Obligee the plans, specifications, operation manuals or other warranties and documents furnished by the manufacturer or vendor on the Equipment and any additional collateral and such other documents in the Obligor’s possession relating to the maintenance and methods of operation of such Equipment and any additional collateral. (c) Condition: When the Equipment is surrendered to the Obligee it shall be in the condition and repair required to be maintained under this Contract. It will also meet all legal regulatory conditions necessary for the Obligee to sell or lease it to a third party and be free of all liens. If Obligee reasonably determines that the Equipment or an item of the Equipment, once it is returned, is not in the condition required hereby, Obligee may cause the repair, service, upgrade, modification or overhaul of the Equipment or an item of the Equipment to achieve such condition and upon demand, Obligor shall promptly reimburse Obligee for all amounts reasonably expended in connection with the foregoing. (d) Storage: Upon written request by the Obligee, the Obligor shall provide free storage for the Equipment and any additional collateral for a period not to exceed 60 days after the expiration of the Contract Term before returning it to the Obligee. The Obligor shall arrange for the insurance described to continue in full force and effect with respect to such item during its storage period and the Obligee shall reimburse the Obligor on demand for the incremental premium cost of providing such insurance.
X. Vendor Payable Account
Section 10.01 Establishment of Vendor Payable Account. On the date that the Obligee executed this Contract, which is on or after the date that the Obligor executes this Contract, Obligee agrees to (i) make available to Obligor an amount sufficient to pay the total Purchase Price for the Equipment by establishing a separate, non-interest bearing account (the “Vendor Payable Account”), as agent for Obligor’s account, with a financial institution that Obligee selects that is acceptable to Obligor (including Obligee or any of its affiliates) and (ii) to deposit an amount equal to such Purchase Price as reflected on Exhibit B in the Vendor Payable Account. Obligor hereby further agrees to make the representations, warranties and covenants relating to the Vendor Payable Account as set forth in Exhibit C attached hereto. Upon Obligor’s delivery to Obligee of a Payment Request and Equipment Acceptance Form in the form set forth in Exhibit F attached hereto, Obligor authorizes Obligee to withdraw funds from the Vendor Payable Account from time to time to pay the Purchase Price, or a portion thereof, for each item of Equipment as it is delivered to Obligor. The Payment Request and Equipment Acceptance Form must be signed by an authorized individual acting on behalf of Obligor. The authorized individual or individuals designated by the Obligor must sign the Signature Card which will be kept in the possession of the Obligee.
Section 10.02 Down Payment. Prior to the disbursement of any funds from the Vendor Payable Account, the Obligor must either (1) deposit all the down payment funds that the Obligor has committed towards the purchase of the Equipment into the Vendor Payable Account or (2) Obligor must provide written verification to the satisfaction of the Obligee that all the down payment funds Obligor has committed towards the purchase of the Equipment have already been spent or are simultaneously being spent with the funds requested from the initial Payment Request and Equipment Acceptance Form. For purposes of this Section, the down payment funds committed towards the Equipment from the Obligor are the down payment funds that were represented to the Obligee at the time this transaction was submitted for credit approval by the Obligor to the Obligee.
Section 10.03 Disbursement upon Default. If an event of default occurs prior to the Partial Prepayment Date, the amount then on deposit in the Vendor Payable Account shall be retained by the Obligee and Obligor will have no interest therein.
Section 10.04 Surplus Amount. Any Surplus Amount then on deposit in the Vendor Payable Account on the Partial Prepayment Date shall, at Obligee’s sole discretion, either a) be returned to Obligor, or b) be applied to pay on such Partial Prepayment Date a portion of the Purchase Option Price then applicable.
Section 10.05 Recalculation of Contract Payments. Should Obligee decide to apply the Surplus Amount to the then applicable Purchase Option Price as provided in Section 10.04 above, each Contract Payment thereafter shall be reduced by an amount calculated by Obligee based upon a fraction the numerator of which is the Surplus Amount and the denominator of which is the Purchase Option Price on such Partial Prepayment Date. Within 15 days after such Partial Prepayment Date, Obligee shall provide to Obligor a revised Exhibit B to this Contract, which shall take into account such payment of a portion of the Purchase Option Price thereafter and shall be and become thereafter Exhibit B to this Contract. Notwithstanding any other provision of this Section 10, this Contract shall remain in full force and effect with respect to all or the portion of the Equipment accepted by Obligor as provided in this Contract, and the portion of the principal component of Contract Payments remaining unpaid after the Partial Prepayment Date plus accrued interest thereon shall remain payable in accordance with the terms of this Contract, including revised Exhibit B hereto which shall be binding and conclusive upon Obligee and Obligor.
XI. Miscellaneous
Section 11.01 Notices. All notices shall be sufficiently given and shall be deemed given when delivered or mailed by registered mail, postage prepaid, to the parties at their respective places of business as first set forth herein or as the parties shall designate hereafter in writing.
Section 11.02 Binding Effect. Obligor acknowledges this Contract is not binding upon the Obligee or its assignees unless the Conditions to Funding listed on the Documentation Instructions have been met to Obligee's satisfaction, and Obligee has executed the Contract. Thereafter, this Contract shall inure to the benefit of and shall be binding upon Obligee and Obligor and their respective successors and assigns.
Section 11.03 Severability. In the event any provision of this Contract shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision hereof.
Section 11.04 Amendments, Addenda, Changes or Modifications. This Contract may be amended, added to, changed or modified by written agreement duly executed by Obligee and Obligor.
Furthermore, Obligee reserves the right to directly charge or amortize into the remaining balance due from Obligor, a reasonable fee, to be determined at that time, as compensation to Obligee for the additional administrative expense resulting from such amendment, addenda, change or modification requested by Obligor.
Section 11.05 Execution in Counterparts. This Contract may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument.
Section 11.06 Captions. The captions or headings in this Contract do not define, limit or describe the scope or intent of any provisions or sections of this Contract.
Section 11.07 Master Contract. This Contract can be utilized as a Master Contract. This means that the Obligee and the Obligor may agree to the financing of additional Equipment under this Contract at some point in the future by executing one or more Additional Schedules to Exhibit A and Exhibit B, as well as other exhibits or documents that may be required by Obligee. Additional Schedules will be consecutively numbered on each of the exhibits which make up the Additional Schedule and all the terms and conditions of the Contractshall govern each Additional Schedule.
Section 11.08 Entire Writing. This Contract constitutes the entire writing between Obligee and Obligor. No waiver, consent, modification or change of terms of this Contract shall bind either party unless in writing and signed by both parties, and then such waiver, consent, modification or change shall be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, representations, conditions, or warranties, express or implied, which are not specified herein regarding this Contract, the Equipment or any additional collateral, financed hereunder. Any terms and conditions of any purchase order or other documents submitted by Obligor in connection with this Contract which are in addition to or inconsistent with the terms and conditions of this Contract will not be binding on Obligee and will not apply to this Contract.
Obligee and Obligor have caused this Contract to be executed in their names by their duly authorized representatives listed below.
City of Irwindale, California LensLock Inc.
Signature Signature
Printed Name and Title Printed Name and Title
Schedule (01)
EXHIBIT A
DESCRIPTION OF EQUIPMENT
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) Below is a detailed description of all the items of Equipment including quantity, model number and serial number where applicable:
Twenty Five (25) Gen 12 Body Worn Cameras and Thirteen (13) Titan V In-Car Cameras Systems Physical Address of Equipment after Delivery :
Schedule (01)
EXHIBIT B
PAYMENT SCHEDULE
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) Date of First Payment: January 31, 2025
Original Balance: $281,565.05
Total Number of Payments: Five (5)
Number of Payments Per Year: One (1)
Pmt
No.
Due
Date
Contract
Payment
Applied to
Interest
Applied to
Principal
*Purchase
Option Price
1 31-Jan-25 $59,645.01 $0.00 $59,645.01 $221,920.04
2 31-Jan-26 $55,480.01 $0.00 $55,480.01 $166,440.03
3 31-Jan-27 $55,480.01 $0.00 $55,480.01 $110,960.02
4 31-Jan-28 $55,480.01 $0.00 $55,480.01 $55,480.01
5 31-Jan-29 $55,480.01 $0.00 $55,480.01 $0.00
By signing below, Obligor acknowledges that its obligation to make the Contract Payments set forth in Exhibit B to the Contract includes repayment of the principal amount of $281,565.05, together with interest at 0.000%.
Furthermore, the amount financed by Obligor is $240,331.61 and such amount is the issue price of this Contract for federal income tax purposes.
The difference between the principal amount of this Contract and the issue price is original issue discount, as defined in section 1288 of the Internal Revenue Code of 1986, as amended. The yield of this Contract for federal income tax purposes is 6.760%. Such issue price and yield will be stated in the applicable Form 8038-G.
City of Irwindale, California
Signature
Printed Name and Title
*Assumes all Contract Payments due to date are paid
Schedule (01)
EXHIBIT C
ACCEPTANCE OF OBLIGATION
TO COMMENCE CONTRACT PAYMENTS UNDER EXHIBIT B
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) I, the undersigned, hereby certify that I am a duly qualified representative of Obligor and that I have been given the authority by the governing body of Obligor to sign this Acceptance of Obligation to commence Contract Payments with respect to the above referenced Contract. I hereby certify that:
1. The Equipment described on Exhibit A has not been delivered, installed or available for use as of the Commencement date of this Contract.
2. Obligor acknowledges that Obligee has agreed to deposit into a Vendor Payable Account an amount sufficient to pay the total purchase price (the “Purchase Price”) for the Equipment so identified in such Exhibit A;
3. The principal amount of the Contract Payments in the Exhibit B accurately reflects the Purchase Price;
4. Obligor agrees to execute a Payment Request and Equipment Acceptance Form authorizing payment of the Purchase Price, or a portion thereof, for each withdrawal of funds from the Vendor Payable Account.
Notwithstanding that the Equipment has not been delivered to or accepted by Obligor on the date of execution of the Contract, Obligor hereby warrants that:
(a) Obligor’s obligation to commence Contract Payments as set forth in Exhibit B is absolute and unconditional as of the Commencement Date and on each date set forth in Exhibit B thereafter, subject to the terms and conditions of the Contract; (b) immediately upon delivery and acceptance of all the Equipment, Obligor will notify Obligee of Obligor’s final acceptance of the Equipment by delivering to Obligee the “Payment Request and Equipment Acceptance Form” in the form set forth in Exhibit F attached to the Contract; (c) in the event that any Surplus Amount is on deposit in the Vendor Payable Account when an event of default under the Contract occurs, then those amounts shall be applied as provided in Section 10 of the Contract; (d) regardless of whether Obligor delivers a final Payment Request and Equipment Acceptance Form, all Contract Payments paid prior to delivery of all the Equipment shall be credited to Contract Payments as they become due under the Contract as set forth in Exhibit B.
City of Irwindale, California
Signature
Printed Name and Title
Schedule (01)
EXHIBIT D
OBLIGOR RESOLUTION
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) At a duly called meeting of the Governing Body of the Obligor (as defined in the Contract) held on ____________________________ the following resolution was introduced and adopted:
BE IT RESOLVED by the Governing Body of Obligor as follows:
1. Determination of Need. The Governing Body of Obligor has determined that a true and very real need exists for the acquisition of the Equipment described on Exhibit A of the Government Obligation Contract dated as of August 1, 2024, between City of Irwindale, California (Obligor) and LensLock Inc. (Obligee).
2. Approval and Authorization. The Governing Body of Obligor has determined that the Contract, substantially in the form presented to this meeting, is in the best interests of the Obligor for the acquisition of such Equipment, and the Governing Body hereby approves the entering into of the Contract by the Obligor and hereby designates and authorizes the following person(s) to execute and deliver the Contract on Obligor’s behalf with such changes thereto as such person(s) deem(s) appropriate, and any related documents, including any Escrow Agreement, necessary to the consummation of the transaction contemplated by the Contract.
Authorized Individual(s):
(Typed or Printed Name and Title of individual(s) authorized to execute the Contract)
3. Adoption of Resolution. The signatures below from the designated individuals from the Governing Body of the Obligor evidence the adoption by the Governing Body of this Resolution.
Signature:
(Signature of Board Chairman or other authorized member of the Obligors Governing Body) Printed Name & Title:
(Printed Name and Title of individual who signed directly above) Attested By:
(Signature of Obligors Board Secretary or Board Clerk)
Printed Name & Title:
(Printed Name of individual who signed directly above)
Schedule (01)
EXHIBIT E
OFFICER’S CERTIFICATE
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) I, the undersigned, hereby certify that I am a duly qualified representative of Obligor and that I have been given the authority by the governing body of Obligor to sign this Officer’s Certificate with respect to the above referenced Contract. I hereby certify that:
1. Obligor has appropriated and/or taken other lawful actions necessary to provide moneys sufficient to pay all Contract Payments required to be paid under the Contract during the current Budget Year of Obligor, and such moneys will be applied in payment of all Contract Payments due and payable during such current Budget Year.
2. Obligor has obtained insurance coverage as required under the Contract from an insurer qualified to do business in the State.
3. No event or condition that constitutes or would constitute an Event of Default exists as of the date hereof.
4. The governing body of Obligor has approved the authorization, execution and delivery of this Contract on its behalf by the authorized representative of Obligor who signed the Contract.
5. Please list the Source of Funds (Fund Item in Budget) for the Contract Payments that come due under Exhibit B of this Contract.
Source of Funds : General Fund
By signing below, Obligor hereby authorizes the General Fund of the Obligor as a backup source of funds from which the Contract Payments can be made.
City of Irwindale, California
Signature
Printed Name and Title
Schedule (01)
EXHIBIT F
PAYMENT REQUEST AND EQUIPMENT ACCEPTANCE FORM
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) In accordance with Section 10.01, by executing this Payment Request and Equipment Acceptance Form the Obligor hereby represents that the Payee or Payees listed below who are requesting payment have delivered the Equipment or a portion of the Equipment or performed the services to the satisfaction of the Obligor and that the amounts requested below by the Payee or Payees are proportionate with the value of the Equipment delivered or services rendered by the Payee or Payees. The Obligor hereby represents and warrants for all purposes that:
1. Pursuant to the invoice attached hereto, the amount to be disbursed is $ and this amount is consistent with the Contract between Obligor and vendor.
2. Payment is to be made to: Payee: LensLock Inc.
3. The undersigned certifies that the following documents are attached to this Payment Request and Equipment Acceptance Form when there is a request for a release of funds from the Vendor Payable Account to pay for a portion, or all, of the Equipment: (1) Invoice from the vendor, (2) copy of the Contract between Obligor and vendor (if requested by the Obligee), (3) Insurance Certificate (if applicable), (4) front and back copy of the original MSO/Title listing KS StateBank and/or its assigns as the first lien holder (if applicable). By executing this Payment Request and Equipment Acceptance Form and attaching the documents as required above, the Obligor shall be deemed to have accepted this portion of the Equipment for all purposes under the Contract, including, without limitation, the obligation of Obligor to make the Contract Payments with respect thereto in a proportionate amount of the total Contract Payment.
4. No amount listed in this exhibit was included in any such exhibit previously submitted.
5. Each disbursement hereby requested has been incurred and is a proper charge against the Vendor Payable Account. No amount hereby requested to be disbursed will be paid to Obligor as reimbursement for any expenditure paid by Obligor more than 60 days prior to the date of execution and delivery of the Contract.
6. The Equipment referenced in the attached has been delivered, installed, inspected and tested as necessary and in accordance with Obligor’s specifications and accepted for all purposes.
7. That Obligor is or will be the title owner to the Equipment referenced in the attached, and that in the event that any third party makes a claim to such title that Obligor will take all measures necessary to secure title including, without limitation, the appropriation of additional funds to secure title to such Equipment, or a portion thereof, and keep the Contract in full force and effect. Furthermore, Obligor has obtained insurance coverage as required under the Contract from an insurer qualified to do business in the State.
8. Obligor has appropriated and/or taken other lawful actions necessary to provide moneys sufficient to pay all Contract Payments required to be paid under the Contract during the current Budget Year of Obligor, and such moneys will be applied in payment of all Contract Payments due and payable during such current Budget Year.
9. No event or condition that constitutes or would constitute an Event of Default exists as of the date hereof.
I, the undersigned, hereby certify that I am a duly qualified representative of Obligor and that I have been given the authority by the governing body of Obligor to sign this Payment Request and Equipment Acceptance Form.
Please forward this document and any correspondence relating to vendor payment to:
Email: [email protected]
Please call (858) 231-4061 if you have any questions.
City of Irwindale, California
Signature
Printed Name and Title
Schedule (01)
EXHIBIT G
SIGNATURE CARD
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) The below signatures will be used for purposes of verifying the signature on a Payment Request and Equipment Acceptance Form prior to making payments from the Equipment Acquisition Fund or Vendor Payable Account. By signing below, the undersigned represents and warrants that s/he has received all appropriate authority from City of Irwindale, California.
City of Irwindale, California
Signature
Printed Name and Title
Signature of additional authorized individual (optional) of Obligor Signature
Printed Name and Title
Schedule (01)
EXHIBIT H
OBLIGOR ACKNOWLEDGEMENT
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) Obligor hereby acknowledges that it has ordered or caused to be ordered the equipment that is the subject of the above-mentioned Contract.
Please complete the below information, attach another page if necessary Vendor Name: LensLock Inc.
Equipment: Twenty Five (25) Gen 12 Body Worn Cameras and Thirteen (13) Titan V In-Car Cameras Systems Cost of Equipment: $281,565.05
Vendor Name:
Equipment:
Cost of Equipment:
Vendor Name:
Equipment:
Cost of Equipment:
Vendor Name:
Equipment:
Cost of Equipment:
Vendor Name:
Equipment:
Cost of Equipment:
Obligor will immediately notify Obligee if any of the information listed above is changed.
Schedule (01)
EXHIBIT I
BANK QUALIFIED CERTIFICATE
RE: Government Obligation Contract dated as of August 1, 2024, between LensLock Inc. (Obligee) and City of Irwindale, California (Obligor) Whereas, Obligor hereby represents that it is a “Bank Qualified” Issuer for the calendar year in which this Contract is executed by making the following designations with respect to Section 265 of the Internal Revenue Code of 1986, as amended (the “Code”). (A “Bank Qualified Issuer” is an issuer that issues less than ten million ($10,000,000) dollars of tax-exempt obligations other than “private activity bonds” as defined in Section 141 of the Code, excluding certain “qualified 501(c)(3) bonds” as defined in Section 145 of the Code, during the calendar year).
Now, therefor, Obligor hereby designates this Contract as follows:
1. Designation as Qualified Tax-Exempt Obligation. Pursuant to Section 265(b)(3)(B)(i) of the Code, the Obligor hereby specifically designates the Contract as a “qualified tax-exempt obligation” for purposes of Section 265(b)(3) of the Code. In compliance with Section 265(b)(3)(D) of the Code, the Obligor hereby represents that the Obligor will not designate more than $10,000,000 of obligations issued by the Obligor in the calendar year during which the Contract is executed and delivered as such “qualified tax-exempt obligations”.
2. Issuance Limitation. In compliance with the requirements of Section 265(b)(3)(C) of the Code, the Obligor hereby represents that the Obligor (including all subordinate entities of the Obligor within the meaning of Section 265(b)(3)(E) of the Code) reasonably anticipates not to issue in the calendar year during which the Contract is executed and delivered, obligations bearing interest exempt from federal income taxation under Section 103 of the Code (other than “private activity bonds” as defined in Section 141 of the Code and excluding certain “qualified 501(c)(3) bonds” as defined in Section 145 of the Code) in an amount greater than $10,000,000.
City of Irwindale, California
Signature
Printed Name and Title
NOTICE OF ASSIGNMENT
AUGUST 1, 2024
LensLock Inc. (Obligee/Assignor) hereby gives notice of an Assignment between Obligee/Assignor and KS StateBank (Assignee) of the Government Obligation Contract (Contract) between Obligee/Assignor and City of Irwindale, California, dated as of August 1, 2024.
All Contract Payments coming due pursuant to the Contract shall be made to:
KS StateBank
P.O. Box 1608
Manhattan, Kansas 66505
LensLock Inc., Obligee/Assignor
Signature
Printed Name and Title
ACKNOWLEDGEMENT OF AND CONSENT TO ASSIGNMENT
City of Irwindale, California (Obligor) as party to a Government Obligation Contract dated as of August 1, 2024 between Obligor and LensLock Inc. (Obligee), hereby acknowledges receipt of a Notice of Assignment dated August 1, 2024 whereby Obligee gave notice of its assignment to KS StateBank of its right to receive all Contract Payments due from Obligor under the Contract and hereby consents to that Assignment. Pursuant to the Notice of Assignment from Obligee, Obligor agrees to deliver all Contract Payments coming due under the Contract to:
KS StateBank
P.O. Box 1608
Manhattan, Kansas 66505
City of Irwindale, California
Signature
Printed Name and Title
INSURANCE REQUIREMENTS
Pursuant to Article V of the Government Obligation Contract, you have agreed to provide us evidence of insurance covering the Equipment.
A Certificate of Insurance listing the information stated below should be sent to us no later than the date on which the equipment is delivered.
Insured: Certificate Holder:
City of Irwindale, California KS StateBank AOIA (and/or Its Assigns) 5050 North Irwindale Avenue 1010 Westloop, P.O. Box 69
Irwindale, California 91706 Manhattan, Kansas 66505-0069
1. Equipment Description
¨ Twenty Five (25) Gen 12 Body Worn Cameras and Thirteen (13) Titan V In-Car Cameras Systems ¨ Please include all applicable VIN’s, serial numbers, etc.
2. Deductible
¨ The deductible amounts on the insurance policy should not exceed $50,000.00.
3. Physical Damage
¨ All risk coverage to guarantee proceeds of at least $281,565.05.
4. Loss Payee
¨ KS StateBank AOIA (and/or Its Assigns) MUST be listed as loss payee.
5. Rental Interruption / Abatement Insurance
¨ As set forth in Section 5.01(c) of the Contract.
Please forward certificate as soon as possible to: Email: [email protected] Please complete the information below and return this form along with the Contract.
City of Irwindale, California
Insurance Company:
Agent’s Name:
Telephone #:
Fax #:
Address:
City, State Zip:
Email:
*3363110%ACHAUTHORIZATION%08.01.2024*
*3363110%ACHAUTHORIZATION%08.01.2024*
*PREFERRED*
*As an additional payment option for Obligor, we are now providing the option of ACH (Automatic Clearing House). By completing this form, Obligor is authorizing Obligee to withdraw said payment amount on said date.
DEBIT AUTHORIZATION
I hereby authorize KS StateBank Government Finance Department to initiate debit entries for the Payment Amount (including, but not limited to, any late fees, rate changes, escrow modifications, etc.). I acknowledge that KS StateBank Government Finance Department may reinitiate returned entries up to two additional times, to the account indicated below at the financial institution named below and to debit the same to such account for:
Contract Number Payment Amount Frequency of Payments
3363110 $59,645.01; 2-5 @ $55,480.01 Annual
Beginning Day of Month
Month Year Debits will be made according to Exhibit B of the Contract I acknowledge that the origination of ACH transactions to this account must comply with the provisions of U.S. law.
Financial Institution Name Branch
Address City State Zip
Routing Number Account Number
Type of Account Checking Savings
If the account does not have sufficient funds, KS StateBank Government Finance Department may attempt, but shall have no obligation to continue to attempt to deduct the payment from the account. If the account has insufficient funds when KS StateBank Government Finance Department attempts to deduct a payment, KS StateBank Government Finance Department may terminate the automatic deduction of payments upon notice to borrower and me. Until such time as payment is made, borrower shall be responsible to make such payments, and all other payments that may be due to KS StateBank Government Finance Department regarding the above-referenced loan.
This authority is to remain in full force and effect until KS StateBank has received written notification from any authorized signer of the account of its termination in such time and manner as to afford KS StateBank a reasonable opportunity to act on it.
Obligor Name on Contract
City of Irwindale, California
Signature Printed Name and Title
Tax ID Number Date
95-6005899
PLEASE ATTACH COPY OF A VOIDED CHECK TO THIS FORM!
USA Patriot Act
USA Patriot Act requires identity verification for all new accounts. This means that we may require information from you to allow us to make a proper identification.
8038 REVIEW FORM
The 8038 form attached hereto is an important part of the documentation package and must be properly filled out and submitted to the Department of the Treasury in order for you to receive the lower tax-exempt rate. Unless you instruct us otherwise, we have engaged a Paid Preparer to assist in the filling out of this form. The Paid Preparer has filled out the relevant portions of this form based on the current understanding of what is required by the Department of the Treasury. The responses on this 8038 form are based on the dates and amounts which you have requested (structure of the transaction) and which are on the Payment Schedule.
1. Please review our responses for accuracy. If anything is inaccurate, please contact our office so that we can make proper revisions.
2. If the information provided to you on this form is accurate, please sign where indicated and return with the document package.
3. If there are any changes to the structure of the transaction that occur prior to funding which require a change to the 8038 form, we will make such changes and provide notification to you.
4. We will return to you a copy of the 8038 form that was mailed to the Department of the Treasury.
Important Note:
The IRS is now requesting information regarding tax-exempt issuers’ and borrowers’ written policies and procedures designed to monitor postissuance compliance with the federal tax rules applicable to tax-exempt obligations (boxes 43 and 44). Do not check items 43 and 44 on the 8038 form unless you have established written procedures in accordance with the instructions referenced directly below. If you choose to “check” items 43 and/or 44, please be prepared to provide copies of such written procedures to the Paid Preparer or any representatives of the IRS upon request.
Written procedures should contain certain key characteristics, including making provisions for:
• Due diligence review at regular intervals;
• Identifying the official or employee responsible for review; • Training of the responsible official/employee;
• Retention of adequate records to substantiate compliance (e.g., records relating to expenditure of proceeds); • Procedures reasonably expected to timely identify noncompliance; and • Procedures ensuring that the issuer will take steps to timely correct noncompliance.
For additional guidance on this 8038 form, you can refer to the Documentation Instructions located on the following government website:
http://www.irs.gov/app/picklist/list/formsInstructions.html, or contact your local IRS office.
Form 8038-G
(Rev. October 2021)
Department of the Treasury
Internal Revenue Service
Information Return for Tax-Exempt Governmental Obligations ► Under Internal Revenue Code section 149(e)
► See separate instructions.
Caution: If the issue price is under $100,000, use Form 8038-GC. ► Go to www.irs.gov/F8038G for instructions and the latest information.
OMB No. 1545-0047
Part I Reporting Authority Check box if Amended Return ► £ 1 Issuer’s name 2 Issuer’s employer identification number (EIN) City of Irwindale, California 95-6005899
3a Name of person (other than issuer) with whom the IRS may communicate about this return (see instructions) 3b Telephone number of other person shown on 3a 4 Number and street (or P.O. box if mail is not delivered to street address) Room/suite 5 Report number (For IRS Use Only) 5050 North Irwindale Avenue 3
6 City, town, or post office, state, and ZIP code 7 Date of issue Irwindale, California 91706 08/01/2024
8 Name of issue 9 CUSIP number
Government Obligation Contract None
10a Name and title of officer or other employee of the issuer whom the IRS may call for more information 10b Telephone number of officer or other employee shown on 10a
Mr. Chris Hofford, Chief of Police (626) 430-2236
Part II Type of Issue (enter the issue price). See the instructions and attach schedule. 11 Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 12 Health and hospital . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 13 Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 14 Public safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 240,331 61 15 Environment (including sewage bonds) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 16 Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 17 Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 18 Other. Describe ► 18
19 If obligations are TANs or RANs, check only box 19a . . . . . . . . . . . . . . . . . . . . . ► £ If obligations are BANs, check only box 19b . . . . . . . . . . . . . . . . . . . . . . . . . ► £ 20 If obligations are in the form of a lease or installment sale, check box . . . . . . . . . . . . . . . ► £ Part III Description of Bonds. Complete for the entire issue for which this form is being filed. (a) Final maturity date (b) issue price (c) Stated redemption price at maturity
(d) Weighted
average maturity (e) Yield
21 01/31/2029 $ 240,331.61 $ 240,331.61 2.970 years 6.673 % Part IV Uses of Proceeds of Bond Issue (including underwriters’ discount) 22 Proceeds used for accrued interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 23 Issue price of entire issue (enter amount from line 21, column (b)) . . . . . . . . . . . . . . . . . . . . 23 240,331 61 24 Proceeds used for bond issuance costs (including underwriters’ discount) . . . . 24 0 00 25 Proceeds used for credit enhancement . . . . . . . . . . . . . . . . . . 25 26 Proceeds allocated to reasonably required reserve or replacement fund . . . . . 26 27 Proceeds used to refund prior tax-exempt bonds. Complete Part V. . . . . . . . 27 28 Proceeds used to refund prior taxable bonds. Complete Part V. . . . . . . . . 28 29 Total (add lines 24 through 28) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 0 00 30 Nonrefunding proceeds of the issue (subtract line 29 from line 23 and enter amount here) . . . . . . . . . . 30 240,331 61 Part V Description of Refunded Bonds. Complete this part only for refunding bonds. 31 Enter the remaining weighted average maturity of the tax-exempt bonds to be refunded . . . . . . . . . . . ► years 32 Enter the remaining weighted average maturity of the taxable bonds to be refunded . . . . . . . . . . . . ► years 33 Enter the last date on which the refunded tax-exempt bonds will be called (MM/DD/YYYY) . . . . . . . . . ► 34 Enter the date(s) the refunded bonds were issued ► (MM/DD/YYYY) . . . . . . . . . . . . . . . . .
For Paperwork Reduction Act Notice, see separate instructions. Cat. No. 63773S Form 8038-G (Rev. 10-2021)
Form 8038-G (Rev. 10-2021) Page 2
Part VI Miscellaneous
35 Enter the amount of the state volume cap allocated to the issue under section 141(b)(5) . . . . . . . . . . . 35 36a Enter the amount of gross proceeds invested or to be invested in a guaranteed investment contract (GIC) (see instructions) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36a b Enter the final maturity date of the GIC► (MM/DD/YYYY) c Enter the name of the GIC provider ►
37 Pooled financings: Enter the amount of the proceeds of this issue that are to be used to make loans to other governmental units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 38a If this issue is a loan made from the proceeds of another tax-exempt issue, check box ► £ and enter the following information:
b Enter the date of the master pool bond ►(MM/DD/YYYY)
c Enter the EIN of the issuer of the master pool bond ► d Enter the name of the issuer of the master pool bond ► 39 If the issuer has designated the issue under section 265(b)(3)(B)(i)(III) (small issuer exception), check box . . . . . . . . . . . . ► R 40 If the issuer has elected to pay a penalty in lieu of arbitrage rebate, check box . . . . . . . . . . . . . . . . . . . . . . . ► £ 41a If the issuer has identified a hedge, check here ► £ and enter the following information:
b Name of hedge provider ►
c Type of hedge ►
d Term of hedge ►
42 If the issuer has superintegrated the hedge, check box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ► £ 43 If the issuer has established written procedures to ensure that all nonqualified bonds of this issue are remediated according to the requirements under the Code and Regulations (see instructions), check box . . . . . . . . . . . . . . . . ► £ 44 If the issuer has established written procedures to monitor the requirements of section 148, check box . . . . . . . . . . . . ► £ 45a If some portion of the proceeds was used to reimburse expenditures, check here ► £ and enter the amount of reimbursement. . . . . . . . . . . ►
b Enter the date the official intent was adopted ► (MM/DD/YYYY) Signature
and
Consent
Under penalties of perjury, I declare that I have examined this return and accompanying schedules and statements, and to the best of my knowledge and belief, they are true, correct, and complete. I further declare that I consent to the IRS’s disclosure of the issuer’s return information, as necessary to process this return, to the person that I have authorized above. } Signature of issuer’s authorized representative Date } Type or print name and title Paid
Preparer
Use Only
Print/Type preparer’s name Preparer’s signature Date
Check £ if
self-employed
PTIN
H. Evan Howe 07/17/2024 P01438994
Firm’s Name ► Baystone Financial LLC Firm’s EIN ► 48-1223987 Firm’s Address ► 10601 Mission Road, Suite 200, Leawood, KS 66206 Phone no. (800) 752-3562 Form 8038-G (Rev. 10-2021))
Digitally signed by HEvanHowe
DN: O=KS StateBank, CN=HEvanHowe, [email protected]
Reason: I am the author of this document
Location:
Date: 2024.07.17 16:27:00-05'00' HEvanHoweFoxit PDF Editor Version: 2024.2.2
Credit Application
Return completed application with required financial information.
Legal Name of Obligor: City of Irwindale Fed. Tax ID #: 95-6005899 Address: 5050 N. Irwindale Ave., Irwindale CA 91706
City: Irwindale County: Los Angeles State: CA Zip: 91706 Contact Person: Chris Hofford Title: Chief of Police
Phone: 626.430.2236 Fax: ( )
Email Address: [email protected]
Alternative Contact Person: Title:
Phone: Fax: ( )
Email Address:
Date municipal entity was established: Does the obligor self-insure for property & liability insurance? Total Cost of Equipment/Project: $ Term (years):
Delivery Date: Payment Amount: $
Payments: Monthly Quarterly Semi-Annual Annual
How will the contract payments be made? P-Card *Addt’l Fees Will Apply* Check ACH Other (specify) What fund will the remaining contract payments be made from? General Special (specify) Equipment Description:
Replacement Equipment: Yes No Age of current equipment: Year purchased:
If not a replacement, why is the equipment needed?
Describe the essential use of the equipment:
Has the obligor ever defaulted or non-appropriated on a lease, bond, or legal obligation? Yes No Will the obligor issue more than $10,000,000 in tax-exempt debt in this calendar year? Yes No Financial Information Required
Two (2) most recently completed audits
For any unaudited fiscal year provide comprehensive financial statements to include a Balance Sheet with Debt Service Commitments and an Income Statement in place of the audits Completed By (signature): Printed Name and Title: Date:
Additional financial information may be requested if deemed necessary during credit review. By signing this application Obligor representative agrees to the following statement: “Everything stated in this application is correct to the best of my knowledge. I understand Obligee will retain this application whether or not it is approved. Obligee is authorized to verify any information on this application with an appropriate third party as necessary to complete the credit review process.”
Item #22.A.
Date: July 24, 2024
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Consideration of Appointment of ICF Boardmembers City Manager's Recommendation:
That the City Council adopt Resolution No. 2024-50-3527 entitled, "A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF IRWINDALE APPOINTING TWO RESIDENT REPRESENTATIVE MEMBERS AND
ONE CITY COUNCIL REPRESENTATIVE TO THE IRWINDALE COMMUNITY FOUNDATION FOR TERMS EXPIRING JUNE 30, 2026" and adopt Resolution No. 2024-51-3528 entitled, "A RESOLUTION OF THE
CITY COUNCIL OF THE CITY OF IRWINDALE APPOINTING TWO IRWINDALE BUSINESS REPRESENTATIVES TO THE IRWINDALE COMMUNITY FOUNDATION FOR ONE YEAR TERMS ENDING JUNE 30, 2025".
Administrative Action:
Submitted by:
Theresa Olivares, Assistant City Manager
Prepared by:
Laura Nieto, Chief Deputy City Clerk
Reviewed by:
Adrian R. Guerra, City Attorney
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
On October 10, 2018, the City Council adopted Resolution No. 2018-72-3066 establishing a Non-Profit Community Foundation for the purpose of accepting and using funds donated to the City for community purposes.
In early 2024, it was determined that all the seats on the Irwindale Community Foundation Board would be expiring this year. On March 13, 2024, the City Council amended the Articles of Incorporation and Bylaws of the Irwindale Community Foundation to state that the Board of Directors (“Board”) shall be five (5) members, who serve staggered terms of two (2) years, except that the length of the terms of each of the five (5) directors appointed in 2024 shall be staggered, as follows:
The councilperson's term shall end on June 30, 2026;
• The two City residents' terms shall end on June 30, 2026; and • The two business representatives' terms, who shall not be employees, commissioners, or elected officials of the City of Irwindale, shall end on June 30, 2025.
On May 15, 2024 a citywide mailer was sent to all Irwindale households soliciting applications for the Resident vacancy, in accordance with the requirements of the Maddy Act. (Gov’t Code § 54970, et seq.) On June 5, 2024, a letter was sent to all Irwindale businesses soliciting applications. Information about both the resident and business vacancies was posted on the City's social media platforms.
The following residents submitted their applications for consideration of appointment to a two-year term expiring June 30, 2026.
• Nathan Romero
• Vanessa Duran
The following Irwindale business representatives submitted applications for consideration of appointment to an initial one-year term expiring June 30, 2025:
• Steven Hillgren, Kearny Real Estate Company
• Dr. Manuel Urteaga, Urteaga Chiropractic Sports Medicine • Carmen Jazmin Cortes, Heavenly Desires Intimates
At the meeting of June 26, 2024, the City Council extended the deadline for both resident and business representative applicants to Wednesday, July 17, 2024.
Additional applications were received for consideration of appointment to the two-year resident positions:
• Ana Guerrero
• Dena Zepeda
• Dominique Reyes
• Suzanne Gomez
An additional application was received for consideration of appointment to the Irwindale business representative appointment to an initial one-year term expiring June 30, 2025:
• Geroge Silva, Rize Credit Union (formerly SCE Federal Credit Union) All directors of the Board shall be appointed by a majority vote of the City Council, and all vacancies on the Board shall be filled by appointment by a majority vote of the City Council. Directors of the Board may be removed with or without cause by a majority vote of the City Council. It would now be appropriate for the City Council to appoint a City Council representative, two (2) Irwindale Resident Representatives; and two (2) Irwindale Business Representatives to the Irwindale Community Foundation.
Fiscal Impact:
There is no fiscal impact associated with this action.
Attachments:
1. ICF Bylaws
2. Resolution No. 2024-50-3527 ICF Appointments, Council, Residents
3. Resolution No. 2024-51-3528 ICF Appointments, Business Represenatatives
4. Nathan Romero
5. Vanessa Duran
6. Ana Guerrero
7. Dena Zepeda
8. Dominique Reyes
9. Suzanne Gomez
10. Manuel Urteaga
11. Steven Hillgren
12. Carmen Jazmin Cortes
13. George Silva
BYLAWS
OF
IRWINDALE COMMUNITY FOUNDATION,
a California Nonprofit Public Benefit Corporation
01005.0001/533745.1
1 BYLAWS
OF
IRWINDALE COMMUNITY FOUNDATION,
a California Nonprofit Public Benefit Corporation
ARTICLEI
NAME
The name of this corporation shall be IRWINDALE COMMUNITY FOUNDATION.
ARTICLEII
PRINCIPLEOFFICEOFTHECORPORATION
The principal office for the transaction of the activities and affairs of this corporation is located at Irwindale City Hall, 5050 Irwindale Avenue, Irwindale, California 91706. The board of directors may change the location of the principal office.
ARTICLE III
PURPOSES AND OBJECTIVES: LIMITATIONS
Section 1. Specific Purpose. The specific and primary purpose of this corporation is to support the City of Irwindale and the residents of the City of Irwindale by providing funding, through grants, donations, and corporate support, for community benefits and services to benefit the community. This corporation is organized and shall be operated exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the “Code”).
Section 2. General Purposes. The general purposes and powers of this corporation are the following:
(a) to receive, hold, and disburse gifts, bequests, devises, and other funds to advance the purpose and objectives of this corporation; (b) to own and maintain or to lease suitable real and personal property which is deemed necessary for the purpose and objectives of this corporation; and (c) to enter into, make, perform, and carry out contracts of every kind for any lawful purpose, without limit as to amount.
Section 3. Limitations. This corporation has been formed under the California Nonprofit Public Benefit Corporation Law (California Corporations Code Section 5110 et seq.) for the purposes and objectives described above.
This corporation shall not carry on any activities not permitted to be carried on (a) by a corporation exempt from federal income tax under Section 501(c)(3) of the Code or the corresponding provision of any future United States internal revenue law, or (b) by a corporation contributions to which are deductible under Section 170(c)(2) of the Code or the corresponding provision of any future United States internal revenue law.
01005.0001/533745.1
2 No substantial part of the activities of this corporation shall consist of the publication or dissemination of materials with the purpose of attempting to influence legislation, and this corporation shall not participate or intervene in any political campaign on behalf of any candidate for public office or for or against any cause or measure being submitted to the people for a vote.
This corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of its purposes and objectives described above.
ARTICLE IV
CONSTRUCTION AND DEFINITIONS
Unless the context requires otherwise, the general provisions, rules of construction, and definitions in the California Nonprofit Public Benefit Corporation Law shall govern the construction of these Bylaws. Without limiting the generality of the above, the masculine gender includes the feminine and neuter, the singular number includes the plural, the plural number includes the singular, and the term “person” includes both a legal entity and a natural person.
ARTICLE V
DEDICATION OF ASSETS
The property of this corporation is irrevocably dedicated to charitable purposes and no part of the net income or assets of this corporation shall ever inure to the benefit of any director, officer, or member hereof or to the benefit of any private person. Upon the dissolution or winding up of this corporation, its assets remaining after payment, or provision for payment, of all of its debts and liabilities shall be distributed to a nonprofit fund, foundation or corporation designated by the board of directors of this corporation which is organized and operated exclusively for charitable purposes and which has established its tax exempt status under Section 501(c)(3) of the Code or the corresponding provision of any future United States internal revenue law.
ARTICLE VI
MEMBERS
Section 1. Directors as Members. This corporation shall have no voting members within the meaning of the California Nonprofit Public Benefit Corporation Law. Any action that would otherwise require approval by a majority of all members or approval by the members shall require only approval of the board of directors, as authorized by Section 5310 of the California Nonprofit Public Benefit Corporation Law.
Section 2. Meetings. There shall be no meetings of members as such. The persons constituting the board of directors may, at any given time and from time to time, act in their capacity as members pursuant to Section I of this Article VI, at meetings of the board of directors held as provided in Section 5 of Article VII of these Bylaws.
01005.0001/533745.1
3 ARTICLE VII
DIRECTORS
Section 1. Powers.
(a) General Corporate Powers. Subject to the provisions of the California Nonprofit Public Benefit Corporation Law and any limitations in the Articles of Incorporation and these Bylaws, the business and affairs of this corporation shall be managed, and all corporate powers shall be exercised, by or under the direction of the board of directors; provided, however, that in order to preserve the nonprofit, exempt-from-income-tax status of this corporation, neither the board nor any member thereof shall do any act, or authorize or suffer the doing of any act by an officer or employee of this corporation, on behalf of the corporation, which is inconsistent with the Articles or these Bylaws or the nonprofit purpose of this corporation. Any such act or acts shall be null and void.
(b) Specific Powers. Without prejudice to these general powers, and subject to the same limitations, the directors shall have the power to:
(i) Appoint and remove, at the pleasure of the board, all officers, agents, and employees of this corporation; prescribe any powers and duties for them that are consistent with law, with the Articles of Incorporation, and with these Bylaws; and fix their compensation in a manner consistent with the Articles of Incorporation, and with these Bylaws.
(ii) Change the principal office from one location to another within the City of Irwindale, California; and designate any place within Los Angeles County, California, for the holding of any meeting or meetings. (iii) Adopt, make, and use a corporate seal; and alter the form of the seal. (iv) Borrow money and incur indebtedness on behalf of this corporation and cause to be executed and delivered for this corporation’s purposes and objectives, in the corporate name, promissory notes, bonds, debentures, deeds of trust, mortgages, pledges, hypothecations, and other evidences of debt and securities.
(c) Limit on Dissolution. The Foundation may not be dissolved without the express authorization of the City Council of the City of Irwindale.
Section 2. Board of Directors. The authorized number of directors of the board shall be five (5). The board of directors shall be composed of the following:
(a) One sitting member of the City of Irwindale City Council; (b) Two residents of the City of Irwindale, who shall not be employees, commissioners, or elected officials of the City of Irwindale; and
01005.0001/533745.1
4 (c) Two representatives of businesses located in the City of Irwindale, who shall not be employees, commissioners, or elected officials of the City of Irwindale.
All directors of the board shall be appointed by a majority vote of the City Council, and all vacancies on the board shall be filled by appointment by a majority vote of the City Council.
Section 3. Term, Removal, and Vacancy.
(a) Term of Office. Directors shall be appointed for a term of two (2) years, except that the length of the terms of each of the five (5) directors appointed in 2024 shall be staggered, as follows:
(i) The councilperson’s term shall end on June 30, 2026; (ii) The two City residents’ terms shall end on June 30, 2026; and (iii) The two business representatives’ terms shall end on June 30, 2025. (b) Number of Terms. Directors may serve any number of terms and such terms may be consecutive.
(c) Resignation. Any director may resign by giving written notice to the chair of the board or to the executive director or the secretary of the board. The resignation shall be effective when the notice is given unless it specifies a later time for the resignation to become effective. If a director’s resignation is effective at a later time, the board may elect a successor to take office as of the date when the resignation becomes effective. (d) Removal. Directors of the board may be removed with or without cause. A director of the board, other than the councilperson, may only be removed from the board by a majority vote of the board. The councilperson may only be removed from the board by a majority vote of the City Council.
(e) Vacancies. Upon the expiration of their term, directors of the board shall retain their position on the board until their successor is appointed. Notwithstanding the previous sentence, if the councilperson on the board ceases to be a member of the Irwindale City Council for any reason, he or she shall automatically be removed from the board of directors, effective on the date that such person ceases to be a member of the City Council. Moreover, if a City resident board member ceases to be a City resident, or if a business representative ceases to represent a business located in the City of Irwindale, such person shall be automatically removed for the board of directors, effective on the date of the triggering event.
Section 4. Leadership of the Board.
(a) Chair of the Board. The director of the board who is also a City councilmember shall be the chair of the board. The chair of the board shall preside at meetings of the board of directors and exercise and perform such other powers and duties as may be from time to time assigned to him/her by the board of directors or prescribed by the Bylaws.
01005.0001/533745.1
5 (b) Vice Chair of the Board. The vice chair of the board shall be elected by the board. The vice chair shall have a term as vice chair of two (2) years, except that the vice chair’s initial term as vice chair shall expire on June 30, 2022. A board member may serve any number of terms as vice chair and such terms may be consecutive. In the absence or disability of the chair of the board, the vice chair of the board shall perform all the duties of the chair of the board, and when so acting shall have all the powers of, and be subject to all the restrictions upon, the chair of the board.
Section 5. Directors’ Meetings.
(a) Applicability of the Ralph M. Brown Act. All meetings of the board of directors of this corporation shall be subject to the provisions of the Ralph M. Brown Act (Government Code Section 54950 et seq.). However, if any applicable provisions of these Bylaws are more stringent than those contained in the Brown Act, then the provisions in these Bylaws shall control.
(b) Regular Meetings. The board of directors shall schedule regular meetings of the board of directors at such time and place as determined by the board of directors. Meetings of the board of directors shall be held in the City of Irwindale City Hall, unless otherwise determined by resolution of the board of directors or stated in the notice of meeting. (c) Special Meetings. Special meetings of the board of directors may be called at any time by the chair of the board or by a majority of the authorized number of directors of the board. Notice of special meetings shall be given in accordance with Section 54956 of the Government Code, as may be amended from time to time. Any waiver of notice of a special meeting shall be filed with the corporate records and made a part of the minutes of the special meeting.
(d) Quorum. A quorum shall be present when a majority of the authorized number of directors are present, except to adjourn. A quorum must be present in order for the board of directors to conduct business. Every act or decision done or made by a majority of the directors present at a meeting duly held at which a quorum is present shall be regarded as the act of the board of directors, subject to the more stringent provisions of the California Nonprofit Public Benefit Corporation Law, including, without limitation, those provisions relating to (i) approval of contracts or transactions in which a director has a direct or indirect material financial interest, (ii) appointment of committees, and (iii) indemnification of directors. A meeting at which a quorum is initially present may continue to transact business, notwithstanding the withdrawal of directors, if any action taken is approved by at least a majority of the required quorum for that meeting.
(e) Adjournment. A majority of the directors present, whether or not constituting a quorum, may adjourn any meeting to another time and place. (f) Notice of Adjournment. Notice of adjournment shall be given in accordance with Section 54955 of the Government Code, as may be amended from time to time.
Section 6. Compensation and Reimbursement. Directors and members of committees shall receive no compensation of any kind for their services as directors or officers. However,
01005.0001/533745.1
6 directors and officers may be reimbursed for expenses, as may be determined by resolution of the board to be just and reasonable.
Section 7. Liabilities. No director now or hereafter shall be personally liable for any indebtedness or liability of this corporation, and any and all creditors of this corporation shall look only to the assets of the corporation for payment.
ARTICLE VIII
BOARD COMMITTEES
Section 1. Board Committees. The board of directors may establish one or more board committees, each consisting of no more than two (2) directors, to serve at the pleasure of the board.
The board may designate one (1) or more directors as alternate members of any board committee who may replace any absent member at any meeting of the board committee. The board of directors may also appoint any number of persons who are not directors to serve at the pleasure of the board on any board committee, and said persons shall have a vote in the recommendation of the committee of which they are a member. The board of directors may adopt rules for the government of any board committee not inconsistent with the provisions of these Bylaws.
Section 2. Committee Member Selection. The chair of the board shall appoint committee members from the board, subject to confirmation by the board.
Section 3. Restrictions on Board Committees. A board committee shall have the power to make advisory recommendations to the board of directors regarding the subject matter of its charge, but shall have no other power, and shall have no power to bind the board of directors or the corporation in any way or thing whatsoever.
ARTICLE IX
OFFICERS
Section 1. Officers. The officers of this corporation shall be an executive director, a secretary, and a treasurer. Any number of offices may be held by the same person, except that neither the secretary nor the treasurer may serve concurrently as the executive director or chair of the board.
Section 2. Executive Director. The executive director shall be the City Manager of the City of Irwindale. Subject to such supervisory powers, if any, as may be given by the board of directors to the chair of the board, and subject to the control of the board of directors, the executive director shall generally supervise, direct, and control the business and the officers of the corporation. The executive director shall be the chief executive officer of the corporation. The executive director may designate deputies to assist him/her, as needed, and may also designate deputies to assist the secretary and the treasurer, as needed.
Section 3. Secretary. The secretary shall be the Chief Deputy City Clerk of the City of Irwindale. The secretary shall attend to the following:
(a) Book of Minutes. The secretary shall keep or cause to be kept, at the principal office or such other place as the board of directors may direct, a book of minutes of all
01005.0001/533745.1
7 meetings and actions of directors, committees of directors, with the time and place of holding, whether regular or special, and, if special, how authorized, the notice given, the names of those present at such meetings, the number of directors present or represented at directors’ meetings, and the proceedings of such meetings.
(b) Custody of Articles and Bylaws. The secretary shall keep or cause to be kept, at the principal office of the corporation, a copy of the Articles of Incorporation and Bylaws, as amended.
(c) Notices, Seal, and Other Duties. The secretary shall give, or cause to be given, notice of all meetings of the board of directors, and of committees of the board, required by the Bylaws or by law to be given. The secretary shall keep the seal of the corporation, if any, in safe custody. The secretary shall have other powers and perform such other duties as may be prescribed by the board of directors or the Bylaws.
Section 4. Treasurer. The treasurer shall be the Director of Finance for the City of Irwindale. The treasurer shall attend to the following:
(a) Books of Account. The treasurer shall keep and maintain, or cause to be kept and maintained, adequate and correct books and records of accounts of the properties and business transactions of this corporation. The treasurer shall send or cause to be given to the directors such financial statements and reports as are required to be given by law, by these Bylaws, or by the board. The books of account shall be open to inspection by any director at all reasonable times.
(b) Deposit and Disbursement of Money and Valuables. The treasurer shall (i) deposit or cause to be deposited all money and other valuables in the name and to the credit of this corporation with such depositories as may be designated by the board of directors, (ii) disburse the funds of this corporation as may be ordered by the board of directors, (iii) render to the executive director and directors, whenever they request it, an account of all transactions effected by the treasurer and of the financial condition of this corporation, and (iv) have such other powers and perform such other duties as may be prescribed by the board of directors or the Bylaws. (c) Bond. If required by the board of directors, the treasurer shall give this corporation a bond in the amount and with the surety or sureties specified by the board of directors for faithful performance of the duties of such office and for restoration to this corporation of all its books, papers, vouchers, money, and other property of every kind in the possession or under control of the treasurer on such officer’s death, resignation, retirement, or removal from office. (d) Tax Filings. The treasurer shall prepare and file all necessary tax and financial documents on behalf of this corporation.
Section 5. Resignation or Removal of Officers. Resignation or removal from the position of City Manager, Deputy City Clerk, or Director of Finance shall be deemed resignation or removal from the position of executive director, secretary, or treasurer, respectively.
Section 6. Vacancies in Office. A vacancy in any office because of death, resignation, removal, or any other cause shall be filled in the manner designated by the City of Irwindale.
01005.0001/533745.1
8 ARTICLE X
INDEMNIFICATION OF DIRECTORS, OFFICERS, EMPLOYEES, AND AGENTS Section 1. Right of Indemnity. To the fullest extent permitted by law, this corporation shall indemnify any present or former director, officer, employee or other “agent” of the corporation, as that term is defined in Section 5238(a) of the California Corporations Code, against all expenses, judgments, fines, settlements and other amounts actually and reasonably incurred by them in connection with any “proceeding,” as that term is used in that Section, and including an action by or in the right of the corporation, by reason of the fact that the person is or was a person described in that section. “Expenses,” as used in this Section, shall have the same meaning as in Section 5238(a) of the California Corporations Code.
Section 2. Approval of Indemnity. On written request to the board by any person seeking indemnification under Section 5238(b) or Section 5238(c) of the California Corporations Code, the board shall promptly determine under Section 5238(e) of the California Corporations Code whether the applicable standard of conduct set forth in Section 5238(b) or Section 5238(c) has been met and, if so, the board shall authorize indemnification. If the board cannot authorize indemnification because the number of directors who are parties to the proceeding with respect to which indemnification is sought prevents the formation of a quorum of directors who are not parties to that proceeding, the indemnification may be authorized by the court in which such proceeding is or was pending, pursuant to Section 5238(e) of the California Corporations Code.
Section 3. Advancement of Expenses. To the fullest extent permitted by law, expenses incurred by a person seeking indemnification under Sections 5238(b) or 5238(c) of the California Corporations Code in defending any proceeding covered by those Sections shall be advanced by the corporation upon the request of such person and upon receipt by the corporation of an undertaking by or on behalf of that person that the advance will be repaid unless it is ultimately determined that the person is entitled to be indemnified by the corporation for those expenses.
Section 4. Insurance. The corporation shall have the right to purchase and maintain insurance to the full extent permitted by law on behalf of its officers, directors, employees, and other agents, against any liability asserted against or incurred by any officer, director, employee, or agent in such capacity or arising out of the officer’s, director’s, employee’s, or agent’s status as such.
ARTICLE XI
RECORDS AND REPORTS
Section 1. Maintenance of Corporate Records. The corporation shall keep:
(a) Adequate and correct books and records of account; and (b) Written minutes of the proceedings of its board, board committees and community committees.
Section 2. Inspection by Directors. Every director shall have the absolute right at any reasonable time to inspect the corporation’s books, records, documents of every kind, physical properties, and the records of each of its subsidiaries. The inspection may be made in person or by
01005.0001/533745.1
9 the director’s agent or attorney. The right of inspection includes the right to copy and make extracts of documents.
Section 3. Annual Report. The corporation shall cause an annual report to be sent to the directors within one hundred twenty (120) days after the end of the corporation’s fiscal year.
That report shall contain the following information, in appropriate detail, for the fiscal year:
(a) The assets and liabilities, including the trust funds, of the corporation as of the end of the fiscal year.
(b) The principal changes in assets and liabilities, including trust funds. (c) The revenue or receipts of the corporation, both unrestricted and restricted to particular purposes.
(d) The expenses or disbursements of the corporation for both general and restricted purposes.
(e) Any information required by Section 4 below.
The annual report shall be accompanied by any report on it of independent accountants or, if there is no such report, by the certificate of an authorized officer of the corporation that such statements were prepared without audit from the corporation’s books and records.
This requirement of an annual report shall not apply if the corporation receives less than Twenty-Five Thousand Dollars ($25,000.00) in gross receipts during the fiscal year, provided, however, that the information specified above for inclusion in an annual report must be furnished annually to all directors who requests it in writing.
Section 4. Annual Statement of Certain Transactions and Indemnifications. As part of the annual report to all directors, or as a separate document if no annual report is issued, the corporation shall annually prepare and furnish to each director a statement of any transaction or indemnification of the following kind within one hundred twenty (120) days after the end of the corporation’s fiscal year:
(a) Any transaction (i) in which the corporation, its parent, or its subsidiary was a party, (ii) in which an “interested person” had a direct or indirect material financial interest, and (iii) which involved more than Fifty Thousand Dollars ($50,000.00), or was one of a number of transactions with the same interested person involving, in the aggregate, more than Fifty Thousand Dollars ($50,000.00). For this purpose, an “interested person” is either of the following:
(i) Any director or officer of the corporation, its parent, or subsidiary (but mere common directorship shall not be considered such an interest); or (ii) Any holder of more than ten percent (10%) of the voting power of the corporation, its parent, or its subsidiary. The statement shall include a brief description of the transaction, the names of interested persons involved, their relationship to the corporation, the nature of their interest in the transaction and, if
01005.0001/533745.1
10 practicable, the amount of that interest, provided that if the transaction was with a partnership in which the interested person is a partner, only the interest of the partnership need be stated.
(b) Any indemnifications or advances aggregating more than Ten Thousand Dollars ($10,000.00) paid during the fiscal year to any officer or director of the corporation under Article X of these Bylaws.
ARTICLE XII
GENERAL CORPORATE MATTERS
Section 1. Fiscal Year. The fiscal year of this corporation shall commence on July 1 and conclude on June 30.
Section 2. Checks, Drafts and Evidence of Indebtedness. All checks, drafts, or other orders for payment of money, notes, or other evidences of indebtedness, issued in the name of or payable to this corporation, shall be signed or endorsed by both (i) the chair of the board or a vice chair of the board, and (ii) the treasurer of the corporation.
Section 3. Corporate Contracts and Instruments; How Executed. The board of directors, except as otherwise provided in these Bylaws, may authorize any officer or officers, agent or agents, to enter into any contract or execute any instrument in the name of and on behalf of this corporation, and this authority may be general or confined to specific instances; and, unless so authorized or ratified by the board of directors or within the agency power of an officer, no officer, agent or employee shall have any power or authority to bind this corporation by any contract or engagement or to pledge its credit or to render it liable for any purpose or for any amount.
Section 4. Policies. The Irwindale Community Foundation shall be governed by the officially adopted policies of the City of Irwindale, except to the extent that such policies conflict with these Bylaws or California Nonprofit Public Benefit Corporation Law. In the event of any conflict, these Bylaws and California Nonprofit Public Benefit Corporation Law shall govern.
Section 5. Parliamentary Procedure. The Irwindale Community Foundation shall conduct meetings in accordance with the parliamentary procedures of the City of Irwindale.
ARTICLE XIII
AMENDMENTS
New Bylaws may be adopted or these Bylaws may be amended or repealed by approval of the board of directors. Notwithstanding the above, Sections 1(c), 2, and 4(a) of Article VII, and Article IX, may not be amended, removed, or otherwise made ineffective without the express approval of the City Council of the City of Irwindale.
01005.0001 /533745.1 11
CERTIFICATE OF INCORPORATOR
I hereby certify that I am the Incorporator of the Irwindale Community Foundation, a California nonprofit public benefit corporation, and that I adopted the above and foregoing Bylaws as the Bylaws of this corporation pursuant to my authority under California Corporations Code section 5134 on February 13, 2019, and that they have not been amended since that date.
Executed on February 24, 2020, at Irwindale, California.
William K. T
Resolution No. 2024-50-3527
RESOLUTION NO. 2024-50-3527
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE
APPOINTING TWO RESIDENT REPRESENTATIVE MEMBERS AND ONE
CITY COUNCIL REPRESENTATIVE TO THE IRWINDALE COMMUNITY
FOUNDATION FOR TERMS EXPIRING JUNE 30, 2026
WHEREAS, on October 10, 2018, the City Council adopted Resolution No. 2018-72-3066 establishing a Non-Profit Community Foundation for the purpose of accepting and using funds donated to the City for community purposes; and WHEREAS, on February 13, 2019, the City Council approved the Articles of Incorporation and the Bylaws of the Irwindale Community Foundation that states the board of directors (“Board”) shall be five (5) members, who serve staggered terms of two (2) years, and shall be composed of the following: one sitting member of the Irwindale City Council; two (2) residents of the City of Irwindale, who shall not be employees, commissioners, or elected officials of the City of Irwindale and two (2) representatives of businesses located in the City of Irwindale, who shall not be employees, commissioners, or elected officials of the City of Irwindale; and WHEREAS, on March 13, 2024, the City Council amended the Articles of Incorporation and Bylaws of the Irwindale Community Foundation to state the board of directors (“Board”) shall be five (5) members, who serve staggered terms of two (2) years, except that the length of the terms of each of the five (5) directors appointed in 2024 shall be staggered, as follows:
• The councilperson's term shall end on June 30, 2026;
• The two City residents' terms shall end on June 30, 2026; and • The two business representatives' terms, who shall not be employees, commissioners, or elected officials of the City of Irwindale, shall end on June 30, 2025.
WHEREAS, on May 16, 2024 a citywide mailer was sent to all Irwindale households soliciting applications for the Resident vacancies in accordance with the requirements of the Maddy Act (Gov’t Code § 54970, et seq.); and WHEREAS, two (2) residents submitted applications for consideration of appointment to the Board by the deadline of June 19, 2024; and WHEREAS, on June 26, 2024 the City Council extended the deadline for applications to July 17, 2024 and an additional four (4) applications were received; and
WHEREAS, all directors of the Board shall be appointed by a majority vote of the City Council, and all vacancies on the board shall be filled by appointment by a
Resolution No. 2024-50-3527
majority vote of the City Council. Directors of the Board may be removed with or without cause by a majority vote of the City Council; and WHEREAS, it would now be appropriate for the City Council to make appointments to the Irwindale Community Foundation Board for full terms expiring June 30, 2026.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Pursuant to bylaws of the Irwindale Community Foundation, directors shall be appointed for a term of two years, as follows:
Councilperson’s appointment shall end on June 30, 2026:
_______________________________
The term of two Irwindale Residents shall end on June 30, 2026:
_______________________________
________________________________
Section 2. The Chief Deputy City Clerk shall certify to the adoption of this Resolution and shall transmit a certified copy thereof to the newly appointed members.
PASSED, APPROVED, and ADOPTED this ______ day of July 2024. __________________________
Albert F. Ambriz, Mayor
ATTEST:
_____________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
Resolution No. 2024-50-3527
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura M. Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2024-50-3527 was adopted at a regular meeting of the Irwindale City Council held on the 24th day of July 2024, by the following vote of the Council:
AYES: Councilmembers:
NOES: Councilmembers:
ABSTAIN: Councilmembers:
ABSENT: Councilmembers:
_________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
Resolution No. 2024-51-3528
RESOLUTION NO. 2024-51-3528
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE
APPOINTING TWO IRWINDALE BUSINESS REPRESENTATIVES TO THE
IRWINDALE COMMUNITY FOUNDATION FOR ONE YEAR TERMS
EXPIRING JUNE 30, 2025
WHEREAS, on October 10, 2018, the City Council adopted Resolution No. 2018-72-3066 establishing a Non-Profit Community Foundation for the purpose of accepting and using funds donated to the City for community purposes; and WHEREAS, on February 13, 2019, the City Council approved the Articles of Incorporation and the Bylaws of the Irwindale Community Foundation that states the board of directors (“Board”) shall be five (5) members, who serve staggered terms of two (2) years, and shall be composed of the following: one sitting member of the Irwindale City Council; two (2) residents of the City of Irwindale, who shall not be employees, commissioners, or elected officials of the City of Irwindale and two (2) representatives of businesses located in the City of Irwindale, who shall not be employees, commissioners, or elected officials of the City of Irwindale; and WHEREAS, on March 13, 2024, the City Council amended the Articles of Incorporation and Bylaws of the Irwindale Community Foundation to state the board of directors (“Board”) shall be five (5) members, who serve staggered terms of two (2) years, except that the length of the terms of each of the five (5) directors appointed in 2024 shall be staggered, as follows:
• The councilperson's term shall end on June 30, 2026;
• The two City residents' terms shall end on June 30, 2026; and • The two business representatives' terms, who shall not be employees, commissioners, or elected officials of the City of Irwindale, shall end on June 30, 2025
WHEREAS, on June 5, 2024 a mailer was sent to all Irwindale Businesses and posted onto the City’s social media platforms soliciting applications for the Irwindale Business Representative vacancies in accordance with the requirements of the Maddy Act (Gov’t Code § 54970, et seq.); and
WHEREAS, three (3) individuals representing Irwindale Businesses submitted applications for consideration of appointment to the Board by the deadline of June 19, 2024; and
WHEREAS, on June 26, 2024 the City Council extended the deadline to July 17, 2024, and one (1) additional application was received: and
Resolution No. 2024-51-3528
WHEREAS, all directors of the Board shall be appointed by a majority vote of the City Council, and all vacancies on the board shall be filled by appointment by a majority vote of the City Council. Directors of the Board may be removed with or without cause by a majority vote of the City Council; and WHEREAS, it would now be appropriate for the City Council to make appointments to the Irwindale Community Foundation Board for initial one-year terms expiring June 30, 2025.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
IRWINDALE, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Pursuant to bylaws of the Irwindale Community Foundation, directors shall be appointed for initial one year-terms, as follows:
The term of two Irwindale Business Representatives shall end on June 30, 2025:
_______________________________
________________________________
Section 2. The Chief Deputy City Clerk shall certify to the adoption of this Resolution and shall transmit a certified copy thereof to the newly appointed members.
PASSED, APPROVED, and ADOPTED this ______ day of July 2024. __________________________
Albert F. Ambriz, Mayor
ATTEST:
_____________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
Resolution No. 2024-50-3527
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura M. Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2024-51-3528 was adopted at an regular meeting of the Irwindale City Council held on the 24th day of July 2024, by the following vote of the Council:
AYES: Councilmembers:
NOES: Councilmembers:
ABSTAIN: Councilmembers:
ABSENT: Councilmembers:
_________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
What are your reasons for wanting to server on the Irwindale Community Foundation?
I recently served on the Irwindale community foundation for half a term, when I replaced Commissioner Michelle Duran, who is now part of the Parks & Recreation Commission. I would like to continue serving my community a full term on the Irwindale community Foundation and continue providing insight, support, guidance, and propose new ideas that will further enrich the Irwindale community. As the Irwindale Community Foundation continues to grow and develop, I would like to be part of that process and reach out to local business and bring awareness to what the Irwindale Community Foundation has accomplished in recent years.
Why do you feel that you would make a good Foundation Member.
As a long-term Irwindale resident, I care about my city and its future growth and its progression. In the past year, while I served on the Irwindale Community Foundation, I gained knowledge, experience, and understanding of how funding programs like Aquatics, Library, Senior Center, and Recreation have a lasting impact on the lives of the Irwindale community.
Have you applied for a City Board or Commission before? Yes - I have been part of the Irwindale Community Foundation since March 2023, till present day.
Abilities, experiences, and interest which you believe would contribute to your participation in municipal government.
Bilingual (English & Spanish),
Bachelor of Business Administration Degree
Networking
Community Service
Volunteer work _ Food Banks
Irwindale Community Foundation
Royal Oaks PTO – Board Member
NATANAEL ROMERO
Irwindale, CA 91010
Support Account Director / Team Leader / Insight Manager with Account & Team Operations. Support my team in driving key merchandising requirements and strategies across the country. Utilize key tools to support objectives. Work closely with my team/account team to drive merchandising strategies and execution as part of account business plans, key customer presentations, and other operational activities.
Work in conjunction with my team to translate the business needs into reports/analytics functional requirements and interpret the report/analytics needs for the customer, and help my teams create course-correcting game plans.
EXPERIENCE
2020 – PRESENT
DREYER’S GRAND ICE CREAM, CATEGORY MANAGEMENT ANALYST
Standardized reports to provide insights on the Dreyer’s Ice Cream business Develop planograms for the ice cream category to increase growth and drive opportunities New Items Launch, leading teams to executing yearly store level updates with new items 2010 – 2020
NESTLE, RESET COORDINATOR
Standardized reports to provide insights on the Dreyer’s Ice Cream & DiGiorno Pizza business Develop planograms for Ice Cream & Pizza category to increase growth, drive opportunities New Items Launch, leading teams to executing yearly store level updates with new items 2005– 2010
DREYER’S GRAND ICE CREAM, RESET COORDINATOR
Standardized reports to provide insights on the Dreyer’s Ice Cream business Develop planograms for the ice cream category to increase growth and drive opportunities New Items Launch, leading teams to executing yearly store level updates with new items 2003 – 2005
S.A.S. (SELECT A SERVICE) FIELD MERCHANDISING/ SALES REPRESENTATIVE Team Lead Reset Merchandise in remodeled grocery stores. Project manager overseeing a team of merchandisers setting up product at new stores Develop and train new hires onboarding training
2 EDUCATION
2014-2017
BACHELOR OF BUSINESS ADMINISTRATION, CALIFORNIA STATE POLYTECHNIC
UNIVERSITY, POMONA
Marketing/ Product and Brand Management
ASSOCIATE OF ARTS, PASADENA CITY COLLEGE
General Studies
SKILLS
Excellent Communication Skills
Customer Service
Sales/ Marketing
Apollo Space Planning – Schematic
Development
Project Coordination
Inventory Management
Bilingual (Spanish/English)
JDA Space Planning – Schematic
Development
ACTIVITIES
VOLUNTEER
LOS ANGELES REGIONAL FOOD BANK
2012 – 2017
VOLUNTEER
SECOND HARVEST FOOD BANK ORANGE COUNTY
2018
VOLUNTEER
PTO – BOARD MEMBER - ROYAL OAK STEAM ACCADAMY
2023 - PRESENT
IRWINDALE
CiHL\lli'llTY 1-'()U\llATHl~
APPLICATION FOR APPOINTMENT
TO IRWINDALE COMMUNITY FOUNDATION
Are you applying as a
iZi Resident
Representative of a Business
Name of Business: _:_N::..:/A-'---------------------
Position: :...:N:.c/A-'-------------------------
Nan1e: Vanessa Duran
Address:
Occupation: Contract Administrator
Employer: Henkels & McCoy West, LLC
Address: 2840 Ficus Street, Pomona, CA 91766
Home Phone: Business Phone: NONE
Years in Irwindale: 17 years --'----------- Registered Voter? Y.:...::.es:._ _______ _ Educational background/ degree: High School Diploma & Some College Licenses or Special Certificates: _N_o_ne ___________________ .
List any Irwindale, Los Angeles County, or other City committee, board or commission on which you presently serve or have served, and the year served. ~N~o~ne-'--------------- Please answer the following questions completely
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
To be a conduit for change and excellence in our city by actively serving our community.·
Application for Appointment
To liwindale Community Foundation
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.) I have strong roots in the city with multiple generations calling Irwindale home, I love to see 011r community working together to safegard the generational traditions and camaraderie this citir was built on. I want to continue to see programs that encourage community connection and family Have you applied for any City Board or Commission before? Yes _>s_ No If so, which one? The Planning Commision
Abilities. experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
I have a strong sense of community and I'm not afraid to lend a helping hand where it's needed I have participated in numerous Community Foundation events in the past and I'm excited to take a more active role in the foundation if welcomed.
PLEASE INCLUDE A RESUME, IF AVAILABLE ·Please see attached.
Return application to;
ON THIS APPLICATION IS CONSIDERED PUBLIC INFORMATION.
Irwindale Community Foundation
Laura Nieto, Secretary
5050 N. Irwindale Avenue
Irwindale, CA 91706
DEADLINE TO SUBMIT COMPLETED APPLICATION IS WEDNESDAY, JUNE 19, 2024 AT 6:00 e..M.
Please contact the Board Secretary at 626-430-2202 if you have any questions.
Vanessa Duran
, Irwindale, CA 91706 I
Summary
Contract administrator with 7 years of contract experience as well as 20 years of construction experience at various levels. Extensive knowledge of construction process and procedures. Offer a strong work ethic with the understanding of timeliness, efficiency, and urgency to assure project success. Seeking a stimulating position where I can utilize my experience to benefit my employer as well as myself.
Skills & Abilities
Ability to meet deadlines with accuracy.
Strong organizational skills.
Able to work well in a high volume and high stress environment.
Experience
CONTRACT ADMINISTRATOR I MASTEC/HENKELS & MCCOY I 03/23 - CURRENT Draft and issue subcontracts, negotiate subcontractor redlines and revise subcontracts, task orders & change orders received from subcontractors for future and ongoing projects. Manage subcontractor insurance certificates on file. Confer with legal counsel regarding possible exposure of subcontracts, correspond with project managers and their support staff regarding contract scopes and project standards. Manage the receipt of contract documentation from subcontractors.
CONTRACT ADMINISTRATOR I PAVEMENT RECYCLING SYSTEM I 06/22- 03/23 Review, negotiate and revise subcontracts, task orders & change orders received from contractors for future projects.
Confer with management regarding possible exposure of subcontracts, correspond with project managers regarding subcontract scope. Manage the flow and timely submission of Owner Controlled Insurance Programs to owner or relevant reporting agency.
CONTRACT ADMINISTRATOR I BIRDI SYSTEMS, INC. I 03/22 -06/22 Draft, review, negotiate and revise contracts, task orders & change orders received from both owners and contractors for future captured projects. Confer with legal counsel regarding possible exposure of contracts, correspond with salesmen regarding contract scopes. Manage the flow and timely submission of compliance paperwork from subcontractors to owner or relevant reporting agency. Manage the receipt of payment application documentation from subcontractors.
Obtain performance and payment bonds, assuring receipt of subcontract documents, insurance, WRAP as well as special requirements.
SENIOR CONTRACT ADMINISTRATOR I FISHER HOLDINGS, INC. I 08/ 17 - 02/22 Review, negotiate and revise subcontracts received from contractors for future projects. Confer with legal counsel regarding possible exposure of contracts, correspond with salesmen regarding contract scope and keep contracts calendar for future reference. Obtain performance and payment bonds, assuring receipt of subcontract documents, insurance as well as special requirements.
LABOR COMPLIANCE ADMINISTRATOR I FISHER HOLDINGS, INC. I 07/14- 08/17 Manage the timely submission of One-time forms, monthly submission of certified payroll and closeout documentation.
Attend all pre-construction compliance meetings. Developed business relationships with all Southern California based labor compliance management and reporting agencies. Established new procedures and policies necessary for timely submission.
CONTRACT ADMINISTRATIVE ASSISTANT I CELL-CRETE CORPORATION I 09/09 - 07/14 Receive and input newly captured jobs from salesman into American Contractors accounting system. Managed the flow of contracts from salesman, contract administrator through Corporate Officer for signature and returned to customer.
Ordered project specific insurance, filed pre-lien notices, verified city business license is in place, and ensured all contact documents have been submitted for each project.
FILE CLERK/ FILL-IN RECEPTIONEST I CELL-CRETE CORPORATION I 02/09- 09/09 Filed fully executed contract, pre-lien documents and archived old files. Set-up managed and maintained the archive system for multiple companies. Relieved the receptionist while out to lunch; answering phones, received packages, and assisted the HR in minor tasks.
BID RUNNER/ ESTIMATING ASSISTANT I CS LEGACY I 03/05 - 12/0B Worked closely with estimator at bid openings on last-minute submission of estimator numbers. Scheduling and attendance of bid openings, job walks and pre-construction meetings. Preparation of bid documents inclusive of ordering bid bonds, preliminary bid takeoff, good faith effort preparation execution and documentation.
Education
DIPLOMA I JUNE 2003 I COVINA HIGH SCHOOL
APPLICATION FOR APPOINTMENT
TO IRWINDALE COMMUNITY FOUNDATION
Are you applying as a
Resident
Representative of a Business
Name of Business: _______________________________________________________ Position: ________________________________________________________________ Name: ______________________________________________________________________ Address: _________________________________
Occupation: ______________________________________________________________________ Employer: ______________________________________________________________________ Address: ______________________________________________________________________ Home Phone: ( ) ______ Business Phone: ( ) ______
Years in Irwindale: _______________________ Registered Voter? ________________________ Educational background / degree: ________________________________________________________ Licenses or Special Certificates: __________________________________________________________ List any Irwindale, Los Angeles County, or other City committee, board or commission on which you presently serve or have served, and the year served. _________________________________________ ____________________________________________________________________________________ Please answer the following questions completely
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ✔
N/A N/A Ana Guerrero Dispatcher A-Z Bus Sales, Inc. 1900 S. Riverside Ave, Colton, CA 92324 626-841-0813 626-841-0813 3 yes Associates in Occupational Science N/A None I have lived in the City of Irwindale for three years, during this time, I am very impressed to see how the community is very family ambient. I am very new to this community; therefore, serving in the Irwindale Community Foundation would give me a better opportunity to give back to my community.
Application for Appointment Page 2
To Irwindale Community Foundation
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Have you applied for any City Board or Commission before? Yes _____ No _____ If so, which one? ____________________________________________________ Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
PLEASE INCLUDE A RESUME, IF AVAILABLE
Signature: _____________________________________ Date:
ALL DATA SUPPLIED ON THIS APPLICATION IS CONSIDERED PUBLIC INFORMATION.
Return application to: Irwindale Community Foundation
Laura Nieto, Secretary
5050 N. Irwindale Avenue
Irwindale, CA 91706
[email protected]
DEADLINE TO SUBMIT COMPLETED APPLICATION IS WEDNESDAY, JUNE 19, 2024 AT 6:00 P.M.
Please contact the Board Secretary at 626-430-2202 if you have any questions.
I feel that I would make a good member because I like serving others, exercise good open relationships and take extreme ownership over my work.
X
I have the ability to motivate my team, I like to leadership and I am a team player.
Ana Guerrero
07/07/2024 Page 187 of 460
9 ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
APPLICATION FOR APPOINTMENT
TO IRWINDALE COMMUNITY FOUNDATION
Are you applying as a
Resident
Representative of a Business
Name of Business:
Position:
Name:
Address:
Occupation:
Employer:
Address:
Dominique Reyes
Subcontracts Manager
NASA Jet Propulsion Laboratory
4800 Oak Grove Drive La Cañada Flintridge, CA 91011
Home Phone: (
905-3223
) Business Phone: (
905-3223
)
Years in Irwindale: 10 Registered Voter? Yes
Educational background / degree: Currently in MBA program at Azusa Pacific Univeristy Licenses or Special Certificates:
List any Irwindale, Los Angeles County, or other City committee, board or commission on which you presently serve or have served, and the year served.
Please answer the following questions completely
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
✔
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Application for Appointment Page 2
To Irwindale Community Foundation
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.) Have you applied for any City Board or Commission before? Yes x No If so, which one? Planning Commision
Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
PLEASE INCLUDE A RESUME, IF AVAILABLE
Signature:
E-SIGNED by Dominique Reyes
on 2024-07-10 21:31:14 GMT Date:
2024-07-10 21:31:14 UTC
ALL DATA SUPPLIED ON THIS APPLICATION IS CONSIDERED PUBLIC INFORMATION.
Return application to: Irwindale Community Foundation
Laura Nieto, Secretary
5050 N. Irwindale Avenue
Irwindale, CA 91706
[email protected]
DEADLINE TO SUBMIT COMPLETED APPLICATION IS WEDNESDAY, JUNE 19, 2024 AT 6:00 P.M.
Please contact the Board Secretary at 626-430-2202 if you have any questions.
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
I am driven by a strong desire to give back to our community through public service.
Having grown up in this town and benefited from its resources and opportunities, I feel a sense of duty to contribute my time and skills to its continued success. Serving in the Irwindale Community Foundation would allow me to give back through participating in programs that directly impact the lives of residents, businesses, and future generations, fulfilling my commitment to civic duty and community betterment.
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.)
I bring to the table a combination of analytical prowess, collaborative spirit, attention to detail, and effective communication skills that I believe make me well-suited for a role on the Irwindale Community Foundation. I have been a dedicated student, employee and long-term resident for many years. Through my experiences, I have built strong communication and advocacy skills that enable me to engage residents, convey complex ideas clearly, and advocate for decisions that promote the long-term well-being of our hometown.
Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
My experience volunteering with youth in Los Angeles has cultivated my collaborative approach, fostering open dialogue and teamwork to address community needs. I will bring this collaborative spirit to the Irwindale Community Foundation, where I seek to engage with fellow volunteers and residents to assist in programs that benefit our hometown. Additionally, my pursuit of a bachelor’s degree and ongoing studies toward a master’s degree demonstrate my commitment to continuous learning and academic rigor, equipping me with the knowledge and skills to tackle the multifaceted challenges of community planning with attention to detail and thoroughness.
DOMINIQUE REYES Irwindale, CA
m:
PROFESSIONAL SUMMARY
Dedicated Contracts Manager with a passion for community service and a track record of success in managing contracts and procurement processes. Experienced in negotiating and administering contracts to achieve optimal outcomes while ensuring compliance with regulatory requirements. Committed to leveraging my skills and expertise to support community initiatives and contribute to the betterment of local neighborhoods and organizations.
EDUCATION AND CREDENTIALS
Bachelor of Criminology and Criminal Justice, 2020
Arizona State University, Tempe, AZ
Magna Cum Laude, GPA: 3.74
Criminal Justice Honor Society 2019
National Society of Collegiate Scholars 2020
Honor Society 2020
Master in Business Administration, Current
Azusa Pacific University, Azusa, CA
PROFESSIONAL EXPERIENCE
JPL NASA, WEST COVINA, JUNE 2023 TO CURRENT
SUBCONTRACTS MANAGER
Managed end-to-end subcontracting process, including solicitation, negotiation, award, and administration of contracts with subcontractors.
Developed and implemented subcontracting strategies to optimize cost, schedule, and performance objectives, ensuring alignment with project goals. Conducted thorough subcontractor pre-qualification assessments to evaluate capabilities, financial stability, and compliance with regulatory requirements. Negotiated favorable subcontract terms and conditions, including pricing, delivery schedules, payment terms, and scope of work, to mitigate risks and maximize value. Established and maintained strong relationships with subcontractors, fostering collaboration and resolving issues in a timely manner to support project success. Monitored subcontractor performance against contractual requirements, identifying deviations and implementing corrective actions as necessary to ensure adherence to quality standards and project milestones.
Ensured compliance with applicable laws, regulations, and company policies throughout the subcontracting process, including adherence to ethical standards and conflict-of-interest policies.
HIOSSEN IMPLANTS, WEST COVINA, SEPTEMBER 2022 TO JUNE 2023
TERRITORY MANAGER
Developed and implemented territory management strategies to optimize customer engagement and support the effective utilization of medical devices.
DOMINIQUE REYES Page 2
Established and maintained relationships with healthcare providers, administrators, and key decision-makers to ensure seamless communication and collaboration. Managed a diverse portfolio of contracts with multiple customers, overseeing contract fulfillment and ensuring compliance with contractual obligations. Provided comprehensive product education and training to healthcare professionals, facilitating their understanding of device features, benefits, and best practices. Acted as a liaison between customers and internal teams, coordinating support services, troubleshooting issues, and resolving inquiries in a timely manner.
FLOWERS BAKING, FONTANA, CA, NOVEMBER 2017 TO SEPTEMBER 2022
ACCOUNT MANAGER
Developed and nurtured long-term relationships with key clients as a trusted vendor, serving as the primary point of contact for all account-related inquiries and needs. Conducted regular meetings and check-ins with clients to understand their evolving business requirements, address concerns, and identify opportunities for collaboration and value-added services.
Collaborated closely with clients to develop customized solutions and proposals tailored to their specific needs and objectives, ensuring alignment with their strategic goals. Managed a diverse portfolio of client accounts, balancing competing priorities and deadlines to deliver exceptional service and meet client expectations.
T-MOBILE, BALDWIN PARK, CA, APRIL 2014 TO JUNE 2019
MOBILE EXPERT
Offered technical support to customers regarding their cell phones, tablets, Wi-Fi routers to ensure optimal connection with T-Mobile services.
Complete financing contracts alongside customers for plans and devices purchased. Investigate fraud claims, ensure sales and tasks are aligned with company policy. Managed clients and potential contacts through Salesforce, hitting weekly and monthly targets. Stayed up to date on latest trends in technology to properly sell and explain to interested customers.
Received and deposited money into correct accounts as well as disbursed funds from cash accounts to pay customer bills.
Generated and maintained records of transactions and confirmed that accounts were balanced. Obtained and updated client personal information into complex databases including quickview, salesforce, and excel spreadsheets.
VOLUNTEERISM
PEACE4KIDS, LOS ANGELES, CA, DECEMBER 2019 - PRESENT
Serve as mentor and volunteer for children in foster care, fostering success and growth of the nonprofit.
Participate in special events, including trips to museums, sporting events and holiday events, to engage youth.
Utilize techniques in communication to connect with children to support their positive development throughout their childhood and into successful adulthood.
ADDITIONAL INFORMATION
Technical Proficiencies: Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Salesforce, CRM Interests: Running, swimming, volunteering, literature
APPLICATION FOR APPOINTMENT
TO IRWINDALE COMMUNITY FOUNDATION
Are you applying as a
Resident
Representative of a Business
Name of Business: _______________________________________________________ Position: ________________________________________________________________ Name: ______________________________________________________________________ Address: _________________________________
Occupation: ______________________________________________________________________ Employer: ______________________________________________________________________ Address: ______________________________________________________________________ Home Phone: ( _ _______ Business Phone: ( ) ____________________ Years in Irwindale: _______________________ Registered Voter? ________________________ Educational background / degree: ________________________________________________________ Licenses or Special Certificates: __________________________________________________________ List any Irwindale, Los Angeles County, or other City committee, board or commission on which you presently serve or have served, and the year served. _________________________________________ ____________________________________________________________________________________ Please answer the following questions completely
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Suzanne Gomez
Adjunct professor
Mount San Antonio college
62 40
Bachelor's in political science and Masters in organizational behavior
Planning Commission 2023, city council
member 2005, Planning Commission 2003,
Mount San Antonio board member bonding
committee 2019, educational foundation member
2005 through 2012
It would be an honor to serve on the foundation, the foundation does and provide excellent
services community to enhance them and enrich them and I would love to be a part of that.
Application for Appointment Page 2
To Irwindale Community Foundation
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Have you applied for any City Board or Commission before? Yes _____ No _____ If so, which one? ____________________________________________________ Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
PLEASE INCLUDE A RESUME, IF AVAILABLE
Signature: _____________________________________ Date:
ALL DATA SUPPLIED ON THIS APPLICATION IS CONSIDERED PUBLIC INFORMATION.
Return application to: Irwindale Community Foundation
Laura Nieto, Secretary
5050 N. Irwindale Avenue
Irwindale, CA 91706
[email protected]
DEADLINE TO SUBMIT COMPLETED APPLICATION IS WEDNESDAY, JUNE 19, 2024 AT 6:00 P.M.
Please contact the Board Secretary at 626-430-2202 if you have any questions.
X
Planning Commission
My family legacy is in here in the city I'm a proud generational member. I love my city an I love helping the community. My parents my father was a police officer and my mother was very active in the church is still a sense of pride in our community and also a sense of civic duty. My father placement here worked hard to give me an education and I love serving back to my community.
I worked for a a non-profit agency,Catholic charities for 5 years and have done many service organizations as well as having worked in the city of San dimas I think of an excellent fit and my skill parallel to this position to use my skills to serve my community. 07/16/2024
APPLICATION FOR APPOINTMENT
TO IRWINDALE COMMUNITY FOUNDATION
Are you applying as a
Resident
Representative of a Business
Name of Business: _______________________________________________________ Position: ________________________________________________________________ Name: ______________________________________________________________________ Address: ______________________________________________________________________ Occupation: ______________________________________________________________________ Employer: ______________________________________________________________________ Address: ______________________________________________________________________ Home Phone: ( ) ____________________ Business Phone: ( ) ____________________ Years in Irwindale: _______________________ Registered Voter? ________________________ Educational background / degree: ________________________________________________________ Licenses or Special Certificates: __________________________________________________________ List any Irwindale, Los Angeles County, or other City committee, board or commission on which you presently serve or have served, and the year served. _________________________________________ ____________________________________________________________________________________ Please answer the following questions completely
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
Application for Appointment Page 2
To Irwindale Community Foundation
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Have you applied for any City Board or Commission before? Yes _____ No _____ If so, which one? ____________________________________________________ Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
PLEASE INCLUDE A RESUME, IF AVAILABLE
Signature: _____________________________________ Date: 6/17/24 ALL DATA SUPPLIED ON THIS APPLICATION IS CONSIDERED PUBLIC INFORMATION.
Return application to: Irwindale Community Foundation
Laura Nieto, Secretary
5050 N. Irwindale Avenue
Irwindale, CA 91706
[email protected]
DEADLINE TO SUBMIT COMPLETED APPLICATION IS WEDNESDAY, JUNE 19, 2024 AT 6:00 P.M.
Please contact the Board Secretary at 626-430-2202 if you have any questions.
Manuel Urteaga, DC, MS, RCEP-ACSM, CME, CSCS
W: (562) 274-7771
www.urteagachiropractic.com
Education:
Ø California State University, Long Beach
o M.S. Kinesiology; Sports Medicine/Injury Studies March 2014 Ø Southern California University of Health Sciences
o Doctor of Chiropractic December 2007
Ø California State University, Fullerton
o B.S. Kinesiology; Exercise Science June 2004
Work Experience:
Ø Urteaga Chiropractic & Sports Medicine January 2008 - Present o Sports Medicine and Personal Injury Chiropractor
§ Diagnosis and treatment of musculoskeletal injuries with an emphasis in sports related injuries, as well as sciatica, headaches, low back pain, neck pain, osteo-arthritis, and carpal tunnel syndrome
§ Implementation of appropriate therapeutic exercises
§ Proper management, mitigation and documentation of auto collision patients
§ Thorough understanding of all matters related to auto injury claims Ø Southern California University of Health Sciences September 2011 – Present o Assistant Professor
§ Lead Instructor: Exercise Physiology & Principles of Exercise, Clinical Reasoning 1 & 2, Clinical Orthopedic & Neurologic Evaluation, Neuromusculoskeletal Evaluation I, Practice Management: Risk Assessment
§ Supervision Clinician: Cerritos College Base Clinic (2012 – Present) Ø Montebello High School January 1999 – Present
o Strength & Conditioning Coach/Assistant Volleyball Coach/Football Team Chiropractic Sports Medicine Doctor
§ Strength & conditioning program design and supervision for high school athletes
§ Injury treatment and prevention for boys’ and girls’ volleyball teams § Supervision of athletic medical staff
§ On site treatment of sports related injuries
Ø Bell Gardens High School September 2013 – Present
o Football Team Chiropractic Sports Medicine Doctor
Ø East Los Angeles College January 2011 – January 2012
o Dance Team Doctor
§ Injury treatment and prevention for professional dance team § Prescription of rehabilitative and strengthening exercises for dancers
Internship:
Ø California State University, Long Beach
o Strength & Conditioning Complex
§ Implementation of strength & conditioning and program design for division I collegiate athletes
§ Exercise testing of athletes
o Exercise Physiology Laboratory Graduate Assistant
§ Mentor and assist undergraduate students with anthropometric and physiological measurements in a laboratory setting
§ Teach various exercise testing methods including cardiac and pulmonary functions
o Scientific Foundations of Locomotion
§ Generated new biomechanical assessment protocol with professor § Instructed undergraduate students on posture and locomotion mechanics and abnormalities
Certifications:
Ø Certified Medical Examiner January 2021 – Current
Ø Registered Clinical Exercise Physiologist June 2014 - Current Ø Certified Strength & Conditioning Specialist March 2011 – Current Ø California Basic Educational Skills Test (C-BEST) June 2004 Ø Basic Life Support & CPR January 1999 – Current
Professional Association:
Ø American College of Sports Medicine January 2012 - Current Ø National Strength & Conditioning Association March 2011 – Current Ø Bright Health Physicians January 2009 – December 2011 Ø California Chiropractic Association January 2008 – Current Ø American Chiropractic Association March 2005 – December 2010 Ø National Federation State High School Association August 2001 – Current Community Service:
Ø Rio Hondo Foundation Board Member February 2024-Current Ø Whittier Community Foundation Board - President August 2017-Current Ø PIH Circle of Excellence June 2016 - Current
Ø City of Whittier 5K Committee January 2014 – Current
Ø Activate Whittier Board January 2014 – December 2017
Ø Aids Lifecycle Ride to End AIDS June 2005 – June 2007 Ø Healing Hands for Humanity Mexico Outreach Program August 2005 – December 2007 Ø UCLA Latino Alumni Association Scholarship Committee May 1997 – May 2006 Awards & Achievements:
Ø Graduate Student Honors, CSULB March 2014
Ø 4.0 Club, CSULB March 2014
APPLICATION FOR APPOINTMENT
TO IRWINDALE COMMUNITY FOUNDATION
Are you applying as a
Resident
Representative of a Business
Name of Business: _______________________________________________________ Position: ________________________________________________________________ Name: ______________________________________________________________________ Address: ______________________________
Occupation: ______________________________________________________________________ Employer: ______________________________________________________________________ Address: ______________________________________________________________________ Home Phone: ( ) ____________________ Business Phone: ( ) ____________________ Years in Irwindale: _______________________ Registered Voter? ________________________ Educational background / degree: ________________________________________________________ Licenses or Special Certificates: __________________________________________________________ List any Irwindale, Los Angeles County, or other City committee, board or commission on which you presently serve or have served, and the year served. _________________________________________ ____________________________________________________________________________________ Please answer the following questions completely
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
Application for Appointment Page 2
To Irwindale Community Foundation
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Have you applied for any City Board or Commission before? Yes _____ No _____ If so, which one? ____________________________________________________ Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
PLEASE INCLUDE A RESUME, IF AVAILABLE
Signature: _____________________________________ Date:
ALL DATA SUPPLIED ON THIS APPLICATION IS CONSIDERED PUBLIC INFORMATION.
Return application to: Irwindale Community Foundation
Laura Nieto, Secretary
5050 N. Irwindale Avenue
Irwindale, CA 91706
[email protected]
DEADLINE TO SUBMIT COMPLETED APPLICATION IS WEDNESDAY, JUNE 19, 2024 AT 6:00 P.M.
Please contact the Board Secretary at 626-430-2202 if you have any questions.
June 18, 2024
Steven Hillgren – Question/Answers
What are your reasons for wanting to serve on the Irwindale Community Foundation? (Use additional paper, if necessary.)
• As a parent who began by raising our children in West Los Angeles, I struggled with how poorly our community services were maintained. Clean parks and a welcoming library were nonexistent. Irwindale Park, the pool, the library (especially the new one) are some of the best facilities in Southern California. I’ve sincerely appreciated how community leaders focus on what is best for the residents; and provide safe, first-class places for people to meet, play, and join in a strong sense of community. I want to serve the Community Foundation so I can help improve what are already very special places in the community.
Why do you feel that you would make a good Foundation Member? (Use additional paper, if necessary.)
• I’ve served as an Irwindale Chamber of Commerce board member for the past two years and enjoy collaborating with other business leaders. I’m comfortable sharing ideas and debating in a board setting. My background in finance (7 years in banking – Sunwest Bank and Wells Fargo) and real estate development (6 years - Kearny) can provide valuable analytical, design, and space planning support.
Abilities, experiences, and interest which you believe would contribute to your participation in municipal non-profit organization:
• I have been involved in the Irwindale community for the past 5 years working on the remediation of the former Nu-Way landfill (Irwindale Gateway). It has been exciting to see a blighted site transform into something usable that will one day benefit the City. My experience in the business community offers a valuable connection to collaborate, support, and enhance community spaces for the betterment of Irwindale residents. Most importantly (I think), is that my experience as a father, and knowing the importance of providing community to our children, is something that must be safeguarded by our leaders. Being involved in that goal as part of the Foundation is very exciting and appealing to me.
Item #22.B.
Date: July 24, 2024
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Amend Fiscal Year 2024-2025 Adopted Budget to Appropriate $1,500,000 to transfer to California Employers’ Retiree Benefit Trust for Other Post-Employment Benefits Unfunded Accrued Liability
City Manager's Recommendation:
Adopt Resolution No. 2024-55-3532 entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE APPROVING A BUDGET AMENDMENT TO THE FISCAL YEAR (FY) 2024-2025 ADOPTED BUDGET TO APPROPRIATE $1,500,000 AND TRANSFERRING IT TO CALIFORNIA EMPLOYERS’ RETIREE BENEFIT TRUST (CERBT) FUND HELD WITH CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM (CALPERS) FOR OTHER POST-EMPLOYMENT BENEFITS (OPEB) UNFUNDED ACCRUED LIABILITY (UAL) CONTRIBUTIONS.”
Administrative Action:
Submitted & Prepared by:
Kambiz Borhani, Finance Director / City Treasurer
Reviewed by:
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
Background:
The City of Irwindale has, in its past dealings with its employees through Memorandums of Understandings (MOU’s) and informal agreements with its non-represented employees, provided a number of benefits that may carry on beyond their employment years with the City, and for the life of the employee. These benefits are retirement pensions and medical
insurance and are accrued as a condition of employment. Retirement benefits through the CalPERS system have been well documented and future liabilities for these benefits are accurately portrayed in the City’s Annual Comprehensive Financial Report (ACFR).
Medical insurance benefit costs for past and future retirees have been paid by the City on a “pay as you go” basis. In the last two decades, the Governmental Accounting Standards Board (GASB) issued two statements, numbers 45 (June 2004) and 75 (June 2015) requiring all governmental agencies to extensively recognize and disclose in their financial statements, past, present, and future employees’ retirement medical insurance liabilities, expenses, and comparability between reporting entities on an actuarial predetermined basis.
To address the requirements, the City contracted with Total Compensation, Inc. (June 2008) to prepare the actuarial study and established a CERBT Fund (June 2009) with CalPERS under Section 115 of the Internal Revenue Code dedicated to prefunding OPEB to generate higher investment income from employer-controlled contributions to pay for future retiree benefits and to assist with GASB compliance and financial reporting.
The CERBT provides a sound solution for investing in retiree health assets and does not change retiree health plan benefits or plan administration. The City remains the plan sponsor and CalPERS has extensive control over the administration and investment of the trust.
CERBT's administrative costs are typically deducted from the investment income and since inception, total expenses incurred have been $54,602 (Exhibit B).
Analysis:
The City of Irwindale currently pays anywhere from $341.72 to $2,941.82 per month adjusted annually by the Consumer Price Index (CPI) towards the medical insurance premiums for all eligible retired employees. To be eligible to receive the said benefit from the City:
Current MOU (7/1/2021 – 6/30/2024) language for Retiree Medical:
CalPERS eligible retirees (Unit members hired before January 1, 2011) and their dependents shall receive one hundred percent (100%) lifetime medical insurance upon retirement from the City. The City shall pay one hundred percent (100%) of the premium for any CalPERS medical plan.
For Unit members hired on or after January 1, 2011 retiree medical will be implemented in accordance with the CalPERS Health Benefit Vesting Resolution No. 2010-49-2479 which mirrors the state plan for contribution levels. The resolution requires ten (10) years of service, five (5) years of which is with Irwindale, for fifty percent (50%) contribution of state designated amount towards retiree medical premium and twenty (20) years of service, five (5) years of which is with Irwindale, for one hundred percent (100%) contribution of state designated amount towards retiree medical premium for any CalPERS medical plan. Contribution level shall be as follows:
Credited Years of PERS Service
(5 of which must be performed at the City of
Irwindale)
Percentage of Contribution
10 50%
11 55%
12 60%
13 65%
14 70%
15 75%
16 80%
17 85%
18 90%
19 95%
20+ 100%
There are currently 86 retired employees who meet the eligibility requirement. In addition, the City currently employs 116 (not including Senior Citizen Commissioners and Part-Timers) employees, 50 of whom were hired prior to January 1, 2011, and 66 after, with an average age of 45 and with at least 15 years of service in CalPERS. Using these demographics, established life expectancy tables and CalPERS investment rate of return, the actuary has been able to fairly predict the “net present value” of the City’s liability towards this benefit.
Naturally, there is one caveat to this “prediction” and that is, every two years the valuations need to be conducted and adjusted accordingly.
The cost per employee does not appear to be significant, but taken as an aggregate over the entire lifetime of all employees, the numbers rise to a higher level. Not every employee will retire from the City, and many will move on to other jobs. As of March 4, 2024 (Exhibit A), the actuary, using June 30, 2023, employee demographics and a 6.44% discount rate, has established the amount of $24,413,187 as the present value of the City providing medical insurance benefits for current and future retirees. Of this total amount, $17,958,677 has been determined to be an “accrued liability”, or benefits earned by current retirees and current employees to date. The accrued liability is also considered to be “unfunded liability,” otherwise referred to as UAL on the City’s ACFR.
The City of Irwindale has long recognized the importance of addressing OPEB UAL. Since joining CERBT, the City has made $3,104,481 (as of March 31, 2024 - Exhibit B) plus another $595,000 on June 11, 2024, additional contributions to the Fund. The June 30, 2024, CERBT Account Update Summary report will not be available till the middle of August.
Staff is recommending contributing another $1,500,000 for FY 2024-2025 to CERBT in an effort to reduce OPEB UAL and enabling the money to be invested in a higher earning strategy, keeping in mind the long-term goal for the use of these funds, which is to pay for retiree health costs.
Fiscal Impact:
Approving Resolution No. 2024-55-3532 will authorize the Finance Director to amend the Fiscal Year 2024-2025 Adopted Budget to appropriate $1,500,000 ($1,200,000 (80% General Fund) + $300,000 (20% Mining Impact Fund) reserves to corresponding GL Acct. 42325-1210) and transferring it to CERBT Fund with CalPERS for OPEB UAL contributions.
Attachments:
1. Resolution No 2024-55-3532
2. Exhibit A - Acturial Study of Retiree Health Liabilities - as of March 4, 2024
3. Exhibit B - CERBT Account Update Summary - as of March 31, 2024
4. City of Irwindale OPEB Presentation-Item 22(B) - July 24, 2024
Resolution No. 2024-55-3532
RESOLUTION NO. 2024-55-3532
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE APPROVING A BUDGET AMENDMENT TO THE FISCAL YEAR (FY) 2024-2025 ADOPTED BUDGET TO APPROPRIATE $1,500,000 AND TRANSFERRING IT TO CALIFORNIA EMPLOYERS’ RETIREE BENEFIT TRUST (CERBT) FUND HELD WITH CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM (CALPERS) FOR OTHER POST-EMPLOYMENT BENEFITS (OPEB) UNFUNDED
ACCRUED LIABILITY (UAL) CONTRIBUTIONS
WHEREAS, the Government Accounting Standards Board, Statement No. 75 (GASB 75) requires accounting and financial reporting for postemployment benefits other than pension be reported on City’s Annual Comprehensive Financial Reports (ACFR); and
WHEREAS, Government Code Section 22940 establishes in the State Treasury as the Annuitants’ Health Care Coverage Fund for the prefunding of health care coverage for annuitants (Prefunding Plan); and
WHEREAS, CalPERS Board of Administration (Board) approved the establishment of the Prefunding Plan as a trust fund that functions within the meaning of Section 115 of the Internal Revenue Code in 2007; and WHEREAS, the City of Irwindale elected to participate in the CalPERS Trust for all employees in the Safety and Miscellaneous CalPERS coverage groups in 2009; and
WHEREAS, Governmental Accounting Standards Board Statement 75 requires the City of Irwindale to obtain an actuarial valuation on a biennial basis; and WHEREAS, it is the City’s desire to amend the FY 2024-2025 Adopted Budget to appropriate $1,500,000 to be transferred to California Employers’ Retiree Benefit Trust (CERBT) Fund held with California Public Employees’ Retirement System (CalPERS) for the City’s Other Post-Employment Benefits (OPEB) Unfunded Accrued Liability (UAL).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves amending the FY 2024-2025 Adopted Budget to appropriate $1,500,000 ($1,200,000 (80% General Fund) + $300,000 (20% Mining Impact Fund) reserves to corresponding GL Accts. 42325- 1210) and then transferring it to CERBT Fund held with CalPERS for the OPEB UAL contributions.
Resolution No. 2024-55-3532
SECTION 2. That the Chief Deputy City Clerk shall certify the adoption of this Resolution.
PASSED, APPROVED and ADOPTED this 24TH day of July, 2024.
____________________________
Albert F. Ambriz, Mayor
ATTEST:
___________________________________
Laura Nieto
Chief Deputy City Clerk
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2024-55-3532 as duly adopted by the City Council of the City of Irwindale, at a regular meeting held on the 24th day of July 2024, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
__________________________
Laura Nieto
Chief Deputy City Clerk
Total Compensation Systems, Inc.
City of Irwindale
Actuarial Study of
Retiree Health Liabilities Under GASB 74/75
Valuation Date: June 30, 2023
Measurement Date: June 30, 2023
For Fiscal Year-End: June 30, 2024
Prepared by:
Total Compensation Systems, Inc.
Date: March 4, 2024
Total Compensation Systems, Inc.
Table of Contents
PART I: EXECUTIVE SUMMARY ............................................................................................................1 A. INTRODUCTION............................................................................................................................................................................1 B. KEY RESULTS ..............................................................................................................................................................................1 C. SUMMARY OF GASB 75 ACCOUNTING RESULTS........................................................................................................................2
1. Changes in Net OPEB Liability..............................................................................................................................................2
2. Deferred Inflows and Outflows..............................................................................................................................................3
3. OPEB Expense........................................................................................................................................................................3
4. Adjustments.............................................................................................................................................................................3
5. Trend and Interest Rate Sensitivities......................................................................................................................................3 D. DESCRIPTION OF RETIREE BENEFITS...........................................................................................................................................4 E. SUMMARY OF VALUATION DATA................................................................................................................................................4 F. CERTIFICATION ............................................................................................................................................................................5 PART II: LIABILITIES AND COSTS FOR RETIREE BENEFITS.....................................................7 A. INTRODUCTION............................................................................................................................................................................7 B. LIABILITY FOR RETIREE BENEFITS..............................................................................................................................................7 C. ACTUARIAL ACCRUAL.................................................................................................................................................................8 D. ACTUARIAL ASSUMPTIONS .........................................................................................................................................................8 E. TOTAL OPEB LIABILITY .............................................................................................................................................................9 F. VALUATION RESULTS ................................................................................................................................................................10
1. Actuarial Present Value of Projected Benefit Payments (APVPBP) ..................................................................................10
2. Service Cost ..........................................................................................................................................................................10
3. Total OPEB Liability and Net OPEB Liability ....................................................................................................................11
4. “Pay As You Go" Projection of Retiree Benefit Payments...................................................................................................11 G. ADDITIONAL RECONCILIATION OF GASB 75 RESULTS............................................................................................................12 H. PROCEDURES FOR FUTURE VALUATIONS..................................................................................................................................13 PART III: ACTUARIAL ASSUMPTIONS AND METHODS..............................................................14 A. ACTUARIAL METHODS AND ASSUMPTIONS: ..............................................................................................................14 B. ECONOMIC ASSUMPTIONS:...............................................................................................................................................15 C. NON-ECONOMIC ASSUMPTIONS:.....................................................................................................................................16 PART IV: APPENDICES ...........................................................................................................................18 APPENDIX A: DEMOGRAPHIC DATA BY AGE....................................................................................................................18 APPENDIX B: ADMINISTRATIVE BEST PRACTICES .........................................................................................................19 APPENDIX C: GASB 74/75 ACCOUNTING ENTRIES AND DISCLOSURES .....................................................................20 APPENDIX D: DEFERRED OUTFLOWS OF RESOURCES AND DEFERRED INFLOWS OF RESOURCES..................25 APPENDIX E: GLOSSARY OF RETIREE HEALTH VALUATION TERMS ........................................................................28
Total Compensation Systems, Inc.
1 City of Irwindale
Actuarial Study of Retiree Health Liabilities
PART I: EXECUTIVE SUMMARY
A. Introduction
This report was produced by Total Compensation Systems, Inc. for City of Irwindale to determine the liabilities associated with its current retiree health program as of a June 30, 2023 measurement date and to provide the necessary information to determine accounting entries for the fiscal year ending June 30, 2024. This report may not be suitable for other purposes such as determining employer contributions or assessing the potential impact of changes in plan design.
Different users of this report will likely be interested in different sections of information contained within.
We anticipate that the following portions may be of most interest depending on the reader:
➢ A high level comparison of key results from the current year to the prior year is shown on this page. ➢ The values we anticipate will be disclosed in the June 30, 2024 year-end financials are shown on pages 2 and 3.
➢ Additional accounting information is shown on page 12 and Appendices C and D. ➢ Description and details of measured valuation liabilities can be found beginning on page 10. ➢ Guidance regarding the next actuarial valuation for the June 30, 2024 measurement date is provided on page 13.
B. Key Results
Irwindale uses an Actuarial Measurement Date that is 12 months prior to its Fiscal Year-End. This means that these actuarial results measured as of June 30, 2023 will be used on a look back basis for the June 30, 2024 Fiscal Year-End.
Key Results Current Year
June 30, 2023 Measurement Date
for June 30, 2024 Fiscal Year-End
Prior Year
June 30, 2022 Measurement Date
for June 30, 2023 Fiscal Year-End
Total OPEB Liability (TOL) $24,413,187 $21,104,070
Fiduciary Net Position (FNP) $6,454,510 $5,816,911
Net OPEB Liability (NOL) $17,958,677 $15,287,159
Service Cost (for year following) $543,496 $431,129
Estimated Pay-as-you-go Amount (for year following) $1,068,448 $1,022,838 GASB 75 OPEB Expense (for year ending) $2,367,045 $1,875,471 Refer to results section beginning on page 10 or the glossary on page 28 for descriptions of the above items.
Key Assumptions Current Year
June 30, 2023 Measurement Date
for June 30, 2024 Fiscal Year-End
Prior Year
June 30, 2022 Measurement Date
for June 30, 2023 Fiscal Year-End
Valuation Interest Rate 6.44% 6.52%
Expected Rate of Return on Assets 6.75% 6.75%
Long-Term Medical Trend Rate 4.00% 4.00%
Projected Payroll Growth 2.75% 2.75%
Total Compensation Systems, Inc.
2 The following table shows the “pay as you go” projection of annual payments for the employer share of retiree health costs. Although actual payments are certain to vary from those shown below, these projections can be useful for planning purposes. See page 11 for amounts below broken out by employee classification, if applicable.
Year Beginning
July 1
Projected Benefit
Payments
2023 $1,068,448
2024 $1,132,396
2025 $1,207,895
2026 $1,268,259
2027 $1,300,991
2028 $1,361,509
2029 $1,459,317
2030 $1,514,921
2031 $1,625,089
2032 $1,715,393
C. Summary of GASB 75 Accounting Results
1. Changes in Net OPEB Liability
The following table shows the reconciliation of the June 30, 2022 Net OPEB Liability (NOL) in the prior valuation to the June 30, 2023 NOL. A more detailed version of this table can be found on page 12.
TOL FNP NOL
Balance at June 30, 2022 Measurement Date $21,104,070 $5,816,911 $15,287,159 Service Cost $431,129 $0 $431,129
Interest on TOL / Return on FNP $1,356,696 $377,318 $979,378 Employer Contributions $0 $1,284,810 ($1,284,810)
Benefit Payments ($1,022,838) ($1,022,838) $0
Administrative Expenses $0 ($1,691) $1,691
Experience (Gains)/Losses $1,286,029 $0 $1,286,029
Changes in Assumptions $1,258,101 $0 $1,258,101
Other $0 $0 $0
Net Change $3,309,117 $637,599 $2,671,518
Actual Balance at June 30, 2023 Measurement Date $24,413,187 $6,454,510 $17,958,677
Total Compensation Systems, Inc.
3 2. Deferred Inflows and Outflows
Changes in the NOL arising from certain sources are recognized on a deferred basis. The following tables show the balance of each deferral item as of the measurement date and the scheduled future recognition. A reconciliation of these balances can be found on page 12 while the complete deferral history is shown beginning on page 25.
Balances at June 30, 2024 Fiscal Year-End Deferred Outflows Deferred Inflows Differences between expected and actual experience $2,024,513 ($89,807) Changes in assumptions $2,164,735 $0
Differences between projected and actual return on assets $434,093 $0 Total $4,623,341 ($89,807)
To be recognized fiscal year ending June 30: Deferred Outflows Deferred Inflows 2025 $993,764 ($23,028)
2026 $958,468 ($23,028)
2027 $1,147,871 ($23,028)
2028 $638,032 ($20,723)
2029 $453,212 $0
Thereafter $431,994 $0
Total $4,623,341 ($89,807)
3. OPEB Expense
Under GASB 74 and 75, OPEB expense includes service cost, interest cost, administrative expenses, and change in TOL due to plan changes, adjusted for deferred inflows and outflows. OPEB expense can also be derived as change in net position, adjusted for employer contributions, which can be found on page 12.
To be recognized fiscal year ending June 30, 2024 Expense Component Service Cost $431,129
Interest Cost $1,356,696
Expected Return on Assets ($401,426)
Administrative Expenses $1,691
Recognition of Experience (Gain)/Loss Deferrals $457,105 Recognition of Assumption Change Deferrals $419,009
Recognition of Investment (Gain)/Loss Deferrals $102,841 Employee Contributions $0
Changes in Benefit Terms $0
Net OPEB Expense for fiscal year ending June 30, 2024 $2,367,045
4. Adjustments
The above OPEB expense includes all deferred inflows and outflows except any contributions after the measurement date. Contributions from July 1, 2023 to June 30, 2024 minus prior contributions after the measurement date of $898,714 should also be reflected in OPEB expense. June 30, 2024 deferred outflows should include contributions from July 1, 2023 to June 30, 2024.
5. Trend and Interest Rate Sensitivities
The following presents what the Net OPEB Liability would be if it were calculated using a discount rate assumption or a healthcare trend rate assumption one percent higher or lower than the current assumption.
Net OPEB Liability at June 30, 2023 Measurement Date Discount Rate Healthcare Trend Rate 1% Decrease in Assumption $21,331,725 $14,859,418
Current Assumption $17,958,677 $17,958,677
1% Increase in Assumption $15,200,094 $21,819,652
Total Compensation Systems, Inc.
4 D. Description of Retiree Benefits
Following is a description of the current retiree benefit plan:
Miscellaneous Safety
Benefit types provided Medical only Medical only
Duration of Benefits Lifetime Lifetime
Required Service* Government Code Section 22893
requirements
Government Code Section 22893
requirements
Minimum Age 50 50
Dependent Coverage Yes Yes
City Contribution %* 50% of cap with 10 years of service grading to 100% of cap at 20 years of service
50% of cap with 10 years of service grading
to 100% of cap at 20 years of service
City Cap State contribution levels State contribution levels *Those hired prior to July 1, 2010 only require five years of service to receive 100% of cap E. Summary of Valuation Data
This report is based on census data provided to us as of June, 2023. Distributions of participants by age and service can be found on page 18. For non-lifetime benefits, the active count below excludes employees for whom it is not possible to receive retiree benefits (e.g. employees who are already older than the maximum age to which benefits are payable or who will not accrue the required service prior to reaching the maximum age).
Current Year
June 30, 2023 Valuation Date
June 30, 2023 Measurement Date
Prior Year
June 30, 2021 Valuation Date
June 30, 2022 Measurement Date
Active Employees eligible for future benefits
Count 106 83
Average Age 43.9 44.9
Average Years of Service 13.2 13.2
Retirees currently receiving benefits
Count 83 81
Average Age 68.7 68.6
We were not provided with information about any terminated, vested employees.
Total Compensation Systems, Inc.
5 F. Certification
The actuarial information in this report is intended solely to assist Irwindale in complying with Governmental Accounting Standards Board Accounting Statement 74 and 75 and, unless otherwise stated, fully and fairly discloses actuarial information required for compliance. Nothing in this report should be construed as an accounting opinion, accounting advice or legal advice. TCS recommends that third parties retain their own actuary or other qualified professionals when reviewing this report. TCS’s work is prepared solely for the use and benefit of Irwindale. Release of this report may be subject to provisions of the Agreement between Irwindale and TCS. No third party recipient of this report product should rely on the report for any purpose other than accounting compliance. Any other use of this report is unauthorized without first consulting with TCS.
This report is for fiscal year July 1, 2023 to June 30, 2024, using a measurement date of June 30, 2023. The calculations in this report have been made based on our understanding of plan provisions and actual practice at the time we were provided the required information. We relied on information provided by Irwindale. Much or all of this information was unaudited at the time of our evaluation. We reviewed the information provided for reasonableness, but this review should not be viewed as fulfilling any audit requirements. We relied on the following materials to complete this study:
➢ We used paper reports and digital files containing participant demographic data from the City personnel records.
➢ We used relevant sections of collective bargaining agreements provided by the City.
All costs, liabilities, and other estimates are based on actuarial assumptions and methods that comply with all applicable Actuarial Standards of Practice (ASOPs). Each assumption is deemed to be reasonable by itself, taking into account plan experience and reasonable future expectations and in combination represent our estimate of anticipated experience of the Plan.
This report contains estimates of the Plan's financial condition and future results only as of a single date.
Future results can vary dramatically and the accuracy of estimates contained in this report depends on the actuarial assumptions used. This valuation cannot predict the Plan's future condition nor guarantee its future financial soundness. Actuarial valuations do not affect the ultimate cost of Plan benefits, only the timing of Plan contributions.
While the valuation is based on individually reasonable assumptions, other assumption sets may also be reasonable and valuation results based on those assumptions would be different. Determining results using alternative assumptions (except for the alternate discount and trend rates shown in this report) is outside the scope of our engagement.
Future actuarial measurements may differ significantly from those presented in this report due to factors such as, but not limited to, the following: plan experience differing from that anticipated by the economic or demographic assumptions; changes in economic or demographic assumptions; increases or decreases expected as part of the natural operation of the measurement methodology (such as the end of an amortization period or additional cost or contribution requirements based on the plan’s funded status); and changes in plan provisions or applicable law. We were not asked to perform analyses to estimate the potential range of such future measurements.
The signing actuary is independent of Irwindale and any plan sponsor. TCS does not intend to benefit from and assumes no duty or liability to other parties who receive this report. TCS is not aware of any relationship that would impair the objectivity of the opinion.
On the basis of the foregoing, I hereby certify that, to the best of my knowledge and belief, this report is complete and has been prepared in accordance with generally accepted actuarial principles and practices and all applicable Actuarial Standards of Practice. I meet the Qualifications Standards of the American Academy of
Total Compensation Systems, Inc.
6 Actuaries to render the actuarial opinion contained herein.
Respectfully submitted,
Geoffrey L. Kischuk
Actuary
Total Compensation Systems, Inc.
(805) 496-1700
Total Compensation Systems, Inc.
7 PART II: LIABILITIES AND COSTS FOR RETIREE BENEFITS
A. Introduction.
We calculated the actuarial present value of projected benefit payments (APVPBP) separately for each participant. We determined eligibility for retiree benefits based on information supplied by Irwindale. We then selected assumptions that, based on plan provisions and our training and experience, represent our best prediction of future plan experience. For each participant, we applied the appropriate assumption factors based on the participant's age, sex, length of service, and employee classification.
The actuarial assumptions used for this study are summarized beginning on page 14.
B. Liability for Retiree Benefits.
For each participant, we projected future premium costs using an assumed trend rate (see Appendix C). To the extent Irwindale uses contribution caps, the influence of the trend factor is further reduced. We multiplied each future year's benefit payments by the probability that benefits will be paid; i.e. based on the probability that the participant is living, has not terminated employment, has retired and remains eligible. The probability that benefit will be paid in any future year is zero if the participant will not be eligible. The participant will not be eligible if s/he will not have met minimum service, minimum age or, if applicable, maximum age requirements.
The product of each year's benefit payments and the probability the benefit will be paid equals the expected cost for that year. We multiplied the above expected cost figures by the probability that the retiree would elect coverage. A retiree may not elect to be covered if retiree health coverage is available less expensively from another source (e.g. Medicare risk contract) or the retiree is covered under a spouse's plan. Finally, we discounted the expected cost for each year to the measurement date June 30, 2023 at 6.44% interest.
For any current retirees, the approach used was similar. The major difference is that the probability of payment for current retirees depends only on mortality and age restrictions (i.e. for retired employees the probability of being retired and of not being terminated are always both 100%).
The value generated from the process described above is called the actuarial present value of projected benefit payments (APVPBP). We added APVPBP for each participant to get the total APVPBP for all participants which is the estimated present value of all future retiree health benefits for all current participants. The APVPBP is the amount on June 30, 2023 that, if all actuarial assumptions are exactly right, would be sufficient to expense all promised benefits until the last participant dies or reaches the maximum eligibility age. However, for most actuarial and accounting purposes, the APVPBP is not used directly but is instead apportioned over the lifetime of each participant as described in the following sections.
Total Compensation Systems, Inc.
8 C. Actuarial Accrual
Accounting principles provide that the cost of retiree benefits should be “accrued” over employees' working lifetime. For this reason, the Governmental Accounting Standards Board (GASB) issued in June of 2015 Accounting Standards 74 and 75 for retiree health benefits. These standards apply to all public employers that pay any part of the cost of retiree health benefits for current or future retirees (including early retirees), whether they pay directly or indirectly (via an “implicit rate subsidy”).
To actuarially accrue retiree health benefits requires determining the amount to expense each year so that the liability accumulated at retirement is, on average, sufficient (with interest) to cover all retiree health expenditures without the need for additional expenses. There are many different ways to determine the annual accrual amount.
The calculation method used is called an “actuarial cost method” and uses the APVPBP to develop expense and liability figures. Furthermore, the APVPBP should be accrued over the working lifetime of employees.
In order to accrue the APVPBP over the working lifetime of employees, actuarial cost methods apportion the APVPBP into two parts: the portions attributable to service rendered prior to the measurement date (the past service liability or Total OPEB Liability (TOL) under GASB 74 and 75) and to service after the measurement date but prior to retirement (the future service liability or present value of future service costs). Of the future service liability, the portion attributable to the single year immediately following the measurement date is known as the normal cost or Service Cost under GASB 74 and 75.
The service cost can be thought of as the value of the benefit earned each year if benefits are accrued during the working lifetime of employees. The actuarial cost method mandated by GASB 75 is the “entry age actuarial cost method”. Under the entry age actuarial cost method, the actuary determines the service cost as the annual amount needing to be expensed from hire until retirement to fully accrue the cost of retiree health benefits. Under GASB 75, the service cost is calculated to be a level percentage of each employee’s projected pay.
D. Actuarial Assumptions
The APVPBP and service cost are determined using several key assumptions:
➢ The current cost of retiree health benefits (often varying by age, Medicare status and/or dependent coverage). The higher the current cost of retiree benefits, the higher the service cost. ➢ The “trend” rate at which retiree health benefits are expected to increase over time. A higher trend rate increases the service cost. A “cap” on City contributions can reduce trend to zero once the cap is reached thereby dramatically reducing service costs. ➢ Mortality rates varying by age and sex (and sometimes retirement or disability status). If employees die prior to retirement, past contributions are available to fund benefits for employees who live to retirement. After retirement, death results in benefit termination or reduction. Although higher mortality rates reduce service costs, the mortality assumption is not likely to vary from employer to employer.
➢ Employment termination rates have the same effect as mortality inasmuch as higher termination rates reduce service costs. Employment termination can vary considerably between public agencies. ➢ The service requirement reflects years of service required to earn full or partial retiree benefits.
While a longer service requirement reduces costs, cost reductions are not usually substantial unless the service period exceeds 20 years of service.
Total Compensation Systems, Inc.
9 ➢ Retirement rates determine what proportion of employees retire at each age (assuming employees reach the requisite length of service). Retirement rates often vary by employee classification and implicitly reflect the minimum retirement age required for eligibility. Retirement rates also depend on the amount of pension benefits available. Higher retirement rates increase service costs but, except for differences in minimum retirement age, retirement rates tend to be consistent between public agencies for each employee type.
➢ Participation rates indicate what proportion of retirees are expected to elect retiree health benefits if a significant retiree contribution is required. Higher participation rates increase costs. ➢ The discount rate estimates investment earnings for assets earmarked to cover retiree health benefit liabilities. The discount rate depends on the nature of underlying assets for funded plans. The rate used for a funded plan is the real rate of return expected for plan assets plus the long term inflation assumption. For an unfunded plan, the discount rate is based on an index of 20 year General Obligation municipal bonds rated AA or higher. For partially funded plans, the discount rate is a blend of the funded and unfunded rates.
E. Total OPEB Liability
The assumptions listed above are not exhaustive, but are the most common assumptions used in actuarial cost calculations. If all actuarial assumptions are exactly met and an employer expensed the service cost every year for all past and current employees and retirees, a sizeable liability would have accumulated (after adding interest and subtracting retiree benefit costs). The liability that would have accumulated is called the Total OPEB Liability (TOL). The excess of TOL over the value of plan assets is called the Net OPEB Liability (NOL). Under GASB 74 and 75, in order for assets to count toward offsetting the TOL, the assets have to be held in an irrevocable trust that is safe from creditors and can only be used to provide OPEB benefits to eligible participants.
Changes in the TOL can arise in several ways - e.g., as a result of plan changes or changes in actuarial assumptions. Change in the TOL can also arise from actuarial gains and losses. Actuarial gains and losses result from differences between actuarial assumptions and actual plan experience. GASB 75 allows certain changes in the TOL to be deferred (i.e. deferred inflows and outflows of resources).
Under GASB 74 and 75, a portion of actuarial gains and losses can be deferred as follows:
➢ Investment gains and losses are deferred five years.
➢ Experience gains and losses are deferred over the Expected Average Remaining Service Lives (EARSL) of plan participants. In calculating the EARSL, terminated employees (primarily retirees) are considered to have a working lifetime of zero. This often makes the EARSL quite short. ➢ Liability changes resulting from changes in economic and demographic assumptions are also deferred based on the EARSL.
➢ Liability changes resulting from plan changes, for example, cannot be deferred.
Total Compensation Systems, Inc.
10 F. Valuation Results
This section details the measured values of the concepts described on the previous pages.
1. Actuarial Present Value of Projected Benefit Payments (APVPBP) Actuarial Present Value of Projected Benefit Payments as of June 30, 2023 Valuation Date Total
General
Employees
Police
Officers
Active: Pre-65 Benefit $6,549,492 $3,457,852 $0 $3,091,640 Post-65 Benefit $8,387,791 $5,341,455 $0 $3,046,336
Subtotal $14,937,283 $8,799,307 $0 $6,137,976
Retiree: Pre-65 Benefit $3,105,688 $1,184,373 $0 $1,921,315 Post-65 Benefit $11,309,063 $6,058,342 $0 $5,250,721
Subtotal $14,414,751 $7,242,715 $0 $7,172,036
Grand Total $29,352,034 $16,042,022 $0 $13,310,012
Subtotal Pre-65 Benefit $9,655,180 $4,642,225 $0 $5,012,955 Subtotal Post-65 Benefit $19,696,854 $11,399,797 $0 $8,297,057
2. Service Cost
The service cost represents the value of the benefit earned during a single year of employment. It is the APVPBP spread over the expected working lifetime of the employee and divided into annual segments. We applied an "entry age" actuarial cost method to determine funding rates for active employees. The table below summarizes the calculated service cost.
Service Cost Valuation Year Beginning July 1, 2023
Total
General
Employees
Police
Officers
# of Eligible Employees 106 80 0 26
First Year Service Cost
Pre-65 Benefit $210,156 $109,120 $0 $101,036
Post-65 Benefit $333,340 $197,360 $0 $135,980
Total $543,496 $306,480 $0 $237,016
Accruing retiree health benefit costs using service costs levels out the cost of retiree health benefits over time and more fairly reflects the value of benefits "earned" each year by employees. While the service cost for each employee is targeted to remain level as a percentage of covered payroll, the service cost as a dollar amount would increase each year based on covered payroll. Additionally, the overall service cost may grow or shrink based on changes in the demographic makeup of the employees from year to year.
Total Compensation Systems, Inc.
11 3. Total OPEB Liability and Net OPEB Liability
If actuarial assumptions are borne out by experience, the City will fully accrue retiree benefits by expensing an amount each year that equals the service cost. If no accruals had taken place in the past, there would be a shortfall of many years' accruals, accumulated interest and forfeitures for terminated or deceased employees. This shortfall is called the Total OPEB Liability. We calculated the Total OPEB Liability (TOL) as the APVPBP minus the present value of future service costs. To the extent that benefits are funded through a GASB 74 qualifying trust, the trust’s Fiduciary Net Position (FNP) is subtracted to get the NOL. The FNP is the value of assets adjusted for any applicable payables and receivables as shown in the table on page 15.
Total OPEB Liability and Net OPEB Liability as of June 30, 2023 Valuation Date Total
General
Employees Police Officers
Active: Pre-65 Benefit 4,572,590 $2,377,614 $0 $2,194,976 Active: Post-65 Benefit $5,425,570 $3,552,092 $0 $1,873,478 Subtotal $9,998,160 $5,929,706 $0 $4,068,454
Retiree: Pre-65 Benefit $3,105,760 $1,184,403 $0 $1,921,357 Retiree: Post-65 Benefit $11,309,267 $6,058,470 $0 $5,250,797 Subtotal $14,415,027 $7,242,873 $0 $7,172,154
Subtotal: Pre-65 Benefit $7,678,350 $3,562,017 $0 $4,116,333 Subtotal: Post-65 Benefit $16,734,837 $9,610,562 $0 $7,124,275 Total OPEB Liability (TOL) $24,413,187 $13,172,579 $0 $11,240,608 Fiduciary Net Position as of
June 30, 2023 $6,454,510
Net OPEB Liability (NOL) $17,958,677
4. “Pay As You Go" Projection of Retiree Benefit Payments We used the actuarial assumptions shown in Appendix C to project the City’s ten year retiree benefit outlay.
Because these cost estimates reflect average assumptions applied to a relatively small number of participants, estimates for individual years are certain to be inaccurate. However, these estimates show the size of cash outflow.
The following table shows a projection of annual amounts needed to pay the City’s share of retiree health costs.
Year Beginning
July 1 Total
General
Employees Police Officers
2023 $1,068,448 $592,468 $475,980
2024 $1,132,396 $631,168 $501,228
2025 $1,207,895 $664,188 $543,707
2026 $1,268,259 $682,637 $585,622
2027 $1,300,991 $692,065 $608,926
2028 $1,361,509 $711,950 $649,559
2029 $1,459,317 $767,268 $692,049
2030 $1,514,921 $782,009 $732,912
2031 $1,625,089 $841,259 $783,830
2032 $1,715,393 $859,230 $856,163
Total Compensation Systems, Inc.
12 G. Additional Reconciliation of GASB 75 Results
The following table shows the reconciliation of the June 30, 2022 Net OPEB Liability (NOL) in the prior valuation to the June 30, 2023 NOL. For some plans, it will provide additional detail and transparency beyond that shown in the table on Page 2.
TOL FNP NOL
Balance at June 30, 2022 $21,104,070 $5,816,911 $15,287,159 Service Cost $431,129 $0 $431,129
Interest on Total OPEB Liability $1,356,696 $0 $1,356,696 Expected Investment Income $0 $401,426 ($401,426)
Administrative Expenses $0 ($1,691) $1,691
Employee Contributions $0 $0 $0
Employer Contributions to Trust $0 $261,972 ($261,972)
Employer Contributions as Benefit Payments $0 $1,022,838 ($1,022,838) Benefit Payments from Trust $0 $0 $0
Expected Benefit Payments from Employer ($1,022,838) ($1,022,838) $0 Expected Balance at June 30, 2023 $21,869,057 $6,478,618 $15,390,439 Experience (Gains)/Losses $1,286,029 $0 $1,286,029
Changes in Assumptions $1,258,101 $0 $1,258,101
Changes in Benefit Terms $0 $0 $0
Investment Gains/(Losses) $0 ($24,108) $24,108
Other $0 $0 $0
Net Change during 2023 $3,309,117 $637,599 $2,671,518
Actual Balance at June 30, 2023* $24,413,187 $6,454,510 $17,958,677 * May include a slight rounding error.
Changes in the NOL arising from certain sources are recognized on a deferred basis. The deferral history for Irwindale is shown beginning on page 25. The following table summarizes the beginning and ending balances for each deferral item. The current year expense reflects the change in deferral balances for the measurement year.
Deferred Inflow/Outflow Balances Fiscal Year Ending June 30, 2024 Beginning Balance
Change Due to
New Deferrals
Change Due to
Recognition Ending Balance
Experience (Gains)/Losses $1,105,782 $1,286,029 ($457,105) $1,934,706 Assumption Changes $1,325,643 $1,258,101 ($419,009) $2,164,735 Investment (Gains)/Losses $512,826 $24,108 ($102,841) $434,093 Deferred Balances $2,944,251 $2,568,238 ($978,955) $4,533,534 The following table shows the reconciliation of Net Position (NOL less the balance of any deferred inflows or outflows). When adjusted for contributions, the change in Net Position is equal to the OPEB expense shown previously on page 3.
Preliminary OPEB Expense Fiscal Year Ending June 30, 2024 Beginning Net Position Ending Net Position Change
Net OPEB Liability (NOL) $15,287,159 $17,958,677 $2,671,518 Deferred Balances $2,944,251 $4,533,534 $1,589,283
Net Position $12,342,908 $13,425,143 $1,082,235
Adjust Out Employer Contributions $1,284,810
OPEB Expense $2,367,045
Total Compensation Systems, Inc.
13 H. Procedures for Future Valuations
GASB 74/75 require annual measurements of liability with a full actuarial valuation required every two years. This means that for the measurement date one year following a full actuarial valuation, a streamlined “rollforward” valuation may be performed in place of a full valuation. The following outlines the key differences between full and roll-forward valuations.
Full Actuarial Valuation Roll-Forward Valuation
Collect New Census Data Yes No
Reflect Updates to Plan Design Yes No
Update Actuarial Assumptions Yes Typically Not
Update Valuation Interest Rate Yes Yes
Actual Assets as of Measurement Date Yes Yes
Timing 4-6 weeks after information is received 1-2 weeks after information is received Fees Full Reduced
Information Needed from Employer Moderate Minimal
Required Frequency At least every two years Each year, unless a full valuation is performed The majority of employers use an alternating cycle of a full valuation one year followed by a roll-forward valuation the next year. However, a full valuation may be required or preferred under certain circumstances.
Following are examples of actions that could cause the employer to consider a full valuation instead of a rollforward valuation. ➢ The employer adds or terminates a group of participants that constitutes a significant part of the covered group.
➢ The employer considers or implements changes to retiree benefit provisions or eligibility requirements.
➢ The employer considers or puts in place an early retirement incentive program. ➢ The employer desires the measured liability to incorporate more recent census data or assumptions.
We anticipate that the next valuation we perform for Irwindale will be a roll-forward valuation with a measurement date of June 30, 2024 which will be used for the fiscal year ending June 30, 2025. Please let us know if Irwindale would like to discuss whether another full valuation would be preferable based on any of the examples listed above.
Total Compensation Systems, Inc.
14 PART III: ACTUARIAL ASSUMPTIONS AND METHODS
Following is a summary of actuarial assumptions and methods used in this study. The City should carefully review these assumptions and methods to make sure they reflect the City's assessment of its underlying experience.
It is important for Irwindale to understand that the appropriateness of all selected actuarial assumptions and methods are Irwindale’s responsibility. Unless otherwise disclosed in this report, TCS believes that all methods and assumptions are within a reasonable range based on the provisions of GASB 74 and 75, applicable actuarial standards of practice, Irwindale’s actual historical experience, and TCS’s judgment based on experience and training.
A. ACTUARIAL METHODS AND ASSUMPTIONS:
ACTUARIAL COST METHOD: GASB 74 and 75 require use of the entry age actuarial cost method.
Entry age is based on the age at hire for eligible employees. The attribution period is determined as the difference between the expected retirement age and the age at hire. The APVPBP and present value of future service costs are determined on a participant by participant basis and then aggregated.
SUBSTANTIVE PLAN: As required under GASB 74 and 75, we based the valuation on the substantive plan.
The formulation of the substantive plan was based on a review of written plan documents as well as historical information provided by Irwindale regarding practices with respect to employer and employee contributions and other relevant factors.
Total Compensation Systems, Inc.
15 B. ECONOMIC ASSUMPTIONS:
Economic assumptions are set under the guidance of Actuarial Standard of Practice 27 (ASOP 27). Among other things, ASOP 27 provides that economic assumptions should reflect a consistent underlying rate of general inflation.
For that reason, we show our assumed long-term inflation rate below.
INFLATION: We assumed 2.50% per year used for pension purposes. Actuarial standards require using the same rate for OPEB that is used for pension.
INVESTMENT RETURN / DISCOUNT RATE: We assumed 6.44% per year net of expenses. This is based on assumed long-term return on employer assets. We used the “Building Block Method”. (See Appendix C, Paragraph 53 for more information). Our assessment of long-term returns for employer assets is based on long-term historical returns for surplus funds invested pursuant to California Government Code Sections 53601 et seq.
TREND: We assumed 4.00% per year. Our long-term trend assumption is based on the conclusion that, while medical trend will continue to be cyclical, the average increase over time cannot continue to outstrip general inflation by a wide margin. Trend increases in excess of general inflation result in dramatic increases in unemployment, the number of uninsured and the number of underinsured. These effects are nearing a tipping point which will inevitably result in fundamental changes in health care finance and/or delivery which will bring increases in health care costs more closely in line with general inflation. We do not believe it is reasonable to project historical trend vs. inflation differences several decades into the future.
PAYROLL INCREASE: We assumed 2.75% per year. Since benefits do not depend on salary (as they do for pensions), this assumption is only used to determine the accrual pattern of the Actuarial Present Value of Projected Benefit Payments.
FIDUCIARY NET POSITION (FNP): The following table shows the beginning and ending FNP numbers that were provided by Irwindale.
Fiduciary Net Position as of June 30, 2023
06/30/2022 06/30/2023
Cash and Equivalents $0 $0
Contributions Receivable $0 $0
Total Investments $5,816,911 $6,454,510
Capital Assets $0 $0
Total Assets $5,816,911 $6,454,510
Benefits Payable $0 $0
Fiduciary Net Position $5,816,911 $6,454,510
Total Compensation Systems, Inc.
16 C. NON-ECONOMIC ASSUMPTIONS:
Economic assumptions are set under the guidance of Actuarial Standard of Practice 35 (ASOP 35). See Appendix C, Paragraph 52 for more information.
MORTALITY
Participant Type Mortality Tables
Police 2021 CalPERS Mortality for Safety Employees
Miscellaneous 2021 CalPERS Mortality for Miscellaneous and Schools Employees
RETIREMENT RATES
Employee Type Retirement Rate Tables
Police Officers Hired 2013 and later: 2021 CalPERS 2.7%@57 Rates for Police Employees Hired 2012 and earlier: 2021 CalPERS 3.0%@50 Rates for Police Employees General Employees Hired 2012 and earlier: 2021 CalPERS 2.0%@55 Rates for Miscellaneous Employees Hired 2013 and later: 2021 CalPERS 2.0%@62 Rates for Miscellaneous Employees
COSTS FOR RETIREE COVERAGE
Actuarial Standard of Practice 6 (ASOP 6) provides that, as a general rule, retiree costs should be based on actual claim costs or age-adjusted premiums. This is true even for many medical plans that are commonly considered to be “community-rated.” However, ASOP 6 contains a provision – specifically section 3.7.7(c) – that allows use of unadjusted premiums in certain circumstances.
It is my opinion that the section 3.7.7(c)(4) exception allows use of unadjusted premium for PEMHCA agencies if certain conditions are met. Following are the criteria we applied to Irwindale to determine that it is reasonable to assume that Irwindale’s future participation in PEMHCA is likely and that the CalPERS medical program as well as its premium structure are sustainable. (We also have an extensive white paper on this subject that provides a basis for our rationale entirely within the context of ASOP 6. We will make this white paper available upon request.) Plan qualifies as a “pooled health plan.” ASOP 6 defines a “pooled health plan” as one in which premiums are based at least in part on the claims experience of groups other than the one being valued.” Since CalPERS rates are the same for all employers in each region, rates are clearly based on the experience of many groups.
Rates not based to any extent on the agency’s claim experience. As mentioned above, rates are the same for all participating employers regardless of claim experience or size. Rates not based to any extent on the agency’s demographics. As mentioned above, rates are the same for all participating employers regardless of demographics. No refunds or charges based on the agency’s claim experience or demographics. The terms of operation of the CalPERS program are set by statute and there is no provision for any refunds and charges that vary from employer to employer for any reason. The only charges are uniform administrative charges.
Plan in existence 20 or more years. Enabling legislation to allow “contracting agencies” to participate in the CalPERS program was passed in 1967. The CalPERS medical plan has been successfully operating for almost 50 years. As far back as we can obtain records, the rating structure has been consistent, with the only difference having been a move to regional rating which is unrelated to ageadjusted rating. No recent large increases or decreases in the number of participating plans or enrollment. The CalPERS medical plan has shown remarkably stable enrollment. In the past 10 years, there has been
Total Compensation Systems, Inc.
17 small growth in the number of employers in most years – with the maximum being a little over 2% and a very small decrease in one year. Average year over year growth in the number of employers over the last 10 years has been about 0.75% per year. Groups have been consistently leaving the CalPERS medical plan while other groups have been joining with no disruption to its stability. Agency is not expecting to leave plan in foreseeable future. The City does not plan to leave CalPERS at present.
No indication the plan will be discontinued. We are unaware of anything that would cause the CalPERS medical plan to cease or to significantly change its operation in a way that would affect this determination.
The agency does not represent a large part of the pool. The City is in the CalPERS Los Angeles Area region. Based on the information we have, the City constitutes no more than 0.3% of the Los Angeles Area pool. In our opinion, this is not enough for the City to have a measurable effect on the rates or viability of the Los Angeles Area pool.
Retiree liabilities are based on actual retiree costs. Liabilities for active participants are based on the first year costs shown below. Subsequent years’ costs are based on first year costs adjusted for trend and limited by any City contribution caps.
Participant Type Future Retirees Pre-65 Future Retirees Post-65 General Employees $18,830 $7,465
Police Officers $20,783 $12,109
PARTICIPATION RATES
Employee Type <65 Non-Medicare Participation % 65+ Medicare Participation % Police 100% 100%
Miscellaneous 100% 100%
TURNOVER
Employee Type Turnover Rate Tables
Police 2021 CalPERS Turnover for Police Employees
Miscellaneous 2021 CalPERS Turnover for Miscellaneous Employees
SPOUSE PREVALENCE
To the extent not provided and when needed to calculate benefit liabilities, 80% of retirees assumed to be married at retirement. After retirement, the percentage married is adjusted to reflect mortality.
SPOUSE AGES
To the extent spouse dates of birth are not provided and when needed to calculate benefit liabilities, female spouse assumed to be three years younger than male.
Total Compensation Systems, Inc.
18 PART IV: APPENDICES
APPENDIX A: DEMOGRAPHIC DATA BY AGE
ELIGIBLE ACTIVE EMPLOYEES BY AGE AND EMPLOYEE CLASS
Age Total General Employees Police Officers
Under 25 1 1 0
25 – 29 13 10 3
30 – 34 8 8 0
35 – 39 18 13 5
40 – 44 16 10 6
45 – 49 24 16 8
50 – 54 11 8 3
55 – 59 7 6 1
60 – 64 5 5 0
65 and older 3 3 0
Total 106 80 0 26
ELIGIBLE ACTIVE EMPLOYEES BY AGE AND SERVICE
Total
Under 5
Years of
Service
5 – 9
Years of
Service
10 – 14
Years of
Service
15 –19
Years of
Service
20 – 24
Years of
Service
25 – 29
Years of
Service
30 – 34
Years of
Service
Over 34
Years of
Service
Under 25 1 1
25 – 29 13 11 2
30 – 34 8 4 3 1
35 – 39 18 8 2 8
40 – 44 16 3 4 1 5 1 2
45 – 49 24 2 1 1 9 6 1 4
50 – 54 11 2 4 2 2 1
55 – 59 7 2 1 3 1
60 – 64 5 1 1 1 2
65 and older 3 1 1 1
Total 106 34 15 6 29 8 3 8 3
ELIGIBLE RETIREES BY AGE AND EMPLOYEE CLASS
Age Total General Employees Police Officers
Under 50 1 0 1
50 – 54 4 0 4
55 – 59 8 5 3
60 – 64 16 11 5
65 – 69 17 10 7
70 – 74 21 15 6
75 – 79 6 5 1
80 – 84 6 5 1
85 – 89 3 2 1
90 and older 1 1 0
Total 83 54 0 29
Total Compensation Systems, Inc.
19 APPENDIX B: ADMINISTRATIVE BEST PRACTICES
It is outside the scope of this report to make specific recommendations of actions Irwindale should take to manage the liability created by the current retiree health program. The following items are intended only to allow the City to get more information from this and future studies. Because we have not conducted a comprehensive administrative audit of Irwindale’s practices, it is possible that Irwindale is already complying with some or all of these suggestions.
➢ We suggest that Irwindale maintain an inventory of all benefits and services provided to retirees – whether contractually or not and whether retiree-paid or not. For each, Irwindale should determine whether the benefit is material and subject to GASB 74 and/or 75. ➢ Under GASB 75, it is important to isolate the cost of retiree health benefits. Irwindale should have all premiums, claims and expenses for retirees separated from active employee premiums, claims, expenses, etc. To the extent any retiree benefits are made available to retirees over the age of 65 – even on a retiree-pay-all basis – all premiums, claims and expenses for post-65 retiree coverage should be segregated from those for pre-65 coverage.
Furthermore, Irwindale should arrange for the rates or prices of all retiree benefits to be set on what is expected to be a self-sustaining basis.
➢ Irwindale should establish a way of designating employees as eligible or ineligible for future OPEB benefits. Ineligible employees can include those in ineligible job classes; those hired after a designated date restricting eligibility; those who, due to their age at hire cannot qualify for City-paid OPEB benefits; employees who exceed the termination age for OPEB benefits, etc. ➢ Several assumptions were made in estimating costs and liabilities under Irwindale's retiree health program. Further studies may be desired to validate any assumptions where there is any doubt that the assumption is appropriate. (See Part III of this report for a summary of assumptions.) For example, Irwindale should maintain a retiree database that includes – in addition to date of birth, gender and employee classification – retirement date and (if applicable) dependent date of birth, relationship and gender. It will also be helpful for Irwindale to maintain employment termination information – namely, the number of OPEB-eligible employees in each employee class that terminate employment each year for reasons other than death, disability or retirement.
Total Compensation Systems, Inc.
20 APPENDIX C: GASB 74/75 ACCOUNTING ENTRIES AND DISCLOSURES This report does not necessarily include the entire accounting values. As mentioned earlier, there are certain deferred items that are employer-specific. The City should consult with its auditor if there are any questions about what, if any, adjustments may be appropriate.
GASB 74/75 include a large number of items that should be included in the Note Disclosures and Required Supplementary Information (RSI) Schedules. Many of these items are outside the scope of the actuarial valuation.
However, following is information to assist the City in complying with GASB 74/75 disclosure requirements:
Paragraph 50: Information about the OPEB Plan
Most of the information about the OPEB plan should be supplied by Irwindale. Following is information to help fulfill Paragraph 50 reporting requirements.
50.c: Following is a table of plan participants
Number of
Participants
Inactive Employees Currently Receiving Benefit Payments 83 Inactive Employees Entitled to But Not Yet Receiving Benefit Payments*
0 Participating Active Employees 106
Total Number of participants 189
*We were not provided with information about any terminated, vested employees Paragraph 51: Significant Assumptions and Other Inputs
Shown in Part III.
Paragraph 52: Information Related to Assumptions and Other Inputs The following information is intended to assist Irwindale in complying with the requirements of Paragraph 52.
52.b: Mortality Assumptions Following are the tables the mortality assumptions are based upon. Inasmuch as these tables are based on appropriate populations, and that these tables are used for pension purposes, we believe these tables to be the most appropriate for the valuation.
Mortality Table 2021 CalPERS Mortality for Miscellaneous and Schools Employees
Disclosure The mortality assumptions are based on the 2021 CalPERS Mortality for Miscellaneous and Schools Employees table created by CalPERS. CalPERS periodically studies mortality for participating agencies and establishes mortality tables that are modified versions of commonly used tables. This table incorporates mortality projection as deemed appropriate based on CalPERS analysis.
Total Compensation Systems, Inc.
21 Mortality Table 2021 CalPERS Retiree Mortality for Miscellaneous and Schools Employees
Disclosure The mortality assumptions are based on the 2021 CalPERS Retiree Mortality for Miscellaneous and Schools Employees table created by CalPERS. CalPERS periodically studies
mortality for participating agencies and establishes mortality tables that are modified versions of commonly used tables. This table incorporates mortality projection as deemed appropriate based on CalPERS analysis.
Mortality Table 2021 CalPERS Mortality for Safety Employees Disclosure The mortality assumptions are based on the 2021 CalPERS Mortality for Safety Employees table created by CalPERS.
CalPERS periodically studies mortality for participating agencies and establishes mortality tables that are modified versions of commonly used tables. This table incorporates mortality projection as deemed appropriate based on CalPERS analysis.
Mortality Table 2021 CalPERS Retiree Mortality for Safety Employees Disclosure The mortality assumptions are based on the 2021 CalPERS Retiree Mortality for Safety Employees table created by CalPERS. CalPERS periodically studies mortality for
participating agencies and establishes mortality tables that are modified versions of commonly used tables. This table
incorporates mortality projection as deemed appropriate based on CalPERS analysis.
52.c: Experience Studies Following are the tables the retirement and turnover assumptions are based upon. Inasmuch as these tables are based on appropriate populations, and that these tables are used for pension purposes, we believe these tables to be the most appropriate for the valuation.
Retirement Tables
Retirement Table 2021 CalPERS 2.0%@55 Rates for Miscellaneous Employees Disclosure The retirement assumptions are based on the 2021 CalPERS
2.0%@55 Rates for Miscellaneous Employees table created by CalPERS. CalPERS periodically studies the experience for participating agencies and establishes tables that are appropriate for each pool.
Retirement Table 2021 CalPERS 2.0%@62 Rates for Miscellaneous Employees Disclosure The retirement assumptions are based on the 2021 CalPERS
2.0%@62 Rates for Miscellaneous Employees table created by CalPERS. CalPERS periodically studies the experience for participating agencies and establishes tables that are appropriate for each pool.
Total Compensation Systems, Inc.
22 Retirement Table 2021 CalPERS 2.7%@57 Rates for Police Employees Disclosure The retirement assumptions are based on the 2021 CalPERS
2.7%@57 Rates for Police Employees table created by
CalPERS. CalPERS periodically studies the experience for participating agencies and establishes tables that are appropriate for each pool.
Retirement Table 2021 CalPERS 3.0%@50 Rates for Police Employees Disclosure The retirement assumptions are based on the 2021 CalPERS
3.0%@50 Rates for Police Employees table created by
CalPERS. CalPERS periodically studies the experience for participating agencies and establishes tables that are appropriate for each pool.
Turnover Tables
Turnover Table 2021 CalPERS Turnover for Miscellaneous Employees Disclosure The turnover assumptions are based on the 2021 CalPERS Turnover for Miscellaneous Employees table created by
CalPERS. CalPERS periodically studies the experience for participating agencies and establishes tables that are appropriate for each pool.
Turnover Table 2021 CalPERS Turnover for Police Employees Disclosure The turnover assumptions are based on the 2021 CalPERS Turnover for Police Employees table created by CalPERS.
CalPERS periodically studies the experience for participating agencies and establishes tables that are appropriate for each pool.
For other assumptions, we use actual plan provisions and plan data.
52.d: The alternative measurement method was not used in this valuation.
52.e: NOL using alternative trend assumptions The following table shows the Net OPEB Liability with a healthcare cost trend rate 1% higher and 1% lower than assumed in the valuation.
Trend 1% Lower Valuation Trend Trend 1% Higher
Net OPEB Liability $14,859,418 $17,958,677 $21,819,652
Paragraph 53: Discount Rate
The following information is intended to assist Irwindale to comply with Paragraph 53 requirements.
53.a: A discount rate of 6.44% was used in the valuation. The interest rate used in the prior valuation was 6.52%.
53.b: We assumed that all contributions are from the employer.
53.c: We used historic 32 year real rates of return for each asset class along with our
Total Compensation Systems, Inc.
23 assumed long-term inflation assumption to set the discount rate. We offset the expected investment return by investment expenses of 50 basis points.
53.d: The interest assumption reflects a municipal bond rate. We used the Bond Buyer 20 Index at June 30, 2023 resulting in a rate of 3.65%.
53.e: We used the municipal bond rate beyond 53 years to result in an equivalent valuation rate of 6.44%.
53.f: Following is the assumed asset allocation and assumed rate of return for each.
CERBT - Strategy 1
Asset Class
Percentage
of Portfolio
Assumed
Gross Return
All Equities 59.0000 7.5450
All Fixed Income 25.0000 4.2500
Real Estate Investment Trusts 8.0000 7.2500
All Commodities 3.0000 7.5450
Treasury Inflation Protected Securities (TIPS) 5.0000 3.0000 We looked at rolling periods of time for all asset classes in combination to appropriately reflect correlation between asset classes. That means that the average returns for any asset class don’t necessarily reflect the averages over time individually, but reflect the return for the asset class for the portfolio average. We used geometric means.
53.g: The following table shows the Net OPEB liability with a discount rate 1% higher and 1% lower than assumed in the valuation.
Discount Rate
1% Lower
Valuation
Discount Rate
Discount Rate
1% Higher
Net OPEB Liability $21,331,725 $17,958,677 $15,200,094
Paragraph 55: Changes in the Net OPEB Liability
Please see reconciliation on pages 2 or 12.
Paragraph 56: Additional Net OPEB Liability Information The following information is intended to assist Irwindale to comply with Paragraph 56 requirements.
56.a: The valuation date is June 30, 2023.
The measurement date is June 30, 2023.
56.b: We are not aware of a special funding arrangement.
56.c: The interest assumption changed from 6.52% to 6.44%. Assumed rates of retirement, termination, and mortality have been updated to align with those currently being used by the statewide pension systems.
56.d: There were no changes in benefit terms since the prior measurement date.
56.e: Not applicable
56.f: To be determined by the employer
56.g: To be determined by the employer
56.h: Other than contributions after the measurement, all deferred inflow and outflow balances are shown on page 12 and in Appendix D
56.i: Future recognition of deferred inflows and outflows is shown in Appendix D
Total Compensation Systems, Inc.
24 Paragraph 57: Required Supplementary Information
57.a: Please see reconciliation on pages 2 or 12. Please see the notes for Paragraph 244 below for more information.
57.b: These items are provided on pages 2 and 12 for the current valuation, except for covered payroll, which should be determined based on appropriate methods.
57.c: We have not been asked to calculate an actuarially determined contribution amount.
We assume the City contributes on an ad hoc basis, but in an amount sufficient to fully fund the obligation over a period not to exceed 32 years.
57.d: We are not aware that there are any statutorily or contractually established contribution requirements.
Paragraph 58: Actuarially Determined Contributions
We have not been asked to calculate an actuarially determined contribution amount. We assume the City contributes on an ad hoc basis, but in an amount sufficient to fully fund the obligation over a period not to exceed 32 years.
Paragraph 244: Transition Option
Prior periods were not restated due to the fact that prior valuations were not rerun in accordance with GASB 75. It was determined that the time and expense necessary to rerun prior valuations and to restate prior financial statements was not justified.
Total Compensation Systems, Inc.
25 APPENDIX D: DEFERRED OUTFLOWS OF RESOURCES AND DEFERRED INFLOWS OF RESOURCES
EXPERIENCE GAINS AND LOSSES
Increase (Decrease) in OPEB Expense Arising from the Recognition of Effects of Experience Gains and Losses
(Measurement Periods)
Measurement
Period
Experience
(Gain)/Loss
Original
Recognition
Period
(Years)
Amounts
Recognized in
OPEB Expense
through 2022 2023
Amounts to be
Recognized in
OPEB Expense
after 2023 2024 2025 2026 2027 2028 Thereafter
2018-19 $2,100,844 7.9 $1,063,720 $265,930 $771,194 $265,930 $265,930 $239,334 2019-20 ($181,919) 7.9 ($69,084) ($23,028) ($89,807) ($23,028) ($23,028) ($23,028) ($20,723) 2020-21 $252,667 7.1 $71,174 $35,587 $145,906 $35,587 $35,587 $35,587 $35,587 $3,558 2022-23 $1,286,029 7.2 $0 $178,616 $1,107,413 $178,616 $178,616 $178,616 $178,616 $178,616 $214,333 Net Increase (Decrease) in OPEB Expense $1,065,810 $457,105 $1,934,706 $457,105 $457,105 $430,509 $193,480 $182,174 $214,333
Total Compensation Systems, Inc.
26 CHANGES OF ASSUMPTIONS
Increase (Decrease) in OPEB Expense Arising from the Recognition of Effects of Changes of Assumptions
(Measurement Periods)
Measurement
Period
Changes of
Assumptions
Original
Recognition
Period
(Years)
Amounts
Recognized in
OPEB Expense
through 2022 2023
Amounts to be
Recognized in
OPEB Expense
after 2023 2024 2025 2026 2027 2028 Thereafter
2020-21 $1,167,269 7.1 $328,810 $164,405 $674,054 $164,405 $164,405 $164,405 $164,405 $16,434 2021-22 $567,051 7.1 $79,867 $79,867 $407,317 $79,867 $79,867 $79,867 $79,867 $79,867 $7,982 2022-23 $1,258,101 7.2 $0 $174,737 $1,083,364 $174,737 $174,737 $174,737 $174,737 $174,737 $209,679 Net Increase (Decrease) in OPEB Expense $408,677 $419,009 $2,164,735 $419,009 $419,009 $419,009 $419,009 $271,038 $217,661
Total Compensation Systems, Inc.
27 INVESTMENT GAINS AND LOSSES
Increase (Decrease) in OPEB Expense Arising from the Recognition of Effects of Investment Gains and Losses
(Measurement Periods)
Measurement
Period
Investment
(Gain)/Loss
Original
Recognition
Period
(Years)
Amounts
Recognized in
OPEB Expense
through 2022 2023
Amounts to be
Recognized in
OPEB Expense
after 2023 2024 2025 2026 2027 2028 Thereafter
2018-19 $41,091 5 $32,876 $8,215 $0
2019-20 $176,501 5 $105,903 $35,301 $35,297 $35,297
2020-21 ($1,080,004) 5 ($432,002) ($216,001) ($432,001) ($216,001) ($216,000) 2021-22 $1,352,519 5 $270,504 $270,504 $811,511 $270,504 $270,504 $270,503 2022-23 $24,108 5 $0 $4,822 $19,286 $4,822 $4,822 $4,822 $4,820 Net Increase (Decrease) in OPEB Expense ($22,719) $102,841 $434,093 $94,622 $59,326 $275,325 $4,820 $0 $0
Total Compensation Systems, Inc.
28 APPENDIX E: GLOSSARY OF RETIREE HEALTH VALUATION TERMS Note: The following definitions are intended to help a non-actuary understand concepts related to retiree health valuations. Therefore, the definitions may not be actuarially accurate.
Actuarial Cost Method: A mathematical model for allocating OPEB costs by year of service. The only actuarial cost method allowed under GASB 74/75 is the entry age actuarial cost method.
Actuarial Present Value of
Projected Benefit Payments: The projected amount of all OPEB benefits to be paid to current and future retirees discounted back to the valuation or measurement date.
Deferred Inflows/Outflows
of Resources: A portion of certain items that can be deferred to future periods or that weren’t reflected in the valuation. The former includes investment gains/losses, actuarial gains/losses, and gains/losses due to changes in actuarial assumptions or methods.
The latter includes contributions made to a trust subsequent to the measurement date but before the statement date.
Discount Rate: Assumed investment return net of all investment expenses. Generally, a higher assumed interest rate leads to lower service costs and total OPEB liability.
Fiduciary Net Position: Net assets (liability) of a qualifying OPEB “plan” (i.e. qualifying irrevocable trust or equivalent arrangement).
Implicit Rate Subsidy: The estimated amount by which retiree rates are understated in situations where, for rating purposes, retirees are combined with active employees and the employer is expected, in the long run, to pay the underlying cost of retiree benefits.
Measurement Date: The date at which assets and liabilities are determined in order to estimate TOL and NOL.
Mortality Rate: Assumed proportion of people who die each year. Mortality rates always vary by age and often by sex. A mortality table should always be selected that is based on a similar “population” to the one being studied.
Net OPEB Liability (NOL): The Total OPEB Liability minus the Fiduciary Net Position.
OPEB Benefits: Other Post Employment Benefits. Generally, medical, dental, prescription drug, life, long-term care or other postemployment benefits that are not pension benefits.
OPEB Expense: This is the amount employers must recognize as an expense each year. The annual OPEB expense is equal to the Service Cost plus interest on the Total OPEB Liability (TOL) plus change in TOL due to plan changes minus projected investment income; all adjusted to reflect deferred inflows and outflows of resources.
Participation Rate: The proportion of retirees who elect to receive retiree benefits. A lower participation rate results in lower service cost and a TOL. The participation rate often is related to retiree contributions.
Total Compensation Systems, Inc.
29 Pay As You Go Cost: The projected benefit payments to retirees in a given year as estimated by the actuarial valuation. Actual benefit payments are likely to differ from these estimated amounts. For OPEB plans that do not pre-fund through an irrevocable trust, the Pay As You Go Cost serves as an estimated amount to budget for annual OPEB payments.
Retirement Rate: The proportion of active employees who retire each year. Retirement rates are usually based on age and/or length of service. (Retirement rates can be used in conjunction with the service requirement to reflect both age and length of service).
The more likely employees are to retire early, the higher service costs and actuarial accrued liability will be.
Service Cost: The annual dollar value of the “earned” portion of retiree health benefits if retiree health benefits are to be fully accrued at retirement.
Service Requirement: The proportion of retiree benefits payable under the OPEB plan, based on length of service and, sometimes, age. A shorter service requirement increases service costs and TOL.
Total OPEB Liability (TOL): The amount of the actuarial present value of projected benefit payments attributable to participants’ past service based on the actuarial cost method used.
Trend Rate: The rate at which the employer’s share of the cost of retiree benefits is expected to increase over time. The trend rate usually varies by type of benefit (e.g. medical, dental, vision, etc.) and may vary over time. A higher trend rate results in higher service costs and TOL.
Turnover Rate: The rate at which employees cease employment due to reasons other than death, disability or retirement. Turnover rates usually vary based on length of service and may vary by other factors. Higher turnover rates reduce service costs and TOL.
Valuation Date: The date as of which the OPEB obligation is determined by means of an actuarial valuation. Under GASB 74 and 75, the valuation date does not have to coincide with the statement date, but can’t be more than 30 months prior.
TCS, Inc 1
City of Irwindale
July 24, 2024
Retiree Health Benefits
under GASB 74/75
June 30, 2023 Actuarial Valuation
Will Kane, FSA, EA, MAAA
TCS, Inc 2
Presentation Outline
• Current Benefit Structure
• Valuation Terminology
• Valuation Results
• Future Expectations
TCS, Inc 3
Current Retiree Health Benefits
• City provides full lifetime medical coverage to eligible retirees and their dependents
• Employee must retire from the City with at least 10 years of CalPERS service (five years with the City)
– City pays 50% of the medical premium for retirees with 10 years of service, increasing by 5% per year up to 100% at 20 years of service – Only five years of service are required for retirement and full benefits for employees hired prior to January 1, 2011
TCS, Inc 4
Valuation Terminology
• Total OPEB Liability (TOL): $24.4M
– Represents what is owed due to the promise to provide future benefits – Only includes benefits already earned due to past service – Grows as benefits are earned and with interest; shrinks as benefits are paid • Fiduciary Net Position (FNP): $6.4M
– The amount of assets that have been set aside in an irrevocable trust for the exclusive use of paying retiree health benefits
– Grows or shrinks each year based on investment return, contributions to the trust, and benefit payments from the trust
• Net OPEB Liability (NOL): $18.0M
– The TOL minus the FNP, in other words, what is owed that is in excess of what has already been set aside
• Service Cost: $540,000
– An active employee’s liability accumulates over the course of their career – The value of the additional benefit accrued in one year is the Service Cost – For funded plans, Service Cost is a good guideline for minimum annual funding
TCS, Inc 5
June 30, 2023 Valuation Results
$ in millions TOL FNP NOL
Balance at June 30, 2022 $21.1 $5.8 $15.3
Total One-Year Change +$3.3 +$0.6 +$2.7
Balance at June 30, 2023 $24.4 $6.4 $18.0
• The expectation is that the NOL will increase by around $600,000 per year – This includes benefits earned and interest growth for the year offset by expected investment return and benefits paid
– Any contributions made to the OPEB Trust will offset or reverse the expected increase in NOL; withdrawals from the trust will accelerate the expected increase ($262,000 was contributed in 2022-23 and $595,000 in 2023-24)
– 2022-23 produced a $2.7m increase in the NOL due to several new retirements at relatively young ages as well as updates to underlying assumptions in the actuarial valuation • Volatility should be expected from year to year as experience deviates from expectations (medical costs, demographics, investment return)
TCS, Inc 6
Looking to June 30, 2024 & Beyond
• Anticipate performing a roll-forward valuation for 2024 – GASB 75 requires full valuations to be performed every two years – In-between years can be satisfied via a streamlined approach • Net OPEB Liability will increase over time if assumptions are met unless at least $600,000 is contributed per year to the trust
– Larger contributions will shrink the NOL over time
– $595,000 2023-24 contribution is sufficient to target keeping the NOL level
• Movement can be uneven due to actuarial gains and losses – Fluctuations can be large if medical costs change dramatically or asset return deviates from expectations
TCS, Inc 7
Thank you!
Questions?
Item #22.C.
Date: July 24, 2024
To: Honorable Mayor and Members of the City Council
From: Theresa Olivares, Assistant City Manager
Issue: Receive Update on City of Irwindale Public Library Improvement Project (Project) and Provide Direction to Staff to Proceed with Finalizing the Plans and Specifications for the Project
City Manager's Recommendation:
That the City Council receive staff's update on the City of Irwindale Public Library Improvement Project (Project) and direct staff to proceed with finalizing the plans and specifications for the Project Administrative Action:
Submitted by:
Theresa Olivares, Assistant City Manager
Prepared by:
Shayna Balli, City Librarian
Reviewed by:
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Theresa Olivares, Assistant City Manager
Background and Analysis:
As part of the City's community engagement process for the City of Irwindale Public Library
Improvement Project (Project), the City held several community workshops and provided updates to the City Council. The community workshops were held on January 19, 2023, June 27, 2023, and February 15, 2024. These community workshops afforded various community stakeholders the opportunity to provide input on the Project including size of library, features, color scheme, size and type of furniture, and intended uses. Staff provided updates to the City Council regarding this Project on September 13, 2023. Additionally, a revision to the General Plan Map to change the designated Project property from Parks to Public/Institutional was adopted at the June 12, 2024 City Council Meeting.
Based on the input received at the community workshops and the direction previously provided by the City Council, staff is requesting that the City Council receive an update from staff and authorize staff to proceed with finalizing the plans that include color schemes, flooring and furnishing, along with specifications for this Project. Pending the Council's authorization, the City's consultant will finalize the plans and specifications with the intent of having the City Council consider the final plans and specifications to release for bid on September 25, 2024. Staff estimates that the bidding process will be open for 21 days and anticipates this matter to be heard by the City Council to award the bid for this Project on November 13, 2024.
Concurrently, the City has retained Harvey Consulting Group, LLC to prepare the required CEQA and NEPA documents. Staff has been advised that the CEQA and NEPA process will be completed in time for the release of the plans and specifications for the Project.
This staff report will be supplemented by a PowerPoint presentation.
Fiscal Impact:
There is no fiscal impact related to this update.
Attachments:
None
Item #22.D.
Date: July 24, 2024
To: Honorable Mayor and Members of the City Council
From: Theresa Olivares, Assistant City Manager
Issue: Amend Fiscal Year 2024-2025 Adopted Budget to Appropriate $1,500,000 to transfer to City of Irwindale Public Library Improvement Project
City Manager's Recommendation:
Adopt Resolution No. 2024-58-3535 entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE APPROVING A BUDGET AMENDMENT TO THE FISCAL YEAR (FY) 2024-2025 ADOPTED BUDGET TO APPROPRIATE $1,500,000 AND TRANSFERRING IT TO THE CITY OF IRWINDALE PUBLIC LIBRARY IMPROVEMENT PROJECT.”
Administrative Action:
Submitted/Prepared by:
Theresa Olivares, Assistant City Manager
Reviewed by:
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Theresa Olivares, Assistant City Manager
Background and Analysis:
On October 11, 2022, the City of Irwindale received a letter of intent from the California State Library for a grant in the amount of $6,135,594. The City of Irwindale was required to provide matching funds in the amount of $6,135,594 to support the City of Irwindale Public Library Improvement Project (Project). On November 9, 2022, the City Council adopted Resolution No. 2022-107-3357, authorizing
the acceptance of the grant from the State of California in the amount of $6,135,594 and providing the dollar-for-dollar match funds in the amount of $6,135,594 from the General Fund’s Reserve Fund Balance.
Staff and the consultant are currently working on finalizing the plans and specifications for the Project and the initial cost estimate for the Project was $15,730,952. Once the final plans and specifications are finalized, an engineer’s estimate for the project will be provided. Based on the preliminary cost estimate, there is a shortfall of $3,459,764 in funding for this project. Staff is recommending contributing another $1,500,000 for FY 2024-2025 to the Project to provide the additional funding necessary to complete the Project. Staff will continue to seek grant funding to assist with the completion of this project.
Fiscal Impact:
Approving Resolution No. 2024-58-3535 will authorize the Finance Director to amend the Fiscal Year 2024-2025 Adopted Budget to appropriate $1,500,000 from the General Fund Reserves and transfer it to the City of Irwindale Public Library Improvement Project #8230.
Attachments:
1. Resolution 2024-58-3535
Resolution No. 2024-58-3535
RESOLUTION NO. 2024-58-3535
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE APPROVING A BUDGET AMENDMENT TO THE FISCAL YEAR (FY) 2024-2025 ADOPTED BUDGET TO APPROPRIATE $1,500,000 AND TRANSFERRING IT
TO THE CITY OF IRWINDALE PUBLIC LIBRARY IMPROVEMENT PROJECT WHEREAS, the Legislature and Governor of the State of California provided funds for the State of California Budget Act of 2021 (SB 129); and WHEREAS, on November 22, 2022, the City Council of the City of Irwindale adopted Resolution 2022-107-3357, authorizing the Assistant City Manager to enter into a funding agreement with the State of California for the $6,135,594 grant; and WHEREAS, the City is currently finalizing the plans and specifications for the Project and based on the initial Project construction estimate additional funding is necessary; and
WHEREAS, it is the City’s desire to amend the FY 2024-2025 Adopted Budget to appropriate $1,500,000 to be transferred to the City of Irwindale Public Library Improvement Project.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves amending the FY 2024-2025 Adopted Budget to appropriate $1,500,000 from the General Fund reserves and transferring these funds to the City of Irwindale Public Library Improvement Project.
SECTION 2. That the Chief Deputy City Clerk shall certify the adoption of this Resolution.
PASSED, APPROVED and ADOPTED this 24TH day of July, 2024.
____________________________
Albert F. Ambriz, Mayor
ATTEST:
___________________________________
Laura Nieto
Chief Deputy City Clerk
Resolution No. 2024-58-3535
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2024-58-3535 as duly adopted by the City Council of the City of Irwindale, at a regular meeting held on the 24th day of July 2024, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
__________________________
Laura Nieto
Chief Deputy City Clerk
Item #22.E.
Date: July 24, 2024
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Adoption of a Field Trip Policy for the Dan Diaz Recreation Center, Irwindale Aquatics Center, and Irwindale Senior Center
City Manager's Recommendation:
That the City Council adopt Resolution No. 2024-56-3533, entitled, “A Resolution of the City Council of the City of Irwindale Adopting a Field Trip Policy for the Dan Diaz Recreation Center, Irwindale Aquatics Center, and the Irwindale Senior Center.”
Administrative Action:
Submitted/Prepared by:
Elizabeth Rodriguez, Public Services Director
Reviewed by:
Adrian R. Guerra, City Attorney
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
On July 28, 2021, the City Council approved the City of Irwindale Comprehensive Schedule of Fees & Charges, which included all aquatics, recreation, and senior center related fees. As both the Dan Diaz Recreation Center and Irwindale Senior Center provide field trips once a month with a combination of trips that are at no cost to the city and trips that require an entrance fee, these fees are now free to all
residents.
The provision of free field trips to the community serves an important public purpose of encouraging community involvement, socialization, networking and interaction among citizens and families in order to improve the quality of life of the community.
At the January 23, 2023 Senior Citizen Commission Meeting, Commissioner Gonzalez requested accountability for individuals who sign up for trips but do not cancel by the deadline or do not show up the day of the trip. At the February 27, 2023 Senior Citizen Commission Meeting, staff provided an agenda report to seek the Commission’s input on a cancellation policy for field trips. At this meeting, the Commission agreed to the following:
• Deadline to cancel attendance on a field trip is by 6:00pm on the Wednesday before the field trip. If attendee cancels by this date, then no further action is required. • Any participant who cancels after the deadline will be subject to the following:
1. First time cancelling after the deadline, the participant will not be able to sign up for the next trip until the standby registration date.
2. Second time cancelling after the deadline, the participant will not be able to sign up for the next trip.
At the same time the Senior Citizen Commission was discussing no shows and lack of cancellation of field trips, the Irwindale Recreation kept selling out on their field trips with a long standby list to for many of the popular trips. As a result, in March 2023, administration approved an increase in the amount of tickets/spots available for Irwindale Recreation field trips from 23 to 30. While this has helped provide more spots for participants to attend these field trips, there are times when an attendee fails to cancel by the deadline. When there is a standby list for a trip, last minute cancellations and no shows result in someone on the standby list not able to attend and funds lost.
At the May 3, 2023 Parks & Recreation Commission meeting, staff provided a verbal update on the request from the Senior Citizen Commission to create and enact a policy that would penalize those that do not cancel their planned attendance at a field trip by a certain date. The Commission requested that staff continue to educate the community and attendees on the importance of cancelling their attendance on a field trip prior to the deadline. The Commission was against penalizing anyone for not cancelling by the deadline or due to a no show. Due to the limited number of spots available for field trips provided by Irwindale Recreation, continued comments and questions from the community about the Field Trip procedures, staff began writing a Field Trip Policy.
A draft Field Trip Policy was first introduced at the February 26, 2024 Senior Citizen Commission meeting for their review and comments. This policy outlines the field trip guidelines for waiting in line, signing up, holding participants accountable for attending the field trip, seating arrangements, and filling seats in the event of cancellations. At this meeting and as requested by the commission, staff also provided a list of trips, number of individuals registered for the trip, number of individuals who actually attended the trip, and the number of no shows. The following information outlines the requested information presented to the commission for calendar years 2022 and 2023.
SENIOR CENTER FIELD TRIPS
DATE OF
TRIP
TRIP NAME TOTAL
TICKETS
/SPOTS
# OF
SIGNUPS
# OF
ATTENDEES
# OF NO SHOWS
1/29/2022 Huntington
Library
22 21 18 3
2/19/2022 Pechanga
Resort Casino
22 21 20 1
3/20/2022 Hornblower
Brunch Cruise
22 21 20 1
4/2/2022 Frida/Olvera
Street
22 22 18 4
5/21/2022 Pirates Dinner
& Show
22 22 21 1
6/11/2022 Agua Caliente
Casino
22 21 14 7
7/16/2022 Beach BBQ 22 22 18 4
8/20/2022 Aquarium of
the Pacific
22 22 19 3
9/17/2022 Harrah’s
Casino
22 21 18 3
10/15/2022 Hollywood
Tour
22 20 17 3
11/5/2022 Natural History
Museum**
22 22 13 10
12/17/2022 123 Farms 22 19 15 4
1/28/2023 Grease the
Musical/Dinner
22 22 19 3
2/11/2023 Casino
Morongo
22 22 22 0
3/11/2023 Santa Anita
Park
22 22 22 0
4/22/2023 San Antonio 22 22 20 2
Winery
5/13/2023 L.A. County
Fair
22 21 16 5
6/10/2023 Agua Caliente
Casino
22 18 15 3
7/15/2023 Beach BBQ 22 22 20 2
8/5/2023 Santa Monica
Pier
22 21 15 6
9/16/2023 Cataline Island 22 22 21 1
10/14/2023 Yaamava
Casino
22 19 19 0
11/18/2023 Momma Mia 22 22 20 2
12/2/2023 Merry-Achi
Christmas
22 22 22 0
**The Natural History Museum tickets were purchased at the museum; therefore, there was no money lost for this trip.
The Senior Citizen Commission did not have any changes to the policy at the February 24, 2024 meeting.
While some of the Irwindale Recreation and Irwindale Senior Center Field Trips are free, most of the field trips require an entrance fee, which ranges anywhere from $20 to $140 per ticket. Most tickets are purchased in advance, non-transferable, and only valid for the date purchased. Therefore, when there is a no show or a participant cancels after the deadline and staff is unable to fill that seat, the City or the Irwindale Community Foundation loses money.
Staff also presented the same first draft of the Field Trip Policy to the Parks & Recreation Commission at their March 6, 2024 regular meeting. The Parks & Recreation Commission discussed the policy, accepted comments from the community and agreed on the following changes and additions to the policy:
• During the registration process, staff will make an announcement reminding participants to notify staff of their cancellation by the deadline if they are no longer able to make the trip. (under Education and Outreach)
• A Resident ID or City Employee Card is required if the attendee is registering as a Resident or placed on the Standby List. (under Lining Up for Field Trip Registration) • Those individuals calling in only applies to being placed on the standby list in the event that a field trip is full and must do so starting the day after registration up to the Friday before the event. Any spots that are still open for a field trip requires the individual to come in person to
sign up for the trip, fill out all necessary paperwork, and pay fees, if applicable. (under Lining Up for Field Trip Registration)
• This section applies to the Dan Diaz Recreation Center’s and Irwindale Aquatics Center’s Adult/Family Field Trips only, and the Senior Center’s Field Trips. (under Failure to Cancel After the Deadline)
o First time cancelling after the deadline, the participant will receive a warning. o Second time cancelling after the deadline, the participant will not be able to sign up for the next trip until the non-resident registration date for the Dan Diaz Recreation Center’s and Irwindale Aquatic Center’s field trips and the standby registration date for the Irwindale Senior Center’s field trips. Typically, departments will provide one trip per month.
o Third time cancelling after the deadline, the participant will not be able to sign up for the next trip.
o Should there be a fourth time cancelling after the deadline, the participant will meet with the Department Manager/Supervisor and Public Services Director to determine why the participant continues to sign up for trips but does not attend the trip or cancel before the deadline.
o The procedures listed under i. – iii. above will reset each fiscal year. • Forms may be submitted to [email protected] prior to the trip and are available at the Dan Diaz Recreation Center, Irwindale Aquatics Center, and Irwindale Senior Center. (under Appeals Process)
• Good reasons for cancellation are emergency situations that were not planned for including, but are not limited to medical emergency, custodial issues, etc. (under Appeals Process) The Parks & Recreation Commission asked staff to see if they were able to create a form or box that can be checked using the City’s software system that states please call me in the event that there are tickets available for field trips. Additionally, staff provided a similar table as the Senior Center outlining the date of trips, trip names, the number of tickets/spots available, attendance, and the number of participants that did not show up the day of the trip. A separate table was created for the Family/Adult Field Trips, Day Camp Trips, and Teen Trips. The commission asked that this table be revised to include the total amount of funding lost for each trip and brought back for their review.
Since the Parks & Recreation Commission had changes to the policy, this policy was brought back to the Senior Citizen Commission for consideration at its March 25, 2024 meeting. At this meeting, the Senior Citizen Commission agreed to the changes and also asked staff to look into the possibility of allowing individuals to show up the day of the trip to see if there are any tickets/spaces available as a result of no shows.
At the April 3, 2024 Parks & Recreation regular meeting, staff presented the second draft of the Field Trip Policy, which included the changes agreed upon and recommended from the March 6, 2024 Parks & Recreation regular meeting. Additionally, the commission still had the following comments that also affected the Senior Center:
• Use of unused tickets;
• Purchasing procedures;
• Allowing individuals to show up the day of the field trip as to not lose money on the cost of the ticket(s) and for staff to have the required documents/waivers ready the day of the trip in order to replace no shows; and
• Requiring appeal forms to be submitted prior to the registration of the next field trip.
Staff also brought back the following table that outlined the date of each trip, the trip names, total spots/tickets, total number of sign-ups, number of actual attendees the day of the trip, the number of no shows, and the total amount lost as a result of the no shows. There is a separate table for the Family/Adult Field Trips, Day Camp Trips, and Teen Trips.
FAMILY / ADULT TRIPS
DATE OF
TRIP
TRIP
NAME
TOTAL
# OF
TICKETS
/
SPOTS
# OF
SIGNUPS
# OF
ATTENDEES
# OF
NO
SHOWS
PRICE
PER
TICKET
TOTAL
PURCHASE
PRICE
AMOUNT
LOST
2/26/2022 The
Hollywood
Museum
23 23 20 3 $12.00 $276.00 $36.00
3/26/2022 Farmer's
Market /
The Grove
23 19 19 0 $0 $0 $0
4/23/2022 Old Town
San Diego
23 21 16 5 $0 $0 $0
5/14/2022 Dodgers
vs. Phillies
23 23 23 0 $44.00 $1,012.00 $0
6/25/2022 Catalina
Island
23 23 23 0 $69.50 $1,598.50 $0
9/24/2022 Dodgers
vs.
Cardinals
23 23 22 1 $51.00 $1,173.00 $51.00
10/14/2022 Carved @
Descanso
Gardens
23 23 23 0 $38.00 $874.00 0
11/19/2022 San 23 14 12 2 $0 $0 $0
Clemente
Outlets
12/17/2022 Disney on
Ice
23 23 23 0 $39.25 $902.75 $0
2/18/2023 Tom's
Farm
23 8 3 5 $0 $0 $0
3/18/2023 Santa
Barbara
30 30 28 2 $0 $0 $0
4/22/2023 Palm
Springs
Aerial
Tram
30 30 25 5 $32.00 $960.00 $160.00
5/13/2023 Dodgers
vs. Padres
30 30 30 0 $88.00 $2,640.00 $0
6/25/2023 Tina
Turner
30 30 30 0 $64.50 $1,935.00 $0
9/23/2023 Dodgers
vs. Giants
30 30 30 0 $79.00 $2,370.00 $0
10/21/2023 San Diego
Safari Park
30 30 30 0 $62.10 $1,863.00 $0
11/18/2023 Oak Tree
Mountain
30 Canceled 0 0 $0 $0 $0
12/9/2023 Harbor
Cruise
30 30 30 0 $56.00 $1,680.00 $0
23 $17,284.25 $247.00
DAY CAMP
DATE OF
TRIP
TRIP
NAME
TOTAL
# OF
TICKETS
/
SPOTS
# OF
SIGNUPS
# OF
ATTENDEES
# OF
NO
SHOWS
PRICE
PER
TICKET
TOTAL
PURCHASE
PRICE
AMOUNT
LOST
4/5/2022 Spring DC -
Movie
43 31 21 10 $7.99 $247.69 $79.90
4/7/2022 Spring DC -
Knott's
43 31 25 6 $37.00 $1,147.00 $222.00
6/28/2022 Summer
DC -
Movies
43 43 33 10 $7.99 $343.57 $79.90
7/12/2022 Summer
DC -
Pacific
Park
43 43 32 11 $32.00 $1,376.00 $352.00
7/19/2022 Summer
DC -
Pirates
Dinner
43 43 35 8 $22.61 $972.23 $180.88
7/26/2022 Summer
DC - Soak
City
43 43 28 15 $30.00 $1,290.00 $450.00
8/2/2022 Summer
DC - John's
Incred.
43 43 33 10 $26.99 $1,160.57 $269.90
8/9/2022 Summer
DC -
Raging
Waters
43 43 34 9 $37.99 $1,633.57 $341.91
11/22/2022 Fall DC -
Universal
Studios
43 26 21 5 $109.00 $2,834.00 $545.00
12/27/2022 Winter DC
- Movies
43 30 22 8 $7.99 $239.70 $63.92
1/3/2023 Winter DC
- Knott's
43 31 22 9 $37.00 $1,147.00 $333.00
4/5/2023 Spring DC -
Movie
43 28 24 4 $7.99 $223.72 $31.96
4/6/2023 Spring DC -
LA Zoo
43 24 21 3 $16.00 $384.00 $48.00
6/27/2023 Summer
DC - Movie
43 39 25 16 $7.99 $311.61 $127.84
7/11/2023 Summer 43 41 28 13 $699.00 $-
DC - Skate
Express
7/18/2023 Summer
DC - Soak
City
43 41 23 18 $30.00 $1,230.00 $540.00
7/25/2023 Summer
DC -
Round 1
43 41 28 13 $27.99 $1,147.59 $363.87
8/1/2023 Summer
DC - John's
Incred.
43 41 26 15 $27.99 $1,147.59 $419.85
8/8/2023 Summer
DC -
Raging
Waters
43 41 26 15 $37.99 $1,557.59 $569.85
11/24/2023 Disneyland 40 38 37 1 $140.00 $5,320.00 $140.00 12/27/2023 Winter DC
- Movie
40 34 24 10 $8.00 $272.00 $80.00
1/3/2024 Winter DC
- Knott's
40 29 18 11 $37.00 $1,073.00 $407.00
220 $25,757.43 $5,646.78
TEEN TRIPS
DATE OF
TRIP
TRIP
NAME
TOTAL #
OF
TICKETS
/ SPOTS
# OF
SIGNUPS
# OF
ATTENDEES
# OF
NO
SHOWS
PRICE
PER
TICKET
TOTAL
PURCHASE
PRICE
AMOUNT
LOST
4/8/2022 Knott's
Berry Farm
15 9 7 2 $37.00 $333.00 $74.00
7/9/2022 Magic
Mountain
15 15 15 0 $45.00 $675.00 $0
9/10/2022 Mall Day -
Canceled
15 2 0 0 $0 $0 $0
10/15/2022 Halloween
Horror
Nights
15 12 12 0 $79.00 $948.00 $0
1/6/2023 Knott's
Berry Farm
20 20 20 0 $37.00 $740.00 $0
6/30/2023 Universal
Studios
22 21 21 0 $109.00 $2,398.00 $0
4/1/2023 Big Air
Trampoline
Park
22 8 7 1 $30.00 $240.00 $30
7/31/2023 Eaton
Canyon
Hiking (TC)
20 6 5 1 $0 $0 $0
8/4/2023 Neon
Arcade &
Dinner (TC)
20 13 13 0 $0 $0 $0
8/11/2023 Teen
Beach Trip
(TC)
20 12 12 0 $0 $0 $0
10/7/2023 Knott's
Halloween
Haunt
22 22 21 1 $73.49 $1,616.78 $73.49
11/24/2023 Disneyland 22 24 23 1 $140.00 $3,360.00 $140.00 1/5/2024 Magic
Mountain
22 16 16 0 $73.00 $1,168.00 $0
6 $11,478.78 $317.49
At the June 5, 2024, Parks & Recreation Commission regular meeting, staff addressed many of the comments from the April 3, 2024 meeting. Staff's first priority is to purchase tickets for field trips the day of the field trip at the venue; however, the policy for purchasing tickets is based on the guidelines set forth by the venue. Therefore, staff are sometimes required to make reservations and purchase tickets ahead of time. In many cases, these tickets are non-refundable and can only be used the day of the event. In these cases, staff are unable to offer these tickets to the public for purchase.
The attached revised Field Trip Policy addresses the concerns made by the Parks & Recreation Commission regarding individuals allowed to show up the day of the field trip and staff having the required documents/waivers ready to be signed by individuals who are replacing the no-shows.
Additionally, there is language that outlines the order in which individuals are selected to replace no shows the day of the field trip. Finally, staff added language requiring appeal forms to be submitted prior to the registration of the next field trip. At this time, the Irwindale Aquatics center does not provide field trips; however, this division is a part of the field trip policy in the event that they provide field trips in the future. The Parks & Recreation Commission recommended approval of the Field Trip Policy for the Dan Diaz Recreation Center, Irwindale Aquatics Center, and the Irwindale Senior Center at
this meeting.
The Field Trip Policy that was finalized by the Parks & Recreation Commission was presented to the Senior Citizen Commission at its June 24, 2024 regular meeting. The commission reviewed the changes and recommended approval to the City Council at this meeting.
Fiscal Impact:
There is no fiscal impact.
Attachments:
1. 7-24-2024 Field Trip Policy - RESOLUTION
2. Field Trip
RESOLUTION NO. 2024-56-3533
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE ADOPTING
A FIELD TRIP POLICY FOR THE DAN DIAZ RECREATION CENTER, IRWINDALE AQUATICS CENTER AND THE IRWINDALE SENIOR CENTER.
WHEREAS, the Irwindale Recreation Department is experiencing increased enrollment in popular free field trips offered to Irwindale residents, including field trips offered at the Dan Diaz Recreation Center, the Irwindale Aquatics Center, and the Irwindale Senior Center; and
WHEREAS, the provision of free field trips to the community serves an important public purpose of encouraging community involvement, socialization, networking and interaction among citizens and families and provides for good physical and mental health in order to improve the quality of life of the community; and WHEREAS, increased enrollment in these trips creates standby lists and individuals are not calling in to cancel their attendance or do not show the day of the trip, which causes the City of Irwindale or the Irwindale Community to lose the cost of the ticket; and
WHEREAS, in order to provide residents on a field trip standby list with increased opportunities to obtain a seat/ticket to a field trip and to ensure that the City’s funds are used in a fiscally responsible manner, staff has requested that the Irwindale City Council (“City Council”) impose a Field Trip Policy on trips offered by the City through the Dan Diaz Recreation Center, Irwindale Aquatics Center and Irwindale Senior Center; and WHEREAS, the Field Trip Policy outlines the field trip guidelines for waiting in line, signing up, holding participants accountable for attending the field trip, seating arrangements, and filling seats in the event of cancellations; and WHEREAS, the Field Trip Policy provides that it shall be reviewed one year after its approval to receive feedback from the public and staff on how the Field Trip Policy has impacted the community; and
WHEREAS, the Senior Citizen Commission reviewed and provided comments on the Field Trip Policy at the February 27, 2023, February 26, 2024, March 24, 2025, and June 24, 2024 commission meetings, and recommended the City Council approve and adopt the Field Trip Policy; and
WHEREAS, the Parks & Recreation Commission reviewed and provided comments on the Field Trip Policy at the May 3, 2023, March 6, 2024, April 3, 2024, and June 6, 2024 commission meetings, and recommended the City Council approve and adopt the Field Trip Policy; and
WHEREAS, after its latest review of the proposed Attendance Policy at the September 6, 2023 commission meeting, the Parks & Recreation Commission recommended that the City Council approve and adopt the Policy; and WHEREAS, based on the recommendations from the Parks & Recreation Commission and the Senior Citizen Commission, the City Council hereby desires to approve the City of Irwindale Field Trip Policy.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOLLOWS:
SECTION 1. The City Council hereby adopts the Recitals above as true and correct and incorporates them herein by reference.
SECTION 2. The City Council hereby approves and adopts the City of Irwindale Field Trip Policy for the Dan Diaz Recreation Center, Irwindale Aquatics Center, and Irwindale Senior Center. City staff is hereby authorized to utilize and implement the Field Trip Policy, attached hereto as Exhibit “A”.
SECTION 3. If any section, subsection, sentence, clause, phrase, or portion of this Resolution, or the application thereof to any person or circumstances, is, for any reason, held invalid or unconstitutional by any court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the application of any other section, subsection, sentence, clause, phrase, or portion of this Resolution, and to this end the invalid or unconstitutional section, subsection, sentence, clause, phrase of this Resolution are declared to be severable. The City Council hereby declares that it would have adopted this Resolution and each section, subsection, sentence, clause, phrase, part or portion thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, parts or portions thereof be declared invalid or unconstitutional.
SECTION 4. The Chief Deputy City Clerk shall certify the adoption of this Resolution which shall, in turn, have immediate effect.
PASSED, APPROVED and ADOPTED this 24th day of July 2024. _______________________________
H. Manuel Ortiz, Mayor
ATTEST:
___________________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura M. Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2024-56-3533 duly adopted by the City Council of the City of Irwindale, at a regular meeting held on the 24th day of July 2024, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
__________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
City of Irwindale
Field Trip
Policy
July 24, 2024
EXHIBIT “A”
01005.0006/999941.1
I. SCOPE
This policy will provide guidelines as it relates to waiting in line, sign ups, attendance, seating arrangements, and filling seats in the event of cancellations for City run field trips across all departments.
II. PURPOSE
The purpose of this policy is to establish guidelines that govern the process by which participants can sign up for field trips, staff can hold participants accountable in the event a participant misses a field trip and make clear the process in which open seats on field trips can be filled due to cancellations.
III. DEFINITIONS
A. Attendee/Attendee list. Individuals who physically wait in line the day of registration or the duration of the registration period to sign up for a ticket/spot on the list to attend a field trip. Each department will assign the total number of tickets/spots available for each field trip. An attendee is an individual who made it on the attendee list.
B. City Run Field Trip. Any field trip that is offered by City Departments, including but not limited to the Dan Diaz Recreation Center, Irwindale Aquatics Center, and Irwindale Senior Center where participants sign up to attend a trip, whether the participant rides the City bus or takes their own vehicles.
C. Non-resident. A person that does not live in the City of Irwindale, does not have an active Resident Identification Card, or is not a City of Irwindale Employee.
D. Participant. Any person, resident or non-resident, who would like to sign up for a field trip whether on the attendee list, or standby list.
E. Resident Identification Card. This card is to provide a method by which City staff can accurately identify eligible residents of the City of Irwindale for the purpose of providing a variety of benefits (i.e., aquatics, recreation, and senior center programs), which are only available to residents and/or provided to residents at a reduced or no cost as compared to nonresidents.
F. Resident. A person that lives in the City of Irwindale and has an active Resident Identification Card. A City of Irwindale Employee can also sign up as a resident participant and must present their employee identification card at the time of signup.
G. Standby List. The standby list is for persons wishing to attend the field trip but were unable to secure a spot due to capacity limits. The standby list is also when a resident signs up and is placed on the Attendee List, the
01005.0006/999941.1
resident (per household) is allowed to place two (2) individuals on the standby list. In this case, the standby list is mostly for non-residents but can sometimes be for a resident friend or family member in another household that is unable to wait in line or doesn’t have a Resident Identification Card.
The standby list has different priority tiers for the Dan Diaz Recreation Center Field Trips and the Senior Center Field Trips.
IV. PROCEDURES
A. Overview
In an effort to allow all those who would like to participate in City run field trips, a field trip policy will be implemented. The field trip policy will provide guidelines for all City run field trips. From cancellations before and after the deadline, clearly outlining how seating for trips is chosen, and defining the order in which participants are chosen in the event a sold-out trip has cancellations.
B. Education and Outreach
Staff will ensure the placement of deadline information is included on all flyers, at the designated facilities, and on registration paperwork, which will remind participants and attendees of the deadline to cancel. During the registration process, staff will make an announcement reminding participants to notify staff of their cancellation by the deadline if they are no longer able to make the trip. Staff will contact the attendees the Monday before the trip to confirm their attendance. The deadline to cancel without any repercussions is by 6pm on Wednesday before the field trip date.
Staff will also ensure all flyers, designated facilities, and registration paperwork inform participants that they must be present 15 minutes before the departure time. Those attendees who are not present 5 minutes prior to the departure time may lose their ticket/spot if there is another Participant present the day of requesting a ticket/spot.
C. Lining Up for Field Trip Registration
Dan Diaz Recreation Center
Registration begins at 6:00pm on the date specified on the Field Trip Flyer for residents and non-residents. Participants are allowed to line up prior to the 6:00pm registration time. Participants are only allowed to sign up individuals in the same household. Participants may have someone outside their household stand in line on their behalf; however, the Participant must be the one that registers themselves and/or their household. The Participant must be present by 6:00pm to sign up/purchase. A Resident ID
01005.0006/999941.1
or City Employee Card is required if the attendee is registering as a Resident or placed on the Standby List as a Resident.
Irwindale Aquatics Center
Registration begins at 5:00pm on the date specified on the Field Trip Flyer for residents and non-residents. Participants are allowed to line up prior to the 5:00pm registration time. Participants are only allowed to sign up individuals in the same household. Participants may have someone outside their household stand in line on their behalf; however, the Participant must be the one that registers themselves and/or their household. The Participant must be present by 5:00pm to sign up/purchase. A Resident ID or City Employee Card is required if the attendee is registering as a Resident or placed on the Standby List as a Resident.
Irwindale Senior Center
Registration begins at 8:30am on the date specified on the Field Trip Flyer for residents, standby non-residents and non-residents. The Irwindale Senior Center opens for operations at 8:00am at which time Participants line up to receive a numbered ticket. This allows Participants to walk around, sit down, and/or get a beverage while they wait for registration to begin and the numbers to be called. Participants are only allowed to sign up individuals in the same household and must be the one that registers themselves and/or their household. The Participant cannot have a Participant from another household stand in line or get a numbered ticket for them. A Resident ID or City Employee Card is required if the attendee is registering as a Resident or placed on the Standby List as a Resident.
D. Standby List
A standby list will be generated in the event that a Participant(s) who wanted to sign up for the field trip but was unable to secure a spot or a resident attendee places an individual(s) on the standby list. The order will be as follows and all Participants will be signed up in the order they were received per grouping:
i. Dan Diaz Recreation Center/Irwindale Aquatics Center
1. Top priority will go to a resident who stood in line the day of registration but the spots were already filled. During the registration period but after the first day of registration, residents are able to call in to place themselves and/or their household on the standby list. Those individuals calling in only apply to being placed on the standby list in the event that a field trip is full and must do so starting the day after registration up to the Friday before the event. Any spots that are still open for a field trip require the individual to come in person to sign up for the trip, fill out all necessary paperwork, and pay fees(if applicable).
01005.0006/999941.1
2. Next, residents placed on the standby list by a resident on the Attendee List.
3. Then, non-residents placed on the standby list by a resident on the Attendee List.
4. Finally, non-residents who stood in line to sign up for the trip or signed up after the field trip is full.
ii. Irwindale Senior Center Priority List
1. Top priority will go to a resident who stood in line the day of registration, but the spots were already filled. During the registration period and after the first day of registration, residents are able to call in to place themselves and/or their household on the standby list. Those individuals calling in only apply to being placed on the standby list in the event that a field trip is full and must do so starting the day after registration up to the Friday before the event. Any spots that are still open for a field trip require the individual to come in person to sign up for the trip, fill out all necessary paperwork, and pay fees (if applicable).
2. Then, non-residents placed on the standby list by a resident on the Attendee List.
3. Finally, non-residents who stood in line to sign up for the trip or signed up after the field trip is full.
E. Notifications of Cancellation Before the Deadline
Participants* must cancel their attendance on a field trip by 6:00pm on the Wednesday prior to the trip date. If this is completed, then no further action will be taken as the participant cancelled prior to the deadline. There are 3 ways to notify staff of cancellation:
1. Participant* calls, speaks with staff or leaves a message on the main department phone line hosting the event.
a. Aquatics Center (626) 430-2248
b. Dan Diaz Recreation Center (626) 430-2224
c. Irwindale Senior Center (626) 430-2283
2. Participant* emails the staff member listed as the contact on the flyer.
3. A written note signed and dated by Participant* is dropped off at the front desk of the department hosting the field trip.
*If participant is a minor, then only a parent or legal guardian may notify staff of a cancellation.
F. Failure to Cancel After the Deadline
01005.0006/999941.1
This section only applies to the Adult/Family Field Trips offered through the Dan Diaz Recreation Center and Irwindale Aquatics Center, and the field trips offered through the Senior Center.
i. First time cancelling after the deadline or no-show, the Participant will receive a warning.
ii. Second time cancelling after the deadline or no-show, the Participant will not be able to sign up for the next trip until the nonresident registration date for the Adult/Family trips offered through the Dan Diaz Recreation Center and Irwindale Aquatic Center and the standby registration date for the field trips offered through the Irwindale Senior Center. Typically, departments will provide one trip per month.
iii. Third time cancelling after the deadline or no-show, the Participant will not be able to sign up for the next trip.
iv. Should there be a fourth time cancelling after the deadline or noshow, the Participant will meet with the Department Manager/Supervisor and Public Services Director to determine why the participant continues to sign up for trips but does not attend the trip or cancel before the deadline. The Public Services Director shall meet with the City Manager to discuss the issue and provide a recommendation. The City Manager shall, in his or her discretion, determine the final consequence or action to be taken, if any. The City Manager’s determination shall be final.
v. The procedures listed under i. – iv. above will reset each fiscal year.
G. Appeals Process
If a participant has good reason for failing to cancel by the deadline, then they may write a formal appeal at the Administrative level to be excused.
Appeals must be submitted in writing prior to consideration by the Public Services Director. Forms may be submitted to [email protected] prior to the next field trip and are available at the Dan Diaz Recreation Center, Irwindale Aquatics Center, and Irwindale Senior Center. Good reasons for cancellation are emergency situations that were not planned for including but are not limited to medical emergencies, custodial issues, etc.
The Public Services Director shall, in his or her discretion, determine whether or not the failure to cancel before the deadline should be excused.
Determinations of the Public Services Director may be appealed to the City Manager, whose decision shall be final.
H. Field Trips That Require Assigned Seating
01005.0006/999941.1
When a trip requires assigned seating, department staff will make it a priority to purchase seats in the same section. In the event that staff is not able to purchase seats in the same section, then staff will make every effort to select seats in similar sections. The goal will be to keep attendees seated together.
Seating is assigned by the department staff hosting the field trip. The department will do its best to assign the seats based on the order of the attendee list and will take into consideration keeping families from other households together. At times, the number of individuals who signed up will dictate where individuals are seated.
For example, if there are seven (7) seats in a row, then staff will have to consider the following different assigned group seating based on the attendee list and families attending that specific field trip:
i. 2 attendees, 2 attendees, 3 attendees
ii. 3 attendees, 4 attendees
iii. 2 attendees, 5 attendees
Staff will review the attendee list to see if there are cluster groups that fit these different combinations and ensure that groups are not separated but seated together.
Participants who need or are requesting special accommodations, such as wheelchair accessible seating, must notify staff at the time of sign-up.
I. Filling Seats After A Field Trip is Full
In the event that a field trip is completely booked and a participant cancels, then the empty seats shall be filled in the following order and is based on the standby priority list:
Dan Diaz Recreation Center/Irwindale Aquatics Center Priority List
1. Those residents who physically stood in line the day of registration but did not receive a spot due to capacity limits will be contacted first in the order they signed up. Then residents who called in to be placed on the standby list during the registration period will be contacted in the order they signed up.
2. Next, residents placed on the standby list by a resident on the Attendee List will be contacted in the order they signed up.
3. Then, non-residents placed on the standby list by a resident on the Attendee List will be contacted in the order they signed up.
4. Finally, non-residents who stood in line to sign up for the trip or signed up after the trip was full will be contacted in the order they signed up.
In the event that all four (4) of the above steps are completed and there are still tickets or seats available for the field trip, the Recreation Manager, Recreation Supervisors and Senior Recreation Leaders have the authority to contact individuals who have gone on past trips but did not sign up for
01005.0006/999941.1
the specific trip where tickets/seats are available as long as the individuals are contacted and sign all waivers/forms the morning of the schedule trip.
Furthermore, if there are no shows and/or tickets/seats available the day of the field trip, then individual(s) may show up 30 minutes before the departure time to request a ticket/seat for the field trip. The individual(s) must inform the staff member assigned to the trip that they are present for this reason. The staff member will then create a list and write the names of individuals requesting a ticket/seat the day of as they check in. Once all attendees arrive and staff has verified their attendance, then staff will acknowledge, 5 minutes before the departure time, whether or a not a ticket/seat is available. The following procedure will be used to fill tickets/seats:
• Staff will first check the stand-by list to see if the individual(s) are on the list and follow the order outlined above in this section. • Next, residents not on the stand-by list. If more than one resident is present, then the order will be based on who checked in first with staff.
• Then, non-residents not on the stand-by list. If more than one nonresident, then the order will be based on who checked in first with staff.
All documents/waivers must be filled out and payments, if applicable, must be made at this time.
Staff will monitor this process to ensure that individuals are signing up for field trips. In the event that staff notices that an individual continuously shows up to fill a spot for the field trips but never signs up for these trips, then staff will reach out to that individual to understand why this is happening.
Irwindale Senior Center Priority List
1. Those residents who physically stood in line the day of registration but did not receive a spot due to capacity limits will be contacted in the order they signed up. Then residents who called in to be placed on the standby list during the registration period will be contacted in the order they signed up.
2. Next, non-residents placed on the standby list by a resident on the Attendee List will be contacted in the order they signed up.
3. Finally, non-residents who stood in line to sign up for the trip or signed up after the field trip was full will be contacted in the order they signed up.
In the event that all three (3) of the above steps are completed and there are still tickets/seats available for the field trip, the Senior Center Manager and full-time senior center staff have the authority to contact individuals who have gone on past trips but did not sign up for the specific trip where
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tickets/seats are still available as long as the individuals are contacted and sign all waivers/forms before the Senior Center closes at 2:30pm on the Friday before the trip.
Furthermore, if there are no shows and/or tickets/seats available the day of the field trip, then individual(s) may show up 30 minutes before the departure time to request a ticket/seat for the field trip. The individual(s) must inform the staff member assigned to the trip that they are present for this reason. The staff member will then create a list and write the names of individuals requesting a ticket/seat the day of as they check in. Once all attendees arrive and staff has verified their attendance, then staff will acknowledge, 5 minutes before the departure time, whether or a not a ticket/seat is available. The following procedure will be used to fill tickets/seats:
• Staff will first check the stand-by list to see if the individual(s) are on the list and follow the order outlined above in this section. • Next, residents not on the stand-by list. If more than one resident is present, then the order will be based on who checked in first with staff.
• Then, non-residents not on the stand-by list. If more than one nonresident, then the order will be based on who checked in first with staff.
All documents/waivers must be filled out and payments, if applicable, must be made at this time.
Staff will monitor this process to ensure that individuals are signing up for field trips. In the event that staff notices that an individual continuously shows up to fill a spot for the field trips but never signs up for these trips, then staff will reach out to that individual to understand why this is happening.
This policy will be reviewed one year after its approval to receive feedback from the public and staff on how this policy is impacting the community.
FIELD TRIP POLICY
FOR THE DAN DIAZ RECREATION CENTER, IRWINDALE AQUATICS
CENTER, AND IRWINDALE SENIOR CENTER.
BY: ELIZABETH RODRIGUEZ
JULY 24, 2024
That the City Council adopt Resolution No. 2024-
56-3533, entitled, “A Resolution of the City
Council of the City of Irwindale Adopting a
Field Trip Policy for the Dan Diaz Recreation
Center, Irwindale Aquatics Center, and the
Irwindale Senior Center.”
RECOMMENDATION:
BACKGROUND
➢ July 28, 2021: City Council Approved a Comprehensive
Schedule of Fees & Charges
➢ Free classes, programs, events, and field trips for residents. ➢ Attendance in all classes, programs, events, and field trips increased.
➢ January 23, 2023: Senior Citizen Commission requested accountability for those who sign up for trips but do not attend.
BACKGROUND
➢ February 27, 2023: Discussion by Senior Citizen Commission on a cancellation policy for field trips.
• Deadline to cancel attendance on a field trip is by 6:00pm on the Wednesday before the field trip.
If attendee cancels by this date, then no further action is required. • Any participant who cancels after the deadline will be subject to the following:
o First time cancelling after the deadline, the participant will not be able to sign up for the next trip until the standby registration date.
o Second time cancelling after the deadline, the participant will not be able to sign up for the next trip
➢ In March 2023, administration approved an increase in tickets/spots for field trips from 23 to 30 for Irwindale Recreation.
➢ May 3, 2023: Discussion by Parks & Recreation Commission ● Continue to educate the community and attendees on the importance of cancelling by the deadline.
● Against penalizing anyone for not canceling prior to the deadline/no show.
BACKGROUND
Staff considered the following:
➢ Limited number of spots available
➢ High number of individuals placed on a standby list
➢ Questions on process and standby list
➢ Questions at City Council Meetings
Staff decided to start working a written policy to be implemented and for participants to be held accountable for not cancelling their attendance on a field trip by the deadline or not showing up the day of the field trip. This policy would also provide procedures for waiting in line, the standby list, seating arrangements, and filling seats when a participant cancels their attendance.
BACKGROUND
➢ February 26, 2024: 1st draft of the Field Trip Policy presented to the Senior Citizen Commission. Commission had no requested changes.
➢ March 6, 2024: 1st draft of the Field Trip Policy presented to the Parks & Recreation Commission. Commission had various requested changes.
➢ March 25, 2024: Senior Citizen Commission accepted Parks & Recreation’s changes; New questions on whether individuals could show up the day of trip for a spot. ➢ April 3, 2024: 2nd draft presented to the Parks & Recreation Commission – Same question ➢ June 5, 2024: 3rd draft of the Field Trip Policy presented to the Parks & Recreation Commission – Approved with Recommendation to City Council. ➢ June 24, 2024: 3rd draft presented to the Senior Citizen Commission – Approved with Recommendation to City Council.
SENIOR CENTER
FIELD TRIPS
CALENDAR YEAR
2022
SENIOR CENTER FIELD TRIPS
DATE OF
TRIP TRIP NAME
TOTAL
TICKETS
/SPOTS
# OF
SIGNUPS
# OF
ATTENDEES
# OF NO
SHOWS
1/29/2022 Huntington Library 22 21 18 3
2/19/2022 Pechanga Resort
Casino
22 21 20 1
3/20/2022 Hornblower Brunch
Cruise
22 21 20 1
4/2/2022 Frida/Olvera Street 22 22 18 4
5/21/2022 Pirates Dinner & Show 22 22 21 1
6/11/2022 Agua Caliente Casino 22 21 14 7
7/16/2022 Beach BBQ 22 22 18 4
8/20/2022 Aquarium of the Pacific 22 22 19 3
9/17/2022 Harrah’s Casino 22 21 18 3
10/15/2022 Hollywood Tour 22 20 17 3
11/5/2022 Natural History
Museum
22 22 13 10
12/17/2022 123 Farms 22 19 15 4
SENIOR CENTER
FIELD TRIP
CALENDAR YEAR
2023
SENIOR CENTER FIELD TRIPS
DATE OF
TRIP TRIP NAME
TOTAL
TICKETS
/SPOTS
# OF
SIGNUPS
# OF
ATTENDEES
# OF NO
SHOWS
1/28/2023 Grease the
Musical/Dinner
22 22 19 3
2/11/2023 Casino Morongo 22 22 22 0
3/11/2023 Santa Anita Park 22 22 22 0
4/22/2023 San Antonio Winery 22 22 20 2
5/13/2023 L.A. County Fair 22 21 16 5
6/10/2023 Agua Caliente Casino 22 18 15 3
7/15/2023 Beach BBQ 22 22 20 2
8/5/2023 Santa Monica Pier 22 21 15 6
9/16/2023 Catalina Island 22 22 21 1
10/14/2023 Yaamava Casino 22 19 19 0
11/18/2023 Mamma Mia 22 22 20 2
12/2/2023 Merry-Achi Christmas 22 22 22 0
FAMILY/ADULT
TRIPS
CALENDAR YEAR
2022 & 2023
FAMILY/ADULT TRIPS
DATE OF TRIP TRIP NAME TOTAL # OF
TICKETS/ SPOTS
# OF
SIGN-UPS
# OF
ATTENDEES
# OF NO
SHOWS
PRICE PER
TICKET
TOTAL
PURCHASE
PRICE
AMOUNT
LOST
2/26/2022 The Hollywood Museum 23 23 20 3
$ 12.00 $ 276.00 $ 36.00
3/26/2022 Farmer’s Market/The Grove 23 19 19 0
$ - $ - $ -
4/23/2022 Old Town San Diego 23 21 16 5
$ - $ - $ -
5/14/2022 Dodgers vs. Phillies 23 23 23 0
$ 44.00 $ 1,012.00 $ -
6/25/2022 Catalina Island 23 23 23 0
$ 69.50 $ 1,598.50 $ -
9/24/2022 Dodgers vs. Cardinals 23 23 22 1
$ 51.00 $ 1,173.00 $ 51.00
10/14/2022 Carved @ Descanso Gardens 23 23 23 0
$ 38.00 $ 874.00 $ -
11/19/2022 San Clemente Outlets 23 14 12 2
$ - $ - $ -
12/17/2022 Disney on Ice 23 23 23 0
$ 39.25 $ 902.75 $ -
2/18/2023 Tom’s Farm 23 8 3 5
$ - $ - $ -
3/18/2023 Santa Barbara 30 30 28 2
$ - $ - $ -
4/22/2023 Palm Springs Aerial Tram 30 30 25 5
$ 32.00 $ 960.00 $ 160.00
5/13/2023 Dodgers vs. Padres 30 30 30 0
$ 88.00 $ 2,640.00 $ -
6/25/2023 Tina Turner 30 30 30 0
$ 64.50 $ 1,935.00 $ -
9/23/2023 Dodgers vs. Giants 30 30 30 0
$ 79.00 $ 2,370.00 $ -
10/21/2023 San Diego Safari Park 30 30 30 0
$ 62.10 $ 1,863.00 $ -
11/18/2023 Oak Tree Mountain 30 Canceled 0 0
$ - $ - $ -
12/9/2023 Harbor Cruise 30 30 30 0
$ 56.00 $ 1,680.00 $ -
23 $ 17,284.25 $ 247.00
IRWINDALE
RECREATION
DAY CAMP TRIPS
CALENDAR YEAR
2022 & 2023
DAY CAMP
DATE OF
TRIP TRIP NAME TOTAL # OF TICKETS/SPOTS
# OF SIGNUPS# OF
ATTENDEES
# OF NO
SHOWS
PRICE PER
TICKET
TOTAL PURCHASE
PRICE AMOUNT LOST
4/5/2022 Spring DC –Movie 43 31 21 10 $ 7.99 $ 247.69 $ 79.90 4/7/2022 Spring DC –Knott’s 43 31 25 6 $ 37.00 $ 1,147.00 $ 222.00 6/28/2022 Summer DC -Movies 43 43 33 10 $ 7.99 $ 343.57 $ 79.90 7/12/2022 Summer DC - Pacific Park 43 43 32 11
$ 32.00 $ 1,376.00 $ 352.00
7/19/2022 Summer DC - Pirates
Dinner 43 43 35 8
$ 22.61 $ 972.23 $ 180.88
7/26/2022 Summer DC - Soak City 43 43 28 15 $ 30.00 $ 1,290.00 $ 450.00 8/2/2022Summer DC - John's Incred. 43 43 33 10
$ 26.99 $ 1,160.57 $ 269.90
8/9/2022 Summer DC - Raging
Waters 43 43 34 9
$ 37.99 $ 1,633.57 $ 341.91
11/22/2022 Fall DC – Universal Studios 43 26 21 5
$ 109.00 $ 2,834.00 $ 545.00
12/27/2022 Winter DC – Movies 43 30 22 8 $ 7.99 $ 239.70 $ 63.92 1/3/2023 Winter DC – Knott’s 43 31 22 9 $ 37.00 $ 1,147.00 $ 333.00 4/5/2023 Spring DC - Movie 43 28 24 4 $ 7.99 $ 223.72 $ 31.96 4/6/2023 Spring DC – LA Zoo 43 24 21 3 $ 16.00 $ 384.00 $ 48.00 6/27/2023 Summer DC – Movie 43 39 25 16 $ 7.99 $ 311.61 $ 127.84 7/11/2023 Summer DC - Skate
Express 43 41 28 13
$ 699.00 $ -
7/18/2023 Summer DC - Soak City 43 41 23 18 $ 30.00 $ 1,230.00 $ 540.00 7/25/2023 Summer DC - Round 1 43 41 28 13 $ 27.99 $ 1,147.59 $ 363.87 8/1/2023Summer DC - John's Incred. 43 41 26 15
$ 27.99 $ 1,147.59 $ 419.85
8/8/2023 Summer DC - Raging
Waters 43 41 26 15
$ 37.99 $ 1,557.59 $ 569.85
11/24/2024 Disneyland 40 38 37 1 $ 140.00 $ 5,320.00 $ 140.00 12/27/2023 Winter DC - Movie 40 34 24 10 $ 8.00 $ 272.00 $ 80.00 1/3/2024 Winter DC - Knott's 40 29 18 11 $ 37.00 $ 1,073.00 $ 407.00 220 $ 25,757.43 $ 5,646.78
IRWINDALE
RECREATION
TEEN TRIPS
CALENDAR YEAR
2022 & 2023
TEEN TRIPS
DATE OF TRIP TRIP NAME TOTAL # OF
TICKETS/ SPOTS
# OF
SIGN-UPS
# OF
ATTENDEES
# OF NO
SHOWS
PRICE PER
TICKET
TOTAL
PURCHASE
PRICE
AMOUNT
LOST
4/8/2022 Knott’s Berry Farm 15 9 7 2
$ 37.00 $ 333.00 $ 74.00
7/29/2022 Magic Mountain 15 15 15 0
$ 45.00 $ 675.00 $ -
9/10/2022 Mall Day - Cancelled 15 2 0 0
$ - $ - $ -
10/15/2022 Halloween Horror Nights 15 12 12 0
$ 79.00 $ 948.00 $ -
1/6/2023 Knott’s Berry Farm 20 20 20 0
$ 37.00 $ 740.00 $ -
6/30/2023 Universal Studios 22 21 21 0
$ 109.00 $ 2,398.00 $ -
4/1/2023 Big Air Trampoline Park 22 8 7 1
$ 30.00 $ 240.00 $ 30.00
7/31/2023 Eaton Canyon Hiking (TC) 20 6 5 1
$ - $ - $ -
8/4/2023 Neon Arcade & Dinner (TC) 20 13 13 0
$ - $ - $ -
8/11/2023 Teen Beach Trip (TC) 20 12 12 0
$ - $ - $ -
10/7/2023 Knott’s Halloween Haunt 22 22 21 1
$ 73.49 $ 1,616.78 $ 73.49
11/24/2023 Disneyland 22 24 23 1
$ 140.00 $ 3,360.00 $ 140.00
1/5/2024 Magic Mountain 22 16 16 0
$ 73.00 $ 1,168.00 $ -
6 $ 11,478.78 $ 317.49
IRWINDALE
RECREATION
FIELD TRIP POLICY
➢ SCOPE
➢ PURPOSE
➢ DEFINITIONS
➢ PROCEDURES
A. Overview
B. Education & Outreach
C. Lining Up for Field Trip Registration
D. Standby List
E. Notifications of Cancellation Before Deadline
F. Failure to Cancel After the Deadline
G. Appeals Process
H. Field Trips That Require Assigned Seating
I. Filling Seats After a Field Trip is Full
FIELD TRIP POLICY - OVERVIEW
In an effort to allow all those who would like to participate in City run field trips, a field trip policy will be implemented. The field trip policy will provide guidelines for all City run field trips. From cancellations before and after the deadline, clearly outlining how seating for trips is chosen, and defining the order in which participants are chosen in the event a sold-out trip has cancellations.
FIELD TRIP POLICY –
EDUCATION & OUTREACH
➢ The following information will be placed on all flyers, at designated facilities, and on registration paperwork:
▪ Deadline Information
▪ Must be present 15 minutes before departure time.
▪ 5 Minutes before departure ticket/spot may be given away to someone waiting for a ticket/spot. ➢ During registration, staff will make an announcement reminding participants to notify staff of their cancellation by the deadline. ➢ Staff will contact the attendees the Monday before the trip to confirm attendance.
➢ Deadline to cancel without any repercussions is by 6pm on Wednesday before the field trip date.
FIELD TRIP POLICY
LINING UP FOR A FIELD TRIP REGISTRATION
DIVISION REGISTRATION
TIME
LINING UP T
IME
STANDING IN LINE SIGN UPS
AQUATICS 5:00PM
DATE SPECIFIED
ANYTIME
BEFORE 5:00PM
ANYONE SAME HOUSEHOLD –
MUST BE PRESENT AT 5PM
RECREATION 6:00PM
DATE SPECIFIED
ANYTIME
BEFORE 6:00PM
ANYONE SAME HOUSEHOLD –
MUST BE PRESENT AT 6PM
SENIOR CENTER 8:30AM
DATE SPECIFIED
ANYTIME
BEFORE 8:30AM
ONLY THOSE IN
SAME HOUSEHOLD
SAME HOUSEHOLD
A Resident ID or City Employee Card is required if the attendee is registering as a Resident or placed on the Standby List as a Resident.
FIELD TRIP POLICY – STANDBY LIST
A standby list will be generated in the event that a participant(s) who wanted to sign up for the field trip but was unable to secure a spot or a resident attendee places an individual(s) on the standby list. The order will be as follows and all participants will be signed up in the order they were received per grouping:
1.Residents who stood in line day of registration but no spots left.
2.Residents placed on the standby list by a resident on the Attendee List. (Recreation/Aquatics only)
3.Non-residents placed on the standby list by a resident on the Attendee List.
4.Non-residents who signed up after the field trip is full.
FIELD TRIP POLICY – NOTIFICATIONS OF
CANCELLATION BEFORE THE DEADLINE
Participants* must cancel their attendance on a field trip by 6:00pm on the Wednesday prior to the trip date. If this is completed, then no further action will be taken as the participant cancelled prior to the deadline. There are 3 ways to notify staff of cancellation:
1. Participant* calls, speaks with staff or leaves a message on the main department phone line hosting the event.
Aquatics Center (626) 430-2248
Dan Diaz Recreation Center (626) 430-2224
Senior Center (626) 430-2283
2. Participant* emails the staff member listed as the contact on the flyer.
3. A written note signed and dated by Participant* is dropped off at the front desk of the department hosting the field trip.
*If participant is a minor, then only a parent or legal guardian may notify staff of a cancellation.
FIELD TRIP POLICY –
FAILURE TO CANCEL AFTER THE DEADLINE
i. First time cancelling after the deadline, the participant will receive a warning. ii. Second time cancelling after the deadline, the participant will not be able to sign up for the next trip until the non-resident registration date for the Dan Diaz Recreation Center’s and Irwindale Aquatic Center’s field trips and the standby registration date for the Irwindale Senior Center’s field trips.
Typically, departments will provide one trip per month. iii. Third time cancelling after the deadline, the participant will not be able to sign up for the next trip. iv. Should there be a fourth time cancelling after the deadline, the participant will meet with the Department Manager/Supervisor and Public Services Director to determine why the participant continues to sign up for trips but does not attend the trip or cancel before the deadline. The Public Services Director shall meet with the City Manager to discuss the issue and provide a recommendation. The City Manager shall, in his or her discretion, determine the final consequence or action to be taken, if any. The City Manager’s determination shall be final. v. The procedures listed under i. – iv. above will reset each fiscal year.
FIELD TRIP POLICY – APPEALS PROCESS
➢ Good Reason for Cancellation after deadline, formal appeals process at the Administrative level.
▪ Good reasons include emergency situations such as medical emergencies, custodial issues, etc. ➢ Appeals must be submitted in writing prior to consideration by the Public Services Director.
➢ Forms may be submitted to [email protected] prior to the next trip and are available at the Dan Diaz Recreation Center, Irwindale Aquatics Center and Irwindale Senior Center.
➢ Determinations of the Public Services Director may be appealed to the City Manager, whose decision shall be final.
FIELD TRIP POLICY –
FIELD TRIPS THAT REQUIRE ASSIGNED SEATING
➢ Priority to purchase seats in the same section.
▪ If unable to do so, purchase seats in similar sections. ▪ Goal is to keep attendees seated together.
➢ Seating assigned by Staff.
➢ Seating is based on the order of the attendee list; however, at times it may be based on ticket assignment by the venue:
▪ For example, if there are seven (7) seats in a row, then staff will have to consider the following different assigned group seating based on the attendee list and families attending that specific field trip:
i. 2 attendees, 2 attendees, 3 attendees
ii. 3 attendees, 4 attendees
iii. 2 attendees, 5 attendees
Staff will review the attendee list to see if there are cluster groups that fit these different combinations and ensure that groups are not separated but seated together.
FIELD TRIP POLICY –
FILLING SEATS AFTER A FIELD TRIP IS FULL
➢ A participant on the attendee list cancels, then seats will be filled as follows:
1. Residents who physically stood in line the day of registration but did not receive a spot due to capacity limits will be contacted in the order they signed up. Then residents who called in to be placed on the standby list during the registration period will be contacted in the order they signed up.
2. Residents placed on the standby list by a resident on the Attendee List will be contacted in the order they signed up.
3. Non-residents placed on the standby list by a resident on the Attendee List will be contacted in the order they signed up. (only for Recreation/Aquatics)
4. Finally, non-residents who signed up after the field trip was full will be contacted in the order they signed up.
➢ All four (4) of the above steps are completed & tickets/seats still available, staff have the authority to contact individuals who have gone on past trips but did not sign up for this specific trip as long as the individuals are contacted and sign all waivers/forms the morning of the scheduled trip.
FIELD TRIP POLICY –
FILLING SEATS AFTER A FIELD TRIP IS FULL
Furthermore, if there are no shows and/or tickets/seats available the day of the field trip, then individual(s) may show up 30 minutes before the departure time to request a ticket/seat for the field trip. The individual(s) must inform the staff member assigned to the trip that they are present for this reason. The staff member will then create a list and write the names of individuals requesting a ticket/seat the day of as they check in. Once all attendees arrive and staff has verified their attendance, then staff will acknowledge, 5 minutes before the departure time, whether or a not a ticket/seat is available. The following procedure will be used to fill tickets/seats:
FIELD TRIP POLICY
FILLING SEATS AFTER A FIELD TRIP IS FULL
• Staff will first check the stand-by list to see if the individual(s) are on the list and follow the order outlined above in this section.
• Next, residents not on the stand-by list. If more than one resident is present, then the order will be based on who checked in first with staff. • Then, non-residents not on the stand-by list. If more than one non-resident, then the order will be based on who checked in first with staff.
All documents/waivers must be filled out and payments, if applicable, must be made at this time. Staff will monitor this process to ensure that individuals are signing up for field trips. In the event that staff notices that an individual continuously shows up to fill a spot for the field trips but never signs up for these trips, then staff will reach out to that individual to understand why this is happening.
QUESTIONS
Item #22.F.
Date: July 24, 2024
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Proposed Safety and Environmental Justice Programs for the Housing & General Plan Update
City Manager's Recommendation:
Discuss potential programs for the Safety Element and Environmental Justice Elements and provide direction to staff and consultant on the proposed programs.
Administrative Action:
Submitted / Prepared by:
Marilyn Simpson, Community Development Director
Reviewed by:
Adrian R. Guerra, City Attorney
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
In conjunction with preparing the City’s Housing Element (HE), the General Plan Safety Element and new Environmental Justice Element are needed as part of the update to comply with State Housing Element Law. When the HE is updated, the Safety Element must be updated as well. The Environmental Justice Element is a new General Plan element that is now required by State Law.
The Safety Element addresses potential risks to life and property resulting from naturally occurring
hazards, such as earthquakes and floods, and man-made hazards, such as air pollution and contamination of water quality. The Safety Element also identifies public safety providers such as law enforcement and emergency preparedness and response teams. It also identifies locations in Irwindale where certain land uses may be inappropriate due to potential risks and hazards. The proposed Safety Element programs are included as Attachment A.
The Environmental Justice Element identifies locations in Irwindale that are disproportionately burdened by environmental hazards, pollution, and health risks. This Element also examines and evaluates the specific environmental, social, and health challenges faced by these areas, highlighting the disparities and inequities present. The Environmental Justice Element programs are included as Attachment B.
The proposed programs are intended to provide solutions and remedies to help mitigate matters that affect the safety, equality, and fairness of the Irwindale community.
Public Review:
Environmental Science Associates (ESA) has prepared the draft Safety and Environmental Justice Elements. The 30-day public review and comment period for the two Elements began on May 16, 2024 and ended on June 17, 2024. Staff did not receive any comments. In June, ESA attended a meeting with the Board of Forestry (BOF), one of the reviewing agencies. The BOF gave positive feedback on the proposed Safety Element programs.
Request:
Tonight, Staff is seeking direction from the Council regarding the proposed programs for the Safety Element and the new Environmental Justice Element. This information is necessary to complete the draft General Plan update. The proposed programs include both recommended and required programs. A PowerPoint presentation will be provided to list each of the programs for discussion.
Fiscal Impact:
The City’s adoption of the updated Safety and Environmental Justice Elements will ensure compliance with State Law requirements. Adoption of the Planning Code and Zoning Map amendments will implement several actions in the 2023-2031 Housing Element, remove constraints on housing development and incentivize affordable housing. Additionally, it is instrumental in maintaining the City’s Housing Element compliance and Prohousing Designation. A compliant Housing Element along with the Prohousing Designation ensures that the City remains competitive for state affordable housing grants and continues to maintain local land use control.
Attachments:
1. Attachment A Safety programs
2. Attachment B EJ programs
3. Irwindale _EJ&SE_Cheat_Sheet
4. Irwindale CC PP