BACKGROUND:
The City Council established the 3rd Saturday of September every year as Heritage Day in the City of Laguna Hills. Heritage Day is intended to be a celebration event of the City’s heritage and the third addition to the City’s annual large signature event series such as the Memorial Day Race and the 4th of July event. This year, due to City facilities already being reserved on September 17, 2022, the City hosted its first annual Heritage Day event on October 2, 2022, at the Community Center and Sports Complex. It is estimated that approximately 2,500 people attended the event during the event hours of 12:00 p.m. – 6:00 p.m. In 2023, the City’s annual Heritage Day event will be held on September 16, 2023.
The City contracted with the Lukes Network to provide event management services for this year’s Heritage Day event. Working with the Heritage Day Ad-Hoc Committee, City staff, and community partners such as the Laguna Hills Chamber of Commerce and the Moulton Museum, the Lukes Network was successful in producing a great event within a short lead time before the event date. An event flyer is attached to this staff report for reference and the event’s activities are summarized below. • Local History Presentation by Moulton Museum • Face Painting • Ballet Folklorico Dance Performance • Beer & Wine Garden • Time Capsule Burial • Arts & Crafts Fest
• Chili Cook-off • Vendor Booth Expo
• Pie Eating Contest with Polly’s Pies • Prizes and Awards • Live Performance & Western Reenactors • SWAG Bag to 1st 250 Attendees • Blacksmith Demonstrations • Boots on the Park Line Dancing • Petty Zoo and Pony Rides • Live Music: The James Kelly Band • Carnival Rides & Games • Live Music: Family Style Band Outreach efforts to secure sponsorships and participation with the vendor booth expo was facilitated by the Lukes Network and was a huge assistance to the City. The sponsors for this year’s event are noted below and planning efforts for next year’s event should begin soon to ensure that more sponsors can be secured.
Table 1. 2022 Heritage Day Sponsors
Sponsorship Level Sponsors
Legacy Moulton Niguel Water District, Orange County
Supervisor Lisa Bartlett
Foundation Chase
Destiny The Toll Roads of Orange County, CR&R, UCI Health Gabrielino Fort Fitness, Memorial Care Saddleback Medical Center, The Village at Laguna Hills
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Community Partners Laguna Hills Chamber of Commerce, Moulton Museum Ranchero Alpha Omega Constructors Inc., Khan Varnishung, Compass Real Estate, Nellie Gail Ranch Owners
Association, OC Local
The City Council established a budget of $60,000 for the event and an account of the revenue and expenses for this year’s event is provided in the table below. Please note that staff only included revenue and expenses that have posted to the City’s financial system as of November 10, 2022. Also, personnel costs and OC Sheriff support during the event are not included in the event’s expenses below.
A) Event Revenue $ Amount
Sponsors 17,200
Booth Rentals 5,200
Ticket Sales 3,002
Total Revenue 25,402
B) Event Expenses $ Amount
Advertising (Signs/banners/flyers) 2,433
Carnival Rides and Inflatables 8,797
Entertainment 5,302
Event Management Services 13,500
Misc. (electrical support/donation) 2,517
Photography services 900
Private Security 900
Rentals 5,056
Supplies (Beverages/food/decorations) 5,112
Total Expenses 44,517
C) Net Event Expenses 19,115
Table 2. 2022 Heritage Day event Revenue and Expenses Summary (as of November 10, 2022)
FISCAL IMPACT:
The City Council established a budget of $60,000 for 2022 Heritage Day event. Table 2 above provides an account of the revenue and expenses that have posted to the City’s financial system. The overall expenses to not include personnel costs and costs for OC Sheriff support during the event.
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There are some anticipated outstanding items that need to be added to the event’s accounting. These items have not been posted to the City’s financial system and are noted below in Table 3 with adjustments to the overall revenue and expenses for this event.
A) Event Revenue
Revenue (posted as of 11/10/2022) 25,402
Estimated additional sponsorship/booth rentals 2,500
Total Revenue 27,902
B) Event Expenses
Expenses (posted as of 11/10/2022) 44,517
Estimated additional expenses 1,200
Total Expenses 45,717
C) Net Event Expenses 17,815
Table 3. 2022 Heritage Day event Adjusted Revenue and Expenses ATTACHMENTS:
• Attachment 1 - Heritage Day 'Round Up' Flyer
• Attachment 2 - Vendors, Exhibitors, Sponsors, and Event Feedback
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Packet Pg. 455 Attachment: Attachment 1 - Heritage Day 'Round Up' Flyer (3011 : Heritage Day Post-Event Report) WWW.LAGUNAHILLSHERITAGEDAY.COM
Happy 30th Anniversary Laguna Hills!
THANK YOU TO OUR
LAGUNA HILLS HERITAGE DAY
SPONSORS, EXPO VENDORS &
EXHIBITORS!
AAA Southern California
Alpha Omega Constructors
Alzheimer's Orange County
Bounce Houses
Butter Crumbs Bake Shop
Chase
City of Laguna Hills
Code of the West Reenactors
CR&R Environmental Services
Cruise Planners
Dance Floor for Line Dancing & Ballet
Foklorico
Dr. Ishani Dhillon Shah, DDS
Fort Fitness
Fred Astaire Dance Studio Laguna Hills
Golden 1 Credit Union
Grand Canyon University
Heritage Saloon Beer & Wine
imx Pilates
Jason Hanck Art
John Eagle Painting
Khan Varnishung, Compass Real Estate
Laguna Hills Chamber of Commerce
Laguna Hills Little League
Mary Pruitt Insurance
Memorial Care Saddleback Medical Center
Moulton Museum
Moulton Niguel Water District
North Hollywood Candle Company
Office of Orange County Supervisor
Lisa Bartlett, 5th District
Orange County Blacksmith Guild
Orange County Fire Authority
Orange County SHeriff's Department
Pacific Coast Wealth Management
Petting Zoo
Pony Rides
Renewal by Anderson Windows
Rotary Club, District 5320
Russ Miura's Jiu Jitsu
Senator Pat Bates, 36th Senate District
of California
SWAY Ballroom Dance
Tacos4Troops/Feeding Freedom Foundation
TCT Health Foundation
Technocon
The Toll Roads
The Village at Laguna Hills
Townli
Tracy Hartman Ceramics
UCI Health
You Had Me at Cool
Contact:
Jay Lukes
outreach & sponsorship
manager,
the lUkes network, LLC
[email protected]
949-678-9399
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Packet Pg. 456 Attachment: Attachment 2 - Vendors, Exhibitors, Sponsors, and Event Feedback (3011 : Heritage Day Post-Event Report) WWW.LAGUNAHILLSHERITAGEDAY.COM
Happy 30th Anniversary Laguna Hills!
SPONSORS, EXPO VENDORS,
EXHIBITORS & RESIDENT FEEDBACK
Jay and Anna Lisa, Heritage Day was a great success; I quite enjoyed it. We counted over 500 visitors to our booth. You did a great job on organizing things. Congratulations and thanks for including us. -Scott Barnes, CFO, The Moulton Company
Jay, Thank you for including us and allowing us to participate. Please keep me in mind for future vendor/sponsor opportunities. I will do my best to get approval and allocation of funds. - JP Morgan Chase
Jay, The First Annual Laguna Hills Heritage Day was an enjoyable event. Great time with many businesses in the community, nice local turnout and fun entertainment. Fort Fitness participated as a sponsor and were very happy with the community we were able to reach as well as the overall experience of the event. It was great to touch base in person with so many Laguna Hills and surrounding area residents. It was an opportunity for Fort to get the word out on what kind of business we are and where we are located. We had a good traffic flow at our booth and found the outreach valuable. We look forward to the Second Annual Laguna Hills Heritage Day event.
We would also be interested in participating in the Laguna Hills 5k and 4th of July event. -Fort Fitness
The James Kelly Band was honored to play for y’all! Would love to be a part of this again!! Anna Lisa, thank you so much for mentioning Heritage Day to me as well as the opportunity to volunteer. It seems to me that it was a special and memorable day for all ages! - Paula C., Laguna Hills Resident. I thoroughly enjoyed working the chili cook-off table. Everyone I came in contact with was a pleasure to talk with. In addition, the spirit of community and fun in a safe environment could be witnessed on every smiling face. Having the OC Sheriff‘s presence on horseback helped to build respect and trust with the children of all ages - something that I believe is desperately needed. I also never heard or saw any disparaging word, comment or action amongst the 1,000s of people that were in attendance. Congratulations to you and Jay on having the foresight to see what was needed and could be, the willingness to develop and produce such an event and seeing it through to fruition. - Sincerely, Paula C., Laguna Hills Resident
It was such a great event - very well organized. We talked to so many people. Hope we can participate again next year! - Jeff Bott, The Toll Roads of Orange County -The James Kelly Band
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Packet Pg. 457 Attachment: Attachment 2 - Vendors, Exhibitors, Sponsors, and Event Feedback (3011 : Heritage Day Post-Event Report) Laguna Hills! The First Annual Heritage Fest was such a success! The bands, food trucks, vendors, rides and games for the kids and chili cook off made for a perfect SundayFest and I can’t wait for next years date to come out. Special shout out to http://www.thelukesnetwork.com/ for their precision on making this event smooth and successful. You can follow them @ The Lukes Network. I saw many old friends and met new! I’ll be signing them up for Medicare AEP! P.S. We also hope you saw the OC Register's photos and coverage of Heritage Day on print and online in today's issue. https://www.ocregister.com/.../laguna-hills-celebrates.../ - Medicare Concierge / Mary Pruitt Insurance
Great event and thank you for allowing us to participate. - Renewal by Andersen Windows of Orange County
WWW.LAGUNAHILLSHERITAGEDAY.COM
Happy 30th Anniversary Laguna Hills!
SPONSORS, EXPO VENDORS,
EXHIBITORS & RESIDENT FEEDBACK
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Packet Pg. 458 Attachment: Attachment 2 - Vendors, Exhibitors, Sponsors, and Event Feedback (3011 : Heritage Day Post-Event Report) WWW.LAGUNAHILLSHERITAGEDAY.COM
Happy 30th Anniversary Laguna Hills!
SPONSORS, EXPO VENDORS,
EXHIBITORS & RESIDENT FEEDBACK
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Packet Pg. 459 Attachment: Attachment 2 - Vendors, Exhibitors, Sponsors, and Event Feedback (3011 : Heritage Day Post-Event Report) WWW.LAGUNAHILLSHERITAGEDAY.COM
Happy 30th Anniversary Laguna Hills!
RANCHERO
Alpha Omega Constructors, Inc.
Khan Varnishung, Compass Real Estate
Nellie Gail Ranch Owners Association
OC Local
COMMUNITY PARTNERS
LEGACY
GABRIELINO
DESTINY
THANK YOU
TO OUR SPONSORS!
FOUNDATION
Contact:
Jay Lukes
outreach & sponsorship manager,
the lUkes network, LLC
[email protected]
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Packet Pg. 460 Attachment: Attachment 2 - Vendors, Exhibitors, Sponsors, and Event Feedback (3011 : Heritage Day Post-Event Report) City of Laguna Hills
City Council/Planning Agency
Staff Report
DATE: November 15, 2022
TO: Mayor and Council Members
FROM: David Reynolds
Deputy City Manager/Community Services Director
ISSUE: Update on the Solid Waste and Recycling Franchise Procurement Ad-Hoc Committee Work Efforts.
RECOMMENDATION: That the City Council receive an update on the Solid Waste and Recycling Franchise Procurement Ad-Hoc Committee work efforts; and direct staff to proceed forward with Procurement phase of the Memorandum of Understanding Regarding Solid Waste Procurement Services by and between the City of Laguna Hills and the City of Lake Forest (“MOU”) as described in this staff report.
SUMMARY:
On September 28, 2021, the City Council approved the Memorandum of Understanding Regarding Solid Waste Procurement Services by and between the City of Laguna Hills and the City of Lake Forest (“MOU”). The MOU is comprised of two work effort phases.
The first phase is the “Procurement Documents” phase and requires the cities of Laguna Hills and Lake Forest to jointly work together to develop documents for the next 10-year franchise agreement procurement. To assist with these work efforts a Solid Waste and Recycling Franchise Procurement Ad-Hoc Committee (“Committee”) was formed and includes two appointed Council Members from each city. The City Council of Laguna Hills appointed Council Member Caskey and Council Member Pezold to serve on this Committee. An update on the work efforts under this first phase of the MOU will be provided to the City Council on November 15, 2022, and are also summarized in this staff report. The MOU will terminate upon completion of the Procurement Documents phase unless it is extended as described below.
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The second phase of the MOU is referenced as the “Procurement” phase and entails a joint work effort to conduct the procurement for a hauler such as the issuance of RFP and sample agreement documents, proposal evaluations and the final selection and negotiations with a hauler for the next 10-year franchise agreement. To move into this phase of the MOU, both parties would require mutual written notice of intent to continue into this phase of work. Because of the successful collaboration between the City of Laguna Hills and the City of Lake Forest in work efforts under the Procurement Documents phase (“Phase 1”) of the MOU, the Committee recommends the continuation of the MOU into the Procurement phase (“Phase 2”) of the MOU as described below under the “Ad-Hoc Committee Work Effort Update and Recommendation” section of this staff.
BACKGROUND:
The City of Laguna Hills’ current solid waste and recycling franchise agreement (“Agreement”) was awarded to CR&R on September 27, 2005, with collection services commencing on June 1, 2006. Amendment No. 1 to the Agreement was approved and executed by the City Council on August 26, 2014, which extended the Agreement for an additional eight years, revising the expiration date from June 30, 2016, to June 30, 2024.
Amendment No. 2 to the Agreement was approved and executed by the City Council on June 1, 2022, which incorporated SB 1383 requirements of implementing organic waste recycling programs into the current Agreement. The Agreement is set to expire on June 30, 2024.
On September 28, 2021, the City Council approved the MOU with the City of Lake Forest as an opportunity to work together, considering the facts that both jurisdictions’ current franchise agreements expire on June 30, 2024, and both cities need to begin the procurement process to establish new ten-year franchise agreement terms commencing on July 1, 2024. The cities of Lake Forest and Laguna Hills each independently arrange for solid waste and recycling collection, processing, and disposal services through separate franchise agreements granted to CR&R.
The process to procure a new solid waste and recycling hauler under a new 10-year franchise agreement term requires an extraordinary amount of effort, which includes hiring a specialized solid waste and recycling consultant, preparing procurement documents for new services, preparing the franchise agreement, conducting contract negotiations, and administering an orderly transition process—especially if a new solid waste hauler is selected. Typically, the entire process takes more than two years to
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complete. Given the geographic proximity and similar nature of the solid waste and recycling services needed for both Lake Forest and Laguna Hills, and the fact that both jurisdictions need to produce bid documents and draft franchise agreement templates (“RFP Documents”) for their respective procurements, both jurisdictions can reduce expenses by sharing costs for a third-party recycling consultant to assist in the production of the RFP Documents. Both parties participated in the selection of a solid waste and recycling consultant to serve as the consulting firm for this project, and on February 1, 2022, the City of Lake Forest, acting as the lead agency under the MOU, awarded a consulting services agreement to EcoNomics. Currently, both cities are working in the “Procurement Documents” phase of the MOU for the production of the RFP Documents.
As stated above, there also exists the potential to reduce costs and resources through the pursuit of a joint procurement process for the selection of a hauler for the next franchise term which is referred to as the “Procurement” in the MOU. The Procurement would also be a collaborative work effort, with consultant cost sharing, to facilitate the procurement and contract negotiation with a hauler(s). Under the terms of the MOU, there is no commitment required by either jurisdiction to proceed beyond the development of the Procurement Documents phase and into the Procurement phase of the MOU. Further, the MOU can be terminated at any time by either party upon 30 days written notice. At a later date, each party can determine if a joint Procurement phase of the MOU is in the best interest of both parties which would require mutual written notice of intent to continue into this phase of work.
Ad-Hoc Committee Work Effort Update and Recommendation
To assist with the development of the RFP Documents, City of Laguna Hills and City of Lake Forest staff envisioned the formation of a Solid Waste and Recycling Franchise Procurement Ad-Hoc Committee (“Committee”). The Committee would include two City Council members from each agency to participate and provide support during the creation of the Procurement Documents. The Committee would serve in an advisory capacity only, and would return to the City Council with policy recommendations from the Committee for final direction and approval.
Following through with this vision, staff from both cities requested their respective Councils to appoint two City Council members to serve on the Committee. On April 19, 2022, the City Council of Lake Forest appointed two Council Members (Mayor Pequeno and Mayor Pro Tem Cirbo) to serve on the Committee. Likewise, on
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April 26, 2022, the City of Laguna Hills City Council appointed Council Member Caskey and Council Member Pezold to serve on the Committee. The Committee also includes the City Managers and staff from both cities.
A PowerPoint presentation will be presented to the Council at its November 15, 2022, to update the Council on the current work efforts of the Committee. The Committee has met five times since July 2022. During these meetings, The Committee discussed numerous policy items which are summarized below. The Committee is planning additional meetings to finalize policy recommendations under the Procurement Documents phase of the MOU in the next few months.
• Length of contract
• Regulatory and franchise fees
• Recycling rate incentives for commercial businesses and multi-family properties • Residential 3-Cart Collection program
• Commercial and multi-family 3-container collection program • Recycling coordinators
• Align with SB 1383 requirements such as contamination monitoring • Special programs such as bulky item & hazardous waste collection, compost giveaways and workshops, special event collection
• Lightweight vehicles & electric vehicles commercial recycling • Technology such as collision avoidance system, on board weighing scales, and cloud-based CRM
• Temporary roll-off service
The collaborative spirit of the Committee between Laguna Hills and Lake Forest has proven successful thus far and there is general agreement on policies discussed to date.
Due to this successful collaboration, the Committee unanimously recommends the continuation of the MOU by working together through the next phase of the MOU, or the Procurement phase. The Procurement phase begins with the release of RFP Documents and continues through the recommendation of a new solid waste and recycling collection and services contract. The Committee anticipates continued benefits in sharing costs and resources through Phase 2 of the MOU and the collaboration and exchange of ideas between both cities. This collaboration will result in a successful
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selection process.
Based on the Committee’s recommendation, staff is seeking direction from the City Council to work with City of Lake Forest’s staff to pursue the Procurement phase of the MOU. In accordance to the MOU, a “mutual written notice of intent to continue with the Procurement” is required. It should be noted that Lake Forest staff, also on November 15, 2022, are requesting direction from their Council to participate jointly in the Procurement phase. Should both the City of Laguna Hills Council and the City of Lake Forest Council provide direction to proceed forward as recommended, staff from both cities will return to their respective City Councils in January 2023 for final approval of Procurement continuation as stipulated in the MOU. This will provide time for the Committee to complete the last required meetings for policy recommendations under the Procurement Documents phase (Phase 1) of this work effort, and also time to prepare the necessary documents to initiate Phase 2 of the MOU.
FISCAL IMPACT:
It is estimated that the City of Laguna Hills third-party recycling consulting costs under the MOU for this work effort is $50K to $60K. By sharing costs for this work effort with the City of Lake Forest in accordance to the MOU, the total costs for recycling consulting services will be reduced by 40% - 50%.
Costs for third-party recycling services are paid through the City’s recycling funds.
ATTACHMENTS:
• Memorandum of Understanding Regarding Solid Waste Procurement Services
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