Calimesa City Council
December 4, 2023

Regular Meeting of the Calimesa City Council & Successor Agency to the Calimesa Redevelopment Agency Monday, December 4, 2023

CALL TO ORDER
ROLL CALL: MAYOR DAVIS, MAYOR PRO TEM HEWITT, COUNCIL MEMBER CERVANTEZ, COUNCIL MEMBER MANLY AND COUNCIL MEMBER MOLINA.

STAFF: CITY MANAGER KOLBOW, CITY ATTORNEY BARROW, CITY CLERK

GERDES, FINANCE DIRECTOR REID, PLANNING DIRECTOR LUCIA, PUBLIC

WORKS DIRECTOR MONSON, CITY ENGINEER THORNTON, FIRE CHIEF O’CONNELL AND SHERIFF CAPTAIN PETERSON.

PLEDGE OF ALLEGIANCE

COMMUNICATIONS FROM THE PUBLIC
Pursuant to the Brown Act, this is the opportunity for members of the public to directly address the Council on any item within the Council’s subject matter jurisdiction. Please note that this is also the time in which members of the public may address the Council on any item on the Consent Calendar. This is not the time for City Council discussion of non-agenda items. After receiving public comments, Council Members, or staff, after being recognized by the Mayor, may briefly respond to statements made by the public or questions posed by the public. In addition, Council Members may ask questions for clarification or make a referral to staff for factual information to be reported back to the Council at a later meeting.

Regular Meeting of the Calimesa City Council & Successor Agency to the Calimesa Redevelopment Agency
Meeting Agenda
Monday, December 4, 2023 – 6:00 p.m.

Norton Younglove Multipurpose Senior Center
908 Park Avenue, Calimesa, CA 92320
William Davis, Mayor  Wendy Hewitt, Mayor Pro Tem
Jeff Cervantez, Council Member  John Manly, Council Member  Linda Molina, Council Member Will Kolbow, City Manager  Quinn Barrow, City Attorney The Calimesa City Council will be conducting this meeting in the Norton Younglove Senior Center. Members of the public may attend this meeting in person at the Norton Younglove Senior Center, 908 Park Avenue, Calimesa, CA 92320, or the public may view the City Council meetings live at https://www.youtube.com/@calimesacity900/live beginning at 6:00 p.m.

Submission of Public Comments: If attending the meeting, public comment will be allowed by completing a speaker slip and providing it to the City Clerk at the meeting. Please observe a time limit of three (3) minutes when giving your presentation. When called upon, please step forward to the microphone, state your name for the record, whom you represent and any statement you wish to make. Please be advised that you may not defer your three (3) minutes to another speaker.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting or other services offered by this City, please contact the City Clerk’s Office, (909) 795-9801. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

Any public writings distributed by the City to at least a majority of the Council Members regarding any item on this regular meeting agenda will be made available at the public counter at City Hall located at 908 Park Avenue, Calimesa, CA 92320.

Regular Meeting of the Calimesa City Council & Successor Agency to the Calimesa Redevelopment Agency Monday, December 4, 2023

APPROVAL OF THE AGENDA, CONSENT CALENDAR AND WAIVER OF FULL READING OF ORDINANCES This is the time for the City Council to notify the public of any changes to the agenda; such as removal of an agenda item, rearrangement of the agenda, postponement of an agenda item or continuance of an item to a future meeting. This is also the time for the City Council to remove items from the Consent Calendar for individual consideration. Waiver of full reading of ordinances does not take policy action or approve or disapprove any ordinances on the agenda, it simply means that the entire text of the ordinance will not be read.

RECOMMENDATION: Move to approve the agenda and consent calendar Motion________________________ Second_______________________ Vote___________________________ CONSENT CALENDAR (Items 1 – 7)
The following items on the Consent Calendar are routine and customary items and are enacted by a single motion, with the exception of items previously removed during “Approval of the Agenda” for individual consideration. Any items removed shall be individually considered immediately after taking action on the Consent Calendar.

1. APPROVAL OF CITY COUNCIL ACTION MINUTES.
a) City Council action minutes of a regular meeting of November 20, 2023.

2. RECEIVE AND FILE CITY COMMISSION & BOARD MINUTES.
a) Planning Commission action minutes of a regular meeting of November 13, 2023.

3. APPROVAL OF WARRANT REGISTERS.
a) Check Register Report with a total of $485,917.78 (Check Nos. 41172 to 41218) b) November 23, 2023 Payroll of $109,694.63

4. ANNUAL REPORT AND FIVE-YEAR REPORT REGARDING DEVELOPMENT IMPACT FEES.

RECOMMENDATION: That the City Council receive and file this Annual Report regarding developer impact fees(DIF).

5. APPROVAL OF CITY OF CALIMESA 457 GOVERNMENTAL PLAN AND TRUST TO OFFER DESIGNATED ROTH ACCOUNTS EFFECTIVE JANUARY 1, 2024.

RECOMMENDATION: That the City Council approve an optional provision in the City of Calimesa’ 457 Government Plan and Trust to allow for designated Roth Accounts effective January 1, 2024

6. CALIMESA FIRE DEPARTMENT PERSONAL PROTECTIVE
EQUIPMENT (PPE) – STRUCTURAL FIREFIGHTING, PURCHASE, UPGRADE / REPLACEMENT, WAIVER OF FORMAL BIDDING THEREWITH.

RECOMMENDATION: That the City Council adopt Resolution 2023-72, a Resolution of the City Council authorizing the necessary purchase of the Fire Departments Personal Protective Equipment (PPE) Program - Structural Fire Fighting, inventory and waiving formal bidding and minimum bid requirements in connection with certain equipment purchases as provided by the city’s municipal code.

7. APPROVE AMMENDED AGREEMENT WITH RIVERSIDE COUNTY DEPARTMENT OF

HOUSING AND WORKFORCE SOLUTIONS (HWS) FOR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECT NO. 5.CM.03-22, NORTON YOUNGLOVE SENIOR CENTER ADA IMPROVEMENT PHASE II, PROJECT NO 2021-09.

Regular Meeting of the Calimesa City Council & Successor Agency to the Calimesa Redevelopment Agency Monday, December 4, 2023

RECOMMENDATION: That the City Council approve an amended agreement with Riverside County Department of Housing and Workforce Solutions (HWS) for Community Development Block Grant (CDBG) Project No. 5.CM.03-22 for the amount of $88,907.51 for the construction of the Norton Younglove Senior Center ADA Improvement Project No 2021-09

SHERIFF CAPTAIN COMMENTS & REPORTS

FIRE CHIEF COMMENTS & REPORTS

PUBLIC HEARINGS
The order of business for the Public Hearing shall be:

Open Public Hearing
Staff Presentation
Applicant/Representative Presentation
Public Testimony
Applicant Rebuttal (if necessary)
Public Testimony Closed
. Close Public Hearing
Council Discussion
Council Motion and Vote
Speakers are encouraged to be brief and remain within the established time limit of three (3) minutes per speaker. Once the public hearing has been closed, no further testimony will be taken.

8. PUBLIC HEARING: RESOLUTION ADOPTING UPCCAA AND ORDINANCE AMENDING MUNICIPAL CODE PURCHASING PROVISION.

RECOMMENDATION: That the City Council:

1. Adopt Resolution 2023-73 electing to become subject to the Uniform Public Construction Cost Accounting Act; and

2. Introduce and read by title only, Ordinance No. 395, An ordinance of the City of Calimesa, California, amending Municipal Code Chapter 3.15 (supplies, services and equipment purchase procedure) and adding Chapter 3.60 (public projects)”

BUSINESS ITEMS

9. CITY COMMISSION APPOINTMENT.

RECOMMENDATION: That Council Member Molina appoint one member to the Parks, Trails & Community Services Commission and that the City Council ratify the appointment by a majority vote and adopt Resolution No. 2023-71 providing for the appointment made.

10. STRATEGIC PLAN UPDATE
RECOMMENDATION: That the City Council receive and file the update on the City’s Strategic Plan.

CONVENE JOINT CITY COUNCIL AND SUCCESSOR AGENCY TO THE CALIMESA

REDEVELOPMENT AGENCY MEETING

Regular Meeting of the Calimesa City Council & Successor Agency to the Calimesa Redevelopment Agency Monday, December 4, 2023

JOINT BUSINESS ITEMS
JM1. CITY COUNCIL REORGANIZATION.

RECOMMENDATION: That the City Council choose one of its members as Mayor and another of its members as Mayor Pro Tem.

JM2. SUCCESSOR AGENCY TO THE CALIMESA REDEVELOPMENT AGENCY REORGANIZATION.

RECOMMENDATION: That the Board of Directors of the Successor Agency to the Calimesa Redevelopment Agency choose one of its members as Chairperson and another of its members as Vice-Chairperson

ADJOURN THE SUCCESSOR AGENCY TO THE CALIMESA REDEVELOPMENT AGENCY AND

RECONVENE CITY COUNCIL

MAYOR & COUNCIL MEMBER REPORTING OF COUNTY & REGIONAL MEETINGS/CONFERENCES This is the time for general comments, announcements, reports on meetings attended at public expense as required by AB 1234, requests of staff, and other issues of concern to Council Members may be presented briefly at this time. The Council may not legally take action on any item presented at this time other than to direct staff to investigate a complaint or place an item on a future agenda unless (1) by a majority vote, the Council determines that an emergency situation exists, as defined by Government Code § 54956.5 or (2) by a four-fifths vote, the Council determines that there is a need for immediate action and the need for action arose subsequent to the agenda being posted as required by Government Code § 54954.2(b).

CITY MANAGER COMMENTS & REPORTS

CLOSED SESSION ITEMS
A. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section 54957.6
City Negotiator: Will Kolbow City Manager
Unrepresented Employees: All City Employees excluding City Manager B. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section 54957
Title: City Manager
C. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section 54957.6
Agency Negotiator: Quinn M. Barrow, City Attorney
Unrepresented Employee: City Manager

ADJOURNMENT
Adjourn to the Regular Meeting of the City Council on December 18, 2023, at 6:00 p.m.

City Council Meeting
Agenda Report
Agenda Item No. 1
SUBJECT: APPROVAL OF CITY COUNCIL MEETING MINUTES
MEETING DATE: December 4, 2023
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That the City Council approve the action minutes as presented for the Regular City Council meeting of November 20, 2023.

ATTACHMENTS:

Attachment A: City Council action minutes of November 20, 2023 regular meeting.

City Council Meeting
Agenda Report
Agenda Item No. 2
SUBJECT: APPROVAL OF COMMISSION MEETING MINUTES
MEETING DATE: December 4, 2023
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That the City Council approve the action minutes as presented for the Planning Commission regular meeting of November 13, 2023.

ATTACHMENTS:

Attachment A: Planning Commission action minutes of regular meeting of 11/13/2023.

City Council Meeting
Agenda Report
Agenda Item No. 3
SUBJECT: APPROVAL OF WARRANT REGISTER
MEETING DATE: December 4, 2023
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION: That the City Council approve the Warrant Register as presented.

SUMMARY: The attached Check Register Report for City Council’s approval is as follows:
a) Check Register Report with a total of $485,917.78 (Check Nos. 41172-41218) b) November 23, 2023 Payroll of $109,694.63

City Council Meeting
Agenda Report
Agenda Item No. 4
SUBJECT: ANNUAL REPORT AND FIVE-YEAR REPORT REGARDING

DEVELOPMENT IMPACT FEES
MEETING DATE: December 4, 2023
PREPARED BY: Celeste Reid, Finance Director and Treasurer RECOMMENDATION: That the City Council receive and file this Annual Report regarding developer impact fees (hereinafter referred to as DIF) and make the findings listed below.

BACKGROUND: Government Code Section 66006 requires local agencies to submit annual reports detailing the status of development impact fees. The annual report must be made available to the public within 180 days after the last day of the fiscal year and must be presented to the public agency as an informational report.

This report summarizes the following information for each of the development fee programs:
• Description of the type of fee in the account or fund • The amount of the fee
• Beginning and ending fund balances
• Amount of fees collected, and interest earned.
• Identification of public improvements for which fees were expended. • Identification of any inter-fund transfers or loans from the fund • Reporting of refunds
To the extent there is an accumulation of fees in any fee category in excess of five years, whereby, the June 30, 2023 ending fund balance amounts exceed mitigation fees collected over five years, from July 1, 2018 - June 30, 2023, Government Code Section 66001 (d) requires the local agency to make certain findings. These findings are as follows:
• Identify the purpose for which the fees will be spent. • Indicate the fee was appropriately charged by demonstrating a reasonable relationship between the fee and the purpose for which it was charged.
• Identify any other sources and amounts of funding that are necessary to complete improvements.
• Identify the projected timeline for having all projected funding for making the identified improvements.

DISCUSSION: Attached as Exhibit A is a Developer Impact Fee status report reflecting activity for the Fiscal Year 2022-23. A determination has been made, by fee category, as to whether there are mitigation fees remaining unexpended in excess of five years. There are four categories of mitigation

fees with unexpended funds in excess of five years; Flood Control/Drainage, Library Facilities, Law Enforcement Facilities and Park Improvements. Please note that in Street/Traffic Improvement Fund certain non-mitigation revenue and related expenditures including grants and other developer contributions were excluded from the excess revenue calculation. The required findings in each fee category are as follows:

Flood Control/Drainage Fees:

The purpose of the City’s Flood Control/Drainage Fees is to construct new flood control facilities to accommodate storm water from new development to serve the City and its residents. The relationship between the fee imposed and the purpose for which it is imposed is to mitigate the impact of new development on the need for flood control facilities that serve new development. The nexus and proportionality for the fee imposed is provided for in the DIF study that was prepared at the time the fees were established. The City hereby incorporates the findings from that study into this report.

The City is preparing for the Calimesa Creek Stage III Improvement project. Once completed, the project would provide 100-year flood protection to existing and future development along County Line Road and Calimesa Creek from 5th Street to Interstate 10. The funding sources for the project include an EPA grant which concluded in Fiscal Year 2019-20, Development Impact Fee revenue and a Riverside County Flood Control grant. The City anticipates construction to begin on this project early calendar year 2024, with completion as of June 2025.

Library Fees:

The purpose of the City’s Library Facilities Fees is to construct a new library to serve the residents and business within new developments in the City. The relationship between the fee imposed and the purpose for which it is imposed is to mitigate the impact of new development on the need for library services to serve new development. The nexus and proportionality for the fee imposed is provided for in the DIF study that was prepared at the time the fees were established. The City hereby incorporates the findings from that study into this report. The sources of funding for this improvement are identified in the attached DIF status report. Several years ago, the City had completed the initial conceptual design of a new Civic Enrichment Center that would include, new library and city hall facilities. The estimated cost of the construction of the facility was $6.4 million.

However, these costs were updated in the most recent DIF study to include the possibility of a slightly larger facility and alternative location. In addition, it is now planned that a new library and new city hall facilities will be at two separate locations, as opposed to the original concept noted above. The City and County of Riverside have entered a partnership wherein the County would provide the majority of funding and project management staff to contract and construct a new, larger 5,550 square foot library facility on the site of the current library. The City Council agreed to contribute $1,110,000 of DIF Funds, $226,285 from the Library Operations Fund and $77,861 in donations/deposits for a total of $1,414,146. The balance of funding for the project estimated at an additional $2.5 million will be paid for by the County of Riverside. It is anticipated the new facility will be completed and available for use by the public by December 2024.

Law Enforcement Fees:

The purpose of the City’s Law Enforcement Facilities Fees is to construct a new police services facility in the City to serve the residents and businesses within new developments in the City. The relationship between the fee imposed and the purpose for which it is imposed is to mitigate the impact of new development on the need for law enforcement services to serve that new development. The

nexus and proportionality for the fee imposed is provided for in the DIF study that was prepared at the time the fees were established. The City hereby incorporates the findings from that study into this report. The sources of funding for this improvement are identified in the attached DIF status report. The City currently contracts with the County of Riverside for Sheriff (Police) services. It is anticipated that a facility will be built in the next 10 to 15 years. It is also a possibility that a substation be added at the planned new fire station within the emergency operations center. The City’s Law Enforcement Facilities Fees will be expended when law enforcement facility expansion projects move forward.

Park Improvement Fees:

The current purpose of the City’s Park Improvement Fees is to construct additional park facilities to serve the City and its residents. The relationship between the fee imposed and the purpose for which it is imposed is to mitigate the impact of new development on the need for additional parks to serve that new development. The nexus and proportionality for the fee imposed is provided for in the DIF study that was prepared at the time the fees were established. The City hereby incorporates the findings from that study into this report. The sources of funding for this improvement are identified in the attached DIF status report. The City owns 2.31 acres of undeveloped parkland referred to as 4 th Street Park Phase 2. Initial concepts have been discussed and community input obtained resulting in expansion of the park to include four pickle ball courts, walking trails, an adaptable open sports area, parking lot, maintenance shed and bathrooms. The City Council approved expenditures in total of $3,283,550 for construction and a contract with a Landscape Architect-Planning firm for 4th Street Park Phase 2 design services. It is anticipated that the new park expansion will be completed and available for use by the public by June 2025.

Fire Facilities, Administrative Facility and Street and Traffic Improvement Fees:

As noted in the attached DIF status Report (Attachment A), there was not an excess of funds in the above referenced categories of funds. As such, no findings are required.

FISCAL IMPACT: There is no fiscal impact to the filing of this annual report.

ATTACHMENTS:

Attachment A: Development Impact Fee Status as of June 30, 2023 Attachment B: Development Impact Fee Table of Fees

Fire Flood Control/ Administrative Library Law Enf. Street/Traffic Park Total Facilities Drainage Facilities Facilities Facilities Improvement Improvement All Funds Beginning Fund Balance $ (23,899) $ 2,997,473 $ 2,770,658 $ 1,160,226 $ 542,563 $ 1,461,262 (4) $ 3,325,400 $ 12,233,683 Revenues:

Mitigation Fees 233 1,793 1,083 - 258 19,626 - 22,993
Interest Income 2,967 63,584 55,832 26,092 14,105 7,721 74,550 244,851 Other - - - - - 5,138,672 (5) - 5,138,672
Total Revenue $ 3,200 $ 65,377 $ 56,915 $ 26,092 $ 14,363 $ 5,166,019 $ 74,550 $ 5,406,516 Expenditures:

Planning - - - - - - 97,386 (7) $ 97,386
Engineering & Professional Services - 19,481 (3) - - - 356,396 (6) - 375,874 Construction/Improvements - - 363,284 (8) - - 5,727,663 (6) - 6,090,947 Vehicles and Equipment - - - - - - - -
Administration 5,383 (1) 4,636 (1) 5,143 (1) 6,101 (1) 4,632 (1) 10,716 (1) 4,633 (1) 41,244 Debt Service 55,389 (2) - - - - - - 55,389
Transfers, Loans, Refunds - - - - - - - -
Total Expenditures $ 60,772 $ 24,117 $ 368,427 $ 6,101 $ 4,632 $ 6,094,775 $ 102,019 $ 6,660,843 Ending Fund Balance $ (81,471) $ 3,038,733 $ 2,459,146 $ 1,180,217 $ 552,294 $ 532,506 $ 3,297,931 $ 10,979,356 Mitigation Fees Collected
FY2018-19 to FY2022-23: $ 185,444 $ 2,580,431 $ 2,473,338 $ 646,420 $ 200,656 $ 1,010,081 $ 1,156,534 Fund Balance vs. Fees Collected $ (266,915) $ 458,302 $ (14,192) $ 533,797 $ 351,638 $ (477,575) $ 2,141,397 Accumulation in Excess of 5 Years No Yes No Yes Yes No Yes (1) Fees expended for administration of mitigation fee program related actvities. (2) Expenditures are related to vehicles for the Fire Department. (3) Expenditures are related to the Calimesa Creek Project. (4) Prior period adjustments are included in Beginning Fund Balance. (5) Other revenues include grant revenue, governmental, and developer contributions. This revenue and related expenditures (net -0- effect) have been excluded from excess revenue calculation. (6) Expenditures relate to several road construction projects including Cherry Valley Interchange, Calimesa Roundabouts project, Singleton Interchange and other. (7) The City of Calimesa is preparing for the 4th Street Park Expanstion project, expenditures relate to Landscape Architect. (8) The City of Calimesa expanded office facilties at the City Hall complex, the project was completed in August 2022.

CITY OF CALIMESA ATTACHMENT A

DEVELOPMENT IMPACT FEE STATUS
FISCAL YEAR ENDED JUNE 30, 2023
Attachment 4A

City of Calimesa
908 Park Avenue, Calimesa, California 92320
Telephone 909.795.9801 Facsimile 909.795.4399
www.cityofcalimesa.net
“Preserving and enhancing the open space atmosphere and quality of life in Calimesa” *City Development Impact Fees are paid to the City of Calimesa and are due prior to building permit issuance.
**MSHCP fees are paid to the City of Calimesa and are due prior to grading or building permit issuance.

Transportation Uniform Mitigation Fees***
The online fee calculator tool allows stakeholders to input project-specific information and receive fee obligation estimates for development projects: http://tools.pbid.com/wrcog/ ***TUMF is paid to the Western Riverside Council of Governments and is due prior to certificate of occupancy.

Attachment 4B

City Council Meeting
Agenda Report
Agenda Item No. 5
SUBJECT: APPROVAL OF CITY OF CALIMESA 457 GOVERNMENTAL PLAN

AND TRUST TO OFFER DESIGNATED ROTH ACCOUNTS
EFFECTIVE JANUARY 1, 2024
MEETING DATE: December 4, 2023
PREPARED BY: Darlene Gerdes, Deputy City Manager
RECOMMENDATION: That the City Council approve an optional provision in the City of Calimesa’ 457 Government Plan and Trust to allow for designated Roth Accounts effective January 1, 2024.

BACKGROUND: The City of Calimesa formed a deferred compensation plan, referred to as a 457 Government Plan and Trust in June 1991. At the inception of the 457 deferred compensation plan, the City did not elect to allow for designated Roth accounts.

New federal legislation, The SECURE Act 2.0 Act was signed into law December 2022. The new legislation includes policy changes that affected defined contributions plans, which includes the City of Calimesa’s 457 Government Plan and Trust. There are several new provisions however, one of the most impactful provisions relates to designated Roth accounts. Effective January 1, 2026, the provision requires that catch-up contributions under an employer retirement plan be made on a Roth basis for participants who had compensation that exceed $145,000 in the prior calendar year. Any other participant eligible for catch-up contributions must be permitted (but not required) to elect to have catch-up contributions made on a designed Roth account basis. This policy change means 457 deferred compensation plans without designated Roth accounts, will not provide for the option for any employees to make catch-up contributions. In the absence of adding Roth Designated accounts, employees would have restricted options with respect to deferred compensation contributions and this will disproportionately impact employees over the age of 50 years.

Although this rule does not take effect until January 1, 2026, plan advisors have recommended designated Roth accounts be implemented earlier than the required implementation date. Staff respectfully recommends the Roth designated accounts be established and available for all plan participants.

FISCAL IMPACT: There is no fiscal impact to the City of Calimesa to allow for designated Roth accounts in the 457 Government and Trust plan. This provides for additional options for employees with respect to their individual retirement contributions.

ATTACHMENTS:

Attachment A: 457 Governmental Plan and Trust Optional Provisions Election Form

City Council Meeting
Agenda Report
Agenda Item No. 6
SUBJECT: CALIMESA FIRE DEPARTMENT PERSONAL PROTECTIVE
EQUIPMENT (PPE) – STRUCTURAL FIREFIGHTING,

PURCHASE, UPGRADE / REPLACEMENT, WAIVER OF FORMAL

BIDDING THEREWITH
MEETING DATE: DECEMBER 4, 2023
PREPARED BY: Tim O’Connell, Fire Chief
RECOMMENDATION: That the City Council adopt Resolution 2023-72, a Resolution of the City Council authorizing the necessary purchase of the Fire Departments Personal Protective Equipment (PPE) Program - Structural Fire Fighting, inventory and waiving formal bidding and minimum bid requirements in connection with certain equipment purchases as provided by the city’s municipal code.

BACKGROUND: Upon formation of the City’s municipal Fire Department effective January 1, 2018, as a result of the termination of the previous Fire Protection Services Agreement with the County of Riverside, the city council authorized the City Manager and Fire Consultants to purchase the suggested, recommended and required equipment to provide “all risk, full service,” fire protection and suppression services.

The use, maintenance and systems upgrades pertaining to PPE are reviewed updated periodically via the published the standards and guidelines as set forth through several sections of the National Fire Protection Agency (NFPA) and mandated by CAL OSHA and NIOSH. The majority of in-service Structural Firefighting PPE currently utilized by Calimesa Firefighters was placed into service in November of 2018, and have reached their “half-life,” in-service serviceability date.

The life span of these protective clothing items is generally ten (10) years and are required for use in Inherently Dangerous to Life and Health (IDLH) environments. As of 2020, the NFPA 1851 standard, required bi-annual inspection, deep cleaning, and repairs, to be conducted by the manufacturer or verified independent service provider. Calimesa Fire Suppresion Personnel are currently issued only one (1) set of structural firefighting “turnout” gear, and are unable to immediately launder soiled PPE, or change into uncontaminated PPE, without disrupting reliable emergency services.

DISCUSSION: The action before the City Council is for the authorization to purchase equipment required for use during Inherently Dangerous to Life or Death (IDLH) operations and had previously authorized for purchase by the City Council.

The Calimesa Municipal Code (CMC) Section 3.15.130 authorizes the City Manager to make purchases up to $10,000.00 if three written bids are obtained. However, CMC Section 3.15.110, formal contract procedure, provides, among other requirements, that all purchases over $10,000 must be made pursuant to a formal bid process wherein there is a formal published notice soliciting sealed bids. The purchase of the enhancement/replacement of the PPE inventory (20 sets consisting of coat/pants of structural firefighting PPE) falls within this category. Please not that CMC Section 3.15.050 provides that:
“The city council may, also by majority vote of its entire membership, dispense with such bidding and other procedures required by this chapter in any instance upon finding that it would be impractical, useless or uneconomical in such instance to follow such procedures, and that the public welfare would be promoted by dispensing with same.”
Staff recommends the formal bid process be waived for the acquisition, upgrade, and replacement of the current Structural Firefighting PPE inventory. The reason for waiver of the formal bid process are as follows:

1. The replacement manufacturer, model, style, and specification being sought, has previously been designated for use by neighboring city, county, and state fire agencies, with a designated, “Sourcewell,” government agency contractual price point (Lion Contract #032620-LIO) via “ALLSTAR,” Fire Equipment Inc.

Staff obtained several bids and evaluated several models and styles from potential vendors. The favored replacement/upgrade is currently utilized by Calimesa firefighters and listed in attachment “C” of this report. Staff recommends the acquisition of the “LION Natural PBI Max V-Force” turnout clothing and is requesting that the City Council wave formal bidding procedures and to authorize the purchase of twenty sets (20) of the “LION” Natural PBI Max-Force turnout clothing inventory as listed in attachment “C” of this report.

FISCAL IMPACT: This expense was included as part of the 2023-2023 adopted budget General Fund 01-4300- 7735, replacement. The quoted total expense will be approximately $73,270.00 charged to Fire Department Fund: 01-4300-7735.

ATTACHMENTS: Please use letters when identifying attachments Attachment A: CMC Title 3, Chapter 3.15
Attachment B: Resolution 2023-72
Attachment C: Turnout Sales Quote - PSGQ28850

Chapter 3.15

SUPPLIES, SERVICES AND EQUIPMENT PURCHASE PROCEDURE
Sections:

3.15.010 Adoption of purchasing system.

3.15.020 Exemptions from centralized purchasing.

3.15.030 Estimates of requirements.

3.15.040 Requisitions.

3.15.050 Bidding.

3.15.060 Confidentiality of bids.

3.15.070 Award of contracts to local bidders.

3.15.080 Purchase orders.

3.15.090 Purchasing agreements with other agencies.

3.15.100 Encumbrance of funds.

3.15.110 Formal contract procedure.

3.15.120 Public works contract procedure.

3.15.130 Open market purchases.

3.15.140 Contracts for professional services.

3.15.150 Inspection and testing.

3.15.160 Surplus supplies and equipment.

3.15.170 Unlawful purchases.

3.15.010 Adoption of purchasing system.

In order to establish efficient procedures for the purchase of supplies, services and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function, and to assure the quality of purchases, a purchasing system is hereby adopted for the purchase of all city supplies, services and equipment. [Ord. 99-2 § 1; Code 1990 § 2.9.01.]

3.15.020 Exemptions from centralized purchasing.

The city manager may authorize, in writing, any department to purchase or contract for specified supplies, services and equipment, but he/she shall require that such purchases or contracts be made in conformity with the procedures established by this chapter, and shall further require periodic reports from the department on the purchases and contracts made under such written authorization. The city manager may also rescind such authorization with written notice to the department concerned. [Ord. 99-2 § 1; Code 1990 § 2.9.02.]

3.15.030 Estimates of requirements.

All departments shall file detailed estimates of their requirements for supplies, services and equipment in such manner, at such times, and for such future periods as set forth in rules prescribed by the city manager. [Ord. 99-2 § 1; Code 1990 § 2.9.03.]
Attachment 6A

3.15.040 Requisitions.

All departments shall submit requests for supplies, services and equipment to the city manager by standard requisition forms according to the rules prescribed by the city manager. [Ord. 99-2 § 1; Code 1990 § 2.9.04.]

3.15.050 Bidding.

Purchases of supplies, services and equipment and the sale of personal property shall be by bid procedures, pursuant to CMC 3.15.110, 3.15.120 and 3.15.160. With the exception of purchases covered by Article 4 of the State Public Contracts Code, bidding may be dispensed with when an emergency requires that an order be placed with the nearest available source of supply, when the amount involved is less than $1,000, or when the commodity is a sole source item which can be obtained from only one vendor. Sole source items shall include purchases of items where there are restrictions in specifications due to the need for standardization. The city council may also, by majority vote of its entire membership, dispense with such bidding and other procedures required by this chapter in any individual instance upon finding that it would be impracticable, useless or uneconomical in such instance to follow such procedures, and that the public welfare would be promoted by dispensing with same. [Ord. 99-2 § 1; Code 1990 § 2.9.05.]

3.15.060 Confidentiality of bids.

Any bid received pursuant to the procedures of this chapter shall not be disclosed directly or indirectly to any other bidder until the bidding is closed. [Ord. 99-2 § 1; Code 1990 § 2.9.06.]

3.15.070 Award of contracts to local bidders.

A “local bidder” shall mean a firm or individual who, for at least 12 consecutive months, has regularly maintained a place of business in, or maintained an inventory of merchandise for sale in, and who pays appropriate business permit/license fees to, the city. With respect to those bids relating to the purchase of items subject to state sales tax, the term “lowest responsible bidder” shall be deemed to include a one percent discount for local vendors in the computation of bids in order to reflect the financial advantages that accrue to the city by the award of a bid to a local vendor. The city shall also consider the cost to the city to pick up supplies and equipment at some distance from the city, to obtain parts and supplies, and to transport such items for repair and maintenance in the computations used to award contracts. [Ord. 99-2 § 1; Code 1990 § 2.9.07.]

3.15.080 Purchase orders.

Purchases of supplies, services and equipment shall be made only by purchase order, unless otherwise authorized by formal administrative procedure or in writing by the city manager. [Ord. 99-2 § 1; Code 1990 § 2.9.08.]

3.15.090 Purchasing agreements with other agencies.

The purchasing department may enter into purchasing agreements with other governmental agencies, such as the county of Riverside and the state of California, for the purchase of supplies, services and equipment. In such instances, the procedures of that agency shall satisfy all city requirements for the bid and award of purchase contracts. [Ord. 99-2 § 1; Code 1990 § 2.9.09.]

3.15.100 Encumbrance of funds.

Except in cases of emergency, purchase orders shall not be issued for supplies, services or equipment unless there exists an unencumbered appropriation in the fund account against which said purchase is to be charged. [Ord. 99-2 § 1; Code 1990 § 2.9.10.]

3.15.110 Formal contract procedure.

Except as otherwise provided in this chapter, purchases and contracts for supplies, services and equipment of a value greater than $10,000 shall be by written purchase order to the lowest responsible bidder, pursuant to the procedures prescribed herein:

A. Lowest Responsible Bidder. The term “lowest responsible bidder” shall mean that bidder which best responds in price, quality, service, fitness and capacity to the particular requirements of the city. Price alone shall not be the sole determining factor, but shall be considered along with other factors, including, but not limited to, the ability of the bidder to deliver, availability of parts and services on a timely basis, prior experience with the bidder, and other factors relating to the particular needs of the city for the supplies, equipment or services.

B. Notice Inviting Bids. Notices inviting bids shall include a general description of the services or articles to be purchased, shall state where bid forms and specifications may be obtained, and the time and place for opening bids.

1. Published Notice. Notice inviting bids shall be published in a newspaper of general circulation in the city at least 10 days before the date of the opening of the bid. The city manager may waive the necessity to publish the invitation to bid if a source of supply is not available in the local area.

2. Bidders’ List. Sealed bids shall also be solicited from all responsible prospective suppliers whose names are on a bidders’ list or who have requested to have their names added thereto.

3. Posting. Pending purchases shall also be advertised by a notice posted on a public bulletin board at City Hall at least 10 days prior to bid opening.

C. Bidders’ Security. When considered necessary by the purchasing department, bidders’ security may be prescribed in the public notice inviting bids. Bidders shall be entitled to return of bid security upon competition of the bid process; provided, however, that a successful bidder shall forfeit his bid security upon refusal or failure to execute the purchase agreement within 10 days after the notice of award of contract has been mailed, unless the city is solely responsible for the delay. The city council may, on refusal or failure of the successful bidder to execute the purchase agreement, award a contract to the next lowest responsible bidder. If the city council awards the contract to the next lowest bidder, the amount of the lowest bidder’s security shall be applied by the city to the difference between the low bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder. If the city rejects all other bids presented and readvertises, the amount of the lowest bidder’s security may be used to offset the cost of receiving new bids, as well as the difference between the new low bid and the former low bid.

D. Bid Opening Procedure. Sealed bids shall be submitted to the city manager and shall be identified as a bid on each envelope. Bids shall be opened in public at the time and place stated in the appropriate public notice and/or invitation to bid. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than 30 calendar days after the bid opening.

E. Rejection of Bids. Incomplete bids may be rejected by the purchasing department or may be referred to the city council with a request to waive irregularities. The city council shall reserve the right to reject any and all bids in whole or in part, and may waive any irregularities in any bids when the public interest will be served thereby. At its discretion, the city council may readvertise for bids, pursuant to the procedures hereinabove described.

F. Award of Purchase or Contract. Purchases or contracts shall be awarded by a majority vote of the city council to the lowest responsible bidder, except as otherwise provided herein.

G. Tie Bids. If two or more bids received are for the same total amount or unit price, quality and service being equal, and if the public interest would not be promoted by readvertising for bids, the city council may accept the low bid it chooses, or may accept the lowest bid made by negotiation with the tie bidders at the time of the bid opening. In the case of a tie, preference shall be given to responsible local bidders.

H. Performance Bonds. The purchasing department shall have the authority to require a performance bond before entering into a contract in such amount as shall be reasonably necessary to protect the best interests of the city. If a performance bond is required, the form and amount of the bond shall be described in the notice inviting bids. [Ord. 99-2 § 1; Code 1990 § 2.9.11.]

3.15.120 Public works contract procedure.

When the expenditure required for a public works project exceeds $5,000, it shall be contracted for and let to the lowest responsible bidder after notice, in accordance with the requirements of Article 4 of the California Public Contracts Code.

A. Public Works Projects. As used in this section, “public works project” shall mean:

1. A project for the erection, improvement, painting or repair of public buildings and works;

2. Work in or about streams, bays, waterfronts, embankments, or other work for protection against overflow;

3. Street or sewer work except maintenance or repair;

4. Furnishing supplies and materials for any such project, including maintenance or repair of streets or sewers.

B. Splitting Work Orders. It shall be unlawful to split or separate into smaller work orders or projects any public works project for the purpose of evading the provisions of this section.

C. Notice Inviting Bids. The notice inviting bids shall set a date for the opening of bids. Notices shall be published at least twice, not less than five days apart, in a newspaper of general circulation, printed and published in the city, or if there is none, it shall be posted in at least three public places in the city that have been designated by ordinance as the places for posting public notices. The notice shall distinctly state the project to be done.

D. Rejection of Bids and Readvertisement. At its discretion, the city council may reject any bids presented and readvertise. If two or more bids are the same, the city council may accept the one it chooses. If no bids are received, the city council may direct the city manager to have the project completed with no further compliance with this section.

E. Performance of Project After Rejection of Bids. After rejecting bids, the city council may pass a resolution by a four-fifths vote of its members declaring that the project can be performed more economically by day labor, or the material or supplies furnished at a lower price in the open market. Upon the adoption of such a resolution, the city council may direct the city manager to have the project completed in the manner stated with no further compliance with this section.

F. Presentation of Bids. All bids shall be presented under sealed cover and accompanied by one of the following forms of bidders’ security:

1. Cash.

2. A cashier’s check made payable to the city.

3. A certified check made payable to the city.

4. A bidder’s bond executed by an admitted surety insurer, made payable to the city.

G. Amount of Bidders’ Security. Security shall be in an amount equal to at least 10 percent of the amount of the bid. A bid shall not be considered unless one of the forms of bidders’ security is enclosed with it.

H. Forfeiture of Security. If the successful bidder fails to execute the contract, the amount of the bidder’s security shall be forfeited to the city. The city council may award the contract to the next lowest responsible bidder, and the amount of the lowest bidder’s security shall be applied by the city to the difference between the low bid and the second lowest bid. The surplus, if any, shall be returned to the lowest bidder if cash or a check is used, or to the surety on the bidder’s bond if a bond is used.

I. Calamities or Emergencies. If there is a great public calamity, such as an extraordinary fire, flood, storm, epidemic, or other disaster, or if it is necessary to do emergency work to prepare for national or local defense, the city council may pass a resolution by four-fifths vote of its members declaring that the public interest and necessity demand the immediate expenditure of public money to safeguard life, health or property. Upon the adoption of such a resolution, the city council may direct the city manager to expend any sum required in the emergency with no further compliance with this section. [Ord. 99-2 § 1; Code 1990 § 2.9.12.]

3.15.130 Open market purchases.

Purchase of supplies and equipment of an estimated value of less than $10,000, not subject to the conditions specified in CMC 3.15.120, may be made by the city manager in accordance with the procedures set forth in this section, without compliance with the formal contract procedure set forth in CMC

3.15.120. The purchasing department shall solicit competitive bids for all such purchases pursuant to the procedures described herein:

A. For the purchase of less than $10,000 and more than $5,000, at least three written bids shall be required, and all such purchases shall be approved by the city manager.

B. For purchases of $5,000 or less, but more than $1,000, bids may be verbal or written, and shall be made at the discretion of the purchasing department. Wherever possible, at least three bids shall be obtained.

C. The city clerk shall keep a record of all open market orders and bids for a period of one year after the submission of bids or placing of orders, to include the name of the companies or individuals contacted and the prices bid. This record shall be open to the public during normal business hours.

D. The competitive bidding procedures set forth in this section may be waived by the city manager in instances of valid emergencies or sole source, or when it is determined that the public interest would not be best served by competitive bidding. All such instances shall be fully recorded. [Ord. 99-2 § 1; Code 1990 § 2.9.13.]

3.15.140 Contracts for professional services.

The award of contracts for professional services shall be exempt from the bidding and award requirements of this chapter, and shall be governed by the provisions of this section.

A. Professional Services. In general, the term “professional services” shall mean professional contractual services performed by a member(s) of the profession. “Profession” shall include, but not be limited to, the

following: accountants, appraisers, architects, attorneys, computer consultants, economic and finance consultants, health and insurance consultants, engineers, land surveyors, geologists, inspectors, environmental consultants, marketing and media consultants, planners, construction management, and any other type of profession in which individuals or organizations possess a degree of professional, specialized, technical skill or expertise, not adaptable to competitive bidding, or any other service of a similar nature to the above engaged for a particular project or projects.

B. Process for Obtaining Proposals for Professional Service Contracts.

1. Process for selection of professional service contracts other than those specified in subsection (B) (2) of this section.
a. In the case of contracts not to exceed $10,000, the city manager shall attempt to assure that all qualified and interested consultants shall have the opportunity to provide proposals for the provision of city services. The selection of consultants for specific projects shall be based on the criteria and factors set forth in this subsection (B). The city manager may, but shall not be required to, use a formal RFP and/or RFQ process for solicitation of proposals for the professional services.
b. Contracts which are anticipated to exceed $10,000 but which are not anticipated to exceed $50,000 may be awarded by the city council without a formal RFP and/or RFQ process, based on the particular requirements of the service to be provided and the experience and availability of the individual consultant(s). All such contracts for professional services which are anticipated to exceed $10,000 shall be let by the city council based on a written proposal which shall include the scope of services to be provided and the fee schedule for services. c. In the case of contracts which are anticipated to exceed $50,000, the city council shall determine whether to cause an RFP or RFQ to be prepared, which shall be mailed to all qualified consultants whose names are on file with the city, or who request a copy of the RFP or RFQ.

Proposals need not be sealed and opened in a formal bidding opening process, and are subject to negotiation of both scope and fee. The city manager shall screen proposals and make a recommendation to the city council for contract award. The city council, if it finds that the public interest will not be best served by a formal proposal process, may waive the solicitation of RFPs and/or RFQs, and may award contracts for professional services based on a single proposal. d. The RFP or RFQ shall include a description of the project for which the services are to be required, the criteria upon which the award shall be made, the due date, statement of qualifications submission and contract requirements. If a formal RFP or RFQ process is not used, all such contracts shall be let based on a written proposal which shall include the scope of the services to be provided, and the fee schedule of the services.

2. Professional service contracts for landscaping, private architectural, landscape architectural, engineering, environmental, land surveying, or construction project management services shall be selected in accordance with the following procedures.
a. For contracts not anticipated to exceed $10,000, the city manager may select an individual or firm through the use of a request for proposal (“RFP”) or request for qualifications (“RFQ”) process, or may award the contract without a formal RFP or RFQ process. The RFP or RFQ shall include a description of the project for which the services are to be required, the criteria upon which the award shall be made, the due date, statement of qualifications submission and

contract requirements. If a formal RFP or RFQ process is not used, all such contracts shall be let based on a written proposal which shall include the scope of the services to be provided, and the fee schedule of the services.
b. Contracts which are anticipated to exceed $10,000 but which are not anticipated to exceed $50,000 may be awarded by the city council without a formal RFP and/or RFQ process, based on the particular requirements of the service to be provided and the experience and availability of the individual consultant(s). All such contracts for professional services which are anticipated to exceed $10,000 but not to exceed $50,000 shall be let by the city council based on a written proposal which shall include the scope of services to be provided and the fee schedule for services.
c. For contracts anticipated to exceed $50,000, the city council shall select an individual or firm following an RFP or RFQ process. The RFP or RFQ shall include a description of the project for which the services are to be required, the criteria upon which the award shall be made, the due date, statement of qualifications submission and contract requirements. d. Regardless of the size of the contract, the city manager shall issue a written announcement within the Southern California area through the publications of the respective professional societies or organizations. The city manager may also advertise to reach providers of services within the appropriate trade or profession by publishing the announcement in electronic communication media or Internet web sites that have demonstrated regional accessibility and are regularly maintained at established addresses by professional organizations which are representative of the services to be procured, in a construction trade journal, or publicize the requirements for services in other appropriate publications. Failure of any professional society or construction trade journal to publish the announcement shall not invalidate any contract. The announcement shall include information describing the project or services, any applicable RFPs or RFQs, and the due date, time and location for submission of a proposal or statement of qualifications. The announcement may also identify the criteria upon which the award will be made.
e. In those situations where the selecting authority (city manager or city council) uses an RFP or RFQ process, the city manager shall also disseminate the RFP or RFQ to those individuals or firms who have previously requested copies of RFPs or RFQs issued by the city.

C. Criteria for Award of Contracts for Professional Services.

1. In the case of professional service contracts for architectural, landscape architectural, engineering, environmental, land surveying, or construction project management services, the award of a contract shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required. The selecting authority (city manager or city council) shall establish criteria which will comprise the basis for the selection of an individual or firm for each project, including such factors as professional excellence, demonstrated competence, specialized experience of the firm, education and experience of key personnel to be assigned, staff capability, workload, ability to meet schedules, nature and quality of completed work, reliability and continuity of the firm and/or subcontractors, location, fees and costs, or other considerations deemed relevant. The factors shall be weighted by the selecting authority according to the nature of the project, the needs of the city, and complexity and special requirements of the specific project. The selection process shall include procedures to facilitate participation by small business firms. As used herein, a “small business firm” is a firm certified in accordance with Government Code Section 14837

or its successor provisions. The city shall participate in outreach programs to provide small businesses with information on city contracting opportunities, and shall make other reasonable efforts to facilitate participation by small businesses in the city’s professional contractual services process.

2. In the case of all other types of professional service contracts, the selecting authority (city manager or city council) may use the criteria set forth in subsection (B)(1) of this section, or may use any other criteria applicable to the particular type of contract or project including the consultant’s experience, approach, availability and knowledge of the subject area.

D. Authorization of the City Manager to Execute Contracts Not to Exceed $10,000.

1. The city manager shall be authorized to solicit proposals and contracts for professional services in the following instances:
a. Funds have been approved in the budget for a specific type of professional services or specific project, and the contract is not anticipated to exceed $10,000; or b. Funds are generally available in the budget, and the contract does not exceed $10,000.

2. All professional service contracts which are anticipated to exceed $10,000 shall be approved by a majority vote of the city council.

E. Conflicts of Interest and Improper Considerations. In addition to all other requirements of this section, the selection of professional services contracts shall be subject to the following additional requirements:

1. No city employees shall participate in the selection process if those employees have a financial interest or relationship with a person or business entity seeking a contract which would subject those employees to the conflict of interest prohibition of Government Code Section 87100.2.

2. Practices that may result in unlawful activity, including but not limited to rebates, kickbacks, or other unlawful consideration, are strictly prohibited. The city shall endeavor to provide that all professional service contracts entered into pursuant to this section shall include a provision in which the individual or firm selected certifies that the contract was not obtained through rebates, kickbacks, or other unlawful considerations either promised or paid to any city employee or official. In addition to any other applicable legal proscriptions, failure to adhere to any required certification may be cause for contract termination and recovery of damages under the rights and remedies due the city under the default provision of the contract or as otherwise allowed by law.

F. Audits. Professional services contracts are subject to standard accounting practices. The city manager or city council may require pre-award, interim-award and/or post-award financial and performance audits as necessary to ensure contract services are delivered within the agreed schedule and budget, and in accordance with the contractual requirements. [Ord. 289 § 2, 2009; Ord. 99-2 § 1; Code 1990 § 2.9.14.]

3.15.150 Inspection and testing.

The purchasing department shall inspect supplies, materials and equipment delivered, to determine their conformance with the specifications set forth in the purchase order or contract. The purchasing department shall have the authority to require chemical and physical tests, or the report of the testing, of samples submitted with bid and samples of deliveries which are necessary to determine their quality and conformance with specifications. [Ord. 99-2 § 1; Code 1990 § 2.9.15.]

3.15.160 Surplus supplies and equipment.

All departments shall submit to the city manager, at such times and in such form as he/she shall prescribe, reports showing all supplies, materials and equipment which are no longer used or which have become obsolete or worn out.

A. The city manager shall have authority to sell as surplus all supplies, materials and equipment which cannot be used by any department or which have become unsuitable for city use, or to exchange the same for, or trade in the same on, new supplies, materials and equipment.

1. The sale of surplus supplies and equipment shall be made pursuant to rules prescribed by the city manager, and only after authorization from the city council as to any items of an estimated value of $10,000 or more.

2. Surplus supplies and equipment may be sold to the public if so prescribed by the city manager and/or the city council. City officials and employees, and their immediate families, however, shall be ineligible to purchase such surplus items. [Ord. 99-2 § 1; Code 1990 § 2.9.16.]

3.15.170 Unlawful purchases.

If any person or department purchases or contracts for any supplies, materials, equipment, or services contrary to the provisions of this chapter, such purchase order or contract shall be void and of no effect.

The head of the department making such a purchase transaction shall be personally liable for the amount of such purchase order or contract, and, if already paid out of city funds, the amount thereof may be recovered in the name of the city in an appropriate action therefor. It is unlawful for any department to split its requirements for supplies, material, equipment or services to willfully evade any requirement of this chapter. [Ord. 99-2 § 1; Code 1990 § 2.9.17.]
Mobile Version

RESOLUTION NO. 2023-72

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CALIMESA, CALIFORNIA, WAIVING FORMAL BIDDING
REQUIREMENTS AS PROVIDED BY THE CITY’S MUNICIPAL

CODE IN CONNECTION WITH PURCHASE AND

REPLACEMENT OF STRUCTURAL FIREFIGHTING

PERSONAL PROTECTIVE EQUIPMENT
WHEREAS, Effective January 1, 2018, The City of Calimesa California formed the City’s municipal “full service. All risk,” fire department and authorized the acquisition and purchase of required apparatus and equipment necessary to perform fire protection and fire suppression services.

WHEREAS, some of the procured personal protective equipment is required to meet certain standards and specifications to be utilized for use by firefighters engaged in structural firefighting otherwise deemed to be classified as Inherently Dangerous to Life and Health (IDLH) environments
WHEREAS, the current NFPA/OSHA standard now requires bi-annual inspection of Structural Firefighting Personal Protective Equipment, which includes deep cleaning and or repairs to be conducted by verified independent service providers.

WHEREAS, the City’s Fire Department is in need of additional specialized equipment to support staff in the event of an emergency; and has identified an economical and suitable replacement system.

WHEREAS, due to a variety of factors, as delineated in section 1 below, it was determined that it was more practical, useful or economical to utilize informal bidding procedures rather than noticed public bidding procedures for this purchase and thus seek City Council approval to waive formal bidding requirements and the minimum requirements as would normally be required by the Calimesa Municipal Code; and authorize the City Manager to issue a Purchase Order for this acquisition. This purchase shall be executed utilizing a current City authorized vendor, to procure twenty (20) sets of coat/pants, Lion Natural PBI Max Force turnouts with “Sourcewell,” government pricing (Lion Contract #032620-LIO)
WHEREAS, City Staff may be authorized to forego normal bidding procedures, and that public welfare would be promoted by dispensing the same.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALIMESA HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS:

SECTION 1: The City Council finds that the waiver of requirements for formal bidding for the items of equipment or supplies values at over $10,000.00 is warranted in connection with the purchase of the described and specified.
• The utilization of the government “Sourcewell,” contract procurement pricing realizes a discount of 35% from the regular non-program purchase price, while maintaining the required specified safety equipment.

Attachment 6B

and authorizes City Staff to proceed with the acquisition of the equipment described. A delay in purchasing may result in a significant inflationary price increase per fiscal quarter.

SECTION 2: This purchase was allocated during the Adopted Fiscal Year 2023-24 Budget, as a Program expense of $80,000 in the Special Supplies Fund, account 01- 4300-7735. This purchase will be made for $73,270.00.

PASSED, APPROVED, and ADOPTED this 4th day of December, 2023 _____________________________________

WILLIAM DAVIS, MAYOR
ATTEST:
___________________________

DARLENE GERDES, CITY CLERK

To: EXPIRES 12/31/2023
Attn: Chief O'Connell/Michelle Bechtold
Phone:

E-Mail:

Per your request, we are pleased to quote on the following:

Qty Unit Description Price Extension
PSGQ28850
20 Ea LION - CVBM-K7 7.0 oz. Natural PBI Max V-Force BiSwing Turnout Coat per Allstar Spec w/ Name Panels$2,115.00 $42,300.00 Coat List Price: $5,087.00 Less Sourcewell Discount of
35%
Sourcewell (Lion Contract # 032620-LIO) Price:
$3,306.55
Size: ATTACHED
DEPT NAME PANEL:
20 Ea Add: Option LP54 - 1 Line letter patch w/ 3" L/Y Letters with Black Outline to Back Yoke - CALIMESA
Included Included
FF NAME PANEL:
20 Ea Add: Option LP54 - 1 Line letter patch w/ 3" L/Y Letters with Black Outline - FF NAME
Included Included
20 Ea Add: Option LPV2 - Hook & Loop set to LP54 Included Included 20 Pr LION - PVFM-K7 7.0 oz Natural PBI Max V-Force Belted Turnout Pants with PCA on pocket option per Allstar Spec. $1,237.00 $24,740.00
Pant List Price: $2,909.00 Less Sourcewell Discount of
35%
Sourcewell (Lion Contract # 032620-LIO) Price:
$1,890.85
Size ATTACHED
(909)795-9801
[email protected]; [email protected] Sales Quote
12328 Lower Azusa Road
Arcadia, California 91006
Phone 626-652-0900 Fax 626-652-0920 November 27, 2023
Calimesa FD

Attachment 6C

Qty Unit Description Price Extension
20 Ea Remove: Turnout Pocket BDP929 $0.00 $0.00
20 Ea Remove: Turnout Pocket FBP1108 $0.00 $0.00
40 Ea Add: Turnout Pockets FBP1120 (2 Pockets/Pants) $0.00 $0.00 20 Ea LION - SB3XX - EZH H-Back Quick Adjust Non-Stretch Suspenders w/ wire clip, Black
$48.00 $960.00
Suspender List Price: $80.00 Less Sourcewell Discount
of 35%
Sourcewell (Lion Contract # 032620-LIO) Price: $52.00
Size ATTACHED
TERMS: Net 30
FOB: Origin (Actual freight to be added at purchase)
DELIVERY: 120-150 Days ARO
Subtotal $68,000.00

7.750% $5,270.00
Thalia Reyes, Inside Sales S & H $0.00
[email protected] Total $73,270.00

City Council Meeting
Agenda Report
Agenda Item No. 7
SUBJECT: APPROVE AMMENDED AGREEMENT WITH RIVERSIDE

COUNTY DEPARTMENT OF HOUSING AND WORKFORCE

SOLUTIONS (HWS) FOR COMMUNITY DEVELOPMENT BLOCK
GRANT (CDBG) PROJECT NO. 5.CM.03-22, NORTON

YOUNGLOVE SENIOR CENTER ADA IMPROVEMENT PHASE II,
PROJECT NO 2021-09.

MEETING DATE: December 4, 2023
PREPARED BY: Will Kolbow, City Manager
Margaret Monson, Public Works Director
RECOMMENDATION: That the City Council approve an amended agreement with Riverside County Department of Housing and Workforce Solutions (HWS) for Community Development Block Grant (CDBG) Project No. 5.CM.03-22 for the amount of $88,907.51 for the construction of the Norton Younglove Senior Center ADA Improvement Project No 2021-09.

BACKGROUND: The City Council approved an application for funding from the federal Community Development Block Grant (CDBG) and a plan for the Norton Younglove Senior Center ADA Improvement Phase II Project No 2021-09 (Project) in January of 2022. This plan would provide for an ADA accessible walkway from the existing Senior Center to the City Hall, ADA accessible walkway to the front entrance of the Senior Center and additional parking spaces for the Senior Center. The original agreement with HWS for award of CDBG funding was $31,931. The agreement was fully executed and an Authorization to incur costs was issued in July of 2022.

DISCUSSION: On September 18, 2023, City Council awarded a contract for construction to Three Peaks Corp. for the amount of $67,990.95. At the same time, staff requested, and the City Council approved the use of additional funding from HWS to cover the additional construction costs. HWS allowed for the advance of the City’s CDBG Program Income Balance to cover the difference.

FISCAL IMPACT: Council approved a preliminary construction budget of $36,868 for the Project in October, 2021. With the passing of over a year, the increased construction costs, the lowest bid is $67,990.95. Additional costs are necessary to complete the construction as outlined in the table below:

BUDGET AMOUNT
Available Funding
1 CDBG Funding (Original) $31,931.00
2 CDBG Program Income Balance $53,095.95

3 Public Works Budget $13,413.00
4 ADA Fund $ 5,000.00
Total $103,439.95
Design, Construction, Management
1 Design/Bidding/Project Management $ 18,413.00
2 Construction $67,990.95
3 Contingency $ 6,800.00
4 Construction management, estimated
(materials testing and survey included)
$10,200.00
5 GRAND TOTAL $103,403.95
The existing CDBG funding is $31,931. Staff has requested and received approval for the City’s CDBG Program Income Balance to be applied for the full construction, contingency, and construction management shortfall from HWS. The agreement with HWS for additional funding has been approved by the County Board of Supervisors. Based on the table above, the City has adequate funding to pay for this project.

ATTACHMENTS:

Attachment A: HWS Supplemental Agreement

File No. 5.CM.03-22

AMENDMENT TO SUPPLEMENTAL AGREEMENT

FOR THE USE OF COMMUNITY BLOCK GRANT FUNDS
THIS AMENDMENT to the Supplemental Agreement made and entered this _____ day of __________________ 2023, by and between the COUNTY OF RIVERSIDE, a political subdivision of the State of California, herein called, "COUNTY," and the CITY OF CALIMESA, a political subdivision of the State of California, herein called "CITY." W I T N E S S E T H:

WHEREAS, the parties hereto are the parties to a certain Supplemental Agreement effective January 17, 2023, whereas the CITY elected to participate with COUNTY, under the terms of which certain Community Development Block Grant funds were allocated to said CITY and designated for a specific use. Said Supplemental Agreement effective January 17, 2023, is incorporated herein by reference and made a part of this Amendment as if each and every provision was set forth herein; and
WHEREAS, the parties desire to amend said Supplemental Agreement effective January 17, 2023, under the terms of which $31,931 in Community Development Block Grant funds were allocated to said CITY and designated for a specific use; and WHEREAS, pursuant to Minute Order 3.20 on October 17, 2023, Board of Supervisors approved Substantial Amendment to 2022-2023 One-Year Action Plan of the 2019-2024 Five Year Consolidated Plan authorizing $56,976.51 increase in funding for Norton Younglove Senior Center ADA improvements.

WHEREAS, the COUNTY and CITY desire to amend said Supplemental Agreement, as hereinafter set forth, to reflect the increase in CDBG funds allocated to the CITY in the amount of $56,976.51 of CDBG Program Income, for a new total grant amount of $88,907.51; NOW, THEREFORE, in consideration of the promises and the mutual covenants and conditions hereinafter set forth, said Supplemental Agreement dated January 17, 2023, is hereby amended as follows:

Attachment 7A

1. PURPOSE. Section 2 of said Supplemental Agreement entitled, “PURPOSE,” is hereby deleted in its entirety and replaced with the following language:
“2. PURPOSE. CITY promises and agrees to undertake and assist with the community development activities, within its jurisdiction, by utilizing the sum of $88,907.51, Community Development Block Grant, Entitlement Funds, and CDBG Program Income as specifically identified in Exhibit A, which is attached hereto and consists of 6 pages, and by this reference is incorporated herein, for the following project(s)”:

A. 5.CM.03-22 Norton Younglove Senior Center ADA Improvements II - $88,907.51

2. AMENDMENT TO EXHIBIT. Exhibit “A” pages 1 thru 6 to said Supplemental Agreement is hereby amended by deleting said Exhibit “A” in its entirety and replacing with “Exhibit A- Amended” pages 1 thru 6 which is attached hereto and by this reference incorporated herein.

3. ENTIRE UNDERSTANDING. This Amendment to Supplemental Agreement and the Supplemental Agreement taken together set forth and contain the entire understanding and agreement of the Parties hereto. There are no oral or written representations, understandings, or ancillary covenants, undertakings or agreements, which are not contained or expressly referred to within this Amendment and the Agreement.

4. AGREEMENT IN FULL FORCE AND EFFECT. Except to the extent specifically amended herein all of the terms, covenants and conditions of said Supplemental Agreement dated January 17, 2023, shall remain in full force and effect between the parties hereto.

5. EFFECTIVENESS OF AMENDMENT. The effective date of this Amendment to Supplemental Agreement is the date the parties execute this Amendment. If the parties execute this Amendment on more than one date, then the last date this Amendment is executed by a party shall be the Effective Date.

6. FURTHER ASSURANCES. The Parties agree to execute such other documents and to take such other actions as may be reasonably necessary to further the purpose of this Amendment to Supplemental Agreement.

IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be duly executed as of the dates set forth below.

COUNTY OF RIVERSIDE, CITY OF CALIMESA,
a political subdivision of the a general law city
State of California
BY: ____________________________ BY: _________________________ Michael Walsh, William Davis
Deputy Director Mayor
Date: Date:

APPROVED AS TO FORM:

MINH C. TRAN,

COUNTY COUNSEL
_______________________
Paula S. Salcido,
Deputy County Counsel

City Council Meeting
Agenda Report
Agenda Item No. 8
SUBJECT: RESOLUTION ADOPTING UPCCAA AND ORDINANCE

AMENDING MUNICIPAL CODE PURCHASING PROVISION
MEETING DATE: December 4, 2023
PREPARED BY: Will Kolbow, City Manager
Celeste Reid, Finance Director and Treasurer
RECOMMENDATION: That the City Council:

1. Adopt Resolution 2023-73 electing to become subject to the Uniform Public Construction Cost Accounting Act; and

2. Introduce and read by title only, Ordinance No. 395, An ordinance of the City of Calimesa, California, amending Municipal Code Chapter 3.15 (supplies, services and equipment purchase procedure) and adding Chapter 3.60 (public projects)”
BACKGROUND: The City of Calimesa has frequently had challenges obtaining bids from qualified contractors due to the current bid process the City must follow. This has been particularly challenging with respect to smaller projects and contracts for routine services.

California’s Public Contract Code (PCC) § 20160-20174 identifies the rules governing contracting by cities and outlines very specific criteria that must be followed when advertising for and awarding public projects valued at over $5,000 (known as formal bidding procedures). Under this section, a “Public Project” is defined as a project for the erection, improvement, painting, or repair of public buildings and works; work in or about streams, bays, waterfronts, embankments, or other work for protection against overflow; street or sewer work except maintenance or repair; and furnishing supplies or materials for any such project, including maintenance or repair of streets or sewers. (PCC § 20161.)
The formal bidding procedures requires the City to publish a notice inviting bids at least 10 days prior to the date set for opening bids for any public project in excess of $5,000. The notice must be published at least twice, not less than five days apart, in a newspaper of general circulation in the City. In addition, all bids must be submitted in sealed envelopes, and the City Council must award the contract to the lowest responsible bidder.

For smaller projects and contracts for routine services, this process is very formal and often time cumbersome. The code provides little flexibility in obtaining quotes for and expeditiously implementing smaller public projects, including repairs valued over $5,000.

To address this challenge, the State Legislature established the Uniform Public Construction Cost Accounting Act (UPCCAA; Public Contract Code 22000-22045) in 1983 to provide alternative bidding procedures with high dollar thresholds that would account for escalating construction costs over time.

More than 225 cities statewide and nearly half of Los Angeles County’s general law cities have elected to adopt the UPCCAA procedures due to the enhanced ability to quickly implement smaller public projects that are valued between $5,000 and $60,000. The UPCCAA also introduces less formal procedures for contracts of $200,000 or less. These informal procedures provide local agencies with more flexibility in letting small public projects.

The UPCCAA defines “public project” to include: construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility; painting or repainting of any publicly owned, leased, or operated facility; or in the case of a publicly owned utility system, only the construction, erection, improvement, or repair of dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. (PCC § 22002(c).) Under the UPCCAA, “public project” does not include: routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purpose; minor repainting; resurfacing of streets and highways at less than one inch; landscape maintenance; or work performed to keep, operated, and maintain publicly owned water, power, or waste disposal systems. (Public Contract Code § 22002(d)).

For the City to utilize the alternative bidding procedures allowed under the UPCCAA and the streamlined bid and award process, the City must adhere to the uniform construction cost account policies and procedures developed by the California Uniform Construction Cost Accounting Commission. Specifically, a local agency must: (1) adopt a resolution electing to become subject to the UPCCAA and notify the State Controller of that election; and (2) adopt an ordinance enacting the informal bidding requirements set forth in the UPCCAA. The local agency must also comply with the other accounting policies and procedures set forth in the UPCCAA. ______________________________________________________________________________ DISCUSSION:

What are UPCCAA Alternative Bidding Procedures?
Currently under the UPCCAA, any work that meets the definition of a public project and is valued at $60,000 or less may be:
▪ Performed by the employees of a public agency by force account. This gives the City the flexibility to utilize its own staff for repair projects in lieu of bidding. ▪ By negotiated contract. This means the City can obtain spot quotes rather than developing detailed plans and specifications for small repairs and renovation, which can result in additional financial savings through the management of staff resources to the City and rapid implementation.
▪ By purchase order. The City can select someone through an on-call service and issue a purchase order for routine work that falls within the definition of a public project.

Public projects valued between $60,000 and $200,000 may be contracted using informal bidding procedures set forth in the Act (which allows for advertising to a short list of qualified vendors); and public projects valued at greater than $200,000 must be formally bid under the Public Contracts guidelines. These dollar threshold are reviewed and increased periodically by the State Legislature based on inflation and the most recent increase occurred this year.

UPCCAA procedures also:
▪ Prohibit splitting projects into smaller project to evade provisions of the code; ▪ Establish notice and advertising requirements for informal bidding of public projects. ▪ Establish criteria for the rejection of bids.

The City should note the UPCCAA imposes sanctions on public agencies that fail to comply with the UPCCAA’s bidding procedures. If the State Accounting Commission finds that the City has failed to comply with these procedures on three separate occasions within a ten-year period, the City will be prohibited from using the UPCCAA’s thresholds for a five-year period. (PCC § 22044.5.) Attached for the Council’s review is a resolution electing to become subject to the uniform construction cost accounting procedures set forth in the PCC and an ordinance establishing the procedures as required by the UPCCAA.

Overview of the Proposed Ordinance
UPCCAA Provisions.

The proposed ordinance divides public projects into three distinct categories – Level 1 Projects; Level 2 Projects; and Level 3 Projects – based on the thresholds in the UPCCAA discussed above.

The dollar amounts are not referenced in the ordinance but rather are referenced by the PCC section. This allows for any future increases in the dollar amount to apply automatically without having to process a municipal code amendment.

As drafted, the Ordinance provides that Level 1 projects (public projects of $60,000 or less) may be performed by City employees by force account or may be awarded by negotiated contract or by purchase order by the City Manager. This would allow the City to take advantage of the streamlined process and provide the City with flexibility. This level of purchasing is authorized under the statute without competitive bidding. Notwithstanding, and depending on the situation and the City’s service needs, staff intends to contact a minimum of two qualified contractors to solicit a price quote for Level 1 projects.

For Level 2 Projects (public projects greater than $60,000 but less than or equal to $200,000), the Ordinance requires informal bidding. These contracts shall be awarded by the City Council to the lowest responsible bidder. Informal bidding involves: (i) a process for maintaining a list of qualified contactors, identified according to categories of work; (ii) requires the City to mail notices inviting informal bids not less than 10 calendar days before bids are due to all qualified contractors in the category of work being bid and to all appropriate construction trade journals except under limited circumstances; (iii) requires that the ordinance indicate who is authorized to award informal

contracts (in this case the proposed ordinance designates the City Council); and must address the circumstances of when occurs when all bids received are in excess of $200,000. (Note, the UPCCAA authorizes a city council, by adoption of a resolution by a four-fifths vote, to award an informal contract to the lowest responsible bidder up to a maximum of $212,500 if the city determines the selected bid is reasonable.)
For Level 3 Projects (public projects greater than $200,000), the Ordinance requires formal competitive bidding, and the contract is awarded by the City Council to the lowest responsible bidder, similar to the formal bidding procedures currently employed by the City for all public works contracts.

The new regulatory methods will give the City more flexibility, in particular, with smaller public works projects. The less formal procedures will enable Staff to more efficiently manage small projects from inception by eliminating the requirement to solicit formal bids and by delegating to the City Manager the authority to award the contract for Level 1 Projects. For mid-range projects, the revised procedures will allow the City to utilize informal bidding procedures to more expeditiously solicit competitive bids and streamline the process. For typical large scale public works projects, the procedures being proposed mirror those currently utilized by the City.

Provisions Related to Purchase of Supplies, Equipment and Services (non-Public Works Projects).

The City’s purchasing ordinance was adopted in 1990. This ordinance will update the purchasing provisions, as well as allow for the purchase of supplies, equipment or services from vendors/contractors where competitive bid procedures have already been conducted by other governmental agencies (also known as “piggybacking”). This ordinance also creates a Purchasing Agent, who shall be an employee assigned by the City Manager, with powers to, among others, negotiate and recommend contracts, and recommend to the City Manager rules governing the purchase of supplies, equipment, and services.

Currently, the City Manager has authority up to $10,000 to approve the purchase of supplies, equipment, and services. This ordinance retains the City Manager’s dollar limit authority of $10,000 but amends the procedures that must be followed for open market purchases equal to or below $10,000. Currently, departments submit requests for supplies, services and equipment to the City Manager, and bidding is not required for purchases under $1,000. This ordinance would allow departments to make purchases up to $1,000 under established administrative rules and authority.

For purchases above $1,000 and up to $5,000, the municipal code currently recommends three verbal or written bids be obtained, if possible, and at the discretion of the purchasing department.

For purchases above $5,000 and up to $10,000, three written bids are currently required to be obtained. This ordinance would establish a uniform informal bidding procedure for all purchases above $1,000 and up to $25,000 which may be made in the open market pursuant without prescribing to formal bidding procedures. Purchases of supplies, equipment, and services above $25,000 will continue to be required to be formally bid out, pursuant to a published notice inviting bids, and awarded to the lowest responsible bidder.

Similar to the existing municipal code provisions, the ordinance provides for exemptions from the bidding requirements for: (i) purchases below $1,000 (as discussed above); (ii) if there is only one

source for the required equipment, supplies or services; (iii) where purchases are to be made in concert with or through agreements executed by other agencies; or where competitive bid procedures have already been conducted by other agencies; and (iv) during proclaimed local emergencies. In addition, contracts for services of specially trained and professional persons are exempt from bidding and may procured by the department head, with City Manager approval for amounts between $1,000 and $10,000. Any purchases above $10,000 must be approved by the City Council.

FISCAL IMPACT: There is no direct fiscal impact to adopt the proposed Resolution and Ordinance. The proposed changes will result in a more effective use of staff time to procure goods and services with a more streamlined approval process.

ATTACHMENTS:

Attachment A: Resolution 2023-73 Adopting UPCCAA
Attachment B: Ordinance No. 395 - Calimesa Purchasing Ordinance

RESOLUTION NO. 2023-73

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF CALIMESA ELECTING TO BECOME

SUBJECT TO THE UNIFORM PUBLIC

CONSTRUCTION COST ACCOUNTING ACT
WHEREAS, California Public Contract Code Section 20162 requires cities to competitively bid public projects in excess of $5,000 in accordance with the requirements set forth in the Public Contract Code, commencing with Section 20160; and
WHEREAS, the Uniform Public Construction Cost Accounting Act (the “Act”), California Public Contract Code Section 22000, et seq., in conjunction with the State Controller, has established uniform cost accounting standards and an alternative method for the bidding of public works projects by public agencies; and WHEREAS, the City Council has determined that it is in the best interests of the City of Calimesa to be subject to the provisions of the Act due to the availability of alternative bidding procedures for public works projects. The benefits to the City include, but are not limited to, allowing public projects of $60,000 or less to be performed by city employees by force account, by negotiated contract, or by purchase order, and to let contracts by informal bidding procedures for public projects costing up to and including $200,000 (as such dollar amounts may be revised from time to time); and
WHEREAS, California Public Contract Code Sections 22003 and 22030 provides that any city that wishes to utilize the alternative procedures for bidding and contracting for public projects must elect, by resolution, to become subject to the uniform construction cost accounting procedures set forth in the Public Contract Code and must notify the State Controller of its election; and
WHEREAS, California Public Contract Code Section 22034 requires each public agency that elects to become subject to the uniform construction cost accounting procedures to enact an informal bidding ordinance that complies with the requirements set forth in Section 22034; and
WHEREAS, concurrently herewith, the City Council has introduced an Ordinance, which enacts procedures governing public works contracts and establishes, among other things, informal bidding procedures in accordance with the requirements of Section 22034 of the Public Contract Code.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALIMESA HEREBY FINDS AND RESOLVES AS FOLLOWS:

Section 1. The City Council finds that all of the facts set forth in the foregoing Recitals are true and correct.

Attachment 8A

Section 2. Pursuant to the authority set forth in the Act, the City of Calimesa hereby elects to be subject to the uniform public construction cost accounting procedures set forth in the Act and to the policies and procedures manual and cost accounting review procedures established by the California Uniform Construction Cost Accounting Commission, as each may be amended from time to time.

Section 3. The City Clerk is hereby directed to notify the State Controller of the City’s election pursuant to Section 2, above.

Section 4. This Resolution shall take effect from and after the date of its passage and adoption.

PASSED, APPROVED AND ADOPTED this 4
th day of December, 2023

WILLIAM DAVIS, MAYOR
ATTEST:

DARLENE GERDES, CITY CLERK

12459-0001\2865073v3.doc
ORDINANCE NO. 395

AN ORDINANCE OF THE CITY OF CALIMESA, CALIFORNIA,
AMENDING MUNICIPAL CODE CHAPTER 3.15 (SUPPLIES,

SERVICES AND EQUIPMENT PURCHASE PROCEDURE) AND
ADDING CHAPTER 3.60 (PUBLIC PROJECTS)
, APPLYING THE RESIDENTIAL INFILL PRIORITY AREA OVERLAY ZO

THE CITY COUNCIL OF THE CITY OF CALIMESA DOES HEREBY ORDAIN AS FOLLOWS:

Section 1. Chapter 3.15 (SUPPLIES, SERVICES AND EQUIPMENT PURCHASE PROCEDURE) of Title 3 (REVENUE AND FINANCE) of the Calimesa Municipal Code is hereby amended and restated as follows:

Chapter 3.15

SUPPLIES, SERVICES AND EQUIPMENT PURCHASE PROCEDURE

3.15.010 Adoption of purchasing system.

The provisions of this chapter are adopted in accordance with the provisions of California Government Code Sections 54201 through 54205 regarding the purchase of supplies, equipment and services. In order to establish efficient procedures for the purchase of supplies, services and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function, and to assure the quality of purchases, a purchasing system is hereby adopted for the purchase of all city supplies, services and equipment.

3.15.020 - Centralized Purchasing Division.

There is hereby created a centralized Purchasing Division in which is vested authority for the purchase of supplies, equipment, and services. The Purchasing Agent shall administer and be responsible for the successful performance of all functions of the Purchasing Division. The Purchasing Agent shall purchase supplies, equipment, and services at the lowest possible cost commensurate with quality needed.

3.15.030 - Purchasing Agent.

The City Manager is designated as purchasing officer pursuant to Section

2.05.060(i) of this municipal code, and shall assign an employee to act as a Purchasing Agent. The Purchasing Agent shall be the head, and have general supervision of the Purchasing Division, and shall act as the purchasing agent for the City. The Purchasing Agent shall have authority to:

A. Purchase or contract for supplies, equipment, and services required by any using department or agency in accordance with the provision of Section 54201 et seq. of the California Government Code, and with purchasing procedures prescribed by this chapter, such administrative regulations as the Purchasing Agent shall adopt for the Attachment 8B

internal management and operation of the Purchasing Division and such other rules and regulations as shall be prescribed by the Council or City Manager; B. Negotiate and recommend execution of contracts for the purchase of supplies, equipment, and services;
C. Act to procure for the City the needed quality in supplies, equipment, and services at least expense to the City;
D. Discourage collusion in bidding and induce full competition on all purchases; E. Prepare and recommend to the City Manager rules governing the purchase of supplies, equipment and services for the City;
F. Prepare and recommend to the Council revisions and amendments to the purchasing rules;
G. Keep informed of current developments in the field of purchasing, prices, market conditions and new products;
H. Prescribe and maintain processes as are reasonably necessary to the operation of this chapter and other rules and regulations; I. Supervise the inspection of all supplies, equipment, and services purchased to insure conformance with specifications; and
J. Recommend the transfer of surplus or unused supplies and equipment between departments as needed and the sale of all supplies and equipment which cannot be used by any agency and which have become unsuitable for City use.

K. Recommend local purchases whenever feasible, reasonable, and in the City’s best interest.

3.15.040 - Reserved.

Reserved.

3.15.050 - Specifications.

As needed, the Purchasing Agent, in conjunction with the using department or agency, shall develop standard specifications for repetitively procured items and services. Every specification shall be prepared to assure the broadest possible bidder participation consistent with the needs of the using department or agency. Alternate specification provisions for any particular bid invitation may be established by the Purchasing Agent.

3.15.060 - Formal contract procedure.

Except as otherwise specifically provided in this section or in other sections of this chapter, purchases of supplies, equipment and services of an estimated value exceeding

$25,000 shall be by formal sealed competitive bids. Awards for such expenditures shall be made by the Council to the lowest responsible bidder in accordance with the following provisions:

A. Lowest Responsible Bidder. "Lowest responsible bidder," as used in this chapter, shall mean that bidder who best responds in price, quality, service, fitness, or capacity to the particular requirements of the City. Price alone shall not be the determining factor but shall be considered along with the other factors, including, but not limited to, the ability of the bidder to deliver, availability of parts or service, prior experience and other factors relating to the particular needs of the City for the supplies, equipment or services to be purchased.

B. Notices Inviting Bids. The Purchasing Agent shall be responsible for posting notification of solicitation of bids, which shall include a general description of the articles to be purchased, state where bid specifications may be secured and the time and place for opening of the bids. The notice shall specify the factors referred to in subsection A of this section, which factors will be given special consideration in determining the lowest responsible bid for the supplies or equipment to be purchased. Notices shall be posted on the City's website and other public posting locations may be utilized as determined by the Purchasing Agent.

C. Bidders' Security. When deemed necessary by the Purchasing Agent, bidders' security may be prescribed in the notices inviting bids. Bidders shall be entitled to the return of bid securities; provided, however, a successful bidder shall forfeit his bid security upon his refusal or failure to execute the contract within the time designated in the bid specifications. The Council, on the refusal or failure of the successful bidder to execute the contract, may award the contract to the next lowest responsible bidder. If the Council awards the contract to the next lowest bidder, the amount of the lowest bidder's security shall be applied by the City to the contract price differential between the lowest bid and the second lowest bid and the surplus, if any, shall be returned to the lowest bidder.

D. Performance Bonds. The Purchasing Agent shall have authority to require a performance bond before entering a contract in an amount reasonably necessary to protect the best interests of the City.

E. Bid Opening Procedure. Bids shall be submitted electronically through the electronic bidding system used by the City's Purchasing Division, unless the Purchasing Agent determines otherwise. Bids shall be made publicly available upon opening.

F. Confidentiality of Bids. All bids received pursuant to the provisions of this chapter shall not be revealed directly or indirectly to any other bidder until the bidding process is completed and all submitted bids have been verified. A tabulation of all bids received shall be available for public inspection during regular business hours after the bids have been verified.

G. Rejection of Bids. The Purchasing Agent may reject any and all bids presented and re-advertise for bids.

H. Award of Contracts. Any resulting contract shall be awarded by the Council to the lowest responsible bidder as defined in subsection A of this section.

3.15.070 - Informal contract procedure.

Subject to other applicable provisions of this chapter:

A. Value of Purchases. General purchases of supplies, equipment and services of $1,000 or less, shall be purchased directly by the departments under established administrative rules and authority. Purchases valued above $1,000 and up to $25,000 may be made in the open market pursuant to the procedure prescribed in this section without observing the procedures prescribed in Section 3.15.060 of this chapter.

B. Approval of Purchases. Any purchase above $1,000 and up to $10,000 shall be made by the Purchasing Agent, and require the prior approval of the City Manager. Any purchases above $10,000 must be approved by the City Council.

C. Minimum Number of Bids. Open market purchases above $1,000 and up to $25,000 shall, whenever possible, be based on at least three bids, and shall be awarded to the lowest responsible bidder.

3.15.080 - Purchase orders.

A. Purchase Orders. Purchases of supplies, equipment, and services shall be made only by numbered purchase order.

B. Change Orders. Any change order for an approved purchase or contract shall be documented by a purchase order addendum. The City Manager may authorize cumulative increases up to $10,000 as long as sufficient funding is available.

3.15.090 - Encumbrance of funds.

Except in cases of emergency, the Purchasing Agent shall not issue any purchase order for supplies, equipment or services unless there exists an unencumbered appropriation in the fund account against which such purchase is to be charged.

3.15.100 - Inspection and testing.

The Purchasing Agent shall inspect supplies and equipment delivered and contractual services performed to determine their conformance with the specifications set forth in the order or contract. The Purchasing Agent shall have authority to require chemical and physical tests of samples submitted with bids and samples of deliveries which are necessary to determine their quality and conformance with specifications.

3.15.110 - Emergency procurement.

For purposes of this section, an emergency shall be deemed to exist only when a condition exists that presents an immediate threat to health, safety or improved property and when a local emergency or disaster has been proclaimed.

A. When a local emergency is proclaimed, the City's normal purchasing procedures may be superseded by the following provisions to deal with the exigent circumstances.

B. Solicited bids that are non-responsive shall count towards the minimum number of bids required when there is a declared emergency or disaster in the City.

C. When an emergency or disaster is proclaimed, the City's normal requirements for sealed formal bids will be suspended to allow for telephonic or other electronic bids from potential vendors or suppliers, in lieu of written and/or sealed bids. In addition, the requirement for public posting may be waived. Also, if the purchase exceeds $10,000, those expenditures will be presented to the Council for ratification within 60 days.

D. If the emergency requires the immediate procurement of supplies, equipment or services and the amount is above $1,000 and does not exceed $10,000, the Purchasing Agent will obtain the EOC (Emergency Operations Center) Director's approval prior to making a purchase.

E. If during the proclaimed emergency, the Purchasing Agent is not available, the EOC Director may order the needed commodity or service from the nearest available source. As soon as possible thereafter, the EOC Director shall submit to the Purchasing Agent a notation that the commodity or service has been ordered on an emergency basis from the vendor designated and the Purchasing Agent shall prepare an after-the-fact purchase order.

F. If the emergency requires the immediate procurement of supplies, equipment or services needed to preserve life and/or property, the purchase may be made without following bidding procedures. However, written justification enumerating one or more of the following rationale, must be included with the purchase request: emergency protective measure, scarce commodity, emergency consulting services, emergency road clearance, other emergency requirement, and/or lack of bids. The use of a pre-existing contract may be utilized under these circumstances.

G. During a declared emergency or disaster, the Purchasing Agent has the authority to rescind a contract for non-performance within 24 hours when a contractor or vendor, once awarded a contract, is unable to perform under the terms of the contract and the resulting delay or non-performance present an immediate threat to life, safety or improved property.

H. All purchases made under emergency or disaster conditions shall require separate invoicing from routine (non-disaster related) purchases. All invoices shall state the goods, services or equipment provided and shall specify where the purchases were delivered and/or used.

3.15.120 - Professional services.

Contracts for services of specially-trained and professional persons shall be exempt from bidding. Such contracts may be procured by the Director of the Department (or designee)

that requires the services, in accordance with established administrative rules and procedures. If the amount exceeds $1,000 the City Manager's approval is required. All contracts exceeding $10,000 must be approved by the Council.

3.15.130 - Waivers.

At its discretion, the Council may, at any time by majority vote and without amending this chapter, waive purchasing procedures or alter these proceedings to fit a specific purchase when such waiver is not in violation of California State law. Whenever special market conditions require it, the City Manager may waive the open market requirements for replenishment of supplies, materials, and equipment, or for services, where the best interest of the City is served, provided that such waiver is ratified by the Council at a meeting within 30 days of the purchase.

3.15.140 - Alternative Purchasing Procedures
In lieu of the purchasing and bid procedures set forth in this article, the following alternative purchasing procedures may be used in the discretion of the Purchasing Agent for the purchase of supplies, equipment or services,
A. Where purchases are to be made in concert with or through agreements executed by other agencies, formal bid requirements as outlined in Section 3.15.060 of this chapter may be waived by the City Council.

B. Purchases of supplies, equipment or services where competitive bid procedures have already been utilized, such as purchases from federal, state or county governments, including, state of California agencies, counties, cities, joint power agencies, special districts, and nonprofit agencies whose main purpose is to assist cities or other public entities, and the supplies or equipment are supplied to the City at the same or better price, as was obtained through the competitive bid procedures of that entity.

C. When the requesting department determines in writing, after conducting a good faith review of the available sources, that there is only one source for the required equipment, supplies or services or that a sole source procurement is necessary to ensure compatibility with existing City equipment. The department requesting sole source procurement shall provide written evidence to support a sole source determination. Such evidence shall be approved by the Purchasing Agent. The City Manager may require that negotiations be conducted as to price, delivery and terms. The City Manager may also require the submission of cost or pricing data in connection with an award under this section.

3.15.150 - Unauthorized purchases and contracts.

It shall be unlawful for an officer, employee, or agent of the City to order the purchase of supplies, equipment, or services, or to make any contract in violation of this chapter, and any order, purchase or contract made contrary to the provisions of this chapter shall not be binding on the City, and the City shall not be obligated thereunder.

3.15.160 - Prohibition against splitting purchases.

Purchase of supplies, equipment or services shall not be divided or staged for the purpose of circumventing the bidding or approval requirements of this chapter.

3.15.170 - Disposition of City obsolete and surplus property.

The City Manager shall have authority to sell as surplus, materials and equipment which cannot be used by any department or which have become unsuitable for city use, or to exchange the same for, or trade in the same one, new supplies, materials and equipment.

A. The sale of surplus supplies and equipment shall be made pursuant to rules prescribed by the city manager, and only after authorization from the City Council as to any items of an estimated value of $10,000 or more.

B. Surplus supplies and equipment may be sold to the public if so prescribed by the city manager and/or the city council. City officials and employees, and their immediate families, however, shall be ineligible to purchase such surplus items.

C. 3.15.180 - Reimbursement Agreements; Contracts Paid by Third Parties.

The City Manager is authorized to enter into the following agreements:

A. Reimbursement agreements, whereby a third party (typically a developer or project applicant) pays for services relating to processing a development application, or for services relating to conditions of approval for a project.

B. Professional services agreements that are paid solely by third parties pursuant to a reimbursement agreement.

Section 2. Chapter 3.60 (PUBLIC PROJECTS) is hereby added to Title 3 (REVENUE AND FINANCE) of the Calimesa Municipal Code as follows:

Chapter 3.60 - PUBLIC PROJECTS

3.60.010 - Intent.

The intent of this chapter is to provide standardized procedures for awarding contracts for public projects in conformance with the Uniform Public Construction Cost Accounting Act (California Public Contract Code Section 22000 et seq.).

3.60.020 - Definitions.

Unless the context otherwise requires, the following definitions shall govern the construction of this chapter:
"Public project" shall be defined as that term is defined in Section 22002(c) of the California Public Contract Code or any successor statute thereto.

"Uniform Public Construction Cost Accounting Act" shall mean the procedures and regulations set forth in Chapter 2, commencing with Section 22000, to Part 3 of Division 2 of the California Public Contract Code or any successor act thereto.

3.60.030 - Applicability.

All public projects shall be bid and let to contract in accordance with the procedures prescribed by the Uniform Public Construction Cost Accounting Act, or any successor act thereto, and the provisions set forth in this chapter.

3.60.040 - Bid requirements, purchasing procedures, and contracting procedures.

This section shall govern the procedures for bidding and awarding all purchase orders and contracts to perform public projects. Bidding requirements and other purchasing and contracting procedures are categorized into three different levels set forth below. Each level shall govern purchases and contracts of different values. Notwithstanding any provision of this chapter, the bidding and other procedures for awarding public project contracts shall not violate the limitations of the Uniform Public Construction Cost Accounting Act, as they may be amended from time to time by the State Controller or the State Legislature.

A. Level 1 Projects. Public projects that do not exceed the limit in Public Contract Code Section 22032(a), as it now exists or may subsequently be amended, may be performed by City employees by force account or may be awarded by negotiated contract or by purchase order without competitive bidding.

B. Level 2 Projects. Public projects that do not exceed the limit in Public Contract Code Section 22032(b), as it now exists or may subsequently be amended, may be let to contract by the informal bid procedures set forth in this subsection B. All level 2 project contracts shall require informal competitive written bidding, as follows:

1. Written bids.
(i) Bid specifications shall be prepared and written notices soliciting written bids shall be disseminated consistent with paragraph 3. of subsection B. of this section.
(ii) Bids shall be submitted in writing and must be received prior to the bid closing date to be considered.
(iii) The awarding authority shall award the contract to the lowest responsible and responsive bidder. The awarding authority may reject all bids, or waive any irregularities or informalities in any bid or bidding.

2. Contractors list. The City shall develop and maintain a list of qualified contractors, identified according to categories of work, in accordance with the provisions of Public Contract Code Section 22034, or any successor statute

thereto, and the minimum criteria for development and maintenance of the contractors list as determined by the California Uniform Construction Cost Accounting Commission.

3. Notice inviting informal bids. At least 10 calendar days prior to the date informal bids are due, the City shall mail, fax or email a notice inviting informal bids to one or both of the following: (i) all contractors from the applicable category of work to be bid, as shown on the contractors list developed in accordance with paragraph 2. of subsection B. of this section, or (ii) all construction trade journals as specified by the California Uniform Construction Cost Accounting Commission in accordance with Public Contract Code Section 22036, or any successor statute thereto. The notice shall describe the project in general terms, shall clearly indicate how to obtain more detailed information about the project, and shall set forth the time and place for the submission of bids. Additional contractors or construction trade journals may be noticed at the discretion of the City department soliciting bids. If the product or service is proprietary in nature such that it can be obtained only from a certain contractor or contractors, the notice inviting informal bids may be sent exclusively to such contractor or contractors.

4. Excess bids. If all bids received pursuant to the procedures outlined in this subsection B. are in excess of the limit in Public Contract Code Section 22032(b), the City Council may employ the procedure authorized in Public Contract Code Section 22034(d).

C. Level 3 projects. Public projects that exceed the limit in Public Contract Code Section 22032(c), as it now exists or may subsequently be amended, shall, except as otherwise provided by law, be let to contract by the formal bidding procedures set forth in this subsection.

1. Notice inviting formal bids. The City shall publish and mail a notice inviting sealed formal bids in accordance with the provisions of Public Contract Code Section 22037, or any successor statute thereto.

2. Receipt of bids. Electronic bids shall be received through the electronic bidding system selected by the City, and shall not be opened until the time designated in the bid specifications. Bids must be received prior to the bid opening to be considered. Users of the City's electronic bidding system shall be charged a fee, in an amount determined by the City Council by resolution.

3. Award. The City Council shall award the bid to the lowest responsible bidder, or reject all bids pursuant to Public Contract Code Section 22038, or its successor statute. The City Council may waive any irregularities or informalities in any bid or bidding.

3.60.050 - Delegation of authority to award contracts for level 1 projects.

The City Manager is authorized to award bids and enter into contracts up to $10,000 for Level 1 public projects, pursuant to Section 3.60.040(a) of this chapter, provided there

exists an unencumbered appropriation in the fund account against which the expense is to be charged.

3.60.060 - Delegation of design approval authority.

The Public Works Director and City Engineer are authorized to approve plans or designs for purposes of design immunity pursuant to Government Code Section 830.6, for all public projects approved by the City Manager pursuant to Section 3.60.050. Nothing in this section is intended to, nor will it, preclude the City Council from separately or additionally approving plans or designs for purposes of design immunity pursuant to Government Code Section 830.6.

3.60.070 - Bid security.

Bid security shall be required as a condition of submitting a written bid unless deemed unnecessary by the City Manager or his or her designee. Bid security may be a bond issued by a licensed and duly qualified corporate surety, or the equivalent in cash, money order, cashier's check, certified check, unconditional letter of credit, or other form approved by the city attorney. Bid security must equal at least 10 percent of the bid amount.

3.60.080 - Emergencies.

In cases of emergency when repair or replacements are necessary, the City may proceed in compliance with Public Contract Code Section 22035, or any successor statute.

Section 3. The City Clerk shall certify the adoption of this Ordinance and shall cause it to be published in the manner required by law.

INTRODUCED AND APPROVED UPON FIRST READING this 4
th day of
December 2023 upon the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

PASSED, APPROVED AND ADOPTED UPON SECOND READING this 18th day of December 2023, upon the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

____________________________________

WILLIAM DAVIS, MAYOR
ATTEST:
_________________________________

DARLENE GERDES, CITY CLERK
APPROVED AS TO FORM:
__________________________________

QUINN BARROW, CITY ATTORNEY

City Council Meeting
Agenda Report
Agenda Item No. 9
SUBJECT: CITY COMMISSION APPOINTMENT
MEETING DATE: December 4, 2023
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That Council Member Molina appoint one member to the Parks, Trails & Community Services Commission and that the City Council ratify the appointment by a majority vote and adopt Resolution No. 2023-71 providing for the appointment made.

SUMMARY: A vacancy exists on the Parks, Trails & Community Services Commission. The Notice of Vacancies was posted and published, and 2 applications were received. Council Member Molina will make an appointment to the Parks, Trails & Community Services Commission. The received applications are attached as Attachment B.

One (1) vacancy exists and one (1) appointment shall be made by Council Member Molina and the appointee’s term will coincide with Council Member Molina’s position. Applications for Parks, Trails & Community Services Commission were received by Ray Pocta and Ronna Smith.

ATTACHMENTS:

Attachment A: Resolution No. 2023-71
Attachment B: Citizen Service Application for Ray Pocta and Ronna Smith

RESOLUTION NO. 2023-71

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CALIMESA, CALIFORNIA, PROVIDING FOR AN APPOINTMENT TO
THE PARKS, TRAILS AND COMMUNITY SERVICES COMMISSION.

WHEREAS Section 2.20.050 of the Calimesa Municipal Code requires that the City Council shall, by resolution, establish policies and procedures for appointing and removing Commissioners.

WHEREAS, Resolution No. 98-26, Section 2(a) requires that members of each Commission shall be appointed and shall serve for a period of time set forth in the ordinance creating the commission.

WHEREAS, Chapter 2.25.010 of the Calimesa Municipal Code requires that the Parks, Trails and Community Services Commission shall consist of five (5) members and be appointed as follows: Each Council Member shall appoint one (1) Commissioner who shall serve at the pleasure of that appointing City Council Member for the term (or remainder thereof) of the City Council Member or to fill the unexpired term of a former incumbent, in which case, the appointment shall be for the unexpired term. Each Parks, Trails and Community Services Commissioner shall serve at the pleasure of the City Council. Appointments to the Parks, Trails and Community Services Commission shall be ratified by a majority vote of the City Council.

WHEREAS, Council Member Molina appoints __________________________to the Parks, Trails and Community Services Commission, for a term to expire December 2024.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF CALIMESA DOES HEREB Y RESOLVE AS FOLLOWS:

The City Council ratifies Council Member Molina’s appointment of __________________________to the Parks, Trails and Community Services Commission.

PASSED, APPROVED AND ADOPTED this 4
th day of December 2023.
________________________________

WILLIAM DAVIS, MAYOR
ATTEST:
_____________________________________

DARLENE GERDES, CITY CLERK
Attachment 9A

Attachment 9B

City Council Meeting
Agenda Report
Agenda Item No. 10
SUBJECT: STRATEGIC PLAN UPDATE
MEETING DATE: December 4, 2023
PREPARED BY: Will Kolbow, City Manager
RECOMMENDATION: That the City Council receive and file the update on the City’s Strategic Plan.

BACKGROUND & DISCUSSION: In February 2020, the City Council and the City Executive Team held a strategic planning workshop. The workshop was facilitated by Henry Garcia, Principal Consultant of HR Dynamics & Performance Management. The input provided from the workshop resulted in the City’s Strategic Plan, which was adopted by the City Council in October 2020.

The Strategic Plan contains five major target areas, which are as follows:
• Quality of Life
• Economic Development
• Infrastructure
• Community Engagement
• Financial Stability/Resources
Within those targets, 23 goals were established, 19 of which were given priority status. Of those 19 goals, three were established as top priority, or Level 1, goals, seven were second priority (Level 2) goals, and nine were third priority (Level 3) goals.

Unfortunately, shortly after the workshop, the COVID-19 pandemic hit and, quickly, City priorities were shifted. However, despite this shift, the City was able to achieve some of the goals of the plan.

Additionally, as the City, and the world, came out of the pandemic, staff was able to further re-focus on the goals that were delayed as a result of the pandemic. Staff has not provided an update to the City Council on the Strategic Plan since it was adopted. Staff will present a comprehensive update on the status of each goal at this Council meeting.

FISCAL IMPACT: None.

ATTACHMENTS:

Attachment A: City of Calimesa Strategic Plan

FACILITATOR: HENRY T. GARCIA, PRINCIPAL CONSULTANT
HRDPM.COM

CITY OF CALIMESA

STRATEGIC PLANNING/

GOAL SETTING WORKSHOP
FEBRUARY 22, 2020

DRAFT REPORT
Attachment 10A

City of Calimesa
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STRATECIC PLANNING/GOAL SETTING WORKSHOP
February 22, 2020
City Council in Attendance:

Bill Davis, Mayor
Linda Molina, Mayor Pro Tem
Larry Smith, Council Member
Ed Clark, Council Member
Jeff Cervantes, Council Member
City Staff in Attendance:

Bonnie Johnson, City Manager
Darlene Gerdes, Deputy City Manager
Mike Thornton, City Engineer (Contracted)
Tim Salas, (Sheriff/Contracted)
Jock Johnson, Fire Chief
Amy Greyson, City Attorney (Contracted)
Facilitated by:

Henry T. Garcia, Principal Consultant
HR Dynamics & Performance Management, Inc.

City of Calimesa
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EXECUTIVE SUMMARY
The City of Calimesa operates under a City Council/City Manager form of government with the City Council members setting policy and providing direction to the City Manager.

The purpose of the Strategic Planning/Goal Setting Workshop was to assist the City Manager, Executive Team, and City Council in developing a plan that includes clearly defined targets and goals in order to provide staff with clear direction in terms of priorities.

The workshop took place on Saturday, February 22, 2020 beginning at 8:00 a.m. until approximately 2:00 p.m. During the workshop, the City Council engaged in a participatory process along with the Executive Team, in which they accomplished the following:

1. Established expectations for the Workshop and intended outcomes;

2. Identified the City’s Strengths, Weaknesses, Opportunities and Threats (SWOT);

3. Established five (5) major targets;

4. Established a total of twenty-three (23) goals;

5. Prioritized the twenty-three (23) goals and established three (3) top-priority items (Level 1), seven (7) second priority items (Level 2), and nine (9) third priority items (Level 3); four remaining items did not achieve priority status in the Levels 1-3; and

6. Referred development of the detailed action plans and schedule to the City Manager and Executive Team.

The meeting took place in an open/public setting. It is noted that there were no members of the public present to provide input.

During the workshop, a group voting process was utilized in order for the City Council and Executive Team to rate and identify the key priorities; and to provide for stratification of the goals into three priority levels. The City Council each received a total of six (6) dots for the purpose of voting including two (2) red for top priority, two (2) blue for second priority, and two (2) green for third priority. The Executive Team each received a total of two (2) red dots to provide input into the identification of top priorities along with the City Council.

Level 1 – includes first level priority goals selected by the City Council and Executive Team. A total of three (3) Level 1 goals were identified.

Level 2 - includes the selection of second level priority goals selected by the City Council and Executive Team. A total of seven (7) Level 2 goals were identified.

Level 3 - includes the selection of third level priority goals selected by the City Council and Executive Team. A total of nine (9) Level 3 goals were identified.

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EXECUTIVE SUMMARY
In addition to the nineteen (19) goals selected as priority items, the plan includes four (4) remaining goals that did not rank into priority Levels 1, 2, or 3. As progress is made with Level 1, 2, and 3 goals, additional goals may be introduced into the plan and discussed further with the City Council.

At the conclusion of the workshop, the City Council and Executive Team had effectively established clear direction and focus for staff related to Targets and Goals. It was further intended that this plan remain a fluid and evolving document to be re-visited at regular intervals for progress and re-shifting of priorities, as needed.

Attached to this summary are the worksheets that include the detailed action plans prepared by staff, which are recommended to be presented back to the City Council by the City Manager as a further step in the process to ensure that plans and timelines meet with the intended expectations. It should be noted that some of the goals identified may translate into resource needs that may be incorporated into future budgets.

It is recommended that a regular formal review of the newly established Goals/Strategic Plan occur at least annually, in which progress may be measured, and new or shifting priorities addressed.

I would like to thank the Mayor and City Council, City Manager, and Executive Team for the opportunity to assist the City of Calimesa in this important endeavor and for the outstanding team work that provided for a positive and productive day. I look forward to the opportunity to partner with the City of Calimesa in the future.

Respectfully,
Henry
Henry T. Garcia, Principal Consultant
HR Dynamics & Performance Management, Inc.

City of Calimesa
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EXPECTATIONS
The City Council and Executive Team expressed the following expectations related to the Strategic Planning/Goal Setting Workshop, and their desired outcomes for the day:
➢ To get a feeling for what Council wants to achieve and limitations; to work together as a team;
➢ To get information out to the community – how we get things done – and what they want for the future;
➢ To talk about how staff can move things forward and get the plan done; ➢ To hear each other’s ideas;
➢ To establish clear goals and priorities, and come up with a plan for implementation; and
➢ To have a plan and priorities with timeframes for staff to execute to meet City Council’s expectations.

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SWOT ANALYSIS – STRENGTHS, WEAKNESSES, OPPORTUNITIES, THREATS The City Council and Executive Team participated in an exercise known as a SWOT Analysis (Strengths, Weaknesses, Opportunities, and Threats). This exercise allows for an “environmental scan” of those key internal and external factors which should be considered in the Strategic Planning process.

The next several pages will list the topics identified during the exercise under the four (4) categories of the SWOT Analysis:

STRENGTHS
• All work together as a team, which is the number one aspect; • Everyone is actively engaged with the community;
• The I-10 Freeway;
• Managing day-to-day operations and resources;
• Everyone “Cares”, and represents the best version of itself (City); • The City maximizes with the minimum in the way of staffing and resources – Kudos to the City Manager and her staff!
• Family atmosphere where everyone always goes above and beyond; • The whole community works together;
• The City Manager as a resource;
• The City is a considered a safe place to live and well served by its public safety personnel;
• Employees have a sense of ownership and buy-in;
• Strong Chamber;
• Good community involvement;
• Surrounded by natural beauty;
• Fiscally solvent/conservative;
• Bright future;
• Development;
• The City is going to have an increasing population of youth • Location is a gateway to many places – “potential”; and • Opportunity for downtown improvements.

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SWOT ANALYSIS – STRENGTHS, WEAKNESSES, OPPORTUNITIES, THREATS

WEAKNESSES
• Council and staff responsibility to manage reasonable and responsible growth; • Community rumors;
• Need to improve community engagement;
• Calimesa is an “inverted” City (property tax);
• Space challenges (offices) for staff – limited space and various needs for customer service;
• Lack of spaces for civic events;
• Resources and revenue streams;
• Lack of housing;
• Lack of sports complexes and recreational opportunities; • Very few places to recreate with family/youth;
• Lack of professional space for networking;
• Lack of amenities and restaurants;
• Not having clearly defined trails/walkability of the City; • Underutilization of technology e.g. development of City Website, and City Apps; • Content with Safety “as-in” (things are happening);
• Transportation;
• Drainage for development opportunities;
• Lack of Water resources needed for development;
• The I-10 Freeway, Trucking, RV’s and
• Warehousing impacts.

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SWOT ANALYSIS – STRENGTHS, WEAKNESSES, OPPORTUNITIES, THREATS

OPPORTUNITIES
• The I-10 Freeway;
• Economic Development;
• Modular Office Space;
• Technology Improvements;
• Free Wi-Fi;
• Internet Café/Social Networking;
• Integrate technology with development;
• Add key staff members;
• Utilize our natural resources to increase quality of life; • Establish a Business Council;
• Digital billboards for advertising;
• Street Fairs (e.g. City of Redlands);
• Grants/Funding;
• Aesthetics/Beautification/Public Art/Fountains;
• Improvements and/or repurpose or redesign existing Community Center; • Lighting on streets
• Ring doorbell connect to Police/Fire technology;
• Open space; and
• Partnerships with other local public agencies and schools for space use and activities.

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SWOT ANALYSIS – STRENGTHS, WEAKNESSES, OPPORTUNITIES, THREATS THREATS (Risks)
• State Regulations;
• Cost of doing business;
• CalPERS/Pension costs;
• Public Safety costs;
• Lack of sufficient staffing level to keep up with growth; • Maximization of current staff to limits;
• Space needs for staff;
• Recycling/environmental risks;
• I-10 Freeway;
• Transportation;
• Conservative community;
• Difficulty managing traditional mindsets versus new thoughts; • Wildfires;
• Inadequate housing/affordable housing;
• Risks of ineffective or insufficient communications and technology; and • Adequate personnel for public safety and not being complacent.

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TARGETS
Following the SWOT Analysis exercise, and the review of the pre-workshop interviews with the City Council and Executive Team, there was a clear pattern of topics that emerged which were introduced by the facilitator as potential Targets. The City Council and Executive Team worked through the various topics, ultimately consolidating the potential targets to five (5) categories which would serve as the key pillars in which to develop specific goals and action plans.

The following targets were agreed upon by the City Council and Executive Team at the workshop:

TARGETS
#1 – Quality of Life
#2 – Economic Development
#3 – Infrastructure/Internal and External
#4 – Community Engagement
#5 – Financial Stability/Resources

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GOALS
Key:

Yellow: Top Priority Goals – Level 1
Blue: Second Priority Goals – Level 2
Green: Third Priority Goals – Level 3
City Council: Executive Team:

BD = Bill Davis BJ = Bonnie Johnson
LM = Linda Molina DG = Darlene Gerdes
LS = Larry Smith MT = Mike Thornton
EC = Ed Clark TS = Tim Salas
JC = Jeff Cervantes JJ = Jock Johnson
AG = Amy Greyson

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Priority
Level
Council/Staff
Member
Priority
Goal # Goal
- - 1 Develop recreational opportunities.
2 LM, JC, BD 2 Develop and implement a Park Master Plan; develop a trail construction plan to include horse,
hiking, bike trails, etc.
2 BD, LS, AG 3 Develop cultural events, community events, and entertainment.
2 TS, EC 4 Maintain and/or enhance public safety.

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Priority
Level
Council/Staff
Member
Priority
Goal # Goal
- - 1 Diversify type of businesses/revisit zoning code. 2 LS, JC 2 Develop new image/branding.
3 BD 3 Develop jobs.
- - 4 Develop incentive options.
3 LM 5 Recruit and attract businesses and develop plan.

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Priority
Level
Council/Staff
Member
Priority
Goal # Goal
1 DG, BD, EC,

JJ, LM, BJ, JC
1 Develop a plan for temporary and permanent
office space; Library expansion/City Hall
expansion
1 TS, MT, EC,
LS, LS
2 Maintain and improve transportation systems and
roads.
1 JC, DG, JJ, EC 3 Improve and develop new technology (e.g. City website, City App, Software)
3 JC 4 Develop community aesthetics.
3 JC 5 Develop a plan for staffing.

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Priority
Level
Council/Staff
Member
Priority
Goal # Goal
- - 1 Implement active, factual, and timely
communications to the community.
2 LS, EC 2 Implement and expand upon social media and
technology.
3 LM 3 Develop and enhance public/private partnerships
and establish a Business Council.
3 LM 4 Develop and offer workshops and educational
sessions for the community (e.g. Citizen and
Leadership Academies).

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Priority
Level
Council/Staff
Member
Priority
Goal # Goal
2 MT, BD, BD 1 Pursue grants for revenue streams.
3 LM 2 Update and maintain current fees and charges
schedule.
2 EC, BJ 3 Maintain fiscal solvency and reserves policy. 3 LS 4 Develop formal debt management policy.
3 AG 5 Develop revenue enhancement plan.

ACTION PLANS

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ACTION PLANS

ACTION PLANS

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Target #3: INFRASTRUCTURE (INTERNAL AND EXTERNAL)
Goal #1: Develop a plan for temporary and permanent office space; Library expansion/City Hall expansion.

Actions: Responsible: Time Frame:

City Hall Expansion – enclose breezeway (1)
• Concept/site plan to Council Mike Thornton
Margaret Monson
Jock Johnson
February/March 2021
• Develop detailed plans and award
certain service contracts (HVAC,
architectural, electrical)
Mike Thornton
Margaret Monson
July/August 2021
• Approval to proceed out to bid Mike Thornton
Margaret Monson
September 2021
• Award Bid Mike Thornton
Margaret Monson
December 2021
• Construct Improvements Mike Thornton
Margaret Monson
January to June 2022
Actions: Responsible: Time Frame:

Library Expansion – add modular(s) (2)
• Concept/site plan to Council Mike Thornton
Margaret Monson
Darlene Gerdes
February/March 2021
• Develop detailed plans and award
certain service contracts, if applicable
Mike Thornton
Margaret Monson
Darlene Gerdes
July/August 2021
• Approval to proceed out to bid Mike Thornton
Margaret Monson
Darlene Gerdes
September 2021
• Award Bid Mike Thornton
Margaret Monson
Darlene Gerdes
December 2021

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Margaret Monson
Darlene Gerdes
January to June 2022
(1) Estimated Cost: to be determined; funded by General Government Facilities Fees (DIF) (2) Estimated Cost: to be determined; funded by Library Facilities Fees (DIF) Note: Permanent future City Hall and Library facilities will be discussed at such time staff identifies viable site(s) and funding sources.

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ACTION PLANS
Actions/Schedule for Priority “Level 1” Goals
Target #3: INFRASTRUCTURE (INTERNAL AND EXTERNAL)
Goal #2: Maintain and improve transportation systems and roads.

Actions: Responsible: Time Frame:

Review latest pavement management plan
and present priority list and funding plan to
City Council (1)
Mike Thornton
Margaret Monson
Bonnie Johnson
February/March 2021 (in
advance of 2021-22
Budget development)
Continue work on all interchanges (2) Mike Thornton
Bonnie Johnson
Ongoing
(1) Estimated Cost: to be determined based upon prioritization; funded by Measure A and General Fund
(2) Singleton and Cherry Valley in progress; All TUMF, Developer and grant funded

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ACTION PLANS
Actions/Schedule for Priority “Level 1” Goals
Target #3: INFRASTRUCTURE (INTERNAL AND EXTERNAL)
Goal #3: Improve and develop new technology (e.g. City website, City APP, Software) Actions: Responsible: Time Frame:

City Website (1)
• RFP to update website and award
contract (include City App in RFP)
Darlene Gerdes February 2021
Technology Staffing (2)
• Issue RFP for ongoing IT assistance Darlene Gerdes August 2020 • Award IT Consultant Contract Darlene Gerdes October 2020 Implement GIS System (3)
• Identify an appropriate GIS system
for Calimesa
Darlene Gerdes (working
with all City Staff)
Funded during 2020-21
Budget; System has
been implemented and
development of layers
continues
(1) Estimated cost: $40,000 in 2020-21 Budget; funded by General Fund (2) Estimated cost: $40,000 annually; in 2020-21 Budget; funded by General Fund (3) Estimated cost: $24,200 in 2020-21 Budget; $19,400 for FYs 2021-22 and 2022-23; funded by General Fund

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ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #1: QUALITY OF LIFE
Goal #2: Develop and implement a Park Master Plan; develop a trail construction plan to include horse, hiking, bike trails, etc.

Actions: Responsible: Time Frame:

Issue RFP for Park Master Plan including
trails (1)
Kelly Lucia 2021-22 Budget process
(1) Estimated cost: to be determined; funded by Park Facilities Fees (DIF)

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ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #1: QUALITY OF LIFE
Goal #3: Develop cultural events, community events, and entertainment.

Actions: Responsible: Time Frame:

DEFERRED DUE TO COVID-19 TBD TBD

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ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #1: QUALITY OF LIFE
Goal #4: Maintain and/or enhance public safety.

Actions: Responsible: Time Frame:

Fire (1)
Consider additional Battalion Chief position Jock Johnson 2021-22 Budget process Continue to build Reserve Program Jock Johnson ongoing
Police (2)
Consider adding a Problem Oriented Policing
(POP) deputy
Tim Salas 2021-22 Budget process
(1) Estimated cost: $123,856 annually; funded by General Fund (2) Estimated cost: $354, 626 annually; funded by General Fund

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 24

ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #2: ECONOMIC DEVELOPMENT
Goal #2: Develop new image/branding.

Actions: Responsible: Time Frame:

Develop new City logo and/or tagline Darlene Gerdes
Kelly Lucia
Henry Garcia
TBD

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 25

ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #4: COMMUNITY ENGAGEMENT
Goal #2: Implement and expand upon social media and technology.

Actions: Responsible: Time Frame:

Increase City presence on all social media Darlene Gerdes Yaiza Benson
Ongoing (This has been
a focus during the
COVID-19 shutdown)
Update City website Darlene Gerdes See Level 1, target #3, goal #3

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 26

ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #5: FINANCIAL STABILITY/RESOURCES
Goal #1: Pursue grants for revenue streams.

Actions: Responsible: Time Frame:

Continue to evaluate grant opportunities for
transportation, planning and public works
Calimesa
Management Team
ongoing

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 27

ACTION PLANS
Actions/Schedule for Priority “Level 2” Goals
Target #5: FINANCIAL STABILITY/RESOURCES
Goal #3: Maintain fiscal solvency and funded reserve policy.

Actions: Responsible: Time Frame:

Adopt balanced budget (recurring revenue
exceeds recurring expenses)
Bonnie Johnson Current and annually
Review Reserve Policy on an annual basis Bonnie Johnson Incorporate into annual budget process

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 28

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #2: ECONOMIC DEVELOPMENT
Goal #3: Develop jobs.

Actions: Responsible: Time Frame:

Continue contract with Economic
Development Consultant
Bonnie Johnson Ongoing and 2021-
22 budget

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 29

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #2: ECONOMIC DEVELOPMENT
Goal #5: Recruit and attract businesses and develop plan.

Actions: Responsible: Time Frame:

Continue Contract with Economic
Development Consultant
Bonnie Johnson 2021-22 Budget
Work with the Chamber of Commerce to
promote businesses
Bonnie Johnson
Darlene Gerdes
Agreement approved in
September 2020
Estimated costs: $60,000 for Economic Consultant; $41,000 for Chamber of Commerce

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 30

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #3: INFRASTRUCTURE (INTERNAL AND EXTERNAL)
Goal #4: Develop community aesthetics.

Actions: Responsible: Time Frame:

Work with Community Services
Commission on developing community
aesthetics
Kelly Lucia
Yaiza Benson
TBD
DEFERRED DUE TO COVID-19

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 31

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #3: INFRASTRUCTURE (INTERNAL AND EXTERNAL)
Goal #5: Develop a plan for staffing.

Actions: Responsible: Time Frame:

DEFERRED DUE TO COVID-19 AND FACILITY
SPACE NEEDS (see Level 1 priorities)
Calimesa
Management Team
TBD

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 32

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #4: COMMUNITY ENGAGEMENT
Goal #3: Develop and enhance public/private partnerships and establish a Business Council.

Actions: Responsible: Time Frame:

DEFERRED DUE TO COVID-19

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 33

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #4: COMMUNITY ENGAGEMENT
Goal #4: Develop and offer workshops and educational sessions for the community (e.g.

Citizen and Leadership Academies).

Actions: Responsible: Time Frame:

DEFERRED DUE TO COVID-19

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 34

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #5: FINANCIAL STABILITY/RESOURCES
Goal #2: Update and maintain current fees and charges schedule.

Actions: Responsible: Time Frame:

Add Fire fees to fee schedule Bonnie Johnson
Jock Johnson
TBD
Update all other fees for cost increases Bonnie Johnson with involvement of
Management Team
TBD
Hire consultant to perform updated fee
study and overhead cost analysis
Bonnie Johnson with
involvement from
Management Team
TBD

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 35

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #5: FINANCIAL STABILITY/RESOURCES
Goal #4: Develop formal debt management policy.

Actions: Responsible: Time Frame:

Update City’s Fiscal policies to expand upon
Debt Management and long-term pension
cost management
Bonnie Johnson 2021-22 Budget
Development Process

City of Calimesa
Draft Strategic Plan/Goals/Action Plans
2/24/2020 HR Dynamics & Performance Management, Inc. 36

ACTION PLANS
Actions/Schedule for Priority “Level 3” Goals
Target #5: FINANCIAL STABILITY/RESOURCES
Goal #5: Develop revenue enhancement plan.

Actions: Responsible: Time Frame:

See Goal #1 and #2 under Fiscal
Stability/Resources
Bonnie Johnson 2021-22 Budget Process

City Council Meeting
Agenda Report
Joint Meeting Agenda Item No. 1
SUBJECT: CITY COUNCIL REORGANIZATION
MEETING DATE: December 4, 2023
PRESENTED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That City Council choose one of its members as Mayor and another of its members as Mayor Pro Tem.

BACKGROUND: According to Section 2.10.030(a) of Chapter 2.10 of the Calimesa Municipal Code, the Council must meet annually to choose one of its members as Mayor and another of its members as Mayor Pro Tem. In the years in which a General Municipal Election is scheduled, such meeting shall be held as soon as possible after the official canvass is received from the County following the election. In the years in which no general municipal election is scheduled, such meeting shall be held on the first regularly scheduled meeting of December.

Pursuant to Section 4.1(d) of the Rules of Procedure of City Council Meetings, nominations for the office of Mayor and Mayor Pro Tempore may be made by any Member of the City Council and need not be seconded to be effective. Confirmation of the selection shall be by three, or more, affirmative votes. In the event that no person receives three or more votes in the selection process for one, or both, offices, the selection process shall be repeated immediately provided, however, that the two persons receiving the highest number of votes in the proceeding selection process will be the only nominees for the office to be filled. If, upon repeating the selection process for Mayor or Mayor Pro Tempore, no person has been duly selected, the City Council may continue the selection to the next regular meeting of the City Council.

The City Clerk will open the nominations for Mayor and Mayor Pro Tem. Currently the Mayor’s seat is held by William Davis and the Mayor Pro Tem is held by Wendy Hewitt. City Council may choose to make no changes and leave the appointments as currently held. However, action is still required by the City Council with three or more affirmative votes.

ATTACHMENTS:

None

City Council Meeting
Agenda Report
Joint Meeting Agenda Item No. 2
SUBJECT: SUCCESSOR AGENCY TO THE CALIMESA REDEVELOPMENT

AGENCY REORGANIZATION
MEETING DATE: December 4, 2023
PRESENTED BY: Darlene Gerdes, Agency Secretary
RECOMMENDATION: That the Board of Directors choose one of its members as Chairperson and another of its members as Vice-Chairperson.

BACKGROUND: CSA Resolution 2012-01, Successor Agency Rules and Regulations, states that the offices of Chair and Vice-Chair shall be elected by the Board of Directors as the City Council annually selects its Mayor and Vice Mayor.

The Agency Secretary will open the nominations for Successor Agency Chair and Successor Agency Vice-Chair. Currently the Chair’s seat is held by Jeff Cervantez and the Vice-Chair’s seat is held by Wendy Hewitt. The Successor Agency may choose to make no changes and leave the appointments as currently held. However, action is still required by the Successor Agency with three or more affirmative votes.