Council Meeting Agenda- December 4, 2025
Strategic Initiatives
The Plan identifies several initiatives to be implemented over the next one to three years:
Upgrade Council Chamber AV systems – COMPLETE
Improve Email Security for City Staff - COMPLETE
Deploy Digital ID solutions for Resident Benefit Card - COMPLETE Migrate Network Shares to SharePoint Online – IN PROGRESS Assist Department Website Redesign with Chatbot – IN PROGRESS Community Wireless Master Plan – IN PROGRESS
Conference Room Interactive Board Upgrade and Replace – FY 2025/2026 Enhance Wireless Infrastructure – FY 2025/2026
Strengthen Cybersecurity Detection and Response – FY 2026/2027 Develop a Private AI Language Model – FY 2026/2027
Implement an Emergency Notification System – FY 2026/2027 These initiatives are designed to improve internal efficiency, enhance public services, and ensure the City’s digital infrastructure remains resilient and secure.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
This action qualifies as Categorically Exempt from CEQA pursuant to Sections 15060(c)(2), 15060(c)(3), and 15061(b)(3) of the State CEQA Guidelines, as it does not result in a direct or reasonably foreseeable indirect physical change to the environment.
Council Meeting Agenda- December 4, 2025
2025-2026 Technology Plan
City Council Meeting:
December 4, 2025 - Presentation
General Business Item K.3
Information Technology Plan
The Technology Plan focuses on the current IT environment for the City as well as strategic objectives to guide the direction of the department and key initiatives that align with those objectives.
Adaptive Cybersecurity
Cloud-Based Modernization
AI Automation
Public Records
Public Safety and Community
Strategic Objectives
Upgrade Council Chambers AV - Complete
Improve Email Security - Complete
Deploy Digital ID Solution for RBC - Complete
Migrate Network Shares to SharePoint Online – In Progress Website Redesign with Chatbot – In Progress
Community Wireless Master Plan – In Progress
Conference Room Upgrade – FY 25/26
Enhance City Hall Wireless Infrastructure – FY 25/26
Strengthen Cybersecurity Detection and Response – FY 26/27 Develop a Private AI Language Model – FY 26/27
Implement an Emergency Notification System – FY 26/27
Key Initiatives
Questions?
INDIAN WELLS CITY COUNCIL
December 4, 2025
To: City Council
From: Public Works Department
Prepared by: Dina Purvis, Interim Public Works Director Subject: Request for Proposals – Parking Lot Design at the Indian Wells Golf Resort
RECOMMENDED ACTIONS:
Council APPROVES the issuance of a Request for Proposals (RFP) for professional engineering and design services for the Indian Wells Golf Resort Parking Lot Design Project; and
AUTHORIZES the City Manager to execute all necessary documents to proceed with the RFP process and subsequent contract negotiation; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section15311 (Class 11, Accessory Structures) as it includes construction of minor structures accessory to (appurtenant to) existing commercial facilities, including, but not limited to, (b) small parking lots.
DISCUSSION:
The Indian Wells Golf Resort (IWGR) is a vital community asset and key economic driver for the City. To maintain the resort's operational excellence and prepare for future needs, improvements to the existing infrastructure, specifically the parking lot, are required.
Over the years, activation at the IWGR has been impacted by insufficient parking for the facility. In addition, the use of an overflow parking lot adjacent to the Indian Wells Hotel Resort may not be available in the future.
During the recent redesign of the Players Course, Hole 18 was relocated. With the relocation of this hole, the City is looking to address its parking needs at the golf resort.
This project will enhance guest experience, improve traffic flow, and ensure compliance with current accessibility standards. The primary goal of the RFP is to secure a qualified and experienced civil engineering firm to develop comprehensive construction-ready plans for the parking lot.
Council Meeting Agenda- December 4, 2025
The scope of work to be included in the Request for Proposals requires the selected firm to prepare 65%, 90%, and Final construction plans, specifications, and estimates (PS&E).
Consultant shall prepare a formal Opinion of Probable Construction Cost (OPCC) based on the 90% and Final submittals, utilizing current local bid information and including agreed-upon contingencies. Consultant shall develop project-specific technical specifications by updating City-supplied boilerplate documents. Technical provisions will reference City Standards, the Greenbook, Caltrans, or other appropriate specifications, and clearly describe bid items for inclusion in the Contractor’s bid list.
It will include comprehensive project management and coordination, including developing a work plan, budget, and a filing system to process monthly invoices and progress reports.
Consultants will attend up to four (4) in-person meetings with City staff, coordinate agendas, and prepare and distribute minutes documenting all design decisions and action items.
Issuing an RFP is the necessary next step to procure the professional services needed to advance the Indian Wells Golf Resort Parking Lot Design Project.
CITY COUNCIL STRATEGIC GOAL:
This request is consistent with the City Council’s Strategic Planning Goal of Hiring Design Consultant for Various Capital Improvements, to include the parking lot expansion. In addition, the parking lot expansion is consistent with multiple IWGR goals, including the attraction of a major golf tournament.
OPTIONS:
1. Staff recommendation – authorize the City Manager to execute all necessary documents to proceed with the RFP process.
2. Provide Alternative direction.
FISCAL IMPACT:
The issuance of the RFP has no direct fiscal impact. Funding for the resulting design contract will be allocated from the Golf Resort Capital Improvement fund, subject to Council approval and appropriation at a later date.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
This project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State and local CEQA Guidelines, and the environmental regulations of the City. The City acting as Lead Agency, has determined the project is exempt from CEQA review under CEQA Guideline section 15311 (Class 11, Accessory Structures) as it includes construction of minor structures accessory
Council Meeting Agenda- December 4, 2025
to (appurtenant to) existing commercial facilities, including, but not limited to, (b) small parking lots. Additionally, the project would not have the potential to trigger any of the exceptions identified in State CEQA Guidelines Section 15300.2 prohibiting the use of a categorical exemption. The project is not located within a sensitive environment, the effects would not combine with other potential projects that could contribute to a cumulative effect, there is no evidence that a significant effect would occur, the site is not located near a scenic highway, it is not located on a hazardous waste site pursuant to Section 65962.5 of the Government Code, and there are no historical resources onsite.
Project compliance with existing regulations and project design features will avoid any potential impacts to resources, such as biological resources and cultural resources. None of the CEQA exceptions apply to the site; therefore, the project is exempt from further CEQA review.
Council Meeting Agenda- December 4, 2025
Indian Wells Golf Resort
RFP - Parking Lot Design
City Council Meeting:
December 4, 2025 - Presentation
General Business Item K.4
Overview
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INDIAN WELLS CITY COUNCIL
December 4, 2025
To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Governance Ad Hoc Committee Recommendations and Status Update
RECOMMENDED ACTIONS:
Council ADOPTS Governance Ad Hoc Committee Recommendations; and
DISCUSS and PROVIDE directions on pending items as outlined in the staff report; and
FIND the action to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.
BACKGROUND:
As part of the City Council’s strategic discussion held on April 16, 2025, the Governance Ad Hoc Committee (“Committee”) was formed to review and recommend updates to various city processes and policies. The purpose of the Committee is to enhance transparency and improve governance efficiency in alignment with the City Charter.
The Committee met on September 18th and November 6th to discuss a range of governance-related matters, including Council procedures, use of Charter authority, committee appointments, and public-engagement protocols.
DISCUSSION:
After meeting with City staff and the City Attorney, the Governance Ad Hoc Committee concluded its review of governance-related items and is making recommendations on various matters summarized below
Residence Benefit Card Code of Conduct Policy: Recommendation to create a comprehensive Code of Conduct for the Residence Benefit Card program to establish clear rules and penalties. The Residence Benefit Card (RBC) is a privilege extended by the City to qualified residents, providing access to designated benefits including City-sponsored events, partner discounts, and resident-only municipal
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services. The RBC program is intended to recognize residency status, encourage community participation, and ensure equitable access to resident benefits.
To maintain integrity and fairness in the program, the City adopted the RBC Code of Conduct Policy, which outlines eligibility requirements, permitted uses, cardholder obligations, prohibited actions, enforcement measures, and administrative procedures. The policy applies equally to physical and digital cards and serves to protect both the City and participating residents while ensuring proper stewardship of City and partner resources.
Analysis
The RBC Policy establishes clear eligibility criteria, requires proof of identity and residency, pays applicable fees, and has no outstanding balances owed to the City.
Cardholders are responsible for presenting their RBC when accessing benefits, notifying the City of any change in eligibility, and ensuring household members or guests comply with program rules.
Permitted uses include participation in City-sponsored events, access to partner amenities, and other resident-only privileges. The RBC allows cardholders to participate in City-sponsored resident events, receive discounted access to partner resorts and golf facilities, and utilize other resident-only municipal services and programs. Specific rules govern the number of household attendees, guest participation, and non-transferability of tickets or benefits. Cardholders must adhere to these rules and comply with the conditions set by both the City and partner entities. Conduct expectations emphasize civility, respect, and honesty, with cardholders serving as ambassadors of the City. Prohibited conduct includes transferring or selling RBCs, falsifying residency, misuse of benefits for commercial purposes, and disruptive or abusive behavior.
The policy establishes a progressive enforcement framework. Minor violations may result in temporary suspension, with repeat or severe violations subject to longer suspensions or lifetime revocation. Certain serious actions, including criminal activity or abuse of RBC privileges for personal gain, result in immediate lifetime suspension, with reinstatement requiring City Council review. Cardholders have the right to appeal any enforcement action, and the City may authorize restorative measures, such as community service or training, as alternatives to suspension where appropriate.
The policy prohibits transferring, selling, or loaning the RBC or associated benefits to non-eligible individuals. Misrepresentation of residency, falsifying documents, commercial resale of benefits, or misuse of partner privileges is strictly forbidden.
Violations may also include exceeding guest limits, misrepresenting guests as residents, or engaging in any conduct that reflects poorly on the City. Use of the
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RBC while under suspension or revocation is considered a violation and may result in additional enforcement measures.
Certain actions result in immediate and permanent revocation of RBC privileges.
These include criminal activity associated with RBC use or occurring at City or partner facilities, abusive or threatening behavior toward staff or residents, and selling or transferring City-issued tickets or benefits for personal gain. Lifetime suspension is final unless the City Council grants reinstatement upon extraordinary justification and a written petition demonstrating rehabilitation.
The City administers enforcement fairly and transparently. The RBC program follows a progressive discipline approach: first violations result in a 90-day suspension, second violations result in a 365-day suspension, and third violations may result in a lifetime suspension. Cardholders are notified of any violations and may file an appeal within ten business days. Appeals are reviewed administratively, and decisions are communicated in writing. The City may allow corrective actions, such as attending a community orientation or performing volunteer service, as alternatives to suspension where appropriate.
Administration and renewal are managed by the City Manager’s Office, which also coordinates with benefit partners and conducts periodic audits to ensure program compliance and integrity. The policy requires annual reporting to the City Council on program statistics, violations, sanctions, and recommendations for improvements.
The RBC program generates minimal revenue through issuance and renewal fees, which offset administrative costs. Enforcement, monitoring, and reporting activities are managed within existing departmental resources. No additional appropriations are currently required to implement or maintain the program.
Policy Considerations and Alternatives
Council may consider maintaining the RBC program under the current policy or exploring amendments to enhance clarity, fairness, or program accessibility.
Potential alternatives include revising eligibility criteria, adjusting fee structures, or modifying enforcement and appeal procedures.
Additionally, the Committee recommends that the City Council consider renaming the City’s Resident Benefit Card (RBC) to the Residence Benefit Card. This proposed change reflects the program's core purpose, aligns terminology with eligibility criteria, and enhances clarity for current and prospective cardholders.
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The current title, “Resident Benefit Card,” may unintentionally suggest that eligibility and benefits are tied solely to an individual’s residency status, potentially causing confusion regarding taxation or state residency implications.
Some prospective participants, particularly those who maintain homes in multiple states, have expressed concern that the term “resident” could imply obligations under California tax law, even when they do not meet the criteria for full-time residency. Changing the name to “Residence Benefit Card” clearly communicates that the program benefits are linked to qualified properties and households within the City of Indian Wells, rather than to an individual's personal residency status.
The proposed name change also improves consistency across program communications and enhances public understanding of eligibility. It aligns the card title with the RBC policy, emphasizing that participation is tied to a specific residence that qualifies under City guidelines. This clarity supports transparency, reduces potential misunderstandings, and strengthens the program's integrity.
Should the City Council approve the name change, staff will implement the change fully during the 2026 card year in preparation for the 2027 RBC Card issuance.
This includes updating all relevant materials, including:
City policies and procedural manuals related to the RBC program;
Digital and printed communications, including e-blasts, marketing and advertising materials, and resident newsletters;
Signage and resident-facing informational materials; and
Cards issued for the 2027 cycle, ensuring all existing and new cardholders are aligned with the updated program terminology.
This approach ensures a comprehensive and seamless transition, maintaining clarity for residents while supporting program integrity. The Governance Ad-hoc Committee believes this change will provide long-term benefits by reinforcing program intent, enhancing public confidence, and minimizing confusion regarding eligibility and cardholder obligations.
Proclamations and Certificates: Additionally, the Committee will review and bring back a proposed policy regarding Proclamations and Certificates. There are currently no formal policy governing proclamations and certificates. The Committee recommends adopting language for Council consideration. The proposed policy would establish uniform guidelines for issuing proclamations and certificates, including criteria for eligibility and approval procedures. These
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guidelines will streamline requests and reinforce the City’s commitment to recognizing individuals and organizations in a clear and equitable manner.
Planning Commission (Agency): Recommendation to remove outdated references in the Municipal Code related to the Planning Commission, such as the Architecture and Landscape Committee, and to clarify that the City Council serves as the Planning Agency, delegating certain duties to the Planning Commission.
This change eliminates ambiguity about authority and reflects current practice.
The City Attorney recommends the following clarifying language for Council consideration:
“2.12.010 Establishment of Planning Agency.
Pursuant to the provisions of Section 65100 et seq., of the California Government Code, the Planning Agency is established for the City as the City Council . The Council may delegate related duties to the Planning Commission or the Building and Planning Departments, as needed.”
Council Committee Assignments: Chapter 3.04 of the City Council Policy outlines the process for Council Member Assignments that are conducted annually, or upon vacancies. The Council is presented with a list of outside organizations, regional authorities, and City standing committees. The City uses a seniority-based “Draft” system, where Council Members select assignments in order of consecutive years of service.
The Committee is conducting a review of this process. There are no recommended changes to the existing process at this time. The current policy will be applied for the December meeting to rotate members and reassign committee roles. The Committee will meet in early 2026 to discuss and develop recommendations for the Council to consider at a future meeting.
External Matters Relating to Outside City Jurisdiction: From time to time, the question arises as to whether and to what extent a city may take formal action on matters of national or global concern, such as conflicts in other parts of the world. Some cities have struggled with that question over the last year with regard to the wars in Ukraine and Gaza. Consequently, the Committee considered the scope of the City’s jurisdiction and recommends that the Council adopt a policy that prevents extra-jurisdictional discussion unless the Council votes to allow it.
This ensures that the Council and staff stay focused on the City and its residents and carrying out their municipal responsibilities, while also preserving flexibility for exceptional circumstances. (Attachment No. 2).
Council Policy Updates: Chapter 2.01 of the City Council Policy allows the City Clerk to make non-substantive updates such as revising the Table of Contents, informational sections, or grammatical elements like nouns and pronouns without
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Council action. These administrative corrections do not alter the substance of the policies and therefore do not require a resolution. The Council retains authority to establish and amend its policies and procedures through formal action. Currently, substantive updates to the Council Policy Manual require adoption by resolution.
The recommended change authorizes the City Clerk to incorporate substantive updates into the manual when the Council has already taken formal action on those matters, without requiring a separate resolution. This approach streamlines the revision process, eliminates redundant approvals, and ensures the manual accurately reflects Council-approved actions. (See Attachment No. 3.)
Review of the Brown Act: The Committee reviewed Brown Act related items and recommended to update the Council Informational Guide to clarify Council attendance at Brown Act meetings, require new Councilmembers to sign a Brown Act Acknowledgement during onboarding (acknowledging Brown Act obligations - Attachment No. 4), and requiring leadership training for incoming Mayors and Mayor Pro Tems and new Councilmember.
In addition to the items summarized above, the Committee discussed several other governance-related topics and after careful consideration concluded that these matters should not advance at this time. Specifically:
City Charter provisions related to Council powers were reviewed, no changes are recommended at this time.
Several potential ballot measures were reviewed, including adjustments to the Mayor/Mayor Pro Tem rotation, term limits, and Council stipends. None are recommended at this time.
The Committee has completed its review of key governance -related topics and provided recommendations. Several items will advance to Council for formal consideration, while others were discussed but determined not to move forward at this time.
The Committee’s work reflects a balanced approach to improving governance while maintaining public engagement and adherence to best practices. Staff will continue to implement approved changes and bring forward pending items in early 2026.
CITY COUNCIL STRATEGIC GOAL:
The Governance Ad Hoc Committee’s policy review reflects the Council’s dedication to good governance and its mission to serve the community with transparency, accountability, and continuous improvement. These efforts demonstrate a proactive approach to strengthening civic engagement and enhancing the quality of life in Indian Wells.
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FISCAL IMPACT:
There is no fiscal impact.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
This action has been reviewed per the authority and criteria contained in the California Environmental Quality Act (CEQA), the State and local CEQA Guidelines, and the City's environmental regulations. The City, acting as the Lead Agency, determined that this resolution is not subject to CEQA pursuant to Sections 15060(c)(2), 15060(c)(3), and 15061(b)(3) of the State CEQA Guidelines, because it will not result in a direct or reasonably foreseeable indirect physical change to the environment as there is no possibility that the action would result in a significant environmental impact, and because it does not constitute a “project” as defined in Section 15378 of the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3.
ATTACHMENTS:
1.Resident Benefit Policy
2.External Matters Relating to Outside City Jurisdiction
3.Resolution- Council Policy Updates
4.Brown Act Confidentiality
Council Meeting Agenda- December 4, 2025
Governance Ad Hoc Committee Recommendations
City Council Meeting:
December 4, 2025 - Presentation
General Business Item K.5
RBC Code of Conduct
o Council assigned Governance Ad-Hoc
Committee to develop policy
o Goal: fairness, transparency,
accountability
Permissible Uses
Resident events
Golf Resort
Partner discounts
Tennis Tickets
•Documented employee abuse incidents
at:
City Hall
Indian Wells Tennis Garden
Indian Wells Golf Resort
Harassment, intimidation, unlawful sale or
transfer of tennis and other tickets, and
benefit misuse
Why a Policy Was Needed
Policy Intent
Protect employees and partners
Safeguard the RBC program
Ensure access for all residents
Define expectations and
consequences
Prohibited Uses
Loaning or selling the RBC
Misrepresenting guests or residency
Selling or Transferring Tennis and other event
tickets
Using others’ cards
Enforcement Structure
1st violation: 90-day suspension
2nd violation: 1-year suspension
3rd violation: lifetime suspension
Penalties adjusted for severity
Major Misconduct
1 Immediate lifetime
suspension for:
2 3
Criminal activity
Abusive, profane, or
threatening behavior
Selling or transferring
tickets/benefits
Appeals & Oversight
•10-day appeal window
Administrative hearing
Written decision
Ad Hoc Committee
Recommendations
Planning Commission (Agency): Recommends to remove outdated references in the Municipal Code related to the Planning Commission.
External Matters Relating to Outside City Jurisdiction: Recommends to adopt a policy that prevents extra-jurisdictional discussion unless the Council votes to allow it.
Council Policy Updates: Recommends Authorizes the City Clerk to incorporate substantive updates into the manual when the Council has already taken formal action on those matters.
Review of the Brown Act: Recommends to require new Councilmembers to sign a Brown Act Acknowledgement during onboarding.
Questions?
City of Indian Wells
Residence Benefit Card Code of Conduct Policy Manual
Adopted by City Council: [Insert Date]
Administered by: City Manager’s Office
Table of Contents
1.Purpose and Intent
2.Definitions
3.Eligibility and Insurance
4.Permissible Uses of the Residence Benefit Card
5.Expectations of Cardholder Conduct and General Standards
6.Prohibited Actions and Violations
7.Enforcement, Sanctions, and Appeals
8.Administration, Renewal, and Revocation
9.Miscellaneous Provisions
10. Review and Reporting
ATTACHMENT #1
Council Meeting Agenda- December 4, 2025
Residence Benefit Card Code of Conduct Policy
1. Purpose
The Residence Benefit Card (RBC) is a privilege extended by the City of Indian Wells (the “City”) to qualified residents, namely individuals who meet the City’s eligibility criteria for residence within the city limits. The RBC affords certain benefits (discounts, special event access, municipal services advantages) as determined by the City.
Cardholders have a responsibility to use the RBC in a manner consistent with this Code of Conduct, the terms of issuance, and all City rules and policies. As cardholders, they serve as ambassadors of the City, and their conduct reflects on the community and municipal reputation.
The purpose of this policy is to define:
• eligibility for and issuance of the RBC;
• permissible uses of the RBC;
• expectations of cardholder conduct;
• prohibited and restricted uses;
• enforcement measures, sanctions and appeals;
• administration, renewal and revocation processes.
By establishing clear guidelines, this policy supports fairness, transparency, accountability, and the integrity of the RBC program.
2. Definitions
For the purposes of this policy, unless otherwise indicated:
• Cardholder means the individual to whom the RBC is issued. • Household means all persons residing at a qualified residence address eligible under the City’s RBC program, as may be defined by the City’s RBC eligibility guidelines. • Eligible resident means a person who meets the residency and any other eligibility criteria established by the City for issuance of an RBC. (See the City’s RBC procedural guidelines.)
• Qualified residence/property – means a property address within the City limits for which the resident is eligible to apply for an RBC, under the City’s current RBC eligibility resolution, regulations, or policy.
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• Benefit(s) means any discount, special access, privileges, or services offered by the City or partner entities (resorts, golf courses, events) to the RBC holder. • Partner means an entity or venue authorized by the City to provide Residence benefits under the RBC program (e.g., the Indian Wells Golf Resort, local resorts, event operators).
• Suspension means the temporary withdrawal of RBC privileges for a specified period. • Revocation means the permanent termination of the RBC privilege (and any associated household card(s)) unless reinstatement is granted through an appeal process or City Manager review.
• Guest means a person invited or accompanying a cardholder at a City- or partner- sponsored event or benefit, when permitted.
3. Eligibility and Issuance
3.1 Eligibility — Cardholders must meet the following criteria (or as may be revised by the City Council by resolution):
• Be a legal resident of the City of Indian Wells at a qualified residence address. The address must meet the City’s definition of “residence” under the RBC program. • Provide valid proof of residency and identity in the form prescribed by the City (e.g., government‐issued photo ID, recorded deed, lease if applicable). • Pay any applicable issuance, renewal, or service fee as established by the City (e.g., Social RBC, Golf RBC types).
• Abide by any household card limits (e.g., maximum number of RBCs per qualifying residence).
• There is no outstanding balance owed to the City.
3.2 Issuance — The City shall issue the RBC to the eligible resident upon satisfactory completion of the application, verification of eligibility, payment of the fee, and compliance with City policy.
3.3 Type(s) of RBC — The City may designate different types of RBCs (e.g., Social RBC, Golf RBC), each entitling the holder to a specified set of benefits, fee schedule and usage conditions.
3.4 Cardholder obligation — The cardholder must carry and present the RBC when accessing benefits, must notify the City upon change of address or other eligibility condition, and must
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use the card in accordance with this policy and any partner benefit rules. Surrender card to the City if no longer meet eligibility requirements.
3.5 Digital and Physical Cards — Equal Application of Rules - The Residence Benefit Card (RBC) may be issued in physical or digital form at the discretion of the City. Both forms of the card are equally valid for identification and access to resident benefits.
Cardholders must:
• Present either the physical card or the digital version on their mobile device when accessing benefits, attending events, or redeeming discounts. • Ensure the card (physical or digital) is available and verifiable at the time of use. • Comply with all terms, conditions, and conduct requirements of this policy regardless of the card format.
Misuse, falsification, or unauthorized use of a digital card (including screenshots or copied images) is subject to the same sanctions as misuse of a physical card, including suspension or revocation under Sections 6 and 6A.
4. Permissible Uses of the Residence Benefit Card
The RBC may be used for the benefits designated by the City for cardholders, including but not limited to:
• Participation in City-sponsored resident events (socials, community gatherings). • Receive discounted rates or special access at partner resorts, golf course(s) or event facilities. For example, RBC holders may receive selected discounts at the Indian Wells Golf Resort, and partner resorts within the city. • Access to geographically‐limited municipal benefits (for residents) such as preferred parking, venue access, or other privileges as the City may determine. • Maximum household attendance or guest allowances for city events as specified in event rules (e.g., “only two attendees per household”, children under a certain age may attend).
• Residence‐only privileges such as community garden access, resident events like “Cool to be Hot” resident socials, seasonal parties, resident bus tours, WildLights tickets , or other benefits linked to the RBC program.
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Specific usages and conditions apply — such as number of guests permitted, checking in with card, non‐transferability of tickets — are to be governed by the City or event/benefit provider’s rules, consistent with this policy.
5. Expectations of Cardholder Conduct and General Standards As recipients of an exclusive City‐Residence privilege, RBC cardholders must adhere to the following standards:
5.1 Representation — Cardholders are ambassadors of the City. Their behavior at City- sponsored events or partner venues should reflect positively on the City, demonstrate courtesy and respect to City staff, IWGR employees, officials, partners, and other residents.
5.2 Civility and Courtesy — Cardholders shall at all times conduct themselves with civility, courtesy, and respect. Unacceptable conduct includes, but is not limited to:
• Yelling, using foul or abusive language, or aggressively intimidating or harassing City officials, City staff, IWGR employees, partner venue staff, or other cardholders. • Disruptive behavior at IWGR, events, partner venues, or while using privileges under the RBC program.
• Any conduct that brings disrepute, embarrassment, or loss of integrity to the City or the RBC program.
5.3 Honesty and Integrity — Cardholders must be truthful in the application, renewal, and use of the RBC. Actions such as fraudulent documentation, misrepresentation of eligibility, unauthorized transfer or use of the card by non‐eligible persons are strictly prohibited. For example, the cardholder shall not provide tickets to non‐eligible persons, or sell/raffle benefits (e.g., tennis tickets, WildLights tickets).
5.4 Compliance with Partner Benefit Rules — When using partner‐provided benefits (discounts, event access), cardholders must abide by the rules set by the partner entity (e.g., number of tickets allowed, check‐in rules, non‐transferability). Failure by the cardholder to comply with the partner rules is considered a violation of this policy.
5.5 Respect for Privacy and Security — Cardholders must protect their RBC and personal identifying information. Loss or theft must be promptly reported to the City. Use of the RBC by someone other than the registered cardholder is prohibited.
6. Prohibited Uses and Violations
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The following constitute violations of this policy and may trigger enforcement action (including suspension or revocation of the RBC):
• Transferring, selling, loaning, or allowing use of the RBC by a non‐eligible person. • Allowing non-eligible persons to use cardholder benefits (IWGR, tickets, discounts) contrary to the benefit provider’s terms (e.g., discounted golf rounds, selling or raffling City-issued tickets).
• Providing false, misleading, or incomplete information in the application, renewal, or verification of eligibility (e.g., falsifying residency documents, deed, or lease). • Use of benefits for commercial resale or in a manner inconsistent with the spirit of the program.
• Misuse of partner privileges (e.g., applying a discounted rate for guests not permitted, exceeding guest limits, mis‐declaring status).
• Conduct unbecoming of a City Residence privilege holder as defined in section 5 (e.g., harassment, abusive language or behavior, unethical conduct at events or in city processes).
• Failure to promptly report a change in address, eligibility status, or loss or theft of RBC. • Use of RBC benefits while under suspension or after revocation, or using another’s RBC to circumvent a sanction.
• Any action contrary to the City’s code of ethics or other applicable City or partner venue policies when using RBC privileges.
6A. Major Misconduct Resulting in Immediate Lifetime Suspension - Consistent with the standards in this policy, certain conduct is considered so severe that it warrants immediate and permanent loss of all Residence Benefit Card (RBC) privileges without progression through the standard suspension stages.
The following actions shall result in lifetime suspension of the RBC, effective immediately upon verification by the City Manager or designee:
1. Criminal Activity – Any criminal act committed by a cardholder in connection with the use of RBC privileges, at a City or partner facility, or during participation in a City- sponsored or resident event.
• This includes, but is not limited to, theft, fraud, assault, vandalism, or any offense that endangers public safety or damages the reputation of the City or its partners.
2. Abusive or Threatening Behavior – The use of abusive, profane, discriminatory, or threatening language or conduct directed toward City officials, City employees, Indian Wells Golf Resort staff, partner venue employees, or other residents.
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• Behavior that creates a hostile, unsafe, or intimidating environment constitutes grounds for immediate termination of privileges.
3. Ticket or Benefit Misuse for Personal Gain – The sale, transfer, or unauthorized distribution of City-issued or RBC-related tickets, passes, or benefits for personal or commercial gain.
• This includes, but is not limited to:
1. Selling, transferring, or raffling Residence event tickets, golf passes, or other City-subsidized benefits.
2. Falsely representing a guest as a resident to obtain a Residence discount or benefit.
3. Unauthorized transfer of RBC benefits to non-eligible persons or households.
A lifetime suspension under this section is final unless the City Council grants reinstatement upon a written petition demonstrating clear evidence of rehabilitation and extraordinary justification.
7. Enforcement, Sanctions & Appeals
7.1 Enforcement Principles
The City shall administer enforcement fairly, consistently, and transparently. The goal is not punishment but preservation of integrity, equity, and public trust in the Residence Benefit Card (RBC) program. Enforcement is intended to correct conduct and maintain the program's credibility for all residents.
7.2 Notice of Violation
If the City Manager or designee determines that a violation has occurred, the City shall:
• Provide the cardholder with written notice describing:
o The specific violation(s),
o The supporting evidence or report,
o The proposed sanction (e.g., suspension, revocation), o Instructions on how to request an appeal or hearing.
Council Meeting Agenda- December 4, 2025
• Notice shall be delivered in writing via certified mail and email (if available) to ensure receipt.
• Cardholders will have ten (10) business days from the date of notice to respond or request an appeal.
7.3 Sanctions
Sanctions shall follow a progressive discipline model:
Offense Consequence Conditions
First
Violation
90-day
suspension
Written warning; cardholder must sign acknowledgment of policy and return card during suspension.
Second
Violation
365-day
suspension
Written notice; cardholder must attend a mandatory re-
orientation or compliance meeting before reinstatement.
Third
Violation
Lifetime
suspension
May reapply after three (3) years by written request to the City Manager for a reinstatement hearing.
The City Manager (or designee) may reduce or increase the penalty depending on severity, intent, and cooperation.
7.4 Appeals Process
Cardholders have the right to appeal any enforcement action. • Filing an Appeal –
Within 10 business days of receiving notice, the cardholder may file a written appeal with the City Clerk requesting a review of the decision. The appeal must include:
o The reason for disputing the violation,
o Any evidence or mitigating circumstances, and
o Whether the cardholder requests a hearing.
• Administrative Review –
Upon receipt, the appeal will be forwarded to the Appeals Review Committee, consisting of:
o The City Manager or designee (Chair),
o One Department Head not involved in the violation,
• Hearing Procedures –
o The appellant will receive at least five (5) business days’ notice of the hearing date.
Council Meeting Agenda- December 4, 2025
o Hearings are informal and administrative in nature; representation by counsel is permitted but not required.
o City and partner staff and the cardholder may present information or witnesses. o The hearing officer/committee shall issue a written decision within ten (10) business days of the hearing.
• Decision and Finality –
o The decision of the City Manager (or hearing officer) is final. o The appellant will be notified in writing of the outcome and any conditions for reinstatement.
o The City Clerk shall maintain records of all appeals for transparency and audit review.
7.5 Restorative Opportunities - Where appropriate and only if authorized by the City Manager or designee, the City may allow a resident to complete a corrective action—such as, but not limited to, attending a community orientation, providing written acknowledgment of a policy, or performing community volunteer service—in lieu of part of a suspension. This supports accountability while maintaining positive engagement between residents and the City.
8. Administration, Renewal, and Revocation
8.1 Administration — The City Manager’s department shall monitor compliance, maintain a violation log, and coordinate with partner entities.
8.2 Renewal — Cardholders must renew the RBC annually (or as determined by the City).
Renewal requires proof of continuing eligibility, payment of the renewal fee (if applicable), and acknowledgement of the terms of this policy. The City may offer online renewal for existing cardholders; first‐time applicants or those who have changed residence must apply in person.
8.3 Change of Address or Eligibility — Cardholders must promptly notify the City of any change of address or other change in eligibility status. Failure to update information may be grounds for card suspension or revocation.
8.4 Revocation — The City may revoke an RBC if:
• The cardholder is found to have committed a serious violation under Section 6, or
Council Meeting Agenda- December 4, 2025
• The cardholder ceases to meet eligibility criteria. Upon revocation, no further RBC benefits will be available, and the cardholder must surrender the card. The City may allow reinstatement only under conditions described in Section 7.5.
8.5 Benefit Partner Coordination — The City shall monitor partner entities that provide RBC benefits (e.g., resorts, golf courses, event ticket providers) to ensure that cardholder use complies with card program rules and partner‐specific conditions. The City may coordinate enforcement with partner entities (e.g., when a partner reports suspected misuse).
8.6 Record Keeping and Audit — The City shall maintain records of RBC issuance, renewals, suspensions, revocations and appeals. The City shall conduct periodic audits of the RBC program to ensure integrity, fairness and compliance with this policy.
9. Miscellaneous Provisions
9.1 Non‐Transferability — The RBC is non‐transferable. Cardholders may not allow non‐eligible persons to use the card or benefits.
9.2 Household Limits — The City may limit the number of RBCs per household/property (for example, two cards per property), and dependent children under a specified age may qualify for subordinate cards.
9.3 Fees and Cost Recovery — The City may charge issuance and renewal fees and may recover costs for replacement of lost cards, administration, verification, enforcement or audit.
9.4 Policy Amendments — The City Council reserves the right to amend this policy, adopt companion resolutions, or change fees, eligibility criteria or benefit structures at its discretion.
9.5 Severability — If any provision of this policy is held invalid by a court of competent jurisdiction, such invalidity shall not affect the remaining provisions which shall remain in full force and effect.
9.6 Effective Date and Implementation — This policy shall be effective from the date approved by the City Council. The City Manager or designee shall implement administrative procedures, training, communication and enforcement mechanisms to ensure compliance.
Council Meeting Agenda- December 4, 2025
10. Review and Reporting
The City Manager’s office shall provide an annual report to the City Council summarizing RBC program statistics, including the number of cards issued, the number of violations, the sanctions imposed, the reinstatements, the benefit usage data (in aggregate), the audit findings, and the recommendations for program improvements or amendments.
Council Meeting Agenda- December 4, 2025
Residence Benefit Card (RBC) Policy Acknowledgment and Attestation
Resident Name: _______________________________
Address: ____________________________________
RBC Type: ____________________
Date of Issuance: __________________________
I, the undersigned, acknowledge that I have received, read, and understand the Residence Benefit Card Code of Conduct Policy of the City of Indian Wells. I understand that:
1. The RBC is a privilege extended to eligible residents, and misuse or violations of the policy may result in suspension or revocation of privileges.
2. Certain conduct, including criminal activity, abusive behavior, or falsifying a guest as a resident, may result in immediate lifetime suspension (Section 6A).
3. I am responsible for ensuring that all household members or guests using my RBC comply with the policy.
4. I agree to abide by all terms of the policy, City rules, and partner entity rules.
Signature of Cardholder: ___________________________
Date: ___________________________
City Representative: ___________________________
Date: ___________________________
Council Meeting Agenda- December 4, 2025
26529.00000\44433493.2
Policy Limiting Extra-jurisdictional Council Action
The City Council shall not act or take a position on a matter that is outside the scope of its local governance, unless the Council finds, on a four-fifths vote, that the matter directly affects the City’s ability to govern or to provide services to its residents.
ATTACHMENT #2
Council Meeting Agenda- December 4, 2025
26529.00000\44433319.2
RESOLUTION NO. 2025-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF INDIAN WELLS,
CALIFORNIA, AMENDING AND UPDATING THE CITY COUNCIL POLICY
MANUAL TO AUTHORIZE ADMINISTRATIVE CORRECTIONS AND
SPECIFIED UPDATES BY THE CITY CLERK
WHEREAS, the City Council of the City of Indian Wells maintains a Policy Manual to govern its policies and procedures; and
WHEREAS, the Council periodically amends and updates its policies to ensure clarity, consistency, and compliance with applicable laws; and
WHEREAS, substantive amendments and updates to the Policy Manual shall be adopted by resolution of the City Council; and
WHEREAS, the Council desires to authorize the City Clerk to make specified updates after Council action and administrative corrections without requiring separate Council action;
NOW, THEREFORE, BE IT RESOLVED DETERMINED AND ORDERED BY THE CITY COUNCIL OF THE CITY OF INDIAN WELLS AS FOLLOWS:
SECTION 1.
a)Amending and Updating the Policy Manual. The City Council shall determine its own policies and procedures and amend them from time to time or adopt new ones by resolution. Substantive amendments and updates shall be adopted and incorporated by resolution.
If the Council takes formal action by resolution or ordinance directing a change that affects the Policy Manual, the City Clerk is authorized to update the Policy Manual to implement or reflect the action taken without requiring a separate resolution.
SECTION 2. Certification, Recordation and Retention. The City Clerk shall cause a certified copy of this Resolution, attested by the City Clerk under seal, to be recorded without acknowledgment, certificate of acknowledgment, or further proof in the Office of the Riverside County Recorder. The City Clerk shall permanently maintain a true and correct copy of this Resolution in the City Clerk’s Office.
SECTION 3. Effective Date. This Resolution shall become effective upon its adoption.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California, at a regular meeting held on this 4th day of December 2025. ______________________________
DR. TOPER TAYLOR
MAYOR
ATTACHMENT #3
Council Meeting Agenda- December 4, 2025
26529.00000\44433319.2
City of Indian Wells
Resolution No. 2025-__
CERTIFICATION FOR RESOLUTION NO. 2025-__
I, Angelica Avila, City Clerk of the City Council of the City of Indian Wells, California DO HEREBY CERTIFY that the whole number of the members of the City Council is five (5); that the above and foregoing resolution was duly and regularly passed and adopted at a regular meeting of the City Council of the City of Indian Wells the 4th day of December, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
__________________________ _______________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST, BEST & KRIEGER LLP
CITY ATTORNEY
Council Meeting Agenda- December 4, 2025
26529.00000\44356289.1
NON-DISCLOSURE
ACKNOWLEDGEMENT
1.___________________, an individual (“Member”), hereby acknowledges the following:
2.Member is an elected or appointed member of the Indian Wells city council.
3.As a member of the city council, Member is subject to the Brown Act.1
4.From time to time, Member may participate in a closed session of the city council, as permitted under the Brown Act.2
5.By being present in closed session, Member frequently acquires confidential information. With only limited, narrow exceptions, the Brown Act prohibits Member from disclosing confidential information that has been acquired in a closed session.3
6.Unauthorized disclosure of confidential information obtained in closed session is a serious breach of public trust, it is against public policy, and it is illegal under state law: Any violation of this confidentiality requirement “may be addressed by the use of such remedies as are currently available by law, including, but not limited to: … Injunctive relief to prevent … disclosure [and] … Referral … to the grandjury.”4
7.After leaving office, all members of the city council, including Member, remain subject to the Brown Act’s closed-session confidentiality requirement.
8.Therefore, Member acknowledges that:
Member must strictly observe the confidentiality requirements of the Brown Act; and
If Member fails to observe the confidentiality requirements, City may address the violation by suing Member to seek an injunction, by referring the violation to the grandjury, and by the use of any other remedy that is available by law.
9.This acknowledgement puts Member on notice of Member’s legal obligations under the Brown Act and of the serious legal consequences of unlawful disclosure of confidential information.
MEMBER SIGNATURE: DATE:
1 Cal. Gov. Code, §§ 54950–54963.
2 Ibid.
3 Cal. Gov. Code, § 54963(a). See also id., subd. (e) [providing three narrow exceptions]. 4 Id., subd. (c).
ATTACHMENT #4
Council Meeting Agenda- December 4, 2025
INDIAN WELLS CITY COUNCIL
December 4, 2025
To: City Council
From: City Manager Department
Prepared by: Chris Freeland, City Manager
Subject: Modifications to Shots in the Night Putting Course
RECOMMENDED ACTIONS:
Council AUTHORIZES Troon to bid and develop a proforma for the reimagination of the Indian Wells Golf Resort Shots in the Night Putting Course; and
FINDS the action is not a project within the meaning of Section 15378 of the State of California Environmental Quality Act (“CEQA”) Guidelines, because it has no potential for resulting in physical change in the environment, directly or indirectly; and that the action is nonetheless exempt from the requirements of CEQA in that the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. (15061(b)(3)).
DISCUSSION:
During this year’s City Council Strategic Plan Session, the City Council instructed Troon to look at modifying the Shots in the Night (SITN) putting course. The purpose of this report is to receive Council consensus on the design elements of a new SITN putting course and authorize Troon to solicit bids for a more detailed financial proforma.
Originally installed at the Indian Wells Golf Resort (IWGR) in 2018, Shots in the Night has evolved into an important amenity for residents, hotel guests, corporate events, and everyday golfers. SITN is an evening activity held on the IWGR driving range and adjacent putting greens. Groups have purchased the exclusive use of SITN for individual guests paying by the hour to enjoy the driving range or putting activities. SITN has also been a driver for food & beverage revenue generator for the IWGR.
The driving range activities began with guests hitting glow-in-the-dark golf balls at targets. Today, guests can also enjoy the Top Tracer technology and its various games on the driving range. This new feature was added in 2023 with the new solar structure on the driving range, and immediately became a hit with group events. Paying for itself in the first year of operation.
Council Meeting Agenda- December 4, 2025
The SITN putting course has been equally successful, with guests able to rent a putting course to play a variety of games. What makes SITN putting course unique is that the games originate from an elevated video projector utilizing proprietary software to superimpose and illuminate the putting course with the various games. Unfortunately, the company that designed the system is no longer operating and the current equipment is failing. Troon has been successful in maintaining a handful of projectors and expects to have the ability to keep the SITN putting course operational through May 2026.
Knowing that the SITN putting course would need to be reimagined, Troon approached the City Council at the April 2025 Strategic Planning and received approval to look at options to replace the SITN putting course. With SITN technology failing, the City Council tasked Troon to look at options to replace the SITN putting course.
Over the past few years, miniature golf courses have seen a resurgence, with professional golfers like Rory McIlroy (Puttery) and Tiger Woods (Popstroke) investing in the industry.
Troon is proposing the design and construction of a miniature golf course that can be activated for SITN or during day operations at the IWGR.
The intent of this reimagined putting course is to create an 18-hole putting course featuring iconic California golf course holes, including IWGR golf holes. The course would utilize premium artificial turf, in various shades of greens to delineate tee boxes, fairways, and greens. In addition, blue and white turf would simulate water and bunker hazards. A rendering of a possible design was completed by PuttTek for the IWGR (Attachment No. 1). Attachment No. 2 provides visuals of completed projects.
Troon and City staff recommend the City Council authorize the bidding of modifications of SITN based on the following:
Provide the IWGR ability to promote and advertise a new golf experience, unique to the Coachella Valley.
The new putting course can operate day or night.
The company that created the putting experience no longer exists. Current technology is obsolete and not fully functional. SITN putting course has been a successful entertainment and revenue-generating feature at the IWGR that Troon and the City wish to continue operating. Converting from real grass to artificial turf will generate significant maintenance savings (Approximately $30,000/year). In addition, synthetic turf has a considerable lifespan.
Authorizing Troon to solicit bids does not commit the City to construct the project, but rather allow Troon to develop a detailed financial proforma for Council consideration at a future date.
Council Meeting Agenda- December 4, 2025
Prior to any final approval of the SITN putting course reimagining, Troon and staff will return with a Return on Investment (ROI) analysis to be used in the Council’s deliberations on the proposed project.
The ROI analysis will include, but not be limited to:
Projected capital and installation costs;
Revenue forecasts (e.g., group events, individual play, food and beverage); Operating and maintenance cost comparisons between the existing natural turf surface and the proposed artificial turf system;
Potential operating efficiencies and staffing impacts; Estimated payback period and long-term net revenue contributions to the Indian Wells Golf Resort; and
Any available rebate, grant, or cost-offset opportunities, such as water district turf conversion incentives.
This analysis is intended to ensure that the proposed improvements support the City Council’s strategic goals, align with the IWGR’s financial sustainability objectives, and demonstrate a clearly defined value proposition before any construction decisions are finalized. The final ROI analysis and proforma will be brought back to the City Council for review and consideration at a future meeting.
Golf Resort Advisory Committee Recommendations:
At the November 25, 2025, Golf Resort Advisory Committee meeting, the Committee discussed and supported Troon’s reimagining of the SITN putting course with the design features presented in this report (e.g., artificial turf , holes designed after California golf courses, etc.).
CITY COUNCIL STRATEGIC GOAL:
This project was approved at the City Council’s 2025 Strategic Planning Session and reflects the Council’s priority of the Indian Wells Golf Resort being a premier destination, offering world-class golf, amazing dining, exceptional hospitality, and a sophisticated entertainment experience for residents and guests alike.
OPTIONS:
The City Council has the following options.
1. Authorize Troon to initiate the bidding of a new SITN putting course with the design elements presented in the staff report;
Council Meeting Agenda- December 4, 2025
2.Provide staff direction on alternative design ideas and either authorize Troon to proceed with bidding the project or bring back for further discussion at a later date.
3.Decide not to move forward with the proposed project at this time and bring back to the Council’s 2026 Strategic Planning session for further discussion.
4.Provide alternative direction.
FISCAL IMPACT:
The projects costs and potential revenues are unknown at this time. This information will come back to the City Council with a financial proforma at a later date. Troon will also inquire about the potential of a turf rebate from the Coachella Valley Water District to offset construction costs.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
The action is not a project within the meaning of Section 15378 of the State of California Environmental Quality Act (“CEQA”) Guidelines, because it has no potential for resulting in physical change in the environment, directly or indirectly; and that the action is nonetheless exempt from the requirements of CEQA in that the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. (15061(b)(3).)
ATTACHMENTS:
1.Potential Putting Course Design
2.Examples of Artificial Putting Courses
Council Meeting Agenda- December 4, 2025
City Council Meeting:
December 4, 2025 - Presentation
General Business Item K.6
Indian Wells Golf Resort -
Modifications to Shots in the Night
Putting Courses. Perfected.
PD
PuttTek
ATTACHMENT # 1
Potential Putting Course Design
Council Meeting Agenda- December 4, 2025
ATTACHMENT # 2
Examples of Putting Courses (PuttTek and Popstroke)
Council Meeting Agenda- December 4, 2025
Council Meeting Agenda- December 4, 2025
Council Meeting Agenda- December 4, 2025
Council Meeting Agenda- December 4, 2025