CITY OF HIGHLAND
REGULAR MEETING OF THE
CITY COUNCIL
AGENDA
CITY COUNCIL MEMBERS
LARRY McCALLON, MAYOR
PENNY LILBURN, MAYOR PRO TEM
JESSE CHAVEZ, COUNCIL MEMBER
ANAELI SOLANO, COUNCIL MEMBER
JOHN P. TIMMER, COUNCIL MEMBER
REGULAR MEETING
February 14, 2023
6: 00 p. m.
City Hall
Donahue Council Chambers
27215 Base Line
Highland, California
STAFF
Joseph A. Hughes - City Manager
Chuck Dantuono - Director of Administrative Services/ City Treasurer Betty Hughes - City Clerk
Lawrence Mainez - Community Development Director
Carlos Zamano - Public Works Director/ City Engineer
Maricela Marroquin - City Attorney
MISSION STATEMENT
Highland is dedicated to the betterment of the individual, the family, the neighborhood and the community. The City Council and the staff of Highland are dedicated to providing the quality of public facilities and services that its citizens are willing to fund and will do so as efficiently as possible.
Visit the City' s Website at: www. citvofhighland. org
CITY OF HIGHLAND • 27215 BASE LINE • HIGHLAND, CALIFORNIA 92346 • ( 909) 864- 6861 r • (909) 862- 3180 A -1-
In compliance with the Americans with Disabilities Act ( ADA), if you need special assistance, please contact the City Clerk' s office at ( 909) 864- 6861, ext. 226, at least 72 hours prior to the meeting for any requests for reasonable accommodation to include interpreters.
Pursuant to Government Code Section 54957. 5, any disclosable public records related to an open session item on a regular meeting agenda and distributed by the City of Highland to all or a majority of the City Council less than 72 hours prior to that meeting are available for public inspection at City Hall, 27215 Base Line, Highland, CA 92346, during normal business hours.
Submission of Public Comments: For those wishing to make public comments by email to be read aloud at the meeting, please submit your comments by 5: 00 p. m. on February 147 2023, to the City Clerk at publiccomment( a cityofhighland. org. If you are submitting apublic comment pertaining to an item on the February 14, 2023 agenda, please identify the agenda item number inthe subject line. For
those wishing to make apublic comment regarding apublic hearing item (Nos. 12 and 13), please identify the agenda item in the subject line. Comments can be submitted any time prior to the meeting, as well as during the meeting up until the close of the public hearing on the corresponding item to be considered part of the record. Please email your comments topubliccomment(a)-cityofhighland. org. All email comments shallbesubject to the same rules as would otherwise govern speaker comments at the Council meeting. Members of the public will be permitted to make public comments in person. CITY COUNCIL REGULAR MEETING FEBRUARY 14,
2023 - 6:00 p. m. AGENDA CALL
TO
ORDER INVOCATION PLEDGE
OF
ALLEGIANCE ROLL CALL
REPORT FROM
CLOSED SESSION SPECIAL PRESENTATIONS
02.14. 2023 — cc regular Page 1
of 6
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PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
To address the City Council, please complete a speaker form located at the entrance and give it to the City Clerk prior to the beginning of the meeting. Your name will be called when it is your turn to speak. State Law prohibits the City Council from taking action on any item not on the agenda. Individual speakers are limited to three minutes each.
Comments received via email by February 14, 2023, 5: 00 p. m., will be read into the record, provided that the reading shall not exceed three ( 3) minutes. Email comments submitted by a speaker that also appears in person to address the same matter will not be read into the record.
CITY COUNCIL CONSENT CALENDAR
1. Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.
2. Minutes — January 10, 2023 City Council Regular Meeting RECOMMENDATION: Approve the Minutes as submitted.
3. Minutes — January 10, 2023 City Council Special Meeting RECOMMENDATION: Approve the Minutes as submitted.
4. Warrant Register
RECOMMENDATION: Approve Warrant Register No. 750 for February 14, 2023, in the amount of $3, 751, 612. 68 and Payroll of $255, 228. 37.
5. Treasurer' s Report for December 2022
RECOMMENDATION: That the City Council receive and file Treasurer' s Report for December 2022.
6. Easement Acceatance/ Michael & Gina Roquet — " Mike Roquet Construction" Industrial Project ( 27114 Meines Street)
RECOMMENDATION: That the City Council:
1) Accept Grant of Easement for Road and Drainage purposes from Michael Gina Roquet; and
2) Direct the City Clerk to record the Grant of Easement.
7. Final Map Approval/ Tract 19915 ( Mastercraft Homes) RECOMMENDATION: That the City Council adopt Resolution No. 2023- to:
1) Approve the Final Map of Tract No. 19915,
2) Accept the subdivision bond; and
3) Authorize the Mayor to sign the standard subdivision agreement.
02. 14. 2023 — cc regular
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8. 27th Annual Highland Community Trails Day Event
RECOMMENDATION: The Community Trails Committee ( CTC) recommends the City Council approve Saturday, June 3, 2023, as the Date for the 27th Annual Highland Community Trails Day Event.
9. Request for a Special Event Permit (SEP- 22- 015) by the Redlands Bicycle Classic for its Annual Highland Circuit Bicycle Race on Wednesday, April 12, 2023 RECOMMENDATION: That the City Council consider the following actions:
1) Authorize the one -day Highland Circuit bicycle race as part of the Redlands Bicycle Classic on various streets in Highland subject to the Conditions of Approval; and
2) Approve the Redlands Bicycle Classic request for co- sponsorship ( waiving of City fees in the amount of approximately $ 23,224.96.
10. Preparation of Annual Engineer' s Reports for 2023/ 2024 Assessments RECOMMENDATION: That the City Council:
1) Adopt Resolution No. 2023- ordering the preparation of an Engineer' s Report for Consolidated Landscape and Lighting District No. 96- 1; and
2) Adopt Resolution No. 2023- ordering the preparation of an Engineer' s Report for Street and Drainage Maintenance District 96- 1.
11. Environmental Services Proposal/Tom Dodson & Associates for Victoria Avenue Street and Storm Drain Improvements (Project No. str17002) RECOMMENDATION: That the City Council:
1) Approve proposal from Tom Dodson & Associates ( TDA) to provide environmental services for the Victoria Avenue Street and Storm Drain Improvements ( Project No. str17002); and
2) Authorize the City Manager to approve contract amendments up to 10% of the contract amount.
CITY COUNCIL PUBLIC HEARING
The order of business for Public Hearings shall be:
1) Mayor opens Public Hearing;
2) Staff presentation;
3) Applicant/ Representative presentation;
4) Speakers in favor of proposal;
5) Speakers in opposition to proposal;
6) Applicant rebuttal;
7) Mayor closes Public Hearing;
8) Council discussion, motion and vote.
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ONCE THE PUBLIC HEARING IS CLOSED NO FURTHER TESTIMONY IS TAKEN.
For those wishing to make a public comment regarding a public hearing item ( Nos. 12 and 13), please identify the agenda item in the subject line. Comments can be submitted any time prior to the meeting, as well as during the meeting up until the close of the public hearing on the corresponding item to be considered as part of the record. Please email your comments to publiccommentCaD-cityofhighland. org. The City Clerk shall read all email comments provided that the reading shall not exceed three (3) minutes because this is the time limit for speakers at a Council Meeting. 12.
Allocation of the Cityof Highland' s Community Development Block Grant Funds for Fiscal Year 2023-2024 RECOMMENDATION:
That the City Council prioritize funding of FY 2023- 2024 Community Development Block Grant Applications. 13.
A Resolution of the City Council of the City of Highland approving Security Agreement, Assignment of Rents, and Cooperative Agreement between the City of Highland and Lumar Devco IV, LLC, MG Gasoline, Inc., and YN Properties, LLC for the Design and Construction of a Traffic Signal and Other Public Improvements along Base Line between Buckeye Street and SR- 210 and Making a Finding that No Further Environmental Review is Required Under California Environmental Quality Act Guidelines Section 15162 RECOMMENDATION:
That the City Council: 1)
Open and conduct a public hearing regarding the proposed economic subsidy in the amount of up to $250, 000 pursuant to Government Code Section 53083; 2)
Adopt the Resolution Approving the Security Agreement, Assignment of Rents and Cooperative Agreement between the City of Highland; Lumar Devco IV, LLC, a California limited liability company; MG Gasoline, Inc., a California corporation and YN Properties, LLC, a California limited liability company; 3)
Authorize the Mayor to sign the final version of the Agreement, subject to review and approval by the City Attorney; and 4)
Approve the following Budget Adjustment: transfer $250, 000 from 007-2100 2007 Bond Fund Balance) to be expended from 007- 8330- 6550 (Traffic Improvements).
CITY
COUNCIL LEGISLATIVE 14.
2023/ 2024 Work Program RECOMMENDATION:
That the City Council adopt the 2023/ 2024 Work Program.
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4 of 6
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15. HDR Contract Amendment for Professional Services — Victoria Avenue Street and Storm Drain Improvements ( Project No. str17002)
RECOMMENDATION: That the City Council:
1) Approve a contract amendment to the Professional Services Agreement with HDR Engineering, Inc. ( HDR), to provide right- of-way and additional engineering services for the Victoria Avenue Street and Storm Drain Improvements; and
2) Authorize the City Manager to approve contract amendments up to 10% of the revised contract amount.
16. Resolution No 2023- Amending the Hourly Rates for Various Cateaories of Leaal Services of the Citv Attornev' s _Office ( Richards, Watson & Gershon
RECOMMENDATION: That the City Council approve Resolution No. 2023- amending the hourly rates for various categories for legal services of the City Attorney' s office ( Richardson, Watson & Gershon).
17. City Manager Report and Comments ( Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.
18. Council Member Comments ( Agency/ Committee/ AB 1234 Reports, District Updates, etc.)
RECOMMENDATION: Discussion and possible action.
ANNOUNCEMENTS
CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code Section 54956. 9( d)( 2) and/ or (d)( 3):
One case.
ADJOURN
Regular Meetings
Effective March 1, 2022, pursuant to Resolution No. 2022- 001, the regular City Council meetings will be held once a month on the second Tuesday of each month. 2023
March 14; April 11; May 9; June 13; July 11; August 8; September 12; October 10, November 14; December 12
02. 14. 2023 — cc regular
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I, Betty Hughes, City Clerk, certify I caused to be posted this Agenda on or before February 9, 2023, by 5: 30 p. m., on our website at www. cityofhighland. org and in the following designated areas:
Highland Branch Library Fire Station No. 1 City Hall
7863 Central Avenue 26974 Base Line 27215 Base Line
Date: February9 2023 Kd`:'
Betty H ghes, MMC
City Clerk
02. 14. 2023 — cc regular
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STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
PREPARED BY: Betty Hughes, MMC, City Clerk
SUBJECT: Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
j- t
Second Agenda Item No.
File No.
City Clerk City Manager
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STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
PREPARED BY: Betty Hughes, MMC, City Clerk
SUBJECT: Minutes — January 10, 2023 Regular Meeting
RECOMMENDATION: Approve the minutes as submitted.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
City MaKager
-1-
MINUTES
CITY COUNCIL REGULAR MEETING
JAN UARY 10, 2023
CALL TO ORDER
The regular meeting of the City Council of the City of Highland was called to order at 6: 01 p. m. by Mayor McCallon at the Donahue Council Chambers, 27215 Base Line, Highland, California.
The invocation was given by Pastor Willie Hicks, Harvest Care Church, and the Pledge of Allegiance was led by Council Member Solano.
ROLL CALL
Present: Chavez, Lilburn, McCallon, Solano, Timmer
Absent: None
REPORT FROM CLOSED SESSION
No meeting.
SPECIAL PRESENTATIONS
Mayor McCallon presented Denise Moreno, Volunteer Services Coordinator, with a 15- Year Employee Service Recognition.
Andrea Valdes, Outreach Analyst, California Department of Insurance, gave a presentation regarding affordable auto insurance.
PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
None
CITY COUNCIL CONSENT CALENDAR
A MOTION was made by Mayor Pro Tern Lilburn, seconded by Council Member Solano, to approve the consent calendar as submitted. Motion carried on a roll call vote, 5- 0.
1. Waive the Reading of All Ordinances
Waived the reading of all Ordinances in their entirety and read by title only.
2. Minutes — December 13, 2022 City Council Regular Meeting Approved the Minutes as submitted.
01. 10. 2023 — cc regular
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3. Warrant Register
Approved Warrant Register No. 749 for January 10, 2023, in the amount of 3, 393,825.44 and Payroll of $206, 657. 21.
4. Treasurer's Report for November 2022
Received and filed Treasurer' s Report for November 2022.
5. Records Destruction Authorization
Approved the destruction of certain records.
6. Second Reading of Ordinance No. 459 Amending Existing Portions of Chapter
2. 40 , Purchasing System), Adding a New Section 2. 40. 150 to Address the Procurement Requirements of the Short -Lived Climate Pollutant Reduction Act Known as Senate Bill 1383 and Making a Finding of Exemption Under CEQA Guidelines Section 15061( B)( 3)
Conducted a second reading, read by title only, and waived further reading of Ordinance No. 459, an ordinance amending portions of Chapter 2. 40 ( Purchasing System) and making a finding of exemption under CEQA guidelines section 15061( 13)( 3).
7. Contract Renewal — 2020- 08, " City -Wide Concrete Maintenance" 1) Extended the City -Wide Concrete Maintenance Contract with Above All Names Construction Services, Inc., for one-year; and
2) Approved an 8. 9% increase to the contract unit prices.
8. Amendment to the Household Hazardous Waste Collection Aareement between the City of Highland and the San Bernardino County Fire Protection District 1) Approved the proposed amendment to the Household Hazardous Waste Collection Agreement; and
2) Authorized the Mayor to execute the amendment to the Household Hazardous Waste Collection Agreement between the City of Highland and the San Bernardino County Fire Protection District.
9. Vehicle Purchase for Public Works Department
1) Waived formal contract procedures per Municipal Code Section 2. 40. 100; 2) Approved a quote for two new Ford trucks from Hemborg Ford, in the amount of $ 50, 583. 09 and $ 53,057. 04, for a total cost of $103,640. 13; 3) Approved a budget adjustment to transfer $ 103, 645. 00 from 001- 2512 General Fund -Vehicle Replacement Reserves) to be expended from 001- 6000- 6060 ( Parks Department - Vehicles); and
4) Declared existing trucks # 122 and # 125 surplus to be auctioned off to the highest bidder at the Auction Company of Perris, CA.
01. 10. 2023 — cc regular
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CITY COUNCIL PUBLIC HEARING
10. A Resolution of the City Council of the City of Highland Vacating Berry Street between Cunningham Street and Hillview Street
Mayor McCallon opened the public hearing.
Public Works Director/ City Engineer Zamano stated this item was brought up at the December 13 City Council meeting to initiate the process of vacating Berry Street and in that initiation, it was identified that today would be the public hearing.
There are three items that need to be in place for the City Council to consider the vacation of Berry Street. The three items are: 1) the vacation of Berry Street conforms to the City' s General Plan, it was an item that was presented to the Planning Commission at their January 3 meeting and confirmed 2) determine that this street vacation is exempt under CEQA, which staff believes that it is, and 3) staff has determined that Berry Street is not necessary for public use anymore, that section of roadway on 9th Street is already developed to its ultimate improvement and the section of Berry Street is a short roadway that only services three properties.
A MOTION was made by Council Member Solano, seconded by Mayor Pro Tern Lilburn, to adopt Resolution No. 2023- 001 vacating Berry Street between Cunningham Street and Hillview Street. Motion carried, 5- 0.
RESOLUTION NO. 2023- 001
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
VACATING BERRY STREET BETWEEN CUNNINGHAM STREET AND
HILLVIEW STREET
CITY COUNCIL LEGISLATIVE
11. Bid Award — Bid No. 2022- 11, " Lankershim Avenue at 9th Street Traffic Signal Improvements" ( Project No. sig19001)
Public Works Director/ City Engineer Zamano gave a brief review of the staff report.
A MOTION was made by Council Member Timmer, seconded by Council Member Solano, to award the construction contract to the lowest bidder, California Professional Engineering, Inc., ( CPE) in the amount of $ 78, 000. Motion carried, 5- 0.
01. 10. 2023 — cc regular
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12. Construction Management and Inspection Services for Bid No. 2022- 1, Lankershim Avenue at 9th Street Traffic Signal Improvements ( Project No. sig19001)""
Public Works Director/ City Engineer Zamano gave a brief review of the staff report.
A MOTION was made by Council Member Timmer, seconded by Council Member Solano, to:
1) Approve proposal from TKE Engineering, Inc. ( TKE) to provide construction management and inspection services in the amount of $ 24, 629 for Bid No. 2022- 11, " Lankershim Avenue at 9th Street Traffic Signal Improvements Project No. sig 19001)"; and
2) Authorized the City Manager to approve contract amendments up to 10% of the proposal amount. Motion carried, 5- 0.
13. Construction Management and Inspection Services for Bid No. 2022- 05, " Pacific Street Pavement Rehabilitation Project from Victoria Avenue to Church Avenue Project str20002a)"
Public Works Director/City Engineer Zamano gave a brief review of the staff report.
A MOTION was made by Mayor Pro Tern Lilburn, seconded by Council Member Chavez, to:
1) Approved proposal from Willdan Engineering to provide construction management and inspection services in the amount of $118, 536 for Bid No. 2022-05, " Pacific Street Pavement Rehabilitation Project from Victoria Avenue to Church Avenue ( Project str20002a)";
2) Authorized the City Manager to approve contract amendments up to 10% of the proposal amount; and
3) Approved a budget adjustment to transfer $58, 545 from 023- 2526 ( General Capital Financing for Pavement Impact Fee) to 023- 3890- 6530 Street/Sidewalk Construction). Motion carried, 5- 0.
14. Bid Award — Bid No. 2022- 10, " Article III Transit Stop Access Improvements to Omnitrans Bus Routes # 4 and # 15 on Base Line, Boulder Avenue and 9th Street, and Pedestrian Improvements on Olive Tree Lane" ( Project swk19002) and Article III Sidewalk Improvement Proiect Messina Street at Seine Avenue ( Proiect swk21001)
1)
Public Works Director/ City Engineer Zamano gave a brief review of the staff report.
01. 10. 2023 — cc regular
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A MOTION was made by Council Member Timmer, seconded by Council Member Solano, to award the construction contract for Bid No. 2022- 10, " Article III Transit Stop Access Improvements to Omnitrans Bus Routes # 4 and # 15 on Base Line, Boulder Avenue and 9th Street, and Pedestrian Improvements on Olive Tree Lane Project swk19002) and Article III Sidewalk Improvement Project Messina Street at Seine Avenue ( Project swk21001)" to the responsible low bidder, DM Contracting, Inc. ( DM), in the amount of $ 167, 013. Motion carried, 4- 0, with Mayor Pro Tern Lilburn abstaining due to conflict of interest concerning real property owned within 500 feet of the project location.
15. Construction Management and Inspection Services for Bid No. 2022- 10, " Article III Transit Stop Access Improvements to Omnitrans Bus Routes # 4 and # 15 on Base Line, Boulder Avenue and 9th Street, and Pedestrian Improvements on Olive Tree Lane ( Project swk19002) and Article III Sidewalk Improvement Project Messina Street at Seine Avenue (Project swk21001)"
Public Works Director/ City Engineer Zamano gave a brief review of the staff report.
A MOTION was made by Council Member Solano, seconded by Council Member Chavez, to:
1) Approve the proposal from TKE Engineering, Inc., ( TKE) to provide construction management and inspection services for Bid No. 2022- 10, Article III Transit Stop Access Improvements to Omnitrans Bus Routes # 4 and # 15 on Base Line, Boulder Avenue, and 9th Street, and Pedestrian Improvements on Olive Tree Lane ( swk19002), and Article III Sidewalk Improvement Project Messina Street at Seine Avenue ( swk21001)" in the not -to -exceed amount of $ 33, 234; and
2) Authorize the City Manager to approve contract amendments up to 10% of the proposal amount. Motion carried, 4- 0, with Mayor Pro Tern Lilburn abstaining due to conflict of interest concerning real property owned within 500 feet of the project location.
16. Bid Award — Bid No. 2022- 12, " FY 2021- 22 CDBG Pavement Improvement Project for Cunningham Street ( Project ola20002) and FY 2022-23 CDBG Pavement Improvement Project for McKinley Avenue ( Project ola22001)" Public Works Director/ City Engineer Zamano gave a brief review of the staff report.
A MOTION was made by Council Member Solano, seconded by Council Member Timmer, to award the construction contract for Bid No. 2022- 12, " FY 2021- 22 CDBG Pavement Improvement Project for Cunningham Street ( Project ola20002) and FY 2022- 23 CDBG Pavement Improvement Project for McKinley Avenue Project ola22001)" to the responsible low bidder, Vance Corporation, in the amount of $542,779. Motion carried, 5- 0.
01. 10. 2023 — cc regular
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17. Construction Management and Inspection Services for Bid No. 2022- 12, " FY 2021- 22 CDBG Pavement Improvement Project for Cunningham Street ( Project ola20002) and FY 2022- 23 CDBG Pavement Improvement Project for McKinley Avenue ( Project ola22001
Public Works Director/ City Engineer Zamano gave a brief review of the staff report.
A MOTION was made by Council Member Solano, seconded by Mayor Pro Tern Lilburn, to:
1) Approve proposal from Willdan Engineering ( Willdan) to provide construction management and inspection services in the amount of $58, 988 for Bid No. 2022- 12, " FY 2021- 22 and FY 2022- 23 CDBG Pavement Improvement Projects" ( Project Nos. ola20002 and ola22001); and 2) Authorize the City Manager to approve contract amendments up to 10% of the proposal amount. Motion carried, 5- 0.
18. 2023 Community Events
Public Services Manager Morgan gave a brief review of the staff report.
A MOTION was made by City Council Member Chavez, seconded by Mayor Pro Tern Lilburn, to confirm event dates and initiate planning for the events below. - Public Safety Appreciation Luncheon April 18 through 21, 2023 July 4 Parade Tuesday, July 4, 2023
National Night Out Tuesday, August 1, 2023
State of the Community Thursday, September 14, 2023
Volunteer Appreciation Dinner Thursday, November 9, 2023 Motion carried, 5- 0.
19. City Manager Report and Comments ( Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
City Manager Hughes stated that on December 7, the City received a conditional use permit application to construct a new 176, 000 square foot tilt -up warehouse on Victoria Avenue spanning between 3rd Street and 5th Street. The proposal includes an approximate half -acre parcel at the southeast corner of Victoria Avenue and 5th Street, within the jurisdiction of San Bernardino. The applicant and staff from both cities believe that this parcel would be best served if the parcel is merged and annexed into the City of Highland. The City will work with Local Agency Formation Commission for San Bernardino County ( LAFCO) and Council for the detachment from the City of San Bernardino and bring it into the City of Highland.
01. 10. 2023 — cc regular
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The annual homeless Point -In -Time Count is scheduled for Thursday, January 26 beginning at 6: 00 a. m. and conclude around 10: 00 a. m. Seven staff members and three deputies will be assisting with the count this year.
The retail store, Big Lots, located at the southeast corner of Highland Avenue and Victoria Avenue will officially close its stores on January 15. The property was sold but the City has not been contacted by the new property owner or tenant. Mayor Pro Tern Lilburn inquired if the other tenants such as Food- 4- Less were also being affected by this, and City Manager Hughes confirmed it' s only Big Lots.
An update was given for the Highland Regional Connector bikeway improvement.
The project extends between the City of Highland and the City of Redlands.
Federal grant money was awarded for this project; however, the City had to give the money back because California Department of Fish and Wildlife required a four to one mitigation. Construction cost was $ 4, 000, 000 and the mitigation cost was 6, 000, 000. As a result, the City couldn' t go forward with the federal grant. The City is still working on the project and started working with San Bernardino County Transportation Authority (SBCTA) staff to propose to their board that they allocate funding so that each City can do the tail -ends of the project. These areas would include areas of the project that aren' t in the habitat conservation area. This will allow that some work from this project be done with an estimated cost of $800, 000 per City. Subsequently, the City will go after some additional funding to close the gap on unconstructed habit area. The goal of the City is to keep the project moving with the new grant money offered by SBCTA and get the ends built for this project.
In 2022, the City Clerk' s office processed 125 passport applications and processed 308 Public Records Requests.
The Police Department responded to 1, 530 calls for service between January 10 and January 23. There were 152 total reports and they made 53 arrests.
Upcoming events announced: Monday, January 16, the Blood Drive Committee will be meeting at City Hall from 4: 00 p. m. to 5: 00 p. m. The Highland Improvement Team will be working on the YMCA Run on Sunday, January 29 from 6: 30 a. m. to 10: 30 p. m. The Blood Drive will be held on Monday, January 30 from 12: 00 p. m. to 5: 00 p. m. On Thursday, January 19, the Chamber Installation Dinner will be held at the Elks Lodge at 6: 00 p. m. Lastly, on Wednesday, January 25, the Study Session for the Work Program will be held at 9: 00 a. m.
20. Council Member Comments ( Agency/ Committee/ AB 1234 Reports, District Updates, etc.)
Mayor Pro Tem Lilburn stated the inaugural flight for Las Vegas from Breeze Airlines will be February 16.
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ANNOUNCEMENTS
None
CLOSED SESSION
No meeting.
ADJOURN
There being no further business, Mayor McCallon adjourned the meeting at 6: 39 p. m. in memory of Gary Broyles, Peter Michas and John Miller.
Submitted By:
Betty Hughes, MMC
City Clerk
Approved By:
Larry McCallon
Mayor
01. 10. 2023 — cc regular
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STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
PREPARED BY: Betty Hughes, MMC, City Clerk
SUBJECT: Minutes — January 10, 2023 Special Meeting
RECOMMENDATION: Approve the minutes as submitted.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
City Manager
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MINUTES
CITY COUNCIL SPECIAL MEETING
JAN UARY 10, 2023
CALL TO ORDER
The special meeting of the City Council of the City of Highland was called to order at 6: 40 p. m. by Mayor McCallon at the Donahue Council Chambers, 27215 Base Line, Highland, California.
ROLL CALL
Present: Chavez, Lilburn, McCallon, Solano, Timmer
Absent: None
PUBLIC COMMENT (LIMITED TO ITEMS ON THIS AGENDA ONLY)
None
CITY COUNCIL LEGISLATIVE
1. Request for Deferment of Development Impact Fees for Ninety ( 90) Days by Dan Moore Electric Located at 27002 Meines Street ( DR- 19- 008) Community Development Director Mainez gave a brief review of the staff report.
A MOTION was made by Council Member Solano, seconded by Mayor Pro Tern Lilburn, directing the City Attorney to draft a Development Impact Fee Deferral Agreement for the City Manager' s signature. Motion carried, 5- 0.
ADJOURN
There being no further business, Mayor McCallon adjourned the meeting at 6: 43 p. m.
Submitted By:
Betty Hughes, MMC
City Clerk
Approved By:
Larry McCallon
Mayor
01. 10. 2023 - CC special
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STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
REVIEWED BY: Chuck Dantuono, Director of Administrative Services/ City Treasurer PREPARED BY: Leticia Nava -Cruz, Assistant Director of Administrative Services v SUBJECT: Warrant Register # 750
RECOMMENDATION: City Council to approve Warrant Register # 750; Warrants in the amount of 3, 751, 612.68 and Payroll in the amount of $255, 228. 37.
FISCAL IMPACT: The total of Cash and Expenditures is $ 4, 006, 841. 05.
PUBLIC NOTICE: The agenda for this item was posted at the three required locations.
BACKGROUND: See Printouts Attached.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
i
City Manager
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Warrants:
Payroll:
CITY OF HIGHLAND
WARRANT REGISTER #750
February 14, 2023
1/ 10/ 2023 Ck# 86491- 86514
1/ 13/ 2023 Payroll Wire # 748- 751 & Ck # 86515- 86516 1/ 17/ 2023 Ck# 86517- 86549
1/ 18/ 2023 Ck# 86550
1/ 24/ 2023 Payroll Wire # 752- 754 & Ck # 86551
1/ 24/ 2023 Ck# 86552- 86582
1/ 24/ 2023 Payroll Wire # 755- 758 & Ck # 86583- 86584 1/ 24/ 2023 Payroll Wire# 759- 761
1/ 27/ 2023 Payroll Wire# 762- 764
1/ 27/ 2023 Payroll Wire# 765
1/ 31/ 2023 Ck# 86585- 86629
2/ 7/ 2023 Ck# 86630- 86682 & Wire# 1002299176
1/ 13/ 2023
1/ 13/ 2023
1/ 24/ 2023
1/ 24/ 2023
1/ 27/ 2023
1/ 27/ 2023
1/ 27/ 2023
1/ 27/ 2023
APPROVED BY:
Larry McCallon
Finance Subcommittee
John Timmer
Finance Subcommittee
Direct Deposits # 12513- 12554
Ck # 679
Ck # 680
Ck# 682
Direct Deposits # 12554- 12595
Ck # 681
Ck# 683
C k# 684
Total Warrants & Payroll
Total Warrants
Total Payroll
Jose Hughes
Ci anager
128, 183. 54
83, 917. 49
1, 347, 535. 17
5, 383. 13
474. 01
166, 937. 49
63, 033. 78
1, 193A5
229. 85
3. 78
250, 772. 24
1, 703, 949. 05
3, 751, 612. 68
141, 264. 39
376. 16
1, 121. 74
3, 495. 59
107, 397. 25
283. 81
1, 161. 20
128. 23
255, 228. 37
4, 006, 841. 05
Chuck Dantuono
Director of Administrative
Services/City Treasurer
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-94-
-95-
DATE:
FROM:
PREPARED BY:
SUBJECT:
RECOMMENDATION:
FISCAL IMPACT:
PUBLIC NOTICE:
STAFF REPORT
TO THE CITY COUNCIL
February 14, 2023
Joseph A. Hughes, City Manager
Chuck Dantuono, Director of Administrative Services/ City Treasurer 6 0 Treasurer' s Report for December 2022
City Council to receive and file the Treasurer' s Report for December 2022 Cash and Investments:
General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Agency Funds
Housing Authority Fund
SARDA Funds
8, 622, 008. 70
42, 182, 581. 69
4, 672, 428. 97
20, 905,466.74
4, 085, 863. 99
3, 638, 707. 53
3, 877, 355.46
The agenda for this item was posted at the three required locations.
BACKGROUND: Increases in the checking account were due to revenues received plus funds wired from LAIF and CAMP. Decreases in the checking account were a result of payments to vendors, payroll and funds wired to LAIF, CAMP and U. S. Bank.
Increases in the fiscal agent accounts ( US Bank) resulted from interest and bond payment receipt.
Decreases resulted in vendor payments and debt service payments.
Increases in the CAMP account were due to interest received. Decreases were a result of funds being wired to the city' s checking account primarily for payment of public works projects.
The maximum limit on regular accounts is $ 75M.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City Clerk Manager
-1-
CITY OF HIGHLAND
Treasurer' s Report
as of December 31, 2022
CASH AND BANK ACCOUNTS:
Cash on Hand -Office Petty Cash & Change Fund Accounts
Wells Fargo Checking Account
1, 150. 00
20, 269, 133. 98
MATURITY PAR ORIGINAL
DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOLS
California Treasurer' s Local Agency Investment Fund ( LAIF) n/ a 2. 173% G9, 255, 310. 23 General Fund Special
Revenue Funds 22, 928, 924. 00 Internal
Service Funds 5, 127, 251. 00 Capital
Projects Funds 17, 427, 917. 00 Total
City LAIF Funds 54, 739, 402. 23 Housing
Authority Fund 3, 576, 634.53 Total
Housing Authority LAIF Funds 3, 576, 634. 53 Total
LAIF Funds 58, 316, 036. 76 1)
Maximum limits on accounts are $75M City and $75M Housing Authority. 2) Market Value is based on the December 31, 2022 applicable percentage of 0.981389258. 3) Market Value is $57, 230, 732. 05 ($58, 316, 036. 76 x 0. 981389258). California Asset Manauement Program (CAMP) n/ a 4. 300% General
Fund 134, 072. 49 Special
Revenue Funds 1,,. 00 Capital
Projects Funds 5, 800, 33232. 00 Total
CAMP Funds 7, 515, 820. 49 INVESTMENTS:
FISCAL AGENT ACCOUNTS US
Bank Corporate Trust Services (Community Facilities Districts) Community Facilities District (CFD) 90- 1 Administrative
Expense Fund #128262- 011 US
Bank Money Market Account CUSIP #8AMMFOAP6 Fire
Protection Expense Fund #128262- 012 US
Bank Money Market Account CUSIP #8AMMFOAP6 Police
Protection Expense Fund #128262- 013 US
Bank Money Market Account CUSIP #8AMMFOAP6 Community
Facilities District (CFD) 2001- 1 Special Tax Fund #217795000 US Bank Money Market Account CUSIP #8AMMFOAP6 Interest
Account #217795001 US
Bank Money Market Account CUSIP #8AMMFOAP6 Principal
Account #217795002 US
Bank Money Market Account CUSIP #8AMMFOAP6 Administrative Expense Account #217795003 US
Bank Money Market Account CUSIP #8AMMFOAP6 Surplus
Fund #217795004 US
Bank Money Market Account CUSIP #8AMMFOAP6 Community
Facilities District (CFD) 2007- 1 Administrative
Expense Fund #260722000 US
Bank Money Market Account CUSIP #8AMMF0390 Fire
Expense Fund #260722001 US
Bank Money Market Account CUSIP #8AMMF0390 Police
Expense Fund #260722002 US
Bank Money Market Account CUSIP #8AMMF0390 TOTAL
INVESTMENTS USBANK ( COMMUNITY FACILITIES DISTRICTS) 0
n/
a 0. 00% 100, 829. 10 100, 829. 10 n/
a 0. 00% 266, 531. 28 266, 531. 28 n/
a 0. 00% 98, 580. 07 98, 580. 07 n/
a 0. 00% 179, 906. 61 179, 906. 61 n/
a 0. 00% n/
a 0. 00% n/
a 0. 00% 21, 919. 59 21, 919. 59 n/
a 0. 00% 29, 279. 00 29, 279. 00 n/
a 0. 00% 10, 976. 24 10, 976. 24 n/
a 0. 00% 13, 423. 27 13, 423. 27 n/
a 0. 00% 4, 965. 33 4, 965, 33 726,
410. 49
-2-
MATURITY PAR ORIGINAL
DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: FISCAL AGENT ACCOUNTS ( continued)
US Bank Corporate Trust Services ( SARDA)
2004B Tax Allocation Refunding Bonds
Special Fund 786709001
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 786709002
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 786709003
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 786709004
Federated Treasury Obligations CUSIP # 60934N872
2015A Tax Allocation Refunding Bonds
Special Fund 268777000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 268777001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 268777002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 268777004
Federated Treasury Obligations CUSIP # 60934N872
Expense Account268777006
Federated Treasury Obligations CUSIP # 60934N872
2017 Tax Allocation Refunding Bonds
Debt Service Fund 259928000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 259928001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 259928002
Federated Treasury Obligations CUSIP # 60934N872
TOTAL INVESTMENTS US BANK (SARDA)
TOTAL CASH AND INVESTMENTS
n/ a 3. 90% 1, 284. 82 1, 284. 82
n/ a 0. 00% - -
n/ a 0. 00% - -
n/ a 3. 90% 176, 176. 51 176, 176. 51
n/ a 3. 90% 929. 36 929. 36
n/ a 3. 90% 8. 67 8. 67
n/ a 0. 00%
n/ a 3. 90% 963, 622. 36 963,622. 36
n/ a 3. 90% 13, 644. 41 13, 644. 41
n/ a 3. 90% 82. 13 82. 13
n/ a 3. 90% 113. 10 113. 10
n/ a 0. 00%
1, 155, 861. 36
87, 984, 413. 08
All investments are placed in accordance with City of Highland' s Investment Policy and Guidelines. The above summary provides sufficient cash flow liquidity to me next six month' s estimated expenditures. This report is in accordance with Government Code Section 53646.
SIGNED: SIGNED:
Joseph ughes
Chuck Dantuono
CI N
ughe
DIRECTOR OF ADMINISTRATIVE
SERVICES/ CITY TREASURER
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-6-
STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
REVIEWED BY: Carlos Zamano, Public Works Director/ City Engineer% PREPARED BY: Jay Tuttle IV, Assistant Engineer J<
SUBJECT: Easement Acceptance/ Michael & Gina Roquet - " Mike Roquet Construction" Industrial Project. ( 27114 Meines Street) RECOMMENDATION: That the City Council ( 1) accept Grant of Easement for Road and Drainage purposes from Michael & Gina Roquet, and ( 2) direct the City Clerk to record the Grant of Easement.
FISCAL IMPACT: None
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: The Conditions of Approval for " Mike Roquet Construction", ( DRA 022- 003) an industrial project for a new office and equipment/material storage building, located at 27114 Meines Street, requires a Road and Drainage easement for dedication of additional Right - of -Way on the north side of Meines Street to accommodate the required new street improvements along the project frontage. The Grant of Easement from the owners, Michael, and Gina Roquet, is ready for City Council acceptance.
Attachments: ( 1) Vicinity Map
2) Assessor' s Parcel Map
3) Grants of Easement Deeds
4) Right -of -Way Dedication Legal Description & Plat
LAEngineering_ Backup\ 030173069 DRA 022- 003- 27114 Meines St -Mike Roquet Construction\ 3069 11 ROW Ded staff report. doc Approved
Denied
Motion
Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No
File No.
City Clerk City Manager
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RECORDING REQUESTED BY:
ALONDRA MUNOZ
WHEN RECORDED MAIL TO:
CITY CLERK
CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND, CA 92346
No fee per GC 6103
Document Transfer Tax: _$ SPACE ABOVE THIS LINE FOR RECORDERS USE APN : 1192- 621- 10
GRANT OF EASEMENT
ROAD AND DRAINAGE)
FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, THE FAMILY TRUST OF MICHAEL
JOHN ROQUET AND GINA MARIE ROQUET
Hereby GRANT( S) to the City of Highland, a Municipal Corporation, an easement for roads, drainage, and public utility purposes upon, under, over, and across the real property in the City of Highland, County of San Bernardino, State of California, described as. -
DATED
SEE EXHIBITS " A" AND " B" ATTACHED HERETO AND MADE A PART HEREOF t- ." 3
DATED: 4—'_ q — 3
T
Mi hael John Rdquet, Trustee
Gina Marie Roquet, ustee
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA)
COUNTY OF SAN BERNARDINO)
Z before me iUi 2 Notary Public,
personally appeared
who proved to me on the basis of satisfactory evidence to be the person( s) whose name( s) is/ art subscribed to the within instrument and acknowledged to me that he/ she/ they executed the same in his/ her/their authorized capacity( ies), and that by his/ her/ their signature( s) on the instrument the person( s), or the entity upon behalf of which the person( s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
E. FLOREZ
WITNESS my hand and official seal. = Notary Public - Ca-lifornia San Bernardino County $
r " Commission # 2337649
my Comm. Expires Nov 16, 2024
Signature
This Area for Official Notary Seal)
L:\ Enaineerinq Back up\ 030173069 - DRA 22- 003 - AP 1192- 621- 10 Meines St Roquet\ 3069 11 LDR 22- 006 ROW Ded 27114 Meines St GOE. docx -4-
LEGAL DESCRIPTION OF PROPERTY
EXHIBIT " A"
GRANT OF PUBLIC RIGHT- OF- WAY
THE SOUTHERLY 5' OF LOT 9 OF TRACT NO. 2060, BLUE RIBBON FARMS, IN THE CITY OF
HIGHLAND, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, AS PER PLAT RECORDED IN BOOK 29, PAGE 65 OF MAPS, RECORDS OF SAID COUNTY.
AREA = 500. 0 SQUARE FEET
THIS LEGAL DESCRIPTION WAS PREPARED BY ME OR UNDER
MY DIRECTION.
BERNF} D K. MAYER L. S. 7319
d .. ZO 23
DATE
9 BEi WAW K.
IMAYER
y
Na 7319
-5-
GRANT OF PUBLIC RIGHT- OF- WAY
EXHIBIT B
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N 87-20' 00" W 100. 00,
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TRACT NO. 2060
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9 1 "= 60'
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BER1MARD K.
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MEINESTSTREETDATE: / JId " 20 Z'?
-6-
STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes
REVIEWED BY: Carlos Zamano, Public Works Director/ City Engineer e, 2 PREPARED BY: Jay Tuttle IV, Assistant Engineer -J r
SUBJECT: Final Map Approval/Tract 19915 ( Mastercraft Homes) RECOMMENDATION: That the City Council adopt Resolution No. 2023- to ( 1) approve the Final Map of Tract No. 19915, ( 2) accept the subdivision bonds, and ( 3) authorize the Mayor to sign the standard subdivision agreement.
FISCAL IMPACT: The maintenance of streets, storm drains, street lighting improvements and LMD areas within this subdivision will be the City' s responsibility upon future completion by the developer and acceptance of said improvements by the City. Maintenance costs for streetlights, street, and storm drain and LMD maintenance district improvements will be funded out of annual assessments collected within this subdivision.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: Tract No. 19915 is a 46- lot subdivision located north of Base Line, and west of Weaver Street. This tract is being developed by Sam -Highlands 46, LLC ( Mastercraft Homes) who has provided bonding for all required improvements. The tentative map was originally approved by the Planning Commission on June 14, 2016. All the conditions necessary for final map approval have been met by the developer, and the final map is now ready for City Council approval. The grading, street and storm drain, and LMD bonds required to guarantee construction and payment of the various improvements for Tract No. 19915, are listed individually in the resolution. The water and sewer improvement bonds have been processed directly through East Valley Water District and are not a part of the City Resolution.
Attachments: ( 1) Vicinity Map ( 2) Copy of Tract Map ( 3) Resolution L:\ Engineering_ Backup\ 03017539 - Tr 19915; SPR 015- 001, DRA 015- 002, CUP 015- 001, TTM 015- 004\ Tr 19915- Bonds- Agreement\ 539 13 Tr 19915 Staff Report drft. doc
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City Clerk City Man ger
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RESOLUTION NO. 2023 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
CALIFORNIA, APPROVING THE FINAL MAP AND SUBDIVISION AGREEMENT, AND ACCEPTING THE SUBDIVISION BONDS FOR TRACT NO. 19915 Mastercraft Homes)
WHEREAS, Tentative Tract No. 19915 has previously been filed with the City of Highland; WHEREAS, all of the conditions for final map approval for Tract No. 19915 have been met by the subdivider;
NOW, THEREFORE, be it resolved by the City Council of the City of Highland that the City Council approve the Final Map of Tract No. 19915, accept the Faithful Performance, Labor and Materials, and Warranty Bonds for grading, street and storm drain, and landscape maintenance district improvements.
The bonds submitted by Sam -Highland 46, LLC (Mastercraft Homes), which are to be accepted with this final map, are Faithful Performance, Labor and Materials, and * Warranty bonds for the following:
Improvement Faithful Performance Labor and Materials Warranty Bond Number Grading 164,000 N/ A N/ A PBO1748500046
Street and Storm Drain 1, 048, 200 524, 100 262, 050 PBO1748500049 LMD 140, 200 70. 100 35, 050 PBO1748500050
Warranty Bonds are to be submitted prior to release of the Faithful Performance Bonds.
BE IT FURTHER RESOLVED that the Mayor be authorized to execute the Standard Subdivision Agreement on behalf of the City.
PASSED, APPROVED AND ADOPTED this day of
Larry McCallon
Mayor
Betty Hughes, MMC
City Clerk
2023.
L:\ Engineering_ Backup\ 03017539- Tr 19915; SPR 015- 001, DRA 015- 002, CUP 015- 001, TTM 015- 004\Tr 19915- Bonds- Agreement\ 119539 13 Tr 19915 Resolution. docx
-4-
STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
REVIEWED BY: Lawrence A. Mainez, Community Development Director PREPARED BY: Angela Tafolla, Assistant Plannert
SUBJECT: 27' Annual Highland Community Trails Day Event RECOMMENDATION: The Community Trails Committee ( CTC) recommends the City Council approve Saturday, June 3, 2023, as the date for the 27th Annual Highland Community Trails Day Event.
FISCAL IMPACT: The Community Trails Committee has an approved Budget of 1, 200. 00 to sponsor this year' s Event. The funds come from the City' s 2022/ 2023 Fiscal Year Planning Division Budget for Community Events.
PUBLIC NOTICE: As required by City Council Resolution, notice of the Agenda was posted at the City' s designated posting locations and the Agenda was also posted on the City' s website. No further notice is required.
BACKGROUND/ ANALYSIS: The Trails Day Event is used annually to promote the establishment and use of Highland' s growing trail system. The CTC recommends we coordinate with the San Bernardino Valley Municipal Water District to propose the use of their Tres Lagos property (the Seven Oaks Policy Area located easterly of the Historic Iron Bridge) for the location of the 27th Annual Trails Day Event. By the end of February, the CTC will finalize the location and routes for the event.
The recommended June 3, 2023 date was selected to coincide with National Trails Day and to give staff sufficient time to prepare for the event, send out letter to sponsors, and get the word out to the community and schools.
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Agenda Item No.
File No.
City Manager
-1-
STAFF REPORT
TO THE CITY COUNCIL
MEETING DATE: February 14, 2023
FROM: Joseph Hughes, City Manager
REVIEWED BY. Lawrence Mainez, Community Development Director & V'11A Kim Stater, Asst. Community Development Director V//
PREPARED BY: Angelica Martinez, Planning Technician II
SUBJECT: A request for a Special Event Permit ( SEP-22-015) by the Redlands Bicycle Classic for its Annual Highland
Circuit bicycle race on Wednesday, April 12, 2023.
LOCATION: Various Streets in Highland ( see attachment 2) RECOMMENDATION: Staff recommends the City Council consider the following actions:
1. Authorize the one -day Highland Circuit bicycle race as part of the Redlands Bicycle Classic on various
streets in Highland subject to the Conditions of
Approval; and
2. Approve the Redlands Bicycle Classic request for
Co -Sponsorship (waiving of City fees in the amount
of approximately $ 23,224.96)
FISCAL IMPACT: The City Council has adopted a policy whereby no fee will be collected for a Special Event Permit. Additional cost to the City is time and materials for preparation of the Staff Report and advertisement. The costs identified by the City's Police Department and Fire Marshal will need to be paid by the Applicant prior to the Event if the City does not co- sponsor.
pproved Motion
Denied Ayes
ontmued Noes
abled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
City Manager
-1-
City Council Meeting of
February 14, 2023
S EP- 22-015
Department Cost type Amount
Fire Permit Fee 140. 00
Public Works Staff Time 11760. 68
Police Staff Time 21, 464. 28
Total 239364. 96
PUBLIC NOTICE: As required by the City Council Resolution, a Notice of Public Meeting was posted at three designated posting locations. In addition, it was posted on the City' s Website.
PROJECT DESCRIPTION: The Redlands Bicycle Classic is seeking approval of its Annual Highland Circuit bicycle race. The Highland Circuit bicycle race is scheduled for Wednesday, April 12, 2023, from 6: 00 A. M. thru 4: 00 P. M. It is anticipated the Event will draw approximately 1, 000 people consisting of professional bike racers, Redlands bicycle personnel, race marshals, medical personnel, USA cycling officials, media and spectators.
Multiple street closures will take place during the events scheduled time ( see attachment 2). Staff has conditioned the Redlands Bicycle Classic to distribute an informational handout through the mail to all residents, schools and business directly affected by the race.
The Redlands Bicycle Classic Committee has received permission from Immanuel Baptist Church to use their parking lot for a staging area and additional event parking and Brightwater Senior Living Facility has given permission for the Redlands Bicycle Classic committee to place the official start/ finish line and award stage in the median on Base Line fronting the facility. The Bicycle Committee and Brightwater have come up with an agreement to accommodate the facility' s residents during the event.
The Special Event Permit Application has been circulated to all the City' s Departments for comments and Conditions. Conditions were provided by Public Services, Fire Marshal, Building and Safety, Police, Public Works and Planning.
The current San Bernardino County COVID guidelines permit public gatherings of this type and size. Planning Division Conditions of Approval requires the Applicant to remain aware of public health orders and follow all COVID protocols.
Attachment: 1.
2. 3.
4. 5.
Redlands Bicycle Classic Co- sponsorship letter
Event day details
Site Plan
Special Event Permit Application
Conditions of Approval
-2-
Attachment 1
Redlands Bicycle Classic Co -Sponsorship Letter
-3-
BICYCLE CLASSIC
November 212022
City of Highland
27215 Baseline Road
Highland, CA 92346
On behalf of the Redlands Bicycle Classic Organizing Committee, please allow me to say thank you" for our continued partnership with the City of Highland and to share my excitement for the 2023 Redlands Bicycle Classic. It was fantastic to bring our event back to Highland in 2022 after two years of pandemic -related cancellations! This letter serves as a formal request for sponsorship of the opening day of racing, Stage 1, Highland " Circuit" race on Wednesday, April 12, 2023. As in previous years, our Committee respectfully requests a fee waiver for public safety services, permit fees and any other fees associated with the City of Highland hosting the race. In return, we will provide recognition through the benefits outlined in our sponsorship guide, such as marketing and promotional opportunities. This event will provide an excellent opportunity for both groups to highlight our local community.
I appreciate your consideration and look forward to working with together again this year. You can always reach me via e- mail at [email protected] or via cell phone at 909- 963- 9099.
Sincerely,
Marc Shaw, President
Redlands Bicycle Classic, Inc.
P. O. Box 7880 Redlands, CA 92375 www. redlandsclassic. com -4-
Attachment 2
Every Day Details
-5-
Additional information for City of Highland Stage 1
General —
2 weeks prior to the event: Mail notification will be made to affected residents, businesses, and organizations within or adjacent to the race boundaries. Notifications will include instructions for entering and exiting the course and alternative routes.
April 12, 2023 — Stage 1 " Highland Circuit Race"
3 days prior to the event: No parking signs will be posted along the course Race Day:
6: 00am — Partial closure of Baseline Road. Begin placement of fencing and portable stage. Set fencing at key intersections. Begin deployment of law enforcement, race marshals and other course personnel.
8: 15am — Complete closure of course. Placement of barricades on affected streets. 8: 45am — Women' s race begins
11: 15am — Men' s race begins
1: 45pm — Race concludes and all barricades are removed. Streets re -open, with Church street being the priority to allow for Arroyo Verde traffic. Baseline will remain closed to facilitate clean- up and tear down.
2: 15pm — Awards ceremony
4: 00pm — All disassembly complete and Baseline re -opens completely -6-
Attachment 3
Site Plan
-7-
Highland Ave
The race starts at San Manuel Village. j
Them proceeds south on Boulder Ave, then east
C
Q4d on Baseline St. Race is nuetral ( controlled) until reaching LaWinish Une on BaselineAvenua
330
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Women = 14L s
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200 yards west at Church St.
1tL
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Elevation Profile — Highland Road Race
450 -
440
43a
420
410
400
i 390
2. aoo 2. 500 - 19= 3, 500 4, W0 4, 500 S.000 5,500 6,000 6, 500 7, 000 7, 50 E.rioo a,500 9,000 9. sao nee 6a9 762 914 1. 066 1, 219 1, 371 1, 524 1. 676 1. A2A 1. 931 2, 133 2, 2A6 243E 2590 2.743 W MOM 500
152
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Attachment 4
Special Event Permit Application
-9-
1.937
CITY OF HIGHLAND
27215 Base Line, Highland, CA 92346
Telephone ( 909) 864- 8732 FAX: ( 909) 862- 3180
COMMUNITY DEVELOPMENT DEPARTMENT
PLANNING DIVISION
SPECIAL EVENT PERMIT APPLICATION
BASIC FEE: $ 0
NOTE: Additional fees may be required if Police, Fire Department and/ or other City services are required.
In addition, a Public Hearing at City Council, along with City Council approval, shall be required for issuance of a Special Event Permit for any event anticipated to accommodate 2, 500 or more persons at any given time Highland Municipal Code, Title 16, Section 8. 130. 13).
2. A minimum of one million dollars ($ 1, 000, 000. 00) of insurance and an approved General Liability Special Endorsement Form is required and can be obtained from the Assistant City Manager. The insurance must be provided and the City' s approval of the Form must be completed prior to issuance of a Special Event Permit.
1. APPLICANT. Redlands Bicycle Classic, Inc TEL #: 909- 963- 9099 on :: 1 '-• 0
3. DATE( S) OF EVENT. April 12, 2023
4. GENERAL LOCATION OF EVENT. See attached maps
5. PROPOSED EVENT INCLUDING SITE PLAN, PARTICIPANTS, HOURS OF
OPERATION, DESCRIPTION OF EQUIPMENT AND MATERIALS TO BE USED IN THE EVENT, ETC:
See attached documents. Updated insurance document will be issued after January 1 and a copy will be provided at that time.
8. Signature: I certify; under penalty of perjury that the foregoing is true and correct. understand that my Permit may be voided for non- compliance with the conditions set for the in the approval of this Event.
g-- 11 / 3/ 2022
Signature Date
FOR OFFICE USE ONLY)
FILE NO.: SEP 2-2-- 01` 3 FILING DATE: 12,- 20' 2-2- FEE:
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Attachment 5
Conditions of Approval
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CITY OF HIGHLAND
PLANNING DIVISION CONDITIONS OF APPROVAL
Date: January 18, 2023
Applicant: Redlands Bicycle Classic, Inc. — Applicant
File/ Index: Special Event Permit ( SEP- 22- 015)
Proposal: Highland Circuit Bicycle Race
Location: Various streets in Highland
PLANNING CONDITIONS OF APPROVAL
Note: These conditions represent Planning Division conditions only and are meant to be only one part of the project' s overall conditions that may include Engineering, Fire Department and Building and Safety. All required on -site and off -site conditions shall be completed prior to the event date, except where noted.
Special Event Permit No. 22- 015 is approved, subject to compliance with the conditions of approval contained herein. The conditions of approval listed below are continuing conditions; failure of the Applicant and/ or operator to comply with any/all conditions at any time, shall result in initiating revocation of the subject permit.
General
1. This Special Event Permit approval shall become null and void:
a. Unless all conditions have been complied with and authorized by Special Event Permit No. 22-015 has occurred.
2. The subject event shall be in compliance with the approved plans on file with the City of Highland Planning Division, and shall be in compliance with all conditions of approval contained herein.
a. The Site Plan is included as Exhibit "A".
3. Revisions, modifications, and/ or deletions to the approved plans must be submitted to the Planning Division for review and approval prior to the event date.
4. Times of said event is as follows:
a. Wednesday, April 12t" from 6 am — 4 pm
5. In compliance with the Highland Municipal Code, the Applicant/ Owner shall agree, at his/ her sole cost and expense, to defend, indemnify, and hold harmless, the City, its officers, employees, agents, and consultants, from any claim, action, or proceeding brought by a third -party against the City, its officers, agents, and employees, set aside, challenge, void, or annul an approval of the City Council, Planning Commission, or other decision - making body, including staff, concerning -12-
this project. The City may, at its sole discretion, participate at its own expense in the defense of any such action but such participation shall not relieve the Applicant/ Owner of his/ her obligations under this condition.
6. The applicant shall submit to the Planning Division written evidence of agreement with all conditions of this approval before the approval becomes effective.
7. The owner/applicant is responsible for implementing all conditions of approval to the satisfaction of the Community Development Director, City Engineer, Fire Department, Public Services, Public Works, and Police Department. Final clearances shall not be given until all conditions are met. Each condition of approval is separately enforced, and if one of the conditions of approval is found to be invalid by a court of law, all the other conditions shall remain valid and enforceable.
8. All Ordinances, Policy Resolutions, and Standards of the City in effect at the time this project is approved shall be complied with as a condition of this approval.
9. The applicant shall comply with all Federal, State, and Local laws.
10. No intensification of use event scope and nature described in the application ( i. e., SEP- 22- 015), which would tend to increase the projected scale of the event, shall be permitted except upon application for, and approval of, modification of this permit in compliance with all procedures and requirements therefore.
11. ( NS) If police/ sheriff personnel are required to stay over the time suggested on the attached comment sheet, the applicant will be responsible for paying additional fees pertaining to the overtime. Overtime fee' s will need to be paid within fortyeight ( 48) hours of the event end date and time to the City of Highland.
12. ( NS) An informational handout shall be mailed to residents affected by the April 12t" race. Handouts shall be distributed a minimum of two weeks prior to the event informing all residents, schools and business directly affected by the race day street closures.
Signage
13. Event signage shall be in compliance with Chapter 16. 56 of the Highland Municipal Code and shall be reviewed and approved under a separate application prior to installation. All signage shall be consistent with the type allowed within the zone and, as conditioned, the tenant space shall not be marked in an exaggerated manner and no banners or streamers shall be strung on the property. Any signage that creates a potential distraction to motor vehicle operations shall be prohibited.
14. All signs and sign structures shall be located outside of the public right- of-way. -13-
Maintenance
15. All trash, litter, debris, etc. that may be generated outside of the property ( off -site) by the participants and organizer of the event shall be the responsibility of the applicant or property owner.
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Exhibit " A"
Site Plan
-15-
Highland Ave
oStart
JTherace starts at San Manuel Village.
d
Then proceeds south on Boulder Ave, then east
Cree'Et on Baseline Si. Race is nuetral ( controlled) until 6M L reaching LapiRnish Line on Baseline Avenue I
330 U
r
St { 1
8J4 d r' 9hrdo
C l
z10 Pacific St m
Highland Men = 20 Laps
Women = 14 Las Q
S
a
o l' m
rn
f
c Climber points awarded
c Finish tine is approximadey on selected laps
3 200 yards west of Church St KOMIQOM
Base Linert. Base tine Rd Base Line Rd_
Finish
f ® Feed Zone 4
D
1 aTeam s o
Parking
9L ; Sycamore Dr % A ' Water St
A . tV
M 3
210 m V
h4erridy Ave
O ~`- Tbnner D Canyon Oak Dr
7 N < L nheather Dr }
i
Love St
o
0 O O O O C 0 0 0
0,
0 5Milejadc
Rabbit La
E4vawn in merles
450
440
430
420
41D
400
390 ,
500 1, 000 1, 500 2, 000 2, 500 3, 000 3, 500 4, 000 4, 500 5.000 S, 500 6,000 6,500 7, 000 7, 500 8,000 8, 500 9,000 9, 500 feet 1S2 304 457 609 762 414 LOU 1, 219 1, 371 1, 524 1, 676 1. 828 1. 981 2, 133 ZM 1438 2590 2. 743 2. 895 Merles Elevation Profile— Highland Road Race
J.. KOM
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fy t k u itio
SHANNON D. DICUS, SHERIFF - CORONER
January 17, 2023
City of Highland
27215 Base Line Street
Highland, CA 92346
SAN BERNARDINO
COUNTY
Re: Police Response to Event Application: Redlands Bicycle Classic 2023 ( SEP 22- 015) The Redlands Bicycle Classic has become a popular and well attended event in the San Bernardino valley, attracting thousands of visitors to the three participating cities and several unincorporated county areas.
According to their website; After more than 35 years, the Redlands Bicycle Classic ( RBC) continues to be the longest, continuously running invitational stage race in the country and is well- known throughout the world. The race has hosted riders who have gone on to compete in the Olympics, Tour de France and other world championships and has certainly earned the tag line, Where Legends are Born.
Last year, the City of Highland hosted the " Highland Circuit Race", comprised of a repeating loop mostly along Baseline, Church, Webster and several smaller residential streets. The event was staffed by Sheriff' s Department personnel both from the Highland Station and from other Sheriff's Stations and Divisions throughout the county. The event lasted anywhere between 4- 6 hours depending on the specific location and/ or part of the event. For example, at the beginning of racing, additional streets are closed and at the end of the event, during the awards ceremony, only a small part of the course is used. Last year' s event impacted residents, businesses, schools, churches, trash pickup and even the mail service.
Sheriff' s personnel did a fantastic job of keeping cyclists, visitors and residents safe. In total, it cost approximately $ 13, 400 in overtime positions, which came out of the general police department overtime budget. This budget is normally used for patrol staffing, court and investigations. Approximately 1/ 2 of the personnel used in the event, were pulled from regular law enforcement duties or their shifts were adjusted; so, their cost did not come out of the overtime budget. However, they were not able to perform regular duties that day such as investigations, homeless outreach, patrol and/ or citywide traffic enforcement.
After the 2022 event, the Highland Sheriff' s Station conducted a debrief and completed an after - action report. The after -action report highlighted both areas of success and improvement, including minor staffing revisions. It should be noted, during and after the event in 2022, the Highland Sheriff' s Station received several complaints, mostly from residents of the neighborhoods directly involved in the race. Out of these complaints, the majority were about the closures and lack of immediate access in and out. None of the complaints involved Sheriff' s or city personnel conduct, but mostly about the RBC itself and the fact residential streets were closed, even if only for a few minutes at a time.
SAN BERNARDINO COUNTY SHERIFF' S DEPARTMENT
655 East Third Street • San Bernardino, California 92415- 0061 Post Office Box 569 • San Bernardino, California 92402- 0569 -17-
Police Response to Event Application: Redlands Bicycle Classic 2023 (SEP 22- 015)
For the 2023 event, the Highland Station has the following findings and recommendations.
For many years, events like these were handled with more volunteers than regular personnel.
That is no longer possible for a few reasons, including dwindling numbers of volunteers, fulltime personnel shortages and increased liability concerns. Because of these challenges, the Highland Sheriff's Station recommends the following as condition of approval.
Recommended staffing for the event with associated overtime costs are listed below. The overtime costs are figured at the County' s 2022/ 2023 public gathering event fee schedule attached) and may be mitigated based on the on -duty personnel used. For this event, we are using the average of six hours per employee. It is hard to determine regular on -duty staffing costs, so the largest amount which is in overtime will be listed. Most cities and special districts use this amount to determine costs and then pass those costs along to the event holder.
In the past, Reserve Deputies were used for events like this at a lower cost. However, Highland Sheriff' s Station only has one remaining Reserve Deputy and he is not always available.
Should he or a Reserve Deputy from another station chose to work the event, they would take the place of a Deputy Sheriff at a lower cost. Volunteers are also encouraged to work the event and a request for additional Sheriff' s Department volunteers will be sent out around the county.
Sheriff' s Volunteers " may" be used in the place of Deputies depending on the location and/ or assignment as decided by the event supervisor. It is NOT recommended the city utilize RBC Race Marshalls for any traffic control or street closures. RBC Race Marshalls are not officially trained in traffic control, nor equipped with appropriate safety equipment like vehicles, radios and recognizable uniforms. We encourage their participation on a limited basis and under the direct supervision of either Sheriff' s or City personnel, but cannot authorize their use to replace appropriate traffic control personnel at critical locations. An example of where it could be appropriate to use them is to help close a driveway or entrance to a business or residence.
As a way to reduce general and overtime costs, the Highland Station proposes city employees could also be used in place of Sheriff' s Department personnel or volunteers in some locations.
Examples could be Code Enforcement and Public Works personnel. Employees of these units typically have the aforementioned training, uniforms and safety equipment.
Recommended Staffing ( 6- hour average)
2) Sergeants ( Supervisors) 1, 972. 08
2) Corporal / Detectives 1, 664. 88
23) Deputy Sheriffs 17, 347. 98
3) Sheriff's Service Specialist 479. 34
17) Citizen Volunteers / Explorer Scouts No Cost
Total Overtime Amount $ 21, 464. 28
If you have any questions or require additional information, please reach out to me.
Phill Dupper, Lieutenant
Highland Sheriff' s Station
909) 425- 9793
pdupperC&_sbcsd. org
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Intra- office Memorandum
City of Highland
DATE: January 9, 2023
TO: Angelica Martinez, Planning Tech II
FROM: Carlos Florez, Public Services Coordinator
CC: Melissa Morgan, Public Services Manager
SUBJECT: SPECIAL EVENT PERMIT ISSUANCE CLEARANCE FORM (SEP 22- 015) REDLANDS BICYCLE CLASSIC — HIGHLAND CIRCUIT RACE
The Public Services Division will approve this Special Event Permit with the following conditions:
1. Refuse Collection Day Service: The applicant must make arrangements with the City' s franchised hauler to alter the residential solid waste/recycling collection services, due to the race day Wednesday, is also the residential weekly refuse collection route day. Burrtec Waste Industries can be contacted at ( 909) 889- 1969
2. Food/ Beverage: If plastic bottles and aluminum cans are available during this event in the Feed Zone there must be recycling opportunities onsite. If there is food available during this event there must be organic recycling opportunities onsite. There must be one recycling and one organics container next to each trash receptacle throughout the duration of the event. Portable can and bottle recycling containers may be borrowed from the Public Services Division ( see agreement attached).
The applicant must make arrangements for event solid waste/recycling collection services with the City' s franchised hauler. Burrtec Waste Industries can be contacted at ( 909) 889- 1969.
3. Portable Toilets: Please be sure that all portable toilets on site are equipped with a containment tray throughout the duration of the event. Provide the Portable Toilet Business flyer ( attached) to the company you have selected for further suggestions on how to prevent potential spills when delivering or servicing the portable toilets during this event. Ifthere is a storm drain within 50 feet of where the portable toilets are being placed, it must be protected throughout the duration of the event.
4. Parking: Designated handicap parking stalls and access areas ( indicated in blue) shall not be obstructed for any reason per California Vehicle Code ( CVC) 2507. 8( b) — Obstruction of a Disabled Zone.
5. Event Cleanup: Redlands Bicycle Classic volunteers shall restore event areas to their pre -event condition. All trash and debris shall be removed and disposed of in the proper pre -established locations.
Should you have any questions, please feel free to give me a call 909- 864- 8732 ext. 271 -19-
1113fil s3m at$) 14: 1010
Prevent potential waste spills from
coming into contact with our waterways:
ANCHOR TO ,
THE GROUND
WHEN DELIVERING
Site Portable Toilets at least 50 feet away from a
catch basin or waterway.
f In high wind areas, secure the Portable Toilets by
anchoring the unit securely to the ground.
Equip Portable Toilets with a containment tray to
prevent accidental overflow.
When there is potential for greater than normal
usage, remind your clients to request additional
units or adjust the service schedule to ensure
sanitary conditions and prevent overflow.
bcountystdrtn
I
WATERWAY
WHEN SERVICING
f On the service vehicle:
Maintain the condition of all hoses, couplings,
tanks, and equipment to prevent leaks or spills.
Properly store and handle potential contaminants
Portable Toilet waste, disinfectants, oils, detergents
etc.) to prevent any spills or discharges from
entering the street, gutter or catch basin.
f When rinsing or washing Portable Toilets, ensure that all waste water is captured in the containment tray to
prevent waste water from entering the street, gutter or catch basin.
Upon completion of the cleaning process, pump the
captured water into the service vehicle.
-20-
old
Impida que los derrames potentiates de desechos
entren en contacto con nuestras vias fluvia es:
ANCLELO,
AL SUELO
1 v
t
BANDEJA DE C:ONTENCION
f Coloque Los Banos Portatiles a una distancia minima de 50 pies de un sumidero o via fluvial.
En Areas de vientos fuertes, proteja Los Banos Portatiles anclando la unidad en forma segura al suelo.
Coloque la bandeja de contencion abajo del Bano
Portati 1.
0 Cuando exista La posibilidad de un use mayor de to normal, recuerde a sus clientes que soliciten unidades adicionales o que adapten el programa de mantenimiento para
garantizar Las condiciones sanitarias y prevenir desbordes.
VIAS FLUVIALES
CUANDO SE REALIZE EL MANTENIMIENTO
f En el vehicuto de servicio:
Mantenga en condiciones optimas todas [ as mangueras acoples, tanques y equipo a fin de prevenir derrames.
Atmacene y maneje en forma apropiada Los contaminantes
potenciaLes ( desechos del Bano Portatil, desinfectantes, aceites, detergentes, etc) para impedir cualquier derrame o que se produzcan descargas hacia la calle, la alcantaritta o el sumidero. f Al enjuagar o lavar Los Banos Portatiles, asegurese de que la bandeja de contencion capture toda el agua residual, para impedir que esta llegue a La calle, alcantarilla o sumidero.
r
Al completar el proceso de limpieza, bombee el agua capturada en el vehicuto de servicio.
sbcountystormwater. org
BiQ Ck;-- 6illc
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City of Highland
Public Services Division
Portable Recycling Container Loan -Out Program Agreement Complete this form as far in advance of your event as possible and fax to: Public Services Division at 909- 862- 3180, so your organization can be placed on the schedule and the ClearStream portable recycling containers can be reserved for your event.
If you have any questions or require more information, please contact Public Services Coordinator, Carlos Florez at 909- 864- 8732 ext 271 or cflorezacityofhighland. org Please PRINT all information except signature
Name of Event ( include event flyer/announcement if available):
Event Date(s):
Event' s Sponsoring Organization:
Event Location:
Event Address:
Contact Name & Phone Number:
Contact E- mail:
Date of Request: Number of Portable Recycling Containers Requested:
Date and Time of Day ( a. m. or p. m.) of Pick- up:
Date and Time of Day ( a. m. or p. m.) of Return:
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Loan -Out Program Guidelines for Portable Recycling Containers:
1. Upon completion of your event, you must recycle the collected items in Highland.
Here are the recycling centers within city limits:
Sunset Recycling Center: 1470 E Highland Ave
Roberto' s Recycling — 25496 Base Line
2. A recycling receipt MUST provide the Public Services Division with total Ibs recycled upon returning the containers.
3. All Portable Recycling Containers must be returned in the same condition in which received ( i. e. clean and undamaged).
4. All Portable Recycling Containers must be returned no later than date specified on this form, see above.
I certify that I am an authorized representative of the above organization, and that the above statements are true to the best of my knowledge. I have read the above Loan - Out Program Guidelines, and I and/or the organization I represent agree to be bound by these guidelines. I and/ or the organization I represent understand that any violation of any part of this agreement will result in termination of the use of the Portable Recycling Containers. I and/ or the organization I represent agree to indemnify, defend, and hold harmless the City of Highland, its officials, its agents, and employees against any and all claims, damages, losses, and expenses, including legal fees arising out of or in any way associated with the event involving the use of these Portable Recycling Containers.
Signature Date
FOR OFFICE USE ONLY
Portable Recycling Container Drop -Off Checklist (to be completed at time of pick-up):
Number of Portable Recycling Containers picked up:
Number of Portable Recycling Containers dropped off:
Date Dropped Off:
Portable Recycling Containers are clean and unbroken ( staff initial here):
-23-
City of Highland, FIRE PREVENTION DIVISION, Conditions of Approval.
DATE : December 27, 2022 Page 1 of 3
EVENT : Redlands Bicycle Classic — Highland Circuit
APPLICANT : Redlands Bicycle Classic, Inc.
SITE LOCATION: Beginning at San Manuel Village and following circuit race course.
EVENT TIME & DATE: Wednesday April 12, 2023 6am — 4pm
FILE / INDEX No.: SEP 22- 015
A tiered level of mitigation options has been developed and listed below are the systems and/ or modifications required for your project. Compliance with the following items is a condition of Fire Department approval of the event.
These conditions are required as acceptable solutions to the adverse fire conditions impacting firefighting and emergency operations accompanying the site/ area and/ or event. They will either assist in detection and extinguishment of the fire and/ or facilitate the anticipated emergency operations.
This project is protected by the City of Highland Fire Department / Cal -Fire / California Department of Forestry and Fire Protection.
For event approval, the applicant shall comply with the currently adopted California Fire Code and all applicable appendices, statutes, codes, ordinances, standards and policies of the City of Highland Fire Prevention Division / Fire Department.
The following are general tent / air supported structure & outdoor fair & carnival requirements.
For specific or detailed requirements, refer to California Fire Code & CCR T- 19. The more restrictive shall apply.
1. No vehicle or internal combustion powered equipment shall be parked or located less than one hundred feet from any tent. Vehicles or other internal combustion engines necessary for the operation of the establishment and/ or event, and with prior approval by the City Fire Marshal, may be parked or located less than one hundred feet from a tent or combustible structure. Said equipment and/ or vehicles, shall not be located less than twenty ( 20) feet from same. ( CFC, CCR T-19)
2. A California State Fire Marshal flame-retardant certificate must accompany this application ( CCR T- 19), if tent and/ or air supported structures are used. -24-
3. The stage shall be free of flammable items, and stage equipment shall be secured from accidental movement.
4. Fire extinguisher and other fire -protection equipment shall be provided as required.
CCR T- 19 and CFC).
Minimum rating for fire extinguishers shall be:
2A-10B/C: in tents, canopies, air supported structures, vendor booths, mess halls, power generators, transformers, on fuel fired equipment, and at fuel storage areas.
40-B/C ( K-Type): in / at kitchens where operation creates grease laden vapors.
Travel distance to an approved fire extinguisher, on the Mid -way, in tent enclosures and in carnival-faire areas shall not exceed seventy-five ( 75) feet in any direction, and shall have " FIRE EXTINGUISHER" signage denoting location.
One fire extinguisher minimally rated 2A- 10BC shall be located on each side of any stage and at each cooking site.
5. Electrical and electrical wiring/ generator( s) shall be installed per the California Electrical Code, inspected and approved by the Fire Marshal, City Building & Safety Official before the event. Fueling shall not be performed with the engines in operation.
Extension cords that are exposed to public traffic shall be secured to prevent a tripping hazard. Cords shall be of the proper gauge, in good repair, and not be affixed to structures, extend thru doorways, windows, or walls. A cord bridge or ramp shall be provided to facilitate wheelchairs.
6. Cooking and heating equipment shall not be allowed within ( 20) feet of combustible materials, such as canopies and membrane structures. CFC
7. A plot plan, to scale, showing location of: tent( s); carnival apparatus; power generation equipment; flammable liquid/ gas storage; mid -way and/ or faire event stalls relative to buildings, property lines, roads, parking and other tents shall be submitted to Fire Marshal' s Office for Review and approval seven working days prior to event. A separate sheet shall be used and attached.
8. Emergency fire and rescue access lanes shall be identified on plan. Minimum width for emergency access lanes shall be twenty ( 20) feet and support a minimum live load for fire apparatus of 75, 000 pounds. Emergency access lanes shall be provided, so that any point at event shall not exceed one hundred fifty ( 150) feet from emergency access road. Emergency access lanes shall remain clear at all times to allow for quick response in the event of an emergency incident. Emergency access shall be maintained in all 2 -25-
areas along the race route, especially those streets contained within the `loop' as shown on the submitted map.
9. Temporary control barriers shall be erected to allow immediate removal for emergency access. Banners and signs attached to fencing shall be secured in place.
10. Provide each Race Marshal, Corner worker and Volunteer, direction on how to report emergency or other requests for assistance to minimize delay in responding.
If you have any questions or concerns regarding the above or wish to discuss other mitigation alternatives contact the City of Highland Fire Prevention Department.
Craig Sanchez
City of Highland - Fire Prevention
909- 864- 6861 x 248
3 -26-
STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
REVIEWED BY: Carlos Zamano, Public Works Director/City Engineer Z-Z PREPARED BY: Melissa Morgan, Public Services Manager
SUBJECT: Preparation of Annual Engineer's Reports for 2023/2024 Assessments RECOMMENDATION: Staff recommends the City Council:
1) Adopt Resolution No. 2023- _ ordering the preparation of an Engineer' s Report for Consolidated Landscape and Lighting District No. 96- 1; and
2) Adopt Resolution No. 2023-_ ordering the preparation of an Engineer' s Report for Street and Drainage Maintenance District 96- 1.
FISCAL IMPACT: The fee quoted by Harris & Associates for the preparation of an annual report and an assessment roll for both districts is $ 14, 000. 00. In addition, each new zone added is charged $ 400 for the annexation process. The City will be reimbursed through assessments on the benefitting properties within the district.
PUBLIC NOTICE: Public notice is not required prior to the City Council taking action on this matter. However, the Agenda was posted at the three ( 3) locations within the City, as required by Council Resolution and on the City' s Website.
BACKGROUND: The Landscaping and Lighting Act of 1972 requires that an Engineer' s Report be prepared if the City intends to levy assessment within a district, regardless whether the proposed amount of assessment is different from that of the current assessment. The Act requires that the report include items such as a description of the properties proposed to be assessed, the types of maintenance or construction activities that are anticipated, an estimate of the costs to be incurred on behalf of the district, and the method for assessing the benefitting r-.rnncr+ ioc
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
r4 oL
City Clerk
Agenda Item No.
File No.
City Manager
-1-
Staff Report to the City Council
Preparation of Annual Engineer' s Reports for 2023/ 2024 Assessments February 14, 2023
Page Two
Furthermore, Proposition 218 approved by voters on November 5, 1996 specifically requires that the annual report be prepared by a registered civil engineer, that public agency parcels cannot be exempted from assessment, and that the report must distinguish between general benefit and special benefit, and only assess for special benefit.
The fee will be allocated to the various districts, based on the assessment amount, as follows:
Consolidated Landscape and Liqhtinq District 96- 1
Street Lighting
Landscaping
Trail
Park
Sub -Total:
Street and Drainage Maintenance District 96- 1
Total
Attachment: Resolutions
6, 900
3, 700
600
600
11, 800
2 200
14, 000
-2-
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
COUNTY OF SAN BERNARDINO, CALIFORNIA
ORDERING THE PREPARATION OF ENGINEER' S REPORT
FOR CONSOLIDATED LANDSCAPE & LIGHTING DISTRICT NO. 96- 1 FOR FISCAL YEAR 2023/ 2024
WHEREAS, the City Council of the City of Highland, County of San Bernardino, California, has heretofore determined that the public interest, convenience and necessity required the installation, operation and maintenance of public street lights, landscape and irrigation facilities, community trails and public parks as set forth in Section 22525 of the Streets and Highways Code, State of California, and WHEREAS, Section 22625 requires that an Engineer' s Report be prepared for the assessment district and filed annually, outlining the assessments to be levied against the benefitting properties within the assessment district; and WHEREAS, the City Council desires to appoint Harris & Associates as the " Engineer of Work" for the Consolidated Landscaping & Lighting District No. 96- 1; and NOW, THEREFORE, be it resolved by the City Council of the City of Highland that the Engineer of Work is ordered to prepare the annual report for fiscal year 2023/ 2024 in accordance with Article 4, Division 15, of the Streets and Highways Code, " Landscaping and Lighting Act of 1972" of the State of California.
APPROVED AND ADOPTED this 14t" day of February 2023
Larry McCallon
Mayor
ATTEST:
Betty Hughes, MMC
City Clerk
-3-
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
COUNTY OF SAN BERNARDINO, CALIFORNIA
ORDERING THE PREPARATION OF AN ENGINEER' S REPORT FOR
STREET AND DRAINAGE MAINTENANCE DISTRICT 96- 1
FOR FISCAL YEAR 2023/ 2024
WHEREAS, the City Council of the City of Highland, County of San Bernardino, California, has heretofore determined that the public interest, convenience and necessity required the operation and maintenance of certain streets as set forth in Section 54703 et seq of the government code, State of California known as the " Benefit Assessment Act of 1982" ( the "Act"); and
WHEREAS, Section 54716 of the Act requires that a report be prepared and filed, outlining the assessments to be levied against the benefitting properties within the assessment district; and
WHEREAS, the City Council desires to appoint Harris & Associates as the " Engineer of Work" for the Street and Drainage Maintenance District 96- 1; and NOW, THEREFORE, be it resolved by the City Council of the City of Highland that the Engineer of Work is ordered to prepare the annual report for fiscal year 2023/ 2024 for the proposed assessment district in accordance with Section 54716 of the Act.
APPROVED AND ADOPTED this 14t" day of February 2023
Larry McCallon
Mayor
ATTEST:
Betty Hughes, MMC
City Clerk
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STAFF REPORT
TO THE CITY COUNCIL
DATE: February 14, 2023
FROM: Joseph Hughes, City Manager
REVIEWED BY: Carlos Zamano, Public Works Director/ City Engineer' PREPARED BY: Brian D. Wolfe, Senior Engineer, TKE Engineering, Inc.
SUBJECT: Environmental Services Proposal/ Tom Dodson & Associates for Victoria Avenue Street and Storm Drain Improvements ( Project No. str 17002) RECOMMENDATION: It is recommended that the City Council:
1. Approve proposal from Tom Dodson & Associates ( TDA) to provide environmental services for the Victoria Avenue Street and Storm Drain Improvements (Project No. str 17002); and
2. Authorize the City Manager to approve contract amendments up to 10% of the contract amount.
FISCAL IMPACT: On September 26, 2017, the City Council approved an on -call professional environmental services agreement with TDA. The agreement included a proposal to assist the City to compile an environmental document for compliance with CEQA for the Victoria Avenue Improvement at a fee of $ 36, 000. The fund source of the original contract was 100% out of the $ 9, 356, 000 Community Credit Funds (CCF) from the San Manuel Band of Mission Indians allocated to this Project.
A 10% contingency in the amount of $3, 600 was also authorized by the City Council, to be used to cover any additional services if needed and requested by City staff during the course of the project.
City staff did not approve any extra work with TDA within the 10% contingency authorized by the City Council. The current CCF balance is $ 7, 317,900. TDA completed the CEQA document within the budget amount. The notice of determination was recorded on August 9, 2018. The proposed fee, not to exceed $ 77, 500 for compliance with NEPA and 10% contingency, if necessary, will be funded using CCF.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
CW Manager
-1-
In 2022, the city was awarded a $ 2 million federal grant for this project under the 2022 Appropriations Act. These funds are currently programmed in the construction phase in Federal Fiscal Year 2024/ 2025. With the award of these funds, the project is now subject to compliance with federal requirements such as NEPA for environmental and Unform Act for right of way.
PUBLIC NOTICE: Notices of Council Meeting agenda were posted at the three locations required by resolution.
BACKGROUND: This project consists of the improvement of Victoria Avenue between 3rd Street and 9th Street within the cities of Highland and San Bernardino. Highland is the lead agency. It has four major components:
1. Drainage Improvements — Victoria Avenue (3rd Street to 9th Street)
2. Intersection Improvements — Victoria Avenue/ 5th Street intersection
3. Street Improvements — Victoria Avenue ( 3rd Street to 6th Street)
4. Pavement Rehabilitation — Victoria Avenue ( 3rd Street to 9th Street) Storm drain facilities will be constructed on Victoria Avenue to remove the existing open ditch along the west side of Victoria Avenue. The proposed storm drain will discharge into the existing City Creek Channel along the south side of 3rd Street to intercept and convey street flows during a 100- year storm event via underground storm drains. The street improvements include construction of curbs, gutters, sidewalks, curb ramps, streetlights and pavement widening on both sides of Victoria Avenue between 3rd Street and 6th Street.
The proposal from TDA covers environmental services for all four major components of this project.
The scope of services includes technical studies and preparation of Environmental Assessment to achieve compliance with NEPA.
TDA is familiar with the project area as it provided similar services for CEQA and other projects located in the area for the city and IVDA/ SBIAA. Staff has reviewed and negotiated the proposed scope and fee; and recommends City Council approval of the proposal.
Attachments:
A. Vicinity Map
B. Tom Dodson & Associates Proposal
-2-
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a- r= Drainage Improvements Cities of Highland & San Bernardino Intersection Improvements, Victoria Avenue Improvements Street Improvements March, 2019
-3-
TOM DODSON & ASSOCIATES
Mailing Address: PO Box 2307, San Bernardino, CA 92406T Physical Address: 2150 N. Arrowhead Avenue, San Bernardino, CA 92405 Tel: ( 909) 882- 3612 Fax: ( 909) 882- 7015 Email:
MEMORANDUM
December 13, 2022
From: Tom Dodson & Kaitlyn Dodson -Hamilton, Tom Dodson & Associates To: Carlos Zamano, City of Highland
Subject: Proposal to Provide an Environmental Scope of Work for the Victoria Avenue Improvements Project
Charles,
Tom Dodson & Associates ( TDA) appreciates the opportunity to provide National Environmental Policy Act ( NEPA) services to the City and to work with HDR as the environmental consultant on the Victoria Avenue Improvements project. TDA feels that we will meet the City' s needs to provide NEPA consulting services for the proposed improvements to Victoria Avenue extending from g,tn Street south to the City Creek Bypass channel.
The scope of work outlined below will lead to a fully substantiated NEPA environmental determination for the proposed project over a period of less than six months, utilizing an Environmental Assessment as the compliance process to comply with NEPA. I believe that this schedule is reasonable to comply with to meet the City' s objectives for the proposed project.
Should you have any questions regarding the proposal, please feel free to give me a call.
Sincerely,
Tom Dodson
President, Tom Dodson & Associates
-4-
PROPOSAL
This proposal summarizes the work effort that Tom Dodson & Associates ( TDA) assumes will be required to implement the project with the City. We assume that an Environmental Assessment EA) is the appropriate NEPA document for this project. What follows is a checklist compilation of the environmental issues that must be addressed as part of an EA leading to a Finding of No Significant Impact ( FONSI). We have sufficient experience to make the following estimates, but they will be subject to final confirmation with our subconsultants ( technical studies) when the project description is finalized with the you and the City.
Project Description: TDA will compile a draft project description ( proposed action) subject to your and the City' s review and approval. The fee for this is effort is included in TDA' s EA preparation fee provided below.
1. Aesthetics: assume no technical study ( visual simulations); fee included in the cost of the EA preparation.
2. Agricultural/ Timber Resources: The fee is included in the EA preparation cost.
3. Air Quality/ Greenhouse Gas ( GHG), Climate Change: technical study to be prepared by Giroux & Associates. Estimated fee will be $ 4, 500.
4. Biology: TDA will need to conduct a limited Biological Resource Assessment to meet Caltrans requirements. The estimated fee for this effort is $ 5, 500.
5. Cultural: technical study required; CRM TECH ( our cultural associate) will prepare this study to meet Caltrans cultural resource requirements, estimated fee is $ 7, 500, unless cultural resources are found that must be evaluated.
6. Geology/ Soils: data to be obtained from the City General Plan or from a geotechnical report prepared by the City in support of the project.
7. GHG, see # 3 above.
8. Hazards: TDA recommends a Phase 1 Environmental Site Assessment be prepared to meet Caltrans requirements. LOR Geotechnical will prepare this document for an estimated fee of $ 4, 500.
9. Hydrology/ Water Quality: One of the most complex issues related to this project is how surface runoff will be delivered to the City Creek Bypass channel. SBIAA has expressed concerns with the capacity of this channel. It is assumed that HDR will provide all requested hydrology information and TDA will utilize Mr. Joe Castaneda ( JLC Engineering & Consulting, Inc.) to review and analyze the hydrology data provided. The fee for this effort is estimated to be $ 10, 000.
10. Land Use/ Planning: No technical study needed; fee included in the EA preparation fee.
11. Mineral Resources: No technical study needed; fee included in the EA preparation.
12. Noise: This is a complicated issue for this segment of Victoria. TDA proposes a noise study that would be prepared by Urban Crossroads. Fee is estimated to be $ 7, 500.
13. Population and Housing: No technical study needed; fee included in the EA preparation.
14. Public Services: No technical study needed; fee included in the EA preparation.
15. Recreation: No technical study needed; fee included in the EA preparation.
16. Traffic/ Circulation: A trip generation/ VMT study must be provided. If not provided by HDR, TDA will utilize Urban Crossroads to prepare these studies. Estimated fee is $ 21, 000.
17. Utilities and Service Systems: No technical studies required; fee included in the EA preparation.
18. Energy: No technical study needed; fee included in the EA preparation.
19. Wildfire: No technical study needed; fee included in the EA preparation.
The fee for all of the technical studies identified in the preceding proposal: We estimate about 60, 500 for the basic technical studies.
-5-
The fee for preparing the EA is an estimated $ 15, 000.
The fee for processing the EA to a final package for consideration by the City is $ 2, 000.
Total Estimated Fee is $ 77, 500.
As stated above, the EA will require about five -to -six months to complete and get to the City and federal lead agency for a decision, barring any controversy or other unforeseeable delays. TDA appreciates the opportunity to provide the above proposal on the Victoria Avenue Improvements Project.
FEE SCHEDULE
Environmental Specialist I 150/ hour
Environmental Specialist II 115/ hour
Environmental Specialist III 75/ hour
Environmental Specialist IV 60/ hour
Admin / WP / Graphics 50/ hour
Legal Expert Witness 225/ hour
ODCs: All other direct costs are charged at actual cost plus a 10 percent management/ handling charge. Mileage will be billed at $ 0. 625 per mile. No surcharge for work completed by subconsultants will be charged as part of this contract.
Authorization to Proceed / Acceptance of Proposal:
Signature
Prop22/ Highland Victoria proposal ( ver4)
-6-
4,.
0 STAFF REPORT
TO THE CITY COUNCIL
OF H1G
DATE: February 14, 2023
FROM: Joseph A. Hughes, City Manager
REVIEWED BY: Lawrence A. Mainez, Community Development Directorve PREPARED BY: Kim Stater, Assistant Community Development Directory`s SUBJECT: Allocation of the City of Highland' s Community Development Block Grant Funds for Fiscal Year 2023- 2024.
RECOMMENDATION: The City Council prioritize funding of FY 2023- 2024 Community Development Block Grant Applications.
FISCAL IMPACT: Highland' s Community Development Block Grant ( CDBG) allocation is estimated to be $ 413, 501, a decrease of approximately 7% compared to last year. A maximum of 15% of the funding may be used for Public Service Projects; $ 62, 025. A minimum of 85% must be allocated to Construction Improvement Projects; $ 351, 476.
PUBLIC NOTICE: A Public Hearing Notice was posted in three places as set forth in the Highland Municipal Code and on the City' s Website. A Notice was also mailed to all CDBG Applicants.
PREVIOUS ACTION: On November 8, 2022, the City Council reviewed and recommended certain City Applications for FY 2023- 24.
1. Approve the City' s Application in the amount of $ 120, 000 for Enhanced Code Enforcement to support a portion of the salary and benefits of a Code Compliance Officer, Administrative Assistant', and Community Development Director; and
2. Approve the City' s Application in the amount of $ 200, 000 to construct pavement rehabilitation and ancillary work on two streets located in neighborhoods within the CDBG Low -Moderate Income eligible block area boundaries including: 1) Union Street between Elmwood Court to Del Rosa Avenue and 2) Elmwood Court between Union Court and north end.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
City ManageD
-1-
City Council Meeting of February 14, 2023
CDBG FY 2023- 2024
Enhanced Code Enforcement is a continuing City Program. Pavement Rehabilitation is a new Program. Both are categorized by HUD as " Construction Improvement Projects." CDBG funds from the Enhanced Code Enforcement Program are anticipated to pay for a percentage of Community Development Staff time. If the City Council does not fund all or a portion of this Project, then the costs would be borne by the City' s General Fund or other source as approved by the Council.
BACKGROUND: The County of San Bernardino received six ( 6) eligible CDBG Applications for Highland. These are now presented to the City Council for consideration.
The total amount requested is $ 386, 000. Two ( 2) applications are categorized as Construction Improvement Projects, totaling $ 320, 000. The remaining four (4) Applications are categorized as Public Service prowects, totaling $ 66, 000.
Grant funding in the Construction category exceeds the amount requested in applications by $ 31, 476. Staff recommends this funding remain unallocated for use during the fiscal year for Construction Improvement Projects that may run over budget.
With respect to Public Service Projects, there is a shortfall of $ 3, 975 ($ 66, 000 - $ 62, 025).
The amount of funding requested exceeds the amount available. Staff recommends the following options to reduce the awards within budget. Option 1 would reduce all awards by the same amount. Option 2 would reduce the awards proportional to the amount available.
See the table below. The Council may choose one of these or an altogether different option so long as the Public Service totals do not exceed $ 62, 025.
Applicant Funding
Requested
Option 1
Equivalent reduction
b $ 994 each
Option 2
Proportional
reduction
Highland Libra 10, 000 9, 007 9, 385
Highland YMCA 15, 000 14, 006 14, 108
Highland Senior Center 25, 000 24, 006 23,492
Central Little League 167000 15, 006 15, 040
Total 66. 000 62, 025 62, 025
In years past the City Council allocated funds to various organizations. Attached is a summary of all CDBG recipients from the past ten ( 10) years ( see Attachment 2).
To assist the Council in its deliberations, Staff summarized this year' s requests in two ( 2) tables separately identifying Construction and Public Service projects ( see Attachment 3).
Individual Applications are also attached ( see Attachment 4).
Attachments: 1. Correspondence from County of San Bernardino
2. Summary of Past CDBG Recipients
3. Summary of Current CDBG Project Proposals
4. CDBG Applications
-2-
ATTACHMENT
Correspondence from the County of San Bernardino
-3-
Kim Stater
From: Graham, Kelly < Kelly. Graham@cdh. sbcounty. gov> Sent: Friday, January 6, 2023 10:36 AM
To: Joseph Hughes; Kim Stater
Cc: Anderson, Bryan; Dearen, Elizabeth; Ramirez, Tom
Subject: 2023- 24 Annual Action Plan - Request for Prioritization - Highland Some people who received this message don't often get email from kelly.graham@cdh. sbcounty.gov. Learn why this is important EXTERNAL EMAIL: Do not click on links or open attachments unless you know the content is safe.
Good Morning:
Each year, the County of San Bernardino ( County) must prepare and submit to the U. S. Department of Housing and Urban Development ( HUD) an Annual Action Plan that identifies the amount of funding it expects to receive from HUD and outlines the specific activities it anticipates to fund in pursuit of its Countywide housing and community development goals and objectives.
For the 2023- 24 Program Year ( PY), the County anticipates receiving $ 6. 9 million to support the activities to be listed in its 2023- 24 Annual Action Plan.
To ensure the timely submittal of the County' s Annual Action Plan, an estimate has been used. It is important to note that it is possible that this estimate may change (+/-) between now and when the U. S. Congress approves the 2023-24 federal budget. Once the final federal allocation is released, adjustments to the distribution of County funds may be necessary. For PY 2023-24 your city' s estimated annual allocation is $ 413, 501.
This amount is based on U. S. Census poverty, overcrowded housing counts and population estimates, which means that your city' s allocation could have an increase or a decrease to the estimate ( City' s estimated annual allocation above). Please note that the allocation amounts are estimates and are subject to change based on HUD' s actual allocation to the CDBG Program.
The County has received a number of proposals in response to its PY 2023-24 Notice of Funding Availability NOFA) and has evaluated each proposal for its conformance to the federal requirements. To involve your city in the decision -making process, please provide us with a prioritized list of those eligible proposals that best meet your city' s goals and objectives.
To assist you in this effort, please use this Dropbox link to access the following documents:
1. List of Eligible Project Applications
2. Copies of Eligible Project Applications
3. List of Ineligible Project Proposals ( if any)
4. Cooperating City Recommended Projects Form
As a Cooperative City participating in the County' s CDBG program, it is imperative that you complete your public hearing for your CDBG funding recommendations and submit the action made by your City Council on the attached Cooperating City Recommended Projects Form and a copy of your City Council minutes to our office by or before Friday, February 24, 2023. After this date we may be unable to include your City Council recommendations in the list of projects for the County Board of Supervisor' s consideration.
Grant Process and Funding Thresholds
-4-
The 15% Public Service Cap applies for cities that receive $ 150, 000 or more in CDBG funding allocation. The total allowable number of newly funded projects is based on the percentage of each city' s formula share of the CDBG allocation and the maximum number allowed for newly funded construction projects is based on the City' s CDBG Administrative Cap. The cities of Big Bear Lake, Grand Terrace, Needles, Loma Linda, and the Town of Yucca Valley, which are receiving less than $ 150, 000, may only fund four ( 4) projects. The remaining cities have the following funding opportunities:
City Total Allowable
Projects
Maximum Number of
Construction
Projects
Estimated
15% Public
Service Cap
Adelanto 9 2 49, 372
Barstow 5 2 39, 307
Colton 11 5 60,630
Highland 10 5 62, 025
Montclair 9 2 40, 728
Redlands 9 2 51, 037
Twentynine Palms 5 1 24,450
Yucaipa 7 2 35, 991
Thank you for your past and continuing support in the CDBG program. We appreciate your assistance in returning your funding recommendations no later than Friday, February 24, 2023. Should you have any questions or need additional assistance, please feel free to contact your Analyst.
Analyst Phone Number Email Address
Kelly Graham 909) 501- 0626 Kelly. Graham( D_cdh. sbcountYgov_ Tom Ramirez 909) 501- 0635 Tom. Ram irez(aD-cdh.sbcounty. gov Sandra Becerra 909) 501- 0636 Sandra. Becerra( aD-cdh. sbcounty. gov Your City Council - approved funding recommendations will be included in the County 2023- 24 Annual Action Plan and is anticipated tobe approved by the County Board of Supervisors inearly April. Sincerely, Kelly
Graham CDH
Analyst II Community
w,
Development
w.SBCountyCDHA. com
and
Phone:
Housing Departmentw
909- 501- 0626 560
E. Hospitality Lane, Suite 200 San
Bernardino, CA 92415- 0043 t
Y , SAN
BERNARDINO COUNTY
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Our
jobis to create acounty in which those who reside and invest can prosper and achieve well-being. www.
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of San Bernardino Confidentiality Notice: This communication contains confidential information sent solely for the use of the intended recipient. If you are not the intended recipient ofthis communication, you are not authorized touse it in any manner, except to immediately destroy it and notify the sender. 2 -5-
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ATTACHMENT
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-13-
ATTACHMENT
CDBG Applications
-14-
Construction Program Application
SAN BERNARDINO
COUNTY
San Bernardino County
Fiscal Year 2023 - 2024
Construction Improvement Application
Fiscal Year 2023 - 2024
HIGH23CN- 001
Log Number
Office Use Only)
The following documents must be submitted in the order listed, please be sure to submit all attachments to your application.
Exhibit 1: Organization Information
Exhibit 2: Project Information
Exhibit 3: Project Characteristics
Exhibit 4: Priority Needs:
Exhibit 5: Project Budget & Sources
aExhibit 6: Proposed Goals and Milestones
Exhibit 7: Agency Capacity Narrative
Exhibit 8: Civil Rights Laws Compliance And HUD Good Standing Exhibit 9: Signatures And Assurances
Maintenance And Operations Agreement
Application Checklist
-15-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 1: Organization Information
Organization Name:
City of Highland
Organization Address:
27215 Base Line
City/ State/ Zip: lHighland / California / 92346
Phone: 9098648732
Fax: 9098623180
Email: kstater cit ofhi hland. or
Applicant Type: lConstruction
Authorized Person Name: Lawrence A. Mainez
Authorized Person' s Title: lCommunity Development Director Address: 127215 Base Line
City/ State/ Zip: [ Highland / California / 92346
Phone: 19098648732
Fax: 19098623180
Email: Imainez cit ofhi hland. or
Application Contact Person' s Name: lKimberly Stater
Application Contact Person' s Title: jAssistant Community Development Director Explain the Agency' s 1) Mission, 2) Purpose, 3) Population Served, 4) Number of years serving population, 5) Supportive Services, their Funding Sources, and Start/End Dates. 1) Highland is dedicated to the betterment of the individual, the family, the neighborhood and the community. The City Council and the staff are dedicated to providing the quality of public facilities and services that its citizens are willing to fund and will do so as efficiently as possible. The mission is established to reflect the following beliefs which represent the predominant beliefs of the community. They express what matters most in the conduct of public affairs affecting the citizenry of Highland; responsibility, services accountability, creativity, neighborhood sustainability, vision and family. 2) The City' s purpose is to develop a vibrant economy for the benefit of our citizens and businesses. 3) Highland has a diverse population of approximately 56, 000 persons. 4) The City of Highland incorporated in 1987, serving the community for 35 years. 5) NIA
-16-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 2: Project Information
Project Title:
Enhanced Code Enforcement
Address:
27215 Base Line
Citv /State/Zip:
IHiahland / California / 92346 I
County Supervisorial District where project will be located:
1st District 2nd District ® 3rd District: 4t" District 5th District Is this a new construction project, or a request for additional funding to an existing CDBG Project? Request for additional funding to an existing CDBG project If requesting additional funds for an existing CDBG project, provide prior CDBG project number? HIGH- 22- 1- 15- 1355
Project Type ( Description):
The project proposes to revitalize lower -income neighborhoods and improve public health and safety through the outreach and enforcement of property maintenance standards. The program would partially fund three City staff. Staff would inspect and identify residential and commercial property deficiencies, contact the responsible party, provide resources for abatement, and conduct outreach in response to homelessness.
Eligible Block Group
Indicate eligible Block Group to be benefited by CDBG Funds requested.
Provide a map identifying the eligible census block as indicated in the Eligible Census Blocks. 090710063022, 06710064021, 06710064022, 060910065, 00106091, 007408206, 0710074072, 060710074101, 060710076011, 060710076012, 060710076013, 060710076014, 060710076031, 060710076032, 060710076033, 060710076042 -17-
Construction Program Application
EXHIBIT 2A: Countywide Vision
Fiscal Year 2023 - 2024
Indicate Yes/ No in the table below which countywide vision goals are pertinent to the proposed project.
Countywide Vision
Countywide Vision Yes/ No
Implement the Countywide Vision.
Yes
Create, Maintain and Grow Jobs and Economic
Value in the County. No
Improve County Government Operations.
No
Operate in a Fiscally - Responsible and Business - Like Manner. Yes
Ensure Development of a Well -Planned, Balanced,
and Sustainable County. Yes
Maintain Public Safety.
Yes
Provide for the Health and Social Services Needs of
County Residents. Yes
Pursue County Goals and Objectives by Working
with Other Governmental Agencies. Yes
Provide a brief narrative of how your project meets the Countywide Vision:
Highland shares the County' s vision for a vibrant economy, quality community health, public safety and housing. Providing quality housing to all economic segments of the community and ensuring all residents have a neighborhood in which individuals and families can thrive and be proud of is a key component to the community' s success. To achieve these goals, the City must stop neighborhood decline through the enhancement of Code Enforcement efforts and outreach. Staff will seek to eliminate the accumulation of trash and debris, substandard housing, abandoned vehicles, overgrown vegetation and zoning violations that negatively affect the quality of life for individuals, families and neighborhoods. The project would partially fund a Code Compliance Officer who would conduct inspections and abate violations, a portion of an Administrative Assistant to assist with admin duties, and a portion of the Community Development Director who will provide direction on an as -needed basis. -18-
Construction Program Application
Exhibit 3: Project Characteristics
Fiscal Year 2023 — 2024
Street address and nearest cross streets of the site where the program will be carried out:
Legal property owner:
N/ A
What is the current zoninq?
Is this use permitted in this zoning?
N/ A
Is a conditional use permit required? Yes/ No
lNo
Complete applicable items for all construction projects:
Assessor' s parcel number:
N/ A
Square footage of proposed building or building addition:
N/ A
Square footage of construction site parcel:
N/ A
Length of improvements if street, water or sewer project:
N/ A
Service capacity of existing facility:
N/ A
Improved service capacity of the facility:
N/ A
Age of structure:
N/ A
Is the structure registered as a historic landmark under state, federal or local Law? N/ A
Describe the geographic boundaries of the neighborhood, community, or region to be served by this project. This description must include service area boundaries if land acquisition or structural improvements are proposed ( attach a map):
The boundaries can be described as the City's CDBG Target Area generally located south of Highland Avenue and west of State Route 210.
-19-
Construction Program Application
Exhibit 4: Priority Needs:
Complete the table below by answering " Yes" or "NO".
Fiscal Year 2023 - 2024
Public Facility' s Needs: Yes/ No:
Senior Center Improvements No
Community Center Improvements No
Child Care Center Improvements No
Youth Center Improvements No
Park & Recreation Improvements No
Social Care Facility Improvements No
Code Enforcement Needs Yes
Code Enforcement Yes
Demolition and Clearance Yes
Blight Abatement Yes
Infrastructure Needs No
Water and Sewer Improvements No
Drainage Improvements No
Street Improvements No
Sidewalk Improvements No
Commercial/ Industrial Infrastructure Development No
Accessibility Needs No
Removal of Architectural Barriers No
Historic Preservation Needs: Yes
Historic Preservation Improvements Yes
Other: No
-20-
Construction Program Application
Exhibit 4: Priority Needs ( continued)
HUD Demographics: ( Please indicate Yes/ No)
Does this project help prevent homelessness?
No
Does this project help the homeless?
Yes
Does this project help those with HIV or AIDS?
No
Does this project primarily help persons with disabilities? No
Why this project is considered a priority?
Fiscal Year 2023 - 2024
The project protects and improves the physical health and economic vitality of its residents and businesses by ensuring health & safety and property maintenance Code violations are corrected. The City halts the deterioration of housing stock in lower income neighborhoods.
Why this project is needed, 51te the evidence to sunstantlate the neeu r The project is needed to improve property conditions in the City, encourage affordable housing and improve living conditions. The Target Area suffers from blighted conditions such as a lack of property maintenance, substandard living conditions, illegal and unsafe structures.
Why must this proposed project be funded now versus receiving funding in future years?
The decline of residential and non- residential infrastructure is incremental. The longer the City waits to address issues, the more numerous and compounded they become.
What are the ramifications if this project is not recommended for funding in this fiscal ear
The City's Code Enforcement efforts would be reduced. Violations may go unanswered and further the decline of properties in the CDBG Target Area. Housing neighborhood stabilization efforts would suffer and recover in the City' s economically disadvantaged neighborhoods would be impaired.
-21-
Construction Program Application Fiscal Year 2023 - 2024 What is the project' s population to be served?
The project will be conducted within the City' s CDBG Target Area and will assist the economically disadvantaged. It will serve families of low, very -low and extremely - low income.
It will serve areas that contain the oldest housing stock in the City with the least amount of infrastructure and opportunities.
What is the projects accomplishment level?
The project will reduce the number of substandard property violations including the accumulation of trash and debris, overgrown vegetation, illegal construction, inoperative vehicles, etc. Efforts will make a visible and quantifiable improvement. While addressing violations, staff will direct resources related to housing and economic development programs that assist disadvantaged families.
Summarize the Scope of Work; include in your summary the number of units or activities the project will complete with CDBG funds.
The Officer will conduct daily inspections and issue warnings and violations as necessary.
They will provide residents with referrals to housing advocates, legal aide and other social services. The Officer will coordinate with San Bernardino County Animal Control, Weed Abatement, Vector Control and Sheriffs Office. Approximately 100 inspections can be expected each month at 70 properties resulting in 20 violations. The Administrative Assistant will manage the related document filing to maximize the Officer' s time in the field.
Describe how the project preserves a low and moderate - income neighborhood, or rovides other community oenetits.
The project will halt and improve property conditions. Considerable decline is visible in the lack of maintenance, illegal additions, abandoned vehicles, overgrown vegetation, etc. The identification and rectification of these items will improve individual properties, their surrounding neighborhood, and City as a whole. Business attraction and retention within the Target Area is key to revitalization of vacant and substandard commercial and industrial properties.
-22-
Construction Program Application
Exhibit 5: Project Budget & Sources
Fiscal Year 2023 - 2024
Provide the estimated financial data for the project as requested below for the appropriate project group. Costs should be based on the best information available. When preparing this data, consider the following factors: ( a) project should be completed in one phase if possible, or if phased, operational capability of the phases should be independent of each other: ( b) a phased project should be prioritized and broken into distinct parts, with estimated cost and priority for each part; ( c) apply federal prevailing wage rates to construction projects over 2, 000.
Project Budget
SB County Share ($): Other Source ($):
Architectural and
engineering services
Site acquisition
Local Review application
Construction
Other: 120, 000. 00 251, 750. 00
Total 120, 000.00 251, 750.00
Overall Total Project Cost: ( CDBG Share + Other Source) 371, 750. 00 -23-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 5A: CDBG Funds Requested and Leveraging Information Indicate the amount being requested by the city.
City Amount Requested ($)
This amount should match the grand
total requested from CDBG Share)
Highland 120, 000. 00
Leveraging items may include any written commitments that will be used towards your cash match requirements in the project, as well as any written commitments for building, equipment, materials, services and volunteer time.
Source of Type of Funding: ( Grant Name, Amount ($): Date Funding: EFSP Money) Available:
1112212016
Federal
Funding
State
Funding
County
Funding
Private
Funding
Other: City of Highland General Fund
251, 750. 00 07/ 01 / 2023
Total Leveraging Funds 251, 750.00
01 -24-
Construction Program Application Fiscal Year 2023 — 2024 Exhibit 6: Proposed Goals and Milestones
Explain how the project will meet contract goals and milestones. For example, project expenditures and performance/ accomplishment goals of 40% by September 30t", 50% by December 31st, 80% by March 31 St, and 100 % by June 30tn
Staff will notate time spent on the project by location and number of minutes. These will be tabulated each month and processed by the City' s Finance Division. The City expects to invoice for approximately 1/ 12th of the project funding each month.
Fill- in the table below with dates for submission of reimbursement claims and the estimated amount of each.
Date of
Reimbursement:
Amount ($):
07/ 01 /2023 10,000.00
08/ 01 /2023 10, 000.00
09/ 01 /2023 10, 000. 00
10/ 01 /2023 10, 000. 00
11 / 01 /2023 10, 000. 00
12/ 01 /2023 10, 000.00
01 /01 /2024 10, 000.00
02/ 01 /2024 10, 000. 00
03/ 01 / 2024 10, 000. 00
04/01 /2024 10, 000. 00
05/ 01 /2024 10, 000. 00
06/ 01 /2024 10, 000. 00
Total Reimbursement: 120, 000. 00
11 -25-
Construction Program Application
EXHIBIT 7: Agency Capacity Narrative
Non -Profit Organizations Only)
Fiscal Year 2023 - 2024
Describe the roles of key administrators, staff members, and volunteers within your agency that will implement the proposed project. In your description include experience, education, and licensing qualifications.
N/ A
Describe your agency' s experience In aaministering government anaior pupil; Tunas.
N/ A
uescuLYe yvur Mt:,-u iuu w ZuaLan 1 N1 UJcUL viaunity vvc1 Li iU i i iwu- ycui N1 decreases.
N/ A
INSTRUCTIONS: Complete the table below by marking " YES" or "NO to the questions listed below.
Question: Yes/ No
Example: Have you received federal funds in the past five years? Yes In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the Secretary of State, the State Attorney General, or the Franchise Tax Board?
Has your organization been sued in the last five years? Are any of your managers or staff with fiscal responsibilities involved in litigation presently that has any bearing on fiduciary trust or employee relations?
Have any unfavorable rulings been handed down by any court against your organization or Executive Director the last five years? Does your organization currently have any unresolved fiscal, reporting, or program issues with any of its funding sources?
12 -26-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 8: Civil Rights Laws Compliance And HUD Good Standing Answer the following questions:
Has your organization been a past recipient of assistance under a HUD McKinney Act program or the HUD Single Family Property Disposition Homeless Program? iNo
If you have been a recipient under either of these programs, has your agency experienced any project or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of HUD McKinney Act programs or the HUD Single Family Property Disposition Homeless Program?
iNo
If you answered " Yes", please explain the circumstances and outcome below.
Applicants must be in compliance with applicable civil rights laws and Executive Orders. Applications will be rejected if your agency has any of the following: ( 1) Any pending civil rights lawsuit instituted by the U. S. Department of Justice; ( 2) Any noncompliance with civil rights statutes, Executive Orders or regulations as a result of formal administrative proceedings, unless the applicant is operating under a HUD -approved compliance agreement designed to correct the area of noncompliance or is currently negotiating such an agreement; ( 3) Any unresolved Secretarial charge of discrimination issues under Section 810( g) of the Fair Housing Act, as implemented by 24 CFR 103: 400; ( 4) Any adjudication of a civil rights violation in a civil action brought against the Organization by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of noncompliance or the applicant has discharged any responsibility arising from such litigation; ( 5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General' s Guidelines ( 28 CFR 50. 3) or the HUD Title VI regulations ( 24 CFR 1. 8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations ( 24 CFR 8. 57). If one or more of these situations exists with your Organization, please attach a brief description.
13 -27-
E- Signature Authorization Martha Zepeda
SAN BRNARDINO San Bernardino County Deputy Executive Officer E
COUNTY Community Development and Housing Departmemt
Community Development Block Grant
2023 - 2024 Application
In order to comply with all applicable federal grant regulations, a hard -copy of this E- Signature Authorization containing an original wet signature must be filed with the San Bernardino County Community Development and Housing ( CDH) in order for the applicant to electronically sign the Community Development Block Grant ( CDBG) application documents online. This authorization may only be completed by a registered owner, partner, executive officer, or authorized employee ( with proof of authorization) of the applicant submitting this form and must contain an original signature to be submitted to the CDH.
Authorization Agreement
I am an owner, partner, executive officer, or duly authorized employee of the below -listed applicant and have authority to enter into agreements on behalf of the below -listed applicant. CDH may rely on the receipt of such agreements executed and delivered by facsimile or other electronic means as if the original had been received. The undersigned agrees that the electronic signatures appearing on documents submitted from the below -listed applicant are the same as handwritten signatures for the purposes of validity, enforceability and admissibility. By signing this Electronic Signature Authorization Agreement, I authorize the CDH to accept, via electronic submission, documents submitted from the below -listed applicant as required by the CDH's CDBG 2023 - 2024 Funding Application.
I understand that CDH may change the CDBG application system from time to time. I agree that the below -listed applicant will electronically sign all documents requiring a signature related to the CDBG funding application.
My signature on this form certifies that:
I agree that entering my name in the CDBG funding application system constitutes my electronic signature. I understand that any information and documents submitted using my name is electronically certifying my signature. I understand that I am legally bound, obligated, and responsible by use of my electronic signature as much as I would be by my handwritten signature. I agree that I will protect my signature from unauthorized use, and that I will contact CDH immediately, upon discovery that my electronic signature has been compromised. I certify that my electronic signature is for my own use, and that I will not delegate it or share it with any individual.
This request is effective immediately upon receipt by the CDH and will remain in effect until the end of the 2023 - 2024 CDBG funding cycle or I choose to cancel this request via written notification to the CDH. I understand that it is my responsibility to update and/ or cancel this request under all circumstances, including my departure or terminated association with the below -listed applicant.
By signing the E- Signature Authorization Form we certify that this agency will also comply with the following:
Non- discrimination
This organization will, through all possible means, ensure equal opportunity for all persons to receive services, to participate in the volunteer structure, and to be employed regardless of age, handicap, national background, race, religion, or sex. An existing sectarian nature of the agency shall not suffer impairment under this agreement, but participation in religious observances, rituals or services will not be required as a condition of receiving food, services, or shelter paid for by this grant.
Accountability
We commit this organization, if a grant is received, to provide all reports to the County as required; to expend monies only on eligible costs; to keep complete documentation ( copies of all canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close out the program on the required date; to return any unused funds to the County to cooperate with monitoring or site visits, and; to provide complete documentation of expenses to the County, if requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and that the applicant under our authority will execute its responsibility under the proposed contract and adhere to all other applicable rules and regulations to the fullest extent possible.
Non -collusion
This proposal is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal; the proposer has not in any manner sought by collusion to secure for him/ herself an advantage over any other proposer.
Applicant Information
Agency Name: Federal Tax ID No.:
City of Highland 33- 0270638
Mailing Address: Phone No.:
27215 Base Line 909) 864- 8732
Email Address: Fax No:
[email protected] 909) 862- 3180
Authorized Signature
Print Name: Print Title:
Lawrence A. Mainez Community Development Director
Signature: Date:
11 / 08/ 2022
Please send the signed copy of this one page agreement to:
San Bernardino County Community Development and Housing Department 215 North D Street, Suite 302, San Bernardino, CA 94215- 0043 Attn: CDBG Application
14 -28-
Construction Program Application
Maintenance and Operations Agreement
Fiscal Year 2023 - 2024
Please keep in mind the Maintenance and Operations cost is ineligible for CDBG funds.
All capital improvements or facilities will require a Maintenance and Operation ( M & O) contract. The MAINTENANCE AND OPERATION COMMITMENT must be signed by a representative of the M & O entity with authority to obligate the organization.
1) MAINTENANCE AND OPERATION COMMITMENT: The governing body of the below named public, quasi - public, or non- profit entity has the financial capacity and is willing to assume the Maintenance and Operation ( M & O) responsibility and costs associated with the indicated community development project. This body has reviewed the " Estimated Annual Maintenance and Operation Budget" part of this section. To the best of this body' s ability, it has determined this budget to be a true and accurate estimate of the annual M & O costs for the proposed project.
It is understood that without a commitment for maintenance and operation, the indicated project may not be considered for funding under the Community Development Block Grant program. Should this project be funded, a formal M & O contract shall be written and signed before any funds can be released.
NOTE: The Maintenance and Operation cost for capital improvements and facilities are not eligible for CDBG funding.
Proposed Project:
Enhanced Code Enforcement
Le al/ Incorporated Name of Prospective M& O Entity:
Citv of Highland
Address:
27215 Base Line, Highland, CA 92346
Federal I. D. Number of M& O Entity:
33- 0270638
Signature: Lawrence Mainez
Print Name: Lawrence Mainez
Title: Community Development Dire(
Date: 11 / 08/ 2022
15 -29-
Construction Program Application
Maintenance and Operations Expenses
Fiscal Year 2023 - 2024
Utilities Amount ($):
Electric
Water
Gas
Telephone
Disposal Service
Other:
Sub -Total
0. 00
Materials
Janitorial Supplies
Office Supplies
Recreational Supplies
Ground Supplies
Other:
Sub -Total 0. 00
Maintenance — Capital Improvements
Building Repair
Maintenance of Equipment
Improvements to Property
Other:
Sub -Total 0. 00
Insurance
Liability
Fire
Other:
Sub -Total 0. 00
16 -30-
Construction Program Application Fiscal Year 2023 - 2024 Personnel
Maintenance
Secretary
Administrator
Program Staff
Other:
Sub -Total 0. 00
M& O Annual Expense Total 0. 00
List out all sources and liabilities such as budget sources, membership, user fees, etc.
Revenue Sources: Amount ( ):
Budgeted Revenue Total
0. 00
Assets/ Liabilities Amount $
Budgeted Revenue minus M& O Expense 0. 00
17 -31-
Construction Program Application
S 1N BER\ ARNNO
COUNTY
San Bernardino County
Fiscal Year 2023 - 2024
Construction Improvement Application
Fiscal Year 2023 - 2024
HIGH23CN- 002
Log Number
Office Use Only)
The following documents must be submitted in the order listed, please be sure to submit all attachments to your application.
Wl Exhibit 1: Organization Information
R1 Exhibit 2: Project Information
Wl Exhibit 3: Project Characteristics
F6-/] Exhibit 4: Priority Needs:
F6-/] Exhibit 5: Project Budget & Sources
R1 Exhibit 6: Proposed Goals and Milestones
Exhibit 7: Agency Capacity Narrative
1-6/ 1
Exhibit 8: Civil Rights Laws Compliance And HUD Good Standing I —VI Exhibit 9: Signatures And Assurances
RV Maintenance And Operations Agreement
Wl Application Checklist
-32-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 1: Organization Information
Organization Name:
City of Highland
Organization Address:
27215 Base Line
City/ State/ Zip: lHighland / California / 92346
Phone: 909 864- 6861
Fax: 909 862- 3180
Email: czamano cit ofhi hland. or
Applicant Type: lCity
Authorized Person Name: Carlos Zamano
Authorized Person' s Title: jPublic Works Director/ City En ineer Address: 127215 Base Line
City/ State/ Zip: [ Highland / California / 92346
Phone: 909 864- 6861
Fax: 909 862- 3180
Email: czamano cit ofhi hland. or
Application Contact Person' s Name: lCarlos Zamano
Application Contact Person' s Title: jPublic Works Director/ City Engineer Explain the Agency' s 1) Mission, 2) Purpose, 3) Population Served, 4) Number of years serving population, 5) Supportive Services, their Funding Sources, and Start/ End Dates. 1) Mission: Highland is dedicated to the betterment of the individual, the family, the neighborhood and the community. The City Council and staff of the City of Highland are dedicated to providing the quality of public facilities and services that its citizens are willing to fund and will do so as efficiently as possible. 2) Purpose: To develop a vibrant economy for the benefit of our citizens and businesses; 3) Population served: 54, 000; 4) Number of years serving population: 32; 5) Supporting Services: Transportation, Funding Sources: Local and State funds, Start Date: 7/ 1/ 23, End Date: 6/ 28/ 24. -33-
Construction Program Application
Exhibit 2: Project Information
Project Title:
12023/ 2024 Union Street and Elmwood Court Pavement Rehabilitation Address:
127215 Base Line
City / State/ Zip:
Highland / California / 92346
County Supervisorial District where project will be located:
Fiscal Year 2023 - 2024
1st District 2nd District ® 3rd District: 41h District 5th District Is this a new construction project, or a request for additional funding to an existing CDBG Project? New Construction Project
If requesting additional funds for an existing CDBG project, provide prior CDBG project number? Project Type ( Description):
Construct pavement rehabilitation and ancillary work on two streets located in two neighborhoods within the CDBG Low -Mod Income eligible block area boundaries within the City of Highland including: 1) Union Street between Elmwood Court to Del Rosa Avenue, and 2) Elmwood Court between Union Court and north end.
Eligible Block Group
Indicate eligible Block Group to be benefited by CDBG Funds requested.
Provide a map identifying the eligible census block as indicated in the Eligible Census Blocks.
Block groups to be benefited are Block Group 006402 which includes both Union Street from Elmwood Court to Del Rosa Ave. and Elmwood Court from Union Court to north end. -34-
Construction Program Application
EXHIBIT 2A: Countywide Vision
Fiscal Year 2023 - 2024
Indicate Yes/ No in the table below which countywide vision goals are pertinent to the proposed project.
Countywide Vision
Countywide Vision Yes/ No
Implement the Countywide Vision.
Yes
Create, Maintain and Grow Jobs and Economic
Value in the County. No
Improve County Government Operations.
No
Operate in a Fiscally -Responsible and Business - Like
Manner. No
Ensure Development of a Well -Planned, Balanced,
and Sustainable County. Yes
Maintain Public Safety.
Yes
Provide for the Health and Social Services Needs of
County Residents. No
Pursue County Goals and Objectives by Working
with Other Governmental Agencies. No
Provide a brief narrative of how your project meets the Countywide Vision:
The project includes improvements in two residential neighborhoods that are near and have convenient access to commercial and planned development areas. The project will improve public infrastructure from a deteriorated state to new condition, provide a safer and more convenient and attractive transportation environment, and will provide low-income residents with better access to job opportunities in the local area. -35-
Construction Program Application
Exhibit 3: Project Characteristics
Fiscal Year 2023 — 2024
Street address and nearest cross streets of the site where the program will be carried out:
Legal property owner:
City of Highland
What is the current zoning?
Public Right -of -Way
Is this use permitted in this zoning?
Yes
Is a conditional use permit required? Yes/ No
lNo
Complete applicable items for all construction projects:
Assessor' s parcel number:
N/ A
Square footage of proposed building or building addition:
N/ A
Square footage of construction site parcel:
129452
Length of improvements if street, water or sewer project:
1784
Service capacity of existing facility:
Improved service capacity of the facility:
N/ A
Age of structure:
N/ A
Is the structure registered as a historic landmark under state, federal or local Law? N/ A
Describe the geographic boundaries of the neighborhood, community, or region to be served by this project. This description must include service area boundaries if land acquisition or structural improvements are proposed ( attach a map):
Union Street ( Elmwood Court to Del Rosa Avenue) and Elmwood Court (Union Court to north end) are located within existing CDBG area boundaries in some of the City' s lowest socioeconomic areas. See attached Project Location Map. -36-
Construction Program Application
Exhibit 4: Priority Needs:
Complete the table below by answering " Yes" or " NO".
Fiscal Year 2023 - 2024
Public Facility' s Needs: Yes/ No:
Senior Center Improvements No
Community Center Improvements No
Child Care Center Improvements No
Youth Center Improvements No
Park & Recreation Improvements No
Social Care Facility Improvements No
Code Enforcement Needs No
Code Enforcement No
Demolition and Clearance No
Blight Abatement No
Infrastructure Needs Yes
Water and Sewer Improvements No
Drainage Improvements No
Street Improvements Yes
Sidewalk Improvements No
Commercial/ Industrial Infrastructure Development No
Accessibility Needs Yes
Removal of Architectural Barriers No
Historic Preservation Needs: No
Historic Preservation Improvements No
Other: No
-37-
Construction Program Application
Exhibit 4: Priority Needs ( continued)
HUD Demographics: ( Please indicate Yes/ No)
Does this project help prevent homelessness?
No
Does this project help the homeless?
No
Does this project help those with HIV or AIDS?
No
Does this project primarily help persons with disabilities? No
Why this project is considered a priority?
Fiscal Year 2023 - 2024
The project is priority for the City because it will rehabilitate public streets that are in poor pavement condition to new conditions extending their service life for another 20 years.
VVfly 1f115 Nlujtj c; L 15 IICCUCU, JIIC 11IC CVIUCI II. G lv JULrJIai i ia« a c icon.
Current street conditions are poor and, without the rehabilitation proposed herein, would continue to deteriorate and would present hazards for the motoring public.
Why must this proposed project be funded now versus receiving funding in future years?
If not repaired now, these streets will deteriorate to the point that they become hazardous to the motoring public, and that these streets would need to be completely removed and replaced in the future at a much higher cost.
What are the ramifications if this project is not recommended for funding in this fiscal yCcll
rStreet hazards and much higher repair cost in the future, as the streets continue deteriorating. 19 -38-
Construction Program Application Fiscal Year 2023 - 2024 What is the project' s population to be served?
54, 000
What is the proiects accomplishment level?
This project will rehabilitate neighborhood streets that have deteriorated to new conditions and will help to improve quality of life and property values in three of the City' s lowest socioeconomic neighborhoods.
Summarize the Scope of Work; include in your summary the number of units or activities the project will complete with CDBG funds.
The project will include design and construction of 29,452 SF of pavement rehabilitation in three low- income neighborhoods in the City of Highland.
Describe how the project preserves a low and moderate -income neighborhood, or rovlQes olner GUfi MUHILy LJCIICIILJ.
The proposed street pavement rehabilitation will extend the service life of three streets in three of the City' s lowest socio- economic neighborhoods for another 20 years. -39-
Construction Program Application
Exhibit 5: Project Budget & Sources
Fiscal Year 2023 - 2024
Provide the estimated financial data for the project as requested below for the appropriate project group. Costs should be based on the best information available. When preparing this data, consider the following factors: ( a) project should be completed in one phase if possible, or if phased, operational capability of the phases should be independent of each other: ( b) a phased project should be prioritized and broken into distinct parts, with estimated cost and priority for each part; ( c) apply federal prevailing wage rates to construction projects over 2, 000.
Project Budget
SB County Share ($): Other Source ($):
Architectural and
engineering services
20, 000. 00
Site acquisition
Local Review application
Construction 200, 000. 00 25, 000. 00
Other:
Total 200, 000. 00 45, 000. 00
Overall Total Project Cost: ( CDBG Share + Other Source) 245, 000. 00 -40-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 5A: CDBG Funds Requested and Leveraging Information Indicate the amount being requested by the city.
City Amount Requested ($)
This amount should match the grand
total requested from CDBG Share)
Highland 200, 000. 00
Leveraging items may include any written commitments that will be used towards your cash match requirements in the project, as well as any written commitments for building, equipment, materials, services and volunteer time.
Source of Type of Funding: ( Grant Name, Amount ($): Date Funding: EFSP Money) Available:
1112212016
Federal
Funding
State
Funding
County
Funding
Private
Funding
Other: Local Funds
45, 000. 00 07/ 01/ 2023
Total Leveraging Funds 45, 000. 00
R
-41-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 6: Proposed Goals and Milestones
Explain how the project will meet contract goals and milestones. For example, project expenditures and performance/ accomplishment goals of 40% by September 30th, 50% by December 31st, 80% by March 31 St, and 100 % by June 30t`'
Design: 7/ 1 / 23 through 11 / 30/23. Bid Package Approval by CHD: 12/ 31 / 23Contractor Selection: 3/ 12/ 24Construction: 4/ 8/ 24 through 6/ 28/ 24 Fill- in the table below with dates for submission of reimbursement claims and the estimated amount of each.
Date of Amount ($):
Reimbursement:
05/04/ 2024 $ 60, 000. 00
06/ 01 / 2024 $ 70, 000. 00
07/ 01/ 2024 $ 70, 000. 00
Total Reimbursement: $ 200, 000. 00
Is
-42-
Construction Program Application
EXHIBIT 7: Agency Capacity Narrative
Non -Profit Organizations Only)
Fiscal Year 2023 - 2024
Describe the roles of key administrators, staff members, and volunteers within your agency that will implement the proposed project. In your description include experience, education, and licensing aualifications.
N/ A
Describe your agency' s experience in administering government and/ or public tunds.
Describe your method to sustain project viability over the multi -year process if funding decreases.
N/ A
INSTRUCTIONS: Complete the table below by marking " YES" or " NO to the questions listed below.
Question: Yes/ No
Example: Have you received federal funds in the past five years? Yes In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the Secretary of State, the State Attorney No General, or the Franchise Tax Board?
Has your organization been sued in the last five years? No
Are any of your managers or staff with fiscal responsibilities involved in litigation presently that has any bearing on fiduciary trust or employee No relations?
Have any unfavorable rulings been handed down by any court against your organization or Executive Director the last five years? No Does your organization currently have any unresolved fiscal, reporting, or program issues with any of its funding sources? No
12 -43-
Construction Program Application Fiscal Year 2023 - 2024 Exhibit 8: Civil Rights Laws Compliance And HUD Good Standing Answer the following questions:
Has your organization been a past recipient of assistance under a HUD McKinney Act program or the HUD Single Family Property Disposition Homeless Program? lNo
If you have been a recipient under either of these programs, has your agency experienced any project or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of HUD McKinney Act programs or the HUD Single Family Property Disposition Homeless Program?
Fo
If you answered " Yes", please explain the circumstances and outcome below.
Applicants must be in compliance with applicable civil rights laws and Executive Orders. Applications will be rejected if your agency has any of the following: ( 1) Any pending civil rights lawsuit instituted by the U. S. Department of Justice; ( 2) Any noncompliance with civil rights statutes, Executive Orders or regulations as a result of formal administrative proceedings, unless the applicant is operating under a HUD -approved compliance agreement designed to correct the area of noncompliance or is currently negotiating such an agreement; ( 3) Any unresolved Secretarial charge of discrimination issues under Section 810( g) of the Fair Housing Act, as implemented by 24 CFR 103: 400; ( 4) Any adjudication of a civil rights violation in a civil action brought against the Organization by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of noncompliance or the applicant has discharged any responsibility arising from such litigation; ( 5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General' s Guidelines ( 28 CFR 50. 3) or the HUD Title VI regulations ( 24 CFR 1. 8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations ( 24 CFR 8. 57). If one or more of these situations exists with your Organization, please attach a brief description.
13 -44-
E- Signature Authorization Martha Zepeda
SAN BERNARDINO San Bernardino County Deputy Executive Officer COUNTY Community Development and Housing Departmemt
Community Development Block Grant
2023 - 2024 Application
In order to comply with all applicable federal grant regulations, a hard -copy of this E- Signature Authorization containing an original wet signature must be filed with the San Bernardino County Community Development and Housing ( CDH) in order for the applicant to electronically sign the Community Development Block Grant ( CDBG) application documents online. This authorization may only be completed by a registered owner, partner, executive officer, or authorized employee ( with proof of authorization) of the applicant submitting this form and must contain an original signature to be submitted to the CDH.
Authorization Agreement
I am an owner, partner, executive officer, or duly authorized employee of the below -listed applicant and have authority to enter into agreements on behalf of the below -listed applicant. CDH may rely on the receipt of such agreements executed and delivered by facsimile or other electronic means as if the original had been received. The undersigned agrees that the electronic signatures appearing on documents submitted from the below -listed applicant are the same as handwritten signatures for the purposes of validity, enforceability and admissibility. By signing this Electronic Signature Authorization Agreement, I authorize the CDH to accept, via electronic submission, documents submitted from the below -listed applicant as required by the CDH' s CDBG 2023 - 2024 Funding Application.
I understand that CDH may change the CDBG application system from time to time. I agree that the below -listed applicant will electronically sign all documents requiring a signature related to the CDBG funding application.
My signature on this form certifies that:
agree that entering my name in the CDBG funding application system constitutes my electronic signature. I understand that any information and documents submitted using my name is electronically certifying my signature. I understand that I am legally bound, obligated, and responsible by use of my electronic signature as much as I would be by my handwritten signature. I agree that I will protect my signature from unauthorized use, and that I will contact CDH immediately, upon discovery that my electronic signature has been compromised. I certify that my electronic signature is for my own use, and that I will not delegate it or share it with any individual.
This request is effective immediately upon receipt by the CDH and will remain in effect until the end of the 2023 - 2024 CDBG funding cycle or I choose to cancel this request via written notification to the CDH. I understand that it is my responsibility to update and/ or cancel this request under all circumstances, including my departure or terminated association with the below -listed applicant.
By signing the E- Signature Authorization Form we certify that this agency will also comply with the following:
Non- discrimination
This organization will, through all possible means, ensure equal opportunity for all persons to receive services, to participate in the volunteer structure, and to be employed regardless of age, handicap, national background, race, religion, or sex. An existing sectarian nature of the agency shall not suffer impairment under this agreement, but participation in religious observances, rituals or services will not be required as a condition of receiving food, services, or shelter paid for by this grant.
Accountability
We commit this organization, if a grant is received, to provide all reports to the County as required; to expend monies only on eligible costs; to keep complete documentation ( copies of all canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close out the program on the required date; to return any unused funds to the County to cooperate with monitoring or site visits, and; to provide complete documentation of expenses to the County, if requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and that the applicant under our authority will execute its responsibility under the proposed contract and adhere to all other applicable rules and regulations to the fullest extent possible.
Non -collusion
This proposal is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal; the proposer has not in any manner sought by collusion to secure for him/ herself an advantage over any other proposer.
Applicant Information
Agency Name: Federal Tax ID No.:
Clty of Highland 33- 0270638
Mailing Address: Phone No.:
27215 Base Line Highland CA 92346 909) 864- 6861
Email Address: Fax No:
czamano@cityofhighland. org 909) 862- 3180
Authorized Signature
Print Name: Print Title:
Carlos Zamano Public Works Director/ City Engineer
Signature: Date:
Carlos Zamano, Public Works Director/ City Engineer 11/ 09/ 2022 Please send the signed copy of this one page agreement to:
San Bernardino County Community Development and Housing Department 215 North D Street, Suite 302, San Bernardino, CA 94215- 0043 Attn: CDBG Application
14 -45-
Construction Program Application
Maintenance and Operations Agreement
Fiscal Year 2023 - 2024
Please keep in mind the Maintenance and Operations cost is ineligible for CDBG funds.
All capital improvements or facilities will require a Maintenance and Operation ( M & O) contract. The MAINTENANCE AND OPERATION COMMITMENT must be signed by a representative of the M & O entity with authority to obligate the organization.
1) MAINTENANCE AND OPERATION COMMITMENT: The governing body of the below named public, quasi - public, or non- profit entity has the financial capacity and is willing to assume the Maintenance and Operation ( M & O) responsibility and costs associated with the indicated community development project. This body has reviewed the " Estimated Annual Maintenance and Operation Budget" part of this section. To the best of this body' s ability, it has determined this budget to be a true and accurate estimate of the annual M & O costs for the proposed project.
It is understood that without a commitment for maintenance and operation, the indicated project may not be considered for funding under the Community Development Block Grant program. Should this project be funded, a formal M & O contract shall be written and signed before any funds can be released.
NOTE: The Maintenance and Operation cost for capital improvements and facilities are not eligible for CDBG funding.
Proposed Proiect:
12023/ 2024 Union Street and Elmwood Court Pavement Rehabilitation __ 1 Legal/ Incorporated Name of Prospective M& O Entity:
Citv of Hiahland
Address:
27215 Base Line Highland, CA 92346
Federal I. D. Number of M& O Entity:
33- 0270638
Signature: Carlos Zamano
Print Name: Carlos Zamano
Title: Public Works Director/ City Eng
Date: 11 / 09/ 2022
15 -46-
Construction Program Application
Maintenance and Operations Expenses
Fiscal Year 2023 - 2024
Utilities Amount ($):
Electric
Water
Gas
Telephone
Disposal Service
Other: Street pavement maintenance over 20- year service life. 184, 900. 00 Sub -Total
184, 900. 00
Materials
Janitorial Supplies
Office Supplies
Recreational Supplies
Ground Supplies
Other:
Sub -Total 0. 00
Maintenance — Capital Improvements
Building Repair
Maintenance of Equipment
Improvements to Property
Other:
Sub -Total 0. 00
Insurance
Liability
Fire
Other:
Sub -Total 0.00
16 -47-
Construction Program Application Fiscal Year 2023 - 2024 Personnel
Maintenance
Secretary
Administrator
Program Staff
Other:
Sub -Total 0. 00
M& O Annual Expense Total 184, 900.00
List out all sources and liabilities such as budget sources, membership, user fees, etc.
Revenue Sources: Amount ( ):
Local Funds 184, 900
Budgeted Revenue Total
184, 900
Assets/ Liabilities Amount $
Budgeted Revenue minus M& O Expense 0. 00
17 -48-
Public Services Program Application
N BF RNARDIM)
C;« UNTY
San Bernardino County
Fiscal Year 2023 - 2024
Public Services Program Application
Fiscal Year 2023— 2024
The following documents must be submitted in the order listed, please be sure to submit all attachments with your application.
HIGH23PS- 019
Log Number
Office Use Only)
Exhibit 1: Organization Information
Exhibit 2: Project Information
Exhibit 3: Community Needs and Target Population
Exhibit 4: Project Budget & Sources
Exhibit 5: Performance & Outcomes
Exhibit 6: Agency Capacity Narrative
Exhibit 7: Civil Rights Laws Compliance and HUD Good Standing Exhibit 8: Signature and Assurances
Application Checklist
-49-
Public Services Program Application
Exhibit 1: Organization Information
Organization Name:
CENTRAL LITTLE LEAGUE
Organization Address:
7717 church ave
City/ State/ Zip: 1highland / 6 / 92346
Phone: 119093629145 : J
Fax:
Email: [email protected]
Applicant Type:
Authorized Person Name: Imichelle williamson
Authorized Person' s Title: president
Address: 17717 CHURCH AVE
City/ State/ Zip: Ihighland / CA / 92346
Phone: 19093620538
Fax:
Email: socialbugshell@yahoo. com
Application Contact Person' s Name: FS-TEVE E WILLIAMSON Application Contact Person' s Title: Ivice president
Fiscal Year 2023- 2024
Explain the Agency' s 1) Mission, 2) Purpose, 3) Population Served, 4) Number of years serving population, 5) Supportive Services, their Funding Sources, and Start/ End Dates. keeping our community children active, safe and learning life skills through youth sports. we service approx 300 children and we have been established for 73 years. we offer low-income families with support on fee waivers. our community children benefit from this. -50-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 2: Project Information
Project Title:
central little league
Project Address:
7717 church ave # 100 highland ca 92346
County Supervisorial District where project will be located:
1st District 2nd District ® 3rd District 4th District 5th District Is this a New Public Service Project, or request to expand services to an existing CDBG project? New Public Service Project
If this is an Expansion of Service to previously funded CDBG project, please explain how this is an expansion of service?. ( i. e For 2015 we proposed 60 units of service, this year the agency is planning to serve 100 units of service)
we plan on servicing more children this season
If you are requesting funds for an existing CDBG project, provide prior CDBG project number.
Will this project provide an opportunity to hire minority -owned and women owned businesses? No
If YES, describe what actions will be completed to implement such subcontracting plans to monitor this component of the proposed project. If NO, discuss why and what actions are being taken to encourage minority -women businesses to apply for this project. -51-
Public Services Program Application Fiscal Year 2023— 2024 EXHIBIT 2A: Countywide Vision
Indicate Yes/ No in the table below if any of these countywide vision goals are pertinent to the proposed project.
Countywide Vision
Countywide Vision Yes/ No
Implement the Countywide Vision. Yes
Create, Maintain and Grow Jobs and
Economic Value in the County. No
Improve County Government Operations.
No
Operate in a Fiscally -Responsible and
Business -Like Manner. No
Ensure Development of a Well -Planned,
Yes Balanced, and Sustainable County.
Maintain Public Safety.
No
Provide for the Health and Social Services
Needs of County Residents. Yes
Pursue County Goals and Objectives by Yes
Working with Other Governmental
Agencies.
Provide a brief narrative of how your project meets the Countywide Vision:
keeping our community children active, safe and learning life skills through youth sports. we service approx 300 children and we have been established for 73 years. we offer low-income families with support on fee waivers. our community children benefit from this. -52-
Public Services Program Application
Exhibit 3: Community Needs and Target Population
Fiscal Year 2023— 2024
Community Needs Target Population
Public Service Yes/ No Proposed Community: Yes/ No
Needs:
Senior Services Low and Moderate Persons
No Yes
Handicapped Low and Moderate
Services No Households No
Youth Services Abused Children
Yes No
Child Care Handicapped Persons
Services No No
Transportation Illiterate Persons
Services No No
Substance Abuse Homeless Persons
Services No No
Employment Migrant Farm Workers
Training No No
Health Services Elderly People
No No
Lead Hazard
Screening No
Crime
Awareness No
City/Target Area of Project Beneficiaries
Participating Cities: ( i.e Redlands, Colton, Yucaipa)
highland and san bernardino
-53-
Public Services Program Application Fiscal Year 2023- 2024 Exhibit 3: Community Needs and Target Population ( continued) Describe the geographic boundaries of the neighborhood, community or area in which clients of the proposed program reside ( attach a map if needed):
highland and san bernardino
HUD Demographics: ( Yes/ No)
Does this project help prevent homelessness?
lNo
Does this project help the homeless?
lNo
Does this project help those with HIV or AIDS?
lNo 71
Does this project primarily help persons with disabilities? INci
Summarize the description of your project to include 1) priority, 2) sub -activity, 3) population( s) to be served, and 4) accomplishment level, and 5) services to be provided. we service the players ages 3 to 16 years old for our youth baseball/ softball. we hope tpo increase registration ea season. we are anticipating 200- 300 players.
X
-54-
Public Services Program Application Fiscal Year 2023- 2024 Describe how this project meets the priority population and activities selected. more opportunity to play
Explain why this project is needed and what evidence can you substantiate the need. central little league is needed because we offer an amazing youth sports program, where we not only teach players the game. we also teach social skills, team builing, self esteem and motivation as a tool through baseball
Describe what gaps of service in the county this project fills. our league fills the gap of no other youth sport during this timeof season, this helps keep children active and involved
What are the critical factors for the success of your project ( include both financial and human resources)? For instance, is this the only funding for this project? What happens if funding decreases? Does this project rely on only one source of leveraging? Is there adequate staff involved with the project if there is project turnover? Please address any factor that is critical to project success.
critical factors for the sucess of central little league is simple, as we need players to make our league happen, we get players by having this funding available. this funding assures parents that the stredd of registration fees will not detour them from signing up their children. if we were to decrease central would have to do more fundraising to meet our needs. we have 1 major fundraiser a season, monetary sponsors and our snack bar proceeds to help things run smoothly and get us through each season. we are properly staffed with volunteers -55-
Public Services Program Application
Exhibit 4: Project Budget & Sources
Fiscal Year 2023— 2024
Project Budget
SB County Share: ($) Other Source: ($)
Personnel 0. 00 0. 00
Equipment ( Rental, Lease or Purchase) 0. 00 6, 000. 00 Consultant Services
Auditin-q, Accounting or Payroll)
0. 00 0. 00
Space Rent
Insurance
Consumable Supplies
Other 10, 000. 00
Total Costs 0. 00 16, 000. 00
Total Project Budget Cost: ( CDBG Share + Other Source) 16,000.00 -56-
Public Services Program Application Fiscal Year 2023- 2024 Exhibit 4A: CDBG Funds Requested and Leveraging Information Indicate the amount being requested by the city.
City Amount Requested ($):
This amount should match the grand
total requested from CDBG Share)
Highland 16, 000. 00
Leveraging items may include any written commitments that will be used towards your cash match requirements in the project, as well as any written commitments for building, equipment, materials, services and volunteer time.
Source of Type of Funding: ( Grant Name, Amount ($): Date Funding: EFSP Money) Available:
1112212016
Federal
Funding 0. 00
State
Funding 0. 00
County
0. 00 Funding
Private
Funding 0. 00
Other:
0. 00
Total Leveraging Funds 0. 00
-57-
Public Services Program Application
Exhibit 5: Performance and Outcomes
Definitions:
Fiscal Year 2023— 2024
Unduplicated Clients: The number clients/ persons projected to be served during the program year ( e. g. 25 clients, 50 seniors):
Duplicated Clients: The estimated yearly units of service ( duplicated, e. g. 25 clients x 10 visits= 250 units of service):
Complete the chart below with the number of Duplicated and Unduplicated Clients to be served.
In column 1 identify activities that will be completed ( e. g. intervention, counseling, and case management).
In column 2 indicate the number of Unduplicated Clients to be served.
In column 3 identify the number of Duplicated Clients to be served.
Activities to be Completed ( 1) Unduplicated
Clients to be
Served (2)
Duplicated Clients
projected to be
served ( 3)
Performance and Outcomes, answer the following narrative questions using minimum funds request.
Indicate a timeline of services provided to client( s) in order to meet project outcome( s).
Describe how your agency determines client( s) success.
Describe your methodology to evaluate project outcomes. 01 -58-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 5A: Proposed Goals & Milestones
Explain how the project will meet contract goals and milestones and be completed within 12 months July 1, 2023 — June 30, 2024 ). For example, project expenditures and performance/ accomplishment goals of 40% by November 30rh, 50% by December 31sr, 80% by March 31 st and 100% by June 30t"
Fill- in the table below with dates for submission of reimbursement claims and the estimated amount of each.
Date of Reimbursement: I Amount ($):
Total Reimbursement: $ 0. 00
11 -59-
Public Services Program Application
Exhibit 6: Agency Capacity Narrative
Non -Profit Organizations Only)
Fiscal Year 2023— 2024
Describe the roles of key administrators, staff members, and volunteers within your agency that will implement the proposed project. In your description include experience, education, and licensing qualifications.
alll volunteers are parents of the players in our league. we all come together to make sure the league runs properly
Describe your agency' s experience in administering government and/ or public funds. we do not have experience in the task, we submit paperwork to kim stater and she processes it for us
Describe your method to sustain project viability over the multi -year process if IUIIUIIIIj UCC; ICGJCJ.
doing what we are asked to do to keep the funding, running an amazing program for the children and making sure they return season after season Instructions: Complete the table below by marking " YES" or " NO" to the questions listed below.
Question: YES/ NO
Example: Have you received federal funds in the past
five years? Yes
In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the No Secretary of State, the State Attorney General, or the
Franchise Tax Board?
Has your organization been sued in the last five years? No
Are any of your managers or staff with fiscal
responsibilities involved in litigation presently that has any No bearing on fiduciary trust or employee relations?
Have any unfavorable rulings been handed down by any
court against your organization or Executive Director the last No five years?
Does your organization currently have any unresolved
fiscal, reporting, or program issues with any of its funding No sources?
12 -60-
Public Services Program Application Fiscal Year 2023 — 2024 EXHIBIT 7: Civil Rights Laws Compliance and HUD Good Standing Answer the following questions.
Has your organization been a past recipient of assistance under a HUD McKinney Act program or the HUD Single Family Property Disposition Homeless Program? lNo
If you have been a recipient under either of these programs, has your agency experienced any project or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of HUD McKinney Act programs or the HUD Single Family Property Disposition Homeless Program?
lNo 771
If you answered "Yes", please explain the circumstances and outcome below.
Applicants must be in compliance with applicable civil rights laws and Executive Orders. Applications will be rejected if your agency has any of the following: ( 1) Any pending civil rights lawsuit instituted by the U. S. Department of Justice; ( 2) Any noncompliance with civil rights statutes, Executive Orders or regulations as a result of formal administrative proceedings, unless the applicant is operating under a HUD -approved compliance agreement designed to correct the area of noncompliance or is currently negotiating such an agreement; ( 3) Any unresolved Secretarial charge of discrimination issues under Section 810( g) of the Fair Housing Act, as implemented by 24 CFR 103: 400; ( 4) Any adjudication of a civil rights violation in a civil action brought against the Organization by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of noncompliance or the applicant has discharged any responsibility arising from such litigation; ( 5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General' s Guidelines ( 28 CFR 50. 3) or the HUD Title VI regulations ( 24 CFR 1. 8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations ( 24 CFR 8. 57). If one or more of these situations exists with your Organization, please attach a brief description.
13 -61-
E- Signature Authorization Martha Zepeda
SAN BERNARDINO San Bernardino County Deputy Executive Officer COUNTY Community Development and Housing Departmemt
Community Development Block Grant
2023 - 2024 Application
In order to comply with all applicable federal grant regulations, a hard -copy of this E- Signature Authorization containing an original wet signature must be filed with the San Bernardino County Community Development and Housing ( CDH) in order for the applicant to electronically sign the Community Development Block Grant ( CDBG) application documents online. This authorization may only be completed by a registered owner, partner, executive officer, or authorized employee ( with proof of authorization) of the applicant submitting this form and must contain an original signature to be submitted to the CDH.
Authorization Agreement
am an owner, partner, executive officer, or duly authorized employee of the below -listed applicant and have authority to enter into agreements on behalf of the below -listed applicant. CDH may rely on the receipt of such agreements executed and delivered by facsimile or other electronic means as if the original had been received. The undersigned agrees that the electronic signatures appearing on documents submitted from the below -listed applicant are the same as handwritten signatures for the purposes of validity, enforceability and admissibility. By signing this Electronic Signature Authorization Agreement, I authorize the CDH to accept, via electronic submission, documents submitted from the below -listed applicant as required by the CDH' s CDBG 2023 - 2024 Funding Application.
understand that CDH may change the CDBG application system from time to time. I agree that the below -listed applicant will electronically sign all documents requiring a signature related to the CDBG funding application.
My signature on this form certifies that:
I agree that entering my name in the CDBG funding application system constitutes my electronic signature. I understand that any information and documents submitted using my name is electronically certifying my signature. I understand that I am legally bound, obligated, and responsible by use of my electronic signature as much as I would be by my handwritten signature. I agree that I will protect my signature from unauthorized use, and that I will contact CDH immediately, upon discovery that my electronic signature has been compromised. I certify that my electronic signature is for my own use, and that I will not delegate it or share it with any individual.
This request is effective immediately upon receipt by the CDH and will remain in effect until the end of the 2023 - 2024 CDBG funding cycle or I choose to cancel this request via written notification to the CDH. I understand that it is my responsibility to update and/ or cancel this request under all circumstances, including my departure or terminated association with the below -listed applicant.
By signing the E- Signature Authorization Form we certify that this agency will also comply with the following:
Non- discrimination
This organization will, through all possible means, ensure equal opportunity for all persons to receive services, to participate in the volunteer structure, and to be employed regardless of age, handicap, national background, race, religion, or sex. An existing sectarian nature of the agency shall not suffer impairment under this agreement, but participation in religious observances, rituals or services will not be required as a condition of receiving food, services, or shelter paid for by this grant.
Accountability
We commit this organization, if a grant is received, to provide all reports to the County as required; to expend monies only on eligible costs; to keep complete documentation ( copies of all canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close out the program on the required date; to return any unused funds to the County to cooperate with monitoring or site visits, and; to provide complete documentation of expenses to the County, if requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and that the applicant under our authority will execute its responsibility under the proposed contract and adhere to all other applicable rules and regulations to the fullest extent possible.
Non - collusion
This proposal is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal; the or000ser has not in any manner sought by collusion to secure for him/ herself an advantage over any other proposer.
Applicant Information
Agency Name: Federal Tax ID No.:
Mailing Address: Phone No.:
Email Address: Fax No:
Authorized Signature
Print Name:
stephen williamson
Print Title:
vice president
Signature:
stephen williamson, vice president
Date:
12/ 04/ 2022
Please send the signed copy of this one page agreement to:
San Bernardino County Community Development and Housing Department 215 North D Street, Suite 302, San Bernardino, CA 94215- 0043 Attn: CDBG Application
14 -62-
Public Services Program Application
CDBG Application Checklist
Non -Profit Organizations Only)
Fiscal Year 2023 - 2024
Community -based organizations are required to include one copy of the items listed below. If you are not submitting these items at this time, please notify Community Development and Housing at ( 909) 387- 4705 to make other arrangements. The following information is required before any contract or reimbursement can be completed.
o Summary of agency' s current year General Operating Budget o List of agency' s Board of Directors, including names and addresses o Proof of existing non- profit/ tax- exempt status ( Letters from the Federal Internal Revenue Service and State Franchise Tax Board) o Current certificate of insurance and amounts covered
o Organizational chart
o Minutes of last Board meeting
o Non- Profit agencies must be Registered in the System of Award Management ( SAM) website.
Agency cannot be funded if they have been debarred in the past. o Provide board minutes/ letter that authorizes the executive director or program manager to run the project.
If your application is funded you will be required to provide a copy of your last audit and your Articles of Incorporation and Bylaws must be on file. 15 -63-
Public Services Program Application
SA\ BERNARDINO
COUNTY
San Bernardino County
Fiscal Year 2023 - 2024
Public Services Program Application
Fiscal Year 2023— 2024
The following documents must be submitted in the order listed, please be sure to submit all attachments with your application.
HIGH23PS- 044
Log Number
Office Use Only)
R1Exhibit 1: Organization Information
Exhibit 2: Project Information
a
Exhibit 3: Community Needs and Target Population
Exhibit 4: Project Budget & Sources
Exhibit 5: Performance & Outcomes
Exhibit 6: Agency Capacity Narrative
Exhibit 7: Civil Rights Laws Compliance and HUD Good Standing Exhibit 8: Signature and Assurances
Application Checklist
-64-
Public Services Program Application
Exhibit 1: Organization Information
Organization Name:
Highland District Council On Aging, Inc.
Organization Address:
3102 E. Highland Ave.,
City/State/Zip: jPatton / Calif. / 92369
Phone: 909- 862- 8104
Fax: 909- 862- 8196
Email: Highsenctr@aol. com
Applicant Type: Isenior Programs & Services
Authorized Person Name: Penny Lilburn
Authorized Person' s Title: lExecutive Director
Address: F3102 E. Highland Ave.
City/ State/ Zip: IPatton / Calif. / 92369
Phone: 909- 862- 8104
Fax: 909-862-8196
Email: PLilburn@aol. com
Application Contact Person' s Name: jPenny Lilburn
Application Contact Person' s Title: lExecutive Director Fiscal Year 2023— 2024
Explain the Agency' s 1) Mission, 2) Purpose, 3) Population Served, 4) Number of years serving population, 5) Supportive Services, their Funding Sources, and Start/ End Dates.
The mission of the Highland Senior Center is to " enrich, maintain and protect the quality of life for Senior Adults." 2) Our purpose is to provide quality programs, activities and service to enrich their quality of living by focusing on physical fitness, social interaction, nutritional meals, food bank, education and assisted transportation as well as " free shuttle" service to and from the center as well and community outings. 3) Seniors served monthly range on average from 6, 000 to 12, 000. 4) The Highland Senior Center is in its 43rd year of success 5) Our funding sources come from community donations, seniors financial support, night/weekly events, grants, newsletter advertising, thrift store sales, community donations, fundraisers as well as individual contributions. The center has been not had a community fundraiser in the past three years due to the Covid Pandemic. We are fully operational and hope to resume all fundraisers.
-65-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 2: Project Information
Project Title:
Senior Services & Programs
Project Address:
3102 E. Highland Ave., Patton, CA 92369
County Supervisorial District where project will be located:
1st District 2nd District ® 3rd District 4th District 5th District Is this a New Public Service Project, or request to expand services to an existing CDBG project? Expansions of Service to an Existing Project
If this is an Expansion of Service to previously funded CDBG project, please explain how this is an expansion of service?. ( i. e For 2015 we proposed 60 units of service, this year the agency is planning to serve 100 units of service)
Our center continues to expand it's many services and Programs. This year we have been able to open fully and continue with programs and expand our services to Grab & Go lunch sand Dinner meals as well as deliver meals daily to homebound Seniors. Our home meal delivery program increased over last year by 60%. This service will continue along with other services.
If you are requesting funds for an existing CDBG project, provide prior CDBG project number.
H i h- 22- 1- 02A- 1219
Will this project provide an opportunity to hire minority -owned and women owned businesses? No
If YES, describe what actions will be completed to implement such subcontracting plans to monitor this component of the proposed project. If NO, discuss why and what actions are being taken to encourage minority -women businesses to apply for this project. -66-
Public Services Program Application
EXHIBIT 2A: Countywide Vision
Fiscal Year 2023— 2024
Indicate Yes/ No in the table below if any of these countywide vision goals are pertinent to the proposed project.
Countywide Vision
Countywide Vision Yes/ No
Implement the Countywide Vision. Yes
Create, Maintain and Grow Jobs and
Economic Value in the County. Yes
Improve County Government Operations.
Yes
Operate in a Fiscally -Responsible and
Business - Like Manner. Yes
Ensure Development of a Well -Planned,
Balanced, and Sustainable County. Yes
Maintain Public Safety.
Yes
Provide for the Health and Social Services
Needs of County Residents. Yes
Pursue County Goals and Objectives by Yes
Working with Other Governmental
Agencies.
Provide a brief narrative of how your project meets the Countywide Vision:
The Highland Senior Center continues to meet the County -Wide Vision by continuing to provide quality programs, activities and services specifically designed to meet the needs of the senior community by continuing quality of life. Our social programs allow daily interaction, and many services are provided to help eliminate hunger, depression and loneliness. Our Senior Center has adopted the Grab & Go program, offered services designed to help seniors remain in their homes as well as providing activities to encourage them to come to the senior center. Seniors can patriciate in free food commodities, Grab & Go meals, Transportation Assisted rides to vital appointments, free shuttle services, provide resource services and help maintain their basic needs to continue their independence. -67-
Public Services Program Application
Exhibit 3: Community Needs and Target Population
Fiscal Year 2023— 2024
Community Needs Target Population
Public Service Yes/No Proposed Community: Yes/ No
Needs:
Senior Services Low and Moderate Persons
Yes Yes
Handicapped Low and Moderate
Services Yes Households Yes
Youth Services Abused Children
No No
Child Care Handicapped Persons
Services No Yes
Transportation Illiterate Persons
Services Yes Yes
Substance Abuse Homeless Persons
Services No Yes
Employment Migrant Farm Workers
Training Yes No
Health Services Elderly People
Yes Yes
Lead Hazard
Screening No
Crime
Awareness Yes
City/Target Area of Project Beneficiaries
Participating Cities: ( i.e Redlands, Colton, Yucaipa)
The Highland Senior Center borders the cities of Highland and San Bernardino. Although they are the primary cities served, the center serves many seniors from most cities of the Inland Empire due to the number of programs and services offered that most Senior Centers do not offer.
-68-
Public Services Program Application Fiscal Year 2023- 2024 Exhibit 3: Community Needs and Target Population ( continued) Describe the geographic boundaries of the neighborhood, community or area in which clients of the r)roaosed program reside ( attach a map if needed):
The Highland Senior Center will not decline services or event participation to any senior regardless where they live, however, the majority who benefit from the services provided reside in the City of Highland. Seniors DO NOT have to be a member in order to participate.
HUD Demographics: ( Yes/ No)
Does this project help prevent homelessness?
INo
Does this project help the homeless?
Yes
Does this project help those with HIV or AIDS?
Yes
Does this project primarily help persons with disabilities? Yes 771
Summarize the description of your project to include 1) priority, 2) sub -activity, 3) population( s) to be served, and 4) accomplishment level, and 5) services to be provided.
In an effort to summarize the center's priority programs and services, the center's priority is to maintain and preserve the integrity of life for senior adults. Allowing seniors to maintain their health, physical fitness and independence while enjoying and engaging in social interaction with programs and activities, having a daily hot nutritional meal, providing for a free food give a way program, twice weekly, regular educational classes, weekly resource events, transportation assistance, participating in our free " Shuttle Services" to and from the senior center as well as enjoying many other vital programs that provide relief of loneliness, isolation and depression for senior adults. We have seen growth in our " Shuttle service" which has allowed meal delivery during covid19, and additional transportation to and from medical appointments, sight seeing trips, and trips to and from the senior center to allow them to continue getting out and becoming more active which will help them to stay healthy. During the pandemic, these past two plus years, the center continued to partner with our community for services which allowed us to stay in touch with the seniors and help them with shopping and food deliveries. This was a very challenging year for the seniors in the community, however, with the senior volunteers, staff and collaboration with the community, we continue to remain open while serving the seniors to the fullest extent possible. -69-
Public Services Program Application Fiscal Year 2023— 2024 Describe how this project meets the priority population and activities selected.
The center continues operating with an approval under the County guidelines to remain open and provide essential services to the seniors. Because we offer such a variety of services, activities and resources, we continue to step out of our normal box, we and now provide more socially acceptable as well as safety compliant services to the seniors.
Explain why this project is needed and what evidence can you substantiate the need.
Our ongoing needs assessment continues to identify the most significant problems seniors face, now more then ever which are depression, loneliness, anxiety and lack of social interaction. The center and its programs, activities and services offer help to alleviate such problems post COVID. We remain diligent with daily phone calls, delivery services and transportation while operating routinely.
Describe what gaps of service in the county this project fills.
We believe the need for the seniors to remain independent will continue to allow them to remain healthy, less reliable on services, and continue to play a vital role in the community.
We focus on providing the seniors a facility that is centrally located to those in all communities to come together and learn, participate in informational seminars and remain socially activity.
We also meet the needs of shut- in seniors with meal and food deliveries as well as transportation services.
What are the critical factors for the success of your project ( include both financial and human resources)? For instance, is this the only funding for this project? What happens if funding decreases? Does this project rely on only one source of leveraging? Is there adequate staff involved with the project if there is project turnover? Please address any factor that is critical to project success.
Due to the lingering effects post Pandemic, a good portion of our funding has been reduced due to reduced participation of our regular budgeted fundraisers. The center continues to operate and provide large levels of service, however, we have mostly restricted operations and only a small staff working in the center. We have maintained our level of service with our staff of 6 and a minimal number of volunteers. We remain committed to make sure services that are needed to those home -bound seniors are provided as well. -70-
Public Services Program Application
Exhibit 4: Project Budget & Sources
Fiscal Year 2023— 2024
Project Budget
SB County Share: ($) Other Source: ($)
Personnel 20, 000. 00 203, 000. 00
Equipment ( Rental, Lease or Purchase)
Consultant Services
Auditing, Accounting or Payroll)
Space Rent 5, 000. 00 10, 000. 00
Insurance
Consumable Supplies
Other
Total Costs 25, 000. 00 213, 000. 00
Total Project Budget Cost: ( CDBG Share + Other Source) 238, 000. 00 -71-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 4A: CDBG Funds Requested and Leveraging Information Indicate the amount being requested by the city.
City Amount Requested ($):
This amount should match the grand
total requested from CDBG Share)
Highland 25, 000. 00
Leveraging items may include any written commitments that will be used towards your cash match requirements in the project, as well as any written commitments for building, equipment, materials, services and volunteer time.
Source of Type of Funding: ( Grant Name, Amount ($): Date Funding: EFSP Money) Available:
1112212016
Federal
Funding
State
Funding 0. 00
County
Funding Department of Aging, Inc 47, 000. 00 06/ 01/ 2023 Private
Funding Fundraiser - In house 120, 000. 00 06/ 01/ 2023 Other:
Omintrans / measure 1 46, 000. 00 06/ 01/ 2023
Total Leveraging Funds 213, 000. 00
-72-
Public Services Program Application
Exhibit 5: Performance and Outcomes
Definitions:
Fiscal Year 2023 — 2024
Unduplicated Clients: The number clients/ persons projected to be served during the program year ( e. g. 25 clients, 50 seniors):
Duplicated Clients: The estimated yearly units of service ( duplicated, e.g. 25 clients x 10 visits= 250 units of service):
Complete the chart below with the number of Duplicated and Unduplicated Clients to be served.
In column 1 identify activities that will be completed ( e. g. intervention, counseling, and case management).
In column 2 indicate the number of Unduplicated Clients to be served.
In column 3 identify the number of Duplicated Clients to be served.
Activities to be Completed ( 1) Unduplicated
Clients to be
Served ( 2)
Duplicated Clients
projected to be
served ( 3)
Daily Recreational & Social activity 800 9600
Commodities / Lunch & Dinners 450 4800
Assisted Transporation Services 175 5200
Performance and Outcomes, answer the following narrative questions using minimum funds request.
Indicate a timeline of services provided to client( s) in order to meet project outcome( s).
Each day is outlined in our monthly newsletter twhich we mail out directly to membership. The center also promotes all programs and upcoming events through our web -site, e- blast, flyers and calendar entries.
Describe how your agency determines client( s) success.
Growth and participation is a continuing sign of success now that the Pandemic is mostly behind us. Programs continue to be monitored monthly, evaluated and planned accordingly.
Describe your methodology to evaluate project outcomes.
Projections are based on actual daily sign -in sheets. Each day, for each activity, a sign - in sheet is generated.
Ito]
-73-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 5A: Proposed Goals & Milestones
Explain how the project will meet contract goals and milestones and be completed within 12 months July 1, 2023 — June 30, 2024). For example, project expenditures and performance/ accomplishment goals of 40% by November 30th, 50% by December 31 Sf, 80% by March 31 st and 100% by June 30th
Each month our goals our met and are generally exceeded due to a large amount of activity and programs. At the end of each month, we compile a monthly report that shows the amount of participation the center has as well as the activity' s and programs provided. The center operations daily and also allows for night time activity for special events, dinner shows and outside meetings for community groups. During the shut down of COVID, the center still continued to serve a high volume of seniors and we now see increases monthly.
Fill- in the table below with dates for submission of reimbursement claims and the estimated amount of each.
Date of Reimbursement: Amount ($):
07/ 01 / 2023 2, 100. 00
08/01/ 2023 2, 100. 00
09/ 01 / 2023 2, 100. 00
10/ 01 / 2023 2, 100. 00
11 / 01 / 2023 2, 100. 00
12/ 01 / 2023 27100. 00
01 / 01 / 2024 2, 100. 00
02/ 01 / 2024 2, 100. 00
03/ 01 /2024 2, 100. 00
04/ 01 / 2024 2, 100. 00
05/ 01 / 2024 2, 100.00
06/ 30/ 2024 1, 900. 00
Total Reimbursement:
11 -74-
Public Services Program Application
Exhibit 6: Agency Capacity Narrative
Non -Profit Organizations Only)
Fiscal Year 2023- 2024
Describe the roles of key administrators, staff members, and volunteers within your agency that will implement the proposed project. In your description include experience, education, and licensing qualifications.
Ex. Dir - Oversee budgets, Vol., board. 5 Staff oversee programs and volunteers which help with programs, lunches, classes, transportation
Describe your agency's experience in administering government and/or public funds.
Agency continues to have an excellent annual audit as to how the center operates and successfully manages its finances and operations.
Describe your method to sustain project viability over the multi -year process if fundina decreases.
As long as the center can continue to provide the programs/ services/ meals/ rides to community seniors without going into a deficit, we will continue to provide for and advocate for community seniors
Instructions: Complete the table below by marking " YES" or " NO" to the questions listed below.
Question: YES/ NO
Example: Have you received federal funds in the past
five years? Yes
In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the No Secretary of State, the State Attorney General, or the
Franchise Tax Board?
Has your organization been sued in the last five years? No
Are any of your managers or staff with fiscal
responsibilities involved in litigation presently that has any No bearing on fiduciary trust or employee relations?
Have any unfavorable rulings been handed down by any
court against your organization or Executive Director the last No five years?
Does your organization currently have any unresolved
fiscal, reporting, or program issues with any of its funding No sources?
12 -75-
Public Services Program Application Fiscal Year 2023 - 2024 EXHIBIT 7: Civil Rights Laws Compliance and HUD Good Standing Answer the following questions.
Has your organization been a past recipient of assistance under a HUD McKinney Act program or the HUD Single Family Property Disposition Homeless Program? INo
If you have been a recipient under either of these programs, has your agency experienced any project or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of HUD McKinney Act programs or the HUD Single Family Property Disposition Homeless Program?
lNo
If you answered "Yes", please explain the circumstances and outcome below.
Applicants must be in compliance with applicable civil rights laws and Executive Orders. Applications will be rejected if your agency has any of the following: ( 1) Any pending civil rights lawsuit instituted by the U. S. Department of Justice; ( 2) Any noncompliance with civil rights statutes, Executive Orders or regulations as a result of formal administrative proceedings, unless the applicant is operating under a HUD -approved compliance agreement designed to correct the area of noncompliance or is currently negotiating such an agreement; ( 3) Any unresolved Secretarial charge of discrimination issues under Section 810( g) of the Fair Housing Act, as implemented by 24 CFR 103: 400; ( 4) Any adjudication of a civil rights violation in a civil action brought against the Organization by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of noncompliance or the applicant has discharged any responsibility arising from such litigation; ( 5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General' s Guidelines ( 28 CFR 50. 3) or the HUD Title VI regulations ( 24 CFR 1. 8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations ( 24 CFR 8. 57). If one or more of these situations exists with your Organization, please attach a brief description.
13 -76-
E- Signature Authorization Martha Zepeda
SAID ERNARDINO San Bernardino County Deputy Executive Officer COUNTY Community Development and Housing Departmemt
Bt
Community
Development Block Grant 2023 -
2024 Application In
order to comply with all applicable federal grant regulations, a hard - copy of this E-Signature Authorization containing an original wet signature must be filed with the San Bernardino County Community Development and Housing ( CDH) in order for the applicant to electronically sign the Community Development Block Grant (CDBG) application documents online. This authorization may only be completed by a registered owner, partner, executive officer, or authorized employee ( with proof of authorization) of the applicant submitting this form and must contain an original signature to be submitted to the CDH. Authorization
Agreement I
am an owner, partner, executive officer, or duly authorized employee ofthe below - listed applicant andhave authority toenter into agreements onbehalf of the below - listed applicant. CDH may rely on the receipt of such agreements executed and delivered by facsimile or other electronic means as if the original had been received. The undersigned agrees that the electronic signatures appearing on documents submitted from the below - listed applicant are the same as handwritten signatures forthe purposes of validity, enforceability andadmissibility. By signing this Electronic Signature Authorization Agreement, I authorize the CDH to accept, via electronic submission, documents submitted from the below - listed applicant as required by the CDH' s CDBG 2023 - 2024 Funding Application. I
understand that CDH may change the CDBG application system from time to time. I agree that the below - listed applicant will electronically sign all documents requiring asignature related to the CDBG funding application. My signature on this form certifies that: I
agree that entering my name in the CDBG funding application system constitutes my electronic signature. I understand that any information and documents submitted using my name is electronically certifying my signature. I understand that I am legally bound, obligated, and responsible by use of my electronic signature as much as I would be by my handwritten signature. I agree that I will protect my signature from unauthorized use, and that I will contact CDH immediately, upon discovery that my electronic signature has been compromised. I certify that my electronic signature is for my own use, and that I will not delegate it or share it with any individual. This request is effective immediately upon receipt bythe CDH and will remain ineffect until the end of the 2023 - 2024 CDBG funding cycle or I choose to cancel this request via written notification tothe CDH. I understand that it is my responsibility to update and/ or cancel this request under all circumstances, including my departure orterminated association with the below - listed applicant. By signing the E- Signature Authorization Form we certify that this agency will also comply with the following: Nondiscrimination This organization will, through all possible means, ensure equal opportunity for all persons toreceive services, to participate inthe volunteer structure, and to be employed regardless of age, handicap, national background, race, religion, or sex. An existing sectarian nature of the agency shall not suffer impairment under this agreement, but participation in religious observances, rituals or services will not be required as a condition of receiving food, services, or shelter paid for by this grant. Accountability We
commit this organization, if a grant is received, to provide all reports to the County as required; to expend monies only on eligible costs; to keep complete documentation ( copies of all canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close out the program on the required date; to return any unused funds to the County to cooperate with monitoring or site visits, and; to provide complete documentation of expenses to the County, if requested, by the required date. We affirm that all information in this application is true and correct to the best of our knowledge and that the applicant under our authority will execute its responsibility under the proposed contract and adhere toall other applicable rules and regulations tothe fullest extent possible. Non - collusion This
proposal is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly induced or solicited any other proposer toput in a sham proposal, or any other person, firm or corporation torefrain from submitting aproposal; the nr000ser has not in anv manner sought by collusion tosecure for him/ herself anadvantage over any other proposer. Applicant Information Agency
Name: Federal Tax ID No.: Highland
District Council On Aging, Inc. DA Highland Senior Center 95- 3374790 Mailing Address: Phone No.: P.
O. Box 948, Highland, CA 92346 909) 862- 8104 Email
Address: Fax No: HighSenCtr@aol.
com 909) 862- 8196 Authorized
Signature Print
Name: Print Title: Diane
Harvey Board President Signature:
Date: Esignature page attached with Board President signature 12/ 01/ 2022 Please send the signed copy of this one page agreement to: San Bernardino County Community Development and Housing Department 215 North D Street, Suite 302, San Bernardino, CA 94215- 0043 Attn:
CDBG Application 14
-77-
Public Services Program Application
CDBG Application Checklist
Non -Profit Organizations Only)
Fiscal Year 2023- 2024
Community - based organizations are required to include one copy of the items listed below. If you are not submitting these items at this time, please notify Community Development and Housing at (909) 387- 4705 to make other arrangements. The following information is required before any contract or reimbursement can be completed.
o Summary of agency' s current year General Operating Budget o List of agency' s Board of Directors, including names and addresses o Proof of existing non- profit/tax- exempt status ( Letters from the Federal Internal Revenue Service and State Franchise Tax Board) o Current certificate of insurance and amounts covered
o Organizational chart
o Minutes of last Board meeting
o Non- Profit agencies must be Registered in the System of Award Management ( SAM) website.
Agency cannot be funded if they have been debarred in the past. o Provide board minutes/ letter that authorizes the executive director or program manager to run the project.
If your application is funded you will be required to provide a copy of your last audit and your Articles of Incorporation and Bylaws must be on file. 15 -78-
Public Services Program Application
SAN RF. FtV': 1KMNO
COUNTY
San Bernardino County
Fiscal Year 2023 - 2024
Public Services Program Application
Fiscal Year 2023— 2024
The following documents must be submitted in the order listed, please be sure to submit all attachments with your application.
HIGH23PS- 051
Log Number
Office Use Only)
Exhibit 1: Organization Information
Exhibit 2: Project Information
Fv-1
Exhibit 3: Community Needs and Target Population
0 Exhibit 4: Project Budget & Sources
Exhibit 5: Performance & Outcomes
Exhibit 6: Agency Capacity Narrative
a
Exhibit 7: Civil Rights Laws Compliance and HUD Good Standing Exhibit 8: Signature and Assurances
Application Checklist
-79-
Public Services Program Application
Exhibit 1: Organization Information
Organization Name:
Highland Family YMCA
Organization Address:
7793 Central Ave
City/State/Zip: lHighland / CA / 92346
Phone: 909- 425- 9622
Fax:
Email: dthorne@ymcaeastvaIley. org
Applicant Type: jPublic Service
Authorized Person Name: jDarwin Barnett
Authorized Person' s Title: lChief Executive Officer
Address: 1500 E. Citrus Ave
City/ State/ Zip: lRedlands / Ca / 92374
Phone: 909- 798- 9622
Fax:
Email: dbarnett@ymcaeastvalley. org
Application Contact Person' s Name: IDoug Thorne
Application Contact Person' s Title: IChief Financial Officer Fiscal Year 2023- 2024
Explain the Agency' s 1) Mission, 2) Purpose, 3) Population Served, 4) Number of years serving population, 5) Supportive Services, their Funding Sources, and Start/ End Dates. 1) The Highland Family YMCA of the East Valley is an Association of members of all ages, ethnic groups, and religious affiliations founded on Christian principles and dedicated to building stronger children, families and communities through programs focused on the spirit, mind and body. 2) To enhance and establish value centered health and wellness programs, activities and events for low to moderate socioeconomic status families. 3) Community members within the City of Highland and it' s surrounding areas. 4) The YMCA of the East Valley was founded on May 2, 1887 and incorporated as a non- profit in January 4, 1984. However, Highland Family YMCA was founded in April of 2007. 5) The city of Highland City Reimbursement, July 1- June 30 ; Annual Campaign Fundraiser, October -February; Highland Run Fundraiser, January; Operating Income, monthly as expended. -80-
Public Services Program Application Fiscal Year 2023- 2024 Exhibit 2: Project Information
Project Title:
2023- 2024 Scholarship Fund
Project Address:
7793 Central Ave
County Supervisorial District where project will be located:
1 st District 2nd District ® 3rd District 4th District 5th District Is this a New Public Service Project, or request to expand services to an existing CDBG project? If this is an Expansion of Service to previously funded CDBG project, please explain how this is an expansion of service?. ( i. e For 2015 we proposed 60 units of service, this year the agency is planning to serve 100 units of service)
Highland Family YMCA' S goal is to extend the opportunity to all in the community to achieve goals for a healthier lifestyle with aims to eliminate the financial barriers prohibiting families and individuals from engaging in wellness programs. In 2021- 2022 the Highland Family YMCA served over 4, 000 members and awarded $ 92, 450 in scholarship funds to families and is consistently striving to grow our impact among the community.
If you are requesting funds for an existing CDBG project, provide prior CDBG project number.
HIGH- 17- 2- 05Z/ 2443
Will this project provide an opportunity to hire minority -owned and women owned businesses? No
If YES, describe what actions will be completed to implement such subcontracting plans to monitor this component of the proposed project. If NO, discuss why and what actions are being taken to encourage minority - women businesses to apply for this project.
Not applicable. For 2023- 24 Scholarship project's purpose is to improve accessibility, resources for health, youth development, and social responsibility programs. The ultimate goal is to build a healthier generation by creating opportunity for all to participate in life -changing programs via our Financial Assistance Program
-81-
Public Services Program Application Fiscal Year 2023- 2024 EXHIBIT 2A: Countywide Vision
Indicate Yes/ No in the table below if any of these countywide vision goals are pertinent to the proposed project.
Countywide Vision
Countywide Vision Yes/ No
Implement the Countywide Vision. No
Create, Maintain and Grow Jobs and
Economic Value in the County. No
Improve County Government Operations.
No
Operate in a Fiscally -Responsible and
Business - Like Manner. Yes
Ensure Development of a Well -Planned,
No
Balanced, and Sustainable County.
Maintain Public Safety.
No
Provide for the Health and Social Services
Needs of County Residents. Yes
Pursue County Goals and Objectives by Yes
Working with Other Governmental
Agencies.
Provide a brief narrative of how your project meets the Countywide Vision:
The 2023- 2024 Scholarship project' s purpose is to improve accessibility to health and wellness resources. One in four residents in the East Valley area live below the poverty line and our financial assistance program aims at reducing this gap among the residents of Highland. The ultimate goal is to build healthy communities together by creating access to wellness programs and connections to healthy resources. -82-
Public Services Program Application
Exhibit 3: Community Needs and Target Population
Fiscal Year 2023— 2024
Community Needs Target Population
Public Service Yes/No Proposed Community: Yes/ No
Needs:
Senior Services Low and Moderate Persons
Yes Yes
Handicapped Low and Moderate
Services Yes Households Yes
Youth Services Abused Children
Yes Yes
Child Care Handicapped Persons
Services Yes Yes
Transportation Illiterate Persons
Services No Yes
Substance Abuse Homeless Persons
Services No No
Employment Migrant Farm Workers
Training No No
Health Services Elderly People
Yes Yes
Lead Hazard
Screening No
Crime
Awareness No
City/Target Area of Project Beneficiaries
Participating Cities: ( i.e Redlands, Colton, Yucaipa)
Highland
-83-
Public Services Program Application Fiscal Year 2023- 2024 Exhibit 3: Community Needs and Target Population ( continued) Describe the geographic boundaries of the neighborhood, community or area in which clients of the Proposed proqram reside ( attach a map if needed):
Members served reside within all neighborhoods/ communities of Highland, California and it' s surrounding areas.
HUD Demographics: ( Yes/ No)
Does this project help prevent homelessness?
lNo
Does this project help the homeless?
iNo
Does this project help those with HIV or AIDS?
iNo
Does this project primarily help persons with disabilities? lNo
Summarize the description of your project to include 1) priority, 2) sub -activity, 3) population( s) to be served, and 4) accomplishment level, and 5) services to be provided.
The Highland Family YMCA extends an opportunity for all families and community members to improve their health and well- being. It aims to instill healthy habits that last a lifetime. The Y aims to close the gaps and eliminate the barriers that stand in the way of healthy living.
Through preventative and enriching programming we are able to serve the community of Highland and it's surrounding cities. The Highland Family YMCA works with 7 after school sites within Highland and has served over 400 youth basketball participants, over 400 youth in our itty bitty sports and over 700 dance/ gymnastic participants in the year of 2021- 2022. For 2021- 2022 our Adventure Day Camp served over 700 students of San Bernardino, Highland, and Redlands where we provide a safe, encouraging environment for our youth to thrive while on break. Through all our dedicated efforts and financial resources the Y is able to push our cause forward to strengthen community
-84-
Public Services Program Application Fiscal Year 2023— 2024 Describe how this project meets the priority population and activities selected.
The Highland Family YMCA acts a community center for the City of Highland and provides health and wellness resources for the community members and to all the surrounding cities.
Our scholarship program provides opportunity for youth, adults, families, and active older adults within our communities to access health and wellness resources.
Explain why this project is needed and what evidence can you substantiate the need.
According to City Health Dashboard and the County of San Bernardino Health Statistics the city of San Bernardino, 31 % of the community live in poverty and in the City of Highland nearly 20% of the community live below the poverty line. Nearly one in four residents in the East Valley live below the poverty line.
Describe what gaps of service in the county this project fills.
At the YMCA, 33 percent of our members rely on financial assistance to participate in our health and wellness programs. Whether it is providing quality child care services, youth recreational programs or simply access to group exercise classes and fitness equipment.
Within our childcare programs, we serve balanced, nutritious meals to each child enrolled. No individual is turned away due to an inability to pay.
What are the critical factors for the success of your project ( include both financial and human resources)? For instance, is this the only funding for this project? What happens if funding decreases? Does this project rely on only one source of leveraging? Is there adequate staff involved with the project if there is project turnover? Please address any factor that is critical to project success.
Critical factors for success include our Annual Campaign, Annual Highland Run, and the general operating funds along with community volunteers and YMCA personnel. The project relies on multiple resources to ensure the success of the projects purpose and goals. If funding should ever decrease this is not the sole funding source available to ensure the project success and effectiveness such as our campaign, fundraising, city reimbursements and operating funds. The YMCA is under the direction and support of a board of directors, executive level personnel and management team.
-85-
Public Services Program Application
Exhibit 4: Project Budget & Sources
Fiscal Year 2023- 2024
Project Budget
SB County Share: ($) Other Source: ($)
Personnel
Equipment ( Rental, Lease or Purchase)
Consultant Services
Auditing, Accounting or Payroll)
Space Rent
Insurance
Consumable Supplies
Other Scholarships/ Financial Assist 15, 000. 00
Total Costs 15, 000. 00 0. 00
Total Project Budget Cost: ( CDBG Share + Other Source) 15,000.00 -86-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 4A: CDBG Funds Requested and Leveraging Information Indicate the amount being requested by the city.
City Amount Requested ($):
This amount should match the grand
total requested from CDBG Share)
Highland 15, 000. 00
Leveraging items may include any written commitments that will be used towards your cash match requirements in the project, as well as any written commitments for building, equipment, materials, services and volunteer time.
Source of Type of Funding: ( Grant Name, Amount ($): Date Funding: EFSP Money) Available:
1112212016
Federal
Funding
State
Funding
County
Funding 2023- 2024 15, 000. 00 07/ 01/ 2023
Private
Funding
Other:
Operating Fund- Scholarships 92, 384. 00 07/ 01/ 2023
Total Leveraging Funds 107, 384. 00
-87-
Public Services Program Application
Exhibit 5: Performance and Outcomes
Definitions:
Fiscal Year 2023- 2024
Unduplicated Clients: The number clients/ persons projected to be served during the program year (e. g. 25 clients, 50 seniors):
Duplicated Clients: The estimated yearly units of service ( duplicated, e. g. 25 clients x 10 visits= 250 units of service):
Complete the chart below with the number of Duplicated and Unduplicated Clients to be served.
In column 1 identify activities that will be completed ( e. g. intervention, counseling, and case management).
In column 2 indicate the number of Unduplicated Clients to be served.
In column 3 identify the number of Duplicated Clients to be served.
Activities to be Completed ( 1) Unduplicated
Clients to be
Served ( 2)
Duplicated Clients
projected to be
served ( 3)
2023-2024 Scholarships Awarded 3180 17229
Performance and Outcomes, answer the following narrative questions using minimum funds request.
Indicate a timeline of services provided to client( s) in order to meet project outcome( s).
Our programs are broken down seasonally into Fall ( September - November), Winter December - April), Summer ( May -August) and all other programs such as group exercise programs run year round.
Describe how your agency determines clients) success.
Member success is determined through membership retention reports, program enrollment, and awarded scholarship reports
Describe your methodology to evaluate project outcomes.
The methodology for project outcomes relies on program enrollment reports, membership retention reports, and scholarship summary reports
WE
-88-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 5A: Proposed Goals & Milestones
Explain how the project will meet contract goals and milestones and be completed within 12 months July 1, 2023 — June 30, 2024 ). For example, project expenditures and performance/ accomplishment goals of 40% by November 30th, 50% by December 31st, 80% by March 31 St and 100% by June 30th.
45% of scholarships will be awarded by November 30, 2023, 65% by February 28, 2024, 91 % by May 30, 2024 and 100% by June 30th 2024.
Fill- in the table below with dates for submission of reimbursement claims and the estimated amount of each.
Date of Reimbursement: Amount ($):
08/ 08/ 2023 1, 300. 00
09/ 08/2023 1, 300. 00
10/ 08/ 2023 1, 300. 00
11 / 08/ 2023 1, 300. 00
12/ 08/ 2023 1, 200. 00
01 / 08/ 2024 1, 200. 00
02/08/2024 1, 200. 00
03/ 08/ 2024 1, 200. 00
04/ 08/ 2024 1, 200. 00
05/ 08/ 2024 1, 200. 00
06/ 08/2024 1, 200. 00
07/ 08/ 2024 1, 400. 00
Total Reimbursement:
m
-89-
Public Services Program Application
Exhibit 6: Agency Capacity Narrative
Non -Profit Organizations Only)
Fiscal Year 2023— 2024
Describe the roles of key administrators, staff members, and volunteers within your agency that will implement the proposed project. In your description include experience, education, and licensing qualifications.
All administrators are responsible for the management and implementation of YMCA policies, operations, and quality assurance per department.
Describe your agency' s experience in administering government and/ or public funds.
The Highland Family Y has successfully administrated government/ public funds since 2007 and have continuously applied for government funding
Describe your method to sustain project viability over the multi -year process if fundina decreases.
The Highland Family Y operates with the support of multiple financial sources along with staff and community donor support.
Instructions: Complete the table below by marking " YES" or " NO" to the questions listed below.
Question: YES/ NO
Example: Have you received federal funds in the past
five years? Yes
In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the No Secretary of State, the State Attorney General, or the
Franchise Tax Board?
Has your organization been sued in the last five years? Yes
Are any of your managers or staff with fiscal
responsibilities involved in litigation presently that has any No bearing on fiduciary trust or employee relations?
Have any unfavorable rulings been handed down by any
court against your organization or Executive Director the last No five years?
Does your organization currently have any unresolved
fiscal, reporting, or program issues with any of its funding No sources?
irA
-90-
Public Services Program Application Fiscal Year 2023 — 2024 EXHIBIT 7: Civil Rights Laws Compliance and HUD Good Standing Answer the following questions.
Has your organization been a past recipient of assistance under a HUD McKinney Act program or the HUD Single Family Property Disposition Homeless Program? iNo
If you have been a recipient under either of these programs, has your agency experienced any project or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of HUD McKinney Act programs or the HUD Single Family Property Disposition Homeless Program?
lNo
If you answered " Yes", please explain the circumstances and outcome below.
Applicants must be in compliance with applicable civil rights laws and Executive Orders. Applications will be rejected if your agency has any of the following: ( 1) Any pending civil rights lawsuit instituted by the U. S. Department of Justice; ( 2) Any noncompliance with civil rights statutes, Executive Orders or regulations as a result of formal administrative proceedings, unless the applicant is operating under a HUD -approved compliance agreement designed to correct the area of noncompliance or is currently negotiating such an agreement; ( 3) Any unresolved Secretarial charge of discrimination issues under Section 810( g) of the Fair Housing Act, as implemented by 24 CFR 103: 400; ( 4) Any adjudication of a civil rights violation in a civil action brought against the Organization by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of noncompliance or the applicant has discharged any responsibility arising from such litigation; ( 5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General' s Guidelines ( 28 CFR 50. 3) or the HUD Title VI regulations ( 24 CFR 1. 8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations ( 24 CFR 8. 57). If one or more of these situations exists with your Organization, please attach a brief description.
13 -91-
E- Signature Authorization Martha Zepeda
SAN BRNARDINO San Bernardino County Deputy Executive OfficerE COUNTY Community Development and Housing Departmemt
Community Development Block Grant
2023 - 2024 Application
In order to comply with all applicable federal grant regulations, a hard -copy of this E- Signature Authorization containing an original wet signature must be filed with the San Bernardino County Community Development and Housing ( CDH) in order for the applicant to electronically sign the Community Development Block Grant ( CDBG) application documents online. This authorization may only be completed by a registered owner, partner, executive officer, or authorized employee ( with proof of authorization) of the applicant submitting this form and must contain an original signature to be submitted to the CDH.
Authorization Agreement
I am an owner, partner, executive officer, or duly authorized employee of the below -listed applicant and have authority to enter into agreements on behalf of the below -listed applicant. CDH may rely on the receipt of such agreements executed and delivered by facsimile or other electronic means as if the original had been received. The undersigned agrees that the electronic signatures appearing on documents submitted from the below -listed applicant are the same as handwritten signatures for the purposes of validity, enforceability and admissibility. By signing this Electronic Signature Authorization Agreement, I authorize the CDH to accept, via electronic submission, documents submitted from the below -listed applicant as required by the CDH' s CDBG 2023 - 2024 Funding Application.
understand that CDH may change the CDBG application system from time to time. I agree that the below -listed applicant will electronically sign all documents requiring a signature related to the CDBG funding application.
My signature on this form certifies that:
I agree that entering my name in the CDBG funding application system constitutes my electronic signature. I understand that any information and documents submitted using my name is electronically certifying my signature. I understand that I am legally bound, obligated, and responsible by use of my electronic signature as much as I would be by my handwritten signature. I agree that I will protect my signature from unauthorized use, and that I will contact CDH immediately, upon discovery that my electronic signature has been compromised. I certify that my electronic signature is for my own use, and that I will not delegate it or share it with any individual.
This request is effective immediately upon receipt by the CDH and will remain in effect until the end of the 2023 - 2024 CDBG funding cycle or I choose to cancel this request via written notification to the CDH. I understand that it is my responsibility to update and/ or cancel this request under all circumstances, including my departure or terminated association with the below -listed applicant.
By signing the E- Signature Authorization Form we certify that this agency will also comply with the following:
Non- discrimination
This organization will, through all possible means, ensure equal opportunity for all persons to receive services, to participate in the volunteer structure, and to be employed regardless of age, handicap, national background, race, religion, or sex. An existing sectarian nature of the agency shall not suffer impairment under this agreement, but participation in religious observances, rituals or services will not be required as a condition of receiving food, services, or shelter paid for by this grant.
Accountability
We commit this organization, if a grant is received, to provide all reports to the County as required; to expend monies only on eligible costs; to keep complete documentation ( copies of all canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close out the program on the required date; to return any unused funds to the County to cooperate with monitoring or site visits, and; to provide complete documentation of expenses to the County, if requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and that the applicant under our authority will execute its responsibility under the proposed contract and adhere to all other applicable rules and regulations to the fullest extent possible.
Non -collusion
This proposal is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal; the nronngPr has not in anv manner souaht by collusion to secure for him/ herself an advantage over any other proposer.
Applicant Information
Agency Name: Federal Tax ID No.:
YMCA of the East Valley 95- 1684787
Mailing Address: Phone No.:
7793 Central Ave Highland, CA 92346 909) 425- 9622
Email Address: Fax No:
dthorne@ymcaeastvalley. org
Authorized Signature
Print Name: Print Title:
Darwin Barnett CEO
Signature: Date:
Darwin Barnett CEO 11/ 30/ 2023
Please send the signed copy of this one page agreement to:
San Bernardino County Community Development and Housing Department 215 North D Street, Suite 302, San Bernardino, CA 94215- 0043 Attn: CDBG Application
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Public Services Program Application
CDBG Application Checklist
Non -Profit Organizations Only)
Fiscal Year 2023 - 2024
Community - based organizations are required to include one copy of the items listed below. If you are not submitting these items at this time, please notify Community Development and Housing at ( 909) 387-4705 to make other arrangements. The following information is required before any contract or reimbursement can be completed.
o Summary of agency' s current year General Operating Budget o List of agency' s Board of Directors, including names and addresses o Proof of existing non- profit/tax-exempt status ( Letters from the Federal Internal Revenue Service and State Franchise Tax Board) o Current certificate of insurance and amounts covered
o Organizational chart
o Minutes of last Board meeting
o Non- Profit agencies must be Registered in the System of Award Management ( SAM) website.
Agency cannot be funded if they have been debarred in the past. o Provide board minutes/ letter that authorizes the executive director or program manager to run the project.
If your application is funded you will be required to provide a copy of your last audit and your Articles of Incorporation and Bylaws must be on file. 15 -93-
Public Services Program Application
Y
SA BYRNA R1)1N0 COUNTY
San
Bernardino County Fiscal
Year 2023 - 2024 Public
Services Program Application Fiscal
Year 2023— 2024 The
following documents must be submitted inthe order listed, please be sure to submit all attachments with your application. HIGH23PS057 Log Number Office
Use Only) Exhibit
1: Organization Information Exhibit
2: Project Information Exhibit
3: Community Needs and Target Population 11
Exhibit 4: Project Budget & Sources 0
Exhibit 5: Performance & Outcomes Exhibit
6: Agency Capacity Narrative Exhibit
7: Civil Rights Laws Compliance and HUD Good Standing Exhibit 8: Signature and Assurances Application
Checklist
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Public Services Program Application
Exhibit 1: Organization Information
Organization Name:
San Bernardino County Library
Organization Address:
268 W. Hospitality Lane 3rd Floor
City/State/Zip: iSan Bernardino / CA / 92415
Phone: 909- 387- 2220
Fax: 909-387-2288
Email: Melanie. [email protected]
Applicant Type: jCDBG Funding
Authorized Person Name: Imelanie Orosco
Authorized Person' s Title: lCounty Librarian
Address: 1268 W. Hospitality Lane 3rd Floor
City/State/Zip: Isan Bernardino / CA / 92415
Phone: 909-387- 2220
Fax: 909- 387- 2288
Email: Melanie.Orosco@lib. sbcounty.gov
Application Contact Person' s Name: Ina Feeney
Application Contact Person' s Title: lRegional Manager
Fiscal Year 2023— 2024
Explain the Agency' s 1) Mission, 2) Purpose, 3) Population Served, 4) Number of years serving population, 5) Supportive Services, their Funding Sources, and Start/ End Dates.
The San Bernardino County Library System is a network of branch libraries that serve a diverse population over a vast geographic area. We strive to provide equal access to information, technology, programs, and services for all the people who call San Bernardino County home. Our Adult Literacy Program has been in place over 30 years, allowing us to help those struggling with illiteracy in our communities. We are supported with funds from the State and the County through this Current Fiscal Year from July 2022- June 2023 -95-
Public Services Program Application Fiscal Year 2023- 2024 Exhibit 2: Project Information
Project Title:
San Bernardino County Highland Sam J. Racadio & Environmental Learning Center Branch Lib Project Address:
7863 Central Avenue, Highland, CA 92346
County Supervisorial District where project will be located:
1st District 2nd District ® 3rd District 4th District 5th District Is this a New Public Service Project, or request to expand services to an existing CDBG project? Expansions of Service to an Existing Project I
If this is an Expansion of Service to previously funded CDBG project, please explain how this is an expansion of service?. ( i. e For 2015 we proposed 60 units of service, this year the agency is planning to serve 100 units of service)
IWe are expanding our services for the individuals who are in our Adult Literacy Program.
Moving forward we hope to continually increase the quality of materials and services that the Highland Branch is able to provide. See attached document for more detailed explanation.
If you are requesting funds for an existing CDBG project, provide prior CDBG project number.
HIGH- 16- 1- 05Z/ 1533
Will this project provide an opportunity to hire minority -owned and women owned businesses? No
If YES, describe what actions will be completed to implement such subcontracting plans to monitor this component of the proposed project. If NO, discuss why and what actions are being taken to encourage minority -women businesses to apply for this project. -96-
Public Services Program Application Fiscal Year 2023— 2024 EXHIBIT 2A: Countywide Vision
Indicate Yes/ No in the table below if any of these countywide vision goals are pertinent to the proposed project.
Countywide Vision
Countywide Vision Yes/ No
Implement the Countywide Vision. Yes
Create, Maintain and Grow Jobs and
Economic Value in the County. Yes
Improve County Government Operations.
No
Operate in a Fiscally -Responsible and
Business - Like Manner. No
Ensure Development of a Well -Planned,
No Balanced, and Sustainable County.
Maintain Public Safety.
No
Provide for the Health and Social Services
Needs of County Residents. Yes
Pursue County Goals and Objectives by No
Working with Other Governmental
Agencies.
Provide a brief narrative of how your project meets the Countywide Vision:
By tutoring illiterate adults and providing them the tools to learn to read and write, we help them build self- confidence to accomplish many goals such as applying for jobs, being able to vote and much more. This results in them becoming more socially prepared to participate in all the County has to offer. Additionally, the Adult Literacy program supports the county' s Cradle to Career Road Map to achieve the Countywide vision. When we teach illiterate adults to read, we are not only helping them but are also helping their children, as parents who read are able to support the literacy support a child needs to succeed. -97-
Public Services Program Application
Exhibit 3: Community Needs and Target Population
Fiscal Year 2023— 2024
Community Needs Target Population
Public Service Yes/No Proposed Community: Yes/ No
Needs:
Senior Services Low and Moderate Persons
Yes Yes
Handicapped Low and Moderate
Services No Households No
Youth Services Abused Children
No
Child Care Handicapped Persons
Services No No
Transportation Illiterate Persons
Services No Yes
Substance Abuse Homeless Persons
Services No No
Employment Migrant Farm Workers
Training No No
Health Services Elderly People
No Yes
Lead Hazard
Screening No
Crime
Awareness No
City/ Target Area of Project Beneficiaries
Participating Cities: ( i.e Redlands. Colton, Yucaipa)
Highland
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Public Services Program Application Fiscal Year 2023— 2024 Exhibit 3: Community Needs and Target Population ( continued) Describe the geographic boundaries of the neighborhood, community or area in which clients of the proposed program reside ( attach a map if needed):
Highland
HUD Demographics: ( Yes/ No)
Does this project help prevent homelessness?
lNo
Does this project help the homeless?
Yes
Does this project help those with HIV or AIDS?
lNo
Does this project primarily help persons with disabilities? Summarize the description of your project to include 1) priority, 2) sub -activity, 3) population( s) to be served, and 4) accomplishment level, and 5) services to be provided.
The San Bernardino County Library ( SBCL), Highland Branch Adult Literacy Services Program will provide programming and instruction for low -to -moderate income illiterate adults and senior residents of Highland. Individualized tutoring and one-on- one Literacy instruction reading, spelling, and basic computer skills) will be provided to qualifying adult participants during Fiscal Year 23- 24. Library Adult Literacy Services are provided free of charge to all learners participating in the program. Direct services and assistance are provided by Library staff as well as a ream of trained Literacy Tutors. Dedicated tutoring space and special Adult Literacy Program materials ( leveled student readers, workbooks, dictionaries, GED Test Prep packets) are provided to participating learners at no charge. Learners are strongly encouraged to attend free Basic Computer Skills Classes taught in the library. Those with young children are encouraged to attend Early Learning and Preschool Storytime Activities to foster a love of reading and ensure school -age readiness. The Highland Branch is dedicated in improving the literacy rates in the Highland community. -99-
Public Services Program Application Fiscal Year 2023— 2024 Describe how this project meets the priority population and activities selected.
The Adult Literacy Services Program assesses illiterate and presumed low- income adults and senior residents of Highland, and provides those that qualify with programming, tutoring, and instruction to aid them in meeting their literacy goals.
Explain why this project is needed and what evidence can you substantiate the need.
Per recent U. S. National Assessment of Adult Literacy, one in seven adults have difficulty reading anything more challenging than a child' s picture book. It is estimated that at 3.4 million Californians fall at the " Below Basic" Literacy Level. In the County of San Bernardino alone, it is estimated that at least 500, 000 adults cannot read at all. This service provides assistance to adults who fall into this category.
Describe what gaps of service in the county this project fills.
This program focuses on adult individuals who are illiterate or who have low literacy skills. The County Library Adult Literacy Program provides a no cost alternative for adults to gain these skills.
What are the critical factors for the success of your project ( include both financial and human resources)? For instance, is this the only funding for this project? What happens if funding decreases? Does this project rely on only one source of leveraging? Is there adequate staff involved with the project if there is project turnover? Please address any factor that is critical to project success.
This program is funded primarily through the Library Department budget. Additional State and County funding helps the Library Department to expand the program and reach a larger audience than would be possible through internal funding alone. The Literacy Program is a multi -branch program, with branch staff interacting with learners and tutors while reporting is overseen by administrative staff. We have taken steps to ensure that any staff turnover will not impede the Literacy Program and that services would continue to be offered through the cross -training of staff.
-100-
Public Services Program Application
Exhibit 4: Project Budget & Sources
Fiscal Year 2023— 2024
Project Budget
SB County Share: ($) Other Source: ($)
Personnel 10, 000. 00 45, 000. 00
Equipment ( Rental, Lease or Purchase)
Consultant Services
Auditing, Accounting or Payroll)
Space Rent
Insurance
Consumable Supplies
Other
Total Costs 10, 000. 00 45,000.00
Total Project Budget Cost: ( CDBG Share + Other Source) 55, 000. 00 -101-
Public Services Program Application Fiscal Year 2023— 2024 Exhibit 4A: CDBG Funds Requested and Leveraging Information Indicate the amount being requested by the city.
City Amount Requested ($):
This amount should match the grand
total requested from CDBG Share)
Highland 10, 000. 00
Leveraging items may include any written commitments that will be used towards your cash match requirements in the project, as well as any written commitments for building, equipment, materials, services and volunteer time.
Source of Type of Funding: ( Grant Name, Amount ($): Date Funding: EFSP Money) Available:
1112212016
Federal
Funding
State
Funding California State Library Literacy Servic 5, 000. 00 08/ 01/ 2023 County
Funding County 40, 000. 00 07/ 01/ 2023
Private
Funding
Other:
Total Leveraging Funds 45, 000. 00
-102-
Public Services Program Application
Exhibit 5: Performance and Outcomes
Definitions:
Fiscal Year 2023 — 2024
Unduplicated Clients: The number clients/ persons projected to be served during the program year ( e. g. 25 clients, 50 seniors):
Duplicated Clients: The estimated yearly units of service ( duplicated, e. g. 25 clients x 10 visits= 250 units of service):
Complete the chart below with the number of Duplicated and Unduplicated Clients to be served.
In column 1 identify activities that will be completed ( e. g. intervention, counseling, and case management).
In column 2 indicate the number of Unduplicated Clients to be served.
In column 3 identify the number of Duplicated Clients to be served.
Activities to be Completed ( 1) Unduplicated
Clients to be
Served ( 2)
Duplicated Clients
projected to be
served ( 3)
Literacy Tutoring 35 305
Performance and Outcomes, answer the following narrative questions using minimum funds request.
Indicate a timeline of services provided to client( s) in order to meet project outcome( s).
Learners are assessed by branch staff and matched with a tutor. They are scheduled for weekly tutoring sessions in order to meet individual goals set by the learner and plan new goals as the learner progresses.
Describe how your agency determines client(s) success.
Learners set individual goals that they want to meet and tutors help learners meet those goals.' Regular assessments of the learner' s progress are used to track improvement.
Describe your methodology to evaluate project outcomes.
We track the number of goals met in correlation to the number of goals set by the individual learners.
M
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Public Services Program Application Fiscal Year 2023— 2024 Exhibit 5A: Proposed Goals & Milestones
Explain how the project will meet contract goals and milestones and be completed within 12 months July 1, 2023 — June 30, 2024 ). For example, project expenditures and performance/ accomplishment goals of 40% by November 30t", 50% by December 31 St, 80% by March 31 st and 100% by June 30tn
As mandated by the California State Library Literacy Services ( CLLS), individual adult learners are required to list one or more personal Literacy goals via the Roles & Goals Intake Form. 75% of total Highland Adult Literacy Program learners are anticipated to achieve one or more of their person goals set during program year 22- 23. We plan to meet 25% of our tutor/ learner pairing goal each quarter; 25% by October 1 st, 50% by January 1 st, 75% by April 1st, and 100% by June 30th.
Fill- in the table below with dates for submission of reimbursement claims and the estimated amount of each.
Date of Reimbursement: Amount ($):
10/ 01/ 2023 2, 500. 00
01 / 01 / 2024 2, 500. 00
04/ 01 / 2024 2, 500. 00
06/ 30/ 2024 2, 500. 00
Total Reimbursement: 10, 000. 00
W
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Public Services Program Application
Exhibit 6: Agency Capacity Narrative
Non -Profit Organizations Only)
Fiscal Year 2023- 2024
Describe the roles of key administrators, staff members, and volunteers within your agency that will implement the proposed project. In your description include experience, education, and licensing qualifications.
Library Events Coordinator, Admin Librarian I, Branch Managers, Library Assistants, Volunteer Tutors. See Attachment for detailed answer.
Describe your agency' s experience in administering government and/ or public funds.
We have been funded for the Adult Literacy Program and administrating CDBG grants and funds since 1984.
Describe your method to sustain project viability over the multi -year process if funding decreases.
This is a multi -branch program with a network of branch and administrative staff and a portion of the overall library budget set aside to improve and continue this program.
Instructions: Complete the table below by marking " YES" or " NO" to the questions listed below.
Question: YES/ NO
Example: Have you received federal funds in the past
five years? Yes
In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the No Secretary of State, the State Attorney General, or the
Franchise Tax Board?
Has your organization been sued in the last five years? No
Are any of your managers or staff with fiscal
responsibilities involved in litigation presently that has any No bearing on fiduciary trust or employee relations?
Have any unfavorable rulings been handed down by any
court against your organization or Executive Director the last No five years?
Does your organization currently have any unresolved
fiscal, reporting, or program issues with any of its funding No sources?
-105-
Public Services Program Application Fiscal Year 2023 — 2024 EXHIBIT 7: Civil Rights Laws Compliance and HUD Good Standing Answer the following questions.
Has your organization been a past recipient of assistance under a HUD McKinney Act program or the HUD Single Family Property Disposition Homeless Program? lNo
If you have been a recipient under either of these programs, has your agency experienced any project or construction delay, HUD finding or outstanding audit that HUD deems serious regarding the administration of HUD McKinney Act programs or the HUD Single Family Property Disposition Homeless Program?
lNo 771
If you answered "Yes", please explain the circumstances and outcome below.
Applicants must be in compliance with applicable civil rights laws and Executive Orders. Applications will be rejected if your agency has any of the following: ( 1) Any pending civil rights lawsuit instituted by the U. S. Department of Justice; ( 2) Any noncompliance with civil rights statutes, Executive Orders or regulations as a result of formal administrative proceedings, unless the applicant is operating under a HUD -approved compliance agreement designed to correct the area of noncompliance or is currently negotiating such an agreement; ( 3) Any unresolved Secretarial charge of discrimination issues under Section 810( g) of the Fair Housing Act, as implemented by 24 CFR 103:400; ( 4) Any adjudication of a civil rights violation in a civil action brought against the Organization by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of noncompliance or the applicant has discharged any responsibility arising from such litigation; ( 5) Any deferral of the processing of applications from the sponsor imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General' s Guidelines ( 28 CFR 50. 3) or the HUD Title VI regulations ( 24 CFR 1. 8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations ( 24 CFR 8. 57). If one or more of these situations exists with your Organization, please attach a brief description.
13 -106-
E- Signature Authorization Martha zepeda
SAN Br iiNARDINO San Bernardino County Deputy Executive Officer COUNTY Community Development and Housing Departmemt
Community Development Block Grant
2023 - 2024 Application
In order to comply with all applicable federal grant regulations, a hard -copy of this E- Signature Authorization containing an original wet signature must be filed with the San Bernardino County Community Development and Housing ( CDH) in order for the applicant to electronically sign the Community Development Block Grant ( CDBG) application documents online. This authorization may only be completed by a registered owner, partner, executive officer, or authorized employee ( with proof of authorization) of the applicant submitting this form and must contain an original signature to be submitted to the CDH.
Authorization Agreement
I am an owner, partner, executive officer, or duly authorized employee of the below -listed applicant and have authority to enter into agreements on behalf of the below -listed applicant. CDH may rely on the receipt of such agreements executed and delivered by facsimile or other electronic means as if the original had been received. The undersigned agrees that the electronic signatures appearing on documents submitted from the below -listed applicant are the same as handwritten signatures for the purposes of validity, enforceability and admissibility. By signing this Electronic Signature Authorization Agreement, I authorize the CDH to accept, via electronic submission, documents submitted from the below -listed applicant as required by the CDH' s CDBG 2023 - 2024 Funding Application.
I understand that CDH may change the CDBG application system from time to time. I agree that the below -listed applicant will electronically sign all documents requiring a signature related to the CDBG funding application.
My signature on this form certifies that:
agree that entering my name in the CDBG funding application system constitutes my electronic signature. I understand that any information and documents submitted using my name is electronically certifying my signature. I understand that I am legally bound, obligated, and responsible by use of my electronic signature as much as I would be by my handwritten signature. I agree that I will protect my signature from unauthorized use, and that I will contact CDH immediately, upon discovery that my electronic signature has been compromised. I certify that my electronic signature is for my own use, and that I will not delegate it or share it with any individual.
This request is effective immediately upon receipt by the CDH and will remain in effect until the end of the 2023 - 2024 CDBG funding cycle or I choose to cancel this request via written notification to the CDH. I understand that it is my responsibility to update and/ or cancel this request under all circumstances, including my departure or terminated association with the below -listed applicant.
By signing the E- Signature Authorization Form we certify that this agency will also comply with the following:
Non- discrimination
This organization will, through all possible means, ensure equal opportunity for all persons to receive services, to participate in the volunteer structure, and to be employed regardless of age, handicap, national background, race, religion, or sex. An existing sectarian nature of the agency shall not suffer impairment under this agreement, but participation in religious observances, rituals or services will not be required as a condition of receiving food, services, or shelter paid for by this grant.
Accountability
We commit this organization, if a grant is received, to provide all reports to the County as required; to expend monies only on eligible costs; to keep complete documentation ( copies of all canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; to spend all funds and close out the program on the required date; to return any unused funds to the County to cooperate with monitoring or site visits, and; to provide complete documentation of expenses to the County, if requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and that the applicant under our authority will execute its responsibility under the proposed contract and adhere to all other applicable rules and regulations to the fullest extent possible.
Non - collusion
This proposal is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal; the proposer has not in anv manner souqht by collusion to secure for him/ herself an advantage over any other proposer.
Applicant Information
Agency Name: Federal Tax ID No.:
San Bernardino County Library 95- 6002748
Mailing Address: Phone No.:
268 W. Hospitality Lane 3rd Floor, San Bernardino CA, 92415 909) 387. 2220 Email Address: Fax No:
Ina. [email protected] 909) 387- 2288
Authorized Signature
Print Name: Print Title:
Melanie Orosco County Librarian
Signature: Date:
Melanie Orosco County Librarian
Please send the signed copy of this one page agreement to:
San Bernardino County Community Development and Housing Department 215 North D Street, Suite 302, San Bernardino, CA 94215- 0043 Attn: CDBG Application
14 -107-
Public Services Program Application
CDBG Application Checklist
Non -Profit Organizations Only)
Fiscal Year 2023 - 2024
Community -based organizations are required to include one copy of the items listed below. If you are not submitting these items at this time, please notify Community Development and Housing at ( 909) 387-4705 to make other arrangements. The following information is required before any contract or reimbursement can be completed.
o Summary of agency' s current year General Operating Budget o List of agency' s Board of Directors, including names and addresses o Proof of existing non- profit/tax-exempt status ( Letters from the Federal Internal Revenue Service and State Franchise Tax Board) o Current certificate of insurance and amounts covered
o Organizational chart
o Minutes of last Board meeting
o Non- Profit agencies must be Registered in the System of Award Management ( SAM) website.
Agency cannot be funded if they have been debarred in the past. o Provide board minutes/ letter that authorizes the executive director or program manager to run the project.
If your application is funded you will be required to provide a copy of your last audit and your Articles of Incorporation and Bylaws must be on file. 15 -108-
STAFF REPORT
TO THE CITY COUNCIL
MEETING DATE: February 14, 2023
FROM: Joseph Hughes, City Manager
REVIEWED BY: Carlos Zamano, Public Works Director/ City Engineer Oil - Lawrence Mainez, Community Development Director
Maricela Marroquin, City Attorney
PREPARED BY: Matt Bennett, Assistant Public Works Director SUBJECT: A Resolution of the City Council of the City of Highland approving Security Agreement, Assignment of Rents, and Cooperative Agreement between the City of Highland and Lumar Devco IV, LLC, MG Gasoline, Inc., and YN Properties, LLC for the design and construction of a traffic signal and other public improvements along Base Line between Buckeye Street and SR-210 and making a finding that no further environmental review is required under California Environmental Quality Act guidelines Section 15162
RECOMMENDATION: It is recommended that the City Council:
1) Open and conduct a public hearing regarding the proposed economic subsidy in the amount of up to $ 250, 000 pursuant to Government Code section 53083; 2) Adopt the Resolution Approving the Security Agreement, Assignment of Rents and Cooperative Agreement between the City of Highland; Lumar Devco IV, LLC, a California limited liability company; MG Gasoline, Inc., a California corporation and YN Properties, LLC, a California limited liability company; 3) Authorize the Mayor to sign the final version of the Agreement, subject to review and approval by the City Attorney; and
4) Authorize the Mayor to sign the final version of the Agreement, subject to review and approval by the City Attorney.
FISCAL IMPACT: Funds were allocated from 2007 Bond Fund Balance for the design, construction, and construction engineering of a raised landscape median and traffic signal improvements along Base Line 150 feet east of Buckeye Street as per the Security Agreement, Assignment of Rents, and Cooperative Agreement.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City Clerk City M
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The City' s cost for the mentioned phases of work was estimated not to exceed $ 250, 000. Lumar Devco IV, LLC has provided supporting documentation to support the estimated cost.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: Lumar Devco IV, LLC (" Developer") applied for a conditional use permit ( CUP 21- 001), lot line adjustment ( LLA 21- 001), and design review ( DRA 21- 001) ( collectively, " Land Use Entitlements") to construct two drive- thru restaurants on the property located at the northeast corner of Buckeye Street and Base Line (" Project"). The Project will be located on vacant land identified as San Bernardino County Tax Assessor' s Parcel Numbers (" APN") 1200- 421- 02 and 1200- 421- 03 owned by Developer. Developer' s property is across the street from ( 1) real property APN 1200- 051- 16) owned by YN Properties, LLC that is improved with a Starbucks ( 27615 Base Line) and a Popeyes ( 27617 Base Line), and ( 2) the real property ( APN 1200- 051- 17) owned by MG Gasoline Inc. that is improved with a Chevron Gas Station/ Mini Mart/ Carwash/ Oil Change 27627 Base Line). YN Properties, LLC and MG Gasoline Inc. will be referred to collectively as the South Side Developments".
On January 18, 2022, the Highland Planning Commission adopted Resolution No. 2022- 003 approving the Land Use Entitlements for the Project. The Project approval was conditioned on Developer constructing a traffic signal at the intersection of Base Line and the Project entrance aligned with the South Side Developments' driveway to the south, and construction of other public improvements along Base Line including median modifications. The Public Improvements are not identified as a Capital Improvement Project by the City; however, City is agreeing to undertake the construction of the Public Improvements as set forth herein at the request of the Developer. The South Side Developments will benefit from the construction of these improvements and therefore agree to pay the majority of the cost to construct. Developer and the City desire to collaborate in the design and construction of said improvements in order to encourage the completion and successful operation of the Project that will provide substantial economic benefits to the City. The City will take the lead in the construction management for the Project. The Agreement does not require the City to pay any funds to Developer as an economic development subsidy, but only for the City to pay for certain public improvements related to median modifications for the Project.
The Security Agreement, Assignment of Rents, and Cooperative Agreement has been reviewed by each entity' s Attorney, and all parties are in substantial agreement. Once the City Attorney approves as to form, the Agreement will be fully executed.
Attachments:
1. Vicinity Map
2. Resolution No. 2023- XXX
3. Security Agreement, Assignment of Rents, and Cooperative Agreement Between the City of Highland and Lumar Devco IV, LLC, MG Gasoline Inc., and YN Properties, LLC L:\ Engineering_ Backup\ 030173045 - GPA 021- 001 - Marinita Comm - Base Line Buckeye\ Staff report\ Traffic Signal Improvement Agreement Staff Report 2- 14- 23. doc
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RESOLUTION NO. 2022-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HIGHLAND APPROVING SECURITY AGREEMENT,
ASSIGNMENT OF RENTS, AND COOPERATIVE AGREEMENT
BETWEEN THE CITY OF HIGHLAND AND LUMAR DEVCO IV,
LLC, MG GASOLINE INC., AND YN PROPERTIES, LLC FOR
THE DESIGN AND CONSTRUCTION OF A TRAFFIC SIGNAL
AND OTHER PUBLIC IMPROVEMENTS ALONG BASE LINE
BETWEEN BUCKEYE STREET AND SR-210 AND MAKING A
FINDING THAT NO FURTHER ENVIRONMENTAL REVIEW IS
REQUIRED UNDER CALIFORNIA ENVIRONMENTAL
QUALITY ACT GUIDELINES SECTION 15162
THE CITY COUNCIL OF THE CITY OF HIGHLAND DOES RESOLVE AS FOLLOWS:
Section 1. Background.
a) Lumar Devco IV, LLC (" Developer") applied for a conditional use permit CUP 21- 001), lot line adjustment (LLA 21- 001), and design review ( DRA 21- 001) ( collectively, Land Use Entitlements") to construct two drive thru restaurants on the property located at the northeast corner of Buckeye Street and Base Line (" Project"). The Project will be located on vacant land identified as San Bernardino County Tax Assessor' s Parcel Number (" APN") 1200- 421- 02 and 1200- 421- 03 owned by Developer. Developer' s property is across the street from 1) the real property ( APN 1200- 051- 16) owned by YN Properties, LLC that is improved with a Starbucks ( 27615 Base Line) and a Popeyes ( 27617 Base Line), and ( 2) the real property ( APN 1200- 051- 17) owned by MG Gasoline Inc. that is improved with a Chevron Gas Station/ Mini Mart/Carwash/ Oil Change ( 27627 Base Line). YN Properties, LLC and MG Gasoline Inc. will be referred to collectively as the " South Side Developments". b) On January 18, 2022, the Highland Planning Commission adopted Resolution No. 2022- 003 approving the Land Use Entitlements for the Project. The Project approval was conditioned on Developer constructing a traffic signal at the intersection of Base Line and the Project entrance aligned with the South Side Developments' driveway to the south, and other public improvements along Base Line including a median.
Section 2. Public Improvements.
a) The Land Use Entitlements require the following public improvements to be constructed along Base Line (" Public Improvements"):
1) New traffic signal on Base Line at the Project entrance aligned with the South Side Development' s driveway;
2) Relocation of utilities that front Base Line; if found to be in conflict with the proposed improvements;