APPLE VALLEY TOWN COUNCIL
AGENDA
Tuesday, January 10, 2023, 6:30 p.m.
Council Chamber
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The meeting will occur in the Council Chamber located at 14955 Dale Evans Parkway in Apple Valley, California.
This is an agenda for the scheduled meeting of the Town of Apple Valley.
This agenda contains a brief description of each item of business to be considered at today’s meeting. In accordance with the Brown Act, this meeting agenda is posted at least 72 hours prior to the regularly scheduled meeting. The agenda, its supporting documents and all writings received by the Town Council related to these items are public records and available for review during regular business hours in the Town Clerk’s office in the Town Council Chamber. The agenda and its supporting documents, along with live and archived video of the meeting, can be viewed online at http://www.applevalley.org. However, the online agenda may not include all available supporting documents or the most current version of documents.
Materials related to an item on this agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the Town Clerk’s Office at 14955 Dale Evans Parkway, Apple Valley, CA during normal business hours. Such documents are also available on the Town of Apple Valley website at www.applevalley.org subject to staff’s ability to post the documents before the meeting.
Items listed on the Consent Calendar are expected to be routine and non-controversial and, unless the Town Council directs that an item be held for further discussion, the entire Consent Calendar will be acted upon as the first item of business. If the Town Council directs that an item listed on the Consent Calendar be held for further discussion, the item will be addressed immediately after approval of the Consent Calendar.
In accordance with the Rules of Procedure, members of the public may address the Town Council on any item on the agenda and on any matter that is within the Town Council’s jurisdiction. To address the Town Council regarding an item, complete and submit the yellow card entitled Request to Speak.
Please indicate on the card whether you are speaking under Public Comments or on an item that is listed on the agenda and please list the item number.
When called, approach the podium and if desired, please state your name before giving your presentation. Speakers may address the Town Council for up to three (3) minutes. Speakers are to address the Town Council as a whole through the Presiding Officer. Comments to individual Council Members and/or staff are not permitted.
Individuals, who demonstrate disruptive conduct during Town Council meetings that prevent the Town Council from conducting its meeting in an orderly manner, are guilty of a misdemeanor as stated in PC403, disrupting a public meeting and are subject to removal from the chamber or arrest.
The Town of Apple Valley recognizes its obligation to provide equal access to those individuals with disabilities. Please contact the Town Clerk’s Office at (760) 240-7000 two working days prior to the scheduled meeting for any requests for reasonable accommodations.
Pages
1. Call to Order
2. Opening Ceremonies
2.1 Invocation
The Church of Jesus Christ of Latter-Day Saints
2.2 Pledge of Allegiance
2.3 Presentations
3. Public Comments
4. Councilmember Committee/Commission/Community Participation 5 Councilmembers to make brief reports on their participation on committees, boards, and commissions on the Town’s behalf since the last meeting.
Councilmembers may also make brief reports on their community participation.
No formal action will be taken.
5. Town Council Announcements
5.1 Suggested items for next Agenda
5.2 Time, Date & Place for Next Town Council Regular or Special Meeting A. Regular Meeting - January 24, 2023 - Council Chambers Regular Session at 6:30 p.m.
6. Town Council Consent Agenda
Recommended Motion:
To approve the Consent Calendar items numbered 6.1-6.4 as recommended.
6.1 APPROVAL OF MINUTES 7
That the Town Council approve the subject minutes as part of the consent agenda.
6.2 FY 2022-2023 BUDGET OF THE APPLE VALLEY VILLAGE
PROPERTY AND BUSINESS IMPROVEMENT DISTRICT (PBID)
ASSOCIATION
15 That the Town Council approve the Fiscal Year 2022-2023 Budget of the Apple Valley Village Property and Business Improvement District Association (Association).
6.3 ACCEPTANCE OF WORK FOR THE COLD MIX OVERLAY 2022
PROJECT
23 Accept the work completed by Calmex Engineering, Inc. as part of the Cold Mix Overlay 2022 project for a total contract cost of $1,063,469.48.
A.
Direct the Town Clerk to file the Notice of Completion for the contracted work.
B.
Direct the Finance Director to release the retained funds 30 days after the Notice of Completion has been filed, provided no claims are filed against the contractor.
C.
6.4 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF APPLE
VALLEY AMENDING THE PERSONNEL POLICY AND PROCEDURES
MANUAL FOR THE TOWN OF APPLE VALLEY
29 Approve Resolution No. 2023-01, A Resolution of the Town Council of the Town of Apple Valley amending Sections 6.5 Holiday Leave and 6.6 Floating Holiday of the Personnel Policy and Procedures Manual for the Town of Apple Valley.
7. Public Hearings
8. Business of the Council
8.1 COUNCIL MEMBER REPRESENTATION ON VARIOUS BOARDS,
COMMITTEES AND COMMISSIONS
34 That the Town Council choose one of its number to fill the positions on certain Council Boards, Committees and Commissions as shown in the attached summary sheet or confirm that no changes are necessary.
9. Reports, Requests and Communications
10. Town Manager’s Comments & Legislative Update
11. Closed Session
12. Adjournment
Recommended Motion:
To adjourn the meeting of the Apple Valley Town Council at TIME.
TOWN OF APPLE VALLEY
TOWN COUNCIL SERVING ON BOARDS, COMMITTEES & COMMISSIONS
CITIZEN ADVISORY COMMITTEES
HISTORICAL ADVISORY COMMITTEE (HAC)
Mayor Pro Tem Cusack
Meets every 2nd Tuesday of each month at 9:00 a.m.,
(location may vary)
SPECIAL ADVISORY COMMITTEES
DISASTER PREPAREDNESS*
Mayor - Chairman
Meets quarterly at 1:30 p.m., Town of Apple Valley
Conference Center - Development Services Building
14975 Dale Evans Parkway, Apple Valley.
TRAFFIC ADVISORY COMMITTEE (TAC)
Mayor Nassif
As needed.
Town Council Chambers
TOWN PERSONNEL COMMITTEE
Mayor Nassif
Council Member Bishop
Meets as Needed
PARK AND RECREATION ADVISORY COMMITTEE
Mayor Nassif
Council Member Emick
AD HOC COMMITTEES
APPLE VALLEY ROAD AD HOC COMMITTEE
Mayor Nassif
VILLAGE MERCHANTS AD HOC COMMITTEE
Council Member Emick
SINGLE-FAMILY RESIDENTIAL DESIGN CRITERIA
AD-HOC COMMITTEE
Council Member Art Bishop
Council Member Kari Leon
AGENCY - BOARDS/COMMITTEES &
COMMISSIONS
CALIFORNIA JOINT POWERS INSURANCE
AUTHORITY (CJPIA)
Mayor Nassif – Director
Exec. Committee meets every 4th Wednesday of each
month at 7:00 p.m., La Palma, CA.
CAL CITIES/DESERT MOUNTAIN DIVISION (DMD)
Mayor Nassif- Voting Delegate
Council Member Bishop – Alternate
Meets as needed, rotating cities.
MOJAVE DESERT AIR QUALITY MANAGEMENT
DISTRICT (MDAQMD)
Council Member Leon-– Delegate
Council Member Emick – Alternate
Meets every 4th Monday of each month at 10:00 a.m.,
14306 Park Avenue, Victorville
MOJAVE DESERT AND MOUNTAIN RECYCLING
AUTHORITY
Mayor Pro-Tem Cusack – Delegate
Council Member Bishop – Alternate
Meets quarterly on the 2nd Thursday February, May,
August and November at 10:00 a.m.
at the Materials Recovery Facility, 17000 Abbey Lane,
Victorville
SAN BERNARDINO COUNTY TRANSPORTATION
AUTHORITY (SBCTA)
Council Member Bishop - Board Member
Mayor Pro-Tem Cusack – Alternate
Meets 2nd Wednesday of each month at 9:00 a.m.,
I10/I15 Corridor meets 2nd Thursday at 10:00 a.m.
1170 West 3rd St.
San Bernardino
SOLID WASTE ADVISORY TASK FORCE (SWAT)
Mayor Pro-Tem Cusack – Committee Member
Julie Ryan - Alternate
Meets as needed on Wednesdays at 1:30 p.m.
Sam J. Racadio Library & Environmental Learning
Center Community Room 7863 Central Ave. Highland
VICTOR VALLEY ECONOMIC DEVELOPMENT
AUTHORITY (VVEDA)
(George Air Force Base Reuse Task Force)
Council Member Emick – Commissioner
Council Member Bishop – Alternate
Meets every 2nd Wednesday of each quarter at 5:00
p.m., SCLA
VICTOR VALLEY TRANSIT AUTHORITY (VVTA)
Council Member Emick – Representative
Council Member Leon - Alternate
Meets every 3rd Monday of each month at 9:30 a.m.,
Victorville City Hall
VICTOR VALLEY WASTE WATER RECLAMATION
AUTHORITY (VVWRA)
Mayor Nassif – Commissioner
Council Member Bishop – Alternate
Meets every 3rd Thursday at 7:30 a.m.
VVWRA Offices
GREATER HIGH DESERT CHAMBERS
GOVERNMENTAL RELATIONS COMMITTEE
Council Member Bishop – Representative
Mayor Pro-Tem Cusack – Alternate
*These Boards, Committees and
Commissions require the Mayor to serve
as the representative.
Town Council Agenda Report
Date: January 10, 2023
To: Honorable Mayor and Town Council
Subject: APPROVAL OF MINUTES
From: Douglas Robertson, Town Manager
Submitted by: La Vonda M-Pearson, Director of Government Services/Town Clerk Budgeted Item: Yes No N/A
RECOMMENDED ACTION
That the Town Council approve the subject minutes as part of the consent agenda.
SUMMARY:
A. Regular Meeting December 13, 2022
1 Apple Valley Town Council
MINUTES
December 13, 2022, 6:30 p.m.
Council Chamber
Members Present: Mayor Kari Leon
Mayor Pro Tem Art Bishop
Council Member Larry Cusack
Council Member Curt Emick
Council Member Scott Nassif
_____________________________________________________________________
1. Call to Order
Mayor Leon called to order the regular session of the Apple Valley Town Council at 6:30 p.m.
2. Opening Ceremonies
2.1 Invocation
Pastor Green - The Way of the Cross
2.2 Pledge of Allegiance
The Pledge of Allegiance was led by Council Member Cusack.
3. Mayor's Youth Leadership Summit - Mock Council Presentation
3.1 CONSIDERATION OF FUNDING FOR YOUTH ENGAGEMENT ON
SOCIAL MEDIA AND THE ADOPT A STREET PROGRAM
That the Town Council approve an expenditure of up to $1,000.00 to provide funding for Youth Engagement on Social Media and the Adopt A Street Program.
Representatives of the Mayor’s Youth Leadership Summit presented the staff report as filed with the Town Clerk.
Motion by: Council Member Cusack
Seconded by: Council Member Emick
2 To approve an expenditure of up to $1,000.00 to provide funding for Youth Engagement on Social Media and the Adopt A Street Program.
Yes (5): Council Member Cusack, Council Member Emick, Council Member Nassif, Mayor Pro Tem Bishop, Mayor Leon
Carried (5 to 0)
3.2 PRESENTATIONS
Presentation of plaques to the 2023 Mayor's Youth Leadership Summit sponsors.
4. Canvass of Election Returns
4.1 RESULTS OF CANVASS OF ELECTION RETURNS OF THE TOWN OF
APPLE VALLEY GENERAL MUNICIPAL ELECTION HELD NOVEMBER
8, 2022 AND ADOPT RESOLUTION NO. 2022-42 RECITING THE FACT
OF THE ELECTION AND SUCH OTHER MATTERS PROVIDED BY
LAW
Adopt Resolution No. 2022-42 Reciting the Fact of the Election and Such other Matters Provided by Law.
La Vonda M-Pearson, Town Clerk, presented the staff report as filed with the Town Clerk’s Office.
Motion by: Council Member Emick
Seconded by: Council Member Cusack
Adopt Resolution No. 2022-42 Reciting the Fact of the Election and Such other Matters Provided by Law.
Yes (5): Council Member Cusack, Council Member Emick, Council Member Nassif, Mayor Pro Tem Bishop, Mayor Leon
Carried (5 to 0)
3 4.2 INSTALLATION OF NEWLY ELECTED COUNCIL MEMBERS
PURSUANT TO THE RESULTS OF THE GENERAL MUNICIPAL
ELECTION HELD NOVEMBER 8, 2022
Installation of Officers.
La Vonda M-Pearson, Town Clerk, conducted the installation of newly elected members of the Apple Valley Town Council:
Curt Emick – District 4
Kari Leon – District 3
Scott Nassif - Mayor
4.3 SELECTION OF MAYOR PRO-TEM
(1) Council to select one of its number as Mayor Pro Tempore.
Motion by: Council Member Leon
Seconded by: Mayor Pro Tem Bishop
To nominate Council Member Cusack as Mayor Pro Tem
Yes (5): Council Member Cusack, Council Member Emick, Council Member Leon, Mayor Pro Tem Bishop, Mayor Nassif
Carried (5 to 0)
4.4 RECESS FOR REORGANIZATION OF THE APPLE VALLEY TOWN
COUNCIL
Mayor Nassif recessed the meeting of the Apple Valley Town Council at 7:31 p.m. for Reorganization.
Mayor Nassif recovened the meeting of the Apple Valley Town Council at 7:40 p.m.
5. Presentations
5.1 PRESENTATION OF MAYORS PLAQUE
5.2 NAMING THE ORGANIC APPLE - PAMELA QUICK, ADMINISTRATIVE
ANALYST I
Pamela Quick, Administrative Analyst I announced the name of the Organic Apple - Apple Jack.
6. Public Comments
4 Marcy Taylor, representing various Historical organizations in Apple Valley, thanked the Town for their support and for all the accomplishments of the Apple Valley Historical Advisory Committee.
Bill Inger, Apple Valley, commented on the water acquisition trial timeline. He read statements from a document that he believed adequately described the timeline and he questioned the budget to pay for the trial costs.
Brett Grafton, Freedom Fitness HD, announced his new gym operating in the Town of Apple Valley. For the month of January, he offered a free gym membership to the Town of Apple Valley elected officials and staff.
7. Councilmember Committee/Commission/Community Participation Councilmembers to make brief reports on their participation on committees, boards, and commissions on the Town’s behalf since the last meeting.
Councilmembers may also make brief reports on their community participation.
No formal action will be taken.
Council Member Emick commented on committee meetings and events that he attended.
Council Member Leon commented on committee meetings and events that she attended.
Council Member Bishop commented on committee meetings and events that he attended.
Mayor Pro Tem Cusack commented on committee meetings and events that he attended.
Mayor Nassif commented on committee meetings and events that he attended.
8. Town Council Announcements
8.1 Suggested items for next Agenda
8.2 Time, Date & Place for Next Town Council Regular or Special Meeting A. Regular Meeting - January 10, 2023 - Council Chambers Regular Session at 6:30 p.m.
9. Town Council Consent Agenda
Mayor Pro Tem Cusack has a remote interest in specific warrants on tonight’s Commercial Warrants dealing with Apple Valley Communications, AV Tech Services or AVCOM Services for the Town of Apple Valley as the owner of these businesses. Therefore, he will be recusing from voting on the warrants for Apple
5 Valley Communications, AV Tech Services and AVCOM Services listed under Agenda Item Number 9.2. In addition, due to his interest in these businesses, Mayor Pro Tem Cusack will be recusing from voting on specific warrants listed under Agenda Item Number 9.2 because these entities are considered sources of income to his businesses. A list of business entities for Mayor Pro Tem Cusack is maintained on file in the Town Clerk’s Office and available for review at the dais.
Mayor Pro Tem Cusack confirmed that he would be recusing from voting on these warrants.
Mayor Nassif has a remote interest in specific warrants on tonight’s Commercial Warrants dealing with NAPA Auto Parts or High Desert Auto Supply for the Town of Apple Valley as the owner of these businesses. Therefore, he will be recusing from voting on the warrants for NAPA Auto Parts and High Desert Auto Supply listed under Agenda Item Number 9.2. In addition, due to his interest in both businesses, Mayor Nassif will also be recusing from voting on specific warrants listed under Agenda Item Number 9.2 because these entities are considered sources of income to his businesses. A list of business entities for Mayor Nassif is maintained on file in the Town Clerk’s Office and available for review at the dais.
Mayor Nassif confirmed that he would be recusing from voting on these warrants.
Council Member Leon has a remote interest in specific warrants on tonight’s Commercial Warrants dealing with Solution Strategies as the landlord to this business. Therefore, she will be recusing from voting on those warrants.
Council Member Leon confirmed that she would be recusing from voting on those warrants.
Motion by: Council Member Emick
Seconded by: Council Member Bishop
To approve the Consent Calendar items numbered 9.1-9.5 as recommended.
Yes (5): Council Member Bishop, Council Member Emick, Council Member Leon, Mayor Pro Tem Cusack, Mayor Nassif (Council Member Leon, Mayor Pro Tem Cusack and Mayor Nassif recused from voting on Item 9.2).
Carried (5 to 0)
9.1 APPROVAL OF MINUTES
6 That the Town Council approve the subject minutes as part of the consent agenda.
9.2 NOVEMBER 2022 COMMERCIAL WARRANTS AND WIRE TRANSFER
SCHEDULES
That the Town Council receive, ratify, and file the Commercial Warrants and Wire Transfer Schedules as presented.
9.3 NOVEMBER 2022 PAYROLL/BENEFITS WARRANTS SCHEDULE
That the Town Council receive, ratify and file the payroll/benefits warrants as presented.
9.4 ACCEPTANCE OF WORK FOR STATE ROUTE 18 AND APPLE
VALLEY ROAD INTERSECTION ALIGNMENT PROJECT NO. 2020-05
That the Town Council:
A. Accept the work completed as part of the SR18 and Apple Valley Road Intersection Realignment - Project No. 2020-05 for a total contract cost of $8,325,443.78.
B. Direct the Town Clerk to file the Notice of Completion for the contract work.
C. Direct the Finance Director to release the retained funds 30 days after the Notice of Completion has been filed, provided no claims are filed against the contractor.
9.5 CONSENT TO AWARD THE CIVIC CENTER PARK POOL DECK
REPLACEMENT PROJECT
Award a contract to Jergensen Construction, Inc. for the Civic Center Park Pool Deck Replacement Project subject to "Approval as to Form" by the Town Attorney and "Approval as to Content" by the Town Manager;
10. Public Hearings
11. Business of the Council
12. Reports, Requests and Communications
13. Town Manager’s Comments & Legislative Update
Doug Robertson, Town Manager, provided an update of current events, upcoming events and activities in the Town of Apple Valley.
14. Closed Session
7 15. Adjournment
Motion by: Council Member Bishop
Seconded by: Council Member Emick
To adjourn the meeting of the Apple Valley Town Council at 8:04 p.m.
Unanimously Carried
Scott Nassif, Mayor La Vonda M-Pearson, Town Clerk
Town Council Agenda Report
Date: January 10, 2023
To: Honorable Mayor and Town Council
Subject: FY 2022-2023 BUDGET OF THE APPLE VALLEY VILLAGE
PROPERTY AND BUSINESS IMPROVEMENT DISTRICT (PBID)
ASSOCIATION
From: Douglas Robertson, Town Manager
Submitted by: Orlando Acevedo, Assistant Town Manager
Economic Development
Budgeted Item: Yes No N/A
RECOMMENDED ACTION
That the Town Council approve the Fiscal Year 2022-2023 Budget of the Apple Valley Village Property and Business Improvement District Association (Association).
SUMMARY
The PBID Association Board unanimously adopted its FY 2022-23 Budget (Attachment 1) on November 16, 2022, approving key programs and services consistent with its adopted District Management Plan, including continuation of marketing activities, seasonal pole banners; business directory signs and landscape replacement along the Highway 18 center median island; a private property aesthetic and rehabilitation grant program (ARGP) and, other streetscape related improvements, as approved by the Apple Valley Village Board of Directors.
The Association estimates FY2021-22 year-end operational expenses of $519,122 plus $175,000 in Town-administered programs for a total of $694,122 in expenses.
The Association’s approved budget for the new FY2022-23 is $203,030 for both operational and capital expenses and an additional $45,000 for contract services administered directly by the Town which includes enhanced police services in the Village area and ongoing Highway 18 Median landscape maintenance costs.
The Town will remit to the Association a portion of their collected annual assessment dollars for day-to-day activities, approximately $56,930 ($300,920 minus Association’s cash on hand of $146,100). The Association remains accountable for all funds it directly administers and is required to submit expense reports and financial statements to the Town annually. An annual Agreed-Upon Procedures Report was completed by a thirdparty Certified Public Accountant on November 11, 2022, and subsequently submitted to the Town to receive and file.
Based upon the foregoing, staff recommends adoption of the form motion.
BACKGROUND:
In 2007 the Town Council adopted a resolution establishing the Apple Valley Village Property and Business Improvement District (PBID) for five years (FY2007-08—FY2011- 12) to levy annual assessments against the PBID’s assessable parcels to be used solely for purposes described in the PBID’s adopted Management District Plan (Plan). In 2008, the PBID property owners formed and incorporated the Village PBID Association (Association), a 501 c (4) nonprofit corporation. The Association Board was subsequently selected to act as the PBID administering body and entered into an Agreement for Services with the Town in December 2008 to implement the Plan and to access and expend assessment revenues. In 2017, the Association led a successful grassroots campaign to renew the PBID for an additional five-year period, FY2017-18—FY2021-22.
In 2022, the Association led another successful renewal effort. In August, the PBID Association successfully passed a ten-year renewal by a vote of 81.43% YES to 18.57% NO.
Pursuant to the Agreement, the Town remits to the Association the PBID assessment revenues (collected by the County of San Bernardino and paid to the Town) on an asneeded basis and in accordance with an approved annual Budget. Components of the Budget that are directly administered by the Town will be paid directly by the Town.
Components of the Budget that are directly administered by the Association will be paid directly by the Association and may be advanced to the Association annually upon Town Council approval of that year’s Annual Budget Report.
FISCAL IMPACT
The PBID Association’s annual budget only utilizes PBID Assessment Revenues and has no direct impact on Town funds.
ATTACHMENTS
1. Apple Valley Village PBID Association FY 2022-23 Budget
2. Procedures Report completed by a third party Certified Public Accountant
Attachment 1
Fiscal Year 2022-23 Budget
REVENUES
Approved Budget
2022-2023
139,000
PBID Association Cash on Hand 146,100
Sponsorship Income 23,850
Assessment and Interest Revenues 240,000
Total Available Balance 548,950
EXPENSES
Adopted Budget
2021-22
Est Expenses
2021-22
Approved Budget
2022-23
Association General and Admin Expenses
Administrative Services: minutes/agendas/administration 30,000.00 30,000.00 30,000 Phone 780.00 702.49 780
Consultant Services (Engineering) 30,000.00 16,550.00 20,000 Insurance 2,500.00 4,117.87 5,000
Postage 500.00 400.65 600
Aesthetics Rehabilitation Grant Program (ARGP) 7,500.00 3,432.10 7,500 Legal and Accounting (Audit) 2,500.00 1,154.25 2,500
Marketing General/Services and Advertisements 30,000.00 32,983.60 33,000 Marketing Events/ Street Fairs and Parade 46,500.00 40,320.25 46,500 Small Office Supplies 300.00 230.10 300
Office Equipment: Copy machine, recorder 500.00 0.00 500 Taxes/Filing Fees 100.00 20.00 100
Kiosk signage, banners 10,000.00 27,589.75 10,000
Miscellaneous 250.00 - 250
Capital Enhancement Projects, Drainage Improvements 300,000.00 29,863.00 10,000 Median Utilities 1,000.00 502.29 1,000
Specific Plan Study 100,000.00 284,737.20 0
Security 35,000.00 46,518.02 35,000
Total Association General and Admin Expenses 597,430.00 519,121.57 203,030 Town-Coordinated Projects/Activities Expenses (Fund 8110) Enhanced Security Services w/Sheriff's Dept 10,000 0 10,000 Hwy 18 Landscape Maintenance Annual 35,000 35,000 35,000 Hwy 18 Landscape Maintenance Set-Aside 140,000 140,000 0 Total Town-Coordinated Expenses 185,000 175,000 45,000
Total Association and Town Expenses 782,430 694,122 248,030
SUMMARY
Total Revenues 548,950
Total Expenses 248,030
Ending Fund Balance 300,920
56,930
Apple Valley Village Property and Business Improvement District Association Total Beginning Balance (includes Town-held assessment revenues) Check Request (Town remits to PBID for FY2022-23 General and Admin Expenses Minus Cash on Hand)
Attachment 2
Town Council Agenda Report
Date: January 10, 2023
To: Honorable Mayor and Town Council
Subject: ACCEPTANCE OF WORK FOR THE COLD MIX OVERLAY 2022
PROJECT
From: Douglas Robertson, Town Manager
Submitted by: Mike Podegracz, Town Engineer
Engineering
Budgeted Item: Yes No N/A
RECOMMENDED ACTION
A. Accept the work completed by Calmex Engineering, Inc. as part of the Cold Mix Overlay 2022 project for a total contract cost of $1,063,469.48.
B. Direct the Town Clerk to file the Notice of Completion for the contracted work.
C. Direct the Finance Director to release the retained funds 30 days after the Notice of Completion has been filed, provided no claims are filed against the contractor.
BACKGROUND
As part of the Town’s annual paving priorities, staff evaluated local roadways and determined priority areas in need of maintenance. The segments in this project required a thicker aggregate than what is typically used in the Town’s annual microsurface projects. The Project generally consisted of providing the necessary labor, equipment, and materials for the application of cold mix asphalt on the listed segments.
ANALYSIS
The project was awarded to Calmex Engineering, Inc. on October 11, 2022, and work began in mid November. On December 16, 2022, engineering staff inspected the project area and deemed the work to be complete and acceptable.
FISCAL IMPACT
Funding for this project has been appropriated in the adopted FY 2022-2023 budget under Paving Priorities (2011-5010-9525-0000 and 2021-5210-9525-0000).
ATTACHMENTS
A. List of Segments
B. Notice of Completion
C. Segments Map
List of Segments
STREET NAME SEGMENT START SEGMENT END
NALATAPA ROAD NAWAKWA ROAD NEENACH ROAD
PAUHASKA COURT PAUHASKA ROAD END EAST
PAUHASKA ROAD EL CENTRO ROAD NAWAKWA ROAD
EL CENTRO ROAD CENTRAL ROAD NAWAKWA ROAD
EL CENTRO ROAD NAWAKWA ROAD NEENACH ROAD
EL CENTRO ROAD NEENACH ROAD OCOTILLA ROAD
EL CENTRO COURT EL CENTRO ROAD END SOUTH
MOTNOCAB ROAD NAWAKWA ROAD PAUHASKA ROAD
PAPAGO ROAD MESQUITE ROAD (West Side) YUCCA ROAD
MESQUITE ROAD PAPAGO ROAD (No. Side) WAALEW ROAD
CANDLEWOOD ROAD PAPAGO ROAD WAALEW ROAD
CENTURY PLANT ROAD YUCCA ROAD WAALEW ROAD
JOSHUA ROAD YUCCA ROAD WAALEW ROAD
JOSHUA ROAD END - NORTH YUCCA ROAD
YUCCA ROAD PAPAGO ROAD 17129 (Join Ex. Overlay)
MESQUITE ROAD WAALEW ROAD SOUTH ROAD
CANDLEWOOD ROAD WAALEW ROAD SOUTH ROAD
CENTURY PLANT ROAD WAALEW ROAD SOUTH ROAD
EL CENTRO ROAD OCOTILLA ROAD MESQUITE ROAD
EL CENTRO ROAD MESQUITE ROAD CANDLEWOOD ROAD
EL CENTRO ROAD CANDLEWOOD ROAD CENTURY PLANT ROAD
EL CENTRO ROAD CENTURY PLANT ROAD JOSHUA ROAD
Town of Apple Valley
Cold Mix Overlay 2022
(For Reference Only)
Not to Scale
November 28 November 29 November 30 December 1
Town Council Agenda Report
Date: January 10, 2023
To: Honorable Mayor and Town Council
Subject: A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF APPLE
VALLEY AMENDING THE PERSONNEL POLICY AND PROCEDURES
MANUAL FOR THE TOWN OF APPLE VALLEY
From: Douglas Robertson, Town Manager
Submitted by: Kristine Shoup, Human Resources Manager
Human Resources
Budgeted Item: Yes No N/A
RECOMMENDED ACTION
Approve Resolution No. 2023-01, A Resolution of the Town Council of the Town of Apple Valley amending Sections 6.5 Holiday Leave and 6.6 Floating Holiday of the Personnel Policy and Procedures Manual for the Town of Apple Valley.
BACKGROUND
The current language in Section 6.5 of the Personnel Policies and Procedures Manual lists the 4th of July as the only designated Town Holiday that employees shall be compensated at the overtime rate for all hours worked on that day. The Human Resources Department recommends amending this section to include all approved Town Holidays.
Moreover, the policy section does not clearly address what happens to Holiday hours when an employee is required to work on a designated holiday. Therefore, the Human Resources Department recommends adding language to the policy section to clarify the options available to employees that work on an approved Holiday.
Additionally, the current language in Section 6.6 does not address the number of Floating Holidays available to regular employees. The amendment to the section will move the “Three Floating Holidays” listed in section 6.5, into the correct section.
FISCAL IMPACT
There will be a minimal cost increase associated with the recommended amendments to the Personnel Policies and Procedures Manual. This increase to personnel costs is dependent on the variables surrounding scheduled leave time and staffing.
ATTACHMENTS
A. Resolution 2023-01
B. Section 6.5 Holiday Leave
C. Section 6.6 Floating Holiday
RESOLUTION NO. 2023-01
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN
OF APPLE VALLEY AMENDING THE PERSONNEL
POLICY AND PROCEDURES MANUAL FOR THE TOWN
OF APPLE VALLEY
WHEREAS, the Town Council of the Town of Apple Valley has established personnel policy and procedures manual for the Town of Apple Valley; and WHEREAS, the Town Council of the Town of Apple Valley wishes to modify the personnel policy and procedures manual for the Town of Apple Valley.
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF APPLE VALLEY AS FOLLOWS:
Section 1. The Town Council finds that all of the facts set forth in the Recitals of this Resolution, are true and correct, and are incorporated herein by reference.
Section 2. The Town Council hereby adopts the revised policy sections as shown in Attachment B and C.
Section 3. Severability. If any section, subsection, sentence, clause, phrase, or portion of this Resolution is for any reason held to be invalid or unenforceable by a court of competent jurisdiction, the remaining portions of this Resolution shall nonetheless remain in full force and effect.
Section 4. Effective Date. This Resolution is effective immediately. All resolutions, parts of resolutions in conflict herewith are hereby amended to be consistent herewith.
APPROVED and ADOPTED by the Town Council of the Town of Apple Valley this 10th day of January 2023.
_____________________________________
Scott Nassif, Mayor
ATTEST:
______________________________
La Vonda M-Pearson, Town Clerk
Section 6.5 Holiday Leave
All regular full-time employees of the Town who are on the payroll the day before and the day after a designated holiday shall be paid for said holiday. Employees shall receive holiday pay for the number of hours regularly scheduled for that date. Temporary, Part-time, and seasonal employees do not receive holiday benefits. All full-time employees of the Town that are required to work on an approved Town Holiday shall be compensated at the overtime rate for all hours worked on that day and, at the employee’s discretion, either have the Holiday hours cashed out as regular time or banked to use at a later date.
The following are approved paid holidays for the Town (the actual day of observance may be changed at the discretion of Town management):
1. January 1st.
2. The third Monday in January, known as “Dr. Martin Luther King, Jr. Day.”
3. The third Monday in February, known as “Presidents Day.”
4. The last Monday in May, known as “Memorial Day.”
5. June 19th, known as “Juneteenth National Independence Day.”
6. July 4th.
7. The first Monday in September, known as “Labor Day.”
8. The second Monday in October, known as “Columbus Day.”
9. November 11th, known as “Veterans Day.”
10. Thanksgiving Day.
11. The day after Thanksgiving Day.
12. December 24th.
13. December 25th.
Holidays which fall on Saturday shall normally be observed on the preceding Friday. Holidays which fall on Sunday shall be observed on the following Monday. Holidays which fall on a Friday which is an off day under the Town’s 9/80 schedule shall be observed on a day designated by the Town or, at the discretion of the Town, may be converted to a floating holiday. When a fixed holiday falls within a vacation period, the holiday time shall not be charged against the employee’s earned vacation benefits.
Section 6.6 Floating Holiday
A floating holiday shall be a holiday on a workday of the employee’s choice, which is earned during the fiscal year. All regular full-time employees of the Town are eligible for three floating holidays annually. Employees are not eligible for a floating holiday until successful completion of six (6) months of continuous service. The floating holiday may be used in conjunction with other vacation and holidays. Employees hired after July 1 will accrue floating holidays on a pro-rata basis based on the remaining number of pay periods in the fiscal year. The minimum charge against a floating holiday shall be fifteen (15) minutes. Requests for a floating holiday shall be subject to the approval of the employee’s immediate supervisor and at such time as will not impair the work schedule and efficiency of the department.
Employees shall be prohibited from using a floating holiday during their last two weeks of employment with the Town. Accrued, unused floating holidays shall be paid off at termination at the employee’s rate of pay in effect at the time of termination. Accrued, unused floating holidays remaining on the books on June 30th will be paid on the next payroll using the employee’s rate of pay as of June 30th of the year the floating holiday was earned.
Town Council Agenda Report
Date: January 10, 2023
To: Honorable Mayor and Town Council
Subject: COUNCIL MEMBER REPRESENTATION ON VARIOUS BOARDS,
COMMITTEES AND COMMISSIONS
From: Douglas Robertson, Town Manager
Submitted by: La Vonda M-Pearson
Town Clerk
Budgeted Item: Yes No N/A
RECOMMENDED ACTION
That the Town Council choose one of its number to fill the positions on certain Council Boards, Committees and Commissions as shown in the attached summary sheet or confirm that no changes are necessary.
SUMMARY:
If Council wishes to reorganize the positions on Boards, Committees and Commissions, except those positions that are mandatory, by policy, for the Mayor to serve (indicated with an asterisk), it would be appropriate to make those changes at this time. To assist the Council in their discussion for the reorganization, attached is the Town's list of boards, committees and commissions and their established time, date and place of the meetings.
ATTACHMENTS
A. Boards, Commissions and Committees List.
TOWN OF APPLE VALLEY
TOWN COUNCIL SERVING ON BOARDS, COMMITTEES & COMMISSIONS
CITIZEN ADVISORY COMMITTEES
HISTORICAL ADVISORY COMMITTEE (HAC)
Mayor Pro Tem Cusack
Meets every 2nd Tuesday of each month at 9:00 a.m.,
(location may vary)
SPECIAL ADVISORY COMMITTEES
DISASTER PREPAREDNESS*
Mayor - Chairman
Meets quarterly at 1:30 p.m., Town of Apple Valley
Conference Center - Development Services Building
14975 Dale Evans Parkway, Apple Valley.
TRAFFIC ADVISORY COMMITTEE (TAC)
Mayor Nassif
As needed.
Town Council Chambers
TOWN PERSONNEL COMMITTEE
Mayor Nassif
Council Member Bishop
Meets as Needed
PARK AND RECREATION ADVISORY COMMITTEE
Mayor Nassif
Council Member Emick
AD HOC COMMITTEES
APPLE VALLEY ROAD AD HOC COMMITTEE
Mayor Nassif
VILLAGE MERCHANTS AD HOC COMMITTEE
Council Member Emick
SINGLE-FAMILY RESIDENTIAL DESIGN CRITERIA
AD-HOC COMMITTEE
Council Member Art Bishop
Council Member Kari Leon
AGENCY - BOARDS/COMMITTEES &
COMMISSIONS
CALIFORNIA JOINT POWERS INSURANCE
AUTHORITY (CJPIA)
Mayor Nassif – Director
Exec. Committee meets every 4th Wednesday of each
month at 7:00 p.m., La Palma, CA.
CAL CITIES/DESERT MOUNTAIN DIVISION (DMD)
Mayor Nassif- Voting Delegate
Council Member Bishop – Alternate
Meets as needed, rotating cities.
MOJAVE DESERT AIR QUALITY MANAGEMENT
DISTRICT (MDAQMD)
Council Member Leon-– Delegate
Council Member Emick – Alternate
Meets every 4th Monday of each month at 10:00 a.m.,
14306 Park Avenue, Victorville
MOJAVE DESERT AND MOUNTAIN RECYCLING
AUTHORITY
Mayor Pro-Tem Cusack – Delegate
Council Member Bishop – Alternate
Meets quarterly on the 2nd Thursday February, May,
August and November at 10:00 a.m.
at the Materials Recovery Facility, 17000 Abbey Lane,
Victorville
SAN BERNARDINO COUNTY TRANSPORTATION
AUTHORITY (SBCTA)
Council Member Bishop - Board Member
Mayor Pro-Tem Cusack – Alternate
Meets 2nd Wednesday of each month at 9:00 a.m.,
I10/I15 Corridor meets 2nd Thursday at 10:00 a.m.
1170 West 3rd St.
San Bernardino
SOLID WASTE ADVISORY TASK FORCE (SWAT)
Mayor Pro-Tem Cusack – Committee Member
Julie Ryan - Alternate
Meets as needed on Wednesdays at 1:30 p.m.
Sam J. Racadio Library & Environmental Learning
Center Community Room 7863 Central Ave. Highland
VICTOR VALLEY ECONOMIC DEVELOPMENT
AUTHORITY (VVEDA)
(George Air Force Base Reuse Task Force)
Council Member Emick – Commissioner
Council Member Bishop – Alternate
Meets every 2nd Wednesday of each quarter at 5:00
p.m., SCLA
VICTOR VALLEY TRANSIT AUTHORITY (VVTA)
Council Member Emick – Representative
Council Member Leon - Alternate
Meets every 3rd Monday of each month at 9:30 a.m.,
Victorville City Hall
VICTOR VALLEY WASTE WATER RECLAMATION
AUTHORITY (VVWRA)
Mayor Nassif – Commissioner
Council Member Bishop – Alternate
Meets every 3rd Thursday at 7:30 a.m.
VVWRA Offices
GREATER HIGH DESERT CHAMBERS
GOVERNMENTAL RELATIONS COMMITTEE
Council Member Bishop – Representative
Mayor Pro-Tem Cusack – Alternate
*These Boards, Committees and
Commissions require the Mayor to serve
as the representative.