Coachella City Council
April 22, 2026

Item 13.
28 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
Naming
Convention
Save supporting documentation files using the following naming convention:

Planning and Project Development Grants
“[Grant #]_[Grantee Name]_Invoice [#]_Task
[#]_SupportDocs_[File # of #]”
Implementation Grants
“[Grant #]__[Grantee Name]_Invoice [#]_Project [#]_Task [#]_SupportDocs_[File # of #]”
Example:

SGC 20123_CityofGondor_Invoice3_Project4_Task1_SupportDocs_2of3 Direct Costs Supporting documentation must be provided for each direct cost that contains sufficient information to establish that the specific service was rendered, or the purchase was made within the invoicing period.

Documentation may include but is not limited to: copies of purchase orders, receipts, subcontractor invoices, and timesheet summaries.

Original supporting documentation is not required to be submitted with invoices but should be retained by the Lead Grantee and Partners.

Personnel/
Staff Time
A timesheet summary template has been provided to Lead Grantees to report personnel costs. This template is optional; Lead Grantees and Partners can also use their own summary format if it includes the following information:
• Identify the individual
• The date on which the work was performed
• The specific grant-related activities or objectives to which the individual's time was devoted (i.e., the task worked on) • The hourly or salary rate
• The amount of time spent, or percent of salaried time and • Certification signature
Grantees are responsible for certifying that the information submitted is true and correct by signing the personnel/staff time supporting documents.

If the Authorized Signatory is being funded with TCC funding, ensure timesheets or time reports are signed and verified by another qualified person from the organization.

For staff positions that don’t bill at an hourly rate, Grantees should work with their payroll/financial office and TCC Grant Managers to provide

Item 13.
29 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
supporting documentation that reflects the staff pay for the hours worked.

Indirect/
Overhead
Costs
Supporting documentation does not need to be provided for Indirect/Overhead costs. However, the Lead Grantees and Partners must maintain records of Indirect/Overhead costs to be made available upon request from the State. Lead Grantees and Partners should only request Indirect Costs which have been incurred and for which proof of the costs can be produced.

Lead Grantees and Partners shall invoice in accordance with the Indirect/Overhead cost rate(s) approved for the TCC Project, based on rates established during the Post-Award Consultation (PAC) process.

Documentation Discrepancies
When there are discrepancies between a reimbursement request amount and the supporting documentation provided, TCC will only reimburse for the amount on supporting documentation.

If the Grantee can demonstrate the remaining unverified costs, that amount will be applied to the following invoice reimbursement.
 Table 13: Documentation Discrepancies
Examples of Documentation Discrepancies
Examples of
Discrepancies
If an invoice detail tab requests $500 for an employee’s 10 hours of work at $50/hour, but the timesheet summary only lists 5 hours, TCC would only reimburse $250 for the 5 demonstrated hours.

If mileage reimbursement is requested for 70 miles at the State rate, but the supporting documentation provided shows 45 miles driven, TCC would only reimburse for 45 miles.

Solutions for
Example
Discrepancies
If the Grantee later submitted documentation for the remaining 5 hours or the remaining 45 miles in a correction to the invoice or with a subsequent invoice, TCC would reimburse the additional funding requested.

Item 13.
30 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
F. Deliverables and Evidence of Work Completed
Along with supporting documents for costs incurred, Grantees must also submit deliverables or other evidence of work completed to be reimbursed, such as information provided in Progress Reports or through invoicing supporting documentation. If the Grantee has completed final deliverables as listed in the Grant Agreement that substantiate the work described in the progress report, they should submit them. If they have not yet completed those deliverables, the Grantee should periodically submit other evidence that work is being completed (such as narrative in progress report, drafts of deliverables, summaries, trackers, etc.). The TCC Grant Managers will inform Grantees if they are not submitting adequate evidence that work is being completed.

Deliverables submitted for each Project or Plan must be related to the work being reported in the Progress Report for that period and must match the description in Exhibit B of the Grant Agreement. Deliverables being submitted should be listed in the Progress Report in bold text.

Deliverables and evidence of work completed should be provided as PDF documents. Lead Grantees should use the following naming convention for the filename:
• Planning, Project Development, and Implementation Grants “[Grant #]_[Grantee Name]_Invoice [#]_Project [#]_Task and Subtask [#]_[Deliverable Name].pdf”
The TCC Grant Managers will review submitted deliverables to determine whether a task has been sufficiently accomplished. If a deliverable is not approved, the TCC Grant Manager will request updates from the Lead Grantee and/or Partner to bring the deliverable to a satisfactory level.

The Lead Grantee will work with the TCC Grant Manager to update and maintain a “deliverables tracker” throughout the grant term to measure Lead Grantee progress towards completing the scope of work and submitting all deliverables.

GRANT AGREEMENT REFERENCES
Planning Grants
• Round 1: Section 7. Payment; Section 8. Invoice Preparation • Rounds 2 - 3: Exhibit B, Budget Detail and Payment Provisions, Section

1. Payment, Section 2. How to Submit Invoices
• Rounds 4 - 5: Section 32. Payment; Section 33. Document Submission Deliverables submitted
for each Project or
Plan must be related
to the work being
reported in the
Progress Report for
that period and must
match the description
in Exhibit B of the
Grant Agreement.

Item 13.
31 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
Project Development Grants
• Round 5: Section 12. Payment Provisions; Section 13: Invoicing Implementation Grants
• All Rounds: Section 14. Invoicing
G. Personally Identifiable Information
Partners must ensure that deliverables and documentation of work completed do not contain personally identifiable information. For example, deliverables and supporting documentation should not connect pieces of personal information together, like names and home addresses.

Documents containing such information must be redacted prior to submission.

H. Disputes
SGC will notify the Lead Grantee if any invoicing or reporting materials are deemed insufficient and incomplete within fifteen (15) working days of receiving the Materials. The TCC Grant Manager will send an email notifying the Lead Grantee of the additional information needed in order to fully process an invoice. This email communication initiates the invoice dispute process.

Disputes will follow the process outlined in the Grant Agreement. The dispute must be attempted to be resolved by the Lead Grantee, Partners, and TCC staff, as quickly as possible. During a dispute process, the Lead Grantee must comply with any stop work orders put into effect. The Prompt Payment Act invoice review clock is reset once a fully undisputed invoice and supporting documents are resubmitted.

GRANT AGREEMENT REFERENCES
Planning Grants
• Rounds 4 - 5: Section 20. Dispute Resolution
• Rounds 2 - 3: Exhibit B, Budget Detail and Payment Provisions, Section

3. Invoice Dispute; Exhibit D, Special Terms and Conditions, Section 5.

Dispute Resolution, Section 9. Stop Work
• Round 1: Section 11. Disputes; Section 12. Stop Work Orders Project Development Grants ( Round 5)
• Section 28. Disputes

Item 13.
32 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
• Section 29. Stop Work Order
Implementation Grants ( All Rounds)
• Section 31. Disputes
• Section 32. Stop Work Order
I. Eligible and Ineligible Costs

1. Eligible Costs
All invoice costs must be eligible and pre-approved in Exhibit B of your Grant Agreement, or an amendment, to be reimbursed. Specific eligible and ineligible costs for each TCC Funded Project and Transformative Plan are included in the executed Grant Agreement and in the TCC Program Guidelines. (Please note that eligible/ineligible costs vary between funding rounds.) All costs must also be reasonable to be eligible. A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost.

General cost eligibility requirements are listed below; additional details are provided in the TCC Program Guidelines for each funding round.
 Table 14: Cost Eligibility Requirements
General Cost Eligibility Requirements for Planning,
Project Development, And Implementation Grants
Indirect/
Overhead
Costs
Costs of doing business that are of a general nature and not directly tied to the grant, but necessary for the general operation of the organization.

Rounds 4 - 5: Indirect/overhead costs may account for up to 12% of awarded TCC funds, minus any funds for equipment purchases with a per unit cost of $5,000 or more. Individual TCC Funded Projects, Transformative Plans, and Grantee Costs may invoice at the approved Partner indirect cost rate in Exhibit B of the Grant Agreement. No entity (Lead Grantee or Partner) may exceed the 12% cap on Indirect Costs except for California Native American Tribes in Round 5, who may request a higher indirect cost rate, provided the applying California Native American Tribe substantiates the rate with supporting documentation. Reimbursement requests for
indirect/overhead costs must be proportionate to the direct costs billed in the invoice.

Item 13.
33 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
Rounds 2 - 3: Indirect/Overhead costs may account for up to 10% of the total awarded TCC funds.

Rounds 1: Indirect costs are not reimbursable with TCC funds but may account for up to 10% percent of the Leverage Funding requirement.

Direct Costs Direct implementation costs are directly tied to the implementation of the Grant Agreement including, but not limited to personnel costs, operating expenses, subcontracts, equipment costs, travel expenses, etc. Certain equipment, vehicle, and land lease or purchase for infrastructure development costs (as defined in the TCC guidelines) may also be eligible as direct costs. Grantees must adhere to specific requirements related to pre-development costs, basic environmental infrastructure costs, use of heavy-duty trucks and equipment, travel, and insurance premiums. These specific requirements can be found in the TCC Program Guidelines for each funding round.

General Cost Eligibility Requirements for Implementation Grants Only ProjectSpecific
Allowable
Costs
Project-specific allowable costs are costs that are only allowed under certain strategies, as outlined in the TCC Guidelines and in the Grant Agreement section on Payment Provisions. These direct costs are allowed for Project implementation, and therefore may not be subject to the indirect cost restrictions.

Community
Engagement
and Outreach
Costs
Costs must be directly related to implementation of the TCC Project per the TCC Guidelines. Community Engagement costs, including Displacement Avoidance costs, may account for up to eight percent (8%) of awarded funds and should be reasonable relative to the budget for the individual funded projects. Costs related to community engagement and outreach activities will not be considered as an administrative cost.

Displacement
Avoidance
Costs
Costs must be used to support displacement avoidance activities for low-income households and local and small businesses, per the TCC Guidelines. Grantees may allocate up to three percent (3%) of the total grant award allocated to the Community Engagement budget to support displacement avoidance activities.

Item 13.
34 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
Workforce
Development,
Training, and
Educational
Program Costs
Costs must be for eligible job training programs and activities that meet all the criteria per the TCC Guidelines. The Workforce Development and Economic Opportunities Plan costs may account for up to five percent (5%) of awarded TCC funds.

Indicator
Tracking Costs
Indicator tracking costs are for tracking and reporting required indicators. Grantees are required to budget three percent (3%) of total requested funding for required indicators to hire a pre-qualified third-party evaluation partner, which will assist with tracking and documenting the TCC Project’s progress and impact.

In addition to the three percent (3%) budget allocation, the lead and co-applicants must ensure adequate budget is allocated to individual Project and Plan costs to gather data and report to the evaluation partner and participate in evaluation activities such as focus groups, surveys, and interviews.

Based on previous TCC awards, two to three percent (2-3%) of the total TCC award will cover lead and co-applicant costs for indicator tracking and program evaluation activities. The lead and coapplicants can include this in their direct costs.

2. Ineligible Costs
For detailed guidance on specific ineligible costs in each funding round, including ineligible costs for each TCC strategy, please see the TCC Program Guidelines.  Table 15: Ineligible Costs
The following ineligible costs apply to all strategies:
• Exceeding cost caps for indirect or pre-development costs • Lobbying
• Advocacy work, such as direct lobbying for the passage of specific bills or local propositions
• Commission fees
• Ongoing operational costs beyond the grant term
• Using funds for any cost that has been or will be paid through another funding source, or to finance any activities designed to supplant rather than supplement existing local agency activities or activities with pre-existing designated funding

Item 13.
35 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
• Using funds for mitigation activities that are already mandated by local or state governing bodies or agencies
• Ceremonial expenses
• Expenses for publicity not related to the awarded TCC project implementation • Bonus payments of any kind
• Damage judgments arising from the acquisition, construction, or equipping of a facility, whether determined by judicial process, arbitration, negotiation, or otherwise
• Services, materials, or equipment obtained under any other State program • Real estate brokerage fees and/or expenses
• Stewardship of legal defense funds
• Costs associated with automobile or motorcycle parking (excluding electric vehicle charging infrastructure that may be located at a parking spot) • Reimbursement for any interest accumulated in order to finance the Project  Table 16: Ineligible Costs for Implementation Grant Transformative Plans The following are ineligible costs for Implementation Grant Transformative Plans:
• Climate Resiliency and Adaptation:
o Climate resiliency and adaptation must be integrated into the Projects, Transformative Elements, and Vision. Climate adaptation and resiliency planning activities must be paid for with leverage funding only.

Implementation measures and design features integrated into the TCC Project are fundable as direct Project costs.
• Community Engagement and Outreach:
o Direct cash benefits or subsidies to participants
o Alcoholic refreshments
o Participant incentives, such as door prizes, which are unrelated to specific community work products
o General meetings that do not specifically discuss or advance implementation of the TCC Project
• Displacement Avoidance:
o Costs for implementing existing policies, plans, ordinances, or programs (e.g., local government staff salaries, supplies, meetings, etc.) o Direct cash benefits or subsidies to participants
o Alcoholic refreshments
o Participant incentives, such as door prizes, which are unrelated to specific community work products
• Workforce Development and Economic Opportunities:

Item 13.
36 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
o Programs that do not include clear career pathways for residents of the Project Area or committed partnerships for high-quality job placement o Programs that provide workforce readiness skills (i.e., “soft skills” training) but are not directly linked to employment credentials or pathways o Work-appropriate clothing or attire (other than essential equipment and safety wear) *Please Note: This requirement changed in Round 5. Work appropriate clothing is an eligible expense for Round 5. o Direct cash benefits or subsidies to participants (other than transit subsidies)
o Food and refreshments
For a comprehensive list of Eligible and Ineligible Costs across grant types, please refer to the following documents:
• Round 1: TCC Program Guidelines, Appendix D, Appendix H, and Appendix I. • Round 2: TCC Program Guidelines, Appendix D, Section II.B.3, and Section II.B.6. • Round 3: TCC Program Guidelines, Appendix B, Appendix C, Appendix D, and Section II.E.
• Round 4: TCC Program Guidelines, Appendix B and Appendix C. • Round 5: TCC Program Guidelines, Section 8.2, Appendix B, and Appendix C.

For a comprehensive list of links to TCC Program Guidelines, please refer to Appendix A.

GRANT AGREEMENT REFERENCES
Planning Grants
• Round 1: Section 7. Payment
• Rounds 2 - 3: Exhibit B, Budget Detail and Payment Provisions, Section

5. Cost Principles
• Rounds 4 - 5: Section 35. Cost Principles
Project Development Grants
• Round 5: Section 12. Payment Provisions
Implementation Grants
• All Rounds: Section 13. Payment Provisions

Item 13.
37 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT ADMINISTRATION GUIDE
SECTION: 5
J. Audit and Record Retention
Lead Grantee, Partners, and subcontractors must maintain copies of Project records for four years after the Performance Period or end of the grant term.

The State retains the right to conduct an audit each year during the grant term and up to four years after the end of the grant term.

GRANT AGREEMENT REFERENCES
Planning Grants
• Rounds 4 - 5: Section 8. Records Retention, Section 9. Audit • Rounds 2 - 3: Exhibit C, General Terms and Conditions, Section 4.

Records Retention, Section 5. Audit
• Round 1: Section 13. Accounting Records and Audits
Project Development Grants
• Round 5: Section 21. Audit and Record Retention
Implementation Grants
• All Rounds: Section 24. Audit and Record Retention

Item 13.
38 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 6
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

LEVERAGE FUNDING
A. Leverage Funding
Leverage funding for Implementation Grants must be spent within the Project Area and for the purposes of the TCC Project.
• Lead Grantees may report leverage funding expenditures from the grant award date until the end of the grant term. Round 5 Lead Grantees may satisfy up to half of their total leverage funding requirements with leverage funds expended up to one year prior to TCC grant application deadline if they meet the requirements in the Round 5 Guidelines. • If leverage funding sources change during the grant term, the Lead Grantee will notify SGC at the subsequent bimonthly reporting due date. This allows SGC and DOC to assess the eligibility of the new sources.
• Changes in leverage funding sources that impact the budget and schedule of deliverables may require an amendment to the Grant Agreement.
• Changes in leverage funding sources that affect the fifty percent (50%) eligibility requirement in the TCC Program Guidelines and application may require a remedy determined by the Lead Grantee and SGC.

For additional information on funding leverage by specific TCC funding Round, please see the TCC Program Guidelines.

TCC PROGRAM GUIDELINES REFERENCES
• Round 1: Section II.B. Transformative Requirements and Appendix E:

Additional Indicators and Leverage Funded Project Type Examples • Round 2: Section II.B. Transformative Requirements
• Rounds 3-4: Section II.E. Transformative Elements and Appendix C-5:

Leverage Funding
• Round 5: Section 8.5 Transformative Elements and Appendix C-5:

Leverage Funding
Section Section66

Item 13.
39 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 6
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

B. Leverage Partners
“Leverage Partners” implement stand-alone leverage Projects to meet the leverage funding requirements of the TCC Program. They do not receive reimbursement from the TCC Program but are responsible for the following annual reporting:

Item 13.
40 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 7
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

MODIFICATIONS AND

AMENDMENTS
A. Overview
The Lead Grantee may request modifications or amendments to the Grant Agreement. Such requests must be submitted in writing to the TCC Grant Manager using the forms provided by SGC and must include supporting documentation.

The request must detail:

The purpose of the request
How the request is consistent with the guidelines and
intent of the TCC Program
The impact of denying the request
All requests will be considered at the sole discretion of SGC. Requests that increase the overall grant amount or significantly alter the deliverables of the TCC Project will not be approved because of the competitive nature of the TCC Program.

All forms for modification and amendment are located in the Grantee Resources folder. If a Lead Grantee has submitted a request for modification or amendment, those changes are NOT valid until approved in writing or signed by the State.

B. Modifications
Modifications are minor changes to the Grant Agreement that can be approved in writing between the Lead Grantee and the TCC Grant Managers. Modification requests must be submitted in writing to TCC Grant Managers at least thirty calendar days prior to when the modification will take effect. Please refer to the Grant Agreement Sections noted below for specific guidance.

Section7
♦ Figure 6: Request Overview

Item 13.
41 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 7
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

C. Amendments
Amendments are required for material, significant changes to the agreement that will require signatures from both the Lead Grantee and SGC authorized signatories. Depending on the nature of the amendment, additional review by SGC’s Executive Director or the Council may be necessary.

Amendment requests must be submitted in writing to TCC Grant Managers at least sixty calendar days before the amendment will take effect. Please refer to the Grant Agreement for specific guidance.

D. Timeline and Process
TCC will only process modifications or amendments once per grant year unless mission critical changes are needed.

As each request may take some time and correspondence to review and resolve, there will be windows of time for submission, review, and processing as indicated in Timeline 1 below. • Timeline 1: Request Timeline

Item 13.
42 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 7
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

SUBMITTING, TRACKING,

AND APPROVING REQUESTS

1. Lead Grantee collects modification and amendment request forms from Partners.

2. Lead Grantee compiles, consolidates, and logs all requests in one TCC Amendments and Modifications Request Form, located in the Grantee Resources folder.

3. Lead Grantee submits the TCC Amendments and Modifications Request Form to their TCC Grant Manager. Upon approval of the request, Grantee reflects requests in track changes in a Word version of the last amended Exhibit B of the Grant Agreement.

4. Lead Grantee submits the following to the TCC Grant Manager:
a. Final Modifications and Amendments Request Form
b. Exhibit B of the Grant Agreement (in Word with redlined requests)

5. Lead Grantee uses the following naming convention for the documents:
”Grant [#]_[Grantee Name]_[Amendment/Modification]
[#]_Request Form_[DATE]”
“Grant [#]_ [Grantee Name]_[Amendment/Modification]
[#]_Grant Agreement – Exhibit B_[DATE]”

Item 13.
43 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 7
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

All forms for modification and amendment are located in the Grantee Resources folder.

GRANT AGREEMENT REFERENCES
Planning Grants
• Rounds 4 - 5: Section 37. Modifications; Section 38. Amendments • Rounds 2 - 3: Exhibit B, Budget Detail and Payment Provisions; Section 7.

Work Plan and Budget Modifications; Section 8. Amendments • Round 1: Section 9. Modifications and Amendments to the Grant Agreement
Project Development Grants and Implementation Grants
• Rounds 1 - 5: Section 9: Amendments and Modifications

Item 13.
44 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 8
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

PUBLICITY
A. Guidelines
All TCC Project publicity must adhere to the specifications provided in the TCC Publicity Guidelines. These
specifications apply to, but are not limited to, all Project branding, media, signage, communications materials, and social media.

Publicity Guidelines are included in the Grant Agreement. Current TCC Communications and Publicity materials can be found in the Grantee Resources folder.

B. Community Calendar
Grantees should add all significant community events (e.g., groundbreakings, significant Project milestones, non-routine engagement events, etc.) to the TCC Community Calendar using the online form located at the following web address:
https://outlook.office365.com/book/[email protected].

Section8
Lead Grantees should notify
their TCC Grant Managers of
upcoming communications
events or materials to ensure
SGC can review, provide
input, or help amplify the
message.

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45 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 8
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. ♦ Figure 7: TCC Community Calendar Form
C. Communication
TCC Grant Managers will serve as the liaison between
Grantees and the SGC Communications Office, as the
Communications Office reviews publicity materials
for milestones such as groundbreakings, request
speaking roles or quotes from the SGC Executive
Director or amplify the Grantees’ work through SGC’s
social media channels.
♦ Figure 8: Coordination

Item 13.
46 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 8
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

GRANT AGREEMENT REFERENCES
Planning Grants
• Rounds 4 - 5: Section 25. Publicity; Exhibit E, TCC Grantee Publicity Guidelines
• Rounds 2 - 3: Exhibit D, Special Terms and Conditions; Section 10.

Publicity
• Round 1: Section 14. Publicity
Project Development Grants
• Round 5: Section 50. Publicity; Attachment C-4: TCC Grantee Publicity Guidelines
Implementation Grants:
• Rounds 4 - 5: Section 53. Publicity; Attachment D-8: TCC Grantee Publicity Guidelines
• Round 3: Section 52. Publicity; Attachment D-7: TCC Communications Kit • Rounds 1 - 2: Section 52. Publicity

Item 13.
47 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

BEST PRACTICES FOR

GRANT IMPLEMENTATION
Below are TCC Grant Managers’ tips for grant implementation including assembling, reviewing, and submitting invoice packages that are complete to facilitate quick review and payment.

A. Tips on Invoicing
 Table 17: Invoicing Tips
Invoicing Package Checklist
• Use the Invoicing Package Checklist when compiling the invoice packages. Please see Appendix B – Invoice Checklist.

Condensed Invoice Package
• Remember that Partners and subcontractors may submit more information than the State needs for invoicing purposes (e.g., timesheets or cancelled checks) when all TCC Grant Managers need is an invoice or summary labor report. Additional documentation should be retained for auditing purposes.
• Please help expedite the invoicing process by removing any unnecessary materials from the invoice package before sending to your TCC Grant Manager.

Consistency
Help Partners align their systems with reporting needs, ensuring all conventions are correct so they don't have to be revised with each invoice:
• File Naming Convention
Follow the established convention in this Grant Administration Guide. • Supporting Documentation
All costs seeking reimbursement must have supporting
documentation provided that clearly justifies costs and is clearly identifiable.
• Deliverables
Section9

Item 13.
48 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

Grantees must provide deliverables or other evidence of work completed during the billing period. Deliverables should be clearly labeled using the language from Exhibit B.
• Work Plan & Budget in Exhibit B
Ensure the invoice and progress report matches the task numbers and descriptions in Exhibit B. All expenses must be tracked by task number and cost type as it appears in Exhibit B. TCC Grant Managers use Exhibit B to authorize payments requested under each task. • Staff Time
Records documenting time spent performing the work must identify the individual, the date on which the work was performed, the specific grant-related activities or objectives to which the individual’s time was devoted, the hourly or salary rate, and the amount of time spent or percent of salaried time.

A Timesheet Summary Template has been provided to report personnel costs but note that Partners and Lead Grantees can also use their own summary format as long as it includes the above information. Individual employee timesheets and/or payment records do not need to be submitted as supporting documentation, though should be retained by the Partners in case of an audit. It is the responsibility of the Partner or Lead Grantee to certify that the information submitted is true and correct.
• Indirect Costs
Indirect costs must be invoiced at the approved rate in Exhibit B.

Supporting documentation is not required to be submitted but must be retained by the Grantee in case of an audit.

Cost Eligibility
• Ensure there are no questionable or ineligible costs. Only costs that contribute to the work defined within Exhibit B and comply with the TCC Guidelines will be reimbursed.
o Please note: If a Lead Grantee has submitted a request for modification or amendment, those changes are NOT valid
until approved in writing or signed by the State.
• Refer to the Payment Provisions section of the Grant Agreement and/or the TCC Program Guidelines for details on ineligible and eligible costs.
• If a Partner feels there are costs aligned with a Plan/Project, but is not sure about eligibility, they should refer to the Grant Agreement Exhibit on Special Terms Conditions and/or the TCC Program Guidelines.
o If it is still unclear, contact your TCC Grant Manager. If necessary, staff will consult with the relevant program

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49 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. coordinators on eligible costs, but this can take time, so costs should be identified as early as possible.

Communication
• Regular and transparent communication with TCC staff is helpful to keep Projects/Plans on track and troubleshoot issues early and often.

Implementation Lead Grantees have bi-weekly check-ins with TCC staff, and Planning and Project Development Lead Grantees have monthly check-ins. Check ahead of time with the TCC Grant Manager if questions arise.
• If there are any issues you think may be a red flag, let your TCC Grant Manager know prior to invoice submission. Staff can begin reviewing and discussing potential issues before the submission and conduct simultaneous review to not delay the rest of the invoice reimbursement.
• Communication from Partners to TCC Grant Managers should generally include the Lead Grantee. However, TCC staff are available to meet with Partners as needed.

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50 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. ♦ Figure 9: Tips for Successful Invoicing
B. Tips from TCC Grantees
 Table 18: Tips from TCC Grantees
Roles and Responsibilities
• Implement a dual-track system where there are two individuals responsible for tracking budgets, deliverables, submissions, etc. • In the event of a discrepancy (i.e., transposed numbers, missing information, etc.), it can be more easily identified and corrected.

Planning for File Management
• Prepare budget tracking and file management systems ahead of Project implementation.

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51 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. • Identify central project management tools and a shared, cloud-based content management repository.
• Develop filing procedures and identify a team member to monitor and continually organize these Project files.

Internal Partnerships
• Develop a “TCC Team” system of support. Implementation of the TCC grant can be a large undertaking, so Grantees have found it helpful to have multiple dedicated staff members to support decision-making, project management, stakeholder coordination, and financial analyses.
• Develop strong working relationships with your
administrative/finance and legal teams.
o Administration/finance can help establish effective
accounting processes that accommodate multiple subGrantee partners, multiple funding sources, and support the Grantee meeting the TCC grant’s reporting requirements. o The legal team can help establish appropriate agreements with TCC Partners and initiate contracts quickly.
• Identify point-personnel in departments that support the financial management, communications, development, and legal services aspects of the TCC grant.

Meetings and Trainings
• Host multiple trainings with staff and Partners on invoicing and reporting submissions. Previous Lead Grantees found that they should have had more trainings with their Partners and staff on how to properly fill out and submit bimonthly invoices as well as annual reports. On that same note, setting a submission deadline for staff and Partners can be helpful to allow enough time for internal review prior to invoice submission to TCC staff.
• Participate in regularly scheduled check-in meetings with Partners to maintain a clear picture of how each Project/Plan is progressing, where issues are occurring, and how to best remedy any serious complications.
• Plan for regular check-ins with the Evaluation TA provider to make sure all reporting obligations are understood. Have the Evaluation TA provider meet with Project/Plan Partners to clarify required reporting.

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52 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

External Partnerships
• As the TCC Grant Agreement is nearing execution, the Lead Grantee should prepare to execute Sub-Agreements with all Partners so that their work can be reimbursed promptly and ensuring TCC grant requirements are in compliance, such as document retention and insurance.
• While many Lead Grantees recommend maintaining standardized templates, there are certain Partners and Projects/Plans that will require additional language and requirements. It is important to have legal counsel review the Grant Agreement and specific Partner obligations to ensure that the necessary items are captured. • For Partners/vendors receiving funds from more than one TCC Project/Plan, it is recommended for the Lead Grantee to detail these totals in the agreement with the Partner. While breaking down totals by line item for each Project is not required, it is recommended to document the overall allocated funds and reference the
corresponding budgets and workplans in the master Grant Agreement. This practice aids in effective funding tracking.

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53 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 9
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. ♦ Figure 10: Tips from Current TCC Grantees

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54 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

APPENDICES
A. Appendix A – TCC Program Guidelines
 Table 19: TCC Program Guidelines
Round TCC Program Guidelines
R1 Round 1 TCC Final Program Guidelines
R2 Round 2 TCC Final Program Guidelines
R3 Round 3 TCC Final Program Guidelines
R4 Round 4 TCC Amended Program Guidelines
R5 Round 5 TCC Amended Program Guidelines
Section10

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55 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

B. Appendix B – Invoice Checklist
Use the checklist below to make sure your Invoice Package is complete:

INVOICE
 Table 20: Invoice Checklist
Invoice Summary is printed on Lead Grantee letterhead, including correct remittance address
Invoice Summary is signed by the Authorized Signatory or designee Invoice is labeled with the Grant Agreement number
Invoice # and billing period dates are correct on summary and details sheets All amounts match on the Invoice Summary, Invoice Details, and Progress Report
No part of the invoice has been submitted in a previous billing period • If back-billing for a previous reporting period, please mark costs as “back-billing” and include on their own line items
Travel costs are all at the State rate
Supporting documentation is provided for all costs, except indirect/overhead costs
Expenses are broken out by cost type (i.e., personnel, travel, supplies, etc.) Any Personally Identifying Information (PII) included in documentation has been removed or redacted prior to submission

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56 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

PROGRESS REPORTS
 Table 21: Report Checklist
All required Reports are included
Reports signed by Authorized Signatory/designee
Invoice # and billing period dates are correct
Where relevant, please note in the reporting if there is any “back-billing” for the reporting period, as applicable
Progress has been reported at the task or subtask level, as applicable Activities are reported for the tasks/sub-tasks being billed

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57 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

DOCUMENTS TO SUBMIT
 Table 22: Documents to Submit Checklist
Invoice Summary and Details
PDF, signed by the Authorized Signatory or designee. Naming convention:
“[Grant #]_[Grantee Name]_Invoice [#]_Signed.pdf”
Original Excel file of the Invoice Summary/Detail. Naming convention:
“[Grant #]_[Grantee Name]_Invoice [#].xlsx”
Reports
PDF, signed by the Authorized Signatory or designee. Naming convention:
“[Grant #]_[Grantee Name]_[Report Type and #]_Signed.pdf” Original Word (or converted PDF) of the Report. Naming convention:
“[Grant #]_[Grantee Name]_[Report Type and #].docx”
Supporting Documentation
PDF of all supporting documentation for the Invoice
(Reference these documents on the Invoice Detail):

Implementation Grants: “[Grant #]_[Grantee Name]_Invoice [#]_Project [#]_Task [#]_Support Docs_ [File # of #].pdf”
Planning and Project Development Grants: "[Grant #]_[Grantee Name]_Invoice [#]_Task [#]_Support Docs_[File # of #]
Deliverables or Evidence of Work Completed
PDF of all deliverables for the Invoice:

Implementation Grants: “[Grant #]_[Grantee Name]_Invoice [#]_Project [#]_Task and Subtask [#]_[Deliverable Name].pdf”
Planning and Project Development Grants: "[Grant #]_[Grantee Name]_Invoice [#]_Task and Subtask [#]_Deliverable Name[.pdf” Reminder for Timely Invoice Processing:
• Make sure the deliverable name, task and/or subtask number matches Exhibit B or the Grant Agreement
• Evidence of Work documents should be titled to match the task or subtask that have been completed

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58 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

C. Appendix C - Advance Pay
 Table 23: Advance Pay Resources

1. Advance Pay Guidance for Grantees

2. Advance Pay Request Form

3. Advance Pay Threshold Checklist

4. Grantee Resources Advance Pay Folder

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59 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

D. Appendix D – Solar Installation and Energy Efficiency Policies Appendix D on Solar Installation and Energy Efficiency Policies applies only to Implementation Grants. Grantees must follow additional requirements for Projects that include solar installations and energy efficiency retrofits. The following policies apply to the Rounds and Strategies specified below:
 Table 24: Solar Installation and Energy Efficiency Policies R1
Decarbonized Energy and Energy Efficiency Strategy:

Low-Income Weatherization (LIW) Policies
R2
Decarbonized Energy and Energy Efficiency Strategy:

Decarbonized Energy and Energy Efficiency Policies
R3
Strategy 4: Solar Installation and Energy Efficiency:

Decarbonized Energy and Energy Efficiency Policies
R4
Strategy 4: Solar Installation, Energy Efficiency, and Appliance Electrification:

Decarbonized Energy and Energy Efficiency Policies
R5
Strategy: Solar Installation, Energy Efficiency, and Appliance Electrification:

Decarbonized Energy and Energy Efficiency Policies

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60 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

1. Billing
Grantees must follow the instructions below when invoicing for solar photovoltaic (PV) and energy efficiency installation activities:

Single-Family Residence Solar PV Installations
Single-Family Residence Solar PV Installation Projects may be invoiced on an agreed dollar per watt basis. Partners provide a justification of costs for the per watt rate to be approved during the PAC process, including an estimated breakdown of materials, labor, and staff time (positions and hourly rates).

Once the rate has been reviewed and approved by TCC
program staff, invoicing for the Project may only be at the established per watt rate. TCC program staff may request additional supporting documentation as needed.

Multi-Family Residence Solar PV Installations
Multi-family Residence Solar PV Installation Projects must follow the invoicing requirements already defined within Section 5 on Invoicing, of this Grant Admin Guide. Itemized invoice details are required, and Grantees will need to provide supporting documentation of actual hours worked and actual costs incurred to receive reimbursement.

Energy-Efficiency Installations
Energy-Efficiency Direct Installations Projects may be reimbursed using an itemized invoice for actual hours worked and costs incurred, or by providing justification for the following:
• Project management costs can be billed at an agreed dollar per household rate. • Installation costs can be invoiced on an agreed dollar per measure basis. This includes estimated costs for materials, labor, and construction management.

Partners must split out a justification of costs and submit it to TCC program staff. Once this justification has been reviewed and approved by TCC program staff, invoicing for the Project may only be at these established rates. Any changes to the rates must be reviewed and approved by TCC program staff prior to invoicing. TCC program staff may request supporting documentation as needed.

Repair Costs
This strategy allows limited repair costs to facilitate the installation of measures. Such repairs (including but not limited to: dry rot repair, water heater platform repair, remediation of electrical hazards, and roof repairs) are capped at 20% of the total TCC funded project budget. Repair budgets may be increased beyond 20% of the total TCC funded portion of the project budget only with prior written approval from TCC staff. Repairs for solar PV installation must be cost effective per the Savings to Investment Ratio (SIR).

Partners submitted per watt
justifications as part of the Post
Award Consultation Process. Any
changes to the agreed upon rates
in the executed Grant Agreement
must be proposed using the
template provided and approved
by TCC Grant Manager prior to
invoicing.

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61 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. • To track this cost cap, repair costs must be billed separately from the “per watt” or “per measure” rates noted above.

2. Documentation of Work Completed
Please use the following guidance when submitting deliverables and other documentation of work completed:

Single-Family Residence Solar PV Installations
• Documentation of work completed: With each bimonthly invoice request, please provide a summary table that clearly logs the progress of each household during that bimonthly billing period. This should include, but is not limited to address, method of contact/intake, date of assessment, date permits pulled, date of installation, number of KW installed, final inspection report, and connection verification. A solar installation is considered complete for reimbursement once it has been connected.
• Final Deliverable: A final summary table that logs all participating residences, date installed, and number of KW installed. Partners should not submit additional householdlevel installation documentation but must keep it on file in the event of an audit or staff request.

Single-Family Residence Energy Efficiency Installations • Documentation of work completed: With each bimonthly invoice request, please provide a summary table that clearly logs the progress of each household during that bimonthly billing period. This should include, but is not limited to address, method of contact/intake, date of assessment, date of installation, number and type of measures, and cost per measure.
• Final Deliverable: A final summary table that logs all participating residences, date installed, and total measures installed. Partners should not submit additional householdlevel installation documentation but must keep it on file in the event of an audit or staff request.

Multi-Family Residence Solar PV Installations
• Documentation of work completed: As the progress is made on a multi-family site, please provide documentation of each installation milestone. This includes, but is not limited to site agreements, permits, and assessments.
• Final Deliverables: Documentation of the installed solar PV system, interconnection, operations and maintenance policies, and other deliverables per the Grant Agreement.

NOTE: Remove any Personal Identifiable Information on documentation of work completed – address by itself is allowable, but remove or redact names, and contact details.

3. Exhibit C Certifications
The relevant sections in the Grant Agreement (referenced below) describe Project-specific terms and conditions for each Rounds’ corresponding Solar Installation and Energy Efficiency Projects.

All eligibility and compliance requirements must be self-certified by the property owner, tenants,

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62 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information. and partner, as applicable. Grantees will not submit support documentation on a regular basis, but intake forms or signed self-certifications must be kept on file in the case of an audit.

4. Solar Consumer Protection
Solar providers submitting applications to interconnect residential solar customers in the investorowned utility service areas of Pacific Gas and Electric Company (PG&E), Southern California Edison (SCE), and San Diego Gas & Electric (SDG&E) are required to collect customer initials and a signature on the California Solar Consumer Protection Guide.

Partners are responsible for confirming
whether this applies to all TCC funded
installations (please see:
https://www.cpuc.ca.gov/solarguide/). If
applicable, clients will need to provide a
signature prior to installation.

5. Income Eligibility Resources
The relevant sections of the Grant Agreement state that "Household income eligibility must be established at either 80 percent of the Area Median Income (AMI), or 80 percent of the State Median Income (SMI), whichever results in a higher allowable maximum income."  Table 25: AMI & SMI Sources
The TCC program uses the following sources for AMI and SMI:

Area Median
Income (AMI)
Please use the values published by the California Department of Housing and Community Development:
https://www.hcd.ca.gov/grantsand-funding/income-limits/stateand-federal-income-rent-and-loan-value-limits. • AMI is listed by county and household size.
• This information is updated annually, so please check that you are using the most current values.
♦ Figure 11: Transform Fresno Solar Installation

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63 TRANSFORMATIVE CLIMATE COMMUNITIES PROGRAM GRANT ADMINISTRATION GUIDE SECTION : 10
Unless otherwise specified in individual sections, all instructions in this guide apply to Grantees of all five rounds of TCC funding and all three grant types. Please refer to “How to Read this Guide” for more information.

State Median
Income (SMI)
Please use the values published by the U.S. Department of Health and Human Services (HHS) Low Income Home Energy Assistance Program (LIHEAP) Program.
• SMI updates are published annually on the LIHEAP
Information Memoranda page.
• LIHEAP IM 2023-02 State Median Income Estimates for
Optional Use in FFY 2023 and Mandatory Use in FFY 2024
memorandum and calculation methodology for
household size.
• LIHEAP IM 2024-02 Federal Poverty Guidelines and State Median Income Estimates for Optional Use in FY24 and
Mandatory Use in FY25

6. Eligible Energy Efficiency Measures
The energy efficiency measures eligible under the TCC Program are listed in Appendix D of the TCC Program Guidelines ( Rounds 1 - 3) and Appendix B, Strategy 4 ( Rounds 4 - 5). Partners may not seek reimbursement for other measures that may be eligible under other state or federal energy efficiency programs. Due to reporting requirements, TCC can only reimburse for the measures listed in the TCC Program Guidelines.

GRANT AGREEMENT REFERENCES
Round 1 - 3: Exhibit C, Part 2, Section D
Round 4 - 5: Exhibit C, Part 2, Section 4

TCC PROGRAM GUIDELINES REFERENCES
Round 1 - 3: Appendix D: TCC Funded Project Types, Eligibility, and Requirements by Strategy
Round 4 - 5: Appendix B: TCC Funded Projects by Strategy

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TRANSFORMATIVE

CLIMATE

COMMUNITIES

PROGRAM

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Advance Pay Guidance for TCC Grantees
Version 2
Updated August 15, 2024
Summary of Changes:
• Lead Grantees may advance payment to Partners of any entity type. • SGC will provide future guidance on how to spend earned interest. • Clarified that the Lead Grantees must comply with both relevant Government Code sections (Government Code section 11019.3, subdivision (c)(2)(A), and Government Code section 11019.1, subdivision (c)(2)(A)).

Background and Overview............................................................................................................1 Section 1: Information for Lead Grantees and Partners ...............................................................2 Eligibility ....................................................................................................................................2 Next steps for Lead Grantees ...................................................................................................3 Section 2: Information for Lead Grantees .....................................................................................3 How to Submit an Advance Pay Request .................................................................................3 Summary of Advance Pay Forms..............................................................................................4 How to Administer Advance Pay ...............................................................................................5 How to Report Advance Pay Expenditures and Interest ...........................................................5 Next Steps for Lead Grantees...................................................................................................6 Section 3: Information for Lead Grantees Advancing Payment to Partners .................................6 Next Steps for Lead Grantees...................................................................................................7 Appendix A: TCC’s Advance Pay Process ...................................................................................8 Background and Overview
Recently passed legislation allows SGC to administer advance pay to TCC Lead Grantees from Rounds 4 and 5 until July 1, 2025, and to some TCC Lead Grantees until the end of their grant terms. Only Lead Grantees can request advance payment from SGC. Lead Grantees may choose to use their advance payment to administer advance payment to Partners (subrecipients) if the Lead Grantee ensures each Partner to which they issue advance payment satisfies certain minimum requirements, as described in Section 3 of this document.

Lead Grantees can only request up to 25% of the total grant amount cumulatively over the course of the grant term. SGC will make exceptions to this 25% cap under specific circumstances (see Section 1 below for more information).

Grantees who receive advance payment are still required to follow invoicing and reporting requirements as outlined in the grant agreement, including submitting progress reports and necessary supporting documentation with invoices.

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Section 1 contains general information about advance pay for all Lead Grantees and Partners.

Section 2 contains information for Lead Grantees who would like to request advance pay from SGC.

Section 3 contains information for Lead Grantees who would like to receive advance pay from SGC and administer advance pay to their Partners.

Section 1: Information for Lead Grantees and Partners
Eligibility
Advance pay is available to TCC Lead Grantees from Rounds 4 and 5. Advance pay is not available to Grantees from Rounds 1 through 3. A Grantee must have an executed grant agreement to receive advance pay.

Only the Lead Grantee may request and receive advance payment from SGC. The Lead Grantee may use advance payments for their own costs (including paying Partner invoices prior to receiving the reimbursement check from the state) and to advance payment to Partners. In order to advance payment to Partners, Lead Grantees will need to develop their own procedures to administer advance payment. The Lead Grantees must ensure that each Partner to which they issue advance payment satisfies the minimum requirements found in Government Code section 11019.3, subdivision (c)(2)(A), and Government Code section 11019.1, subdivision (c)(2)(A), as noted in Section 3 of this document.

SGC has authority to administer advance pay to local agencies (any city, county, special district, authority, or other political subdivision of the state) and nongovernmental entities until July 1, 2025. Local agencies and nongovernmental entities must submit an undisputed request for advance pay by May 1, 2025. SGC has authority to administer advance pay to private, nonprofit organizations qualified under section 501(c)(3) of the Internal Revenue Code indefinitely.

Only the identity of the Lead Grantee matters in determining eligibility for receiving advance pay.

If a Partner is a nonprofit organization but the Lead Grantee is a local agency, SGC will only be able to administer advance pay to the Lead Grantee until July 1, 2025, in the absence of further legislative action.

The Lead Grantee may use advance payment received from TCC to advance payment to Partners of any entity type, including tribes, in accordance with the Lead Grantee’s policies and procedures. All Partners must still comply with documentation and reporting requirements, including depositing all advanced funds into a federally insured, interest-bearing account and report interest earned to TCC (see Sections 2 and 3 for more information).

TCC does not have authority to administer advance pay to federally recognized tribes. California Native American Tribes that are organized as a 501(c)(3) nonprofit and are not federally recognized are eligible as private, nonprofit organizations.

Lead Grantees can only request up to 25% of the total grant amount cumulatively over the course of the grant term. SGC will make exceptions to this 25% cap if the following conditions are met:

1. The grantee meets all advance pay eligibility requirements.

2. The grantee has spent previous advance payments (if applicable) as planned and has complied with all TCC requirements, including reporting and invoicing.

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3. The grantee demonstrates that they need to exceed the 25% advance pay cap for one of the following purposes:
a. To advance payment for a large purchase or capital project (such as a construction project, land acquisition, or equipment purchase such as vehicle(s) or bus(es))
Advance pay materials are available in the Grantee Resources folder on the TCC SharePoint site under Grantee Resources folder. TCC staff are available for any questions or extra support needed throughout this process.

Lead Grantees can submit requests for advance payment at any time after grant execution (i.e., you do not need to wait for a standard invoicing period to submit an Advance Payment Request Form).

Next steps for Lead Grantees

1. Review this document and the attached materials. If you and your partners have questions about advance pay, please email them to [email protected] with your DOC and SGC grant managers cc’d.

2. Discuss the availability of advance pay internally and with your Partners to determine the need and interest.

3. If you decide to request advance pay from SGC, read the Request Form, the Threshold Checklist, and Section 2 of this document.

4. If you will be requesting advance pay from SGC and using it to administer advance payment to one or more Partners, please also read Section 3 of this document. Begin developing your procedures for administering advance payment and then onboard your Partners to the process.

5. Expect revised advance pay materials and procedures from TCC staff as we pilot this process.

Section 2: Information for Lead Grantees
This section provides instruction for the Lead Grantee to submit a request for advance payment to SGC for the Lead Grantee’s use (i.e., the funds will not be advanced to Partners). If you would like to administer advance payment to your Partners, please also read Section 3.

How to Submit an Advance Pay Request
For each advance pay request, the Lead Grantee must complete three forms and submit additional supporting documentation.

The three forms are:
• Advance Pay Threshold Checklist
• Advance Pay Request Form
• Advance Pay Invoice
To submit the request, please email all three forms and all supporting documentation to [email protected] with your DOC and SGC grant managers copied. If you would like TCC staff to review your request before you submit it, please inform your DOC and SGC grant managers.

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If you plan to submit additional advance pay requests in the future, we recommend saving editable versions of these forms so that you can revise them. Most information will remain the same for each request.

Once TCC staff receive your request, they may follow up with you for clarifications or for corrections as they do during the standard invoicing process. TCC staff will make every effort to review advance payment requests promptly. Advance payments will be made via check through the same process as standard reimbursements.

Summary of Advance Pay Forms
Form 1: Advance Pay Threshold Checklist
Purpose: To establish that the Lead Grantee is eligible to receive advance pay and agrees to comply with all advance pay requirements.

Additional documentation required:

The Lead Grantee may have already submitted some of the documents required by Section A of the Advance Pay Threshold Checklist when they submitted their application to TCC. Other documents are publicly available online and can be obtained independently by TCC staff.

Before you begin your first advance pay request, please inform your DOC grant manager so that they can let you know which of these documents you will need to submit. • Audits: A copy of your most recent audit and any findings from the last five years. If you have not conducted any audits in the last five years, please provide an explanation in writing (such as an email to your DOC and SGC grant managers). • Certificate of liability insurance: Demonstrates that the organization complies with the insurance requirements in the TCC grant agreement.
• Bank or financial statement showing a federally insured and interest-bearing account held by the Lead Grantee at the same financial institution where you will deposit the advance payments: Demonstrates that you are able to comply with this requirement of the advance pay policies. Once SGC approves your first advance pay request, you must (if you have not done so already) open a new, eligible account or subaccount at that same institution to be used exclusively to administer TCC advance pay.
• *Franchise Tax Board Status Letter: Verifies whether an entity is in good standing. • *IRS Determination Letter: Verifies that an organization is a 501(c)(3) nonprofit. • *Documentation of Secretary of State status: Verifies that an entity is currently in good standing with the CA Secretary of State.
*Items marked with an asterisk are not required for public agencies.

Form 2: Advance Pay Request Form
Purpose: To formally request advance payment, provide a justification for the request, and describe how the funds will be spent.

Form 3: Advance Pay Invoice
Purpose: To trigger payment from SGC’s accounts payable office once TCC staff have approved the Advance Pay Request Form. This document will be separate from your normal invoice.

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How to Administer Advance Pay
Once a grantee has received their advance payment, they must deposit it into a federallyinsured, interest-bearing account that provides the ability to track interest earned and withdrawals. The grantee must retain documentation (i.e., bank statements) of all advance pay transactions and report it to SGC (see next section).

Once SGC approves your first advance pay request, the Lead Grantee must (if you have not done so already) open a new, eligible account or subaccount to be used exclusively to administer TCC advance pay. This will allow for tracking the amount of interest earned. Within two weeks of receiving each advance payment, the Lead Grantee must provide documentation that verifies advanced funds have been deposited into the dedicated account.

Because the interest earned on advanced payment is considered grant money, the Lead Grantee may only spend the interest on tasks included in the TCC grant agreement, or on other TCC-related expenses pre-approved by TCC staff. All interest must be spent by the end of the TCC grant term. Any unspent interest remaining at the end of the grant term must be returned to SGC (which can be accomplished by withholding the corresponding amount from the final invoice) to ensure it does not become a gift of state funds. The Lead Grantee must report on how they spend the interest using the standard TCC invoicing requirements. Interest earned in the bank accounts of Partners (subrecipients) must follow these same requirements (see Section 3). SGC will issue further requirements regarding how to allocate, spend, and report interest.

As detailed in the Advance Pay Threshold Checklist, the Lead Grantee will need to promptly spend down the advance payment. If the Lead Grantee does not report on advance payment activity at the required intervals (bimonthly or quarterly, depending on your grant agreement), SGC will not issue further advance payments and you may be subject to a notice of nonperformance and/or a stop work order.

The Lead Grantee does not need to fully spend down your advance payments within the next invoicing period, but you should spend them as you described in your Advance Pay Request Form, and as promptly as possible.

The Lead Grantee may make additional advance pay requests if they have not yet received advances cumulatively totaling 25% of the total grant amount over the course of the grant term.

See section 1 for more information on how to request an exemption to this limit.

How to Report Advance Pay Expenditures and Interest
With every standard invoicing period (bimonthly or quarterly, depending on your grant agreement), Lead Grantees must report their advance pay expenditures and the interest they have earned in the federally insured, interest-bearing bank account.

Use the Advance Pay Summary box at the bottom of the Invoice Detail to report the spenddown of your advance payment each invoicing period. • Total Advance Received: The cumulative amount of advance pay you have received from SGC since the beginning of the grant.
• Outstanding Advance Balance: The amount of advance pay you had remaining prior to submission of the current invoice.

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• Advance Pay to be Applied/Deducted this Invoice: The amount of advance pay you are spending down with this invoice. This is the portion of the “Total Costs Billed this Period” that you will not be reimbursed for, since it is being pulled from a prior advance payment.
• Remaining Advance Balance: The amount of advance pay you have received that still needs to be spent down.
• Interest Earned this Period: The amount of interest you have earned on the advance payment since your last invoice.

In addition to the standard supporting documentation required to document the expenditures as part of the normal invoicing process, you must also submit bank statements showing the interest earned and all deposits and withdrawals since the last invoicing period.

You will need to implement strategies to spend down the advanced funds in a timely manner, as you agree to in Part B of the Advance Pay Threshold Checklist. Reimbursing partners quickly for completed work is an eligible use of advance pay.

You may only submit additional requests for advance payment if you are on track with your advance pay expenditures, invoicing, and all other TCC program requirements. Please see Section 1 for information on what to do if you need to exceed the cumulative 25% cap on advance payment.

Next Steps for Lead Grantees

1. Familiarize yourself with the three advance pay forms.

2. Inform your DOC and SGC grant managers that you are planning to request advance pay. Once they inform you which documents from the Threshold Checklist they already have in their possession, begin assembling the remaining documents.

3. Complete the three forms to request advance pay. Work with your grant managers over email and during your regular check-ins if you need support. Feel free to email [email protected] with any general questions about advance pay.

4. Once you receive your advance payment, spend it promptly and comply with reporting requirements. Discuss the status of your advance pay expenditure during your check-ins with TCC staff.

5. Expect revised advance pay materials and procedures from TCC staff as we pilot this process.

Section 3: Information for Lead Grantees Advancing Payment to Partners The following information applies to Lead Grantees who would like to advance payment to one or more Partners. If you will not be advancing payment to Partners, you can disregard this section.

The Lead Grantees may re-issue advance pay to their Partners if each Lead Grantee ensures each Partner to which they issue advance payment satisfies the same minimum requirements found in Government Code section 11019.3, subdivision (c)(2)(A), and Government Code section 11019.1, subdivision (c)(2)(A). The exception to this requirement is that SGC will not restrict which types of subrecipient entities may receive advance payment. The Lead Grantee must be compliant with their own authorities and procedures when issuing advance pay. The information in Appendix A is the process TCC staff are using to ensure our advance pay

Item 13.

process is in compliance with the relevant Government Code. If Lead Grantees would like to adapt it in order to administer advance pay to Partners, you are welcome to do so.

If you administer advance pay to your Partners, you do not need to submit documentation of the Partner’s compliance to SGC, but you must retain it and will be responsible for providing it in the event of an audit.

Upon receiving advance payments, Lead Grantees should promptly re-issue the advance payment to any Partners who were included in the request.

If you would like to request Word versions of any TCC advance pay documents or forms, please email [email protected] or your TCC grant manager.

Next Steps for Lead Grantees
• Review Appendix A.
• If you will be administering advance pay to your Partners, set up a procedure to do so.

Set up a filing system to retain documentation.
• Train partners on how to comply with requirements.
• Expect revised advance pay materials and procedures from TCC staff as we pilot this process.

Item 13.

Appendix A: TCC’s Advance Pay Process
Please refer to Section 3 for context.

Purpose and Overview
This desk procedure includes instructions for SGC and DOC grant managers on how to process, review, approve, and track advance pay. SGC’s authority for administering advance pay comes from an Advance Pay Pilot passed within AB156 (2022) and AB 590 (2023) for Round 4 and 5 grantees who meet eligibility requirements. • Under Government Code Section 11019.1, SGC has authority to administer advance pay until July 1, 2025, to eligible grantees. Undisputed requests for advance pay from local agencies, nongovernmental entities, and other state agencies must be submitted to TCC by May 1, 2025, to allow sufficient time to process payment. • Under Government Code section 11019.3, state agencies may make advance payments indefinitely to Lead Grantees that are 501(c)(3) nonprofits.

This document provides instructions for TCC staff on how to administer advance payment.

Requirements
Eligibility: Only certain entities are eligible to receive advance pay. Please see Eligibility Requirements section below for more information. Only Lead Grantees, not subrecipients, from Rounds 4 and 5 are eligible to receive advance pay from SGC. Implementation, Project Development, and Planning Grantees are eligible for advance pay. Grantees from Rounds 1-3 are not eligible for advance pay.

Payment caps: Lead Grantees may only request up to 25% of the total grant amount cumulatively over the course of the grant term. SGC will make exceptions to this 25% cap if the following conditions are met:

1. The grantee meets all advance pay eligibility requirements.

2. The grantee has spent previous advance payments (if applicable) as planned and has complied with all TCC requirements, including reporting and invoicing.

3. The grantee demonstrates that they need to exceed the 25% advance pay cap for one of the following purposes:
a. To advance payment for a large purchase or capital project (such as a construction project, land acquisition, or equipment purchase such as vehicle(s) or bus(es))
This cap only applies to the amount that SGC is advancing to the Lead Grantee. If the Lead Grantee issues advance payment to a subrecipient, those payments may exceed 25% of the subrecipient’s TCC budget if the Lead Grantee chooses to do so.

Process: TCC staff must keep on file documentation demonstrating that the grantee is eligible to receive advance pay. TCC staff should obtain as many of these documents as possible from the grantee’s application and from online sources to avoid making additional requests of grantees.

Reporting: Advance payment requests from Grantees can be submitted at any time after grant execution (i.e., Grantees do not need to wait for a standard invoicing period to submit an advance payment request form). Grantees that are approved for and receive advance payment

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are still required to follow invoicing and reporting requirements as outlined in the grant agreement. This includes progress reports and submitting all necessary backup documentation with submitted invoices.

Subrecipients: The Lead Grantees may re-issue advance pay to their subrecipients if the Lead Grantee ensures each subrecipient to which they issue advance payment satisfies the minimum requirements found in Government Code section 11019.3, subdivision (c)(2)(A), and Government Code section 11019.1, subdivision (c)(2)(A). The exception to this requirement is that SGC will not restrict which types of subrecipient entities may receive advance payment.

The Lead Grantee must be compliant with their own authorities and procedures when issuing advance pay.

The Lead Grantee does not need to submit documentation of the subrecipient’s compliance to SGC, but must still receive and retain it from subrecipients and provide it in the event of an audit.

If the Lead Grantee chooses not to advance pay their subrecipients, the Lead Grantees may still use advance pay received from SGC to promptly reimburse subrecipients for completed work.

Providing Guidance to Lead Grantees: TCC staff should:
• Train Lead Grantees on how to comply with advance pay requirements • Review eligible costs, activities, and cost types with grantees and approve these costs in advance to ensure grantees are spending the advance payment on eligible uses • Regularly discuss advance pay progress and updates during check-ins with the Lead Grantee
• Develop a clear process for approving newly identified costs Eligibility Review and Approval Steps
TCC staff must complete all steps below for a Lead Grantee’s initial request. For requests after the initial request, skip to step 1d.

1. Determine if your Lead Grantee is eligible to request advance pay. See the Eligibility Requirements section of this document to determine eligibility. If Grantee is eligible, they must submit a completed Advance Pay Request Form and the Advance Pay Threshold Checklist along with the required supporting documentation for review and approval.
a. The Lead Grantee is from Round 4 or 5. Grantees from Rounds 1-3 are not eligible at this time.
b. The Lead Grantee must have an executed grant agreement. c. The Lead Grantee is an eligible entity (see Eligibility Requirements section below).
d. The Lead Grantee must provide required documents to demonstrate eligibility for items i. through v. below. Before requesting documentation from the Grantee, please carefully review all documentation submitted as part of their TCC application and check the online sources listed below. Determine which documents on this list are already in SGC’s possession and then inform the grantee that they do not need to submit those items with the Threshold Checklist.

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Save copies of all relevant documents. After determining gaps, the SGC Grant Manager should request the remaining documentation from the Grantee. i. Provide documentation that the Lead Grantee is an eligible entity. For a list of documentation that demonstrates eligibility, please reference Eligibility Requirements section of this document. The Lead Grantee and all subrecipients to which they advance payment to must be eligible entities and must comply with all documentation requirements. Based on the eligibility determination and organization type, collect the relevant documentation listed in the Advance Pay Guidance table below. TCC staff should document which eligibility pathway is being used by noting this information to the signature box on the Advance Pay Request Form.

1. [FOR AB156 - GOV. CODE. SEC. 11019.1(c)(2)] If they are a local agency or nongovernmental entity, you do not need to collect any documentation to demonstrate this fact.

2. [FOR AB590 - GOV. CODE SEC. 11019.3] Obtain documentation that the Lead Grantee is a private, nonprofit organization qualified under section 501(c)(3) of the Internal Revenue Code. See section iii.2 below for further instructions. California Native American Tribes that are organized as a 501(c)(3) nonprofit and are not federally recognized are eligible under this provision.

3. TCC does not have authority to administer advance pay to federally recognized tribes.
ii. A copy of most recent audit and any findings from the last five (5) years (where available). If a grantee has not conducted any audits in the last five years, they must provide an explanation. This explanation should be in writing but does not need to be in a formal letter.

1. Audit must have no major, adverse or material findings. The audit should indicate if a finding is major, adverse, or material. If the Grantee has resolved a finding, the Grantee may provide supporting documentation of corrective actions. If the reviewer has questions about reviewing audit findings and determining eligibility, raise the issue to the TCC program manager and then to legal, if needed.

2. An acceptable audit may have some minor findings or corrective action recommendations.
iii. Documentation to demonstrate good standing with the Franchise Tax Board, Internal Revenue Service, and Secretary of State. Public agencies do not need to provide these documents. This includes:

1. Franchise Tax Board status letter: This letter verifies whether or not an entity is in good standing.
a. TCC staff should check the status of an entity and print an entity status letter for free at
https://www.ftb.ca.gov/help/business/entity-statusletter.asp or https://webapp.ftb.ca.gov/eletter/. The letter must indicate that the entity is in good standing. Save this letter to the grantee’s file.

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2. Internal Revenue Service: This letter verifies that an organization is a 501(c)(3) nonprofit.
a. TCC Staff should check the status of an entity and print the determination letter at https://apps.irs.gov/app/eos/. The letter must state that the organization is exempt from
federal income tax under Internal Revenue Code (IRC)
Section 501(c)(3).

3. Secretary of State: This website verifies that an entity is currently in good standing with the CA Secretary of State.
a. TCC staff must search for the entity at the link below and confirm that the organization’s status is “good.” Save a screenshot of this determination to the grantee’s file. b. https://bizfileonline.sos.ca.gov/search/business
iv. Certificate of liability insurance (see grant agreement for specific requirements)
v. Documentation that funds received as advance pay will be deposited into a federally insured, interest-bearing account that provides the ability to track interest earned and withdrawals (must report interest earned and spend it on approved grant activities). The Lead Grantee shall open a dedicated bank, or create a subaccount which exclusively holds TCC advance pay funds in order to accurately track interest earned. The Lead Grantee does not need to open a new account or subaccount until they have been notified by TCC staff that their advance pay request has been approved. Therefore, at this stage in the process, they can just submit evidence that they hold a federally insured, interest-bearing account at the same financial institution at which they will open the new account.

1. Documentation could be a bank statement or financial statement verifying a federally insured, interest-bearing account is held by the Lead Grantee.
e. Once you have determined which items you have been able to obtain from the application materials and publicly available records, send an email to the grantee with this information so they know that they don’t need to resubmit those items with the Threshold Checklist.

2. Check for completeness of the request. The Lead Grantee must submit a (1) signed Request Form, (2) Threshold Checklist, and (3) invoice requesting the advance pay amount. Review all components of these documents for adequacy and completeness.

The invoice is used for Accounts Payable to process the payment. The Lead Grantee shall use the standard TCC invoicing template. The following is guidance to determine if request is complete.
a. Is the grantee eligible to receive advance pay? (confirm that Step 1 is complete) b. Are all fields completed in the request form?
c. Is a justification, allocation breakdown, and spending description provided in the form?
d. Has Grantee responded to all parts of the form and checklist? Verify using form instructions.
e. Have the form and checklist been signed by an authorized signatory? f. Is the signed invoice on official letterhead?

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g. Does amount on request match invoice amount?
h. Check that the cumulative amount requested, including the current request and all prior payments, is no more than 25% of the grant total. See “Payment Caps” section above for information on situations in which the 25% cap may be exceeded.

3. Check for reasonableness of the request, and alignment with TCC objectives. The advance pay pilot directs SGC to “prioritize recipients and projects serving disadvantaged, low-income, and under-resourced communities, or organizations with modest reserves and potential cashflow problems”.
a. Is Grantee serving disadvantaged, low-income, and under-resourced communities?
i. If Yes, grantee is prioritized for AP
ii. If No, must meet requirement b. below
b. Is Grantee an organization with modest reserves?
i. If Yes, grantee is prioritized for AP
ii. If No, must meet requirement a. above.
c. Will this advance pay support TCC program work? Confirm that advance pay will support work clearly outlined in workplans and covered by the grant agreement.

4. Complete Advance Pay Request form sections under “DOC Approval” and “SGC Approval.”

5. Email Grantee that their request has been approved and sent to accounting for payment.

6. Save all materials.

7. Add advance pay details to the respective Invoice Trackers.

8. Track advance pay spend-down and interest earned.

Reporting
Initial Verification of Account Creation and Payment Deposit:

Once SGC approves the Lead Grantee’s first advance pay request, the Lead Grantee shall open a new, eligible account or subaccount to be used exclusively to administer TCC advance pay (if they have not done so already). This account must be at the same institution as the account for which they submitted documentation with the Threshold Checklist.

All funds received by the Lead Grantee as an advance payment will be deposited into a federally insured, interest-bearing account or subaccount that provides the ability to track interest earned and withdrawals and will be exclusively used to administer TCC advance pay.

Within two weeks of receiving each advance payment, the Lead Grantee must provide documentation that verifies that they have deposited the advanced funds into the account.

Ongoing Reporting and Tracking:

TCC staff must track the interest gained in the grantee’s invoice tracker using bank statements submitted by the grantee at regular invoicing and reporting periods as defined by their grant agreement.

Because the interest earned on advanced funds is considered grant money, the grantee may only spend interest on tasks in the TCC grant agreement, or on other TCC-related expenses pre-approved by TCC staff. All interest must be spent by the end of the TCC grant term. Interest earned must be reported until there are no funds left in the advance pay account or subaccount.

Any unspent interest remaining at the end of the grant term must be returned to SGC (which

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can be accomplished by withholding the corresponding amount from the final invoice) to ensure it does not become a gift of state funds. The grantee must report on how they spend the interest using the standard TCC invoicing requirements. Interest earned in the bank accounts of subrecipients must follow these same requirements. TCC staff should communicate these requirements to grantees.

Eligibility Requirements
AB 156 – Government Code section 11019.1(c)(2)(A)
• Eligible Entities: Local Agency, Nongovernmental Entity, Recipient State Agency o Includes: Local Agency (city, county, special district, authority, or other political subdivision of the state); CBOs; nonprofit organizations; CA Native American Tribes organized as nonprofits w/o federal recognition status. • Eligibility Documentation:
o Local Agency: Resolution authorizing the agency to accept grant funds o Nongovernmental entity: appropriate documentation of good financial standing (see 1.d.iii)
 Nonprofits: 501(c)(3) determination letter
 CA Native American Tribes Organized as nonprofits: 501(c)(3) determination letter
 For profit or other: Secretary of State documentation; appropriate documentation of good financial standing
• Timeline: Through June 30, 2025
• References:
o AB 156, Sec. 15 specifies Advance Payment language to be added to the Government Code, Section 11019.1.
o Section 11019.1 specifies: “Recipient entity” means a local agency or a nongovernmental entity that is awarded a grant by an administering state agency and with whom the administering state agency has entered into a contract pursuant to that grant.
o Note that Local agency doesn’t have a statutory definition on point for this advance pay authority; however, OPR Legal suggested utilizing the statutory definition of local agency from State Administrative Manual Section 6602: “Any city, county, special district, authority, or other political subdivision of the state.” o TCC Guidelines:
 “SGC will prioritize advance payment to local agencies and nongovernmental entities with low cash reserves that serve under resourced communities.” P.76
 Note that Statute supersedes Guidelines. Guidelines do not need to be amended to reflect statutory authority or specific requirements of statute.

AB 590 - Government Code section 11019.3
• Eligible Entities: Private, nonprofit organization qualified under section 501(c)(3) of the Internal Revenue Code. California Native American Tribes that are organized as a 501(c)(3) nonprofit and are not federally recognized are eligible under this provision. • Documentation includes: 501(c)(3) Letter of Determination • Timeline: Indefinitely

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• References:
o AB 590 establishes Section 11019.3 of the Government Code o CRC Guidelines: Statute supersedes Guidelines. Guidelines do not need to be amended to reflect statutory authority or specific requirements of statute.  Require grantee Demonstrate its current status in good standing as an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code and no tax delinquency with the California Franchise Tax Board and California Department of Tax and Fee Administration  Demonstrate 501(c)(3) status or other demonstration of non-profit/NGO status for Partners that will receive advance payment
o TCC Guidelines: TCC Guidelines do not reflect AB 590. Statute supersedes Guidelines. Guidelines do not need to be amended to reflect statutory authority or specific requirements of statute.

Federally recognized tribes
• Neither Government Code section gives us direct authority to administer advance pay to federally recognized tribes.

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Advance Pay Guidance Tables

ADVANCE PAY

GUIDANCE
Transformative Climate
Communities ALL Grant Programs
Guiding Statute AB 156
GC Section 11019.1
AB 590
GC Section 11019.3
Term Temporary, ends 7/1/25 Indefinite
Funding Limit Up to 25% of total award Up to 25% of total award Eligible Recipients Local agency or nongovt. entity
Grantees & subrecipients
Private, nonprofit organization qualified under section 501(c)(3) of the Internal Revenue Code
Grantee & Subrecipients
Tribal Eligibility No
California Native American Tribes that are organized
as a 501(c)(3) nonprofit and are not federally
recognized

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IF your organization is Nonprofit Local Government Tribe Includes
Qualified 501(c)(3)
Includes:

Nongovernmental, CBOs,
CA Native American Tribes
organized as nonprofit w/o Fed
Recognition
Local Agencies:

Any city, county, special district,
authority, or other political
subdivision of the state
Tribes with Sovereign Immunity
Federally recognized Tribes
Authority
AB 211 (GC Section 11019)
AB 156 (GC Section 11019.1)
AB 590 (Section 11019.3)
AB 211 (GC Section 11019)
AB 156 (GC Section 11019.1)
Neither Government Code section
gives us direct authority to
administer advance pay to federally
recognized tribes.

If Tribe is organized as a nonprofit,
see “Nonprofit” eligibility section.

Program TCC, CRC TCC, CRC N/A
Documentation 501(c)(3)
Letter of Determination N/A N/A
Term Indefinite (AB 590/GC 11019.3) Temporary, ends 7/1/25 N/A Funding Limit Up to 25% of total award Up to 25% of total award N/A

Item 13.

STAFF REPORT
3/25/2026
TO: Honorable Mayor and City Council Members
FROM: Lincoln Bogard, Finance Director
Mayra Perez, City Treasurer
SUBJECT: Receipts, Disbursements, and Net Cash Flows
STAFF RECOMMENDATION:

Receive and file Receipts, Disbursements, and Net Cash Flows report for FY 2025-26 Accounting Period 8.

EXECUTIVE SUMMARY:

Staff intends to bring this report or its equivalent to City Council monthly going forward within 45 days of month end or as soon as practicable after any dark period of City Council.

BACKGROUND:

According to Government Code Section 41004, Regularly, at least once each month, the city treasurer shall submit to the city clerk a written report and accounting of all receipts, disbursements, and fund balances. The city treasurer shall file a copy with the legislative body.

DISCUSSION/ANALYSIS:

These reports were reviewed by the City Treasurer in advance of the City Council meeting and the City Treasurer has had the opportunity to have any questions answered in advance.

ALTERNATIVES:

1. Receive and file.

FISCAL IMPACT:

None. This is the result of past operations and fiscal impacts were previously approved.

Item 14.

ATTACHMENTS

1. Receipts Disbursements & Net Cash Flows FY2025-26 AP01-AP08

2. Cash Balances as of February 28, 2026

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 101-11-101-00-000 CASH-GENERAL FUND 45,234,700.39 39,060,055.91 6,174,644.48 2026-01 16,354,221.00 13,031,048.89 3,323,172.11
2026-02 2,272,169.28 3,137,886.27 (865,716.99)
2026-03 4,624,482.57 4,969,559.89 (345,077.32)
2026-04 2,225,035.40 3,913,602.45 (1,688,567.05)
2026-05 3,372,436.22 2,499,220.69 873,215.53
2026-06 5,168,159.40 4,382,404.64 785,754.76
2026-07 4,998,492.04 3,582,670.62 1,415,821.42
2026-08 6,219,704.48 3,543,662.46 2,676,042.02
108-12-101-00-000 Cash-Road Maintenance-Dillon Rd 55,431.51 598,365.74 (542,934.23) 2026-01 14,050.23 0.00 14,050.23
2026-03 2,466.87 0.00 2,466.87
2026-04 15,812.59 0.00 15,812.59
2026-06 5,624.00 0.00 5,624.00
2026-07 17,477.82 0.00 17,477.82
2026-08 0.00 598,365.74 (598,365.74)
109-12-101-00-000 Cash - SB 1 Road Repair & Accountability 818,089.72 191,561.92 626,527.80 2026-01 98,741.91 0.00 98,741.91
2026-02 108,872.76 0.00 108,872.76
2026-03 98,155.31 191,561.92 (93,406.61)
2026-04 106,140.86 0.00 106,140.86
2026-05 118,288.72 0.00 118,288.72
2026-06 85,277.29 0.00 85,277.29
2026-07 96,984.71 0.00 96,984.71
2026-08 105,628.16 0.00 105,628.16
111-12-101-00-000 CASH-GAS TAX 76,506.10 76,506.10 0.00 2026-01 76,506.10 76,506.10 0.00
111-12-101-00-100 Cash-Special Gas Tax Account 1,253,078.19 841,900.00 411,178.19 2026-01 103,775.89 0.00 103,775.89
2026-02 108,996.55 0.00 108,996.55
2026-03 107,988.23 0.00 107,988.23
2026-04 121,673.21 0.00 121,673.21
2026-05 98,402.96 0.00 98,402.96
2026-06 110,187.74 0.00 110,187.74
2026-07 508,871.34 420,950.00 87,921.34
2026-08 93,182.27 420,950.00 (327,767.73)
112-12-101-00-000 CASH-AIR QUALITY IMPROV 32,364.73 32,150.07 214.66 2026-01 0.00 20,879.34 (20,879.34)
2026-03 15,694.21 11,270.73 4,423.48
2026-06 16,670.52 0.00 16,670.52
117-12-101-00-000 CASH-LOCAL TRANSPORTATION FUND-MEASURE A 629,075.58 108,579.23 520,496.35 2026-01 99,321.24 3,544.80 95,776.44
2026-02 67,789.24 59,594.43 8,194.81

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-03 64,549.22 0.00 64,549.22
2026-04 79,984.01 0.00 79,984.01
2026-05 70,100.42 19,880.00 50,220.42
2026-06 78,237.72 0.00 78,237.72
2026-07 83,617.32 25,560.00 58,057.32
2026-08 85,476.41 0.00 85,476.41
120-12-101-00-000 CASH-Devpnt Impact-Park Land-Quimby Fees 29,020.99 0.00 29,020.99 2026-01 7,936.20 0.00 7,936.20
2026-03 1,566.69 0.00 1,566.69
2026-04 6,172.60 0.00 6,172.60
2026-05 1,377.00 0.00 1,377.00
2026-06 3,537.10 0.00 3,537.10
2026-07 7,054.40 0.00 7,054.40
2026-08 1,377.00 0.00 1,377.00
121-12-101-00-000 CASH - LIBRARY 15,190.48 0.00 15,190.48 2026-01 5,200.92 0.00 5,200.92
2026-03 35.44 0.00 35.44
2026-04 4,045.16 0.00 4,045.16
2026-05 577.88 0.00 577.88
2026-06 130.16 0.00 130.16
2026-07 4,623.04 0.00 4,623.04
2026-08 577.88 0.00 577.88
126-12-101-00-000 CASH-Dev Impact-Park Improvement 141,729.39 0.00 141,729.39 2026-01 37,326.78 0.00 37,326.78
2026-03 8,999.40 0.00 8,999.40
2026-04 29,031.94 0.00 29,031.94
2026-05 6,480.35 0.00 6,480.35
2026-06 20,231.21 0.00 20,231.21
2026-07 33,179.36 0.00 33,179.36
2026-08 6,480.35 0.00 6,480.35
127-12-101-00-000 CASH-Dev Impact-Streets & Transportation 809,766.68 66,385.76 743,380.92 2026-01 733,420.08 54,493.68 678,926.40
2026-02 0.00 0.00 0.00
2026-03 7,271.10 3,635.55 3,635.55
2026-04 18,801.86 0.00 18,801.86
2026-05 2,685.98 0.00 2,685.98
2026-06 16,513.06 8,256.53 8,256.53
2026-07 28,388.62 0.00 28,388.62
2026-08 2,685.98 0.00 2,685.98
128-12-101-00-000 CASH-Dev Impact Police Facilites 23,865.46 0.00 23,865.46 2026-01 2,758.68 0.00 2,758.68
2026-03 4,938.42 0.00 4,938.42
2026-04 2,145.64 0.00 2,145.64

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-05 306.52 0.00 306.52
2026-06 10,914.56 0.00 10,914.56
2026-07 2,495.12 0.00 2,495.12
2026-08 306.52 0.00 306.52
129-12-101-00-000 CASH-Dev Impact-General Gov-Facilities 195,835.33 341,768.36 (145,933.03) 2026-01 155,425.66 277,290.60 (121,864.94)
2026-02 0.00 8,876.26 (8,876.26)
2026-03 0.00 9,576.36 (9,576.36)
2026-04 16,503.27 8,876.26 7,627.01
2026-05 2,357.61 8,876.26 (6,518.65)
2026-06 0.00 10,520.10 (10,520.10)
2026-07 19,191.18 8,876.26 10,314.92
2026-08 2,357.61 8,876.26 (6,518.65)
130-12-101-00-000 CASH-Dev Impact-Fire Facillities 58,266.59 0.00 58,266.59 2026-01 15,750.27 0.00 15,750.27
2026-03 3,714.52 0.00 3,714.52
2026-04 12,250.21 0.00 12,250.21
2026-05 1,750.03 0.00 1,750.03
2026-06 8,346.37 0.00 8,346.37
2026-07 14,705.16 0.00 14,705.16
2026-08 1,750.03 0.00 1,750.03
131-12-101-00-000 CASH-Dev Impact - Public Arts 27,795.63 0.00 27,795.63 2026-01 6,870.84 0.00 6,870.84
2026-03 2,411.96 0.00 2,411.96
2026-04 5,589.36 0.00 5,589.36
2026-05 450.00 0.00 450.00
2026-06 5,386.43 0.00 5,386.43
2026-07 6,172.04 0.00 6,172.04
2026-08 915.00 0.00 915.00
152-12-101-00-000 CASH-STATE & LOCAL GRANTS 7,269,319.30 4,875,501.48 2,393,817.82 2026-01 0.00 134,643.10 (134,643.10)
2026-02 334,585.52 424,329.98 (89,744.46)
2026-03 6,109,394.70 3,660,010.37 2,449,384.33
2026-04 0.00 47,110.29 (47,110.29)
2026-05 0.00 47,001.33 (47,001.33)
2026-06 410,932.20 225,750.36 185,181.84
2026-07 414,406.88 280,097.41 134,309.47
2026-08 0.00 56,558.64 (56,558.64)
152-12-101-00-100 Cash- TCC Grant 32,937.96 564,947.85 (532,009.89) 2026-01 1,431.66 0.00 1,431.66
2026-02 1,422.08 186,171.54 (184,749.46)
2026-03 25,780.59 25,105.63 674.96
2026-04 1,118.35 502.56 615.79

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-05 905.95 502.65 403.30
2026-06 867.01 351,731.06 (350,864.05)
2026-07 764.00 483.31 280.69
2026-08 648.32 451.10 197.22
160-12-101-00-000 CASH-Landscape & lighting districts 587,316.39 580,235.62 7,080.77 2026-01 0.00 23,298.99 (23,298.99)
2026-02 15,513.83 26,481.61 (10,967.78)
2026-03 315,325.90 217,676.15 97,649.75
2026-04 0.00 16,383.84 (16,383.84)
2026-05 0.00 27,353.09 (27,353.09)
2026-06 256,476.66 219,807.07 36,669.59
2026-07 0.00 31,749.56 (31,749.56)
2026-08 0.00 17,485.31 (17,485.31)
160-12-101-00-001 CASH 01-LLD1 7,694.55 11,657.92 (3,963.37) 2026-01 0.00 194.79 (194.79)
2026-02 0.00 1,994.55 (1,994.55)
2026-03 0.00 3,302.85 (3,302.85)
2026-04 438.40 151.99 286.41
2026-05 0.00 2,124.08 (2,124.08)
2026-06 0.00 1,461.34 (1,461.34)
2026-07 7,256.15 1,238.27 6,017.88
2026-08 0.00 1,190.05 (1,190.05)
160-12-101-00-002 CASH 02-LLD2 4,010.35 12,035.50 (8,025.15) 2026-01 0.00 2,158.72 (2,158.72)
2026-02 0.00 2,226.53 (2,226.53)
2026-03 0.00 1,833.87 (1,833.87)
2026-04 268.89 18.54 250.35
2026-05 0.00 1,858.66 (1,858.66)
2026-06 0.00 1,044.28 (1,044.28)
2026-07 3,741.46 1,279.20 2,462.26
2026-08 0.00 1,615.70 (1,615.70)
160-12-101-00-003 CASH 03-LLD3 9,474.10 11,126.24 (1,652.14) 2026-01 0.00 286.51 (286.51)
2026-02 0.00 1,304.62 (1,304.62)
2026-03 0.00 1,633.00 (1,633.00)
2026-04 333.90 354.60 (20.70)
2026-05 0.00 1,098.73 (1,098.73)
2026-06 0.00 2,711.44 (2,711.44)
2026-07 9,140.20 1,439.98 7,700.22
2026-08 0.00 2,297.36 (2,297.36)
160-12-101-00-004 CASH 04-LLD4 3,439.03 12,338.28 (8,899.25) 2026-01 0.00 87.10 (87.10)
2026-02 0.00 756.65 (756.65)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-03 45.70 8,575.35 (8,529.65)
2026-04 141.63 66.44 75.19
2026-05 0.00 871.70 (871.70)
2026-06 24.41 387.66 (363.25)
2026-07 3,227.29 520.94 2,706.35
2026-08 0.00 1,072.44 (1,072.44)
160-12-101-00-006 CASH 06 18,913.22 13,140.12 5,773.10
2026-01 0.00 255.67 (255.67)
2026-02 0.00 2,123.47 (2,123.47)
2026-03 0.00 3,058.15 (3,058.15)
2026-04 107.14 0.00 107.14
2026-05 0.00 2,792.74 (2,792.74)
2026-06 0.00 2,432.54 (2,432.54)
2026-07 18,806.08 1,978.70 16,827.38
2026-08 0.00 498.85 (498.85)
160-12-101-00-007 CASH 07 13,377.55 17,366.50 (3,988.95) 2026-01 0.00 245.35 (245.35)
2026-02 0.00 1,171.49 (1,171.49)
2026-03 0.00 1,583.55 (1,583.55)
2026-04 611.60 71.55 540.05
2026-05 0.00 9,103.26 (9,103.26)
2026-06 0.00 3,475.97 (3,475.97)
2026-07 12,765.95 1,220.55 11,545.40
2026-08 0.00 494.78 (494.78)
160-12-101-00-008 CASH 08 1,785.31 2,434.41 (649.10)
2026-01 0.00 159.64 (159.64)
2026-02 0.00 98.01 (98.01)
2026-03 0.00 313.28 (313.28)
2026-04 101.04 0.00 101.04
2026-05 0.00 516.61 (516.61)
2026-06 0.00 399.59 (399.59)
2026-07 1,684.27 631.52 1,052.75
2026-08 0.00 315.76 (315.76)
160-12-101-00-009 CASH 09 2,715.06 8,205.61 (5,490.55)
2026-01 0.00 58.15 (58.15)
2026-02 0.00 1,477.93 (1,477.93)
2026-03 0.00 1,943.85 (1,943.85)
2026-04 176.42 18.44 157.98
2026-05 0.00 1,579.14 (1,579.14)
2026-06 0.00 1,356.45 (1,356.45)
2026-07 2,538.64 888.56 1,650.08
2026-08 0.00 883.09 (883.09)
160-12-101-00-010 CASH 10 3,110.33 7,138.23 (4,027.90)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-01 0.00 127.57 (127.57)
2026-02 0.00 1,041.98 (1,041.98)
2026-03 0.00 1,334.62 (1,334.62)
2026-04 122.79 60.01 62.78
2026-05 0.00 459.98 (459.98)
2026-06 0.00 2,292.54 (2,292.54)
2026-07 2,987.54 409.81 2,577.73
2026-08 0.00 1,411.72 (1,411.72)
160-12-101-00-011 CASH 11 5,218.62 3,302.54 1,916.08
2026-01 0.00 137.29 (137.29)
2026-02 0.00 566.82 (566.82)
2026-03 193.35 705.37 (512.02)
2026-04 84.76 69.39 15.37
2026-05 0.00 736.96 (736.96)
2026-06 412.65 328.16 84.49
2026-07 4,527.86 556.08 3,971.78
2026-08 0.00 202.47 (202.47)
160-12-101-00-012 CASH 12 12,397.24 5,348.32 7,048.92
2026-01 0.00 131.39 (131.39)
2026-02 0.00 790.71 (790.71)
2026-03 484.14 928.93 (444.79)
2026-04 7.96 59.35 (51.39)
2026-05 0.00 961.99 (961.99)
2026-06 1,048.57 389.80 658.77
2026-07 10,856.57 666.54 10,190.03
2026-08 0.00 1,419.61 (1,419.61)
160-12-101-00-013 CASH 13 38,082.80 24,089.87 13,992.93 2026-01 0.00 456.10 (456.10)
2026-02 0.00 6,123.09 (6,123.09)
2026-03 0.00 6,073.30 (6,073.30)
2026-04 412.64 253.96 158.68
2026-05 0.00 4,135.42 (4,135.42)
2026-06 0.00 2,953.56 (2,953.56)
2026-07 37,670.16 2,677.31 34,992.85
2026-08 0.00 1,417.13 (1,417.13)
160-12-101-00-014 CASH 14 19,438.21 18,657.24 780.97
2026-01 0.00 3,183.71 (3,183.71)
2026-02 0.00 2,168.04 (2,168.04)
2026-03 0.00 2,077.31 (2,077.31)
2026-04 209.76 397.12 (187.36)
2026-05 0.00 1,615.91 (1,615.91)
2026-06 0.00 1,488.34 (1,488.34)
2026-07 19,228.45 1,231.71 17,996.74

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-08 0.00 6,495.10 (6,495.10)
160-12-101-00-015 CASH 15 17,588.10 17,569.93 18.17
2026-01 0.00 2,225.49 (2,225.49)
2026-02 0.00 1,797.85 (1,797.85)
2026-03 191.81 2,597.70 (2,405.89)
2026-04 0.00 541.30 (541.30)
2026-05 0.00 5,917.87 (5,917.87)
2026-06 342.07 2,162.55 (1,820.48)
2026-07 17,054.22 1,544.10 15,510.12
2026-08 0.00 783.07 (783.07)
160-12-101-00-016 CASH 16 217,683.28 217,649.92 33.36
2026-01 0.00 6,285.09 (6,285.09)
2026-02 0.00 24,959.90 (24,959.90)
2026-03 835.34 51,384.85 (50,549.51)
2026-04 4,725.00 11,976.74 (7,251.74)
2026-05 0.00 31,053.77 (31,053.77)
2026-06 956.01 31,745.73 (30,789.72)
2026-07 211,166.93 22,563.49 188,603.44
2026-08 0.00 37,680.35 (37,680.35)
160-12-101-00-017 CASH 17 63,454.93 40,341.42 23,113.51 2026-01 0.00 2,141.17 (2,141.17)
2026-02 0.00 7,888.93 (7,888.93)
2026-03 1,026.87 10,478.41 (9,451.54)
2026-04 312.50 2,143.39 (1,830.89)
2026-05 0.00 6,496.84 (6,496.84)
2026-06 2,069.88 5,133.48 (3,063.60)
2026-07 60,045.68 4,312.30 55,733.38
2026-08 0.00 1,746.90 (1,746.90)
160-12-101-00-018 CASH 18 64,298.80 38,874.61 25,424.19 2026-01 0.00 1,613.51 (1,613.51)
2026-02 0.00 5,108.43 (5,108.43)
2026-03 0.00 17,445.88 (17,445.88)
2026-04 1,049.34 1,214.29 (164.95)
2026-05 0.00 5,442.93 (5,442.93)
2026-06 0.00 3,069.22 (3,069.22)
2026-07 63,249.46 3,933.71 59,315.75
2026-08 0.00 1,046.64 (1,046.64)
160-12-101-00-019 CASH 19 27,526.87 25,785.98 1,740.89
2026-01 0.00 423.11 (423.11)
2026-02 0.00 4,566.24 (4,566.24)
2026-03 255.98 6,233.70 (5,977.72)
2026-04 0.00 644.97 (644.97)
2026-05 0.00 4,438.42 (4,438.42)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-06 454.10 1,958.31 (1,504.21)
2026-07 26,816.79 2,467.45 24,349.34
2026-08 0.00 5,053.78 (5,053.78)
160-12-101-00-020 CASH 20 36,064.49 21,979.35 14,085.14 2026-01 0.00 1,370.76 (1,370.76)
2026-02 0.00 3,318.38 (3,318.38)
2026-03 923.57 4,750.65 (3,827.08)
2026-04 372.03 1,161.59 (789.56)
2026-05 0.00 4,010.73 (4,010.73)
2026-06 1,939.85 3,110.15 (1,170.30)
2026-07 32,829.04 3,381.01 29,448.03
2026-08 0.00 876.08 (876.08)
160-12-101-00-021 CASH 21 6,196.49 11,922.89 (5,726.40) 2026-01 0.00 167.51 (167.51)
2026-02 0.00 2,406.35 (2,406.35)
2026-03 0.00 3,033.33 (3,033.33)
2026-04 86.43 18.86 67.57
2026-05 0.00 2,551.17 (2,551.17)
2026-06 0.00 2,074.98 (2,074.98)
2026-07 6,110.06 1,481.30 4,628.76
2026-08 0.00 189.39 (189.39)
160-12-101-00-022 CASH 22 46,407.40 91,573.95 (45,166.55) 2026-01 0.00 828.07 (828.07)
2026-02 0.00 8,493.57 (8,493.57)
2026-03 1,185.34 13,240.36 (12,055.02)
2026-04 0.00 7,443.13 (7,443.13)
2026-05 0.00 39,478.24 (39,478.24)
2026-06 2,064.91 18,756.99 (16,692.08)
2026-07 43,157.15 2,615.37 40,541.78
2026-08 0.00 718.22 (718.22)
160-12-101-00-023 CASH 23 42,259.52 36,622.25 5,637.27
2026-01 0.00 2,829.70 (2,829.70)
2026-02 0.00 5,525.43 (5,525.43)
2026-03 0.00 8,372.36 (8,372.36)
2026-04 1,717.25 1,372.71 344.54
2026-05 0.00 5,449.83 (5,449.83)
2026-06 0.00 7,086.60 (7,086.60)
2026-07 40,542.27 3,136.38 37,405.89
2026-08 0.00 2,849.24 (2,849.24)
160-12-101-00-024 CASH 24 133,970.77 206,949.12 (72,978.35) 2026-01 0.00 7,222.06 (7,222.06)
2026-02 0.00 39,578.71 (39,578.71)
2026-03 0.00 61,648.29 (61,648.29)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-04 854.92 5,066.92 (4,212.00)
2026-05 0.00 42,063.34 (42,063.34)
2026-06 0.00 30,410.37 (30,410.37)
2026-07 133,115.85 17,696.83 115,419.02
2026-08 0.00 3,262.60 (3,262.60)
160-12-101-00-025 CASH 25 35,393.05 26,227.20 9,165.85
2026-01 0.00 5,404.42 (5,404.42)
2026-02 0.00 2,977.59 (2,977.59)
2026-03 1,041.32 3,585.86 (2,544.54)
2026-04 1,000.89 2,881.54 (1,880.65)
2026-05 0.00 2,787.76 (2,787.76)
2026-06 2,207.06 3,208.71 (1,001.65)
2026-07 31,143.78 2,896.31 28,247.47
2026-08 0.00 2,485.01 (2,485.01)
160-12-101-00-026 CASH 26 0.00 602.95 (602.95)
2026-03 0.00 423.82 (423.82)
2026-06 0.00 179.13 (179.13)
160-12-101-00-027 CASH 27 42,576.04 42,845.77 (269.73)
2026-01 0.00 6,461.14 (6,461.14)
2026-02 0.00 3,825.13 (3,825.13)
2026-03 0.00 10,291.69 (10,291.69)
2026-04 337.50 1,424.68 (1,087.18)
2026-05 0.00 3,491.95 (3,491.95)
2026-06 0.00 12,689.14 (12,689.14)
2026-07 42,238.54 2,214.24 40,024.30
2026-08 0.00 2,447.80 (2,447.80)
160-12-101-00-028 CASH 28 66,864.16 47,685.54 19,178.62 2026-01 0.00 7,152.51 (7,152.51)
2026-02 0.00 7,265.03 (7,265.03)
2026-03 339.09 10,053.32 (9,714.23)
2026-04 2,362.50 1,412.45 950.05
2026-05 0.00 9,206.25 (9,206.25)
2026-06 570.27 6,095.04 (5,524.77)
2026-07 63,592.30 5,493.49 58,098.81
2026-08 0.00 1,007.45 (1,007.45)
160-12-101-00-029 CASH 29 46,545.78 113,931.94 (67,386.16) 2026-01 0.00 47,666.97 (47,666.97)
2026-02 0.00 9,550.35 (9,550.35)
2026-03 418.31 33,558.20 (33,139.89)
2026-04 1,375.00 8,165.40 (6,790.40)
2026-05 227.37 4,632.22 (4,404.85)
2026-06 4.55 5,137.35 (5,132.80)
2026-07 44,520.55 3,501.00 41,019.55

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-08 0.00 1,720.45 (1,720.45)
160-12-101-00-030 CASH 30 49,346.09 44,075.18 5,270.91
2026-01 0.00 6,236.38 (6,236.38)
2026-02 0.00 7,688.34 (7,688.34)
2026-03 1,210.13 7,232.53 (6,022.40)
2026-04 950.00 1,337.84 (387.84)
2026-05 0.00 7,367.23 (7,367.23)
2026-06 2,514.70 3,836.11 (1,321.41)
2026-07 44,671.26 3,965.26 40,706.00
2026-08 0.00 6,411.49 (6,411.49)
160-12-101-00-031 CASH 31 93,078.92 60,798.29 32,280.63 2026-01 0.00 8,890.41 (8,890.41)
2026-02 0.00 4,623.47 (4,623.47)
2026-03 2,692.52 5,599.93 (2,907.41)
2026-04 1,100.00 1,610.56 (510.56)
2026-05 0.00 10,185.59 (10,185.59)
2026-06 5,727.94 23,874.65 (18,146.71)
2026-07 83,558.46 4,208.44 79,350.02
2026-08 0.00 1,805.24 (1,805.24)
160-12-101-00-032 CASH 32 82,861.75 86,767.63 (3,905.88) 2026-01 0.00 8,384.52 (8,384.52)
2026-02 0.00 16,216.98 (16,216.98)
2026-03 975.10 17,188.25 (16,213.15)
2026-04 1,499.99 3,242.24 (1,742.25)
2026-05 0.00 15,962.91 (15,962.91)
2026-06 1,797.24 8,678.49 (6,881.25)
2026-07 78,589.42 13,431.72 65,157.70
2026-08 0.00 3,662.52 (3,662.52)
160-12-101-00-033 CASH 33 116,094.84 100,326.18 15,768.66 2026-01 0.00 5,875.91 (5,875.91)
2026-02 0.00 6,232.17 (6,232.17)
2026-03 0.00 35,295.09 (35,295.09)
2026-04 800.90 2,614.57 (1,813.67)
2026-05 0.00 28,906.87 (28,906.87)
2026-06 0.00 15,863.40 (15,863.40)
2026-07 115,293.94 4,179.39 111,114.55
2026-08 0.00 1,358.78 (1,358.78)
160-12-101-00-034 CASH 34 42,074.36 21,457.32 20,617.04 2026-01 0.00 501.98 (501.98)
2026-02 0.00 8,908.67 (8,908.67)
2026-03 0.00 6,312.33 (6,312.33)
2026-04 0.00 284.69 (284.69)
2026-05 0.00 1,236.95 (1,236.95)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-06 0.00 2,542.16 (2,542.16)
2026-07 42,074.36 1,138.83 40,935.53
2026-08 0.00 531.71 (531.71)
160-12-101-00-035 CASH 35 22,161.22 32,763.64 (10,602.42) 2026-01 0.00 934.49 (934.49)
2026-02 0.00 4,672.82 (4,672.82)
2026-03 0.00 3,246.79 (3,246.79)
2026-04 400.00 169.34 230.66
2026-05 0.00 9,630.53 (9,630.53)
2026-06 0.00 10,636.34 (10,636.34)
2026-07 21,761.22 1,683.64 20,077.58
2026-08 0.00 1,789.69 (1,789.69)
160-12-101-00-036 CASH 36 40,576.07 35,011.27 5,564.80
2026-01 0.00 1,835.99 (1,835.99)
2026-02 0.00 9,792.14 (9,792.14)
2026-03 883.62 8,515.70 (7,632.08)
2026-04 1,190.00 507.74 682.26
2026-05 0.00 3,445.82 (3,445.82)
2026-06 1,820.97 2,148.99 (328.02)
2026-07 36,681.48 5,990.28 30,691.20
2026-08 0.00 2,774.61 (2,774.61)
160-12-101-00-038 CASH 38 53,040.63 56,657.11 (3,616.48) 2026-01 0.00 5,495.14 (5,495.14)
2026-02 0.00 16,206.05 (16,206.05)
2026-03 1,175.29 6,168.59 (4,993.30)
2026-04 955.11 1,095.24 (140.13)
2026-05 0.00 11,730.89 (11,730.89)
2026-06 2,349.76 5,420.87 (3,071.11)
2026-07 48,560.47 8,397.02 40,163.45
2026-08 0.00 2,143.31 (2,143.31)
160-12-101-00-039 CASH 39 27,597.98 38,730.28 (11,132.30) 2026-01 0.00 967.77 (967.77)
2026-02 0.00 5,999.82 (5,999.82)
2026-03 497.78 9,474.75 (8,976.97)
2026-04 0.00 2,464.23 (2,464.23)
2026-05 0.00 3,380.05 (3,380.05)
2026-06 941.10 2,732.10 (1,791.00)
2026-07 25,628.74 11,554.11 14,074.63
2026-08 530.36 2,157.45 (1,627.09)
160-12-101-00-040 CASH 40 45,334.97 38,009.77 7,325.20
2026-01 0.00 5,639.95 (5,639.95)
2026-02 0.00 3,657.76 (3,657.76)
2026-03 608.20 3,951.68 (3,343.48)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-04 0.00 1,273.52 (1,273.52)
2026-05 0.00 3,162.64 (3,162.64)
2026-06 1,251.43 2,520.11 (1,268.68)
2026-07 42,854.46 6,469.10 36,385.36
2026-08 620.88 11,335.01 (10,714.13)
160-12-101-00-041 Cash 41 (Pyramid Ranch) 0.00 28.96 (28.96) 2026-03 0.00 28.62 (28.62)
2026-06 0.00 0.34 (0.34)
177-21-101-00-000 CASH-WATER CONNECTION FEES 433,319.50 0.00 433,319.50 2026-01 49,271.49 0.00 49,271.49
2026-03 107,046.68 0.00 107,046.68
2026-04 68,432.64 0.00 68,432.64
2026-05 5,474.61 0.00 5,474.61
2026-06 145,610.67 0.00 145,610.67
2026-07 57,483.41 0.00 57,483.41
178-21-101-00-000 Cash - Water 5,739,566.36 8,256,676.69 (2,517,110.33) 2026-01 757,136.45 1,635,461.22 (878,324.77)
2026-02 762,848.18 945,617.66 (182,769.48)
2026-03 892,481.76 1,109,505.39 (217,023.63)
2026-04 770,955.57 774,211.65 (3,256.08)
2026-05 619,829.18 666,610.64 (46,781.46)
2026-06 712,603.80 1,382,323.85 (669,720.05)
2026-07 644,155.12 845,253.87 (201,098.75)
2026-08 579,556.30 897,692.41 (318,136.11)
178-21-102-00-000 Petty Cash 5,000.00 6,000.00 (1,000.00) 2026-08 5,000.00 6,000.00 (1,000.00)
179-21-101-00-000 CASH-REFUSE FUND 1,861,821.78 1,858,543.12 3,278.66 2026-02 50,048.68 43,794.60 6,254.08
2026-04 68,069.42 0.00 68,069.42
2026-05 0.00 68,069.42 (68,069.42)
2026-07 1,743,703.68 0.00 1,743,703.68
2026-08 0.00 1,746,679.10 (1,746,679.10)
182-13-101-00-000 CASH-CIP Project Fund 12,683,794.75 20,855,863.43 (8,172,068.68) 2026-01 7,314,046.74 14,419,065.13 (7,105,018.39)
2026-02 115,845.49 2,457,087.91 (2,341,242.42)
2026-03 3,684,814.06 46,004.99 3,638,809.07
2026-04 1,553,779.78 2,913,707.68 (1,359,927.90)
2026-05 6,806.19 229,002.56 (222,196.37)
2026-06 6,439.49 136,567.25 (130,127.76)
2026-07 563.00 370,133.92 (369,570.92)
2026-08 1,500.00 284,293.99 (282,793.99)
187-13-101-00-000 CASH-CAPITAL FACILITIES-FLOOD CONTROL 29,841.51 0.00 29,841.51 2026-03 13,222.44 0.00 13,222.44

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-06 16,619.07 0.00 16,619.07
190-34-101-00-000 CASH-Government Investment Pool 6,047,876.92 4,242,344.64 1,805,532.28 2026-01 23,613.84 0.00 23,613.84
2026-02 3,012,017.57 0.00 3,012,017.57
2026-03 124.37 366,808.52 (366,684.15)
2026-04 3,000,100.71 0.00 3,000,100.71
2026-05 557.61 0.00 557.61
2026-06 384.93 755,536.12 (755,151.19)
2026-07 298.67 0.00 298.67
2026-08 10,779.22 3,120,000.00 (3,109,220.78)
195-12-101-00-000 Cash 54.08 584,316.87 (584,262.79)
2026-02 54.08 54.08 0.00
2026-04 0.00 330,362.47 (330,362.47)
2026-05 0.00 133,898.93 (133,898.93)
2026-06 0.00 120,001.39 (120,001.39)
210-12-101-00-000 CASH - CDBG 3,536.29 0.00 3,536.29
2026-03 1,034.56 0.00 1,034.56
2026-06 2,501.73 0.00 2,501.73
212-12-101-00-000 CASH-CDBG Program Income 10,820.52 0.00 10,820.52 2026-03 1,335.30 0.00 1,335.30
2026-06 9,485.22 0.00 9,485.22
222-12-101-00-000 CASH-HOME Program Income 48,456.70 0.00 48,456.70 2026-02 0.00 0.00 0.00
2026-03 17,131.45 0.00 17,131.45
2026-04 300.00 0.00 300.00
2026-05 7,800.00 0.00 7,800.00
2026-06 23,225.25 0.00 23,225.25
232-12-101-00-000 CASH-CAL HOME Program Income 13,202.23 0.00 13,202.23 2026-03 1,620.32 0.00 1,620.32
2026-06 11,581.91 0.00 11,581.91
240-12-101-00-000 CASH-FIRE PROTECTION DISTRICT 4,351,817.55 2,566,932.64 1,784,884.91 2026-01 22,604.52 7,318.47 15,286.05
2026-02 46,957.88 2,133.09 44,824.79
2026-03 1,495,821.54 2,089,210.48 (593,388.94)
2026-04 41,984.15 96.39 41,887.76
2026-05 810.00 24,839.86 (24,029.86)
2026-06 1,667,807.81 438,040.40 1,229,767.41
2026-07 1,054,747.43 4,715.74 1,050,031.69
2026-08 21,084.22 578.21 20,506.01
242-12-101-00-000 CASH-Community Facility District-Police 2,000,598.89 1,949,204.18 51,394.71 2026-02 8,268.55 0.00 8,268.55
2026-03 467,246.99 973,373.94 (506,126.95)
2026-06 467,247.00 975,830.24 (508,583.24)

Item 14.

Receipts, Disbursements Net Cash Flows
Row Labels Sum of Receipts Sum of Disbursements Sum of Net Cash Flow 2026-07 1,044,952.94 0.00 1,044,952.94
2026-08 12,883.41 0.00 12,883.41
360-21-101-00-000 CASH-SEWER CONNECTION FEES 465,551.07 294,277.66 171,273.41 2026-01 185,943.13 264,387.06 (78,443.93)
2026-02 532.54 0.00 532.54
2026-03 113,183.13 216.13 112,967.00
2026-04 44,253.95 0.00 44,253.95
2026-05 5,828.41 0.00 5,828.41
2026-06 59,348.94 29,674.47 29,674.47
2026-07 55,684.63 0.00 55,684.63
2026-08 776.34 0.00 776.34
361-21-101-00-000 Cash - Sanitary 6,158,019.51 6,972,242.39 (814,222.88) 2026-01 636,534.37 1,069,002.19 (432,467.82)
2026-02 405,890.87 652,898.74 (247,007.87)
2026-03 712,068.07 1,360,373.94 (648,305.87)
2026-04 405,879.65 714,665.50 (308,785.85)
2026-05 346,675.42 950,919.01 (604,243.59)
2026-06 647,069.00 1,071,122.31 (424,053.31)
2026-07 2,703,565.55 618,445.32 2,085,120.23
2026-08 300,336.58 534,815.38 (234,478.80)
755-00-101-00-000 Cash in Treasury 2,980,652.00 2,917,857.37 62,794.63 2026-01 0.00 0.00 0.00
2026-02 0.00 2,502,523.07 (2,502,523.07)
2026-04 0.00 6,000.00 (6,000.00)
2026-05 0.00 2,332.00 (2,332.00)
2026-07 2,980,652.00 407,002.30 2,573,649.70
961-12-101-00-000 Cash-JPA-Waste Transfer 103,762.99 0.00 103,762.99 2026-02 0.00 0.00 0.00
2026-06 103,762.99 0.00 103,762.99
964-12-101-00-000 Cash-Coachella Parks & Rec Foundation 2,910.90 898.75 2,012.15 2026-02 2,910.90 198.75 2,712.15
2026-03 0.00 200.00 (200.00)
2026-04 0.00 450.00 (450.00)
2026-06 0.00 50.00 (50.00)
2026-01 Sum 26,701,888.00 31,160,975.61 (4,459,087.61)
2026-02 Sum 7,314,724.00 10,680,751.99 (3,366,027.99)
2026-03 Sum 18,914,889.26 15,407,566.10 3,507,323.16
2026-04 Sum 8,622,166.62 8,787,558.42 (165,391.80)
2026-05 Sum 4,670,128.43 4,968,392.42 (298,263.99)
2026-06 Sum 10,099,676.71 10,339,408.77 (239,732.06)
2026-07 Sum 18,011,916.51 6,748,932.25 11,262,984.26
2026-08 Sum 7,454,157.32 11,351,559.45 (3,897,402.13)
Grand Total 101,789,546.85 99,445,145.01 2,344,401.84

Item 14.
4/15/2026 10:13:16AM
Cash and Investments Report
City of Coachella
glCashInv.rpt Page: 1
Through February 2026
Cash Investments Fund Total
Through period: 8
101 GENERAL FUND 28,421,888.47 0.00 28,421,888.47
108 Road Maintenance-Dillon Rd. 1,104,054.66 0.00 1,104,054.66 109 SB 1 Road Repair & Accountability 2,994,694.42 0.00 2,994,694.42 111 STATE GAS TAX FUND 691,272.09 0.00 691,272.09
112 AIR QUALITY IMPROVEMENT FUND 144,322.11 0.00 144,322.11 116 SB 821 SIDEWALKS/BIKE PATHS TDA/ART 3 0.00 0.00 0.00 117 LOCAL TRANSPORTATION FUND-Measure A 1,322,489.17 0.00 1,322,489.17 120 Dev Impact-Park Land 313,659.23 0.00 313,659.23
121 Dev Impact-Library 16,608.68 0.00 16,608.68
122 Dev Impact-Bridge & grade separation 0.00 0.00 0.00 123 Dev Impact-Bus shelter 0.00 0.00 0.00
126 Dev Impact-Park Improvement 1,785,011.07 0.00 1,785,011.07 127 Dev Impact-Streets & Transportation 743,380.92 0.00 743,380.92 128 Dev Impact-Police Facilites 943,340.41 0.00 943,340.41 129 Dev Impact-General Government 145,933.03 CR 0.00 145,933.03 CR 130 Dev Impact - Fire Facilties 736,190.26 0.00 736,190.26 131 Dev Impact - Public Arts 471,350.77 0.00 471,350.77 152 GRANTS 7,236,245.41 0.00 7,236,245.41
160 Landscape & lighting districts 689,233.33 0.00 689,233.33 177 WATER CONNECTION FEES 12,605,627.69 0.00 12,605,627.69 178 WATER UTILITY 899,941.32 193,804.66 1,093,745.98
179 REFUSE FUND 39,769.88 0.00 39,769.88
182 CIP Project Fund 8,172,068.68 CR 0.00 8,172,068.68 CR 185 GENERAL DEPOSITS 359,386.29 0.00 359,386.29
187 CAPITAL FACILITIES-FLOOD CONTROL 2,499,089.24 0.00 2,499,089.24 190 Government Investment Pool 53,092,661.69 CR 52,770,212.05 322,449.64 CR 195 Debt Service 229,862.79 CR 1,953,102.32 1,723,239.53 210 CDBG (Community Development Block Grant) 811,641.76 0.00 811,641.76 212 CDBG Program Income 22,831.13 0.00 22,831.13
222 HOME Program Income 1,938,137.71 0.00 1,938,137.71
232 CAL HOME Program Income 315,791.48 0.00 315,791.48
240 FIRE PROTECTION DISTRICT 3,426,646.32 0.00 3,426,646.32 242 Community Facility District-Police Servi 174,004.44 0.00 174,004.44 360 SEWER CONNECTION FEES 171,273.41 0.00 171,273.41
361 SANITARY DISTRICT 9,260,026.15 709,361.39 9,969,387.54 390 EDUCATION AND GOVT ACCESS FUND 0.00 0.00 0.00
755 Successor Agency RDA Oblig. Retirement 719,212.35 2,911,651.25 3,630,863.60 961 JPA-WASTE TRANSFER 103,762.99 0.00 103,762.99
964 Coachella Parks and Rec. Foundation 12,329.21 0.00 12,329.21 965 Special Assesment CFD 2018-1 Glenroy 436,915.80 0.00 436,915.80 Grand Total: 19,769,601.98 58,538,131.67 78,307,733.65
Totals are through period: 8 Page: 1 Page 308
Item 14.

STAFF REPORT
4/22/2026
TO: Honorable Mayor and City Council Members
FROM: Andrew Simmons, P.E., Public Works Director/City Engineer SUBJECT: Approve Memorandum of Understanding (MOU) Between the City of Coachella and Imperial Irrigation District (IID) for the Shade Trees for Southern California Deserts Program
STAFF RECOMMENDATION:

Staff recommends that the City Council approve the Memorandum of Understanding (MOU) between the City of Coachella and the Imperial Irrigation District (IID) for participation in the Shade Trees for Southern California Deserts Program
BACKGROUND:

The Imperial Irrigation District (IID), in partnership with the California Department of Forestry and Fire Protection (CAL FIRE) and funded through the USDA Forest Service Urban and Community Forestry Program under the Inflation Reduction Act, has developed the Shade Trees for Southern California Deserts Program.

This program will fund the purchase, delivery, and installation of 15-gallon shade trees throughout participating cities within Imperial and Riverside Counties. The program aims to increase urban canopy, reduce urban heat island effects, and improve environmental conditions in disadvantaged communities.

The City of Coachella has been selected to participate and is requesting a total of 64 trees to be planted at designated locations, including Bagdouma Park and an additional planting site.

DISCUSSION/ANALYSIS:

Through this Memorandum of Understanding, the Imperial Irrigation District (IID) will be responsible for the procurement, delivery, and installation of all trees, including staking and initial setup, as well as overall program administration and coordination. The City of Coachella will work collaboratively with IID to identify appropriate planting locations and select suitable tree species based on site conditions and program guidelines.

Upon installation, the City will assume responsibility for the ongoing care, irrigation, and

Item 15.
maintenance of all trees, ensuring their health and survival for a minimum period of three (3) years. The proposed tree distribution includes 64 trees consisting of Tipuana tipu, Blue jacaranda, Lysiloma watsonii, Shoestring acacia, and Indian rosewood, which have been selected for their suitability to the local climate and environmental conditions.

Tree planting activities will occur April 24th as part of the City’s Arbor Day event. This program represents an important opportunity for the City to expand its urban canopy, reduce heat impacts, and enhance environmental quality, particularly within disadvantaged areas. The effort also complements the City’s ongoing sustainability initiatives and climate resilience goals under the Coachella Prospera framework.

ALTERNATIVES:

1. Approve the MOU between the City of Coachella and IID.

2. Do not approve the MOU and forgo participation in the Shade Trees Program.

FISCAL IMPACT:

There is no direct cost to the City’s General Fund associated with this MOU.

All tree purchase, delivery, and installation costs are fully funded through IID and federal grant sources. Ongoing maintenance and irrigation will be incorporated into the City’s existing landscape maintenance agreement, resulting in no additional fiscal burden.

ATTACHMENTS:

1. Memorandum of Understanding between the City of Coachella and Imperial Irrigation District (IID)

Item 15.

IID Shade Trees for Southern California Deserts April 22, 2026

MEMORANDUM OF UNDERSTANDING (MOU)

MOU between the City of Coachella and the Imperial Irrigation District (IID) for the long-term care and maintenance of public planted trees provided by the IID under Shade Trees for Southern California’s Deserts (Program). Funding for this Program was provided by the USDA Forest Service Urban and Community Forest Program via the Inflation Reduction Act, as administered by the California Department of Forestry and Fire Protection (CAL FIRE) Urban and Community Forestry Program.

Although the document is titled Memorandum of Understanding, the terms are specific and binding regardless of the title. A true MOU is much less detailed as to roles and responsibilities.

It is agreed that the City of City of Coachella and the IID will adhere to Program guidelines, as follows:
1) Term: This MOU is effective for three years from the date of signing. 2) Description of Program: The IID has received a grant for the installation of 6,000 15-gallon shade trees across Imperial and Riverside Counties. The Program includes tree purchase and planting of 15-gallon shade trees. In addition, tree stewardship courses and community events will be offered to participating Cities. The plantings will take place seasonally, from January -April and October to December, depending upon the season and participants’ schedule, until the Program completion date of December 31, 2028. 3) Funding: All costs are fully funded by the IID and the USDA Forest Service Urban and Community Forest Program via the Inflation Reduction Act, as administered by the California Department of Forestry and Fire Protection (CAL FIRE) Urban and Community Forestry Program.
4) Administration: The IID and their hired Project Management Contractor (PM) will be responsible for the administration of the Program.
i. All contractors will be hired and supervised by the IID. ii. The City’s main point of contact will be the PM.

Roles and Responsibilities
1) Responsibility of the City. The City will be responsible for:
i. Requesting quantity of 15-gallon trees. The City’s allotted tree quantity will be determined by the IID.
ii. Determining where each tree will be installed. City will determine appropriate locations for all requested trees, in accordance with CAL FIRE Program regulations. PM will assist the City, upon request, in identifying appropriate locations. Prioritization will be given to disadvantaged and low-income neighborhoods. iii. Determining which species, from the program list, will be planted. PM will assist City, upon request, in determining appropriate species per location and may suggest alternatives based on CAL FIRE’s best planting practices.

Item 15.

IID Shade Trees for Southern California Deserts April 22, 2026 iv. Caring for and maintaining each planted tree. After planting and staking of each tree, the tree will become the property of the City and the City will assume responsibility for watering all trees.
v. Ensuring all trees are properly maintained and kept alive for a minimum of 3-years.

City shall promptly notify IID in writing of any tree mortality, significant damage, disease, or conditions that may threaten the health or survival of planted trees during the maintenance period, and provide periodic status updates upon request. vi. Acquisition of necessary permits, approvals, and coordination for tree planting on City property. City shall make records available to the IID upon request. 2) Responsibility of the IID. The IID will be responsible for:
i. Approving all planting locations, in verification with CAL FIRE grant standards. ii. Providing all contract work, including but not limited to planting contractor and PM consultant.
iii. Purchase and storage of all 15-gallon trees.
iv. Purchase and storage of two 8-ft stakes and two industrial-grade rubber tree ties, per tree.
v. Transportation and installation of all 15-gallon trees. Installation of stakes and ties will be completed by the IID’s contractor. For tree planting events, all holes will be predug, and trees will be staged for volunteers to plant. vi. Coordination and planning of all tree plantings, in accordance with local weather and seasons.
vii. Providing reimbursement for partial irrigation, upon approval from CAL FIRE. Each irrigation reimbursement request will be analyzed individually. Irrigation reimbursement is not guaranteed for all planted trees and will be provided on a necessity-basis.

Liability
1) Each party shall be responsible for its actions and those of its employees. This MOU does not constitute the basis for joint and several liability. Volunteers will execute a waiver and release in favor of both IID and the participating City.

Non-Binding Agreement
1) This MOU is not intended to establish a good-faith framework for collaboration. Specific contracts, sub-agreements, or grant compliance documents may be executed separately as required.

Item 15.

IID Shade Trees for Southern California Deserts April 22, 2026 Term and Termination
i. This MOU shall become effective upon signature by the Parties and remain in effect for three years, unless extended or terminated earlier by mutual written agreement. ii. Either party may withdraw from this MOU with 60 days’ written notice to the other parties.

Signatures
By signing below, the undersigned Parties acknowledge their commitment to collaborate under this MOU in support of the Shade Trees for Southern California’s Deserts Program.

For City of Coachella
Authorized Representative: Gabriel A. Gonzalez
Title: Interim City Manager
Date: _________________
For IID
Authorized Representative: _________________________
Title: _________________
Date: _________________
For Coachella Valley Associated Governments
Authorized Representative: _________________________
Title: __________________
Date: __________________

Item 15.

TO: Honorable Mayor and City Council
FROM: Best Best & Krieger LLP, City Attorney
SUBJECT: Appointment of Gabriel A. Gonzalez as City Manager, Approving an Employment Agreement with Mr. Gonzalez and Adopting Resolution No. 2026- 25 STAFF RECOMMENDATION
Staff recommends that the City Council consider approving the following items:

1. City Manager Employment Agreement with Gabriel A. Gonzalez.

2. Resolution Appointing City Manager, Approving Employment Contract and Setting City Manager Compensation.

DISCUSSION/ANALYSIS
The City has been seeking a permanent City Manager for several months. After an extensive recruitment and interview process conducted by the City Council, the City Council directed that an employment agreement be negotiated with its chosen candidate, Gabriel A. Gonzalez, and be brought back for consideration and approval. Mr. Gonzalez has agreed to serve as City Manager.

Mr. Gonzalez is a seasoned municipal executive officer with over 27 years of municipal experience, including two decades as city manager in small, medium, and large, culturally diverse communities. Most recently, Mr. Gonzalez was appointed as Interim City Manager. Mr.

Gonzalez has the specialized skills necessary to perform the duties of City Manager.

With the approval of this item, Mr. Gonzalez will be appointed the City Manager and employed pursuant to the terms and conditions contained in the attached City Manager Employment Agreement. Mr. Gonzalez will be an at-will employee during the term of his Employment Agreement, serving at the pleasure of the City Council.

Key terms of the Employment Agreement include:
• Annual salary of $300,000.
• Vehicle allowance of $500 per month.
• Technology allowance of $150 per month.

STAFF REPORT
April 22, 2026

Item 16.
• Annual contribution to a 457(b) qualified retirement plan in an amount equal to 6% of the City’s Manager’s annual base salary.
• Relocation reimbursement of up to $15,000.
• A three-year term.
• The City Manager’s performance will be reviewed no less than annually.

Upon approval, Mr. Gonzalez will commence his service on April 22, 2026.

Included in the Council’s agenda packet is the proposed Employment Agreement and the resolution to appoint Gabriel A. Gonzalez as City Manager.

FISCAL IMPACT
Sufficient funds for the salary and benefits proposed are included in the Fiscal Year 2025/2026 budget.

ALTERNATIVES
Council may provide additional alternatives.

ATTACHMENTS:

1. City Manager Employment Agreement with Gabriel A. Gonzalez.

2. Resolution Appointing City Manager, Approving Employment Contract and Setting City Manager Compensation.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

RESOLUTION NO. 2026-25

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

COACHELLA, CALIFORNIA APPOINTING CITY MANAGER,

APPROVING EMPLOYMENT CONTRACT AND SETTING CITY

MANAGER COMPENSATION
WHEREAS, the City of Coachella (“City”) has undertaken a recruitment process for the position of City Manager and has negotiated a mutually acceptable employment agreement with its chosen candidate, Gabriel A. Gonzalez, to fill the position of City Manager; and WHEREAS, the City wishes to appoint Mr. Gonzalez as its City Manager, effective April 22, 2026.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COACHELLA DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council of the City hereby finds and determines that the foregoing recitals are true and correct, are incorporated herein and by this reference made an operative part hereof.

SECTION 2. The City Council hereby appoints Mr. Gabriel A. Gonzalez as City Manager, effective April 22, 2026.

SECTION 3. The employment agreement between the City and Gabriel A. Gonzalez, substantially in the form attached hereto, is approved, and the Mayor Pro Tem is hereby authorized to execute it on behalf of the City. The City Attorney is authorized to make further amendments to the agreement to make technical corrections and comply with applicable laws.

SECTION 4. The salary and terms negotiated and established in the attached employment agreement are hereby established as the compensation for the City Manager position in compliance with the City’s Municipal Code section 2.12.060.

SECTION 5. This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall attest to and certify the vote adopting this Resolution.

PASSED, APPROVED and ADOPTED this 22nd day of April, 2026. ___________________________________
Dr. Frank Figueroa
Mayor Pro Tem

Item 16.

Resolution No. 2026-25

ATTEST:
___________________________________
Angela M. Zepeda
City Clerk
APPROVED AS TO FORM:

BEST, BEST & KRIEGER
___________________________________
Ryan Guiboa
City Attorney

Item 16.

Resolution No. 2026-25

STATE OF CALIFORNIA

COUNTY OF RIVERSIDE

CITY OF COACHELLA
)
) ss.
)
I HEREBY CERTIFY that the foregoing Resolution No. 2025-26 was duly adopted by the City Council of the City of Coachella at a regular meeting thereof, held on the 22nd day of April 2026, by the following vote of Council:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
Delia Granados
Deputy City Clerk

Item 16.

Resolution No. 2026-25

Item 16.

STAFF REPORT
4/22/2026
TO: Honorable Mayor and City Council Members
FROM: Ryan Guiboa, City Attorney
Gabriel A. Gonzalez, Interim City Manager
SUBJECT: Discussion and Direction Updating the City of Coachella City Council Policies, Rules and Procedures
STAFF RECOMMENDATION:

City Council discussion and direction of proposed changes to the City of Coachella Council Policies, Rules and Procedures.

BACKGROUND:

In February 28, 2018, the City Council of the City of Coachella amended the City of Coachella Council Policies, Rules and Procedures including revising the order of business by adopting Resolution No. 2018-19.

In May 2019, the City Council adopted Resolution No. 2019-34, which amended the order of business at Council meetings and placed public comment for non-agenda matters to be heard after the public hearing calendar at Agenda Item No. 15. In the event a City Council meeting extended beyond 8:00 p.m., the time for public comment on non-agenda items would be moved up and become the next agenda item.

At the Council meeting on April 23, 2025, Council directed staff to amend the order of business and timing of the public comment period for non-agenda items to occur before the consent calendar for a period of time of up to 30 minutes. If any additional time is required for public comment on non- agenda items, this will occur immediately after the public hearing calendar as is currently the case.

On May 14, 2025 the City Council adopted Resolution No. 2025-24 approving the revisions mentioned above. Currently, the order of business is set as follows:

1. Call to Order

2. Roll Call

3. Approval of Agenda

4. Public Comments (Closed Session Items)

Item 17.

5. Adjourn to Closed Session

6. Reconvene Regular Meeting

7. Pledge of Allegiance

8. Closed Session Announcements

9. Approval of Minutes

10. Proclamations/Presentations/Direction

11. Written Communications

12. Public Comments (Non-Agenda Items) (Limited to a maximum of 30 minutes. If additional time is required for public comments, they will be heard after Item No.

15. Public Hearing Calendar)

13. Consent Calendar

14. New Business Calendar (Legislature and Administrative)

15. Public Hearing Calendar (Quasi-Judicial)

16. Reports and Requests

17. Adjournment
At the March 28, 2026 City Council meeting the City Manager informed the City Council about proposed revisions to the meeting agendas to enhance the workflow efficiency. For example:
 Adding a section at the end of agenda for the Council to have an opportunity have a discussion regarding future agenda items
 Moving the public comment section up to before presentations,  Removing the Direction from the Proclamation/Presentation/Direction section  Adding a section for Department Director Reports; and,  Adding a section for conflicts of interest.

Staff will bring a resolution to the Council with these revisions at the next Council meeting.

ALTERNATIVES:

1. Provide staff with direction and bring back resolution for approval at the next council meeting.

2. Continue item for further discussion.

FISCAL IMPACT:

None.

ATTACHMENTS:

None

Item 17.
80237.00000\44868549.1
TO: Honorable Mayor Pro Tem and City Council Members
FROM: City Attorney
SUBJECT: Consideration of Filling Mayoral Vacancy
RECOMMENDED ACTION:

Discuss and take potential action to fill the vacancy of Mayor. The City Council may fill the vacancy by either appointing an eligible resident to serve as Mayor or by calling a special election.

If the Council elects to make an appointment, Council may appoint an eligible City resident this evening. Alternatively, the Council may direct that applications be solicited from interested residents and be submitted by a date certain. Upon the conclusion of the application and interview process, the Council may make the appointment.

BACKGROUND:

The City Council discussed the process of filling the vacancy of Mayor at the City Council meeting on April 6, 2026. The City Council indicated an interest in moving forward with an appointment to fill the vacancy, but no action was taken at that time. This item is back for further discussion and potential action.

On March 24, 2026, a vacancy was created on the City Council due to Mayor Steven Hernandez pleading guilty to one felony count of violating Government Code section 1090. The Council must act within 60 days of the effective date of the vacancy to determine whether to fill the Mayoral seat by appointment or to call a special election.

A. APPOINTMENT PROCEDURES
If the Council decides to fill the vacancy by appointment, Council may appoint an eligible resident by majority vote within the 60-day period, or before May 23rd. Council may wish to nominate an eligible resident for appointment and may make such nomination for appointment at a future Council meeting. Alternatively, the Council may adopt more formal procedures to fill the vacancy, which could include directing the City Clerk to advertise the vacancy, establish an application process, and provide Council with the opportunity to interview candidates for consideration and appointment. The level of formality is up to Council, provided the Council takes action within the 60-day period.

STAFF REPORT
April 22, 2026

Item 18.
80237.00000\44868549.1
The Council may appoint a sitting Council Member to be the Mayor. If the Council appoints one of its members to fill the Mayoral vacancy, an immediate vacancy will then occur in the seat of the Council Member appointed to Mayor.

Under Government Code section 34902(a), an appointment to fill a Mayoral vacancy is effective for the remainder of the unexpired term, regardless of when the vacancy occurs. In this case, the appointment will be effective until the November 2026 election. At that time, the seat will stand for election for a standard two-year term.

B. SPECIAL ELECTION PROCEDURE
The Council may call a special election to fill the vacancy. If a special election is called, it must be held on the next regularly established election date not less than 114 days from the call of the election, consistent with Elections Code section 1000. However, the next regularly established election date is the general election on November 3, 2026. Thus, Council may take no action, as any special election would simply be absorbed into the currently scheduled general election.

Alternatively, for general law cities, there is a discretionary option to conduct an all-mailed ballot election as permitted under Elections Code section 4004 if certain conditions are met. Specifically, the election must be for a City with a population less than 100,000, cannot be consolidated with another election, and must be used to fill a vacancy. The next available date for an all-mailed ballot election is August 25, 2026. The resident elected would serve the approximate three-month remainder of the term.

FISCAL IMPACTS
The potential cost of holding an all-mailed ballot election to fill the current Mayoral vacancy is approximately $70,000.

CONCLUSIONS AND RECOMMENDATIONS
Staff recommends that the City Council discuss and take potential action to fill the vacancy of Mayor.

ATTACHMENT
None.

Item 18.
1 STAFF REPORT
4/22/2026
TO: Honorable Mayor Pro Tem and City Council Members
FROM: Kendra Reif, Community Development Director
Adrian Moreno, Associate Planner
SUBJECT: A Public Hearing to Consider Resolution No.2026-23 of the City Council of the City of Coachella: Request for conditional approval for Entertainment Permit No. 26-03 for the Reset Wellness Camping Event temporary campground event to be held on May 29th through May 31st 2026, located at 83272 51st Avenue on approximately 7.79 acres of land (Assessor’s Parcel Number 779-310-012 and 779-310-013), and determining that the proposed project is categorically exempt pursuant to California Environmental Quality Act (CEQA) guidelines Section 15301 (Existing Facilities). Applicant: Claudia Lua Alvarado

STAFF RECOMMENDATION
Staff recommends that the City Council open the public hearing, receive public testimony, and conditionally approve Entertainment Permit No. 26-03 for the Reset Wellness Camping Event temporary campground event to be held on May 29th through May 31st 2026, located at 83272 51st Avenue on approximately 7.79 acres of land (Assessor’s Parcel Number 779-310-012 and 779-310-013), and determining that the proposed project is categorically exempt pursuant to California Environmental Quality Act (CEQA) guidelines Section 15301 (Existing Facilities).

EXECUTIVE SUMMARY:

The applicant, Claudia Lua Alvarado, requests that the City Council approve:
 EP No. 26-03 which proposes the Reset Wellness Camping Event temporary campground event to be held on May 29th through May 31st 2026. The applicant proposes a temporary campground event that includes 45 glamping tents and 50 vacant spaces where individuals can bring their own tents. The event will include accessory uses that include food vendors, yoga, games, restrooms, shower trailers, beauty bar, and DJ. Parking will be located on-site and can Figure 1 - Vicinity Map

Item 19.
2 accommodate up to 161 vehicles. The event will include a beer and wine garden for alcohol service. The events will be held during the following dates:
o Friday May 29, 2026 (start @ 11:00 am) – Sunday May 31st, 2026 (end @ 11:00 am) Figure 2 - Vicinity Map
BACKGROUND:

Rancho 51 Festival Campground is an existing date garden and community event facility that has operated within Riverside County for over nine years hosting a wide range of entertainment and community events including festival campgrounds, live music gatherings, private celebrations, corporate functions, and public permitted events. In addition, the applicant will continue to harvest date palms and contribute to the local economy as farmers.

The applicant team includes Claudia Alvarado and Juan Alvarado. Claudia Alvarado has experience producing and hosting fashion shows throughout the United States, and Juan Alvarado has work experience with organizations such as AEG and the LA Galaxy. Juan Alvarado’s experience with AEG and LA Galaxy consisted of working as front office staff. Juan Alvarado was in sales, marketing, and event/game day management, and gained experience managing crowds of up to 27,000 spectators and setting up smaller events for nonprofit soccer organization for the LA Galaxy.

On October 20, 2025, the Riverside Local Agency Formation Commission (LAFCO) approved the annexation of the “P7/ Mesquite” area into the City of Coachella. The subject property is located

Item 19.
3 within the P7 area; therefore, all applicable permitting for the site must be processed through the City of Coachella with separate submittals and approvals being required for Riverside County Fire and the Riverside County Department of Environmental Health.

At the time of the publication of this Staff Report the applicant has submitted applications to Riverside County Fire and the Riverside County Department of Environmental Health and have received approval from Riverside County Fire. The application with the Riverside County Department of Environmental Health remains pending until City Council approval is obtained. If City Council approves the project, the applicant may proceed with their application with the Riverside County Department of Environmental Health.

The Project site currently has a land use designation of “Estate Rancho” in the City’s General Plan 2035 Update (General Plan) which allows for uses accessory to agricultural cultivation. The site zoning designation is the Residential Estate (R-E) zone, which allows for existing commercial agricultural activity consistent with the California Civil Code “Right to Farm Act”. Per Chapter

5.24 – Entertainment Establishments Where Alcohol Is Served, of the Coachella Municipal Code, no person or entity shall allow, establish, conduct, maintain or operate any entertainment establishment within the city without an entertainment permit pursuant to this chapter. The proposed project requires the approval of an entertainment permit, which will establish the licensing and regulation of such entertainment establishment. If the city council elects to grant an entertainment permit, it may impose any condition on the permit that furthers the purposes, regulations, and requirements of this chapter or other applicable laws, ordinances and regulations.

This may include restrictions to the days and hours of operations, the maximum occupancy of the operation, necessary traffic control measures, noise controls, security or safety measures, the placement and utilization of hand-held metal detectors, and other applicable conditions of approval.

Table 1
General Plan, Zoning, and Surrounding Existing Uses
General Plan Zoning Surrounding Existing Uses
Site: Estate Rancho (R-E) Residential
Estate
Date Farm, Entertainment
Establishment, and SingleFamily Residence
North: Estate Rancho (R-E) Residential
Estate
Moon Valley Nurseries
Plant Nursery
South: Estate Rancho (R-E) Residential
Estate
Date Farm
East: Estate Rancho (R-E) Residential
Estate
Date Farm
West: Estate Rancho (R-E) Residential
Estate
Single-Family Residence
and Parking Lot
The Project site is located at 83272 51st Avenue. The site encompasses approximately 7.79 acres and is identified as Assessor’s Parcel Number (APN) 779-310-012 and 779-310-013. The applicant

Item 19.
4 proposes a temporary campground event that includes 45 glamping tents and 50 vacant spaces where individuals can bring their own tents. The event will include accessory uses including food vendors, yoga, games, restrooms, shower trailers, beauty bar, and DJ. The event will include a beer and wine garden for alcohol service. Parking will be located on-site and can accommodate up to 161 vehicles. The operation of the temporary campground event will be subject to the conditions of approval for the project which include security and safety measures.

The applicant has been operating these types of events at this same subject property for the past 9 years. The applicant had obtained all formal permitting approvals while in Riverside County prior to the property being annexed into the City of Coachella in October of 2025. The applicant received approval from the City Council on March 25, 2026 for Entertainment Permit (EP) 26-01 subject to the conditions of approval in City of Coachella Resolution No. 2026-16. The project will be subject to the same conditions of approval as required for City of Coachella Resolution No. 2026-

16. Included as an attachment to this staff report as a reference only is City of Coachella Resolution No. 2026-16 and the Riverside County 2025 Approval Letter.

The applicant has submitted a Community Event Facility Management Plan, Emergency Action Plan, and Security Operations Plan and Business Operations Plan for the Riverside County 2025 approvals for last year’s campground event at the site. The City of Coachella has accepted these plans to satisfy the requirements for EP 26-01 and 26-03. The project will be conditioned to adhere to all provisions of the submitted plans.

Staff reached out to the Riverside County Planning Department and Riverside County Code Enforcement Department to request any complaints on record that were received during the operation of this event when permitted under Riverside County’s jurisdictions prior to the annexation of this property into the City of Coachella. The Riverside County Planning Department reported no complaints on record, however the Riverside County Code Enforcement Department reported two code cases on record. The City of Coachella were able to receive and review the case reports for the two code cases on record at the subject property. Code Enforcement Case:

CVZO210534 was opened in May 26, 2021 due to advertisement of the property for event center purposes and also campground activities. This code enforcement case was closed on May 2, 2024 to allow the property owner the opportunity to submit for the Rancho Ordinance. Code Enforcement Case: CVCR230031 was opened in March 4, 2023 due to a noise complaint for a quinceanera event at the facility. On August 23, 2023 an administrative hearing to appeal a citation was scheduled, and the case was closed on August 24, 2023 as the noise citation was dismissed by the hearing officer. Based on the case reports for the two subject code enforcement cases on the subject property, staff finds that the applicant was able to resolve Code Enforcement Case:

CVZO210534 by working with the county by submitting applications for approvals, and was able to resolve Code Enforcement Case: CVCR230031 by submitting an appeal through the County administrative process. These cases were opened and resolved between the years 2021 and 2023.

Since then, the applicant hosted similar events as proposed to this entertainment permit, and there have been no code enforcement cases on record other than those two identified above. As a result,

Item 19.
5 staff finds that the code enforcement cases identified above do not impact the findings necessary to approve the project.

EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th-12th, April 16th-19th, and April 23rd– 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April 9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event.

CONSISTENCY WITH GENERAL PLAN
The project site is within the Estate Rancho land use designation. The Estate Rancho designation accommodates low intensity residential development in an estate or low-density suburban format.

These areas are generally located on the outside edges of the City of Coachella and serve as a transition zone between more dense residential areas and the rural and agricultural landscape surrounding the city.

Estate Ranchos are intended to be predominately for single-family homes with large lots, landscaped yards, and large separation between homes, typical of estate development patterns. The homes can be designed as individual lots or as small subdivisions of single-family homes. These areas should be designed to be neighborhoods, rather than a series of disconnected houses or small submissions.

Allowed land uses include residential land uses and uses accessory to agricultural cultivation at a development intensity of 1.0 -2.2 DU/AC. The general plan also includes standards for network and connectivity, street design, parks and open space and urban form guidelines.

The Rancho 51 Festival Campground project proposes the permitting of an existing private property that includes an existing single-family residential home and a date palm garden. No development is proposed for the site. As the project does not propose any modification or development to the existing event facility on the subject property, the project is not in conflict with the Estate Rancho general plan designation and the City’s General Plan 2035 Update.

CONSISTENCY WITH ZONING
The project site is currently zoned Residential Estate (R-E) which implements the Estate Rancho land use designation of the General Plan. The R-E zone permits existing commercial agricultural activity consistent with California Civil Code "Right to Farm Act." Per Chapter 5.24 – Entertainment Establishments Where Alcohol Is Served, of the Coachella Municipal Code, no person or entity shall allow, establish, conduct, maintain or operate any entertainment establishment within the city without an entertainment permit pursuant to this chapter. The proposed project requires the approval of an entertainment permit, which will establish the licensing and regulation of such entertainment establishment.

Item 19.
6 Staff contacted Lieutenant Garcia with the Riverside County Sheriff regarding any concerns for the proposed temporary campground special events that the City Council may want to consider when making findings or including conditions of approval for the Entertainment Permit. The Riverside County Sherriff Department noted no issues for the proposed event. As required by the conditions of approval for this project, the applicant shall be required to complete a background check and meet the requirements of Section 5.24.050 of the Coachella Municipal Code prior to the operation of the event. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks. The project is consistent with Chapter 5.24 of the Municipal Code, Entertainment Establishments Where Alcohol Is Served.

PROPOSED FINDINGS:

Entertainment Permit
Pursuant to Coachella Municipal Guidelines Chapter 5.24, Entertainment Establishments Where Alcohol Is Served, subject to the provisions of this chapter, the City Council must make the following findings for Entertainment Permit approval:

The City Council shall deny approval of an entertainment permit, if it makes the following findings:

1. Any of the information in the application is not accurate, complete and truthful.; The information provided in the application is accurate, complete and truthful, as evidenced by staff review.

2. The applicant has violated, or the proposed entertainment establishment would violate, any law, ordinance or regulation related to the applicant's fitness to manage or operate an entertainment establishment;
There are no known violations of any laws, ordinances, or regulations related to the applicant's fitness to manage or operate the proposed temporary campground special events, as evidenced by staff. Section 5.24.050 of the Coachella Municipal Code requires that all applicants seeking an Entertainment Permit must obtain background check approval through the California Department of Justice. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks.

3. The applicant does not possess the requisite moral character to comply with the requirements of this chapter, or any reasonable conditions imposed on the permit, or other applicable laws, ordinances or regulations;
The applicant does possess the requisite moral character to comply with the requirements of this chapter, or any reasonable conditions imposed on the permit, or other applicable laws, ordinances, or regulations as evidenced by staff. The applicant has operated similar events within Riverside County on the subject property for over nine years. There have been no complaints on record received for these events with the County from the Riverside County Planning

Item 19.
7 Department, and there are two code enforcement cases on record with the Riverside County Code Enforcement Department. Staff reviewed the case reports for the two code enforcement cases on record, and find that they do not conflict with the findings required to approve the project. The code enforcement cases were resolved through the appropriate approval and appeal channels within the County of Riverside, and there have been no code enforcement cases since 2023. The applicant has successfully conducted events at the subject property without code enforcement cases on record since 2023 based on staff findings.

The applicant received City of Coachella City Council approval for EP 26-01 on March 25, 2025. EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th-12th, April 16th-19th, and April 23rd– 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April 9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event.

The operation of the temporary campground event will be subject to the conditions of approval for this project which include conditions which are similar to those required of the applicant for their 2025 temporary event permit for a similar event in scope within the Riverside County jurisdiction. The same conditions of approval for EP 26-01 and Resolution No. 2026-16 will be applied to this event. As a result, the operator is familiar with the expectations required of those conditions of approval as conditioned by this permit.

Staff contacted Lieutenant Garcia with the Riverside County Sheriff regarding any concerns for the proposed temporary campground special events. The Riverside County Sheriff’s Department noted no issues for the proposed event. In compliance with Section 5.24.050 of the Coachella Municipal Code, the applicants submitted and completed background check requests. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks.

4. The applicant does not possess the requisite moral character to manage and operate an entertainment establishment within the city in accordance with the requirements of this chapter;
The applicant does possess the requisite moral character to manage and operate an entertainment establishment within the city in accordance with the requirements of this chapter. The applicant has operated similar events within Riverside County on the subject property for over nine years.

There have been no complaints on record received for these events with the County from the Riverside County Planning Department, and there are two code enforcement cases on record with the Riverside County Code Enforcement Department. Staff reviewed the case reports for the two code enforcement cases on record, and finds that they do not conflict with the findings required to approve the project. The code enforcement cases were resolved through the appropriate approval and appeal channels within the County of Riverside, and there have been no

Item 19.
8 code enforcement cases since 2023. The applicant has successfully conducted events at the subject property without code enforcement cases on record since 2023 based on staff findings.

The applicant received City of Coachella City Council approval for EP 26-01 on March 25, 2025. EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th-12th, April 16th-19th, and April 23rd– 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April 9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event.

Staff contacted Lieutenant Garcia with the Riverside County Sheriff regarding any concerns for the proposed temporary campground special events and regarding any incident reports for the subject property. The Riverside County Sherriff Department noted no issues for the proposed event. In compliance with Section 5.24.050 of the Coachella Municipal Code, the applicants submitted and completed background check requests. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks.

5. The applicant does not have sufficient financial resources, or experience, or experienced employees to manage or operate an entertainment establishment within the city in accordance with the requirements of this chapter;
Staff finds that the applicant does possess sufficient financial resources, or experience, or experienced employees to manage or operate an entertainment establishment within the city in accordance with the requirements of this chapter. The applicant has operated similar events within Riverside County on the subject property for over nine years. There have been no complaints on record received for these events with the County from the Riverside County Planning Department, and there are two code enforcement cases on record with the Riverside County Code Enforcement Department. Staff reviewed the case reports for the two code enforcement cases on record, and finds that they do not conflict with the findings required to approve the project. The code enforcement cases were resolved through the appropriate approval and appeal channels within the County of Riverside, and there have been no code enforcement cases since 2023.

The applicant received City of Coachella City Council approval for EP 26-01 on March 25, 2025. EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th-12th, April 16th-19th, and April 23rd– 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April 9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event.

Item 19.
9 The applicant has conducted events at the subject property without code enforcement cases on record since 2023 based on staff comments received from the Riverside County Planning Department and Riverside County Code Enforcement. Throughout this time, the applicant has gained extensive experience managing multi-day overnight stays to single-day events with specific operating hours.

In addition to their experience hosting events on the same subject property in the City and formerly when it was located in Riverside County. Claudia Alvarado has experience producing and hosting fashion shows throughout the United States, and Juan Alvarado has work experience with organizations such as AEG and the LA Galaxy. Juan Alvarado’s experience with AEG and LA Galaxy consisted of working as front office staff. Juan Alvarado was in sales, marketing, and event/game day management, and gained experience managing crowds of up to 27,000 spectators and setting up smaller events for nonprofit soccer organization for the LA Galaxy.

Together, the applicant team’s combined expertise and years’ operating the subject property for special events exhibits the ability of their team to have sufficient financial resources and experience to manage and operate the proposed temporary campground special events as proposed in this entertainment permit.

Conclusion:

Staff concludes that the findings set forth in Coachella Municipal Code Chapter 5.24.070(A) can affirmatively be made for the proposed entertainment permit. The proposed entertainment permit is consistent with the City of Coachella General Plan and the City of Coachella Municipal Code.

The proposed entertainment permit is for the proposal of permitting for temporary campground special events, and no development is proposed for the site as part of this permit. Access to the site will be through a 22 foot wide primary entrance on Avenue 51, and there will be a 27 foot wide secondary emergency road to provide additional ingress and egress on Avenue 51. As a result, the proposed project will not cause substantial environmental damage or substantially avoidably injure fish, wildlife, or their habitat. The required conditions of approval ensure the Project will not be detrimental to the public health, safety, or welfare, and the conditions prevent material injury to properties or improvements in the vicinity. All conditions of approval are legally binding and must be adhered to.

PUBLIC HEARING NOTICE:

A notice of public hearing to consider the Project was published in the Desert Sun, the newspaper of record, on April 12, 2026, and a public hearing notice was mailed to property owners within a radius of 300- feet of the subject property on April 7, 2026, pursuant to Section

5.24.060E of the Coachella Municipal Code. At the time of issuance of this staff report, staff had not received public comments on this application.

Item 19.
10 ENVIRONMENTAL REVIEW:

Chapter 8.24 of the Coachella Municipal Code states that all projects shall be reviewed for compliance with or exemption from the California Environmental Quality Act (CEQA). Staff has determined that the project is exempt from the CEQA pursuant to CEQA Guidelines Section 15301 class 1 that exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alterations of existing public or private structures and facilities. The proposed Entertainment Permit will be for the permitting of existing private property with no proposed development.

EP NO. 26-03 ALTERNATIVES:
1) Approve Resolution No. 2026-23 recommending that the City Council approve EP No. 26- 03 with the findings and conditions as recommended by Staff. 2) Approve Resolution No. 2026-23 recommending that the City Council approve EP No. 26- 03 with the findings and conditions as recommended by Staff, with modifications as proposed by the City Council.
3) Deny Resolution No. 2026-23.
4) Continue this item and provide staff and the applicant with direction.

RECOMMENDED ALTERNATIVE(S):

Staff recommends Alternative #1 for EP No. 26-03.

Attachments:

1. Resolution No. 2026-23
a. Exhibit A – Conditions of Approval
b. Exhibit B – Site Plan

2. Resolution No. 2026-16

3. Riverside County 2025 Approval Letter

4. Community Facility Management Plan

5. Emergency Action Plan

6. Security Operations Plan

7. Business Operations Plan

8. Site Accessibility Document

9. Restroom Agreement Document

10. Published Copy of the Notice of Public Hearing

11. Resolution No. 2026-16 - Rancho 51 April 2026 Events City Approval

Item 19.

Resolution No. 2026-23

RESOLUTION NO. 2026-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

COACHELLA CONDITIONALLY APPROVING ENTERTAINMENT
PERMIT NO. 26-03 FOR THE RESET WELLNESS CAMPING EVENT
TEMPORARY CAMPGROUND EVENT TO BE HELD ON MAY 29TH
THROUGH MAY 31ST 2026, LOCATED AT 83272 51ST AVENUE ON
APPROXIMATELY 7.79 ACRES OF LAND (ASSESSOR’S PARCEL
NUMBER 779-310-012 AND 779-310-013), AND DETERMINING THAT

THE PROPOSED PROJECT IS CATEGORICALLY EXEMPT

PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT
(CEQA) GUIDELINES SECTION 15301 (EXISTING FACILITIES).

APPLICANT: CLAUDIA LUA ALVARADO
WHEREAS, on March 31, 2026, the applicant, Claudia Lua Alvarado submitted an Entertainment Permit application to conduct Reset Wellness Camping Event temporary campground event from May 29th through May 31st, at 83272 51st Avenue (“the Project”); and,
WHEREAS, the Site is located within the City of Coachella at 83272 51st Avenue on approximately 7.79 acres of land within Riverside County, California (Assessor’s Parcel Number 779-310-012 and 779-310-013) (“Property”); and,
WHEREAS, the subject property at Assessor’s Parcel Number 779-310-012 and 779-310-013 have zoning designation of Residential Estate and a General Plan 2035 land use designation of Estate Rancho; and,
WHEREAS, the Project is consistent with and intended to implement the vision of the Coachella Municipal Code and the General Plan 2035 pertaining to land use patterns and site design; and
WHEREAS, the proposed project is categorically exempt from environmental review pursuant to the guidelines of the California Environmental Quality Act as “Existing Facilities” (CEQA Guidelines, Section 15301); and, WHEREAS, the proposed temporary campground events are not likely to be detrimental to public health, safety, or welfare as the conditions of approval will ensure the project operates in a manner consistent with the zoning ordinances that regulate the Project Site; and
WHEREAS, a notice of a public hearing to consider Entertainment Permit No. 26- 01 was issued in accordance with Coachella Municipal Code Section 17.74.010G, inclusive of the publication on April 12, 2026, of a legal public hearing notice which was published in the Desert Sun, the City’s newspaper of record and mailing of a public hearing notice to a certified list of property owners within 300 feet of the subject properties on April 7, 2026; and,

Item 19.

Resolution No. 2026-23

WHEREAS, on April 22, 2026, the City Council held a duly noticed public hearing to consider the application for the Project during which evidence, both written and oral, including the staff report and supporting documents, was presented at said hearing; and,
WHEREAS, the Applicant and members of the public were present and were afforded an opportunity to testify regarding the Project; and, WHEREAS, the Project is permitted pursuant to the Coachella Municipal Code, and the attendant applications for Entertainment Permit to allow the Project; and, WHEREAS, the conditions of approval as stipulated by the City are necessary to protect the public health, safety and welfare of the community; and WHEREAS, the site for the proposed use relates properly to streets which are designed to carry the type and quantity of traffic to be generated by the proposed use; and, WHEREAS, at the conclusion of the public hearing and following discussion, the City Council approved this Resolution for the conditional approval of the Rancho 51 Festival Campground Project as conditioned with the motion vote outcome specified in the meeting minutes for the April 22, 2026, City Council meeting.

NOW, THEREFORE, BE IT RESOLVED, THE CITY COUNCIL OF THE CITY

OF COACHELLA, CALIFORNIA DOES HEREBY FIND DETERMINE AND RESOLVE AS FOLLOWS:

SECTION 1. Incorporation of Recitals. The City Council hereby specifically finds that all of the facts set forth in the recitals of this Resolution are true and correct and are incorporated into this Resolution by reference and constitute a material part of this Resolution.

SECTION 2. Environmental Findings. The City Council has independently reviewed the administrative record for the proposed project, including all oral and written comments received during the document circulation period, public hearing, the staff report, and all attachments thereto, which are all incorporated herein by reference and are on file with the Community Development Department for the City of Coachella, and the City Council finds that the proposed project is categorically exempt from environmental review pursuant to the guidelines of the California Environmental Quality Act as “Existing Facilities” (CEQA Guidelines, Section 15301); SECTION 3. Entertainment Permit Findings. Based upon the evidence presented at the hearing, including the staff report, the City Council hereby finds and determines the Project complies with the necessary findings as required by Coachella Municipal Code Section 5.24 and hereby finds that:

1. The information provided in the application is accurate, complete and truthful, as

Item 19.

Resolution No. 2026-23

evidenced by staff review.

2. There are no known violations of any laws, ordinances, or regulations related to the applicant's fitness to manage or operate the proposed temporary campground special events, as evidenced by staff. Section 5.24.050 of the Coachella Municipal Code requires that all applicants seeking an Entertainment Permit must obtain background check approval through the California Department of Justice. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks.

3. The applicant does possess the requisite moral character to comply with the requirements of this chapter, or any reasonable conditions imposed on the permit, or other applicable laws, ordinances, or regulations as evidenced by staff. The applicant has operated similar events within Riverside County on the subject property for over nine years. There have been no complaints on record received for these events with the County from the Riverside County Planning Department, and there are two code enforcement cases on record with the Riverside County Code Enforcement Department. Staff reviewed the case reports for the two code enforcement cases on record, and find that they do not conflict with the findings required to approve the project. The code enforcement cases were resolved through the appropriate approval and appeal channels within the County of Riverside, and there have been no code enforcement cases since 2023. The applicant has successfully conducted events at the subject property without code enforcement cases on record since 2023 based on staff findings. The applicant received City of Coachella City Council approval for EP 26- 01 on March 25, 2025. EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th -12th, April 16th-19th, and April 23rd – 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April 9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event. The operation of the temporary campground event will be subject to the conditions of approval for this project which include conditions which are similar to those required of the applicant for their 2025 temporary event permit for a similar event in scope within the Riverside County jurisdiction. The same conditions of approval for EP 26-01 and Resolution No. 2026-16 will be applied to this event. As a result, the operator is familiar with the expectations required of those conditions of approval as conditioned by this permit.

Staff contacted Lieutenant Garcia with the Riverside County Sheriff regarding any concerns for the proposed temporary campground special events. The Riverside County Sheriff’s Department noted no issues for the proposed event. In compliance with Section 5.24.050 of the Coachella Municipal Code, the applicants submitted and completed background check requests. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks.

Item 19.

Resolution No. 2026-23

4. The applicant does possess the requisite moral character to manage and operate an entertainment establishment within the city in accordance with the requirements of this chapter. The applicant has operated similar events within Riverside County on the subject property for over nine years. There have been no complaints on record received for these events with the County from the Riverside County Planning Department, and there are two code enforcement cases on record with the Riverside County Code Enforcement Department. Staff reviewed the case reports for the two code enforcement cases on record, and finds that they do not conflict with the findings required to approve the project. The code enforcement cases were resolved through the appropriate approval and appeal channels within the County of Riverside, and there have been no code enforcement cases since 2023. The applicant has successfully conducted events at the subject property without code enforcement cases on record since 2023 based on staff findings. The applicant received City of Coachella City Council approval for EP 26-01 on March 25, 2025. EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th -12th, April 16th-19th, and April 23rd – 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April 9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event. Staff contacted Lieutenant Garcia with the Riverside County Sheriff regarding any concerns for the proposed temporary campground special events and regarding any incident reports for the subject property. The Riverside County Sherriff Department noted no issues for the proposed event. In compliance with Section

5.24.050 of the Coachella Municipal Code, the applicants submitted and completed background check requests. On April 6, 2026, staff received the results from the California Department of Justice that both the applicant and co-applicant for this project have cleared their background checks.

5. Staff finds that the applicant does possess sufficient financial resources, or experience, or experienced employees to manage or operate an entertainment establishment within the city in accordance with the requirements of this chapter. The applicant has operated similar events within Riverside County on the subject property for over nine years. There have been no complaints on record received for these events with the County from the Riverside County Planning Department, and there are two code enforcement cases on record with the Riverside County Code Enforcement Department. Staff reviewed the case reports for the two code enforcement cases on record, and finds that they do not conflict with the findings required to approve the project. The code enforcement cases were resolved through the appropriate approval and appeal channels within the County of Riverside, and there have been no code enforcement cases since 2023. The applicant received City of Coachella City Council approval for EP 26-01 on March 25, 2025. EP 26-01 allowed for three temporary campground events to be held during the three festival weekends in the month of April (April 9th -12th, April 16th-19th, and April 23rd – 26th). At the time of the publication of this staff report the only event that has occurred is the event that was held April

Item 19.

Resolution No. 2026-23

9th-12th. Staff consulted with the City of Coachella Code Enforcement Division, the Riverside County Sheriffs Officed, the Riverside County Fire Department, and the Riverside County Department of Environmental Health and at the time of the publication of this staff report, no complaints have received pertaining to this event.

The applicant has conducted events at the subject property without code enforcement cases on record since 2023 based on staff comments received from the Riverside County Planning Department and Riverside County Code Enforcement. Throughout this time, the applicant has extensive experience managing multi-day overnight stays to single-day events with specific operating hours. In addition to their experience hosting events on the same subject property in the City and formerly when it was located in Riverside County. Claudia Alvarado has experience producing and hosting fashion shows throughout the United States, and Juan Alvarado has work experience with organizations such as AEG and the LA Galaxy. Juan Alvarado’s experience with AEG and LA Galaxy consisted of working as front office staff. Juan Alvarado was in sales, marketing, and event/game day management, and gained experience managing crowds of up to 27,000 spectators and setting up smaller events for nonprofit soccer organization for the LA Galaxy. Together, the applicant team’s combined expertise and years’ operating the subject property for special events exhibits the ability of their team to have sufficient financial resources and experience to manage and operate the proposed temporary campground special events as proposed in this entertainment permit.

SECTION 4. Location and Custodian of Records. The documents and materials that constitute the record of proceedings on which these findings are based are located at Coachella Civic Center. The Development Services Director is the custodian of the record of proceedings.

SECTION 5. Execution of Resolution. The Mayor Pro Tem shall sign this Resolution and the City Clerk shall attest and certify to the passage and adoption thereof.

SECTION 6. City Council Approval. Based on the foregoing recitals and findings above, and the written and oral comments, facts and evidence presented, the City of Coachella City Council conditionally approves Entertainment Permit No. 26-03, for the Reset Wellness Camping Event temporary campground event from May 29th through May 31st, located at 83272 51st avenue on approximately 7.79 acres of land (Assessor’s Parcel Number 779-310-012 and 779-310-013), and determining that the proposed project is categorically exempt pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15301 (Existing Facilities). The applicant shall demonstrate compliance with ALL Conditions of Approval, as set forth in Exhibit “A” and Site Plan “Exhibit B” of this Resolution. Failure to demonstrate compliance with these conditions of approval may result in the delay of the Proposed Use or the rescinding of the City of Coachella’s entertainment permit approval. Where the term “Applicant” is used in any condition of approval, this term shall also apply to the Property Owner, any developer, or any successor in the interest of the Applicant. It is the Applicant’s or Applicant’s successor in interest responsibility to fully comply with the conditions of approval unless subsequently modified in accordance with the City’s required processes and procedures.

Item 19.

Resolution No. 2026-23

PASSED APPROVED and ADOPTED this 22nd day of April 2026.

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Dr. Frank Figueroa, Mayor Pro Tem
City of Coachella
ATTEST:
___________________________________
Angela M. Zepeda, City Clerk
City of Coachella
APPROVED AS TO FORM:
___________________________________
Ryan Guiboa, City Attorney
Best, Best, & Krieger

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1
Exhibit A – Resolution No. 2026-23
CONDITIONS OF APPROVAL FOR ENTERTAINMENT PERMIT NO. 26-03 RESET

WELLNESS CAMPING EVENT
General Conditions

1. Entertainment Permit 26-03 (“Permit”) is for a temporary campground event that includes 45 glamping tents and 50 vacant spaces where individuals can bring their own tents (“Event”). The Event will include accessory uses that include food vendors, yoga, games, restrooms, shower trailers, beauty bar, food trucks and DJ. Parking will be located on-site and can accommodate up to 161 vehicles. Alcohol service is permitted.

2. The approval of the Permit is based on the site plan and details submitted for the Event by the applicant, and conditioned on the following restrictions and requirements. The applicant is responsible for ensuring compliance with these conditions of approval during the Event.

Violation of any of the conditions of approval shall be cause for revocation of the Permit.

Misrepresentations of the Event to the City by applicant shall be cause for revocation of the Permit. Any portion of the Event found to be detrimental to public health, safety, or general welfare, or a public nuisance, shall be cause for revocation of the Permit.

3. The applicant shall defend, indemnify and hold harmless the City of Coachella, its officials, officers, employees, and agents from and against any claim, action, or proceeding against the City, its officials, officers, employees or agents to attack, set aside, void or annul any project approval or condition of approval of the city concerning this project, including but not limited to any approval or condition of approval or mitigation measure imposed by the City Council or Planning Commission. The City shall promptly notify the applicant of any claim, action, or proceeding concerning the project and the City shall cooperate fully in the defense of the matter. The City reserves the right, at its own option, to choose its own attorney to represent the City, its officials, officers, employees and agents in the defense of the City Attorney, within five days of the effective date of this approval.

4. The Permit shall be valid for 12 months after the effective date set by city council approval.

A request for renewal must be submitted by the applicant in order to extend the term of the Permit after the initial term of 12 months has lapsed, at which time the City Council will review compliance with the conditions of approval and consider granting up to a 36-month renewal of the entertainment permit. Relinquishment of the Permit will require an amendment to this resolution, subject to review by the City Council. The Permit is nontransferable.

5. Any violation of any of the conditions of approval for the Permit may result in the issuance of citations and fines, and may result in revocation of the Permit.

6. Hours of operation and restrictions are listed below for the Event. a) Friday May 29, 2026 (start @ 11:00 am) – Sunday May 31st, 2026 (end @ 11:00 am) Hours Restrictions

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1
b) Quiet hours for overnight areas must be observed from 12:00 a.m. to 6:00 a.m. As such there will be no amplified noise permitted after 12:00 a.m. for this Event.

7. A maximum of 200 guests are permitted on-site for the Event at any given time. The applicant shall maintain a count of all Event participants on-site at all times during the Event.

Event counts shall be maintained by Event staff at the main entrance and made available upon request by the Coachella Police or City Staff.

8. The applicant shall comply with all requirements imposed by the State Department of Alcoholic Beverage Control.

9. The applicant shall obtain any other permits or approvals necessary for activities taking place during the Event (e.g. providing food trucks necessitates Healthy Food Truck Permits).

Applicant is responsible for ensuring that any vendors also obtain any permits or approvals necessary for the services they are performing at the Event.

10. The applicant shall ensure that the Event complies will all applicable local, state, and federal laws and regulations, including but not limited to any City ordinances specified in these conditions.

11. The applicant shall be required to complete a background check and meet the requirements of Section 5.24.050 of the Coachella Municipal Code prior to the operation of the event.

Security

12. 24/7 Licensed security guards shall be required. These guards must possess State of California guard cards issued through the California Department of Consumer Affairs.

Additional guards shall be used as needed to adequately patrol the parking areas. The City Manager, Community Development Director, Code Enforcement Manager, or Chief of Police may modify the entertainment permit security plan as deemed necessary to preserve the safety and welfare of guests and the public. The applicant shall provide a security services agreement for the Event upon request.

13. Security guards shall wear vests or uniforms, making them readily identifiable.

14. The Event shall have a centralized “security command post” that will serve as logical center for Event security, local agencies, and Event staff.

15. The following preventative measures shall be undertaken to reduce the potential for alcoholrelated problems:
a) Food service shall remain available during all hours of operation; b) Taxicab phone numbers shall be posted in visible locations at all times in the area(s) where alcohol is served;
c) All employees selling or serving alcohol shall be required to participate in an alcohol management training program prior to the operation of selling/serving alcohol; and d) The availability of a variety of non-alcoholic beverages shall be made known and offered to customers.

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1

16. No Parking is permitted to occur on Avenue 51 and shall be strictly enforced by the applicant.

17. Any and all weapons shall be prohibited at the premises or on the parking lot of the premises except by those individuals lawfully permitted to possess such.

18. The Chief of Police shall have the authority and power to pause the Event when it becomes apparent that a situation exists wherein there is a probability that the general welfare and safety of the patrons or of the public may be in jeopardy.

19. The applicant shall comply with Municipal Code requirements of Chapter 5.24.

20. The applicant shall employ the use of hand-held metal detectors at all entrances if deemed necessary by the Chief of Police to protect the safety and general welfare of patrons or of the public.

21. The applicant shall not use any residential pool/body of water as part of Event.

22. The applicant shall have staff directing vehicular traffic accessing the Event.

23. Any threats of violence or suspicious objects during the Event must be immediately reported to the City.

24. Event staff shall be trained to respond to any threats of violence or suspicious objects and to evacuate Event attendees, if necessary.

25. Ongoing utility outages must be reported to the City.

26. Event staff shall be trained to respond to utility outages.

27. Hazardous materials must be disposed of pursuant to applicable law.

28. The applicant shall have procedures in place to respond to threats of violence, suspicious objects, earthquakes, hazardous materials, and utility outages during the Event.

29. The applicant shall provide Event attendees with overview of emergency procedures.

30. The applicant must provide first aid services to Event attendees.

31. The applicant shall implement and maintain a system by which the applicant separately identifies each and every adult at the Event so as to distinguish each adult from any and all minors at the Event during the service of alcohol. At a minimum, such system of adult identification shall require the applicant to place a bracelet on either hand of each adult at the Event. In addition, the Chief of Police is hereby authorized to require other methods and procedures to be implemented and maintained by any applicant to assure compliance with the requirement that each adult remain separately identified from any minor at the Event.

Nuisance Abatement

32. The applicant shall ensure that the Event complies with the standards and limits established by the Coachella Municipal Code as related to emissions of noise, odor, dust, vibration, wastes, fumes, or any public nuisances arising or occurring incidental to the Event.

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1

33. The applicant shall comply with Noise Control standards of the Municipal Code (Chapter

7.04). Any amplified sound equipment shall be oriented to reduce noise impacts off-site with consultation from the Code Enforcement Manager. The applicant shall utilize a noise decibel meter on-site during the Event to monitor noise levels for compliance with the City Noise Ordinance. If noise nuisances are observed by the Chief of Police or Code Enforcement Manager, the City Manager or designee may require that the applicant use electronic noise sensors on-site for the Event and that noise measurement data from the noise sensors be available to the Code Enforcement Manager.

34. The applicant shall ensure adequate dust control measures are in place to the satisfaction of the Code Enforcement Manager and the City Engineer. The City Manager, Code Enforcement Manager, or City Engineer may require additional dust control measures as may deemed necessary.

35. On-site Event lighting shall be directed away from vehicle and pedestrian traffic on Avenue 51 and away from surrounding properties. Event operations shall include protocols to avoid light glare onto adjacent properties.

36. All garbage, debris, and litter must be properly disposed of at the conclusion of the Event.

37. The applicant shall provide trash bins throughout the Event.

Bathrooms and Water Access

38. ADA accessible restrooms shall be provided and available to use by all guests on-site during the Event and shall require inspection by the Building Official prior to commencement of the Event under this entertainment permit.

39. Potable water must be provided without charge for all guests. The applicant shall provide water vendor information for bottled water company or proof of potable water service for the Event upon request.

Additional Approvals

40. The applicant shall obtain all other applicable permits, if required, from the appropriate agencies (i.e. Fire Department, Building Division, Sheriffs Department, Department of Public Health, Riverside County Department of Environmental Health etc.).

41. The applicant shall submit paperwork required two weeks prior to the event to the Riverside County Department of Environmental Health.

42. All structures, including stages, tents, cabanas, and bleachers shall be installed, used and taken down per the engineered specifications stamped by a licensed engineer and on file with the City of Coachella.

43. Any signs displayed shall comply with the City of Coachella Sign Ordinance.

44. Signs advertising brands of alcoholic beverages or the availability of alcoholic beverages at the subject site shall not be visible from the public right-of-way or anywhere off the site.

45. The applicant must maintain a City of Coachella Business License for the Event.

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1

46. All vendors at the Event must obtain City of Coachella Business Licenses.

47. Applicant must comply with the applicable provisions of Coachella Municipal Code Chapter

4.28 inclusive of obtaining a Transient Occupancy Tax Certificate and Reporting and Remitting Transient Occupancy Tax.

48. All structures on Event grounds must have Building Inspection approval prior to the Event.

Building

49. Existing pool is not intended for commercial use. Provide Riverside County Environmental Health Approval for use or post signage at the event stating the pool shall not be used.

50. At least two campsites and one additional campsite for each 100 campsites or fraction thereof, shall be accessed by and connected to sanitary facilities by travel routes with a maximum slope of 1:12. Permanent toilet and bathing facilities serving campsites shall comply with "Toilet and bathing rooms." (California Building Code11B-246.2) Provide proof of service contract.

51. The Building Official has designated the event as Assembly-2 (A-2) occupancy. Therefore, the event must comply with the 2025 Uniform Plumbing Code Table 422.1. The following minimum plumbing fixtures are required: three (3) water closets for males and two (2) urinals, four (4) water closets for females, a minimum of four handwashing facilities, at least one service sink and provisions of drinking water. Provide proof of potable water service.

52. Provide information about shower availability, include information for accessible showers

53. Contact Burrtec and provide a waste management plan with proof of service.

54. Obtain a building permit for the special event, from the Building Division.

55. Provide a California Associability Specialist Program (CASP) inspection approval at the time of the Building and Safety inspection prior to any quests arriving on site.

56. Provide a minimum of 7 accessible camp sites distributed at every type of camp site.

57. All site amenities shall be accessible and on an accessible path of travel including access to waste bins.

58. Implement dust control measure to ensure the site complies with South Coast AQMD Rule 403-Dust Control.

59. Obtain permits for any permanent or temporary structures.

60. Obtain an electrical permit for any temporary electrical system including but not limited generators. Submit load calculations for each separate system.

61. An inspection by the City Building Official will be required. Prior to the event, you must be cleared by the Building and Safety Department by way of a Pre-Event Life and Safety Inspection.

Fire

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1

62. No designated fire lanes, fire hydrants or any other Fire Department appliances shall be blocked or obstructed. Fire lanes shall be clearly identified in an approved manner throughout the Event grounds by posting “NO PARKING FIRE LANE” or other approved means. All motor vehicles shall be parked in designated parking areas.

63. A class K extinguisher is required for any cooking operations that involve the release of grease laden vapors, which include but are not limited to deep fryer and griddle operations.

Cooking that produces sparks or grease laden vapors shall not be performed inside of the kitchen tents LPG tanks (empty or full) used for cooking operations shall be secured and kept a safe distance away from open flames.

64. Cooking without necessary licenses is prohibited.

65. At least one 2A10BC fire extinguisher, with a current service tag (within one year), shall be provided within every 75 feet of travel distance.

66. Smoking shall not be permitted in tents or membrane structures. Approved “No Smoking” signs shall be conspicuously posted

67. All fabric or pliable canopy covers, side/back drop, and/or decorative material must be inherently fire resistive and labeled as such or may be treated with a State Fire Marshal approved fire-retardant chemical.

68. All extension cords shall be undamaged, 12/3-gauge wire or greater, with approved connectors. The use of multi plug connections is prohibited.

69. Portable generators shall be maintained a minimum of 10 feet from all combustible materials and/or LPG tanks. Each generator shall be isolated from the public by a physical guard and provided a minimum of one 2A10BC rated fire extinguisher.

70. All food truck apparatus shall be easily relocatable in the event of an emergency or where otherwise required. All food trucks shall have their own compliment of a minimum one 2A10BC (5lb) fire extinguisher as well as a K Type fire extinguisher, both shall have a current service tag from a California State Fire Marshal approved contractor. All food trucks that have fuel-fire equipment shall be provided with adequate ventilation and a commercial kitchen hood extinguishing system. The hood, plenum and duct shall be maintained in a clean and safe operation. The hood suppression system shall be operational and provided with current service tag.

71. Wood, charcoal or other solid burning material shall be stored away from any combustible material and usage shall be confined to an approved cooking device for that material. All hot material shall be disposed of in a proper container.

72. All motor vehicles shall be parked in designated parking areas. Fire lanes and fire hydrants shall not be blocked. Fire lanes are to be maintained.

73. No fireworks (including safe and sane, sparklers).

74. An inspection by the Office of the Fire Marshal will be required. Prior to the Event, you must be cleared by the Fire Department by way of a Pre-Event Fire Safety Inspection.

Item 19.

Resolution No. 2026-23 EXHIBIT A
80237.00000\44796267.1

75. The applicant must immediately report any fire hazards during the Event to the City.

76. Event staff shall be trained to respond to fires and to evacuate Event attendees, if necessary.

77. The approval of plans and specifications does not permit the violation, deletion, omission or faulty installation of any requirements of California Code of Regulations, Title 19, Title 24, and locally adopted ordinances. The Fire Marshals job card, approved plans and condition letter must be at the Event grounds or NO inspection will be performed. Applicant/installer shall be responsible to contact the Fire Marshal’s Office to schedule inspection(s) a minimum of 72 hours prior to the requested inspection date online [email protected] The approval of plans and specifications does not permit the violation, deletion, omission or faulty installation of any requirements of California Code of Regulations, Title 19, Title 24, and locally adopted ordinances.

Item 19.
2025 APPROVED RIVERSIDE COUNTY FIRE DEPARTMENT

OFFICE OF THE FIRE MARSHAL
The approval of plans and specifications does
not permit the violation, deletion, omission or
faulty installation of any requirements of Title
24 or any Local Ordinances. Construction shall
remain accessible and exposed for inspection
purposes until approved by the Fire Department.

PERMIT # - ___________________________
Fire Safety Specialist
03/03/2026 BY: Consuelo Gallegos FPEVT2600039

Item 19.

SANDS TO GREENS
LANDSAPE INC.

PO BOX 2913
INDIO, CA 92202
TELEPHONE: (760)347-5022
EMIAL: [email protected]
LICENSE: NO. 891251
(C-27), (C-61/D12), (C-61/D06), (C-53)
SHEET
DESIGNED BY: JUAN ALVARADO JR.

L-1.0

LANDSCAPE PLAN
SCALE: 1" = 50'

REVISION
DRAWN
LANDSCAPE DESIGN BY: LANDSCAPE PLAN FOR
RANCHO 51 RESIDENCE
83272 51ST AVENUE
COACHELLA, CA 92236

REVISED
24'

CHARGING

STATION
11' 30'
PREPARED BY: ANA IÑIGUEZ
THESE DRAWINGS AND SPECIFICATIONS ARE AN INSTUMENT OF SERVICE AND REMAIN THE PROPERTY OF SANDS TO GREENS LANDSCAPE INC. THEY ARE NOT TO BE REPORDUCED OR ALTERED IN ANY WAY, NOR DISCLOSED OR ASSIGNED TO ANY THIRD PARTY WITHOUT THE WRITTEN CONSENT OF SANDS TO GREENS LANDSCAPE INC. 345' 0"
635' 0"

EXISTING
WARE
HOUSE
HOUSE
HOUSE
155' 0"
60' 0"
73' 0"
95' 0"
30' 22' 27' 30' 30' 32' 20'
CEMENT
AREA
POOL
AREA
FOOD
TRUCKS
ENTRY

RESTROOMS
& SHOWER

TRAILERS

PARKING AREA
GRASS
AREA
GRASS
AREA

TENT AREAS

PARKING AREA

DUMPSTER
AREA

ENTRY TO

OTHER HALF

OF PROPERTY
ENTRY
27' 0"

WATER SOURCE
153 CAR PARKING SPOT

LOW VOLTAGE LIGHTS

MOUNTED ON TREES

LANDSCAPE LOW

VOTAGE LIGHTS
LEGEND
POOL

EQUIPMENT
AVENUE 51

BRING YOUR

OWN TENT
N
22' 0"
6' FENCE ALL
AROUND

POOL AREA
POOL

ENTRY ENTRY
GATE
8 HANDICAP PARKING SPOT

PARKING LOT IS GRADED ROAD BASE MATERIAL
GENERAL NOTES:
37' 0"
24' 0"
5' 0"
5' 0"
149' 0"
24' 0"
24' 0"
135' 5-7/8"
25' 0"
24'
30'
24'

EMERGENCY
EXIT

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