov. Pursuant to Section 1725.5 of the California Labor Code, no contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations at the time the contract is awarded. Contractors and subcontractors may find additional information for registering at the Department of Industrial Relations website at http://www.dir.ca.gov/Public-Works/PublicWorks.htmi. Pursuant to Labor Code section 1771.1, no contractor or subcontractor may be listed on a the proposal for a public works project submitted on or after March 1, 2015 unless registered with the Department of Industrial Relations. Furthermore, all proposers and contractors are hereby notified that no contractor or subcontractor may be awarded, on or after April 1, 2015, a contract for public work on a public works project unless registered with the Department of Industrial Relations. Pursuant to Labor Code section 1771.4, all proposers are hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 7. Concurrently with the execution of this Contract, Contractor shall furnish a Performance bond and a Payment Bond of a surety satisfactory to City, as provided in said Specifications or RFP, the cost of which shall be paid by Contractor. 8. Except for the gross negligence or willful misconduct of an Indemnified Party (as hereinafter defined), the Contractor hereby assumes liability for and agrees to defend (at Indemnified Parties' option), indemnify, protect and hold harmless City and its Project Consultants, and Engineers, officers, agents, and employees ("Indemnified Parties") from and against any and all claims, charges, damages, demands, actions, proceedings, losses, stop notices, costs, expenses (including counsel fees), judgments, civil fines and penalties, liabilities of any kind or nature whatsoever, which may be sustained or suffered by or secured against the Indemnified Parties arising out of or encountered in connection with this Contract or the performance of the Work including, but not limited to, death of or bodily or personal injury to persons or damage to property, including property owned by or under the care and custody of City, and for civil fines and penalties, that may arise from or be caused, in whole or in part, by any negligent or other act or omission of Contractor, its officers, agents, employees or Subcontractors including, but not limited to, liability arising from: 1. Any dangerous, hazardous, unsafe or defective condition of, in or on the premises, of any nature whatsoever, which may exist by reason of any act, omission, neglect, or any use or occupation of the premises by Contractor, its officers, agents, employees, or subcontractors; Page 12 contract 1300-2 224 2. Any operation conducted upon or any use or occupation of the premises by Contractor, its officers, agents, employees, or subcontractors under or pursuant to the provisions of this contract or otherwise; 3. Any act, omission or negligence of Contractor, its officers, agents, employees, or Subcontractors; 4. Any failure of Contractor, its officers, agents or employees to comply with any of the terms or conditions of this Contract or any applicable federal, state, regional, or municipal law, ordinance, rule or regulation; and 5. The conditions, operations, uses, occupations, acts, omissions or negligence referred to in Sub -subsections (1), (2), (3), and (4), existing or conducted upon or arising from the use or occupation by Contractor on any other premises in the care, custody and control of City. The Contractor also agrees to indemnify City and pay for all damages or loss suffered by City including but not limited to damage to or loss of City property, to the extent not insured by City and loss of City revenue from any source, caused by or arising out of the conditions, operations, uses, occupations, acts, omissions or negligence referred to in Sub -subsections (1), (2), (3), (4) and (5). Contractor's obligations under this Section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnified Party. However, without affecting the rights of City under any provision of this Contract, Contractor 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 Contract 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 Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of City. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Contract. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the 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 here is binding on the successors, assigns or heirs of Contractor and shall survive the termination of this Contract or this section. Page 13 Contract 1300-3 225 This indemnity shall survive termination of the Contract or Final Payment hereunder. This Indemnity is in addition to any other rights or remedies that the Indemnified Parties may have under the law or under any other Contract Documents or Agreements. In the event of any claim or demand made against any party which is entitled to be indemnified hereunder, City may, in its sole discretion, reserve, retain or apply any monies to the Contractor under this Contract for the purpose of resolving such claims; provided, however, City may release such funds if the Contractor provides City with reasonable assurance of protection of the Indemnified Parties' interests. City shall, in its sole discretion, determine whether such assurances are reasonable. Approval of any insurance contracts by the City does not relieve the Contractor or subcontractors from liability under Section 1340-1.0, Indemnification of the Specifications. The City will not be liable for any accident, loss, or damage to the work prior to its completion and acceptance. 9. Contractor shall hold the County of Riverside, its officers, agents and employees free and harmless from any liability whatsoever, including wrongful death, based or asserted upon any act or omission of principal, its officers, agents, employees or sub -contractors relating to or in any way connected with or arising from the accomplishment of the work, whether or not such acts or omissions were in furtherance of the work requires by the Contract Documents and agrees to defend at his expense, including attorney fees, City of La Quinta, County of Riverside, its officers, agents, employees and Independent Architect in any legal action based on any such alleged acts or omissions. 10. Except as otherwise required, Contractor shall concurrently with the execution of this contract, furnish the City satisfactory evidence of insurance of the kinds and in the amounts provided in said Specifications, Section 1340-2.0, Insurance Requirements. This insurance shall be kept in full force and effect by Contractor during this entire contract and all premiums thereon shall be promptly paid by it. Each policy shall further state that it cannot be canceled without 30 days unconditional written notice to the City and shall name the City as an additional insured on the Commercial General Liability policy only. Contractor shall furnish evidence of having in effect, .and shall maintain Workers Compensation Insurance coverage of not less than the statutory amount or otherwise show a certificate of self-insurance, in accordance with the Workers Compensation laws of the State of California. Failure to maintain the required amounts and types of coverage throughout the duration of this Contract shall constitute a material breach of this Contract. 11. Contractor shall forfeit as a penalty to City $25.00 for each laborer, workman, or mechanic employed in the execution of this Contract by said Contractor, or any subcontractor under it, upon any of the work herein mentioned, for each calendar day during which such laborer, workman, or mechanic is required or permitted to work at other than a rate of pay provided by law for more than 8 hours in any one calendar day and 40 hours in any one calendar week, in violation of the provisions of Sections 1810-1815 of the Labor Code of the State of California. Page 14 Contract 1300-4 226 12. In accepting this Contract, Contractor certifies that in the conduct of its business it does not deny the right of any individual to seek, obtain and hold employment without discrimination because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex or age as provided in the California Fair Employment Practice Act (Government Code Sections 12900, et seq.) Contractor agrees that a finding by the State Fair Employment Practices Commission that Contractor has engaged during the term of this Contract in any unlawful employment practice shall be deemed a breach of this Contract and Contractor shall pay to City $1,607.00 liquidated damages for each such breach committed under this contract. 13. Contractor also agrees that for contracts in excess of $30,000 and more than 20 calendar days duration, that apprentices will be employed without discrimination in an approved program in a ratio established in the apprenticeship standards of the craft involved (Sections 1777.5 and 1777.6, Labor Code of California). Contractors who willfully fail to comply will be denied the right to submit a proposal on public projects for a period of six months in addition to other penalties provided by law. 14. This Contract shall not be assignable by Contractor without the written consent of City. 15. In accepting this Contract, Contractor certifies that no member or officer of the firm or corporation is an officer or employee of the City except to the extent permitted by law. 16. Contractor certifies that it is the holder of any necessary California State Contractor's License and authorized to undertake the above work. 17. The City, or its authorized auditors or representatives, shall have access to and the right to audit and reproduce any of the Contractor records to the extent the City deems necessary to insure it is receiving all money to which it is entitled under the contract and/or is paying only the amounts to which Contractor is properly entitled under the Contract or for other purposes relating to the Contract. 18. The Contractor shall maintain and preserve all such records for a period of at least three years after termination of the contract. 19. The Contractor shall maintain all such records in the City of La Quinta. If not, the Contractor shall, upon request, promptly deliver the records to the City or reimburse the City for all reasonable and extra costs incurred in conducting the audit at a location other than at City offices including, but not limited to, such additional (out of the City) expenses for personnel, salaries, private auditors, travel, lodging, meals and overhead. 20. The further terms, conditions, and covenants of the Contract are set forth in the Contract Documents, each of which is by this reference made a part hereof. Page 15 Contract 1300-5 227 IN WITNESS WHEREOF, the parties have executed this Contract as of the dates stated below. Dated: ATTEST: Monika Radeva, City Clerk APPROVED AS TO FORM: City Attorney Dated: May 6, 2019 "CITY" CITY OF LA QUINTA, a California municipal corporation By: Frank J. Spevacek, City Manager Dated: Dated: "CONTRACTOR" (If corporation, affix seal) Name• PWLC II, INC. Address: By: Signature Title: President 3584 E. La Campana way Palm Springs Ca 92262 Street Address City State Zip Code E-mail: paulr@pwlc2.com Dated: Name: Address: By: Signature Title: Street Address City State Zip Code E-mail• Pa g e 16 Contract 1300-6 228 City of La Quinta BUSINESS SESSION ITEM NO. 4 CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: AWARD CONTRACT TO VINTAGE ASSOCIATES, INC. FOR PARK LANDSCAPE MAINTENANCE SERVICES (PROJECT NO. 2018-32) RECOMMENDATION Award a contract to Vintage Associates, Inc. in the amount of $658,260 for Park Landscape Maintenance Services and authorize the City Manager to execute the contract. EXECUTIVE SUMMARY • The City contracts landscape maintenance services for its parks, civic facilities, and retention areas. • The City posted a Request for Qualifications and Proposal (RFQ/RFP) for park landscape maintenance services on April 15, 2019; six responses were received. • After extensive review of the proposals, the Selection Committee (Committee) recommended Vintage Associates, Inc. (Vintage) based on their qualifications and experience. • The current contract with Conserve LandCare (Conserve) will expire on June 30, 2019. FISCAL IMPACT The total cost for 2019/20 would be $658,260 and allocated as follows: 2019/20 Parks Fund (101-3005-60112) $ 502,680 L&L Fund (215-7004-60112) $ 142,380 Library Fund (202-3004-60112) $ 10,920 Museum Fund 202-3006-60112 $ 2,280 TOTAL $ 658,260 BACKGROUND/ANALYSIS Park landscape maintenance service provides for daily cleaning and weekly maintenance of all landscaped areas located around civic facilities and within City parks, trails and natural areas, and retention basins. 229 An RFQ/RFP for park landscape maintenance services was posted on the City website on April 15, 2019. A mandatory pre -proposal meeting was held on April 24, 2019 and eight contractors attended. Six RFQ/RFP's were received and reviewed by the Committee. Vintage Associates, Inc., (Vintage) located in Bermuda Dunes, was selected based on their work proposal qualifications and experience. The contract (Attachment 1) would be for an initial one-year term, July 1, 2019 through June 30, 2020, and will allow for four, one-year extensions. At the City's discretion, the contract would be renewable each fiscal year through 2023/24 if Vintage performs in a satisfactory manner. The contract includes landscape maintenance services for parks, trails, civic facilities, and 15 retention basins. Conserve was awarded the parks landscape maintenance contract in June 2015 based on low bid. The original contract cost in June 2015 was $444,960 and for 2018/19 it is $515,052. AL' RNATIVE. Council may direct staff to choose the next most qualified proposer or request staff to prepare new specifications and re -advertise for Citywide park landscape services. However, that may cause a delay in services. Prepared by: Robert Ambriz, Jr., Parks Superintendent Approved by: Steve Howlett, Facilities Director Attachment: 1. Contract 230 ATTACHMENT 1 SECTION 1300 CONTRACT THIS CONTRACT, by and between the CITY OF LA QUINTA, a municipal Vir°ageAssacn�tes, ]nc dba: Vintage Landscape herein to as �� "Ci'ty," � and herein referred to as, Contrac•tore WITNESSETH: In consideration of their mutual covenants, the parties hereto agree as follows: 1. Contractor shall furnish all necessary labor, material, equipment, transportation and services to perform Project No. 2018-32, Paris Landscape Maintenance Services in the City of La Quinta, California pursuant to the Request For Proposal (RFP), the project Specifications, and Contractor's Proposal, all of which documents shall be considered a part hereof as though fully set herein. Should any provisions of Contractor's Proposal be in conflict with the Notice Inviting Proposals, Specifications, or this Contract, then the provisions of said Contract, Specifications, and Invitation to Propose shall be controlling in that order of precedence. The time frame for work shall be in accordance with that specified in the Requests for Qualifications and Proposals. 2. Contractor 'rlill comply -with all Federal, State, County, and La Quinta Municipal Code Regulations, which are, as amended from time to time, incorporated herein. by reference. 3. All work shall be done in a manner satisfactory to the Parks Superintendent. 4, Contractor shall commence work on July 1, 2019 after the issuance of a written Notice to Proceed. 5. In consideration of said work, City agrees to pay Contractor, such sums as shall be approved by Parks Superintendent at monthly sums and/or unit prices stated in the Contractor's Proposal, the base consideration ($ f_a$,_2_6QLa00). All payments shall be subject to approval by the Parks Superintendent and shall be in accordance with the terms, conditions, and procedures provided in the Specifications. 6. The Contractor shall not knowingly pay less than the general prevailing rate for per diem wages, as determined by the State of California Department of Industrial Relations and referred to in the Invitation to Propose, to any workman employed for the work to be performed under this contract; and the Contractor shall forfeit as a penalty to the City the sum of Twenty -Five Dollars ($25.00) for each calendar day, or fraction thereof, for such workman paid by him or by any subcontractor under him in violation of this provision (Sections .1770-1777, Labor Code of California). Contract 1300-1 231 Pursuant to Section 1770, et. seq., of the California Labor Code, the successful proposer shall pay not less than the prevailing rage of per diem wages as determined by the Director of the California Department of Industrial Relations. These wage rates are available from the California Department of Industrial Relations' Internet website at ]ittp:llwww,dlr.ca.gov. Pursuant to Section 1725.5 of the California Labor Code, no contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations at the time the contract is awarded. Contractors and subcontractors may find additional information for registering at the Department of Industrial Relations website at http:/Iwww.dir.ca.gov/Public-Works/PublicWorks.htmi. Pursuant to Labor Code section 1771.1, no contractor or subcontractor may be listed on a bid proposal for a public works project submitted on or after March 1, 2015 unless registered with the Department of Industrial Relations. Furthermore, all proposers and contractors are hereby notified that no contractor or subcontractor may be awarded, on or after April 1, 2015, a contract for public work - on a public works project unless registered with the Department of Industrial Relations. Pursuant to Labor Code section 1771.4, all proposers are hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 7. Concurrently irrith the execution of this Contract, Contractor shall furnish bonds of a surety satisfactory to City, as provided in said Specifications or Invitation to Propose, the cost of which shall be paid by Contractor. 8. Except for the gross negligence or willful misconduct of an Indemnified Party (as hereinafter defined), the Contractor hereby assumes Ilability for and agrees to defend (at Indemnified Parties' option), indemnify, protect and hold harmless City and its Project Consultants, and Engineers, officers, agents, and employees ("Indemnified Parties") from and against any and all claims, charges, damages, demands, actions, proceedings, losses, stop notices, costs, expenses (including counsel fees), judgments, civil fines and penalties, liabilities of any kind or nature whatsoever, which may be sustained or suffered by or secured against the Indemnified Parties arising out of or encountered in connection with this Contract or the performance of the Work including, but not limited to, death of or bodily or personal injury to persons or damage to property, including property owned by or• under the care and custody of City, and for civil fines and penalties, that may arise from or be caused, in whole or in part, by any negligent or other act or omission of Contractor, its officers, agents, employees or Subcontractors including, but not limited to, liability arising from: 1. Any dangerous, hazardous, unsafe or defective condition of, in or on the premises, of any nature whatsoever, which may exist by reason of any act, omission, neglect, or any use or occupation of the premises by Contractor, its officers, agents, employees, or subcontractors; Contract "1300-2 232 2. Any operation conducted upon or any use or occupation of the premises by Contractor', its officers, agents, employees, or subcontractors under or pursuant to the provisions of this contract or otherwise; 3. Any act, omission or negligence of Contractor, its officers, agents, employees, or Subcontractors; 4. Any failure of Contractor, its officers, agents or employees to comply with any of the terms or conditions of this Contract or any applicable federal, state, regional, or municipal law, ordinance, rule or regulation; and S. The conditions, operations, uses, occupations, acts, omissions or negligence referred to in Sub -subsections (1), (2), (3), and (4), existing or conducted upon or arising from the use or occupation by Contractor on any other premises in the care, custody and control of City. The Contractor also agrees to indemnify City and pay for all damages or loss suffered by City including but not limited to damage to or loss of City property, to the extent not insured by City and loss of City revenue from any solace, caused by or arising out of the conditions, operations, uses, occupations, acts, omissions or negligence referred to in Sub subsections (1), (2), (3), (4) and (S). Contractor's obligations under this Section apply regardless of -o!hether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost expense, judgment, civil fine or penalty, or liability was caused in pert or contributed to by an Indemnified panty. However, without affecting the rights of City under any provision of this Contract, Contractor 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 Contract 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 Contractor will be for that entire portion Vr percentage of liability not attributable to the active negligence of City. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Contract. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the 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 here is binding on the successors, assigns or heirs of Contractor and shall survive the termination of this Contract or this section. This indemnity shall survive termination of the Contract or Final payment hereunder. This Indemnity is in addition to any other rights or remedies that the Indemnified Parties may have under the law or under any other Contract Contract 1 1300-3 233 Documents or Agreements. In the event of any clairn or dernand made against any party which is entitled to be indemnified hereunder, City may, in its sole discretion, reserve, retrain or apply any monies to the Contractor under this Contract: for- the purpose of resolving such claims; provided, however, City may release such funds if the Contractor provides City with reasonable assurance of protection of the Indemnified Parties' interests. City shall, in its sole discretion, determine whether such assurances are reasonable. Approval of any insurance contracts by the City does not relieve the Contractor or subcontractors from liability under Section 1340-1.0, of the 512ecifications,. The City will not be liable for any accident, loss, or damage to the work prior to its completion and acceptance. 9. Contractor shall hold the County of Riverside, its officers, agents and employees free and harmless from any liability whatsoever, including wrongful death, based or asserted upon any act or omission of principal, its officers, agents, employees or sub -contractors relating to or in any way connected with or arising from the accomplishment of the work, whether or not such acts or omissions were in furtherance of the work requires by the Contract Documents and agrees to defend at his expense, including attorney fees, City of La Quinta, County of Riverside, its officers, agents, employees and Independent Architect in any legal action based on any such alleged acts or omissions. G. EExcept as otherwise required, Contractor shall concurrently with the execution of this contract, furnish the City satisfactory evidence of insurance, of the kinds and in the amounts provided in said Specifications, Section 1340-2.0, Insurance Requirements, This insurance shall be Kept in full force and effect by Contractor during this entire contract and all premiums thereon shall be promptly paid by it. Each policy shall further state that It cannot be canceled without 30 days unconditional written notice to the City and shall name the City as an additional insured on the Commercial General Liability policy only. Contractor shall furnish evidence of having In effect, and shall maintain Workers Compensation Insurance coverage of not less than the statutory amount or otherwise shorn; a certificate of self-insurance, in accordance with the Workers Compensation laws of the State of California. Failure to maintain the required amounts and types of coverage throughout the duration of this Contract shall constitute a material breach of this Contract. 11. Contractor shall forfeit as a penalty to City $25.00 for each laborer, workman, or mechanic employed in the execution of this Contract by said Contractor, or any subcontractor under it, upon any of the work herein mentioned, for each calendar day during which such laborer, workman, or mechanic is required or permitted to work at other than a rate of pay provided by law for more than 8 hours in any one calendar day and 40 hour's in any one calendar week, in violation of the provisions of Sections 1810-1815 of the Labor Code of the State of California. 12. In accepting this Contract, Contractor certifies that in the conduct of its business it does not deny the right of any individual to seek, obtain and hold employment without discrimination because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex or age as provided in the California Fair Employment Practice Act (Government Code Sections Contract 1300-4 234 12900, et seq.) Contractor agrees that a -Finding by the State Fair Employment Practices Commission that Contractor has engaged during the term of this Contract in any unlawful employment practice shall be deemed a breach of this Contract and Contractor shall pay to City $1,607.00 liquidated darnages for each such breach committed under this contract. 13. Contractor also agrees that for contracts in excess of $30,000 and more than 20 calendar days duration, that apprentices will be employed without discrimination in an approved program in a ratio established in the apprenticeship standards of the craft involved (Sections 1777.5 and 1777,6, Labor Code of California). Contractors who willfully fail to comply will be denied the right to submit proposals for public projects for a period of six months in addition to other penalties provided by law. 14. This Contract shall not be assignable by Contractor without the written consent of City. 15. In accepting this Contract, Contractor certifies that no member or officer of the firm or corporation is an officer or employee of the City except to the extent permitted by law. 16. Contractor, certifies that it is the holder of any necessary California State Contractor's License and authorized to undertal`e the above work. 17. The City, or its authorized auditors or representatives, shall have access to and the right to audit and reprodi.ice any of the Contractor records to the extent the City deems necessary to insure it is receiving all money to which it is entitled under the contract and/or is paying only the amounts to which Contractor is properly entitled under, the Contract or for other purposes relating to the Contract. 8. The Contractor shall maintain and preserve all such records for a period of at least three years after termination of the contract. 10, The Contractor shall maintain all such records in the City of La 4uinta. yf not, the Contractor shall, upon request, promptly deliver the records to the City or reimburse the City for all reasonable and extra costs incurred in conducting the audit at a location other than at City offices including, but not limited to, such additional (out of the City) expenses for personnel, salaries, private auditors, travel, lodging, meals and overhead. 20. The further terms, conditions, and covenants of the Contract are set forth in the Contract Documents, each of which is by this reference made a part hereof. contract 1300-5 235 IN WITNESS WHEREOF, the parties have executed this Contract as of the dates stated below. Dated-. ATTEST: Moniika Radeva, City Clerk APPROVED AS TO FORM: City Attorney "" C.ITY"" CITY OF LA QUINTA, a California municipal corporation By: Frank J. Spevacek, City Manager Dated: Dated: "CONTRACTOR" (If corporation, affix seal) !r' Dated: By:. Signature Name,_ Title: Gregory A. Gritters CEO Address: 78755 Darby Road, Bermuda Dunes, GA 92203 Street Address City State Zip Code E-mall: greg@thevintageco.com Dated: By: Signat Name-- Kyle Gritters Title: Vice President Address: 78755 Darby Road, Bermuda Dunes, CA 92203 Street Address City E-maid: kyleg@thevintageco.com State Zip Code Contract 1300-6 236 BUSINESS SESSION ITEM NO. 5 City of La Quints CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: ADOPT RESOLUTION TO APPROVE AN ACCOUNTS RECEIVABLE WRITE-OFF AND UNCLAIMED PROPERTY POLICY RECOMMENDATION Adopt a resolution to approve an Accounts Receivable Write -Off and Unclaimed Property Policy. EXECUTIVE SUMMARY • The Accounts Receivable Write -Off and Unclaimed Property Policy (Policy) provides guidelines for the collection of receivables, escheatment of unclaimed property, and write-off of uncollectable accounts. • The Policy is new and governs all current and future receivables of the City or its related entities. • Staff, City Attorney, the Financial Advisory Commission, and an independent auditing firm have reviewed the proposed Policy. The Policy conforms to current laws and governmental accounting best practices. The Finance Advisory Commission reviewed and approved the Policy. FISC,f IMPAC" None. Approving this policy would facilitate internal processes and reduce administrative processing time. BACKGROUND/ANALYSIS On April 10, 2019 the Financial Advisory Commission reviewed and approved the proposed Policy. Currently, the City does not have a policy governing accounts receivable write- offs. This Policy is to make sure all reasonable due diligence is used to collect accounts receivables, improve the measurement of the City's accounts receivables and ensure the most efficient use of City revenue collection resources. 237 The Policy establishes guidelines for the escheatment of unclaimed money, including unclaimed checks, from the City, consistent with the provisions of Government Code Sections 50050 through 50057. This Policy also ensures year-end financial statements reflect actual collectible balances. To ensure compliance with current laws and regulatory requirements, the Policy was reviewed by staff, City Attorney, and an independent governmental accounting auditing firm. ALTERNATIVt- The Council may approve as presented, incorporate changes, or request further review. Prepared by: Karla Campos, Finance Director Approved by: Frank J. Spevacek, City Manager 238 RESOLUTION NO. 2019 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ADOPTING AN ACCOUNTS RECEIVABLE WRITE-OFF AND UNCLAIMED PROPERTY POLICY WHEREAS, the City Council desires to adopt a Policy establishing guidelines for the escheatment of unclaimed money, including unclaimed checks, from the City, consistent with the provisions of Government Code Sections 50050 through 50057; and WHEREAS, guidelines are established to pursue the collection of all receivables, establish an escheatment process for unclaimed property, and write-off accounts determined to be uncollectible; and WHEREAS, financial policies provide transparency and consistency; and WHEREAS, accounts receivables write-off and unclaimed property policies enable the Finance Department and the City Manager to maintain a system of financial controls for the efficient collection and financial reporting of public funds; and WHEREAS, the ability to collect, escheat unclaimed property, or write- off uncollectible receivables is an act that is taken solely for the common benefit of the City and its citizenry. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: SECTION 1. The Accounts Receivable Write -Off and Unclaimed Property Policy attached hereto as Exhibit A and incorporated herein by reference shall govern the collection and write-off of the City's receivables in a manner that is for the common benefit, whether it be through collection, transfer, or write-off. SECTION 2. This Policy, as applicable, shall constitute the procedures and rules governing the collection of all the City's revenue pursuant to Chapter 3.10 of the La Quinta Municipal Code. SECTION 3. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this Resolution which can be given effect without the invalid provision or application, and to this end the 239 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 2 of 8 provisions of this Resolution are severable. The City Council hereby declares that it would have adopted this Resolution irrespective of the invalidity of any particular portion thereof. SECTION 4. This Resolution shall become effective immediately upon its adoption. PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council held on this day of May 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: MONIKA RADEVA, City Clerk City of La Quinta, California (CITY SEAL) APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California LINDA EVANS, Mayor City of La Quinta, California 240 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 3 of 8 *A:11-] 6 r_1 Accounts Receivables Write -Off and Unclaimed Property Policy I. Purpose. It is the City of La Quinta's (City's) policy to prevent the creation of accounts receivables by requiring payment at the time of or before services are rendered. In some cases, however, an accounts receivable account may be established and may become delinquent. It is the City's policy to actively pursue collection of all receivables, regularly review the status of past -due accounts, and write-off accounts determined to be uncollectable. This policy is to ensure all reasonable due diligence has been used to collect accounts receivable, improve measurement of the City's accounts receivables, and ensure the most efficient use of City revenue collection resources. The policy establishes guidelines for the escheatment of unclaimed money, including unclaimed checks, from the City, consistent with the provisions of Government Code Sections 50050 through 50057. This policy also ensures year-end financial statements reflect actual collectible accounts. II. Scope. This policy applies to all City departments and Funds. Types of receivables covered by this policy include, but are not limited to, business licenses, permits, transient occupancy tax, fees for services, mitigation fees, reimbursements, recovery of damage to City property, fines, fees, penalties, false alarms, and legal judgements. Unclaimed property includes, but is not limited to, uncashed checks and overpayments. III. Accounts Receivables and Write -Off Procedures. A. Accounts Receivable Processing 241 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 4 of 8 Terms of payment for all debts to the City shall be net 30 from the invoice date, unless otherwise provided in a contract. Because normal City business is conducted Monday through Friday, due dates that occur on a Saturday or Sunday shall be advanced to the following Monday. Due dates that occur on a City observed holiday shall be advanced to the next business day. B. Written Disputes of Debts If a customer submits a written dispute of the debt, the originating department will have thirty (30) days to evaluate the validity of the dispute and reach a decision. The collection process will be put on hold until completion of the appeal process. A response letter shall be sent to the customer notifying them of the decision. If an appeal is upheld, a new invoice summarizing the amount due will be issued. C. Late Fees and Interest Charges Late fees and interest charges may begin accruing on all eligible accounts receivables not paid within 10 days after the invoice due date. In accordance with Government Code section 16583.1, the City may impose a reasonable fee, not to exceed the actual costs, to recover the collection costs on a past due account. For purposes of this paragraph, eligible accounts are defined as those adopted by resolution with a City fee study. The City shall routinely notify customers when payment is due. To facilitate recovery of the principal balance the elimination of penalties, interest, and/or any other fee(s) that has been applied to an accounts receivable item due to delinquency may be written -off in accordance with the approval authorities in Section G of this policy. D. Payment Plans Payment plans may be granted by City staff with the approval of a direct Manager or Supervisor and the Finance Director or their designee. Payment arrangements may be approved under the following conditions: • All debt due must be paid within 24 months. • A promissory note with a payment schedule must be signed with an agreement including a provision that calls for full payment if the note is defaulted upon. 242 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 5 of 8 A write-off from the City's accounting records does not constitute forgiveness of the debt or gift of public funds. Subsequent collection of an account previously written off will be treated as miscellaneous revenue in the appropriate Fund. E. Collection Agency Only delinquent accounts over 365 days past due and $100.00 or more may be considered for collections. Accounts transferred to a collection account would be considered written off. If a payment is received from the collection agency it will be deposited as miscellaneous revenue in the appropriate Fund. F. Designation of an Account as Uncollectible An account will be considered uncollectible if it meets one or more of the following criteria: • The City's collection procedures have been followed and the account remains unpaid for greater than 365 days after the due date shown on the original invoice; • The debtor cannot be located, nor any of the debtor's assets in the event the assets could be seized, claimed or otherwise used to satisfy debt obligations; • The debtor has no reasonably available assets that may be used for payment of the debt, and there is no reasonable expectation they will have any in the reasonably foreseeable future; • The debt is disputed, and the City has insufficient documentation to pursue collection efforts; • The debtor has died and there is no known estate or guarantor; • The debtor is a company which is no longer in business; • The debt is discharged through legal action (bankruptcy or court judgement). G. Approval Authority for Write -Offs The Finance Department will periodically (but not less than bi- annually) review all accounts receivables. Write-off requests shall include all necessary due diligence documentation. Once Finance staff has prepared the write-off request(s), the qualified accounts will be presented to the Senior Accountant or their designee for 243 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 6 of 8 review and subsequently obtain the corresponding approval(s) based on the following authority levels: Write -Off Approver(s)Approval per fiscal year Finance Director Up to $15,000 City Manager Up to $50,000 City Council Over $50,000 IV. Under and Overpayments. All under and overpayments shall be reported to the City Council prior to becoming the official custody of the City. A. Underpayments Underpayments of less than $5.00 may be waived at the discretion of the City upon approval of the Finance Director; unless the under collected fee constitutes a third -party liability or pass through payment, which must be collected and remitted in full. B. Overpayments In accordance with Government Code Section 50053, individual items of less than $15.00, or any amount if the depositor's name is unknown, that remain unclaimed in the official custody of the City for the period of one year or upon an order of the court may be transferred to the General Fund by the City Council without the necessity of publication in a newspaper. A formal request for refund may be made within one year by the payee. V. Escheatment of Unclaimed Money Procedures. 244 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 7 of 8 Escheatment is the process of identifying customer deposits or unclaimed checks that are considered abandoned. A. Public Notice Money that is not the property of the City that remains unclaimed for a period of more than three (3) years shall become the property of the City forty-five (45) days after publication once a week for two successive weeks in a newspaper of general circulation published in the local agency and the City website. When any such money becomes the property of the City and is in a special fund, the City Council may transfer it to the General Fund. Public notice shall include the following information: • The individual or business name as shown on the issued check; • The amount of the issued check; • The fund in which it is held; • A statement announcing that the money shall become the property of the City on the date that is forty-five (45) days nor more than sixty (60) days after the first publication of the notice. B. Filing a Claim A party of interest may file a claim at any time until the date on which the money becomes the property of the City. The City shall obtain proper identification and assurance that the claimant is owed the money prior to re -issuing such payment. Proof of ownership may include but is not limited to: • The claimant's name, address, telephone number, and Social Security Number or Federal Employer Identification Number; • Proof of identity such as a copy of a driver's license, social security card, or birth certificate; • Amount of the claim(s); • The grounds on which the claim is founded. If a claim is rejected, the party who submitted the claim may file a verified complaint seeking to recover all, or a designated part, of the money in a court of competent jurisdiction within the county in which the notice was published. A copy of the complaint and the summons shall be served within thirty (30) days of receiving notice that the claim was rejected. The City shall withhold the release of the portion 245 Resolution No. 2019- Write Off and Unclaimed Property Policy Adopted: _, 2019 Page 8 of 8 of unclaimed property for which a court action has been filed until a decision is rendered by the court. VI. POLICY REVIEW. The Finance Director shall review this Policy at a minimum of every five (5) years and recommend any changes to the City Manager and City Council. 246 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT STUDY SESSION ITEM NO. 1 AGENDA TITLE: DISCUSS 2019 INDIAN WELLS LA QUINTA IRONMAN 70.3 UPDATE RECOMMENDATION Discuss and review outreach and traffic control plan progress for the 2019 Indian Wells La Quinta Ironman 70.3. EXECUTIVE SUMMARY • On March 19, 2019 Council approved the City's participation and route for 2019. • Council directed staff to provide greater oversight of the traffic control and public outreach plans. • A series of meetings have taken place with traffic control and public outreach teams to develop a work plan. • Public outreach efforts have commenced and the traffic control plan will be completed by May 31, 2019. FISCAL IMPACT • None. BACKGROUND/ANALYSIS On March 19, Council selected a new route, which would avoid Washington Street, improve traffic circulation, provide better neighborhood ingress and egress. Subsequently, four meetings were held with Ironman, La Quinta Police Department, City of Indio, City of Indian Wells, and the City of Palm Desert to dissect portions of the traffic control plan (Attachment 1). The meetings included: • La Quinta Focus: Staff, Ironman, La Quinta Police - Detailed discussion on traffic control, equipment for each lane and intersection, officer placement, channels of communication, neighborhood ingress and egress solutions, strategic placement of signs. • Indian Wells Focus: Staff, Ironman, La Quinta Police, City of Indian Wells - Officer placement, traffic control equipment setup, detour logistics, 247 and strategic sign placement for Miles Avenue, Fred Waring Drive, El Dorado Drive, and Cook Street. La Quinta and Indian Wells Police Departments discussed channels of communication. • Indio Focus: Staff, Ironman, La Quinta Police, City of Indio - Tamale Festival detour, officer placement, traffic control equipment setup, detour logistics, and strategic sign placement for Jefferson Street and detour needs on Fred Waring Drive, Clinton Street, Miles Avenue, and Highway 111 for their residents. • Palm Desert Focus: City staff, La Quinta Police, City of Palm Desert - Palm Desert resident detours as they travel east, strategic sign placement for Cook Street, Deep Canyon Road, Portola Avenue, Monterey Avenue, and Highway 111 & Fred Waring intersection. • County Focus: The City joined Ironman at the Torres Martinez Tribe and Mecca -North Shore community meetings regarding the route. Staff will attend two more Ironman community meetings with Thermal -Oasis and Vista Santa Rosa. The purpose of these meetings is to collect and consider resident feedback for the County portion of the route. SoCal Barricades is developing traffic control plans and La Quinta Police and the City's traffic control engineer are reviewing them to assure they reflect needs discussed during the meetings. There are a total of 26 plans requiring review and at this time 100% are completed and under review. To effectively communicate information to residents, staff met with Ironman to generate a detailed outreach plan (Attachment 2), and Ironman hired Alex Napier as their outreach coordinator. Leading up to the May 31 traffic control deadline, outreach efforts consist of reminders about the race date and prompting communities to schedule meetings with the team. On June 1, outreach will shift focus to communicating details from the traffic control plan. To inform seasonal residents, more thorough and neighborhood specific messages will be communicated in October. As outreach progresses, staff will provide more updates to Council. ALTERNATIVES Prepared by: Jaime Torres, Management Analyst Approved by: Chris Escobedo, Community Resources Director Attachments: 1. Traffic Control Plan 2. Outreach Plan 3. Ironman Demographics ATTACHMENT 1 Timeline Roadmap to race day *City 3119119 Council Approval *Ironman & City 3120119 Public Outreach Commences * Party Responsible for Completion *Ironman 4115119 All Parties In Agreement on Traffic Plan *Ironman 5/15119 Traffic Control Due *Ironman 5131119 Final Traffic Control Stamped and Completed *Ironman 1111119 Hotline Number Activated *Ironman 1114119 Pole Banners Signage deployed *Ironman 1218119 Raceday D 2 3 M z 249 "Yo] Core Team INMAN WELLS Lek QUINTA Alex Napier Ironman Outreach Ef Volunteer Coordinator Jaime Torres Management Analyst Project Facilitator Alexander Johnston Emergency Services Coordinator Emergency Services Lead Michael Tapp LQPD Lieutenant Traffic Control & Safety Lead Paul Huddle Ironman Regional Director Kris G un terson Traffic Analyst Traffic Control Marcie Graham Marketing Manager Public Information Lead Sabrina Houston Ironman Race Director Chris Olsen LQPD Traffic Sergeant Traffic Control & Safety Lead 251 252 TRAFFIC CONTROL BREAKDOWN Top Priorities Washington St. £r HWY 111 1 N. LQ Access I Ave 52 Traffic Flow I Meter Key Intersections � Ironman, LQPD, IWPD Comm I Police recs. � Jefferson St. I Neighborhoods Indian Wells Traffic control influx into Indian Wells: Detour needs I Miles Ave. I Fred Waring Dr. El Dorado I Cook St. I Expectations I Law Enforcement Traffic Control Communication LO Bike Route Turn by turn needs assessment: Staffing I Barricade types Signage I Neighborhood Solutions Police Expectations Indio Jefferson St: Intersection control I Expectations Detours: Fred Waring Dr. I Clinton I Miles Ave. I HWY 111 253 TRAFFIC CONTROL BREAKDOWN CONTINUED Palm Desert Fred Waring £r HWY 111: Freeway Access La Quinta Access I Getting to Indio I Signage Detours I Traffic Control £r Flow I Law Enforcement Traffic Control Communication 255 "Y7 Traffic Control Work Flow Route No Major changes will be made to the route without Council approval. Logistics Any traffic control changes must be approved by either Chris Olsen or Michael Tapp of La Quinta Police. LQPD will share their assessment of the traffic control needed. SoCal Barricades and City engineers will develop plan to reflect expressed needs. Resources More resources will be implemented to this year's traffic control plan. Resources include staff, equipment, lane uses, signal lights, signs, police officers, technology, and any other items necessary for the successful execution of the traffic plan. VM w� M .10 IRQNNUIK 70.1 Sa 10 i 257 "PI:j Timeline Traffic Control *Ironman 3119119 Council Approval * Party Responsible for Completion *City 3128119 Traffic Control Planning (All -hands) *Ironman 4115119 All Parties In Agreement On Traffic Plan *Ironman 5/15119 Traffic Control Plan Due *Ironman 5131119 Traffic Control Plan Stamped and Finalized 259 oi:II] Community Outreach Neighborhood Route Map: Map displaying detours specifically by neighborhood. HOA Letter Outreach: Non -digital letter to communities requesting a meeting and sharing info. HOA Email Outreach: Digital letter to communities requesting a meeting and sharing info. In -person Meetings: Meet with residents, HOAs, neighborhoods, security companies, property management companies. Community Workshop: Targeting non-HOAs; educate public of detours and closures. Theater Ad Space: Run ad in LQ movie theater. Resident & Business Mailer: Info mailer to all addresses in LQ. City Front Counters: Race information handouts for the public at City facilities. Strategies ATTACHMENT 2 Social Media: Announcements, alerts, and marketing. Press Releases: Quickly publicize info that may have significant impact. Weekly Phone Calls: The team will host one call a week to discuss progress. GEM Newspaper: Publicize information non -digitally. Google Doc Ironman: Ironman manages an online public outreach spreadsheet. Farmer's Market: Ironman will be present at all 2019 Farmer's Markets. Microsite Website: City -run site specific to Ironman information; split into three versions. City Picnic: Ironman will be present at event. Route Map: Map displaying route. Neighborhood Route Map: Map displaying detours specifically by neighborhood. n Business Bill Fold Rack Card: Information handout. n Third Party Call Center: Race hotline will be activated 3 to provide residents additional and real time information. M z N 261 MM Outreach Work Flow Schedule A working spreadsheet listing every outreach item has been created. It includes who is responsible for creating the item, deadlines, and day it will be published. Ironman and City will work together to meet every item before the deadline. Outreach Execution All outreach efforts must be approved for brand and outreach standards by Marcie Graham. Interfacing with Community Alex Napier will coordinate face to face meetings and secure positive contact with residents; City staff will heavily assist. Weekly Phone Call The core team will hold weekly 15 minute phone calls. Phone calls will serve as an opportunity to inform entire team on status of all facets of the project. Y�� L IROMr11AA11 tea\ a-V ai'' Timeline Outreach *Ironman & City 3120119 Outreach Commences *Ironman & City * Party Responsible for Completion *Ironman & City *Ironman & City *City *Ironman *Ironman *Ironman & City 3120119 417119 418119 4127119 611119 611119 Weekly Team Farmer's Market Ironman City Picnic Route Map First Outreach Phone Calls Micro-website V1. with Detours Letter and Commence Created Micro-website V2 *Ironman *Ironman *City *Ironman *Ironman *Ironman *Ironman 812 019 First Community Workshop *Ironman 911119 911119 911119 912019 1011119 1011119 1011119 1011119 Farmer's Market Neighborhood Farmer's Market Second Community Second Outreach Resident fr Business Bill Fold Rack Movie Theater Map Published Workshop Letter Mailers Card Ad Space *Ironman & City *Ironman *Ironman *Ironman & City *Ironman *Ironman *Ironman *Ironman 1016119 1111119 1111119 1113119 1114119 1117119 1118119 1211119 Farmer's Market Race Hotline Sunline Schedule Farmer's Market Pole Banners Et Third Community Second Resident Farmer's Market Activated Published CMS Signs Up Workshop & Business Mailers 265 MOO ATTACHMENT 3 ATHLETE DEMOGRAPHICS ATHLETES • Males:2,048 • Femaies: 1,110 • Average Age: 42 • Eldest: 80 • Youngest: 18 0 TOP 10 PARTICIPATING TOP 10 COUTNPIES PARTICIPATING STATES • United States 1. California • Canada 2. Arizona • Brazil 3. Washington • United Kingdom 4. Colorado • Coasta Rica 5. British Columbia • France Canada • Iceland 6. Texas • Switzerland 7. Utah • Guatemala 8. Nevada g. Oregon 10. New York 0 180MMAN. 70*1 I�lD1,4N WELLS LA QU INTA 267 Enjoy Comments. What did you enjoy most about your IRONMAN 70.3 experience? Response The transition areas and finish. Mt husband did his first one with me The city and course were great and the volunteer staff was awesome Course, weather, end of season timing finishing and seeing the other athletes beautiful venue The atmosphere getting to race location Not sure I loved the run course. It was beautiful and not boring! I enjoyed the swim Bike course was super fast. Amazing location for a 70.3 race. I enjoyed the environment and scenery. I enjoyed finishing it even though I was diagnosed with gallstones a week prior and my GI counseled against it! I loved the swim location and rolling start. It was a really pretty course overall. new venue, stayed with my dad in palm desert Finishing! Location, tennis stadium. first race back since 2012 . well organized and professional Created using EFM 269 The course was great. This was my first 70.3. And it lived up to all my expectations. The run was a beautiful course. Liked the rolling hills. Also, tennis garden was a beautiful venue. I loved the swim, the water was nice and clean. The bike course was great and the run was nice and easy. Well organized, great staff and volunteers. Location. My family being there Location and venue I finished. Course, racing with friends Plenty of parking, and space in general. Really enjoyed the seating in and around the village. Great location. The actual race. tennis garden venu and scenery Finishing!! I loved being out in the desert doing this event with some great friends. Weather. Flat bike course. great event The scenery and La Quinta were beautiful As a first timer, I can truly say I enjoyed it all!! The venue, host cities, bike route/ views were all awesome!! The course was great. After the cold swim the weather was perfect and we got lucky it wasn't windy. The experience of it. The bike portion was great as well! Swim and bike were amazing, run because of the golf course was mentality tough. Village for this event was absolutely amazing. Overall good work. the swim was well organized and the fact that it was in fresh water made it great. Created using EFM 270 The volunteer and staff were very helpful. In addition, I love the bike course. flat bike course Location and weather location, weather, and just the general excitement around the event and venue. The flat fast course and helpful staff were the highlights of the trip. I enjoyed the bike course. It was fully closed to traffic. I know residents and drivers were not pleased, but it was a great course Finishing. I really enjoyed participating and i will do it again in St. George UTAH next year. Already signed up Venue is really nice , special the bike trip and place is nice too The swim location was amazing. As the sun came up, the maountains looked like paintings. I even liked the cold water! The community - everyone around you has a positive attitude, including the volunteers. Location, course design, swim in challenging conditions, finish line Beautiful scenery! Everything it was awesome Well organized Bike course and spectator participation The atmosphere. Opportunity to see a new area that I had not been to before. Warm/pleasant weather. The cities of Indian Wells and La Quinta were awesome, and the swim, bike and run courses were great. The host cities and the weather Created using EFM 271 The run! Loved the run on the golf course and AS1 was the BEST! Loved the dancing sharks!!! I always enjoy the race experience Finishing the race I just love doing it - and feeling proud to finish. Swim course IM village was very nice at tennis garden Bike course was nice; run near the tennis courts was nice. Greatly enjoyed the entire event. This was a fantastic venue, great city, and the time of year was perfect! The race The race was great, wonderful weather, good location, etc Great organization and efficiency, support. The experience overall was enjoyable... the best part was having the roads closed on the bike course and the spectator support Finishing! The actual race. Also, the Indian Wells Tennis Center is a great venue. Meeting other athletes, the finish experience, all of the encouragement/support from others during the race. Bike course!!! Bike ride views. The people, the support, the cheering. so much energy to get us through the course. Great weather, fast course. The weather Beautiful setting. Great location that's going to make for a continued success. Thought the course was pretty good. Created using EFM 272 finishing the race The challenge The entire race was awesome. I absolutely loved it. The weather and views/backdrops were amazing. After the swim it was a very enjoyable event temperature wise. Super well run event. Logistics were well planned. Everything was very accessible. Eautiful venue & host cities. Highly recommend to others. I loved the location of the race at Indian Well, CA Great course for racing. Overall the event venue was pretty awesome. First time to Palm Springs/IW/La Quinta area. Finishing People were great Tris and eunning The race itself, the beauty of the surroundings. host location. beautiful. perfect time of year, too!! Weather I loved everything about this race! Run course and Pro Panel. The whole thing. I have raced there many times at that same time of year. Good location and great weather Aid stations always the best out there, professional organization Closed roads. First Ironman and just a fun weekend The venue The support from volunteers, people cheering for you on course... aid stations and volunteers Created using EFM 273 The bike course This race was really well put together, it was extremely affordable. run course Love the La Quinta area! Finishing! I loved the area. The location Bike and run. Closed bike course, felt safe. The scenery was amazing. The beutiful course" Course and weather weather The finish line of course. The village was really nice. Lots of room and real bathrooms! Beautiful mountain back drop great host city and location The overall course and venue were amazing. The location was beautiful! I wish the finish line would have showcased it more. This has become one of my most fondest memories in my life. The day was so perfect from start to finish it was like a magical dream. Everything was perfect. The weather, the courses, the volunteers and everyone around. I honestly was so nervous and afraid of the swim and everyone was worrying about the cold water, but it was perhaps my most favorite part of the day. The water was so clean and refreshing and the volunteers on the canoes were so encouraging and calming. I loved absolutely everything about this event and this day. I live in Redlands and I want to make this a yearly event for my husband and myself. I participate in many events (marathons, centuries, half marathons, and a couple of little triathlons) and this has become one of my absolute favorites events I have ever done. Everything was outstanding. The location was really beautiful and being a part of Team In Training was powerful Created using EFM 274 Everything The great course and location. The village and finish area was amazing. Best 70.3 event area I have been to. Location/venue we had a house in La Quinta when I was growing up in so cal. So it was nice to come back and see the area and how much it has changed Hometown race - nothing better than waking up in your own bed and racing. The city and the views during race day it was close to home. I love the volunteers and the smoothness of the event once it gets rolling Its a pretty town. loved the bike course It was such a very beautiful and relaxing city. We have enjoyed the scenery and quietness away from city. The venue is the best so far compared to other venues! The golf courses the views and serenity makes you very relaxed and ready for the race! The accessibility of many restaurants was so great too for family to enjoy eating! However, the most important is that the course (Run and Bike) is amazing and so enjoyable. But the swim course and the coldness made us little be anxious although temp was good! If the date of this event would be late November to avoid the fear of water temp, I am expecting this event will be sold within minutes! Overall, one of the most beautiful events in Southern California by so far! Great organization and I hope I will be able to do it again! In fact, I can't wait to swim again in this lake []Thank you! The staff was awesome and the course was marked very well, making it very easy to follow. the lake scenery was amazing Finish was fantastic and I really love the run The area was fun to visit and I was glad the water temperature held so we could do a full swim. the town is great and surrounding areas Indian Wells is a spectacular and different location for Ironman Created using EFM 275 weather, water temp, parking The run course. The support The hreat weather, beautiful city and friendly athmosfare Everything was great except the lack of toilets at the swim location, the fact that changing areas were too crowded. Swim and biking! My team members and the volunteers Finishing and the tennis garden I had my best race of the season with a PR. The venue was beautiful, well organized, and as always, the volunteers are amazing! I loved the location. It's close to my home so lots of friendss were there. The Saltin sea tri club support was awesome. My resort in Indian Wells (Hyatt) The weather and the venue were awesome. Great late season race onsite packet pick up, the village, and venue The weather and scenery was great! Finishing. Memorabilia The staff/volunteers Great area with great people and perfect weather and a flat fast bike course. All of it. There wasn't any point during the weekend that made me think I'm not going to do this next year Learning to swim and completing my first triathlon wver SO CAI in december is great. The swim Created using EFM 276 Everything I did it bad knees , aortic valve regurgitation issues recently diagnosed COPD and a whole host of issues but I did it and if I hadn't taken my sweet time at T1 T2 and every aid station I would have done it under 8 hours ...but I learned .. I live here in the deser less than 2 miles from IW tennis garden ... every morning when I drive to work I pass by on miles ave I can't believe I did it! Thank you and I plan on doing it again ... and doing it faster ! all of it 1AII of it The ambience The venue and race itself The beautiful scenery. It was my first swim (because santa rosa 70.3's was cancelled in July) I'm really glad the swim was not cancelled due to the cold on its inaugural year, but I had several friends who had to be pulled from the water due to hypothermia and that was heartbreaking to watch. The whole event from start to finish was great. Indian Wells is a great venue. I enjoyed the bike and run, swim was not fun as the water was too cold. Ironman atmosphere... It being in California. Great volunteers In general, to have an Ironman event local to the LA area! beautiful course The entire run course and finish line area. The RD was accessible and did a great job, especially for a first time event with a split venue. The warm climate The feeling of accomplishment on a beautiful, sunny day Great weather! Great venue! Created using EFM 277 Mountainous view was spectacular during swim & bike. Weather temperature was ideal (although water was slightly chilly but out of anyone control) The run course was very different and interesting. The organization and volunteers were amazing The area was great Location loved the run portion It's IRONMAN! What's not to enjoy The venue was BEAUTIFUL; Beautiful venue and great weather. Safe clear roads during bike Good new course! I really liked the Indian Wells area. I had never been to that part of the state, but its absolutely beautiful and I will be back next year. The run course the location People Very cool to be a part of an inaugural event, and glad to see it be so competitive with a good turnout. Run course was more challenging than expected and probably top feature of the race. Good course and overall event organization The random Horse watching the bikers go by. Great weather, fast bike course. Overall, for an inaugural race, I thought it was pretty great. The volunteers put on course were the positives for me. Dead fish zone on the run was awesome!!! pretty easy logistics Loved the venue --the tennis gardens. Also a great place in general coming from a cold climate. Created using EFM 278 a good course, good weather and a 15 minute PR Everything, it was a great inaugural event and I couldn't have asked for a better debut Ironman experience. the race The venue was awesome and enabled us to have a race/golf vacation all in one trip! The run course was the BEST! Wow! The location of this 70.3 was amazing, as was the time of year (late race). The flat-ish course made for perfect race timing. This is normally my off-season, so it was a perfect race to train for without having to deal with the anxiety of huge hills or elevation on balance with holiday travels (and eating/drinking). La Quinta also made for a super fun winter, family destination with plenty of places to stay and things to do. I really liked the central location being at the tennis facility that was clearly made to hold large groups of people. The race and people course and finish line area Overall it was an incredible experience. I liked that the bike was 1 loop and the run went by everyone a bit. Great crowd support! This was such a beautiful location and race!! It was wonderful. Good job!!!! Overall well run for first time event. Beautiful location and we had great weather. Everything was fantastic. I think the scenery was breathtaking. Finishing The lake we swam in. Everything The whole experience was great. Very surprise for the quality of the event even was the first year. It's Ironman, what is there not to enjoy! Anything is possible! First travel race Run course and bike course Created using EFM 279 The weather was amazing. The run course was nice and spectator friendly. And having a bar at the finish line was awesome!!! finishing it! It was my first so being able to finish with a smile one my face was awesome! The aid stations overall were great. I had a lot of trouble on the bike and when I stopped at an aid station to get help everyone was attentive, kind, and helpful. Also, I know there have been complaints about the run course but I thought it was fun to run and was scenic. The flat bike course and how smooth the race organization went The Race The positive atmosphere that Ironman always brings. From the athletes, to the volunteers, to the spectators, it is always a supportive and fun time. This was a very fun course and the run was scenic. Seeing my teammates on the course and knowing that the support/services/aid were there if need be. Great weather and venue! Location at Indian Wells tennis gardens. the spectators course conditions were pretty ideal, competitive and full field Finishing it. The race day was well run. the LLS TNT experience; camaraderie on the run course; spectators on the bike course towards the end Excellent experience overall. It would have been nice to have the Ironman swag tent more stocked upon completion of the race. Lots were sold out. Tennis garden venue was amazing, also really enjoyed the run through the golf course. It was my first triathlon. There was a lot to take in. I loved the challenge. The support and volunteers were amazing! Beautiful area and great weather!! Venue Great weather great weather and really enjoyed the course, beautiful day. I grew up in Palm springs so fun to race at home The fans cheering you on as you are the champion. Created using EFM 280 How well marked the course was, the number of aid stations and the volunteers. Time of year was was great. Could be a week or two earlier Run it was awesome One of the cleanest T2's and easiest parking we have ever seen! Minus the swim and T1 experience, it was very well put together, organized, and scenic. Weather and friendly town. Finishing race and the other athelits Beautiful venue flat bike course Great venue all around- city, course, time of year. Look, I know there have been hundreds of 70.3 races all over the world. That said, there was every reason to believe that something would get goofed up because this was the initial running at this venue. That absolutely did not happen. Everything, and I mean everything, was nailed down tight. Great job to the organizers, the people on the ground, the phalanx of volunteers, and anyone else that had even the most minor role in putting this race on. I was fully prepared and trained to have a great day -- I just got ambushed by the cold water and no one could have done a damned thina about that. It was a great way to end the 2018 season. The weather and the bike and run The course was beautiful throughout, challenging yet fast with distinct environments for each racing discipline. The field was very competitive as welp drawing top athletes. It was a great experience and wonderful feeling crossing the finish line. Everything ❑ Great time of year. Closed bike course. Nice venue overall with good run course and spectators The race The race! IT was a fun challenging race The chance to race the race Run course was beautiful. Fast bike course. Created using EFM 281 Fast bike course and excellent shuttle and parking service This was my first one and it was a lot of fun. It's my first event but it didn't disappoint, overall it's a nice Event, and will do it again next year The accomplishment is a hard year of training -finishing is the best part always. Racing! The finish line! Very cool Volunteers. I've done about 25x 70.3 events so far and Indian Wells was by far one of the best overall experience!!! Scenery and the use of Indian Wells Tennis Gardens. Hmm, this race was among my least favorite 70.3s, but being from Seattle, I guess I most enjoyed the sun on race day and the closed bike course. I enjoyed s00000 much! I finished! The medal rocks, like the hat, my name was announced as I crossed the finish line, everyone was super supportive (other racers and volunteers). Probably favorite thing was the volunteers, they really made it. Giving out nutrition and drinks, cheering us on, encouraging me when I hit the wall, yelling my name as I passed, simply amazing. Finishing... I loved the location, I'll be back I loved Lake Cahuilla, how the bike course was one loop, and the run on the golf course. Course design. Loved the run! The beauty of the course. The lake was gorgeous, the bike course was inspiring and the run course kept your mind of the pain. The race director, the course, the views, a fast end of season race Volunteers were amazing.... weather was fantastic. Loved the course and how spectator friendly it was .. one of my favorite I enjoyed the bike ride!! I enjoy the camaraderie, the nice volunteers, the backdrop, the weather and completing the course healthy. Created using EFM 282 The run course. Bike course Whole experience was great. Very organized, well worth the money. Being there with team mates. Great course, beautiful scenery, great venue and fantastic host city. Host city. Very well organized event! Run visibility to spectators Bar at the finish. My wife loved that and I got a cold beer and watched some football as friends were still racing. Beautiful area, fast bike course. The whole experience was amazing! Crossing the finish line of course was my favorite. The run was beautiful! The volunteers & staff were helpful & accommodating. The overall vibe amongst the athletes was encouraging & friendly. The weather turned out awesome, the course was a good first time course for me, and all the people were so fantastic! Everything! It was my first one and I will be signing up again because of how great I thought it was organized and ran. Beautiful venue. Seemed like a lot of kayak support for those who needed it. I really appreciated the bike course turns were swept, safe and well directed. I appreciate the golf course putting up with all of us that day. The run course The host city, Indian Wells was a great setting for the race. The athletes and enjoyed talking with everyone Location and the quality of Ironman brand. I loved the bike course and I like point to point. Good finish area. Racing a new course and seeing a new city Created using EFM 283 Lionel winning Location for bike and run course. Location. Friendly people. Palm trees. Overall it was a good race experience. Great 1st race for Ironman in IW Bike course The overall experience and atmosphere I enjoyed the venue and time of year. Usually do a winter marathon and loved doing a winter 70.3 instead! Very well organized event clean city -beautiful view - great volunteers Lodging was very convenient. I stayed across the street and had great access to the venue. Surrounding area was nice for the warmup workouts. I met a new friend on the run and that was pretty awesome. We connected on Facebook through the Ironman web site since someone tagged her on a Finisherpix post. What luck! Challenge, support from others atlets Bike course was phenomenal! I noticed advanced preparation in trying to provide smooth road conditions as potholes were covered with fresh asphalt. Much appreciated!! Overall experience was excellent. Really enjoyed it all. Road conditions for the bike were a bit worse than I expected. Such a beautiful place to race The fellowship of the athletes, and the spectator support coming into the finish line. Love the town prior to this event, so happy to I picked this spot for a new race. It was a fun experience since I got to be with my daughter. City, people, park location, aethestics. Having my family there Created using EFM 284 The race venue (check -in, swim, and parking) was the best I have ever been a part of. The race, the atmosphere. Organisation was really great, especially parking on registration days. The whole experience was enjoyable Stunning venue! The location. What a stunning place to race. Wow! Finishing Indian Wells is amazing. The bike course scenery. Portions of the bime course roads may use improvement. The race itself Swimming at Lake Cahuilla. I loved the area, the weather and the tennis venue It is a great place to have a race The course was great and I liked the time of year. The countryside Beautiful weather, beautiful scenery. Loved the Tennis Garden Venue, but hated the lake site organization and facilities. I LOVED the swim. Bike course was great. I liked that on the run portion, there were many locations for spectators to see the athletes. Very well organized during the race. Bike course was secure and road conditions were awesome The organization and knowing what expect- and it meeting those expectations. Everything was according to plan. I misplaced my car key and the IM staff persevered and found it and notified me ! The overall experience was challenging but still amazing. Tennis garden venue was great. Excellent viewing area for the run, finish line, streets and tennis garden area lined the run course cheering us on The bike course! Also, everyone loved the Indian Wells Tennis facility area -- clean, great parking. Created using EFM 285 Innagural event in an amazing setting close to where we have a second home! It was my first one and it was everything I imagined and heard about. Very well run. Great venue the location, the swim, the run Attending an inaugural event, the cooperating weather Race course Palm Springs was a great host city Accomplishing it! The swim and run course. Bike course was a little to rural and not enough course Marshall's or race officials to hammer drafting, in the 2:20-2:35 hour groups. Great bike course,fun run course The beautiful bike ride Liked the bike course; liked the finish line area. The ease of getting bike after the race. That it was a new race & unfamiliar area. Great set up. No cars near bikes during the race. It was in my home town. The area is beautiful and I liked the lake water temperature. That I finished the event after a difficult swim The race the bike course Location of Ironman Village and T2 was very nice. Great location Created using EFM Volunteers great race and well organized Swim was great. Rolling start, beach start/finish, easy course, lake, temperature were all great. Easy location to travel to with team mates from out of state It was a great first race. The course wasn't too difficult. The location was great except for the logistics with the two transition areas Achieving my first Ironman 70.3! Organization of it all and the venue Even though the swim was cold, the swim was very organized sending three/four people off every five seconds. Very safe. The support was very good in race overall. So happy, Larry Ellison let Ironman use the Tennis Gardens. What a great venue. I enjoyed the fact that the event was super flat and fast. If the roads were better and less turns this would be a #1 venue. The race director needs a big pat on the back. She did an amazing job for an inagural event. I saw her and her staff inserting themselves at the point friction on multiple occasions. She was accessable, friendly and professional. My first Ironman. Enjoyed most of it Crossing the finish line. It was all good. Great weather, very safe bike course everything! Good course, well organized, great venue Just about everything. It was a fun race, and great course for beginners. Great spectator friendly run course. Created using EFM 287 The overall experience The actual race. Great course, well organized finishing The best part was completing the 2nd loop of the run course and coming through the finish line. Bike track The wonderful personalities of the volunteers, location of race, and the ability for the fan base to be spread out throughout the race. I felt treated so special! And I loved the venue and course. great race location, course Great location and weather. The amazing venue Enjoyed Indian Wells in December (city was wonderful, temperature was ideal). The Tennis Center with huge tents protecting from the sun post race was nice. Great bike course flat and fun The bike course was great. Roads were in good shape. They changed it so we didn't have to go down Ave 70, which I was dreading at first. One problem was the initial steep part leaving the lake. My chain came off having to switch gears so fast and the lady standing there said several other athletes had their chains slip off on that part. I enjoyed the weather and doing the event close to where I live. New location, challenging run course, well organized. I survived my first race, completed it and did not get disqualified Awesome host city - Epic course - awesome athlete communication. The Indian Wells Tennis Center was a great venue. Parking was easy. The course- other than all the traffic we caused, it was awesome. Athlete atmosphere Created using EFM 288 Finishing The race was great. I have shared my concerns for the check -in on Saturday, but overall the race was a lot of fun! From an athlete perspective generally well run for a first year race 0 as I would expect from an IM branded race The location!! It was beautiful!! I had never been to the Palm Desert. Oh, and the super flat, fast bike course that took me to a half distamce PR. I thought the riad conditions were great! Especially compared to my roads back home. finish Bike course was picturesque, and as usual, event was well -organized. Doing the race. The swim was refreshing. A lot of people helping others (newbies) like me. The whole event was a great eye opener to the race and I think a perfect first experience. I can't wait to come back next year and conquer that swim as it punished me this time. Palm Springs The race There were some amazing views during the bike course. I really liked the course. The fast bike course and the entertaining run course. The flow of the course was great. Smooth transitions, fast bike course and challenging run. The group.of friends I raced with The venue is pretty nice, it really showed that it was the inaugural event since many things need to improve Loved Indian Wells the town. Also really liked the tennis venue. Was perfect for parking before, during and after event. Athlete village nicely laid out. I loved racing in the cities of Indian Wells and La Quinta, as it is very beautiful out there. I was also very happy to have a race so late in the year. Crossing that finish line! The atmosphere and people attending the race. Created using EFM 289 Excellent venue and course Really love the support that the Ironman volunteers provide while I participate in the sport I love! Good people and the experience 1) location (palm springs valley) 2) flat bike course. 3) the run course. The course the hard race caused changeable of temperature during all the race. The overall experience was good. Nice people and a decent course for the 'off season' Engaging with my community of like-minded athletes and families in a beautiful location and crossing the finish line!! The race volunteers were very polite. Todo estuvo bien, solo aspectos de logistica que mejorar the views, the weather, the finish line of course The course, the volunteers, and the staging/finish area and there were ample facilities for athletes and family. Beautiful venue! the perfect conditions and weather. Indian Wells is a gorgeous venue. Everything was clean, Valid Responses 432 Total Responses 557 Created using EFM 290 City of La Quinta CITY COUNCIL MEETING May 21, 2019 STAFF REPORT STUDY SESSION ITEM NO. 2 AGENDA TITLE: 2019 ANNUAL POLICE SERVICES STUDY BY MATRIX CONSULTING GROUP RECOMMENDATION Receive annual police services study by Matrix Consulting Group (Matrix). EXECUTIVE SUMMARY • In January 2015, the City contracted with Matrix Consulting Group (Matrix) to review police services provided by Riverside County Sheriff Department (RCSD). • Since 2015, Matrix has provided an annual police services assessment and recommendations to increase efficiencies, while meeting the community needs. • This report reflects patrol workload analysis for the 2018 calendar year and workload trends for the last five years, including recommendations (Attachment 1). FISCAL IMPACT — None. BACKGROUND/ANALYSIS Since incorporation in 1982, the City has contracted with the Riverside County Sheriff (RCSD) for police services. Annual contract cost increases accelerated in the mid-2000's (approximately 7-10% annually) and in 2015, the City elected to evaluate services, seek efficiencies and identify cost -saving measures. The City retained Matrix to assess police services and identify if the contracted services aligned with the City's crime profile. Since 2015, Matrix annually reviews police service needs and the police services the City receives. Matrix's studies include a thorough examination of daily patrol hours, the type and number of community generated calls, response time, police programs, and staffing. The objective is to identify efficiencies and savings while maintaining safety and meeting community needs. 291 2018 Findings As in past studies, Matrix continues to recommend an overall patrol service level of 55% committed time and 45% proactive time. Committed time is time used by patrol to respond to calls for services. Proactive time is time available after handling calls for service. This time allows deputies to conduct self - initiated tasks, such as neighborhood/business checks, traffic enforcement, and community outreach/interface. In reviewing the 2018 data, Matrix observed the proactive time level for RCSD increased significantly to 59.5 % due to two factors. First, the workload level decreased; there were approximately 1,500 less calls for service than in 2017. Second, the number of "reports written" was inflated because it also included the amount of citations written by deputies. Citation work was already accounted for in the analysis. Due to this error, Matrix corrected the number of "reports written" in past years, resetting the proactive time levels. In 2017, 3,974 reports were actually written resulting in the proactive time level increasing from 48.1% to a more accurate 54.7%. The 2018 Matrix study conveys: • An increase in proactive time from 54.7% in 2017 to 59.5% in 2018 is due to a decrease in number of community generated calls for service. • The False Alarm Ordinance implemented on October 1, 2017 has helped reduced calls for service by 576 and reduced false police alarms by 17%. • Crime rates continue to trend down. In the last ten years, both violent crimes and property crimes have decreased, making the City a safer community. Matrix Recommendations: • Based on increased proactive time, Matrix recommends reducing the daily patrol hours from 135 to 130. This would mean one less officer, reducing proactive time from 59.5% to 57.6% based on 2018 numbers and a savings of $297,000. • A review of Community Safety Officers' (CSO) workload, daily logs and one- on-one interviews provided a better picture of their activities. The data showed there is sufficient work for them and recommends retaining the CSO's current staffing level. La Quinta Police Department Recommendations: • Delete the vacant unfunded Special Enforcement Team position. 292 • Add a School Resource Officer (SRO) at a cost of $82,500; this cost is 50% of SRO and the other 50% would be paid by Desert Sands Unified School District. In summary, La Quinta continues to be one of the safest communities in the Coachella Valley and was recently declared the 49t" safest cities in California by SafeWise. RCSD continues to provide effective police services, with very good response times to calls for service, and attentiveness to residents' and City needs. Prepared by: Martha Mendez, Public Safety Manager Approved by: Chris Escobedo, Community Resources Director Attachment: 1. 2019 Matrix Annual Report 293 294 ATTACHMENT 1 Patrol Staffing and Workload Update CITY OF LA QUINTA, CALIFORNIA FINAL REPORT matrix consulting group May 8, 2019 295 TABLE OF CONTENTS 1 EXECUTIVE SUMMARY 1 2 EVALUATION OF PATROL SERVICES 8 3 EVALUATION OF THE COMMUNITY SERVICE OFFICERS 44 APPENDIX A - PATROL STAFFING FACTORS AND GUIDELINES FOR 53 COMMUNITIES APPENDIX B - RESPONSE TIME AND PROACTIVE TIME DETAILS FOR 61 CALLS FOR SERVICE APPENDIX C - FBI UNIFORM CRIME REPORT DATA - CRIME IN LA 69 QUINTA FROM 2009 - 2018 296 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 1. EXECUTIVE SUMMARY The City of La Quinta first contracted with the Matrix Consulting Group in January 2015 to conduct a review of police services and crime trends in the City. This is the fourth update to the original report that was presented to the City Council in May 2015. This year's update provides the Patrol workload analysis for calendar year 2018 and shows the workload trends for five years. Another chapter is dedicated to an evaluation of the work of the Community Service Officers — updating their job tasks and conducting an analysis of the field work of the CSOs assigned to patrol services. The goals of the original study were to determine if the level of police services in La Quinta were appropriate and if there were steps that could be taken to reduce the cost of services while still providing a level of policing services that meet La Quinta's needs. Police services for La Quinta are provided through a contract with the Riverside County Sheriff's Department (RCSD) and the cost of these services had been steadily increasing over the years, primarily due to personnel costs. One of the main recommendations in the report was for the City to determine the level of policing services desired in La Quinta by selecting a "proactive time" level to target. High levels of proactive time should result in a higher level of police services such as faster response times to calls for service and more Officer initiated activity such as neighborhood patrols, traffic enforcement, park patrols, etc. A high service level also results in higher costs for the City. The project team recommended at that time (and continues to recommend) that the City target an overall average service level of 45% "proactive time" for regular patrol Matrix Consulting Group Page 1 297 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update officers — this provides a good level of police services that the project team believes is appropriate for the La Quinta community. To achieve this targeted level of service the project team recommended reducing the number of daily patrol hours from the 150 daily patrol hours contracted for in 2014. In May 2015 the City Council elected to reduce the daily patrol hours to 140 hours which was implemented on July 1, 2015. Based on the second year analysis of the data from calendar year 2015 Council again decided to reduce the number of daily patrol hours to 135 beginning July 1, 2016 to move closer toward the 45% average proactive time level. No changes have been made to the number of "daily patrol hours" since that time. In 2018 the overall proactive time level for the La Quinta Police Department increased significantly to 59.5%. This was due to two primary factors. First, the workload level decreased — there were approximately 1,500 less calls for service than in 2017. The second factor was the number of "reports written" used in previous years to calculate Officer workload was artificially high as the number of traffic and parking citations written (over 5,500 for calendar year 2017) were counted as a "report". Due to this discovery the project team made corrections to the number of "reports written" in previous years which resulted in changes to the proactive time levels — this is explained in detail later in this report. The following summarizes the 2018 LQPD workload analysis and compares the results with the prior years: (1) The number of community generated calls for service (CFS) — decreased to 17,017 (from 18,195 in 2017; 17,572 in 2016; 17,879 in 2015 and 17,423 CFS in 2014). This call for service volume, at .41 calls for service per capita, is at the lower end of the range of the 0.4 to 0.6 CFS per capita typically seen by the project team in other law enforcement studies — meaning that the La Quinta community Matrix Consulting Group Page 2 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update request police services less frequently when compared with other communities throughout the United States.' (2) The amount of time to handle a community generated call for service in 2018 increased slightly from last year — 37.2 minutes handling time per call (from time the Officer was dispatched to the call until he/she cleared the call). (3) The response time to emergency calls for service in 2018 was again a very good time — an average of 5.1 minutes (call processing time and travel time for Priority 1A calls), a slight increase from the 5.0 minute average in 2017. (4) Patrol Officers continue to have a high overall average level of "proactive" time of 59.5%. This is an increase from the 54.7% proactive time level in 2017.2 Officers continued to have high levels of proactive time in all hours and acceptable levels of proactive time during the peak workload hours between 8:00 AM and Noon, and 4:00 PM and 8:00 PM. The overall proactive time is an increase of over four percentage points from 2017 and well above the targeted 45% level. The "proactive time" level continues to be the key factor in determining an appropriate Patrol Officer staffing level (the number of "daily patrol hours") needed in La Quinta — the significant increase in the 2018 proactive time level is further discussed later in this report. La Quinta continues to staff the Police Department with other staff that provide additional field services for the city that, when they are on duty, are available to assist Patrol staff to respond to emergency or other types of calls for service when needed. These positions include the Traffic Unit Sergeant and four Traffic Officers, a Special Enforcement Team Sergeant and six SET Officers (which includes one Business District Officer) and six civilian Community Service Officers (four are assigned to Patrol Services). Based on US Census estimate of 41,304 population, dated 7/1/17 2 In 2017 the reports written was adjusted to 3,974 reports which resulted in the overall proactive time level increasing from the reported 48.1 % in last year's report to the actual of 54.7%. Matrix Consulting Group Page 3 ME CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update None of the work hours for these 18 positions or for the Sergeants assigned to Patrol are included in the proactive time calculations discussed above. Below are several items to highlight from this year's analysis and evaluation. The Crime in La Quinta Continues to be Trending Lower One of the very positive trends in the last ten years is that the number and rate of serious crime3 committed in La Quinta has been trending lower. Overall, both the violent crime rate4 and the property crime rate is down significantly when compared to the most recent five year time periods (2009 — 2013 compared to 2014 — 2018). At the same time the population of La Quinta has increased modestly. The violent crime rate decreased over 46.7% and the property crime rate decreased 21.4%. For the crimes of "aggravated assault" and "burglary" the drop was over 50%. All of the crime statistics are shown in the following comparison table. 3 Defined as the Uniform Crime Reporting (UCR) System Part 1 crimes: murder, rape, robbery, aggravated assault, burglary, larceny/theft, motor vehicle theft and arson. They are commonly referred to as the FBI Part 1 Crimes. 4 The "crime rate" compares the number of crimes per capita to account for increasing or decreasing population and is the most significant measure of determining crime trends in a community. Matrix Consulting Group Page 4 300 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Crime Trends in La Quinta Homicide (from 3 to 4) 0.6 0.8 33.3% Rape 6.0 4.4 -26.7% Robbery 30.2 28.6 -5.3% Aggravated Assault 96 38.6 -60.0% Burglary 481 200.8 -58.2% Larceny & Auto Burg 934 927.4 -0.7% Auto Theft 75 67.8 -10.1 % Arson 4.4 2.4 -45.5% Total: 1,628 1,271 -21.9% Violent Crime 133 72 -45.6% Property Crime 1,495 1,198 -19.8% Population 39,610 40,406 2.0% Total Crime Rate (per 1,000) 41.1 31.5 -23.5% Violent Crime Rate 3.4 1.8 -46.7% Propertv Crime Rate 37.7 29.7 -21.4% La Quinta can be very proud of these statistics and the positive changes that have been accomplished in the last 10 years to provide increasing safety in what was already considered to be a safe community. There are many components that contribute to either an increasing crime rate or a diminishing crime rate - including city and regional demographics, education, the unemployment rate, management of the city and the effectiveness of the police department. The project team believes that efforts of the police department can and do reduce crime in a community and that the LQPD has done an excellent job in the effort to reduce crime in La Quinta and maintain a safe community. Analysis of 2018 Proactive Time and the Number of Contracted Daily Patrol Hours The project team believes that La Quinta should continue to target a 45% overall proactive time level for Patrol Officer field services. This level of service provides a patrol Matrix Consulting Group Page 5 301 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update workforce that is able to quickly respond to emergency and urgent community generated calls for service in a reasonable amount of time and also have the opportunity during most shifts to engage in "community policing" tasks and activities. Over the last several years the City has taken steps to move to the 45% level by reducing the number of "daily patrol hours" contracted for with the RCSD. As mentioned above, in calendar year 2014 La Quinta's overall proactive time level was 58%, 54.8% for calendar year 2015, 51.9% in 2016, 54.7% in 2017 and in 2018 it increased to 59.5%. The project team believes that the current workload reasonably allows a further reduction and recommends the number of daily patrol hours be reduced from the current 135 daily patrol hours to 130 daily hours — this staffing level will still provide an overall proactive time in excess of the 45% target. This level of patrol service will continue to provide a high level of service to the La Quinta community and provide a targeted proactive patrol service level that will remain above 45% (recommendation on page 42). Patrol Community Service Officers Have Sufficient Work It was stated in last year's report that the documented workload from CAD for the Community Service Officers (CSOs) showed very low activity. The city requested the project team conduct a specific evaluation of their workload in 2018 to determine if the work of four CSOs assigned to Patrol Operations was needed in La Quinta. To accomplish this a site visit was made, CSOs interviewed and a detailed review of the CSO "Daily Logs" was conducted. This review showed that the CAD record only captures 50% or less of the work tasks that are documented in the CSOs' Daily Logs. The review of the CSO job tasks and documented work shows there currently is sufficient work tasks for Matrix Consulting Group Page 6 302 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update the four CSOs that are assigned to Patrol, however, they do have the capacity to handle additional workload. The project team recommends the city maintain the current staffing level. The details of this evaluation are provided later in this report (recommendations on page 51). The analysis and evaluation of patrol services operations and performance is presented in the next chapter. Matrix Consulting Group Page 7 303 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2. EVALUATION OF PATROL SERVICES The City of La Quinta, through a contract with the Riverside County Sheriff's Department (RCSD), provides a wide range of law enforcement services for its residents that is managed by a Captain who is appointed as the Police Chief and a Lieutenant who is the Assistant Police Chief. The Police Chief is responsible for management and oversight of all police services provided to residents and the Assistant Chief provides the day to day direction to dedicated staff. In contracts such as La Quinta's, although the Captain is designated as the Police Chief, it is the Assistant Chief that typically spends most of his/her time working with the Police Department rather than the "Police Chief". It is reasonable that the Police Chief would spend 10% - 15% of their time during the year working on La Quinta issues and relationships with city officials. However, the Assistant Chief should spend 80% or more of their time being the `hands on' manager and overseer of all aspects of the contract, including crime and crime prevention, investigations in La Quinta, working on budget preparation/issues, attending meetings with community groups, regular (weekly) meetings with the city's appointed PD contact, and regularly providing crime statistics to the city and responding to city requests for other types of information when requested. In some Sheriffs' Departments, providing a good level of service to a contract city is a learned skill — due to the fact that most often when a Lieutenant or Captain is assigned to these roles, it is their first experience in municipal policing and a very different environment. The Lieutenant should view the city as a second "boss" that expects a high level of performance as the city is paying their salary. The internal demands of the Matrix Consulting Group Page 8 304 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update individual Sheriffs' Department and the service orientation of upper management should have this understanding and also provide the direction and time for the Lieutenant to become integrated into the individual city's municipal environment. La Quinta also contracts with the RCSD for additional police services positions that provide management, supervision and additional police related services to the community. These other positions provide administration of patrol and also may assist patrol at calls for service and also conduct their own proactive activities. These positions are: • The Chief (a Captain who is not paid by the City), a Lieutenant and the Assistant Chief, who are paid through the City's contract. • Two Sergeants — for the Special Enforcement Team (SET) and for the Administrative & Traffic Unit • Six Officers for the Special Enforcement Team — this includes the one Business District Officer • Four Officers for the Traffic Unit — two Motor Officers and two Accident Investigation Cars • Two Officers for regional Task Forces — the Violent Crime Gang Task Force and the Coachella Valley Narcotics Task Force • Six civilian Community Service Officers (four in Patrol, two in Admin & Traffic Unit) The following sections provide the analysis and evaluation of the 2018 patrol I,�7R•7iq 0=0Inn- 0 1. FIELD OPERATIONS STAFFING AND WORKLOAD. The data used for this update was obtained from RCSD personnel and the Computer Aided Dispatch system (CAD). Our analysis provides a detailed look at the Matrix Consulting Group Page 9 305 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update field staffing levels, Officer availability, calls for service and other workload as well as calculating "committed" time, "proactive" time and the overall staffing needs in La Quinta. The CAD data obtained included: • Call or Event Number • Date and Time of Initial Incident (Creation of the CAD Case) • Location of Call (Reporting District), Type of Call, Priority of Call • Time of Unit Dispatch, First Unit 'Enroute', First Unit Arrival • Time the Unit Cleared the Call • Beat Unit Identifiers/Radio Call Sign for the Responding Unit • Incident Disposition (e.g., report taken, arrest, citation, etc.) This information serves as the context for analyzing patrol's staffing needs and estimating workload activity, including the identification of community -generated calls for service, as well as Officer initiated activity. This summary description of patrol services in La Quinta is organized as follows: • Patrol Unit Scheduled Deployment • Patrol Officer Availability • Total Calls for Service • Calls for Service by Priority • Calls for Service Handled by Staff • Officer Initiated Activity The first section provides the current patrol unit deployment, showing by time of day the number of patrol units scheduled. Matrix Consulting Group Page 10 306 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update (1) La Quinta's Patrol Schedule and Officer Availability. Patrol Sergeants and Officers were assigned to work a 10 hour shift for all of the calendar year. Staff are assigned to work four days a week and various work days. To provide the current 135 patrol officer hours each day (implemented July 1, 2016) the RCSD has assigned a total of 26 Officers to three shifts: Graveyard (Watch 1) 2200-0800 hours, Day (Watch 2) 0600-1600 hours and Swing (Watch 3) 1400-2400 hours. All staff are scheduled to work on Wednesdays but it does not increase the number of Officers assigned to work in La Quinta or cost to the City — some Officers are assigned to training, others take it off on comp. time, others are assigned special projects. RCSD is change the shift schedule of Patrol Officers from a 10 hour shift to a 12 hour shift. The new shifts are: • Early Days, 0500-1700 hours • Days 0600-1800 hours • Swing, 1400-0200 hours • Graveyard, 1800-0600 hours These new shifts will take effect on May 23, 2019 for La Quinta PD. (2) Officer Leave Hours, Training and Administrative Tasks. An employee is scheduled to work 2,080 hours in a year. The number of shift hours actually worked is reduced by leave hours used, in-service training and other assigned tasks. The RCSD currently factors 253 leave hours annually per Officer and 40 hours for training, equaling 1,787 net work hours of an employee (up from 1,780 hours in 2016).5 This figure is used to calculate the number of Officers needed to provide the 5 The actual "productive hours" worked per employee will vary somewhat from year to year. Matrix Consulting Group Page 11 307 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update hours of daily patrol staffing. Officers also attend some training as part of their normal duty hours which reduces their availability in the field — RCSD staff estimate that an Officer attends 25-45 hours of training annually, depending on the number of hours of specialized training he/she may receive in a particular year. Although the leave and training hours do not directly impact LQPD staffing the calculations are shown in the table below which summarizes Officer availability. Total Annual Scheduled Work Hours 2.080 RCSD Calculated Average Leave Usage (253) Average Training Hours (on duty) (40) Work Hours / % Annual Availabilitv 1.787 85.9% Administrative Time (105 Min. per shift) 312 312 Net Available Work Hours 1,475 70.9% Additionally, the estimated time required for administrative tasks is also shown — this is the time for Officers to attend briefing, personal breaks, attend court, vehicle maintenance, etc. In 2018 an additional 15 minutes (to 105 minutes) was added to administrative time to account for the additional time involved for officers to review body worn cameras videos. Although these tasks reduce an Officer's time to handle calls for service, Officers are almost always available to respond to emergency or urgent calls if needed. (3) Community Generated Workloads. A critical data for the project team's analysis relates to the number of community generated events within the City. As a result, this excludes unit -initiated activity, such as traffic stops, as well as 911 calls that are not responded to because they were cancelled before the dispatch of a unit. Data contained in this section reflects the calls for service Matrix Consulting Group Page 12 1: CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update received in calendar year 2018. The data includes calls that are responded to by any type of unit, including Traffic Officers, SET Officers, CSOs, Sergeants, and Detectives. (3.1) Community Generated Calls for Service by Hour and Weekday. The first table in the series organizes the number of community generated calls for service by hour and day of the week — the volume of calls and the time/day call patterns vary little from 2014 to 2018. In 2018 the volume of calls dropped approximately 6.5% or 1,178 community generated calls. The number of community generated calls for service responded to by La Quinta PD for the last five years are: • 2014 — 17,423 calls for service (16,641 handled by Officers, 782 by CSOs) • 2015 — 17,879 calls for service (16,986 handled by Officers, 893 by CSOs) • 2016 — 17,572 calls for service (16,915 handled by Officers, 657 by CSOs) • 2017 — 18,195 calls for service (17,470 handled by Officers, 725 by CSOs) • 2018 — 17,017 calls for service (15,948 handled by Officers, 1,069 by CSOs) The following table shows the number of community generated calls for service by day and hour that were handled by LQPD in 2018. Matrix Consulting Group Page 13 WIN CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2018 Community Generated Calls for Service — Sworn & Civilian Staff 0000 77 68 54 54 50 50 98 451 1.2 0100 74 50 33 37 48 48 75 365 1.0 0200 75 44 36 27 30 48 66 326 0.9 0300 53 58 38 26 33 33 38 279 0.8 0400 41 34 30 26 28 31 39 229 0.6 0500 26 37 30 25 31 26 38 213 0.6 0600 48 54 59 40 66 47 52 366 1.0 0700 61 89 85 85 112 94 69 595 1.6 0800 81 116 126 125 148 132 85 813 2.2 0900 98 143 148 157 141 132 100 919 2.5 1000 105 167 143 127 144 150 107 943 2.6 1100 107 139 152 154 131 172 137 992 2.7 1200 93 140 171 150 141 132 132 959 2.6 1300 124 142 144 153 138 119 148 968 2.7 1400 129 165 139 162 169 186 123 1,073 2.9 1500 147 163 168 167 154 160 155 1,114 3.1 1600 126 145 135 130 159 145 144 984 2.7 1700 119 163 131 130 149 155 127 974 2.7 1800 122 99 146 132 135 137 130 901 2.5 1900 115 129 128 101 119 138 115 845 2.3 2000 115 105 107 105 128 111 139 810 2.2 2100 94 84 87 97 114 115 111 702 1.9 2200 93 86 69 75 108 112 125 668 1.8 2300 60 63 53 69 74 103 106 528 1.4 Total 2,183 2,483 2,412 2,354 2,550 2,576 2,459 17,017 Ave/day 42 48 46 45 49 50 47 47 LQPD responded to 17,017 unique community generated calls for service, approximately 47 calls per day. The busiest day of the week was Friday with an average of 50 calls. The distribution of calls throughout the day was as follows: • 16.6% occurred during the nighttime hours (midnight — 0800) • 45.7% occurred during the daytime hours (0800-1600 hours) • 37.7% occurred during the afternoon/evening hours (1600-midnight) The 2018 CFS distribution is similar to previous years. The graph on the following page shows a depiction of the hourly call volume. Matrix Consulting Group Page 14 310 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Calls for Service by Hour 1,200 1,000 u 800 0 v 600 E 400 Z 0 2000 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Hour of the Day (1 = Midnight - 0100) (3.2) Sworn Officer Call for Service Workload. Sworn officers are the primary responding units to the vast majority of calls for service. In 2018, sworn staff handled 15,948 calls and for the remaining 1,069 calls a Community Service Officer was the primary unit. The following table shows the distribution of the calls handled by sworn staff in 2018. Matrix Consulting Group Page 15 311 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update CFS Handled by Sworn Staff - 2018 .. 'Ho 0000 77 68 54 54 50 50 98 451 ur 1.2 0100 74 50 33 37 48 48 75 365 1.0 0200 75 44 36 27 30 48 66 326 0.9 0300 53 58 38 26 33 33 38 279 0.8 0400 41 34 30 26 28 31 39 229 0.6 0500 26 37 30 25 31 26 38 213 0.6 0600 47 51 59 37 61 47 51 353 1.0 0700 58 83 81 76 100 82 54 534 1.5 0800 76 108 119 107 131 116 70 727 2.0 0900 92 131 143 142 125 118 88 839 2.3 1000 97 156 136 117 124 127 92 849 2.3 1100 102 129 145 140 121 156 125 918 2.5 1200 87 136 162 133 125 123 116 882 2.4 1300 121 134 137 132 130 109 135 898 2.5 1400 117 153 135 139 151 169 111 975 2.7 1500 133 145 158 140 142 142 146 1,006 2.8 1600 118 130 128 114 147 134 135 906 2.5 1700 117 151 122 123 133 145 122 913 2.5 1800 118 93 141 120 131 128 125 856 2.3 1900 110 120 121 94 113 132 110 800 2.2 2000 114 102 104 100 117 108 133 778 2.1 2100 92 79 83 93 107 110 106 670 1.8 2200 91 84 68 72 106 110 123 654 1.8 2300 60 62 53 69 74 103 106 527 1.4 Total 2,096 2,338 2,316 2,143 2,358 2,395 2,302 15,948 Ave/day 40 45 45 41 45 46 44 44 LQPD sworn staff responded to 15,948 `unique' community generated calls for service in 2018, or approximately 44 per day. Sworn staff handled 93.7% of the total community generated call activity in La Quinta. The following table shows the daily call distribution for the last five years. Matrix Consulting Group Page 16 312 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2014 thru 2018 Calls by Day of Week 2018 2,096 2,338 2,316 2,143 2,358 2,395 2,302 15,948 Average / day 40 45 45 41 45 46 44 44 2017 2,332 2,512 2,434 2,357 2,538 2,732 2,565 17,470 Average / day 45 48 47 45 49 53 49 48 2016 2,163 2,529 2,370 2,295 2,293 2,803 2,462 16,915 Average / day 42 49 46 44 44 54 47 46 2015 2,252 2,498 2,423 2,311 2,472 2,577 2,453 16,986 Average / day 43 48 47 44 48 50 47 47 2014 2,086 2,374 2,343 2,325 2,447 2,617 2,449 16,641 Average / day 40 46 45 45 47 50 47 46 The following table shows the most common call types for sworn staff for the last five calendar years and arranged in order of the call frequency in 2018 - the volume of calls handled in previous years may have been higher or lower (e.g. Suspicious Circumstance, Welfare Check). Most Common Call Types - Sworn Staff Audible Burglary Alarm 2,838 3,414 3,497 3,588 3,609 911 Call From Mobile 1,742 1,771 1,741 1,843 1,531 Disturbance 542 638 577 526 480 Assist Other Department 523 495 509 494 437 Disturbance (Noise) 512 557 538 469 480 Follow Up 501 515 508 460 432 Suspicious Person 467 443 438 432 425 Suspicious Circumstance 328 386 509 490 358 911 Call From a Business 324 524 523 607 758 Welfare Check 321 312 283 296 255 Reckless Driving 303 303 315 283 293 Fraud 299 311 275 275 314 All Other Calls 7,248 7,801 7,202 7,223 7,269 Total 15.948 17.470 16.915 16.986 16.641 The types and frequency of calls handled by sworn staff has not varied significantly during these years, with two exceptions. This was the first full year since the implementation of the false alarm ordinance in October 2017 and the number of "audible Matrix Consulting Group Page 17 313 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update alarm calls" decreased 17%. It is apparent that the ordinance has had its intended impact in reducing the number of false alarm calls. Additionally, the number of "911 calls from a business" has dropped close to 60% since 2014, including a 38% decrease just in the last year. (4) Patrol Beats 41 and 43 Remain the Busiest Beats in La Quinta. The beats are numbered beginning in the northern portion of the City with Beat 40, 41 and 42; Beat 43 is primarily in the "Cove" residential area with Beat 44 east of Beat 43 and Beat 45 in the south portion of La Quinta — refer to the map on the next page. Matrix Consulting Group Page 18 314 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update DARO O NGEGROVE BY IENNER,'; i- 1 NAPLES¢ FAVE44 o O //i. ��A L❑ >RK 7DILLON w VALENC}A40 45 ¢ _ E w PEBBLE-B H 7T BLISS [3 y A MON ❑ o FIES�§ E GRE N ¢ 1 DATE I T z F z X O- r L-VE O AVE 4-7 Will O _ ¢ 6FF A _ - N _ O _ w R 41 U NY T O AVE 48 � ]I — R ti U� PLUM N AMAZON � AV L Q ODz6, - A- 42 g 0 a = TI�pR1 a o m O n GRANrt r� L w z --- AVE z z z0 LQ Y MANDARINA zC S J w CALLE TAMPICO CETRINO w AVE 51 'cb AVE 5 LL oDEACON CITRUS 4lGqLLZ �g O ¢ OLD AVE 52 � AVE 5 v O Oz um' m w a 430�, ¢ 2 0 44 a� N AVE 53 O of Q 4 Z Ow W Z Z Q LLJ7 ¢LU 4 — _ _ e@�� AVE 54 pp C3 ¢ ti rmn = A Q co N_ 7 'A (A D D (A AV E LL O Y v Ow TIBU p AL DO Z a VILLA AIRPORT 45 2 TYMAR W5lSkOpF a 5 VIAL coo?. MERION w HERMITAGE ZO p CSI O Z rn �qZ� AVE 51 � O TOM FAZIO E 59 w _J AVE 60 wq AVE 61 S, 90 PIRKE p% — AVE 52 0 035 La Quinta Beats Matrix Consulting Group Page 19 315 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The following tables show the distribution of calls for service handled by sworn Officers by the beat areas. CFS by Patrol Area - 2018 Ither Total 0000 67 124 72 126 31 24 7 451 0100 45 113 43 91 41 21 11 365 0200 57 75 43 95 28 21 7 326 0300 43 79 29 75 22 25 6 279 0400 43 60 31 51 20 19 5 229 0500 31 48 20 56 17 35 6 213 0600 53 81 42 97 45 26 9 353 0700 94 126 85 124 56 39 10 534 0800 129 154 117 188 60 56 23 727 0900 131 210 126 192 77 67 36 839 1000 130 228 114 205 60 81 31 849 1100 136 276 115 218 63 84 26 918 1200 141 252 134 185 73 75 22 882 1300 140 280 112 181 83 65 37 898 1400 132 298 122 216 80 92 35 975 1500 156 327 128 217 82 64 32 1,006 1600 121 283 124 219 71 63 25 906 1700 116 319 110 234 52 60 22 913 1800 135 291 104 191 67 50 18 856 1900 109 252 104 208 55 55 17 800 2000 113 231 94 210 48 68 14 778 2100 114 193 66 191 47 39 20 670 2200 114 178 83 185 48 35 11 654 2300 82 123 76 157 47 36 6 527 Total 2,432 4,601 2,094 3,912 1,273 1,200 436 15,948 % 15.2% 28.9% 13.1 % 24.5% 8.0% 7.5% 2.7% 100.0% Patrol beats 41 and 43 are the busiest beats, accounting for over 53% of all calls for service. The next table shows the distribution of calls over the last five years. Calls by Patrol Area - 2014 thru 2018 2018 2,432 4,601 2,094 3,912 1,273 1,200 436 15,948 % 15.2% 28.9% 13.1 % 24.5% 8.0% 7.5% 2.7% 100% 2017 2,573 5,112 2,435 4,255 1,287 1,175 75 17,470 % 14.7% 29.3% 13.9% 24.4% 7.4% 6.7% 0.4% 100.0% 2016 2,606 4,797 2,362 4,522 1,234 1,171 99 16,915 % 15.4% 28.4% 14.0% 26.7% 7.3% 6.9% 0.6% 100.0% 2015 2,614 4,305 2,544 4,614 1,373 1,282 100 16,986 % 15.4% 25.3% 15.0% 27.2% 8.1 % 7.5% 0.6% 100.0% 2014 2,457 4,210 2,451 4,437 1,289 1,295 62 16,641 % 14.8% 25.3% 14.7% 26.7% 7.7% 7.8% 0.4% 100.0% Matrix Consulting Group Page 20 9WI- CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The next section examines field patrol workloads by priority type. (5) Calls for Service by Priority Type. The Riverside County Sheriff's Department uses the following "Priority" types to classify a call for service. • Priority 1 — Involve circumstances that pose, or did pose in the immediate past, a clearly defined threat to human life or property and which involve a high level of violence or which have the potential for serious injury. • Priority 1A— Involve circumstances that pose, or did pose in the immediate past, a clearly defined threat to human life or property. • Priority 2 — Involve circumstances that are urgent, but not life threatening, in nature. They are generally disturbances with a potential for violence, minor assaults and batteries, unknown or suspicious circumstances, and certain thefts. • Priority 3 — Involve circumstances which are neither urgent nor life threatening. Many of these calls are simple disturbances of the peace. • Priority 4 — Incidents occurring in the past or "cold" calls; except some felonies. • Priority 5 — 911 cell phone calls without a location (often misdialed calls). • Priority 9 — A miscellaneous category, which includes "Code 5's" (self -initiated surveillance) and "Patrol" (general call, not otherwise defined). Calls by Priority Type 1 22 0.1 % 26 0.1 % 22 0.1 % 28 0.2% 1 A 169 1.1 % 211 1.2% 187 1.1 % 175 1.0% 2 6589 41.3% 7203 41.2% 7,354 43.5% 7269 42.8% 3 6269 39.3% 6815 39.0% 6,408 37.9% 6622 39.0% 4 2765 17.3% 3211 18.4% 2,944 17.4% 2793 16.4% 5 4 0.0% 4 0.0% 0 0.1 % 99 0.6% 9 130 0.8% Total 15,948 100% 17,470 100% 16,915 100% 16,986 100% As shown above, Priority 1 and 1 A calls for service account for less than 2% of all calls for service. These types of emergency calls are infrequent and these statistics Matrix Consulting Group Page 21 317 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update indicates that the RCSD is appropriately classifying incoming calls for service. The majority of the calls for all years were Priority 2 and Priority 3 calls. The percentages for these Priority types are within the ranges seen by the project team in other police studies. (6) Average Times for Response and Handling of Calls for Service. The response to and handling of community generated calls for service is one of the primary tasks of any municipal police agency and one that frequently is the subject of inquiry from city leaders and members of the community. The project team calculated the average times using all of the calls for service reported to the RCSD. The following table shows three individual time components and two overall time components for a community generated call for service: • Call processing time — begins when the call was received in Dispatch and ends when the Officer is dispatched. • Travel time — from the time the call was dispatched until the arrival of the first police unit; it includes delays Officers may have during nighttime hours getting through locked security gates of gated communities (Officers do not have keys or codes). • Call "response" time — the call process time + travel time. This is the time citizens are most often interested in — from the time they call 9-1-1 until an Officer arrives at the scene of the reported incident. • On scene time — from the time of arrival to the time the last unit cleared the call. • Call handling time — sum of the travel time and on scene time. The table below shows the number of Priority types of CFS and the average processing and call handling times (in minutes). Matrix Consulting Group Page 22 318 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2018 Response and Call Handling Times 1 1A 22 1.0 4.9 6.0 116.0 120.9 44 169 0.6 4.5 5.1 50.1 54.6 154 2 6589 3.1 9.1 12.2 28.5 37.6 4,131 3 6269 5.8 10.9 16.6 22.4 33.3 3,477 4 2765 7.1 12.3 19.5 30.3 42.6 1,965 5 4 6.8 11.3 18.1 1.1 12.4 1 9 130 18.8 4.3 23.1 182.8 187.1 405 Total 15,948 4.8 10.3 15.2 26.8 37.2 9,772 The overall average "response" time for the first RCSD unit to arrive at the scene of a call for service is 15.2 minutes. This is consistent with the previous two years overall response time and is essentially the same as 2014. This is an excellent overall response time to all calls and shows that even lower priority calls (Priority 3 and 4) in La Quinta receive a fairly fast response of 16.6 - 19.5 minutes. Officers' response time to the most serious calls for service, Priority 1 and 1A, are significantly faster at 6.0 and 5.1 minutes. These travel times are very good average response times to emergency calls and at the faster end of the 5 - 7 minute range of response times seen by the project team in other law enforcement studies. The average time on scene in 2018 was 26.8 minutes, which was virtually the same as 2017. This on scene time is well within common time ranges seen by the project team in other police projects. Additional tables showing the average processing and call handling times for the prior four years are provided as an appendix to this report, as well as tables showing a detailed breakdown of "travel times". Matrix Consulting Group Page 23 319 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update (7) Officer "Back -Up" Time, Reports Written and Bookings. Officers also respond as backup units to assist the primary officer on many calls for service. The backup Officer data was not able to be exported from the CAD system so the project team used normative values to estimate the number of backup responses and the amount of time spent by the back-up Officer(s) on the incident. The project team has developed a methodology that calculates the number of backup Officer responses at a 50% rate and the time spent on these incidents at 75% of the primary Officer's total handling time.6 The following table shows the primary Officer call handling time and the resulting estimated workload for back-up Officers' responses to the calls. The most important information obtained from this table is the total number of hours required to handle the community generated calls for service in La Quinta over the last five years. B This methodology is based on the project team's experience in hundreds of other law enforcement studies throughout the United States. Matrix Consulting Group Page 24 320 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Hours Required to Handle Calls for Service 2018 Responses to Calls 15,948 7,974 23,922 Call Handling Minutes 37.16 27.9 N/A Calls Handling Hours 9,878 3,704 13,582 2017 Responses to Calls 17,470 8,735 26,205 Call Handling Minutes 37.1 27.8 NA Call Handling Hours 10,754 4,048 14,802 2016 Responses to Calls 16,915 8,458 25,373 Call Handling Minutes 35.6 26.7 NA Call Handling Hours 9,996 3,760 13,756 2015 Responses to Calls 16,986 8,493 25,479 Call Handling Minutes 35.6 26.7 NA Call Handling Hours 10,063 3,779 13,842 2014 Responses to Calls 16,641 8,321 24,962 Call Handling Minutes 34.6 25.9 NA Call Handling Hours 9,593 3,592 13,185 As shown above, the total number of hours required to handle community generated calls for service in 2018 was 13,582 hours - this is a decrease of approximately 1,200 community generated workload compared to 2017. The number of hours decreased due to the approximately 1,550 fewer calls for service. The average handling time of each call remained consistent. In the data collection process for this year the project team, with the help of the LQPD managers, obtained the number of reports written by staff in 2018 - a total of 3,710 reports. This year's ratio of reports written per total calls for service of 23.3% for 2018 is more consistent with the project team's experience with other law enforcement agencies Matrix Consulting Group Page 25 321 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update nationwide. At an estimated 45 minutes per report (the average normative value used by the project team) equals 2,783 hours of report writing time for Patrol Officers. It is important to note that during this process in 2019 it was discovered that the number of "reports" counted in 2017 was incorrect. One of the indicators was that the number of reports written in 2017 was reported to be 8,568, equaling a ratio of 61.3% which is significantly higher than `norms'. Further review by the project team determined that citations were counted as "reports" in 2017 which they should not have been. The project team deleted the citations from the total and used the correct number of reports for 2017, 4,967, and recalculated the proactive time levels for 2017. The overall proactive time level increased from 48.1 % reported in last year's report to the actual of 54.7%. La Quinta Police Officers made a total of 1,329 arrests (649 misdemeanors, 209 felony, and 548 `other') in 2018. There were 755 formal bookings. In prior years the number of arrests for 2014 totaled 912 (512 formal bookings), 856 arrests in 2015 (539 formal bookings), 1,387 arrests in 2016 (unknown number of formal bookings), and 1,114 arrests in 2017 (559 formal bookings). The time Officers take to book prisoners is captured in the CAD record (the Officer is still typically listed in an "on scene" status) so all or almost all of an Officer's time spent handling a prisoner should be captured in the CAD record. Additionally, Community Service Officers commonly transport arrestees to the jail for booking which allows Officers to return to an "available" status. However, the project team included an additional 15 minutes of prisoner handling time for the estimated number of bookings to capture any time that might not have been included in the CAD record — this equaled 189 hours in 2018 (slightly higher than 140 hours in 2017). Matrix Consulting Group Page 26 322 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The project team considers the combination of call handling hours, report writing hours and arrestee processing hours as the minimum number of hours La Quinta Officers spent handling the "community demand" workload (i.e., calls for service and related tasks). The hours total is used to calculate Officers' committed time and proactive time later in this report. 2. OFFICER INITIATED ACTIVITY INCREASED IN 2018 FOR PATROL STAFF. An Officer's time on his/her shift is spent responding to calls for service but also engaging in a number of self -initiated activities during their work hours. These activities include vehicle stops, pedestrian stops, area checks, investigative follow-up, assisting the public, etc. Many, but not all of these incidents are captured by the CAD system — incidents that do not require a report may not be documented in the CAD system but are documented in the Officer's Daily Log which is completed for each work shift.' Community Service Officers also conduct self -initiated activity — an analysis of their work is presented in the next chapter. The self -initiated activity numbers include all sworn staff — Patrol Officers, Traffic Officers, SROs, the Special Enforcement Team and supervisors. The CAD data does not clearly specify if incidents are community generated or initiated by LQPD staff so the project team counted incidents where the arrival time was the same as the dispatch time as a "self -initiated" incident (the other incidents were counted as a "community generated" call for service). The following table shows the day and hour distribution for the incidents that were initiated by sworn staff in 2018. The Officer's Daily Logs were not reviewed for this study. Matrix Consulting Group Page 27 323 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Self -Initiated Incidents —All Sworn Staff 0000 27 18 10 28 24 18 30 155 0100 17 15 18 16 17 27 28 138 0200 14 16 8 16 10 27 21 112 0300 6 16 10 18 10 6 12 78 0400 7 4 7 14 12 7 3 54 0500 2 4 6 2 7 2 23 0600 2 50 88 83 87 89 2 401 0700 6 77 131 133 101 107 11 566 0800 20 94 143 122 143 108 17 647 0900 32 95 119 137 83 89 31 586 1000 34 81 65 158 135 99 41 613 1100 37 79 72 109 130 74 61 562 1200 47 97 100 85 96 98 50 573 1300 50 109 129 148 106 82 60 684 1400 45 108 121 129 82 84 73 642 1500 35 77 86 82 92 72 67 511 1600 38 63 65 67 60 74 80 447 1700 33 43 87 89 90 59 76 477 1800 29 56 66 98 88 41 53 431 1900 29 41 60 54 53 49 42 328 2000 23 31 50 38 51 65 72 330 2100 31 33 24 31 50 47 48 264 2200 16 16 20 21 21 44 31 169 2300 19 12 12 8 11 18 30 110 Total 599 1,235 1,497 1,684 1,554 1,391 941 8,901 Ave/day 12 24 29 32 30 27 18 24 LQPD staff initiated an average of 24 incidents a day in 2018 — this includes all sworn staff. The three incident types of "traffic stop", "citation", and "area check" were the most common types of Officer initiated activity and accounted for 74% of the total number of self -initiated incidents in 2018. For clarification, "traffic stop" indicates a traffic stop where no citation was issued; "citation" indicates a vehicle/bicycle/pedestrian stop in which a citation was issued. The Traffic Units were responsible for 52%, or 4,602 of the self - initiated incidents in 2018 (down from 62% in 2017). The remaining 4,299 incidents were initiated by all other sworn staff and was an increase of over 1,100 incidents from 2017. Matrix Consulting Group Page 28 324 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The following table shows the day and hour distribution for the incidents that were initiated by Traffic Officers in 2018. Self -Initiated Incidents — Traffic Officers Only 0000 17 2 1 2 22 0100 5 1 1 3 10 0200 2 2 0300 1 1 0400 1 1 0500 1 3 4 0600 1 42 86 72 86 83 370 0700 61 124 121 89 86 1 482 0800 78 115 96 117 67 2 475 0900 2 62 78 97 59 43 3 344 1000 4 33 42 107 92 49 4 331 1100 9 34 40 57 78 43 12 273 1200 11 40 50 41 46 48 25 261 1300 12 68 82 79 44 45 16 346 1400 12 49 68 67 38 41 15 290 1500 13 35 49 42 61 32 13 245 1600 11 30 36 35 37 36 27 212 1700 10 22 65 49 41 31 35 253 1800 9 23 38 58 52 20 26 226 1900 5 10 29 32 19 22 17 134 2000 6 8 18 19 11 27 25 114 2100 8 6 12 18 19 28 19 110 2200 6 3 5 9 8 26 9 66 2300 10 2 2 2 4 10 30 Total 151 611 939 1,001 899 735 266 4,602 Ave/day 3 12 18 19 17 14 5 13 LQPD Traffic Officers initiated an average of 13 incidents a day in 2018. This is a decrease from the 5,184 incidents in 2017 — an approximate 11 % reduction. The reasons for the reduction may include an increase in the number of special events Motor Officers are assigned to and additional time required to complete the RIPA (Racial Identity Profiling Act or AB 953) contact form for each stop made. The following table shows the day and hour distribution for the incidents initiated by all sworn staff (referred to just as "Patrol"), except for Traffic Officers. Matrix Consulting Group Page 29 325 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Self -Initiated Incidents — Patrol Officers 0000 10 16 10 28 24 17 28 133 0100 12 14 18 16 16 27 25 128 0200 14 16 8 16 10 27 19 110 0300 6 15 10 18 10 6 12 77 0400 7 3 7 14 12 7 3 53 0500 2 4 6 1 4 2 19 0600 1 8 2 11 1 6 2 31 0700 6 16 7 12 12 21 10 84 0800 20 16 28 26 26 41 15 172 0900 30 33 41 40 24 46 28 242 1000 30 48 23 51 43 50 37 282 1100 28 45 32 52 52 31 49 289 1200 36 57 50 44 50 50 25 312 1300 38 41 47 69 62 37 44 338 1400 33 59 53 62 44 43 58 352 1500 22 42 37 40 31 40 54 266 1600 27 33 29 32 23 38 53 235 1700 23 21 22 40 49 28 41 224 1800 20 33 28 40 36 21 27 205 1900 24 31 31 22 34 27 25 194 2000 17 23 32 19 40 38 47 216 2100 23 27 12 13 31 19 29 154 2200 10 13 15 12 13 18 22 103 2300 9 10 10 6 11 14 20 80 Total 448 624 558 683 655 656 675 4,299 Ave/day 9 12 11 13 13 13 13 12 LQPD Patrol staff initiated 4,299 events, an average of 12 incidents a day in 2018. The most common types of incidents were: Area Check — 1,158; Citation — 985; Follow- up — 626; Attempt Warrant Service — 333; Patrol Assist — 232; and Vehicle Stops — 232. It is important to note that unless a report is written resulting from the Officer Initiated incident, most of the time the incident is not recorded in CAD. However, it is also true that some Officer Initiated incidents are recorded in CAD even through a report was not written. The project team was not able to obtain a clear explanation from RCSD exactly why the CAD system records some Officer Initiated incidents and does not record others. What is clear is that the current CAD system is not a reliable indicator of the Matrix Consulting Group Page 30 326 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update amount of Officer Initiated activity in La Quinta and one of the reasons that Officers completed a "Daily Log" which does document all of their activity. The tables below present Officer initiated activity information but it must be remembered that, due to the inherent problems mentioned above with the CAD system, that these numbers are lower than what is actually done by Officers in the field. Officer Initiated Activity by Day of Week 2018 599 1,235 1,497 1,684 1,554 1,391 941 8,901 Average / day 12 24 29 32 30 27 18 24 2017 488 896 1,531 1,689 1,786 1,370 569 8,329 Average / day 9 17 29 32 34 26 11 23 2016 627 1,093 1,366 1,541 1,588 1,489 793 8,497 Average / day 12 21 26 30 31 29 15 23 2015 550 1,021 1,498 1,508 1,647 1,334 799 8,357 Average / day 11 20 29 29 32 26 15 23 2014 603 931 1,314 1,393 1,490 1,465 836 8,032 Averaqe / day 12 18 25 27 29 28 16 22 Officer Initiated activity averaged 24 incidents daily during this time period which averages approximately one self -initiated incident per Officer per day - this average includes the approximately 50% of incidents initiated by the Traffic Unit. The following table shows the breakdown in the number and percentage of incidents initiated by the Traffic Units compared to Patrol staff. Officer Initiated Activity -Traffic Units and Other Patrol Staff 1 11U�4i11+ �Im Traffic Units 4,602 5,184 4,031 3,954 4,444 Percent 52% 62% 47% 39% 55% Other Sworn 4,299 3,145 4,466 6,230 3,588 Percent 48% 38% 53% 61 % 45% Total 8,901 8,329 8,497 10,184 8,032 In 2018 the number of events by the Traffic Unit decreased by almost 600 while the number of events by Patrol increased significantly (over 1,100). The decrease of Matrix Consulting Group Page 31 327 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update activity by the Traffic Unit is still higher than the average of the previous four years. While the Patrol staff increased its level of Officer initiated activity, it equaled the previous four year average. Again, this data should only be used as an indicator of Officer Initiated activity, representing only a portion of their self -initiated incidents. The next sections provide information regarding the level of committed and proactive time for Patrol Officers. 5. PATROL OFFICERS "PROACTIVE" TIME LEVEL REMAINS SIGNIFICANTLY ABOVE THE 45% TARGETED LEVEL. The previous sections in this report showed the amount of time La Quinta Patrol Officers spent handling community generated calls for service and the tasks related to the calls. There are several primary workload factors used to determine this "community demand" workload — the time spent responding to and handling calls for service, the time spent handling/booking arrestees and the time spent report writing. These workload items and the amount of required administrative time is used to determine overall workload (i.e. committed time) and the amount of time remaining in their shift, referred to as "proactive time". The amount of time spent writing reports is one of the three main workload tasks used to determine the overall "proactive time" level. In this year's collection of data the number of "reports written" provided to the project team by the RCSD was significantly lower than previous years. After confirming that the number of reports written in 2018 (3,710) was correct the project team reviewed previous years "report writing" numbers to determine the reason for the inconsistency from previous years. It was discovered the number of reports written reported to the project team in the previous four years (2014 — 2017) was higher than the actual number of reports written as it also included the number Matrix Consulting Group Page 32 328 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update of traffic and parking citations that were written by LQPD staff. The number of citations written during the year is a significant number and the time to complete the citation is already accounted for in the CAD record of Officers' time. It is important to note that the CAD data provided to the project team in each of the last five years includes a data field labeled "written" which lists for each incident whether or not a report will be written for the incident. In previous years RCSD staff has stated that the number listed in the "written" data field, for various reasons,$ is somewhat lower than the actual number of reports written. However, this data is fairly consistent for all five years. The project team used this data and the more detailed report writing data from 2017 and 2018 to develop a methodology to more accurately determine the number of reports written in 2014, 2015 and 2016. The first table shows the total number of CFS in each year and the number of "written" from the CAD data. CFS - all units 17,423 Reports Written (CAD data) 3,264 Report Ratio 18.7% 17,879 17,572 18,195 17,017 3,058 3,052 3,290 3,279 17.1% 17.4% 18.1% 19.3% The above table shows, according to CAD the data, that approximately 17% - 19% of all community generated calls for service required written report documentation — the percentage is fairly consistent over all five years. The following table shows that in the last two years that LQPD staff wrote reports for 27.3% of the calls in 2017 and for 21.8% of the calls in 2018. The project team, to 8 There are several reasons the number is lower: a decision in the field to not to write a report may later be changed, miscommunication between the officer in the field and dispatcher (who completes the data field in CAD, other LQPD staff that write a report in RMS but is not documented as a CAD incident, etc. Matrix Consulting Group Page 33 329 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update provide a conservative estimate of the actual number of reports written, used a "report writing" ratio of 28% for all community generated calls for service. This methodology and results are shown in the following table. •pvl":(a6 Reports Written (from RMS system) % Reports Written as ratio of CFS Estimated % Reports Written as Ratio of CF Reports Written (estimated for 2014-2016) Original Number of Reports Used Difference 2:.4 S ,:.5� � ��:yr��:yr88 na na na 4,967 3,710 -- -- -- 27.3% 21.8% 28.0% 28.0% 28.0% -- -- 4,878 5,006 4,920 4,967 3,710 10,248 10,105 8,187 8,568 3,710 (5,370) (5,099) (3,267) (3,601) 0 The project team recalculated the committed time and proactive time using the more accurate report writing workload numbers for 2014 - 2017 which resulted in the adjusted overall proactive time percentages shown below. 403ua :: Originally Reported Committed Time % 42.0% 45.2% 48.1 % 51.9% 40.5% Originally Reported Proactive Time % 58.0% 54.8% 51.9% 48.1% 59.5% Correct Committed Time % 36.6% 40.0% 42.3% 45.3% 40.5% Correct Proactive Time % 63.4% 60.0% 57.7% 54.7% 59.5% Increase from Original Proactive Time % 5.4% 5.2% 5.8% 6.6% --- The fewer number of reports written in the previous four years has significantly increased the overall proactive time percentages above what has been previously reported. The following summarizes the overall proactive times from 2014 - 2018: • Calendar year 2014 - the average committed time was 36.6% and average proactive time was 63.4% (150 daily patrol hours all year). • Calendar year 2015 - the average committed time was 40.0% and average proactive time was 60.0% (six months at 150 daily patrol hours and six months at 140 hours). • Calendar year 2016 - the average committed time was 42.3% and average proactive time was 57.7% (six months at 140 daily patrol hours and six months at 135 hours). Matrix Consulting Group Page 34 330 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Calendar year 2017 — the average committed time was 45.3% and average proactive time was 54.7% (135 daily patrol hours all year). Calendar year 2018 — the average committed time was 40.5% and average proactive time was 59.5% (135 daily patrol hours all year). The city continues to contract for 135 daily patrol hours since July 1, 2016. The following sections review the data and assumptions used to calculate the level of committed and proactive time for La Quinta Patrol Officers. (1) Assumptions Utilized to Calculate Workload Levels for 2018. There are several points of information and analytical assumptions that were utilized in the calculation and analysis of Officers' committed and proactive time level: Using the actual community generated calls for service obtained from the CAD data for a 12 month time period handled by LQPD sworn staff. This number excludes civilian CSOs or staff from another agency, all Officer initiated activities (such as traffic stops), administrative activities and calls cancelled prior to an Officer being dispatched (calls where the Officer is cancelled after being dispatched but before arrival at the scene are included). • Patrol Officers are credited with handling all of the calls for service for the year even though another officer (e.g. Motor Officer, SET Officer) handled some calls without assistance from a Patrol Officer. • A normative value of a 50% back-up rate (i.e. an average of 1.5 Officers per call for service) was used as CAD data for back-up Officers was not available. • Meals and other breaks are taken evenly across all hours of a shift. • In 2017, administrative time was increased from 90 minutes per shift in previous years to 105 minutes per shift and 105 minutes was used for 2018 also. This was to account for time required to process body worn cameras video. Administrative time includes other tasks such as attending roll call, meal breaks, vehicle servicing and meeting with a supervisor. The volume of calls for service throughout the day (the percentage for each four hour time period) was used to allocate the number of reports written. Patrol Officers wrote 100% of the reports written by LQPD staff (see section immediately above). Matrix Consulting Group Page 35 331 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Prisoner handling time is captured in the CAD record (the project team added an additional 15 minutes per booking in case some data was not captured in CAD). LQPD provided 135 daily patrol hours to the community in 2018, equaling 49,275 hours annually. The 2018 committed time / proactive time calculations utilizing these assumptions are used in the following section. (2) Patrol Operations Committed Time and Proactive Time Analysis. This table uses the 135 daily patrol hours for the year - a total of 49,275 patrol hours and the same usage of leave time as in prior years. The following table calculates the time that Patrol Officers' were committed to the various reactive workload (community generated calls for service and the related tasks) and the resulting percentages of "committed time" and "proactive time". 2018 Committed and Proactive Time .ii2000- Total J Patrol Staff Allocation 11.79% 19.16% 14.74% 21.47% 13.47% 19.37% 100.0% Hours Staffed 5,810 9,441 7,263 10,579 6,637 9,545 49,275 Administrative Time 996 1,618 1,245 1,813 1,137 1,636 8,444 Available Work Hours 4,814 7,823 6,018 8,766 5,500 7,909 40,831 Calls for Service (CFS) 1,421 1,329 3,333 3,761 3,475 2,629 15,948 % of Total CFS 8.9% 8.3% 20.9% 23.6% 21.8% 16.5% 100% 1st Officer Minutes / CFS 37.2 37.2 37.2 37.2 37.2 37.2 37.2 1st Unit Hours 880 823 2,064 2,329 2,152 1,628 9,878 Back -Up Unit Responses 711 665 1,667 1,881 1,738 1,315 7,974 Back Up Minutes / CFS 27.9 27.9 27.9 27.9 27.9 27.9 27.9 Back Up Officer(s) Hours 330 309 774 874 807 611 3,704 Reports Written 331 309 775 875 808 612 3,710 Report Writing Time 248 232 582 656 606 459 2,783 Bookings 67 63 158 178 165 124 755 Prisoner Handling Time 17 16 39 45 41 31 189 Total Committed Hours 1,475 1,379 3,459 3,904 3,607 2,729 16,553 Total Proactive Hours 3,339 i 6,444 2,559 4,863 1,893 5,180 24,278 Committed Time Percent 30.6% 17.6% 57.5% 44.5% 65.6% 34.5% 40.5% Proactive Time Percent 69.4% 82.4% 42.5% 55.5% 34.4% 65.5% 59.5% Matrix Consulting Group Page 36 332 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update These calculations show that Patrol Officers spent approximately 40% of their working hours handling community generated calls for service and the related tasks, leaving an overall "proactive time" average of approximately 60%. This overall proactive time percentage is higher than the 2017 level of 54.7% and is still above a targeted 45% proactive time level. There are several changes to note in several of the four hour time blocks when comparing 2018 proactive time to the 2017 proactive time results: • Between 0800 and Noon the proactive time level increased to 42.5% — it was 34% in 2017. The primary reason is due to the approximately 400 fewer calls for service. • Later in the afternoon, between 1600 and 2000 hours the proactive time level increased again to 34.4%. These changes show the difference that a reduction in calls for service and accurate (lower) report writing numbers have from prior years. All of the time blocks throughout the day have good levels of proactive time, however, the 1600-2000 hour time block is under 35%. (3) Five Year Summary of Proactive Time The project team also compiled a summary of the last five years deployment, workload and proactive time information — presented in the following table. Matrix Consulting Group Page 37 333 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2014 - 2018 Workload and Proactive Time 2018 Staff Hours 5,810 9,441 7,263 10,579 6,637 9,545 49,275 Calls for Service 1,421 1,329 3,333 3,761 3,475 2,629 15,948 Committed Hours 1,475 1,379 3,459 3,904 3,607 2,729 16,553 Proactive Hours 3,339 6,444 2,559 4,863 1,893 5,180 24,278 Committed Time 30.6% 17.6% 57.5% 44.5% 65.6% 34.5% 40.5% Proactive Time 69.4% 82.4% 42.5% 55.5% 34.4% 65.5% 59.5% 2017 Staff Hours 5,810 9,441 7,263 10,579 6,637 9,545 49,275 Calls for Service 1,480 1,346 3,703 4,155 3,918 2,868 17,470 Committed Hours 1,584 1,441 3,963 4,447 4,193 3,070 18,698 Proactive Hours 3,277 6,460 2,114 4,406 1,361 4,917 22,535 Committed Time 32.6% 18.2% 65.2% 50.2% 75.5% 38.4% 45.3% Proactive Time 67.4% 81.8% 34.8% 49.8% 24.5% 61.6% 54.7% 2016 Staff Hours 5,901 9,590 7,377 10,746 6,742 9,695 50,050 Calls for Service 1,471 1,335 3,410 3,940 3,949 2,810 16,915 Committed Hours 1,543 1,400 3,576 4,132 4,142 2,947 17,741 Proactive Hours 3,402 6,635 2,605 4,872 1,507 5,176 24,197 Committed Time 31.2% 17.4% 57.9% 45.9% 73.3% 36.3% 42.3% Proactive Time 68.8% 82.6% 42.1 % 54.1 % 26.7% 63.7% 57.7% 2015 Staff Hours 6,497 9,743 6,497 10,556 8,118 11,369 52,780 Calls for Service 1,383 1,374 3,547 3,966 3,818 2,898 16,986 Committed Hours 1,456 1,446 3,733 4,174 4,018 3,050 17,877 Proactive Hours 4,046 6,805 1,769 4,765 2,856 6,577 26,818 Committed Time 26.5% 17.5% 67.8% 46.7% 58.5% 31.7% 40.0% Proactive Time 73.5% 82.5% 32.2% 53.3% 41.5% 68.3% 60.0% 2014 Staff Hours 8,760 9,127 9,488 9,488 9,127 8,760 54,750 Calls for Service 1,372 1,264 3,308 4,104 3,762 2,831 16,641 Committed Hours 1,406 1,295 3,390 4,206 3,855 2,901 17,054 Proactive Hours 6,060 6,484 4,697 3,881 3,924 4,565 29,611 Committed Time 18.9% 16.7% 42.0% 52.1 % 49.7% 38.9% 36.6% Proactive Time 81.1 % 83.3% 58.0% 47.9% 50.3% 61.1 % 63.4% In 2015 the project team recommended that La Quinta target an overall 45% proactive time level for patrol services. This is a good level of proactive time that allows regular Patrol Officers time during their shifts for various administrative tasks while also Matrix Consulting Group Page 38 334 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update having availability to perform a good level of proactive policing in the field, including traffic enforcement, targeted patrol efforts to address specific beat issues/problems, walking patrol, and other tasks initiated by the Officer or directed by an Officer's supervisor. The overall workload level as expressed in Officers' "committed" hours is the most significant factor in determining the level of staffing in a community. However, another significant factor is that a police agency must maintain a minimum number of Officers during all hours of the day to provide for basic safety of Officers while on patrol and the ability of the Department to handle at least one critical incident. These factors combined must be evaluated and considered in the staffing and deployment of police resources in La Quinta and all communities. In La Quinta, for example, this reasonably requires a minimum staffing level of one Sergeant and four Officers on the Graveyard shift — this is the current deployment. Although this results in proactive time levels between approximately 65% and 80% between midnight and 0800 hours, this staffing level is necessary for the reasons stated above (however changing the dayshift start time by one hour as mentioned above would still be beneficial to balance proactive time). Over the last few years La Quinta has reduced the number of daily patrol hours from 150 in 2014 to 135 daily patrol hours beginning on July 1, 2016. This has resulted in cost savings for the city while still maintaining a high service level to the community. (5) Potential Impacts to Patrol Officers Workload The number of calls for service has been fairly consistent over the last five years with a decrease of 8.7% from 2017 to 2018 (calls increased slightly in 2015, decreased slightly in 2016, and increased slightly in 2017) but it is also possible that the volume of calls for service could increase in the future. Matrix Consulting Group Page 39 335 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The project team made projections assuming a reduction in the number of daily patrol hours to 130 and also increases in the volume of work of 2%, 5% and 10%. The first table shows the results if La Quinta PD had been staffed at 130 daily patrol hours for 2018. 2018 Proactive Time Levels at 130 Daily Patrol Hours Staff Hours 5,594 9,091 6,994 10,188 6,392 9,191 47,450 Calls for Service 1,421 1,329 3,333 3,761 3,475 2,629 15,948 Committed Hours 1,475 1,379 3,459 3,904 3,607 2,729 16,553 Proactive Hours 3,124 6,094 2,290 4,471 1,647 4,827 22,453 Committed Time 32.1 % 18.5% 60.2% 46.6% 68.6% 36.1 % 42.4% Proactive Time 67.9% 81.5% 39.8% 53.4% 31.4% 63.9% 57.6% If La Quinta had staffed at 130 daily patrol hours in 2018 the overall proactive time level would have been 57.6% instead of 59.5%. The following shows the proactive time percentage with increasing workload levels at 2%, 5% and 10% above the 2018 workload. Matrix Consulting Group Page 40 336 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Proactive Time Levels at Increased Workload Levels 2% CFS Increase Staff Hours 5,594 9,091 6,994 10,188 6,392 9,191 47,450 Calls for Service 1,449 1,356 3,400 3,836 3,545 2,682 16,267 Committed Hours 1,498 1,401 3,513 3,964 3,663 2,771 16,810 Proactive Hours 3,101 6,073 2,236 4,410 1,591 4,784 22,196 Committed Time 32.6% 18.7% 61.1 % 47.3% 69.7% 36.7% 43.1 % Proactive Time 67.4% 81.3% 38.9% 52.7% 30.3% 63.3% 56.9% 5% CFS Increase Staff Hours 5,594 9,091 6,994 10,188 6,392 9,191 47,450 Calls for Service 1,492 1,395 3,500 3,949 3,649 2,760 16,745 Committed Hours 1,532 1,433 3,594 4,055 3,747 2,835 17,195 Proactive Hours 3.067 6.041 2.156 4.319 1.507 4.721 21.811 Committed Time 33.3% 19.2% 62.5% 48.4% 71.3% 37.5% 44.1 % Proactive Time 66.7% 80.8% 37.5% 51.6% 28.7% 62.5% 55.9% 10% CFS Increase Staff Hours 5,594 9,091 6,994 10,188 6,392 9,191 47,450 Calls for Service 1,563 1,462 3,666 4,137 3,823 2,892 17,543 Committed Hours 1,589 1,486 3,728 4,207 3,887 2,941 17,838 Proactive Hours 3,009 5,987 2,022 4,168 1,367 4,615 21,168 Committed Time 34.6% 19.9% 64.8% 50.2% 74.0% 38.9% 45.7% Proactive Time 65.4% 80.1 % 35.2% 49.8% 26.0% 61.1 % 54.3% Based on previous years' data it is unlikely that the number of calls will increase significantly; the recent trend (from 2017 to 2018) has been a reduction in the number of calls for service. One of the reasons for the reduction has been the implementation of the false alarm ordinance last year. However, even if calls for service increased by 2% - 10% and La Quinta was receiving 130 daily patrol hours the City would still have a good level of proactive time for Patrol Officers. There were several changes that occurred in 2018 that had the potential to have an impact on patrol workload. As anticipated, the implementation of the false alarm ordinance increased the level of Patrol Officers proactive time: Matrix Consulting Group Page 41 337 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update False Alarm Ordinance — La Quinta has implemented a false alarm ordinance on October 1, 2017. This ordinance reduced the number of calls for service for building alarms. The PD responded to about 3,500 building alarms annually. There were 3,497 burglary alarm calls in 2016 and it was only reduced by approximately 80 calls or 2.4% (to 3,414 calls) in the last few months of 2017. For 2018, the first full year of the ordinance, burglary alarms decreased by 576 (out of a total decrease of 1,522 CFS). There were 2,838 burglary alarm calls, compared to 3,414 in 2017. This equated to a 17% decrease in burglary alarm calls. Since this was the first year of the ordinance, it would be anticipated that this would be the largest one-year decrease. Subsequent years would likely see much more modest decreases, and would eventually stabilize in a few years. Implementation of AB 953, Racial Identity Profiling Act (RIPA) — this bill requires a law enforcement agency with more than 1,000 officers, beginning April 2019, to report details about the stop and actions taken by Officers in their agency. Completion of this form is required for officer -initiated activity as well as detentions and vehicle stops at a call for service — whether or not a traffic citation is issued. It is estimated the required documentation for an officer in the field will take from 5 to 15 minutes to complete per detention (most often a vehicle or pedestrian stop), depending on the circumstances and the number of people involved in the stop. LQPD officers began filling out the "RIPA form" in mid-2018. In 2018, LQPD, excluding Traffic Officers, made 1,300 vehicle and pedestrian stops where this form would likely need to be completed. Allowing an average of 8 minutes documentation time per incident would equal an additional 90 hours of `report writing' required (180 per year, but half that amount would have been captured in the 2018 data since LQPD implemented the form mid -year). If the number of stops remains the same (which is unlikely as additional required documentation will reduce the number of discretionary stops made by Officers) it would have a minimal impact on Patrol Officers' overall proactive time level. The greatest time impact of this law will be on Motor Officers. They made approximately 4,300 vehicle and pedestrian stops where this form would likely need to be completed. This would require approximately 200 hours annually (again, half the amount due to mid -year implementation) at 5 minutes per form for Traffic Officers to complete. It will reduce Traffic Officers' productivity but since Traffic Officers work hours are not factored into patrol workload calculations, it will have no effect on the overall proactive time levels shown in this report. With full implementation in 2019, it would be anticipated that the average time spent on a traffic/pedestrian stop will increase due to this requirement. School Resource Officers — The number of School Resource Officers was reduced from three SROs to one SRO on July 1, 2017. Having fewer SROs in the schools was anticipated to increase calls for service that Patrol Officers would Matrix Consulting Group Page 42 338 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update respond to at the schools, but with the overall reduction in CFS for the year, it does not appear to have had a significant impact on proactive time. The project team continues to recommend moving toward the 45% proactive time level and, even taking into consideration the above items, a reduction to 130 daily patrol hours will still continue to provide a good level of service to the community. It is important to realize that, while only the 135 daily Patrol hours are used to determine the level of proactive time, the implementation of AB 953, the elimination of one SET Officer position and the reduction to one SRO was anticipated to possibly decrease the level of proactive time but due to the significant decrease in CFS, this did not occur. There are other sworn and civilian staff (Traffic Officers, SET Officers, CSOs) working in the field that can and do assist Patrol Officers on a regular basis — either by providing backup assistance at calls or handling calls in place of a regular beat Officer. The project team believes that the current and anticipated patrol workload allows a further reduction from the current 135 daily patrol hours to 130 daily hours as a reasonable measure to realize cost savings while continuing to provide a good level of service to the community. Recommendation: Reduce the number of daily Patrol hours to 130 hours daily. Matrix Consulting Group Page 43 339 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 3. EVALUATION OF THE COMMUNITY SERVICE OFFICERS La Quinta contracts for six Community Service Officers (CSOs) — four of the CSOs are assigned to Patrol Operations and two CSOs are assigned to Crime Prevention. The first section reviews the work of the two Crime Prevention CSOs. 1. CRIME PREVENTION CSOs The two Community Service Officers assigned to provide crime prevention services have the following job duties that have been updated below based on interviews with the CSOs in February 2019: Daily • Social media — check press releases daily and post on Facebook and NextDoor; post crime prevention tips. Acts as the social media coordinator for the PD (Facebook page, etc.). • Staff the La Quinta sub -station front desk — take reports, answer phones. • On line crime reporting — check the website and process reports; conduct follow- up with the reporting party as necessary, completing the report for entry into the Records Management System. • Citizens on Patrol (COP) and LQPD office volunteers — coordination of the program and volunteers • Assist other LQPD work units as needed/requested. Weekly • Maintain false alarm log and tracking; coordinate with city staff on incidents. • Substation tasks: check computers/printers, stock with supplies. Monthly • Coffee with a COP — event coordination. • Monitor the Vacation Home Check program. Matrix Consulting Group Page 44 340 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update • Neighborhood Watch program (about one meeting per month — Trilogy, Cove) and regular follow-up with group captains. • Citizens on Patrol (COP) meeting and training. Quarterly, Annually and `As Needed' • Event coordination: Tip -a -Cop, Bike Rodeo (March), City Picnic and Birthday Bash (April), Christmas toy drive, Safety Fairs (e.g. La Quinta Resort, Boys & Girls Club), traffic control for Triathlons (Iron Man, Hits and Desert) and other festivals, Coachella Valley Chiefs of Police event, Desert Classic golf tournament, music festivals, JFK Career Day and Disaster Drill (2 day event), also other events when LQPD is requested to participate. • Public Outreach — Crime Prevention Expo at City Hall; staffing a booth at the downtown Farmer's Market to provide crime prevention information and interact with the public, child car seat event/training. • Business District meetings (quarterly). • Law Enforcement and Private Security (LEAPS) — collaboration and coordination. • LQPD Quarterly Report and Annual Report — obtaining and publishing the information. • Fraud prevention presentations. • Crime Prevention through Environmental Design (CPTED) program — also conducting home and business crime prevention surveys as requested. • Knox Box program — processing requests, assist after installation. These two CSOs coordinate the above listed programs, work in the field as needed for special events and also assist with any other tasks that arise. Some of their primary tasks would be better accomplished with increased communication and coordination with other City of La Quinta staff that assist on these and other community programs. As an example, more frequent coordination with City of La Quinta code enforcement staff would be beneficial when dealing with neighborhood or business issues where both Departments should coordinate with each other to resolve Matrix Consulting Group Page 45 341 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update the issue. It would be appropriate for monthly information sharing and coordination meetings with city staff to increase awareness and appreciation of the various tasks and events in the city. 2. THE PATROL COMMUNITY SERVICE OFFICERS WORKLOAD IS NOT ACCURATELY REFLECTED IN THE CAD SYSTEM. There are four CSOs assigned to Patrol. Two CSOs are assigned to Day shift (0600-1600), one works Sunday — Wednesday and one works Wednesday — Saturday which provides coverage seven days a week and an overlap day on Wednesday. The other two Patrol CSOs work the same workdays but work swing shift (1600-2400) — CSOs are no longer assigned to the graveyard shift. The Patrol CSOs wear a uniform different from sworn staff and drive marked patrol units. They are assigned to handle low risk/low priority calls for service, assist Patrol Officers on incidents and transport arrestees to jail when appropriate (i.e. a cooperative arrestee). In previous years the CAD data download of incidents handled has been the only tool used to obtain workload data for the Patrol CSOs. The low number of CAD incidents credited to the CSOs was due to only one officer being attached to any one call for service or other incident. Often CSOs were the secondary responders to a call and therefore none of their time spent at the call was documented in CAD. As reported last year, in 2017 they were the primary responding unit to 725 community -generated calls for service — in the previous three years they handled 782 calls in 2014, 893 calls in 2015 and 657 calls in 2016. This is an overall average of 2 — 3 calls per day which is a very low call for service workload (using the available CAD data) for the two CSOs that are on duty daily. Matrix Consulting Group Page 46 342 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update It became apparent that the CSO workload level could not be determined from the CAD data alone, but would need to include the "Daily Logs" they complete for each shift worked. Because of this the city requested the project team to conduct a review of the Patrol CSOs and obtain a more complete evaluation of their actual workload using their Daily Logs. The evaluation for calendar year 2018 includes both the CAD data analysis and also a manual analysis of their Daily Logs. The following table displays the calendar year 2018 CSO calls for service as documented in the CAD system. CFS Handled by Community Service Officers - 2018 0000 0 0100 0 0200 0 0300 0 0400 0 0500 0 0600 1 3 3 5 1 13 0700 3 6 4 9 12 12 15 61 0800 5 8 7 18 17 16 15 86 0900 6 12 5 15 16 14 12 80 1000 8 11 7 10 20 23 15 94 1100 5 10 7 14 10 16 12 74 1200 6 4 9 17 16 9 16 77 1300 3 8 7 21 8 10 13 70 1400 12 12 4 23 18 17 12 98 1500 14 18 10 27 12 18 9 108 1600 8 15 7 16 12 11 9 78 1700 2 12 9 7 16 10 5 61 1800 4 6 5 12 4 9 5 45 1900 5 9 7 7 6 6 5 45 2000 1 3 3 5 11 3 6 32 2100 2 5 4 4 7 5 5 32 2200 2 2 1 3 2 2 2 14 2300 1 1 Total 87 145 96 211 192 181 157 1,069 Ave/day 2 3 2 4 4 3 3 3 Matrix Consulting Group Page 47 343 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update LQPD Community Service Officers responded to 1,069 community generated calls for service, a significant increase from the 725 calls in 2017 and 657 calls for service in 2016. This CSO workload is an average of 3 per day and 6.3% of the total number of LQPD calls for service — again, a significant increase from the 4% of total calls in 2017. The following table shows the most common call types where a CSO was the primary handling officer for the last four years. The list of call types is arranged in order of the most frequent calls in 2018.1 Most Common Call Types — Community Service Officers • 9ft Petty Theft (cold) 130 93 53 102 Traffic Collision (Non Injury) 117 66 69 97 Lost/Found Property 88 48 44 36 Traffic Hazard 79 46 68 67 Malicious Mischief/Vandalism (cold) 63 57 50 80 Burglary (cold) 53 33 - 35 Parking Violation 52 31 39 32 Vehicle Burglary (cold) 48 45 44 67 Follow Up 45 42 - 51 Abandoned Vehicle 38 40 25 45 All Other Calls 356 224 213 283 Total 1,069 725 657 893 Percent of the Total # of LQPD Calls 6.3% 4.0% 3.7% 5.0% The most frequent types of calls handled by the CSOs has not varied much over the last four years. As mentioned above, the workload documented in the CAD system is very low for all four years, in 2018 just 6.3% of the total number of calls for service. In other law enforcement projects conducted by the project team an overall `alternative call handling' by civilian field personnel is commonly in the 15% - 20% range. 9 There were several call types that were the `most frequent' call types in a prior year but not in the top 10 in 2018 — the prior year call type is not listed in this table as it is determined by the 10 `most frequent' calls for service in 2018. Matrix Consulting Group Page 48 344 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The primary reason for the low call for service workload is the fact that the RCSD CAD system currently only captures the primary unit assigned to a call for service and not any back-up unit(s) that may also respond to assist — if a sworn Officer is initially assigned to the call but a CSO also responds and takes over handling the call from the Officer, most of the time the initial sworn Officer remains listed as the Officer handling the incident.10 This situation could occur for calls such as minor traffic accidents, traffic hazards, minor thefts and other incidents where a Patrol Officer may initially be assigned to the call but subsequently handled by a CSO — it is not known how frequently this occurs in a year. 3. ANALYSIS OF THE DAILY LOGS SHOWED THAT THE CAD SYSTEM ONLY DOCUMENTS 50% OF THE CSO WORKLOAD. To provide a more complete picture of the CSO workload the project team interviewed Patrol CSOs and went on a ride along in February 2019. The project team was also provided CSO Daily Logs for the months of April, July and October 2018 and January 2019 to review and conduct a workload analysis. The number of calls for service, the number of CSO initiated incidents and the time spent at each of the incidents was manually tabulated from the individual Daily Logs for these months. This analysis revealed the CSOs average workload: • 2.9 hours spent on a CFS or self -initiated incident • 2.7 calls for service per shift • 1.3 self -initiated incidents per shift 10 On the CAD data provided to the project team in the Excel spreadsheet there is only one line of data per incident — therefore only one LQPD staff will be listed even if two or more Officers and/or CSOs responded to the call. Matrix Consulting Group Page 49 345 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update These averages were used to calculate the average workload for the four CSOs for the year (using 185 shifts annually for each of the four CSOs): • 2,148 hours annually spent on a CFS or self -initiated incident • 1,998 calls for service annually • 948 self -initiated incidents annually The analysis based on the Daily Logs shows that the CSOs are handling almost double the number of CFS (2,148 calls for service) that are documented in the CAD system (1,069 calls for service) — the CAD system is documenting just under 50% of the workload the CSOs are actually performing during their shift. The number of CSO initiated incidents from the Daily Logs (948 incidents) is only slightly higher than the number from the CAD system (897 incidents). This is not surprising as the CSO is the primary officer listed in the CAD system — the great majority of the time they are not "taking over" the incident from a sworn (primary) Officer. Based on the analysis of the Daily Logs the CSOs are committed to call handling and other incidents for approximately 30% of their shift hours. They also must perform similar administrative tasks as sworn Officers that reasonably require 90 minutes per shift (15% of the shift). The CSOs have the capacity to handle additional workload but the current workload is sufficient to staff Patrol with four Community Service Officers. 4. CSO INITIATED ACTIVITY. CSO duties do also include proactive responsibilities for parking enforcement, abandoned vehicles and vandalism complaints. Self initiated incidents as documented in the CAD system showed the following: • 842 incidents in 2014 Matrix Consulting Group Page 50 346 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update • 1,827 incidents in 2015 • 1,581 incidents in 2016 • 655 incidents in 2017 • 896 incidents in 2018 (948 based on the Daily Logs) This is an average of two additional incidents, or an additional 26 minutes of call handling time, per day for the two Patrol CSOs that are typically on duty each day. The 2018 self -initiated activity by day and hour is shown in the following table. CSO Self -Initiated Activity - 2018 0000 2 1 3 0100 0 0200 0 0300 0 0400 0 0500 0 0600 0 0700 2 4 1 7 0800 7 12 4 9 1 6 39 0900 17 20 19 17 11 4 2 90 1000 15 9 25 19 3 3 7 81 1100 19 12 16 18 4 3 1 73 1200 6 7 11 17 7 8 2 58 1300 6 7 7 12 8 9 3 52 1400 5 8 4 5 3 7 32 1500 6 6 8 6 2 2 3 33 1600 16 10 17 14 1 4 1 63 1700 14 13 13 17 1 1 1 60 1800 21 18 16 9 1 1 66 1900 18 15 12 13 5 1 64 2000 18 14 17 18 1 68 2100 17 17 14 20 3 2 73 2200 4 15 5 8 32 2300 1 1 2 Total 191 188 189 204 44 43 37 896 Ave/day 4 4 4 4 1 1 1 2 The most frequent self -initiated tasks were "Area Check" (465 incidents), "Citation" (170 incidents), and "Patrol Assist" (62 incidents). Matrix Consulting Group Page 51 347 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The following table shows the combined workload for the last four years. For 2015 — 2017 CAD data is used but for 2018 the Daily Log workload data is used. Annual Workload for Community Service Officers Calls for Service Number of Calls 1,998 725 657 893 Minutes / Call na 46.0 38.7 38.6 Workload Hours na 556 424 574 Self -Initiated Activit Number of Incidents 948 655 1,581 1,827 Minutes / Call 13.0 9.4 8.1 Workload Hours 142 248 247 Total Workload Hours 2,148 698 671 821 Workload Hours / CSO 537 175 168 205 Workload as % of Annual Work Hours 29.0% 9.5% 9.2% 11.2% The CAD data from 2015 — 2017 show low levels of field workload (community generated and self -initiated activity) but the more accurate analysis provided by the Daily Logs show significantly higher levels of work being performed. As mentioned earlier the CSOs still have additional capacity for increased work tasks, however, it is still possible that the Daily Logs do not reflect all of the tasks accomplished by the Patrol CSOs. Increased work tasks could include increased call handling (for appropriate calls), increasing self -initiated activity, additional projects that could be assigned to CSOs, and assisting in other related work areas (e.g. City code enforcement assistance). Recommendations: Continue to evaluate ways for the LQPD and La Quinta city representatives to communicate and coordinate the tasks of the Crime Prevention Community Service Officers Maintain four Community Service Officer positions assigned to Patrol Operations. Matrix Consulting Group Page 52 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update APPENDIX A - PATROL STAFFING FACTORS AND GUIDELINES FOR COMMUNITIES Over the course of several hundred Police Department studies the Matrix Consulting Group has developed a list of key elements in the effective provision of field patrol services in a community, including the responsibility of Officers to be proactive during their shifts (to identify and resolve problems) and not just reactive in handling calls for service. These general policing elements are summarized on the next several pages. Management Task Comments_ Reactive Patrol • The primary mission of any law enforcement field patrol force and Requirements the most critical element of successful patrol services. • The PD should have clearly defined areas of responsibility (beats). • The Department should have clearly defined response policies in place; including prioritization of calls, response time targets for each priority and supervisor on scene policies. • This reactive workload should make up between 50% and 65% of each Officer's net available time per shift (on average). This includes time to write reports, transport and book prisoners. Proactive Patrol "Proactive time" is defined as all other activity not in response to a Requirements citizen generated call; it occurs during the shift when Officers are not handling calls and have completed other necessary tasks; it includes items such as traffic enforcement, directed patrol, bike and foot patrol. It is also sometimes referred to as "uncommitted" time but that is somewhat of a misnomer as it only means "not committed to handling community generated calls for service". • The Department should have clearly defined uses for "proactive time" — i.e. Officers should know what they are expected to do with their time when not responding to calls for service. This may include targeted preventive patrol for general visibility, traffic enforcement, developing relationships with members of the community, visiting schools or parks. • The proactive element of field patrol should make up between 35% and 50% of an Officer's day (on average). • Research and experience has shown the 35% — 50% range to be reasonable "proactive time" levels. Matrix Consulting Group Page 53 349 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Problem Identification Effective proactive patrol for municipal law enforcement requires and Resolution the rapid identification of problems and issues, the development of an action plan to address issues as they arise, implementation of the potential solution and regular evaluations to determine if the approach successfully addressed the issue. • This approach should be used on criminal, traffic and other quality of life problems reported to the Department or discovered by Officers during the course of their patrol duties. • Officers have the primary role in accomplishing proactive tasks, field projects (e.g. Problem Oriented Policing), etc. • Formal and informal mechanisms for capturing and evaluating information should be used. This should be primarily handled by Officers and supervisors, but managers must also have involvement and oversight. Management of Patrol Patrol supervisors and managers must take an active role in Resources management of patrol. This includes developing and utilizing management reports that accurately depict the activity, response times to calls for service and the variety of current issues and problems being handled by patrol units. • Resources must be geared to address actual workload and issues. This includes ensuring that patrol staffing is matched to workload, that patrol beats or sectors are designed to provide an even distribution of workload. • This also includes matching resources to address issues in a proactive manner. This may include shifting beats to free staff to handle special assignments, assigning Officers to targeted patrols, assigning traffic enforcement issues, etc. • Staffing should be related to providing effective field response to calls for service, provision of proactive activity and ensuring Officer and the safety of members of the public. • Supervisors should be both an immediate resource to field Officers (for advice, training, back-up, inter -personal skills) and field managers (handling basic administrative functions). Measurement of • Data should be used to plan and manage work in Patrol and other Success and field work units. Performance • Effective field patrol should be measured in multiple ways to ensure that the Department is successful in handling multiple tasks or functions. • Examples of effective performance measurement include: response time, time on scene, number of calls handled by an Officer, back-up rate, citations/warnings issued, and the overall level of crime and clearance rate. • Managers and supervisors should track and review performance measures on a regular basis to know what level of service is being provided to the community and for use as one of the tools to ensure that services are effective and efficient. Matrix Consulting Group Page 54 350 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The matrix above summarizes the basic elements of an effective patrol service in a community that provides both reactive field services (response to community generated calls for service) and proactive work by Patrol Officers. During these times of limited or decreasing budgetary resources it becomes critically important for managers of the patrol function to make the best use of Officers' time to provide effective policing and to meet community expectations. The following points summarize the key elements identified above in the effective provision of field patrol services: Effective municipal law enforcement requires a field patrol force, which is designed and managed to be flexible in providing both reactive and proactive response to law enforcement issues in the community. • This requires that the Department balance personnel, resources and time to handle both reactive and proactive service elements. Between 50% and 65% of an officer's time should be spent handling all of the elements of reactive patrol. The remaining 35% to 50% should be spent specific proactive patrol activities, other self -initiated tasks and community policing activities. A lower percentage of proactive time may be reasonable when the agency has other work units that conduct targeted proactive activities. When an Officer has a block time available (e.g. during a slow day) the activities planned/conducted during this time should be part of a Patrol plan and not left unstructured and random. Effectively addressing issues in the community requires tasks be accomplished as part of a plan — addressing specific problems in pre- determined ways. The plans should be overseen by management but planned and accomplished at the Officer, Sergeant or watch commander level. Any effective proactive approach to patrol requires that information be managed formally and that a formal effort be put into evaluating that information. This evaluation should lead to specific actions to address issues/problems in a community. In addition, attempts to address problems should be evaluated formally to determine if the efforts made have been effective. These basic elements represent the essential ingredients of effective and efficient municipal field law enforcement in United States in the 21st century. Matrix Consulting Group Page 55 351 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Patrol "proactivity" is a very important part of field operations in communities such as La Quinta, where the call for service volume can vary significantly during hours of the day and season. During certain hours and months, very little time may be available for proactive initiatives, while on other days significant time may be spent on directed and officer -initiated activity. Planning and establishing patrol goals and specific pro -activity targets are important for effective management of a patrol operations force and to ensure that patrol officers are being used to accomplish desired tasks in meeting established goals. In most communities, the expectations placed on the police department to ensure a safe and orderly community are relatively high. Effectively managing proactive tasks of all field personnel is one significant method to demonstrate the department is taking the necessary steps toward the goal of creating and/or maintaining a safe community. FACTORS THAT SHOULD BE CONSIDERED WHEN DETERMINING AN APPROPRIATE PATROL STAFFING LEVEL. The project team uses an analytical approach to determine the staffing level required in a community such as La Quinta. The approach is characterized by several key factors that provide the basis for objective evaluation of a patrol force: • Staffing should be examined based on the ability of current staff to handle the calls for service generated by the community (and the related work such as report writing and processing arrestees); as well as providing sufficient time for proactive activities such as directed patrol, traffic enforcement and addressing on -going issues/problems in a neighborhood. • Staffing is dependent on the time officers are actually available to perform the work required of the patrol function. In this evaluation, leave hours usage and time dedicated to administrative functions are examined. • The number of patrol staff deployed should be the result of policymakers (City leaders) selecting a level of policing that is desired by the community. Establishing a targeted average level of proactive or uncommitted time is an effective method to determine the policing level that will be provided and also gives guidance to the police chief. Matrix Consulting Group Page 56 352 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update • The project team's analysis does not include the utilization of ratios such as officers per thousand residents because it does not account for the unique characteristics of communities (e.g. demographics, workload, unique community needs, deployment). Although these ratios are interesting, they do not provide a comprehensive measure of staffing needs for a specific community, nor should policymakers use them as a basis to make decisions regarding patrol staffing. The project team's approach is supported by the International Association of Chiefs of Police (IACP) that views officer per thousand ratios as "totally inappropriate as a basis for staffing decisions"" Other significant factors for policy makers to consider when determining staffing levels include, but are not limited to, the following: • The type, severity and volume of crime in a community. • The ability of the Police Department to meet response time goals to calls for service and solve crime. • The desired level of Police Department involvement in providing non-traditional police services such as neighborhood problem solving, graffiti removal, community meetings and events and teaching/role modeling in the schools. • The desired level of proactive efforts such as traffic safety and parking enforcement, narcotics enforcement, enforcement of vice crimes such as prostitution and liquor laws. • Providing for basic officer safety and risk management of a patrol force. In some police agencies, primarily smaller ones, the desired level of proactive time may not be the primary measure to determine the minimum number of patrol officer positions needed. It may be driven by officer safety concerns and the need to provide reasonable community coverage 24 hours a day, seven days a week. For example, a staffing level needed to meet basic officer safety concerns may result in a proactive time that may be significantly above the 50% level for a portion of the day (typically the early morning hours). The following summary is provided in order to illustrate the implications of various proactive time levels: • A proactive time level of 25% or less reflects a patrol staff that is essentially fully committed most of the time (except during the low CFS hours of the day). 11 International Association of Chiefs of Police, Patrol Staffing and Deployment Study, 2004, document 7218. Matrix Consulting Group Page 57 353 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update Estimating this level as being fully committed is based on the fact that the CAD system does not capture all work tasks, functions and administrative duties that are performed by officers. At this high level of committed time (75%) the average travel times to high priority community -generated calls for service may be above 8 or 9 minutes and on -scene times may be below 30 minutes due to calls "stacking" and the need to respond to other incidents. This may not be enough time to conduct a thorough investigation of the incident or provide a high quality level of service. At this level of proactive time, during most hours of the shift, Officers will be responding to CFS and will not have time for any consistent proactive or project - oriented activity. The blocks of time will be generally too short (less than 20 minutes) to allow meaningful targeted patrol, working on beat projects, or neighborhood issues. A 40% proactive time level is generally sufficient to provide blocks of time during most shifts when Officers can conduct targeted patrol and identified beat projects to address community issues. Average travel times to high priority community - generated calls for service should commonly be less than 6 minutes and on -scene times should commonly be above 30 minutes, sufficient to allow thorough investigations and sufficient time to provide a high quality level of service. A 50% proactive time level will allow a patrol force on most workdays to have several hours during their shift to conduct targeted patrol, work on specific projects to address community issues and perform other officer -initiated activities. Average travel times to high priority community -generated calls for service should commonly be less than 5 minutes and on -scene times should commonly be above 30 minutes, sufficient to allow thorough investigations and sufficient time to provide a high quality level of service. Proactive time levels above 50% may provide a challenge to supervisors to keep officers busy with meaningful work and engaged in the job. For communities that do have this high level of proactive time, it is important to plan for productive work and measure the results. Each community can choose an appropriate target level of proactive time desired for its patrol staff based on its unique needs, available funding, and policing model. An overall average proactive time level of 40% to 50% is a reasonable target/goal for a community that desires a patrol force which can provide a consistent level of proactive services to the community. Policymakers should determine the policing level for their community and understand the impacts of higher and lower proactive time levels. Higher Matrix Consulting Group Page 58 354 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update targeted proactive time levels will require more staff but also ensure that the police force is able to provide a higher level of service to the community through proactive policing and will also allow patrol officers to be more involved in issues/problems in the neighborhoods in which they serve. Communities with a proactive time level above 50% have the luxury of patrol staff handling more community problems/issues and unique needs. However, in these situations it is very important for patrol managers to plan the use of proactive time to accomplish identified needs. This requires that Officers and Sergeants make good use of their available proactive time and have accountability measures in place for evaluation. Sergeants and Officers on a given shift should be involved in determining individual productivity goals, receive regular feedback from their supervisor, and measure accomplishment of those goals throughout the year as part of the department's performance evaluation and accountability system. With this system, supervisors should be provided regular (i.e., monthly) statistical reports showing each individual officer's productivity, such as reports written, investigations conducted, arrests made, field contacts (e.g., vehicle and pedestrian stops), citations or warnings issued, foot patrol, problems/issues addressed on their beat, community meetings attended, and the number of calls for service handled. Policymakers should use the above factors to determine appropriate staffing levels for all functions within the police department. The goal of a patrol staffing analysis is to ensure sufficient patrol resources on duty 24 hours a day and available to providing a high level of service to the community. The ability of a police department to achieve a high level of service depends on knowing and evaluating the community demand Matrix Consulting Group Page 59 355 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update workload —the number of community -generated calls for service, reports, and bookings of arrested persons. These are the factors used by the project team to evaluate the number of Patrol Officers needed to achieve a staffing level that will provide the level of pro -activity desired by a community. Matrix Consulting Group Page 60 356 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update APPENDIX B - RESPONSE TIMES AND PROACTIVE TIME DETAILS FOR CALLS FOR SERVICE This Appendix presents Patrol response time and call handling time for prior years. 1. TRAVEL TIME TO COMMUNITY GENERATED CALLS FOR SERVICE. The following five tables show the La Quinta PD average travel time "increments" by call Priority type since 2014. Travel time begins when the Officer is dispatched to the incident and ends when he/she arrives at the scene of the incident. Travel times of under 5 minutes are excellent time, times between 5 and 7 minutes and also 7 — 10 minutes are good travel times for most calls. Travel times above 10 minutes are typical for the lower Priority call types (3 and 4) but should not be frequent for Priority 2 or higher calls for service. The calls listed as "no time stamps" are the calls where neither a dispatch time nor arrival time was listed in the CAD record. Travel Time to Calls — 2018 1 12 1 6 1 2 22 0.1% 1 A 112 27 16 9 5 169 1.1 % 2 3 1,967 1,834 1,005 776 1,019 849 1,758 2,152 840 658 6,589 6,269 41.3% 39.3% 4 914 304 314 1,074 159 2,765 17.3% 5 1 1 2 4 0.0% 9 2 1 127 130 0.8% Total 4,842 2,113 2,205 4,995 1,793 15,948 100% % of CFS 27.7% 12.1 % 12.6% 28.6% 10.3% 91.3% Matrix Consulting Group Page 61 357 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update LQPD responded to almost 40% of the calls in fewer than seven minutes of travel time which is a decrease over last year. However, there were over 1,700 Priority 2 calls that had a travel time above 10 minutes - there may be several reasons for this, including that successive priority calls are received in clusters and the possible mis-classification of calls types. This is a decrease compared to the previous three years but still significantly higher than 2014 where there were just over 1,200 Priority 2 calls over 10 minutes response time. Management and supervision should monitor Priority 2 calls to ensure that whenever possible a timely response is provided. Travel Time to Calls - 2017 1 1 A 18 138 6 36 1 26 11 1 26 211 0.1% 1.2% 2 2,277 1,031 1,102 1,841 952 7203 41.2% 3 2,202 801 929 2,180 703 6815 39.0% 4 1,175 329 406 1,145 156 3211 18.4% 9 1 1 2 4 0.0% Total 5,811 2,203 2,464 5,178 1,814 17,470 100% % of CFS 33.3% 12.6% 14.1 % 29.6% 10.4% 100.0% LQPD responded to almost 46% of the calls in fewer than seven minutes of travel time which is an increase of almost 6 percentage points over the time performance in 2014. Travel Time to Calls - 2016 1 1 A 15 128 4 31 3 13 11 4 22 187 0.1 % 1.1 % 2 2,199 1,093 1,111 1,971 980 7,354 43.5% 3 1,739 841 1,021 2,171 636 6,408 37.9% 4 908 319 369 1,178 170 2,944 17.4% Total 4,989 2,288 2,517 5,331 1,790 16,915 100% % of CFS 29.5% 13.5% 14.9% 31.5% 10.6% 100.0% Matrix Consulting Group Page 62 358 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update LQPD responded to 43% of the calls in fewer than seven minutes of travel time which is an increase of almost 3 percentage points over 2014. Travel Time to Calls — 2015 1 16 7 3 2 28 0.2% 1 A 113 28 19 9 6 175 1.0% 2 2195 1102 1087 1956 929 7269 42.8% 3 1778 844 1019 2273 708 6622 39.0% 4 793 314 360 1135 191 2793 16.4% 5 0 0 0 0 99 99 0.6% Total 4,895 2,295 2,488 5,375 1,933 16,986 100% % of CFS 28.8% 13.5% 14.6% 31.6% 11.4% 100.0% LQPD responded to over 42% of the calls in fewer than seven minutes of travel time — a 2% increase from 2014. Travel Time to Calls — 2014 1 2 16 3 2 4 27 0.2% 1 A 10 149 38 16 10 223 1.3% 2 1,064 1,930 1,015 1,204 1,990 7,203 43.3% 3 706 1,606 814 969 2,179 6,274 37.7% 4 335 770 320 397 1,080 2,902 17.4% 5 11 1 0 0 0 12 0.1% Total 2,128 4,472 2,190 2,588 5,263 16,641 100% % of CFS 12.8% 26.9% 13.2% 15.6% 31.6% 100.0% LQPD responded to almost 40% of the calls in fewer than 7 minutes travel time Matrix Consulting Group Page 63 359 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2. RESPONSE AND CALL HANDLING TIMES BY "PRIORITY" TYPE. The following tables show the response and call handling times for prior years. 2017 Response and Call Handling Times 1 26 0.9 4.0 4.9 110.0 114.0 49 1 A 211 0.5 4.6 5.2 66.8 71.4 251 2 7,203 3.0 8.8 11.8 27.2 36.0 4,319 3 6,815 6.0 10.9 16.9 22.5 33.4 3,793 4 3,211 7.3 11.8 19.1 32.0 43.7 2,341 5 4 8.9 6.1 14.9 2.6 8.6 1 Totals 17,470 4.9 10.2 15.0 26.9 37.1 10,754 2016 Response and Call Handling Times ResponseOn Call Handling Call Handling Processing Time Time Time Scene (Travel Scene) + On Hours 1 22 1.1 4.0 5.1 128.1 132.1 48 1 A 187 0.7 4.7 5.4 67.0 71.7 224 2 7,354 3.0 9.1 12.1 26.0 35.1 4,297 3 6,408 5.9 11.2 17.1 20.5 31.6 3,376 4 2,944 7.8 12.9 20.7 28.8 41.8 2,051 Totals 16,915 4.9 10.5 15.4 25.1 35.6 9,996 2015 Response and Call Handling Times Call Travel ResponseCFS On 1!Call Handling Call Handling Processing Time Time Time Scene (Travel Scene) + On Hours 1 28 0.6 11 4.6 5.2 152.3 156.9 73 1 A 175 0.6 4.5 5.1 57.4 61.9 181 2 7269 3.9 8.9 12.8 26.0 34.9 4,226 3 6622 8.6 10.8 19.4 21.7 32.5 3,592 4 2793 12.4 11.8 24.2 31.0 42.8 1,991 Totals 16,986 7.1 10.1 17.2 25.5 35.6 10,063 Matrix Consulting Group Page 64 360 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 1 1A 2014 Response and Call Handling Times 27 1.0 5.6 6.5 140.1 145.6 66 223 0.8 4.2 5.0 67.5 71.7 266 2 7,203 3.1 9.0 12.1 24.7 33.7 4,049 3 6,274 6.2 10.6 16.8 19.5 30.1 3,149 4 2,902 7.6 11.1 18.7 31.5 42.6 2,061 5 12 3.4 4.0 7.3 5.2 9.1 2 Totals 16,641 5.0 9.9 14.9 24.6 34.6 9,593 The response time to the highest priority calls for service, Priority 1, 1A and 2, has been very consistent and well within the response standards for these types of calls. 3. WORKLOAD AND PROACTIVE TIME PERCENTAGES 2014 - 2017. The following tables show the detailed call for service volume and the resulting proactive time percentages for the previous four years. 2017 Committed and Proactive Time - Patrol Officers Patrol Tas 0000 0800 - 2000 - Total 0400 800 1200 1600WOO 2400 Patrol Staff Allocation 11.8% 19.2% 14.7% Hours Staffed 5,810 9,441 7,263 Administrative Time 948 1,541 1,185 Available Work Hours 4,861 7,900 6,078 Calls for Service (CFS) 1,480 1,346 3,703 % of Total CFS 8.5% 7.7% 21.2% 1st Officer Minutes / CFS 37.1 37.1 37.1 1st Unit Hours 914 831 2,287 Back -Up Unit Responses 740 673 1,852 Back Up Minutes / CFS 27.8 27.8 27.8 Back Up Officer(s) Hours 343 312 857 Reports Written 421 383 1,053 Report Writing Time 316 287 790 Bookings 47 43 118 Prisoner Handling Time 12 11 30 Total Committed Hours 1,584 1,441 3,963 Total Proactive Hours 3,277 6,460 i 2,114 Committed Time Percent 32.6% 18.2% 65.2% Proactive Time Percent 67.4% 81.8% 34.8% 21.5% 13.5% 19.4% 100.0% 10,579 6,637 9,545 49,275 1,727 1,083 1,558 8,042 8,853 5,554 7,987 41,233 4,155 3,918 2,868 17,470 23.8% 22.4% 16.4% 100% 37.1 37.1 37.1 37.1 2,566 2,419 1,771 10,788 2,078 1,959 1,434 8,735 27.8 27.8 27.8 27.8 962 907 664 4,045 1,181 1,114 815 4,967 886 835 612 3,725 133 125 92 559 33 31 23 140 4,447 4,193 3,070 18,698 4,406 1,361 4,917 22,535 50.2% 75.5% 38.4% 45.3% 49.8% 24.5% 61.6% 54.7% Matrix Consulting Group Page 65 361 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update The above table shows the corrected number of reports written (4,967 rather than 8,568 reports) in 2017 and the re -calculated workload percentages for the year. Patrol Officers spent approximately 45% of their working hours handling community generated calls for service and the related tasks, leaving an overall "proactive time" average of 54.7%. 2016 Committed and Proactive Time - Patrol Officers Patrol Staff Allocation 11.8% 19.2% 14.7% 21.5% 13.5% 19.4% 100.0% Hours Staffed 5,901 9,590 7,377 10,746 6,742 9,695 50,050 Administrative Time 956 1,554 1,196 1,742 1,093 1,571 8,112 Available Work Hours 4,944 8,035 6,182 9,004 5,649 8,123 41,938 Calls for Service (CFS) 1,471 1,335 3,410 3,940 3,949 2,810 16,915 % of Total CFS 8.7% 7.9% 20.2% 23.3% 23.3% 16.6% 100% 1st Officer Minutes / CFS 35.6 35.6 35.6 35.6 35.6 35.6 35.6 1st Unit Hours 872 791 2,021 2,335 2,341 1,666 10,026 Back -Up Unit Responses 736 668 1,705 1,970 1,975 1,405 8,458 Back Up Minutes / CFS 26.7 26.7 26.7 26.7 26.7 26.7 26.7 Back Up Officer(s) Hours 327 297 758 876 878 625 3,760 Reports Written 428 388 992 1,146 1,149 817 4,920 Report Writing Time 321 291 744 860 861 613 3,690 Bookings 46 42 106 123 123 88 528 Prisoner Handling Time 23 21 53 61 62 44 264 Total Committed Hours 1,543 1,400 3,576 4,132 4,142 2,947 17,741 Total Proactive Hours 3,402 6,635 2,605 4,872 1,507 5,176 24,197 Committed Time Percent 31.2% 17.4% 57.9% 45.9% 73.3% 36.3% 42.3% Proactive Time Percent 68.8% 82.6% 42.1% 54.1% 26.7% 63.7% 57.7% In 2016 Patrol Officers spent approximately 42% of their working hours handling community generated calls for service and the related tasks, leaving an overall "proactive time" average of 58%. Matrix Consulting Group Page 66 362 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2015 Committed and Proactive Time - Patrol Officers Patrol Staff Allocation 12.3% 18.5% 12.3% 20.0% 15.4% 21.5% 100.0% Hours Staffed (ST or OT) 6,497 9,743 6,497 10,556 8,118 11,369 52,780 Administrative Time 995 1,492 995 1,617 1,243 1,742 8,085 Available Work Hours 5,502 8,251 5,502 8,939 6,874 9,627 44,695 Calls for Service (CFS) 1,383 1,374 3,547 3,966 3,818 2,898 16,986 % of Total CFS 8.1 % 8.1 % 20.9% 23.3% 22.5% 17.1 % 100% 1st Officer Minutes / CFS 35.6 35.6 35.6 35.6 35.6 35.6 35.6 1st Unit Hours 820 815 2,104 2,352 2,264 1,719 10,075 Back -Up Unit Responses 692 687 1,774 1,983 1,909 1,449 8,493 Back Up Minutes / CFS 26.7 26.7 26.7 26.7 26.7 26.7 26.7 Back Up Officer(s) Hours 308 306 789 882 849 645 3,778 Reports Written 408 405 1,045 1,169 1,125 854 5,006 Report Writing Time 306 304 784 877 844 641 3,755 Bookings 44 44 113 126 121 92 539 Prisoner Handling Time 22 22 56 63 61 46 270 Total Committed Hours 1,456 1,446 3,733 4,174 4,018 3,050 17,877 Total "Proactive" Hours 4,046 6,805 1,769 4,765 2,856 6,577 26,818 Committed Time Percent 26.5% 17.5% 67.8% 46.7% 58.5% 31.7% 40.0% "Proactive Time" Percent 73.5% 82.5% 32.2% 53.3% 41.5% 68.3% 60.0% In 2015 Patrol Officers spent 40% of their on duty hours handling community generated calls for service and the related tasks, leaving an overall average of 60% of "proactive time". Matrix Consulting Group Page 67 363 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update 2014 Committed and Proactive Time - Patrol Officers Patrol Staff Allocation 16.0% 16.7% 17.3% 17.3% 16.7% 16.0% 100.0% Hours Staffed (ST or OT) 8,760 9,127 9,488 9,488 9,127 8,760 54,750 Administrative Time 1,294 1,348 1,401 1,401 1,348 1,294 8,085 Available Work Hours 7,466 7,779 8,087 8,087 7,779 7,466 46,665 Calls for Service (CFS) 1,372 1,264 3,308 4,104 3,762 2,831 16,641 % of Total CFS 8.2% 7.6% 19.9% 24.7% 22.6% 17.0% 100% 1st Officer Minutes / CFS 34.6 34.6 34.6 34.6 34.6 34.6 34.6 1st Unit Hours 790 728 1,905 2,364 2,167 1,631 9,585 Back -Up Unit Responses 686 632 1,654 2,052 1,881 1,416 8,321 Back Up Minutes / CFS 25.9 25.9 25.9 25.9 25.9 25.9 25.9 Back Up Officer(s) Hours 296 273 715 887 813 612 3,595 Reports Written 398 366 959 1,190 1,091 821 4,824 Report Writing Time 298 275 719 892 818 616 3,618 Bookings 42 39 102 126 116 87 512 Prisoner Handling Time 21 19 51 63 58 44 256 Total Committed Hours 1,406 1,295 3,390 4,206 3,855 2,901 17,054 Total "Proactive" Hours 6,060 6,484 4,697 3,881 3,924 4,565 29,611 Committed Time Percent 18.8% 16.7% 41.9% 52.0% 49.6% 38.9% 36.5% "Proactive Time" Percent 81.2% 83.3% 58.1% 48.0% 50.4% 61.1% 63.5% In 2014 Patrol Officers spent approximately 37% of their on duty hours handling community generated calls for service and the related tasks, leaving an overall average of 63% of "proactive time". Matrix Consulting Group Page 68 364 CITY OF LA QUINTA, CALIFORNIA Final Report of the Patrol Staffing and Workload Update APPENDIX C - FBI UNIFORM CRIME REPORT DATA - CRIME IN LA QUINTA 2009 - 2018 The table below shows the changes in the UCR Part 1 Crimes from 2009 thru 2018 and the average number of crimes reported for two time periods: 2009 - 2013 and 2014 - 2018. Crime 009 Homicide 1 1 1 0 0 0.6 1 1 1 0 1 0.8 33.3% Rape 8 9 3 5 5 6.0 2 6 5 8 1 4.4 -26.7% Robbery 22 25 33 45 26 30.2 33 24 34 32 20 28.6 -5.3% Aggravated Assault 92 102 151 100 37 96.4 51 49 46 27 20 38.6 -60.0% Burglary 537 447 477 541 402 480.8 314 181 167 168 174 200.8 -58.2% Larceny & Auto Burglary 958 777 901 1,033 1,002 934.2 954 972 852 963 896 927.4 -0.7% Auto Theft 78 64 50 95 90 75.4 56 67 66 66 84 67.8 -10.1 % Arson 4 12 1 1 4 4.4 5 4 3 0 0 2.4 -45.5% Total: 1,700 1,437 1,617 1,820 1,566 1,628 1,416 1,304 1,174 1,264 1,196 1,271 -21.9% Violent Crime 123 137 188 150 68 133 87 80 86 67 42 72 -45.6% Property Crime 1,577 1,300 1,429 1,670 1,498 1,495 1,329 1,224 1,088 1,197 1,154 1,198 -19.8% Population 44,701 37,467 38,178 38,555 39,150 39,610 39,753 40,554 41,058 40,956 41,304 40,725 2.8% Total Crime Rate (per 1,000 residents) 38.0 38.4 42.4 47.2 40.0 41.1 35.6 32.2 28.6 30.4 28.9 31.2 -24.1 % Violent Crime Rate 2.8 3.7 4.9 3.9 1.7 3.4 2.2 2.0 2.1 1.6 1.0 1.8 -47.1 % Property Crime Rate 35.3 34.7 37.4 43.3 38.3 37.7 33.4 30.2 26.5 28.8 27.9 29.4 -22.0% Overall, La Quinta has experience The violent crime rate has decreased as 47% and significant the reduction in the number of crimes committed in property crime rate has decreased 22%. the last five years. Matrix Consulting Group Page 69 366 City of La Quinta CITY COUNCIL MEETING May 21, 2019 STAFF REPORT STUDY SESSION ITEM NO. 3 AGENDA TITLE: DISCUSS PROPOSED PERSONNEL POLICY AND IMPLEMENTATION GUIDELINES RECOMMENDATION Discuss and review the proposed policies and provide guidance to staff. EXECUTIVE SUMMARY • The City engaged Municipal Resource Group, LLC (MRG) to review the existing Personnel Policies and Procedures Manual (Manual); to recommend changes and revisions. • The proposed Manual has been reviewed by Staff, La Quinta City Employees Association (LQCEA) Representative and Rutan & Tucker Labor Attorney. • The most significant changes to the Manual are the legal updates. • Final adoption is scheduled for June 18, 2019. FISCAL IMPACT - None. BACKGROUND/ANALYSIS The goal of this Study Session is to provide an overview of MRG's review and recommendations to reflect current legislative mandates and best practices. Key objectives through this process have been: • Modernize the policies, • Infuse performance -based practices into this policy document, • Policies with added controls and operational flexibility, • Create a simpler document, • Compliance. One of the major best practice recommendations was to create consistency in the level of detail documented in the Manual. With this in mind, some overly detailed non -regulatory procedural details were moved into a separate document, Implementation Guidelines." The guidelines are intended to be a working document that supplements Policy -level information and assists in the administration of the Policies. For instance, the Classification Specifications 367 section of the Personnel Policy include administrative procedures that are for process purposes and therefore can be moved into the Implementation Guidelines. There are a significant number of legal and best practice additions, deletions and edits to these policies as presented in the Manual Summary (Attachment 1). The careful review of these recommended changes is critical to ensure that the proposed revisions are consistent with organizational goals, priorities, and practices. An initial round of the Draft Manual (Attachment 2) edits to reflect revisions and corrections was undertaken by the Human Resources Manager; Community Resources Director; City Manager; City Labor Attorney; and LQCEA representatives. The final steps will include a meet and confer item with LQCEA followed by an open session item for Council adoption. ALTERNATIVES Council may wish to request further information regarding specific items and then provide direction regarding the next steps in the process prior to the Manual adoption. Prepared by: Angela Scott, Human Resources/Risk Manager Approved by: Chris Escobedo, Community Resources Director Attachment: 1. Personnel Policy and Procedures Manual Summary 2. Draft Manual .: ATTACHMENT 1 May 2019 PERSONNEL POLICY AND PROCEDURES MANUAL REVIEW AND RECOMMENDATIONS SUMMARY The organization and numbering structure of the Manual have been revised to group related Policies into Sections to improve consistency. Some of the non -regulatory procedural details were moved into the Implementation Guidelines to create increased consistency in the level of detail documented in the Manual. The Implementation Guidelines are intended to supplement Policy -level information and assist in the administration of the Policies. The Implementation Guidelines can be viewed as a working document, to be updated as operational needs and priorities change. Legal Updates The following Legal updates were amended/added to reflect current regulatory requirements. 2.5 Amended Discrimination, Harassment and Anti -Bullying Policy; 2.6 Amended Smoking Policy; 5.1 Amended Equal Employment Policy; 7.4 New Alternate Workweek Policy; 8.7 Amended Pregnancy Disability Leave Policy; 8.10 Amended Family and Medical Leave Policy; 8.11 Amended School Activities Leave Policy; 8.12 New Time Off for Crime Victims Policy; 8.13 New Voting Time Off Policy; and 9.1 New IIPP Policy Section 1 Applicability and Definitions Amendments have been made to clarify the categories of employees to whom the Policies apply, "Probationary and Regular Full-time and Part-time Employees" appointed to regular allocated positions in the City. References to the City Council have been be deleted, as there should be a separate policy document for Council Members. A single definition of 'Immediate Family Member" is proposed, which will be applicable to all Policies unless specifically provided otherwise. This replaces the "Relative" term previously included under "Definition of Terms." References to the Probationary Period have been changed from six (6) months to twelve (12) months throughout. The provision which provided that the Policies do not create any contract of Page 1 of 5 369 May 2019 employment, express or implied, or any rights in the nature of a contract, has been deleted. Non-exempt Employees are represented by a recognized bargaining group; Policy provisions and the impact of changes to them are generally subject to meet and confer obligations. The Outside Employment Policy was revised and moved to Section 2 and the Implementation Guidelines. Vehicle and Seatbelt, Drug and Alcohol -Free Workplace, Workplace Violence, and DOT Drug Policies have been revised and moved to Section 9. The Cell Phone Policy was revised and moved to Section 2 and the Implementation Guidelines. Section 2 Administrative Policies Significant changes have been proposed to the Equal Employment, Discrimination, Harassment and Anti -Bullying Policy to reflect current legal mandates and best practices. The Smoking Policy has been expanded to reflect recent guidance on breadth and scope. The Electronic Equipment and Systems Policy has been amended to reflect provisions of the use of cell phones (and limitations of such use) previously documented in separate Policies. Details related to classification, job grading, and evaluation were moved to Section 3. Procedures related to Fraud in the Workplace have been moved to the Implementation Guidelines. Section 3 Classification and Compensation Edits throughout this Section to clarify elements of the Classification and Compensation plan and reflect best practices. The authority for approval of adding and reclassifying positions to the Classification Plan shall be the City Council. Approving basic amendments (i.e., title changes, duty changes), emergency, and interim appointments shall be the Employee Relations Officer. Section 4 Types of Appointments The Reclassification provisions have been re -written to distinguish the reclassification of an individual working beyond the breadth and scope of their Page 2of5 370 May 2019 assigned classification and the amendment of a classification specification. The description of "probationary appointments" was edited, and the reference to disciplinary action while on probation was deleted. Section 5 Recruitment and Selection Significant edits were made to the Equal Employment portion to reflect legal requirements, including reasonable accommodation in conjunction with a disability. Edits were made to the Recruitment and Selection provisions to reflect merit - based selection principles and best practices. A new provision for Reference Checks and Background Investigations has been added. The provision on Criminal Conduct was edited to clarify at which point in the process such information may be considered. Details related to implementation of the Nepotism Policy have been moved to the Implementation Guidelines document. The pre -placement physical examination program was reviewed and modified as necessary. Section 6 Evaluation and Salary Advancement The title of this Section was changed to more accurately reflect the content, and to differentiate it from Section 3. Minor edits were made for purposes of consistency. Section 7 Hours of Work and Overtime The title of this Section was changed as the provisions do not address attendance. Policies were edited to clarify overtime requirements and provisions. The "No Guarantee of Hours" provision was deleted, as it is not appropriate in an environment in which employees are represented by a recognized bargaining unit. New Policy language regarding Compensatory Time Off was added. New language to clarify Stand -By and Call -Back Policies and pay was included. A new Alternate Work Week policy was drafted to provide guidance on administration of the Alternate Work Week Program in compliance with the Fair Labor Standards Act. This policy was reviewed with Payroll ensuring their Page 3of5 371 May 2019 systems and practices are consistent with the policy provisions. Section 8 Leaves Several Policies related to authorized absence from the job have been moved from Section 14. Edits throughout have been made to enhance clarity. Amendments to the Sick Leave Policy reflect current legal protections including KinCare provisions. Language was added regarding responsibilities of supervisors to manage sick leave use, and limitations to discipline for misuse of sick leave. Provisions of the Sick Leave Buy -Back, Disability Leave, Jury Duty and Witness Leave policies have been clarified. New School Activities Leave and Time Off for Crime Victims Polices and Voting Time Off Policy have been added, consistent with recent legislative changes. The Military Leave Policy was re -written, and the Pregnancy Disability Leave has been amended. Section 9 Health and Safety A new broad Section was added to combine Policies related to health and safety in the workplace. Several existing Policies have been moved into this new Section, as noted on the Reference Chart of Section Changes. A new Injury and Illness Prevention Program (IIPP) Policy has been drafted. The Workers' Compensation Policy has been amended to reflect current requirements and best practices. Policies on Workplace Violence, Drug and Alcohol -Free Workplace, Department of Transportation Alcohol and Drug Testing, and Vehicle and Seatbelt safety have been edited for clarity and best practices. The Transitional (Temporary) Return to Work Program has been moved to the Implementations Guideline document. Section 10 Employee Discipline Existing Policy Sections 9, 10 and 11 have been combined under a single broad Policy category of "Employee Discipline." Edits were made to the list of Causes for Disciplinary Action for clarity, consistency with current legal requirements and restrictions, and efficiency. The "Documentation of Disciplinary Action" provision was deleted, as this provision is already covered in the Manual. New Policy language has been added to clarify levels of disciplinary action and pre - disciplinary procedures (Skelly), including noticing, response and rights to appeal. New Policy language has been added to clarify the provisions and scope of appeal hearings. Page 4of5 372 May 2019 Section 11 Grievances Clarifying language has been added throughout. Section 12 Employee Personnel Files New language has been added to document that employee medical information is to be maintained securely, separate and apart from the Employee personnel files. The purpose and use of the "observation folder" were clarified, and the scope of disclosure of information contained in personnel files has been modified. References to Application Retention and Destruction of Personnel Records have been deleted, as those should be governed by the City's adopted Retention Schedule. Section 13Employee Benefits Leave Policies previously contained in this Section have been moved into Section 8. New language has been added to describe COBRA provisions, PERS retirement, as well as limitations to the Unused Sick Leave election at retirement. The implementation process for the Affordable Care Act has been moved to the Implementation Guidelines. Clarifying and best practice language has been added to several of the Policies in this Section. The Computer Loan Program has been moved into this Section, the forms and procedures have been moved to the Implementation Guidelines document. New language has been added to describe the Flexible Spending Plan and Employee Fitness Membership Subsidy; this text was pulled from an earlier version of the Policy Update Manual. Overtime Compensation has been moved to Section 7. Section 14 Training and Travel Edits in this Section are intended to enhance clarity, including the distinctions between job -related training and tuition reimbursement for eligible coursework. The provisions that govern Council member travel eligibility and reimbursement have been deleted from this Policy, as the Policies in this Manual are not applicable to members of Council. Page 5 of 5 373 374 ATTACHMENT 2 GENE o i e D ES F.RT CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Amended: November 2000; July 2003; January 2007; October 2007; April 2008; July 2009; June 2010; July 2011; July 2012; July 2014; July 2015; October 2015; June 2018; May 2019 Draft 05/07/19 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES TABLE OF CONTENTS Page SECTION 1 APPLICABILITY AND DEFINITIONS ................................................ 6 1.1 PURPOSE...................................................................................6 1.2 APPLICATION AND EXCEPTIONS ................................................... 6 1.3 VALIDITY OF POLICIES (SEVERABILITY)........................................ 6 1.4 VIOLATION OF POLICIES............................................................. 6 1.5 DEFINITION OF TERMS................................................................ 6 SECTION 2 ADMINISTRATIVE POLICIES....................................................... 13 2.1 ADMINISTRATION OF THE PERSONNEL SYSTEM ............................ 13 2.2 CONFLICTS OF INTEREST AND ACCEPTANCE OF GIFTS AND OTHER GRATUITIES.................................................................. 13 2.3 OUTSIDE EMPLOYMENT............................................................. 14 2.4 POLITICAL ACTIVITIES.............................................................. 14 2.5 EQUAL EMPLOYMENT, DISCRIMINATION, HARASSMENT, AND ANTI -BULLYING POLICY ...................................................... 14 2.6 SMOKING POLICY..................................................................... 19 2.7 DRESS CODE........................................................................... 19 2.8 USE OF ELECTRONIC EQUIPMENT AND SYSTEMS .......................... 19 2.9 FRAUD IN THE WORKPLACE POLICY ............................................ 25 SECTION3 CLASSIFICATION AND COMPENSATION ....................................... 29 3.1 PREPARATION AND AMENDMENT OF CLASSIFICATION PLAN ........... 29 3.2 ALLOCATED POSITIONS............................................................. 29 3.3 APPOINTMENT TO NEW POSITIONS ............................................. 30 3.4 CLASSIFICATION SPECIFICATIONS ............................................. 30 3.5 PREPARATION AND ADOPTION OF COMPENSATION PLAN ............... 30 SECTION 4 TYPES OF APPOINTMENTS.......................................................... 31 4.1 PROBATIONARY APPOINTMENTS ................................................. 31 4.2 REGULAR FULL-TIME AND REGULAR PART-TIME APPOINTMENT.......................................................................... 31 4.3 EMERGENCY APPOINTMENTS...................................................... 31 4.4 INTERIM APPOINTMENTS........................................................... 31 4.5 "WORKING OUT OF CLASS"........................................................ 32 4.6 TRANSFER............................................................................... 33 Draft 05-07-19 Page CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 4.7 PROMOTION............................................................................ 34 4.8 DEMOTION.............................................................................. 35 4.9 RECLASSIFICATION.................................................................. 35 4.10 TEMPORARY ASSIGNMENT PAY ................................................... 36 4.11 LAYOFFS/REDUCTION-IN-FORCE/RECALL.....................................37 SECTION 5 RECRUITMENT AND SELECTION .................................................. 41 5.1 EQUAL EMPLOYMENT POLICIES ................................................... 41 5.2 PERSONNEL REQUESTS............................................................. 42 5.3 JOB ANNOUNCEMENTS.............................................................. 42 5.4 PERSONNEL APPLICATIONS........................................................ 43 5.5 RECRUITMENT..........................................................................43 5.6 EVALUATION OF APPLICATIONS.................................................. 43 5.7 DISQUALIFICATION OF APPLICATIONS ........................................ 43 5.8 SELECTION PROCESS................................................................ 44 5.9 CANDIDATE EXAMINATION INSPECTION ...................................... 45 5.10 NEPOTISM POLICY.................................................................... 45 5.11 DRIVING SAFETY CHECK............................................................ 46 5.12 ELIGIBILITY LISTS.................................................................... 46 5.13 REFERENCE CHECKS AND BACKGROUND INVESTIGATIONS ............ 47 5.14 FINAL DECISIONS OF SELECTION ............................................... 47 5.15 PRE -EMPLOYMENT PRE -PLACEMENT PHYSICAL EXAMINATION.......................................................................... 48 5.16 EMPLOYMENT ELIGIBILITY VERIFICATION .................................... 48 5.17 PROBATIONARY PERIOD .......... ERROR! BOOKMARK NOT DEFINED. 5.18 CRIMINAL CONDUCT - INELIGIBILITY FOR EMPLOYMENT ................ 48 5.19 RESIGNATION.......................................................................... 49 SECTION 6 EVALUATION AND SALARY ADVANCEMENT ................................... 50 6.1 SALARY AT APPOINTMENT.......................................................... 50 6.2 MARKET PREMIUM PAY ............ ERROR! BOOKMARK NOT DEFINED. 6.3 RECRUITMENT AND/OR RETENTION INCENTIVES .......................... 50 6.4 EMPLOYEE PERFORMANCE EVALUATION ....................................... 50 6.5 PROGRESSION BASED ON SUCCESSFUL PERFORMANCE ................. 52 6.6 BILINGUAL COMPENSATION....................................................... 54 Draft 05-07-19 Page ii 377 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 7 HOURS OF WORK AND OVERTIME ............................................... 56 7.1 WORKWEEK AND OVERTIME...................................................... 56 7.2 OVERTIME............................................................................... 56 7.3 COMPENSATORY TIME OFF (CTO)............................................... 57 7.4 ALTERNATE WORKWEEK............................................................ 57 7.5 STAND-BY AND CALL-BACK POLICY ............................................. 58 7.6 TIME SHEETS........................................................................... 59 7.7 ABANDONMENT OF EMPLOYMENT ............................................... 59 7.8 LUNCH AND BREAK POLICY........................................................ 59 SECTION8 LEAVES................................................................................... 60 8.1 HOLIDAYS............................................................................... 60 8.2 VACATION LEAVE..................................................................... 61 8.3 SICK LEAVE............................................................................. 65 8.4 BEREAVEMENT LEAVE................................................................ 68 8.5 ADMINISTRATIVE LEAVE............................................................ 68 8.6 JURY DUTY AND WITNESS LEAVE ................................................ 69 8.7 PREGNANCY DISABILITY LEAVE .................................................. 69 8.8 MILITARY LEAVE....................................................................... 72 8.9 LEAVE OF ABSENCE WITHOUT PAY .............................................. 74 8.10 FAMILY AND MEDICAL LEAVE ..................................................... 75 8.11 SCHOOL ACTIVITIES LEAVE ....................................................... 81 8.12 TIME OFF FOR CRIME VICTIMS ................................................... 81 8.13 VOTING TIME OFF..................................................................... 82 8.14 DISABILITY LEAVE.................................................................... 82 SECTION 9 HEALTH AND SAFETY................................................................ 85 9.1 INJURY AND ILLNESS PREVENTION PROGRAM .............................. 85 9.2 ON -THE -JOB -INJURIES AND WORKERS' COMPENSATION COVERAGE.............................................................................. 88 9.3 WORKPLACE VIOLENCE............................................................. 91 9.4 DRUG AND ALCOHOL -FREE WORKPLACE ...................................... 91 9.5 DEPARTMENT OF TRANSPORTATION ALCOHOL AND DRUG TESTING................................................................................. 94 9.6 VEHICLE AND SEATBELT POLICY................................................103 SECTION 10 EMPLOYEE DISCIPLINE........................................................104 Draft 05-07-19 Page iii CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 10.1 GROUNDS FOR DISCIPLINARY ACTION.......................................104 10.2 DISCIPLINARY ACTIONS...........................................................105 10.3 PRE -DISCIPLINARY PROCEDURES..............................................107 10.4 POST -DISCIPLINARY APPEAL PROCESS.......................................109 10.5 AMENDED NOTICE OF DISCIPLINARY ACTION..............................109 10.6 APPEAL HEARING PROCESS......................................................109 SECTION 11 GRIEVANCES..........................................................................114 11.1 MATTERS SUBJECT TO GRIEVANCE PROCEDURES ........................114 11.2 MATTERS NOT SUBJECT TO GRIEVANCE PROCEDURES .................114 11.3 FREEDOM FROM REPRISAL........................................................115 11.4 RESOLUTION..........................................................................115 11.5 WITHDRAWAL.........................................................................115 11.6 RESUBMISSION.......................................................................115 11.7 EMPLOYEE REPRESENTATION....................................................115 11.8 OBEY NOW/GRIEVE LATER........................................................115 11.9 INITIATION OF GRIEVANCE PROCEDURE.....................................115 11.10 INFORMAL GRIEVANCE PROCEDURE...........................................116 11.11 FORMAL GRIEVANCE PROCEDURE..............................................116 SECTION 12 EMPLOYEE RECORDS AND FILES................................................118 12.1 PERSONNEL FILES...................................................................118 12.2 DOCUMENTS IN PERSONNEL FILES............................................118 12.3 DISCLOSURE OF INFORMATION.................................................118 12.4 CHANGE IN STATUS.................................................................119 SECTION 13 EMPLOYEE BENEFITS...............................................................120 13.1 HEALTH, DENTAL, VISION AND LIFE INSURANCE BENEFITS ........... 120 13.2 CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT (COBRA)................................................................................120 13.3 FLEXIBLE SPENDING PLAN........................................................120 13.4 RETIREMENT...........................................................................121 13.5 UNUSED SICK LEAVE ELECTION.................................................121 13.6 EMPLOYEE FITNESS MEMBERSHIP SUBSIDY................................121 13.7 COMPUTER LOAN PROGRAM......................................................121 Draft 05-07-19 Page iv 379 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 14 TRAINING AND TRAVEL............................................................122 14.1 TRAINING...............................................................................122 14.2 IN-HOUSE TRAINING...............................................................122 14.3 DEPARTMENT TRAINING...........................................................122 14.4 SEMINARS AND CONFERENCES.................................................122 14.5 TRAVEL AND TRAINING REIMBURSEMENT...................................123 14.6 TUITION REIMBURSEMENT........................................................123 14.7 EMPLOYEE TRAVEL AND EXPENSE POLICY...................................124 Draft 05-07-19 Page v 380 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 1 APPLICABILITY AND DEFINITIONS 1.1 PURPOSE The purpose of these Policies and Procedures ("Policies") is to establish systematic and uniform procedures for administering personnel matters. 1.2 APPLICATION AND EXCEPTIONS These Policies shall apply to all Probationary and Regular Full-time and Part-time Employees appointed to allocated Positions in the service of the City with the exception of the following: A. Direct appointees of the City Council, including the City Manager and City Attorney; and B. Regular employees who have entered into a written employment agreement with the City, unless otherwise specified in the employment agreement. 1.3 VALIDITY OF POLICIES (SEVERABILITY) If any section, subsection, sentence, clause, phrase or portion of these Policies is for any reason held to be invalid or unconstitutional by the final decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of these Policies. 1.4 VIOLATION OF POLICIES Violation of these Policies may be grounds for discharge or other disciplinary action, subject to the applicable due process and appeals procedure provided herein. 1.5 DEFINITION OF TERMS All words and terms used in these Policies and in any ordinance or any resolution dealing with these Policies shall be defined as they are normally and generally defined in the field of personnel administration. For the purpose of convenience, the following words and terms most commonly used are defined. 1.5.1 Appointing Authority: The City Manager who, in their official capacity, has the final authority to appoint a person to a position of employment. 1.5.2 Appointment: The designation of a person to fill an allocated position of employment as authorized by the Appointing Authority. 1.5.3 At -Will Employee: A temporary or Probationary Employee who has no property rights to employment and may be released with or without cause, or an individual who has a written contract specifying the duties and terms of employment. Draft 05-07-19 Page 6 381 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 1.5.4 Call -Back: When an Employee is off -duty and is called back to work. 1.5.5 City: The City of La Quinta, California. 1.5.6 City Manager: The City's Chief Executive Officer. 1.5.7 Classification: A group of Positions with similar jobs at a similar level of responsibility. This is described by a Classification Specification. 1.5.8 Classification Plan: The framework that provides for the organization of the work necessary to achieve the City's Human Resources management objectives. The plan includes Classification Specifications for all City Positions, as recommended by the Employee Relations Officer and adopted by the City Council, and facilitates other human resource functions such as recruitment and selection, pay structuring, training and development, performance evaluation, and workforce/employment planning. 1.5.9 Classification Specification: A general description of a class of work, typically including a general summary of the work, distinguishing characteristics of the class, essential duties of the class, the knowledge and skills required at entry to the class, and any licensing, educational or special physical requirements. 1.5.10 Compensatory Time Off (CTO): Time off with pay accrued at time and a half in lieu of paid overtime compensation. 1.5.11 Competitive Service: The employment system whereby City Employees are hired and promoted through a competitive process based upon objective standards of merit to assure fair consideration of all aspects of employment/promotion. 1.5.12 Confidential Employee: An Employee performing the duties of a position which is designated as "confidential" by the City Council. 1.5.13 Contractual Employee: An individual hired and paid pursuant to the terms and conditions of a specified written contract between such individual and the City, as approved by the City Council. 1.5.14 Days: Calendar days unless otherwise stated. 1.5.15 Decision Band Method (DBM): The job evaluation method chosen by the City for classifying Positions, based on the premise that the value of a job depends on its decision -making requirements. Each position is assigned to a Band, Grade and Subgrade, resulting in an alpha -numeric rating which determines the appropriate salary range for that position. Draft 05-07-19 Page 7 382 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 1.5.16 Demotion: The voluntary or involuntary transfer of an Employee from one classification to another classification with a lower salary grade or to a lower step in a classification grade or hierarchy of Positions. 1.5.17 Department Director: One who functions directly under the authority of the City Manager, has direct responsibility for a particular department, and manages its staff, policies and budget. 1.5.18 Disciplinary Action: Employment action taken for punitive, corrective or disciplinary reasons, including but not limited to discharge, demotion, reduction of pay, suspension, or the issuance of a written reprimand for punitive, corrective or disciplinary reasons. 1.5.19 Disciplinary Suspension: A disciplinary action that temporarily relieves an Employee from duty without pay. 1.5.20 Dismissal: The discharge of an Employee from City employment. 1.5.21 Eligibility List: A list of all persons eligible for appointment to a particular classification after final testing/interviews as determined by the Employee Relations Officer. 1.5.22 Emergency Appointment: An appointment made to meet immediate requirements of an emergency condition, such as fire, flood or earthquake, which threatens life or property, where such employment is not anticipated to continue beyond the duration of such an emergency period. 1.5.23 Employee: An appointed person occupying a probationary or regular allocated full- or part-time position in City employment, providing services to the City or its residents. 1.5.24 Employee Assistance Program (EAP): A confidential referral service designed to provide temporary assistance to Employees in resolving personal problems. 1.5.25 Employee Relations Officer: Any individual designated by the City Manager, to administer the City's personnel system which includes the duties of equal employment opportunity officer. 1.5.26 Exceptional Performance Award: Exceptional Performance Awards are awarded based solely on performance that exceeds defined standards or expectations for incumbents in the job class. Exceptional Performance Awards are discretionary. 1.5.27 Executive Management: Department Directors and those who perform work and have assigned responsibilities which qualify for executive exemption under the Fair Labor Standards Act. Draft 05-07-19 Page 8 383 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 1.5.28 Fair Labor Standards Act (FLSA): The Federal Law which governs payment of minimum wages and the eligibility for and payment of overtime compensation. 1.5.29 Fiscal Year: A twelve (12)-month period which commences on July 1 and ends on June 30 of the following year in which the City plans, budgets, appropriates, expends, and accounts for its funds. 1.5.30 General Non -Exempt Employee: An Employee who is subject to the overtime provisions set forth in the FLSA. 1.5.31 Grievance: A job -related complaint by an Employee regarding the terms and conditions of employment which arise out of a specific fact, situation, or transaction, other than discipline, that results in an alleged violation of existing ordinances, rules, regulations or policies. 1.5.32 Hearing Officer: An objective, independent person qualified to conduct an appeal hearing on personnel -related matters, excluding grievances. 1.5.33 In -House Competitive Examination: A competitive employment examination open only to City Employees meeting the minimum qualifications for a particular classification. 1.5.34 Immediate Family Member: A spouse (including a lawfully married same sex spouse), registered domestic partner, child, step -child or child of registered domestic partner, parent, parent -in-law, brother, sister, stepbrother, stepsister, grandparent and grandchild. For purposes of Bereavement Leave only, Immediate Family Member will also include: aunt, uncle, niece, nephew, first cousin, son-in-law, daughter-in-law, brother-in-law, sister-in-law, or any other person or individual related by blood or marriage. 1.5.35 Interim Employee: An Employee who is appointed to a regular allocated position on an acting or temporary basis pending completion of the recruitment process, issuance of an eligibility list, and the filling of the vacancy. Interim appointments shall not exceed six (6) months, unless specifically approved by the City Manager. 1.5.36 Job Audit: A systematic analysis of the duties performed by, and the level and scope of responsibilities assigned to an Employee to determine whether the duties are appropriate for the Employee's current job classification. 1.5.37 Leave of Absence Without Pay: A period of time during which an Employee may take time off without receiving compensation or benefits, unless otherwise specifically provided in these Policies. 1.5.38 Merit Salary Increase: The increase of an Employee's salary within the salary range established for the classification to which the Employee is Draft 05-07-19 Page 9 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES assigned, based upon successful job performance, as documented by the overall rating received on the annual performance evaluation. 1.5.39 Misconduct: Any act or unsatisfactory conduct or job performance which may be subject to disciplinary action. 1.5.40 Open Competitive Examination: A competitive employment examination open to all persons meeting the minimum qualifications for a particular classification. 1.5.41 Overtime: The time which an Employee is required or permitted to work which is in excess of forty (40) hours in any Workweek. Overtime compensation may be in the form of pay or as Compensatory Time Off. All Overtime shall be authorized as provided in Section 7.2. 1.5.42 Part-time Employee: The City has three (3) categories of Part-time Employees: 1.5.42.1 Probationary Part-time Employee: A Part-time Employee during their initial twelve (12) months or promotional six (6) months appointed to an allocated Part-time position with a regular schedule of no more than 29 hours per week. 1.5.42.2 Regular Part-time Employee: An Employee appointed to an allocated Part-time position with a regular schedule of no more than 29 hours per week on a permanent basis, and is covered by the provisions of these Policies. 1.5.42.3 Temporary or Seasonal Employee: A temporary Employee, working in a temporary, at -will position with a specified beginning and ending date. In no instance will a temporary or seasonal Employee work more than 960 hours in a Fiscal Year. 1.5.43 Policies: These Personnel Policies and Procedures, as they may be amended from time to time. 1.5.44 Position: A specific position assigned to an adopted job classification in the City's classification plan. 1.5.45 Probationary Employee: An Employee who is serving a probationary period in the position to which the Employee is currently appointed. A probationary Employee is subject to dismissal without recourse to any appeal procedures and without a showing of cause. A probationary Employee has no property interest in continuing employment. 1.5.46 Probationary Period (for initial hire or promotion: A working test period of not less than twelve (12) months from date of hire, and six (6) months for promotional appointments (unless extended). The probationary period starts the same day as the date of hire or promotion, (i.e., if hired January 15, the probation period expires on January 15 the following year. If Draft 05-07-19 Page 10 385 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES promoted January 15, the Probationary Period expires July 15). The Probationary Period is considered an integral part of the examination process during which an Employee is required to demonstrate fitness for the position to which the Employee is appointed by actual performance of the duties of the position. 1.5.47 Professional/Administrative/Management Employee: An Employee who performs assigned work and responsibilities which qualify for the Professional, Administrative, or Management exemption under FLSA. 1.5.48 Promotion: The advancement of an Employee from one classification to another classification having a higher salary range. 1.5.49 Reclassification: The reassignment from one classification to a different classification in accordance with the procedures set forth in these Policies. 1.5.50 Reduction -In -Force (RIF): A reduction of allocated Positions which generally results in a layoff in the work force. 1.5.51Regular Employee: A Full or Part-time Employee hired into an allocated position, who has successfully completed the required probationary period, and has been retained as provided in these Policies. 1.5.52 Regular Full-time Employee: An Employee who is appointed to a position allocated by the City Council and who is regularly scheduled and expected to work thirty (30) hours or more during a workweek. 1.5.53 Resignation: The voluntary separation initiated by an Employee to leave City employment, or abandonment of the job by Employee. 1.5.54 Salary Plan or Schedule: The listing of the minimum through maximum salary ranges and steps for all City classifications, as adopted by the City Council. 1.5.55 Salary Range: The approved range of pay an Employee can earn while employed in a particular classification. 1.5.56 Seniority: The length of an Employee's continuous service as a Regular Full- or Part-time Employee with the City based upon date of hire. 1.5.57 Skelly Rights: The right of due process in conjunction with proposed disciplinary action, including provision of: (1) notice of the proposed disciplinary action, (2) a copy of materials on which the proposed action is based, and 3) an opportunity to respond orally or in writing to an impartial reviewer prior to discipline being imposed. 1.5.58 Staffing Plan: The classification titles, salary ranges and/or steps, and number of allocated Positions in each City department and division for a Draft 05-07-19 Page 11 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES designated fiscal year, as adopted by City Council in the annual budget document. 1.5.59 Stand -By Assignment: A job assignment which requires an Employee to be ready and available to be called back to work during off -duty hours for a specified time period. 1.5.60 Standards of Conduct: Standards as set forth in these Policies and other departmental policies and procedures which are intended to govern the actions of City Employees during their course of employment with the City 1.5.61 Step: The various increments of a salary range, from minimum to maximum, authorized for the subject classification. 1.5.62 Supervisor: An Employee assigned responsibility for the work performance of subordinate assigned Employees and for organizing, assigning, providing training for and evaluating the work of assigned subordinate Employees. 1.5.63 Termination: The separation of an Employee from City service because of retirement, resignation, permanent disability, death or dismissal. 1.5.64 Transfer: The transfer of an Employee from one position, department or division to another position, department or division without changing the Employee's salary grade or classification. 1.5.65 Weapons: Firearms of any type; knives with folding blades in excess of 3-1/2 inches in length; sheath knives; any knives prohibited by State law; personal defense chemical weapons, such as (a) Mace (tear gas); (b) Oleoresin Capsicum (pepper spray); any martial arts weapons; electric stun guns (tasers); clubs, bats or other impact weapons. 1.5.66 Workweek: A regularly reoccurring period of seven (7) consecutive twenty-four (24)-hour days beginning at 12:01 a.m. on Saturday and concluding at 12:00 p.m. (Midnight) the following Friday night (or as defined in the Alternate Workweek Policy in Section 7.4 herein for those Employees participating in same). 1.5.67 Y-rate of Pay: The Y-rate of pay shall exist when an Employee's salary is frozen at the then -current salary until such time as subsequent general salary increases, applied to the adopted Salary Range equal or exceed the Employee's salary at the Y-rate. The Employee will not receive merit or performance -based salary increases. Draft 05-07-19 Page 12 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 2 ADMINISTRATIVE POLICIES 2.1 ADMINISTRATION OF THE PERSONNEL SYSTEM The Employee Relations Officer shall administer the City personnel system and may delegate any of the powers and duties related thereto to any other officer or Employee of the City. The Employee Relations Officer shall: 2.1.1 Act as the appointing authority for all City Employees, except those officers and Employees directly appointed by the City Council. 2.1.2 Administer all of the provisions of these Policies, except as specifically reserved to the City Council. 2.1.3 Prepare and recommend to the City Council any appropriate Personnel Policies and revisions to such Policies. 2.1.4 Prepare or cause to be prepared, and revise as appropriate, a Position Classification and Compensation Plan, including classification specifications and associated salary ranges. 2.1.5 Have the authority to discharge and discipline City Employees in accordance with these Policies. 2.1.6 Provide for or oversee the publishing or posting of notices of examinations for position in the competitive service; conduct examinations to assess candidate qualifications; establish eligibility lists of all persons eligible for appointment to the appropriate Classification in the competitive service; and the performance of any other duty which may be desirable or required for the effective implementation of these Policies. 2.2 CONFLICTS OF INTEREST AND ACCEPTANCE OF GIFTS AND OTHER GRATUITIES Employees shall not take part in, or attempt in any manner to influence the consideration of any application, proceeding or other matter involving their own personal property, real estate, investment or other interest, or that of any relative or close personal acquaintance. In all such situations, the Employee must disclose the nature of the relationship to his or her immediate supervisor and request to be relieved of any responsibility or involvement which poses a conflict. Employees shall not directly or indirectly solicit any gift or receive any gift whether in the form of money, services, loan, travel, entertainment, hospitality, promise, or any other form under circumstances which it could reasonably be inferred the gift was intended to influence them or could be expected to influence them in the performance of their official duties, or was intended as a reward for any official action on their part. Draft 05-07-19 Page 13 :: CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Gifts such as boxes of candy, flowers and food, may be viewed as exceptions provided they are of minimal value and do not exceed limits imposed by law for gifts to public employees. These gifts shall be given to the Human Resources department for distribution based on a raffle of all employees. All financial disclosure laws and regulations must be complied with. 2.3 OUTSIDE EMPLOYMENT Employees shall not engage in any employment, enterprise, or outside activity which is in conflict with their duties, functions, responsibilities, or the department by which they are employed, nor shall Employees engage in any compensatory outside activity which will directly, or indirectly, contribute to the lessening of their effectiveness as Employees. 2.3.1 Authorization 2.3.1.1 Any Employee wishing to engage in outside employment or activity for compensation shall inform the Department Director of such desire, providing information as to the time required and the nature of such activity, and such other information as may be required; and the Department Director shall determine whether or not such activity is compatible with the Employee's City employment. 2.3.1.2 If the Department Director determines such activity is compatible, they may authorize the activity in writing using the "Outside Employment Form" and shall send a copy to the City Manager or designee for approval and authorization. 2.3.1.3 Said authorization shall be valid only for the work and period prescribed therein. 2.4 POLITICAL ACTIVITIES No Employee shall engage in political activity during working hours (excluding break time) or on City premises where such activity would disrupt the workplace. Employees may engage in activities relating to an employee organization while on duty as agreed to and permitted by the City Manager, and/or as set forth in Federal or State law, a Memorandum of Understanding ("MOU"), or a City Council directive. 2.5 EQUAL EMPLOYMENT, DISCRIMINATION, HARASSMENT, AND ANTI - BULLYING POLICY The City prohibits any form of discrimination or harassment on the basis of membership in one or more protected categories as defined below, and as may be amended by State and Federal law. The City will NOT tolerate any unlawful harassment or discrimination in employment. Violation of this Policy may result in immediate Termination of employment. Draft 05-07-19 Page 14 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Protected categories include race, religion, color, sex (including gender, gender identity, gender expression, pregnancy, and breastfeeding), sexual orientation (including heterosexuality, homosexuality, and bisexuality), national origin, ancestry, marital status, age, medical condition, genetic characteristics or information, and physical or mental disability, or any other category protected by law. The City, elected or appointed officials, officers, Employees, and contractors are prohibited from harassing or discriminating against applicants, officers, officials, Employees, or contractors because of: (1) an individual's membership in a protected category; (2) the perception that an individual is a member of a protected category; or (3) the individual's association with a person who is perceived to be a member of a protected category. This Policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, Promotion, Disciplinary Action, layoff, recall, Transfer, leave of absence, compensation, and training. Disciplinary Action or other appropriate sanctions up to and including Termination shall be instituted for prohibited behavior. Any form of retaliation against a person for filing a complaint or participating in the complaint resolution process is prohibited. Individuals found to be retaliating in violation of this Policy will be subject to appropriate sanctions or Disciplinary Action up to and including Termination. 2.5.1 Definitions 2.5.1.1 Harassment: Unwelcome conduct based on membership in a protected category that unreasonably interferes with an Employee's job performance, or creates an intimidating, hostile or offensive work environment. Behavior that constitutes harassment may include, but is not limited to: a. Unwanted sexual advances, requests for sexual favors and other acts where submission is made a term or condition of employment, or where submission to or rejection of the conduct is used as the basis for employment decisions. b. Speech, such as epithets, derogatory comments or slurs, based on a protected category. This might include inappropriate comments on appearance, including dress or physical features, or dress consistent with gender identification, or race -oriented stories and jokes. C. Physical acts, such as assault, impeding or blocking movement, offensive touching, or any physical interference with normal work or movement. This includes pinching, grabbing, patting, propositioning, or leering. d. Visual acts, such as displaying derogatory posters or cartoons, or sending emails, pictures or drawings that are derogatory or sexually explicit. Draft 05-07-19 Page 15 390 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.5.1.2 Discrimination: Treatment or consideration of, or making a distinction in favor of or against, an applicant or Employee based on membership in a protected category. Discrimination in employment applies to all aspects of employment, including hiring, firing, compensation, transfer, promotion or layoff, recruitment and testing, training and apprenticeship programs, fringe benefits, pay, retirement plans, and disability leave, as well as other terms and conditions of employment. 2.5.1.3 Retaliation: Any adverse conduct taken because an applicant, Employee, or contractor has reported harassment or discrimination, or has participated in the complaint and investigation process described herein, and is prohibited. "Adverse conduct" includes, but is not limited to: taking sides because an individual has reported harassment or discrimination, shunning and avoiding an individual who reports harassment or discrimination, real or implied threats of intimidation to prevent an individual from reporting harassment or discrimination, or taking negative employment action. 2.5.2 Policy Dissemination 2.5.2.1 All Employees shall be informed of the City's harassment and discrimination policy and complaint process prior to their need to know, and on a regular biennial basis. Also, said policy and complaint process shall be readily available to all Employees, contractors and members of the general public utilizing the City's facilities and services. All Employees of the City shall receive training on harassment and discrimination prevention in the workplace. 2.5.2.2 All new Employees shall be given a copy of the harassment and discrimination policy and complaint process upon hire. 2.5.2.3 Employees promoted into supervisory Positions shall be given another copy of the City's harassment and discrimination policy, as well as training on the Supervisor's role in preventing harassment and discrimination in the workplace. Such training shall meet the requirements of AB 1825, as amended. 2.5.3 Complaint Process 2.5.3.1 An Employee, job applicant or contractor who believes they are a victim of harassment or discrimination may make a complaint verbally or in writing with an incumbent in any of the following City Positions without fear of reprisal. It is not necessary to follow the chain of command: Immediate Supervisor; Any Supervisor; Department Director or designee; or City Manager. Draft 05-07-19 Page 16 391 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.5.3.2 Any Supervisor who receives a complaint of harassment or discrimination shall notify the Department Director or designee immediately. 2.5.3.3 Upon receipt of notification of a harassment or discrimination complaint, the Department Director, City Manager or desinnee shall: a. Authorize and supervise the timely investigation of the complaint and/or investigate the complaint. The investigation may include interviews with: (i) the complainant; (ii) the accused harasser, or the individual alleged to have committed discriminatory action(s); and (iii) other persons who have relevant knowledge concerning the allegations in the complaint. b. Review the factual information gathered through the investigation to determine whether the alleged conduct constitutes harassment, discrimination, or retaliation, giving consideration to all factual information, the totality of the circumstances, including the nature of the conduct, and the context in which the alleged incidents occurred. C. Report the findings as to whether harassment or discrimination occurred to appropriate persons, including the complainant. d. If the allegations are sustained, take appropriate immediate remedial action, including imposition of discipline at a level appropriate to the circumstances, and sufficiently severe to ensure that the behavior does not continue. If discipline is imposed, the level of discipline will not be communicated to the complainant. 2.5.3.4 The person initiating the complaint has the right to be accompanied by an advocate(s) when discussing alleged incidents, or participating in investigatory interviews. Said person shall be advised of this right prior to the commencement of such discussions. 2.5.3.5 The City takes a proactive approach to potential policy violations and will conduct an investigation of its Employees, Supervisors, managers or board members if it becomes aware that harassment, discrimination, or retaliation may be occurring, regardless of whether the recipient or third party reports a potential violation. 2.5.3.6 Employees also may file complaints about sexual harassment or other illegal employment discrimination with the California Fair Employment and Housing Commission (San Francisco Office: 1390 Market Street, Suite 410, San Francisco, California 94102; Telephone: 415-557-2325), or with the California Department of Fair Employment and Housing (San Bernardino Office: 1845 S. Business Center Drive, #127, San Bernardino, California 92408-3426; Telephone: 909-383-4711). Draft 05-07-19 Page 17 392 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.5.4 Confidentiality 2.5.4.1 Every possible effort will be made to ensure the confidentiality of complaints made under this Policy. Complete confidentiality cannot be guaranteed, however, due to the need to fully investigate and the duty to take effective remedial action. As a result, confidentiality will be maintained to the extent possible. 2.5.4.2 An individual who is interviewed during the course of an investigation is prohibited from discussing the substance of the interview, except as otherwise directed by the Department Director or the City Manager. Any individual who discusses the content of an investigatory interview will be subject to discipline or other appropriate sanction. 2.5.4.3 The City will not disclose or release a completed investigation report except as it deems necessary to support a disciplinary action, to take remedial action, to defend itself in adversarial proceedings, or to comply with the law or court order. 2.5.4.4 Anti -Bullying: Every Employee, public official and other individual, such as temporary agency workers, consultants, independent contractors and visitors, have the right to be treated with respect. Bullying is the use of verbal and/or physical aggression with the intention of intimidating or harming another individual. It can include any intentional written, visual, verbal, or physical act, when the act harms the individual or damages his or her property; has the effect of interfering with an Employee's ability to work; is severe or pervasive; and/or creates an intimidating or threatening environment. Bullying occurs in many forms including, but not limited to, tormenting, taunting, making abusive comments, using threatening gestures, pushing, shoving, punching, unwanted physical contact or any use of violence, graffiti, name-calling, sarcasm, spreading rumors, and/or teasing, etc. Such conduct can also occur via use of electronic or telephonic communications, such as the internet, email and chat room misuse, mobile threats by text messaging or calls, or misuse of cameras and video equipment. 2.5.4.5 Any Employee who believes they have been the subject of bullying should bring the matter to the attention of the Employee's Supervisor immediately, and provide a full and accurate report of the underlying facts. Where the Employee's Supervisor is the alleged bully, the Employee should bring the matter to the attention of the Supervisor's Superior. In all cases, Employees are free to report such problems directly to the City Manager or designee. Upon notification of a bullying complaint, the City Manager or designee shall promptly conduct an investigation of the complaint and supervise and/or investigate the complaint and take action as deemed appropriate. Draft 05-07-19 Page 18 393 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.6 SMOKING POLICY Smoking is prohibited in all City facilities, all City vehicles and rolling stock. 2.6.1 Definitions As applicable to this policy: a. "City facilities" means any real property (land or structures) owned, leased, or operated by the City. "City facilities" also means any vehicles owned, leased, or operated by the City. b. "Enclosed spaces" means all enclosed and semi -enclosed areas, including: private offices, common work areas, meeting and conference rooms, lobbies, lounges, waiting areas, storage rooms, elevators, hallways, stairwells, rest rooms, lunch and break rooms, and covered parking lots. C. "Smoking" means inhaling, exhaling, burning or carrying any lighted or heated cigar, cigarette or pipe, or any other lighted or heated tobacco or plant product intended for inhalation, whether natural or synthetic, in any manner or form. Smoking includes the use of an electronic smoking device that creates an aerosol or vapor in any manner or in any form, or the use of any oral smoking device for the purpose of circumventing the prohibition of smoking. 2.6.2 Smoking Prohibitions 2.6.2.1 Consistent with State law, smoking is prohibited for any City Employee and for any member of the public: (a) in any enclosed space of a City facility, or (b) within 20 feet of an entrance to (or exit from), or operable window of, an enclosed space of a City facility. 2.6.2.2 The City will take reasonable steps to prevent smoking by non -City Employees in an enclosed space of a City facility, consistent with State law, by: (a) requesting non -Employees to refrain from smoking, or (b) posting "NO SMOKING" signs at entrances to City facilities where non -Employees are allowed. 2.7 DRESS CODE All Employees shall dress professionally and in a manner appropriate for the duties performed in their Position. 2.8 USE OF ELECTRONIC EQUIPMENT AND SYSTEMS These Policies were created to ensure compliance with applicable law including, without limitation, the California Public Records Act ("PRA"); to protect the public welfare; to regulate Employees' electronic communications in the course of employment; to identify the circumstances when electronic communications must be preserved; and to support appropriate City business practices. Draft 05-07-19 Page 19 394 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.8.1 Definitions As applicable to this policy: 2.8.1.1 "City Accounts and Devices" includes all City owned, maintained, issued, or controlled communication accounts, email addresses, devices, cell phones, computers, media, social media, messengering services, and any other form of communication account or device. 2.8.1.2 "City Business" is to be given a broad interpretation in accordance with the California Public Records Act ("PRA"). Employees should consult the City Clerk's Office or the City Attorney's Office if any clarification is needed regarding whether a record pertains to City Business before deleting the record. 2.8.1.3 "City Records Email" refers to the City's records retention repository email address. The City Records Email address may change over time, but it is currently: Records@laquintaca.gov. 2.8.1.4 "Private Accounts and Devices" includes all communication accounts, email addresses, devices, cell phones, computers, media, social media, messengering services, and any other form of communication account or device not City owned, maintained, issued, or controlled. 2.8.2 Public Records In addition to all applicable Federal, State, and local laws and regulations, the following provisions shall apply to the use of personal accounts, devices, social media, and all other forms of media by Employees for communications regarding matters of City Business: 2.8.2.1 In general, all communications regarding City Business by Employees must be done on official City Accounts and Devices, such as the Employees's assigned email address. In general, all communications regarding City Business by Employees that do not have assigned City Accounts and Devices must be done via a professional Business Account and Device. 2.8.2.2 Except in situations that are beyond the control of an Employee, all communications regarding City Business that are not from or to an official City Account and Device, or not otherwise exempt from disclosure under the PRA, need to carbon copy ("CC") or blind carbon copy ("BCC") the City Records email. 2.8.2.3 All communications and records regarding City Business — even on private accounts and devices —are public records. The owner of the private account and device containing the public records is the custodian of those records, and is subject to all laws applicable to custodians of public records. Possible forms of these public records include, but are not limited to, emails, text messages, voicemails, call Draft 05-07-19 Page 20 395 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES logs, instant messenger communications, social media posts and communications, or any other form of communication. 2.8.2.4 Responsibility for maintaining custodianship of public records on private accounts and devices may be transferred to the City by emailing the record to the City Records email, and including a detailed description of the record in the body of the email. If a particular type of record cannot be easily forwarded to the City Records email, then screen shots adequately capturing the image of the record may be sent to the City Records email address; however, in such circumstances, the images must be clear and complete, and a detailed explanation of the record and the content of the record must be provided in the body of the email so that the record can be found in a relevant search. Failure to comply with these requirements will result in the individual remaining the custodian of the public record. 2.8.2.5 All public records on private accounts and devices must be retained unless custodianship has been transferred to the City in accordance with this Policy and the City's Records Retention Schedule. 2.8.2.6 Upon leaving office or employment termination all Employees must provide a declaration in the form required by the City declaring that they have provided the Clerk's Office with all records regarding City Business under the PRA within three days from employment end -day. 2.8.2.7 Failure to comply with the requirements of this Policy will result in discipline, including possible termination and/or public censorship. 2.8.2.8 These requirements are State law requirements, and they survive the Termination of any individual's employment with the City. 2.8.2.9 Failure to comply with the custodianship requirements for public records in accordance with the PRA may result in personal liability, civil penalties, and criminal prosecution. Destruction of a public record is a felony pursuant to Government Code section 6200. 2.8.3 Personal Use 2.8.3.1 Although limited and incidental personal use of electronic communications may be acceptable, these communication devices remain public property and are to be used for public purposes. Users may use City Business accounts and devices for incidental personal use that does not interfere or conflict with City Business or job performance during regular duty hours. Incidental means infrequent usage. Personal use of the City's Information Systems is at the users' own risk and may be accessed, reviewed, copied, deleted or disclosed by the City. Draft 05-07-19 Page 21 396 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.8.3.2 Prohibited uses of City -provided communication equipment and software, or personal equipment used on City Business, include, but are not limited to, the following: a. Uses that violate any local, State, or Federal law; b. Uses violating any part of an MOU or City Policy; C. Uses relating to a user's private commercial activities including, without limitation, advertising and consulting; d. Accessing and distributing computer games; e. Fundraising or public relations activities outside the scope of City Business; f. Political activities; g. Religious activities; h. Unauthorized access to systems, software or data; i. Creating or propagating viruses; j. Disrupting services; k. Intentionally destroying or damaging equipment, software, or data; I. Use of non -business software, e.g. entertainment software or applications; M. Threats; n. Harassment or bullying; o. Defamation; P. Slander; and q. Access to, or communication of, material or graphic images which are pornographic, violent, offensive, threatening, disturbing, obscene or profane. 2.8.3.3 Social networks and related electronic discussion groups are specialized resources on the internet for sharing information with other professionals. Employees are prohibited from publishing official positions or opinions of the City, or publishing statements which could be construed as positions or opinions of the City, via the internet, text or e-mail without prior authorization. All authorized participation in such forums must include the following disclaimer: "Views expressed by the author do not necessarily represent those of the City of La Quinta." Failure to include the required disclaimer may result in revocation of access privileges 2.8.4 Cell Phones Employees are not prohibited from carrying personal cell phones while at work, but must comply with the following requirements: 2.8.4.1 Employees should neither send nor receive personal calls, text messages, or a -mails during work hours, excluding break times and lunch periods. However, the City recognizes that at times it may be Draft 05-07-19 Page 22 397 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES necessary for Employees to contact or be contacted by family members. The City also recognizes that extraordinary circumstances may require Employees to conduct personal business using their personal cell phone during working hours. Abuse of this privilege shall be considered a violation of this Policy. 2.8.4.2 Supervisors have the authority to restrict or prohibit use of personal cell phones at any time on-the-job when they believe such situations or use may create a distraction or safety hazard to the Employee, co-workers, contractors, and/or the general public. 2.8.4.3 Calls to 911 or other emergency calls on personal cell phones during work hours are permitted under this Policy. 2.8.4.4 The use and/or wearing of "Bluetooth" or "hands -free" personal cell phone devices is strictly prohibited during working hours, excluding break times and lunch periods. 2.8.4.5 Employees are not allowed to talk, email or text on a personal or City -owned cell phone while driving any vehicle, including City vehicles, while engaged in City Business. Use of a cell phone to make a call in other than a hands -free mode and texting or emailing in other than a hands -free mode while driving (including at a stop sign or stoplight) is prohibited by State law (Vehicle Code Section 23123.5). 2.8.4.6 Many personal cell phones have camera features. The camera features may not be used in the workplace unless for City Business. Camera phones can potentially violate the privacy of co- workers or be used to take pictures of confidential or sensitive documents. 2.8.5 Employee -Owned Cell Phones - Stipend Employees who hold Positions that include the need for a cell phone may request a cell phone stipend to compensate for City Business -related costs incurred when using their individually -owned cell phones. The City will not own or provide cell phones for the use of individual Employees except in limited situations (e.g., field services, code enforcement/animal control, on -call employees, select supervision, etc.). 2.8.5.1 Under the stipend program, the Employee is responsible for purchasing a cell phone and establishing a service contract with the cell phone service provider of his/her choice. The cell phone contract is in the name of the Employee, who is solely responsible for all payments to the service provider. 2.8.5.2 Because the cell phone is owned personally by the Employee the stipend provided is not considered taxable income and the Employee may use the phone for both business and personal purposes, as needed. The Employee may, at their own expense, add extra services or equipment features, as desired. If there are problems with service, the Employee is expected to work directly with the carrier for resolution. Draft 05-07-19 Page 23 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.8.5.3 The City does not accept any liability for claims, charges or disputes between the service provider and the Employee. Use of the phone in any manner contrary to local, State, or Federal laws will constitute misuse, and will result in immediate termination. 2.8.5.4 Any cell phone that has data capabilities must be secured based on current security standards, including password protection and encryption. If a cell phone with data capabilities is stolen or missing, it must be reported to the Employee's supervisor, the wireless device service provider, and to the City's IT Department as soon as possible. 2.8.5.5 Employees are expected to delete all City data from the cell phone when their employment with the City is terminated, except when required to maintain that data in compliance with a litigation hold notice or in accordance with the Public Records Act and Section 2.8.2 of these Policies. 2.8.5.6 Any stipend agreement will be immediately cancelled if: a. An Employee receiving a cell phone stipend terminates employment with the City; b. The Employee changes to a position within the City which no longer requires the use of a cell phone for City Business reasons; C. There is misuse/misconduct with the phone; d. A decision by management (unrelated to Employee misconduct) resulting in the need to end the program, or there is a change in the Employee's duties; or e. The Employee does not want to retain the current cell phone contract for personal purposes. 2.8.6 City -Owned Cell Phones Employees who are required to be readily available for a variety of City -related communications may be issued City -owned cell phones to conduct City Business. An Employee who believes they should have a City -owned cell phone should fill out a request and submit it to the Department Director, who has the authority to approve or disapprove the request. 2.8.6.1 The City retains the right to: (1) review the bills for City - owned cell phones, and (2) require payment from the Employee for all personal calls in accordance with IRS regulations as they now exist, or as they may be amended in the future. 2.8.6.2 Employees issued a City -owned cell phone are responsible for properly caring for the equipment. 2.8.6.3 Employees are not allowed to install personal or other non - approved software or applications on City -owned cell phones, or to disable any software installed by the City, including virus protection systems. Draft 05-07-19 Page 24 399 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.8.6.4 All passwords or security codes must be protected and not given out to others. The City's IT Department must be provided with all current passwords or security codes. 2.9 FRAUD IN THE WORKPLACE POLICY The City is committed to protecting its assets against the risk of loss or misuse. Accordingly, it is the Policy of the City to identify and promptly investigate any possibility of fraudulent or related dishonest activities against the City and, when appropriate, to pursue legal remedies available under the law. 2.9.1 "Fraud" is defined as an intentional deception, misappropriation of resources or the manipulation of data to gain financial or other benefits. Fraud and other similar improprieties include, but are not limited to: a. Claim for reimbursement of expenses that are not made for the exclusive benefit of the City; b. Forgery or alteration of documents (checks, promissory notes, time sheets, independent contractor agreements, purchase orders, etc.); C. Misappropriation of City assets (funds, securities, supplies, furniture, equipment, etc.); d. Improprieties in the handling or reporting of money transactions; e. Authorizing or receiving payment for goods not received or services not performed; f. Misrepresentation of information on documents; or g. Computer -related activity involving unauthorized alteration, destruction, forgery, or manipulation of data or misappropriation of City -owned software. 2.9.2 It is the City's intent to fully investigate any suspected acts of fraud, misappropriation, or other similar irregularity. An objective and impartial investigation will be conducted regardless of the Employee's position, title, and length of service or relationship with the City. 2.9.3 Each department of the City is responsible for instituting and maintaining a system of internal controls to provide reasonable assurance for the prevention and detection of fraud, misappropriation, and other irregularities. Management should be familiar with the types of improprieties that might occur within their areas of responsibility and be alert for any indications of such misconduct. 2.9.4 The City Manager or designee, in conjunction with the City Attorney, has the primary responsibility for the investigation of all Fraud as defined in this Policy. Draft 05-07-19 Page 25 N CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 2.9.5 Employees will be granted whistle -blower protection when reporting any acts of suspected Fraud in accordance with this Policy. When informed of a suspected impropriety, neither the City nor any person acting on behalf of the City shall: a. Dismiss or threaten to dismiss the reporting Employee; b. Discipline, suspend, or threaten to discipline or suspend the reporting Employee; C. Impose any penalty upon the reporting Employee; or d. Intimidate or coerce the reporting Employee. 2.9.6 The City will pursue every reasonable effort, including court -ordered restitution, to obtain recovery of City losses from the offender, or other appropriate sources. 2.10 PROHIBITED RELATIONSHIPS This policy serves to uphold the City's high standards of professional and ethical conduct, specifically with respect to Employee interpersonal relationships. The intent of this policy is to provide assurance that all Employees work in an environment where they can be objectively supervised and evaluated. 2.10.1This policy defines the types of Employee interpersonal relationships that by their very existence create an inherent conflict of interest that affects an Employee's ability to be objectively supervised or evaluated. This policy also proscribes specified conduct with respect to Employee interpersonal relationships and provides for disciplinary action for violations of this policy. 2.10.2 Definitions 2.10.2.1 Amorous Relationship. An Amorous Relationship exists when, without the benefit of marriage, two persons voluntarily have a sexual union or are engaged in a romantic courtship (e.g., dating or engaged to be married) that may or may not have been consummated sexually. 2.10.2.2 Familial Relationship. A Familial Relationship is a relationship between two related persons. For purposes of this policy, "related persons" includes: a. Grandparent, b. Parent, C. Spouse (includes domestic partner), d. Child, e. Aunt or uncle, f. First cousin by marriage, adoption or blood, g. Anyone living in the same household or whose relationship is so closely identified with another as to suggest a conflict, or Draft 05-07-19 Page 26 401 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES h. Ex-, Step-, Half-, and In -Law relationships as appropriate based on the above list. 2.10.2.3 The prohibitions in this policy applicable to Familial Relationships or Amorous Relationships shall continue after the termination of the relationship (e.g., divorce) until such time as there is no effect upon impartiality. 2.10.2.4 Employment Decision. A decision that includes, but is not limited to, one relating to: a. Establishing the terms and conditions of employment, b. Determining compensation, C. Evaluating work performance, d. Considering assignments, appointments, promotions, e. Issuing disciplinary action, f. Instructing or advising, g. Any other action that assesses, determines, or influences work performance, career progress, or other employment status. 2.10.2.5 Undue Influence. A situation in which an individual is able to persuade another's decisions due to the relationship between the two parties. 2.10.3 Prohibited Conduct - Employment Decisions A City Employee shall not have or share authority for employment decisions or exert undue influence on employment decisions for an Employee with whom the individual has or has had an Amorous or Familial Relationship. 2.10.4 Duty to Disclose All actual or potential conflicts of interest created by an Amorous or Familial Relationship as defined in this policy shall be disclosed to the Employee Relations Officer, or to the City Manager when a Department Manager is involved, in order to avoid a potential violation of this policy. A potential conflict of interest for the City Manager under these circumstances shall be disclosed to the City Attorney. 2.10.4.1 New Employee Upon hire, all new Employees have a duty to disclose any actual or potential conflicts of interest created by an Amorous or Familial Relationship as defined in this policy by contacting the Department of Draft 05-07-19 Page 27 402 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Human Resources and/or the City Manager when a Department Manager is involved. 2.10.4.2 Change in Status A change in an Employee's status (i.e. employment, or personal relationship) that would establish an actual or potential violation of this policy (where one did not exist previously) creates a duty to disclose the actual or potential conflict of interest by contacting the Department of Human Resources and City Manager when a Department Manager is involved. For example, an employment action (i.e., new hire, promotion, position reclassification, reassignment of job responsibilities) or a decision of two Employees to begin dating may result in a potential violation of policy as described in section 2.10.3. 2.10.4.3 Failure to disclose an actual or potential conflict of interest or failure to disclose in a timely manner shall constitute a violation of this policy. 2.10.5 Conflict Management Plan Upon appropriate disclosure pursuant to section 2.10.4 and where determined to be appropriate, Human Resources, or the City Manager when a Department Head is involved, will oversee the development, approval and monitoring of a conflict management plan to avoid a violation of this policy. Conflict management plans will be reviewed and approved by the above -mentioned offices as well as the City Attorney. Failure to adhere to an approved conflict management plan shall constitute a violation of this policy. 2.10.6 Disciplinary Action Employees who violate this policy will be subject to disciplinary action up to and including dismissal. Such disciplinary action shall be conducted in accordance with existing City policies and procedures. Draft 05-07-19 Page 28 403 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 3 CLASSIFICATION AND COMPENSATION The purpose of the City's Classification Plan is to provide an orderly inventory and appraisal of Positions in the City service. The Classification Plan shall be used in determining lines of promotion and in developing Employee training programs. Additionally, the Plan shall be used in conducting wage surveys and as a basis for determining the pay range for each Classification. The City desires to recruit and retain individuals who are customer service oriented, demonstrate initiative, are team players, and accept responsibility, authority and accountability for work performance. Once employed, the City believes that incentives are critical if the Employees are to be successful in achieving the mission, goals and objectives of the City. 3.1 PREPARATION AND AMENDMENT OF CLASSIFICATION PLAN 3.1.1 The Classification Plan defines the general scope and complexity of the work required and facilitates internal equity across all jobs within all departments of the City. The goal is to establish a classification structure with broadly defined classes that reflect meaningful and measurable differences in the level of work within each classification but maintains the flexibility necessary for Employee growth and efficient management. 3.1.2 The Employee Relations Officer shall determine the duties and responsibilities of all City Positions for inclusion in the Classification Plan. The Classification Plan shall be developed and maintained so as to ensure to the fullest extent possible that all Positions which are substantially similar with respect to duties, responsibilities, authority and character of work, are included within the same classification, and the same schedules of compensation shall apply to all Positions in the same classification. Classification specifications are explanatory, but not restrictive. The listing of particular tasks shall not preclude the assignment of other related kinds of tasks or related jobs requiring lesser skills. The Classification Plan shall be adopted by a resolution of the City Council. 3.2 ALLOCATED POSITIONS 3.2.1 The City Manager or designee shall approve the appointment of Employees to Positions in the Classification Plan. 3.2.2 Only allocated Positions which have been approved by City Council may be filled, provided that the following Positions can be approved by the City Manager without prior City Council approval: (1) temporary/interim; and (2) emergency. Draft 05-07-19 Page 29 i• CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 3.3 APPOINTMENT TO NEW POSITIONS When a new position is created, no person shall be appointed or employed to fill the position prior to the position's assignment to a Classification within the City's Classification Plan, unless otherwise provided by these Policies. The City Manager or designee shall amend existing titles and duties in the Classification Plan. City Council approval shall be required to establish and assign a new classification to the Classification Plan, and when there is a rating change of an established classification. 3.4 CLASSIFICATION SPECIFICATIONS Classification Specifications shall describe the knowledge, skills, abilities, education, experience, sample duties and other minimum qualifications required for successful performance of the duties assigned to incumbents in the Classification. The Employee Relations Officer shall maintain a list of all City Council -approved Classification Specifications. All Classification Specifications shall be open for inspection in Human Resources by an Employee or the public under reasonable conditions during business hours subject to the availability of the Employee Relations Officer. 3.5 PREPARATION AND ADOPTION OF COMPENSATION PLAN The goal of the compensation plan is to attract and retain qualified candidates for City employment. The compensation plan reflects both internal equity and external parity within the various relevant labor markets in which the City competes. The system also recognizes and rewards Employee performance within an established framework. The Employee Relations Officer shall prepare a Salary Plan that establishes the minimum through maximum Salary Range for all City Classifications and shall submit the Salary Plan to the City Council for its approval. The Employee Relations Officer shall also establish a competitive Employee benefit plan, subject to the meet and confer process. The Salary and Benefit Plans shall be adopted by a resolution of the City Council. Following the meet and confer process with the La Quinta City Employee' Association, the -Salary Plan shall be amended or revised by adoption of a resolution of the City Council. Draft 05-07-19 Page 30 405 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 4 TYPES OF APPOINTMENTS 4.1 PROBATIONARY APPOINTMENTS All initial appointments made to a vacant Regular Full- or Part-time Position shall be probationary for twelve (12) months from the effective date of the appointment. Promotional appointments shall be probationary for six (6) months from the effective date of the promotional appointment. As necessary, the Probationary Period for both initial and promotional appointments can be extended for a period of up to six (6) months if the Department Director or designee determines that there were circumstances that prevented the evaluation of the Employee's performance during the initial probationary period. In the case of such an extension, the Probationary Employee shall be given notice in writing prior to the expiration of the original Probationary Period. 4.1.1 Initial Probationary Employees are eligible to use accrued paid leave (sick leave, vacation and bereavement leave) after the first (3) months. A promotional probation does not impact an Employee's eligibility for leave. 4.1.2 The Probationary Period shall be regarded as part of the testing process and shall be utilized for closely observing the Employee's work to determine the Employee's fitness for the position. A Probationary Employee must demonstrate satisfactory performance in order to achieve regular status. 4.1.3 Periods of time on paid or unpaid leave shall automatically extend the Probationary Period by that number of days the Employee is on leave. 4.1.4 Probationary Employees are at -will, and may be released without cause and without right of appeal. 4.2 REGULAR FULL-TIME AND REGULAR PART-TIME APPOINTMENT Upon successful completion of the Probationary Period, Employees shall move to regular status with the City, and shall be eligible for the benefits and protections of that designation. 4.3 EMERGENCY APPOINTMENTS 4.3.1 To meet immediate requirements of an emergency condition which threatens life or property, the City Manager may create temporary Positions and employ such persons as temporary Employees as may be needed for the duration of the emergency. Temporary Employees are at -will. 4.3.2 The salary established for temporary Emergency Positions shall be compensated at an appropriate hourly rate as approved by the City Manager. 4.4 INTERIM APPOINTMENTS If deemed to be in the best interests of the City, the City Manager or designee may authorize and approve an interim appointment in order to fill either a temporary (i.e. Draft 05-07-19 Page 31 m. CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES a maternity or military leave) or regular (i.e. an Employee's long-term absence, resignation or termination) vacancy. If the position being filled on an interim basis would normally require City Council approval (i.e. City Manager), the City Council shall authorize the interim appointment. 4.4.1 An interim appointment may be authorized for a period not to exceed six (6) months from the date of that appointment. Under unusual circumstances, the City Manager may authorize an additional (6) months extension for an interim appointment. In no instance shall an interim appointment exceed twelve (12) months. All Interim employees must meet the minimum qualifications of the vacant position. 4.4.2 A Regular Employee may be assigned to a classification which is equal to or higher than the Employee's regular classification on a temporary interim basis as long as the Employee meets the minimum requirements for such assignment. During the interim appointment period, the Employee will be assigned the title of the interim classification, at a salary that is at least five percent (5%) higher than the current salary of the Employee's regular classification, for the duration of the interim appointment if the interim Classification is a higher grade. A Regular Employee assigned to an interim classification which is not represented by the La Quinta City Employees' Association will have their membership suspended during the term of the interim appointment. 4.4.3 While serving in an interim capacity, a Regular Employee shall receive any benefits of the interim classification which are over and above the Employee's regular benefits. If an Employee receiving overtime benefits is assigned to an interim classification and performs work which is exempt from the FLSA, the Employee shall not receive overtime pay for the duration of the interim period. The Employee shall receive the prorated Administrative Leave benefits of the interim classification. A Regular Employee, in an interim Classification, shall continue to accrue Seniority in their regular Classification and shall be eligible to receive merit increases in the regular position. 4.4.4 Interim appointments shall not be construed to create or imply any right of any Employee to be permanently appointed to the job classification position that the Employee is filling on an interim basis. At the expiration of any interim appointment, the Employee shall return to their regular job classification and shall also return to the rate of pay which corresponds to the regular classification as if the Employee never left the classification. 4.5 "'WORKING OUT OF CLASS" When an Employee is assigned to significant duties and responsibilities of an authorized job Classification with a higher Salary Range on a full-time basis for more than twenty-five (25) consecutive working days (which includes each "regular day off" for Employees participating in the Alternate Workweek Schedule) or more than fifty (50) working days in a twelve (12)-month period, a temporary salary adjustment shall be made to the higher Salary Range at a salary step within that range that Draft 05-07-19 Page 32 "IA CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES achieves a 5% increase until the Employee ceases to perform such out -of -class work. It is the City's intent to avoid working an Employee on an out -of -class assignment for a prolonged period. 4.5.1 An Employee who believes that they have worked out -of -class for more than twenty five=(25) consecutive working days or more than fifty (50) working days in a twelve (12) month period may submit a written request for an out - of -class pay adjustment to the Department Director within ten (10) working days after the Employee has allegedly qualified for the out -of -class pay adjustment. The Department Director shall review the request and forward a recommendation thereon to the Employee Relations Officer within five (5) working days after completing a review of the request. The Employee Relations Officer shall render a decision thereon within five (5) working days after receipt of the Department Director's recommendation. 4.5.2 If the Employee Relations Officer determines that the Employee has been working out -of -class for more than twenty-five (25) consecutive working days, the Employee will be paid out -of -class pay effective on the 26th day and for each successive day the Employee works out -of -class. 4.5.3 If the Employee Relations Officer determines that the Employee has been working out -of -class for more than fifty (50) working days within any twelve (12)-month period, the Employee will be paid out -of -class pay effective on the 51st day during the twelve (12) month period in which the Employee works out -of -class and for each successive day_ 4.5.4 Nothing herein shall be construed as limiting management's authority to assign City Employees temporarily to different or additional work duties and responsibilities for the purpose of responding to emergencies. Temporary assignment, while responding to an emergency, will be for no more than three (3) months' duration, but may be extended for an additional three (3) months with Employee Relations Officer approval. 4.6 TRANSFER An Employee may seek a voluntary Transfer from the present Position to a vacant Position in the same Classification within the same department or in another department. For purposes of this Section, a comparable Classification is defined as one with the same Salary Range which involves the performance of similar duties that require substantially the same general qualifications. A transferred Employee shall retain his/her rate of pay and anniversary date for purposes of leave accruals. 4.6.1 The Employee Relations Officer is under no obligation to notify Employees of each potential Transfer opportunity. Once the Transfer request is received by the Employee Relations Officer, the Employee Relations Officer shall inform the Department Director of the request. The transfer must be Draft 05-07-19 Page 33 N CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES approved, in writing, by the Department Director and Employee Relations Officer. 4.6.2 Unless otherwise provided for in these Policies, an Employee must be employed with the City for at least twelve (12) months, or until the Employee has completed their probationary period, before applying for a transfer. The implementation of the transfer may be delayed until the Position being vacated is filled. Generally, a two -week notice will be given to the Employee's current department. 4.6.3 A request for transfer to a vacant Position may be initiated by an Employee or the Employee's Department Director. The Employee Relations Officer may order a transfer for the purposes of economy, efficiency, or for reasons related to the best interests of the City. Such a determination by the Empoyee Relations Officer shall not require the consent of the Employee or the Department Director. 4.6.4 No Employee shall be transferred to a Position for which the Employee does not possess the minimum qualifications. A transfer shall not be used to effect a promotion, advancement, a non -disciplinary demotion, or reduction in pay. An Employee who transfers to a lower position may be Y-rated. 4.7 PROMOTION When it has been determined by the City that a vacant Position will be filled by promotional appointment, the Employee Relations Officer shall authorize a competitive promotional examination in order to fill the Position, as set forth in these Policies. 4.7.1 When an Employee is appointed to a promotional position, that Employee shall be paid the salary in the higher Salary Range which is at least five percent (5%) higher than the salary they received in the lower range. Any Employee who is promoted within City service shall be required to successfully complete a six (6) month Probationary Period in the new position. If the Employee does not successfully complete the probationary period and the Employee's former Position is still vacant, the Department Director may recommend that the Employee be reinstated to the former position. This reinstatement must be approved by the Employee Relations Officer. If the Employee's former position is not vacant, the Employee may be appointed to a position of the same classification in a different department with the recommendation of the Department Director and approval by the Employee Relations Officer If no vacancy exists, the Employee will be released from City employment. 4.7.2 In the event a position is eliminated and replaced with a higher range position, the City agrees to first consider Employees in the lower range positions. However, if after due consideration of existing Employees, the City determines that no Employee is qualified for promotion, the City retains the right to conduct outside recruitment. Draft 05-07-19 Page 34 M CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 4.8 DEMOTION An Employee may be demoted because the Employee's ability to perform the required duties of his/her Position falls below standard, for disciplinary purposes, or for any other reasons as outlined in these Policies. No Employee shall be demoted to a Position for which the Employee does not possess the minimum qualifications. 4.8.1 An Employee shall not be required to serve a Probationary Period in the Position to which the Employee is demoted unless the Employee has not competed the Probationary Period in the higher Position. In such cases, the Employee shall be required to complete his/her unfinished Probationary Period in the lower Position. 4.8.2 Involuntary Demotion. An involuntarily demoted Employee, who is placed in a Position at a lower salary than the Position the Employee formerly occupied, shall be placed at the salary which is closest to, but lower than, the Employee's salary rate in the Employee's former Position. A Demotion which is effected for disciplinary reasons, pursuant to Section 10 of these Policies; shall be subject to the disciplinary appeals process. 4.8.3 Voluntary Demotion: A voluntary Demotion to a lower post and lower salary may be requested by an Employee for any reason. Such a voluntary Demotion shall require the approval of the City Manager or designee, Employee's present Department Director, and the Department Director under whom the Employee will serve, if applicable. 4.8.4 The voluntarily demoted Employee -shall be placed in the salary which is closest to, but not lower than, the Employee's salary rate in the Employee's former Position. In lieu of a reduction in salary, the City Manager or designee may approve a Y-rated salary for a voluntarily demoted Employee. 4.9 RECLASSIFICATION An Employee who believes that they have been assigned duties and responsibilities which fall outside of the classification to which they are appointed may request a Classification audit. The audit shall ascertain, using the Decision Banding Method, whether the level and scope of assigned responsibilities are of sufficient duration and significant variance from the currently assigned Classification to warrant a Reclassification to a higher Classification within the Classification Plan. Regardless of the circumstances, the Employee must demonstrate possession of the minimum qualifications of the higher Classification prior to being reclassified. Additionally, the City Manager or designee may require a competitive examination prior to approving a Reclassification. No Employee shall be reclassified unless the said proposed reclassified Position has been incorporated in the Classification Plan and approved by City Council, as provided by these Policies. 4.9.1 The Employee or Department Director may submit a request for a job classification audit. The Employee's supervisor may submit a request for a Classification audit for the Employee, with the approval of the Department Draft 05-07-19 Page 35 410 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Director. All such classification audit requests shall be submittedto the City Manager or designee, who shall determine if the Classification audit is justified. 4.9.2 The Employee Relations Officer will respond to requests for a Classification audit, and will assist with the revision of Classification Specifications and/or development of new Classification Specifications, as necessary to meet the ongoing operational requirements of the City. 4.9.3 Reclassification shall not be used for the purpose of avoiding restrictions concerning demotions, promotions, or unit modifications, or to accomplish staffing plan changes outside of the formal budgetary process. 4.9.4 Upon Reclassification, the salary of an Employee shall be determined as follows: a. Reclassification with Lower Salary Range: If the Employee is reclassified to a Classification with a lower salary range than the previous Classification, the Employee Relations Officer may approve a Y-rate salary for the Employee if the Employee is at or above the job rate of the salary range. If a salary Y-rate is not approved, the Employee's new salary at the lower salary range shall be placed at a salary rate which yields a salary closest to the current salary, but in no cas shall such salary exceed the top of the lower salary range. b. Reclassification with Same Salary Range: If the Employee is reclassified to a Classification with the same salary range as the previous Classification, the salary rate of the Employee shall not change. This provision shall also apply to the change of Classification title, provided there is no change in the basic duties of the Classification. C. Reclassification with Higher Salary Range: If the position is reclassified to a Classification with a higher Salary Range than the previous Classification, the Employee shall be compensated at the salary in the new Salary Range which is at least equivalent to an advancement of a full Step over the Step the Employee held in the previous Salary Range, but in no case shall such salary exceed the top salary Step of the higher Classification. 4.9.5 The effective date of reclassification shall coincide with the first working day of a pay period after the reclassification is approved by the Employee Relations Officer and the new Classification is adopted by City Council, if necessary. 4.10 TEMPORARY ASSIGNMENT PAY Temporary Assignment Pay allows for temporary increases in pay beyond an Employee's base rate of pay when duties performed by the Employee support such additional pay for specific periods of time. Draft 05-07-19 Page 36 411 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 4.10.1Increases in pay may be granted to recognize the temporary assignment requiring a greater level of skill and/or responsibility. "Temporary assignment" shall mean a period of six months or less. Requests for temporary assignment compensation may be initiated by the Department Director or designee. Employees directed to temporarily perform higher level duties shall be entitled to a salary rate increase equivalent to one Step within their existing range. Eligibility for Temporary Assignment Pay includes: a. The recommendation of the Department Director that the Employee is temporarily performing duties requiring a higher level of skill and/or responsibility outside the scope of their current classification. Such recommendation shall document the reason(s) the assignment of these duties is necessary to departmental operations and the proposed timeframe for such assignment, and is to be submitted to the Employee Relations Officer in writing; b. The approval of the City Manager or designee is required prior to awarding Temporary Assignment Pay; and C. Such assignment shall be temporary and will not exceed six (6) months in duration. 4.10.2Temporary Assignment pay will not affect an Employee's merit increases pursuant to Section 6.5 of these Policies. 4.11 LAYOFFS/REDUCTION-IN-FORCE/RECALL Subject to City Council approval, the Employee Relations Officer may lay off City Employees at any time based upon: (1) lack of work; (2) budgetary reasons; (3) elimination of programs; or (4) elimination of services, following the procedures set forth below. 4.11.1 Reduction -in -Force (RIF). When it becomes necessary to reduce the work force in the City, the Employee Relations Officer shall designate the Classification, division, department, or other organizational unit to be reduced in order to effect a reduction in the work force. Part-time or Probationary Employees in the same Classification as ones proposed to be reduced within the City shall be laid off first. Although the Employee Relations Officer may elect to do so, they are not required to allow laid off Employees to "bump" Employees in other City Classifications in which the Employee has previously successfully held a position in accordance with the "Order of Layoff" set forth below. 4.11.2 At least two (2) weeks written notice shall be given to any Employee who is to be laid off. If less than two weeks' notice is provided, the Employee will be paid for the difference between the date of layoff and two weeks. 4.11.3 Order of Layoff. The order of layoff of regular Employees shall be made in accordance with a system which favors retention of the more meritorious Draft 05-07-19 Page 37 412 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Employees, based upon evaluation of the following factors in the listed order of importance: a. The two most recent annual performance evaluation records as finalized and/or filed in Human Resources, except when an Employee has less than two years of service with the City. In that case, only one performance evaluation will be used; b. Documents of Disciplinary Actions during the preceding twenty- four (24) months; and C. Seniority (length of service in a career Position): i. in the City; and ii. in the Classification; and iii. in the department. 4.11.4 Order of Layoff Protocol 4.11.4.1 Performance a. Comparisons will be based on the overall performance rating for each Employee; b. Rating order (i.e., better in 2017 than 2018) will carry no significance or weight; C. If two Employees are rated by different Supervisors in different departments, their evaluations will be deemed equivalent; and d. For purposes of determining layoffs, any Disciplinary Action in an Employee's file will then become the primary determinant, followed by seniority, if necessary. 4.11.4.2 Seniority a. Seniority is determined from the date of hire. b. Seniority shall include periods of vacation, sick leave, layoff not exceeding two (2) years, any authorized leave of absence of less than three (3) months, or any call to military service for the duration of the call to duty. Seniority shall not include any other break in continuous service, unless required by law. 4.11.4.3 Bumping Rights a. Employees in Classifications identified for elimination will be laid off based on the application of the criteria outlined in the Order of Layoff. b. Any probationary promotional Employee subject to lay off shall, if applicable, be allowed to return to their former classification in lieus of layoff. Employees who accept lower Positions or transfers in lieu of layoff shall be placed at a salary range and step which yields a salary closest to existing salary at the time of the giving of notice of layoff. Draft 05-07-19 Page 38 413 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 4.11.4.4 Recall List a. The name of every regular Employee who is laid off, transferred or demoted to a Classification due to a Reduction -in -Force shall be placed on a Recall List maintained by the Employee Relations Officer. Vacancies to be filled shall be offered, first in order of performance, to individuals named on the Recall List who, at the time of the Reduction -in -Force, held a Position in the same job Classification within the department as the vacancy to be filled. b. Individual names may be removed from the Recall List by the Employee Relations Officer for any of the following reasons: i. The expiration of two (2) years from the date of placement on the list; ii. Reemployment with the City in a Regular Full-time Position in a department other than that from which the Employee was laid off; iii. Failure to respond within fourteen (14) calendar days of mailing of a certified letter to the last known address regarding availability for employment; iv. Failure to report to work within fourteen (14) calendar days of mailing of a certified letter containing a notice of reinstatement to a Position, absent mitigating circumstances; or V. Notice in writing to the Employee Relations Officer that the individual does not wish to be reemployed by the City. vi. If the eligible person does not accept an offered Position 4.11.5 Status on Reemployment. A regular Employee who has been laid off or terminates in lieu of reassignment and is reemployed in a regular Position within two (2) years from the date of their layoff or Termination shall be entitled to: a. Buy-back and restoration of all vacation leave credited to the Employee's account on the date of layoff or Termination and at the same rate as it was paid at separation due to layoff. This restoration must be requested in writing within thirty (30) days of returning to work, and must be fully paid back within six (6) months of the return to work; b. Restoration of accrued and unused sick leave balances in place at the time of layoff. If the sick leave balance was cashed -out upon layoff, the Employee may buy-back and restore all sick leave Draft 05-07-19 Page 39 414 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES credit available on the day of lay off at the same rate is was paid at separation due to layoff; C. Restoration of Seniority accrued prior to and during layoff; d. Credit for all service prior to payoff for the purpose of determining the rate of accrual of vacation leave; and e. Placement in the Salary Range as if the Employee had been on a leave of absence without pay if they are reinstated to the same Classification in the same department from which they were laid off or terminated. Continuation of Benefits: An Employee who is laid off shall have City contribution to their medical insurance benefits continued to the first day of the second month following the date of their layoff. Draft 05-07-19 Page 40 415 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 5 RECRUITMENT AND SELECTION 5.1 EQUAL EMPLOYMENT GOALS AND POLICIES In adopting these Policies, it is the goal of the City to employ the most qualified individuals and to achieve excellence in meeting the needs of the community. 5.1.1 It is the City's policy to provide equal employment opportunity to all applicants and Employees in accordance with applicable equal opportunity laws, directives and regulations of Federal, State and local governing bodies and agencies thereof. The City will base all of its employment decisions on job - related standards and its commitment to equal employment opportunity, and will employ, retain, train, promote, terminate and otherwise treat any and all Employees and job applicants on the basis of merit, qualifications, and competence. 5.1.2 The City does not discriminate against its Employees or applicants on the basis of race, religion, color, sex (including gender, gender identity, gender expression, pregnancy, and breastfeeding), sexual orientation (including heterosexuality, homosexuality, and bisexuality), national origin, ancestry, marital status, age, medical condition, genetic characteristics or information, and physical or mental disability, or any other category protected by law. 5.1.3 Non-Discrimination/Equal Opportunity applies in all areas of City operations, including recruitment, hiring, promotion, compensation, benefits, work assignments, performance evaluation, Disciplinary Actions, layoffs, and Employee development, along with City educational, social, and recreational programs. 5.1.4 Reasonable Accommodation 5.1.4.1 The City provides employment -related reasonable accommodations to qualified individuals with disabilities within the meaning of the California Fair Employment and Housing Act and the Americans with Disabilities Act. 5.1.4.2 An otherwise qualified candidate for employment who needs a reasonable accommodation to participate in a selection process should make such a request, preferably in writing, to the City Manager or designee. The request should identify: (a) the presence of a disability as set forth in the California Fair Employment and Housing Act and/or the Americans with Disabilities Act, (b) the element(s) of the selection process for which an accommodation is requested, and (c) the requested accommodation. 5.1.4.3 An Employee seeking a reasonable accommodation to perform the essential job functions of his/her job should make such a request, preferably in writing, to the City Manager or designee. The request should identify: (a) the job -related functions at issue; and (b) the desired accommodation(s). Draft 05-07-19 Page 41 416 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 5.1.4.4 Following receipt of a request for accommodation, the City Manager or designee may require additional information, such as reasonable documentation of the existence of a disability. 5.1.4.5 The City may require an Employee to undergo a fitness for duty examination at the City's expense to determine whether the Employee can perform the essential functions of the job with or without reasonable accommodation. The City may also require that a City - approved physician conduct the examination. 5.1.4.6 After receipt of reasonable documentation of a disability and/or a fitness for duty report, the City Manager or designee will arrange for an interactive discussion, in person or via telephone conference call, with the Employee and his/her representative(s), if any. The purpose of the discussion is to work in good faith to fully consider all feasible potential reasonable accommodations. 5.1.4.7 Following the conclusion of the interactive discussion, the City Manager or designee will determine whether reasonable accommodation(s) can be made, and the type of accommodation(s) that will be offered. The City may not provide accommodation(s) that would pose an undue hardship upon City finances or operations, or that would endanger the health or safety of the Employee or others. The City Manager or disignee will inform the applicant or Employee of his/her decision as to reasonable accommodation(s) in writing. 5.2 PERSONNEL REQUESTS 5.2.1 To initiate the filling of an authorized vacant Position, the responsible Department Director shall submit to the City Manager or designee a written request containing at least the following information: a. The Classification (job) title; b. The justification for the position, including its budgeted salary, and C. The duties, responsibilities and qualifications of the Position -in accordance with the Classification Plan. 5.2.2 Each request shall be reviewed by the Employee Relations Officer and approved by the City Manager. 5.3 JOB ANNOUNCEMENTS Job announcements providing information about the position, whether the recruitment is open or promotional, its title and pay, its major responsibilities and duties, minimum and other qualifications, where and when to apply, a description of the selection process, and the last day on which applications will be accepted shall be prepared and distributed by Human Resources. All Positions to be filled will be publicized by posting announcements on the City's official website and in such other places deemed advisable by the Employee Relations Officer. Draft 05-07-19 Page 42 417 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 5.4 PERSONNEL APPLICATIONS Applications for employment, transfer, or promotion with the City shall be submitted electronically through the City's online applications system. All information required by the application shall be provided and the applicant shall certify as to the truth thereof. Resumes and other supplementary information may be submitted and attached to the application for consideration, but may not be used as a substitute for the application. All applications must be submitted with an appropriate electronic signature. 5.5 RECRUITMENT While recognizing the need for introduction of persons from outside City employment at all levels, the policy of the City is to seek to transfer or promote persons employed by the City when their qualifications, training, work performance, and work experience are determined to be comparable to applicants from other sources. 5.5.1 The Employee Relations Officer shall determine whether a recruitment to fill a vacancy shall be open or promotional, with the goal of ensuring an adequate number of candidates with appropriate skills to constitute a competitive process. The decision of the Employee Relations Officer to conduct an open or promotional recruitment shall be final. 5.5.2 Except as specifically provided otherwise in these Policies, determination of candidate qualifications for City employment shall be made by one of the following types of examinations: a. Open Competitive: Examinations which are open to all persons who possess the indicated minimum qualifications as set forth in the job announcement. Applicants for open competitive examinations may be, but are not required to be, Employees of the City. b. Promotional Competitive: Examinations which are open only to City Employees who possess the indicated minimum qualifications as set forth in the job announcement. 5.5.3 Any variations to these procedures shall be reviewed by the Employee Relations Officer and approved in writing by the City Manager. 5.6 EVALUATION OF APPLICATIONS Each application shall be reviewed to determine if the applicant satisfies minimum educational experience, type and years of job related experience, certificates or licenses and any other job related requirements. 5.7 DISQUALIFICATION OF APPLICATIONS 5.7.1 The Employee Relations Officer shall reject an application, or after examination, shall disqualify or remove the applicant's name from an Eligibility List, if the applicant: Draft 05-07-19 Page 43 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES a. Has made false statements of any material fact, or practiced any deception or fraud on the application or declarations, --or in securing eligibility or appointment; b. Is found to lack any of the requirements, certifications, or qualifications for the Position involved; C. Is physically or mentally unable to perform the essential functions of the job, with or without reasonable accommodation; d. Is a current user of illegal drugs including, but not limited to, marijuana; e. Is a relative of an Employee, and is subject to the Nepotism Policy; f. Has been convicted of a crime, either a misdemeanor or felony, that relates to the Position duties that the applicant would perform; g. Used or attempted to use political pressure or bribery to secure an advantage in the examination or appointment; h. Directly or indirectly obtained and used information regarding examinations; i. Failed to submit the employment application correctly or within the prescribed time limits; j. Has had his/her privilege to operate a motor vehicle in the State of California suspended or revoked, if driving is an essential job function; and/or k. For any material cause which in the judgment of the Employee Relations Officer would render the applicant unfit for the Position, including a prior Resignation from the City, Termination from the City, or a significant Disciplinary Action. 5.7.2 Any of the above -cited grounds for disqualification may be cause for Termination or other Disciplinary Action if the applicant is or subsequently becomes an Employee of the City. 5.8 SELECTION PROCESS Selection processes shall be merit -based, impartial and designed to appropriately and fairly assess the relative capacity of the applicants to perform the duties and responsibilities of the Position to which they seek appointment. 5.8.1 The selection process may consist of an assessment of training and experience, oral board interviews, performance tests, work samples, assessment centers, other written tests, or other related assessment tools. 5.8.2 In all examinations, the minimum grade or standing for which eligibility will be determined shall be established before the administration of the examination or examinations. The minimum passin standard may be based on a pass -fail structure, weighted sub -parts of the examination, a compensatory Draft 05-07-19 Page 44 419 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES model, or other structure based on the knowledge, skills, abilities and attributes being tested. Failure in one part of the examination may be grounds for declaring the applicant as failing in the entire examination, or as disqualified for subsequent parts of an examination. 5.9 CANDIDATE EXAMINATION INSPECTION By appointment with the Employee Relations Officer, an applicant shall have the right to review their own written test, within ten (10) working days after announcement of the testing results. However, no applicant shall be allowed to examine the written test key as part of their examination inspection. 5.9.1 If an applicant has a concern about an interview or any other element of the selection process beyond the written examination, the concern(s) should be directed to the City Manager or designee within ten (10) days of completion of the examination process. The applicant should identify the specific concern(s), the basis for the concern(s), and the requested remedy. 5.9.2 Any error in grading shall be corrected if it is called to the attention of the Employee Relations Officer at the time the applicant reviews his/her examination. Any applicant whose corrected score meets or exceeds the examination's established passing score will be placed on the applicable eligibility list for the Position, if one exists. Any correction shall not invalidate an appointment or offer of employment that has been made previously. 5.10 NEPOTISM POLICY 5.10.1 Except as specified below, an applicant for employment by the City who has a relative employed by the City may not be denied the right to apply for employment and compete in the examination process. Following the examination, if the applicant is successfully certified as eligible for employment, the applicant may be denied employment if the City Manager determine that such employment would create a prohibited relationship. A prohibited relationship may result under the following circumstances: a. One Employee would have a Supervisor -subordinate relationship with another member of their immediate family member. b. Two immediate family members would be under the jurisdiction of the same immediate supervisor. C. One Employee would have the power or authority to make recommendations or decisions about their immediate family member, which could or would have a financial or other impact upon the Employee's relative. d. One Employee would have the authority to discipline their immediate family member. 5.10.2 The City Manager reserves the right to identify additional circumstances in which a prohibited relationship may occur. Draft 05-07-19 Page 45 420 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 5.10.3 Any Immediate Family Member of the City Manager, Finance Director or Employee Relations Officer will not be considered for employment in any capacity by the City. For the purposes of this Section, "Immediate Family Member" is defined as: grandparent, parent, spouse, child, aunt, uncle, or first cousin by marriage, adoption or blood. 5.10.4 When the eligible candidate is refused appointment to a position by virtue of this Section, the name of the candidate shall remain on the eligibility list for openings in the same classification as otherwise provided in these Policies, where no prohibited relationship may occur. 5.11 DRIVING SAFETY CHECK A verifiable and acceptable driving record shall be required of each final candidate for employment being appointed to a position that requires the Employee to drive a City vehicle, or personal vehicle on City Business, as an essential function of the job. The Employee Relations Manager shall have the right to conduct periodic, random verification of driving records of Employees. 5.12 ELIGIBILITY LISTS Lists of candidates to be considered for job openings in a particular Classification may be established for open competitive or promotional competitive Positions. An Eligibility List shall be a list of persons who have taken an open competitive or promotional competitive examination for an advertised City Position and have qualified for said Classification. Each such list shall bear an expiration date. The hiring department may appoint any candidate on the Eligibility List, regardless of ranking, provided all candidates with higher rankings have been interviewed. 5.12.1 Eligibility Lists shall remain in effect for six (6) months or until exhausted, whichever occurs first. In addition, a Department Director can request from the Employee Relations Officer that a supplemental list be prepared at any time that an Eligibility List is in effect if all candidates on the initial Eligibility List have been interviewed and the Department Director does not feel that there is an appropriate match for an advertised City position. An Eligibility List may be abolished at any time when less than three (3) eligible candidates remain. 5.12.2 Employee Relations Officer, upon either the Employee Relations Officer's determination, or upon the recommendation of the Department Director, may remove a name from an Eligibility List for any of the following reasons: a. If the eligible person accepts an appointment with the City to a regular Position of the same or higher classification. Acceptance of a temporary appointment at any level will not in itself be cause for removal from an Eligibility List. An eligible person may refuse Draft 05-07-19 Page 46 421 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES an appointment to a particular Position and request to remain on the Eligibility List; b. If the eligible person requests in writing removal from the list; C. If the eligible person fails to respond within fourteen (14) calendar days to a notification or letter which has been mailed to the person's last address on file with the City; d. If the eligible person does not accept any offered Position; e. If an Employee on a promotional Eligibility List resigns from City employment; or f. If other circumstances, such as conviction of a crime involving moral turpitude or loss of a required license, make the person ineligible. 5.12.3 Placement on an Eligibility List does not guarantee employment with the City. 5.12.4 If a vacancy exists in a Classification for which there is no appropriate Eligibility List, the Employee Relations Officer may utilize existing related lists by selecting names of eligible applicants on an Eligibility List for a Classification which is assigned to the same or higher pay range and which has minimum qualifications similar to those of the Classification in which the vacancy exists. 5.13 REFERENCE CHECKS AND BACKGROUND INVESTIGATIONS After an offer of employment, candidates may be subject to reference checks and/or background investigations to assess the extent to which their employment history, criminal history, educational achievement, certification status, and other job -related factors meet the requirements of the Position for which they are being considered. Candidates will be required to sign an authorization for the City to conduct a reference check and background investigation, and may elect to receive copies of any public records obtained through the background check process. 5.14 FINAL DECISIONS OF SELECTION 5.14.1 The Department Director or designee shall recommend to the Employee Relations Officer a final candidate for appointment to a vacant position. All appointments to regular Positions in the City shall be subject to the City Manager's final approval before becoming effective. If the selected candidate accepts the appointment and reports for duty within the agreed upon time, the applicant shall be deemed appointed to the Position. 5.14.2 If the selected candidate does not report to duty within the agreed upon time, the candidate shall be deemed to have declined the appointment. By mutual agreement of the Department Director, the Employee Relations Officer and the candidate, the date of the appointment may be changed. Draft 05-07-19 Page 47 422 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 5.15 PRE -PLACEMENT PHYSICAL EXAMINATION 5.15.1 Each person accepting employment with the City may be required to successfully complete a pre -employment physical at a City designated medical facility at the City's cost before an appointment to such employment becomes effective. Additionally, candidates being appointed to safety -sensitive Positions (see "Covered Employees" under Section 9.5.4.1 of these Policies) within the City shall be required to participate in pre -employment Drug and/or Alcohol testing pursuant to Section 9 of these Policies. 5.15.2 This Section shall also apply to changes of employment within the City when the new Position places substantially more physical demands upon the Employee. The results of the examination shall be kept confidential in a separate file and shall be viewed only to assess whether the Employee has the ability to perform the essential functions of the job, with or without reasonable accommodation. 5.16 EMPLOYMENT ELIGIBILITY VERIFICATION At the time of employment, all persons employed by the City shall be citizens of the United States or have legal authority to work in the United States. 5.17 CRIMINAL CONDUCT — INELIGIBILITY FOR EMPLOYMENT 5.17.1 Except as otherwise hereinafter provided, persons convicted of a misdemeanor involving moral turpitude or a felony may be ineligible for employment in the service of the City. Unless otherwise required by law, the City shall neither seek nor consider an applicant's conviction history before making a conditional job offer to the applicant. 5.17.2 All such disqualification decisions shall be made by the City Manager or designee after conducting an individualized assessment about how the conviction directly and adversly affects the specific job duties at issue.In making the assessmnt, the City Manager or designee shall consider the following: (i) the nature and gravity of the offense or conduct; (ii) the time that has passed since the offense or conduct and completion of the sentence; and (iii) the nature of the job held or sought. If the City Manager or designee makes a preliminary decision that the applicant's conviction history disqualifies the applicant from employment, the City Manager or designee shall notify the applicant of this preliminary decision in writing. The notification shall contain all of the following: Draft 05-07-19 Page 48 423 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES a. notice of the disqualifying conviction or convictions that are the basis for the preliminary decision to rescind the offer; b. a copy of the conviction history report, if any; and C. an explanation of the applicant's right to respond to the notice of the employer's preliminary decision before that decision becomes final and the deadline by which to respond. The explanation shall inform the applicant that the response may include submission of evidence challenging the accuracy of the conviction history report that is the basis for rescinding the offer, evidence of rehabilitation or mitigating circumstances, or both. The applicant shall have at least five business days to respond to the notice before the City Manager or designee may make a final decision. If, within the five business days, the applicant notifies the City Manager or designee in writing that the applicant disputes the accuracy of the conviction history report that was the basis for the preliminary decision to rescind the offer and that the applicant is taking specific steps to obtain evidence supporting that assertion, then the applicant shall have five additional business days to respond to the notice. The City Manager or designee shall consider information submitted by the applicant before making a final decision. If the City Manager or designee makes a final decision to deny an application solely or in part because of the applicant's conviction history, the City Manager or designee shall notify the applicant in writing of the final denial or disqualification and the right to file a complaint with the California Department of Fair Employment and Housing. 5.17.30nly the Department of Human Resources, City Manager and the City Attorney are authorized to have access to the "State Summary Criminal History Information" as provided for in Section 11105 of the Penal Code of the State of California. 5.18 RESIGNATION Employees who desire to terminate their service with the City should submit a written Resignation to the Department Director at least two (2) weeks prior to the effective date of the Resignation. The Resignation becomes effective when received or confirmed in writing by the City. The Resignation may be revoked upon mutual consent of the Employee, the Department Director and the Employee Relations Officer up to the effective date of the Resignation. Failure to comply with this requirement may be cause for denying future employment with the City. Draft 05-07-19 Page 49 424 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 6.1 SALARY AT APPOINTMENT 6.1.1 Except as otherwise stated in these policies, all new Employees shall be appointed between the minimum salary and job rate (Step 5 or 7 depending on Class Specification) of the Salary Range to which their classification is assigned. 6.1.2 When the proposed Employee's education, training and experience are deemed superior and justify a salary in excess of the minimum, the Department Director may recommend to the City Manager offering employment in excess of the minimum salary. City Manager approval must be obtained prior to making an offer of employment. All final appointments are subject to the City Manager's approval, regardless of the salary at which the Employee is appointed. 6.1.3 The hiring range will be from the range minimum to the job rate, based on qualifications and dependent on market conditions. Appointment above the job rate, but not to exceed the merit maximum, will be allowed subject to the approval of the City Manager. 6.2 RECRUITMENT AND/OR RETENTION INCENTIVES When necessary and appropriate, the City may use recruitment and/or retention incentives in order to compete for skills that may be in limited supply and are necessary to recruit or retain an individual for a Position defined as a "critical need" by the City Manager. 6.3 EMPLOYEE PERFORMANCE EVALUATION 6.3.1 Salary advancements will be based on successful performance in the job Classification as determined through a job -related performance appraisal system that can be used to guide compensation decisions, either in part or in whole. The Employee Relations Officer shall select a job evaluation methodology that is appropriate for use with broad Classifications. Regular reports on forms prescribed by the Employee Relations Officer shall be made as to the efficiency, competency, and conduct of all Employees appointed by the City Manager. Performance evaluations are required to be at the completion of an initial probationary appointment (twelve (12) months) or promotional probationary appointment (six (6) months), and annually thereafter in accordance with the City's annual evaluation schedule for all Employees in place at the time. Draft 05-07-19 Page 50 425 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES MONTH HIRED January February March April May June July August September October November December COMPENSATION SCHEDULE FOR NEW HIRES* STEP INCREASE ELIGIBILITY AT 12- MONTH EVALUATION PERFORMANCE PAY AWARD ELIGIBILITY July (evaluation year) July (evaluation year) July (evaluation year) July (evaluation year) July (evaluation year) July (evaluation year) July (evaluation year) July (year after evaluation) July (year after evaluation) July (year after evaluation) July (year after evaluation) July (year after evaluation) *Probationary period calculations done in accordance with Section 1.5.46. COMPENSATION SCHEDULE FOR PROMOTIONS* MONTH PROMOTED 6-MONTH EVALUATION STEP INCREASE AND PERFORMANCE PAY AWARD ELIGIBILITY January July Jul evaluation ear February August Jul ear after evaluation March September Jul ear after evaluation April October Jul ear after evaluation May November Jul ear after evaluation June December Jul ear after evaluation July January Jul evaluation ear August February Jul evaluation ear September March Jul evaluation ear October Aril Jul evaluation ear November May Jul evaluation ear December June Jul evaluation ear *Probationary period calculations done in accordance with Section 1.5.46. 6.3.2 As outlined in Section 4.1, any decision to extend an Employee's Probationary Period must be made prior to the expiration of the original Probationary Period. 6.3.3 Any evaluation which warrants a salary increase but is not completed by the designated review date shall be retroactively paid back to that review date. In addition to those occasions referenced by this Section, a Supervisor may render a performance evaluation at any time when performance issues Draft 05-07-19 Page 51 426 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES arise, whether positive or negative, when there is a change in assignment and/or when there is a change in Supervisor or management. 6.3.4 During the performance evaluation meeting, the Employee and Supervisor shall review and discuss the Employee's significant accomplishments, training, problem or improvement areas, and future development and objectives. After reviewing the Classification Specification, duties, and any established performance standards for that Position, an evaluation shall be made by the Supervisor as to whether the Employee's performance meets City standards. 6.3.5 An explanation must accompany any unacceptable or conditional judgment. The Employee shall have an opportunity to review his/her performance evaluation and agree or disagree with it. 6.3.6 Based upon the performance evaluation, the Supervisor may make appropriate recommendations to the Employee Relations Officer regarding a possible salary increase, promotion, or other action. City Manager approval is required for all such actions. 6.3.7 The Employee Relations Officer reserves the right to review any performance evaluation prior to review of same with the Employee. 6.3.8 The Employee shall have the right to attach a written response to the corresponding performance evaluation in his/her personnel file. This response must be made within ten (10) working days of receiving the evaluation. 6.3.9 No other administrative reply, request, or appeal shall be allowed, except as may be provided in the current Memorandum of Understanding with the La Quinta City Employees' Association. 6.3.10The Employee and Supervisor must sign and date the evaluation. If the Employee refuses to sign the evaluation, the Supervisor shall note on the performance evaluation this fact and any circumstances surrounding the Employee's refusal. 6.3.11Performance evaluations shall not be subject to the grievance process. 6.4 PROGRESSION BASED ON SUCCESSFUL PERFORMANCE Employees should receive salary increases for successful performance until they reach the job rate. Employees whose performance is rated at less than successful should not receive any salary range adjustment. Employees who have reached the job rate and whose performance exceeds the standard for the job Classification shall be eligible for Performance Pay Awards. 6.4.1 Regular Full-time and Regular Part-time Employees shall earn increases based on meeting successful performance of duties in the overall rating, as follows: Draft 05-07-19 Page 52 427 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 6.4.1.1 Normal Progression. Employees who are hired below the job rate and who receive an overall successful performance rating following completion of an initial employment period of not less than twelve (12) months, become eligible for enrollment in the performance pay system. From the date of employment until the successful conclusion of the Probationary Period, no salary increase shall be granted. At the end of a successful Probationary Period, the Employee becomes eligible for enrollment in the performance pay system, which shall occur annually during the City's evaluation period for all Employees. Employees must achieve at least an overall "successful" rating to be deemed eligible for consideration of a salary increase. An Employee who receives an overall "successful" rating is not, thereby, guaranteed a salary increase once they reach the job rate. An Employee who receives an overall performance rating of "needs improvement" shall not be eligible for consideration of a salary increase. Nothing in this Section shall preclude the City from adopting new evaluation procedures and forms. 6.4.1.2 Promotional Progression. From the date of promotion until the successful conclusion of the Probationary Period, no salary increase may be granted. When an Employee is promoted to a classification with a greater Salary Range, their salary increases to an appropriate salary within the range of the new job Classification. An Employee who is promoted shall be compensated at the salary in the new Salary Range which is at least five percent (5%) higher than the salary the Employee held in the previous Salary Range. All promoted Employees who successfully pass their Probationary Periods are eligible for enrollment in the performance pay system, which shall occur annually during the City's evaluation period for all Employees, again provided they satisfy the eligibility criteria set forth herein. 6.4.1.3 Performance Pay Awards. Performance Pay Awards should be based solely on performance that exceeds defined standards or expectations for incumbents in the job Classification. Exceptional performance awards shall be granted to those Employees whose above standard performance is ongoing and their long-term performance indicates that such above standard performance is the norm. 6.4.1.4 Pay for Performance Compensation Methodology. Pay increases shall be based upon individual performance review ratings as follows: OVERALL PERFORMANCE RATING Needs Im rovement Successful Exceeds If more than 2 steps below the job rate: No increase 1 step 2 steps Draft 05-07-19 Page 53 OWN CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES If only one step below the job rate: No increase 1 step 1 step plus Award Year 1: Award If at or above job *Year 2: One rate: No increase No increase Discretionary Ste *If year 2 is a Successful rating and there is an extenuating circumstance, the City agrees to take the Year 3 Exceeds into consideration for a Discretionary Step. 6.5 BILINGUAL COMPENSATION 6.5.1 Bilingual Pay. Each Regular Full-time Employee who has qualified for bilingual compensation under this Section shall receive additional compensation of $.25 per hour. If a Department Director determines that an Employee spends more than 50% of their work time performing bilingual duties, the amount of additional compensation shall be $.50 per hour. Upon verification of the Employee's qualification by the Employee Relations Officer, the employee shall receive bilingual compensation to commence as of the next pay period. 6.5.2 Eligibility. The Employee Relations Officer will designate at least one Regular Full-time Employee to perform bilingual services for the public to all City departments. Selection of the designated Employee(s) will be based upon: 1. Bilingual ability as determined by scores on a recognized standardized testing process determined by the Employee Relations Officer; and 2. Accessibility to the public. The designated Employee(s) shall provide verbal translation services to the public in addition to their normal work duties. Additional Employee(s) will receive bilingual compensation if, as part of their job function and duties, they provide verbal bilingual translation for the public within their department on a regular basis. A Department Director who determines that an Employee is providing bilingual translation services on a regular basis will certify the same to the Employee Relations Officer, who shall then schedule the Employee to take a standardized test. 6.5.3 Testing. Each Employee who is authorized to receive bilingual compensation shall be tested at the time of authorization and must successfully pass the test to receive the additional compensation. 6.5.4 Discontinuing Compensation. If the bilingual skill is no longer needed or the Employee is no longer required to use it, the Department Director shall terminate the bilingual compensation by written notice to the Employee Relations Officer. The Employee Relations Officer may also terminate the bilingual compensation if a like determination is made, and shall notify the Draft 05-07-19 Page 54 429 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Department Director. In either case, the Department Director shall notify the Employee. 6.5.5 An Employee not receiving bilingual compensation shall not be required to perform bilingual services. Draft 05-07-19 Page 55 430 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 7 HOURS OF WORK AND OVERTIME 7.1 WORK WEEK AND OVERTIME The work week for City Employees not on the 9/80 Alternate Work Week Schedule shall begin at 12:01 a.m. on Saturday, and end at 12:00 a.m. (midnight) on Friday. The work week for Regular Full-time Employees shall be forty (40) hours, rendered in units of eight (8) hours per day (or as defined in the 9/80 Alternate Work Week Policy). The City may establish a different work week when it is deemed to be beneficial to the City. Except in cases of emergencies, the City will provide a two - week advance notice of schedule changes. The La Quinta City Employees Association will have the opportunity to meet and discuss the impacts of non -emergency or other temporary work week changes. 7.2 OVERTIME 7.2.1 General Non -Exempt Employees working in Positions which do not meet one of the FLSA exemption categories, will be paid overtime for hours actually worked in excess of forty (40) in any work week. Floating holidays, sick leave, vacation or compensatory time off will not be included as time worked for purposes of calculating overtime. Legal holidays, for which City offices are closed, will be recognized as time worked for purposes of calculating overtime. 7.2.2 All overtime must be authorized in advance by the Employee's Supervisor. Employees who work unauthorized overtime shall be paid, but are subject to discipline for violation of this Policy. 7.2.3 Management Employees are exempt salaried Employees and shall not receive Overtime compensation. 7.2.4 Non-exempt Employees who work overtime in less than one (1) hour increments shall be compensated for in the following manner: Time Worked Overtime Compensation 0 - 15 minutes 1/4 hour x 1.5 16 - 30 minutes 1/2 hour x 1.5 31 - 44 minutes 3/4 hour x 1.5 45 - 60 minutes 1 hour x 1.5 7.2.5 Overtime for General Non -Exempt and Part-time Employees shall be compensated in one of the following two ways: 7.2.5.1 As overtime pay calculatd at one and one-half the regular rate of pay; or 7.2.5.2 As compensatory time off accrued at one and one-half the regular rate of pay as set forth in Section 7.3 Draft 05-07-19 Page 56 431 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 7.3 COMPENSATORY TIME OFF (CTO) Compensatory Time Off may be granted to those General Non -Exempt Employees who work overtime as provided in this Section, and with whom the City has a prior agreement or understanding that the Employee will accept compensatory time off in lieu of cash payment for overtime. 7.3.1 The City Manager or designee may allow accrual beyond the maximum if circumstances warrant. All compensatory time off shall be requested three (3) days in advance, and shall be granted by the Department Director unless the time off will adversely impact the organization and/or work load. 7.3.2 Employees are encouraged to use their accrued compensatory time off, and the City will make every effort to grant reasonable requests for the use of compensatory time off when sufficient advance notice is given and the workplace is not unduly disrupted. 7.3.3 The maximum number of compensatory time off hours that an Employee may accrue is forty (40) hours. Any Employee who has reached this maximum shall not work any additional compensatory time until the Employee's accrual has fallen below the maximum allowed. Employee may work overtime and receive pay if they have received advance written authorization. The City Manager or designee may allow accrual beyond the maximum if circumstances warrant. 7.3.4 The City reserves the right at any time to pay an Employee in cash for any or all accrued compensatory time off and/or to require the Employee to use accumulated compensatory time off. 7.3.5 Employees who separate from City service for any reason shall be paid for accrued and unused compensatory time off. 7.4 ALTERNATE WORK WEEK 7.4.1 The City Manager may approve an Alternate Work Week Schedule (including a 9/80 schedule, a 4/10 schedule, or some other alternate schedule based on a 40-hour work week) ("Alternate Work Week Schedule") for individual Employees based on staffing needs, the Employee's performance, and the nature of the position. An Alternate Work Week Schedule for an Employee may be implemented at the sole discretion of the Employee Relations Officer and may be thereafter modified or eliminated as needed, at any time, by the Employee Relations Officer. 7.4.2 Employees approved to work an alternate 9/80 work schedule will work nine (9) hours for four fixed days in each work week, and eight (8) hours the remaining fifth day of one work week. The Employee will be off work on the corresponding fifth day in the following work week. As such, the Employee will Draft 05-07-19 Page 57 432 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES work a total of 80 hours per pay period and 40 hours in each defined work week. 7.4.3 The FLSA work week for Employees on the 9/80 schedule will begin at "mid -day of Employee's scheduled 8 hour workday" and end "mid -day of the Employee's same workday on the following week." Using this method, an Employee will work a total of 40 hours during each scheduled work week. Overtime and compensation time apply to non-exempt Employees for hours worked beyond 40 in any established work week. 7.4.4 The Employee will be eligible to request a 9/80 work schedule following a minimum of twelve (12) months of employment, subject to the recommendation of their Department Director, and the approval of the Employee Relations Officer. Employees must complete a signed agreement approved by their Department Director and the Employee Relations Officer to be eligible for the 9/80 work schedule. 7.4.5 The Employee will continue accruing vacation and sick leave hours at the same rate as before being assigned to an Alternate Work Week Schedule. An Employee who is using vacation or sick leave will be charged the number of hours of use. 7.4.6 Compensation for holidays will not change when an Employee is assigned to an Alternate Workweek Schedule. Employees receive 8 hours of holiday pay when assigned to a regular 40-hour per week work schedule. Under the 9/80 work schedule option, an Employee will continue to receive 8 hours of holiday pay, even if the holiday falls on a day when the Employee is scheduled to work 9 hours. The Employee will use their accrued compensatory time off, administrative leave, or vacation time to make up the one -hour difference. 7.5 STAND-BY AND CALL-BACK POLICY 7.5.1 Call Back. When an off duty Employee is called back to work, the Employee shall receive a minimum of two (2) hours' pay or two (2) hours' Compensatory Time Off, at the Department Director's discretion. 7.5.2 Stand -By Pay. Employees occupying a position designated by the Department Director and approved by the Employee Relations Officer as appropriate for stand-by pay are required to be subject to call by telephone or other approved methods. Stand-by assignments shall be scheduled in advance by the appropriate Department Director, and shall be automatically forfeited if the Employee is unavailable or unfit when called for duty. Employees working stand-by assignments shall be paid twenty-five dollars ($25.00) per work day, and sixty dollars ($60.00) per holiday. Employees out on an excused leave of absence (i.e., sick leave, vacation leave, use of compensatory time off, administrative leave, etc.) for a full day are not eligible for stand-by pay on that day. Draft 05-07-19 Page 58 433 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 7.5.3 In addition to the stand-by pay, an Employee called for a stand-by assignment shall be compensated at time and one-half, either with overtime pay or compensatory time off, at the Employee's discretion, from the time the Employee enters the City limits until they leaves the City limits. All Employees placed on stand-by must be able to reach the City limits within thirty (30) minutes under normal driving conditions. 7.6 TIME SHEETS 7.6.1 All City Employees must complete electronic time sheets documenting hours worked and leave taken. Time sheets must be verified and certified by the Employee and approved by the Employee's Supervisor. Time sheets will be reviewed and audited by the City Finance Department (Finance). 7.6.2 Notice of any correction(s) to the time sheet will be sent to the Employee and the Supervisor by Finance. Such corrections will be deemed final unless questioned by the Employee within thirty (30) days after notice of correction has been given to the Employee. Unresolved matters may be taken to the Employee Relations Officer for review and recommendation. Final determination shall be made by the Employee Relations Officer. 7.7 ABANDONMENT OF EMPLOYMENT An Employee who is absent, without authorized leave, for three (3) or more consecutive work days, is deemed to have voluntarily resigned their employment with the City. If the Department Director, with the concurrence of the Employee Relations Officer, determines that extenuating circumstances exist, the resignation may be rescinded, in which case, the absence may be covered by accrued paid leave, or leave without pay, if so approved by the Employee Relations Officer. 7.8 BREAK AND LUNCH POLICY 7.8.1 Employees may take one paid fifteen (15) minute break for each four (4) hours of work. Breaks shall be taken during the middle of the first four (4) hours and of the last four (4) hours. Breaks shall not be added to lunch periods nor used as compensatory time off earned if Employee chooses not to take their breaks during the designated time periods. Non -compensated lunch periods shall be at least thirty (30) minutes, but no more than sixty (60) minutes per day for Employees who work six (6) or more hours per day. Employees are expected to take their lunch hours in accordance with department schedules. Draft 05-07-19 Page 59 434 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 8 LEAVES 8.1 HOLIDAYS Days which are designated as paid holidays by the City Council shall be recognized holidays for City Employees unless otherwise specified. Each holiday shall be considered eight (8) hours. A holiday falling on Sunday will be observed the following Monday. A holiday falling on Saturday will be observed the previous Friday. 8.1.1 Regular Full -Time Employees. 8.1.1.1 Regular Full-time Employees -are entitled to the following ten (10) paid holidays each year: New Year's Da Januar 1 Dr. Martin Luther King, Jr. Day 3rd Monday in January Presidents' Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Veterans' Day November 11 Thanksgiving Day 4th Thursday in November Day after Thanksgiving Friday after Thanksgiving *Christmas Eve Day December 24 Christmas Day December 25 *New Year's Eve Day December 31 *In the event Christmas Eve (December 24) and New Year's Eve (December 31) fall on a weekday, they will be considered paid holidays. 8.1.1.2Regular Full-time Employees who work less than forty (40) hours per week, shall receive holiday compensation on a pro rata basis for the holidays listed above. Holiday compensation for these Employees shall be calculated by the number of hours worked as a percentage of a forty (40) hour work week. 8.1.1.3In the event an Employee is required to work on a holiday, they shall be entitled to: a. A minimum of four (4) hours straight time (either paid or in compensatory time off); b. Eight (8) hours of holiday pay; and C. If the minimum four hours takes the Employee over forty (40) hours for the work week, they shall be paid at time and one-half for all hours worked over 40. Draft 05-07-19 Page 60 435 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES In the event of a conflict between any provision of this section and Section 7.5.1 (Call -Back), the affected Employee shall be given the greatest benefit provided under the two sections. 8.1.1.4 Floating Holidays a. Regular Full-time Employees are entitled to twenty (20) hours of floating holidays each calendar year, to be scheduled by the Employee provided the Employee's Supervisor deems the selected day(s) compatible with work schedules. All floating holiday hours unused or approved for a work day prior to December 31 of each calendar year will be compensated during the final full pay period of that calendar year. b. In the event of the Employee's failure for any reason to take such floating holiday hours during any calendar year or prior to their termination of employment with the City, they shall be entitled to compensation for the floating holiday hours not used. C. Probationary Employees may use their floating holiday hours. 8.2 VACATION LEAVE 8.2.1 Vacation Earned 8.2.1.1 Regular Full -Time Employees Regular Full-time Employees shall be provided with vacation earnings based on the following schedule, as may be amended or modified by specific provisions in a relevant MOU or contract: Years of Full-time Service Beginning year 0-1 Beginning year 2 Beginning year 3 Beginning year 4 Beginning year 5 Beginning year 6 Beginning year 7 Beginning year 8 Beginning year 9 Beginning year 10 Beginning year 11 and after Annual Number of Hours Eligible to Earn 80 hours 88 hours 96 hours 104 hours 112 hours 120 hours 128 hours 136 hours 144 hours 152 hours 160 hours Draft 05-07-19 Page 61 436 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Regular Full-time Employees who work less than forty (40) hours per week shall receive vacation benefits on a pro-rata basis, calculated by the number of hours worked as a percentage of a forty (40)-hour work week. Employees in this category may accrue up to 160 hours of vacation leave. 8.2.2 No vacation days may be used during an Employee's first three (3) months of service. At the end of three (3) months, vacation in an amount which would have been earned during the first three (3) months period will be credited to the Employee's leave account in a lump sum and is available for use. 8.2.3 Limitations 8.2.3.1 Vacation is earned annually and is computed on the basis of number of months, or major portion of a month, actually worked within a calendar year. 8.2.3.2 Annual number of vacation hours eligible to earn shall change on the anniversary date of the Regular Employee. 8.2.3.3 No vacation shall be credited for time during which an Employee is absent from duty without pay in excess of thirty (30) days. 8.2.3.4 All vacations shall be requested in writing in advance, and taken at such time as approved by the Department Director. The Department Director shall either approve or deny a vacation request within three (3) work days after receiving the request. 8.2.3.5 Vacation leave may be taken in any increment of minutes, approved by management. 8.2.3.6 Illness during a vacation period shall not be considered as sick leave. 8.2.4 Vacation Buy -Back 8.2.4.1 Mandatory Buy -Back Vacation hours may be accumulated and carried over to succeeding calendar years up to a maximum accrual of 320 hours for Regular Full- time Employees. Accrued vacation hours which exceed 320 hours as of the last pay period of November of each year shall be paid at the Employee's regular rate of pay as time worked and shall be issued as a separate check in December. 8.2.4.2 Optional In addition to the above, Regular Full-time Employees with a minimum of 80 hours of accrued vacation time as of the last pay period in May or November in any calendar year, may receive pay at the Employee's regular rate of pay, for a portion or the entire amount over 80 hours. Any Employee desiring to exercise this option must make a written request to the Finance Director no later than May 15 or November 15 in Draft 05-07-19 Page 62 437 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES the calendar year for which vacation buy back is sought. The vacation buy-back pay will be issued as a separate check in June or December. 8.2.5 Vacation Leave Transfer Policy (VLTP) The conditions for participation in the Vacation Leave Transfer Policy (VLTP) are as follows: a. If a Regular Full-time City Employee has been granted leave under the Federal Family and Medical Leave Act (FMLA) of 1993, which is for a period of up to twelve (12) weeks, due to injury or illness of themself or an immediate family member,and the Employee has exhausted all earned leave: sick, vacation, administrative, and compensatory time off, the Employee can request approval to take part in the VLTP, wherein fellow Employees can donate vacation leave or compensatory time to enable Employees in these situations to continue to receive their regular pay. An Employee is eligible to participate in the VLTP when they have been employed at least 12 months, completed their Probationary Period, and worked for at least 1,250 hours during the 12-month period immediately preceding the request for VLTP. b. To participate in the VLTP, a request must be submitted specifically on the VLTP Request Form to the Department Director and then to the Employee Relations Officer for approval of donated vacation leave or compensatory time from fellow Employees. Any appeal or a denial of a request to participate in the VLTP will be resolved by the City Manager. The decision of the City Manager shall be final, not grievable and not subject to further appeal. C. The Employee Relations Officer shall manage all aspects of the VLTP. d. If a request for donated vacation leave or compensatory time is approved by the Employee Relations Officer, a notice will be posted informing City Employees of the particular Employee in need of donation assistance through the VLTP. e. Any Employee wishing to contribute vacation leave or compensatory time must sign an authorization form specifying the Employee to which the donation will be made and acknowledging that the donation is irrevocable. f. The application rate of an Employee's vacation leave or compensatory time donation will be on an hour -for -hour basis with no adjustment for dollar value. g. All donations will be voluntary and confidential. h. Except for the notice and memorandum notifying Employees of a specific Employee's leave transfer need, no City Employee may Draft 05-07-19 Page 63 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES solicit donations from any other Employee (general discussion of voluntary donation versus solicitation at Employee Association meetings is exempted). No Supervisor shall make workplace decisions based on any Employee's participation or non -participation in the VLTP. j. Finance will set up a trust account for all approved Employee vacation leave or compensatory time donation requests in the requesting Employee's name, into which each donating Employee's vacation leave or compensatory time will be noted, and used as needed. k. Employees on VLTP shall be paid at regularly scheduled City pay periods from the trust account Finance establishes. The amount of payment shall be the total monetary amount of vacation leave or compensatory time donated up to a maximum of 100% of the Employee's regular pay, less: 1. any disability benefit offered through the City, Worker's Compensation Benefit, or other short or long-term disability payments the Employee is receiving during the pay period; and 2. regular taxes. Group health insurance coverage and other negotiated benefits shall be provided to all Employees while on the VLTP, as long as the Employee's total FMLA and VLTP time does not exceed twelve (12) working weeks, or as set forth in the family and medical care leave or pregnancy leave policies. If the Employee is not on paid status by virtue of continuing to utilize at least half (50%) of the hours needed per pay period to receive a full paycheck through the use of their accrued sick leave, vacation, compensatory time - off, administrative leave allowances, or leave donated under this Section, the Employee will be required to personally fund this benefit if the Employee wishes to retain it. If the Employee uses less than 50% of the hours needed per pay period to receive a full paycheck through the use of their accruals, the Employee will be required to personally fund their medical premium payments if the Employee wishes to retain group health insurance coverage. M. Attendance and Payroll records of Employees on VLTP shall denote a "DL," standing for Donated Leave, for time paid to Employee while on this program. n. No sick leave, vacation leave, holiday credits, administrative leave, compensatory time, deferred compensation, CalPERS (PERS) or any other applicable benefits shall accrue to receiving Employee for any hours provided by donee through the VLTP. o. Vacation leave donations or compensatory time shall in no way affect or modify the receiving Employee's employment status with Draft 05-07-19 Page 64 439 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES the City, nor shall it affect or modify the application of applicable City policies, rules and ordinances. P. Employees on VLTP who remain on an authorized unpaid leave of absence after FMLA is exhausted may continue to receive assigned donated vacation leave and compensatory time from other regular city Employees until the Employee returns to work, is terminated, or meets the maximum hours under Subsection t, below. q. Availability of donated vacation leave or compensatory time shall in no way delay or prevent the City from taking action to medically separate or disability -retire an Employee. r. Donated but unused vacation and compensatory time shall 11expire" once the requesting Employee returns to work on a full- time basis. S. The recipient Employee must be unable to work in any capacity as a result of a serious injury or illness to the Employee or their immediate family member in order to be eligible to receive donations under the VLTP. t. The total amount of hours donated to any individual shall not exceed two hundred forty (240) hours in any calendar year. U. Only the recipient Employee for whom the VLTP has been established may receive donated hours from said plan. Such donated hours will be added to the Employee's sick leave balance, as needed. V. The plan will be administered so that hours will be used only as needed and in the order donated. 8.3 SICK LEAVE Paid sick leave provides time off without loss of pay for reasons, and under the conditions, specified in this Policy, as may be modified by MOU or applicable law. Every Employee should use sick leave with respect for the intent of the policy and the impact on fellow Employees. All Employees are responsible for the proper administration of the sick leave provision. 8.3.1 Accrual of paid sick leave is set forth below, as may be amended or modified by specific provisions in relevant MOU or contract: a. Regular and Probationary full-time Employees are eligible for Sick Leave after completing three (3) months of service, at which time sick leave, in an amount which would have been earned during the first three (3) months period, will be credited to the Employee's Leave Account in a lump sum and is available for use. b. Sick leave with pay shall accrue at the rate of one work day for each calendar month of service. Employees in this category may Draft 05-07-19 Page 65 M, CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES accrue up to four hundred and eighty (480) hours of sick leave. Sick leave credits shall accrue only while an Employee is in paid status with the City. C. In accordance with "The Healthy Workplaces, Healthy Families Act of 2014," Regular Part-time Employees, shall earn 24 hours of paid sick leave per calendar year (paid at their hourly rate) in each year of employment. Regular Part-time employees who work in California for 30 or more days within a year from the commencement of employment, are eligible to use accrued paid sick leave beginning on the 90t" day of employment, at which time sick leave of 24 hours (or such pro -rated amount as is warranted based on start date) will be credited to the Employee's Leave Account in a lump sum and is available for use. Accrued paid sick leave does not carry over to the following year, but will be paid out at the rate of 50% on the final paycheck in December each year, or upon termination if same occurs earlier than the end of the calendar year. 8.3.2 If the maximum accrual of sick leave has been reached as of the last pay period in November in any calendar year, Employee shall be reimbursed for the number of sick leave days that would have been accrued and unused above the maximum, according to the formula used for sick leave cash out upon Employee termination. 8.3.3 Approved sick leave may be granted to all Employees for the following reasons: a. For the diagnosis, care or treatment of an existing health condition, or preventive health care for the Employee or the Employee's Immediate Family Member; b. Enforced quarantine of the Employee in accordance with community health regulations; C. To allow a victim of domestic violence and/or a victim of sexual assault to obtain relief or attempt to obtain relief to help ensure their health, safety, or welfare, or that of their child(ren); d. To allow a victim of domestic violence and/or a victim of sexual assault to seek medical attention, to obtain services from a domestic violence program or psychological counseling, or to participate in safety planning; or e. Complication or disability resulting from or attributed to any pregnancy, termination of pregnancy, or recovery therefrom. 8.3.4 Supervisory personnel are charged with the responsibility for reviewing and evaluating sick leave usage. Draft 05-07-19 Page 66 441 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 8.3.4.1 Sick leave misuse or abuse is generally defined as use of sick leave for reasons other than those set forth in this Policy. Potential indicators of abuse are set forth below: a. A pattern of sick leave use involving days adjacent to scheduled days off and holidays; b. Refusal or inability to provide medical substantiation when requested; C. Frequent absences with vague or questionable substantiation; d. Frequent or recurring exhaustion of sick leave soon after it is earned (unless for substantiated medical reasons); and/or e. Other evidence of Employee activity that is inconsistent with the legitimate use of sick leave, such as usage higher than the City's average for the previous calendar year (deduct serious illness or injury) and two or more of the above indicators. 8.3.4.2 When it is determined, by investigation, that sufficient evidence exists to demonstrate that an Employee has abused or is abusing or misusing the sick leave privilege, the Department Director may cause such Disciplinary Action to occur as deemed appropriate to deter future misuse. If it is found that the claim for sick leave was fraudulent, the claim for sick leave will not be paid. Sick leave taken for protected reasons or as set forth in Section 8.3.4 shall not be considered in determining abuse or misuse of the sick leave privilege. 8.3.5 Sick Leave Cash Out 8.3.5.1 City agrees to provide a cash out of accrued and unused sick leave upon Employee's termination, as follows: 2 through 4 years of service 25% 5 through 9 years of service 50% 10 through 19 years of service 75% 20 years of service and up 100% 8.3.5.2 Optional Cash Out: Regular Full-time and Regular Part- time Employees have the option to convert accrued and unused sick leave above 240 hours up to 480 hours to cash twice every year for accruals through the last pay period in May or November. The sick leave cash out will be issued as a separate check in June or December. 8.3.5.3 Accrued and unused sick leave which is cashed out under this section may not be used for PERS service credit. Draft 05-07-19 Page 67 442 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 8.4 BEREAVEMENT LEAVE Regular Full-time Employees shall be allowed thirty-two (32) hours Bereavement Leave in the event of death of an Immediate Family Member as defined in Section 1.5.33 of these Policies. There is no annual restriction on the number of bereavement leaves required by an Employee. Initial probationary Employees are not eligible for bereavement leave until after the first three (3) months of employment. 8.5 ADMINISTRATIVE LEAVE The following designated Positions will receive administrative leave. The probationary status of such Employees will not preclude the accrual and/or utilization of administrative leave. 8.5.1 Professional/Administrative/Management Employees The following FLSA-exempt Positions shall receive forty (40) hours of administrative leave per calendar year: Assistant to the City Manager Associate Engineer; Associate Planner; Building Official; City Clerk City Engineer; Community Resources Manager; Construction Manager/ Inspection Supervisor. Financial Services Analyst; Hub Manager; Human Resources Analyst; Human Resources/Risk Manager; Maintenance Manager; Management Analyst; Marketing Manager; Planning Manager; Public Safety Analyst; Public Safety Manager; Senior Accountant; Senior Civil Engineer; Senior Emergency Management Coordinator; Senior Planner; and Traffic Operations Analyst. 8.5.2 Accrual and Use 8.5.2.1 Upon hire, designated Employees are credited a prorated amount of administrative leave. The prorated amount of administrative leave to be accrued for the calendar year may be used at any time during the year subject to the Supervisor's approval. Administrative Draft 05-07-19 Page 68 443 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES leave is available for use by probationary Employees, at the discretion of the Department Director. 8.5.2.2 Any unused or approved for a work day prior to December 31 of each calendar year will be compensated during the final full pay period of that calendar year or upon separation of employment. 8.6 JURY DUTY AND WITNESS LEAVE 8.6.1 No Employee shall be dismissed or in any manner discriminated against for taking time off from work to serve as a juror or witness when required by law, provided such Employee complies with the provisions of this Section. An Employee called to serve as a juror or witness shall notify the Employee's Supervisor at least one (1) week prior to the commencement of such service, unless extenuating circumstances exist. 8.6.2 Any Employee of the City called as a juror or witness shall be entitled to be absent from the Employee's duties with the City as long as required by the court system or other tribunal. The Employee is required to obtain a jury calendar or assignment sheet weekly during such service. The jury calendar or assignment sheet shall be signed by the jury clerk or commissioner and delivered to the Employee's Supervisor at the end of each week to verify jury duty or witness service. 8.6.3 A Regular Full-time Employee required to serve on jury duty shall be entitled to the Employee's regular rate of pay, provided the Employee deposits any fees for service, excluding mileage, with the City. 8.6.4 Any Employee required to be absent from work on behalf of the City by proper subpoena issued by a court or other legally empowered agency, shall be entitled to be absent from work at the Employee's regular rate of pay, provided that any fees for service, except mileage, are deposited with the City. An Employee required to be present as a witness in any other matter shall not be entitled to be paid during such absence. 8.6.5 An Employee who is released by the court from jury duty on any regularly scheduled work day shall contact their Supervisor to find out whether they are required to return to work. An Employee who is scheduled for stand- by duty while serving on jury duty shall be rescheduled for stand-by duty after the conclusion of jury duty, unless the Employee agrees to serve both. 8.7 PREGNANCY DISABILITY LEAVE 8.7.1 An Employee who has been advised by their health care provider that they are disabled due to pregnancy or a pregnancy -related condition, and who has provided timely notice of this determination to the City, is entitled to pregnancy disability leave. There is no minimum service requirement for eligibility. Draft 05-07-19 Page 69 ..l CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 8.7.2 Pregnancy disability leave is available when a woman is disabled by her pregnancy, childbirth, or a related medical condition. The reasons for leave include: a. time off needed for prenatal care; b. severe morning sickness; C. doctor -ordered bed rest; and/or d. childbirth, recovery from childbirth, and any related medical condition. 8.7.3 A woman does not have to be completely incapacitated or confined to her bed to qualify as being disabled by pregnancy. However, as a general rule, a woman must be, in the opinion of her physician, unable to perform one or more essential functions of her job without undue risk to herself or to other persons, or without undue risk to the successful completion of her pregnancy. 8.7.4 The duration of pregnancy disability leave is limited to four months (17.5 weeks) while the Employee is disabled by pregnancy or a pregnancy - related condition. 8.7.5 Pregnancy disability leave may be accounted for in increments of no greater than one hour, or the increment utilized to account for use of other forms of leave (if the same is less than one hour). 8.7.6 An Employee disabled by pregnancy is eligible for intermittent or reduced schedule leave if recommended by her treating physician. 8.7.6.1 If intermittent leave is medically advisable, it may be necessary to temporarily transfer the Employee to an available alternative Position with an equivalent rate of pay and benefits. 8.7.6.2 The Employee must be qualified for the available alternative Position. 8.7.6.3 The equivalent Position must better accommodate recurring periods of leave than the Employee's regular job. 8.7.6.4 If there is no available alternative Position, the City may consider altering the Employee's existing Position on a temporary basis to accommodate intermittent leave or reduced schedule. 8.7.7 The City will consider temporary reasonable accommodations that are determined to be medically advisable by the Employee's health care provider, and reasonable by the City. Temporary accommodations may include: a. Additional leave after the Employee has exhausted her right to four months of pregnancy disability leave; b. Transfer to a less strenuous or hazardous Position if the Employee's health care provider states that it is medically advisable and the Employee is qualified for the Position; Draft 05-07-19 Page 70 445 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES C. Creation of a temporary light -duty assignment, or modification of the Employee's current job on a temporary basis; d. Modifying the work schedule on a temporary basis; and/or e. Allowing more frequent restroom breaks. 8.7.8 An Employee seeking a temporary accommodation in conjunction with pregnancy or a pregnancy -related condition shall provide notice of the need for such an accommodation in advance of the needed accommodation, unless such notice is not possible. 8.7.8.1 The request for accommodation must include medical certification that documents the specific limitations the health care provider has set forth for the Employee, as well as the anticipated duration of those limitations. 8.7.8.2 The City shall engage in an interactive process with an Employee seeking a temporary accommodation in conjunction with pregnancy or a pregnancy -related condition to identify, discuss, evaluate, and implement accommodations that are consistent with the recommendations of the health care provider. 8.7.9 Employees on approved pregnancy disability leave will be required to exhaust accumulated sick leave balances before being placed on unpaid leave. However, if the Employee is receiving either short or long term disability benefits, the Employee is not required to use any of her paid time off, sick leave or accrued vacation during the qualifying leave. 8.7.10 The City will continue to pay the City's portion of the cost of "Health Insurance" for an Employee while on an approved pregnancy disability leave to the same extent it would if the Employee were working, regardless of pay status, for a maximum of four (4) months. 8.7.10.1 "Health Insurance" is defined as medical, vision, and dental insurance. The Employee must continue to pay their Employee contribution to Health Insurance either through payroll deduction while using leave balances, or by direct payment to the City while on unpaid leave. 8.7.10.2 Coverage on a particular plan may be dropped if the Employee is more than 30 days late in making a premium payment. However, the Employee shall receive a notice at least 15 days before coverage is to cease, advising that they will be dropped if the premium payment is not paid by a certain date. 8.7.10.3 Contribution amounts for all Employees are subject to any change if changes in rates occur while the Employee is on leave. 8.7.10.4 The total combined duration of City contribution toward Health Insurance available during unpaid leaves due to any combination of pregnancy disability, the Employee's serious health condition, and Draft 05-07-19 Page 71 MR CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES family care purposes will not exceed twenty-nine and one-third (29.33) weeks in a twelve (12)-month period. 8.7.11 Leave available under the California Family Rights Act of 1993 (CFRA) will not run concurrent with Pregnancy Disability Leave. An Employee may have separate eligibility for "bonding" leave following the birth of a child under the CFRA. Refer to the City's family and medical care leave Policy for information about eligibility requirements. 8.7.12 Employees must provide at least thirty (30) days' advance notice of the need for pregnancy disability leave, or the need for a temporary reasonable accommodation, or transfer in conjunction with pregnancy, if the need is foreseeable. If such notice is not possible due to a change in circumstances, medical emergency, or other good cause, the Employee is required to provide notice as soon as practicable. 8.7.13 Medical certification will be required to support the need for pregnancy disability leave or other reasonable accommodation in conjunction with pregnancy or a pregnancy -related condition. 8.7.13.1 Medical certification is to be provided by the Employee's health care provider, and must include: a. the date on which the Employee became disabled due to pregnancy; b. the anticipated duration of the period of disability; and C. an explanatory statement that, due to the disability, the Employee is unable to work at all, or is unable to perform any one or more of the essential functions of her Position without undue risk to herself, the successful completion of her pregnancy, or to other persons. 8.7.14 An Employee returning from pregnancy disability leave or temporary accommodation shall be reinstated to the same Position held prior to taking leave or undertaking a temporary accommodation in conjunction with pregnancy or a pregnancy -related condition, except as provided below. 8.7.14.1 The Employee may not be reinstated to the exact same Position if the Employee would not have been employed for reasons unrelated to the leave, such as a layoff. 8.7.14.2 If the exact same Position is not available, the Employee will be reinstated to a vacant, comparable Position. A comparable Position is one that is virtually identical to the Employee's previously held Position, including wages, benefits, working conditions, and shift. 8.8 MILITARY LEAVE 8.8.1 Military leave shall be granted under the provisions of State and Federal law. To be eligible for Military leave, an employee must be a member of the Draft 05-07-19 Page 72 ..A CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES AAuniformedservice," United States Army, Navy, Air Force, Coast Guard, National Guard, Reserves or any other category of persons designated by the President in time of war or emergency. An employee is entitled to time off at full pay not exceed one hundred eighty (180) calendar days in a fiscal year, including time involved in going to and returning from that duty. The employment protections under USERRA allow for up to five (5) cumulative years of military service. After five years, the military leave policy no longer applies. 8.8.2 For the purposes of this Section, "active military training" shall be defined as a period of training (i.e. encampment, naval cruises, special exercises, or like activities) which normally occurs once a year over a two - week interval. "Inactive duty for training" and "scheduled reserve drill periods" shall be defined as the weekend periods of training which are scheduled once a month. Such weekend drills do not conflict with normal working hours within the City. 8.8.3 Employees must submit a copy of military orders to their Department Director and the Employee Relations Officer prior to the beginning of the military leave period and as soon as the Employee knows of the need to request such leave, except where military necessity dictates. 8.8.4 Regular and Probationary Full-time Employees shall receive their full regular pay during the first thirty (30) calendar days of "military leave" in any one fiscal year. After the first thirty (30) days of military leave in a fiscal year, Employees may take a leave of absence without pay or they may utilize their vacation, administrative leave, or compensatory time off in order to fulfill their military duties. 8.8.5 Regular and Probationary Full-time Employees on a military leave of absence shall receive the same vacation, sick leave and holiday privileges and the same rights and privileges to promotions, continuance in office, employment, reappointment to office, or reemployment that they would have enjoyed had they not been absent. City contributions to retirement, life insurance and medical and dental plans shall be suspended after the first thirty (30) consecutive calendar days of military leave until the Employee is reinstated. However, upon approval of a leave of absence without pay, the Employee may elect to continue benefits coverage at their own expense, with the exception of retirement. 8.8.6 If an Employee is required to perform military reserve duties while on probation, their probationary period shall be extended the same length of time as the military leave. Such extensions of probationary periods which arise as a result of this policy shall not be perceived punitive, but rather as a way to more accurately monitor Employee performance prior to moving to regular status. 8.8.7 The City shall reinstate those Employees returning from a military leave of one hundred eighty (180) days or less to the position they occupied prior to Draft 05-07-19 Page 73 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES taking a military leave of absence or to a position of comparable Seniority, status and pay, if such position exists, upon presentation of a certificate of satisfactory completion of service, and if such Employees are qualified to return to their former Positions. 8.8.8 If no such comparable position exists, the Employee shall have the same rights and privileges that they would have had if they had occupied the position when it ceased to exist and had not taken a temporary military leave of absence. 8.8.9 Any Employee who, in time of war or national emergency as proclaimed by the President or Congress, is ordered by the military to active duty, shall have a right, if released, separated, or discharged under conditions other than dishonorable, to return to their former classification within six (6) months after termination of their active service with the armed forces, but not later than six (6) months after the end of the war or national emergency. (Reference Government Codes §§ 146, 395 and 395.05.) 8.8.10 Exceptions to this policy will occur whenever necessary to comply with applicable laws. 8.9 LEAVE OF ABSENCE WITHOUT PAY 8.9.1 Any Regular or Probationary Employee who is absent from work and not on authorized leave with pay shall be considered on an unauthorized leave of absence without pay, and will be subject to the provisions of Section 7.7 of these Policies. 8.9.2 Leave of absence without pay shall be approved in advance and in writing. Any Employee requesting a leave of absence without pay shall utilize all of their accrued Compensatory Time Off, administrative leave, vacation time, and sick leave, if appropriate, prior to the start of the leave without pay. Determination of the granting of a leave of absence without pay is not grievable. An Employee who does not receive prior written approval for a leave of absence without pay may be disciplined for such period of absence. 8.9.3 Department Directors may grant an Employee a leave of absence without pay for not to exceed forty (40) consecutive hours. Such leaves shall be reported in writing to the Employee Relations Officer. 8.9.4 A leave of absence without pay in excess of forty (40) hours must be recommended by the Department Director and approved by the Employee Relations Officer. No single leave of absence without pay may exceed three months without approval of the Department Director and the City Manager. 8.9.5 Any leave of absence without pay of eight (8) hours or more shall result in a pro-rata accrual of vacation, sick leave or holiday credits. An unpaid leave of absence shall extend the Employee's Probationary Period (if applicable) for the same length of time as the leave. Draft 05-07-19 Page 74 me CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 8.9.6 Contributions to retirement, life insurance, medical, dental, or other designated benefit plans shall be suspended until the Employee is reinstated. City contributions to health insurance during an unpaid leave that qualifies for family and medical leave or pregnancy leave is set forth in those specific Policies. 8.9.7 Upon expiration of an approved leave of absence without pay, the Employee shall be reinstated in the classification held at the time the leave was granted. Failure on the part of the Employee to report to work promptly at the expiration of the leave shall result in the Employee being deemed to have resigned from employment. 8.10 FAMILY AND MEDICAL LEAVE 8.10.1 The City will provide up to twelve (12) weeks of family and medical care leave in a twelve (12)-month period for eligible Employees as required by State and Federal law. The following provisions set forth certain of the rights and obligations with respect to such leave. Rights and obligations that are not specifically set forth below are set forth in the Department of Labor regulations implementing the Family and Medical Leave Act (FMLA,) and the regulations of the California Family Rights Act (CFRA,) as amended. 8.10.2 City Employees who have been employed by the City for twelve (12) months and have worked one thousand two hundred and fifty (1,250) hours or more in the twelve (12) months immediately preceding the request for leave are eligible to take family and medical care leave. 8.10.3 Leave is permitted for the following reasons: a. The birth of a child or to care for a newborn of an Employee; b. The placement of a child with an Employee in connection with the adoption or foster care of a child; C. To care for an Immediate Family Member who has a serious health condition; d. Because of a serious health condition that makes the Employee unable to perform the functions of their Position; e. For a "qualifying exigency" arising out of the fact that an Employee's Immediate Family Member is on active duty or is called to active duty status in the regular Armed Forces, National Guard or Reserves, who is deployed by the military to a foreign country; or f. To care for an Immediate Family Member of the service member or veteran within five years of discharge from the military of the United States Armed Forces, National Guard or Reserves who has a serious injury or illness incurred in the line of duty while on active military duty. Draft 05-07-19 Page 75 450 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 8.10.4 An eligible Employee may be granted up to a total of twelve (12) Workweeks of family and medical care leave in a rolling twelve (12)-month period. This rolling twelve (12)-month period will be measured forward from the date an Employee uses any family and medical care leave. 8.10.4.1 An eligible Employee may be granted up to a total of twenty-six (26) Workweeks of military caregiver leave during a single 12-month period to care for a covered service member or veteran within five years of discharge from the military who has a serious injury or illness incurred in the line of duty on active duty for which the service member is undergoing medical treatment, recuperation, or therapy; or is otherwise in an outpatient status; or is otherwise on the temporary disability retired list. The single 12-month period shall be measured forward from the date an Employee's first FMLA leave to care for the covered service member begins. During the single 12-month period, an eligible Employee's FMLA leave entitlement is limited to a combined total of 26 Workweeks of FMLA leave for any qualifying reason. 8.10.4.2 Where FMLA leave qualifies as both military caregiver leave and care for a family member with a serious health condition, the leave will be designated as military caregiver leave first. 8.10.5 If leave under this Section is requested for the birth, adoption or foster care placement of a child of the Employee, leave must be concluded within one year of the birth or placement of the child. In addition, the basic minimum duration of such leave is two weeks. However, an Employee is entitled to leave for one of these purposes (e.g., bonding with a newborn) for at least one day, but less than two weeks' duration on any two occasions. 8.10.5.1 If leave is requested to care for an Immediate Family Member or the Employee themselves with a serious health condition, there is no minimum amount of leave that must be taken. However, the Employee must comply with the notice and medical certification provisions of this Policy. 8.10.6 Family and medical care leave may be taken on an intermittent basis as separate blocks of time or on a reduced leave schedule due to a single qualifying event if it is medically necessary for medical treatment of a serious health condition, for recovery from treatment or recovery from a serious health condition, or in conjunction with a chronic serious health condition of the Employee or the Employee's Immediate Family Member. 8.10.6.1 The Employee must provide medical certification that such leave is medically necessary. "Medically necessary" means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule. It may also be taken to provide care or psychological comfort to an Immediate Family Member with a serious health condition. 8.10.6.2 Intermittent or reduced schedule leave after the birth or placement of a child for adoption or foster care may be taken only if the Draft 05-07-19 Page 76 451 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES City agrees, unless the intermittent or reduced schedule leave is due to the mother's serious health condition or the baby's serious health condition. Intermittent leave must be taken in increments of at least one-half hour. 8.10.6.3 An Employee taking intermittent leave or leave on a reduced schedule for planned medical treatment or recovery from a serious health condition, or an Employee permitted to take intermittent leave or reduced schedule leave for the birth or placement of a child, may be temporarily transferred to an available alternative Position for which the Employee qualifies which better accommodates recurring periods of leave than the Employee's regular Position. Although the alternative Position may or may not have equivalent duties, the Employee will receive equivalent pay and benefits during the time they work in the alternative Position. 8.10.6.4 Leave due to a qualifying exigency may be taken on an intermittent or reduced schedule basis. 8.10.7 Employees on approved family and medical care leave will be required to exhaust accumulated leave balances before being placed on unpaid leave, as provided below: a. If the need for leave is in conjunction with the Employee's own serious health condition, the Employee must first exhaust accrued sick leave balances, then other leave balances, including vacation, Compensatory Time Off, and holiday time prior to moving to unpaid family and medical care leave. b. If the need for leave is in conjunction with the care of an Immediate Family Member who has a serious health condition, the Employee may use the limited allowance of sick leave hours and then must use other leave balances including vacation, Compensatory Time Off, and holiday time prior to moving to unpaid family and medical care leave. c. If the leave is requested for a non -medical reason, such as bonding after the birth of a child, the Employee must exhaust accrued vacation and other leave balances exclusive of sick leave prior to moving to unpaid family and medical care leave. (Compensatory Time Off may be voluntarily elected.) 8.10.8 If an Employee takes a leave for any reason that is FMLA/CFRA qualifying, the City may designate the requested leave as running concurrently with the Employee's 12-week FMLA/CFRA leave entitlement. Upon City designation of leave as FMLA/CFRA qualifying, written notice of such shall be provided to the Employee. 8.10.9 The City will continue to pay the City's portion of the cost of "Health Insurance" for an Employee while they are on an approved family and medical Draft 05-07-19 Page 77 452 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES care leave to the same extent it would if the Employee were working, regardless of pay status. 8.10.9.1 "Health Insurance" is defined as medical, vision, and dental insurance. 8.10.9.2 The Employee must continue to pay their Employee contribution to Health Insurance, either through payroll deduction while using leave balances, or by direct payment while on unpaid leave. 8.10.9.3 Coverage on a particular plan may be dropped if the Employee is more than 30 days late in making a premium payment. However, the Employee shall receive a notice at least 15 days before coverage is to cease, advising that they will be dropped if the premium payment is not paid by a certain date. 8.10.9.4 Contribution amounts for all Employees are subject to any change if changes in rates occur while the Employee is on leave. 8.10.9.5 If an Employee fails to return to work after their leave entitlement has been exhausted or expires, the City shall have the right to recover its share of Health Insurance premiums for the entire leave period, unless the Employee does not return because of the continuation, recurrence, or onset of a serious health condition of the Employee or their Immediate Family Member which would entitle the Employee to leave, or because of circumstances beyond the Employee's control. 8.10.10An Employee disabled by pregnancy is eligible for up to four (4) months of leave for medical disability related to pregnancy under State law. This leave may be in addition to up to twelve (12) weeks of family and medical care leave. Family and medical care leave available under the CFRA will not run concurrent with pregnancy disability leave. 8.10.10.1 The total combined duration of City contribution toward Health Insurance available during unpaid leaves due to any combination of pregnancy disability, the Employee's serious health condition, and family care purposes under this Section will not exceed twenty-nine and one-third (29.33) weeks in a twelve (12)-month period. 8.10.11 Although the City recognizes that emergencies arise that may require an Employee to request immediate leave, the Employee is required to give as much notice as possible of their need for leave. 8.10.11.1 Except for qualifying exigency leave, if leave is foreseeable, at least 30 days' written notice is required. If an Employee knows that they will need leave in the future, but does not know the exact date(s) (e.g., for the birth of a child or to take care of a newborn), the Employee is to inform their Supervisor as soon as possible that such leave will be needed; this notice may be given orally. 8.10.11.2 In the case of a qualifying exigency, the Employee shall provide the City with a copy of the covered service member's active duty Draft 05-07-19 Page 78 453 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES orders or other documentation issued by the military that indicate that the service member is on, or has been called to, active duty for deployment by the military to a foreign country, and the dates of the active duty service. In addition, the Employee will provide documentation that the leave is for a qualifying exigency listed in this Policy and the anticipated length of the leave. 8.10.12 Following receipt of a "Request for Medical Leave of Absence Form" the City shall, within five (5) business days, send the Employee a "Notice of Eligibility and Rights and Responsibilities." At that time the Employee will be given at least 15 calendar days to return to the City a completed "Certification of Health Care Provider," either for the Employee's own serious health condition or for the serious health condition of an Immediate Family Member. 8.10.13 An Employee requesting family and medical care leave due to their own serious health condition, or the serious health condition of an Immediate Family Member, shall provide certification from the health care provider treating the individual. 8.10.13.1 When a leave is requested for the serious health condition of an Immediate Family Member, the certification must include the date, if known, on which the serious health condition commenced; the probable duration of the condition; an estimate of the time the health care provider believes the Employee needs to care for the individual; and a statement that the serious health condition warrants the participation of the Employee to provide care during treatment. 8.10.13.2 When a leave is requested for the serious health condition of the Employee, the certification shall include the information included above, and a statement that, due to the serious health condition, the Employee is unable to perform any one or more of the essential functions of their Position. 8.10.13.3 If the City has a good faith, objective reason to doubt the validity of a certification provided by the Employee for their own serious health condition, the City may require a medical opinion of a second health care provider chosen and paid for by the City. If the second opinion is different from the first, the City may require the opinion of a third provider jointly approved by the City and the Employee, but paid for by the City. The opinion of the third provider will be binding. An Employee may request a copy of the health care providers' opinions when there is a second or third medical opinion sought. 8.10.13.4 Medical certification for a military caregiver leave shall be from a United States Department of Defense, Department of Veteran's Affairs, or other authorized medical provider. It shall indicate: a. whether the service member has incurred a serious injury or illness; Draft 05-07-19 Page 79 454 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES b. whether the injury or illness renders the service member medically unable to perform the duties of the service member's Position; C. whether the injury or illness was incurred in the line of duty while on active duty; d. whether the service member is undergoing medical treatment, recuperation, or therapy, or is otherwise on outpatient status, or is otherwise on the temporary disability retired list; e. the probable duration of the injury or illness; f. the frequency and duration of leave the family member requesting leave will require; and g. the family relationship of the eligible Employee to the covered service member. 8.10.13.5 When an Employee's leave is foreseeable and at least 30 days' notice has been provided, if medical certification is requested, the Employee must provide it before the leave begins. When this is not possible, the Employee must provide the requested certification to the City within the timeframe requested by the City (which must allow at least 15 calendar days after the employer's request), unless it is not practicable under the particular circumstances to do so despite the Employee's diligent, good faith efforts. 8.10.13.6 If an Employee provides an incomplete medical certification, the Employee will be given a reasonable opportunity to cure any such deficiency. However, if an Employee fails to provide a medical certification within the time frame established by this Policy, the City may delay the taking of family and medical care leave until the required certification is provided. 8.10.13.7 Recertification of the serious health condition may be requested upon the expiration of the time period the health care provider originally estimated. Re -certification from a health care provider may only be requested after the first certification has expired. 8.10.13.8 Upon receipt of the Certification of Health Care Provider, the City will send the Employee a family and medical care leave designation memo, indicating if the leave is approved, not approved or if additional information is needed to make a determination. If the leave is approved, the family and medical care leave designation memo will set forth any conditions of the leave that may exist beyond what are provided in the Notice of Eligibility and Rights and Responsibilities. 8.10.14An Employee granted family and medical care leave in accordance with this Policy shall, upon returning to work, generally be reinstated to the Position of employment held before the leave commenced, or, if such a Position is not available, to an equivalent Position with equivalent employment benefits, pay, and terms and conditions of employment. Employees have no greater rights Draft 05-07-19 Page 80 455 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES to reinstatement, benefits, and conditions of employment than if the Employee had been continuously employed during the leave period. 8.10.15It is against City policy and State and Federal law to discriminate against any individual because that individual has exercised their right to family and medical care leave or leave taken under the CFRA. 8.10.16An Employee who fraudulently obtains or uses leave under the CFRA is not protected by job restoration or maintenance of health benefit provisions of that Act. 8.11 SCHOOL ACTIVITIES LEAVE 8.11.1 Parents, guardians, grandparents, or individuals serving as parents with custody of minor children are entitled to take up to forty (40) hours of time off work each year to attend school -related activities for the following reasons: a. when a student has been suspended and the parent, guardian or grandparent is required to appear at the school pursuant to the school's request; and/or b. to attend designated child -related activities. Child -related activities include: attending school functions, activities and programs; finding, enrolling or reenrolling a child in a school or with a licensed child care provider; addressing a child care or school emergency, including closure or unexpected unavailability of the school (excluding planned holidays), or a natural disaster. 8.11.2 Except for the need to address a child care provider or school emergency, the use of school activities leave is limited to eight (8) hours per month. 8.11.3 The City may require proof of an Employee's participation in the above - referenced activities. 8.11.4 The Employee must provide reasonable advance notice to their Supervisor before taking any time off under this Policy. 8.11.5 Employees must use accrued paid time off for the absence. If the Employee does not have any accrued paid time off, the absence will be unpaid. 8.12 TIME OFF FOR CRIME VICTIMS 8.12.1 Employees who have been victims of serious or violent felonies, as specified under California law, or felonies relating to theft or embezzlement, may take time off work to attend judicial proceedings related to the crime. Draft 05-07-19 Page 81 456 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 8.12.2 Employees also may take time off if an Immediate Family Member has been a victim of such a crime and the Employee needs to attend judicial proceedings related to the crime. 8.12.3 Employees must give their Supervisor a copy of the court notice given to the victim of each scheduled proceeding before taking time off, unless advance notice to the City of the need for time off is not feasible. When advance notice is not feasible, the Employee must provide the City with documentation evidencing the judicial proceeding, within a reasonable time after the absence. The documentation may be from the court or government agency setting the hearing, the City Attorney or prosecuting attorney's office, or the victim/witness office that is advocating on behalf of the victim. 8.12.4 Employees will be paid under this Section only to the extent they have accrued vacation or Compensatory Time Off available. 8.13 VOTING TIME OFF 8.13.1 In the event an Employee does not have sufficient time outside of working hours to vote in an election, the Employee may take a limited amount of time off without loss of pay to vote. 8.13.2 Voting time off should be taken at the beginning or end of the regular work schedule, whichever allows the most free time for voting and the least time off from work. An Employee will be allowed a maximum of two (2) hours of voting leave on Election Day. 8.13.3 Employees should notify their Supervisor of the need for time off to vote at least three (3) working days prior to Election Day. 8.14 DISABILITY LEAVE 8.14.1 Regular Full-time Employees may be eligible for unpaid disability leave from the City for non -industrial illness or injury of a significant nature which would not be covered by the terms of Section 8.3 Sick Leave, or Section 8.10, Family and Medical Leave; although these leaves may run concurrently with disability. Disability leave requires that the Employee's attending physician certify that the Employee is medically unable to work and indicate the estimated length of leave necessary. 8.14.2 During said disability leave, the Employee has the option of using accrued sick leave, vacation, Compensatory Time Off or administrative leave allowances, as well as disability pay, and thus, continuing to receive full pay. City pay will cease when all accrued allowances have been used and the Employee will receive only disability pay. 8.14.3 When an Employee is on unpaid disability leave, the City shall continue its share of payment for insurance benefit premiums (i.e., health, life, AD&D, disability, vision and dental) for the Employee and their dependents. The City's Draft 05-07-19 Page 82 457 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES continuation of payment of PERS retirement contributions is based upon the Employee's amount of leave used. Vacation time, sick leave, administrative leave, and holidays shall not accrue during a disability leave unless the Employee is continuing to receive their full customary pay by utilizing accrued sick leave, vacation, Compensatory Time Off or administrative leave allowances. If an Employee elects to receive pay for less than their full customary pay, Employee benefits (other than the insurance benefits listed above) shall be pro -rated. 8.14.4 If an Employee's disability leave exceeds twelve (12) Workweeks and the Employee is not on paid status by virtue of continuing to utilize at least half (50%) of the hours needed per pay period to receive a full paycheck through the use of their accrued sick leave, vacation, Compensatory Time Off or administrative leave allowances, or leave donated under the VLTP referred to in Section 8.2.5 of these Policies, participation in the group health insurance plan shall terminate unless the Employee elects to retain said coverage at the Employee's expense. This coverage shall be available under the same requirements and restrictions of the COBRA continuation as provided by the City's health insurance carrier. City contribution to group health insurance plans for a disability that also qualifies for family and medical leave or pregnancy leave is set forth in those specific Policies. 8.14.5 If an Employee takes a disability leave while on probation, the Probationary Period shall be extended the same length of time as the disability leave. Any extension of the Probationary Period shall not be perceived punitive, but rather as a way to more accurately evaluate Employee performance prior to moving to regular status. 8.14.6 Before returning to work following a disability leave of absence, the Employee shall submit a verification from their attending physician stating that the Employee is able to return to work. Unless the leave is otherwise extended, the Employee shall be required to return to work full-time. 8.14.7 Upon expiration of the approved leave, the Employee shall be reinstated to their former Position or to a comparable one if the former Position is abolished during the period of leave and the Employee would otherwise not have been laid -off. The comparable Position is one having similar terms of pay, location, job content and promotional opportunities. Failure to return to work after the authorized leave causes the Employee to have no reinstatement rights. 8.14.8 The City will hold a Position available for an Employee on disability leave for up to twelve (12) Workweeks. Beyond that length of time, the City may, at its sole discretion, elect to permanently replace the Employee. 8.14.9 The terms, conditions, and benefits under the City's disability leave are subject to the provisions of disability insurance program in effect at the time the disability leave is requested. Benefits are subject to change at any Draft 05-07-19 Page 83 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES time by the City. Employees should inquire about disability leave through the Office of the Employee Relations Officer. Draft 05-07-19 Page 84 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 9 HEALTH AND SAFETY Each Employee shall comply with all applicable safety laws, Policies, and regulations, all safety practices, use personal protective equipment as required and provided by the City, render every possible aid to safe operations, and report to the Supervisor, Department Director or Safety Committee all unsafe conditions or practices. 9.1 INJURY AND ILLNESS PREVENTION PROGRAM The City will institute and administer a comprehensive and continuous occupational Injury and Illness Prevention Plan (IIPP) for all Employees. The health and safety of the individual Employee, whether in the field, shop, or office, takes precedence over all other concerns. Management's goal is to prevent accidents, to reduce personal injury and occupational illness and to comply with all safety and health standards. 9.1.1 Program Administration Overall responsibility for the development, implementation, and monitoring of the IIPP shall be vested with the City Manager. Day-to-day responsibility for the IIPP shall be assigned to the (DESIGNATE POSITION). Duties of the IIPP Administrator include but are not limited to: a. Ensuring that all Supervisors are trained in workplace safety and are familiar with the safety and health hazards to which Employees under their immediate direction may be exposed, as well as applicable laws, regulations, and the City's safety rules and policies; b. Ensuring that Employees are trained in accordance with this program; C. Inspecting, recognizing, and evaluating workplace hazards, including repetitive stress, on a continuing basis; d. Developing methods for abating workplace hazards; e. Ensuring that workplace hazards are abated in a timely and effective manner; f. Maintaining current certification in CPR and first aid training; and g. Maintaining Safety Binders, which include safety information on equipment and materials used at the City. 9.1.2 Employee Compliance 9.1.2.1 All Employees are responsible for carrying out the IIPP in their work areas. A copy of the IIPP shall be available from the IIPP Administrator or the City Manager, who shall be able to answer Employee questions about the program. Draft 05-07-19 Page 85 9 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.1.2.2 Employees in safety Positions will have safe and healthful work practices recognized and documented on their performance reviews. 9.1.2.3 Employees who are unaware of correct safety and health procedures will be trained or retrained by the IIPP Administrator and/or their Supervisor, and this training will be documented in the Employee's training record. 9.1.2.4 Willful violations of safe work practices may result in Disciplinary Action in accordance with City Policies. 9.1.3 Communication 9.1.3.1 Matters concerning occupational safety and health will be communicated to Employees by means of written documentation, staff meetings, formal and informal training, and posting. 9.1.3.2 Communication from Employees to the IIPP Administrator about unsafe or unhealthy conditions is encouraged and may be verbal or written, as the Employee chooses. The Employee may use the Unsafe Condition Form and remain anonymous. 9.1.3.3 No Employee shall be retaliated against for reporting hazards or potential hazards, or for making suggestions related to safety. 9.1.3.4 The results of the investigation of any Employee's safety suggestion or report of hazard will be distributed to all Employees affected by the hazard, or posted on appropriate bulletin boards. 9.1.4 Inspections 9.1.4.1 The IIPP Administrator or designee will conduct monthly inspections to identify unsafe work conditions and practices. The monthly inspection will also include all safety items, such as fire extinguishers, eye wash stations, fire/smoke alarms and wash facilities. 9.1.4.2 Employees are required to inspect equipment and the work site for unsafe conditions before beginning work each day. 9.1.4.3 The IIPP Administrator or designee is also required to inspect new substances, processes, procedures, or equipment introduced into the workplace for occupational safety and work hazards. 9.1.5 Accident and Incident Investigation 9.1.5.1 All work -related accidents shall be investigated by the City in a timely manner. Reported minor accidents and near misses shall be investigated as well as serious incidents. A "near miss" is an incident which, although not serious in itself, could have resulted in serious injury or significant property damage. Draft 05-07-19 Page 86 461 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.1.5.2 The investigation must obtain all the facts surrounding the occurrence including, but not limited to: what caused the situation to occur; who was involved; was/were the Employee(s) qualified to perform the functions involved in the accident or near miss; were they properly trained; were proper operating procedures followed, and if not, why not; where else this or a similar situation might exist, and how it can be corrected. A written report of the investigation shall be prepared and submitted to the Department Head. 9.1.5.3 The accident and incident investigator (IIPP Administrator or person designated by the City Manager) must determine which aspects of the operation or process require additional attention to eliminate the cause of the accident or near miss. 9.1.5.4 Actions already taken to reduce or eliminate the exposures being investigated should be noted, along with those remaining to be addressed. Any interim or temporary precautions should also be noted. Any pending corrective action and reason for delaying its implementation shall be identified. 9.1.5.5 Corrective action shall be identified in terms of how it will prevent a recurrence of the accident or near miss in the future. 9.1.6 Correction of Unsafe or Unhealthful Conditions 9.1.6.1 Whenever an unsafe or unhealthful condition, practice or procedure is observed, discovered, or reported, the IIPP Administrator will take appropriate corrective measures in a timely manner based upon the severity of the hazard. Employees will be informed of the hazard and the interim protective measures taken until the hazard is corrected. 9.1.6.2 Employees may not enter an imminent hazard area without appropriate protective equipment, training, and prior specific approval given by the IIPP Administrator. 9.1.7 Training 9.1.7.1 The IIPP Administrator or designee shall assure that the Supervisors receive training on recognizing the safety and health hazards to which Employees under their immediate direction may be exposed. 9.1.7.2 Supervisors are responsible for seeing that those under their direction receive training on general workplace safety, and specific instructions regarding hazards unique to any job assignment. 9.1.7.3 This safety training will be provided: a. To all Employees and those given new job assignments for which training was not previously received; Draft 05-07-19 Page 87 462 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES b. Whenever new substances, processes, procedures or equipment introduced to the workplace present a new hazard; and/or C. Whenever the employer is made aware of a new or previously recognized hazard. 9.1.7.4 When supervisory staff are unable to provide the required training themselves, they shall request that the training be given by others or designees. 9.1.8 Record Keeping 9.1.8.1 The IIPP Administrator or designee shall keep records of inspections, including the name of the person(s) conducting the inspection, the unsafe conditions and work practices identified, and action taken to correct those identified unsafe conditions and work practices. The records shall be maintained for three years. 9.1.8.2 The IIPP Administrator or designee shall also keep documentation of safety and health training attended by each Employee, including Employee name or other identifier, training dates, type(s) of training, and training providers. This documentation shall be maintained for three years. 9.1.8.3 The IIPP Administrator or designee shall keep records of all Employees' safety and health -related certifications, including specifically certifications for pesticide application, first aid, and cardiopulmonary resuscitation. The IIPP Administrator or designee shall advise Employees of the expected expiration of certifications in a timely manner so that certifications can be kept current. The IIPP Administrator or designee shall notify the Department Head immediately of the expiration of any Employee's required certification. 9.1.8.4 The Department Heads shall ensure that all required Employee certifications for Employees within their respective departments are maintained. 9.2 ON -THE -JOB -INJURIES AND WORKERS' COMPENSATION COVERAGE 9.2.1 All injuries and illnesses arising out of and incurred in the course of employment with the City, including first aid injuries, shall be reported immediately to the appropriate Supervisor. The Supervisor shall immediately notify Human Resources of the accident. Human Resources shall be responsible for completing an "Employer's Report of Occupational Injury or Illness" within five (5) days of knowledge of occupational injury or illness which results in lost time beyond the day of the incident. Human Resources shall give the injured Employee a Workers' Compensation Claim Form ("DWC-1") within one working day of employer knowledge. The only exception to providing a Claim Form is with respect to "first aid claims." Draft 05-07-19 Page 88 463 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.2.2 Under California State law, any Employee sustaining an injury or illness arising out of and in the course of employment may be entitled to: a. All reasonable and necessary medical care for a work -related injury or illness; and/or b. "Temporary disability" payments in lieu of lost wages, commencing three (3) days after the first full day of lost time. 9.2.3 If an occupational injury or illness is severe and requires immediate medical attention, first aid should be rendered and medical treatment should be obtained at the closest City -designated medical treatment facility. For severe accidents occurring outside the City limits, medical treatment should be obtained at the closest medical facility. Use of paramedic services is automatically authorized if the injury is life threatening. 9.2.4 In the case of an occupational injury which requires medical attention within the first twenty-four (24) hours or develops symptoms after the first twenty-four (24) hours following the injury, the Employee shall immediately notify their Supervisor and the Employee's Supervisor shall notify the Employee Relations Officer. If the Employee has not submitted a properly completed "Employee Pre -Designation of Personal Physician" form to the Employee Relations Officer for treatment of job -related injuries prior to the date of injury, all medical treatment shall be provided through the City's designated medical service providers for the first thirty (30) days after the date of the injury. 9.2.5 If the Employee has submitted a properly completed "Employee Pre - Designation of Personal Physician" form to the Employee Relations Officer for treatment of job -related injuries, an appointment may be scheduled with the Employee -designated medical service provider. The Employee may also elect to treat with the City's designated medical service provider. 9.2.6 A Regular Full-time or Regular Part-time Employee who is unable to perform regular or modified duties because of an injury or illness arising out of and in the course and scope of the Employee's duties shall suffer no loss in pay or accrued sick leave for absence from work because of such disability for a period of twenty-six (26) weeks. City -paid Workers' Compensation salary continuation is in lieu of "temporary disability benefits." 9.2.7 Employees with injuries or illnesses that persist beyond twenty-six (26) weeks may be eligible for Workers' Compensation temporary or permanent disability payments as defined by State law. The portion of workers' compensation salary continuation that represents payment for lost time at the statutory "Temporary Disability" rate is nontaxable. 9.2.8 Workers' Compensation salary continuation shall commence with the first full day of lost time after the Employee has been placed on temporary disability for a work -related injury or illness, and the Employee is not able to return to work, either on regular or modified duty, and shall conclude with: Draft 05-07-19 Page 89 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES a. the Employee's return to work in a regular or modified capacity for the City or any other employer; or b. termination of such temporary disability by the medical provider; or C. upon reaching a maximum medical improvement, as determined by competent medical evidence; or d. upon the completion of twenty-six (26) weeks of on-the-job injury leave, whichever comes first. 9.2.9 While the City is not required by law to provide the following benefit, a Regular Full-time or Regular Part-time Employee shall not be required to use accrued sick leave for medical treatment, including doctor's appointments and/or physical therapy appointments, related to an active, accepted Workers' Compensation claim. Such leave shall be denoted as "Workers' Compensation Leave" on the Employee's time sheet. Appointments should be scheduled for the lunch hour or before or after work whenever possible to minimize the impact on the City's operations. 9.2.10 City policy allows for Regular Full-time and Regular Part-time Employees unable to perform their regular or modified duties due to an injury or illness arising out of and in the course of their employment to integrate their accrued benefits at the expiration of the Workers' Compensation salary continuation has ceased. Integration of accrued benefits with the temporary disability payment will result in a payment equal to such an Employee's regular "take-home" compensation. City contribution to health insurance will continue until the Workers' Compensation salary continuation has ceased (26 weeks). 9.2.11 If an Employee experiences a Workers' Compensation -related injury or illness while on probation, the Employee's Probationary Period shall be extended the same length of time as the injury or illness. Such extensions of the Probationary Period which arises as a result of this Policy shall not be viewed as punitive, but rather as a way to more accurately evaluate Employee performance. 9.2.12 The City maintains its right to require that an Employee —provide regular physician's certification of work status, and see a City -designated physician, agreed -to medical examiner, or other authorized medical provider on a periodic basis to determine the Employee's disability status. If an Employee is given work restrictions by the physician, the City will initiate an accommodation review to determine if the Employee is able to return to work with or without reasonable accommodation. 9.2.13 The City also maintains its right to require an Employee to return to work on a "limited duty" status, provided that there is an assignment that is consistend with the limitations set forth by the treating physician. Such limitations may be reviewed by the City designated physician. Approval for a tempoarary "limited duty" assignment is required by both the Employee Relations Officer and the Department Director. Such "limited duty" status must Draft 05-07-19 Page 90 465 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES be of a temporary nature, and does not have to be in the same Position or department. In no instance will a limited duty assignment exceed twenty-six (26) weeks. 9.2.14 Additional information concerning Workers' Compensation Leave or benefits may be obtained by contacting the Employee Relations Officer. 9.3 WORKPLACE VIOLENCE 9.3.1 The City does not tolerate any act or behavior which can be perceived as threatening, hostile, and/or violent. No Employee shall make any threat, either physical or verbal, against a co-worker, Supervisor or member of the public. No Employee other than those Employees required by their position to do so, shall bring a weapon to any City facility, including parking lots and public streets outside or immediately adjacent to a City building, or place a weapon in a City vehicle or equipment. Violation of this "zero tolerance" policy will lead to discipline, up to and including termination. 9.3.2 An Employee may bring a personal defense chemical spray to a City facility, including parking lots and public streets outside or immediately adjacent to a City building, or place the personal defense chemical spray in a City vehicle or equipment only if approved by their Department Director, having demonstrated a legitimate need and having obtained any necessary certification. 9.3.3 All Employees are required to report immediately to their Supervisor and Department Director any threats or incidents of violence. Supervisors and Department Directors are required to investigate incidents of violence or threats of violence to maintain department safety. 9.3.4 The Workplace Violence Safety Act, Section 527.8 to the California Code of Civil Procedure, allows employers to seek temporary restraining orders (TRO) and injunctions to protect Employees who have been the subject of actual or threatened unlawful violence in the workplace. 9.4 DRUG AND ALCOHOL -FREE WORKPLACE It is the intent of the City to maintain a workplace that is free of drugs and alcohol and to discourage drug and alcohol abuse by its Employees. The City has a vital interest in maintaining safe and efficient working conditions for its Employees. Substance abuse is incompatible with health, safety, efficiency and service to the public. Employees who are under the influence of a drug or alcohol on the job compromise the City's interests, endanger their own health and safety and the health and safety of others, and can cause a number of other work -related problems, including absenteeism and tardiness, substandard job performance, increased workloads for co-workers, behavior that disrupts other Employees, delays in the completion of jobs, and disruption of service to the public. Draft 05-07-19 Page 91 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.4.1 Prohibited Activity 9.4.1.1 While on paid duty time or on City property, including in City vehicles or while operating City equipment, Employees shall not consume or possess alcoholic beverages or consume or possess controlled substances. Employees shall not work or be at work while under the influence of any controlled substance (as defined herein), without written authorization from a qualified physician and the Employee's Supervisor. 9.4.1.2 The use or possession of alcohol or impairing drugs, including illegal drugs and drugs without a prescription during working hours or while subject to duty, on breaks, during meal periods or at any time while on City property. 9.4.1.3 Reporting to work or being subject to duty while the Employee's ability to perform job duties is impaired due to on- or off - duty alcohol or drug use. 9.4.1.4 The unlawful manufacture, distribution, dispensing, possession, or consumption of any controlled substance is prohibited on the job, in the City's workplace, or while subject to duty (i.e. standby). 9.4.1.5 Directly or through a third party selling or provding drugs or alcohol to any person, including any Employee, while either or both Employee's are subject to being called to duty. 9.4.2 For the purposes of this Section, the following shall be defined as: a. "Abuse of any legal drug" means the use of any legal drug, including prescription drugs, (a) for any purpose other than the purpose for which it was prescribed or manufactured; or (b) in a quantity, frequency or manner that is contrary to the instructions or recommendations of the prescribing physician or manufacturer. b. "Controlled substance" denotes any substance which could potentially impair the Employee's ability to effectively and safely perform the functions of their duties, including, but not limited to: alcohol, coca leaves, cocaine, marijuana, opium and opiates, amphetamines, methamphetamine, lysergic acid (L.S.D.), etc. As outlined below, certain prescription drugs and medications shall also be classified as controlled substances. C. "Conviction" is a finding of guilt (including a plea of no contest), an imposition of sentence, or both, by any judicial body charged with the responsibility to determine violations of the Federal or State criminal drug statutes. d. "Reasonable suspicion" includes a suspicion that is based on specific personal observations, such as an Employee's manner, disposition, muscular movement, appearance, behavior, speech Draft 05-07-19 Page 92 467 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES or breath odor; information obtained from a reliable person with personal knowledge; an accident involving City property, where it appears the Employee's conduct is at fault; physical altercation, verbal altercation, or unusual behavior. Reasonable suspicion may also be based on an Employee's possession of drugs, alcohol or paraphernalia in the work place or on City property. 9.4.3 The use of prescription drugs which would not alter an Employee's work performance is acceptable, if prescribed in writing, by a qualified physician. Employees must notify their Supervisor before beginning work when taking drugs (prescription or nonprescription) which may interfere with the safe and effective performance of their duties. In the event there is a question regarding an Employee's ability to perform assigned duties safely and effectively while using such drugs, a written clearance from a qualified physician shall be required before the Employee is allowed to resume the Employee's regular duties. 9.4.4 Having a Medical Marijuana Card and/or a cannabis prescription from a physician does not allow an Employee to use or possess any cannabis products (marijuana, hash, or hash oil) on City property, while working as an Employee, or while on Stand-by and subject to return to work. The Federal government still classifies cannabis as an illegal drug, even if California has decriminalized its possession or use. Unlike .08 blood alcohol levels, as yet there is no acceptable level of driving impairment when it comes to cannabis use and driving City equipment or vehicles. Employees are still subject to testing under the City's reasonable suspicion, post -accident, or "safety -sensitive Employee" Policies, and receiving discipline, suspension, or termination for a positive cannabis test. 9.4.5 Toward reaching this goal of a drug and alcohol -free workplace, the City may conduct pre -employment drug or alcohol testing of applicants for City Positions that require more than incidental driving or performance of other safety -sensitive functions as part of their regular duties, as defined in the approved job descriptions. Pre -employment drug or alcohol tests shall apply only to non -City Employees; City Employees who apply for another City position shall not be subject to pre -employment drug or alcohol tests. Any applicant who tests positive, as outlined in this Policy, or the Department of Transportation Alcohol and Drug Testing Policy set forth in Section 9.5, shall be disqualified from consideration for employment for a period of six (6) months. 9.4.6 The City reserves the right to require that an existing Employee undergo testing if the City determines that reasonable suspicion exists to believe that the Employee is under the influence of any illegal drug or controlled substance, as defined in this Section. Reasonable suspicion shall, whenever possible, be evaluated based on personal observations by the Department Director or a Supervisor who is familiar with the Employee's normal behavior. Information Draft 05-07-19 Page 93 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES which is obtained from a reliable person with personal knowledge of the Employee may also be utilized in appropriate circumstances. 9.4.7 In the event that an Employee suspects that their Supervisor is under the influence of drugs or alcohol, the Employee may submit a written or oral complaint which contains detailed information regarding the allegation of alcohol or substance abuse to the Supervisor's -superior. 9.4.8 All City lockers, desks, cabinets, vehicles, and computer files are the property of the City and are subject to search without the Employee's consent by City management at any time with or without notice. Refusal to cooperate with a search may result in disciplinary action, up to and including termination. Unless the Supervisors are directed otherwise by the Employee Relations Officer, Employees will be given the opportunity to be present when the search is conducted. 9.4.9 If an Employee voluntarily wishes to participate in a drug or alcohol rehabilitation program, and has not been found to have violated the City's Policies concerning drugs or alcohol, the City shall make every reasonable effort to assist in placing that Employee with an available Employee Assistance Program or service for purposes of rehabilitation, in -lieu of disciplinary action or criminal prosecution. If, in such cases, the Employee refuses to attend and complete an Employee Assistance Program or service, the Employee will be subject to the disciplinary procedures which are outlined in these Policies. 9.5 DEPARTMENT OF TRANSPORTATION ALCOHOL AND DRUG TESTING 9.5.1 This policy establishes guidelines in compliance with the Federal Omnibus Transportation Employee Testing Act of 1991 (Omnibus Act), the Department of Transportation Federal Highway Administration (FHWA) Regulations of 1994 and the California Vehicle Code. 9.5.2 Each of these measures requires that regular drug and alcohol testing be performed on Employees in safety -sensitive Positions who operate specified commercial vehicles. 9.5.3 In addition to meeting the compliance requirements set forth above, the City's objectives in establishing this policy are to: a. protect the safety of the public at large; b. ensure the highest quality of public service possible; C. provide a safe working environment for City Employees; d. promote efficiency and productivity; and e. encourage Employees who are concerned about their drug and/or alcohol use to voluntarily seek assistance. 9.5.4 As applicable to this Policy: Draft 05-07-19 Page 94 E Me CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.5.4.1 Covered Employees. The Department of Transportation drug and alcohol testing rules apply to City Employees who operate the following: a. a vehicle with gross combination weight of at least 26,001 pounds, inclusive of a towed unit with a gross vehicle weight rating (GVWR) of more than 10,000 pounds; b. a vehicle of over 26,001 GVWR; C. a vehicle placarded under Department of Transportation hazardous material regulations; and d. a vehicle designed to transport 16 or more passengers, including the driver. 9.5.4.2 Safety -Sensitive Functions. "On -duty" time for safety - sensitive functions commences at the time covered Employees begin to work or are required to be in readiness for work until the time they are relieved of work responsibilities. "On -duty" time includes the following safety -sensitive functions: a. driving the vehicle; b. performing maintenance on the vehicle; C. inspecting the vehicle; d. loading or unloading the vehicle; e. supervising or assisting the loading or unloading of a vehicle; and f. waiting to load or unload the vehicle or to be dispatched. 9.5.4.3 Prohibited Acts. Covered Employees shall not engage in any of the following behaviors while performing or waiting to perform a safety -sensitive function: a. Drugs i. report to duty or remain on duty in a safety - sensitive capacity when using any drug; ii. possess while on duty; iii. consume at any time; and iv. test positive. Note: Prescription drugs may be allowed, as needed, pursuant to advance notification to the appropriate Supervisor, along with the doctor's recommendation regarding instructions and possible side effects as they relate to the Employee's job duties. b. Alcohol report for duty or remain on duty in a safety - sensitive capacity while having a blood alcohol level of 0.02 or greater; Draft 05-07-19 Page 95 470 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES ii. use or possess alcohol while performing safety - sensitive functions; iii. perform safety -sensitive functions within four hours after using alcohol; and iv. use alcohol for 8 hours after an accident or until tested, whichever is first. C. Drug and Alcohol i. refusal to submit to drug and/or alcohol testing as required by the Omnibus Act; —is deemed as a positive test; ii. report to duty or remain on duty to perform a safety -sensitive function after refusing to submit to drug and/or alcohol testing required under the regulations; and iv. fail to advise the immediate Supervisor when other Employees have actual knowledge that an Employee is in violation of these rules. 9.5.4.4 Drug Testing_ Pursuant to FHWA regulations, urine specimens shall be screened for the following substances: a. Amphetamines/Methamphetamine (i.e., Speed and Crystal); b. Cocaine; c. Opiates (i.e., Codeine, Heroin, and Morphine); d. Phencyclidine (PCP); and e. THC (Marijuana). The testing is a two -stage process. If the initial screening is positive for one or more of the above drugs, then a confirmation test is performed for each identified drug using state-of-the-art gas chromatography/mass spectrometry (GC/MS) analysis. GC/MS ensures that over- the-counter medications are not reported as positive tests. 9.5.4.5 Alcohol Testing. The regulations require an evidential breath testing device (EBT) approved by the National Highway Traffic Safety Administration (NHTSA) for the testing of alcohol use. An alcohol testing form is completed by the Employee and a certified breath alcohol technician (BAT) to ensure the results are properly recorded. Two breath tests are required to determine if the Employee has a prohibited alcohol concentration. A screening test is conducted first. Any result less than 0.02 alcohol concentration is considered a negative test, and no further testing is required. If the alcohol concentration is 0.02 or greater, a second or confirmation test shall be conducted. When a confirmation test is required, the EBT equipment shall print the screening and confirmation test numbers in sequential order. The device shall also print the result, date, and time Draft 05-07-19 Page 96 471 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES of both tests, along with the name and serial number of the EBT equipment in order to ensure the reliability of the results. Any action taken will be based on the confirmation test result. 9.5.4.6 Types of Tests Required. The following tests are required for covered Employees who perform safety -sensitive functions: a. Pre -employment Testing -Prior to hire or assignment to a position covered by this policy, the applicant or Employee shall undergo testing for drugs. Failure to pass the test shall be deemed a basis upon which employment or assignment to a safety -sensitive position shall be denied. b. Random Selection. Regulations require regular random testing of all Employees covered by this policy. The ongoing testing will be conducted on an unannounced basis before, during, or immediately after the performance of safety -sensitive functions. Employees will have an equal chance of being selected. All eligible Employees' names will be placed in a pool, from which names are drawn on a "reasonably random" basis. Once an Employee's name is pulled for testing, their name will be returned to the pool. Therefore, it is feasible for the same Employee to be tested repeatedly while participating in a true random testing process. The selection of Employees for random drug and alcohol testing will be made by a scientifically valid method. The regulations specifically require that random testing be performed as follows: a. Drugs - Fifty percent (50%) of the total number of covered Employees shall be tested annually. b. Alcohol - Twenty-five (25%) percent of the total number of covered Employees shall be tested annually. C. Reasonable Suspicion. The City shall require a covered Employee to be tested upon reasonable suspicion for the use of drugs or alcohol. "Reasonable suspicion" or "cause" means that a trained Supervisor believes that the actions, appearance, speech, body odors, or conduct of an on -duty Employee is indicative of the use of drugs or alcohol. Reasonable suspicion testing may be conducted before, during, or after an Employee performs safety - sensitive functions. a. The determination that a reasonable suspicion exists to require an Employee to undergo a drug or alcohol test must be based on specific, objective, and contemporaneous facts concerning the behavior, appearance, speech, or body odors of the Employee. The determination must also be based on the Supervisor's direct observations of the Draft 05-07-19 Page 97 472 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES behaviors and not on hearsay. The Supervisor(s) witnessing the impairment must document the specific observations upon which the reasonable suspicion is based. b. Where there is a reasonable suspicion that the Employee is under the influence of drugs or alcohol, the Supervisor shall arrange for the Employee to be transported to the testing facility and then driven home. The Employee shall not be permitted to transport themself. d. Post -Accident. For purposes of this policy, an "accident" is defined as an incident involving a commercial vehicle in which one or more of the following occurs: loss of human life; bodily injury to persons; disabling damage to any of the vehicles involved; or issuance of a traffic citation to the City Employee following any type of vehicle collision. The following criteria apply when conducting drug and alcohol tests due to an accident: a. A breath alcohol test must be administered as soon as possible. If not within two hours following the accident, the employer/supervisor must prepare and maintain records stating why testing was not completed. At that time, every effort should be made to ensure that a breath alcohol test is performed within eight hours following the accident. If testing has not occurred within eight hours, attempts to test should be discontinued, and the employer/supervisor must record why they were unable to administer the required test. b. A drug screening test must be initiated prior to the 32nd hour following an accident. If the test is not administered as required, the employer/supervisor must document the reasons testing was not performed. C. The Employee must remain readily available for testing or they will be deemed to have refused the test (see Refusal to Consent). This rule does not require the delay of necessary medical attention for injured persons following the accident nor prohibit the Employee from leaving the scene to obtain assistance or necessary emergency medical care. d. An Employee subject to post -accident testing may not use alcohol within eight hours following the accident or before an alcohol test, whichever comes fi rst. Draft 05-07-19 Page 98 473 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES e. Testing will not be conducted on any deceased Employee. e. Return -to -Duty. Testing shall be conducted on any covered Employee who has violated the prohibited drug and alcohol standards and is accepted into a return -to -duty status. Prior to resuming their safety -sensitive functions, the Employee must undergo a new drug and/or alcohol test. The test results must be negative for the Employee to return to work. If applicable, the Employee shall be referred to a Substance Abuse Professional for further assessment. f. Follow-up. Any covered Employee identified by the Substance Abuse Professional as needing assistance will be subject to follow-up testing upon returning to duty. A minimum of six unannounced tests will be performed over the following twelve month period. Follow-up testing may be extended for up to 60 months following return -to -duty. The same criteria used for the return -to -duty testing will be used for any follow-up testing. Such testing shall not be subject to the random testing selection procedures. Moreover, follow-up testing may include tests for other substances beyond the Employee's initial positive test of drug and/or alcohol use when the Substance Abuse Professional has reason to believe that additional testing is warranted. If follow-up testing is required, the Employee assumes full responsibility for paying the follow-up testing expenses. 9.5.4.7 Employee Consent. Before a drug or alcohol test is administered, the covered Employee will be asked to sign a consent form authorizing the test and permitting release of the test results to the appropriate City representative. The consent form shall provide a space to acknowledge that the Employee being tested has been advised of the drug and alcohol testing policy. 9.5.4.8 Refusal to Consent. An Employee that refuses to submit to drug or alcohol testing required by the City shall be prohibited from performing or continuing to perform safety -sensitive functions. An Employee's refusal to submit to drug or alcohol testing required by the City for any reason may also result in disciplinary action, up to and including termination. Refusal to consent shall include, but is not limited to: a. failure to provide adequate breath for alcohol testing, without valid medical explanation, after being notified of the requirement for breath testing; b. failure to provide an adequate urine sample for testing, without a genuine inability to provide a specimen (as determined by medical evaluation), after being notified of the requirement for urine testing; and Draft 05-07-19 Page 99 474 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES C. engaging in conduct that clearly obstructs the testing process. 9.5.4.9 Consequences of Positive Test Results. If drug and/or alcohol test results are positive, the Employee may be disciplined, up to and including termination. If the Employee is not terminated, the Employee's Supervisor or other authorized manager shall: a. Immediately remove any Employee who has engaged in prohibited drug or alcohol use from their safety -sensitive functions. b. If the alcohol concentration level is greater than 0.02, but less than 0.04, the Employee may not return to their safety - sensitive function for a minimum of 24 hours and until another breath alcohol test is administered, and the result is less than a 0.02 concentration. C. If the alcohol concentration level is greater than 0.04 or a drug screening test is positive for any of the prohibited controlled substances, the Employee will be removed from their safety - sensitive position until: a. They undergoe evaluation and, where necessary, rehabilitation; b. a Substance Abuse Professional determines that the Employee has successfully complied with any required rehabilitation; and C. the Employee undergoes a return -to -duty test with a result of a blood alcohol concentration of less than 0.02 if the Employee initially tested positive for alcohol, and/or with a negative test result for controlled substances if the Employee initially tested positive for controlled substances. Any treatment or rehabilitation may be provided in accordance with City policy. The City is not required under these circumstances to provide rehabilitation, pay for treatment, or to reinstate the Employee to safety -sensitive position. d. If the Employee is permitted to return to work, they must have a negative test result on the return -to -duty test. e. Unannounced follow-up testing will be performed on any Employee returned to their safety -sensitive duties. f. Arrangements will be made for alternative transportation when test results are positive for drugs or an alcohol concentration of 0.02 or greater. Draft 05-07-19 Page 100 475 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.5.4.10 Substance Abuse Professional. The City will only provide an assessment by a Substance Abuse Professional. Under this policy, the City has no obligation to provide or pay for further treatment, as this is the responsibility of the Employee. Some financial assistance may be available under the City's health insurance plan. 9.5.4.11 Testing Records. Records shall be maintained on test results, prevention programs, policies, training, drug use and alcohol misuse, refusals to submit to testing, employee evaluations, and annual summary of the City's testing program. The retention period for the records is as follows: a. Five -Year Retention Period. This pertains to the results of alcohol tests of 0.02 or higher, confirmed positive drug tests, documentation of any Employee who has refused to submit to a required drug or alcohol test, employee assessments and referrals by the Substance Abuse professional, and each calendar year summary. b. Two -Year Retention Period. This pertains to records documenting the collection process for the drug and alcohol tests and training. C. One -Year Retention Period. This pertains to any alcohol test results which are less than 0.02 and the documentation of any negative or canceled drug test. 9.5.4.12 Confidentiality of Records. a. All records are confidential; however, the regulations require that they be made available for inspection at the City within two business days following a request by an authorized person. The records are kept in a separate file and will not be made a part of the Employee's personnel file. An exception to this is when disciplinary action results from an incident. When there is disciplinary action, disciplinary notices and related documents will be placed in the Employee's personnel file. b. The result of any testing done pursuant to this policy shall be used for employment purposes only and shall not be released for use in the criminal justice system, unless by court order. 9.5.4.13 Access to Records. The following agencies shall have access to all test results without the verbal or written consent of covered Employees: a. the City in proceedings initiated either by the City or the Employee as a result of testing; Draft 05-07-19 Page 101 476 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES b. the Department of Transportation or any state or local official with regulatory authority over the City or any of its Employees; and C. the National Transportation Safety Board when conducting an investigation of an accident where drug and/or alcohol testing was performed. 9.5.4.14 Trainina. As part of the emphasis on education and safety, the Omnibus Act requires providing educational materials and two hours of training of supervisors and one hour of training for Employees before testing can begin. The required topics include the following: a. General Requirements: Covers the general requirements of the Omnibus Act and the City's responsibilities to comply with those requirements; b. Key Person: Designates a key person at the City to answer Employee questions regularly; C. Drivers Covered: Identifies categories of Employees who are subject to the regulations; d. On -duty Time: Describes the period of time Employees are to be in compliance; e. Safety -Sensitive Functions: Identifies what job tasks can affect the safety of the Employee and others; f. Prohibited Conduct: Specifies information about prohibited Employee conduct; g. Occasions for Testing and Types of Testing: Lists circumstances under which Employees will be tested for drugs and/or alcohol; h. Procedures for Testing: Covers procedures that will be used to test for the presence of alcohol or drugs and to protect the privacy of Employees, the integrity of the testing process, and the validity of the test results. Testing shall be conducted only by laboratories that are Department of Health and Human Services certified, and comply with all laboratory analysis procedures and quality control measures set forth in 49 C.F.R. part 40; i. Refusal to Be Tested: Explains what constitutes a refusal to test; j. Blood Alcohol Concentration: Depicts the various readings for alcohol concentration greater than 0.02; k. Effects of Drugs and/or Alcohol Use: Describes the specific observations concerning the appearance, behavior, speech, or body odors of the Employees; and I. Penalties and Referral: Lists the various consequences for an Employee found to have tested positive for prohibited drugs or within the prohibited blood alcohol level. Draft 05-07-19 Page 102 477 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 9.5.4.15 Notice to Employees. Covered employees will receive a copy of the Personnel these Policies at the time they commence employment with the City. 9.5.4.16 Compliance with Federal Law. At all times, the City will comply with the current applicable federal law concerning drug and alcohol testing. Issues or inconsistencies that are not addressed in this policy will be determined by referring to the law and official regulations outlining policies and procedures, etc. 9.5.4.17 Employer Contact. The Employee Relations Officer has been designated to answer Employee questions about this policy. 9.6 VEHICLE AND SEATBELT POLICY 9.6.1 Employees who are required to drive as part of their position with the City will be assigned a City vehicle or will have access to a pool vehicle to conduct City Business. Pool vehicles will be made available on a first -come, first -served basis. An Employee must check with the Facilities Department prior to using their own vehicle on City Business. If there is no pool vehicle available, and the Employee cannot wait for one to become available, the Employee may use their personal vehicle and be reimbursed at the then current IRS rate. 9.6.2 Proof of insurance must be shown at the time of hire and annually by those Employees who drive their own vehicles on City Business. Business policy limits must meet minimum state standards. If an Employee has an automobile accident while on City Business, the Employee's insurance policy shall provide primary coverage for both liability and property damage. If there is no insurance policy in place, the Employee shall be personally responsible. The car allowance or mileage reimbursement paid by the City is calculated to cover the cost of insurance purchased by the Employee. No Employee who has not been required to use their vehicle for City Business shall be required to provide proof of insurance. 9.6.3 Driving a City vehicle without possessing a valid driver's license is not permitted and may result in disciplinary action up to and including termination. Employees shall notify their Supervisors immediately if their license is expired, suspended, or revoked. 9.6.4 Employees must wear seatbelts at all times when in a vehice on City Business. Draft 05-07-19 Page 103 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 10 EMPLOYEE DISCIPLINE 10.1 GROUNDS FOR DISCIPLINARY ACTION Employee misconduct shall be cause for disciplinary action. These Disciplinary provisions apply to Regular Full-time and Regular Part-time Employess who have completed their probationary period. In addition to any actionable or other cause allowed by statute, ordinance or law, the following nonexclusive listings shall constitute cause for disciplinary action. 10.1.1 Falsifying any information supplied to the City including, but not limited to, information supplied on application forms, employment records, or any other City records, reports, or documents prepared by the Employee. 10.1.2 Incompetency. 10.1.3 Inefficiency. 10.1.4 Neglect of duty. 10.1.5 Insubordination; failure to follow instructions. 10.1.6 Dishonesty. 10.1.7 Selling, providing, consumption of, being under the influence of, possession of alcoholic beverages or illegal controlled substances or abuse of prescription medication while on duty or in such close time proximity thereof as to cause any detrimental effect upon the Employee or upon other Employees. 10.1.8 The conviction of either a misdemeanor or a felony involving moral turpitude, or a conviction which has a direct nexus to the Position held. 10.1.9 Unauthorized absence without leave. 10.1.10Immoral conduct. 10.1.11 Discourteous treatment of the public or other Employees. 10.1.12 Political activity precluded by State or Federal law. 10.1.13 Misuse or unauthorized use of City property. 10.1.14 Violation of a City or departmental rule, policy, procedure, or these Policies. 10.1.15 Failure to possess or keep in effect any license, certificate, or other similar requirement necessary for the Employee to perform the duties of the job Position or required by such job Classification. Draft 05-07-19 Page 104 479 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 10.1.16 Unlawful discrimination, including harassment or bullying, against the public or other Employees while acting in the capacity of a City Employee. 10.1.17Excessive absences, unexcused absence(s), or tardiness. 10.1.18 Refusal to subscribe to any oath or affirmation which is required by law in connection with City employment. 10.1.19Any willful act or conduct undertaken in bad faith, either during or outside of duty hours, which is of such a nature that it causes discredit to the City, the Employee's department or division. 10.1.20Inattention to duty, tardiness, indolence, carelessness or negligence in the care and handling of City property. 10.1.210utside employment not specifically authorized by the Appointing Authority. 10.1.22Acceptance from any source of a reward, gift, or other form of remuneration in addition to regular compensation to an Employee for the performance of their official duties. 10.1.23The refusal of any officer or Employee of the City to testify under oath before any Grand Jury having jurisdiction over any then --pending cause of inquiry in which the investigation of government bribery or misconduct in agency office is involved shall constitute of itself sufficient ground for the immediate discharge of such officer or Employee. 10.1.24 Willful violation of any of the provisions of the ordinances, resolutions or any Policies, regulations or work rules which may be prescribed by the City. 10.1.25 Working overtime without authorization. 10.1.26Any other failure of good behavior which is of such nature that it causes discredit to the City or their employment. 10.2 DISCIPLINARY ACTIONS "Disciplinary Action" means an action taken for disciplinary reasons, pursuant to these Policies. Nothing in these Policies requires imposition of disciplinary action in any particular order of severity or pursuant to the number of prior disciplinary actions. Such disciplinary actions include: a. informal discussion; b. a formal warning; C. a written reprimand; d. disciplinary suspension; e. reduction in pay; Draft 05-07-19 Page 105 M:f CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES f. demotion; or g. dismissal. 10.2.1 Informal Discussion. An informal discussion is designed to clarify standards, policies, procedures and/or regulations so that problems are resolved early and thus, the need to utilize more severe disciplinary action may be avoided. (Not appealable) 10.2.2 Formal Warning. A formal warning shall be given in response to minor misconduct. The warning should be prompt and constructive, and every effort shall be made for the formal warning to be given in private. The Supervisor should include in the formal warning a review of appropriate department standards and Policies, Employee performance expected in the future and consequences for failure to correct performance or behavior. The formal warning shall be written and will be placed in the Employee's central personnel file located in Human Resources. A formal warning is not appealable. 10.2.3 Written Reprimand. A written communication to the Employee that the same or related offense has been committed. The written reprimand shall be given by the Department Director or designated authority when a formal warning has not succeeded in correcting the misconduct, or when the misconduct is considered so serious as to warrant more than a formal warning. Misconduct includes failure to meet City performance standards. The written reprimand should include a full, accurate and factual statement of the reason for the reprimand including the date and time of the event which is the cause of the reprimand, if applicable; appropriate department standards and Policies; Employee performance expected in the future; and consequences for failure to correct performance or behavior. A written reprimand is not appealable. 10.2.4 Disciplinary Suspension. Temporary removal of an Employee from their duties without pay for misconduct. Disciplinary suspensions without pay deprive an Employee of pay for any period up to sixty (60) working days and are given when serious misconduct or repetition of past problems for which the Employee has been reprimanded require a strong management response. The nature of the offense, its severity and the circumstances dictate the length of suspension. Employees may be suspended immediately and in advance of the appeal process when there is a clear threat to the safety of other Employees or the public. Disciplinary Suspensions are subject to the appeal process set forth in Section 10.6. 10.2.5 Reduction in Pay. Reduction in pay shall be a decrease in salary to a lower step within the salary grade for disciplinary purposes. The reduction may be permanent or for a fixed period of time. A reduction in pay is subject to the appeal process set forth in Section 10.6. Denial of a merit increase or a Draft 05-07-19 Page 106 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES reclassification downward is not discipline and does not entitle an Employee to notice or right of appeal. 10.2.6 Demotion. The Department Director may involuntarily demote an Employee for disciplinary reasons or because the Employee's ability to perform the required duties falls below standards for that Position, provided that the Employee has been given a reasonable time to improve. Upon request of the Employee, and with the consent of the Department Director, voluntary demotion may be made to a vacant Position. No Employee shall be demoted to a Position unless they possess the minimum qualifications for such a position. The Employee Relations Officer must approve all demotions. Involuntary demotions are subject to the appeal process set forth in Section 10.6. 10.2.7 Discharge. Discharge, dismissal or involuntary separation of an Employee from City employment may be imposed when other disciplinary measures have failed, or when such Disciplinary Action is deemed appropriate.. based on the act of misconduct. A Regular Employee may be discharged for violation of these Policies. Discharges are subject to the appeal process set forth in Section 10.6. 10.3 PRE -DISCIPLINARY PROCEDURES 10.3.1 Administrative Reassignment with Pay. Pending investigation of an accusation against an Employee, the Employee may be placed on temporary administrative reassignment with or without pay, pending the undertaking or completion of an investigation or opportunity to respond as may be required to determine if any Disciplinary Action shall be taken. 10.3.2 Disciplinary Action Subject to Skelly Procedure. The procedure set forth in this Section shall apply to disciplinary suspension, a reduction in pay, an involuntary demotion, or a disciplinary discharge. 10.3.3 Written Notice. The Employee's Supervisor shall give the Employee a written notice of the proposed Disciplinary Action at least five (5) working days prior to the effective date. The written notice shall be personally delivered to the Employee or sent by Certified Mail to the -Employee's last known address. The notice generally will include the following information: a. A description of the proposed action to be taken and its proposed effective date or dates; b. The specific grounds and particular facts upon which the action is proposed to be taken; C. The Employee's right to receive a copy of the written materials alleged to support the proposed actions; Draft 05-07-19 Page 107 20 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES d. A statement advising the Employee -of the right to respond, orally or in writing within five (5) working days after receipt of the written notice; and e. A statement that failure to respond by the time specified shall constitute a waiver of the right to respond prior to final discipline being imposed. 10.3.4 Employee Review and Response. The Employee shall be given an opportunity to review the documents or materials upon which the proposed Disciplinary Action is based. Within five (5) working days after receipt of the written notice, the Employee shall have the right to respond to the Department Director or designated Skelly Officer, orally or in writing, concerning the proposed action. Failure to respond within the time specified shall result in the Employee's waiver of their pre -disciplinary right to respond. By mutual agreement, the specified time period may be extended. 10.3.5Employee Rights and Restrictions 10.3.5.1 Right to Representation. The Employee has the right to a representative throughout the pre -disciplinary process, at the Employee's own cost. That representative is chosen by the Employee and may be an attorney, an outside representative, or another City Employee. If a City Employee is selected as the representative, that Employee's Department Director must be notified in order to obtain permission to be absent from assigned duties necessary to make representation. Such permission shall not be unreasonably withheld. 10.3.5.2 Right to Investigate. The Employee and the —Employee's representative wishing to enter a work area for the purpose of investigating the notice of proposed discipline must first obtain permission to do so from the work area Supervisor. Any investigation shall be conducted on non -working time unless the Department Director has granted prior approval to use City time. Permission in either case shall not be unreasonably withheld, giving consideration to the work of the department and occupational safety. 10.3.6 Department Director or designated Skelly Officer Decision.The Department Director or designated Skelly Officers shall, within five (5) working days, unless the Department Director or designee decides a longer period is needed, provide a written decision to the Employee after reviewing the Employee's response, if any. If the Department Director has imposed the proposed Disciplinary Action, another Director or designee within the City shall service as the Skelly Officer to review the matter and provide a written decision. The decision shall be personally delivered to the Employee or sent by Certified Mail to the Employee's last known address. If Disciplinary Action -is to be taken, the written response shall include a statement informing the -Employee -of the Draft 05-07-19 Page 108 Em CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES effective date of the discipline, the right to appeal, and the time period within which the appeal must be made. 10.4 APPEAL OF DEPARTMENT DIRECTOR OR SKELLY OFFICER'S DECISION A request to appeal a Department Director's or designated Skelly Officer decision regarding disciplinary action shall be made by the Employee or the Employee's representative within five (5) working days of receiving the decision. An appeal shall include a brief written statement of the facts and reasons for the appeal and a brief statement of the resolution requested. 10.4.1 If the subject Employee does not file an appeal within the specified time period, unless good cause for the failure is shown, the action of the Department Director or designated Skelly Officer shall be final, and not subject to any further appeal. If the Employee withdraws the appeal, the Employee waives the right to further review. 10.5 AMENDED NOTICE OF DISCIPLINARY ACTION 10.5.1 At any time before a disciplinary action becomes final, the Department Director or designated authority may amend the proposed disciplinary action and provide a supplemental notice of proposed disciplinary action. 10.5.2 A decision not to impose any disciplinary action may be accompanied by a directive from the Department Director to delete all references to the pending action from the Employee's personnel file(s). 10.5.3 If the amended or supplemental notice of proposed disciplinary action presents new causes or allegations, and/or changes the level of proposed disciplinary action, the Employee shall be provided further written notices as provided in Section 10.3.3 and shall be afforded the opportunity to prepare a response in accordance with Section 10.3.4. 10.6 APPEAL HEARING PROCESS 10.6.1 Hearing Officer. The Hearing Officer is designated to hear appeals on those disciplinary matters subject to such appeal. The Hearing Officer shall be an outside independent person (not employed by the City) who is qualified to hear such appeals. The selection of the Hearing Officer shall be a joint decision between the Employee and the City. The costs of the Hearing Officer shall be borne by the City. 10.6.2 Request for Appeal. Every appeal to the Hearing Officer must be filed with the Employee Relations Officer within the time frame set forth in Section 10.4 of these Policies. Failure to file a timely appeal shall be deemed a waiver of the right of appeal. The appeal shall state the facts upon which it is based and the action requested of the Hearing Officer and it shall be signed and dated by the appellant. The statement of facts in the appeal shall provide in sufficient detail the necessary facts and identify all persons or departments concerned Draft 05-07-19 Page 109 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES in order that the Hearing Officer may understand the nature of the proceeding and appeal. The appellant's Department Director shall be considered the only respondent unless the written appeal identifies other respondents. The Employee Relations Officer shall serve a copy of the appeal on the respondent. 10.6.2.1 The appellant or respondent may, at any time prior to the hearing, file a written statement setting forth in detail all facts essential and necessary to support their position. The parties are encouraged to include with and set forth in the statement all exhibits essential and necessary to support their positions and which they intend to offer into evidence. 10.6.3 Answer. The respondent is not required to file an answer to the appeal. If an answer is filed prior to the hearing, a copy thereof shall be sent to the appellant by the Employee Relations Officer. If no answer is filed, every relevant and material allegation of the appeal is in issue; but in any case, irrelevant and immaterial issues may be excluded by the Hearing Officer. 10.6.4 Time for Hearing. Within five (5) days after the Hearing Officer is appointed, the Employee Relations Officer shall notify in writing the appellant and respondent of the date, time and place of said appeal hearing. Every hearing on an appeal shall commence within thirty (30) days after notice by the Employee Relations Officer to the appellant and respondent of the date, time and place of said appeal hearing unless: a. The time is extended by mutual consent of the appellant and respondent; b. A Hearing Officer cannot be selected within that time, in which case such hearing shall be scheduled by the Hearing Officer as soon as practicable; and/or C. The Employee Relations Officer or the Hearing Officer has granted an extension of time within which to commence the hearing. 10.6.5 Notice of Hearing. Written notice of the time and place of hearing of an appeal shall be delivered personally or by Certified Mail to the Employee's last known address. A respondent or appellant may seek a continuance of the hearing date by making a written request to the Employee Relations Officer stating the grounds for such a request and the requested date for the hearing. The Employee Relations Officer shall have the authority to determine whether to grant a continuance and to set the hearing date. 10.6.6 Pre -Hearing Meeting. The Hearing Officer has the authority to require an appellant and respondent to meet prior to the commencement of a hearing for the purpose of using a good faith effort to prepare a joint written statement of the claims and defenses and disputed and undisputed facts -,and to submit separate written statements where concurrence on such items could not be achieved. Parties are encouraged to voluntarily meet for this purpose and submit such statements. Draft 05-07-19 Page 110 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 10.6.7 Witness List and Subpoenas. The respondent and appellant shall submit in writing to the Employee Relations Officer, at least three (3) working days prior to the start of the hearing, the name(s) of any witnesses expected to be called during the hearing. The Employee Relations Officer shall provide to each party the names of witnesses so submitted in advance of the hearing. A respondent or appellant may request approval from the Hearing Officer for the issuance of subpoenas to compel the person(s) to testify at a hearing or the production of documents to be brought to a hearing by submitting a written request to the Employee Relations Officer. 10.6.7.1 Such a request must state with particularity the person(s) or document(s) sought to be compelled, and the relevancy of that person(s) or that document(s) or both to the matters to be tried in the hearing. The Hearing Officer or the Employee Relations Officer, is so delegated, shall cause subpoenas to be issued when the Hearing Officer or the Employee Relations Officer, whichever applies, deems appropriate. 10.6.8 Nature of Hearing. Each hearing shall be closed unless the appellant requests an open hearing. Any party may be self -represented, have legal counsel or another representative of choice. The hearing shall be conducted by the Hearing Officer pursuant to these Policies. The Hearing Officer shall have the authority to: open and adjourn the hearing; rule on evidentiary questions; call, question, and cross-examine witnesses; call for and introduce documentary evidence for the purpose of adequately understanding the facts and issues of the hearing; otherwise control the conduct of the hearing; and meet in closed session with legal counsel to deliberate and prepare findings. 10.6.8.1 The hearing shall be informal and technical Policies or rules of evidence shall not apply to the proceedings. Any relevant evidence will be admitted if it is the sort of evidence on which responsible persons are accustomed to rely in the conduct of serious affairs, regardless of the existence of any common law or statutory rule which may make improper admission of such evidence over objection in civil actions. Hearsay evidence may be used for the purpose of supplementing or explaining any direct evidence, but will not be sufficient in itself to support a finding unless it would be admissible over objection to the same extent that it is now or hereafter may be recognized in civil actions. Irrelevant, immaterial, or unduly repetitious evidence, or evidence protected by the Policies of privilege recognized by law, may be excluded. All testimony at the hearing shall be recorded manually or by mechanical device or by use of a Certified Court Reporter. In the event a Court Reporter is used, appellant and respondent shall split costs. All testimony shall be given under oath. Stipulations of fact may be introduced into evidence with respect to any issue. Each respondent and appellant shall have the right to appear, to speak, and to call, examine, and cross-examine witnesses, including those called by the Hearing Officer, and to introduce documentary and other evidence. If Draft 05-07-19 Page 111 .., CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES the appellant does not testify on their own behalf, the appellant may be called and examined as if under cross-examination. 10.6.9 Exclusion of Witnesses. Upon the motion of any appellant or respondent, or upon its own motion, the Hearing Officer may exclude from the hearing room any witnesses not at the time under examination; but an appellant or respondent to the proceedings or their representatives in the case shall not be excluded. 10.6.10 Proposed Findings of Fact. Both appellant and respondent shall have the right to file proposed findings of facts, a brief, or both with the Hearing Officer on or before the date the hearing is closed. Any party who submits proposed findings of facts, a brief, or both, must serve such document immediately upon all other parties to the hearing. 10.6.11 Official/Judicial Notice. In reaching a decision, the Hearing Officer may take official notice of any matter which may be judicially noticed by the courts of this State. Parties present at the hearing will be informed of the matters to be noticed and those matters will be noted in or appended to the record. Any party will be given a reasonable opportunity on request to refute the officially noticed matters by evidence or by written or oral presentation of authority, with the specific manner to be determined by the Hearing Officer. 10.6.12 Order of Proof at Hearing. The order of proof in the hearing will be as follows: a. The respondent will present evidence in support of the Disciplinary Action; b. The appellant or the appellant's representative will produce such evidence as the appellant may wish to offer in the appellant's defense; and C. Any party may then offer rebuttal evidence, with the respondent having the right of last rebuttal. 10.6.13 Findings of Fact and Recommendations to the City Manager. The Hearing Officer shall make and certify written findings of fact and recommendations to the City Manager no later than thirty (30) working days after completing the Hearing. 10.6.14 Disposition of Appeal. Within ten (10) working days of receipt of the Hearing Officer's findings of fact and recommendations, the City Manager shall adopt, reject or modify in whole or in part the recommendations of the Hearing Officer, and shall so notify the Employee, respondent and the Hearing Officer. The City Manager's decision will be final and binding. The City Manager shall not be involved in the review or disposition of the disciplinary matter until receiving the Hearing Officer's findings of fact and recommendations, and shall make their decision based upon an independent review of the record from the appeal hearing and the Hearing Officer's findings of fact and recommendations. The City Manager shall modify or reject the Hearing Officer's recommended Draft 05-07-19 Page 112 ':I CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES decision only for just cause, supported by substantial evidence in the record, as set forth in the City Manager's written final decision. 10.6.15 Burden of Proof. The City carries the ultimate burden of proof of which is a preponderance of the evidence. 10.6.16 Withdrawal of an Appeal. The appellant may submit a written request to withdraw the appeal at any time before a final and binding decision is made. Draft 05-07-19 Page 113 ,.. CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 11 GRIEVANCES 11.1 MATTERS SUBJECT TO GRIEVANCE PROCEDURES A "Grievance" is a job -related complaint by an Employee regarding the terms and conditions of employment which arise out of a specific fact, situation, or transaction, other than discipline, that results in an alleged violation of existing ordinances, rules, regulations, or Policies administered by the Employee's Department Director or designated authority concerning wages, hours, or other terms and conditions of employment. The solution of any such Grievance must be wholly or partially within the province of the City to rectify. 11.2 MATTERS NOT SUBJECT TO GRIEVANCE PROCEDURES 11.2.1The following matters are not subject to the Grievance procedure: a. Employee discipline (as defined in Section 10.2); b. Employee performance evaluations, including denial of a salary increase, performance pay increase, and other merit or performance pay issues; C. Management of the City generally and issues of City or Department Policy; d. Necessity and organization of any service or activity conducted by the City, including the expansion or reduction of services or work force; e. Determination of the nature, manner, means, technology and extent of services to be provided to the public; f. Types of equipment or technology to be used; g. Determination of and/or change in facilities, methods, technology, means and size of the work force by which City operations are to be conducted; h. Determination of and change in the location, number of locations, relocations and types of operations, processes and materials to be used in carrying out City functions; i. Work assignments and schedules in accordance with requirements as determined by the City; j. Establishment, implementation and modification of productivity and performance programs and standards; k. Reductions -in -force or layoffs for lack of work or other non - disciplinary reasons; I. Establishment and approved modifications of Classification Specifications; M. Determination of standards, -Policies and procedures for selection, training and promotion of Employees; Draft 05-07-19 Page 114 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES n. Establishment, implementation and modification of Departmental organization, supervisory assignments, chains of command and reporting responsibilities; and/or o. Levels of compensation, pay and benefits based upon budgetary and fiscal considerations. 11.3 FREEDOM FROM REPRISAL No Employee shall be subject to coercion or Disciplinary Action for discussing a request or complaint with their immediate Supervisor, or for filing a Grievance petition. 11.4 RESOLUTION Any grievance petitions resolved at any step of the grievance procedure shall be considered conclusive. Any grievance shall be considered resolved if it is not brought forward by the grievant through the grievance steps in the time frame prescribed. 11.5 WITHDRAWAL Grievance petition may be withdrawn by the grievant at any time, without prejudice. 11.6 RESUBMISSION Upon consent of the person hearing the Grievance petition and the grievant, a petition may be resubmitted to a lower step in the Grievance procedure for reconsideration. 11.7 EMPLOYEE REPRESENTATION If requested, an Employee may have representation in the preparation and presentation of the Grievance at any step in the formal Grievance procedure, except that no Supervisor or Department Director shall be represented by a subordinate Employee who reports to the subject Employee, and no Employee shall be represented by a Supervisor or Department Director. The Employee(s) and one Employee representative are entitled to be released from work for a reasonable period of time in order to present the Grievance. 11.8 OBEY NOW/GRIEVE LATER If an Employee is given a legitimate order that they wish to grieve, the Employee must first complete the assignment and file a Grievance later-, unless the assignment endangers the health or safety of the Employee or others, or if the requested assignment violates the Employee's constitutional rights. 11.9 INITIATION OF GRIEVANCE PROCEDURE An Employee must initiate the Grievance procedure (formal or informal) within fifteen (15) working days of the occurrence of the event giving rise to the Grievance, or Draft 05-07-19 Page 115 29111 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES within fifteen (15) working days after the grievant should, with reasonable diligence, have had knowledge of such occurrence, whichever is later. 11.10INFORMAL GRIEVANCE PROCEDURE 11.10.1 Every effort should be made to resolve a Grievance through discussion between the Employee and the Employee's immediate Supervisor, unless extenuating circumstances exist. 11.10.2If the Employee is not satisfied with the decision reached through the informal discussion, or if extenuating circumstances exist, the Employee shall have the right to file a formal Grievance in accordance with Section 11.11. 11.11 FORMAL GRIEVANCE PROCEDURE 11.11.1 Step I. If the Employee is not in agreement with the decision rendered in the informal grievance procedure, they shall have the right to present a formal grievance to the Department Director within fifteen (15) working days after the occurrence of the incident causing the grievance, if applicable. Otherwise, the right to file a grievance petition shall be waived. All grievances shall be submitted in the format prescribed by the Employee Relations Officer, and no Grievance petition shall be accepted until the form is complete. The written grievance shall contain a clear, concise statement of the grievance and the facts upon which it is based; the rule, regulation or policy allegedly violated; and the specific remedies sought. The Department Director will render a written decision within five (5) working days after receipt of the written grievance. 11.11.2 Step II. If the Grievance is not satisfactorily resolved at Step I, the Employee shall have the right to submit the written grievance to the Employee Relations Officer within five (5) working days after the Department Director's decision is received by the Employee. The Employee Relations Officer will render a written decision within five (5) working days after receipt of the written grievance. 11.11.3 Step III. If the grievance has not been satisfactorily resolved at Step II, the Employee may appeal the Employee Relations Officer' decision to State Mediator within five (5) working days after that decision is received by the Employee. The City and the La Quinta Employees' Association or other authorized employee representative shall mutually select a mediator from the State Mediation and Conciliation Service to consider the grievance. The mediator may consider written documents and/or oral statements, and shall render a written advisory decision to the City Manager within ten (10) days after receipt of the appeal. The City Manager may accept or reject the advisory decision of the mediator, and will render a written final decision within five (5) days of receiving the Draft 05-07-19 Page 116 491 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES mediator's advisory decision. The decision of the City Manager shall be final and binding. If mutually agreeable, a meeting may be conducted involving all affected parties at any step in the grievance procedure prior to the rendering of a decision. GRIEVANCE PROCEDURES STEP CONTACT FILE DECISION Informal Supervisor N/A Immediate Step I Formal Department 15 working days 5 working days Director from Informal from filing Decision Step II Formal Employee 5 working days 5 working days Relations Officer from Step I from filing Decision Step III Formal State 5 working days 5 working days Mediator/City from Step II from receipt of Manager Decision Mediator's advisory decision Draft 05-07-19 Page 117 492 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 12 EMPLOYEE RECORDS AND FILES 12.1 PERSONNEL FILES 12.1.1Central Personnel Files. The Employee Relations Officer shall maintain a central personnel file for each City Employee indicating the Employee's name, title of Position, the department assigned, salary, changes in employment status, performance evaluations, disciplinary documents, and such other information as may be considered pertinent by the Employee Relations Officer. Copies of documents concerning Disciplinary Actions must be placed in the Employee's central personnel file. Personnel files shall be kept in locked, fire- proof file cabinets located in or near the Human Resources/Risk Manager's office. Medical records, including reports of job -related medical examinations, Workers' Compensation illnesses or injuries, and related information shall be maintained separately from the central personnel file, and shall be kept in locked fire -proof file cabinets located in or near the Human Resources/Risk Manager's office. 12.1.2Payroll Files. A file for each City Employee shall be maintained -showing the name, title of Position, the department assigned, salary, changes in employment status, W-4 forms, payroll deductions and such other information as may be considered pertinent by the Finance Director. Nothing herein shall prohibit the City from keeping or placing documents in an observation folder for the purpose of monitoring and documenting Employee performance during an evaluation cycle. The contents of observation folders should be used and reflected in the Employee's performance evaluation, and or may serve as the basis for disciplinary action. For the purpose of this Section, an observation folder shall not be considered a personnel file, and an Employee or the Employee's designated representative shall not have access to observation folders nor receive copies of documents placed in such folders. 12.2 DOCUMENTS IN PERSONNEL FILES 12.2.1Upon request of the Employee, an Employee may place documents in the Employee's personnel file(s) that commend their job performance with the City or demonstrate educational attainment. 12.2.2An Employee shall be provided a copy of any documents placed in the Employee's personnel file(s) and may review their file(s) on request, within the time constraints and work schedule of the Employee Relations Officer. A witness shall be present at all times when an Employee is reviewing their personnel file. 12.3 DISCLOSURE OF INFORMATION 12.3. iTo the maximum extent possible and unless otherwise required by law, no direct information contained in the personnel files shall be disclosed concerning any current or former City Employee, without the Employee's Draft 05-07-19 Page 118 493 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES consent, other than the Employee's job title, inclusive dates of employment, work location, salary, work phone number, departmental assignment and the nature of separation, Resignation, or Termination, to any person other than the Employee Relations Officer, the City Attorney, Special Legal Counsel, the Employee's Department Director, or their designated representatives. An Employee or former Employee may authorize access to or the disclosure of information from their file only when written permission is provided to the Employee Relations Officer. 12.3.2Nothing herein shall preclude nor specifically deny the use of any information in personnel files in any phase of a disciplinary or probationary action. 12.4 CHANGE IN STATUS It is the Employee's responsibility to notify the Employee Relations Officer of any changes in the Employee's address, phone number, marital status, dependent status, name change, training certificates, emergency contact, driving status/record, criminal convictions, or other pertinent information. Draft 05-07-19 Page 119 I • I CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 13 EMPLOYEE BENEFITS Benefits afforded to Regular City Employees are summarized in this Section. These benefits may be modified through the meet and confer process, and documented in the MOU between the City and the Employee bargaining unit, or by specific contract provisions for non -represented Employees. 13.1 HEALTH, DENTAL, VISION AND LIFE INSURANCE BENEFITS 13.1.1 Regular Full-time Employees are eligible for City contribution to health, dental, vision and life insurance for themselves and qualified family members as set forth in the MOU between the City and the La Quinta City Employees' Association, and the plan documents. Employee contributions for insurance coverage shall be paid by payroll deduction as a condition of enrollment and continuous insurance coverage. 13.1.2 A Regular Full-time Employee who provides the City evidence of medical insurance under a separate policy and requests to be deleted from the City's coverage shall receive $250 per month as an in lieu payment. Should such other coverage subsequently be unavailable to the Employee, the Employee shall have the right to seek reinstatement to coverage under the City's policy upon written request. In such a case, the City shall reinstate the Employee's coverage and cancel the in lieu payment if reinstatement is permitted under the provisions for reinstatement then in effect with the City's health insurance provider. 13.2 CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT (COBRA) 13.2.1 Employees and dependents who lose group health coverage due to termination of employment or other "qualifying events" (i.e., death of Employee, divorce or separation) may continue health and dental coverage on a self -pay basis under the COBRA option for eighteen (18) months, or the limits specified by law. 13.2.2 Upon an Employee's termination of employment, the City will issue a "Notice of Right to Elect COBRA Continuation Coverage" for health care coverage. To continue health care coverage under COBRA, the Employee will fill out and sign forms provided by the City. The terminating Employee must pay the full cost of coverage, plus the allowable administrative fee, by the deadlines set forth in the notice. 13.3 FLEXIBLE SPENDING PLAN The City has implemented a Flexible Spending Plan to help Employees pay for qualified expenses on a pre-tax basis. Employees who participate will pay the monthly administration fee and optional medical reimbursement debit card fee through payroll deduction. Draft 05-07-19 Page 120 495 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 13.4 RETIREMENT The City participates in the PERS retirement plan, and currently pays the full cost of the employer share of the PERS retirement benefit for qualified Regular Full-time and Regular Part-time Employees. Each Regular Full-time and Part-time Employee shall pay an amount equal to 100% of the required member contribution to PERS. Any Employee hired on or after January 1, 2013 shall be subject to the following retirement formulas with the retiree's annuity based on the average of the Employee's three (3) highest paid consecutive years, in accordance with the City's contract with PERS and the Public Employees' Pension Reform Act of 2013 (PEPRA): • Classic Employees (current PERS members) hired on or after January 1, 2013: 2%@60. • New Employees (new PERS members) hired on or after January 1, 2013: 2% @ 62. 13.5 UNUSED SICK LEAVE ELECTION Government Code Section 20965 and the City's contract for retirement benefits with PERS permits conversion of unused sick leave to service credit, pursuant to certain restrictions. Upon retirement, Employees are required to complete the "Unused Sick Leave Election Form" prior to receiving their final paycheck. Upon retirement, Employees will have the option of selecting one of the following: (1) receiving payout for the full amount of unused sick leave (pursuant to the payout schedule contained in Section 8.3.6, as amended by the MOU); (2) receiving payout for a set amount of unused sick leave, and requesting conversion to service credit of the remainder; or (3) converting the entire amount of unused sick leave to service credit, waiving their right to a payout for unused sick leave. 13.6 EMPLOYEE FITNESS MEMBERSHIP SUBSIDY The City subsidizes the cost of membership at the La Quinta Wellness Center for eligible Regular Full-time Employees. Employees may submit their paid receipt for to Human Resources for reimbursement of $75.00 toward their annual membership fee. 13.7 COMPUTER LOAN PROGRAM All Regular Full-time Employees who have completed probation are eligible to apply for a financial loan through the City's Computer Loan Program. This is strictly a voluntary program, and is subject to available funding. Program parameters such as the maximum loan amount, interest rate, and scope of the program, will be evaluated on an annual basis. The Computer Loan Program policy is attached as Exhibit A. Draft 05-07-19 Page 121 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES SECTION 14 TRAINING AND TRAVEL 14.1 TRAINING The City recognizes the importance of Employee development and training in an effort to improve the capabilities and effectiveness of City personnel. Training shall be geared to both organizational improvement and individual Employee development. This development shall not only be the responsibility of the Department Directors or Supervisors, but shall be shared with Employees in a total organizational effort. 14.2 IN-HOUSE TRAINING Employees who have training, knowledge or expertise in a subject area, or who have recently attended a seminar or conference in a given subject matter, may be asked to share this information with other Employees. Such in-house training may be informal or formal, depending upon the nature of the training, and can include any variety of topics. 14.3 DEPARTMENT TRAINING City departments and divisions are encouraged to offer specialized training to their Employees. Such training shall be the responsibility of the Department Directors and may include topics such as safety, equipment operation, and other training in their specific fields of responsibility. 14.4 SEMINARS AND CONFERENCES Employees may seek approval to attend seminars or conferences covering current issues and areas relevant to their Positions under the following conditions: a. Attendance at the training is deemed by the Department Director to be job -related, providing information and development that will assist the Employee in the performance of assigned responsibilities, and/or will provide the opportunity for Employee career development that will be of benefit to both the Employee and the City. b. Employees must submit their requests on forms prescribed by the Finance Department and follow all applicable procedures. C. Budgeted funds must exist for all such training and any travel. All travel that requires travel authorization must have City Manager and/or City Council approval. d. Employees must comply with the City's administrative travel and expense Policy and provide necessary receipt documentation. e. Employees who have recently achieved such training must be willing to provide "in-house" training to other Employees, if requested. Draft 05-07-19 Page 122 497 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 14.5 TRAVEL AND TRAINING REIMBURSEMENT 14.5.1In general, training time during working hours shall be considered part of the job. Compensation for training which is outside of the normal work schedule will be made in accordance with the requirements of the Fair Labor Standards Act. 14.5.2 Time spent in attending lectures, meetings, training programs and similar activities during work time shall be counted as time worked only if authorized in advance and in writing by the Employees Department Director. 14.5.3 Time spent in attending lectures, meetings, training programs and similar activities shall not be counted as time worked where such attendance is outside of the Employee's regular working hours, except in situations where the Employee is directed by their Department Director to attend such lecture, meeting, training program or similar activity. Leisure and meal times are not considered time worked unless they are part of the seminar. 14.5.4 When an Employee is assigned by their Department Director to travel outside of the City for a meeting, training program, or similar activity, times spent traveling between the Employee's home and assigned destination shall be treated as time worked, only to the extent that it exceeds the amount of time normally taken by the Employee to travel between the Employee's residence and regular work place. 14.5.5 When an Employee is assigned to travel outside the City for a meeting, training program, or similar activity, return the same day, and the Employee has utilized public transportation, the time spent traveling between the Employee's home and the location of the public carrier (i.e. airport, bus station, train station) shall not be treated as time worked. However, time spent traveling to a final destination via public carrier is considered time worked. 14.5.6 Employees shall receive mileage and travel reimbursement in accordance with provisions outlined in the Employee Travel and Expense Policy. 14.6 TUITION REIMBURSEMENT 14.6.1 Subject to Department Director and Employee Relations Officer (or designee) approval, Regular Full-time Employees may attend and be reimbursed for the cost of educational courses taken at an accredited college or university which provide a benefit to the City as set forth in the MOU between the City and the La Quinta City Employees' Association. 14.6.2 Any education that is a requirement for continuation of employment or is an identified part of a job evaluation shall be paid for by the City. 14.6.3 Reimbursement will be made only after an Employee has satisfactorily completed the class with the grade of "B" or better and evidence of same has Draft 05-07-19 Page 123 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES been submitted and approved by the Employee Relations Officer. The general rule is that an Employee must be employed at the time they start and complete the class or workshop in order to be reimbursed. If an Employee resigns or retires their employment with the City or is terminated for disciplinary reasons within two (2) years of receiving reimbursement under these provisions, Employee shall reimburse the City for all monies paid them for educational reimbursement received dating back two (2) years from their termination date. If an Employee has followed the foregoing requirements for reimbursement and, through no fault of their own, is laid off before completion of the approved class or workshop, the Employee will continue to be eligible for reimbursement even though they are no longer employed by the City. No Employee will be eligible for reimbursement for any class or workshop taken after the Employee has been given a written notice of layoff, notice of termination for failing to pass the Probationary Period, or notice of intent to Terminate employment for cause. 14.6.4 Required forms must be completed and necessary documentation (receipts and grades) must be provided in order to receive reimbursement. Final and conclusive determinations of the reimbursement amount shall be made by the Employee Relatins Officer after review of the request and recommendations by the Department Director and the Employee Relations Officer. 14.6.5 There is no mileage reimbursement for travel to and from educational classes. 14.7 EMPLOYEE TRAVEL AND EXPENSE POLICY 14.7.1 Responsibility 14.7.1.1 The City Manager shall administer and be the approving authority for the expenditure of travel and expense funds in accordance with appropriations made by the City Council in the annual adopted budget for all City Employees. 14.7.1.2 Personal and City travel must not be commingled in such a manner as to increase allowable expense or otherwise affect adversely the interest of the City. 14.7.2 Travel Authorization 14.7.2.1 Official Employee travel requires prior written authorization by the City Manager. The City Form, "Travel Request and/or Advance," shall be used to document authorization, and may be obtained in the Finance Department. 14.7.2.2 Travel trips of one day or less shall not require a pre - approved "Travel Request and/or Advance" if no advance is requested, but the second part of the Form covering conference update reporting must be completed, if applicable, upon return. Draft 05-07-19 Page 124 ... CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES 14.7.2.3 Out-of-state travel, round trips over 300 miles, or trips involving an overnight stay must be approved by the City Council. If time does not permit City Council approval, the City Manager may authorize the travel request. The City Manager shall notify the City Council of the authorized travel and the circumstances which prevented City Council review/approval. Upon return, the "Conference Update Report" section of the "Travel Request and/or Advance" Form must be completed. 14.7.3 Travel Expenses. Employees may provide their own funding and file claims for reimbursement, or may apply for an advance of public funds by utilizing the "Travel Request and/or Advance" Form. All requests for advance of travel funds are to be submitted through the approving authority to the Finance Department at least five (5) working days before the intended date of departure. All advances must be properly accounted for based on actual and necessary expenses incurred, upon termination of travel for which the advance was made. Advance payments do not constitute approval to spend the entire amount advanced. Only actual and necessary expenses, as further limited by the specific provisions of this Policy, will be paid from City funds. 14.7.4 Advance Reservations —Cancellation 14.7.4.1 Employees are encouraged to make reservations for any training, meeting, or convention for which the City would bear the cost, which they are planning to attend, in sufficient time to allow for lower airfare or reservations costs to be obtained. 14.7.4.2 Cancellations that result in expenditure of City funds will be reviewed on a case -by -case basis by the City Manager to determine whether the Employee may be held responsible for the cost. 14.7.5 Transportation. Employees should attempt to travel by the means most economical to the City, consistent with scheduling needs and cargo space. In selecting a particular method of transportation, consideration shall be given for the total cost to the City which will result, including overtime, lost work, and actual transportation costs. In the event that a more expensive transportation form is used, the cost borne by the City will be limited to the cost of the most economical, direct, efficient and reasonable transportation form, unless otherwise approved by the City Council. Government and group rates must be used when available. 14.7.5.1 Automobile Travel. Transportation by car may be done either with a personal vehicle or City vehicle. If a personal vehicl is used by an Employee who does not receive a monthly auto allowance, net mileage will be reimbursed at the current Internal Revenue Service Rates. Net mileage equals roundtrip mileage minus any commute miles. Before initiating overnight travel, those Employees not receiving a monthly mileage allowance should contact the Facilities Department for the availability of a pooled vehicle. Draft 05-07-19 Page 125 500 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES Employees who receive a monthly auto allowance and use their own vehicle allowance for authorized travel will be reimbursed only for the net mileage in excess of 60 miles. Mileage will not be reimbursed for portions of the trip made for non -business related matters. When the use of public air carrier transportation is approved, private automobile use to and from the airport shall be reimbursed for all allowable miles at the current Internal Revenue Service Rates, or commercial auto rental will be allowed if necessary and alternative personal or public transportation is unavailable or unreasonable. 14.7.5.2 Air Travel and Automobile Rental a. Coach Class Air Travel. Reimbursement shall be made for coach air travel if the cost of such air travel is competitive with other passenger airlines' coach airfares. b. Rail Travel. Reimbursement shall be made for coach rail travel if the cost of such rail travel is competitive with other coach rail travel fares. C. Taxi Service. Charges for taxi service are reimbursable if such transportation is the most economical, practicable and efficient mode of transportation available under the circumstances. Portions of taxi charges that are related to excessive tips (i.e., in excess of 15%) will not be reimbursed. d. Shuttle Service. Charges for shuttle service are reimbursable if such transportation is the most economical, practicable and efficient mode of transportation available under the circumstances. e. Bus Fare. Charges for bus service are reimbursable if such transportation is the most economical, practicable and efficient mode of transportation available under the circumstances. f. Vehicle Rental. Charges for vehicle rental are reimbursable if such transportation is the most economical, practicable and efficient mode of transportation available under the circumstances. When determining the type of rental car to be used, consideration should be given to the economic standards set forth in this policy and the appropriate use and stewardship of City funds. g. Out of Pocket Expenses Related to Use of City Owned Vehicles. Reimbursement for fuel and other out-of-pocket expenses incurred as a result of the use of a City owned vehicle is permissible, provided that use of the City owned vehicle is the most economical, practicable and efficient mode of transportation available under the circumstances. h. Chartered Travel. Use of chartered travel shall be reimbursable if such transportation is the most Draft 05-07-19 Page 126 501 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES economical, practicable and efficient mode of transportation available under the circumstances. i. Airport parking may be used during travel on official City Business and is reimbursable with receipts. 14.7.6 Lodging_ Employee lodging expenses will be reimbursed or paid when travel associated with training or related activities reasonably requires an overnight stay. Lodging shall be obtained at the most economical rate available for safe, clean, convenient, and quality accommodations. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. Travelers must request government rates, when available. 14.7.6.1 Advance Booking and Time Period. An Employee is expected to make reservations well in advance whenever possible and to take other actions to ensure that lodging is secured at moderate rates. Lodging shall be limited to the maximum number of nights required to conduct the assigned City Business. 14.7.7 Meals. Meals are allowable at actual costs, including reasonable tips and room service charges not to exceed $75 per day. 14.7.7.1 Expense claims for meals shall include the following information: a. Date expense incurred; b. Name of the Employee; and C. Purpose of the meeting. 14.7.7.2 Itemized meal receipts are required. 14.7.8 Other Allowable Expenses. The following expenses shall be permissible, subject to other provisions of this policy to the extent that they are actual and necessary: a. Incidental transportation expenses, such as ferry fares; bridge, toll road and vehicle parking fees; b. Telephone and facsimile charges for official City Business; and C. Reasonable fees and tips paid to waiters, porters, baggage handlers, bellhops, hotel maids, and other service personnel. 14.7.9 Non -Allowable Expenses. Personal expenses are not allowable, and will not be reimbursed. These may include, but are not limited to: a. Fines for traffic violations; b. Private automobile repairs; C. Expenses of any persons accompanying the person subject to this Policy on the trip; d. Purchase of personal items; Draft 05-07-19 Page 127 502 CITY OF LA QUINTA PERSONNEL POLICIES AND PROCEDURES e. Fitness/Health Facilities; and f. Alcohol. 14.7.10 Settlement of Expenses. Employees are responsible for the accurate preparation of their claims, and the responsibility of omission or commission cannot be shifted to another individual. A "Travel Expense Report" (obtainable in the Finance Department) substantiated by receipts which verify the claimed expenditures as being an actual expense, must be submitted to the City Manager within ten (10) days of the expense being incurred, or the end of the trip, whichever is later. Inability to provide such documentation in a timely fashion may result in the expense being borne by the Employee. All expenses are subject to verification that they comply with this Policy. Pursuant to state law, Travel Expense Reports are public records. Draft 05-07-19 Page 128 503 504 STUDY SESSION ITEM NO. 4 City of La Quinta CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: DISCUSS 2019/20 MARKETING AND ECONOMIC DEVELOPMENT STRATEGIES RECOMMENDATION Discuss 2019/20 Marketing and Economic Development Strategies. EXECUTIVE SUMMARY • The proposed 2019/20 strategies would include enhanced economic development efforts to position the City as a business and tourism destination. • These strategies include stronger community interface, consistent with the tourism and internal marketing campaigns, as well as event promotion. • JNS Next would continue as the agency of record for public relations and digital media services, while staff will handle all print, radio, TV, and graphic design contracts. FISCAL IMPACT The 2019/20 direct marketing budget is $548,252 (Attachment 1), which decreased $66,748 from the 2018/19 budget; the components entail: • Media Buy (Print, TV, radio, digital, social media, public relations, and graphic design) - $456,502 • Chamber of Commerce Contract (The Gem and special events) - $91,750 The SilverRock Golf Course has a separate $163,133 direct advertising budget. BACKG ROU N D /ANALYSIS The 2019/20 marketing and economic development strategies are focused on tourism, evolving the City brand, internal marketing strategies, and an enhanced focus on economic development promotion through: 505 • City iOS application • Launching a microsite focused on economic development • Preparing/circulating collateral assets such as videos and expanded Items of Interest distributed to the business community • Collaboration with the Greater Palm Springs Convention and Visitors Bureau • An enhanced Shop LQ campaign. Staff has identified further ways to improve economic development outreach by: • Implementing the Highway 111 study's economic development findings • Conducting research meetings with developers/brokers/property owners • Promoting all hospitality properties • Participating in Familiarization (FAM), media, and concierge tours • Developing a #DiscoverLQ campaign focused on arts, food, and entertainment. These supplementary strategies (Attachment 2) would require additional funds in the amount of $100,000. Staff recommends not launching/funding these activities until the mid -year budget update; doing so would correspond with the Montage/Pendry hotels going vertical and this effort would work in concert with the Montage marketing effort for these properties. Staff has identified an economic development strategy for 2020/21 that would continue the City's business collaboration efforts focused on the City's unique amenities; new strategies would include: • Co-op marketing efforts with Montage/Pendry to reach new targeted demographic • Technical approach to position vacant city properties for potential new projects using 3D mapping/renderings. Staff has estimated the cost of these strategies would total $250,000 and be part of the 2020/21 operating budget considerations. ALTERNATIVES Staff seeks Council input/direction on the proposed 2019/20 marketing and economic development strategies. Prepared by: Marcie Graham, Marketing Manager Approved by: Frank J. Spevacek, City Manager Attachments: 1. 2019/20 marketing plan 2. Proposed supplemental economic development strategies 506 ATTACHMENT 1 Cv Q"&a GEM of the DESERT - City of La Quinta 2018 - 2019 5.21.19 Aug Sept Oct Nov Dec Jan Feb May Jun Totals Ad Size Regional Marketing Print $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 Locale Magazine Full Page ad Full Page ad Full Page ad Full Page ad Full Page ad Full Page ad Full Page ad $17,500 Full Page ads San Diego Orange County Los Angeles San Diego Orange County Los Angeles San Diego LA Magazine $4,250 $4,250 $4,250 $4,250 $4,250 $21,250 Half Page ads Half Page ad Half Page ad Half Page ad Half Page ad Half Page ad San Diego Magazine $2,550 $2,550 $2,5So $2,550 $10,200 Half Page ads Half Page ad Half Page ad Half Page ad Half Page ad San Fransico Magazine $3,400 $3,400 $3,400 $3,400 $13,600 Half Page ads Half Page ad Half Page ad Half Page ad Half Page ad Seattle Met Magazine $3,450 $3,450 $3,450 $3,450 $13,800 Half Page ads Half Page ad Half Page ad Half Page ad Half Page ad Portland Monthly Magazine $3,450 $3,450 $3,450 $3,450 $13,800 Half Page ads Half Page ad Half Page ad Half Page ad Half Page ad $3.952 $3.952 Alaska Airlines Magazine Half Page ad Half Page ad $7,904 Half Page ads Coachella Valley Coachella Valley Regional Marketing Totals $0 $0 $2,500 $16,702 $13,600 $11,900 $13,600 $16,150 $20,152 $3,450 $0 $0 $98,054 Television Greater Palm Springs CVB - Co Cable TV (4,000) :30 spots op $12,500 X $12,500 x $12,500 x $12,500 $50,000 KTLA(120):60 spots KTLA (420) :30 spots Tel, 's $1,250 $0 $12,500 $0 $12,500 $0 $0 $0 $0 $12,500 $0 - - Jul Sept Oct Nov Dec Jan Feb Mar Apr Jun Totals Size Local Marketing Desert Sun - BNP Paribas $3,300 $3,300 BNP Program Open BNP Pairings Desert Health News $735 $735 $912 $912 $912 $912 $912 $912 $6,942 Full page Palm Springs Life $5,000 $2,095 $2,095 $9,190 4 Pg. Advertorial (Vision) 1/2 Page Palm Springs Life $5,705 $5,705 Full page Vision piece (CVB Guide) Corey Airport -Diorama $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $12,000 Diorama Time Warner Cable $0 $0 $0 $0 $0 $0 $0 $0 :30 spots (220) :30 spots (220) :30 spots (220) :30 spots (220) :30 spots (220) :30 spots (220) :30 spots (220) :30 spots CV Kids $580 $580 $580 $580 $580 $580 $580 $580 $580 $580 $580 $580 $6,960 1/2 Page Travel Host $780 $780 $780 $780 $780 $780 $780 $780 $780 $780 $7 800 Full Page ads promoting shopping, Half page Half page Half page Half page Half page Half page Half page Half page Half page Half page eating and playing in La Quinta Social Media Boosts $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $6,000 Monthly spend on social interaction & postings via Faceboom and Instagram CareerBuilder Program X $0 LQAF Program X $0 1/2 Page Local Marketing Totals: $2,815 $2,815 $14,477 $3,772 $2,860 $2,860 $5,867 $5,867 $6,160 $2,860 $3,772 $3,772 $57,897 Jul A Oct Nov Dec Jan Feb Mar Apr May Jun Totals Community Marketing NCM Theater $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $1,603 $19,236 :30 Commercial Alpha Media $2,000 $2,000 $2,000 $1,000 $1,000 $1,500 $1,500 $11,000 :30 radio spots w/ (4) Live Remotes to help with events Community Marketing Totals: $1,603 $1,603 $3,603 $3,603 $3,603 $2,603 $2,603 $3,103 $3,103 $1,603 $1,603 $1,603 $30,236 Production & Retainers Certified Folder $8,995 $8,995 Over Runs- Insert (Locale) $22,000 $22,000 15,000 Addt'I Over Runs Design/ Production - Retainer $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $48,000 Website Development & $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $1,485 $17,820 hosting Production & Retainers $14,480 $5,485 $5,485 $5,485 $27,485 $5,485 $5,485 $5,485 $5,485 $5,485 $5,48` $5,485 $96,815 Contingency $20,000 TOTALS: $20,148 $9,903 $35,325 $29,562 $60,048 $22,848 $27,555 $30,605 $34,900 $13,398 $23,360 $10,860 $353,002 N S N E >: T CREATIVE 8 MEDIA HUB Digital / Mobile / Social Monthly spend to help optimise the City SEO $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $12,000 of La Quinta's web sites organically and help them appear higher in the search engine result pages. Travel Website ad campain $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $2,250 $27,000 Monthly spend on the keyword ad (PPC Buys) campaign Consumers can find out what their Facebook Ads friends have done while visiting. La - City Referal (Orlando) $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $24,000 Quinta - Plus Retargeting geo-targeted, behavior targeted & - Facebook Likes Niche targeted reaching the consumer on their facebook page geo-targeted, behavior targeted & Mobile Media $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $30,000 Niche targeted reaching the consumer on the sites they like to frequant ,,750 $7,750 $7,750 $7,750 90 $7,750 $7,750 $7,750 $7,750 $7,750 $93,000 Public Relations Public Relations $875 $875 $875 $875 $875 $875 $875 $875 $875 $875 $875 $10,500 Public Relations Total $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $875.00 $10,500.00 TOTALS 1 $8,625 $8,625 $8,625 $8,625 $8,625 $8,625 $8,625 $8,625 $8,625 1 $8,625 1 $8,625 1 $8,625 1 $103,500 COMBINED TOTALS 1 $28,773 1 $18,528 1 $43,950 1 $38,187 1 $68,673 1 $31,473 1 $36,180 1 $39,230 1 $43,525 1 $22,023 1 $31,985 1 $19,48.9 1 $456,502 507 ATTACHMENT 2 ecaQ"r�, GEM ofthe DESERT — — 2019/20 Proposed Supplemental Economic Development Media Plan Platform Totals Asset More Info Print - Expanded Reach $20,000 1/2 page ads National/Regional Publications Radio/TV $20,000 Radio & TV ad buys :30 Second Spots - Local/Regional E-mail Marketing Campaigns $10,000 Monthly Electronic Mail Campains Educate and promote local businesses. Expand community outreach. Fam Tours / Events $35,000 Experiencial Campaigns Co -Op Media/Sales missions & events with CVB as well as curated in-house media/influencer site visits. Sponsored Social Ads $6,000 Facebook/ IG Digital Campaigns Enhanced animated digital campaigns & contests for #DiscoverLQ Additional MarketingEfforts $9,000 Misc. Sponsorships, memberships, and other additional marketing efforts that may arise. Total I $100,000 I City of La Quinta STUDY SESSION ITEM NO. 5 CITY COUNCIL MEETING: May 21, 2019 STAFF REPORT AGENDA TITLE: DISCUSS FISCAL YEAR 2019/20 PRELIMINARY PROPOSED BUDGET RECOMMENDATIOP As this is a study session item, no action is recommended. EXECUTIVE SUMMAR) • The May 7, 2019 budget study session focused on the General Fund and Internal Service Funds. • This study session focuses on an update of the General Fund and a first review of Special Revenue Funds, Capital Funds, and Enterprise Funds. • The formatting has been updated as requested. • Total non -General Fund revenues are $41,100,300 and total expenditures are $39,817,500. FISCAL IMPACT The updated General Fund budget projects a surplus of $578,296, a $45,900 decrease from the May 7 study session. Non -General Fund revenues total $41,100,300 while expenditures total $39,817,500. Funds with expenses greater than revenues utilize prior year savings or have outstanding interfund loans. BACKGROUND/ANALYSIS The goal of the May 21 study session is to provide an overview and then allow time to meet with Council Members and other interested parties to address details that may not be easily conveyed in a study session format. Each department section contains notes to explain changes from 18/19 to 19/20, and the budget format has been updated to reflect Councilmember formatting recommendations. The landscape format allowed for additional columns to add year-to-date (YTD) revenues and expenditures and a % change in budget from the current 18/19 to proposed 19/20. Attachment 1 provides a narrative for all Special Funds and a General Fund update. Line item details for these revenues and expenses are located in Exhibit A of the Attachment. M •j ALTERNATIVE" The City Council may wish to request further information regarding specific items and then provide direction regarding the next steps in the overall budget process, which could include a third study session prior to budget adoption scheduled for June 18, 2019. Prepared by: Karla Romero, Finance Director Approved by: Frank J. Spevacek, City Manager Attachment: 1. Fiscal Year 2019/20 Proposed Budget Overview 510 2019/20 STUDY SESSION OVERVIEW The second budget study session provides an update for the General Fund and an overview of all other funds. Exhibit A to this report provides ta (216&a line item details of all revenues and expenditures for all funds. A third budget study session will be presented on June 4 with the final budget-CALIFORNIA scheduled for adoption on June 18. The General Fund and Internal Service Funds were updated and reprinted to reflect Councilmember formatting recommendations. The document has been reformatted to landscape and additional columns were added for year-to-date (YTD) revenues and expenditures and a 0/0 change in budget from the current 2018/19 to proposed 2019/20. A line to the right of the YTD column provides a separation from proposed budgetary numbers. Additional notes for larger revenue or expenditure fluctuations were also added to provide clarity in budgetary changes. A cautionary note - YTD numbers are as of May 10, 2019 and reflect all processed revenues and expenditures paid, however, the City continues to receive revenues and pay prior fiscal year invoices through August 30t" of each year. Revenues are not received uniformly throughout the year, resulting in peaks and valleys. Expenditures are more likely to be consistent from month to month but may lag due to inter -governmental agency billing. A one -page summary of estimated ending fund balances as of June 30, 2020 with the proposed budget as presented during this study session (including updates to the General Fund as noted in this report) provides a quick reference of all proposed revenues and expenditures by fund. The Supplemental Information section of the Proposed Budget provides a description of each fund. GENERAL FUND UPDATE Since the last budget study session, the GENERAL FUND AS OF 5/7/19 following adjustments result in a $45,900 expense increase to the General Fund. Revenues $ 57,345,620 • The use of Fire Reserve Funds for the Less Operating/CIP Expenses (54,805,040 proposed capital improvements at Fire Preliminary Budget Surplus 2,540,580 Station 70 ($500,000) were Less Measure G Reserves 1 916 384 inadvertently missed on the first budget r PRELIMINARY BUDGET SURPLUS $ 624,196 presentation. There is no net impact to GENERAL FUND AS OF the General Fund, however, the final Fire Reserve Fund Revenue for CIP (501,600) budget shall reflect the use of fire Transfers Out for Fire Station CIP 500,000 reserve revenues and an additional Landscape District Contract 54,000 transfer out to the Capital Improvement Fritz Burns Pool Operations 44,000 Project Fund. In addition, an increase of SilverRock Golf Course Operations 35,200 $1,600 for fire station landscape Fire Station Landscape Contract 1,600 services would be funded from fire Gas Tax Fund Operations (40,000) property tax revenues. State Unemployment Insurance (25,000) • The City received updated proposals for Parks Landscape Contract (22,300) landscape services, which have Total Adjustments $ 45,900 increased costs in the Landscape and AMENDED BUDGET SURPLUS $ 578,296 Lighting District Fund by $54,000 and reduced costs in Parks Landscape by $22,300 for a net impact of $31,700 to the General Fund. • Adjusted the proposed budget for Fritz Burns pool operations to not to exceed the amount of $100,000, resulting in a budget increase of $44,000. 2019-20 Second Budget Study Session Page 1 511 • Reviewed the annual SilverRock Golf Resort maintenance plan, which resulted in an operating contribution increase of $35,200 from the General Fund. • The State has enacted a previously suspended gas tax increase, which improved anticipated revenues and decreased the General Fund contribution to the Gas Tax Fund by $40,000. • State unemployment insurance is a citywide expense which was moved to Centralized Services and reduced from $25,000 to $10,000. However, the original budget of $25,000 was not removed from the Human Resources budget and is therefore being adjusted. A summary of these adjustments is presented here. The updated budget surplus is $578,296. Unfunded considerations for the General Fund will be presented on June 4th during a third budget study session. Adjustments to the General Fund noted in this report which affect other Special Funds have been incorporated in the respective fund budget requests for this second study session. SPECIAL REVENUE FUNDS Special Revenue Funds account for specific revenues and their related expenditures that are legally required to be held in separate funds. Revenues are derived from developer impact fees, property tax assessments, State and Federal programs, housing income, or operations. These restricted funds are for road repairs, recycling programs, art in public places, housing activities, police programs, golf course operations, and the administration of retiree benefits through trusts. The final page of this report provides a summary of revenue and expenses by Special Fund. Most budgetary deficits are a result of outstanding interfund loans due to the General Fund. Staff and the Financial Advisory Commission are evaluating alternatives for these loans to subsequently present to City Council for consideration. Gas Tax Fund Section 2103 revenues increased due to the State implementation of a postponed increase from 2018. The total Transfers In budget of $560,000 reflects the updated decrease of $40,000 from the General Fund contribution; $310,000 is for operational expenses and $250,000 is for the replacement of all street signs in The Cove. The Lighting and Landscape District (LLD) Fund is funded with $962,000 from property tax assessments and $754,000 from the General Fund. $500,000 is budgeted for capital landscape improvements and an increase of $280,000 for landscape contract services is anticipated. Housing Authority Funds are included in materials for this budget study session and are fully presented under the Housing Authority agenda. A preliminary verbal update on the proposed budget was provided to the Housing Commission on May 15t and details will be presented on June 12. When compared to the prior year, the Finance Authority Fund has a large revenue and expenditure variance because the 1996 Civic Center Bond was paid off in October 2018. Ongoing expenses are limited to the filing of an annual State Controller's Report. 2019-20 Second Budget Study Session Page 2 512 Overall expenses are increasing for the Library and Museum Fund. However, they include a one-time expenses of $300,000 for the Village Art Plaza site improvements at the former lumberyard building acquired by the City last fiscal year and $200,000 for library roof repairs. OTHER SPECIAL KEVENUE FUNDS County Sales Tax revenue is increasing in the Measure A Fund because the City will be paying off its liability to Coachella Valley Association of Governments, whereby 50% of current revenues are being withheld from the City. Full revenue recovery will occur in 2020/21. The City is undergoing a development impact fee (DIF) study for all DIF Funds. Revenue adjustments will be incorporated in the budget if and when new fees are formally adopted. Expenditures from the Civic Center DIF Fund, Library Development DIF Fund, Street Facility DIF Fund, Park Facility DIF Fund, and Fire Protection DIF Fund are related to the repayment of outstanding interfund loans. Staff is evaluating additional sites for electric vehicle charging stations along Highway 111 and has set aside $50,000 from restricted South Coast Air Quality Funds for this purpose. In addition, any unused machinery and equipment funds would be carried over to 2019/20. The Art in Public Places Fund prior fiscal year transfers out are for multi -year capital improvement projects. In 2019/20, the proposed budget includes a new maintenance contract, updating the full inventory of art in public places, and new art installation inspection and engineering services. The proposed budget does not include a contribution from Measure G sales tax to the Public Safety Fund, which is restricted for public safety expenses. This fund has a current balance of $507,000. ENTERPRISE FUND The SilverRock Golf Resort Fund annual management plan is being presented to City Council on the same night as this report. Readers are encouraged to read the full annual plan for details on revenues and expenditures. Highlights include impacts from ongoing construction, a minimum wage increase, and a golf course management fee increase of 4% per the contract. CAPITAL IMPROVEMENT PROGRAM (CIP) Capital Improvement Programs Fund includes revenues and expenditures for projects as presented and approved by the City Council on April 16, 2019. The National Endowment of the Arts Grant has been removed ($200,000) and the expenditure for the Village Art Plaza Promenade decreased to $310,000 for a total amended CIP budget of $21,222,000. Developer reimbursements totaling $400,000 for DIF eligible improvements are budgeted the DIF Fund and $500,000 for LLD improvements is in the LLD Fund. 2019-20 Second Budget Study Session Page 3 513 1 17, A • , , FUND # FUND NAME ESTIMATED REVENUES ESTIMATED EXPENDITURES Surplus/ Deficit 201 GAS TAX FUND 2,325,300 2,322,400 2,900 202 LIBRARY & MUSEUM FUND 2,752,000 2,419,100 332,900 203 PUBLIC SAFETY FUND 3,200 - 3,200 210 FEDERAL ASSISTANCE FUND CDBG 123,200 123,200 - 212 SLESF COPS 100,500 100,500 215 LIGHTING & LANDSCAPING FUND 2,219,000 2,218,100 900 217 DEVELOPMENT AGREEMENT FUND - - - 220 QUIMBY FUND 140,000 263,000 (123,000) 221 AB 939 - CALRECYCLE 70,000 50,000 20,000 223 MEASURE A FUND 1,311,300 1,298,300 13,000 225 INFRASTRUCTURE FUND 300 - 300 226 EMERGENCY MANAGEMENT PERFORMANCE FUND 12,000 12,000 - 227 STATE HOMELAND SECURITY PROGRAM - - - 230 CASp FUND AB 1379 21,200 4,600 16,600 235 SO COAST AIR Q UALITY FUND 53,500 91,500 (38,000) 241 HOUSING AUTHORITY FUND 448,000 609,300 (161,300) 243* RDA LOW -MOD HOUSING FUND 657,000 250,000 407,000 248 SA 2004 L MOD BOND 1,000 - 1,000 249 SA 2011 LOW MOD BOND 270,000 20,000 250,000 250 TRANSPORTATION DIF 395,000 483,700 (88,700) 251 PARKS & RECREATION DIF 306,000 - 306,000 252** CIVIC CENTER DIF 110,000 130,000 (20,000) 253*** LIBRARY DEVELOPMENT DIF 45,000 32,000 13,000 254 COMMUNITY CENTER DIF 22,000 - 22,000 255** STREET FACILITY DIF 23,000 30,000 (7,000) 256** PARK FACILITY DIF 7,000 6,000 1,000 257** FIRE PROTECTION DIF 55,000 7,500 47,500 270 ART IN PUBLIC PLACES FUND 160,500 160,000 500 275 LQ PUBLIC SAFETY OFFICER FUND 2,600 - 2,600 310 LQ FINANCE AUTHORITY FUND 1,000 1,000 - 401 CAPITAL IMPROVEMENT PROGRAMS 21,222,000 21,222,000 - 405 SA PA1 CAPITAL IMPROVEMENT BOND 100,000 - 100,000 417 SA PA2 CAPITAL IMPROVEMENT BOND 40,000 - 40,000 501 FACILITY & FLEET REPLACEMENT FUND 900,200 898,200 2,000 502 INFORMATION TECHNOLOGY FUND 1,394,400 1,390,400 4,000 503 PARK EQUIP & FACILITY FUND 719,000 700,000 19,000 504 INSURANCE FUND 929,500 889,500 40,000 601** SILVERROCK RESORT FUND 4,105,600 4,185,700 (80,100) 602 SILVERROCK GOLF RESERVE FUND 55,000 - 55,000 GRAND TOTAL 41 100 300 39 817 500 1,282,800 * RDA Low -Mod Housing Fund estimates are for unappropriated reserves and included annual Successor Agency loan repayments as approved with the last and final recognized obligation payment schedule. ** These funds have outstanding inter -fund loans due to the General Fund. *** This funds has an outstanding inter -agency loan due to the Successor Agency. 2019-20 Second Budget Study Session Page 4 514 CITY OF LA QUINTA ALL FUNDS SUMMARY 2019/20 PROPOSED BUDGET FUND # FUND NAME ESTIMATED AVAILABLE FUND BALANCE July 1 2019 ESTIMATED REVENUES ESTIMATED EXPENDITURES ESTIMATED ENDING FUND BALANCE June 30, 2020 101* GENERAL FUND 21,394,900 59,885,820 54 951 940 26,328 780 201 GAS TAX FUND 300,000 2,325,300 2,322,400 400 302 900 202 LIBRARY & MUSEUM FUND 3,500,000 2,752,000 21419,100 3 832 900 203 PUBLIC SAFETY FUND 507,000 3,200 - 510,200 210 FEDERAL ASSISTANCE FUND CDBG - 123,200 123,200 - 212 SLESF COPS 20,000 100,500 120,500 215 LIGHTING & LANDSCAPING FUND 300,000 2,219,000 2,218,100 300,900 217 DEVELOPMENT AGREEMENT FUND - - - - 220 QUIMBY FUND 4 075 000 140 000 263,000 3,952,000 221 AB 939 - CALRECYCLE 815 000 70,000 50,000 835,000 223 MEASURE A FUND 11495,000 000 11311,300 11298,300 11508,000 225 INFRASTRUCTURE FUND 22,000 300 - 22,300 226 EMERGENCY MANAGEMENT 1PERFORMANCE FUND 2,000 12,000 12,000 2,000 227 STATE HOMELAND SECURITY PROGRAM - - - - 230 CASp FUND AB 1379 14,000 21,200 4,600 30 600 235 SO COAST AIR QUALITY FUND 95,000 53,500 91,500 57,000 241 HOUSING AUTHORITY FUND 11,200,000 448,000 609,300 11,038,700 243* RDA LOW -MOD HOUSING FUND 1,400,000 657,000 250,000 1,807,000 248 SA 2004 L MOD BOND 400,000 1,000 - 401,000 249 SA 2011 LOW MOD BOND 16,300,000 270,000 20,000 16,550,000 250 TRANSPORTATION DIF 3,100,000 395,000 483,700 3,011,300 251 PARKS & RECREATION DIF 1,185,000 306,000 - 11491,000 252** CIVIC CENTER DIF - 110,000 130,000 (20,000) 253*** LIBRARY DEVELOPMENT DIF - 45,000 32,000 13 000 254 COMMUNITY CENTER DIF 155,000 22,000 - 177,000 255** STREET FACILITY DIF - 23,000 30,000 (7,000) 256** PARK FACILITY DIF - 7,000 6,000 1,000 257** FIRE PROTECTION DIF - 55,000 7,500 47,500 270 ART IN PUBLIC PLACES FUND 495,000 160,500 160,000 495,500 275 LQ PUBLIC SAFETY OFFICER FUND 43,000 2,600 - 45,600 310 LQ FINANCE AUTHORITY FUND - 1,000 1,000 - 401 CAPITAL IMPROVEMENT PROGRAMS - 21,222 000 21,222,000 - 405 SA PA1 CAPITAL IMPROVEMENT BOND 6,253,000 100,000 - 6,353,000 417 SA PA2 CAPITAL IMPROVEMENT BOND 2,450,400 40,000 - 2,490,400 501 FACILITY & FLEET REPLACEMENT FUND 2,600,000 900,200 898 200 2,602,000 502 1INFORMATION TECHNOLOGY FUND 600,000 1 1,394,400 1,390,400 604,000 503 IPARK EQUIP & FACILITY FUND 3,000,000 719,000 700,000 3,019,000 504 JINSURANCE FUND 55,000 929,500 889,500 95,000 601** ISILVERROCK RESORT FUND - 41105,600 41185,700 (80,100) 602 ISILVERROCK GOLF RESERVE FUND 485,000 55,000 - 540,00 100,986,120 94,769,440 88 477 980 * General Fund and RDA Low -Mod Housing Fund estimates are for unappropriated reserves and included annual Successor Agency loan repayments as approved with the last and final recognized obligation payment schedule. ** These funds have outstanding inter -fund loans due to the General Fund. *** This funds has an outstanding inter -agency loan due to the Successor Agency. 515 516 CITY OF LA QUINTA GENERAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 310 - Tax Revenues 101-0000-40310 Property Tax Reven 2,317,101 2,261,000 2,261,000 1,550,596 2,306,220 45,220 2 % 101-0000-40311 No -Low City Properi 4,522,612 4,500,000 4,600,000 3,070,983 4,692,000 92,000 2 % 101-0000-40315 RPTTF Pass Through 1,995,222 1,978,000 2,300,000 1,133,684 2,346,000 46,000 2 % 101-0000-41320 State Sales Tax 8,989,328 8,900,000 9,300,000 5,771,049 9,535,900 235,900 3 % 101-0000-41326 Measure G Sales Ta 9,967,657 8,455,000 10,145,000 6,448,036 10,246,500 101,500 1 % 101-0000-41327 Document Transfer 718,472 550,000 550,000 394,042 575,000 25,000 5 % 101-0000-41400 TOT - Hotels 6,588,185 6,400,000 6,550,000 4,587,323 6,600,000 50,000 1 % 101-0000-41401 TOT - Short Term V 2,804,647 2,400,000 2,800,000 1,932,055 2,800,000 0 0 % 101-0000-41402 TOT - Bed and Brea 105,133 110,000 110,000 50,159 100,000 (10,000) -9 % 101-0000-41416 TOT - Resort Fees 345,291 360,000 360,000 316,952 360,000 0 0 % 101-0000-41505 Franchise Taxes- B 817,032 650,000 650,000 490,764 750,000 100,000 15 % 101-0000-41508 Southern California 125,843 127,000 127,000 133,519 129,000 2,000 2 % 101-0000-41509 Cable Television Fra 632,794 590,000 590,000 337,503 600,000 10,000 2 % 101-0000-41510 Communications Fri 245,337 300,000 300,000 154,265 325,000 25,000 8 % 101-0000-41800 Property Tax in Lieu 3,941,348 4,078,000 4,078,000 2,053,157 4,165,000 87,000 2 % 310 - Tax Revenues Totals: 44,116,003 41,659,000 44,721,000 28,424,087 45,530,620 809,620 2 320 - Licenses & Permits 101-0000-41415 STVR Registration F 119,130 108,000 108,000 137,464 120,000 12,000 11 % 101-0000-41600 Business Licenses 333,942 340,000 340,000 345,783 345,000 5,000 1 % 101-0000-41601 Cannabis Delivery L 4,560 6,000 1,000 0 0 (1,000) -100 % 101-0000-41610 Film Permits 2,220 1,000 1,000 3,475 500 (500) -50 % 101-0000-42400 Building Permits 145,194 125,000 125,000 111,330 150,000 25,000 20 % 101-0000-42401 Plumbing Permits 68,615 50,000 50,000 53,329 55,000 5,000 10 % 101-0000-42402 Mechanical Permits 88,756 70,000 70,000 61,055 75,000 5,000 7 % 101-0000-42403 Electrical Permits 60,833 50,000 50,000 42,356 50,000 0 0 % 101-0000-42404 Miscellaneous Perm! 185,642 140,000 140,000 159,148 150,000 10,000 7 % 101-0000-42405 Garage Sale Permit! 9,170 10,000 10,000 7,720 11,000 1,000 10 % 101-0000-42406 Golf Cart Permits 240 200 200 160 200 0 0 % 101-0000-42408 Grading Permits 14,201 8,000 8,000 10,406 7,000 (1,000) -13 % 101-0000-42410 Driveway Permits 5,826 4,000 4,000 5,793 4,000 0 0 % 101-0000-42414 Massage Permits 320 500 500 20 500 0 0 % 101-0000-42420 Fire Plan Review Fei 48,538 30,000 35,000 45,346 50,000 15,000 43 % 101-0000-42421 Fire Inspection Fee 24,930 12,000 19,000 31,204 30,000 11,000 58 % 101-0000-42430 Transportation Pern 2,446 2,500 2,500 1,988 2,000 (500) -20 % 101-0000-42431 Conditional Use Pen 23,938 12,500 12,500 6,216 13,000 500 4 % 101-0000-42433 Minor Use Permit 2,799 2,800 2,800 2,875 2,800 0 0 % 101-0000-42434 Sign Permit 17,094 18,000 18,000 14,385 18,000 0 0 % 101-0000-42435 Site Development P 58,055 52,000 52,000 47,266 54,000 2,000 4 % 101-0000-42436 Final Landscaping P 25,276 12,100 12,100 5,817 12,100 0 0 % 101-0000-42437 Development Agree 0 3,300 3,300 0 3,300 0 0 % 101-0000-42439 Temporary Use Perr 8,219 6,000 6,000 9,035 8,000 2,000 33 % 101-0000-43632 Public Works Permit 144,876 150,000 150,000 157,276 150,000 0 0 % 320 - Licenses & Permits Totals: 1,394,820 1,213,900 1,220,900 1,259,447 1,311,400 90,500 7 330 - Intergovernmental 101-0000-41710 State Gov't Revenur 15,000 0 0 % 517 * Year -to -Date totals are as of 5/10/19. CITY OF LA QUINTA GENERAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18 19 in Budqet 101-0000-42500 Fire Service Credit 7,052,080 7,057,600 7,223,200 3,416,548 7,127,700 (95,500) -1 % 101-0000-42501 Fire Service Reserv( 0 0 0 0 474,300 474,300 0 % 101-0000-43633 CSA 152 Assessmer 290,673 85,000 85,000 0 455,000 370,000 435 % 101-0000-43650 Contributions from 1 125,000 3,000 3,000 3,000 3,000 0 0 % 330 - Intergovernmental Totals: 7,467,752 7,145,600 7,311,200 3,434,548 8,060,000 748,800 10 340 - Charges for Services 101-0000-42200 Leisure Enrichment 45,269 55,000 55,000 30,414 45,000 (10,000) -18 % 101-0000-42202 Gift Shop 6,521 6,000 6,000 10,020 6,000 0 0 % 101-0000-42210 Youth Sports 42,086 45,500 45,500 25,708 45,000 (500) -1 % 101-0000-42211 Adult Sports 7,200 6,000 6,000 860 6,000 0 0 % 101-0000-42212 Facility Rental 34,033 30,000 30,000 40,495 35,000 5,000 17 % 101-0000-42213 Special Event 21,338 20,000 20,000 17,109 20,000 0 0 % 101-0000-42214 Wellness Center Lei 55,248 45,000 45,000 50,209 55,000 10,000 22 % 101-0000-42216 Senior Center Speci 2,465 2,000 2,000 1,102 1,500 (500) -25 % 101-0000-42218 Wellness Center Me 131,147 125,000 125,000 113,100 150,000 25,000 20 % 101-0000-42300 Cash Over/Short 5 0 0 466 0 0 0% 101-0000-42301 Miscellaneous Rever 72,528 25,000 25,000 15,398 25,000 0 0 % 101-0000-42303 NSF Charges 360 200 200 330 200 0 0 % 101-0000-42411 Village Use Permit 0 5,000 5,000 0 5,000 0 0 % 101-0000-42412 Minor Adjustment, F 4,013 2,000 2,000 3,168 2,500 500 25 % 101-0000-42415 Tentative Tract Map 32,733 8,200 8,200 5,036 15,000 6,800 83 % 101-0000-42416 Digitization/Records 14,347 6,000 6,000 18,396 15,000 9,000 150 % 101-0000-42417 Modification by App 2,168 1,200 1,200 640 1,500 300 25 % 101-0000-42429 Appeal Bid Process 0 0 0 685 0 0 0% 101-0000-42440 Appeals - Planning ( 1,500 1,500 1,500 1,500 1,500 0 0 % 101-0000-42443 Zone Change 19,514 9,200 9,200 20,518 8,500 (700) -8 % 101-0000-42445 Environmental Asse 3,696 4,300 4,300 960 5,000 700 16 % 101-0000-42446 General Plan Amenc 19,456 10,200 5,200 10,406 5,000 (200) -4 % 101-0000-42447 Home Occupations 6,365 4,500 4,500 7,150 5,000 500 11 % 101-0000-42448 Tenative Parcel Map 10,848 5,000 10,000 15,882 10,000 0 0 % 101-0000-42451 Specific Plan 13,343 0 0 4,750 0 0 0% 101-0000-42600 Building Plan Check 564,556 425,000 425,000 415,106 450,000 25,000 6 % 101-0000-42610 SMIP Fees 575 300 300 416 300 0 0 % 101-0000-42615 CBSC Administrative 0 300 300 599 300 0 0 % 101-0000-42810 Public Works Dev. P 167,174 175,000 175,000 140,695 110,000 (65,000) -37 % 101-0000-43631 CVMSHCP Admin Fe 1,381 800 800 1,082 1,500 700 88 % 340 - Charges for Services Totals: 1,279,869 1,018,200 1,018,200 952,200 1,024,800 6,600 1 0/0 518 * Year -to -Date totals are as of 5/10/19. 3 CITY OF LA QUINTA GENERAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 350 - Fines, Forfeitures & Abatements 101-0000-42700 Administrative Citat 26,661 18,000 18,000 15,092 14,000 (4,000) -22 % 101-0000-42701 Lot Abatement 48,790 20,000 20,000 8,002 3,000 (17,000) -85 % 101-0000-42702 Vehicle Abatement 42,268 15,000 15,000 11,636 15,000 0 0 % 101-0000-42703 Vehicle Impound Fe 72,403 70,000 70,000 59,497 70,000 0 0 % 101-0000-42705 Motor Vehicle Code 110,066 90,000 90,000 83,581 105,000 15,000 17 % 101-0000-42706 Parking Violations 35,507 37,000 37,000 15,079 20,000 (17,000) -46 % 101-0000-42707 Misc Fines 24,563 16,000 16,000 969 10,000 (6,000) -38 % 101-0000-42708 Graffiti Removal 7,542 6,500 6,500 0 6,500 0 0 % 101-0000-42709 False Alarm Fees-1 7,590 3,000 3,000 36,295 25,000 22,000 733 % 101-0000-42710 False Alarm Fees - I 0 0 0 14,593 8,000 8,000 0 % ines, Forfeitures & Abatements Totals: 375,390 275,500 275,500 244,745 276,500 1,000 0 360 - Use of Money & Property 101-0000-41411 STVR Inspection Fei 0 0 4,000 13,000 4,000 0 0 % 101-0000-41900 Allocated Interest 353,784 270,000 270,000 1,442,580 300,000 30,000 11 % 101-0000-41915 Non -Allocated Inter 177,071 60,000 60,000 213,946 110,000 50,000 83 % 101-0000-42111 Rental Income 2,554 10,000 10,000 396 0 (10,000) -100 % 101-0000-42120 Lease Revenue - Ce 109,762 130,000 130,000 108,825 143,000 13,000 10 % 557,000 83,000 18 0/0 360 - Use of Money & Property Totals: 643,171 470,000 474,000 1,778,747 370 - Miscellaneous 101-0000-41410 TOT - Mitigation Me 790,402 375,000 375,000 97,861 400,000 25,000 7 % 101-0000-41504 AMR Compliance 21,999 15,000 15,000 0 17,000 2,000 13 % 101-0000-41507 Burrtec Admin Cost 156,173 105,000 105,000 54,564 110,000 5,000 5 % 101-0000-42000 Insurance Recoverie 4,861 0 0 1,744 0 0 0% 101-0000-42130 SB 1186 Revenue 5,843 0 0 0 0 0 0% 101-0000-42140 Sales of Publication! 61 100 100 94 100 0 0 % 101-0000-42305 Miscellaneous Reiml 47,466 10,000 70,000 75,512 50,000 (20,000) -29 % 101-0000-43505 Credit Card Fee Rev 6,219 10,000 10,000 7,834 8,000 (2,000) -20 % 101-0000-45000 Sale of Other Asset! 779 100 100 186 200 100 100 % 370 - Miscellaneous Totals: 1,033,804 515,200 575,200 237,796 585,300 10,100 2 380 - Transfers In 101-0000-49500 Transfers In 38,048 0 114,250 211,625 I 0 (114,250) -100 % 380 - Transfers In Totals: 38,048 0 114,250 211,625 0 (114,250) -1000/0 GENERAL FUND REVENUE 56,348,857 52,297,400 55,710,250 36,543,193 1 57,345,620 1,635,370 3 519 * Year -to -Date totals are as of 5/10/19. 4 CITY OF LA QUINTA GENERAL FUND REVENUE NOTES 2019/20 PROPOSED BUDGET Fund: 101 - GENERAL FUND 101-0000-41320 State Sales Tax 9,535,900.00 Bradley Burns state sales tax is 1% of the current sales tax rate (8.75%). 101-0000-41326 Measure G Sales Tax 10,246,500.00 Transaction and use sales tax is 1% of the current sales tax rate (8.75%) and is also known as Measure G. 101-0000-41410 TOT - Mitigation Measures 400,000.00 Fees charged based on development agreements, whereby former commercial property was converted to housing developments and mitigation fees cover lost revenue from the change in development. 101-0000-41505 Franchise Taxes - Burrtec 750,000.00 Burrtec Franchise Fee is based on an agreement with the City whereby an administrative fee is recoved by the City and is adjusted annually on January 1st per a consumer price index. The current agreement expires on 6/30/2026. 101-0000-41800 Property Tax in Lieu of VLF 4,165,000.00 Property tax in lieu of vehicle license fee (VLF) is derived from the 2004 property tax swap whereby 0.65% of VLF revenue is paid to cities and counties. 101-0000-42420 Fire Plan Review Fee 50,000.00 Fire Plan Reviews are conducted in-house by a Riverside County Fire inspector. 101-0000-42421 Fire Inspection Fee 30,000.00 Fire Inspections Fees are a flat fee of $160 collected in-house. 5 520 CITY OF LA QUINTA GENERAL FUND REVENUE NOTES 2019/20 PROPOSED BUDGET 101-0000-42500 Fire Service Credit 101-0000-42501 101-0000-43633 Property tax revenue restricted for fire services. 7,127,700.00 Fire Service Reserves 474,300.00 County fire service property tax revenue is held in trust with the County until services are rendered or reimbursements are requested by the City. As of 12/31/18 the Fire Trust fund balance was $9,662,812. CSA 152 Assessments 455,000.00 $150,000 for retention basin and storm drain reimbursements. $250,000 for catch basin modifications, State mandate. $55,000 for stormdrain vacuum extractor equipment. The annual tax assessment is $9.99 per unit. Annual revenue of approximately $300,000. Funds are held by the County until reimbursements are submitted by the City. As of 3/1/19, the reserve balance was $496.990. 521 THIS PAGE INTENTIONALLY LEFT BLANK 522 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1001 - City Council 50 - Salaries and Benefits 101-1001-50108 Salaries - Council Membe 143,693 144,000 144,000 119,465 144,000 0 0 % 101-1001-50150 Other Compensation 2,408 2,400 2,400 2,157 2,400 0 0 % 101-1001-50200 PERS-City Portion 17,430 10,300 10,300 6,916 9,000 (1,300) -13 % 101-1001-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-1001-50221 Medical Insurance 53,184 100,100 101,400 51,928 102,600 1,200 1 % 101-1001-50222 Vision Insurance 624 0 0 690 0 0 0% 101-1001-50223 Dental Insurance 3,475 0 0 3,905 0 0 0% 101-1001-50224 Life Insurance 858 0 0 321 0 0 0% 101-1001-50225 Long Term Disability 0 1,600 1,600 0 900 (700) -44 % 101-1001-50230 Workers Comp Insurance 14,800 8,300 8,300 6,225 9,200 900 11 101-1001-50240 Social Security -Medicare 2,156 5,600 5,600 1,771 5,600 0 0 % 101-1001-50241 Social Security -FICA 3,651 0 0 3,006 0 0 0% 50 - Salaries and Benefits Totals: 242,278 272,400 273,700 196,383 273,700 0 0 % 62 - Maintenance & Operations 101-1001-60137 Community Special Event 101-1001-60320 Travel & Training 101-1001-60400 Office Supplies 101-1001-60410 Printing 101-1001-60420 Operating Supplies 62 - Maintenance & Operations Totals: 2,063 8,000 8,000 6,128 8,000 0 0 % 15,021 25,000 25,000 23,150 25,000 0 0 % 0 1,000 1,000 178 500 (500) -50 % 0 600 600 16 500 (100) -17 % 602 1,000 1,000 830 1,000 0 0 % 17,686 35,600 35,600 30,302 35,000 (600) -2 1001 - City Council Totals: 259,964 308,000 309,300 226,685 308,700 (600) 0 % * Year -to -Date totals are as of 5/10/19. 523 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Department : 1001 - City Council 101-1001-60137 Community Special Events Annual City open house State of the City address 101-1001-60320 Travel & Training League Annual Conference League - Legislative Action Days Mayor's Cup Council Meeting Expenses Public Safety Awards Ceremony Council Member Committee Meetings 101-1001-60410 Printing 8,000.00 25,000.00 500.00 524 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1002 - City Manager 50 - Salaries and Benefits 101-1002-50101 Permanent Full Time 424,698 498,900 511,900 396,882 469,100 (42,800) -8 % 101-1002-50111 Internships 0 0 1,500 1,500 0 (1,500) -100 % 101-1002-50150 Other Compensation 1,442 1,300 1,300 855 900 (400) -31 101-1002-50200 PERS-City Portion 74,703 43,700 44,200 35,831 44,000 (200) 0 % 101-1002-50210 PERS-Survivor Benefits 0 200 200 0 0 (200) -100 % 101-1002-50215 Other Fringe Benefits 10,000 10,000 10,000 9,000 0 (10,000) -100 % 101-1002-50221 Medical Insurance 59,788 83,100 84,300 59,082 85,200 900 1 % 101-1002-50222 Vision Insurance 922 0 0 909 0 0 0% 101-1002-50223 Dental Insurance 5,204 0 0 5,046 0 0 0% 101-1002-50224 Life Insurance 366 0 0 148 0 0 0% 101-1002-50225 Long Term Disability 3,348 4,000 4,000 1,642 2,200 (1,800) -45 % 101-1002-50230 Workers Comp Insurance 10,300 5,300 5,300 3,975 8,300 3,000 57 101-1002-50240 Social Security -Medicare 6,303 6,800 7,500 5,969 6,800 (700) -9 101-1002-50241 Social Security -FICA 0 0 0 93 0 0 0% 101-1002-50300 Employee Recognition 0 0 4,000 4,000 0 (4,000) -100 % 50 - Salaries and Benefits Totals: 597,074 653,300 674,200 524,932 616,500 (57,700) -9 0/0 60 - Contract Services 101-1002-60101 Contract Services - Admii 64,741 92,000 92,000 81,576 98,000 6,000 7 % 101-1002-60103 Professional Services 12,883 25,000 25,000 15,130 7,000 (18,000) -72 60 - Contract Services Totals: 77,624 117,000 117,000 96,706 105,000 (12,000) -10 0/0 62 - Maintenance & Operations 101-1002-60320 Travel & Training 3,745 11,000 9,500 6,236 9,000 (500) -5 % 101-1002-60351 Membership Dues 73,721 80,000 80,000 89,567 80,000 0 0 % 101-1002-60352 Subscriptions & Publicatic 0 0 0 0 10,000 10,000 0 % 101-1002-60400 Office Supplies 696 1,000 1,000 25 1,000 0 0 % 101-1002-60410 Printing 80 500 500 0 0 (500) -100 % 101-1002-60420 Operating Supplies 1,330 2,000 2,000 905 1,000 (1,000) -50 62 - Maintenance & Operations Totals: 79,573 94,500 93,000 96,732 101,000 8,000 9 0/0 69 - Internal Service Charges 101-1002-98110 Information Tech Charge! 29,400 36,700 36,700 27,525 I 60,600 23,900 65 69 - Internal Service Charges Totals: 29,400 36,700 36,700 27,525 60,600 23,900 65 1002 - City Manager Totals: 783,671 901,500 920,900 745,895 883,100 (37,800) -4 * Year -to -Date totals are as of 5/10/19. 525 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Department : 1002 - City Manager 101-1002-50101 Permanent Full Time 101-1002-60101 101-1002-60103 101-1002-60320 101-1002-60351 469,100.00 90% - City Manager (10% Housing Fund) 50% - Assistant to the City Manager (50% Housing Fund) 50% - Management Analyst (25% Housing Fund, 25% Information Technology Fund) 100% - Management Specialist 50% - Management Specialist (25% Housing Fund, 25% Information Technology Fund) 50% - Management Assistant (50% Housing Fund) In 2019/20, the Business Analyst postion was converted to Assistant to the City Manager and the Manager position was transferred to The Hub. Contract Services -Administration 98,000.00 Lobbying Services City Economist - Economic Development Professional Services 7,000.00 Title and Appraisal Services Waste Management for Special Events Decrease in 2019/20 due to Desert Classic expenses moving to the Marketing budget. Travel & Training 9,000.00 League of California Cities (LCC) Regional Meetings & Miscellaneous Training such as: Coachella Valley Association of Governments (CVAG), California Cities/Counties Mgmt Foundation (CCMF), Southern CA Association of Governments (SCAG). Membership Dues 80,000.00 10 526 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET International City/County Mgmt Association (ICMA) League of CA Cities (LCC) - Riverside California Cities/Counties Mgmt Foundation (CCMF) Coachella Valley Association of Governments (CVAG) International Council of Shopping Centers (ICSC) National League of Cities (NLC) Southern CA Association of Governments ISCAGI 101-1002-60352 Subscriptions & Publications 10,000.00 Property analysis and grant solutions. 527 THIS PAGE INTENTIONALLY LEFT BLANK 528 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 3007 - Marketing & Community Relations 50 - Salaries and Benefits 101-3007-50101 Permanent Full Time 68,495 73,500 109,500 70,890 168,200 58,700 54 % 101-3007-50105 Salaries - Overtime 336 0 0 0 0 0 0% 101-3007-50111 Internships 0 0 0 0 3,000 3,000 0% 101-3007-50150 Other Compensation 498 500 500 171 0 (500) -100 % 101-3007-50200 PERS-City Portion 4,403 5,100 5,200 4,787 11,800 6,600 127 % 101-3007-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-3007-50221 Medical Insurance 12,715 20,100 20,300 17,628 41,100 20,800 102 101-3007-50222 Vision Insurance 184 0 0 189 0 0 0% 101-3007-50223 Dental Insurance 1,612 0 0 1,406 0 0 0% 101-3007-50224 Life Insurance 69 0 0 29 0 0 0% 101-3007-50225 Long Term Disability 720 800 800 382 1,000 200 25 % 101-3007-50230 Workers Comp Insurance 3,000 1,700 1,700 1,275 3,800 2,100 124 101-3007-50240 Social Security -Medicare 1,016 1,100 1,100 1,028 2,500 1,400 127 50 - Salaries and Benefits Totals: 93,047 102,900 139,200 97,784 231,400 92,200 66 60 - Contract Services 101-3007-60134 Promotional Items 0 0 0 0 10,000 10,000 0% 101-3007-60151 GPSCVB 265,550 275,000 275,000 241,288 287,000 12,000 4 % 101-3007-60152 Jacqueline Cochran Regio 12,500 12,500 12,500 0 0 (12,500) -100 % 60 - Contract Services Totals: 278,050 287,500 287,500 241,288 297,000 9,500 3 62 - Maintenance & Operations 101-3007-60320 Travel & Training 101-3007-60351 Membership Dues 101-3007-60410 Printing 101-3007-60420 Operating Supplies 101-3007-60450 Advertising 101-3007-60461 Marketing & Tourism Pror 101-3007-60462 Media 62 - Maintenance & Operations Totals: 3,288 4,000 4,000 3,102 10,000 21,605 40,600 40,600 11,591 40,000 9,648 4,000 9,000 2,140 15,000 694 1,600 1,600 1,575 1,600 9,825 20,000 20,000 25,319 35,000 649,615 717,500 747,500 655,202 635,500 6,000 150 % (600) -1 % 6,000 67 % 0 0% 15,000 75 % (112,000) -15 % 0 10,000 5,000 0 0 (5,000) -100 % 694,675 797,700 827,700 698,929 737,100 (90,600) -11 0/0 69 - Internal Service Charges 101-3007-98110 Information Tech Charge! 8,400 11,700 11,700 8,775 I 27,600 15,900 136 69 - Internal Service Charges Totals: 8,400 11,700 11,700 8,775 27,600 15,900 136 Marketing & Community Relations Totals: 1,074,172 1,199,800 1,266,100 1,046,777 1,293,100 27,000 2 * Year -to -Date totals are as of 5/10/19. 12 529 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 3007 - Marketing & Community Relations 101-3007-50101 Permanent Full Time 168,200.00 100% - Marketing Management Coordinator 100% - Management Specialist In FY 2019/20, an increase to salary due to the addition of a Management Specialist position. 101-3007-60134 Promotional Items 10,000.00 For Community Resources Special Events 101-3007-60151 GPSCVB 287,000.00 Payment of transient occupancy tax (TOT) to the Greater Palm Springs Convention Visitors Bureau for all TOT revenue collected. To jointly encourage, promote, and attract visitors to the Coachella Valley. .0015 of gross rental revenue for non -convention TOT .0035 of gross rental revenue for convention TOT 101-3007-60320 Travel & Training 10,000.00 Visit CA - Travel Destination Conference CalTravel - Travel Destination Conference 101-3007-60351 Membership Dues 40,000.00 Coachella Valley Economic Partnership Mail Chimp 101-3007-60410 Printing 15,000.00 Citywide business cards, event signs and banners. 101-3007-60450 Advertising 35,000.00 National Date Festival Restaurant Week Sponsorships - CVEP Summit, Modernism Week, etc Amount 2019/20 PROPOSED BUDGET 5,000 3,000 27,000 530 13 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET 101-3007-60461 Marketing & Tourism Promotion 635,500.00 Photography, Chamber of Commerce Contract, Video, Commercials, Marketing Contracts, Marketing Efforts, Desert Classic Charities, Music Licensing, Palm Springs Life Vision. 531 14 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1003 - City Attorney 60 - Contract Services 101-1003-60153 Attorney 396,876 440,000 490,000 346,733 460,000 (30,000) -6 % 101-1003-60154 Attorney/Litigation 23,635 45,000 45,000 19,722 45,000 0 0 % 60 - Contract Services Totals: 420,511 485,000 535,000 366,455 505,000 (30,000) -6 1003 - City Attorney Totals: 420,511 485,000 535,000 366,455 505,000 (30,000) -6 * Year -to -Date totals are as of 5/10/19. 15 532 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1005 - City Clerk 50 - Salaries and Benefits 101-1005-50101 Permanent Full Time 250,345 290,300 252,372 191,660 252,600 228 0 % 101-1005-50102 Salaries - Part Time 24,436 14,000 13,900 18,040 29,000 15,100 109 101-1005-50150 Other Compensation 318 400 400 0 0 (400) -100 % 101-1005-50200 PERS-City Portion 53,481 25,900 25,289 15,823 21,900 (3,389) -13 % 101-1005-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-1005-50221 Medical Insurance 41,992 73,100 67,432 49,827 80,000 12,568 19 101-1005-50222 Vision Insurance 704 0 0 679 0 0 0% 101-1005-50223 Dental Insurance 2,897 0 0 2,787 0 0 0% 101-1005-50224 Life Insurance 306 0 0 88 0 0 0% 101-1005-50225 Long Term Disability 2,396 3,100 3,100 954 1,500 (1,600) -52 % 101-1005-50230 Workers Comp Insurance 10,300 6,100 6,100 4,575 7,300 1,200 20 101-1005-50240 Social Security -Medicare 4,086 4,400 4,700 3,083 6,000 1,300 28 101-1005-50241 Social Security -FICA 1,515 0 0 1,118 0 0 0% 101-1005-50300 Employee Recognition 7,000 0 0 0 0 0 0% 50 - Salaries and Benefits Totals: 399,776 417,400 373,393 288,634 398,300 24,907 7 60 - Contract Services 101-1005-60103 Professional Services 72,196 109,000 116,000 32,014 100,000 (16,000) -14 % 101-1005-60125 Temporary Agency Servic 13,348 5,000 25,400 18,782 47,000 21,600 85 60 - Contract Services Totals: 85,544 114,000 141,400 50,796 147,000 5,600 4 62 - Maintenance & Operations 101-1005-60320 Travel & Training 101-1005-60351 Membership Dues 101-1005-60352 Subscriptions & Publicatic 101-1005-60400 Office Supplies 101-1005-60410 Printing 101-1005-60420 Operating Supplies 101-1005-60450 Advertising 62 - Maintenance & Operations Totals: 6,100 12,000 12,000 11,570 656 1,000 1,000 490 0 300 300 434 1,580 2,000 2,000 1,742 35 400 400 162 794 1,000 1,000 549 3,665 4,500 4,500 2,199 15,000 3,000 25 % 1,500 500 50 % 0 (300) -100 % 2,500 500 25 % 0 (400) -100 % 1,200 200 20 % 4,500 0 0 % 12,830 21,200 21,200 17,145 24,700 3,500 17 69 - Internal Service Charges 101-1005-98110 Information Tech Charge! 29,400 42,500 42,500 31,875 I 53,700 11,200 26 69 - Internal Service Charges Totals: 29,400 42,500 42,500 31,875 53,700 11,200 26 1005 - City Clerk Totals: 527,550 595,100 578,493 388,449 623,700 45,207 8 0/0 * Year -to -Date totals are as of 5/10/19. 16 533 CITY OF LA QUINTA Department : 1005 - City Clerk 101-1005-50101 Permanent Full Time 90% - City Clerk (10% Housing) 100% - Deputy City Clerk 100% - Management Assistant 100% - Administrative Assistant GENERAL FUND EXPENSE NOTES 252,600.00 In 2019/20, a decrease in salary due to one of the Deputy City Clerk positions converted to a Management Specialist and transferred to Human Resources. 101-1005-50102 Salaries - Part Time 29,000.00 100% - Administrative Technician Part -Time 101-1005-60103 Professional Services 100,000.00 Municipal Code Text and Online Updates Imaging Scanning Services For The Record Tech Support (DSS Corp) DigiCert Electronic Signatures Fee Study Updates 101-1005-60125 Temporary Agency Services 47,000.00 Potential removal if unfunded temporary full-time position is approved as requested. 101-1005-60320 Travel & Training 15,000.00 Election Law Seminar CA City Clerks Association Annual Conference & Seminars International Institute of Municipal Clerks Certifications and Training Laserfiche Conference League of California Cities 101-1005-60351 Membership Dues 1,500.00 2019/20 PROPOSED BUDGET 17 534 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET California City Clerks Association (4 Employees) National Notary Association, Errors and Omission Insurance (3) International Institute of Municipal Clerks Membership 101-1005-60450 Advertising 4,500.00 Public hearing notices, Commission and Board vacancies. 535 18 THIS PAGE INTENTIONALLY LEFT BLANK 536 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1004 - Human Resources 50 - Salaries and Benefits 101-1004-50101 Permanent Full Time 165,101 177,300 213,828 184,579 237,100 23,272 11 % 101-1004-50102 Salaries - Part Time 27,586 38,300 38,300 27,939 41,900 3,600 9 % 101-1004-50105 Salaries - Overtime 0 0 0 137 0 0 0% 101-1004-50200 PERS-City Portion 27,830 15,800 22,311 18,461 23,200 889 4 % 101-1004-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-1004-50221 Medical Insurance 18,950 40,100 47,268 22,100 0 (47,268) -100 % 101-1004-50222 Vision Insurance 661 0 0 572 0 0 0% 101-1004-50223 Dental Insurance 3,224 0 0 3,193 0 0 0% 101-1004-50224 Life Insurance 137 0 0 60 0 0 0% 101-1004-50225 Long Term Disability 1,700 2,100 2,100 902 1,300 (800) -38 % 101-1004-50230 Workers Comp Insurance 5,900 3,400 3,400 2,550 5,600 2,200 65 101-1004-50240 Social Security -Medicare 2,831 2,600 3,300 3,080 3,500 200 6 % 101-1004-50241 Social Security -FICA 166 0 0 0 0 0 0% 101-1004-50243 Employer Share/Retired P 0 0 0 2,720 0 0 0% 101-1004-50244 State Unemployment Insi 293 25,000 25,000 214 25,000 0 0 % 101-1004-50252 Fitness Membership Reim 520 3,500 3,500 360 3,500 0 0 % 101-1004-50300 Employee Recognition 0 0 0 50 0 0 0% 50 - Salaries and Benefits Totals: 254,899 308,200 359,107 266,919 341,100 (18,007) -5 0/0 60 - Contract Services 101-1004-60103 Professional Services 105,376 102,750 117,750 54,841 80,000 (37,750) -32 101-1004-60104 Consultants 9,906 16,500 16,500 12,988 16,500 0 0 % 101-1004-60125 Temporary Agency Servic 0 0 0 2,290 0 0 0% 60 - Contract Services Totals: 115,282 119,250 134,250 70,120 96,500 (37,750) -28 62 - Maintenance & Operations 101-1004-60129 Recruiting/Pre-Employme 101-1004-60320 Travel & Training 101-1004-60322 Training & Education/MOI 101-1004-60340 Employee Recognition Ev 101-1004-60351 Membership Dues 101-1004-60352 Subscriptions & Publicatic 101-1004-60400 Office Supplies 101-1004-60410 Printing 101-1004-60420 Operating Supplies 62 - Maintenance & Operations Totals: 39,880 36,000 66,000 9,541 30,000 (36,000) -55 % 8,550 10,000 10,000 7,801 9,000 (1,000) -10 % 20,575 52,000 52,000 22,322 52,000 0 0 % 9,924 9,000 12,300 10,177 11,500 (800) -7 % 5,409 6,000 6,000 5,325 6,000 0 0 % 429 300 300 242 300 0 0 % 1,688 2,000 2,000 2,211 2,000 0 0 % 80 600 600 0 200 (400) -67 % 1,044 1,000 1,000 873 1,000 0 0 % 87,580 116,900 150,200 58,493 112,000 (38,200) -25 69 - Internal Service Charges 101-1004-98110 Information Tech Charge! 16,800 23,300 23,300 17,475 I 41,300 18,000 77 69 - Internal Service Charges Totals: 16,800 23,300 23,300 17,475 41,300 18,000 77 1004 - Human Resources Totals: 474,561 567,650 666,857 413,007 590,900 (75,957) -11 0/0 * Year -to -Date totals are as of 5/10/19. 19 537 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 1004 - Human Resources 101-1004-50101 Permanent Full Time 237,100.00 100% - Human Resources Manager 100% - Human Resources Analyst 50% - Management Specialist (50% Insurance Fund) In FY 2019/20, an increase in salary reflects addition of the Management Specialist position transferred from the City Clerk's division. 101-1004-50102 Salaries - Part Time 41,900.00 100% Part -Time Administrative Technician 101-1004-50244 State Unemployment Insurance 25,000.00 Citywide expense has been moved to Centralized Services and reduced to $10,000 in 2019/20. Adopted budget will reflect no budget for this line item. 101-1004-60103 Professional Services 80,000.00 Leadership Development 101-1004-60104 Consultants 16,500.00 EAP - Wellness Works TASC - Administration Fee CalPERS - Monthly Medical Premium- Administration fees TAG/AMS DOT Random Screenings DMV Medical Exams (Class B) 101-1004-60129 Recruiting/Pre-Employment 30,000.00 2019/20 PROPOSED BUDGET a 538 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Interview Panel Costs Fingerprinting Physicals/Drug Screenings Background Checks 101-1004-60320 Travel & Training 9,000.00 Bilingual testing Liebert Cassidy Whitmore (law & labor relations) Educational forums/Misc. training 101-1004-60351 Membership Dues 6,000.00 Society of HR Management (SHRM) Professionals in HR Association (PIHRA) International Public Management Association for HR (IPMA-HR), World at Work (WOW) CV Employment Relations Consortium CA Public Employers Labor Relations Assoc. (CalPELRA), and Engaging Local Government Leaders (ELGL) 101-1004-60352 Subscriptions & Publications 300.00 Labor Law Compliance Posters 101-1004-60410 Printing 200.00 Personnel Forms On -Boarding for New Employees 21 539 THIS PAGE INTENTIONALLY LEFT BLANK 540 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 2001 - Police 60 - Contract Services 101-2001-60103 Professional Services 101-2001-60109 LQ Police Volunteers 101-2001-60161 Sheriff Patrol 101-2001-60162 Police Overtime 101-2001-60163 Target Team 101-2001-60164 Community Services Offi( 101-2001-60165 Special Enforcement/Hun 101-2001-60166 Gang Task Force 101-2001-60167 Narcotics Task Force 101-2001-60168 School Officer 101-2001-60169 Motor Officer 101-2001-60170 Dedicated Sargeants 101-2001-60171 Dedicated Lieutenant 101-2001-60172 Sheriff - Mileage 101-2001-60173 Booking Fees 101-2001-60174 Blood/Alcohol Testing 101-2001-60175 Special Enforcement Fun( 101-2001-60176 Sheriff - Other 101-2001-60178 COPS Robbery Preventior 101-2001-60179 COPS Burglary/Theft Pre\ 101-2001-60193 Sexual Assault Exam Fee! 60 - Contract Services Totals: 0 0 42,750 0 24,000 10,760 10,000 10,000 7,185 10,000 8,845,614 9,862,000 9,862,000 5,810,352 9,680,000 172,894 258,000 258,000 215,586 326,300 1,766,453 1,960,000 1,960,000 1,266,894 1,916,500 721,865 825,000 825,000 483,043 815,500 0 58,000 58,000 49,139 58,000 172,162 191,000 191,000 114,223 189,500 172,162 191,000 191,000 114,223 189,500 80,689 90,000 90,000 62,305 91,000 1,226,538 1,435,000 1,435,000 809,413 1,406,500 475,849 545,000 545,000 315,490 531,600 256,951 312,000 312,000 180,008 297,200 411,173 510,000 510,000 270,419 488,700 0 18,000 18,000 0 18,000 9,890 20,000 20,000 8,687 12,000 175,056 95,000 95,000 77,504 95,000 532,703 470,000 470,000 (5,570) 504,700 0 10,000 0 0 0 0 89,000 0 0 0 (18,750) 0 (182,000) 68,300 (43,500) (9,500) 0 (1,500) (1,500) 1,000 (28,500) (13,400) (14,800) (21,300) 0 (8,000) 0 34,700 0 0 -44 % 0 % -2 % 26 % -2 % -1 % 0 % -1 % -1 % 1 % -2 % -2 % -5 % -4 % 0 % -40 % 0 % 7 % 0 % 0 % 8,631 7,000 7,000 5,538 8,000 1,000 14 % 15,039,388 16,956,000 16,899,750 9,784,441 16,662,000 (237,750) -1 62 - Maintenance & Operations 101-2001-60420 Operating Supplies 6,533 10,000 10,000 11,448 I 10,000 0 0 % 62 - Maintenance & Operations Totals: 6,533 10,000 10,000 11,448 10,000 0 0 0/0 66 - Utilities 101-2001-61300 Utilities - Telephone 12,444 14,000 14,000 9,203 I 14,000 0 0 % 66 - Utilities Totals: 12,444 14,000 14,000 9,203 14,000 0 0 0/0 68 - Capital Expenses 101-2001-71031 Vehicles 0 0 0 0 I 30,000 30,000 0% 68 - Capital Expenses Totals: 0 0 0 0 30,000 30,000 0 0/0 69 - Internal Service Charges 101-2001-98110 Information Tech Charge! 5,000 7,000 7,000 5,250 7,350 350 5 % 101-2001-98140 Facility & Fleet Maintenar 20,000 32,000 32,000 24,000 44,200 12,200 38 69 - Internal Service Charges Totals: 25,000 39,000 39,000 29,250 51,550 12,550 32 2001 - Police Totals: 15,083,365 17,019,000 16,962,750 9,834,342 16,767,550 (195,200) -1 * Year -to -Date totals are as of 5/10/19. 22 541 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Department : 2001 - Police 101-2001-60103 Professional Services 24,000.00 Matrix Study Decrease in 2019/20 due to 2018/19 expense for a pilot traffic camera survey. 101-2001-60161 Sheriff Patrol 9,680,000.00 Increases for Police Services in FY 2019/20 are attributed to rising labor and pension costs. No change in daily patrol hours (135) or service levels are anticipated. The contract funds the following positions: 1 Lieutenant, 2 Sergeants, 4 Motor Traffic Officers, 7 Special Enforcement Teams, 2 Deputy Sheriff Officers, and 6 Community Service Officers. A 2018/19 fourth quarter adjustment will reduce the current police budget. 101-2001-71031 Vehicles 30,000.00 Purchase of a replacement motorcycle. 23 542 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 Actual Expenses 2018/19 Original Budget 2018/19 Current Budget 2018/19 YTD Activity* 2019/20 Proposed Budget 19/20 vs. Current 18/19 % Change in Budget 2002 - Fire 50 - Salaries and Benefits 101-2002-50101 Permanent Full Time 0 0 64,000 29,120 133,100 69,100 108 % 101-2002-50105 Salaries - Overtime 0 0 0 1,574 4,000 4,000 0 % 101-2002-50200 PERS-City Portion 0 0 4,400 1,992 9,300 4,900 111 % 101-2002-50221 Medical Insurance 0 0 20,550 7,874 41,100 20,550 100 101-2002-50222 Vision Insurance 0 0 0 85 0 0 0% 101-2002-50223 Dental Insurance 0 0 0 492 0 0 0% 101-2002-50224 Life Insurance 0 0 0 20 0 0 0% 101-2002-50225 Long Term Disability 0 0 700 148 800 100 14 % 101-2002-50230 Workers Comp Insurance 0 0 0 0 3,700 3,700 0 % 101-2002-50240 Social Security -Medicare 0 0 950 438 2,000 1,050 111 50 - Salaries and Benefits Totals: 0 0 90,600 41,743 194,000 103,400 114 60 - Contract Services 101-2002-60103 Professional Services 0 2,000 2,000 0 26,000 24,000 1,200 101-2002-60107 Instructors 38 2,000 2,000 0 0 (2,000) -100 % 101-2002-60110 Volunteers - Fire 549 2,500 2,500 961 2,000 (500) -20 101-2002-60112 Landscape Contract 14,592 16,000 16,000 10,944 16,000 0 0 % 101-2002-60116 Pest Control 2,569 4,000 4,000 2,504 2,600 (1,400) -35 101-2002-60123 Security & Alarm 510 3,000 3,000 1,104 2,500 (500) -17 % 101-2002-60139 Fire Service Costs 6,088,786 6,450,000 6,450,000 3,300,213 6,659,000 209,000 3 % 101-2002-60140 MOU - Indio Ladder Tru6 229,200 250,000 250,000 121,161 250,000 0 0 % 101-2002-60525 Career Builder 0 60,000 60,000 0 60,000 0 0 % 60 - Contract Services Totals: 6,336,243 6,789,500 6,789,500 3,436,887 7,018,100 228,600 3 61 - Office Supplies 101-2002-60400 Office Supplies 0 0 0 424 I 0 0 0% 61 - Office Supplies Totals: 0 0 0 424 0 0 0 0/0 62 - Maintenance & Operations 101-2002-60320 Travel & Training 3,777 6,000 6,000 933 3,000 (3,000) -50 101-2002-60351 Membership Dues 0 300 300 0 500 200 67 101-2002-60406 Disaster Prep Supplies 3,050 7,200 7,200 10,099 7,200 0 0 % 101-2002-60410 Printing 450 500 500 242 500 0 0 % 101-2002-60545 Small Tools & Equipment 2,018 2,500 2,500 613 2,500 0 0 % 101-2002-60670 Fire Station 21,046 50,000 50,000 6,971 50,000 0 0 % 101-2002-60671 Repair & Maintenance - E 7,925 10,000 10,000 4,940 10,000 0 0 % 62 - Maintenance & Operations Totals: 38,265 76,500 76,500 23,799 73,700 (2,800) -4 63 -Insurance 101-2002-60445 Non -Reimbursable Misc 5,515 0 0 18,525 I 15,000 15,000 0 % 63 - Insurance Totals: 5,515 0 0 18,525 15,000 15,000 0 0/0 * Year -to -Date totals are as of 5/10/19. 543 24 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 65 - Repair & Maintenance 101-2002-60691 Maintenance/Services 31,772 25,000 25,000 24,839 I 60,000 35,000 140 65 - Repair & Maintenance Totals: 31,772 25,000 25,000 24,839 60,000 35,000 140 66 - Utilities 101-2002-61100 Utilities - Gas 101-2002-61101 Utilities - Electricity 101-2002-61200 Utilities - Water 101-2002-61300 Utilities - Telephone 101-2002-61304 Mobile/Cell Phones/Satell 101-2002-61400 Utilities - Cable 66 - Utilities Totals: 2,954 3,000 3,000 1,599 3,000 0 0% 24,943 33,000 33,000 20,238 35,000 2,000 6 % 13,933 20,000 20,000 8,895 16,000 (4,000) -20 % 13,107 16,000 16,000 11,739 16,000 0 0% 5,573 5,000 5,000 4,166 7,000 2,000 40 % 2,939 5,000 5,000 4,561 6,000 1,000 20 % 63,448 82,000 82,000 51,196 83,000 1,000 1 0/0 68 - Capital Expenses 101-2002-71021 Furniture 0 0 0 0 35,000 35,000 0% 101-2002-71031 Vehicles 0 0 0 0 30,000 30,000 0% 101-2002-72110 Building Improvements 0 0 75,000 5,280 0 (75,000) -100 % 101-2002-80101 Machinery & Equipment 0 15,000 15,000 28,414 70,000 55,000 367 % 68 - Capital Expenses Totals: 0 15,000 90,000 33,694 135,000 45,000 50 0/0 69 - Internal Service Charges 101-2002-91843 Property & Crime Insurar 4,000 5,000 5,000 3,750 4,000 (1,000) -20 % 101-2002-91844 Earthquake Insurance 11,000 12,000 12,000 9,000 12,000 0 0 % 101-2002-98110 Information Tech Charge! 16,000 20,000 20,000 15,000 22,000 2,000 10 101-2002-98140 Facility & Fleet Maintenar 25,000 32,600 32,600 24,450 44,200 11,600 36 69 - Internal Service Charges Totals: 56,000 69,600 69,600 52,200 82,200 12,600 18 0/0 2002 - Fire Totals: 6,531,244 7,057,600 7,223,200 3,683,307 7,661,000 437,800 6 * Year -to -Date totals are as of 5/10/19. 25 544 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 2002 - Fire 101-2002-50101 Permanent Full Time 133,100.00 100% - Senior Emergency Management Coordinator 100% - Administrative Assistant In 2019/20, two new positions were added to this division. 101-2002-60103 Professional Services 26,000.00 Public safety announcements, Nixle contract. 101-2002-60112 Landscape Contract 16,000.00 101-2002-60139 Fire Service Costs 6,659,000.00 Fire Services are contracted with Riverside County and include the following: Captain, Medic Engineers, Engineers, Fire Fighter II - Medics, Fire Fighter II, Fire Safety Specialist, Overhead/Administration & Direct Operating Expenses, Medic Unit Operating Costs and Fire Engine Replacement Charges 101-2002-60320 Travel & Training 3,000.00 Emergency Preparedness Citywide Training 101-2002-60351 Membership Dues 500.00 Journal of Emergency Management subscription International Association of Emergency Managers (IAEM) 101-2002-60410 Printing 500.00 Update Emergency Operations Center forms. 101-2002-60691 Maintenance/Services 60,000.00 Fire Station #93 Exterior Painting plus regular annual maintenance for each station. 2019/20 PROPOSED BUDGET a 545 CITY OF LA QUINTA 101-2002-71021 Furniture GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET 35,000.00 Emergency Operations Center tables, chairs, and desks. 101-2002-71031 Vehicles 30,000.00 Purchase and install emergency lights, radios, decals, etc. for new Emergency Operations Coordinator vehicle. 101-2002-80101 Machinery & Equipment 70,000.00 Emergency Operations Center equipment and fire station generator upgrades. 546 27 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 3001 - Community Resources Administration 50 - Salaries and Benefits 101-3001-50101 Permanent Full Time 358,496 421,000 416,400 380,243 471,000 54,600 13 % 101-3001-50110 Commissions & Boards 2,605 2,700 2,700 2,570 3,600 900 33 101-3001-50111 Internships 0 0 0 0 1,500 1,500 0% 101-3001-50150 Other Compensation 292 500 500 807 1,200 700 140 101-3001-50200 PERS-City Portion 33,106 33,800 31,700 28,434 37,100 5,400 17 % 101-3001-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-3001-50221 Medical Insurance 57,813 80,100 81,100 58,862 92,300 11,200 14 101-3001-50222 Vision Insurance 1,070 0 0 926 0 0 0% 101-3001-50223 Dental Insurance 4,327 0 0 3,796 0 0 0% 101-3001-50224 Life Insurance 347 0 0 151 0 0 0% 101-3001-50225 Long Term Disability 3,134 3,900 3,900 2,054 2,300 (1,600) -41 % 101-3001-50230 Workers Comp Insurance 8,900 6,700 6,700 5,025 8,400 1,700 25 101-3001-50240 Social Security -Medicare 5,236 6,100 6,100 5,551 6,900 800 13 101-3001-50241 Social Security -FICA 129 0 0 159 0 0 0% 50 - Salaries and Benefits Totals: 475,456 554,900 549,200 488,578 624,300 75,100 14 60 - Contract Services 101-3001-60101 Contract Services 0 0 0 0 25,000 25,000 0% 101-3001-60103 Professional Services 2,460 5,000 5,000 1,160 5,000 0 0% 101-3001-60135 Boys & Girls Club 50,000 60,000 60,000 58,105 60,000 0 0% 60 - Contract Services Totals: 52,460 65,000 65,000 59,265 90,000 25,000 38 62 - Maintenance & Operations 101-3001-60134 Promotional 101-3001-60320 Travel & Training 101-3001-60351 Membership Dues 101-3001-60400 Office Supplies 101-3001-60420 Operating Supplies 101-3001-60510 Grants & Economic Devel 101-3001-60527 2-1-1 Hotline 101-3001-60531 Homeless Bus Passes 62 - Maintenance & Operations Totals; 100 0 0 0 0 0 0% 4,265 7,500 7,500 2,321 7,500 0 0% 290 0 0 700 0 0 0% 1,234 3,000 3,000 659 3,000 0 0% 395 1,800 1,800 1,247 1,800 0 0% 46,500 170,000 170,000 62,500 110,000 (60,000) -35 % 0 2,100 2,100 0 2,100 0 0% 3,000 3,000 3,000 6,000 3,000 0 0 % 55,783 187,400 187,400 73,427 127,400 (60,000) -32 69 - Internal Service Charges 101-3001-98110 Information Tech Charge! 25,200 46,600 46,600 34,950 62,000 15,400 33 101-3001-98140 Facility & Fleet Maintenar 23,100 0 0 0 0 0 0% 69 - Internal Service Charges Totals: 48,300 46,600 46,600 34,950 62,000 15,400 33 nmunity Resources Administration Totals: 631,998 853,900 848,200 656,220 903,700 55,500 7 * Year -to -Date totals are as of 5/10/19. 547 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Department : 3001 - Community Resources Administration 101-3001-50101 Permanent Full Time 471,000.00 101-3001-60101 101-3001-60103 101-3001-60320 101-3001-60510 100% - Community Resources Director 100% - Public Safety Manager 50% - Community Resources Manager (50% Wellness Center Operations) 100% - Management Analyst 100% - Administrative Technician In 2019/20, an increase in salary due to the allocation for the Management Analyst position. Contract Services 25,000.00 Partnership with Old Town Artisan Studio for Wellness West Programs. Professional Services Travel & Training 5,000.00 7,500.00 Leadership training, State of the City, League of CA Cities, and Ironman event planning. Grants & Economic Developme 110,000.00 Community Services Grants are administered per City Policy and selected via a Grant Ad Hoc Commitee. In 2018/19, an increase of $110,000 reflected external requests which required further evaluation at budget adoption. The base amount of $60,000 was increased in 2019/20 to accomodate organizations requesting over $5,000. MR CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 3002 - Wellness Center Operations 50 - Salaries and Benefits 101-3002-50101 Permanent Full Time 253,722 207,000 212,500 181,007 224,200 11,700 6 % 101-3002-50102 Salaries - Part Time 73,310 120,000 120,000 48,873 120,000 0 0 % 101-3002-50150 Other Compensation 1,440 1,200 1,200 1,078 1,200 0 0 % 101-3002-50200 PERS-City Portion 44,937 18,300 18,800 16,837 21,100 2,300 12 % 101-3002-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-3002-50221 Medical Insurance 44,543 70,100 71,000 39,481 71,800 800 1 % 101-3002-50222 Vision Insurance 985 0 0 836 0 0 0% 101-3002-50223 Dental Insurance 4,565 0 0 3,602 0 0 0% 101-3002-50224 Life Insurance 275 0 0 90 0 0 0% 101-3002-50225 Long Term Disability 2,596 2,300 2,300 607 1,400 (900) -39 % 101-3002-50230 Workers Comp Insurance 5,900 5,800 5,800 4,350 6,600 800 14 % 101-3002-50240 Social Security -Medicare 4,804 3,000 3,100 3,369 3,300 200 6 % 101-3002-50241 Social Security -FICA 2,803 0 0 2,083 0 0 0% 50 - Salaries and Benefits Totals: 439,880 427,800 434,800 302,214 449,600 14,800 3 60 - Contract Services 101-3002-60103 Professional Services 2,500 4,300 4,300 2,500 4,300 0 0 % 101-3002-60107 Instructors 72,669 92,000 92,000 57,955 92,000 0 0 % 101-3002-60108 Technical 3,000 3,000 3,000 3,000 3,000 0 0 % 60 - Contract Services Totals: 78,169 99,300 99,300 63,455 99,300 0 0 0/0 62 - Maintenance & Operations 101-3002-60157 Rental Expense 101-3002-60321 Training & Education 101-3002-60351 Membership Dues 101-3002-60352 Subscriptions & Publicatic 101-3002-60400 Office Supplies 101-3002-60420 Operating Supplies 101-3002-60432 Tools/Equipment 62 - Maintenance & Operations Totals: 1,194 5,000 5,000 0 5,000 0 0 % 0 1,000 1,000 0 2,000 1,000 100 % 4,733 7,600 7,600 955 7,600 0 0 % 868 900 900 919 900 0 0 % 1,115 3,000 3,000 873 3,000 0 0 % 38,370 45,000 43,000 31,493 49,000 6,000 14 % 21 1,000 1,000 0 1,000 0 0 % 46,301 63,500 61,500 34,239 68,500 7,000 11 0/0 66 - Utilities 101-3002-61200 Utilties - Water 328 0 0 0 I 0 0 0% 66 - Utilities Totals: 328 0 0 0 0 0 0 0/0 69 - Internal Service Charges 101-3002-98110 Information Tech Charge! 16,800 40,800 40,800 30,600 48,200 7,400 18 101-3002-98140 Facility & Fleet Maintenar 0 16,300 16,300 12,225 14,800 (1,500) -9 69 - Internal Service Charges Totals: 16,800 57,100 57,100 42,825 63,000 5,900 10 0/0 3002 - Wellness Center Operations Totals: 581,478 647,700 652,700 442,734 680,400 27,700 4 * Year -to -Date totals are as of 5/10/19. 549 a CITY OF LA QUINTA Department : 3002 - Wellness Center Operations 101-3002-50101 Permanent Full Time GENERAL FUND EXPENSE NOTES 224, 200.00 50% - Community Resources Manager (50% Community Resources Administration) 100% - Community Resources Specialist 100% - Community Resources Coordinator 100% - Administrative Assistant In 2019/20, increase due to one of the Community Resources Coordinator positions converted to Community Resources Specialist and the Office Assistant position was converted to an Administrative Technician. 101-3002-50102 Salaries - Part Time 120,000.00 100% - 8 Recreational Leaders 101-3002-60103 Professional Services 4,300.00 Retired senior volunteer program, Annual volunteer sponsorships to Watercolors of La Quinta, Boys & Girls Club of La Quinta, and the California Highway Patrol. 101-3002-60107 Instructors 92,000.00 Instructors for fitness classes such as various yoga programs, Zumba, Tai Chi, Pilates, Taekwondo, bridge classes, and personal trainers for fitness and ballroom dance classes. 101-3002-60108 Technical 3,000.00 Annual sponsorship for the Riverside County Senior Inspiration Awards. 101-3002-60157 Rental Expense 5,000.00 General insurances and security guards for facility rentals. 101-3002-60351 Membership Dues 7,600.00 2019/20 PROPOSED BUDGET 31 550 CITY OF LA QUINTA Motion Picture Licensing Corp National Council on Aging TechnoGym Apps 101-3002-60352 Subscriptions & Publications Desert Sun Newspaper Wellness Publications GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET 900.00 Amount 500 100 7,000 Amount 300 600 32 551 THIS PAGE INTENTIONALLY LEFT BLANK 552 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 3003 - Recreation Programs & Special Events 50 - Salaries and Benefits 101-3003-50101 Permanent Full Time 50,390 55,300 55,300 30,733 52,800 (2,500) -5 % 101-3003-50102 Salaries - Part Time 53,120 99,100 99,100 68,673 99,100 0 0 % 101-3003-50150 Other Compensation 420 500 500 0 0 (500) -100 % 101-3003-50200 PERS-City Portion 4,702 10,200 10,200 4,096 11,100 900 9 % 101-3003-50210 PERS-Survivor Benefits 0 300 300 0 0 (300) -100 % 101-3003-50221 Medical Insurance 8,135 20,100 20,300 4,993 20,600 300 1 % 101-3003-50222 Vision Insurance 119 0 0 77 0 0 0% 101-3003-50223 Dental Insurance 226 0 0 169 0 0 0% 101-3003-50224 Life Insurance 64 0 0 26 0 0 0% 101-3003-50225 Long Term Disability 539 600 600 159 1,900 1,300 217 % 101-3003-50230 Workers Comp Insurance 8,900 1,700 1,700 1,275 1,900 200 12 101-3003-50240 Social Security -Medicare 1,500 11,900 11,900 1,445 13,100 1,200 10 101-3003-50241 Social Security -FICA 1,826 0 0 2,416 0 0 0% 50 - Salaries and Benefits Totals: 129,941 199,700 199,900 114,061 200,500 600 0 0/0 62 - Maintenance & Operations 101-3003-60122 Credit Card Fees 101-3003-60149 Community Experiences 101-3003-60157 Rental Expense 101-3003-60320 Travel & Training 101-3003-60351 Membership Dues 101-3003-60400 Office Supplies 101-3003-60420 Operating Supplies 62 - Maintenance & Operations Totals 6,670 7,000 7,000 6,016 7,000 0 0 % 129,523 261,000 298,500 197,058 299,000 500 0 % 2,074 2,400 2,400 676 2,400 0 0 % 0 1,000 1,000 0 1,000 0 0 % 887 2,400 2,400 200 2,400 0 0 % 30 0 0 0 0 0 0% 4,661 11,500 11,500 2,870 11,500 0 0 % 143,845 285,300 322,800 206,820 323,300 500 0 0/0 69 - Internal Service Charges 101-3003-98110 Information Tech Charge! 25,200 11,700 11,700 8,775 13,800 2,100 18 101-3003-98140 Facility & Fleet Maintenar 11,600 32,600 32,600 24,450 29,200 (3,400) -10 69 - Internal Service Charges Totals: 36,800 44,300 44,300 33,225 43,000 (1,300) -3 reation Programs & Special Events Totals: 310,586 529,300 567,000 354,106 566,800 (200) 0 0/0 * Year -to -Date totals are as of 5/10/19. 553 33 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Department : 3003 - Recreation Programs & Special Events 101-3003-50101 Permanent Full Time 52,800.00 100% - Management Assistant 101-3003-50102 Salaries - Part Time 99,100.00 100% - Senior Recreational Leaders (2) 100% - Recreational Leaders (5) 101-3003-60149 Community Experiences 299,000.00 101-3003-60157 101-3003-60320 101-3003-60351 Numerous special events including: Golf Tour and banquet, outdoor movies, Brew in LQ, YMCA partnership events, Christmas tree lighting, Veteran's Day, Art on Main Street, Egg Hunt, Ironman, Community Picnic, Toast to LQ, Mission LQ, Rockets, Fly over LQ, Kite experience, Street food cinema, Teauila & Taco Fiesta, and SilverRock event site activities. Rental Expense 2,400.00 Speical event insurances and security guards for events. Travel & Training 1,000.00 Membership Dues 2,400.00 Americans for Art California Parks and Recreation Society 34 554 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 6004 - Code Compliance/Animal Control 50 - Salaries and Benefits 101-6004-50101 Permanent Full Time 439,847 478,600 499,500 413,524 504,100 4,600 1 % 101-6004-50105 Salaries - Overtime 5,358 15,000 15,000 4,974 10,000 (5,000) -33 % 101-6004-50150 Other Compensation 0 0 0 60 500 500 0 % 101-6004-50200 PERS-City Portion 95,401 47,400 49,300 40,440 53,100 3,800 8 % 101-6004-50210 PERS-Survivor Benefits 0 200 200 0 0 (200) -100 % 101-6004-50221 Medical Insurance 90,008 140,200 141,900 88,216 143,600 1,700 1 % 101-6004-50222 Vision Insurance 1,617 0 0 1,570 0 0 0% 101-6004-50223 Dental Insurance 6,232 0 0 6,361 0 0 0% 101-6004-50224 Life Insurance 447 0 0 181 0 0 0% 101-6004-50225 Long Term Disability 4,619 5,200 5,200 2,257 3,000 (2,200) -42 % 101-6004-50230 Workers Comp Insurance 17,700 11,600 11,600 8,700 13,100 1,500 13 % 101-6004-50240 Social Security -Medicare 6,638 7,000 7,300 6,190 7,300 0 0 % 101-6004-50300 Employee Recognition 8,000 0 4,000 4,000 0 (4,000) -100 % 50 - Salaries and Benefits Totals: 675,867 705,200 734,000 576,473 734,700 700 0 0/0 60 - Contract Services 101-6004-60103 Professional Services 101-6004-60108 Technical 101-6004-60111 Administrative Citation Se 101-6004-60119 Vehicle Abatement 101-6004-60120 Lot Cleaning/Gravel Progr 101-6004-60125 Temporary Agency Servi 101-6004-60194 Veterinary Service Animal 101-6004-60197 Shelter Contract S 60- Contract Services Totals: 0 0 25,000 4,500 45,000 20,000 80 % 827 2,000 2,000 169 2,000 0 0 % 12,059 30,000 30,000 14,155 25,000 (5,000) -17 % 0 1,000 1,000 400 1,000 0 0 % 10,065 12,000 12,000 4,497 20,000 8,000 67 % 0 10,000 10,000 0 10,000 0 0 % 10,500 15,000 15,000 7,500 15,000 0 0 % 163,308 190,000 190,000 108,115 190,000 0 0 % 196,759 260,000 285,000 139,337 308,000 23,000 8 0/0 62 - Maintenance & Operations 101-6004-60121 Low -Income Housing Grants 1,000 12,500 12,500 0 5,000 (7,500) -60 101-6004-60130 Resident Assistance 0 2,000 2,000 0 2,000 0 0 % 101-6004-60320 Progr Travel & Training 595 3,000 3,000 2,087 3,000 0 0 % 101-6004-60351 Membership Dues 475 700 700 475 600 (100) -14 101-6004-60400 Office Supplies 2,332 2,000 2,000 3,056 2,200 200 10 101-6004-60410 Printing 563 10,000 10,000 874 10,000 0 0 % 101-6004-60425 Supplies - Field 6,774 3,000 3,000 625 2,000 (1,000) -33 101-6004-60690 Uniforms 2,567 5,000 5,000 754 4,000 (1,000) -20 62 - Maintenance & Operations Totals: 14,306 38,200 38,200 7,872 28,800 (9,400) -25 69 - Internal Service Charges 101-6004-98110 Information Tech Charges 50,300 81,500 81,500 61,125 96,400 14,900 18 101-6004-98140 Facility & Fleet Maintenan 80,800 81,500 81,500 61,125 88,400 6,900 8 % 69 - Internal Service Charges Totals: 131,100 163,000 163,000 122,250 184,800 21,800 13 - Code Compliance/Animal Control Totals: 1,018,033 1,166,400 1,220,200 845,932 1,256,300 36,100 3 * Year -to -Date totals are as of 5/10/19. 555 35 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 6004 - Code Compliance/Animal Control 101-6004-50101 Permanent Full Time 504,100.00 100% - Animal Control/Code Compliance Supervisor 100% - Public Safety Analyst 100% - Code Compliance Officer II (3) 100% - Code Compliance Officer I 100% - Administrative Technician In 2019/20, the Administrative Assistant position was converted to a Administrative Technician. 101-6004-60103 Professional Services 45,000.00 Short-term vacation rental hotline and vacation rental compliance. 101-6004-60108 Technical 2,000.00 Riverside County recording fees for liens. 101-6004-60111 Administrative Citation Service 25,000.00 Data ticket processing of code compliance and police citations. 101-6004-60125 Temporary Agency Services 10,000.00 To assist with short-term vacation rental code enforcement. 101-6004-60320 Travel & Training 3,000.00 Code Enforcement officer training events. 101-6004-60351 Membership Dues 600.00 Annual memberships for Code Officers to CA Association of Code Enforcement Officers (CACEO). 101-6004-60410 Printing 10,000.00 Community educational outreach via printed material. 2019/20 PROPOSED BUDGET W 556 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 3005 - Parks Maintenance 50 - Salaries and Benefits 101-3005-50101 Permanent Full Time 288,483 294,300 296,800 253,816 305,100 8,300 3 % 101-3005-50105 Salaries - Overtime 706 400 400 52 400 0 0 % 101-3005-50106 Standby 3,291 4,600 4,600 2,170 4,600 0 0 % 101-3005-50107 Standby Overtime 2,960 7,000 7,000 2,678 7,300 300 4 % 101-3005-50150 Other Compensation 482 500 500 431 500 0 0 % 101-3005-50200 PERS-City Portion 56,891 28,300 28,600 24,225 31,300 2,700 9 % 101-3005-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-3005-50221 Medical Insurance 69,705 78,100 79,100 61,809 80,000 900 1 % 101-3005-50222 Vision Insurance 1,156 0 0 918 0 0 0% 101-3005-50223 Dental Insurance 3,849 0 0 3,778 0 0 0% 101-3005-50224 Life Insurance 309 0 0 116 0 0 0% 101-3005-50225 Long Term Disability 2,819 3,200 3,200 1,276 1,800 (1,400) -44 % 101-3005-50230 Workers Comp Insurance 11,800 6,500 6,500 4,875 7,700 1,200 18 101-3005-50240 Social Security -Medicare 4,284 4,300 4,300 3,751 4,500 200 5 % 50 - Salaries and Benefits Totals: 446,735 427,300 431,100 359,896 443,200 12,100 3 60 - Contract Services 101-3005-60104 Consultants 17,436 0 0 1 0 0 0% 101-3005-60112 Landscape Contract 380,732 426,000 426,000 358,510 525,000 99,000 23 101-3005-60113 Landscape ImprovementE 2,261 0 0 312 0 0 0% 101-3005-60123 Security & Alarm 165 0 0 0 0 0 0% 60 - Contract Services Totals: 400,594 426,000 426,000 358,823 525,000 99,000 23 62 - Maintenance & Operations 101-3005-60117 Civic Center Lake Mainter 101-3005-60136 Lighting Service 101-3005-60184 Fritz Burns Pool 101-3005-60320 Travel & Training 101-3005-60351 Membership Dues 101-3005-60400 Office Supplies 101-3005-60420 Operating Supplies 101-3005-60423 Supplies -Graffiti and Vani 101-3005-60427 Safety Gear 101-3005-60431 Materials/Supplies 101-3005-60432 Tools/Equipment 101-3005-60554 LQ Park Water Feature 101-3005-60557 Tree Maintenance 101-3005-60690 Uniforms 101-3005-60691 Maintenance/Services 62 - Maintenance & Operations Totals: 15,077 15,000 15,000 16,038 30,000 15,000 100 % 425 1,000 1,000 450 1,000 0 0 % 47,937 40,000 40,000 31,791 115,000 75,000 188 % 6,247 5,000 5,000 2,768 5,000 0 0 % 1,080 2,100 2,100 730 1,000 (1,100) -52 % 1,136 1,000 1,000 397 1,000 0 0 % 236 0 0 0 0 0 0% 76,582 40,000 40,000 542 25,000 (15,000) -38 % 95 500 500 0 600 100 20 % 47,606 50,000 50,000 12,199 50,000 0 0 % 8,288 5,000 5,000 938 2,000 (3,000) -60 % 17,037 15,000 15,000 9,798 15,000 0 0 % 9,771 8,000 8,000 6,844 10,000 2,000 25 % 1,065 1,000 1,000 871 1,000 0 0 % 20,114 40,000 40,000 23,983 40,000 0 0 % 252,698 223,600 223,600 107,350 296,600 73,000 33 66 - Utilities 101-3005-61102 Utilities - Electric - Montic 156 200 200 130 240 40 20 °/a 101-3005-61103 Utilities - Electric - Civic ( 23,999 25,000 25,000 17,167 30,000 5,000 20 % 101-3005-61104 Utilities - Electric - Pionee 0 100 100 47 120 20 20 101-3005-61105 Utilities - Electric - Fritz E 14,687 14,000 14,000 12,015 16,800 2,800 20 % 557 * Year -to -Date totals are as of 5/10/19. 37 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 101-3005-61106 Utilities - Electric - Sports 101-3005-61108 Utilities - Electric - Colon( 101-3005-61109 Utilities - Electric - Comm 101-3005-61110 Utilities - Electric - Adams 101-3005-61111 Utilities - Electric - Velasc 101-3005-61113 Utilities - Electric - Eisenl- 101-3005-61114 Utilities - Electric - Desed 101-3005-61201 Utilities - Water -Monticel 101-3005-61202 Utilities - Water - Civic Ce 101-3005-61203 Utilities - Water-Eisenhoi 101-3005-61204 Utilities - Water -Fritz Bui 101-3005-61205 Utilities - Water-Velasco 101-3005-61206 Utilities - Water -Desert F 101-3005-61207 Utilities - Water -Pioneer 101-3005-61208 Utilities - Water -Seasons 101-3005-61209 Utilities - Water-Commui 101-3005-61210 Utilities - Water -Adams f 101-3005-61300 Utilities - Telephone 66 - Utilities Totals: 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Pro osed Budget Current 18 19 in Budqet 28,999 30,000 30,000 24,307 36,000 6,000 20 % 3,770 4,000 4,000 3,189 4,800 800 20 % 38,073 35,000 35,000 31,342 42,000 7,000 20 % 662 700 700 329 840 140 20 % 160 200 200 134 240 40 20 % 271 300 300 217 360 60 20 % 157 200 200 130 240 40 20 % 16,210 14,000 14,000 15,133 20,000 6,000 43 % 32,864 26,000 26,000 22,004 30,000 4,000 15 % 1,190 1,500 1,500 874 1,500 0 0 % 20,520 15,000 15,000 18,657 25,000 10,000 67 % 906 1,000 1,000 752 1,000 0 0 % 3,881 4,000 4,000 2,655 4,000 0 0 % 8,678 9,000 9,000 9,719 15,000 6,000 67 % 214 300 300 163 300 0 0 % 68,336 55,000 55,000 52,490 65,000 10,000 18 % 0 4,000 4,000 0 2,000 (2,000) -50 % 812 1,000 1,000 658 1,000 0 0 % 264,546 240,500 240,500 212,114 296,440 55,940 23 69 - Internal Service Charges 101-3005-98110 Information Tech Charge! 33,600 45,400 45,400 34,050 56,500 11,100 24 101-3005-98130 Park Equipment Maintena 300,000 655,000 655,000 491,250 674,000 19,000 3 % 101-3005-98140 Facility & Fleet Maintenar 34,600 48,900 48,900 36,675 44,200 (4,700) -10 69 - Internal Service Charges Totals: 368,200 749,300 749,300 561,975 774,700 25,400 3 3005 - Parks Maintenance Totals: 1,732,772 2,066,700 2,070,500 1,600,158 2,335,940 265,440 13 * Year -to -Date totals are as of 5/10/19. w 558 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 3005 - Parks Maintenance 101-3005-50101 Permanent Full Time 305,100.00 40% - Facilities Director (40% Public Buildings, 20% Silverrock Resort Fund) 100% - Parks Superintendent 100% - Parks Foreman 100% - Parks Maintenance Worker 50% - Management Assistant (50% Public Buildings) 101-3005-60112 Landscape Contract 525,000.00 Anticipated increase in 2019/20 due to new contract requirements. Expense is for all City parks. 101-3005-60184 Fritz Burns Pool 115,000.00 Desert Recreation District Management up to $100,000 Maintenance services as needed $59,000 Budget will be increased to $159,000 for 2019/20. 101-3005-60320 Travel & Training 5,000.00 Aquatic Facility Operator Course Maintenance Agreement School Playground Certifications 101-3005-60351 Membership Dues 1,000.00 Amount CA Parks & Recreation Association (CPRS) National Park & Recreation Association (NPRA) 101-3005-60691 Maintenance/Services 40,000.00 Weed removal, valve repairs, trail signs, irrigation clock and controller repairs. 101-3005-98130 Park Equipment Maintenance 674,000.00 Annual allocation to Internal Service Fund (Park Equipment, Fund 503). 2019/20 PROPOSED BUDGET 500 500 559 W THIS PAGE INTENTIONALLY LEFT BLANK 560 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 3008 - Public Buildings 50 - Salaries and Benefits 101-3008-50101 Permanent Full Time 278,029 283,300 292,800 251,967 284,100 (8,700) -3 % 101-3008-50105 Salaries - Overtime 571 0 0 1,874 0 0 0 % 101-3008-50106 Standby 4,402 3,400 3,400 6,266 3,700 300 9 % 101-3008-50107 Standby Overtime 2,397 1,400 1,400 2,965 2,800 1,400 100 % 101-3008-50150 Other Compensation 482 500 500 431 500 0 0 % 101-3008-50200 PERS-City Portion 41,513 24,400 24,700 20,665 22,800 (1,900) -8 % 101-3008-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-3008-50221 Medical Insurance 55,157 78,100 79,100 49,453 80,000 900 1 % 101-3008-50222 Vision Insurance 831 0 0 687 0 0 0% 101-3008-50223 Dental Insurance 2,246 0 0 2,040 0 0 0% 101-3008-50224 Life Insurance 310 0 0 116 0 0 0% 101-3008-50225 Long Term Disability 2,718 3,100 3,100 1,252 1,700 (1,400) -45 % 101-3008-50230 Workers Comp Insurance 29,500 13,100 13,100 9,825 14,800 1,700 13 101-3008-50240 Social Security -Medicare 4,186 4,100 4,200 3,854 4,200 0 0 % 50 - Salaries and Benefits Totals: 422,341 411,500 422,400 351,397 414,600 (7,800) -2 60 - Contract Services 101-3008-60115 Janitorial 82,310 122,000 122,000 95,618 128,000 6,000 5 % 101-3008-60116 Pest Control 4,694 4,000 4,000 3,528 4,000 0 0 % 101-3008-60123 Security & Alarm 5,468 7,000 7,000 9,005 8,000 1,000 14 % 101-3008-60196 Annual Permits/Inspectioi 4,203 2,000 2,000 4,136 4,000 2,000 100 60 - Contract Services Totals: 96,675 135,000 135,000 112,287 144,000 9,000 7 61 - Office Supplies 101-3008-60400 Office Supplies 5 0 0 0 I 0 0 0% 61 - Office Supplies Totals: 5 0 0 0 0 0 0 0/0 62 - Maintenance & Operations 101-3008-60320 Travel & Training 101-3008-60420 Operating Supplies 101-3008-60427 Safety Gear 101-3008-60431 Materials/Supplies 101-3008-60432 Tools/Equipment 101-3008-60481 Office Supplies 101-3008-60664 Fire Extinguisher/First Aic 101-3008-60667 HVAC 101-3008-60690 Uniforms 101-3008-60691 Maintenance/Services 101-3008-61702 Facility Rent 62 - Maintenance & Operations Totals: 66 - Utilities 101-3008-61100 Utilities - Gas 101-3008-61101 Utilities - Electricity 101-3008-61200 Utilities - Water 66 - Utilities Totals 605 2,000 2,000 2,183 5,000 3,000 150 % 102 0 0 368 0 0 0% 1,022 1,000 1,000 571 1,000 0 0 % 25,851 25,000 25,000 25,612 25,000 0 0 % 8,737 8,000 8,000 6,739 8,000 0 0 % 812 1,000 1,000 164 500 (500) -50 % 574 10,000 10,000 1,300 0 (10,000) -100 % 25,357 30,000 30,000 29,770 30,000 0 0 % 729 1,000 1,000 656 1,000 0 0 % 53,170 50,000 52,000 43,028 50,000 (2,000) -4 % 671,274 671,600 671,600 668,511 1,000 (670,600) -100 % 788,235 799,600 801,600 778,902 121,500 (680,100) -850/0 4,390 5,000 5,000 6,865 128,235 120,000 120,000 101,590 6,487 6,000 6,000 5,628 5,000 0 0 % 130,000 10,000 8 % 6,000 0 0 % 139,111 131,000 131,000 114,084 141,000 10,000 8 0/0 561 Year -to -Date totals are as of 5/10/19. 40 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 68 - Capital Expenses 101-3008-71021 Furniture 0 0 0 1,702 I 0 0 0% 68 - Capital Expenses Totals: 0 0 0 1,702 0 0 0 69 - Internal Service Charges 101-3008-91842 Liability Insurance & Clair 75,000 80,000 80,000 60,000 81,000 1,000 1 % 101-3008-98110 Information Tech Charge! 83,800 92,000 92,000 69,000 108,800 16,800 18 101-3008-98140 Facility & Fleet Maintenar 34,600 97,700 97,700 73,275 88,400 (9,300) -10 69 - Internal Service Charges Totals: 193,400 269,700 269,700 202,275 278,200 8,500 3 3008 - Public Buildings Totals: 1,639,767 1,746,800 1,759,700 1,560,646 1,099,300 (660,400) -38 * Year -to -Date totals are as of 5/10/19. 41 562 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 3008 - Public Buildings 101-3008-50101 Permanent Full Time 284,100.00 40% - Facilities Director (40% Parks Maintenance, 20% Silverrock Resort Fund) 100% - Buildings Superintendent 100% - Maintenance and Operations Technician 100% - Maintenance Worker I 50% - Management Assistant (50% Parks Maintenance) In FY 2019/20, the Facilities Worker I was reclassified as a Maintenance and Operations Technician. The Facilities Maintenance Coordinator position was transferred to the Gas Tax Fund and the Maintenance Worker I position was transferred from the Lighting and Landscape Fund. 101-3008-60115 Janitorial 128,000.00 Janitorial services for all public buildings including parks. 101-3008-60320 Travel & Training 5,000.00 League of California Cities HVAC Training 101-3008-60667 HVAC 30,000.00 For all public buildings including City Hall, Fritz Burns Pool, La Quinta Park, Maintenance Yard, Public Works Office, Sports Complex, and Wellness Center. 101-3008-60691 Maintenance/Services 50,000.00 Public building repairs and maintenance. 101-3008-61702 Facility Rent 1,000.00 Finance Authority requires an annual State Controller's Report. The 1996 Civic Center Bond was paid off in October 2018. 2019/20 PROPOSED BUDGET 42 563 THIS PAGE INTENTIONALLY LEFT BLANK 564 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 7003 - Streets 60 - Contract Services 101-7003-60103 Professional Services 0 0 0 0 I 200 200 0% 60 - Contract Services Totals: 0 0 0 0 200 200 0 0/0 62 - Maintenance & Operations 101-7003-60320 Travel & Training 101-7003-60351 Membership Dues 101-7003-60400 Office Supplies 101-7003-60420 Operating Supplies 101-7003-60432 Tools/Equipment 62 - Maintenance & Operations Totals 4,155 5,000 5,000 2,115 5,000 0 0 % 245 400 400 145 800 400 100 % 598 1,000 1,000 801 1,000 0 0 % 2,161 5,000 5,000 4,333 5,500 500 10 % 3,300 3,500 3,500 7,125 7,000 3,500 100 % 10,459 14,900 14,900 14,519 19,300 4,400 30 68 - Capital Expenses 101-7003-80100 Machinery & Equipment 0 0 0 0 I 55,000 55,000 0% 68 - Capital Expenses Totals: 0 0 0 0 55,000 55,000 0 0/0 7003 - Streets Totals: 10,459 14,900 14,900 14,519 74,500 59,600 400 * Year -to -Date totals are as of 5/10/19. 43 565 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Department : 7003 -Streets 101-7003-60103 Professional Services 200.00 Storm water application fee. 101-7003-60320 Travel & Training 5,000.00 Onsite hearing tests, American Traffic Safety Services Association 101-7003-60351 Membership Dues 800.00 CA Park and Recreations American Traffic Safety Services Association 101-7003-80100 Machinery & Equipment 55,000.00 Stormdrain vacuum extrator machine. Expense is reimbursable with CSA 152 funds. 566 44 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 6001 - Design & Development Administration 50 - Salaries and Benefits 101-6001-50101 Permanent Full Time 364,931 580,400 602,700 429,008 540,500 (62,200) -10 % 101-6001-50105 Salaries - Overtime 1,681 0 0 370 0 0 0 % 101-6001-50106 Standby 2,190 0 0 5,325 0 0 0% 101-6001-50110 Commissions & Boards 9,766 10,500 10,500 10,284 8,400 (2,100) -20 101-6001-50150 Other Compensation 13 500 500 400 500 0 0 % 101-6001-50200 PERS-City Portion 79,287 45,100 46,900 33,671 44,700 (2,200) -5 % 101-6001-50210 PERS-Survivor Benefits 0 300 300 0 0 (300) -100 % 101-6001-50221 Medical Insurance 71,632 170,200 172,300 76,591 143,600 (28,700) -17 101-6001-50222 Vision Insurance 1,293 0 0 1,191 0 0 0% 101-6001-50223 Dental Insurance 9,244 0 0 8,783 0 0 0% 101-6001-50224 Life Insurance 414 0 0 222 0 0 0% 101-6001-50225 Long Term Disability 3,709 5,800 5,800 2,079 2,800 (3,000) -52 % 101-6001-50230 Workers Comp Insurance 19,200 14,100 14,100 10,575 13,100 (1,000) -7 101-6001-50240 Social Security -Medicare 5,585 8,400 8,800 6,496 7,900 (900) -10 101-6001-50241 Social Security -FICA 398 0 0 556 0 0 0% 101-6001-50250 Vehicle Reimbursement 98 0 0 0 0 0 0% 101-6001-50300 Employee Recognition 2,000 0 0 0 0 0 0% 50 - Salaries and Benefits Totals: 571,442 835,300 861,900 585,551 761,500 (100,400) -12 60 - Contract Services 101-6001-60103 Professional Services 54,867 75,000 125,000 27,434 0 (125,000) -100 % 101-6001-60104 Consultants 22,367 65,000 65,000 8,285 25,000 (40,000) -62 60 - Contract Services Totals: 77,234 140,000 190,000 35,719 25,000 (165,000) -87 62 - Maintenance & Operations 101-6001-60102 Administration 101-6001-60320 Travel & Training 101-6001-60351 Membership Dues 101-6001-60352 Subscriptions & Publicatic 101-6001-60400 Office Supplies 101-6001-60410 Printing 101-6001-60420 Operating Supplies 101-6001-60450 Advertising 62 - Maintenance & Operations Totals: 18,493 15,300 15,300 22,391 3,050 6,600 6,600 4,390 400 1,000 1,000 95 652 500 500 476 7,542 11,000 11,000 4,556 757 1,000 1,000 304 56 0 0 471 19,000 3,700 24 % 10,000 3,400 52 % 400 (600) -60 % 500 0 0 % 11,000 0 0 % 500 (500) -50 % 0 0 0% 6,035 6,800 6,800 7,280 3,000 (3,800) -56 % 36,985 42,200 42,200 39,963 44,400 2,200 5 0/0 69 - Internal Service Charges 101-6001-98110 Information Tech Charge! 54,500 99,000 99,000 74,250 96,400 (2,600) -3 101-6001-98140 Facility & Fleet Maintenar 46,200 65,200 65,200 48,900 59,000 (6,200) -10 69 - Internal Service Charges Totals: 100,700 164,200 164,200 123,150 155,400 (8,800) -5 0/0 �ign & Development Administration Totals: 786,361 1,181,700 1,258,300 784,383 986,300 (272,000) -22 * Year -to -Date totals are as of 5/10/19. 45 567 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 6001 - Design & Development Administration 101-6001-50101 Permanent Full Time 540,500.00 100% - Design & Development Director 100% - Executive Assistant 100% - Management Analyst 100% - Management Specialist 100% - Management Assistant 100% - Administrative Assistant (2) In 2019/20, a decrease due to an Administrative Assistant position transferred to the City Clerk division and the Vacation Rental/License Specialist position allocated to The Hub. 101-6001-60102 Administration 19,000.00 Credit card fees for permits, licenses, etc. 101-6001-60104 Consultants 25,000.00 Disadvantaqed Business Enterprise Proqram Studies and Predesiqn for Projects 101-6001-60320 Travel & Training 10,000.00 Bureau of Indian Affairs (BIA) Meetinqs Coachella Valley APWA Meetinqs Leaque of CA Cities PW Officers Institute Miscellaneous Meetinqs Staff Professional Development 101-6001-60351 Membership Dues 400.00 American Public Works Association (APWA) 101-6001-60352 Subscriptions & Publications M a 500.00 The Desert Sun 101-6001-60410 Printing , 500.00 101-6001-60450 Advertising 3,000.00 2019/20 PROPOSED BUDGET Amount 5,000 20,000 Amount 500 500 2,000 4,000 3,000 Amount 400 Reallocated a portion of this budget to The Hub budget (101- 6006-60450) in 2019/20. 46 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 6002 - Planning 50 - Salaries and Benefits 101-6002-50101 Permanent Full Time 277,911 282,700 294,500 199,288 273,900 (20,600) -7 % 101-6002-50111 Internships 226 0 1,500 1,274 1,500 0 0 % 101-6002-50150 Other Compensation 482 500 500 151 0 (500) -100 % 101-6002-50200 PERS-City Portion 18,900 20,300 21,200 13,129 19,200 (2,000) -9 % 101-6002-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-6002-50215 Other Fringe Benefits 2,408 2,400 2,400 757 0 (2,400) -100 % 101-6002-50221 Medical Insurance 33,899 60,100 60,800 25,847 61,600 800 1 % 101-6002-50222 Vision Insurance 587 0 0 401 0 0 0% 101-6002-50223 Dental Insurance 1,492 0 0 1,157 0 0 0% 101-6002-50224 Life Insurance 206 0 0 56 0 0 0% 101-6002-50225 Long Term Disability 2,709 3,100 3,100 993 1,600 (1,500) -48 % 101-6002-50230 Workers Comp Insurance 8,900 5,000 5,000 3,750 5,600 600 12 101-6002-50240 Social Security -Medicare 4,087 4,100 4,300 2,919 4,000 (300) -7 101-6002-50241 Social Security -FICA 14 0 0 79 0 0 0% 50 - Salaries and Benefits Totals: 351,820 378,300 393,400 249,801 367,400 (26,000) -7 0/6 60 - Contract Services 101-6002-60103 Professional Services 70,527 313,000 313,000 100,858 I 100,000 (213,000) -68 60 - Contract Services Totals: 70,527 313,000 313,000 100,858 100,000 (213,000) -68 62 - Maintenance & Operations 101-6002-60320 Travel & Training 6,599 16,000 14,500 8,437 14,000 (500) -3 % 101-6002-60351 Membership Dues 525 1,300 1,300 755 1,000 (300) -23 101-6002-60352 Subscriptions & Publicatic 109 500 500 90 500 0 0 % 101-6002-60410 Printing 0 2,000 2,000 0 0 (2,000) -100 % 101-6002-60450 Advertising 15,809 11,000 11,000 9,312 12,000 1,000 9 % 62 - Maintenance & Operations Totals: 23,042 30,800 29,300 18,594 27,500 (1,800) -6 69 - Internal Service Charges 101-6002-98110 Information Tech Charge! 25,200 35,000 35,000 26,250 41,300 6,300 18 101-6002-98140 Facility & Fleet Maintenar 11,600 0 0 0 0 0 0% 69 - Internal Service Charges Totals: 36,800 35,000 35,000 26,250 41,300 6,300 18 0/0 6002 - Planning Totals: 482,189 757,100 770,700 395,504 536,200 (234,500) -30 * Year -to -Date totals are as of 5/10/19. 47 569 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 6002 - Planning 101-6002-50101 Permanent Full Time 273,900.00 100% - Planning Manager 100% - Senior Planner 100% - Associate Planner 101-6002-60103 Professional Services 100,000.00 Professional Planning Environmental Services Specific Plan Amendments 2019/20 decrease due to Highway 111 Corridor project budgeted in 2018/19. 101-6002-60320 Travel & Training 14,000.00 APA Conference - Planning Manager APA Conference - Senior Planner Associate Planner Training Planning Commissioners Academy - League of Cities 101-6002-60351 Membership Dues 1,000.00 American Planninq Association (APA) 101-6002-60352 Subscriptions & Publications 500.00 International Cost Engineering Council - CEQA Books 101-6002-60450 Advertising 12,000.00 Planning Hearing Notices Outreach Workshops Amount Amount 2019/20 PROPOSED BUDGET 1,500 1,500 1,000 10,000 1,000 48 570 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 6003 - Building 50 - Salaries and Benefits 101-6003-50101 Permanent Full Time 320,812 373,300 383,900 313,829 452,400 68,500 18 % 101-6003-50105 Salaries - Overtime 0 0 0 9,175 0 0 0% 101-6003-50150 Other Compensation 1,895 2,400 2,400 2,157 2,900 500 21 101-6003-50200 PERS-City Portion 52,642 28,700 29,500 24,633 36,500 7,000 24 % 101-6003-50210 PERS-Survivor Benefits 0 200 200 0 0 (200) -100 % 101-6003-50221 Medical Insurance 70,874 100,100 101,400 57,281 123,100 21,700 21 101-6003-50222 Vision Insurance 908 0 0 944 0 0 0% 101-6003-50223 Dental Insurance 4,662 0 0 4,830 0 0 0% 101-6003-50224 Life Insurance 276 0 0 129 0 0 0% 101-6003-50225 Long Term Disability 3,053 4,000 4,000 1,679 2,600 (1,400) -35 % 101-6003-50230 Workers Comp Insurance 11,800 8,300 8,300 6,225 11,200 2,900 35 101-6003-50240 Social Security -Medicare 4,710 5,500 5,600 4,709 6,600 1,000 18 101-6003-50300 Employee Recognition 4,000 0 0 0 0 0 0% 50 - Salaries and Benefits Totals: 475,631 522,500 535,300 425,592 635,300 100,000 19 0/0 60 - Contract Services 101-6003-60118 Plan Checks 150,295 324,000 324,000 51,876 I 200,000 (124,000) -38 60 - Contract Services Totals: 150,295 324,000 324,000 51,876 200,000 (124,000) -38 62 - Maintenance & Operations 101-6003-60320 Travel & Training 101-6003-60351 Membership Dues 101-6003-60352 Subscriptions & Publicatic 101-6003-60420 Operating Supplies 101-6003-60425 Supplies - Field 62 - Maintenance & Operations Totals: 1,570 4,000 4,000 3,766 8,000 4,000 100 % 250 700 700 465 500 (200) -29 % 165 1,000 1,000 186 7,000 6,000 600 % 1,609 1,800 1,800 429 1,500 (300) -17 % 0 1,000 1,000 743 1,000 0 0 % 3,594 8,500 8,500 5,589 18,000 9,500 112 65 - Repair & Maintenance 101-6003-60690 Uniforms 0 0 0 0 I 3,000 3,000 0% 65 - Repair & Maintenance Totals: 0 0 0 0 3,000 3,000 0 0/0 69 - Internal Service Charges 101-6003-98110 Information Tech Charge! 33,600 58,200 58,200 43,650 82,600 24,400 42 101-6003-98140 Facility & Fleet Maintenar 23,100 48,900 48,900 36,675 44,200 (4,700) -10 69 - Internal Service Charges Totals: 56,700 107,100 107,100 80,325 126,800 19,700 18 0/0 6003 - Building Totals: 686,220 962,100 974,900 563,382 983,100 8,200 1 0/0 * Year -to -Date totals are as of 5/10/19. 49 571 CITY OF LA QUINTA Department : 6003 - Building GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET 101-6003-50101 Permanent Full Time 452,400.00 100% - Building Official 100% - Plans Examiner/Inspection Supervisor 100% - Building Inspector II (2) 100% - Building Inspector I 100% - Plans Examiner In FY 2019/20, the Plans Examiner position was added to this division. 101-6003-60118 Plan Checks 200,000.00 Reduced in 2019/20 with the addition of a new full-time Plans Examiner position. 101-6003-60320 Travel & Training 8,000.00 CA Building Officials (CALBO) International Code Council Certifications 101-6003-60351 Membership Dues 500.00 CA Building Officials International Association of Plumbing and Mechanical Officials 101-6003-60352 Subscriptions & Publications 7,000.00 Updated California Building Code books needed. a 572 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 6006 - The Hub 50 - Salaries and Benefits 101-6006-50101 Permanent Full Time 425,657 375,500 384,000 249,737 522,100 138,100 36 % 101-6006-50102 Salaries - Part Time 65,688 93,000 93,000 34,705 50,600 (42,400) -46 101-6006-50200 PERS-City Portion 78,335 32,000 36,100 21,617 47,700 11,600 32 % 101-6006-50210 PERS-Survivor Benefits 0 200 200 0 0 (200) -100 % 101-6006-50221 Medical Insurance 91,083 110,100 111,500 56,832 164,100 52,600 47 101-6006-50222 Vision Insurance 1,275 0 0 802 0 0 0% 101-6006-50223 Dental Insurance 7,651 0 0 4,552 0 0 0% 101-6006-50224 Life Insurance 456 0 0 134 0 0 0% 101-6006-50225 Long Term Disability 4,388 4,000 4,000 1,403 3,000 (1,000) -25 % 101-6006-50230 Workers Comp Insurance 16,200 9,200 9,200 6,900 15,000 5,800 63 101-6006-50240 Social Security -Medicare 7,170 5,300 6,800 4,125 7,600 800 12 101-6006-50241 Social Security -FICA 1,016 0 0 703 0 0 0% 101-6006-50300 Employee Recognition 2,000 0 0 0 0 0 0% 50 - Salaries and Benefits Totals: 700,920 629,300 644,800 381,509 810,100 165,300 26 % 60 - Contract Services 101-6006-60103 Professional Services 0 5,000 5,000 2,500 205,000 200,000 4,000 101-6006-60104 Consultants 0 10,000 10,000 0 0 (10,000) -100 % 101-6006-60125 Temporary Agency Servic 8,199 0 5,700 42,402 0 (5,700) -100 % 60 - Contract Services Totals: 8.199 15.000 20.700 44.902 205.000 184.300 890 % 62 - Maintenance & Operations 101-6006-60137 Community Special Event 101-6006-60320 Travel & Training 101-6006-60351 Membership Dues 101-6006-60352 Subscriptions & Publicatic 101-6006-60420 Operating Supplies 62 - Maintenance & Operations Totals: 63 -Insurance 101-6006-60450 Advertising 63 - Insurance Totals: 44 1,000 1,000 44 500 (500) -50 % 7,977 9,600 9,600 1,693 9,600 0 0 % 185 500 500 100 200 (300) -60 % 0 1,000 1,000 0 0 (1,000) -100 % 3,000 7,000 7,000 5,150 8,500 1,500 21 % 11,206 19,100 19,100 6,987 18,800 (300) -2 0 0 0 0 6,000 6,000 0% 0 0 0 0 6.000 6.000 00/0 69 - Internal Service Charges 101-6006-98110 Information Tech Charge! 46,100 64,100 64,100 48,075 I 110,200 46,100 72 69 - Internal Service Charges Totals: 46,100 64,100 64,100 48,075 110,200 46,100 72 % 6006 - The Hub Totals: 766,425 727,500 748,700 481,474 1,150,100 401,400 54 0/b * Year -to -Date totals are as of 5/10/19. 51 573 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 6006 - The Hub 101-6006-50101 Permanent Full Time 522,100.00 100% - Hub Manager 100% - Management Specialist 100% - Permit Technician (5) 100% - Administrative Assistant In 2019/20, a Permit Technician and an Administrative Assistant was added to this division. The Manager was reclassified as a Hub Manager and the Vacation Rental/License Specialist was reclassified as a Management Specialist. 101-6006-50102 Salaries - Part Time 50,600.00 100% Part -Time sequel writer for software programming and design. 101-6006-60103 Professional Services 205,000.00 In 2019/20, short-term vacational rental compliance vendor relocated from 101-6001-60103 ( D & D Administration department). 101-6006-60137 Community Special Events 500.00 Short-term vacation rental meetings with the community. 101-6006-60320 Travel & Training 9,600.00 CRW Administration Traininq Permit Technician Traininq TRAKiT Conference 101-6006-60351 Membership Dues 200.00 TRAKiT Membership 101-6006-60450 Advertising 6,000.00 Expenses moved from D & D Administration (101-6001-60450) to The Hub in 2019/20. Used for short-term vacation mailers. 52 2019/20 PROPOSED BUDGET Amount 1,600 6,000 2,000 Amount 200 574 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 7002 - Public Works Development Services 50 - Salaries and Benefits 101-7002-50101 Permanent Full Time 237,643 323,100 335,400 205,768 335,400 0 0 % 101-7002-50150 Other Compensation 482 500 500 431 500 0 0 % 101-7002-50200 PERS-City Portion 57,851 31,100 32,300 21,830 34,500 2,200 7 % 101-7002-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 101-7002-50221 Medical Insurance 23,650 60,100 60,800 23,086 61,600 800 1 % 101-7002-50222 Vision Insurance 312 0 0 259 0 0 0% 101-7002-50223 Dental Insurance 2,062 0 0 1,923 0 0 0% 101-7002-50224 Life Insurance 137 0 0 52 0 0 0% 101-7002-50225 Long Term Disability 2,033 3,000 3,000 878 1,600 (1,400) -47 % 101-7002-50230 Workers Comp Insurance 5,900 5,000 5,000 3,750 5,600 600 12 101-7002-50240 Social Security -Medicare 3,481 4,700 4,900 3,073 4,900 0 0 % 101-7002-50250 Vehicle Reimbursement 2,408 2,400 2,400 2,157 2,400 0 0 % 101-7002-50300 Employee Recognition 0 0 4,000 4,000 0 (4,000) -100 % 50 - Salaries and Benefits Totals: 335,959 430,000 448,400 267,207 446,500 (1,900) 0 0/0 60 - Contract Services 101-7002-60103 Professional Services 31,772 75,000 75,000 53,689 85,000 10,000 13 101-7002-60104 Consultants 0 5,000 5,000 3,500 5,000 0 0 % 101-7002-60183 Map/Plan Checking 85,066 150,000 150,000 46,836 120,000 (30,000) -20 60 - Contract Services Totals: 116,838 230,000 230,000 104,025 210,000 (20,000) -9 0/0 62 - Maintenance & Operations 101-7002-60320 Travel & Training 125 4,000 4,000 45 6,000 2,000 50 % 101-7002-60351 Membership Dues 495 700 700 528 1,000 300 43 101-7002-60352 Subscriptions & Publicatic 32 500 500 0 0 (500) -100 % 101-7002-60410 Printing 462 500 500 0 0 (500) -100 % 101-7002-60420 Operating Supplies 0 1,000 1,000 0 1,000 0 0 % 62 - Maintenance & Operations Totals: 1,114 6,700 6,700 572 8,000 1,300 19 0/0 63 -Insurance 101-7002-60450 Advertising 0 0 0 0 I 500 500 0% 63 - Insurance Totals: 0 0 0 0 500 500 0 0/0 69 - Internal Service Charges 101-7002-98110 Information Tech Charge! 16,800 35,000 35,000 26,250 41,300 6,300 18 101-7002-98140 Facility & Fleet Maintenar 23,100 32,600 32,600 24,450 29,500 (3,100) -10 69 - Internal Service Charges Totals: 39,900 67,600 67,600 50,700 70,800 3,200 5 0/0 lublic Works Development Services Totals: 493,811 734,300 752,700 422,505 735,800 (16,900) -2 * Year -to -Date totals are as of 5/10/19. 575 53 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 7002 - Public Works Development Services 101-7002-50101 Permanent Full Time 335,400.00 100% - City Engineer 100% - Associate Engineer (2) 101-7002-60103 Professional Services 85,000.00 National Pollution Discharqe Elimination Systems Stormwater Commercial/Restaurant State Mandate 101-7002-60104 Consultants 5,000.00 Project Consulting Services 101-7002-60183 Map/Plan Checking 120,000.00 On call map checking and engineering civil plan check services. 101-7002-60320 Travel & Training 6,000.00 For various training events including Desert Valley Builders Association meetings, American Public Works Association, Professional Engineering Review courses, and water quality/ flood seminars. 101-7002-60351 Membership Dues 1,000.00 American Public Works Association (APWA) Board of Civil Enqineers License Other Professional Organizations 101-7002-60450 Advertising 500.00 Public hearing notices 2019/20 PROPOSED BUDGET Amount 60,000 25,000 Amount 5,000 Amount 400 300 300 576 54 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 7006 - Engineering Services 50 - Salaries and Benefits 101-7006-50101 Permanent Full Time 435,278 517,300 528,400 317,764 540,200 11,800 2 % 101-7006-50105 Salaries - Overtime 2,804 5,300 5,300 417 2,000 (3,300) -62 % 101-7006-50106 Standby 15,584 21,100 21,100 9,411 21,100 0 0 % 101-7006-50107 Standby Overtime 4,207 0 0 917 5,700 5,700 0 % 101-7006-50150 Other Compensation 1,245 2,000 2,000 1,294 1,500 (500) -25 101-7006-50200 PERS-City Portion 83,324 46,100 43,200 27,227 46,400 3,200 7 % 101-7006-50210 PERS-Survivor Benefits 0 200 200 0 0 (200) -100 % 101-7006-50221 Medical Insurance 60,801 140,200 141,900 63,215 143,600 1,700 1 % 101-7006-50222 Vision Insurance 876 0 0 900 0 0 0% 101-7006-50223 Dental Insurance 4,684 0 0 4,760 0 0 0% 101-7006-50224 Life Insurance 307 0 0 143 0 0 0% 101-7006-50225 Long Term Disability 3,287 5,600 5,600 1,686 3,100 (2,500) -45 % 101-7006-50230 Workers Comp Insurance 14,800 11,600 11,600 8,700 13,100 1,500 13 101-7006-50240 Social Security -Medicare 6,626 7,600 7,700 4,802 7,900 200 3 % 101-7006-50250 Vehicle Reimbursement 865 0 0 0 0 0 0% 50 - Salaries and Benefits Totals: 634,688 757,000 767,000 441,236 784,600 17,600 2 % 60 - Contract Services 101-7006-60104 Consultants 229,945 20,000 20,000 45,605 60,000 40,000 200 101-7006-60144 Contract Traffic Engineer 225,343 220,000 220,000 132,458 220,000 0 0 % 101-7006-60145 Traffic Counts/Studies 52,380 70,000 70,000 0 50,000 (20,000) -29 101-7006-60146 PM 10 - Dust Control 134,148 98,000 98,000 3,444 25,000 (73,000) -74 60 - Contract Services Totals: 641,816 408,000 408,000 181,508 355,000 (53,000) -13 % 62 - Maintenance & Operations 101-7006-60320 Travel & Training 101-7006-60351 Membership Dues 101-7006-60352 Subscriptions & Publicatic 101-7006-60400 Office Supplies 101-7006-60420 Operating Supplies 101-7006-60421 Supplies - Software 101-7006-60427 Safety Gear 62 - Maintenance & Operations Totals: 3,465 6,500 6,500 4,511 10,000 3,500 54 % 400 1,100 1,100 1,050 1,100 0 0 % 64 500 500 60 500 0 0 % 0 1,000 1,000 168 1,000 0 0 % 3,499 4,000 4,000 543 1,000 (3,000) -75 % 361 1,000 1,000 412 0 (1,000) -100 % 2,429 2,900 2,900 472 2,900 0 0 % 10,218 17,000 17,000 7,216 16,500 (500) -3 % 65 - Repair & Maintenance 101-7006-60690 Uniforms 0 0 0 0 I 1,500 1,500 0% 65 - Repair & Maintenance Totals: 0 0 0 0 1,500 1,500 0 0/0 69 - Internal Service Charges 101-7006-98110 Information Tech Charge! 41,900 81,500 81,500 61,125 96,400 14,900 18 101-7006-98140 Facility & Fleet Maintenar 11,600 0 0 0 0 0 0% 69 - Internal Service Charges Totals: 53,500 81,500 81,500 61,125 96,400 14,900 18 0/0 7006 - Engineering Services Totals: 1,340,222 1,263,500 1,273,500 691,085 1,254,000 (19,500) -2 % * Year -to -Date totals are as of 5/10/19. 55 577 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 7006 - Engineering Services 101-7006-50101 Permanent Full Time 540,200.00 100% - Senior Civil Engineer 100% - Construction Manager/Inspection Supervisor 100% - Construction Inspector (2) 100% - Traffic Operations Analyst 100% - Traffic Signal Technician (2) 101-7006-60104 Consultants 60,000.00 Small Project Desiqn Services 101-7006-60146 PM 10 - Dust Control 25,000.00 Vacant city land dust control 101-7006-60320 Travel & Training 10,000.00 Coachella Valley APWA Meetings Fiber Optic Training Geographic Information Systems Training International Signal Association Cert Training National Pollutant Discharge Elimination System Prevailing Wage/Traffic Signal Control 101-7006-60351 Membership Dues 1,100.00 American Public Works Association (APWA) American Society of Civil Enqineers (ASCE) Institute of Transportation Enqineers (ITE) 101-7006-60352 Subscriptions & Publications 500.00 Subdivision map act books Amount Amount Amount 2019/20 PROPOSED BUDGET 400 3,500 2,000 1,000 1,700 1,400 L11 56 578 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1006 - Finance 50 - Salaries and Benefits 101-1006-50101 Permanent Full Time 606,539 631,300 639,100 640,549 660,800 21,700 3 % 101-1006-50105 Salaries - Overtime 994 0 0 0 0 0 0% 101-1006-50110 Commissions & Boards 1,350 3,100 3,100 1,650 3,600 500 16 101-1006-50111 Internships 0 0 0 0 1,500 1,500 0% 101-1006-50150 Other Compensation 481 500 500 388 500 0 0 % 101-1006-50200 PERS-City Portion 66,040 49,600 50,200 51,366 51,200 1,000 2 % 101-1006-50210 PERS-Survivor Benefits 0 200 200 0 0 (200) -100 % 101-1006-50215 Other Fringe Benefits 2,907 2,400 2,400 2,006 2,400 0 0 % 101-1006-50221 Medical Insurance 105,918 158,200 160,100 120,286 162,100 2,000 1 % 101-1006-50222 Vision Insurance 1,302 0 0 1,521 0 0 0% 101-1006-50223 Dental Insurance 6,324 0 0 7,574 0 0 0% 101-1006-50224 Life Insurance 644 0 0 291 0 0 0% 101-1006-50225 Long Term Disability 5,901 6,900 6,900 3,133 3,600 (3,300) -48 % 101-1006-50230 Workers Comp Insurance 23,600 13,100 13,100 9,825 14,800 1,700 13 101-1006-50240 Social Security -Medicare 8,909 9,200 9,300 9,360 9,600 300 3 % 101-1006-50241 Social Security -FICA 56 0 0 102 0 0 0% 50 - Salaries and Benefits Totals: 830,963 874,500 884,900 848,052 910,100 25,200 3 60 - Contract Services 101-1006-60102 Administration 6,767 10,000 7,000 3,742 25,000 18,000 257 % 101-1006-60103 Professional Services 22,421 37,000 66,000 55,214 55,000 (11,000) -17 101-1006-60104 Consultants 21,038 36,000 36,000 27,665 40,000 4,000 11 101-1006-60106 Auditors 56,200 65,000 65,000 40,950 65,000 0 0 % 101-1006-60125 Temporary Agency Servic 0 0 10,000 6,561 15,000 5,000 50 60 - Contract Services Totals: 106,426 148,000 184,000 134,131 200,000 16,000 9 0/0 62 - Maintenance & Operations 101-1006-60137 Community Engagement 101-1006-60320 Travel & Training 101-1006-60351 Membership Dues 101-1006-60352 Subscriptions & Publicatic 101-1006-60400 Office Supplies 101-1006-60410 Printing 101-1006-60420 Operating Supplies 101-1006-60450 Advertising 62 - Maintenance & Operations Totals: 72 1,000 4,000 3,137 3,000 (1,000) -25 % 10,918 15,000 15,000 8,644 15,100 100 1 % 1,212 1,500 1,500 1,970 2,000 500 33 % 2,375 1,400 1,400 1,575 1,600 200 14 % 2,739 5,500 5,500 1,695 4,500 (1,000) -18 % 10,661 9,000 9,000 15,261 5,000 (4,000) -44 % 293 0 0 15,130 0 0 0% 1,134 1,500 1,500 376 4,000 2,500 167 29,405 34,900 37,900 47,788 35,200 (2,700) -7 0/6 69 - Internal Service Charges 101-1006-98110 Information Tech Charge! 67,100 92,000 92,000 69,000 I 107,850 15,850 17 69 - Internal Service Charges Totals: 67,100 92,000 92,000 69,000 107,850 15,850 17 1006 - Finance Totals: 1,033,895 1,149,400 1,198,800 1,098,971 1,253,150 54,350 5 0/0 * Year -to -Date totals are as of 5/10/19. 57 579 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 1006 - Finance 101-1006-50101 Permanent Full Time 660,800.00 90% - Finance Director (10% Housing Fund) 100% - Financial Services Analyst 100% - Senior Accountant 100% - Accountant 100% - Junior Accountant 100% - Account Technician (2) 100% - Management Assistant 101-1006-60102 Administration 25,000.00 Bank Service Fees Armored Car Service Fiscal Custodian Fees - new in 2019/20 101-1006-60103 Professional Services 55,000.00 Annual Budget -at -a -Glance Bankinq Services Implementation Miscellaneous Accountinq Services OPEB Annual Valuation, Retiree Health Benefits Professional Accountinq Support State Controller's Report - Citywide Third Party Audits, Internal Control Verifications 101-1006-60104 Consultants 40,000.00 Property Tax Revenue Analysis Sales Tax Revenue Analysis 101-1006-60125 Temporary Agency Services 15,000.00 Department wide cross -training underway. Temporary support for up to 6 months. 101-1006-60137 Community Engagement 3,000.00 Annual Budget Community Workshop Amount Amount 2019/20 PROPOSED BUDGET 5,000 10,000 8,000 4,000 15,000 3,000 10,000 22,000 18,000 .E CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 101-1006-60320 Travel & Training 15,100.00 Annual GASB Update Traininq (4 staff) CalPERS Conference in Oakland (2 staff) CSMFO Annual Conference in Anaheim (3 Staff) Tyler Financial Software Traininq in CA Various half -day classes: CSMFO, GFOA 101-1006-60351 Membership Dues 2,000.00 CA Municipal Finance Officers Association (CSMFO) CA Municipal Treasurer Association (CMTA) Government Finance Officers Association (GFOA) 101-1006-60352 Subscriptions & Publications 1,600.00 CAFR Statistical Data Reports GASB Implementation Updates 101-1006-60410 Printing 5,000.00 Accounts Payable & Payroll Checks Budget and Financial Reports - Covers, Tabs Financial Advisory Commission Reports 101-1006-60450 Advertising Surplus Sales 4,000.00 Amount 2019/20 PROPOSED BUDGET 600 3,000 6,000 2,500 3,000 a 581 THIS PAGE INTENTIONALLY LEFT BLANK 582 CITY OF LA QUINTA GENERAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 1007 - Central Services 50 - Salaries and Benefits 101-1007-50109 Vacation & Sick Leave Bu 91,258 140,000 140,000 80,270 150,000 10,000 7 % 101-1007-50115 Contingency for Staffing 0 340,000 91,352 3,000 400,000 308,648 338 % 101-1007-50116 PERS - OPEB Trust Contri 1,523,400 0 0 0 0 0 0 % 101-1007-50117 PERS - Unfunded Pension 0 711,900 724,348 727,994 860,000 135,652 19 % 101-1007-50118 Pension Trust Contributio 0 0 6,540,000 0 0 (6,540,000) -100 % 101-1007-50240 Social Security -Medicare 1,323 0 0 1,164 0 0 0% 101-1007-50243 Employer Contrib Retiree 30,020 30,000 30,000 26,308 33,000 3,000 10 % 101-1007-50244 State Unemployment Insi 0 0 0 0 10,000 10,000 0 % 50 - Salaries and Benefits Totals: 1,646,001 1,221,900 7,525,700 838,736 1,453,000 (6,072,700) -81 % 62 - Maintenance & Operations 101-1007-60351 Membership Dues 101-1007-60401 Operating Supplies 101-1007-60402 Forms, Copier Paper 101-1007-60403 Citywide Conf Room Sup[ 101-1007-60405 Miscellaneous Supplies 101-1007-60470 Postage 101-1007-60535 Sales Tax Reimbursemen 101-1007-60536 TOT Resort Rebate Progn 101-1007-60661 Postage Machine 101-1007-60663 Typewriters 62 - Maintenance & Operations Totals: 120 724 7,535 12,123 0 22,720 50,020 10,000 8,834 200 2,500 15,000 11,000 3,000 30,000 35,000 100,000 9,000 200 2,500 15,000 11,000 3,000 30,000 35,000 190,000 9,000 120 11,391 12,309 1,829 25,748 38,267 82,500 6,242 200 2,000 12,000 14,000 3,000 30,000 50,000 100,000 12,000 (500) (3,000) 3,000 0 15,000 (90,000) 3,000 0 % -20 % -20 % 27 % 0 % 0 % 43 % -47 % 33 % 152 400 400 455 0 (400) -100 % 112,228 206,100 296,100 178,860 223,200 (72,900) -25 0/b 68 - Capital Expenses 101-1007-71050 Buildings 0 0 400,000 100,000 0 (400,000) -100 % 101-1007-74010 Land Acquisition 0 0 1,600,000 1,800 60,000 (1,540,000) -96 % 101-1007-74014 Land Improvements 0 0 0 28,924 0 0 0% 101-1007-80101 Machinery & Equipment 0 0 21,250 19,419 0 (21,250) -100 % 68 - Capital Expenses Totals: 0 0 2,021,250 150,143 60,000 (1,961,250) -97 % 69 - Internal Service Charges 101-1007-91842 Liability Insurance & Clair 101-1007-91843 Property & Crime Insurar 101-1007-91844 Earthquake Insurance 101-1007-98110 Information Tech Charge! 101-1007-98140 Facility & Fleet Maintenar 69 - Internal Service Charges Totals: 449,000 458,600 458,600 343,950 440,000 (18,600) -4 % 29,000 30,000 30,000 22,500 28,000 (2,000) -7 % 81,000 85,000 85,000 63,750 86,000 1,000 1 % 41,900 58,200 58,200 43,650 68,900 10,700 18 34,100 48,900 48,900 36,675 44,200 (4,700) -10 635,000 680,700 680,700 510,525 667,100 (13,600) -2 % 99 - Transfers Out 101-1007-99900 Transfers Out 5,824,567 7,109,763 14,560,291 2,886,845 I 9,953,100 (4,607,191) -32 99 - Transfers Out Totals: 5,824,567 7,109,763 14,560,291 2,886,845 9,953,100 (4,607,191) -32 % 1007 - Central Services Totals: 8,217,796 9,218,463 25,084,041 4,565,109 12,356,400 (12,727,641) -51 % * Year -to -Date totals are as of 5/10/19. a 583 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES Department : 1007 - Central Services 101-1007-50115 Contingency for Stafffing 400,000.00 Staff Development: - Reward Performance - Work within Class and Compensation Structure - Manage PERS Increases - Ensure job rates reflect market rates 101-1007-50117 PERS - Unfunded Pension Liabi 860,000.00 Annual minimum PERS requirement to long-term liability. Tier 1 - Classic $843,000 Tier 2 $5,000 PEPRA Tier $12,000 101-1007-50244 State Unemployment Insuranc 10,000.00 Expense moved from Human Resources budget to Centralized Services in 2019/20. 101-1007-60351 Membership Dues 200.00 Costco membership 101-1007-60535 Sales Tax Reimbursements 50,000.00 Sales tax sharing agreement - Shovlin (Hobby Lobby) Increase in 2019/20 due to Measure G sales tax. 101-1007-60536 TOT Resort Rebate Program 100,000.00 To promote new tourism activities within the City and encourage citywide participation and innovation proposals. Rebate for hotels collecting resort fees up to $50,000 per proposal. 101-1007-74010 Land Acquisition 60,000.00 2019/20 PROPOSED BUDGET 61 CITY OF LA QUINTA GENERAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET CV Link Boundary Adjustment of Evacuation Channel Local Agency Formation Commission (LAFCO) $10,000 Engineering Maps/Legal $50,000. Unexpended amount for 2018/19 will be discussed in a fourth quarter budget report. 101-1007-99900 Transfers Out 9,953,100.00 Amount Art in Public Places - Maintenance/Installation CIP GF - Auto Dealership Siqnaqe CIP GF - Citywide Catch Basin Modifications CIP GF - Citywide Drainaqe Enhancements CIP GF - Citywide Pavement Project Fund CIP GF - Cove Public Restroom CIP GF - LLD Island Improvements CIP GF - Sidewalk & ADA Ramp Improvements Gas Tax Fund - Street Siqn Improvements, Cove Gas Tax Fund - Supplement Street Maint. Operation Law Enforcement Fund - Deceased LQ Officers LLD Fund - Supplement Maint. Operations Measure G - Art Plaza Promenade Measure G - Corp. Yard Admin./Crew Quarters Measure G - Hwy 111 Corridor Implementation Measure G - Landscape Renovation Improvements PARS Supplemental Pension Plan SilverRock Resort Other Notes for Salaries and Benefits Variances - 100,000 300,000 250,000 477,000 1,000,000 64,000 500,000 75,000 250,000 350,000 2,000 700,000 310,000 411,000 1,000,000 3,859,100 5,000 300,000 101-1007-50116, PERS - OPEB Trust Contribution was a lump sum expense in 2017/18 to open a new Other Post -Employment Benefit Trust using General Fund reserves designated for this purpose. 101-1007-50118, Pension Trust Contribution was an initial contribution expense in 2018/19 to open a new Citywide Pension Trust using General Fund reserves designated for this purpose. 585 62 CITY OF LA QUINTA INTERNAL SERVICE FUNDS REVENUES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/1 in Budget 501 - FACILITY & FLEET REPLACEMENT 501-0000-41900 Allocated Interest 22,039 12,000 27,000 58,845 30,000 3,000 11 501-0000-42207 Capital Contribution 13,379 0 0 0 0 0 0% 501-0000-43636 FMP Equipment Cha 564,000 911,700 911,700 683,775 869,200 (42,500) -5 % 501-0000-45000 Sale of Other AssetE 130,235 0 0 25,025 1,000 1,000 0 % WILITY & FLEET REPLACEMENT Totals: 729,652 923,700 938,700 767,645 900,200 (38,500) -4 % 502 - INFORMATION TECHNOLOGY 502-0000-41900 Allocated Interest 502-0000-42207 Capital Contribution 502-0000-43610 Technology Support 502-0000-43611 Technology Enhance 502-0000-45000 Sale of Other Asset_ 502-0000-49500 Transfers In - INFORMATION TECHNOLOGY Totals: 503 - PARK EQUIP & FACILITY FUND 503-0000-41900 Allocated Interest 503-0000-43620 Park Facility Charge PARK EQUIP & FACILITY FUND Totals: 4,622 2,500 4,500 16,547 11,000 6,500 144 % 89,680 0 0 0 0 0 0% 733,000 1,178,300 1,178,300 810,675 1,364,400 186,100 16 % 17,142 9,000 19,000 17,230 19,000 0 0 % 125 0 0 3,934 0 0 0% 0 0 295,000 0 0 (295,000) -100 % 844,569 1,189,800 1,496,800 848,386 1,394,400 (102,400) -7 0/6 23,429 300.000 10,000 65,000 25,000 67,057 491.250 45,000 20,000 80 % 74,000 9,000 1 % 323,429 675,000 690,000 558,307 719,000 29,000 4 504-INSURANCE FUND 504-0000-41900 Allocated Interest 2,982 1,000 1,000 (767) 1,000 0 0 % 504-0000-42000 Insurance Recoverie 3,986 0 0 0 0 0 0% 504-0000-43637 Insurance Charges 989,000 922,600 922,600 691,950 928,500 5,900 1 % 504 - INSURANCE FUND Totals: 995,968 923,600 923,600 691,183 929,500 5,900 1 0/0 NON -GENERAL FUND REVENUE 2,893,618 3,712,100 4,049,100 2,865,521 1 3,943,100 (106,000) -3 * Year -to -Date totals are as of 5/10/19. 63 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 501 - FACILITY & FLEET REPLACEMENT 0000 - Undesignated Maintenance & Operations 501-0000-60148 Car Washes 12,255 10,000 10,000 9,204 0 (10,000) -100 % 501-0000-60320 Travel & Training 0 0 0 345 0 0 0% 501-0000-60674 Fuel & Oil 54,198 50,000 50,000 48,993 50,000 0 0% 501-0000-60675 Parts & Maintenance Supj 9,667 10,000 10,000 4,797 10,000 0 0 % 501-0000-60676 Vehicle Repair & Mainter 36,098 40,000 40,000 22,595 55,000 15,000 38 501-0000-60678 Street Sweeper 1,825 5,000 5,000 3,777 5,000 0 0 % 501-0000-60679 Motorcycle Repair & Main 9,256 10,000 10,000 10,884 10,000 0 0 % 62 - Maintenance & Operations Totals: 123,298 125,000 125,000 100,594 130,000 5,000 4 Insurance 501-0000-91843 Property & Crime Insurar 10,000 12,000 12,000 9,000 I 12,500 500 4 % 63 - Insurance Totals: 10,000 12,000 12,000 9,000 12,500 500 4 Repair & Maintenance 501-0000-60664 Fire Extinguisher Service 945 0 0 0 I 0 0 0% 65 - Repair & Maintenance Totals: 945 0 0 0 0 0 0 0/0 Capital Expenses 501-0000-71020 Furniture 501-0000-71030 Vehicles, Rentals & Lease 501-0000-71103 Cvc Ctr Bldg Repl/Repair 501-0000-71111 Deprec Exp - Mach & Equ 501-0000-71112 Depreciation Expense - B 501-0000-71113 Depreciation Expense - V 501-0000-71114 Depreciation Expense - M 501-0000-80100 Machinery & Equipment 68 - Capital Expenses Totals: 16,866 20,000 20,000 18,883 30,000 10,000 50 % (129,834) 210,700 210,700 165,722 230,700 20,000 9 % 94,465 225,000 225,000 274,893 175,000 (50,000) -22 % 38,492 25,000 25,000 0 35,000 10,000 40 % 44,098 20,000 20,000 0 35,000 15,000 75 % 67,004 40,000 40,000 0 65,000 25,000 63 5,666 4,000 4,000 0 5,000 1,000 25 % 907 192,000 192,000 169,947 130,000 (62,000) -32 % 137,664 736,700 736,700 629,445 705,700 (31,000) -4 Transfers Out 501-0000-99900 Transfers Out 91,233 50,000 132,084 10,706 I 50,000 (82,084) -62 99 - Transfers Out Totals: 91,233 50,000 132,084 10,706 50,000 (82,084) -62 0000 - Undesignated Totals: 363,141 923,700 1,005,784 749,745 898,200 (107,584) -11 0/0 - FACILITY & FLEET REPLACEMENT Totals: 363,141 923,700 1,005,784 749,745 898,200 (107,584) -11 * Year -to -Date totals are as of 5/10/19. 64 587 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 501 - FACILITY & FLEET REPLACEMENT 501-0000-71030 Vehicles, Rentals & Leases 501-0000-71103 501-0000-80100 230,700.00 Citywide vehicle leases 2019/20 vehicles added for Citizens on Patrol and Emergency Operations Coordinator. Outfitting and upgrades for fire vehicle included in Fire budget. Cvc Ctr Blda Repl/Repair 175,000.00 Courtyard Painting East Wing City Hall Machinery & Equipment 130,000.00 Flail Mower for Weed Abatement Four Arrow Boards on Trailers Two Sign Boards with Trailer Units Amount 25,000 150,000 Amount 50,000 30,000 50,000 65 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 502 - INFORMATION TECHNOLOGY 0000 - Undesignated Salaries and Benefits 502-0000-50101 Permanent Full Time 51,588 50,400 41,500 25,552 39,000 (2,500) -6 % 502-0000-50150 Other Compensation 210 300 300 0 0 (300) -100 % 502-0000-50200 PERS-City Portion 11,725 5,400 2,900 1,583 1,700 (1,200) -41 % 502-0000-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 502-0000-50221 Medical Insurance 7,560 10,100 10,200 5,258 10,300 100 1 % 502-0000-50222 Vision Insurance 90 0 0 89 0 0 0% 502-0000-50223 Dental Insurance 791 0 0 474 0 0 0% 502-0000-50224 Life Insurance 34 0 0 10 0 0 0% 502-0000-50225 Long Term Disability 460 600 600 104 300 (300) -50 % 502-0000-50240 Social Security -Medicare 748 800 700 370 600 (100) -14 50 - Salaries and Benefits Totals: 73,206 67,700 56,300 33,441 51,900 (4,400) -8 0/0 Contract Services 502-0000-60104 Consultants 502-0000-60108 Technical 502-0000-60213 Interest Expense 502-0000-60300 Maintenance Agreements 502-0000-60301 Software Licenses 502-0000-61400 Utilities - Cable 60 - Contract Services Totals; Maintenance & Operations 502-0000-60122 Credit Card Fee 502-0000-60320 Travel & Training 502-0000-60351 Membership Dues 502-0000-60420 Operating Supplies 502-0000-60662 Copiers 62 - Maintenance & Operations Totals 203,918 248,000 248,000 205,266 400,000 152,000 61 % 32,688 0 139,500 40,919 112,000 (27,500) -20 % 647 0 0 0 0 0 0% 5,618 5,000 5,000 4,000 5,000 0 0 % 260,976 300,000 300,000 202,038 320,000 20,000 7 % 22,608 40,000 40,000 29,166 40,000 0 0 % 526,455 593,000 732,500 481,389 877,000 144,500 20 40 0% 0 0 0 0 700 700 0% 0 0 0 (150) 200 200 0% 1,058 10,000 10,000 3,591 10,000 0 0% 61,775 55,000 55,000 46,654 60,000 5,000 9 % 62,873 65,000 65,000 50,095 70,900 5,900 9 0/0 Utilities 502-0000-61300 Utilities - Telephone 2,629 53,000 163,000 27,253 30,000 (133,000) -82 502-0000-61301 Cell/Mobile Phones 18,009 70,000 70,000 58,363 70,000 0 0 % 66 - Utilities Totals: 20,638 123,000 233,000 85,616 100,000 (133,000) -57 Capital Expenses 502-0000-71042 D & D, Software Enhance 18,107 50,000 276,900 62,337 75,000 (201,900) -73 502-0000-71043 Comm. Resources, Softw, 0 30,000 30,000 3,913 30,000 0 0 % 502-0000-71045 Finance, Software Enhan 4,931 7,000 7,000 3,049 10,000 3,000 43 % 502-0000-71047 City Clerk, Software Enhz 3,942 25,000 23,500 7,061 25,600 2,100 9 % 502-0000-71110 Depreciation Expense 20,217 55,000 55,000 0 20,000 (35,000) -64 502-0000-71111 Deprec Exp - Mach & Equ 72,170 0 0 0 0 0 0 % 502-0000-71115 Depreciation Expense - S 63,259 0 0 0 0 0 0% 502-0000-80100 Machinery & Equipment 23,459 25,000 45,000 7,731 20,000 (25,000) -56 % 502-0000-80103 Computers 20,925 50,000 50,000 41,906 110,000 60,000 120 68 - Capital Expenses Totals: 227,010 242,000 487,400 125,996 290,600 (196,800) -40 * Year -to -Date totals are as of 5/10/19. 589 a CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 0000 - Undesignated Totals: 910,182 1,090,700 1,574,200 776,538 1,390,400 (183,800) -12 502 - INFORMATION TECHNOLOGY Totals: 910,182 1,090,700 1,574,200 776,538 1,390,400 (183,800) -12 * Year -to -Date totals are as of 5/10/19. 67 590 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 502 - INFORMATION TECHNOLOGY 502-0000-50101 Permanent Full Time 39,000.00 25% - Management Analyst (50% City Manager, 25% Housing Fund) 25% - Management Specialist (50% City Manager, 25% Housing Fund) 502-0000-60104 Consultants 400,000.00 Contracted information technology services 502-0000-60108 Technical 112,000.00 Cable services, wireless access points, modems, and virtual servers. 502-0000-60320 Travel & Training 700.00 Fraud prevention, firewall, encryption, coding, and other IT related trainings. 502-0000-60351 Membership Dues 200.00 IT related professional organization or publication 502-0000-60420 Operating Supplies 10,000.00 Small equipment such as keyboards, computer mouses, cables, conference room TV's, speakers, docking stations, etc. 502-0000-71042 D & D, Software Enhancement 75,000.00 AutoCad Licenses Blue Beam and Adobe Pro Licenses Permit Software Upqrades 502-0000-71043 Comm. Resources, Software E 30,000.00 Rec Trac Implementation, Cash Drawers Amount 5,000 20,000 50,000 Amount 30,000 68 591 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET 502-0000-71045 502-0000-71047 502-0000-80100 Finance, Software Enhanceme Scanner for Tyler Tyler Upgrades for Payroll Processing City Clerk, Software Enhancem For The Record Software Updates LaserFiche System Upgrades Scanners for LaserFiche Machinery & Equipment Equipment for work stations and IT staff. 10,000.00 25,600.00 20,000.00 Amount 1,000 9,000 Amount 3,000 20,600 2,000 592 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 503 - PARK EQUIP & FACILITY FUND 0000 - Undesignated Contract Services 503-0000-60196 Annual Permits/Inspectioi 1,000 0 0 0 I 0 0 0% 60 - Contract Services Totals: 1.000 0 0 0 0 0 0 0/0 Capital Expenses 503-0000-71060 Parks 299,363 180,000 240,000 203,489 165,000 (75,000) -31 503-0000-71122 Depreciation Expense - C 530,421 525,000 525,000 0 525,000 0 0 % 503-0000-80100 Machinery & Equipment 0 0 10,000 0 10,000 0 0 % 68 - Capital Expenses Totals: 829,784 705,000 775,000 203,489 700,000 (75,000) -10 0/0 0000 - Undesignated Totals: 830,784 705,000 775,000 203,489 700,000 (75,000) -10 0/0 13 - PARK EQUIP & FACILITY FUND Totals: 830,784 705,000 775,000 203,489 700,000 (75,000) -10 0/0 * Year -to -Date totals are as of 5/10/19. 70 593 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 503 - PARK EQUIP & FACILITY FUND 503-0000-71060 Parks Fritz Burns Paint Fritz Burns/Adams Park Benches/Tables Monticello Playqround Shade Pioneer Small Doq Park Expansion Playqround Wood Fiber Rebuild Civic Center Pump Shade Replacements Sports Complex Fill Dirt for Infields Sports Complex Paint 503-0000-80100 Machinery & Equipment 165,000.00 10,000.00 Amount 15,000 15,000 10,000 15,000 50,000 20,000 10,000 15,000 15,000 71 594 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 504 - INSURANCE FUND 1010 - Insurance Salaries and Benefits 504-1010-50101 Permanent Full Time 65,898 68,200 65,800 36,826 38,000 (27,800) -42 % 504-1010-50105 Salaries - Overtime 0 0 0 137 0 0 0% 504-1010-50150 Other Compensation 95 200 200 0 0 (200) -100 % 504-1010-50200 PERS-City Portion 16,499 7,300 7,000 3,460 4,400 (2,600) -37 % 504-1010-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 504-1010-50221 Medical Insurance 8,820 15,100 15,200 6,841 10,300 (4,900) -32 504-1010-50222 Vision Insurance 155 0 0 85 0 0 0% 504-1010-50223 Dental Insurance 743 0 0 720 0 0 0% 504-1010-50224 Life Insurance 77 0 0 16 0 0 0% 504-1010-50225 Long Term Disability 629 1,500 1,500 181 300 (1,200) -80 % 504-1010-50240 Social Security -Medicare 970 1,000 1,000 536 600 (400) -40 504-1010-50300 Employee Recognition 1,000 0 0 0 0 0 0% 50 - Salaries and Benefits Totals: 94,886 93,400 90,800 48,801 53,600 (37,200) -41 Contract Services 504-1010-60320 Travel & Training 1,878 2,000 2,000 2,078 1,500 (500) -25 % 504-1010-60351 Membership Dues 0 200 200 150 200 0 0 % 504-1010-60352 Subscriptions & Publicatic 0 100 100 0 0 (100) -100 % 60 - Contract Services Totals: 1,878 2,300 2,300 2,228 1,700 (600) -26 Maintenance & Operations 504-1010-60400 Office Supplies 172 200 200 143 500 300 150 504-1010-60420 Operating Supplies 0 0 0 0 12,500 12,500 0% 62 - Maintenance & Operations Totals: 172 200 200 143 13,000 12,800 6,400 Insurance 504-1010-60441 Liability Insurance 504-1010-60442 Claims 504-1010-60443 Property Insurance 504-1010-60446 Crime Insurance 504-1010-60447 Earthquake Insurance 504-1010-60452 Workers Comp Premium 63 - Insurance Totals 448,537 463,400 463,400 431,167 430,000 (33,400) -7 % 6,147 0 0 0 2,500 2,500 0 % 86,073 108,000 108,000 84,997 102,000 (6,000) -6 % 3,366 3,400 3,400 3,660 3,700 300 9 % 42,441 101,900 101,900 101,772 102,000 100 0 % 220,848 148,500 148,500 123,562 181,000 32,500 22 % 807,412 825,200 825,200 745,158 821,200 (4,000) 0 0/0 1010 - Insurance Totals: 904,349 921,100 918,500 796,331 889,500 (29,000) -3 504 - INSURANCE FUND Totals: 904,349 921,100 918,500 796,331 889,500 (29,000) -3 * Year -to -Date totals are as of 5/10/19. 72 595 CITY OF LA QUINTA INTERNAL SERVICE FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 504 - INSURANCE FUND 504-1010-50101 Permanent Full Time 38,000.00 50% - Management Specialist (50% Human Resources) In 2019/20, the Deputy City Clerk was reclassified as a Management Specialist and the City Clerk allocation to this division was removed. 504-1010-60320 504-1010-60351 504-1010-60420 Travel & Training 1,500.00 Public Agency Risk Management Association (PARMA) training events Joint Power Insurance Authority (JPIA) trainings Risk Conference Membership Dues 200.00 Public Agency Risk Management Association (PARMA) members Operating Supplies 12,500.00 Ergonomic assessments and first aid kit supplies/maintenance. 73 596 THIS PAGE INTENTIONALLY LEFT BLANK 597 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 201 - GAS TAX FUND 201-0000-41900 Allocated Interest 3,651 2,000 2,000 7,810 3,000 1,000 50 201-0000-42900 201-0000-42905 201-0000-42910 201-0000-42915 201-0000-42920 201-0000-42921 201-0000-42922 201-0000-49500 Section 2105, Gas 1 220,741 234,000 234,000 168,650 229,200 (4,800) -2 Section 2106, Gas 1 142,595 145,000 145,000 108,160 146,300 1,300 1 % Section 2107, Gas 1 287,280 290,000 290,000 206,764 301,000 11,000 4 % Section 2107.5. GaE 6,000 6,000 6,000 6,000 6,000 0 0 % Section 2103, Gas 1 158,406 312,000 166,000 112,736 351,400 185,400 112 State Loan Repaym( 46,243 46,000 46,000 0 46,400 400 1 % SB 1, Road Maint. R 187,507 675,500 653,000 530,773 682,000 29,000 4 % Transfers In 293,500 255,000 423,500 255,000 560,000 136,500 32 % Fund Totals: 1,345,923 1,965,500 1,965,500 1,395,892 2,325,300 359,800 18 0/0 202 - LIBRARY & MUSEUM FUND 202-0000-41720 County Government 2,626,417 2,288,000 2,288,000 2,150,997 2,700,000 412,000 18 % 202-0000-41900 Allocated Interest 36,102 20,000 20,000 112,580 42,000 22,000 110 202-0000-42218 MakerSpace Membe 0 25,000 5,000 2,514 10,000 5,000 100 Fund Totals: 2,662,519 2,333,000 2,313,000 2,266,091 2,752,000 439,000 19 0/0 203 - PUBLIC SAFETY FUND (MEASURE 203-0000-41900 Allocated Interest (1,089) 0 3,000 7,571 3,200 200 7 % 203-0000-49500 Transfers In 300,000 200,000 200,000 200,000 0 (200,000) -100 % Fund Totals: 298,911 200,000 203,000 207,571 3,200 (199,800) -980/0 210 - FEDERAL ASSISTANCE FUND 210-0000-43105 CDBG 187,282 72,000 66,226 0 I 123,200 56,974 86 Fund Totals: 187,282 72,000 66,226 0 123,200 56,974 86 212 - SLESA (COPS) FUND 212-0000-41900 Allocated Interest 89 100 100 2,125 500 400 400 212-0000-43115 SLESA (COPS) Gran 156,083 100,000 100,000 107,080 100,000 0 0 % Fund Totals: 156,172 100,100 100,100 109,205 100,500 400 0 0/0 215 - LIGHTING & LANDSCAPING FUN[ 215-0000-41900 Allocated Interest 1,899 2,100 2,100 6,443 3,000 900 43 215-0000-43210 LLD Assessments 950,541 960,000 960,000 512,145 962,000 2,000 0 % 215-0000-49500 Transfers In 490,000 624,000 624,000 624,000 1,254,000 630,000 101 % Fund Totals: 1,442,439 1,586,100 1,586,100 1,142,588 2,219,000 632,900 40 217 - DEVELOPMENT AGREEMENT 217-0000-41900 Allocated Interest 1,611 0 800 682 0 (800) -100 % 217-0000-49500 Transfers In 0 0 30,000 0 0 (30,000) -100 % Fund Totals: 1,611 0 30,800 682 0 (30,800) -100 0/0 220 - QUIMBY FUND 220-0000-41900 Allocated Interest 38,169 15,000 31,000 93,413 40,000 9,000 29 220-0000-43200 Quimby Fees 15,138 352,000 352,000 0 100,000 (252,000) -72 Fund Totals: 53,307 367,000 383,000 93,413 140,000 (243,000) -63 M * Year -to -Date totals are as of 5/10/19. 74 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 221 - AB 939 - CALRECYCLE FUND 221-0000-41506 Burrtec AB 939 Fee 54,111 61,000 61,000 30,525 61,000 0 0 % 221-0000-41900 Allocated Interest 5,811 2,700 5,200 17,400 9,000 3,800 73 221-0000-43120 Cal Recycle Grant 10,377 0 0 0 0 0 0% Fund Totals: 70,300 63,700 66,200 47,925 70,000 3,800 6 223 - MEASURE A FUND 223-0000-41320 County Sales Tax 761,138 961,708 961,708 551,269 1,294,300 332,592 35 223-0000-41900 Allocated Interest 7,219 5,000 8,000 25,954 15,000 7,000 88 223-0000-42000 Insurance Recoverie 11,147 5,000 5,000 0 2,000 (3,000) -60 Fund Totals: 779,504 971,708 974,708 577,223 11311,300 336,592 35 225 - INFRASTRUCTURE FUND 225-0000-41900 Allocated Interest 182 100 100 500 I 300 200 200 Fund Totals: 182 100 100 500 300 200 200 226 - EMERGENCY MANAGEMENT PERF 226-0000-41900 Allocated Interest 18 0 0 83 0 0 0% 226-0000-43120 EMP Grant 12,299 0 12,000 0 12,000 0 0 % Fund Totals: 12,317 0 12,000 83 12,000 0 0 0/0 227 - STATE HOMELAND SECURITY PR( 227-0000-43120 SHSP Grant 5,741 0 6,000 0 I 0 (6,000) -100 % Fund Totals: 5,741 0 6,000 0 0 (6,000) -100 0/0 230 - CASp FUND, AB 1379 230-0000-41900 Allocated Interest 0 0 0 125 200 200 0 % 230-0000-42130 SB 1186 Revenue 0 4,000 10,000 17,714 21,000 11,000 110 Fund Totals: 0 4,000 10,000 17,839 21,200 11,200 112 235 - SO COAST AIR QUALITY FUND 235-0000-41900 Allocated Interest 2,004 500 500 1,709 1,500 1,000 200 235-0000-43410 SCAQ Contribution 51,892 51,000 51,000 13,363 52,000 1,000 2 % Fund Totals: 53,896 51,500 51,500 15,071 53,500 2,000 4 241 - HOUSING AUTHORITY 241-0000-41900 Allocated Interest (426) 0 0 0 0 0 0% 241-0000-42706 Loan Repayments 305,277 0 0 0 0 0 0% 241-0000-45000 Sale of Other AssetE 93,800 0 0 0 0 0 0% 241-9101-41900 Allocated Interest 78,182 35,000 75,000 225,118 110,000 35,000 47 241-9101-41915 Non -Allocated Inten 795 0 0 619 0 0 0% 241-9101-42301 Miscellaneous Rever 1,001 0 0 0 0 0 0% 241-9101-43500 Home Sale ProceedE 0 0 0 58,814 0 0 0% 241-9101-43504 2nd Trust Deed Rep 122,771 0 188,000 187,892 50,000 (138,000) -73 241-9102-41916 Non -Allocated Inten 5,281 0 0 0 0 0 0% 241-9102-42112 Rent Revenue/Tenai 137,308 0 0 0 0 0 0% 241-9102-42113 Rent Variance - WS) (1,501) 0 0 0 0 0 0% 241-9102-42302 Miscellaneous Rever 3,308 0 0 0 0 0 0% 599 * Year -to -Date totals are as of 5/10/19. 75 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 241-9102-43520 241-9103-43502 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Pro osed Budget Current 18 19 in Budqet Federal Governmeni 304,474 0 0 0 0 0 0% Rent Revenue/LQRP 293,991 280,000 280,000 216,783 288,000 8,000 3 % Fund Totals: 1,344,262 315,000 543,000 689,226 448,000 (95,000) -17 243 - RDA Low -Mod Housing Fund 243-0000-41900 Allocated Interest 17,876 8,000 18,000 33,332 I 22,000 4,000 22 Fund Totals: 17,876 8,000 18,000 33,332 22,000 4,000 22 248 - SA 2004 LO/MOD BOND FUND (R 248-0000-41900 Allocated Interest 248-0000-41915 Non -Allocated Inten Fund Totals: (8,367) 0 10,000 0 0 0 13,394 0 0 (10,000) -100 % 1,000 1,000 0 % (8,367) 0 10,000 13,394 1,000 (9,000) -900/0 249 - SA 2011 LOW/MOD BOND FUND 249-0000-41900 Allocated Interest 52,385 30,000 0 0 0 0 0% 249-0000-41915 Non -Allocated InterE 181,649 0 170,000 355,003 270,000 100,000 59 Fund Totals: 234,034 30,000 170,000 355,003 270,000 100,000 59 0/0 250 - TRANSPORTATION DIF FUND 250-0000-41900 Allocated Interest 30,144 19,000 29,000 65,462 45,000 16,000 55 250-0000-43200 Developer Fees 509,221 350,000 350,000 355,441 350,000 0 0 % Fund Totals: 539,365 369,000 379,000 420,903 395,000 16,000 4 251 - PARKS & REC DIF FUND 251-0000-41900 Allocated Interest (6,762) 1,500 5,500 21,916 6,000 500 9 % 251-0000-43200 Developer Fees 335,872 506,700 506,700 278,528 300,000 (206,700) -41 Fund Totals: 329,110 508,200 512,200 300,444 306,000 (206,200) -40 252 - CIVIC CENTER DIF FUND 252-0000-41900 Allocated Interest 252-0000-43200 Developer Fees Fund Totals 17 0 0 0 1 0 0 0% 145,477 110,000 107.359 110,000 0 % 145,494 110,000 110,000 107,359 110,000 0 0 0/0 253 - LIBRARY DEVELOPMENT DIF 253-0000-43200 Developer Fees 56,416 30,000 30,000 46,784 I 45,000 15,000 50 Fund Totals: 56,416 30,000 30,000 46,784 45,000 15,000 50 0/0 254 - COMMUNITY CENTER DIF 254-0000-41900 Allocated Interest 836 400 400 3,098 2,000 1,600 400 254-0000-43200 Developer Fees 21,156 15,000 15,000 17,544 20,000 5,000 33 Fund Totals: 21,992 15,400 15,400 20,642 22,000 6,600 43 .11 * Year -to -Date totals are as of 5/10/19. 76 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 255 - STREET FACILITY DIF FUND 255-0000-43200 Developer Fees 20,782 15,000 15,000 14,500 17,000 2,000 13 255-0000-49500 Transfers In 6,567 0 0 3,966 6,000 6,000 0 % Fund Totals: 27,349 15,000 15,000 18,466 23,000 8,000 53 256 - PARK FACILITY DIF FUND 256-0000-41900 Allocated Interest 10 0 0 1 0 0 0% 256-0000-43200 Developer Fees 6,560 4,000 4,000 5,440 7,000 3,000 75 Fund Totals: 6,570 4,000 4,000 5,441 7,000 3,000 75 257 - FIRE PROTECTION DIF 257-0000-43200 Developer Fees 66,456 40,000 40,000 49,370 I 55,000 15,000 38 Fund Totals: 66,456 40,000 40,000 49,370 55,000 15,000 38 270 - ART IN PUBLIC PLACES FUND 270-0000-41900 Allocated Interest 4,034 3,500 3,500 10,742 5,500 2,000 57 270-0000-42305 Miscellaneous Reiml 6,750 0 0 0 0 0 0% 270-0000-43201 APP Fees 32,607 85,000 85,000 51,748 55,000 (30,000) -35 270-0000-49500 Transfers In 0 0 0 0 100,000 100,000 0% Fund Totals: 43,391 88,500 88,500 62,490 160,500 72,000 81 0/0 275 - LQ PUBLIC SAFETY OFFICER 275-0000-41900 Allocated Interest 296 100 100 869 600 500 500 275-0000-49500 Transfers In 2,000 2,000 2,000 2,000 2,000 0 0 % Fund Totals: 2,296 2,100 2,100 2,869 2,600 500 24 310 - LQ FINANCE AUTHORITY DEBT SI 310-0000-41915 Non -Allocated Inten 177 0 0 350 0 0 0% 310-0000-42111 Rental Income 671,274 671,600 671,600 668,511 1,000 (670,600) -100 % 310-0000-49500 Transfers In 95 0 0 0 0 0 0% Fund Totals: 671,546 671,600 671,600 668,861 1,000 (670,600) -1000/0 401 - CAPITAL IMPROVEMENT PROGRA 401-0000-41712 Surface Transportat 172,478 0 14,703,838 277,992 401-0000-41713 Hwy Sfty Imp Prog 1 60,423 0 2,975,336 120,687 401-0000-41714 SB 821 Grants 0 0 90,000 109,500 401-0000-41716 Highway Bridge Proi 0 0 0 30,000 401-0000-41717 Active Transportatio 0 0 0 0 401-0000-41721 CVAG 401-0000-41900 Allocated Interest 401-0000-43133 Developer Agreemei 401-0000-43634 CV Water District 401-0000-43650 Contributions from 401-0000-49500 Transfers In Fund Totals: 414,811 0 2,799,227 243,430 (9,486) 0 0 13,483 179,857 81,970 612,798 25,907 145,086 0 18,013 199,186 0 2,585,500 7,313,100 251,200 0 0 49,900 (14,703,838) (2,975,336) (90,000) 2,585,500 7,313,100 (2,548,027) 0 (612,798) 31,887 -100 % -100 % -100 % 0 % 0 % -91 % 0 % -100 % 177 % 0 0 71,457 0 1 0 (71,457) -100 % 6,384,830 11,873,971 34,533,125 3,084,659 11,022,300 (23,510,825) -68 7,347,999 11,955,941 55,803,794 4,104,844 21,222,000 (34,581,794) -62 601 * Year -to -Date totals are as of 5/10/19. 77 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 405 - SA PA 1 CAPITAL IMPRV FUND 405-0000-41900 Allocated Interest (40,226) 0 0 134,166 I 100,000 100,000 0 % Fund Totals: (40,226) 0 0 134,166 100,000 100,000 0 0/0 417 - SA PA2 TAXABLE BOND CIP 417-0000-41900 Allocated Interest (15,827) 0 0 52,522 I 40,000 40,000 0 % Fund Totals: (15,827) 0 0 52,522 40,000 40,000 0 0/0 501 - FACILITY & FLEET REPLACEMENT 501-0000-41900 Allocated Interest 22,039 12,000 27,000 58,845 30,000 3,000 11 501-0000-42207 Capital Contribution 13,379 0 0 0 0 0 0% 501-0000-43636 FMP Equipment Cha 564,000 911,700 911,700 683,775 869,200 (42,500) -5 % 501-0000-45000 Sale of Other AssetE 130,235 0 0 25,025 1,000 1,000 0 % Fund Totals: 729,652 923,700 938,700 767,645 900,200 (38,500) -4 502 - INFORMATION TECHNOLOGY 502-0000-41900 Allocated Interest 502-0000-42207 Capital Contribution 502-0000-43610 Technology Support 502-0000-43611 Technology Enhance 502-0000-45000 Sale of Other Asset_ 502-0000-49500 Transfers In Fund Totals: 503 - PARK EQUIP & FACILITY FUND 503-0000-41900 Allocated Interest 503-0000-43620 Park Facility Charge Fund Totals: 4,622 2,500 4,500 16,547 11,000 6,500 144 % 89,680 0 0 0 0 0 0% 733,000 1,178,300 1,178,300 810,675 1,364,400 186,100 16 % 17,142 9,000 19,000 17,230 19,000 0 0 % 125 0 0 3,934 0 0 0% 0 0 295,000 0 0 (295,000) -100 % 844,569 1,189,800 1,496,800 848,386 1,394,400 (102,400) -7 0/6 23,429 300.000 10,000 65,000 25,000 67,057 491.250 45,000 20,000 80 74,000 9,000 1 % 323,429 675,000 690,000 558,307 719,000 29,000 4 504-INSURANCE FUND 504-0000-41900 Allocated Interest 2,982 1,000 1,000 (767) 1,000 0 0 % 504-0000-42000 Insurance Recoverie 3,986 0 0 0 0 0 0% 504-0000-43637 Insurance Charges 989,000 922,600 922,600 691,950 928,500 5,900 1 % Fund Totals: 995,968 923,600 923,600 691,183 929,500 5,900 1 0/0 601 - SILVERROCK RESORT 601-0000-44000 Green Fees 601-0000-44001 Range Fees 601-0000-44002 Merchandise 601-0000-44003 Food & Beverage 601-0000-44004 Resident Card 601-0000-49500 Transfers In Fund Totals 3,067,649 3,401,300 3,051,300 2,765,239 3,209,100 157,800 5 % 118,997 136,800 136,800 115,772 134,800 (2,000) -1 % 237,892 277,200 227,200 203,658 249,200 22,000 10 % 0 12,000 12,000 0 12,000 0 0 % 143,180 165,300 165,300 139,700 165,300 0 0 % 434,000 100,200 555,200 100,200 335,200 (220,000) -40 % 4,001,718 4,092,800 4,147,800 3,324,570 4,105,600 (42,200) -1 0/0 602 * Year -to -Date totals are as of 5/10/19. 78 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 602 - SILVERROCK GOLF RESERVE 602-0000-41900 Allocated Interest 3,511 2,000 2,000 10,488 5,500 3,500 175 602-0000-49500 Transfers In 58,517 68,000 68,000 0 0 (68,000) -100 % Fund Totals: 62,028 70,000 70,000 10,488 5,500 (64,500) -92 760 - SUPPLEMENTAL PENSION PLAN 760-0000-41900 Allocated Interest 774 0 800 2,415 2,000 1,200 150 760-0000-49500 Transfers In 0 0 0 0 5,000 5,000 0% Fund Totals: 774 0 Soo 2,415 7,000 6,200 775 761 - CERBT OPEB TRUST 761-0000-41900 Allocated Interest (16,336) 0 0 0 0 0 0% 761-0000-41915 Non -Allocated Inten 14,215 0 20,000 53,561 40,000 20,000 100 761-0000-41917 Employer Contributi 1,523,400 0 0 0 0 0 0% Fund Totals: 1,521,278 0 20,000 53,561 40,000 20,000 1000/0 762 - PARS PENSION TRUST 762-0000-41915 Non -Allocated Inten 762-0000-41917 Employer Contributi Fund Totals: NON -GENERAL FUND REVENUE REVENUE NOTES BY FUND - 200,000 200,000 0% 0 (6,540,000) -100 % 0 0 6,540,000 0 200,000 (6,340,000) -97 26.339.258 29.752.349 81.008.528 19,216.754 1 40.662.800 (40.345.728) -50 0/0 201 Fund Section 2103 Gas Tax revenue increase is to a lag in the State to implement an increase from 2018. Transfers In budget of $560,000 reflects the updated decrease of $40,000 from the General Fund contribution to operational expenses. 202 Fund County Government revenue for 2018/19 will be increased during a fourth quarter budget update. 203 Fund Transfers In are from Measure G Sales Taxes. There are no proposed Transfers In for 2019/20. 210 Fund revenue fluctuations reflect advances received in 2017/18 for 2018/19. 215 Fund Transfers In are from the General Fund to supplement operations and in 2018/19 $200,000 was allocated for landscape improvements. In 2019/20 the improvement budget was increased to $500,000. 217 Fund revenues in 2018/19 were used to improve the vacant land between the Frontier and Public Library buildings for additional public parking. There are currently no additional funds available for projects. 603 * Year -to -Date totals are as of 5/10/19. 79 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET REVENUE NOTES BY FUND (CONTINUED) — 220 Fund Quimby Fees are dependent upon SilverRock Development. Depending on construction timing, this revenue may increase in 2019/20. 223 Fund County Sales Tax revenue is increasing because of the City paying off its liability to CVAG, whereby 50% of revenues were being withheld for MSHCP participation. The full repayment is anticipated by mid-2019/20. 227 Fund revenue and expenditures are recognized when grants are awarded. 230 Fund SB 1186 Revenue for 2018/19 will be increased during a fourth quarter budget update. 241 Fund Second Trust Deed Payments vary from year-to-year. Additional repayment of silent second trust deeds are recognized upon receipt. 251 Fund Developer Fees are dependent upon SilverRock Development. Depending on construction timing, this revenue may increase in 2019/20. 255 Fund Transfers In for 2018/19 will be presented for amendment during a fourth quarter budget update to include a budget of $4,000. 257 Fund Fire Protection DIF Revenue for 2018/19 will be increased during a fourth quarter budget update. 270 Fund Transfers In are from the General Fund for operational expenses. A review of this fee will be performed in 2019/20. 310 Fund revenue decrease in 2019/20 reflects the 1996 Civic Center Bond being paid off in October 2018, resulting in savings to the General Fund. 401 Fund annually has large variances because of multi -year carryover projects. A listing of 2019/20 projects is presented within the Capital Improvement Fund expenditures. 405 and 417 Funds Allocated Interest Revenue for 2018/19 will be increased during a fourth quarter budget update. 502 Fund Transfers In for 2018/19 are from General Fund unassigned reserves to implement required upgrades. This increase was approved with the 2018/19 First Quarter Budget Report. 601 Fund Transfers In budget of $335,200 reflects the updated increase of $35,200 for the General Fund contribution to SilverRock operational expenses. 602 Fund Transfers In are reduced in 2019/20 because of the 2% Green Fee revenue allocation suspended in 2019/20. 762 Fund Employer Pension Trust Contribution was an initial contribution in 2018/19 to open a new Citywide Pension Trust using General Fund reserves designated for this purpose. .1� 0 THIS PAGE INTENTIONALLY LEFT BLANK 605 CITY OF LA QUINTA SPECIAL FUND REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 201 - GAS TAX FUND 201-0000-41900 Allocated Interest 3,651 2,000 2,000 7,810 3,000 1,000 50 % 201-0000-42900 Section 2105, Gas 1 220,741 234,000 234,000 168,650 229,200 (4,800) -2 % 201-0000-42905 Section 2106, Gas 1 142,595 145,000 145,000 108,160 146,300 1,300 1 % 201-0000-42910 Section 2107, Gas 1 287,280 290,000 290,000 206,764 301,000 11,000 4 % 201-0000-42915 Section 2107.5, Gay 6,000 6,000 6,000 6,000 6,000 0 0 % 201-0000-42920 Section 2103, Gas 1 158,406 312,000 166,000 112,736 351,400 185,400 112 % 201-0000-42921 State Loan Repaym, 46,243 46,000 46,000 0 46,400 400 1 % 201-0000-42922 SB 1, Road Maint. R 187,507 675,500 653,000 530,773 682,000 29,000 4 % 201-0000-49500 Transfers In 293,500 255,000 423,500 255,000 560,000 136,500 32 % Fund Totals: 1,345,923 1,965,500 1,965,500 1,395,892 2,325,300 359,800 18 0/0 NON -GENERAL FUND REVENUE * Year -to -Date totals are as of 5/10/19. 81 .1. CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 201 - GAS TAX FUND 0000 - Undesignated Capital Expenses 201-0000-80100 Machinery & Equipment 5,706 0 0 0 I 0 0 0% 68 - Capital Expenses Totals: 5,706 0 0 0 0 0 0 0/0 0000 - Undesignated Totals: 5,706 0 0 0 0 0 0 0/0 7003 - Streets Salaries and Benefits 201-7003-50101 Permanent Full Time 201-7003-50105 Salaries - Overtime 201-7003-50106 Standby 201-7003-50107 Standby Overtime 201-7003-50200 PERS-City Portion 201-7003-50210 PERS-Survivor Benefits 201-7003-50221 Medical Insurance 201-7003-50222 Vision Insurance 201-7003-50223 Dental Insurance 201-7003-50224 Life Insurance 201-7003-50225 Long Term Disability 201-7003-50230 Workers Comp Insurance 201-7003-50240 Social Security -Medicare 50 - Salaries and Benefits Totals: 481,162 468,800 474,000 429,373 549,900 75,900 16 % 573 1,000 1,000 855 1,000 0 0 % 11,753 9,500 9,500 10,883 10,400 900 9 % 9,126 6,500 6,500 8,026 8,000 1,500 23 % 110,556 44,800 45,400 40,400 57,100 11,700 26 % 0 200 200 0 0 (200) -100 % 129,454 165,200 167,200 105,429 189,700 22,500 13 % 2,278 0 0 1,805 0 0 0% 8,591 0 0 7,358 0 0 0% 611 0 0 236 0 0 0% 5,002 5,100 5,100 2,319 3,300 (1,800) -35 % 12,500 7,100 7,100 5,325 9,800 2,700 38 7,288 6,800 6,900 6,552 8,000 1,100 16 778,894 715,000 722,900 618,560 837,200 114,300 16 Contract Services 201-7003-60103 Professional Services 5,589 0 0 3,080 3,000 3,000 0 % 201-7003-60141 Street Striping 4,250 30,000 30,000 0 27,000 (3,000) -10 60 - Contract Services Totals: 9,839 30,000 30,000 3,080 30,000 0 0 0/0 Maintenance & Operations 201-7003-60320 Travel & Training 201-7003-60427 Safety Gear 201-7003-60428 Barricades 201-7003-60429 Traffic Control Signs 201-7003-60430 Asphalt 201-7003-60431 Materials/Supplies 201-7003-60433 Paint/Legends 201-7003-60672 Storm Drains 201-7003-60690 Uniforms 62 - Maintenance & Operations Totals: 1,036 0 0 0 0 0 0% 5,669 6,000 6,000 3,360 6,500 500 8 % 1,458 8,000 8,000 962 8,000 0 0 % 53,477 30,000 30,000 18,662 280,000 250,000 833 % 3,621 10,000 10,000 3,356 10,000 0 0 % 18,834 35,000 35,000 8,498 35,000 0 0 % 4,511 7,000 7,000 1,175 7,000 0 0 % 9,280 20,000 20,000 1,744 20,000 0 0 % 4,671 5,000 5,000 3,364 5,000 0 0 % 102,556 121,000 121,000 41,121 371,500 250,500 207 Utilities 201-7003-61101 Utilities - Electricity 10,859 10,000 10,000 8,442 I 10,000 0 0 % 66 - Utilities Totals: 10,859 10,000 10,000 8,442 10,000 0 0 0/0 607 * Year -to -Date totals are as of 5/10/19. 82 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget Capital Expenses 201-7003-61701 Equipment Rental 3,548 17,000 17,000 3,490 I 10,000 (7,000) -41 % 68 - Capital Expenses Totals: 3,548 17,000 17,000 3,490 10,000 (7,000) -41 Internal Service Charges 201-7003-98110 Information Tech Charge! 201-7003-98140 Facility & Fleet Maintenar 69 - Internal Service Charges Totals: 35,600 49,500 49,500 37,125 72,300 22,800 46 % 161,500 341,900 341,900 256,425 309,400 (32,500) -10 197,100 391,400 391,400 293,550 381,700 (9,700) -2 Transfers Out 201-7003-99900 Transfers Out 187,507 675,500 718,529 361,029 I 682,000 (36,529) -5 99 - Transfers Out Totals: 187,507 675,500 718,529 361,029 682,000 (36,529) -5 0/0 7003 - Streets Totals: 1,290,303 1,959,900 2,010,829 1,329,273 2,322,400 311,571 15 0/0 201 - GAS TAX FUND Totals: 1,296,009 1,959,900 2,010,829 1,329,273 2,322,400 311,571 15 0/0 .1: * Year -to -Date totals are as of 5/10/19. 83 CITY OF LA QUINTA SPECIAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 201 - GAS TAX FUND 201-7003-50101 Permanent Full Time 549,900.00 75% - Maintenance Manager (25% Lighting and Landscape Fund) 50% - Maintenance Foreman (50% Lighting and Landscape Fund) 100% - Maintenance Foreman 100% - Facilities Maintenance Coordinator 100% - Maintenance Worker II (2) 100% - Maintenance Worker I (4) 201-7003-60103 Professional Services 3,000.00 Annual State report and audit requirement. 201-7003-60141 Street Striping 27,000.00 Citywide street striping updates as needed. 201-7003-60429 Traffic Control Signs 280,000.00 $250,000 added to replace street signs in The Cove. 201-7003-60431 Materials/Supplies 35,000.00 Used to purchase supplies and materials for repairs and maintenance projects that are generally completed by City Staff. 201-7003-99900 Transfers Out 682,000.00 CIP - Village Road Diet Amount 682,000 84 .1• CITY OF LA QUINTA SPECIAL FUND REVENUES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 215 - LIGHTING & LANDSCAPING FUND 215-0000-41900 Allocated Interest 1,899 2,100 2,100 6,443 3,000 900 43 % 215-0000-43210 LLD Assessments 950,541 960,000 960,000 512,145 962,000 2,000 0 % 215-0000-49500 Transfers In 490,000 624,000 624,000 624,000 1,355,000 731,000 117 % Fund Totals: 1,442,439 1,586,100 1,586,100 1,142,588 2,320,000 733,900 46 NON -GENERAL FUND REVENUE 215 Fund Transfers In are from the General Fund to supplement operations and in 2018/19 $200,000 was allocated for landscape improvements. In 2019/20 the improvement budget was increased to $500,000. * Year -to -Date totals are as of 5/10/19. 85 610 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 215 - LIGHTING & LANDSCAPING FUND 7004 - Lighting & Landscaping Salaries and Benefits 215-7004-50101 Permanent Full Time 104,088 152,700 154,500 94,811 115,100 (39,400) -26 % 215-7004-50105 Salaries - Overtime 195 0 0 414 0 0 0 % 215-7004-50106 Standby 2,668 4,100 4,100 2,676 2,900 (1,200) -29 % 215-7004-50107 Standby Overtime 1,053 2,800 2,800 1,192 1,600 (1,200) -43 % 215-7004-50200 PERS-City Portion 18,082 12,900 13,100 8,536 11,100 (2,000) -15 % 215-7004-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 215-7004-50221 Medical Insurance 26,202 55,100 55,800 23,918 35,900 (19,900) -36 215-7004-50222 Vision Insurance 420 0 0 357 0 0 0% 215-7004-50223 Dental Insurance 2,383 0 0 2,438 0 0 0% 215-7004-50224 Life Insurance 118 0 0 45 0 0 0% 215-7004-50225 Long Term Disability 1,053 1,700 1,700 500 700 (1,000) -59 % 215-7004-50230 Workers Comp Insurance 7,100 3,800 3,800 2,850 2,500 (1,300) -34 215-7004-50240 Social Security -Medicare 1,566 2,300 2,300 1,437 1,700 (600) -26 50 - Salaries and Benefits Totals: 164,926 235,500 238,200 139,175 171,500 (66,700) -28 Contract Services 215-7004-60102 Administration 15,691 15,000 15,000 12,351 16,400 1,400 9 % 215-7004-60104 Consultants 112,136 178,000 178,000 57,912 77,000 (101,000) -57 215-7004-60112 Landscape Contract 510,724 550,000 550,000 417,509 830,000 280,000 51 215-7004-60143 SilverRock Way Landscap 65,786 65,000 65,000 38,396 65,000 0 0 % 60 - Contract Services Totals: 704,337 808,000 808,000 526,169 988,400 180,400 22 Maintenance & Operations 215-7004-60320 Travel & Training 215-7004-60420 Operating Supplies 215-7004-60423 Supplies -Graffiti and Vani 215-7004-60427 Safety Gear 215-7004-60431 Materials/Supplies 215-7004-60432 Tools/Equipment 215-7004-60673 Palm Trees 215-7004-60690 Uniforms 215-7004-60691 Maintenance/Services 62 - Maintenance & Operations Totals: 150 500 500 470 500 0 0 % 32,804 20,000 20,000 11,409 30,000 10,000 50 % 5,656 12,000 12,000 40,759 15,000 3,000 25 % 350 500 500 2,195 600 100 20 % 75,492 64,000 264,000 93,514 570,000 306,000 116 % 3,211 2,500 2,500 1,327 2,500 0 0 % 0 15,000 15,000 735 15,000 0 0 % 444 1,000 1,000 680 1,000 0 0 % 37,102 40,000 40,000 49,497 50,000 10,000 25 % 155,210 155,500 355,500 200,587 684,600 329,100 93 Utilities 215-7004-61116 Electric - Utilities 81,290 80,000 80,000 60,523 80,000 0 0 % 215-7004-61117 Electric - Medians - Utiliti, 33,842 40,000 40,000 28,353 40,000 0 0 % 215-7004-61211 Water - Medians - Utilitie! 211,282 200,000 200,000 162,270 200,000 0 0 % 66 - Utilities Totals: 326,413 320,000 320,000 251,146 320,000 0 0 0/0 Internal Service Charges 215-7004-98110 Information Tech Charge! 22,000 31,100 31,100 23,325 24,100 (7,000) -23 215-7004-98140 Facility & Fleet Maintenar 23,100 32,600 32,600 24,450 29,500 (3,100) -10 69 - Internal Service Charges Totals: 45,100 63,700 63,700 47,775 53,600 (10,100) -16 7004 - Lighting & Landscaping Totals: 1,395,987 1,582,700 1,785,400 1,164,852 2,218,100 432,600 24 * Year -to -Date totals are as of 5/10/19. 86 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget LIGHTING & LANDSCAPING FUND Totals: 1,395,987 1,582,700 1,785,400 1,164,852 2,218,100 432,700 24 612 * Year -to -Date totals are as of 5/10/19. 87 CITY OF LA QUINTA SPECIAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 215 - LIGHTING & LANDSCAPING FUND 215-7004-50101 Permanent Full Time 115,100.00 25% - Maintenance Manager (75 % Streets Fund) 50% - Maintenance Foreman (50 % Streets Fund) 100% - Maintenance Worker I In FY 2019/20, one Maintenance Worker I was reallocated to the Public Buildings division. 215-7004-60102 Administration 16,400.00 Annual required report for LLD. 215-7004-60104 Consultants 77,000.00 Lighting Contract 215-7004-60112 Landscape Contract 830,000.00 Anticipated Increase in 2019/20 Citywide Landscape Contract 215-7004-60320 Travel & Training 500.00 Safety Training 215-7004-60431 Materials/Supplies 570,000.00 Median landscape improvements and turf removal. $500,000 approved as part of the 5-year CIP Program. 215-7004-60432 Tools/Equipment 2,500.00 Used for all tools and equipment (other than capital expenditures) including small hand tools and/or power tools such as drills, blowers, saws, etc. Amount 77,000 Amount 280,000 550,000 Amount 500 88 613 CITY OF LA QUINTA HOUSING AUTHORITY REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 241 - HOUSING AUTHORITY 241-0000-41900 Allocated Interest (426) 0 0 0 0 0 0% 241-0000-42706 Loan Repayments 305,277 0 0 0 0 0 0% 241-0000-45000 Sale of Other Asset! 93,800 0 0 0 0 0 0% 241-9101-41900 Allocated Interest 78,182 35,000 75,000 225,118 110,000 35,000 47 % 241-9101-41915 Non -Allocated Inters 795 0 0 619 0 0 0% 241-9101-42301 Miscellaneous Rever 1,001 0 0 0 0 0 0% 241-9101-43500 Home Sale Proceed! 0 0 0 58,814 0 0 0% 241-9101-43504 2nd Trust Deed Rep 122,771 0 188,000 187,892 50,000 (138,000) -73 % 241-9102-41916 Non -Allocated Inters 5,281 0 0 0 0 0 0% 241-9102-42112 Rent Revenue/Tens 137,308 0 0 0 0 0 0% 241-9102-42113 Rent Variance - WS. (1,501) 0 0 0 0 0 0% 241-9102-42302 Miscellaneous Rever 3,308 0 0 0 0 0 0% 241-9102-43520 Federal Governmen 304,474 0 0 0 0 0 0% 241-9103-43502 Rent Revenue/LQRF 293,991 280,000 280,000 216,783 288,000 8,000 3 % Fund Totals: 1,344,262 315,000 543,000 689,226 448,000 (95,000) -17 243 - RDA Low -Mod Housing Fund 243-0000-41900 Allocated Interest 17,876 8,000 18,000 33,332 I 22,000 4,000 22 % Fund Totals: 17,876 8,000 18,000 33,332 22,000 4,000 22 248 - SA 2004 LO/MOD BOND FUND (F 248-0000-41900 Allocated Interest (8,367) 0 10,000 13,394 0 (10,000) -100 % 248-0000-41915 Non -Allocated Inters 0 0 0 0 1,000 1,000 0% Fund Totals: (8,3671 0 10,000 13,394 11000 (910001 -900/0 249 - SA 2011 LOW/MOD BOND FUND 249-0000-41900 Allocated Interest 52,385 30,000 0 0 0 0 0% 249-0000-41915 Non -Allocated Inter 181,649 0 170,000 355,003 270,000 100,000 59 % Fund Totals: 234,034 30,000 170,000 355,003 270,000 100,000 590/0 NON -GENERAL FUND REVENUE 1,587,806 353,000 741,000 1,090,955 1 741,000 0 0 0/0 241 Fund Second Trust Deed Payments vary from year-to-year. Additional repayment of silent second trust deeds are recognized upon receipt. * Year -to -Date totals are as of 5/10/19. 0 614 CITY OF LA QUINTA HOUSING AUTHORITY EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 241 - HOUSING AUTHORITY 9101 - Housing Authority - Admin Salaries and Benefits 241-9101-50101 Permanent Full Time 18,755 145,300 142,600 78,526 142,000 (600) 0 % 241-9101-50110 Commissions & Boards 1,550 3,000 3,000 450 3,000 0 0 % 241-9101-50150 Other Compensation 4 300 300 162 200 (100) -33 241-9101-50200 PERS-City Portion 6,032 9,200 9,900 6,907 10,600 700 7 % 241-9101-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 241-9101-50215 Other Fringe Benefits 5 0 0 1,223 0 0 0% 241-9101-50221 Medical Insurance 1,868 31,100 31,500 11,803 31,800 300 1 % 241-9101-50222 Vision Insurance 32 0 0 176 0 0 0% 241-9101-50223 Dental Insurance 65 0 0 695 0 0 0% 241-9101-50224 Life Insurance 18 0 0 36 0 0 0% 241-9101-50225 Long Term Disability 150 3,200 3,200 314 900 (2,300) -72 % 241-9101-50230 Workers Comp Insurance 3,000 2,600 2,600 1,950 3,400 800 31 241-9101-50240 Social Security -Medicare 266 2,100 2,200 1,169 2,100 (100) -5 241-9101-50241 Social Security -FICA 102 0 0 54 0 0 0% 50 - Salaries and Benefits Totals: 31,845 196,900 195,400 103,466 194,000 (1,400) -1 0/0 Contract Services 241-9101-60103 Professional Services 63,768 65,000 70,000 49,317 81,000 11,000 16 241-9101-60106 Auditors 6,050 5,000 5,000 5,000 5,000 0 0 % 241-9101-60125 Temporary Agency Servic 7,166 5,000 0 0 0 0 0 % 241-9101-60153 Attorney 32,618 25,000 25,000 11,575 25,000 0 0 % 60 - Contract Services Totals: 109,603 100,000 100,000 65,892 111,000 11,000 11 0/0 Maintenance & Operations 241-9101-60320 Travel & Training 1,018 2,000 2,000 1,611 3,000 1,000 50 % 241-9101-60400 Office Supplies 0 0 0 94 0 0 0% 241-9101-60420 Operating Supplies 2,217 2,000 2,000 956 1,500 (500) -25 62 - Maintenance & Operations Totals: 3,235 4,000 4,000 2,661 4,500 500 13 Insurance 241-9101-91843 Property & Crime Insurar 0 10,000 10,000 7,500 I 6,000 (4,000) -40 63 - Insurance Totals: 0 10,000 10,000 7,500 6,000 (4,000) -40 Internal Service Charges 241-9101-91844 Earthquake Insurance 20,000 20,000 20,000 15,000 14,000 (6,000) -30 241-9101-98110 Information Tech Charge! 8,400 18,100 18,100 13,575 24,800 6,700 37 69 - Internal Service Charges Totals: 28,400 38,100 38,100 28,575 38,800 700 2 i101 - Housing Authority - Admin Totals: 173,083 349,000 347,500 208,094 354,300 6,800 2 9102 - Housing Authority - Wash St Apts Contract Services 241-9102-60160 Financial Expenses 1,193,428 0 0 0 I 0 0 0% 60 - Contract Services Totals: 1,193,428 0 0 0 0 0 0 * Year -to -Date totals are as of 5/10/19. 615 CITY OF LA QUINTA HOUSING AUTHORITY EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget Maintenance & Operations 241-9102-60157 Rental Expenses 206,828 0 0 0 I 0 0 0% 62 - Maintenance & Operations Totals: 206,828 0 0 0 0 0 0 0/0 Debt Service 241-9102-61609 Interest Expense - Provid 79,256 0 0 0 0 0 0% 241-9102-61610 Interest Expense - USDA 10,192 0 0 0 0 0 0% 241-9102-61680 Principal Payment - Provii 36,600 0 0 0 0 0 0% 241-9102-61681 Principal Payment - USDF 15,388 0 0 0 0 0 0% 67 - Debt Service Totals: 141,436 0 0 0 0 0 0 0/0 Housing Authority - Wash St Apts Totals: 1,541,692 0 0 0 0 0 0 0/0 9103 - Housing Authority - LQRP Maintenance & Operations 241-9103-60157 Rental Expenses 153,309 255,000 255,000 174,707 I 255,000 0 0 % 62 - Maintenance & Operations Totals: 153,309 255,000 255,000 174,707 255,000 0 0 0/0 9103 - Housing Authority - LQRP Totals: 153,309 255,000 255,000 174,707 255,000 0 0 0/0 241 - HOUSING AUTHORITY Totals: 1,868,084 604,000 602,500 382,801 609,300 6,800 1 241-9102-XXXX Washington Street Apartment expenses were removed in 2018/19 with the transfer of ownership to the Coachella Valley Housing Coalition. * Year -to -Date totals are as of 5/10/19. 91 616 CITY OF LA QUINTA HOUSING AUTHORITY EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 243 - RDA Low -Mod Housing Fund 0000 - Undesignated Other Expenses 243-0000-60532 Homelessness Assistance 259,000 250,000 267,667 166,666 I 250,000 (17,667) -7 64 - Other Expenses Totals: 259,000 250,000 267,667 166,666 250,000 (17,667) -7 0000 - Undesignated Totals: 259,000 250,000 267,667 166,666 250,000 (17,667) -7 243 - RDA Low -Mod Housing Fund Totals: 259,000 250,000 267,667 166,666 250,000 (17,667) -7 * Year -to -Date totals are as of 5/10/19. 92 617 CITY OF LA QUINTA HOUSING AUTHORITY EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 248 - SA 2004 LO/MOD BOND FUND (Refit 9102 - Housing Authority - Wash St Apts Contract Services 248-9102-60103 Professional Services 0 0 145,000 0 0 (145,000) -100 % 248-9102-60159 Relocation Benefits 228,870 0 1,200,000 882,561 0 (1,200,000) -100 % 248-9102-60185 Design/Construction 106,290 0 106,947 80,735 0 (106,947) -100 % 248-9102-60198 Planning & Development 12,823 0 0 0 0 0 0% 60 - Contract Services Totals: 347,982 0 1,451,947 963,296 0 (1,451,947) -100 0/0 Housing Authority - Wash St Apts Totals: 347 0 1.451.947 963.296 0 (1.451.947) -100 BOND FUND (Refinanced in 2014) Totals: 347,982 0 1,451,947 963,296 0 (1,451,947) -100 248 Fund was fully used for the Washington Street Apartment rehabilitation and expansion project. * Year -to -Date totals are as of 5/10/19. 93 CITY OF LA QUINTA HOUSING AUTHORITY EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 249 - SA 2011 LOW/MOD BOND FUND (Re 0000 - Undesignated Contract Services 249-0000-60188 Construction 2,023,975 0 7,376,000 7,376,024 I 0 (7,376,000) -100 % 60 - Contract Services Totals: 2,023,975 0 7,376,000 7,376,024 0 (7,376,000) -1000/0 Capital Expenses 249-0000-80050 Affordable Housing Projec 0 0 40,000 0 I 20,000 (20,000) -50 68 - Capital Expenses Totals: 0 0 40,000 0 20,000 (20,000) -50 0/0 0000 - Undesignated Totals: 2,023,975 0 7,416,000 7,376,024 20,000 (7,396,000) -100 0/0 BOND FUND (Refinanced in 2016) Totals: 2,023,975 0 7,416,000 7,376,024 20,000 (7,396,000) -100 0/0 249 Fund is partially being used for the Washington Street Apartment rehabilitation and expansion project. Remaining funds are available for future housing projects. * Year -to -Date totals are as of 5/10/19. 94 619 CITY OF LA QUINTA FINANCE AUTHORITY REVENUE DETAILS 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 310 - LQ FINANCE AUTHORITY DEBT SERVICE 310-0000-41915 Non -Allocated Inters 177 0 0 350 0 0 0% 310-0000-42111 Rental Income 671,274 671,600 671,600 668,511 1,000 (670,600) -100 % 310-0000-49500 Transfers In 95 0 0 0 0 0 0% Fund Totals: 671,546 671,600 671,600 668,861 1,000 (670,600) -1000/0 NON -GENERAL FUND REVENUE 310 Fund revenue decrease in 2019/20 reflects the 1996 Civic Center Bond being paid off in October 2018, resulting in savings to the General Fund. * Year -to -Date totals are as of 5/10/19. 95 620 CITY OF LA QUINTA FINANCE AUTHORITY EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 310 - LQ FINANCE AUTHORITY DEBT SERV 0000 - Undesignated Contract Services 310-0000-60181 Contract Services Fees 0 0 0 1,000 I 1,000 1,000 0 % 60 - Contract Services Totals: 0 0 0 11000 11000 11000 0 0/0 0000 - Undesignated Totals: 0 0 0 1,000 1,000 1,000 0 0/0 9501 - 9501 - Financing Authority Contract Services 310-9501-60102 Administration 2,633 3,000 3,000 0 0 (3,000) -100 % 310-9501-60181 Contract Services Fees 500 500 500 0 0 (500) -100 60 - Contract Services Totals: 3,133 3,500 3,500 0 0 (3,500) -100 0/0 Capital Expenses 310-9501-82130 1996 FA Bonds Principal 615,000 650,000 650,000 650,000 0 (650,000) -100 % 310-9501-83370 1996 FA Series Bonds Int 53,141 18,100 18,100 18,038 0 (18,100) -100 % 68 - Capital Expenses Totals: 668,141 668,100 668,100 668,038 0 (668,100) -100 0/0 1501 - 9501 - Financing Authority Totals: 671,274 671,600 671,600 668,038 0 (671,600) -100 0/0 NANCE AUTHORITY DEBT SERVICE Totals: 671,274 671,600 671,600 669,038 1,000 (670,600) -100 310 Fund expense decrease in 2019/20 reflects the 1996 Civic Center Bond being paid off in October 2018. Professional expenses for 2019/20 are to complete the required annual State Controller's Report for the Authority. * Year -to -Date totals are as of 5/10/19. w 621 CITY OF LA QUINTA ENTERPRISE FUND REVENUES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 601 - SILVERROCK RESORT 601-0000-44000 Green Fees 3,067,649 3,401,300 3,051,300 2,765,239 3,209,100 157,800 5 % 601-0000-44001 Range Fees 118,997 136,800 136,800 115,772 134,800 (2,000) -1 % 601-0000-44002 Merchandise 237,892 277,200 227,200 203,658 249,200 22,000 10 % 601-0000-44003 Food & Beverage 0 12,000 12,000 0 12,000 0 0 % 601-0000-44004 Resident Card 143,180 165,300 165,300 139,700 165,300 0 0 % 601-0000-49500 Transfers In 434,000 100,200 555,200 100,200 335,200 (220,000) -40 % Fund Totals: 4,001,718 4,092,800 4,147,800 3,324,570 4,105,600 (42,200) -1 0/0 602 - SILVERROCK GOLF RESERVE 602-0000-41900 Allocated Interest 3,511 2,000 2,000 10,488 5,500 3,500 175 % 602-0000-49500 Transfers In 58,517 68,000 68,000 0 0 (68,000) -100 % Fund Totals: 62,028 70,000 70,000 10,488 5,500 (64,500) -92 NON -GENERAL FUND REVENUE 601 Fund Transfers In budget of $335,200 reflects the updated increase of $35,200 for the General Fund contribution to SilverRock operational expenses. 602 Fund Transfers In are reduced in 2019/20 because of the 2% Green Fee revenue allocation suspended in 2019/20. * Year -to -Date totals are as of 5/10/19. 97 622 CITY OF LA QUINTA ENTERPRISE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 601 - SILVERROCK RESORT 0000 - Undesignated Salaries and Benefits 601-0000-50101 Permanent Full Time 30,412 31,200 31,400 26,958 32,400 1,000 3 % 601-0000-50200 PERS-City Portion 7,361 3,400 3,400 2,855 3,800 400 12 % 601-0000-50210 PERS-Survivor Benefits 0 100 100 0 0 (100) -100 % 601-0000-50221 Medical Insurance 3,330 4,100 4,100 2,959 4,200 100 2 % 601-0000-50223 Dental Insurance 322 0 0 278 0 0 0% 601-0000-50224 Life Insurance 34 0 0 13 0 0 0% 601-0000-50225 Long Term Disability 213 400 400 92 200 (200) -50 % 601-0000-50240 Social Security -Medicare 441 500 500 391 500 0 0 % 50 - Salaries and Benefits Totals: 42,113 39,700 39,900 33,548 41,100 1,200 3 Contract Services 601-0000-60200 Cart Barn/Range 601-0000-60201 Golf Shop 601-0000-60202 Course Services 601-0000-60203 Maintenance 601-0000-60204 Landscape 601-0000-60205 General & Administrative 601-0000-60206 Marketing 601-0000-60207 Temporary Club House 601-0000-60208 Management Fee 601-0000-60209 Insurance 601-0000-60210 Property Tax 601-0000-60211 Rental Payment 601-0000-60212 Pro Shop Product Cost 601-0000-60217 Food & Bev Product Cost 60 - Contract Services Totals: Maintenance & Operations 601-0000-60214 Equipment Repairs 601-0000-60320 Travel & Training 601-0000-60351 Membership Dues 601-0000-60455 Bank Fees 601-0000-60660 Repair & Maintenance 62 - Maintenance & Operations Totals: 391,379 268,800 354,700 336,079 396,400 41,700 12 % 396,506 221,100 376,200 378,053 347,900 (28,300) -8 % 0 85,900 0 0 0 0 0% 1,890,317 1,740,500 1,990,400 1,552,038 2,033,500 43,100 2 % 0 249,900 0 0 0 0 0% 300,616 329,100 329,100 251,776 360,400 31,300 10 % 238,437 230,000 230,000 174,401 222,200 (7,800) -3 % 143,879 136,400 136,400 105,788 125,300 (11,100) -8 % 98,989 114,000 114,000 94,499 118,600 4,600 4 % 66,937 48,000 48,000 51,252 48,000 0 0 % 6,439 11,800 11,800 14,738 11,800 0 0% 311,395 309,300 309,300 241,804 313,300 4,000 1 % 0 155,100 0 0 0 0 0% 4,417 0 0 0 0 0 0% 3,849,312 3,899,900 3,899,900 3,200,428 3,977,400 77,500 2 9,061 0 45,000 89,731 20,000 (25,000) -56 % 2,262 1,500 1,500 0 1,500 0 0 % 535 6,700 6,700 400 700 (6,000) -90 % 81,481 50,000 50,000 72,680 55,000 5,000 10 % 10,855 0 10,000 33,606 10,000 0 0 % 104,194 58,200 113,200 196,418 87,200 (26,000) -23 Capital Expenses 601-0000-71122 Depreciation Expense - C 219,033 0 0 0 0 0 0% 601-0000-72011 Depreciation Expense 31,956 0 0 0 0 0 0% 601-0000-83500 Advance Interest Expens( 71,856 25,000 25,000 84,844 80,000 55,000 220 68 - Capital Expenses Totals: 322,844 25,000 25,000 84,844 80,000 55,000 220 Transfers Out 601-0000-99900 Transfers Out 58,517 68,000 68,000 0 I 0 (68,000) -100 % 99 - Transfers Out Totals: 58,517 68,000 68,000 0 0 (68,000) -100 0/0 0000 - Undesignated Totals: 4,376,980 4,090,800 4,146,000 3,515,238 4,185,700 39ftD6 1 0/0 * Year -to -Date totals are as of 5/10/19. 98 CITY OF LA QUINTA ENTERPRISE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 601 - SILVERROCK RESORT Totals: 4,376,980 4,090,800 4,146,000 3,515,238 4,185,700 39,700 1 624 * Year -to -Date totals are as of 5/10/19. 99 CITY OF LA QUINTA ENTERPRISE FUND EXPENSE NOTES Fund: 601 - SILVERROCK RESORT 601-0000-50101 Permanent Full Time 32,400.00 601-0000-60200 601-0000-60201 20% - Facilities Director (40% Parks Maintenance, 40% Public Buildings) Cart Barn/Range 396,400.00 Cart Barn/Range expenses include course services expenses. Golf Shop 347,900.00 Golf Shop expenses include Pro Shop product costs for the purchase of resale merchandise. 601-0000-60203 Maintenance 2,033,500.00 Expenses includes water and electrical expenses estimated at $249,838. A minimum wage increase to $13 per hour effective January 1, 2020 is included in expenditure estimates. 601-0000-60208 Management Fee 118,600.00 4% increase due to contract terms. 601-0000-60320 Travel & Training 1,500.00 Golf Course Superintendent Association certification 601-0000-83500 Advance Interest Expense 80,000.00 For outstanding General Fund loan repayment. 2019/20 PROPOSED BUDGET 100 625 CITY OF LA QUINTA ENTERPRISE FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 602 - SILVERROCK GOLF RESERVE 0000 - Undesignated Transfers Out 602-0000-99900 Transfers Out 0 50,200 105,200 50,200 I 0 (105,200) -100 % 99 - Transfers Out Totals: 0 50,200 105,200 50,200 0 (105,200) -1000/0 0000 - Undesignated Totals: 0 50,200 105,200 50,200 0 (105,200) -100 0/0 602 - SILVERROCK GOLF RESERVE Totals: 0 50,200 105,200 50,200 0 (105,200) -100 0/0 602 Fund Transfers Out to SilverRock Operating Fund 601, are allocated when needed for unanticipated repairs and equipment purchases. * Year -to -Date totals are as of 5/10/19. 101 626 THIS PAGE INTENTIONALLY LEFT BLANK 627 CITY OF LA QUINTA SPECIAL FUND REVENUES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 202 - LIBRARY & MUSEUM FUND 202-0000-41720 County Government 2,626,417 2,288,000 2,288,000 2,150,997 2,700,000 412,000 18 202-0000-41900 Allocated Interest 36,102 20,000 20,000 112,580 42,000 22,000 110 202-0000-42218 MakerSpace Membe 0 25,000 5,000 2,514 10,000 5,000 100 Fund Totals: 2,662,519 2,333,000 2,313,000 2,266,091 2,752,000 439,000 19 0/0 NON -GENERAL FUND REVENUE 202 Fund County Government revenue for 2018/19 will be increased during a fourth quarter budget update. * Year -to -Date totals are as of 5/10/19. 102 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 202 - LIBRARY & MUSEUM FUND 3004 - Library Contract Services 202-3004-60105 Makerspace Operations 0 0 165,200 123,892 165,200 0 0 % 202-3004-60112 Landscape Contract 37,032 26,000 26,000 20,860 11,000 (15,000) -58 202-3004-60113 Landscape ImprovementE 10,799 0 0 0 0 0 0% 202-3004-60114 County of Riverside - Libr 1,037,625 950,000 950,000 563,883 1,100,000 150,000 16 % 202-3004-60115 Janitorial 24,910 30,000 30,000 22,233 32,000 2,000 7 % 202-3004-60116 Pest Control 888 1,000 1,000 4,020 2,000 1,000 100 202-3004-60123 Security & Alarm 1,870 2,000 2,000 2,169 2,500 500 25 60 - Contract Services Totals: 1,113,124 1,009,000 1,174,200 737,057 1,312,700 138,500 12 Maintenance & Operations 202-3004-60420 Operating Supplies 12,101 135,000 135,000 16,039 135,000 0 0 % 202-3004-60423 Supplies -Graffiti and Vani 0 500 500 0 0 (500) -100 % 202-3004-60424 Materials- New Exhibits 0 10,000 10,000 2,436 10,000 0 0 % 202-3004-60432 Tools/Equipment 0 0 0 114 0 0 0% 202-3004-60664 Fire Extinguisher Service 99 500 500 0 500 0 0 % 202-3004-60665 Maint-Other Equipment 59 2,000 2,000 143 2,000 0 0 % 202-3004-60667 HVAC 40,398 8,000 8,000 5,631 8,000 0 0 % 202-3004-60691 Maintenance/Services 11,706 15,000 15,000 17,785 15,000 0 0 % 62 - Maintenance & Operations Totals: 64,361 171,000 171,000 42,148 170,500 (500) 0 0/0 Utilities 202-3004-61100 Gas - Utilities 202-3004-61101 Electricity - Utilities 202-3004-61200 Water - Utilities 66 - Utilities Totals 959 1,000 1,000 51,136 47,000 47,000 76 500 500 1,328 1,500 500 50 0/a 36,107 47,000 0 0 % 0 500 0 0 % 52,172 48,500 48,500 37,436 49,000 500 1 0/0 Capital Expenses 202-3004-71020 Furniture 6,370 20,000 20,000 16,692 20,000 0 0 % 202-3004-72110 Building Improvements 96,742 0 0 14,055 200,000 200,000 0 % 202-3004-80100 Machinery & Equipment 26 0 0 0 0 0 0% 68 - Capital Expenses Totals: 103,138 20,000 20,000 30,747 220,000 200,000 1,000 Internal Service Charges 202-3004-91842 Liability Insurance & Clair 40,000 12,000 12,000 9,000 11,000 (1,000) -8 % 202-3004-91843 Property & Crime Insurar 5,000 5,000 5,000 3,750 4,000 (1,000) -20 % 202-3004-91844 Earthquake Insurance 15,000 10,000 10,000 7,500 10,000 0 0 % 69 - Internal Service Charges Totals: 60,000 27,000 27,000 20,250 25,000 (2,000) -7 3004 - Library Totals: 1,392,795 1,275,500 1,440,700 867,637 1,777,200 336,500 23 3006 - Museum Contract Services 202-3006-60105 Museum Operations 212,082 210,000 210,000 160,170 213,000 3,000 1 % 202-3006-60112 Landscape Contract 26,026 15,000 15,000 11,690 2,300 (12,700) -85 202-3006-60115 Janitorial 7,080 8,000 8,000 6,753 8,400 400 5 % 629 * Year -to -Date totals are as of 5/10/19. 103 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change 202-3006-60116 Pest Control 736 1,000 1,000 392 1,000 0 0 % 202-3006-60123 Security & Alarm 2,072 1,700 1,700 2,515 2,800 1,100 65 202-3006-60137 Community Special Event 0 10,000 10,000 0 0 (10,000) -100 % 60 - Contract Services Totals: 247,996 245,700 245,700 181,520 227,500 (18,200) -7 0/6 Maintenance & Operations 202-3006-60122 Credit Card Fees 312 300 300 339 400 100 33 202-3006-60420 Operating Supplies 27,573 30,000 30,000 12,982 30,000 0 0 % 202-3006-60664 Fire Extinguisher Service 82 500 500 0 500 0 0 % 202-3006-60665 Maint-Other Equipment 0 10,000 10,000 1,063 10,000 0 0 % 202-3006-60667 HVAC 8,461 3,000 3,000 709 3,000 0 0 % 202-3006-60691 Maintenance/Services 14,049 15,000 15,000 11,083 15,000 0 0 % 62 - Maintenance & Operations Totals: 50,478 58,800 58,800 26,176 58,900 100 0 0/0 Utilities 202-3006-61100 Gas - Utilities 0 100 100 0 100 0 0 % 202-3006-61101 Electricity - Utilities 10,849 12,000 12,000 8,927 12,000 0 0 % 202-3006-61200 Water - Utilities 1,969 1,700 1,700 1,345 2,000 300 18 202-3006-61300 Telephone - Utilities 1,447 1,400 1,400 737 1,400 0 0 % 66 - Utilities Totals: 14,266 15,200 15,200 11,009 15,500 300 2 Capital Expenses 202-3006-74010 Land Acquisition 532,125 0 0 0 0 0 0% 202-3006-80100 Machinery & Equipment 26 0 0 0 0 0 0 68 - Capital Expenses Totals: 532,151 0 0 0 0 0 0 0/0 Internal Service Charges 202-3006-91842 Liability Insurance & Clair 0 15,500 15,500 11,625 19,000 3,500 23 202-3006-91843 Property & Crime Insurar 0 5,500 5,500 4,125 7,000 1,500 27 202-3006-91844 Earthquake Insurance 0 12,000 12,000 9,000 14,000 2,000 17 69 - Internal Service Charges Totals: 0 33,000 33,000 24,750 40,000 7,000 21 Transfers Out 202-3006-99900 Transfers Out 0 0 0 0 I 300,000 300,000 0% 99 - Transfers Out Totals: 0 0 0 0 300,000 300,000 0 0/0 3006 - Museum Totals: 844,891 352,700 352,700 243,455 641,900 289,200 82 202 - LIBRARY & MUSEUM FUND Totals: 2,237,686 1,628,200 1,793,400 1,111,092 2,419,100 625,700 35 630 * Year -to -Date totals are as of 5/10/19. 104 CITY OF LA QUINTA SPECIAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 202 - LIBRARY & MUSEUM FUND 202-3004-60112 Landscape Contract 11,000.00 For Library facility. 202-3004-60114 County of Riverside - Library 1,100,000.00 Includes contracted Library and Makerspace staffing and oversight of programs. 202-3004-72110 Building Improvements 200,000.00 Roof repairs at Library are needed. 202-3006-60112 Landscape Contract 2,300.00 For Museum facility. 202-3006-99900 Transfers Out 300,000.00 CIP - Village Art Plaza Site Improvements (Museum/Lumberyard Building) 105 631 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 210 - FEDERAL ASSISTANCE FUND 0000 - Undesignated Contract Services 210-0000-60135 CDBG Public Service Grar 18,360 20,000 20,000 0 I 20,000 0 0 % 60 - Contract Services Totals: 18,360 20,000 20,000 0 20,000 0 0 0/0 Transfers Out 210-0000-99900 Transfers Out 168,922 52,000 46,226 0 I 103,200 56,974 123 99 - Transfers Out Totals: 168.922 52.000 46.226 0 103.200 56.974 123 0000 - Undesignated Totals: 187,282 72,000 66,226 0 123,200 56,974 86 210 - FEDERAL ASSISTANCE FUND Totals: 187,282 72,000 66,226 0 123,200 56,974 86 210 Fund Transfers Out for CIP — City Hall miscellaneous interior ADA improvements. * Year -to -Date totals are as of 5/10/19. 106 632 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 212 - SLESA (COPS) FUND 0000 - Undesignated Contract Services 212-0000-60178 COPS Robbery Preventior 0 0 10,000 5,098 10,000 0 0 % 212-0000-60179 COPS Burglary/Theft Pre\ 83,095 100,000 90,000 37,645 90,000 0 0 % 60 - Contract Services Totals: 83,095 100,000 100,000 42,743 100,000 0 0 0/0 0000 - Undesignated Totals: 83,095 100,000 100,000 42,743 100,000 0 0 0/0 212 - SLESA (COPS) FUND Totals: 83,095 100,000 100,000 42,743 100,000 0 0 0/0 * Year -to -Date totals are as of 5/10/19. 107 633 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 217 - DEVELOPMENT AGREEMENT 0000 - Undesignated Capital Expenses 217-0000-74010 Land Acquisition & Impro 80,997 67,000 97,000 77,741 I 0 (97,000) -100 % 68 - Capital Expenses Totals: 80,997 67,000 97,000 77,741 0 (97,000) -1000/0 0000 - Undesignated Totals: 80,997 67,000 97,000 77,741 0 (97,000) -100 0/0 217 - DEVELOPMENT AGREEMENT Totals: 80,997 67,000 97,000 77,741 0 (97,000) -100 0/0 217 Fund expenses in 2017/18 and 2018/19 were used to purchase and improve the vacant land between the Frontier and Public Library buildings for additional public parking. * Year -to -Date totals are as of 5/10/19. 108 634 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 220 - QUIMBY FUND 0000 - Undesignated Transfers Out 220-0000-99900 Transfers Out 462,938 3,956,000 5,748,488 615,085 I 263,000 (5,485,488) -95 99 - Transfers Out Totals: 462,938 3,956,000 5,748,488 615,085 263,000 (5,485,488) -95 0/0 0000 - Undesignated Totals: 462,938 3,956,000 5,748,488 615,085 263,000 (5,485,488) -95 0/0 220 - QUIMBY FUND Totals: 462,938 3,956,000 5,748,488 615,085 263,000 (5,485,488) -95 220 Fund Transfers Out for CIP - La Quinta Skate Park conversion. Transfers Out in 2018/19 are for carryover capital improvement projects. * Year -to -Date totals are as of 5/10/19. 109 635 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 221 - AB 939 - CALRECYCLE FUND 0000 - Undesignated Contract Services 221-0000-60127 AB 939 Recycling Solutioi 17,902 35,000 95,000 58,276 I 50,000 (45,000) -47 60 - Contract Services Totals: 17,902 35,000 95,000 58,276 50,000 (45,000) -47 0000 - Undesignated Totals: 17,902 35,000 95,000 58,276 50,000 (45,000) -47 221 - AB 939 - CALRECYCLE FUND Totals: 17,902 35,000 95,000 58,276 50,000 (45,000) -47 221 Fund Recycling Solutions for school recycling projects and special event recycling promotional items. * Year -to -Date totals are as of 5/10/19. 110 636 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 223 - MEASURE A FUND 0000 - Undesignated Other Expenses 223-0000-60510 Signal Knockdowns, Cont 0 0 0 3,601 I 4,000 4,000 0 % 64 - Other Expenses Totals: 0 0 0 3,601 4,000 4,000 0 0/0 Transfers Out 223-0000-99900 Transfers Out 388,747 961,708 4,733,403 309,318 I 1,294,300 (3,439,103) -73 99 - Transfers Out Totals: 388,747 961,708 4,733,403 309,318 1,294,300 (3,439,103) -73 0000 - Undesignated Totals: 388,747 961,708 4,733,403 312,919 1,298,300 (3,435,103) -73 223 - MEASURE A FUND Totals: 388,747 961,708 4,733,403 312,919 1,298,300 (3,435,103) -73 637 * Year -to -Date totals are as of 5/10/19. 111 CITY OF LA QUINTA SPECIAL FUND EXPENSE NOTES Fund: 223 - MEASURE A FUND 223-0000-99900 Transfers Out 1,294,300.00 CIP - Citywide Traffic Siqnal Maintenance Improv. CIP - Jefferson St. @ Avenue 53 Roundabout CIP - LQ Villaqe Complete Streets Road Diet Amount 2019/20 PROPOSED BUDGET 168,000 74,300 1,052,000 112 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 225-INFRASTRUCTURE FUND 0000 - Undesignated Contract Services 225-0000-60104 Consultants, Fee Study 0 0 5,953 2,733 I 0 (5,953) -100 % 60 - Contract Services Totals: 0 0 5,953 2,733 0 (5,953) -1000/0 Transfers Out 225-0000-99900 Transfers Out 0 0 22,618 0 I 0 (22,618) -100 % 99 - Transfers Out Totals: 0 0 22,618 0 0 (22,618) -100 0/0 0000 - Undesignated Totals: 0 0 28,571 2,733 0 (28,571) -100 0/0 225 - INFRASTRUCTURE FUND Totals: 0 0 28,571 2,733 0 (28,571) -100 0/0 225 Fund 2018/19 Consulting Fees are for updating the DIF Fee as required by the State every five years. Transfers Out in 2018/19 are for carryover capital improvement projects. * Year -to -Date totals are as of 5/10/19. 113 639 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT 0000 - Undesignated Maintenance & Operations 226-0000-60432 Tools/Equipment 12,299 0 12,000 0 I 12,000 0 0% 62 - Maintenance & Operations Totals: 12,299 0 12,000 0 12,000 0 0 0/0 0000 - Undesignated Totals: 12,299 0 12,000 0 12,000 0 0 0/0 :NT PERFORMANCE GRANT (EMPG) Totals: 12,299 0 12,000 0 12,000 0 0 226 Fund is restricted for expense related to the City's Emergency Operations Center. * Year -to -Date totals are as of 5/10/19. 114 .� 1 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 227 - STATE HOMELAND SECURITY PROGRAMS 0000 - Undesignated Contract Services 227-0000-60320 Travel & Training 5,786 0 6,000 3,013 I 0 (6,000) -100 % 60 - Contract Services Totals: 5,786 0 6,000 3,013 0 (6,000) -100 0/0 0000 - Undesignated Totals: 5,786 0 6,000 3,013 0 (6,000) -100 0/0 AND SECURITY PROGRAMS (SHSP) Totals: 5,786 0 6,000 3,013 0 (6,000) -100 0/0 227 Fund revenue and expenditures are recognized when grants are awarded. * Year -to -Date totals are as of 5/10/19. 115 641 THIS PAGE INTENTIONALLY LEFT BLANK 642 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 230 - CASp FUND, AB 1379 0000 - Undesignated Contract Services 230-0000-60320 Travel & Training 0 0 0 0 I 1,500 1,500 0% 60 - Contract Services Totals: 0 0 0 0 11500 11500 0 0/0 Other Expenses 230-0000-60480 Contributions to State Ag 0 400 1,900 1,268 I 2,100 200 11 64 - Other Expenses Totals: 0 400 1,900 1,268 2,100 200 11 Capital Expenses 230-0000-90020 Service & Supply 0 3,600 3,600 0 I 1,000 (2,600) -72 68 - Capital Expenses Totals: 0 3,600 3,600 0 1,000 (2,600) -72 0000 - Undesignated Totals: 0 4,000 5,500 1,268 4,600 (900) -16 230 - CASp FUND, AB 1379 Totals: 0 4,000 5,500 1,268 4,600 (900) -16 * Year -to -Date totals are as of 5/10/19. 116 643 CITY OF LA QUINTA SPECIAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 230 - CASp FUND, AB 1379 230-0000-60320 Travel & Training 1,500.00 Training for Americans with Disability Act guidelines. 230-0000-60480 Contributions to State Agency 2,100.00 Required pass through payment to the State Architect based on 10% of revenues collected. 117 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 235 - SO COAST AIR QUALITY FUND 0000 - Undesignated Contract Services 235-0000-60186 CVAG 38,919 34,000 34,000 19,238 I 39,000 5,000 15 60 - Contract Services Totals: 38,919 34,000 34,000 19,238 39,000 5,000 15 Utilities 235-0000-61101 Utilities - Electricity 0 0 0 2,051 I 2,500 2,500 0 % 66 - Utilities Totals: 0 0 0 2.051 2.500 2.500 0 0/0 Capital Expenses 235-0000-80100 Machinery & Equipment 91,566 20,000 20,000 0 I 50,000 30,000 150 % 68 - Capital Expenses Totals: 91,566 20,000 20,000 0 50,000 30,000 150 0/0 0000 - Undesignated Totals: 130,485 54,000 54,000 21,290 91,500 37,500 69 35 - SO COAST AIR QUALITY FUND Totals: 130,485 54,000 54,000 21,290 91,500 37,500 69 * Year -to -Date totals are as of 5/10/19. 118 645 CITY OF LA QUINTA SPECIAL FUND EXPENSE NOTES 2019/20 PROPOSED BUDGET Fund: 235 - SO COAST AIR QUALITY FUND 235-0000-60186 CVAG 39,000.00 MOU between CVAG and member jurisdictions which contribute 75% of AB2766 South Coast Air Quality Management District (AQMD) revenue for up to four years through June 30, 2020. 235-0000-80100 Machinery & Equipment 50,000.00 The City is proposing to add additional electrical vehicle charging stations along Highway 111. Discussions with interested property owners have begun. 119 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 250 - TRANSPORTATION DIF FUND 0000 - Undesignated Contract Services 250-0000-60104 Consultants, Fee Study 0 0 5,953 2,733 I 0 (5,953) -100 % 60 - Contract Services Totals: 0 0 5,953 2,733 0 (5,953) -1000/0 Capital Expenses 250-0000-80105 Developer Reimbursemer 400,002 400,000 400,000 400,000 I 400,000 0 0 % 68 - Capital Expenses Totals: 400,002 400,000 400,000 400,000 400,000 0 0 0/0 Transfers Out 250-0000-99900 Transfers Out 697,809 0 2,151,507 10,157 I 83,700 (2,067,807) -96 99 - Transfers Out Totals: 697.809 0 2.151.507 10,157 83,700 (2,067,807) -96 0000 - Undesignated Totals: 1,097,811 400,000 2,557,460 412,890 483,700 (2,073,760) -81 0/0 250 - TRANSPORTATION DIF FUND Totals: 1,097,811 400,000 2,557,460 412,890 483,700 (2,073,760) -81 250 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Transfers Out are for CIP - Avenue 50 bridge spanning evacuation channel. * Year -to -Date totals are as of 5/10/19. 120 647 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 251 - PARKS & REC DIF FUND 0000 - Undesignated Contract Services 251-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -1000/0 Transfers Out 251-0000-99900 Transfers Out 0 0 2,400,000 0 I 0 (2,400,000) -100 % 99 - Transfers Out Totals: 0 0 2.400.000 0 0 (2,400,000) -100 0/0 0000 - Undesignated Totals: 0 0 2,405,952 2,732 0 (2,405,952) -100 0/0 251 - PARKS & REC DIF FUND Totals: 0 0 2,405,952 2,732 0 (2,405,952) -100 0/0 251 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. * Year -to -Date totals are as of 5/10/19. 121 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 252 - CIVIC CENTER DIF FUND 0000 - Undesignated Contract Services 252-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -100 0/0 Capital Expenses 252-0000-83500 Advance Interest Expens( 79,286 110,000 110,000 96,696 I 130,000 20,000 18 68 - Capital Expenses Totals: 79,286 110,000 110,000 96,696 130,000 20,000 18 0000 - Undesignated Totals: 79,286 110,000 115,952 99,428 130,000 14,048 12 252 - CIVIC CENTER DIF FUND Totals: 79,286 110,000 115,952 99,428 130,000 14,048 12 252 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Advance Interest Expense is for outstanding General Fund loan repayment. * Year -to -Date totals are as of 5/10/19. 122 MM CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 253 - LIBRARY DEVELOPMENT DIF 0000 - Undesignated Contract Services 253-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -100 0/0 Capital Expenses 253-0000-83500 Advance Interest Expens( 19,138 30,000 30,000 21,369 I 32,000 2,000 7 % 68 - Capital Expenses Totals: 19,138 30,000 30,000 21,369 32,000 2,000 7 0000 - Undesignated Totals: 19,138 30,000 35,952 24,101 32,000 (3,952) -11 0/0 253 - LIBRARY DEVELOPMENT DIF Totals: 19,138 30,000 35,952 24,101 32,000 (3,952) -11 0/0 253 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Advance Interest Expense is for outstanding Successor Agency loan repayment. * Year -to -Date totals are as of 5/10/19. 123 650 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 254 - COMMUNITY CENTER DIF 0000 - Undesignated Contract Services 254-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -1000/0 Transfers Out 254-0000-99900 Transfers Out 0 0 101,639 0 I 0 (101,639) -100 % 99 - Transfers Out Totals: 0 0 101,639 0 0 (101,639) -100 0/0 0000 - Undesignated Totals: 0 0 107,591 2,732 0 (107,591) -100 0/0 254 - COMMUNITY CENTER DIF Totals: 0 0 107,591 2,732 0 (107,591) -100 0/0 254 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Transfers Out in 2018/19 are for carryover capital improvement projects. * Year -to -Date totals are as of 5/10/19. 124 651 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 255 - STREET FACILITY DIF FUND 0000 - Undesignated Contract Services 255-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -1000/0 Capital Expenses 255-0000-83500 Advance Interest Expens( 21,296 15,000 15,000 25,906 I 30,000 15,000 100 68 - Capital Expenses Totals: 21,296 15,000 15,000 25,906 30,000 15,000 100 0000 - Undesignated Totals: 21,296 15,000 20,952 28,638 30,000 9,048 43 255 - STREET FACILITY DIF FUND Totals: 21,296 15,000 20,952 28,638 30,000 9,048 43 255 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Advance Interest Expense is for outstanding General Fund loan repayment. * Year -to -Date totals are as of 5/10/19. 125 652 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 256 - PARK FACILITY DIF FUND 0000 - Undesignated Contract Services 256-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -1000/0 Capital Expenses 256-0000-83500 Advance Interest Expens( 0 4,000 4,000 0 I 0 (4,000) -100 % 68 - Capital Expenses Totals: 0 4,000 4,000 0 0 (4,000) -100 0/0 Transfers Out 256-0000-99900 Transfers Out 6,567 0 0 3,966 I 6,000 6,000 0 % 99 - Transfers Out Totals: 6,567 0 0 3,966 6,000 6,000 0 0/0 0000 - Undesignated Totals: 6,567 4,000 9,952 6,698 6,000 (3,952) -40 256 - PARK FACILITY DIF FUND Totals: 6,567 4,000 9,952 6,698 6,000 (3,952) -40 256 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Transfers Out to Street Facility DIF Fund 255, is for outstanding General Fund loan repayment. * Year -to -Date totals are as of 5/10/19. 126 653 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 257 - FIRE PROTECTION DIF 0000 - Undesignated Contract Services 257-0000-60104 Consultants, Fee Study 0 0 5,952 2,732 I 0 (5,952) -100 % 60 - Contract Services Totals: 0 0 5,952 2,732 0 (5,952) -100 0/0 Capital Expenses 257-0000-83500 Advance Interest Expens( 4,634 40,000 40,000 6,501 I 7,500 (32,500) -81 68 - Capital Expenses Totals: 4,634 40,000 40,000 6,501 7,500 (32,500) -81 0000 - Undesignated Totals: 4,634 40,000 45,952 9,233 7,500 (38,452) -84 257 - FIRE PROTECTION DIF Totals: 4,634 40,000 45,952 9,233 7,500 (38,452) -84 257 Fund Consulting Fees are for updating the DIF Fee as required by the State every five years. Advance Interest Expense is for outstanding General Fund loan repayment. * Year -to -Date totals are as of 5/10/19. 127 654 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 270 - ART IN PUBLIC PLACES FUND 0000 - Undesignated Other Expenses 270-0000-60482 Operating Supplies 678 2,000 2,000 652 I 2,000 0 0 % 64 - Other Expenses Totals: 678 2,000 2,000 652 2,000 0 0 0/0 Repair & Maintenance 270-0000-60683 APP Maintenance 14,008 20,000 20,000 16,882 I 78,000 58,000 290 65 - Repair & Maintenance Totals: 14,008 20,000 20,000 16,882 78,000 58,000 290 Capital Expenses 270-0000-74800 Art Purchases 70,012 100,000 100,000 55,390 I 80,000 (20,000) -20 68 - Capital Expenses Totals: 70,012 100,000 100,000 55,390 80,000 (20,000) -20 Transfers Out 270-0000-99900 Transfers Out 0 200,000 600,000 0 I 0 (600,000) -100 % 99 - Transfers Out Totals: 0 200,000 600,000 0 0 (600,000) -100 0/0 0000 - Undesignated Totals: 84,699 322,000 722,000 72,924 160,000 (562,000) -78 t70 - ART IN PUBLIC PLACES FUND Totals: 84,699 322,000 722,000 72,924 160,000 (562,000) -78 270 Fund Art in Public Places (APP) Maintenance increasing in 2019/20 because of new maintenance contract, updated inventory of all art in public places, internal city inspections and engineering services for new art installations. Transfers Out in 2018/19 are for carryover capital improvement projects. * Year -to -Date totals are as of 5/10/19. 128 655 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 405 - SA PA 1 CAPITAL IMPRV FUND 9001 - Undesignated Transfers Out 405-9001-99900 Transfers Out 82,701 0 5,343,052 9,016 I 0 (5,343,052) -100 % 99 - Transfers Out Totals: 82,701 0 5,343,052 9,016 0 (5,343,052) -1000/0 g Department Description - 9001 Totals: 82,701 0 5,343,052 9,016 0 (5,343,052) -100 0/0 35 - SA PA 1 CAPITAL IMPRV FUND Totals: 82,701 0 5,343,052 9,016 0 (5,343,052) -100 0/0 405 Fund are bond proceeds designated for SilverRock Way improvements. * Year -to -Date totals are as of 5/10/19. 129 656 CITY OF LA QUINTA SPECIAL FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. % Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 760 - SUPPLEMENTAL PENSION PLAN 0000 - Undesignated Salaries and Benefits 760-0000-50199 Annual PARS Contributior 12,833 0 12,850 12,833 I 12,850 0 0 % 50 - Salaries and Benefits Totals: 12,833 0 12,850 12,833 12,850 0 0 0/0 0000 - Undesignated Totals: 12,833 0 12,850 12,833 12,850 0 0 0/0 D - SUPPLEMENTAL PENSION PLAN Totals: 12,833 0 12,850 12,833 12,850 0 0 0/0 760 Fund Annual PARS Trust Contribution is for one plan member as established in 2012. * Year -to -Date totals are as of 5/10/19. 130 657 CITY OF LA QUINTA CAPITAL IMPROVEMENT PROGRAM REVENUES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 2019/20 vs. % Change Actual Revenues Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 401 -CAPITAL IMPROVEMENT PROGRAMS 401-0000-41712 Surface Transportat 172,478 0 14,703,838 277,992 0 (14,703,838) -100 % 401-0000-41713 Hwy Sfty Imp Prog 1 60,423 0 2,975,336 120,687 0 (2,975,336) -100 % 401-0000-41714 SB 821 Grants 0 0 90,000 109,500 0 (90,000) -100 % 401-0000-41716 Highway Bridge Proi 0 0 0 30,000 2,585,500 2,585,500 0 % 401-0000-41717 Active Transportatio 0 0 0 0 7,313,100 7,313,100 0% 401-0000-41721 CVAG 414,811 0 2,799,227 243,430 251,200 (2,548,027) -91 % 401-0000-41900 Allocated Interest (9,486) 0 0 13,483 0 0 0% 401-0000-43133 Developer Agreemei 179,857 81,970 612,798 25,907 0 (612,798) -100 % 401-0000-43634 CV Water District 145,086 0 18,013 199,186 49,900 31,887 177 % 401-0000-43650 Contributions from ( 0 0 71,457 0 0 (71,457) -100 % 401-0000-49500 Transfers In 6,384,830 11,873,971 34,533,125 3,084,659 11,022,300 (23,510,825) -68 Fund Totals: 7,347,999 11,955,941 55,803,794 4,104,844 21,222,000 (34,581,794) -62 NON -GENERAL FUND REVENUE * Year -to -Date totals are as of 5/10/19. 131 RM CITY OF LA QUINTA CAPITAL IMPROVEMENT FUND REVENUE NOTES 2019/20 PROPOSED BUDGET Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS 401-0000-49500 Transfers In 11,022,300.00 Amount CDBG Funds - Citywide Misc. ADA Improvements -103,200 DIF Transportation - Ave 50 Bridge -83,700 Equip Replacement Fund - CPM Plan Improvements -50,000 Fire Reserve Fund - Fire Station 70 Revitalization -500,000 General Fund - ADA Accessible Ramps -20,000 General Fund - Citywide Catch Basin Mods -250,000 General Fund - Citywide Drainaqe Enhancements -477,000 General Fund - Cove Public Restroom -64,000 General Fund - Hwy 111 Auto Dealership Siqnaqe -300,000 General Fund - PMP Street Improvements -1,000,000 General Fund - Sidewalks Improvements -55,000 Library Fund - Village Art Plaza Site Improvement -300,000 Measure A - CTM Improvements -168,000 Measure A - Jefferson Street on Ave 53 Roundabout -74,300 Measure A - LQ Village Complete Streets -1,052,000 Measure G - Corporate Yard Admin Offices and Cre -411,000 Measure G - Hwy 111 Corridor Area Plan Improvem -1,000,000 Measure G - LQ Landscape Renovation Improvemen -3,859,100 Measure G - Village Art Plaza Promenade -310,000 Quimby Fund - LQ Skate Park Conversion -263,000 SB 1 Road Main/Rehab - LQ Village Complete Street -682,000 * Year -to -Date totals are as of 5/10/19. 659 132 CITY OF LA QUINTA CAPITAL IMPROVEMENT FUND EXPENSES 2019/20 PROPOSED BUDGET 2017/18 2018/19 2018/19 2018/19 2019/20 19/20 vs. 0/b Change Actual Expenses Original Budget Current Budget YTD Activity* Proposed Budget Current 18/19 in Budget 401 - CAPITAL IMPROVEMENT PROGRAMS 0000 - Undesignated Salaries and Benefits 401-0000-50101 Permanent Full Time 4,481 0 1,000 507 0 (1,000) -100 % 401-0000-50105 Salaries - Overtime 0 0 0 370 0 0 0% 401-0000-50200 PERS-City Portion 2,520 0 0 336 0 0 0% 401-0000-50221 Medical Insurance 4,460 0 0 728 0 0 0% 401-0000-50222 Vision Insurance 54 0 0 11 0 0 0% 401-0000-50223 Dental Insurance 405 0 0 63 0 0 0% 401-0000-50224 Life Insurance 21 0 0 2 0 0 0% 401-0000-50225 Long Term Disability 273 0 0 22 0 0 0 % 401-0000-50240 Social Security - Medicare 410 0 0 47 0 0 0 % 50 - Salaries and Benefits Totals: 12,625 0 11000 2,087 0 (110001 -1000/0 Contract Services 401-0000-60103 Professional Services 423,702 451,460 1,586,629 317,783 1,312,500 (274,129) -17 % 401-0000-60108 Technical 151,750 890,649 4,292,982 40,500 1,960,700 (2,332,282) -54 % 401-0000-60185 Design 1,699,838 721,509 2,977,026 1,727,975 3,148,400 171,374 6 % 401-0000-60188 Construction 3,356,172 7,500,078 37,750,886 2,009,692 12,828,300 (24,922,586) -66 % 401-0000-60196 Annual Permits/Inspectio 21,645 0 40,000 2,651 0 (40,000) -100 % 60 - Contract Services Totals: 5,653,107 9,563,696 46,647,524 4,098,601 19,249,900 (27,397,624) -590/0 Maintenance & Operations 401-0000-60510 Contingency 0 907,745 4,341,245 0 I 1,972,100 (2,369,145) -55 % 62 - Maintenance & Operations Totals: 0 907,745 4,341,245 0 1,972,100 (2,369,145) -550/0 Other Expenses 401-0000-60480 Contributions to Other Ac 126,009 0 0 0 I 0 0 0% 64 - Other Expenses Totals: 126,009 0 0 0 0 0 00/0 Capital Expenses 401-0000-74010 Land Acquisition 1,725,023 1,484,500 2,436,201 1,555,849 0 (2,436,201) -100 % 401-0000-80040 Contributions 0 0 2,388,831 0 0 (2,388,831) -100 % 68 - Capital Expenses Totals: 1,725,023 1,484,500 4,825,032 1,555,849 0 (4,825,032) -1000/0 Transfers Out 401-0000-99900 Transfers Out 0 0 0 97,376 I 0 0 0% 99 - Transfers Out Totals: 0 0 0 97,376 0 0 00/0 0000 - Undesignated Totals: 7,516,764 11,955,941 55,814,801 5,753,913 21,222,000 (34,592,801) -62 WITAL IMPROVEMENT PROGRAMS Totals: 7,516,764 11,955,941 55,814,801 5,753,913 21,222,000 (34,592,801) -62 401 Fund Land Acquisition expenses in 2017/18, 2018/19, and 2019/20 were for Eisenhower Drive retention basin and Dune Palms Road widening projects. * Year -to -Date totals are as of 5/10/19. 133 M THIS PAGE INTENTIONALLY LEFT BLANK 661 CITY OF LA QUINTA SUPPLEMENTAL INFORMATION 2019/20 PROPOSED BUDGET FUND TYPE - GENERAL FUND 101 - GENERAL FUND - The primary fund of the City used to account for all revenue and expenditures of the City not legally restricted as to use. A broad range of municipal activities are provided through this fund including City Manager, City Attorney, Finance, City Clerk, Community Development, Public Safety (Police and Fire), Public Works, and Community Services. FUND TYPE - SPECIAL REVENUE FUNDS 201 - GASOLINE TAX FUND - To account for gasoline sales tax allocations received from the State of California. These revenues are restricted by the State to expenditures for street related purposes only. 202 - LIBRARY AND MUSEUM FUND - This fund accounts for the revenues from property taxes generated for library and museum services. 203 PUBLIC SAFETY FUND - General Fund Measure G sales tax revenue set aside for public safety expenditures. 210 - FEDERAL ASSISTANCE FUND - This fund is used to account for revenues from the Community Development Block Grant (CDBG) received from the federal government and the expenditures of those resources. 212 - CITIZENS FOR PUBLIC SAFETY (COPS) FUND - This fund is used to account for State of California funds received for law enforcement activities of the Riverside County Sheriff's Department. 21S - LIGHTING AND LANDSCAPE FUND - This fund accounts for special assessments levied on real property and the expenditure therefore from city-wide lighting and landscape maintenance and improvements. 220 - QUIMBY FUND - This fund is used to account for the accumulation of developer fees received under the provisions of the Quimby Act for park development and improvements. Capital projects to be funded from this source will be budgeted and expended in a separate Capital Projects Fund. 223 - MEASURE A FUND - In 1988, Riverside County voters approved a half cent sales tax, known as Measure A, to fund a variety of highway improvements, local street and road maintenance, commuter assistance and specialized highway transit projects. This fund is used to collect this tax and pursuant to the provision of Measure A, it is restricted for local street and road expenditures. 217 - DEVELOPMENT AGREEMENT FUND - This fund is used to account for the proceeds of development agreement revenues collected and the related expenditures in accordance with State requirements. 662 134 CITY OF LA QUINTA SUPPLEMENTAL INFORMATION 2019/20 PROPOSED BUDGET FUND TYPE - SPECIAL REVENUE FUNDS (continued) 221 - AB 939 CAL -RECYCLE FUND - This fund is used to account for franchise fees collected from the city waste hauler that are used to reduce waste sent to landfills through recycling efforts. 226 - EMERGENCY MANAGEMENT PERFORMANCE FUND - Revenue received from the California Office of Emergency Services (CalOES) and restricted for emergency operations center (EOC) materials and trainings. 227 - STATE HOMELAND SECURITY PROGRAM (SHSP) FUND - Revenue received from the State Homeland Security Grant Program to local governments to assist to further the State of California's efforts to prepare for natural and man-made disasters and terrorism related impacts to communities. 230 - CASp FUND, AB 1379 - This fund was established as required under Assembly Bill 1379 for the collection of the annual $4.00 business license accessibility fee. Funds shall be utilized for expenses related to enhancing accessibility requirements. 235 - SOUTH COAST AIR QUALITY FUND - This fund is used to account for contributions from the South Coast Air Quality Management District. Uses are limited to the reduction and control of airborne pollutants. 270 - ART IN PUBLIC PLACES - This fund accounts for development fees paid in lieu of acquisition and installation of approved artworks in a development with expenditures restricted to acquisition, installation, maintenance, and repair of artworks at approved sites. 275 - PUBLIC SAFETY OFFICERS FUND - This fund may be used for payments to survivors of deceased police or fire personnel serving the City of La Quinta. 241 and 243 HOUSING AUTHORITY - These funds are used to account for the housing activities of the Housing Authority which is to promote and provide quality affordable housing. 248 and 249 SUCESSOR AGENCY BOND FUNDS - These funds are restricted per individual bond covenants. 405 and 417 - SUCCESSOR AGENCY PROJECT AREA 1/2 CAPITAL IMPROVEMENT FUNDS - These funds are restricted per individual bond covenants. 663 135 CITY OF LA QUINTA SUPPLEMENTAL INFORMATION 2019/20 PROPOSED BUDGET FUND TYPE - DEBT SERVICE FUND 310 - FINANCING AUTHORITY, DEBT SERVICE - This fund is used to account for the debt service that will be used for the principal and interest payments of the Financing Authority's outstanding debt and any related reporting requirements. FUND TYPE - CAPITAL PROJECTS FUNDS 225 - INFRASTRUCTURE FEE FUND - This fund is used to account for the accumulation of resources, provided through developer fees for the acquisition, construction or improvement of the City's infrastructure as defined by Resolution. Capital projects to be funded from this source will be budgeted and expended in a separate Capital Projects Fund. 250 - TRANSPORTATION DIF, 251 - PARK & RECREATION DIF, 252 - CIVIC CENTER DIF, 253 - LIBRARY COMMUNITY CENTER, 254 - COMMUNITY CENTER DIF, 255 - STREET FACILITIY DIF, 256 - PARK FACILITY DIF, and 257 - FIRE DIF FUNDS - These funds are used to account for developer impact fees collected for specific public improvements and may not be utilized for ongoing operational expenses. 401 - CAPITAL PROJECTS FUND - This fund is used to account for the planning, design, and construction of various capital projects throughout the City of La Quinta. FUND TYPE - INTERNAL SERVICE FUNDS 501 - FACILITY AND FLEET REPLACEMENT FUND - This fund is used to account for the ultimate replacement of city owned and operated vehicles, heavy equipment, and facilities. 502 - INFORMATION TECHNOLOGY FUND - This fund is used to account for the ultimate replacement of city owned and operated computer hardware, software and computer maintenance and operations. 503 - PARK EQUIPMENT & FACILITIES FUND - This fund is used to account for the replacement of city owned and operated park equipment and facilities. 504 - INSURANCE FUND - This fund is used to account for the city's insurance coverages. 136 CITY OF LA QUINTA SUPPLEMENTAL INFORMATION 2019/20 PROPOSED BUDGET FUND TYPE — ENTERPRISE FUNDS 601 - SILVERROCK GOLF COURSE FUND - This account is used to account for the activities of the SilverRock Golf course. 602 - SILVERROCK GOLF COURSE RESERVE FUND - This fund is used to account for golf course reserves for future capital improvements of the SilverRock Golf course. 665 137 l7Fsr�re cwd DW66A*Wel7oarAn��zt APRIL 2019 REPORT DEPARTMENTAL REPORT ITEM NO. 5 THE DESIGN AND DEVELOPMENT DEPARTMENT REPRESENTS ONE OF SIX CITY DEPARTMENTS, AND CONSISTS OF SIX DIVISIONS: THE HUB, PLANNING, BUILDING, PUBLIC WORKS DEVELOPMENT, ENGINEERING SERVICES, AND ADMINISTRATION. The Hub serves as a one -stop shop for La Quinta patrons. It is the central location for obtaining the HUB permits for planning, building, engineering, garage sales, and special events. The Hub assists customers through the permitting process from initial questions and pre -application meetings through inspections and final certificate of occupancy. Below are some April 2019 metrics: 1 138 350 Total Issued Active STVRP Permits Business 101 Licenses Total E-TRAKiT 1,Permits 909 12123 Phone Calls Total Customers Received T Served 100 75 50 25 0 CUSTOMER SATISFACTION In June 2016, The Hub launched a survey to measure the satisfaction of its customers. The survey uses a one to five point rating system, with five points being 100% excellent. The Hub Customer Satisfaction survey results for the month of April 2019 averaged at 94.2%. Desi� arrd D�rePo�Fim,Frrl� Debar APRIL 2019 REPORT PLANNING ACTIVITY 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. Submitted Applications Year 2019 2018 April 5 10 Year to Date 35 46 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 Applications Submitted Year 2019 2010 Difference March 146 134 t 8.3% March E- 48 34 t29 2% TRAKiT Year to 533 5B5 t 5.3% Date Building Permits Issued Year 2019 2018 Difference March 132 128 t 3-1-% March E- 33 31 t 6.1% TRAKIT Year to 517 494 1 4.50% D ate Building Inspections Year 2819 2U18 Difference March 1,036 966 t 6.8% Year to 3,115 2,B03 r 11.1i°/' Date M. DFsigiz arrd Deve?obm,Frzt Debar APRIL 2019 REPORT ENGINEERINGSERVICES The Engineering Services Division provides TRAFFIC engineering design and construction oversight a CIP and traffic support on a variety of • infrastructure projects that help keep La Quinta safe and beautiful. Highlighted below are some activities for April 2019: CIP PROJECTS IN PROGRESS • The contractor for the HSIP Intersection Improvements project is replacing street name signs and safety luminaires throughout the City. The contractor for the Jefferson Street Sidewalk Gap Closure project is installing the sidewalk on Jefferson Street at Avenue 50. • On -site construction continues at private development projects including Andalusia, Griffin Ranch, Monterra, Codorniz, Washington Street Apartments and The Citrus. TRAFFIC 15 requests for service were recorded in City's GORequest system in April 2019: The Traffic Team responded to 13 repair requests and 2 preventative maintenance work orders. VACATION The Short Term Vacation Rental Program, Vacation LQ, continues to grow, as new properties register each month. During the month of April 2019, the following permits were issued and TOT processed: STVRP TOT Processed Year 21319 21318 April $538,129 $980,862 Year to Dale $1,593,850 $1,592,013 PUBLIC WORKS DEVELgPMENT STVRP Permits Permits issued 53 is April Currently Active 1,189 Perm its The Development Division provides engineering assistance with a variety of permits. During the month of April 2019, the following number of permits and applications were processed: Project Revie"M Completed Year 2019 2018 April 41 1s Year to iG3 11Z_ Date `:.: ;_ Year 2019 2018 April 14 9 Yearto 67 43 Date M. 670 DEPARTMENTAL REPORT ITEM NO. 6 FACILITIES DEPARTMENT April 2019 The Facilities Department is managed by three Divisions; Public Works Maintenance, Parks, and Buildings. MAINTENANCE EXPENDITURES • Public Works $35,543 • Parks $14,464 • Buildings $11,722 • Total Expenditures: $61,729 • Total Hours: 1,122 l � For the month of April, 284 requests were received from residents and staff. Request topics are listed on Attachments 1, 2,and 3. Maintenance expenditures and task hours are recorded in GoRequest. Top Requests in April: Public Works - Street Signs Public Works - Concrete/Sidewalk Repair • Parks - Inspection Maintenance • Parks - Shelter/Equipment Repair • Buildings - Painting Buildings - Fire Department POSITIVE SURVEY FEEDBACK FROM RESIDENTS: • "Easy to use. More importantly staff quickly responds to it ". "Always appreciate the response time to these requests". "It was quick and easy. Although I didn't have any employee interaction, the situation was taken care of quickly". "Quick response time". "Very quick response and the workers were very nice and accommodating. Thank you". "Super fast service, thank you". i ATTACHMENTS: 1. Public Works Maintenance Expenditures by Task for April. 2. Parks Maintenance Expenditures by Task for April. 3. Building Maintenance Expenditures by Task for April. 4. Customer Satisfaction Survey Details for April. 671 672 ATTACHMENT 1 Public Works Monthly Maintenance for April 2019 Pothole or Graffiti Debris/Litter Removal Curb Painting Street Repair $310.03 $1,814.00 $1,135.66 Storm Drain Maint $335.37 Office Work $85.54 / ~ Inspection $101.54 Street Sweeping Concrete $419.72 Sidewalk Repairs $6,679.77 Landscape Irigation $1, 611.84 i Vandalism Repair � $44.36 / Graffiti $1,3 Vehicle Equipment $529.71 Lighting - Medians $75.49 Tree Issues $455.33 Total Maintenance Expenditures: $35,543 Vandalism Repair Landscape Irigation Street Sweeping Office Work Storm Drain Maint Debris/Litter Removal Curb Painting Pothole or Street Repair Inspection Concrete Sidewalk Repairs Flood Control a Lighting - Medians a Tree Issues (� Street Signs rn Z Vehicle Equipment I-L 673 674 ' Calle Estado Pottery Installation a 675 676 /own Away Salon Kim 8/0wn Away •i �u .i va r � i J i.. nE., Avenida La Fonda Pottery Installation 1 l - 679 .:1 ` 4 WWI j` BEFORE --'' ATTACHMENT 2 Parks Monthly Maintenance for April 2019 Lighting Electrical Fencing Repairs $195.13 $603.96 Playground Inspection $820.05 Walkways $252.51 aintenance/Inspection $3,944.66 Painting $65.96 Shelter/Equipment Repair $2,272.59 FB Pool Maintenance $252.51 Lighting Electrical $195.13 �i• Debris/Litter Removal $252.51 Gopher & Dog Holes Pest Control $519.79 Total Monthly Expenditures: $14,646 Fencing Repairs Playground Inspection Meeting Shelter/Equipment Repair FB Pool Maintenance Seminars/Training Lighting Electrical Irrigation/Weeds Tree Trimming Debris/Litter Removal Gopher & Dog Holes Pest Control Painting Maintenance/Inspection Walkways Waterfeatures Events Trail Maint Graffiti Lighting Electrical =I DO NOT FEED PIGEONS OR OTHER WILDLIFE LQMC ll,;4,060 (IN) plea- se after u oo NOT FEED THE PIGEONS OR OTHER WILDLIFE LQMC I l,'4.060 (W) afto Before After Before After i tp- Before After .•1 ;TF, f�illllll �_ . �40'. fit, 692 Fx �• .,� i�'^fdi'ii RY�t•'^'F.'SS"�'r� A �±' �'hr� p � •r ^ 6 t getnre Attp Before After 695 a *41 z •��&%�. .� .. . ,406 in �� 700 ATTACHMENT 3 Buildings Monthly Maintenance for April 2019 Museum - Preventative Maint $196.04 — $346.92 Library $604.0 Pest Control Fire Stations $44.75 Personnel Requests $1,984.23 Electrical $158.13 _ Meetings $77.79 Security/Alarms/Doors $89.50 Total Maintenance Expenditures: $11,722 Note: Personnel requests include individual service requests for items such as painting, moving furniture, hanging pictures, etc. Preventative Maint Pest Control Painting Meetings Carpentry/Hardware Electrical Plumbing Security/Alarms/Doors Facilities Maint General Repairs Personnel Requests Library Museum Fire Stations 701 702 BEFORE Lk, City Hall West Confer- ence Windows FTER 704 706 City Hall Bench & Lighting Refresh 1' BEFORE AFTER Wellness Center City Seal 710 ATTACHMENT 4 Customer Satisfaction Survey Details 04/01 /2019 to 04/30/2019 Request: 37289 Survey Entered: 04-18-2019 Request Entered: 03/16/2019 Closed: 04/11/2019 Days Open: 26 Topic: Graffiti Removal (Right -of -Way) - 1071 Employee: James Lindsey Customer: Bruce Latta Description: Best Buy loading dock Reason Closed: I contacted the manager of Best Buy have them sign a written release form to go ahead and paint over the graffiti on their storage trailers we did it it's done work done How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: Superior In general, how pleased are you with the city services you received during the past year?: Exceeded How can the City improve?: I Easy to use. More importantly city staff quickly responds to it. Request: 37304 Survey Entered: 04-03-2019 Request Entered: 03/18/2019 Closed: 03/27/2019 Days Open: 9 Topic: Landscape/Irrigation Contract Management - 1050 Employee: James Lindsey Customer: Lori Torres Description: Corner of Miles and Monticello overgrown weeds on corner entry , also all sidewalks in community have weeds in between cracks. Thank you for making our community beautiful Reason Closed: This is an area NOT maintained by The City. The city coordinated with the local landscaper for that area and informed them of the concern. Most of the area along the side slopes of the corner homes are the responsibility of the home owners to maintain. How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: Superior In general, how pleased are you with the city services you received during the past year?: Met How can the City improve?: Very nice employee, but problem has not been resolved thank You Request: 37356 Survey Entered: 04-01-2019 Request Entered: 03/21/2019 Closed: 03/25/2019 Days Open: 4 Topic: Graffiti Removal (Right -of -Way) - 1071 Employee: James Lindsey Customer: Bill Aitken Description: Photo submitted Reason Closed: Removed graffiti on various locations work done How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: Superior In general, how pleased are you with the city services you received during the past year?: Met 711 Request: 37379 Survey Entered: 04-01-2019 Request Entered: 03/22/2019 Closed: 03/25/2019 Days Open: 3 Topic: Street Sign Repair/Maint - 1010 Employee: James Lindsey I Customer: John Carnie Description: One way sign damaged. Could be dangerous. Thanks. John Carnie. Straighten out sign Reason Closed: How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: Superior In general, how pleased are you with the city services you received during the past year?: Exceeded Request: 37399 Survey Entered: 04-03-2019 Request Entered: 03/24/2019 Closed: 03/26/2019 Days Open: 2 _ Topic: Pothole or Street Repair - 1001 Employee: James Lindsey Customer: Phil Cordova Description: Appears to be ready to cave in Reason Closed: Put base material and added cold mix and tamped down the cold mix (Temporary repairs) How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: No answer In general, how pleased are you with the city services you received during the past year?: Exceeded How can the City improve?: Always appreciate the response time to these requests. Request: 37459 Survey Entered: 04-11-2019 Request Entered: 03/27/2019 Closed: 04/11/2019 Days Open: 15 Topic: Landscape/Irrigation Contract Management - 1050 Customer: Kathy Levin Employee: James Lindsey The street island needs to be weeded and replanted. Most of the Description: plants are dead, so it may have irrigation issues as well. Palm trees died, so can you please add new ones? Thank you Please see me on this first. Thanks James Reason Closed: Replaced missing plants and plants 5 Mediterranean fan palms. Inspected irrigation and increased watering time. Conserve landcare cleaned up area, removed weeds and fixed broken irrigation lines. How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: Superior In general, how pleased are you with the city services you received during the past year?: Exceeded 712 Request: 37467 Survey Entered: 04-04-2019 Request Entered: 03/27/2019 Closed: 03/28/2019 Days Open: 1 Topic: Debris/Litter Removal/Right of Way Maint — 1011 Employee: James Lindsey Customer: Paulette York Description: A broken white toilet has been dumped in the center divider on Eisenhower between Ensenada and Nogales by someone. Reason Closed: Removed toilet work done How pleased were you with the helpfulness of the city employee who initially took your service request?: No answer Rate our knowledge and ability to process your request timely: No answer Were we courteous and professional?: No answer In general, how pleased are you with the city services you received during the past year?: Met Request: 37506 Survey Entered: 04-08-2019 Request Entered: 03/29/2019 Closed: 04/01/2019 Days Open: 3 Topic: Debris/Litter Removal/Right of Way Maint - 1011 Employee: James Lindsey Customer: Mary Garrigues Description: There is a bunch of glass at this intersection. Might pop our car tires. Reason Closed: Picked up the glass How pleased were you with the helpfulness of the city employee who initially took your service request?: Good Rate our knowledge and ability to process your request timely: Good Were we courteous and professional?: Good In general, how pleased are you with the city services you received during the past year?: Met How can the City improve?: it was quick and easy. Although I didn't have any employee interaction, the situation was taken care of quickly. Thanks Request: 37515 Survey Entered: 04-11-2019 Request Entered: 03/30/2019 Closed: 04/04/2019 Days Open: 5 Topic: Street Sign Repair & Maint Employee: James Lindsey Customer: Bruce Latta Description: It's been lying alongside Ave 48 by sidewalk for at least a week Reason Closed: removed sign from side of road. work done How pleased were you with the helpfulness of the city employee who initially took your service request?: Good Rate our knowledge and ability to process your request timely: Good Were we courteous and professional?: Good In general, how pleased are you with the city services you received during the past year?: Met 713 Request: 37524 Survey Entered: 04-09-2019 Request Entered: 04/01/2019 Closed: 04/02/2019 Days Open: 1 Topic: Graffiti Removal (Right -of -Way) - 1071 Employee: James Lindsey Customer: Rochelle Watson Description: Graffiti on wall near wash --behind homes on Avenida Juarez and Flores des Montanas. Reason Closed: Covered graffiti work done How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Superior Were we courteous and professional?: Superior In general, how pleased are you with the city services you received during the past year?: Met Request: 37527 Survey Entered: 04-12-2019 Request Entered: 04/01/2019 Closed: 04/04/2019 Days Open: 3 Topic: Landscape/Irrigation Contract Management - 1050 Employee: James Lindsey Customer: David harvey Description: The median down Ave 50 between Jefferson and Madison is absolutely disgusting. it looks like it hasn't had any weed control/cutting done for months ! Hundreds of thousands of visitors will be travelling down that road during Festivals month - get it tended to this week please! And then make sure it gets scheduled maintenance in the future. Reason Closed: Removed weeds and cleaned up the median How pleased were you with the helpfulness of the city employee who initially took your service request?: Superior Rate our knowledge and ability to process your request timely: Good Were we courteous and professional?: Good In general, how pleased are you with the city services you received during the past year?: Exceeded Request: 37543 Survey Entered: 04-10-2019 Request Entered: 04/01/2019 Closed: 04/03/2019 Days Open: 2 Topic: Parks/Trail Maintenance Employee: Robert Ambriz Jr. Customer: Daniel Alvarez Description: Leaking water pipe across from 51281 Avenida Obregon Reason Closed: Work done. Replaced a marlex fitting. How pleased were you with the helpfulness of the city employee who initially took your service request?: Good Rate our knowledge and ability to process your request timely: Good Were we courteous and professional?: Good In general, how pleased are you with the city services you received during the past year?: Met 714