CITY COUNCIL MEETING AGENDA
March 10, 2026 Page 1 of 6
CITY OF
HUNTINGTON PARK
City Council
Regular Meeting
Agenda
Tuesday, March 10, 2026
6:00 p.m.
City Hall Council Chambers
6550 Miles Avenue, Huntington Park, CA 90255
Eduardo "Eddie" Martinez
Mayor
Jonathan A. Sanabria Arturo Flores
Vice Mayor Council Member
Karina Macias Nancy Martiz
Council Member Council Member
All agenda items and reports are available for review in the City Clerk’s Office and www.hpca.gov. Any writings or documents provided to a majority of the City Councilregarding any item on this agenda (other than writings legally exempt from public disclosure) will be made available for public inspection in the Office of the City Clerk located at 6550 Miles Avenue, Huntington Park, California 90255 during regular business hours, 7:00 a.m. to 5:30 p.m., Monday – Thursday, and at the City Hall Council Chambers during themeeting.
Any person who requires a disability-related modification or accommodation, including auxiliary aids or services, in order to participate in the public meeting may request such modification, accommodation, aid or service by contacting the City Clerk’s Office either in person at 6550 Miles Avenue, Huntington Park, California or by telephone at (323) 584-6230.
Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
PLEASE SILENCE ALL CELL PHONES AND OTHER ELECTRONIC
EQUIPMENT WHILE COUNCIL IS IN SESSION. Thank you.
PLEASE NOTE--The numerical order of items on this agenda is for convenience of reference.
Items may be taken out of order upon request of the Mayor or Members of the City Council.
Members of the City Council and the public are reminded that they must preserve order and
CITY COUNCIL MEETING AGENDA
March 10, 2026 Page 2 of 6
decorum throughout the Meeting. In that regard, Members of the City Council and the public are advised that any delay or disruption in the proceedings or a refusal to obey the orders of the City Council or the presiding officer constitutes a violation of these rules. • The conduct of City Council meetings is governed by the portion of the California Government Code commonly known as the "Brown Act" and by the Huntington Park City Council Meeting Rules of Procedure.
• The City Council meeting is for conducting the City's business, and members of the audience must obey the rules of decorum set forth by law. This means that each speaker will be permitted to speak for three minutes to address items that are listed on the City Council agenda or topics which are within the jurisdictional authority of the City.
• No profanity, personal attacks, booing, cheering, applauding or other conduct disruptive to the meeting will be permitted. Any person not adhering to the Rules of Procedure or conduct authorized by the Brown Act may be asked to leave the Council Chambers.
• All comments directed to the City Council or to any member of the City Council must be directed to the Mayor (or Chairperson if Mayor is absent).
We ask that you please respect the business nature of this meeting and the order required for the proceedings conducted in the Council Chambers.
PUBLIC COMMENT
For both open and closed session, each speaker will be limited to three minutes per Huntington Park Municipal Code Section 2-1.207. Time limits may not be shared with other speakers and may not accumulate from one period of public comment to another or from one meeting to another. This is the only opportunity for public input except for scheduled public hearing items.
All comments or queries shall be addressed to the Council as a body and not to any specific member thereof. Pursuant to Government Code Section 54954.2(a)(2), the Ralph M. Brown Act, no action or discussion by the City Council shall be undertaken on any item not appearing on the posted agenda, except to briefly provide information, ask for clarification, provide direction to staff, or schedule a matter for a future meeting.
ONLINE PARTICIPATION VIA ZOOM
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CITY COUNCIL MEETING AGENDA
March 10, 2026 Page 3 of 6
International numbers available: https://us06web.zoom.us/u/kcnasg1Bp
ADDITIONS/DELETIONS TO AGENDA
Items of business may be added to the agenda upon a motion adopted by a minimum twothirds vote finding that there is a need to take immediate action and that the need for action came to the attention of the City or Agency subsequent to the agenda being posted. Items may be deleted from the agenda upon the request of staff or Council.
IMPORTANT NOTICE
The City of Huntington Park shows replays of City Council Meetings on Local Access Channel 3 and over the Internet at www.hpca.gov. NOTE: Your attendance at thispublic meeting may result in the recording and broadcast of your image and/or voice.
CALL TO ORDER
ROLL CALL
Mayor Eduardo “Eddie” Martinez
Vice Mayor Jonathan A. Sanabria
Council Member Arturo Flores
Council Member Karina Macias
Council Member Nancy Martiz
INVOCATION
PLEDGE OF ALLEGIANCE
COMMUNITY PRESENTATION(S) AND ANNOUNCEMENTS
1. SOUTHEAST LOS ANGELES YOUTH HUB INITIATIVE
2. RECOGNITION OF LITTLE DRIBBLERS COACHES AND VOLUNTEERS
PUBLIC COMMENT
Pursuant to Government Code Section 54954.3(a) Members of the public will have an opportunity to address the City Council on items listed on this agenda. For items on this agenda each speaker will be limited to three minutes per Huntington Park Municipal Code Section 2-1.207. Time limits may not be shared with other speakers and may not accumulate from one period of public comment to another or from one meeting to another.
STAFF RESPONSE
CITY COUNCIL MEETING AGENDA
March 10, 2026 Page 4 of 6
CONSENT CALENDAR
All matters listed under the Consent Calendar are considered routine and will be enacted by one motion. There will be no separate discussion of these items prior to the time the Council votes on the motion unless members of the Council, staff, or the public request specific items to be discussed and/or removed from the Consent Calendar for separate action.
CITY CLERK
1. CITY COUNCIL MEETING MINUTES
IT IS RECOMMENDED THAT CITY COUNCIL:
Approve Minute(s) of the following City Council Meeting(s):
1. Regular City Council Meeting held February 24, 2026
FINANCE
2. WARRANT REGISTERS
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve Accounts Payable and Payroll Warrant(s) dated March 5, 2026
PUBLIC WORKS
3. SECOND READING OF ORDINANCE 2026-05 AMENDING ARTICLE 4, CHAPTER 2, TITLE 4 OF THE HUNTINGTONPARK MUNICIPAL CODE TITLED
MANDATORY ORGANIC WASTE DISPOSAL
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Introduce for second reading, waive full reading, and adopt Ordinance 2026-05 amending Article 4, Chapter 2, Title 4 of the Huntington Park Municipal Code.
END OF CONSENT CALENDAR
PUBLIC HEARING(S)
COMMUNITY DEVELOPMENT
1. CONSIDERATION AND APPROVAL OF SUBSTANTIAL AMENDMENTS TO THE FY 2019-2020, 2024-2025, AND 2025-2026 ANNUAL ACTION PLAN (AAP) FOR
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY
DEVELOPMENT BLOCK GRANT CORONAVIRUS RESPONSE (CDBG-CV)
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Conduct a Public Hearing; and
CITY COUNCIL MEETING AGENDA
March 10, 2026 Page 5 of 6
2. Approve a Resolution approving the substantial amendments to the fiscal years (FY) 2019-2020, 2024-2025, and 2025-2026 AAP to reprogram funds towards the Keller Park Improvement Project; and
3. Authorize City Manager to execute all required documents for transmittal to the U.S. Department of Housing and Urban Development (HUD).
STUDY SESSION
None
ORDINANCES AND RESOLUTIONS
FINANCE
1. CONSIDERATION AND APPROVAL TO TRANSFER CASH BALANCES FROM THE GENERAL FUND 111 TO THE GENERAL RESERVE FUND 115
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Authorize the Finance Department to transfer $3,500,000 from the General Fund cash balance to the General Fund Contingency Reserve
REPORTS AND INFORMATIONAL ITEMS
PUBLIC WORKS
1. APPROVE ACCEPTANCE OF WORK PERFORMED FOR CIP 2022-09 CDBG CHESLEY “CIRCLE” PARK PROJECT
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve acceptance of work performed by Green Giant Landscape, Inc. for the construction of the CIP 2022-09 CDBG Chesley “Circle” Park Project; and
2. Authorize staff to execute the Notice of Completion (NOC) and direct the City Clerk to file the NOC with the Los Angeles County Recorder’s Office; and
3. Authorize release of the 5% retention to the contractor 35 days after the effective date of the recordation of the NOC, provided no Stop Notices are filed within the 35-day period.
CITY COUNCIL MEETING AGENDA
March 10, 2026 Page 6 of 6
PUBLIC WORKS
2. CONSIDERATION AND APPROVAL TO REALLOCATE $1,000,000 IN
OBLIGATED REVENUE LOSS FUNDS FROM THE REHABILITATION AND
MODERNIZATION OF SALT LAKE PARK MUNICIPAL BUILDING PROJECT
TOWARDS THE EMERGENCY OPERATIONS CENTER PROJECT
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve the justification memo for the reclassification of Revenue Loss SLFRF funds
END OF REPORTS AND INFORMATIONAL ITEMS
DEPARTMENTAL REPORTS
COUNCIL COMMUNICATIONS
Council Member Nancy Martiz
Council Member Karina Macias
Council Member Arturo Flores
Vice Mayor Jonathan A. Sanabria
Mayor Eduardo “Eddie” Martinez
CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Government Code § 54956.9(d)(2) and (e)(1)
Number of Potential Cases: 2
ADJOURNMENT
The City of Huntington Park City Council will adjourn the meeting to a Regular Meeting on Tuesday, March 24, 2026, at 6:00 P.M.
I, Eduardo Sarmiento, hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted at City of Huntington Park City Hall and made available at www.hpca.gov not less than 72 hours prior to the meeting. Dated this 7th day of March 2026.
Eduardo Sarmiento, City Clerk
CONSENT CALENDAR
ITEM 1
Tuesday Meeting of the
City of Huntington Park City Council
Tuesday, February 24, 2026
The regular meeting of the City Council of the City of Huntington Park, California was called to order at 6:08 p.m. on Tuesday, February 24, 2026, in the Council Chambers at City Hall, 6550 Miles Avenue, Huntington Park, California; Mayor Arturo Flores presiding.
PRESENT: Council Member(s): Macias, Martiz, Flores, Vice Mayor Sanabria, and Mayor Martinez
ABSENT: Council Member(s): None
CITY OFFICIALS/STAFF: Eduardo Sarmiento City Clerk; Louis Morales Interim Community Development Director; Cosme Lozano Chief of Police; Jeff Jones Finance Director, Gerardo “Gerry” Lopez Public Works Director, Cynthia Norzagaray Parks and Recreation Director; Andrew Sarega City Attorney.
INVOCATION
Invocation led by Mayor Martinez
PLEDGE OF ALLEGIANCE
Pledge of Allegiance led by Councilmember Martiz.
PRESENTATION(S)
1. RECOGNITION OF LITTLE DRIBBLERS PROGRAM COACHES &
VOLUNTEERS
2. PRESENTATION BY LOS ANGELES CENTER FOR ALCOHOL & DRUG ABUSE
3. RECOGNITION OF HOLIDAY PARADE SPONSORS
PUBLIC COMMENTS
1. Maria De Los Angeles
2. Stanell Aguilar
3. Mario Dominguez [via zoom]
CONSENT CALENDAR
CITY CLERK
1. CITY COUNCIL MEETING MINUTES
IT IS RECOMMENDED THAT CITY COUNCIL:
Approve Minute(s) of the following City Council Meeting(s):
1. Regular City Council Meeting held February 10, 2026
FINANCE
2. WARRANT REGISTERS
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve Accounts Payable and Payroll Warrant(s) dated February 19, 2026
CITY MANAGER
3. SECOND READING OF ORDINANCE 2026-04 AMENDING TITLE 2, CHAPTER 9,
TITLED MUNICIPAL ELECTIONS, OF THE HUNTINGTON PARK MUNICIPAL CODE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Conduct the second reading of Ordinance 2026-04 amending Title 2, Chapter 9 ofthe Huntington Park Municipal Code and adopt the ordinance by title, waiving fullreading.
COMMUNITY DEVELOPMENT
4. AMENDMENT NO. 1 TO THE CONTRACT WITH 3Di SYSTEMS INC TO
CONTINUE TO PROVIDE SOFTWARE SERVICES FOR RENT
STABILIZATION PROGRAM
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve Amendment No. 1 with 3Di Systems, Inc., to extend the software services for the Rent Stabilization Program for one (1) year and amending the contract amount in the amount of $79,380; and
2. Authorize the City Manager to Execute the Final Terms of the Contracts MOTION: Vice Mayor Sanabria motioned to approve the consent calendar in its entirety. The motion was seconded by Councilmember Flores.
Councilmember Macias had stepped away from the dias. The motion was carried by majority vote.
AYES: Council Member(s): Martiz, Flores, Vice Mayor Sanabria, and Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): Macias [Stepped away]
ABSENT: Council Member(s): None
END OF CONSENT CALENDAR
ORDINANCES AND RESOLUTIONS
{Councilmember Macias returned to dias at 7:15pm}
CITY MANANGER
1. INTRODUCTION AND FIRST READING OF ORDINANCE 2026-05 AMENDING ARTICLE 4, CHAPTER 2, TITLE 4 OF THE HUNTINGTONPARK MUNICIPAL
CODE TITLED MANDATORY ORGANIC WASTE DISPOSAL
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Introduce for first reading and waive full reading of Ordinance 2026-05 amending Article 4, Chapter 2, Title 4 of the Huntington Park Municipal Code.
MOTION: Vice Mayor Sanabria motioned to Introduce for first reading and waive full reading of Ordinance 2026-05 amending Article 4, Chapter 2, Title 4 of the Huntington Park Municipal Code.The motion was seconded by Councilmember Martiz.
.
AYES: Council Member(s): Macias, Martiz, Flores, Vice Mayor Sanabria, and Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): None
ABSENT: Council Member(s): None
CITY CLERK
2. CONSIDERATION AND ADOPTION OF RESOLUTION AND RETENTION
SCHEDULES
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Adopt a Resolution and Records Retention Schedules.
MOTION: Vice Mayor Sanabria motioned to adopt a resolution and records retention schedule. The motion was seconded by Councilmember Martiz. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Flores Vice Mayor Sanabria, and Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): None
ABSENT: Council Member(s): None
END OF ORDINANCES AND RESOLUTIONS
REPORTS AND INFORMATIONAL ITEMS
CITY CLERK
1. TAKE FROM THE TABLE THE POLICE TOWING SERVICES ITEM; DISCUSS AND PROVIDE DIRECTION; AND TAKE ACTION AS APPROPRIATE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Take the item from the table and consider it at the March 10, 2026 City Council meeting; and
2. Discuss and provide direction and take action, as appropriate, regarding police towing services.
MOTION: Vice Mayor Sanabria motioned to Take the item from the table and consider it at the March 10, 2026 City Council meeting; and Discuss and provide direction and take action, as appropriate, regarding police towing services. The motion was seconded by
Councilmember Martiz. Vice Mayor Sanabria stated he would like a presentation and to place the item on study session portion of the agenda. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Flores, Vice Mayor Sanabria, and Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): None
ABSENT: Council Member(s): None
END OF REPORTS AND INFORMATIONAL ITEMS
DEPARTMENTAL REPORTS
Finance: No report.
City Manager: No report.
City Attorney: No report.
Police: No report.
Parks and Recreation: Having Easter Egg Hunt on March 28 9:00am.
Community Development: Tomorrow will be kick off meeting for proposed mix use project on corner of 54th and Pacific Blvd.
Public Works: No report
City Clerk: No report. Conducted the Second Reading for Ordinance 2026-04. Will become official 30 days from tonight.
Communication: Coming Thursday city will have a resource fair from 2pm to 4pm.
Saturday, February 28th community cleanup. State of the City is scheduled for Thursday, March 26th @9am. March 26th we also have Coffee with a Cop event at 6pm at Starbucks on 6021 Pacific Blvd. Cecilia Gomez is here with Blue Icon communications. Short Agenda in Spanish is posted will be posted.
WRITTEN COMMUNICATIONS
COUNCIL COMMUNICATIONS
Councilmember Martiz: Wanted to remind everyone that Rental Assistance it open.
Communities for Better Environmental and SELA Youth network will be hosting in person meeting tomorrow from 6pm-8pm.
Councilmember Macias: Goodnight and thank you!
Councilmember Flores: Got a message from residence about power being out on Saturn and State. Power has been out for a while. It was a few weeks ago he requested a presentation on ADU process and fees. Homeless at Hawk program meeting wasn’t added. The governor was asking for laws that were contentious and created a lot of debate and discussion, but nothing has been produced to align us with the state. Email to report on unfilled positions for the city.
Vice Mayor Sanabria: Thank you to staff for all the hard work you do. Congratulations to Maria De Los Angeles for her graduation. In regard to RFPs and process it has been about a year since Glassman stepped down and need an RFP process to hire attorney services.
Mayor Martinez: Having first At Hawk meeting Thursday, March 5th @4pm. Reminder when talking about Art Walk. He wants to have an assessment on Ordinance on the process of Murals throughout the City. Wants to see how we can increase the number of Murals throughout the city. Congratulations to Maria. Thank you for the words you said today regarding Gabriel Fernandez.
CLOSED SESSION
Council entered closed session @7:43pm.
1. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Government Code § 54956.9(d)(2) and (e)(1)
Council returned back from closed session 8:08pm
CLOSED SESSION REPORT
Council Members met in closed session to discuss anticipated litigation. No reportable action was taken.
ADJOURNMENT
MOTION: Mayor Martinez adjourned at 8:08pm. The next regular city council meeting is set to be held on Tuesday, March 10, 2026 @6pm.
Respectfully submitted,
Eduardo Sarmiento, City Clerk
ITEM 2
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1002096 3/5/2026 2M TEXTILE INC. 24515-21206 UTILITY REFUND 966.37 1001995 3/5/2026 AARON FOGLESONG HP040053201 CITATION REFUND 55.00 1001996 3/5/2026 ALEX SOTO 2000138.002 FIELD RENTAL DEPOSIT REFUND 500.00 W2926 2/24/2026 ALL CITY MANAGEMENT SERVICES, INC PS-INV103362 SCHOOL CROSSING GUARD 7,519.34 1001997 3/5/2026 AMAZON.COM SERVICES, INC. 1VPT-3X1T-6HMF FINANCE SUPPLIES 289.21 1001997 3/5/2026 AMAZON.COM SERVICES, INC. 16DV-HTD3-1QDX ADMINISTRATION SUPPLIES 191.28 1001997 3/5/2026 AMAZON.COM SERVICES, INC. 1MV6-3D4P-4FW4 PW SUPPLIES 206.02 1001997 3/5/2026 AMAZON.COM SERVICES, INC. 1VPT-3X1T-6HMF IT SUPPLIES 66.23 W9470 3/14/2026 AT&T 317316997MAR INTERNET SERVICES 101.65 W9470 3/14/2026 AT&T 254852700MAR INTERNET SERVICES 128.40 W9470 3/15/2026 AT&T 254715586MAR INTERNET SERVICES 128.40 1001998 3/5/2026 AUTO ZONE 4075725777 PW UNIT 278 PARTS 50.36 1001998 3/5/2026 AUTO ZONE 4075733913 PD UNIT 952 PARTS 234.24 1001998 3/5/2026 AUTO ZONE 4075734378 PW SHOP SUPPLIES 126.34 1001998 3/5/2026 AUTO ZONE 4075734858 PW SHOP SUPPLIES 413.49 1001998 3/5/2026 AUTO ZONE 4075734031 PW SHOP SUPPLIES 150.24 1001998 3/5/2026 AUTO ZONE 4075735599 PW SHOP SUPPLIES 42.41 1001998 3/5/2026 AUTO ZONE 4075733911 PD UNIT 952 PARTS 71.37 1001998 3/5/2026 AUTO ZONE 4075725778 PW UNIT 278 PARTS 77.95 1001998 3/5/2026 AUTO ZONE 4075732818 PD UNIT 957 PARTS 36.43 1001998 3/5/2026 AUTO ZONE 4075738633 PW FLEET SUPPLIES 134.54 1001999 3/5/2026 BEAR ELECTRICAL SOLUTIONS, INC 29307 TRAFFIC SIGNAL MAINTENANCE 1,390.00 1001993 3/3/2026 BEDROCK GROUP INC. 2 EOC IMPROVEMENTS 313,199.66 1002000 3/5/2026 BIG BELLY SOLAR, INC 61567 PW SUPPLIES 203.20 1002000 3/5/2026 BIG BELLY SOLAR, INC Q46317-1 SOFTWARE 5/29/26-5/29/27 10,278.24 W2928 2/25/2026 BIGLEAF NETWORKS, INC INV146515 MONTHLY CHARGES FEB 2026 749.00 W2929 2/25/2026 BRINK'S INCORPORATED 8312557 BANK TRANSPORTATION SERVICES 390.80 1002001 3/5/2026 BRIZUELA'S IRON WORK 237 FENCE REPAIR 1,984.50 1002002 3/5/2026 CENTRAL BASIN MWD HP-JAN26 IMPORTED WATER JAN 2026 234,028.25 1002003 3/5/2026 CENTRAL FORD 69066 PW UNIT 349 PARTS 489.93 1002003 3/5/2026 CENTRAL FORD 65658 PD UNIT 983 PARTS 710.24 1002003 3/5/2026 CENTRAL FORD 69065 PW UNIT 349 PARTS 294.13 1002003 3/5/2026 CENTRAL FORD 69062 CREDIT MEMO (1,247.68) 1002003 3/5/2026 CENTRAL FORD 69064 PW UNIT 349 PARTS 513.79 1002003 3/5/2026 CENTRAL FORD 69331 PD UNIT 974 PARTS 594.43 1002003 3/5/2026 CENTRAL FORD 69313 PD UNIT 976 PARTS 408.18 W9470 12/2/2025 CENTRAL SQUARE TECHNOLOGIES LLC 1336396NOV BANK FEES 59.50 W9470 11/4/2025 CENTRAL SQUARE TECHNOLOGIES LLC 1336396OCT BANK FEES 41.50 W9470 11/4/2025 CENTRAL SQUARE TECHNOLOGIES LLC 1336144OCT BANK FEES 86.00 W9470 12/2/2025 CENTRAL SQUARE TECHNOLOGIES LLC 1336144NOV BANK FEES 67.50 W2930 2/25/2026 CENTRAL SQUARE TECHNOLOGIES LLC 454882 MAINTENANCE: 10125-93026 16,411.68 W2930 2/25/2026 CENTRAL SQUARE TECHNOLOGIES LLC 457022 MAINTENANCE: 10125-93026 16,411.68 W9470 2/20/2026 CHARTER COMMUNICATIONS 170094701020126 FIBER INTERNET 1,080.00 W9470 3/6/2026 CHARTER COMMUNICATIONS 138445701022126 INTERNET SERVICES 219.44 1002004 3/5/2026 CINTAS CORPORATION NO 3 5318866702 PW SHOP SUPPLIES 128.01 1002004 3/5/2026 CINTAS CORPORATION NO 3 4259171184 UNIFORM DRY CLEANING 1,030.70 1002005 3/5/2026 CLINICAL LAB OF SAN BERNARDINO, INC 26A0844 WATER TESTING JAN 2026 34.00
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1002005 3/5/2026 CLINICAL LAB OF SAN BERNARDINO, INC 2600267 SERVICES 12/30/25-1/28/26 395.00 1002006 3/5/2026 COHNREZNICK 90206846 RSO PROGRAM 2/19-3/4/26 10,500.00 1002007 3/5/2026 COMMLINE INC 0526286-IN PD UNIT 994 REPAIRS 450.00 1002007 3/5/2026 COMMLINE INC 0527563-IN EMERGENCY VEHICLE LIGHTING 33,000.53 1002007 3/5/2026 COMMLINE INC 0523064-IN PD UNIT 1009 & 1011 LIGHTING 13,063.49 1002008 3/5/2026 CONCENTRA MEDICAL CENTERS 89948541 PHYSICAL BUNDLE 730.00 1002008 3/5/2026 CONCENTRA MEDICAL CENTERS 89863605 PHYSICAL BUNDLE 2,165.00 1002009 3/5/2026 CORONA CLAY COMPANY 17459 ANGEL MIX FOR FIELDS 4,869.00 1002010 3/5/2026 COUNTY OF L.A. DEPT OF PUBLIC WORKS REPW26020904762 SHARED TRAFFIC MAINTENANCE 700.03 W2944 2/26/2026 CRAFTWATER ENGINEERING INC 22-058-15 JANUARY 2026 SERVICES 26,561.77 1002011 3/5/2026 DANIELS TIRE SERVICE 229004860 PW FLEET SUPPLIES 281.54 1002012 3/5/2026 DATA TICKET INC. 189736 WEBSITE ONLINE ACCESS 12.50 1002012 3/5/2026 DATA TICKET INC. 189637 CE PROCESSING/ONLINE 56.50 1002012 3/5/2026 DATA TICKET INC. 189700 WEBSITE ONLINE ACCESS 12.50 W2931 2/25/2026 DATAPROSE, INC. DP2600433 WATER BILLS AND POSTAGE 1,218.34 W2931 2/25/2026 DATAPROSE, INC. DP2600433 WATER BILLS AND POSTAGE 2,553.07 1002013 3/5/2026 DAY WIRELESS SYSTEMS INV901683 RADIO REPAIR 912.00 W2922 2/25/2025 DELL INC. 10858857540 DELL PRO RUGGED 3,174.02 W2922 2/25/2025 DELL INC. 10858857575 DELL PRO RUGGED 3,174.02 1002014 3/5/2026 DEPARTMENT OF JUSTICE 21641 FINGERPRINT APP 480.00 1002015 3/5/2026 DEPARTMENT OF MOTOR VEHICLES 94871W2 VEHICLE REGISTRATION 1,146.00 1002015 3/5/2026 DEPARTMENT OF MOTOR VEHICLES 94827W2 VEHICLE REGISTRATION 1,146.00 1002015 3/5/2026 DEPARTMENT OF MOTOR VEHICLES 94874W2 VEHICLE REGISTRATION 1,146.00 1002015 3/5/2026 DEPARTMENT OF MOTOR VEHICLES 94828W2 VEHICLE REGISTRATION 1,034.00 1002016 3/5/2026 DF POLYGRAPH 2026/1 POLYGRAPH EXAM 200.00 1002016 3/5/2026 DF POLYGRAPH 2025/5A POLYGRAPH EXAM 800.00 1002016 3/5/2026 DF POLYGRAPH 2025/5 POLYGRAPH EXAM 600.00 1002017 3/5/2026 DIMAS TIRES CORP 1223 PW UNIT 952 REPAIR 80.00 1002018 3/5/2026 DUNN EDWARDS CORPORATION 2009A63133 PAINT FOR GRAFFITI REMOVAL 914.39 1002019 3/5/2026 ESPINOZA RAMIREZ HP040044265 CITATION REFUND 145.00 1002019 3/5/2026 ESPINOZA RAMIREZ HP040044608 CITATION REFUND 145.00 1002019 3/5/2026 ESPINOZA RAMIREZ HP040035271 CITATION REFUND 145.00 1002019 3/5/2026 ESPINOZA RAMIREZ HP040034443 CITATION REFUND 145.00 1002019 3/5/2026 ESPINOZA RAMIREZ HP100008856 CITATION REFUND 145.00 1002019 3/5/2026 ESPINOZA RAMIREZ HP060006578 CITATION REFUND 141.00 1002020 3/5/2026 ESTELA RAMIREZ 5637 SENIOR SERVICES 504.00 W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE01312026 FIXED ROUTE JAN 2026 (2,000.00) W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE01312026 FIXED ROUTE JAN 2026 (200.00) W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE12312025 FIXED ROUTE DEC 2025 (2,000.00) W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE12312025 FIXED ROUTE DEC 2025 (200.00) W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE01312026 FIXED ROUTE JAN 2026 (299.95) W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE12312025 FIXED ROUTE DEC 2025 (318.78) W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC DAR01312026 DIAL A RIDE FEB 2026 74,443.41 W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE01312026 FIXED ROUTE JAN 2026 9,026.33 W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE12312025 FIXED ROUTE DEC 2025 9,446.34 W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE01312026 FIXED ROUTE JAN 2026 9,026.33 W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE12312025 FIXED ROUTE DEC 2025 9,446.33
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE01312026 FIXED ROUTE JAN 2026 9,026.34 W2932 2/25/2026 EXPRESS TRANSPORTATION SERVICES LLC HPE12312025 FIXED ROUTE DEC 2025 9,446.33 1002021 3/5/2026 FERGUSON ENTERPRISES INC 6051947 CITY HALL REPAIR MATERIAL 392.11 1002021 3/5/2026 FERGUSON ENTERPRISES INC 6039920 CITY HALL REPAIR MATERIAL 179.17 1002021 3/5/2026 FERGUSON ENTERPRISES INC 6125476 LANDSCAPE REPAIR MATERIAL 51.91 1002021 3/5/2026 FERGUSON ENTERPRISES INC 6123833 LANDSCAPE REPAIR MATERIAL 153.74 1002022 3/5/2026 FRANCISCO MEJIA 2032026 EMPLOYEE REIMBURSEMENT 135.24 1002023 3/5/2026 FUN EXPRESS, LLC 74056374701 EVENT SUPPLIES 118.77 1002024 3/5/2026 GARRETT L WONG HP060011063 CITATION REFUND 51.00 1002025 3/5/2026 GENERAL PUMP COMPANY 33106 WELL 14 REHAB & PUMP 114,750.00 1002025 3/5/2026 GENERAL PUMP COMPANY 33045 WELL 14 REHAB & PUMP 19,200.00 1002026 3/5/2026 GEORGE CHEVROLET 209475CVW PW UNIT 278 PARTS 93.90 1002026 3/5/2026 GEORGE CHEVROLET 209264CVW PW UNIT 278 PARTS 539.52 1002026 3/5/2026 GEORGE CHEVROLET 209647CVW PD UNIT 952 PARTS 481.94 1002026 3/5/2026 GEORGE CHEVROLET 209554CVW PW UNIT 278 PARTS 36.85 1002026 3/5/2026 GEORGE CHEVROLET 209949CVW PD UNIT 952 PARTS 104.27 1002027 3/5/2026 GRAINGER 9803432625 PW FLEET SUPPLIES 16.69 1002028 3/5/2026 GUTIERREZ BACKGROUND INVESTIGATIONS 2026-01 BACKGROUND INVESTIGATION 1,200.00 W2933 2/25/2026 HASA, INC. 1094154 WELL 18 SUPPLIES 454.07 W2933 2/25/2026 HASA, INC. 1096650 WELL 15 SUPPLIES 348.87 W2933 2/25/2026 HASA, INC. 1097688 SODIUM HYPOCHLORITE WELL 18 454.07 W2933 2/25/2026 HASA, INC. 1097689 SODIUM HYPOCHLORITE WELL 15 285.71 1002029 3/5/2026 HASSAN SALEH 12042025 EMPLOYEE REIMBURSEMENT 362.03 W2934 2/25/2026 HEALTH AND HUMAN RESOURCE CENTER E0363698 EMPLOYEE WELLNESS PROGRAM 267.30 1002030 3/5/2026 HERBERT R MCPHAIL 13433-8270 UTILITY REFUND 78.57 1002031 3/5/2026 HG GRAPHIC AND PRINTING 2947 COMM DEV. OFFICE SUPPLIES 729.50 1001992 2/25/2026 HOME DEPOT 6516091 HOLIDAY PARADE SUPPLIES 15.43 1001992 2/25/2026 HOME DEPOT 6800919 PD SUPPLIES 165.42 1001992 2/25/2026 HOME DEPOT 1212727 PD SUPPLIES (30.41) 1001992 2/25/2026 HOME DEPOT 212946 HOLIDAY PARADE SUPPLIES (15.43) 1001992 2/25/2026 HOME DEPOT 4542591 HOLIDAY PARADE SUPPLIES 137.72 1002032 3/5/2026 IBE DIGITAL 489229 KONICA MINOLTA FEES 38.55 1002032 3/5/2026 IBE DIGITAL 489446 KONICA MINOLTA TONERS 18.11 1002032 3/5/2026 IBE DIGITAL 489411 KONICA MINOLTA FEES 620.92 1002032 3/5/2026 IBE DIGITAL 489400 KONICA MINOLTA TONER 18.11 1002033 3/5/2026 IBE DIGITAL 41295394 KONICA LEASE 314.43 W2935 2/25/2026 INFRASTRUCTURE ENGINEERS 543871 JANUARY 2026 SERVICES 51,377.00 W2935 2/25/2026 INFRASTRUCTURE ENGINEERS 540546 JANUARY 2026 SERVICES 180.00 1002034 3/5/2026 INSIGHT PUBLIC SECTOR, INC. 1101358005 IT PRODUCTS & SERVICES 9,844.10 1002035 3/5/2026 INTEGRATED TACTICAL CONCEPTS LLC 202926 PD TRAINING 1,300.00 1002035 3/5/2026 INTEGRATED TACTICAL CONCEPTS LLC 12826 PD TRAINING 995.00 1002036 3/5/2026 INTERSTATE BATTERIES OF CA COAST 140086699 PW FLEET SUPPLIES 458.27 1002037 3/5/2026 JESSE RODRIGUEZ 24645-2900 UTILITY REFUND 81.74 1002038 3/5/2026 JESSICA BRUNICK 2062026 EMPLOYEE REIMBURSEMENT 122.24 W2936 2/25/2026 JOEL GORDILLO JG202601 MEDIA TECHNICIAN SERVICES 1,650.00 1002039 3/5/2026 JOLLY BOUNCERS, INC 56438 EASTER EVENT RENTALS 396.20 1002040 3/5/2026 JONTHAN SANTOYO 10292026 EMPLOYEE REIMBURSEMENT 290.87
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1002041 3/5/2026 JOSE LIZARRAGA HP130001139 CITATION REFUND 25.00 1002042 3/5/2026 JUAN PORRAS 1232026 EMPLOYEE REIMBURSEMENT 100.27 1002043 3/5/2026 JXTRA ENTERTAINMENT 105 SENIOR DANCE 540.00 1002044 3/5/2026 LACMTA 2152026 TAP CARDS JAN 2026 170.75 1002045 3/5/2026 LANCE ORNELAS 1262026 EMPLOYEE REIMBURSEMENT 511.31 W2937 2/25/2026 LB JOHNSON HARDWARE CO. 141528 PW SUPPLIES 86.66 W2937 2/25/2026 LB JOHNSON HARDWARE CO. 141543 PW SUPPLIES 40.59 1002046 3/5/2026 LGP EQUIPMENT RENTALS INC 142286-1 DIESEL FUEL 66.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316089 LEGAL SERVICES 1,608.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316090 LEGAL SERVICES 3,793.00 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316091 LEGAL SERVICES 721.00 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316092 LEGAL SERVICES 739.00 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316093 LEGAL SERVICES 3,947.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316094 LEGAL SERVICES 2,011.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316095 LEGAL SERVICES 3,715.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316096 LEGAL SERVICES 2,064.00 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316097 LEGAL SERVICES 641.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316098 LEGAL SERVICES 2,560.50 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316099 LEGAL SERVICES 714.00 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 316100 LEGAL SERVICES 6,940.85 1002047 3/5/2026 LIEBERT CASSIDY WHITMORE 314458 LEGAL SERVICES 5,399.58 1002048 3/5/2026 LOUIS MORALES 2042026 EMPLOYEE REIMBURSEMENT 85.00 1002049 3/5/2026 LYNBERG & WATKINS APC 78789 LEGAL SERVICES 10,612.49 1002049 3/5/2026 LYNBERG & WATKINS APC 78785 LEGAL SERVICES 247.50 1002049 3/5/2026 LYNBERG & WATKINS APC 78791 LEGAL SERVICES 363.00 1002049 3/5/2026 LYNBERG & WATKINS APC 78788 LEGAL SERVICES 4,642.00 1002049 3/5/2026 LYNBERG & WATKINS APC 77968 LEGAL SERVICES 1,765.60 1002049 3/5/2026 LYNBERG & WATKINS APC 78111 LEGAL SERVICES 4,914.00 1002049 3/5/2026 LYNBERG & WATKINS APC 78395 LEGAL SERVICES 495.00 1002049 3/5/2026 LYNBERG & WATKINS APC 78793 LEGAL SERVICES 462.00 1002049 3/5/2026 LYNBERG & WATKINS APC 78794 LEGAL SERVICES 2,562.74 1002050 3/5/2026 MARIA LINDA PENA 21243 PERMIT REFUND 4,650.00 1002051 3/5/2026 MARIA PEREZ 2000102.002 EXURSION REFUND 15.00 1002052 3/5/2026 MARIO BOJORQUEZ 1272026 EMPLOYEE REIMBURSEMENT 240.44 1002053 3/5/2026 MARK DELGADO HP040051536 CITATION REFUND 55.00 1002054 3/5/2026 MARTHA ZUNIGA 20000137 YOUTH SPORTS REFUND 60.00 1002055 3/5/2026 MAYRA A. VALENZUELA 20000136 YOUTH SPORTS REFUND 65.00 W2923 2/25/2026 MERIDIAN RAPID DEFENSE SALES LLC 10692 PD VEHICLE BARRIES SHSP GRANT 103,252.00 1002056 3/5/2026 MIKE RAAHAUGE SHOOTING ENTERPRISES 2188 PISTOL RANGE/CLASS RENTAL 1,125.00 1002057 3/5/2026 MNS ENGINEERS, INC. 92891 PLHA PROGRAM JAN 2026 1,365.00 W2921 2/24/2026 MOTOROLA SOLUTIONS 8282279177 PD RADIO SHSP GRANT 11,258.44 W2921 2/24/2026 MOTOROLA SOLUTIONS 8282279154 PD RADIO SHSP GRANT 11,258.44 1002058 3/5/2026 MUNOZ ROOF AND ROOF REMOVAL 23878 PERMIT REFUND 645.00 1002059 3/5/2026 MUSCO SPORTS LIGHTING, LLC 449169R PW SUPPLIES 3,079.35 1002060 3/5/2026 NAJAR INVESTIGATIONS, INC. 260215 EMPLOYMENT BACKGROUND 1,500.00 1002061 3/5/2026 NAPA AUTO PARTS 706849 PW UNIT 350 PARTS 16.27 W2938 2/25/2026 NATIONWIDE ENVIRONMENTAL SERVICES 35058 AUGUST 2025 SERVICES 21,626.46
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001994 3/3/2026 NEOGOV INV-152030 ANNUAL SUBSCRIPTION FEE 10,604.55 1002062 3/5/2026 NEW CHEF FASHION INC. 1113509 PD UNIFORMS 124.29 1002062 3/5/2026 NEW CHEF FASHION INC. 1113689 PD UNIFORMS 154.67 1002062 3/5/2026 NEW CHEF FASHION INC. 1113690 PD UNIFORMS 124.29 1002062 3/5/2026 NEW CHEF FASHION INC. 1113691 PD UNIFORMS 124.29 1002064 3/5/2026 OK PRINTING DESIGN & DIGITAL PRINT 4362 OFFICE SUPPLIES 60.00 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-387427 PD UNIT 1000 PARTS 856.48 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-389404 PW UNIT 351 PARTS 232.05 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-389403 PW UNIT 351 PARTS 69.00 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-387316 ALL FLEET UNIT PARTS 28.81 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-390802 PD UNIT 976 PARTS 88.18 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-390811 PD UNIT 976 PARTS 431.02 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392632 CREDIT MEMO (38.40) 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392630 CREDIT MEMO (871.44) 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-389909 PW SUPPLIES 37.32 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-389363 PW UNIT 277 PARTS 57.58 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392662 CREDIT MEMO (315.71) 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392663 CREDIT MEMO (315.71) 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392671 PW FLEET SUPPLIES 298.34 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392669 PW FLEET SUPPLIES 298.34 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-392668 PD UNIT 274 PARTS 165.74 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-393050 PW UNIT 340 PARTS 14.35 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-393072 PW UNIT 340 PARTS 14.35 1002063 3/5/2026 O'REILLY AUTO PARTS 2959-393028 PW FLEET SUPPLIES 164.61 1002065 3/5/2026 OTC BRANDS, INC 73988537002 CULTURAL ARTS SUPPLIES 51.16 1002065 3/5/2026 OTC BRANDS, INC 74059671201 CULTURAL ARTS SUPPLIES 33.49 1002066 3/5/2026 PACIFIC PRODUCTS & SERVICES LLC 37647 PW SUPPLIES 853.75 1002067 3/5/2026 PAUL MUNOZ 12042025 EMPLOYEE REIMBURSEMENT 362.03 1002068 3/5/2026 PEACEKEEPER PRODUCTS INT'L LLC 26-10239 PD TRAINING 320.00 1002069 3/5/2026 PERC WATER CORPORATION 7223 JANUARY 2026 SERVICES 126,106.75 1002070 3/5/2026 PILGRIM FENCE CO 41517 WELL 16 FENCE 4,998.00 1002070 3/5/2026 PILGRIM FENCE CO 41530 WELL 16 GATE 1,350.00 1002071 3/5/2026 PREFERRED IMPRESSIONS INC 28146 PD FLEET GRAPHICS 995.88 1002071 3/5/2026 PREFERRED IMPRESSIONS INC 27747 PD FLEET GRAPHICS 999.31 1002071 3/5/2026 PREFERRED IMPRESSIONS INC 28110 PD FLEET GRAPHICS 592.00 1002071 3/5/2026 PREFERRED IMPRESSIONS INC 28109 PD FLEET GRAPHICS 957.75 1002072 3/5/2026 PROACTIVE WORK HEALTH SERVICES 44703 PRE BOOKING EXAMS 768.00 1002073 3/5/2026 PROFESSIONAL TURF SPECIALTIES, INC 7263 FIELD MAINTENANCE 2,520.00 1002074 3/5/2026 PURCHASE POWER 2152026 POSTAGE METER REFILL 299.52 1002075 3/5/2026 R & A TANK TECHNOLOGIES LLC 010127-46 MONTHLY INSPECTION FEB 26 175.00 1002075 3/5/2026 R & A TANK TECHNOLOGIES LLC 010127-05 MONTHLY INSPECTION JAN 26 475.00 1002076 3/5/2026 RAMIREZ ZUNIGA FAMILY LLC 25111-13324 UTILITY REFUND 886.18 1002077 3/5/2026 REXEL COMMERCIAL & INDUSTRIAL S144456458.001 MATERIALS-TRAFFIC REPAIRS 620.80 1002078 3/5/2026 RIVERSIDE COUNTY SHERIFF'S DEPT BCTC0094690 PD TRAINING 268.00 1002078 3/5/2026 RIVERSIDE COUNTY SHERIFF'S DEPT BCTC0095127 PD TRAINING 428.00 W2927 2/24/2026 ROBERT HALF INC 65858256 LABOR INVOICE 3,349.50 W2927 2/24/2026 ROBERT HALF INC 65832521 LABOR INVOICE 4,466.00
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT W2939 2/25/2026 ROBERT HALF INC 65750547 LABOR SERVICES 3,520.00 W2939 2/25/2026 ROBERT HALF INC 65724612 LABOR SERVICES 3,599.20 W2939 2/25/2026 ROBERT HALF INC 65724503 LABOR SERVICES 4,400.00 1002079 3/5/2026 ROBERT SHAW 25803-22218 UTILITY REFUND 988.47 1002080 3/5/2026 SANDOVAL CONSTRUCTION & REMODELING 204 CALHOME REHAB PROGRAM 14,757.70 W2940 2/25/2026 SAREGA LAW, APC 26-002 LEGAL SERVICES 20,000.00 1002081 3/5/2026 SINATRA UNIFORM, INC SU17087 PD UNIFORMS 506.50 1002081 3/5/2026 SINATRA UNIFORM, INC SU17232 PD UNIFORMS 812.07 1002081 3/5/2026 SINATRA UNIFORM, INC SU17533 PD UNIFORMS 750.08 1002082 3/5/2026 SON-HA & DIEM-CHI, A MED CORP 22315-22090 DEPOSIT REFUND 200.00 1002083 3/5/2026 SOUTHEAST POLICE CHIEFS GROUP 20526 HPPD ANNUAL DUES 1,000.00 W9470 3/6/2026 SOUTHERN CALIFORNIA EDISON 600001001332MAR ELECTRICAL SERVICE 36,187.69 W9470 3/5/2026 SOUTHERN CALIFORNIA EDISON 700544129426MAR ELECTRICAL SERVICE 6,120.16 W9470 3/5/2026 SOUTHERN CALIFORNIA EDISON 700116911821MAR ELECTRICAL SERVICE 3,327.00 W9470 3/8/2026 SOUTHERN CALIFORNIA EDISON 700330421450MAR ELECTRICAL SERVICE 64.34 W2941 2/25/2026 SPARTANS CARWASH 120925 PD CAR WASH SERVICES 341.00 W2941 2/25/2026 SPARTANS CARWASH 112525 PD CAR WASH SERVICES 429.00 W2941 2/25/2026 SPARTANS CARWASH 110425 PD CAR WASH SERVICES 385.00 W2941 2/25/2026 SPARTANS CARWASH 102825 PD CAR WASH SERVICES 484.00 W2941 2/25/2026 SPARTANS CARWASH 100725 PD CAR WASH SERVICES 407.00 W2942 2/25/2026 STAPLES ADVANTAGE 6051658564 CREDIT MEMO (20.00) W2942 2/25/2026 STAPLES ADVANTAGE 6051658562 COUNCIL OFFICE SUPPLIES 44.89 W2942 2/25/2026 STAPLES ADVANTAGE 6051658561 COUNCIL OFFICE SUPPLIES 28.83 W2942 2/25/2026 STAPLES ADVANTAGE 6051658565 CREDIT MEMO (20.00) W2942 2/25/2026 STAPLES ADVANTAGE 6051658558 FINANCE OFFICE SUPPLIES 42.55 W2942 2/25/2026 STAPLES ADVANTAGE 6051658559 FINANCE OFFICE SUPPLIES 47.80 W2942 2/25/2026 STAPLES ADVANTAGE 6051658569 FINANCE OFFICE SUPPLIES 211.29 W2942 2/25/2026 STAPLES ADVANTAGE 6051658563 COMMUNITY DEVELOPMENT SUPPLIES 39.99 W2942 2/25/2026 STAPLES ADVANTAGE 6051658560 COMMUNITY DEVELOPMENT SUPPLIES 66.45 W2942 2/25/2026 STAPLES ADVANTAGE 6051658556 COMMUNITY DEVELOPMENT SUPPLIES 52.35 W2942 2/25/2026 STAPLES ADVANTAGE 6051658555 COMMUNITY DEVELOPMENT SUPPLIES 132.57 W2942 2/25/2026 STAPLES ADVANTAGE 6051658557 PARKS OFFICE SUPPLIES 282.25 W2942 2/25/2026 STAPLES ADVANTAGE 6051658568 PD OFFICE SUPPLIES 71.37 W2942 2/25/2026 STAPLES ADVANTAGE 6051658566 PD OFFICE SUPPLIES 122.89 W2942 2/25/2026 STAPLES ADVANTAGE 6051658567 PD OFFICE SUPPLIES 90.02 1002084 3/5/2026 SUPERIOR COURT OF CALIFORNIA Aug-25 AUGUST 2025 SERVICES 23,564.00 1002084 3/5/2026 SUPERIOR COURT OF CALIFORNIA Sep-25 SEPTEMBER 2025 SERVICES 22,699.50 1002084 3/5/2026 SUPERIOR COURT OF CALIFORNIA Oct-25 OCTOBER 2025 SERVICES 24,952.30 1002084 3/5/2026 SUPERIOR COURT OF CALIFORNIA Nov-25 NOVEMBER 2025 SERVICES 20,448.10 1002084 3/5/2026 SUPERIOR COURT OF CALIFORNIA Dec-25 DECEMBER 2025 SERVICES 22,063.75 W2945 2/26/2026 SWARCO INV0289873 2070LX CONTROLLERS 29,991.89 1002085 3/5/2026 TERRENCE WILLIE 1302026 EMPLOYEE REIMBURSEMENT 135.24 W2924 2/25/2026 TESLA, INC. RN126769470 PD VEHICLE SHSP GRANT 74,197.15 1002086 3/5/2026 THE LUX COMPANY HOME IMPROVEMENT 153 HOME REPAIR PROGRAM 5,475.00 1002087 3/5/2026 THE SALVATION ARMY Jan-26 BELL SHELTER JAN 2026 16,554.00 1002088 3/5/2026 TIME WARNER CABLE 106964801020126 SPECTRUM BUS. ICI SYSTEMS 673.88 1002089 3/5/2026 TOWN HALL STREAMS 17227 MONTHLY TOWN STREAMS 300.00
City of Huntington Park
Warrant Register
March 5, 2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261062 CITY ENGINEERING SERVICES 1,365.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261063 EMERGENCY OPERATION CENTER 1,760.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261064 LITTER ABATEMENT 2,948.75 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261065 METRO SOUTHEAST GATEWAY LINE 5,976.25 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261066 KELER PARK PLAYGROUND 320.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261067 SALT LAKE PARK RENOVATION 480.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261068 SALT LAKE PARK GRADING 640.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261070 PROFESSIONAL FEE SERVICES 320.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261071 WATER QUALITY GREEN STREETS PROJECT 3,930.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261072 WELL 14 PROJECT 320.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261073 WELL 16 ENHANCEMENT 1,040.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261062 CITY ENGINEERING SERVICES 1,365.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261063 EMERGENCY OPERATION CENTER 1,760.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261064 LITTER ABATEMENT 2,948.75 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261065 METRO SOUTHEAST GATEWAY LINE 5,976.25 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261068 SALT LAKE PARK GRADING 640.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261069 STREET ENHANCEMENT PROJEC 16,547.50 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261071 WATER QUALITY GREEN STREETS PROJECT 3,930.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261072 WELL 14 PROJECT 320.00 1002090 3/5/2026 TRANSTECH ENGINEERS, INC. 20261073 WELL 16 ENHANCEMENT 1,040.00 1002091 3/5/2026 ULINE 195644206 COMMMUNITY CENTER SUPPLIES 160.08 1002091 3/5/2026 ULINE 203940654 PW FLEET SUPPLIES 144.99 1002092 3/5/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129769616.001 MATERIALS FOR ELECTRICAL REPAIR 436.52 1002093 3/5/2026 WATER REPLENISHMENT DISTRICT OF 12312025 GROUNDWATER ASSESMENT 101,133.04 1002094 3/5/2026 WINZER FRANCHISE COMPANY, INC 3703947 PW FLEET SUPPLIES 560.29 1002094 3/5/2026 WINZER FRANCHISE COMPANY, INC 3703070 PW FLEET SUPPLIES 71.66 1002095 3/5/2026 WOODRUFF & SMART 79539 CLAIM SETTLEMENT 2,230.00 GRAND TOTAL 1,943,030.54
ITEM 3
CITY OF HUNTINGTON PARK
City Manager’s Office
City Council Agenda Report
March 10, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Honorable Mayor and Members of the City Council:
SECOND READING OF ORDINANCE 2026-05 AMENDING ARTICLE 4, CHAPTER 2, TITLE 4 OF THE HUNTINGTONPARK MUNICIPAL CODE TITLED MANDATORY
ORGANIC WASTE DISPOSAL
IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Introduce for second reading, waive full reading, and adopt Ordinance 2026-05 amending Article 4, Chapter 2, Title 4 of the Huntington Park Municipal Code.
PURPOSE AND JUSTIFICATION OF RECOMMENDED ACTION
The purpose of this action is to update and clean up portions of the Huntington Park Municipal Code related to solid waste collection, ensuring consistency with the City’s franchise agreement with Valley Vista Services (VVS) and with current State requirements, including SB 1383.
In 2021, the City adopted an emergency urgency ordinance to address immediate SB 1383 compliance needs, including implementation of the three-container collection system. As permitted under State law, that urgency ordinance expired after one year and was not incorporated into the permanent Municipal Code. As a result, the Code reverted to outdated language that no longer reflects the City’s operational practices or the terms of the franchise agreement.
The proposed ordinance restores the necessary updates, removes obsolete provisions, and aligns the Code with the three-bin system currently in use.
A secondary update included in this Municipal Code amendment is the clarification of the definition of “multi‑family dwelling.” The current Municipal Code defines multi‑family as three (3) or more units, while the City’s franchise agreement defines multi‑family as four (4) or more units. This ordinance update brings the Municipal Code into alignment with our franchise agreement.
FISCAL IMPACT/FINANCING
There is no direct fiscal impact associated with introducing or adopting the proposed ordinance. The ordinance updates language only and does not modify rates, service levels, or contract terms.
Any future adjustments related to service classifications or multi-family definitions would be addressed through the existing franchise agreement rate review process.
CONCLUSION
Upon Council approval, staff will proceed with the recommended actions.
Respectfully submitted,
RICARDO REYES
City Manager
GERRY LOPEZ
Public Works Director
ATTACHMENT
A. Ordinance 2026-05
ORDINANCE NO. 2026-05
An Ordinance of the City Council of the City of Huntington Park amending Article 4, Chapter 2 of Title, titled Mandatory Organic Waste Disposal Regulations, of the Huntington Park Municipal Code.
THE PEOPLE OF THE CITY OF HUNTINGTON PARK
DO ORDAIN AS FOLLOWS:
SECTION 1. Article 4, of Chapter 2, of Title 6 of the Huntington Park Municipal Code is hereby amended and shall read as follows:
ARTICLE 4 MANDATORY ORGANIC WASTE DISPOSAL REGULATIONS
§ 6-2.401. PURPOSE.
(a) State recycling law, Assembly Bill 939 of 1989, the California Integrated Waste Management Act of 1989 (California Public Resources Code Section 40000, et seq., as amended, supplemented, superseded, and replaced from time to time), requires cities and counties to reduce, reuse, and recycle (including composting) solid waste generated in their jurisdictions to the maximum extent feasible before any incineration or landfill disposal of waste, to conserve water, energy, and other natural resources, and to protect the environment. (b) State recycling law, Assembly Bill 341 of 2011 (approved by the Governor of the State of California on October 5, 2011, which amended Sections 41730, 41731, 41734, 41735, 41736, 41800, 42926, 44004, and 50001 of, and added Sections 40004, 41734.5, and 41780.01 and Chapter 12.8 (commencing with Section 42649) to Part 3 of Division 30 of, and added and repealed Section 41780.02 of, the Public Resources Code, as amended, supplemented, superseded and replaced from time to time), places requirements on businesses and multi-family property owners that generate a specified threshold amount of solid waste to arrange for recycling services and requires jurisdictions to implement a mandatory commercial recycling program. (c) State organics recycling law, Assembly Bill 1826 of 2014 (approved by the Governor of the State of California on September 28, 2014, which added Chapter 12.9 (commencing with Section 42649.8) to Part 3 of Division 30 of the Public Resources Code, relating to Solid Waste, as amended, supplemented, superseded, and replaced from time to time), requires businesses and multi-family property owners that generate a specified threshold amount of solid waste, recycling, and organic waste per week to arrange for recycling services for that waste, requires jurisdictions to implement a recycling program to divert organic waste from businesses subject to the law, and requires jurisdictions to implement a mandatory commercial organics recycling program.
(d) SB 1383, the Short-lived Climate Pollutant Reduction Act of 2016, requires CalRecycle to develop regulations to reduce organics in landfills as a source of methane. The regulations place requirements on multiple entities including jurisdictions, residential households, commercial businesses and business owners, commercial edible food generators, haulers, self-haulers, food recovery organizations, and food recovery services to support achievement of statewide organic waste disposal reduction targets.
(e) SB 1383, the Short-lived Climate Pollutant Reduction Act of 2016, requires jurisdictions to adopt and enforce an ordinance or enforceable mechanism to implement relevant provisions of SB 1383 Regulations. This ordinance will also help reduce food insecurity by requiring commercial edible food generators to arrange to have the maximum amount of their edible food, that would otherwise be disposed, be recovered for human consumption. § 6-2.402. EFFECTIVE DATE AND PREEMPTION.
This Article 4 of Chapter 2 and all of the regulations contained herein, shall become effective on January 01, 2026 and shall remain effective until otherwise repealed by the City Council. Any current terms or regulations in Title 6 which are in conflict with provisions of Article 4 of this Chapter shall be preempted by this article as of the effective date. § 6-2.403. DEFINITIONS.
"Blue container" has the same meaning as in 14 CCR Section 18982.2(a) (5) and shall be used for the purpose of storage and collection of source separated recyclable materials or source separated blue container organic waste.
"CalRecycle" means California's Department of Resources Recycling and Recovery, which is the department designated with responsibility for developing, implementing, and enforcing SB 1383 regulations on jurisdictions (and others).
"California Code of Regulations" or "CCR" means the State of California Code of Regulations. CCR references in this ordinance are preceded with a number that refers to the relevant Title of the CCR (e.g., "14 CCR" refers to Title 14 of CCR).
"City enforcement official" means the City manager, county administrative official, chief operating officer, executive director, or other executive in charge or their authorized designee(s) who is/are partially or whole responsible for enforcing the chapter. See also "regional or county agency enforcement official."
"Commercial edible food generator" includes a Tier One or a Tier Two commercial edible food generator as defined in Section 6-2.403 "Tier One Commercial Edible Food Generator" and "Tier Two Commercial Edible Food Generator" definitions of this chapter or as otherwise defined in 14 CCR Section 18982 (a) (73) and (a) (74). For the purposes of this definition, food recovery organizations and food recovery services are not commercial edible food generators pursuant to 14 CCR Section 18982(a) (7). "Compliance review" means a review of records by the City to determine compliance with this chapter.
"Community composting" means any activity that composts green material, agricultural material, food material, and vegetative food material, alone or in combination, and the total amount of feedstock and compost on-site at any one time does not exceed one hundred (100) cubic yards and seven hundred fifty (750) square feet, as specified in 14 CCR Section 17855(a) (4); or, as otherwise defined by 14 CCR Section 18982(a) (8). "Compost" has the same meaning as in 14 CCR Section 17896.2(a)(4), which stated, as of the effective date of this ordinance, that "Compost" means the product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream, or which are separated at a centralized facility. "Compostable plastics" or "compostable plastic" means plastic materials that meet the ASTM D6400 standard for compostability, or as otherwise described in 14 CCR Section 18984.1(a)(1)(A) or 18984.2(a)(1)(C). "Container contamination" or "contaminated container" means a container, regardless of color, that contains prohibited container contaminants, or as otherwise defined in 14 CCR Section 18982(a)(55).
"C&D" means construction and demolition debris including discarded materials generally considered to be not water soluble and non-hazardous in nature, including, but not limited to, steel, copper, aluminum, glass, brick, concrete, asphalt material, pipe, gypsum, wallboard, and lumber from the construction or destruction of a structure as part of a construction or demolition project or from the renovation of a structure and/or landscaping, including rocks, soils, tree remains, trees, and other vegetative matter that normally results from land clearing, landscaping and development operations for a construction project; (2) Remnants of new materials, including, but not limited to: cardboard, paper, plastic, wood, and metal scraps from any construction and/or landscape project.
"Designated source separated organic waste facility," as defined in 14 CCR Section 18982(14.5), means a solid waste facility that accepts a source separated organic waste collection stream as defined in 14 CCR Section 17402(a)(26.6) and complies with one of the following:
(a) The facility is a "transfer/processor," as defined in 14 CCR Section 18815.2(a)(62), that is in compliance with the reporting requirements of 14 CCR Section 18815.5(d), and meets or exceeds an annual average source separated organic content recovery rate of fifty (50) percent between January 1, 2022 and December 31, 2024 and 75 percent on and after January 1, 2025 as calculated pursuant to 14 CCR Section 18815.5(f) for organic waste received from the source separated organic waste collection stream.
(1) If a transfer/processor has an annual average source separated organic content recovery rate lower than the rate required in paragraph 1 of this definition for two (2) consecutive reporting periods, or three (3) reporting periods within three (3) years, the facility shall not qualify as a "designated source separated organic waste facility."
(b) The facility is a "composting operation" or "composting facility" as defined in 14 CCR Section 18815.2(a)(13), that pursuant to the reports submitted under 14 CCR Section 18815.7 demonstrates that the percent of the material removed for landfill disposal that is organic waste is less than the percent specified in 14 CCR Section 17409.5.8(c)(2) or 17409.5.8(c)(3), whichever is applicable, and, if applicable, complies with the digestate handling requirements specified in 14 CCR Section 17896.5.
(1) If the percent of the material removed for landfill disposal that is organic waste is more than the percent specified in 14 CCR Section 17409.5.8(c)(2) or 17409.5.8(c)(3), for two (2) consecutive reporting periods, or three (3) reporting periods within three (3) years, the facility shall not qualify as a "designated source separated organic waste facility." For the purposes of this ordinance, the reporting periods shall be consistent with those defined in 14 CCR Section 18815.2(a) (49).
"Designee" means an entity that the City contracts with or otherwise arranges to carry out any of the City's responsibilities of this ordinance as authorized in 14 CCR Section 18981.2. A Designee may be a government entity, a hauler, a private entity, or a combination of those entities. "Edible food" means food intended for human consumption, or as otherwise defined in 14 CCR Section 18982(a) (18). For the purposes of this ordinance or as otherwise defined in 14 CCR Section 18982(a) (18), "edible food" is not solid waste if it is recovered and not discarded. Nothing in this ordinance or in 14 CCR, Division 7, Chapter 12 requires or authorizes the recovery of edible food that does not meet the food safety requirements of the California Retail Food Code.
"Enforcement action" means an action of the City, or its designee to address non-compliance with this ordinance including, but not limited to, issuing administrative citations, fines, penalties, or using other remedies. "Excluded waste" means hazardous substance, hazardous waste, infectious waste, designated waste, volatile, corrosive, medical waste, infectious, regulated radioactive waste, and toxic substances or material that facility operator(s), which receive materials from the City and its generators, reasonably believe(s) would, as a result of or upon acceptance, transfer, processing, or disposal, be a violation of local, state, or federal law, regulation, or ordinance, including: land use restrictions or conditions, waste that cannot be disposed of in Class III landfills or accepted at the facility by permit conditions, waste in City, or its designee's reasonable opinion would present a significant risk to human health or the environment, cause a nuisance or otherwise create or expose the City or its designee, to potential liability; but not including de minimis volumes or concentrations of waste of a type and amount normally found in single-family or multi-family solid waste after implementation of programs for the safe collection, processing, recycling, treatment, and disposal of batteries and paint in compliance with Sections 41500 and 41802 of the California Public Resources Code. "Food distributor" means a company that distributes food to entities including, but not limited to, supermarkets and grocery stores, or as otherwise defined in 14 CCR Section 18982(a)(22).
"Food facility" has the same meaning as in Section 113789 of the Health and Safety Code.
"Food recovery" means actions to collect and distribute food for human consumption that otherwise would be disposed, or as otherwise defined in 14 CCR Section 18982(a) (24).
"Food recovery organization" means an entity that engages in the collection or receipt of edible food from commercial edible food generators and distributes that edible food to the public for food recovery either directly or through other entities or as otherwise defined in 14 CCR Section 18982(a)(25), including, but not limited to:
(a) A food bank as defined in Section 113783 of the Health and Safety Code;
(b) A nonprofit charitable organization as defined in Section 113841 of the Health and Safety code; and,
(c) A nonprofit charitable temporary food facility as defined in Section 113842 of the Health and Safety Code.
A food recovery organization is not a commercial edible food generator for the purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12 pursuant to 14 CCR Section 18982(a)(7).
If the definition in 14 CCR Section 18982(a) (25) for food recovery organization differs from this definition, the definition in 14 CCR Section 18982(a) (25) shall apply to this ordinance.
"Food recovery service" means a person or entity that collects and transports edible food from a commercial edible food generator to a food recovery organization or other entities for food recovery, or as otherwise defined in 14 CCR Section 18982(a)(26). A food recovery service is not a commercial edible food generator for the purposes of this chapter and implementation of 14 CCR, Division 7, Chapter 12 pursuant to 14 CCR Section 18982(a)(7). "Food scraps" means all food such as, but not limited to, fruits, vegetables, meat, poultry, seafood, shellfish, bones, rice, beans, pasta, bread, cheese, and eggshells. Food scraps excludes fats, oils, and grease when such materials are source separated from other food scraps.
"Food service provider" means an entity primarily engaged in providing food services to institutional, governmental, commercial, or industrial locations of others based on contractual arrangements with these types of organizations, or as otherwise defined in 14 CCR Section 18982(a)(27). "Food-soiled paper" is compostable paper material that has come in contact with food or liquid, such as, but not limited to, compostable paper plates, paper coffee cups, napkins, pizza boxes, and milk cartons.
"Food waste" means food scraps, food-soiled paper, and compostable plastics. "Gray container" has the same meaning as in 14 CCR Section 18982.2(a) (28) and shall be used for the purpose of storage and collection of gray container waste.
"Gray container waste" means solid waste that is collected in a gray container that is part of a two-container or three-container organic waste collection service that prohibits the placement of organic waste in the gray container as specified in 14 CCR Sections 18984.1(a) and (b), or as otherwise defined in 14 CCR Section 17402(a)(6.5).
"Green container" has the same meaning as in 14 CCR Section 18982.2(a) (29) and shall be used for the purpose of storage and collection of source separated green container organic waste.
"Grocery store" means a store primarily engaged in the retail sale of canned food; dry goods; fresh fruits and vegetables; fresh meats, fish, and poultry; and any area that is not separately owned within the store where the food is prepared and served, including a bakery, deli, and meat and seafood departments, or as otherwise defined in 14 CCR Section 18982(a) (30). "Hauler route" means the designated itinerary or sequence of stops for each segment of the City's collection service area, or as otherwise defined in 14 CCR Section 18982(a) (31.5).
"High diversion organic waste processing facility" means a facility that is incompliance with the reporting requirements of 14 CCR Section 18815.5(d) and meets or exceeds an annual average mixed waste organic content recovery rate of fifty (50) percent between January 1, 2022 and December 31, 2024, and 75 percent after January 1, 2025, as calculated pursuant to 14 CCR Section 18815.5(e) for organic waste received from the "mixed waste organic collection stream" as defined in 14 CCR Section 17402(a)(11.5);or, as otherwise defined in 14 CCR Section 18982(a)(33). "Inspection" means a site visit where the City, or its designee reviews records, containers, and an entity's collection, handling, recycling, or landfill disposal of organic waste or edible food handling to determine if the entity is complying with requirements set forth in this ordinance, or as otherwise defined in 14 CCR Section 18982(a)(35).
"Large event" means an event, including, but not limited to, a sporting event or a flea market, that charges an admission price, or is operated by a local agency, and serves an average of more than two thousand (2,000) individuals per day of operation of the event, at a location that includes, but is not limited to, a public, nonprofit, or privately owned park, parking lot, golf course, street system, or other open space when being used for an event.
If the definition in 14 CCR Section 18982(a) (38) differs from this definition, the definition in 14 CCR Section 18982(a) (38) shall apply to this ordinance. "Large venue" means a permanent venue facility that annually seats or serves an average of more than two thousand (2,000) individuals within the grounds of the facility per day of operation of the venue facility. For purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12, a venue facility includes, but is not limited to, a public, nonprofit, or privately owned or operated stadium, amphitheater, arena, hall, amusement park, conference or civic center, zoo, aquarium, airport, racetrack, horse track, performing arts center, fairground, museum, theater, or other public attraction facility. For purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12, a site under common ownership or control that includes more than one large venue that is contiguous with other large venues in the site, is a single large venue. If the definition in 14 CCR Section 18982(a) (39) differs from this definition, the definition in 14 CCR Section 18982(a) (39) shall apply to this ordinance.
"Local education agency" means a school district, charter school, or county office of education that is not subject to the control of City or county regulations related to solid waste, or as otherwise defined in 14 CCR Section 18982(a)(40).
"Multi-family residential dwelling" or "multi-family" means of, from, or pertaining to residential premises with five (5) or more dwelling units. Any building, structure, lot or real property parcel containing two (2) or more residential dwelling units which the City Manager determines must receive solid waste handling services through the use of a shared bin(s) as such units may not reasonably receive individualized solid waste handling services through the use of carts or resident provided containers. Multifamily premises do not include hotels, motels, or other transient occupancy facilities, which are considered commercial businesses.
The foregoing notwithstanding, residential dwelling units which are part of a "planned development" as the term is defined under Section 1351 of the California Civil Code shall not be considered multifamily premises but instead shall be considered residential premises. For purposes of illustration, "multifamily premises" include but are not necessarily limited to any apartment building or apartment structure containing five (5) or more residential units; or any single, exclusively residential high-rise/mid-rise building or structure. For purposes of this chapter, "multifamily premises" do not include "mixed used developments" as defined under § 9-1.202 of this code or any residential portion of a "mixed used development." "MWELO" refers to the Model Water Efficient Landscape Ordinance (MWELO), 23 CCR, Division 2, Chapter 2.7.
"Non-compostable paper" includes, but is not limited to, paper that is coated in a plastic material that will not breakdown in the composting process, or as otherwise defined in 14 CCR Section 18982(a)(41).
"Non-local entity" means the following entities that are not subject to the City's enforcement authority, or as otherwise defined in 14 CCR Section 18982(a)(42):
(a) Special district(s) located within the boundaries of the City; (b) Federal facilities, including any military installations, located within the boundaries of the City;
(c) Prison(s) located within the boundaries of the City; (d) Facilities operated by the state park system located within the boundaries of the City;
(e) Public universities (including community colleges) located within the boundaries of the City;
(f) County fairgrounds located within the boundaries of the City; (g) State agencies located within the boundaries of the City. "Non-organic recyclables" means non-putrescible and non-hazardous recyclable wastes including, but not limited to, bottles, cans, metals, plastics and glass, or as otherwise defined in 14 CCR Section 18982(a)(43). "Notice of violation (NOV)" means a notice that a violation has occurred that includes a compliance date to avoid an action to seek penalties, or as otherwise defined in 14 CCR Section 18982(a)(45) or further explained in 14 CCR Section 18995.4.
"Organic waste" means solid wastes containing material originated from living organisms and their metabolic waste products, including, but not limited to, food, green material, landscape and pruning waste, organic textiles and carpets, lumber, wood, paper products, printing and writing paper, manure, biosolids, digestate, and sludges or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are as defined by 14 CCR Section 18982(a).
"Organic waste generator" means a person or entity that is responsible for the initial creation of organic waste, or as otherwise defined in 14 CCR Section 18982(a)(48).
"Paper products" include, but are not limited to, paper janitorial supplies, cartons, wrapping, packaging, file folders, hanging files, corrugated boxes, tissue, and toweling, or as otherwise defined in 14 CCR Section 18982(a)(51). "Printing and writing papers" include, but are not limited to, copy, xerographic, watermark, cotton fiber, offset, forms, computer printout paper, white wove envelopes, manila envelopes, book paper, note pads, writing tablets, newsprint, and other uncoated writing papers, posters, index cards, calendars, brochures, reports, magazines, and publications, or as otherwise defined in 14 CCR Section 18982(a)(54).
"Prohibited container contaminants"
(a) Three Container Collection Service: "Prohibited container contaminants" means the following: (i) discarded materials placed in the blue container that are not identified as acceptable source separated recyclable materials for the City's blue container; (ii) discarded materials placed in the green container that are not identified as acceptable source separated green container organic waste for the City's green container; (iii) discarded materials placed in the gray container that are acceptable source separated recyclable materials and/or source separated green container organic wastes to be placed in City's green container and/or blue container; and, (iv) excluded waste placed in any container. (b) Two Container Collection Service: "Prohibited container contaminants" means the following: (i) discarded materials placed in a green container that are not identified as acceptable source separated green container organic waste for the City's green container; (ii) discarded materials placed in the gray container that are identified as acceptable source separated green container organic waste, which are to be separately collected in City's green container; and, (iii) excluded waste placed in any container.
"Recovered organic waste products" means products made from California, landfill-diverted recovered organic waste processed in a permitted or otherwise authorized facility, or as otherwise defined in 14 CCR Section 18982(a)(60).
"Recovery" means any activity or process described in 14 CCR Section 18983.1(b), or as otherwise defined in 14 CCR Section 18982(a) (49). "Recycled-content paper" means paper products and printing and writing paper that consists of at least thirty (30) percent, by fiber weight, postconsumer fiber, or as otherwise defined in 14 CCR Section 18982(a)(61). "Regional agency" means regional agency as defined in Public Resources Code Section 40181.
"Regional or County Agency Enforcement Official" means a regional or county agency enforcement official, which the City may designate with responsibility for enforcing the ordinance in conjunction or consultation with the City's Enforcement Official.
"Remote monitoring" means the use of the internet of things (IoT) and/or wireless electronic devices to visualize the contents of blue containers, green containers and gray containers for purposes of identifying the quantity of materials in containers (level of fill) and/or presence of prohibited container contaminants.
"Renewable gas" means gas derived from organic waste that has been diverted from a California landfill and processed at an in-vessel digestion facility that is permitted or otherwise authorized by 14 CCR to recycle organic waste, or as otherwise defined in 14 CCR Section 18982(a)(62). "Restaurant" means an establishment primarily engaged in the retail sale of food and drinks for on-premises or immediate consumption, or as otherwise defined in 14 CCR Section 18982(a)(64).
"Route review" means a visual inspection of containers along a hauler route for the purpose of determining container contamination, and may include mechanical inspection methods such as the use of cameras, or as otherwise defined in 14 CCR Section 18982(a)(65).
"SB 1383" means Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the Health and Safety Code, and added Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the Public Resources Code, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants as amended, supplemented, superseded, and replaced from time to time. "SB 1383 regulations" or "SB 1383 regulatory" means or refers to, for the purposes of this chapter, the Short-Lived Climate Pollutants: Organic Waste Reduction regulations developed by CalRecycle and adopted in 2020 that created 14 CCR, Division 7, Chapter 12 and amended portions of regulations of 14 CCR and 27 CCR.
"Self-hauler" means a person, who hauls organic waste, C&D debris or recyclable material he or she has generated to another person, provided such hauling is undertaken through the use of the self-hauler's own equipment and employees. "Self-hauling" does not include the contracting or subcontracting of hauling services with any third party, including, but not limited to, any solid waste enterprise that is not franchised to perform any variety of solid waste handling services within the City of El Monte. Selfhauler also includes a person who back-hauls waste, or as otherwise defined in 14 CCR Section 18982(a) (66). Back-haul means generating and transporting organic waste to a destination owned and operated by the generator using the generator's own employees and equipment, or as otherwise defined in 14 CCR Section 18982(a)(66)(A).
"Single-family residential premises" means of, from, or pertaining to any residential premises with fewer than five (5) units. Any single building, structure, lot or real property parcel containing four (4) or fewer residential dwelling units, except to the extent the City Manager determines the residential dwelling units within such dwellings, buildings or structures must receive solid waste handling services through the use of a shared bin(s) as such units may not reasonably receive individualized solid waste handling services through the use of carts or resident-provided containers; or Each residential dwelling unit which is part of a "planned development" as the term is defined under Section 1351 of the California Civil Code; or any single-family residential dwelling unit attached to one or more single-family residential dwelling units by a common vertical wall(s), with each dwelling unit located on a separate lot; or any second unit/granny flat. A residential premises which either has been or is unlawfully used or improved with more than four (4) residential dwelling units shall not by virtue of this definition or such unlawful improvement become a commercial premises or a multifamily premises but shall remain residential premises.
"Solid waste" has the same meaning as defined in State Public Resources Code Section 40191, which defines solid waste as all putrescible and nonputrescible solid, semisolid, and liquid wastes, including garbage, trash, refuse, paper, rubbish, ashes, industrial wastes, demolition and construction wastes, abandoned vehicles and parts thereof, discarded home and industrial appliances, dewatered, treated, or chemically fixed sewage sludge which is not hazardous waste, manure, vegetable or animal solid and semi-solid wastes, and other discarded solid and semisolid wastes, with the exception that solid waste does not include any of the following wastes:
(a) Hazardous waste, as defined in the State Public Resources Code Section 40141.
(b) Radioactive waste regulated pursuant to the State Radiation Control Law (Chapter 8 (commencing with Section 114960) of Part 9 of Division 104 of the State Health and Safety Code).
(c) Medical waste regulated pursuant to the State Medical Waste Management Act (Part 14 (commencing with Section 117600) of Division 104 of the State Health and Safety Code). Untreated medical waste shall not be disposed of in a Solid Waste landfill, as defined in State Public Resources Code Section 40195.1. Medical waste that has been treated and deemed to be Solid Waste shall be regulated pursuant to Division 30 of the State Public Resources Code.
"Source separated" means materials, including commingled recyclable materials, that have been separated or kept separate from the solid waste stream, at the point of generation, for the purpose of additional sorting or processing those materials for recycling or reuse in order to return them to the economic mainstream in the form of raw material for new, reused, or reconstituted products, which meet the quality standards necessary to be used in the marketplace, or as otherwise defined in 14 CCR Section 17402.5(b)(4). For the purposes of the ordinance, source separated shall include separation of materials by the generator, property owner, property owner's employee, property manager, or property manager's employee into different containers for the purpose of collection such that source separated materials are separated from gray container waste/mixed waste or other solid waste for the purposes of collection and processing. "Source separated blue container organic waste" means source separated organic wastes that can be placed in a blue container that is limited to the collection of those organic wastes and non-organic recyclables as defined in Section 18982(a) (43), or as otherwise defined by Section 17402(a) (18.7).
"Source separated green container organic waste" means source separated organic waste that can be placed in a green container that is specifically intended for the separate collection of organic waste by the generator, excluding source separated blue container organic waste, carpets, noncompostable paper, and textiles. "Source separated recyclable materials" means source separated non-organic recyclables and source separated blue container organic waste. "Supermarket" means a full-line, self-service retail store with gross annual sales of two million dollars ($2,000,000), or more, and which sells a line of dry grocery, canned goods, or nonfood items and some perishable items, or as otherwise defined in 14 CCR Section 18982(a)(71).
"Tier One commercial edible food generator" means a commercial edible food generator that is one of the following:
(a) Supermarket.
(b) Grocery store with a total facility size equal to or greater than ten thousand (10,000) square feet.
(c) Food service provider.
(d) Food distributor.
(e) Wholesale food vendor.
If the definition in 14 CCR Section 18982(a) (73) of Tier one commercial edible food generator differs from this definition, the definition in 14 CCR Section 18982(a) (73) shall apply to this ordinance.
"Tier Two commercial edible food generator" means a commercial edible food generator that is one of the following:
(a) Restaurant with two hundred fifty (250) or more seats, or a total facility size equal to or greater than five thousand (5,000) square feet. (b) Hotel with an on-site food facility and two hundred (200) or more rooms. (c) Health facility with an on-site food facility and one hundred (100) or more beds.
(d) Large venue.
(e) Large event.
(f) A state agency with a cafeteria with two hundred fifty (250) or more seats or total cafeteria facility size equal to or greater than five thousand (5,000) square feet.
(g) A local education agency facility with an on-site food facility.
If the definition in 14 CCR Section 18982(a) (74) of Tier Two commercial edible food generator differs from this definition, the definition in 14 CCR Section 18982(a) (74) shall apply to this ordinance.
"Uncontainerized green waste and yard waste collection service" or "uncontainerized service" means a collection service that collects green waste and yard waste that is placed in a pile or bagged for collection on the street in front of a generator's house or place of business for collection and transport to a facility that recovers source separated organic waste, or as otherwise defined in 14 CCR Section 189852(a) (75).
"Wholesale food vendor" means a business or establishment engaged in the merchant wholesale distribution of food, where food (including fruits and vegetables) is received, shipped, stored, prepared for distribution to a retailer, warehouse, distributor, or other destination, or as otherwise defined in 14 CCR Section 189852(a)(76).
§ 6-2.404. MANDATORY ORGANIC WASTE DISPOSAL SINGLE-FAMILY GENERATORS.
(a) All Single-Family Organic Waste Generators:
(1) Shall be automatically enrolled in the City's three-container organic waste collection services with a minimum source separated recyclable materials service level of thirty-five (35) gallons per week and with a minimum source separated green container organic waste service level of thirty-five (35) gallons per week, approved by the Public Works Director. The City shall have the authority to change these minimum required levels of service over time. The City or its designee shall have the right to review the number, size, and location of a generator's containers to evaluate adequacy of capaCity provided for each type of collection service for proper separation of materials and containment of materials; and, generator shall adjust its service level for its collection services as requested by the City and/or its designee.
(2) Shall participate in the City's three-container system for source separated recyclable materials, source separated green container organic materials, and gray container waste collection services.
Generator participation in the collection programs requires that generators place source separated green container organic waste, including food waste, in the green container; source separated recyclable materials in the blue container; and gray container waste in the gray container. Generators shall not place materials designated for the gray container into the green container or blue container.
(3) Nothing in this section prohibits a generator from preventing or reducing waste generation, managing organic waste on site, and/or using a community composting site pursuant to 14 CCR Section 18984.9(c).
§ 6-2.405. MANDATORY ORGANIC WASTE DISPOSAL COMMERCIAL
GENERATORS.
Commercial businesses, which includes multi family residential dwellings, shall:
(a) Except commercial businesses that meet the self-hauler requirements of this chapter, be automatically enrolled in the City's two-container organic waste collection services and with a source separated green container organic waste service level of sixty-five (65) gallons, approved by the Public Works Director. The City or its designee shall have the authority to change the minimum required service levels over time. The commercial business' source separated green container organic waste service level must be sufficient for the amount of source separated green container organic waste generated by the commercial business. The City or its designee shall have the right to review the number, size, and location of a generator's containers and frequency of collection to evaluate adequacy of capaCity provided for each type of collection service for proper separation of materials and containment of materials; and, commercial business shall adjust its service level for its collection services as requested by the City. (b) Except for commercial businesses that meet the self-hauler requirements of this ordinance participate in and comply with the City's two-container (green container, and gray container) collection service by placing designated materials in designated containers as described below.
Generator shall place source separated green container organic waste, including food waste, in the green container; and gray container and blue container waste in the gray container. generators shall not place materials designated for the gray container into the green container. (c) Supply and allow access to adequate number, size, and location of collection containers with sufficient labels or colors (conforming with Sections (d)(1) and (d)(2) below), for employees, contractors, tenants and customers, consistent with City's blue container, green container, and gray container collection service.
(d) Excluding multi-family residential dwellings, provide containers for the collection of source separated green container organic waste, in all indoor and outdoor areas where disposal containers are provided for customers, for materials generated by that business. Such containers do not need to be provided in restrooms. If a commercial business does not generate any of the materials that would be collected in one type of container, then the business does not have to provide that particular container in all areas where disposal containers are provided for customers. Pursuant to 14 CCR Section 18984.9(b), the containers provided by the business shall have either:
(1) A body or lid that conforms with the container colors provided through the collection service provided by the franchised hauler, with either lids conforming to the color requirements or bodies conforming to the color requirements or both lids and bodies conforming to color requirements. A commercial business is not required to replace functional containers, including containers purchased prior to January 1, 2022, that do not comply with the requirements of the subsection prior to the end of the useful life of those containers, or prior to January 1, 2036, whichever comes first.
(2) Container labels that include language or graphic images or both indicating the primary material accepted and the primary materials prohibited in that container or containers with imprinted text or graphic images that indicate the primary materials accepted and primary materials prohibited in the container. Pursuant 14 CCR Section 18984.8, the container labels are required on new containers.
(e) Excluding multi-family residential dwellings, prohibit employees from placing materials in a container not designated for those materials per the City's organic waste, non-organic recyclables, and non-organic waste collection service to the extent practical through education, training, inspection, and/or other measures.
(f) Excluding multi-family residential dwellings, quarterly inspect and gray containers for contamination and inform employees if containers are contaminated and of the requirements to keep contaminants out of those containers pursuant to 14 CCR Section 18984.9(b) (3).
(g) Annually provide information to employees, contractors, tenants, and customers about organic waste recovery requirements and about proper sorting of source separated green container organic waste. (h) Provide education information before or within fourteen (14) days of occupation of the premises to new tenants that describes requirements to keep source separated green container organic waste separate from gray container waste (when applicable) and the location of containers and the rules governing their use at each property.
(i) Provide or arrange access for the City or its agent to their properties during all inspections conducted in accordance with Section 6-2.413 of this ordinance to confirm compliance with the requirements of this chapter. (j) Accommodate and cooperate with City's remote monitoring program for inspection of the contents of containers for prohibited container contaminants, which may be implemented at a later date, to evaluate generator's compliance with these regulations. The remote monitoring program shall involve installation of remote monitoring equipment on or in the blue containers, green containers, and gray containers, as applicable. (k) At commercial business' option and subject to any approval required from the City, implement a remote monitoring program for inspection of the contents of its blue containers, green containers, and gray containers, as applicable, for the purpose of monitoring the contents of containers to determine appropriate levels of service and to identify prohibited container contaminants. Generators may install remote monitoring devices on or in the blue containers, green containers, and gray containers, as applicable, subject to written notification to an approval by the City or its designee. (l) If a commercial business wants to self-haul, meet the self-hauler requirements in this chapter.
(m) Nothing in this section prohibits a generator from preventing or reducing waste generation, managing organic waste on site, or using a community composting site pursuant to 14 CCR Section 18984.9(c).
(n) Commercial businesses that are Tier One or Tier Two commercial edible food generators shall comply with food recovery requirements, pursuant to the provisions of this Code.
§ 6-2.406. WAIVERS FOR GENERATORS.
(a) De Minimis Waivers. The City may waive a commercial business' obligation (including multi-family residential dwellings) to comply with some or all of the organic waste requirements of this ordinance if the commercial business provides documentation that the business generates below a certain amount of organic waste material as described in Section 6-2.406(a)(2) below. Commercial businesses requesting a de minimis waiver shall:
(1) Submit an application specifying the services that they are requesting a waiver from and provide documentation as noted in Section 6-2.406(a)(2) below.
(2) Provide documentation that:
(i) The Commercial business' total solid waste collection service is less than two (2) cubic yards per week and organic waste subject to collection is less than in a gray container or green container comprises less than ten (10) gallons per week per applicable container of the business' total waste.
(iii) Notify the City if circumstances change such that commercial business's organic waste exceeds threshold required for waiver, in which case waiver will be rescinded.
(iv) Provide written verification of eligibility for de minimis waiver every five (5) years, if the City has approved de minimis waiver.
(b) Physical Space Waivers: The City may waive a commercial business' or property owner's obligations (including multi-family residential dwellings) to comply with some or all of the organic waste collection service requirements if the City has evidence from the hauler, licensed architect, or licensed engineer demonstrating that the premises lacks adequate space for the collection containers required for compliance with the organic waste collection requirements of this section.
(1) Commercial business or property owner may request a physical space waiver through the following process:
(i) Submit an application form specifying the type(s) of collection services for which they are requesting a compliance waiver. (ii) Provide documentation that the premises lacks adequate space for green containers including documentation from its hauler, licensed architect, or licensed engineer.
(iii) Provide written verification to the City that it is still eligible for physical space waiver every five (5) years, if the City has approved application for a physical space waiver.
§ 6-2.407. REQUIREMENTS FOR COMMERCIAL EDIBLE FOOD GENERATORS. (a) Tier One commercial edible food generators and Tier Two commercial edible food generators must comply with the requirements of this Section 6-
2.407, pursuant to 14 CCR Section 18991.3.
(b) Large venue or large event operators not providing food services, but allowing for food to be provided by others shall require food facilities operating at the large venue or large event to comply with the requirements of this section.
(c) Commercial edible food generators shall comply with the following requirements:
(1) Arrange to recover the maximum amount of edible food that would otherwise be disposed.
(2) Contract with or enter into a written agreement with food recovery organizations or food recovery services for: (i) the collection of edible food for food recovery; or, (ii) acceptance of the edible food that the commercial edible food generator self-hauls to the food recovery organization for food recovery.
(3) Shall not intentionally spoil edible food that is capable of being recovered by a food recovery organization or a food recovery service.
(4) Allow the City's designated enforcement entity or designated third party enforcement entity to access the premises and review records pursuant to 14 CCR Section 18991.4.
(5) Keep records that include the following information, or as otherwise specified in 14 CCR Section 18991.4:
(i) A list of each food recovery service or organization that collects or receives its edible food pursuant to a contract or written agreement established under 14 CCR Section
18991.3(b).
(ii) A copy of all contracts or written agreements established under 14 CCR Section 18991.3(b).
(iii) A record of the following information for each of those food recovery services or food recovery organizations:
• The name, address and contact information of the food recovery service or food recovery organization.
• The types of food that will be collected by or self-hauled to the food recovery service or food recovery
organization.
• The established frequency that food will be collected or self-hauled.
• The quantity of food, measured in pounds recovered
per month, collected or self-hauled to a food recovery
service or food recovery organization for food recovery. (6) No later than February 1st of each year, Tier One commercial edible food generators and Tier Two commercial edible food generators, shall provide an annual food recovery report to the City that includes all records required in this chapter. In addition, please include the amount and type of edible food that was not accepted by food recover organizations or services for donation.
(d) Nothing in this chapter shall be construed to limit or conflict with the protections provided by the California Good Samaritan Food Donation Act of 2017, the Federal Good Samaritan Act, or share table and school food donation guidance pursuant to Senate Bill 557 of 2017 (approved by the Governor of the State of California on September 25, 2017, which added Article 13 [commencing with Section 49580] to Chapter 9 of Part 27 of Division 4 of Title 2 of the Education Code, and to amend Section 114079 of the Health and Safety Code, relating to food safety, as amended, supplemented, superseded and replaced from time to time). § 6-2.408. REQUIREMENTS FOR FOOD RECOVERY ORGANIZATIONS AND SERVICES.
(a) Food recovery services collecting or receiving edible food directly from commercial edible food generators, via a contract or written agreement established under 14 CCR Section 18991.3(b),shall maintain the following records, or as otherwise specified by 14 CCR Section 18991.5(a)(1):
(1) The name, address, and contact information for each commercial edible food generator from which the service collects edible food. (2) The quantity in pounds of edible food collected from each commercial edible food generator per month.
(3) The quantity in pounds of edible food transported to each food recovery organization per month.
(4) The name, address, and contact information for each food recovery organization that the food recovery service transport edible food to for food recovery.
(b) Food recovery organizations collecting or receiving edible food directly from commercial edible food generators, via a contract or written agreement established under 14 CCR Section 18991.3(b),shall maintain the following records, or as otherwise specified by 14 CCR Section 18991.5(a)(2):
(1) The name, address, and contact information for each commercial edible food generator from which the organization receives edible food.
(2) The quantity in pounds of edible food received from each commercial edible food generator per month.
(3) The name, address, and contact information for each food recovery service that the organization receives edible food from for food recovery.
(c) Food recovery organizations and food recovery services shall inform generators about California and Federal Good Samaritan Food Donation Act protection in written communications, such as in their contract or agreement established under 14 CCR Section 18991.3(b).
(d) Food recovery organizations and food recovery services that have their primary address physically located in the City and contract with or have written agreements with one or more commercial edible food generators pursuant to 14 CCR Section 18991.3(b) shall report to the City it is located in the total pounds of edible food recovered and the amount and type of edible food not accepted by food recovery organizations and food recovery services in the previous calendar year from the Tier One and Tier Two commercial edible food generators they have established a contract or written agreement with pursuant to 14 CCR Section 18991.3(b) no later than each February 1st .
(e) Food Recovery CapaCity Planning.
(1) Food Recovery Services and Food Recovery Organizations. In order to support edible food recovery capaCity planning assessments or other studies conducted by the county, City, special district that provides solid waste collection services, or its designated entity, food recovery services and food recovery organizations operating in the City shall provide information and consultation to the City, upon request, regarding existing, or proposed new or expanded, food recovery capaCity that could be accessed by the City and its commercial edible food generators. A food recovery service or food recovery organization contacted by the City shall respond to such request for information within sixty (60) days, unless a shorter timeframe is otherwise specified by the City.
§ 6-2.409. GENERAL REQUIREMENTS FOR HAULERS AND FACILITY OPERATORS.
(a) Exclusive franchised hauler providing residential, commercial, or industrial organic waste collection services to generators within the City's boundaries shall meet the following requirements and standards as a condition of approval of a contract, agreement, or other authorization with the City to collect organic waste:
(1) Through written notice to the City annually on or before January 31st, identify the facilities to which they will transport organic waste including facilities for source separated recyclable materials, source separated green container organic waste and mixed waste. (2) Transport source separated recyclable materials, source separated green container organic waste and mixed waste to a facility, operation, activity, or property that recovers organic waste as defined in 14 CCR, Division 7, Chapter 12, Article 2.
(b) Exclusive franchised hauler's authorization to collect organic waste shall comply with education, equipment, signage, container labeling, container color, contamination monitoring, reporting, and other requirements contained within its franchise agreement, permit, license or other agreement entered into with the City.
§ 6-2.410. REQUIREMENTS FOR FACILITY OPERATORS AND COMMUNITY COMPOSTING OPERATIONS.
(a) Owners of facilities, operations, and activities that recover organic waste, including, but not limited to, compost facilities, in-vessel digestion facilities, and publicly-owned treatment works shall, upon the City's request, provide information regarding available and potential new or expanded capaCity at their facilities, operations, and activities, including information about throughput and permitted capaCity necessary for planning purposes.
Entities contacted by the City shall respond within sixty (60) days. (b) Community composting operators, upon the City's request, shall provide information to the City to support organic waste capaCity planning, including, but not limited to, an estimate of the amount of organic waste anticipated to be handled at the community composting operation. Entities contacted by the City shall respond within sixty (60) days. § 6-2.411. GENERAL SELF-HAULER REQUIREMENTS.
(a) All self-haulers shall source separate all recyclable materials and organic waste (materials that City otherwise requires generators to separate for collection in the City's organics and recycling collection program) generated on-site from solid waste in a manner consistent with 14 CCR Sections 18984.1 and 18984.2, or shall haul organic waste to a high diversion organic waste processing facility as specified in 14 CCR Section 18984.3. (b) Self-haulers shall haul their source separated recyclable materials to a facility that recovers those materials; and haul their source separated green container organic waste to a solid waste facility, operation, activity, or property that processes or recovers source separated organic waste.
Alternatively, self-haulers may haul organic waste to a high diversion organic waste processing facility.
(c) Self-haulers that are commercial businesses (including multi-family residential dwellings) shall keep a record of the amount of organic waste delivered to each solid waste facility, operation, activity, or property that processes or recovers organic waste; this record shall be subject to inspection by the City. The records shall include the following information:
(1) Delivery receipts and weight tickets from the entity accepting the waste.
(2) The amount of material in cubic yards or tons transported by the generator to each entity.
(3) If the material is transported to an entity that does not have scales on-site, or employs scales incapable of weighing the self-hauler's vehicle in a manner that allows it to determine the weight of materials received, the self-hauler is not required to record the weight of material but shall keep a record of the entities that received the organic waste.
(d) Self-haulers that are commercial businesses (including multi-family selfhaulers) shall provide information collected in this section to the City each quarter. The due date shall be thirty (30) days after the end of each quarter. (e) A residential organic waste generator that self-hauls organic waste is not required to record or report information in this section. § 6-2.412. COMPLIANCE WITH CALGREEN RECYCLING REQUIREMENTS. (a) Persons applying for a permit from the City for new construction and building additions and alternations shall comply with the requirements of this section and all required components of the California Green Building Standards Code, 24 CCR, Part 11, known as CALGreen, as amended, if its project is covered by the scope of CALGreen or more stringent requirements of the City. If the requirements of CALGreen are more stringent than the requirements of this section, the CALGreen requirements shall apply. Project applicants shall refer to City's building and/or planning code for complete CALGreen requirements.
(b) For projects covered by CALGreen or more stringent requirements of the City, the applicants must, as a condition of the City's permit approval, comply with the following:
(1) Where five (5) or more multi-family dwelling units are constructed on a building site, provide readily accessible areas that serve occupants of all buildings on the site and are identified for the storage and collection of blue container and green container materials, consistent with the three- or two-container collection program offered by the City, or comply with provision of adequate space for recycling for multi-family and commercial premises pursuant to Sections 4.408.1,
4.410.2, 5.408.1, and 5.410.1 of the California Green Building Standards Code, 24 CCR, Part 11 as amended provided amended requirements are more stringent than the CALGreen requirements for adequate recycling space.
(2) New commercial construction or additions resulting in more than thirty (30) percent of the floor area shall provide readily accessible areas identified for the storage and collection of Blue Containers and Green Container materials, consistent with the three-, three-plus, or two-container collection program offered by the City, or shall comply with provision of adequate space for recycling for multi-family and commercial premises pursuant to Sections 4.408.1, 4.410.2,
5.408.1, and 5.410.1 of the California Green Building Standards Code, 24 CCR, Part 11 as amended provided amended
requirements are more stringent than the CALGreen requirements for adequate recycling space.
(3) Comply with CALGreen requirements and applicable law related to management of C&D, including diversion of organic waste in C&D from disposal. Comply with the City's Municipal Code, the City’s C&D ordinance, and all written and published City policies and/or administrative guidelines regarding the collection, recycling, diversion, tracking, and/or reporting of C&D.
§ 6-2.413. INSPECTIONS AND INVESTIGATIONS BY THE CITY.
(a) City representatives and/or its designated entity, including designees are authorized to conduct inspections and investigations, at random or otherwise, of any collection container, collection vehicle loads, or transfer, processing, or disposal facility for materials collected from generators, or source separated materials to confirm compliance with this ordinance by organic waste generators, commercial businesses (including multi-family residential dwellings), property owners, commercial edible food generators, haulers, self-haulers, food recovery services, and food recovery organizations, subject to applicable laws. This section does not allow City to enter the interior of a private residential property for inspection. For the purposes of inspecting commercial business containers for compliance with this chapter, City may conduct container inspections for prohibited container contaminants using remote monitoring, and commercial businesses shall accommodate and cooperate with the remote monitoring pursuant to this chapter.
(b) Regulated entity shall provide or arrange for access during all inspections (with the exception of residential property interiors) and shall cooperate with the City's employee or its designated entity/designee during such inspections and investigations. Such inspections and investigations may include confirmation of proper placement of materials in containers, edible food recovery activities, records, or any other requirement of this chapter described herein. Failure to provide or arrange for: (i) access to an entity's premises; (ii) installation and operation of remote monitoring equipment; or (ii) access to records for any inspection or investigation is a violation of this chapter and may result in penalties described.
(1) Any records obtained by the City during its inspections, remote monitoring, and other reviews shall be subject to the requirements and applicable disclosure exemptions of the Public Records Act as set forth in Government Code Section 6250 et seq.
(2) City representatives, its designated entity, and/or designee are authorized to conduct any inspections, remote monitoring, or other investigations as reasonably necessary to further the goals of this ordinance, subject to applicable laws.
(3) The City shall receive written complaints from persons regarding an entity that may be potentially non-compliant with SB 1383 regulations, including receipt of anonymous complaints. § 6-2.414. ENFORCEMENT.
(a) Violation of any provision of this ordinance shall constitute grounds for issuance of a notice of violation and assessment of a fine by a City Enforcement Official or representative. Enforcement actions under this ordinance are issuance of an administrative citation and assessment of a fine. The City's procedures on imposition of administrative fines are hereby incorporated in their entirety, as modified from time to time, and shall govern the imposition, enforcement, collection, and review of administrative citations issued to enforce this ordinance and any rule or regulation adopted pursuant to this ordinance, except as otherwise indicated in this ordinance. (b) Other remedies allowed by law may be used, including civil action or prosecution as misdemeanor or infraction. The City may pursue civil actions in the California courts to seek recovery of unpaid administrative citations.
The City may choose to delay court action until such time as a sufficiently large number of violations, or cumulative size of violations exist such that court action is a reasonable use of City staff and resources. (c) Responsible Entity for Enforcement.
(1) Enforcement pursuant to this ordinance may be undertaken by the City's Enforcement Official, which may be the City manager or their designated entity, legal counsel, or combination thereof. (2) Enforcement may also be undertaken by a Regional or County Agency Enforcement Official, designated by the City, in consultation with the City Enforcement Official.
(i) City Enforcement Official(s) will interpret ordinance; determine the applicability of waivers, if violation(s) have occurred; implement enforcement actions; and, determine if compliance standards are met.
(ii) City Enforcement Official(s) may issue notices of violation(s). (d) Process for Enforcement.
(1) City Enforcement Officials and/or their designee will monitor compliance with the ordinance randomly and through compliance reviews, route reviews, investigation of complaints, and an inspection program (that may include remote monitoring). This chapter establishes City's right to conduct inspections and investigations.
(2) The City may issue an official notification to notify regulated entities of its obligations under the ordinance.
(3) For jurisdictions assessing contamination processing fees/penalties.
For incidences of prohibited container contaminants found in containers, the City and/or designee will issue a notice of violation to any generator found to have prohibited container contaminants in a container. Such notice will be provided via a cart tag or other communication immediately upon identification of the prohibited container contaminants or within fourteen (14) days after determining that a violation has occurred. If the City and/or their designee observes prohibited container contaminants in a generator's containers on more than three (3) consecutive occasion(s), the City and/or their designee may assess contamination processing fees or contamination penalties on the generator.
(4) With the exception of violations of generator contamination of container contents addressed under this chapter, the City and/or their designee shall issue a notice of violation requiring compliance within 60 days of issuance of the notice.
(5) Absent compliance by the respondent within the deadline set forth in the notice of violation, the Code Enforcement Official(s) and/or their designee shall commence an action to impose penalties, via an administrative citation and fine, pursuant to the City's Municipal Code.
(6) Notices shall be sent to "owner" at the official address of the owner maintained by the tax collector for the City or if no such address is available, to the owner at the address of the dwelling or commercial property or to the party responsible for paying for the collection services, depending upon available information
(e) Penalty Amounts for Types of Violations. The penalty levels are as follows:
(1) For a first violation, the amount of the base penalty shall not exceed one hundred dollars ($100.00) per violation.
(2) For a second violation, the amount of the base penalty shall not exceed two hundred dollars ($200.00) per violation.
(3) For a third or subsequent violation, the amount of the base penalty shall not exceed five hundred dollars ($500.00) per violation. (f) Factors Considered in Determining Penalty Amount.
(1) The nature, circumstances, and severity of the violation(s). (2) The violator's ability to pay.
(3) The willfulness of the violator's misconduct.
(4) Whether the violator took measures to avoid or mitigate violations of this chapter.
(5) Evidence of any economic benefit resulting from the violation(s). (6) The deterrent effect of the penalty on the violator. (7) Whether the violation(s) were due to conditions outside the control of the violator.
(g) Compliance Deadline Extension Considerations.
(1) The City may extend the compliance deadlines set forth in a notice of violation issued in accordance with this chapter if it finds that there are extenuating circumstances beyond the control of the respondent that make compliance within the deadlines impracticable, including the following:
(i) Acts of God such as earthquakes, wildfires, flooding, and other emergencies or natural disasters;
(ii) Delays in obtaining discretionary permits or other government agency approvals; or,
(iii) Deficiencies in organic waste recycling infrastructure or edible food recovery capaCity and the City is under a corrective action plan with CalRecycle pursuant to 14 CCR Section
18996.2 due to those deficiencies.
(h) Appeals Process.
(1) Persons receiving an administrative citation containing a penalty for an uncorrected violation may request a hearing to appeal the citation.
A hearing will be held only if it is requested within the time prescribed and consistent with the City's procedures in the City's codes for appeals of administrative citations. Evidence may be presented at the hearing. The City will appoint a hearing officer who shall conduct the hearing and issue a final written order.
(i) Education Period for Non-Compliance.
(1) Beginning January 1, 2022 and through December 31, 2023, the City will conduct inspections, remote monitoring, route reviews or waste evaluations, and compliance reviews, depending upon the type of regulated entity, to determine compliance, and if the City determines that organic waste generator, self-hauler, hauler, Tier One commercial edible food generator, food recovery organization, food recovery service, or other entity is not in compliance, it shall provide educational materials to the entity describing its obligations under this chapter and a notice that compliance is required by June 1, 2022, and that violations may be subject to administrative civil penalties starting on January 1, 2024.
(j) Civil Penalties for Non-Compliance.
(1) Beginning January 1, 2024, if the City determines that an organic waste generator, self-hauler, hauler, Tier One or Tier Two commercial edible food generator, food recovery organization, food recovery service, or other entity is not in compliance with this ordinance, it shall document the noncompliance or violation, issue a notice of violation, and take enforcement action pursuant to this chapter, as needed.
SECTION 2. If any action, subsection, line, sentence, clause, phrase, or word of this Ordinance is for any reason held to be invalid or unconstitutional, either facially or as applied, by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance, and each and every individual section, subsection, line, sentence, clause, phrase, or word without regard to any such decision.
SECTION 3. This ordinance shall take effect thirty (30) days after its adoption.
SECTION 4. The City Clerk shall certify the passage of this Ordinance and shall cause the same to be published or posted as prescribed by law.
APPROVED AND ADOPTED THIS ____ DAY OF MARCH 2026.
_______________________________
Eduardo Martinez, Mayor
ATTEST:
______________________________
Eduardo Sarmiento, City Clerk
APPROVED AS TO FORM:
____________________________
Andrew Sarega, Acting City Attorney
STATE OF CALIFORNIA, COUNTY OF LOS ANGELES, CITY OF HUNTINGTON PARK
I, Eduardo Sarmiento, City Clerk of the City of Huntington Park, County of Los Angeles, State of California, hereby certify that the foregoing Ordinance No. 2026-05 was introduced at a Regular Meeting of the City Council of the City of Huntington Park on the 24th day of February 2026 and was adopted by the City Council of the City of Huntington Park, signed by the Mayor and attested by the City Clerk at the Regular City Council Meeting held on the 10th day of March 2026 and that said Ordinance was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
The undersigned, City Clerk of the City of Huntington Park, does hereby attest and certify that the foregoing Ordinance is a true, full and correct copy of an ordinance duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof. _____________________________ Dated:
Eduardo Sarmiento, City Clerk
PUBLIC HEARING(S)
ITEM 1
CITY OF HUNTINGTON PARK
Community Development Department
City Council Agenda Report
March 10, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Honorable Mayor and Members of the City Council:
CONSIDERATION AND APPROVAL OF SUBSTANTIAL AMENDMENTS TO THE FY 2019-2020, 2024-2025, AND 2025-2026 ANNUAL ACTION PLAN (AAP) FOR
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY
DEVELOPMENT BLOCK GRANT CORONAVIRUS RESPONSE (CDBG-CV)
IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Conduct a Public Hearing
2. Approve a Resolution approving the substantial amendments to the fiscal years (FY) 2019-2020, 2024-2025, and 2025-2026 AAP to reprogram funds towards the Keller Park Improvement Project.
3. Authorize City Manager to execute all required documents for transmittal to the U.S. Department of Housing and Urban Development (HUD)
BACKGROUND
As an entitlement city, the City of Huntington Park (City) receives Community Development Block Grant (CDBG) funds annually from the U.S. Department of Housing and Urban Development (HUD) to carry out a wide range of community development activities that benefit low- and moderate-income residents. As a condition of receiving these federal funds, HUD regulations require the annual submission of an Action Plan outlining the proposed activities and projects to be funded.
On January 13, 2026, the City Council authorized staff to initiate the Substantial Amendment process to reprogram Community Development Block Grant (CDBG) and Community Development Block Grant Coronavirus (CDBG-CV) funds.
Annual Action Plan Substantial Amendments
March 10, 2026
PURPOSE/JUSTIFICATION OF RECOMMENDED ACTIONS
According to 24 CFR 91.505 and the City’s Citizen Participation Plan, the City may reprogram its current-year CDBG and CDBG-CV funds through a Substantial Amendment to the FY 2019-2020, 2024-2025 AAP and the 2025-2026 AAP.
The City is proposing to reprogram CDBG and CDBG-CV funds to support the Keller Park Improvement Project. The proposed reallocation will eliminate funding for the Commercial Façade Improvement Project and redirect those funds to Keller Park improvements.
The table below outlines the proposed revised funding allocations.
Fiscal Year Program Activity Allocation Net Change New Allocation 2019-2020
CDBG-CV: Not
programmed $ 318,823.09 $ (318,823.09) $ 0
2023-2024 CDBG: Not programmed $ 68,514.79 $ (68,514.79) $ 0 2024-2025 CDBG: Not programmed $ 261,679.56 $ (261,679.56) $ 0 2024-2025
CDBG: Commercial
Façade $ 137,565.75 $ (133,671.25) $ 3,894.50
2025-2026
CDBG: Commercial
Façade $ 358,114.00 $ (358,114.00) $ 0
2025-2026
CDBG-CV & CDBG:
Keller Park Improvement $ 0 $ 0 $ 1,140,802.69
Totals: $ 1,144,697.19 $ (1,140,802.69) $ 1,144,697.19
FY 2019-2020 AAP Substantial Amendment No. 5
This substantial amendment No. 5 to the City’s 2019-2020 AAP will allocate the City’s remaining balance of CV funds.
Substantial Amendment No. 5 to the 2019–2020 AAP proposes the following:
• Allocation of $318,823.09 in unprogrammed CDBG-CV funds to the Keller Park Improvement Project.
FY 2024-2025 AAP Substantial Amendment No. 1
Substantial Amendment No. 1 to the 2024–2026 AAP proposes the following:
• Allocation of $261,679.56 in unprogrammed CDBG funds to the Keller Park Improvement Project.
Annual Action Plan Substantial Amendments
March 10, 2026
• Elimination of the Commercial Façade Program and reallocation of $133,671.25 in funds to the Keller Park Improvement Project.
FY 2025-2026 AAP Substantial Amendment No. 1
Substantial Amendment No. 1 to the 2025–2026 AAP proposes the following:
• Elimination of the Commercial Façade Program and reallocation of $358,114 in funds to the Keller Park Improvement Project.
Public Comment
A public notice was made available that amendments to the FY 2019–2020, 2024–2025, and 2025–2026 Annual Action Plans are available for public review and comment for a 30-day period beginning February 5, 2026, and ending March 10, 2026. At the time of this report, no public comments were received.
LEGAL REQUIREMENT
Not applicable.
FISCAL IMPACT/FINANCING
The City’s proposed reallocation of CDBG funds as noted above will be reallocated to the Keller Park Improvement Project in the amount of $1,140,802.69.
CONCLUSION
Upon City Council approval, staff will proceed with the recommended actions and submit the approved Substantial Amendments to the Annual Action Plans to the U.S. Department of Housing and Urban Development (HUD).
Respectfully submitted,
RICARDO REYES
City Manager
Louis Morales, Director
Community & Economic Development
Annual Action Plan Substantial Amendments
March 10, 2026
ATTACHMENTS
Attachment A – Resolution approving the substantial amendments to the fiscal years (FY) 2019-2020, 2024-2025, and 2025-2026 AAP to reprogram funds towards the Keller Park Improvement Project.
RESOLUTION NO.
AUTHORIZING RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF HUNTINGTON
PARK, CALIFORNIA APPROVING THE
SUBSTANTIAL AMENDMENTS TO THE
FISCAL YEARS (FY) 2019-2020, 2024-2025,
AND 2025-2026 AAP TO REPROGRAM
FUNDS TOWARDS THE KELLER PARK
IMPROVEMENT PROJECT
WHEREAS, as an entitlement city, the City of Huntington Park (City) receives Community Development Block Grant (CDBG) funds annually from the U.S. Department of Housing and Urban Development (HUD) to carry out a wide range of community development activities that benefit low- and moderate-income residents. As a condition of receiving these federal funds, HUD regulations require the annual submission of an Action Plan outlining the proposed activities and projects to be funded; WHEREAS, according to 24 CFR 91.505 and the City’s Citizen Participation Plan, the City may reprogram its current-year CDBG and CDBG-CV funds through a Substantial Amendment to the FY 2019-2020, 2024-2025 AAP and the 2025-2026 AAP; WHEREAS, the City is proposing to reprogram CDBG and CDBG-CV funds to support the Keller Park Improvement Project. The proposed reallocation will eliminate funding for the Commercial Façade Improvement Project and redirect those funds to Keller Park Improvements;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HUNTINGTON
PARK, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. Reprogram CDBG and CDBG-CV funds to support the Keller Park Improvement Project in the amount of $1,140,802.69.
SECTION 2. The City Clerk shall certify the adoption of this Resolution.
PASSED, APPROVED AND ADOPTED this 10th day of March, 2026.
Eduardo Martinez
Mayor
ATTACHMENT ‘A’
ATTEST:
Eduardo Sarmiento
City Clerk
ORDINANCES AND RESOLUTIONS
ITEM 1
CITY OF HUNTINGTON PARK
Finance Department
City Council Agenda Report
March 10, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Dear Mayor and Members of the City Council:
CONSIDERATION AND APPROVAL TO TRANSFER CASH BALANCES FROM THE GENERAL FUND 111 TO THE GENERAL FUND RESERVE 115
IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Adopt a Resolution Authorizing the Finance Department to transfer $3,500,000 from the General Fund cash balance to the General Fund Contingency Reserve
BACKGROUND INFORMATION
The General Fund Reserve (Fund 115) was closed by the previous Director of Finance in FY 2018 and was reopened following action taken at the July 21, 2025, City Council meeting. Fund 115 provides the City with a dedicated mechanism to set aside resources for future needs while also generating interest income. Establishing and maintaining a general fund reserve serves as a financial safeguard by strengthening the City’s fiscal resilience, supporting the continuity of essential services, and helping to mitigate the impact of unexpected disruptions or cost increases on the public.
PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION
CONSIDERATION AND APPROVAL TO TRANSFER CASH BALANCES FROM THE GENERAL FUND 111 TO THE GENERAL FUND RESERVE 115
March 10, 2026
As part of the ATP Cycle 5 project, the City advanced significant costs because the project was structured as a reimbursement-based program. Due to the accumulation of multiple years of expenditures without interim reimbursements, the City received $3.5 million in reimbursed costs that were not originally anticipated in the FY 25/26 budget.
As part of the Finance Department’s policies and procedures adopted by Council in FY 2023, it established that the Director of Finance shall endeavor to maintain reserve levels at the following targets:
Transferring $3,500,000 in General Funds towards the General Fund Contingency reserves would allow the City to reach more than one third of the stated Contingency reserve minimums. Giving the City the ability to better adapt to any unforeseen events or emergencies.
FISCAL IMPACT
CONSIDERATION AND APPROVAL TO TRANSFER CASH BALANCES FROM THE GENERAL FUND 111 TO THE GENERAL FUND RESERVE 115
March 10, 2026
The General Fund Reserve currently has a cash balance of $468,680. If the proposed transfer is approved, the General Fund Reserve will receive an immediate cash transfer of $3,500,000, bringing the total General Fund Contingency Reserve balance to $3,968,680. Any future interest earnings generated by these funds will be allocated to the General Fund Reserve, further growing these contingency reserves.
CONCLUSION
Upon Council approval, staff will proceed with the recommended actions.
Respectfully submitted,
RICARDO REYES
City Manager
JEFF JONES
Director of Finance
ATTACHMENT(S)
A. Finance Department - Policy & Procedures – Adopted 2023 B. Resolution authorizing the Finance Department to transfer $3,500,000 from the General Fund cash balance to the General Fund Contingency Reserve
CITY OF
HUNTINGTON PARK
FINANCE DEPARTMENT
POLICY AND PROCEDURES
ATTACHMENT "A"
Finance Department
Policy and Procedures
Adopted 2023
Table of Contents
I. Finance Administration.................................................................................................4 Section I.A: Revisions to the Finance Policies and Procedures Manual..........................5 Section I.B: Authorized Signatures..................................................................................6 Section I.C: Financial Records Retention........................................................................7 II. Accounting .................................................................................................................15 Section II.A: Account Reconciliation..............................................................................16 Section II.B: Month-End Closing....................................................................................17 Section II.C: Year-End Closing......................................................................................18 Section II.D: Journal Vouchers ........................................................................................2 Section II.E: Interest Allocation........................................................................................3 Section II.F: Fixed Asset Accounting...............................................................................4 Section II.G: Grant Accounting ........................................................................................8 Section II.H: Financial Reporting ...................................................................................11 Section II.I: Reserve Policy............................................................................................12 Section II.J: Comprehensive Debt Policy.......................................................................13 III. Payroll.....................................................................................................................18 Section III.A: Uniform Payroll Processing Procedure ....................................................19 Section III.B: Off-Cycle Payroll Checks .........................................................................21 Section III.C: Time off Request Policy ...........................................................................22 Section III.D: Internal Payroll Processing Procedures ...................................................23 IV. Accounts Payable ...................................................................................................24 Section IV.A: Check Preparation ...................................................................................25 Section IV.B: EFT/ACH Payments ................................................................................26 Section IV.C: Pre-Issued Checks ..................................................................................27 Section IV.D: Void & Cancelled Checks ........................................................................28 Section IV.E: Interfund Transfers and Allocated Costs..................................................29 Section IV.F: Stale Dated Checks .................................................................................30 V. Purchasing..............................................................................................................32 Section V.A: Purchasing Manual ...................................................................................33 Section V.B: Sole Source ..............................................................................................37 Section V.C: Capital Projects Change Orders ...............................................................39 Section V.D: Capital Project Progress Payments ..........................................................40 Finance Department
Policy and Procedures
Adopted 2023
Section V.E: Capital Improvement Projects - Escrow Agreement for Security Deposits in Lieu of Contract Retention.............................................................................................41 Section V.F: Procedures for Compliance with the Davis Bacon Act and Other Federal State Requirements for Construction Projects...............................................................43 Section V.G: Procurement Standards for Federal Awards ............................................45 Section V.H: Credit Card Policy.....................................................................................54 VI. Travel Policy ...........................................................................................................59 Section VI.A: Attendance at Out-of-Town Conference and Seminars ...........................60 Section VI.B: Travel Policy ............................................................................................61 VII. Investment/Treasurer..............................................................................................68 Section VII.A: Investment ..............................................................................................69 Section VII.B: Segregation of Duties .............................................................................70 VIII. Revenue and Accounts Receivables ......................................................................71 Section VIII.A: Daily Closeout........................................................................................72 Section VIII.B: Revenue Collection................................................................................73 Section VIII.C: Accounts Receivable .............................................................................74 Section VIII.D: Electronic Fund Transfers......................................................................76 Section VIII.E: Insufficient Funds, Closed Accounts and Stopped Payments................77 Section VIII.F: Water Account Setup .............................................................................78 Section VIII.G: Water Rates ..........................................................................................79 Section VIII.H: Billing Frequency ...................................................................................80 Section VIII.I: Delinquency Reporting............................................................................81 Section VIII.J: Sewer Fees ............................................................................................82 Section VIII.K: Solid Waste Fees...................................................................................83 Section VIII.L: Late Fees and Penalties.........................................................................84 Section VIII.M: Utility User’s Tax ...................................................................................85 Section VIII.N: Transient Occupancy Taxes ..................................................................86 Section VIII.O: Senior and Disabled Citizens Discount..................................................87 IX. Budget ....................................................................................................................88 Section IX.A: Budget Adoption ......................................................................................89 Section IX.B: Annual Budget .........................................................................................90 Section IX.C: Budget Amendments ...............................................................................91 Section IX.D: Annual Appropriation Limit.......................................................................92 Finance Department
Policy and Procedures
Adopted 2023
I. Finance Administration
Finance Department
Policy and Procedures
Adopted 2023
Section I.A: Revisions to the Finance Policies and Procedures Manual Purpose: To provide procedures for revising the Finance Policies and Procedures Manual Policy: The Director of Finance will maintain and update the Finance Policy and Procedures Manual on a timely basis. Policies and procedures should be broad enough to minimize the number of minor revisions.
Procedure: As revisions are required or desirable, they shall be approved by the Director of Finance prior to becoming official. All persons affected by a revision shall receive a copy.
Finance Department
Policy and Procedures
Adopted 2023
Section I.B: Authorized Signatures
Purpose: To provide a list of those employees authorized to sign various forms/documents associated with the day-to-day operations of the City.
Policy: Department Heads may delegate their signature authority to an appropriate responsible employee within their departments. The designated employee must be in a management position.
Those persons authorized to sign Finance-related forms should be kept to a minimum in order to maintain effective budgetary control. Department Heads are the primary signatory and can have one assigned/back-up signatory to be used in cases of emergency and/or when the primary signatory is absent for an extended period of time (extended leaves of absence, or FMLA).
Department Heads absent for a day or two is not cause for an authorized designee signature. If a Department Head plans to be away for a short period of time, advanced arrangements should be made within the respective Department and with Finance to prevent delays and tardiness in the submittal of Finance forms.
Procedure:
1. All departments shall furnish the Finance Department with the name of the assigned/back-up signatory authorized to sign various documents. This notification should be in the form of a memo and sent to the Director of Finance for approval.
2. The memo should be signed by both the Department head and the authorized employee.
3. Department Heads may delete and change the assigned/back-up signatory by forwarding the name of the employee including the employee’s signature to Finance.
Finance Department
Policy and Procedures
Adopted 2023
Section I.C: Financial Records Retention
Purpose: To establish procedures to ensure that all financial records are maintained in accordance with legal and managerial requirements
Policy: All financial records will be retained in a manner which provides adherence to legal requirements. In addition to the retention of records required by law, any records which contain information that has been deemed to be of importance to City management will be reviewed annually with the goal of identifying how long reports or records should be retained.
Procedure:
All financial records of the City will be maintained according to Attachment A: Retention Schedule.
All records which are not specifically addressed in the aforementioned schedule will be destroyed with the information is no longer useful.
Any records which are scheduled for destruction must be approved by the Director of Finance prior to destruction.
Records which are categorized as permanent will be filmed on a consistent basis during the fiscal year. The Director of Finance or designee will be responsible for ensuring the process occurs.
The media will be selected by City Clerk’s Office.
Finance Department
Policy and Procedures
Adopted 2023
RETENTION SCHEDULE
Finance Department
Policy and Procedures
Adopted 2023
Finance Department
Policy and Procedures
Adopted 2023
Finance Department
Policy and Procedures
Adopted 2023
Finance Department
Policy and Procedures
Adopted 2023
Finance Department
Policy and Procedures
Adopted 2023
Finance Department
Policy and Procedures
Adopted 2023
Finance Department
Policy and Procedures
Adopted 2023
II. Accounting
Finance Department
Policy and Procedures
Adopted 2023
Section II.A: Account Reconciliation
Purpose: To ensure that general ledger cash and investment account balances are supported by independent bank prepared statements
Policy: All City checking and investment accounts shall be reconciled by the 15th of the succeeding month.
Procedure:
1. The accountants are responsible for preparing the monthly bank statement reconciliations on a monthly basis for all checking and investment accounts.
2. As necessary, the accountants are responsible for preparing journal entries to record any charges or credits that were not processed through the Accounts Payable or Accounts Receivable systems or other correcting items identified in the reconciliation process.
3. The accountants are responsible for seeing that each bank reconciliation is reviewed and approved by an appropriate Finance Department Manager/Supervisor who did not prepare the reconciliation.
Finance Department
Policy and Procedures
Adopted 2023
Section II.B: Month-End Closing
Purpose: To provide guidelines and controls for the routine close of the City’s books each month
Policy: The City’s books will be closed each month on the tenth (10th) working day of the following month. Analysis of all reports provided subsequence to close shall be completed to assure accuracy prior to distribution of reports to the various departments.
Procedure:
During the morning after the close, the trial balance shall be reviewed by the accountants to ensure that all funds are in balance and that the month’s entries have all been posted properly.
Should the review indicate any problems, the accountants will notify the Director of Finance.
The accountants will make sure that any adjusted entries are recorded in the subsequent month.
If the 10th working day close was not met, the Director of Finance and the Accountants will review the issues that caused the closing schedule to not be met and determine corrective actions to taken to prevent re-occurrence of those issues.
Finance Department
Policy and Procedures
Adopted 2023
Section II.C: Year-End Closing
Purpose: To provide guidelines and controls for the closing of the City’s books at each fiscal year end
Policy: The City’s books will be closed at the end of each fiscal year (June 30) in a timely manner, collecting and compiling the City’s financial data in conformity with GASB and GAAP. Several times, adjusting and accruals will be needed during audit based on auditors’ recommendations. In order to facilitate a timely audit for the year, the City’s preliminary year-end trial balance and detailed general ledgers should be provided to the auditors on or about September 30 of each year. The City’s goal is to have completed the basic financial statement audit by December 15 of each year.
Procedure:
1. Upon completion of the normal month-end closing process for June, a year-end closing process is initiated in mid-July and/or early September. The first cycle includes accrual of accounts payable, payroll, and revenues.
2. For two weeks, the Finance Department will review, verify, and reconcile the balances and data in the first cycle reports. Adjustments are made for:
• fixed assets
• accounts receivable
• inventory
• liabilities
• revenues
• expenditures
• cost allocations
• transfers and other
accounts
Staff, then, initiates the second cycle reports.
3. The reports generated in the second cycle are reviewed. Final adjustments are made as needed for all funds during this period to prepare for the third cycle reports, which are given to auditors for fieldwork.
4. The Director of Finance or Finance Manager generates lead sheets and combining statements based on the third cycle. Adjustments made during this time are based on auditor recommendations. When the audit is completed, and all audit recommended adjustments are entered, the closing of the books is initiated. The closing reports are maintained in accordance with the record retention policy.
Finance Department
Policy and Procedures
Adopted 2023
Section II.D: Journal Vouchers
Purpose: To establish procedures and internal controls for preparing, approving, posting, and filing journal vouchers
Policy: Only approved journal vouchers may be used to make entries to the general ledger.
Procedure:
1. The standard journal voucher form must be filled out and included as a cover sheet.
It includes the period, fiscal year, posting date, date prepared, person preparing the entry, journal entry number, account numbers, amounts, purpose of the entry, and a notes section.
2. The journal entry number is determined by the Group Number that the financial system generates before the journal entry is posted.
3. Tick and Ties must be identified for the amounts on the journal voucher form to the backup/supporting documentation.
4. The journal entry is reviewed and approved by the Finance Manager or Director of Finance, evidenced by a handwritten signature.
5. After signature approval, the Finance Manager or Direct or Finance will post the entry to the general ledger.
6. The accountants will maintain the file and list of all journal entries for the fiscal year.
Finance Department
Policy and Procedures
Adopted 2023
Section II.E: Interest Allocation
Purpose: To distribute interest earned on the City’s investments to all appropriate funds Policy: All interest revenue earned from the City’s investments shall be distributed to all appropriate funds on a monthly basis.
Procedure:
1. The City currently has multiple interest earning accounts, the amount deposited in the Local Agency Investment Fund (LAIF), the City’s pooled investments. Based on the month end LAIF statement, the amount of interest earned, and the total amount of funds invested can be determined.
2. Monthly, General Accounting will prepare a spreadsheet showing the general ledger cash balances of all funds participating in the pool.
3. Amounts not included in debt service reserve funds and other debt related escrow accounts are not included in the City’s pool.
4. Interest earned shall be reviewed, recorded, and allocated to each fund based on its proportion of City’s total pool measured at month end.
5. General Accounting is responsible for calculating the interest allocation journal entry, which is then reviewed and approved by the Director of Finance or Finance Manager.
The journal entry is posted each month.
Finance Department
Policy and Procedures
Adopted 2023
Section II.F: Fixed Asset Accounting
Purpose: To provide historical accountability for expenditures of funds and other means to acquire fixed assets, assigning responsibility for custody of said assets, and provision of data for proper management of City assets, including maintenance, insurance, and replacement
Policy: Assets shall be recorded at historical cost, except for gifts, which shall be recorded at fair market value at time of contribution.
Recording of fixed assets shall be based on the following criteria:
• The asset is of a tangible nature
• Life expectancy of the asset is longer than three (3) years • The asset has a minimum value of $5,000
Classifications:
• Land
• Buildings and Improvements
• Equipment
• Vehicles
• Infrastructure
• Construction Work in Progress
Sources of Funds:
• City Fund
• Specific Grant
• Gifts
• Special Assessments (where applicable)
Additions and deletions to fixed asset inventory records shall be made on a continuous basis. General ledger entries shall be recorded periodically but not less than annually at the end of the fiscal year.
Construction projects underway shall be recorded at the end of each fiscal year under Construction Work in Progress. At the completion of the project, transfer shall be made from Construction in Progress to the appropriate classifications.
Depreciation shall be recorded only in Enterprise and Internal Service Funds.
Procedure: All equipment fixed assets will be recorded in the City's fixed asset database by General Accounting (GA). The unique fixed asset numbers are assigned numerically by GA within equipment type.
1. On a monthly basis, GA reviews all Capital Outlay accounts to determine that fixed assets have been acquired. On a weekly basis, purchase orders will be reviewed for Finance Department
Policy and Procedures
Adopted 2023
equipment to be included in the fixed asset records. Based on the information on the purchase order, a fixed asset acquisition form will be partially completed.
A fixed asset number will be assigned, and a tag taped to the form.
2. A copy of the fixed asset acquisition form is retained by Finance in a numerical file, and the original form with the tag is sent to the receiving department. After the equipment has been received, the receiving clerk attaches the tag to the equipment, records the date received on the fixed asset acquisition form, and returns it to Finance.
3. After each warrant register, the remainder of the information should be added to the fixed asset acquisition form. The forms should then be accumulated for the periodic update of the computer records.
For fixed asset classifications other than equipment (land, buildings, improvements other than buildings, and construction work in progress), Finance shall be responsible for periodic review of project accounts and corresponding contracts, invoices, and warrants.
Preparation of subsidiary records shall continue throughout the year, with general ledger recordation occurring at the end of the fiscal period. Fixed assets other than equipment shall be numbered in sequence according to general categories within each classification but varying from the equipment numbering sequence.
In addition to all equipment of over three (3) years in life at a cost exceeding $5,000, subsidiary records may also be maintained for lower value equipment of a nature such that its custody requires inclusion in the physical inventory. The cost of such equipment shall not be included in the general ledger, or in the cost field of the fixed asset reports.
Determination of Fixed Asset Costs
Fixed assets shall be recorded at cost in accordance with governmental accounting principles and at fair market value for gifts. Costs shall include the following:
Land: Purchase price, legal and title fees, surveying fees, appraisal and negotiation fees, damage payments, site preparation costs (clearing, filing, and leveling), and demolition of unwanted structures.
Buildings and Improvements: Purchase or construction cost; professional fees of architects, attorneys, appraisers, financial advisors, etc.; payment of damage claims; cost of fixtures attached to a building or other structure; insurance premiums, interest and related costs incurred during the period of construction; and other expenditures necessary to put a building or structure into its intended state of operation.
Equipment/Vehicles: Purchase price before any trade-in allowance and minus any trade discounts; transportation costs, taxes, installation, or any other expenditure required to Finance Department
Policy and Procedures
Adopted 2023
place the asset in its intended state of operation.
Construction Work in Progress: Temporary capitalization of labor, materials, equipment, and overhead costs of a construction project, which upon project completion is transferred to one or more of the above classifications of assets.
Additions or Betterments: All additions and betterments to a fixed asset shall be capitalized at cost and included in fixed asset records if exceeding $5,000 in value. An addition refers to a physical extension of an existing asset or the acquisition of an entirely new unit which does not merely replace one of similar function or value. Betterment exists when a part of an existing asset is replaced by another, and the replacement provides a significant increase in the life or value of the property.
Alterations and Maintenance: An alteration is a change in the physical structure or arrangement of an existing fixed asset, which does not increase the life or value of the property. The cost of an alteration shall not be capitalized Maintenance costs are generally recognized as those expenditures necessary to keep an asset in its intended operating condition and do not materially increase the value or physical properties of the asset and shall not be included in fixed assets. Due to the fine differentiation often occurring between expenditures for maintenance, alterations, additions, and betterments, such transactions shall be reviewed by the Director of Finance.
Depreciation: Depreciation shall be recorded only in enterprise and internal service funds and shall be on a straight line basis based on the estimated life of the asset and in accordance with generally accepted accounting principles.
Equipment Transfer: Transfer of equipment between functions should be approved by designated department staff and forwarded to Finance to amend its record accordingly.
File Records and Receipts: Receipt files of fixed asset subsidiary received shall be maintained as follows:
1. Land
2. Buildings
3. Improvements other than buildings
4. Construction Work in Progress
5. Equipment by:
a. Equipment Subcategory
b. Department with Custodial Responsibility
c. Location of Asset
d. Periodically, copies of fixed asset receipts shall be distributed to Departments charged with custodial responsibility for control purposes Physical Inventories: The City shall periodically, at least bi-annually, conduct a physical inventory of fixed assets. Assets not accounted for in the inventory shall be removed from Finance Department
Policy and Procedures
Adopted 2023
the fixed asset records after the proper procedures have been completed.
Disposition of Assets: Assets will be disposed of in accordance with the Purchasing Policy/Procedure governing the treatment of surplus property.
Fixed Assets Purchased with Local, State or Federal Grant Funds: Fixed assets purchased with local, State and federal grant funds shall be coded in a manner that they can be segregated and tracked separately. When assets purchased with grant funds are disposed of, GA will notify Grants Management who will make appropriate notifications to the affected grantor agencies.
Finance Department
Policy and Procedures
Adopted 2023
Section II.G: Grant Accounting
Purpose: To identify the role and responsibilities of the Grants Management function in the Finance Department and its relationship to other Finance staff and other City Departments in establishing internal controls over all of the City’s grant resources and to enhance the City’s current procedures to ensure that Federal, State and Local grants are properly accounted for
Policy: The City shall ensure that only eligible costs are recorded in the general ledger funds used to account for the expenditure of grant funds and that all such costs were incurred in accordance with the relevant grantor’s requirements, in particular, procurement process requirements.
All grants must be approved by the City at the time the grant is applied for or within 30 days of the award consistent with City budget polices, or within the annual budget if it is a reoccurring grant. In any event, Council approval must be received before funds are received and any funds expended. Copies of all grant related documents are to be provided to Finance, to the attention of the Director of Finance. Compliance with grant conditions, grant administration (including the timely filing of progress reports and financial status reports), and related records maintenance is the responsibility of the recipient department.
Finance will be responsible for retaining financial records, and coordinating grant audits.
In addition to the purchasing guidelines provided in Section VD, when contracts are awarded with Federal (ARRA) Grant funding, or Federal Grant funding that has passed through the State, County, or other Local Agency, that each Department Head involved in the awarding of a contract is responsible for making sure that the contracts contain language stipulating the Federal purchasing requirement of “Buy American" and labor wage requirements imposed by "Davis Bacon" Act. Where "Buy American" is not possible, adequate documentation must be attached.
Procedure:
1. Each grant is to be identified by its grant name and have a unique program number assigned to it.
2. All grants should be included in the City’s budget and be shown as a revenue source in the appropriate fund. If matching requirements are included as a condition of the grant, the recipient department is responsible for documentation of such matching requirements. The recipient department is responsible for budgeting grants.
3. All grant invoices should be supported with appropriate documentation as identified within the grant document and grant conditions. A separate file folder should be established for each grant with a cover page summarizing key information regarding the grant. Typically, this would include timesheets, copies of paychecks and any City warrants for the acquisition of materials, supplies or capital equipment. The need to Finance Department
Policy and Procedures
Adopted 2023
retain these records within each grant category should be identified at the commencement of the grant, whereby the records can easily be retained on an ongoing basis concurrent with the Finance Department processing the activity. The Finance Department will retain the supporting documentation for invoices and coordinate this information with the recipient department.
4. The recipient department shall request reimbursement based upon supported cost information. Finance will deposit funds into the appropriate grant revenue account upon receipt.
5. Grant invoicing shall occur within six weeks of the end of each grant invoicing period or as specified by the terms of the grant (preferably a calendar quarter).
6. The recipient department will ensure the timely filing of applicable progress reports and financial status reports and provide the Finance Department with a copy of each such report. All grant progress and financial reports are to be submitted by the required deadline. Report submission dates vary by grant and grant administrators are to review grant award documents for any and all reporting requirements.
7. Financial reports are to be submitted by the Finance Department, progress reports are to be submitted by the grant administrators and Engineering Cost Reports are to be submitted by Engineer/Public Works along with any other engineering report and engineering certifications required by the awarding agency (usually Caltrans).
8. The recipient department and the Finance Department should meet on a regular basis in conjunction with the invoicing processes to ensure all grants are appropriately managed and accounted for, as well as minimizing redundant data files.
9. Financial Status Report (FSR) is to be submitted 45 days after the end of each calendar quarter. It is the responsibility of each department to follow the guidelines and the responsibility of the Finance Department to provide the necessary financial information. Currently Finance and Grant administrators are responsible for timely quarterly reporting.
10. Annual Reporting of Federal Awards requires the completion of the Schedule of Federal Awards. The Granting Agency, Total Expended by Fiscal Year, Grant Award Number, Catalogue of Domestic Assistance number (CFDA), and the General Ledger Account Number must all be reported correctly.
11.The recipient department is responsible for grant acceptance and documentation of compliance with all grant terms and conditions.
12.When grant personnel change, item changes should be clearly indicated on a Personnel Action Form.
Finance Department
Policy and Procedures
Adopted 2023
Funds
The following funds have been established to account for various grants:
Parks and Recreation Grants
Public Safety Grants
Asset Forfeiture Awards
Community Development Block Grant
HOME
Hazardous Lead
EPA
Department of Toxic Substances
Emergency Services Grant
Surface Transportation Improvement Project
CALL For Projects (may be various)
Finance Department
Policy and Procedures
Adopted 2023
Section II.H: Financial Reporting
Purpose: To ensure that timely and accurate financial information is provided to City management as the basis for informed financial decision making.
Policy: The Finance Department shall provide a suite of financial reports monthly so that City management may make informed financial recommendations and decisions.
Procedure: Immediately following the monthly close, the following reports will be prepared and distributed to Executive Management:
1. Budget versus Actual Revenues
2. Budget versus Actual Expenditures
3. Other monthly reports as requested by Executive Management Finance Department
Policy and Procedures
Adopted 2023
Section II.I: Reserve Policy
Purpose: To establish and maintain prudent levels of financial reserves for the City Policy:
A. General Fund
The City will work toward and maintain an un-obligated reserve of an amount equal to one-half of its most recent General Fund revenue as follows:
1. Disaster Preparedness Reserve $1,000,000
2. Contingency Reserves $9,000,000
B. Water Fund
1. Contingency Reserves $3,000,000
2. Capital Replacement Reserves $2,000,000
C. Sewer Fund
1. Contingency Reserves $1,000,000
2. Capital Replacement Reserves $1,000,000
Procedure: The Director of Finance shall endeavor to bring reserve levels to those listed above. The Director of Finance shall periodically report to City Council the status of the various reserve funds in relation to the established goals.
Amounts of reserves shall be evidenced in the funds’ accounts as Restricted Cash and Investments.
The City Council must approve the use of any reserves for the purposes described above.
Finance Department
Policy and Procedures
Adopted 2023
Section II.J: Comprehensive Debt Policy
Purpose: To establish a comprehensive policy for future issuance and administration of City and Successor Agency debt
Policy:
Purposes for which debt may be issued:
I. City of Huntington Park
1. The issuance of debt in any form should be limited to financing the costs of planning, design, land acquisition, buildings, permanent structures, or facilities including Parks, streets, and pedestrian and or transportation facilities. Financing permanent improvements through debt financing is encouraged to match the benefits of the improvements to those who will be paying for them.
2. The issuance of refunding debt is encouraged when such a refunding can achieve annual or total net savings in debt service cost or achieve restructuring benefits.
II. Successor Agency
1. Due to the elimination of redevelopment agencies in 2010, Successor Agency debt is restricted to the refunding of existing debt in accordance with the guidelines in A-2 above.
III. Operating Capital
1. The City may not issue debt to fund operations or provide short-term working capital.
2. The Successor Agency may borrow from the City for cash flow purposes when the allocation of property tax revenues from the County is insufficient to meet Successor Agency debt service requirements. Such borrowing must be approved by the Successor Agency and the City Council.
IV. Inter-fund Borrowing
1. Inter-fund borrowing may be utilized when the lending fund has the long-term availability of fund balance and the borrowing fund has the wherewithal to repay loan principal and interest without jeopardizing ongoing operations.
V. Limitations in Issuing Debt
1. Legal limitations:
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a. State limits on the issuance of debt will be strictly adhered to. b. In the case of tax-exempt financing State and Federal Tax law will be strictly adhered to.
2. Policy Limitations:
a. City debt may be issued only to the extent that an available source of revenue(s) can be identified and then only in an amount determined that will not impair continued operating needs.
b. General Fund revenues may be pledged as a primary source of repayment of debt when the assets or improvements are of benefit to the City generally.
General Fund revenues may be used as a secondary source when such a backup pledge can result in a lower borrowing cost by providing required debt service coverage.
VI. Types of Debt Permitted to be Issued
1. The City may utilize capital lease financing for the following in the following circumstances:
a. Capital equipment leases will only be entered into for the use of equipment or equipment items in an aggregate cost amount of $100,000 or more. b. Capital equipment lease maturities shall not exceed the projected useful life of the item(s) being financed.
2. Revenue debt:
a. May be utilized to fund projects but only to the degree that the projected debt service does not hinder funding future operating and maintenance expenses. b. May be utilized to fund pension and other post-employment benefit liabilities when such funding is permitted by law and will reduce overall future expenditures.
3. Special Assessment District bonds may be considered under the following circumstances:
a. There is a clearly articulated public purpose for forming a special assessment or tax district in financing public infrastructure or other public improvements and the formation of the district has been approved by district voters where required by law.
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b. The City Council must find that this form of financing is deemed superior to other funding options such as impact fees, reimbursement agreements or direct developer responsibility for the improvements.
c. The City Attorney must determine that the City and/or the Successor Agency are in no way legally liable for defaulted debt service payments. d. All City expenses connected with district formation and financing will be the responsibility of the district or the developer.
e. The City will carefully analyze the developer's financial plan and ability to carry out the project. The developer shall demonstrate a positive track record in successfully completing comparable projects.
f. Full disclosure of future assessment costs will be made to future buyers of property within the assessment district.
4. Conduit debt may be utilized when:
a. There is a demonstrated public policy objective being met, such as affordable housing and the total costs of the conduit financing are of economic advantage to the City and/or Successor Agency.
b. When the credentials of the developer or development entity are fully investigated and found to be worth of the public trust.
5. Private placement debt may be utilized when the all-in costs of the financing are expected to be lower than those of a traditional bond financing.
VII. Structural Features
1. Maximum term:
a. Should not exceed 30 years.
b. Should not exceed the useful time of the facility or project. c. Cannot exceed the duration of the principal source of revenue used to pay debt service costs.
2. Debt service payments:
a. Annual principal and semiannual interest payments is the preferred debt service schedule.
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b. Level debt service is preferred.
c. A different debt service schedule may be utilized to better match projected project cash flows or to minimize interest costs.
3. Optional redemption:
a. Optional redemption should be made part of any financing structure. b. Optional redemption provisions should permit redemption after five years of issue.
c. Redemption premiums should not exceed ten years from the date of issue.
4. Variable Rate versus Fixed Rate Debt:
a. Fixed rate debt is preferable since debt service payments are known and do not carry interest rate risk. In addition, fixed rate financing do not necessarily require expensive credit enhancement devices such as letters of credit or bond insurance. Also fixed rate debt is less expensive to administer since periodic remarketing services are not required.
b. Variable rate debt may be considered when pledged revenue flows track interest rate changes or other hedging strategies are concurrently implemented.
c. Any hedge implemented should include a par call after ten years to provide an opportunity for refunding/restructuring as market conditions allow.
5. Capitalized Interest
a. Capitalized interest may be considered when revenue generation is delayed due to the project’s construction but once completed revenues will be sufficient to service the additional debt service that the capitalized interest will cause.
VIII. Debt Capacity
1. Pledges, including secondary pledges, of General Fund revenues shall not exceed 10% of forecasted annual General Fund revenues through the final maturity of the longest-lived debt.
2. Water and Sewer Fund Debt may be used to fund future long term capital needs but only to the extent that debt service may not endanger adequate funding for ongoing system maintenance and operations. Both capital finance, maintenance and operations expenses can be accomplished with a rate structure which is Finance Department
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competitive with other similar water systems in the general area of the City.
3. Generally, street improvement projects will be financed on a pay as you go with State Subvention; State and Federal grants and City capital projects funds when available and necessary. Financing of street improvement projects must be considered on a case-by-case to determine that benefits to the City outweigh the costs of borrowing.
IX. Selection of Capital Financing Professionals
A financing team generally consists of the following members: (1) Bond Counsel; (2) Underwriter/Lender; (3) Disclosure Counsel; (4) Trustee; and (5) Financial Advisor.
Bond and Disclosure Counsel roles may be performed by the same firm.
1. Selection of Bond Counsel, Disclosure Counsel, Trustee and Financial Advisor, as with any other professional services, shall be on the basis of professional qualifications, experience and reputation. Proposed fees while important should be secondary to the technical qualifications of the firm or individual under consideration.
2. Selection of Underwriter shall be on the basis of professional background and reputation coupled with an expertise and experience with the type of financing under consideration. Unique and creative approaches to the financing that are estimated to result in a lower overall cost of borrowing shall be the determining factor when the aforementioned are equal.
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III. Payroll
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Section III.A: Uniform Payroll Processing Procedure
Purpose: To create guidelines with appropriate internal controls for the processing of the City’s bi-weekly payroll
Policy: Payroll shall be processed in a manner which will promote accuracy and efficiency, while having adequate internal controls. Employees should be paid in a correct and timely manner. Payroll shall be processed bi-weekly, within the guidelines established in this policy.
Procedure:
1. Personnel Action Forms are due to the Payroll Division of the Finance Department by 10:00 a.m. on alternating Thursdays coinciding with the pay period ending date.
2. Employee hours for the pay period are entered into the financial system by employees themselves or the department’s designee by end-of-day on Thursday coinciding with the pay period ending date.
3. On the following Monday departments must submit individual employee timesheets and the department timesheet to [email protected] by 9:00 a.m. Individual Employee Timesheets must be signed by the employees themselves. The Department Timesheet must be reviewed and signed by Department Heads. An exception for the Police Department, they must submit Individual Employee Timesheets and the Department Timesheet by Tuesday morning 9:00 a.m. to [email protected].
4. Payroll adjustments for any previous pay period will require a memo submission detailing the reason for the adjustment and the corrected action by the requesting department. The memo must be signed by the employee(s) and the department head.
5. On Tuesday following the end of the pay period, the Payroll Division will reach out to the departments for any changes, updates, or corrections to the department’s payroll submission. This will require newly signed individual employee timesheets if an employee’s timesheet was adjusted and a new Department Timesheet to be reviewed and signed by the department head.
6. Employee personnel master file changes, additions, and deletions along with special calculations are completed and reviewed on Wednesday following the end of the pay period. The Payroll Division resets the payroll files at that time and no further employee changes may be made.
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7. An automated process is then generated to calculate taxes, other withholding amounts and City paid benefits. The current payroll register is reviewed along with a direct deposit listing.
8. The direct deposit transmission file is performed and generated by Thursday morning and stored in the Finance Network.
9. Thursday afternoon the payroll division creates check requests for any types of deductions for employees to be posted in the financial system. The payroll division will also input the direct deposit transactions to the bank and the Director of Finance or City Manager will approve the final transaction.
W-4 and DE-4 Forms reflecting an employee’s tax filing status and the number of dependents is to be filed with Human Resources per criteria established by the Internal Revenue Service and the State of California. Human Resources will notify the payroll division by email to [email protected].
W-2 Forms and year-end tax related reports are processed and distributed to employees by later than January 31st of each year.
*Note: Any Payroll related documentation shall not leave the Finance Department unless authorized by the Director of Finance and/or Human Resources.
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Section III.B: Off-Cycle Payroll Checks
Purpose: To establish a procedure with appropriate controls for the preparation of an offcycle payroll check Policy: Prior approval of the Director of Finance shall be required prior to the preparation of an off-cycle payroll check.
Procedure: Off-Cycle payroll checks may be issued during the following circumstances:
1. Checks to terminating employees need to be requested by the Department Head, authorized by the Human Resources Department and the City Manager.
2. A lost payroll check, where the request for issuance of a duplicate has been received by the proper party and where a stop payment has been submitted to the bank.
3. In other unusual circumstances following approval by the Director of Finance.
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Section III.C: Time off Request Policy
Purpose: To establish a policy and procedure regarding employee requesting time off from work
Policy: Employees requesting time off from work must make the request in writing at least two (2) weeks prior to the intended absence. In case of illness or unforeseen event, the employee is required to notify his or her direct supervisor of the absence or tardiness no later than one-half hour following the start of the work shift.
Procedure: Employees must fill out and sign a Request for Leave Form, which is approved by the employee’s supervisor and Department Head.
In case of illness or unforeseen event the employee must fill out a Request for Leave Form once they are back at work indicating the time out of work. The form must be signed by the employee’s supervisor and Department Head.
All Requests for Leave Forms must be submitted to the payroll division on the Monday after the pay period ending date for that pay period along with the department timesheet and the employee individual timesheets.
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Section III.D: Internal Payroll Processing Procedures
Purpose: To create guidelines for the Payroll Division of the internal procedures that happen after payroll submission before new payroll submission.
Policy: Payroll Division will ensure that they will accurately submit and save the payroll folder and CalPERS files.
Procedure:
1. Monday following the submission of payroll the payroll division will complete the payroll folder for the pay period. The folder includes the final timesheets, request for leave forms, memos, and any other supporting documentation for the pay period.
2. Tuesday the payroll division will review and submit the CalPERS file for the pay period to CalPERS. The payroll division will open the new payroll for departments to start entering employee hours.
3. Wednesday the payroll division will assist departments with their payroll questions for employee hours submission.
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IV. Accounts Payable
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Section IV.A: Check Preparation
Purpose: To establish accounting, internal controls and cash flow policies for the preparation of checks, both paper and electronic (EFT).
Policy: Checks and EFT/ACH shall be processed in a manner that will promote accuracy, proper accounting, and strong internal controls to protect the City’s financial interests and maximize cash flow.
Procedure:
1. Check requests must be turned in with the proper form and documentation.
Documentation includes the original invoice, and the check request form must be approved by the department head for all spending limitations. (Spending limitations and additional signatures are discussed in section V: Purchasing.)
2. All check requests should be turned in before the AP deadline that the AP Division gives the departments. Any requests after the deadline will be processed in the following council meeting for approval.
3. When submitting check requests to the AP Division, Finance will verify that all information stated is accurate, including the budget availability and the account number.
4. AP will prepare the Demand Register for each warrant run for review by the Director of Finance prior to its submission to the City Clerk. The City Clerk will then provide the City Council with the demand register for further review and approval at its next regularly scheduled meeting.
5. Only upon approval of the City Council will the checks be prepared along with the check register. Checks shall be processed the day following Council approval and released as soon as possible thereafter. Warrants may be prepared outside the normal check preparation cycle if justified and approved in accordance with Section C: Pre-Issue Checks.
6. Once all checks have been printed, the AP division will communicate with the accountant for banking procedures that must be done before mailing.
7. AP will gather all original paperwork to make copies and digitalize a copy saved in the Finance Network.
1099 Forms: year-end related reports are processed and distributed to vendors by no later than January 31st of each year.
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Section IV.B: EFT/ACH Payments
Procedure:
1. Requests for electronic payments (EFT/ACH) are processed through the AP Division as any other pay request. ACHs are assigned an AP wire number to identify them as electronic payments and for recording purposes.
2. Vendors that would like to receive ACH payments should contact AP for formal registration. The ACH Enrollment form will have to be filled out and turned in for verification by Finance.
3. Once registered as an ACH, all future payments will automatically be deposited into their bank account.
4. All other procedures from the above apply including the listing on the demand register.
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Section IV.C: Pre-Issued Checks
Purpose: To establish procedures of accounting and internal control for the preparation of pre-issued checks (warrants other than those generated through the computer following the approval of the City Council)
Policy: Pre-issued checks are discouraged and will be permitted where an emergency exists, law requires, or a significant benefit accrues to the City. Pre-issued checks must have written approval of the requesting Department Head, Director of Finance and City Manager.
Procedure: Pre-issued checks may be issued only under the following circumstances.
1. Replacement of a check that has already been approved that is found to contain an error and has been voided (see voided check section), in which case the new check should be referencing the original check.
2. When a previously issued warrant has been lost and a request for stop payment has been processed in the bank.
3. A pre-issue check request form has been submitted by the appropriate department head along with the regular check request form, giving justification for requesting an immediate payment.
4. When pre-issue is submitted, all expenses and projects should have been approved prior to payment.
5. The Finance Department should be notified of each pre-issue check to ensure that the account number and the budget is accurate.
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Section IV.D: Void & Cancelled Checks
Purpose: To establish procedures for the proper accounting and internal control for voiding and cancelling checks
Policy: All checks will be voided or canceled on a timely basis to maintain timely and accurate expenditure records. Checks may be voided for such reasons as printing errors, assignment of incorrect warrant numbers and other occurrences which make the warrants unusable for issuance as a negotiable document.
Procedures: A voided check is one which has been processed by or recorded in the system and has not been issued, including those that were damaged in the printing process, or has been returned to the City. A cancelled check is a check that is not in the possession of the City. For the purposes of this policy, the terms “void(ed)” and “cancel(ed)” are synonymous.
Accounts Payable (AP) shall present the original check to the accountant for approval to void and re-issue the check. All computer-generated checks will be re-entered into the system as voided.
1. The original check, if available, shall be clearly marked “VOID” to prevent its use.
The original voided check shall be copied and then placed in a file with all the other original cancelled checks for aa proper audit trail.
2. When voiding a check, the “Void & Re-issue Check Form” must be filled out by the AP Division stating the reason for void and/or re-issue.
3. In the situation that a re-issue is taken place, AP must verify with the accountant to confirm if the check has not been cleared and payment must be stopped in the bank.
The Stop Payment confirmation must be attached as supporting documents.
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Section IV.E: Interfund Transfers and Allocated Costs
Purpose: To establish controls and procedures for transferring cash and allocating expenses between funds
Policy: Unless specific time frames are established by City Council or legal requirements, established deposit time frames cash is to be transferred and costs are to be allocated within the following dates: one-fourth of the annual budgeted amount for interfund transfers are to be transferred at the end of each fiscal quarter. Likewise, one-fourth of the annual budget for cost allocations are to be allocated at the end of each fiscal quarter.
Procedure: Journal vouchers for interfund transfers and allocated cost will be prepared as follows:
1. Quarterly transfers of cash between funds as specified in the annual budget. In some cases, the budgeted transfers are annual and are to be entered at the beginning of the fiscal year.
2. Transfers of cash relating to budget adjustments must be approved by the City Council and shall be processed during the month when the Council action occurred.
3. Examples of interfund transfers are:
a. Vehicle maintenance and operations
b. Fringe Benefits
c. Liability and worker’s compensation expenses
d. Indirect cost allocation based upon outside cost allocation study Finance Department
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Section IV.F: Stale Dated Checks
Purpose: To establish a policy and procedure for accounting and internal control of stale dated checks
Policy: Any accounts payable and payroll check issued by the City and is uncashed 90 days after its issue is considered “stale dated” and is to be written off.
Procedure: General Accounting is responsible for reconciling all bank accounts monthly.
The list of outstanding checks for each bank account must be reviewed to identify any stale dated checks.
General Accounting will provide the outstanding stale dated check information to either Accounts Payable or Payroll and confirm that the check has not been cashed yet and whether a stop payment has been processed by the bank. The respective outstanding check will be canceled, voided, and written off through the system.
Outstanding Stale Dated Payroll Checks
1. Payroll will determine if the check was issued to a current or former employee.
2. If the employee is current, he or she will be informed of the stale dated check that was written Void & Re-issue Form. If the employee submits the form with the original check, the returned check will clearly be marked “VOID” and filed with the affidavit.
3. In the case of a former employee, Payroll will provide stale dated check information to Human Resources, who will then contact the former employee to notify them of the situation. The Void & Re-issue form shall be filled by Human Resources and then forwarded to Payroll.
4. The reissued payroll check will be processed during the next regular pay cycle.
Outstanding Stale Dated Accounts Payable Checks
1. Should a vendor contact the City to request a replacement check, Accounts Payable shall provide the vendor with an affidavit and submit a stop payment through the bank. The original check, if returned, will be clearly marked “VOID”, and filed with the form.
2. The reissue will be processed during the next regular check run unless a pre-issued check following Section IVC procedures is requested.
If the bank inadvertently pays a check that has been voided, cancelled, or written off after a stop payment has been processed, General Accounting will prepare a journal entry to rerecord the general ledger distribution of the original check.
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If the bank inadvertently pays a check that has been voided, cancelled, or written off after a stop payment has been processed and a replacement check has been issued and cashed, General Accounting will work with the respective Finance function, Accounts Payable or Payroll to contact Affiant to seek reimbursement.
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V. Purchasing
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Section V.A: Purchasing Manual
Purpose: To establish procedures for implementing the City’s purchasing regulations as specified in the City’s Municipal Code Title 2: Administration, Chapter 5: Purchasing System. To facilitate internal control and preparation of purchase orders.
Policy: The purchasing manual will provide guidelines and detailed procedures to ensure that the intent of the City’s ordinance will be met. The Director of Finance will ensure that the City’s Executive team understands and enforces the procedures detailed in the manual and that the manual is kept up to date on a regular basis.
All purchases of goods and services of more than two thousand dollars ($2,000.00) shall be evidenced by a completed purchase order. Purchases that exceed fifteen thousand dollars ($15,000.00) must be approved by the City Council.
Procedure:
Purchases less than $2,000 do not require a purchase order. For procurement purposes, any one-time payment or multiple payments (made to the same third-party vendor) totaling less than $2,000 is considered a direct payment. These payments require an invoice attached to a check request and department head signature.
All purchases of supplies, equipment and services between $2,000 and $15,000 require the issuance of a purchase order in order to ensure that budget is available and that the City is authorized to pay. A purchase order must be requested and issued before the actual purchase is made. Purchases greater than $2,000 without an approved purchase order must be approved by City Council at a scheduled meeting before invoice payment can be processed.
Before the order is placed, a Requisition Request Form must be filled with the following basic information:
1. Vendor Name
2. Vendor Address
3. Date
4. Shipping Address
5. Description of items to be purchased
6. Quantity
7. Price per quantity
8. Total amount
9. Account Number
Any purchase order request between $2,000 and $5,000 requires one quote and Department Head approval. Requests between $5,000 and $15,000 except for Public Works contracts require three informal written quotes, Department Head approval and City Finance Department
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Manager approval. Departments must review the basic information listed above, account coding accuracy and budget availability. The Department Head will use prudent judgement and comparative pricing whenever practical. The purchase shall be awarded to the qualified person or form submitting the lowest quotation. A requisition request form without sufficient information, supporting document and/or budget availability will be returned to the respective department.
All purchase orders, regardless of the amount, are reviewed by the Finance Director prior to issuance of a purchase order number.
Purchase orders are not required for utility type payments (e.g. phone, electricity, water, etc.).
Formal Bidding Procedures
Public Works Contracts: Public Works contracts above $5,000 must be formally bid.
Public work is any work of improvement contracted for a public entity [Civ. Code 3100]. A work of improvement includes, but is not restricted to, the construction, alteration, addition to or repair, in whole or in part, of any building, wharf, bridge, ditch, aqueduct, well, tunnel, fence, machinery, railroad or road, the seeding, sodding, or planting of any lot or tract of land for landscaping purposes, the filling, leveling or grading of any lot or tract of land, the demolition of buildings, and the removal of buildings. Except as otherwise provided, a work of improvement includes the entire structure or scheme of improvement as a whole [Civ.
Code 3106].
Goods and Equipment: Purchases for goods and equipment over $15,000 require a formal bid. Notices requesting proposals shall be published in general circulation and posted on the City’s website. An award shall be given to the lowest qualified proposal by City Council.
Contracts and Agreements Approved by Council: Purchases and contracts for services of greater value than $15,000 shall be by written contract with the person or firm submitting the lowest qualified proposal. Notices requesting proposals shall include a general description of the services to be provided and published in general circulation and on the City’s website.
Exceptions to the formal bidding procedures can be made when the City Manager or city Council authorizes the hiring of services for which standard specifications cannot be drawn because of:
1. The nature of the service
2. National association bylaws or professional policies prohibiting competitive bidding
3. The City Manager determines bidding for such services would not be in the best interest of the City and its citizens
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4. When subjective criteria are necessary to evaluate the proposals, persons designated by the City Manager shall negotiate for the authorized service.
Proposals shall be submitted whenever practicable from at least three firms, except in those cases where a service firm has established such a successful past history of work with the City that it is clearly in the public interest not to negotiate with any other source. The contract for professional services shall be awarded to the entity that will provide the best possible service to the City for the best value.
Upon City Council approval, departments must submit a Requisition Request Form to AP in order to preserve the budget to avoid over budget situations. The form must include vendor information, a description of services, account number and amount and then must be approved by the Department Head and City Manager. Departments must attach to the form the contract or agreement, staff report, City Council meeting minutes, and any other related documents. Once approved by the Director of Finance, AP will issue a contract number that shall be used for each invoice corresponding to that contract. If budget appropriations must be made to accommodate the approved service contract or agreement, prior arrangements must be made with the Finance Manager. A request form without sufficient information, supporting document and/or budget availability will be returned to the respective department.
Formal bidding procedures for goods, equipment and services may be waived if:
1. The City Council deems it impractical, useless or economically infeasible to follow such procedures and that the public welfare would be promoted by dispensing with them
2. The purchase is an emergency and time is of the essence. Emergency purchases shall be made in order to preserve or protect life, health or property, because of natural disasters, or to forestall the shutdown of essential public services.
3. The vendor is a sole source as referenced in Section VB, where only a single vendor can reasonably provide the service, product or project being purchased.
The department shall always negotiate with vendor/contractor for lower prices.
If adjustments, including increase, decrease, closures, etc., must be made to an existing purchase order or contract encumbrance, the Department must issue a signed memorandum to AP detailing the reason for said adjustments. City Manager approval is required if AP deems necessary.
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AP Workflow
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Section V.B: Sole Source
Purpose: To define the justifications for using sole source to waive procurement policies Policy: Sole source purchases, while may be occasionally necessary and desirable, should not be abused or used as a means of avoiding effort. Sole source purchases should be made in accordance with the following guidelines.
Procedure: A monopoly (sole source) is an "Exclusive control of the supply of any commodity given market. If there exists more than one manufacture/source in a given market, a monopoly does not exist." Sole source purchase can be awarded without bidding when the item can be obtained from only one source, and the item does not economically lend itself to substitution. Sole source acquisitions must be justified in sufficient detail to explain the basis for suspending the usual competitive procurement process.
Commodities
General Considerations. Department must demonstrate that the commodity:
1. Is available from only one source (e.g., proprietary to a manufacturer, distributor, and/or reseller, etc.)
2. Is the only brand that meets the qualifications or specifications of the department?
3. Is a brand that must match or inter-member with an existing system, and cannot be substituted without replacing the system, resulting in significant costs to the City.
4. If purchased, will avoid other costs (e.g., data conversion, training, purchase of additional hardware, etc.)
5. Is needed on an emergency basis, and time does not permit a solicitation.
Justification: Department must submit adequate documentation with their requisition, explaining the basis for a sole source purchase. Inadequate information may result in the rejection of the purchase order.
Department shall provide responses to the following questions:
1. What is being requested?
2. Why is the product needed? - How will it be used?
3. Is this brand of product the only one that meets the user's requirements?
4. If yes, what is unique about the product?
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5. Have other products/vendors been considered? If yes, which product/vendors have been considered and how did they fail to meet the user's requirements?
6. Will purchase of this product avoid other costs, e.g., data conversion, training, purchase of additional hardware, etc.?
7. Is the product proprietary or is it available from various dealers? Have you verified this?
8. Discounted price. Does the City obtain a special discount or is pricing not available to the private sector? How does City pricing compare with other governmental entities?
9. What is the dollar value of existing equipment and the purchase order number for the existing equipment? (Applicable to sole sources based on match and intermember i.e., maintenance of proprietary computer software, or purchase of a part/component designed for a specific piece of equipment).
Consulting Services
General considerations for justifying sole source consulting services are more complicated than for commodities. The following factors shall be used to justify sole source services:
1. No other vendor offers a service or employs personnel meeting the minimum requirements.
2. The department’s required time frame for project completion is critical and cannot be exceeded without extreme hardship.
3. The cost to continue with the same consultant is less than the cost for any other consultant due to the time necessary to get up to speed (learning curve) with the project.
4. A unique and proprietary solution has been offered which is determined to be in the best interest of the City.
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Section V.C: Capital Projects Change Orders
Purpose: To establish a procedure and internal control for the review and appropriate approval of contractor change order requests
Policy: All requested project change orders shall be received and either approved or recommended for approval by the City Engineer.
Procedure: All requested project change orders shall be recorded on a form approved by the City Manager and shall include the signature of the individual required to approve the change order.
Approval Threshold
Change orders in the amount of $5,000.00 or less shall be approved by the City Engineer.
Change orders greater than $5,000.00 but less than $25,000.00 shall be approved by the City Manager.
Change orders greater than $25,000.00 shall be approved by majority vote of the City Council.
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Section V.D: Capital Project Progress Payments
Purpose: To establish a policy and procedure for the payment for capital projects and retention of security deposits for satisfactory completion of capital projects Policy: Unless otherwise approved by the City Council, payments for capital projects will be made at reasonable intervals in relation to work progress.
In accordance with the City’s contract and specifications, the City retains 10% of the payment due to the Contractor, as security deposit to ensure that all contract work is satisfactorily completed, without any liens or claims filed by the subcontractor(s). Security deposits shall be released to the contractor upon the filing of a “Notice of Completion.” The City typically releases the retention no sooner than 35 days, subsequent to the City’s acceptance of the contract work.
Procedure: Ten percent (10%) of each progress invoice will be deducted. All retentions shall be aggregated and paid following a City Council approved notice of completion.
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Section V.E: Capital Improvement Projects - Escrow Agreement for Security Deposits in Lieu of Contract Retention
Purpose: To establish a procedure and internal control for the recording and processing of escrow agreements for security deposits in lieu of contract retention.
Policy: Pursuant to Section 22300 of the Public Contract Code of the State of California, the City is required to provide a procedure whereby a contractor can utilize an escrow agreement in lieu of security deposits being deducted from progress payments and being retained by the City. The Finance Director or his/her designee shall have authorization to enter into an escrow agreement in lieu of security and to release funds from the escrow account; the City Clerk or his/her designee shall be responsible for receipts of the escrow agreement.
Procedure:
Progress Payments
Progress payments for construction contract services shall be made as approved by the appropriate Project Manager. Payments will be based on 90% of completed work. The City shall retain 10% of each progress billing as security for the fulfillment of the contract by the contractor.
Substitution of Securities
In accordance to Senate Bill 835, contractors can request the establishment of an escrow account equal to the contract retention at their own expense. The City shall make payment of funds, which otherwise would have been withheld from the progress billing, pursuant to the requirements of Government Code Section 4590. However, Section 4590 does not specify the mechanics of the escrow process.
On January 1, 1987, Senate Bill 2374 became effective, SB 2374 amended Section 4590 of the Government Code by making a standard escrow agreement statutory. The City Attorney approved and the City adopted the standard agreement.
According to Section 22300 of the Public Contract Code of the State of California that implemented Senate Bill 2374, features the following securities:
The contractor shall establish an escrow account with a State or federally chartered bank as the escrow agent. Eligible securities include; Section 16430, bank or savings and loan certificates of deposit, interest bearing demand deposit accounts, standby letters of credit, or other security as mutually agreed to by the Contractor and the City.
Security placed in escrow shall be of equivalent value to the amounts of retention to be paid to the Contractor.
The Contractor shall be the beneficial owner of the securities and will receive the interest Finance Department
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on securities held while the City has control over the disbursement of securities as retention through the escrow account.
Establishment of an Escrow Agreement
At the Contractor's request, the standard Escrow Agreement is forwarded to the Contractor.
At the Contractor's expense, the escrow account shall be established with three (3) executed copies which are originally signed by the Contractor and escrow agent, then returned to the Director of Finance.
The Director of Finance or his/her designee shall approve all three copies on behalf of the City. The City Clerk or his/her designee shall witness them. One original shall be retained in the City Clerk's Office, one original shall be returned to the Contractor and the other original submitted to the Escrow Agent.
The Director of Finance or his/her designee shall authorize the release of funds from the escrow account to the Contractor. Copies of all documents related to the above subject shall be retained with the Director of Finance or his/her designee and be forwarded to the Project Manager or his/her designee in a timely manner to ensure control and compliance.
Partial Release of Funds
With the Project Manager's concurrence, the Contractor may request a withdrawal of part of the principal in the escrow account based on performance. The escrow principle shall exceed 10% of the total work completed. The Director of Finance or his/her designee shall authorize a written notice for partial release of funds to forward the escrow agent.
Termination of Escrow Agreement
Proceeding thirty-five (35) days after the contract is complete, the Contractor shall submit to the City a written notice to withdraw the entire principal in the escrow account. The Finance department shall verify with the Project Manager that the Contractor has complied with all requirements and procedures applicable to the contract and the Director of Finance or his/her designee shall approve the written notification to terminate the Escrow Agreement.
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Section V.F: Procedures for Compliance with the Davis Bacon Act and Other Federal State Requirements for Construction Projects
Purpose: To establish procedures in compliance with Federal and State wage rate, benefits, job class and civil rights requirements for construction projects Policy: The City of Huntington Park is committed to compliance with all laws and regulations affecting construction projects.
Procedure:
Projects Subject to Compliance Requirements
1. Projects budgeted with federal funding
2. Contractors or subcontractors who are or have been the subject of complaints of lab standards compliance
Compliance Testing Procedures
Certified Payroll Reports: Under the DBRA, covered contractors must maintain payroll and basic records for all laborers and mechanics during the course of the work and for a period of three years thereafter. Records to be maintained include:
a. Name, address, and Social Security number of each employee b. Work Classifications for each employee
c. Hourly rates of pay, including rates of contributions or costs anticipated for fringe benefits or their cash equivalents
d. Daily and weekly hours
e. Deductions
f. Actual wages paid
g. If applicable, detailed information regarding various fringe benefit plans and programs, including records that show that the plan or program has been communicated in writing to the laborers and mechanics affected.
Reporting: Interviews are held at the job site weekly for most projects, and monthly for small projects, and monthly for projects with little or no turnover in contract employees. At least one worker from each job class is interviewed by a project management staff for compliance with EEO apprenticeship and prevailing wage requirements.
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Apprenticeship Compliance: The contractor, subcontractor or the authorized officer who supervises the payment of wages must sign the weekly statement. Statements of Compliance are to be made on the form WH-347 "Payroll (For Contractors Optional Use)" or on any form with identical wording. This must be completed within seven days after the regular pay date for the pay period.
Prevailing Wage Compliance: Project management staff compares the rate indicated in the weekly reports, the daily inspection reports and the job-site interviews with the prevailing wage rates published by the California Director of Industrial Relations. The Project Manager responsible for the project maintains weekly logs of compliance testing.
Response to Noncompliance: Project management staff notifies contractors if an incidence of noncompliance is discovered. The contractor must submit a revised Certified Payroll Report for the period of noncompliance or evidence that a supplemental payment was made to the employees not in compliance. Until full compliance has been verified, a daily penalty per employee is assessed and withheld from payment to the contractor. The amount of the daily penalty is set by the California Department of Industrial Relations.
Penalties assessed and collected are remitted to the State of California.
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Section V.G: Procurement Standards for Federal Awards
Purpose: The objective is to establish guidelines that meet or exceed the procurement requirements for purchases of goods (apparatus, supplies, materials, and equipment), services, and construction and repair projects when federal funds are being used in whole or in part to pay for the cost of the contract.
Policy:
A. Application of Policy. This policy applies to contracts for construction or repair or for the procurement of goods or services that are funded in whole or in part by federal funds, direct or reimbursed, including contracts under grants and loans where the City is a sub- grantee or sub-recipient of federal funds (collectively, “Federal Contracts”), except to the extent the federal funding is not subject to the Uniform Guidance codified in 2 C.F. R. Part 200.
All Federal Contracts are subject to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal awards (Uniform Guidance) codified at 2 C.F.R. Part 200 unless otherwise directed in writing by the federal agency or state pass- through agency that awarded the funds. The requirements of this Policy also apply to any subrecipient of federal funds. City departments may adopt additional policies to the extent required by a particular federal agency or federal grant, and in the event of a conflict the departmental policies shall take precedence over this Policy. The City department that received the federal funding for the Federal Contract is responsible for ensuring compliance with this Policy and all other grant requirements.
B. Compliance with Federal Law. All procurement activities involving the expenditure of federal funds must be conducted in compliance with the Procurement Standards codified in 2 C.F.R. § 200.317 through § 200-327 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds. The City will follow all applicable local, state, and federal procurement requirements when expending federal funds. Should the City have more stringent requirements, the most restrictive requirement shall apply so long as it is consistent with state and federal law.
C. Approval and Modification. The procedures and requirements contained in this Policy are administrative and may be changed by the City’s staff as necessary to comply with state and federal law.
Procedures:
The following standards and procedures apply to all Federal Contract solicitations:
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A. Necessity. Purchases must be necessary to perform the scope of work and must avoid acquisition of unnecessary or duplicative items. City departments should check with the federal surplus property agency prior to buying new items when feasible and less expensive. Strategic sourcing should be considered with other City departments and/or agencies that have similar needs to consolidate procurements and services to obtain better pricing.
B. Cost Reduction. City departments are encouraged to use federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs. City departments are further encouraged to use value engineering clauses in Federal Contracts for construction or repair that are of sufficient size to offer reasonable opportunities for cost reductions.
C. Clear Specifications. All solicitations must incorporate a clear and accurate description of the technical requirements for the materials, products, or services to be procured, and shall include all other requirements which bidders or proposers must fulfill and all other factors to be used in evaluating bids or proposals. Technical requirements must not contain features that unduly restrict competition.
D. Notice of Federal Funding. All bid solicitations for Federal Contracts must acknowledge the use of federal funding. In addition, all prospective bidders or proposers must acknowledge that funding is contingent upon compliance with all terms and conditions of the funding award.
E. Compliance by Contractors. All Federal Contract solicitations shall inform prospective contractors that they must comply with all applicable federal laws, regulations, executive orders, and terms and conditions of the funding award.
F. Use of Brand Names. When possible, performance or functional specifications are preferred to allow for more competition, leaving the determination of how they reach the required result to the Federal Contractor. Brand names may be used only when it is impractical or uneconomical to write a clear and accurate description of the requirement(s).
When a brand name is listed, it is used as reference only and “or equal” must be included in the description.
G. Lease versus Purchase. Under certain circumstances, it may be necessary to perform an analysis of lease versus purchase alternatives to determine the most economical approach.
H. MWSBE Participation. For all Federal Contract procurements that equal or exceed the Micro-Purchase Threshold (currently $10,000), the City department responsible for the solicitation must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.
Affirmative steps must include:
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i.Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
ii.Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; iii.Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;
iv.Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;
v.Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and
vi.Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this Section.
I. Documentation. City departments must maintain records detailing the history of all Federal Contract procurements. The documentation should include the procurement method used, contract type, basis for contractor selection, price, sources solicited, public notices, cost analysis, bid documents, addenda, amendments, Federal Contractor’s responsiveness, notice of award, copies of notices to unsuccessful bidders or offerors, record of protests or disputes, bond documents, notice to proceed, purchase orders, and the Federal Contract. All documentation relating to the award of any Federal Contract must be made available to the granting agency upon request.
J. Cost Estimate. For all Federal Contract procurements that are expected to equal or exceed the Simplified Acquisition Threshold (currently $250,000), the City department responsible for the procurement shall develop an estimate of the cost of the procurement prior to soliciting bids. Cost estimates may be developed by reviewing prior contract costs, online review of similar products or services, or other means by which a good faith cost estimate may be obtained. Cost estimates for construction or repair contracts may be developed by the project designer.
K. Open Competition. Solicitations shall be prepared and conducted in a way to be fair and provide open competition. The procurement process shall not restrict competition by imposing unreasonable requirements on bidders, including but not limited to unnecessary supplier experience, excessive or unnecessary bonding, specifying a brand name without allowing for “or equal” products, or other unnecessary requirements that have the effect of restricting competition.
L. Geographic Preference. No geographic preferences may be imposed in awarding Federal Contracts except to the extent permitted by federal law.
M. Contractors’ Conflict of Interest. Designers, suppliers, and contractors that assist Finance Department
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in the development or drafting of specifications, requirements, statements of work, invitation for bids or requests for proposals shall be excluded from competing for such procurements.
N. Employees’ Conflict of Interest. No employee, officer, or agent of the City may participate in the selection, award, or administration of a contract supported by a Federal Award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the City may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.
Employees who fail to comply with this policy may be subject to disciplinary action and criminal prosecution.
O. Prequalification. All lists of prequalified bidders must be kept current and must include enough qualified sources to ensure maximum open and free competition.
Potential bidders shall not be precluded from qualifying during the solicitation period.
P. City Council Approval. Unless otherwise Council approval for a Federal Contract is required by this Policy, or by federal or state law, the thresholds established by City Council from time to time will determine when City Council approval for a Federal Contract is required.
Q. Procurement of Recovered Materials. The City and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
Requirements Applicable to All Federal Contracts
All Federal Contracts will comply with the following requirements:
A. Contract Award. Federal Contracts shall be awarded only to responsible contractors possessing the ability to perform successfully under the terms and Finance Department
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conditions of the proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. Purchase Contracts and Construction Contracts that exceed the Micro-Purchase Threshold will be awarded to the lowest responsive, responsible bidder.
B. Fixed Price. Federal Contract solicitations must state that bidders and proposers shall submit bids and proposals on a fixed price basis and that the Federal Contract shall be awarded on this basis unless otherwise provided for in this Policy. Cost plus percentage of cost Federal Contracts are prohibited. Time and materials Federal Contracts will not be used unless no other form of contract is suitable and the Federal Contract includes a “not to exceed” amount. A time and materials Federal Contract shall not be awarded without express written permission of the federal agency or state pass-through agency that awarded the funds. Additionally, if a time and materials Federal Contract is awarded the City department administering the contract must assert a high degree of oversight to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls.
C. No Evasion. No Federal Contract may be divided to bring the cost under bid thresholds or to evade any requirements under this Policy or state and federal law.
D. Contract Requirements. All Federal Contracts shall be in writing and shall include or incorporate by reference the provisions required under 2 C.F.R § 200.326 and as provided for under 2 C.F.R. Part 200, Appendix II. Federal Contracts shall further include provisions to comply with 2 C.F.R 200.315 regarding intangible property and the federal government’s right to data produced under a Federal Contract.
E. Debarment. No Federal Contract shall be awarded to a contractor included on the federally debarred bidder’s list. Department staff will double check with Sam.Gov to make sure the contractor is registered on the site and in good standing before awarding the contract. If the intended contractor is not registered or is registered but not in good standing the Department staff will not be able to award the contract.
F. Contractor Oversight. The City department administering the Federal Contract must maintain oversight of the Federal Contract to ensure that the contractor is performing in accordance with the Federal Contract terms, conditions, and specifications.
Specific Procurement Procedures
City departments shall comply with this Section in soliciting bids and proposals for Finance Department
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Federal Contracts. Solicitation requirements depend on the type of Federal Contract, which types include:
• Contracts for construction or repair work (“Construction Contracts”); • Contracts for the procurement of apparatus, supplies, materials, or equipment (“Purchase Contracts”);
• Contracts for the procurement of architectural, engineering or surveying services (“A/E Contracts”); and
• Contracts for the procurement of services other than A&E Contracts (“Service Contracts”).
Solicitation requirements also depend on the amount of the Federal Contract, determined by the following thresholds which are set and adjusted from time to time by the Federal Acquisition Regulation at 48 CFR Subpart 2.1:
• Micro-Purchase Threshold (currently $10,000)
• Simplified Acquisition Threshold (currently $250,000) A. Micro-Purchase Procedure. Service Contracts, Purchase Contracts, and Construction Contracts that do not exceed the Micro-Purchase Threshold (currently $10,000) shall be procured using the Uniform Guidance “micropurchase” procedure (2 C.F.R. § 200.320(a)(1)) as follows:
1. The Federal Contract may be awarded without soliciting pricing or bids if the price of the goods or services is reasonable based on research, experience, purchase history, or other information, and documents it files accordingly.
2. To the extent practicable, purchases must be distributed among qualified suppliers.
B. Small Purchase Procedure. Service Contracts, Purchase Contracts and Construction Contracts that exceed the Micro Purchase Threshold (currently $10,000) but are less than the Simplified Acquisition Threshold (currently $250,000) shall be procured using the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(a)(2)) as follows:
1. Obtain price or rate quotes from at least three (3) qualified sources.
2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321.
3. Cost or price analysis is not required prior to soliciting bids.
C. Sealed Bid Procedure. Purchase Contracts and Construction Contracts that equal or exceed the lower of the Simplified Acquisition Threshold (currently $250,000) shall be procured using a combination of the most restrictive requirements of the Uniform Guidance Sealed Bid Procedure (2 C.F.R. § 200.320(b)(1)). The Sealed Bid Procedure must also be used for Service Finance Department
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Contracts over the Simplified Acquisition Threshold (currently $250,000) when complete specifications are possible, a fixed price contract is feasible, and selection can be made principally on price.
The Sealed Bid Procedure requirements are:
Bids must be solicited from at least three (3) qualified sources, providing them sufficient response time prior to the date set for opening the bids and the invitation for bids must be publicly advertised.
1. Cost or price analysis is required prior to soliciting bids. (This cost estimate may be provided by the project designer.)
2. Complete specifications or purchase description must be made available to all bidders.
3. The Contract must be fixed price (lump sum or unit price).
4. The solicitation must be formally advertised in a newspaper of general circulation for at least seven full days between the date of the advertisement and the date of the public bid opening, except to the extent electronic advertising has been authorized by City Council. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to City Council the right to reject any or all bids only for sound documented reasons.
5. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321.
6. Open bids at the public bid or proposal opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed, and a minimum of 2 bids must be received in order to open any bids.
7. Award to the lowest responsive, responsible bidder. Bids may be rejected only for sound documented reasons. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs must be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of.
8. For Construction Contracts, a 5% bid bond is required of all bidders.
Additionally for Construction Contracts, performance and payment bonds of 100% of the Federal Contract price is required of the winning bidder.
D. Competitive Proposal Procedure. Service Contracts that equal or exceed the Simplified Acquisition Threshold (currently $250,000) may be procured using the Uniform Guidance Competitive Proposal Procedure (2 C.F.R. § 200.320(d)) when complete specifications are not possible, a fixed price contract is not feasible, or it is not in the best interest of the federally funded program to make the selection principally on price. The Competitive Proposal Procedure is generally used when conditions are not appropriate for the use of sealed bids.
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The Competitive Proposal Procedure requirements are:
1. The Request for Proposals (RFP) must be publicized. Formal advertising in a newspaper is not required so long as the method of advertisement will solicit proposals from at least three (3) qualified firms.
2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.
3. Identify all evaluation factors and their relative importance in the RFP.
4. Consider all responses to the publicized RFP to the maximum extent practical.
5. Must perform a cost or price analysis in connection with every proposal in excess of the Simplified Acquisition Threshold (currently $250,000) including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular proposal situation, but as a starting point, must make independent estimates before receiving bids or proposals., when applicable.
6. Must have a written method for conducting technical evaluations of proposals.
7. Award to the responsible proposer whose proposal is most advantageous to the program with price and other factors considered.
E. A/E Contracts shall be procured using the Uniform Guidance “proposals” procedure (2 C.F.R. § 200.320(b)(2)) as follows:
1. Publicly advertise a Request for Qualifications (RFQ) to solicit qualifications from at least three (3) qualified firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ.
2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.
3. Identify all evaluation factors and their relative importance in the RFQ.
4. Must have a written method for conducting technical evaluations of proposals and selecting the best qualified firm.
5. Consider all responses to the publicized RFQ to the maximum extent practical.
6. Must perform a cost or price analysis in connection with every RFQ in excess of the Simplified Acquisition Threshold (currently $250,000) including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular RFQ situation, but as a starting point, must make independent estimates before receiving bids or proposals, when applicable.
7. Evaluate qualifications of respondents to rank respondents and select the most qualified firm. Preference may be given to in-state (but not local) firms provided that granting the preference leaves an appropriate number of qualified firms to compete for the Federal Contract given the nature and Finance Department
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size of the project.
8. Price cannot be a factor in the initial selection of the most qualified firm.
9. Once the most qualified firm is selected, negotiate fair and reasonable compensation. If negotiations are not successfully completed, repeat negotiations with the second-best qualified firm.
10. Award the Federal Contract to the best qualified firm with whom fair and reasonable compensation has been successfully negotiated.
Exceptions
Noncompetitive procurements are allowed only under the following conditions and with the written approval of the federal agency or state pass-through agency that awarded the federal funds:
a. Sole Source: when the item is available from only one source. The City department responsible for the solicitation shall document the justification for and lack of available competition for the item. A sole source Federal Contract must be approved by City Council.
b. Public Exigency: when there is a public exigency. A public exigency exists when there is an imminent or actual threat to public health, safety, and welfare, and the need for the item will not permit the delay resulting from competitive bidding.
c. Inadequate Competition: when competition is determined to be inadequate after attempts to solicit bids from at least three (3) sources. d. Federal Contract: when the purchase is made from a Federal Contract available on the U.S. General Services Administration schedules of Federal Contracts.
e. Awarding Agency Approval: with the express written authorization of the federal agency or state pass-through agency that awarded the federal funds so long as awarding the Federal Contract without competition is consistent with state law.
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Section V.H: Credit Card Policy
Purpose: To establish a policy with procedures under which departments will control the use of City issued credit cards. The procedures are intended to accomplish the following:
1. To ensure that the procurement with City credit cards is accomplished in accordance with the policy and procedures established by the Finance Department
2. To ensure appropriate internal controls are established within each department, procuring credit cards so that they are used only for authorized purposes.
Policy: The City issues credit cards to designated department heads for the efficiency of facilitating certain expenses. However, the credit card is not intended to substitute the purchasing policy through purchase orders in the normal course of daily operations. The credit card holder will be responsible for ensuring that all purchases are in alignment with City’s policies and that appropriate budgets are in place on all purchases, making transfers to cover expenses, if necessary.
Authorization
Department heads who wish to have credit card privileges must receive approval from the City Manager and the Director of Finance. Authorized users shall acknowledge the credit card policy and then complete an application with Finance.
Use of Credit Card
The credit card must be used for official City business only. Usage of the City’s credit card is allowed at the discretion of the City Manager and the Director of Finance.
When using the credit card, the user should ensure that the purchases are within the budget limits to the City’s procurement policies.
The credit card shall not be used for any personal purchases of any kind. Use of the credit card for personal purchases or expenses with the intension of reimbursement to the City is prohibited. Any employee who uses a City credit card for personal use shall be responsible for reimbursing the City for all costs associated with the purchase and may have their card immediately revoked.
Cardholders are responsible for the security of their credit card and all precautions shall be taken to maintain the card’s confidentiality. In the event of lost or stolen cards, the cardholder must notify the credit card company and the Director of Finance immediately.
Any rewards or privilege points that are accumulated through the City’s credit card are the sole ownership of the City and redemption will be used for city-wide purchases, as approved by City Manager.
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Employees issued City credit cards must return the credit card immediately upon termination of his or her employment or service with the City of Huntington Park. The Finance Director will notify the credit card Issuer and the Cardholder's card will be immediately deactivated. A cardholder who fraudulently uses the Credit Card after separation from the City will be subject to legal action.
Any department wishing to use the credit card must fill out the Credit Card Request Form.
They must state all information necessary and return the credit card the same day along with the receipts. The department head must sign and must be approved by the Director of Finance.
Allowable Expenses
Designated City employees will have the ability to charge expenses incurred during City travel, local business events, and goods or services under $2,000 that cannot be procured through normal procedures. All goods and services purchased by the City must be acquired through credit extended by the City’s vendors to the City whenever possible and paid by approved invoice within the agreed credit terms of the vendor.
Examples of expenses allowable through the City credit card include:
• Office supplies that are proven to be less costly and cannot be purchased through normal invoice procedures
• Subscriptions and publications
• Travel expenses such as airline tickets, meals and hotel reservations pursuant to current GSA per diem rates, gas, parking, conference registration fees and training • Special event meals & supplies: City Council meetings, training sessions, City Manager meetings, and employee recognition events that have been preapproved in writing by City Manager Prohibited expenses include:
• Alcoholic beverages and tobacco products
• Gift cards
• Gambling items: lottery tickets, casino chips, etc.
• Weapons, ammunition, and related accessories
• Cash advances, Foreign Currency, Money Orders, Travelers Checks, Wires Transfers, Saving Bonds
• Cellular Phones and/or related monthly service charges • Professional/Consultant services
• Instructors, speakers, and performers
• Personal entertainment expenses and all personal items • Spouse or family members’ travel costs
• Transportation fares for entertainment purposes (i.e. movies, restaurants, etc.) • Air travel insurance
• Laundry, dry cleaning and pressing of clothing
• Sponsorships or charitable contributions
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• Expenses incurred for the purpose of attending political events • Purchases or split purchases that circumvent the City’s procurement policies • Any other expenses not deemed necessary to conducting company business Cardholders who receive per diem for City business travel cannot have a meal paid for by credit card. Either the credit card expenses or the per diem, whichever one is greater, must be reimbursed to the City.
Procedures:
It is important that cardholders adhere to the following procedures. Failure to keep adequate receipts or frequent abuse of these provisions are grounds for rescindment of the credit card.
1. Upon receipt of the credit card statement provided by Finance, the cardholder is responsible for reviewing all credit card transactions, completing a Credit Card Expense Report and attaching the corresponding backup documents along with a copy of the statement.
2. Any time a purchase is made using the credit card, the cardholder must obtain a copy of the receipt. The cardholder must retain itemized receipts of all purchases made on the credit card. A receipt presenting only a summary total will not be acceptable.
3. If the cardholder does not have a receipt or documentation to submit with the statement, a memo that describes the item, date of purchase, merchant’s name, and an explanation for missing support documents must be approved by the Director of Finance. Recurrent instances of missing documentation will result in the cancellation of the cardholder’s credit card.
4. The City Manager shall review and approve all expense reports submitted.
Approved expense reports, signed by both the cardholder and City Manager, are due back to Finance within 10 days of receiving the statement. It is the cardholder’s responsibility to submit reports and supporting documents in a timely manner. Late submissions will hold the department responsible for any resulting interest or late charges.
5. All meals charged to the City credit card require names of individuals in attendance and business purpose to be submitted along with the credit card expense report and related supporting documents.
6. If there is a question regarding a purchase, it is the Finance Department’s responsibility to talk with the department head of the cardholder. The Department Head shall provide written authorization obtained from the City Manager prior to the purchase of any items the Director of Finance, or designee, determines are not allowable under this policy.
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7. It is each user’s responsibility to follow up on any erroneous charges, returns or adjustments to ensure proper credit is given on subsequent statements. When issued a reimbursement or credit, the cardholder shall not accept cash refunds.
The bank only offers a short period to make a time payment. Each credit cardholder must submit the expense report by the due date, issued by the AP Division at the beginning of each month.
Purchases made under this credit card policy shall comply with the City’s Purchasing Policy. Card user violations of this policy regarding the purchase of goods or services will be investigated and may result in any or all of the following actions, but not limited to:
written warning, revocation of credit card privileges, cancellation of delegation of purchasing authority, disciplinary action, termination and/or criminal prosecution.
The City Manager, Director of Finance or designees have the authority to investigate and determine whether a violation of purchasing or credit card policy has occurred and to establish the action deemed most appropriate pursuant to applicable law and/or City’s policy.
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City of Huntington Park
Acknowledgement of City Credit Card Policies and Procedures I, hereby have read and understand the provisions under the City’s credit card policy and acknowledge receipt of a City of Huntington Park Credit Card.
As a cardholder, I agree to comply with the City’s credit card policies and procedures. I accept responsibility for the protection and proper use of this card as outlined in the policy. I understand that I am responsible for retaining all receipts for processing the Finance Department and that failure to provide receipts may result in rescindment of the credit card. I understand that I CAN NOT use the credit card for personal use even if the intent is to reimburse the City.
I further understand that improper use of this credit card may result in disciplinary action, up to and including termination of employment. Upon separation from the City, I agree to allow the City of Huntington Park to collect any amounts owed by me even if I am no longer employed with the City. If the City initiates legal proceedings to recover amounts owed by me, I agree to pay all legal fees incurred by the City in such proceedings.
I understand the City may terminate my rights to use this credit card at any time for any reason. I agree to return the credit card to the City of Huntington Park immediately upon request or upon termination of employment.
___________________________________________ _________________________________ Cardholder Date
___________________________________________ _________________________________ Director of Finance Date
___________________________________________ _________________________________ City Manager Date
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VI. Travel Policy
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Section VI.A: Attendance at Out-of-Town Conference and Seminars Purpose: To memorialize City policy regarding reimbursement to City Staff and Elected Officials for expenses incurred at out-of-town conferences and/or seminars Policy: In addition to policies and procedures established elsewhere, no reimbursement shall be made to any City Staff member, Commissioner, or elected representatives unless attendance has been approved in advance by City Council through resolution or specific minute motion.
Procedure: Please refer to Section VIB for the City’s Travel Policy.
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Section VI.B: Travel Policy
Purpose: To provide policy guidelines and a procedure for the authorization and reimbursement of City related expenses incurred by Council Members, staff and others doing the City’s work in conformance with Federal and State rules and regulations Policy: The City of Huntington Park (City) authorizes travel only when necessary and in the best interests of the City. The City will reimburse ordinary, necessary and reasonable business expenses incurred in connection with official responsibilities performed on behalf of City, in accordance with established policies and procedures.
All travel is to be authorized in advance of the date of travel by the Department Head and further authorized by the City Manager, if necessary. Employee expenses will only be approved as they are necessary to further the accomplishment of business goals and objectives. This policy shall govern all requests for expense reimbursement including requests by City elected officials, appointed officials and employees. Nothing in this policy is intended to supersede City's collective bargaining agreements. All travel is subject to the availability of funds for travel.
Travel is defined as a destination outside of a fifty (50) mile radius of the regularly assigned worksite. Allowable purposes for travel include, but are not limited to the following:
1. Activities that potentially increase City revenues, decrease costs, or enhance the quality, productivity and/or effectiveness of services and programs.
2. Federal and State of California legislative activities
3. Intergovernmental relations to ensure compliance with Federal and State regulations
4. On-site inspections related to procurement, methods, procedures and operation techniques
5. Specific seminars, workshops or training programs that are not provided within the Los Angeles area
6. Educational and career development seminars and workshops designed to improve staff skill and information levels
The traveler is responsible for making his or her own travel arrangements, including purchasing airline tickets, paying registration fees and hotel deposits. Travelers should make arrangements as far advanced as possible, preferably at least 30 days in advance, in order to take advantage of the lowest possible airfares, group lodging rates and early Finance Department
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registration discounts. Business travel shall be booked based on the most economical means to carry out City business. First class and business class tickets are prohibited.
Lodging expenses must be reasonable and as economically feasible as possible.
Cash advances are not available for travel, mileage, or business expenses. All reimbursements will be provided only after travel has taken place and completed expense reports are submitted with necessary supporting documentation. Airfare and lodging expenses may be paid using the City’s credit card or through the Accounts Payable (AP) process, in advance, to secure reservations, pursuant to the policies detailed below.
Travel Expenses
I. Lodging
Lodging expenses are charges that incurred during City business travel requiring overnight stay. Whenever possible, the traveler shall secure the group conference rate made available through the sponsoring organization. Should the rate not be available, the traveler shall stay at the hotel the travel event is being held at in order to reduce ground transportation expenses. The cost of lodging in connection with the travel purpose should not exceed the group rate published by the sponsor organization if such rates are available at the time of booking. Travelers should request the government rate or the lowest possible rate, pursuant to the max lodging rate established by the U.S General Services Administration (GSA) for the area in which travel occurs. The rate can be found on the GSA website: www.gsa.gov.
If travel is no longer necessary, the traveler is responsible for canceling the room reservation in a timely manner to avoid incurring “No Show Penalties” and will not be reimbursed for such penalties. The traveler may be reimbursed if the circumstances were beyond his or her control as documented in a justification memo approved by the respective Department Head.
The City will not reimburse employees for lodging expenses incurred by family members when an employee’s family accompanies him/her, or for any additional guests in the same room. The City will pay for lodging for the evening preceding or subsequent to a meeting or business event when the employee would have to travel at unreasonably early or late hours to reach his/her destination
II. Transportation
Vehicle Use
Whenever practical and available, employees are encouraged to use City automobiles to conduct local City business. Use of City vehicles is limited to official business only.
Employees who utilize a City owned vehicle must possess a valid driver’s license during the use and must operation the vehicle in accordance with all regulations. Non-City employees or non-governmental officials should not be transported as passengers in City Finance Department
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vehicles.
When a Department Head determines that a City vehicle is not available and an employee is approved to use his or her own personal vehicle, the employee is eligible for mileage reimbursement at the prevailing Internal Revenue Services (IRS) rate. The mileage reimbursement rate covers the costs of insurance and deductibles in case of accident as well as fuel and normal wear and tear. Therefore, primary insurance and deductibles coverage for personal vehicle use will be through the traveler’s own personal policy. City provides secondary coverage that will cover liabilities in excess of traveler’s personal policy when incurred by the traveler in performing his/her City duties.
Travelers should carpool, whenever possible, with other travelers going to the same destination. Parking fees charged at the hotel or conference center will be reimbursed with a receipt. No valet parking will be reimbursed unless it is the only option for parking.
Other Forms of Transportation
Airline, train, taxi, rideshare services, bus and watercraft expenditures may be reimbursed if substantiated by receipts. Transportation fares should be the most economical and reasonable and the least expensive method should be used. Consideration should be given to distance, time and total cost to the City. Travelers are to take advantage of existing hotel shuttles/vans, taxi or local mass transit services. Taxis and other local transportation may be utilized to and from the airport, lodging location and conference location. A maximum of 15% gratuity may be reimbursed.
Standard overnight airport parking when travelling outside of the travel radius is reimbursable. The most cost effective long-term airport parking, if necessary, is to be used for travel exceeding 24 hours.
Rental Car
Automobile rentals are to be approved by the Department Head only if other transportation methods are not available. Travelers requesting the use of a rental vehicle is responsible for meeting all of the requirements of car rental agency. Charges for rental vehicles may be reimbursed if it is determined that the rental car is more appropriate that other forms of transportation. The IRS mileage rates will not be paid for rental vehicles but fuel expenses evidenced by receipts may be reimbursed.
Use of a rental vehicle is granted in cases where one or more of the following situations are reasonably expected:
a. Multiple stops within a given area.
b. Time constraints warrant the use of a rental vehicle. c. Inclement weather necessitates using a rental vehicle. d. Transporting large boxes or oversize materials necessary for business.
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e. A group of city travelers is attending the same events so that a vehicle rental is more economical than individual transportation charges in total.
A traveler authorized to use a rental vehicle should purchase supplemental insurance coverage offered through a rental agency to include both Collision Damage Waiver (CDW) coverage and Supplemental Liability Insurance (SLI) when available. Primary insurance coverage for rental vehicle will be through the purchased supplemental coverage with secondary coverage from the traveler's own personal policy. The City will provide tertiary coverage that will cover liabilities in excess of traveler’s personal coverage and the rental agency's policies.
If traveler is in a rental vehicle on City business and has an accident, traveler is responsible for the deductible in accordance with traveler's personal insurance policy in coordination with the CDW coverage and SLI coverage purchased. In the case of an accident, travelers are to use the following guidelines:
a. File an accident report with rental agency, traveler's insurance company and/or the police including any back-up documentation and provide copies when submitting an expense report.
b. Take photos if a camera is available.
c. Cooperate with City's claims administrator during the investigation and resolution of any third party claim.
Rental vehicles cannot be driven outside the country from which they were rented.
Travelers shall wear safety belts and adhere to all safety procedures. All rental vehicles must be refueled before being returned to the rental agency. Authorization for exceptions shall be coordinated through the Finance Department.
III. Meals
Meal expenses are charges for food and non-alcoholic beverages actually purchased and consumed by travelers on official City business and may be reimbursed by using either of two methods: per diem or actual expenses. Per Diem or meal reimbursements are only provided if travel requires an overnight stay.
Per Diem
Per Diem is the allowance for lodging, meals and incidental expenses. The City will pay for an employee’s meals during business travel, including tax and tips at the per diem meal rates established GSA for the area in which travel occurs. Employees will have the flexibility on how much is spent for each meal as long as the total claim for the day does not exceed the per diem allowance for meals established by the GSA. Receipts are not required. Employees who charge meal expenses using the City’s credit card may not Finance Department
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claim per diem meal reimbursement in addition to.
On the first and last travel day, employees are only eligible for 75 percent of the total per diem rate for their temporary duty travel location. Meals provided during the conference or seminar will reduce the total daily per diem reimbursement by the current dollar amount indicated for each meal. Taxes and tips are included in the per diem rate; travelers will not be reimbursed separately for those items. A maximum 15% gratuity may be included on meal expenditures; however, the traveler must not exceed the total meals daily allowance allotment.
If travel begins before 7:00 A.M. breakfast, lunch, and dinner are reimbursed. If travel begins between 7:00 A.M. and 1:00 P.M. lunch and dinner are reimbursed. If travel begins after 1:00 P.M. only dinner is reimbursed.
If travel ends after 9:00 A.M. and before 1:00 P.M. breakfast is reimbursed. If travel ends after 1:00 P.M. and before 6:00 P.M. breakfast and lunch are reimbursed. If travel ends after 6:00 P.M. breakfast, lunch, and dinner are reimbursed.
The determination of when travel begins or ends will be based on the required documents submitted and includes the travel time to and from the airport.
Incidentals, such as miscellaneous low value fees and tips given to servers, porters, baggage carriers, etc., are included in the per diem rate.
Actual Expenses
Employees may be reimbursed for the actual cost of travel expenses, including taxes and tips, as opposed to receiving per diem, given that the actual cost is equal to or less than the prevailing per diem rate. Receipts must be provided and attached to the expense report.
IV. Other Travel Expenses
Other travel expenses are charges incurred as a result of travel other than transportation, lodging and meals. Travelers will be reimbursed for actual and necessary business expenses, provided that such expenses are directly related to the purpose of travel.
Employees must provide receipts for reimbursement. Business expenses shall not include the cost of discretionary items intended for the personal benefit or pleasure of travelers, such as magazine or book purchases, movies rentals, in-flight Wi-Fi etc.
Business expenses normally include, but are not limited to, the following:
a. Conference or seminar registration fees
b. Telephone or internet charges, if necessary to conduct official City business c. Laundry/cleaning services, if necessary and reasonable, for more than five consecutive days of travel
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V. Prohibited Expenses
The following are considered non-reimbursable:
1. Personal items and entertainment expenses including in-room movies, spas, gyms, private telephone usage, non-business related transportation costs, etc.
2. Alcoholic beverages
3. Charitable contributions
4. Personal automobile expenses including repairs, traffic citations and insurance
5. Expenses of a spouse, relative, significant other or friend who accompanies the employee to the travel event
6. Expenses incurred for the purpose of attending political events. An event is considered “political" if it is held for the purpose of supporting, opposing, or raising money to support or oppose any candidate, ballot measure, or political party
7. Items not substantiated by receipts, except for per diem
8. Other expenses not deemed necessary to conducting company business VI. Travel Without Overnight Stay
For travel without an overnight stay, no reimbursement or per diem is provided for meals per IRS regulations.
Meals may be reimbursed if the traveler is attending necessary and reasonable business meetings, in which documentation must be provided including the receipt, name of the organization, participants in the meeting and purpose of meeting. No alcoholic beverages will be reimbursed.
Procedure:
For all travel and reimbursement claims, the employee must submit an Employee Expense Report form signed by the employee and approved by the Department Head and City Manager (if necessary), attaching the required supporting documents. Claims must be turned in within fifteen (15) days of the traveler’s return. Expense report shall include:
1. Name of traveler
2. Flyer of conference, training, seminar, etc.
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3. Location of travel
4. Travel dates
5. Account number
6. Dollar amounts associated with all expenses
7. Amount of milage traveled
Trip documentation such as conference schedules, registration forms, completed training certificates and business itineraries must be included. Justification memos are required for instances such as requests for additional travel days or rental cars.
If a personal vehicle is utilized and mileage reimbursement is being requested, the employee is responsible for submitting a commuting to and from addresses and/or attaching a computer mapping service map for mileage verification.
Reimbursement claims that are not substantiated with a receipt will not be processed. It is the employee’s responsibility to retain all receipts for expenses incurred during travel.
Lost receipts will be handled on a case-by-case basis.
Deficient forms will be immediately returned to the respective Department.
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VII. Investment/Treasurer
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Section VII.A: Investment
Purpose: To establish the policy and internal controls for the investment of City Funds Policy: The City’s cash assets shall be invested with the following objectives listed in priority order:
1. Safety
2. Liquidity
3. Yield
The investment policy applies to all of the funds that are managed by the Finance Department. This policy does not apply to debt service reserve or other escrowed funds whose investments are defined in the respective debts’ trust agreements.
Procedure:
1. As a practical matter, due to the relatively small size of the City’s investable cash, all of the City’s idle funds are deposited in the State’s Local Agency Investment Fund (LAIF).
2. LAIF’s investment policy directives mirror the City’s as stated above.
3. By State law, the Treasurer is required to provide a monthly investment report to the City Council.
4. By State law, the City Council is annually required to delegate the authority to execute investment transaction to a staff member, generally the Treasurer.
Alternatively, the City Council would have to formally pre-approve each investment transaction.
5. The Treasurer shall obtain City Council approval to engage any new financial institution handling the City’s cash/investment assets.
6. The Treasurer shall maintain written investment procedures for the operation of the investment program consistent with this policy.
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Section VII.B: Segregation of Duties
Purpose: To facilitate good internal control over the investment of City funds and the proper recordation of those investments
Policy: The same employee will not be permitted to make City investment, record or maintain records on investments.
Additionally, Officers and employees involved in the investment process shall refrain from personal business activity that conflicts with proper execution of the investment program or impairs their ability to make impartial investments decisions. Employees and investment officials shall disclose any material function interest that could be related to the performance of the City’s investment policy.
Procedure: The Director of Finance will make the investment decisions and execute the purchase of investment vehicles. The Accounting Supervisor will be responsible for maintaining investment records; investment schedule; and monthly treasurer’s report.
The Director of Finance will each review and approve the monthly Treasurer’s Report.
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VIII. Revenue and Accounts Receivables
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Section VIII.A: Daily Closeout
Purpose: To provide guidelines as controls for the routine counting of cash, and posting receipts on a daily basis
Policy: All cash and other receipts will be counted and balanced each day. All revenues shall be included in the daily revenue report and posted the following business day by the Account Clerk.
Procedure:
1. Cash received from walk-in customers and other departments will be reported daily into the financial system and then stored in a cash drawer.
2. Departments that receive checks via postal mail must submit a revenue report to the Finance Department. Each report must present a detail that indicates the transaction amount, revenue GL account number, and details from the check. The Revenue Collection Supervisor will verify checks and information to reconcile the report before cashiers enter it into the financial system.
3. Cashiers will submit cash to the Revenue Collection Supervisor throughout the day to avoid having too much cash in the drawer. The Revenue Collection Supervisor will issue a receipt for the amount of cash that was submitted.
4. Closing at the end of the day, the cashiers will run a cash edit listing that details the transactions of the day for that register. The Revenue Collection Supervisor will have a sum of all the transactions to verify the totals in that report. Cash, checks, and debit card transactions must balance to the amounts stated in the report for the day.
6. Once everything is balanced, all cash, checks, and debit card transactions will be balanced to the cash update. Once reconciled, cash will be prepared for bank deposit and checks will be deposited remotely.
7. All supporting documents from each cashier are given to the accountant to later prepare a daily collection report for the transactions of the day.
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Section VIII.B: Revenue Collection
Purpose: To establish procedures and internal control for the collection, recording, and depositing of City revenue
Policy: All cash and checks received by the City shall be processed through a cash management system in a timely manner. Bank deposits are to be made daily.
Wire transfer and direct deposits are recorded on a daily collection form along with cash receipts run through the financial system. Parking meter cash and coins are collected with canisters and deposited daily. Estimated coin collection, based upon weight, is recorded on a daily collection report and adjusted later based upon an exact amount stated by the bank.
Procedure: All forms of payments taken in by any department are processed in the Revenue Collections Division by the Finance Cashiers and are balanced by the Department at the end of the day or immediately the following morning. For payments related to grant reimbursements, copies of the reimbursement request are to be forwarded to Finance.
1. The Finance cashiers enter all payments, such as utility, business license, animal license, utility user’s tax, grant, and all other revenues, into the financial system. A cash edit listing report is produced, balanced, and posted daily. A summary of payments is included in a Daily Collection Report.
2. Parking meters generate both cash and coins. Daily coin deposits are based on the amount of coin canisters that are prepared by the Revenue Collection Supervisor. Once collected, the coins remain sealed in the canisters, marked with tags with recorded serial numbers. The sealed canisters are collected by armored vehicle once a week and taken to a processing center by a bank carrier for counting. After the proper accounting of the canisters is made, an adjustment is made to the account. A credit or debit adjustment is mailed and/or emailed to the Finance Department and the Accountant enters the adjustment in the following day’s daily report.
3. The Revenue Collection Supervisor counts and verifies the cash against the parking meter’s generated ticket for deposit. Once verified, the supervisor gives the tickets and amount to the cashiers to enter the revenue. The total amount collected from the parking meters is included in the Daily Collection Report.
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Section VIII.C: Accounts Receivable
Purpose: To provide an outline for the development of financial management practices and the establishment of internal controls over the collection of revenues owed to the City for services, fees, and other local charges.
Policy: It is the responsibility of the Revenue Collection Division to comply with and enforce the following collection policies:
1. All accounts receivable invoices shall be due and payable within 30 days of the day of invoice.
2. A penalty of 10% of the unpaid invoice amount shall be added to any invoices when the full payment is not received by the 60th day from the date of invoice and an additional 1% per month on the unpaid invoice amount shall be imposed upon any invoice when the full payment is not received by the 90th day from the date of invoice.
3. Penalties provisions may be waived by the Director of Finance or City Council, in their opinion, circumstances warrant such a waiver.
4. Department and Revenue staff will pursue the timely collection of delinquent accounts.
Procedure:
Revenue is responsible for:
1. Preparing and mailing all invoices for amounts owed to the City, including maintaining all relevant supporting data.
2. Recording all financial data in the general ledger prior to the close of each month of business activity.
3. Maintaining accurate sub-ledger details on all receivable items, inclusive of invoice supporting documentation, aging and collection performance reports and activities summary reports.
4. Maintaining customer account information including name, address and any signature between the City and customer such as complaints, late payments, etc.
5. Managing collection efforts, including preparation and distribution of aging reports to the Director of Finance, Community Development, Parks & Recreation, Police Department and City Clerk.
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6. Pursuing collection activities for accounts sixty (60) days delinquent including 1st and 2nd delinquency notices. Turning accounts over to collection for the next 180 days. If still unpaid after 180 days, accounts are written off.
It is the responsibility of the respective Department rendering a particular service or commodity to cooperate with Revenue by providing the necessary information and supporting documentation including all required approvals and account revenues to be utilized to facilitate the generation of invoices and the recording of accounts receivable.
Write-offs for Uncollectible Accounts
On a monthly basis, when an amount remains unpaid without payment activity for 240 days, in specific instances, installment and payment arrangements may be made with the approval of the Director of Finance. The proposed write-off shall be prepared by the Finance Manager monthly, approved by the Director of Finance and distributed to the City Manager and Department Heads.
Amounts previously written off as uncollectible and subsequently collected shall be credited to the appropriate enterprise fund or to the General Fund Miscellaneous Revenue.
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Section VIII.D: Electronic Fund Transfers
Purpose: To provide a procedure for ensuring the timely and consistent recording of expenditures and revenues which occur initially as an electronic funds transfer (EFT), also referred to as automated clearing house (ACH) or “wire”, to or from the City’s bank accounts
Policy: EFTs relating to revenues are to be recorded with a cash receipt and be dated the day of bank credit.
Procedure: EFTs are occurring on a more frequent basis and are representing a substantial outflow and inflow of City funds. In order to ensure that these important financial transactions are recorded on a consistent basis, the following procedure should be followed:
Incoming EFTs
EFTs are routinely received as revenues for investment interest, grants, State taxes and fees. Upon receipt of the EFT, a cash receipt shall be prepared to record the proceeds and book into proper revenue or trust accounts. Incoming EFTs shall be included on the daily revenue collection reports on the date received. Departments are responsible for informing the Finance Department when incoming revenue is being processed and provide the correct documentation for recording purposes. A copy of the remittance advice must be attached to the incoming wire notification form.
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Section VIII.E: Insufficient Funds, Closed Accounts and Stopped Payments Purpose: To establish procedures and internal controls for the handling of checks with insufficient funds paid to the City.
Policy: The City makes every possible attempt to collect monies due resulting from returned checks. A non-sufficient funds fee shall be imposed on all checks with. Refer to the most current Master List Fee for further details.
Procedure:
1. The bank returns all checks to the City with an accompanying statement as a result of non-sufficient funds due to a closed account or stop payment.
2. The accountant prepares a journal entry and/or a payment reversal to back off the returned checks.
3. Once the replacement check with the fee is received, it gets recorded as an NSF transaction. The penalty amount will be recorded in the miscellaneous revenue account.
4. If the Department cannot resolve the returned item and the service has been provided by the City, the Department should forward the returned check with a request for the Finance Department to initiation collection procedures.
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Section VIII.F: Water Account Setup
Purpose: To establish a policy for the proper establishment of water accounts Policy: Water accounts will not be opened in the name of residential tenants. Property owners must file an application and provide a deposit as a prerequisite for establishing water service. The property owner shall assume responsibility for payment of all water and sewer fees.
Procedure: Persons or firms wishing to establish water service must complete a utility account application and pay a utility deposit.
The City of Huntington Park shall require a deposit prior to the start of the new water service account. Deposit rates can be found in the Master List Fee.
The deposit will be refunded at the closing of the account. If there is a balance due it will be taken from the deposit.
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Section VIII.G: Water Rates
Purpose: To establish the policy and procedures for modifying water consumption charges
Policy: The City of Huntington Park Municipal Code establishes that water consumption charges by means of City Council Resolution.
Resolution 96-38 requires that water consumption rates be adjusted annually based upon the Consumer Price Index charges.
Water Rates can be found in the most current Master List Fee.
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Section VIII.H: Billing Frequency
Purpose: To establish a criteria for the frequency of utility billing Policy: Utility billing frequency shall be as follows:
1. All Residential Customers Bi-Monthly
2. Typical Commercial Customers Bi-Monthly
3. High Consumption Commercial Customers Bi-Monthly
For brand new commercial customers, the City’s water operations contractor shall determine whether the new business is considered a high-volume water consumer for the purpose of water billing frequency.
Procedure: Water accounts shall be reviewed at least quarterly for the purposes of determining billing frequency.
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Section VIII.I: Delinquency Reporting
Purpose: To ensure internal control through the reporting of delinquent accounts and timely collection of money owed to the City of Huntington Park Policy: The Revenue Collection Division, on a monthly basis, shall provide a summary report to the Director of Finance indicating for each applicable revenue source the total number of delinquent accounts and the dollar amount of the delinquent accounts.
Revenue sources to be reported shall include but not necessarily limited to the following:
1. Water Accounts
2. Sewer Accounts
3. Business Licenses
The reports shall indicate variance from the previous reporting period.
A detailed listing of delinquent accounts shall be prepared and provided to the Director of Finance each July for the 12-month period that ended June 30th.
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Section VIII.J: Sewer Fees
Purpose: To establish a procedure for the efficient collection of sewer maintenance fees Policy: The City Council, pursuant to Section 6-4.19 of the Huntington Park Municipal Code, levies fees for the maintenance of City owned sewers and storm drains. Sewer Fees can be found in the most current Master List Fee.
Procedure: For City water customers, the amount is added to the water bill. For residents and businesses who are not City water customers, the consumption factor is obtained from the respective water surveyor. A separate bill is prepared and mailed to those firms and/or individuals.
Sewer fees collected are required to be placed in the Sewer Maintenance Fund (Fund 283).
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Section VIII.K: Solid Waste Fees
Purpose: To establish a procedure for the efficient collection of solid waste administration fees
Policy: The City Council pursuant to Title 6 Chapter 7 of the Huntington Park Municipal Code authorizes the collection of a Solid Waste Administrative charge. This charge is to reimburse the City for its expenses in administrating the Recycling and Hazardous Waste elements of the City’s General Plan.
Procedure: Each parcel of property in the City is charged a fee, which is a percentage of the trash bill. For residential properties, commercial and multi-family residents, the fees are collected by the solid waste company on a monthly basis.
Fees are adjusted annually based upon April’s Consumer Price Index as published by the U.S Department of Labor.
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Section VIII.L: Late Fees and Penalties
Purpose: To establish a policy concerning penalties for delinquent payment. Late fees and penalties provide an incentive for timely payment of funds to the City Policy: The late fees and penalties are based on the most current Master List Fee.
Water Account – Single Family Residential
Delinquency fees plus penalties are included in water charge penalties.
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Section VIII.M: Utility User’s Tax
Purpose: To describe the authority for and develop procedures toward the efficient collection of the City’s Utility User’s Tax
Policy: Several years ago, the voters of Huntington Park approved the imposition of a Utility Users Tax. The rules of which are contained in Title 3 Chapter 9 of the Huntington Park Municipal Code.
Chapter 9 establishes a 9.25% Utility Users Tax for telephone (including wireless) usage, a 9.75% on electric use, a 9.75% gas usage, and 9.75% for water usage.
Procedure: The tax must be calculated and collected by the seller company and remitted to the City no later than the 19th day of the month following the month of collection. The tax remittance must be accompanied by a written statement showing the calculation of tax collected.
The following are exempted from the tax:
1. State, Federal, County, School District
2. Head of Household Receiving Supplemental Social Security Income.
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Section VIII.N: Transient Occupancy Taxes
Purpose: To provide for the effective collection transient occupancy taxes Policy: Title 3 Chapter 8 of the Huntington Park Municipal Code provides for the levy of transient occupancy tax.
More specifically, Section 3-8.03 of the Huntington Park Municipal Code establishes a 5% tax rate and requires the hotel or motel operators to collect the tax from every transient guest of the facility.
Procedure: Each operator is required to submit a transient tax return by the last day of each month for the prior month.
Failure to submit the required form and collected taxed will subject to operator to penalty and interest charges announced in Section VIIIK of this manual.
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Section VIII.O: Senior and Disabled Citizens Discount
Purpose: To establish a procedure and policy to provide discounts to senior citizens sixty-two (62) years of age and disabled citizens
Policy: Senior citizens of 62 years or older will receive discounts on animal pet licenses of twenty-five percent (25%).
Procedure: The City Council has granted a discount for Senior Citizens and/or Disabled individuals for fees and charges. At the time of applying, seniors must provide a valid picture identification to show proof of age. Proof of residency is verified through a utility bill other than a water bill. Disabled citizens must provide supporting documentation, such as a doctor’s note to qualify.
The following criteria shall be used:
1. Senior Citizens: Individuals 62 years of age or older.
2. Disabled Citizen: Individuals with a physical or mental disability.
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IX. Budget
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Section IX.A: Budget Adoption
Purpose: To provide administrative and accounting control of the City’s finances Policy: The City Council and the Successor Agency to the Community Development Commission of the City of Huntington Park (Successor Agency) shall adopt annual operating budgets prior to the beginning of each fiscal year, or as soon thereafter, as practicable, in accordance with the following procedures.
Procedure:
1. The annual City budget shall be adopted by resolution of the City Council and shall include the General Fund, all Special Revenue Funds, Enterprise Funds and Capital Improvement Funds. The City budget shall also contain the Successor Agency budget, which shall, separately, be adopted by the Successor Agency.
2. Any and all unexpended appropriations in the City or Successor Agency budgets lapse at the end of each fiscal year and do not rollover to the following fiscal year.
3. New requested current fiscal year appropriations should be sufficient to cover open encumbrances as of the beginning of the fiscal year and include the current year’s proposed work plan expenditures.
4. Budget control is at the fund level.
5. City Council approval is required to increase or decrease total appropriations to a fund after the annual budget is adopted.
6. The City Manager and designees shall have the authority to adjust department, program and activity and object level budgets within City Council approved appropriations for a fund.
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Section IX.B: Annual Budget
Purpose: To provide administrative and accounting control of the City and Successor Agency annual budgets
Policy: The City Manager shall submit an annual budget to the City Council each year for its consideration and approval.
All budget requests shall be made through and with the approval of the City Manager.
The City Manager may delegate coordination of the budget process to the Finance Director or such other City employee as he or she may deem appropriate.
Procedure:
1. The City Manager or designate shall develop and distribute a budget development and adoption schedule each January for the upcoming fiscal year. Said schedule shall be reported the City Council.
2. In addition to the budget adoption schedule, the City Manager or designate will prepare and distribute to the various departments a budget package consisting of instruction and forms.
Finance Department
Policy and Procedures
Updated 2023
Section IX.C: Budget Amendments
Purpose: To provide administrative and accounting control of the City's and Successor Agency’s annual budgets
Policy: Amendments to the budget following adoption shall be discouraged and, if possible limited, to the Mid-Year Budget Review process. However, budget amendments may occur at any time when recommended by the City Manager and approved by the City Council.
A budget amendment is any change that affects the City Council approved total of appropriations for a fund, both increases and decreases in total fund appropriations. A budget transfer may be approved by the City Manager when there is no net impact to the City Council approved total of appropriations for a fund. Budget control is at the fund level.
Procedure:
1. When events occur that require a budget amendment, approval of the amendment must be obtained prior to the encumbrance or expenditure of funds. Department directors are responsible for controlling their department budgets.
2. Budget amendments are required when revenue significantly exceeds budget estimates, including unanticipated grants, and their allocation to expenditure is deemed desirable.
3. When unanticipated expenses would cause a fund’s expenditure to exceed total appropriations, a department director in consultation with the Director of Finance will identify the specific resources to be used to pay for the increased expenditures.
The department director will draft a staff report for review by the Director of Finance in order to recommend the budget amendment to the City Manager and City Council for approval.
4. At mid-year, the Director of Finance will review the entirety of the City’s financial status in relation to the adopted budget. Department heads will identify line items within their budgets that should be increased/decreased to maintain a balanced budget for the year.
5. Annually in February, the Director of Finance will submit a mid-year financial status report, including requested amendments, to the City Council for approval. Once approved by the City Council, amendments will be entered into the City's accounting and budgetary system.
Finance Department
Policy and Procedures
Updated 2023
Section IX.D: Annual Appropriation Limit
Purpose: To establish a procedure to ensure compliance with California Constitution’s requirement to compute the City’s annual appropriation limit Policy: The City shall comply with State requirements.
Procedure:
1. Based upon population and inflation factors provided by the State Department of Finance in or around May of each year, the Director of Finance shall cause the City's annual appropriation limit to be calculated.
2. The annual appropriation limit will be submitted to the City Council at the same time the City's annual budget is submitted for approval.
3. The City’s auditors shall be tasked to review and report on the Appropriation Limit calculations as part of the City’s annual financial audit. - 1 -
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RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON PARK, CALIFORNIA,
AUTHORIZING A TRANSFER OF FUNDS FROM
THE GENERAL FUND TO THE GENERAL FUND
RESERVE
WHEREAS, the City Council of the City of Huntington Park is responsible for ensuring the fiscal stability and long-term financial health of the City; and WHEREAS, maintaining adequate financial reserves is a recognized best practice in municipal finance and helps the City respond to economic uncertainty, emergencies, and unforeseen expenditures; and
WHEREAS, the City has established a General Fund Reserve to provide financial stability and maintain prudent fiscal management; and WHEREAS, the Director of Finance has reviewed the current financial status of the General Fund and determined that sufficient funds are available to support a transfer to the General Reserve Fund; and
WHEREAS, the transfer of funds will strengthen the City’s financial position and help meet reserve targets established in City financial policies.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HUNTINGTON PARK DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby authorizes the transfer of $3,500,000.00 from the General Fund (Fund 111) to the General Fund Reserve (Fund 115).
SECTION 2. The Director of Finance is authorized and directed to implement the necessary accounting and budgetary adjustments to complete the transfer.
SECTION 3. The City Clerk shall certify the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED on this 10th day of March 2026.
Eduardo “Eddie” Martinez,
Mayor
ATTEST:
______
Eduardo Sarmiento,
City Clerk
ATTACHMENT “B”
REPORTS AND INFORMATION
ITEM 1
CITY OF HUNTINGTON PARK
Public Works Department
City Council Agenda Report
March 10, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Dear Mayor and Members of the City Council:
APPROVE ACCEPTANCE OF WORK PERFORMED FOR CIP 2022-09 CDBG CHESLEY “CIRCLE” PARK PROJECT
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve acceptance of work performed by Green Giant Landscape, Inc. for the construction of the CIP 2022-09 CDBG Chesley “Circle” Park Project; and
2. Authorize staff to execute the Notice of Completion (NOC) and direct the City Clerk to file the NOC with the Los Angeles County Recorder’s Office; and
3. Authorize release of the 5% retention to the contractor 35 days after the effective date of the recordation of the NOC, provided no Stop Notices are filed within the 35-day period.
PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION
At the June 18, 2024 City Council Meeting, the City Council awarded the construction contract for the CIP 2022-09 CDBG Chesley “Circle” Park Project to Green Giant Landscape, Inc. The project included enhancements such as ADA improvements, new multiuse age-appropriate playground equipment and other ancillary park improvements.
The City’s construction management consultant has determined that all work has been completed in accordance with the approved plans, specifications, and contract documents. There are no outstanding construction claims or unresolved stop notices.
Staff recommend acceptance of the project as complete and release of retention in accordance with statutory requirements.
APPROVE ACCEPTANCE OF WORK PERFORMED FOR CIP 2022-09 CDBG CHESLEY “CIRCLE” PARK PROJECT
March 10, 2026