Agenda packet — Hermosa Beach City Council, April 9, 2024 (part 2 of 4)

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Dispatching a Driver
To dispatch a driver, click on the Dispatch button at the top left to open the Dispatch screen.

The Dispatch screen is divided into four sections: Assigned Calls, Unassigned Calls, Drivers and Trucks. The Dispatch screen is infinitely adjustable based on column widths, column order, and section sizing. To move a column, highlight the column by clicking the column header then click and drag the column to its new location. To adjust the size of a column, highlight the column by clicking the column header then click and drag the column boundary. To adjust the size of each of the four sections place the mouse cursor over the bars that divide each section, holding down the mouse button and moving the section bars.

These settings are saved based on user login. The next time you login to TOPS your new dispatch screen settings will apply.

Note: Calls are color‐coded based on their priority as follows:

Priority 1 Priorities 2 through 4 Priorities 5 & 6 Priorities 7 through 9 426
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Assigning a Call
Click on the call you want to assign. The entire row should be dark blue, indicating that the call is selected. In the Drivers window, click on the Driver # of the driver to whom you wish to assign the call. If the driver doesn’t have an assigned truck or is in a different truck, select the correct vehicle in the Trucks window. Click the left mouse button ONCE on the Assign Call to Driver/Truck button near the middle of the screen. After the call is assigned to a driver and truck, the call moves to the top section of the Dispatch screen (Assigned Calls).

Note: Click only ONCE on any button on the Dispatch Screen. If you double‐click on the Assign Call to Driver/Truck button, you will assign two calls to the selected driver/truck combination.

Paging
If Paging is enabled for your location, the Page window will appear when assigning a call to a driver / truck combination. The call information, as defined in the paging setup template, is sent to the driver /truck. The Employee and Pager Email sections of the Page window should be filled in automatically – based on information entered on the Employee screen.

Note: The term “pager” in this document is used to reference any mobile device which can receive email such as a cell phone, MDT, or pager.
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Note: If an employee’s name and pager information do not show up in the drop‐down list, that information needs to be added to the employee’s profile by going to the Employee screen and editing their record.

Review the Pager Text information. If you need to change or add anything, move your cursor to the appropriate place in the Pager Text window and type in your changes or additions. To send the tow information to the driver via pager, left‐click on the Send Page button. This will close the Page window and update the status of the call on the Dispatch screen to DI (dispatched). You should get a “Page sent successfully!” message in the lower left‐hand corner of the Dispatch screen.

Dispatching Multiple Drivers to a Single Call
From the Dispatch Screen, assign the first driver as explained above. Then click on the call in the Assigned Calls window to select it. Select the appropriate additional driver(s) and truck(s). Click the Additional Driver/Truck button ONCE. 428
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Note: Every time you click ONCE on any button on the Dispatch Screen, something will happen. If you double‐click on the Additional Driver/Truck button, you will actually assign the selected driver/truck combination twice to the same call.

Repeat the above instruction for each Driver/Truck dispatched on the call. Each driver/truck assignment will appear in Assigned Calls as a separate item with the same call number.

Sending Call Information to an Employee’s Pager
To send a page with call information to any employee at your location from the Dispatch screen, select the Call. Click on the Send Page button in the middle of the Dispatch screen (between Assigned and Unassigned Calls – right next to the Refresh button.) This brings up the Page window with the information for the selected call in the Pager Text field. If you’d like to add anything to the message, place your cursor in the Pager Text window and edit the text as necessary. Click on the down arrow to the right of the employee field and select the desired employee from the drop down list. The selected employee’s pager email will automatically fill in and the Send Page button will be enabled.

Click the Send Page button. You should see a Page sent successfully! message at the bottom of the screen.

Note: The “Page sent successfully!” message merely indicates that our mail server received the message – not that it made it all of the way to the intended recipient.

Sending Text Messages to an Employee’s Pager
To send a free‐form text page to any employee at your location:
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1. Click on the Page button in the lower right hand corner of any TOPS screen. This brings up the Page window.

2. Place your cursor in the Pager Text window and type in the message to send out on the page.

3. Click on the down arrow to the right of the employee field and select the desired employee from the drop down list.

4. The selected employee’s pager email will automatically fill in and the Send Page button will be enabled.

5. Click the Send Page button. You should see a Page sent successfully! message at the bottom of the screen.

Note: The “Page sent successfully!” message merely indicates that our mail server received the message – not that it made it all of the way to the intended recipient.

Paging Template Setup
Paging of call information is available from the Dispatch screen for both unassigned and assigned calls. As discussed in the Call Dispatching section, your Drivers/Trucks can receive pages either automatically as calls are dispatch or manually throughout the call process. The Paging template is definable at the company level and is accessed from the Page dialog box. 430
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To open the Page dialog box, press the Page button at the bottom of the TOPS screen (next to the Settings button). Upon pressing the Page button, the Page dialog box will open.

On the left side of the box, you will see a “Show Paging Setup” button. To open the setup window, press this button.

The Paging template is defined by using a combination of optional field descriptions (entered by the user) and by adding TOPS fields to the template by selecting the field from the list and pressing the Add Selected Field to Template Button. Let’s create a template where you would like to send the TOPS Call number, location, make, model, color and driver notes in your pages. To do this, find the appropriate field name in the list and click the Add Selected Field to Template Button. This will copy the selected field to the Paging Template window where each field is listed within a set of [Brackets]. Data that is stored in these TOPS fields will send to the selected recipient. The data is formatted in the order displayed in the template. You can separate the fields with a description or a comma or nothing. This is completely customizable by you. Here is an example of the template described above:
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The fields selected here are separated by a space. To add additional characters between the field names, simply click between each field and enter the desired data. When you are satisfied with your setup, click the Save Company Paging Setup button.

Users can also choose to send the Page automatically each time a call is Dispatched or Unassigned. This selection is also defined within the paging setup. To automatically send pages, check the Send Page Automatically when Call is Dispatched or Unassigned check box. To disable automatic paging, uncheck this box. Whenever changes are made to the Page template, remember to click Save Company Paging Setup.

Assigning Pager email addresses – This information is defined on the Employee screen and is discussed in the Employee section of this manual.

Filtering the Dispatch Screen
Each section of the Dispatch screen can be filtered: Assigned Calls, Unassigned Calls, Drivers and Trucks to display only those Calls, Drivers, or Trucks you need to see. Each section has a Filter
Buttons
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Filters Off/Filters On button (the button in the Drivers and Trucks section just says Off or On).

To set a filter, click on the Filters Off/Filters On or the Off/On button.

In the Filters window that appears, enter the desired filter criteria as follows:
• Click the down arrow next to the Field entry and select the appropriate field from the drop down list
• Enter an expression in the Exp. column as follows:
= Equal To
<> Not Equal To
< Less Than
> Greater Than
<= Less Than or Equal To
>= Greater Than or Equal To++
• Enter your criteria
• If you have additional criteria to enter, go to the next line and repeat the steps above.

Note: If you enter “=” as your expression your criteria must match exactly.

If you use parentheses, you must have matching sets (one right parenthesis for every left parenthesis).

If you have more than one line of filter criteria, you must have an “AND” or “OR” in the first column.

Click the Apply Filters button to complete the task. Some examples of filters follow:

Applying the filter above to the Assigned Calls section would show you all of the calls for a Red or Blue car that are assigned to Driver #112.
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Applying the above filter to the Unassigned Calls section would show you all of the unassigned calls that are going from the Auburn Lot to Huys.

Applying the filter above to the Drivers section would show you only those drivers whose status is “On”. (Note: The status can be changed for each driver on the Driver Screen.) Custom Settings
If you use the same filter settings often, you may save and reuse them by clicking on the Custom Settings button. To save frequently used settings first click the Custom Settings button at the top of the Dispatch screen. Click in the blank field at the top of the window that appears and type in a name for your new settings. Click the Save Current Dispatch Settings button.
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To retrieve previously saved settings, click the Custom Settings button at the top of the Dispatch screen. Select the filter name from the drop‐down list and click the Get Selected Dispatch Settings button.

Note: You can also Order the calls by Priority, Appointment/ETA, Status or Call# by selecting the down arrow next to the Order: field, then clicking on the desired order key. Calls can be viewed in ascending or descending order by checking or un‐checking the Asc. check box.

Updating Call Status

1. When the driver acknowledges the call, update the call status by clicking on the down arrow to the right of the Status field.

2. This will bring up the Change Call Status window.
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3. Double‐click in the Acknowledged field to add an automatic time stamp.

4. Click on the Save Changes button to update the status of the call.

5. The Change Call Status window will close.

6. The call status should also be updated when the Driver notifies the Dispatcher that they have arrived on site, are loaded and in route, drop the vehicle at the requested destination or lot, and completed the tow. Repeat steps 1 through 3 to update the status of the call as needed.

Note: In the Change Call Status window, TOPS will time stamp the dispatch record by automatically placing the time in any field when the dispatcher double clicks in that field.

Call Status is color‐coded.

AS Assigned
DI Dispatched
AK Acknowledged
AR Arrived
HK Hooked
DR Dropped
COM Completed
If you skip several call statuses, you can double‐click in the field corresponding to the most recent status. Any empty fields above that will be automatically backfilled.

Unassigning Calls

1. Select the call from the Assigned Calls section of the Dispatch screen.

2. Click the Unassign Call button in the middle of the screen. 436
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3. A pop‐up window will appear asking if you’re sure you want to unassign this call.

Click Yes.

4. A Send Page window will appear that tells the previously assigned driver that you’re unassigning this call. If you need to notify the driver of the unassignment, click the Send Page button.

5. The call will move back into the Unassigned Calls section of the Dispatch screen.

Completing Calls
When the call is completed, the Dispatcher returns to the Change Call Status window by clicking the drop‐down arrow to the right of the Status field and updates the status of the tow.
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Completing the Dispatch

1. Double‐click in the Completed field to add the final time‐stamp. This action automatically advances you to the Tow Ticket field.

2. Log the driver’s tow ticket number in the Tow Ticket # field.

Note: The Tow Ticket Number in most cases becomes the Invoice Number.

3. Log the actual mileage of the tow in the Mileage: field if applicable and click on the Save Changes button
Note: Mileage entered here should be the actual Miles in tow (i.e. loaded mileage). This is the TOTAL loaded mileage – not the total minus any free miles. TOPS will take any free miles into account when mileage charges are calculated.

4. The Call Screen will appear and you’ll see a pop‐up window with several buttons as shown below.
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5. Select the appropriate option as follows:
• Inventory – The vehicle has been dropped on a lot.
• Awaiting Retow – Vehicle will be retowed.
• Complete – Call is complete and ready for billing.
• Cancel – Cancels current attempt to complete call and returns the call to Dispatch with a status of Dropped.

6. If you didn’t enter Loaded Miles in the Change Call Status window on the Dispatch screen, you can now enter it in the Mileage field on the Dispatch tab in the lower left hand corner of the Call Screen.

Working with calls after the Call is Dispatch Completed The next few sections will discuss some of the more common call related activities.

Finding a Call in TOPS (Search)
One of the more powerful features in TOPS is the ability to search the system. Users can search from all TOPS screens as explained below.

If searching for a specific Call:

1. Navigate to the call screen by clicking the Call button at the top of the screen.

2. Click the Find button at the bottom left of the Call Screen. (Notice the button now says Get)

3. Enter your search criteria. (If searching based on call number, enter the call number in the call number field, if searching for a Tow Ticket, enter the Tow Ticket in the Tow Ticket field.)

4. Click the Get button to display your results.

Pricing the Call

1. Call Pricing can be set as automatic based on your customer setup. If you need to add or adjust pricing items, click the Pricing ($) button. The Pricing window will appear as shown below.
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Note: Pricing is based on the tow type and customer account information entered on the Call Screen. Any default services assigned to the customer and tow type specified in the Call information will automatically appear on the pricing screen.

2. To add pricing to a call, select the Service in the bottom portion of the Pricing screen, then click the Add Selected Service to Call Pricing button.

3. To remove pricing items from a call, select the Service in the top portion of the Pricing screen, then click the Remove Selected Service button.

4. Add or remove all applicable pricing items and edit information if needed, then click the Save Changes button.

Add Payments Received
Note: Payments entered here are generally from Cash customers and are received at the time of service.

Any payments received on account after a call has been confirmed must be applied through A/R. 440
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1. Enter any payments the Driver received by clicking on the Payment tab, then clicking Add Payment and entering the required information as noted.

2. Rcpt. Type = wherever the payment was received. Click on the right side of the field to get a drop‐down list of types. These types include Driver, Retow Driver, Lot, Office, Pending and Receivable.

3. Enter the Amount, Payment Type (Cash, Check or Credit Card), Check/Credit Card number, and Authorization number if applicable.

4. Double‐click in the Received Date field to enter a date‐time stamp. The scroll bar at the bottom of the Payment section will allow you to move left and right in the Payment screen to view all fields.

5. If the name in the Received By field is incorrect, click on the down arrow to see a list of available employees. Select the correct employee from the list.

6. When you have entered all available information, click the Save button.

Delete Payment

1. Go to the Call screen and find the call associated with the payment.

2. Click the Edit button.

3. Click on Payment in the lower left‐hand set of tabs.

4. Select the payment to be deleted by clicking on the arrow to the left of the payment.

The desired payment should be highlighted.

5. Click on the Delete Payment button.

6. Click the Save button at the bottom of the Call screen. 441
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Note: If the Delete Payment button remains grayed out after you’ve performed the above steps, you may not have permission to delete a payment. See your manager to correct the situation.

Entering Overmileage Charges
When a customer must pay for additional mileage, the payment is entered as follows:

1. Complete the call

2. Add Pricing in the Pricing Screen as needed

3. Add a Payment in the Payment tab. The customer making the payment should be identified as the Cash Customer or whatever generic customer name is generally used.

4. This creates a partial payment on the call to cover the overmileage charges.

5. A receipt may be printed by clicking on the Print Receipt button.

Entering a Retow
To enter a retow, a call must have a status of either Awaiting Retow or Inventory.

Note: Retow charges will appear on the same invoice as the original tow and will be associated with the same Tow Ticket as the original tow.

1. Click on the Call button to bring up the Call Screen.

2. Click the Find button.

3. Enter the number of the original Tow Ticket in the Tow Ticket field.

4. Click the Get button to bring up the desired call.

5. Click the Edit button.
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6. In the Change Status window that appears in the lower right corner of the screen, click the Retow Vehicle button. A Retow tab will appear.

7. Click the Retow tab and add the vehicle destination.

Note: The location of the vehicle is pulled from the initial tow destination.

8. If applicable, enter the appointment date or ETA in the appropriate field.

9. Verify the customer information and change as needed.

Note: It is important to ensure that the specified customer is the party who is ultimately responsible for all charges associated with the call.

10. Change the priority if necessary.

11. Click the Save button. This action will return the call to the Dispatch screen, where you can assign drivers and repeat the dispatch process.

Entering a Dropoff
Vehicles that are dropped in your yard by a transport company or a customer should be entered with a Tow Type of Dropoff and placed in inventory. Calls classified as Dropoffs will bypass the Dispatch screen, so the Vehicle Transport supervisor and the Dispatchers should have books of invoices assigned to the Proxy Driver for this purpose.

Deliveries out of a lot should be entered as retows. Retow drivers can will reuse the original invoice or use a computer generated (call receipt) to record any additional charges. These should be provided to the retow driver for the delivery.

Change Call Status from Complete to Inventory
Click on the Call button to bring up the Call Screen. Click the Find button. Enter the invoice number in the Tow Ticket field. Click the Get button to bring up the desired call. Click the Edit button. Click the Place Back in ‘Dispatch’ Mode button (in the lower right hand corner of the screen).
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Note: Placing a call back in Dispatch Mode will remove the tow ticket number and the completed information from the Dispatch tab at the bottom left corner of the Call screen.

On the Dispatch tab, double‐click in the Completed field.

In the window that appears, click on the Inventory tab. Enter the Tow Ticket number in the Tow Ticket field. Click on the Inventory tab, then select the Lot and change the Date In if necessary. Click Save.
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Change Call Status from Inventory to Complete
Click on the Call button to bring up the Call Screen. Click the Find button, enter the invoice number in the Tow Ticket field then click the Get button to bring up the desired call. Click the Edit button. Click the Place Back in ‘Dispatch’ Mode button (in the lower right hand corner of the screen).

Note: Placing a call back in Dispatch Mode will remove the tow ticket number and the Completed information from the Dispatch tab.

Click Yes in the “Save the Call” window that appears. Click Edit. On the Dispatch tab, double‐click in the Completed field.

In the window that appears, click on Complete. Enter the Tow Ticket number in the Tow Ticket field. Click Save.

Placing a Vehicle in Inventory
When a driver has completed a dispatch, the Dispatcher returns to the Change Call Status window on the Dispatch Screen and updates the status of the tow as follows:

Double‐click in the Completed field to add the final time‐stamp. This action automatically advances you to the Tow Ticket field. Log the driver’s tow ticket number in the Tow Ticket # field.

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Log the actual mileage of the tow in the Mileage field if applicable. Click the Save Changes button. The Call Screen will appear and you’ll see a pop‐up window with several buttons as shown below.

Click the Inventory button. Enter all available vehicle information, click the Inventory tab at the bottom of the Call screen and select the lot, then click the Save button.

Note: If you select a lot from the destination drop‐down list in Call Details when you enter new call information the vehicle will automatically be placed in inventory when you complete the dispatch and save the call.
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Releasing a Vehicle from Inventory
Click on the Call button to bring up the Call Screen. Click the Find button.

Search on available information to find the call associated with the vehicle to be released. Click the Get button.

After clicking the Get button the system will return your results to the screen.

Click the Edit button. Click the Complete Call button. 447
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Note: If your location processes liens, you might have to terminate the lien process before you can release the vehicle. If you see a Lien tab, click it before you click the Complete Call button. If the Lien is in process, click the Terminate Lien button, then click the Complete Call button.

The Inventory tab will come forward and your cursor will appear in the Date Out field.

Double‐click in the Date Out field to add a time stamp. Click on the arrow to the right of Release and select Released from the list. In the Inventory Release Information section on the Inventory tab add the name, address, and identification information of the person picking up the vehicle. If you are releasing the vehicle to someone other than the owner, enter the owner’s name in the Owner field in the vehicle information section of the Call screen. If you are releasing the vehicle to an Account (i.e. the Customer will be billed in the future through the invoicing process), change the Customer in Call Details section of the call screen, and click the Save button. If you are releasing the vehicle to a Cash Customer, change the customer in Call Details to Cash section of the call screen.

Click on the Payment tab, then click on the Add Payment button and enter the payment information as follows.
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• Rcpt. Type = Lot – even if a driver is receiving payment for the release. Click on the right side of the field to get a drop‐down list of types. • Enter the Amount, Payment Type, Check/Credit Card number, and Authorization number if applicable.
• The current date and time should appear in the Received Date field. You can edit the date/time if necessary.
• If the name in the Received By field is incorrect, click on the down arrow to see a list of available employees. Select the correct employee from the list.

Click the Save button. If the customer requires a receipt, click on the Print Receipt button. 449
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43 ACCOUNTING
There are two steps involved in finalizing calls so they are ready for billing and can be reported as revenue: Reconciliation and Confirmation. These two steps must be performed conscientiously so that the proper information is captured in each call and passed to A/R for billing. Each company will accomplish these steps in different ways – the process can be adjusted to fit the needs of your company. The following is a general description of the process.

Reconciliation
When you receive paperwork or money from a driver or employee you will Reconcile that paperwork and money so that you know you’ve received it. There are two types of Reconciliation: Payment Reconciliation and Call Reconciliation.

Payment Reconciliation occurs when you checkout an employee who has received payment for services associated with a call, for example, a Driver running a Cash Call or a Lot Manager releasing a vehicle.

Call Reconciliation occurs when you checkout a driver who has performed services associated with a call and an invoice is turned in summarizing the services performed.

There are two ways to accomplish Reconciliation: from the Checkout Screen in the Maintenance portion of TOPS or the Call Screen in the Main portion of TOPS.

Reconciling from the Checkout Screen The Checkout screen presents a concise list of payments (for employees) and calls (for drivers) – by employee or driver – that have not yet been reconciled.

Reconciling on the Call Screen: Users can reconcile a single call at a time using the call screen. If using this method, users search for calls on a call by call basis to pull the calls to be reconciled.
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44 Reconciling from the Checkout Screen
• Employee Checkout
From the Maintenance portion of TOPS, click on the Checkout button.

Select the first Employee to be checked out by clicking on the down arrow to the right of the field and selecting the desired name from the drop‐down list.

Click on the Get Unreconciled Payments by Employee button. A list of all payments received by that employee will appear in the lower portion of the screen.

Note: Start Checkout with Employees responsible for Lot Management. Checkout of an Employee accomplishes Payment Reconciliation – which must be completed prior to reconciling the Call itself. 451
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45 To edit the payment information from the Checkout screen, double‐click on the call.

This action will bring up the call in Edit mode. Make any necessary changes to the Payment information, then Save changes. You will automatically return to the Checkout screen.

As you verify that the amount of money submitted for the paid calls is correct, click the checkbox in the “R” column to the left of the Tow Ticket # field for each call.

When all calls are reconciled, click the Save Changes button at the bottom of the screen.

The reconciled calls will disappear from the Checkout window. When you’ve checked out the last Employee, click in the Employee field and hit the Esc key on your keyboard to clear the employee field.
• Driver Checkout
From the Maintenance portion of TOPS, click on the Checkout button.

Select the first Driver to be checked out by clicking on the down arrow to the right of the field and selecting the desired name from the drop‐down list.

Click the Get Unreconcilied Tows and Retows for Driver button. A list of all payments received by that Driver will appear in the lower portion of the screen. 452
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46 Check out for Drivers requires the following two important tasks:

1. Verify that the driver has turned in the appropriate paperwork for each completed call.

2. Verify that the driver has turned in any payments received for a call.

To edit the payment information from the Checkout screen, double‐click on the call.

This action will bring up the call in Edit mode. Make any necessary changes to the Payment information, then Save Changes. You will automatically return to the Checkout screen.

As you verify that the amount of money submitted for the paid calls is correct, click the checkbox in the “R” column to the left of the Tow Ticket # field for each call.

When all calls are reconciled, click the Save Changes button at the bottom of the screen.

The reconciled calls will disappear from the Checkout window. When you’ve checked out the last Driver, click in the Driver field and hit the Esc key on your keyboard to clear the driver field.
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47 Note: Drivers do not receive commission for a call until that call is reconciled, so it is important to complete this step as expeditiously as possible – especially at the end of a pay period. When you Checkout a Driver, you are reconciling any payments the driver received for a call as well as the Call itself.

Reconciling from the Call Screen

1. Click on the Call button at the top of the screen.

2. Click on the Find button at the bottom of the screen.

3. Enter the tow ticket number in the Tow Ticket field of the Call Screen.

4. Click on the Get button at the bottom of the screen. The specified call will appear on the Call Screen.

5. Click on the Edit button at the bottom of the screen.

6. Verify all of the Call Information including price and require information.

7. If Payments exist, click on the Payment tab and verify that the payment information is correct.
• Rcpt. Type = whoever received the payment.
• Verify the Amount, Payment Type, Check/Credit Card number, and Authorization number if applicable.
• If the name in the Received By field is incorrect, click on the down arrow to view a list of available employees. Select the correct employee from the list.
• Click the double‐arrow button to the right of the Reconciled Date field to add a date/time stamp to record Accounting’s receipt of the payment. After the Save button is clicked, TOPS will automatically fill in the Reconciled By field with the User ID of the person who filled in the Reconciled Date.
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48 8. When you’ve verified that all of the information is correct, click on Accounting Tab and click the double arrows to the right of the Reconciliation Date field.

9. Repeat steps 2 through 8 for every call that needs to be Reconciled.

Confirmation
Confirmation is Accounting’s final check that all information associated with a call is complete and accurate. Invoices will be created based on the information entered in the call.

Note: A Call cannot be confirmed until all payments associated with the call are reconciled and the call itself is reconciled.

It is very important that this step is performed conscientiously and accurately. Information associated with a call cannot be changed once that call is confirmed.

1. Click on the Call button at the top of the screen.

2. Click on the Find button at the bottom of the screen.

3. Enter the tow ticket number in the Tow Ticket field of the Call Screen.

4. Click on the Get button at the bottom of the screen. The specified call will appear on the Call Screen.

5. Verify all of the Call Information.

Caution:
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49 Note: This is your final opportunity to add or edit PO numbers, RO numbers, and all other call information.

6. Click on the Payment tab and verify that the payment information is correct. • Rcpt. Type = whoever received the payment. Click on the right side of the field to get a drop‐down list of types.
• Verify the Amount, Payment Type, Check/Credit Card number, and Authorization number if applicable.
• Double‐click in the Reconciled Date field to add a date/time stamp for when Accounting received the payment. TOPS will automatically fill in the Reconciled By field with the user id of the person that filled in the Reconciled Date.
• If the name in the Received By field is incorrect, click on the down arrow to see a list of available employees. Select the correct employee from the list.

7. Click on the Inventory tab and verify Date In, Date Out, and Disposition.

8. Click on the Accounting tab and click the double‐arrows (<<) to the right of the Confirmation Date field.

9. When you’ve verified that all of the information is correct, click on the Save button.

10. Repeat steps 1 through 9 for every tow ticket that needs to be confirmed.

Note: Revenue for a call is recorded once the call is confirmed. An end‐of‐the‐month accounting 'closing' period’ is supported by TOPS. This ‘closing period’ allows call revenue to be properly recorded in the month that the call was actually completed. This closing period is set to five calendar days by default, but can be modified to be any number between 0‐30, but should not exceed the number or calendar days in the month. In addition, this number can be modified as needed, and on a month‐to‐ month, or even day‐to‐day basis. Calls completed in one month must be confirmed by the closing day of the next month to be included as revenue for the month in which they were completed. A call that is completed in one month, but not confirmed until after the closing day of the following month, will be counted as revenue for the month in which the call is confirmed. Once a call has been confirmed, it is extracted for accounting purposes at 4:00 AM Eastern the next business day. Until the call is extracted, it can be 'Unconfirmed' to correct any errors that may have occurred. Once a call has been extracted, it cannot be unconfirmed, and is 'fixed' in the TOPS system. None of the information associated with a call can be changed in TOPS once that call has been confirmed and extracted. A report of Calls Completed but not Confirmed is available as a Management tool. 456
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50 No Charge Calls
To designate a call as a No Charge Call, click in the No Charge checkbox found on the left side of the Call Screen for the desired call. Then click the Save button at the bottom of the screen.

Note: All Pricing Items associated with a No Charge Call should be entered so that the system accurately reflects how much the call would have been had the customer been charged. Entering No Charge Calls in this manner will allow you to track via the No Charge Calls Report how much you’ve compensated a customer over a period of time. The notation [NC] will appear next to the Current Call Price for all calls designated as No Charge. Only authorized Accounting employees have permission to select the No Charge checkbox.

Searching for existing calls

1. Click on the Call button to get to the Call Screen.

2. Click on the Find button in the lower left corner of the Call Screen.

3. Filter on the appropriate information. For example, if you are looking for a specific Tow Ticket #, then enter that Tow Ticket # in the Tow Ticket field.

4. Click on the Get button in the lower left corner of the Call Screen.

Note: The Find button will turn into the Get button after it is clicked. • Search Hints
The TOPS program provides very powerful search tools. Every field on the screen is searchable. You can search on as few or as many items as you’d like. The more filter items you specify, the more specific your search becomes. The asterisk (*) is used as a wildcard.

Entering **EMPTY** (Ctrl‐E) will return all calls for which the specified field is empty.

Entering ##NOT EMPTY## (Ctrl‐N) will return all calls for which the specified field is NOT empty.

Search results are returned as a list in a new window, as shown below. 457
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51 Initially, all of the items are highlighted in blue to indicate they are selected. Clicking on the Show Selected Records button will take you back to the Call Screen with a detail of the first selected call. Use the arrow buttons at the bottom right of the screen to navigate through the records.

Navigation
> Advance to the next record
>> Advance to the end of the list
< Go back to the previous record
<< Go back to the beginning of the list
Save> Save changes to the current call and advance to the next record <Save Save changes to the current call and go back to the previous record To select one record from a list, click on the record.

To deselect items from a list, hold down the Ctrl key while you click on the items you want to remove.

To select multiple records in a list, click on the first item in the list, hold down the Shift key and click on the last item.
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52 Exporting Search Results or Reports
To export the results of a search:

1. FIND, FILTER and GET to obtain the search results you need or View the Selected Report from the Reports screen.

2. From the search results window, select the Export Selected Items button or after you click to Preview the Report, click the Export Report button (the envelope with the arrow pointing into it) on the upper left corner of your screen.

3. If you’re exporting a report, you’ll see an Export window. Select Excel 8.0 (XLS) from the drop down list and click OK.
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53 4. In the Save As or Choose Export File window that appears, choose the location to save your exported file.

5. Enter the file name in the File name: field, and click on the Save button.

Completing a Call for an Auctioned Vehicle
Note: Auctioned vehicles are those vehicles sold to public and private buyers at public or private auctions to the highest bidder.

1. From the Call Screen and find the call associated with the vehicle to be auctioned.

2. Click the Get button.

3. Click the Edit button.

4. Click the Complete Call button.

Note: If you process liens at your location, the lien process must have a status of “Lien Acquired” in order to complete the call for an auctioned vehicle.

5. On the Inventory tab, double‐click in the Date Out field.

6. Click on the arrow to the right of the first field in Inventory Release Information and select Auctioned.

7. Complete the remaining Inventory Release Information.

8. Click the Sale tab and select the appropriate customer from the drop down list.

Note: If you normally charge tax on Auctioned vehicles, but the customer you’re working with is tax‐ exempt, they should be added to the customer file and selected as the customer before you close out the call ‐ even if they pay with cash.
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54 9. Click the Sale Pricing button, and add Auction Proceeds to the Call Pricing.

10. Change the rate on the proceeds pricing item to equal the Net amount you’ll receive from the customer. If taxes apply they will be calculated automatically.

11. Click Save Changes to return to the main Call window.

12. Go back to the Sale tab, and add payment information as follows:
• Click the Add Payment button and enter the Amount, Payment Type, Check/Credit Card number, and Authorization number if applicable • Change the Received Date if necessary
• In the Received By field, click on the down arrow to select an employee from the drop‐down list
Note: The amount entered must be the amount now shown as Auction Proceeds in the Pricing information.

13. Click the Save button.

Note: All pricing items associated with the vehicle should be left on the call so that the original towing, storage, and other charges are reflected. The system will correctly distribute the revenue amounts based on the proceeds amount.

14. At this time, you may print a Receipt by clicking the Print Receipt button. If necessary, change the number of copies to be printed when the Print window appears. Have the customer sign one copy for your records.

15. You may also now look at how the system distributed the revenue for this call by clicking the Adjustments button.

Completing a Call for a Scrapped Vehicle
Note: Scrapped vehicles are those vehicles sold to buyers for minimal value based on quantity or weight. 461
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55 1. Go to the Call Screen and find the call associated with the vehicle to be scrapped.

2. Click the Get button.

3. Click the Edit button.

4. Click the Complete Call button.

Note: If you process liens at your location, the lien process must have a status of “Lien Acquired” in order to complete the call for a scrapped vehicle.

5. On the Inventory tab, double‐click in the Date Out field.

6. Click on the arrow to the right of the first field in Inventory Release Information and select Scrapped.

7. Complete the remaining Inventory Release Information.

8. Click the Sale tab and select the appropriate customer from the drop down list.

Note: If you normally charge tax on Scrapped vehicles, but the customer you’re working with is tax‐exempt, they should be added to the customer file and selected as the customer before you close out the call ‐ even if they pay with cash.

9. Click the Sale Pricing button, and add Scrap Proceeds to the Call Pricing.

10. Change the rate on the proceeds pricing item to equal the Net amount you’ll receive from the customer. If taxes apply they will be calculated automatically.

11. Click Save Changes to return to the main Call window.

12. Go back to the Sale tab, and add payment information as follows:
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56 • Click the Add Payment button and enter the Amount, Payment Type, Check/Credit Card number, and Authorization number if applicable • Change the Received Date if necessary
• In the Received By field, click on the down arrow to select an employee from the drop‐down list
Note: The amount entered must be the amount now shown as Scrap Proceeds in the Pricing information.

13. Click the Save button.

15. You may also now look at how the system distributed the revenue for this call by clicking the Adjustments button.

Completing a Call for a Sold Vehicle
Note: SOLD vehicles are those vehicles sold at a used car lot operated at the location using their automobile dealer’s license. This process should be used only when a vehicle is sold for RETAIL SALE. Please use a final disposition of AUCTIONED for vehicles sold at auction, or SCRAPPED for vehicles sold to a scrap yard.

1. Go to the Call Screen and find the call associated with the vehicle to be sold.

2. Click the Get button.

3. Click the Edit button.

4. Click the Complete Call button.

Note: If you process liens at your location, the lien process must have a status of “Lien Acquired” in order to complete the call for a sold vehicle.

5. On the Inventory tab, double‐click in the Date Out field. 463
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57 6. Click on the arrow to the right of the first field in Inventory Release Information and select Sold.

7. Complete the remaining Inventory Release Information.

8. Click the Sale tab and select the appropriate customer from the drop down list.

Note: If you normally charge tax on Sold vehicles, but the customer you’re working with is tax‐exempt, they should be added to the customer file and selected as the customer before you close out the call ‐ even if they pay with cash.

9. Click the Sale Pricing button, and add Sale Proceeds to the Call Pricing.

10. Change the rate on the proceeds pricing item to equal the Net amount you’ll receive from the customer. If taxes apply they will be calculated automatically.

11. Click Save Changes to return to the main Call window.

15. You may also now look at how the system distributed the revenue for this call by clicking the Adjustments button.

Adjustments
All completed calls will generate at least one invoice (Tow Invoice). If the vehicle or other object represented by the Call is Auctioned, Scrapped or Sold then a second invoice is generated (Sale Invoice). This second invoice has a pricing item for the sale itself (Sale Price) and may include pricing items considered as administrative fees (Sale Admin Fees).

The Receivables (A/R) from the Tow Invoice are then considered unrecoverable and will be written off. In order to accomplish this, a third invoice is generated (Adjustments Invoice).

The manner in which the system applies credits and debits for revenue reporting is detailed in the Adjustments window. Adjustment details and credit/debit rules will be tailored to each location’s needs. The following is an example adjustments window. 465
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59 Tow Invoice details are shown in the top third of the window. Sale Invoice details are in the middle, and Adjustment Details are in the bottom third.

In the above example, the $450.00 in Auction Proceeds was applied to pay the $91.00 Hookup first, the $50.00 Lien Fee second, and the remaining $309.00 was applied to the Outdoor Storage fees.

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60 Daily Accounting Process

1. Collect paperwork for the previous day’s calls.

2. Reconcile each call.

3. Confirm each call.

4. Print the Calls Completed But Not Confirmed Report to ensure you haven’t missed reviewing any calls.

5. Complete your deposit slips as follows:
Cash/Checks/Credit Card Payments recorded in TOPS
Checks and Cash Received on Account
Credit cards Received on Account
Other and Non‐A/R

6. Print the Reconciled Payments Report with the current date as the start date and end date. This report should match your cash/checks/credit card Payments recorded in TOPS deposit for that day.
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61 Reconciliation Checklist

1. Work on employees ONE AT A TIME and organize their paperwork and payments. (It usually helps to start with employees responsible for lot management.)

2. Find each call in TOPS and Edit.

3. Verify that the Invoice Number and Vehicle Information on the paperwork match the call you’re working on.

4. Verify that the selected Sub‐Company is correct (if applicable).

5. Verify that the Customer is correct.

6. Click on the Pricing ($) button and edit pricing items as necessary.

7. For Over the Counter calls, the Customer should be Cash and a Payment should be entered. If the payment is not already entered, click on the Payment tab and click the Add Payment button. Add the appropriate payment information.

8. Click on the arrows at the end of the payment row to Reconcile the Payment. You should have the payment in your hands when you do this!!

9. Click on the Accounting tab and click the double‐arrows (<<) to the right of the Reconciliation Date field.

10. Click the Save button.
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62 Confirmation Checklist

1. If applicable, verify that the correct Sub‐Company is selected.

2. Verify that the CUSTOMER is correct.

3. Verify that any Required customer information is complete.

4. Click on the Pricing ($) button and check the amounts entered – including any TAXABLE items.

5. Click on the Payment tab and verify that any payment information is entered correctly and that the person shown in the Received By field is the person that actually received the payment.

For a Cash Customer, the total amount shown on the Payment tab MUST equal the Current Call Price. If the total payments do not equal the current call price on an Account, the selected customer will either be billed for the remaining balance (for a short‐pay) or credited (for an overpayment).

6. Click on the Accounting tab and click the double‐arrows (<<) to the right of the Reconciliation Date and Confirmation Date fields. Click the Save button. 469
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63 Important Information about Call Confirmation
Information associated with a call cannot be changed in the TOPS system once that call is confirmed. If any changes to the Invoice are required, such as Bill‐To Customer changes or changes to the invoice amount, they must be made in your accounting system. These changes are requested and processed through the Accounts Receivable department.

If the Tow is to be charged to a Customer’s account, the Customer name must reflect the customer who will ultimately pay the bill. This must be verified prior to Call Confirmation.

If a Payment has been applied to the Call and Reconciled within TOPS, and the Bill‐To Customer on the invoice must be changed, the Terminal must request the Customer change through the Help Desk.

Revenue for a call is recorded once the call is confirmed. An end‐of‐the‐month accounting 'closing' period’ is supported by TOPS. This ‘closing period’ allows call revenue to be properly recorded in the month that the call was actually completed. This closing period is set to five calendar days by default, but can be modified to be any number between 0‐30, but should not exceed the number or calendar days in the month. In addition, this number can be modified as needed, and on a month‐to‐month, or even day‐to‐day basis.

Calls completed in one month must be confirmed by the closing day of the next month to be included as revenue for the month in which they were completed. A call that is completed in one month, but not confirmed until after the closing day of the following month, will be counted as revenue for the month in which the call is confirmed. Once a call has been confirmed, it is extracted for accounting purposes at 2:00 AM Eastern the next business day. Until the call is extracted, it can be 'Unconfirmed' ‐ or undone ‐ to correct any errors that may have occurred. Once a call has been extracted, it cannot be unconfirmed, and is 'fixed' in the TOPS system. None of the information associated with a call can be changed in TOPS once that call has been confirmed and extracted. A report of Calls Completed but not Confirmed is available as a Management tool. See the Reports section for details.
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64 Below are frequently asked questions that may help you resolve errors when working with TOPS. This section lists common questions that occur while working through accounting procedures.

How do I un‐reconcile a call?
The ability to un‐reconcile a call is a very high level access right. Very few users have the ability to un‐reconcile a call due to the large range of possible repercussions that un‐ reconciling a call can have on the system.

To un‐reconcile a call, you must place the call back into Dispatch mode.

1. Pull up the call on the Call screen.

2. Click on the Edit button.

3. Click on the Place Back in Dispatch Mode
button, located at the bottom right area of the
screen.

Note: If the vehicle has a lien process started, the process will have to be undone before you can continue.

Placing the call back in Dispatch mode will remove any reconciliations and the tow ticket number for the call. Make sure you write down the ticket number so you can put it back in when you re‐ complete the call.

4. Click on the Yes button that appears warning you of the tow ticket removal to save the call.

The call is now back in Dispatch mode and the reconciliation has been undone. The call will need to be re‐completed. If you need to have a call un‐reconciled and you do not have the required access, ask a manager of have them call the helpdesk to request the change.

How do I un‐confirm a call?
Assuming that you have the correct access rights to un‐confirm a call, un‐confirmation can be performed on a call during the same calendar day in which it was originally confirmed.

For example, if a call was confirmed on Monday, February 19th, then you will only be able to un‐confirm it on that day. Any time after that day or after the call information is transferred to your accounting package the call can no longer be un‐confirmed.

To un‐confirm a call:

1. Pull up the call on the call screen.

2. Click on the Accounting tab at the bottom of the screen.

3. Click on the Unconfirm button. If the Unconfirm button exists if the call has not been transferred to the accounting package.
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65 The call is now un‐confirmed. If a call has gone beyond the original date of confirmation then on one, not even the helpdesk will be able to un‐confirm it.

How do I delete a payment?
Deleting a payment is possible by a user until the point when the payment is reconciled.

After that point only the TOPS Helpdesk has the ability to remove payments, due to the effects this action will have on the system.

To delete a payment:

1. Click on the Payment tab located at the bottom of the Call Screen.

2. Click on the Edit button at the bottom of the screen.

3. Click on the small black arrow to the left of the payment you would like to delete (this will highlight that payment line)
If the payment can be deleted (certain factors such as level of access and payment status may prevent deleting the payment), the Delete Payment button will become active and available to be used.

4. Click on the Delete Payment button.

5. Click on the Save button.

The payment has now been deleted.

If for some reason you are unable to delete the payment, contact an upper level user such as an accountant or manager to have them remove the payment. If the upper level user cannot remove the payment, they can call the TOPS Helpdesk at (877) 401‐2345 M‐F 8am‐ 6pm Eastern Time to authorize removal of the payment.
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Employees
A record for each employee using TOPS is created from the Employee screen.

To enter a New Employee

1. Click the Employee button in the Main portion of TOPS.

2. Click the New button.

3. Enter employee information.

Note: The only fields you are required to enter here are the Employee Name and Type, but you’ll need to enter a Pager Email as well if you wish to page the new employee / driver through TOPS. Confirm with your mobile provider the Max number of pager characters which can be received in a single page / email. With this setting correct, pages which exceed the Max # of Pager Characters are broken into multiple pages. The remaining information is informational only.

4. Click the Save button.

Change Existing Employee Information

1. Click the Employee tab in the Maintenance portion of TOPS.

2. Click the Find button.

3. Enter filter information.

4. Click the Get button.

5. Information for the selected employee will appear on the screen.

Note: If more than one employee matches the filter information, a search results window will appear with several trucks listed. From this window, select the desired employee record then click the Show Selected Records button to get to the Employee details.

6. To change employee information, click the Edit button.

7. Edit the information as necessary.

8. Click the Save button.
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Drivers
The Driver Screen is used primarily as a setup screen for your Drivers. Driver information for your company is entered using this setup screen. In addition, this screen can be used to view Driver call productivity.

Note: Prior to adding a Driver, first add the individual as an Employee. See the Employee section for further details.

Driver Setup
There are 4 fields that are required when setting up a new driver. • Employee – Select the employee from the dropdown list • Driver Number – this is the Driver identifier and driver short code • Status ‐ Whether the driver is available (shown on the dispatch screen) or not. • Commission % 1 & 2 – If the driver is paid on Commission, these fields are used to setup the commission percentage amounts. Services are set as commissionable or not, and if set to commissionable, the 1st commission percentage is applied. If there is a need to add a 2nd commission, there is a “Second Commission Applies” check box on the call screen that is added on a call by call basis. If the 2nd commission is added, the 1st commission and the 2nd commission is added together to create the commission amount.

Note: Even though a driver commission percentage is set, commissions are only paid on commissionable items as defined at the services level.

The remaining fields are for informational. User defined fields can be labeled from the User Management Portal accessed from http://www.towxchange.net and discussed in the User Management Section of this manual.

The Contact Info section of this screen is read from the Employee record and only displayed on the driver screen. This information is not editable from this screen.

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Change Existing Driver Information

1. Click the Driver button in the Main portion of TOPS.

2. Click the Find button.

3. Select the desired driver from the drop‐down list in the Employee field.

4. Click the Get button.

5. Information for the selected driver will appear on the screen.

6. To change driver information, click the Edit button.

7. Edit the information as necessary, then click the Save button.

Enter a New Driver

1. Click the Employee button in the Main portion of TOPS and enter the new driver as an employee.

Note: The only fields you are required to enter here are the Employee Name and Type, but you’ll need to enter a Pager Email as well if you wish to page the driver through TOPS.

2. Click the Driver button in the Main portion of TOPS.

3. Click the New button.

4. Enter driver information.

5. Click the Save button.

View Productivity Information for Existing Drivers
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To view detailed productivity information:

1. Click the Driver button in the Main portion of TOPS.

2. Click the Find button.

3. Select the desired driver from the drop‐down list in the Employee field.

4. Click the Get button.

5. Change the filter information to view the desired driver information and click the refresh button.

6. Information for the selected driver will appear in the lower grid.

NOTE: When you view information for a specific driver, any calls that meet the criteria you’ve selected in the filter information are listed in the bottom portion of the screen. To view details for any of these calls, double‐click on the desired row. 477
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Trucks
The Truck Screen is used primarily as a setup screen for your trucks. Truck information for your company is entered using this setup screen. In addition, this screen can be used to view truck productivity.

Truck Setup
There are 4 fields that are required when setting up a new truck:
• Truck number – this is the truck identifier and short code • Type – What type of truck, (i.e. Light Duty, Heavy Duty) • Status – Whether the truck is available (shown on the dispatch screen) or not. • Revenue (Rev.) Type – Is this truck considered a revenue truck for your company or not.

Tracking Unit Data ‐ Though not required, The Tracking Unit Data field is used to associate a truck mounted GPS device with the TOPS GPS system. For more information, please review the Optional Features Section of this manual.

1. Click the Truck button in the Main portion of TOPS.

2. Click the Find button.

3. Select the desired filter information from the available drop‐down lists.

4. Click the Get button.

5. Information for the selected truck will appear on the screen.

Note: If more than one truck matches the filter information, a search results window will appear with several trucks listed. From this window, select the desired truck record then click the Show Selected Records button to get to the Truck details.

6. To change truck information, click the Edit button.

7. Edit the information as necessary.

8. Click the Save button.

Enter a New Truck

1. Click the Truck button in the Main portion of TOPS.

2. Click the New button.

3. Enter truck information.

4. Click the Save button.

View Productivity Information for Existing Trucks
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To view detailed productivity information:

1. Click the Truck button in the Main portion of TOPS.

2. Click the Find button.

3. Select the desired Truck from the drop‐down list.

4. Click the Get button.

5. Change the filter information to view the desired truck information and click the refresh button.

6. Information for the selected driver will appear in the lower grid..

As with all grids within TOPS, the grid window data is printable and exportable. Double clicking a call in the grid will open the call screen for the selected call.

Note: When you view information for a specific driver, any calls that meet the criteria you’ve selected in the filter information are listed in the bottom portion of the screen. To view details for any of these calls, double‐click on the desired row.
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Customers
The Customer Screen is used for managing all Customers used within the TOPS system. For new installations, existing Customer information may be imported prior to TOPS implementation.

Change Existing Customer Information

1. Click the Customer button in the Main portion of TOPS.

2. Click the Find button.

3. Enter Filter information.

4. Click the Get button.

5. Information for the customer that matches the filter information will appear.

Note: If more than one customer matches the filter information, a search results window will appear with several customers listed. From this window, select the desired customer record then click the Show Selected Records button to get to the Customer details.

6. To change customer information, click the Edit button.

7. Edit the information as necessary.

8. Click the Save button.

Enter a New Customer

1. Click the Customer button in the Main portion of TOPS.

2. Click the New button.

Note: If another customer has details similar to the new one being entered, you can click on the Duplicate button to retain many of those details.

3. Enter customer information as follows. The four fields in this section are required in order to save a new customer.
• Name: Full name of the customer as it will appear on invoices, statements, etc.

Limited to 30 characters. (Required)
• Status: Select Pending, Approved or Denied, as applicable (Required) • Short Code: An abbreviated version of the customer name – the short code will be entered in all drop‐down lists to pull up the desired customer quickly. Limited to 6 characters. (Required)
• Type: Select the appropriate customer type. (Required) • Police – for all Police customers you want to see on the Police Calls report. Facilitates tracking response times to police calls. • Account – for all customers that will be billed
• Cash – for all customers that will pay at the time of service • Auction/Scrap/Sale
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• Motor Club – for all motor clubs. If you select this customer type you must enter the appropriate Motor Club in the subsequent field. • Dealer –
• Seller – Charity – for all Charitable organizations who sell vehicles through your auction
• Seller – NonCharity – for all non‐charitable organizations who sell vehicles through you auction (i.e. consignment vehicles) Accounting Section
• Tax Exempt: Check this checkbox if the selected customer is tax exempt. You will be required to enter a Tax Certification # (next field). • Discount%: Enter any applicable discount in terms of a percentage • Default Terms: Payment Terms for the customer
• Credit Limit: Amount of credit available for the customer • Payment Reqd. (Cash): By enabling this checkbox users are required to enter payment information before they are able to close active calls. • Print Invoices and Print Statements: These checkboxes will flag invoices and statements for printing with the QuickBooks accounting interface. • Motor Club: From the drop‐down list, select the appropriate motor club.

Designating customers as motor clubs and selecting the corresponding motor club in this field facilitates revenue reporting by motor club. • Account ID: Motor Club Account Id number
• Salesperson: Select from the drop‐down list the employee responsible for maintaining the relationship with the customer.

New Call Defaults Section: Anything entered in this portion of the screen will show up in the Call screen when entering a new call for that Customer. The fields in this section mirror fields on the call screen and will auto‐populate when a new call is taken. For additional information regarding these fields, please refer to the New Call section of this manual.

Location Information Section: This section is for storing the physical address and contact information for the customer. To copy this information to the Billing Information section, click the Copy Location Information to Billing Information button.

Billing Information Section: This section is for storing the billing address and contact information for the customer. To copy this information to the Location Information section, click the Copy Location Information to Location Information button.

Miscellaneous Section
• Dealer # and Expiration: For storing a Dealer number and Dealer Expiration for the selected customer.
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• User Defined #1 and #2: These fields allow users to customize two unique fields associated with the customer record. User defined fields can be labeled from the User Management Portal accessed from
http://www.towxchange.net and discussed in the User Management Section of this manual.
• Notes: Notes associated with the customer.

Private Property Impound Section: See Private Property Impound Database in the next section.

4. After all the appropriate information is entered or modified, click the Save button.

Integrated Private Property Impound Database (PPI)
The TOPS system includes an integrated Private Property Impound system, allowing quick search capability, and one‐click call updating.

The button labeled ‘PP’, which is located on the Call screen just to the right of the Customer field, opens the PPI database search screen. From this screen, the user can find and select a person who is authorized to request a Private Property Impound tow. TOPS then transfers the requester’s data from the PPI database into the New Call screen, based on the PPI account setup.

Data Entry
• PPI customers are entered into the standard Customer screen, with a Customer Type of PPI.  Selecting the Customer Type of PPI prevents that customer name from appearing in the customer drop‐down list for non‐PPI tows.  In addition, PPI customer records are not exported into the accounting extracts like other customer data.
• Each PPI location must be entered as a unique PPI account.  The PPI account is entered in the customer name field, with the PPI location in the location address fields (required).  Enter the Parent Company information if the PPI account has a management company, and enter the names and telephone numbers of those authorized to request a tow.  The telephone number field has a required format, including area code, and the dashes are automatically populated.  If the authorized caller has an extension, enter ‘X’ and the extension number. 483
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PPI Search
• The button labeled ‘PP’, which is located on the Call screen just to the right of the Customer field, opens the PPI database search screen.  From this screen, the user can find and select a person who is authorized to request a Private Property Impound tow.  Each of the columns shown on the PPI screen is a searchable field.  The field to be searched is selected by clicking anywhere in the requested column.  To search the data, the user only needs to begin typing.  As the data is entered, the search process will find the first item in the list that matches the criteria.  The more the user types, the more accurate the search becomes.  If there are multiple exact matches for the entered criteria, the user can click the ‘Next’ button or click the F3 key, advancing the search to the next match.  Hitting the ‘Esc’ clears the window to allow new search information to be entered. • The PPI accounts can be re‐grouped as needed by dragging‐and‐dropping the headings that are located in the dark‐grey box above the PPI accounts grid.  This allows the user to re‐sort the list based on the information that is given to the user by the requesting caller.  As the groupings are changed, the PPI accounts grid automatically re‐arranges and refreshes the list according to the new groupings.
• Once the caller is found and their authority is verified, the user selects that requester by highlighting the caller’s name and clicking the ‘Select As Control Customer’ button.  TOPS then transfers the requester’s data from the PPI database into the New Call screen as the Caller, with Call Back number, and the PPI account name and address as the Location for the tow.  The PPI customer name is entered into the Call screen as the Control Customer on the Dispatch tab.  In addition, TOPS automatically selects the correct Billing customer based on the PPI account setup.
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Tow Tickets
The process for managing tow tickets involves first opening all available tow tickets for the company then assigning them to the appropriate drivers. Tow Tickets can also be sub assigned to Lot locations if the company assigns tow tickets to drivers from multiple locations. Tow Ticket management offers a one to one relationship between a driver and a call. As calls are worked and calls are assigned to drivers the system ensures the tow ticket matches with the selected driver for the call. If users try to use invalid or incorrectly assigned tow tickets, the system will not allow the user to continue without correcting the problem. This process ensures accountability throughout the process.

In summary the process for managing tow tickets is simple. • Open all tow tickets that can be assigned to drivers
• If needed, assign open tow tickets to Lot locations
• As tow tickets are given to drivers, assign individual or booklets of tow tickets to drivers • Manage tow tickets through the tow ticket screen or Tow Ticket Discrepancies report Open New Tow Tickets

1. From the Maintenance portion of TOPS, click the Tow Ticket button.

2. In the Ticket Utility portion of the Tow Ticket screen (right hand side), click the radio button to the left of the Open selection.

3. In the Starting Ticket field, enter the number of the first tow ticket to be open.

4. In the # of Tickets to Modify field, enter how many tickets you need to open.

Note: This is limited to 10,000 tickets at a time.

5. Click the Open Tickets button.

Note: The message bar at the bottom of the window will indicate whether the attempt to open tickets was successful.
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Assign tow tickets to a driver (or Lot)

1. From the Maintenance portion of TOPS, click the Tow Ticket button.

2. In the Ticket Utility portion of the Tow Ticket screen (right hand side), click the radio button to the left of the Driver Assignment selection.

3. In the Driver field that appears to the right of the Driver Assignment selection, click the down arrow and select the appropriate driver from the list.

4. In the Starting Ticket field, enter the number of the first tow ticket to be assigned.

5. In the # of Tickets to Modify field, enter how many tickets you need to assign.

6. Click the Assign Driver button.

Note: The message bar at the bottom of the window will indicate whether the attempt to assign tickets was successful.

Follow the same process for assigning tow tickets to a Lot.

Search for used / open tickets

1. From the Tow Ticket screen, click the Find button in the lower left hand corner.

2. In the Tow Ticket portion of the (left hand side), enter the tow ticket number in the Ticket Number field.

3. Click the Get button in the lower left hand corner.

4. All existing information for the specified tow ticket will be displayed.

Change existing tow ticket information

1. From the Tow Ticket screen, click the Find button in the lower left hand corner.

2. In the Tow Ticket portion of the (left hand side), enter the tow ticket number in the Ticket Number field.

3. Click the Get button in the lower left hand corner.

4. All existing information for the specified tow ticket will be displayed.

5. Click the Edit button.

6. Edit the tow ticket information as required.

7. Click the Save button.

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Lot/Inventory Information
The Inventory screen is used primarily for setting up your Inventory storage lots and for viewing your current inventory. To navigate to the Inventory screen, click on the Inventory tab at the top of the screen. Setting up a new lot requires the user to enter:
• Lot Name (Required)
• Lot Type ( Indoor, Outdoor or Non‐revenue) (Required) • Lot Short Code (Required)
Though not required to save a new lot, the Lot address is used is used for reporting and should be entered.

Note: If using address verification in support of call location / destination mapping with BudgetGPS, click the @ symbol to the right of the Lat/Long fields to properly format your lot address and to obtain a Lat/Long coordinate for your lot. If the Lat/Long coordinate is saved on the Inventory Lot record, this information is used creating and mapping a new call.

If the Lot is also used as an Auction location or if the Auction location uses a different address, the Auction address should be entered. This address is used on reports and documents.
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To view inventory information:

1. Click on the Inventory button at the top of the screen.

2. Click on the Find button.

3. Enter the Filter information.

4. Click on the Get button.

5. If you entered the name or short code of a lot, the search results will include all vehicles currently on that lot (see figure below).

6. To view or change the details for any of the records shown above, select the row then click on the Edit Selected Call button. (Double‐clicking on the call will also bring it up on the Call Screen in Edit mode.) Upon saving the call on the call screen you are returned to the Inventory Screen.

7. You can also Print the Selected Items or Export the Selected Items to an Excel spreadsheet.
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82 Services and Pricing
A pricing item on a call in the TOPS software is made up two things: a service, and the price that is associated with that service.

Services
A service is the unique and detailed item of work that you provide to your customer. Some examples of services are light‐duty hook, mileage, winching, labor, environmental cleanup, storage, etc… Although the overall work request may be to tow a vehicle, the individual work items that make up that request, such as hook, mileage and winching, are all services.

Each service that you provide to your customer is also set up in TOPS as a service, so that call and invoice information can be detailed exactly for the work that is provided, as well as to allow for customer‐specific pricing for those items.

TOPS also allows for specific services to be automatically added ‘by default’ to calls, based on many different criteria. This ‘service default’ behavior can be based on something very simple, or be based on a complex set of things happening.

A simple example of a ‘service default’ is when an impounded vehicle is brought to a lot, the Storage service is automatically added to the charges on the call. A more complex example of a ‘service default’ is when ‘ABC Trucking’ is selected as the Customer, ‘Maintenance & Service’ is selected as the Tow Type, and ‘Dead Battery’ is selected as the Reason, that the ‘Jumpstart’ service is automatically added to a call.

Having unique services allows for a flexible structure for your General Ledger (GL), as each service has its own GL account number and these can be separated or grouped in whatever way you choose.

Note: Because of the potential impact on accounting and reports, services are typically set up and modified in TOPS by the support staff at towXchange.

Pricing
There are two basic types of pricing behavior in TOPS – default pricing and customer‐ specific pricing. Default pricing is pricing that is common across customer accounts.

Customer‐specific pricing is pricing that is unique to that customer. When a pricing item is added to a call, TOPS sets the price to the default, unless there is customer‐specific pricing set up for that customer.

More specifically, when a service is added to a call in TOPS, either automatically or manually, TOPS checks to see what price it should assign to the service. The system checks to see if there is any customer‐specific pricing set up for that customer, for that service. If there is, TOPS uses that price. If not, TOPS finds the ‘standard’ or default price for that service and uses that price.
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83 Note: A service will not be available to be added to a call when there is no customer‐specific or default price for that particular service, customer and tow type combination. If a service would normally be automatically added to a call but there is no default or customer‐specific pricing, the service will not be automatically added.

Entering a New Pricing Item
It is important to understand the relationship between a pricing item and how revenue is reported prior to adding the pricing item. If you are unsure of this relationship, DO NOT make any changes without first calling the towXchange help desk. Any changes you make will affect your revenue reporting.

Note: The applicable Service must exist prior to assigning any pricing items to that service.

Click the Pricing button in the Maintenance portion of TOPS to open the Pricing screen.

Click the New button.

1. Select the appropriate service to which you wish to add a price by selecting:
• Service Category ‐ Select the applicable Service Category from the drop‐down list. • Tow Class ‐ Select the applicable Tow Class from the drop‐down list. 490
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84 Note: The Description, Pricing Type, Pricing Units and the Lien Service and Qty Calculated checkboxes will be automatically populated based on the Service Category and Tow Class selected.

Note: If another pricing item has details similar to the new one being entered, you can click on the Duplicate button to retain many of those details. (See Duplicating Pricing addressed in a later section.)

2. Enter pricing item details as follows:
• Sub‐Company (If Applicable):  Select the Company that the new pricing item applies to. If you leave this field blank, the new pricing item will apply to all companies. (Only visible if a Sub‐Company exist)
• Customer:  Select the Customer that the new pricing item applies to. If you leave this field blank, the new pricing item will be the default and will apply to all customers who do not have a customer‐specific pricing item set up for the service specified. 491
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85 • Tow Type:  Select the applicable tow type from the drop‐down list if this pricing item is specific to a particular tow type. If you leave this field blank, the new pricing item will be available for all tow types.

Note: The tow type MUST be appropriate for the tow class of the service specified. (i.e. LDF tow type for a Light Duty tow class)
• Rates Overridable:  Checking this box gives anyone with permission to modify pricing the ability to override this pricing item from within a call.  Leaving this checkbox unchecked prevents users from modifying this pricing item without advanced pricing change security rights.
• Minimum Quantity:  Enter the minimum quantity (i.e. one hour of labor) of this service.
• Maximum Quantity:  Enter the maximum quantity of this service. • Compounded Pricing:  Checking this box changes how the system uses the Initial Pricing, Secondary Pricing, and Tertiary Pricing settings. (See explanation below.) Enter the necessary values for each of the Initial, Secondary and Tertiary pricing (if applicable).
• Flat Rate?:  Check this checkbox if the service is priced at a flat rate. • Quantity:  Enter the quantity you want priced at the rate listed below. • Rate ($):  Enter the rate of the above‐mentioned quantity. • Units:  Select the appropriate units for this pricing item.  Available Pricing units are:
Hourly
Km (Kilometers)
Mile
Days (Calendar Days)
Charge (Generic Unit Type)
Storage Hours
24Hr Days
Storage Days (1/2 Days)
Bid (Winning Auction Bid Amount)
Minutes

3. After all of the necessary values for the Initial, Secondary and Tertiary Pricing have been added, click the Save button.
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86 Duplicating an Existing Pricing Item
It is important to understand the relationship between a pricing item and how revenue is reported prior to adding the pricing item. If you are unsure of this relationship, DO NOT make any changes without first calling the towXchange help desk. Any changes you make will affect your revenue reporting.

Click the Pricing button in the Maintenance portion of TOPS to open the Pricing screen.

To find the existing pricing item to be duplicated, click on the Find button. Search by selecting either the Service information, or the Pricing information at the top of the Pricing screen.

Service Section
Service Category: Select the applicable Service Category from the drop‐down list.

Tow Class: Select the applicable Tow Class from the drop‐down list.

Enter the Description.

Enter the Pricing Type
Pricing Section:

Customer: Select the appropriate Customer from the drop‐down list.

Tow Type: Select the appropriate Tow Type from the drop‐down list.

Once the desired search information has been determined, click the Get button.

Click the Duplicate button. Select the Customer to duplicate the pricing item to. If the new pricing item is an exact duplicate of the original pricing item, click the Save button. If the new pricing item has any differences from the original, modify the pricing item details as follows:
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87 Sub‐Company (If Applicable): Select the Company that the new pricing item applies to. If you leave this field blank, the new pricing item will apply to all companies.

Customer: Select the Customer that the new pricing item applies to. If you leave this field blank, the new pricing item will be the default and will apply to all customers who do not have a customer‐specific pricing item set up for the service specified.

Tow Type: Select the applicable tow type from the drop‐down list if this pricing item is specific to a particular tow type. If you leave this field blank, the new pricing item will be available for all tow types.

Note: The tow type MUST be appropriate for the tow class of the service specified. (i.e. LDF tow type for a Light Duty tow class)
Rates Overridable: Checking this box gives anyone with permission to modify pricing the ability to override this pricing item from within a call. Leaving this checkbox unchecked prevents users from modifying this pricing item without advanced pricing change security rights.

Minimum Quantity: Enter the minimum quantity (i.e. one hour of labor) of this service.

Maximum Quantity: Enter the maximum quantity of this service.

Compounded Pricing: Checking this box changes how the system uses the Initial Pricing, Secondary Pricing, and Tertiary Pricing settings. (See explanation below.) Enter the necessary values for each of the Initial, Secondary and Tertiary pricing (if applicable.)
Flat Rate?: Check this checkbox if the service is priced at a flat rate.

Quantity: Enter the quantity you want priced at the rate listed below. 494
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88 Rate ($): Enter the rate of the above‐mentioned quantity.

Units: Select the appropriate units for this pricing item. Available Pricing units are:
• Hourly
• Km (Kilometers)
• Mile
• Days (Calendar Days)
• Charge (Generic Unit Type)
• Storage Hours
• 24Hr Days
• Storage Days (1/2 Days)
• Bid (Winning Auction Bid Amount)
• Minutes
After all of the necessary values for the Initial, Secondary and Tertiary Pricing have been added,
Click the Save button.
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89 Duplicating an Existing Customer’s Complete Pricing Structure It is important to understand the relationship between a pricing item and how revenue is reported prior to adding the pricing item. If you are unsure of this relationship, DO NOT make any changes without first calling the towXchange help desk. Any changes you make will affect your revenue reporting.

Click the Pricing button in the Maintenance portion of TOPS to open the Pricing screen.

To find the existing pricing structure to be duplicated, click on the Find button. Search by selecting the customer to be copied at the top of the Pricing screen. Click the Get button.

Select the customer to be copied to from the drop‐down list at the bottom of the pricing screen.

Click on the ‘Copy All Pricing Items from Selected Customer to’ button. All of the pricing will be copied from the original customer to the selected customer.

Note: If your setup includes a Sub‐Company, you can also copy pricing based on the Company/Customer combination by clicking the Copy All Pricing Items from Selected Customer/Company Combination to button.
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90 Compounded Pricing
The Compounded Pricing checkbox changes the way TOPS handles the Initial, Secondary and Tertiary Pricing. When the Compounded Pricing checkbox is checked, TOPS ‘compounds’ the pricing items as the number of units increase. When the Compounded Pricing checkbox is not checked, TOPS moves from initial to secondary to tertiary as the number of units increase.

A good example of this behavior is with mileage charges.

Mileage
Initial quantity = 5
Rate = 0
Miles
Secondary quantity = 20
Rate = $2
Miles
Tertiary
Rate = $3
When the Compounded Pricing checkbox is checked, the total price of a mileage charge for 30 miles would be:
(5 miles free) + (6‐20 Miles @ $2 per mile) + (>20 miles @ $3 per mile) 5 * $0 = $0
15 * $2 = $30
10 * $3 = $30
Total = $60
An example of Non‐Compounded Mileage pricing could have the same initial and secondary unit price, but with a different tertiary price altogether. 497
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91 Mileage
Initial quantity = 5
Rate = 0
Miles
Secondary quantity = 20
Rate = $2
Miles
Tertiary
Flat Rate Checked
Rate = $150
No Units
When the compounded Pricing checkbox is NOT checked, and using the change shown above the total price of a mileage charge for 30 miles would be:

The total of 30 miles exceeds the initial number of miles of 5, so move to the secondary rate. The total of 30 miles exceeds the secondary number of units of 20, so the tertiary rate applies. Since the tertiary rate is a flat rate of $150, the mileage charge is $150.

The ‘Non‐Compounded Pricing’ checkbox is most often used for mileage charges, and for storage charges.
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92 Lien Processing
The TOPS Lien Processing System provides a powerful tool to manage and acquire liens on stored vehicles The TOPS Lien Processing Module is extremely flexible, and is designed to work with all state and municipality’s particular lien requirements.

Processing a lien on a vehicle often requires a number of things to happen. These things usually happen at a particular time, or after a certain number of days have elapsed, or because some other event happened. These represent milestones in the overall lien process. The TOPS Lien Processing System is made up of these milestones, which in TOPS are called Lien Steps. These lien steps can be scheduled to begin after a certain number of days have elapsed, either after the vehicle was brought into inventory (impounded) or after the previous step was completed.

These Milestones, or Lien Steps, often require something to happen or for something to be processed. These processes are known in the TOPS Lien Processing Module as Lien Tasks.

These lien tasks can be nearly anything. Things like requesting ownership information from the state DMV, sending a letter to an owner, a 30‐day waiting period, or setting the planned auction date are all examples of lien tasks.

Once these lien steps and their tasks are in place, the clerk(s) responsible for lien processing are no longer required to know or learn all the nuances of your particular lien process or processes. The TOPS Lien Processing Module will take care of some, and in many cases all, of the requirements of timing and processing of liens, allowing your clerks to process liens without requiring extensive and expensive knowledge and training.

The TOPS Lien Processing System processes liens on vehicles using what we call ‘Batch’ processing, where all vehicles that are in the same step are processed at the same time.

Once the vehicle has a lien process started, it enters the first lien step. As each step is processed and completed, the vehicle is then moved into the next step. Each vehicle is moved through all of the appropriate steps until the last step is complete. Once the last step is complete, you have met all of the requirements to acquire a lien on the vehicle.

Note: Lien steps and tasks are specific to your location, therefore specific training on each lien step and task is outside of the scope of this manual.
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93 Batch Processing
Lien processing in TOPS is simple, and very effective. During the Lien Setup Interview process, your particular state’s or municipality’s lien steps are set up based on theirs and your requirements and expectations. The TOPS Lien Processing screen is known as the Batch Lien Processing screen.

The Batch screen is divided into three main sections. The top section is the Lien Step section, which lists all of the steps that make up the lien process. The middle section is the Active Step Calls section, which displays all of the calls that are in the particular step that is selected in the Lien Steps section above. The bottom section is the Search section.

Note: Liens can be processed in TOPS on an individual call basis as well. This is done from the individual call screen, and will be addressed in a later section.
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94 The Search section is where the lien processing begins. Each vehicle is brought into the TOPS Lien Processing Module by ‘starting’ the lien process on the vehicle. This lien start can be thought of as ‘starting the stopwatch’ on the lien process for that vehicle. Click on the Find Calls that are Ready for Lien Process button.

Clicking on this button will identify all calls that are in inventory that do not have a lien process started on them.

Note: If your company’s lien setup has multiple lien processes, you will be required to select from the available lien processes.

Once the calls have been identified, click on the Start Lien for Selected Calls button.

Note: You can de‐select any call form the selected calls grid by holding down the ‘Ctrl’ key on the keyboard and clicking on the desired call.

Selecting the Start Lien for Selected Calls button will open the lien process for all of the selected calls, and move them into the first Lien Step.

Note: Keep in mind that if a lien step has a ‘number of days’ activation requirement, the calls that were just moved into the step may not appear. They will only appear in the grid once the activation requirement for that step has been satisfied.

Make sure that the first lien step is selected in the top section. The Active Step Calls grid – the middle section ‐ will display calls that are ready to have that step processed. Click on the Process Task(s) for Sel. Calls button.
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95 The TOPS Lien Processing Module will perform the tasks associated with the step for each call in the grid, one at a time. When the processing is finished, the user will be asked “Do You Want to Complete the Step for the Selected Calls?” If processing the tasks was successful, click on the Yes button. If for some reason the process was not successful, the user can always answer No. Once each vehicle is finished in that particular step, they are then moved on into the next step.

For example: All vehicles that are ready to have the first letter mailed, will get a first letter, two copies of mailing labels, and then they are moved along in the process to wait on the next step.

The user then moves on to the next step, by clicking on the second step in the grid of Lien Steps. Once again, the grid of Active Step Calls updates with calls that are ready to have that step processed. Click on the ‘Process Task(s) for Sel. Calls’ button.

Continue this process of selecting the next step, and processing the tasks in that step for all steps and all calls, until the final step has been processed. Once the final step has been processed, the lien processing within the system is complete for that day. 502
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96 Individual Call Processing
Liens can be processed in TOPS on an individual call basis. This is done from the individual call screen. To process lien on an individual call, find the call that you wish to process a lien or lien step on. To start a lien on an individual call, click on the Edit button. Click on the Start Lien Process button in the Change Status section on the lower‐right portion of the call screen.

This will open the Lien Details processing screen.

The Lien Details screen is divided into four sections. The top section, or Lien Process section, displays:
• the current process
• the call’s current lien status
• when the lien was opened on the call
• the date the lien was closed on the call
• two user‐defined fields
• a notes field
• the lien price
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97 The second section, or ‘Steps’ section, displays:
• the steps that make up the lien process
• a description of the step
• the step notes
• the authorization date (if any)
• the step’s status
• whether or not the step is required
• the date the step was opened
• the activation date (if any)
• the date closed
• the user ID of the person closing the step
• the ‘Step Hold’ section
• a ‘Process Step’ button that allows the user to process the tasks that make up the step.

The third section, or the ‘Owners’ section, displays:
• the owner type
• the owner name
• the owner’s address, city, state and zip
The bottom section, or ‘Letters’ section, is a grid of the detail for all letters sent to all owners for this call. The detail consists of:
• the owner name
• the task that created the letter
• the date the letter was sent
• the certification number (if any)
• the return receipt date
• notes
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98 To process a lien step on an individual call, click on the ‘Process Step’ button at the bottom of the ‘Steps’ section.

This will open the Process Step window, which displays all of the available tasks associated with that lien step. To process a task, select the task to process and click on the Process Selected Task button at the bottom of the window.

To complete the current lien step and move the call into the next, click on the Complete the Step button at the bottom of the window. You will be asked to confirm the process. 505
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99 Once a lien task is processed that results in a letter being printed, the letter is displayed in the Letters section at the bottom of the ‘Lien Details’ screen.

Note: This functionality can also be used to re‐process or re‐print a lien letter. If a new letter with a new mail date is required, the call must be in Edit mode. Processing a lien letter task while the call is in edit mode results in the letter being displayed in the Letters grid at the bottom of the Lien Details screen. If only a re‐print is required, do not put the call into edit mode. 506
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Clicking Apply Changes at the bottom of the Lien Details window will close the Lien Details screen and add a Lien tab to the call screen.

This is the lien information summary tab which, if you have the required security access, allows you to view and edit the lien information on the call. Click on the Lien Details button on the lien tab to open the lien details for the call.
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Auction Overview
The TOPS Auction module is designed as a live, real‐time auction system for auctioning lien sale, wholesale, consignment, donation and purchased vehicles. An auction is merely a place and time designated for a sale, vehicles to sell, and bidders to bid on them. The TOPS auction Module brings these items together in an easy to manage format. The TOPS auction Module can calculate deficiencies and overages based on the unique requirements of your state and/or municipality. The TOPS auction system also utilizes technologies such as driver’s license swipe devices for creating new bidders and finding previously‐entered bidders, and bar code scanners for lining up the auction.

Creating a New Auction
Access the TOPS Auction module by clicking on the Sale tab, located at the top right of the TOPS screen. Once in the Sale section of TOPS, click on the Auction Tab.

Click on the New button located at the bottom left area of the TOPS screen.

If the New button is grayed out, you may are already in New mode. Confirm that you are in New mode by the yellow background in the Date field. If the date field is not highlighted yellow, you may not have access to create new auctions. Consult your manager for this security access.

Enter the Date of the new auction in the Date field at the top left area of the screen. Click the Save button. You have now created your new auction. 508
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Adding Auction Items
To add items to sell at the auction, click on the Add Item(s) button in the left side of the middle portion of the auction screen.

This will bring up the Add Auction Item(s) window.

There are two general ways to add a vehicle to an auction – the Call Details method, and the Planned Auction Date method.

Call Details Method
To add a vehicle to the auction using the Call Details method, you must either enter the call number or the tow ticket number into the add items grid. Once the number has been entered, click on the Get Call Details for Items button at the bottom of the add auction items window. This will add vehicle information pulled from the TOPS call screen, such as year, make, model, and auction item type, if it can be established. 509
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Enter the auction item number in the left column for each vehicle in the auction. If the auction item type cannot be established from information within TOPS, you must select an auction item type from the drop‐down list.

Available auction item types are:
• Lien Sale
• Wholesale
• Retail
• Dismantler
• Forfeiture
• Title
Click on the ‘Add Item(s)’ button and the vehicles will be added to the current auction.

Planned Auction Date Method
If you have previously entered a Planned Auction Date for vehicles in inventory, you can add auction items in mass by entering the planned auction date in the Get Calls with Planned Auction Date of field at the top of the add auction items window.

After you have entered the planned auction date, click on the Get Calls with Planned Auction Date of button. This will bring in all of the items that have a planned auction date set in the Inventory tab on the call screen that match the date you entered, and that are still in inventory along with the auction item type, if it can be established. 510
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Enter the auction item number into the Item # field for each auction item, and if the auction item type cannot be determined by the system, you must select an auction item type from the drop‐down list.

Available auction item types are:
• Lien Sale
• Wholesale
• Retail
• Dismantler
• Forfeiture
• Title
Click on the Add Item(s) button and the vehicles will be added to the current auction.

Adding Bidders to an Auction
Adding a bidder to an auction can be thought of as a two‐step process. First, the bidder must exist in the TOPS system, and then must be added to the current auction. If the bidder has already been created in the TOPS system, the bidder can be found using a quick search function in the Add Bidder To Auction window. If the bidder does not already exist and needs to be added to the TOPS system, the TOPS auction system combines creating a new bidder and adding that bidder to the current auction into a single process, making adding a bidder easier.

Note: If your state DMV utilizes magnetic strip technology for your driver’s licenses, the TOPS system can use a driver’s license swipe device to significantly aid in creating and adding bidders to auctions.

Consult the TOPS support team to see how this simple technology can be a significant benefit to your company.

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mailings based on what or when they buy, you can create a specific auction customer just for them in the TOPS system. If a bidder will purchase auction cars on account, they must be associated with a specific account customer.

Create a New Bidder
Click on the Create New Bidder button at the bottom of the auction screen, or click on the ‘Bidder’ button at the top of the TOPS screen.

There are a minimum of three fields that must be completed to create a new bidder. Enter the:
• Customer
• Last Name
• First Name
Additional bidder information fields are:
• Middle Initial
• Drivers License #
• Drivers License State
• Default Bidder # (also know as permanent bidder number) • Notes
• Address Information
• Phone Numbers
• Fax Number
• Email Address
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If you require additional information on your bidders, you may enter it now, or return at a later time and update the bidder information.

Note: Adding bidders to a current auction uses a sophisticated search screen in TOPS, which searches real‐ time on information in the bidder records. These field‐level searches can be combined to make the search more effective. Keep this in mind when choosing which fields to include when adding new bidders to TOPS. Searchable bidder fields are:
• Last Name
• First Name
• Middle Initial
• Drivers License Number
• Drivers License State
• Customer Name
• Default Bidder #
Once the required information has been entered into the new bidder screen, click on the Save and Add to Current Auction button at the bottom of the bidder screen. 513
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Create a New Bidder Using a DL Swipe Device
Click on the Create New Bidder button at the bottom of the auction screen, or click on the Bidder button at the top of the TOPS screen.

Click on the ‘Swipe License’ button near the top of the screen. This will open the Swipe License window.

Swipe the bidder’s drivers license using the swipe device. The information will be read into the input section of the window. Click the OK button to transfer the DL information into the TOPS Bidder screen. Select the Customer that will be associated with the new bidder.

Additional bidder information fields are:
• Default Bidder # (also know as permanent bidder number) • Notes
• Phone Numbers
• Fax Number
• Email Address
If you require additional information on your bidders, you may enter it now, or return at a later time and update the bidder information.

Once the required information has been entered into the new bidder screen, click on the Save and Add to Current Auction button at the bottom of the bidder screen.

Find and Add an Existing Bidder To The Current Auction
Find Using the Manual Search
Find the current auction based on the Auction Date. Click on the Add Bidder to Auction button located at the bottom left corner of the Auction screen.

This will display the Add Bidder window, which lists your previously entered auction bidders. Each of the white fields at the top of the screen is a search field. 514
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These search fields use the Windows auto‐search function and searches real‐time as you type. These search fields can be used in combination with each other to further refine your search. Select a bidder by using the search function, or by clicking on his/her name. Enter the Bidder Number and Deposit amount fields (if applicable) at the bottom of the window.

If there is no deposit, enter 0 in the field.

Note: If your company has a default deposit amount for bidders ‐ even if that amount is zero – it should be entered into the ‘TOPS Company Settings’ within your ‘My Account’ page on the towXchange website. Default amounts can be overridden when the bidder is added to the auction.

Click on the Add Selected Bidder to Auction button. The bidder is added to your auction.

Repeat the above process for each bidder.
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Find Using the DL Swipe‐Based Automated Search
Click on the Create New Bidder button at the bottom of the auction screen, or click on the Bidder button at the top of the TOPS screen.

Click on the ‘Swipe License’ button near the top of the screen. This will open the Swipe License window.
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Swipe the bidder’s drivers license using the swipe device. The information will be read into the input section of the window. Click the ‘OK’ button to transfer the DL information into the TOPS Bidder screen. TOPS will find the bidder if he or she already exists, or will create a new bidder if he or she does not exist.

Note: If your company has a default deposit amount for bidders ‐ even if that amount is zero – it should be entered into the TOPS Company Settings within your ‘My Account’ page on the towXchange website.

Default amounts can be overridden when the bidder is added to the auction.

Click on the Save and Add to Current Auction button. Enter the Bidder Number and Deposit amount fields (if applicable) at the bottom of the window. If there is no deposit, enter 0 in the field. The bidder is added to your auction. Repeat the above process for each bidder.

Selling Vehicles at Auction
Now that you have created an auction, added your auction Items and added auction bidders to it, you can begin the auction process. The Auction process consists of entering winning bids for items, and checking out the winning bidders.

Entering Winning Bids
Click on the Enter Winning Bids button.
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Clicking the Enter Winning Bids button will open the Add Winning Bids screen.

Enter the required information for each winning bid.

The required fields are:
• The Item #
• The winning Bidder #
• The winning Bid Amount
• The Point‐Of‐Sale Deposit amount, if applicable.

Note: If no Point‐Of‐Sale deposit is required, or if the bidder was required to make an initial Deposit, then leave the Deposit field blank.

Enter each the required fields listed above, and press the Tab key to move to the next field.

Repeat these data entry steps, until all of the desired winning bids have been entered.

Press the Enter key or click the Save Bids button in the Add Winning Bids window to submit the winning bids.

Note: This step can be done on an item‐by‐item basis, or you can enter as many winning bids as you choose.

Your winning bids will now be applied to the auction items. The auction item will change color to Green once the item has received a winning bid amount. 518
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Once winning bids have been entered you can check out the bidder(s).

Bidder Checkout
Bidder checkout is the process of receiving payments from bidders for vehicles bought at auction. In addition, the bidder checkout allows you to print sales receipts, lien documents, and any Point‐Of‐Sale documents that your company or your municipality requires.

Checking Out a Bidder
Select a bidder by clicking on his/her name in the bidder list at the bottom of the screen.

Click on the Bidder Checkout button located at the bottom of the screen. This will bring up the Bidder checkout window.
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Note: Any deposits that the bidder has paid will be displayed in the Deposits section of the window. These deposits can be applied towards the required auction payment by selecting the deposit and clicking on the ‘Apply as Payment’ button, or they can be returned to the bidder by selecting the deposit and clicking on the Return Deposit(s) button.

All of the Auction items where the selected bidder has the winning bid – regardless of the auction – will be displayed in the checkout window, and they are all selected by default.

You may specify certain items by selecting them individually. Click on each one, while holding down the Ctrl key on your keyboard to select the items you wish to close out.

Note: TOPS assumes that the winning bidder is also the buyer of the auction item.  The winning bidder of an auction item is not always necessarily the buyer of the item.  If the buyer is different from the bidder, you may specify the buyer’s information in the Auction Item section.  Scroll to the right to enter the actual buyer’s information.
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Available fields are:
• Buyer Name
• Address #1
• Address #2
• City
• State
• Zip
• Phone Number
• Drivers License Number
• Driver’s License State
Click on the Add Payment button.  Enter the payment information for the payment received.  Required fields are:
• Payment Amount
• Payment Type
• Received Date
• Received By
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Additional information fields that may be required for your operation are:
• Credit Card Type
• Credit Card or Check Number
• Cardholder Name
• Expiration Date
• Authorization Number
Consult your operations management for the information that is required.  You may enter as many payments as you require, of any payment type.  Once you have entered all of the bidder’s payments, click on the Proceed with Bidder Checkout button.  This will begin the automated process of applying the payments, and releasing the selected vehicles from Inventory in the TOPS system.  In addition, the TOPS auction system enters the buyer information in the Released‐To record in the call.  Once this process finishes, you will be given the opportunity to print out your auction, lien or sale documents.

Print these documents as needed.
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The auction item will change color to Yellow once the item has received payment in full.

Bid Defaults
If an auction bidder defaults on his or her bid, you may clear the winning bid for that item.

Select the auction item, and click on the Clear Winning Bid button near the middle of the Auction screen. TOPS will ask if the bidder defaulted on his or her winning bid. Answer Yes to this question. The bidder’s record will now include that he or she defaulted on a winning bid. This information can be valuable to your company to know whether to allow the bidder to participate in future auctions, or whether to require a deposit.

Forfeited Deposits
If the bidder has defaulted on a winning bid, you can choose to require the bidder to forfeit his or her deposit. To forfeit a bidder’s deposit, click on the Bidder screen in the Sale section of TOPS. Find the bidder using the TOPS find process. Click and highlight the deposit in the lower section of the bidder screen.
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Click on the ‘Forfeit Deposit’ button at the bottom of the bidder screen. The forfeited deposit amount will now be included in the bidder information. This information can be valuable to your company to know whether to allow the bidder to participate in future auctions, or whether to require a premium amount for a deposit. 524
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User Settings
Located near the bottom right of the TOPS screen, the Settings button opens a user screen where several Location Default settings can be adjusted on a per user basis in order to customize the specific users TOPS experience.

Upon clicking the Settings button, the following screen opens:

Maximum # of Records to show during Find: This value is used to define the number of records that are returned during a Find / Get search from screens that support a Find / Get search. The Location Default of 255 records is the maximum value available. The User can override the location default value by entering a value between 1 and 255.

Refresh the Dispatch Screen every: This value is used to define how often the TOPS program will refresh the Dispatch screen data. This value is defined in the number of seconds between the last refresh and next refresh of the dispatch screen. The user can override the Location Default by selecting 0 seconds or a value >= 30 seconds. If a user sets this value to 0, the Dispatch screen will NOT refresh. To refresh the dispatch screen, the user would click the manual refresh button on the left center of the Dispatch screen. As an example, a setting of 120 would refresh the dispatch screen every 120 seconds or every 2 minutes.

Show Appointment Calls when within: This value is used to define the numbers of minutes prior to an assigned appointment time when a call with a specified appointment will show as an unassigned call on the dispatch screen. The appointment time is entered on the call screen in the Appointment field and defined in Date Time format (3/1/07 08:00 AM). Using this example, if the user override is set to 60, the call or calls with an appointment time of 3/1/07 08:00 AM will populate on the dispatch screen as an unassigned call at 3/1/07 07:00 AM. Calls with Appointments have the “Appointment or ETA” column highlighted using a 525
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specified color coding given the following rules on the dispatch screen. The color coding is broken into 1/3’s based on the time value entered on the Settings page. Using 60 as an example, the “Appointment or ETA” column would highlight as follows:

When an Appointment call is within:
41‐ 60 minutes = Grey
21 ‐ 40 minutes = Green
0 ‐ 20 minutes = Yellow
Past Time = Red
Start Highlighting ETA when within: This value is used to define the number of minutes prior to an assigned ETA time when a call with an assigned ETA will highlight the “Appointment or ETA” column on the Dispatch screen using the color code referenced below. From the Call screen users are only allowed to enter an Appointment time or an ETA. The ETA is either entered as the number of minutes from NOW or as a Date Time. If entered as number of minutes (like 60) the call screen will calculate the current time (NOW) and add 60 minutes. The user can also enter the ETA as a Date Time value. As with Appointment call color coding, the color coding is broken down into 1/3’s based on user settings. If the user defines this value as 60, The “Appointment or ETA” column will highlight with the color coding based on these time values.

When an ETA is within:
41‐ 60 minutes = Grey
21 ‐ 40 minutes = Green
0 ‐ 20 minutes = Yellow
Past Time = Red
Dispatch Screen Dump Directory: The Dispatch Screen has a “Screen Shot” button located mid‐screen just above the unassigned calls section to allow the user to create a web page (.html) view of the dispatch screen.

This is a static view of the dispatch screen which is typically used during system maintenance times or if the user needs to make a “point in time” snapshot of the dispatch screen. The Dispatch Screen Dump Directory defines the location on your computer where TOPS will copy the .html file. A typical location would be the C drive of your local computer.

This is defined by typing C:\ in the field. If the user wanted to copy this screen shot to a “temp” directory located on the C drive the user would type C:\temp in the field.

Reset Dispatch Screen Settings to Default: This button is used to reset your dispatch screen to its default initial TOPS setup. This is button is handy if you have modified your dispatch screen to satisfy a specific requirement and want to set it back to default. The Dispatch 526
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screen offers many users settings, filters, etc. and this button will allow the user to reset back to the original setting.

The Settings page also houses several logging and debug check boxes. These setting should be left unchecked unless otherwise instructed by towXchange. The APP and Location fields at the bottom of the screen are not editable and serve only as an information tool for towXchange.
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TOPS Company Settings
The TOPS Company settings portal contains general TOPS company setup information. The settings within this area are considered one‐time setup items which are generally set prior to starting your TOPS system. The TOPS Company Settings interface is accessible from the My Account section on www.towxchange.net. These settings are only editable by users with the appropriate access rights to edit location settings.

Closing Day of Month
This value is used to define the end of your accounting period for the prior month. Setting this date, which is adjustable between 1 and 30, will define the revenue date associated with calls completed in the prior month. As an example, with a closing day set at 5, a call that is completed on January 28th but is confirmed on February 4th will have a revenue date of January 28th. If this same call is confirmed on February 6th, the revenue date is set to February 6th.

Completion Date as Revenue Date
This checkbox will use the completion date as the revenue date if confirmed within the Closing Day of Month logic above. If un‐checked, the system will use the Confirmation Date logic. This setting is designed as a one‐time setting.
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TSAR E‐mail Addresses
TOPS Statistics & Averages Report (TSAR): Daily, TOPS can generate an email report which offers pertinent TOPS call related information in the form of: Month‐to‐Date Totals, Daily Totals, and Average Daily Totals. If you wish to receive this daily snapshot, enter an email address in the TSAR Email Address field (multiple addresses are separated with a comma) and check the Receive Daily TSAR Email checkbox.

Default ETA for New Calls
This value will define the number of minutes used as a Default ETA for New Calls.

User Defined Fields
User‐Defined fields are found on the Call, Customer, Driver, Employee, Lot/Inventory, and Truck screens within TOPS. These field labels in TOPS can be renamed to allow custom fields to support your business. To rename a User Defined field, click and type in the appropriate field as shown below.

Address
The address section contains the main address and contact information for your company. This information is commonly used on call receipts, reports, and lien documents. 529
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Tax Rate
The Tax Rate field defines the tax rate for the company. Only services that are deemed taxable will be affected the tax rate.
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User Management
User Management is used to track and manage user accounts. The User Administrator assigned to your company (Manager Level Security Access) can create, edit, and delete user accounts from this page. The User Management interface is accessible from the My Account section on the towXchange website at http://www.towxchange.net .

Creating a user:

To create a user click the Add User button located on the User Management Interface:

A form with the following fields will appear on the Add User page:

•   First Name
•   Last Name
•   Username
•   Email Address
•   Password
•   Confirm Password
•   Access Role
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All fields above are required excluding the email address.

The users Access Role is defined by clicking on the question mark located on the right hand side of the displayed role. The User Administrator does not currently have the ability to edit or create a role. This function currently must be added by the TowXchange helpdesk.

Note: The username must me at least 8 characters in length and no more than 10 characters. Passwords must be at least 6 characters in length and no more than 10 characters. If you do not want to create your own password you can have the password auto generated for you by clicking the Generate Password button.

See example below:

Click the save button once you have entered the required information and the appropriate access role.
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Editing Roles and Deactivating Accounts
To change a users profile click the Edit button in the Admin Functions column of the User Management Interface. This will allow you to change the username, role, password, and account status of the user selected.

See example below:

To edit a users access role click on the drop down menu and select the role from the list.

To display the rights for the access role click on the question mark located on the right hand side of the displayed role.

To deactivate a user click on the account status drop down menu and select the appropriate option from the list.
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Click the save button once you have changed the desired information. 534
RFP 24-001

7.3 Towing and Storage Contract Questionnaire
Question 16 – Vehicle List
535
536
RFP 24-001

7.3 Towing and Storage Contract Questionnaire
Question 18 -Current Contracts
537
Response to Question 18
Torrance Police Department
3300 Civic Center Drive
Torrance, CA 90505
Sgt. Dave Koenig
Cell- 310-678-2064
Office- 310-951-3188
[email protected]
Contract from 1948-Current
Van Lingen deploys 6 trucks for the Torrance Police department. We deploy light, medium and heavy duty units in Torrance.

Redondo Beach Police Department
401 Diamond Street
Redondo Beach, CA 90277
Captain Stephen Sprengel
(310) 379-2477 x2665
Contract from 2016-Current
Van Lingen deploys 4 trucks for the Redondo Beach Police department. We deploy light, medium and heavy duty units in Redondo Beach
Manhattan Beach Police Department
420 15th St
Manhattan Beach, CA 90266
Lt. Andy Harrod
(310) 802-5140
[email protected]
Contract from 2008-Current
Van Lingen deploys 4 trucks for the Manhattan Beach Police department. We deploy light, medium and heavy duty units in Manhattan Beach.

El Segundo Police Department
348 Main St
El Segundo, CA 90245
Chief Jaime Bermudez
310-524-2250
[email protected]
Contract from 2016-Current
538
Van Lingen deploys 4 trucks for the El Segundo Police department. We deploy light, medium and heavy duty units in El Segundo.

Palos Verdes Estates Police Department
340 Palos Verdes Drive West
Palos Verdes Estates, CA 90274
Sgt. Eric Gaunt
310-378-4211
Contract from 1983-Current
Van Lingen deploys 3 trucks for the Palos Verdes Estates Police department. We deploy light, medium and heavy duty units in Palos Verdes.
539
RFP 24-001

4.2.7 Cost Proposal
Submitted by:

Sean Van Lingen
Van Lingen Towing
20621 Earl St.

Torrance, CA 90503
310-602-4111
540
RFP 24-001 City of Hermosa Beach

Page 38 of 48 ends

7.2 Fees Attachment
I, the undersigned, have read and understand the attached specifications for the Towing & Storage Request for Proposal. I am able to perform the contract in accordance with the City's specifications and offer the following costs of rendering services (please state bid amounts in words and figures):

A. Flat charge for City-ordered tow charges for passenger type vehicles and pickup trucks up to and including 1 ton capacity during the hours of 7:00 a.m. and 7:00 p.m. 7 days per week, 365 days per year. $
B. Same as "A", except during the hours of 7:00 PM to 7:00 AM $ C. Flat charge for City-ordered tow charges for trucks (1 ton and over), and heavy equipment during the hours of 7:00 AM and 7:00 PM 7 days per week, 365 days per year. $
D. Same as "C", except during the hours of 7:00 PM to 7:00 AM $
E. Hourly charge for additional labor to facilitate the movement of the vehicle (including dropping the drive shaft, use of dollies, etc.

This does not include using a "slim jim" to open the vehicle - that should be included in base towing cost, except as requested below) $
F. Flat charge to “slim jim” a vehicle without performing towing services. $
G. Hourly charge for use of a dolly or motorcycle trailer if required. $
H. Flat charge for a vehicle release during non-business hours/days. $
Define non-business days:

Define non-business hours:
156.00
156.00
299.00
299.00
156.00

78.00 INCLUDED IN BASE RATE

78.00 FEDERAL HOLIDAYS
7 DAYS A WEEK AFTER 5:00PM
541
RFP 24-001 City of Hermosa Beach

Page 39 of 48 ends

I. Storage of vehicles shall be charged at the following rates:
(In all cases where a vehicle has been stored for less than two (2) hours, no daily storage will be assessed. Any portion after two (2) hours shall constitute one full day).

1. Motorcycles $
/Day

2. Passenger type cars and trucks (1 ton or less) $
/Day

3. Trucks over 1 ton and heavy equipment $
/Day
J. Field Release Fee $
K. Cost to tow City-owned vehicles:

1. Within Hermosa Beach to City Yard $
/Tow

2. Outside Hermosa Beach to City Yard $
/Mile

13.72 49.00

68.60 78.00

0.00 0.00
542
ROBERT

VAN LINGEN

PRESIDENT
SEAN

VAN LINGEN

VICE-PRESIDENT
D

MIKE LOPEZ
L1 SUPERVSIOR

LUIS LOPEZ
L2 SUPERVISOR

GEORGE GARCIA

DISPATCH

SUPERVISOR

DANIELLE VELIZ
OFFICE

SUPERVISOR
ARTURO
CAMACO
DRIVER

RICHARD
CORONA
DRIVER

MARIO AVELAR
DRIVER

MATT URSO
DRIVER

ANTHONY

CALLAGHAN
DRIVER

CARLOS FLORES
DRIVER

NATHAN SOTO
DRIVER

RUDY ENCINAS
DRIVER
C.T. PEREZ

DISPATCH
CARLOS

CUAHTEMOC

DISPATCH
ROXY

TORREBLANCA

DISPATCH
KORENA

GASTELUM

DISPATCH

ED HAND
OFFICE
FELIPE

MONTREAL

LIEN SALES

JUSTIN LIZARDI

EQUIPMENT

CAROL GOMEZ

ADMINISTRATION

MARC RIVAS

OPERATIONS

GIL CAMPOS

FACILITIES

JORGE SOTO
DRIVER

PHILLIP

OELKERS
DRIVER

MIRANDA
MAYEN

DISPACTH

JOSE

RODRIGUEZ
NIGHT

SUPERVISOR
DANIEL

GONZALEZ
DRIVER
FELIPE

MONREAL
L4 SUPERVISOR

OCTAVIO

RAMIREZ
DRIVER

SILVESTRE

CARILLO
DRIVER
Elvis Del Valle
DRIVER

WAYNE ZEPEDA
DRIVER

ERIC TUTTLE
DRIVER

PETER MATA
DRIVER

MATT URSO
DRIVER

BOBBY FOX

DISPATCH

ALEJANDRO
GOMEZ
DRIVER
Key Personnel
543
City of Hermosa Beach
Civic Center, 1315 Valley Drive, Hermosa Beach, CA 90254-3885

Page 1 of 17 ends

CONTRACT FOR PROFESSIONAL SERVICES TO PROVIDE TOWING AND STORAGE SERVICES

BETWEEN THE CITY OF HERMOSA BEACH AND VAN LINGEN TOWING This AGREEMENT is entered into this 9th day of April, 2024, by and between the CITY OF Hermosa Beach, a general law city a municipal corporation (“CITY”) and Van Lingen Towing, a limited liability company (“CONTRACTOR”).

R E C I T A L S
A. The City desires to contract Van Lingen Towing to provide towing and storage services.

B. The City does not have the personnel able and/or available to perform the services required under this agreement and therefore, the City desires to contract for consulting services to accomplish this work.

C. The Contractor warrants to the City that it has the qualifications, experience and facilities to perform properly and timely the services under this Agreement.

D. The City desires to contract with the Contractor to perform the services as described in Exhibit A of this Agreement.

NOW, THEREFORE, based on the foregoing recitals, the City and the Contractor agree as follows:

CONSIDERATION AND COMPENSATION As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, attached as EXHIBIT A.

As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement.

No additional compensation shall be paid for any other expenses incurred, unless first approved by the City Manager or his/her designee.

CONTRACTOR shall submit to CITY, by not later than the 10th day of each month, its invoice for services itemizing the fees and costs incurred during the previous month.

CITY shall pay CONTRACTOR all uncontested amounts set forth in CONTRACTOR’s invoice within 30 days after it is received.

SCOPE OF SERVICES. CONTRACTOR will perform the services and activities set forth in the SCOPE OF SERVICE attached hereto as Exhibit A and incorporated herein by this reference.

Except as herein otherwise expressly specified to be furnished by CITY, CONTRACTOR will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space, and facilities necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement. 544
City of Hermosa Beach

Page 2 of 17 ends

PAYMENTS. For CITY to pay CONTRACTOR as specified by EXHIBIT B of this Agreement, CONTRACTOR must submit an invoice to CITY.

Each invoice shall contain a progress report describing the work completed during the billing period and shall also include cost information by task regarding: previous work billed to date, work billed during the reporting period, percent of task completed and amount remaining by task.

Invoices are to be submitted monthly. The invoices shall reference the project title, and list charges by task, worker classification, hours, billing rate, and totals.

Each invoice shall contain a progress report describing the work completed during the billing period and the following summary information:

TIME OF PERFORMANCE. The services of the CONTRACTOR are to commence upon receipt of a notice to proceed from the CITY and shall continue until all authorized work is completed to the CITY’s reasonable satisfaction, in accordance with the schedule incorporated in “Exhibit A,” unless extended in writing by the CITY.

FAMILIARITY WITH WORK. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

KEY PERSONNEL. CONTRACTOR’s key person assigned to perform work under this Agreement is Sean Van Lingen. CONTRACTOR shall not assign another person to be in charge of the work contemplated by this Agreement without the prior written authorization of the City.

TERM OF AGREEMENT. The term of this Agreement shall commence upon execution by both parties and shall expire on March 31, 2028, with the option to extend for up to two additional one year terms, unless earlier termination occurs under Section 11 of this Agreement, or this Agreement is extended in writing in advance by both parties.

CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONTRACTOR and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.

TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number.

PERMITS AND LICENSES. CONTRACTOR will obtain and maintain during the term of this Agreement all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

Contract
Amount
Total Prior
Contract Billings
Contract Work
Performed this
Period
Total Contract
Amount
Performed To
Date
Contract
Percent
Complete
Total Amount
Remaining for the
Contract
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TERMINATION. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination shall be in writing.

CONTRACTOR may terminate this Agreement. Notice will be in writing at least 30 days before the effective termination date.

In the event of such termination, the CONTRACTOR shall cease services as of the date of termination, and all finished or unfinished documents, data, drawings, maps, and other materials prepared by CONTRACTOR shall, at CITY’s option, become CITY’s property, and CONTRACTOR will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination.

Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

INDEMNIFICATION. CONTRACTOR shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, and cost (including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONTRACTOR's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the CITY. Should CITY in its sole discretion find CONTRACTOR’S legal counsel unacceptable, then CONTRACTOR shall reimburse the CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation. The CONTRACTOR shall promptly pay any final judgment rendered against the CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

The requirements as to the types and limits of insurance coverage to be maintained by CONTRACTOR as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONTRACTOR pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.

ASSIGNABILITY. This Agreement is for CONTRACTOR’s professional services. CONTRACTOR’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which it is performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only.

AUDIT OF RECORDS. CONTRACTOR agrees that CITY, or designee, has the right to review, obtain, and copy all records pertaining to the performance of this Agreement. CONTRACTOR agrees to provide CITY, or designee, with any relevant information requested and will permit 546
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CITY, or designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this Agreement. CONTRACTOR further agrees to maintain such records for a period of three (3) years following final payment under this Agreement.

CONTRACTOR will keep all books, records, accounts and documents pertaining to this Agreement separate from other activities unrelated to this Agreement.

CORRECTIVE MEASURES. CONTRACTOR will promptly implement any corrective measures required by CITY regarding the requirements and obligations of this Agreement.

CONTRACTOR will be given a reasonable amount of time as determined by the City to implement said corrective measures. Failure of CONTRACTOR to implement required corrective measures shall result in immediate termination of this Agreement.

INSURANCE REQUIREMENTS.

A. The CONTRACTOR, at the CONTRACTOR’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

1. Workers Compensation Insurance as required by law. The Contractor shall require all subcontractors similarly to provide such compensation insurance for their respective employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by the CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising from work performed by the CONTRACTOR for City.

2. General Liability Coverage. The CONTRACTOR shall maintain commercial general liability insurance in an amount of not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

3. Automobile Liability Coverage. The CONTRACTOR shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the CONTRACTOR arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.

4. Professional Liability Coverage. The CONTRACTOR shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from the CONTRACTOR’S operations under this Agreement, whether such operations be by the CONTRACTOR or by its employees, subcontractors, or subcontractors. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-per-occurrence basis. When coverage is provided on a “claims made basis,” CONTRACTOR will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONTRACTOR for all claims made by CITY arising out of any 547
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errors or omissions of CONTRACTOR, or its officers, employees or agents during the time this Agreement was in effect.

B. Endorsements. Each general liability, automobile liability, and professional liability insurance policy shall be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of California, or which is approved in writing by City, and shall be endorsed as follows. CONTRACTOR also agrees to require all contractors, and subcontractors to do likewise.

1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONTRACTOR, including materials, parts, or equipment furnished in connection with such work or operations.”

2. This policy shall be considered primary insurance as respects the CITY, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by the CITY, including any self-insured retention the CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

4. The insurer waives all rights of subrogation against the CITY, its elected or appointed officers, officials, employees, or agents.

5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents, or volunteers.

6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the CITY.

C. CONTRACTOR agrees to provide immediate notice to CITY of any claim or loss against Contractor arising out of the work performed under this agreement. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

D. Any deductibles or self-insured retentions must be declared to and approved by the CITY.

At the CITY’s option, the CONTRACTOR shall demonstrate financial capability for payment of such deductibles or self-insured retentions.

E. The CONTRACTOR shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the CITY at all times during the term of this Agreement.

F. Failure on the part of the CONTRACTOR to procure or maintain required insurance shall constitute a material breach of contract under which the CITY may terminate this Agreement pursuant to Section 11 above.

G. The commercial general and automobile liability policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Contractor (as the named insured) should Contractor fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. Contractor understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Contractor as primary insured 548
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to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Contractor’s behalf upon the Contractor’s failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Contractor for breach of this Agreement in addition to any other damages incurred by City due to the breach.

USE OF OTHER CONTRACTORS. CONTRACTOR must obtain CITY’s prior written approval to use any sub-contractors while performing any portion of this Agreement. Such approval must include approval of the proposed contractor and the terms of compensation.

FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. The acceptance by the CONTRACTOR of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONTRACTOR for anything done, furnished or relating to the CONTRACTOR’S work or services. Acceptance of payment shall be any negotiation of the CITY’S check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONTRACTOR, its employees, sub-contractors and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the Contractor, its employees, sub-contractors and agents.

CORRECTIONS. In addition to the above indemnification obligations, the CONTRACTOR shall correct, at its expense, all errors in the work which may be disclosed during the City’s review of the Contractor’s report or plans. Should the Contractor fail to make such correction in a reasonably timely manner, such correction shall be made by the CITY, and the cost thereof shall be charged to the CONTRACTOR. In addition to all other available remedies, the City may deduct the cost of such correction from any retention amount held by the City or may withhold payment otherwise owed CONTRACTOR under this Agreement up to the amount of the cost of correction.

NON-APPROPRIATION OF FUNDS. Payments to be made to CONTRACTOR by CITY for services preformed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient funds for payment of CONTRACTOR’S services beyond the current fiscal year, the Agreement shall cover payment for CONTRACTOR’S services only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

CITY CONTRACTOR
City of Hermosa Beach
1315 Valley Drive
Hermosa Beach, CA 90254
ATTN: Sergeant Guy Dove
Van Lingen Towing
20621 Earl St.

Torrance, CA 90503
ATTN: Sean Van Lingen
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Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.

Courtesy copies of notices may be sent via electronic mail, provided that the original notice is deposited in the U.S. mail or personally delivered as specified in this Section.

A. SOLICITATION. CONTRACTOR maintains and warrants that it has not employed nor retained any company or person, other than CONTRACTOR’s bona fide employee, to solicit or secure this Agreement. Further, CONTRACTOR warrants that it has not paid nor has it agreed to pay any company or person, other than CONTRACTOR’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONTRACTOR breach or violate this warranty, CITY may rescind this Agreement without liability.

B. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONTRACTOR and CITY and not for the benefit of any other party.

There will be no incidental or other beneficiaries of any of CONTRACTOR’s or CITY’s obligations under this Agreement.

C. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

D. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written.

E. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.

F. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment with signatures of all parties to this Agreement. CITY’s city manager, or designee, may execute any such amendment on behalf of CITY.

ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission or scanned and delivered via electronic mail. Such facsimile or electronic mail copies will be treated in all respects as having the same effect as an original signature.

FORCE MAJEURE. Should performance of this Agreement be impossible due to fire, flood, explosion, war, embargo, government action, civil or military authority, the natural elements, 550
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or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.

TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be provided.

ATTORNEY’S FEES. The parties hereto acknowledge and agree that each will bear his or its own costs, expenses and attorneys' fees arising out of and/or connected with the negotiation, drafting and execution of the Agreement, and all matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled.

STATEMENT OF EXPERIENCE. By executing this Agreement, CONTRACTOR represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONTRACTOR represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private contractors, and experience in dealing with public agencies all suggest that CONTRACTOR is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public agency.

OWNERSHIP OF DOCUMENTS. It is understood and agreed that the City shall own all documents and other work product of the Contractor, except the Contractor’s notes and workpapers, which pertain to the work performed under this Agreement. The City shall have the sole right to use such materials in its discretion and without further compensation to the Contractor, but any re-use of such documents by the City on any other project without prior written consent of the Contractor shall be at the sole risk of the City.

DISCLOSURE REQUIRED. (City and Contractor initials required at one of the following paragraphs)
By their respective initials next to this paragraph, City and Contractor hereby acknowledge that Contractor is a “contractor” for the purposes of the California Political Reform Act because Contractor’s duties would require him or her to make one or more of the governmental decisions set forth in Fair Political Practices Commission Regulation 18701(a)(2) or otherwise serves in a staff capacity for which disclosure would otherwise be required were Contractor employed by the City. Contractor hereby acknowledges his or her assuming-office, annual, and leaving-office financial reporting obligations under the California Political Reform Act and the City’s Conflict of Interest Code and agrees to comply with those obligations at his or her expense. Prior to contractor commencing services hereunder, the City’s Manager shall prepare and deliver to contractor a memorandum detailing the extent of Contractor’s disclosure obligations in accordance with the City’s Conflict of Interest Code.

City Initials ______
Contractor Initials ______
OR
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By their initials next to this paragraph, City and Contractor hereby acknowledge that Contractor is not a “contractor” for the purpose of the California Political Reform Act because Contractor’s duties and responsibilities are not within the scope of the definition of contractor in Fair Political Practice Commission Regulation 18701(a)(2)(A) and is otherwise not serving in staff capacity in accordance with the City’s Conflict of Interest Code.

City Initials ______
Contractor Initials ______
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.

CITY OF HERMOSA BEACH CONTRACTOR
[MAYOR/CITY MANAGER] By: TITLE
ATTEST:

Myra Maravilla, City Clerk Taxpayer ID No.

APPROVED AS TO FORM:

Patrick Donegan, City Attorney
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Exhibit A – Scope of Services

1.1 Definitions
Impound: Vehicle or equipment taken into custody by order of Police Department. Prior to release by contractor, certain requirements must be satisfied between the owner of the vehicle and the Police Department. Contractor is to release vehicle only upon written order from Police Department.

Storage: Vehicle can be released directly to the owner without an official written release from Police Department. The matter is considered a civil arrangement between contractor and vehicle owner.

Owner’s Authorized Agent: A person having legal authorization by the owner of a vehicle to act on behalf of the owner in his/her absence. Person must have original or certified documentation from the owner indicating such authorization.

1.2 Towing and Storage
The Contractor’s primary duty will be: responding, on a first priority basis, to requests for towing services initiated by the City’s police officers and parking enforcement personnel. The Contractor must also respond to towing requests from other City employees who are duly authorized to remove vehicles for storage, or investigation, or both. Typical towing situations will include, but will not be limited to: removing illegally parked vehicles, towing inoperative vehicles as a result of traffic accidents and mechanical breakdowns, and impounding vehicles for investigation, evidence, or a violation of the law. The Contractor must provide towing and storage services all hours of a day, every day of the year.

The Contractor must maintain adequate personnel, equipment, and facilities at all times to perform the required towing services, within the time frame(s) outlined in the Contract. While the Contractor has custody of vehicles, it will be responsible for their safekeeping, including their contents, until they have been released to the owner or owner’s agent, or disposed of in the manner the law permits.

Until the Contractor receives the Police Department’s written authorization, it must not release a vehicle to an owner or the owner’s agent when the Police Department is:

Holding that vehicle for investigation, examination, or evidence, or requesting its special handling or protection (collectively, “police hold vehicles”); or Impounding that vehicle for unpaid parking citations, lack of current registration, or a violation of the law.

To prevent damage to police hold vehicles or spoliation of any evidence in or upon those vehicles, such as fingerprints or stains, the Contractor must store police hold vehicles in a secure area protected against the elements, sources of contamination, and entry by unauthorized persons.

1.3 Administrative Fee
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The City, through the tow contractor, charges each vehicle owner a Vehicle Release Fee.

Contractor is required to collect and account for the fee, and report on a monthly basis all vehicles released and the fee collected.

1.4 Record Keeping and Reporting
Contractor shall keep records on all vehicles handled as a result of this contract. Reports shall be submitted in electronically. Utilizing a spreadsheet or similar program is acceptable to the City.

Reports are due no later than 15 days after the last day of the previous month. A late charge equal to 1-1/2% per month will be levied on all past due payments. Periodic audits by the City on the contractor's records in relation to the towing contract will be scheduled.

1.5 Legal Requirements
The Contractor shall at all times abide by the rules and regulations set forth in the California Vehicle Code regarding the handling of vehicles, lien sales with outstanding parking penalties, owner notification, etc. Further, all of Contractor's vehicles shall also conform to and be maintained in accordance with the latest edition of the California Vehicle Code. All impound procedures shall be in accordance with California Highway Patrol procedures.

1.6 Response Time Requirements
The Contractor shall respond to the location requested by the City within 20 minutes of receipt of the call. If the response time is not attainable for a particular call, the Contractor shall notify the City immediately, advising the City of the expected time of arrival (ETA). If the ETA is not acceptable to the City, the City reserves the right to contact an alternate towing contractor to satisfy the need.

1.7 Location of Contractor’s Storage Facility
The Contractor's storage/impound facility shall be located within a 10-mile radius of the City of Hermosa Beach City Hall. Transfer of business location may affect the contract and therefore, the City must be consulted prior to such a move.

1.8 Storage Facility Requirements
Storage facilities utilized in the performance of a contract shall comply with all of the following conditions:
a) All vehicles shall be stored in a building or in an area that is, in the opinion of the City, secure and enclosed by a substantial wall or walls or other City-approved enclosure. b) Storage facilities must be existing structures, not a building to be constructed as the result of a contract award.
c) The entire storage facility must be illuminated to such a degree that clear visual observation of the area may be made during the hours of darkness. 554
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d) Storage facilities must be capable of holding a minimum of 50 cars, parked in such a manner as to provide accessibility and to prevent damage. e) The Contractor shall, at his/her own expense, maintain separate and enclosed garage facilities for a minimum of three (3) vehicles ordered impounded by the Police Department for involvement in commission of crimes or as evidence. The enclosed garage shall be lockable with possession of the key to the garage given to the Police Department. f) Contractor will maintain a secure facility or facilities which have 24 hour surveillance utilizing closed circuit television, personnel, or some other City-approved means of security. g) Contractors shall provide sufficient lighting in public access areas for hours of darkness.

1.9 Contractor’s Personnel
All of the Tow Contractor's personnel shall be subject to the following terms and conditions:
a) All operations engaged in under the provisions of the contract shall be at the direction of the City representative (Police Officer, Parking Enforcement Officer, etc.) at the scene. b) All personnel must possess a valid and proper State of California Driver License required to operate all vehicles and equipment required to be used in the performance of the contract.
c) All personnel shall be thoroughly trained in the proper and safe use of all equipment used in performing the necessary work.
d) All personnel shall be uniformed with the name of the towing company and the individual's name clearly visible. Personnel shall be neatly groomed. e) The Contractor agrees to perform offender background checks on all personnel performing under the City, to include DOJ Live scan and Clearance through Megan’s law. f) All personnel shall be fluent in the English language.

1.10 Hours of Operation
a) Contractor shall have tow service available 24 hours per day, 7 days per week, 365 days per year.
b) Vehicles must be available for release from impound and storage 24 hours a day, 7 days a week, 365 days a year. Contractor must have his/her facility clearly marked with telephone number to call if release is requested after normal working hours. c) Contractor shall have at least two tow trucks stationed in the City of Hermosa Beach during the hours of 6:00 AM to 8:30 AM and 2:30 PM to 6:30 PM Monday through Friday (excluding holidays) for the purpose of expedient towing during maximum enforcement times. d) Contractor may be requested periodically to provide deployment of trucks for special events (e.g., the Hermosa Beach Open volleyball tournament, etc.). Such events will be coordinated with Contractor at least 24 hours in advance. 555
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1.11 Equipment Requirements
a) The Contractor must have (either through a subcontractor or as owner of the equipment) a minimum of three standard tow vehicles (1 ton rating or greater, dual rear wheels), one flat bed tow vehicle and one heavy duty truck capable of towing tractor-type trucks (semi’s), available at all times.
b) None of the vehicles shall be converted pickup trucks or vehicles not specifically built by the manufacturer for the purpose of towing other vehicles. c) All vehicles shall have all necessary communications equipment for radio transmission and reception and shall comply with FCC regulations and requirements. City frequencies shall not be used. Equipment shall be purchased and maintained at Contractor expense. d) All vehicles shall be well maintained and neat in appearance. e) Each tow vehicle shall have a cable winch of sufficient size and capacity to retrieve vehicles that may have gone over embankments, or off of traveled portions of roadways into inaccessible locations.
f) All tow vehicles shall have the means by which to tow a trailered boat or other trailered item.
g) Contractor shall possess a dolly.
h) Contractor is expected to possess the standard tools of the trade such as slim jims, floor jacks, shovels, brooms, sand and absorbent materials for auto fluids. i) All tow vehicles shall pass California Highway Patrol inspection and display a window tag indicating so.

1.12 Site Clean-up
The contractor shall carry the appropriate equipment (brooms, buckets, absorbent, etc.) and shall be responsible for proper clean-up of a tow site, including, but not limited to, broken glass, automobile fluids or other debris. The clean-up shall be performed automatically and without request by the City officer or official on-site.

1.13 Non-exclusive Contract
The Contractors selected will be considered the primary tow Contractors for the City of Hermosa Beach, but will not be considered as the exclusive tow Contractors. Other contractors may be used on an as-needed basis.

1.14 Advertising
Contractor shall not display or use any signs, advertising materials, logos, etc. which indicate that the towing service is an official towing service for the City of Hermosa Beach without the prior written authorization of the City. Designation of "Official Police Tow" or similar verbiage is acceptable.
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1.15 Removal of Vehicles
Except for private impounds, the Contractor shall not remove any vehicle without first being instructed to do so by an authorized officer of the City (e.g., Police Officer, Police Services Officer, Community Services Officer, or Public Works employee).

1.16 Release of Impounded/Stored Vehicles
a) A vehicle impounded (see definitions above) by order of the Police Department must have a written release and official stamp from the Department to be presented by the registered owner (or R.O.’s authorized agent) to the Contractor at the time of release. b) No repair work shall be performed on any impounded vehicle unless authorized by the registered owner.
c) Vehicles ordered towed and stored (see definitions above) by the Police Department or Parking Enforcement do not require release from the Police Department or City. The registered owner of the vehicle may request release directly with the Contractor.

Contractor shall require proof of ownership.

The Contractor will, at the request of an authorized City representative (e.g., Police Watch Commander, Traffic Sergeant or Police Chief), release any vehicle whether in the field or from storage/impound, at no cost to the registered owner or the City.

1.17 Stolen Vehicle Release Policy
Upon receipt of a recovered stolen vehicle the tow contractor will ascertain from the recovering agency whether any holds are placed on the vehicle. A notation on the impound form shall be made as to whether a hold is placed on the vehicle. The notation shall include the name of the officer, date and time of hold. If the recovering agency does not place a hold on the recovered vehicle the tow contractor shall contact the agency within the jurisdiction from which the vehicle was stolen to determine if a hold will be placed on the vehicle. If a hold is placed on the vehicle, the name of the officer, date and time will be noted by the contractor on the impound form. If no holds are placed on the vehicle the owner will obtain a release form from the recovering agency at which point the owner may then take possession of the vehicle.

1.18 Compliance with Laws
Contractor shall keep fully informed of and comply with all state and federal laws and all ordinances and regulations of the City which in any manner affect the Contractor or those engaged or employed by the Contractor in performing the services to be rendered pursuant to a contract. Contractor shall maintain all permits and licenses, pay all charges and fees, and give all notices required by City ordinances or other laws relating to the performance of the service relevant to a contract.
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Exhibit B - Fees
A. Flat charge for City-ordered tow charges for passenger type vehicles and pickup trucks up to and including 1 ton capacity during the hours of 7:00 a.m. and 7:00 p.m. 7 days per week, 365 days per year. $ 156.00
B. Same as "A", except during the hours of 7:00 PM to 7:00 AM $ 156.00 C. Flat charge for City-ordered tow charges for trucks (1 ton and over), and heavy equipment during the hours of 7:00 AM and 7:00 PM 7 days per week, 365 days per year. $ 299.99
D. Same as "C", except during the hours of 7:00 PM to 7:00 AM $ 156.00
E. Hourly charge for additional labor to facilitate the movement of the vehicle (including dropping the drive shaft, use of dollies, etc.

This does not include using a "slim jim" to open the vehicle - that should be included in base towing cost, except as requested below) $ 156.00
F. Flat charge to “slim jim” a vehicle without performing towing services. $ 78.00
G. Hourly charge for use of a dolly or motorcycle trailer if required. $ included in
base rate
H. Flat charge for a vehicle release during non-business hours/days. $ 78.00
Define non-business days: Federal Holidays
Define non-business hours: 7 days a week after 5:00PM
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1. Motorcycles $

13.72/Day

2. Passenger type cars and trucks (1 ton or less) $

49.00/Day

3. Trucks over 1 ton and heavy equipment $

68.60/Day
J. Field Release Fee $ 78.00
K. Cost to tow City-owned vehicles:

1. Within Hermosa Beach to City Yard $

0.00/Tow

2. Outside Hermosa Beach to City Yard $

0.00/Mile
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Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 24-0171
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of April 9, 2024

LOS ANGELES COUNTY FIRE AND AMBULANCE
MONTHLY REPORT FOR FEBRUARY 2024
(Emergency Management Coordinator Maurice Wright)
Recommended Action:

Staff recommends City Council receive and file the February 2024 Fire and Ambulance monthly report.

Executive Summary:

City departments generate monthly reports to provide a snapshot of activities performed each month.

Prior to the transition of fire and ambulance transport services to the County of Los Angeles, the Hermosa Beach Fire Department developed monthly response reports. After the transition, the monthly report was updated to include Los Angeles County Fire Department (LACoFD) and McCormick Ambulance information and continues to be uploaded to the website. The following report provides details regarding services provided for the month of February 2024.

Background:

At the February 11, 2020 Council meeting, City Council requested monthly reports on the City Council agenda under consent calendar. Monthly reports began to appear commencing with the July 14, 2020 City Council agenda. The enclosed report reflects the services for February 2024.

Past Board, Commission, and Council Actions
Meeting Date Description
February 11, 2020
(Regular Meeting)
City Council requested monthly reports on the City Council agenda under consent calendar.

July 14, 2020 (Regular
Meeting)
Monthly reports began on City Council consent agenda.

Discussion:

The February 2024 monthly report provides an overview of services provided by LACoFD and City of Hermosa Beach Page 1 of 4 Printed on 4/4/2024
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Staff Report
REPORT 24-0171
The February 2024 monthly report provides an overview of services provided by LACoFD and McCormick Ambulance (Attachment 1-February 2024 LACoFD and McCormick Ambulance Monthly Report).

Los Angeles County Fire Department (LACoFD)
LACoFD and McCormick Ambulance work together to provide emergency medical services (EMS) to the Hermosa Beach community. LACoFD has two apparatus stationed at Station 100 including one assessment engine (Engine 100) staffed with a Fire Captain, a Fire Engineer, and a Firefighter Paramedic; and a paramedic squad (Squad 100) staffed with two Firefighter Paramedics. The paramedic squad (Squad 100) only responds to calls for service exclusively within the City of Hermosa Beach. It does not provide mutual aid, thereby remaining available for calls within Hermosa Beach.

Each LACoFD apparatus has the capability to provide basic emergency medical care known as Basic Life Support (BLS) to medical patients. In addition, the paramedic squad has advanced equipment, including medications, and responds from within the City to address Advanced Life Support (ALS) calls, such as a stroke or heart attack.

McCormick Ambulance is one of the emergency medical transport companies within Los Angeles County. LACoFD does not conduct patient transport; therefore, unincorporated areas are included in the fire department transport contracts with various providers. Contract cities are responsible for negotiating and contracting with a medical transport provider for their community. Within the South Bay, many of the cities have contracted with McCormick Ambulance to conduct emergency medical transportation including the City of Hermosa Beach.

When LACoFD is dispatched, McCormick Ambulance may also be dispatched as the City’s emergency medical transportation provider. LACoFD provides life-saving medical care on scene and continues ALS level care as the patient is transported to a local hospital. In the case of a BLS level call, monitoring and care are safely provided by one of the two Emergency Medical Technicians (EMTs) assigned to the responding ambulance.

LACoFD follows industry standards developed by the National Fire Protection Association (NFPA), which outlines call transfer times and total response times. The NFPA standard for call transfer time is that each call will be answered within 60 seconds 90 percent of the time. Additionally, responding units are to be enroute within 60 seconds for EMS related calls and 80 seconds for structure fire calls. NFPA further stipulates that for EMS calls, responding units must arrive on scene within 8 minutes and 59 seconds 90 percent of the time.

The February 2024 call transfer report provided by LACoFD indicates that there were no calls with a transfer time longer than the NFPA standard. Staff is working with LACoFD to incorporate the South City of Hermosa Beach Page 2 of 4 Printed on 4/4/2024
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Staff Report
REPORT 24-0171
transfer time longer than the NFPA standard. Staff is working with LACoFD to incorporate the South Bay Regional Public Communications Authority (RCC) call transfer time data, currently provided semi -annually, into the monthly reports. The RCC call transfer data provides information regarding each call for service from the time that the call first comes into the 9-1-1 system to the time that it is transferred to LACoFD.

McCormick Ambulance
McCormick Ambulances are staffed by two EMTs who can provide and transport BLS patients independently and, with the support of LACoFD paramedics riding in the ambulance, can also transport ALS patients.

In February 2024, McCormick Ambulance responded to 63 calls for services within the City of Hermosa Beach. The February 2024 report indicated that seven calls resulted in delayed Code 3 responses. A Code 3 response is one where the responding emergency units are driving with lights and sirens to a presumed life-threatening emergency, which is typically classified as an ALS call.

According to the McCormick Ambulance contract, “response time must not exceed eight (8) minutes, fifty-nine (59) seconds” for a Code 3 incident. Of the seven delayed Code 3 calls, the average response time was twelve (12) minutes, Forty (40) seconds with the longest single response time at fifteen (15) minutes, fifty-four (54) seconds.

There were four delayed Code 2 responses in February 2024. A Code 2 response is one where the responding emergency units are driving with lights and sirens to an emergency classified as a basic life support or BLS call. According to the McCormick Ambulance contract, “response time must not exceed fifteen (15) minutes, zero (0) seconds” for a Code 2 incident. Of the four delayed Code 2 calls, the average response time was eighteen (18) minutes, six (6) seconds, with the longest single response time at twenty-one (21) minutes, forty nine (49) seconds.

Staff reviewed the February 2024 McCormick Ambulance monthly report. The following outlines the reasons for the delayed responses:
· Distance: (1) The responding crew encountered heavy traffic along the route; · Multiple Calls: (10) The dispatch center received multiple calls at the same time; McCormick Ambulance demonstrates a continuous effort to detect and correct service level performance deficiencies by identifying the reason for delayed response times, issuing personnel performance notices when mandatory response requirements are not met and releasing personnel upon continued performance issues. McCormick Ambulance also provides training and continuing education to staff to improve skills and service delivery.

Although the emergency medical transport units arrived on scene within the allowable timeframe for City of Hermosa Beach Page 3 of 4 Printed on 4/4/2024
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Staff Report
REPORT 24-0171
Although the emergency medical transport units arrived on scene within the allowable timeframe for 52 calls in February 2024, patients were provided timely life-saving emergency medical care on scene by Los Angeles County Fire Department paramedics. When LACoFD arrives on scene, it takes paramedics 5 to 10 minutes to conduct the required treatment protocols prior to commencing transport with McCormick Ambulance. During the patient treatment phase, the requested ambulance is typically on scene waiting for the paramedics to complete their treatment protocols even if the ambulance response is delayed. Los Angeles County Fire Department and McCormick Ambulance are committed to providing excellent emergency medical care, customer service, and response to the residents and visitors of Hermosa Beach.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Safety Element
Goal 5. High quality police and fire protection services provided to residents and visitors.

Policy:
· 5.2 High level of response. Achieve optimal utilization of allocated public safety resources and provide desired levels of response, staffing, and protection within the community.

Fiscal Impact:

Fire and ambulance services are contracted and accounted for during the annual budget process.

Attachments:

1. Fire and Ambulance Monthly Report-February 2024

2. Link to July 14, 2020 City Council Staff Report

3. Link to February 11, 2020 City Council Staff Report
Respectfully Submitted by: Maurice Wright, Emergency Management Coordinator Concur: Angela Crespi, Deputy City Manager
Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager
City of Hermosa Beach Page 4 of 4 Printed on 4/4/2024
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E100 S100 Total
FIRE, EXPLOSION
150 ‐ Outside rubbish fire, other 1               1 0.45% FIRE, EXPLOSION Total 1               1 0.45%
RESCUE, EMS
300 ‐ Rescue, emergency medical call (EMS) call, other 20             17             37                 16.67% 311 ‐ Medical assist, assist EMS crew 3               3               6 2.70% 320 ‐ Emergency medical service, other 3               2               5 2.25% 321 ‐ EMS call, excluding vehicle accident with injury 60             50             110               49.55% 322 ‐ Vehicle accident with injuries 1               1               2 0.90% RESCUE, EMS Total 87             73             160               72.07% SERVICE CALL
520 ‐ Water problem, other 2               2 0.90%
SERVICE CALL Total 2               2 0.90%
GOOD INTENT CALL
600 ‐ Good intent call, other 30             7               37                 16.67% 611 ‐ Dispatched & cancelled enroute 19             1               20                 9.01% GOOD INTENT CALL Total 49             8               57                 25.68% FALSE ALARM, FALSE CALL
735 ‐ Alarm system sounded due to malfunction 1               1 0.45% FALSE ALARM, FALSE CALL Total 1               1 0.45%
SPECIAL OR OTHER INCIDENT TYPE
900 ‐ Special type of incident, other 1               1 0.45% SPECIAL OR OTHER INCIDENT TYPE Total 1               1 0.45% Grand Total 141           81             222               100.00% Note:

Data based on Fireview report ‐ apparatus 2024 YTD240229. *Units responses in and outside the City of Hermosa Beach.

LOS ANGELES COUNTY FIRE DEPARTMENT
HERMOSA BEACH
FOR THE MONTH OF FEBRUARY 2024
Incident Type UNIT RESPONSES Percentage
565
DAY OF THE WEEK E100 S100 Total
Sunday 21                14                35
Monday 17                10                27
Tuesday 24                15                39
Wednesday 12                7                  19
Thursday 31                13                44
Friday 15                8                  23
Saturday 21                14                35
Grand Total* 141             81                222
Note:

Data based on Fireview report ‐ apparatus 2024 YTD240229. *Units responses in and outside the City of Hermosa Beach.

LOS ANGELES COUNTY FIRE DEPARTMENT
HERMOSA BEACH
FOR THE MONTH OF FEBRUARY 2024
UNIT RESPONSES
‐
5 10
15 20
25 30
35 E100
S100
566
TIME OF THE DAY E100 S100 Total
00:00:00 TO 00:59:59 5                  4                  9 01:00:00 TO 01:59:59 2                  1                  3 02:00:00 TO 02:59:59 4                  4                  8 03:00:00 TO 03:59:59 6                  5                  11 04:00:00 TO 04:59:59 2                  1                  3 05:00:00 TO 05:59:59 3                  1                  4 06:00:00 TO 06:59:59 4                  4                  8 07:00:00 TO 07:59:59 4                  4
08:00:00 TO 08:59:59 6                  4                  10 09:00:00 TO 09:59:59 8                  3                  11 10:00:00 TO 10:59:59 9                  3                  12 11:00:00 TO 11:59:59 12                8                  20 12:00:00 TO 12:59:59 12                6                  18 13:00:00 TO 13:59:59 6                  4                  10 14:00:00 TO 14:59:59 9                  6                  15 15:00:00 TO 15:59:59 7                  5                  12 16:00:00 TO 16:59:59 4                  2                  6 17:00:00 TO 17:59:59 6                  3                  9 18:00:00 TO 18:59:59 11                5                  16 19:00:00 TO 19:59:59 7                  5                  12 20:00:00 TO 20:59:59 3                  3                  6 21:00:00 TO 21:59:59 6                  2                  8 22:00:00 TO 22:59:59 2                  2
23:00:00 TO 23:59:59 3                  2                  5 Grand Total* 141             81                222
Note:

Data based on Fireview report ‐ apparatus 2024 YTD240229. *Units responses in and outside the City of Hermosa Beach.

LOS ANGELES COUNTY FIRE DEPARTMENT
HERMOSA BEACH
FOR THE MONTH OF FEBRUARY 2024
UNIT RESPONSES
‐
2 4
6 8
10 12
14 00:00:00 TO 00:59:5901:00:00 TO 01:59:5902:00:00 TO 02:59:5903:00:00 TO 03:59:5904:00:00 TO 04:59:5905:00:00 TO 05:59:5906:00:00 TO 06:59:5907:00:00 TO 07:59:5908:00:00 TO 08:59:5909:00:00 TO 09:59:5910:00:00 TO 10:59:5911:00:00 TO 11:59:5912:00:00 TO 12:59:5913:00:00 TO 13:59:5914:00:00 TO 14:59:5915:00:00 TO 15:59:5916:00:00 TO 16:59:5917:00:00 TO 17:59:5918:00:00 TO 18:59:5919:00:00 TO 19:59:5920:00:00 TO 20:59:5921:00:00 TO 21:59:5922:00:00 TO 22:59:5923:00:00 TO 23:59:59 E100
S100
567
Ad Hoc Report:

Name:

Date:

Description:

Seizure Date Seizure Time ALI City Answer Secs Call Type ID ALI Class 02/01/2024 12:44:06 HERMOSA BEACH 2 911 Calls VOIP
02/02/2024 19:31:58 HERM BCH 2 911 Calls WPH2
02/03/2024 14:29:39 HERMOSA BEACH 2 911 Calls WPH2
02/03/2024 19:17:29 HERM BCH 2 911 Calls WPH2
02/03/2024 19:24:24 HERM BCH 2 911 Calls WPH2
02/04/2024 14:47:15 HERM BCH 2 911 Calls WPH2
02/04/2024 15:50:11 HERM BCH 2 911 Calls WPH2
02/05/2024 15:34:22 HERMOSA BEACH 2 911 Calls VOIP
02/06/2024 11:06:23 HERM BCH 2 911 Calls WPH2
02/07/2024 09:16:59 HMB 2 911 Calls WPH2
02/07/2024 12:51:51 HERM BCH 2 911 Calls WPH2
02/08/2024 00:12:50 HERMOSA BEACH 2 911 Calls WPH2
02/08/2024 10:02:49 HERM BCH 2 911 Calls WPH2
02/08/2024 11:34:18 HERMOSA BEACH 2 911 Calls BUSN
02/08/2024 16:58:44 HERM BCH 2 911 Calls WPH2
02/09/2024 19:42:48 HERM BCH 2 911 Calls WPH2
02/10/2024 05:18:32 HMB 2 911 Calls WPH2
02/10/2024 08:15:32 HERM BCH 2 911 Calls WPH2
02/10/2024 09:50:47 HMB 2 911 Calls WPH2
02/10/2024 14:57:38 HERM BCH 2 911 Calls WPH2
02/10/2024 16:24:34 HERMOSA BEACH 2 911 Calls WPH2
02/11/2024 03:53:42 HERM BCH 44 911 Calls WPH2
02/11/2024 06:55:31 HERM BCH 2 911 Calls WPH2
02/11/2024 19:58:49 HERM BCH 2 911 Calls WPH2
02/11/2024 19:58:57 HERM BCH 2 911 Calls WPH2
02/11/2024 23:21:51 HERM BCH 2 911 Calls WPH2
02/12/2024 02:23:09 HERM BCH 2 911 Calls WPH2
02/12/2024 05:43:59 HERMOSA BEACH 2 911 Calls WPH2
02/12/2024 13:02:20 HERMOSA BEACH 2 911 Calls VOIP
02/13/2024 06:08:54 HERM BCH 2 911 Calls WPH2
02/13/2024 18:00:18 HMB 2 911 Calls WPH2
02/13/2024 20:14:40 HERM BCH 2 911 Calls WPH2
02/14/2024 07:26:23 HERMOSA BEACH 2 911 Calls WPH2
02/14/2024 13:45:00 HERM BCH 2 911 Calls WPH2
02/15/2024 08:51:33 HERMOSA BEACH 2 911 Calls WPH2
02/15/2024 19:27:02 HERMOSA BEACH 2 911 Calls WPH2
02/16/2024 06:56:51 HERMOSA BEACH 3 911 Calls VOIP
02/16/2024 13:46:59 HERM BCH 2 911 Calls WPH2
02/17/2024 00:35:38 HERMOSA BEACH 2 911 Calls WPH2
Hermosa Call Answer Time
3/5/2024
February 2024
Los Angeles County Fire
568
02/17/2024 02:06:29 HERM BCH 2 911 Calls WPH2
02/17/2024 12:17:16 HERM BCH 2 911 Calls WPH2
02/17/2024 12:58:13 HERMOSA BEACH 2 911 Calls WPH2
02/17/2024 22:29:02 HERM BCH 2 911 Calls WPH2
02/19/2024 05:14:20 HERMOSA BEACH 2 911 Calls VOIP
02/19/2024 13:21:34 HERMOSA BEACH 2 911 Calls RESD
02/19/2024 23:14:22 HERM BCH 2 911 Calls WPH2
02/20/2024 10:09:41 HERMOSA BEACH 2 911 Calls RESD
02/20/2024 11:43:55 HERMOSA BEACH 2 911 Calls VOIP
02/20/2024 18:04:06 HERMOSA BEACH 2 911 Calls VOIP
02/22/2024 01:54:48 HERMOSA BEACH 2 911 Calls WPH2
02/22/2024 01:57:43 HERMOSA BEACH 2 911 Calls WPH2
02/22/2024 03:46:05 HERMOSA BEACH 2 911 Calls WPH2
02/22/2024 09:27:02 HERM BCH 1 911 Calls WPH2
02/23/2024 17:05:39 HERMOSA BEACH 2 911 Calls WPH2
02/24/2024 04:56:40 HERM BCH 2 911 Calls WPH2
02/24/2024 10:14:57 HERMOSA BEACH 2 911 Calls WPH2
02/24/2024 23:26:58 HERM BCH 2 911 Calls WPH2
02/25/2024 17:58:28 HERMOSA BEACH 2 911 Calls VOIP
02/25/2024 19:28:26 HERMOSA BEACH 2 911 Calls VOIP
02/25/2024 20:38:15 HERM BCH 2 911 Calls WPH2
02/26/2024 16:28:02 HERMOSA BEACH 2 911 Calls VOIP
02/27/2024 08:11:26 HERM BCH 3 911 Calls WPH2
02/27/2024 11:58:49 HERM BCH 2 911 Calls WPH2
02/28/2024 11:05:52 HERMOSA BEACH 2 911 Calls VOIP
02/28/2024 11:44:06 HERMOSA BEACH 2 911 Calls RESD
Average Call Answer Time (seconds) 3
569
McCormick Ambulance
February 2024
Total Number of Dispatched Calls
Dispatched Calls Totals
Transported 63
Canceled 34
Grand Total 97
63,65%
34,35%
Transported Canceled
570
McCormick Ambulance
February 2024
Calls Per Day of the Week
Day of the
Week
Completed Canceled Total
Sunday 12 3 15
Monday 10 3 13
Tuesday 10 8 18
Wednesday 5 3 8
Thursday 7 9 16
Friday 8 2 10
Saturday 11 6 17
Calls Total 63 34 97
0 2
4 6
8 10
12 14
Sunday Monday Tuesday Wednesday Thursday Friday Saturday Transports Cancels
571
McCormick Ambulance
February 2024
Calls by Time of Day
Time of Day Calls
00:00:00 to 00:59:59 4
01:00:00 to 01:59:59 2
02:00:00 to 02:59:59 3
03:00:00 to 03:59:59 4
04:00:00 to 04:59:59 1
05:00:00 to 05:59:59 1
06:00:00 to 06:59:59 3
07:00:00 to 07:59:59 1
08:00:00 to 08:59:59 2
09:00:00 to 09:59:59 3
10:00:00 to 10:59:59 2
11:00:00 to 11:59:59 6
12:00:00 to 12:59:59 1
13:00:00 to 13:59:59 2
14:00:00 to 14:59:59 3
15:00:00 to 15:59:59 3
16:00:00 to 16:59:59 2
17:00:00 to 17:59:59 3
18:00:00 to 18:59:59 5
19:00:00 to 19:59:59 4
20:00:00 to 20:59:59 2
21:00:00 to 21:59:59 3
22:00:00 to 22:59:59 1
23:00:00 to 23:59:59 2
Total Calls 63
572
McCormick Ambulance
February 2024
Calls by Time of Day
0 1
2 3
4 5
6 7
573
McCormick Ambulance
February 2024
Responses by Code
Within Allowable
Time
Delayed
Response Total
Code 3:

Response Time of
8:59 or less
12 7 19
Code 2:

Response Time of
15:00 or less
40 4 44
Canceled 34
Total Responses 52 11 97
574
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 24-0173
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of April 9, 2024

REQUEST FOR APPROVAL OF SPONSORSHIP DONATION TO
MIRA COSTA HIGH SCHOOL GRAD NITE 2024
(City Manager Suja Lowenthal)
Recommended Action:

Staff recommends City Council approve a sponsorship donation of $1,000 to the Mira Costa High School G.R.A.D. Booster Club for 2024.

Executive Summary:

Sponsorship donation requests from Mira Costa High School to support a drug-free and alcohol-free graduation celebration have been approved annually since 1998. The amount originally approved in 1998, and subsequently requested annually, is $1,000.

Background:

G.R.A.D Nite (Graduates Resisting Alcohol and Drugs) has been a Mira Costa tradition for over twenty-five years. Sponsorship donation requests from Mira Costa High School have been approved annually since 1998. The amount originally approved in 1998, and subsequently requested annually, is $1,000. This program encourages seniors to celebrate with other graduates in a drug-free and alcohol-free environment.

Discussion:

The G.R.A.D Nite event is supervised and is a sober event for graduates to celebrate safely with their peers on graduation night. Graduates are bussed to the destination where they are fed and entertained. Ticket prices are kept low to encourage attendance, and scholarships, in the form of no cost attendance, are provided to students who otherwise could not afford to attend. One hundred percent of donations cover scholarships to students to offset the cost of G.R.A.D Nite and the cost of the event.

Fiscal Impact:

Funds for this donation are included in the Fiscal Year 2023-24 Budget under the City Council Special Events Account, 001-1101-4319.

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General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Public Safety Element
Goal 5. High quality police and fire protection services provided to residents and visitors.

Policy:
· 5.5 Crime prevention outreach programs. Offer youth programs, recreation opportunities, educational programs, and other services to encourage crime prevention behavior.

Attachment:

Mira Costa G.R.A.D. Nite 2024 Donation Request and Sponsorship Form Respectfully Submitted by: Ann Yang, Executive Assistant Legal Review: Patrick Donegan, City Attorney
Noted for Fiscal Impact: Viki Copeland, Finance Director Approved: Suja Lowenthal, City Manager
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From: Christy Phillips
Date: March 25, 2024 at 8:03:00 PM PDT
To: City Council
Subject: MCHS GRAD NITE 2024
Dear Mayor Massey and the Hermosa Beach City Council,
We hope this finds you well. We are writing to you on behalf of the Mira Costa Grad Nite Committee for 2024. You generously sponsored last year with a $1000 donation and we sincerely appreciate your help making this a memorable night for our graduating Class of 2024! Below you will find the GRAD NITE Information Sheet and Sponsorship Form. We hope you will support our Seniors again this year! Grad Nite will provide a safe and fun environment for our Costa Class of 2024 to celebrate together!
Thanks so much and Go Costa! We are excited to hear from you.

All the best,
Mira Costa Grad Nite Co-Chairs
Sandy Quigly, Kelly Sultemeier, and Christy Phillips
577
Mira Costa High School G.R.A.D Nite: June 13, 2024!
Please Support MCHS G.R.A.D Nite!
G.R.A.D Nite (Graduates Resisting Alcohol and Drugs)
All-night, fun, supervised, and SOBER event for graduates to celebrate safely with their peers on Graduation Night
G.R.A.D. Nite is a 25+ Year Mira Costa tradition. Seniors are encouraged to celebrate with other graduates, in a drug-free and alcohol-free environment
Graduates are bussed to a secret destination where they are fed and entertained well into the early morning
Ticket prices are kept low to encourage attendance, and scholarships are provided to students who otherwise could not afford to attend Please consider becoming a Mira Costa G.R.A.D Nite Sponsor! 100% of your donation will cover scholarships and the cost of the event & your donation is tax deductible!
-Make checks out to MBX Foundation with GRAD Nite in the memoMail check to: Christy Phillips 409 Anderson Street, Manhattan Beach, CA 90266 tax ID # is 02-0603467 We are a 501(c)(3) Organization
Thank You!
578
Sponsorship Form 2024
Name of Sponsor:__________________________________________ Name of Contact Person: ____________________________________ Phone: _______________________ Email: ______________________ Address: _________________________________________________ $____________Presenting Sponsor ($5,000 or more)
$ ___________ Major Sponsor ($1,000 - $4,999)
$ ___________ Activity Sponsor ($500 - $999)
$ ___________ Other (Please List Amount)
How would you like your name to be listed when we formally recognize sponsors? _______________________________________________________________________ ● Please pay via check and make payable to:
“MBX Foundation” (Grad Nite On the Memo Line)
● Print and Mail this completed form to:

Christy Phillips, GRAD Nite, 409 Anderson Street, Manhattan Beach, CA 90266 Questions? Contact GRAD Nite Co-Chair Christy Phillips
310-351-3261 or [email protected]
Thank You!
579
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 24-0168
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of April 9, 2024

CONSIDERATION OF APPROVAL OF ADDITIONAL EVENT DAYS

TO THE LOS ANGELES RAMS NFL DRAFT EXPERIENCE
(Community Resources Manager Lisa Nichols)
Recommended Action:

Staff recommends City Council provide direction on the request for additional event days, as outlined in the discussion section of the following staff report, to the Los Angeles Rams National Football League Draft Experience.

Executive Summary:

The City of Hermosa Beach is a highly sought-after destination for special events. Pursuant to the Special Events Policy Guide, the Community Resources Department is tasked with overseeing these event requests and permits on public property. At its February 27, 2024 meeting, City Council held a public hearing and approved the inclusion of a new Impact Level III Special Event for the Los Angeles Rams (Rams) National Football League (NFL) Draft Experience on the 2024 Special Events Calendar. The approved event is to take place on Schumacher Plaza, Pier Plaza, and the beach south of the Pier on Monday, April 22 through Friday, May 3, including load-in and load-out.

On Sunday, March 24, 2024, staff received an application from the event producers requesting the additional event days of Saturday, April 27; Sunday, April 28; and Thursday, May 2, and site plan adjustments. At its March 26, 2024 meeting, Councilmember Jackson requested, and Mayor Pro Tem Francois and Councilmember Detoy supported, directing staff to return with the event producers’ request for additional event days for the Los Angeles Rams NFL Draft Experience for City Council’s formal review at its April 9, 2024 meeting.

Background:

The Special Events Policy Guide (Attachment 1) serves as a comprehensive document for event producers with information on the review and approval process, applicable fees, policies, and Hermosa Beach Municipal Code chapters and sections pertaining to special events. Special events are evaluated based on several factors and categorized as either Impact Level I, II, or III using the Impact Characteristics Matrix in the Special Events Policy Guide. The matrix considers event characteristics to determine the Impact Level such as: the total estimated attendance; the event City of Hermosa Beach Page 1 of 7 Printed on 4/4/2024
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Staff Report
REPORT 24-0168
characteristics to determine the Impact Level such as: the total estimated attendance; the event location; the day and season in which the event is requesting would take place; the total number of consecutive event days; and special requests such as reserved parking, amplified sound, etc. The Impact Level of the event is then used to determine the deadline for application submittal, and the level of review and approval required (City staff, Parks, Recreation and Community Resources Advisory Commission, and/or City Council) for the event. Impact Level III events, which are events with the largest impact to the City, require approval by City Council. Impact Level II events require approval by the Commission and Impact Level I events are approved by staff.

Special event application deadlines are as follows:
· New events: If the new event is an Impact Level I or II, the application must be submitted at least 90 days in advance of the event. If the new event is an Impact Level III, the application must be submitted no later than July 30 for the following calendar year. · Returning Impact Level III events: Must be submitted no later than July 30 for the following calendar year.
· Returning Impact Level II events: Must be submitted at least 90 days in advance of the event. · Returning Level I events: Must be submitted at least 30 days in advance of the event.

At the discretion of the Community Resources Manager, special event applications may be submitted for consideration after the application submittal deadline has passed, provided:
· there are unforeseeable circumstances (memorial service, team victory celebration, need for minimal marketing/advertising);
· the event does not exceed peak season event limits; and · the event can still meet all the event approval findings.

Staff began accepting applications from all event producers interested in applying for 2024 event dates regardless of each event’s Impact Level on June 14, 2023. Event producers with new event requests or returning Impact Level III event requests were required to submit a special event application by July 30, 2023.

On November 15, 2023, staff received a late new Impact Level III special event application for the Rams NFL Draft Experience from the Los Angeles Rams and BuzzHive Creative. The event producers requested use of the beach south of the Pier from Thursday, April 25 through Sunday, May

5. Staff did not move forward with formal consideration of the late special event application by Commission or City Council due to concerns with the event as initially proposed, including:
· impact to the City’s volleyball classes on Wednesdays, Thursdays, Saturdays, and Sundays; · impact to the Los Angeles County Lifeguards’ access to the beach; · impact to the access to the downtown area and beach considering other events scheduled at each location on several dates throughout the event producer’s requested event dates; · impact on the planning for other events, including the City’s Surfers Walk of Fame Weekend City of Hermosa Beach Page 2 of 7 Printed on 4/4/2024
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· impact on the planning for other events, including the City’s Surfers Walk of Fame Weekend and scheduled City projects. The event would require a significant amount of planning and overtime for several City Departments, including the City Manager’s Office, Community Resources, Community Development, Human Resources (Risk Management), Police and Public Works; and
· exceedance of event limits outlined in the Special Events Policy Guide.

On January 14, 2024, staff received two revised applications from the event producers providing two proposals for consideration addressing many of the concerns previously outlined, except for the impacts to the planning and staff resources required for other scheduled events and City projects.

The event producers requested staff move forward with formal consideration of the late special event applications and shared that the initial special event application was submitted late due to an unforeseeable circumstance. The event producers shared that 2024 would mark the first year that the Rams would have a first-round pick in the NFL draft since 2016, and that this was only finalized in October 2023, hence, placing the special event application outside the application timeline.

Staff presented both proposals to the Commission at its February 6, 2024 meeting, through a public hearing. The Commission recommended City Council approve the inclusion of new Impact Level III Special Event, the Rams NFL Draft Experience on Schumacher Plaza, Pier Plaza, and the beach south of the Pier as proposed in Proposal B on Monday, April 22 through Friday, May 3, including load-in and load-out, on the 2024 Special Events Calendar.

At its February 27, 2024 meeting, City Council held a public hearing and approved the Commission’s recommendation. The approval provided an exception to the Special Events Policy Guide, which states the number of event days for events outside of the Peak Season (Labor Day to Memorial Day) is up to a maximum of 15 per month. Approval of Proposal B resulted in a total of 21 event days in April at the time of the February 27, 2024 meeting. Since then, staff received two event cancellations.

Therefore, there is a total of 19 event days scheduled in April at the drafting of this report.

At its March 26, 2024 meeting, Councilmember Jackson requested, and Mayor Pro Tem Francois and Councilmember Detoy supported, directing staff to return with the event producers’ request for additional event days for the Los Angeles Rams NFL Draft Experience for City Council’s formal review at its April 9, 2024 meeting.

Past Commission and Council Actions
Meeting Date Description
February 6, 2024 Commission recommended to City Council approval of the Rams NFL Draft Experience as outlined in Proposal B
February 27, 2024 City Council approved Commission’s recommendation City of Hermosa Beach Page 3 of 7 Printed on 4/4/2024
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Meeting Date Description
February 6, 2024 Commission recommended to City Council approval of the Rams NFL Draft Experience as outlined in Proposal B
February 27, 2024 City Council approved Commission’s recommendation Discussion:

On Sunday, March 24, 2024, staff received an application from the event producers for the Rams NFL Draft Experience requesting additional event days and site plan adjustments such as an enhanced stage and tents on the beach south of the Pier, and additional activations on Schumacher Plaza and Pier Plaza for the approved event days of Thursday, April 24 and Friday, April 25. The requested additional event days would be Saturday, April 27, Sunday, April 28, and Thursday, May 2.

The event activity proposed for the requested additional event days would include programming of the football field and tents for shade and water stations on the beach south of the Pier.

The application received by staff on January 14, 2024 for Proposal B shared the football field would remain in place without scheduled event activity on Saturday, April 27, and Sunday, April 28, to avoid conflict with the Surfers Walk of Fame weekend, and event activity would resume Monday, April 29 through Wednesday, May 1. Therefore, the event producers are requesting two new event dates, on Saturday, April 27 and Sunday, April 28, and to modify one of its scheduled load-out days, Thursday, May 2, 2024, to an event day.

Per the Special Events Policy Guide, only two events on any given day are permitted in the City.

Approval of the additional event days requested would result in a total of three events on Saturday, April 27, resulting in the need for an exemption to the policy by City Council. The event producers are also requesting an amplified sound permit for the additional event days requested. Therefore, approval of the additional event days as proposed would provide for amplified sound simultaneously on the beach south of the Pier and Pier Plaza on Saturday, April 27.

Additionally, the City has the following recreation programs scheduled on the beach south of the Pier on the additional event days requested:
· Saturday, April 27: Yoga from 9-10 a.m. and Volleyball from 9:30-11:45 a.m.; · Sunday, April 28: Volleyball 9:15-11:30 a.m.; and
· Thursday, May 2: Volleyball from 5-7 p.m. and a Flag Football League from 6-7 p.m.

The event producers agreed to relocate the volleyball courts within the commercial zone south of Pier to avoid interruption of the City’s volleyball classes throughout the week. If the additional event days requested are approved, staff would work with the event producers to limit impact to the yoga class City of Hermosa Beach Page 4 of 7 Printed on 4/4/2024
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and Flag Football League.

Lastly, the event producers would request use of Parking Lot A for event related vehicles on the additional event days requested. The entirety of Parking Lot B would be reserved for the Surfers Walk of Fame Induction Ceremony and Spyder Surf Fest on Saturday, April 28, 2024. If the additional event days requested are approved, staff would work with the event producers to limit the parking impacts as much as possible on Saturday, April 28, 2024, and all other scheduled event days.

Additional event details are included in the Rams NFL Draft Experience event overview sheet (Attachment 4) and included on the 2024 Special Events Calendar (Attachment 5).

Environmental Review:

The approval of this event is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines section 15304 (e). This event is a minor, temporary use of land in the form of a temporary viewing party and accompanying events/booths as well as a temporary arena sized field of play for various activities and clinics. This type of temporary event will have negligible or no permanent effect on the environment.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant policies are listed below:

Governance Element
Goal 5. Small beach town character is reflected throughout Hermosa Beach.

Policy:
• 5.7 Visitor and resident balance. Recognizing the desire and need to balance visitor-serving and local-serving uses as a key to preserving character and the economic vitality of the community.

Parks and Open Space Element
Goal 3. Community parks and facilities encourage social activity and interaction.

Policies:
• 3.1 Community-friendly events. Encourage, permit, and support community group, nonprofit, or business organized events on City property that support physical activity, beach culture, and family-friendly social interactions.
• 3.2 Social and cultural events. Design and program parks and open space to accommodate unique social and cultural events to foster connectedness and interaction.

Goal 7. The beach offers high quality recreational opportunities and amenities desired by the City of Hermosa Beach Page 5 of 7 Printed on 4/4/2024
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community.

Policies:
• 7.3 Recreational asset. Consider and treat the beach as a recreational asset and never as a commercial enterprise.
• 7.5 Designated recreational uses. Continually evaluate and explore devoting certain portions of the beach to different preferred recreational uses while providing access for all users and meeting the recreation needs of visitors and residents.

Fiscal and Operational Impact:

The estimated event revenue for Proposal B, as approved by City Council on February 27, 2024, would be $48,587 in indirect costs. If the additional event days are approved, the estimated event revenue would increase by $9,639, totaling $58,226. Additional direct costs would be charged to the event producer for required permits, services, and/or staff from the Los Angeles County Fire Department, Community Resources Department, Community Development Department, Police Department, and the Public Works Department. The required permits, staff and/or services from each department, that would incur additional fees would include, but are not limited to:
· Los Angeles County Fire Department: special event permit and event inspections. · Community Resources Department: special event and film permitting processing, and day-ofevent staff to monitor the event and ensure all policies and procedures are followed. · Community Development Department: Building and Safety permitting and inspections. · Police Department: Officers and/or Sergeants to work with security guards provided by the event producer, to ensure public safety on event days. Community Service Officers to oversee reserved parking requests.
· Public Works Department: Engineering staff to review, modify as needed, and approve the load-in and load-out plan, and traffic control plan. Operations and maintenance staff to monitor the event load-in and load-out.

If the requested event dates are approved, the required permits, staff and/or services from each department for the added event days specifically would be:
· Community Resources Department: day-of-event staff to monitor the event and ensure all policies and procedures are followed.
· Police Department: Officers and/or Sergeants to work with security guards provided by the event producer, to ensure public safety on event days. Community Service Officers to oversee reserved parking requests.

The aforementioned list does not include the operational impacts from the event planning and coordination efforts between City departments to plan and coordinate the items listed above, amongst numerous other event details, which would include, but are not limited to:
· Evaluation of the following:

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o event-site plan;
o potential impacts to parking or downtown operations;
o traffic control plan;
o event marketing plan;
o trash management plan; and
o the plan for portable restrooms services.
· Determining the grading requirements on the beach.
· Event noticing.
· Approval of the post-event clean-up plan.
· Event billing.

Additionally, as April and the following summer months that follow are high activity for the City in terms of event planning and oversight, the coordination and oversight of this event would divert staff from, and delay, other planned work.

Attachments:

1. Special Events Policy Guide

2. February 6, 2024 Commission Staff Report

3. February 27, 2024 City Council Staff Report

4. Los Angeles Rams NFL Draft Experience Event Overview Sheet

5. 2024 Special Events Calendar
Respectfully Submitted by: Lisa Nichols, Community Resources Manager Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager
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HERMOSA BEACH

SPECIAL EVENTS POLICY GUIDE
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1 This policy guide has been developed to clarify and carry out the City’s mission statement related to events that occur on outdoor public spaces within the City of Hermosa Beach.

Cover Image: Hermosa Beach Murals Project - John Van Hamersveld Mission Statement
Hermosa Beach strives to offer a safe and enjoyable environment for special events to take place in a way that balances resident and visitor needs. Special events in Hermosa Beach are celebrated for being community-friendly, enhancing local beach culture, and offering a myriad of benefits to the local community. The City of Hermosa Beach* works collaboratively with event operators in an efficient and clear manner to process and carry out permits in compliance with this policy.
* “City of Hermosa Beach” collectively refers to City staff, the Parks, Recreation and Community Resources Advisory Commission, and City Council.

City Contact Information
The City of Hermosa Beach Community Resources Department is available to assist and answer any questions related to the special events process.

Website: www.hermosabeach.gov
Phone: (310) 318-0280
Email: [email protected]
Address: 710 Pier Avenue, Hermosa Beach, CA 90254
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2 General Information + Frequently Asked Questions
When is a Special Event Permit required?
• For any organized event, activity, celebration, or function involving the use of the beach at which one hundred or more persons are to be assembled or the use of other outdoor public spaces or rights-ofway at which twenty-five or more persons are to be assembled. • For any commercial organization requesting use of any outdoor public space within the City. • For any nonprofit organization requesting use of any outdoor public space within the City.

How do I apply for a Special Event Permit?
Special Event Applications must be submitted using the online form on the City’s website.

Are private events allowed?
All events located on the beach within the commercial zone, the Pier, or Pier Plaza must be open to spectators and the general public free of charge. Participant entry fees are permissible.

What is the “Nothing Weekend”?
On at least one weekend during the Peak Season (Memorial Day to Labor Day), no Special Event Permits will be issued. This means that any application for a Special Event Permit that coincides with a designated “Nothing Weekend” will be asked to provide alternate event dates for the event to be considered.

How will this policy be enforced?
The Special Events Policy Guide will be strictly enforced by City staff. Those found to be violating City policy or failing to comply with any of the requirements of the Hermosa Beach Municipal Code may be subject to penalties or fines. Special events, and any of its participants, vendors, or spectators, found to have caused damage or whom are in violation of any City policy or the Hermosa Beach Municipal Code may be subject to greater deposits, regulation, or restrictions when submitting Special Event Applications in the future.

Where are special events allowed?
To ensure adequate space and resources are available, and to limit potential disturbances to the community, special events are limited to the following locations:
• North and South of Pier (within the Commercial Zone) – See page 3 • Designated surf zone
• The Strand
o Strand use is only permitted for events continuously moving with no obstruction to public access • Pier Plaza
• Rights-of-way
• The following City parks:
o Valley Park, 2521 Valley Drive
o Community Center, 710 Pier Avenue
o Clark Field, 861 Valley Drive
o Edith Rodaway Park, 350 Prospect Avenue
o The Greenbelt
Special Event Applications for City parks not included above will be considered on a case-by-case basis.

However, Special Event Permits will not be issued for South Park, 425 Valley Drive, or Noble Park, 1400 The Strand.
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3 Commercial Zone
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4 Use Classifications + Impact Characteristics
Special events are evaluated based on several factors and will be categorized as Impact Level I, II, or III based on the information provided in the Special Events Application. Once the information is submitted and reviewed by the Community Resources Department, City staff will determine the Impact Level of the event using the Impact Characteristics Matrix.

The Impact Level of the event will be used to determine:
o applicable fees;
o deadline for Special Event Application submittal;
o requirements for pre-event meeting(s) and post event walk through(s); and o level of review for approval (City staff, Parks, Recreation and Community Resources Advisory Commission and/or City Council).

Impact Characteristics Matrix
If more than one option is applicable, the highest characteristic will be used to determine the impact level.

Characteristic Impact Level I Impact Level II Impact Level III Total Attendees and Spectators
Per Event Day
100-500 501 – 1,999 2,000 or More
Event Location(s) Park or Beach The Pier or Pier Plaza Streets, the Strand, or Public Right of Way
Use of Volleyball Courts and
Beach Tennis Courts
None • North
Volleyball
Courts; or
• Beach
Tennis Courts
• North and South
Volleyball Courts;
or
• North and South
Volleyball Courts
and Beach Tennis
Courts; or
• North Volleyball
Courts and Beach
Tennis Courts
Event Season(s) Winter Spring or Fall Summer –
Peak Season
(Memorial Day to
Labor Day)
Event Day(s) Monday - Thursday Friday, Saturday, or
Sunday
Holiday
Total Consecutive Event Days
(Including Set-up and Tear-down)
1-2 3-4 5 or More
(May not exceed 15)
Additional requests such as Film/Still
Photo Permit, Reserved Parking,
Fencing, Staging, Street Closures, or
Amplified Sound Permit
None 1-2 3 or more
Impact Level 5 or More
Applicable
=Impact Level I
2 or More
Applicable
= Impact Level II
2 or more Applicable =
Impact Level III
Pass-Through Events
An event where participants pass through the City of Hermosa Beach and the event does not start or end in Hermosa Beach is considered a Pass-Through Event. A Special Event Application is required for a Pass-Through Event and the approval process is determined based on the Impact Level assigned to the event.

Pier Plaza Promotions
The Pier Plaza Promotion option is designed to provide companies or event sponsors a one-day promotional opportunity on Pier Plaza. These events must be strictly commercial for product or service promotions. 591
5 Companies or sponsors who request approval for this use will be required to submit a Special Event Application.

Up to five Pier Plaza Promotions may be approved each calendar year.

Approval Guidelines + Requirements
Event Approval Findings
A Special Event Permit may be issued upon finding that the event producer can adhere to the terms outlined in this Special Events Policy Guide, has secured any additional permit(s) required, has provided the appropriate insurance, and has reimbursed the City for all costs associated with the event.

Application Submittal Deadlines and Approval Process
Special Event Applications must be submitted as follows:
• New events: If the new event is an Impact Level I or II, the application must be submitted at least 90 days in advance of the event. If the new event is an Impact Level III, the application must be submitted no later than July 30 for the following calendar year. New events to Hermosa Beach will be subject to a Public Hearing by both the Parks, Recreation and Community Resources Advisory Commission and City Council. • Returning Level III events: Must be submitted no later than July 30 for the following calendar year. Upon recommendation for approval by the Parks, Recreation and Community Resources Advisory Commission and approval by City Council, permits will be processed and issued by the Community Resources Department.
• Returning Level II events: Must be submitted at least ninety (90) days in advance of the event. Upon Parks, Recreation and Community Resources Advisory Parks, Recreation, and Community Resources Advisory Commission approval, the Community Resources Department may process and issue permits. Should the Parks, Recreation and Community Resources Advisory Commission recommend denial of a special event, that decision may be appealed to the City Council. If the event producer chooses to appeal, the event producer would be responsible for the application fee to appeal as outlined in the City’s Master Fee Schedule.
• Returning Level I events: Must be submitted at least 30 days in advance of the event. Level I events will be reviewed, and permits will be issued by the Community Resources Department. Should the Community Resources Department recommend denial of a special event, that decision may be appealed to City Council. If the event producer chooses to appeal, the event producer would be responsible for the application fee to appeal as outlined in the City’s Master Fee Schedule. o Pier Plaza Promotions: Review and approval of Pier Plaza Promotion events will follow the same approval process as Level I events.

Any returning event to the City that is requesting a significant change to the event format including the location, total event days, or estimated attendance and spectator total may be subject to the application submittal deadlines and approval process outlined for new events at the discretion of the Community Resources Manager.

At the discretion of the Community Resources Manager, Special Event Applications may be submitted for consideration after the application submittal deadline has passed, provided:
• there are unforeseeable circumstances (memorial service, team victory celebration, need for minimal marketing/advertising);
• the event does not exceed Peak Season (Memorial Day to Labor Day) Event Limits; and • the event can still meet all of the event approval findings The Parks, Recreation, and Community Resources Advisory Commission and City Council will receive an update on the status of events submitted after the deadlines.

The Parks, Recreation, and Community Resources Advisory Commission and City Council will evaluate and recommend approval of returning Impact Level III events and a “Nothing Weekend” first. The Parks, Recreation and Community Resources Advisory Commission will then consider approval of returning Impact Level II events.

City staff will then consider approval of Impact Level I events. New events are considered after all returning events and the approval process is determined based on the Impact Level assigned to the new event. 592
6 Event producers are requested to be present at any Parks, Recreation, and Community Resources Advisory Commission and City Council meetings where the event is scheduled to be reviewed.

Peak Season Event Limits
To balance coastal access with events, the Beach, the Strand, and Pier Plaza will be limited to the following number of events during the peak summer season (Memorial Day to Labor Day):
o Maximum of 45 days used by Impact Level III events; and o Maximum of 25 days used by Impact Level II and II events, and (on days not used by Level III events.)
Events under a Long-Term Agreement will be categorized by their Impact Level. City Sponsored/Contracted Events will be categorized by their Impact Level. The monthly number of event days for events outside of the Peak Season (Labor Day to Memorial Day) will be limited to a maximum of 15. Additionally, only two events on any given day will be permitted in the City.

Event Notifications
The Community Resources Department may require event producers to provide written notification to all residents and businesses within a 500-foot radius of the event site. The City shall provide the notice, which shall include the date and time of the event and the telephone number of the designated event representative.

Said written notice shall be provided to the surrounding residents and businesses by the event representative not less than 1 week prior to the event. Additionally, new event requests for locations outside of the Beach or downtown area, require event notifications to be posted at the event site leading up to the scheduled Public Hearing to provide the community additional notice of the proposed new event.

Economic Benefit
Event producers will be required to detail positive economic impacts as a result of the event in the Special Event Application. Event producers should encourage use of local businesses to event staff, participants, and spectators. The Hermosa Beach Chamber of Commerce and Visitor Bureau’s business directory is available at www.trulyhermosa.com. Additionally, event producers should engage with local businesses to explore partnership, and promotional opportunities.

Pre/Post Event Meetings
Pre-event and post-event meetings with City staff and event producers may be required. A “pre-event meeting” may be scheduled anytime between 3 months to several weeks prior to the actual event date as determined by City staff. If an event producer fails to participate in meetings requested by City staff, it may jeopardize the consideration of future Special Event Applications submitted by the event producer in the future.

Site Plan and Signage
A detailed map schematic must be submitted with the Special Events Application that includes the proposed location of the event, including all temporary facilities, structures, signage, and /or equipment to be erected, Review Timeline
(Returning Events)
First Day to
Submit Application
Last Day to
Submit Application
Parks, Recreation, and
Community Resources
Advisory Commission Review
City Council
Review
Impact Level I
October 15
(for following
calendar year)
30 days prior to
event n/a n/a
Impact Level II
October 15
(for following
calendar year)
90 days prior to
event December n/a
Impact Level III July 1
(for following
calendar year)
July 30
(for following
calendar year)
September September or
October
New Events
July 1
(for following
calendar year)
July 30
(for following
calendar year)
November or
December December
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7 ingress and egress, and whether existing structures and/or facilities are to be relocated or modified (such as Volleyball Courts or Beach Tennis Courts, for example). • All recreational activities and set-up of recreational equipment should remain at least 50 feet from the Strand wall. Special considerations may be made upon request. • All event-related activities and set-up shall not block beach access or hinder emergency access onto and from the beach by the Los Angeles County Lifeguards. • All tents must remain at least 10 feet from the Strand wall. • Oil balloons, "metalized" or Mylar balloons, and latex balloons filled with air, helium or lighter-than-air gas shall not be used, distributed or displayed at any events.

Event signage shall not be placed on City facilities or premises outside of event times. Signage shall not be affixed to City property. Event producers may apply for a Street Banner through the Public Work’s Department.

Simultaneous Use of North and South Volleyball Courts
One side of the north and south of Pier Volleyball Courts will be required to remain open for general public use during events occurring on weekends. An exception may be provided for events that occur at the same time as City-sponsored classes utilizing the north or south of Pier Volleyball Courts or at the discretion of the Parks, Recreation, and Community Resources Advisory Commission and City Council.

Impact to Beach Tennis Courts
Any event requesting removal of the Beach Tennis Courts must provide one of the following:
• An event footprint that would allow for at least three of the permanent Beach Tennis Courts to remain for general public use; or
• Temporary Beach Tennis Courts available for general public use. o Temporary courts must remain at least 50 feet from the strand wall and shall not block beach access or hinder emergency access onto and from the beach by the Los Angeles County Lifeguards. If temporary courts are provided outside of the Commercial Zone, outside of the event footprint, it is the responsibility of the event producer to set-up and remove the courts daily as they are not permitted to remain overnight.
o The City and Beach Tennis community would assist with providing the temporary poles and nets to the event producer and provide guidance for installation/removal.

Portable Restrooms + Hand Sanitizing/Sink Facilities
Event producers may be required to provide portable restrooms and hand-sanitizing/sink facilities. The cost of such services shall be borne by the event producer. The number of portable restrooms and hand-sanitizing/sink facilities required will be determined by City staff and factors such as the event location, total duration of the event, estimated attendance (participants and spectators), season the event takes place and whether food and beverage will be served will be considered. City staff will designate the location for any portable restrooms and hand-sanitizing/sink facilities required at the event location.

Parking
If an event producer requests reserved parking, a parking plan outlining the public parking spaces requested with the times of use for each space must be submitted. Event producers of Impact Level II or Impact Level III events may be required to secure satellite parking lots for attendee parking, or arrangements for shuttle bus transportation.

Coastal Development Permit
Multi-day events held during the Peak Season (Memorial Day to Labor Day) on the beach may be required to obtain a Coastal Development Permit from the California Coastal Commission.

Building and Safety Review
Per Chapter 31 of the California Building Code, as adopted by Hermosa Beach Municipal Code 15.04.010, a building permit and plan review is required when any special event on outdoor public spaces includes the temporary installation of the following structures:
• Awnings or canopies
• Marquees - A sign painted on, attached to, or supported by a marquee on a temporary building wall which supports the marquee
594
8 • Signs - A ground sign supported by one or more uprights, poles or braces or a sign wholly supported by a sign structure, or a portable sign with the surface temporarily fixed to a structure that is moved periodically
• Towers - A structure designed and constructed to support antennas • Antennas - Wires, poles, rods, reflecting discs or similar devices used for the transmission of electromagnetic waves
• Swimming pools - A structure intended for swimming or recreational bathing that contains water over 18 inches deep
• Relocatable buildings
• Generators, or any other temporary power source
• Temporary structures or tents that exceed 10’ x 10’ that cover an area greater than 120 square feet, including connecting areas or spaces with a common means of egress or entrance that are used or intended to be used for the gathering together of 10 or more persons. • Stages
• Trusses
• Electrical equipment
• Mechanical equipment
• Heaters
• Large-scale ventilation equipment
Following event approval, event producers will be responsible for applying for the necessary Building Permits through the City’s Community Development Department.
• Any event with temporary installation of any of the aforementioned structures, requires the event producer to submit an application for a Building Permit. • If electrical equipment, temporary power sources, or generators would be used, the event producer must submit an application for a Electrical Permit in addition to the Building Permit. • If mechanical equipment, heaters, or large-scale ventilation equipment would be used, the event producer must submit an application for a Mechanical Permit in addition to the Building Permit. • If plumbing equipment, pools, or water supply lines would be used, the event producer must submit an application for a Plumbing Permit in addition to the Building Permit. This is not required for the use of portable restrooms.

Applications are available on the City’s website. Plan review and permit fees would be applied and are determined by the level of review required. Special Event Permits will not be issued until all appropriate Building and Safety permits have been provided to the Community Resources Department.

Professional Filming
A Film/Still Photo Permit is required for any event recording or photographing activities resulting in commercial use. Information about professional filming permits may be obtained on the City’s website.

Accessibility Plan
It is the event producer’s responsibility to comply with all City, County, State and Federal disability access requirements applicable to the event, including the American with Disabilities Act (ADA). All indoor and outdoor sites, activities and programs must be accessible to persons with disabilities.

Amplified Sound
Amplified sound (Public Address system for announcements, etc.) is limited to the hours of 10:00 AM to 9:00 PM for up to a total of four hours in any day. Exceptions may be considered for events approved through the Special Events Permit Program. Events must comply with the City Noise Ordinance HBMC 8.24 and speakers must be facing westward (towards the ocean) at all times. Event producers are required to obtain an Amplified Sound Permit if the event intends to use a loudspeaker or sound amplifying equipment for the purpose of giving instructions, directions, lectures, or transmitting music. The Chief of Police will consider the following in the issuance of Amplified Sound Permits:

1. The volume and intensity of the noise, particularly as it is experienced within a residence or place of business;

2. Whether the noise is prolonged and continuous;

3. How the noise contrasts with the ambient noise level;

4. The proximity of the noise source to residential and commercial uses; 595
9 5. The time of day; and

6. The anticipated duration of the noise.

Food, Beverage, or Merchandise Sales
In accordance with HBMC Section 12.20.300, the sale of food, non-alcoholic beverages, or branded merchandise from the event producer on the beach is allowed for events approved through the Special Events Permit Program. The sale of any other commodity, merchandise, wares, products, or service on the beach or the strand is not allowed.

The event producer is responsible for obtaining any applicable food or beverage permits through the County of Los Angeles Department of Environmental Health. It is the responsibility of the event producer to ensure all vendors have current permits.

Requests for alcohol on the beach will not be considered. If the sale of alcohol is approved through the Special Event Permit Program, the event procedure must secure the appropriate license from the State of California Department of Alcohol Beverage Control (ABC). A copy of the license must be provided to the Community Resources Department prior to the issuance of a permit. City departments may place restrictions on the way in which alcohol is managed at a proposed event, including the requirement of security officers and/or assigning City staff to monitor the cost of such services shall be borne by the event producer.

Security
City staff or law enforcement may deem an activity warrants the presence of one or more Police Officers or security personnel and the cost of such services shall be borne by the event producer. Security personnel must be licensed, in uniform and are subject to approval by the City. Proof of obtaining the required security personnel must be provided to the Community Resources Department at least two (2) weeks prior to the event.

Insurance
At least ten (10) days prior to the event, event producers will provide the City with a certificate of insurance providing liability insurance with the following requirements:

Event producer agrees to furnish the City of Hermosa Beach evidence of comprehensive general liability insurance in the form of a certificate naming "the City of Hermosa Beach, its officers, agents, volunteers, and employees as additional insureds." This exact verbiage is required. Event producer shall notify the City at least thirty (30) days prior to the termination, reduction, cancellation, suspension, modification, or expiration of the policy. Notwithstanding the foregoing, Event producer shall maintain insurance coverage meeting the standards outlined in this Section at all times during the term of the activity or activities for which the Event producer submitted its application, as reflected in and permitted by this Agreement. All certificates are subject to approval of the City’s Risk Manager.

Coverage shall be at least as broad as Insurance Services Form CG 00 01 covering commercial general liability on an "occurrence" basis, including property damage, bodily injury, death, and personal and advertising injury with limits no less than two million dollars ($2,000,000) per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this Agreement, or the general aggregate limit shall be twice the required occurrence limit. The City reserves the right to request greater or lesser amounts of insurance coverage.

If the use includes athletic activities, shall provide evidence of that the commercial general liability insurance includes coverage for injuries to athletic participants and participant accident insurance.

If the Event producer maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

Event Day Expectations
In order to immediately address any issues or changes that may arise during the course of an event, producers are responsible for:
• Providing contact information for an event representative that City staff may reach at any time during the event.
596
10 o The assigned event representative must be on-site and may not actively participate in the event.
• Maintaining copies of all applicable Special Event Permits and any other permits issued by the City onsite during the event.

Applicable Fees
All events are subject to an application fee, daily category fees, and additional fees established by resolution of the City Council and any additional costs incurred by the City on behalf of the event. Payment of event fees is due upon receipt. The Community Resources Department has the discretion to revoke a permit or place a hold on processing future event applications if all applicable fees are not paid in a timely manner. Special Event Permit fees are subject to change. Additional fees may apply due to required staffing and/or services from the City of Hermosa Beach’s Community Development Department, Police Department, Public Works Department and/or the Los Angeles County Fire Department.

Current Fee Schedule
Event Categories Fee
Category I
• Less than 500 people
Non-profit: $2 per registrant
and roster of participants
due to City
Commercial: 70/30
split of proceeds
and roster of participants
due to City
Category II
• Impacts public areas for no longer than one (1) day including set-up and tear-down
• Is conducted in the off-season (not between Memorial Day and Labor Day or on any holiday)
• Participant plus spectator crowd more than 500 but less than 3,000 • Has no television coverage (except news)
• A non-profit entity is the beneficiary of the net revenues (100%) • Does not meet any of the identifying criteria for a Category III or IV event
$3,270 per event day
Category III
• Impacts public areas for more than one (1) day including set-up and tear-down
• Participant plus Spectator crowd does not exceed 5,000 • Has no television coverage (except news)
• Has more than $3,000 and less than $50,000 in prize money • Does not meet any of the identifying criteria for a Category IV event $3,599 per event day
Category IV
• Meets Category III Criteria and has one or more of the following:
▪ Has network television coverage
▪ Estimated participant/spectator crowds exceed 5,000 people ▪ Prize money in excess of $50,000
▪ Charges admission to spectator
▪ Gross revenues in excess of $50,000
$6,544 per event day
Additional Fees Fees
Commercial Application Fee - non-refundable $1,028
Non-Profit Application Fee - non-refundable $685
Pass-Thru Application Fee - non-refundable $343
Amplified Sound Permit $201
597
11 Additional Fees Cont’d Fees
Pier Plaza Use Fee $13,697 per event day
Event Co-sponsor* $346 each
Event Set-Up/Tear-Down $310 per location, per day
Community Resources Staff $411 per day
Parking Meter Space Fee
Fees vary based on the requested parking
location. Current fees are listed in the City’s
Master Fee Schedule.
*The Event Co-sponsor fee is charged for each organization listed as a presenting sponsor of the event on any or all marketing materials for the event.

Damage Deposit
Monetary deposits, bonds and other security may be necessary to guarantee performance of all required conditions, clean-up and repair of any City property or facilities damaged as a result of the event. Events may be required to submit a deposit to cover any potential damage to City facilities. All or a portion of the deposit may be refunded upon post event inspection. Events will be billed for the costs to repair or replace any City property damaged as a result of the event if the damage exceeds the deposit provided.

Refund/Cancellation Policy
Once a permit is approved and issued, daily category fees or additional fees may be refunded when written notice is given to the Community Resources Department at least two weeks prior to the event date and provided that no City staff services have been provided.

Compliance
Environmental Requirements
All events will be required to submit an environmental protection plan through the Special Events Application showing proposed compliance to reduce environmental impacts as part of the application form. Such measures may include, but shall not be limited to:
• Waste recycling and reduction.
• Energy efficiency.
• Protection of the marine environment.
• Community education opportunities.
• Monitoring and reporting compliance with the environmental protection plan.

Applicable Codes + Regulations
The City of Hermosa Beach Municipal Code governs the approval, review, and enforcement of events. The Special Events Policy Guide must be strictly adhered to and all pertinent City Ordinances shall be enforced. The sections of the Hermosa Beach Municipal Code relevant to events include, but are not limited to:

Title 8 – Health and Safety

8.24 Noise Control

8.64 Ban on Polystyrene Food Service Ware
Title 9 – Public Peace Morals and Welfare

9.28 Parties, Events and Gatherings on Private Property Title 10 – Vehicles and Traffic

10.28 Loading and Unloading

10.32 Stopping, Standing and Parking
Title 12 Street, Sidewalks and Public Places
598
12 12.20 Beach and Strand Regulations

12.24 Municipal Pier

12.28 Parks, Playgrounds and Other Public Areas

12.30 Special Events on Public Property
Fee Waiver Grants
To support qualifying organizations, the City provides event fee waiver grant opportunities to assist in its success by relieving the financial burden associated with the cost of the City’s event fees. Events and organizations that qualify for a long-term agreement or in contract are not bound to the terms of this policy.

Funding Limits
The Parks, Recreation and Community Resources Advisory Commission awards grant funding for qualified organizations that have received approval to hold their event in the City of Hermosa Beach. The annual award limit of fee waiver grants is approved by the City Council each fall for the upcoming calendar year. Grants will be awarded up to a maximum of $2,500 per event or a 50% reduction of indirect City event fees, whichever is the lesser amount.

Fee waiver grants may only be used toward indirect costs charged by the City; direct costs are not eligible for and organizations are required to pay those in full. The minimum amount of a requested fee waiver grant must total at least $250.

Eligibility
In order to be eligible to apply for a fee waiver grant, the event must be a returning event to the City and have been successfully approved through its applicable approval process as outlined in the Special Events Policy Guide. Fee waiver grants will not be considered for new events or events taking place during the Peak Season between Memorial Day and Labor Day. Following approval of an event, a completed Special Event Fee Waiver Grant Application is required to be submitted to the Community Resources Department at least 60 days prior to the event. Following a review to ensure the completeness of the application, the request will be included reviewed by the Parks, Recreation, and Community Resources Advisory Commission at one of its regularly scheduled meetings for consideration of approval.

Fee waiver grants may be approved when the Parks, Recreation, and Community Resources Advisory Commission determines that the event is of significant value to the community or to a significant portion of its residents. The organization producing the event must meet the following criteria:
1) An organization that is not delinquent on city permits or fees. 2) The organization and/or event can demonstrate:
a. A community benefit; or
b. A positive economic impact as a result of the event.

Event producers will be requested to demonstrate the following:
• A financial need or other economic justification to be considered for a fee waiver grant; • A positive community benefit through the organization or its event by meeting at least two of the following criteria:
• The organization and/or event serves, involves, and/or promotes Hermosa Beach, its residents, schools, and/or businesses;
• The organization and/or event can demonstrate broad community support and sponsorship; • The event appeals to a wide segment of community members; • The organization and/or event enhances the quality of life to the Hermosa Beach community; offering recreational, cultural, social, and or and/or educational activities of interest to the community;
• The organization can demonstrate a commitment to supporting the City’s active and healthy lifestyle as a result of the event; and/or
• The organization/and or event addresses an unmet community need. • A positive economic impact as a result of the event by providing the following information:
599
13 • If the event is consecutive days, data indicating the total number of participants that utilize overnight lodging in the City of Hermosa Beach; and
• Data indicating the participants spending in Hermosa Beach during the duration of the event at any of the businesses in the City of Hermosa Beach.

Additionally, event producers must be able to fully fund their event should they not receive a fee waiver grant and may not be dependent on the fee waiver grant to determine their ability to hold the event.

Events specifically prohibited from receiving a fee waiver grant include those events that:
• Promote, advocate, or advance a political message or belief. • Projects or organizations who have unsatisfactorily fulfilled its obligations from previous fee waiver grants.

Approval
The five (5) member Parks, Recreation, and Community Resources Advisory Commission is tasked with reviewing and determining the level of a fee waiver grant at one of their regular meetings held on the first Tuesday of each month beginning at 7:00pm. Consideration will include careful review of:
• Special Event Fee Waiver Grant Application.
• Community Benefit Form
• Economic Impact Report
• Successful fulfillment of previously awarded grant obligations.

The Parks, Recreation, and Community Resources Advisory Commission’s decision to deny a fee waiver grant for an event is appealable by the City Council. The City Council will not consider additional fee waiver considerations in addition to the maximum award amounts allowable through the Special Event Fee Waiver Grant program.

Obligations
Organizations approved for a fee waiver grant will be required to complete the following:
• Include that the event “is brought to you with support from the City of Hermosa Beach” on all marketing materials. The City requests this exact verbiage be used. o A copy of event marketing materials with this exact verbiage must be provided to the City prior to the City’s issuance of the Special Events Permit.
• A formal presentation to the Parks, Recreation and Community Resources Advisory Parks, Recreation, and Community Resources Advisory Commission at one of its regular meetings no more than 60-days following the event. The presentation shall include discussion of:
o Number of attendees.
o Beneficiary of funds raised by the event (if applicable). o Overview of event budget and financial outlook.
o Overview of the community benefit and/or positive economic impact to the City of Hermosa Beach.

Disqualification
Failure to complete these requirements in accordance with this policy shall automatically disqualify the organization from submitting a future request to receive a fee waiver grant for the remainder of the current calendar year plus one additional calendar year.

If any information submitted as part of the Special Event Fee Waiver Grant is found to be fraudulent, event approvals already granted for the remainder of the calendar year will be automatically revoked. While the organization will be permitted to reapply for approval of event(s) in the following calendar year, it will no longer be eligible to apply for a fee waiver grant.

Long-term Agreements
The City of Hermosa Beach recognizes the value in hosting a variety of beloved community events that help create a balanced and enjoyable events calendar for its residents. To support and develop a long-term approach to the scheduling of events, eligible events can qualify for a long-term agreement (LTA) with the City.
600
14 Eligibility
In order for an organization to be eligible for consideration of a long-term agreement, the event(s) must meet at least three of the following:
• The event(s) must qualify as an Impact Level II or III (per the Impact Worksheet), and at least one of the following:
o Have a combined estimated total of 5,000 people in attendance; or o The event must be at least two (2) consecutive days (including setup and teardown). • Have held its event in Hermosa Beach for at least three consecutive years • The event must be produced by an organization that serves, involves, and/or promotes Hermosa Beach’s coastal lifestyle, its residents, schools, and/or businesses; and • The organization or event producer must be able to demonstrate how its programs (outside of those provided at the event) provide a positive impact to the City including enhancements to quality of life to the Hermosa Beach community; or the offering of recreational, cultural, social, and/or educational activities of interest to the community.
• The event can demonstrate:
o A community benefit; or
o A positive economic impact as a result of the event.

Event producers will be requested to demonstrate a positive community benefit through the organization or its event by meeting at least two of the following criteria:
• The organization and/or event serves, involves, and/or promotes Hermosa Beach, its residents, schools, and/or businesses;
• The organization and/or event can demonstrate broad community support and sponsorship; • The event appeals to a wide segment of community members; • The organization and/or event enhances the quality of life to the Hermosa Beach community; offering recreational, cultural, social, and or and/or educational activities of interest to the community;
• The organization can demonstrate a commitment to supporting the City’s active and healthy lifestyle as a result of the event; and/or
• The organization/and or event addresses an unmet community need.

Event producers will be requested to demonstrate a positive economic impact as a result of the event by providing the following information:
• If the event is consecutive days, data indicating the total number of participants that utilize overnight lodging in the City of Hermosa Beach; and
• Data indicating the participants spending in Hermosa Beach during the duration of the event at any of the businesses in the City of Hermosa Beach.

Upon request of an organization whose event does not satisfy one or more of the above eligibility criteria, the City Council may at a regular Council meeting authorize such organization to apply for an LTA where its event provides a demonstrable or differentiated benefit to the community or a service that the City would otherwise be unable to provide.

Term Limits
LTA’s shall be for no less than two (2) years but shall not exceed a maximum of three (3) years unless otherwise determined by the City Council.

Procedures
The following steps are required to guide the development and implementation of an LTA:

1. Submittal of an LTA Application and corresponding letter to the Community Resources Department demonstrating how the organization meets the criteria.

2. Review and recommendation for City Council approval by the Parks, Recreation and Community Resources Advisory Commission.

3. Review and approval by the City Council to begin LTA negotiations with City staff.

4. LTA negotiations and development.
601
15 5. Presentation of the final LTA to the City Council for approval.

Obligations
Organizations whose event(s) are approved through an LTA are required to provide a formal presentation to the Parks, Recreation, and Community Resources Advisory Commission at one of its regular monthly meetings no more than 60-days prior AND 60-days following its event(s). The pre-event presentation shall include a general event overview including anticipated number of attendees; an overview of the event footprint and individualized setup; and its anticipated impact(s) to the community, etc. The post-event presentation shall include a general overview including the actual number of attendees; actual impact(s) to the community; and any event struggles and succes
602
603

Page 1 of 2 ends

2024
City of Hermosa Beach
Special Event Permit Application Overview
Event Title: Rams Draft Experience
Impact Level: III
Approved Event Date(s): Thursday, April 25, Friday, April 26, Monday, April 29, Tuesday, April 30, and Wednesday, May 1 with load-in Monday, April 22 through Wednesday, April 24, and load-out Thursday, May 2 through Friday May 3 Proposed Additional Event Date(s): Saturday, April 27, and Sunday, April 28 (originally scheduled as dark days) and Thursday, May 2 (originally scheduled as a load-out day) Applicant Name: Jordan Cohen
Organization Name: Los Angeles Rams/BuzzHive Creative
Non-Profit: NO/YES
Event Time: Field activation: 6am-10pm (tentative) & Beach, Schumacher Plaza, and Pier Plaza activations: 12-10pm (tentative)
Event Summary: Draft experience on Schumacher Plaza, Pier Plaza and the beach south of the Pier. Schumacher Plaza and Pier Plaza would have interactive activities for the public such as giveaways, a spirit station, photo opportunities, and face painting. The beach south of the Pier would include a stage for musical performances and a screen for attendees to watch the NFL Draft and listen to panels of players, legends, and coaches. The aforementioned activities would only take place Thursday, April 25, and Friday, April 26. A temporary football field would also be in place on the beach south of the Pier to run sports clinics and tournaments, and general free play on approved event days.

Returning Event: NO/YES
Event Location (Site Map Attached): Pier Plaza and Beach south of the Pier Estimated Number of Participants: A maximum of 5,000 on Thursday, April 25 and Friday, April 26 and a maximum of 250 on all other approved event days.

Age of Participants: All ages
Participant Fee: None
Parking: Yes
Amplified Sound: Yes
Generator(s): Yes
Fenced Area(s): Yes, to protect production equipment around the stage, and waist high barricades would be around the football field to control ingress and egress of the field, and to keep attendees off the field during unsupervised hours Stage(s), Structure(s) or Tent(s): Yes – stage, football field, signs, tents that exceed 10’ by 10’ Security: Yes
Sponsor(s): None
Estimated Fees Payable to the City
Application (Commercial) $1,028
Category III $3,599 per event day x 8 event days (if proposed additional dates are approved) = $28,792
604

Page 2 of 2 ends

Set-up (Beach) $310 per location, per set-up day x 1 locations and 3 set-up days = $930 Set-up (Schumacher Plaza & Pier Plaza) $310 per location, per set-up day x 2 locations and 1 set-up day = $620 Tear-down $310 per location, per tear-down day x 1 location x 1 tear-down days = $310 Pier Plaza Use $13,697 per use day x 2 use days = $27,394 Amplified Sound $201
Parking TBD
*Additional fees to apply due to required staffing and/or services from the City of Hermosa Beach’s Community Resources Department, Community Services Department, Public Works Department, Police Department and the Los Angeles County Fire Department.
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TENTATIVE
2024 SPECIAL EVENTS

CALENDAR
City of Hermosa Beach
Community Resources Department
710 Pier Avenue, Hermosa Beach, CA 90254
(310) 318-0280
[email protected]
626
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5 6 Sidewalk Sale
Hermosa Avenue,
Pier Avenue & Pier Plaza
Impact Level II
7 Sidewalk Sale
Hermosa Avenue,
Pier Avenue & Pier Plaza
Impact Level II
8 9 10 11 12 13 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
14 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
15 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
16 17 18 19 20
21 22 23 24 25 26 27 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
28 29 30 31
January 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
627
Sun Mon Tue Wed Thu Fri Sat
1 2 3 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
26 27 28 29 Beach Tennis Tournaments
Beach Tennis Courts
(Set-up)
February 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
628
March 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 Beach Tennis Tournaments
Beach Tennis Courts
2 Beach Tennis Tournaments
Beach Tennis Courts
3 Beach Tennis Tournaments
Beach Tennis Courts
4 5 RUHS Volleyball Matches
North Volleyball Courts
6 7 RUHS Volleyball Matches
North Volleyball Courts
8 9 HBLL Opening Day
Clark Field
Impact Level II
10 11 12 RUHS Volleyball Matches
North Volleyball Courts
13 14 RUHS Volleyball Matches
North Volleyball Courts
15 16 St. Patrick’s Day
Parade
Downtown
Impact Level III
17 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
18 19 RUHS Volleyball Matches
North Volleyball Courts
20 21 RUHS Volleyball Matches
North Volleyball Courts
22 Hearts of Hermosa
Community Center
(Set-up)
Impact Level III
23 Hearts of Hermosa
Community Center
Impact Level III
24 Hearts of Hermosa
Community Center
(Tear-down)
Impact Level III
25 26 RUHS Volleyball Matches
North Volleyball Courts
27 28 RUHS Volleyball Matches
North Volleyball Courts
29 30 SoCal Beach Foundation
North Volleyball Courts
31 Easter Sunrise Mass
South of Pier
629
April 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5 6 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
7 8 9 RUHS Volleyball Matches
North Volleyball Courts
10 11 Beach Tennis Tournaments
Beach Tennis Courts
(Set-up)
RUHS Volleyball Matches
North Volleyball Courts
12 Beach Tennis Tournaments
Beach Tennis Courts
13 CBVA
North Volleyball Courts
Beach Tennis Tournaments
Beach Tennis Courts
14 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
Beach Tennis Tournaments
Beach Tennis Courts
15 16 RUHS Volleyball Matches
North Volleyball Courts
17 18 RUHS Volleyball Matches
North Volleyball Courts
19 20 Sidewalk Sale
Hermosa Avenue, Pier Avenue & Pier Plaza
Impact Level II
State of the Art
Cypress Ave. & 6th St.
21 Sidewalk Sale
Hermosa Avenue, Pier Avenue
& Pier Plaza
Impact Level II
AAU Southern Pacific Grand
Prix Series
North Volleyball Courts
22 Rams Draft Experience
South of Pier
(Set-up)
(PENDING APPROVAL)
23 SCVA
Day at the Beach
North Volleyball Courts
Rams Draft Experience
South of Pier
(Set-up)
(PENDING APPROVAL)
24 Rams Draft Experience
South of Pier, Schumacher
Plaza, and Pier Plaza
(Set-up)
(PENDING APPROVAL)
25 RUHS Volleyball Matches
North Volleyball Courts
Rams Draft Experience
South of Pier, Schumacher
Plaza, and Pier Plaza
(PENDING APPROVAL)
26 Surfers Walk of Fame
Kick-off Party
Community Theatre
impact Level II
Rams Draft Experience
South of Pier, Schumacher
Plaza, and Pier Plaza
(PENDING APPROVAL)
27 Surfers Walk of Fame
Spyder Surf Fest
Pier Plaza
Impact Level III
Rams Draft Experience
South of Pier
(Event Infrastructure Only)
(PENDING APPROVAL)
28 Waterman’s Surf Series
South of Pier
Rams Draft Experience
South of Pier
(Event Infrastructure Only)
(PENDING APPROVAL)
29 RUHS Volleyball Matches
North Volleyball Courts
Rams Draft Experience
South of Pier
(PENDING APPROVAL)
30 Rams Draft Experience
South of Pier
(PENDING APPROVAL)
630
May 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 Rams Draft Experience
South of Pier
(PENDING APPROVAL)
2 Rams Draft Experience
South of Pier
(Tear-down)
(PENDING APPROVAL)
3 Rams Draft Experience
South of Pier
(Tear-down)
(PENDING APPROVAL)
4 Classic Car Show
Schumacher Plaza &
Pier Plaza
Impact Level II
Pets in the Park
Valley Park
Impact Level II
5 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
Your are Enough 5k
Schumacher Plaza & Strand
north of Pier
6 7 8 9 10 11 CBVA
North Volleyball Courts
Night at the Ballpark
Clark Field
Impact Level II
12 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
13 14 15 16 17 18 Epic Days
South of Pier
Impact Level II
AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
19 Epic Days
South of Pier
Impact Level II
20 21 22 23 Fiesta Hermosa
Downtown
(Set-up)
Impact Level III
24 Fiesta Hermosa
Downtown
(Set-up)
Impact Level III
CBVA
North Volleyball Courts
(Set-up)
25 Fiesta Hermosa
Downtown
Impact Level III
CBVA
North Volleyball Courts
Impact Level III
26 Fiesta Hermosa
Downtown
Impact Level III
CBVA
North Volleyball Courts
27 Fiesta Hermosa
Downtown
Impact Level III
CBVA
North Volleyball Courts
(Tear-down)
28 Fiesta Hermosa
Downtown
(Tear-down)
Impact Level III
29 30 Beach Tennis Tournaments
Beach Tennis Courts
(Set-up)
31 Beach Tennis Tournaments
Beach Tennis Courts
631
June 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 SoCal
Beach Foundation
North Volleyball Courts
Beach Tennis Tournaments
Beach Tennis Courts
2 Beach Tennis Tournaments
Beach Tennis Courts
HBLL Closing Day
Clark Field
Impact Level II
3 4 5 6 7 Fine Arts Festival
Community Center Lawn
(Set-up)
Impact Level III
8 Fine Arts Festival
Community Center Lawn
Impact Level III
South Bay Paddle
South of Pier
9 Fine Arts Festival
Community Center Lawn
Impact Level III
10 11 12 13 14 SCVA
Day at the Beach
North Volleyball Courts
(Set-up)
15 SCVA
Day at the Beach
North Volleyball Courts
16 SoCal
Beach Foundation
North Volleyball Courts
17 U19 World Championship
and World University Trials
North Volleyball Courts
18 U19 World Championship
and World University Trials
North Volleyball Courts
19 U19 World Championship
and World University Trials
North Volleyball Courts
20 U19 World Championship
and World University Trials
North Volleyball Courts
21 22 Nothing Weekend
23 Nothing Weekend 24 25 26 27 28 29 Smackfest Co-ed 4’s Volleyball Tournament
North Volleyball Courts
30 SCVA
Day at the Beach
North Volleyball Courts
632
July 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5 6 JVA/BVCA
National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up)
Impact Level III
7 JVA/BVCA
National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
8 JVA/BVCA
National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
9 JVA/BVCA
National Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
10 JVA/BVCA
National Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
Shakespeare by the Sea
Valley Park
Impact Level I
11 JVA/BVCA
National Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
Shakespeare by the Sea
Valley Park
Impact Level I
12 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up)
Impact Level III
13 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
14 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
15 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
16 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
17 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
18 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
19 AAU
Junior National
Championships
North & South
Volleyball Courts &
Beach Tennis Courts
Impact Level III
20 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
21 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
22 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
23 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
24 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
25 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
26 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
27 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
28 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
Impact Level III
29 AVP– Junior Event
North & South
Volleyball Courts &
Beach Tennis Courts
(Set-up, Event or
Tear-down - TBD)
30 31 International
Surf Festival
North & South of Pier
(Set-up)
Impact Level III

633
August 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 International
Surf Festival
North & South of Pier
(Set-up)
Impact Level III
2 International
Surf Festival
North & South of Pier
Impact Level III
3 International
Surf Festival
North & South of Pier &
North Volleyball Courts (CBVA)
Impact Level III
Sidewalk Sale
Hermosa Avenue,
Pier Avenue & Pier Plaza
4 International
Surf Festival & CBVA
North & South of Pier
Impact Level III
Sidewalk Sale
Hermosa Avenue,
Pier Avenue & Pier Plaza
5 International
Surf Festival
North & South of Pier
(Tear-down)
Impact Level III
6 7 8 9 Triathlon
Downtown
(Set-up)
Impact Level III
10 Triathlon
Downtown
(Set-up)
Impact Level III
11 Triathlon
Downtown
Impact Level III
CBVA
North Volleyball Courts
12 13 14 15 16 Beach Tennis Tournaments
Beach Tennis Courts
(Set-up)
17 Epic Days
South of Pier
Impact Level II
Beach Tennis Tournaments
Beach Tennis Courts
18 Epic Days
South of Pier
Impact Level II
Beach Tennis Tournaments
Beach Tennis Courts
19 20 21 22 23 24 Nothing Weekend
25 Nothing Weekend 26 27 28 29 30 CBVA
North Volleyball Courts
(Set-up)
31 CBVA
North Volleyball Courts
634
Sun Mon Tue Wed Thu Fri Sat
1 CBVA
North Volleyball Courts
2 3 4 5 6 Hermosa Beach
Concert Series
South of Pier
(Set-up)
Impact Level III
7 Movies at the Beach
South of Pier
Impact Level III
(PENDING APPROVAL)
8 Hermosa Beach
Concert Series
South of Pier
Impact Level III
9 Hermosa Beach
Concert Series
South of Pier
(Event Infrastructure Only)
Impact Level III
10 Hermosa Beach
Concert Series
South of Pier
(Event Infrastructure Only)
Impact Level III
11 Hermosa Beach
Concert Series
South of Pier
(Event Infrastructure Only)
Impact Level III
12 Hermosa Beach
Concert Series
South of Pier
(Event Infrastructure Only)
Impact Level III
13 Hermosa Beach
Concert Series
South of Pier
(Event Infrastructure Only)
Impact Level III
14 Movies at the Beach
South of Pier
Impact Level III
(PENDING APPROVAL)
15 Hermosa Beach
Concert Series
South of Pier
Impact Level III
16 Hermosa Beach
Concert Series
South of Pier
(Tear-down)
Impact Level III
17 18 19 20 21 Coastal Cleanup Day
Schumacher Plaza,
North & South of Pier
Impact Level I
Glow Ride
for Cystic Fibrosis
Schumacher Plaza &
Strand north of Pier
22 23 24 25 26 27 28 Locale 90254
Hermosa Avenue, & Lot A
Impact Level III
(TENTATIVE)
AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
29 Locale 90254
Hermosa Avenue, & Lot A
Impact Level III
(TENTATIVE)
30 September 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
635
October 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 Beach Tennis Tournaments
Beach Tennis Courts
(Set-up)
5 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
Beach Tennis Tournaments
Beach Tennis Courts
6 Beach Tennis Tournaments
Beach Tennis Courts
7 8 9 10 11 12
13 Walk to End Alzheimer's
Schumacher Plaza and
Strand north of PIer
14 15 16 17 18 19
Pumpkins in the Park
Edith Rodaway Park
Impact Level II
VOLLEY4SOUND
North Volleyball Courts
20 Skechers Pier to Pier
Friendship Walk
Schumacher Plaza and
Strand north of PIer
Impact Level III
21 22 23 24 25 Beach Tennis Tournaments
Beach Tennis Courts
(Set-up)
26 Beach Tennis Tournaments
Beach Tennis Courts
AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
27 Beach Tennis Tournaments
Beach Tennis Courts
28 29 30 31
636
Sun Mon Tue Wed Thu Fri Sat
1 2 Sandy Sauté
North of Pier
3 4 5 6 7 8 9
10 11 Veterans Day
Wreath Laying
Ceremony
Community Center
East Lawn
Impact Level II
12 13 14 15 16
17 18 19 20 21 22 Hermosa for the
Holidays
Downtown
(Set-up)
Impact Level III
23 Hermosa for the
Holidays
Downtown
Impact Level III
AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
24 Hermosa for the
Holidays
Downtown
Impact Level III
25 26 27 28 29 30
November 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
637
December 2024
Impact Level I
Impact Level II
Impact Level III
Long-term Agreement
City Hosted Event
City Contracted Event
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5 6 7 Sand Snowman
Contest
North of Pier
Impact Level I
8 9 10 11 12 13 14 California Great
Santa Stroll
Strand North of Pier & Pier
Plaza
Impact Level III
15 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
16 17 18 19 20 21
22 23 24 25 26 AAU Southern Pacific
Grand Prix Series
North Volleyball Courts
27 28
29 Community
Chanukah Celebration
Pier Plaza &
Greenwood Park*
Impact Level II
30 31
*Menorah installation at Greenwood Park is Monday, December 23 2024, and the Menorah is removed Friday, January 3, 2025 638
Off-Season Monthly Events
(Labor Day – Memorial Day) # of Special Event Days # of Days Available(out of 15) January 6 9
February 3 12
March 19 -4
April 19 -4
May (through May 26) 13 2
September (from September 3) 14 1
October 9 6
November 5 10
December 5 10
Peak Season (Memorial Day: May 27, 2024– Labor Day: September 2, 2024) # of Special Event Days on the Beach/Strand/Pier Plaza Level I & II Event Days
(not on Level III Event Days)
& City Sponsored/Contracted
(not on Level III, II or I Event Days)
(Maximum of 25)
Level III Event Days
(Maximum of 45)
Total # of Event Days
(out of 70 total)
17 39 56
Peak Season Event Limits:

To balance coastal access with events, events on the Beach, Strand & Pier Plaza will be limited to the following number of events during the peak summer season (Memorial Day to Labor Day – approximately 100 days over the summer):
o Maximum of 45 days used by Level III Events
o Maximum of 25 days used by Level I & II Events, & City Sponsored/Contracted Events (on days not used by Level III Events) City Sponsored or City Contracted Events, & Long-term Agreement Events are categorized by their Impact Level 639
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 24-0152
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of April 9, 2024
DISCUSSION OF ADMINISTRATION CITATION FINES FOR CANNABIS DELIVERY AND SHORTTERM VACATION RENTALS AND A RESOLUTION OF THE CITY OF HERMOSA BEACH,

CALIFORNIA, AMENDING THE ADMINISTRATIVE CITATION FINE SCHEDULE TO INCLUDE

RECENTLY ADDED VIOLATIONS SUBJECT TO ADMINISTRATIVE CITATION PROVISIONS AND

FINDING THE SAME EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (Community Development Director Carrie Tai)
Recommended Action:

Staff recommends City Council:
1) Discuss and provide direction on the cannabis delivery administrative citation fines; 2) Discuss and provide direction on the short-term vacation rental administrative citation fines; and
3) Adopt a resolution (Attachment 1) amending the City’s administrative fine schedule and finding the action to be exempt pursuant to the California Environmental Quality Act.

Executive Summary:

The City’s existing administrative citation procedure was implemented in 2007. City Council recently updated administrative fines, posed questions about fines relating to cannabis delivery and shortterm vacation rental violations, and added new violations to the administrative citation provisions.

Staff recommends City Council discuss the current cannabis delivery and short-term vacation rental administrative fines and adopt a resolution (Attachment 1) amending the City’s Administrative Fine Schedule to reflect recently added violations.

Background:

At its August 14, 2007 meeting, City Council approved the creation of an administrative citation process. At its October 9, 2007 meeting, City Council approved the establishment of a tiered approach of citation fine amounts and deadlines to incentivize compliance. Since then, City Council routinely added to the list of violations subject to the administrative citation provisions. On multiple occasions and in certain cases, City Council approved violation-specific fines.

Hermosa Beach Municipal Code (HBMC) Section 1.10.040, Administrative Citations and Penalties, includes a list of violations that are subject to administrative penalty procedures. The section was City of Hermosa Beach Page 1 of 8 Printed on 4/4/2024
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includes a list of violations that are subject to administrative penalty procedures. The section was created to provide the City with civil enforcement procedures separate from the criminal misdemeanor and infraction categories referenced in the HBMC. Administrative citation provisions allow the City to penalize certain offenses under civil procedures, as opposed to the "criminal" procedures for infractions and misdemeanors. Violations may be cited as often as daily. Section

1.10.010 of the HBMC states that the use of administrative citations does not prevent the City from using other methods of enforcement or abatement, including prosecution or arrest for misdemeanors.

As part of updating the City’s policies and practices regarding enforcement of HBMC provisions, staff reviewed the City’s administrative citation provisions, fines, and internal procedures to identify opportunities for improvements; with the main goal being to ensure enforcement provisions remain effective in gaining voluntary compliance in a timely manner. To date, staff reviewed and improved internal administrative citation and documentation procedures, added hearing officer capacity for administrative citation appeal hearings, and developed a collections referral process.

The City’s process of issuing administrative citations generally consists of a warning letter and an opportunity to correct the violation. If compliance is not reached within the specified amount of time, the City may issue an administrative citation, which is accompanied by a fine. The citation recipient, or responsible party, may appeal the citation by paying the fine and submitting a request for an appeal. If appealed, the case is heard by an independent hearing officer. Administrative citations that are not appealed, and not paid, are referred to collections.

The City’s current Administrative Citation fines are as follows:
· All violations-$250 (first), $500 (second), or $1,000 (third/subsequent), except:
- Social host liability (underage drinking at private parties)-$2,500 to $10,000 - Encroachment permit-$500 to $1,000
- Stormwater violations-$500 to $1,000
- Short-term vacation rental violations-$2,500 to $15,000 for each violation - Cannabis delivery violations-$20,000 for each violation (The City Manager may waive the citation for the first violation if applicant submits complete application for City permit).

Past Board, Commission, and Council Actions
Meeting Date Description
August 14, 2007 City Council adopts administrative citation provisions in the Municipal Code.

October 9, 2007 City Council adopts Resolution No. 07-6569 establishing a tiered approach for administrative citation fines. 1) $100-first violation 2) $200-second violation 3) $500-third and
subsequent violations
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Meeting Date Description
August 14, 2007 City Council adopts administrative citation provisions in the Municipal Code.

October 9, 2007 City Council adopts Resolution No. 07-6569 establishing a tiered approach for administrative citation fines. 1) $100-first violation 2) $200-second violation 3) $500-third and
subsequent violations
June 14, 2016 City Council adopts Resolution 16-7033 establishing fines for Short Term Vacation Rentals and Social Host Ordinance.

September 12, 2023 City Council adopts Ordinance 23-1469 allowing cannabis delivery and adopted Resolution No. 23-7389 establishing administrative fines for violations.

November 28, 2023 City Council adopts Ordinance 23-1472 establishing the City’s pavement moratorium program.

January 23, 2024 City Council adopts Resolution No. 24-7413 updating the administrative citation fines for most violations to: 1) $250- first violation 2) $500-second violation 3) $1,000-third and subsequent violations City Council requests future discussion on administrative citation fines for cannabis delivery and for short-term vacation rentals.

March 12, 2024 City Council adopted an ordinance adding violations relating to special events and outdoor fitness on public property, solid waste collection, and use of the City logo, seal and insignia to the administrative citation provisions.

At its January 23, 2024 meeting, City Council adopted Resolution No. 24-7413 updating the administrative citation fines. At the meeting, City Council requested future discussion on administrative citation fines for cannabis delivery and short-term vacation rentals.

At its March 12, 2024 meeting, City Council adopted an ordinance adding violations relating to special events and outdoor fitness on public property, solid waste collection, and use of the City logo, seal, and insignia to the administrative citation provisions.

The agenda item provides the opportunity to conduct a discussion on administrative fines for cannabis delivery and short-term vacation rentals. It also includes a request to amend the restated administrative fine schedule to include the violations added to the administrative citation provisions.

Should City Council desire to change the cannabis delivery or short-term vacation rental fines, the draft administrative fine schedule may also be amended at this time to reflect changes.

Discussion:

Cannabis Delivery-Administrative Fine
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The current administration citation fine for violation of the cannabis delivery regulations are as follows:

Violation First Second Third +
25 Chapter 5.80, Cannabis Delivery; $ 20,000 $ 20,000 $ 20,000 As described in the September 12, 2023 City Council staff report (Attachment 5), the administrative fines for violating the City’s cannabis delivery provisions were designed as a penalty to encourage and obtain compliance. Administrative fines are not based on cost recovery, but rather set at an amount that would deter non-compliant activities. Due to the lucrative nature of the potential cannabis delivery market, as well as the severe level of potential harm from illicit operations, a larger amount of fine is necessary to ensure residents are protected and those lawfully complying with the City’s regulatory program are not disincentivized. As such, the City Council established an administrative penalty amount of $20,000 for each day that unpermitted activity occurs, with each day or occurrence considered a separate and distinct offense. To encourage legalization of delivery activities occurring within the City and to ensure the fine amount is not too punitive, City Council granted the City Manager the option to grant forgiveness of a first-time offense if the business operator submits a complete application for a cannabis delivery permit. Excessively high fines, or the perception that the fines are unreasonable or unattainable, may discourage compliance with regulations rather than encourage it.

The City of Los Angeles Municipal Code similarly includes a penalty of $20,000 per occurrence for unlicensed commercial cannabis activity, while the County of Los Angeles has set its administrative penalty at $30,000 per occurrence. Precedence for penalties at the recommended level was also set by legislation aimed at controlling unlawful cannabis related activities at the state and local levels.

Assembly Bill 1138, passed in 2021, includes a $30,000 penalty for abetting unlicensed commercial cannabis activity and Assembly Bill 141 Budget Act of 2021 includes a $30,000 per occurrence fine for violating licensure regulations of the California Department of Cannabis Control.

As part of the 2023-2024 California legislative cycle, proposed Assembly Bill No. 1684 would impose a limit of $1,000 per violation or $10,000 per day for violations of unlicensed commercial cannabis activity. Staff is actively monitoring this bill, which if passed as currently proposed, would require City to amend its administrative fine schedule.

Since the administrative fine for cannabis delivery violations was recently adopted, and the City has not yet encountered any violations for cannabis delivery, staff does not recommend altering the administrative fine at this time.

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Short-Term Vacation Rental (STVR) Administrative Fines
The current administration citation fines for violation of the STVR regulations are as follows:

Violation First Second Third +
15a Short Term Rentals (<= 2 bed) $ 2,500 $ 5,000 $ 7,500 15b Short Term Rentals (>= 3 bed) $ 5,000 $ 10,000 $ 15,000 The City Council adopted administrative fines for STVR at its June 14, 2016 meeting. Staff initially proposed fines of $2,500 for the first violation, $3,000 for the second violation, and $3,500 for the third violation, as these were proposed based on the rates advertised for a weekend for properties at or near the beach in the City. The goal of the fines is to serve as a deterrence, and insufficient fines have the potential to simply be absorbed as the cost of doing business. After the meeting discussion, City Council adopted a modified resolution creating a two-tiered fine structure for short-term rental units with two or fewer bedrooms and three or more bedrooms to reflect the difference in rates, resulting in the administrative fines currently administered.

The City created an STVR Pilot Program allowing nonconforming residential units in certain nonresidential zones to obtain permits to operate STVRs. Thus far, there have been approximately 14 units permitted.

Since 2016, the City has actively engaged in enforcement of STVRs. The City contracted with firms that specialize in the industry to assist in the monitoring and identification of STVRs. The City issued 44 violations or citations thus far in Fiscal Year 2023-2024. The majority of cases are resolved with a warning, however, a small percentage of violators do persist in continuing to either advertise or rent units as STVRs.

Staff also conducted a recent survey of administrative fines for other cities; results as follows:

Short Term Vacation Rentals Violations Fines
Jurisdiction Notes First Second Third
Hermosa Beach (<= 2 bed) $ 2,500 $ 5,000 $ 7,500
(>= 3 bed) $ 5,000 $ 10,000 $ 15,000
Beverly Hills Per Violation $2,500 $2,500 $2,500
El Segundo --- $2,500 $5,000 Revocation
Laguna Beach $1,000 $1,000 $1,000
Long Beach --- $100 $200 $500
Huntington BeachDaily $1,000 $1,000 $1,000 plus
revocation
Malibu Daily $1,000 or 2x
rental rate
$1,000 or 2x
rental rate
$1,000 or 2x
rental rate
Manhattan BeachNon-coastal $1,000 $1,000 $1,000
Newport Beach Daily $1,000 1-year
suspension
Revocation
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Beverly Hills Per Violation $2,500 $2,500 $2,500
El Segundo --- $2,500 $5,000 Revocation
Laguna Beach $1,000 $1,000 $1,000
Long Beach --- $100 $200 $500
Huntington BeachDaily $1,000 $1,000 $1,000 plus
revocation
Malibu Daily $1,000 or 2x
rental rate
$1,000 or 2x
rental rate
$1,000 or 2x
rental rate
Manhattan BeachNon-coastal $1,000 $1,000 $1,000
Newport Beach Daily $1,000 1-year
suspension
Revocation
Rancho Palos Verdes --- $2,500 $5,000 $7,500
Redondo Beach --- Up to $1,000 Up to $1,000 Up to $1,000 Santa Barbara --- $1,500 $3,000 $5,000
Santa Monica Ad without
price
$1,000 $2,000 $5,000
Ad with price 4x daily rate 6x daily rate 8x daily rate Seal Beach Daily $1,000 $1,000 $1,000
West Hollywood --- $1,000 $2,500 $5,000
Given that the City’s goal is compliance and that a high percentage of instances is resolved with a warning, staff would not recommend increases to the fine at this time.

Amended Administrative Fine Schedule to Reflect Newly-Added Violations As stated earlier in the staff report, the standard administrative citation fine, unless otherwise adopted by City Council is $250 for a first violation, $500 for a second violation, and $1,000 for third and subsequent violations.

Staff recommends City Council consider specifying the standard administrative citation fines on the administrative fine schedule. Violations of Chapter 12.09 Pavement Moratorium were previously added, but not the administrative fine schedule. The proposed revised administrative fine schedule is included as Attachment 1.

Violation First Second Third +
28 Chapter 12.09 Pavement Moratorium $ 250 $ 500 $ 1,000 29 Chapter 8.12 Solid Waste Collection and
Disposal
$ 250 $ 500 $ 1,000
30 Chapter 12.30 Special Events on Public
Property
$ 250 $ 500 $ 1,000
31 Section 12.28.030, Permit requirement for
outdoor fitness classes in city parks and on
the beach
$ 250 $ 500 $ 1,000
32 Chapter 1.06, Custody and Use of the City
Seal, Logo, and City Insignia
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Staff Report
REPORT 24-0152
Violation First Second Third +
28 Chapter 12.09 Pavement Moratorium $ 250 $ 500 $ 1,000 29 Chapter 8.12 Solid Waste Collection and
Disposal
$ 250 $ 500 $ 1,000
30 Chapter 12.30 Special Events on Public
Property
$ 250 $ 500 $ 1,000
31 Section 12.28.030, Permit requirement for
outdoor fitness classes in city parks and on
the beach
$ 250 $ 500 $ 1,000
32 Chapter 1.06, Custody and Use of the City
Seal, Logo, and City Insignia
$ 250 $ 500 $ 1,000
Violations of the HBMC are misdemeanors (Government Code section 26900(a)), unless designed by the City as infractions. Misdemeanors are punishable by imprisonment in the County jail, not exceeding six months, or by fine not exceeding $1,000. Government Code Section 36900 provides that infraction violations are punishable by a civil fine. Administrative penalties on the other hand are not limited by these amounts. The City has routinely set in place administrative penalties for violations commensurate with the impact of the violation and to ensure these amounts are proper deterrents such that violators will be incentivized to correct the violation.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Governance Element
Goal 2. The community is active and engaged in decision-making processes .

Policy:
· 2.6 Responsive to Community Needs. Continue to be responsive to community needs.

Goal 7. Community sustainability and health are a priority in policy and decision-making.

Policy:
· 7.6 Livability Principles. Amend or update policies that may run counter to livability principles.

Environmental Determination:

Pursuant to the California Environmental Quality Act Guidelines section 15061(b)(3), it can be seen with certainty that there is no possibility that the activity contemplated by this ordinance may have a significant effect on the environment.

Fiscal Impact:

If adopted, the administrative fine schedule would generate some revenue as citation fines are assessed to violators. However, the main objective of administrative penalties is to encourage voluntary compliance, not to generate revenue. Staff does not have an estimate of the potential revenue at this time.

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Attachments:

1. Draft Resolution

2. August 14, 2007 City Council Staff Report

3. Link to October 9, 2007 City Council Staff Report

4. Link to June 14, 2016 City Council Staff Report

5. Link to September 12, 2023 City Council Staff Report

6. Link to November 28, 2023 City Council Staff Report

7. Link to January 23, 2024 City Council Staff Report

8. Link to March 12, 2024 City Council Staff Report
Respectfully Submitted by: Carrie Tai, AICP, Community Development Director Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager
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Hermosa Beach City CouncilApril 9, 2024

Hermosa Beach City Council
April 9, 2024