Indian Wells City Council
January 15, 2026

CITY COUNCIL
Meeting Agenda
Thursday, January 15, 2026
1:30 PM
City Hall Council Chamber
44950 Eldorado Drive, Indian Wells, CA 92210
Welcome to a meeting of the Indian Wells City Council.

Live Stream: Regular meetings held in the City Hall Council Chamber are streamed live.

You can watch the meeting on any device or computer. Members of the public who wish to listen or watch the meeting may access the livestream during the regular meetings.

LIVE STREAM CLICK HERE.

Public Comments: Members of the Public who wish to speak should fill out a blue slip and submit it to the City Clerk, comments are limited to three (3) minutes. In accordance with State Law, remarks during public comment are to be limited to subjects within the City's jurisdiction. If you are unable to provide comments during meeting, written comments on agenda or non-agenda items or both, may be submitted at [email protected]
Notification: If you are an individual with a disability and need a reasonable modification or accommodation pursuant to the Americans with Disabilities Act (ADA) please contact the City Clerk at 760-346-2489, 48 hours prior to the meeting.

Please turn off all communication devices (phones) or put them on non-audible mode (vibrate) during Council proceedings. All documents for public review are available for public inspection at City Hall reception, 44-950 Eldorado Drive, Indian Wells during normal business hours.

Pages

A.CONVENE THE INDIAN WELLS CITY COUNCIL, PLEDGE OF

ALLEGIANCE AND ROLL CALL

MAYOR TOPER TAYLOR

MAYOR PRO TEM BRIAN PENNA

COUNCIL MEMBER GREG SANDERS

COUNCIL MEMBER DANA REED

COUNCIL MEMBER BRUCE WHITMAN
B.APPROVAL OF THE FINAL AGENDA
C.PROCLAMATIONS AND PRESENTATIONS
C.1 Riverside County Fire Department Quarterly Update by Fire Department Captain Charles Esseling
C.2 Riverside County Sheriff Department Quarterly Update by Indian Wells Lieutenant Frank Schiavone
C.3 International Palm Springs Airport Update by Indian Wells Appointed Commissioner Phil Valdez
C.4 Lift to Rise Presentation by Director of Collective Impact Ian Gabriel and Associate Director of Policy & Research Celeste Flores D.PUBLIC COMMENTS
Members of the public who wish to speak on Consent Calendar items or items not listed on the agenda may do so at this time. Public comments are limited to three (3) minutes per speaker. Speakers will be alerted when their time is up and are asked to promptly return to their seats. No further comments will be permitted after the allotted time.

Please note that while the City Council values public input, it cannot take action or engage in discussion on items not listed on the agenda.

However, the Council may refer matters raised during public comment to staff for review, follow-up, as appropriate.

E.CITY MANAGER'S REPORTS
The City Manager or Department Heads may make brief
announcements, informal comments, or brief the Council on items of interest.

F.CITY ATTORNEY REPORTS AND COMMENTS
Council Agenda- January 15, 2026

G. CONSENT CALENDAR
All matters listed on the Consent Calendar are considered to be routine and will be approved by one motion. Reading of text of Ordinances is waived and Ordinances are adopted as second reading, by title only. There will be no separate discussion of these items unless members of the Council request specific items be removed from the Consent Calendar for separate discussion and action.

G.1 Annual Review of FPPC Gift Restrictions, City Ticket Distribution Policy Reporting Requirement and Updates
10 RECOMMENDED ACTIONS:

Council RECEIVES and FILES information report; and
FINDS the action exempt from CEQA review under CEQA Guidelines section 15061(b)(3).

G.2 Update to the 2026 City Council Assignments 40
RECOMMENDED ACTIONS:

Council RECIEVES and FILES report regarding the updated 2026 Council Committee Assignments; and
FINDS the action to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

G.3 City Council Member Annual Attendance at Events 45
RECOMMENDED ACTIONS:

Council APPROVES the attendance of Council Members at the 2026 events identified in Attachment No. 1; and
AUTHORIZES reimbursement for ordinary and necessary expenses incurred by Council Members in connection with the approved events, consistent with City policy; and
FINDS the action exempt from California Environmental Quality Act (CEQA) review under CEQA guidelines section 15061(b)(3).

Council Agenda- January 15, 2026

G.4 Request for Authorization to Proceed with Civil Design for the Eisenhower Walk of Honor Extension Project
50 RECOMMENDED ACTIONS:

Council AUTHORIZES Staff to proceed with the civil design phase for the extension of the Eisenhower Walk of Honor project; and FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15311 (Class 11, Accessory Structures) as it includes construction of minor structures accessory to (appurtenant to) existing commercial facilities, including, but not limited to, (a) On-premise signs G.5 Analysis of the Troon Access Loyalty Program and Request for Amendment to the Troon Management Agreement
58 RECOMMENDED ACTIONS:

Council APPROVES the attached Amendment to the Troon
Management Agreement authorizing participation in the Troon Access Program; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.

G.6 Review of Reimbursable Expenses Administered through the Fiscal Policy and Procedures Manual
64 RECOMMENDED ACTIONS:

Council APPROVES the Finance Committee’s recommendation to increase the daily meal reimbursement allowance for Council Members to $170 per day, with no single meal exceeding $100 per day; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.

Council Agenda- January 15, 2026

G.7 Adoption of Updated Resolution Authorizing Positions of City Warrant Signatures
113
RECOMMENDED ACTIONS:

Council ADOPTS Resolution amending the Authorizing Positions of City Warrant Signatures; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

G.8 City Treasurer’s Report for October 2025 118
RECOMMENDED ACTIONS:

Council RECEIVES and FILES the City Treasurer’s Report for October 2025; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

G.9 City Treasurer’s Report for November 2025 137
RECOMMENDED ACTIONS:

Council RECEIVES and FILES the City Treasurer’s Report for November 2025; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

H.PUBLIC HEARINGS
For each item listed under Public Hearing Items, the public will have an opportunity to speak. Following the staff report, the Mayor will open the hearing. The applicant may present their case in up to five (5) minutes. Members of the public may speak for three (3) minutes each; if many wish to speak, the Mayor may reduce the time to two (2) minutes to accommodate more participants.

Council Members may ask questions during public testimony, which will not count against the speaker’s time. After all public comments, the applicant will have three (3) minutes to respond or provide rebuttal. The Mayor will then close the hearing, and the Council will deliberate and may take action.

Council Agenda- January 15, 2026

H.1 Ordinance Amending Chapter 21.85 of the Indian Wells Municipal Code Relating to Accessory Dwelling Units and Junior Accessory Dwelling Units
156
RECOMMENDED ACTIONS:

Council OPENS the public hearing, receive public testimony, close the public hearing; and
INTRODUCES for first reading by title only an ordinance Amending Chapter 21.85 of the City of Indian Wells Municipal Code relating to Accessory Dwelling Units and Junior Accessory Dwelling Units to comply with recent changes in State Law; and
FINDS that the adoption of the proposed ordinance is statutorily exempt from review under the California Environmental Quality Act (CEQA) under Public Resources Code § 21080.17.

I.GENERAL BUSINESS
The Mayor will call upon the members of the public to address the Council regarding the agenda item being considered. After the public has provided comment, the item is closed to further comment and brought to the Council for discussion and action.

I.1 Governance Ad Hoc Committee Recommendation to Amend Municipal Code Section 2.12.010 to Clarify Planning Agency Authority
196
RECOMMENDED ACTIONS:

Council APPROVES Governance Ad Hoc Committee recommendation to amend the Planning Agency ordinance for clarification purposes; and
INTRODUCES Ordinance to be read by title only and further reading waived, amending Section 2.12.010 of the Municipal Code relating to Planning Agency; and
FINDS the action to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

Council Agenda- January 15, 2026

I.2 Council Consideration of Two Separate Sponsorship Requests– Palm Springs Air Museum Annual Gala and the Palm Springs Film Awards Gala
201
RECOMMENDED ACTIONS:

Council APPROVES Finance Committee Recommendations to attend the Palm Springs Air Museum Annual Gala and the Palm Springs Film Festival Gala; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

I.3 Council Member Whitman Request for Consideration of Inclusion of a “Resident Impact Statement” to City Council Staff Reports 206
RECOMMENDED ACTIONS:

Council DISCUSSES and PROVIDES direction on Council Member Whitman’s request to include a “Residential Impact Statement” for future City Council staff reports; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.

I.4 Comprehensive Overview and Discussion of Resident and Resident Guest Golf Rates at Indian Wells Golf Resort
208
RECOMMENDED ACTIONS:

Council DISCUSSES Resident and Resident Guest Golf Rates; and PROVIDES direction to Staff, if any; and
FINDS the project to be exempt from the California Environmental Quality Act (CEQA) provision pursuant to Section 15060.

J.COUNCIL MEMBER'S REPORTS AND COMMENTS
On their own initiative, Council Members may make a brief announcement or a brief report on their own activities. Council Members may ask a question for clarification, make a referral to staff, or take action to have staff place a matter of business on a future agenda. The Council may take action on items listed on the Agenda.

Council Agenda- January 15, 2026

J.1 COUNCIL MEMBER WHITMAN
California Joint Power Insurance Authority (JPIA)
Coachella Valley Children's Museum
Cove Communities Services Commission
Desert Sands Unified School District
Indian Wells Golf Advisory Committee
Sunline Transit Agency
J.2 COUNCIL MEMBER REED
CVAG Conservation Commission
CVAG Energy & Sustainability Committee
Desert Recreation District
Governance Ad Hoc Committee
Indian Wells Marketing Committee
Indian Wells Finance & Legal Oversight Committee
J.3 COUNCIL MEMBER SANDERS
Coachella Valley Animal Campus
Coachella Valley Clean Air Ad Hoc Committee
Cove Communities Service Commission
Desert Sands Unified School District
Desert Recreation District
Indian Wells 60th Anniversary Ad Hoc Committee
Indian Wells Marketing Committee
Indian Wells Finance & Legal Oversight Committee
Indian Wells Public Safety Committee
J.4 MAYOR PRO TEM PENNA
Coachella Valley Mountain Conservancy
Indian Wells Preservation Foundation
Indian Wells 60th Anniversary Ad Hoc Committee
Visit Greater Palm Springs
Indian Wells Community Activities Committee
Indian Wells Grants In Aid Committee
Indian Wells Personnel Committee
Indian Wells Public Safety Committee
Indian Wells Tee Committee
Council Agenda- January 15, 2026

J.5 MAYOR TAYLOR
CVAG Executive Committee
CVAG Homelessness Committee
CVAG Public Safety Committee
CVAG Transportation Committee
Coachella Valley Clean Air Ad Hoc Committee
Governance Ad Hoc Committee
Indian Wells Golf Resort Advisory Committee
Indian Wells Personnel Committee
Indian Wells Tee Committee
Riverside County Transportation Commission
Southern California Association of Governments
K. ADJOURNMENT
To a regularly scheduled meeting of the City Council to be held at 1:30 p.m. on February 5, 2026, in the City Hall Council Chamber.

Affidavit of Posting,
I, Angelica Avila, certify that on January 9, 2026, I caused to be posted a notice of a City Council Meeting to be held on January 15, 2025, at 1:30 p.m. in the City Hall Council Chamber.

Notices were posted at Indian Wells Civic Center and City's Website [ www.cityofindianwells.org]
________________________
Angelica Avila, MMC, City Clerk
Council Agenda- January 15, 2026

CITY OF INDIAN WELLS

FIRE DEPARTMENT QUARTERLY REPORT
Presenter: Captain Charles Esseling
City Council Meeting:

January 15, 2026 - Presentation
Item C.1

Presentation Overview
*Breakdown of Calls in Indian Wells:
10/01/2025 – 12/31/2025
*Comparison of Previous Year Stats
*Significant Incidents

Quarterly Call Breakdown
Quarterly Call Breakdown:
•Medical Based Calls: 207•False Alarms: 50•Traffic Collisions: 26

MIRAGE
•tom
STATION 71

PALM DESERT
STATION 33
STATION 67
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STATION 93

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STATION 88
STATION 32

Same Quarter – Last Year
Comparison of call volume for the
same three months quarterly time
frame.
2024
10/01/2024 – 12/31/2024
2025
10/01/2025-12/31/2025
376 – CALLS FOR SERVICE 317 – CALLS FOR SERVICE
53 – FALSE ALARMS 50 – FALSE ALARMS
249 – MEDICAL CALLS 207 – MEDICAL CALLS
34 – TRAFFIC COLLISIONS 26 – TRAFFIC COLLISIONS

Significant Incidents
THERE WERE 0

SIGNIFICANT INCIDENTS
FROM 10/01/2025 -
12/31/2025 FOR THE CITY
OF INDIAN WELLS.

Presentation Date
Thank you
Division names & contact information

Riverside Sheriff –Indian Wells
City Council Meeting:

January 15, 2026 - Presentation
Item C.2

Riverside Sheriff –Indian Wells
3338 File Numbers
•799 Calls for Service End of 2nd Quarter
•2539 Self-initiated File Numbers End of 2nd Quarter
•42 Total Arrests Made End of 2nd Quarter
•10 DUI Arrests End of 2nd Quarter
•2 Public Intoxication Arrests End of 2nd Quarter
•11 Warrant Arrests End of 2nd Quarter
•1702 Area Checks Conducted End of 2nd Quarter

Riverside Sheriff –Indian Wells
Traffic Collisions –End of 2nd Quarter
0 Fatal
•3 Major injury
•7 Minor-injury
•40 Non-injury
Traffic Citations 651 End of 2nd Quarter
•16 DUI Arrests End of 2nd Quarter

Riverside Sheriff –Indian Wells
Uniform Crime Reporting Data Year End Comparison
Crime 2023 YE 2024 YTD 2025 Q2
Homicide 0 0 0
Rape 1 1 1
Robbery 0 1 0
Aggravated Assault 8 11 3
Total Violent Crimes 9 13 3
Burglary 13 8 6
Auto Theft 1 1 1
Larceny*55 34 5
Total Property Crimes 69 43 12
Total Part 1 Crimes 78 56 15
* Includes vehicle burglaries

Response Times Graph

5.25 5.27 6.64

4.51 3.78 4.1

15.91 18.59

13.67 14.43 14.35 13.18

22.98 22.2

20.36 17.79

27.4 14.78

30.76 13.24

28.6 35.94

30.01 25.15
0 5
10 15
20 25
30 35
40 October November December October November December
Average Response Times
(from dispatch to deputy arrival / minutes.seconds)
Priority 1 Priority 2 Priority 3 Priority 4
2025 Q-22024 Q-2

Response Times Table

Notable Cases/Operations
10/09/2025 - 0900 hours – 487 PC Arrest – Deputy Prajin and Deputy Cook from Indian Wells SET, continued an investigation into a grand theft of cargo that occurred in March 2025 at Desert Champions, following the BNP Paribas Open.

Investigation revealed, a 42-year-old resident of Moreno Valley, as the suspect. On 10/09/25, with the assistance of Rancho Mirage SET and Rancho Mirage POP teams, Indian Wells SET conducted a surveillance / take down operation in the city of Moreno Valley. The male suspect was arrested for Grand Theft and transported to JBDC in Indio. 10/25/2025 - 1628 hours – Felony Vehicle Theft Arrest – Deputies Prajin and Cook of the Indian Wells Special Enforcement Team conducted follow up investigation regarding a previously reported stolen vehicle within the City of Indian Wells.

The vehicle was later located and returned to the victim; however, the suspect remained outstanding. The suspect was as a 29-yr old male of Banning. A court magistrate authorized a warrant for cellular tracing of which ultimately aided deputies in locating the suspect. A felony Ramey warrant was written and authorized for violation of 10851(a) VC. The suspect was located in the unincorporated area of Cabazon. He was taken into custody without incident and booked at JBDC.
12/05/2025 - Indian Wells Traffic Team with assistance from Palm Desert and Rancho Mirage Traffic Teams conducted a DUI Checkpoint at Hwy 111 and Eldorado Dr, in the city of Indian Wells on December 5, 2025. During this operation,3 people were arrested for DUI, 20 people were cited for being an unlicensed driver, 1 person was cited for having a suspended driver license, 1 person was cited for outstanding warrant, and 10 people were cited for miscellaneous traffic violations. Also,865 vehicles were contacted, 59 vehicles were subjected to secondary screening, and 6 field sobriety tests were conducted.

Operations/Project Updates
Case Load Updates:

Deputies have received multiple reports of residential burglaries within the Toscana community. While each incident occurred on separate dates and times, further investigation has revealed a consistent Modus Operandi (MO) across the cases. Common patterns indicate that the homes were unoccupied at the time of the incidents, entry was typically gained through unlocked rear doors, and the burglaries likely occurred during late afternoon hours. Additionally, the property taken was consistent across incidents, primarily consisting of miscellaneous jewelry and currency.

In response, the Indian Wells Special Enforcement Team (SET) has conducted thorough surveys of the affected residences and surrounding neighborhoods to identify potential surveillance footage of a suspect. Investigations revealed a notable lack of surveillance coverage within the community and at individual residences. Forensic evidence, including fingerprints and shoe impressions, were collected at each scene and submitted for analysis. Search warrants have been executed to obtain geolocation data from Google and cellular network/mobile tower records. Local pawn shops and pawn databases were also checked for stolen property; however, some efforts have not yet yielded any leads. Further investigation will be conducted pending search warrant returns, forensic findings and any addition discoverable information.

Upcoming Projects:

With the start of the new year (2026), the Indian Wells Special Enforcement Team (SET) has been tasked with implementing updated operational plans and staffing strategies for several upcoming events within the City. Key events include the Dr. George Car Show, the Desert Town Hall Speaker Series, and the renowned Tennis Tournament at the Tennis Gardens.

Operational planning for each event is already underway, with a strong emphasis on coordinated teamwork among SET members, traffic personnel, city officials, event coordinators, and private security teams. It should be noted that these events may require precautionary measures—such as traffic control and additional security—that could temporarily affect roadway traffic and public accessibility at the event locations.

Palm Springs Airport
Com m ission Up d a t e
City Council Meeting:

January 15, 2026 - Presentation
Item C.3

Palm Springs Passengers
Domestic:
-up 3.6% for the year
But…
Passengers arriving on Canadian airlines:
-August: down 27%
-September: down 42%
-October: down 30%
Some good news…
Projected total seats for 2026 (versus one year ago):
-January: up 5.4%
-February: up 2%
In essence domestic travel is picking up for the decrease in Canadian travel

PSP New Route and
Start Dates
-Alaska Airlines Santa Rosa (STS) Oct. 26
-Delta Airlines Austin, TX (AUS) Nov. 15
-American Airlines (CLT) Dec. 20
-United Airlines (EWR) Dec. 18
-Southwest Airlines (AUS) Mar. 7

Federal Inspection Services
-PSP Airport currently does not have an FIS facility, this means all international flights must clear customs prior to landing at PSP. -The only customs available at PSP currently is for general aviation/ business aviation aircraft.
-PSP administration had a meeting scheduled in Sept. with U.S. Customs and Border Protection to alert them of our interest in building an FIS facility -Why is this important?
-This would open PSP to more international flights including flights from Mexico and Europe

Palm Springs Airport Renovation and Upgrades
-80 new EV parking spaces
-Completion scheduled for 1st quarter 2026
-Bathroom renovations –5 total
-Sonny Bono Concourse –mens/womens RR
-Courtyard restrooms –All gender
-Aqua Cliente Hold Room
-Renovation to begin 1st quarter, 2026 (will take about a year)

Sonny Bono Concourse Escalators
Both escalators to be replaced starting May 2026
with completion scheduled for September 2026
….YIPPEE!

Questions?
Com m e n t s?
Con ce rn s?

Increased airplane traffic
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Arriving in 00:01
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●A visual approach●Instrument approach

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How do we voice our concerns to PSP airport?
flypsp.com/noise-comment-form
-Click on this site and fill out the form on the page

3/3/2025
1 Driving Affordable Housing Together
in the Coachella Valley
City Council Meeting:

January 15, 2026 - Presentation
Item C.4

•Who Lift to Rise is, what we do, and the role
we play
•Celebrating Indian Wells' leadership and
progress on affordable housing
•Upcoming opportunities for collaboration
•2026-2028 Action Planning

A future where all Coachella Valley
families are healthy, stable, and thriving.

Reduce rent burden in the Coachella Valley
by 30% through the production of 10,000
affordable housing units by 2028.

•Convene and Coordinate Partners
•Track Pipeline of Projects
•Work Together to Overcome Barriers:
•Financing Support: We Lift
Catalyst Fund
•Technical Assistance
•Mobilize Residents
•Advocate for Policy and
Resources
•Raising our Region’s Profile

•Indian Wells’ commitment to affordable
housing.
•Legal ruling advances Indian Wells’ plans
for affordable housing on 34-acre site near
the Tennis Garden.
•Abode Communities leading development.
•Lift to Rise established partnership with
Abode Communities; looking ahead to
collaboration.

•Data and Community Listening
•Take stock of what we’ve accomplished
since 2018
•Identify remaining barriers to housing
production
•Develop practical and actionable regional
solutions for 2026-2028 (and beyond) that
help cities and developers move projects
forward

THANK YOU!
•Ian Gabriel, Director of Collective Impact, Lift to Rise –[email protected] •Celeste Flores, Associate Director of Policy & Research, Lift to Rise [email protected]

1 Angelica Avila
From:Angelica Avila
Sent:Wednesday, January 14, 2026 12:34 PM
To:Angelica Avila
Subject:Approaching planes to Palm Springs International Airport From: DEBORAH hoyle
Subject: Approaching planes to Palm Springs International Airport CAUTION: This email originated outside our organization. Be cautious with any links or attachments.

To whom it may concern,
I am a long time resident of the Coachella Valley and for the past 6 years have been a resident of Indian Wells.

Can you please review with me the rules for approaching planes into Palm Springs International Airport? As per the last 3 months the flight path for large jet planes has been directly over neighborhoods in Indian Wells.

The altitude is low enough to see the logos on the planes and loud enough to vibrate residential windows.

Besides the noise annoyance, the amount of fuel pollution is extremely high as the planes approach their landing destinations.

I would like to add that this observation has recently increased to planes making their decent over our populated neighborhoods to every 3-4 minutes.

What can be done to curtail the exposure of airplane noise and fuel pollution over our local densely populated areas? After all, the Coachella Valley is surrounded and buffered by vast amounts of uninhabited desert. This is a travesty to the health of the citizens of the entire valley.

My phone calls to the Palm Springs airport manager's office have been left on deaf ears. This issue needs to reach the appropriate people who will advocate for the citizens of Indian Wells and the Coachella Valley.

Reduce or stop the current jet aircraft flight paths into Palm Springs International airport that are over densely populated residential which affect our homeowner's health and safety.

Thank you for your attention to this dire matter.

Regards,
Deborah Hoyle Lloyd
Resident of Indian Wells
City Council Meeting:

January 15, 2026 - Public Comments
Presentation Item C.3

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INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: City Attorney
Prepared by: Todd Leishman, Best Best & Krieger LLP, City Attorney Subject: Annual Review of FPPC Gift Restrictions, City Ticket Distribution Policy Reporting Requirement and Updates

RECOMMENDED ACTIONS:

Council RECEIVES and FILES information report; and

FINDS the action exempt from CEQA review under CEQA Guidelines section 15061(b)(3).

BACKGROUND:

Resolution No. 2022-36 requires the Council to conduct a review of applicable law and City policies pertaining to (a) the acceptance of gifts and (b) the City’s acceptance and distribution of tickets to sports, entertainment, charity, and similar events at the first meeting following the annual Council reorganization.

The City of Indian Wells (“City”) and its officials occasionally receive free tickets and passes from outside organizations. Under the Political Reform Act of 1974 (the “PRA”) and accompanying Fair Political Practices Commission (“FPPC”) Regulations, these tickets and passes can be reportable gifts to the City, or to the officials, depending on the circumstances. The purpose of this memorandum is to guide City officials in determining how to classify and handle the tickets and passes under applicable law.

This memorandum begins with a discussion of how to handle tickets or passes given directly to the official and continues with a discussion of how to handle tickets or passes given to the City itself. It ends with an update on the Levine Act’s campaign contribution rules.

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I. Rules for Tickets or Passes Given Directly to an Official1

1. Generally, when tickets or passes are given directly to an official, rather than to the City itself, the official must comply with FPPC regulations on gifts.2
a. The tickets/passes are subject to disclosure by the official on a Form 700 if the cumulative value is $50 or more.
b. Officials cannot accept a gift or gifts from a single source with an aggregate value of $630 (effective through December 31, 2026) or more in a calendar year
i. To effectively refuse acceptance of or return a gift, the official must:
(1) refuse the gift, (2) return the gift to the donor, (3) donate the gift, unused, to a 501(c)(3) with which the official or their immediate family holds no position, or to a government agency, without being claimed for tax purposes, or (4) reimburse the donor for the full value of the gift, or a portion thereof, but any unreimbursed portion of the value constitutes a gift. (FPPC Regulations § 18941.)
ii. Generally, to relieve an official of an otherwise disqualifying financial interest, the official must take the above actions within 30 days of receipt and before participating in the decision the official has a conflict in. (FPPC Regulations § 18941.)
c. Any gift or combination of gifts from a single donor valued at $630 or more received in the 12 months before the governmental decision affecting that donor is made creates a disqualifying conflict of interest under the PRA. (Gov. Code § 87103(e))

2. There are special rules for tickets to political or charitable fundraisers given directly to an official.3
a. Exception 1: 501(c)(3) Organization Fundraiser

1 FPPC Regulations §§ 18940–18946.5
2 FPPC Regulations §§ 18940, 18940.2
3 FPPC Regulations § 18946.4

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i. An official may accept two tickets or invitations per event from a 501(c)(3) organization. The tickets/invitations are deemed to have no value and are therefore not reportable.
ii. Additional tickets/invitations provided to or controlled by the official, and any tickets not provided directly by the 501(c)(3) organization to the official are valued as specified below.
b. Exception 2: Political Fundraiser
i. An official may accept two tickets or invitations per event for a fundraising event from, and by, a political committee (as defined in Section 82013(a) or a comparable committee under federal law or laws of another state) or candidate; these tickets/invitations are deemed to have no value and are therefore not reportable. ii. Additional tickets/admissions by invitation provided to or controlled by the official and any tickets not directly provided by the committee/candidate to the official are valued as specified below. c. Tickets to Nonprofit Fundraiser That Do Not Fall Into Above Exceptions i. Tickets to events held by nonprofits that do not fall within the above exceptions are gifts with special valuation rules. Such tickets are valued as follows:

1. If the ticket clearly states a portion of the ticket price is a donation to the organization, or the organization provides information indicating the portion of the ticket price that constitutes a donation, the value of the ticket is the
nondeductible portion of the admission.

2. If there is no ticket or information provided by the organization indicating the nondeductible portion of the admission, the value of the admission is the official’s pro rata share of the cost of food, catering services, entertainment, and any other item provided to the official which is available to all guests attending the event. Any other specific benefit provided to the official at the event (like golf green fees) is valued at fair market value.

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3. There are also other common exceptions which are not reportable gifts to officials.4
Some common exceptions include:
a. Gifts given to the City itself, instead of directly to the official, as discussed below.
b. Gifts returned unused to donor, or reimbursed to the donor, or donated unused, to a 501(c)(3) with which the official or their immediate family holds no position, or to a government agency, without being claimed for tax purposes, within 30 days, per FPPC Regulation 18941. c. Gifts from family members.
d. Equivalent-value gifts exchanged on holidays, birthdays or similar occasions (other than lobbyists).
e. Reciprocal exchanges in a social relationship between an official and another individual (other than lobbyists), so long as the total value of payments received by the official within the calendar year is not substantially disproportionate to the amount paid by the official, and so long as the value of any single payment is less than $630.
f. Admission to a paid-admission event where the official makes a speech, and the admission is provided by the event organizer.
g. Tickets to an official and one guest to an event for entertainment, recreational, or similar purpose where the official performs a ceremonial role on behalf of the City. In this situation, the City reports the distribution on FPPC Form 802 as discussed below.

II. Rules for Tickets/Passes Given to Directly to the City and Distributed to Officials by the City5
Tickets or passes given directly to the City, which the City distributes to officials, may not be considered gifts to the official and may instead be reportable by the City, depending on the circumstances. The City has a ticket distribution policy (“Ticket Distribution Policy”)

4 FPPC Regulations § 18942
5 FPPC Regulations § 18944.1

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governing the distribution of tickets and passes to officials.

The following rules apply to tickets/passes given directly to the City, which the City distributes to officials:

1. Tickets or passes distributed to, or at the behest of, an official of the City are not considered gifts to an official under the PRA in the following three situations:
a. First: The tickets are distributed and used in accordance with the City’s Ticket Distribution Policy, where:
i. The distribution serves a public purpose.
ii. The distribution is reported by the City on FPPC Form 802 pursuant to the Policy.
iii. The ticket or pass is not earmarked by an outside source for use by a specific official; and
iv. The City determines in its sole discretion who uses the ticket or pass. b. Second: The public official claims the ticket as income for federal income tax purposes, and the City reports them as taxable income. c. Third: The official reimburses the City for the face value of the ticket within 30 days of receipt.

2. Ticket Transfers Are Not Allowed. The official may not transfer tickets or passes distributed to them from the City under the City’s Ticket Distribution Policy, except to the official’s immediate family or to one guest solely for their attendance at the event

3. A Public Purpose Is Required. To avoid a gift to the receiving official, the City’s distribution of tickets and passes pursuant to the Ticket Distribution Policy must serve a public purpose of the City.
a. These public purposes can be found in the City’s Ticket Distribution Policy, which sets forth many specific public purposes served by distribution of tickets.
b. Distributing a ticket or pass to an official – other than a member of the City Council, the City Manager, a political appointee, or department head – for

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the official’s personal use to support general employee morale, retention, or to reward public service is deemed to serve a public purpose. i. “Personal use” is limited to the official and the official’s family, or no more than one guest.

4. Other Incidental Benefits Are Still Gifts to the Official. The gift exemption for officials receiving tickets from the City only applies to the benefits an official receives from the ticket or pass (those which are provided to all members of the public with the same class of ticket or pass). Benefits received by an official which are not included with admission, including food, beverages, and other items presented to the official at the event, are likely reportable gifts.

5. City Reporting is Required. When the Ticket Distribution Policy is used, the City must file a Form 802 with the FPPC within 45 days of distributing tickets or passes pursuant to its Ticket Distribution Policy. Otherwise, the official who received the tickets or passes must consider them a “gift” under FPPC rules and follow the separately applicable gift limit and reporting rules.
a. If an official received a ticket or pass for the oversight or inspection of facilities, the official must provide the City with a written inspection report of their findings and recommendations which the City must include with the Form 802.
b. If the ticket or pass is distributed to a department or other unit of the City, and is not used by a member of the City Council, the City Manager, any political appointees, or department heads, the City can simply report the name of the department or unit that received the ticket or pass (and the number of tickets/passes provided) instead of reporting the name of the individual employee.
c. Form 802s prepared in connection with the ticket policy must be maintained as public records and are subject to inspection and copying by the public. d. The forms must be posted on the City’s website.

III. City Campaign Contribution Reporting
The City has long required Councilmembers to report campaign contributions from donors who have an interest in items before the Council. Now state law requires reporting and

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recusal in some cases. (See Reso. No. 2022-36, sec. (K)(2); see also Council Policy Manuals prior to 2022.)
Senate Bill 1439 (2022) took effect on January 1, 2023, thereby extending California’s Levine Act’s conflict and recusal rules to members of the Council. As a result, a Councilmember must recuse herself or himself from any proceeding that involves someone who donated $500 (increased from $250 by AB 1243) or more to the Councilmember’s campaign at any time during the 12 months before the proceeding.

To comply with SB 1439, please track all contributions to your campaigns after January 1, 2023, keep a list of donors, check your list against the potential stakeholders with an interest in items that come before the Council on future agendas, and be prepared to announce that you received a contribution of $500 or more from that party or participant (if you did) and to recuse yourself in accordance with state law. Please also stay aware of which parties or participants have items pending before the Council (or who did, within the last three months) and be prepared to reject or return any campaign contribution in excess of the statutory limit.

The City’s own campaign-contribution reporting requirements remain unchanged. (See Reso. No. 2022-36, sec. (K)(2) [“All all meetings, each Council Member shall report any campaign contribution that the Council Member received from a person who is directly involved in an item on the agenda.”].) Please note that this reporting-only policy applies regardless of amount or timing of donation.

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. (14 CCR 15061(b)(3).)

ATTACHMENTS:

1. Resolution No. 2022-36

2. FPPC – Local Gift Fact Sheet

Council Agenda- January 15, 2026

RVPUB\PKNOX\757753.1
RESOLUTION NO. 2022-36

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF INDIAN WELLS,

CALIFORNIA ADOPTING AN AMENDED TICKET DISTRIBUTION POLICY TO CONFORM WITH SECTION 18944.1 OF TITLE 2, CALIFORNIA CODE

OF REGULATIONS, AS AMENDED BY THE FAIR POLITICAL PRACTICES

COMMISSION
WHEREAS, the Fair Political Practices Commission (“FPPC”) has adopted Section 18944.1, Title 2, California Code of Regulations (“Regulation 18944.1”) to regulate the distribution and disclosure by public agencies of certain tickets and passes to public officials and employees; and
WHEREAS, Regulation 18944.1 provides that a ticket or pass distributed pursuant to an adopted policy and properly disclosed by the agency is not a gift to the public official and does not trigger a disclosure requirement on the official’s Statement of Economic Interests, Form 700; and
WHEREAS, the City Council of the City of Indian Wells (the “City”) adopted a ticket distribution policy entitled, “Distribution of City-Controlled Tickets to City Officials” (City Council Policy Manual Chapter 2.10) (“Policy”), pursuant to Regulation 18944.1 to provide for the distribution of such tickets or passes; and
WHEREAS, since that time, the FPPC amended Regulation 18944.1 in order to clarify the valuation of tickets and passes, and other policy requirements; and WHEREAS, the distribution to and use of such tickets and passes by officials frequently serve legitimate governmental and/or public purposes; and WHEREAS, from time to time, the City may receive complimentary or discounted tickets or passes from third party sources, both public and private, for distribution to City officials; and WHEREAS, based on such practice and amended Regulation 18944.1, the City desires to update its Policy regarding the distribution of tickets and/or passes; and WHEREAS, the proposed updated Policy incorporates the revisions to Regulation 18944.1 made by the FPPC since the adoption of the Policy to ensure that the Policy establishes a fair and equitable process for the distribution to City officials of such tickets and passes by the City, in compliance with the requirements of FPPC Regulations.

NOW THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL AS FOLLOWS:

Section 1.The foregoing recitals are true and correct.

Section 2.The City Council of the City of Indian Wells hereby approves and adopts the City’s amended Distribution of City-Controlled Tickets to City Officials Policy updated in accordance with FPPC Regulation 18944.1, and attached hereto as Exhibit “A.” ATTACHMENT #1

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City of Indian Wells
Resolution No. 2022-36

Section 3.The City Manager is directed to implement this Policy.

Section 4.The Resolution shall take effect immediately upon adoption.

Section 5.All previous ticket distribution policies adopted by the City under Regulation 18944.1 are hereby repealed.

Section 5.The City Clerk shall certify the adoption of this Resolution.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California at a regular meeting held on the 15th day of September 2022. _____________________________

DANA REED
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2022-36
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 on the 15th day of September 2022, by the following vote:

AYES: Balocco, Bernheimer, Griffith, Reed, Sanders
NOES: None
ATTEST: APPROVED AS TO FORM:
________________________ ____________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY
________________________

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City of Indian Wells
Resolution No. 2022-36

Exhibit “A”

CITY OF INDIAN WELLS

DISTRIBUTION OF CITY-CONTROLLED TICKETS POLICY
(following this page)

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City of Indian Wells
Resolution No. 2022-36

CITY OF INDIAN WELLS

DISTRIBUTION OF CITY-CONTROLLED TICKETS POLICY

A. PURPOSE AND APPLICATION OF POLICY.

The purpose of this Policy is to ensure that all Tickets distributed by the City are issued in furtherance of a valid governmental and/or public purpose of the City as required under Fair Political Practices Commission (“FPPC”) Regulation 18944.1. This Policy applies to Tickets which provide admission to an Event. This Policy shall be applicable to every officer, agent and employee of the City who is obligated to file an Annual Statement of Economic Interests (FPPC Form 700) under state law or the City’s current Conflict of Interest Code.

This Policy only applies to the benefits the City Official receives by the admission and are not applicable to any other item of value provided. This Policy does not generally apply to political or nonprofit fundraisers which are governed under a separate FPPC Regulation. This Policy also does not apply to Tickets provided directly to or earmarked for the City Official or a certain class of City Officials.

B. DEFINITIONS.

Unless otherwise expressly provided herein, words and terms used in this Policy shall have the same meaning as that ascribed to such words and terms in the California Political Reform Act of 1974 (Government Code Sections 81000, et seq., as the same may be amended from time to time) and the FPPC regulations (Title 2, Division 6 of the California Code of Regulations, section 18110 et seq., as the same may be amended from time to time).

“City” shall mean and refer to the City of Indian Wells and any other affiliated agency created or activated by the Indian Wells City Council.

“City Official” shall mean and refer to every member, elected officer, appointed officer, employee, or consultant of the City, as that term is defined by Government Code Section 82048 and FPPC Regulation 18701. This term shall include, without limitation, any City board, commission or committee member or other appointed official or employee required to file an annual Statement of Economic Interests (FPPC Form 700). For the purposes of this Policy, this term shall also include a spouse serving a public purpose by accompanying a City Official to an Event and thereby serving as an ambassador of the City.

“Event” shall mean an event, show or performance for entertainment, amusement, recreational or similar purpose for which a Ticket is required to gain admission.

“FPPC” shall mean and refer to the California Fair Political Practices Commission.

“Immediate Family” shall mean and refer to spouse and dependent children as defined in Government Code section 82029.

“Policy” shall mean and refer to this “Ticket Distribution Policy.”

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Resolution No. 2022-36

“Spouse” shall mean a husband or wife, domestic partner, similar significant other or any person with whom a Councilmember is in a bona fide dating relationship, as that term is used in FPPC Regulation 18942(18)(A).
“Ticket” shall mean and refer to a “ticket and/or pass” to an Event. “Ticket Administrator” shall mean and refer to the City Manager or his/her designee.” C. GENERAL PROVISIONS.
1)No Right to Tickets: The use of a Ticket is a privilege extended by the City and not the right of any person to which the privilege may from time to time be extended. 2)Limitation on Transfer of Tickets: Tickets distributed to City Officials pursuant to this Policy shall not be transferred to any other person, except to members of such City Official’s immediate family or no more than one guest solely for their attendance at the event. Under no circumstances may either the City Official or a member of his or her immediate family sell or further transfer any Ticket provided under this Policy. 3)Return of Tickets or Reimbursement of City: Any City Official may return any Ticket unused to the City for redistribution pursuant to this Policy. In addition, a Ticket is not subject to the provisions of this Policy and is not a gift for the purposes of the FPPC Regulations, if the City Official reimburses the City for the ticket within 30 days of receipt. 4)Prohibition Against Sale of or Receiving Reimbursement for Tickets: No individual who receives a Ticket pursuant to this Policy shall sell or receive reimbursement for the value of the Ticket. 5)No Earmarking of Ticket Given to City: No Ticket gratuitously provided to the City by an outside source and distributed by the City to, or at the behest of, a City Official pursuant to this Policy shall be earmarked by the original source for use by a particular City Official or a specific class of City Officials.
6)Limitation on Use: Any ticket or pass is deemed to serve a public purpose if distributed to a City Official, other than an elected official, for the City Official’s personal use in order to support general employee morale, to encourage retention, or to reward public service, if the ticket or pass is acquired by the City: (i) pursuant to a contract to use public property, (ii) because the City controls the event, or (iii) by purchase at fair market value. For purposes of this paragraph, "personal use" means use by the City Official, his or her family, or no more than one guest.

Nothing in this section limits the receipt, distribution, and behest of tickets or passes by elected officials for any of the other public purposes stated.
7)Disproportionate Use of Tickets: A disproportionate use of Tickets by members of the City Council, political appointee, department heads, or City Manager is prohibited. 8)Valuation of Tickets: The value of any Ticket shall be the fair value of the Ticket. The “fair value” is the face value of the Ticket, or the price at which the Ticket would otherwise be offered for sale to the general public by the operator or host. Where the Ticket does not reflect

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City of Indian Wells
Resolution No. 2022-36

the actual cost for a Ticket in a luxury box or suite, the face value is determined by dividing the total cost of the box or suite by the number of Tickets available for that box or suite.

D. TICKET ADMINISTRATOR.
1) Designation of Ticket Administrator: The City Manager or his/her designee shall be the “Ticket Administrator” for purposes of implementing the provisions of this Policy. 2) Authority: The Ticket Administrator has the sole authority, in his or her discretion, to establish procedures for the distribution of Tickets supplemental to and in accordance with this Policy. All requests for tickets from City Officials which fall within the scope of the Policy shall be made in accordance with the procedures established by the Ticket Administrator. 3) Implementation of Policy: The Ticket Administrator or his or her designee is hereby designated as having primary responsibility for distributing Tickets in his or her discretion to a reasonable number of City Officials in a manner that will best serve the City’s interests and to persons whose attendance at a particular Event serves a specific governmental or public purpose. 4) Revoking/Suspending Ticket Privileges: The Ticket Administrator, in his or her sole discretion, may revoke or suspend the Ticket privileges of any person who violates any provision of this Policy or the procedures established by the Ticket Administrator for the distribution of Tickets in accordance with this Policy.
5) Attendance: If available, the Ticket Administrator shall attend all events to which the City obtains control of Tickets as the City’s primary staff representative.

E. OFFICIAL DUTIES AND CEREMONIAL ROLES.

Tickets provided to City Officials as part of their official duties, or Tickets provided so that the City Official can perform a Ceremonial Role must be reported on FPPC Form 802.

F. SPECIFIC GOVERNMENTAL OR PUBLIC PURPOSE FOR TICKET DISTRIBUTION.

The City Council has determined that there are certain times where a City Official’s attendance serves a valid public purpose which benefits the City. The following is a list of the type of reasons which meet this requirement. The list is intended to be illustrative rather than exhaustive. The City may provide Tickets to or at the behest of a City Official for Events which serve any of the following public or governmental purposes:
1) Promote, evaluate, and provide management and/or official oversight of City-controlled, sponsored or supported events, activities, or community programs at City venues, including but not limited to evaluation of the venue, quality of performance and compliance with City policies, agreements, and other requirements. When a public purpose involves the oversight or inspection of facilities by a City Official, the City Official is required to provide a written inspection report and/or recommendation to be included in the City’s Form 802 .

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Resolution No. 2022-36

2) Support sponsorship agreements involving Events where the City specifically seeks to enhance the City’s reputation both locally and regionally by serving as hosts or sponsors providing the necessary opportunities to meet and greet visitors, dignitaries, residents and guests. 3) Where the City, as a form on consideration for a written contract, has required that a certain number of Tickets be made available for City use.
4) Promote local and regional businesses, economic development and tourism activities within the City, including conventions and conferences.
5) Enhance City recognition, visibility, and/or profile on a local, state, national or worldwide scale. 6) Foster open government by City Official appearances, participation and/or availability at business and/or community events.
7) Improve intergovernmental relations by encouraging the members of the City Council, City staff, and their guests, where appropriate, to attend functions and events with the public officials of other entities, thereby fostering an open dialogue and better understanding of intergovernmental issues. 8) Increase public exposure to, and awareness of, the various public recreational, cultural, community and education facilities available to the public within the City. 9) Promote business activity with the City and/or highlight the achievements of local residents and businesses.
10) Promote business growth and development within the City, including economic development and job creation opportunities.
11) Facilitate outreach and recognition programs for veterans, teachers, emergency services, medical personnel, community organizations and other civil service occupations. 12) Encourage or reward significant academic, athletic, or public service achievements by Indian Wells students, residents, or businesses.
13) Promote community resources and private facilities, including charitable and nonprofit organizations facilities, available for use by City residents. 14) Promote, support and/or show appreciation for programs and services rendered by non-profit organizations benefiting Indian Wells residents.
15) Encourage volunteers to become members of City commissions, committees and boards and reward volunteer public service.
16) Attract and retain highly qualified employees in City service, recognize or reward meritorious service by a City employee, and/or promote enhanced City employee performance or morale. 17) The following is a non-exclusive list of specific business, community, and nonprofit Events in the City, where a City Official’s presence has been determined to serve a valid public purpose.

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Resolution No. 2022-36

This list is not intended to be exhaustive, but is merely illustrative of the types of Events where the distribution of tickets has been clearly authorized:
a. BNP Paribas Open
b. Desert Town Hall Lecture Series
c. Indian Wells Arts Festival
d. Doctor George Car Show
G. TICKETS DISTRIBUTED AT THE BEHEST OF A CITY OFFICIAL.

Only the following City Officials shall have the authority to behest tickets: City Council Members, City Manager and Department Heads.

Tickets shall be distributed at the behest of a City Official only for one or more public purposes set forth in section above. If tickets are distributed at the behest of a City Official, such City Official shall not use one of the tickets so distributed to attend the Event.

H. PUBLIC PURPOSES RELATED TO BNP PARIBAS OPEN.

Participation by City Officials in the ticketed events and activities hosted by the BNP Paribas Open is important to provide an opportunity for City leaders to be involved in the City’s largest special event. By attending the two-week long activities, including the tournament, City Officials have the ability to meet and greet residents and visitors to the City. Moreover, City Officials are accountable for the funding and support that the City contributes to the BNP Paribas Open, and therefore some level of attendance during the tournament is necessary for City Officials to provide suggested improvements to Desert Champions LLC management staff and City staff that will enhance and improve the overall event and its economic and public impact on the City.

This Policy is not applicable to tickets to the BNP Paribas Open available to all City residents through the annual lottery.

I. PUBLIC PURPOSES RELATED TO CITY SPONSORED EVENTS.

Participation by City Officials in events wherein the City has made a monetary contribution and/or is a named sponsor is important. Such events serve to enhance the image of the City as a world-class destination resort. These events provide the public with access to many distinguished public and civic leaders as well as significant cultural enhancement. The active participation of City Officials at such events serves to attract additional resources and economic opportunities for this community. City Officials at such events represent the City in interacting with dignitaries and they meet and greet residents and visitors to the City. Moreover, City Officials are accountable for the funding and support that the City contributes to these events, and therefore some level of attendance is appropriate for City Officials to monitor and evaluate the effectiveness of the event and suggest ways in which events may be enhanced and improved to maximize the economic and public benefit to the City.

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City of Indian Wells
Resolution No. 2022-36

J. DISCLOSURE REQUIREMENTS.

It shall be the duty of the Ticket Administrator or his or her designee to ensure the City's compliance with Regulation 18944.1(d) pertaining to the reporting of the distribution of Tickets by a public agency to officials or officers of the City. The City shall complete a record of a Ticket distributed under this Policy on FPPC Form 802, including all the information as required under Regulation 19844.1, including but not limited to, the name of the transferee if the ticket was transferred as allowed under this Policy.

The forms shall be maintained as a public record, be subject to inspection and copying under Section 81008(a), and within 45 days the City must post these forms on its website and email a website link to the FPPC that displays the form.

If the Ticket is distributed to a department or other unit of the City, and not used by a member of the City Council, the City Manager, political appointee, or department head, the City may report the name of the department or other unit of the City receiving the Ticket and the number of Tickets provided to the department or unit in lieu of reporting the name of the individual employee as otherwise required by Regulation 18944.1.

This Policy shall be maintained as a public record and is subject to inspection and copying under Section 81008. The City shall post this Policy on its website within 30 days of adoption or amendment and send to the FPPC by email the City’s website link that displays the policy so that the FPPC may post the link.

K. ANNUAL REVIEW OF TICKETS AND CAMPAIGN CONTRIBUTION REPORTING REQUIREMENT. 1) At the first regular meeting or special meeting of the Council following the annual reorganization, the Council, with the assistance of the City Attorney and City Staff, shall conduct a review of applicable law and City policies pertaining to: (a) the acceptance of gifts, (b) the City's acceptance and distribution of tickets to sports, entertainment, charity and similar events. 2) At all meetings, each Council Member shall report any campaign contribution that the Council Member received from a person who is directly involved in an item on the agenda.

Council Agenda- January 15, 2026

Limitations and Restrictions on
Gifts, Honoraria, Travel and Loans
A Fact Sheet For
Local Elected Officers and Candidates for Local
Elective Offices
Local Officials Specified in Government Code
Section 87200
Judicial Candidates
Designated Employees of Local Government
Agencies
California Fair Political
Practices Commission
Toll-free advice line: 1 (866) ASK-FPPC
Email advice: [email protected]
Web site: www.fppc.ca.gov
November 2024
ATTACHMENT #2

Council Agenda- January 15, 2026

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Introduction
The Political Reform Act1 (the “Act”) imposes limits on gifts, prohibits honoraria payments, and imposes limits and other restrictions on the receipt of travel payments received by:
•Local elected officers and other local officials specified in Government Code Section 87200,2 excluding judges;3
•Designated employees of local government agencies (i.e., individuals required to file statements of economic interests under a local agency’s conflict of interest code); and •Candidates4 for any of these offices or positions and judicial candidates. (Sections 89502 and 89503.)
The Act also imposes limits and other restrictions on personal loans received by certain local officials.

The gift limit increased to $630 for calendar years 2025 and 2026. The gift limit in 2024 was $590.

This fact sheet summarizes the major provisions of the Act concerning gifts, honoraria, travel, and loans.

It contains highlights of the law, but does not carry the weight of law. For more information, contact the Fair Political Practices Commission at (866) 275-3772 or [email protected] or visit our website at www.fppc.ca.gov . Commission advice letters are available on our website. Public officials may also be subject to local restrictions on gifts, honoraria, or travel.

Enforcement
Failure to comply with the laws related to gifts, honoraria, loans, and travel payments may, depending on the violation, result in criminal prosecution and substantial fines, or in administrative or civil monetary penalties for as much as $5,000 per violation or three times the amount illegally obtained. (See Sections 83116, 89520, 89521, 91000, 91004 and 91005.5.) 1 The Political Reform Act is contained in Government Code Sections 81000 through 91014. All statutory references are to the Government Code, unless otherwise indicated. The regulations of the Fair Political Practices Commission are contained in Sections 18110 through 18997 of Title 2 of the California Code of Regulations. All regulatory references are to Title 2, Division 6 of the California Code of Regulations, unless otherwise indicated. 2 Local officials specified in Government Code Section 87200 include: members of boards of supervisors and city councils, mayors, city/county planning commissioners, city/county chief administrative officers, city/county treasurers, district attorneys, county counsels, city managers, city attorneys, court commissioners and public officials who manage public investments.
3 The gift limits and honoraria ban in the Political Reform Act do not apply to a person in their capacity as judge.

However, candidates for judicial offices are subject to the restrictions contained in the Political Reform Act. (Sections 89502 and 89503.)
4 For purposes of the gift limit and honoraria prohibition, an individual becomes a “candidate” when they file a statement of organization (Form 410) as a controlled committee for the purpose of seeking elective office, a candidate intention statement (Form 501), or a declaration of candidacy, whichever occurs first. If an individual is an unsuccessful candidate, they will no longer be subject to the gift limit and honoraria prohibition when they have terminated their campaign filing obligations, or after certification of election results, whichever is earlier. (Sections 89502(b) and 89503(b).

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Gifts
Limitations
Local elected officers, candidates for local elective office, local officials specified in Government Code Section 87200, and judicial candidates, may not accept gifts from any single source totaling more than $630 in a calendar year. (Section 89503.)5
Employees of a local government agency who are designated in the agency’s conflict of interest code may not accept gifts from any single source totaling more than $630 in a calendar year if the employee is required to report receiving income or gifts from that source on their statement of economic interests (Form 700). (Section 89503(c).)
What is a “Gift”?
A “gift” is any payment or other benefit that confers a personal benefit for which a public official does not provide payment or services of equal or greater value. A gift includes a rebate or discount in the price of anything of value unless the rebate or discount is made in the regular course of business to members of the public. (Section 82028.) (See Regulation 18946 for valuation guidelines.) Except as discussed below, a public official has “received” or “accepted” a gift when they have actual possession of the gift or when they take any action exercising direction or control over the gift, including discarding the gift or turning it over to another person. This includes gifts that are accepted by someone else on the official’s behalf and gifts made to others at the direction of the official. (Regulation 18941.) Gifts to Family Members
Under certain circumstances, a gift to an official’s family member* is considered a gift to the official. (Regulation 18943.) When something of value is given to a family member it is presumed to be a gift to the official if: (1) there is no established relationship between the donor and the family member where it would generally be considered appropriate for the family member to receive the gift or; (2) the donor is someone who lobbies the official’s agency, is involved in an action before the official’s agency in which the official may foreseeably participate, or engage in business with the agency in which the official will foreseeably participate. (Wedding gifts are treated differently, see below.) *For purposes of this rule, an official’s “family member” includes the official’s spouse; registered domestic partner; any minor child of the official who the official can claim as a dependent for federal tax purposes; and a child of the official who is aged 18 to 23 years old, attends school, resides with the official when not attending school, and provides less than one-half of their own support. 5 The gift limit is adjusted biennially to reflect changes in the Consumer Price Index. F or 2025-2026, the gift limit is $630. (Section 89503; Regulation 18940.2.) Gifts from a single source aggregating to $50 or more must be disclosed, and gifts aggregating to $630 or more during any 12-mo nth period may subject an official to disqualification with respect to the source. (Section 87103(e).) Designated employees should obtain a copy of their conflict of interest code from their agency. Some conflict of interest codes require very limited disclosure of income and gifts. Gifts from sources that are not required to be di sclosed on the Form 700 are not subject to the $630 gift limit but still may subject the public official to disqualification.

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Source of Gift
Under most circumstances, it is clear who the source of a gift is, but if the circumstances indicate that the gift is being provided by an intermediary, the public official must determine both the donor and the intermediary in reporting the gift. Regulation 18945 provides the rules for determining the source of the gift.

Gifts from Multiple Sources
In determining the cumulative value of any reportable gifts, separate gifts from an individual and an entity that the individual controls must be aggregated as one source to comply with the reporting and limit requirements. For example, separate gifts from the owner of a company and from the company itself would be treated as if from one source if the owner has more than a 50 percent interest in the company, unless the making of the gift was determined by someone else in the company. In that case, the gift from the company would be aggregated with any gifts made by that determining individual. (Regulation 18945.1.)
Group gifts, where a public official receives a single gift from multiple donors (such as a retirement gift from coworkers), need not be reported unless any person contributes $50 or more to the total cost of the gift. In that case, the public official would only report a gift from each of those persons. (Regulation 18945.2.)
Valuing Gifts
The general rule for determining the value of a gift is to apply the fair market value at the time the gift is received. Fair market value can be determined by finding any local or internet advertisement for the item.

Special exceptions to the fair market value rule are contained in Regulations 18946.1 through 18946.5 which covers admission to ticketed and invitation-only events, wedding gifts, attendance at nonprofit and political fundraisers, and air travel. (Regulation 18946.) For example, for ticketed events, the value is the face value of the ticket.

General Gift Exceptions
Form 700 Reporting C/I § 87100 Honoraria Ban $630 Gift Limit No No No No
The following payments are exceptions to the definition of gift and are not considered gifts or income.

1.Return or Reimbursement of Gift. Items that are returned (unused) to the donor, or for which the public official reimburse the donor, within 30 days of receipt. (Section 82028(b)(2); Regulation 18941.)

2.Donation of Gift to Nonprofit Group. Items that are donated (unused) to a non-profit, tax-exempt (501(c)(3)) organization in which the official (or immediate family member) does not hold a position, or to a government agency, within 30 days of receipt without claiming a deduction for tax purposes. (Section 82028(b)(2); Regulation 18941.)

3.Gifts from Family. Gifts from the public official’s spouse (or former spouse), child, parent, grandparent, grandchild, brother, sister, current or former parent-in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, or first cousin or the spouse of any such person, unless they are acting as an agent or intermediary for another person who is the true source of the gift. (Section 82028(b)(3); Regulation 18942(a)(3).) This exception includes great grandparents, great uncles and aunts, great nieces and nephews, and first cousins once removed.

4.Informational Material. Informational material provided to assist the public official in the performance of their official duties, including books, reports, pamphlets, calendars, periodicals, videotapes, or free admission or discounts to informational conferences or seminars.

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“Informational material” may also include scale models, pictorial representations, maps, and other such items. However, if the item’s fair market value is more than $630, the public official has the burden of demonstrating that the item is informational. In addition, on-site demonstrations, tours, or inspections, including air flights over an area that is the subject of the information and designed specifically for public officials, are considered informational material. However, this exception does not apply to meals or lodging. Furthermore, the exception generally does not apply to transportation to the site, except for any portion of the transportation that is not commercially available. (Section 82028(b)(1); Regulations 18942(a)(1) and 18942.1.)

5.Inheritance. A devise or inheritance. (Section 82028(b)(5); Regulation 18942(a)(5).)

6.Campaign Contributions. Campaign contributions to an official, including rebates or discounts received in connection with campaign activities (Section 82028(b)(4); Regulations 18942(a)(4), 18950(a) and 18950.3(a)) and permissible expenditures of campaign funds for campaign-related expenses, including payments for transportation, lodging or food (Regulations 18950(a) and 18950.3(b)), provided they comply and are properly reported in accordance with applicable campaign finance laws.

7.Plaques. Personalized plaques and trophies with an individual value of less than $250. (Section 82028(b)(6); Regulation 18942(a)(6).)

8.Ceremonial Role. Free admission to a ticketed event (including any benefits included in the price of the ticket such as a free meal) for the official and one guest at an event where the official performs a ceremonial role, such as throwing out the first pitch at a Dodgers’ game, so long as the official’s agency complies with the posting provisions set forth in Regulation 18944.1(d). (Regulation 18942(a)(13); Regulation 18942.3; also see discussion of Form 802 below under “Gifts Exceptions Requiring Alternate Reporting.”)

9.Event Where Official Makes a Speech. Free admission, and food and nominal items (such as a pen, pencil, mouse pad, note pad or similar item) available to all attendees, at the event at which the official makes a speech (as defined in Regulation 18950(b)(2)), so long as the admission is provided by the person who organizes the event. (Regulation 18942(a)(11).)

10.Attending Wedding Reception. Benefits received as a guest attending a wedding reception where the benefits are the same as those received by the other guests at the reception. (Regulation 18942(a)(15).)

11.Bereavement Offerings. Bereavement offerings, such as flowers at a funeral received in memory of a close family member. (Regulation 18942(a)(16).)

12.Acts of Neighborliness. Benefits received as an act of neighborliness such as the loan of an item, an occasional ride, or help with a repair where the act is consistent with polite behavior in a civilized society and would not normally be part of an economic transaction between like participants under similar circumstances. (Regulation 18942(a)(17).)

13.Campaign or Nonprofit Fundraiser. Two tickets for admission, for use by only the official and one guest, to attend a fundraiser for a campaign committee or candidate, or to a fundraiser for an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. The ticket(s) must be received from the organization or committee holding the fundraiser. (Regulation 18946.4.)

14.Unused Passes or Tickets. Passes or tickets that provide admission or access to facilities, goods, services, or other benefits (either on a one-time or repeated basis) that the public official does not use and do not give to another person. (Regulation 18946.1.)

15.Items Provided to Government Agency. Subject to certain conditions, items provided to a government agency and used by public officials in the agency for agency business. This may include

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passes or tickets to (see Regulation 18944.1) or payments for other types of items or activities (see Regulation 18944). An agency must disclose specified payments on a form provided by the FPPC and post the form on its website. (See discussion of Forms 801 and 802 below under ““Gift Exceptions Requiring Alternate Reporting.”) Contact the FPPC for detailed information.

16.Emergency Leave Credits. Leave credits (e.g., sick leave or vacation credits) received under a bona fide catastrophic or emergency leave program established by the public official’s employer and available to all employees in the same job classification or position. Donations of cash are gifts and are subject to limits and disclosure. (Regulation 18942(a)(9).)

17.Disaster Relief. Food, shelter, or similar assistance received in connection with a disaster relief program. The benefits must be received from a governmental agency or charity and must be available to the general public. (Regulation 18942(a)(10).)

18.Agency Raffle. Items awarded in an agency raffle received by the agency from an employee who is not acting as an intermediary for another donor. This exception applies when an agency holds an employee raffle and the item awarded in the raffle has been obtained with agency funds, or is otherwise an asset of the agency and not donated to the agency by a non-agency source. This exception does not apply to passes or tickets of the type described in Regulation 18944.1. (Regulation 18944.2(a) and (b).)

19.Employee Gift Exchange. Items received by an employee during an employee gift exchange, so long as the items received are provided by another employee of the agency and the gifts are not substantially disproportionate in value. (Regulation 18944.2(c).) Limited Gift Exceptions
Form 700 Reporting C/I § 87100 Honoraria Ban $630 Gift Limit No No No No

1.Home Hospitality. Gifts of hospitality including food, drink or occasional lodging that an official receives in an individual’s home when the individual or a member of their family is present. (Regulation 18942(a)(7).) For this exception to apply, the official must have a relationship, connection or association with the individual providing the in-home hospitality that is unrelated to the official’s position and the hospitality must be provided as part of that relationship. Generally, this means functions like children’s birthday parties, soccer team parties, neighborhood barbeques, etc., where other guests attend who are not part of the lobbying process. (Regulation 18942.2.)

2.Reciprocal Holiday Gifts. Gifts commonly exchanged between an official and another individual on holidays, birthdays, or similar occasions to the extent that the gifts exchanged are not substantially disproportionate in value. (Regulation 18942(a)(8)(A).)

3.Reciprocal Exchanges. Reciprocal exchanges between an official and another individual that occur on an ongoing basis so long as the total value of payments received by the official within the calendar year is not substantially disproportionate to the amount paid by the official and no single payment is $630 or more. For example, if two people get together regularly for lunches and rotate picking up the lunch tab so that each pays approximately half the total value over the course of the calendar year, no gift need be reported. (Regulation 18942(a)(8)(B).)

4.Dating Relationship. Personal benefits commonly received from a dating partner. These gifts are not disclosable or limited but are subject to disqualification under the conflict of interest laws if the dating partner has certain business before the official as set forth in Regulation 18942(a)(18)(D). (Regulation 18942(a)(18)(A).)

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5.Acts of Human Compassion. Assistance, financial or otherwise, to offset family medical or living expenses that the official can no longer meet without private assistance because of an accident, illness, employment loss, death in the family, or other unexpected calamity; or to defray expenses associated with humanitarian efforts such as the adoption of an orphaned child, so long as the source of the donation is an individual who has a prior social relationship with the official of the type where it would be common to provide such assistance, or the payment is made without regard to official status under other circumstances in which it would be common to receive community outreach. (Regulation 18942 (a)(18)(B).) This exception does not apply if the person providing the benefit to the official is an individual who otherwise has business before the official as set forth in Regulation 18942(a)(18)(D).

6.Long-Time Friend. Benefits received from a long-time personal friend where the gift is unrelated to the official’s duties. The exception does not apply if the individual providing the benefit to the official is involved in some manner with business before the official. (Regulation 18942(a)(18)(C).) This exception does not apply if the person providing the benefit to the official is an individual who otherwise has business before the official as set forth in Regulation 18942(a)(18)(D).

7.Existing Personal Relationship. Benefits received from an individual where it is clear that the gift was made because of an existing personal or business relationship unrelated to the official’s position and there is no evidence whatsoever at the time the gift is made that the official makes or participates in the type of governmental decisions that may have a reasonably foreseeable material financial effect on the individual who would otherwise be the source of the gift. (Regulation 18942(a)(19).) Very Limited Gift Exception
Reporting C/I § 87100 Honoraria Ban $630 Gift Limit
Yes - ½ value as gift Yes No No
Wedding Gifts. Wedding gifts are not subject to the $630 gift limit. However, wedding gifts are reportable, but for purposes of valuing wedding gifts, one-half of the value of each gift is attributable to each spouse. (Regulation 18946.3.)
Gift Exceptions Requiring Alternate Reporting
Form 700 Reporting C/I § 87100 Honoraria Ban $630 Gift Limit Yes - As Income Yes No No
Prize or Award. A prize or award received in a bona fide contest or competition, or game of chance.

Note: Unlike the other exceptions, payments that fall into this exception must be reported as income if valued at $500 or more. To qualify for this exception the contest or competition must be unrelated to the official’s duties. (Regulation 18942(a)(14).) Agency Reports
Reporting C/I § 87100 Honoraria Ban $630 Gift Limit
Yes - On 801 or 802 No No No
The following exceptions are also applicable to payments made to a government agency that are used by officials in the agency under certain conditions to conduct agency business. These types of payments are not treated as gifts or income to the officials who use them, so long as the payments meet certain conditions and they are reported by the officials’ agency. These reports must appear on either a Form 801 or Form 802, instead of the official reporting the items on a statement of economic interests (Form 700).

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Form 801 – Payment to Agency Report: This form covers gifts or donations made to an agency and used by one or more officials in the agency for agency business. This may include travel payments, reimbursements, or other uses by an official, but does not cover tickets or passes providing admission to an entertainment or sporting event, which are reported on the Form 802 (discussed below). If the payment meets the requirements of Regulations 18944 or 18950.1, the agency must report it on a Form 801 and the item is not reported on the individual’s statement of economic interests (Form 700). (Regulations 18944 and 18950.1.)
Form 802 – Agency Report of Ceremonial Role Events and Ticket/Pass Distributions: This form covers gifts or donations made to an agency that provide tickets or passes to an agency official for admission to an entertainment or sporting event. For the ticket or pass to be exempt from reporting on the individual’s statement of economic interests (Form 700), the agency must have a written policy stating the public purpose for distribution of the tickets. The ticket or pass cannot be earmarked by the original source for use by a particular agency official and the agency must determine, in its sole discretion, which official may use the ticket or pass. (Regulation 18944.1.) The Form 802 is also used to report tickets provided for officials who perform a ceremonial role on behalf of the agency.

Behested Payments Reports
Reporting C/I § 87100 Honoraria Ban $630 Gift Limit
Yes - Form 803
Behested Payment No* No No*
Behested Payments. Generally, payments made at the behest of an official that do not confer a personal benefit on an official, such as those made by a third party to co-sponsor an event, or that are principally legislative, governmental, or charitable in nature, are not gifts. However, when a local elected officer is making the behest, in some cases these payments may be considered “behested payments” under Section 82004.5 and require disclosure by that elected officer. *Note: when a behested payment does confer a personal benefit on the official, the gift limit and conflict of interest rules apply, and the official may have a reportable gift or income in addition to a behested payment reporting duty.

Form 803 – Behested Payment Report
•Behested payments are reportable if made principally for legislative, governmental, or charitable purposes. These payments are not for campaign purposes and any personal benefit may constitute a gift to the official subject to the applicable gift limit. For example, a local elected official may ask a third party to contribute funds to a school in her district, or to a job fair or health fair. A gift to the official may occur, for example, where the official attends the event and receives a meal without charge.
•Generally, a donation will be “made at the behest” if it is requested, solicited, or suggested by the elected officer or member of the Public Utilities Commission, or otherwise made to a person in cooperation, consultation, coordination with, or at the consent of, the elected officer or PUC member. This includes payments behested on behalf of the official by their agent or employee. •A behested payment does not include payments to an official from a local, state, or federal government agency for use by the official to conduct agency business. For example, free parking provided by a governmental entity to an official for agency business is not a behested payment and is not subject to reporting.
•Behested payments totaling $5,000 or more from a single source in a calendar year must be disclosed by the official on a Form 803, which is filed with the official’s agency within 30 days of the date of the payment(s). (Section 84224; see Regulations 18424-18424.3.)

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Honoraria
What is an “Honorarium”?
An “honorarium” is any payment made in consideration for any speech given, article published, or attendance at any public or private conference, convention, meeting, social event, meal, or like gathering.

An honorarium includes gift cards or any gift of more than nominal benefit provided in connection with an activity described above. An honorarium does not include items of nominal value such as a pen, pencil, note pad, or similar item. (Section 89501; Regulation 18932.4(e).) A “speech given” means a public address, oration, or other form of oral presentation, including participation in a panel, seminar, or debate. (Regulation 18931.1.) An “article published” means a nonfictional written work: 1) that is produced in connection with any activity other than the practice of a bona fide business, trade, or profession; and 2) that is published in a periodical, journal, newspaper, newsletter, magazine, pamphlet, or similar publication. (Regulation 18931.2.)
“Attendance” means being present during, making an appearance at, or serving as host or master of ceremonies for any public or private conference, convention, meeting, social event, meal, or like gathering. (Regulation 18931.3.)
The Act and Commission regulations provide certain exceptions to the prohibition on honoraria. (Section 89501(b); Regulations 18932 –18933.).

The Prohibition
Local officials specified in Section 87200 (see page 2) are prohibited from receiving any honoraria payments. Officials and employees of local agencies who file statements of economic interests (Form 700) under the agency’s conflict of interest code (“designated employees”) may not receive honoraria payments from any source if the employee would be required to report income or gifts from that source on the Form 700, as outlined in the “disclosure category” portion of the conflict of interest code. (Section 89502.)
Honoraria Exceptions that also apply to gifts and income

1.Returned. An honorarium that the public official returns (unused) to the donor or the donor’s agent or intermediary within 30 days. (Section 89501(b); Regulation 18933.)

2.Donated to General Fund. An honorarium that is delivered to the official’s local agency within 30 days for donation to the agency’s general fund and for which the public official does not claim a deduction for income tax purposes. (Section 89501(b); Regulation 18933.)

3.Made to Nonprofit Organization. A payment that is not delivered to the public official but is made directly to a bona fide charitable, educational, civic, religious, or similar tax-exempt, non-profit organization. However:
•The official may not make the donation a condition for their speech, article, or attendance; •The official may not claim the donation as a deduction for income tax purposes. •The official may not be identified to the non-profit organization in connection with the donation; and
•The donation may have no reasonably foreseeable financial effect on the public official or on any member of their immediate family. (Regulation 18932.5.)

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4.Payment from Family Member. A payment received from the public official’s spouse, child, parent, grandparent, grandchild, brother, sister, parent-in-law, brother-in-law, sister-in-law, nephew, niece, aunt, uncle, or first cousin, or the spouse of any such person. However, a payment that would be considered an honorarium is prohibited if one of these persons is acting as an agent or intermediary for someone else. (Regulation 18932.4(b).)

5.Payment for Performance or Book. Payments received for a comedic, dramatic, musical, or other similar artistic performance, and payments received for the publication of books, plays, or screenplays. (Regulations 18931.1 and 18931.2.)

6.Reimbursement for Travel Where Official Provides Consideration. Reimbursements for reasonable travel expenses provided to the public official by a bona fide non-profit, tax-exempt (501(c)(3)) entity for which the public official provides equal or greater consideration. The payment would also be exempt from the definition of income under Section 82030(b)(2). (See discussion under “Travel Payments” below.) Honoraria Exceptions where the payment may still be considered income (or a gift, if consideration of equal or greater value is not provided by the official)

1.Admission to Event Where Official Gives Speech. Free admission, and refreshments and similar non-cash nominal benefits, provided to an official during the entire event at which they give a speech, participates in a panel or provides a similar service, and in-California transportation and necessary lodging and subsistence provided directly in connection with the speech, panel or service, including meals and beverages on the day of the activity. (Regulation 18932.4(e).)

2.Earned Income from a Business. Income earned and payments for travel made in connection with personal services rendered by the official if the services are provided in connection with a bona fide business, trade, or profession — such as teaching, practicing law, medicine, insurance, real estate, banking, or building contracting — and the services are customarily provided in connection with the business, trade, or profession. (Section 89506(d)(3) and Regulations 18950(a) and 18950.2.) This exception does not apply if the sole or predominant activity of the business, trade, or profession is making speeches. In addition, the public official must meet certain criteria to establish that they are conducting or in a bona fide business, trade, or profession (such as maintenance of business records, licensure, proof of teaching position) before a payment received for personal services which may meet the definition of honorarium would be considered earned income and not an honorarium. (Section 89501(b); Regulations 18932 –18932.3.) Earned income is required to be reported. Contact the FPPC for detailed information.

3.Travel from a Government Agency. Travel payments provided to the public official by their government agency or by any state, local, or federal government agency which would be considered income and not a gift. (Section 89506(d)(2).) See discussion under “Travel Payments” below.

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Travel Payments Exceptions
Generally, when an official receives a payment (including reimbursement) for their travel, that payment is a reportable gift or income under the Act. The term “travel payment” includes payments, advances, or reimbursements for travel, including actual transportation, parking and related lodging and subsistence. (Section 89506(a).)
If the payment is a gift, it is also normally subject to the Act’s $630 gift limit. If the payment is income, it may, in some cases, be an honorarium. Whether a payment is a gift or income, the official may be required to disqualify themself from any decision that will have a foreseeable materially financial effect on the source.

Certain Travel Payments are not a Gift, Income or Honorarium Reporting C/I § 87100 Honoraria Ban $630 Gift Limit
No No No No
The following travel payments are not a gift, income or honorarium under the Act and Commission regulations and are thus not reportable, potentially disqualifying, or subject to any of the Act’s gift limits or the honorarium ban.

1.Travel from a Non-Reportable Source. A payment for travel from a source that is not reportable on the official’s statement of economic interests (Form 700) based on the provisions of the conflict of interest code of the official’s agency.

2.Travel from Government Agency for Training. A payment for travel from another local, state, or federal government agency and related per diem expenses when the travel is for education, training or other inter-agency programs or purposes. (Regulation 18950(a) and (c)(2).)

3.Sharing a Ride with Another Official. A payment for travel provided to the official in a vehicle or aircraft owned by another official or agency when each official is traveling to or from the same location for an event as a representative of their respective offices. (Regulation 18950(a) and (c)(3).)

4.Certain Travel from a Government Agency or 501(c)(3). Travel payments provided to the official by any state, local, or federal government agency as part of the official’s employment with that agency or provided to the official by a bona fide non-profit, tax-exempt (501(c)(3)) entity for which the official provides equal or greater consideration. (Section 82030(b)(2).) Any person who claims to have provided consideration has the burden of proving that the consideration received is of equal or greater value.

5.Travel for Official Agency Business. Certain payments made to an agency to cover the travel expenses of an employee who travels in the course of carrying out agency business are not gifts to the official because these payments do not provide a “personal benefit” to the official. For this exception to apply, the agency must report the payment on a Form 801 and the amount and purpose for using the payments are restricted by the provisions set forth in Regulation 18950.1.

6.Campaign Contribution. A payment for travel that constitutes a campaign contribution to an official (Sections 82015, 82028(b)(4); Regulations 18215, 18942(a)(4), 18950(a) and 18950.3(a)), and permissible expenditures of campaign funds for campaign-related travel (Regulations 18950(a) and 18950.3(b)), provided they comply and are properly reported in accordance with applicable campaign finance laws.

Council Agenda- January 15, 2026

www.fppc.ca.gov
FPPC Advice: [email protected] (866.275.3772)
FPPC EAEU • 046 11-2024 • Page 12 of 14

7.Travel Payments Fulfilling Terms of Contract. Payments made to a governmental entity for travel expenses that are required to fulfill the terms of a contract. Neither the governmental entity nor the public official has a reporting obligation because consideration has been provided. (Section 82028; Ratto Advice Letter, No. I-14-057.)
Certain Travel Payments are Reportable and may Subject the Official to Possible Conflicts of Interest, but are not Subject to the $630 Gift Limit or Honoraria Ban of the Act.

Reporting C/I § 87100 Honoraria Ban $630 Gift Limit
Yes Yes No No
Travel for a Public Purpose Under Section 89506(a). Any payments for actual transportation expenses and related lodging and subsistence that are made for a purpose reasonably related to: (1) A legislative or governmental purpose, or (2) An issue of state, national, or international policy so long as the travel is either:
(a)Travel for Speech. In connection with a speech given by the official and the lodging and subsistence expenses are limited to the day immediately proceeding, the day of, and the day immediately following the speech and the travel is within the United States, or (b)Travel paid for by government agency or 501(c)(3) organization. Provided by a government agency or authority, (including a foreign government), a bona fide public or private educational institution as defined in Section 203 of the Revenue and Taxation Code, or a nonprofit organization that qualifies under Section 501(c)(3) of the Internal Revenue Code or a foreign organization that substantially satisfies the criteria of that section.

These payments are still reportable on the Form 700 and may create a conflict of interest issue for the official.

Payments for Travel in Connection with a Business
Reporting C/I § 87100 Honoraria Ban $630 Gift Limit
Yes - as Income Yes No No
Payments for travel made in connection with personal services rendered by the official if the services are provided in connection with a bona fide business, trade, or profession — such as teaching, practicing law, medicine, insurance, real estate, banking, or building contracting — and the services are customarily provided in connection with the business, trade, or profession. (Section 89506(d)(3) and Regulations 18950(a) and 18950.2.)

Council Agenda- January 15, 2026

www.fppc.ca.gov
FPPC Advice: [email protected] (866.275.3772)
FPPC EAEU • 046 11-2024 • Page 13 of 14
Loans
Personal loans received by certain local officials are subject to limits and other restrictions, and in some circumstances, a personal loan that is not being repaid or is being repaid below certain amounts may become a gift to the official who received it.

Limitations on Loans from Agency Officials, Consultants, and Contractors Officials Must Not Receive Loans from Agency Staff. If the public official is a local elected officer or an official specified in Section 87200 (see page 2), they may not receive a personal loan that exceeds $250 at any given time from an officer, employee, member, or consultant of their government agency or an agency over which their agency exercises direction and control. (Section 87460(a) and (b).) Officials Must Not Receive Loans from Agency Contractors. In addition, the public official may not receive a personal loan that exceeds $250 at any given time from any individual or entity that has a contract with their government agency or an agency over which their agency exercises direction and control. This limitation does not apply to loans received from banks or other financial institutions, and retail or credit card transactions, made in the normal course of business on terms available to members of the public without regard to their official status. (Section 87460(c) and (d).) Loans to Elected Officials Must be in Writing
In addition to the limitations above, if the public official is elected, they may not receive a personal loan of $500 or more unless the loan is made in writing and clearly states the terms of the loan. The loan document must include the names of the parties to the loan agreement, as well as the date, amount, interest rate, and term of the loan. The loan document must also include the date or dates when payments are due and the amount of the payments. (Section 87461.) The following loans are not subject to these limits and documentation requirements:

1.Campaign Loans. Loans received by an elected officer’s or candidate’s campaign committee.

2.Loans from Family Members. Loans received from the public official’s spouse, child, parent, grandparent, brother, sister, parent-in-law, brother-in-law, sister-in-law, nephew, niece, aunt, uncle, or first cousin, or the spouse of any such person unless they are acting as an agent or intermediary for another person not covered by this exemption.

Loans as Gifts
Under the following circumstances, a personal loan received by any public official (elected and other officials specified in Section 87200, as well as any other local official or employee required to file statements of economic interests) may become a gift and subject to gift reporting and limitations:

1.If the loan has a defined date or dates for repayment and has not been repaid, the loan will become a gift when the statute of limitations for filing an action for default has expired.

2.If the loan has no defined date or dates for repayment, the loan will become a gift if it remains unpaid when one year has elapsed from the later of:
•The date the loan was made;
•The date the last payment of $100 or more was made on the loan; or •The date upon which the public official has made payments aggregating to less than $250 during the previous 12 months. (Section 87462.)

Council Agenda- January 15, 2026

www.fppc.ca.gov
FPPC Advice: [email protected] (866.275.3772)
FPPC EAEU • 046 11-2024 • Page 14 of 14
The following loans will not become gifts:
•A loan made to an elected officer’s or candidate’s campaign committee. This loan would, however, be a campaign contribution and must be reported accordingly. •A loan described above on which the creditor has taken reasonable action to collect the balance due.
•A loan described above on which the creditor, based on reasonable business considerations, has not undertaken collection action. (However, except in a criminal action, the creditor has the burden of proving that the decision not to take collection action was based on reasonable business considerations.)
•A loan made to an official who has filed for bankruptcy and the loan is ultimately discharged in bankruptcy.

Council Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Update to the 2026 City Council Assignments

RECOMMENDED ACTIONS:

Council RECIEVES and FILES report regarding the updated 2026 Council Committee Assignments; and

FINDS the action to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

BACKGROUND:

On December 4, 2025, the City Council conducted its annual review of City Council Committee assignments to align with the rotation of the City Council. As part of this process, the Council approved the annual rotation for committees where the Mayor and/or Mayor Pro Tem traditionally serve as representatives. This rotation ensures balanced participation and representation across regional and intergovernmental committees.

DISCUSSION:

Following the December 4 meeting, Mayor Taylor and Council Member Reed have mutually agreed to exchange their roles on two Coachella Valley Association of Governments (CVAG) committees. Both members currently serve as representatives on these committees and have determined that this adjustment will better align with their respective areas of focus and expertise.

The updated assignments for the 2026 calendar year are as follows:
 Coachella Valley Association of Governments Energy & Sustainability Committee:

Mayor Taylor will serve as the City’s representative.
 Coachella Valley Association of Governments Public Safety Committee:

Council Member Reed will serve as the City’s representative.

Council Agenda- January 15, 2026

These changes are intended to maintain continuity in representation while supporting the Council’s strategic priorities related to energy, sustainability, and public safety.

FISCAL IMPACT:

Council Members appointed to serve on boards, commissions, or committees of outside organizations and regional authorities may receive stipends, compensation, or reimbursement of expenses directly from those entities. Any income or compensation received in connection with such service must be reported in compliance with the Fair Political Practices Commission (FPPC) requirements and disclosed on Form 806, which is maintained in the Office of the City Clerk.

When expenses incurred while fulfilling these duties are not reimbursed by the respective outside organization, the City shall provide reimbursement in accordance with established City policies and procedures governing Council Member expenses.

ATTACHMENTS:

1. 2026 Council Assignment- Updated

Council Agenda- January 15, 2026

2026 CITY COUNCIL COMMITTEE ASSIGNMENTS
I.REGIONAL COMMITTEES REPRESENTATIVE /

ALTERNATE
STAFF
California JPIA
Member: 1 elected official
Meets: Meeting date/time varies
Location: La Palma, CA
Representative:

Council Member Whitman
Werner
Riverside Co. Transportation Commission (RCTC)
Member: 1 elected official, 1 alternate
Meets: 2nd Wednesday of each month at 9:30 a.m.

Location: RCTC Office in Riverside
Representative:

Mayor Taylor
Alternate:

Council Member Reed
Purvis
So. Cal. Association of Governments
Member: 1 elected official
Regional Meetings / Annual General Assembly
Representative:

Mayor Taylor
Freeland
II.COACHELLA VALLEY COMMITTEES REPRESENTATIVE /

ALTERNATE
STAFF
Coachella Valley Children’s Museum
Member: 1 elected official
Meets: 3rd Wednesday of each month at 4:00 p.m.

Location: 71-701 Gerald Ford Drive, Rancho Mirage
Representative:

Council Member Whitman Avila
Coachella Valley Animal Campus
Member: 1 elected official, 1 alternate
Meets: 1st Thursday of every other month at 9:30 a.m.
(February, May, August, November)
Location: CVAG Office or Animal Campus
Representative:

Council Member Sanders
Alternate:

Council Member Whitman
Ceja
CVAG Coachella Valley Conservation Commission
Member: 1 elected official, 1 alternate
Meets: 2nd Thursday of each month at 10:30 a.m.

Location: CVAG Offices
Representative:

Council Member Reed
Alternate:

Mayor Taylor
Berg
CVAG Energy & Sustainability
Member: 1 elected official, 1 alternate
Meets: 2nd Thursday of each month at noon
Location: CVAG Offices
Representative:

Mayor Taylor
Alternate:

Council Member Reed
Purvis
CVAG Executive Committee
Member: 1 elected official (Mayor) & City Manager
Meets: Last Monday of each month at 4:30 p.m.

Location: CVAG Offices
Representative:

Mayor Taylor
Freeland
ATTACHMENT #1

Council Agenda- January 15, 2026

CVAG Homelessness
Member: 1 elected official, 1 alternate
Meets: 3rd Wednesday of each month at 10:00 a.m.

Location: CVAG Offices

Representative:

Mayor Taylor
Alternate:

Mayor Pro Tem Penna
Ceja
CVAG Public Safety
Member: 1 elected official, 1 alternative
Meets: 2nd Monday of each month at 9:00 a.m.

Location: CVAG Offices
Representative:

Council Member Reed
Alternate:

Mayor Pro Tem Penna
Ceja
CVAG Transportation
Member: 1 elected official, 1 alternative
Meets: 1st Monday of each month at 10:00 a.m.

Location: CVAG Offices

Representative:

Mayor Taylor
Alternate:

Council Member Reed
Purvis
Coachella Valley Mountains Conservancy
Member: 1 elected official
Meets: Quarterly at 3:00 p.m.
(February, May, August, November)
Location: 73-710 Fred Waring Drive, Palm Desert Conf.

Room 110
Representative:

Mayor Pro Tem Penna
Berg
Cove Communities Services Commission
Member: 2 elected officials
Meets: As needed basis
Location: Rotation between three Cove Cities
Representatives:

Council Member Whitman
Council Member Sanders
Ceja
Desert Recreation District
Member: 2 elected officials
Meets: As needed basis
Location: TBD
Representatives:

Council Member Reed
Council Member Sanders
Avila
Desert Sands Unified School District
Member: 2 elected officials
Meets: As needed basis
Location: TBD
Representatives:

Council Member Whitman
Council Member Sanders
Freeland
Indian Wells Preservation Foundation
Member: 1 elected official
Meets: As needed basis
Location: TBD
Representative:

Mayor Pro Tem Penna
Avila
Sunline Transit Agency
Member: 1 elected official, I alternate
Meets: 4th Wednesday of each month at noon
Location: Sunline Transit Agency Board Room
Representative:

Council Member Whitman
Alternate:

Mayor Taylor
Purvis
Visit Greater Palm Springs
Member: 1 elected official, 1 alternate
Meets: 3rd Friday of each month at 8:30 a.m.

Location: Rancho Mirage
Representative:

Mayor Pro Tem Penna
Alternate:

Mayor Taylor
Wilkey

Council Agenda- January 15, 2026

III. Indian Wells City Committees REPRESENTATIVE/

ALTERNATE
STAFF
Community Activities Committee
Member: 1 elected official, 1 alternate
Meets: 2nd Thursday of each month at 3:00 p.m.

Location: City Hall

Representative:

Mayor Pro Tem Penna
Alternate:

Council Member Whitman
Avila
Golf Advisory Committee
Member: 2 elected officials
Meets: 4th Tuesday of each month at 2:00 p.m.

Location: City Hall / Indian Wells Golf Resort

Representatives:

Council Member Whitman
Mayor Taylor
Morales
Grants-In-Aid
Member: 1 elected official, 1 alternate
Meets: 2nd Tuesday of each month at 2:30 p.m.

Location: City Hall

Representative:

Mayor Pro Tem Penna
Alternate:

Council Member Sanders
Avila
Marketing Committee
Member: 2 elected officials
Meets: As needed basis
Location: City Hall

Representatives:

Council Member Reed
Council Member Sanders
Wilkey
IV. COUNCIL STANDING COMMITTEES REPRESENTATIVE/

ALTERNATE
STAFF
Finance & Legal Services Oversight Committee
Member: 2 elected officials
Meets: As need basis

Representatives:

Council Member Reed
Council Member Sanders

McCarthy
Personnel (Mayor & Mayor Pro Tem)
Member: 2 elected officials
Meets: As need basis
Representatives:

Mayor Taylor
Mayor Pro Tem Penna
Freeland
Public Safety Committee
Member: 2 elected officials
Meets: 3rd Wednesday of the month at 3:00 p.m. (quarterly basis). January, April, July, and October

Representatives:

Mayor Pro Tem Penna
Council Member Sanders
Ceja
Tee Committee (Mayor & Mayor Pro Tem)
Member: 2 elected officials
Meets: As needed basis
Representatives:

Mayor Taylor
Mayor Pro Tem Penna

Freeland

Council Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: City Council Member Annual Attendance at Events

RECOMMENDED ACTIONS:

Council APPROVES the attendance of Council Members at the 2026 events identified in Attachment No. 1; and

AUTHORIZES reimbursement for ordinary and necessary expenses incurred by Council Members in connection with the approved events, consistent with City policy; and

FINDS the action exempt from California Environmental Quality Act (CEQA) review under CEQA guidelines section 15061(b)(3).

BACKGROUND:

Section 101 of the City Charter requires prior City Council approval for the reimbursement of ordinary and necessary expenses incurred by Members of the City Council, Mayor Pro Tem, and Mayor while performing official duties. Eligible reimbursable expenses include travel, lodging, registration fees, mileage, and meals associated with official City business.

Council Members are appointed to represent the City on various committees, boards, and external organizations. These assignments often require participation in meetings, conferences, and events throughout the year. This report identifies recurring events and conferences where Council Members regularly incur reimbursable expenses in connection with their official roles. These events are listed in Attachment No. 1 for pre-approval.

Additionally, Council Members attend special events sponsored or co-sponsored by the City or events where the City is an official participant. Attendance at these events promotes intergovernmental coordination, strengthens regional partnerships, and enhances the City’s visibility and leadership. Costs associated with Council Member attendance at sponsorship events are generally included in the approved sponsorship expenditure.

Council Agenda- January 15, 2026

Council-approved sponsorships include Council Member attendance as part of the sponsorship benefit. In accordance with the Political Reform Act, all applicable sponsorships and related Council Member attendance are reported on FPPC Form 802 and disclosed in compliance with state reporting requirements.

The following is a list of pre-approved sponsorships for 2026:

 Acrisure Arena Events
 Riverside County Fair & National Date Festival Events  BNP Paribas Tournament Events
 California State University San Bernardino Events
 City of Indian Wells Sponsored Events
 City of Indian Wells Internal Committee Travel
 College of the Desert Events
 Desert Town Hall Lecture Series Events
 Epson Tour Championship of Indian Wells
 Hospitality Award Events
 Indian Wells, Greater Coachella Valley Chamber of Commerce, or other Local Chambers of Commerce Events
 Indian Wells Historical Preservation Events
 Indian Wells Pro Am Golf Invitational Events
 Modernism Week Events
 Palm Springs Air Museum Events
 Palm Springs Film Festival
 Public Safety Award Events
 Visit Greater Palm Springs Events

Pre-approving Council Member attendance at recurring events and conferences ensures compliance with the City Charter, promotes transparency, and supports effective representation of the City in regional and statewide initiatives. This action facilitates planning, budgeting, and reporting while reinforcing the City’s commitment to accountability and intergovernmental engagement.

FISCAL IMPACT:

All reimbursable expenses are subject to Council policy and applicable budget limitations for travel and training. Funding is included in the FY 2025–27 Council budget.

Council Agenda- January 15, 2026

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. (14 CCR 15061(b)(3).) ATTACHMENTS:

1.2026 Council Event Attendance

Council Agenda- January 15, 2026

City Council Budgeted Conferences,
Meetings, and Events
City Council Budgeted Conferences, Meetings, and Events •California Contract Cities Association
•League of California Cities
•California Joint Powers Insurance Association
•Southern California Transportation Coalition (Mobility 21) •County of Riverside
City Council Budgeted External Committees
Meetings/Events
•Coachella Valley Association of Governments
•Coachella Valley Animal Campus
•Coachella Valley Children’s Museum
•Coachella Valley Conservation Commission
•Coachella Valley Mountains Conservancy
•Cove Communities Services Commission
•Riverside County Transportation Commission (RCTC)
•Sunline Transit Agency
•Visit Greater Palm Springs
•Desert Recreation District
•Desert Sands Unified School District
•Indian Wells Historical Preservation Foundation Events •Southern California Association of Governments
City Council Budgeted Events
•Greater Coachella Valley Chamber of Commerce (All Events) •Joslyn Center in Bloom Event
•Joslyn Center Wine & All That Jazz Event
ATTACHMENT #1
Revised Attachment: 1/15/2026

• National Philanthropy Day Luncheon
• Senior Inspiration Awards Luncheon
• The Living Desert Annual Gala
• Palm Desert Area Chamber of Commerce Peace Officer's Annual Luncheon • Desert Arc Champions of Change Luncheon
• California State University-San Bernardino Events
• University of California-Riverside Events
• Desert Valley Builders Association Events
• Salton Sea Restoration Meetings
• Lobbying Trip to Washington, D.C.

Individual City Councilmember Events Account
Events/Activities (1)
• National League of Cities
• Troon Golf Meetings
• Sacramento Lobbying Trips not Associated with another Conference/Event • Meetings with Potential Professional Golf Associations (e.g., PGA and LPGA) • International Council of Shopping Centers Events
• Palm Springs Air Museum Events
• United States Conference of Mayors
• Palm Springs Film Festival
• Eisenhower Health Annual Gala
(1) Council may attend these events and activities, but are to utilize their individual City Councilmember Events Account.

Pursuant to Government Code § 53232.3(d) (part of AB 1234’s expense reporting provisions), Council Members attending meetings or events at City expense must provide a brief report at the next regular Council meeting. This ensures transparency regarding the use of public funds for official travel.

City Council Budgeted Conferences, Meetings, and Events •California Contract Cities Association
•League of California Cities
•California Joint Powers Insurance Association
•Southern California Transportation Coalition (Mobility 21) •County of Riverside
City Council Budgeted External Committees
Meetings/Events
•Coachella Valley Association of Governments
•Coachella Valley Animal Campus
•Coachella Valley Conservation Commission
•Coachella Valley Mountains Conservancy
•Cove Communities Services Commission
•Riverside County Transportation Commission (RCTC)
•Sunline Transit Agency
•Visit Greater Palm Springs
•Desert Recreation District
•Desert Sands Unified School District
•Indian Wells Historical Preservation Foundation Events •Southern California Association of Governments
City Council Budgeted Events
•Greater Coachella Valley Chamber of Commerce (All Events) •Joslyn Center in Bloom Event
•Joslyn Center Wine & All That Jazz Event
•National Philanthropy Day Luncheon
•Senior Inspiration Awards Luncheon
•The Living Desert Annual Gala
•Palm Desert Area Chamber of Commerce Peace Officer's Annual Luncheon •Desert Arc Champions of Change Luncheon
•California State University-San Bernardino Events
ATTACHMENT #1

Council Agenda- January 15, 2026

•University of California-Riverside Events
•Desert Valley Builders Association Events
•Salton Sea Restoration Meetings
•Lobbying Trip to Washington, D.C.

Individual City Councilmember Events Account
Events/Activities (1)
•National League of Cities
•Troon Golf Meetings
•Sacramento Lobbying Trips not Associated with another Conference/Event •Meetings with Potential Professional Golf Associations (e.g., PGA and LPGA) •International Council of Shopping Centers Events
•Palm Springs Air Museum Events
•United States Conference of Mayors
•Palm Springs Film Festival
•Eisenhower Health Annual Gala
(1) Council may attend these events and activities but are to utilize their individual City Councilmember Events Account.

Pursuant to Government Code § 53232.3(d) (part of AB 1234’s expense reporting provisions), Council Members attending meetings or events at City expense must provide a brief report at the next regular Council meeting. This ensures transparency regarding the use of public funds for official travel.

Council Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: Public Works Department
Prepared by: Dina Purvis, Public Works Director
Subject: Request for Authorization to Proceed with Civil Design for the Eisenhower Walk of Honor Extension Project

RECOMMENDED ACTIONS:

Council AUTHORIZES Staff to proceed with the civil design phase for the extension of the Eisenhower Walk of Honor project; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15311 (Class 11, Accessory Structures) as it includes construction of minor structures accessory to (appurtenant to) existing commercial facilities, including, but not limited to, (a) On-premise signs.

DISCUSSION:

The Eisenhower Walk of Honor is a cherished community feature dedicated to recognizing and commemorating Indian Wells residents who honorably served in the armed forces .

The recognition is currently facilitated through engraved stones placed along the existing walkway.

The existing stone used for annual additions is now nearing capacity. To address this need, Staff initiated a project to extend the Walk of Honor. Staff engaged a licensed landscape architect to develop several conceptual plans for the ex tension, focusing on maximizing new recognition space while maintaining the aesthetic integrity and solemn nature of the site.

The conceptual plans were presented to the Community Activities Committee (Committee), the body responsible for coordinating the annual Veterans Day event and familiar with the project’s significance and utilizing the site for various community activities. Staff incorporated the input and suggestions received from the Committee into the final conceptual design. This refined plan is a direct reflection of the Committee's input and ensures the expanded Walk of Honor will serve the community's needs for years to come.

Council Agenda- January 15, 2026

The design recommended for approval adds a new stone while still preserving space for a fourth future stone. Benches will be incorporated to match the existing ones. It includes new landscaping under the existing trees and relocating the water fountain into the shade. The design also adds a walkway from the parking lot, with a decorative tile inset of the City’s logo. If approved, the project will move to the civil and structural design phase with the intent of completing construction prior to the next Veteran’s Day event.

The Committee recommended the improvements included in Attachment 1. The Committee also recommended planting of Palm Trees, not included in Attachment 1 due to cost. The conceptual plans the Committee reviewed are included as Attachment 2.

CITY COUNCIL STRATEGIC GOAL:

This project is included in the 2025 City Council Strategic Planning Goals, as a part of Goal #6, Investing in Infrastructure and Amenities.

OPTIONS:

The City Council has the following options:

1. Authorize the City Manager to execute all necessary documents to proceed with civil design process for Committee recommended design Option #1.

2. Choose a different design option for civil design work.

3. Provide Alternative direction

FISCAL IMPACT:

The cost for the detailed civil design phase will come from the existing Capital Improvement Program (CIP) – Eisenhower Memorial Extension budget. $100,000 of the $400,000 from the Approved CIP budget has been set aside for design work.

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 to (appurtenant to) existing commercial f acilities, including, but not limited to, (a) On- premise signs. 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

Council Agenda- January 15, 2026

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.

ATTACHMENTS:

1. Committee Recommended Conceptual Plan 1

2. Conceptual Drafts

Council Agenda- January 15, 2026

ATTACHMENT #1

Council Agenda- January 15, 2026

ATTACHMENT #2

Council Agenda- January 15, 2026

Council Agenda- January 15, 2026

Council Agenda- January 15, 2026

Council Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, Finance Director
Subject: Analysis of the Troon Access Loyalty Program and Request for Amendment to the Troon Management Agreement

RECOMMENDED ACTIONS:

Council APPROVES the attached Amendment to the Troon Management Agreement authorizing participation in the Troon Access Program; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.

BACKGROUND:

Troon has formally requested an amendment to the City’s existing Troon Management Agreement to authorize implementation of the newly launched Troon Access loyalty and subscription program at the City’s golf facility.

Troon Golf has announced the launch of Troon Access, a consolidated loyalty and subscription program designed to replace its previous rewards and discount offerings.

Troon Access is intended to serve as a modernized, technology -driven platform that leverages dynamic pricing, online booking features, and customer loyalty incentives to increase rounds played and strengthen golfer engagement across Troon-managed and Troon-affiliated facilities nationwide.

Because the City’s golf operations rely on Troon for management support, understanding the program's structure, operational components, and financial implications is essential before determining whether participation aligns with City goals and revenue expectations.

Program Structure

Troon Access combines loyalty point accumulation with optional subscription-based discounts:

 Loyalty Points: Golfers earn points for every dollar spent on tee times at participating facilities and can redeem those points online for future rounds.

Council Agenda- January 15, 2026

 Subscription Tiers: Optional paid tiers—Access and Access+—provide discounted tee times and short-term booking benefits designed to generate additional rounds and encourage repeat play.

The program’s overarching objective is to drive incremental revenue by filling underutilized tee-time inventory, enhancing customer retention, and expanding Troon’s national marketing reach.

Funding and Reimbursement Model

Based on information provided to staff, the program is funded through a contribution model associated with point-earning rounds:

 Participating in courses contribute 5% of the greens fee for each qualifying round played under the loyalty program.

 When a golfer redeems points for a free round, Troon reimburses the participating course at 90% of the Best Available Rate (BAR) for that tee time.

The contribution pool is used by Troon to fund these reimbursements, creating a structure similar to hotel-industry loyalty systems in which earned points generate a future redemption value.

Potential Benefits

Participation in Troon Access may provide several advantages to the City’s golf facility:

 Increased exposure through Troon’s national brand and marketing channels

 Potential growth in rounds played, particularly during off-peak periods

 Enhanced digital booking tools and customer engagement capabilities

 Incremental growth in ancillary sales (food and beverage, merchandise, cart rentals)

 Alignment with widely adopted hotel and resort loyalty models that encourage repeat business

Potential Risks and Considerations

Staff also note several areas requiring further evaluation:

Council Agenda- January 15, 2026

 Yield Management: Discounted rounds may reduce the average rate per round if not adequately controlled relative to peak demand periods.

 Inventory Controls: Participation may require setting limits on available redemption tee times to avoid displacement of higher-yield customers.

 Operational Complexity: Additional administrative and reporting requirements may emerge with the reconciliation of loyalty rounds, contribution payments, and reimbursements.

OPTIONS:

To support deliberation on the City’s potential participation in the Troon Access program, staff has outlined the following options for City Council consideration:

1. Approve Participation in the Troon Access Program: Authorize the Mayor to execute the Amendment to proceed with participation in the Troon Access loyalty program as presented, subject to verification of final contract terms with Troon and implementation of appropriate operational controls.

2. Deny Participation in the Troon Access Program: Decline participation at this time.

3. Provide Alternative Direction: Provide guidance to staff on modifications, conditions, or additional information needed before making a final decision. Staff will return with a revised analysis or recommendations consistent with Council direction.

FISCAL IMPACT:

The Troon Access program represents the golf industry’s first fully integrated, points- based loyalty platform and is modeled after premier hospitality programs such as Hilton Honors and Marriott Bonvoy. Its structure reflects established best practices in demand generation, customer retention, and revenue optimization—principles long proven in the hospitality and travel sectors.

Under the program, the Indian Wells Golf Resort will remit a 5% contribution fee on qualifying rounds where loyalty points are issued. Because the majority of Troon Access participants at the Resort are Indian Wells residents, this contribution is applied to the lowest daily play rate, thereby significantly reducing the program’s effective cost. In the prior year, the Resort recorded 19,235 qualifying resident rounds. Applying a conservative Average Daily Rate (ADR) of $41, the associated 5% contribution equates to approximately $2 per round, or $38,470 in total annual program contributions.

Council Agenda- January 15, 2026

Industry data and cross-sector benchmarking indicate that participation in a well- structured loyalty ecosystem typically generates 15% to 25% incremental demand. For the Indian Wells Golf Resort, this uplift is expected to occur through increased redeemed rounds, new golfer acquisition, and higher play frequency among existing customers. The resulting expansion of the customer base and improved retention contribute directly to long-term revenue stability and operational resilience.

Troon’s dynamic pricing methodology further enhances the program’s financial impact.

By adjusting rates in response to real-time demand levels, the Resort can effectively convert increased utilization into incremental revenue, optimizing y ield and maximizing average revenue per round as occupancy rises.

A significant financial benefit of Troon Access is the reimbursement of redeemed rounds.

Last year, the Resort recorded 281 redemptions. Applying a conservative ADR of $186 — representing approximately 90% of prevailing rack rates—the City would have realized $52,266 in reimbursed revenue. With the elimination of several redemption restrictions and the introduction of online booking capabilities, both redemption volume and associated reimbursements are expected to increase materially in future fiscal periods.

Based on these conservative prior-year assumptions, the Golf Resort would have achieved an estimated net benefit of approximately $13,800. If the program is approved, staff will track actual participation, contributions, reimbursements, and yield impacts to calculate the realized net financial outcome for each operational year.

In summary, the Troon Access program enhances customer engagement and leverages proven loyalty economics. It provides a clear and measurable pathway to sustainable revenue growth through targeted demand stimulation and disciplined yield management.

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. Troon Amendment to the Management Agreement

Council Agenda- January 15, 2026

ADDENDUM TO 2023 GOLF COURSE MANAGEMENT AGREEMENT

ACCESS REWARDS
THIS ADDENDUM TO 2023 GOLF COURSE MANAGEMENT AGREEMENT (the “Addendum”) is entered into this 15th day of January, 2026 (“Effective Date”) by and between the CITY OF INDIAN WELLS, a California municipal corporation (“Owner”) and TROON GOLF, L.L.C., a Delaware limited liability company (“Troon”).

RECITALS:

A.Troon and Owner are parties to that certain 2023 Golf Course Management Agreement dated September 7, 2023 (the “Management Agreement”), with respect to that certain golf course known as “Golf Resort at Indian Wells” located in Indian Wells, California (the “Golf Course”), which shall remain in full force and effect. To the extent that provisions are included in the Management Agreement and not in this Addendum, they are incorporated herein by reference.

Capitalized terms not defined herein shall have the same meaning ascribed to it in the Management Agreement.

B.Troon has developed and operates a loyalty program known as “Access Rewards” which provides members discounts and other benefits at participating golf facilities.

C.Owner voluntarily desires to opt in and include the Golf Course in the Access Rewards program based on the terms and conditions described in this Addendum.

D.Troon and Owner mutually desire to enter into this Addendum under which Owner and the Golf Course shall participate in the Access Rewards program.

NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, Owner and Troon hereby agree as follows:

1. Introduction. Troon’s Access Rewards is the world’s largest golf loyalty program.

With this Addendum, Owner voluntarily desires to opt in and include its Golf Course in the Access Rewards program. The Access Rewards program allows its “Members” to earn “Access Reward Points” by reserving tee times at participating golf courses through Troon’s online platform (“App/Website”). Access Rewards Points earned can then be redeemed by Members for rounds of golf at participating golf courses. For clarity, the golf course where Access Rewards Points are earned by a Member may vary from where the Access Rewards Points are redeemed by a Member.

Access Reward Points earned, and Access Reward Point redemption amounts, vary for each round and at each golf course, and are subject to change upon the mutual agreement of Troon and Owner.

2.Access Rewards Program Details. The Access Rewards program details and terms and conditions (the “Access Rewards Terms and Conditions”), as amended from time to time in Troon’s sole discretion, are incorporated herein by this reference and available online at https://troon.com/rewards/access-rewards-terms . Owner acknowledges and agrees that by opting ATTACHMENT #1

Council Agenda- January 15, 2026

in to Access Rewards, Owner has read, understands and consents to Access Rewards Terms and Conditions. Troon shall provide prior notice of any material changes to the Access Rewards Terms and Conditions. Owner’s continued participation constitutes acceptance of any updates.

IN WITNESS WHEREOF, the parties have entered into this Addendum as of the Effective Date first written above.

OWNER: TROON:

CITY OF INDIAN WELLS, TROON GOLF, L.L.C.,
a California municipal corporation a Delaware limited liability company

By: ______________________________ By: ________________________________ Name: _________________________ Its: EVP & General Counsel Its: ____________________________

Approved as to form:

By: _____________________________
Name: _______________________
Its: __________________________

Council Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, Finance Director
Subject: Review of Reimbursable Expenses Administered through the Fiscal Policy and Procedures Manual

RECOMMENDED ACTIONS:

Council APPROVES the Finance Committee’s recommendation to increase the daily meal reimbursement allowance for Council Members to $170 per day, with no single meal exceeding $100 per day; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.

SUMMARY:

Following review and discussion, the Finance Committee recommends increasing the daily meal reimbursement allowance for Council Members to $170 per day, with no single meal exceeding $100 per day.

The Committee also recommends clarifying that meals included in conference or event registration fees are not eligible for separate reimbursement. The recommended update reflects current cost conditions while maintaining strong fiscal controls and compliance with Measure J.

BACKGROUND:

The City’s Fiscal Policy and Procedures Manual govern the reimbursement of expenses incurred by elected officials while conducting official City business. Within Section 13, Reimbursement Policy and Procedures, Council Members attending meetings, conferences, or training sessions may be reimbursed for actual meal expenses, including reasonable tips and room service charges, subject to a maximum of $90 per day.

In accordance with Measure J requirements, all reimbursements must be supported by detailed receipts and reflect actual and necessary expenditures incurred in the performance of official duties.

Council Agenda- January 15, 2026

Measure J Compliance

Reimbursements are based on actual and necessary costs and are not provided as per- diem payments. Measure J restricts City Council compensation to amounts expressly authorized by state law and voter-approved measures. Expense reimbursements are not considered compensation when they reflect documented, reasonable costs incurred while conducting City business.

The City’s reimbursement framework strictly limits payment to actual, receipt-supported expenses and imposes a maximum allowable threshold as an administrative control.

Because the reimbursement cap functions as a ceiling—not a flat payment—adjusting the maximum allowable amount does not constitute additional compensation. Accordingly, increasing the daily meal limit, while maintaining documentation and actual-cost requirements, remains fully compliant with Measure J.

Analysis of Potential Meal Allowance Adjustment

The existing $90 daily meal limit is based on historical national spending averages and has not been updated to reflect current cost conditions, particularly in California metropolitan areas where Council Members frequently travel for official business. In recent years, meal prices, especially at conference venues and hostels have increased significantly, leading to routine instances in which reasonable, necessary costs exceed the current cap.

Updating the maximum allowable reimbursement would better align City policy with prevailing market conditions, provide more explicit administrative guidance, and reduce the frequency of legitimate expenses exceeding the current limit. Importantly, reimbursements would continue to be limited to actual expenses supported by receipts and would remain subject to existing fiscal controls.

While the overall fiscal impact is expected to be minimal, the Council may also wish to consider public perception when evaluating adjustments to reimbursement policies.

Ultimately, whether to maintain or modify the existing cap is a policy decision grounded in fairness, fiscal stewardship, and operational practicality.

OPTIONS:

1. Approve increasing the daily meal reimbursement allowance to $170 per day, with no single meal exceeding $100 per day, as recommended by the Finance Committee.

2. Maintain the current $90 daily maximum.

Council Agenda- January 15, 2026

3. Recommend an alternative reimbursement limit for City Council consideration.

4. Provide an alternative direction.

FISCAL IMPACT:

Any fiscal impact associated with adjusting the daily reimbursement limit is expected to be minimal. Reimbursements are limited to actual, documented costs and historically represent a small portion of total City travel expenditure. Any increase in total spending would depend on actual travel activity and meal costs incurred.

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. City’s Fiscal Policies and Procedures Manual

2. Annual Reimbursements

Council Agenda- January 15, 2026

Proposed changes – 1-15-2026
Fiscal Policies and Procedures
Manual
ATTACHMENT #1

Council Agenda- January 15, 2026

Proposed changes – 1-15-2026
Fiscal Policies & Procedures Manual

Table of Contents

Purpose ……………………………………………………………………………………………………. 1

Adoption of the Budget .................................................................................. 2

Expenditure of Funds ...................................................................................... 2

Budget Adjustment Procedures ........................................................................ 3

Purchasing Procedures .................................................................................... 3

Procurement Methods ................................................................................... 11

Invoices…………………………………………………………………………………………………….16

State of California, Riverside County, or Public Agency Purchasing Program ...... 17

Management Agreements .............................................................................. 17

Fire Access Maintenance District No. 1 ........................................................... 17

City Credit Card Purchases ............................................................................. 17

Capital Assets Policy and Procedures .............................................................. 21

Reimbursement Policy and Procedures ........................................................... 22

Federal Funded Procurements........................................................................ 27

Cash Receipts ............................................................................................... 41

Billing for Services ......................................................................................... 42

Refundable Deposits ..................................................................................... 42

Claims and Demands Upon the City ............................................................... 42

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

1 City of Indian Wells
Fiscal Policies and Procedures Manual

1. Purpose

The goal of the Finance Department is to receive the maximum value for the taxpayer’s dollar by obtaining goods and services at the best possible price and quality. Therefore, proper purchasing is required when using Public Funds to acquire supplies, materials, equipment, construction, and professional services for the City. The goals and objectives of this Manual are:

• To ensure compliance with all current laws and regulations • To promote transparency of the City’s procurement activities • To establish standardized cost-effective purchasing methods • To ensure continuity of City operations
• To facilitate fair, competitive processes
• To maintain integrity and fairness
• To support the City's mission and serve the public's best interest.

The policies and procedures outlined in this Manual shall apply to the City of Indian Wells and its component units. The Fiscal Policy and Procedures Manual (the Manual) assists with compliance with requirements and administrative procedures. The Manual documents policies and procedures related to budgeting, cash receipts, expenditures, disbursements, purchasing, contracts, and financial reporting.

City funds are entrusted to the City Manager and Department Heads. The City Manager and Department Heads are responsible for the expenditure of public monies following the Indian Wells Municipal Code. The City Manager and Department Heads make decisions and exercise authority relative to the expenditure of funds within the Department's appropriation(s) and legal function. This Manual assists City employees and officials in complying with laws, policies, and procedures that apply to the fiscal administration of City departments.

This Manual standardizes accounting and financial policies and procedures. The City Council has approved this Manual to establish rules and regulations governing the performance of accounting and financial functions.

The Manual guides elected and appointed officials on the use and expenditure of City funds and resources and the standards against which those expenditures will be measured. It is the intent that this Manual will fully satisfy the requirements of

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

2 Government Code sections 53232.2 and 53233.3. As used in this Manual, elected and appointed officials apply to members of the City Council, Planning Commission, standing committees, and all other legislative bodies as defined in Government Code section 54952.

Revisions to the Manual may occur from time to time. Administrative changes clarifying procedures are performed by staff. Substantive changes to the policy are presented to the City’s Finance Committee for review and discussion before seeking final approval from the City Council. The Manual can be accessed from the City’s website at www.cityofindianwells.org .

2. Adoption of the Budget

The City Council formally adopts a biennial operating and capital budget (the “Budget”).

When the City Council adopts the Budget, they appropriate the funds necessary to pay for expected City expenditures for each fiscal year. An appropriation is an authorization to incur obligations on behalf of the City. This authorization allows for the expense of City funds to pay those obligations. Authorized obligations are limited to the current operational year of the Budget.

3. Expenditure of Funds

The adopted Budget serves as the foundational document for the classification, allocation, and expenditure of City funds. Upon adoption, the City Manager is authorized to incur obligations and authorize expenditures within the scope of the approved Budget. These expenditures encompass the procurement of goods, services, and public projects required by the City. All spending within a specific fund or capital project must adhere to the limits set forth in the adopted Budget. No expenditures shall be approved for any account where the deficit exceeds the available balance allocated to the program.

Budgeted expenditure approvals are subject to the following authority thresholds:

• Department Head or Authorized Designee: Up to $5,000
• Finance Director: $5,001 to $25,000
• City Manager: Over $25,000

Furthermore, the City Council authorizes the City Manager to approve expenditures up to $25,000 for items not specifically accounted for within the adopted Budget. However, the City Manager is prohibited from authorizing any spending beyond the appropriated Budget. Except as provided in the emergency procedures section of this policy, any

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

3 supplemental appropriations exceeding the adopted Budget must receive prior approval from the City Council.

4. Budget Adjustment Procedures

It is sometimes necessary to amend the Budget to provide additional appropriations or fund transfers.

Supplemental Appropriations

Supplemental appropriations provide additional spending authority to meet unexpected costs that impact operations or capital projects. City Council approval is required for all supplemental appropriations. Therefore, Department Heads must submit supplemental appropriations to the City Council for approval. Staff Reports shall include the appropriation amount, the funding source, and the purpose.

Budget Adjustments

Budget adjustments involve reallocating funds from one expenditure account to another within the same fund. Budget adjustments do not change the overall Budget within the fund or capital project. Departments initiate Budget adjustments in Munis and go through the workflow approval process. The Finance Director and Department Head approve Budget adjustments within a fund.

5. Purchasing Procedures

Purchasing procedures provide a process for purchasing goods, public projects, and services used to operate City programs. These procedures establish a system of financial controls. Departments review and manage budgets, expenditures, purchase orders, and other accounting data. The Department Head or their appointed designee authorized by the City Manager may purchase or engage any goods, public projects, and services under the provisions of this Manual.

Definitions

For this Manual, the following words and terms shall be construed with the following definitions:

A. “Contractual services” means the furnishing of labor, time, or effort by a contractor for non-professional services as the City may, from time to time, find necessary and proper for the functioning of the City. Examples include but are not limited to

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

4 janitorial, uniform cleaning, or other services which do not require any unique skill, particular background, or training.

B. "Goods" means any supplies, materials, articles, things, or property other than real property furnished to be used by the City.

C. “Maintenance services” means:

1. Routine, recurring, and usual work to preserve or protect a publicly owned or operated facility for intended purposes.

2. Minor repainting.

3. Resurfacing streets and highways at less than one inch; or

4. Landscape maintenance includes mowing, watering, trimming, pruning, planting, replacing plants, and servicing irrigation and sprinkler systems.

D. "Professional services" means services provided by a person, company, corporation, or firm engaged in a profession based on a generally recognized special knowledge, skill, license, and certification to perform the work including, but not limited to, the professions of accountant, attorney, artist, architect, landscape architect, construction manager, engineer, environmental consultant, dentist, physician, training or educational consultant, or land surveyor, and whose services are considered distinct and unique.

E. "Public project" means construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility.

F. "Services" means contractual, maintenance, or professional services.

Use of Contracts and Contract Requirements

City contracts are required to purchase all services and public projects provided to the City. The City uses contract templates provided by the City Attorney’s office. Contract templates are updated from time to time by the City Attorney’s office based on changes in law or needs of the City.

Need for Contracts : Signing a contract indicates that all parties involved have read and agreed to the terms stipulated. The purpose of a contract is to clearly outline the terms of an agreement, including each party's obligations, the parameters for the provided service (such as performance, delivery, and cost), and payment terms. Departments shall collaborate with vendors to ensure insurance and indemnification requirements

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

5 are met prior to executing contracts and engaging in work. Ensuring that these aspects of doing business are laid out and clearly defined before entering a working relationship minimizes liability and reduces the potential for confusion or unmet expectatio ns.

Contract Processing Guidelines: All contracts must comply with the contract processing guidelines established by the City Clerk’s Office. These guidelines serve as a supplement to the Fiscal Procedures Manual and may be updated periodically.

The contract processing guidelines provide detailed instructions regarding:

• Bidding requirements

• Contract standards and completion

• Review by the City Attorney and Risk Manager

• Insurance and business license requirements

• Authorization and signature requirements

All purchases or engagements for services and public projects shall be made with a fully executed contract and associated documentation, including insurance and indemnification requirements. This requirement applies to existing contracts that lapse or expire.

City contracts, including appropriate insurance and indemnification documents, are required for all purchases and public project construction projects and are subject to the approval of the City Clerk prior to the engagement of services. After selecting the contractor, the Department will submit the contract, insurance, and other required documentation to the City Clerk per the City's contract processing guidelines.

Once the City Clerk approves the contract, the contract record is entered into Munis with all supporting attachments. The Department may now submit a requisition through Munis workflow.

Departments are responsible for managing their City contracts. Department Heads and employees may be held fully liable for all purchases or expenses involved contrary to the provisions provided and may be subject to disciplinary action. The Finance Director shall be informed of such purchases and report any problems to the Department Head or City Manager, as appropriate.

Contract Terms: Contracts may not extend beyond five (5) years from the original contract date unless otherwise specified herein. Once the contract has come to term, and

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

6 the City requires continued services, the staff must follow this Manual's procedures in soliciting vendors for a new contract. Existing service providers are eligible to participate in the solicitation and compete with other qualified vendors for the new contract. The City may consider the experience and performance of such providers in determining the best-qualified vendor.

Contracts for certain professional services shall not extend beyond a period of three (3) years from the original contract date, unless otherwise specified herein. Professional services contracts that are subject to this three-year limitation include contracts for the following categories:

• Legal services

• Audit services

• Public relations services

• Legislative services

• Landscaping services

• Housing and Golf Management services

Upon expiration of the initial three (3) year term, the City, in its sole and absolute discretion, may permit up to three (3) one-year extensions. Each extension must be approved by a majority vote of the City Council in a public meeting. These extension requests may be placed on the consent calendar for the meeting. Any staff report accompanying a request for a contract extension shall, as part of its report, evaluate vendor performance supported by objective, data-driven metrics, for City Council consideration.

At no point shall contracts for the abovementioned professional services contain automatic extensions or automatic renewal language. All contracts must conclude at the end of their defined term, unless otherwise specified herein.

In extremely limited circumstances, the use of outside contracts may be considered with the prior written approval of the City Manager. The City Attorney and the California Joint Powers Association must approve all outside contracts, which must also include the formation of and an agreement to require insurance and indemnification coverages.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

7 Clarification on the use of Contracts specifically for Memberships, Sponsorships, Luncheons, and other Events

As defined above, the purpose of a contract is to clearly outline the terms of an agreement, including each party's obligations, the parameters for the provided service (such as performance, delivery, and cost), and payment terms. In certain instances, the City wishes to provide funding in which the obligations and parameters typically listed in a contract are not desired or necessary.

As established by this Section, the following are exempt from this use of contracts provision.

• Basic membership fees in City -supported organizations exclude contract parameters or obligations listed above. While membership is beneficial, membership usually does not include performance measures or obligations requiring a contract.

• Participation in specific sponsorships, luncheons, or other events to financially support non -profits or other governmental organizations.

o Such participation in specific sponsorships, luncheons, or other events is to provide financial support only. In that case, sponsorships, luncheons, or other events are exempt from this use of contract provisions . ▪ More common examples include purchasing a table for a n awards or recognition luncheon, participating in a valley event such as the economic summit, or sponsorship level support of a non-profit event such as a fundraiser.

This exemption provision requires a conservative interpretation consistent with this policy. Sponsorships and events requir ing specific parameters or establishing clear party obligations require a City agreement with the Use of Contracts and Contract Requirements section. Department heads are held accountable for differentiating which sponsorships and events provide financial support (without a contract) and those that require specific parameters and establish clear party obligations (contract required).

Purchasing Categories

The City classifies purchases into four (4) purchasing categories. These categories are based on the dollar amount and type of purchase. Each category establishes a separate purchasing limit, authorization level, and procedure. City contracts and appropriate

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

8 insurance documents are required for every Purchase Category except (A) Petty Cash Purchases and (B) Goods Purchases.

Category Limitation
A. Petty Cash Purchase $150 or less
B. Goods Purchases Over $1
C. Public Project Construction Contracts Over $1
D. Services
(Contractual/Maintenance/Professional)
Over $1

A. Petty Cash Purchases

Petty cash funds provide advances or reimbursements to City employees for the direct and immediate purchase of goods and services necessary for City operations. Purchases or advances are limited to $150.00 per transaction. A petty cash request form must be completed by the employee requesting petty cash and be approved by a Department Head or designee.

Advances from petty cash must be reconciled and returned to the Finance Department within two (2) days from the date of issuance. A receipt must support all expenditures.

Receipts for food & beverages must include the names and affiliations of all participants.

If no receipt is provided, the Finance Department requires a statement listing the expenditure(s) signed by the employee and Department Head.

B. Goods Purchases

The purchases of goods do not require the use of a City contract; however, staff should apply “best practices” while purchasing goods to determine whether, in limited circumstances, the use of a City contract for the purchase of goods would be beneficial.

The total estimated cost of goods determines the bidding procedures and procurement methods that must be followed, as described below:

• $5,000 or less: No bidding is required for goods purchases of $5,000 or less. After selecting a qualified vendor, the Department Head may negotiate an acceptable price.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

9 • $5,001 to $25,000: For goods purchases of $5,001 to $25,000, staff will solicit and document price quotes through the Informal Quote Procedures. After selecting a qualified vendor, the Department Head may negotiate an acceptable price.

• Over $25,000: For goods purchases over $25,000, staff will solicit vendors through the Formal Bid Procedures or RFP Procedures.

This Manual describes the Informal Quote Process, Formal Bid Procedures, or RFP Procedures under Section 6, Procurement Methods.

All invoices for such purchases should be authorized and documented. In addition, departments must ensure the availability of budgeted funds before making any approved goods purchases.

C. Public Project Construction Contracts

The total estimated cost of a public project determines the bidding procedures and procurement methods that must be followed, as described below:

• $5,000 or less: No bidding is required for contracts of $5,000 or less. After selecting a qualified contractor, the Department Head may negotiate a fair contract.

• $5,001 to $60,000: For contracts of $5,001 to $60,000, staff will solicit and document price quotes through the Informal Quote Procedures. After selecting a qualified contractor, the Department Head may negotiate a fair contract.

• $60,001 to $200,000: For contracts of $60,001 to $200,000, staff will solicit contractors through the Informal Bid Procedures or RFP Procedures.

• Over $200,000: For contracts over $200,000, staff will solicit contractors through the Formal Bid Procedures or RFP Procedures.

The Informal Quote Procedures, Informal Bid Procedures, Formal Bid Procedures, and RFP Procedures are described under Section 6 Procurement Methods in this Manual.

City contracts, including appropriate insurance and indemnification documents, are required for all public project construction contracts and are subject to the approval of the City Clerk prior to the engagement of services. After selecting the contractor, the Department will submit the contract, insurance, and other required documentation to the City Clerk per the City’s contract processing guidelines.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

10 Once the City Clerk approves the contract, the contract record is entered into Munis with all supporting attachments. The Department may now submit a requisition through Munis workflow. Finance will review the contract record for compliance.

D. Services (Contractual, Maintenance, and Professional Services)

The total estimated cost of service determines the bidding procedures and procurement methods that must be followed, as described below:

• $5,000 or less: No bidding is required for contracts up to $5,000. After selecting a qualified vendor, the Department Head may negotiate a fair contract.

• $5,001 to $25,000: For contracts over $5,000 and up to $25,000, staff will solicit and document price quotes through the Informal Quote Procedures. After selecting a qualified vendor, the Department Head may negotiate a fair contract.

• Over $25,000: For contracts over $25,000, staff will solicit proposals through the RFP Procedures. After selecting a qualified vendor, the Department Head may negotiate a fair contract.

This Manual describes the Informal Quote Process and RFP Procedures under Section 6, Procurement Methods.

City contracts, including appropriate insurance and indemnification documents, are required for all services and are subject to the City Clerk's approval prior to the services' engagement. After selecting the contractor, the Department will submit the contract, insurance, and other required documentation to the City Clerk per the City’s contract processing guidelines.

Once the City Clerk approves the contract, the contract record is entered into Munis with all supporting attachments. The Department may now submit a requisition through Munis workflow. Finance will review the contract record for compliance.

6. Procurement Methods

All goods, public projects, and services purchased for the City shall conform to the following procurement methods.

A. Informal Quote Procedures

• Soliciting Quotes or Proposals. City staff shall solicit via the posted notice, telephone request, mail, email, fax, or any other reasonable solicitation method,

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

11 price quotes, or proposals documented in writing. It shall be attached to the City Contract as backup and support. If unable to obtain a minimum of three (3) price quotes, staff shall document those reasonable efforts were made to obtain price quotes or proposals.
• Award of Contract. The award shall be made to the vendor offering the best value to the City at the City's sole and absolute discretion. Contracts acquiring professional services shall be awarded to the best-qualified vendor based on demonstrated competence and professional qualifications and at fair and reasonable prices to the City.

B. Request for Proposals Procedures

A Request for Proposal (RFP) is an invitation for selected providers of goods, public projects, or services to submit pricing, qualifications, and other proposals for the opportunity to supply that good, public project, or service to the City or its entiti es. The following minimum guidelines and procedures shall be implemented:

• Notice Inviting RFPs. At a minimum, the notice inviting RFPs shall: (1) describe the project; (2) state how to obtain more detailed information about the project; (3) state the date, time, and place for the submission of proposals; (4) describe general parameters for evaluation and selection; (5) provide City contract, insurance, and indemnification requirements, and (6) include any other information required by state or local law.
• Review of Qualifications or Proposals. Proposals shall be evaluated based on the evaluation and selection criteria established by the City. • Award. Contracts for acquiring professional services shall be awarded to the best- qualified vendor based on demonstrated competence and professional qualifications and at fair and reasonable prices to the City. Award for other contracts shall be to the vendor offering the best value to the City at the City's sole and absolute discretion.

C. Informal Bid Procedures

The following minimum guidelines and procedures shall be implemented:

• Notice. A notice inviting informal bids shall be mailed to selected contractors for the category of work to be bid (as shown on the Contractors List) and to construction trade journals as specified by Public Works a minimum of ten (10) calendar days before bids or proposals are due.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

12 • Contractors List. The Public Works Department shall maintain a list of licensed contractors (Contractors List) to utilize the informal bidding procedures. The City may notify additional contractors and construction trade journals at its discretion , provided, however, that:

• If there is no list of qualified contractors maintained by the City for the category of work to be performed, the notice inviting bids shall be sent to the construction trade journals and other resources specified by the Public Works Director.

• If the product or service is proprietary, it can be obtained only from a specific contractor. The notice inviting informal bids may be sent exclusively to the contractor.

D. Formal Bid Procedures

Notice. Notices inviting formal bids are published a minimum of fourteen (14) calendar days before the bid opening on the Internet and sent to construction trade journals and potential bidders. Notice inviting formal bids shall state the time and place for the receiving and opening of sealed bids and describe the procurement along with any other information required by state or local law.

Bid Documents. The bid documents will adequately and accurately describe the items purchased and include necessary specifications. Bidders should be advised of the bidder's security, performance, payment bonds, insurance, indemnification, contract requirements, affirmative action, minority business enterprise requirements, and other requirements as applicable.

Bid Opening. Sealed bids shall be submitted to the City and identified with the bid number on the envelope. Upon receipt, the City Clerk shall date and time stamp the envelope. Bids shall be opened in public at the time and place stated in the public notices.

No Bids. If no bids are received, the City may have the contract procured in any manner allowed by this Manual without further complying with the Formal Bid Procedures.

Review of Bids. Staff will review all bids received for completeness, accuracy, responsiveness to the invitation and bid documents, and the City's experience with or knowledge of the qualification and reliability of each bidder and prepare a recommendation for the City Manager.

Rejection of Bids. The City Manager may, in their sole and absolute discretion, reject any one or more items of a bid, reject all bids, or waive any irregularities or informalities in the bids or bidding process if deemed to best serve the interests of the City.

Council Agenda- January 15, 2026

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13 Award of Contract. The contract shall be awarded to the lowest responsible bidder submitting a responsive bid or the bidder offering the best value to the City unless otherwise required by law.

E. Exceptions to Procurement Methods

This Section contains exceptions to the City’s procurement methods. Although exempt from procurement methods, services, and public projects under these circumstances are NOT exempt from the contract, insurance, and indemnification requirements . The City may determine that using an exception is more beneficial.

• Sole Source. Sole source acquisition of brand name, specialized, or compatible products and furnishings to assure compatibility with other City products and equipment.

• Disaster Relief. In the case of a disaster, as further explained in Chapter 2.32 of the City’s Municipal Code, the requirements of this Section do not apply.

• Emergency Purchases. An emergency purchase may be made when there is an immediate need to acquire goods, public projects, or services. For purchasing purposes, an emergency is one in which there is a direct threat to life or property or a substantial disruption of a vital public service . The crisis must be of such a nature that the Department Head and the City Manager would be contacted to advise them of the situation, regardless of when they occur. Such emergency action shall be reported to the City Manager within 24 hours. Emergency purchases of $50,000 or less must be pre-approved verbally by the appropriate Department Head. An emergency purchase over $50,000 must be pre-approved verbally by the City Manager.

• Best Interest of City. Limited only to City Manager approval. Except where otherwise prohibited by law, when the City Manager authorizes the award for public projects, services, and goods, without following the required procurement methods, provided that the City Manager finds that such award is in the best interest of the City or of the public health, safety, and welfare. For example, when the City Manager determines that a competitive market does not exist for a public project, service, or good, the City will not obtain a competitive advantage by using the required procurement method. This exception shall not be used to circumvent a method of procurement needed without a finding in writing by the City Manager that the required procurement method cannot be followed or is unavailing to the City.

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14 • Piggybacking. Departments may engage in piggybacking if deemed advantageous to the City and compliant with State and local law. Piggybacking is procuring goods, public projects, or services without following bid procedures by utilizing another public entity's award of a contract. The City permits the piggyback of contracts awarded by, among others, the State of California, local and state government agencies, and joint powers agencies. Written approval by the City Manager is required for piggybacking.

• Recurring Purchases. The City may create an open vendor list to provide services and goods as needed or if needed. Examples of as-needed or if-needed services and goods include but are not limited to auto repair and maintenance, repair parts, minor maintenance and repair of City facilities, and other routine services and goods that do not lend themselves to being procured through a competitive bid or RFP process. When establishing the vendor list, each vendor's prices shall be obtained to ensure competitive pricing in the City's best interest.

• Otherwise Authorized By Law. The City may utilize alternative delivery methods that are otherwise available under the law. Examples of alternative delivery methods include but are not limited to, energy conservation projects (Government Code sections 4217.10, et seq.) and public-private partnerships (Government Code sections 5956, et seq.).

F. Requestions and Purchase Orders

The City recognizes using requisitions and purchase orders to encumber budgeted funds during the year as a budget and fiscal management tool. Therefore, the encumbrance of annual or multi-payment contracts is required.

G. Purchase Order Exemptions

The following disbursements are exempt from Purchase Order requirements.

• Disbursements for refundable deposits

• Disbursements to Public Agencies for which the City collects fees on behalf of the Agency (i.e., TUMF fees, MSHCP fees)

• Disbursements for payroll, payroll liabilities, and employee benefits.

• Disbursements for refunds of City fees collected (i.e., Building & Planning fees)

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15 • Payments to fiscal agents

• Purchases considered one-time and timely, eliminating the encumbrance once paid, do not require Purchase Orders.

H. Change Orders

A change order is a request to increase or decrease a purchase order amount. The responsible Department will prepare a change order. Change orders will require the same approvals as were required for the original purchase order including, but not limited to, appropriations in the Budget for the change order. Unless otherwise authorized by the contract applicable to a changer order, an approved change order should be executed prior to the contractor or vendor performing work subject to the change order.

I. Protest Procedures

Right to Protest. Prior to City awarding a contract, any responsible bidder or proposer in connection with the procurement of the contract may protest the award. A subcontractor of a bidder or proposer may not submit a protest. This Section shall apply to all contracts awarded by the City Manager through a formal competitive process, including but not limited to formal bid procedures or RFP procedures. The protest procedures are solely to serve the public interest and obtain the finality of City contract awards.

Timing of Protest. The protest shall be submitted in writing within the following times:
• To protest another bidder's bid five (5) calendar days after the bid opening date. • If the City issues a notice of intent to reject a bid or any other determination of a bid, then the protest shall be submitted in writing within five (5) calendar days following the issuance of the notice and prior to the date of the contract award. • Untimely protests will not be considered and will be deemed waived.

Contents of Protest. The protest shall identify and explain the factual and legal grounds and include all relevant supporting documentation. Any grounds not raised in the written protest are deemed waived by the protesting bidder.

City Response. If the protest is timely and complies with the above requirements, the City shall review the protest, any response from the challenged bidder(s), and all other relevant information and provide a written decision to the protestor.

Council Agenda- January 15, 2026

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Fiscal Policies and Procedures Manual

16 Effect of Failure to Comply with Protest Procedures. The procedures outlined in this Section are mandatory and are the sole and exclusive remedy of a bidder or proposer to dispute the award of a contract. A protest that does not comply with these procedures may be summarily rejected.

Conflicts. The protest procedure contained in this Section shall not apply if a particular procurement solicitation contains a different protest procedure.

7. Invoices

An invoice is required to pay all warrants and wires that the City of Indian Wells issues, except for petty cash disbursements and travel expense reimbursements, for which alternate paperwork is required.

All invoices received by the City shall be directed to the Finance Department for processing. The Finance Department will initiate invoice entry in Munis for each invoice the City receives. The invoice record will be distributed to the Department Head or designee via Munis workflow for review and approval. All invoices over $5,000 will be directed to the Finance Director via Munis workflow.

Invoices are processed weekly, and warrants are generated every Friday. All invoices not approved through the workflow for any given week will be processed once full workflow approval has been received via Munis. Prompt approval of invoices by all City departments will enable the Finance Department to process payments on time and maintain the City's good credit standing.

8. State of California, Riverside County, or Public Agency Purchasing Program

The City is eligible to participate in any State of California , Riverside County, or other public Agency negotiated/cooperative purchasing program. Participation in these purchasing programs allows the City to receive the exact deep discount pricing for goods and services as the State of California, Riverside County, or other public agencies without requiring the expenditure of staff time and cost necessary to conduct a separate procurement process. Items purchased through these programs require specific program backup and will not require formal bidding or price quotes from multiple vendors.

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17 9. Management Agreements

Purchasing requirements in this Manual shall not apply to any company or person for which the City has entered into a Management Agreement. Such management companies shall conform to the fiscal procedures established by their respective companies.

10. Fire Access Maintenance District No. 1

The Indian Wells Fire Access Maintenance District No. 1 (FAMD) shall conform to the terms and conditions in this Fiscal Procedures Manual.

11. City Credit Card Purchases

A. Purpose of City’s Credit Card

These guidelines establish the City’s basic policies and procedures for using credit cards.

The City credit card may be used when traveling on City business, attending conferences, official meetings, or training, and securing airline reservations and hotel accommodations.

City credit cards may also be used to purchase goods and services such as community events and activities, cultural events, advertising and marketing, technology goods, and memberships and dues.

B. Authorization and Acknowledgement of City Credit Cards by Eligible Employees

The issuance and revocation of City credit cards shall be at the sole discretion of the City Manager. In the absence of specific authorization from the City Manager, the standard credit limit for City credit cards shall be $10,000. The City Manager is empowered to establish credit limits on a case-by-case basis, with the maximum allowable limit not exceeding $50,000.

C. Appropriate City Credit Card Use

• City credit cards may be used for traveling on City business.

• City credit cards may be used to purchase goods and services from vendors where the use of a check is not practical, such as internet purchases.

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Fiscal Policies and Procedures Manual

18 • City credit cards may be used to secure reservations and locations for various City activities, attending local meetings, community events, honoree luncheons, marketing promotions, and sales missions. In addition, city credit cards may be used for all meals in conjunction with official City business, such as meetings with City Council, developers, or consultants.

• The City credit card is not intended to replace other procurement methods where proper planning and procurement enable volume discounts. Credit cards should never be used to circumvent procurement methods established in this Manual. This means purchasing goods or services that would otherwise require a specific procurement method should not be made.

• Employees shall not use City credit cards for personal expenses. Charging personal expenses on City cards is a misuse of City funds and a severe breach of the City's ethics/fraud policy. Doing so will result in disciplinary action, up to and including termination. Employees should use care when selecting between the City’s credit card and their personal credit cards.

D. Travel, Meetings, & Conferences

All credit card charges must be supported by detailed charge receipts and be submitted on a travel expense report. Before travel, City employees without City credit cards may complete a credit card purchase authorization form to book airline and hotel accommodations using the Department Head’s credit card. The completed form is submitted to the employee’s Department Head for approval. The approved form should support the reconciliation of the monthly credit card statement.

E. Obtaining Goods and Services

The Department Head must complete and approve a credit card purchase authorization form before purchasing any goods or services. A receipt/invoice is required to substantiate every credit card purchase.

Authorized purchases may be made in person, via an approved internet site, or by telephone. The cardholder must require vendors to itemize the receipt/invoice. An itemized receipt/invoice consists of the following information:

• Date of purchase/Date of Event

• Detailed description of goods or services purchased

• Price per item

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19 • Amount of sales tax and the total amount

• Shipping charges, if any.

Upon completing the credit card transaction, the employee shall attach the itemized receipt to the completed credit card purchase authorization form and submit the form to the Department Head.

F. Card Restrictions
Except for an emergency, credit cards shall not be used for the following:
• Cash advances, money orders, wire transfers.

• Gasoline purchases

• Personal items and personal services

• Personal entertainment

• Long-term rentals or lease agreements

G. Monthly Reconciliation

At the conclusion of each billing cycle, the Finance Department will upload all cardholder statements into Munis, detailing all transactions made during the period. Cardholders are required to reconcile their statements within 15 days of receipt and submit supporting documentation to the Finance Department, including account numbers and transaction descriptions.

All credit card transactions will be processed through the Munis workflow for review and approval by the Department Head or their designee. Expenditures lacking proper documentation may only be reimbursed with the approval of the City Manager. The City Manager may revoke cards from cardholders for failure to reconcile statements within the 15-day reconciliation period. Falsification of receipts will result in disciplinary action, up to and including termination of employment.

Council Agenda- January 15, 2026

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Fiscal Policies and Procedures Manual

20 H. Disputed Charges

Cardholders are responsible for ensuring vendors, credit card companies, and the Finance Department are notified immediately of any disputed charges. Cardholders will be responsible for resolving the disputed amount directly with the vendor or credit card company.

I. Timely Payment

The Finance Department will ensure timely payments based on the statement cycle date.

Credit card charges will be paid once reconciled by the cardholder and approved by the Finance Department.

J. Lost or Stolen Cards

Cardholders are responsible for ensuring that the credit card company and the Finance Department are notified immediately if a credit card is lost or stolen. Failure to do so may result in the cardholder being held responsible for fraudulent credit card use.

K. Surrender upon Request or Separation

The credit card will be immediately surrendered upon retirement, termination, separation, or upon request of the City Manager. Use of the credit card for any purpose after its surrender is prohibited.

12. Capital Assets Policy and Procedures

A. Purpose

This capital assets policy and procedures aim to ensure adequate and appropriate control of City capital assets. The procedures are intended to define capital assets and establish guidelines for proper accounting, inventory, depreciation, and disposal, as amended from time to time. The Finance Department's responsibility is to determine the criteria for the asset type, class, depreciation, and accounting of the capital asset or inventory items.

City Department Heads’ responsibility is to ensure that capital assets are controlled.

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Fiscal Policies and Procedures Manual

21 B. Capitalization Policy

All capital and intangible assets will be subject to capitalization, including buildings, machinery, naming rights, and equipment, with an original cost of $40,000 or greater and a life expectancy of five (5) years or greater. However, the City has made one exception to this basic rule. All computer and computer-related equipment purchases will not be capitalized.

All costs associated with purchase or construction should be considered, including ancillary costs such as freight and transportation charges, site preparation expenditures, professional fees, and legal claims directly attributable to asset acquisition. Repairs to existing capital assets will only be subject to capitalization if it extends the asset's useful life by a minimum of three (3) years or greater.

Capital projects will be capitalized as "construction in progress” until completed. Costs to be capitalized include direct costs, such as labor and materials, ancillary costs , and any construction period interest costs as required by the GASB pronouncements.

C. Inventory Control

Individual departments safeguard the City’s capital assets from theft or loss. Inventory control is applied only to movable capital assets. Capital assets subject to inventory control will be accounted for and controlled through the same systems and procedures used to account for and manage capital assets subject to capitalization.

D. Depreciation

Depreciation is calculated on all capital assets per GASB Statement No. 34 standards.

Including an intangible asset is based on GASB Statement No. 51 provision. Intangible assets are amortized over their useful contractual lives.

All depreciation is booked using the straight-line method and average month conventions.

The book value and depreciation life cycles are determined using general industry guidelines. Depreciation is charged as an expense against operations , and accumulated depreciation and reported on the balance sheet.

The range of lives for depreciation purposes for each capital asset class is as follows:

• Building and improvements 10-50 years
• Equipment 3-15 years
• Infrastructure 5-60 years

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Fiscal Policies and Procedures Manual

22 • Intangible assets Depreciated over contractual life

E. Surplus Property

Occasionally it becomes necessary to dispose of surplus property, including materials, supplies, and equipment no longer needed by the City. The Finance Department shall be responsible for the disposal of all City surplus property. The Finance Department shall periodically submit a surplus property list to the City Manager for review and consideration. The disposal method may be by public auction, private sale, or donation, determined by the City Manager at the time of disposal.

13. Reimbursement Policy and Procedures

It is the policy of the City to reimburse expenses incurred by elected and appointed officials, officers, and employees of the City when such expenses are incurred while on authorized City business. Any employee traveling on City business shall receive approval from their Department Head or the City Manager. The Reimbursement and Travel policy is based on the conscientious and thoughtful use of City resources. Within that ideal, the City recognizes responsibility for the travelers’ physical needs, convenience, and safety.

A. Expense Reimbursement Procedure

A Travel Expense Report should be prepared by the employee and submitted to the Finance Department within one (1) week after incurring travel or meeting expenses. All receipts and supporting documentation shall be attached to the expense report to account for all travel expenditures claimed.

After the Department Head approves, the Travel Expense Report shall be submitted to the Finance Department for review and processing. Any Travel Expense Report with insufficient documentation or inappropriate claims will be returned unpaid until corrected.

In the case of reimbursement, the report form will be considered a payment request. If a refund is due to the employee, the Finance Department will issue a reimbursement check following the Accounts Payable Schedule.

B. Expense Reimbursement Procedure for Elected and Appointed Officials/Reports Regarding Meeting Attended

A Travel Expense Report should be prepared by an elected or appointed official and submitted to the Finance Department within one (1) week after incurring travel or meeting expenses. The expense report shall show the total expenses incurred for travel and meetings and a reconciliation of any travel advances granted. All receipts and supporting documentation shall be attached to the expense report to account for all travel

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Fiscal Policies and Procedures Manual

23 expenditures claimed. Any Travel Expense Report with insufficient documentation or inappropriate claims will be returned unpaid until corrected.

In addition to submitting an expense report, the elected or appointed official will be required to provide a brief report on the conference or meeting attended for which the expenses were incurred at the next regular meeting of their respective legislative body.

C. Allowable Expenses

Mileage - Mileage is paid at the prevailing rate the Internal Revenue Service provides.

To be eligible for mileage reimbursement, management must approve an employee to attend an outside function or conduct City business away from City premises.

Reimbursement mileage is calculated from the City (or closest starting point) to the destination and back to the City (or closest ending point). Employees receiving a City auto allowance are subject to a seventy-five (75) mile deduction for mileage reimbursements. While attending the event, incidental mileage is reimbursed up to ten (10) miles per day.

Parking – Employees and elected and appointed officials will be reimbursed for parking.

However, depending on the length of the trip, alternative transportation services to and from the airport, such as an airport shuttle or a taxicab, should be considered if they are less expensive.

Air Travel - Air transportation from the most suitable airport will be acquired at the most economical fare consistent with the traveler’s needs. Coach seating is preferred; however, consistent with the traveler’s needs, an upgrade to a Business Class seat or its equivalent may be purchased, especially on longer domestic or international flights. Priority boarding and baggage services may be purchased to accommodate the traveler's needs. Advance purchases of tickets are encouraged and may be overseen via a travel agent, the Internet, or individual airlines. The authorization shall be granted before purchasing tickets. A City credit card or check may be used to make the purchase.

Hotel Accommodations - Employees and elected and appointed officials will make lodging arrangements based on value, convenience, and safety for the Traveler. Hotels should be reasonably priced. Individuals attending conventions and conferences are encouraged to stay at the hotel specified or local area for that convention or conference.

If such lodging is connected with a conference or other educational activity, employees and elected and appointed officials shall request the group rate published by the conference or event sponsor for the meeting in question, provided such rates are available at the time of booking. If the group rate is unavailable, employees and elected and appointed officials shall request the government rate. If government rates are unavailable at a given time, employees and elected and appointed officials shall request the most favorable rate.

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24 Individuals will be allowed one (1) single room. For the traveler’s convenience, hotel accommodations are allowed up to one (1) night prior and one (1) night after conducting official business.

Employees and elected and appointed officials are strongly encouraged to pay separately for all ancillary lodging expenses, such as gift shop and movies, and not charge these to the main hotel bill. Employees and elected, appointed officials must indicate personal expenses charged to the hotel bill, such as toiletries, magazines, hairdresser, barbershop, health club expenses, in-room movies, and mini-bar, and report them as personal on the hotel bill and deduct them from the overall reimbursable expenses. Reimbursable lodging expenses must be summarized and totaled on the hotel bill.

Ground Transportation - The City will reimburse ground transportation expenses associated with the City business. Individuals traveling between the airport and the hotel are encouraged to use the least expensive transportation.

Car Rental - Car rental associated with City business is a reimbursable expense provided the rental cost is less than the cost of travel by cab or other less expensive forms of transportation. The Traveler should use a company offering the lowest available rental cost if a rental car is necessary. The employee should make advance arrangements if a car is required at the destination. Vehicle selection should be based on the most cost- effective class that satisfies the Traveler's requirements , passengers' requirements, and any equipment that may need to be transported. Supplemental auto insurance coverage offered by car rental agencies will be declined, as the City's insurance policy provides liability and collision coverage.

Meals –City Employees – While traveling, City employees will receive a $110.00 per day Travel Per Diem. The Travel Per Diem shall be used for meals, meal tips, and room- services charges. Detailed receipts and other documentation are not required. The travel days eligible for the Travel Per Diem shall be approved by the Traveler’s Department Head or the City Manager after the conclusion of travel. Once approved, the Travel Per Diem shall be paid on the employee’s next regularly scheduled payroll disbursement and is subject to applicable payroll taxes.

Use of the Travel Per Diem for one-day meetings, training, or similar one-day events is prohibited. Meal expenditures incurred for one-day meetings, training, or similar one-day events will be reimbursed at actual cost, including reasonable tips, not to exceed $90.00 per day.

Meals – Elected Officials/ Appointed Officials/Non-Payroll Travelers/One-Day Meetings or Training- Meals are allowable at actual cost, including reasonable tips and room-services charges, not to exceed $170 per day, with no single meal exceeding $100 per day$90.00 per day. Elected and Appointed Officials, non-payroll travelers, and City

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25 employees attending one-day meetings or other one-day events must provide detailed receipts and other documentation, if necessary, to support all expenditures.

Gratuities – Employees and elected and appointed officials will be reimbursed for reasonable non-meal-related gratuities such as those to bell captains, valets, taxi drivers, etc. Gratuity standards can vary from Traveler to Traveler; the City encourages a practical and modest approach to gratuities considering these are public funds. Note: Meal gratuities are governed by the two meal-related provisions immediately preceding this paragraph.

Laundry - If the trip is extended to more than five (5) overnights, the City will reimburse for reasonable cleaning and laundry expenses. Reimbursable cleaning and laundry expenses are limited to traveling and unavailable once the Traveler has returned from travel.

Internet - Employees and elected and appointed officials may be reimbursed for internet access and usage fees away from home if internet access is necessary for City-related business.

Office Supplies - The City will reimburse any office supplies expenses necessary to perform official City duties.

Other Expenses – The City may reimburse for other expenses, provided these are not the type of Incidental Expenditures listed below.

Incidental Expenditures - The City will not reimburse for incidental expenses.

Incidental expenses are the responsibility of the employee and the elected or appointed official. The following are examples of such non-reimbursable expenses while traveling:
• Alcohol
• Babysitting
• Barbers and hairdressers
• Candy, gum, and snacks
• Cigarettes
• Clothing
• Dietary supplements or vitamins
• Dues for frequent guest programs (airline, hotel, restaurant) • Expenses for travel companions
• Expenses related to vacation or personal days while on a business trip • Gifts
• Golf fees
• Health club fees
• Lost baggage

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26 • Luggage and briefcases
• Magazines, books, newspapers
• Movies (including in-flight and hotel in-house films) • Optional travel or baggage insurance
• Parking or traffic tickets
• Personal accident insurance
• Personal entertainment, including sports events
• Personal toiletries
• Pet care
• Postage costs (unless for City business)
• Routine auto maintenance
• Sauna and massage services
• Shoeshine
• Souvenirs and personal gifts
• Spousal tours

Family Member Accompaniment - All costs associated with family member travel shall be at the sole expense of the Traveler.

D. Elected and Appointed Officials and Limitation on the Type of Reimbursable Occurrences

Limitations - City funds, equipment, supplies (including letterhead), and staff time must only be used for authorized City business. Expenses incurred in connection with the following types of activities constitute authorized expenses if the other requirements of this policy are met:

• Communicating with regional, state, and national government representatives on City adopted policy positions.

• Attending educational seminars designed to improve officials' skills and information levels

• Participating in regional, state, and national organizations whose activities affect the City’s interests

• Recognizing service to the City

• Attending City events

• Implementing a City-approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member

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27 • Performing activities at home or office in furtherance of official City duties

Other Occurrences - All other expenditures for occurrences not included herein require prior approval by the City Council in a regular public meeting.

14. Federally Funded Procurements

The following procurement procedures shall be complied with in connection with the utilization of federal grant funding subject to 2 CFR Part 200. These procedures are in addition to and are not intended to replace or supersede the City's other procurement requirements or state law requirements. In the case of a conflict between these procedures, the more stringent requirement shall govern, provided that the more stringent requirement would not violate a federal procurement requirement. In such a case, the federal requirement shall govern federally funded contracts.

General Procurement Standards

Code of Conduct - As representatives of the City, all employees are expected to conduct themselves professionally and ethically, maintaining exacting standards of integrity and using good judgment. Employees are expected to be principled in their business interactions and act in good faith with individuals inside and outside the City. The following Code of Conduct shall govern the performance, behavior, and actions of the City, including employees, directors, appointed or elected officials, volunteers, or a gents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts:

• No employee, director, appointed or elected official, volunteer, or agent of the City shall participate in the selection, award, or administration of contracts supported by a federal award if a conflict of interest is real or apparent to a reasonable person.

• Conflicts of interest may arise when an employee, officer, or agent of the City, any member of their immediate family, their partner, or an organization that employs or is about to employ any of the parties indicated herein, has an actual or apparent financial or other interest in or a tangible personal benefit form a firm considered for the contract.

• No employee, director, appointed or elected official, volunteer, or agent of the City shall do business with, award contracts to, or show favoritism toward a member of their immediate family, spouse's family, or to any company, vendor, contractor, or parties to subcontractors who either employ or has any relationship to a family

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28 member; or award a contract or bid which violates the spirit or intent of federal, state and local procurement laws and policies established to maximize free and open competition among qualified vendors.

• The City's employees, directors, appointed or elected officials, volunteers, or agents shall neither solicit nor accept gratuities, favors, gifts, consulting fees, trips, or anything having a monetary value above twenty-five dollars ($25.00) from a vendor, potential vendor, family or employees of a vendor, contractor, or parties to subcontractors.

• Disciplinary measures for violations of the Code of Conduct by employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts could result in disciplinary action, up to and including dismissal, subject to the applicable due process as prescribed in the City's Personnel Policies and Procedures.

Solicitation Procedures

The City shall maintain administrative oversight of contractors to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders.

Acquisition of unnecessary or duplicative items must be avoided. Consideration should be given to consolidating or dividing procurements to obtain a more economical purchase.

When appropriate, an analysis of lease versus purchase alternatives and any other proper research will be made to determine the most economical approach.

To foster greater economy and efficiency, and in accordance with efforts to promote cost- effective use of shared services, the City is encouraged to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.

Procuring federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs shall be utilized.

Value engineering clauses may be used in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at an overall lower cost.

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29 Contracts shall only be awarded to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement.

Consideration will be given to such matters as contractor integrity, public policy compliance, proper classification of employees (see the Fair Labor Standards Act, 29 U.S.C. 201, chapter 8), past performance record, and financial and technical resources.

Records will be maintained sufficient to detail the history of procurement. These records will include but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. The City Clerk will be the repository for said records and shall be maintained for no less than seven (7) years.

Time and material-type contracts (open-ended) may be used only after determining that no other contract is suitable. A time and material type contract means a contract where the cost to the City is the sum of the actual cost of materials and direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expenses, and profit. Each time and material contract will set a ceiling price the contractor exceeds at its own risk. A higher degree of oversight is required to reasonably ensure that the contractor uses efficient methods and adequate cost controls.

The City alone will be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. These issues include but are not limited to source evaluation, protests, disputes, and claims. These standards do not relieve the City of any contractual responsibilities under its contracts. The Federal awarding agency will not substitute its judgment for that of the City unless the matter is primarily a federal concern. Violations of law will be referred to the local, state, or federal authority having proper jurisdiction.

Competition

All procurement transactions must be conducted to provide complete and open competition. To ensure objective contractor performance and eliminate unfair competitive advantage, contractors who develop or draft specifications, requirements, statements of work, and invitations for bids or proposals will be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include, but are not limited to:

• Placing unreasonable requirements on firms in order for them to qualify to do business

• Requiring unnecessary experience and excessive bonding

• Noncompetitive pricing practices between firms or between affiliated companies

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City of Indian Wells
Fiscal Policies and Procedures Manual

30 • Noncompetitive contracts to consultants that are on retainer contracts

• Organizational conflicts of interest

• Specifying only a brand name product instead of allowing an equal product to be offered and describing the performance or other relevant requirements of the procurement

• Any arbitrary action in the procurement process

For Federal awards prior to October 1, 2024, procurements shall be conducted in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or en courage geographic preference. Nothing in this Section preempts state licensing laws. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion, provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.

All solicitations will clearly and accurately describe the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features that unduly restrict competition. The description may include a statement of the qualitative nature of the material, product, or service to be procured. When necessary, it must set forth those minimum essential characteristics and standards to which it must conform to satisfy its intended use. Detailed product specifications should be avoided if possible. When it is impractical or uneconomical to clearly and accurately describe the technical requirements, a brand name or equivalent description may be used to define the performance or other relevant procurement requirements. The specific features of the named brand which offers must meet must be clearly stated.

Bids and proposals shall identify all the requirements the offerors must fulfill and all other factors to be used in evaluating bids or proposals.

The City shall ensure that all prequalified lists of persons , firms, or products used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. The City shall not preclude potential bidders from qualifying during the solicitation period.

Methods of Procurement - The thresholds below are federal. If City thresholds are lower, the more restrictive requirement shall govern, notwithstanding the provisions herein.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

31 Informal Procurement Methods. When the value of the procurement for property or services under a federal award does not exceed the Simplified Acquisition Threshold (SAT) (e.g., currently set at purchases of $250,000 or less) or a lower threshold established by the City, formal procurement methods are not required. The City may use informal procurement methods to expedite the completion of its transactions and minimize the associated administrative burden and cost. The informal methods used for procurement of property or services at or below the SAT include:

Micro-purchase: Purchases of supplies or services where the aggregate dollar amount does not exceed $10,000, or the current limitation set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1, where this threshold is periodically adjusted for inflation, may be awarded without soliciting competitive quotations if the City considers the price to be reasonable based on research, experience, purchase history or other information and documents it files accordingly. To the extent practicable, the City must distribute micro-purchases equitably among qualified suppliers.

Small purchase: Purchases of property or services up to the Simplified Acquisition Threshold (SAT), which is currently $250,000. Price quotations must be received from no less than three (3) sources.

Formal Procurement Methods: When the value of the procurement for property or services exceeds the SAT or a lower threshold established by the City, formal procurement methods are required. Formal procurement methods require following documented procedures. Formal procurement methods also require public advertising unless noncompetitive procurement can be used in accordance with the below. The following formal methods of procurement are used for the procurement of property or services above the SAT or a value below the SAT the City determines to be appropriate:

Sealed bid: Under this purchase method, formal solicitation is required. The fixed price (lump sum or unit price) is awarded to the responsible bidder who conformed to all material terms and is the lowest price. This method is the preferred procurement method for construction contracts. For sealed bidding to be feasible, there must be:

• A complete, adequate, realistic specification or purchase description is available.

• Two or more responsible bidders are willing and able to compete effectively for the business.

• The procurement lends itself to a firm-fixed-price contract, and the successful bidder selection can be made principally based on price.

If this method is used, the following requirements shall apply:

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

32 • The invitation for bids will be publicly advertised and must be solicited from an adequate number of known suppliers, providing them with sufficient response time before opening the bids.

• The invitation for bids, which will include any specifications and pertinent attachments, must define the terms of services for the bidder to respond appropriately.

• All bids will be publicly opened at the time and place prescribed in the invitation for bids.

• A firm-fixed-price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts will only be used in determining which bid is the lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of.

• Any or all bids may be rejected if there is a sound documented reason.

Competitive proposals: This procurement method requires formal solicitation, fixed- price, or cost-reimbursement contracts and is used when unsuitable sealed bids. If this method is used, the following requirements apply:

• Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical.

• Proposals must be solicited from an adequate number of qualified sources.

• The methods for conducting technical evaluations of the proposals received and selecting recipients may include, but are not limited to, oral interviews, references, past performance, availability to perform work, and certifications as determined by project scope.

• Any response that takes exception to any mandatory items in this proposal process may be rejected and not considered.

• Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and,

• Competitive proposal procedures may be used for qualifications­ based procurement of architectural/engineering (A/E) professional services whereby

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

33 competitors' qualifications are evaluated, and the most qualified competitor is selected, subject to fair and reasonable compensation negotiation. The method, where the price is not used as a selection factor, can only be used to procure A/E professional services. It cannot be used to purchase other types of services, though A/E firms are a potential source to perform the proposed effort.

Noncompetitive Procurement: Noncompetitive procurement can only be awarded when one or more of the following criteria are met:

• The acquisition of property or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold.

• The item is available only from a sole source.

• The public exigency or emergency for the requirement will not permit a delay resulting from the competitive solicitation.

• The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-federal entity; or

• After solicitation of several sources, competition is determined to be inadequate.

Contract Cost and Price: A cost or price analysis shall be performed in connection with every procurement action in excess of the Simplified Acquisition Threshold (currently $250,000), including contract modifications. The method and degree of analysis are dependent on the facts surrounding the particular procurement situation, but as a starting point, independent estimates shall be made prior to receiving bids and proposals.

For Federal awards prior to October 1, 2024, profit shall be negotiated as a separate element of the price for each contract in which there is no price competition and, in all cases, where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

Costs or prices based on estimated costs for contracts under the federal award are allowable only to the extent that costs incurred, or cost estimates included in negotiated prices would be acceptable for the City under Subpart E- Cost Principles of Part 200- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The cost plus a percentage of cost and construction cost contracting methods shall be used.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

34 Federal Awarding Agency or Pass-Through Entity Review: The City shall make available, upon request of the federal awarding Agency or pass-through entity, technical specifications on proposed procurements where the federal awarding Agency or pass - through entity believes such review is needed to ensure that the item or service specified is the one being proposed for acquisition. This review will generally take place before the specification is incorporated into a solicitation document. However, if the City desires to have the review accomplished after a solicitation has been developed, the Federal awarding agency or pass-through entity may still review the specifications, with such review usually limited to the technical aspects of the proposed purchase.

The City will make available upon request for the Federal awarding agency or pass- through entity pre-procurement review, procurement documents, such as requests for proposals or invitations for bids, or independent cost estimates, when:

• Procurement procedures or operations fail to comply with the procurement standards in this part.

• The procurement is expected to exceed the Simplified Acquisition Threshold (currently $250,000). It is to be awarded without competition, or only one bid or offer is received in response to a solicitation.

• The procurement, expected to exceed the Simplified Acquisition Threshold, specifies a "brand name" product.

• The proposed contract is more than the Simplified Acquisition Threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or

• A proposed contract modification changes the scope of a contract or increases the contract amount by more than the Simplified Acquisition Threshold.

The City is exempt from the pre-procurement review in the paragraph above of this Section if the Federal awarding agency or pass-through entity determines that its procurement systems comply with the standards of this part.

The City may request that its procurement system be reviewed by the federal awarding Agency or pass-through entity to determine whether its system meets these standards in order for its system to be certified. Generally, these reviews must occur where there is continuous high-dollar funding, and third-party contracts are awarded on a regular basis.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

35 The City may self-certify its procurement system. Such self-certification must not limit the federal awarding Agency's right to survey the system. Under a self -certification procedure, the Federal awarding agency may rely on written assurances from the City that it is complying with these standards. The City must cite specific policies, procedures, regulations, or standards as following these requirements and have its system available for review.

Bonding Requirements: For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold (currently $250,000), the federal awarding or pass-through entity may accept the bonding policy and requirements of the City provided that the federal awarding Agency or pass-through entity has determined that the federal interest is adequately protected. If such a determination has not been made, the minimum requirements must be as follows:

• A bid guarantee from each bidder is equivalent to five percent (5°/o) of the bid price. The bid guarantee must consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified.

• A performance bond on the contractor's part for 100 percent (100°/0) of the contract price. A performance bond is executed with a contract to secure the fulfillment of all the contractor's obligations under such a contract.

• A payment bond on the contractor's part for 100 percent (100°/o) of the contract price. A payment bond is executed in connection with a contract to assure payment as required by the law of all persons supplying labor and material to execute the work provided for in the contract.

Contract Provisions: The City’s contracts shall contain the applicable provisions described in Appendix II to Part 200 – Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.

Contracting with small businesses, minority businesses, women's business enterprises, veteran-owned businesses, and labor surplus area firms: When possible, the City should ensure that small businesses, minority businesses, women's business enterprises, veteran-owned businesses, and labor surplus area firms are considered as set forth below:

• These business types are included on solicitation lists

• These business types are solicited whenever they are deemed eligible as potential sources.

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City of Indian Wells
Fiscal Policies and Procedures Manual

36 • Dividing procurement transactions into separate procurements to permit maximum participation by these business types.

• Establishing delivery schedules (for example the percentage of an order to be delivered by a given date of each month) that encourage participation by these business types.

• Utilitzing organizations such as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce

• Requiring a contractor under a Federal award to apply this section to subcontracts.

Domestic Preferences for Procurements.

As appropriate and to the extent consistent with law, the City should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this Section must be included in all sub-awards, including all contracts and purchase orders for work or products under this award.

For purposes of this Section:
• "Produced in the United States" means, for iron and steel products, all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.
• "Manufactured products" means items and construction materials composed in whole or part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, optical fiber; and lumber.

Procurement of Recovered Materials.

For procurements covered under these procedures, 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. In accordance with these requirements, the City shall only procure items designated in the 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; 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. This requirement applies to purchases of items

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

37 when the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeds $10,000.

The City and its contractors should, to the greatest extent practicable and consistent with law, purchase, acquire, or use products and services that can be reused, refurbished, or recycled; contain recycled content, are biobased, or are energy and water efficient; and are sustainable. This may include purchasing compostable items and other products and services that reduce the use of single-use plastic products. See Executive Order 14057, section 101, Policy.

Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment.

The City shall not allow contractors to contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system or as critical technology as part of any system funded under this contract. As described in Public Law 115–232, section 889, covered telecommunications equipment is produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).

See 2 CFR §200.216.

Costs

The following Section outlines the allowable costs for grants, contracts, and sub­awards.

The policy is justified by the requirement of the Code of Federal Regulations (CFR) Title 2 Grants and Agreements, Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, commonly known as Uniform Grant Guidance (UGG). It provides the essential criteria to determine direct allowable and indirect allocable costs on federally funded programs regardless of the funding agency sponsoring them. The City shall adhere to the UGG Administrative Requirements as updated.

Payment- Generally, the City receives payments of federal award funds on a reimbursement basis. In some cases, the City may receive an advance of federal grant funds.

• Reimbursements
o The City will request reimbursement for actual expenditures incurred under federal grants at least quarterly or more often as deemed appropriate.

o Reimbursement requests will be submitted with appropriate documentation and signed by the City's designated representative. All reimbursements are based on actual disbursements, not on obligations.

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Fiscal Policies and Procedures Manual

38 o The City will maintain supporting documentation of federal expenditures (invoices, payroll records) and make such documentation available to awarding agencies upon request.

• Advances
o When the City receives advance payments of federal grant funds, it must minimize the time elapsing between the transfer of funds from the United States Treasury or the pass-through entity and the disbursement of those funds on allowable costs of the applicable federal program. (2 CFR 200.305)

o To the extent available, the City will disburse funds from program income (including repayments to a revolving fund), rebates, refunds, contract settlements, audit recoveries, and interest earned on such funds before requesting additional cash payments. (2 CFR 200.305)

o The City will maintain advance payments of federal awards in insured, interest-bearing accounts whenever not precluded by the Federal award grant guidance or when exceptions per 2 CFR 200.305(8) do not apply. The City may retain annual interest amounts of up to $500 for administrative expenses. Any additional interest earned on Federal advance payments deposited in interest-bearing accounts must be remitted annually to the Department of Health and Human Services Payment Management System (PMS) through an electronic medium using an Automated Clearing House (ACH) network or a Fedwire Funds Service payment. [2 CFR 200.305(9)]

Allowable Costs - 2 CFR, part 200, subpart E, Cost Principles identifies direct and indirect costs that can be charged to federal awards; it also identifies those costs that cannot be charged to grant agreements and are considered unallowable expenses. The City adopts the five tests provided by this regulation to determine the allowability of costs applied to federally funded services:

• Reasonability: For a cost to be considered reasonable, it must be necessary for the fulfillment of the grant objective, acquired by means consistent with federal and state laws and regulations and consistent with City policies and practices.

• Allocability: A cost is allocable to a program if the goods/services involved are charged in accordance with the relative benefits received by that program. To be considered allocable, a cost must be incurred solely to advance the work under the sponsored program or benefit both the sponsored program and other programs of the City in proportions that can be approximated through the use of

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

39 the City cost allocation methods not to exceed the limit imposed by the grant agreements.

• Consistency: Similar costs are treated as direct or Facilities and Administration (F & A) costs when incurred in like circumstances. Costs generally charged as a direct cost to a sponsored program should not be included as F&A costs on other projects when incurred for the same purposes. Where the City treats a particular type of cost as a direct cost of sponsored programs, all costs incurred for the same purpose in like circumstances shall be treated as direct costs of all other activities of the City.

• Limitation: Cost must conform to any limitations or exclusions in the sponsored agreement.

• Documentation: Cost must be adequately documented.

Expenditures must be aligned with approved budgeted items. Any deviation from the approved award budget will require prior approval from the awarding Agency. Allowability of costs will be determined prior to obligating and spending federal funds on a proposed good or service. State and City rules or policies must also be considered. Whichever allowability requirements are stricter will govern whether a cost is allowable.

Except where otherwise authorized by statute, costs must meet the following general criteria in order to be allowable under Federal awards per 2 CFR 200.403:

• Be necessary and reasonable for the Federal award's performance and be allocable under these principles.

• Conform to any limitations or exclusions set forth in these principles or the Federal award as to types or amount of cost items.

• Be consistent with policies and procedures that apply uniformly to the City's federally financed and other activities.

• Be accorded consistent treatment. A cost may not be assigned to a Federal award as a direct cost if any other cost incurred for the same purpose in the circumstances has been allocated to the Federal award as an indirect cost.

• Not be included as a cost or used to meet cost sharing or matching requirements of any other federally financed program in the current or a prior period. Also, reference § 200.306, Cost sharing or matching, paragraph (b).

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

40 • Be adequately documented. Also, reference §§ 200.300, Statutory and national policy requirements, through 200.309, period of performance, of 200 CFR Part 200.

Direct Costs - Direct costs can be explicitly identified with a particular award. Costs that can be directly assigned to an activity with high accuracy will be directly imputed to that activity. Identification with the grant rather than the nature of the goods and services involved is the determining factor in distinguishing direct from indirect F&A costs of grant agreements. Examples of some of the costs charged directly include:

• Personnel salaries/fringe benefits

• Capital expenditures

• Software

• Consultants

• Equipment

• Materials and supplies

Facilities and Administrative Costs (Indirect/Overhead Costs) - Costs incurred for common or joint objectives that cannot be explicitly identified with a sponsored program are treated as indirect costs. Examples of indirect costs include:

• Utilities

• Maintenance and operation

• Building and equipment expenses

• Administrative costs

Most grant agreements include a percentage of the direct cost to cover these charges, known as the Facilities and Administrative Cost Rate (F&A), which refer to individual grant agreement guidelines for indirect cost rates. Federal regulations limit instances where administrative costs can be charged directly to grants and contracts. An exception may be made if there is extensive use of such expenses, the expenses have been appropriately justified/documented in the grant/contract proposal, and they have been approved as a direct cost by the appropriate federal Agency.

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

41 Examples below list the types of expenses that are generally not allowable as a direct cost:

• Administrative and clerical salaries and wages

• Printing and copying costs

• Office supplies

• Postage and mail

• Telephone and internet

15. Cash Receipts
Checks and cash received should be given to the Finance Department with a specific description and the proper account coding on the day received. City employees should not hold cash and checks overnight. The cash register maintains a $100 change drawer.

The register is closed out daily and stored in the City’s vault.

City funds shall be deposited upon the aggregate receipt of $50,000 in cash and checks.

A deposit is required on the last day of each month , regardless of the funds collected.

The deposit and reconciliation of funds shall be conducted under the internal control procedures established by the Finance Department. The Finance Department will prepare and deliver the deposit to the bank.

16. Billing for Services
The Finance Department shall invoice individuals and companies for services rendered or damage to City property. In cases where a permit fee or deposit is required, the payment shall be made before the issuance of said permit or performance of other City services.

If the payment on an invoice is not received after 30 days, a delinquent notice shall be mailed requesting immediate payment. Those invoices remain ing unpaid after 90 days may be referred to collections. When payment is received, a copy of the receipt shall be attached to the invoice. The receipt and applicable backup are filed in the revenue file for the appropriate vendor.

17. Refundable Deposits

Deposits or disbursements of refundable deposits shall be directed by the appropriate Department requiring the deposit. All refundable deposits shall be placed in the Special Deposits Fund upon receipt. A “Refundable Deposit” form must be completed and

Council Agenda- January 15, 2026

City of Indian Wells
Fiscal Policies and Procedures Manual

42 submitted to the Finance Department staff responsible for receipting the deposit. The form will be validated upon receipt of monies. The Finance Department shall reconcile the Special Deposits Fund every quarter. The Finance Department shall notify the appropriate Department of the status and aging of refundable deposits held by the City.

18. Claims and Demands Upon the City

Claims against the City seeking money or damages are governed by the Government Claims Act (Government Code sections 810 to 998.3) and Chapter 3.20 of the City’s Municipal Code. For such claims received by the City under $25,000, but not subject to coverage by the California Joint Powers Insurance Authority, the City Manager is authorized to handle the claim, including, among other things, reviewing the claim for sufficiency and rejecting, accepting, or settling the claim.

Council Agenda- January 15, 2026

Annual Reimbursement Review
M&IE breakdowns
The meals and incidental expense (M&IE) breakdowns in the tables below are provided should federal travelers need to deduct meals furnished by the government or included in a registration fee from their M&IE allowance consistent with Federal Travel Regulation 301-11.18. Meals provided by a common carrier or a complimentary meal provided by a hotel/motel do not affect per diem (301-11.17).

M&IE total Breakfast Lunch Dinner Incidental
expenses
First and last day of travel
$68 $16 $19 $28 $5 $51.00
$74 $18 $20 $31 $5 $55.50
$80 $20 $22 $33 $5 $60.00
$86 $22 $23 $36 $5 $64.50
$92 $23 $26 $38 $5 $69.00
ATTACHMENT #2

Council Agenda- January 15, 2026

Total Breakfast Lunch Dinner Incidental
Breakfast
Burrito & drip
coffee plus tax
and tip)
(Burger &
drink plus
tax and tip)
(Salmon
Salad &
drink plus
tax and tip)
Hyatt - Camocha & Camino Market 131$ 25$ 45$ 56$ 5$ Avocado & drip
coffee plus tax
and tip)
Turkey Club
& Soup &
drink plus
tax and tip
(Roasted
Chicken &
drink plus
tax and tip)
Omni Rancho Las Palmas 166$ 35$ 57$ 69$ 5$ *No Alcohol, No sides, No desert

Council Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, Finance Director
Subject: Adoption of Updated Resolution Authorizing Positions of City Warrant Signatures

RECOMMENDED ACTIONS:

Council ADOPTS Resolution amending the Authorizing Positions of City Warrant Signatures; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

BACKGROUND:

Resolution No. 91‑65, adopted in 1991, established the specific positions authorized to sign City warrants and the procedures for warrant issuance. A recent staff review determined that the City’s practices had diverged from the procedures outlined in the 1991 resolution. In addition, subsequent changes in banking protocols, including updated signature verification processes, electronic funds transfer requirements, and anti -fraud controls, have rendered portions of the old language obsolete or impractical.

The primary purpose of the proposed resolution is to modernize and simplify the City’s warrant signature process while maintaining appropriate internal controls. Key elements of the update include:

1. Authorized Positions: Section 1 is amended to authorize the City Manager and the Finance Director, acting jointly, to sign City warrants. Each warrant shall require the approval and signature of both authorized officials to ensure appropriate oversight and segregation of duties.

The updated resolution permits the use of secure electronic or authorized facsimile signatures for City warrants, provided such signatures comply with all applicable banking requirements, internal control procedures, and the dual-approval requirement set forth herein.

Council Agenda- January 15, 2026

Upon the advice of the City’s Auditor, this update is consistent with warrant -signing practices utilized by comparable California cities and reflects current best practices in municipal financial management, internal controls, and audit compliance.

2. Repeal of Outdated Language: Resolution No. 91‑65 is repealed because its procedures are no longer followed in practice and are inconsistent with modern banking protocols.

3. Enhanced Banking Controls: The Finance Department has implemented updated banking controls, including:

a. Dual verification of all warrant transactions through the City’s banking system.

b. Segregation of duties between warrant preparation, approval, and reconciliation.

c. Enhanced electronic audit trails and transaction monitoring to reduce the risk of fraud.

d. Implementation of daily account reconciliation and periodic internal reviews to ensure compliance.

These enhancements align the City’s warrant authorization procedures with current best financial practices and reduce administrative complexity without compromising internal controls.

FISCAL IMPACT:

No fiscal impact is anticipated.

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 the ordinance 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.

Council Agenda- January 15, 2026

ATTACHMENTS:

1. Resolution

Council Agenda- January 15, 2026

RESOLUTION NO. 2026-__

A RESOLUTION OF THE CITY OF INDIAN WELLS, CALIFORNIA,

IDENTIFYING POSITIONS AUTHORIZED TO SIGN CITY

WARRANTS AND OUTLINING THE PROCEDURES THEREOF
WHEREAS, the City Council of the City of Indian Wells finds and determines that it is in the best interests of the City and its financial controls to designate specific positions authorized to sign City warrants and to establish the procedure thereof; and WHEREAS, the City Council desires to repeal prior Resolution No. 91‑65 and replace it with the current direction consistent with sound financial practices; and

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

SECTION 1. City warrants shall require two (2) signatures, which shall consist of the City Manager and the Finance Director. No other City officials or employees are authorized to sign City warrants.

SECTION 2. The signatures identified in Section 1 may be applied using secure electronic or authorized facsimile signatures, consistent with current banking procedures and internal controls.

SECTION 3. The City of Indian Wells Resolution No. 91-65 is hereby repealed.

SECTION 4. This Resolution shall take effect immediately upon its adoption.

PASSED, APPROVED, AND ADOPTED by the City of Indian Wells, California, at an adjourned regular meeting held on the 15th day of January 2026. ________________________________
DR. TOPER TAYLOR
MAYOR
ATTACHMENT #1

Council Agenda- January 15, 2026

CERTIFICATION FOR RESOLUTION NO. __

I, Angelica Avila, City Clerk of the City of Indian Wells, California, DO HEREBY CERTIFY that the whole number of the members of the City of Indian Wells is five (5); that the above and foregoing Resolution was duly and regularly passed and adopted at an adjourned regular meeting of the City of Indian Wells on the 15th day of January 2026, 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 Agenda- January 15, 2026

INDIAN WELLS CITY COUNCIL
January 15, 2026

To: City Council
From: Finance Department
Prepared by: Amy Dallosta, Accountant
Subject: City Treasurer’s Report for October 2025

RECOMMENDED ACTIONS:

Council RECEIVES and FILES the City Treasurer’s Report for October 2025; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

DISCUSSION:

This report comprehensively analyzes the City of Indian Wells' cash and investment position as of October 31, 2025. The city maintains a robust investment strategy, focusing on prudence, liquidity, and compliance with legal requirements. The Treasurer's certification ensures adherence to the city's investment policy and compliance with the State of California Government Code section 53600.

Financial Snapshot:

As of October 31, 2025:

 Total cash and investments: $81,384,721.22
 Portfolio rate of return: 3.438%

Treasurer's Certification:

The City Treasurer certifies:
 Compliance with the city's investment policy and legal requirements.  Adequate liquidity to meet financial obligations for the next six months, ensuring static and dynamic liquidity.

Council Agenda- January 15, 2026

Fiscal Prudence:

Aligned with fiduciary duty, the city adheres to a prudent investment approach, considering economic conditions and anticipated needs. Investments are guided by a written policy emphasizing safety, liquidity, and yield.

BACKGROUND:

The Treasurer's Report provides a monthly update on cash activity and the investment portfolio, ensuring reconciliation with the General Ledger. Investments align with the city's investment policy and State legislation, covering U.S. treasuries, federal ag ency securities, corporate notes, municipal bonds, CDs, and overnight cash investments.

Investment Strategy:

The city's investment portfolio is designed to achieve a market rate of return within risk constraints. Diversification across institutions, security types, and maturities maximizes safety and yield amid changing market conditions.

FISCAL IMPACT:

The investment portfolio generated $332,769.56 in earnings for October 2025. The investment strategy aims for consistent returns throughout budgetary and economic cycles, reflecting prudent risk management. Moreover, the strategy's success in consistently generating returns reflects its adaptability to changing market conditions. As economic cycles fluctuate, the city's investment approach remains resil ient, adjusting to dynamic financial landscapes to optimize safety and yield.

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. City Treasurer’s Report

Council Agenda- January 15, 2026

NET CASH & INVESTMENT SUMMARY OCTOBER 2025
ocr
2025
ocr
2024UNRESTRICTED FUNDS

GENERAL FUND
101- GENERAL

TOTAL GENERAL FUND

RESTRICTED FUNDS

SPECIAL REVENUE FUNDS
202 - TMFFIC SAFETY
203 - PUBLIC SAFETY 1/2 CENT SALES TAX
204 - MEASURE'A"
209 - F.A.M.D. #1
210 - SCAQMD (VEHICLE REG.)
211 - AB 3229 COPS FUNDING
214 - GAS TAX 2103 MAINTENANCE
215 - GAS TAX 2105 MAINTENANCE
216 - GAS TAX 2106 CONSTRUCT/MAINT
217 - GAS TAX 2107 MAINTENANCE
218 - GAS TAX 2107,5 ENG./ADMIN
219 - GAS TAX RMRA
228. EMERG. UPGMDE SERVICES
247 - AB 939 RECYCLING FUND
248 - SOLID WASTE
251 - STREET LIGHNNG DISTRICT 2OOO-1
253- INDIAN WELLS VILLAS OPEMTIONS
254- MOUNTAIN VIEW VILLAS OPERATIONS
256- HOUSING AUTHORITY
271 - ELDORADO DRIVE LLMD
272 . MONTECTTO/STARDUST LLMD
273 - CASA DOMDO LLMD
274 -THE COVE LLMD
27s - SH 1l1/IWGR (ENTMNCE) LLMD
276. CLUBIIW LANE LLMD
277. COLONY LLMD
278 - COLONY COV ESTATES LLMD
279 - DESERT HORIZONS LLMD
280 - MOUNTAIN GATE LLMD
281 - MOUNTAIN GATE ESTATES LLMD
282 - VILLAGIO LLMD
283 - VAIDYA LLMD
284 - CLUB, SOUTH OF 111 LLMD
285 - MONTELENA LLMD
286 - SUNDANCE LLMD
287 - PROVINCE LLMD
288 - PROVINCE DBAD

TOTAL SPECIAL REVENUE FUNDS

CAPITAL PROJECT FUNDS
310 - PARK FACILMES FEES
311 . TRANSPORTATION FACILMES FEES
313 - RECREATION FACILITIES FEES
314 - PARK-IN-LIEU FEES
315 - CITYWIDE PUBLIC IMPROVEMENT FEE
316 - CAPITAL IMPROVEMENT
319 - ART IN PUBLIC PLACES
321 - HIGHWAY 111 CIRCULATION IMP FEE

TOTAL CAPITAL PROJECT FUNDS
$1 998.89 $ 20,359,230.97
L2,452,998.89

0.00 0,00
0,00
7rr,792.67
19,905.74
0,00

0.00 0.00
0,00

0.00 0.00
42,554.70
6,804,706.74
220,793.27
81,291.51
22,847.99
2t7,9r7.8r
237,154.64
732,r90.69
110,208.38
26,902.32
4,r94.68
3,666.36
436,735.58
76,943.61
r32,062.14
62,t98.78
tL7,26t.39
131,139.53
56,274.60
289,040.04
46,089.05
45,325.9L
135,650.02
1,355,08
88,855.03
634.080.68
20,359,23O.97
10,737.65
6,739.04

14.00 719,893,61
17,240.23
4t,012.46
2,373.68

0.00 57.2t

19.30 32t.67

8.00 4,730,726.40
229,238.5r
90,898.03
t9,648.74
184,390.56
282,151.44
363,778.57
98,353.63
15,890.43
4,t53.24
2,834.20
364,106.62
42,855.25
tLz,705.97
53,951.70
85,122.28
t09,471.32
48,429.3t
248,943.t5
40,L63.47
35,461.09
101,325.18
3,097.22
r02,34t.77
593,rr2.07
8,761,567.OO

0.00 0,00
0,00

0.00 0.00
8,t75,465.22
677,458.30

0.00@
11,489,138.94
0,00

0.00 0.00

0.00 0.00
L4,195,902.94
794,09r.r9

0.00 U:\bank\Treasureis Report\Cash-2025Oct 25
14,989,994.13

3.30 PM'U7t2026
ATTACHMENT #1

Council Agenda- January 15, 2026

CITY OF INDIAN WELLS
NET CASH & INVESTMENT SUMMARY OCTOBER 2025
PAGE 2
RESTRICTED FUNDS (Cont.r

REPLACEMENT FUNDS
326 - BUILDINGS CAPIIAL RESERVE
327 - BRIDGES CAPITAL RESERVE
328 - MEDIANS & PARKWAYS CAPITAL RESERVE
329 - STORM DMINS CAPITAL RESERVE
330 - TMFFIC SIGNALS CAPITAL RESERVE
331 - TECHNOLOGY CAPITAL RESERVE
332 - CITY STREETS CAPTTAL RESERVE
333 - CITY VEHICLES CAPTTAL RESERVE
350 - DISASTER RECOVERY RESERVE

TOTAL REPLACEMENT FUNDS

SUCCESSOR AGENCY FUNDS
453 - DEBT SERVICE
456 - RDA OBLIGATION RETIREMENT

TOTAL SUCCESSOR AGENCY FUNDS

FINANCING AUTHORITY FUNDS
460 - INDIAN WELLS FINANCING AUTHORITY

TOTAL FINANCING AUTHORITY FUNDS

ENTERPRISE FUNDS
560 - INDIAN WELLS GOLF RESORT

TOTAL ENTERPRISE FUNDS

INTERNAL SERVICE FUNDS
601 - INTERNAL TRUST FUND

TOTAL INTERNAL SERVICE FUNDS

TRUST &AGENCY FUNDS
732 - SPECIAL DEPOSITS

TOTAL TRUST & AGENCY FUNDS

TOTAL ALL FUNDS

FISCAL AGENTS
253 - INDIAN WELLS VILLAS
254 - MOUNTAIN VIEW VILLAS
453 - US BANK TRUSTEE - SUCCESSOR AGENCY DEBT SERVICE
460 - US BANK - INDIAN WELLS FINANCE AUTHORITY
560 - INDIAN WELLS GOLF RESORT
601 - INTERNAL TRUST FUND

TOTAL FISCAL AGENTS

TOTAL ALL FUNDS & FISCAL AGENTS
ocT
2025
ocr
2024
2,843,037.80
2,620,938.00
2,216,683.07
L,435,947.00
1,293,309.00
1,236,525.00
19,650,030.00
775,966.00
2,424,275.80
2,2,r3,722.00
1,830,483.07
1,090,336.00
955,1 17.00
901,285.00
18,357,507.00
464,667.00
615,443.0092r554.00
32,993,989.87
155,348,43

0.00 28,852,835.87
53,965.43

0.00 155,348.43 53,965.43

54.374 .39 584,955.75
54,374.39
4,816,820.31
4,8L6,82O,31
584,955.75
L,2r5,212.20
L,2L5,212.20
.411.83
4,055,411.83
376.644.43
2,544,372.06
8 72r..22
376F44.43
852.45
550,852.45

15.257
98,590.56
L45,075.63
Lr,332.36
2,347,850.3r
3,553,603.77
73,063.69
224,684.49
4,52r.25
6,385,030.32
1,582,609.25
6,76r,457.04 11,31 4.101.51
t2t9t7po9.67
$ 94.302,630.89
19,584,010.51
U:\bank\Treasurer's Report\Cash-2025Oct 25 3:3o PM1n12026

Council Agenda- January 15, 2026

CiW of Indian Wells
Bank Reconciliation Report - CiW Held Cash
1 2
3 6
7I
9 10
19 2L
23 548
550
557
558
561
562
573
574
575
585
585
547
588
589
590
591
592
597
598
s99
607
609
Western Bank - Sweep
Pacific Western Bank - Accts. Payable **-**3411
Pacific Western Bank - Payroll **-**1752
Pacific Western Bank - Ambulance *4-****7937
Pacific Western Bank - Public Funds MMA **-****5064
US Bank Money Market - Investment
US Bank Money Market - 4590
US Bank Money Market - 4591
PeW Cash

0.00 0.00

0.00 218,507.45

0.00 2,227,902.09
7 ,627,349.37
2,000.00
City 98-33-3,392,755.85

0.00Local Aqency Investment Fund - RDA 65-33-007
3,392,755,45
of
Certif icate of Deposit-Toyota Sqs Bank 89235MKY6
Certificate of Deposit-Greenstate Credit Union 395731811 Certificate of Deposit-Pentagon Federal Credit Union 709621451 Certificate of Deposit-Nelnet Bank, Inc 64034KAG6
Certificate of Deposit-Beal Bank 07371AYE7
Certificate of Deposit-Beal Bank USA 07371CE88
Certificate of Deposit-Capital One NA 1'l042RUl8
Certificate of Deposit-Austin Telco Fed Credit Union 0523928T3 Certificate of Deposit-Synchrony Bank 87164XR65
Certificate of Deposit-Liberty First Credit Union 530520AK1 Certificate of Deposit-First Guaranty Bank Hammond LA
Certificate of Deposit-Medallion Bank Utah 58404DSW2
Certificate of Deposit-Pitney Bowes Bank 72'+468AG8
Certificate of Deposit-Bank Five Nine 062119CD2
Certificate of Deposit-First Foundation Bank 32026UW51
Certificate of Deposit-Summit National Bank 86616MG0
Certificate of Deposit-First National Bank of America 32110YD93 Certificate of Deposit-Morgan Stanlev Private Bank 61768ET29 Certificate of Deposit-Cross River l3ank 227563EX7
Certificate of Deposit-Universal Bank and TJust Co 97527PCF7 Certificate of Deposit-Sallie Mae 795457DM2
Certificate of Deposit-Leaders Credit Union 52171N4AN5
250,000.00
249,000.00
250,000.00
250,000.00
250,000.00
2s0,000.00
250,000.00
250,000.00
249,000.00
249,000.00
249,000.00
244,000.00
249,000.00
244,000.00
249,000.00
249,000.00
2,r4,000.00
2,14,000.00
249,000.00
2,14,000.00
249,000.00
533
s38
549
555
576
511
616
617
NA 46632FRU1
JP Morqan Chase 48128G2Q2
Bank of America MTN 06048WM31
Bank of America MTN 06048WM72
lohn Deere Capiial Coro 24427EWR6
Toyota Motor Credit Corp 89236TMK8
BMO Bank A2 06376FEC9
RBC Bank AA- 78014RM31
1,000,000.00
1,000,000.00
1,000,000.00
1,0L2,760.76
997,859.54
2,000,000.00
2,000,000.00
11,0r0,020.30
542
544
546
551
559
560
563
566
572
505
613
Fed. Farm Credit
Fed. Farm Credit Bank 3130ALI4M3
Fed. Farm Credit Bank 3130A1W67
Fed. Farm Credit Bank 3130AMW57
Fed. Home Loan Bank 3130AQWF6
Fed. Home Loan Bank 3130AQWJ8
Fed. Home Loan Bank 3130AQ255
Fed. Home Loan Bank 3130ARGE5
Fed. Home Loan Bank 3130ASS91
Fed.Home Loan Bank 313081UH8
Fed.Home Loan Bank 3130B4RS2
2,000,000.00
1,000,000.00
2,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
2,000,000.00
2,000,000.00
593
s94
610
515
Treasury Bill 91
United States Treasury Bill 912810FF0
United States Treasury Bill 91282CLK5
United States Treasury Bill 91282CH27
13,370,781.98
2,009,779.83
5,202,323.88
614 AA2 13063EHU3 s,243,955.7t
5,243,955.71
Total Pooled Cash and Investments
Fair Value Increase (over cost)(6,263
Outstanding items Warrants/Wire Transfers Oustandinq (Bank) Outgoing ACH Payments Outstandinq (GL)
Deposit in Transit
Credit Card in Transit
(2,063,283.91)
11 1,136.93
2r,730.81
22,058.69
Total outstanding ltems
Reconciled Bank Balance I ar384,72'' 22
1tl12026,3:31 PM U:\bank\bank reconciliation fy26\4-oct 25\2025-10-RPl-oct Bank Rec\oct 25 pooled-Afler Jrnl 10-1

Council Agenda- January 15, 2026

INDIAN ,. WELLS The City of lndian Wells
Portfolio Management
Portfolio Summary
October 31,2025
Market
3,392,755.85
12,650,466.03
5,500,281.45
10,950,380.00
14,868,250.00
30,905,610.00
5,222,200.00
City of lndian Wells
44-950 Eldorado Drive
lndian Wells C492210
(760)346-2489CALI FORN 1,q
lnvestments
Managed Pool Accounts - LAIF
Money Market Sweep/Checking Account
Negotiable CD's
lVledium Term Corporate Notes
Federal Agency lssues - Callables
Treasury Securities
lVlunicipal Bonds
lnvestments
Total Earnings
Current Year
Average Daily Balance
Effective Rate of Return
The
Reporting period 1 0/01 /2 025-10131 12025
Par Book
Value
3,392,755.85
12,650,466.03
5,461,000.00
1 1 ,010,020.30
15,000,000.00
30,541,144.15
5,243,955.71
o/o ol
Portfolio
Days to
Maturity
YTM
360 Equiv.

YTM
365 Equiv.

4.150

3.224

2.911

2.774

2.636

4.120

3.760
Portfolio CITY
AP
PM (PRF PMI ) 7.s.1 1
Report Ver. 7.3.'1 1
Value
3,392,755.85
12,650,466.03
5,461,000.00
1 1,000,000.00
15,000,000.00
30,000,000.00
5,000,000.00

4.07 15.19

6.56 13.22

18.01 36.66

6.30 Term
1 1
1,824
1,807
1,823
1,678

1.787
1 1
848
926
632
1,121

1.765

4.093

3.179

2.871

2.736

2.600

4.064

3.708
82,504,221.88 83,489,943.33 83,299,342.04 100.00% 1,415 814 3.391 3.438 October 31 Month Ending
285,802.04
93,510,773.97

3.60%
cash flow from revenue and maturing investments will be sufficient to cover expenditures for the next six months. All securities are "Marked-to-Market" on a monthly basis.

Run Date: 1210412025 - 18:54 No fiscal year history available Page 123 of 248 Council Agenda- January 15, 2026

The Gity of lndian Wells
Portfolio Management
Portfolio Details - lnvestments
October 31,2025

Stated YTM Days to Maturity
Book Value p2+a Fitch ?6n MrirrrifvCUSIPlnvestment #
Managed Pool Accounts - LAIF
SYS21
SY523
Average
lssuer
LAIF - City
LAIF - Redevelopment
6,s24,045.28
Pacific Western Bank
Pacifi c Western Bank-Ambulance
Pacific Western-PublicFundsMMA
US Bank Money Market
US Bank Money Market4591
US Bank Money Market4590
Pacific Western - Acct Payable
Pacif ic Western-Payroll
Union Bank-Checking
Pefty Cash
WestAmerica Bank
Subtotal and Average 24,692,645.10
Austin Telco Fed Credit Union
Bank Five Nine
Beal Bank - Plano TX
Beal Bank USA
Capital One NA
Cross River Bank
First Guaranty Bank Hammond LA
FiGt National Bank of America
First Foundation Bank
Greenstate Credit Union
Leaders Credit Union
Liberty First Credit Union
Medallion Bank Utah
Morgan Stanley Private Bank
Nelnet Bank, lnc.

Pentagon Federal Credit Union
Pitney Bowes Bank lnc.

Sallie Mae
Summit National Bank
21 23
Purchase
Date
0710112023
0710112023
07t01t2023
07t01t2023
07t01t2023
07to112023
0912112022
07t31t2023
o2123t2022
o2t2312022
09t2112022
o3t0712024
0811112023
08t16t2023
08t1612023
06t16t2021
o813012024
08t11t2023
07t31t2023
0310612024
0210212022
0912912021
07t31t2023
0712612024
o811612023
Par Value
3,392,755.85
3,392,75s.85
2,580,707.12

0.00 218,507.45

0.00 7 ,627,349.37
2,221,902.09

0.00 0.00

0.00 2,000.00

0.00 12,650,466.03
250,000.00
249,000.00
250,000.00
250,000.00
250,000.00
244,000.00
249,000.00
249,000.00
244,000.00
250,000.00
249,000.00
249,000.00
249,000.00
244,0OO.O0
2s0,000.00
249,000.00
244,000.00
244,000.00
249,000.00
Market Value
3,392,755.85

0.00 3,392,75s.85
2,580,707.12

0.00 218,507.45

0.00 7,627,349.37
2,221,902.O9

0.00 0.00

0.00 2,000.00

0.00 12,650,466.0s
250,557.50
254,201.61
244,450.00
244,450.O0
250,997.50
248,021.12
254,229.00
258,051 .15
248,697.O0
245,635.00
251,315.70
256,885.83
253,591 .56
248,779.96
243,367.50
242,812.35
24A343.2O
248,623.80
256,255.86
3,392,755.85

0.00 3,392,755.8s
2,580,707.12

0.00 218,507.45

0.00 7,627 ,349.37
2,221,902.O9

0.00 0.00
2,000.00

0.00 12,650,466.03
250,000.00
249,000.00
250,000.00
250,000.00
250,000.00
244,000.00
249,000.00
249,000.00
244,000.00
250,000.00
249,000.00
249,000.00
249,000.00
244,000.00
250,000.00
249,000.00
244,000.00
244,000.00
249,000.00

0.250

4.420

3.970

4.000

0.00 0.200

0.00 4.150

0.233

4.093

0.230

4.093

3.179
Subtotal and Average
Money Market Sweep/Checking Account
SYSl
SYS6
SYST
SYSS
SYS1O
SY59
SYS2
SYS3
SY54
SYS19
SYS5
Negotiable GD's
0523928T3
062119CD2
073714YE7
07371 CE88
14042RUJ8
227563EX7
3204374D8
321 1 0YD93
32026UW51
39573L8L1
521 71 MANs
530520AK1
58404DSW2
61 768ET29
64034KAG6
709621AS1
724468AG8
295451 DM2
86616RAG0
,1
6 7
It
10 o
2 J
4 lo
5 574
589
561
562
573
598
586
EO?
s90
550
609
585
587
597
558
557
588
607
591
o.247

0.000

4.359

0.000

3.916

3.945

0.000

0.000

0.197

0.000

0.000

3.800

4.500

1.900

1.900

3.900

4.250

4.500

4.450

4.450

0.900

4.000

4.700

4.400

4.350

1.500

0.900

4.400

4.300

4.500

3.748

4.438

1.874

1.a74

0.000

4.192

4.438

4.394

0.000

0.888

3.945

4.641

4.406

4.290

1.479

0.888

0.000

4.241

4.443
689 09t2112027
1,000 07t2812028
473 02117DO27
473 0211712027
689 0912112027
1,222 0310712029
1,007 08tO412028
1,018 0811512028

1.012 08tO912028
227 06t16t2026
1,398 08/30/2029
1,010 0810712028
1,003 0713112028
1,221 0310612029
458 0210212027
332 09t2912026
1,003 0713112028
1,361 0712412029
1,013 08t10t2028
Portfolio CITY
AP
PM (PRF PM2) 7.3.11:un Date: 1204/2025 - 18:54 Page 124 of 248 Council Agenda- January 15, 2026

The City of lndian Wells
Portfolio Management
Portfolio Details - lnvestments
October 31,2025
Stated
BookValue Rate
Page2
YTM Days to Maturity
Fitch 360 Maturitv f'l4acustP
Negotiable GD's
87164XR65
89235MKY6
91527PCFz
lnvestment #
575
548
599
Average
Balance
s,461,000.00
s,074,727.89
1 5,000,000.00
Purchase
Date
0912312022
0412212021
0311312024
0512812021
07t30t2021
1011512025
0511812023
o2t26t2021
0112212021
10t17t2025
1110612024
0312412021
0313012021
04t22t2021
06t3012021
o2t25t2022
0212412022
03t1012022
04t21t2022
08t10t2022
07t03t2024
01t2912025
12t1212023
1211412023
09t2012024
10t10t2025
Par Value
250,000.00
250,000.00
249,000.00
5,461,000.00
1,000,000.00
1,000,000"00
2,000,000.00
1,000,000.00
1,000,000.00
2,000,000.00
2,000,000.00
1,000,000.00
11,000,000.00
1,000,000.00
2,000,000.00
1,000,000.00
2,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
2,000,000.00
2,000,000.00

15.000,000.00
10,000,000.00
13,000,000.00
2,000,000.00
5,000,000.00
Market Value
251,225.00
246,635.00
253,155.81
5,500,281.45
983,760.00
979,210.00
2,002,000.00
1,017,520.00
987,860.00
1,979,520.00
1,984,380.00
1 ,016,130.00
I 0,950,380.00
988,150.00
1,976,020.00
987,180.00
1,975,780.00
978,910.00
976,930.00
983,560.00
988,710.00
997,650.00
2,015,620.00
1,999,740.00
14,868,250.00
1 0,1 00,000.00
13,605,280.00
1,997,580.00
5,202,750.00
250,000.00
250,000.00
249,000.00
5,461,000.00
1,000,000.00
1,000,000.00
2,000,000.00
1,O12j60.76
1,000,000.00
2,000,000.00
2,000,000.00
997,859.54
1 1,010,020.30
1,000,000.00
2,000,000"00
1,000,000.00
2,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
1,000,000.00
2,000,000.00
2,000,000.00
15,000,000.00
9,958,258.46
13,370,781 .98
2,009,779.83
5,202,323.88

3.896

0.888

4.192

2.871 848
691 09t23t2027
172 04t22t2026
1,228 03t13t2029
Medium Term Gorporate Notes
06048WM31
06048WM72
06376FEC9
24422EWR6
48128G2Q2
46632FRU1
28014RM31
89236TMK8
Federal Agency lssues - Callables
3130A1J62
313OALMM3
3130A1W67
3130AMW57
313OAQWF6
313OAQWJ8
3130AQ255
313OARGE5
3't30ASS91
31 30B1 UH8
313084RS2
Treasury Securities
91282CFUO 593
912810FF0 s94
91282CLK5 610
91282CH27 615
lssuer
Synchrony Bank
Toyota Financial Sgs Bk
Universal Bank and Trust Co.

Subtotal and Average
Bank of America MTN A
Bank of America MTN A
BMO Bank A2
John Deere Capital Corp
JPMorgan Chase & Co
JP Morgan Chase Bank NA
RBC BanK AA-
Toyota Motor Credit Corp
Subtotal and Average
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Fed. Home Loan Bank
Subtotal and Average
U.S. Treasury
U.S. Treasury
U.S. Treasury
U.S. Treasury
Subtotal and Average

3.950

0.900

4.250
549
556
616
576
538
533
617
611
542
544
546
551
559
560
563
566
572
605
613

1.250

1.200

4.300

4.750

0.800

0.700

4.250

4.550

0.875

1.000

1.100

1.500

2.150

2.050

2.500

3.000
4"000

5.000

5.000
4j25

5.250

3.625

4.625

1.233

1.184

4.241

4.083

0.789

0.690
4192

4.549
208
271
1,809
810
117
82 1,81 1
1,377
143
149
172
241
481
480
494
536
647
1,333
1,537

2.736 926
0512812026
07t3012026
1 0/1 5/2030
01t2012028
02t26t2026
01t22t2026
10t1712030
08t09t2029
03t2412026
03t30t2026
o4t22t2026
06t30t2026
0212512027
o212412027
03t1012027
04t21t2027
o8,t10t2027
0612612029
01t1612030

0.863

0.986

1.085

0.922

2.121

2.022

2.466

2.959

3.945

4.932

4.932

2.600 632

4.294

4.143

3.437

3.664

4.064 1,121
729 10t31t2027
1,110 11t1512028
1,399 08/31/2029

1.794 09t30t2030
Portfolio CITY
AP
Pt\ir (PRF_PM2) 7.3.11run Date: 1204/2025 - '18:54
29,035,888.98 30,000,000.00 30,905,610.00 30,541,',14.15

Council Agenda- January 15, 2026

CUSIP
Municipal Bonds
13063EHU3
lnvestment #
614
lssuer
CA State Gen Obligation AA2
Subtotal and Average
Total and Average
Average
3,722,466.73
93,510,773.97
Purchase
Date
10t10t2025
Par Value
5,000,000.00
5,000,000.00
82,sO4,221.88
Market Value
5,222,200.00
5,222,200.OO
83,489,943.33
The Gity of lndian Wells
Portfolio Management
Portfolio Details - lnvestments
October 31,2025

Stated YTM Days to Maturity
Book Value Elrfe Fitch 360 Maturitv Date
5,243,955.71 4.875 3.708 1,765 09i01/2030
5,243,955.7'l 3.70E 1,765
83,299,U2.04 3.391 414
Portfolio CITY
AP
PM (PRF_PM2) 7.3.11run Date: 1204/2025 - 18:54 Page 126 of 248 Council Agenda- January 15, 2026

INDIAN \ WELLS 201 4, 201 5, 201 6, 2020 Series
Portfolio Management
Portfolio Summary
October 31,2025
Cig of lndian Wells
44-950 Eldorado Drive
lndian Wells C492210
(760)346-2489

YTM YTM
360 Equiv. 365 Equiv.

0.000 0.000

0.000 0.000
Portfolio 14A
CP
PM (PRF_PMI ) 7.3.1 1
Report Ver. 7.3.1 1

CALIFORN IA
lnvestments
Money Market Sweep/Checking Account
lnvestments
Total Earnings
Current Year
Average Daily Balance
Effective of Return
Reporting period 1 0/01 /2025-10 131 12025
Par Market
Value
1 1,323.36
1 1,323.36
1 1 ,323.36 100.00
11,323.36 100.00%
Book
Value
o/" of
Portfolio Term
Days to
MaturityValue
1 1,323.36
1 1,323.36
October 31 Month Ending
11 0.00
10,762.49

0.00%
Run Date: 1212a12O25 - 14:33 No fiscal year history available Page 127 of 248 Council Agenda- January 15, 2026

20'l 4, 201 5, 2016, 2020 Series
Portfolio Management
Portfolio Details - lnvestments
October 31,2025
Stated
BookValue Rafc

0.00 7,709.98
3,612.93

0.45 0.00
11,323.36
11,323.36

YTM Days to Maturity
Fitch 365 Maturitv Data

0.000

0.000

0.000

0.000

0.000

0.000
CUSIP lnvestment #
Money Market Sweep/Checking Accou nt
SYS28
SYS26
SYS25
SYS27
SYS24
Subtotal and Average
Total and Average
28 26
25 27
1 lssuer
2014A Bonds Reserve
All Bond Series Principal
All Bond Series lnterest
All Bond Series Debt Svc
Cost Of lssuance Escrow
Average
E.lrn.a
't0,762.49
10,762.49
Purchase
Date
07t01t2023
07tolt2023
07to1t2023
07t01t2023
07lo1!2023
Par Value

0.00 7,709.98
3,612.93

0.45 0.00
1 I,323.36
11,323.36
Market Value

0.00 7,709.98
3,612.93

0.45 0.00
11,323.36
1t,323.36 0.000 I
Portfolio 144
CP
Prv (PRF_PM2) 7.3.11.un DaE. '1212812025 - 14:33 Page 128 of 248 Council Agenda- January 15, 2026

INDIAN LSELW 2015 A Bonds
Portfolio Management
Portfolio Summary
October 31,2025
City of lndian Wells
44-950 Eldorado Drive
lndian Wells CA92210
(760)346-2489CALIFORNIA
lnvestments
Money Market Sweep/Checking Account
lnvestments
Total Earninqs
Current Year
Average Daily Balance
of Return
Kevin
Reporting period 1 0/01 /2025-10131 12025
Value

1.00 1.00
October 31 Month Ending
Par Market
Value

1.00 1.00

1.00 100.00

1.00 't 00.00%
Book
Value
%ot
Portfolio
Days to
Maturity
YTM
360 Equiv.

0.000

0.000
YTM
365 Equiv.

0.000

0.000
Portfolio 15A
CP
PM (PRF_PM1) 7.3.11
Report Ver. 7.3.1 1
Term
11 0.00

1.00 0-00%
Run Date: 1212412025 - 14:37 No fiscal year history available Page 129 of 248 Council Agenda- January 15, 2026

2015 A Bonds
Portfolio Management
Portfolio Details - Investments
October 31,2025
Purchase
Dale Par Valuelssuer
2015 A Reserve
UBC Cost Of lssuance Escrow

Maturity
Date
SYS27
SY522
CUSIP lnvestment #
Money Market Sweep/Checking Account
27 22
Subtotal and Average
Total and Average
Average
Balance

1.00 1.00
07to112023
0710112023

1.00 0.00

1.00 1.00
Market Value

1.00 1.00
Stated
BookValue Rate

1.00 1.00
YTM Days to
Fitch 365 Maturitv

0.000

0.000

0.000

0.000

1.00 0.00

1.00 0.00
Portfolio 15A
CP
PM (PRF PM2) 7.3.11'.un Dale: '1212812025 - '14137 Page 130 of 248 Council Agenda- January 15, 2026

INDIAN LS
CALIFOITN 1A
lnvestments
Money Market Sweep/Checking Account
lnvestments
Total Earnings
Current Year
Average Daily Balance
of Return
Kevin Agency
Reporting period 1 0/01 /2 025-10131 12025
Value

1.00 1.00
October 31 Month Ending
2016 A Bonds
Portfolio Management
Portfolio Summary
October 31,2025
Market
Value

1.00 1.00
ELW City of lndian Wells
44-950 Eldorado Drive
lndian Wells CA92210
(760)346-2489

YTM YTM
365 Equiv.360 Equiv,

0.000 0.000

0.000 0.000
Portfolio 16A
CP
PM (PRF_PM1) 7.3.11
Report Ver. 7.3.1 1
Par Book
Value
o/o ot
Portfolio Term
Days lo
Maturity
1 .00 100.00

1.00 100.00%

0.00 1.00

0.00%
Run Date: 1212812025 - 14t39 No fiscal year history available Page 131 of 248 Council Agenda- January 15, 2026

1 2
2016 A Bonds
Poftfolio Management
Portfolio Details - Investments
October 31,2025
Purchase
Date Par Valuelssuer
UBC Cost Of lssuance Escrow
Union Bank Reserve Account
Average
Balance

1.00 1.00
07t01t2023
07101t2023
Market Value
Stated
BookValue Rate

0.00 1.00

1.00 1.00
Fitch
YTM Daysto
365 Maturitv

0.000

0.000

0.000

0.000

Maturity
llafa
Portfolio 16A
CP
Prv (PRF_PM2) 7.3.11
CUSIP lnvestment #
Money Market Sweep/Checking Accou nt
SYS28
SY533
Subtotal and Average
Total and Average

0.00 1.00

1.00 1.00

0.00 1.00

1.00 r.00
'InDalet 1212812025 - 14:39 Page 132 of 248
Council Agenda- January 15, 2026

INDI
:' r. .t/ .-::.ii !-,AN I'WELLS City of lndian Wells
44-950 Eldorado Drive
lndian Wells CA92210
(760)346-248sCALITORN IA
lnvestments
Money Market Sweep/Checking Account
lnvestments
Total Earninqs
Current Year
Average Daily Balance
of Return
Agency
Value

1.00 1.00
October 31 Month Ending
Market
Value

1.00 1.00
1 .00 100.00

1.00 100.00%
2020 A Bonds
Portfolio Management
Portfolio Summary
October 31,2025
Par Book
Value
Y" ot
Portfolio
Days to
Maturity
YTM
360 Equiv.

0.000

0.000
YTM
365 Equiv.

0.000

0.000
Portfolio 20A
CP
PM (PRF_PM1) 7.3.1 1
Report Ver. 7.3.1 1
Term
11 0.00

1.00 0.00%
n
Reporting period 1 0/01 /2025-1 013'1 12025
Run Date: 1212812025 - 14i41 No fiscal year history available Page 133 of 248 Council Agenda- January 15, 2026

2020 A Bonds
Portfolio Management
Portfolio Details - lnvestments
October 31,2025
Purchase
Date Par Value

Stated YTM Days to Maturity
Book Value Fl.fa Fitch 365 MaturitvCUSIPlnvestmeni #lssuer Money Market Sweep/Ghecking Account
SYS1 1 2020 A Bonds COI
SYS2 2 2020 A Bonds Reserve
Subtotal and Average
Total and Average
Average
Flalanc.

1.00 {.00
07to1t2023
07t01t2023

0.00 1.00

1.00 1.00

0.00 1.00

0.000

0.000

0.000
Market Value

0.00 1.00

1.00 1.00

1.00 1.00 0.000
Portfolio 20A
CP
PM (PRF_PM2) 7.3.1 1.un Dalei 1212812025 - '14:4'l Page 134 of 248 Council Agenda- January 15, 2026

INDIAN WELLS 2022 Bonds
Portfolio Management
Portfolio Summary
October 31,2025
City of lndian Wells
44-950 Eldorado Drive
lndian Wells CA92210
(760)s46-2489

YTM YTM
365 Equiv.360 Equiv.

0.000 0.000

0.000 0.000
Portfolio 22
CP
PM (PRF,PMI ) 7.3.11
Report Ver. 7.3.'l l

CATIFORNIA
lnvestments
Money Market Sweep/Checking Account
lnvestments
Total Earnings
Current Year
Average Daily Balance
of Return
Kevi Agency
Reporting period 1 0/01 /2 025-10131 12025
Value
2,347,850.31
2,347,850.31
October 31 Month Ending
Market
Value
2,347,850.31
2,347,850.31
2,347,850.31 100.00
2,347,850.3',1 100.00%
Par Book
Value
o/o ol
Portfolio Term
Days to
Maturity
11 0.00
2,556,283.15

0.00%
Run Date: 1212812025 - 14149 No fiscal year history available Page 135 of 248 Council Agenda- January 15, 2026

2022 Bonds
Portfolio Management
Portfolio Details - lnvestments
October 31,2025
Purchase
Date Par Value
Stated
BookValue Rate

0.00 622.91
2,346,747.82
479.57

0.01 2,347,850.31
2,347,850.31