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2019 10 15 Council CITY COUNCIL AGENDA 1 OCTOBER 15, 2019 CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBER 78495 Calle Tampico, La Quinta REGULAR MEETING ON TUESDAY, OCTOBER 15, 2019 3:30 P.M. CLOSED SESSION | 4:00 P.M. OPEN SESSION CALL TO ORDER ROLL CALL: Councilmembers: Fitzpatrick, Peña, Radi, Sanchez, Mayor Evans PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "Request to Speak" form and limit your comments to three minutes. The City Council values your comments; however in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). CONFIRMATION OF AGENDA CLOSED SESSION 1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (d) of GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: WASHINGTON-111, LTD., CLAIMANT, V. CITY OF LA QUINTA, RESPONDENT, JUDICATE WEST ALTERNATIVE DISPUTE RESOLUTION CASE NO. A257070 2. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9. NAME OF CASE: CITY OF LA QUINTA V. CHIN FAMILY PROPERTIES LIMITED PARTNERSHIP, ET AL., RIVERSIDE COUNTY SUPERIOR COURT CASE NO. PSC1803284 City Council agendas and staff reports are available on the City’s web page: www.LaQuintaCA.gov CITY COUNCIL AGENDA 2 OCTOBER 15, 2019 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. INTRODUCE NEW LA QUINTA LIBRARIAN MELISSA LUNDELL CONSENT CALENDAR NOTE: Consent Calendar items are routine in nature and can be approved by one motion. PAGE 1. APPROVE MINUTES OF OCTOBER 1, 2019 7 2. ACCEPT HIGHWAY SAFETY IMPROVEMENT PROGRAM INTERSECTION IMPROVEMENTS PROJECT LOCATED THROUGHOUT THE CITY OF LA QUINTA (PROJECT NO. 2016-01, FEDERAL PROJECT NO. HSIPL- 5433(015)) 17 3. ACCEPT HIGHWAY 111 SIDEWALK IMPROVEMENTS PROJECT LOCATED ON THE SOUTH SIDE OF HIGHWAY 111, BETWEEN ADAMS STREET AND LA QUINTA DRIVE (PROJECT NO. 2018-03) 21 4. APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE, AND ADVERTISE FOR BID THE COVE PUBLIC RESTROOM AND TRAILHEAD PROJECT LOCATED ON THE SOUTH SIDE OF CALLE TECATE ADJACENT TO COVE PARKING LOT (PROJECT NO. 2018-01) 25 5. APPROVE DECLARATION AND DISPOSAL OF SURPLUS EQUIPMENT AND CITY OWNED MOTORCYCLES 29 6. AUTHORIZE PURCHASES WITH ALPHA MEDIA FOR UP TO $80,000 FOR FISCAL YEAR 2019/20 37 CITY COUNCIL AGENDA 3 OCTOBER 15, 2019 7. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED JUNE 30, 2019 39 8. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT FOR JULY 31, 2019 43 9. APPROVE DEMAND REGISTER REPORTS FOR SEPTEMBER 20, 27, AND OCTOBER 4, 2019 47 BUSINESS SESSION PAGE 1. APPROVE VETERAN NOMINATIONS FOR INCLUSION ON VETERANS’ ACKNOWLEDGEMENT SCULPTURE AT CIVIC CENTER CAMPUS 77 2. APPROVE AGREEMENT FOR CONTRACT SERVICES WITH LODGINGREVS FOR SHORT-TERM VACATION RENTAL PROGRAM SERVICES 79 3. RECEIVE AND FILE FISCAL YEAR 2019/20 FIRST QUARTER BUDGET REPORT AND APPROVE THE RECOMMENDED BUDGET ADJUSTMENTS 137 4. ADOPT RESOLUTION TO APPROVE AMENDING THE CITY OF LA QUINTA INVESTMENT POLICY BY ADDING NEW BROKERS TO THE FINANCIAL INSTITUTIONS LIST [RESOLUTION 2019-044] 143 5. ADOPT RESOLUTION TO APPROVE CASH MANAGEMENT POLICY [RESOLUTION 2019-045] 181 STUDY SESSION PAGE 1. FRITZ BURNS POOL MANAGEMENT AND OPERATIONS UPDATE 195 PUBLIC HEARINGS – NONE DEPARTMENTAL REPORTS 1. CITY MANAGER – MARKETING QUARTERLY REPORT JULY- SEPTEMBER 2019 197 2. CITY ATTORNEY 3. CITY CLERK 4. COMMUNITY RESOURCES 5. DESIGN AND DEVELOPMENT – MONTHLY DEPARTMENT REPORT SEPTEMBER 2019 199 6. FACILITIES – MONTHLY DEPARTMENT REPORT - SEPTEMBER 2019 203 CITY COUNCIL AGENDA 4 OCTOBER 15, 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) 10. DESERT RECREATION DISTRICT COMMITTEE (Fitzpatrick and Radi) 11. COACHELLA VALLEY UNIFIED SCHOOL DISTRICT COMMITTEE (Fitzpatrick & Peña) 12. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Fitzpatrick) 13. SILVERROCK EVENT SITE AD HOC COMMITTEE (Fitzpatrick) 14. CANNABIS AD HOC COMMITTEE (Peña and Sanchez) 15. CVAG PUBLIC SAFETY COMMITTEE (Peña) 16. EAST VALLEY COALITION (Peña) 17. CVAG VALLEY-WIDE HOMELESSNESS COMMITTEE (Peña) 18. LEAGUE OF CALIFORNIA CITIES – PUBLIC SAFETY POLICY COMMITTEE (Peña) 19. CVAG TRANSPORTATION COMMITTEE (Radi) 20. GREATER CV CHAMBER OF COMMERCE INFORMATION EXCHANGE COMMITTEE (Radi) 21. SUNLINE TRANSIT AGENCY (Radi) 22. CITYWIDE SECURITY CAMERAS AD HOC COMMITTEE (Radi) 23. DESERT SANDS UNIFIED SCHOOL DISTRICT COMMITTEE (Radi and Sanchez) 24. ANIMAL CAMPUS COMMISSION (Sanchez) 25. COACHELLA VALLEY ECONOMIC PARTNERSHIP (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 November 5, 2019 at 4:00 p.m. at the City Hall Council Chambers, 78495 Calle Tampico, La Quinta, CA 92253. CITY COUNCIL AGENDA 5 OCTOBER 15, 2019 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 October 11, 2019. DATED: October 11, 2019 MONIKA RADEVA, City Clerk City of La Quinta, California Public Notices  The La Quinta City Council Chamber is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk’s office at (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 MINUTES Page 1 of 10 OCTOBER 1, 2019 CITY COUNCIL MINUTES TUESDAY, OCTOBER 1, 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, Peña, Radi, Sanchez, Mayor Evans ABSENT: None PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None CONFIRMATION OF AGENDA City Clerk Radeva said City Attorney Ihrke will make a verbal announcement on Business Session Item No. 2 regarding the salary and fringe benefits of the Public Works/City Engineer position, pursuant to Government Code Section 54953(c)(3) [Brown Act]. Council concurred. CLOSED SESSION 1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (d) of GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: WASHINGTON-111, LTD., CLAIMANT, V. CITY OF LA QUINTA, RESPONDENT, JUDICATE WEST ALTERNATIVE DISPUTE RESOLUTION CASE NO. A257070 2. CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9. NAME OF CASE: CITY OF LA QUINTA V. CHIN FAMILY PROPERTIES LIMITED PARTNERSHIP, ET AL., RIVERSIDE COUNTY SUPERIOR COURT CASE NO. PSC1803284 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 7 CONSENT CALENDAR ITEM NO. 1 CITY COUNCIL MINUTES Page 2 of 10 OCTOBER 1, 2019 COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 3:02 P.M. MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL MEETING AT 4:01 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). PLEDGE OF ALLEGIANCE Mayor Pro Tem Sanchez led the audience in the Pledge of Allegiance. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA PUBLIC SPEAKER: Philip Bettencourt, La Quinta, - said he was speaking on behalf of the Rancho La Quinta Marine Corps Host Committee (Committee) who are again hosting a Thanksgiving Day Ceremony, which offers valley residents the opportunity to share their Thanksgiving Day with Marines from the Air Ground Combat Center in 29 Palms; and extended an invitation to Mayor Pro Tem Sanchez to join the Committee and residents at the Ceremony to welcome the marines. ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS 1. COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) FOR FISCAL YEAR 2017/18 AWARD OF FINANCIAL REPORTING ACHIEVEMENT Mayor Evans and Councilmembers commended the City’s Finance Department team for their efforts and dedication in serving the City; said the City was awarded the Certificate of Achievement for Excellence in Financial Reporting by Government Finance Officers Association of the United States and Canada for its Comprehensive Annual Financial Report; the City has received this award consecutively for 22 years; the Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and it represents a significant accomplishment by a government and its management. Mayor Evans introduced the Finance Department team consisting of Finance Director Romero, Account Technicians Armendariz and Choo, Junior Accountant Laureano, Accountant Blondell, Financial Services Analyst Hallick, Management Assistant Delgado, and Senior Accountant Martinez. Senior Accountant Martinez explained the involved and collaborative process required to compile the CAFR annually; and commended the Finance Department team for their hard work, dedication, resourcefulness, and innovation. 8 CITY COUNCIL MINUTES Page 3 of 10 OCTOBER 1, 2019 2. PROCLAMATION IN SUPPORT OF THE UNITED STATES 2020 CENSUS UPDATE Mayor Evans and Councilmembers presented Mr. Doug Hassett with a Proclamation supporting participation in the United States 2020 Census update. Mr. Hassett, the Partnership Specialist with the Department of Commerce with the U.S. Census Bureau, Los Angeles Regional Census Center, gave a presentation on the history of the US Census Bureau, data collection purpose and use, and the importance to participate in the Census update. 3. PROCLAMATION IN RECOGNITION OF NATIONAL FIRE PREVENTION WEEK – OCTOBER 6 – 12, 2019 Battalion Chief Robert Fish, on behalf of the Riverside County Fire Department, accepted a proclamation honoring Fire Prevention Week in La Quinta, presented by Mayor Evans and Councilmembers who commended them for their services. Battalion Chief Fish introduced Fire Safety Specialist Kohl Hetrick; recognized his hard work and dedication; and spoke about the Fire Department’s safety theme of “Not Every Hero Wears a Cape, Plan and Practice Your Escape” which educates on the importance of making a home escape plan and practicing it often. CONSENT CALENDAR 1. APPROVE MINUTES OF SEPTEMBER 17, 2019 2. APPROVE DEMAND REGISTERS DATED SEPTEMBER 6 AND 13, 2019 3. AUTHORIZE OVERNIGHT TRAVEL FOR THE CITY CLERK AND DEPUTY CITY CLERK TO ATTEND THE LEAGUE OF CALIFORNIA CITIES CITY CLERKS’ NEW LAW AND ELECTIONS SEMINAR IN ORANGE COUNTY, CALIFORNIA, DECEMBER 11 – 13, 2019 4. ADOPT RESOLUTION TO AUTHORIZE APPLICATION FOR, AND RECEIPT OF, CALIFORNIA SENATE BILL 2 PLANNING GRANTS PROGRAM FUNDS TO STREAMLINE AND INCREASE HOUSING PRODUCTION [RESOLUTION NO. 2019-041] 5. APPROVE AGREEMENT FOR CONTRACT SERVICES WITH Z&K CONSULTANTS BUILDING SOLUTIONS TO PROVIDE CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE SILVERROCK PARK VENUE PROJECT (PROJECT NO. 2016-08) 6. APPROVE AGREEMENT FOR CONTRACT SERVICES WITH BEST SIGNS, INC. FOR THE PURCHASE AND INSTALLATION OF SIGNS FOR 9 CITY COUNCIL MINUTES Page 4 of 10 OCTOBER 1, 2019 THE HIGHWAY 111 AUTO DEALER SIGNAGE PROJECT (PROJECT NO. 2019-06) 7. APPROVE INFORMATION TECHNOLOGY EQUIPMENT PURCHASES WITH CDWG, NEWEGG, AND DELL 8. ADOPT RESOLUTION TO APPROVE AGREEMENT FOR PURCHASE AND SALE AND ESCROW INSTRUCTIONS BETWEEN THE CITY OF LA QUINTA AND MICHAEL P. SHEPPARD AND KAREN M. SHEPPARD DECLARATION OF TRUST FOR ONE VACANT PARCEL LOCATED IN THE DESERT CLUB ESTATES BEARING ASSESSOR’S PARCEL NUMBER 770-174-001 [RESOLUTION NO. 2019-042] MOTION – A motion was made and seconded by Councilmembers Fitzpatrick/Peña to approve the Consent Calendar as recommended, with Item Nos. 4 and 8 adopting Resolution Nos. 2019-041 and 2016-042 respectively. Motion passed unanimously. BUSINESS SESSION 1. APPROVE FIRST ROUND COMMUNITY SERVICES GRANTS FOR FISCAL YEAR 2019/20 Community Resources Director Escobedo introduced Community Resources Manager Calderon who presented the staff report, which is on file in the Clerk’s Office. MAYOR EVANS SAID SHE SERVES ON THE BOARD FOR COACHELLA VALLEY VOLUNTEERS IN MEDICINE; THERE IS NO POTENTIAL CONFLICT OF INTEREST AS THE POSITION IS UNPAID, AND SHE DOES NOT NEED TO RECUSE HERSELF FROM PARTICIPATION ON THIS ITEM Council discussed the information FIND Food Bank provided in their grant application; requests for marketing grants by Southland Events, Desert Sands Educational Foundation, and Elder Love USA, Inc.; and grant applications that were not funded. PUBLIC SPEAKER: Paula Simonds, CEO, YMCA of the Desert – said she was recently appointed CEO and was happy to return to the Coachella Valley; and spoke about the YB Fit Event scheduled to be held on Sunday, October 6, 2019; community partnership in the event. The public comment below on this item was provided out of order, after deliberation of Business Session Item No. 2. PUBLIC SPEAKER: Debbie Espinosa, CEO, FIND Food Bank – thanked Council for their continuous support and grant funding; said FIND is careful in ensuring there 10 CITY COUNCIL MINUTES Page 5 of 10 OCTOBER 1, 2019 are no duplicate counts of citizens served on their grant applications, and will provide clearer information on future applications; commended Council for their support of the 2020 US Census update, and spoke of FIND’s involvement and outreach with the Census update to facilitate counts in the “hard-to-reach” communities; and federal funding associated with food related assistance programs. Council commended FIND for the support and services they provide to the community. MOTION – A motion was made and seconded by Councilmembers Radi/Sanchez to approve the first round of Community Services Grants for 2019/20 as recommended by the Ad-hoc Committee, for a total grant funding of $21,000, as follows:  Chuck Jones Center for Creativity $2,000  Coachella Valley Volunteers in Medicine $5,000  Desert Sands Educational Foundation $2,500  Elder Love USA, Inc. $2,000  FIND Food Bank $3,000  Habitat for Humanity of the Coachella Valley $ 0  Osher Lifelong Learning Institute $ 0  Pegasus Therapeutic Riding $2,500  Southland Events – Desert Triathlon $2,500  YMCA $1,500 2. ADOPT RESOLUTION TO RECLASSIFY THE CITY ENGINEER POSITION TO PUBLIC WORKS DIRECTOR/CITY ENGINEER, AMEND THE TITLE AND CLASSIFICATION OF THE FACILITIES DIRECTOR POSITION TO FACILITIES DEPUTY DIRECTOR, AND APPROVE THE PUBLIC WORKS DIRECTOR/CITY ENGINEER EMPLOYMENT AGREEMENT [RESOLUTION NO. 2019-043] Verbal Announcement by City Attorney Ihrke: Pursuant to Government Code Section 54953(c)(3), this announcement is to verbally report a summary of the recommendation for a final action on the salary and compensation paid in the form of fringe benefits to a City executive employee, as defined by Government Code Section 3511.1(d), during the open meeting in which the final action is to be taken. This item, should it be approved, will create a Public Works Director/City Engineer position, and the fiscal impacts of the employment agreement are as follows:  Annual salary is set at $157,029.95, and  Health benefit cap of $1,709 per month applies based 2019 approved citywide benefit cap. Community Resources Director Escobedo presented the staff report, which is on file in the Clerk’s Office. 11 CITY COUNCIL MINUTES Page 6 of 10 OCTOBER 1, 2019 Council discussed the creation of a Public Works Department would result in financial savings and process efficiencies, which will allow Staff to meet the increasing workload, and continue to provide a high level of service. MOTION – A motion was made and seconded by Councilmembers Peña/Radi to 1) adopt Resolution No. 2019-043 to reclassify the City Engineer to Public Works Director/City Engineer; 2) amend the title and classification of the Facilities Director to Facilities Deputy Director: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, RECLASSIFYING THE CITY ENGINEER POSITION TO PUBLIC WORKS DIRECTOR/CITY ENGINEER, AND AMEND THE TITLE AND CLASSIFICATION OF THE FACILITIES DIRECTOR POSITION TO FACILITIES DEPUTY DIRECTOR and 3) approve the Public Works Director/City Engineer Employment Agreement with Bryan McKinney effective October 12, 2019; and authorize the City Manager to execute the agreement. Motion passed unanimously. STUDY SESSION 1. RECEIVE AND FILE ANNUAL REPORT OF ACTIVE DEVELOPMENT AGREEMENTS (DA) Design and Development Director Castro introduced Planning Manager Flores who presented the staff report, which is on file in the Clerk’s Office. Council discussed importance to pursue the Centre Pointe DA to ensure compliance and recovery of outstanding fees; obligations are clearly outlined under the DA terms and conditions; initiating negotiations; and the DA runs with the land, thus change of land ownership does not affect the obligations under the DA. Finance Services Analyst Hallick said the City has been in communications with the respective parties trying to bring this DA into compliance since February 2017; explained some of the mitigation fee thresholds and terms under the DA; and contemplated timeline to schedule meetings to identify an action plan to resolve this matter. Council reached a consensus and directed Staff to take whatever actions are necessary to pursue non-compliant DAs and collect outstanding mitigation fees. 2. DISCUSS 2019 UPDATE OF THE DEVELOPMENT IMPACT FEE STUDY Management Analyst Mignogna and City Consultant Joe Colgan with NBS Consulting presented the staff report, which is on file in the Clerk’s Office; and 12 CITY COUNCIL MINUTES Page 7 of 10 OCTOBER 1, 2019 explained the legal framework in determining development impact fees (DIF) and related “rational nexus” justification. Council discussed alternative structures and fees that other cities charge for impact fees. PUBLIC SPEAKER: Nick Nickerson, City Consultant with NAI Consulting – said not all cities charge DIF, and explained the different types of fees cities can charge; and noted all cities in the Coachella Valley charge Transportation Uniform Mitigation Fees. Council discussed the California Mitigation Fee Act regulations on DIF surplus, and related refunds; and ability to adopt the DIF fees at the levels recommended by the DIF study, but elect to charge lower fees at this time, and adopt a gradual increase over the next few years. City Attorney Ihrke said Council can elect to adopt lower fees than what the DIF study identifies, and generally fee adjustments must be adopted via Council resolution and nexus justified. Council discussed DIF fees are based on assumptions of anticipated future growth and needs; routing the DIF study to the Financial Advisory Commission (FAC) for review to provide a recommendation on the amount of fee increase, based on the projected growth and associated costs; using City facilities efficiently, and whether there is value of establishing design standards; National Recreation and Parks Association survey (Survey) indicates quality recreation in parks and community resources are a vital component in housing purchases, and DIF fee increases are necessary to maintain the quality and high level of services the City currently offers to the community; the Survey also shows that community amenities and programming are a bipartisan desire; importance of space allocation and anticipating growth when building facilities in order to accommodate future expansion; the future inevitably brings about unanticipated needs, recent examples inlcude short-term vacation rentals, smart city applications, fiber optics, etc.; calculating fees to accommodate anticipated future community needs, which may include the need to duplicate existing public facilities to ensure the level of services is maintained; if La Quinta expands to the south-east, it may trigger the need for a new fire station; being cognizant and balancing costs of new development, but also ensuring that the City will have the necessary resources to meet and provide the community’s needs in the future; importance of having competitive housing options and schools; benefits of looking into the way Quimby Fees are calculated, and including park land into the parks inventory that may be open to the public in the future. City Attorney Ihkre said based on a court decision, at minimum the City must have a plan in place for existing recreational facilities, not currently open to the 13 CITY COUNCIL MINUTES Page 8 of 10 OCTOBER 1, 2019 public, to make them public in the future, in order to include them in the inventory. Mayor Evans noted the Building Industry Association of Southern California – Riverside County Chapter (BIA) submitted a memorandum dated October 1, 2019, providing written comments on this item, which has been incorporated into the record and made available to the public. PUBLIC SPEAKER: Damian Fussel, Deputy Director of Government Affairs with the BIA – inquired about the methodology used in the DIF study to determine the cost per acre estimates; the estimated site value based on $653,400 per acre for the existing community and cultural center facilities; and expressed support that the FAC review the DIF study. City Consultant Colgan replied two (2) land values are used in calculating the cost per acre estimates: 1) $10 per square foot based on residential property cost, and 2) $15 per square foot based on commercial property cost that the City may need to acquire. Mr. Nickerson said the cost per acre estimates for residential and commercial property were derived based on the average land costs of recent City land purcahses. PUBLIC SPEAKER: James Brownyard, Vice President of Legislative Affairs with the Desert Valleys Builders Association (DVBA) – said generally new construction has been on a decline; Council has the authority to review and adjusted fees as it best serves the City’s needs, based on the DIF study for the five-year period it covers; the DVBA does not oppose fee increases, but ensures that the rational used for the increase is realistic and justified; contested charging Quimby Act In-lieu and Mitigation Fee Act fees on new construction, for the improvement of dedicated lands, and explained his rational; expressed concern that increasing community needs and wants in the level of service, infrastructure, and public facilities, as identified in the DIF study, may result in unreasonable fee increases for new construction; expressed support for affixing an average land value for all residential projects; and recommended that public facilities construction costs be proportionally applied to both, La Quinta residents and visitors. PUBLIC SPEAKER: Gretchen Gutierrez, Chief Executive Officer with the DVBA – spoke about other Coachella Valley cities’ discussions on the use of public city facilities by residents and visitors, and the different levels of related use fees paid by the respective users; noted this scenario affects user fees and not DIF fees; and expressed support that the FAC review the DIF study, as it would be helpful for future budgetary planning for the City. 14 CITY COUNCIL MINUTES Page 9 of 10 OCTOBER 1, 2019 Council expressed their sensitivity to fee increases; and discussed support of maintaining the 22% transportation impact fee discount; exploring a better mechanism to attract development, while also allowing the City a flexibility to increase fees if necessary; future needs as projected by the DIF study are educated guesses, and remain unknown; will there be a future need to duplicate facilities; adopting the maximum fees justified by the DIF study, but only charging the fee levels currently in effect; understanding the demands of the market and having the flexibility to increase or decrease fees to respond accordingly; and having the FAC review the DIF study to add a level of transparency and provide a recommendation. City Attorney Ihrke said a rational justification and a formal Council action is needed when fees are adjusted. Finance Director Romero recommended creating an ad-hoc subcommittee, comprised of up-to-three FAC members, to review the DIF study and its correlation with the City’s adopted Five Year Capital Improvement Program, including unfunded projects; the four DIF loans that were recently written off, because they were underfunded and supported by the General Fund; 10-year projections of the General Fund and DIF; and the public comments received on this item; and aim to complete the review within a 30-day timeframe, and bring this item back for Council consideration by early December 2019. Council reached a consensus and directed Staff to coordinate review of the DIF study by an Ad-hoc Committee comprised of up-to-three FAC members; and in December 2019, provide a report with comments and recommendations on the level of DIF fee increase Council should consider to ensure the City’s future fiscal stability. PUBLIC HEARINGS – None DEPARTMENTAL REPORTS All reports are on file in the City Clerk’s Office. 1. CITY MANAGER – FRITZ BURNS POOL HEATER (verbal update) City Manager McMillen said the pool heater installation at Fritz Burns park is being delayed; all proposals received from the initial Request for Proposals were rejected, and Staff will issue and publish a new bid for this project. MAYOR’S AND COUNCIL MEMBERS’ ITEMS Councilmember Fitzpatrick reported on Council’s attendance at the Homecoming Parade held at Old Town La Quinta on September 25, 2019. 15 CITY COUNCIL MINUTES Page 10 of 10 OCTOBER 1, 2019 Councilmember Fitzpatrick said she toured the City’s parks and medians with the new landscape maintenance contractor, and noted the contractor was very diligent and providing quality maintenance service. Councilmember Peña reported on Council’s attendance at the All Valley Mayors and Tribal Chair Luncheon held on September 26, 2019, in Palm Springs; commended Mayor Evans for her comments; and commended Riverside County Sheriff’s Department for their hard work in serving the City. Per Council’s request, Lieutenant Tapp provided a report on the City’s recent crime trends; said the 2nd School Resource Officer has reduced the need to involve deputies; and Captain Reynolds said October is domestic violence awareness month, and spoke of the Sheriff’s Department planned outreach and efforts to increase awareness. Mayor Evans said the City did not budget to participate in the Coachella Valley Economic Partnership (CVEP); Council discussed their previous decision to reallocate funds from CVEP and invest them in the City’s in-house economic development efforts spearheaded by Staff; and Council expressed support for Councilmember Sanchez to continue to attend CVEP meetings. REPORTS AND INFORMATIONAL ITEMS La Quinta’s representative for 2019, Mayor Evans reported on her participation in the following organization’s meeting:  CVAG EXECUTIVE COMMITTEE La Quinta’s representative for 2019, Councilmember Peña reported on his participation in the following organization’s meeting:  CVAG VALLEY-WIDE HOMELESSNESS COMMITTEE La Quinta’s representative for 2019, Councilmember Radi reported on his participation in the following organization’s meeting:  SUNLINE TRANSIT AGENCY ADJOURNMENT There being no further business, Mayor Evans adjourned the meeting at 6:43 p.m. Motion passed unanimously. Respectfully submitted, NICHOLE ROMANE, Deputy City Clerk City of La Quinta, California 16 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: ACCEPT HIGHWAY SAFETY IMPROVEMENT PROGRAM INTERSECTION IMPROVEMENTS PROJECT LOCATED THROUGHOUT THE CITY OF LA QUINTA (PROJECT NO. 2016-01, FEDERAL PROJECT NO. HSIPL- 5433(015)) RECOMMENDATION Accept the Highway Safety Improvement Program (HSIP) Intersection Improvements Project as complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; and authorize staff to release retention in the amount of $41,411, thirty-five days after the Notice of Completion is recorded. EXECUTIVE SUMMARY •The project upgraded the signal cabinets at eight intersections; cabinet controllers at fifteen intersections; all intersection street name sign panels; and, replaced all intersection safety lighting and internally illuminated street name signs with LED lights. •The work is complete and Council acceptance will close the contract and allow final payment. FISCAL IMPACT The following is the financial accounting for Project No. 2016-01: Original Contract Amount $ 815,411 Contract Change Order No. 1 $ 12,803 Final Contract Amount $ 828,214 Project Budget $1,260,400 Final Contract Amount ($ 828,214) Design, Professional, & Personnel Costs ($ 63,629) Inspection, Survey, Plans, & Other Construction Costs ($ 3,756) Anticipated Funds Remaining* $ 364,801 * All costs to date have been accounted for and no further costs are anticipated. CONSENT CALENDAR ITEM NO. 2 17 There are adequate funds to close this project; the final retention amount of $41,411 will be paid from account number 401-0000-20600. The City’s share of the anticipated savings ($36,480) will remain as available funding for Capital Improvement Projects. BACKGROUND/ANALYSIS On October 2, 2018, Council awarded an $815,411 contract to Elecnor Belco Electric, Inc. On March 20, 2019, a Notice to Proceed was issued with a 60-working day completion time starting on March 25, 2019 and ending on June 17, 2019. Contract Change Order No. 1 extended the contract to September 13, 2019. The project was deemed substantially complete on September 13, 2019. No liquidated damages or early completion incentives are recommended. Contract Change Order No. 1 was issued for the furnishing and installation of additional LED Safety Lights, IISNS LED Retrofit Kits, and IISNS Panels located at neighboring City intersections. The project construction effort is complete and in compliance with the plans and specifications. Staff recommends acceptance and release of the retention thirty-five days after the Notice of Completion is recorded. ALTERNATIVES Staff does not recommend an alternative. Prepared by: Carley Escarrega, Management Assistant Approved by: Bryan McKinney, P.E., City Engineer Attachment: 1. Project Map 18 WASHINGTON STADAMS STDUNE PALMS RDJEFFERSON STFRED WARING DR MILES AVE HIGHW A Y 1 1 1 AVENUE 47 AVENUE 48 AVENUE 50 AVENUE 52 CALLE TAMPICOEISENHOWER DRINDIAN WELLS LA QUINTA INDIOC:\Users\JNICKERSON\Desktop\Reference\Logos\North Arrow.png 08-LA QUINTA-2 INTERSECTION IMPROVEMENTS PROJECT MAP 1 2 3 4 5 6 7 8 9 10 1112 13 141516 17 18 19 20 21 22 23 2425 26 27 28 29 30 31 32 33 35 37 39 40 41 42 43 50 51 34 36 38 44 45 46 48 49 47 1. Washington / Palm Royale 2. Washington / Fred Waring 3. Fred Waring / Palm Royale 4. Fred Waring / Adams 5. Fred Waring / Dune Palms 6. Washington / Miles 7. Miles / Seeley 8. Miles / Adams 9. Miles / Dune Palms 10. Miles / Ped Crossing 11. Dune Palms / Desert Crest 12. Washington / Channel 13. Adams / Westward Ho 14. Dune Palms / Westward Ho 15. Hwy 111 / Plaza La Quinta 16. Hwy 111 / Washington 17. Hwy 111 / Simon 18. Hwy 111 / LQ Center 19. Hwy 111 / Adams 20. Hwy 111 / La Quinta Dr 21. Hwy 111 / Dune Palms 22. Hwy 111 / Depot Dr 23. Hwy 111 / Jefferson 24. Jefferson / Vista Grande 25. Washington / Simon 26. Washington / Ave 47 27. Adams / Ave 47 28. Dune Palms / Coralina 29. Washington / Ave 48 30. Adams / Ave 48 31. Dune Palms / Ave 48 32. Jefferson / Ave 48 33. Washington / Rancho LQ 34. Eisenhower / Coachella 35. Jefferson / Ave 49 36. Eisenhower / Fernando 37. Washington / Sagebrush 38. Eisenhower / Ave 50 39. Washington / Ave 50 40. Park / Ave 50 41. Jefferson / Ave 50 42. Washington / Village Center 43. Jefferson / Pomelo 44. Eisenhower / Tampico 45. Tampico / Bermudas 46. Tampico / Desert Club 47. Washington / Tampico 48. Ave 52 / Bermudas 49. Ave 52 / Desert Club 50. Washington / Ave 52 51. Ave 52 / Centrino ATTACHMENT 1 19 20 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: ACCEPT HIGHWAY 111 SIDEWALK IMPROVEMENTS PROJECT LOCATED ON THE SOUTH SIDE OF HIGHWAY 111, BETWEEN ADAMS STREET AND LA QUINTA DRIVE (PROJECT NO. 2018-03) RECOMMENDATION Accept the Highway 111 Sidewalk Improvements Project as complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; and authorize staff to release retention in the amount of $11,350, thirty-five days after the Notice of Completion is recorded. EXECUTIVE SUMMARY •The Highway 111 Sidewalk Improvements entailed removal of the 8-foot wide meandering sidewalk, construction of 1,200 feet of new 10-foot wide curb adjacent sidewalk, and reconstruction of four American with Disabilities Act accessible ramps. •The work is complete and Council acceptance will close the contract and allow final payment. FISCAL IMPACT The following is the financial accounting for Project No. 2018-03: Original Contract Amount $ 227,006 Final Contract Amount $ 227,006 Project Budget $ 500,000 Final Contract Amount ($ 227,006) Design, Professional, & Personnel Costs ($ 21,295) Technical, Survey, Plans, & Other Construction Costs ($ 9,263) Anticipated Funds Remaining* $ 242,436 * All costs to date have been accounted for and no further costs are anticipated. There are adequate funds to close this project; the final retention amount of $11,350 will be paid from account number 401-0000-20600. The anticipated CONSENT CALENDAR ITEM NO. 3 21 savings ($242,436) will remain as available funding for future capital improvement projects. BACKGROUND/ANALYSIS On August 6, 2019, Council awarded a $227,006 contract to Hardy & Harper, Inc. On August 27, 2019, a Notice to Proceed was issued with a 30-working day completion time starting on September 3, 2019 and ending on October 14, 2019. The project was deemed substantially complete on September 20, 2019. No liquidated damages or early completion incentives are recommended. The project construction effort is complete and in compliance with the plans and specifications. Staff recommends acceptance and release of the retention thirty-five days after the Notice of Completion is recorded. ALTERNATIVES Staff does not recommend an alternative. Prepared by: Carley Escarrega, Management Assistant Approved by: Bryan McKinney, P.E., City Engineer Attachment: 1. Vicinity Map 22 *IMPORTANT* Maps and data are to be used for reference purposes only. Map features are approximate, and are not necessarily accurate to surveying or engineering standards. The County of Riverside makes no warranty or guarantee as to the content (the source is often third party), accuracy, timeliness, or completeness of any of the data provided, and assumes no legal responsibility for the information contained on this map. Any use of this product with respect to accuracy and precision shall be the sole responsibility of the user. © Riverside County GIS Legend Notes From Adams Street to La Quinta Drive REPORT PRINTED ON...2/7/2019 11:38:16 AM Vicinity Map Highway 111 Sidewalk Improvements (2018-03) 0 12,0376, 019 Feet Blueline Streams City Areas World Street Map ATTACHMENT 1 23 24 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE, AND ADVERTISE FOR BID THE COVE PUBLIC RESTROOM AND TRAILHEAD PROJECT LOCATED ON THE SOUTH SIDE OF CALLE TECATE ADJACENT TO COVE PARKING LOT (PROJECT NO. 2018-01) RECOMMENDATION Approve the plans, specifications, engineer’s estimate, and authorize Staff to bid the Cove Public Restroom Project 2018-01. EXECUTIVE SUMMARY •The Cove Restroom was included in the 2018/19 Capital Improvement Program (CIP). •This project entails installing a prefabricated restroom facility, an Americans with Disabilities Act (ADA) compliant path and parking spaces, a new trail entrance sign, seating, shade structure, and water fountain, adjacent to the parking lot at the Cove Trailhead (Attachment 1). FISCAL IMPACT The total project budget was revised in June 2019 to $520,000 as part of the 2019/20 CIP. This budget includes $456,000 of Quimby Funds and $64,000 of General Funds. The following is the amended project budget: Total Budget Design and Professional: $ 40,000 Design Survey: $ 19,000 Utility Inspection/Testing/Survey: $ 37,000 Construction: $ 380,000 Contingency: $ 44,000 Total Budget: $ 520,000 BACKGROUND/ANALYSIS The Cove Restroom Project was included in the 2018/19 CIP after staff received many requests for a restroom facility at the Cove Trailhead. CONSENT CALENDAR ITEM NO. 4 25 Council approved the purchase of the Portland Loo restroom facility in April 2019. Funding was included for the additional trailhead improvements in the 2019/20 CIP. The restroom will be located within the existing parking lot located at the top of the Cove on Avenida Bermudas near Calle Tecate. The improvements include installing a prefabricated restroom facility, an Americans with Disabilities Act (ADA) compliant path and parking spaces, a new trail entrance sign, seating, shade structure, and water fountain, adjacent to the parking lot at the Cove Trailhead. Council Bid Authorization October 15, 2019 Bid Period October 16 to November 12, 2019 Council Considers Project Award November 19, 2019 Execute Contract and Mobilize November 20 to December 5, 2019 Construction (15 Working Days) December 2019 to January 2020 Accept Improvements January 2020 ALTERNATIVES Staff does not recommend an alternative. Prepared by: Julie Mignogna, Management Analyst Approved by: Bryan McKinney, P.E., City Engineer Attachment: 1. Project Vicinity Map 26 Cove Public Restroom Project 2018-01 Vicinity Map 200 ft N➤➤N © 2018 Google ©2018Google © 2018 Google ATTACHMENT 1 27 28 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: APPROVE DECLARATION AND DISPOSAL OF SURPLUS EQUIPMENT AND CITY OWNED MOTORCYCLES RECOMMENDATION Approve the declaration and disposal of surplus equipment and City-owned motorcycles. EXECUTIVE SUMMARY •The City has accumulated surplus, obsolete and non-functional equipment that has limited market value and two City-owned motorcycles that have reached the end of their functional life (Surplus). •Pursuant to the City’s Surplus Supplies and Equipment Policy (Policy), Council must declare property surplus prior to sale. •Upon Council approval, a notice for bid will be advertised in The Desert Sun and the City’s website. FISCAL IMPACT Proceeds from equipment sales will be deposited into the original Fund they were purchased from and proceeds from motorcycle sales will be deposited into the Equipment Replacement Fund (Account No. 501-0000-45000). Advertising cost in The Desert Sun will be approximately $800 and is budgeted in Finance. BACKGROUND/ANALYSIS The Surplus consists of both functioning and non-functioning equipment that is no longer needed or has outlived its purpose (Attachment 1). Surplus items are identified by Department Directors as outlined by Policy. The Finance Department consolidates the items for Council’s review. A recent analysis determined that two City-owned motorcycles had reached the end of their useful life and needed replacement. Per Policy, a Department Director may determine the estimated market value. The total estimated market value, per Kelley Blue Book, of both motorcycles is $9,970, if considered in “good” condition (Attachment 2). Upon Council approval, Surplus will be advertised for bid in The Desert Sun and the City website. CONSENT CALENDAR ITEM NO. 5 29 Staff is proposing the following schedule: •Publication posting: October 18th and October 26th, 2019 •Public viewing: October 24th, 28th and October 30th, 2019 •Bid deadline: November 5th, 2019 •Bid opening: November 6th, 2019 Per Policy, if no bids are received, the surplus equipment will be sold at auction, donated to a non-profit organization or discarded. ALTERNATIVES Staff does not recommend an alternative action; this process occurs so that the City may discard surplus property and equipment. Prepared by: Jessica Delgado, Management Assistant Approved by: Karla Romero, Finance Director Attachments: 1.List of Surplus Property and Equipment 2.List of Surplus Motorcycles with Market Values 30 Item Number Item Type Make/Brand Model Number or Description Serial Number Notes/Condition of Item 1051 Keyboard and Mouse Combo Dell Wireless-KM636 CN-014DFF-73826-72E-00HG Poor 1052 Folding Machine Pitney Bowes DI380 Uknown Good 1059 Book Rack N/A Metal 4-Wheel Book Rack None Good 1060 Camera Canon DS6041 Additional Lense Included 360026966 Unknown 1062 Camera Canon 4X20017 Powershot A590 6622316075 Unknown 1063 Electronics Various 1 red backpack with Several Items Unknown Unknown 1064 Power converter Vector VE043B Unknown Poor 1072 Segway Segway Black Unknown Used 1075 Camera with Case Koda Easy Share C763 7.1 megapixels Unknown Poor 1076 Camera Nikon Coolpix L120 30537623 Poor 1077 Camera with case Olympus VR310 USFA12474 Poor 1078 Camera Olympus Black-VR310 UFYA08690 Unknown 1079 GPS Magellan Roadmate 1700 790000749275 Good 1081 Laptop mount RAM Tough Tray Unknown Good 1082 Animal Control Scanner AVID Red Pocket Reader 59556 Used 1083 Animal Control Scanner Destron Red Pocket Reader 6408 Used 1084 Canon Scanner Canon Canoscan LIDE25 KBGA52706 Used 1088 File Cabinet Copa Brown, 4-Drawer None Fair 1089 Bookcase MillCraft Composite Wood-missing shelves None Good 1090 Bookcase Unknown Composite Wood None Fair 1091 Power Converter Vector VE043B Unknown Poor 1092 Power Converter Vector VE043B Unknown Poor 1093 Power Converter Vector VE043B Unknown Poor 1094 Power Converter Vector VE043B Unknown Poor 1095 Power Converter Vector VE043B Unknown Poor 1096 Power Converter Vector VE043B Unknown Poor 1097 Chairs Unknown Blue stackable Plastic - total of 59 None Good 1098 Chair Rack Unknown Metal None Good 1099 Table - round Unknown 4 Round, Wood Top with Metal Base None Good 1100 Table - round Unknown 4 Round, Wood Top with Metal Base None Good 1103 Table Unknown Rectangle Wood, 4'x2.6" None Good 1104 Table Unknown Rectangle Wood, 6' x 2' None Fair 1105 Chair Unknown Wood with Black Seat Cushion None Good 1106 Office Chair Unknown Black Leather None Good 1107 Office Chair Unknown Black Leather None Good 1108 Office Chair Unknown Black Leather None Good 1109 Office Chair Unknown Black Leather None Good ATTACHMENT 1 31 Item Number Item Type Make/Brand Model Number or Description Serial Number Notes/Condition of Item 1110 Office Chair Unknown Black Leather None Good 1111 Dog Tag Scanner Data Mars Imax Black Label with Case 02F1324315 Poor 1112 Dog Tag Scanner Data Mars Imax with Case 02D1903437 Poor 1113 Shelving Rack Unit Unknown Metal with 6 shelves None Good 1114 Storage Rack Unknown Metal with 6-Shelves None Good 1115 End Table Unknown Small End Wood Table None Good 1116 laptop Panasonic Grey 6DKYA03357 Poor 1117 Office Desk Unknown Large, Light Color Wood None Good 1118 Office Desk Unknown Small, Light Color Wood None Good 1120 Desk Chair Unknown High Back, Green Unknown Poor-Cannot Adjust Chair 1121 Desk Chair Unknown High Back, Black Unknown Fair 1122 Desk Chair Unknown Black Unknown Fair 1123 Desk Chair Unknown Green Unknown Poor-Cannot Adjust Chair 1124 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1125 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1126 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1127 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1128 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1129 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1130 Portable File Drawers Storex Grey Plastic with Lock and Key Unknown Fair 1131 Monitor Stand Unknown Plastic with Adjustable Drawers Unknown Poor 1132 Canvas Satchel Unknown Black Briefcase Style Unknown Good 1133 Document Tray Unknown 2-Tier, Wooden Unknown Fair 1134 Footrest Unknown Black Unknown Fair 1135 Desktop Printer HP Laserjet 1022 Unknown Fair 1139 Laptop Altic Lansing CNF8044G4T Not Working 1140 Laptop HP 6730S CNU9076VNS Not Working 1141 Laptop HP 6730S CNU9034HZ1 Not Working 1142 Laptop HP Povilion Entertaiment CNF7325CZW Not Working 1143 Tripod Sokkia Yellow None Fair 1144 Hand-held Radar Kustom Signals Pro Laser III PLI5089 Unknown 1145 Hand-held Radar Kustom Signals Pro Laser III PL21101 Unknown 1146 Hand-held Radar Kustom Signals Pro Laser III PL12188 Unknown 1147 Hand-held Radar Kustom Signals Pro Laser III PL11514 Unknown 1148 Night Vision Camera Thermal eye 250D 17298 Unknown 1149 Segway Black T2Z2420-02 Unknown Not Running 1150 Segway Black T2Z2420-02 Unknown Not Running32 Item Number Item Type Make/Brand Model Number or Description Serial Number Notes/Condition of Item 1151 Motorcycle Covers Unknown One box-black None Poor 1152 Computer Tower Windows HP Microsoft 7 2UA8180XMK Not Working 1153 Computer Tower Windows HP Microsoft 7 MXL1210VPJ Not Working 1154 Computer Screen HP HSTNT CNK5060B9N Not Working 1155 Bike Tires 7-Continental 57-559 Unknown Poor 1156 Bicycle Trek NEXAVE Unknown Poor 1157 Bicycle Trek NEXAVE Unknown Fair 1158 Bicycle Cannodale Unknown Unknown Good 1159 Bicycle Trek NEXAVE Unknown Good 1160 Bicycle Trek NEXAVE Unknown Good 1161 Bicycle Trek NEXAVE Unknown Fair 1162 Bicycle Trek NEXAVE Unknown Poor-Missing Seat 1163 PC Hard Drive Maxtor OneTouch 4 Plus 2HAA8C51 Unknown 1164 Computer Tower HP PRO Desk 600 MXL3520ZVZ Unknown 1165 File Cabinet Unknown 4-Drawer, Light Brown None Fair 1166 Office Desk Unknown Large, White Metal None Poor 1167 File Cabinet Unknown 2-Drawer None Poor 1168 Couch Unknown Medium, Gray and Blue None Fair 1169 Couch Unknown Medium, Gray and Blue None Fair 1170 Picture Frame Unknown Medium None Good 1171 Stereo RCA Radio and Cassette Player Unknown Fair 1172 Blueprints File Storage Unknown Mobile, White None Fair 1175 Keyboard and Mouse Combo Unknown Wireless Unknown Fair 1176 Printer HP Desktop Laserjet 1022 Unknown Fair 1177 Couch Seat Unknown Orange None Fair 1178 Couch Seat Unknown Orange None Fair 1179 Couch Seat Unknown Orange None Fair 1180 Couch Seat Unknown Orange None Fair 1181 Couch Seat Unknown Orange None Fair 1182 Couch Seat Unknown Orange None Fair 1183 Couch Seat Unknown Orange None Fair 1184 Couch Seat Unknown Orange None Fair 1185 Couch Seat Unknown Orange None Fair 1186 Couch Seat Unknown White None Fair 1187 Couch Seat Unknown White None Fair 1188 Office Chair Unknown Black None Good 1189 Laser cutting machine Full Spectrum-Pro Series PS48 Laser System with Rotary Attachment 461387693 Fair-Needs New Laser Tube33 Item Number Item Type Make/Brand Model Number or Description Serial Number Notes/Condition of Item 1190 Fume Extractor Full Spectrum FSL300-4" duct with 1 Filter Set & Attachment 2017115725 Good 1191 Radiator Water Chiller Full Spectrum FSL Accessories CS50656203 Good 1192 Air Compressor Full Spectrum Hobby Series None Good 1193 Box of Office Supplies Serveral One Small Box of Serveral Items None Poor 34 Inventory NumberItem MakeModel Number or DescriptionSerial numberConditionCity ID Operational Kelley Blue Book Value if "good" Condition 1174 Motorcycle Honda 2006-ST1300 JH2SC51746M400273PoorLQPD-M0451 Not running $ 4,985 1173 Motorcycle Honda 2006-ST1300 JH2SC51726M400305FairLQPD-M0454 Not running $ 4,985 Grand total $ 9,970 ATTACHMENT 2ATTACHMENT 2 35 36 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: AUTHORIZE PURCHASES WITH ALPHA MEDIA FOR UP TO $80,000 FOR FISCAL YEAR 2019/20 RECOMMENDATION Authorize purchases with Alpha Media for up to $80,000 for fiscal year 2019/20. EXECUTIVE SUMMARY •Per the purchasing policy, amounts paid to vendors/contractors over $50,000 must be approved by Council. •Staff requests authority to purchase up to $80,000 of radio marketing advertisements to promote events as well as community outreach; fiscal year-to-date expenditures with this vendor are $3,124. FISCAL IMPACT Up to $80,000 would be charged in increments, as needed, to the appropriate marketing budget and community outreach account(s) and Funds in 2019/20. BACKGROUND/ANALYSIS The City has brought all traditional media buying in-house in order to build stronger community outreach. Staff has been working with Alpha Media on a radio outreach campaign for City events as well as community outreach information and education. In addition, efficiencies were created by working with Alpha Media who is the prime radio vendor and also owns the majority of local radio stations. The purchasing policy requires Council approval for purchases and/or contracts over $50,000. Fiscal year-to-date expenditures with this vendor are $3,124. Items purchased include: •IRONMAN 70.3 Race Information & Awareness •Emergency Services Outreach & Education •Recycling Education •Event Promotion (Street Food Cinema & Brew in LQ) Staff anticipates placing additional orders this fiscal year for the following events: •Christmas Tree Lighting CONSENT CALENDAR ITEM NO. 6 37 •Toast to LQ •Sunset Hours Event •City Picnic In order to not exceed the $50,000 contracting limit and anticipating that Alpha Media will continue to offer radio advertisements at the lowest price, as well as added value; staff is requesting Council approval to increase the contract limit to $80,000. ALTERNATIVES Staff could request Council for all future purchases from Alpha Media on an as needed basis. However, this would be required for all purchases over $50,000 regardless of the value. Prepared by: Marcie Graham, Marketing Manager Approved by: Karla Romero, Acting City Manager 38 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED JUNE 30, 2019 RECOMMENDATION Receive and file revenue and expenditure report dated June 30, 2019. EXECUTIVE SUMMARY •The report summarizes the City’s year-to-date (YTD) revenues and period expenditures for June 2019 (Attachment 1). •These reports are also reviewed by the Financial Advisory Commission. FISCAL IMPACT - None BACKGROUND/ANALYSIS Below is a summary of the column headers used on the Revenue and Expenditure Summary Reports: Original Total Budget – 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. CONSENT CALENDAR ITEM NO. 7 39 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 Romero, Finance Director Attachment: 1. Revenue and Expenditure Report for June 30, 2019 MTD YTD YTD Percent of Budget General Fund 15,797,427$ 62,134,012$ 111.29% All Funds 42,429,692$ 117,129,305$ 72.31% MTD YTD YTD Percent of Budget General Fund 20,583,477$ 55,523,960$ 80.81% Payroll - General Fund 7,535,423$ 15,754,520$ 94.14% All Funds 20,658,802$ 100,950,490$ 55.51% June Expenditures June Revenues General Fund Non-General Fund Measure G Sales Tax 2,607,085$ County Government Revenue for Debt Service 13,123,942$ Sales Tax 2,420,800$ Transfers in - Capital Improvement (CIP)(1)4,555,854$ Property Tax in Lieu of Vehicle License Fees (VLF)2,033,379$ Transfers in for Economic Development Fund(2)2,975,564$ Transient Occupancy (Hotel) Tax 1,889,422$ County Government Revenue -Library/Museum 1,468,930$ Fire Service Credit (from County)1,503,320$ Development Agreement Funding(3)533,286$ General Fund Non-General Fund Transfers Out to CIP and Econ. Development 5,458,830$ Contributions to Other Agencies(5)1,491,698$ Sheriff Contract (April, May, June)4,591,396$ Capital Improvement Program (CIP)- Construction(6)1,262,913$ Fire Service Costs 1,193,818$ Transfers Out -Transportation DIF to CIP 977,180$ Park Equipment Maintenance Allocation(4)163,750$ Capital Improvement Program (CIP)- Design(7)753,551$ Insurance Allocation(4)114,650$ Transfers Out -Quimby to CIP 681,527$ (5) Payment to City of Indio (lead agency) for Madison Street widening from Avenue 50 to 52 (6) CIP Construction: Expenses associated with Highway Safety Improvement Program (HSIP) intersection improvements, Avenue 52 pavement rehab and striping, Eisenhower drainage, Dune Palms, and SilverRock Event Site. (7) CIP Design: Multiple CIP projects including SilverRock Event Site and infrastructure; X-Park, Dune Palms Road widening and bridge; Village Complete Streets; and Eisenhower drainage. Top Five Revenue/Income Sources for June Top Five Expenditures/Outlays for June (1) Transfers in to the Capital Improvement Fund are from General Fund, Quimby, and transportation sources including Developer Impact Fees (DIF), Gas Tax, and Measure A. (2) Transfer in to the Economic Development Fund from the General Fund for Hwy 111 land sale and unspent land acquisition funds. (3) Development agreement funding for Madison Street widening from Avenue 50 to 52. (4) These charges in the General Fund represent quarterly contributions to the Internal Service Funds. 40 For Fiscal: 2018/19 Period Ending: 06/30/2019 10/3/2019 Page 1 of 2 Revenue Summary Fiscal Activity Variance Favorable (Unfavorable)Fund Period Activity Current Total Budget Original Total Budget Percent Used 101 - GENERAL FUND 62,134,01215,797,42752,297,400 55,831,050 6,302,962 111.29 % 201 - GAS TAX FUND 1,916,369271,3371,965,500 1,965,500 -49,131 97.50 % 202 - LIBRARY & MUSEUM FUND 3,735,4111,515,0332,333,000 2,313,000 1,422,411 161.50 % 203 - PUBLIC SAFETY FUND (MEASURE G)207,5712,778200,000 853,000 -645,429 24.33 % 210 - FEDERAL ASSISTANCE FUND 60,99960,99972,000 66,226 -5,227 92.11 % 212 - SLESA (COPS) FUND 150,87233,938100,100 100,100 50,772 150.72 % 213 - JAG FUND 26800213 55 125.88 % 215 - LIGHTING & LANDSCAPING FUND 1,592,07629,7521,586,100 1,586,100 5,976 100.38 % 217 - DEVELOPMENT AGREEMENT 682526030,800 -30,118 2.22 % 220 - QUIMBY FUND 93,41342,674367,000 383,000 -289,587 24.39 % 221 - AB 939 - CALRECYCLE FUND 82,41036,62963,700 66,200 16,210 124.49 % 223 - MEASURE A FUND 768,876136,275971,708 974,708 -205,832 78.88 % 224 - TUMF FUND 88560800 885 0.00 % 225 - INFRASTRUCTURE FUND 500222100100 400 499.77 % 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG)10,58321,000012,000 -1,417 88.19 % 227 - STATE HOMELAND SECURITY PROGRAMS (SHSP)6,0186,01806,000 18 100.30 % 230 - CASp FUND, AB 1379 20,4911,5314,000 10,000 10,491 204.91 % 231 - SUCCESSOR AGCY PA 1 RORF 20,796,52913,227,615020,482,627 313,902 101.53 % 235 - SO COAST AIR QUALITY FUND 55,15340,88151,500 51,500 3,653 107.09 % 237 - SUCCESSOR AGCY PA 1 ADMIN 7,3503,421012,005 -4,655 61.22 % 241 - HOUSING AUTHORITY 759,468119,390315,000 543,000 216,468 139.87 % 243 - RDA LOW-MOD HOUSING FUND 33,33214,6508,000 18,000 15,332 185.18 % 247 - ECONOMIC DEVELOPMENT FUND 2,975,5642,975,56402,981,600 -6,036 99.80 % 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014)13,39413,394010,000 3,394 133.94 % 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016)459,569149,03630,000 170,000 289,569 270.33 % 250 - TRANSPORTATION DIF FUND 730,048268,355369,000 379,000 351,048 192.62 % 251 - PARKS & REC DIF FUND 365,98038,987508,200 512,200 -146,220 71.45 % 252 - CIVIC CENTER DIF FUND 176,93453,188110,000 110,000 66,934 160.85 % 253 - LIBRARY DEVELOPMENT DIF 57,7925,16030,000 30,000 27,792 192.64 % 254 - COMMUNITY CENTER DIF 24,7703,20715,400 15,400 9,370 160.84 % 255 - STREET FACILITY DIF FUND 30,0658,76015,000 15,000 15,065 200.44 % 256 - PARK FACILITY DIF FUND 6,7216004,000 4,000 2,721 168.04 % 257 - FIRE PROTECTION DIF 81,37024,46440,000 40,000 41,370 203.42 % 270 - ART IN PUBLIC PLACES FUND 113,91435,69688,500 88,500 25,414 128.72 % 275 - LQ PUBLIC SAFETY OFFICER 2,8693762,100 2,100 769 136.64 % 299 - INTEREST ALLOCATION FUND 1,056,813476,46900 1,056,813 0.00 % 310 - LQ FINANCE AUTHORITY DEBT SERVICE 668,8610671,600 671,600 -2,739 99.59 % 401 - CAPITAL IMPROVEMENT PROGRAMS 9,801,2975,669,84111,955,941 56,663,794 -46,862,496 17.30 % 405 - SA PA 1 CAPITAL IMPRV FUND 134,16657,06300 134,166 0.00 % 501 - FACILITY & FLEET REPLACEMENT 1,021,124279,830923,700 1,088,700 -67,576 93.79 % 502 - INFORMATION TECHNOLOGY 1,121,613278,8931,189,800 1,496,800 -375,187 74.93 % 503 - PARK EQUIP & FACILITY FUND 722,959193,584675,000 690,000 32,959 104.78 % 504 - INSURANCE FUND 921,833230,662923,600 923,600 -1,767 99.81 % 601 - SILVERROCK RESORT 3,873,595174,6814,092,800 4,147,800 -274,205 93.39 % 602 - SILVERROCK GOLF RESERVE 79,85673,70070,000 70,000 9,856 114.08 % 735 - 97-1 AGENCY REDEMPTION FUND 60426500 604 0.00 % 740 - 2000-1 AGENCY REDEMPTION 145,6791,33100 145,679 0.00 % 760 - SUPPLEMENTAL PENSION PLAN 2,4151,2110800 1,615 301.90 % 761 - CERBT OPEB TRUST 106,23252,671020,000 86,232 531.16 % 762 - PARS PENSION TRUST 0006,540,000 -6,540,000 0.00 % Report Total:42,429,692 117,129,30582,049,749 161,976,023 -44,846,718 72.31 % ATTACHMENT 1 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. 41 For Fiscal: 2018/19 Period Ending: 06/30/2019 10/3/2019 Page 2 of 2 Expenditure Summary Fiscal Activity Variance Favorable (Unfavorable)Fund Period Activity Current Total Budget Original Total Budget Percent Used 101 - GENERAL FUND 55,523,96020,583,47751,153,413 68,707,441 13,183,482 80.81 % 201 - GAS TAX FUND 1,787,603402,2061,959,900 2,010,829 223,227 88.90 % 202 - LIBRARY & MUSEUM FUND 1,907,579781,7331,628,200 1,793,400 -114,179 106.37 % 210 - FEDERAL ASSISTANCE FUND 60,99960,99972,000 66,226 5,227 92.11 % 212 - SLESA (COPS) FUND 70,88717,060100,000 100,000 29,113 70.89 % 215 - LIGHTING & LANDSCAPING FUND 1,471,289219,6981,582,700 1,785,400 314,111 82.41 % 217 - DEVELOPMENT AGREEMENT 77,741067,000 97,000 19,259 80.15 % 220 - QUIMBY FUND 1,296,611681,5273,956,000 5,748,488 4,451,876 22.56 % 221 - AB 939 - CALRECYCLE FUND 91,81523,04335,000 95,000 3,185 96.65 % 223 - MEASURE A FUND 590,183277,264961,708 4,733,403 4,143,220 12.47 % 225 - INFRASTRUCTURE FUND 4,5431,810028,571 24,028 15.90 % 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG)10,50010,500012,000 1,500 87.50 % 227 - STATE HOMELAND SECURITY PROGRAMS (SHSP)6,0323,01806,000 -32 100.53 % 230 - CASp FUND, AB 1379 1,26804,000 5,500 4,232 23.06 % 231 - SUCCESSOR AGCY PA 1 RORF 9,100,623-8,267,43709,339,728 239,105 97.44 % 235 - SO COAST AIR QUALITY FUND 42,73021,23654,000 54,000 11,270 79.13 % 237 - SUCCESSOR AGCY PA 1 ADMIN 26,7311,500012,005 -14,726 222.67 % 241 - HOUSING AUTHORITY 610,055134,000604,000 602,500 -7,555 101.25 % 243 - RDA LOW-MOD HOUSING FUND 166,6660250,000 267,667 101,001 62.27 % 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014)1,035,21513,50401,451,947 416,732 71.30 % 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016)7,376,024007,416,000 39,976 99.46 % 250 - TRANSPORTATION DIF FUND 1,391,880978,990400,000 2,557,460 1,165,581 54.42 % 251 - PARKS & REC DIF FUND 4,5421,81002,405,952 2,401,410 0.19 % 252 - CIVIC CENTER DIF FUND 101,2371,810110,000 115,952 14,715 87.31 % 253 - LIBRARY DEVELOPMENT DIF 35,48011,38030,000 35,952 472 98.69 % 254 - COMMUNITY CENTER DIF 4,5421,8100107,591 103,049 4.22 % 255 - STREET FACILITY DIF FUND 30,4481,81015,000 20,952 -9,496 145.32 % 256 - PARK FACILITY DIF FUND 8,5081,8104,000 9,952 1,444 85.49 % 257 - FIRE PROTECTION DIF 11,0431,81040,000 45,952 34,909 24.03 % 270 - ART IN PUBLIC PLACES FUND 92,51218,588322,000 722,000 629,488 12.81 % 310 - LQ FINANCE AUTHORITY DEBT SERVICE 669,0380671,600 671,600 2,563 99.62 % 401 - CAPITAL IMPROVEMENT PROGRAMS 9,839,0673,821,06211,955,941 56,674,801 46,835,733 17.36 % 405 - SA PA 1 CAPITAL IMPRV FUND 50,99341,97705,343,052 5,292,059 0.95 % 501 - FACILITY & FLEET REPLACEMENT 846,42777,731923,700 1,155,784 309,357 73.23 % 502 - INFORMATION TECHNOLOGY 959,407119,9081,090,700 1,574,200 614,793 60.95 % 503 - PARK EQUIP & FACILITY FUND 305,197101,708705,000 775,000 469,803 39.38 % 504 - INSURANCE FUND 814,74914,769921,100 918,500 103,751 88.70 % 601 - SILVERROCK RESORT 4,319,025496,6904,090,800 4,146,000 -173,025 104.17 % 602 - SILVERROCK GOLF RESERVE 50,200050,200 105,200 55,000 47.72 % 740 - 2000-1 AGENCY REDEMPTION 144,30800144,309 1 100.00 % 760 - SUPPLEMENTAL PENSION PLAN 12,8330012,850 17 99.87 % Report Total:20,658,802 100,950,49083,757,962 181,876,165 80,925,674 55.51 % 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. 42 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED JULY 31, 2019 RECOMMENDATION Receive and file revenue and expenditure report dated July 31, 2019. EXECUTIVE SUMMARY •The report summarizes the City’s year-to-date (YTD) revenues and period expenditures for July 2019 (Attachment 1). •These reports are also reviewed by the Finance Advisory Commission. FISCAL IMPACT – None BACKGROUND/ANALYSIS Below is a summary of the column headers used on the Revenue and Expenditure Summary Reports: Original Total Budget – represents revenue and expenditure budgets the Council adopted in June 2019 for fiscal year 2019/20. Current Total Budget – represents original adopted budgets plus any Council approved budget amendments from throughout the year. The 2018/19 operating and Capital Improvement Project carryovers to 2019/20 will be processed after the year-end audit is completed. 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. CONSENT CALENDAR ITEM NO. 8 43 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 July 31, 2019 MTD YTD YTD Percent of Budget General Fund (GF)253,777$ 253,777$ 0.44% All Funds 384,183$ 384,183$ 0.32% MTD YTD YTD Percent of Budget General Fund 1,243,031$ 1,243,031$ 2.23% Payroll (GF)1,300,271$ 1,300,271$ 11.73% All Funds 2,823,963$ 2,823,963$ 2.71% July Expenditures July Revenues General Fund Non-General Fund Building Plan Check Fees 55,434$ Allocated Interest 160,898$ Business Licenses 33,381$ SilverRock Greens Fees 91,627$ Permits 17,598$ Gas Tax 68,291$ Building Permits 14,846$ Development Impact Fees (Transportation)39,788$ Wellness Center Memberships 14,060$ Development Impact Fees (Parks)28,672$ General Fund Non-General Fund Membership Dues(1)74,987$ Property Insurance Premium 479,797$ Marketing and Tourism Promotions 68,135$ Liability Insurance Premium 211,083$ Greater Palm Springs Convention Bureau 63,375$ SilverRock Maintenance 195,869$ Parks Landscape Maintenance 41,890$ Software Licenses 148,266$ Boys and Girls Club 10,000$ Landscape Maintenance(2)69,119$ (2)Landscape maintenance for Lighting and Landscape (L&L) District Top Five Revenue/Income Sources for July Top Five Expenditures/Outlays for July (1)Coachella Valley Association of Governments (CVAG), Southern California Association of Governments, and Riverside Local Agency Formation Commission (LAFCO) 44 For Fiscal: 2019/20 Period Ending: 07/31/2019 10/7/2019 Page 1 of 2 Revenue Summary Fiscal Activity Variance Favorable (Unfavorable)Fund Period Activity Current Total Budget Original Total Budget Percent Used 101 - GENERAL FUND 253,777253,77757,847,200 57,847,200 -57,593,423 0.44 % 201 - GAS TAX FUND 68,29168,2912,360,900 2,360,900 -2,292,609 2.89 % 202 - LIBRARY & MUSEUM FUND 1751752,752,000 2,752,000 -2,751,825 0.01 % 203 - PUBLIC SAFETY FUND (MEASURE G)003,200 3,200 -3,200 0.00 % 210 - FEDERAL ASSISTANCE FUND 00123,200 123,200 -123,200 0.00 % 212 - SLESA (COPS) FUND 00100,500 100,500 -100,500 0.00 % 215 - LIGHTING & LANDSCAPING FUND 002,274,200 2,274,200 -2,274,200 0.00 % 220 - QUIMBY FUND 00140,000 140,000 -140,000 0.00 % 221 - AB 939 - CALRECYCLE FUND 0070,000 70,000 -70,000 0.00 % 223 - MEASURE A FUND 001,311,300 1,311,300 -1,311,300 0.00 % 225 - INFRASTRUCTURE FUND 00300300 -300 0.00 % 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG)0012,000 12,000 -12,000 0.00 % 230 - CASp FUND, AB 1379 1,4911,49121,200 21,200 -19,709 7.03 % 231 - SUCCESSOR AGCY PA 1 RORF 2220,539,264 20,539,264 -20,539,262 0.00 % 235 - SO COAST AIR QUALITY FUND 0053,500 53,500 -53,500 0.00 % 237 - SUCCESSOR AGCY PA 1 ADMIN 001,500 13,505 -13,505 0.00 % 241 - HOUSING AUTHORITY 24,06124,061448,000 448,000 -423,939 5.37 % 243 - RDA LOW-MOD HOUSING FUND 0022,000 22,000 -22,000 0.00 % 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016)00270,000 270,000 -270,000 0.00 % 250 - TRANSPORTATION DIF FUND 39,78839,788395,000 395,000 -355,212 10.07 % 251 - PARKS & REC DIF FUND 28,67228,672306,000 306,000 -277,328 9.37 % 252 - CIVIC CENTER DIF FUND 13,18813,188110,000 110,000 -96,812 11.99 % 253 - LIBRARY DEVELOPMENT DIF 4,8164,81645,000 45,000 -40,184 10.70 % 254 - COMMUNITY CENTER DIF 1,8061,80622,000 22,000 -20,194 8.21 % 255 - STREET FACILITY DIF FUND 1,5081,50823,000 23,000 -21,492 6.56 % 256 - PARK FACILITY DIF FUND 5605607,000 7,000 -6,440 8.00 % 257 - FIRE PROTECTION DIF 6,0626,06255,000 55,000 -48,938 11.02 % 270 - ART IN PUBLIC PLACES FUND 26,71026,710160,500 160,500 -133,790 16.64 % 275 - LQ PUBLIC SAFETY OFFICER 002,600 2,600 -2,600 0.00 % 299 - INTEREST ALLOCATION FUND 160,898160,89800 160,898 0.00 % 310 - LQ FINANCE AUTHORITY DEBT SERVICE 001,000 1,000 -1,000 0.00 % 401 - CAPITAL IMPROVEMENT PROGRAMS -356,348-356,34821,222,000 21,222,000 -21,578,348 1.68 % 405 - SA PA 1 CAPITAL IMPRV FUND 00100,000 100,000 -100,000 0.00 % 501 - FACILITY & FLEET REPLACEMENT 00900,200 900,200 -900,200 0.00 % 502 - INFORMATION TECHNOLOGY 1,6441,6441,394,400 1,394,400 -1,392,756 0.12 % 503 - PARK EQUIP & FACILITY FUND 00719,000 719,000 -719,000 0.00 % 504 - INSURANCE FUND 00929,500 929,500 -929,500 0.00 % 601 - SILVERROCK RESORT 107,081107,0814,105,600 4,105,600 -3,998,519 2.61 % 602 - SILVERROCK GOLF RESERVE 005,500 5,500 -5,500 0.00 % 760 - SUPPLEMENTAL PENSION PLAN 007,000 7,000 -7,000 0.00 % 761 - CERBT OPEB TRUST 0040,000 40,000 -40,000 0.00 % 762 - PARS PENSION TRUST 00200,000 200,000 -200,000 0.00 % Report Total:384,183 384,183119,100,564 119,112,569 -118,728,386 0.32 % ATTACHMENT 1 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. 45 For Fiscal: 2019/20 Period Ending: 07/31/2019 10/7/2019 Page 2 of 2 Expenditure Summary Fiscal Activity Variance Favorable (Unfavorable)Fund Period Activity Current Total Budget Original Total Budget Percent Used 101 - GENERAL FUND 1,243,0311,243,03155,638,500 55,661,400 54,418,369 2.23 % 201 - GAS TAX FUND 42,25842,2582,360,900 2,360,900 2,318,642 1.79 % 202 - LIBRARY & MUSEUM FUND 9,9299,9292,419,100 2,419,100 2,409,171 0.41 % 210 - FEDERAL ASSISTANCE FUND 00123,200 123,200 123,200 0.00 % 212 - SLESA (COPS) FUND 00100,000 100,000 100,000 0.00 % 215 - LIGHTING & LANDSCAPING FUND 81,39481,3942,274,200 2,274,200 2,192,806 3.58 % 220 - QUIMBY FUND 00263,000 263,000 263,000 0.00 % 221 - AB 939 - CALRECYCLE FUND 0050,000 50,000 50,000 0.00 % 223 - MEASURE A FUND 001,298,300 1,298,300 1,298,300 0.00 % 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG)0012,000 12,000 12,000 0.00 % 230 - CASp FUND, AB 1379 004,600 4,600 4,600 0.00 % 231 - SUCCESSOR AGCY PA 1 RORF 008,394,963 8,405,468 8,405,468 0.00 % 235 - SO COAST AIR QUALITY FUND 0091,500 91,500 91,500 0.00 % 237 - SUCCESSOR AGCY PA 1 ADMIN 0012,005 13,505 13,505 0.00 % 241 - HOUSING AUTHORITY 32,74032,740609,300 610,895 578,155 5.36 % 243 - RDA LOW-MOD HOUSING FUND 00250,000 250,000 250,000 0.00 % 248 - SA 2004 LO/MOD BOND FUND (Refinanced in 2014)72172100 -721 0.00 % 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016)0020,000 20,000 20,000 0.00 % 250 - TRANSPORTATION DIF FUND 00483,700 483,700 483,700 0.00 % 252 - CIVIC CENTER DIF FUND 00130,000 130,000 130,000 0.00 % 253 - LIBRARY DEVELOPMENT DIF 0032,000 32,000 32,000 0.00 % 255 - STREET FACILITY DIF FUND 0030,000 30,000 30,000 0.00 % 256 - PARK FACILITY DIF FUND 006,000 6,000 6,000 0.00 % 257 - FIRE PROTECTION DIF 007,500 7,500 7,500 0.00 % 270 - ART IN PUBLIC PLACES FUND 00160,000 160,000 160,000 0.00 % 310 - LQ FINANCE AUTHORITY DEBT SERVICE 001,000 1,000 1,000 0.00 % 401 - CAPITAL IMPROVEMENT PROGRAMS 1,9911,99121,222,000 21,222,000 21,220,009 0.01 % 501 - FACILITY & FLEET REPLACEMENT 19,81619,816898,200 1,064,200 1,044,384 1.86 % 502 - INFORMATION TECHNOLOGY 210,151210,1511,390,400 1,390,400 1,180,249 15.11 % 503 - PARK EQUIP & FACILITY FUND 11700,000 777,000 776,999 0.00 % 504 - INSURANCE FUND 753,061753,061870,500 870,500 117,439 86.51 % 601 - SILVERROCK RESORT 416,037416,0374,185,700 4,185,700 3,769,663 9.94 % 760 - SUPPLEMENTAL PENSION PLAN 12,83312,83312,850 12,850 17 99.87 % Report Total:2,823,963 2,823,963104,051,418 104,330,918 101,506,955 2.71 % 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. 46 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: APPROVE DEMAND REGISTERS DATED SEPTEMBER 20, 27, AND OCTOBER 4, 2019 RECOMMENDATION Approve demand registers dated September 20, 27, and October 4, 2019. EXECUTIVE SUMMARY – None FISCAL IMPACT Demand of Cash: City 1,594,404.70$ Successor Agency of RDA -$ Housing Authority 27,597.24$ 1,622,001.94$ BACKGROUND/ANALYSIS Routine bills and payroll must be paid between Council meetings. Attachment 1 details the weekly demand registers for September 20, 27, and October 4, 2019. Warrants Issued: 123866 279.00$ 123867-123950 228,858.55$ 123951-124028 316,533.88$ 124029-124108 281,531.25$ Wire Transfers 279,111.12$ AP Voids (4,769.10)$ Payroll Tax Transfers 91,159.18$ Payroll Direct Dep & Chks #37451-37453 429,298.06$ 1,622,001.94$ In the amounts listed above, two checks were voided. One check was reissued due to non receipt by vendor and the other check was voided due to vendor cancellation of invoice. CONSENT CALENDAR ITEM NO. 9 47 The most significant expenditures on the demand register are: Account Name Amount Greater Palm Various 63,107.33$ FY 18/19 Funding Recon Springs CVB Sept-Dec 2019 Marketing Rutan & Tucker Various 47,180.13$ Aug 2019 Legal Services Coachella Valley Various 45,053.55$ Sept 2019 Water Services Water District NAI Consulting, Inc Professional 43,336.00$ Aug 2019 CIP Contract Services Management Services Bengal Engineering Various 35,693.35$ July - Aug 2019 Dune Palms Projects PurposeVendor Wire Transfers: Eleven transfers totaled $279,111. Of this amount, $159,842 was for Landmark, $86,958 for PERS, and $20,000 for Wells Fargo credit card payment. (See Attachment 2 for a full listing). Investment Transactions: Full details of investment transactions as well as total holdings are reported quarterly in the Treasurer’s Report. Purchase Luana Savings Bank CD 245,000$ 9/18/19 1.600% Purchase Fed. Farm Credit Bank Agency 500,000$ 9/17/19 1.600% Call Fed. Home Loan Mortgage Agency 400,000$ 9/27/19 3.000% Corporation Purchase NY Community Bank CD 245,000$ 9/27/19 1.800% Purchase Bank West CD 248,000$ 9/27/19 1.700% 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 48 10/9/2019 12:17:03 PM Page 1 of 1 Refund Check Register City of La Quinta Packet: ARPKT00155 - MALAGA REFUND Account Number Name Check Date Check Number Amount Refund Detail 0090 La Quinta Malaga LLC 9/19/2019 123866 279.00 279.00Total Refund Amount: Revenue Code Total Distribution Revenue Totals UAC - 101 - Unapplied Credit - Fund 101 279.00 279.00Revenue Totals: Account Number Account Name Posting Amount IFT General Ledger Distribution Posting Date: 09/19/2019 Fund:101 - GENERAL FUND 101-0000-10110 CLAIM ON POOLED CASH -279.00 Yes 101-0000-20954 Accounts Receivable Overpayments 279.00 101 Total:0.00 Fund:995 - POOLED CASH 995-0000-10101 CASH IN BANK-OPERATING -279.00 995-0000-20510 DUE TO OTHER FUNDS 279.00 Yes 995 Total:0.00 Distribution Total:0.00 ATTACHMENT 1 49 9/19/2019 7:50:45 PM Page 1 of 8 Demand Register City of La Quinta Packet: APPKT02134 - BC 09/20/19 AmountVendor Name Payable Number Description (Item)Account Name Account Number Fund: 101 - GENERAL FUND 196.05LT Care Insurance PayLONG TERM CARE0002040CALPERS LONG-TERM CARE P…101-0000-20949 92.00United Way DeductionsCONTRIBUTION0002041UNITED WAY OF THE DESERT 101-0000-20981 162.00Garnishments PayableGARNISHMENT0002042RIVERSIDE COUNTY SHERIFF'S …101-0000-20985 352.80Instructors09/12/19 - BALLROOM DANCING091219SHIRY, TERESA 101-3002-60107 1,491.88Instructors09/12/19 - TAEKWONDO091219ROJAS, MIGUEL ANGEL 101-3002-60107 218.40Instructors09/12/19 - TAI CHI CHUAN091219MEDEIROS, JOYCELEEN 101-3002-60107 459.20Instructors09/12/19 - SUNSET YOGA091219TRUE, ARTHUR ALLEN 101-3002-60107 200.00Instructors09/12/19 - STRETCH & RESTORE091219JOHNSON, KAREN T. PAYNE 101-3002-60107 212.10Instructors09/12/19 - ZUMBA091219MISELL, STACY 101-3002-60107 434.00Instructors09/12/19 - CARDIO & SUN STYLE TAI CHI091219COHEN, ANN MARIE 101-3002-60107 128.00Instructors09/12/19 - PERSONAL TRAINER091219FARKAS, LORETTA ANN ROSE 101-3002-60107 280.00Instructors09/12/19 - GENTLE YOGA091219WILSON, ALBA 101-3002-60107 240.00Instructors09/17/19 - SCULPT FIT CORE091719JOHNSON, KAREN T. PAYNE 101-3002-60107 11,335.84Sales Tax Reimbursements09/18/19 - SALES TAX REIMB QTR END 03…091819ONE ELEVEN LA QUINTA LLC 101-1007-60535 49.32Travel & Training09/19/19 - REIMB VARIOUS MTGS091919THOMPSON, TERESA 101-1001-60320 1,315.52Travel & Training09/10-09/13/19 - REIMB CAL TRAVEL SU…091919GRAHAM, MARCIE 101-3007-60320 62.50Membership Dues09/19/19 - REIMB NOTARY & BOND REGIST091919AFLORES, TANIA 101-1005-60351 300.00Travel & Training09/19/19 - REIMB CLERK TRAINING T FLO…091919BFLORES, TANIA 101-1005-60320 119.46Travel & Training09/19/19 - TRAVEL CC TRAINING T FLORES…091919CFLORES, TANIA 101-1005-60320 869.26Maintenance/Services09/06/19 - CITY HALL100845LOCK SHOP INC, THE 101-3008-60691 1,263.63Maintenance/Services09/04/19 - LQ PARK101046LOCK SHOP INC, THE 101-3008-60691 122.84Maintenance/Services09/09/19 - SPORTS COMPLEX101142LOCK SHOP INC, THE 101-3008-60691 231.82Operating Supplies09/06/19 - DRINKING WATER12852924090619SPARKLETTS 101-7003-60420 7,231.88Non-Reimbursable Misc09/03/19 THERMAL IMAG CAMERAS W/L…133613FIRE ETC 101-2002-60445 203.73Operating Supplies08/29-09/12/19 - WC JANITORIAL SUPPLIES1402181641AMERIPRIDE SERVICES INC 101-3002-60420 93.18Citywide Conf Room Supplies09/06/19 - CITY WIDE DRINKING WATER15369616090619SPARKLETTS 101-1007-60403 2,450.00Consultants07/01/19 - CV LINK TRAFFIC MEMO190658RK ENGINEERING GROUP INC 101-7006-60104 125.87PM 10 - Dust Control09/02-09/29/19 - PM10 ANSWERING SERV…190902190101ANSAFONE CONTACT CENTERS 101-7006-60146 5,495.00Fritz Burns Pool09/2019 FRITZ BURNS POOL MAINTENAN…19240901SHARK POOLS INC 101-3005-60184 1,250.00Fritz Burns Pool08/29/19 - FB WADING POOL REPAIRS19240902SHARK POOLS INC 101-3005-60184 216.00Materials/Supplies09/01/19 - PLANTS213431VINTAGE ASSOCIATES 101-3005-60431 2,972.92Materials/Supplies08/30/19 - HERBICIDE MATERIALS213530VINTAGE ASSOCIATES 101-3005-60431 10.50Cable - Utilities09/05-10/04/19 - FS #32 CABLE (1841)231841090519TIME WARNER CABLE 101-2002-61400 -0.38Sales Taxes Payable09/13/19 - HOUSING SUPPLIES SALES TAX2341660225OFFICE DEPOT 101-0000-20304 -0.68Sales Taxes Payable09/13/19 - CM SUPPLIES SALES TAX2341660225OFFICE DEPOT 101-0000-20304 73.99Office Supplies09/13/19 - CM SUPPLIES2341660225OFFICE DEPOT 101-1002-60400 2,152.81Community Experiences09/11/19 - AUDIO & LIGHTING2562LH PRODUCTIONS 101-3003-60149 106.55Citywide Conf Room Supplies09/05/19 - CITY WIDE SUPPLIES COFFEE3424387798STAPLES ADVANTAGE 101-1007-60403 37.73Office Supplies09/06/19 - OFFICE SUPPLIES3424465021STAPLES ADVANTAGE 101-1004-60400 308.81Operating Supplies09/07/19 - WHITE BOARDS (2)3424646985STAPLES ADVANTAGE 101-3001-60420 2,712.16Special Enforcement Funds08/21/19 - LQPD SPEED GUN356272KUSTOM SIGNALS INC 101-2001-60175 51.10Office Supplies08/27/19 - FLOOR MAT K BLONDELL369069665001OFFICE DEPOT 101-1006-60400 35.87Office Supplies08/27/19 - OFFICE SUPPLIES369073952001OFFICE DEPOT 101-1006-60400 26.60Office Supplies08/29/19 - OFFICE SUPPLIES CODE370665894001OFFICE DEPOT 101-6004-60400 6.41Office Supplies08/30/19 - OFFICE SUPPLIES CODE370669894001OFFICE DEPOT 101-6004-60400 255.00Sheriff - Other07/16/19 - LA191970015 POLICE TOW51512WOOD, RUSSELL DAVID 101-2001-60176 340.00Sheriff - Other08/01/19 - LA192120064 POLICE TOW51634WOOD, RUSSELL DAVID 101-2001-60176 11,091.38Janitorial09/2019 JANITORIAL SERVICES CH WC PA…541410MERCHANTS BUILDING MAINT…101-3008-60115 1,173.63Temporary Agency Services08/30/19 - HUB TEMP SVCS M GONZALEZ54222036ROBERT HALF TECHNOLOGY 101-6006-60125 998.40Temporary Agency Services09/06/19 - HUB TEMP SVCS M GONZALEZ54230918ROBERT HALF TECHNOLOGY 101-6006-60125 445.94Special Enforcement Funds08/28/19 - SPEED GUN REPAIR566945KUSTOM SIGNALS INC 101-2001-60175 84.99Cable - Utilities09/03-10/02/19 - FS #93 INTERNET (3514)583514090319TIME WARNER CABLE 101-2002-61400 84.99Cable - Utilities08/29-09/28/19 - FS #32 INTERNET (6491)586491090119TIME WARNER CABLE 101-2002-61400 50 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 2 of 8 AmountVendor Name Payable Number Description (Item)Account Name Account Number 150.00Maintenance/Services09/04/19 - BEE HIVE REMOVAL 7/19/19660212553TRULY NOLEN INC 101-3005-60691 250.00Pest Control09/04/19 - FS #32 OLD660214455TRULY NOLEN INC 101-3008-60116 150.00Maintenance/Services09/04/19 - BEE HIVE REMOVAL 08/28/19660214469TRULY NOLEN INC 101-3005-60691 165.00Blood/Alcohol Testing08/15/19 - BLOOD/ALCOHOL ANALYSIS72471AMERICAN FORENSIC NURSES …101-2001-60174 2,530.35Community Experiences08/14/19 BREW IN LQ MUGS729CLQBS-FAPALMS TO PINES PRINTING 101-3003-60149 180.55Materials/Supplies09/03/19 - CITY HALL MATERIALS7957595FERGUSON ENTERPRISES, INC 101-3008-60431 120.44Materials/Supplies09/04/19 - CITY HALL MATERIALS7960891FERGUSON ENTERPRISES, INC 101-3008-60431 100.03Materials/Supplies09/06/19 - CITY HALL MATERIALS7964033FERGUSON ENTERPRISES, INC 101-3008-60431 42.49Office Supplies08/27/19 - DAILY CASH DEPOSIT BAGS819-1069SECURE PRODUCTS 101-1006-60400 1,065.33Marketing & Tourism Promoti…09/02/19 FLYING DISC FRISBEES819CLQFRIS-FAPALMS TO PINES PRINTING 101-3007-60461 149.07Operating Supplies09/04/19 - BLANK JOB CARDS BLDG INSPE…84175PAUL ASSOCIATES 101-6003-60420 25.83Postage08/31/19 - OVERNIGHT MAIL8970161ONTRAC 101-1007-60470 288.88Printing09/03/19 CLQ EE BUSINESS CARDS927CLQBCA-FAPALMS TO PINES PRINTING 101-3007-60410 204.60Citywide Conf Room Supplies09/10/19 - CITY WIDE COFFEE951436DAIOHS FIRST CHOICE SERVICES 101-1007-60403 985.23Telephone - Utilities07/26-08/25/19 - LQPD CELL SVC (6852)9836809964VERIZON WIRELESS 101-2001-61300 28.66Materials/Supplies09/05/19 - LQ PARK KEYSAA00059223LOCK SHOP INC, THE 101-3008-60431 10,792.67Animal Shelter Contract Service07/2019 - ANIMAL SERVICESAN0000001734DEPARTMENT OF ANIMAL SER…101-6004-60197 11,208.67Animal Shelter Contract Service08/2019 - ANIMAL SERVICESAN0000001771DEPARTMENT OF ANIMAL SER…101-6004-60197 8,540.00MSHCP Mitigation Fee08/2019 - MSHCP FEESAUG'19COACHELLA VALLEY CONSERV…101-0000-20310 -85.40CVMSHCP Admin Fee08/2019 - MSHCP FEESAUG'19COACHELLA VALLEY CONSERV…101-0000-43631 -10.88Sales Taxes Payable07/31-08/29/19 - FLASH DRIVES SALES TAXAUG'191640WELLS FARGO BUSINESS CARD 101-0000-20304 -21.88Sales Taxes Payable07/31-08/29/19 - PLAYGRND PROBING T…AUG'191640WELLS FARGO BUSINESS CARD 101-0000-20304 405.00Travel & Training07/31-08/29/19 - HOUSING TRAINING A F…AUG'191640WELLS FARGO BUSINESS CARD 101-1002-60320 370.00Membership Dues07/31-08/29/19 - CALPELRA MEMBER C E…AUG'191640WELLS FARGO BUSINESS CARD 101-1004-60351 150.00Travel & Training07/31-08/29/19 - CC ASSOC CA CONF N R…AUG'191640WELLS FARGO BUSINESS CARD 101-1005-60320 150.00Travel & Training07/31-08/29/19 - CC ASSOC CA CONF M R…AUG'191640WELLS FARGO BUSINESS CARD 101-1005-60320 250.59Membership Dues07/31-08/29/19 - NOTARY 4 YR PKG T FLO…AUG'191640WELLS FARGO BUSINESS CARD 101-1005-60351 135.23Operating Supplies07/31-08/29/19 - FLASH DRIVESAUG'191640WELLS FARGO BUSINESS CARD 101-1005-60420 78.00Travel & Training07/31-08/29/19 - WEBINAR TRAININGS (2)AUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 281.96Travel & Training07/31-08/29/19 - SWEST CAL PERS TRAIN …AUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 281.96Travel & Training07/31-08/29/19 - SWEST CAL PERS TRAIN …AUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 160.00Travel & Training07/31-08/29/19 - CSMFO FIN DEPT (8) 09/…AUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 819.63Travel & Training07/31-08/29/19 - HOTEL CAL PERS TRAIN …AUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 225.00Travel & Training07/31-08/29/19 - LEADERSHIP CLASSAUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 85.00Travel & Training07/31-08/29/19 - GFOA GASB WEBINARAUG'191640WELLS FARGO BUSINESS CARD 101-1006-60320 10.86Office Supplies07/31-08/29/19 - EARBUDS FAC MTG REC…AUG'191640WELLS FARGO BUSINESS CARD 101-1006-60400 160.35Volunteers - Fire07/31-08/29/19 - SUPPLIES FIRE PREVENT…AUG'191640WELLS FARGO BUSINESS CARD 101-2002-60110 105.00Travel & Training07/31-08/29/19 - EARTHQUAKE WORKSH…AUG'191640WELLS FARGO BUSINESS CARD 101-2002-60320 275.00Travel & Training07/31-08/29/19 - EXCEL TRAINING A MOR…AUG'191640WELLS FARGO BUSINESS CARD 101-3001-60320 199.00Travel & Training07/31-08/29/19 - RISK MGMT CERT L CHA…AUG'191640WELLS FARGO BUSINESS CARD 101-3001-60320 591.03Operating Supplies07/31-08/29/19 - 126 DOMAIN NAMES 1 …AUG'191640WELLS FARGO BUSINESS CARD 101-3001-60420 80.00Travel & Training07/31-08/29/19 - CPRS MEMBERSHIP D H…AUG'191640WELLS FARGO BUSINESS CARD 101-3005-60320 80.00Travel & Training07/31-08/29/19 - CPRS MEMBERSHIP A C…AUG'191640WELLS FARGO BUSINESS CARD 101-3005-60320 80.00Travel & Training07/31-08/29/19 - CPRS MEMBERSHIP B TE…AUG'191640WELLS FARGO BUSINESS CARD 101-3005-60320 145.00Membership Dues07/31-08/29/19 - CPRS CLASS A CABRERAAUG'191640WELLS FARGO BUSINESS CARD 101-3005-60351 145.00Membership Dues07/31-08/29/19 - CPRS CLASS B TELLEZAUG'191640WELLS FARGO BUSINESS CARD 101-3005-60351 290.41Tools/Equipment07/31-08/29/19 - PLAYGROUND PROBING…AUG'191640WELLS FARGO BUSINESS CARD 101-3005-60432 1,645.00Travel & Training07/31-08/29/19 - TRAINING REG/BOOKS K…AUG'191640WELLS FARGO BUSINESS CARD 101-3007-60320 14.99Marketing & Tourism Promoti…07/31-08/29/19 - MONTHLY APPLE MUSICAUG'191640WELLS FARGO BUSINESS CARD 101-3007-60461 36.00Travel & Training07/31-08/29/19 - DVBA LUNCH D CASTROAUG'191640WELLS FARGO BUSINESS CARD 101-6001-60320 58.68Travel & Training07/31-08/29/19 - APWA SEPT LUNCHEON …AUG'191640WELLS FARGO BUSINESS CARD 101-6001-60320 36.00Travel & Training07/31-08/29/19 - DVBA LUNCH MTG C FL…AUG'191640WELLS FARGO BUSINESS CARD 101-6002-60320 199.00Travel & Training07/31-08/29/19 - PRYOR A MORENO 08/1…AUG'191640WELLS FARGO BUSINESS CARD 101-6004-60320 35.00Travel & Training07/31-08/29/19 - DVBA LUNCH MTG B M…AUG'191640WELLS FARGO BUSINESS CARD 101-7002-60320 117.36Travel & Training07/31-08/29/19 - APWA SEPT LUNCHEON …AUG'191640WELLS FARGO BUSINESS CARD 101-7006-60320 45.37Fire Station07/29-8/27/19 - FS #70 SUPPLIESAUG'198768HOME DEPOT CREDIT SERVICES 101-2002-60670 356.48Fire Station07/29-8/27/19 - FS #93 SUPPLIESAUG'198768HOME DEPOT CREDIT SERVICES 101-2002-60670 3.81Fire Station07/29-8/27/19 - FS #70 SUPPLIESAUG'198768HOME DEPOT CREDIT SERVICES 101-2002-60670 9.75Fire Station07/29-8/27/19 - FS #93 SUPPLIESAUG'198768HOME DEPOT CREDIT SERVICES 101-2002-60670 17.45Fire Station07/29-8/27/19 - FS #70 SUPPLIESAUG'198768HOME DEPOT CREDIT SERVICES 101-2002-60670 51 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 3 of 8 AmountVendor Name Payable Number Description (Item)Account Name Account Number 36.46Fire Station07/29-8/27/19 - FS #93 SUPPLIESAUG'198768HOME DEPOT CREDIT SERVICES 101-2002-60670 43.24Materials/Supplies07/29-8/27/19 - CIVIC CTR CEMENT COLORAUG'198768HOME DEPOT CREDIT SERVICES 101-3005-60431 33.38Materials/Supplies07/29-8/27/19 - SPORTS COMPLEX KEYSAUG'198768HOME DEPOT CREDIT SERVICES 101-3005-60431 101.33Tools/Equipment07/29-8/27/19 - TOOLSAUG'198768HOME DEPOT CREDIT SERVICES 101-3005-60432 91.20Tools/Equipment07/29-8/27/19 - SPORTS COMPLEX TOOLSAUG'198768HOME DEPOT CREDIT SERVICES 101-3005-60432 59.23Tools/Equipment07/29-8/27/19 - TOOLSAUG'198768HOME DEPOT CREDIT SERVICES 101-3005-60432 24.33Materials/Supplies07/29-8/27/19 - CH PAINT MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 21.50Materials/Supplies07/29-8/27/19 - LQ PARK MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 25.78Materials/Supplies07/29-8/27/19 - CITY HALL MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 81.73Materials/Supplies07/29-8/27/19 - CITY HALL FLOOD LIGHTSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 45.26Materials/Supplies07/29-8/27/19 - CITY HALL MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 58.61Materials/Supplies07/29-8/27/19 - LQ PARK MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 49.93Materials/Supplies07/29-8/27/19 - CITY HALL MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 82.19Materials/Supplies07/29-8/27/19 - CH COUNCIL CHAMBERSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60431 156.23Tools/Equipment07/29-8/27/19 - TOOLSAUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60432 476.33HVAC07/29-8/27/19 - CH/PUMP HOUSE AC WI…AUG'198768HOME DEPOT CREDIT SERVICES 101-3008-60667 41.30Operating Supplies07/29-8/27/19 - MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 101-7003-60420 73.07Operating Supplies07/29-8/27/19 - PRIMER PAINT & BRUSHESAUG'198768HOME DEPOT CREDIT SERVICES 101-7003-60420 19.97Operating Supplies07/29-8/27/19 - MAINT YARDAUG'198768HOME DEPOT CREDIT SERVICES 101-7003-60420 64.12Tools/Equipment07/29-8/27/19 - SHOVELSAUG'198768HOME DEPOT CREDIT SERVICES 101-7003-60432 -5.94Sales Taxes Payable08/01-08/31/19 - IT DEPT CHAIRS ADD'L S…AUG'199721AWELLS FARGO BUSINESS CARD 101-0000-20304 457.96Travel & Training08/01-08/31/19 - SWEST ROUNDTABLE J …AUG'199721AWELLS FARGO BUSINESS CARD 101-1001-60320 457.96Travel & Training08/01-08/31/19 - SWEST ROUNDTABLE J …AUG'199721AWELLS FARGO BUSINESS CARD 101-1001-60320 36.00Travel & Training08/01-08/31/19 - DBVA LUNCH MTG J PE…AUG'199721AWELLS FARGO BUSINESS CARD 101-1001-60320 169.58Operating Supplies08/01-08/31/19 - PROCLAMATION FRAMESAUG'199721AWELLS FARGO BUSINESS CARD 101-1001-60420 54.91Travel & Training08/01-08/31/19 - CITY LUNCHEONAUG'199721AWELLS FARGO BUSINESS CARD 101-1002-60320 75.08Travel & Training08/01-08/31/19 - POLICE MTG UPDATEAUG'199721AWELLS FARGO BUSINESS CARD 101-1002-60320 8.15Office Supplies08/01-08/31/19 - DRY ERASE BOARD S LA…AUG'199721AWELLS FARGO BUSINESS CARD 101-1006-60400 120.00Special Enforcement Funds08/01-08/31/19 - SPYPOINT POLICE CAME…AUG'199721AWELLS FARGO BUSINESS CARD 101-2001-60175 72.45Community Experiences08/01-08/31/19 - BATTERY OPERATED CA…AUG'199721AWELLS FARGO BUSINESS CARD 101-3003-60149 75.00Membership Dues08/01-08/31/19 - MAILCHIMP 08/2019AUG'199721AWELLS FARGO BUSINESS CARD 101-3007-60351 95.00Membership Dues08/01-08/31/19 - QSP CERT L ST SAUVERAUG'199721AWELLS FARGO BUSINESS CARD 101-7006-60351 250.00HVAC09/01/19 - CITY HALLI31346PACIFIC WEST AIR CONDITION…101-3008-60667 250.65Flex Comp Employee Fees Pay…10/01-12/31/19 - FSA ADMIN FEESIN-1570109TASC - FEES 101-0000-20986 388.00Membership Dues05/01/19 - PUBLIC AGENCY MEMBERSHIPINV-11692AMERICAN TRAFFIC SAFETY SE…101-7003-60351 60.00Professional Services09/05/19 - RADIO PSA TRANSLATIONJC2022849JC INTERPRETING SERVICES, I…101-2002-60103 63.52Subscriptions & Publications10/2019 - CITY HALL NEWSPAPEROCT'19DS0155030DESERT SUN, THE 101-6001-60352 11.97TOT - Short Term Vac. Rentals09/09/19 - LIC-768199 REFUND DUP CHA…R53294AYVAZYAN, TATEVIK 101-0000-41401 22.58TOT - Short Term Vac. Rentals09/09/19 - LIC-768199 REFUND LATE CHG…R53295AYVAZYAN, TATEVIK 101-0000-41401 25.20Materials/Supplies09/03/19 - CITY HALL MATERIALSS2672090.001DESERT ELECTRIC SUPPLY 101-3008-60431 45.48Telephone - Utilities09/2019 - LQ PARK PHONESEP'193452951FRONTIER COMMUNICATIONS…101-3005-61300 717.91Sheriff - Other07/25-08/24/19 - COPS FUELSH0000036017RIVERSIDE COUNTY SHERIFF D…101-2001-60176 250.00Machinery & Equipment09/05/19 - WELLNESS CENTER MAINTWOG00005848QUINN COMPANY 101-2002-80101 250.00Machinery & Equipment09/05/19 - FS #93 MAINTWOG00005849QUINN COMPANY 101-2002-80101 250.00Machinery & Equipment09/05/19 - FS #32 MAINTWOG00005850QUINN COMPANY 101-2002-80101 250.00Machinery & Equipment09/05/19 - FS #70 MAINTWOG00005851QUINN COMPANY 101-2002-80101 250.00Machinery & Equipment09/05/19 - CITY HALL MAINT (CATERPILLA…WOG00005852QUINN COMPANY 101-2002-80101 250.00Machinery & Equipment09/05/19 - CITY HALL MAINT (KOHLER)WOG00005853QUINN COMPANY 101-2002-80101 Fund 101 - GENERAL FUND Total:111,696.20 Fund: 201 - GAS TAX FUND 426.19Traffic Control Signs08/21/19 - TRAFFIC CONTROL SIGNS1076949TOPS'N BARRICADES INC 201-7003-60429 478.07Traffic Control Signs08/23/19 - TRAFFIC CONTROL SIGNS1077041TOPS'N BARRICADES INC 201-7003-60429 148.93Traffic Control Signs09/10/19 - TRAFFIC CONTROL SIGNS1077326TOPS'N BARRICADES INC 201-7003-60429 83.90Traffic Control Signs09/10/19 - TRAFFIC CONTROL SIGNS1077327TOPS'N BARRICADES INC 201-7003-60429 65.03Traffic Control Signs09/10/19 - TRAFFIC CONTROL SIGNS1077329TOPS'N BARRICADES INC 201-7003-60429 130.49Safety Gear07/26/19 - SAFETY BOOTS R CASTANEDA14063JERNIGAN'S, INC 201-7003-60427 24.08Materials/Supplies09/2019 - CA STATE FEE DIG ALERT18DSBFE4540UNDERGROUND SERVICE ALERT 201-7003-60431 1,144.00Materials/Supplies08/21-08/28/19 - 2019-14 BID AD2752486DESERT SUN PUBLISHING, LLC 201-7003-60431 432.79Equipment Rental08/12/19 - EQPT RENTAL/PURCHASE50010992761HD SUPPLY CONSTRUCTION S…201-7003-61701 67.75Materials/Supplies09/01/19 - DIG ALERT FEES820190376UNDERGROUND SERVICE ALERT 201-7003-60431 52 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 4 of 8 AmountVendor Name Payable Number Description (Item)Account Name Account Number 369.96Traffic Control Signs08/21/19 - TRAFFIC CONTROL SIGNS84935ZUMAR INDUSTRIES INC 201-7003-60429 81.02Materials/Supplies08/30/19 - 2019-14 BID SET878669PLANIT REPROGRAPHICS SYST…201-7003-60431 125.38Materials/Supplies08/31/19 - MATERIALS91616834PRAXAIR INC 201-7003-60431 29.98Materials/Supplies08/31/19 - MATERIALS91616835PRAXAIR INC 201-7003-60431 -790.00Equipment Rental07/31-08/29/19 - CONCRETE MIXERS DEP …AUG'191640WELLS FARGO BUSINESS CARD 201-7003-61701 1,224.31Equipment Rental07/31-08/29/19 - ROTARY CONCRETE MIX…AUG'191640WELLS FARGO BUSINESS CARD 201-7003-61701 -440.00Equipment Rental07/31-08/29/19 - CONCRETE MIXERS DEP …AUG'191640WELLS FARGO BUSINESS CARD 201-7003-61701 632.31Equipment Rental07/31-08/29/19 - ROTARY CONCRETE MIX…AUG'191640WELLS FARGO BUSINESS CARD 201-7003-61701 10.28Materials/Supplies07/29-8/27/19 - MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 201-7003-60431 26.61Materials/Supplies07/29-8/27/19 - FOAM EXPANSIONAUG'198768HOME DEPOT CREDIT SERVICES 201-7003-60431 3.26Materials/Supplies07/29-8/27/19 - SIDEWALK MATERIALAUG'198768HOME DEPOT CREDIT SERVICES 201-7003-60431 54.65Materials/Supplies07/29-8/27/19 - CONCRETEAUG'198768HOME DEPOT CREDIT SERVICES 201-7003-60431 Fund 201 - GAS TAX FUND Total:4,328.99 Fund: 202 - LIBRARY & MUSEUM FUND 2,644.42Janitorial09/2019 JANITORIAL SERVICES LIBRARY541410MERCHANTS BUILDING MAINT…202-3004-60115 698.50Janitorial09/2019 JANITORIAL SERVICES MUSEUM541410MERCHANTS BUILDING MAINT…202-3006-60115 495.00Operating Supplies07/31-08/29/19 - PEACHJAR CREDITSAUG'191640WELLS FARGO BUSINESS CARD 202-3009-60420 309.17Maintenance/Services09/05/19 - MUSEUMS113923609.001WALTERS WHOLESALE ELECTR…202-3006-60691 Fund 202 - LIBRARY & MUSEUM FUND Total:4,147.09 Fund: 215 - LIGHTING & LANDSCAPING FUND 6,349.83Consultants09/2019 LIGHTING MAINTENANCE SERVICE17093CREATIVE LIGHTING & ELECTR…215-7004-60104 4,375.85Landscape Contract07/01/18-06/30/19 - LANDSCAPE MAINT…4250CITY OF PALM DESERT 215-7004-60112 53.25Materials/Supplies07/29-8/27/19 - MATERIALSAUG'198768HOME DEPOT CREDIT SERVICES 215-7004-60431 523.07Water - Medians - Utilities09/13/19 - WATER SERVICEPWW206COACHELLA VALLEY WATER DI…215-7004-61211 2,131.50Materials/Supplies09/03/19 - MATERIALSS113870694.001WALTERS WHOLESALE ELECTR…215-7004-60431 1,960.30Materials/Supplies09/06/19 - MATERIALSS2671519.001DESERT ELECTRIC SUPPLY 215-7004-60431 Fund 215 - LIGHTING & LANDSCAPING FUND Total:15,393.80 Fund: 224 - TUMF FUND 20,790.00TUMF Payable to CVAG08/2019 - TUMF FEE091919COACHELLA VALLEY ASSOC OF…224-0000-20320 Fund 224 - TUMF FUND Total:20,790.00 Fund: 241 - HOUSING AUTHORITY 16.16Operating Supplies08/30/19 - NAME PLATE O PACHECO144587POWERS AWARDS INC 241-9101-60420 41.23Operating Supplies09/13/19 - HOUSING SUPPLIES2341660225OFFICE DEPOT 241-9101-60420 405.00Travel & Training07/31-08/29/19 - HOUSING TRAINING A F…AUG'191640WELLS FARGO BUSINESS CARD 241-9101-60320 36.00Travel & Training08/01-08/31/19 - DBVA LUNCH MTG A FE…AUG'199721AWELLS FARGO BUSINESS CARD 241-9101-60320 36.00Travel & Training08/01-08/31/19 - DBVA LUNCH MTG D KI…AUG'199721AWELLS FARGO BUSINESS CARD 241-9101-60320 Fund 241 - HOUSING AUTHORITY Total:534.39 Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS 4,787.50Construction09/05/19 - ISNS SIGN BRACKETS106280JTB SUPPLY CO., INC.401-0000-60188 2,083.67Technical07/01-07/07/19 EISENHOWER RET BASIN …1352AGUA CALIENTE BAND OF CA…401-0000-60108 4,757.67Technical07/25-08/04/19 EISENHOWER RET BASIN …1363AGUA CALIENTE BAND OF CA…401-0000-60108 4,246.66Technical08/19-09/01/19 EISENHOWER RET BASIN …1392AGUA CALIENTE BAND OF CA…401-0000-60108 4,116.38Construction09/17/19 CITY HALL PANIC BUTTONS18727ALARM MONITORING SERVICE…401-0000-60188 22,493.01Retention Payable08/13/19 - FINAL RETENTION PO 1920-00…30409UNITED PAVING CO.401-0000-20600 212.20Construction08/30/19 - 2018-03 CONSTRUCTION SET878670PLANIT REPROGRAPHICS SYST…401-0000-60188 6.39Construction07/29-8/27/19 - 2015-12B CONDUIT REPA…AUG'198768HOME DEPOT CREDIT SERVICES 401-0000-60188 1,893.00Technical08/08-08/21/19 DUNE PALMS WIDENING…LP0919-18LANDMARK GEO-ENGINEERS &…401-0000-60108 1,343.45Construction08/30/19 - SAFETY LIGHTS TAMPICO/WAS…NEX19-284NEXTECH SYSTEMS, INC.401-0000-60188 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total:45,939.93 Fund: 501 - FACILITY & FLEET REPLACEMENT 573.53Parts & Maintenance Supplies08/14/19 - TRAFFIC CONTROL SIGNS/LIGH…1076816TOPS'N BARRICADES INC 501-0000-60675 24.34Vehicle Repair & Maintenance08/06/19 - LEFT BRAKE LAMP/BLINKER136352MOUNTAIN VIEW TIRE 501-0000-60676 2,344.29Motorcycle Repair & Mainten…08/30/19 - POLICE MOTORCOP REPAIR6022649/1BMW MOTORCYCLES OF RIVE…501-0000-60679 645.95Furniture08/01-08/31/19 - IT DEPT CHAIRSAUG'199721AWELLS FARGO BUSINESS CARD 501-0000-71020 732.98Furniture08/01-08/31/19 - STANDING DESK A FERR…AUG'199721AWELLS FARGO BUSINESS CARD 501-0000-71020 1,177.63Furniture08/01-08/31/19 - AGAVE ROOM SETUPAUG'199721AWELLS FARGO BUSINESS CARD 501-0000-71020 162.42Vehicle Repair & Maintenance09/05/19 - WATER TRUCK EXHAUST VALV…IN301436FRANKLIN TRUCK PARTS, INC 501-0000-60676 Fund 501 - FACILITY & FLEET REPLACEMENT Total:5,661.14 53 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 5 of 8 AmountVendor Name Payable Number Description (Item)Account Name Account Number Fund: 502 - INFORMATION TECHNOLOGY 140.16Cable - Utilities08/15-09/14/19 - WC CABLE (8105)18105090319TIME WARNER CABLE 502-0000-61400 3,719.33Operating Supplies09/10/19 IT/SERVER ROOM ACCESS KEYP…18702ALARM MONITORING SERVICE…502-0000-60420 736.30Copiers08/20-09/19/19 CANON COPIER CONTRA…20477136CANON FINANCIAL SERVICES, …502-0000-60662 6,825.00Consultants08/31/19 LAND MANAGEMENT SYSTEMS (…3220SDI PRESENCE LLC 502-0000-60104 336.00Software Licenses07/31-08/29/19 - 19/20 SURVEY MONKEYAUG'191640WELLS FARGO BUSINESS CARD 502-0000-60301 50.00Software Licenses07/31-08/29/19 - BASECAMP 08/13-09/13…AUG'191640WELLS FARGO BUSINESS CARD 502-0000-60301 599.23Machinery & Equipment08/01-08/31/19 - COMPUTER MONITORS …AUG'199721AWELLS FARGO BUSINESS CARD 502-0000-80100 730.17Machinery & Equipment08/01-08/31/19 - TV FOR AGAVE ROOMAUG'199721AWELLS FARGO BUSINESS CARD 502-0000-80100 2,758.54Computers08/01-08/31/19 - LAPTOP MACBOOK PROAUG'199721AWELLS FARGO BUSINESS CARD 502-0000-80103 4,112.29Software Licenses08/10-09/09/19 - MS AZURE ONLINE SVCSE030092O2DMICROSOFT CORPORATION 502-0000-60301 85.98Cable - Utilities08/25-09/24/19 - CITY HALL INTERNETSEP'191693171FRONTIER COMMUNICATIONS…502-0000-61400 Fund 502 - INFORMATION TECHNOLOGY Total:20,093.00 Fund: 504 - INSURANCE FUND 184.86Office Supplies08/30/19 - OFFICE CHAIR3423456817STAPLES ADVANTAGE 504-1010-60400 79.00Travel & Training07/31-08/29/19 - TRAINING P NIETOAUG'191640WELLS FARGO BUSINESS CARD 504-1010-60320 10.15Operating Supplies07/31-08/29/19 - INSPECTION CARDSAUG'191640WELLS FARGO BUSINESS CARD 504-1010-60420 Fund 504 - INSURANCE FUND Total:274.01 Grand Total:228,858.55 54 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 6 of 8 Fund Summary Fund Expense Amount 101 - GENERAL FUND 111,696.20 201 - GAS TAX FUND 4,328.99 202 - LIBRARY & MUSEUM FUND 4,147.09 215 - LIGHTING & LANDSCAPING FUND 15,393.80 224 - TUMF FUND 20,790.00 241 - HOUSING AUTHORITY 534.39 401 - CAPITAL IMPROVEMENT PROGRAMS 45,939.93 501 - FACILITY & FLEET REPLACEMENT 5,661.14 502 - INFORMATION TECHNOLOGY 20,093.00 504 - INSURANCE FUND 274.01 Grand Total:228,858.55 Account Summary Account Number Account Name Expense Amount 101-0000-20304 Sales Taxes Payable -39.76 101-0000-20310 MSHCP Mitigation Fee 8,540.00 101-0000-20949 LT Care Insurance Pay 196.05 101-0000-20981 United Way Deductions 92.00 101-0000-20985 Garnishments Payable 162.00 101-0000-20986 Flex Comp Employee Fees…250.65 101-0000-41401 TOT - Short Term Vac. Ren…34.55 101-0000-43631 CVMSHCP Admin Fee -85.40 101-1001-60320 Travel & Training 1,001.24 101-1001-60420 Operating Supplies 169.58 101-1002-60320 Travel & Training 534.99 101-1002-60400 Office Supplies 73.99 101-1004-60351 Membership Dues 370.00 101-1004-60400 Office Supplies 37.73 101-1005-60320 Travel & Training 719.46 101-1005-60351 Membership Dues 313.09 101-1005-60420 Operating Supplies 135.23 101-1006-60320 Travel & Training 1,931.55 101-1006-60400 Office Supplies 148.47 101-1007-60403 Citywide Conf Room Suppl…404.33 101-1007-60470 Postage 25.83 101-1007-60535 Sales Tax Reimbursements 11,335.84 101-2001-60174 Blood/Alcohol Testing 165.00 101-2001-60175 Special Enforcement Funds 3,278.10 101-2001-60176 Sheriff - Other 1,312.91 101-2001-61300 Telephone - Utilities 985.23 101-2002-60103 Professional Services 60.00 101-2002-60110 Volunteers - Fire 160.35 101-2002-60320 Travel & Training 105.00 101-2002-60445 Non-Reimbursable Misc 7,231.88 101-2002-60670 Fire Station 469.32 101-2002-61400 Cable - Utilities 180.48 101-2002-80101 Machinery & Equipment 1,500.00 101-3001-60320 Travel & Training 474.00 101-3001-60420 Operating Supplies 899.84 101-3002-60107 Instructors 4,016.38 101-3002-60420 Operating Supplies 203.73 101-3003-60149 Community Experiences 4,755.61 101-3005-60184 Fritz Burns Pool 6,745.00 101-3005-60320 Travel & Training 240.00 101-3005-60351 Membership Dues 290.00 101-3005-60431 Materials/Supplies 3,265.54 101-3005-60432 Tools/Equipment 542.17 101-3005-60691 Maintenance/Services 300.00 101-3005-61300 Telephone - Utilities 45.48 55 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 7 of 8 Account Summary Account Number Account Name Expense Amount 101-3007-60320 Travel & Training 2,960.52 101-3007-60351 Membership Dues 75.00 101-3007-60410 Printing 288.88 101-3007-60461 Marketing & Tourism Pro…1,080.32 101-3008-60115 Janitorial 11,091.38 101-3008-60116 Pest Control 250.00 101-3008-60431 Materials/Supplies 844.21 101-3008-60432 Tools/Equipment 156.23 101-3008-60667 HVAC 726.33 101-3008-60691 Maintenance/Services 2,255.73 101-6001-60320 Travel & Training 94.68 101-6001-60352 Subscriptions & Publicati…63.52 101-6002-60320 Travel & Training 36.00 101-6003-60420 Operating Supplies 149.07 101-6004-60197 Animal Shelter Contract S…22,001.34 101-6004-60320 Travel & Training 199.00 101-6004-60400 Office Supplies 33.01 101-6006-60125 Temporary Agency Servic…2,172.03 101-7002-60320 Travel & Training 35.00 101-7003-60351 Membership Dues 388.00 101-7003-60420 Operating Supplies 366.16 101-7003-60432 Tools/Equipment 64.12 101-7006-60104 Consultants 2,450.00 101-7006-60146 PM 10 - Dust Control 125.87 101-7006-60320 Travel & Training 117.36 101-7006-60351 Membership Dues 95.00 201-7003-60427 Safety Gear 130.49 201-7003-60429 Traffic Control Signs 1,572.08 201-7003-60431 Materials/Supplies 1,567.01 201-7003-61701 Equipment Rental 1,059.41 202-3004-60115 Janitorial 2,644.42 202-3006-60115 Janitorial 698.50 202-3006-60691 Maintenance/Services 309.17 202-3009-60420 Operating Supplies 495.00 215-7004-60104 Consultants 6,349.83 215-7004-60112 Landscape Contract 4,375.85 215-7004-60431 Materials/Supplies 4,145.05 215-7004-61211 Water - Medians - Utilities 523.07 224-0000-20320 TUMF Payable to CVAG 20,790.00 241-9101-60320 Travel & Training 477.00 241-9101-60420 Operating Supplies 57.39 401-0000-20600 Retention Payable 22,493.01 401-0000-60108 Technical 12,981.00 401-0000-60188 Construction 10,465.92 501-0000-60675 Parts & Maintenance Supp…573.53 501-0000-60676 Vehicle Repair & Mainte…186.76 501-0000-60679 Motorcycle Repair & Main…2,344.29 501-0000-71020 Furniture 2,556.56 502-0000-60104 Consultants 6,825.00 502-0000-60301 Software Licenses 4,498.29 502-0000-60420 Operating Supplies 3,719.33 502-0000-60662 Copiers 736.30 502-0000-61400 Cable - Utilities 226.14 502-0000-80100 Machinery & Equipment 1,329.40 502-0000-80103 Computers 2,758.54 504-1010-60320 Travel & Training 79.00 504-1010-60400 Office Supplies 184.86 56 Demand Register Packet: APPKT02134 - BC 09/20/19 9/19/2019 7:50:45 PM Page 8 of 8 Account Summary Account Number Account Name Expense Amount 504-1010-60420 Operating Supplies 10.15 Grand Total:228,858.55 Project Account Summary Project Account Key Expense Amount **None**176,347.99 091004T 1,893.00 151612CT 6.39 151612T 11,088.00 1920CPMCT 4,116.38 1920PMPRP 22,493.01 1920TMICT 6,130.95 201803CT 212.20 201914-CT 1,225.02 9/11E 2,225.26 BREWE 2,530.35 CSA152E 95.00 MAKERE 495.00 Grand Total:228,858.55 57 9/26/2019 6:55:36 PM Page 1 of 7 Demand Register City of La Quinta Packet: APPKT02142 - BC 09/27/19 AmountVendor Name Payable Number Description (Item)Account Name Account Number Fund: 101 - GENERAL FUND 190.68Maintenance/Services07/18/19 - CITY HALL WATER FOUNTAIN071819SOUTHLAND APLIANCE SERVICE 101-3008-60691 166.76Travel & Training09/18/19 - MILEAGE GREATER PS CVB DI…092419GRAHAM, MARCIE 101-3007-60320 45.98Travel & Training09/18-09/20/19 - REIMB BRAND STORYTE…092419CAMARENA, KATHERINE 101-3007-60320 603.60Cash Over/Short09/25/19 - LIC-0000289 REFUND OVERPY…092519ALBERTSONS SAFEWAY 101-0000-42300 75.00Fitness Membership Reimburs…09/25/19 - FITNESS REIMB092519CASTRO, DANNY 101-1004-50252 400.00Employee Recognition Events10/03/19 - GALLUP CHALLENGE WINNERS …092519MARTINEZ, CLEMENTE 101-1004-60340 40.00Membership Dues10/09/19 - NOTARY EXAM N COUSINS092519SECRETARY OF STATE 101-1005-60351 83.87Travel & Training09/13/19 - MILEAGE LIBRARY SYSTEMS M…092519VASQUEZ, LEZLEE 101-3002-60320 195.74Supplies - Field09/25/19 - REIMB WORK BOOTS092519CLAYTON JR., DUANE 101-6003-60425 1,690.75Vision Insurance PayAUG'19 VSP VIA THE STANDARD092519ASTANDARD INSURANCE COMP…101-0000-20945 1,707.91Vision Insurance PaySEP'19 VSP VIA THE STANDARD092519BSTANDARD INSURANCE COMP…101-0000-20945 147.00Sales Taxes Payable08/2019 SALES/USE TAX092617SILVERROCK RESORT 101-0000-20304 895.00Marketing & Tourism Promoti…09/11-10/08/19 AIRPORT ADVERTISING110644966THE LAMAR COMPANIES 101-3007-60461 267.00Special Enforcement Funds08/30/19 - RADAR CERTIFICATION12409RADAR SHOP INC, THE 101-2001-60175 25,000.00Marketing & Tourism Promoti…09/01-12/31/19 - 2019 FALL TV CO-OP13604-INGREATER PALM SPRINGS CVB 101-3007-60461 157.68Safety Gear08/28/19 - SAFETY BOOTS J VIZCARRA15039JERNIGAN'S, INC 101-3008-60427 72.22Travel & Training09/11/19 - ONSITE HEARING TEST19-0323HEALTH METRICS INC 101-3005-60320 96.30Travel & Training09/11/19 - ONSITE HEARING TEST19-0323HEALTH METRICS INC 101-3008-60320 96.30Travel & Training09/11/19 - ONSITE HEARING TEST19-0323HEALTH METRICS INC 101-6003-60320 168.52Travel & Training09/11/19 - ONSITE HEARING TEST19-0323HEALTH METRICS INC 101-7003-60320 144.44Travel & Training09/11/19 - ONSITE HEARING TEST19-0323HEALTH METRICS INC 101-7006-60320 2,580.00LQ Park Water Feature09/2019 LQ WATER FEATURE MAINTENA…19240903SHARK POOLS INC 101-3005-60554 73.01Printing09/03/19 - BREW EVENT POSTERS19-33186XPRESS GRAPHICS 101-3007-60410 210.72Printing09/18/19 - CLQ MEDIA KIT19-33451XPRESS GRAPHICS 101-3007-60410 155.00Materials/Supplies08/2019 CALLE TECATE PARKING LOT2 JOB 2019-08NAI CONSULTING INC 101-3005-60431 2,345.00Consultants08/2019 MISCELLANEOUS DUTIES2 JOB 2019-08NAI CONSULTING INC 101-7006-60104 407.50Annual Permits/Inspections09/19/19 - EPA FEE CH PW YARD201915526DEPARTMENT OF TOXIC SUBS…101-3008-60196 271.05Materials/Supplies09/17/19 - MATERIALS213573VINTAGE ASSOCIATES 101-3005-60431 9,000.00Community Experiences10/05/19 1st INSTALLMENT STREET FOOD…2468STREET FOOD CINEMA 101-3003-60149 8,597.52Dental Insurance Pay09/2019 - DENTAL INSURANCE2518503CIGNA HEALTH CARE 101-0000-20943 7,938.48Dental Insurance Pay10/2019 - DENTAL INSURANCE2533123CIGNA HEALTH CARE 101-0000-20943 1,279.04Consultants09/06/19 - 3RD QTR TRANS TAX SVC32179-INHINDERLITER DE LLAMAS & AS…101-1006-60104 1,500.00Veterinary Service09/14/19 - SNIP CLINIC3329SPAY NEUTER IMPERATIVE PR…101-6004-60194 173.99Operating Supplies09/05/19 - OFFICE CHAIR K CAMARENA3424387797STAPLES ADVANTAGE 101-3007-60420 12.06Office Supplies09/11/19 - NEW EE ONBOARDING SUPPLI…3424802976STAPLES ADVANTAGE 101-1004-60400 11.73Office Supplies09/11/19 - NEW EE ONBOARDING SUPPLI…3424802977STAPLES ADVANTAGE 101-1004-60400 34.33Office Supplies09/13/19 - OFFICE SUPPLIES HR3424954278STAPLES ADVANTAGE 101-1004-60400 1,380.00Materials/Supplies09/10/19 - CITY LQ LOGO FLAGS (6)346626FLAGS A FLYING 101-3008-60431 49.05Office Supplies09/12/19 - OFFICE SUPPLIES FIRE376822875001OFFICE DEPOT 101-2002-60400 402.27Forms, Copier Paper09/12/19 - CITYWIDE COPY PAPER 8 1/2 X…376904966001OFFICE DEPOT 101-1007-60402 950.00Professional Services09/13/19 - CONTRACT SVC REC MGMT4172GLADWELL GOVERNMENTAL S…101-1005-60103 930.00Marketing & Tourism Promoti…08/19-08/31/19 93.7 KCLB LOCAL FM RAD…423447-1ALPHA MEDIA LLC 101-3007-60461 120.00Marketing & Tourism Promoti…09/01-09/02/19 93.7 KCLB LOCAL FM RAD…423447-2ALPHA MEDIA LLC 101-3007-60461 930.00Marketing & Tourism Promoti…08/19-08/25/19 MIX 100.5 LOCAL FM RAD…423451-1ALPHA MEDIA LLC 101-3007-60461 120.00Marketing & Tourism Promoti…09/01-09/02/19 MIX 100.5 LOCAL FM RAD…423451-2ALPHA MEDIA LLC 101-3007-60461 806.00Marketing & Tourism Promoti…08/19-08/31/19 THE BULL 98.5 LOCAL FM…423453-1ALPHA MEDIA LLC 101-3007-60461 94.00Marketing & Tourism Promoti…09/01-09/02/19 THE BULL 98.5 LOCAL FM…423453-2ALPHA MEDIA LLC 101-3007-60461 124.00Marketing & Tourism Promoti…08/24/19 107.3 MOD FM LOCAL FM RADIO423466-1ALPHA MEDIA LLC 101-3007-60461 355.00Printing09/12/19 - 19/20 BUDGET5209CV STRATEGIES 101-1006-60410 1,174.03Temporary Agency Services09/13/19 - HUB TEMP SVCS M GONZALEZ54312903ROBERT HALF TECHNOLOGY 101-6006-60125 2,500.00Community Experiences11/02/19 1st INSTALLMENT BREW IN LQ E…56SCRAP GALLERY 101-3003-60149 9,025.02Marketing & Tourism Promoti…AUG-SEPT 2019 DIGITAL/RETAINER7072JNS MEDIA SPECIALISTS 101-3007-60461 289.28Maintenance/Services09/05/19 - FS #32 MATERIALS7968257FERGUSON ENTERPRISES, INC 101-2002-60691 58 Demand Register Packet: APPKT02142 - BC 09/27/19 9/26/2019 6:55:36 PM Page 2 of 7 AmountVendor Name Payable Number Description (Item)Account Name Account Number 299.00Travel & Training09/19/19 - STAR12 ALL ACCESS A HICKSON8066651SKILL PATH SEMINARS 101-6006-60320 23.69Materials/Supplies09/12/19 - MATERIALS84521CALIFORNIA DESERT NURSERY,…101-3005-60431 4,945.00Maintenance/Services06/26/19 - FRITZ POOL DOORS9999-620-1NEXT LEVEL DOOR & MILLWO…101-3008-60691 38,107.33GPSCVB09/19/19 - FY 18/19 CITY FUNDING RECONCITYFUNDINGFY18…GREATER PALM SPRINGS CVB 101-3007-60151 913.89Electricity - Utilities09/23/19 - ELECTRICITY SERVICECSE164IMPERIAL IRRIGATION DIST 101-2002-61101 438.37Electricity - Utilities09/23/19 - ELECTRICITY SERVICECSE164IMPERIAL IRRIGATION DIST 101-3008-61101 818.42Water - Utilities09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…101-2002-61200 5,069.48Water -Monticello Park - Utiliti…09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…101-3005-61201 115.18Water -Fritz Burns Park - Utiliti…09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…101-3005-61204 17.68Water -Seasons Park - Utilities09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…101-3005-61208 200.17Water -Community Park - Utilit…09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…101-3005-61209 112.63Water - Utilities09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…101-3008-61200 7,229.17Marketing & Tourism Promoti…09/2019 GEM ADVERTISING CONTRACTGCVCC 10188THE CHAMBER 101-3007-60461 7,229.13Marketing & Tourism Promoti…07/2019 GEM ADVERTISING CONTRACTGCVCC 9978THE CHAMBER 101-3007-60461 7,229.17Marketing & Tourism Promoti…08/2019 GEM ADVERTISING CONTRACTGCVCC 9979THE CHAMBER 101-3007-60461 298.00HVAC09/06/19 - CITY HALL PKG UNITI31198PACIFIC WEST AIR CONDITION…101-3008-60667 339.33HVAC09/06/19 - CITY HALL AC #9I31306PACIFIC WEST AIR CONDITION…101-3008-60667 2,998.27Postage Machine10/13/19-01/12/20 MAIL & FOLD MACHI…N7909892MAILFINANCE 101-1007-60661 311.75Life Insurance Pay10/2019 - LIFE INSURANCE/DISABILITYOCT'196430680001STANDARD INSURANCE COMP…101-0000-20947 2,785.40Disability Insurance Pay10/2019 - LIFE INSURANCE/DISABILITYOCT'196430680001STANDARD INSURANCE COMP…101-0000-20955 439.81Add'l Life Insurance Pay10/2019 - ADD'L LIFE INSURANCEOCT'196430680002STANDARD INSURANCE COMP…101-0000-20948 288.44Water - Utilities09/20/19 - WATER SERVICEPWW207COACHELLA VALLEY WATER DI…101-2002-61200 227.17Water -Eisenhower Park - Utilit…09/20/19 - WATER SERVICEPWW207COACHELLA VALLEY WATER DI…101-3005-61203 88.41Water -Velasco Park - Utilities09/20/19 - WATER SERVICEPWW207COACHELLA VALLEY WATER DI…101-3005-61205 426.81Water -Desert Pride - Utilities09/20/19 - WATER SERVICEPWW207COACHELLA VALLEY WATER DI…101-3005-61206 39.55PM 10 - Dust Control09/20/19 - WATER SERVICEPWW207COACHELLA VALLEY WATER DI…101-7006-60146 48.42Subscriptions & Publications09/2019-10/2019 - NEWSPAPER WCSEP&OCT'19DS046…DESERT SUN, THE 101-3002-60352 311.75Life Insurance Pay09/2019 - LIFE INSURANCE/DISABILITYSEP'196430680001STANDARD INSURANCE COMP…101-0000-20947 2,855.09Disability Insurance Pay09/2019 - LIFE INSURANCE/DISABILITYSEP'196430680001STANDARD INSURANCE COMP…101-0000-20955 408.53Add'l Life Insurance Pay09/2019 - ADD'L LIFE INSURANCESEP'196430680002STANDARD INSURANCE COMP…101-0000-20948 Fund 101 - GENERAL FUND Total:170,697.87 Fund: 201 - GAS TAX FUND 32.63Traffic Control Signs09/16/19 - TRAFFIC CONTROL SIGNS1077424TOPS'N BARRICADES INC 201-7003-60429 390.20Traffic Control Signs09/11/19 - TRAFFIC TAPE1357157BIG STATE INDUSTRIAL SUPPLY 201-7003-60429 2,600.00Materials/Supplies09/19/19 - CONCRETE BLKS EISEN/CHIHU…19055DESERT CONCEPTS CONSTRUC…201-7003-60431 Fund 201 - GAS TAX FUND Total:3,022.83 Fund: 202 - LIBRARY & MUSEUM FUND 231.58Maintenance/Services09/12/19 - MUSEUM101195LOCK SHOP INC, THE 202-3004-60691 404.00HVAC09/06/19 - MUSEUM HVAC SVC19047742HYDE'S AC 202-3006-60667 120.00HVAC09/07/19 - MUSEUM HVAC SVC19064815HYDE'S AC 202-3006-60667 41.79Maintenance/Services09/12/19 - LIBRARY PAINT331-1THE SHERWIN-WILLIAMS CO.202-3004-60691 48.29Operating Supplies09/18/19 - FIRST AID KIT MUSEUM5014666869CINTAS FIRST AID & SAFETY 202-3006-60420 33.79Operating Supplies09/18/19 - FIRST AID KIT LIBRARY5014666871CINTAS FIRST AID & SAFETY 202-3004-60420 153.68Water - Utilities09/20/19 - WATER SERVICECSW224COACHELLA VALLEY WATER DI…202-3006-61200 Fund 202 - LIBRARY & MUSEUM FUND Total:1,033.13 Fund: 215 - LIGHTING & LANDSCAPING FUND 476.42Supplies-Graffiti and Vandalism09/04/19 - GRAFFITI & SAFETY GEAR118463OMEGA INDUSTRIAL SUPPLY, I…215-7004-60423 317.18Safety Gear09/04/19 - GRAFFITI & SAFETY GEAR118463OMEGA INDUSTRIAL SUPPLY, I…215-7004-60427 63.96Materials/Supplies09/16/19 - MATERIALS STAR FLOWER TRA…17137CREATIVE LIGHTING & ELECTR…215-7004-60431 72.22Travel & Training09/11/19 - ONSITE HEARING TEST19-0323HEALTH METRICS INC 215-7004-60320 155.87Tools/Equipment09/19/19 - CHAIN LOOP SPARK PLUG195236MOWERS PLUS INC 215-7004-60432 500.00Materials/Supplies09/17/19 - ELECTRICAL LIGHTING2180KRIBBS, BRUCE 215-7004-60431 5,278.00SilverRock Way Landscape07/2019 FY 19/20 SRR PERIMETER LANDS…73119-01LANDMARK GOLF MANAGEM…215-7004-60143 5,278.00SilverRock Way Landscape08/2019 FY 19/20 SRR PERIMETER LANDS…83119-01LANDMARK GOLF MANAGEM…215-7004-60143 248.94Materials/Supplies09/17/19 - IRRIG REPAIR SEELEY DR91669PWLC II, INC 215-7004-60431 900.63Electric - Utilities09/23/19 - ELECTRICITY SERVICEPW222IMPERIAL IRRIGATION DIST 215-7004-61116 463.02Electric - Medians - Utilities09/23/19 - ELECTRICITY SERVICEPW222IMPERIAL IRRIGATION DIST 215-7004-61117 6,496.89Water - Medians - Utilities09/20/19 - WATER SERVICEPWW207COACHELLA VALLEY WATER DI…215-7004-61211 105.37Electric - Utilities09/07-10/06/19 - PHONE SERVICESEP'193453493FRONTIER COMMUNICATIONS…215-7004-61116 59 Demand Register Packet: APPKT02142 - BC 09/27/19 9/26/2019 6:55:36 PM Page 3 of 7 AmountVendor Name Payable Number Description (Item)Account Name Account Number 40.01Electric - Utilities09/10-10/09/19 - PHONE SERVICESEP'195646974FRONTIER COMMUNICATIONS…215-7004-61116 Fund 215 - LIGHTING & LANDSCAPING FUND Total:20,396.51 Fund: 218 - CV VIOLENT CRIME TASK FORCE 10.55Contributions09/24/19 - BAL CV CRIME TASK FORCE FU…092419CITY OF DESERT HOT SPRINGS 218-0000-60480 Fund 218 - CV VIOLENT CRIME TASK FORCE Total:10.55 Fund: 219 - ASSET FORFEITURE 0.17Contributions09/24/19 - BAL CV CRIME TASK FORCE FU…092419CITY OF DESERT HOT SPRINGS 219-0000-60480 Fund 219 - ASSET FORFEITURE Total:0.17 Fund: 241 - HOUSING AUTHORITY 64.28Operating Supplies09/16/19 - OFFICE SUPPLIES378085241001OFFICE DEPOT 241-9101-60420 Fund 241 - HOUSING AUTHORITY Total:64.28 Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS 11,911.44Design07/2019-08/2019 CORPORATE YARD PHA…107460J-R1GILLIS & PANICHAPAN ARCHIT…401-0000-60185 14,632.74Design08/24/19 GHD VILLAGE COMPLETE STREE…126196GHD INC.401-0000-60185 1,745.00Design08/31/19 ON CALL SVC NO LQ PKWY TURF…19090910HERMANN DESIGN GROUP INC 401-0000-60185 250.00Design08/31/19 ON CALL SVCS EISHENHOWER R…19090911HERMANN DESIGN GROUP INC 401-0000-60185 342.50Design08/31/19 COVE PUBLIC RESTROOM & TRA…19090912HERMANN DESIGN GROUP INC 401-0000-60185 5,995.80Construction08/07/19 2015-03 VILLAGE COMPLETE ST …19-32811XPRESS GRAPHICS 401-0000-60188 385.39Construction08/26/19 - COMPLETE STREETS SIGNS19-33039XPRESS GRAPHICS 401-0000-60188 1,560.00Professional Services08/2019 HIGHWAY 111 SIDEWALK IMPRO…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 1,715.00Professional Services08/2019 SILVERROCK PARK VENUE SITE2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 3,297.50Professional Services08/2019 SILVERROCK RESORT INFRASTRU…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 335.00Professional Services08/2019 DUNE PALMS ROAD STREET IMP…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 662.50Professional Services08/2019 NORTH LA QUINTA PARKWAY TU…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 330.00Professional Services08/2019 WASHINGTON DRAINAGE IMPR…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 9,222.50Professional Services08/2019 FY 1920 PAVEMENT MANAGEM…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 465.00Professional Services08/2019 RETENTION BASIN (DPLM AT W…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 341.00Professional Services08/2019 SB821 JEFFERSON STREET SIDEW…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 7,002.50Professional Services08/2019 VILLAGE COMPLETE STREETS2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 165.00Professional Services08/2019 JEFFERSON STREET AT AVENUE 5…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 1,320.00Professional Services08/2019 CORPORATE YARD2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 1,260.00Professional Services08/2019 WASHINGTON ST AT FRED WARI…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 127.50Professional Services08/2019 HSIP INTERSECTION IMPROVEM…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 495.00Professional Services08/2019 FIRE STATION 70 REVITALIZATION2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 6,802.50Professional Services08/2019 DUNE PALMS BRIDGE IMPROVE…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 495.00Professional Services08/2019 VILLAGE ART/CULTURAL PLAZA2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 1,115.00Professional Services08/2019 EISENHOWER DRAINAGE IMPRO…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 2,025.00Professional Services08/2019 REGIONAL SKATE AND BMX PARK2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 465.00Professional Services08/2019 COVE PUBLIC RESTROOM2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 1,155.00Professional Services08/2019 CALLE TAMPICO DRAINAGE IMP…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 85.00Professional Services08/2019 SSAR-SYSTEMIC SAFETY ANALYSIS…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 310.00Professional Services08/2019 EISENHOWER RETENTION BASIN …2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 85.00Professional Services08/2019 HSIP TRAFFIC SIGNAL INTERCON…2 JOB 2019-08NAI CONSULTING INC 401-0000-60103 7,315.00Design04/27-06/28/19 DUNE PALMS RETENTION…20193739DUDEK & ASSOCIATES INC 401-0000-60185 1,985.00Construction09/15/19 - TRAFFIC REMODEL27H&G HOME IMPROVEMENTS I…401-0000-60188 17,059.15Design07/28/19 WASHINGTON/WARING TRIPLE …52863ENGINEERING RESOURCES OF …401-0000-60185 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total:102,458.02 Fund: 501 - FACILITY & FLEET REPLACEMENT 3.70Parts & Maintenance Supplies09/18/19 - STARTING FLUID5560146906AUTOZONE 501-0000-60675 32.36Street Sweeper08/2019 - SWEEPER FUELAUG'199603120297GAS COMPANY, THE 501-0000-60678 97.09Vehicle Repair & Maintenance09/23/19 - 310 BACKHOEP31308RDO EQUIPMENT CO 501-0000-60676 Fund 501 - FACILITY & FLEET REPLACEMENT Total:133.15 Fund: 502 - INFORMATION TECHNOLOGY 3,797.60Copiers09/2019 CITY PRINTERS20545601CANON FINANCIAL SERVICES, …502-0000-60662 391.35Software Licenses10/01/19 - TYLER MAINT FEES25-272398TYLER TECHNOLOGIES 502-0000-60301 161.27Cable - Utilities09/2019 - CITY HALL CABLE (4625)34625090119TIME WARNER CABLE 502-0000-61400 77.68Computers09/16/19 - OFFICE SUPPLIES KEYBOARD378085241001OFFICE DEPOT 502-0000-80103 2,079.00Cable - Utilities09/10-10/09/19 - CITY HALL FIBER (2546)452546091119TIME WARNER CABLE 502-0000-61400 60 Demand Register Packet: APPKT02142 - BC 09/27/19 9/26/2019 6:55:36 PM Page 4 of 7 AmountVendor Name Payable Number Description (Item)Account Name Account Number 76.86Cable - Utilities09/12-10/11/19 - CITY YARD CABLE (4080)504080091219TIME WARNER CABLE 502-0000-61400 66.52Cable - Utilities08/02-09/01/19 - BACKUP SERVER (2183)9837184668VERIZON WIRELESS 502-0000-61400 1,579.03Cell/Mobile Phones08/02-09/01/19 - CITY CELL SVC IPADS (55…9837184766VERIZON WIRELESS 502-0000-61301 1,761.30Cell/Mobile Phones08/02-09/01/19 - CITY CELL SVC (5496)9837221497VERIZON WIRELESS 502-0000-61301 160.00Consultants09/17/19 - COUNCIL MTG VIDEOPR653-0919DESERT C.A.M INC 502-0000-60104 95.98Cable - Utilities09/10-10/09/19 - CITY HALL INTERNETSEP'191712626FRONTIER COMMUNICATIONS…502-0000-61400 60.01Cable - Utilities08/27-09/26/19 - BLACKHAWK/LQ PARK D…SEP'193604861FRONTIER COMMUNICATIONS…502-0000-61400 222.84Cable - Utilities09/04-10/03/19 - DSL SERVICESEP'197771222FRONTIER COMMUNICATIONS…502-0000-61400 Fund 502 - INFORMATION TECHNOLOGY Total:10,529.44 Fund: 503 - PARK EQUIP & FACILITY FUND 7,118.67Parks09/13/19 SPORTS COMPLEX FABRIC REPL…1319161SHADE STRUCTURES, INC 503-0000-71060 Fund 503 - PARK EQUIP & FACILITY FUND Total:7,118.67 Fund: 504 - INSURANCE FUND 103.82Travel & Training09/23/19 - MILEAGE- TRAINING CLASS092519NIETO, PAM 504-1010-60320 249.68Operating Supplies09/18/19 - FIRST AID KIT CITY HALL5014666865CINTAS FIRST AID & SAFETY 504-1010-60420 43.87Operating Supplies09/18/19 - FIRST AID KIT PW RR5014666866CINTAS FIRST AID & SAFETY 504-1010-60420 46.48Operating Supplies09/18/19 - FIRST AID KIT PW OFFICE5014666867CINTAS FIRST AID & SAFETY 504-1010-60420 125.41Operating Supplies09/18/19 - FIRST AID KIT WC5014666870CINTAS FIRST AID & SAFETY 504-1010-60420 Fund 504 - INSURANCE FUND Total:569.26 Fund: 601 - SILVERROCK RESORT 500.00Repair & Maintenance08/20/19 - SRR LIBERTY PUMP STATION31931017MULTI W SYSTEMS INC 601-0000-60660 Fund 601 - SILVERROCK RESORT Total:500.00 Grand Total:316,533.88 61 Demand Register Packet: APPKT02142 - BC 09/27/19 9/26/2019 6:55:36 PM Page 5 of 7 Fund Summary Fund Expense Amount 101 - GENERAL FUND 170,697.87 201 - GAS TAX FUND 3,022.83 202 - LIBRARY & MUSEUM FUND 1,033.13 215 - LIGHTING & LANDSCAPING FUND 20,396.51 218 - CV VIOLENT CRIME TASK FORCE 10.55 219 - ASSET FORFEITURE 0.17 241 - HOUSING AUTHORITY 64.28 401 - CAPITAL IMPROVEMENT PROGRAMS 102,458.02 501 - FACILITY & FLEET REPLACEMENT 133.15 502 - INFORMATION TECHNOLOGY 10,529.44 503 - PARK EQUIP & FACILITY FUND 7,118.67 504 - INSURANCE FUND 569.26 601 - SILVERROCK RESORT 500.00 Grand Total:316,533.88 Account Summary Account Number Account Name Expense Amount 101-0000-20304 Sales Taxes Payable 147.00 101-0000-20943 Dental Insurance Pay 16,536.00 101-0000-20945 Vision Insurance Pay 3,398.66 101-0000-20947 Life Insurance Pay 623.50 101-0000-20948 Add'l Life Insurance Pay 848.34 101-0000-20955 Disability Insurance Pay 5,640.49 101-0000-42300 Cash Over/Short 603.60 101-1004-50252 Fitness Membership Reim…75.00 101-1004-60340 Employee Recognition Ev…400.00 101-1004-60400 Office Supplies 58.12 101-1005-60103 Professional Services 950.00 101-1005-60351 Membership Dues 40.00 101-1006-60104 Consultants 1,279.04 101-1006-60410 Printing 355.00 101-1007-60402 Forms, Copier Paper 402.27 101-1007-60661 Postage Machine 2,998.27 101-2001-60175 Special Enforcement Funds 267.00 101-2002-60400 Office Supplies 49.05 101-2002-60691 Maintenance/Services 289.28 101-2002-61101 Electricity - Utilities 913.89 101-2002-61200 Water - Utilities 1,106.86 101-3002-60320 Travel & Training 83.87 101-3002-60352 Subscriptions & Publicati…48.42 101-3003-60149 Community Experiences 11,500.00 101-3005-60320 Travel & Training 72.22 101-3005-60431 Materials/Supplies 449.74 101-3005-60554 LQ Park Water Feature 2,580.00 101-3005-61201 Water -Monticello Park - …5,069.48 101-3005-61203 Water -Eisenhower Park -…227.17 101-3005-61204 Water -Fritz Burns Park - …115.18 101-3005-61205 Water -Velasco Park - Utili…88.41 101-3005-61206 Water -Desert Pride - Utili…426.81 101-3005-61208 Water -Seasons Park - Util…17.68 101-3005-61209 Water -Community Park -…200.17 101-3007-60151 GPSCVB 38,107.33 101-3007-60320 Travel & Training 212.74 101-3007-60410 Printing 283.73 101-3007-60420 Operating Supplies 173.99 101-3007-60461 Marketing & Tourism Pro…59,731.49 101-3008-60196 Annual Permits/Inspectio…407.50 101-3008-60320 Travel & Training 96.30 101-3008-60427 Safety Gear 157.68 62 Demand Register Packet: APPKT02142 - BC 09/27/19 9/26/2019 6:55:36 PM Page 6 of 7 Account Summary Account Number Account Name Expense Amount 101-3008-60431 Materials/Supplies 1,380.00 101-3008-60667 HVAC 637.33 101-3008-60691 Maintenance/Services 5,135.68 101-3008-61101 Electricity - Utilities 438.37 101-3008-61200 Water - Utilities 112.63 101-6003-60320 Travel & Training 96.30 101-6003-60425 Supplies - Field 195.74 101-6004-60194 Veterinary Service 1,500.00 101-6006-60125 Temporary Agency Servic…1,174.03 101-6006-60320 Travel & Training 299.00 101-7003-60320 Travel & Training 168.52 101-7006-60104 Consultants 2,345.00 101-7006-60146 PM 10 - Dust Control 39.55 101-7006-60320 Travel & Training 144.44 201-7003-60429 Traffic Control Signs 422.83 201-7003-60431 Materials/Supplies 2,600.00 202-3004-60420 Operating Supplies 33.79 202-3004-60691 Maintenance/Services 273.37 202-3006-60420 Operating Supplies 48.29 202-3006-60667 HVAC 524.00 202-3006-61200 Water - Utilities 153.68 215-7004-60143 SilverRock Way Landscape 10,556.00 215-7004-60320 Travel & Training 72.22 215-7004-60423 Supplies-Graffiti and Van…476.42 215-7004-60427 Safety Gear 317.18 215-7004-60431 Materials/Supplies 812.90 215-7004-60432 Tools/Equipment 155.87 215-7004-61116 Electric - Utilities 1,046.01 215-7004-61117 Electric - Medians - Utiliti…463.02 215-7004-61211 Water - Medians - Utilities 6,496.89 218-0000-60480 Contributions 10.55 219-0000-60480 Contributions 0.17 241-9101-60420 Operating Supplies 64.28 401-0000-60103 Professional Services 40,836.00 401-0000-60185 Design 53,255.83 401-0000-60188 Construction 8,366.19 501-0000-60675 Parts & Maintenance Supp…3.70 501-0000-60676 Vehicle Repair & Mainte…97.09 501-0000-60678 Street Sweeper 32.36 502-0000-60104 Consultants 160.00 502-0000-60301 Software Licenses 391.35 502-0000-60662 Copiers 3,797.60 502-0000-61301 Cell/Mobile Phones 3,340.33 502-0000-61400 Cable - Utilities 2,762.48 502-0000-80103 Computers 77.68 503-0000-71060 Parks 7,118.67 504-1010-60320 Travel & Training 103.82 504-1010-60420 Operating Supplies 465.44 601-0000-60660 Repair & Maintenance 500.00 Grand Total:316,533.88 Project Account Summary Project Account Key Expense Amount **None**199,191.49 091004P 335.00 111205P 6,802.50 141513P 3,297.50 151603CT 6,381.19 63 Demand Register Packet: APPKT02142 - BC 09/27/19 9/26/2019 6:55:36 PM Page 7 of 7 Project Account Summary Project Account Key Expense Amount 151603D 14,632.74 151603P 7,002.50 151609P 2,025.00 151612D 7,315.00 151612P 3,065.00 1920PMPP 9,222.50 1920TMICT 1,985.00 201601P 127.50 201602P 85.00 201603D 1,745.00 201603P 662.50 201608P 1,715.00 201701D 17,059.15 201701P 1,260.00 201704D 250.00 201704P 310.00 201706P 341.00 201708P 85.00 201709P 165.00 201801D 342.50 201801P 465.00 201803P 1,560.00 201805D 11,911.44 201805P 1,320.00 201901P 495.00 201907P 495.00 201913P 155.00 BREWE 5,697.01 CSA152E 32.36 SFCE 9,000.00 Grand Total:316,533.88 64 10/3/2019 7:44:12 PM Page 1 of 7 Demand Register City of La Quinta Packet: APPKT02149 - BC 10/04/19 AmountVendor Name Payable Number Description (Item)Account Name Account Number Fund: 101 - GENERAL FUND 196.05LT Care Insurance PayLONG TERM CARE0002054CALPERS LONG-TERM CARE P…101-0000-20949 92.00United Way DeductionsCONTRIBUTION0002055UNITED WAY OF THE DESERT 101-0000-20981 162.00Garnishments PayableGARNISHMENT0002056RIVERSIDE COUNTY SHERIFF'S …101-0000-20985 21.00Instructors09/26/19 - SUNSET YOGA092619TRUE, ARTHUR ALLEN 101-3002-60107 25.20Instructors09/26/19 - ZUMBA092619MISELL, STACY 101-3002-60107 118.13Instructors09/26/19 - TAEKWONDO092619ROJAS, MIGUEL ANGEL 101-3002-60107 236.60Instructors09/26/19 - BALLROOM DANCING092619SHIRY, TERESA 101-3002-60107 128.00Instructors09/26/19 - PERSONAL TRAINER092619FARKAS, LORETTA ANN ROSE 101-3002-60107 101.50Instructors09/26/19 - CARDIO & SUN STYLE TAI CHI092619COHEN, ANN MARIE 101-3002-60107 67.20Instructors09/26/19 - TAI CHI CHUAN092619MEDEIROS, JOYCELEEN 101-3002-60107 196.00Instructors09/26/19 - GENTLE YOGA092619WILSON, ALBA 101-3002-60107 244.73Travel & Training09/10-09/12/19 - TRAVEL REIMB FEMA100219JOHNSTON, ALEXANDER 101-2002-60320 91.06Travel & Training09/26/19 - MILEAGE CPS RISK MGT CERT100219CHAUDHRY, ELIZABETH 101-3001-60320 500.00Administrative Citations10/03/19 - LQ160520 REFUND CITATION100319MCLEAN COMPANY 101-0000-42700 475.78Disaster Prep Supplies09/30/19 - EMPLOYEE BACKPACKS10ASURVIVAL MODE 101-2002-60406 340.00Professional Services09/18-09/25/19 - STRETCH & MEDITATION1YOCKEY, JENNIFER LYNNE 101-1004-60103 75.00Fitness Membership Reimburs…10/03/19 - FITNESS REIMB125256MAGALLON, ARMANDO 101-1004-50252 1,921.50Map/Plan Checking07/26/19 ON-CALL PUBLIC WORKS CIVIL P…128560HR GREEN PACIFIC INC 101-7002-60183 7,231.88Non-Reimbursable MiscTHERMAL IMAGING CAMERAS WITH LASE…134242FIRE ETC 101-2002-60445 203.73Operating Supplies09/12-09/26/19 - WC JANITORIAL SUPPLIES1402189950AMERIPRIDE SERVICES INC 101-3002-60420 10,000.00Boys & Girls Club10/2019-12/2019 FACILITY USE AGREEME…14-7932BOYS & GIRLS CLUB OF COACH…101-3001-60135 800.00Special Enforcement Funds09/11/19 - SET TEAM156199VALLEY LOCK & SAFE 101-2001-60175 -688.80Sales Taxes PayableFIRE STATION 70 LOCKERS SALES TAX17730-INGEARGRID LLC 101-0000-20304 9,569.80Fire Station09/17/19 FIRE STATION 70 LOCKERS17730-INGEARGRID LLC 101-2002-60670 420.00Consultants08/2019 WELLNESS WORKS - EMP ASSIST …18-090WELLNESS WORKS 101-1004-60104 408.00Consultants09/2019 WELLNESS WORKS - EMP ASSIST …18-091WELLNESS WORKS 101-1004-60104 -7,413.20Marketing & Tourism Promoti…12/18/18 -Comm. Outreach Letters- add I…18-28225AXPRESS GRAPHICS 101-3007-60461 7,413.20Marketing & Tourism Promoti…12/18/19 - Comm. Outreach Letters add I…18-28225BXPRESS GRAPHICS 101-3007-60461 599.99Special Enforcement Funds08/31/19 - FALSE ALARM NOTICES191494BTHE PRINTING PLACE 101-2001-60175 145.56Printing09/27/19 - BREW RACK CARDS19-33680XPRESS GRAPHICS 101-3007-60410 81.68Cable - Utilities09/16-10/15/19 - FS #32 CABLE (8152)218152091619TIME WARNER CABLE 101-2002-61400 -116.84Office Supplies04/29/19 -CM office supplies moved to 10…2300102761AOFFICE DEPOT 101-1006-60400 116.84Office Supplies04/29/19 -Office Supplies Moved from 10…2300102761BOFFICE DEPOT 101-1002-60400 185.00Maintenance/Services09/10/19 - SPORTS COMPLEX REPAIR2400SHUTTERWISE, INC.101-3008-60691 -26.53Sales Taxes Payable09/26/19 - WC GYM WIPES SALES TAX2575562XL CORPORATION 101-0000-20304 438.23Operating Supplies09/26/19 - WC GYM WIPES2575562XL CORPORATION 101-3002-60420 17,163.72Fritz Burns Pool08/2019 FRITZ BURNS POOL OPERATIONS2750/2753DESERT RECREATION DISTRICT 101-3005-60184 -48.09Office Supplies03/07/19 - Office Supplies moved to 2413407438334ASTAPLES ADVANTAGE 101-1006-60400 79.38Operating Supplies09/14/19 - WALL MOUNT CITY BUS CARDS3425163950STAPLES ADVANTAGE 101-6006-60420 118.86Office Supplies09/21/19 - OFFICE SUPPLIES3425750727STAPLES ADVANTAGE 101-6001-60400 42.36Office Supplies09/21/19 - EASELS FOR TABLE TOPS3425750728STAPLES ADVANTAGE 101-3001-60400 466.84Materials/Supplies09/11/19 - MATERIALS3493825SMITH PIPE & SUPPLY CO 101-3005-60431 136.01Materials/Supplies09/13/19 - MATERIALS3494990SMITH PIPE & SUPPLY CO 101-3005-60431 124.25Operating Supplies09/18/19 - SEPT LUNCH SUPPLIES3583410045023SMART & FINAL 101-3002-60420 39.94Office Supplies09/17/19 - COFFEE FIRE378690588001OFFICE DEPOT 101-2002-60400 60.78Special Enforcement Funds09/18/19 - FALSE ALARM FEE LABELS378926600001OFFICE DEPOT 101-2001-60175 37.76Volunteers - Fire09/17/19 - CERT VOLUNTEER BINDERS379085900001OFFICE DEPOT 101-2002-60110 33.92Office Supplies09/19/19 - OFFICE SUPPLIES380190076001OFFICE DEPOT 101-1005-60400 33.92Office Supplies09/19/19 - OFFICE SUPPLIES380190076001OFFICE DEPOT 101-1006-60400 33.92Office Supplies09/19/19 - OFFICE SUPPLIES380190076001OFFICE DEPOT 101-6001-60400 9.89Operating Supplies09/20/19 - OPERATING SUPPLIES380709774001OFFICE DEPOT 101-1005-60420 281.00Blood/Alcohol Testing09/18/19 - BLOOD ALCOHOL TESTING38618BIO-TOX LABORATORIES 101-2001-60174 939.00Blood/Alcohol Testing09/18/19 - BLOOD ALCOHOL TESTING38619BIO-TOX LABORATORIES 101-2001-60174 65 Demand Register Packet: APPKT02149 - BC 10/04/19 10/3/2019 7:44:12 PM Page 2 of 7 AmountVendor Name Payable Number Description (Item)Account Name Account Number 175.00Blood/Alcohol Testing09/06/19 - BLOOD ALCOHOL TESTING405351DEPARTMENT OF JUSTICE 101-2001-60174 105.00Blood/Alcohol Testing09/09/19 - BLOOD ALCOHOL TESTING405837DEPARTMENT OF JUSTICE 101-2001-60174 -664.18Materials/Supplies08/09/19 - INDIAN RED INV 1557854415SOUTHWEST BOULDER & STO…101-3005-60431 -68.77Cable - Utilities02/12-03/11/19 - RECLASS TO 502504080020219ATIME WARNER CABLE 101-2002-61400 -76.86Cable - Utilities05/12-06/11/19 - RECLASS TO 502504080051219ATIME WARNER CABLE 101-2002-61400 -68.77Cable - Utilities12/12/18-01/11/19 - RECLASS TO 502-000…504080120218ATIME WARNER CABLE 101-2002-61400 300.00Map/Plan Checking09/24/19 PARCEL MERGER 2019-00015315RASA/ERIC NELSON 101-7002-60183 1,050.00Map/Plan Checking09/24/19 LOT LINE ADJ 2019-00055316RASA/ERIC NELSON 101-7002-60183 600.00Map/Plan Checking09/24/19 PARCEL MERGER 2019-00055317RASA/ERIC NELSON 101-7002-60183 1,235.14Temporary Agency Services09/20/19 - HUB TEMP SVCS M GONZALEZ54347406ROBERT HALF TECHNOLOGY 101-6006-60125 272.47Citywide Conf Room Supplies09/26/19 - WC COFFEE SUPPLIES657315DAIOHS FIRST CHOICE SERVICES 101-1007-60403 78.00Pest Control09/11/19 - CITY HALL PEST CONTROL660213349TRULY NOLEN INC 101-3008-60116 47.00Pest Control09/11/19 - PW YARD PEST CONTROL660213416TRULY NOLEN INC 101-3008-60116 20.87LQ Police Volunteers09/15/19 - POLICE SHREDDING8128146025SHRED-IT USA - SAN BERNADI…101-2001-60109 690.05Lot Cleaning/Gravel Program09/20/18 - Landscape Rock MOVED FROM…83833BSOUTHWEST BOULDER & STO…101-6004-60120 700.24Lot Cleaning/Gravel Program09/20/18 -Landscape rock MOVED FROM …83845BSOUTHWEST BOULDER & STO…101-6004-60120 2,947.06Printing09/26/19 - ENVELOPES906CLQEN-FAPALMS TO PINES PRINTING 101-3007-60410 77.37Mobile/Cell Phones/Satellites08/2019 - SATELLITE PHONES9081317030NI GOVERNMENT SERVICES INC 101-2002-61304 215.89Materials/Supplies09/17/19 - FRITZ POOL SOAP DISP (4)9295229919GRAINGER 101-3008-60431 334.56Citywide Conf Room Supplies08/26/19 - CITY WIDE COFFEE951419DAIOHS FIRST CHOICE SERVICES 101-1007-60403 44.92Telephone - Utilities08/11-09/10/19 - LQ TICKET WRITERS (59…9837810498VERIZON WIRELESS 101-2001-61300 288.00Attorney848824 - PERSONNEL GENERALAUG'19RUTAN & TUCKER 101-1003-60153 4,602.00Attorney848841 - WASHINGTON PLAZA PATH OF T…AUG'19RUTAN & TUCKER 101-1003-60153 4,512.50Attorney848842-848845 - ART EVENTAUG'19RUTAN & TUCKER 101-1003-60153 120.00Attorney848830 - SOLID WASTE FRANCHISE MATT…AUG'19RUTAN & TUCKER 101-1003-60153 8,347.18Attorney848836 - DUNEPALMS PROJECT ROWAUG'19RUTAN & TUCKER 101-1003-60153 528.00Attorney848840 - LQ POLO ESTATES ASS'N INCAUG'19RUTAN & TUCKER 101-1003-60153 6,060.46Attorney848823 - GENERAL ACCOUNTAUG'19RUTAN & TUCKER 101-1003-60153 7,133.50Attorney848829 - SILVERROCK RESORTAUG'19RUTAN & TUCKER 101-1003-60153 11,000.00Attorney848828 - RETAINER MATTERAUG'19RUTAN & TUCKER 101-1003-60153 2,528.99Attorney848826 - CODE ENFORCEMENTAUG'19RUTAN & TUCKER 101-1003-60153 1,608.00Attorney/Litigation848825 - LITIGATION GENERALAUG'19RUTAN & TUCKER 101-1003-60154 420.39Administration09/23/19 - 95-3740431 PERIOD 06/30/19CP134BUNITED STATES TREASURY 101-1006-60102 2,210.51Electricity - Utilities09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-2002-61101 2,173.98Electric - Civic Center Park - Uti…09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3005-61103 27.69Electric - Pioneer Park - Utilities09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3005-61104 1,066.86Electric - Fritz Burns Park - Utili…09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3005-61105 1,810.81Electric - Sports Complex - Utili…09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3005-61106 13.48Electric - Velasco Park - Utilities09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3005-61111 21.67Electric - Eisenhower Park - Util…09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3005-61113 13,988.16Electricity - Utilities09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 101-3008-61101 13.03Electric - Monticello Park - Utili…09/26/19 - ELECTRICITY SERVICECSE166IMPERIAL IRRIGATION DIST 101-3005-61102 1,990.33Electric - Community Park - Util…09/26/19 - ELECTRICITY SERVICECSE166IMPERIAL IRRIGATION DIST 101-3005-61109 13.14Electric - Desert Pride - Utilities09/26/19 - ELECTRICITY SERVICECSE166IMPERIAL IRRIGATION DIST 101-3005-61114 3,883.71Water - Civic Center Park - Utili…09/24/19 - WATER SERVICECSW225COACHELLA VALLEY WATER DI…101-3005-61202 12,164.93Water -Community Park - Utilit…09/24/19 - WATER SERVICECSW225COACHELLA VALLEY WATER DI…101-3005-61209 125.00PM 10 - Dust Control09/24/19 - WATER SERVICECSW225COACHELLA VALLEY WATER DI…101-7006-60146 1,490.50Due to SunLine09/2019 - SUNLINE BUS PASSESINV03702SUNLINE TRANSIT AGENCY 101-0000-20305 -124.25Miscellaneous Revenue09/2019 - SUNLINE BUS PASSESINV03702SUNLINE TRANSIT AGENCY 101-0000-42301 1,603.33Marketing & Tourism Promoti…09/13-10/10/19 IN-THEATER ADVERTISINGINV-187472NATIONAL CINEMEDIA LLC 101-3007-60461 577.46Operating Supplies09/23/19 - STANDING VARIDESKIVC-2-1287574VARI SALES CORPORATION 101-1004-60420 2,367.80Water -Fritz Burns Park - Utiliti…09/26/19 - WATER SERVICEPWW209COACHELLA VALLEY WATER DI…101-3005-61204 820.93Water - Utilities09/26/19 - WATER SERVICEPWW209COACHELLA VALLEY WATER DI…101-3008-61200 1,174.00Cash Over/Short08/22/19 - CUP2019-0002 REFUND OVER…R52798SHADOW ROCK CHURCH 101-0000-42300 73.00Over Payments, AR Policy09/20/19 - LIC-766446 REFUND OVERPYM…R53706FAIRCHILD, JASON 101-0000-20330 105.00STVR Registration Fee09/20/19 - LIC-766446 REFUND OVERPYM…R53706FAIRCHILD, JASON 101-0000-41415 18.00Business Licenses09/20/19 - LIC-766446 REFUND OVERPYM…R53706FAIRCHILD, JASON 101-0000-41600 46.00Cash Over/Short10/03/19 - LIC0000027 REFUND DUP PYM…R53773RUBIO'S FRESH MEXICAN GRILL…101-0000-42300 2.00BSAS SB 1473 Fees09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-20306 13.42Plumbing Permits09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42401 66 Demand Register Packet: APPKT02149 - BC 10/04/19 10/3/2019 7:44:12 PM Page 3 of 7 AmountVendor Name Payable Number Description (Item)Account Name Account Number 26.83Electrical Permits09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42403 201.25Miscellaneous Permits09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42404 10.00Digitization/Records Manage…09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42416 109.48Building Plan Check Fees09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42600 26.83Building Plan Check Fees09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42600 26.83Building Plan Check Fees09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …101-0000-42600 18.00Business Licenses09/25/19 - LIC-0111670 REFUND OVERPY…R53911PROSSER, KEVIN AND JONI 101-0000-41600 105.00STVR Registration Fee09/18/19 - LIC-764115 REFUND OVERPYMTR53936MALDONADO, CAROL 101-0000-41415 18.00Business Licenses09/18/19 - LIC-764115 REFUND OVERPYMTR53936MALDONADO, CAROL 101-0000-41600 110.00Cash Over/Short09/18/19 - LIC-764115 REFUND OVERPYMTR53936MALDONADO, CAROL 101-0000-42300 175.56Mobile/Cell Phones/Satellites09/23-10/22/19 - SATELLITE PHONESRU08209667ROADPOST USA INC.101-2002-61304 375.03Special Enforcement Funds09/16/19 - EXPLORERS POLICESH0000036024RIVERSIDE COUNTY SHERIFF D…101-2001-60175 Fund 101 - GENERAL FUND Total:157,951.06 Fund: 201 - GAS TAX FUND 77.88Materials/Supplies08/29/19 - WASHED PLASTER SAND159961SOUTHWEST BOULDER & STO…201-7003-60431 219.70Asphalt09/10/19 - ASPHALT COLD MIX2049696CALIFORNIA COMMERCIAL AS…201-7003-60430 1,067.80Electricity - Utilities9/24/19 - ELECTRICITY SERVICEPW223IMPERIAL IRRIGATION DIST 201-7003-61101 Fund 201 - GAS TAX FUND Total:1,365.38 Fund: 202 - LIBRARY & MUSEUM FUND 129.09Maintenance/Services09/17/19 - MUSEUM FLAG & INSTALL346632FLAGS A FLYING 202-3006-60691 74.00Pest Control09/11/19 - LIBRARY PEST CONTROL660213264TRULY NOLEN INC 202-3004-60116 128.32Telephone - Utilities04/13/19 -Museum phone RECLASS from …APR'197710105BFRONTIER COMMUNICATIONS…202-3006-61300 5,066.49Electricity - Utilities09/24/19 - ELECTRICITY SERVICECSE165IMPERIAL IRRIGATION DIST 202-3004-61101 127.38Telephone - Utilities02/13/19 - Museum Phone RECLASS FROM…FEB'197710105BFRONTIER COMMUNICATIONS…202-3006-61300 127.38Telephone - Utilities01/13/19 - Museum phone RECLASS FRO…JAN'197710105BFRONTIER COMMUNICATIONS…202-3006-61300 128.74Telephone - Utilities03/13/19 -Museum phone RECLASS FROM…MAR'197710105BFRONTIER COMMUNICATIONS…202-3006-61300 128.32Telephone - Utilities05/13/19 -Museum phone RECLASS FROM…MAY'197710105BFRONTIER COMMUNICATIONS…202-3006-61300 675.00Maintenance/Services09/05/19 - MUSEUM ELEVATOR INSPECTI…S 1677253 SBSTATE OF CALIFORNIA DEPAR…202-3006-60691 265.76Telephone - Utilities09/13-10/12/19 - MUSEUM PHONESEP'197710105FRONTIER COMMUNICATIONS…202-3006-61300 Fund 202 - LIBRARY & MUSEUM FUND Total:6,850.48 Fund: 215 - LIGHTING & LANDSCAPING FUND 258.72Materials/Supplies09/20/19 - RED BAJA CRESTA BOULDERS164434SOUTHWEST BOULDER & STO…215-7004-60431 1,222.35Materials/Supplies09/23/19 - DESERT GOLD165173SOUTHWEST BOULDER & STO…215-7004-60431 3,289.69Materials/Supplies09/24/19 - BAJA CRESTA RUBBLE165393SOUTHWEST BOULDER & STO…215-7004-60431 29.96Materials/Supplies09/24/19 - MATERIALS601728HIGH TECH IRRIGATION INC 215-7004-60431 100.77Materials/Supplies09/24/19 - MATERIALS601769HIGH TECH IRRIGATION INC 215-7004-60431 -690.05Materials/Supplies09/20/18 -Lndscp Rck moved to 101-6004…83833ASOUTHWEST BOULDER & STO…215-7004-60431 -700.24Materials/Supplies09/20/18 -Lndscp Rock MOVE TO 101-600…83845ASOUTHWEST BOULDER & STO…215-7004-60431 2,518.00Maintenance/Services09/16/19 - WEED ABATE MEDIANS MADI…91647PWLC II, INC 215-7004-60691 1,625.21Electric - Utilities9/24/19 - ELECTRICITY SERVICEPW223IMPERIAL IRRIGATION DIST 215-7004-61116 1,066.89Electric - Medians - Utilities9/24/19 - ELECTRICITY SERVICEPW223IMPERIAL IRRIGATION DIST 215-7004-61117 1,861.82Electric - Utilities09/26/19 - ELECTRICITY SERVICEPW224IMPERIAL IRRIGATION DIST 215-7004-61116 715.60Electric - Medians - Utilities09/26/19 - ELECTRICITY SERVICEPW224IMPERIAL IRRIGATION DIST 215-7004-61117 7,181.39Water - Medians - Utilities09/24/19 - WATER SERVICEPWW208COACHELLA VALLEY WATER DI…215-7004-61211 18,509.79Water - Medians - Utilities09/26/19 - WATER SERVICEPWW209COACHELLA VALLEY WATER DI…215-7004-61211 2,390.74Materials/Supplies09/20/19 - MATERIALSREG001-12396VINTAGE ASSOCIATES 215-7004-60431 -134.69Materials/Supplies09/20/19 - DELIVERY CHG CREDITREG001-12401VINTAGE ASSOCIATES 215-7004-60431 294.22Materials/Supplies09/11/19 - MATERIALSS113838046.003WALTERS WHOLESALE ELECTR…215-7004-60431 378.09Materials/Supplies09/19/19 - MATERIALSS114017846.001WALTERS WHOLESALE ELECTR…215-7004-60431 98.37Materials/Supplies09/18/19 - MATERIALSS2671519.002DESERT ELECTRIC SUPPLY 215-7004-60431 -37.88Materials/Supplies09/25/19 - MATERIALSS2679299.001DESERT ELECTRIC SUPPLY 215-7004-60431 250.61Materials/Supplies09/25/19 - MATERIALSS2679299.002DESERT ELECTRIC SUPPLY 215-7004-60431 Fund 215 - LIGHTING & LANDSCAPING FUND Total:40,229.36 Fund: 230 - CASp FUND, AB 1379 4.00SB 1186 Revenue09/20/19 - LIC-766446 REFUND OVERPYM…R53706FAIRCHILD, JASON 230-0000-42130 4.00SB 1186 Revenue09/25/19 - LIC-0111670 REFUND OVERPY…R53911PROSSER, KEVIN AND JONI 230-0000-42130 4.00SB 1186 Revenue09/18/19 - LIC-764115 REFUND OVERPYMTR53936MALDONADO, CAROL 230-0000-42130 Fund 230 - CASp FUND, AB 1379 Total:12.00 67 Demand Register Packet: APPKT02149 - BC 10/04/19 10/3/2019 7:44:12 PM Page 4 of 7 AmountVendor Name Payable Number Description (Item)Account Name Account Number Fund: 235 - SO COAST AIR QUALITY FUND 306.91Electricity - Utilities9/24/19 - ELECTRICITY SERVICEPW223IMPERIAL IRRIGATION DIST 235-0000-61101 Fund 235 - SO COAST AIR QUALITY FUND Total:306.91 Fund: 241 - HOUSING AUTHORITY 48.09Operating Supplies03/07/19 -Office Supplies MOVED FROM …3407438334BSTAPLES ADVANTAGE 241-9101-60420 3.34Operating Supplies09/17/19 - OFFICE SUPPLIES378671283001OFFICE DEPOT 241-9101-60420 6,275.00Professional Services08/2019 HOUSING COMPLIANCE AND M…92CAHA, BECKY 241-9101-60103 5,750.00Professional Services09/2019 HOUSING COMPLIANCE AND M…93CAHA, BECKY 241-9101-60103 451.50Attorney848827 - HOUSING AUTHORITYAUG'19RUTAN & TUCKER 241-9101-60153 Fund 241 - HOUSING AUTHORITY Total:12,527.93 Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS 175.48Design08/2019 EISENHOWER DRAINAGE PRJ 201…1060846MICHAEL BAKER INTERNATIO…401-0000-60185 7,349.04Design08/2019 EISENHOWER DRAINAGE PRJ 201…1060846MICHAEL BAKER INTERNATIO…401-0000-60185 6,093.50Design07/2019 SRR EVENT SITE DESIGN SVCS, PJT…19081206HERMANN DESIGN GROUP INC 401-0000-60185 32,348.35DesignAUG 2019 DUNE PALMS BRIDGE LOW WA…4002BENGAL ENGINEERING INC 401-0000-60185 3,345.00DesignJULY-AUG 2019 DUNE PALMS WIDENING …4014BENGAL ENGINEERING INC 401-0000-60185 1,430.00Construction09/27/19 - IRRIG METER FEES 2009-044027890IMPERIAL IRRIGATION DIST 401-0000-60188 1,000.00Design09/16/19 - POLE RELOC 2014-134027952IMPERIAL IRRIGATION DIST 401-0000-60185 1,580.04Construction09/18/19 - CONDUIT 2015-12BS114006053.001WALTERS WHOLESALE ELECTR…401-0000-60188 44.77Construction09/18/19 - CONDUIT 2015-12BS114014151.001WALTERS WHOLESALE ELECTR…401-0000-60188 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total:53,366.18 Fund: 501 - FACILITY & FLEET REPLACEMENT 191.70Furniture09/06/19 - CITY HALL FURNITURE112106402ULINE 501-0000-71020 2,483.39Fuel & Oil09/01-09/15/19 - VEHICLE FUEL1322TOWER ENERGY GROUP 501-0000-60674 Fund 501 - FACILITY & FLEET REPLACEMENT Total:2,675.09 Fund: 502 - INFORMATION TECHNOLOGY 3,609.38Software Licenses09/01/19-06/30/20 - AR MODULE MAINT25-273822TYLER TECHNOLOGIES 502-0000-60301 48.83Operating Supplies09/17/19 - LAPTOP STAND D CASTRO378690368001OFFICE DEPOT 502-0000-60420 68.77Cable - Utilities02/12-03/11/19 -City Yard Cable504080020219BTIME WARNER CABLE 502-0000-61400 76.86Cable - Utilities05/12-06/11/19 -City Yard Cable504080051219BTIME WARNER CABLE 502-0000-61400 68.77Cable - Utilities12/12/18-01/11/19 CIty Yard cable504080120218BTIME WARNER CABLE 502-0000-61400 8.83Cable - Utilities09/20-10/19/19 - WC CABLE (1909)61909092019TIME WARNER CABLE 502-0000-61400 -128.32Telephone - Utilities04/13/19 - Museum phone RECLASS TO 2…APR'197710105AFRONTIER COMMUNICATIONS…502-0000-61300 -127.38Telephone - Utilities02/13/19 Museum Phone- RECLASS TO 2…FEB'197710105AFRONTIER COMMUNICATIONS…502-0000-61300 -127.38Telephone - Utilities01/13/19 - Museum Phone RECLASS to 202JAN'197710105AFRONTIER COMMUNICATIONS…502-0000-61300 -128.74Telephone - Utilities03/13/19 - Museum phone RECLASS to 202MAR'197710105AFRONTIER COMMUNICATIONS…502-0000-61300 -128.32Telephone - Utilities05/13/19 - Museum phone RECLASS TO 2…MAY'197710105AFRONTIER COMMUNICATIONS…502-0000-61300 5.00Technology Enhancement Sur…09/20/19 - LIC-766446 REFUND OVERPYM…R53706FAIRCHILD, JASON 502-0000-43611 5.00Technology Enhancement Sur…09/25/19 - BPOL2019-0212 REF POOL PE…R53888JERRY PEREZ-DESERT MIRAGE …502-0000-43611 5.00Technology Enhancement Sur…09/18/19 - LIC-764115 REFUND OVERPYMTR53936MALDONADO, CAROL 502-0000-43611 Fund 502 - INFORMATION TECHNOLOGY Total:3,256.30 Fund: 503 - PARK EQUIP & FACILITY FUND 2,990.56Parks08/13/19 - PLAYGROUND REPL PIECES47320DAVE BANG, INC.503-0000-71060 Fund 503 - PARK EQUIP & FACILITY FUND Total:2,990.56 Grand Total:281,531.25 68 Demand Register Packet: APPKT02149 - BC 10/04/19 10/3/2019 7:44:12 PM Page 5 of 7 Fund Summary Fund Expense Amount 101 - GENERAL FUND 157,951.06 201 - GAS TAX FUND 1,365.38 202 - LIBRARY & MUSEUM FUND 6,850.48 215 - LIGHTING & LANDSCAPING FUND 40,229.36 230 - CASp FUND, AB 1379 12.00 235 - SO COAST AIR QUALITY FUND 306.91 241 - HOUSING AUTHORITY 12,527.93 401 - CAPITAL IMPROVEMENT PROGRAMS 53,366.18 501 - FACILITY & FLEET REPLACEMENT 2,675.09 502 - INFORMATION TECHNOLOGY 3,256.30 503 - PARK EQUIP & FACILITY FUND 2,990.56 Grand Total:281,531.25 Account Summary Account Number Account Name Expense Amount 101-0000-20304 Sales Taxes Payable -715.33 101-0000-20305 Due to SunLine 1,490.50 101-0000-20306 BSAS SB 1473 Fees 2.00 101-0000-20330 Over Payments, AR Policy 73.00 101-0000-20949 LT Care Insurance Pay 196.05 101-0000-20981 United Way Deductions 92.00 101-0000-20985 Garnishments Payable 162.00 101-0000-41415 STVR Registration Fee 210.00 101-0000-41600 Business Licenses 54.00 101-0000-42300 Cash Over/Short 1,330.00 101-0000-42301 Miscellaneous Revenue -124.25 101-0000-42401 Plumbing Permits 13.42 101-0000-42403 Electrical Permits 26.83 101-0000-42404 Miscellaneous Permits 201.25 101-0000-42416 Digitization/Records Man…10.00 101-0000-42600 Building Plan Check Fees 163.14 101-0000-42700 Administrative Citations 500.00 101-1002-60400 Office Supplies 116.84 101-1003-60153 Attorney 45,120.63 101-1003-60154 Attorney/Litigation 1,608.00 101-1004-50252 Fitness Membership Reim…75.00 101-1004-60103 Professional Services 340.00 101-1004-60104 Consultants 828.00 101-1004-60420 Operating Supplies 577.46 101-1005-60400 Office Supplies 33.92 101-1005-60420 Operating Supplies 9.89 101-1006-60102 Administration 420.39 101-1006-60400 Office Supplies -131.01 101-1007-60403 Citywide Conf Room Suppl…607.03 101-2001-60109 LQ Police Volunteers 20.87 101-2001-60174 Blood/Alcohol Testing 1,500.00 101-2001-60175 Special Enforcement Funds 1,835.80 101-2001-61300 Telephone - Utilities 44.92 101-2002-60110 Volunteers - Fire 37.76 101-2002-60320 Travel & Training 244.73 101-2002-60400 Office Supplies 39.94 101-2002-60406 Disaster Prep Supplies 475.78 101-2002-60445 Non-Reimbursable Misc 7,231.88 101-2002-60670 Fire Station 9,569.80 101-2002-61101 Electricity - Utilities 2,210.51 101-2002-61304 Mobile/Cell Phones/Satell…252.93 101-2002-61400 Cable - Utilities -132.72 101-3001-60135 Boys & Girls Club 10,000.00 101-3001-60320 Travel & Training 91.06 69 Demand Register Packet: APPKT02149 - BC 10/04/19 10/3/2019 7:44:12 PM Page 6 of 7 Account Summary Account Number Account Name Expense Amount 101-3001-60400 Office Supplies 42.36 101-3002-60107 Instructors 893.63 101-3002-60420 Operating Supplies 766.21 101-3005-60184 Fritz Burns Pool 17,163.72 101-3005-60431 Materials/Supplies -61.33 101-3005-61102 Electric - Monticello Park -…13.03 101-3005-61103 Electric - Civic Center Park…2,173.98 101-3005-61104 Electric - Pioneer Park - Uti…27.69 101-3005-61105 Electric - Fritz Burns Park -…1,066.86 101-3005-61106 Electric - Sports Complex -…1,810.81 101-3005-61109 Electric - Community Park …1,990.33 101-3005-61111 Electric - Velasco Park - Uti…13.48 101-3005-61113 Electric - Eisenhower Park …21.67 101-3005-61114 Electric - Desert Pride - Uti…13.14 101-3005-61202 Water - Civic Center Park -…3,883.71 101-3005-61204 Water -Fritz Burns Park - …2,367.80 101-3005-61209 Water -Community Park -…12,164.93 101-3007-60410 Printing 3,092.62 101-3007-60461 Marketing & Tourism Pro…1,603.33 101-3008-60116 Pest Control 125.00 101-3008-60431 Materials/Supplies 215.89 101-3008-60691 Maintenance/Services 185.00 101-3008-61101 Electricity - Utilities 13,988.16 101-3008-61200 Water - Utilities 820.93 101-6001-60400 Office Supplies 152.78 101-6004-60120 Lot Cleaning/Gravel Progr…1,390.29 101-6006-60125 Temporary Agency Servic…1,235.14 101-6006-60420 Operating Supplies 79.38 101-7002-60183 Map/Plan Checking 3,871.50 101-7006-60146 PM 10 - Dust Control 125.00 201-7003-60430 Asphalt 219.70 201-7003-60431 Materials/Supplies 77.88 201-7003-61101 Electricity - Utilities 1,067.80 202-3004-60116 Pest Control 74.00 202-3004-61101 Electricity - Utilities 5,066.49 202-3006-60691 Maintenance/Services 804.09 202-3006-61300 Telephone - Utilities 905.90 215-7004-60431 Materials/Supplies 6,750.66 215-7004-60691 Maintenance/Services 2,518.00 215-7004-61116 Electric - Utilities 3,487.03 215-7004-61117 Electric - Medians - Utiliti…1,782.49 215-7004-61211 Water - Medians - Utilities 25,691.18 230-0000-42130 SB 1186 Revenue 12.00 235-0000-61101 Electricity - Utilities 306.91 241-9101-60103 Professional Services 12,025.00 241-9101-60153 Attorney 451.50 241-9101-60420 Operating Supplies 51.43 401-0000-60185 Design 50,311.37 401-0000-60188 Construction 3,054.81 501-0000-60674 Fuel & Oil 2,483.39 501-0000-71020 Furniture 191.70 502-0000-43611 Technology Enhancement…15.00 502-0000-60301 Software Licenses 3,609.38 502-0000-60420 Operating Supplies 48.83 502-0000-61300 Telephone - Utilities -640.14 502-0000-61400 Cable - Utilities 223.23 503-0000-71060 Parks 2,990.56 Grand Total:281,531.25 70 Demand Register Packet: APPKT02149 - BC 10/04/19 10/3/2019 7:44:12 PM Page 7 of 7 Project Account Summary Project Account Key Expense Amount **None**203,442.59 091004CT 1,430.00 091004D 3,345.00 111205D 32,348.35 141513D 1,000.00 151612CT 1,624.81 151612D 7,524.52 201608D 6,093.50 BREWE 145.56 FBPOPSE 17,163.72 IRONE 7,413.20 Grand Total:281,531.25 71 10/3/2019 6:41:59 PM Page 1 of 2 Payment Reversal Register City of La Quinta APPKT02146 - BC 10/02/19 Canceled Payables Vendor Set:01 - Vendor Set 01 Bank:APBNK - APBNK 07133 Vendor Number TYLER TECHNOLOGIES Total Vendor Amount -4,331.25 Vendor Name Check 123444 10/02/2019 -4,331.2508/02/2019 10/02/2019 Payment Type Payment Number Original Payment Date Reversal Date Cancel Date Payment Amount Payable Number:Description Payable AmountDue DatePayable Date 025-266974 08/02/201909/01/19-08/31/20 AR MODULE MAINTENANCE 4,331.2508/01/2019 72 Payment Reversal Register Packet: APPKT02146 - BC 10/02/19 10/3/2019 6:41:59 PM Page 2 of 2 Bank Code Summary Canceled Payables Payables Left To Pay AgainBank Code Total APBNK -4,331.25 0.00 -4,331.25 -4,331.25 0.00Report Total:-4,331.25 73 10/3/2019 6:01:25 PM Page 1 of 2 Payment Reversal Register City of La Quinta APPKT02138 - BC 09/24/19 Canceled Payables Vendor Set:01 - Vendor Set 01 Bank:APBNK - APBNK 07440 Vendor Number PANERA BREAD Total Vendor Amount -437.85 Vendor Name Check 123841 09/24/2019 -437.8509/13/2019 09/24/2019 Payment Type Payment Number Original Payment Date Reversal Date Cancel Date Payment Amount Payable Number:Description Payable AmountDue DatePayable Date 091119-R 09/13/201909/19/19 - WC MONTHLY LUNCHEON 437.8509/11/2019 74 Payment Reversal Register Packet: APPKT02138 - BC 09/24/19 10/3/2019 6:01:25 PM Page 2 of 2 Bank Code Summary Canceled Payables Payables Left To Pay AgainBank Code Total APBNK -437.85 0.00 -437.85 -437.85 0.00Report Total:-437.85 75 City of La Quinta Bank Transactions 09/14/19 – 10/04/19 Wire Transaction Listed below are the wire transfers from 09/14/19 – 10/04/19 Wire Transfers: 09/18/2019 - WIRE TRANSFER - WELLS FARGO 10,000.00$ 09/18/2019 - WIRE TRANSFER - WELLS FARGO 10,000.00$ 09/20/2019 - WIRE TRANSFER - PERS 43,456.14$ 09/20/2019 - WIRE TRANSFER - ICMA 4,724.22$ 09/20/2019 - WIRE TRANSFER - LQCEA 450.00$ 09/20/2019 - WIRE TRANSFER - LAWYERS TITLE 179.68$ 09/23/2019 - WIRE TRANSFER - TASC 1,782.97$ 09/24/2019 - WIRE TRANSFER - LANDMARK GOLF 159,841.78$ 10/04/2019 - WIRE TRANSFER - ICMA 4,724.22$ 10/04/2019 - WIRE TRANSFER - LQCEA 450.00$ 10/04/2019 - WIRE TRANSFER - PERS 43,502.11$ TOTAL WIRE TRANSFERS OUT 279,111.12$ ATTACHMENT 2 76 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: APPROVE VETERAN NOMINATIONS FOR INCLUSION ON VETERANS’ ACKNOWLEDGEMENT SCULPTURE AT CIVIC CENTER CAMPUS RECOMMENDATION Approve veteran nominations for inclusion on the Veterans' Acknowledgment monument at the Civic Center Campus. EXECUTIVE SUMMARY •Residents submit nominations for the City’s annual Veterans Day recognition event. •Nominations are reviewed by Staff and submitted for Council’s approval. •Once approved, their name, rank, and date of service is engraved on the Veterans Acknowledgement monument. FISCAL IMPACT The cost is approximately $1,500 and funds are available in Art in Public Places account (270-0000-60482). BACKGROUND/ANALYSIS Every year, residents submit nominations for the City’s Veteran Recognition Program. Staff reviews the nominations to ensure they meet the City’s criteria and then submits the nominations for Council consideration. If selected, their name, rank, and date of service will be engraved on the Veterans Acknowledgement monument. Other program requirements include: •active military who served in 1954 and after must be a past or current resident for a minimum of three years; •active military who served in 1953 and before must be a past or current resident; no minimum years; •honorable discharge from service; and •proof of military service. All branches of the military identified by the Department of Veterans Affairs, including reservists, who served a minimum of six years and merchant marines who served in active duty, are considered. BUSINESS SESSION ITEM NO. 1 77 As part of the Veteran’s Day Recognition Ceremony, Council recognizes each veteran with a certificate of appreciation and calls attention to the art piece with their newly added name. The acknowledgment ceremony is scheduled for 9:00 am on Veterans Day Monday, November 11, 2019 at City Hall. The following ten nominations are submitted for consideration: 2019 Veteran Nominees Last Name Middle Name First Name Branch Rank Years of Service Reifer Jay Donald Air Force A1C 1962-1966 Peck Conyer Gregory Army COL 1966-1970 Conaway Neil Alan Army SGT 1968-1970 Wianecki Wayne Army SP5 1961-1967 Gould Thomas Daniel Army SP4 1979-1983 Reynolds Wallace Marine CPL 1942-1945 Harris Glenn Albert Marine 2NDLT 1943-1946 Mozzillo Dominic Rick Navy TM1/SS 1978-1987 Noble Charles Lewis Navy AERM2c 1942-1946 Motter Charles Richard Coast Guard LCDR 1959-1978 Nominations and supporting materials are on file with the Community Resources Department. ALTERNATIVES Council may choose to approve any or all nominations. Prepared by: Michael Calderon, Management Assistant Approved by: Chris Escobedo, Community Resources Director 78 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH LODGINGREVS FOR SHORT-TERM VACATION RENTAL PROGRAM SERVICES RECOMMENDATION Approve Agreement for Contract Services with LodgingRevs in an amount not to exceed $49,440 per fiscal year, for a term ending June 30, 2022, to provide short-term vacation rental program services; and authorize the City Manager to execute the agreement. EXECUTIVE SUMMARY •The City is seeking professional services to provide online services for the Short Term Vacation Rental Program (STVR); Create an on-line portal to apply for a permit, make payments, renew permits annually, and remit transient occupancy tax (TOT); Monitor and track STVR activity via data mining that is not in compliance or remitting TOT. •Staff solicited proposals from qualified professional vendors that specialize in these services; four proposals were received. •LodgingRevs was selected as the best qualified firm and staff recommends approval of the Agreement for Contract Services (Attachment 1). FISCAL IMPACT The not to exceed annual agreement amount of $49,440 per fiscal year, could cost up to $131,840 during the initial term of the Agreement. Funds are available in The Hub Professional Services (101-6006-60103) for 2019/20. Funding will be budgeted in subsequent fiscal years. BACKGROUND/ANALYSIS In 2018, the municipal code was revamped to establish clear guidelines to Section 3.25 to streamline, clarify processes and compliance. Council approved changes to the application process, inspections and increased citation fines. BUSINESS SESSION ITEM NO. 2 79 Since the program has developed over the years, Council and staff recognize the need to further streamline processes for program participants and staff. The ability to apply for permits on-line, make payments and renew permits, and remit TOT on-line will meet this objective and ensure that reporting is maximized, and compliance is achieved for the success of the program. In August 2019, a Request for Proposals (RFP) was issued for STVR services from qualified professional vendors. The City received four proposals from LodgingRevs, Host Compliance, HDL Companies and LTAS Technologies Inc. The top three vendors were interviewed by the selection committee comprised of Code Compliance, Finance and the Hub staff to address cross-departmental requirements. The selection committee was created to select a vendor to provide STVR services with customer service as the number one priority. LodgingRevs was selected as the top vendor. The company was established in 2011, making this the 8th year of delivering STVR compliance and automated licensing and tax remittance to communities. LodgingRevs practices are supported by the expertise of their staff and their capability to deliver an intuitive interface, powerful reporting tools and clear steps to become compliant. The backbone of their corporate culture is ensuring customer success and exceeding expectations. Based on their experience, scope of work, visionary approach and level of customer service, Staff recommends that Council approve the agreement with LodgingRevs. The contract agreement would be for a two-year eight- month initial term, October 16, 2019 through June 30, 2022, and would allow for a two-year extension. At the City’s discretion, if the contractor does not perform in a satisfactory manner, the City may terminate the contract prior to the expiration term with a thirty (30) day written notice to the Contracting Party. ALTERNATIVES Council could elect not to approve the agreement. Prepared by: Tommi Sanchez, Hub Manager Approved by: Danny Castro, Design and Development Director Attachment: 1.Agreement for Contract Services 80 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 MuniRevs, Inc DBA: LodgingRevs, a Corporation (“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 Short Term Vacation Rental Services, 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, 81 -2- 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 82 -3- 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 Forty-Nine Thousand Four Hundred and Forty Dollars ($49,440) per fiscal year for the life 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 83 -4- 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. 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 (1) describe in detail the Services provided, including time and materials, and (2) specify each staff member who has provided Services and the number of hours assigned to each such staff member. Such invoice shall contain a certification by a principal member of 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 84 -5- time period specified in the Schedule of Performance may be approved in writing by the Contract Officer, or assigned designee. 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 October 16, 2019, and terminate on June 30, 2022 (“Initial Term”). This Agreement may be extended for two (2) additional year(s) upon mutual agreement by both parties (“Extended Term”) executed via an amendment. 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: (a)Name: Tyler Fischer Tel No. 970-769-4121 E-mail: tyler@lodgingrevs.com (b)Name Haleigh Lyon Tel No. 888-315-2844 Email: haleigh@lodgingrevs.com 85 -6- 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. 4.2 Contract Officer. The “Contract Officer”, otherwise known as Tommi Sanchez, HUB Manager, or assigned designee may be designated 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, 86 -7- 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 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 87 -8- 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. 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 88 -9- 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 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 89 -10- 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 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 90 -11- 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 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. 91 -12- 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 92 -13- 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 93 -14- 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 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: Tommi Sanchez 78495 Calle Tampico La Quinta, California 92253 To Contracting Party: LodgingRevs Tyler Fischer 900 Main Avenue Ste 10 Durango, CO 81301 94 -15- 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. 95 -16- 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. 10.10 Authority. 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 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] 96 -17- IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. CITY OF LA QUINTA, a California Municipal Corporation JON MCMILLEN, City Manager City of La Quinta, California Dated: CONTRACTING PARTY: By: Name: Title: ATTEST: MONIKA RADEVA, City Clerk La Quinta, California By: Name: Title: APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California 97 Exhibit A Page 1 of 5 Last revised summer 2017 Exhibit A Scope of Services 98 Task 1: Detailed description of the methodology of the vendor’s STVR monitoring services. A description of the tools used to discover new unregistered STVR properties should be included. The entire expert LODGINGRevs team is available as a resource for City staff. We couple our experience with our powerful solution to deliver short-term vacation rental regulation compliance rates above 90%, creating responsive & safer communities. Implementing the LODGINGRevs solution provides City staff with readily available live data dashboards and property status insight. The community gains proactive engagement and adherence to policies & regulations. Our identification, reconciliation, and notifications are leveraged for targeted enforcement. The processes and systems that are deployed to track compliance statuses create the greatest opportunity to increase compliance and result in compliance rates as high as 98.5%. Monitoring Short Term Vacation Rentals Our platform will process listings from 31 different sites, including the elusive Craigslist. While there are another ~25 major sites available on the internet that offer STVR bookings, these sites are international listings exclusively and as our focus is currently on compliance in the United States, we do not currently process these sites. LODGINGRevs processes data twice a week, and all listing compliance statuses are updated each week so that we can issue timely Notifications as often as weekly. Once our system imports all listings, the data is either updated on existing listings, or new records are inserted into our database for each client. The system then performs unique jobs for each client to assist our team in matching listings to unique property records. For example, one job searches the text in the title and description of an advertisement against the list of condominium complexes for that client and pulls out specific unit numbers as well. Please see the next section, which describes our Accurate Parcel Identification process. LODGINGRevs processes advertisement data twice each week from all thirty platforms for our clients. We time this frequency to ensure that data is processed no longer than three days apart. However, we have worked closely with clients to also ensure that we run the listings at the most opportune time to capture new evasive rentals. For example, currently, our listings are processed on Tuesday and Friday mornings. The Saturday morning process helps ensure we capture the rentals who list only on the weekend. Accurately Identifying Parcels for Each Ad Listing Through a blend of automation and expert review, LODGINGRevs has the tools and knowledge to accurately match advertisements to properties. We have successfully completed similar scale identification census for Maui County, who had 18,000 listings when we first started our contract. Maui now has close to 32,000 active listings. Not only have we completed a large scale identification census, but we are experts in the nuances of parcel data and have enhanced the LODGINGRevs system to include features specifically applicable the specific needs of La Quinta. Exhibit A Scope of Services Exhibit A Page 1 of 11 99 LODGINGRevs staff have experience with the tough to identify properties. In Maui, we frequently see advertisements with just a few photos, and only one of them being of the outside of the house. Our first step in tackling the property matching, and is something that we do on all listings, is to review the reverse geocode address. When the property owner creates their listing, they make a “pinpoint” where they say their property is located. When we bring the listing into our system, we take the longitude and latitude of that pinpoint and come up with an address of where we think the property is located. On the screenshot below, the Advertised Street Address is the reverse geo code address (from the property owner), and the Business Address is the confirmed address (confirmed by our team.) The reverse geocode address and confirmed address are just a few houses off: An important thing to consider is that in addition to identifying the correct property, the ownership records need to be up to date so that the correct owner is notified. LODGINGRevs updates ownership records monthly, and in the case of the County of Maui, does so with no City staff time. The monthly update ensures that no time is wasted by incorrectly notifying the previous owner. The project will be assigned a conversion manager who will work with City staff on the data and compliance requirements. There is no learning curve with our team as we have extensive experience with all aspects of parcel data and property review. Task 2: Detailed description of how the vendor can effectively monitor existing STVRP properties for monthly TOT remittance, expired City Business Licenses and/or City Short Term Rental Permits. Vendor will need to provide a description of the tools or methodology that will be used to attain 90 % to 95% compliance. Monitoring Monthly STVRPs TOT Remittance The system keeps remittance and delinquency top of mind for City staff. We have all transactions stored within the specific business information, and we have multiple reports to identify TOT remitters and delinquent accounts. The assessment reconciliation report sample below displays the filers according to the parameters chosen. Staff can also click directly into the completed TOT remittance form and the receipt. Exhibit A Page 2 of 11 100 Our Delinquency System (to the right) populates accounts that are delinquent in TOT remittance and/or business license tasks. With this report (right) you can also close a business if they are no longer active or responsive and also send out email notifications right from within the report. Monitoring and Manage City STVRP Permit or Business License Expiration The La Quinta solution includes access to our Site Configuration tools, which are simple and easy to use. Our team sets up the parameters, but know that your staff can customize the process for each license, permit or inspection, or just reach out to our support staff and our team can do it for you. These tools allow our platform to be nimble to change with you as new Ordinances or compliance requirements are necessary. For example, to the right you can see the automation settings regarding business license and STVR permit expiration and renewal settings. These settings automatically create the STVRP tasks for renewals with reminders according to the custom needs of the City. Also, the delinquency report mentioned above can filter to open tasks, providing City staff the capability to filter to delinquent/expired business licensing and registration tasks; which enables direct notifications to be sent form the report. Licensing The licensing module includes the ability to manage as many licenses as required. We have a jurisdiction that manages fourteen different licenses in the system. And again, if you decide to legislate a new license in the system in the future, the tools are available to do so quickly. Permitting In our platform, permitting and inspections are part of the workflow process required for a business approval of a license. They become part of the required steps for your team to review and collaborate on as you are considering the approval process. Exhibit A Page 3 of 11 101 Compliance Process Insight The City of La Quinta LODGINGRevs solution will utilize proprietary data mining technology to extract all relevant data for short-term vacation rental listings from listing platforms and populate the data as listing records within the LODGINGRevs system. We reverse geocode the address from each listing across all major STVR websites and cross- reference that with our records and City records to ensure the address of the property is accurate as well as the contact information for the owner/manager of that property (new listing sample to the right). Our identification rate for listings with our existing clients is 98%. For that remaining 2% we work with the jurisdiction to use utility records and other means to identify contact information for the owner of the property for each listing. All listings have their own page in our system where you can view audit logs, notes, compliance status, notifications sent and click through to the advertisement associated with that property. Your dashboard will be on a customized URL with all of the data and functions you need to monitor compliance (sample to the right), and send notifications. With a filterable map, you can see properties and/or listings by various compliance types and click through to the page for each listing or property. Reports are all there for you to view and customize. You will have access to the database of all short-term vacation rental ads and the connected property data via a login to the system to use our intuitive click through design to view and pull any reports, including click through capability to read audit logging, notes, photos, maps, links to listings, etc. Outreach to all properties can be done through our customized notification system with The City of La Quinta branded. The Notification Module (detailed on page 28) enables to City to have unlimited notification templates, so that we can clearly communicate to property owners in various states of compliance for you. Our system runs evidence capture on all listings for your community each week. The evidence includes all text on the page (including items under “show more” links), every single page of reviews and every single photo. Evidence is archived on our server, and is easily accessible through our archive menu which is stored on our secure server. All data is backed up twice daily on our server, including one back up copy in an offsite location – providing you with complete redundancy. Your team can even export an entire batch of PDF’s for a single property or date range to provide to your attorney’s office or for other compliance use outside our system. In addition, our Listing Tracker runs every five minutes on non-compliant properties. This automated tool finds those problematic property owners who may list their advertisement on Friday night to capture a booking, and remove it by Monday morning when your staff is in the office. The minute our Listing Tracker sees the listing is active, we capture evidence on the listing and store it in our system as a PDF with a time and date stamp of when we saw the active listing. This evidence, coupled with the Listing Tracker to the minute technology, is a crucial tool in identifying, monitoring, notifying and documenting court evidence to problematic properties that claim they are not renting their home. Exhibit A Page 4 of 11 102 Task 3A: Detailed description of the vendor’s compliance program Our distinctive process and services create the environment necessary to achieve the highest possible compliance rate. Our refined process and ever enhancing services start with our delivery of a customized and branded LODGINGRevs compliance website. We will implement technology to build, update, and maintain the City of La Quinta’s short-term STVR inventory database. The compliance parameters established during our collaborative kickoff meeting, will be defined and implemented in our compliance process. The City’s authorized users are provided with unlimited access and unlimited user licenses to the dashboard, reporting, and all other aspects of the system. Our system and our expert review team reconcile all discovered ad listings to the TMK parcel numbers, determination of allowed and prohibited land use zones, and property owner/manager contact information. The compliance services provide the necessary tracking and enforcement documentation of all ad listings and all properties. The evidence capture system will capture all ad listing photos, descriptions, reviews, and owner information from advertisements and put it into an archived PDF format with a capture time & date stamp for non-compliant ad listings. This documentation feature is leveraged with our listing tracker solution; where the system tracks, every 10 minutes, advertisements that are removed and re-activated, and then creates the evidence capture to archive and document these properties. These features combine to identify and document specific short-term vacation rental operators that are trying to avoid detection and obtain bookings. Targeted notification solutions are a key to achieving the highest compliance rates possible, and this is achieved through our notifications module that contains “smart fields.” Through our compliance process and multistage status reports our team or City staff can mail or email (if we have the e-mail address from the permit records) property owners/managers to address the specific problem or task that is resulting in non-compliance. These notifications are completely customized to the City’s language and branding Notification Module: Our Notification System allows each destination to have an unlimited number of Notification Templates. The tool provides an easy to use way to write notices, much like any word processing application and allows you to insert our “smart fields” where appropriate. Don’t worry though – our team creates the Notification templates for you, but the tool is easy to use if you ever want to make an adjustment yourself. The combined power of our unique compliance statuses and Notification Templates allows our team to generate notifications, on your desired frequency, with custom language specific to the deficiency for each property. So, if a property is only missing the Business License, they can receive a Notification that provides that deficiency and instructions on how to become licensed. If another property is advertising 1 night minimum stays and are in a zone that requires a minimum of 3 night turnovers, their letter can include those specific issues. Notice Delivery Methods: Notifications can be delivered either via email or via mail upon registration. Exhibit A Page 5 of 11 103 Email Delivery: Emails are delivered automatically by our integrated email system. The Notifications Archive can be viewed 1) by property, 2) by listing or 3) in aggregate on the Notifications report. All views allow you to see not only when the email was delivered but also when the email user opened the email. Email notices can also be delivered to more than one user per property. Note that with our integrated registration, licensing and tax collection system, every user first enters an email address in order to gain access to the system. This provides us with a valid email for every property user for notification delivery. Paper Delivery: Notices can also be mailed. Simply print the single batch of PDF’s that our system produces. We can also help you utilize a third party mailing house by transmitting the PDF to them for printing & mailing. Support: In addition, our Notifications can include the contact information for our support team as well as your staff. Our team helps over 50,000 users nationally and we can assist with the initial questions from your owner or managers if you’d like. Our average response time for support questions is 37 minutes and 88% of tickets are resolved on the first contact since our experts know how to help them quickly! As your records custodian, we believe it is paramount that you have on demand access to marketing and operational documentation of all ad listing and property data. Our staff user interface and intuitive reporting tools are the best in the industry. We strive to not only provide the best documentation with cutting edge technology and process, but to also achieve ease of use for City staff. Evidence Capture – Available 24/7 The LODGINGRevs evidence capture system will automatically capture screenshots of all active short-term vacation rental listings operating within the City. These ad listing screenshots create a full page PDF that includes all data posted in the ad listing, including the sections where it is necessary to “click for more information.” The PDF that is created and stored in our system includes all posted information without any cut offs. Our system runs evidence capture on all listings for your community each week. The listing “URL” and time and date is stamped on each evidence PDF allows you to determine the dates their advertisement was active. You can also filter to a particular property and export all evidence for that property into a single PDF. The evidence includes all text on the page (including items under “show more” links), every single page of reviews and every single photo. Below, you can see an excerpt of 5 of the photos we captured in the PDF Evidence Capture for a particular property on May 7th, 2019 at 7:22:18 PM. All of the 15 photos are archived in a single PDF for proof of rental if ever needed by your staff. You’ll also see an excerpt for the same property of the reviews that we capture in the PDF of the evidence capture. The PDF contains all 45 reviews in this single PDF, again for proof of rental activity. All evidence is archived on our server, and is easily accessible through our archive menu. You can even export an entire batch of PDF’s for a single property or date range to provide to your attorney’s office or for other compliance use outside our system. See a full PDF example of our evidence capture documentation here. Exhibit A Page 6 of 11 104 Listing Tracker Our Listing Tracker is a service that leverages the evidence capture. It also runs every 10 minutes on non-compliant properties so we can capture Evidence as soon as one of these properties has an active listing, unless the evidence was already captured within the last 24 hours. As shown below, you can filter to include notifications previously sent – our clients find this really helpful if a property has been sent a “cease & desist” letter to stop renting, but our evidence is showing that they are still advertising. We also track all dates that a listing was active and allow you to report on this for disputes about rental activity. For example, to the right, you can see that this property has 4 active listings and you can see all the dates that we found those listings in the month of April. We provide this data in an easy to export format for court reporting documentation, and can show more than 6 months of capture dates as well. Task 3B: Two Formal Notices, initial contact and follow-up The notification module is a defining example of our best practice efficiencies as we target specific compliance statuses and direct the STVRP to an already established account with outlined tasks. The following two pages have the initial contact and follow-up notification samples. Note that the City of La Quinta letters would be specific to your language and action items. Exhibit A Page 7 of 11 105 /BNF "EESFTT $JUZ 4UBUF ;JQ Dear0XOFS We have found a vacation rental advertisement that we believe is your property, as listed below: 6ODFSUBJO-JDFOTF4UBUVT https://www.flipkey.com/properties/9678542/ Before conducting any retail business, engaging in any business activity or advertising for short term rentals within the Town of Snowmass Village, a business license is required. You can obtain your license online at https://snowmassvillage.munirevs.com. After registering your email and selecting a password, you will be prompted to utilize the following information to link to your property: Account Number: 041486 Activation Code: U5KRAJ When you login to MUNIRevs you will see a business license workflow and a sales tax and accommodations tax workflow for the first three quarters of 2018. If you only rent with AirBnB and AirBnb is handling 100% of your tax obligations, please email support@lodgingrevs.com and we will remove the tax workflows. You are still required to obtain a business license. If you are renting on any additional sites other than AirBnB, please declare the rental revenue from those sites as they are not remitting your taxes for you. Additionally, if only renting on AirBnB, please verify the zipcode on your account is 81615 and that the tax rate being collected is the correct amount. If you have any questions, feel free to reach out to our team at support@lodgingrevs.com. If you have received this notice in error for a rental that is not your property, we can easily update the advertisement record. Please email us at support@lodgingrevs.com so that we can correct this error. *OJUJBM$POUBDU/PUJDF4BNQMF 106 /BNF Avon, CO 81620-4055 Dear /BNF, The Town of Avon has become aware that you are renting your property on a short-term basis in violation of the Town of Avon Municipal Code. :PVSPSJHJOBMOPUJGJDBUJPOXBTTFOUPO"VHVTUTU BOEQFSNVOJDJQBMDPEFZPVIBEEBZTUPDPNQMZZPVOPXIBWFUXPXFFLTSFNBJOJOHUPDPNQMZCZ "VHVTUUIA review of the various listing websites was made and this property was found listed under: Outreach -Uncertain License Status https://www.airbnb.com/rooms/2743962 Town of Avon Municipal Code Section 5.04.050 requires every property providing any room or rooms used for accommodation for a total continuous duration of fewer than 30 days to have a business license for short-term accommodations and to include the business license number on any advertisement. Please comply with the Town’s licensing requirements or discontinue the short-term rental and advertising of your property within 30 days of the date of this letter. The process to become licensed and comply with the Town’s regulations are located at http://www.avon.org/str. If you are not compliant within 30 days, this matter will be referred to the Avon Municipal Court for prosecution under Avon Municipal Code 5.04.130. Successful prosecutions can result in fines of up to $2,650 plus costs, damages, and expenses pursuant to Avon Municipal Code 1.09.030 8FBQQSFDJBUFZPVSQSPNQUBUUFOUJPOUPUIJTNBUUFSYou can obtain your license online at https:// avon.munirevs.com. After registering your email and selecting a password, you will be prompted to utilize the following information to link to your property: Account Number: Activation Code: 999999 Once you obtain an active license, you are required to include the license number on all advertisements per Town Ordinance. If you have any questions, feel free to reach out to our team at support@lodgingrevs.com. If you have received this notice in error for a rental that is not your property, we can easily update the advertisement record. Please email us at support@lodgingrevs.com so that we can correct this error. 'PMMPXVQ$POUBDU/PUJDF4BNQMF 107 18 Task 3B: Non-Compliant Process and how the vendor will work with City Staff, including the Code Compliance Division, to bring all non-compliant properties into compliance with STVRP requirements and City Ordinances. Effective documentation and enforcement of non-compliance offences contribute to high compliance rates, and our solution will help the City of La Quinta manage these offences. In line with your outlined three strike violation policy and corresponding penalties, our system will provide the proactive tools to identify, monitor, and document these offences. Our listing tracker feature tracks the removal and re-activation of all non-compliant listings every five minutes, and we document each non-compliant ad listing instance with our evidence capture. By clicking a compliance status in the dashboard or our advertisement filer, our team or City staff can send notifications directly to the property owner/manager regarding this specific compliance status to bring them into compliance. On these notifications, all relevant ad listings are aggregated onto one property notification. You account manager and our team are always here as a resource for the Code Compliance Division to assist with system resources and best practices. The Compliance Status Report (below) and the Non-Complaint Property Report are two of the powerful systems to assist the Code Compliance Division. Compliance Status Reporting 108 19 Non-Compliant Property Report The non-compliant property report is a Code-Enforcement command center. This report aggregates non-compliant properties according to non-compliance status. The report contains the STVR property information, violations, complaints (clickable), outreach notifications (clickable), and action notes. Task 4: Describe how the vendor will coordinate with City Staff to follow up on Code Compliance related cases and provide additional data that may be needed to support Code Compliance cases. The key to coordinating on code compliance related cases is to have the proper resources and training. As the system of record, the enforcement documentation that our system creates through the notification tools, evidence capture, listing tracker, and reporting provide ample resources to pursue non-compliant properties. Out staff will assist the Code Compliance team in creating respective compliance reports, documented notifications, and other key resources to ensure that the department has the necessary resources to successfully ensure case records. The listing tracker enables our team and City staff to identify the reactivation of non-compliant properties and monitor these Code Compliance related cases while providing documentation and notifications with instances of the violations. The system is continuously capturing the necessary data to support Code Compliance cases and data reporting is easily accessed in the non-compliant property report. 109 20 Task 5: Detailed description of what tools would be made available to residents to report STVRP rela ted issues. Short-Term Vacation Rental Directory The City can deploy a directory, similar to our “business directory” used by the Town of Mountain Village (link here) to provide public access to property information. Upon contract execution, we would include this item in our Kickoff Meeting agenda to discuss the desired fields the City would like to include in this public facing site. A “24 Hour Emergency Contact” can be included in the online directory so that the public can have visibility in the STVRs in their neighborhood with responsible agent contact info. Complaints Module Our complaints module aggregates all complaints received on a property from any source. Whether the complaint is logged via our complaint form (that can be embedded on the City’s site), through our support ticketing system during business hours, or through the 24x7 bilingual phone hotline, all complaints are logged on each property within the system. With the implementation of the hotline, and a documented 24/7 responsible party, the hotline agent can take the action step of performing an outbound call to the responsible party to report the complaint/violation. Our system’s automation allows us to automate the routing of complaints with the following options: x City Staff x Notification when 5 Complaints Have Been Logged in 30 days (quantity and frequency can be customized by destination) x Update to Compliance Status when the above quantity and frequency of Complaints occurs x Option to send a Notification automatically to the property owner when the above quantity and frequency occurs. Incidents or complaints can be reported by the public through a simple online form or through our 24/7 complaint hotline. Both the form and hotline update our database immediately so that reporting and outreach can happen in real- time. In addition to the incident complaints, we provide phone support to both your staff and the public on how to use the LODGINGRevs platform and become / remain compliant. 110 21 Task 6: Discuss customer service views and include a summary of how the vendor has previously handled The cornerstone of our company, since 2011, has been to provide efficient solutions with unparalleled support x Client Support and Interaction: Our entire process, from the kickoff meeting through your compliance review years down the road is managed by your dedicated Account Manager, ensuring that our communication and deliverables are effectuated as efficiently as possible. x Conversion Efficiency: We have a tried & true implementation process that ensures that the amount of time your staff spends on the conversion is minimal. We’ll walk you through every step of the conversion, assisting you with the items that are required by your team, making the best use of your time with clear instructions, deliverables and deadlines. x Enhancement Releases: We are passionate about continuing to innovate for our clients to improve efficiency, compliance and revenues. New features are released several times each year, and are built based on feedback from our clients, and their property owners and managers. x Ticketing System: Our support team utilizes a ticketing system to ensure that we respond to any complaints, property owner or manager inquiries and staff inquiries as quickly and efficiently as possible. Our current average response time for e-mailed tickets is 37 minutes, which includes tickets that arrive outside business hours. Phone calls are answered immediately, and the rare voicemails received are included in the 37 minute average response time above. Support and Ticket Management System Task 7: Include sample letters with the language that would be used for correspondence or compliance related issues. 111 ĂƚĞ EĂŵĞͬĚĚƌĞƐƐ ĞĂƌEĂŵĞ tĞĨŽƵŶĚƚŚĞďĞůŽǁǀĂĐĂƚŝŽŶƌĞŶƚĂůĂĚǀĞƌƚŝƐĞŵĞŶƚŝŶƚŚĞdŽǁŶŽĨdĞůůƵƌŝĚĞƚŚĂƚǁĞďĞůŝĞǀĞŝƐǇŽƵƌƉƌŽƉĞƌƚǇ͗ ŚƚƚƉƐ͗ͬͬǁǁǁ͘ĨůŝƉŬĞǇ͘ĐŽŵͬƉƌŽƉĞƌƚŝĞƐͬ dŚŝƐŝƐďĞŝŶŐĂĚǀĞƌƚŝƐĞĚǁŝƚŚŽƵƚƚŚĞƌĞƋƵŝƌĞĚďƵƐŝŶĞƐƐĂŶĚƚĂǆůŝĐĞŶƐĞƐƌĞƋƵŝƌĞĚďǇƚŚĞdŽǁŶŽĨdĞůůƵƌŝĚĞ͘dŚŝƐŝƐĂ ǀŝŽůĂƚŝŽŶŽĨƚŚĞdĞůůƵƌŝĚĞDƵŶŝĐŝƉĂůŽĚĞ͘WůĞĂƐĞďĞĂĚǀŝƐĞĚ͕ǇŽƵŵƵƐƚŽďƚĂŝŶĂďƵƐŝŶĞƐƐůŝĐĞŶƐĞǁŝƚŚŝŶƚŚƌĞĞ ǁĞĞŬƐĨƌŽŵƚŚĞĚĂƚĞŽĨƚŚŝƐŶŽƚŝĐĞ͕ŽƚŚĞƌǁŝƐĞƚŚĞŵĂƚƚĞƌǁŝůůďĞƚƵƌŶĞĚŽǀĞƌƚŽƚŚĞdŽǁŶŽĨdĞůůƵƌŝĚĞ>ĞŐĂů ĞƉĂƌƚŵĞŶƚ͘ zŽƵĐĂŶŽďƚĂŝŶǇŽƵƌďƵƐŝŶĞƐƐĂŶĚƚĂǆůŝĐĞŶƐĞƐƚŚƌŽƵŐŚƚŚĞƉĂƉĞƌůĞƐƐƐǇƐƚĞŵĂƚ ŚƚƚƉƐ͗ͬͬƚĞůůƵƌŝĚĞ͘ŵƵŶŝƌĞǀƐ͘ĐŽŵ͘ĨƚĞƌƌĞŐŝƐƚĞƌŝŶŐǇŽƵƌĞŵĂŝůĂĚĚƌĞƐƐĂŶĚƐĞůĞĐƚŝŶŐĂƉĂƐƐǁŽƌĚ͕ǇŽƵǁŝůůďĞ ƉƌŽŵƉƚĞĚƚŽƵƚŝůŝǌĞƚŚĞĨŽůůŽǁŝŶŐŝŶĨŽƌŵĂƚŝŽŶƚŽůŝŶŬƚŽǇŽƵƌƉƌŽƉĞƌƚǇ͗ ĐĐŽƵŶƚ EƵŵďĞƌ͗ Ϭϭϴϲϲϵ ĐƚŝǀĂƚŝŽŶŽĚĞ͗&E^ϵY WƵƌƐƵĂŶƚƚŽdĞůůƵƌŝĚĞDƵŶŝĐŝƉĂůŽĚĞ^ĞĐƚŝŽŶϲͲϭͲϭϬ͕ǇŽƵŵƵƐƚĂůƐŽŝŶĐůƵĚĞĂďƵƐŝŶĞƐƐůŝĐĞŶƐĞŶƵŵďĞƌŝŶĂŶǇ ĂŶĚĂůůĂĚǀĞƌƚŝƐĞŵĞŶƚƐ͘KŶĐĞǇŽƵŽďƚĂŝŶĂďƵƐŝŶĞƐƐůŝĐĞŶƐĞĨŽƌƚŚĞĂďŽǀĞƌĞĨĞƌĞŶĐĞĚƉƌŽƉĞƌƚǇ͕ƉůĞĂƐĞŝŶĐůƵĚĞ ƚŚĞďƵƐŝŶĞƐƐůŝĐĞŶƐĞŶƵŵďĞƌŝŶƚŚĞĚĞƐĐƌŝƉƚŝŽŶĨŽƌƚŚĞƉƌŽƉĞƌƚǇ͘ dŚĂŶŬǇŽƵĨŽƌǇŽƵƌĂƐƐŝƐƚĂŶĐĞ͘/ĨǇŽƵŚĂǀĞĂŶǇƋƵĞƐƚŝŽŶƐ͕ĨĞĞůĨƌĞĞƚŽƌĞĂĐŚŽƵƚƚŽŽƵƌƚĞĂŵĂƚ ƐƵƉƉŽƌƚΛůŽĚŐŝŶŐƌĞǀƐ͘ĐŽŵŽƌďǇĐĂůůŝŶŐƚŚĞůĞƌŬƐĞƉĂƌƚŵĞŶƚĂƚ;ϵϳϬͿϳϮϴͲϮϭϱϵ͘tĞĂƌĞŚĞƌĞƚŽĂƐƐŝƐƚŝŶĂŶǇ ǁĂǇƉŽƐƐŝďůĞ͘ ^ŝŶĐĞƌĞůǇ͕ >K'/E'ZĞǀƐ^ƚĂĨĨ ^ĂŵƉůĞ>ĞƚƚĞƌĨŽƌĂEĞǁůǇŝƐĐŽǀĞƌĞĚWƌŽƉĞƌƚǇ ϮϮ 112 ĂƚĞ EĂŵĞ ĚĚƌĞƐƐ EŽƚŝĐĞŽĨŽŶŝŶŐsŝŽůĂƚŝŽŶ;ƐͿĂƚĚĚƌĞƐƐ ĞĂƌEĂŵĞ͕ /ƚŚĂƐĐŽŵĞƚŽŽƵƌĂƚƚĞŶƚŝŽŶǇŽƵĂƌĞƌĞŶƚŝŶŐƚŚĞƉƌŽƉĞƌƚǇůŽĐĂƚĞĚĂƚZ^^ĂƐĂ^ŚŽƌƚͲdĞƌŵZĞŶƚĂů͕ǁŚŝĐŚŝƐŝŶ ǀŝŽůĂƚŝŽŶŽĨƚŚĞŝƚǇŽĨEĞǁƌĂƵŶĨĞůƐDƵŶŝĐŝƉĂůŽĚĞ͘ƵĞƚŽƚŚĞǌŽŶŝŶŐŽĨƚŚĞƉƌŽƉĞƌƚǇŽƌƚŚĞůŽĐĂƚŝŽŶŽĨƚŚĞƉƌŽƉĞƌƚǇ ŝŶƌĞůĂƚŝŽŶƚŽƚŚĞĨůŽŽĚǁĂǇ͕ĂŶǇƐŚŽƌƚͲƚĞƌŵƌĞŶƚĂůƵƐĞĨĞǁĞƌƚŚĂŶϯϬĚĂǇƐŝƐƉƌŽŚŝďŝƚĞĚ͘ ϭϰϰͲϱ͘ϭϳͲϮ͘^ŚŽƌƚƚĞƌŵƌĞŶƚĂůŵĞĂŶƐƚŚĞƌĞŶƚĂůĨŽƌĐŽŵƉĞŶƐĂƚŝŽŶŽĨŽŶĞͲŽƌƚǁŽͲĨĂŵŝůǇĚǁĞůůŝŶŐƐ͕ ĂƐĚĞĨŝŶĞĚŝŶƚŚĞ/Z;/ŶƚĞƌŶĂƚŝŽŶĂůZĞƐŝĚĞŶƚŝĂůŽĚĞͿ͕ĨŽƌƚŚĞƉƵƌƉŽƐĞŽĨŽǀĞƌŶŝŐŚƚůŽĚŐŝŶŐĨŽƌĂ ƉĞƌŝŽĚŽĨŶŽƚůĞƐƐƚŚĂŶŽŶĞŶŝŐŚƚĂŶĚŶŽƚŵŽƌĞƚŚĂŶϯϬĚĂǇƐŽƚŚĞƌƚŚĂŶŽŶŐŽŝŶŐŵŽŶƚŚͲƚŽͲŵŽŶƚŚ ƚĞŶĂŶĐǇŐƌĂŶƚĞĚƚŽƚŚĞƐĂŵĞƌĞŶƚĞƌĨŽƌƚŚĞƐĂŵĞƵŶŝƚ͘dŚŝƐŝƐŶŽƚĂƉƉůŝĐĂďůĞƚŽŚŽƚĞůƐ͕ŵŽƚĞůƐ͕ďĞĚ ĂŶĚďƌĞĂŬĨĂƐƚƐ͕ƌĞƐŽƌƚƉƌŽƉĞƌƚŝĞƐĂƐĚĞĨŝŶĞĚŝŶƚŚŝƐĐŚĂƉƚĞƌŽƌƌĞƐŽƌƚĐŽŶĚŽŵŝŶŝƵŵƐ͘ ϭϰϰͲϱ͘ϭϳͲϯ͘ B ^ŚŽƌƚƚĞƌŵƌĞŶƚĂůǁŝƚŚŝŶƌĞƐŝĚĞŶƚŝĂůĚŝƐƚƌŝĐƚƐŝƐƉƌŽŚŝďŝƚĞĚ͘ C ^ŚŽƌƚƚĞƌŵƌĞŶƚĂůŝƐƉƌŽŚŝďŝƚĞĚŝŶĂŶǇĨůŽŽĚǁĂǇůŽĐĂƚĞĚǁŝƚŚŝŶƚŚĞĐŝƚǇůŝŵŝƚƐ͕ƌĞŐĂƌĚůĞƐƐŽĨǌŽŶŝŶŐ ĚŝƐƚƌŝĐƚ͘ ϭϰϰͲϱ͘ϭϳͲϳ;ŐͿ/ƚŝƐĂŶŽĨĨĞŶƐĞĨŽƌƚŚĞƉƌŽƉĞƌƚǇŽǁŶĞƌ͕ĂŶǇĂŐĞŶƚŽĨƚŚĞƉƌŽƉĞƌƚǇŽǁŶĞƌ͕ŽƌƚŚĞŽĐĐƵƉĂŶƚ;ƐͿ ƚŽĚŝƌĞĐƚůǇŽĐĐƵƉǇŽƌŝŶĚŝƌĞĐƚůǇĂůůŽǁ͕ƉĞƌŵŝƚ͕ĐĂƵƐĞ͕ŽƌĨĂŝůƚŽƉƌŽŚŝďŝƚĂŶŽĐĐƵƉĂŶĐǇŝŶǀŝŽůĂƚŝŽŶŽĨ ƚŚŝƐƐĞĐƚŝŽŶϭϰϰͲϱ͘ϭϳ͘ĂĐŚĚĂǇƚŚĂƚĂƵŶŝƚŝƐŽĐĐƵƉŝĞĚŝŶǀŝŽůĂƚŝŽŶŽĨƚŚŝƐŽƌĚŝŶĂŶĐĞƐŚĂůůďĞĐŽŶƐŝĚĞƌĞĚ Ă ƐĞƉĂƌĂƚĞ ŽĨĨĞŶƐĞ͕ ĂŶĚ͕ ƵƉŽŶ ĐŽŶǀŝĐƚŝŽŶ͕ ƐŚĂůů ďĞ ƐƵďũĞĐƚ ƚŽ Ă ŵŝŶŝŵƵŵ ĨŝŶĞ ŽĨ ΨϱϬϬ͘ϬϬ ƚŽ Ă ŵĂǆŝŵƵŵĨŝŶĞŽĨΨϮ͕ϬϬϬ͘ϬϬƉĞƌǀŝŽůĂƚŝŽŶ͘ /ƚŝƐƉƌŽŚŝďŝƚĞĚƚŽƌĞŶƚƉƌŽƉĞƌƚǇǁŝƚŚŝŶƚŚĞŝƚǇŽĨEĞǁƌĂƵŶĨĞůƐŽŶĂƐŚŽƌƚͲƚĞƌŵďĂƐŝƐ;ĨĞǁĞƌƚŚĂŶϯϬĚĂǇƐͿǁŝƚŚŽƵƚ ĨŝƌƐƚŚĂǀŝŶŐŽďƚĂŝŶĞĚĂƐŚŽƌƚͲƚĞƌŵƌĞŶƚĂůƉĞƌŵŝƚĨƌŽŵƚŚĞŝƚǇ͛ƐWůĂŶŶŝŶŐŝǀŝƐŝŽŶ͘ ĨĨĞĐƚŝǀĞŝŵŵĞĚŝĂƚĞůǇ͕ǇŽƵŵƵƐƚĐĞĂƐĞĂŶǇĨƵƌƚŚĞƌƐŚŽƌƚͲƚĞƌŵƌĞŶƚĂůƵƐĞŽĨƚŚŝƐƉƌŽƉĞƌƚǇ͘ dŚŝƐǁŝůůďĞǇŽƵƌŽŶůǇŶŽƚŝĨŝĐĂƚŝŽŶ͘ŶǇĨƵƌƚŚĞƌƐŚŽƌƚͲƚĞƌŵƌĞŶƚĂůŽƉĞƌĂƚŝŽŶƐǁŝůůƌĞƐƵůƚŝŶĐŚĂƌŐĞƐďĞŝŶŐĨŝůĞĚĂŐĂŝŶƐƚ ǇŽƵŝŶŵƵŶŝĐŝƉĂůĐŽƵƌƚ͘ /ĨǇŽƵŚĂǀĞĂŶǇƋƵĞƐƚŝŽŶƐ͕ĨĞĞůĨƌĞĞƚŽƌĞĂĐŚŽƵƚƚŽŽƵƌƚĞĂŵĂƚƐƵƉƉŽƌƚΛůŽĚŐŝŶŐƌĞǀƐ͘ĐŽŵŽƌƚŽƚŚĞŝƚǇŽĨEĞǁ ƌĂƵŶĨĞůƐWůĂŶŶŝŶŐŝǀŝƐŝŽŶĂƚϴϯϬͲϮϮϭͲϰϬϱϬ͕ŽƌĞŵĂŝůĂƚƉůĂŶŶŝŶŐΛŶďƚĞǆĂƐ͘ŽƌŐ͘dŚĂŶŬǇŽƵĨŽƌǇŽƵƌƉƌŽŵƉƚĂƚƚĞŶƚŝŽŶ ĂŶĚĐŽŽƉĞƌĂƚŝŽŶ͘ dŚĂŶŬǇŽƵ͕ ĂŶŝĞůůĂsĂůĚĞǌ ŽĚĞŶĨŽƌĐĞŵĞŶƚKĨĨŝĐĞƌŝƚǇŽĨ EĞǁƌĂƵŶĨĞůƐ ĐŽĚĞĞŶĨŽƌĐĞŵĞŶƚΛŶďƚĞǆĂƐ͘ŽƌŐ ^ĂŵƉůĞ>ĞƚƚĞƌEŽ^dsZůůŽǁĞĚ Ϯϯ 113 24 Notification Samples: Delinquency Template (w/ smart fields) and Generated Letter 114 25 Task 8: Description of Registration, Business Licensing, and TOT Remittance software and capabilities. Registration and Licensing System A crucial aspect of any STVR compliance effort includes an easy to use, but effective registration and licensing system. “I just want to compliment the Town of Carbondale for making it extremely easy to do business with you. I love the munirevs.com site. If only it were as easy to do business with the rest of the municipalities! Thank you for leading the way!” - Anonymous property owner in Carbondale, Colorado. We’ll deliver dynamic workflows that allow the customized registration requirements based on business type, and allow for nimble changes in the future. They system manages and stores the necessary short-term vacation rental tasks. ●It is easy to collect a copy of their required document, whether it is liability insurance, parking plan, and or affidavit using our document upload task to present that requirement and store it for City staff access. ●Whether it is an internal inspection form, calculating fee or new form, a document upload or just an informational message, our workflow tools allow the creation and adjustment of workflows as needed. ●And, our automatic reminders will email property owners to remind them of their next task to keep them moving through the process! This ensures that they become compliant as soon as possible AND that your team always has complete applications to review in our approval process. ●Our approval process allows for easy to use inter-departmental collaboration, including inspections, account edits and customized business owner outreach. Sample Business Owner Task 1 Action Center 1 Sample Property Task 1 115 26 TOT Remittance Audit Tool Our Audit Tool allows your team to compare booked activity from listing data with actual tax remittances. In addition, you can send notifications or utilize our Audit Workflow to track entities that you decide to audit. (Details continue on following page). TOT Audit Workflow You can also insert an audit record and utilize our Audit Workflow for any properties that you wish to audit. The Audit Workflow includes: 1.Audit Period 2.Audit Commencement & Completion Date 3.Data from the Audit Period that triggered the Audit (i.e. Estimated Tax Revenue vs Reported Tax Revenue) 4.Workpaper documentation & Upload within the Audit to store your workpapers for the audit and any correspondence with the property owner. 116 27 Online TOT Remittance System Our tax remittance system has delivered a billion dollars in taxes and fees to our clients. Our tax system is the first of its kind - a secure, cloud-based tax collection solution which automates municipalities’ and business owners’ workflow through our unique paperless system and services. Our innovative software will help La Quinta more efficiently collect taxes and process licenses. The automated system, customization, conversion, and support business model are consistently raved about by our customers and the talk of finance director conferences. The system includes: 1)Automatic late charges calculation and collection – properties cannot pay without paying the penalties & interest. 2)Full Administrative functions, including: a.Failure to File Assessment Penalty Processing b.Notifications, including open tax forms, failure to file language, etc. c.Reconciliation Module to reconcile all payment receipts to General Ledger d.Full Reporting Suite e.Accountant Support from our Account Managers and Support team for your staff and your properties Tax Form Example 1 Batch Processing / Cashiering 1 117 ADDENDUM TO AGREEMENT Re: Scope of Services If the Scope of Services include construction, alteration, demolition, installation, repair, or maintenance affecting real property or structures or improvements of any kind appurtenant to real property, the following apply: 1.Prevailing Wage Compliance. If Contracting Party is a contractor performing public works and maintenance projects, as described in this Section 1.3, Contracting Party shall comply with applicable Federal, State, and local laws. Contracting Party is aware of the requirements of California Labor Code Sections 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq., (collectively, the “Prevailing Wage Laws”), and La Quinta Municipal Code Section 3.12.040, which require the payment of prevailing wage rates and the performance of other requirements on “Public works” and “Maintenance” projects. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, and if construction work over twenty-five thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after January 1, 2015 by this Agreement, Contracting Party agrees to fully comply with such Prevailing Wage Laws including, but not limited to, requirements related to the maintenance of payroll records and the employment of apprentices. Pursuant to California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a contract for public work on a “Public works” project unless registered with the California Department of Industrial Relations (“DIR”) at the time the contract is awarded. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, this project is subject to compliance monitoring and enforcement by the DIR. Contracting Party will maintain and will require all subcontractors to maintain valid and current DIR Public Works contractor registration during the term of this Agreement. Contracting Party shall notify City in writing immediately, and in no case more than twenty-four (24) hours, after receiving any information that Contracting Party’s or any of its subcontractor’s DIR registration status has been suspended, revoked, expired, or otherwise changed. It is understood that it is the responsibility of Contracting Party to determine the correct salary scale. Contracting Party shall make copies of the prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at Contracting Party’s principal place of business and at the project site, if any. The statutory penalties for failure to pay prevailing wage or to comply with State wage and hour laws will be enforced. Contracting Party must forfeit to City TWENTY- Exhibit A Page 8 of 11 118 FIVE DOLLARS ($25.00) per day for each worker who works in excess of the minimum working hours when Contracting Party does not pay overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight (8)hours is the legal working day. Contracting Party also shall comply with State law requirements to maintain payroll records and shall provide for certified records and inspection of records as required by California Labor Code Section 1770 et seq., including Section 1776. In addition to the other indemnities provided under this Agreement, Contracting Party shall defend (with counsel selected by City), indemnify, and hold City, its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It is agreed by the parties that, in connection with performance of the Services, including, without limitation, any and all “Public works” (as defined by the Prevailing Wage Laws), Contracting Party shall bear all risks of payment or non-payment of prevailing wages under California law and/or the implementation of Labor Code Section 1781, as the same may be amended from time to time, and/or any other similar law. Contracting Party acknowledges and agrees that it shall be independently responsible for reviewing the applicable laws and regulations and effectuating compliance with such laws. Contracting Party shall require the same of all subcontractors. 2.Retention. Payments shall be made in accordance with the provisions of Article 2.0 of the Agreement. In accordance with said Sections, City shall pay Contracting Party a sum based upon ninety-five percent (95%) of the Contract Sum apportionment of the labor and materials incorporated into the Services under this Agreement during the month covered by said invoice. The remaining five percent (5%) thereof shall be retained as performance security to be paid to Contracting Party within sixty (60) days after final acceptance of the Services by the City Council of City, after Contracting Party has furnished City with a full release of all undisputed payments under this Agreement, if required by City. In the event there are any claims specifically excluded by Contracting Party from the operation of the release, City may retain proceeds (per Public Contract Code § 7107) of up to one hundred fifty percent (150%) of the amount in dispute. City’s failure to deduct or withhold shall not affect Contracting Party’s obligations under the Agreement. 3.Utility Relocation. City is responsible for removal, relocation, or protection of existing main or trunk-line utilities to the extent such utilities were not identified in the invitation for bids or specifications. City shall reimburse Contracting Party for any costs incurred in locating, repairing damage not caused by Contracting Party, and removing or relocating such unidentified utility facilities. Contracting Party shall not be assessed liquidated Exhibit A Page 9 of 11 119 damages for delay arising from the removal or relocation of such unidentified utility facilities. 4.Trenches or Excavations. Pursuant to California Public Contract Code Section 7104, in the event the work included in this Agreement requires excavations more than four (4) feet in depth, the following shall apply: (a)Contracting Party shall promptly, and before the following conditions are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law; (2) subsurface or latent physical conditions at the site different from those indicated by information about the site made available to bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Agreement. (b)City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in Contracting Party’s cost of, or the time required for, performance of any part of the work shall issue a change order per Section 1.8 of the Agreement. (c)in the event that a dispute arises between City and Contracting Party whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in Contracting Party’s cost of, or time required for, performance of any part of the work, Contracting Party shall not be excused from any scheduled completion date provided for by this Agreement, but shall proceed with all work to be performed under this Agreement. Contracting Party shall retain any and all rights provided either by contract or by law which pertain to the resolution of disputes and protests between the contracting Parties. 5.Safety. Contracting Party shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out the Services, Contracting Party shall at all times be in compliance with all applicable local, state, and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, Exhibit A Page 10 of 11 120 Exhibit A Page 11 of 11 bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C)adequate facilities for the proper inspection and maintenance of all safety measures. 121 Exhibit B Page 1 of 3 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 Forty-Nine Thousand Four Hundred and Forty Dollars ($49,440) per fiscal year for the life of the agreement encompassing the initial and any extended terms (“Contract Sum”). The Contract Sum shall be paid to Contracting Party for time and materials based upon Contracting Party’s rate schedule 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. Initial Term: $49,440.00 $49,440.00 “Not to exceed” Year 1 (pro-rated for eight months = $32,960): “Not to exceed” Year 2: “Not to exceed” Year 3: $49,440.00 Possible Extended Term: “Not to exceed” Year 4: $49,440.00 “Not to exceed” Year 5: $49,440.00 122 Short Term Vacation Rental Compliance and Automated Licensing and Tax Collection Systems. From the initial implementation through any future month, our quoted price for this RFP response covers all aspects of the deliveralbes and tasks outlined by the City of La Quinta in the RFP. Our automated systems includes the following: 1.Initial and ongoing census of short-term vacation rental ad listings in your compliance system 2.Customized, branded and integrated Licensing System. This allows us to connect readily with owners and managers to help them update and maintain compliance. 3.Customization of the tax form and licensing module, including automatic late fee calculation. 4.Unlimited email & phone support for all owners and managers. 5.Unlimited user logins. 6.Software hosting & license fees 7.Server & IT Infrastructure, including 365x7x24 maintenance and support 8.Daily data backup, managed by our expert IT team 9.Enhancements released to all similar versions *Jurisdiction contracts directly with gateway and payment processor and fees of~ $.40 per echeck, plus statement & gateway fees of $20.00 / month. Credit Card fees are paid via properly sized credit card convenience fees paid by business owners/managers if they choose this payment method. Exhibit B Page 2 of 3 123 -, •-, LODGING Revs Pricing Schedule Short Term Vacation Rental Detection, Monitoring, and Compliance Initial Census, including reconciliation, by our team of experts, to each registration and initial registration compliance notices. Also includes training of City staff on utilizing the platform and accessing reports. Vacation Rental Census Monitoring & Discovery, and Ongoing Compliance Database. Includes reconciliation by our team of experts. Non-Compliant Evidence Capture Listing Tracker -Evidence Capture Every 5 Minutes on Non-Compliant Properties Online Complaint Form and Call Center During Business Hours Tax Remittance Audit Tool w/ Audit Workflow Notifications Module -Unlimited Notification Templates, Targeted & Customized Notices by Compliance Status �-------------- Comp I a int Hotline 24/7 Bilingual Compliant Hotline and bilingual on line complaint web-form Business Licensing & Tax Collection Automated Online Business License and Payment System ( https://LaQuinta.munirevs.com) Integrated Notification & Delinquency System Automated Online TOT Remittance and Reporting System (https://LaQuinta.munirevs.com) Jurisdiction contracts directly with gateway and payment processor and fees are approximately ~$.40 per e-check plus statement & gateway fees of $20 / month. Credit Card fees are also competitive rates, and we can implement a credit card convenience fee if desired that is automatically collected to offset these fees. Licensing Module API Interface with State System Unlimited Ongoing Staff and User Support Total Monthly Cost Previously Mentioned Promotion "No Implementation Fees" $1,785 / Month Included Included Included Included Included $300/ Month $745/ Month $545/ Month $745/ Month Included Included $4,120 / Month Or $49,440 / Year Exhibit B Page 3 of 3 124 Exhibit C Page 1 of 1 Exhibit C Schedule of Performance Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, within the time allowed by the total contract sum and contract term. 125 Exhibit D Page 1 of 1 Exhibit D Special Requirements None 126 Exhibit E Page 1 of 7 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 Cyber Liability $1,000,000 (per occurrence) $2,000,000 (general aggregate) 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 127 Exhibit E Page 2 of 7 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 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 procure and maintain Cyber Liability insurance with limits of $1,000,000 per occurrence/loss which shall include the following coverage: a.Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including credit monitoring and regulatory fines arising from such theft, 128 Exhibit E Page 3 of 7 dissemination or use of the confidential information. b.Network security liability arising from the unauthorized use of, access to, or tampering with computer systems. c.Liability arising from the failure of technology products (software) required under the contract for Consultant to properly perform the services intended. d.Electronic Media Liability arising from personal injury, plagiarism or misappropriation of ideas, domain name infringement or improper deep-linking or framing, and infringement or violation of intellectual property rights. e.Liability arising from the failure to render professional services. 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. 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. 129 Exhibit E Page 4 of 7 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 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. 130 Exhibit E Page 5 of 7 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. 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 131 Exhibit E Page 6 of 7 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 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. 132 Exhibit E Page 7 of 7 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. 133 Exhibit F Page 1 of 3 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 134 Exhibit F Page 2 of 3 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 Design 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 135 Exhibit F Page 3 of 3 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. 136 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: RECEIVE AND FILE FISCAL YEAR 2019/20 FIRST QUARTER BUDGET REPORT AND APPROVE THE RECOMMENDED BUDGET ADJUSTMENTS RECOMMENDATION Receive and file fiscal year 2019/20 First Quarter Budget Report and approve the recommended budget adjustments. EXECUTIVE SUMMARY •The 2019/20 First Quarter Budget Report (Attachment 1) provides an update of the City’s fiscal activities from July to September 2019. •Quarterly, a budget report is prepared to assess the adopted budget and incorporate adjustments based on current economic conditions and operational requirements. FISCAL IMPACT Staff recommends adjustments to Funds as outlined below: BACKGROUND/ANALYSIS Throughout the fiscal year each Department monitors their budget and proposes adjustments to reflect current conditions and ongoing operational needs. Requests are reviewed and discussed before recommending approval in the budget report. Funds with no adjustments from the originally approved 2019/20 Budget have been excluded from the report. BUSINESS SESSION ITEM NO. 3 Fund Revenues Expenses General Fund (101)(110,000) - Gas Tax Fund (201)(3,500) - Library and Museum Fund (202)- 110,000 AB 939 - Cal Recycle Fund (221)- 80,000 Civic Center DIF Fund (252)- (130,000) Street Facility DIF Fund (255)- (30,000) Park Facility DIF Fund (256)- (6,000) Fire Protection DIF Fund (257)- (7,500) SilverRock Golf Fund (601)- (32,500) TOTAL FUND ADJUSTMENTS (113,500) (16,000) 137 ALTERNATIVES The Council could delay, modify, or reject the requested budget amendments. Prepared by: Karla Romero, Finance Director Approved by: Karla Romero, Acting City Manager Attachment: 1. 2019/20 First Quarter Budget Report 138 The annual budget is a living document, which allows for flexibility to accommodate current business needs. Quarterly budget reports are presented to provide ongoing oversight of public funds, relay current and upcoming activities, and request funding adjustments. All funds are evaluated on a quarterly basis; however, this report summarizes activities not organically anticipated during budget adoption and subsequent operational changes. Adjustments by Fund are detailed in Exhibit 1 of this report. GENERAL FUND An expenditure amendment for the maintenance of Fritz Burns Pool was previously approved. The First Quarter 2019/20 Budget Report includes one revenue adjustment for the General Fund which would reduce the current budget surplus to $159,400. Non-allocated interest was derived from four interfund loans which were written off in June resulting in a loss of this revenue earned by the General Fund. In exchange, four Special Funds and the City’s Enterprise Fund (SilverRock) reflect decreases in expenditures related to interest payments on these loans. SPECIAL FUNDS During the summer, the State issued adjusted revenue projections for Gas Tax Funds which yielded a slight reduction in revenue ($3,500) during 2019/20. This reduction will be covered by fund balance (currently at $260,400). The Library and Museum Fund has a current budget surplus of $332,900, of which $110,000 is requested for allocation; leaving a budget surplus of $222,900. The current budget of $200,000 for library roof repairs requires an additional $80,000 for a total budget of $280,000. In addition, the MakerSpace laser cutter was replaced resulting in an expense of $30,000. A budget increase of $80,000 in the Cal Recycle Fund is requested to purchase City-branded recycling trash bins for City Parks. This adjustment would reduce fund balance from $800,000 to $720,000. 2019/20 First Quarter Budget Report Revenue 57,847,200$ Less Operating/CIP Expenses (55,638,500) Preliminary Budget Surplus 2,208,700 Less Measure G Reserves (1,916,400) BUDGET SURPLUS @ ADOPTION 292,300 Fritz Burns Pool Maintenance (22,900) 1st Quarter Adjustment (110,000) AMENDED BUDGET SURPLUS 159,400 GENERAL FUND BUDGET SUMMARY ATTACHMENT 1 139 The remaining four advance interest expense adjustments are also related to the write-off of interfund loans. These individual funds will retain all revenues earned and there are no expenditures budgeted at this time, however, staff is evaluating future project budgets to leverage these restricted funds. ENTERPRISE FUND The SilverRock Golf Fund requests a net adjustment to reduce expenses by $32,500. Additional expenses totaling $17,500 were incurred from reallocating the golf course putting green to avoid obstructing ongoing construction and temporary clubhouse operations. In addition, a $30,000 expense is anticipated for a gravel asphalt golf cart path at the driving range. In June of 2019, the SilverRock interfund loan due to the General Fund was written off in full, therefore the anticipated $80,000 interest expense no longer applies. Fund Interest Expense Civic Center DIF Fund (130,000) Street Facility DIF Fund (30,000) Park Facility DIF Fund (6,000) Fire Protection DIF Fund (7,500) TOTAL REDUCTIONS (173,500) 140 City of La Quinta FY 2019/20 Recommended First Quarter Budget Adjustments Exhibit 1 Account No. Description Revenues Expenses 101-0000-41915 Non-Allocated Interest (110,000) Account No. Description Revenues Expenses 201-0000-42900 Section 2105, Gas Tax 3,400 201-0000-42905 Section 2107, Gas Tax (2,100) 201-0000-42922 SB 1, Road Maint. Rehab Act (4,800) TOTAL FUND ADJUSTMENT (3,500) Account No. Description Revenues Expenses 202-3004-72110 Building Improvements, Library 80,000 202-3009-80100 Machinery & Equipment, MakerSpace 30,000 TOTAL FUND ADJUSTMENT 110,000 Account No. Description Revenues Expenses 221-0000-60127 Recycling Solutions 80,000 Account No. Description Revenues Expenses 252-0000-83500 Advance Interest Expense (130,000) Account No. Description Revenues Expenses 255-0000-83500 Advance Interest Expense (30,000) Account No. Description Revenues Expenses 256-0000-99900 Transfers Out (6,000) Account No. Description Revenues Expenses 257-0000-83500 Advance Interest Expense (7,500) Account No. Description Revenues Expenses 601-0000-60159 Relocation due to Construction 47,500 601-0000-83500 Advance Interest Expense (80,000) TOTAL FUND ADJUSTMENT (32,500) TOTAL ALL FUNDS (113,500) (16,000) General Fund (101) Gas Tax Fund (201) SilverRock Golf Fund (601) AB 939 - Cal Recycle Fund (221) Library and Museum Fund (202) Civic Center DIF Fund (252) Street Facility DIF Fund (255) Park Facility DIF Fund (256) Fire Protection DIF Fund (257) 141 142 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: ADOPT RESOLUTION TO APPROVE AMENDING THE CITY OF LA QUINTA 2019/20 INVESTMENT POLICY BY ADDING NEW BROKERS TO THE FINANCIAL INSTITUTIONS LIST RECOMMENDATION Adopt a resolution to approve amending the City of La Quinta 2019/20 Investment Policy by adding two new brokers to the financial institutions list. EXECUTIVE SUMMARY •Request for Information (RFI) for Investment Broker/Dealer Services was issued on March 1, 2019 and June 5, 2019. •The selection committee (Committee) included two Members of Financial Advisory Commission (FAC) and two Finance Staff. •Fourteen broker/dealer firms responded to the RFI; after comprehensive review, four were selected for interviews conducted by the Committee. •The Committee recommends adding Higgins Capital Management and Great Pacific Securities to the Investment Policy’s approved list for broker/dealer services (Attachment 1). •On October 9, 2019, the FAC approved the Committee’s recommendation. FISCAL IMPACT There is no fiscal impact to add broker/dealers, fees are paid with investment transactions as they occur. However, there is the potential of positive impact to the investment returns through competitive bidding for securities purchases. BACKGROUND/ANALYSIS The City is currently conducting securities trades with one approved broker/dealer, Stifel, Nicholas & Company, Inc. While they provide a high level of service, as a matter of best practice and financial due diligence, it is in the City’s best interest to have multiple broker/dealers from which to choose. BUSINESS SESSION ITEM NO. 4 143 The City initially issued the RFI for Investment Broker/Dealer Services on March 1, 2019 and subsequently reissued the RFI on June 5, 2019. The initial RFI included 11 responses, which all continued to participate on the reissued RFI. An additional three brokers responded to the subsequent RFI for a total of 14 respondents. The Committee included two Members of the FAC (Commissioners Rosen and Hoffner) and two finance staff members (Finance Director and Finance Analyst). After an in-depth review of all submissions, the Committee interviewed four (4) brokers. Broker evaluations were based on the following criteria: Qualifications and Experience: The organizational affiliations, financial experience, compliance and financial reports, broker resumes, and RFI questionnaire responses. Fees: For all services including administrative, reporting, and transactional. Ongoing administration: Level of effort to maintain the relationship, monitoring investment performances, reporting documents, and ongoing support provided by the broker. Other considerations: Integration with current financial reporting investment software, online accessibility to reports, fraud prevention, and data security. Both recommended brokers, Higgins Capital Management and Great Pacific Securities, have long-standing client relationships with California cities, counties, and/or agencies, offer financial market information and research reports, and are highly involved in professional government organizations which provide education and trainings to municipal government staff. The Investment Policy includes an Appendix listing of all approved financial institutions, including the above-named brokers, for Council’s review. ALTERNATIVES No alternatives are recommended. Prepared by: Rosemary Hallick, Financial Services Analyst Approved by: Karla Romero, Finance Director Attachment: 1. 2019/20 Investment Policy – Appendix D (red lined) 144 RESOLUTION NO. 2019 – XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, APPROVING AND ADOPTING THE AMENDED INVESTMENT POLICY FOR FISCAL YEAR 2019/2020 WHEREAS, the general purpose of the Investment Policy is to provide the rules and standards users must follow in investing funds of the City of La Quinta; and WHEREAS, the primary objectives, in order of priority, of the City of La Quinta’s investment activity shall be: Safety of principal is the foremost objective of the investment program. Investments of the City of La Quinta shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. The investment portfolio shall be designed with the objective of attaining a market rate of return or yield throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs; and WHEREAS, authority to manage the City of La Quinta’s investment portfolio is derived from the City’s municipal code, management responsibility for the investment program is delegated to the City Treasurer, who shall establish and implement written procedures for the operation of the City’s investment program consistent with the Investment Policy for each Fiscal Year; and WHEREAS, the Investment Policy will be adopted before the end of June of each year and amended as considered necessary; and WHEREAS, on June 4, 2019, the City Council adopted Resolution No. 2019-005 adopting the City’s Investment Policy for Fiscal Year 2019/20, which is superseded by this Resolution; and WHEREAS, Appendix D of the Investment Policy for Fiscal Year 2019/20 has been amended to include new Authorized Financial Institutions and Broker/Dealers; and 145 Resolution No. 2019 – XXX Investment Policy for Fiscal Year 2019/2020 Adopted: October 15, 2019 Page 2 of 3 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta as follows: SECTION 1. Resolution No. 2019-005 adopted on June 4, 2019, is hereby repealed, and this Resolution supersedes all prior Investment Policy resolutions adopted by the City Council. SECTION 2. The City Council hereby adopts the Fiscal Year 2019/2020 Investment Policy attached hereto as “Exhibit A” and incorporated herewith by this reference. SECTION 3. Severability. If any provisions of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this Resolution which can be given effect without the invalid provision or application, and to this end the provisions of this Resolution are severable. The City Council hereby declares that it would have adopted this Resolution irrespective of the invalidity of any particular portion thereof. SECTION 4. This Resolution shall become effective upon adoption. The Investment Policy adopted by this Resolution shall go into effect immediately. PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City Council, held on this 15th day of October, 2019, by the following vote: AYES: NOES: ABSTAIN: ABSENT: ________________________ LINDA EVANS, Mayor City of La Quinta, California 146 Resolution No. 2019 – XXX Investment Policy for Fiscal Year 2019/2020 Adopted: October 15, 2019 Page 3 of 3 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 147 148 DRAFT2019/20 INVESTMENT POLICY RESOLUTION NO. 2019-XXX EXHIBIT A 149 Fiscal year 2019/2020 Table of Contents Section Topic Page Executive Summary 1 I General Purpose 2 II Investment Policy 2 III Scope 2 IV Objectives 3 V Maximum Maturities 5 VI Prudence 5 VII Authority 5 VIII Ethics and Conflicts of Interest 6 IX Authorized Financial Dealers and Institutions 6 X Permissible Deposits and Investments 7 XI Investment Pools 10 XII Payment and Custody 10 XIII Interest Earning Distribution Policy 11 XIV Internal Controls and Independent Auditors 11 XV Reporting Standards 12 XVI Review of Investment Portfolio 13 XVII Financial Advisory Commission – City of La Quinta 13 XIII Investment Policy Adoption 13 Appendices Topic Page A Municipal Code Ordinance 2.70 – Financial Advisory Commission 14 B Municipal Code Ordinance 3.08 – Investment of Moneys and Funds 16 C Segregation of Major Investment Responsibilities 18 D Listing of Approved Financial Institutions 19 E Investment Management Process and Risk 20 F Glossary 22 150 Page 1 of 28 CITY OF LA QUINTA Investment Policy Fiscal Year 2019/2020 Executive Summary The general purpose of this Investment Policy is to provide the rules and standards that must be followed in administering the City of La Quinta's (the “City”) deposits and investments. The City's Investment Policy conforms to all state and local statutes and applies to all deposits and investments of the City, with the exception of bond proceeds and those noted in section III herein. It is the City's policy to deposit and invest public funds in a manner that shall provide safety of principal, liquidity to meet all of the City’s obligations and requirements that may be reasonably anticipated, and a risk-based market rate of return. Authority to manage the City's investment portfolio is derived from the City Municipal Code. Management responsibility for the investment program is delegated to the City Treasurer, who shall establish and implement written procedures for the operation of the City's investment program consistent with the Investment Policy. The City Manager, City Treasurer and city employees involved in the City's banking and investment process shall conduct the City's business in an ethical manner and refrain from any activity or relationship that may be, or have the appearance of, a conflict of interest. The Investment Policy shall be adopted by resolution of the La Quinta City Council on an annual basis, before the end of each fiscal year (June). 151 Page 2 of 28 City of La Quinta Statement of Investment Policy July 1, 2019 through June 30, 2020 Adopted by the City Council on October 15, 2019 I. GENERAL PURPOSE The general purpose of this document is to provide the rules and standards that must be followed in administering the City of La Quinta's deposits and investments. II. INVESTMENT POLICY It is the policy of the City of La Quinta to deposit and invest public funds in a manner that shall conform to all State and local statutes governing the investment of public funds and set forth the permissible deposits and investments of the City's funds and the limitations thereon. III. SCOPE Except as further detailed in Sections XVI and XVII, this Investment Policy applies to all deposits and investments of the City of La Quinta, the Successor Agency to the City of La Quinta Redevelopment Agency, and the City of La Quinta Financing and Housing Authorities. These funds are reported in the City's Comprehensive Annual Financial Report (CAFR) and include all funds within the following fund types: General Special Revenue Capital Projects Debt Service Enterprise Internal Service Trust and Agency Any new fund types and fund(s) that may be created. Financial assets and investment activity not subject to this policy The City's Investment Policy does not apply to the following: Cash and Investments raised from Conduit Debt Financing; Funds held in trust in the City's name in pension or other post-retirement benefit programs; Cash and Investments held in lieu of retention by banks or other financial institutions for construction projects; and Short or long-term loans made to other entities by the City or Agency, Short term (Due to/from) or long term (Advances from/to) obligations made either between the City and its funds or between the City and Agency. Investment of bond proceeds: The City's Investment Policy shall not govern bond proceeds and bond reserve fund investments. California Code Section 152 Page 3 of 28 5922(d) governs the investment of bond proceeds and reserve funds in accordance with bond indenture provisions. Arbitrage Requirement - The US Tax Reform Act of 1986 requires the City to perform arbitrage calculations as required and return excess earnings to the US Treasury from investments of proceeds of bond issues sold after the effective date of this law. These arbitrage calculations may be contracted with an outside source to provide the necessary technical assistance to comply with this regulation. Investable funds subject to the 1986 Tax Reform Act will be kept segregated from other funds and records will be kept in a fashion to facilitate the calculations. The City's investment position relative to the new arbitrage restrictions is to continue pursuing the maximum yield on applicable investments while ensuring the safety of capital and liquidity. It is the City's position to continue maximization of yield and to rebate excess earnings, if necessary. IV. OBJECTIVES The objectives of the City's investment activity, in order of priority and importance, are: A. Safety of Principal Safety of principal is the foremost objective of the City's investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of principal of the overall portfolio in accordance with the permissible deposits and investments. The City shall endeavor to preserve its investment principal by making only permissible deposits and investments, undertaken in a controlled manner to minimize the possibility of loss or misappropriation through malfeasance or otherwise. Investments not backed by the full faith and credit of the United States Government shall be diversified by allocating assets between different types of permissible investments, maturities, and issuers as a means to mitigate credit risk and interest rate risk. 1. Credit Risk is the risk of loss from the failure of the security issuer or backer. Credit risk may be mitigated by:  Limiting investments to investment grade securities as permitted in Section X; and  Diversifying the issuers of the securities in the investment portfolio so that potential losses due to issuer failure or individual securities downgrades may be minimized. 2. Interest Rate Risk is the risk that market values of securities in the portfolio will decline due to changes in general interest rates. Interest rate risk may be mitigated by: 153 Page 4 of 28  Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity; and  Investing operating funds primarily in shorter-term securities. 3. Liquidity Risk is the risk that a security cannot be liquidated because of its unique features or structure or because it is thinly traded. Liquidity risk is not a material issue for the City's portfolio because of the permissible deposits and investments (see Section X). A discussion of the City's investment process and risk is presented in Appendix E. B. Provide Liquidity The investment portfolio shall remain sufficiently liquid to meet all of the City's cash needs that may be reasonably anticipated. This is accomplished by structuring the portfolio so that sufficient liquid funds are available to meet anticipated demands. Furthermore, since all possible cash needs cannot be anticipated the portfolio should be diversified and consist of securities with active secondary or resale markets. The City's policy is to generally hold securities and other investments to maturity. Accordingly, securities may be sold prior to maturity under certain circumstances as follow:  A security with declining credit quality can be sold early to minimize loss of principal.  Unanticipated liquidity needs of the portfolio require that one or more securities be sold.  When a sale/repurchase is fiscally advantageous based on market conditions and fits the needs of the portfolio C. Yield a Risk-Based Market Rate of Return The City's investment portfolio shall be structured with the objective of yielding a risk- based market rate of return throughout budgetary and economic cycles. Return on investment is less important than the safety and liquidity objectives described above. The City's Investment Policy does not specify a single benchmark as a goal or target yield for a rate of return on its investment portfolio. The portfolio's rates of return will be influenced by several factors, including actions by the Federal Reserve Board, the marketplace, and overall economic perceptions and conditions. Performance Standards: As a basis for comparison only, the Treasurer's quarterly reports will display the rates of return on the three-month Bill, six-month Bill, and one and two-year U.S. Treasury Note, comparable-period rates for commercial paper, and the yield for the State Treasurer's Local Agency Investment Fund (LAIF). The Treasurer may use these or any other published rates of return 154 Page 5 of 28 that the Treasurer deems appropriate for comparison to the return on the City's investment portfolio. The investment portfolio shall be designed with the objective of obtaining a market rate of return throughout budgetary and economic cycles, commensurate with the investment risk constraints and the cash flow needs. V. MAXIMUM MATURITIES It is the City's policy to generally hold securities and other investments until maturity. This buy- and-hold policy shall not prevent the sale of a security as listed in section IV.B The general buy-and-hold strategy requires that the City's investment portfolio be structured so that sufficient liquid funds are available from maturing investments and other sources to meet all reasonably anticipated cash needs. The City shall follow Title 5 of the California Government Code §53601 (the “State Code”) regarding maximum maturities, in that “no investment shall be made in any security…that at the time of the investment has a term remaining to maturity in excess of five years”. VI. PRUDENCE and FIDUCIARY DUTY The City shall follow the State Code §53600.3 regarding fiduciary duty and the Prudent Investor Standard as follows: Except as provided in subdivision (a) of §27000.3, all governing bodies of local agencies or persons authorized to make investment decisions on behalf of those local agencies investing public funds pursuant to this chapter are trustees and therefore fiduciaries subject to the prudent investor standard. When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency. Within the limitations of this section and considering individual investments as part of an overall strategy, investments may be acquired as authorized by law. VII. AUTHORITY Authority to manage the City's investment portfolio is derived from Chapter 3.08 of the City's Municipal Code. Management responsibility for the investment program is delegated to the City Treasurer for a period of one year pursuant to the City Council's annual adoption of the Investment Policy. 155 Page 6 of 28 The City Treasurer shall establish written procedures for the operation of the investment program consistent with the Investment Policy. Procedures should include reference to safekeeping, wire transfer agreements, banking service contracts, and collateral/depository agreements. Such procedures shall include explicit delegation of authority to persons responsible for investment transactions. No person may engage in an investment transaction except as provided under the terms of this Investment Policy and the procedures established by the City Treasurer. The City Treasurer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials. VIII. ETHICS AND CONFLICTS OF INTEREST The City Manager, City Treasurer and city employees involved in the City's banking and investment process shall conduct the City's business in an ethical manner and refrain from any activity or relationship that may be, or have the appearance of, a conflict of interest. The City will maintain compliance with the procedures set forth in the Conflicts of Interest and Acceptance of Gifts and other Gratuities section of the City of La Quinta Personnel Manual and the City’s Municipal Code Chapter 2.60 Conflicts of Interest. Any questionable activity or relationship shall be reported immediately; reporting must be made in accordance with the personnel policies of the City and, until resolved, the officer or employee shall refrain from participating in the City's business related to the matter. The City Manager, City Treasurer, and City employees may conduct personal business with banks, brokers, and other financial institutions that are authorized to conduct business with the City provided that the terms of the activity to the accountholder with the City are the same as those that are available to the public in general, or to all employees as a result of contract negotiations. IX. AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS The City Treasurer maintains a listing of financial institutions which are approved for direct investment purposes, as well as a list of approved broker/dealers. 1. Broker/Dealers who desire to become bidders for direct investment transactions must supply the City with the following:  Current audited financial statements;  Proof of Financial Industry Regulatory Authority (FINRA) Certification;  Proof of State of California registration;  Resume of Financial broker; and  Completion of the City of La Quinta Broker/Dealer questionnaire, which contains a certification of having read the City's Investment Policy. The City Treasurer shall evaluate the documentation submitted by the broker/dealer and independently verify existing reports on file for any firm and individual conducting investment related business. 156 Page 7 of 28 The City Treasurer will also contact the following agencies during the verification process:  Financial Industry Regulatory Authority (FINRA) Public Disclosure Report File (1-800- 289-9999).  State of California Department of Corporations (1-916-445-3062). A professional investment manager or management firm, if engaged by the City pursuant to Section X of this policy, may utilize their own list of approved broker/dealers on the condition that any such list is provided to the City upon request. All Broker/Dealers and financial institutions that provide investment services will be subject to City Council approval. An annual review of the financial condition and registrations of approved broker/dealers will be conducted by the City Treasurer or designee. Current audited financial statements and/or SSAE 16 internal control (SOC-1) reports will be maintained on file for each financial institution and broker/dealer with which the City conducts business. Each mutual fund shall provide a prospectus and statement of additional information. 2. Financial Institutions will be required to meet the following criteria in order to receive City funds for deposit or investment (see Appendix D, "Listing of Approved Financial Institutions"):  Insurance - Public Funds shall be deposited only in financial institutions having accounts insured by the Federal Deposit Insurance Corporation (FDIC).  Disclosure - Each financial institution maintaining invested funds in excess of the FDIC insured amount shall furnish the City a copy of the most recent Call Report. The City shall not invest in excess of the FDIC insured amount in banking institutions which do not disclose to the city a current listing of securities pledged for collateralization in public monies. X. PERMISSIBLE DEPOSITS AND INVESTMENTS It is the City’s policy to follow Title 5 of the California Government Code (the “State Code”) in regard to allowable securities, and to be sufficiently diversified with regard to security type and issuer. Permissible deposits and investments, as allowed by Chapter 4, Part 1, Division 2, Title 5 (hereinafter cited by §), include, but are not limited to, the following: Checking, Savings, and Sweep Accounts - The City will only maintain checking and savings, accounts with state or national banks, savings associations, federal associations, and/or credit unions in accordance with §53635.2. 157 Page 8 of 28  Collateralization: The amount of the City's deposits or investments not insured by the FDIC shall be collateralized by securities in accordance with §53652. The Treasurer may invest in an interest-bearing active deposit account as approved in §53632. The deposit account must be collateralized with securities that are in accordance with §53632.5. In addition, the market value of the collateralized securities must be maintained in accordance with §53652 and be held by a custodian in accordance with the requirements of §53656. The proportion of the City's share of the deposit account shall be determined in accordance with §53658. Certificates of Deposit (Negotiable and Non-negotiable) – As authorized in §53601(i), the City may invest in Non- Negotiable and Negotiable Certificates of Deposits (CD) up to 30% of the overall portfolio. In no instance shall a CD or combined CD’s with a single issuer exceed the FDIC or NCUSIF insurance limit of $250,000. U.S. Treasury Bills, Notes, and Bonds – As authorized in §53601(b), the City may invest in U.S. Treasury bills, notes, and bonds directly issued and backed by the full faith and credit of the U.S. Government. The City's Investment Policy provides for investments in U.S. Treasury issues of 100% of the portfolio. U.S. Government Agency Securities and Federal Government Securities – As authorized in §53601(f), the City may invest in securities issued by U.S. Government instrumentalities and agencies (commonly referred to as government sponsored enterprises or GSE's). These securities may not be backed by the full faith and credit of the U.S. Government (with the exception of Government National Mortgage Association (GNMA) securities). Examples of GSE's include Federal National Mortgage Association (FNMA), Federal Home Loan Mortgage Corporation (FHLMC) Federal Home Loan Bank (FHLB), Federal Farm Credit Bank (FFCB), Federal Land Bank (FLB), Federal Intermediate Credit Bank (FICB), and GNMA securities. The City's Investment Policy allows investment only in securities of GNMA, FNMA, FHLMC, FHLB and FFCB. For Fiscal Year 2019-20, the maximum face amount per issuer is $20 million and the maximum face amount per purchase is $10 million. Prime Commercial Paper - As authorized in §53601(h), a portion of the City's portfolio may be invested in commercial paper of the highest rating as provided for by a nationally recognized statistical rating organization (NRSRO) such as Moody’s, Fitch, or Standard & Poor’s (S&P). There are a number of other qualifications regarding investments in commercial paper based on the financial strength of the corporation and the size of the investment. Up to 25% of the portfolio may be invested, with no more than 10% of the outstanding paper of any single issuer. 158 Page 9 of 28 Local Agency Investment Fund (LAIF) - As authorized in §16429.1 and by LAIF procedures, local government agencies are each authorized to invest a maximum of $65 million per account in this investment program administered by the California State Treasurer. The City Treasurer may not invest more than $65 million per account in LAIF. Money Market Mutual Funds - As authorized in §53601(l), local agencies are authorized to invest in shares of beneficial interest issued by diversified management companies (mutual funds) in an amount not to exceed 20% of the agency's portfolio. There are a number of other qualifications and restrictions regarding allowable investments in corporate notes and shares of beneficial interest issued by mutual funds which include (1) attaining the highest ranking or the highest letter and numerical rating provided by not less than two of the three largest nationally recognized rating services, or (2) having an investment advisor registered with the Securities and Exchange Commission with not less than five years' experience investing in the securities and obligations and with assets under management in excess of five hundred million dollars ($500,000,000). Corporate Notes - As authorized in §53601(k), local agencies may invest in corporate notes. The notes must be issued by corporations organized and operating in the United States or by depository institutions licensed by the United States or any other state and operating in the United States. The City's Investment Policy allows investment in corporate notes authorized by the Government Code with the following limitations: Maximum 30% of the portfolio; Maturities shall not exceed five years from date of purchase; Eligible notes shall be regularly quoted and traded in the marketplace; Eligible notes shall be in a rating category of "AA" or better by an NRSRO; The maximum aggregate investment in each issuer shall not exceed $5 million (PAR value). Professionally Managed Account(s)- The City Treasurer may place up to 50% of the portfolio with a professional portfolio management/investment management firm (firm) The firm will be approved by the City Council based upon the City Treasurer's recommendation pursuant to completion of a public request for proposal (RFP). The firm shall have: An established professional reputation for asset or investment management; Knowledge and working familiarity with State and Federal laws governing and restricting the investment of public funds; Substantial experience providing investment management services to local public agencies whose investment policies and portfolio size are similar to those of the City; Professional liability (errors and omissions) insurance and fidelity bonding in such amounts as are required by the City; and 159 Page 10 of 28 Registration with the Securities and Exchange Commission under the Investment Advisers Act of 1940 Before engagement by the City and except as may be specifically waived or revised, the firm shall commit to adhere to the provisions of the City's Investment Policy with the following exceptions: The firm may be granted the discretion to purchase and sell investment securities in accordance with this Investment Policy; The firm is not required to adhere to a buy-and-hold policy; and The firm does not need City Manager or City Treasurer approval to make permissible investments. Local Agency Bonds and California Local Agency Obligations – As authorized in §53601(a) and §53601(e), the City may invest in California local agency obligations. §53601(a) pertains to investing in bonds issued by a local agency, or by the department, board, agency or authority of the local agency. §53601(e) pertains to investing in bonds and other defined indebtedness of any local agency, or department, board, agency or authority of the local agency within the State of California. The Agency obligations must be invested in the long-term rating category of A or better by an NRSRO. In the case of an initial public offering, including refinancings, the Treasurer may purchase directly from the Bond Underwriter. In the case of secondary issues, the Treasurer will rely on the approved Broker/Dealers. XI. INVESTMENT POOLS There are three (3) types of investment pools: State-run pools (e.g., LAIF); Pools that are operated by a political subdivision where allowed by law and the political subdivision is the trustee (e.g., County Pools, and Joint Powers Authorities such as the California Asset Management Program (CAMP)); and Pools that are operated for profit by third parties (e.g. money market funds). The City's Investment Policy permits investment in pools and money market funds as authorized by State Code §16429.1, §53601(l) and §53601(p). XII. PAYMENT AND CUSTODY The City shall engage qualified third-party custodians to act in a fiduciary capacity to maintain appropriate evidence of the City's ownership of securities and other eligible investments. Such custodians shall disburse funds received from the City for a purchase, to the broker, dealer or seller only after receiving evidence that the City has legal, record ownership of the securities. 160 Page 11 of 28 Even though ownership is evidenced in book-entry form rather than by actual certificates, this procedure is commonly referred to as the delivery versus payment (DVP) method for the transfer of securities. XIII. INTEREST EARNING DISTRIBUTION POLICY Interest earnings are generated from pooled investments and specific investments. The following provisions apply to the calculation and distribution of interest earnings. 1. Pooled Investments - It is the general policy of the City to pool all available operating cash of the City of La Quinta, Successor Agency to the City of La Quinta Redevelopment Agency, La Quinta Financing Authority, and La Quinta Housing Authority, and to allocate interest earnings as a payment to each fund of an amount based on the month-end cash balance included in the common portfolio for the earning period. 2. Specific Investments - Specific investments purchased by a fund shall incur all earnings and expenses to that particular fund. XIV. INTERNAL CONTROLS AND INDEPENDENT AUDITOR The City Treasurer shall establish a system of internal controls to accomplish the following objectives:  Safeguard assets;  The orderly and efficient conduct of its business, including adherence to management policies;  Prevention or detection of errors and fraud;  The accuracy and completeness of accounting records; and  Timely preparation of reliable financial information. While no internal control system, however elaborate, can guarantee absolute assurance that the City's assets are safeguarded, it is the intent of the City's internal control to provide a reasonable assurance that management of the investment function meets the City's objectives. The internal controls shall address the following:  Control of collusion. Collusion is a situation where two or more employees are working in conjunction to defraud their employer.  Separation of transaction authority from accounting and record keeping. By separating the person who authorizes or performs the transaction from the people who record or otherwise account for the transaction, a separation of duties is achieved.  Custodial safekeeping. Securities purchased from any bank or dealer including appropriate collateral (as defined by State Law) shall be placed with an independent third party for custodial safekeeping. 161 Page 12 of 28  Avoidance of physical delivery securities. Book entry securities are much easier to transfer and account for since actual delivery of a document never takes place. Delivered securities must be properly safeguarded against loss or destruction. The potential for fraud and loss increases with physically delivered securities.  Clear delegation of authority to subordinate staff members. Subordinate staff members must have a clear understanding of their authority and responsibilities to avoid improper actions. Clear delegation of authority also preserves the internal control structure that is contingent on the various staff positions and their respective responsibilities as outlined in the Segregation of Major Investment Responsibilities appendices.  Written confirmation of telephone transactions for investments and wire transfers. Due to the potential for error and improprieties arising from telephone transactions, all telephone transactions shall be supported by written communications or electronic confirmations and approved by the appropriate person. Written communications may be via fax or email if on letterhead and the safekeeping institution has a list of authorized signatures. Fax correspondence must be supported by evidence of verbal or written follow-up.  Development of a wire transfer agreement with the City's bank and third- party custodian. This agreement should outline the various controls, security provisions, and delineate responsibilities of each party making and receiving wire transfers. The system of internal controls developed by the City shall be reviewed annually by the independent auditor in connection with the annual audit of the City's Financial Statements. The independent auditor's letter on internal control over financial reporting and compliance as it pertains to cash and investments, if any, shall be directed to the City Manager who will direct the City Treasurer to provide a written response to the independent auditor's letter. The auditor's letter, as it pertains, to cash and investment activities and the City Treasurer's response shall be provided to the City's Financial Advisory Commission for their consideration. Following the completion of each annual audit, the independent auditor shall meet with the Financial Advisory Commission and discuss the auditing procedures performed and the review of internal controls for cash and investment activities. See Appendix C, "Segregation of Major Investment Responsibilities." XV. REPORTING STANDARDS The City Treasurer shall submit a quarterly Treasurers Report to the City Council and the Financial Advisory Commission that includes all cash and investments under the authority of the Treasurer. In addition, the City Treasurer or designee shall ensure investment transactions are reported as they occur throughout the quarter. The Treasurer's Report shall summarize cash and investment activity and changes in balances and include the following: 162 Page 13 of 28  A certification by the City Treasurer;  A listing of purchases and sales/maturities of investments;  Cash and Investments categorized by authorized investments; LAIF will also be provided quarterly and show yield and maturity;  Comparison of month end actual holdings to Investment Policy limitations;  A two-year list of historical interest rates. XVI. REVIEW OF INVESTMENT PORTFOLIO The securities held by the City must be in compliance with this Policy at the time of purchase. Due to market conditions, some securities may no longer comply subsequent to the date of purchase, therefore an annual review of the portfolio will be conducted to identify any securities which may have fallen out of compliance. Any major incidences of noncompliance identified during such review will be reported to the Financial Advisory Commission for confirmation of staff recommendation regarding course of action. XVII. FINANCIAL ADVISORY COMMISSION - CITY OF LA QUINTA The Financial Advisory Commission (FAC) is composed of seven members from the public that are appointed by the City Council. The FAC’s membership, qualifications, and powers and duties are prescribed in Chapter 2.70 of the La Quinta Municipal Code and included in this policy as Appendix A. On an annual basis, in conjunction with the Political Reform Act disclosure statutes, or at any time if a change in circumstances warrants, each commissioner will provide the City Council with a disclosure statement which identifies any matters that have a bearing on the appropriateness of that member's service on the FAC. All commissioners shall report annually to the City Clerk on Form 700, Statement of Economic Interests, any activities, interests, or relationships that may be, or have the appearance of, a conflict of interest. XVIII. INVESTMENT POLICY ADOPTION The City's Investment Policy will be reviewed annually by the City's Financial Advisory Commission and the City Treasurer. The Financial Advisory Commission will forward the Investment Policy with any revisions to the City Manager and City Attorney for their review and comment. A joint meeting will be held with the Financial Advisory Commission, City Manager, City Attorney, and City Treasurer to review the Investment Policy and any comments prior to submission to the City Council for their consideration. The Investment Policy shall be adopted by resolution of the City Council annually before the end of June of each year. 163 Page 14 of 28 City of La Quinta Municipal Code Chapter 2.70 FINANCIAL ADVISORY COMMISSION 2.70.010 General rules regarding the financial advisory commission. Except as set out below, see Chapter 2.06 for general provisions. 2.70.020 Number of members. The financial advisory commission ("FAC") shall initially consist of seven members appointed by, and serving at the will of, the city council. The city council may increase or decrease the number of members from time to time but in no event shall the membership exceed nine members or be less than five members. 2.70.030 Qualifications of members. A. In addition to the qualification requirements set forth in Section 2.06.040 of this code, a minimum of three of the members shall be finance professionals and shall have a verifiable background in finance and/or securities, preferably with knowledge and/or experience in markets, financial controls and accounting for securities. B. For those applying for the professional position, background information will be requested, and potential candidates must agree to a background check and verification by the city manager or designee. 2.70.040 Powers and duties. A. The principal functions of the FAC are: 1. Review at least annually the city's investment policy and recommend appropriate changes; 2. Review at least quarterly the treasury report and note compliance with the investment policy and adequacy of cash and investments for anticipated obligations; 3. Receive and consider other reports provided by the city treasurer; 4. Meet with the independent auditor after completion of the annual audit of the city's financial statements, and receive and consider the auditor's comments on auditing procedures, internal controls, and findings for cash and investment activities; 5. Review at least annually the revenue derived from the one percent (1%) transactions and use tax instituted by voters in November 2016 to ensure these funds are used to provide services, programs and capital projects in the city of La Quinta. APPENDIX A 164 Page 15 of 28 6. Serve as a resource for the city treasurer on matters such as proposed investments, internal controls, use of or change of financial institutions, custodians, brokers and dealers. B. The FAC will report to the city council after each meeting either in person or through correspondence at a regular city council meeting. (Ord. 556 § 1, 2017) 2.70.050 References to the Investment Advisory Board. If any other chapter(s) or section(s) in this code refers to the Investment Advisory Board, that chapter(s) or section(s) shall be deemed to refer to the Financial Advisory Commission established by the ordinance amending chapter 2.70 of this code 165 Page 16 of 28 City of La Quinta Municipal Code Chapter 3.08 INVESTMENT OF MONEYS AND FUNDS 3.08.010 Investment of city moneys and deposit of securities. Pursuant to, and in accordance with, and to the extent allowed by Sections 53607 and 53608 of the California Government Code, the authority to invest and reinvest moneys of the city, to sell or exchange securities, and to deposit them and provide for their safekeeping, is delegated to the city treasurer, which, for purposes of this chapter, is defined in Section 2.12.010 of this code. (Ord. 529 § 1, 2015; Ord. 2 § 1, 1982) 3.08.020 Authorized investments. Pursuant to the delegation of authority in Section 3.08.010, the city treasurer is authorized to purchase, at their original sale or after they have been issued, securities which are permissible investments under the city council adopted city investment policy and any provision of state law relating to the investing of general city funds, including, but not limited to, Sections 53601 and 53635 of the California Government Code, as said sections now read or may hereafter be amended, from moneys in the city treasurer's custody which are not required for the immediate necessities of the city and as he or she may deem wise and expedient, and to sell or exchange for other eligible securities and reinvest the proceeds of the securities so purchased. (Ord. 529 § 1, 2015; Ord. 2 § 1, 1982) 3.08.030 Sales of Securities. From time to time the city treasurer shall sell the securities in which city moneys have been invested pursuant to this chapter, so that the proceeds may, as appropriate, be applied to the purchase for which the original purchase money may have been designated or placed in the city treasury. (Ord.2 § 1 1982) 3.08.040 City bonds. Bonds issued by the city and purchased pursuant to this chapter may be cancelled either in satisfaction of sinking fund obligations or otherwise if proper and appropriate; provided, however, that the bonds may be held uncancelled and while so held may be resold. (Ord. 2 § 1 (part), 1982) 3.08.050 Reports. The city treasurer shall make a quarterly report to the city council of all investments made pursuant to the authority delegated in this chapter and as permitted by Section 53646(b)(1) of the Government Code. (Ord. 529 § 1, 2015; Ord. 2 § 1, 1982) 3.08.060 Deposits of securities. APPENDIX B 166 Page 17 of 28 Pursuant to the delegation of authority in Section 3.08.010, the city treasurer is authorized to deposit for safekeeping, the securities in which city moneys have been invested pursuant to this chapter, in any institution or depository authorized by the city council adopted investment policy and terms of any state law, including, but not limited to, Section 53608 of the Government Code, as it now reads or may hereafter be amended. In accordance with said section, the city treasurer shall take from the institution or depository a receipt for the securities so deposited and shall not be responsible for the securities delivered to and receipted for by the institution or depository until they are withdrawn therefrom by the city treasurer. (Ord. 529 § 1, 2015; Ord. 2 § 1, 1982) 3.08.070 Trust fund administration. Any departmental trust fund established by the city council pursuant to Section 36523 of the Government Code shall be administered by the city treasurer in accordance with Section 36523 and 36524 of the Government Code and any other applicable provisions of law. (Ord. 2 § 1, 1982) 167 Page 18 of 28 Function Responsible Parties Develop and recommend modifications to the City's formal Investment Policy City Treasurer, Financial Services Analyst, and Financial Advisory Commission Review City's Investment Policy and recommend City Council action City Manager and City Attorney Adopt formal Investment Policy City Council Implement formal Investment Policy City Treasurer Review financial institutions and select investments City Treasurer or Financial Servies Analyst Acknowledge investment selections City Manager or his/her designee Execute investment transactions City Manager, City Treasurer, or Financial Services Analyst Confirm wires Senior Accountant or Accountant Record investment transactions in City's accounting records Senior Accountant or Accountant Investment cerification- match broker confirmation to City's investment records City Treasurer or Financial Servies Analyst Reconcile investment records to accounting records and bank statements Financial Services Analyst Reconcile investment records to treasurer's report of investments Senior Accountant or Financial Services Analyst Security of investments at City Senior Accountant or Management Assistant Security of investments outside of City Third Party Custodian Review internal control procedures External Auditor SEGREGATION OF MAJOR INVESTMENT RESPONSIBILITIES APPENDIX C 168 Page 19 of 28 Banking Services -Wells Fargo Bank, Government Services, Los Angeles, CA (Banking Services) -Bank of the West, San Francisco, CA (Banking Services) Custodian Services -The Bank of New York Mellon/Pershing LLC -Stifel Deferred Compensation -International City/County Management Association (ICCMA) Retirement Corporation Broker/Dealer Services -Stifel, Nicholaus, & Company, Inc. -Higgins Capital Management, Inc. -Great Pacific Securities Government/Joint Powers Authority Pools -State of California Local A gency Investment Fund (LAIF) -California Asset Management Program (CAMP) Trustee Services -US Bank (1) Other Post Employment Benefits (OPEB) Trust -California Employers' Retirement Benefits Trust (CERBT)/CalPERS Pension Trust - Administration -Public Agency Retirement Services (PARS) Listing of Approved Financial Institutions (1) US Bank is the fiscal agent for all of the following bonds: 2013, 2014, and 2016 Successor Agency to the La Quinta Redevelopment Agency (RDA) Bonds. US Bank is also the trustee and asset custodian for the PARS pension trust. APPENDIX D 169 Page 20 of 28 Investment Management Process and Risk Except as provided for in Section 27000.3, Government Code Section 53600.3 declares as a trustee each person, treasurer, or governing body authorized to make investment decisions on behalf of local agencies. Trustees are subject to the prudent investor standard. These persons shall act with care, skill, prudence, and diligence under the circumstances then prevailing when investing, reinvesting, purchasing, acquiring, exchanging, selling, and managing funds. Section 53600.5 further stipulates that the primary objective of any person investing public funds is to safeguard principal; secondly, to meet liquidity needs of the depositor; and lastly, to achieve a return or yield on invested funds (Government Code Section 27000.5 specifies the same objectives for county treasurers and board of supervisors). Risk is inherent throughout the investment process. There is investment risk associated with any investment activity and opportunity risk related to inactivity. Market risk is derived from exposure to overall changes in the general level of interest rates while credit risk is the risk of loss due to the failure of the insurer of a security. The market value of a security varies inversely with the level of interest rates. If an investor is required to sell an investment with a five percent yield in a comparable seven percent rate environment, that security will be sold at a loss. The magnitude of that loss will depend on the amount of time until maturity. Purchasing certain allowable securities with a maturity of greater than five years requires approval of the governing board (see Government Code Section 53601). Part of that approval process involves assessing and disclosing the risk and possible volatility of longer-term investments Another element of risk is liquidity risk. Instruments with call features or special structures, or those issued by little known companies, are examples of "story bonds" and are often thinly traded. Their uniqueness often makes finding prospective buyers in a secondary market more difficult and, consequently, the securities' marketability and price are discounted. However, under certain market conditions, gains are also possible with these types of securities. Default risk represents the possibility that the borrower may be unable to repay the obligation as scheduled. Generally, securities issued by the federal government and its agencies are considered the most secure, while securities issued by private corporations or negotiable certificates of deposit issued by commercial banks have a greater degree of risk. Securities with additional credit enhancements, such as bankers acceptances, collateralized repurchase agreements and collateralized bank deposits are somewhere between the two on the risk spectrum. The vast majority of portfolios are managed within a buy and hold policy. Investments are purchased with the intent and capacity to hold that security until maturity. At times, market forces or operations may dictate swapping one security APPENDIX E 170 Page 21 of 28 for another or selling a security before maturity. Continuous analysis and fine tuning of the investment portfolio are considered prudent investment management. The Government Code contains specific provisions regarding the types of investments and practices permitted after considering the broad requirement of preserving principal and maintaining liquidity before seeking yield. These provisions are intended to promote the use of reliable, diverse, and safe investment instruments to better ensure a prudently managed portfolio worthy of public trust. Source: Chapter II. Fund Management from the Local Agency Investment Guidelines Issued by California Debt and Investment Advisory Commission 171 Page 22 of 28 GLOSSARY (Adopted from the Municipal Treasurers Association) The purpose of this glossary is to provide the reader of the City of La Quinta investment policies with a better understanding of financial terms used in municipal investing. AGENCIES: Federal agency securities and/or Government-sponsored enterprises. ASKED: The price at which securities are offered. BANKERS' ACCEPTANCE (BA): A draft or bill or exchange accepted by a bank or trust company. The accepting institution guarantees payment of the bill, as well as the issuer. BID: The price offered by a buyer of securities. (When you are selling securities, you ask for a bid.) See Offer. BROKER: A broker brings buyers and sellers together for a commission. CERTIFICATE OF DEPOSIT (CD): A time deposit with a specific maturity evidenced by a certificate. Large- denomination CD's are typically negotiable. COLLATERAL: Securities, evidence of deposit or other property which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies. COMMERCIAL PAPER: Short-term unsecured promissory notes issued by a corporation to raise working capital. These negotiable instruments are purchased at a discount to par value or at par value with interest bearing. Commercial paper is issued by corporations such as General Motors Acceptance Corporation, IBM, Bank America, etc. COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR): The official annual report for the City of La Quinta. It includes five combined statements for each individual fund and account group prepared in conformity with GAAP. It also includes supporting schedules necessary to demonstrate compliance with finance-related legal and contractual provisions, extensive introductory material, and a detailed Statistical Section. CONDUIT FINANCING: A form of Financing in which a government or a government agency lends its name to a bond issue, although it is acting only as a conduit between a specific project and bond holders. The bond holders can look only to the revenues from the project being financed for repayment and not to the government or agency whose name appears on the bond. COUPON: (a) The annual rate of interest that a bond's issuer promises to pay the bondholder on the bond's face value. (b) A certificate attached to a bond evidencing interest due on a payment date. DEALER: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and selling for his own account. DEBENTURE: A bond secured only by the general credit of the issuer. APPENDIX F 172 Page 23 of 28 DELIVERY VERSUS PAYMENT: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt. Delivery versus payment is delivery of securities with an exchange of money for the securities. Delivery versus receipt is delivery of securities with an exchange of a signed receipt for the securities. DERIVATIVES: (1) Financial instruments whose return profile is linked to, or derived from, the movement of one or more underlying index or security, and may include a leveraging factor, or (2) financial contracts based upon notional amounts whose value is derived from an underlying index or security (interest rates, foreign exchange rates, equities or commodities). DISCOUNT: The difference between the cost price of a security and its maturity when quoted at lower than face value. A security selling below original offering price shortly after sale also is considered to be at a discount. DISCOUNT SECURITIES: Non-interest-bearing money market instruments that are issued at discount and redeemed at maturity for full face value DIVERSIFICATION: Dividing investment funds among a variety of securities offering independent returns. FEDERAL CREDIT AGENCIES: Agencies of the Federal government set up to supply credit to various classes of institutions and individuals, e.g., S&L's, small business firms, students, farmers, farm cooperatives, and exporters. FNMAs (Federal National Mortgage Association) - Like GNMA was chartered under the Federal National Mortgage Association Act in 1938. FNMA is a federal corporation working under the auspices of the Department of Housing and Urban Development (HUD). It is the largest single provider of residential mortgage funds in the United States. Fannie Mae, as the corporation is called, is a private stockholder-owned corporation. The corporation's purchases include a variety of adjustable mortgages and second loans, in addition to fixed-rate mortgages. FNMA's securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security holders will receive timely payment of principal and interest. FHLBs (Federal Home Loan Bank Notes and Bonds) - Issued by the Federal Home Loan Bank System to help finance the housing industry. The notes and bonds provide liquidity and home mortgage credit to savings and loan associations, mutual savings banks, cooperative banks, insurance companies, and mortgage-lending institutions. They are issued irregularly for various maturities. The minimum denomination is $5,000. The notes are issued with maturities of less than one year and interest is paid at maturity. FLBs (Federal Land Bank Bonds) - Long-term mortgage credit provided to farmers by Federal Land Banks. These bonds are issued at irregular times for various maturities ranging from a few months to ten years. The minimum denomination is $1,000. They carry semi- annual coupons. Interest is calculated on a 360-day, 30-day month basis. FFCBs (Federal Farm Credit Bank) – Debt instruments used to finance the short and intermediate term needs of farmers and the national agricultural industry. They are 173 Page 24 of 28 issued monthly with three- and six-month maturities. The FFCB issues larger issues (one to ten year) on a periodic basis. These issues are highly liquid. FICBs (Federal Intermediate Credit Bank Debentures) - Loans to lending institutions used to finance the short-term and intermediate needs of farmers, such as seasonal production. They are usually issued monthly in minimum denominations of $3,000 with a nine-month maturity. Interest is payable at maturity and is calculated on a 360-day, 30-day month basis. FHLMCs (Federal Home Loan Mortgage Corporation) - a government sponsored entity established in 1970 to provide a secondary market for conventional home mortgages. Mortgages are purchased solely from the Federal Home Loan Bank System member lending institutions whose deposits are insured by agencies of the United States Government. They are issued for various maturities and in minimum denominations of $10,000. Principal and interest is paid monthly. Other federal agency issues are Small Business Administration notes (SBA's), Government National Mortgage Association notes (GNMA's), and Tennessee Valley Authority notes (TVA's). FEDERAL DEPOSIT INSURANCE CORPORATION (FDIC): A federal agency that insures bank deposits, currently up to $250,000 per deposit per entity. FEDERAL FUNDS RATE: The rate of interest at which Fed funds are traded. This rate is currently pegged by the Federal Reserve through open- market operations. FEDERAL HOME LOAN BANKS (FHLB): Government sponsored wholesale banks (currently 12 regional banks) which lend funds and provide correspondent banking services to member commercial banks, thrift institutions, credit unions and insurance companies. The mission of the FHLBs is to liquefy the housing related assets of its members who must purchase stock in their district Bank. FEDERAL OPEN MARKET COMMITTEE (FOMC): Consists of seven members of the Federal Reserve Board and five of the twelve Federal Reserve Bank Presidents. The President of the New York Federal Reserve Bank is a permanent member, while the other Presidents serve on a rotating basis. The Committee periodically meets to set Federal Reserve guidelines regarding purchases and sales of Government Securities in the open market as a means of influencing the volume of bank credit and money. FEDERAL RESERVE SYSTEM: The central bank of the United States created by Congress and consisting of a seven-member Board of Governors in Washington, D.C., 12 regional banks and about 3,000 commercial banks that are members of the system. GOVERNMENT NATIONAL MORTGAGE ASSOCIATION (GNMA or Ginnie Mae): Securities influencing the volume of bank credit guaranteed by GNMA and issued by mortgage bankers, commercial banks, savings and loan associations, and other institutions. Security holder is protected by full faith and credit of the U.S. Government. Ginnie Mae securities are backed by the FHA, VA or FMHM mortgages. The term "pass- throughs" is often used to describe Ginnie Maes. 174 Page 25 of 28 LAIF (Local Agency Investment Fund): - A special fund in the State Treasury which local agencies may use to deposit funds for investment. There is no minimum investment period, the minimum transaction is $5,000 and the City follows the state guidance for maximum total balance. The City is restricted to a maximum of ten transactions per month. It offers high liquidity because deposits can be converted to cash in 24 hours and no interest is lost. All interest is distributed to those agencies participating on a proportionate share basis determined by the amounts deposited and the length of time they are deposited. Interest is paid quarterly. The State retains an amount for reasonable costs of making the investments, not to exceed one-half of one percent of the earnings. LIQUIDITY: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value. In the money market, a security is said to be liquid if the spread between bid and asked prices is narrow and reasonable size can be done at those quotes. LOCAL GOVERNMENT INVESTMENT POOL (LGIP): The aggregate of all funds from political subdivisions that are placed in the custody of the State Treasurer for investment and reinvestment MARKET VALUE: The price at which a security is trading and could presumably be purchased or sold. MASTER REPURCHASE AGREEMENT: A written contract covering all future transactions between the parties to repurchase--reverse repurchase agreements that establish each party's rights in the transactions. A master agreement will often specify, among other things, the right of the buyer- lender to liquidate the underlying securities in the event of default by the seller-borrower. MATURITY: The date upon which the principal or stated value of an investment becomes due and payable. MONEY MARKET: The market in which short-term debt instruments (bills, commercial paper, bankers' acceptances, etc.) are issued and traded. NRSRO (NATIONALLY RECOGNIZED STATISTICAL RATING ORGANIZATION): A credit rating agency recognized by the Securities and Exchange Commission (SEC). Examples include Fitch Ratings, Inc., Moody’s Investor’s Services, Inc., and S&P Global Ratings, among others. OFFER: The price asked by a seller of securities. (When you are buying securities, you ask for an offer.) See Asked and Bid. OPEN MARKET OPERATIONS: Purchases and sales of government and certain other securities in the open market by the New York Federal Reserve Bank as directed by the FOMC in order to influence the volume of money and credit in the economy. Purchases inject reserves into the bank system and stimulate growth of money and credit; sales have the opposite effect. Open market operations are the Federal Reserve's most important and most flexible monetary policy tool. PORTFOLIO: Collection of all cash and securities under the direction of the City Treasurer, including Bond Proceeds. 175 Page 26 of 28 PRIMARY DEALER: A group of government securities dealers who submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC) registered securities broker- dealers, banks and a few unregulated firms. QUALIFIED PUBLIC DEPOSITORIES: A financial institution which does not claim exemption from the payment of any sales or compensating use or ad valorem taxes under the laws of this state, which has segregated for the benefit of the commission eligible collateral having a value of not less than its maximum liability and which has been approved by the Public Deposit Protection Commission to hold public deposits. RATE OF RETURN: The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity on a bond the current income return. REPURCHASE AGREEMENT (RP OR REPO) and REVERSE REPURCHASE AGREEMENTS (RRP or RevRepo): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed price on a fixed date. The security "buyer" in effect lends the "seller" money for the period of the agreement, and the terms of the agreement are structured to compensate him for this. Dealers use RP extensively to finance their positions. Exception: When the Fed is said to be doing RP, it is lending money that is increasing bank reserves. SAFEKEEPING: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank's vaults for protection. SECONDARY MARKET: A market made for the purchase and sale of outstanding issues following the initial distribution. SECURITIES & EXCHANGE COMMISSION: Agency created by Congress to protect investors in securities transactions by administering securities legislation. SEC RULE 15C3-1: See Uniform Net Capital Rule. SSAE 16: The Statement on Standards for Attestation Engagements No. 16 (SSAE 16) is a set of auditing standards and guidance on using the standards, published by the Auditing Standards Board (ASB) of the American Institute of Certified Public Accountants (AICPA) for redefining and updating how service companies report on compliance controls. The Service Organizational Control report (SOC-1) contains internal controls over financial reporting and is used by auditors and office controllers. STRUCTURED NOTES: Notes issued by Government Sponsored Enterprises (FHLB, FNMA, SLMA, etc.) and Corporations which have imbedded options (e.g., call features, step-up coupons, floating rate coupons, and derivative-based returns) into their debt structure. Their market performance is impacted by the fluctuation of interest rates, the volatility of the imbedded options and shifts in the shape of the yield curve. SURPLUS FUNDS: Section 53601 of the California Government Code defines surplus funds as any money not required for immediate necessities of the local agency. The City has defined immediate necessities to be payment due within one week. 176 Page 27 of 28 TREASURY BILLS: A non-interest- bearing discount security issued by the U.S. Treasury to finance the national debt. Most bills are issued to mature in three months, six months or one year. TREASURY BONDS: Long-term coupon-bearing U.S. Treasury securities issued as direct obligations of the U.S. Government and having initial maturities of more than 10 years. TREASURY NOTES: Medium-term coupon-bearing U.S. Treasury securities issued as direct obligations of the U.S. Government and having initial maturities from two to 10 years. UNIFORM NET CAPITAL RULE: Securities and Exchange Commission requirement that member firms as well as nonmember broker-dealers in securities maintain a maximum ratio of indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio. Indebtedness covers all money owed to a firm, including margin loans and commitments to purchase securities, one reason new public issues are spread among members of underwriting syndicates. Liquid capital includes cash and assets easily converted into cash. UNIFORM PRUDENT INVESTOR ACT: The State of California has adopted this Act. The Act contains the following sections: duty of care, diversification, review of assets, costs, compliance determinations, delegation of investments, terms of prudent investor rule, and application. YIELD: The rate of annual return on an investment, expressed as a percentage. (a) INCOME YIELD is obtained by dividing the current dollar income by the current market price for the security. (b) NET YIELD or YIELD TO MATURITY is the current income yield minus any premium above par or plus any discount from par in purchase price, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond. 177 178 Banking Services (1)-Wells Fargo Bank, Government Services, Los Angeles, CA (Banking Services) -Bank of the West, San Francisco, CA (Banking Services) Custodian Services -The Bank of New York Mellon/Pershing LLC -Stifel Deferred Compensation -International City/County Management Association (ICCMA) Retirement Corporation Broker/Dealer Services(1)-Bank of America Securites/Merrill Lynch -Morgan Stanley -CitiGroup -Stifel, Nicholaus, & Company, Inc.(2) -Higgins Capital Management Inc. -Great Pacific Securities Government/Joint Powers Authority Pools -State of California Local Agency Investment Fund (LAIF) -California Asset Management Program (CAMP) Bond Trustee Services -US Bank (3)(1) Other Post Employment Benefits (OPEB) Trust -California Employers' Retirement Benefits Trust (CERBT)/CalPERS Pension Trust - Administration -Public Agency Retirement Services (PARS) Listing of Approved Financial Institutions (1) (3) US Bank is the fiscal agent for all of the following bonds: 1998 RDA Project Area 1&2; 2001 RDA Project Area 1; 2002 RDA Project Area 1; 2003 RDA Project Area 1; 2004 Local Agency Revenue; 2013, 2014, Successor Agency; and 2016 Successor Agency to the La Quinta RDA Bonds.Assessment Districts. US Bank is also the trustee and asset custodian for the PARS pension trust. (2)Stifel acquired the City’s former broker, First Empire Securities, in 2019 and the name change was approved by City Council in March 2019 (1)An RFI for broker/dealer services and an RFP for banking have been issued by the City in 2019. This list may change during the 2019/20 fiscal year, subject to FAC review and City Council approval APPENDIX D ATTACHMENT 1 179 180 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: ADOPT RESOLUTION TO APPROVE CASH MANAGEMENT POLICY RECOMMENDATION Adopt a resolution to approve a Cash Management Policy. EXECUTIVE SUMMARY •The Financial Advisory Commission (FAC) reviewed and approved the Cash Management Policy (Policy) on October 9, 2019. •The Policy is new and would provide guidelines for standard citywide practices for receiving, processing, and handing cash. •Staff and the City Attorney have reviewed the proposed Policy to ensure it conforms to current laws and governmental accounting best practices. FISCAL IMPACT – None. BACKGROUND/ANALYSIS As an advisor to the Finance department, the FAC was asked to review and approve the recommended Policy on October 9, 2019. Currently, the City does not have a policy governing cash management but follows the procedures outlined in the Policy. Adopting a formal Policy was recommended by two external agencies – the City’s primary insurance carrier, California Joint Power Insurance Authority (CJPIA) and the State of California Department of Transportation (CalTrans). The Policy establishes citywide standard guidelines for cash management and cash equivalent transactions such as credit cards and checks. Furthermore, the Policy references additional reporting requirements for Federally funded procurements as governed under the Code of Federal Regulations (CFR) Title 2 Grant and Agreements, Part 200 Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, commonly known as Uniform Grant Guidance (UGG). To ensure compliance with current laws and regulatory requirements, the Policy was reviewed by Staff and the City Attorney. BUSINESS SESSION ITEM NO. 5 181 ALTERNATIVES: Council may deny approval of this Policy or recommend further changes, which adhere to external regulatory requirements. Prepared by: Claudia Martinez, Senior Accountant Approved by: Karla Romero, Finance Director 182 RESOLUTION NO. 2019 – XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ADOPTING A CASH MANAGEMENT POLICY WHEREAS, a cash management policy provides standard guidelines to City employees or other persons whose assigned duties involve handing cash for the proper and consistent procedures for receiving, processing, and handing cash; and WHEREAS, cash management policies provide transparency, accountability, and consistency; and WHEREAS, cash management policies enable the Finance Department and the City Manager to maintain a system of financial controls for the proper receipt, tracking, and reporting of city funds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: SECTION 1. The Cash Management Policy attached hereto as Exhibit A, and incorporated herein by reference, shall govern cash handling practices in order to ensure proper and consistent procedures for receiving, processing and handling cash. SECTION 2. This Policy, as applicable, shall constitute the procedures and rules governing the collection of revenues 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 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 upon its adoption. 183 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 2 of 11 PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council held on this 15th day of October 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 184 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 3 of 11 CASH MANAGEMENT POLICY 1.PURPOSE The purpose of this Cash Management Policy is to provide guidelines for standard citywide cash handling practices in order to ensure proper and consistent procedures for receiving, processing, and handling cash. 2.SCOPE This policy applies to all City Funds, employees, departments, volunteers, vendors, or other persons whose assigned duties involve handling City cash or funds must comply with the policies and procedures contained herein. Departments are responsible for ensuring that every employee, volunteer, vendor, or other person whose assigned duties involve handling City cash or funds adheres to this Policy. 3.GENERAL POLICY It is City of La Quinta’s (City) policy to protect the City’s assets, including cash, from theft, loss and misuse; and to ensure that the City receives, accurately records, and promptly deposits all cash and cash equivalents to which the City is entitled. Cash: may be comprised of, but not limited to coin, currency, checks, money orders, debit and credit card transactions, and electronic fund transfers. The City currently has designated revenue collection sites including: a.Finance Department b.The Hub c.Wellness Center d.Museum & Library e.SilverRock Golf Course f.Special Events - On an as needed basis, there may be situations requiring establishment of temporary receipting points, which collect cash on an ad- hoc basis (e.g. community festivals, golf tours). 4.MANAGEMENT OF CASH All City bank accounts shall be carried in the name of the City with additional secondary designations within the bank account name as to the purpose of the bank account, where appropriate (e.g. SilverRock Golf Resort, La Quinta Housing Authority). 5.CASH RECEIPTING Cash receipting, for the purpose of this policy, encompasses the following: a.Accounting for cash as it is received b.Pre-numbered consecutive receipts to be provided for cash received c.Adequate separation of duties (collection, depositing, and reconciling) d.Refunds, voids, and cash over/short transactions RESOLUTION 2019-XXX EXHIBIT A 185 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 4 of 11 6.SEGREGATION OF DUTIES Collection of cash, deposit preparation, and reconciliation duties shall be performed by separate individuals, but at a minimum, reconciliation should be done by a separate person. The employee who physically collects the cash cannot be the same individual performing the reconciliation duties. In the event segregation of duties is not possible, the department shall work with the Finance Department to establish agreed upon internal control procedures. 7.FINANCE DEPARTMENT RESPONSIBILITY It is the responsibility of the Finance Department to track and ensure the timely deposit of City funds collected or generated at authorized locations and account for all funds submitted by all revenue collection sites. The Finance Department will assist and provide materials needed to departments and cashiers as follows: a.Provide cash handling training to City departments and employees. b.Perform cash deposit reconciliations between bank records and cash receipt vouchers that are input into the financial system. Any discrepancies resulting from errors by the bank or the City will be resolved by the Finance Department. c.Provide revenue collection sites with a change fund to allow cashiers to give change to customers. The Finance Department is responsible for establishing citywide practices, providing forms, and other actions necessary to implement the Cash Management Policy. 8.DEPARTMENT RESPONSIBILITY Cash handling involves special control measures that must be monitored continually by supervisory personnel within each department that maintains cash in order to detect any weaknesses. Department heads are responsible for conducting periodic reviews of their department cash handling activities to ensure these procedures are understood and followed consistently by staff. The responsibilities of City employees and their supervisors who are involved in the handling of cash on behalf of the City include: a.Cash receipting b.Distribution of petty cash c.Reconciling of cash receipts d.Depositing of cash e.Safeguarding of cash f.Reporting of cash transactions and variances 9.SAFEGUARDING OF CASH The City shall maintain, as deemed appropriate, physical security systems (i.e. safes, alarms, panic buttons, motion detectors, security cameras, etc.) to ensure the safety of personnel and funds in areas where cash is collected, reconciled, and stored. In addition, access to counter, cash handling, and storage areas will be restricted to authorized personnel. 186 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 5 of 11 The safeguarding of cash relates to the processing, storing, and transporting of cash and to the safekeeping of keys and safe combinations. Each location maintains at least one safe that is used to hold cash, change boxes, point of sale cash drawers, bank deposits, and transaction records/receipts. Safes have adequate locking mechanisms and keys to change boxes are kept in locked cabinets. To ensure internal controls, access is limited to select personnel and combinations are updated regularly and never shared. The employee is responsible for verifying the cash drawer contains the designated starting balance prior to processing any payments. Verification of cash in drawer will take place in the area designated for balancing drawers. The employee is responsible for the contents, security, and keys for the cash drawer at all times. The employee must lock all cash and cash equivalents in a drawer or other secure location whenever leaving the workstation, including for break and lunch periods. The employee shall maintain adequate change in their drawers. Change can be requested through a supervisor or directly from the Finance Department. Cash funds must not be left unattended. Cash shall always be stored in a locked, secured location until it is deposited. Access to the secured area should be limited to authorized individuals only. 10.DEPOSITING OF FUNDS All cash collections are to be deposited. Collections may not be reserved for petty cash or used to pay department expenses. Deposits of cash on hand shall be made no less than weekly. In order to maintain an efficient cashiering service at the cash collection sites where the City accepts payments, the City’s policy regarding reasonable amounts and denominations of coinage the City will accept as a form of payment is: a.City personnel will not accept over $10.00 in unrolled coins or $20.00 in rolled coins in sleeves per payment. b.Customers will indicate their name and phone number on each roll in order to provide contact information in the event questions arise on the coin roll. Regular reconciliations are to be prepared at the departmental level to confirm that all receipts have been recorded in the point of sale system. A designated employee at the departmental level prepares deposits and a separate employee documents those reconciliations. The supervisor shall keep a log on overages/shortages by cashier. This log shall be reviewed to identify areas of improvement in cash handling procedures. On any overage/shortage the cashier shall prepare a written explanation as to what occurred and attach it to the reconciliation. The Finance Department shall ensure all transactions are properly recorded in the general ledger. 187 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 6 of 11 11.PROCESSING INCOMING MAIL All correspondence shall be forwarded to the appropriate department to open incoming checks, sort, and enter them into the check log before forwarding to the appropriate staff member for processing. A reconciliation of the check log should be performed on a regular basis to ensure that all checks are being processed in the appropriate point of sale system, and accounted for in deposits. 12.REPORTABLE LOSSES Any instance of known or suspected loss or misappropriation of cash or checks shall be reported to the Finance Director, Department Director, and Human Resources immediately. In the event of a robbery or burglary, police authorities should be notified immediately along with Human Resources and the City Manager. 13.RETURNED CHECKS Upon receipt of a non-sufficient funds (NSF) check, the Finance Department will provide a copy of the returned check to the appropriate department and request the original transaction information to adjust the appropriate cash and revenue accounts to which the monies were originally recorded. If the check was applied to an accounts receivable invoice, a new invoice will be generated showing the amount unpaid. The Finance Department will promptly notify the payer via a letter after the NSF check is received. The payer has ten (10) business days after receipt of the letter to respond to the City. Payer must renegotiate the payment with cash, cashier’s check, money order, or credit/debit card. All checks returned by the bank for non-sufficient funds or other reasons may be subject to a returned check fee as adopted in the Citywide fee schedule. 14.REFUNDS, VOIDS, AND CASH DISCREPANCIES All refunds, voids, and cash discrepancies transactions are to be reviewed and authorized by the employee’s supervisor - cash discrepancies occur where the physical cash holdings differ to that specified by the cash receipting system. Refunds are typically not permitted to be processed at locations which take payments and handle cash. If a customer requires a refund, a request shall be submitted through the Finance Department. All refunds and voided transactions shall have the following supporting documentation: a. Transaction date b.Customer name, address, phone number, and signature c.Original customer receipt d.Reason for the refund or voided transaction e.Amount and form of payment f.Signature of cashier requesting the refund or void g.Signature of supervisor approving the transaction In the case of an overage or shortage, every effort should be made to locate amounts causing the out of balance condition regardless of the amount. The employee and supervisor must sign an over/short report with an indication of the reason, if known, for the difference. 188 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 7 of 11 15.UNCLAIMED PROPERTY Finance may void and reissue old/stale dated checks in an effort to notify/pay vendors for City checks that remain outstanding prior to one year. Unclaimed property is considered unclaimed after a period of time that a check remains outstanding. The City shall follow Escheatment and Unclaimed Property Procedures established in the Accounts Receivables Write-Offs and Unclaimed Property Policy. 16.DISBURSEMENT OF CITY FUNDS Electronic distribution, such as wire transfers, of funds will be initiated by the Finance Department. Authority to transfer monies shall be properly documented and verified by the Finance Department. All wire transfer requests must provide the following: a.Wiring instructions from beneficiary b.Wire transfer of funds document(s) properly completed and signed by the employee requesting the wire transfer and the Department Director or designee. c.Backup documentation supporting the wire (invoice, purchase order number, memo, City Council approval if applicable, etc.) d.All wire transfers will require a dual-approval process whereby initiation and approval of the wire will be completed by separate members of the finance staff. 17.PETTY CASH FUNDS The Purchasing and Contracting Policy of the City will establish a maximum size for petty cash payments from the petty cash fund. Petty cash should be used as a convenient method to pay small claims and is not intended for larger or frequent payments, which should be paid through Accounts Payable. The petty cash fund must be kept in a safe or locked cabinet under the control of the responsible person within the department. The petty cash fund must at all times contain the authorized amount in cash and/or paid vouchers. The fund may not be used for personal loans, cashing checks, or for salaries. To replenish the petty cash fund, a Petty Cash Reimbursement Form must be completed. The form would show persons reimbursed, the amounts, and account numbers to be charged and signature of the cash disbursement. All receipts must be attached with approvals from the signing authority for the account charged. Funds received from any source must not be added to the petty cash fund, funds must be processed per the procedures for the revenue collection site. 18.RECONCILIATION Each business day, designated employee(s) shall ensure payments processed and payments received are reconciled. Management shall review and approve the overall daily cash receipt reconciliation to ensure all cash receipts are accounted for and match to the daily cash deposit, prior to submission to the Finance Department. 19.AUDITS The Finance Department conducts random audits at least twice a year at every location 189 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 8 of 11 which handles payments. The audits include verifying cash tills, change boxes, and petty cash balances to the amounts allocated and recorded by the Finance Department. 20.CASH HANDLING POLICY REVIEW The Finance Director shall review this Policy annually to ensure careful and responsible management over City resources and if applicable recommend any changes to the City Manager and City Council. 21.FEDERALLY FUNDED PROCUREMENTS The following section outlines the allowable costs for grants, contracts, and sub- awards at the City of La Quinta. The policy is justified by the requirement of the Code of Federal Regulations (CFR) Title 2 Grants and Agreements, Part 200 Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, commonly known as Uniform Grant Guidance (UGG). It provides the basic criteria to determine direct allowable and indirect allocable costs on federally funded programs regardless of the funding agency sponsoring the program. The City’s shall adhere to the UGG Administrative Requirements as updated. 200.305 Payment Generally, the City receives payments of federal award funds on a reimbursement basis. In some cases, the City may receive an advance of federal grant funds. a. Reimbursements •The City will request reimbursement for actual expenditures incurred under federal grants at least quarterly, or more often as deemed appropriate. •Reimbursement requests will be submitted with appropriate documentation and signed by the City’s designated representative. All reimbursements are based on actual disbursements, not on obligations. •The City will maintain supporting documentation of federal expenditures (invoices, payroll records, etc.) and will make such documentation available to awarding agencies upon request. b. Advances •When the City receives advance payments of federal grant funds, it must minimize the time elapsing between the transfer of funds from the United States Treasury or the pass-through entity and the disbursement of those funds on allowable costs of the applicable federal program. (2 CFR 200.305) •To the extent available, the City will disburse funds available from program income (including repayments to a revolving fund), rebates, refunds, contract settlements, audit recoveries, and interest earned on such funds before requesting additional cash payments. (2 CFR 200.305) •The City will maintain advance payments of federal awards in insured, interest-bearing accounts whenever not precluded by the Federal award grant guidance or whenever the exceptions per 2 CFR 200.305(8) do not apply. Interest amounts up to $500 per year may be retained by the City 190 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 9 of 11 for administrative expense. Any additional interest earned on Federal advance payments deposited in interest-bearing accounts must be remitted annually to the Department of Health and Human Services Payment Management System (PMS) through an electronic medium using either Automated Clearing House (ACH) network or a Fedwire Funds Service payment. [2 CFR 200.305(9)] Allowable Costs 2 CFR, part 200, subpart E, Cost Principles identifies direct and indirect costs that can be charged to federal awards; it also identifies those costs that cannot be charged to grant agreements and that are considered unallowable expenses. The City adopts the five tests provided by this regulation to determine the allowability of costs applied to federally funded services: a.Reasonability: For a cost to be considered reasonable, it must be necessary for fulfillment of the grant objective; acquired by means consistent with federal and state laws and regulations, and consistent with City policies and practices. b.Allocability: A cost is allocable to a program if the goods/services involved are charged in accordance with the relative benefits received by that program. To be considered allocable, a cost must be incurred solely to advance the work under the sponsored program or benefit both the sponsored program and other programs of the City in proportions that can be approximated through use of the City cost allocation methods not to exceed the limit imposed by the grant agreements. c.Consistency: Similar costs are treated as direct or Facilities and Administration (F & A) costs when incurred in like circumstances. Costs that are generally charged as direct cost to a sponsored program should not be included as F&A costs on other projects when incurred for the same purposes. Where the City treats a particular type of cost as a direct cost of sponsored programs, all costs incurred for the same purpose in like circumstances shall be treated as direct costs of all other activities of the City. d.Limitation: Cost must conform to any limitations or exclusions in the sponsored agreement. e.Documentation: Cost must be adequately documented. Expenditures must be aligned with approved budgeted items. Any deviation from the approved award budget will require prior approval from the awarding agency. Allowability of costs will be determined prior to obligating and spending federal funds on a proposed good or service. State and City rules or policy must also be considered. Whichever allowability requirements are stricter will govern whether a cost is allowable. a.Except where otherwise authorized by statute, costs must meet the following general criteria in order to be allowable under Federal awards per 2 CFR 200.403: 191 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 10 of 11 •Be necessary and reasonable for the performance of the Federal award and be allocable thereto under these principles. •Conform to any limitations or exclusions set forth in these principles or in the Federal award as to types or amount of cost items. •Be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the City. •Be accorded consistent treatment. A cost may not be assigned to a Federal award as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to the Federal award as an indirect cost. •Not be included as a cost or used to meet cost sharing or matching requirements of any other federally financed program in either the current or a prior period. Also, reference § 200.306, Cost sharing or matching, paragraph (b). •Be adequately documented. Also, reference §§ 200.300, Statutory and national policy requirements, through 200.309, Period of performance, of 200 CFR Part 200. Direct Costs Direct costs are those costs that can be identified specifically with a particular award, costs that can be directly assigned to an activity with a high degree of accuracy will be directly imputed to that activity. Identification with the grant rather than the nature of the goods and services involved is the determining factor in distinguishing direct from indirect F&A costs of grant agreements. Examples of some of the costs charged directly include: a.Personnel salaries/fringe benefits b.Capital expenditures c.Software d.Consultants e.Equipment f.Materials and supplies Facilities and Administrative Costs (Indirect/Overhead Costs) Costs incurred for common or joint objectives that cannot be identified specifically with a sponsored program are treated as indirect costs. Examples of indirect costs include: a. Utilities b.Maintenance and operation c.Building and equipment expenses d.Administrative costs Most grant agreements include a percentage of the direct cost to cover these charges known as the Facilities and Administrative Cost Rate (F&A), refer to individual grant agreement guideline for indirect cost rate. Federal regulations limit instances where administrative costs can be charged directly to grants and contracts. An exception may be made if there is extensive use of such 192 Resolution No. 2019 – XXX Cash Management Policy Adopted: October 15, 2019 Page 11 of 11 expenses, the expenses have been properly justified/documented in the grant/contract proposal, and they have been approved as a direct cost by the appropriate federal agency. Examples below list the types of expenses that are generally not allowable as a direct cost: a.Administrative and clerical salaries and wages b.Printing and copying costs c.Office supplies d.Postage and mail e.Telephone and internet 22.POLICY REVIEW The Finance Director for the City/Housing Authority and administrators of federal funds shall review this Policy annually and recommend any changes to the City Manager/Executive Director and City Council/Housing Authority. 193 194 City of La Quinta CITY COUNCIL MEETING: October 15, 2019 STAFF REPORT AGENDA TITLE: FRITZ BURNS POOL MANAGEMENT AND OPERATIONS UPDATE RECOMMENDATION Desert Recreation District will provide an update on the management and operations of Fritz Burns Pool. EXECUTIVE SUMMARY •On May 7, 2019 Council approved a contract with Desert Recreation District (DRD) for year-round management and operations for the Fritz Burns Pool. •City and DRD agreed to have regular check-ins and report back to Council on any budget adjustments to accommodate year-round programs. •DRD had a successful summer at Fritz Burns Pool (Pool), however, the unanticipated installation delay of the pool heater will push their non- summer programming to begin in January 2020 once the pool heater is installed. •No budget adjustment is needed at this time. City and DRD staff are exploring cold water programming options to take place in the months prior to the pool heater installation. FISCAL IMPACT The 2019/20 budget for Fritz Burns Pool operations is $100,000 (101-3005- 60184). The current agreement with DRD has a not to exceed amount of $140,999. Expenditures for the initial two and half months (June-August) is $33,872. The budget will be monitored based on adjusted programming and hours of operation, an adjustment is not recommended at this time. BACKGROUND/ANALYSIS Pool operations began June 15, 2019 with five days per week; non-summer season (September-May) are open four days per week. During the summer season, program offerings brought in a total of 1,918 participants for open swim, swim lessons, water aerobics, aqua fit, and pool movies from June through August. STUDY SESSION ITEM NO. 1 195 Pool Operations 2019 June July August Expenditures $17,820 $13,830 $20,627 Revenues $6,819 $8,123 $3,463 NET COST $11,001 $5,707 $17,164 Total Participation 428 916 574 In September 2019, proposals were solicited for the purchase and installation of two pool heaters along with the expansion of a current wall where the new heating units would be housed. Two proposals were received with costs much higher than what was originally budgeted for this project. Staff is currently working with Public Works to rebid this project. Non-summer season program modifications are needed until the pool heater installation is complete. The City and DRD have agreed to the following: •Reduce operating hours during the winter season. •Provide cold water programming options that include scuba and kayak classes. •Promote Ironman Triathlon training timeslots for athletes preparing for Ironman 70.3. •Discuss and coordinate additional warm water programming during heater installation; actively promote programs through City and DRD marketing outlets. While this does not provide full programming options for the non-summer season, these options will make use of the facility. Once the pool heater is installed, additional programming will commence. No budget adjustment is needed at this time; however Staff will continue to evaluate the annual programming and costs on a quarterly basis. 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Learn More Social Media Campaign Facebook/Twitter / NextD oor •Golf Leisure •LQHS Events •Hub Permits •9/11 Events •Complete Street Events/Workshops •Highway 111 Charretts •Nixel Sign Up •Pet Heat Safety •Signature Art Event Workshops •IRONMAN •Brew in LQ •Library Events/Programs •Museum Exhibits/Programs •Art in Public Places •Street Food Cinema •Wellness Center Programs/ Events •Senior Inspiration Awards •SNIP Bus •Riverside Sheriff Events •DRD Events/Programs Instagram •General Leisure/Tourism •Art in Public Places •Fritz Burns Pool Programs/Events •Creation Station •Museum Exhibit •Golf •IRONMAN •Shop LQ •SilverRock Updates •Wellness Center Programs/Events •Brew in LQ Boosted Campaigns •Brew in LQ •IRONMAN 198 D E S I G N A N D D E V E L O P M E N T D E P A R T M E N T R E P O R T - S E P T E M B E R 2 0 1 9 S E P T E M B E R 2 0 1 9 R E P O R T T H E D E S I G N A N D D E V E L O P M E N T D E P A R T M E N T R E P R E S E N T S O N E O F S I X C I T Y D E P A R T M E N T S , A N D C O N S I S T S O F S I X D I V I S I O N S : T H E H U B , P L A N N I N G , B U I L D I N G , P U B L I C W O R K S D E V E L O P M E N T , E N G I N E E R I N G S E R V I C E S , A N D A D M I N I S T R A T I O N . Design and Development Department the HUB The Hub serves as a one-stop shop for La Quinta patrons. It is the central location for obtaining 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 September 2019 metrics: CUSTOMER SATISFACTION Permit and Project Fees Collected $247,812 $383,328 944 4,827 78 276 Total Active Business License Total Customers Served Total Issued Permits Total E-TRAKiT Permits TOT Collected In July 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 September 2019 averaged 94.5%. 0 25 50 75 100 Wait TimeHelpfulnessQualityWeekly Average Calls Received 516 DEPARTMENTAL REPORT ITEM NO. 5 199 D E S I G N A N D D E V E L O P M E N T D E P A R T M E N T R E P O R T - S E P T E M B E R 2 0 1 9 S E P T E M B E R 2 0 1 9 R E P O R T Design and Development Department PLANNING ACTIVITY BUILDING The Building Division administers all building applications and permits for review for compliance with entitlement plan approvals, La Quinta Municipal Code, and the California Building Codes. Planning Permits The Planning Division works with residential and commercial property/business owners and developers to ensure that land uses and development in the City is consistent with the City’s goals and policies. Planning Permits Includes sign, temporary use, minor use, site development, conditional use, final landscaping, zone changes, and specific plans. 200 D E S I G N A N D D E V E L O P M E N T D E P A R T M E N T R E P O R T - S E P T E M B E R 2 0 1 9 S E P T E M B E R 2 0 1 9 R E P O R T Design and Development Department TRAFFIC & CIP The Public Works Development provides engineering assistance and reviews projects throughout the City During the month of September 2019, the following number of projects were reviewed and permits were issued: The Engineering Services Division provides engineering design, construction oversight, and traffic support on a variety of infrastructure projects that help keep La Quinta safe and beautiful. Highlighted below are some activities for September 2019: ENGINEERING SERVICES SHORT-TERM VACATION RENTAL THE PROGRAM As of September 2019, there are 1,305 active, registered short term vacation rental (STVR) permits. Transient occupancy tax (TOT) is collected for hotels, Bed and Breakfast (B&B) stays and for STVR. Monthly TOT collected from January 2019 to September 2019 (with 2018 comparison) is as follows: PUBLIC WORKS DEVELOPMENT TRAFFIC The contractor for the La Quinta SilverRock Park Venue project has a tentative start date of October 14, 2019. The contractor for the Eisenhower Drive Drainage Improvements project continues to install storm drain pipes and catch basins along Eisenhower Drive. The contractor for the Dune Palms Road Widening project has paved the new right turn lane and is preparing to install the landscape irrigation system. Slurry will be applied on Saturday, October 19. The contractor for the La Quinta Landscape Renovation Improvements - La Quinta Highlands project continues to install plants, trees, gravel, and cobble on Fred Waring and Las Vistas Drive. 35 requests for service were recorded in City’s GORequest system in September 2019. The Traffic Team responded to 15 repair requests and 20 preventative maintenance work orders. CIP Projects - In Progress 201 202 FACILITIES DEPARTMENT –SEPTEMBER 2019 The Facilities Department is responsible for maintenance of City buildings, parks and lighting & landscape (L & L), and streets. The Department manages three Divisions; Buildings, Parks and L&L, and Public Works Maintenance. BUILDINGS TASKS 188 HOURS 570 EXPENDITURES $21,415 (Attachment 1) PARKS and L & L TASKS 115 HOURS 368 EXPENDITURES $14,745 (Attachment 2) PUBLIC WORKS MAINTENANCE TASKS 94 HOURS 428 EXPENDITURES $26,905 (Attachment 3) The Department utilizes GoRequest to track monthly maintenance requests received from residents and staff for each division, as well as the number of tasks, hours and expenditures. Building staff painted several offices and ancillary rooms, installed carpet in the traffic signal room, and installed a large screen monitor in a conference room. ADA compliant fixtures were installed in the men’s restroom at La Quinta Park. Top Requests in August:  Buildings - Fire Stations  Parks – Landscape Improvements  Public Works - Street Signs  Buildings - Facilities Maintenance  Parks – Irrigation Check/Repair  Public Works - Debris/Litter Removal Parks: The contractor continues to eradicate gophers throughout City parks. Irrigation has been modified to improve distribution coverage uniformly at Seasons retention basin and Pioneer park. Civic Center Campus, Pioneer, and Fritz Burns dog parks were overseeded. L & L: The center median on Eisenhower at Sinaloa was replanted with a fresh landscape pallet and aged landscape lights were replaced. Heavy pruning has been completed throughout the City. STREETS: Staff continues to coordinate with Burrtec for street sweeping to keep the bike lanes clear of debris. Repairs to sidewalks and potholes in the streets, and the installation of new signage throughout the City continues. Removal and replacement of graffiti coating on street signs in the Cove is underway. Customer Satisfaction Survey (Attachment 4): Residents submit customer satisfaction surveys through the GoRequest system. Nineteen surveys were received. Employees were rated on response times; customer expectations; effectiveness; and employee courtesy. DEPARTMENTAL REPORT ITEM NO. 6 203 Pest Control $92 Painting $1,003 Meetings $861 Carpentry/Hardware $1,816 HVAC $179 Electrical $1,314 Security/Fobs/Alarms $138 Facilities Maint $2,332 General Repairs $841 Personnel Requests $4,240 Janitorial $379 Uplevel Project $1,208 Training/Classes $718 Plumbing $1,405 Preventative Maint $290 Library $1,103 Museum $412 Fire Stations $2,485 Total Maintenance Expenditures: $21,415 Buildings Monthly Maintenance Expenditures for September 2019 ATTACHMENT 1 ATTACHMENT 1204 BEFORE AFTER BEFORE AFTER BEFORE BEFORE AFTER AFTER BEFORE BEFORE AFTER AFTER BEFORE AFTER BEFORE AFTER BEFORE BEFORE AFTER AFTER BEFORE BEFORE AFTER AFTER AFTER BEFORE AFTER AFTER BEFORE AFTER AFTER AFTER BEFORE BEFORE BEFORE AFTER AFTER AFTER Gate/Fence Repairs $201 Playground Insp & Equip Maint $748 Meetings $1,105 Landscape/Irrigation Mgt $849 Sign Maint $126 Parks and L&L Maint $1,162 Events $128 Seminars/Training $1,016 Pest Control $67 Hardscape Maint $333 Debris/Litter Removal $704 Irrigation Check/Repair $1,648 Civic Center Lake Insp. $614 Sport Field Maint. $33 Landscape Insp. $905Tree Issues $231 Lighting Electrical $1,106 Vehicle Equip Maint $135 Landscape Improvements $1,947 Vandalism Repair $256 Drinking Fountain Repair $772 Trail Maint $304 Graffiti $355 Total Maintenance Expenditures: $14,745 Parks and L & L Maintenance Expenditures for September 2019 ATTACHMENT 2 ATTACHMENT 2 AFTER BEFORE AFTER BEFORE BEFORE BEFORE AFTER AFTER BEFORE BEFORE AFTER AFTER AFTER AFTER AFTER AFTER Graffiti $1,527 Office Work $454 Debris/Litter Removal $4,025 Vehicle Equipment $382 Seminars/Training $1,115 Street Sweeping $815 Yard Maintenance $2,199 Rondo Channel Maint $446 Accident Damage $1,712 Gutter Sand Removal $707 Concrete Sidewalk Repairs $3,562Vandalism Repair $541 Meetings $777 Pothole or Street Repair $2,780 Storm Drain Maint $603 Street Signs $4,116 Inspection $1,144 Total Maintenance Expenditures: $26,905 Public Works Monthly Maintenance Expenditures for September 2019 ATTACHMENT 3 ATTACHMENT 3 Customer Satisfaction Survey Details 09/01/2019 to 09/30/2019 Request: 39689 Survey Entered: 09-05-2019 Request Entered: 08/29/2019 Closed: 09/03/2019 Days Open: 5 Topic: Pothole or Street Repair - 1001 Location: 47865 Stillwater Drive La Quinta 92253 Employee: James Lindsey Customer: David Marzane Description: See complaint 37544. Pot holes filled but they are back and now worse than before. May need more extensive repair. Reason Closed: Repaired potholes 78474 CA-111, La Quinta. How pleased were you with the helpfulness of the city employee who initially took your service request?: Poor Rate our knowledge and ability to process your request timely: Good Were we courteous and professional?: Average In general, how pleased are you with the city services you received during the past year?: Below How can the City improve?: Although the ticket was closed, nothing was done to improve the situation. Same potholes still are there on Eisenhower between Washington and Coachella driving towards the Resort. Request: 39722 Survey Entered: 09-11-2019 Request Entered: 08/30/2019 Closed: 09/04/2019 Days Open: 5 Topic: FM/Personnel Requests Location: 78275 Calle Tampico La Quinta CA 92253 Employee: Alfred Berumen Customer: Minerva Ochoa Description: Need water filter replaced in staff refrigerator. Reason Closed: 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 Request: 39736 Survey Entered: 09-09-2019 Request Entered: 08/31/2019 Closed: 09/09/2019 Days Open: 9 Topic: Lighting/Electrical Contract Management - 1051 Location: Employee: James Lindsey Customer: Elizabeth Gosselin Description: Electric power lines were sparking and smoking in a two block area. On Alvarado and Rubio from Durango to Montezuma. Friday August 30th 4pm. There is obvious damage to the insulation on the lines. Reason Closed: IID was notified How pleased were you with the helpfulness of the city employee who initially took your service request?: Average Rate our knowledge and ability to process your request timely: Good Were we courteous and professional?: Average In general, how pleased are you with the city services you received during the past year?: Met How can the City improve?: I like the convience of your app. ATTACHMENT 4 ATTACHMENT 4 Request: 39738 Survey Entered: 09-12-2019 Request Entered: 09/01/2019 Closed: 09/05/2019 Days Open: 4 Topic: Parks and L&L Pest Control Location: 44030 Calico Cir La Quinta CA 92253 Employee: Dianne Hansen Customer: BRIAN Jones Description: There are red ant nests in the landscaping on Fred Waring, which is located over the block wall in our backyard. The red ants are climbing underneath the block wall and keep biting our children and pets. This is becoming such an issue, at times we cannot even go in the backyard. Over the last months, we have had pest people come to spray our backyard 2 times. This is a city issue as it is in the planter areas on fred waring. It is Fred Waring between Dune Palms and Jefferson. Please contact skip_jones2@yahoo.com for further information. Reason Closed: Applied ant bait on various ant hills. Will monitor closely and apply ant bait as needed. 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: Superior Were we courteous and professional?: Good In general, how pleased are you with the city services you received during the past year?: Exceeded Request: 39745 Survey Entered: 09-06-2019 Request Entered: 09/03/2019 Closed: 09/06/2019 Days Open: 3 Topic: Library/Plumbing Location: 78275 Calle Tampico La Quinta CA 92253 Employee: Alfred Berumen Customer: Minerva Ochoa Description: Staff toilet has water leaking from bottom of flush area. Reason Closed: 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 Request: 39746 Survey Entered: 09-14-2019 Request Entered: 09/03/2019 Closed: 09/06/2019 Days Open: 3 Topic: Library Personnel Request Location: 78275 Calle Tampico La Quinta CA 92253 Employee: Alfred Berumen Customer: Minerva Ochoa Description: Main courtyard outside exit gate is difficult to open. Push-bar does not easily push in. Also courtyard needs cleaning and trash can emptied. There are leaves and dirt around benches. Reason Closed: 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 Request: 39764 Survey Entered: 09-17-2019 Request Entered: 09/03/2019 Closed: 09/10/2019 Days Open: 7 Topic: Parks and L&L Maintenance Location: La Quinta CA Employee: Dianne Hansen Customer: C Barron Description: Someone took a joy ride on our fields. I have more pictures. Reason Closed: Turf got fixed at La Quinta park work done. How pleased were you with the helpfulness of the city employee who initial ly 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 ?: Met Request: 39765 Survey Entered: 09-17-2019 Request Entered: 09/03/2019 Closed: 09/10/2019 Days Open: 7 Topic: Parks and L&L Maintenance Location: La Quinta CA Employee: Dianne Hansen Customer: C Barron Description: Photo submitted Reason Closed: Turf got fixed at La Quinta park 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 timel y: Superior 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: 39766 Survey Entered: 09-17-2019 Request Entered: 09/03/2019 Closed: 09/10/2019 Days Open: 7 Topic: Parks and L&L Maintenance Location: La Quinta CA Employee: Dianne Hansen Customer: C Barron Description: These photos were sent to me by a soccer coach today. Reason Closed: Turf got fixed at La Quinta park 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?: No answer In general, how pleased are you with the city services you received during the past year?: Met Request: 39767 Survey Entered: 09-17-2019 Request Entered: 09/03/2019 Closed: 09/10/2019 Days Open: 7 Topic: Parks and L&L Maintenance Location: La Quinta CA Employee: Dianne Hansen Customer: C Barron Description: Photo submitted Reason Closed: Turf got level. 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?: No answer In general, how pleased are you with the city services you received during the past year?: Met Request: 39768 Survey Entered: 09-17-2019 Request Entered: 09/03/2019 Closed: 09/10/2019 Days Open: 7 Topic: Parks and L&L Maintenance Location: La Quinta CA Employee: Dianne Hansen Customer: C Barron Description: More pictures coming. Reason Closed: Turf got fixed at La Quinta park. 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?: No answer In general, how pleased are you with the city services you received during the past year?: Met Request: 39769 Survey Entered: 09-17-2019 Request Entered: 09/03/2019 Closed: 09/10/2019 Days Open: 7 Topic: Parks and L&L Maintenance Location: La Quinta CA Employee: Dianne Hansen Customer: C Barron Description: Last one. So basically all the park needs to be looked at. Please. Thank you. Reason Closed: Turf got fixed at La Quinta park. 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?: No answer In general, how pleased are you with the city services you received during the past year?: Met Request: 39777 Survey Entered: 09-06-2019 Request Entered: 09/04/2019 Closed: 09/06/2019 Days Open: 2 Topic: Library/Misc; General Repairs Location: Employee: Alfred Berumen Customer: Melissa Melissa Description: Art piece “Heart” by Kari Vin Wening needs to be rehung. It has been sitting in electrical room Reason Closed: 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 Request: 39976 Survey Entered: 09-27-2019 Request Entered: 09/17/2019 Closed: 09/20/2019 Days Open: 3 Topic: Parks and L&L Maintenance Location: Employee: Dianne Hansen Customer: Kriss Johnson Description: Big ant problem on pickleball courts biting people. Reason Closed: I used some AMDRO to control ants problems around the pickleball courts. 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 Request: 39977 Survey Entered: 09-26-2019 Request Entered: 09/17/2019 Closed: 09/18/2019 Days Open: 1 Topic: Parks/Trail Maintenance Location: Employee: Dianne Hansen Customer: Leslie Description: Tires in the wash Reason Closed: Picked up two tires at the wash. 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: 39980 Survey Entered: 09-26-2019 Request Entered: 09/17/2019 Closed: 09/19/2019 Days Open: 2 Topic: FS/Electrical Location: 78275 Calle Tampico La Quinta CA 92253 Employee: Alfred Berumen Customer: Minerva Ochoa Description: Handicapped door button on outside of front door is not working properly. Reason Closed: 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 Request: 39991 Survey Entered: 09-25-2019 Request Entered: 09/17/2019 Closed: 09/18/2019 Days Open: 1 Topic: Parks and L&L Irrigation Check/Repair Location: 78275 Calle Tampico La Quinta CA 92253 Employee: Dianne Hansen Customer: Minerva Ochoa Description: Sprinkler leaking water on parking lot (located by palm tree at beginning of first covered parking nearest flags). Also sprinkler located in staff entry courtyard by Creation station back door. Reason Closed: Installed new sprinkler. 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 Request: 39995 Survey Entered: 09-20-2019 Request Entered: 09/18/2019 Closed: 09/20/2019 Days Open: 2 Topic: Parks and L&L Irrigation Check/Repair Location: Employee: Dianne Hansen Customer: Tammy Martin Description: Trees need trimmed over sidewalk Reason Closed: Tree branches were trimmed at Adams. Work done. Trimmed several trees on Adams that were hanging too low into the sidewalk on Adams and Miles. 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: 40026 Survey Entered: 09-26-2019 Request Entered: 09/19/2019 Closed: 09/19/2019 Days Open: 0 Topic: Debris/Litter Removal/Right of W ay Maint - 1011 Location: Employee: James Lindsey Customer: Joel Description: I recently moved into 51425 Calle Iloilo and reported the dead vines and bramble that has accumulated on the power pole to IID. IID said it is not their pole. Im hoping that if this isn’t a city issue can you point me in the right direction please? Thank you. Reason Closed: Mr. Joel I spoke with you by phone today, 9/19/19, after a site visit. This is not a city issue due to the power pole being on private property. I explained to you that IID is not to concern regarding the vines because they are not near their high voltage lines. It is the property owner responsible to remove the vines as needed. How pleased were you with the helpfulness of the city employee who initially took your service request?: Below Average Rate our knowledge and ability to process your request timely: Poor Were we courteous and professional?: Below Average In general, how pleased are you with the city services you received during the past year?: Below How can the City improve?: The explanation of a shared public works pole being the homeowners responsibility to maintain does not seem right and is a terrible policy if that is the case.